3COM NBX 3101, NBX 3102 User Manual

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NBX® Telephone Guide

Telephones

■ NBX 3102 Business Telephone

■ NBX 2102 Business Telephone

■ NBX 2102-IR Business Telephone

http://www.3com.com/

PhG-EN 02-2004

■ NBX 1102 Business Telephone

■ NBX 3101 Basic Telephone

■ NBX 3101SP Basic Telephone

■ NBX 2101 Basic Telephone

Attendant Consoles

■ NBX 3105 Attendant Console

■ NBX 1105 Attendant Console

■ NBX Complement Attendant Software

Prelimina

3Com Corporation, 350 Campus Drive, Marlborough, MA 01752-3046

Copyright © 2004, 3Com Corporation. All rights reserved. No part of this documentation may be reproduced in any form or by any means or used to make any derivative work (such as translation, transformation, or adaptation) without written permission from 3Com Corporation.

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UNITED STATES GOVERNMENT LEGEND

If you are a United States government agency, then this documentation and the software described herein are provided to you subject to the following:

All technical data and computer software are commercial in nature and developed solely at private expense. Software is delivered as “Commercial Computer Software” as defined in DFARS 252.227-7014 (June 1995) or as a “commercial item” as defined in FAR 2.101(a) and as such is provided with only such rights as are provided in 3Com’s standard commercial license for the Software. Technical data is provided with limited rights only as provided in DFAR 252.227-7015 (Nov 1995) or FAR 52.227-14 (June 1987), whichever is applicable. You agree not to remove or deface any portion of any legend provided on any licensed program or documentation contained in, or delivered to you in conjunction with, this guide.

Unless otherwise indicated, 3Com registered trademarks are registered in the United States and may or may not be registered in other countries.

3Com, NBX, the 3Com logo, and SuperStack are registered trademarks of 3Com Corporation. NBX NetSet and pcXset are trademarks of 3Com Corporation.

Adobe is a trademark and Adobe Acrobat is a registered trademark of Adobe Systems Incorporated. Microsoft, Windows, Windows 2000, and Windows NT are registered trademarks of Microsoft Corporation.

All other company and product names may be trademarks of the respective companies with which they are associated.

CONTENTS

ABOUT THIS GUIDE

How to Use This Guide 9 Conventions 10 Documentation 11

Comments on the Documentation 11

1 GETTING STARTED

Setting Up Your Password and Voice Mail for the First Time 13 NBX NetSet Utility 15

Starting the NBX NetSet Utility 15 Navigation and Shortcut Icons in the NBX NetSet Utility 16

Quick Reference Guides 16

2 NBX 3102 BUSINESS TELEPHONE

Telephone Buttons and Controls 18 Programmable Access Buttons 21 Status Lights for System Appearance Buttons 22

3 NBX 1102, 2102, AND 2102-IR BUSINESS TELEPHONES

Telephone Buttons and Controls 24 Programmable Access Buttons 27 Status Lights for System Appearance Buttons 28

4 NBX 3101 AND 3101SP BASIC TELEPHONES

Telephone Buttons and Controls 30 Programmable Access Buttons 32 Status Lights for System Appearance Buttons 33

5 NBX 2101 BASIC TELEPHONE

Telephone Buttons and Controls 36 Programmable Access Buttons 38 Status Icons 38

6 NBX MESSAGING

NBX Messaging Components 40

Important Considerations 40

Changing Your Password 41

Security Tips 41 Changing Your Name Announcement and Personal Greeting 42 Listening to NBX Messages 42

Message Indicators 43

LIstening from Your Computer 43

LIstening from Your NBX Telephone 44

Listening from Any Internal NBX Telephone 44

Listening from an External Location 44

Managing Your Messages 45

Information About Your Messages 45 Replying to a Message 46 Forwarding a Message 47 Creating and Sending a Message 48 Creating Personal Voice Mail Group Lists 49

Modifying or Deleting Groups 50 Marking a Message as Private or Urgent 51 Forwarding Incoming Calls to Your Call Coverage Point 51 Other Ways to Manage Your Voice Mail Messages 52 Other Kinds of Mailboxes 52

Greeting-Only Mailbox 52

Phantom Mailbox 53

Group Mailbox 53

7 STANDARD FEATURES

Answering a Call 56

Caller ID 56

Answering a Second Call 56 Using the NBX Telephone Display Panel 57

Tips on Using the Lists 58

More Ways to Dial a Call 59

An Internal Call 59 An External Call 59

Redialing a Call 60 Setting Your Call Coverage Point 60 Putting a Call on Hold 61

Dialing Another Call 61

More Than One Call 62 Transferring a Call 63

Announced (Screened) Transfer 64

Blind Transfer 64 Direct Mail Transfer 64 Establishing a Conference Call 65

Disconnecting the Last Person That You Called 66

More About Conference Calls 66 Setting the Volume 67

8 PERSONALIZING YOUR TELEPHONE

Guidelines About Features on NBX Telephones 70 Ringer Tones 70 Speed Dials 70

Personal Speed Dials 71

System-wide Speed Dials 72

Special Case: One-Touch Speed Dials 73

Printing Speed Dial Lists and Labels 74 Off-Site Notification 75 Do Not Disturb 78 Preventing Unauthorized Use of Your Telephone 79

Telephone Locking 80

Call Permissions 80 Class of Service Override 81 Using a Headset 82

With the NBX 3102 Business Telephone 82

General Headset Instructions 83

Returning to the Headset After a Long Delay 84 Palm Integration 84

9 GETTING MORE FROM YOUR TELEPHONE SYSTEM

Listening to Your Messages in Your E-mail or Browser 86 Account (Billing) Codes 86 Caller ID 87

Internal and External Caller ID 87 Calling Line Identity Restriction (CLIR) 87

Call Pickup 88

Directed Call Pickup on a Specific Telephone 89 Group Call Pickup 89

Hunt Groups and Calling Groups 89

Hunt Groups 90 Calling Groups 92

Group Membership 92 Call Park 93 Paging 94 Dialing a Call to a Remote Office 95

Using Unique Extensions 95

Using Site Codes 96 Bridged Extensions 97 Delayed Ringing 97 Using Pulse Dialing 98

Using a Feature Code 98

Using a Mapped Button 98

Using a Personal Speed Dial 98 Additional Applications 99

10 NBX 3105 AND 1105 ATTENDANT CONSOLES

NBX Attendant Console 102

Access Buttons 102

Feature Buttons 102

Attendant Console Labels 105 Complement Attendant Software 106

Managing Calls 107

A TELEPHONE INSTALLATION AND MAINTENANCE

Connecting the Telephone 109 Installing the 3102 Telephone Label Plate 111 Attaching and Adjusting the 3101/3102/3105 Support Bracket 111

Attaching and Adjusting the 1102/2101/2102 Support Bracket 113

Low-Profile and High-Profile Positions 113 Wall-Mount Position 114

Security Wall-Mount Bracket 115 Opening the 3105 Attendant Console Label Cover 115 Moving Your Telephone 115 Swapping Telephones 115 Cleaning Your Telephone 116 Troubleshooting Problems 116

INDEX

ABOUT THIS GUIDE

This guide is intended for anyone using NBX® Telephones, NBX Attendant Consoles, or the NBX Complement Attendant Software. It includes information about using the NBX Voice Mail system and the NBX NetSet administration utility for personal telephone settings.

If the information in the release notes (readme.pdf) on the NBX Resource Pack CD differs from the information in this guide, follow the instructions

in the release notes.

Analog telephones connected through the Analog Terminal Card or the Analog Terminal Adapter can use most of the features described in this book. See the NBX Feature Codes Guide in the NBX NetSet utility.

™

How to Use This Guide

Ta bl e 1 shows where to look for specific information in this guide.

Tab le 1 Where to Find Information

If you are looking for information about Turn to

How to get started with your new telephone Chapter 1

The NBX 3102 Business Telephone Chapter 2

The NBX 1102, 2102, and 2102-IR Business Telephones Chapter 3

The NBX 3101 and 3101SP Basic Telephones Chapter 4

The NBX 2101 Basic Telephone Chapter 5

NBX Voice Messaging features Chapter 6

Using standard telephone features Chapter 7

Personalizing your telephone Chapter 8

Enhanced system features Chapter 9

The Attendant Console and Complement Attendant Software Chapter 10

Telephone maintenance and troubleshooting information Appendix A

References to all topics in this book Index

10 ABOUT THIS GUIDE

Conventions Ta bl e 2 defines some commonly used words and phrases in this guide.

Tab le 2 Common Terms

Term Definition

Auto Attendant The set of voice prompts that answers incoming calls and

describes actions that a caller or user can take to access individual services.

Administrator The person who is responsible for maintaining your

Receptionist The person who answers the majority of incoming

User A person who has a single NBX Business Telephone, an

3Com Networked Telephony Solution.

telephone calls. In some business environments, this person may be a switchboard operator.

NBX Basic Telephone, or an analog telephone connected to the NBX system through an ATC card or the single-port ATA device.

Ta bl e 3

lists conventions that are used throughout this guide.

Tab le 3 Icons

Icon Type Description

Information note Information that describes important features

or instructions.

Caution Information that alerts you to potential loss of

data or potential damage to an application, system, device, or network.

Warning Information that alerts you to potential

personal injury.

Documentation 11

Documentation The documentation set for 3Com NBX Networked Telephony Solutions is

designed to help NBX telephone users, installers, and administrators maximize the full potential of the system.

The NBX Resource Pack CD contains many guides to the NBX products and their related 3Com applications.

When you log in to the NBX NetSet utility as a user, you can view the PDF versions of the NBX Telephone Guide and NBX Feature Codes Guide by clicking the icons at the bottom of the screen. An administrator who logs in can also see the NBX Installation Guide and the NBX Administrator’s Guide. The NBX NetSet utility also includes a searchable Help system with Help buttons on each screen.

Comments on the

Documentation

Your suggestions are important to us. They help us to make the NBX documentation more useful to you.

Please send your e-mail comments about this guide or any of the 3Com NBX documentation and Help systems to:

Voice_TechComm_Comments@3com.com

Include the following information with your comments:

■ Document title

■ Document part number (found on the front or back page)

■ Page number

Example:

NBX Telephone Guide

Part Number PhG-EN

Page 25

As always, please address all questions regarding the NBX hardware and software to your 3Com NBX Voice-Authorized Partner.

12 ABOUT THIS GUIDE

GETTING STARTED

As soon as you are given a telephone and extension number, you need to set up a password and record your name announcement and personal greeting.

This chapter covers these topics:

■ Setting Up Your Password and Voice Mail for the First Time

■ NBX NetSet Utility

■ Quick Reference Guides

For how to access NBX features from an analog telephone, set your password as described next and then see the NBX Feature Codes Guide in the NBX NetSet utility.

Setting Up Your Password and Voice Mail for the First Time

The procedure by which you set up your password and voice mailbox for the first time depends on:

■ The kind of telephone that you have

■ The kind of voice messaging system on your NBX system. Ask your

administrator what kind of voice messaging is active on your system.

Ta bl e 4

For details on tones and codes on analog telephones, see the NBX Feature Codes Guide in the NBX NetSet utility.

describes how to set up your first password.

14 CHAPTER 1: GETTING STARTED

Tab le 4 Setting Your NBX NetSet and NBX Messaging Password

Feature NBX Business Phones NBX Basic Phones Analog Telephones

Password — Set Initially

If your system uses NBX Messaging, follow the NBX voice

prompts to set your NBX password (which is the same for NBX NetSet

Msg button (1102, 2102, 2102-IR) or button (3102) and follow the voice prompts

Msg button (2101) or

button (3101 and

3101SP) and follow the voice prompts

500 ** and follow the voice prompts

and voice messaging) OR use the NBX NetSet utility, described next.

If your system uses a voice messaging application other than NBX Messaging, use this code

sequence to set your password for the NBX NetSet utility. 3Com recommends that you use the same password for the NBX NetSet utility and your messaging application.

For all voice messaging systems:

■ Use only 4- to 10-digit numbers

■ Do not use letters, *, or # as part

of your password.

OR, for systems that do not use NBX Messaging:

Feature

+ 434 + new password + # + repeat your new password + #

OR, for systems that do not use NBX Messaging:

Feature

+ 434 + new password + # + repeat your new password + #

OR, for systems that do not use NBX Messaging:

(Feature Entry Tone) + 434 (Feature Entry Tone) + new password + # (Feature Entry Tone) + repeat your new password + # (Confirmation Tone)

Password — Change

If your system uses NBX Messaging, follow the NBX voice

prompts to change your NBX password (which changes your NBX NetSet password, because they are the same) OR use the NBX NetSet utility, described next.

If your system uses a voice messaging application other than NBX Messaging, use this code

sequence to change your password for the NBX NetSet utility. 3Com recommends that you use the same password for the NBX NetSet utility and your voice messaging application.

For all voice messaging systems:

■ If you forget your password, the

administrator can reset it to your extension. Then use this code (for applications other than NBX Messaging) or the NBX voice prompts to change it.

Msg button (1102, 2102, 2102-IR) or button (3102) + current password + # + 9 + 2 + follow the prompts

OR, for systems that do not use NBX Messaging:

Feature

+ 434 + current password + # + new password + # + repeat your new password

Msg button (2101) or

button (3101 and

3101SP) + current password + # + 9 + 2 + follow the prompts

OR, for systems that do not use NBX Messaging:

Feature

+ 434 + current password + # + new password + # + repeat your new password

500 **

+ extension number + current password + # + 9 + 2 + follow the prompts

OR, for systems that do not use NBX Messaging:

(Feature Entry Tone) + 434 (Feature Entry Tone) + current password + # (Feature Entry Tone) + new password + # (Feature Entry Tone) + repeat your new password + # (Confirmation Tone)

NBX NetSet Utility 15

NBX NetSet Utility The NBX NetSet administration utility has two interfaces:

■ Administrator — Your administrator logs in with a special password

and uses the NBX NetSet utility to manage and configure system-wide

telephone settings and many of the settings for your telephone.

■ User — As a telephone user, you log in to the NBX NetSet utility with

your own system ID (your extension) and password to:

■ View and change your telephone’s personal settings, such as speed

dials, ringer tone, and specify where you want your calls to go when you cannot answer them (your call coverage point).

■ Listen to and delete your voice messages from your computer as an

alternative to managing calls on your telephone.

■ View your call permissions, certain current feature settings, and the

internal user directory to call other users on your system.

■ Log in to and out of one or all hunt groups and calling groups of

which your telephone is a member.

Starting the NBX

NetSet Utility

See Chapter 7

, Chapter 8, and Chapter 9 for discussions about the standard and enhanced features that you can monitor and change in the NBX NetSet utility. See Chapter 6

for voice messaging features.

If your NBX system uses a messaging application other than NBX Messaging, off-site notification and other voice messaging features are available through your messaging application. See the application’s documentation rather than using this Guide.

To use the NBX NetSet utility, you need a computer that is connected to your local area network (LAN) and that has a web browser. (You do not need Internet access.) To start the NBX NetSet utility:

1 Ask your administrator for the IP (web) address for your NBX system. In

the web browser on your computer (Microsoft Internet Explorer version

5.5 or later is optimal), enter the IP address in the Address field, and then press Enter on your keyboard. The NBX NetSet login screen appears.

You cannot log in to the NBX NetSet utility until you establish your password through your telephone using NBX voice prompts or the Feature Code sequence. See Tab le 4

2 Click User to log in as a user. The password dialog box appears.

16 CHAPTER 1: GETTING STARTED

3 Type your NBX NetSet user identification (always your 3-digit or 4-digit

telephone extension) and your NBX NetSet password, and then click OK.

Navigation and

Shortcut Icons

in the NBX NetSet

Utility

The icons at the lower right of any Personal Settings window allow you or your administrator to navigate to the following features:

Tab le 5 Navigation Icons

Icon Action Where You Go

Back ■ For the User goes to the main NBX NetSet login dialog box

■ For the Administrator goes to the NBX NetSet main menu

window

Help Help for the fields and procedures related to the screen

Click the icons below the window to go directly to these features:

One-Touch Speed Dials

Off-Site Notification

Telephone Guide (this guide)

Quick Reference Guides

NBX Feature Codes Guide

To open and print a copy of the Quick Reference Guides for the most frequently used features on your telephone:

1 Log in to the NBX NetSet utility. See “

Starting the NBX NetSet Utility”

earlier in this chapter.

2 Click Telephone Quick Reference. The quick reference that pertains to

your telephone (Business, Basic, or analog) appears. Adobe Acrobat Reader 4.0 or higher is required to view the file. Adobe Acrobat Reader is available free from the Adobe Web site: www.adobe.com

NBX 3102

USINESS TELEPHONE

This chapter describes the buttons, controls, and features on the NBX 3102 Business Telephone. It covers these topics:

■ Telephone Buttons and Controls

■ Programmable Access Buttons

■ Status Lights for System Appearance Buttons

For a description of the features on the NBX 1102, 2102, and 2102-IR Business Telephones, see Chapter 3

For a description of the features on the NBX 3101 and 3101SP Basic Telephones, see Chapter 4

For a description of the features on the NBX 2101 Basic Telephone, see

Chapter 5

For how these features work on an analog telephone that is connected to the NBX system, click the NBX Feature Codes Guide icon below any screen in the NBX NetSet utility.

18 CHAPTER 2: NBX 3102 BUSINESS TELEPHONE

Telephone Buttons and Controls

Figure 1 shows the buttons and controls on the NBX 3102 Business

Telephone. The features are discussed after the picture.

Figure 1 NBX 3102 Business Telephone

1 Soft buttons — Allow you to select items that are displayed in the

telephone display panel. See “Using the NBX Telephone Display Panel”

Chapter 7

■ Slct (Select)

■ Back (returns you to the next higher level in the menu)

■ Exit (leaves the display panel menus)

. The buttons, from left to right, are:

2 Message Waiting Indicator (MWI) — When lit, indicates that you have

one or more new voice mail messages in your voice mailbox. Also, this indicator flashes when your telephone rings.

Telephone Buttons and Controls 19

3 Display panel — Displays telephone status messages, Caller ID

information (if enabled), and the number of messages that you have in your voice mail mailbox. You can also use it to view these items:

■ Logs of your recent missed, answered, and dialed calls

■ A directory of people’s names in your organization

■ Personal speed dial numbers

■ System-wide speed dial numbers

4 Scroll buttons (Up, Down, Left, Right) — Allow you to scroll through

the items in the telephone display panel. See “Using the NBX Telephone

Display Panel” in Chapter 7. The left and right buttons are reserved for

future use.

5 Program button — Reserved for future use.

6 Programmable Access buttons — Allow you and your administrator to

assign features to specific buttons. See “Programmable Access Buttons” and “Status Lights for System Appearance Buttons”

later in this chapter.

7 Microphone (located on the side of the telephone) — Activated

when the telephone is in speaker phone mode, that is, after you press the Speaker button or the (Hands Free) button. For best results, keep the area around the microphone free of obstructions.

8 Label area for Access buttons

9 Telephone key pad

10 Hold button — Places a caller on hold. See “Putting a Call on Hold”

Chapter 7

11 Transfer button — Sends the currently active call to another telephone.

See “Transferring a Call”

in Chapter 7.

12 Conference button — Establishes a single call with up to three

additional internal parties, external parties, or both. See “Establishing a

Conference Call” in Chapter 7.

13 Redial button — Redials the last telephone number or extension that

you called. See “Redialing a Call”

in Chapter 7.

14 Speaker button — Enables you to use the speaker phone feature. Press

the Speaker button before you dial the call, when your telephone is ringing, or while a call is in progress. To turn the speaker phone off and resume the conversation, pick up the handset.

15 Forward to Voice Mail button — Directs all incoming calls, after one

ring, to your voice mail or to wherever you have specified in NBX NetSet

20 CHAPTER 2: NBX 3102 BUSINESS TELEPHONE

> User Information > Call Forward. See “Forwarding Incoming Calls to

Your Call Coverage Point” in Chapter 6.

16 Message button

Messaging system. See “Listening to NBX Messages”

17 Hands Free button

without picking up the handset. To activate this feature, press the button before calls come in to your telephone. When the feature is enabled, the indicator is lit. When you receive an internal call, your telephone sounds a tone and activates the speaker phone.

An external call (a call from outside your NBX system) rings to your telephone as usual.

18 Headset connector — Located on the underside of the telephone, this

RJ-11 connector enables you to plug in a headset so that you can listen to calls and have your hands free. See “Using a Headset”

To enable the use of a connected headset, press the Headset button (by default, button 16 at the top of the right column of buttons).

19 Volume down — Lowers the volume of the ringer, the speaker, the

handset, or the headset. See “Setting the Volume”

20 Mute button

are saying during a telephone call, although you can still hear them. Press the button to turn off the telephone’s microphone when you are using the handset or headset, or when your telephone is in speaker phone mode. To turn off the Mute feature, press the button again.

— Accesses your voice mail messages through the NBX

in Chapter 6.

— Allows you to answer internal (intercom) calls

in Chapter 8.

in Chapter 7.

— Enables you to prevent callers from hearing what you

21 Volume up — Raises the volume of the ringer, the speaker, the handset,

or the headset. See “Setting the Volume”

22 Handset

in Chapter 7.

Programmable Access Buttons 21

Programmable Access Buttons

Figure 2 shows the 18 programmable Access buttons on the NBX 3102

Business Telephone. To view or change the current features on your telephone’s buttons (button mappings), click the Shortcut to One-Touch Speed Dials icon below any NBX NetSet utility screen. Click the Help button for instructions.

Figure 2 3102 Access Buttons

Access buttons have these default settings, which your administrator can change:

1 In most circumstances, your administrator designates these three system

appearance buttons as lines for incoming and outgoing calls.

2 Personal Speed Dial 1. See “Speed Dials”

in Chapter 8.

3 Personal Speed Dial 2

4 Personal Speed Dial 3

5 Call Park button — Allows you to place a call in a “holding pattern” so

that it can be retrieved from any other telephone on the system. See

“Call Park”

in Chapter 9.

6 Transfer to Voice Mail button — Sends a call directly to another user’s

voice mailbox. See “Direct Mail Transfer”

in Chapter 9.

7 Feature button — Allows you to access features that are not directly

assigned to an Access button on your telephone. See the NBX Feature Codes Guide in the NBX NetSet utility for a list of features and codes and how to use them.

8 Release button — Disconnects calls. Useful when you use a telephone

headset. See “Using a Headset”

in Chapter 8.

22 CHAPTER 2: NBX 3102 BUSINESS TELEPHONE

9 Personal Speed Dial 4. See “Speed Dials” in Chapter 8.

10 Personal Speed Dial 5

11 Personal Speed Dial 6

12 Personal Speed Dial 7

13 Personal Speed Dial 8

14 Personal Speed Dial 9

15 Personal Speed Dial 10

16 Headset — Press this button to enable the use of a headset that is

connected to the telephone.

Status Lights for System Appearance Buttons

An Access button that is set up for incoming and outgoing calls is called a System Appearance button. The light beside each System Appearance button indicates the status. See Ta bl e 6

Tab le 6 Status Indicator Lights for System Appearance Buttons

If the light is The line is

Off Available for use

Steady In use

Blinking quickly Ringing

Blinking slowly On hold

NBX 1102, 2102,

AND 2102-IR BUSINESS

ELEPHONES

This chapter describes the buttons, controls, and features on the following NBX telephones:

■ NBX 1102 Business Telephone

■ NBX 2102 Business Telephone

■ NBX 2102-IR Business Telephone

The chapter covers these topics:

■ Telephone Buttons and Controls

■ Programmable Access Buttons

■ Status Lights for System Appearance Buttons

For a description of the features on the NBX 3102 Business Telephone, see Chapter 2

For a description of the features on the NBX 3101 and 3101SP Basic Telephones, see Chapter 4

For a description of the features on the NBX 2101 Basic Telephone, see

Chapter 5

For how these features work on an analog telephone that is connected to the NBX system, click the NBX Feature Codes Guide icon below any screen in the NBX NetSet utility.

24 CHAPTER 3: NBX 1102, 2102, AND 2102-IR BUSINESS TELEPHONES

Telephone Buttons and Controls

Figure 3 shows the buttons and controls on the NBX 1102, 2102 and

2102-IR Business Telephones.

Figure 3 NBX Business Telephone (2102-IR Shown)

1 Display panel — Displays telephone status messages, Caller ID

information (if enabled), and the number of messages that you have in your voice mail mailbox. You can also use it to view these items:

■ Logs of your recent missed, answered, and dialed calls

■ A directory of people’s names in your organization

■ Personal speed dial numbers

■ System-wide speed dial numbers

2 Soft buttons — Allow you to select items that are displayed in the

telephone display panel. See “Using the NBX Telephone Display Panel”

Chapter 7

Telephone Buttons and Controls 25

The soft buttons, from left to right, are:

■ Slct (Select)

■ Back (returns you to the next higher level in the menu)

■ Exit (leaves the display panel menus)

3 Scroll buttons (Up, Down) — Allow you to scroll through the items in

the telephone display panel. See “Using the NBX Telephone

Display Panel” in Chapter 7.

4 Program button — Reserved for future use.

5 Programmable Access buttons and label area — Allow you and your

administrator to assign features to specific buttons. See “Programmable

Access Buttons” and “Status Lights for System Appearance Buttons”

later in this chapter.

6 Programmable Access and label area — Allow you and your

administrator to assign features to specific buttons. See “Programmable

Access Buttons” later in this chapter.

7 Hold button — Places a caller on hold. See “Putting a Call on Hold”

Chapter 7

8 Transfer button — Sends the currently active call to another telephone.

See “Transferring a Call”

in Chapter 7.

9 Conference button — Establishes a single call with up to three

additional internal parties, external parties, or both. See “Establishing a

Conference Call” in Chapter 7.

10 Redial button — Redials the last telephone number or extension that

you called. See “Redialing a Call”

in Chapter 7.

11 Speaker button — Enables you to use the speaker phone feature. Press

the Speaker button before you dial the call, when your telephone is ringing, or while a call is in progress. To turn the speaker phone off and resume the conversation, pick up the handset.

12 Volume up and down buttons

— Raises and lowers the volume of the

ringer, the speaker, the handset, or the headset. See “Setting the

Volume” in Chapter 7.

13 Mute button — Enables you to prevent callers from hearing what you

are saying during a telephone call. Press the Mute button to turn off the telephone’s microphone when you are using the handset or when your telephone is in speaker phone mode. To turn off the Mute feature, press the Mute button again.

26 CHAPTER 3: NBX 1102, 2102, AND 2102-IR BUSINESS TELEPHONES

14 Infrared Port (2102-IR only) — Receives infrared signals from a

hand-held device running the Palm Operating System. See “Palm

Integration” in Chapter 8.

15 Hands Free button

without picking up the handset. To activate this feature, press the Hands Free button before calls come in to your telephone. When this feature is enabled, the indicator is lit. When you receive an internal call, your telephone sounds a tone and activates the speaker phone.

An external call (a call from outside your NBX system) rings to your telephone as usual.

16 Telephone key pad

17 MSG (Message) button

the NBX Messaging system. See “Listening to NBX Messages”

Chapter 6

indicator (you have one or more messages in your voice mailbox).

18 FWD MAIL (Forward to Voice Mail) button

calls to your voice mail (or to wherever you have specified in NetSet > User Information > Call Forward) after one ring. See “Forwarding

Incoming Calls to Your Call Coverage Point” in Chapter 6.

19 Handset

. The status light beside this button acts as a message waiting

— Allows you to answer internal (intercom) calls

— Accesses your voice mail messages through

— Directs all incoming

Programmable Access Buttons 27

Programmable Access Buttons

Figure 4 displays the 18 programmable Access buttons. The One-Touch

Speed Dials screen in the NBX NetSet utility shows your telephone’s

current button mappings.

Figure 4 Access Buttons on NBX 1102, 2102, and 2102-IR Telephones

Access buttons have these default settings, which your administrator can change:

1 Feature button — Allows you to access features that are not directly

assigned to an Access button on your telephone. See the NBX Feature Codes Guide in the NBX NetSet utility for a list of features and codes.

2 Direct Mail Transfer button — Sends a call directly to another user’s

voice mailbox. See “Direct Mail Transfer”

in Chapter 9.

3 Call Park button — Allows you to place a call in a “holding pattern” so

that it can be retrieved from any other telephone on the system. See

“Call Park”

in Chapter 9.

4Flash button (analog line only) — Toggles the current call to another

call if the line has the Call Waiting service from your local telephone company, or enables call transfer if the line has the Call Transfer service.

5 Unassigned — This button has no default assigned function.

6 Release button — Disconnects calls. Useful when you use a telephone

headset. See “Using a Headset”

in Chapter 8.

28 CHAPTER 3: NBX 1102, 2102, AND 2102-IR BUSINESS TELEPHONES

7 Typically, you can use these nine buttons for personal speed dial settings,

although the administrator can map them to other features. See “Speed

Dials” in Chapter 8.

8 In most circumstances, your administrator designates these three system

appearance buttons as lines for incoming and outgoing calls.

Status Lights for System Appearance Buttons

An Access button that is set up for incoming and outgoing calls is called a System Appearance button. The light beside each System Appearance button indicates the status. See Ta bl e 7

Tab le 7 Status Indicator Lights for System Appearance Buttons

If the light is The line is

Off Available for use

Steady In use

Blinking quickly Ringing

Blinking slowly On hold

NBX 3101 AND 3101SP BASIC

ELEPHONES

This chapter describes the buttons, controls, and features on the NBX 3101 and 3101SP Basic Telephones.

The chapter covers these topics:

■ Telephone Buttons and Controls

■ Programmable Access Buttons

■ Status Lights for System Appearance Buttons

For a description of the features on the NBX 3102 Business Telephone, see Chapter 2

For a description of the features on the NBX 1102, 2102, and 2102-IR Business Telephones, see Chapter 3

For a description of the features on the NBX 2101 Basic Telephone, see

Chapter 5

For how these features work on an analog telephone that is connected to the NBX system, click the NBX Feature Codes Guide icon below any screen in the NBX NetSet utility.

The NBX 3101 Basic Telephone (3C10401A) does not include a microphone, which means it does not support speaker phone operation. The NBX 3101SP Basic Telephone (3C10410SPKRA) has a microphone and supports speaker phone operation. All other features operate the same on the two telephones.

30 CHAPTER 4: NBX 3101 AND 3101SP BASIC TELEPHONES

Telephone Buttons and Controls

Figure 5 shows the buttons and controls on the NBX 3101SP Basic

Telephone. The NBX 3101 Basic Telephone does not include a microphone, 8, or a speaker button and its indicator light, 10. All other controls are identical on the two telephones.

Figure 5 NBX 3101SP Basic Telephone

1 Soft buttons — Allow you to select items that are displayed in the

telephone display panel. See “Using the NBX Telephone Display Panel”

Chapter 7

■ Slct (Select)

■ Back (returns you to the next higher level in the menu)

■ Exit (leaves the display panel menus)

. The buttons, from left to right, are:

2 Message Waiting Indicator (MWI) — When lit, indicates that you have

one or more new voice mail messages in your voice mailbox. Also, this indicator flashes when your telephone rings.

Telephone Buttons and Controls 31

3 Display panel — Displays telephone status messages, Caller ID

information (if enabled), and the number of messages that you have in your voice mail mailbox. You can also use it to view these items:

■ Logs of your recent missed, answered, and dialed calls

■ A directory of people’s names in your organization

■ Personal speed dial numbers

■ System-wide speed dial numbers

4 Scroll buttons (Up, Down, Left, Right, Center) — Allow you to scroll

through the items in the telephone display panel. See “Using the NBX

Telephone Display Panel” in Chapter 7. The left, right, and center buttons

are reserved for future use.

5 Message button

Messaging system. See “Listening to NBX Messages”

— Accesses your voice mail messages through the NBX

in Chapter 6.

6 Hold button — Places a caller on hold. See “Putting a Call on Hold”

Chapter 7

7 Label area for Access buttons — You can use the NBX NetSet utility to

create a new label if you change any button mappings.

8 Microphone (3101SP only) — Activated when the telephone is in

speaker phone mode, that is, after you press the (speaker) button. For best results, keep the area around the microphone free of obstructions. To minimize the effects of background noise, the microphone is directional; it performs best when you are directly in front of the telephone.

9 Programmable Access buttons — Allow you and your administrator to

assign features to specific buttons. See “Programmable Access Buttons” and “Status Lights for System Appearance Buttons”

later in this chapter.

10 Speaker button (3101SP only) — Enables you to use the speaker

phone feature. Press the button before you dial the call, when your telephone is ringing, or while a call is in progress. To turn the speaker off and resume the conversation, pick up the handset.

The NBX 3101SP Basic Telephone includes a microphone and supports speaker phone operation. The NBX 3101 Basic Telephone does not support speaker phone operation and it does not have a button.

11 Telephone key pad

12 Volume down — Lowers the volume of the ringer, the speaker, or the

handset. See “Setting the Volume”

in Chapter 7.

32 CHAPTER 4: NBX 3101 AND 3101SP BASIC TELEPHONES

13 Mute button — Enables you to prevent callers from hearing what you

are saying during a telephone call, although you can still hear them. Press the button to turn off the telephone’s mouthpiece when you are using the handset or the microphone (3101SP only) when your telephone is in speaker phone mode. To turn off the Mute feature, press the button again. The indicator lamp is lit when the Mute feature is enabled.

14 Volume up — Raises the volume of the ringer, the speaker, or the

handset.See “Setting the Volume”

15 Speaker

16 Handset — Supports wide band audio.

in Chapter 7.

Programmable Access Buttons

Figure 6 displays the Access buttons on the NBX 3101 and 3101SP Basic

Telephones. By default, the functions assigned to these buttons are set by your administrator and you cannot change their functions unless your administrator defines one or more buttons as User Speed Dials.

To view or change the current features on your telephone’s buttons, click the Shortcut to One-Touch Speed Dials icon below any NBX NetSet utility screen. Buttons that you can change are marked with an asterisk and the description “User SPD” on the One-Touch Speed Dials screen. Click the Help button on the screen for detailed instructions.

Figure 6 Access Buttons

NBX 3101SP (3C10401SPKRA)

NBX 3101 (3C10401A)

Status Lights for System Appearance Buttons 33

Access buttons have these default settings:

1 System Appearance button 1.

2 System Appearance button 2.

3 Feature button — Allows you to access features that are not directly

assigned to an Access button on your telephone. See the NBX Feature Codes Guide in the NBX NetSet utility for a list of features and codes and

how to use them.

4 Transfer button — Sends the currently active call to another telephone.

See “Transferring a Call”

in Chapter 7.

The telephone LabelMaker, which is available through the NBX NetSet utility, enables you to define and print a new label for your Access buttons.

Status Lights for System Appearance Buttons

An Access button that is set up for incoming and outgoing calls is called a System Appearance button. The light beside each System Appearance button indicates the status. See Ta bl e 8

Tab le 8 Status Indicator Lights for System Appearance Buttons

If the light is The line is

Off Available for use

Steady In use

Blinking quickly Ringing

Blinking slowly On hold

34 CHAPTER 4: NBX 3101 AND 3101SP BASIC TELEPHONES

NBX 2101 BASIC TELEPHONE

This chapter describes the buttons, controls, and features that are specific to the NBX 2101 Basic Telephone. It covers these topics:

■ Telephone Buttons and Controls

■ Programmable Access Buttons

■ Status Icons

For a description of the features on the NBX 3102 Business Telephone, see Chapter 2

For a description of the features on the NBX 1102, 2102, and 2102-IR Business Telephones, see Chapter 3

For a description of the features on the NBX 3101 and 3101SP Basic Telephones, see Chapter 4

For how these features work on an analog telephone that is connected to the NBX system, click the NBX Feature Codes Guide icon below any screen in the NBX NetSet utility.

36 CHAPTER 5: NBX 2101 BASIC TELEPHONE

Telephone Buttons and Controls

Figure 7 shows the buttons and controls on the NBX 2101 Basic

Telephone.

Figure 7 NBX 2101 Basic Telephone

The NBX 2101 Basic Telephone has these features:

1 Handset

2 Hook switch (under the handset) — Pressing and releasing the hook

switch gives you a dial tone. This feature is used with Call Park. See “Call

Park” in Chapter 9.

3 Display panel — Displays telephone status messages (see Ta bl e 9

), Caller ID, Locked Telephone, and other feature information (if enabled), and the number of messages in your voice mail mailbox. You can also use it to view these items:

■ Logs of your recent missed, answered, and dialed calls

■ A directory of people’s names in your organization

Telephone Buttons and Controls 37

■ Personal speed dial numbers

■ System-wide speed dial numbers

4 Soft buttons — Allow you to select items that are displayed in the

telephone display panel. See “More Ways to Dial a Call”

in Chapter 7.

The buttons, from left to right, are:

■ Slct (Select)

■ Back (returns you to the next higher level in the menu)

■ Exit (leaves the display panel menus)

5 Scroll buttons — Allow you to scroll through the items in the telephone

display panel. See “Using the NBX Telephone Display Panel”

in Chapter 7.

6 MSG (Message) button — Accesses your voice mail messages through

the NBX Messaging system. See “Listening to NBX Messages”

Chapter 6

7 Telephone key pad

8 Volume control buttons — Raise or lower the volume of the ringer, the

handset, or the headset. See “Setting the Volume”

in Chapter 7.

9 Hold button — Places a caller on hold. See “Putting a Call on Hold”

Chapter 7

10 Transfer button — (factory default setting) Sends the currently active

call to another telephone. See “Programmable Access Buttons”

later in

this chapter.

11 Call Toggle button — (factory default setting) Similar to a Hold button,

enables you to switch between two calls. See “Programmable Access

Buttons” later in this chapter.

12 Feature button — (factory default setting) See “Programmable Access

Buttons” later in this chapter.

38 CHAPTER 5: NBX 2101 BASIC TELEPHONE

Programmable Access Buttons

The NBX 2101 Basic Telephone has three programmable Access buttons. The factory-default settings for these buttons are (from left to right):

■ Feature — Allows you to access features that are not directly

assigned to an Access button on your telephone. See the NBX Feature Codes Guide in the NBX NetSet utility for a list of features and codes and how to use them.

■ Call Toggle — Available only on the NBX 2101 Basic Telephone. Use

this button to manage two telephone calls at the same time. See

“Answering a Call”

■ Transfer — Sends the currently active call to another telephone. See

“Transferring a Call”

in Chapter 7.

Your administrator can program these buttons for other commonly used functions. However, changing the settings for the Feature or Call Toggle buttons greatly reduces your ability to use some of the NBX system features.

Status Icons Your NBX 2101 Basic Telephone allows you to use two telephone lines at

the same time.

On the display panel, the behavior of the telephone icon next to the number 1 (for Line 1) on the first row, or 2 (for Line 2) on the second row, indicates the status of the lines. See Tab le 9

Tab le 9 Status Indicator Behavior for the Telephone Icons in the Display Panel

If the telephone icon is The line is

Not displayed Available for use

Steady In use

Blinking quickly Ringing

Blinking slowly On hold

NBX MESSAGING

This chapter describes the NBX® Networked Telephony Solutions voice messaging features. It covers these topics:

■ NBX Messaging Components

■ Changing Your Password

■ Changing Your Name Announcement and Personal Greeting

■ Listening to NBX Messages

■ Replying to a Message

■ Forwarding a Message

■ Creating and Sending a Message

■ Creating Personal Voice Mail Group Lists

■ Marking a Message as Private or Urgent

■ Forwarding Incoming Calls to Your Call Coverage Point

■ Other Ways to Manage Your Voice Mail Messages

■ Other Kinds of Mailboxes

40 CHAPTER 6: NBX MESSAGING

NBX Messaging Components

Important

Considerations

A key component of the NBX Networked Telephony Solutions is the NBX Messaging system, which includes voice mail, off-site notification, and several administrative features. Voice mail allows callers to leave voice messages in your voice mailbox when you are not able to answer your telephone. You can listen to, save, and forward those messages from any touch-tone telephone.

If your system uses a messaging application other than NBX Messaging, use the documentation for your messaging application instead of the instructions in this chapter. Exception: Use the procedures in “Changing

Your Password” regardless of your messaging application.

■ The steps are the same for initially setting up the name

announcement, personal greetings, and passwords for personal, greeting-only, and phantom voice mailboxes. See “Setting Up Your

Password and Voice Mail for the First Time” in Chapter 1 for details.

(Your administrator creates group mailboxes and their passwords.)

■ For changes to passwords and greetings, see “Changing Your

Password” and “Changing Your Name Announcement and Personal Greeting” later in this chapter.

■ The default setting for the maximum length of each voice mail

message on the system is 5 minutes. Your administrator can configure your organization’s NBX Messaging system to receive and store voice mail messages that are up to 10 minutes long.

■ Use the Off-Site Notification feature if you want the NBX system to

notify you when callers leave voice mail messages in your voice mailbox. See “Off-Site Notification”

in Chapter 8.

For information on accessing NBX features from an analog telephone, see

™

the NBX Feature Codes Guide in the NBX NetSet

utility.

Changing Your Password 41

Changing Your Password

Security Tips ■ Change your password often.

You use the same 4-digit to 10-digit password to log in to the NBX NetSet utility and to access your NBX voice mail. You can change this password with your telephone (using the NBX voice prompts or a feature code) or through the NBX NetSet utility.

To set up your password for the first time, see Ta bl e 4

and “NBX NetSet

Utility” in Chapter 1. Ta bl e 4 also describes how to change your

password.

If you forget your password, the administrator can set it to be your extension number. Then follow the instructions in Ta b le 4 change it to a more secure password. Also see “Security Tips”

in Chapter 1 to

next.

If your NBX system uses a messaging system other than NBX Messaging:

■ Use the feature code method described in Tabl e 4 in Chapter 1 to set

and change the NBX NetSet password.

■ 3Com recommends that you use the same password for your voice

messaging system and for the NBX NetSet utility.

■ Do not use passwords that can easily identify you, such as your phone

extension or birth date.

■ Avoid simple passwords such as 1234 or 0000.

■ Use numbers only; do not use * or # as part of your password.

■ Longer passwords are more secure. You can use up to 10-digits for

your password.

■ Never tell your password to anyone.

42 CHAPTER 6: NBX MESSAGING

Changing Your Name Announcement and Personal Greeting

Your name announcement tells callers that they have reached your voice mailbox. Your personal greeting lets callers know important information about you, for instance, that you are on vacation, available at another number, or unavailable for a specified amount of time. Change your personal greeting often, to ensure that callers hear up-to-date information.

If appropriate, you may also want to change the greeting for an extension that is a “greeting-only mailbox,” so that callers do not attempt to leave messages. See “Greeting-Only Mailbox”

To change your name announcement or personal greeting:

1 Log in to your mailbox at your telephone or remotely.

2 Press 9 for Mailbox Options and then press 1.

3 To review or change your name announcement, press 1 and follow the

prompts.

4 To review or change your personal greeting, press 2 and follow the

prompts.

If you forget your password, the administrator can set it to be your extension number. Then follow the instructions in Tab le 4 change it to a more secure password. Also see “Security Tips” this chapter.

later in this chapter.

in Chapter 1 to

earlier in

Listening to NBX Messages

You can listen to your NBX voice mail messages from your NBX Telephone, from any touch-tone telephone, or by logging in to the NBX NetSet utility. After you listen to messages, you can save or delete them to clear them from the New Messages queue. For how to set up your NBX NetSet password the first time, see Ta bl e 4 in Chapter 1

If your system uses a messaging application other than NBX Messaging, use the documentation for your messaging application instead of these instructions.

and “NBX NetSet Utility”

Listening to NBX Messages 43

Message Indicators Here is how you can tell if you have messages in your mailbox:

■ On an NBX 3102 Business Telephone — The indicator bar above

the display panel is lit, and the display panel shows the number of messages. Example: 3Msgs2New.

■ On an NBX 1102, 2102, or 2102-IR Business Telephone — The

indicator next to the MSG button is lit, and the display panel shows the number of messages. Example: 3Msgs2New.

■ On an NBX 3101 or 3101SP Basic Telephone — The indicator bar

above the display panel is lit, and the display panel shows the number of messages. Example: 3Msgs2New.

■ On an NBX 2101 Basic Telephone — The display panel shows the

number of messages. Example: 3Msgs2New.

■ On an analog telephone — Pick up the handset. If you hear the

New Messages Tone (rapid stutter tone), you have new messages or messages that you have listened to but have not yet saved or deleted. For information on accessing NBX features from an analog telephone, see the NBX Feature Codes Guide in the NBX NetSet utility.

■ In the NBX NetSet utility — Log in as a user. The list of your

messages appears in the Voice Mail Messages area on the NBX NetSet > User Information screen. A new message has a * next to it. A forwarded messages has -->Fw: next to it.

LIstening from Your

Computer

To listen to your messages from your computer, you must have a way of playing audio files:

■ A USB audio device such as a USB headset and an operating system

that supports USB

■ A sound card, a third-party application such as Windows Media Player,

and either headphones or speakers

1 Log in to the NBX NetSet utility with your extension and password.

2 Select a message in User Information > Voice Mail Messages.

3 Click Listen.

4 The third-party application downloads the voice message and plays it.

5 To delete the message, select the message and then click Delete.

44 CHAPTER 6: NBX MESSAGING

LIstening from Your

NBX Telephone

Listening from Any

Internal NBX

Telephone

Listening from an

External Location

To listen to your messages from your own NBX Business or Basic Telephone:

1 Pick up the handset and press the MSG button (1102, 2102, 2102-IR,

and 2101) or the

button (3102, 3101, and 3101SP) to access the

mailbox.

2 At the prompt, type your password and press #.

3 See Ta bl e 1 0

for the buttons that you use to manage your messages.

To listen to your messages from any NBX Telephone other than your own within your NBX system:

1 Pick up the handset and press the MSG button (1102, 2102, 2102-IR,

and 2101) or the

button (3102, 3101, and 3101SP).

2 Press * and dial your extension. You hear your name announcement.

3 Dial your password and press #.

4 See Ta bl e 1 0

for the buttons that you use to manage your messages.

To listen to your messages from an external telephone:

■ If you can dial your telephone extension directly — Press *

during your personal greeting. At the prompts, enter your extension and password, and press #.

■ If you call the main telephone number of your organization

and:

■ The Automated Attendant answers — Press * * during your

personal greeting. At the prompts, enter your extension and password, and press #.

■ The receptionist answers — Ask to be transferred to your voice

mail. Press * during your personal greeting. At the prompts, enter your extension and password, and press #.

Listening to NBX Messages 45

Managing Your

Messages

See Ta bl e 1 0 for the buttons that you use to manage your messages.

Table 10

Play or repeat a message.

Save the message.

Delete the message from your mailbox. You cannot

retrieve a message after you delete it.

Reply to the message. See “Replying to a Message” later in this chapter.

Forward the message. See “Forwarding a Message” later in this chapter.

Listen to date, time, and sender information about the message. See “Information About Your

Messages” next.

Back up 5 seconds in the current message.

Pause the current message for up to 20 seconds.

Move ahead 5 seconds in the current message.

Information About

Your Messages

Move to the next message.

Return to the main menu.

To listen to date, time, and sender information about a message in your mailbox, press 6 during or after the message, and then press one of these buttons:

Date and time information.

Sender information.

Listen to the previous message.

46 CHAPTER 6: NBX MESSAGING

Replying to a Message

You can send a reply to the originator of a voice mail message, provided that the NBX system has received the necessary caller ID information.

If you receive a message that is marked Private, you can reply to the originator, but you cannot forward the message to others.

To reply to a message after you listen to it:

1 Press 4.

2 After the tone, record your reply.

3 Hang up, or press # for more options.

4 If you press #, press one of these buttons:

Send your reply.

Re-record your reply.

Listen to your reply.

Mark the message Private or Urgent. See “Marking a

Message as Private or Urgent” later in this chapter.

Cancel your message.

Forwarding a Message 47

Forwarding a Message

You can forward most messages, with or without comments.

If you receive a message that is marked Private, you cannot forward it.

To forward a message:

1 Log in to your voice mailbox at your telephone or remotely.

2 Listen to a message that you want to forward, and press 5.

3 After the tone, record an introductory message and then press # OR if

you choose not to record a comment, press # when you hear the tone.

4 Optionally, press one of these buttons, OR proceed to step 5.

Re-record your introductory comment.

Listen to your introductory comment.

Mark the message Private or Urgent. See “Marking a

Message as Private or Urgent” later in this chapter.

Cancel your message.

5 When you are ready to forward the message, press 1.

6 Dial one of these destination numbers plus #:

■ The internal extension or mailbox number of the recipient

■ A One-Touch (not available on NBX Basic Telephones), personal, or

system-wide speed dial number. See “Speed Dials”

■ A personal voice mail group list number. (See “Creating Personal Voice

in Chapter 8.

Mail Group Lists” later in this chapter.)

■ A site code plus extension (to send to a user on another NBX system in

your organization). Example: neee or neeee (where n = one or more site code digits and e = the extension digits on the other system)

For valid site codes in your organization, see your administrator.

7 To forward the message to several recipients, dial each destination

number followed by #.

8 After the last destination number and its #, press #. Your message is sent.

9 Follow the prompts to delete or save the message that you just

forwarded.

48 CHAPTER 6: NBX MESSAGING

Creating and Sending a Message

To create and send a message directly without actually making a call, follow these steps:

1 Log in to your mailbox at your telephone or remotely.

2 Dial 2 to select Create and Send a Message.

3 At the tone, record a message that is at least 2 seconds long, and press #

to end the recording.

4 Optionally, press one of these buttons, OR proceed to step 5.

Re-record the message.

Review the message.

Mark the message Private or Urgent. See “Marking a

Message as Private or Urgent” later in this chapter.

Cancel the message.

5 When you are ready to send the message, press 1.

6 Dial one of these destination numbers plus #:

■ The internal extension or mailbox number of the recipient

■ A One-Touch (not available on NBX Basic Telephones), personal, or

system-wide speed dial number. See “Speed Dials”

in Chapter 8.

■ A personal voice mail group list number. (See “Creating Personal Voice

Mail Group Lists” later in this chapter.)

■ A site code plus extension (to send to a user on another NBX system in

your organization). Example: neee or neeee (where n = one or more site code digits and e = the extension digits on the other system)

For valid site codes in your organization, see your administrator.

7 To send the message to several recipients, dial each destination number

followed by #.

8 After the last destination number and its #, press #. Your message is sent.

Creating Personal Voice Mail Group Lists 49

Creating Personal Voice Mail Group Lists

A Personal Voice Mail List, also called a mail group, is a collection of extensions to which you assign a special “group number.” Use it to send a message to everyone on the list at the same time.

A Personal Voice Mail List is not the same as a Hunt Group or Calling Group. See “Hunt Groups and Calling Groups”

in Chapter 9.

To create a personal voice mail list (mail group):

1 Log in to your mailbox at your telephone or remotely.

2 Dial 9 for Mailbox Options.

3 Dial 3 for Group Lists, and then 2 for Create Group.

4 Dial any 2-digit number, which becomes the Group Number.

5 After the tone, speak a name for the group, and press #. Write down the

group number and name.

6 Dial one of these numbers:

■ 1 to save the group name and proceed to step 7

■ 2 to change the group name and return to step 5

■ * to exit without saving

7 Dial one of these destination numbers plus #:

■ The internal extension or mailbox number of the recipient

■ A One-Touch (not available on NBX Basic Telephones), personal, or

system-wide speed dial number. See “Speed Dials”

■ A site code plus extension (to send to a user on another NBX system in

in Chapter 8.

your organization). Example: neee or neeee (where n = one or more site code digits and e = the extension digits on the other system)

For valid site codes in your organization, see your administrator.

8 When you have added all of the destination numbers, press:

■ 1 to save the group list

■ 2 to cancel creating the group

■ ** to return to the previous menu

OR hang up.

50 CHAPTER 6: NBX MESSAGING

Modifying or

Deleting Groups

You can review your voice mail groups, add members, or delete a group.

To review or modify a voice mail group:

1 Log in to your mailbox at your telephone or remotely.

2 Dial 9 for Mailbox Options.

3 Dial 3 for Group Lists.

4 Press 1, 3, or 4:

Review your list of groups.

Create a group.

Delete a group.

Add or delete group members. See step 5.

Return to the main menu.

5 To add members to a group or delete members from one, press 4.

a To add one or more members to the group, dial one of these

destination numbers plus #:

■ The internal extension or mailbox number of the recipient

■ A One-Touch (not available on NBX Basic Telephones), personal, or

system-wide speed dial number. See “Speed Dials”

■

A site code plus extension (to send to a user on another NBX system in

neee

neeee

your organization). Example:

site code digits and

= the extension digits on the other system). For

(where n = one or more

in Chapter 8.

valid site codes for your organization, see your administrator.

b To delete one or more members from the group, dial the destination

number that you want to delete and then press 1.

6 When you have added or deleted all of the destination numbers, press:

■ 1 to save the modified group list

■ 2 to cancel this modification to the group

■ ** to return to the previous menu

OR hang up.

Marking a Message as Private or Urgent 51

Marking a Message as Private or Urgent

Forwarding Incoming Calls to Your Call Coverage Point

When you compose a voice message, you can select Private or Urgent from the delivery options. If you do not select a delivery option, your message is sent as a Normal message.

■ Private Messages — The recipient cannot forward the message to

others.

■ Urgent Messages — Places the message at the beginning of the

recipient’s message queue. Urgent messages are heard first.

1 Follow the steps in “Replying to a Message”

or “Creating and Sending a Message”

, “Forwarding a Message”,

earlier in this chapter.

2 In step 4 of those instructions, press 9.

3 To mark the message Urgent, press 1. To mark the message Private,

press 2.

4 To send the marked message, press 1, or listen to the prompts for other

choices.

You can configure your NBX Telephone so that all incoming calls go directly to your call coverage point, which may be your voice mailbox, the Auto Attendant or receptionist, or a different telephone number. When a call comes in, the telephone rings once, which gives you the chance to answer the call, and then sends the call to your call coverage point.

On an NBX 3102 Business Telephone:

1 Press the (Forward to Mail) button. The indicator light turns on.

2 To turn off Forward to Mail, press the button again. The light turns off.

On an NBX 1102, 2102, or 2102-IR Business Telephone:

1 Press the FWD MAIL (Forward to Mail) button. The indicator light turns

on.

2 To turn off Forward to Mail, press the button again. The light turns off.

On an NBX 2101, 3101, or 3101SP Basic Telephone:

1 Pick up the handset.

2 Press the Feature button and 440. FWD appears in the display panel.

3 To turn off Forward to Mail, pick up the handset and press the Feature

button and 440 again. FWD disappears from the display panel.

52 CHAPTER 6: NBX MESSAGING

To prevent the telephone from ringing even once, use the Do Not Disturb feature. See “Do Not Disturb”

To view your current Forward Calls to Mail setting, log in to

NBX NetSet > User Information > Feature Settings.

in Chapter 8.

Other Ways to Manage Your Voice Mail Messages

Other Kinds of Mailboxes

Greeting-Only

Mailbox

You can listen to and, in some configurations, delete your voice messages from within an e-mail application or a messaging application using your Internet browser. For details, see “Listening to Your Messages in Your

E-mail or Browser” in Chapter 9.

The NBX system allows you (for the greeting-only mailbox) or the administrator (for phantom or group mailboxes) to set up mailboxes for special situations, as described in this section.

When you designate your mailbox as a greeting-only mailbox, callers hear your personal greeting but they cannot leave a voice mail message.

To change your voice mailbox to a greeting-only mailbox, select NBX NetSet > NBX Messaging > Greeting Only Mailbox.

Examples:

■ When you take an extended leave of absence, you can create a

personal greeting with your scheduled date of return and whom to call during your absence. Callers can be transferred but are unable to leave voice messages for you. When you return, clear the Greeting Only Mailbox check box so that callers can leave messages again.

■ If you are a teacher, you can create a new personal greeting on the

school’s NBX system every day to explain homework assignments. Students call in to the greeting-only mailbox to get the homework information but cannot leave a message for you on this mailbox.

■ If you are the administrator, you can create a greeting-only mailbox

and use the personal greeting to post information for employees, such as a notice that the offices are closed because of bad weather.

When you create the personal greeting, remember to tell callers that they cannot leave messages in this voice mailbox. For instructions on changing the personal greeting, see “Changing Your Name Announcement and

Personal Greeting” earlier in this chapter.

Other Kinds of Mailboxes 53

In addition to preventing a caller from leaving a message, a greeting-only mailbox does not allow anyone to forward or create and send a message to it or reply to a message that was sent from its extension

Avoid adding a greeting-only mailbox to a personal voice mail group list.

Phantom Mailbox A phantom mailbox does not have an actual telephone associated with it.

The administrator sets up a phantom mailbox.

Examples:

■ If you are a sales representative who travels constantly for your

organization and never comes into the office, you still need a way to receive telephone messages. Using your phantom mailbox, you can retrieve, forward, and save messages in the same way that any other employee can but without a physical telephone connected to your NBX system.

■ If you are an employee who lives a long distance from your office and

works from home, customers and others can leave messages in the your phantom mailbox and you can call in to the NBX system to retrieve them, or you can listen to them from the NBX NetSet utility.

You retrieve messages from a phantom mailbox in the same way that you retrieve messages from a personal mailbox. See “Listening to NBX

Messages” earlier in this chapter.

Group Mailbox A group mailbox is a voice mailbox from which a group of users can

retrieve messages. Your administrator creates group mailboxes and can explain how to retrieve messages that are left in the group mailbox.

Example:

■ During nonbusiness hours, the system can send incoming telephone

calls for your sales department to a group mailbox. Your administrator assigns to the appropriate sales people the ability to listen to, forward, or otherwise handle all messages that are directed to the group mailbox.

Your administrator can assign (map) a Message Waiting Indicator for the group mailbox to an Access button on the NBX Business Telephone of each group member. The light next to the mapped button indicates when the group mailbox has messages in it. Any group member can press the button to retrieve messages from the group mailbox.

54 CHAPTER 6: NBX MESSAGING

STANDARD FEATURES

This chapter describes standard features of the NBX Business and Basic Telephones. It covers these topics:

■ Answering a Call

■ Using the NBX Telephone Display Panel

■ More Ways to Dial a Call

■ Setting Your Call Coverage Point

■ Putting a Call on Hold

■ Transferring a Call

■ Direct Mail Transfer

■ Establishing a Conference Call

■ Setting the Volume

For help on accessing NBX features from an analog telephone, see the NBX Feature Codes Guide in the NBX NetSet utility.

If your system uses a messaging application other than NBX Messaging, use the documentation for your messaging application instead of the instructions in this chapter.

56 CHAPTER 7: STANDARD FEATURES

Answering a Call To answer an incoming call, pick up the handset. Or if you are using an

NBX Business Telephone you can press the Speaker button. If you are using an NBX 3101SP Basic Telephone, you can press (Speaker).

Caller ID The display panel on your NBX Telephone shows the name and extension

of an internal caller. For an external caller, if your organization purchases Caller ID service from your telephone company and if the external caller allows Caller ID information to be broadcast, the display panel shows the external caller’s name and telephone number.

An unanswered call on any telephone on the NBX system is forwarded to the call coverage point that you specify in NBX NetSet > User Information > Call Forward. To specify the number of times that your telephone rings before the call is forwarded or to specify where you want the call to go, see “Setting Your Call Coverage Point”

later in this chapter.

Answering a

Second Call

On NBX Business Telephones or 3101 and 3101SP Basic Telephones, when a new call arrives while you are on a call:

1 Press Hold (3102, 1102, 2102, 2102-IR) or (3101, 3101SP) to put

the current call on hold.

2 Press the Access button for the line on which the new call is arriving.

3 To return to the earlier call, hang up the new call, or put it on hold, or

transfer it, and then press the Access button for the original call.

On the NBX 2101 Basic Telephone, use Ta b le 1 1

Table 11 Managing Multiple Calls on the NBX 2101 Basic Telephone

Line A Line B How to Manage New Calls

Active call Ringing To answer the incoming call, press Call Toggle. (If

you do not answer, the system sends the second call to your call coverage point.)

Active call On hold To toggle to the call that is on hold, press Call

Toggle. To return to the first call, press Call Toggle.

to manage the two lines.

Using the NBX Telephone Display Panel 57

Table 11 Managing Multiple Calls on the NBX 2101 Basic Telephone (continued)

Line A Line B How to Manage New Calls

On hold Ringing If you have placed one call on hold:

■ And you do not hang up the handset, and the

other line rings, press Call Toggle to return to the call on hold. Then press Call Toggle to answer the incoming call.

■ And you do hang up the handset and the other

line rings, pick up the handset to connect to the incoming call. Press Call Toggle to switch calls.

On hold On hold If you have placed two calls on hold:

■ And you do not hang up the handset, press Call

Toggle to return to the call you most recently placed on hold. Then press Call Toggle again to return to the line you first placed on hold.

■ And you do hang up the handset, pick up the

handset to return to the call you most recently placed on hold. Then press Call Toggle to be connected to the line you first placed on hold.

Active or on hold

On hold If a third call comes in while you have one active call

and one on hold, or two calls on hold, the system forwards the third caller directly to your call coverage point. See “Setting Your Call Coverage

Point” in Chapter 7 for call forwarding details.

Using the NBX Telephone Display Panel

See also “Status Icons” in Chapter 5 for the indicators in the NBX 2101 Basic Telephone’s display panel during these calls.

Use the telephone display panel of your NBX Telephone to dial a number:

■ Call Logs — Logs of the most recent calls to and from your telephone

(Missed Calls, Answered Calls, Dialed Calls).

■ Directory — A list of the users on your system and their extensions

■ Personal Speed Dials — A list of personal speed dial numbers that

you have set in NBX NetSet > Speed Dials

■ System-wide Speed Dials — A list of the system-wide speed dial

numbers set by your administrator. You can print and view these numbers in NBX NetSet > System Speed Dials.

58 CHAPTER 7: STANDARD FEATURES

To access the display panel lists:

1 Pick up the handset. Press the up or down scroll key to the right of the

display.

On NBX Business Telephones or 3101 and 3101SP Basic Telephones, you can press a scroll key and select a number to dial without picking up the handset. Note, however, that the 3101 Basic Telephone does not support speaker phone operation. With the 3101, you must use the handset to speak to the person on the call.

2 Use the scroll keys to move through the lists. When you see the list that

you want to use, press the button under Slct (Select).

3 Use the scroll keys to move to the name or number that you want to call.

Verify that the cursor is at the entry you want, and press the button under

Slct.

4 To move back to the previous menu, press the button under Back.

5 To leave the lists entirely, press the button under Exit, or press an Access

button that is programmed for Release, or hang up.

Tips on

Using the Lists

After you press the up or down scroll key (3102 Business Telephone scroll keys shown), if you do not select an item immediately, the display alternates between the list:

Call Logs Directory

and the menu choices:

Select an entry Slct | Back | Exit

More Ways to Dial a Call 59

In the user directory, names appear in alphabetical order, by last name. The system updates the directory when the administrator adds or removes users.

Lee Man Yee Lee Margaret

In the user directory, to move quickly to the first name that begins with a particular letter, you can use the key pad. For example: press 3 to show the first name that begins with D; press 3 twice to move to the first name that begins with E; press 3 three times to move to the first name that begins with F. Then scroll up or down to the name that you want.

More Ways to Dial aCall

This section describes other standard dialing features. For information on dialing from an analog telephone, see the NBX Feature Codes Guide in the NBX NetSet utility.

An Internal Call To dial an internal call:

1 Pick up the handset or, on NBX Business Telephones, press the Speaker

button. On a 3101SP Basic Telephones, you can press the button. You hear the dial tone. For an internal call, if your telephone line appearances are mapped to external lines or if you inadvertently chose an external line, select an internal line.

2 Use the display panel to find and dial the last name of the person whom

you want to call in the user directory, find and dial one of the numbers in a speed dial directory, or dial the person’s 3-digit or 4-digit extension.

3 When you are finished, hang up the handset, or if you are using the

Speaker, press the Speaker or the button again to end the call.

For details about placing calls to remote or branch offices, see “Dialing a

Call to a Remote Office” in Chapter 9.

An External Call To dial an external call:

1 Pick up the handset or, on NBX Business Telephones, press the Speaker

button. On a 3101SP Basic Telephones, you can press the button. You hear the Dial Tone. If your line appearance is mapped to an internal line, dial 9, 8 or whatever you need to access an external line. If you are using

60 CHAPTER 7: STANDARD FEATURES

an NBX Business Telephone or the 3101SP Basic Telephone and one of the Access buttons is configured to access an external line directly, press that button.

2 Dial the number, or use the display panel on an NBX Telephone to scroll

to a missed, answered, or dialed number, or a personal or system-wide speed dial number. If you have programmed one of the One-Touch buttons on the NBX Business Telephone, press that button.

3 When you finish speaking, hang up the handset, or if you are using the

Speaker, press the Speaker or the button again to end the call.

Redialing a Call On an NBX Business Telephone:

■ Pick up the handset and press Redial to dial the most recent number

that you called.

■ Use the Call Logs to redial a recently missed, answered, or dialed call.

On an NBX Basic Telephone:

■ Pick up the handset and then press the Feature button + 401 to dial

the most recent number that you dialed.

Setting Your Call Coverage Point

■ Use the Call Logs on the display panel to redial a recently missed,

answered, or dialed call.

Calls that come in directly to your extension go to the call coverage point that you specify in the NBX NetSet utility.

Calls that come to your telephone through hunt groups and calling groups follow the call coverage path that your administrator sets up for the group. See “Hunt Groups and Calling Groups”

in Chapter 9.

Use this feature to specify:

■ How many times you want your telephone to ring before the system

forwards unanswered calls

■ Your call coverage point, which is where you want your calls to go

when you do not answer

Putting a Call on Hold 61

To change the number of rings or the call coverage point:

1 Log in to NBX NetSet > User Information > Call Forward.

2 Select your choice for the Number of rings before forwarding a call.

3 Select a call coverage point:

■ If you select Forward Call to Phone Number, type that number in

the Phone Number field. Do not use parentheses, hyphens, or spaces. For external calls, start by entering a 9 or 8 or whatever required to access an outside line. Example: 912815551212 dials (281) 555-1212.

The number that you choose may be limited by your call permissions. To view your permissions, see NBX NetSet > User Information > Call Permissions.

■ If you select Disconnect (no coverage), the system disconnects an

incoming call if it is not answered after the specified number of rings.

4 Click Apply, and then click OK.

Putting a Call

To put a call on hold for any reason:

on Hold

On NBX Business Telephones or 3101 and 3101SP Basic Telephones:

1 Press the Hold button (3102, 1102, 2102, 2102-IR) or button (3101,

3101SP).

2 To return to the call, press the appropriate Access button.

On an NBX 2101Basic Telephone:

1 Press the Hold button.

2 To return to the call, press the Call Toggle button.

Dialing Another Call To place a call on hold to dial a new call:

On NBX Business Telephones or 3101and 3101SP Basic Telephones:

1 Press the Hold button (1102, 2102, 2102-IR) or button (3101,

3101SP).

2 Press one of the Access buttons that is currently not being used.

Typically, the bottom three Access buttons in the column on the left of the 3102 Business Telephone, the bottom three Access buttons in the column on the right of the 1102, 2102, or 2102-IR Business Telephones

62 CHAPTER 7: STANDARD FEATURES

are reserved for your extension. The first two Access buttons on the left of a 3101 or 3101SP Basic Telephone are used for your extension. Your system administrator can verify the number and location of Access buttons on your telephone.

3 When you hear dial tone, dial the second call.

On an NBX 2101 Basic Telephone:

1 Press the Hold button.

2 To obtain dial tone to make the second call:

■ If you did not hang up the handset, press and release the hook switch.

■ If you did hang up the handset, pick it up again.

3 When you hear dial tone, dial the second call.

More Than One Call The number of simultaneous calls that you can have on your NBX

Telephone is limited by the number of Access buttons that are defined for your extension. The default is the bottom three buttons in the column of Access buttons on the left of the 3102 Business Telephone, the bottom three Access buttons in the column on the right on the 1102, 2102, or 2102-IR Business Telephones, and the first two Access buttons on the left of 3101 and 3101SP Basic Telephones. Your administrator can verify the number and location on your telephone.

To place more than one call on hold on an NBX Business Telephone or a 3101 or 3101SP Basic Telephone:

1 To place the current call on hold, press the Hold button (3102, 1102,

2102, 2102-IR) or button (3101, 3101SP).

■ To make a call, press one of the Access buttons that is currently not

being used. When you hear dial tone, dial the call.

■ To receive a call, locate the flashing status light that indicates the

incoming call and press the associated Access button.

2 To place the new call on hold, press Hold or .

3 To return to either call, press the appropriate Access button.

4 To place or receive another new call, repeat the previous steps.

Transferring a Call 63

To place more than one call on hold on an NBX 2101 Basic Telephone

1 Press the Hold button.

2 Make or receive a new call:

■ To obtain dial tone and make a second call:

■ If you did not hang up the handset, press and release the hook

switch.

■ If you did hang up the handset, pick it up again.

When you hear dial tone, dial the second call.

■ To answer a call:

■ If you did not hang up the handset, press the Call Toggle button.

■ If you did hang up the handset, pick it up again.

3 To place the second call on hold, press the Hold button.

On an NBX 2101 Basic Telephone, you can place at most two calls on hold.

On the NBX 2101 Basic Telephone, if you have placed two calls on hold:

■ And you did not hang up the handset, press Call Toggle to return to

the call that you most recently put on hold. Then press Call Toggle again to put that call on hold and return to the second call.

■ And you did hang up the handset, pick up the handset to return to

the call that you most recently put on hold. Then press Call Toggle to put the call on hold and return to the second call.

Transferring a Call When you answer an incoming telephone call, the Transfer feature allows

you to send that call from your telephone to any other internal line or, if your call permissions allow, to an outside line. To view your permissions, log in to NBX NetSet > User Information > Call Permissions. Your administrator can change your call permissions.

64 CHAPTER 7: STANDARD FEATURES

Announced

(Screened) Transfer

Before you complete a transfer, you can announce to the recipient that you are transferring a call. The recipient can then decide whether to take the call. To announce a transfer:

1 While on a call, press the Tran sf er button. The system places the caller

on hold and selects a new line.

2 Dial the extension number to which you want to transfer the call.

3 When the recipient answers, announce the call.

■ If the recipient wants to take the call, press Transfer again to

complete the transfer, and hang up the handset.

■ If you are on an NBX Business Telephone or a 3101 or 3101SP Basic

Telephone and the recipient does not want to take the call, retrieve it by pressing the Access button on which the call originated.

■ If you are on an NBX 2101 Basic Telephone, and the recipient does not

want to take the call, press and release the hook switch to disconnect the attempted transfer, and then retrieve the original call by pressing Call Toggle.

Your administrator can disable Announced Transfers (by enabling the One Button Transfer feature) for the entire NBX system. When that setting is enabled, every time that you press the Transfer button, the current call is transferred as soon as you dial the extension — without waiting for you to announce the call.

Blind Transfer In a blind transfer, you transfer the call without notifying the recipient:

1 While on a call, press the Tran sf er button. The system places the caller

on hold and selects a new line.

2 Dial the number to which you want to transfer the call.

3 As soon as you hear a full ring, press the Transfer button and hang up.

(If you press the Transfer button too soon after you dial the number, the transfer may not occur.)

Direct Mail Transfer You can transfer a call directly into another user’s voice mailbox. The call

does not ring on that user’s telephone.

Calls transferred to a user’s mailbox by means of Direct Mail Transfer are always directed into that user’s voice mailbox, even if the recipient has specified a different call coverage point.

Establishing a Conference Call 65

On an NBX Business Telephone:

1 While you are on a call, press the Access button assigned to Direct Mail

Transfer.

2 Dial the extension of the person to whose voice mailbox you want to

transfer the call.

3 Hang up the handset.

On an NBX Basic Telephone:

1 While you are on a call, press the Feature button and 441.

2 Dial the voice mail extension of the person to whose voice mailbox you

want to transfer the call.

3 Hang up the handset.

Establishing a Conference Call

You can establish a Conference Call with up to four parties, including yourself. You must be using a telephone on the NBX system to establish the call. The other three parties can be any combination of internal and external parties.

On NBX Basic Telephones, you must use the Feature Code instructions shown in parentheses. For NBX Business Telephones, use either the Conference button or the Feature Code instructions.

From an NBX Telephone, follow these steps:

1 Dial a call, or receive a call from someone else. Two parties are now on

the call.

2 While on the call, press the Conference button (or press Feature + 430).

The system selects a new line and places the first party on hold.

3 Dial a call to an internal or external third party.

■ For an announced conference, wait for the third party to answer the

call, and then press the Conference button (or Feature + 430) again.

■ Until you press the Conference button (or Feature + 430) the

second time, the second party remains on hold, and you may converse with the third party privately.

■ For a blind conference, press the Conference button (or Feature +

430) immediately after you dial the number. You return to the

conference, and you and the second party hear the called party’s telephone ringing.

66 CHAPTER 7: STANDARD FEATURES

If the third party answers, three parties are now in the conference call.

If the third party is internal and does not answer, the attempt to conference that party is cancelled. You cannot establish a conference call with an NBX user’s voice mailbox.

4 Repeat steps 2 and 3 to conference in a fourth party.

■ On NBX Business Telephones, you can activate speaker phone

operation during the conference call by pressing the Speaker button. On a 3101SP Basic Telephone, you can press the button to activate speaker phone operation.

■ You can turn off the microphone or the mouthpiece on the handset

by pressing the Mute button (1102, 2102, 2102-IR) or button (3102, 3101, 3101SP). The other parties cannot hear you, but you can hear them.

■ For details about the Speaker and Mute features, see “Telephone

Buttons and Controls” in Chapter 2 for the 3102 Business Telephone, “Telephone Buttons and Controls”

and 2102-IR Business Telephones, or “Telephone Buttons and

Controls” in Chapter 4 for the 3101 and 3101SP Basic Telephones.

in Chapter 3 for the 1102, 2102,

Disconnecting the

Last Person

That You Called

More About

Conference Calls

Use the Conference Drop feature to disconnect the last person that you add to a conference call. This feature is helpful if, when you add a party, your call is answered by someone else.

■ Only the person who added the last caller to the conference call can

drop that caller.

■ Your administrator can configure any Access button on an NBX

Business Telephone or the Attendant Console to be a Conference Drop button.

On an NBX 2101 Basic Telephone, or a telephone that does not have a button programmed for Conference Drop:

1 Press the Feature button and 431.

2 The system returns you to the others who are in the conference call.

■ To place your part of a conference call on hold, press the Hold button

(3102, 1102, 2102, 2102-IR, 2101) or button (3101, 3101SP). The other parties can talk among themselves, but they cannot hear you. Music on hold does not play when a conference call is on hold.

Setting the Volume 67

■ To transfer a conference call to another telephone, press the Transfer

button. Dial the number to which you want to transfer the call, announce to the recipient (optionally) that you are transferring a conference call, and then press the Transfer button again. All of the conferenced parties are transferred except yourself.

■ Your ability to drop the last person that you added to the conference

is transferred to the person who accepts the transfer.

Setting the Volume On any NBX Telephone, use the Volume Control buttons to raise or

lower one of these volumes:

■ Ring Volume — To raise or lower the volume of the ring, press the up

or down Volume Control button repeatedly while your telephone is ringing, until the volume is at the level that you prefer. To read how ringer volume is different from ringer tone, see “Ringer Tones”

Chapter 8

■ Handset Volume — To raise or lower the volume of the dial tone or

the sound that you hear when you are using the handset, pick up the handset and then press the up or down Volume Control button repeatedly until the volume is at the level that you prefer. You can change the handset volume during a conversation or by listening to the dial tone.

■ Speaker Volume (NBX Business Telephones or 3101 and 3101SP

Basic Telephones) — To raise or lower the volume of the sound that you hear when you are using the speaker phone for a conversation or just listening to the dial tone, press the Speaker button and then press the up or down Volume Control button repeatedly until the volume is at the level that you prefer.

■ Headset Volume — To raise or lower the volume of the dial tone or

the sound that you hear on the headset, put on the headset and activate it as specified for your headset. When you hear the dial tone or during a conversation, press the up or down Volume Control button repeatedly until the volume is at the level that you prefer. See

“Using a Headset”

in Chapter 8.

68 CHAPTER 7: STANDARD FEATURES

PERSONALIZING YOUR TELEPHONE

Your NBX® Networked Telephony System has many features that can make your telephone easier to use. This chapter describes:

■ Guidelines About Features on NBX Telephones

■ Ringer Tones

■ Speed Dials

■ Off-Site Notification

■ Do Not Disturb

■ Preventing Unauthorized Use of Your Telephone

■ Class of Service Override

■ Palm Integration

■ Using a Headset

For help on accessing NBX features from an analog telephone, see the NBX Feature Codes Guide below any screen in the NBX NetSet For how to set up your NBX NetSet password for the first time, see

Chapter 1

If your system uses a messaging application other than NBX Messaging, use the documentation for your messaging application instead of these instructions.

™

utility.

70 CHAPTER 8: PERSONALIZING YOUR TELEPHONE

Guidelines About Features on NBX Telephones

■ If your telephone does not have a button programmed for Feature,

ask your administrator to program one.

■ Because your administrator determines whether some of the features

that are described in this chapter are available for your telephone or for the entire system, some of these features may not be available to you.

■ The settings on your telephone, including your extension, personal

settings, and system settings, remain the same even when you move your telephone from one Ethernet jack to another, as long as both Ethernet connections are part of the same LAN.

■ Because your extension and personal settings are associated with your

telephone, you cannot switch your telephone with another user’s telephone without first having your administrator reassociate your profile with the other telephone.

Ringer Tones To help you to distinguish the ring tone of your NBX Business Telephone

or NBX Basic Telephone from the sound of other phones, use the NBX NetSet utility to select one of nine ringing tones. You can also choose Silent Ring to disable audible ringing.

To change the ringer tone:

1 Verify that your computer has a sound device (a USB headset or a sound

card with either headphones of speakers).

2 Log in to NBX NetSet > Ringer Tones.

3 Click each of the nine Sample Ringer Tone buttons to hear the choices.

4 From the Ringer Tone Setting pull-down list, select the number of the

tone that you want.

5 Click Apply.

Speed Dials This section describes the types of speed dials — personal speed dials and

system-wide speed dials, plus the special case for NBX Business Telephones, called One-Touch speed dials. It also describes how you can print a list of speed dials and a set of labels for your telephone, showing which of your buttons are mapped to features and speed dial numbers.

Although 3101 and 3101SP Basic Telephones each have two Access buttons that can be made available by your administrator for One-Touch

Speed Dials 71

speed dial numbers, these buttons are mapped by default as a Feature button and a Transfer button.

Personal Speed Dials You can create a list of up to 99 personal speed dials (using ID numbers

601 through 699) for any telephone on the NBX system. These speed dials are available only from the telephone for which they were created.

You create, view, and print your personal speed dial list using the NBX NetSet utility. You can view and dial a personal speed dial number using the telephone display panel of any NBX Telephone.

Your first personal speed dial numbers appear on whichever of the Access buttons at the right of your NBX Business Telephone are not used for other purposes.

The bottom 3 buttons on an NBX Business Telephone are normally reserved for your extension. On an NBX 3102 Business Telephone, by default, your extension appears on the bottom 3 buttons of the left column of 9 buttons. On the 1102, 2102, and 2102-IR Business Telephones, your extension appears by default on the bottom 3 buttons of the column of 12 buttons.

Your administrator may have mapped some of the buttons to features. See “Special Case: One-Touch Speed Dials”

later in this chapter.

To assign or change a personal speed dial number:

1 Select NBX NetSet > Speed Dials > Personal.

2 In the Personal Speed Dials box, select an unassigned speed dial ID

number, or select the speed dial ID number for which you want to change the speed dial number.

3 In the Destination Number text box, type the telephone number that

you want the system to dial when you use that ID number.

Include all of the prefix numbers that you would normally dial, such as a 9 or 8 or 1 to access an outside line, and, if necessary, the country code or area code. Do not use spaces, hyphens, commas, or other nonnumeric characters.

4 In the Description text box, type a brief description, usually a name, that

corresponds to the number.

5 After you have made all of your changes to the personal speed dials, click

Apply, and then click OK.

72 CHAPTER 8: PERSONALIZING YOUR TELEPHONE

To use a personal speed dial:

1 Pick up the handset or, if you are using an NBX Business Telephone, you

can press the Speaker button.

2 Press the Feature button plus the 3-digit personal speed dial code for the

number that you want to call, or scroll to Personal Speed Dials on the display panel, press Slct, scroll to the number that you want to dial, and press Slct again.

If you dial a speed dial code that has no number assigned to it, the display panel shows the message “No number stored.”

System-wide

Speed Dials

The administrator can set up to 100 system-wide speed dials (using ID numbers 700 through 799) for numbers that are dialed frequently by many internal users. You can view the system-wide speed dial list through the NBX NetSet utility, or you can view and dial from it using the telephone display panel.

You can ask the administrator to map a system-wide speed dial ID number to one of the Access buttons on your telephone. See “Special

Case: One-Touch Speed Dials” next.

To use a system-wide speed dial:

1 Pick up the handset or, if you are using an NBX Business Telephone, you

can press the Speaker button.

2 Press the Feature button plus the 3-digit system-wide speed dial ID code

for the number that you want to call, or scroll to System Speed Dials on the display panel, press Slct, scroll to the number that you want to dial, and press Slct again.

If you dial a speed dial code that has no number assigned to it, the display panel on your telephone shows the message “No number stored.”

Speed Dials 73

Special Case:

One-Touch

Speed Dials

(NBX Business Telephones only) In most circumstances, your

administrator designates 3 Access buttons as extension lines to manage incoming and outgoing telephone calls.

■ NBX 3102 Business Telephone — See item 1 in Figure 2 in

Chapter 2

■ NBX 1102, 2102, and 2102-IR Business Telephones — See item 8

in Figure 4

in Chapter 3.

Although 3101 and 3101SP Basic Telephones each have two Access buttons that can be made available by your administrator for One-Touch speed dial numbers, these buttons are mapped by default as a Feature button and a Transfer button.

Any of the remaining buttons that the administrator has not mapped to a feature or system-wide speed dial is available for a One-Touch speed dial.

Use either the One-Touch or the Personal speed dial screen to assign or change the One-Touch speed dial numbers on your telephone. If you make a change in one screen, it appears in the other screen. See

“Personal Speed Dials”

or follow these steps for the One-Touch screen.

To add or change a One-Touch speed dial on an available Access button:

1 Log in to NBX NetSet > Speed Dials > One Touch.

2 Any box that has an asterisk in the right margin is available for a personal

or system-wide speed dial. In any of the asterisked text boxes under Number, type the telephone number to which you want to assign a speed dial button. Or change the telephone number in a box that already has a speed dial number.

3 In the Description text box, type a brief description, usually a name that

corresponds to the number.

4 After you have made all of your changes to the One-Touch speed dials,

click Apply, and then click OK.

If you make a change in this screen, the change also appears in the Personal Speed Dials screen. See “Personal Speed Dials”

earlier in this

chapter.

74 CHAPTER 8: PERSONALIZING YOUR TELEPHONE

Printing

Speed Dial Lists and

Labels

You may find it useful to have a paper list of personal or system speed dials. You can also create paper labels for your telephone.

To print a list of speed dials:

1 Log in to NBX NetSet > Speed Dials > Personal or System-wide.

2 Click

3 A list appears with all of the personal or system-wide speed dial numbers

that are allocated to your telephone.

4 Click to print the list.

You can print labels that identify the numbers and features that are assigned to Access buttons on your telephone using the LabelMaker in the NBX NetSet utility or on the NBX Resource Pack CD.

To print labels for your telephone:

1 Log in to NBX NetSet > Speed Dials > Telephone Labels. Save the file

to your choice of location on your PC, and then open the file:

a Locate the file, labels.exe, using one of these methods:

■ Open Windows Explorer and navigate to the file.

■ Double-click My Computer and navigate to the file.

■ Depending on your operating system, click Start > Find > Files or

Folders or Start > Search > For Files or Folders, and type the name of the file, labels.exe, in the appropriate text box.

b Double-click the file icon to start the LabelMaker program.

2 Find the page in the LabelMaker that has labels for your telephone.

3 Edit the label template by clicking any of the label text boxes to highlight

the existing text, and then typing new text.

4 Press Tab to move to the next text field in the label.

5 Click the Print button at the top of the LabelMaker screen to open the

Print dialog. Be sure to specify which page you want to print. Typically, the default is to print all pages.

6 Click Print.

7 Cut out the labels and put them in the label holders of your NBX

Telephone or your Attendant Console.

Off-Site Notification 75

8 To save the edited LabelMaker, click the Save button at the top of the

LabelMaker screen. Or you can click File > Save As to save the LabelMaker to a new location.

To reuse your saved LabelMaker, you must run the file that you saved to your computer. If you download the LabelMaker from the NBX NetSet utility again, you get the default version, and the download might overwrite your saved LabelMaker. To create a Windows Desktop shortcut to your saved LabelMaker, right-click the saved file and then click Send To > Desktop (create shortcut).

Off-Site Notification

When you enable off-site notification, the NBX Messaging system notifies you that you have received voice mail. You can then retrieve your messages. Off-site notification consists of one cycle of up to five attempts to reach you, one attempt for each Attempt row that you configure in the Off-Site Notification screen.

If your system uses a messaging application other than NBX Messaging, use the documentation for your messaging application instead of these instructions.

To configure off-site notification for your NBX voice mailbox:

1 In NBX NetSet > NBX Messaging > Off-Site Notification, look for the

System and Group columns in the upper right corner. If the columns show “Yes,” your system administrator has enabled off-site notification for the NBX system and for the Class of Service group to which your telephone belongs. If “No,” ask to have these features enabled.

2 Check Enabled.

3 If you want to be notified only about urgent voice mail messages, also

check Urgent Messages Only.

4 In the first Attempt row, in the Method drop-down list, select Pager,

VoiceMail, or EMail

The cycle of notice behaviors differs depending on the method that you specify for the first attempt. See “Notice Behaviors”

later in this chapter.

5 In the Number/Address field:

■ If you selected Pager for Method in step 4:

■ Enter a pager number. Do not use parentheses, hyphens, or spaces.

Ask your administrator if you need to include the area code and any other digits that your system needs to dial an outside number,

76 CHAPTER 8: PERSONALIZING YOUR TELEPHONE

such as 9, 8, 1, or 0. After you receive the pager message, you call in to your voice mailbox to listen to your messages.

■ In the Numeric Page field, indicate what you want the pager to

display. Enter a series of digits, such as your telephone extension number.

■ If you selected VoiceMail for Method in step 4:

■ Enter the telephone number at which you want to be notified. Do

not use parentheses, hyphens, or spaces. Ask your administrator if you need to include the area code and all other digits that your system needs to dial an outside number, such as 9, 8, 1, or 0.

When you choose to be notified by voice mail, the NBX system calls the number that you enter in this field. When you answer the call, the system announces the new voice message and allows you to follow the prompts to access your voice mailbox and listen to and delete any of your messages.

■ If you selected EMail for Method in step 4:

■ Enter the e-mail address at which you want to be notified. You can

use different e-mail addresses for different Attempts.

When you choose to be notified by e-mail message, the NBX system sends you an e-mail message for each voice mail message that you receive. The voice message may be attached to the e-mail message as a WAV file. See the tables in “Notice Behaviors”

later

in this section.

You can listen to the messages using your PC sound device (a USB headset or a sound card with either speakers or headphones).

If you delete the e-mail notice with its attached WAV file after you listen to the message, you delete only the copy. The original voice mail message remains in your NBX voice mailbox. You must log in to the NBX voice mail system by telephone or through the NBX NetSet utility to delete your messages.

6 From the Interval drop-down list box, select the number of minutes that

you want the system to wait after each attempt before it moves to the next attempt.

The “best” time interval depends on the Attempt method that you choose. For instance, allow sufficient time after a Pager notification for the usual delay at your pager supplier.

7 Click Apply.

8 Repeat steps 4 through 7 to set up additional attempts if you want.

Off-Site Notification 77

The cycle of notice behaviors differs depending on the method that you select for the first attempt. See “Notice Behaviors”

at the end of this

section.

9 You do not need to configure every Attempt row. When you have

configured all of the Attempt rows that you want, click OK. The NBX Messaging tab appears.

10 Test your off-site notification settings by leaving yourself a voice mail

message.

Additional Notes

■ You can use the same notification method for all five attempts, or any

combination of methods.

■ If your voice mailbox is full and someone tries to leave you a voice mail

message, the NBX system does not send you an e-mail notification.

■ When you activate the Telephone Locking feature on your

telephone, the NBX system sends you off-site notification messages only if the notification number (for example, your pager number) is a toll-free telephone number. See “Telephone Locking”

later in this

chapter.

Notice Behaviors

These tables explain how the cycle of notice behaviors depends on the method that you select for the first attempt. See the definitions as well as “Resetting the Off-Site Notification Cycle”

■ If you specify EMail for the first attempt:

Attempt Method Notice Behavior

1 E-mail ■ You receive an e-mail notice for each voice

message.

■ Each e-mail notice contains information about

the voice message (like time of receipt and the number that called), and the voice message is attached as a WAV file.

and then you configure attempt:

2 through 5 as E-mail ■ You receive an additional e-mail notice for each

voice message.

■ The second e-mail notice contains no

information about the voice message (like time of receipt and the number that called) and no WAV file attachment.

on the next page.

78 CHAPTER 8: PERSONALIZING YOUR TELEPHONE

Attempt Method Notice Behavior

2 through 5 as Pager ■ You receive a pager call for each voice

2 through 5 as VoiceMail ■ You receive a telephone call for each voice

■ If you specify Pager or VoiceMail for the first attempt:

Attempt Method Effect

1 Pager or

and then you configure attempt:

2 through 5 as E-mail ■ You receive an e-mail notice for only the first

2 through 5 as Pager ■ You receive a pager call for only the first new

2 through 5 as Voice Mail ■ You receive a telephone call for only the first

*First new message means the first voice mail message that arrived at your mailbox since the

last time that you logged in to your voice mailbox through a telephone OR through the NBX NetSet utility. Logging in restarts the cycle.

Voice Mail

message.

message. Follow the prompts to log in and

listen to messages, or log in to the NBX NetSet utility.

■ You receive a telephone call or pager call for

only the first new voice message.*

new voice mail message.* The e-mail notice

contains no information about the voice message (like time of receipt and number that called) and no WAV file attachment.

voice message.*

new voice message.*

Resetting the Off-Site Notification Cycle

When you log in to your voice mailbox and hang up or log out (regardless of whether you listen to or delete messages), you start the off-site notification cycle again. You will be notified about the next message that comes into your voice mailbox.

Do Not Disturb When the Do Not Disturb feature is enabled, calls coming in to your

telephone immediately go to the call coverage point that you set in the NBX NetSet utility. See “Setting Your Call Coverage Point”

You can ask your administrator to map the Do Not Disturb feature to an available Access button on your NBX Telephone, or you can use the Feature Code to enable and disable the feature.

in Chapter 7.

Preventing Unauthorized Use of Your Telephone 79

When your telephone is in Do Not Disturb mode:

■ Your telephone does not ring when it receives an incoming call.

If you use an NBX Business Telephone or an NBX Attendant Console, the associated status light does flash when a call arrives.

■ You can use the telephone to dial outgoing calls.

■ You can use the telephone to dial internal and external pages.

■ An NBX Business Telephone does not broadcast incoming paging

messages over the speaker.

■ If your telephone is part of a call pickup group, no other telephone in

the pickup group can retrieve a call that comes directly in to your telephone. The incoming call goes immediately to the call coverage point (voice mail, auto attendant, or other extension).

■ If your telephone is part of a hunt group, incoming calls to the hunt

group ring on your telephone. Calls coming in directly to your telephone (not directed to the hunt group) do not ring on your telephone. To prevent every call from ringing, you must enable Do Not Disturb and also log out of the hunt group.

Preventing Unauthorized Use of Your Telephone

To enable and disable Do Not Disturb using the feature code:

1 Pick up the handset and press Feature + 446.

2 Hang up. Your telephone is now in Do Not Disturb mode. The display

panel on an NBX Telephone shows DO NOT DISTURB.

3 To disable Do Not Disturb mode, repeat steps 1 and 2. The DO NOT

DISTURB message disappears from the display panel.

To view your current Do Not Disturb setting even if you do not have an NBX Telephone or if you are away from your desk, log in to NBX NetSet

> User Information > Feature Settings.

To prevent others from dialing long-distance or other unauthorized calls from your telephone permanently, ask your administrator to adjust the call permissions schedule for your extension, or you can adjust it temporarily with the Telephone Locking feature.

80 CHAPTER 8: PERSONALIZING YOUR TELEPHONE

Telephone Locking To enable and disable the Locking feature using the feature code:

1 Pick up the handset and press the Feature button + 432. The display

panel on an NBX telephone prompts you to enter your password.

2 Enter your password +

# and hang up. Your telephone is now locked.

The display panel shows the Lock icon and displays only the directory and system-wide speed dials.

3 To turn off this feature, repeat steps 1 and 2. The Lock icon disappears,

and your call logs and personal speed dials are again available.

Additional Notes

■ When Telephone Locking is activated, a person using your telephone

can dial only toll-free calls, calls to emergency services (such as 911 in the United States), or calls to telephone numbers that have been programmed in your system as “internal” calls.

■ Even when Telephone Locking is active on your telephone, your

off-site notification choices remain in effect. That is, notification of voice mail messages is sent to the outside telephone numbers or paging numbers that you have specified in NBX NetSet > NBX Messaging > Off-Site Notification, even if these numbers are not toll-free.

If your system uses a messaging application other than NBX Messaging, you will not be able to specify your Off-site Notification in the NBX NetSet utility. Use the documentation for your messaging application instead of these instructions.

■ To view your current Telephone Lock setting if you do not have an NBX

Telephone or if you are away from your desk, log in to NBX NetSet > User Information > Feature Settings.

Call Permissions Your administrator establishes Call Permissions to control the types of

calls that can be dialed from your telephone. The administrator can configure these permissions to change depending on the time of day. For example, your administrator can prevent long-distance calls from being dialed from your telephone outside of business hours.

To view your current call permissions, log in to NBX NetSet > User Information > Call Permissions.

Class of Service Override 81

Class of Service Override

The Class of Service Override feature allows you to apply the features of your own NBX telephone temporarily to another NBX telephone on the same local network.

Example:

■ The telephones in your organization’s conference rooms are

configured so that long-distance telephone calls cannot be dialed from it. You may, however, need to place a long-distance call during a meeting. Using the Class of Service Override feature, you can apply the features of your own telephone to the conference room telephone for one call only and dial the call, assuming that your Call Permissions allow you to make long-distance calls from your own telephone.

If your system uses a messaging application other than NBX Messaging, use the documentation for your messaging application instead of these instructions.

To activate the one-call-only Class of Service Override from any NBX telephone:

1 Pick up the handset.

2 Press the Feature button and 433.

3 Dial your telephone extension.

4 Dial your voice mailbox password and press #.

5 When you hear the dial tone, you can dial the call in the same way that

you do from your own NBX telephone.

When you use Class of Service (CoS) Override, any reports that are generated on the NBX system indicate that the CoS features of your own NBX telephone were applied temporarily to the telephone on which you made the call.

82 CHAPTER 8: PERSONALIZING YOUR TELEPHONE

Using a Headset You can use a headset that has a microphone with any telephone on an

NBX system.

■ For how to use a typical headset and amplifier with telephones other

than the 3102 Business Telephone, see “General Headset

Instructions” later in this section.

■ For how to connect and use a headset with the 3102 Business

Telephone, read the next section.

With the NBX 3102

Business Telephone

The NBX 3102 Business Telephone has a headset jack located on the underside of the telephone on the left side.

To prepare the headset for all calls on the 3102 Business Telephone:

1 Plug the headset connector into the headset jack on the underside of the

telephone. See Figure 1

in Chapter 2 for the location of the jack.

2 Press the Headset button. By default, this button is the Access button

just below the (Program) button at the top right corner of the telephone.

3 Verify that the indicator light beside the Headset button turns on.

To answer a call when you are using the headset:

1 Put the headset on. When a call comes in, press the System Appearance

button beside the flashing light. You are connected to the call.

The handset can be either on hook or off hook.

2 To end a call when you are using the headset, press the Release button

on the telephone. By default, the Release button is located at the bottom of the right column of Access buttons.

Using a Headset 83

General Headset

Instructions

For all telephones other than the NBX 3102 Business Telephone, follow these instructions.

You may need to modify some of these instructions for some headsets or amplifiers. See the instructions that come with your equipment.

To prepare a headset for all calls:

1 Insert the cord for the headset amplifier into the handset cord receptacle

on the underside of the telephone.

2 Insert the cord for the telephone handset into the headset amplifier.

3 Put on the headset.

4 Pick up the telephone handset and set it on your desk.

To prepare a headset so that you can choose either the handset or the headset for each call:

1 Insert the cord for the headset amplifier into the handset cord receptacle

on the underside of the telephone.

2 Insert both the headset cord and the handset cord into the headset

amplifier.

3 For headset calls: Lift the handset off the telephone and leave it off. Use

the headset microphone and earphones.

Even when the headset is plugged into the amplifier, you must remove the handset from the cradle to use the headset.

4 For handset calls: Press the button on the headset amplifier that turns

the headset off, pick up the handset, and speak into it.

To manage calls when you are using the headset:

1 Put the headset on. When a call comes in:

■ If the handset is on hook, pick it up, set it on your desk, and begin to

speak.

■ If the handset is off hook, press the System Appearance button beside

the flashing light.

2 To end a call when you are using a headset:

■ On an NBX Business Telephone, press the Release button, depress the

hook switch, or hang up the handset.

■ On an NBX Basic Telephone or an analog telephone, hang up the

handset or press the Feature button and 111.

84 CHAPTER 8: PERSONALIZING YOUR TELEPHONE

Returning to the

Headset After a

Long Delay

Certain brands of headsets enter a power-saving mode that prevents the telephone from ringing for one or more calls when both of these circumstances are true:

■ The headset amplifier buttons for Mute and On are both set to On.

■ The handset is off the phone for a long time (for instance, overnight).

It may take a few minutes for your headset to return from the power-saving mode to the active mode when calls first come in, so your telephone may not ring until the headset has returned to active mode, and you may miss a call.

If you plan to not use the headset for a long time (for instance, overnight), 3Com recommends that you set the mute and headset buttons on the amplifier to Off and hang up the handset on your telephone. When you are ready to receive calls again, set up the headset for receiving calls:

1 Pick up the handset on your telephone and set it on your desk.

2 Put on the headset. On the amplifier, set the headset button to On.

Palm Integration (NBX 2102-IR Business Telephone only) — The infrared port on the

front edge of the NBX 2102-IR Business Telephone receives infrared signals from a hand-held device that runs the Palm operating system. You can use your hand-held device to call numbers in its directory and to perform standard telephone operations, such as Forward, Redial, and Transfer.

Install the Palm Dialer software (available on the NBX Resource Pack CD) on your hand-held device. See your administrator for details.

GETTING MORE FROM YOUR

TELEPHONE SYSTEM

This chapter covers these topics:

■ Listening to Your Messages in Your E-mail or Browser

■ Account (Billing) Codes

■ Caller ID

■ Call Pickup

■ Hunt Groups and Calling Groups

■ Call Park

■ Paging

■ Dialing a Call to a Remote Office

■ Bridged Extensions

■ Delayed Ringing

■ Using Pulse Dialing

■ Additional Applications

Security Note: Several of the features described in this chapter include configuring a telephone line to appear on more than one NBX Business Telephone. For any of these features, if one person is using a telephone line, no one else can listen in on that same line from a different telephone.

If your system uses a messaging application other than NBX Messaging, use the documentation for your messaging application instead of the instructions in this chapter.

For help on accessing NBX features from an analog telephone, see the NBX Feature Codes Guide in the NBX NetSet utility. For how to set up your NBX NetSet password the first time, see Chapter 1

86 CHAPTER 9: GETTING MORE FROM YOUR TELEPHONE SYSTEM

Listening to Your Messages in Your E-mail or Browser

Account (Billing) Codes

You can listen to your voice mail from any computer that allows you to access your e-mail. Your e-mail software application must be IMAP-4 compliant, such as Microsoft Outlook. See your administrator for assistance with this feature.

If you configure your first off-site notification method to send you an e-mail message when you have voice messages, the NBX system sends each voice mail message as a sound-file attachment to an e-mail message. To listen to your messages using your computer, it must have a sound device such as a USB headset or a sound card with either speakers or headphones.

When you delete the e-mail message that contains the attached voice message, you are not deleting the voice message on the NBX system. To delete voice messages from the NBX system, you must access your voice mailbox through the telephone or the NBX NetSet utility.

See “Off-Site Notification”

in Chapter 8 for a discussion of off-site

notification behavior.

The Account Codes feature allows your administrator to track calls that are associated with an individual client or account. When you answer your telephone or when you dial a call, you dial a numeric account code that allows the NBX system to track time spent on the telephone with a client, perhaps to be associated with a billable account.

To activate the Account Codes feature at any time before or during a call:

1 Press the Feature button and 888.

2 Dial the account code that has been assigned by your administrator, and

then press the # key.

The NBX system records the account code and applies it to:

■ The next call, if you activate the Account Codes feature before a call

arrives at your telephone

■ The current call, if you activate the Account Codes feature during a

call

Caller ID 87

Caller ID Your administrator can set up your NBX system to allow for Internal and

External Caller ID or can configure the system so that you can block your identity (telephone number) from anyone you call.

Internal and External

Caller ID

Calling Line Identity

Restriction (CLIR)

By default, the NBX system shows the extension and name of any internal caller on the display panel of your NBX telephone.

External Caller ID provides the same information for external incoming calls if your organization subscribes to the service from your local telephone company and if the caller has not blocked the information from being sent to the NBX system.

Availability and service charges for External Caller ID vary by location.

On NBX systems that include T1 lines that are configured as DS1, you can choose to prevent the NBX system from transmitting your Caller ID information to outside parties when you dial a call. Your administrator must enable this feature, called Calling Line Identity Restriction (CLIR), on the NBX system. If this feature is enabled system-wide, you can choose to restrict calls:

■ For all external (outbound) calls that you dial

■ For only the next single external (outbound) call that you dial

Your administrator can configure your system so that CLIR is always active, in which case you cannot change the CLIR settings on your telephone to override this option.

CLIR for All External Calls

To enable CLIR-All for all calls from your telephone:

1 Pick up the handset, and press the Feature button and 889. The display

panel on your NBX Telephone shows CLIR-ALL on.

2 Dial the number that you want to call.

The NBX system does not send caller ID information on this call or any future calls until you disable this feature.

88 CHAPTER 9: GETTING MORE FROM YOUR TELEPHONE SYSTEM

To disable CLIR-All:

1 Pick up the handset.

2 Press the Feature button and 889 again. CLIR-ALL off appears briefly in

the display panel and then disappears when you hang up the handset.

To view your current CLIR-All setting, log in to NBX NetSet >

User Information > Feature Settings.

CLIR for Next External Call Only

To enable CLIR for only the next call from your telephone:

1 Pick up the handset.

2 Press the Feature button and 890. The telephone display panel shows

CLIR-NEXT on.

3 Dial the number that you want to call.

4 When you disconnect the call, the CLIR feature is no longer in effect.

CLIR-NEXT on disappears from the display panel.

If you hang up the handset without making a call, the CLIR-NEXT feature remains active and will apply to the next external call that you make. If you are unsure about whether CLIR-NEXT is active, pick up the handset, press Feature and 890, and read the status message in the display panel of your telephone.

Call Pickup Use the Call Pickup feature to answer a call that is ringing on another

telephone. This feature is best arranged in advance when you and another user know that it would be convenient or necessary to answer calls ringing on that user’s telephone.

You can answer a call that is ringing on another telephone only if you and that user both are members of the same Call Pickup group or if that user is a member of a Call Pickup group that allows “nonmember pickup.” Your administrator configures call pickup groups and can tell you which group you belong to.

To view the list of Call Pickup groups of which you are a member:

1 Log in to NBX NetSet > User Information > Call Pickup.

2 Select the group number that you want to view from the Group List, and

click Details to display the list of members of that group.

Hunt Groups and Calling Groups 89

Directed Call Pickup

You can answer a call that is ringing on a specific user’s telephone.

on a Specific

Telephone

Using the feature code:

1 Pick up the handset.

2 Press the Feature button followed by 455 and the user’s extension. The

call is directed to your telephone.

Using One-Touch Pickup (NBX Business Telephones only):

1 Pick up the handset.

2 Press the Access button that your administrator has assigned to Directed

Pickup.

3 Dial the extension number of the telephone that is ringing.

Group Call Pickup You can answer a call that is ringing on a group member’s telephone.

Using the feature code:

1 Pick up the handset.

2 Press the Feature button followed by 456 and the group number. The

call is directed to your telephone.

Using One-Touch Pickup (NBX Business Telephones only):

Hunt Groups and Calling Groups

1 Pick up the handset.

2 Press the Access button that your administrator has assigned to

Call Pickup.

3 Dial the group number.

Your administrator can establish informal “call centers” so that incoming calls can be directed to several telephones that have been associated into hunt groups or calling groups.

Calls that come in to your telephone:

■ Through your extension go to the call coverage point that you have

set up.

■ Through hunt groups and calling groups follow the call coverage path

set up by the administrator for that group.

90 CHAPTER 9: GETTING MORE FROM YOUR TELEPHONE SYSTEM

Hunt Groups Incoming calls ring to one member of the hunt group. If that member’s

telephone is in use, or if that member does not answer the call, the system “hunts” for another member of the group until the call is answered or is forwarded to the group call coverage point. For example, if there are no available members of the hunt group, the call might be forwarded to a group mailbox or to the receptionist.

Figure 8

Figure 8 Sample Hunt Group Configuration

1 Incoming Telephone Call

2 Telephone #1

3 Telephone #2

4 Telephone #3

5 Group Voice Mailbox

shows the path of a call coming into a hunt group.

Hunt groups can be static or dynamic:

■ If you are in a static hunt group, you are always part of that group

along with the other group members.

■ If you are in a dynamic hunt group, you must log in to the group to be

part of it.

To log in to a dynamic hunt group using your NBX Telephone:

1 Pick up the handset.

2 Press the Feature button followed by the feature code for the hunt

group. Your administrator can tell you which feature code to use.

Hunt Groups and Calling Groups 91

3 Dial the hunt group password. Your administrator can tell you which

password to use.

4 Press #.

To log out of a dynamic hunt group using your NBX Telephone:

1 Pick up the handset.

2 Press the Feature button followed by the feature code for the hunt

group. Your administrator can tell you which feature code to use.

3 Dial the hunt group password. Your administrator can tell you which

password to use.

4 Hang up the telephone.

Your administrator can configure a hunt group to an Access button on an NBX Business Telephone. To log in to or to log out of the hunt group, press the specified Access button. The indicator next to the button lights to show that you are logged in. On the NBX Basic Telephone, the display panel shows the message IN.

To log in to a dynamic hunt group using the NBX NetSet utility:

1 Log in to the NBX NetSet utility and click the Hunt Groups button.

2 Select the hunt group to which you want to log in.

3 Click Log In, and then click Close.

If you log in to a dynamic hunt group and do not answer a call when it rings on your telephone, the system may log you out of the group depending on how the administrator has configured the group.

To log out of a dynamic hunt group using the NBX NetSet utility:

1 Log in to the NBX NetSet utility and click the Hunt Groups button.

2 Select the hunt group from which you want to log out.

3 Click Log Out, and then click Close.

To log in to all hunt groups of which you are a member:

1 Log in to the NBX NetSet utility and click the Hunt Groups button.

2 Click the Login all button.

92 CHAPTER 9: GETTING MORE FROM YOUR TELEPHONE SYSTEM

To log out of all hunt groups of which you are a member:

1 Log in to the NBX NetSet utility and click the Hunt Groups button.

2 Click the Logout all button.

Calling Groups One type of hunt group is the Calling Group. Calling groups allow an

incoming call to ring simultaneously on all telephones in a group, for example, a customer service group. To log in to or out of a calling group follow the steps in “Hunt Groups and Calling Groups”

earlier in this

chapter.

Figure 9

Figure 9 Sample Calling Group Configuration

1 Incoming Telephone Call

2 Telephone #1

3 Telephone #2

4 Telephone #3

5 After a specified number of rings with no answer

6 Receptionist

shows the path of a call coming in to a calling group.

Group Membership To view the list of users that belong to a group:

1 In NBX NetSet > User Information > Hunt Group, select a group.

2 Click Details.

Call Park 93

Call Park Use Call Park to place a call in a “holding pattern” and make it available

for another person to pick up from any telephone on the system. Use the internal paging feature, the external paging feature, or both, to announce the call. The recipient can retrieve the call from any NBX Telephone or analog telephone by dialing the Call Park extension that you give during your announcement.

This feature is useful in any of these circumstances:

■ The recipient is elsewhere in the building.

■ You want to continue a call on another telephone, for instance, in a

conference room for privacy, and transferring the call does not give you enough time to retrieve it.

When you park a call, you assign it a Call Park extension, which anyone can use to retrieve it. Tab le 1 2 numbers. Ask your administrator to verify the Call Park extensions for your location.

Table 12 Default Call Park Extension Numbers

lists the default Call Park extension

System Default Extension Numbers

4-digit dial plan 6000 – 6099

3-digit dial plan 601 – 609

If the call is not answered within 5 minutes (default) after it is parked, it rings again at the original telephone. Your administrator can modify the length of this waiting period.

To park a call:

1 While you are on a call, press the Feature button and 444, or press the

Access button assigned to Call Park.

2 Dial a Call Park extension from the list shown in Ta bl e 1 2

or the list of

extensions at your location.

If you select a Call Park extension that is already in use, the display panel on your NBX Telephone displays Park Cancelled, and the call rings back to your telephone. Try another Call Park extension.

94 CHAPTER 9: GETTING MORE FROM YOUR TELEPHONE SYSTEM

3 To notify another user about the parked call:

a From NBX Business Telephones or 3101 and 3101SP Basic Telephones,

select an Access button that is assigned for placing telephone calls, and dial the user’s extension, or use the paging feature. See “Paging” next for details.

b From an NBX 2101 Basic Telephone, press the hook switch. When you

hear the dial tone, dial the user’s extension, or use the paging feature. See “Paging”

next for details.

To retrieve a parked call:

1 Pick up the handset of any telephone on the system.

2 Dial the Call Park extension that was assigned to the call.

Paging Depending on your location and equipment, you can broadcast a

message in one of three ways, as described in Tab le 1 3

1 Pick up the handset.

2 Dial the paging extension as shown in Ta bl e 1 3

3 Speak into the telephone handset and then hang up.

Do not press the Feature button before you dial a Paging extension.

Table 13 Paging Extension

Feature

External Paging

Broadcast an announcement over a public address system that has a paging amplifier and speaker system that is connected to your NBX system

Internal Paging

Broadcast an announcement through the speakers on all NBX Business Telephones on your system

Simultaneous Paging

Broadcast an announcement externally and internally at the same time

3-digit dial plan (default extensions)

620 6200

621 6201

622 6202

4-digit dial plan (default extensions)

Dialing a Call to a Remote Office 95

Dialing a Call to a Remote Office

Using Unique

Extensions

You can dial calls between sites in your organization that are separated geographically but that are linked by a Wide Area Network (WAN) connection. Each site must have an NBX system. Typical configurations are described in the next sections.

In the sample network shown in Figure 10

, everyone in the entire organization has a unique telephone extension. Whenever you make a call to an extension that is not located at your own site, your NBX system sets up a connection to the NBX system at the other extension’s site.

In this example, to call a user in Dallas, a user in Chicago dials a Dallas extension (3000 through 3999). The dial plan on the Chicago NBX system sets up the necessary connection to the Dallas NBX system and then to the extension at that site.

Figure 10 Using Unique Extensions to Dial Remote Offices

1 NBX System in Chicago

Extensions: 1000–1999

2 Wide Area Network (WAN)

3 NBX System in Atlanta

Extensions: 2000–2999

4 NBX System in Dallas

Extensions: 3000–3999

96 CHAPTER 9: GETTING MORE FROM YOUR TELEPHONE SYSTEM

Using Site Codes If some users have overlapping telephone extensions, your administrator

can configure your telephone system to use site codes for you to dial people at remote offices. Your administrator chooses the site codes for your system. In this example, you dial a site code first, followed by the extension at the site.

For example, as shown in Figure 11

, to call someone in Atlanta, a user in Chicago dials the site code 62 and then the appropriate extension (1000 through 3999). To reach a user in Dallas, a user in Chicago dials 63 and then the appropriate extension (1000 through 3999). The site code prevents conflicts between the remote extension number and a duplicated extension number at the local site (Chicago).

Figure 11 Using Site Codes to Dial Remote Offices

1 NBX System in Chicago

Extensions: 1000–3999

Site Code: 61

2 Wide Area Network (WAN)

3 NBX System in Atlanta

Extensions: 1000–3999

Site Code: 62

4 NBX System in Dallas

Extensions: 1000–3999

Site Code: 63

Bridged Extensions 97

Bridged Extensions With a bridged extension, buttons and status lights on one telephone are

associated with buttons and status lights on another telephone. On the primary telephone, you can perform all operations (such as dialing telephone calls, placing calls on hold, forwarding calls, and so on). On the secondary telephone, you can answer calls that are made to the primary telephone’s extension but you cannot make calls using the buttons that are associated with the primary telephone.

The administrator can create bridged extensions on:

■ Any NBX Business Telephone or NBX 3101 or 3101SP Basic Telephone

■ An NBX 2101 Basic Telephone if an NBX Attendant Console is

associated with it. The administrator creates the bridged extension on the Attendant Console.

Example:

If an assistant’s job is to answer a manager’s telephone calls, the administrator can map the manager’s extension on the assistant’s telephone. The manager’s telephone is the primary telephone, and the assistant’s telephone is the secondary telephone.

Your administrator can map a primary telephone’s extension to one or more secondary telephones.

Delayed Ringing (NBX Business Telephone and Attendant Console only) The

Delayed Ringing feature prevents a call on a shared line from ringing on a specific telephone until the incoming call rings on another telephone for a specified number of times.

A shared line can be a bridged extension or an incoming analog telephone line that is mapped to more than one telephone.

Example:

The administrator programs (maps) a telephone extension to appear on both a manager’s telephone and the assistant’s telephone; that is, it is a bridged extension. The administrator has also enabled the Delayed Ringing feature on the manager’s telephone and has specified 4 rings (a typical setting).

98 CHAPTER 9: GETTING MORE FROM YOUR TELEPHONE SYSTEM

When a call comes in to the manager on that extension, the assistant’s telephone rings 4 times before the call audibly rings on the manager’s telephone. Even during the first silent rings, the line’s status light on the manager’s telephone flashes, allowing the manager to answer the call if required.

Using Pulse Dialing In some locations, analog telephone users must dial telephone calls using

pulse dialing instead of tone dialing (also called Dual Tone Multi Frequency, or DTMF, dialing).

Your administrator must configure the Analog Line Card ports for pulse dialing.

Examples:

■ Some of your telephone lines are provided by a telephone company

that supports only pulse dialing while other lines are provided by a different telephone company that supports DTMF dialing.

■ Your organization’s telephone service provider offers low-cost,

pulse-dialing-only service.

■ In some situations, you must switch to DTMF dialing during a call. For

example, if your call is answered by an automated attendant that requires that you enter information from your telephone keypad, you must typically enter the information using DTMF dialing.

Using a Feature Code To change from pulse dialing to DTMF during a call:

1 Press the Feature button and 891.

2 Your connection is switched from pulse to tone (DTMF) for the remainder

of the call. When you hang up, the port you were using on the Analog Line Card reverts to pulse dialing mode.

Using a Mapped

Button

Your administrator can map a button on your telephone so that you can press the button to change from pulse dialing to DTMF during a call. When you hang up, the port that you were using on the Analog Line Card reverts to pulse dialing mode.

Using a Personal

Speed Dial

You can configure a personal speed dial in the NBX NetSet utility to dial a number in pulse dial mode and then to switch to DTMF. Use the left angle-bracket character (<) in the NBX NetSet utility as the command to

Additional Applications 99

switch to DTMF mode. You can also include the digits that you want the system to dial after it switches to DTMF. The system dials any digits after the < using DTMF tones. When you hang up, the port that you were using on the Analog Line Card reverts to pulse dialing mode.

For additional information about programming speed dials, see “Personal

Speed Dials” in Chapter 8.

Additional Applications

These software applications are available on the NBX Resource Pack CD:

■ NBX Call Reports *

■ NBX TAPI Service Provider (NBXTSP)

■ NBX Desktop Call Assistant (formerly NBX TAPI Dialer) *

■ Complement Attendant Software *

■ Palm Dialer

■ pcXset Soft Telephone *

■ NBX Media Driver

* This application has been tested with Window XP Home Edition and Windows XP Professional Edition.

100 CHAPTER 9: GETTING MORE FROM YOUR TELEPHONE SYSTEM

3COM NBX 3101, NBX 3102 User Manual

Specifications and Main Features

Frequently Asked Questions

User Manual

NBX® Telephone Guide

ABOUT THIS GUIDE

Conventions Ta bl e 2 defines some commonly used words and phrases in this guide.

Documentation

GETTING STARTED

Setting Up Your Password and Voice Mail for the First Time

NBX NetSet Utility 15

Quick Reference Guides

Telephone Buttons and Controls

Programmable Access Buttons

Status Lights for System Appearance Buttons

Telephone Buttons and Controls

Programmable Access Buttons

Status Lights for System Appearance Buttons

Telephone Buttons and Controls

Programmable Access Buttons

Status Lights for System Appearance Buttons

NBX 2101 BASIC TELEPHONE

Telephone Buttons and Controls

Programmable Access Buttons

Status Icons Your NBX 2101 Basic Telephone allows you to use two telephone lines at

NBX MESSAGING

NBX Messaging Components

Changing Your Password

Security Tips ■ Change your password often.

Changing Your Name Announcement and Personal Greeting

Listening to NBX Messages

Message Indicators Here is how you can tell if you have messages in your mailbox:

Replying to a Message

Forwarding a Message

Creating and Sending a Message

Creating Personal Voice Mail Group Lists

Marking a Message as Private or Urgent

Forwarding Incoming Calls to Your Call Coverage Point

Other Ways to Manage Your Voice Mail Messages

Other Kinds of Mailboxes

When you designate your mailbox as a greeting-only mailbox, callers hear your personal greeting but they cannot leave a voice mail message.

Phantom Mailbox A phantom mailbox does not have an actual telephone associated with it.

Group Mailbox A group mailbox is a voice mailbox from which a group of users can

STANDARD FEATURES

Answering a Call To answer an incoming call, pick up the handset. Or if you are using an

Caller ID The display panel on your NBX Telephone shows the name and extension

Using the NBX Telephone Display Panel

More Ways to Dial aCall

An Internal Call To dial an internal call:

An External Call To dial an external call:

Redialing a Call On an NBX Business Telephone:

Setting Your Call Coverage Point

Putting a Call on Hold 61

Dialing Another Call To place a call on hold to dial a new call:

More Than One Call The number of simultaneous calls that you can have on your NBX

Transferring a Call 63

Blind Transfer In a blind transfer, you transfer the call without notifying the recipient:

Direct Mail Transfer You can transfer a call directly into another user’s voice mailbox. The call

Establishing a Conference Call

Setting the Volume 67

PERSONALIZING YOUR TELEPHONE

Guidelines About Features on NBX Telephones

Ringer Tones To help you to distinguish the ring tone of your NBX Business Telephone

Speed Dials This section describes the types of speed dials — personal speed dials and

Personal Speed Dials You can create a list of up to 99 personal speed dials (using ID numbers

Off-Site Notification

Do Not Disturb When the Do Not Disturb feature is enabled, calls coming in to your

Preventing Unauthorized Use of Your Telephone

Telephone Locking To enable and disable the Locking feature using the feature code:

Call Permissions Your administrator establishes Call Permissions to control the types of

Class of Service Override

Using a Headset You can use a headset that has a microphone with any telephone on an

Palm Integration (NBX 2102-IR Business Telephone only) — The infrared port on the

Listening to Your Messages in Your E-mail or Browser

Account (Billing) Codes

Caller ID

Call Pickup Use the Call Pickup feature to answer a call that is ringing on another

Group Call Pickup You can answer a call that is ringing on a group member’s telephone.

Hunt Groups and Calling Groups

Hunt Groups Incoming calls ring to one member of the hunt group. If that member’s