Broadview BVNDESK10 Setting-up Manual

BVNDESK10

Setting Up Your Cordless Desk
Phone and Base Station for your
OceSuite® Phone

2 3

Table of Contents

What is in the Box ...................................................................................................4

Available Phones ....................................................................................................5

Connecting your Desk Phone and Base Station ......................................................................6

Using the MyOceSuite™ Portal ................................................................................... 10

Using Your Phone .................................................................................................. 18

Troubleshooting and Getting Help .................................................................................24

Welcome to OceSuite® Phone

Your new 100 percent cloud-based system, OceSuite® Phone includes hundreds of advanced features and the
latest technology to keep you in touch with your customers and employees, no matter where you are or what
device you use.

TO:
FROM:

Online
Fax

4 5

What is in the Box

All of the items below are included in this box. If you are missing any items, please be sure to contact us
immediately at 1-888.623.VOIP (8647).

CORDLESS PHONE

Put cordless phones anywhere you need
them and give your employees the freedom
to move around the oce.

CORDLESS DESK PHONE

Cordless desk phones feature an enhanced speakerphone and 12 additional one-click speed
dials that put your employees in control.

* Your base station may look dierently than that pictured.

BASE STATION

Connect up to 12 phones within 150 feet
using two base stations.

5

Available Cordless Phones

BASE STATION

POWER CORD FOR

BASE STATION

DESK PHONE

PHONE STAND

HANDSET

POWER CORD

FOR PHONE

PHONE CORDETHERNET CABLE

6 7

2

1

Connecting Your Desk Phone and Base Station

Installing the OceSuite® Phone system is easy and should only take a few minutes. It is important that

you follow these steps in order. Instructional videos are also available by clicking on the Support tab on the

MyOceSuite™ portal or by visiting http://MyOceSuite.broadviewnet.com.

Use the included power adapter to connect
the base station to a wall outlet.

Use the included Ethernet cable (or equivalent) to
connect the base station to your Internet router or to
your local area network for Internet access.

2

Connecting Your Desk Phone and Base Station

Wall Outlet

Base Station
(Included)

1

Local Area Network or
Internet Router

8 9Connecting Your Desk Phone and Base Station Connecting Your Desk Phone and Base Station

SYSTEM UPDATES

From time to time, Broadview Networks will make updates to your system via software changes on our network. To ensure
your system is up-to-date with the most current release of software, momentarily disconnect power from the base station
(leave the Ethernet cable connected) and then reapply power. If new software is available, the base station will download it
from Broadview’s servers and install it on the base station and the phones. During the software upgrade process, the base
station LED will blink amber and then blink blue for several minutes. The display on the phones will read Provisioning and
then Rebooting System.

DO NOT REMOVE POWER DURING THE PROCESS. Wait until the LED on the base station glows steady amber for a few

minutes and the phone display has returned to normal before making any calls. You may repeat this process occasionally to
be sure your software is always up-to-date.

Momentarily disconnect power from the base station (leave
the Ethernet cable connected) and then reapply power. The
base station will automatically download and install new
software if a newer version is available. If newer software is
downloading the LED will ash blue. This process takes 3 to 4
minutes and it is important that you do NOT remove power
again while software is updated. Wait until the LED is steady

amber (not blinking) for two minutes before making calls.

INSTALLING THE PHONE STAND

There are two options for attaching the stand to the phone:

To have your phone display in a more upright
position: Insert the connector tab on the stand with the

square cutouts into the large opening on the top of the
back of the phone, be sure it locks in place.

To have your phone display at a lower angled
position: Insert the connector tab on the stand with the

square cutouts directly underneath the large opening on
the back of the phone, be sure it locks in place.

4

5

3

SET UP THE PHONE

Connect the power adapter to the phone and plug it into
a wall outlet, no more than 150 feet from the base station.
Connect the short end of the phone cord to the bottom of
the handset and the long end into the port on the back of
the desk phone.

Follow the instructions on the next few pages for Setting Up
Your Systems and Features through the MyOceSuite™
portal.

6

1A

1B

3

2

Desk Phone (Front)

Desk Phone
(Back)

Wall Outlet

Stand

Base Station
(Included)

Connector Tab

OR

Page Key

LED Light

10 11

Sign in to your MyOceSuite™ account at

MyOcesuite.broadviewnet.com with your username

and password that you created when you rst logged
into your MyOceSuite™ account. If you forgot your
password, you may click Forgot your password to
reset it.

Once logged in, you are presented with the Dashboard
from which you manage the phone system and your
services. Across the top of the Dashboard is a series
of tabs with dierent functions and in the center of
the Dashboard are widgets from which you can make
changes to the system and services. Each widget has an
information icon describing its function. To customize
the presentation of the Dashboard, click on Customize
Dashboard to add, remove, or reorder the widgets
according to your preference.

SETTING UP HOW CALLS COME INTO
YOUR SYSTEM

All incoming phone calls are sent to a specic phone
number in the system. Calls can be sent to individual
phones, to an auto attendant, or to a call group. The
rst step is to make sure that your phones and phone
numbers are set up the way you wish.

Using the MyOceSuite™ portal

Using the MyOceSuite™ Portal Using the MyOceSuite™ Portal

CHANGING THE NAME DISPLAYED ON
YOUR PHONE

To change the name displayed on any phone, click

on the Phone System tab, then click on Phones and
choose the Cordless Phone Manager. Select the site
at which you want to manage your phones and click
on Actions. Here, you will select Personalize Phones
to change the name display on your phone.

FOR ALL OTHER FUNCTIONS OF THE
MYOFFICESUITE™ PORTAL, REFER TO THE
MYOFFICESUITE™ ADMINISTRATOR GUIDE.

Administrator User Guide

CONTACT SUPPORT

1-888-623-VOIP

O[e-mail]

http://community.broadviewnet.com

OceSuite® Phone

PUTTING ALL YOUR OFFICESUITE® FEATURES TO USE TO BE MORE EFFICIENT

CUSTOMIZE DASHBOARD

Help Chat

Show my phone numbers

x1234

SIGN OUT

?

INBOUND FAX NUMBER

CHECK

FAXES

new
messages

REFRESH

40

MY ONLINE FAX

123.456.7890

SETTINGS

new
messages

REFRESH

START A MEETING

JOIN A MEETING

Use My Room

JOIN

SCREENSHARE VIDEO

MY HD MEETING

DETAILS

SELECT EXTENSION

MY CALL GROUPS

1234 - Smith, John

INCOMING CALL ROUTING

INDIVIDUALS

GROUPS

AUTO
ATTENDANTS

Additional Services Order Status Billing Support Settings

ASSIGNING PHONES TO YOUR EXTENSIONS

OceSuite® Phone is so exible that any phone can be
assigned to any extension. To assign or change phones
and extensions, go to the Cordless Phone widget within
the MyOceSuite™ portal and select a location from
the drop-down list at which you want to manage your
cordless phones. Then, press Change Conguration.

A single phone can be assigned an extension
(dedicated) or multiple phones can be assigned
to the same extension (shared). All phones with
the same extension will ring when the extension is

called. As long as a line is available, even if a shared
extension is in use, other phones with the same
extension can continue to make and receive calls.

12 13

CONFIGURE CORDLESS PHONES

From the top tabs, select Phone System – Phones
– Cordless Phone Manager or Select the Cordless
Phone widget from your dashboard.

Using the MyOceSuite™ portal

Using the MyOceSuite™ Portal Using the MyOceSuite™ Portal

Select the site at which you want to manage cordless
phones from the drop list.

If the site already has a base station registered and
phones connected, it will show the registered base
stations.

If the site has no base station yet, then you can register a new base station.

Once a base station is registered, manage phones at that site by dragging and dropping phones onto extensions.
You can have up to 6 phones per base and up to two base stations per site. Phones connected to a base can each
have their own extension, or all 6 can share one extension, or any combination of phones and extensions up to
a maximum of 6.

OR

14 15

Using the MyOceSuite™ portal

Using the MyOceSuite™ Portal Using the MyOceSuite™ Portal

A mix of phones and extensions (maximum of 6).

Press Save to save all your phone and extension assignments. You will be prompted to restart the base station
for the changes to take eect. Momentarily remove the power cord from the base station (DO NOT remove the

Ethernet cable) and then restore power. The update make take several minutes to take eect. DO NOT REMOVE

POWER DURING THE UPDATE.

All six phones share one extension. Press Add a Desk Phone or Add Handset accordingly.

One phone for each of the six extensions.

16 17

Using the MyOceSuite™ portal

Using the MyOceSuite™ Portal Using the MyOceSuite™ Portal

From the same Actions menu, you can also synchronize
phone settings between the server and the base station,
or reset, remove, or replace a base station.

To add a second base station, Enter a MAC address from the second device in the appropriate eld
and press Verify and Add Base Station.

After you assign phones to extensions, you may wish to
personalize them with the name of the person to whom
they are assigned. Press the Actions button
and select Personalize phones.

18 19Using Your Phone

Soft Keys

Programmable Memory Keys

Line Appearance Keys

Message Indicator

Adjust Volume

Speakerphone On/O

Speaker

Access Voicemail

Call Redial

Activate Headset

Missed Call Log

Mute

Microphone

Using Your Phone

OK Button

Navigation Keys

PERSONAL PROGRAMMABLE KEYS

The cordless desk phone has twelve programmable
memory keys that can be used as one-touch speed
dials. To program memory keys:

Press the Menu soft key on your phone and select
option 1 for Services. Then, select option 8 for Direct
Access Key, followed by option 1 for Program. Select
one of the programmable keys (1-12), then select option
2 for Speed Dials. Scroll to option 2 called Enter Name
and use the phone keypad to enter the rst 5 characters
of the name. Then select option 3 called Enter Number
and using the phone keypad, enter the number or
extension and press Save. Repeat these instructions to
program each memory key.

To make a call via the Memory Keys, long press the
key, or press any one of the twelve keys to display the
status of each one on the LCD screen, and then press
the appropriate key to call the party.

MAKING AND RECEIVING CALLS

Your system includes unlimited calls within the oce
and across the United States, Canada, Puerto Rico and
the US Virgin Islands. For International calls, charges
apply and you must rst dial 011, then the country code,
then the number.

MAKING A CALL

You can make a call by picking up the handset
and dialing directly or by using the programmed
memory keys.

To place a call via the speakerphone, enter the
number or select a record in the phonebook/call log
list. Then, press the Send soft key or OK key. If the
phone is assigned with a single line, it will be selected
automatically to make a call. If multiple lines are
assigned, the default outgoing line will be selected
automatically for the call.

You can also press the Speakerphone key rst and then
dial the number.

MAKING A CALL FROM ANOTHER LINE

If your phone has multiple lines associated with it and
you would like to use a line other than the default line,
then you must select the second Line Appearance key
before dialing. You may also select a record from the
Calls Log or Phonebook and then press the second Line
Appearance key.

20 21Using Your Phone Using Your Phone

USING THE SPEAKERPHONE

During any call, simply press the speakerphone icon
to enable the speakerphone. The speakerphone is located
on the lower right corner below the volume settings
and the microphone is located below the keypad. The
speakerphone is full duplex, meaning that you can have
a two-way conversation instead of waiting for the other
party to nish speaking.

ANSWERING CALLS

When there is an incoming call, pick up the handset
and press the Accept softkey or the Speakerphone
On/O key.

If you want to continue a call in speaker mode having
originally answered it via the handset, then press the
Speakerphone On/O key and return the handset
to the cradle.

If Using a Headset

Making a Call: Enter the phone number and press OK
or Send, then press .

Accepting a Call: Press .

REJECTING CALLS

When there is an incoming call, press the Silence soft key

or Reject soft key to reject the call. When you reject a
call, calls will be unanswered and are forwarded to your
pre-set forwarding destination.

USING YOUR PHONE’S INTERCOM

Phones connected to the same base station can
instantly connect by pressing the Menu key and
selecting option 1 for services, then option 5 for
intercom. Then, use the directional navigation to select
the target phone (e.g., HS2, HS3, HS4) and press OK.
If the other phones on your system have individual
extensions, you may also opt to dial them by their three­digit extension.

CALLING ANOTHER EXTENSION ON THE SYSTEM

Instantly connect with any extensions on the system
by simply dialing the extension (e.g., 102) and pressing
the Send soft key or Speakerphone key. Remember
that multiple phones can have the same extension, so
multiple phones may be called.

MUTE

The mute button is located in the lower right corner
of the phone next to the speakerphone button and
below the volume controls. Press the Mute button. A
microphone icon with a slash through it appears on

the display. Press the button again to unmute and the
microphone icon disappears.

CALL WAITING

Enable or disable your call waiting tone via the Menu.

First, select option 1 for Services, then select option 3 for
Call waiting. Make your selection and press Save when
you are done.

With call waiting enabled, when a second call comes
in, you will hear a call waiting tone and then you can:

• Press the Accept soft key to answer the second
call and put the current call on hold.

• Press the Reject soft key to reject the call and send
it to your forwarding destination.

Once you’ve accepted the second call, you can switch
back and forth between both callers using the Line
Appearance keys or Switch soft key. To join the
two parties into a 3-way call, press the Conference
soft key.

TRANSFERRING A CALL

When active in a call, press the Tran s soft key, then enter
the full phone number of the party with the area code or

three digit extension and press Tran s again. The call will
be transferred immediately.

If you would like to do a soft transfer so that you can
announce the transfer, use the second Line Appearance
key to activate a second call. Enter the phone number or
extension and press Ok or the Dial soft key. Wait for the
other party to answer and then highlight Transfer and
press OK to transfer the call to the other party.

If you have multiple phones sharing a single extension
and wish to transfer a call answered on one phone to
another phone with the same extension, press the 2nd
Call soft key and then select Intercom from the next
screen. Use the up/down navigation to select the
handset number (e.g., HS2) and press OK. When the
other party answers, highlight Transfer and press OK.

CALL CONFERENCE OR 3WAY CALLING

When active in a call, select 2nd Call, then External Call.
Enter the number of the party to conference and press
the Dial soft key. After the call is answered, press the
Conf soft key to activate the 3-way conference.

To remove the second party during the call, press the
Split soft key and select Release. This will drop the second
party and you will remain connected to the rst caller.

22 23Using Your Phone Using Your Phone

To remove yourself from the conference and allow the
other two parties to continue, press the Split soft key
and then select Transfer. You will be dropped from the
call and the other two parties will remain connected.

CALL HOLD

To put an active call on hold, press the Hold soft
key or the second Line Appearance key. To take the
call o hold, highlight Unhold or the rst Line
Appearance key.

The OceSuite® system has many unique features that
can be accessed from your phone services menu. To
review, edit, or activate these features, click OK on your
phone and then select one of the options below.

DO NOT DISTURB

Use the Do Not Disturb feature when you do not want
your phone to ring, like during a meeting or when
a project is due. Press Menu and select option 1 for
services and option 2 for DND, then the account you
want to enable/disable DND, then choose the extension
you want to enable or disable DND. Press Save to
conrm. A DND icon will appear on the phone’s LCD
screen. All incoming calls will be rejected on this phone
until DND is disabled by following the same instructions
to turn it on.

You can also turn on Do Not Disturb from the
MyOceSuite™ Portal. To do this, click the toggle button
to on from the Do Not Disturb widget.

Note: Only the master phone on the line may enable/
disable DND.

CONTACTS

OceSuite® allows you to have a Private Phonebook
(phone only) and a Shared Phonebook (for all phones
on the system). To access the phonebook, press Menu
and select option 2 for Contacts and then select the
phonebook you would like to access. You can quickly
add, edit, or dial entries in the phonebook.

CALENDAR, ALARM AND NOTES

Use the calendar icon to access the calendar features or
to set up an alarm based on time and date. You can also
add, edit, or delete notes that you may have saved.

CALL LISTS AND CALL LOGS

The Call List or Logs features allows you to see Missed
Calls, Outgoing Calls and Accepted Calls. The Outgoing
Calls List can be accessed by pressing the Redial key.
The Missed Calls List can be accessed by pressing the
Missed Calls button on the phone. You can also press
the Logs soft key and then select from all three calls

lists, or you can press Menu and select option 3 for Calls
List. Within any of the calls lists, you may scroll up and
down to nd the desired party and press the Options
soft key to save the number in the phonebook, view
the call record, or delete one or all of the records. Finally,
you can dial from the calls list by pressing option 5 for
Predial and then the Send soft key.

MULTIDESKING

Multi-desking allows you to log into up to 5 dierent
devices at one time. You can be logged into your
cordless handset, your desk phone and your mobile
phone all at once! Refer to the MyOceSuite™
Administrators Guide for more information about
multi-desking.

SETTING UP YOUR TIME AND DATE

The Time and Date is synchronized automatically with
Broadview’s network. If you would like to edit these
settings manually, press Menu and select option 5
for Settings, then select option 1 for Time and Date.
From there, you can select Automatic or Manual
setting, as well as the date and time format, by following
the prompts.

SYSTEM SETTINGS

The System and Status settings found on the phone’s

menu may be used when troubleshooting issues with
a Broadview support representative. DO NOT MAKE

ANY CHANGES TO THESE SETTINGS UNLESS
INSTRUCTED TO DO SO.

FINDING A MISPLACED PHONE

If you have misplaced a handset, it is easy to page your
phones to nd the handset. Press and release the
Page key (white phone icon) on the side of the base
station. This will ring all handsets.

Note that the phones must have battery power in order
for this feature to work.

Base Station

(Included)

Page Key

WE ARE HERE TO HELP! PLEASE CONTACT US AT:

Phone: [phone].VOIP (8647)

Email: o[e-mail]

Live Help: Chat live with Broadview for help via the portal.

Just click on Help Chat on top of the MyOceSuite™ Dashboard

http://MyOceSuite.broadviewnet.com