Verizon UCCaaS Telephone Instruction 7841 Set, Harvard Voicemail

Instructor: Lynne Hennessy Class Duration: 60 minutes Cisco 7841 Telephone set orientation

Basic call handling features Harvard Voicemail

For more information go to: http://phone.harvard.edu/learning-center

7/20/15

What is Harvard Phone?

• A modern phone system designed to help you communicate more effectively

• Cloud based phone system managed by Verizon using Cisco technology

Mobile Make and receive calls from multiple

devices (mobile, desk, computer)

Web access to change your user preferences from

anywhere

Simple Easy to use features through soft keys

Common platform University wide with phone directory at

your fingertips

Enable Suite of self service tools to get you what

you need faster

Communicate the way you want to

through chat, video, screen share and/or

phone

Here is what’s new

A new desk phone where service is delivered over the data network A new voice mail box

System is the same, but access number is changing to (617-998-3999)

You will need re-establish a mail box: log in, create new PIN and set up your greeting, recorded name

Messages in your existing voice mail box will not automatically transfer to new system

Voice mail to email delivery Choose to have your voice mails sent to your email

Web portal (coming soon) Log in using your HarvardKey

Early adopters will use HUIT provided credentials until HarvardKey is rolled out

Access to change your user preferences even when you are not in the office Going to be out? Change your call forwarding

Take calls on the device of your choice using Jabber (coming soon) You have the option to make and receive calls using your Harvard telephone number from any device

People trying to reach you dial your Harvard number and it will ring where you have elected

When you dial using Jabber, your Harvard phone number (not your cell phone number) appears to the person you are calling

Phone Support

The Learning Center

http://phone.harvard.edu/learning-center

Use this site to get helpful tutorials, presentations and FAQs

For Incident Support

Contact HUIT Service Desk

Call: 617-495-7777

Email: ithelp@harvard.edu

Let’s be clear about 911-Important Safety Tips

911 is an important safety service When you dial 911 from a desk phone, certain information is typically available to the emergency operator

The phone number

The address where the phone is located

But, despite all our efforts, the information may not always be complete Always remember to tell the 911 operator your name and location information

Give explicit room, floor, and quadrant of building information to help emergency responders find you

Because address information is tied to the phone, Please Don’t Move Your Harvard Phone If you need to move your phone to a different office, floor or building please call 617-495-7777 or email

ithelp@harvard.edu and the address and room, floor, quadrant information will be updated

Keeping your phone location information current is critical to your safety and that of others

When calling 911 from your cell phone Do not call from your Jabber client, use the cell phone key pad only

Giving explicit location information is even more critical

GPS on your phone will only give the emergency responder an ‘approximate’ address location (within 300 feet of the mobile device)

GPS will not show what floor you are on if you are in a multistory building or a basement

Cisco 7841 Desk Phone

Cisco 7841 Phone 1- Handset light strip

6- Hold/ Resume button 7- Conference button 8- Transfer button

9- Speakerphone button 10- Headset button 11- Mute button

Copyright 2014 ProComm Solutions, Inc.

2- Phone screen 3- Programmable feature buttons, Up to 4 lines

12- Key pad

4- Softkey buttons 5- Navigation and select button

16- Messages button 15- Applications button 14- Contacts button

17- Handset

13- Volume button

Line button LED’s: Amber light = incoming call Green light = solid green, your active call – flashing green, your call on hold Red Light = shared line in use

Fixed Feature Buttons Transfer Transfers a call.

Conference Creates a conference call.

Hold Places a connected call on hold.

Navigation: The two-way Navigation button allows you to scroll through menus, highlight items, and move within a text input field.

The Select button (center of the Navigation button) allows you to select a highlighted item as well as wake up the phone from deep sleep mode.

Speaker Toggles the Speakerphone on and off. Selects the speakerphone as the default audio path and initiates a new call, picks up an incoming call, or ends a call. During a call, the button is lit green.

Mute Toggles the microphone on or off during a call. When the microphone is muted, the button is lit red.

Headset Toggles the headset on and off.

Selects the headset as the default audio path and initiates a new call, picks up an incoming call, or ends a call.

During a call, the button is lit green.

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Fixed Feature Buttons Applications To access applications such as call history, preferences, administrator settings, and

phone information.

Contacts To access personal directory and corporate directory.

Messages

Speed dial to voicemail.

Volume Controls the handset, headset, and speakerphone volume (off hook) and the ringer volume (on hook). Silences the ringer on the phone if an incoming call is ringing.

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Dialing Instructions

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Internal calls within Harvard University: Dial 5-digit extension External calls: Dial 9+1+10-digit telephone number To reach emergency service: Dial 911 or 9+911

NOTE: IF YOU OMIT THE EXTRA 9 YOU WIL BE CONNECTED TO A 911 OPERATOR - IF THIS IS BY ACCIDENT, DO NOT HANG UP, EXPLAIN THE MISTAKE TO THE OPERATOR.

(This typically happens when dialing internationally)

To Place a Call

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Lift the handset and dial the phone number or Press a Line button or Press the Speaker button or Press the New Call softkey or Press the Headset button or Dial the phone number and press Call softkey, or lift

handset

Note: There are multiple ways to perform the same functions on Cisco IP phones. It is your personal preference how you choose to implement them.

To Answer or End a Call

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To Answer an incoming call: Lift the handset or Press the flashing amber line button or Press the Answer softkey or Press the Speaker button or Press the Headset button

To End a call: Replace the handset or Press the Cancel softkey or Press the Speaker button or Press the Headset button

Call Hold

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To place an active call on Hold: Press the Hold button The Line button will flash green

To retrieve the held call: Press the Resume softkey or Press the flashing Line button or Press the Hold button

Call Waiting

If you are talking on a call and a second call rings to your phone, you will hear a call waiting tone and see an amber flashing light on your Line key.

To answer the second call: Press the flashing amber Line key

Your first call will automatically be put on hold

To toggle between the held calls: Press the flashing Line key to toggle

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Transfer

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While on an active call: Press the Transfer button , the call is automatically on hold Dial the 5-digit extension you want to transfer the call to When the party answers, announce call (optional) Press the Transfer button again to complete the transfer

If line is busy or does not answer: Press the Cancel softkey Press the Resume softkey or the flashing Line button of the

original call to be reconnected

Transfer to Voicemail

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While on an active call: Press the Transfer button Dial * + the 5-digit extension of the destination mailbox Press the Transfer button again to send caller to voicemail

To call someone’s voicemail directly without ringing their telephone: Dial * + the 5-digit extension

Divert Call to Voicemail

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When a call is ringing on your phone: Press the Decline softkey Decline sends an individual ringing call directly to your

voicemail

Conference Call – 4-party

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While on an active call: Press the Conference button , you may need to press the More

softkey first * Dial the next call (internal or external) * Announce the conference call * Press the Conference button again to connect parties

To add additional parties: Repeat * steps for each added caller, up to the maximum

If line you are conferencing in is busy or does not answer: Press the Cancel softkey to remove the unavailable party Press the Resume softkey or the flashing Line button to be reconnected

to the conference call

View and Remove Conference Participants

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While on an active conference call: Press Details softkey, you may need to press the More softkey

first

To remove a conference participant: Use the Navigation button to highlight the participant to be

removed Press the Remove softkey Note: Removing a conference participant can only be performed by the

conference originator. Note: When the originator of the call drops, the conference call is ended.

Joining Two Calls Across lines

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To Join Two Calls across lines or conference an incoming call to another call

While on the active call: Press the Conference button Press the Line button of the held call See message on display “Do you want to conference xxx-xxx-xxxx?

No Yes” Press Yes softkey to complete the conference

Call Forward

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To forward all incoming calls to another number: Press FwdAll softkey Dial the 5-digit extension number or 9+ 1+ 10-digit external phone

number to receive calls To forward all calls to voice mail: Press FwdAll softkey Press Messages button

To deactivate Call Forwarding: Press FwdOff softkey

Do Not Disturb

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To temporarily silence (disable) the phones ringer: To activate Press the More softkey Press the DND softkey

Check display to confirm activation – see DND is Active

To deactivate Press the More softkey Press the DND softkey (check display to confirm cancellation)

Note: You will hear one short tone, then only visual indication of the incoming call, the call can be answered or let go to coverage path.

Harvard Voicemail

Voicemail overview

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Harvard voicemail service has moved to the cloud. Functionality of the new voice mail system, including menu prompts when dialing in, will largely remain the same as the current system. But there is something new: Upon conversion, all users will have the option to have a copy of your voicemail

message sent directly to your email Over time, HUIT will be rolling out more features to improve the voice mail service including: Remote management of your voice messages via a web portal Single voice mailbox for all messages for calls made to your Harvard telephone

number regardless of which device is ringing To view expanded user guides and tutorials go to:

http://phone.harvard.edu/learning-center

Initializing your Voicemail (first time login)

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From your office phone, press the Messages button Enter your starter PIN (2580) + # key Follow the voice prompts and:

– Record your First and Last Name – Record your Greeting – Select PIN (6 > 10-digits) (non-trivial sequences) – Choose to be listed in the company directory

Wait for voicemail system to confirm: “You have finished enrollment” before exiting

Access to your old VM box will be disabled sometime after the conversion

Accessing your Voicemail

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To call voicemail from your desk: Press the Messages button or dial 83999 Enter your PIN + # key

To call voicemail from an outside line: Dial 617-998-3999 (new voicemail access number) Press the * key, when you hear the voicemail greeting Enter your ID (your 5-digit extension number) + # key Enter your PIN + # key

To retrieve messages from another extension (not your own) Press the Messages button or dial 83999 Press the * key, when you hear the voicemail greeting Enter your ID (your 5-digit extension number) + # key Enter your PIN + # key

Saving old Voicemail messages

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Messages in your existing voicemail box will not automatically transfer to the new system. Saving current voice mail messages You cannot move old voice mail messages to your new voicemail box. Messages you want

to save can be sent to your email account. You can log into the old voicemail system 5-8168, and then forward the messages you’d like

to save back to yourself on the new system. You can receive a copy of a voicemail message in your new voicemail box and a copy will

also be sent as a .wav file to your email account. For more detailed, step by step instructions, please go to

http://phone.harvard.edu/learning-center and click on the Voice Mail Information Guide link.

Your old mailbox and all messages will be deleted some time after the conversion date. You will no longer be able to receive messages in your old voice mail box after you have been converted to Harvard Phone.

Getting your voicemail messages in your email

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You are able to get a copy of your voicemail messages in your email On your phone:

When you have a voicemail message, a red light will show on your handset and an envelope icon will appear on the phone display opposite your extension number.

In your email: When you have a voicemail message in email you will get an indication in your

email as a message with related information such as the time and date the message was received.

Getting your voicemail messages in your email

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To listen to your voicemail message in your email, you must have speakers turned on and active or a USB headset plugged in to your pc or laptop.

Harvard Connection delivers the message to your voicemail box and forwards a copy of the message to your associated email address.

The message is stored both in your local Harvard voicemail box AND your email mailbox.

Deleting the message from your email DOES NOT delete the message in the local Harvard Connection voicemail box . You will have to delete the message in voicemail as well.

For additional information

Go to The Learning Center

http://phone.harvard.edu/learning-center

Use this site to get helpful tutorials, presentations and FAQs

For Incident Support

Contact HUIT Service Desk

Call: 617-495-7777

Email: ithelp@harvard.edu

(c) Copyright 2015 ProComm Solutions, Inc. All Rights Reserved.

(c) Copyright 2015 ProComm Solutions, Inc. All Rights Reserved.