NBX® Telephone Guide Telephones NBX 3102 Business Telephone ■ NBX 2102 Business Telephone ■ NBX 2102-IR Business Telephone ■ NBX 1102 Business Telephone Pr el im in ar y ■ ■ NBX 3101 Basic Telephone ■ NBX 3101SP Basic Telephone ■ NBX 2101 Basic Telephone Attendant Consoles http://www.3com.
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CONTENTS ABOUT THIS GUIDE How to Use This Guide 9 Conventions 10 Documentation 11 Comments on the Documentation 1 11 GETTING STARTED Setting Up Your Password and Voice Mail for the First Time NBX NetSet Utility 15 Starting the NBX NetSet Utility 15 Navigation and Shortcut Icons in the NBX NetSet Utility Quick Reference Guides 16 2 22 NBX 1102, 2102, AND 2102-IR BUSINESS TELEPHONES Telephone Buttons and Controls 24 Programmable Access Buttons 27 Status Lights for System Appearance Buttons 4 16 NBX 3
5 NBX 2101 BASIC TELEPHONE Telephone Buttons and Controls 36 Programmable Access Buttons 38 Status Icons 38 6 NBX MESSAGING NBX Messaging Components 40 Important Considerations 40 Changing Your Password 41 Security Tips 41 Changing Your Name Announcement and Personal Greeting Listening to NBX Messages 42 Message Indicators 43 LIstening from Your Computer 43 LIstening from Your NBX Telephone 44 Listening from Any Internal NBX Telephone 44 Listening from an External Location 44 Managing Your Messages 45 In
Tips on Using the Lists 58 More Ways to Dial a Call 59 An Internal Call 59 An External Call 59 Redialing a Call 60 Setting Your Call Coverage Point 60 Putting a Call on Hold 61 Dialing Another Call 61 More Than One Call 62 Transferring a Call 63 Announced (Screened) Transfer 64 Blind Transfer 64 Direct Mail Transfer 64 Establishing a Conference Call 65 Disconnecting the Last Person That You Called More About Conference Calls 66 Setting the Volume 67 8 66 PERSONALIZING YOUR TELEPHONE Guidelines About Feat
9 GETTING MORE FROM YOUR TELEPHONE SYSTEM Listening to Your Messages in Your E-mail or Browser Account (Billing) Codes 86 Caller ID 87 Internal and External Caller ID 87 Calling Line Identity Restriction (CLIR) 87 Call Pickup 88 Directed Call Pickup on a Specific Telephone 89 Group Call Pickup 89 Hunt Groups and Calling Groups 89 Hunt Groups 90 Calling Groups 92 Group Membership 92 Call Park 93 Paging 94 Dialing a Call to a Remote Office 95 Using Unique Extensions 95 Using Site Codes 96 Bridged Extensions
Attaching and Adjusting the 1102/2101/2102 Support Bracket Low-Profile and High-Profile Positions 113 Wall-Mount Position 114 Security Wall-Mount Bracket 115 Opening the 3105 Attendant Console Label Cover 115 Moving Your Telephone 115 Swapping Telephones 115 Cleaning Your Telephone 116 Troubleshooting Problems 116 INDEX 113
ABOUT THIS GUIDE This guide is intended for anyone using NBX® Telephones, NBX Attendant Consoles, or the NBX Complement Attendant Software. It includes information about using the NBX Voice Mail system and the NBX NetSet™ administration utility for personal telephone settings. If the information in the release notes (readme.pdf) on the NBX Resource Pack CD differs from the information in this guide, follow the instructions in the release notes.
ABOUT THIS GUIDE Conventions Table 2 defines some commonly used words and phrases in this guide. Table 2 Common Terms Term Definition Auto Attendant The set of voice prompts that answers incoming calls and describes actions that a caller or user can take to access individual services. Administrator The person who is responsible for maintaining your 3Com Networked Telephony Solution. Receptionist The person who answers the majority of incoming telephone calls.
Documentation Documentation 11 The documentation set for 3Com NBX Networked Telephony Solutions is designed to help NBX telephone users, installers, and administrators maximize the full potential of the system. The NBX Resource Pack CD contains many guides to the NBX products and their related 3Com applications. When you log in to the NBX NetSet utility as a user, you can view the PDF versions of the NBX Telephone Guide and NBX Feature Codes Guide by clicking the icons at the bottom of the screen.
ABOUT THIS GUIDE
1 GETTING STARTED As soon as you are given a telephone and extension number, you need to set up a password and record your name announcement and personal greeting. This chapter covers these topics: ■ Setting Up Your Password and Voice Mail for the First Time ■ NBX NetSet Utility ■ Quick Reference Guides For how to access NBX features from an analog telephone, set your password as described next and then see the NBX Feature Codes Guide in the NBX NetSet utility.
CHAPTER 1: GETTING STARTED Table 4 Setting Your NBX NetSet and NBX Messaging Password Feature NBX Business Phones NBX Basic Phones Analog Telephones Password — Set Initially If your system uses NBX Messaging, follow the NBX voice prompts to set your NBX password (which is the same for NBX NetSet and voice messaging) OR use the NBX NetSet utility, described next.
NBX NetSet Utility NBX NetSet Utility 15 The NBX NetSet administration utility has two interfaces: ■ Administrator — Your administrator logs in with a special password and uses the NBX NetSet utility to manage and configure system-wide telephone settings and many of the settings for your telephone.
CHAPTER 1: GETTING STARTED 3 Type your NBX NetSet user identification (always your 3-digit or 4-digit telephone extension) and your NBX NetSet password, and then click OK.
2 NBX 3102 BUSINESS TELEPHONE This chapter describes the buttons, controls, and features on the NBX 3102 Business Telephone. It covers these topics: ■ Telephone Buttons and Controls ■ Programmable Access Buttons ■ Status Lights for System Appearance Buttons For a description of the features on the NBX 1102, 2102, and 2102-IR Business Telephones, see Chapter 3. For a description of the features on the NBX 3101 and 3101SP Basic Telephones, see Chapter 4.
CHAPTER 2: NBX 3102 BUSINESS TELEPHONE Telephone Buttons and Controls Figure 1 shows the buttons and controls on the NBX 3102 Business Telephone. The features are discussed after the picture. Figure 1 NBX 3102 Business Telephone 1 Soft buttons — Allow you to select items that are displayed in the telephone display panel. See “Using the NBX Telephone Display Panel” in Chapter 7.
Telephone Buttons and Controls 19 3 Display panel — Displays telephone status messages, Caller ID information (if enabled), and the number of messages that you have in your voice mail mailbox.
CHAPTER 2: NBX 3102 BUSINESS TELEPHONE > User Information > Call Forward. See “Forwarding Incoming Calls to Your Call Coverage Point” in Chapter 6. 16 Message button — Accesses your voice mail messages through the NBX Messaging system. See “Listening to NBX Messages” in Chapter 6. 17 Hands Free button — Allows you to answer internal (intercom) calls without picking up the handset. To activate this feature, press the button before calls come in to your telephone.
Programmable Access Buttons Programmable Access Buttons 21 Figure 2 shows the 18 programmable Access buttons on the NBX 3102 Business Telephone. To view or change the current features on your telephone’s buttons (button mappings), click the Shortcut to One-Touch Speed Dials icon below any NBX NetSet utility screen. Click the Help button for instructions.
CHAPTER 2: NBX 3102 BUSINESS TELEPHONE 9 Personal Speed Dial 4. See “Speed Dials” in Chapter 8. 10 Personal Speed Dial 5 11 Personal Speed Dial 6 12 Personal Speed Dial 7 13 Personal Speed Dial 8 14 Personal Speed Dial 9 15 Personal Speed Dial 10 16 Headset — Press this button to enable the use of a headset that is connected to the telephone. Status Lights for System Appearance Buttons An Access button that is set up for incoming and outgoing calls is called a System Appearance button.
3 NBX 1102, 2102, AND 2102-IR BUSINESS TELEPHONES This chapter describes the buttons, controls, and features on the following NBX telephones: ■ NBX 1102 Business Telephone ■ NBX 2102 Business Telephone ■ NBX 2102-IR Business Telephone The chapter covers these topics: ■ Telephone Buttons and Controls ■ Programmable Access Buttons ■ Status Lights for System Appearance Buttons For a description of the features on the NBX 3102 Business Telephone, see Chapter 2.
CHAPTER 3: NBX 1102, 2102, AND 2102-IR BUSINESS TELEPHONES Telephone Buttons and Controls Figure 3 shows the buttons and controls on the NBX 1102, 2102 and 2102-IR Business Telephones. Figure 3 NBX Business Telephone (2102-IR Shown) 1 Display panel — Displays telephone status messages, Caller ID information (if enabled), and the number of messages that you have in your voice mail mailbox.
Telephone Buttons and Controls 25 The soft buttons, from left to right, are: ■ Slct (Select) ■ Back (returns you to the next higher level in the menu) ■ Exit (leaves the display panel menus) 3 Scroll buttons (Up, Down) — Allow you to scroll through the items in the telephone display panel. See “Using the NBX Telephone Display Panel” in Chapter 7. 4 Program button — Reserved for future use.
CHAPTER 3: NBX 1102, 2102, AND 2102-IR BUSINESS TELEPHONES 14 Infrared Port (2102-IR only) — Receives infrared signals from a hand-held device running the Palm Operating System. See “Palm Integration” in Chapter 8. 15 Hands Free button — Allows you to answer internal (intercom) calls without picking up the handset. To activate this feature, press the Hands Free button before calls come in to your telephone. When this feature is enabled, the indicator is lit.
Programmable Access Buttons Programmable Access Buttons 27 Figure 4 displays the 18 programmable Access buttons. The One-Touch Speed Dials screen in the NBX NetSet utility shows your telephone’s current button mappings. Figure 4 Access Buttons on NBX 1102, 2102, and 2102-IR Telephones 1 7 2 3 4 5 6 8 Access buttons have these default settings, which your administrator can change: 1 Feature button — Allows you to access features that are not directly assigned to an Access button on your telephone.
CHAPTER 3: NBX 1102, 2102, AND 2102-IR BUSINESS TELEPHONES 7 Typically, you can use these nine buttons for personal speed dial settings, although the administrator can map them to other features. See “Speed Dials” in Chapter 8. 8 In most circumstances, your administrator designates these three system appearance buttons as lines for incoming and outgoing calls.
4 NBX 3101 AND 3101SP BASIC TELEPHONES This chapter describes the buttons, controls, and features on the NBX 3101 and 3101SP Basic Telephones. The chapter covers these topics: ■ Telephone Buttons and Controls ■ Programmable Access Buttons ■ Status Lights for System Appearance Buttons For a description of the features on the NBX 3102 Business Telephone, see Chapter 2. For a description of the features on the NBX 1102, 2102, and 2102-IR Business Telephones, see Chapter 3.
CHAPTER 4: NBX 3101 AND 3101SP BASIC TELEPHONES Telephone Buttons and Controls Figure 5 shows the buttons and controls on the NBX 3101SP Basic Telephone. The NBX 3101 Basic Telephone does not include a microphone, 8, or a speaker button and its indicator light, 10. All other controls are identical on the two telephones. Figure 5 NBX 3101SP Basic Telephone 1 Soft buttons — Allow you to select items that are displayed in the telephone display panel.
Telephone Buttons and Controls 31 3 Display panel — Displays telephone status messages, Caller ID information (if enabled), and the number of messages that you have in your voice mail mailbox.
CHAPTER 4: NBX 3101 AND 3101SP BASIC TELEPHONES 13 Mute button — Enables you to prevent callers from hearing what you are saying during a telephone call, although you can still hear them. Press the button to turn off the telephone’s mouthpiece when you are using the handset or the microphone (3101SP only) when your telephone is in speaker phone mode. To turn off the Mute feature, press the button again. The indicator lamp is lit when the Mute feature is enabled.
Status Lights for System Appearance Buttons 33 Access buttons have these default settings: 1 System Appearance button 1. 2 System Appearance button 2. 3 Feature button — Allows you to access features that are not directly assigned to an Access button on your telephone. See the NBX Feature Codes Guide in the NBX NetSet utility for a list of features and codes and how to use them. 4 Transfer button — Sends the currently active call to another telephone. See “Transferring a Call” in Chapter 7.
CHAPTER 4: NBX 3101 AND 3101SP BASIC TELEPHONES
5 NBX 2101 BASIC TELEPHONE This chapter describes the buttons, controls, and features that are specific to the NBX 2101 Basic Telephone. It covers these topics: ■ Telephone Buttons and Controls ■ Programmable Access Buttons ■ Status Icons For a description of the features on the NBX 3102 Business Telephone, see Chapter 2. For a description of the features on the NBX 1102, 2102, and 2102-IR Business Telephones, see Chapter 3.
CHAPTER 5: NBX 2101 BASIC TELEPHONE Telephone Buttons and Controls Figure 7 shows the buttons and controls on the NBX 2101 Basic Telephone. Figure 7 NBX 2101 Basic Telephone The NBX 2101 Basic Telephone has these features: 1 Handset 2 Hook switch (under the handset) — Pressing and releasing the hook switch gives you a dial tone. This feature is used with Call Park. See “Call Park” in Chapter 9.
Telephone Buttons and Controls ■ Personal speed dial numbers ■ System-wide speed dial numbers 37 4 Soft buttons — Allow you to select items that are displayed in the telephone display panel. See “More Ways to Dial a Call” in Chapter 7. The buttons, from left to right, are: ■ Slct (Select) ■ Back (returns you to the next higher level in the menu) ■ Exit (leaves the display panel menus) 5 Scroll buttons — Allow you to scroll through the items in the telephone display panel.
CHAPTER 5: NBX 2101 BASIC TELEPHONE Programmable Access Buttons The NBX 2101 Basic Telephone has three programmable Access buttons. The factory-default settings for these buttons are (from left to right): ■ Feature — Allows you to access features that are not directly assigned to an Access button on your telephone. See the NBX Feature Codes Guide in the NBX NetSet utility for a list of features and codes and how to use them. ■ Call Toggle — Available only on the NBX 2101 Basic Telephone.
6 NBX MESSAGING This chapter describes the NBX® Networked Telephony Solutions voice messaging features.
CHAPTER 6: NBX MESSAGING NBX Messaging Components A key component of the NBX Networked Telephony Solutions is the NBX Messaging system, which includes voice mail, off-site notification, and several administrative features. Voice mail allows callers to leave voice messages in your voice mailbox when you are not able to answer your telephone. You can listen to, save, and forward those messages from any touch-tone telephone.
Changing Your Password Changing Your Password 41 You use the same 4-digit to 10-digit password to log in to the NBX NetSet utility and to access your NBX voice mail. You can change this password with your telephone (using the NBX voice prompts or a feature code) or through the NBX NetSet utility. To set up your password for the first time, see Table 4 and “NBX NetSet Utility” in Chapter 1. Table 4 also describes how to change your password.
CHAPTER 6: NBX MESSAGING Changing Your Name Announcement and Personal Greeting Your name announcement tells callers that they have reached your voice mailbox. Your personal greeting lets callers know important information about you, for instance, that you are on vacation, available at another number, or unavailable for a specified amount of time. Change your personal greeting often, to ensure that callers hear up-to-date information.
Listening to NBX Messages Message Indicators LIstening from Your Computer 43 Here is how you can tell if you have messages in your mailbox: ■ On an NBX 3102 Business Telephone — The indicator bar above the display panel is lit, and the display panel shows the number of messages. Example: 3 Msgs 2 New. ■ On an NBX 1102, 2102, or 2102-IR Business Telephone — The indicator next to the MSG button is lit, and the display panel shows the number of messages. Example: 3 Msgs 2 New.
CHAPTER 6: NBX MESSAGING LIstening from Your NBX Telephone To listen to your messages from your own NBX Business or Basic Telephone: 1 Pick up the handset and press the MSG button (1102, 2102, 2102-IR, button (3102, 3101, and 3101SP) to access the and 2101) or the mailbox. 2 At the prompt, type your password and press #. 3 See Table 10 for the buttons that you use to manage your messages.
Listening to NBX Messages Managing Your Messages 45 See Table 10 for the buttons that you use to manage your messages. Table 10 Play or repeat a message. Save the message. Delete the message from your mailbox. You cannot retrieve a message after you delete it. Reply to the message. See “Replying to a Message” later in this chapter. Forward the message. See “Forwarding a Message” later in this chapter. Listen to date, time, and sender information about the message.
CHAPTER 6: NBX MESSAGING Replying to a Message You can send a reply to the originator of a voice mail message, provided that the NBX system has received the necessary caller ID information. If you receive a message that is marked Private, you can reply to the originator, but you cannot forward the message to others. To reply to a message after you listen to it: 1 Press 4. 2 After the tone, record your reply. 3 Hang up, or press # for more options.
Forwarding a Message Forwarding a Message 47 You can forward most messages, with or without comments. If you receive a message that is marked Private, you cannot forward it. To forward a message: 1 Log in to your voice mailbox at your telephone or remotely. 2 Listen to a message that you want to forward, and press 5. 3 After the tone, record an introductory message and then press # OR if you choose not to record a comment, press # when you hear the tone.
CHAPTER 6: NBX MESSAGING Creating and Sending a Message To create and send a message directly without actually making a call, follow these steps: 1 Log in to your mailbox at your telephone or remotely. 2 Dial 2 to select Create and Send a Message. 3 At the tone, record a message that is at least 2 seconds long, and press # to end the recording. 4 Optionally, press one of these buttons, OR proceed to step 5. Re-record the message. Review the message. Mark the message Private or Urgent.
Creating Personal Voice Mail Group Lists Creating Personal Voice Mail Group Lists 49 A Personal Voice Mail List, also called a mail group, is a collection of extensions to which you assign a special “group number.” Use it to send a message to everyone on the list at the same time. A Personal Voice Mail List is not the same as a Hunt Group or Calling Group. See “Hunt Groups and Calling Groups” in Chapter 9.
CHAPTER 6: NBX MESSAGING Modifying or Deleting Groups You can review your voice mail groups, add members, or delete a group. To review or modify a voice mail group: 1 Log in to your mailbox at your telephone or remotely. 2 Dial 9 for Mailbox Options. 3 Dial 3 for Group Lists. 4 Press 1, 3, or 4: Review your list of groups. Create a group. Delete a group. Add or delete group members. See step 5. Return to the main menu. 5 To add members to a group or delete members from one, press 4.
Marking a Message as Private or Urgent Marking a Message as Private or Urgent 51 When you compose a voice message, you can select Private or Urgent from the delivery options. If you do not select a delivery option, your message is sent as a Normal message. ■ Private Messages — The recipient cannot forward the message to others. ■ Urgent Messages — Places the message at the beginning of the recipient’s message queue. Urgent messages are heard first.
CHAPTER 6: NBX MESSAGING To prevent the telephone from ringing even once, use the Do Not Disturb feature. See “Do Not Disturb” in Chapter 8. To view your current Forward Calls to Mail setting, log in to NBX NetSet > User Information > Feature Settings. Other Ways to Manage Your Voice Mail Messages You can listen to and, in some configurations, delete your voice messages from within an e-mail application or a messaging application using your Internet browser.
Other Kinds of Mailboxes 53 In addition to preventing a caller from leaving a message, a greeting-only mailbox does not allow anyone to forward or create and send a message to it or reply to a message that was sent from its extension Avoid adding a greeting-only mailbox to a personal voice mail group list. Phantom Mailbox A phantom mailbox does not have an actual telephone associated with it. The administrator sets up a phantom mailbox.
CHAPTER 6: NBX MESSAGING
7 STANDARD FEATURES This chapter describes standard features of the NBX Business and Basic Telephones. It covers these topics: ■ Answering a Call ■ Using the NBX Telephone Display Panel ■ More Ways to Dial a Call ■ Setting Your Call Coverage Point ■ Putting a Call on Hold ■ Transferring a Call ■ Direct Mail Transfer ■ Establishing a Conference Call ■ Setting the Volume For help on accessing NBX features from an analog telephone, see the NBX Feature Codes Guide in the NBX NetSet utility.
CHAPTER 7: STANDARD FEATURES Answering a Call Caller ID To answer an incoming call, pick up the handset. Or if you are using an NBX Business Telephone you can press the Speaker button. If you are using an NBX 3101SP Basic Telephone, you can press (Speaker). The display panel on your NBX Telephone shows the name and extension of an internal caller.
Using the NBX Telephone Display Panel 57 Table 11 Managing Multiple Calls on the NBX 2101 Basic Telephone (continued) Line A Line B How to Manage New Calls On hold Ringing If you have placed one call on hold: On hold Active or on hold On hold On hold ■ And you do not hang up the handset, and the other line rings, press Call Toggle to return to the call on hold. Then press Call Toggle to answer the incoming call.
CHAPTER 7: STANDARD FEATURES To access the display panel lists: 1 Pick up the handset. Press the up or down scroll key to the right of the display. On NBX Business Telephones or 3101 and 3101SP Basic Telephones, you can press a scroll key and select a number to dial without picking up the handset. Note, however, that the 3101 Basic Telephone does not support speaker phone operation. With the 3101, you must use the handset to speak to the person on the call.
More Ways to Dial a Call 59 In the user directory, names appear in alphabetical order, by last name. The system updates the directory when the administrator adds or removes users. Lee Man Yee Lee Margaret In the user directory, to move quickly to the first name that begins with a particular letter, you can use the key pad.
CHAPTER 7: STANDARD FEATURES an NBX Business Telephone or the 3101SP Basic Telephone and one of the Access buttons is configured to access an external line directly, press that button. 2 Dial the number, or use the display panel on an NBX Telephone to scroll to a missed, answered, or dialed number, or a personal or system-wide speed dial number. If you have programmed one of the One-Touch buttons on the NBX Business Telephone, press that button.
Putting a Call on Hold 61 To change the number of rings or the call coverage point: 1 Log in to NBX NetSet > User Information > Call Forward. 2 Select your choice for the Number of rings before forwarding a call. 3 Select a call coverage point: ■ If you select Forward Call to Phone Number, type that number in the Phone Number field. Do not use parentheses, hyphens, or spaces. For external calls, start by entering a 9 or 8 or whatever required to access an outside line.
CHAPTER 7: STANDARD FEATURES are reserved for your extension. The first two Access buttons on the left of a 3101 or 3101SP Basic Telephone are used for your extension. Your system administrator can verify the number and location of Access buttons on your telephone. 3 When you hear dial tone, dial the second call. On an NBX 2101 Basic Telephone: 1 Press the Hold button. 2 To obtain dial tone to make the second call: ■ If you did not hang up the handset, press and release the hook switch.
Transferring a Call 63 To place more than one call on hold on an NBX 2101 Basic Telephone 1 Press the Hold button. 2 Make or receive a new call: ■ To obtain dial tone and make a second call: ■ ■ If you did not hang up the handset, press and release the hook switch. If you did hang up the handset, pick it up again. When you hear dial tone, dial the second call. ■ To answer a call: ■ If you did not hang up the handset, press the Call Toggle button. ■ If you did hang up the handset, pick it up again.
CHAPTER 7: STANDARD FEATURES Announced (Screened) Transfer Before you complete a transfer, you can announce to the recipient that you are transferring a call. The recipient can then decide whether to take the call. To announce a transfer: 1 While on a call, press the Transfer button. The system places the caller on hold and selects a new line. 2 Dial the extension number to which you want to transfer the call. 3 When the recipient answers, announce the call.
Establishing a Conference Call 65 On an NBX Business Telephone: 1 While you are on a call, press the Access button assigned to Direct Mail Transfer. 2 Dial the extension of the person to whose voice mailbox you want to transfer the call. 3 Hang up the handset. On an NBX Basic Telephone: 1 While you are on a call, press the Feature button and 441. 2 Dial the voice mail extension of the person to whose voice mailbox you want to transfer the call. 3 Hang up the handset.
CHAPTER 7: STANDARD FEATURES If the third party answers, three parties are now in the conference call. If the third party is internal and does not answer, the attempt to conference that party is cancelled. You cannot establish a conference call with an NBX user’s voice mailbox. 4 Repeat steps 2 and 3 to conference in a fourth party.
Setting the Volume Setting the Volume 67 ■ To transfer a conference call to another telephone, press the Transfer button. Dial the number to which you want to transfer the call, announce to the recipient (optionally) that you are transferring a conference call, and then press the Transfer button again. All of the conferenced parties are transferred except yourself. ■ Your ability to drop the last person that you added to the conference is transferred to the person who accepts the transfer.
CHAPTER 7: STANDARD FEATURES
8 PERSONALIZING YOUR TELEPHONE Your NBX® Networked Telephony System has many features that can make your telephone easier to use.
CHAPTER 8: PERSONALIZING YOUR TELEPHONE Guidelines About Features on NBX Telephones Ringer Tones ■ If your telephone does not have a button programmed for Feature, ask your administrator to program one. ■ Because your administrator determines whether some of the features that are described in this chapter are available for your telephone or for the entire system, some of these features may not be available to you.
Speed Dials 71 speed dial numbers, these buttons are mapped by default as a Feature button and a Transfer button. Personal Speed Dials You can create a list of up to 99 personal speed dials (using ID numbers 601 through 699) for any telephone on the NBX system. These speed dials are available only from the telephone for which they were created. You create, view, and print your personal speed dial list using the NBX NetSet utility.
CHAPTER 8: PERSONALIZING YOUR TELEPHONE To use a personal speed dial: 1 Pick up the handset or, if you are using an NBX Business Telephone, you can press the Speaker button. 2 Press the Feature button plus the 3-digit personal speed dial code for the number that you want to call, or scroll to Personal Speed Dials on the display panel, press Slct, scroll to the number that you want to dial, and press Slct again.
Speed Dials Special Case: One-Touch Speed Dials 73 (NBX Business Telephones only) In most circumstances, your administrator designates 3 Access buttons as extension lines to manage incoming and outgoing telephone calls. ■ NBX 3102 Business Telephone — See item 1 in Figure 2 in Chapter 2. ■ NBX 1102, 2102, and 2102-IR Business Telephones — See item 8 in Figure 4 in Chapter 3.
CHAPTER 8: PERSONALIZING YOUR TELEPHONE Printing Speed Dial Lists and Labels You may find it useful to have a paper list of personal or system speed dials. You can also create paper labels for your telephone. To print a list of speed dials: 1 Log in to NBX NetSet > Speed Dials > Personal or System-wide. 2 Click 3 A list appears with all of the personal or system-wide speed dial numbers that are allocated to your telephone. 4 Click to print the list.
Off-Site Notification 75 8 To save the edited LabelMaker, click the Save button at the top of the LabelMaker screen. Or you can click File > Save As to save the LabelMaker to a new location. To reuse your saved LabelMaker, you must run the file that you saved to your computer. If you download the LabelMaker from the NBX NetSet utility again, you get the default version, and the download might overwrite your saved LabelMaker.
CHAPTER 8: PERSONALIZING YOUR TELEPHONE such as 9, 8, 1, or 0. After you receive the pager message, you call in to your voice mailbox to listen to your messages. ■ ■ In the Numeric Page field, indicate what you want the pager to display. Enter a series of digits, such as your telephone extension number. If you selected VoiceMail for Method in step 4: ■ Enter the telephone number at which you want to be notified. Do not use parentheses, hyphens, or spaces.
Off-Site Notification 77 The cycle of notice behaviors differs depending on the method that you select for the first attempt. See “Notice Behaviors” at the end of this section. 9 You do not need to configure every Attempt row. When you have configured all of the Attempt rows that you want, click OK. The NBX Messaging tab appears. 10 Test your off-site notification settings by leaving yourself a voice mail message.
CHAPTER 8: PERSONALIZING YOUR TELEPHONE Attempt Method Notice Behavior 2 through 5 as Pager ■ You receive a pager call for each voice message. 2 through 5 as VoiceMail ■ You receive a telephone call for each voice message. Follow the prompts to log in and listen to messages, or log in to the NBX NetSet utility.
Preventing Unauthorized Use of Your Telephone 79 When your telephone is in Do Not Disturb mode: ■ Your telephone does not ring when it receives an incoming call. If you use an NBX Business Telephone or an NBX Attendant Console, the associated status light does flash when a call arrives. ■ You can use the telephone to dial outgoing calls. ■ You can use the telephone to dial internal and external pages. ■ An NBX Business Telephone does not broadcast incoming paging messages over the speaker.
CHAPTER 8: PERSONALIZING YOUR TELEPHONE Telephone Locking To enable and disable the Locking feature using the feature code: 1 Pick up the handset and press the Feature button + 432. The display panel on an NBX telephone prompts you to enter your password. 2 Enter your password + # and hang up. Your telephone is now locked. The display panel shows the Lock icon and displays only the directory and system-wide speed dials. 3 To turn off this feature, repeat steps 1 and 2.
Class of Service Override Class of Service Override 81 The Class of Service Override feature allows you to apply the features of your own NBX telephone temporarily to another NBX telephone on the same local network. Example: ■ The telephones in your organization’s conference rooms are configured so that long-distance telephone calls cannot be dialed from it. You may, however, need to place a long-distance call during a meeting.
CHAPTER 8: PERSONALIZING YOUR TELEPHONE Using a Headset With the NBX 3102 Business Telephone You can use a headset that has a microphone with any telephone on an NBX system. ■ For how to use a typical headset and amplifier with telephones other than the 3102 Business Telephone, see “General Headset Instructions” later in this section. ■ For how to connect and use a headset with the 3102 Business Telephone, read the next section.
Using a Headset General Headset Instructions 83 For all telephones other than the NBX 3102 Business Telephone, follow these instructions. You may need to modify some of these instructions for some headsets or amplifiers. See the instructions that come with your equipment. To prepare a headset for all calls: 1 Insert the cord for the headset amplifier into the handset cord receptacle on the underside of the telephone. 2 Insert the cord for the telephone handset into the headset amplifier.
CHAPTER 8: PERSONALIZING YOUR TELEPHONE Returning to the Headset After a Long Delay Certain brands of headsets enter a power-saving mode that prevents the telephone from ringing for one or more calls when both of these circumstances are true: ■ The headset amplifier buttons for Mute and On are both set to On. ■ The handset is off the phone for a long time (for instance, overnight).
9 GETTING MORE FROM YOUR TELEPHONE SYSTEM This chapter covers these topics: ■ Listening to Your Messages in Your E-mail or Browser ■ Account (Billing) Codes ■ Caller ID ■ Call Pickup ■ Hunt Groups and Calling Groups ■ Call Park ■ Paging ■ Dialing a Call to a Remote Office ■ Bridged Extensions ■ Delayed Ringing ■ Using Pulse Dialing ■ Additional Applications Security Note: Several of the features described in this chapter include configuring a telephone line to appear on more than o
CHAPTER 9: GETTING MORE FROM YOUR TELEPHONE SYSTEM Listening to Your Messages in Your E-mail or Browser You can listen to your voice mail from any computer that allows you to access your e-mail. Your e-mail software application must be IMAP-4 compliant, such as Microsoft Outlook. See your administrator for assistance with this feature.
Caller ID Caller ID Internal and External Caller ID 87 Your administrator can set up your NBX system to allow for Internal and External Caller ID or can configure the system so that you can block your identity (telephone number) from anyone you call. By default, the NBX system shows the extension and name of any internal caller on the display panel of your NBX telephone.
CHAPTER 9: GETTING MORE FROM YOUR TELEPHONE SYSTEM To disable CLIR-All: 1 Pick up the handset. 2 Press the Feature button and 889 again. CLIR-ALL off appears briefly in the display panel and then disappears when you hang up the handset. To view your current CLIR-All setting, log in to NBX NetSet > User Information > Feature Settings. CLIR for Next External Call Only To enable CLIR for only the next call from your telephone: 1 Pick up the handset. 2 Press the Feature button and 890.
Hunt Groups and Calling Groups Directed Call Pickup on a Specific Telephone 89 You can answer a call that is ringing on a specific user’s telephone. Using the feature code: 1 Pick up the handset. 2 Press the Feature button followed by 455 and the user’s extension. The call is directed to your telephone. Using One-Touch Pickup (NBX Business Telephones only): 1 Pick up the handset. 2 Press the Access button that your administrator has assigned to Directed Pickup.
CHAPTER 9: GETTING MORE FROM YOUR TELEPHONE SYSTEM Hunt Groups Incoming calls ring to one member of the hunt group. If that member’s telephone is in use, or if that member does not answer the call, the system “hunts” for another member of the group until the call is answered or is forwarded to the group call coverage point. For example, if there are no available members of the hunt group, the call might be forwarded to a group mailbox or to the receptionist.
Hunt Groups and Calling Groups 91 3 Dial the hunt group password. Your administrator can tell you which password to use. 4 Press #. To log out of a dynamic hunt group using your NBX Telephone: 1 Pick up the handset. 2 Press the Feature button followed by the feature code for the hunt group. Your administrator can tell you which feature code to use. 3 Dial the hunt group password. Your administrator can tell you which password to use. 4 Hang up the telephone.
CHAPTER 9: GETTING MORE FROM YOUR TELEPHONE SYSTEM To log out of all hunt groups of which you are a member: 1 Log in to the NBX NetSet utility and click the Hunt Groups button. 2 Click the Logout all button. Calling Groups One type of hunt group is the Calling Group. Calling groups allow an incoming call to ring simultaneously on all telephones in a group, for example, a customer service group.
Call Park Call Park 93 Use Call Park to place a call in a “holding pattern” and make it available for another person to pick up from any telephone on the system. Use the internal paging feature, the external paging feature, or both, to announce the call. The recipient can retrieve the call from any NBX Telephone or analog telephone by dialing the Call Park extension that you give during your announcement. This feature is useful in any of these circumstances: ■ The recipient is elsewhere in the building.
CHAPTER 9: GETTING MORE FROM YOUR TELEPHONE SYSTEM 3 To notify another user about the parked call: a From NBX Business Telephones or 3101 and 3101SP Basic Telephones, select an Access button that is assigned for placing telephone calls, and dial the user’s extension, or use the paging feature. See “Paging” next for details. b From an NBX 2101 Basic Telephone, press the hook switch. When you hear the dial tone, dial the user’s extension, or use the paging feature. See “Paging” next for details.
Dialing a Call to a Remote Office Dialing a Call to a Remote Office Using Unique Extensions 95 You can dial calls between sites in your organization that are separated geographically but that are linked by a Wide Area Network (WAN) connection. Each site must have an NBX system. Typical configurations are described in the next sections. In the sample network shown in Figure 10, everyone in the entire organization has a unique telephone extension.
CHAPTER 9: GETTING MORE FROM YOUR TELEPHONE SYSTEM Using Site Codes If some users have overlapping telephone extensions, your administrator can configure your telephone system to use site codes for you to dial people at remote offices. Your administrator chooses the site codes for your system. In this example, you dial a site code first, followed by the extension at the site.
Bridged Extensions Bridged Extensions 97 With a bridged extension, buttons and status lights on one telephone are associated with buttons and status lights on another telephone. On the primary telephone, you can perform all operations (such as dialing telephone calls, placing calls on hold, forwarding calls, and so on).
CHAPTER 9: GETTING MORE FROM YOUR TELEPHONE SYSTEM When a call comes in to the manager on that extension, the assistant’s telephone rings 4 times before the call audibly rings on the manager’s telephone. Even during the first silent rings, the line’s status light on the manager’s telephone flashes, allowing the manager to answer the call if required.
Additional Applications 99 switch to DTMF mode. You can also include the digits that you want the system to dial after it switches to DTMF. The system dials any digits after the < using DTMF tones. When you hang up, the port that you were using on the Analog Line Card reverts to pulse dialing mode. For additional information about programming speed dials, see “Personal Speed Dials” in Chapter 8.
CHAPTER 9: GETTING MORE FROM YOUR TELEPHONE SYSTEM
10 NBX 3105 AND 1105 ATTENDANT CONSOLES NBX Attendant Consoles and the NBX Complement Attendant Software (CAS) application enable a receptionist to handle high call volumes efficiently. Although receptionists are the primary users of the Attendant Console and CAS, the two can also be used by busy sales representatives and others who receive a high volume of telephone calls or who make frequent calls to the same telephone numbers.
CHAPTER 10: NBX 3105 AND 1105 ATTENDANT CONSOLES NBX Attendant Console The NBX 3105 and 1105 Attendant Consoles each have 50 Access buttons and 4 preprogrammed Feature buttons. Although the design of the two Attendant Consoles is different, the buttons work the same way. In effect, the Attendant Console is an extension of the NBX Business Telephone or NBX Basic Telephone to which it is associated.
NBX Attendant Console 103 Figure 12 NBX 3105 Attendant Console 1 Hold button — Places a caller on hold. See “Putting a Call on Hold” in Chapter 7. 2 Transfer button — Enables you to send a call to another telephone. See “Transferring a Call” in Chapter 7. 3 Direct Mail Transfer button — Allows you to send a caller directly to another user’s voice mailbox or phantom mailbox. See “Direct Mail Transfer” in Chapter 7.
CHAPTER 10: NBX 3105 AND 1105 ATTENDANT CONSOLES between assignments 1 through 50 and assignments 51 through 100. The Shift button LED is lighted when you have buttons 51 through 100 selected. Figure 13 and the text that follows it describe the features on the NBX 3105 Attendant Console. Figure 13 NBX 1105 Attendant Console A B SHIFT 1 Access buttons — A light next to each button indicates whether the line is available or in use, or whether assigned features are enabled.
NBX Attendant Console 105 6 Call Park button — Places a call in a “holding pattern” so that it can be retrieved from any other telephone on the system. See “Call Park” in Chapter 9. 7 Hold button — Places a caller on hold. See “Putting a Call on Hold” in Chapter 7. Attendant Console Labels To create, print, and save labels for your Attendant Console: 1 Log in to NBX NetSet > Speed Dials > Attendant Console Labels. Save the file to a location on your PC, and then open the file: a Locate the file, labels.
CHAPTER 10: NBX 3105 AND 1105 ATTENDANT CONSOLES Complement Attendant Software The Complement Attendant Software is an optional component, which requires a license. On your personal computer, the Complement Attendant Software displays your telephone directory in a series of tabs. Each tab sorts the directory by a different type of information, for example, by last name, by department, or by extension.
Complement Attendant Software 107 Table 15 describes Complement Attendant Software buttons and the keyboard shortcuts to functions on the Action menu. Table 15 Attendant Software Buttons and Keyboard Shortcuts Button Purpose Keyboard Shortcut Answer Answers an incoming call. Alt+A Dial Dials a selected number to place an outgoing call. Alt+D Park Places a call in a “holding pattern” so that it can be retrieved from another telephone on the system.
CHAPTER 10: NBX 3105 AND 1105 ATTENDANT CONSOLES
A TELEPHONE INSTALLATION AND MAINTENANCE This chapter covers these topics: Connecting the Telephone ■ Connecting the Telephone ■ Installing the 3102 Telephone Label Plate ■ Attaching and Adjusting the 3101/3102/3105 Support Bracket ■ Attaching and Adjusting the 1102/2101/2102 Support Bracket ■ Moving Your Telephone ■ Swapping Telephones ■ Cleaning Your Telephone ■ Troubleshooting Problems Although the connector layout varies between telephones, all NBX telephones and attendant consoles u
APPENDIX A: TELEPHONE INSTALLATION AND MAINTENANCE Figure 14 shows underside of the NBX 3102 Business Telephone. Connection details for each type of NBX device are listed on the packing sheet that is shipped with the device. Figure 14 Underside of the NBX 3102 Business Telephone CAUTION: The NBX system operates over the LAN, not through traditional telephone wiring. Your telephone connects to the NBX system through an RJ-45 LAN connector instead of an RJ-11 telephone connector.
Installing the 3102 Telephone Label Plate Installing the 3102 Telephone Label Plate 111 The NBX 3102 Business Telephone has a label plate with localized button labels that you must install. Once you snap the plate onto the telephone, you cannot remove it. To install the plate, slip the tabs along the top edge of the plate into the slots on the telephone, and then press firmly along the bottom edge of the plate until you feel it snap into place.
APPENDIX A: TELEPHONE INSTALLATION AND MAINTENANCE Figure 17 and Figure 18 show the NBX 3102 Telephone. The instructions also apply to the 3105 Attendant Console and the 3101 and 3101SP Basic Telephones. Figure 17 Adjusting the Support Bracket To adjust the support bracket, press to release the lock tab 1, rotate the bracket to the position that you want, and then release the lock tab.
Attaching and Adjusting the 1102/2101/2102 Support Bracket Attaching and Adjusting the 1102/2101/2102 Support Bracket 113 Each NBX Telephone and Attendant Console is shipped with a support bracket that you attach to the telephone. The 1105 Attendant Console and 2101, 1102, 2102, and 2102-IR Telephone support bracket can be attached in low profile, high profile, or wall mount positions. Tabs on the underside of the telephone slip into slots on the bracket, and the opposite mounting points snap into place.
APPENDIX A: TELEPHONE INSTALLATION AND MAINTENANCE Wall-Mount Position To mount an NBX 1102, 2102, or 2102-IR Telephone on a wall, put the bracket on the opposite end of the telephone in the low-profile position. Pull and twist the knob on the underside of the phone 90 degrees (Figure 20) so that the spring- loaded peg projects out on the top of the phone (Item 1 in Figure 21). Figure 20 Knob for the Handset Support Peg Figure 21 shows an NBX 2102 Telephone in the wall-mount position.
Opening the 3105 Attendant Console Label Cover Security Wall-Mount Bracket Opening the 3105 Attendant Console Label Cover 115 Every NBX 1102, 2101, 2102 and 2102-IR Telephone can be fitted with an optional security wall-mount bracket that ensures that the device cannot be removed by unauthorized persons. For how to order this bracket, consult your 3Com NBX Voice-Authorized Partner. Read and follow the instructions that come with the bracket.
APPENDIX A: TELEPHONE INSTALLATION AND MAINTENANCE Cleaning Your Telephone Always unplug your telephone from the power source and from the network before you clean it. Use a soft cloth dampened with mild detergent. WARNING: Failure to unplug the telephone before you clean it could result in electrical shock. Troubleshooting Problems Table 16 lists possible problems that you may encounter and the most likely solutions.
Troubleshooting Problems 117 Table 16 Possible Problems (continued) Possible Problem Suggested Solutions When I dial 9 or 8 to access No outside lines are available. Try again in a few an outside line, the display minutes. panel shows “All Ports Busy.” After I call another user in my organization, I hear a tone but no ringing. The other user may have the Hands Free Active on Intercom feature enabled. Begin speaking after you hear the tone.
APPENDIX A: TELEPHONE INSTALLATION AND MAINTENANCE Table 16 Possible Problems (continued) Possible Problem Suggested Solutions The display panel shows “Wait for NCP.” Your telephone may be disconnected from the system. Hang up your telephone and wait a few seconds. Then pick up the handset. If the message still appears on your telephone display panel, contact your administrator.
INDEX 3101, 3101SP Basic Telephones 30 3102 Business Telephone 18 3105 Attendant Console 103 A Access buttons 1102, 2102, 2102-IR Business Telephones 25 1105 Attendant Console 104 2101 Basic Telephone 38 3101 and 3101SP Basic Telephone 31 3102 Business Telephone 19 3105 Attendant Console 103 account codes and billing codes 86 administrator, definition 10 All Ports Busy message 117 analog telephones on an NBX system 13 announcements, broadcasting 94 answering calls 56 applying your call permissions to anot
INDEX Class of Service (CoS) override 81 cleaning telephones 116 CLIR 87 codes account and billing 86 NBX Feature Codes Guide 9 Complement Attendant Software (CAS) computer screens and tabs 106 features 106 introduction 101 keyboard shortcuts 107 Conference button 1102, 2102, 2102-IR Business Telephones 25 3102 Business Telephone 19 conference calls adding parties 65 dropping last party 66 introduction 65 connecting a headset 3102 Business Telephone 20, 82 other telephones 83 connecting telephones cau
INDEX G Greeting-Only mailboxes 52 group call pickup 89 group lists, personal voice mail creating 49 modifying 50 group voice mailbox 53 H Hands Free button 1102, 2102, and 2102-IR Business Telephones 26 3102 Business Telephone 20 handset volume 67 headset connector on 3102 Business Telephone 20 using 82 Headset button, 3102 Business Telephone 22 headset volume 67 hold 2101 Basic Telephone 61 Business Telephones and 3101 and 3101SP Basic Telephones 61 by parking calls on a 2101 Basic Telephone 93 introduc
INDEX off-site notification restriction 77 logs on NBX telephone display panel answered calls 57 dialed calls 57 missed calls 57 long-distance calls, preventing 79 M mailboxes greeting-only 52 group 53 phantom 53 setting up personal 13 maintenance, telephone 109 message waiting indicators 1102, 2102, and 2102-IR Business Telephones 26 2101 Basic Telephone 43 3101 and 3101SP Basic Telephones 30, 43 3102 Business Telephone 18, 43 analog telephones 43 Business Telephone, 1102, 2102, and 2102-IR 43 for a
INDEX forgotten 41, 42 security tips 41 permissions allowed calls 80 viewing your call permissions 80 personal greeting changing 42 setting the first time 14 personal speed dial buttons 1102, 2102, and 2102-IR Business Telephone 28 3102 Business Telephone 21 personal speed dial numbers 71 personal voice mail group lists creating 49 modifying 50 phantom mailboxes 53 picking up calls 88 placing calls on hold See hold position, wall-mount bracket 114 printing speed dial lists 74 private messages 51 problems,
INDEX 2101 Basic Telephone 37 3101 and 3101SP Basic Telephones 30 3102 Business Telephone 18 software, Complement Attendant (CAS) 106 sound volume 1102, 2102, and 2102-IR Business Telephone 25 2101 Basic Telephone 37 3101 and 3101SP Basic Telephones 31 3102 Business Telephone 20 Speaker button 1102, 2102, and 2102-IR Business Telephones 25 3101SP Basic Telephone 31 3102 Business Telephone 19 speaker phone 1102, 2102, and 2102-IR Business Telephones 25 3101SP Basic Telephone 31 3102 Business Telephone
INDEX speaker 67 W Wait for NCP message 118 wall-mount bracket 114 Windows Desktop shortcut, for LabelMaker 75 125
INDEX