How To Use The Phone System

This is designed as self-training for new employees and a reminder for current employees as to how to use the phone system. By this point, you should have been told what your extension is and have set a password. If not, you need to connect with the me (Tim) person to accomplish that task.

• Bookmark this page https://a3e.digiumcloud.net/main
• Your login is your phone extension and your password which is only known to you. If you forgot your password click through the password recovery function at the bottom of the page. If you never got a username and password, find Tim and ask him for one.
• At this point I recommend you take a look around inside the phone portal and familiarize yourself with the options.
• You will now need to provide a recording of;
  • Your full name
  • Your “away” message.
    • The easiest way to do this is to find the conference room phone, where it is quiet.
    • Give Tim the heads up that you’ll be setting up your “away” messages.
• Once you’ve set this all up, you need to test it.
  • Call our main number: (630) 507-9002 and dial your extension.
    • Make sure it rings to your cell phone after the 5th ring but DON’T ANSWER IT ON YOUR CELL PHONE.
    • Let it go to voicemail and see if it hits your cell phone voicemail, or if it comes back to the phone system voicemail.
    • Call the main office number again.
    • Navigate to the dial-by-name directory. Dial your name. See if it routes you to the right location.
• If any of this doesn’t work, tell Tim about it.

How To Manage Your Work / Life Balance

We are consultants, and as such, we take phone calls outside work hours of 8:00am to 5:00pm. You might not want to give everyone your cell phone number. If you don’t have your own desk phone, and don’t want to give out your personal phone number, you should give out your official extension. The phone system is set to permanent “Away” status and your calls will be routed to your cell phone during business hours. Outside of business hours calls will go to your voicemail at the office, which will be delivered by email.

In addition, when people call the main phone line looking for you, we can forward these calls to your extension, which will forward them to your cell phone. It’s convenient for everyone.

How To Use Your Cell Phone Application

Android. MAC. In full disclosure, this app is not my favorite way to use our phone system. It can technically be used to handle inbound and outbound phone calls and do anything a desk phone could. It runs as an app on your smart phone and routes phone calls over your WIFI network. It can be a convenient alternative to using your cell phone for making work calls. It will use your data plan for sending and receiving calls when you are in the field. However, it’s never been better in sound quality or in connection strength than your cell phone is all by itself. So it’s better to use the cell network most of the time. You can however, use this app very conveniently to change your status from “In” to “Away” to “Do Not Disturb”. For the most part, if you don’t have a desk phone, you will always be “Away” status.

How To Use Your Soft Phone Application

Windows. MAC. If you don’t have a desk phone, you may want a software phone that runs on your laptop. We are still testing to see if this runs in Azure and as if yet, it does not. But quite a few of you are operating on laptops or desktop computers and would be a good candidate for this. The best way to utilize this is with a bluetooth headset. You will also want to be on a wired network if you can. You can do everything on this soft phone that you could do on a desk phone. You can also receive calls transferred to your extension. You can dial by using the numbers on your laptop keyboard.

Other cool features include:

• SMS (Texting from your work phone number)
• Dialing by cutting and pasting numbers into the software.

How To Use Your Desk Phone

At the end of this you should be able to know how to use:

• Your headset
• Speakerphone
• Mute Button
• Volume button
• Voicemail button
• Call back last inbound phone call button
• Hold Button
• Transfer button
  • Blind Transfer
  • Talk then transfer
• Call Queues
  • Sales
  • Operator
• External Speed Dial Numbers
• Find Speed Dial to Very Important Help Lines
  • Accountant
  • Outsourced Human Resources
  • Outsourced IT Support
  • Phone System Support
• Call Log
• Contacts
• Change Status
• Find Bluetooth settings
• Call Park
  • Pickup from Park
• Record audio from call

The most important things you will need to know how to do is:

• Put a call on hold
• Park a call
• Pick up a parked call
• Transfer a call to another extension.

I would like you to practice each of these with someone in the office. Once you’ve done this once, you have it forever.