IPitomy IP410 User manual

Using Your Telephone
Calls:
Make A Call:
Telephone idle, dial the desired number then lift the
handset... your call is placed. OR,
Pick up the handset. Dial the number. Press the “Send”
soft key.
Make a hands-free call (speakerphone):
Telephone idle, dial the desired number then press the
big Red button... your call is placed. OR,
Press the big red button. Dial the number. Press the
“Send” soft key.
To hang up:
Press the “End Call” soft key or hang up the receiver.
To place a call on Hold:
Press the “Hold” button.
To retrieve a call from Hold:
Press the flashing green button (on your telephone
only).
To transfer a call to an Extension
(Blind Transfer)
Press the “Transfer” key. Press the “Blind” Soft Key. Dial
the extension. Press the “Send” soft key. Hang up.
To transfer a call to an Extension
(Screened Transfer):
Press the “Transfer” key. Dial the extension. Wait for the
party to answer, announce the call then press the
“Transfer” key. Then hang up.
To transfer a call to Park:
Press the “Park” key & listen. You will hear the park
number (701,702, or 703). The red light next to the park
number will light.
To retrieve a call from Park:
Press the lit Park key for 701,702 or 703.
To transfer a call to Voicemail
Press the “Transfer” key. Press the “Blind” Soft Key. Dial
“*” & extension number. Press the “Transfer” key, then
hang up.
Conference - Three Party (you + 2)
While on the first call Press the “Conference” key. Make
the 2nd call. Press “Conference” key again, to join all
parties.
Confernce Room
(for large conference calls)
Use Conference Room; callers can be transferred into
the conference room by anyone or they can call into the
conference room directly from the outside by dialing
___________________. The conference room can be
accessed by dialing 901 from the inside. The PIN
number to enter the conference is 323.
Pause
This is “Do Not Disturb”. When active, all calls to your
telephone will go directly to your voicemail.
Call Log
Press the Directories key then use your Navigation keys
to select Call History to access your Missed Calls list,
your Received Calls list and your Dialed Numbers list.
You can dial the numbers in any of these call logs or store
them in your phonebook.
Redial
Press the “Redial” key to the last number that you dialed.
Mailbox Overview
Among the features that are included in the voice mail
systems are:
∑Three different types of greetings
∑Voice Mail sent to email including .wav file format.
∑An organization system called “Folders” to organize
saved messages
∑Password protected mailbox access
∑Audible recording menu to record and re–record
mailbox greetings
Greetings
A mailbox greeting is a message for you to inform the
caller that you are away from your desk or busy on
another call.
There are three types of Greetings:
∑Not Available Greeting – Played when your phone
is unanswered. …Hello, this is Mark; I am not able to
answer your call right now. Please leave a detailed
message and a number where I can reach you, and
I’ll call you back as soon as I am able.
∑Busy Greeting – Played when your extension is
busy or in DND. …Hello, this is Mark, I am currently
on the phone and not able to take your call right now;
please leave me a detailed message and I will call
you back as soon as I can.
∑Temporary Greeting - Played whenever it is
recorded. The temporary greeting is played as a
replacement for your other greetings. When the
situation warrants a greeting to inform your callers of
something different than your regular greetings;
record a temporary greeting and it will replace the
others while it is active. Sample temporary greeting;
…Hello this is Mark; I am on vacation with limited
access to messages. Please call extension 1500
and speak to Mary with any matters that need
immediate attention. I will return on Monday,
February 24.
Default Greetings
If you do not record any greetings, IPitomy will play a
set of default greetings depending on the status of your
extension. Be sure to record your name so your
greeting will be a little more personal. If you do not
record your name, the default greeting will say “the
person at extension (your extension number) is not
available”. If you record your name the greeting will say
“Mark
Smith” is not available…”
Folders
The IPitomy IP PBX allows you to save and organize
your messages into folders. The 5 folders have
convenient names for organizing messages:
0. New
1. Old
2. Work
3. Family
4. Friends
When a message is left for you, IPitomy will place the
message into the “New” folder. Once you listen to the
message, but do not delete the message or save the
message to a different folder, IPitomy will automatically
move the message to the “Old” folder. When you first
log into your mailbox, IPitomy will make the “New”
folder the current folder if you have any new messages.
If you do not have any new messages IPitomy will
make the “Old” folder the current folder.
Logging In to Voice Mail
From your local extension
Press the Voice Mail key (key with envelope icon) on
your telephone. This will bring you to a voice menu that
will ask you to enter your password. Enter your
password and follow the prompts to listen to messages.
From outside using the automated attendant
When dialing in from outside the office, call into the
automated attendant _______________________.
Dial # from the menu. You will be prompted to enter
your mailbox number, then your password. Follow the
prompts to listen to messages.
From a phone other than your extension
From a phone inside the office, dial 924. You will be
prompted to enter your mailbox number, then your
password. Follow the prompts to listen to messages.
Phonebook
his
allows you to store up to 200 entries.
" Record your busy greeting.
" Record your unavailable greeting.
" Change your password

The First Time You Log In
The first time that you log into your mailbox, you
should always change some settings. In particular, you
should:
∑Record your name.
∑Record your busy greeting.
∑Record your unavailable greeting.
∑Change your password (highly recommended)
Voice Mail Menus
This section contains a detailed discussion of the
menus used to access your mail box.
Main Menu
The main menu will be the first menu that you are
presented with once you have logged in.
1 Listen to messages in the currently selected
folder
2 Change folders
3 Advanced Options
0 Mailbox options
* Help
# Exit from the voice mail system
Advanced Options
4 To place an 0utgoing call *May not be allowed
5 Leave a message for another user on the
system.
* Return to the main menu.
Mailbox Options
1 Record your unavailable message.
2 Record your busy message.
3 Record your name.
4 Record your temporary greeting.
5 Change your password
* Return to the main menu
If there is not a temporary greeting recorded, you will
immediately be prompted to record a temporary
greeting. If you do have a temporary greeting recorded
you will be presented with the following menu:
1 Record a temporary greeting. This will allow you
to record a new temporary greeting.
2 Erase temporary greeting.
* Return to the main menu.
Once your temporary greeting has been erased callers
will be presented with either your busy or unavailable
messages, depending on your status.
Listening to Messages
The Message Envelope (if turned on)
The voice mail system will play back the message
“envelope”.
The message “envelope” provides information about the
message:
∑Message Number
∑Date and time that the message was received
∑Caller ID information
Pressing “1” any time during the playback of the message
envelope will skip the Envelope information and skip
directly to message listen mode. The voice mail system
will then play back the message.
Listening to Messages
The Message Envelope (if turned on)
The voice mail system will play back the message
envelope.
During Message Playback
During the playback of the message, any of the following
buttons may be pressed:
* Rewind the message by 3 seconds
# Fast forward the message by 3 seconds
0 Pauses the message playback. Press any other
button to resume playback.
After Message Playback
After the message has been played back, the system will
play a prompt and wait for you to press a button:
3 Advanced Options
4 For the previous message
5 Repeat the current message
6 To play the next message
7 To Delete this message
8 Forward the message to another user on the
system
9 To save this message
* Help
# Exit the voice mail system
Advanced Options menu
1 To send a reply
3 Play message envelope
4 To place an outgoing call
5 To leave a message for another user on the system
* Return to the main menu
Changing Folders
If you select the option to change folders IPitomy will play
this menu:
0 New messages
1 Old messages
2 Work messages
3 Family messages
4 Friends messages
# Cancel the change folder operation
&
Voice Messaging
Quick Reference Guide
IP320 IP410
IP620
HD Phone
Quick Reference Guide
IPitomy Communications, LLC
www.ipitomy.com
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