Broadview OfficeSuite User manual

User Guide
CONTACT SUPPORT
Just click on Help Chat on top of the
MyOceSuite Dashboard
http://MyOceSuite.broadviewnet.com
To access the community, go to the Support tab
on the MyOceSuite Dashboard or visit
http://community.broadviewnet.com
OceSuite® Phone
PUTTING ALL YOUR OFFICESUITE®
FEATURES TO USE TO BE MORE EFFICIENT

Table of Contents
QuickStartGuide.....................................................................................3
UsingYourPhone................................................................................4
Using Features Through the MyOceSuite Portal ........................................6
InstallingYourPhone.................................................................................9
UsingYourOceSuite®Phone......................................................................10
ActivatingYourPhone .........................................................................10
MakingCalls....................................................................................10
SettingUpVoicemail...........................................................................10
Using the System from the MyOceSuite Portal ..............................................13
ListeningtoVoicemail..........................................................................15
SettingUpSpeedDials.........................................................................17
Forwarding Calls ...............................................................................19
SearchingandAddingContacts...............................................................20
OptionalFeaturesandServices.....................................................................25
Getting Help ........................................................................................31
SafetyandRegulationInformation..................................................................33
Index ................................................................................................34
Copyright,SafetyNotices...........................................................................35
If you’re using the Classic Portal, there is a dierent website to manage your features.
Go to http://ocesuite.broadviewnet.com to access your system.
Talk to your admin about
upgrading to the new
MyOceSuite Portal.

All of your phone’s features and settings will be
managed through the phone itself and through
our intuitive, online customer portal called
MyOceSuite. An account has been created for
you upon purchase in which you will receive an
activation email instructing you to set your password.
Once activated, you can login to the portal at
http://MyOceSuite.broadviewnet.com to view
and manage your system and features.
Quick Start Guide
This quick start guide is designed to provide you
with a brief overview of the system.
For more detailed instructions, please reference
the Index on page 34 and search by the topic. You
can also watch the helpful videos conveniently
displayed on each of the widgets for visual step-by-
step instructions.
3Quick Start Guide
Polycom 6-Line LCD Phone Shown (VVX 300)
Speaker
Dialpad
Transfer
Messages
Hold
Hookswitch
Reversible tab
(for wallmount
installation)
Security slot (on back)
Mute key
Speakerphone key
Headset key
Navigation keys/
indicator
Select key
Microphone
Home key
Line keys
Screen
Message waiting
Volume keys
Soft keys

Quick Start Guide – Using Your Phone
ACTIVATING YOUR PHONE
Press the Activate soft key and enter your extension
and PIN, then press Activate. If your phone does not
have an Activate soft key, contact your technical
sta for activation.
MAKING CALLS
External Calls
You must dial a 9+1 then the number, then press
the Send key.
Internal Calls
Internal calls can be made by just entering the
extension of your colleague, then press the Send key.
International Calls
To make calls outside of the United States, dial 9
+ 011 + Country Code + City Code + the phone
number of the person you are trying to reach, then
press the Send key.
TO RECORD OR CHANGE YOUR
VOICEMAIL GREETING
Press the Voicemail key on your phone and enter
the default passcode of 1234 (unless you changed
it via the MyOceSuite portal to match your phone
PIN) and follow the prompts to record your greeting.
Here, you can also reset your passcode.
LISTENING TO VOICEMAIL MESSAGES
From Your Desk Phone
Press the Voicemail key and follow the prompts.
From Any Phone Outside Your Oce
1. Call your own phone number
2. During your voicemail greeting press * key and
follow the prompts.
ACCESSING THE COMPANY DIRECTORY
Press the Home key on your phone, then select
Directories. Then, select Corporate Directory to
search for employees by typing in the rst few letters
of their last name and pressing Submit. Once the
coworker you are trying to reach is selected, press
the Dial key to begin the call.
USING REDIAL
Press the Redial key to call the last caller you dialed.
PLACING A CALL ON HOLD
When you are on a call and would like to put
someone on hold, press the Hold key. This places
the call on hold. Take the call o hold by pressing
the Resume key.
TRANSFERRING A CALL
Once on an active call, you can transfer a call by
pressing the Transfer key. Then, dial the internal or
external number (don’t forget to dial 9 + 1 for an
external call) and press Transfer to complete the
transfer.
MAKING A CONFERENCE CALL
Dial the rst party’s number, then press Send. Once
the rst party answers, press the Conference key to
dial another party and once they answer press the
4Quick Start Guide

Press when the phone is not in use.
MUTING A CALL
Press to mute the microphone during a call.
Then press to turn o mute.
NOTE: This command works whether you are using
Quick Start Guide – Using Your Phone
5Quick Start Guide
Conference key again to join all parties.
ADJUSTING YOUR PHONE DISPLAY SETTINGS
You can adjust and personalize your phone’s settings
by clicking on the Home key and then selecting the
Settings icon and Basic.
ADJUSTING THE SPEAKER VOLUME
Press to adjust the volume of the handset,
headset and speakerphone during a call.
ADJUSTING THE RINGER VOLUME
For touchscreen models, use these icons to access features and services (VVX 600 display shown).
For non-touchscreen models, use the key.

Quick Start Guide – Using Features through the MyOceSuite Portal
6Quick Start Guide
the headset, handset or speakerphone.
Login to the MyOceSuite Portal at
http://MyOceSuite.broadviewnet.com
to perform the next set of functions.
SETTING UP HOW YOU RECEIVE VOICEMAILS
There are several ways that you can receive voicemail
messages, including via email. To set up how you’d
like to receive your messages, click on Voicemail
Settings on the My Voicemail widget and check
the box for Enable Voicemail Notications and
select your preference and enter the email address of
where you would like to receive messages.
CHECKING VOICEMAIL ONLINE
You can check your voicemail right from the portal.
Click on Check Voicemail from the My Voicemail
widget. Here you can listen, sort, delete, save or
forward messages.
CALL TWINNING
Enable your cell phone and desk phone to ring
simultaneously so you never miss a call. After
purchasing this feature, you can easily turn it on
through the My Call Twinning widget and entering
the number you’d like to twin and click Save.
Then, program a line key as Twinning Pullback
If you’re not already a MyOceSuite Portal user, you would manage your
features through the Classic Portal at http://ocesuite.broadviewnet.com.

Quick Start Guide – Using Features through the MyOceSuite Portal
in MyOceSuite.
PROGRAMMING BUTTONS: SPEED DIALS AND
FORWARDING CALLS TO OUTSIDE PHONES
OceSuite® Phone enables you to program any
assigned keys on your phone to whatever numbers
you’d like. The most popular buttons to program
are Speed Dials, Forward to Voicemail or Cell
and Intercom. To program your buttons, click on
Congure on the My Phones widget. Select any
unassigned programmable soft key and select from
the drop-down menu the type of button you’d like
to program, enter the number, label it and click Save.
Line Keys can be programmed as line appearences,
monitor keys, pick up groups, twinning pullback and
*All external numbers must be entered with 9 + 1 + then the number in order to function properly.
7Quick Start Guide

8Quick Start Guide
Quick Start Guide – Using Features through the MyOceSuite Portal
park location keys.
CHECKING EMAIL
Click on Check Email from the My Email widget. The
number of new messages is displayed on the widget
for your convenience.
SEARCHING AND ADDING CONTACTS
Click on the Contacts tab on the top navigation of
the portal. Here, you can search and create Favorites
and import new contacts.

1A: CONNECT POWER TO YOUR PHONE
If your network is not Power over Ethernet enabled,
use the optional power adapter. Connect it to
and plug the other end in to a 120V AC outlet.
Installing Your Phone Without
Power Over Ethernet
1B: CONNECT YOUR PHONE TO THE LOCAL
AREA NETWORK
If your network is Power over Ethernet enabled, you
do not need the power adapter and should simply
connect an Ethernet cable into your existing local
area network and into the port on the back
of your OceSuite® phone.
2: CONNECT YOUR PHONE HANDSET
Connect your phone handset into the port next to
on the back of your OceSuite® phone. You may
also connect a headset into the port next to on
the back of your OceSuite® phone.
3: CONNECT YOUR PC TO YOUR PHONE
OPTIONAL
OceSuite® can utilize an integrated Ethernet switch
that allows you to connect to your computer without
requiring an Ethernet Port.
To do this, connect one of the provided Ethernet
cables to your computer and into the PC port
on the back of your OceSuite® phone.
Installing Your Phone With Power
Over Ethernet
For helpful videos, guides and other tools, visit:
http://www.broadviewnet.com/getting-started
For a list of recommended headsets, go to www.broadviewnet.com/ready
{OR}
Proceed to STEP 1B
9
Power HandsetPC/LaptopLANHeadset

10
Activating Your Phone
Press the Activate soft key and enter your extension
and PIN, then press Activate. If your phone does not
have an Activate soft key, contact your technical
sta for activation. Your extension was created by
Broadview Networks when your account was created
and when you rst logged into MyOceSuite, you
created your numeric PIN.
Making Calls
EXTERNAL CALLS
For calls outside your oce, simply pick up the
handset or press any line key to activate the
speakerphone and dial 9 + 1 + the 10-digit phone
number, and then press Send.
Example: 9 + 1 + 800 + 555 + 1212
INTERNAL CALLS
For calls inside your oce, simply pick up the
handset or press any line key and dial the extension
of your colleague and then press Send. To use the
company directory press Home, then Directory and
type in the rst few letters of the party’s last name
using your phone’s keypad, or scroll to nd their
name, then press Dial.
INTERNATIONAL CALLS
To make calls outside of the United States, dial 9
+ 011 + Country Code + City Code + the phone
number of the person you are trying to reach, then
press the Send key.
Example: 9 + 011 + 52 + 55 + 5130 + 5300
NOTE: OceSuite® allows companies to restrict
International calls so if you cannot make an
international call, please contact your local
administrator.
Setting Up Voicemail and Getting Messages
Press the Message key on your phone and enter
the default passcode of 1234 (unless you changed
it via the MyOceSuite portal to match your phone
PIN). Then, follow the voice prompts to set up your
mailbox and change your passcode.
NOTE: Please choose a passcode that is easy to
remember for you, but dicult for
others to guess.
RECORDING YOUR VOICEMAIL GREETING
To record or change your voicemail greeting, hit the
Message key on your phone and log in with
your passcode followed by the #sign. Then, select
option 9and follow the prompts.
To change your voicemail greeting, click the
Message key on your phone or simply call your
phone number and press the Star (*) key when you
hear your current greeting.
Then, enter your voicemail passcode and follow the
instructions.
RETRIEVING VOICEMAIL FROM YOUR
OFFICESUITE® PHONE
When you have a message, your phone indicator
light will blink red on your phone. Then, push the
Message key and enter your passcode.
MAKING A CONFERENCE CALL
Dial the rst party’s number, then press Send. Once
the rst party answers, press the Conference key to
dial another party and once they answer press the
Conference key again to join all parties..
Using Your OceSuite® Phone

Using Your OceSuite® Phone
USING REDIAL
Press the Redial soft key to redial the most
recently called number. To redial previous numbers,
use the call list and scroll through to nd the
desired number.
Volume Control
ADJUSTING THE SPEAKER VOLUME
Press to adjust the volume of the
handset, headset and speakerphone during a call.
Mute Key
Headset Key
Speakerphone Key
ADJUSTING THE RINGER VOLUME
Press when the phone is ringing.
MUTING A CALL
Press to mute the microphone during a call.
Then press to turn o mute.
NOTE: This command works whether you are using
the headset, handset or speakerphone.
11
Home Key (not on
touchscreen phones)
Message Waiting
Indicator
Soft Keys
Line Keys
(number varies
by model)
Navigation/Select Keys
Volume Keys
Microphone
Transfer*
Messages*
Hold*
300 and 400 models only.
Polycom VVX-400 model shown. Buttons and screen vary by model.
*
**

12
Using Other Phones
PARKING A CALL ON ONE PHONE AND
RETRIEVING IT ON ANOTHER
The Park/Retrieve feature allows you to put a
call on hold at one phone and retrieve it from any
other phone in your organization. To use the Park/
Retrieve feature, it’s best if you program Park
Location keys on each phone. Do this via the My
Phones widget in the MyOceSuite portal. Select
any unassigned Line key and then select Park
Location from the drop-down menu. Select the
corresponding location from the Details drop-down
(1 through 9) and that key will represent the
numbered parking space so you know where the
call is parked. When active in a call, press the Park
Location key to park the call. The phone display
will show the parking lot assignment. You can then
Page the party for whom the call is intended and
convey the parking space number. The other party
retrieves the call from another phone by pressing
the Park Location key corresponding to the parking
space number of the call. Up to 9 calls can be parked
at any time. For information about Expanded Park
Locations (up to 90 parking spaces) contact
OceSuite® Support.
LOG OUT OF YOUR OFFICESUITE® PHONE
1. Press the Log Out soft key.
2. Press Yes to conrm your log out.
NOTE: When you log in to a dierent phone, you will
be automatically logged out of any other phone that
is active unless multi-desking has been enabled.
HOT DESKING/MULTIDESKING
Hot Desking allows you to move around your oce
and in between multiple locations and simply log
into any OceSuite® phone and use it as your own
– same number, same speed dials, same voicemail.
There is nothing to set up! Simply go to any other
Using Your OceSuite® Phone
OceSuite® phone and if someone else is logged
into it, press the Log Out key (allow the phone to
restart). Click the Activate button and enter your
extension and your PIN.
THE PHONE IS NOW YOURS!
NOTE: When you log into another phone, you will
automatically be logged out of all other phones,
unless your multi-desking is set to greater than one
device – up to 5 devices can be used at once when
multi-desking is activated.

http://MyOceSuite.broadviewnet.com
Using the System from the MyOceSuite Portal
If you’re using the Classic Portal, there is a dierent website to manage your features.
Go to http://ocesuite.broadviewnet.com to access your system.
Talk to your admin about
upgrading to the new
MyOceSuite Portal.
13

Using the System from the MyOceSuite Portal
The MyOceSuite portal is a revolutionary
customer portal that enables you to manage all
the preferences and features of your OceSuite®
system, including: email, fax, HD meeting and your
toll-free service. You will be set up by Broadview
as a MyOceSuite user for the customer portal, as
well as enabled with an extension for phone
system access.
Once established, you will receive a welcome email
instructing you to activate your account and set
your password and prole.
Once logged in, you are presented with the
MyOceSuite Dashboard from which you manage
the entire system and all of 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 a video
icon and information icon describing its function
to help illustrate how to use the widget.
Video Help Information
14
MYOFFICESUITE APPS
Download the MyOceSuite app to use
on your mobile device and desktop.
STAY IN COMPLETE CONTROL
AND NEVER LOSE
TOUCH WITH YOUR OFFICE
OR CUSTOMERS
ONE CLICK TO CALL ANY
OTHER EMPLOYEE OR ANY
FAVORITE CONTACT
LISTEN TO VOICEMAIL
MESSAGES, EVEN FIND
AND FORWARD IMPORTANT
MESSAGES TO ANYONE
GET NOTIFIED OF
IMPORTANT MESSAGES AND
RESPOND IN REAL TIME
Angela Smith: Chat Messa...
1234 - Jones, Robert
Smith, Ryan
Beaver, Christy
Blakely, Jerey
Freight, Eric
Gonzalez, Andrew
Klein, Cynthia
Micheals, Brian
McDonald, Kristen
Thomas, Amy
“Hi Bob. We won
the deal. Tell the
whole team!”
14

CHECKING VOICEMAIL FROM ANY
PHONE OUTSIDE YOUR OFFICE
Call your own phone number and during your
voicemail greeting, press the Star (*) key and then
follow the prompts.
LISTENING TO VOICEMAIL
To listen to your messages online, simply click
Check Voicemail from the My Voicemail widget.
Now, choose any message you would like to listen
to and use the built-in controls to pause or stop the
message. From here, you can download messages or
delete them, ag messages for future use, or forward
them instantly right from the portal. You can even
nd important messages by ltering for specic
voicemails with just a few key strokes, just enter the
date, name or phone number and press enter.
SETTING UP HOW YOU RECEIVE
VOICEMAIL MESSAGES
Click on Voicemail Settings on the My Voicemail
widget and select how you would like to receive your
voicemail messages in the notication section.
GETTING VOICEMAIL MESSAGES VIA EMAIL
OceSuite® Phone can send your voicemail message
to any email address.
To enable this, click on Voicemail Settings on the
My Voicemail widget and check Enable Voicemail
Notications. Here, you can select to receive just
an audio le of the message or the audio le with
a transcript of the message. Then, enter the email
address you would like to receive messages at and
click Add and Save.
Using the System
15

16
TURNING ON VOICEMAIL TRANSCRIPTION
Receive your voicemail messages via email along
with a transcription of the audio. Check the box for
Enable Voicemail Notication and then select
Audio File w/Transcript from the drop-down list.
Monthly charges do apply, see the portal for details.
ACTIVATING AND USING YOUR
VOICEMAIL APP
The OceSuite® Mobile Voicemail App is available
for free. The Voicemail App allows access to your
OceSuite® voicemail messages on your mobile
device and displays a list of all of the messages
in your voicemail box, indicating the time, caller
and status. The app allows you to listen to your
messages and features touch-controlled fast forward
and rewind. It also allows callback, forwarding
and general integration with the contacts on your
smartphone. The app is integrated with the Message
Waiting Indicator on your OceSuite® phone,
so listening to a message in the app marks it as
listened to and the message waiting light on your
OceSuite® phone will go out.
To get the app, simply download
it from your smartphone and follow
the simple instructions.
Using the System

Using the System
SETTING UP SPEED DIALS AND MEMORY KEYS
Your OceSuite® phone has memory keys that you can easily set up as one-touch speed dials or to access the
powerful features of the system. Setting up your memory keys is easy. Click Congure from the My Phones
widget. Scroll down and select any unassigned programmable soft key. From here, choose the feature you
would like to assign to the memory key. You will notice that when you make a selection there is a description
of what the feature does.
Enter a label for your new memory key and the details. For speed dials, remember to type a 9 + 1 followed by
the 10-digit phone number. Some features you can choose to turn a feature on or o by selecting active or
inactive from the state drop-down, be sure to click Save and the feature will be instantly saved to your phone
and is ready to be put into action.
17

18
Using the System
FORWARDING YOUR BUSINESS
CALLS TO AN OUTSIDE PHONE
OceSuite® Phone allows you to forward any of
your calls to any outside number so you can work
from anywhere. To program this, simply go to the
My Phones widget on the MyOceSuite Dashboard
and click Congure and program any unassigned
programmable soft key as Forward to Number and
label the key as FWD to Home, or FWD to Cell as
appropriate. Then, enter the phone number you wish
to forward the calls to, be sure to enter the 10-digit
phone number. Follow the simple instructions in the
pop-up window to determine if you want this feature
Active (all calls will automatically be forwarded to
this number) or Inactive (forward incoming calls
to this number only when you press the FWD to #
memory key).
SETTING UP CALL FORWARDING FOR
UNANSWERED CALLS
Unanswered calls can be forwarded to voicemail,
an auto attendant, another employee on the
system, or any another phone, anywhere. Use the
My Call Forwarding widget on the My Account
Dashboard to set up call forwarding. Select the
extension you wish to forward from the drop-down
list, then select the number of rings (from 1 to 20)
and choose one of the forward options by clicking
the appropriate radio button.
If you select Another Phone, either select an
extension on the system from the drop-down
list, or enter an external number starting with the
area code. Press Save when done to save your call
forwarding conguration.

USING THE DO NOT DISTURB FEATURE
Do not disturb is a great feature to use when you do
not want to be interrupted. All calls will be sent to
your voicemail or other coverage and all intercom
requests and pages will also be muted. To turn on
Do Not Disturb, click On on the My Phones Widget.
FORWARDING CALLS TO YOUR VOICEMAIL
You can pre-program your calls to go straight to
your voicemail easily through the MyOceSuite
portal. Just click on the My Call Forwarding widget
and select Voicemail, then press Save. When
you receive an unwanted call, press the key you
programmed as FWD to Voicemail to forward the
caller directly into your voicemail box.
INTERCOM YOUR COWORKERS
You can contact your coworkers quickly by
programming an Intercom button. Go to the My
Phones widget in the MyOceSuite portal and
select Congure. Here you can program any
“Unassigned Programmable Soft Key” to be your
Intercom button, just select the Intercom to
Prompt/Extension option from the drop-down
menu. You will then see that Intercom has been
saved as one of your new soft keys. To intercom a
coworker, hit your Intercom button and then the
person’s extension to intercom them.
Using the System
19

20
Using the System
VIEWING WHICH CALL GROUPS YOU
ARE IN
You can quickly view which Call Groups you are a
member of at anytime by selecting the extension
from the drop-down list and clicking on the Details
button on the My Call Groups widget. If you were
granted permissions to Join or Leave a group, you
may do so here as well.
NEVER MISS A CALL WITH TWINNING
OceSuite® Phone’s Call Twinning feature allows
incoming calls to ring your oce phone and any
other phone simultaneously. This means you never
miss an important call if you are away from your
desk. From the My Call Twinning widget, select the
extension from the drop-down list and enter the
phone number you want to ring simultaneously.
Slide the Call Twinning toggle to ON and click
the Save button. Be sure to program a line key as
Twinning Pullback. When you answer a twinned
call on the other device, press the Twinning
Pullback key to transfer the conversation onto your
desk phone.
SEARCHING AND ADDING CONTACTS
To view or add contacts to your system, click on the
Contacts tab on the top navigation of the site. Here
you can create Favorites, view all your Coworkers
and add and import new contacts. You can also
see which coworkers are logged in and available
for calls.