Outlook and SFB Session Both Levels v1 · Listen to and recover messages marked for deletion (current session only) 7 Listening to New messages If you want to… Enter Listen to voice

TECHNOLOGY IN O3HUB AUGUST 2017

CONTENTS

Ø Room booking panels & screens – page 3

Ø Phones – page 8

Ø Outlook – page 15

Ø Skype for Business – 21

CRESTRON O3Hub SpacesMeet & Collaborate

ROOM BOOKING PANELS

Available Booked

SELECT PANEL OPTIONS

Present files

Start a VideoConference

Check Room Schedule

Select yourConnection Type

Audio Adjustment

Launch

CONNECT WITH THE AIR MEDIA APPLICATIONWhen connected through the Hospital WIFI you can use the Air Media Application(Apple, Windows & Android)

Additionaloptionsarealsoavailable

PRESENTATION SPACES

TOUCH SCREEN COMMUNICATION

Phone Calls Video Conferencing

NON-WIFI CONNECTION OPTIONS FOR LAPTOPS

USB HDMI

NEC PHONES Let’s talk

LOGIN / LOGOUT

To Login

Your Phone should look like the following

Enter your “Extension” then Press the “Set” Key

Enter your “Extension” Number as the Password then Press the “OK” key

Your Phone should look like the following, you are now Logged in

To Logout

Your Phone should look like the following

Press the “L-OUT” Key , you will then see “LOGOUT ?” Press the “L-OUT” key again

Your Phone should look like the following once you have “Logged out”

Welcome! Your UM8700 system provides access to voice, fax, and email messages.

Before You Start

UM8700 internal number

UM8700 external number

Your subscriber mailbox number

55500

8890 5500 then press #

Extension

Your system administrator may also give you a security code to use on first login.

Gaining Access to Your Mailbox

1. Call the UM8700 internal by dialing 55500 then your mail box

2. From Another Ext, by dialing 55500 then press *# then your mail box

3. If prompted, enter your subscriber mailbox number.

4. Enter your security code (or the default code, if your administrator has given you one).

Getting Started

If you want to… Enter

Listen to new messages 1

Record a message for another subscriber

2

Set User Options 3

Listen to saved messages 5

Listen to and recover messages marked for deletion

(current session only)

7

Listening to New messages


Listen to voice messages 1

Listen to fax messages 2

Listen to e-mail messages 3

Listen to messages from outside callers

4

Listen to messages from a specific mailbox

5

Listen to all messages 9

While Listening to a Message


Pause 1

Increase playback speed † 1 4

Decrease playback speed † 1 7

Forward 2

Backup five seconds 3

Delete 4

Save 5

Review 6

Skip to the next message 7

Reply 8

Skip ahead five seconds 9

Listen to message envelope information

0 0

While Recording a Message


Stop recording 2

Backup five seconds 3

Discard and start over 4

Skip ahead five seconds 9

After Recording a Message


Send the message #

Continue recording 2

Discard and start over 4

Review 6

Request future delivery 0 1

Mark the message urgent 0 2

Restrict forwarding of the message 0 3

Request a return receipt 0 5

Leave number where you can be reached

0 8

How to Produce the UM8700 Pocket Guide

This UM8700 Pocket Guide has been produced as a completely editable Microsoft Word document. To produce it, do the following:

1. Print the document double-sided. The margins of this document are set at .5”. If Microsoft Word produces a dialog box reading “The margins of this Document are set outside of the printable area,” select Yes and continue to print.

2. Cut the document along the lower dotted line.

3. Fold the document in half at the center dotted line.

4. Fold the panels on either side back the opposite direction on the relevant dotted lines.

NDA-31623

Issue 1.0

12/24/32 Button Digital & IP

DESI-Less 8 Button Digital & IP

DESI-Less 8 Button IP with Gigabit Support

Reference Sheet

DTL/ITL 12/24/32 Button

Menu

Transfer

Allows the extension user to transfer a call or

make a second call.

Speaker

Controls built-in speaker, which can be used f

DTL/ITL-8LD-1 DESI-Less

DTZ/ITZ 12/24/32 Button

Programmable Keys

These keys can be programmed as either a

Flexible Line key, Programmable Feature key or

One-Touch Speed Dial key.

FUNCTION KEYS

DTZ/ITZ Cursor Key

The Cursor key allows the user to move the

cursor to the Left, Right, Up or Down. The

center button functions as an Enter key.

Recall

Press this key to terminate current call and

re-seize dial tone.

Feature

Used to activate terminal setup functions and to

program One-Touch keys.

Feature + 1 – Turns microphone On/Off.

Feature + 3 – Selects ring tone (Repeat “3” to

select a different tone) (Non-IP terminal).

Feature + 7 – Indicator On/Off. Controls if lamp

flashes when ringing.

Feature + 8 – Direct/Preset dial pad On/Off.

Direct will automatically go off-hook when

number is dialed. Preset will allow the number to

be dialed before going off-hook.

Answer

When the LED on this key is flashing, press the

key to answer a waiting call.

Hold

Press this key to put a call on hold.Hands

Free Dialing/Monitoring. LED on key lights when key is active.

Help

Explanations of Programmable Keys can be

called up on the LCD by pressing this key.

Exit

The user can exit from the Menu or Help mode

by pressing this key.

NOTE:

Feature 7 & 8 are not functional on an SV9300.

MAKE A CALL

Lift the Handset or press Speaker.

Dial the required number.

(For external calls, dial “0” first)

LAST NUMBER REDIAL

Without lifting handset, press the REDIAL

button.

Press the Cursor key left/right to search

the required number.

Press to initiate the call.

Soft Keys

Any feature shown at the bottom of

the LCD is available. The

appropriate feature key is displayed

on the screen according to the call

handling process.

From this key, the user may access additional functions such as Call History and Directory

NDA-31623

Issue 1.0

HOLD

Ask the caller to please hold:

Press the Hold key – held key flashes.

You may replace handset if you wish.

To retrieve a call:

Lift the handset.

Press the flashing line.

NOTE:

For exclusive hold – press Hold twice.

TRANSFER

With a call in progress:

Press the Transfer key.

Dial an extension or external number and

announce the call (optional).

Replace the handset.

NOTE:

If the called extension is busy or does not

answer, press the Transfer to return to your

caller. If the extension does not accept the call,

ask them to hang up and your call is returned.

CONFERENCE

With a call in progress (internal or external)

Press the Transfer key.

Dial an internal or external number.

When the third party answers, press the

Conf soft key.

A three way conference is now

established.

NOTE:

Any party may exit the conference by hanging

up. The two parties will remain connected, as

long as one of the remaining parties is internal.

SWAP CALL

Allows users to toggle between calls

Press the Transfer key (this puts the first call on hold and provides you with dial

tone to call the 2nd party).

Dial required 2nd number.

Press the Transfer key each time you

wish to toggle between the parties.

When finished with one party, hang up on

them and the telephone will ring and

connect you to the other party.

If you dial a busy extension:

Press Call Back (CB) soft key or dial

Access code #0


During this time you may make and receive

calls.

When both extensions are free, your

phone will ring.

Lift the handset or press Speaker and the

other extension will ring.

To Cancel:

Press Call Back (CB) soft key or dial Access

code *#

Forwards all calls immediately.

To Set:

Lift the handset and press FDA key or dial

Access code: *1

Dial the destination number.


To Cancel:

Lift the handset and press FDA key or dial

Access code: #1

CALL FORWARD NO ANSWER*

Forwards calls only after 4 – 6 rings.

To Set:

Lift the handset and press FDN key or dial

Access cod4 *4



To Cancel:

Lift the handset and press FDN key or dial

Access code #4

Forwards calls when your extension is busy.

To Set:

Lift the handset and press FDB key or dial

Access code *3



To Cancel:

Lift the handset and press FDB key, or dial

Access code #4

LOGIN/LOGOUT

For IP telephones only.

To Login:

Enter Login code and press SET soft key.

Enter password and press OK soft key.

To Logout:

Press LOGOUT key (display will show

LOGOUT?).

Press LOGOUT key again and wait a few

seconds for handset to logout.

CALL PICK UP

To answer a ringing extension in your

group:

Lift the handset and press PICK soft key.

For answering ringing extensions not in

your group:

Lift the handset, dial Access code ## plus

ringing extension number.

VOICECALL

Allows a user to intercom other digital handsets:

Lift the handset and dial extension

number.

Press Voice soft key and speak over the

intercom.

To store Numbers using One-Touch Keys:

Press the Feature button.

Press an available One-Touch Speed

Calling key.

Enter either extension number or external

number including 0 for an outside line.


To Access:

Press desired One-Touch Speed Calling key

or press Speaker and One-Touch Speed

Calling key to call number.

DISPLAY

To adjust the display:

Press the Cursor button up or down while the

telephone is idle.

SPEAKER/RECEIVER VOLUME

To adjust the Speaker/Receiver volume:

Press the Cursor button up or down during

conversation.

RINGER VOLUME

To adjust the ringer volume:

Press the Cursor button up or down during

ringing.

The user can access the shortcut menu by

pressing the Enter key (center cursor button).

To set the Voice Mail number in the Shortcut

Menu:

From the idle display, (Do not lift

handset).


Press the Enter key.

Enter the Voice Mail pilot number.

Press Feature button to save.

To Use:

Do not lift handset.

Press the Enter key.

Select either Missed Calls to see the

missed calls menu, or Voice Mail to dial

the voice mail pilot.

CALLBACK

CALL FORWARD – ALL*

CALL FORWARD BUSY*

PROGRAMMING SPEED NUMBERS

SHORTCUT MENU

Voice Mail Quick Guide – Westmead Hospital

TO ACCESS VOICE MAIL

INCLUDING FIRST TIME SET UP

** see note

• Internal - Dial 55500

then enter Security Code number

• Internal (from another phone)

dial 55500 *#

enter Security Code

• Externally: dial 8890 5500 (55500)

Once the call is answered, press # followed

by your extn, followed by your Security Code

FIRST TIME SET UP

Dial Voice Mail - Enter Personal ID 0000

You will hear first time introduction that will step

you through the set up procedure:

• set a security code 4-6 digits

• record your first and last name

• record greeting (see example)

Now you must divert your phone to voice mail

Set no answer *4 55500

Cancel no answer #4

Optional Diversions

Set busy *3 55500

Cancel busy/no answer #3

All Calls *1 55500

Cancel all calls #1

The phone will not ring at all - to be set wisely

TO LISTEN TO MESSAGESDisplay Phones have a message wait lamp.

Basic Phones will have a broken or stutter dial tone.

Dial Voice Mail, enter Security Code

Press 1 to listen to new messages

4 to delete message

5 to archive message

* will save message as new

Notes:

Old messages will be deleted after 10 days

• Archive messages will be deleted after 10 days

• Old and Archive messages will delete when listened to. You must archive the message again to save it.

TO LEAVE A MESSAGE (only for voicemail to voicemail)


Press 2 then enter desired extension number

To start recording message press 2

Record message then press 2 when finished

For Message Options - Press 1 for Yes

• Review message - 6

• Address to others – 1

• Send message - 5

CHANGE NAME, GREETING OR SECURITY

CODE


Record Standard Greeting 313

Change Security Code 314

Record Name 315

STANDARD GREETING EXAMPLE

“Hello this is John Smith, I am unable to take your

call right now. Please leave me a detailed

message after the tone and I will return your call

as soon as possible.

ALTERNATE GREETING EXAMPLE

“Hello this is John Smith, I will be out of the office

until Wednesday. Please leave me

a message and I will return your call. Thank you.

Set this greeting when you are away from your

desk for a longer than normal period.

Note

Contact the Communications Department if

you need Voice Mail set up on your phone.

OUTLOOK Let’s Communicate

SCHEDULING MEETINGS AND USING SFB

Configure Outlook Calendar Settings

View, Share and Schedule Meetings with Groups, Overlay and Schedule Views

Skype for Business Meetings in Outlook

USING OUTLOOK FEATURES AND TOOLS (NOVICE)

Creating Appointments in your Outlook Calendar

Configure Outlook Calendar Settings to suit your needs


Using your Room Finder when scheduling Meetings

Create and join Skype for Business Meetings in Outlook

Managing your Email: Organising with Folders, Search Folders, Flags, Categories and Views

Intro to Tasks in Outlook

USING OUTLOOK FEATURES AND TOOLS (INTERMEDIATE)

Configure Outlook Calendar Settings to suit your needs


Using your Room Finder when scheduling Meetings

Create and join Skype for Business Meetings in Outlook

Managing your Email: Favourites, Search Folders, Categories, Rules and Quick Steps

Automatic Replies in Outlook

VIEWS & SETTINGS

CREATING A SKYPE FOR BUSINESS MEETING

SKYPE FOR BUSINESS Let’s Meet and Chat

SFB FEATURES

Find Contacts

Instant Message

Video Call

Enter Virtual Meetings (Conferences)

PRESENCE

Determine your best way to communicate

Instant Message with Skype

Email with Outlook

Video Conference with Skype

Call with your mobile

VIDEO CALLS AND CONFERENCES

SKYPE FOR BUSINESS SETTINGS

General Settings


Personal settings


Audio device settings


Video device settings

Documents

Outlook and SFB Session Both Levels v1 · Listen to and recover messages marked for deletion (current session only) 7 Listening to New messages If you want to… Enter Listen to voice