Office of Information Technology

Telephone Documentation

Telephone Services

Telephone Services manages the  Avaya Telephone System at Brookdale. For more information about the specific features of the Avaya Telephone System please follow the link to the Avaya Telephone System Guide .

Call Forward

CFrwdCall Forward All Calls provides the ability to forward calls to another extension.

To Activate using a feature button:

  1. Be sure that your Send All (SendAllCalls) button/feature is not active
  2. PRESS CFrwd (Hear Dial Tone)
    1. Dial the number to which you wish to forward (Hear Confirmation Tone)
    2. Hang Up
  3. Feature button indicates activation
    1. Forwarding is activated

To Cancel using a CFrwd feature button:

  1. PRESS CFrwd
    1. Feature button indicator go out
    2. Forwarding is canceled

Call-Pickup  – Provides the ability to answer calls ringing on up to 50 other phones to which you have no line/button or Coverage access. This feature is available on request through your Telephone Administrator.

To Activate using a Call-Pickup feature button:

  1. Hear a phone ringing and observe the blinking button beside the (Call Pickup) button
  2. PRESS Call-Pickup  Begin talking immediately

Call Log

The Call Log button provides access to a log of telephone calls

To Use the Log:

  • Press Call Log
  • Select a call using either Navigation arrows or line/feature buttons
  • Press Call to call the selected entry.
  • Press Details to see the complete call details  including call duration

Press +Contact to add the information into the telephone based Contacts Speed Dial list

Press More for additional choices

To Use the Log: (concluded)

  • Press More for additional choices (concluded)
  • Press Delete to delete the selected entry
  • Press Clear All to delete all log entries
  • Press More to return to the 1st set of Soft-Keys
  • Press Phone (exit) to exit the Log

Calls are logged by the following types:

  • Incoming All (Missed and Answered)
  • Outgoing All

A call that is logged can be automatically placed in the phone-based Speed Dial list as described herein under Contacts – Speed Dial Phone List.

The Call Log (Missed, Incoming Answered, Outgoing) can store a maximum of 100 entries (all 96xx phone types) and overwrites the oldest call with the newest when full

Common Features and Fixed Functions

Common Functions & Fixed Buttons

Message Waiting Lamp

Voice Mail access button

Navigator arrow & OK buttons

Contacts, Menu, & Call Log buttons

Phone/Exit button

Speaker Phone & Mute buttons

Impaired Hearing Volume Control for Receiver

Redial soft/key button

Headset on/off button

Tilt ScreenTwo-position adjustable stand (upright/reclining)

Using The Fixed Feature Buttons of the Phone:

The Speaker button activates the Speakerphone Operation

The Mute button turns on/off:

The Speakerphone microphone

The Receiver microphone

The Volume +/- buttons adjust:

The ringer volume – when the phone is not in use

The receiver/listen volume – when talking on the phone

The speaker volume – when using the Speakerphone

The Message button automatically calls Voice Mail

The Phone button exits menus and returns the display to the 1st page

The Headset button turns on/off a headset connected using the HIS/Quick Disconnect connector

Feature Buttons

In-Use/Feature Activated Indicator – When a feature is activated or a line/feature appearance of an extension is in use, the associated button LED illuminates

Redial Re-dials the most recently dialed number. It only appears on a newly booted or re-booted phone after an initial call has been made. It will not redial a number the extension class of service may not have dialing access to.

Send Calls (Send All Calls) activates the Coverage Feature and sends all of your calls to the fist available Coverage Point (Receptionist, Assistant, or VoiceMail) depending on individual telephone parameters

When a call covers to an Assistant, the call is bridged on both your phone and the Assistant’s phone. Either of you may pick up the call

Send All Calls

The Soft-Key labeled “Send All” applies only to the Set-ID

A check mark appears when the feature is active

Send All Calls for other extensions on your phone will appear on the 2nd page (Feature Appearances) blow the one for the Set-ID and will have SAC and the associated extension number

After inspecting the Caller ID on an incoming call, you may Press To VMail the to send that call to Coverage

Make an Outside Call

Local Calling:

You do not have to wait for a second Dial Tone after dialing (9). Dial as follows:

  • Local Calls 9 + 10-digits
  • Directory Assistance 9 + 411 or 9 + 1 + (Area Code) + 555-1212*
  • Toll Free 9 + 1 + (Toll Free Number)

Long Distance Calling:

  • Domestic & Canada 9-1-Area Code & Number
  • International 9-011-Country Code, City Code & Number

Calling Card Calling:

  • Dial 9 and the Toll Free Number to access the Carrier of the Calling Card

Rings:

  • one-short ring a call from another extension
  • one-short tone an intercom call
  • two-short rings a call from outside the system
  • three-short rings a priority call

One-X Speech Access

Log in to one-X Speech
Do the following to log in to one-X Speech:

  • Log in to the One-X Speech. From your desk dial 2999. Remotely 732-224-2999.
  • Enter your desk phone extension.
  • Enter your password which is your voicemail password.

One-X Speech allows you to do the following by using speech commands:

  • Read all your messages or only the ones that meet criteria you choose, such as those sent from a particular contact.
  • Record and send your replies to messages.
  • Forward messages.
  • Record and send new messages.
  • Save messages.
  • Retrieve information about your contacts.
  • Place phone calls for you.
  • Set up and manage conference calls.

To carry out its duties, one-X Speech uses:

  • Speech recognition technology to respond to your spoken commands.
  • Spoken prompts to request information and to guide you.
  • Text-to-speech technology to read text messages to you over the phone.

To carry out your commands, one-X Speech accesses the following:

  • Personal contacts you create in One-X Speech or, if you use Microsoft Outlook, in Outlook
  • People listed in your corporate directory
  • Your voicemail messages and information in your voicemail server
  • Your e-mail messages
  • Your appointments (calendar) and tasks, if you use Microsoft Outlook
  • Your tasks, if you use Microsoft Outlook.

Need help?
Remember, you can always do the following when you need help:

  • Say Help me when you are logged in to One-X Speech. The one-X Speech help prompts tell you what you can do next.

Complete One-X Speech Access User Guide
http://172.19.0.27/saonline/Documentation/Users Guides/UserGuide_indexC.html

Telephone Directory

Directory – Found on the 2nd (Features) Screen/Page provides the ability to spell an Avaya telephone system user’s name, find the number and, if desired, automatically call the person.

To use:

  • Press Directory
  • Spell the name using the Dial Pad and entering Last Name first
  • Special characters (Hyphen, Period, etc.) are not used in spelling:
    • Use Next to scroll through the list of names created from the characters entered or key in more characters of the name.
    • Use the (1) button as the Comma between the Last Name and the First Name
  • Press Make Call to automatically call the displayed party
  • Press Phone (exit)  when finished

Transfer and Conference Calls

To Transfer a call without Conferencing:

  • PRESS Transfer (Receive Dial Tone) Dial 3rd Party
  • PRESS Complete Hang Up


To Transfer a call and Conference the 3rd Party:

  • PRESS Conf (Receive Dial Tone) Dial 3rd Party
  • When 3rd Party answers, Announce the call and if the 3rd Party accepts the call PRESS Join
  • Introduce Parties and begin 3-way call


To add a 4th – 6th party to a 3-Way Conference
:

  • PRESS Add (Receive Dial Tone) Dial next Party
  • When Party answers, PRESS Join
  • Introduce Parties

NOTES:

Note 1 – If either you cannot reach the 3rd Party, (ring-no-answer, busy, recording, etc.), or the 3rd Party does not wish to accept the call, Press Cancel before continuing. If you misdial, Press Clear to receive a new dial tone.

Note 2 – When/If you Hang Up, one of the remaining parties must be either an extension within the system or an incoming outside call

Note 3 – You may place a Conference Call on Hold if desired.

Note 4 –A maximum of 6-parties including you may be conferenced together.

Voicemail

Log In

  1. Dial the Modular Messaging telephone access number 732-224-2900.
  2. Press #.
  3. Enter your Four Digit Extension.
  4. Enter your Password.
  5. Press #.

Note: If accessing Modular Messaging from your extension, skip to step 4.Express Messaging

Express Messaging allows you to call directly into an extension’s voicemail without ringing their telephone.

  1. Dial the Modular Messaging telephone access number 2901 or remotely 732-224-2901.
  2. Enter desired parties extension

Personal Greetings and Recorded Prompts

Create a Personal Greeting

  1. Login to your voicemail.
  2. Press 411 to record your personal greeting.
  3. Follow the instructions given from the system (see note).

Note: It is recommended you tell callers they may press zero to reach someone else in your office. Please see the instructions for changing your Personal Operator to set up this feature.
Create an Extended Absence Greeting

  1. Login to Modular Messaging.
  2. Press 412.
  3. Follow the instructions given from the system

Create a Please Hold Prompt

  1. Login to Modular Messaging.
  2. Press 415.
  3. Follow the instructions given from the system.
  4. When prompted, record: Please hold for your name.

Create a Spoken Name

  1. Login to Modular Messaging.
  2. Press 416.
  3. Follow the instructions given from the system.
  4. When prompted record your name (see note).

Note: This name will be played to callers when no personal greeting is recorded, when others receive messages from you, and when you retrieve your messages.

Change Your Password

  1. Login to Modular Messaging.
  2. Press 4 and follow the instructions.

Listening to Messages

  • Press 1,1 to retrieve your voice messages.
  • Press 2, 2 to retrieve your email over the phone.
  • Press 33 to forward to the end of the message.
  • Press # to skip.
  • Press 9 to save.
  • Press 4 to replay.
  • Press 5 to play message header.
  • Press 7 to delete.
  • Press 6, 1 to forward the message without a comment.
  • Press 6, 2 to forward the message with a comment.
  • Press 8, 1 to reply to the message sender.
  • Press 8, 2 to reply to all recipients.
  • Press 8, 8 to call the message sender.
  • Press 8, 9 to hear a list of the message recipients.

Message Notification Options (Outcalling)

  1. Login to your voicemail.
  2. Press 42 to enable or disable notifications.
  3. Follow the instructions given from the system to update your Find Me, Call Me or Notify Me status.

Note: To create or update your notification numbers and options refer to the Web Options or Outlook Voicemail Options Quick Reference Guide listed below.

Extension-to-Cellular

For Business Continuity/Disaster Recovery and enhanced ability to receive calls, the Extension-to-Cellular (EC500) feature is available. When requested by your Telephone Administrator, this feature provides the ability to have incoming calls to your desk phone ring at the same time on your Cell Phone.

To Activate:

  • Be sure that your Send All button/feature is not activated
  • Press EC 500
  • This feature can be activated/cancelled remotely by calling 732-224- 2021 to activate/732-224-2022 to cancel

If you answer a call on the cell phone, you may pick up the call on the desk phone and hang up the cell phone.

Using the Extend Call feature button, a call in progress on the desk phone can be extended to the cell phone, so that the desk phone can be hung up and the call continued on the cell phone.

When calling an office location from the cell phone, the called party sees your Name and Extension number rather than your cell phone number. This occurs regardless of whether or not your EC500 feature button is active for incoming calls. However, this will only work for Offices that are part of the Avaya system.