Tech Updates

This newsletter is designed to make the transition to the new phone system for STAFF an easier one. Administration & administrative assistants have a slightly different console with additional features, but after perusing this newsletter, I hope you will see that the staff version is a tremendous upgrade, with plenty of bells & whistles. Here are a few highlights:

1. With our new phone system, there is no longer a need to press ‘8’ before making an external call. The system automatically detects outbound calls, simplifying the process.
2. Teachers will have the ability to trigger a panic button. It will be one of the six lines on your phone. More to come on this in the coming weeks.
3. Phone extensions are the same as they were prior to the migration to the new phone system.

Please note that some phone numbers are still being ported from BrightSpeed. That means if your direct number is not yet ringing to your desk phone, this issue is slated to be resolved soon. In the meantime, calls should still route to your voicemail email through the old system.

• Press the "Voicemail" button on your phone. (Highlighted in red on the picture.)
• Click the "Connect" soft key. The system will ask you to enter your password.
• Type the "Password" & then "#." (Initially, your password is your extension number. You need to change this.)
• After typing your numeric password, it will tell you to "Press 3 for personal options." Press "3."
• Type a "1" to create a custom greeting. When you're finished, type the "#" key.
• Type a "2" to change your password.
• When you're finished customizing your new phone, you can click "End call" or hang up.

Here's a quick one-minute video about setting up your voicemail.

Speakerphone Method--

• Click the "Speakerphone" button.
• A list of previously called numbers will show up. You can choose from that list using the navigational keys.

Just Start Typing the Number Method-- (This won't show your previously dialed numbers.)

Home Key Method--

• Click the "Home" key.
• Click the select button to choose "New Call" or click "1."
• Type in the number or use the navigation keys to choose a recently dialed number.
• Click the "Dial" soft key.

The methods below show incoming AND outgoing calls.They include phone numbers, the name of the person in some instances, and when the call occurred.

• Lift the handset to wake up the phone display.
• Click the "Directory" soft key.
• Use the down navigation to go to "2 Recent Calls" or use the "2" button on the keypad as a shortcut. You can call back by navigating to the desired call and clicking the "Dial" soft key.

OR

• Click the "Home" button & select "4 Directories"
• Use the down navigation to go to "2 Recent Calls" or use the "2" button on the keypad as a shortcut. You can call back by navigating to the desired call and clicking the "Dial" soft key.

If you're already on the phone and want to accept an incoming call:

• Click the "Answer" soft key when an incoming call is happening and the original call will be placed on hold.
• Both calls will be displayed on your phone.
• Choose the call you wish to join by selecting that number and pressing the "Resume" soft key.

Follow these steps to transfer a call:

• The call comes in & you talk to the person who needs the call transferred.
• Press the key below "Transfer" soft key.
• Dial the number where you want to send the call.
• Press the key below "Send" soft key.

To forward the call immediately, press the "Transfer" soft key. If you want to announce the call beforehand, wait until the person picks up so you can talk to them and then press the "Transfer" soft key to connect it.

Here's a quick one-minute video for a "warm transfer."

You can retrieve your voicemail by going into your email and listening to the message as you always have done. You can also retrieve messages on the phone using the passcode you've created. Messages will be indicated by a red light on the top right corner of the phone console.

To listen to your messages through the phone:

Shortcut--

• Dial " *99" & "Dial" soft key.
• Give the password & follow the prompts.

Using typical phone buttons--

• Click the "Home" button.
• Use the down navigation to go "3 Messages" or use the "3" button on the keypad as a shortcut.
• Click the center of the directional navigation buttons to select "Messages."
• Enter the password & follow the prompts.

Here's a quick one-minute video on how to retrieve your voicemail through the phone.

The default setting is to keep all messages on your phone until you delete them. However, you can submit an IT ticket requesting that messages are automatically deleted from your phone after listening if you wish. (All messages would still be housed in your email until you delete them.)

You can forward any ONE call or forward all calls. Here are the directions to do both.

To forward AN INCOMING CALL--

• On the "Incoming Call" Screen, select "Forward" soft key.
• Enter the number where you want to send the number and select "forward" soft key again.

To forward a call you're already ENGAGED IN--

• Click the "Home" button.
• Use the down navigation to go to "6 Forward" or use the "6" button on the keypad as a shortcut.

You can also forward all calls to any number, including your cell phone.

To forward ALL INCOMING CALLS--

• On the Main Menu screen, select "Forward" soft key.
• Select a line.
• Choose either "Always," "No Answer" or "Busy."
• Enter the contact's number & select "Enable" soft key. (If you chose "No Answer," you can enter the number of rings before the call is forwarded.)

To DISABLE call forwarding--

• On the Main Menu screen, select "Forward" soft key.
• Select a line.
• Choose your forwarding type and select "Disable" soft key.

Here's a quick one-minute video showing how to enable & disable call forwarding.

To see your favorite phone numbers (Note: You have to choose them):

• Press the "Home" button.
• The click the down navigation to "4 Directories" or use the "4" button on the keypad as a shortcut.
• Click the down navigation to "3 Favorites" or press "3."

To add a favorite:

• Press the "Home" button.
• Then click the down navigation to "4 Directories" or use the "4" button on the keypad as a shortcut.
• Click the down navigation to "3 Favorites" or press "3."
• Click the button below "Add" on the phone display.
• Follow the instructions to add favorites. At a minimum, you can add the person's name & phone number, or you can do a lot more, like give that person a special ringtone.
• When you're finished, click the key below "Save."

Here's a quick one-minute video how to set up your favorite on speed dial.

You can have up to 24 different contacts in one conference call. Here's how to create one:

• Call a contact. While in that call, click the "More" soft key.
• Select "Conference" & call the next contact.
• When that party accepts, tell them they're being added to a conference call.
• Click the "More" soft key and the "Conference" soft key once more to merge the two calls.
• Continue this process with all the people you want to add.

Here's a one-minute video showing how to do a simple conference call.

When you want to silence calls at a given time, you can use the phone's "DND" or "Do Not Disturb" mode. These calls go directly to voicemail.

• Click the "More" soft key.
• Press the "DND" soft key. (Your screen will display when this mode is active.)
• When it's time to diable this mode, click the "DND" soft key again.

Here's a one-minute video for enabling and disabling do not disturb mode.

Your staff or "Contact Directory" is managed for you. This is something the district maintains for us. If you want to add one on your own in the meantime, follow these steps:

• Press the "Home" button.
• Then click the down navigation to "4 Directories" or use the "4" button on the keypad as a shortcut.
• Click the down navigation to "1 Contact Directory" or press "1."
• Click the "Add" soft key.
• When you're finished inputting the information, click the "Save" soft key.

Here is a quick one-minute video showing how to access the contact directory.