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3Com NBX 2101 Owner's Manual

1. Dial the extension number of the telephone that is ringing To answer a call that is ringing on a group member s telephone using the feature code Pick up the handset Press the Feature button followed by 456 and the group number The call is directed to your telephone To answer a call that is ringing on a group member s telephone using One Touch Pickup Pick up the handset and press the Access button that your administrator has assigned to Call Pickup Dial the group number Hunt Groups and Calling Groups Hunt Groups Your administrator can establish informal call centers so that incoming calls can be directed to several telephones Calls that come in to your telephone through your extension go to the call coverage point that you have set up Calls that come in to your telephone through hunt groups and calling groups follow the call coverage path set up by the administrator for that group 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 4 shows an example of a hunt group configuration Figure 4 Sample Hunt Group Configuration Incoming Telephone Call
2. Several of the features described in this chapter include having a telephone line 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 third party messaging application 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 66 CHAPTER 7 GETTING MORE FROM YOUR TELEPHONE SYSTEM Listening to Your Messages in Your E mail or Browser gt 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 for instance Microsoft Outlook 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 an attachment to an e mail message Voice mail messages are attached as sound files so your computer must have a sound card and either speakers or headphones When you delete the e mail message that has the voice message attached you are not deleting the voice message on the NBX system To delete voice messages you must access your voice mailbox See your adm
3. eee This chapter describes standard features of the NBX Business and Basic Telephones It covers these topics a Answering a Call a Using the NBX Telephone Display Panel a More Ways to Dial a Call a Setting Your Call Coverage Point a Putting a Call on Hold a Transferring a Call a Establishing a Conference Call a Setting the Volume 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 i If your system uses a third party messaging application use the documentation for your messaging application instead of the instructions in this chapter Vv CAUTION The NBX telephone system operates over the LAN not through a traditional telephone connection Your telephone is connected to the NBX system through an RJ45 Ethernet connector instead of a typical RJ11 telephone connection Your telephone will not work unless it is connected properly For instructions on how to connect your telephone to the LAN see Appendix A Exception To connect an NBX Business or Basic Telephone that has a model number that ends in PE see the packing sheet that comes with your telephone See the underside of the telephone for your model number Ask your administrator if you have questions about your telephone connection oa 40 CHAPTER 5 STANDARD FEATURES Answering a Call
4. OR for systems that do not use NBX Messaging Feature 434 current password new password repeat your new password current password 2 follow the prompts OR for systems that do not use NBX Messaging Feature 434 current password new password repeat your new password current password 2 follow the prompts OR for systems that do not use NBX Messaging Feature Entry T 434 Feature Entry Tone current password Feature Entry Tone new password Feature Entry Tone repeat your new password Confirmation Tone one NBX NetSet Utility gt Starting the NBX NetSet Utility 1 gt gt The NBX NetSet administration utility has two interfaces a Administrator Your administrator logs on 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 a User As a telephone user you log in to the NBX NetSet utility with your own system ID your extension and password to a 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 a Listen to and delete your voice messages from your computer as an alternative to managing calls on your telephone a View your call permissions
5. Directory gt and the menu choices Select an entry Slct Back Exit m Inthe user directory names appear in alphabetical order The system updates the directory when your administrator adds or removes users gt Lee Man Yee Lee Margaret m Inthe user directory to move quickly to the first name that begins with a particular letter use the key pad For example 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 to the name you want More a Call Ways to Dial An Internal Call 1 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 To dial an internal call Pick up the handset or on an NBX Business Telephone press the Speaker button You hear the dial tone For an internal call if your telephone defaults to an external line or if you inadvertently choose an external line select an internal line Use the display panel to find and dial the last name 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 An External Call Redialing a Call 1 Setting Your Call Coverage Point 43 When you are finished hang up the handset or if you are using the Speaker press the Speaker button
6. On NBX systems that are configured using T1 lines configured as D1 you may need to or choose to prevent the NBX system from transmitting your Caller ID information to outside parties when you dial a call This feature is called Calling Line Identity Restriction or CLIR You can restrict calls a For all external outbound calls that you dial or a For only the next 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 Pick up the handset and press the Feature button and 889 The display panel on an NBX Telephone shows CLIR ALL OFF 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 To disable CLIR All Pick up the handset Press the Feature button and 889 again CLIR ALL ON 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 gt User Information gt Feature Settings CLIR for Next External Call Only To enable CLIR for the next call from your telephone Pick up the handset Press the Feature button and 890 The telephone display panel shows CLIR NEXT On Dial the number that you want to cal
7. 6 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 9 Move to the next message Qe Return to the main menu Information About To listen to date time and sender information for a message in your Your Messages mailbox press 6 during or after the message and then press one of these buttons 1 Date and time information abe A2 Sender information ahi 4 Listen to the previous message Replying toa Message 31 Replying to a Message gt A WN You can send a reply to the originator of a voice mail message If you receive a message that is marked Private you can send a reply only to the originator To reply to a message after you listen to it Press 4 After the tone record your reply Hang up or press for more options If you press press one of these buttons fa 1 Send your reply abe 2 Re record your reply tet v Listen to your reply Mark the message Private or Urgent See Marking a 9 Message as Private or Urgent later in this chapter We Cancel your message Forwarding a Message gt You can forward most messages either with or without adding introductory comments If the message that you received is marked Private you cannot forward it To forward a message Log in to your voice
8. Answering a Second Call To answer an incoming call pick up the handset or if you are using an NBX Business Telephone press the Speaker button The display panel on an NBX Telephone shows the name and extension of an internal 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 point that you specify in NBX NetSet gt User Information gt 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 On the NBX Business Telephone when a new call arrives while you are on a Call Press Hold to put the current call on hold 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 Basic Telephone use Table 10 to manage the two lines Table 10 Managing Multiple Calls on the NBX 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
9. and 51 through 100 To toggle between the two sets of assignments press the Shift button on the lower left corner of the Console Your administrator can assign features to each Access button or the receptionist can assign features to the buttons using the NBX NetSet utility Possible features a Status of internal telephone extensions a Status of external telephone lines a Speed dials for a User extensions Pager numbers a Cellular telephone numbers a Message Waiting Indicators MWI for Group mailboxes a Phantom or personal mailboxes m Time of Day Service Modes see your administrator for details a Status of Hunt Group and Calling Group lines The five preprogrammed single purpose buttons are labeled 3 through 7 in Figure 8 NBX 1105 Attendant Console 81 Figure 8 Attendant Console Access buttons with LEDs An indicator light next to each button shows whether the line is available or in use and which assigned features are enabled For details of button status see Table 6 in Chapter 2 Labels You can print labels for your Attendant Console using the LabelMaker forms in the NBX NetSet utility or on the NBX Resource Pack CD You need Adobe Acrobat Reader 4 0 or 5 0 to open and edit the LabelMakers Acrobat Reader is available on the NBX Resource Pack CD or from www adobe com See Attendant Console Labels next Shift button Enables you to toggle between the two sets of Access buttons on
10. 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 To activate the one call only Class of Service Override from any NBX telephone Pick up the handset Press the Feature button and 433 Dial your telephone extension Dial your voice mailbox password and press 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 Palm Integration 63 Palm Integration i gt NBX 2102 IR Telephone only The infrared port on the front edge of the NBX Model 2102 IR Business Telephone receives infrared signals from a hand held device running the Palm operating system You can use your hand held device to call numbers in its directory and to perform standard NBX Business 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 Using a Headset You can use a h
11. 14 CHAPTER 1 GETTING STARTED 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 Table 5 Navigation Icons Icon Action Where You Go Back a User The main NBX NetSet login dialog box a Administrator The NBX NetSet main menu window Help Help for the fields and procedures related to the screen 2 The icons below the window are shortcuts to these features One Touch Speed Dials Off Site Notification Telephone Guide this guide Phone Guide NBX Feature Codes Guide Feature Codes Quick Reference Guides To open and print a copy of the Quick Reference Guide for the most frequently used features on your telephone Log in to the NBX NetSet utility See Starting the NBX NetSet Utility earlier in this chapter Click Telephone Quick Reference The quick reference guide that pertains to your telephone model Business Basic or analog appears Adobe Acrobat Reader 4 0 or 5 0 is required to view the file Reader 5 0 is available free on the NBX Resource Pack CD or from the Adobe Web site www adobe com Seece i gt gt NBX BUSINESS TELEPHONES This chapter describes the buttons controls and features on the following NBX telephone models m NBX 1102 Business Telephone a NBX 2102 Business Telephone a NBX 2102 IR Business Telephone
12. Chapter 7 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 7 Flash 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 This feature is commonly used when you use a telephone headset See Using a Headset in Chapter 6 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 6 In most circumstances your administrator designates these three system appearance buttons as lines for incoming and outgoing calls 20 CHAPTER 2 NBX BUSINESS TELEPHONES Status Lights for System Appearance Buttons on the Business Telephone The light for each Access button that is set up as an incoming line system appearance indicates the status of the button Table 6 shows the light pattern that is associated with the status of each line status Table 6 Status Indicator Lights Light Status Off The line is available for use Steady The line is in use Fast blink The line is ringing Slow blink The line is on hold The d
13. Groups and select the number of the hunt group that you want to log in to 2 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 logs you out of the group To log out of a dynamic hunt group using the NBX NetSet utility log in to NBX NetSet gt User Information gt Hunt Groups Select the number of the hunt group that you want to log out of In the Password text box type the hunt group password Click Log Out and then click Close To log in to all hunt groups of which you are a member log in to NBX NetSet gt User Information gt Hunt Groups and click Login all To log out of all hunt groups of which you are a member log in to NBX NetSet gt User Information gt Hunt Groups and click 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 5 shows an example of a calling group configuration Figure 5 Sample Calling Group Configuration Incoming Telephone Call Telephone 1 Telephone 2 Telephone 3 After a specified number of rings no answer aut WN Receptionist Group Membership To view the list of users that belong to a group 1 In NBX NetS
14. OR through the NBX NetSet utility a Reset The result of logging in to the NBX NetSet utility as a user 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 in Chapter 5 When your telephone is in Do Not Disturb mode a Your telephone does not ring when it receives an incoming call If you use a Business Telephone or an Attendant Console the associated status light does flash when a call arrives a You can use the telephone to dial outgoing calls You can use the telephone to dial internal and external pages a An NBX Business Telephone does not broadcast incoming paging messages over the speaker a f 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 a f 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 i gt Preventing Unauthorized Use of Your Telephone 61 To enable and disable Do Not Dist
15. Telephone 1 Telephone 2 Telephone 3 u BF WN Group Voice Mailbox 70 CHAPTER 7 GETTING MORE FROM YOUR TELEPHONE SYSTEM Hunt groups can be static or dynamic a If you are in a static hunt group you are always part of that group along with the other group members a 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 Pick up the handset 2 Press the Feature button followed by the hunt group number that is assigned by your administrator The ranges of possible hunt group numbers are shown in Table 11 3 Dial the hunt group password which is assigned by your administrator 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 hunt group number 3 Hang up the telephone Table 11 Hunt Group Numbers Assigned by the Administrator On an NBX 100 system On a SuperStack 3 NBX system 850 879 850 879 and 900 969 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 NBX NetSet gt User Information gt Hunt
16. The chapter covers these topics Business Telephone Buttons and Controls a Programmable Access Buttons on the Business Telephone a Status Lights for System Appearance Buttons on the Business Telephone For how these features work on an analog telephone connected to the NBX system see the NBX Feature Codes Guide below any screen in the NBX NetSet utility For a description of the features on the NBX Basic Telephone see Chapter 3 For instructions on how to connect your telephone to the LAN see Appendix A Exception To connect an NBX Telephone that has a model number that ends in PE see the packing sheet that comes with your telephone See the underside of the telephone for your model number 16 CHAPTER 2 NBX BUSINESS TELEPHONES Business Telephone Figure 1 shows the buttons and controls on the NBX Business Telephone Buttons and Controls Figure 1 NBX Business Telephone Model 2102 IR Shown The NBX Business Telephones have these features 1 Handset 2 MSG Message button Accesses your voice mail messages through the NBX Messaging system See Listening to NBX Messages in Chapter 4 3 Display panel Provides 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 the directory of people s names in your company logs of incoming and outgoing calls personal speed dial
17. a greeting only mailbox so that callers do not attempt to leave messages See Greeting Only Mailbox later in this chapter 28 CHAPTER 4 NBX VOICE MESSAGING To change your name announcement or personal greeting 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 i gt prompts 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 Table 8 to change it to a more secure password See Security Tips earlier in this chapter Listening to NBX Messages i gt 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 Chapter 1 If your system uses a third party messaging application use the documentation for your messaging application instead of these instructions Message Indicators When you have messages in your mailbox a Onan NBX Business Telephone The indicator next to the MSG button lights up and the display panel shows the total number of messages Example 3 Msgs 2 New a Onan N
18. a to return to the previous menu OR hang up 36 CHAPTER 4 NBX VOICE MESSAGING Marking a Message as Private or Urgent When you leave a message in another user s mailbox you can mark it as Private or Urgent If you do not select a delivery option your message is sent as a Normal message a Private Messages The recipient cannot forward the message to others a Urgent Messages Places the message at the beginning of the recipient s message queue so that Urgent messages are heard first n n Follow the steps in Replying to a Message Forwarding a Message or Creating and Sending a Message earlier in this chapter 2 In step 4 press 9 3 To mark the message Urgent press 1 To mark the message Private press 2 To send the marked message press 1 or listen to the prompts for other choices Forwarding Incoming Calls to Your Call Coverage Point You can configure your NBX telephone so that all incoming calls go directly into 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 giving you the chance to answer the call and then sends the call to your call coverage point On an NBX Business Telephone Press the FWD MAIL Forward to Mail button The indicator light turns on To turn off Forward to Mail press the button again The light turns off On
19. 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 7 To dial an external call Pick up the handset or if you are using an NBX Business Telephone press the Speaker button You hear the Dial Tone If your telephone defaults to an internal line dial 9 8 or whatever you need to access an external line If you are using an NBX Business Telephone and one of the buttons is configured to access an external line directly press the Access button Dial the number OR use the display panel on an NBX Telephone to scroll to a recent 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 When you finish speaking hang up the handset or if you are using the Speaker press the Speaker button to terminate the call On an NBX Business Telephone a Pick up the handset and press Redial to dial the most recent number that you called OR use the Call Logs to redial a recently missed answered or dialed call On an NBX Basic Telephone a Pick up the handset on your telephone and then press the Feature button 401 to dial the most recent number that you dialed OR use the Call Logs on the display panel to redial a recently missed answered or dialed call Setting Your Call Coverage Point Use this feature to specify a H
20. an NBX Basic Telephone 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 VY button and 440 again FWD disappears from the display panel To prevent the telephone from ringing even once use the Do Not Disturb feature See Do Not Disturb in Chapter 6 To view your current Forward Calls to Mail setting log in to NBX NetSet gt User Information gt Feature Settings Other Ways to Manage Your Voice Mail Messages 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 7 Other Kinds of Mailboxes Greeting Only Mailbox 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 that your mailbox is a greeting only mailbox callers hear your personal greeting but they cannot leave a voice mail message Examples a If you are a teacher in a school you can create a personal greeting message every day that explains homework assignments Students call in to the greeting only mailbox to get the homework information but cannot leave a message for you on this ma
21. and then retrieve the original call by pressing Call Toggle In a blind transfer you transfer the call without notifying the recipient While on a call press the Transfer 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 Assoon as you hear a full ring press the Transfer button and hang up i gt If you press the Transfer button too soon after you dial the number the transfer may not occur Your administrator can disable announced Transfers 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 Direct Mail Transfer i gt 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 On an NBX Business Telephone 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 1 On an NBX Basic Telephone While you are on a call press the Feature button and 441 2 Dial the voice mail extens
22. are described in this chapter are available for your telephone or for the entire system so some of these features may not be available to you m 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 a 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 A WN To help you to distinguish your telephone s ring from the sound of other phones use the NBX NetSet utility to select one of nine ringing tones To change the ringer tone Verify that your computer has a sound card and speaker Log in to NBX NetSet gt Ringer Tones Click each of the nine Sample Ringer Tone buttons to hear the choices From the Ringer Tone Setting pull down list select the number of the tone that you want Click Apply Speed Dials Personal 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 m
23. from becoming unplugged as shown in Figure 9 m Verify that the Ethernet cables are connected and that each cable is in the proper connection m Remove and add power to the telephone by unplugging the power cord at the electric outlet and plugging it back in My telephone has locked up m Your telephone has lost the connection to the system Remove the Ethernet cord from the jack and then re insert it into the jack a Wait a few seconds If the telephone display panel still appears to be locked disconnect the electrical power for your telephone and then plug it back in Callers cannot leave messages on my voice mail a Your mailbox may be full Log in to your voice mailbox and delete some messages Your telephone may be set up for Greeting Only Mailbox Log in to NBX NetSet gt NBX Messaging and then clear Greeting Only Mailbox When I park a call the display panel shows Park xtn in use and the call returns to my telephone You have selected a Call Park extension that is already in use Try another Call Park extension Your administrator can add additional Call Park Extensions For details see Call Park in Chapter 7 When dial 9 or 8 to access an outside line the display panel shows All Ports Busy No outside lines are available Try again in a few minutes After call another user in my organization hear a tone but no ringing The other user may have the
24. 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 third party messaging application 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 26 CHAPTER 4 NBX VOICE MESSAGING Important Considerations gt 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 m For changes to passwords and greetings see Changing Your Password and Changing Your Name Announcement and Personal Greeting later in this chapter a 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 a Use the Off Site Notification feature if you want the NBX system to notify you when callers leave
25. is intended for anyone using NBX Telephones the NBX 1105 Attendant Console or the NBX Complement Attendant Software It includes information about using the NBX Voice Messaging 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 to the NBX system through the Analog Terminal Card or the single port Analog Terminal Adapter can use most of the features described in this book For a list of features and Feature Codes see the NBX Feature Codes Guide in the NBX NetSet utility How to Use This Guide Table 1 shows where to look for specific information in this guide Table 1 Where to Find Information If you are looking for information about Turn to How to get started Chapter 1 The NBX Business Telephones their buttons and controls Chapter 2 The NBX Basic Telephone its buttons and controls Chapter 3 NBX Voice Messaging features Chapter 4 Using standard telephone features Chapter 5 Personalizing your telephone Chapter 6 Enhanced system features Chapter 7 The Attendant Console and Complement Attendant Software Chapter 8 Telephone maintenance and troubleshooting information Appendix A References to all topics in this book Index Conventions Table 2 defines some commonl
26. 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 m f you are an employee who lives a long distance from your office and work 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 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 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 a 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 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 A group member can press the button to retrieve messages from the group mailbox STANDARD FEATURES
27. numbers and system speed dial numbers 4 FWD MAIL Forward to Voice Mail button Directs all incoming calls to your voice mail or to wherever you have specified in NetSet gt Personal Settings gt Call Forward after one ring See Forwarding Incoming Calls to Your Call Coverage Point in Chapter 4 Soft buttons Allow you to select names from the internal user directory select and dial a personal speed dial or system wide speed dial and select and redial a recent call to or from your telephone See Using the NBX Telephone Display Panel in Chapter 5 The buttons left to right a SlIct Select a Back returns you to the next higher level in the menu a Exit 6 Telephone key pad 7 Scroll buttons Allow you to scroll through user names in the internal user directory view your personal speed dials and system wide speed dials and view recent calls to and from your telephone See Using the NBX Telephone Display Panel in Chapter 5 8 Program button Reserved for future use 9 Programmable Access buttons with indicator lights See 10 11 12 13 14 Programmable Access Buttons on the Business Telephone and Status Lights for System Appearance Buttons on the Business Telephone later in this chapter Programmable Access buttons without indicator lights See Programmable Access Buttons on the Business Telephone later in this chapter Hold button
28. system For details on valid site codes see your administrator When you have added all of the destination numbers press a 1 to save the group list a 2 to cancel creating the group a to return to the previous menu OR hang up Modifying or Deleting Groups kh WN Creating Personal Voice Mail Group Lists 35 You can review your voice mail groups add members or delete a group To modify a voice mail group Log in to your mailbox at your telephone or remotely Dial 9 for Mailbox Options Dial 3 to select Group Lists Press 1 3 or 4 XI Review your list of groups abo 2 Create a group der 3 Delete a group ah 4 Add to the members in a group See step 5 Return to the main menu If you press 4 dial one of these destination numbers plus to add a destination address to the group a The internal extension or mailbox number of the recipient a A One Touch NBX Business Telephone only personal or system wide speed dial number See Speed Dials in Chapter 6 a 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 details on valid site codes for your system see your administrator When you have added all of the destination numbers press ms 1 to save the modified group list a 2 to cancel this modification to the group
29. the appropriate Access button To place or receive another new call repeat the previous steps The number of simultaneous calls that you can have on your NBX Business Telephone is limited by the number of Access buttons defined for your extension The default is the three buttons at the bottom of the row on the right side of your telephone Your administrator can verify the number and location on your telephone On an NBX Basic Telephone 1 Press the Hold button 2 Make or receive a new call a 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 46 CHAPTER 5 STANDARD FEATURES a To answer a call If you DID NOT hang up the handset press the Call Toggle button a f you DID hang up the handset pick it up again To place the second call on hold press the Hold button On an NBX Basic Telephone you can place at most two calls on hold On the NBX Basic Telephone if you have placed two calls on hold how you return to the calls depends on whether you have hung up since you put the second call on hold If you have placed two calls on hold a 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 a And you DID hang u
30. the left carat character lt as the command to switch to DTMF mode You can also include the digits that you want the system to dial after switching to DTMF The system dials any digits after the lt using DTMF tones When you hang up the port 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 6 78 CHAPTER 7 GETTING MORE FROM YOUR TELEPHONE SYSTEM Additional Applications These software applications are available on the NBX Resource Pack CD NBX Call Reports NBX TAPI Service Provider NBXTSP Windows 95 Prerequisites for NBXTSP only NBX TAPI Dialer Complement Attendant Software Palm Dialer pcxset soft telephone NBX Media Driver Microsoft Internet Explorer R5 5 Tested with Window XP Home Edition and Windows XP Professional Edition toee ATTENDANT CONSOLES The NBX 1105 Attendant Console and the NBX Complement Attendant Software CAS application enable a receptionist to handle high call volumes efficiently Although receptionists are the primary users of the Attendant Console and CAS the two can also be used by busy sales representatives and others who receive a high number of telephone calls or who make frequent calls to the same telephone numbers This chapter covers these features m NBX 1105 Attendant Console A device that works along with NBX Telephon
31. the system To order a set of paper copies of the NBX Administrator s Guide NBX Installation Guide and NBX Telephone Guide as well as the NBX Resource Pack CD contact your 3Com NBX Voice Authorized Partner The NBX Resource Pack CD contains PDF versions of these guides as well as many additional guides to the NBX products and their related 3Com applications When you log in to the NBX NetSet utility as a user or administrator 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 When you log in as an administrator you can also see the NBX Administrator s Guide 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 NBX_Techpubs_comments 3com com Include the following information with your comments a Document title a Document part number found on the front or back page a Page number Example NBX Telephone Guide Part Number 900 0095 01 Rev BA Page 25 As always please address all questions regarding the NBX hardware and software to your 3Com NBX Voice Authorized Partner 10 ABOUT THIS GUIDE ecee gt 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 greet
32. to follow the prompts or log in to the NBX NetSet utility to access your voice mailbox and listen to and delete any of your messages CHAPTER 6 PERSONALIZING YOUR TELEPHONE gt a f you selected EMail for Method in step 2 a Enter the e mail address at which you want to be notified You can use different e mail addresses for different Attempts You can listen to the messages using your PC sound card 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 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 Click Apply Repeat steps 2 through 6 to set up additional attempts if you want The cycle of notice behaviors differs depending on the method that you select for the first attempt See the tables at the end of this topic 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 Test your off site noti
33. to your NBX system Internal Paging 621 6201 Broadcast an announcement through the speakers on all NBX Telephones on your system Simultaneous Paging 622 6202 Broadcast an announcement externally and internally at the same time Dialing a Call toa Remote Office Using Unique Extensions You can dial calls between sites that are separated geographically but that are linked by a Wide Area Network WAN connection Typical configurations are described in the next sections In the sample network shown in Figure 6 each site must have unique telephone extensions Whenever you make a call to an extension not located at your own site your NBX system sets up a connection to the appropriate site 74 CHAPTER 7 GETTING MORE FROM YOUR TELEPHONE SYSTEM Using Site Codes 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 6 Using Unique Extensions to Dial Remote Offices Chicago Atlanta NBX System NBX System Extensions Extensions 1000 1999 2000 2999 Dallas NBX System Extensions 3000 3999 Your administrator also can configure your telephone system to use site codes for dialing remote offices Each site may have overlapping telephone extensions In this example you dial a site code fir
34. voice mail messages in your voice mailbox See Off Site Notification in Chapter 6 For information 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 Changing Your Password VY x7 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 See Table 8 See Chapter 1 for how to set up your password for the first time If you forget your password the administrator can set it to be your extension number Then follow the instructions in Table 8 to change it to a more secure password See Security Tips next If your NBX system uses a third party messaging system m Use the feature code method in Table 8 to set and change the NBX NetSet password a 3Com recommends that you use the same password for your voice messaging system and for the NBX NetSet utility Table 8 Steps to Changing Your Password Feature Business Phone Basic Phone Analog Phone Password Change If your system uses NBX Msg button Msg button 500 extension Messaging Follow the NBX voice prompts to change your NBX password and NBX NetSet password They are the same NBX Messaging users can also use the
35. you are saying during a telephone call Press the Mute button to turn off the teleohone 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 Hands Free button Allows you to answer internal intercom calls without picking up the handset To activate this feature press the Hands Free button before calls come in to your telephone The indicator lights when the feature is enabled When you receive an internal call your telephone sounds a tone and activates the speaker phone External calls calls from outside the NBX system ring to your telephone as usual Programmable Access Buttons on the Business Telephone 19 Programmable Access Buttons on the Business Telephone Default Settings Figure 2 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 2 Access Buttons O 6665686 O7 5 OQ Access buttons have these default settings which your administrator can change 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 Direct Mail Transfer button Sends a call directly to another user s voice mailbox See Direct Mail Transfer in
36. 28 security tips 27 permissions allowed calls 62 viewing your call permissions 62 personal greeting changing 27 setting the first time 12 personal speed dial numbers 53 personal voice mail group lists creating 34 modifying 35 phantom mailboxes 38 picking up calls 68 position wall mount bracket 87 printing speed dial lists 56 private messages 36 problems solving 85 Program button Business Telephone 17 programmable Access buttons Attendant Console 81 Basic Telephone 23 Business Telephone 17 19 public address system 73 pulse dialing 77 Q Quick Reference Guides 14 R receptionist 8 and the Attendant Console 80 and the Complement Attendant Software 83 Redial button NBX Business Telephone 18 redialing calls 43 Release button 19 releasing calls with headset 63 relocating telephones 88 remote notification 57 remote offices calling 73 replying to voice mail messages 31 ringer tone choosing 52 volume 49 ringing delayed 76 Do Not Disturb 60 S scroll buttons 17 23 security passwords 26 27 preventing unauthorized outbound calls 61 wall mount bracket 87 sending messages 33 shared telephone lines bridged extensions 75 delayed ringing 76 hunt groups 69 Shift button Attendant Console 81 simultaneous paging 73 site codes 74 soft buttons NBX Telephones 17 22 software Complement Attendant CAS 83 sound volume of handset speaker phone and ringer tone 52 Speaker button on Business Telephone 18 spe
37. Attendant Software click the buttons at the bottom of the screen as described here Select a sort method by clicking the appropriate tab For example to select a user by last name click the Last tab Click the user s name The user s extension number and name appear in the Find Phone field Click the button for the way that you want to handle the call For example to transfer a call click Transfer To park a call click Park For additional information on using the Complement Attendant Software see the Help system in the software TELEPHONE INSTALLATION MAINTENANCE AND TROUBLESHOOTING This chapter covers these topics Connecting the Telephone a Attaching and Adjusting the Support Bracket a Moving Your Telephone Swapping Telephones Cleaning Your Telephone a Troubleshooting Problems Connecting the Telephone i gt The underside of an NBX Telephone is shown in Figure 9 Figure 9 Underside of the NBX Telephone For an NBX Telephone with a model number found on the label that ends in PE see the packing sheet that came with your telephone 86 APPENDIX A TELEPHONE INSTALLATION MAINTENANCE AND TROUBLESHOOTING wm F amp F WN The underside of the NBX Telephone includes Handset cord connects to the handset Computer cable optionally connects to your desktop computer Ethernet cable to the LAN jack Power cord to an electrical po
38. BX Basic Telephone The display panel shows the total number of messages Example 3 Msgs 2 New a Onan analog telephone Pick up the handset If you hear the New Messages Tone alternating solid tone and rapid stutter tone you have new messages or messages that you have listened to but did not save or delete For information on accessing NBX features from an analog telephone see the NBX Feature Codes Guide in the NBX NetSet utility a Inthe NBX NetSet utility Log in as a user The list of your messages appear in the Voice Mail Messages area on the NBX NetSet gt Personal Settings screen A new message has a next to it A forwarded messages has FWD next to it From Your Computer From Your NBX Telephone From Any Internal NBX Telephone From a Remote Location wm Ff WN To listen to your messages from your computer you must have a sound card and a third party application such as Windows Media Player Log on to the NBX NetSet utility with your extension and password Select a message in the Voice Mail Messages area Personal Settings tab Click Listen The third party application downloads and plays the voice message To delete the message select the message and then click Delete To listen to your messages from your own NBX Business or Basic Telephone Pick up the handset and press the MSG button to access the mailbox 2 At the prompt type your password and press 3 See Table 9 for the buttons
39. CAN 3C0M http www 3com com Part Number 900 0095 01 Rev BA Published May 2003 NBX Telephone Guide Telephones a NBX 1102 Business Telephone a NBX 2102 Business Telephone a NBX 2102 IR Business Telephone a NBX 2101 Basic Telephone Attendant Consoles a NBX 1105 Attendant Console a NBX Complement Attendant Software 3Com Corporation 5500 Great America Parkway Santa Clara California 95052 8145 Copyright 2003 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 3Com Corporation reserves the right to revise this documentation and to make changes in content from time to time without obligation on the part of 3Com Corporation to provide notification of such revision or change 3Com Corporation provides this documentation without warranty term or condition of any kind either implied or expressed including but not limited to the implied warranties terms or conditions of merchantability satisfactory quality and fitness for a particular purpose 3Com may make improvements or changes in the product s and or the program s described in this documentation at any time If there is any software on removable media described in this documentation it is furnished under a license agreement included with the product as a sep
40. Feature Code method next to change passwords If your system uses a 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 NBX NetSet and your messaging application Security Tips current password 2 follow the prompts Feature 434 current password new password repeat new password current password 2 follow the prompts Feature 434 current password new password repeat new password Change your password often current password 2 follow the prompts Feature Entry 434 Feature Entry Tone current password Feature Entry Tone new password Feature Entry Tone repeat new password Confirmation Tone Tone 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 Never tell your password to anyone Changing Your Name Announcement and Personal Greeting Change your personal greeting often to let callers know for instance that you are on vacation available at another number or unavailable for a specified amount of time You may also want to change the greeting to say that your extension is
41. Hands Free Active on Intercom feature enabled Begin speaking after you hear the tone For details see Business Telephone Buttons and Controls in Chapter 2 On my NBX Business Telephone all incoming internal calls come over my speaker phone You have the Hands Free Active on Intercom feature enabled For details see_ Business Telephone Buttons and Controls in Chapter 2 When try to access the NBX NetSet utility do not get a response after type the NBX system s IP address and press Enter Ask your administrator to verify the IP address that you typed into your web browser 90 APPENDIX A TELEPHONE INSTALLATION MAINTENANCE AND TROUBLESHOOTING Table 16 Possible Problems continued Possible Problem Suggested Solutions am unable to log in to the NBX NetSet utility You must set up your voice mail before you can use the NBX NetSet utility Press the MSG button The prompts guide you through the setup Then use your voice mail password to access the NBX NetSet utility See Setting Up Your Password and Voice Mail for the First Time in Chapter 1 My telephone is not forwarding my incoming calls to my voice mailbox In NBX NetSet gt User Information gt Call Forward verify that you have selected Forward to Voice Mail as your call coverage point For details see Setting Your Call Coverage Point in Chapter 5 On my NBX Business Telephone added a One T
42. On an NBX Business Telephone Press the Hold button To return to the call press the appropriate Access button On an NBX Basic Telephone Press the Hold button To return to the call press the Call Toggle button To place a call on hold to dial a new call On an NBX Business Telephone Press the Hold button Press one of the Access buttons that is currently not being used Typically the bottom three Access buttons in the row on the right are reserved for your extension Your system administrator can verify the number and location of Access buttons on your NBX Business Telephone When you hear dial tone dial the second call To Put More Than One Call on Hold i gt On an NBX Basic Telephone Press the Hold button To obtain dial tone to make the second call a f you DID NOT hang up the handset press and release the hook switch a If you DID hang up the handset pick it up again When you hear dial tone dial the second call To place more than one call on hold On an NBX Business Telephone To place the current call on hold press the Hold button Make or receive a new call a To make a call press one of the Access buttons that is currently not being used and when you hear dial tone dial the call a To receive a call locate the flashing status light that indicates the incoming call and press the associated Access button To place the new call on hold press the Hold button To return to either call press
43. Places a caller on hold See Putting a Call on Hold in Chapter 5 Microphone located on the underside 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 Transfer button Sends an incoming call to another telephone See Transferring a Call in Chapter 5 Conference button Establishes a single call with up to three additional internal parties external parties or both See Establishing a Conference Call in Chapter 5 CHAPTER 2 NBX BUSINESS TELEPHONES 15 16 17 18 19 20 Redial button Redials the last telephone number or extension that you called See Redialing a Call in Chapter 5 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 Volume control buttons Adjust the volume of the ringer the speaker and the handset See Setting the Volume in Chapter 5 Infrared Port NBX 2102 IR Telephone only Receives infrared signals from a hand held device running the Palm Operating System See Palm Integration in Chapter 6 Mute button Enables you to prevent callers from hearing what
44. Telephone press the Release button a An NBX Basic Telephone press the Feature button and 111 Certain brands of headsets have a power saving mode that prevents the telephone from ringing for one or more calls when both of these circumstances are true a The headset amplifier buttons for Mute and On are both set to On a 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 lay it down on your desk 2 Put on the headset On the amplifier set headset button to On Seece y GETTING MORE FROM YOUR TELEPHONE SYSTEM This chapter covers these topics a Listening to Your Messages in Your E mail or Browser a Account Billing Codes Caller ID a Call Pickup a Hunt Groups and Calling Groups Call Park m Paging a Dialing a Call to a Remote Office m Bridged Extensions a Delayed Ringing a Pulse Dialing a Additional Applications
45. United States or calls to teleohone 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 Your incoming calls are routed to the outside telephone numbers or paging numbers that you have specified in NBX NetSet gt NBX Messaging gt Off Site Notification even if these numbers are not toll free 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 gt User Information gt Feature Settings 62 CHAPTER 6 PERSONALIZING YOUR TELEPHONE 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 gt User Information gt Call Permissions Class of Service Override wm A WN 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 m The telephone in a conference room can be configured so that long distance telephone calls cannot be dialed from it You may
46. aker phone 18 problems with 89 using 43 volume 50 speed dials 53 One Touch 55 personal speed dial numbers 53 printing lists of 56 problems with 90 system wide speed dial numbers 54 status icons Basic Telephone display panel 24 SuperStack 3 NBX 8 support bracket security wall mount 87 support brackets 86 T tabs Complement Attendant Software CAS screens 83 telephone icons Basic Telephone display panel 40 telephone maintenance 85 telephone number for Off site notification 57 telephone support brackets 86 telephones cleaning 88 connecting 85 mounting 86 moving and swapping 88 third party messaging applications 25 time of day calling restrictions 61 toll calls preventing others from dialing 62 tone dialing 77 tones ringer selection 52 Transfer button Attendant Console 81 Business Telephone 17 transferring calls 46 troubleshooting 85 list of possible problems 89 U unauthorized use of telephone preventing 61 urgent messages 36 user 8 V voice mail accessing through e mail 37 changing your password 26 components 25 creating messages 33 forwarding 31 group mailboxes 38 indicators 28 initializing 11 listening remotely 29 listening to messages 28 maximum message length 26 message indicators 28 Message Waiting Indicator Access button 38 password security tips 27 personal group lists creating and modifying 35 private messages 36 problems with 89 replying to 31 retrieving from a remot
47. anel press Slct scroll to the number that you want to dial and press SIct 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 Special Case One Touch Speed Dials gt NBX Business Telephones only In most circumstances your administrator designates the bottom 3 of the 12 Access buttons at the right of your NBX Business Telephone item 7 in Figure 2 in Chapter 2 as extension lines to manage incoming and outgoing telephone calls Any of the remaining 9 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 Log in to NBX NetSet gt Speed Dials gt One Touch 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 Include all of the prefix numbers that you would normally
48. apped to features and speed dial numbers You can create a list of up to 99 personal speed dial ID numbers 600 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 The first personal speed dial numbers appear on whichever of the Access buttons at the right of your NBX Business Telephone that a Are not used for your extension normally the bottom 3 buttons a The administrator has not mapped to features See Special Case One Touch Speed Dials later in this chapter To assign or change a personal speed dial number Go to NBX NetSet gt Speed Dials gt Personal 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 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 In the Description text box type a brief description usually a name that corresp
49. arate document in the hardcopy documentation or on the removable media in a directory file named LICENSE TXT or LICENSE TXT If you are unable to locate a copy please contact 3Com and a copy will be provided to you 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 PATENT INFORMATION NBX Telephones 3C10281PE 3C10226PE 3C10228IRPE and 3C10248PE ar covered by one or more of the following U S patents and other patent applications pending 5 994 998 6 140 911 6 329 906 6 496 105 6 535 983 6 483 203 6 449 348 6 212 195 TRADEMARKS Unless otherwise indicated 3Com registered trademarks are reg
50. 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 On hold Ringing If you place one call on hold m 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 a 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 Table 10 Managing Multiple Calls on the NBX Basic Telephone continued Line A Line B How to Manage New Calls On hold On hold If you have placed two calls on hold m 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 m 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 oron On hold If a third call comes in while you have one active call hold 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 5 for call forwarding details See also Status Icons on the Basic Telephone in Chapter 3 for the indicators in the NBX Basic tele
51. ce them in the label holders on the Attendant Console The free Adobe Acrobat Reader allows you to print files but not to save changes To save files purchase the full Adobe Acrobat software Complement Attendant Software 83 Complement Attendant Software On your personal computer the Complement Attendant Software displays your telephone directory in a series of tabs Each tab sorts the directory by a different type of information for example by last name by department or by extension When you answer a call using the Complement Attendant Software you can select a user from the directory and transfer the call to that user Table 14 describes the main elements of the Complement Attendant Software screens Table 14 Elements of the Complement Attendant Screens Field Purpose Display Panel Displays Caller ID information name and extension number the status of a call and the duration of the call The number of calls displayed depends on the number of access lines that you have specified in your general settings Find Phone Display Provides the extension number and name of the person selected in the directory Clear Button Cancels previous criteria Extension Tab Sorts the data in the directory by listing the extension numbers in ascending order First Tab Sorts the list of users in alphabetical order by first name Last Tab Sorts the list of users in alphabetical order b
52. current feature settings and the internal user directory to call other users on your system and log in to and log out of one or all hunt groups and calling groups of which your telephone is a member See Chapter 5 Chapter 6 and Chapter 7 for discussions about the standard and enhanced features that you can monitor and change in the NBX NetSet utility See Chapter 4 for voice messaging features If your NBX system uses a third party messaging application 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 Ask your administrator for the IP web address for your NBX system You cannot log in to NBX NetSet until you have established your password through your telephone using NBX voice prompts or the Feature Code sequence See Table 4 In the web browser on your computer enter the IP address in the Address field The NBX NetSet login screen appears Microsoft Internet Explorer version 5 5 or later is optimal 3 Click User to log in as a user The password dialog box appears Type your NBX NetSet user identification always your 3 digit or 4 digit telephone extension and your NBX NetSet password and then click OK
53. 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 In the text box under Description type a brief comment usually a name to help you remember which number you have assigned to this button 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 56 CHAPTER 6 PERSONALIZING YOUR TELEPHONE Printing Speed Dial Lists Printing Labels for NBX Telephones You may find it useful to have a paper list of personal or system speed dials To print a list of speed dials Log in to NBX NetSet gt Speed Dials gt Personal or System wide 1 2 Click 3 Alist appears with all of the personal or system wide speed dial numbers that are allocated to your telephone Click to print the list You can print labels for your telephone using the LabelMaker forms in the NBX NetSet utility or on the NBX Resource Pack CD You need Adobe Acrobat Reader 4 0 or higher to open and add text to the LabelMakers You can download Acrobat Reader 5 0 from the NBX NetSet utility from the NBX Resource Pack CD or from www adobe com To use the LabelMakers Log in to NBX NetSet gt Speed Dials gt Telephone Labels The label form for you
54. e NBX Messaging Analog Telephones 500 and follow the voice prompts OR for systems that do not use NBX Messaging this code sequence to set your a soars R Entry Tone password for the NBX NetSet utility d d 434 y 3Com recommends that you use the FEM PASSWOIN T NEWRASSWON p a Feature Entry Tone same password for NBX NetSet and d our voice messaging application repeat your new repeat your new new passwor y password password FOR ALL VOICE MESSAGING Feature Entry Tone SYSTEMS repeat your new a Use only 4 to 10 digit numbers pe a Donot use letters or as part Confirmation Tone of your password Password Change If your system uses NBX Msg button Msg button 500 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 Voice Messaging use this code sequence to change your password for the NBX NetSet utility 3Com recommends that you use the same password for NBX NetSet and your voice messaging application FOR ALL VOICE MESSAGING SYSTEMS m f you forget your password the administrator can reset it to your extension Then use this code for applications other than NBX Voice Messaging or the NBX voice prompts to change it current password 2 follow the prompts
55. e line and follow the prompts to delete or save the message Creating and Sending a Message 33 Creating and Sending a Message To create and send a message directly without actually making a call 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 Optionally press one of these buttons OR proceed to step 5 w g 2 Re record the message tet lt 3 Review the message a Mark the message Private or Urgent See Marking a 9 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 a The internal extension or mailbox number of the recipient a A One Touch NBX Business Telephone only personal or system wide speed dial number See Speed Dials in Chapter 6 m A personal voice mail group list number See Creating Personal Voice Mail Group Lists later in this chapter a 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 details on valid site codes see your administrator To send the message to several recipients dial each mailbox number followed by Af
56. e location 29 sending 33 setting up 11 third party 25 urgent messages 36 voice mailboxes greeting only 37 volume buttons on NBX Telephones 18 23 volume setting for the handset 50 volume settings for ringer tone 49 volume settings for speaker 50 W Wait for NCP message 90 wall mount bracket 87 INDEX 95
57. eadset that has a microphone with any NBX telephones These instructions are for a typical headset and amplifier You may need to modify some of these instructions for some types of headset or amplifier equipment To use a headset for all calls Insert the cord for the headset amplifier into the handset cord s receptacle on the underside of the telephone Insert the cord for the headset into the headset amplifier and put on the headset Pick up the phone s handset off the phone and lay it down on your desk To use either the handset or the headset for each call Insert the cord for the headset amplifier into the handset cord receptacle on the underside of the telephone Insert both the headset cord and the handset cord into the headset amplifier For headset calls Lift the handset off the telephone and leave it off Use the headset microphone and earphones For handset calls Press the button on the headset amplifier that turns the headset off pick up the handset and speak into it When you use a headset either the headset or the amplifier is plugged into the handset cord s receptacle on the underside of the telephone Although the handset may be plugged into the amplifier you must remove the handset from the cradle to use the headset 64 CHAPTER 6 PERSONALIZING YOUR TELEPHONE Ending Calls When Using a Headset Returning to the Headset After a Long Delay To end calls when using a headset with m An NBX Business
58. endant Console 80 81 Basic Telephone 23 Business Telephone 17 account codes and billing codes 66 Acrobat Reader 56 81 administrator 8 Adobe software 56 81 All Ports Busy message 89 analog telephones on an NBX system 11 announcements broadcasting 73 answering calls 40 applying your call permissions to another telephone 62 Attendant Console 79 80 Access buttons 81 Auto Attendant 8 automatic telephone relocation 52 B billing and account codes 66 blocking internal and external ID 66 unauthorized outbound calls 61 bracket security wall mount 87 telephone support 86 branch offices calling 73 bridged extensions 75 broadcasting announcements 73 buttons Attendant Console 81 Basic Telephone 22 Business Telephone 16 C call centers 69 call coverage point 43 call forward problems with 90 call forward call coverage point 43 call logs on telephone display panel 41 call park 72 button on Attendant Console 81 button on Business Telephone 19 default extensions 72 retrieving a parked call 73 call permissions 62 call pickup 68 directed 68 group 68 call toggle on Basic Telephone button 23 managing incoming calls 40 Call Transfer service analog lines 19 Call Waiting service analog lines 19 caller ID identity restriction 67 restricting on outbound calls 66 calling group sample configuration 71 calling groups 69 Calling Line Identity Restriction CLIR 67 Class of Service CoS override 62 cleani
59. es to increase call handling capability In most offices the Attendant Console is used by a receptionist or switchboard operator referred to in this guide as the receptionist a Complement Attendant Software CAS A software application that allows a receptionist to answer and route calls using a personal computer Your administrator installs the Complement Attendant Software on your computer from the NBX Resource Pack CD The Complement Attendant Software requires the installation of a license key on the NBX system The Attendant Console and Complement Attendant Software can be used at the same time However a When incoming calls appear on the Attendant Console you must handle them using the buttons of the console a When calls appear on the computer screen with CAS you must handle them using the computer mouse and the CAS software features 80 CHAPTER 8 ATTENDANT CONSOLES NBX 1105 Attendant Console The NBX 1105 Attendant Console has 50 Access buttons and five preprogrammed buttons Each of the Access buttons can handle two assignments for total functionality of 100 buttons The buttons support most of the same functions as the 12 Access buttons on the NBX Business Telephone See Figure 8 In effect the Attendant Console is an extension of the NBX Business Telephone or NBX Basic Telephone to which it is assigned The Access buttons on the Attendant Console can have two sets of assignments 1 through 50
60. ese features 1 Handset 2 Display panel Provides telephone status messages see Table 7 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 and dial from the call logs of your most recent calls the internal user directory your personal speed dial list or the system wide speed dial list 3 Soft buttons Allow you to select and dial names from Call Logs your recent Missed Answered and Dialed calls the internal user directory or the personal and system wide speed dial lists See More Ways to Dial a Call in Chapter 5 The buttons from left to right are m Slct Select a Back returns you to the next higher level in the menu a Exit Programmable Access Buttons on the Basic Telephone 23 Scroll buttons Allow you to scroll through user names in the internal user directory view your personal speed dials and system wide speed dials and view recent calls to and from your telephone See Using the NBX Telephone Display Panel in Chapter 5 MSG Message button Accesses your voice mail messages through the NBX Messaging system See Listening to NBX Messages in Chapter 4 6 Telephone key pad 7 Volume control buttons Adjust the volume of the ringer and the 10 11 12 handset See Setting the Volume in Chapter 5 Hold button Places a caller on hold See Putti
61. et gt User Information gt Hunt Group select a group 2 Click Details 72 CHAPTER 7 GETTING MORE FROM YOUR TELEPHONE SYSTEM 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 by dialing the Call Park extension that you give during your announcement The Call Park feature is useful when a The recipient is elsewhere in the building a 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 Table 12 lists the factory default Call Park extension numbers Ask your administrator to verify your Call Park extensions Table 12 Factory Default Call Park Extension Numbers System Default Extension Numbers SuperStack 3 NBX 6000 6099 NBX 100 601 609 If the call is not answered within 5 minutes 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 While you are on a call press the Feature button and 444 or press the Access button assigned to Call Park Use the telephone ke
62. fication settings by leaving yourself a voice mail message Additional Notes a You can use the same notification method for all five attempts or any combination of methods m 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 a 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 Off Site Notification 59 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 on the next page a If you specify EMail for the first attempt Attempt Method Notice Behavior 1 EMail m You receive an e mail notice for each voice message a Each e mail notice contains information about the voice message like time of receipt and the number that called and the voice message attached as a WAV file and then you configure 2 through 5 as EMail m You receive an additional e mail notice for each voice message ma 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 2 through5a
63. greatly reduces your ability to use some of the NBX system features 24 CHAPTER 3 NBX BASIC TELEPHONE Status Icons onthe Your NBX Basic Telephone allows you to use two telephone lines at the Basic Telephone 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 Table 7 Table 7 Status Indicator Behavior for the Telephone Icon in the Display Panel Telephone Icon Status Steady The line is in use Fast blink The line is ringing Slow blink The line is on hold If a call comes in on one line while you are on a call on the other line you can answer the second call See Answering a Call in Chapter 5 NBX VOICE MESSAGING Secor This chapter covers these topics a NBX Messaging Components a Changing Your Password a Changing Your Name Announcement and Personal Greeting a Listening to NBX Messages a Replying to a Message a Forwarding a Message a Creating and Sending a Message Creating Personal Voice Mail Group Lists a Marking a Message as Private or Urgent a Forwarding Incoming Calls to Your Call Coverage Point m Other Ways to Manage Your Voice Mail Messages m Other Kinds of Mailboxes NBX Messaging A key component of the NBX Networked Telephony Solutions is the Components NBX Messaging system which
64. h it The bridged extension is created on the associated Attendant Console Example 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 The administrator can map a primary telephone s extension to one or more secondary telephones 76 CHAPTER 7 GETTING MORE FROM YOUR TELEPHONE SYSTEM Delayed Ringing NBX Business Telephone only The Delayed Ringing feature keeps your NBX Business Telephone from audibly ringing until the caller has heard a specified number of rings typically 4 During the first silent rings the line s status light flashes This feature works on a single NBX Business Telephone or on shared lines as explained in the examples Your administrator specifies the number of silent rings in the NBX NetSet utility The choices are Yes rings always default No never rings or 1 through 9 that is ringing is delayed for from 1 to 9 rings Examples In a hospital setting where it is important to keep the area as quiet as possible all station appearances on an NBX Business Telephone at a nurse s station have Delayed Ringing set to 6 rings The nurse can see from the flashing status light that a call is coming in and pick up the call before it disturbs the patients A manager and assistant have a sha
65. ication 57 Do Not Disturb 60 Preventing Unauthorized Use of Your Telephone 61 Telephone Locking 61 Call Permissions 62 Class of Service Override 62 Palm Integration 63 Using a Headset 63 Ending Calls When Using a Headset 64 Returning to the Headset After a Long Delay 64 GETTING MORE FROM YOUR TELEPHONE SYSTEM Listening to Your Messages in Your E mail or Browser 66 Account Billing Codes 66 Caller ID 66 Internal and External Caller ID 66 Calling Line Identity Restriction CLIR 67 Call Pickup 68 Directed Call Pickup 68 Group Call Pickup 68 Hunt Groups and Calling Groups 69 Hunt Groups 69 Calling Groups 71 Group Membership 71 Call Park 72 Paging 73 Dialing a Call to a Remote Office 73 Using Unique Extensions 73 Using Site Codes 74 Bridged Extensions 75 Delayed Ringing 76 Pulse Dialing 77 Using a Feature Code 77 Using a Mapped Button 77 Using a Personal Speed Dial 77 Additional Applications 78 ATTENDANT CONSOLES NBX 1105 Attendant Console 80 Attendant Console Labels 82 Complement Attendant Software 83 Managing Calls 84 TELEPHONE INSTALLATION MAINTENANCE AND TROUBLESHOOTING Connecting the Telephone 85 Attaching and Adjusting the Support Bracket 86 Low Profile and High Profile Positions 86 Wall Mount Position 87 Security Wall Mount Bracket 87 Moving Your Telephone 88 Swapping Telephones 88 Cleaning Your Telephone 88 Troubleshooting Problems 89 INDEX VW ABOUT THIS GUIDE This guide
66. ilbox a When you take an extended leave of absence you can create a personal greeting with the scheduled date of return and whom to call during your absence Callers can be transferred to other extensions but are unable to leave voice mail messages for you a f 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 To change your voice mailbox to a greeting only mailbox in NBX NetSet gt NBX Messaging select Greeting Only Mailbox 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 In addition to preventing a caller from leaving a message a greeting only mailbox does not allow anyone to a Forward or create and send a message to it a Reply to a message that was sent from its extension Avoid adding a greeting only mailbox to a personal voice mail group list 38 CHAPTER 4 NBX VOICE MESSAGING Phantom Mailbox Group Mailbox A phantom mailbox does not have an actual telephone associated with it The administrator sets up a phantom mailbox Examples a f you are a sales representative who travels constantly for your organization and never comes into the office you still
67. ing This chapter covers these topics Setting Up Your Password and Voice Mail for the First Time a NBX NetSet Utility m 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 gt The procedure by which you set up your password and voice mailbox for the first time depends on a The kind of telephone that you have a The kind of voice messaging system on your NBX system Ask your administrator what kind of voice messaging is active on your system Table 4 describes how to set up your first password For details on tones and codes on analog telephones see the NBX Feature Codes Guide in the NBX NetSet utility 12 CHAPTER 1 GETTING STARTED Table 4 Setting Your NBX NetSet and Messaging Password Feature 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 and voice messaging OR use the NBX NetSet utility described next If your system uses a voice messaging application other than NBX Voice Messaging use NBX Business Phones Msg button and follow the voice prompts OR for systems that do not use NBX Messaging NBX Basic Phones Msg button and follow the voice prompts OR for systems that do not us
68. inistrator for assistance with this feature See also Off Site Notification in Chapter 6 for details of off site notification behavior Account Billing Codes 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 Press the Feature button and 888 Dial the account code assigned by your administrator and press the key Caller ID Internal and External Caller ID Your administrator can set up your NBX system to allow for Internal and External Caller ID and can configure the system so that you can block your identity telephone number from the person whom you are calling By default the NBX system shows the extension and name of an internal caller on the display panel of your NBX telephone External Caller ID gives the number and name for external incoming calls if your organization subscribes to the service from your local telephone company unless the caller has blocked the information from being sent to the NBX system i gt Availability and service charges for External Caller ID vary by location Calling Line Identity Restriction CLIR gt CallerID 67
69. ion of the person to whose voice mailbox you 3 want to transfer the call Hang up the handset 48 CHAPTER 5 STANDARD FEATURES Establishing a Conference Call gt You can establish a Conference Call with up to four parties including yourself You must be using a telephone on the NBX system The other three parties can be any combination of internal and external calls From an NBX Telephone follow these steps On the NBX Basic Telephone you must use the Feature code instructions in parentheses For the NBX Business Telephone use the Conference button OR the Feature Code instructions Dial a call or receive a call from someone else Two parties are now on the call 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 Dial a call to an internal or external third party a For an announced conference wait for the third party to answer the call and then press the Conference button or Feature 430 again a 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 a Fora 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 If the third party answers three parties are now in
70. isplay panel on an NBX Telephone shows the name and extension of an internal 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 You can answer the call while the line s status light is still flashing Put the first call on hold and press the Access button for the new incoming call For more information see Putting a Call on Hold in Chapter 5 toee gt i gt NBX BASIC TELEPHONE This chapter describes the buttons controls and features that are specific to the NBX 2101 Basic Telephone It covers these topics a Basic Telephone Buttons and Controls a Programmable Access Buttons on the Basic Telephone m Programmable Access Buttons on the Basic Telephone For a description of the features on the NBX Business Telephone see Chapter 2 For instructions on how to connect your telephone to the LAN see Appendix A Exception To connect an NBX Telephone that has a model number that ends in PE see the packing sheet that comes with your telephone See the underside of the telephone for your model number 22 CHAPTER 3 NBX BASIC TELEPHONE Basic Telephone Figure 3 shows the buttons and controls on the NBX Basic Telephone Buttons and Controls Figure 3 NBX Basic Telephone Model 2101 The NBX Basic Telephone has th
71. istered 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 Windows NT and Windows XP 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 7 Conventions 8 Documentation 9 Comments on the Documentation 9 GETTING STARTED Setting Up Your Password and Voice Mail for the First Time 11 NBX NetSet Utility 13 Starting the NBX NetSet Utility 13 Navigation and Shortcut Icons in the NBX NetSet Utility 14 Quick Reference Guides 14 NBX BUSINESS TELEPHONES Business Telephone Buttons and Controls 16 Programmable Access Buttons on the Business Telephone 19 Default Settings 19 Status Lights for System Appearance Buttons on the Business Telephone 20 NBX Bas c TELEPHONE Basic Telephone Buttons and Controls 22 Programmable Access Buttons on the Basic Telephone 23 Status Icons on the Basic Telephone 24 NBX VoicE MESSAGING NBX Messaging Components 25 Important Considerations 26 Changing Your Password 26 Security Tips 27 Changing Your Name Announcement and Personal Gree
72. l When you disconnect the call or hang up the handset without making a call the CLIR feature is no longer in effect CLIR NEXT On disappears from the display panel 68 CHAPTER 7 GETTING MORE FROM YOUR TELEPHONE SYSTEM Call Pickup Directed Call Pickup Group 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 To view the list of Call Pickup groups of which you are a member Log in to NBX NetSet gt User Information gt Call Pickup 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 There are two types of Call Pickup explained next To answer a call that is ringing on another user s telephone using the feature code Pick up the handset Press the Feature button followed by 455 and the user s extension The call is directed to your telephone To answer a call ringing on another user s telephone using One Touch Pickup Pick up the handset and press the Access button that your administrator has assigned to Directed Pickup
73. 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 CHAPTER 4 NBX VOICE MESSAGING 4 Optionally press one of these buttons OR proceed to step 5 w oc 2 Re record your introductory comment ter 3 Listen to your introductory comment wy Mark the message Private or Urgent See Marking a 9 Message as Private or Urgent later in this chapter x Cancel ey your message 5 When you are ready to forward the message press 1 6 Dial one of these destination numbers plus a The internal extension or mailbox number of the recipient m A One Touch on the NBX Business Telephone personal or system wide speed dial number See Speed Dials in Chapter 6 m A personal voice mail group list number See Creating Personal Voice Mail Group Lists later in this chapter a 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 details on valid site codes see your administrator To forward the message to several recipients dial each mailbox number followed by After the last destination number and its press Your message is sent Stay on th
74. n 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 Basic Telephone or on an NBX Business Telephone that does not have a button programmed for Conference Drop Press the Feature button and 431 2 The system returns you to the others who are in the conference call Setting the Volume gt On any NBX Telephone use the Volume Control buttons to raise or lower the volume Ring Volume To raise or lower the volume of the ring press the up or down Volume Control buttons repeatedly while your telephone is ringing until the volume is at the level that you prefer Ringer volume is different from ringer tone See Ringer Tones in Chapter 6 You can listen to and change the sound of the ringing on your telephone in NBX NetSet gt Ringer Tones See Chapter 1 for how to use the NBX NetSet utility CHAPTER 5 STANDARD FEATURES Handset Volume To raise or lower the volume of the dial tone or of the sound that you hear on the handset pick up the handset and then press the up or down Volume Control buttons repeatedly until the volume is at the level that you prefer You can change the volume during a conversation or b
75. ng a Call on Hold in Chapter 5 Transfer button factory default setting See Programmable Access Buttons on the Basic Telephone later in this chapter Call Toggle button factory default setting See Programmable Access Buttons on the Basic Telephone later in this chapter Feature button factory default setting See Programmable Access Buttons on the Basic Telephone later in this chapter Switch hook under the handset Pressing and releasing the switch hook gives you a dial tone This feature is used with Call Park See Call Park in Chapter 7 Programmable Access Buttons on the Basic Telephone The NBX Basic Telephone has three programmable Access buttons The factory default settings for these buttons are from left to right Feature Press this button before you dial a feature code See the NBX Feature Codes Guide below any screen in the NBX NetSet utility a Call Toggle The Call Toggle button is available only on the NBX Basic Telephone Using this button you can manage two telephone calls at the same time See Answering a Call in Chapter 5 a Transfer Press this button to transfer the current call to another extension or telephone number See Transferring a Call in Chapter 5 Your administrator can program these buttons for other commonly used functions However changing the settings for the Feature or Call Toggle buttons
76. ng telephones 88 CLIR 67 codes account and billing 66 NBX Feature Codes Guide 7 Complement Attendant Software CAS 79 83 computer screens and tabs 83 keyboard shortcuts 84 Conference button 17 conference calls 48 adding parties 48 dropping last party 49 connecting telephones electrical power 85 jacks RJ 45 and RJ 11 39 conventions typographical 8 creating voice mail messages 33 delayed ringing 76 dial tone 89 on analog telephones 7 dialing calls 42 redial 43 release with headset 63 switching from pulse to tone 77 direct mail transfer 47 button on Attendant Console 81 button on Business Telephone 19 directed call pickup 68 display panel call logs user directory and speed dial lists 41 on Basic Telephone 22 24 on Business Telephone 16 Do Not Disturb feature 60 dual tone multi frequency DTMF dialing 77 dynamic hunt groups 70 71 E electrical shock avoiding 88 e mail getting voice mail messages in 37 notification of voice mail messages 57 external paging 73 external telephone calls dialing 43 F Feature button Basic Telephone 23 Business Telephone 19 Feature Codes Guide in NBX NetSet utility 11 feature settings CLIR All 67 Do Not Disturb 61 Forward Calls to Mail 36 Find Phone Tab Complement Attendant Software CAS 83 Flash button 19 forgot my password 26 28 forwarding callers directly to another user s mailbox 47 forwarding calls to your voice mailbox as your call coverage point 43 fr
77. om an NBX Basic Telephone 36 from an NBX Business Telephone 16 forwarding unanswered calls 43 forwarding voice mail messages 31 Fwd Mail button 16 36 G Greeting Only mailboxes 37 group call pickup 68 group lists personal voice mail creating 34 modifying 35 group voice mailbox 38 H Hands Free button 18 handset volume 50 headsets using 63 hold 44 button 17 23 81 by parking calls on Basic Telephone 72 hunt groups 69 and the Do Not Disturb feature 60 calling groups 71 dynamic 70 logging in to or out of all 71 sample configuration 69 static 70 l icons in the NBX NetSet utility navigation 14 shortcuts 14 icons display panel locked telephone 61 status on Basic Telephone 24 incoming calls answering 40 calling groups 69 forwarding directly to another user s mailbox 47 hunt groups 69 on a Basic Telephone 40 transferring 46 indicators voice mail messages 28 off site notification 57 infrared port 18 installing telephones 85 intercom Hands Free button 18 internal paging 73 internal caller ID 66 internal calls dialing 42 internal paging 73 J jack Ethernet 52 L LabelMakers for NBX telephones 56 for the Attendant Console 81 problems with printing 90 length of voice messages 26 lights status 20 listening to messages from an analog telephone 28 rom an NBX telephone 28 rom remote telephones 29 ists 3 odifying personal voice mail group lists 35 ersonal voice mail g
78. onal Speed Dial 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 configures Analog Line Card ports for pulse dialing Examples a 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 support DTMF dialing a Your organization s telephone service provider offers low cost pulse dialing only service a 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 To change from pulse dialing to DTMF during a call Press the Feature button and 891 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 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 you were using on the Analog Line Card reverts to pulse dialing mode 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
79. onds to the number After you have made all of your changes to the personal speed dials click Apply and then click OK CHAPTER 6 PERSONALIZING YOUR TELEPHONE System wide Speed Dials gt gt To use a personal speed dial Pick up the handset or if you are using an NBX Business telephone you can press the Speaker button Press the Feature button plus the 3 digit personal speed dial code for the number you want to call or scroll to Personal Speed Dials on the display panel press SlIct scroll to the number that you want to dial and press SIct again If you dial a speed dial code that has no number assigned to it the display panel shows the message No number stored The administrator can set up to 100 system wide speed dials using 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 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 Pick up the handset or if you are using an NBX Business Telephone you can press the Speaker button Press the Feature button plus the 3 digit system wide speed dial code for the number that you want to call or scroll to System Speed Dials on the display p
80. ouch speed dial but the telephone does not dial that number Use only numeric characters in your Speed Dial setup For details see Special Case One Touch Speed Dials in Chapter 6 try to pick up a call ringing on another telephone using Directed Call Pickup but it fails The telephone that you are using to pick up the call may not be in the same group as the telephone that is ringing and the ringing telephone does not allow nonmember pickup See Call Pickup in Chapter 7 My telephone keeps ringing after pick up the handset Your telephone may have lost connection to the system immediately after a call came in Remove the Ethernet cord from the jack then re insert it into the wall jack a Wait a few seconds If the telephone continues to ring disconnect the electrical power for your telephone and then plug it back in The labels that print for my telephone or Attendant Console do not fit the telephone or console When you are in Adobe Acrobat Reader select File and then Print In the Print dialog box be sure that the check box for Fit to Page or Shrink to Fit or similar names is not selected The display panel shows Wait for NCP Your telephone may be disconnected from the system Hang up your telephone and wait a few seconds Then pick up the handset If the message still appears on your telephone display panel contact your administrator INDEX A Access buttons Att
81. ow many times you want your telephone to ring before the system forwards unanswered calls a Where you want your calls to go when you do not answer To change the number of rings or the call coverage point Log in to NBX NetSet gt User Information gt Call Forward Select your choice for the Number of rings before forwarding a call 44 CHAPTER 5 STANDARD FEATURES 3 Select a call coverage point gt gt a f 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 gt User Info gt Call Permissions a f you select Disconnect no coverage the system disconnects an incoming call if it is not answered after the specified number of rings Click Apply and then click OK a Calls that come in directly to your extension go to the call coverage point that you specify in the NBX NetSet utility a 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 7 Putting a Call on Hold To Dial Another Call To put a call on hold for any reason follow these steps
82. p 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 Announced Screened Transfer 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 gt User Information gt Call Permissions The administrator can change your call permissions 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 While on a call press the Transfer 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 a f the recipient wants to take the call press Transfer again to complete the transfer and hang up the handset a f you are on an NBX Business Telephone and the recipient does not want to take the call retrieve it by pressing the Access button on which the call originated Blind Transfer 1 Direct Mail Transfer 47 a f you are on an NBX Basic Telephone and the recipient does not want to take the call press and release the hook switch to disconnect the attempted transfer
83. phone display panel during these calls Using the NBX Telephone Display Panel Use the telephone display panel of the NBX Telephone to dial a number a Call Logs Logs of the most recent calls to and from your telephone Missed Calls Answered Calls Dialed Calls m Directory A list of the users and their extensions on your system a Personal Speed Dials A list of personal speed dial numbers that you have set in NBX NetSet gt Speed Dials or System Speed Dials the list of the system wide speed dial numbers To access the display panel lists Pick up the handset Press one of the scroll keys to the right of the display On an NBX Business Telephone press a scroll key without picking up the handset The Speaker comes on and you hear the dial tone briefly 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 Use the scroll keys to move to the name or number that you want to call Verify that the cursor is at that entry and press the button under Slct 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 CHAPTER 5 STANDARD FEATURES Tips on Using the Lists a After you press a scroll key if you do not select an item immediately the display alternates between the list gt Call Logs gt
84. r telephone belongs If No ask to have these features enabled Check Enabled or if you want to be notified only about urgent voice mail messages check Urgent Messages Only 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 the tables at the end of this topic In the Number Address field a f you selected Pager for Method in step 3 a 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 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 a In the Numeric Page field indicate what you want the pager to display Enter a series of digits such as your telephone extension number a f you selected VoiceMail for Method in step 3 a 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
85. r type of telephone appears To edit the label form click in the field where you want to add a feature name or number and then type in the field Press Tab to move to the next text field in the label 4 When you are finished click anywhere outside of the labels to ensure that all edits take effect Select Print In your print dialog box clear the checkbox for Shrink to Fit or Fit to Page or any similar choice so that the label size does not change when you print Print and cut out the labels and then place them in the label holders on your telephone The free Adobe Acrobat Reader allows you to print files but not to save changes To save the information that you enter you must purchase the full Adobe Acrobat application Off Site Notification 57 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 To configure off site notification for your voice mailbox In NBX NetSet gt NBX Messaging gt 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 you
86. red line by means of a bridged station appearance on NBX Business Telephones See Bridged Extensions earlier in this chapter The administrator can specify Delayed Ringing for the manager s line that is bridged that is on the primary telephone When a call comes in the manager s status light flashes but the telephone does not ring The call also comes in on the assistant s telephone the secondary telephone where it audibly rings Because of the flashing status light the manager knows that a call is coming in and can pick up the call if the assistant is busy or away from the telephone After the specified number of delayed rings the manager s telephone also begins to ring In a small business a single incoming analog line is shared by mapped to all three telephones in the store The administrator can set the line on the manager s telephone to Delayed Ringing and No This setting means that the manager s telephone never rings audibly although the status light flashes Incoming calls always ring audibly on the other two telephones To prevent a call from going to your call coverage point before it rings audibly on the line that has Delayed Ringing set ask your administrator to set the number of rings for Delayed Ringing to be lower than the number that you have set in the NBX NetSet utility for Call Forwarding Pulse Dialing 77 Pulse Dialing gt Using a Feature Code Using a Mapped Button Using a Pers
87. roup lists 34 ocking your telephone 61 ocking unauthorized calls 61 ff site notification restriction 58 ogs on NBX telephone display panel nswered calls 41 ialed calls 41 missed calls 41 ong distance calls preventing 61 o O ao M mailboxes greeting only 37 group 38 phantom 38 setting up personal 11 maintenance telephone 85 message MSG button Basic Telephone 23 Business Telephone 16 message indicators 28 messages creating and sending 33 forwarding 31 listening to from a remote location 29 maximum length 26 Message Waiting Indicator Access button 38 private 36 replying to 31 sending 33 urgent 36 Messaging NBX 25 microphone 17 moving telephones 52 88 MSG button 16 23 Mute button 18 INDEX 93 N name announcement changing 27 setting the first time 12 NBX 100 8 NBX Basic Telephone 21 NBX Business Telephones 15 NBX Messaging 25 NBX NetSet password 26 changing 12 forgotten 12 initial 12 13 NBX NetSet utility getting started 13 overview 13 problems with 89 NetSet password security tips 27 notification off site 57 O off site notification 57 outbound calls dialing 42 speed dials 53 P pager off site notification 57 paging 72 73 required equipment 73 restricted by Do Not Disturb 60 to announce a parked call 72 Palm integration 63 parking a call 72 retrieving the call 73 passwords changing in the NBX NetSet utility 13 changing on the telephone 26 forgotten 26
88. s Pager You receive a pager call for each voice message 2 through 5 as VoiceMail You receive a telephone call for each voice message Follow the prompts to log in and listen to messages or log in to the NBX NetSet utility m If you specify Pager or VoiceMail for the first attempt Attempt Method Effect 1 Pageror sm You receive a telephone call or pager call for Voice Mail only the first new voice message and then you configure 2 through 5 as EMail a You receive an e mail notice for only the first 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 2through5as Pager a You receive a pager call for only the first new voice message 2 through 5 as Voice Mail m You receive a telephone call for only the first new voice message 60 CHAPTER 6 PERSONALIZING YOUR TELEPHONE Resetting the Off Site Notification Cycle When you log in to your voice mailbox and hang up or log off 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 Definitions a Cycle One round of Attempt methods 1 through 5 a First new voice mail message 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
89. st followed by the extension at the site Your administrator chooses the site codes For example as shown in Figure 7 to call someone in Atlanta a user in Chicago dials the site code 62 and then the extension 1000 through 3999 To reach a user in Dallas a user in Chicago dials 63 and then the extension 1000 through 3999 The site code prevents conflicts between the remote extension and a duplicated extension at the local site Figure 7 Using Site Codes to Dial Remote Offices i WAN Chicago Atlanta NBX System NBX System Extensions Extensions 1000 3999 1000 3999 Site Code 61 Site Code 62 Dallas NBX System Extensions 1000 3999 Site Code 63 Bridged Extensions 75 Bridged Extensions gt With a bridged extension buttons and status lights on one telephone the primary telephone are associated with buttons and status lights on another telephone the secondary 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 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 m An NBX Business Telephone with or without the Attendant Console a An NBX Basic Telephone if an Attendant Console is associated wit
90. ter the last destination number and its press Your message is sent CHAPTER 4 NBX VOICE MESSAGING Creating Personal Voice Mail Group Lists gt uu A WN 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 7 To create a personal voice mail list mail group Log in to your mailbox at your telephone or remotely Dial 9 for Mailbox Options Dial 3 for Group Lists and then 2 for Create Group Dial any 2 digit number which becomes the Group Number After the tone record a name for the group and press Record the group number and name Dial one of these numbers m 1 to save the group name and proceed to step 7 m 2 to change the group name and return to step 5 a to exit without saving After you press 1 dial one of these destination numbers plus a The internal extension or mailbox number of the recipient a A One Touch NBX Business Telephone only personal or system wide speed dial number See Speed Dials in Chapter 6 a 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
91. that you use to manage your messages kh W N To listen to your messages from any NBX telephone other than your own within your NBX system Pick up the handset and press the MSG button Press and dial your extension You hear your name announcement Dial your password and press See Table 9 for the buttons that you use to manage your messages To listen to your messages from an external telephone a If you can dial your telephone extension directly Press during your greeting At the prompts enter your extension and password and press a If you call the main telephone number of your organization and The Automated Attendant answers Press during the greeting At the prompts enter your extension and password and press The receptionist answers Ask to be transferred to your voice mail Press during the greeting At the prompts enter your extension and password and press See Table 9 for the buttons that you use to manage your messages 30 CHAPTER 4 NBX VOICE MESSAGING Table 9 Managing Your NBX Voice Messages Play or repeat a message Save the message tet Delete the message from your mailbox You cannot retrieve a message after you delete it on Reply to the message See Replying to a Message later in this chapter Forward the message See Forwarding a Message ik A5 later in this chapter mna Listen to date time and sender information about
92. the conference call If the third party is internal and does not answer the attempt to conference is cancelled You cannot establish a conference call with an NBX user s voice mailbox Repeat steps 2 and 3 to conference in a fourth party i gt a On the NBX Business Telephone to use your speaker phone during the conference call press the Speaker button a On the NBX Business Telephone to turn off the microphone press the Mute button The other parties cannot hear you but you can hear them a For details about the Speaker and Mute features see Business Telephone Buttons and Controls in Chapter 2 More About Conference Calls Disconnecting the Last Person That You Called gt 1 Setting the Volume 49 To place your part of a conference call on hold press the Hold button 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 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 Use the Conference Drop feature to disconnect the last perso
93. the console Press the Shift button for Access buttons 1 through 50 Press the Shift button again for Access buttons 51 through 100 Transfer button Enables you to send a call to another telephone See Transferring a Call in Chapter 5 Direct Mail Transfer button Allows you to send a caller directly to another user s voice mailbox or phantom mailbox See Direct Mail Transfer in Chapter 5 Call Park button Places a call in a holding pattern so that it can be retrieved from any other telephone on the system See Call Park in Chapter 7 Hold button Places a caller on hold See Putting a Call on Hold in Chapter 5 82 CHAPTER 8 ATTENDANT CONSOLES Attendant Console Labels To use the Attendant Console LabelMaker Log in to NBX NetSet gt Speed Dials 2 Right click Attendant Console Labels and save the file to your PC 3 On your PC open the file and edit the label template by clicking on the square that you want to edit Type a description of the feature that you are assigning to the Access button Press Tab on your keyboard to move to the next text field in the label 5 When you are finished click anywhere outside of the labels to ensure that all of your changes take effect 6 Select Print 7 In your print dialog box clear Shrink to Fit Fit to Page or any similar boxes so that the label size does not change Print the label template cut the labels out and pla
94. ting 27 Listening to NBX Messages 28 From Your Computer 29 From Your NBX Telephone 29 From Any Internal NBX Telephone 29 From a Remote Location 29 Information About Your Messages 30 Replying toa Message 31 Forwarding a Message 31 Creating and Sending a Message 33 Creating Personal Voice Mail Group Lists 34 Modifying or Deleting Groups 35 Marking a Message as Private or Urgent 36 Forwarding Incoming Calls to Your Call Coverage Point 36 Other Ways to Manage Your Voice Mail Messages 37 Other Kinds of Mailboxes 37 Greeting Only Mailbox 37 Phantom Mailbox 38 Group Mailbox 38 STANDARD FEATURES Answering a Call 40 Answering a Second Call 40 Using the NBX Telephone Display Panel 41 Tips on Using the Lists 42 More Ways to Dial a Call 42 An Internal Call 42 An External Call 43 Redialing a Call 43 Setting Your Call Coverage Point 43 Putting a Call on Hold 44 To Dial Another Call 44 To Put More Than One Call on Hold 45 Transferring a Call 46 Announced Screened Transfer 46 Blind Transfer 47 Direct Mail Transfer 47 Establishing a Conference Call 48 More About Conference Calls 49 Disconnecting the Last Person That You Called 49 Setting the Volume 49 PERSONALIZING YOUR TELEPHONE Guidelines About Features on NBX Telephones 52 Ringer Tones 52 Speed Dials 53 Personal Speed Dials 53 System wide Speed Dials 54 Special Case One Touch Speed Dials 55 Printing Speed Dial Lists 56 Printing Labels for NBX Telephones 56 Off Site Notif
95. tner Read and follow the instructions that come with the bracket 88 APPENDIX A TELEPHONE INSTALLATION MAINTENANCE AND TROUBLESHOOTING Moving Your All NBX Telephones have the Automatic Telephone Relocation feature Telephone Each telephone has a unique address You can move your telephone to another location connect it to any Ethernet jack on the LAN and still maintain all of your personalized features speed dials and extension number Swapping Because your extension number and personal settings are associated with Telephones your physical telephone only your administrator can move phone extension settings from one telephone to another Cleaning Your Telephone Always unplug your telephone from the power source before you clean it Use a soft cloth dampened with mild detergent WARNING Failure to unplug the telephone before you clean it could result in electrical shock Troubleshooting Problems 89 Troubleshooting Table 16 lists possible problems that you may encounter and the most Problems likely solutions Where possible each solution refers to the section in this guide where you can find detailed information Table 16 Possible Problems Possible Problem Suggested Solutions My telephone has no dial tone and the display panel is blank ma Verify that the power cord is fully inserted in the correct connector on the underside of the telephone Use the strain relief tab to prevent the cord
96. urb using the feature code Pick up the handset and press Feature 446 Hang up Your telephone is now in Do Not Disturb mode The display panel on an NBX Telephone shows DO NOT DISTURB 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 if you do not have an NBX Telephone or if you are away from your desk log in to NBX NetSet gt User Information gt Feature Settings Preventing Unauthorized Use of Your Telephone Telephone Locking 1 You can prevent others from dialing long distance or other unauthorized calls from your telephone temporarily with the Telephone Locking feature or permanently by having your administrator adjust the call permissions schedule for your extension To enable and disable the Locking feature using the feature code Pick up the handset and press the Feature button 432 The display panel on an NBX telephone prompts you to enter your password 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 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 When Telephone Locking is activated a person using your telephone can dial only toll free calls calls to emergency services such as 917 in the
97. wer source Strain relief tab that prevents the power cord from becoming disconnected Tabs for the mounting bracket Attaching and Adjusting the Support Bracket Low Profile and High Profile Positions Each NBX Telephone is shipped with a support bracket that you can attach to the telephone s underside in low profile high profile or wall mount positions Tabs on the underside of the telephone slip into slots on the bracket and the opposite mounting points snap into place See Figure 9 Item 6 In Figure 10 the support bracket is outlined to show you how to install the NBX Telephone in the low profile and high profile desktop positions Figure 10 Low Profile and High Profile Desktop Positions Wall Mount Position Security Wall Mount Bracket To mount the NBX Telephone on a wall put the bracket on the opposite end of the telephone in the low profile position Pull and twist the knob on the underside of the phone 90 degrees Figure 11 so that the spring loaded peg projects out on the top of the phone Item 1 in Figure 12 Figure 11 Knob for the Handset Support Peg Figure 12 shows the NBX Telephone in the wall mount position Figure 12 Wall Mount Position Handset support peg 2 Wall with a solid backing 3 Support bracket in the low profile position on opposite end of telephone For how to order the optional security wall mount bracket for NBX Telephones consult your 3Com NBX Voice Authorized Par
98. y last name Department Tab Sorts the directory by the user department Hidden Tab Hides entries in the NBX directory that you do not want to appear on other tabs such as conference room telephones Quick Tab Provides quick access to the most frequently used entries in the directory 84 CHAPTER 8 ATTENDANT CONSOLES Managing Calls Table 15 describes Complement Attendant Software buttons and the keyboard shortcuts to functions on the Action menu Table 15 Attendant Software Buttons and Keyboard Shortcuts Keyboard Button Purpose Shortcut Answer Answers an incoming call Alt A Dial Dials a selected number to place an outgoing call Alt D Park Places a call in a holding pattern so that itcan Alt K be retrieved from another telephone on the system UnPark Releases a caller from a holding pattern Alt U Release Terminates a call Alt R Hold Places a caller on hold Alt H UnHold Removes a caller from being on hold and returns AIt N to the call Transfer Forwards a call to another telephone Alt T Complete Transfer Completes the transfer of a call Alt M Cancel Transfer Cancels a transfer Alt S Conference Establishes a single call with up to three additional Alt C internal or external parties Complete Completes the conference call Alt P Conference Cancel Conference Cancels the addition of a party to a conference Alt E call To manage incoming calls using the Complement
99. y listening to the dial tone Speaker Volume NBX Business Telephones only To raise or lower the volume of the speaker when you are using the speaker phone press the Speaker button and then press the up or down Volume Control button repeatedly until the volume is at the level you prefer You can change the volume during a conversation or by pressing Speaker and listening to the dial tone PERSONALIZING YOUR TELEPHONE Seeoe Your NBX Networked Telephony System has many features that can make it easier to use your telephone This chapter describes a Guidelines About Features on NBX Telephones m Ringer Tones a Speed Dials a Off Site Notification a Do Not Disturb m Preventing Unauthorized Use of Your Telephone Class of Service Override a Palm Integration a 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 utility For how to set up your NBX NetSet password for the first time see Chapter 1 If your system uses a third party messaging application use the documentation for your messaging application instead of these instructions 52 CHAPTER 6 PERSONALIZING YOUR TELEPHONE Guidelines About Features on NBX Telephones a f your telephone does not have a button programmed for Feature ask your administrator to program one a Your administrator determines whether some of the features that
100. y pad to dial a Call Park extension from the list shown in Table 12 or the list of extensions at your location If you select a Call Park extension that is already in use the display panel displays Park Cancelled and the call rings back to your telephone Try another Call Park extension 3 To notify another user about the parked call a From an NBX Business Telephone 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 Paging 73 b From an NBX 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 Pick up the handset of any telephone on the system 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 Table 13 Pick up the handset 2 Dial the paging extension as shown in Table 13 3 Speak into the NBX Telephone handset and then hang up gt Do not press the Feature button before you dial the Paging extension Table 13 Paging Extension NBX 100 SuperStack 3 NBX Feature default extension default extensions External Paging 620 6200 Broadcast an announcement over a public address system that has a paging amplifier and speaker system that is connected
101. y used words and phrases in this guide Table 2 Common Terms Term Definition Auto Attendant The set of voice prompts that answers incoming calls and describes actions that a caller can take to access individual services Administrator The person who is responsible for maintaining your 3Com Networked Telephony Solution Receptionist The person who answers the majority of incoming telephone calls In some business environments this person may be a switchboard operator User A person who has a single NBX Business Telephone an NBX Basic Telephone or an analog telephone connected to the NBX system through an ATC card or the single port ATA device NBX 100 NBX 100 Communications System SuperStack 3 NBX 3Com SuperStack 3 NBX Networked Telephony Solution Table 3 lists conventions that are used throughout this guide Table 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 9 Documentation Comments on the Documentation i gt The documentation set for 3Com NBX Networked Telephony Solutions is designed to help NBX telephone users installers and administrators maximize the full potential of

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