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OfficeSuite Simplicity™ User Guide

Getting to Know Your New Phone

Four soft keys

Programmable memory keys

Line appearance keys

Message indicator

Adjust volume

Mute

Activate speakerphone

Speakerphone

Access Voicemail

Call redial

Activate headset

Missed call log

Mic

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Summary of Contents for OfficeSuite Simplicity

Page 1: ...Adding the Cordless Desk Phone to Your Simplicity System ...

Page 2: ...alling within the United States Canada Puerto Rico and the US Virgin Islands It also includes online fax service so you can send and receive faxes from virtually any internet connected device even your smartphone You also have the ability to meet face to face via video conference or host a conference call with OfficeSuite HD Meeting Simplyput weprovideeverythingyouneedtostayintouchwithyouremployee...

Page 3: ...10 Setting Up How Calls Come Into Your System 10 Setting Up and Using System Features and Preferences 15 OfficeSuite Simplicity User Guide 19 Getting to Know Your New Phone 19 Setting Up and Getting Voicemail 20 Your Caller ID 22 Setting Up and Using Your Personal Memory Keys 22 Setting Up Phone Services 29 ...

Page 4: ...n the Box All of the below items are included in this purchase If you are missing any items please be sure to contact us immediately at 1 800 705 4000 Desk phone Phone stand Handset Power cord for phone Phone cord ...

Page 5: ...5 Lindsay checks her voicemail remotely while on sales trips Jen uses her phone primarily at her desk What will you use Simplicity for Jonathan regularly has conference calls ...

Page 6: ...ne Installthestand Connectthepoweradaptertothephoneandplugitintoawalloutletno more than 150 feet from the base station Step 2 Set the base station to the registration mode On the base station press and hold the Page Key on the side of the base for about seven seconds until the LED blinks amber and blue Release the Page Key The base is now in Registration Mode CAUTION If you press the Page Key and ...

Page 7: ...7 2 3 Base Station 3 3 3 Page Key Base Station Phone LED Light 2 ...

Page 8: ...isplay Registering while it attempts to connect to the base e When successful the phone will beep and display Registered f On the home screen the phone will display the phone s number e g HS2 It may display No Service briefly until the phone has received settings from the base When No Service disappears it is ready for use g Refer to the Quick Start Guide for information about how to use your new ...

Page 9: ...9 3 Phone Base Station 3 Phone 3 3 Base Station Base Station Phone LED Light ...

Page 10: ...o flexible that any phone can be assigned to any extension To assign or change phones and extensions login to the OfficeSuite Simplicity website at http simplicity broadviewnet com Click the Phone System tab and choose Edit Phone System A single phone can be assigned an extension dedicated or multiple phones can be assigned to the same extension shared All phones with the same extension will ring ...

Page 11: ... so you can send callers to different extensions groups or digital receptionists during open closed lunch and special times Creating Groups of Extensions or Call Groups Unlike shared extensions Call Groups can be created so that incoming calls can be sent to multiple extensions or in a pattern or series Setting up a Call Group is easy with OfficeSuite Simplicity Simply click the Configure Call Rou...

Page 12: ...one call group or another digital receptionist Click the Configure button on the Digital Receptionist widget on the My Account dashboard tab to begin Once a new Digital Receptionist is created you will configure each Key Press 1 Press 2 Press 3 with a Result and if needed an extension where calls will be sent In this example callers that press 1 or 2 will be directed to user extensions 3 will go t...

Page 13: ...desktop Click the Upload a wav file or mp3 file radio button under Audio File Options on the Digital Receptionist page Click Browse choose your file saved to your desktop then click Use This Audio File You can also use the OfficeSuite Simplicity Text To Speech option to automatically record your Digital Receptionist greeting Click the Use Text to Speech radio button then choose a male or female vo...

Page 14: ...board tab to manage call forwarding for each extension Click the extension from the drop list choose the number of rings before forwarding then choose the desired location by clicking on the appropriate radio button If you select Another Phone select either an extension on the system from the drop list or enter an external number starting with the area code Press Save when done to save your call f...

Page 15: ... or view a list of extensions with their current permission click View Details A list of extensions with their permission level will be displayed Choose the appropriate permission in the drop list across from each extension you want to modify then click Save Call Permissions Your Phone Numbers A list of your phone numbers and any temporary phone numbers assigned while your phone numbers are moving...

Page 16: ...you to review all the calls that have come in and out of your business You can search for specific phone numbers and set your own date ranges to filter results You can also download data into Excel for further analysis Coworker Presence The Coworker tab on the My Account Dashboard allows you to set your own presence and see who else is in the office You can even initiate a call to your phone and a...

Page 17: ... The OfficeSuite Simplicity service is fully compliant with all E911 regulations This means that in the event of an emergency if 911 is dialed the system will present authorities with location data about your system If you move the system and need to update the address information or would like to review the address information click the Settings tab on the My Account Dashboard Your information is...

Page 18: ...tation will download it from Broadview s servers and install it on the base station and the phones During the software upgrade process the base station LED will blink amber and then blink blue for several minutes The display on the phones will read Provisioning and then Rebooting System Do NOT remove power during the process Wait until the LED on the base station glows steady amber for a few minut...

Page 19: ...uide Getting to Know Your New Phone Four soft keys Programmable memory keys Line appearance keys Message indicator Adjust volume Mute Activate speakerphone Speakerphone Access Voicemail Call redial Activate headset Missed call log Mic ...

Page 20: ...eb browser anywhere via email or from your smartphone 1 Press the key on your phone 2 Enter the temporary passcode of 1234 3 Follow the voice prompts to set up your mailbox change your passcode and listen to messages NOTE Please choose a secure passcode one that is very difficult to guess Listening Shortcuts 1 Replay 9 Play Next Message 2 Save Message Menu 3 Delete 0 Help 6 Message Information ...

Page 21: ...ith the audio file Then enter your email address s and click Save From Any Phone Outside Your Office 1 Call your own phone number 2 During your voicemail greeting press and follow the prompts From a Smart Phone Using Our App The OfficeSuite Voicemail App allows you to access to your OfficeSuite voicemail messages on your mobile device Mesages are displayed as a a list in your voicemail box indicat...

Page 22: ...you would like to use from the outgoing Caller ID drop list The Caller ID can be any phone number on your system This is particularly helpful when you would like to present one number from all phones Setting Up and Using Your Personal Memory Keys Your new phone has twelve programmable keys that can be used as one touch speed dials To program a speed dial press and hold each speed dial key enter th...

Page 23: ...ly for the call You can also press the Talk On key first then enter the number to be called followed by a If your international call does not connect please ensure that International calls are allowed for your extension under Status in the Outgoing Call Permissions widget found on the My Account Dashboard Making a Call From Another Line If your phone has multiple lines associated with it and you w...

Page 24: ...g that you can have a two way conversation instead of waiting for the other party to finish speaking Answering Calls When there is an incoming call press the Talk On key or Accept soft key to answer the call After the call is connected pressing the Talk On key again will change to speaker mode Never Miss a Call OfficeSuite Simplicity s Call Twinning feature allows incoming calls to ring your offic...

Page 25: ...or enter an external number starting with the area code Press Save when done to save your call forwarding configuration Rejecting Calls When there is an incoming call press the Talk Off key or Reject soft key to reject the call When you reject a call calls will be unanswered and are forwarded to your pre set forwarding destination Using Your Phone s Intercom Phones connected to the same base stati...

Page 26: ...ress the Mute button A microphone icon with a slash through it appears on the display Press the button again to unmute and the microphone icon disappears Call Waiting When there is a call waiting you will hear a call waiting tone You can either press the Accept soft key to answer the call waiting and put the current call on hold press the Reject soft key to reject the call and send it to your call...

Page 27: ...all answered on one phone to another phone with the same extension then press the 2nd Call soft key and then select Intercom from the next screen Use the up down navigation to select the handset number e g HS2 and press OK When the other party answers highlight Transfer and press OK Call Conference or 3 way Calling When active in a call select 2nd Call then External Call Enter the number of the pa...

Page 28: ...Phone System Directory You may choose to allow callers to select an extension based on the phone system directory The names in the phone system directory come from and you can pre record the name for the directory using the Phone System Directory widget on the My Account Dashboard Select the extension to record and the phone you would like to record from in the drop lists and then click the Record...

Page 29: ... and select DND then choose the extension you want to enable or disable DND Press Save to confirm A DND icon will appear on the home screen next to the Battery icon on the phone All incoming calls will be rejected on this phone until DND is disabled following the same instructions to turn it on Contacts Officesuite Simplicity allows you to have a Private Phonebook phone only and a Shared Phonebook...

Page 30: ...ist can also be found on the My Acocunt Dashboard under the Call History tab Setting Up Your Time and Date The Time and Date is synchronized automatically with Broadview s network If you would like to edit these settings manually click the Settings menu then WRENCH ICON Date Time then Manual Setting and follow the prompts System Settings The System Settings found on the phone menu may be used when...

Page 31: ...service read the Broadview Fax Quick Start Guide found under the Help tab To upgrade your fax service or to purchase and activate additional fax accounts click the View details or Buy More buttons from the Online Fax widget Activating and Using Your OfficeSuite HD Meeting Account OfficeSuite Simplicity includes one free HD Meeting account that allows you to host unlimited HD Video web and audio co...

Page 32: ...nline Regardless of which option you choose someone from Broadview will reach out to you to complete your activation If you chose to keep an existing toll free number Broadview allows you to keep your existing numbers if you prefer what we reference as porting If you decide to re use an existing phone number for you new phone system a staff member for Broadview will reach out to you shortly to ass...

Page 33: ...ne so listening to a message in the App marks it as listened to and the message waiting light on your OfficeSuite phone will go out To Activate your free The OfficeSuite Mobile Voicemail App view the simple instructions that can be found in the Help section of the website Troubleshooting and Getting Help The OfficeSuite Simplicity website offers a comprehensive help section with complete guides an...

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Page 36: ...For support www broadviewnet com support For additional help feel free to contact us at Customer Support Phone 800 221 4625 Email support broadviewnet com New Sales Phone 800 405 2200 ...

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