Key Largo Wastewater Treatment District

Basic Phone System Use

Placing a call - There are six ways to complete a call:

1 – Dial:

Local: Enter the 7 digit telephone number and hit [Send]

Long Distance: Enter the 10 digit telephone number and hit [Send]

International Calls: The system is not currently programmed to make International calls, HOWEVER: We do have the ability. Country codes can be programmed into the system on a case-by-case basis.

Note: It is not necessary to dial a 9 to get an outside line nor is it necessary to dial a 1 before the number. However, in either case, the phone system will interpret what you are trying to do and in most cases place the call. If you are having trouble placing a call, hang up and re-dial the number using only the three digit area code and the 7 digit phone number. (ie: 3054535804)

If you do not pick-up the handset, the telephone will automatically place the call on speaker-phone. Simply pick-up the handset to go to private mode.

2 – Redial: To redial the last dialed phone number or extension, simply hit [Send]

3 - CALL RETURN: To call the last phone number that called your phone, Press the far left soft-key.

4 - USING THE CALL HISTORY: To call a phone number in the phone’s history

• Press the MENU button to bring up the Main Menu.

• Select Call History and then “Received Calls”, “Missed Calls” or “Dialed Calls” depending on

your needs

• Select phone number using the arrow keys

• Press OK to select

• Press OK again to dial.

5 - USING THE PHONEBOOK: Calling a phone from the phone’s phonebook.

• Go to the phonebook by:

i. Pressing the phonebook button (bottom, left-hand side of phone), or

ii. Pressing the DOWN arrow key, or

iii. Pressing the menu button and Selecting “Phone book” and Press MENU

• Select the phone number by using the arrow keys

• Press OK so select

• Press OK again to dial.

6 - Speed Dial

The Multi Purpose Key buttons, located on the right-hand-side of the phone, can be configured for speed dial.

Press the speed dial button to automatically call the assigned extension.

Receiving a call:

Your Phone is ringing:

Answering: Either pick-up the handset or press the [Speaker] button (below the “0”).

Rejecting a call: When a call is coming in, you have the option of refusing that call into voicemail. Simply hit the coordinating macro key below the message “Reject the Call” on your screen. The caller will then be redirected to your voicemail and be presented with your Busy message.

Someone else’s phone is ringing:

To pick-up a phone that is ringing elsewhere in the office, Dial “*8” from any phone.

To pick-up a camped call:

A camped call is a call received by a user on the phone system and “parked” into the camping cue. This is used when you need to transfer a call from one phone to another when you’re not sure to which extension the caller will need to be. (for example, if you’re looking for the receipient or you need to transfer the call to another desk in the office so you can answer a question. To Retrieve a call from park, dial “701” from any phone in the office.

Do Not Disturb

1. Press the “DND” or “MUTE” button if you do not want to take a call. This will send the caller directly

to voicemail.

2. Press the “DND” or “MUTE” button to set phone to ‘do not disturb’ (icon will be on the screen). The

phone will not ring and send caller directly to voicemail. (see note above)

PHONE FUNCTIONS DURING A PHONE CALL

Call Waiting/ Call Hold

1. Hold: Place a call on ‘hold’ by pressing the “HOLD” button.

2. Resume: Resume call by pressing the corresponding blinking LINE.

3. Multiple Calls: Automatically place ACTIVE call on ‘HOLD’ by selecting another available LINE to

place or receive another call. Call Waiting tone (stutter tone) audible when line is in use.

Mute/Delete

1. Press the MUTE button to enable/disable muting the microphone.

2. The “Line Status Indicator” will show “LINEx: SPEAKING” or “LINEx: MUTE” to indicate whether the

microphone is muted.

NOTE: Pressing MUTE button for an incoming call will reject the call. MUTE button also functions as delete

key when user wishs to delete the last entered digit.

Call Transfer

1. Blind Transfer: Press “TRANSFER (or TRNF for GXP-2000)” button, then dial the number and

press the “SEND” button to complete transfer of active call.

2. Attended (or Supervised) Transfer: Press “LINEx” button to make a call and automatically place

the ACTIVE LINE on HOLD. Once the call is established, press “TRANSFER (or TRNF)” key thenthe LINE button of the waiting line to transfer the call. Hang up the phone call after “Transfer

Successful” is displayed in the screen.

Voice Messages (Message Waiting Indicator)

A blinking red MWI (Message Waiting Indicator) indicates a message is waiting. Press the MSG button to

retrieve the message. An IVR will prompt the user through the process of message retrieval. Press a

specific LINE to retrieve messages for a specific line account.

NOTE:

• Each line has a separate voicemail account. Each account requires a voicemail portal number to be

configured in the “voicemail user id” field.

• To check which line account has a message 1) press the message button (this always checks the

primary account), 2) check each line for stutter tone or 3) check missed calls using the menu.

CALL FEATURES

The GXP supports traditional and advanced telephony features including caller ID, caller ID w/name, call

forward/transfer/park/hold as well as intercom/paging and BLF.

Key Largo Wastewater Treatment District

Voicemail System

Step 1 - Accessing the system:

1 - From YOUR phone

- Touch the [Envelop] button or dial 7000

- Enter your password – Default is 1111 until you change it.

2 - From another phone within the office

- Dial |#| + your extension

- Dial |9| during your unavailable message

- Enter your password – Default is 1111 until you change it.

3 - From OUTSIDE of the office

- Dial the main line number (305-453-5804)

- Upon hearing the Voice Menu, hit |9| at any time

- Upon hearing “Median Mail... mailbox” Enter your mailbox extension.

- Enter your password – Default is 1111 until you change it.

Step 2 - THE FIRST TIME YOU LOG IN - Setting up your Voicemail - Before doing any of the steps below, Access your voicemail (as shown in step 1) and then ENTER |0| (zero)

1 - Set-up your Unavailable Message: This is the message that people will here when you don't answer. If you do not record an unavailable message, the system will say “[Your Name (see 3 below)] is unavailable. Please leave a message after the tone.”

- At the first prompt, Enter |1|

- Record your unavailable message after the tone and hit |#| when complete

- YOU MUST HIT |1| to save the message after you record it or it will not be saved.

- You may hit |2| to review your message before saving it. If you need to, press |3| to re-record it.

2 - Set-up your Busy Message This is the message that people will here when you are on the phone or hit “Reject Call” - If you do not record a message here, the system will say “[Your Name (see 3 below)] is on the Phone. Please leave a message after the tone.”

- At the first prompt, Enter |2|

- Record your busy message after the tone and hit |#| when complete

- YOU MUST HIT |1| to save the message after you record it or it will not be saved.

- You may hit |2| to review your message before saving it. If you need to, press |3| to re-record it.

3 - Set up your Name (IMPORTANT!)... This is what people hear when they are looking you up in the directory. Otherwise, they hear an automated voice spell your entire name - which sounds unprofessional.

- At the first prompt, Enter |3|

- Record your FIRST AND LAST NAME ONLY (avoid adding titles, it bogs down the menus) after the tone and hit |#| when complete

- YOU MUST HIT |1| to save the message after you record it or it will not be saved.

- You may hit |2| to review your name before saving it. If you need to, press |3| to re-record it.

4 - Manage your temporary greetings: You can record a temporary greeting which can be used for example when you go on vacation. Access it here...

- At the first prompt, Enter |4| (four)

If you DO NOT ALREADY have a temporary greeting...

- record your record your temporary greeting after the tone and hit |#| when complete

- YOU MUST HIT |1| to save the message after you record it or it will not be saved.

- You may hit |2| to review your message before saving it. If you need to, press |3| to re-record it.

If you DO ALREADY have a temporary greeting...

1 - To record a NEW temporary greeting, press |1|

- record your record your temporary greeting after the tone and hit |#| when complete.

- YOU MUST HIT |1| to save the message after you record it or it will not be saved.

- You may hit |2| to review your message before saving. If you need to, press |3| to re-record it.

2 - To delete the temporary greeting (IE: you're back from vacation and want to resume your normal greeting), press |2|.

5 - Changing your password

- At the first prompt, press |5|

- When prompted, enter your new password (2-7 digits)

- When prompted, RE-ENTER your new password (same as before)

Step 3 - Listening to your voicemail: After logging in, you will be told how many messages are in your NEW MESSAGE folder...

1 - To listen to new messages - Press |1|

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| - Pause the message playback. Press any other button to resume playback.

After the message has been played back, the system will play a prompt and wait for you to press a button:

|1| Go to the first message in the current folder.

|2| Change folders.

|3| Advanced options.

|1| To send a reply (only if the person leaving voicemail is on the system)

|3| To Hear the message Envelop again (Time, Date and Caller ID of caller)

|5| To leave a message for another user on the system.

|*| Return to the previous menu

|4| Go to the previous message in the folder.

|5| Replay the current message.

|6| Go to the next message in the folder.

|7| Delete or undelete the message.

|8| Forward the message to another user on the system.

|9| Save the message to a different folder.

|0| Mailbox options.

|*| Replay the prompt.

|#| Return to the previous prompt / Exit the voice mail system.

Key Largo Wastewater Treatment District

Voicemail System

(Cheat Sheet)

Accessing the system:

From YOUR phone - Touch the [Envelop] button or dial 7000.

From another phone within the office - |#| + your extension then |9| during the message.

From OUTSIDE of the office - Dial the main line number (305-453-5804) Then |9|, then your extension.

|1| - Listening to Messages

During the playback:

|*| - Rewind 3 seconds

|#| - Fast Forward 3 seconds

|0| - Pause the message playback. (any other key to resume)

After playback:

|1| - Go to the first message in the current folder.

|2| - Change folders.

|3| - Advanced options.

|1| - Send a reply

|3| - Message Envelop

|5| - Leave a message for another user on the system.

|*| - Return to the previous menu

|4| - Go to the previous message in the folder.

|5| - Replay the current message.

|6| - Go to the next message in the folder.

|7| - Delete or undelete the message.

|8| - Forward the message to another user on the system.

|9| - Save the message to a different folder.

|0| - Mailbox options.

|*| - Replay the prompt.

|#| - Exit the voice mail system.

|2| - Change folders.

|3| - Advanced options.

|5| - Leave a message for another user on the system.

|*| - Return to the previous menu

|0| - Voicemail Setup

|1| - Set-up your Unavailable Message:

|2| - Set-up your Busy Message:

|3| - Set up your Name:

|4| - Manage your temporary greetings

If none, record it.

|1| - If you have one and want to record a new one:

|2| - If you have one and want to delete it:

|5| - Changing your password

|*| - Help (not much help really)

|#| - Exit the Voicemail System

Directory of Extensions