Broadview OfficeSuite User manual

BVN 10
Setting Up Your Cordless Phone
and Base Station for your
OceSuite® Phone

2
Welcome to OceSuite® Phone
Your new 100 percent cloud-based system, OceSuite® Phone includes hundreds of advanced features and the
latest technology to keep you in touch with your customers and employees, no matter where you are or what
device you use.
TO:
FROM:
Online
Fax

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Table of Contents
What is in the Box ...................................................................................................4
Available Phones ....................................................................................................5
Connecting your Phone and Base Station ............................................................................6
Using the MyOceSuite™ Portal ................................................................................... 10
Using Your Phone.................................................................................................. 18
Troubleshooting and Getting Help................................................................................. 24

4
What is in the Box
All of the items below are included in this box. If you are missing any items, please be sure to contact us
immediately at 1-888.623.VOIP (8647).
BATTERIES
BATTERY COVER
HANDSET CHARGING CRADLE POWER CORD FOR
CHARGING CRADLE
BASE STATION POWER CORD FOR
BASE STATION
ETHERNET CABLE
BELT CLIP

5
CORDLESS PHONE
Put cordless phones anywhere you need
them and give your employees the freedom
to move around the oce.
CORDLESS DESK PHONE
Cordless desk phones feature an enhanced speakerphone and 12 additional one-click speed
dials that put your employees in control.
BASE STATION
Connect up to 12 phones within 150 feet
using two base stations.
Available Cordless Phones
5

6
Connecting Your Phone and Base Station
Installing the OceSuite® Phone system is easy and should only take a few minutes. It is important that
you follow these steps in order. Instructional videos are also available by clicking on the Support tab on the
MyOceSuite™ portal or by visiting http://MyOceSuite.broadviewnet.com.
Use the included power adapter to connect
the base station to a wall outlet.
Use the included Ethernet cable (or equivalent) to
connect the base station to your Internet router or
to your local area network for Internet access.
12

7Connecting Your Phone and Base Station
3
2
1
Phone Charging
Cradle
Local Area Network or
Internet Router
Wall Outlet
Wall Outlet
4
Base Station

8Connecting Your Phone and Base Station
SYSTEM UPDATES
From time to time, Broadview Networks will make updates to your system via software changes on our network. To ensure
your system is up-to-date with the most current release of software, momentarily disconnect power from the base station
(leave the Ethernet cable connected) and then reapply power. If new software is available, the base station will download it
from Broadview’s servers and install it on the base station and the phones. During the software upgrade process, the base
station LED will blink amber and then blink blue for several minutes. The display on the phones will read Provisioning and
then Rebooting System.
DO NOT REMOVE POWER DURING THE PROCESS. Wait until the LED on the base station glows steady amber for a few
minutes and the phone display has returned to normal before making any calls. You may repeat this process occasionally to
be sure your software is always up-to-date.
Momentarily disconnect power from the base station
(leave the Ethernet cable connected) and then reapply
power. The base station will automatically download
and install new software if a newer version is available. If
newer software is downloading the LED will ash blue.
This process takes 3 to 4 minutes and it is important
that you do NOT remove power again while software
is updated. Wait until the LED is steady amber (not
blinking) for two minutes before making calls.
Connect the other power adapter to the phone
charging cradle and then to a wall outlet no more
than 150 feet from the base station. Place the phone
into the cradle to charge. The initial, full charge may
take up to 15 hours.
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5
3Insert the included batteries into the phone and
slide the battery cover into place. Should you
need to replace the batteries, use only NiMH
rechargeable batteries. Optionally, attach the belt
clip to the phone.
Follow the instructions on the next few pages for
Setting Up Your Systems and Features through the
MyOceSuite™ portal.
6

9Connecting Your Phone and Base Station
3
2
1
Phone Charging
Cradle
Local Area Network or
Internet Router
Wall Outlet
Wall Outlet
4
Cordless Handset
5
Base Station
To make an external call, simply dial the phone number and press the phone key.
To make an internal call, just dial the extension of the phone you would like to call (103) and press the phone key.

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Sign in to your MyOceSuite™ account at
MyOcesuite.broadviewnet.com with your username
and password that you created when you rst logged
into your MyOceSuite™ account. If you forgot your
password, you may click Forgot your password to
reset it.
Once logged in, you are presented with the Dashboard
from which you manage the phone system and your
services. Across the top of the Dashboard is a series
of tabs with dierent functions and in the center of
the Dashboard are widgets from which you can make
changes to the system and services. Each widget has an
information icon describing its function. To customize
the presentation of the Dashboard, click on Customize
Dashboard to add, remove, or reorder the widgets
according to your preference.
SETTING UP HOW CALLS COME INTO
YOUR SYSTEM
All incoming phone calls are sent to a specic phone
number in the system. Calls can be sent to individual
phones, to an auto attendant, or to a call group. The
rst step is to make sure that your phones and phone
numbers are set up the way you wish.
Using the MyOceSuite™ portal
Using the MyOceSuite™ Portal
ASSIGNING PHONES TO YOUR EXTENSIONS
OceSuite® Phone is so exible that any phone can be
assigned to any extension. To assign or change phones
and extensions, go to the Cordless Phone widget within
the MyOceSuite™ portal and select a location from
the drop-down list at which you want to manage your
cordless phones. Then, press Change Conguration.
A single phone can be assigned an extension
(dedicated) or multiple phones can be assigned
to the same extension (shared). All phones with
the same extension will ring when the extension is

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Using the MyOceSuite™ portal
Using the MyOceSuite™ Portal
CHANGING THE NAME DISPLAYED ON
YOUR PHONE
To change the name displayed on any phone, click
on the Phone System tab, then click on Phones and
choose the Cordless Phone Manager. Select the site
at which you want to manage your phones and click
on Actions. Here, you will select Personalize Phones
to change the name display on your phone.
FOR ALL OTHER FUNCTIONS OF THE
MYOFFICESUITE™ PORTAL, REFER TO THE
MYOFFICESUITE™ ADMINISTRATOR GUIDE.
Administrator User Guide
CONTACT SUPPORT
1-888-623-VOIP
O[email protected]
http://community.broadviewnet.com
OceSuite® Phone
PUTTING ALL YOUR OFFICESUITE® FEATURES TO USE TO BE MORE EFFICIENT
Add,remove, and reorder widgets here on your dashboard to see the information you want instantly.
CUSTOMIZE DASHBOARD
BroadviewNetworks Welcome, John Smith
ServiceID | 123456AAFF
HelpChat
Showmy phone numbers
x1234
SIGNOUT
?
SELECTEXTENSION
DoNot Disturb
OFF
MYPHONES
SAVE CONFIGURE
1234- Smith, John
INBOUNDFAXNUMBER
CHECK
FAXES
SENDA FAX
new
messages
REFRESH
40
MYONLINE FAX
123.456.7890
SELECTEXTENSION
CHECK VOICEMAIL
VOICEMAIL
SETTINGS
new
messages
REFRESH
2
MYVOICEMAIL
1234- Smith, John
STARTAMEETING
JOINA MEETING
UseMy Room
JOIN
SCREENSHARE VIDEO
MYHD MEETING
DETAILS
SELECTEXTENSION
MYCALL GROUPS
1234- Smith, John
CONFIGURE
AUTOATTENDANTS
CONFIGURE
INCOMINGCALL ROUTING
INDIVIDUALS
GROUPS
AUTO
ATTENDANTS
CHANGE CONFIGURATION
SELECTLOCATION
CORDLESSPHONES
1234Tenth Ave.
MACADDRESS
NOBASE
STATIONFOUND
12:34:D1:12:34:56
4 active extensions
MyServicesDashboard Contacts PhoneSystem
AdditionalServices OrderStatus Billing Support Settings
called. As long as a line is available, even if a shared
extension is in use, other phones with the same
extension can continue to make and receive calls.

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CONFIGURE CORDLESS PHONES
From the top tabs, select Phone System – Phones
– Cordless Phone Manager or Select the Cordless
Phone widget from your dashboard.
Using the MyOceSuite™ portal
Using the MyOceSuite™ Portal
Select the site at which you want to manage cordless
phones from the drop list.
If the site already has a base station registered and
phones connected, it will show the registered base
stations.
OR

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Using the MyOceSuite™ portal
Using the MyOceSuite™ Portal
If the site has no base station yet, then you can register a new base station.
Once a base station is registered, manage phones at that site by dragging and dropping phones onto extensions.
You can have up to 6 phones per base and up to two base stations per site. Phones connected to a base can each
have their own extension, or all 6 can share one extension, or any combination of phones and extensions up to
a maximum of 6.

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Using the MyOceSuite™ portal
Using the MyOceSuite™ Portal
All six phones share one extension. Press Add a Desk Phone or Add Handset accordingly.
One phone for each of the six extensions.

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Using the MyOceSuite™ portal
Using the MyOceSuite™ Portal
A mix of phones and extensions (maximum of 6).
Press Save to save all your phone and extension assignments. You will be prompted to restart the base station
for the changes to take eect. Momentarily remove the power cord from the base station (DO NOT remove the
Ethernet cable) and then restore power. The update make take several minutes to take eect. DO NOT REMOVE
POWER DURING THE UPDATE.

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Using the MyOceSuite™ portal
Using the MyOceSuite™ Portal
From the same Actions menu, you can also synchronize
phone settings between the server and the base station,
or reset, remove, or replace a base station.
After you assign phones to extensions, you may wish to
personalize them with the name of the person to whom
they are assigned. Press the Actions button
and select Personalize phones.

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Using the MyOceSuite™ portal
Using the MyOceSuite™ Portal
To add a second base station, Enter a MAC address from the second device in the appropriate eld
and press Verify and Add Base Station.

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Using Your Phone
Speaker
Volume
Talk O
Soft Keys
Talk On
Phonebook
Voicemail
Intercom
Headset Jack
Microphone
Power
Mute

19Using Your Phone
PERSONAL PROGRAMMABLE KEYS
The cordless handset has 10 programmable speed dials.
To program speed dials:
Press the Ok key and click on the cloud icon/Services
option and press Ok. Then, scroll down to the Speed
Dial option and click Ok. There you will see 10
programmable speed dials referenced as keys. Click on
the key you would like to program, then click Ok and
enter the phone number, be sure to hit Save. Repeat
these steps to program each speed dial.
To make a call using a programmed speed dial, hit the
green Talk On key on the phone and hold down the
corresponding number to initiate the call.
MAKING AND RECEIVING CALLS
Your system includes unlimited calls within the oce
and across the United States, Canada, Puerto Rico and
the US Virgin Islands. For International calls, charges
apply and you must rst dial 011 then the country code,
then the number.
MAKING A CALL FROM ANOTHER LINE
If your phone has multiple lines associated with it, and
you would like to use a line other than the default line,
enter the number, or select a record in the Phonebook/
Call Log list. Then, hold down the green Talk On key
or OK key. If the phone is assigned with multiple lines,
a line selection menu will show on the display. Select
the desired line, press the Dial soft key, OK key or Talk
On key to make a call. If the phone is assigned with a
single line, it will be selected automatically to make a
call. Users can press the Talk On key rst, then enter the
phone number followed by a ‘#’.
USING THE SPEAKERPHONE
During any call, simply press the green Talk On key
to enable the speakerphone. The speakerphone is
located on the back of the phone and the microphone
is located under the keypad. The speakerphone is
full duplex, meaning that you can have a two-way
conversation instead of waiting for the other party to
nish speaking.

20 Using Your Phone
ANSWERING CALLS
When there is an incoming call, press the green Talk
On key to answer the call. After the call is connected,
pressing the green Talk On key again will change it to
speaker mode.
REJECTING CALLS
When there is an incoming call, press the Reject soft
key to reject the call. When you reject a call, calls will
be unanswered and are forwarded to your pre-set
forwarding destination.
USING YOUR PHONE’S INTERCOM
Phones connected to the same base station can instantly
connect by pressing the INT key on the phone keypad.
Then, use the directional navigation to select the target
phone (e.g. HS2, HS3, HS4) and press OK. If the other
phones on your system have individual extensions, you
may also opt to dial them by their OceSuite® extension.
CALLING ANOTHER EXTENSION ON THE SYSTEM
Instantly connect with any extensions on the system by
simply dialing the extension (e.g., 102) and pressing the
green Talk On key. Remember that multiple phones can
have the same extension, so multiple phones may be
called.
MUTE
The Mute key is located in the lower right corner
of the phone. During a call, press the Mute key. A
microphone icon with a slash through it appears on the
display. To unmute the call, press the Mute key again
and the microphone icon will disappear, indicating the
call is unmuted.
CALL WAITING
Enable or disable your call waiting tone via the Menu.
First press the OK key, then select the cloud icon
(Services will appear at the top of the display when the
cursor is over the cloud icon), then press OK. Scroll over
to Call Waiting and press OK. Select Enable and press
OK or the Save soft key. You will see Saved on your
screen momentarily. When the services menu reappears
on your display, press the Back soft key twice to return
to the main phone screen. With call waiting enabled,
when a second call comes in, you will hear a call waiting
tone and then you can: