Plexus PVT-30D User manual

Version 2.0
Single Line Telephone
User’s Guide
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10101 GLJLWDO
BBS Telecom
Part No. 4501-00040
SLT.book Page 1 Friday, September 10, 1999 2:57 PM

2
Plexus, Plexus Key Telephone, PVT-30D, and PDT-30D Digital are
registered product names used by BBS Telecom. All other copyrights
and trademarks used in this documentation are the properties of
their respective owners.
Disclaimer of Liability:
BBS Telecom provides features in its telephone systems that
are designed to enhance business productivity and in no way
endorse or encourage illegal recording or monitoring of phone
conversations. It is the sole responsibility of each company,
business, manager, and individual user to verify and follow the
applicable city, county, state, local, and national laws with
regard to using any recording or monitoring feature of the
Plexus telephone system. BBS Telecom, its management,
employees, and distribution partners, claim no responsibility
and accept no liability in the individual operation of such
features by any person, user, business, company, or their
respective employees.
All rights reserved. This manual may not, in whole or in part, be
copied, photocopied, reproduced, translated, or converted to any
electronic or machine-readable form with prior written consent of
BBS Telecom.
Part No. 4501-00040
SLT.book Page 2 Friday, September 10, 1999 2:57 PM

Introduction 1
Welcome
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Greetings from BBS Telecom, the manufacturer of your
Plexus Telephone System. We’re grateful for the
opportunity to work with you and pleased to assist you in
learning how to use all of the valuable features available
on the Plexus System with a single line telephone. Count
on Plexus for efficient, reliable communications.
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This guide provides instructions that will enable you to
take advantage ofthe many valuable features of the Plexus
Telephone System, Version 2.00 or higher, using a single
line telephone.
This guide includes two chapters that will provide the
information needed to use your single line telephone with
the Plexus Telephone System. These chapters include:
❏Chapter 1, “Getting Started,” which provides
information on the steps to follow to begin using your
Plexus phone system.
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2About this user’s guide
❏Chapter 2, “Everyday Features,” which provides in-depth
information on the most commonly used features of the
Plexus Telephone system.
Terms Used in This Guide
In this guide, the following definitions apply:
User and User ID replace the traditional terminology of
extension and extension number. A user is any person or
device (e.g., fax, modem, credit card scanner) that places or
receives calls on the system. Each user is assigned a unique
User ID that is used for system identification. Users can log in
or sign in to the system with their User ID at any available
phone. When a user logs or signs in, the Plexus system knows
where the user is located and directs calls and messages
accordingly. The advantage of this design is that users are not
tied to any particular phone or extension.
Note
The Plexus system is usually configured such that users
have a “home” phone to which they are logged in
automatically when the system powers up. This option
enables the Plexus system operate like a conventional
phone system.
User Group identifies a number of users who work in the
same area (e.g., Operator, Sales, Purchasing, Accounting).
Each User Group is assigned a unique User Group ID, which
is used for system identification. A receptionist, operator, or
auto-attendant transfers calls to a User Group with the
intention of reaching any available user in that group.
Office Manager is the person within your organization that
manages the Plexus system.
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About this user’s guide 3
System Administrator is the authorized Plexus technician
that configures your Plexus system.
Conventions Used in This Guide
In this guide you will see the following conventions:
Notes, which provide key information on the topic or step
being discussed. Notes have a paper clip icon beside the note.
Power User Alert:
Be sure to read these. Tips, which provide a key recommendation.
This is a sidebar. Sidebars or call-outs, which provide additional important
information.
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4About this user’s guide
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Table of Contents i
Contents 
Getting Started
Gathering Information . . . . . . . . . . . . . . . . . . . . . . 1 - 2
Setting Up Your Single Line Phone . . . . . . . . . . . 1 - 3
Setting Up Voice Mail . . . . . . . . . . . . . . . . . . . . . . . 1 - 6
Using the Mailbox Menu . . . . . . . . . . . . . . . . . . . . 1 - 8
Changing Mailbox Settings . . . . . . . . . . . . . . . . . . 1 - 9
Setting User Parameters . . . . . . . . . . . . . . . . . . . 1 - 10
Receiving and Sending Messages . . . . . . . . . . . 1 - 12
Placing Calls . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1 - 17
Placing Calls on Hold . . . . . . . . . . . . . . . . . . . . . 1 - 19
Transferring Calls . . . . . . . . . . . . . . . . . . . . . . . . 1 - 21
Summary . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1 - 23
Everyday Features
Plexus System Features
Call Back . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2 - 4
Call Park . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2 - 5
Call Pickup . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2 - 6
Call Waiting . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2 - 7
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ii Table of Contents
Contents

Conference . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2 - 8
Establishing a Conference Call . . . . . . . . . . . . . . . . . . 2 - 9
Releasing Parties . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2 - 9
Do Not Disturb (DND) . . . . . . . . . . . . . . . . . . . . . 2 - 10
Flash . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2 - 11
Hands-Free Calling . . . . . . . . . . . . . . . . . . . . . . . 2 - 12
Hold . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2 - 13
Consult Hold . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2 - 13
System Hold . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2 - 13
Exclusive Hold . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2 - 14
Recall . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2 - 14
Paging . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2 - 14
Internal-ALL Users . . . . . . . . . . . . . . . . . . . . . . . . . . 2 - 15
Internal-User Group . . . . . . . . . . . . . . . . . . . . . . . . . . 2 - 15
External . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2 - 16
ALL-Points . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2 - 16
Answer Page . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2 - 17
Redial . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2 - 17
Speed Dial . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2 - 18
Transfer . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2 - 19
Supervised Transfer . . . . . . . . . . . . . . . . . . . . . . . . . . 2 - 19
Unsupervised Transfer . . . . . . . . . . . . . . . . . . . . . . . . 2 - 21
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Table of Contents iii
Contents 
Voice Mail Features
Using Voice Mail Options . . . . . . . . . . . . . . . . . . 2 - 22
Copy and Transfer . . . . . . . . . . . . . . . . . . . . . . . . . . . 2 - 23
Activate Date and Time Stamp . . . . . . . . . . . . . . . . . . 2 - 26
Fast Forward . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2 - 26
Change Mailbox Settings Menu . . . . . . . . . . . . . 2 - 27
Select Language . . . . . . . . . . . . . . . . . . . . . . . . . . 2 - 28
Change Password . . . . . . . . . . . . . . . . . . . . . . . . 2 - 28
Select Greeting . . . . . . . . . . . . . . . . . . . . . . . . . . . 2 - 29
Record Greeting #1 . . . . . . . . . . . . . . . . . . . . . . . . . . . 2 - 29
Record Greeting #2 . . . . . . . . . . . . . . . . . . . . . . . . . . . 2 - 30
Record Your Name . . . . . . . . . . . . . . . . . . . . . . . . . . . 2 - 31
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iv Table of Contents
Contents

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1 - 1
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This chapter presents step-by-step information to help you
set up and use a single line telephone with the Plexus
Telephone System.
A single line telephone is a “normal” single-line touchtone
or pulse desk phone. The voice mail features are available
only if your Plexus system is equipped with the optional
Plexus Voice Mail feature.
Note
If you are using a pulse phone, any Plexus feature
using ∗and/or # will not work. You can use a pulse
phone to use functions that do not require the ∗or #
characters.
You should read this entire chapter in its order and
complete every step to enable you to perform the basic
telephone-related tasks.
SLT.book Page 1 Friday, September 10, 1999 2:57 PM

1 - 2 Gathering Information
Getting Started 1
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The first thing you do with your single line telephone is
identify your office manager and obtain the following
information:
Your user ID is what is
referred to as an
extension number with
other systems.
Throughout this book,
the User ID and
extension number are
called User ID.
❏Your User ID and password for logging in
❏Your voice mailbox number, if your Plexus system is
equipped with the Voice Mail feature
❏Your voice mail password, which has a four-character
maximum (the default is no password)
In the U.S., the trunk
access digit is typically
9 and the operator
access digit is 0. In
most other countries,
thetrunkaccessdigit is
typically 0 and the
operatoraccess digitis
9.
❏The digit used to access an outside line - also known as the
trunk access digit (usually 9 or 0)
❏The digit used to reach the operator- also known as the
operator access digit (usually 0 or 9)
❏The digit used to access features on the single line
telephone line telephone - also known as the feature access
digit (usually ∗)
❏The voice mail feature access digit (the default is ∗)
Optional Info
An alias allows you to
have several personas
for receiving different
types of calls.
❏All alias user ID(s) assigned to you
❏Your user group (e.g., sales, technical support) and user
group ID
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Setting Up Your Single Line Phone 1 - 3
Getting Started
1
A user group ID is the
unique ID that
identifies a number of
users who work in the
same area and are
assigned to a group.
Sales is an example of
a group.
❏Any other user groups to which you have access and the
IDs
❏List of system-wide speed dial numbers and codes
❏Account codes to access long distance service and/or
outside lines
❏A list of any call restrictions that may apply to you
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This section presents step-by-step information to help you set
up your single line telephone and perform basic telephone-
related tasks on a Plexus Telephone system.
Using Flash
Throughout this guide you will see references to “flash.”
“Flash” requires that you quickly press and release the
switchhook. This action should take no more than one second.
Note
If the switchhook is pressed for more than one second, it
will result in a hang up.
Some single line telephones have a “FLASH” button. Test this
button to verify that it’s compatible with the Plexus system. If
it is not, you must use the switchhook.
When you see FLASH as part of the instructions, use either
the switchhook or FLASH key on your phone, as appropriate.
SLT.book Page 3 Friday, September 10, 1999 2:57 PM

1 - 4 Setting Up Your Single Line Phone
Getting Started 1
Reset Extension Port
You need to reset an extension port if a Plexus Key Telephone
was previously utilized at the extension port and you are now
going to plug in a single line telephone.
❏To reset the extension port:
Press ∗99.
Adjusting Phone Settings
You can adjust the telephone settings to accommodate your
individual preferences based on the type of single line
telephone. Adjustments can include volume, ring type, and
display. Please refer to the manual accompanying your single
line telephone for instructions on adjusting phone settings.
Ring Types
Your Plexus system provides several different Ring Types.
These distinctive rings enable you to differentiate between
internal calls and external calls, and between calls ringing at
your station and calls ringing at other nearby stations. Ring
type selection is done through programming by your System
Administrator.
You can choose one ring type for your internal calls and a
different ring type for your external calls. (You may want to
coordinate with colleagues that share office space to ensure
that you have selected different ring types.) See your system
administrator for details.
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Setting Up Your Single Line Phone 1 - 5
Getting Started
1
Using Do Not Disturb (DND)
DND allows a user to prevent all internal and external calls
from ringing at their station. Paging announcements are also
disabled.
To activate DND:
1Pick up the handset.
2Press ∗11.
To deactivate DND:
1Pick up the handset.
2Press ∗10.
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1 - 6 Setting Up Voice Mail
Getting Started 1
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This section is
applicable only if your
Plexus system has
Voice Mail capability.
The initial step to setting up your voice mail initiates a call to
the voice mail system and connects you to your voice mailbox.
If set up and configured properly, the system announces the
number of new and saved messages and then prompts you for
your password, if required.
From A Single Line Telephone
To access your voice mailbox from your single line telephone:
1Pick up the handset.
2Press ∗52.
3Enter your password, if applicable.
Note
There is no default password for your mailbox. If your voice
mailbox requires a password, please check with the office
manager.
From Another Extension
To check your messages from another extension:
1Pick up the handset.
2Press ∗52.
Once in the voice mail system:
3Press ∗ + User ID, if applicable.
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Setting Up Voice Mail 1 - 7
Getting Started
1
4Enter your password, if applicable.
From a Remote Site
To check your messages from a remote site:
1Dial the phone number at your office, which is typically the
office main phone number, where the Auto Attendant
answers.
Note
This feature is enabled only if the Plexus Voice Mail Auto
Attendant answers incoming calls. Please check with the
office manager to obtain this number. If the Voice Mail Auto
Attendant is not activated, ask the operator to transfer you
to Voice Mail.
2Press ∗+ User ID.
3Enter your password, if applicable.
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1 - 8 Using the Mailbox Menu
Getting Started 1
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Once you log into your voice mailbox, you have the following
menu options.
Main Menu Option Key Description
Listen to your messages 1Plays message menu with more
options.
Send a message to
another mailbox 2Allows you to send a message to another mailbox.
Make changes to your
mailbox settings 3Allows you to modify your mailbox settings.
Restore deleted messages 6Restores the last eight messages
deleted from your mailbox.
Exit the voice mail system #Exits the voice mail system
Hear this menu again 0Repeats menu options
Log into another mailbox ∗Logs you into another mailbox
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Changing Mailbox Settings 1 - 9
Getting Started
1
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Your voice mailbox can do more than just store and play
messages. It offers flexibility that allows you to customize the
way your voice mailbox operates. You can change the options
in your mailbox by accessing a modification menu, through
which you can specify twenty mailbox parameters.
1Pick up the handset.
2Press ∗52.
3Enter your password, if applicable.
4Press 3.
Note
Once in the change mailbox settings menu, to skip to the
next parameter, press 8. To go back to the previous
parameter, press 9. To exit this menu, press #.
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1 - 10 Setting User Parameters
Getting Started 1
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Recording a Personal Greeting
The Plexus system allows you to invoke two separate greetings
and to switch between the two based on your needs. If a
greeting is not recorded, a default system message is played in
its place. Greeting #1 is the active greeting by default.
To select and record greetings #1 and #2:
1Access your voice mailbox.
2Press 3to enter the modification menu.
3Press 8two times to skip to the parameter Select Greeting.
4Press 1to select a greeting option.
5Press 1to use greeting #1 or press 2to use greeting #2.
6Press 1to listen to greeting #1.
7Press 1to record a new greeting or press any key to return
to the main menu.
8Press # after recording your greeting.
9Press 1to listen to greeting #2.
10 Press 1to record greeting #2.
11 Press #after recording your greeting #2.
12 Press #to return to the main menu or hang up to exit.
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