Plexus PDT-30D, User Manual

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Page 2: ...ess 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 r...

Page 3: ...nications ERXW WKLV XVHU V JXLGH This guide provides instructions that will enable you to take advantage of the 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...

Page 4: ... 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...

Page 5: ... 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 SLT book Page 3 Friday September 10 1999 2 57 PM ...

Page 6: ...4 About this user s guide SLT book Page 4 Friday September 10 1999 2 57 PM ...

Page 7: ... 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 SLT book Page i Friday September 10 1999 2 57 PM ...

Page 8: ...ree 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 SLT book Page ii Friday September 10 1999 2 57 PM ...

Page 9: ... 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 SLT book Page iii Friday September 10 1999 2 57 PM ...

Page 10: ...iv Table of Contents Contents SLT book Page iv Friday September 10 1999 2 57 PM ...

Page 11: ...eatures 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 ...

Page 12: ...trunk access digit is typically 9 and the operator access digit is 0 In most other countries the trunk access digit is typically 0 and the operator access digit is 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 l...

Page 13: ...tion 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...

Page 14: ...nying 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 Administrato...

Page 15: ...D DND allows a user to prevent all internal and external calls from ringing at their station Paging announcements are also disabled To activate DND 1 Pick up the handset 2 Press 11 To deactivate DND 1 Pick up the handset 2 Press 10 SLT book Page 5 Friday September 10 1999 2 57 PM ...

Page 16: ...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 1 Pick up the handset 2 Press 52 3 Enter 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 ...

Page 17: ...ice 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 2 Press User ID 3 Enter your password if applicable SLT book Page 7 Friday September 10 1999...

Page 18: ...ssage to another mailbox 2 Allows you to send a message to another mailbox Make changes to your mailbox settings 3 Allows you to modify your mailbox settings Restore deleted messages 6 Restores the last eight messages deleted from your mailbox Exit the voice mail system Exits the voice mail system Hear this menu again 0 Repeats menu options Log into another mailbox Logs you into another mailbox SL...

Page 19: ...erates You can change the options in your mailbox by accessing a modification menu through which you can specify twenty mailbox parameters 1 Pick up the handset 2 Press 52 3 Enter your password if applicable 4 Press 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 SLT book Page 9 Friday Septem...

Page 20: ...ess your voice mailbox 2 Press 3 to enter the modification menu 3 Press 8 two times to skip to the parameter Select Greeting 4 Press 1 to select a greeting option 5 Press 1 to use greeting 1 or press 2 to use greeting 2 6 Press 1 to listen to greeting 1 7 Press 1 to record a new greeting or press any key to return to the main menu 8 Press after recording your greeting 9 Press 1 to listen to greeti...

Page 21: ... to record your name or press to exit the menu 6 Press after recording your name 7 Press to return to the main menu or hang up to exit Changing Your Password This parameter allows you to change your password at your discretion To change your voice mailbox password 1 Access your voice mailbox 2 Press 3 to enter the modification menu 3 Press 8 once to skip to the Change Your Password parameter 4 Pre...

Page 22: ...shes slowly Visual indication is activated during system configuration If your single line telephone is not equipped with a compatible message waiting lamp the Plexus system produces an audible stutter tone to notify you of new messages The stutter tone is a default setting that is always enabled If your system is not equipped with Plexus Voice Mail you can manually illuminate someone s compatible...

Page 23: ...his menu option 1 Access your voice mailbox 2 Press 1 The voice mail system will play your first message After playing each message the voice mail system will prompt you to do any of the following Note These menu options may be used during playback e g pressing 2 in the middle of a message skips to the next message Press 1 Play the message again Press 2 Save this message and play the next one Pres...

Page 24: ...press 2 3 Enter the mailbox or distribution group number of the intended recipient s Note Distribution group numbers inside your regular mailbox are single digits and must be followed by a sign See Chapter 5 of the Office Manager s Guide for more details on distribution groups Press 7 Back up 3 seconds when playing a message Press 8 Pause when playing a message Press 8 again to restart Press 9 Pla...

Page 25: ...ox Certified Message 2 Provides a return receipt When the recipient listens to the message you receive a new message stating the date and time when the message was reviewed Both Private and Certified 3 Retains characteristics of both a Certified and a Private Message Ordinary Message 4 Flags messages that are neither private nor certified as ordinary messages Delete message and record a new one 5 ...

Page 26: ...tion restores the last eight messages deleted from your mailbox regardless of the age of the messages The deleted messages are managed on a Last In First Out basis meaning that if you delete nine consecutive messages the first message deleted will no longer be recoverable To restore a message 1 Access voice mailbox 2 From the main mailbox menu press 6 Exiting Voice Mail To exit voice mail when you...

Page 27: ... Routing and some digital trunks the system waits a few seconds to verify that dialing is complete To avoid waiting the additional few seconds press the key after you dial your number Placing an Internal Call To place an internal call 1 Lift the handset to get dial tone 2 Enter the User ID of the person or group that you want to call You will hear ringing unless the person you re calling is in DND...

Page 28: ...s Alternatives to Seizing an Outside Line Check with your office manager or system administrator to learn about the trunk IDs Pressing the trunk access digit instructs the system to seize an outside line so that you can place an external call The trunk access digit is a quick and convenient way of doing this but there is another way You can enter a Trunk ID to access an outside line Answering Call...

Page 29: ...or exclusive hold If the user hangs up instead of completing the action the Plexus system immediately rings the user back as a reminder to finish the transaction Calls on system hold can be retrieved by any user on the system Calls on exclusive hold can only be retrieved by the user that placed the call on hold Placing a Call on System Hold Indicate to the caller that you are going to place them o...

Page 30: ...m Call Hold Press 06 Placing a Call on Exclusive Hold Internal calls can remain on exclusive Call Hold for an indefinite period To place a call on exclusive hold Press FLASH 02 Retrieving a Call on Exclusive Hold To retrieve a call on exclusive hold when placed on hold from the current phone Press 03 or FLASH SLT book Page 20 Friday September 10 1999 2 57 PM ...

Page 31: ...le States busy no answer DND Power User Alert Check out Call Park and Call Camp On Other transfer options address instances where the target user is unavailable There are several things that you can do in such a case but the most common is to transfer the caller to the user s voice mailbox Performing a Supervised Transfer To perform a supervised transfer 1 Ask the caller to please hold while you t...

Page 32: ... 3 When you hear a dial tone enter the User ID of the targeted user 4 Hang up Note If the target user is unavailable as with a supervised transfer the transferred call proceeds to either voice mail or operator assistant Transferring Directly to Voice Mail To transfer calls directly to a voice mailbox 1 Press FLASH 2 Press 53 3 Enter the User ID of the targeted user The caller is transferred to the...

Page 33: ...ng Prioritize your incoming calls Conference Save time and money by using the Plexus to set up conference calls Log In and Sign In Improve productivity by receiving your calls message status and privileges at any phone Speed Dial Save time by preprogramming important phone numbers Message Dispatch Improve productivity by having the Plexus system send messages to a group but after the first availab...

Page 34: ...uch as long distance or 1 900 calls on phones Automatic Call Distribution Improve efficiency by automatically routing calls to users in a group based on least busy multiple ring and circular algorithms You can monitor current queue status and daily statistics from your phone Feature Benefit SLT book Page 24 Friday September 10 1999 2 57 PM ...

Page 35: ...s Plexus System Features and Voice Mail Features Plexus System Features covers the more commonly used features of the Plexus Telephone System Voice Mail Features covers the basic voice mailbox use and features for those Plexus systems equipped with the Voice Mail feature For more details on the Plexus Telephone System refer to the Plexus Office Manager s Guide SLT book Page 1 Friday September 10 1...

Page 36: ... than one second Note If the switchhook is pressed for more than one second it will result in a hang up Some single line phones have a FLASH button but you should test the FLASH button on your phone for compatibility with the Plexus System The phone features discussed in this chapter include Code Description 00 Call Hold System 01 Call Park 02 Call Hold Exclusive 03 Call Retrieve Exclusive or Syst...

Page 37: ...Page Internal All Users 24 Page Internal Specific User Group 25 Page External 26 Page All Points 27 Page Answer 44 Universal Answer Specific 52 Access Own Personal Voice Mailbox 53 Access Another User s Voice Mailbox 55 Speed Dial System 56 Redial Last Number 70 Call Waiting Deactivate 71 Call Waiting Activate SLT book Page 3 Friday September 10 1999 2 57 PM ...

Page 38: ...ser trunk number to become available In the case of an external telephone number the system continues to try the number at pre set intervals Once the user is available your telephone begins to ring internal ring type To be connected to the user trunk number pick up the handset and wait for the other user to pick up Note If you do not respond to a Call Back within the period set by the office manag...

Page 39: ...1 Enter FLASH 01 recipient s User ID Note FLASH puts a caller on consult hold ensuring that he doesn t hear the touch tone when the code or User ID is entered 2 Release the call normally To retrieve a parked call from any phone Enter 05 recipient s User ID entered to park the call To retrieve a parked call enter FLASH 03 Note Call Park and Call Retrieve are typically used in offices with more than...

Page 40: ...oup are ringing User specified call pickup allows you to specify which phone to answer in your assigned call pickup group Group pickup allows you to pick up phones not in your assigned call pickup group Note Check with your office manager about your assigned pickup group Automatic Call Pickup To pick up any ringing phone within your assigned pickup group 1 Pick up the handset 2 Enter 07 3 Answer t...

Page 41: ...lly DOO DLWLQJ The Plexus system offers a Call Waiting feature similar to the service offered by local telephone companies With Call Waiting mode activated you receive audible notification i e short tone in earpiece of waiting calls when your line is busy When Call Waiting mode is deactivated such calls are normally transferred directly to your unavailable backup and coverage e g receptionist or y...

Page 42: ...ting call you can press FLASH The current call is placed on exclusive hold while the incoming call is answered You can alternate between both calls by pressing FLASH RQIHUHQFH The Call Conference feature of the Plexus System allows you to hold conference calls of up to five parties A conference call can be made up of any combination of internal or external callers The Plexus System can maintain a ...

Page 43: ...in A conference call including yourself the original caller and the additional party will be established 5 Repeat steps 1 4 to add additional parties to the call Note If all conference circuits are busy you will not be able to add additional parties The quality of the telephone lines in your office may affect the number of parties that you can add without voice quality degradation Releasing Partie...

Page 44: ... the office manager Note With certain privileges other users can override your DND mode and ring your phone To activate DND mode 1 Pick up the handset 2 Press 11 To deactivate DND mode 1 Pick up the handset 2 Press 10 DND Override DND Override allows you to override the Do Not Disturb DND mode of another user and ring their phone To override the DND mode of another user 1 Enter the User ID 2 Recei...

Page 45: ...quickly press and release the switchhook or the FLASH button 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 To access a feature code using FLASH 1 With ...

Page 46: ...bles a completely hands free conversation To place a hands free call 1 Pick up the handset 2 Enter 22 User ID of the desired user The person you re calling hears a notification tone and their phone automatically goes to speakerphone mode Note Hands free calls can only be received on key telephones Therefore you cannot place a hands free call to a user with a single line telephone SLT book Page 12 ...

Page 47: ...em Hold is a traditional hold feature When a caller is placed on system hold any user on the system can pick up the call Note System Hold can be used as an alternative to an unsupervised transfer In that scenario a user puts a call on system hold and then places an internal call or page to inform the user that he has a call e g John you have a call on line 3 To place a call on system hold that ano...

Page 48: ...that placed the call on hold is unavailable the system routes the call to the user s personal operator If the personal operator is unavailable the call is routed to the system operator 3DJLQJ The Plexus System offers the following paging options Internal ALL Users Broadcasts announcements through the speakers of all the available key telephones on the system Internal User Group Broadcasts announce...

Page 49: ... a page through all of the telephone speakers on the system PAGE ALL is also a programmable key If you reprogrammed it it no longer provides the initial PAGE ALL function 1 Pick up the handset 2 Press 23 You ll hear an alert tone in the earpiece 3 Speak clearly into the handset 4 Hang up to disconnect Internal User Group To broadcast a page through the key telephone speakers of a particular user g...

Page 50: ...ill hear an alert tone through the external amplification device 3 Speak clearly into the handset 4 Hang up to disconnect ALL Points To broadcast a page through all of the key telephone speakers and an external amplification device 1 Pick up the handset 2 Enter 26 You will hear an alert tone through the earpiece 3 Speak clearly into the handset 4 Hang up to disconnect SLT book Page 16 Friday Septe...

Page 51: ...ck up the handset 2 Enter 27 The system automatically dials the user that placed the last page Note Answer Page may be initiated during or after the page but the code must be entered at system dial tone 5HGLDO Redial dials the external phone number that you dialed from your telephone including any trunk access digit or trunk ID To redial the last external number dialed 1 Pick up the handset 2 Pres...

Page 52: ...s Check with your office manager for a listing of system speed dial numbers and codes To use a system speed dial number 1 Pick up the handset 2 Enter 55 the two digit speed dial code You must enter 2 digits For example Speed Dial 1 would be entered as 01 Note System speed dial refers to speed dial numbers programmed into the Plexus system not personal speed dial numbers defined on your phone SLT b...

Page 53: ... no answer busy or DND affect how the transfer is actually made While you speak to the user the caller is on consult See Chapter 2 Hold for more information on Consult Holds To place a supervised transfer 1 Ask the caller to please hold while you transfer them The caller is automatically placed on hold when you are transferring them 2 Press FLASH 3 Using the dial pad enter the User ID of the targe...

Page 54: ...u hear a dial tone enter the User ID If the User is busy 3 Press FLASH 17 to put the caller in the recipient s waiting queue The recipient is notified with a tone and HELD on their key phone LCD 4 Hang up to disconnect 7UDQVIHU WR 9RLFH 0DLO If the caller wants to go to the user s voice mail 1 Press FLASH 2 Press 53 3 When you hear a dial tone enter the User ID of the targeted user The caller is t...

Page 55: ...vised Transfer goes unanswered An Unsupervised Transfer is a call transfer where you transfer the call without first speaking to the other user This type of transfer is also referred to as a blind transfer To place an unsupervised transfer with a call on line 1 Ask the caller to please hold while you transfer them 2 Press FLASH 3 When you hear a dial tone enter the User ID of the targeted user 4 H...

Page 56: ... options while listening to messages To listen to your messages See Getting Started if you have questions on how to access your voice mailbox 1 Access your voice mailbox by entering 52 2 Press 1 While listening to a message you can do the following Press 1 Play the message again Press 2 Save this message and play the next one Press 3 Erase this message and play the next one Press 4 Copy or transfe...

Page 57: ...case you have the option of adding an introductory message to the copied transferred message Copied or transferred messages can have characteristics Once you select to either copy or transfer a message the system asks you to assign one of the following characteristics Press 9 Play the message faster Pressing 9 toggles through five playback speeds Press 0 Hear the menu again Press Go to the main me...

Page 58: ...recipient listens to the message you receive a new message stating the date and time the message was reviewed Both Private and Certified 3 Retains characteristics of both a Certified and a Private Message Ordinary Message 4 Considers messages that are neither private nor certified as ordinary messages Delete message and record a new one 5 Allows you to delete the message you just recorded and reco...

Page 59: ...tion or press 2 to transfer without recording an introduction message 2 Enter the User ID or single digit distribution group number 3 Press 1 if you are recording an introduction message or Hang up if you are not recording an introduction message This transfers the call 4 After recording your introduction message press for more options or hang up to transfer and exit Note For more information on u...

Page 60: ...istening to the message To set the Date and Time parameters 1 Access your voice mailbox 2 Select 3 to enter the mailbox parameters menu 3 Press 8 six times to skip to the Date and Time parameter 4 Press 1 to have the date and time of each call announced or Press 2 to disable the date and time announcement 5 Press to finish Fast Forward Fast Forward plays the message at an accelerated rate There ar...

Page 61: ...QX The Plexus voice mailbox offers flexibility to customize the way your voice mailbox operates You can change the options in your mailbox by accessing a menu through which you can specify twenty mailbox parameters Each option is located in a specific parameter To access the change mailbox settings menu 1 Access your voice mailbox 2 Enter your password if applicable 3 Press 3 4 To skip to the next...

Page 62: ... are presented To activate the Select Language feature 1 Access your voice mailbox 2 Select 3 to enter the mailbox parameters menu 3 Follow the prompt to select the language your voice mailbox message will use KDQJH 3DVVZRUG To cancel or change your voice mailbox password 1 Access your voice mailbox 2 Select 3 to enter the mailbox parameters menu 3 Press 8 once to skip to the proper parameter 4 Pr...

Page 63: ...y default To begin recording a greeting 1 Access your voice mailbox 2 Press 3 to enter the modification sub menu 3 Press 8 two times to skip to the parameter Select Greeting 4 Press 1 to enter the greeting select menu 5 Press 1 to use greeting 1 or press 2 to use greeting 2 Record Greeting 1 This parameter allows you to record greeting 1 Greeting 1 is the active greeting by default 1 Access your v...

Page 64: ...f the office for an extended amount of time you could switch to an alternate message indicating your status without altering your original message 1 Access your voice mailbox 2 Select 3 to enter the mailbox parameters menu 3 Press 8 four times to skip to the proper parameter 4 Press 1 to listen to the current greeting 5 Press 1 to record a new greeting or press any key to return to the main menu 6...

Page 65: ...your name is used in the company directory on the automated attendant 1 Access your voice mailbox 2 Select 3 to enter the mailbox parameters menu 3 Press 8 five times to skip to parameter Record Your Name 4 Following the prompts say your name into the phone 5 Press to exit SLT book Page 31 Friday September 10 1999 2 57 PM ...

Page 66: ...2 32 Select Greeting Everyday Features 2 SLT book Page 32 Friday September 10 1999 2 57 PM ...

Page 67: ...phone 2 12 B broadcast a page 2 15 2 16 C Call Intrusion Privileges 2 10 Call Pickup Automatic 2 6 Group Specific 2 7 User Specific 2 6 call pickup group 2 6 cancel the Call Back 2 4 change the options in your mailbox 1 9 check your messages from a remote site 1 7 company directory 1 11 conference calls 2 8 copying a message 2 23 SLT book Page 1 Friday September 10 1999 2 57 PM ...

Page 68: ... 4 E establish a conference call 2 9 extension port 1 4 External Calls Redial 2 17 F feature access digit 1 2 H hands free conversation 2 12 I Intruding on Calls Override 2 10 L language in which your mailbox options are presented 2 28 SLT book Page 2 Friday September 10 1999 2 57 PM ...

Page 69: ...ages 2 22 P Paging Answer 2 17 External 2 16 Internal All Users 2 15 Group 2 15 pick up a ringing station 2 6 pick up any ringing station 2 6 place a call on hold 1 19 place a call on system hold 2 13 place and retrieve a caller on hold 1 19 placing a call on hold 2 5 prevent calls from reaching your station 2 10 private hold 2 14 pulse phone 1 1 SLT book Page 3 Friday September 10 1999 2 57 PM ...

Page 70: ...ve greeting 2 29 standard Voice Mail features 2 22 supervised transfer 1 21 switchhook or FLASH key 1 3 system wide speed dial numbers 2 18 T temporary hold 2 13 test the FLASH button 2 2 transfer calls directly to a voice mailbox 1 22 Transferring Calls Blind 2 21 Supervised 2 19 Unsupervised 2 21 U unsupervised transfer 2 22 use a system speed dial number 2 18 SLT book Page 4 Friday September 10...