Broadview OfficeSuite User manual

Administrator User Guide
CONTACT SUPPORT
1-888-623-VOIP
O[e-mail]
http://community.broadviewnet.com
OceSuite® Phone
PUTTING ALL YOUR OFFICESUITE® FEATURES TO USE TO BE MORE EFFICIENT

Table of Contents
Quick Start Guide .....................................................................................................................3
Using Your Phone ................................................................................................................4
Managing Features Through the MyOceSuite® Portal ...........................................................................5
Installing Your Phone .................................................................................................................7
Using Your OceSuite® Phone ........................................................................................................8
Activating Your Phone ...........................................................................................................8
Making Calls .....................................................................................................................8
Setting Up Voicemail ............................................................................................................8
Administering the System .......................................................................................................... 10
Setting Up How Calls Come Into Your Business ..................................................................................12
Setting Up Users . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 13
Adding an Employee............................................................................................................13
Setting Up and Changing Call Permission Proles................................................................................14
Setting Up Your Business Hours .................................................................................................16
Using the System ...................................................................................................................20
Listening to Voicemail...........................................................................................................20
Setting Up Speed Dials..........................................................................................................21
Forwarding Calls ................................................................................................................21
Setting Up Music on Hold .......................................................................................................23
Optional Features and Services ......................................................................................................26
Getting Help ........................................................................................................................30
Troubleshooting Your System ........................................................................................................31
FCC Notice to U.S. Customers .......................................................................................................32
Index ...........................................................................................................................35
2

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 35 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.
Volume/Ring Volume/
Contrast Scroll
Action Keys
Mute Key
Speakerphone Key
Settings Key Cancel Key Redial Key
Hold Key Transfer &
Conference Key
Voicemail Key
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

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 password.
LISTENING TO VOICEMAIL MESSAGES
From Your Desk Phone
Press the 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.
4Quick Start Guide
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.
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).
The call will then be transferred to the
appropriate party.
MAKING A THREEWAY 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.
Volume/Ring Volume/
Contrast Scroll
Action Keys
Mute Key
Speakerphone Key
Settings Key Cancel Key Redial Key
Hold Key Transfer &
Conference Key
Voicemail Key
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 gray 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.
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 – Managing Features through the MyOceSuite® Portal
5Quick Start Guide
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, or forward
messages.
CREATING AN AUTO ATTENDANT
TO ANSWER CALLS
Ocesuite® Phone comes with virtually
unlimited auto attendants that can
be used to ensure all of your calls are
answered and directed to the right
person every time the phone rings, not
matter who is in the oce. For more
information on how to set up your auto
attendants, see page 17 of the user guide.
RECORDING YOUR NAME FOR
THE DIRECTORY
Recording your name for the directory
is important so callers hear your name
in your own voice. To do this, select the
extension you’d like to record on the
Phone Systems Directory widget and
the extension you can be reached at and
click on Record Name. The system will
then call your extension and prompt you
to call your name through your phone.
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 MyOceSuite® Portal
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, Intercom and Do Not Disturb.
To program your buttons, click on
Congure on the My Phones widget
and click on the gray 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.
6Quick Start Guide
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.

7
For helpful videos, guides and other tools, visit:
http://www.broadviewnet.com/getting-started
1: 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 included power adapter. Next, connect another
Ethernet cable into the port on your power adapter and into the port
on the back of your OceSuite® phone.
Installing Your Phone Without Power Over Ethernet
1: 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 a list of recommended headsets,
go to www.broadviewnet.com/ready

8
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 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 +
the 10-digit phone number.
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 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 + 1 + 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 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 password 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 key on your phone
and log in with your passcode followed
by the #sign. Then, select option 9and
follow the prompts.
CHANGING YOUR VOICEMAIL
GREETING
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.
Using Your OceSuite® Phone
MAKING A THREEWAY CALL OR CONFERENCE CALL
You can initiate multiple party phone calls right from your OceSuite® 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 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/
Contrast 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.
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 MyOceSuite® portal. Select any unassigned key and then select Park/Retrieve
from the drop-down menu. 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 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
OceSuite® phone and if someone else is logged 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.
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.
Using Your OceSuite® Phone
9

10
Administering and Using the System from the MyOceSuite® Portal
The MyOceSuite® portal is a
revolutionary customer portal that
enables you and your team to manage
all the preferences and features of your
OceSuite® system, including:
email, fax, HD meeting and your toll-free
service. You and your employees will be
set up by Broadview as MyOceSuite®
users 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