User manual BIZFON 680

[. . . ] Contents Section 1 Overview 1 Introduction 1 Installing Your System 2 Bizfon Customer Care 2 Voice Vault Card Option 2 Arranging for Telephone Company Services 3 Overview of Initial Bizfon Settings 4 Bizfon Extension Numbers 7 Emergency Use 10 Section 2 Setting up your System 13 Introduction 13 Incoming Call Handling Profiles 13 Automated Attendant Greetings 15 Call Routing Directly to a Specific Extension 20 Changing the List of After Hours Extensions 20 Operator Extension 21 Group Ring 22 Informational Messages 24 Changing the Phone Type 26 Music-on-Hold 27 Turning Customer Care Access Authorization On/Off 27 Bizfon Owner's Guide i Contents Section 3 Setting Up and Using Extensions 29 About Universal Extensions 29 How to Make Phone Calls 33 Voice Mail 34 Call Handling in the Office 38 Accessing Personal Settings from any Telephone 40 Using Universal Extensions from Outside the Office 40 Remote Access when Automated Attendant is Turned Off 43 Public Address 44 Meeting Room 44 Managing Extensions 45 Managing Bizfon Call Waiting 47 Authorization to Make Outside Calls (Internal and Remote Users) 48 Configuring a Predial String 49 Section 4 Using your Bizfon with Other Office Equipment 51 Fax Machines 51 Audio Devices for Music-on-Hold 53 Audio Devices for Public Address 53 Modems 54 Bizfon 680 Diagram 55 ii Bizfon, Inc. Contents Appendix A Multi-Language System Setup 57 Choosing your Preferred Language(s) 57 Choosing System-Level Language Preferences 57 Choosing Personal Language Preferences 58 Other Language Considerations 59 Appendix B Startup/Test Button 61 Using the Startup/Test Button 61 Appendix C Bizfon 680 Installation Considerations 63 Mounting Bracket 63 Attaching the Bracket 63 Removing the Bracket 65 Wall Mount 66 Appendix D Bizfon 680 Specifications 67 Appendix E Regulatory and Safety Information 69 FCC Statement: Part 68 69 FCC Statement: Part 15, Class A 70 Canadian DOC Statement 71 Bizfon Owner's Guide iii Contents Industry Canada Notice 72 Important Safety Instructions 73 Service Instructions 75 Index 77 iv Bizfon, Inc. Section 1 Overview Introduction Congratulations on your purchase of a Bizfon!Your Bizfon 680 will transform how your business communicates, making you more available, informative and responsive to your customers. About the Owner's Guide This manual provides information for setting up and using your Bizfon, once it is installed. At some point in the future you may want to change settings or connect other office equipment to your Bizfon. Telephone-specific Documents In addition to this Owner's Guide, your Bizfon comes with the following documents: · · · Bizfon 680 Wallet Cards Reference Cards for BizTouch 2 Feature Telephones Reference Cards for Non-Bizfon Telephones NOTE: Please refer to these documents for all instructions on telephone-specific commands, like how to forward or transfer calls, or put calls on hold. The Owner's Guide only describes Bizfon 680 systemspecific features. Bizfon Owner's Guide 1 Section 1 Overview Supported Telephones and Telephone Features Your Bizfon 680 works best with BizTouch 2 feature phones. [. . . ] Bizfon users with physical or virtual extensions can: · · · use the meeting room at any time transfer an external caller into the meeting room transfer yourself and your call or calls on hold together into the Meeting Room, if you are using a BizTouch series telephone. 44 Bizfon, Inc. Section 3 Setting Up and Using Extensions The first caller into the meeting room is put on hold until a second caller dials into the meeting room. As additional callers dial in to the meeting room, they are announced by a single tone. Note that outside callers are not allowed to be the first to enter the meeting room. The first party in the meeting room must be someone calling in from a valid Bizfon universal extension. Also, a password must be configured and used by outside callers in order for them to access the meeting room. Enter the password and confirm it. The Meeting will end when the last Bizfon user (internal or external) leaves the call. In other words, when the last Bizfon user hangs up, any outside callers are also disconnected, and the Meeting is terminated. Managing Extensions Removing the Password for an Extension If a user forgets his or her password, you can remove it so that the user does not need a password to access voice mail and personal settings. You do not need to know the extension password to remove it. Bizfon Owner's Guide 45 Section 3 Setting Up and Using Extensions To remove the password for an extension: 1. Pick up any BizTouch telephone extension and press the SETTINGS button. Follow the prompts. Resetting an Extension When someone leaves your company, the extension can be reset to the default settings. Resetting an extension does the following: · · · · Clears the password Deletes the greeting and name recordings Deletes all voice mail for the account Returns the extension's default language to the primary language After a physical extension has been reset, the user of this extension will hear the initial setup prompt when they lift the handset. Virtual extensions are not available any more 46 Bizfon, Inc. Section 3 Setting Up and Using Extensions after they have been reset and need to be recreated via General Settings. Pick up any BizTouch telephone extension and press the SETTINGS button. Press to hear the Manage Extensions to reset the extension. . 6. Enter the number of the extension. CAUTION! Resetting an extension deletes all voice mail messages and recordings saved for that extension. The Bizfon 680 has functionality equivalent to Call Waiting built into it. When you are on one call, and another call for you arrives, you will hear a double beep. Please refer to the BizTouch 2 Reference Card or the Reference Card for Non-Bizfon Telephones for specific instructions on managing multiple calls on your telephone. Managing Bizfon Call Waiting Bizfon Owner's Guide 47 Section 3 Setting Up and Using Extensions You can deactivate/reactivate Call Waiting for each extension, as follows: 1. Pick up any BizTouch telephone extension and press the SETTINGS button. Press to turn on/off Bizfon Call Wait- Authorization to Make Outside Calls (Internal and Remote Users) When using an extension connected to the Bizfon 680 and when using the universal extension remotely, all extensions are authorized to make outside calls. The Bizfon can be configured to limit outside line access for people using the Bizfon remotely. This prevents someone gaining access to the Bizfon from making unauthorized outside calls. [. . . ] 45 Resetting an extension . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 46 S Settings Accessing General Settings . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7 Accessing Personal Settings . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 40 Startup/Test Button . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . [. . . ]