Using your ENA Connect Phone

1. Using your ENA Connect Phone Polycom IP 650/670

2. Getting to know your IP 650/670 • Shortcut to call logs • Menu navigation arrows • = select X = backspace, delete Line buttons Soft Keys Mute Button Buttons Speaker button

3. Buttons versus Soft Keys Throughout this training and in the user guides, we will refer to both Buttons and Soft Keys • Buttons: Refers to the physical buttons on the phone. These vary depending on the phone model, but are labeled with the name of the function they perform. They always perform the same function. • Soft Keys: Refers to the keys that appear below the LCD screen on your IP Phone. These are called “soft” because the function they perform changes depending on the state of the phone. You will notice different options appearing on the soft keys when you are on-hook versus on a call, as well as when you are using the soft keys to perform certain tasks.

4. Placing a call • Preferred Method (like a cell phone) • Enter number, with handset still in cradle, and • Pick up handset (you will be in handset mode), OR • Press “Dial” soft key or button (you will be in speakerphone mode) • Option 2: • Pick up handset and dial the number • NOTE: Dialing this way, there is an inter-digit timeout. If you wait too long between entering the digits for the number you want to call, the system will think you are done entering digits and attempt to dial the numbers you have entered so far

5. Placing a Call (cont’d) • You do *not* need to dial “9” to get an outside line • You do *not* need to dial “1” before making a long distance call • If you do dial “9” to get an outside line, or “1” for a long distance number, don’t worry, the call will still go through

6. Answering a call • Pick up the Handset • Press the Speaker button • Press the Headset button • Press the Line key for the line that is ringing (this will activate the speakerphone) • Answer or Reject soft key • Answer soft key will answer the ringing line and put your phone in speakerphone mode • Reject soft key will stop the call from ringing at your phone and either send it to Voicemail or the next number in your call forwarding sequence, if you have one set up

7. Answering multiple calls • If you are on line 1 and another call comes in, it will ring on line 2 • You will hear a beep and the LED next to line 2 will flash • Press the Line 2 button to answer that call. This will automatically put the party on line 1 on hold • If you are done with the party on Line 1, you can press the “End Call” soft key before answering the second call • Use the Line Buttons to toggle back and forth between the active calls you have. The LCD screen will update to show you who is on each line • When you are done with a call, press the “End Call” soft key to disconnect that call.

8. Directories: IP 650/670 • Press Directories button • Contact Directory • Call list • Can also access call lists from navigation arrows • Bottom = missed • Left = received • Right = placed • Top = phone directory speed dial list. These are contacts you have added to your contact directory

9. Calling from your Directory/Call Lists: IP 650/670 • Press the “Directories” button, then select “Call Lists” then select the list you want to review • Scroll to find the caller you want to call • Press the “Dial” Soft Key, which will activate your speaker phone • Note: The arrows on the silver disk act as short cuts to your Call Lists. • Down Arrow: Missed Calls • Left Arrow: Received Calls • Right Arrow: Placed Calls • Up Arrow: Speed Dial (these are the people you entered in your contact directory)

10. Adding a contact to your directory: IP 650/670 • Press the Directories button, choose Contact Directory • Press the More Soft Key, then the Add Soft Key • Enter the Contact’s name and phone number • Enter the characters like you would when using text messaging on a cell phone. i.e. press the 7 key four times for the letter “S” • Users who have been entered in your contact directory will be accessible using the “up” arrow on the silver disk on your phone • To call a contact in your directory, highlight their name and press the Dial soft key

11. Setting Up Your Voicemail • The first time you call into your voicemail, you will be asked to: • Change Your PIN • The default PIN for all new users is 1111# • Your new PIN can be between 4 and 15 digits • Record Your Name Announcement • Record Your Greeting • Please do ALL THREE! • If you don’t record your name announcement, then callers will not be able to access you in the Dial By Name directory of the Auto Attendant • If you already accessed your mailbox for the first time and didn’t record your name announcement and/or greeting, you can do it now, but logging into your mailbox, choosing 9 for User options, 1 for Greetings/Name Announcements, 1 to record your Greeting and 2 to record your Name Announcement

12. Checking Voicemail: IP 650/670 • How to know you have new Messages: • Red Indicator light will blink • An Envelope icon will appear next to your extension number on the LCD screen • When you pick up the handsetwill hear stutter dial tone • To check messages • From your ENA Connect phone, press Messages button • From another ENA Connect phone in your organization, press the Messages button, press * when asked for your PIN, then enter your number and PIN • From a phone outside your ENA Connect system, dial your number and press * when you hear your voicemail greeting. • You may need to access your number by using the Dial by Name Directory off your school’s Auto Attendant

13. Using Voicemail • When listening to your Messages • Option 1 = Replay the message • Option 2 = Save the message • Option 3 = Delete the Message • Option 4 = Forward the message to another subscriber on the system • Record an introduction to the forwarded message • Press 6 to add recipients • Press 2 to Send • Option 5 = Reply to Message • Option 6 = Plays envelope information for that message only Note: if you don’t want to hear the Envelope information before your messages are played, you can turn that off in your user options. From the main menu, choose 9 for User Options, then 3 for Message Playback Options, then 2 for Envelope Information Playback

14. 3-way Conference • You can Conference 3 people (including yourself) • During an active call, press Conference button or the more then confrnc soft keys • Enter number of person you want to bridge in • Note: the first person is on hold during this time • When that person answers, hit conference button or confrnc soft key to join all parties together • If you would like to “split” the conference into two separate calls, you can press the split soft key.

15. Transferring a call: IP 650/670 • Blind • Answer call • Press Transfer Button (or Soft key) • Blind soft key • Dial extension you want to transfer to • Press Send soft key • Consultative • Answer call • Press Transfer Button (or Soft key) • Dial extension you want to transfer fo • Announce caller (the caller is on hold during this time) • Press Transfer again to complete the transfer • Directly to VM • Answer call • Press Transfer Button (or Soft key) • Press Blind soft key • Dial *90 and extension • Press Send soft key

16. Call Pick-up using Soft keys: IP 650/670 • Group Call Pick-up • When you hear another phone in your call group ringing, press the New Call soft key, or pick you your handset • Press the Pickup soft key • Press Group and you will be connected with the caller Note: Check with your administrator to find out who is in your Call Group • Directed Call Pick-up • When you hear another phone ringing, press the New Call soft key, or pick up your handset • Press the Pickup soft key • Enter the extension of the phone that is ringing, then press Directed. You will be connected with the caller Note: These features are only available with the Plus and Pro packages

17. Services/Applications: IP 650/670 Services/Applications Button • Weather • Current weather • Weather forecast • Weather alerts • Admin • Provisioning

18. Adding a contact as a star code speed dial • For contacts that you call often, you may want to make them a star code speed dial • From the phone: Dial *74<speed dial number>*<phone number>, where <speed dial number> is a two digit number between 01 and 20, and <phone number> is the number to assign to the speed dial. • Recommend dialing this string with the handset on hook and then pressing the “Dial” button. The system will play a confirmation message that your speed dial has been accepted Note: This function can also be performed in the portal

19. Call Forwarding – From the Phone • 3 Main types of Call Forwarding • *62 – Call Forward on Busy (*63 to reset) • NOTE: All lines must be busy for the call to be forwarded • *72 – Unconditional Call Forward (*73 to reset) • *92 – Call Forward on No Answer (*93 to reset)

20. Redial • Press “redial” Button (if your phone has one)or • *00

21. 2 Way Intercom • Plus or Pro users can initiate • All users can respond • Press *96, dial extension, then press send or dial • The user on the receiving end will hear a short ring, then their speakerphone/microphone will be activated and they can speak with you hands free. Note: this is a one to one intercom

22. Call Pick-Up • Directed Call Pick-Up: *53 • Lets a user retrieve a call that is ringing at another extension by dialing *53 followed by the extension number • Group Call Pick-Up: *54 • Lets a user pick up a call currently ringing at any extension in their Call Group, by dialing *54. Your administrator can tell you which extensions are in your Call Group Note: These features are only available in certain feature packages, and need to be enabled in your profile, by your administrator, in order for you to use them.