Broadview OfficeSuite User manual
User Guide
CONTACT SUPPORT
1-888-623-VOIP
OceSuiteSuppor[email protected]
http://community.broadviewnet.com
OceSuite® Phone
PUTTING ALL YOUR OFFICESUITE® FEATURES TO USE TO BE MORE EFFICIENT
Table of Contents
QuickStartGuide.....................................................................................3
UsingYourPhone................................................................................4
ManagingFeaturesThroughtheMyOceSuite™Portal ........................................6
InstallingYourPhone.................................................................................9
UsingYourOceSuite®Phone......................................................................10
ActivatingYourPhone .........................................................................10
MakingCalls....................................................................................10
SettingUpVoicemail...........................................................................10
UsingtheSystem ...................................................................................13
ListeningtoVoicemail..........................................................................15
SettingUpSpeedDials.........................................................................17
Forwarding Calls ...............................................................................18
SearchingandAddingContacts...............................................................21
OptionalFeaturesandServices.....................................................................25
Getting Help ........................................................................................31
TroubleshootingYourSystem.......................................................................33
FCCNoticetoU.S.Customers.......................................................................33
Index ................................................................................................34
All of your phone’s features and settings will be
managed through the phone itself and through
our intuitive, online customer portal called
MyOceSuite™. 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://MyOceSuite.broadviewnet.com to view
Quick Start Guide
and manage your system and features.
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.
Information Area Display
Action Keys
Key Page and Navigation Buttons
Phone Key Pad
Date/Time Display Voicemail Light
Soft Keys
Memory Keys
Microphone
Speaker
3Quick Start Guide
Volume/Ring Volume/
Scroll
Action Keys
Mute Key
Speakerphone Key
Settings Key Cancel Key Redial Key
Hold Key Transfer &
Conference Key
Voicemail Key
Programmable Keys
Quick Start Guide – Using Your Phone
ACTIVATING YOUR PHONE
Press the Activate soft key and enter your extension
and PIN, then press Enter or the #key.
MAKING CALLS
External Calls
To make an external call, you must dial a 9 + 1 +
the number.
Internal Calls
Internal calls can be made by just entering the 3 or
4 digit extension of your colleague.
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.
RECORDING YOUR VOICEMAIL GREETING
To record or change your voicemail greeting. Press
the Voicemail button on your phone and enter
the temporary passcode of 1234 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 key and follow the prompts.
From Any Phone Outside Your Oce
1. Call your own phone number
2. During your voicemail greeting press * key and
follow the prompts.
ACCESSING THE COMPANY DIRECTORY
Press the Menu soft key on your phone, then select
Directory. Here you can search for employees by
typing in their last name. Once the coworker you are
trying to reach is displayed, hit the Dial soft key to
begin the call.
USING REDIAL
Press the function key (or the Redial soft key).
Then, select the number you wish to call by using the
Arrow keys and press the Dial soft key.
PLACING A CALL ON HOLD
When you are on a call and would like to put
someone on hold. Press the red hold key . This
places the call on hold. Take the call o hold by
pressing the glowing Line Appearance key.
TRANSFERRING A CALL
Once on an active call, you can transfer a call by
pressing the Transfer soft key. You will then see
Transfer To displayed. Dial the internal or external
number (don’t forget to dial 9 + 1 for an external
call) and press Transfer again. The call will then be
transferred to the appropriate party.
MAKING A THREEWAY CALL OR
CONFERENCE CALL
Dial the rst party’s number, then press the
twice (or the Conf soft key once). Then dial the
second party and press the function key once
(or the Conf soft key) to join the parties.
4Quick Start Guide
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. When on a
call, if your phone is muted and you need to enter
command keys, unmute the microphone to ensure
that they transmit properly.
Quick Start Guide – Using Your Phone
Volume/Ring Volume/
Scroll
Action Keys
Mute Key
Speakerphone Key
Settings Key Cancel Key Redial Key
Hold Key Transfer &
Conference Key
Voicemail Key
5Quick Start Guide
ADJUSTING YOUR PHONE DISPLAY SETTINGS
You can adjust and personalize your phone’s
settings by clicking on the blue action key .
Here you will see a list of the display features: Text
Size, Brightness and Contrast, Screen Saver and more.
To view or adjust any of these settings, simply click
on the button next to the appropriate category.
ADJUSTING THE SPEAKER VOLUME
Press to adjust the volume of the handset,
headset and speakerphone during a call.
ADJUSTING THE RINGER VOLUME
Press when the phone is ringing.
Quick Start Guide – Managing Features through the MyOceSuite™ Portal
6Quick Start Guide
Login to the MyOceSuite™ Portal at
http://MyOceSuite.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 Notications 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.
Quick Start Guide – Managing Features through the MyOceSuite™ Portal
PROGRAMMING BUTTONS: SPEED DIALS AND
FORWARDING CALLS TO OUTSIDE PHONES
OceSuite® 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, Intercom
and Do Not Disturb. To program your buttons, click
on Congure on the My Phones widget and click
on the button next to any unassigned 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.
*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 – Managing Features through the MyOceSuite™ Portal
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 YOUR PHONE TO THE LOCAL
AREA NETWORK
Connect one of the provided Ethernet cables into
your existing local area network (LAN) and into the
port on the power adapter. Next, connect another
Ethernet cable into the port on your power
adapter and into the port on the back of
your OceSuite® phone.
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 OceSuite® phone.
2: CONNECT YOUR PHONE HANDSET
Connect your phone handset into the port next to
on the back of your OceSuite® phone. You may also
connect a headset into the port next to on the
back of your OceSuite® phone.
3: CONNECT YOUR PC TO YOUR PHONE
OPTIONAL
OceSuite® 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 OceSuite® 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 2
9
(optional)
10
Activating Your Phone
Press the Activate soft key and enter your extension
and PIN, then press Enter or the #key. Your
extension was created by Broadview Networks when
your account was created and when you rst logged
into MyOceSuite™, you created your numeric pin.
Making Calls
EXTERNAL CALLS
For calls outside your oce, simply pick up the
handset or press any line key to activate the
speakerphone and dial 9 + 1 + the 10-digit phone
number.
Example: 9 + 1 + 800 + 555 + 1212
INTERNAL CALLS
For calls inside your oce, simply pick up the
handset or press any line key and dial the 3 or 4 digit
extension of your colleague. To use the company
directory press Menu, 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 call outside of the United States dial 9 + 011
+ Country Code + City Code + Number, then
the phone number of the party you wish to call.
Example: 9 + 011 + 52 + 55 + 5130 + 5300
NOTE: OceSuite® 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 Voicemail key on your phone and
enter the temporary passcode of 1234. 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 dicult for
others to guess.
RECORDING YOUR VOICEMAIL GREETING
To record or change your voicemail greeting, hit
the 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 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 glow an orange-red
color on your phone. Then, push the key and
enter your passcode.
MAKING A THREEWAY CALL OR
CONFERENCE CALL
You can initiate multiple party phone calls right
from your OceSuite® Phone. Dial the rst party’s
number, then press the twice (or the Conf soft
key once). Then, dial the second party and press the
function key once (or the Conf soft key) to join
the parties.
Using Your OceSuite® Phone
Using Your OceSuite® Phone
USING REDIAL
Press the function key (or the Redial soft key).
Then, select the number you wish to call by using
the Arrow keys and press the Dial soft key.
Volume Control
ADJUSTING THE SPEAKER VOLUME
Press to adjust the volume of the handset,
headset and speakerphone during a call.
ADJUSTING THE RINGER VOLUME
Press when the phone is ringing.
Mute Key
Voicemail Key
Volume/Ring
Volume/
Scroll
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. When on a
call, if your phone is muted and you need to enter
command keys, unmute the microphone to ensure
that they transmit properly.
11
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, you must rst program a Park/
Retrieve key on each phone. Do this via the My
Phones widget in the MyOceSuite™ portal. Select
any unassigned key and then select Park/Retrieve
from the drop-down menu. To label your Park keys,
for example Park 1 etc., select the corresponding
location from the Details drop-down for the
corresponding parked call location (1 through 9) and
that key will represent the appropriate button so you
know where the call was parked. When active in a
call, press the Park/Retrieve key to park the call. The
phone display will show the parking lot assignment.
The receptionist 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/Retrieve key
and the parking space number of the call. Up to 9
calls can be parked at any time.
LOG OUT OF YOUR OFFICESUITE® PHONE
1. Press the Menu soft key.
2. Press the Logout soft key.
3. Press Yes to conrm your log out.
NOTE: When you log in to a dierent phone, you will
be automatically logged out of any other phone that
is active unless multi-desking has been enabled.
HOT DESKING/MULTIDESKING
Hot Desking allows you to move around your oce
and in between multiple locations and simply log
into any OceSuite® 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
OceSuite® phone and if someone else is logged
Using Your OceSuite® Phone
into it, press the Menu soft key and then Log Out
(When no one is logged into a phone, the screen
will say Logged Out at the top). 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.
Using the System from the MyOceSuite™ Portal
The MyOceSuite™ portal is a revolutionary
customer portal that enables you to manage all
the preferences and features of your OceSuite®
system, including: email, fax, HD meeting and your
toll-free service. You will be set up by Broadview as a
MyOceSuite™ 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 prole.
Add, remove, and reorder widgets here on your dashboard to see the information you want instantly. CUSTOMIZE DASHBOARD
Broadview Networks Welcome, John Smith
Service ID | 123456AAFF
Help Chat
Show my phone numbers
x1234
SIGN OUT
?
SELECT EXTENSION
Do Not Disturb
OFF
MY PHONES
SAVE CONFIGURE
1234 - Smith, John
SELECT EXTENSION
CHECK VOICEMAIL
VOICEMAIL SETTINGS
new
messages
REFRESH
2
MY VOICEMAIL
1234 - Smith, John
START A MEETING
JOIN A MEETING
Use My Room
JOIN
SCREENSHARE VIDEO
MY HD MEETING
DETAILS
SELECT EXTENSION
MY CALL GROUPS
1234 - Smith, John
CONFIGURE
AUTO ATTENDANTS
CONFIGURE
INCOMING CALL ROUTING
INDIVIDUALS
GROUPS
AUTO
ATTENDANTS
DETAILS
REPOINT
BUY
YOUR TOLL-FREE NUMBER(S)
TOLL-FREE SERVICE
Toll-free numbers redirect incoming calls to another
number in your system. The number selected above
points to the following phone number:
Point-To Number
012.345.6789
877.123.4567
CHANGE CONFIGURATION
SELECT LOCATION
CORDLESS PHONES
1234 Tenth Ave.
MAC ADDRESS
NO BASE
STATION FOUND
12:34:D1:12:34:56
4 active extensions
My ServicesDashboard Contacts Phone System Additional Services Order Status Billing Support Settings
Once logged in, you are presented with the
MyOceSuite™ 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 dierent 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
13
14
http://MyOceSuite.broadviewnet.com
Using the System from the MyOceSuite™ Portal
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 specic
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 notication section.
GETTING VOICEMAIL MESSAGES VIA EMAIL
OceSuite® 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
Notications. 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 Notication 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 OceSuite® Mobile Voicemail App is available
for free. The Voicemail App allows access to your
OceSuite® 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 OceSuite® phone,
so listening to a message in the app marks it as
listened to and the message waiting light on your
OceSuite® 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 OceSuite® 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 Congure from the My Phones
widget. Scroll down and you click any memory key that is not grey. 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
OceSuite® 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 MyOceSuite™
Dashboard and click Congure and program
any unassigned 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 conguration.
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 MyOceSuite™ 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 MyOceSuite™ portal and
select Congure. Here you can program any empty
“Unassigned 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 speed
dial buttons. 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
OceSuite® Phone’s Call Twinning feature allows
incoming calls to ring your oce 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.
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