Phone Information

Table of Contents

• Phone System
• Web Interface and Switchboard
• Voicemail
• Conference Calls
• Toll Free Conferencing Admin Instructions
• Dialing Local and Long Distance Calls
• Phone User Guides
• Fax
• Auto Attendant Recording
• Phone System Admin Information

Phone System

Web Interface and Switchboard

The Switchvox Web Extension Tool Suite is the primary means of managing your extension and your Digium Phone. You can access it from any computer on campus via a web browser. The URL is http://phone.cs.unc.edu. If you are off campus, you will need to use the campus VPN to use a remote desktop on a machine in the department and connect from there.

Switchboard

A graphical display of what’s happening on Switchvox. It shows your own calls, your coworkers’ calls, call-queue activity, and your parking lot. You can drag and drop to transfer calls, and one click lets you make a call, pick up calls, record calls, log in and out of call queues, and more.

To view of demo of the switchboard application see:

http://www.youtube.com/watch?v=B1UYmqO8xoA

Download a pdf of the extension owners guide for step by step instructions

This guide provides basic how-to information so you can quickly get acquainted with and effectively use your Digium Phone and the Switchvox system to communicate.

Switchvox Extension Owners Guide

Voicemail

Accessing voice mailbox from your phone

Press the “Msgs” key on your phone

Enter password

(Note: 1st time users enter extension as password, follow prompt to change)

Press 1 for new messages

Press 3 to change folders

Press 4 to change your password

Press 0 for mail box options

Press * for help

Press # to exit

Accessing mailbox from another phone

Dial access number 899.  Enter mailbox number and press #.  Enter password and press #.

Accessing mailbox from a phone outside the department

Use one of the following 2 methods

1. From any phone, dial department’s main number 919-590-6000. Anytime during the greeting enter 899 followed by your mailbox (4 digit extension), press #.  Enter password and press #.
2. From any phone, call your own phone number and press star (*) during your greeting to enter the Voicemail menu.

Greetings

Greetings are recorded or uploaded sounds that play to a caller when you don’t

answer the phone. You can upload a sound file from your computer, or record a greeting

using your phone.

• The default greeting is Switchvox reading your extension digits, after which the

caller can record a message.

• The greeting that Switchvox plays can be different if you are already on a call

(Busy greetings) or if you are just not answering the phone (Unavailable greetings).

To record a new message, access your mail box from one of the above methods.

Press 0 for mail box options

Option 1 Record Unavailable Message

Option 2 Record Busy Message

Option 3 Record Your Name

Option * Return to main menu

Option # Exit Voicemail

Changing password

Access Mailbox. Press 4 to change password. Enter new password and press #.  Enter new password again and press #

Voicemail Notifications can be delivered as Email or SMS text

Voicemail Notifications let you customize how you want to receive a notification when you get a voicemail message. You can setup multiple email addresses or SMS text, each with an email template and instructions for attaching the voicemail as a WAV file.

RECEIVE EMAIL NOTIFICATION TO YOUR EMAIL ADDRESS WHEN RECEIVING NEW VOICE MESSAGES:

Interactive Voicemail

Manage your voicemail directly from your phone’s interface using the Interactive Voicemail application. Watch this short video for an overview of how this works.
Interactive Voice Mail Video

To configure interactive voicemail for your phone, login to your extension.
http://phone.cs-old.sites.unc.edu
Enter extension and password
From welcome screen select Features
Then Phone Features.
Under Msgs button Actions select Open Visual Voicemail
Scroll to bottom of page and click “Save Phone Settings”

The Voicemail System

When you call the Voicemail system, you have many options

• Listen to a message

• Forward a message

• Save a message

• Send a reply message

• Call-back the person who left a message

• Navigate voicemail folders

• Record greetings

This chart shows all options for the Voicemail System.

Conference Calls

Instructions for FB120 and FB141 can be found after the general instructions.

Conference Call Options

1. 3-WAY CONFERENCE CALL ON YOUR IP PHONE
2. MEET ME VOICE CONFERENCE-No Charge and up to 7 people
3. USER MANAGED AUDIO CONFERENCE – Toll free number. Fee applies

3-WAY CONFERENCE CALL ON YOUR IP PHONE

While you are on a call:

1. Press the Conference key on your phone (this may be a soft key, and you may need to press More to find the conference option). The main call is placed on hold.
2. Dial the 3^rd party’s number.
3. When you’re ready, press Conference again to connect all 3 parties.

MEET ME VOICE CONFERENCE

The department’s VoIP phone system supports up to 7 people, including yourself. Participants must call into the Conference Room. To join your conference, you and others enter a 5-digit conference room number. Any long distance charges are the responsibility of the individual calling into the conference. To use this service, see setup and operation instructions below.

USER MANAGED AUDIO CONFERENCE – TOLL FREE NUMBER

With this option you pay per minute for all conferees. This service is a flexible conferencing solution that is secure and easy to use. Because it is an automated, self-service solution, the moderator has total control of each and every call, allowing him/her to conduct meetings anytime, from absolutely anywhere, so you do not need to be at UNC to host a conference. This service is provided by State of North Carolina Office of Information Technology Services via AT&T Communications.

Important: There is no set up charge. However, a per minute usage rate for each conferee, including the moderator will apply. The rate is $0.03 per minute per participant as of 2013, according to the its.nc.gov website.

This service provides a toll-free conference telephone number, a Personal Identification Number (PIN) and a Meeting Room number. To obtain a toll-free audio conference service Submit a request by email to help@cs-old.sites.unc.edu or call 919.590.6172. Please include date and time of conference and grant or funding source that will be responsible for payment. Once request is processed, toll-free number and virtual meeting room pin and instructions will be provided to you.

Meet-Me-Conference Setup

1. Using your web browser, go to “phone.cs-old.sites.unc.edu” and login using your phones 4 digit extension and your voice mail password.
2. Select “Features”, then “Conference Room” option.
3. General Settings: enter a 5 digit number that will represent your personal conference  room number.  Alternately, select the blue arrow next to the box to randomly select a conference room number.
4. Select Yes or No to play sound when people enter/leave the conference.
5. Select sound type from drop down box.
6. Select Play music On Hold when only 1 member is in the conference Yes/No
7. If desired, conference members may press “#” and be sent to an extension, if desired enter the 4 digit extension.
8. Conference Admins. Enter your own extension here.  Add any other (internal) extension that you would like to have admin rights to your conference.
9. Admin Settings:   Only allow conference admins to talk? (Default is No)
10. Hang up conference when all conference admins leave?  (Default is No)
11. Users cannot talk until a conference admin is in the conference room? (Default is No)
12. Save conference settings.

Meet-Me-Conference Operation Instructions

CONFERENCE ADMIN

1. Using your office VoIP phone, dial 251.
2. Enter your 5 digit conference number followed by the # key.

CONFERENCE ATTENDEES

1. Up to 6 external callers can dial 919.590.6080
2. Enter your 5 digit conference number followed by the # key

NOTE: Meet-Me-Conference supports up to 7 people, including yourself.

Conference Calls in FB120 (Chair’s Conference Room)

NOTE: Meet-Me-Conference supports up to 7 people, including yourself.

Phone based audio only conference calls

USING THE POLYCOM SPEAKER PHONE

1. Dial 7 + 919.590.6080
2. Enter the 5 digit conference number 86120 followed by the # key.

CONFERENCE ATTENDEES

1. Up to 6 external callers can dial 919.590.6080
2. Enter the 5 digit conference number 86120 followed by the # key

The direct phone number to speaker phone is: 919.560.6120

USING THE DIGIUM VoIP PHONE

1. Dial 251.
2. Enter the 5 digit conference number 86121 followed by the # key.

CONFERENCE ATTENDEES

1. Up to 6 external callers can dial 919.590.6080
2. Enter the 5 digit conference number 86121 followed by the # key

The direct phone number to Digium phone is: 919.560.6121

Conference Calls in FB141 (Faculty Conference Room)

USING THE DIGIUM VoIP PHONE

1. Dial 251.
2. Enter the 5 digit conference number 86141 followed by the # key.

CONFERENCE ATTENDEES

1. Up to 6 external callers can dial 919.590.6080
2. Enter the 5 digit conference number 86141 followed by the # key

NOTE: Meet-Me-Conference supports up to 7 people, including yourself.

Dialing Local and Long Distance Calls

Please note, these instructions only apply to phones in the CS Department.

Phone User Guides

Learn how to use the basic features on your Digium phone and view User guides for phones, web suite interface and switchboard operations.

Video: Placing and Answering Calls- Digium Phones

Video: Learn how to use the basic features on your Digium phone

Download the following documents to assist with setup and use of your Digium Switchvox phone.

Digium D40 User Guide

Digium D50 User Guide

Switchvox user extension guide

Fax

We have three Xerox 5745 printer/copier/scanner/fax devices in the department, in SN107, SN266, and FB309, and these handle the fax function for the department.  We no longer have any separate fax devices. The fax (on the Xerox multifunction device) in SN107 (919-590-6105) is considered the main departmental fax machine.   Instructions for using each of the Xerox device’s functions, including the fax, are on the wall above the multifunction device.  This page tells how to use the fax, how to “print” to the fax or print from desktop, and it gives info on sending personal faxes.

Phone numbers for the three fax machines:

SN107:  919-590-6105 (main department fax machine)

SN266:  919-590-6166

FB309:  919-590-6111

To use the fax on a Xerox device:

1. Load your documents face up in the document feeder input tray.  Adjust the guide to touch the documents.  Alternatively, lift thedocument feeder, place the document face down onto the document glass, and position the document in the top right rear corner, where the arrow is.

2. Press the Clear All button once to cancel any previous screen programing selections.

3. Press the Services Home button and select the Fax option.  The Fax features are displayed.

4. Enter the recipient’s fax number using the numeric keypad.

NOTE: DO NOT USE “7” or “9” before the number.

• For local calls: area code+number. (10 digits)

• For long distance calls: 1+area code+number.

• For international calls:  011+country code+city code+number.

5. To send a fax to multiple recipients, select Add to add additional recipients to the Recipient list.

6. Select the required features for your fax job using the touch screen, e.g., Cover Letter or 2-sided originals.

7. Press Start to scan the originals and process the fax job.  Remove the originals from the document feeder or document glass when scanning has completed.

Note:  The fax job enters the job list ready for sending.

8. Select Job Status to view the job list and check the status of your job.

Please note that if the there is an error when sending a fax from the Xerox multifunction (printer/copier/scanner/fax) device in SN107, it prints out a page saying there was an error, and the error printout includes a reduced-size image of the first page of your job.  This may be a problem if you don’t use a cover sheet and your fax includes some sensitive information on the first page.  To avoid this, use a cover sheet. You can do that using the paper cover sheets in SN107.  If you use the print to fax option for the Xerox device, there is a cover sheet option once you select Fax as the job type.  See below.

“Printing” to the Fax – Fax from Desktop

You can also print jobs to this fax machine.  To do this in Windows, you will first need to add the driver for the Xerox device (xrxsn107 or xrxsn266 or xrxfb309) to your computer, as described in the help page on Windows printing.

Click on “File” in the top right hand corner of the Microsoft Word toolbar and navigate down to the “Print” option on the menu:

Then, under “Printer”, select “xrxsn107” (red circle).

Click on “Printer Properties” to open the printing properties window (blue circle).

In the printer properties window that opens, select “Fax” from the “Job Type” drop down box:

Once you click Fax, you must specify one or more recipients.  Click on the picture of a person with an arrow pointing down. In the next box, add the recipients’ names and their fax numbers.

You can save the recipient in your address book for later use.  At this point you can also click on “Cover Sheet” and fill in the information you want included on the cover sheet.

Receive Incoming Faxes to your email address

Faculty and Staff can receive incoming faxes using your phone number.  Faxes will be delivered into the email addresses that you specify. This is useful if you want to be notified at both your work and personal email addresses, or if you want your administrative assistant to be notified. You can also modify or delete these email addresses.  To receive an incoming fax provide the person with your phone number, same as your voice line 919.590.xxxx

Setup Procedure

1. Go to http://phone.cs.unc.edu
2. Login using your 4 digit extension and voice mail password
3. Select “Voicemail and Fax”
4. Select “Fax Options”
5. Click “Create Fax Notification”
6. Enter Email Address you wish to receive fax notifications
7. Add additional email addresses if desired
8. Click “Save Notification Email”

Any fax sent to your phone number will be delivered to your specified email address as a pdf attachment.

Sending personal faxes

It is okay to use the fax machines for personal local faxes, as long as it is not international.  Do this just as described above.  For personal international faxes, you are on your own.

Auto Attendant Recording