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PDT-30D
User Manual
70 pgs2.02 Mb0

Plexus PVT-30D, PDT-30D User Manual

Version 2.0
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10101
Single Line Telephone
User’s Guide
BBS Telecom
Part No. 4501-00040
Plexus, Plexus Key Telephone, PVT-30D, and PDT-30D Digital are registered product names used by BBS Telecom. All other copyrights and trademarks used in this documentation are the properties of their respective owners.
Disclaimer of Liability:
BBS Telecom provides features in its telephone systems that are designed to enhance business productivity and in no way endorse or encourage illegal recording or monitoring of phone conversations. It is the sole responsibility of each company, business, manager , and i ndividual user to verif y and follow the applicable city, county, state, local, and national laws with regard to using any recording or monitoring feature of the Plexus telephone system. BBS Telecom, its management, employees, and distribution partners, claim no responsibility and accept no liability in the individual operation of such features by any person, user, business, company, or their respective employees.
All rights reserved. This manual may not, in whole or in part, be
copied, photocopied, reproduced, translated, or converted to any
electronic or machine-readable form with prior written consent of
2
BBS Telecom.
Part No. 4501-00040
Welcome
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Greetings from BBS Telecom, the manufacturer of your
Plexus Telephone System. We’re grateful for the opportunity to work with you and pleased to assist you in learning how to use all of the valuable features available on the Plexus System with a single line telephone. Count on Plexus for efficient, reliable communications.
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This guide provides instructions that will enable you to take advantage of the many valuable features of the Plexus Telephone System, Version 2.00 or higher, using a single line telephone.
This guide includes two chapters that will provide the information needed to use your single line telephone with the Plexus Telephone System. These chapters include:
❏ Chapter 1, “Getting Started,” which provides
information on the steps to follow to begin using your Plexus phone system.
Introduction 1
❏ Chapter 2, “Everyday Features,” which provides in-depth
information on the most commonly used features of the Plexus Telephone system.
Terms Used in This Guide
In this guide, the following definitions apply: User and User ID replace the traditional terminology of
extension and extension number. A user is any person or device (e.g., fax, modem, credit card scanner) that pl aces or receives calls on the system. Each user is assigned a unique User ID that is used for system identification. Users can log in or sign in to the system with their User ID at any available phone. When a user logs or signs in, the Plexus system knows where the user is located and directs calls and messages accordingly. The advantage of this design is that users are not tied to any particular phone or extension.
Note
The Plexus system is usually configured such that users
have a “home” phone to which they are logged in automatically when the system powers up. This option enables the Plexus system operate like a conventional phone system.
User Group identifies a number of users who work in the same area (e.g., Operator, Sales, Purchasing, Accounting). Each User Group is assigned a unique User Group ID, which is used for system identification. A receptionist, operator, or auto-attendant transfers calls to a User Group with the intention of reaching any available user in that group.
Office Manager is the person within your organization that manages the Plexus system.
2 About this user’s guide
System Administrator is the authorized Plexus technician that configures your Plexus system.
Conventions Used in This Guide
In this guide you will see the following conventions: Notes, which provide key information on the topic or step
being discussed. Notes have a paper clip icon beside the note.
Power User Alert: Be sure to read these.
This is a sidebar. Sidebars or call-outs, which provide additional important
Tips, which provide a key recommendation.
information.
About this user’s guide 3
4 About this user’s guide
SLT.book Page i Friday, September 10, 1999 2:57 PM
Contents
Getting Started
Gathering Information . . . . . . . . . . . . . . . . . . . . . . 1 - 2
Setting Up Your Single Line Phone . . . . . . . . . . . 1 - 3
Setting Up Voice Mail . . . . . . . . . . . . . . . . . . . . . . . 1 - 6
Using the Mailbox Menu . . . . . . . . . . . . . . . . . . . . 1 - 8
Changing Mailbox Settings . . . . . . . . . . . . . . . . . . 1 - 9
Setting User Parameters . . . . . . . . . . . . . . . . . . . 1 - 10
Receiving and Sending Messages . . . . . . . . . . . 1 - 12
Placing Calls . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1 - 17
Placing Calls on Hold . . . . . . . . . . . . . . . . . . . . . 1 - 19
Transferring Calls . . . . . . . . . . . . . . . . . . . . . . . . 1 - 21
Summary . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1 - 23
Everyday Features
Plexus System Features
Call Back . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2 - 4
Call Park . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2 - 5
Call Pickup . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2 - 6
Call Waiting . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2 - 7
Table of Contents i
SLT.book Page ii Friday, September 10, 1999 2:57 PM
Contents
Conference . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2 - 8
Do Not Disturb (DND) . . . . . . . . . . . . . . . . . . . . . 2 - 10
Flash . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2 - 11
Hands-Free Calling . . . . . . . . . . . . . . . . . . . . . . . 2 - 12
Hold . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2 - 13
Establishing a Conference Call . . . . . . . . . . . . . . . . . . 2 - 9
Releasing Parties . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2 - 9
Consult Hold . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2 - 13
System Hold . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2 - 13
Exclusive Hold . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2 - 14
Recall . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2 - 14
Paging . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2 - 14
Internal-ALL Users . . . . . . . . . . . . . . . . . . . . . . . . . . 2 - 15
Internal-User Group . . . . . . . . . . . . . . . . . . . . . . . . . . 2 - 15
External . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2 - 16
ALL-Points . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2 - 16
Answer Page . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2 - 17
Redial . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2 - 17
Speed Dial . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2 - 18
Transfer . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2 - 19
Supervised Transfer . . . . . . . . . . . . . . . . . . . . . . . . . . 2 - 19
Unsupervised Transfer . . . . . . . . . . . . . . . . . . . . . . . . 2 - 21
ii Table of Contents
SLT.book Page iii Friday, September 10, 1999 2:57 PM
Contents
Voice Mail Features
Using Voice Mail Options . . . . . . . . . . . . . . . . . . 2 - 22
Copy and Transfer . . . . . . . . . . . . . . . . . . . . . . . . . . . 2 - 23
Activate Date and Time Stamp . . . . . . . . . . . . . . . . . . 2 - 26
Fast Forward . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2 - 26
Change Mailbox Settings Menu . . . . . . . . . . . . . 2 - 27
Select Language . . . . . . . . . . . . . . . . . . . . . . . . . . 2 - 28
Change Password . . . . . . . . . . . . . . . . . . . . . . . . 2 - 28
Select Greeting . . . . . . . . . . . . . . . . . . . . . . . . . . . 2 - 29
Record Greeting #1 . . . . . . . . . . . . . . . . . . . . . . . . . . . 2 - 29
Record Greeting #2 . . . . . . . . . . . . . . . . . . . . . . . . . . . 2 - 30
Record Your Name . . . . . . . . . . . . . . . . . . . . . . . . . . . 2 - 31
Table of Contents iii
SLT.book Page iv Friday, September 10, 1999 2:57 PM
Contents
iv Table of Contents
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This chapter presents step-by-ste p informat ion t o help you set up and use a single line telephone with the Plexus Telephone System.
A single line telephone is a “normal” single-line touchtone or pulse desk phone. The voice mail features are available only if your Plexus system is equipped with the optional Plexus Voice Mail feature.
Note
If you are using a pulse phone, any Plexus feature
∗ and/or # will not work. You can use a pulse
using phone to use functions that do not require the characters.
You should read this entire chapter in its order and complete every step to enable you to perform the basic telephone-related tasks.
∗ or #
1 - 1
Getting Started
1
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The first thing you do with your single line telephone is identify your office manager and obtain the following information:
Your user ID is what is referred to as an extension number with other systems. Throughout this book, the User ID and extension number are called User ID.
In the U.S., the trunk access digit is typically 9 and the operator access digit is 0. In most other countries, the trunk access digit is typically 0 and the operator acce ss digi t is
9.
An alias allows you to have several personas for receiving different types of calls.
❏ Your User ID and password for logging in ❏ Your voice mailbox number, if your Plexus system is
equipped with the Voice Mail feature
❏ Your voice mail password, which has a four-character
maximum (the default is no password)
❏ The digit used to access an outside line - also known as the
trunk access digit (usually 9 or 0)
❏ The digit used to reach the operator- also known as the
operator access digit (usually 0 or 9)
❏ The digit used to access features on the single line
telephone line telephone - also known as t he feature access digit (usually
❏ The voice mail feature access digit (the default is ∗)
∗)
Optional Info
❏ All alias user ID(s) assigned to you ❏ Your user group (e.g., sales, technical support) and user
group ID
1 - 2 Gathering Information
Getting Started
1
A user group ID is the unique ID that identifies a number of users who work in the same area and are assigned to a group. Sales is an example of a group.
❏ Any other user groups to which you have access and the
IDs
❏ List of system-wide speed dial numbers and codes ❏ Account codes to access long distance service and/or
outside lines
❏ A list of any call restrictions that may apply to you
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This section presents step-by-step information to help you set up your single line telephone and perform basic telephone­related tasks on a Plexus Telephone system.
Using Flash
Throughout this guide you will see references to “flash.” “Flash” requires that you quickly press and release the switchhook. This action should take no more than one second.
Note
If the switchhook is pressed for more than one second, it will result in a hang up.
Some single line telephones have a “FLASH” button. Test this button to verify that it’s compatible with the Plexus system. If it is not, you must use the switchhook.
When you see FLASH as part of the instructions, use either the switchhook or FLASH key on your phone, as appropriate.
Setting Up Your Single Line Phone 1 - 3
Getting Started
1
Reset Extension Port
You need to reset an extension port if a Plexus Key Telephone was previously utilized at the extension port and you are now going to plug in a single line telephone.
❏ To reset the extension port:
Press
∗ 99.
Adjusting Phone Settings
You can adjust the telephone settings to accommodate your individual preferences based on the type of single line telephone. Adjustments can include volume, ring type, and display. Please refer to the manual accompanying your single line telephone for instructions on adjusting phone settings.
Ring Types
Your Plexus system provides several different Ring Types. These distinctive rings enable you to differentiate between internal calls and external calls, and between calls ringing at your station and calls ringing at other nearby stations. Ring type selection is done through programming by your System Administrator.
You can choose one ring type for your internal calls and a different ring type for your external calls. (You may want to coordinate with colleagues that share office space to ensure that you have selected different ring types.) See your system administrator for details.
1 - 4 Setting Up Your Single Line Phone
Getting Started
1
Using Do Not Disturb (DND)
DND allows a user to prevent all internal and external calls from ringing at their station. Paging announcements are also disabled.
To activate DND:
1
Pick up the handset.
2
Press
To deactivate DND:
1
Pick up the handset.
∗ 11.
2
Press
∗ 10.
Setting Up Your Single Line Phone 1 - 5
Getting Started
1
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This section is applicable only if your Plexus system has Voice Mail capability.
The initial step to setting up your voice mail initiates a call to the voice mail system and connects you to your voice mailbox. If set up and configured properly, the system announces the number of new and saved messages and then prompts you for your password, if required.
From A Single Line Telephone
To access your voice mailbox from your single line telephone:
1
Pick up the handset.
2
Press
3
Enter your password, if applicable.
Note
There is no default password for your mailbox. If your voice mailbox requires a password, please check with the office manager.
∗ 52.
1 - 6 Setting Up Voice Mail
From Another Extension
To check your messages from another extension:
1 Pick up the handset. 2 Press
Once in the voice mail system: 3 Press
∗ 52.
∗ + User ID, if applicable.
Getting Started
1
4
Enter your password, if applicable.
From a Remote Site
To check your messages fro m a re mo te si te :
1
Dial the phone number at your office, which is typically the office main phone number, where the Auto Attendant answers.
Note
This feature is enabled only if the Plexus Voice Mail Auto Attendant answers incoming calls. Please check with the office manager to obtain this number. If the Voice Mail Auto Attendant is not activated, ask the operator to transfer you to Voice Mail.
2
Press
3
Enter your password, if applicable.
∗ + User ID.
Setting Up Voice Mail 1 - 7
Getting Started
1
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Once you log into your voice mailbox, you have the following menu options.
Main Menu Option Key Description
Listen to your messages 1 Plays message menu with more
options.
Send a message to another mailbox
Make changes to your mailbox settings
Restore deleted messages 6 Restores the last eight messages
Exit the voice mail system # Exits the voice mail system Hear this menu again 0 Repeats menu options Log into another mailbox
2 Allows you to send a message to
another mailbox.
3 Allows you to modify your mailbox
settings.
deleted from your mailbox.
∗
Logs you into another mailbox
1 - 8 Using the Mailbox Menu
Getting Started
1
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Your voice mailbox can do more than just store and play messages. It offers flexibility that allows you to customize the way your voice mailbox operates. You can change the options in your mailbox by accessing a modification menu, through which you can specify twenty mailbox parameters.
1
Pick up the handset.
2
Press
3
Enter your password, if applicable.
4
Press 3.
Note
Once in the change mailbox settings menu, to skip to the next parameter, press 8. To go back to the previous parameter, press 9. To exit this menu, press #.
∗ 52.
Changing Mailbox Settings 1 - 9
SLT.book Page 10 Friday, September 10, 1999 2:57 PM
Getting Started
1
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Recording a Personal Greeting
The Plexus system allows you to invoke two separate greetings and to switch between the two based on your needs. If a greeting is not recorded, a default system message is played in its place. Greeting #1 is the active greeting by default.
To select and record greetings #1 and #2:
1
Access your voice mailbox.
2
Press 3 to enter the modification menu.
3
Press 8 two times to skip to the parameter Select Greeting.
4
Press 1 to select a greeting option.
5
Press 1 to use greeting #1 or press 2 to use greeting #2.
6
Press 1 to listen to greeting #1.
7
Press 1 to record a new greeting o r pr ess any k ey to ret urn to the main menu.
8
Press # after recording your greeting.
9
Press 1 to listen to greeting #2.
10 Press 1 to record greeting #2. 11 Press # after recording your greeting #2. 12 Press # to return to the main menu or hang up to exit.
1 - 10 Setting User Parameters
SLT.book Page 11 Friday, September 10, 1999 2:57 PM
Getting Started
1
Recording Your Name
This parameter allows you to record your name. Your name recording is used in the company directory on the automated attendant.
1
Access your voice mailbox.
2
Press 3 to enter the modification menu.
3
Press 8 five times to skip to parameter Record Your Name.
4
Press 1 to listen to the current name.
5
Press 1 to record your name or press # to exit the menu.
6
Press # after recording your name.
7
Press # to return to the main menu or hang up to exit.
Changing Your Password
This parameter allows you to change your password at your discretion. To change your voice mailbox password:
1
Access your voice mailbox.
2
Press 3 to enter the modification menu.
3
Press 8 once to skip to the Change Your Password parameter.
4 Press 1. The voice mail system will prompt you to change
the password.
5 Enter a new 4-digit password or press * for no password.
Setting User Parameters 1 - 11
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