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Chapter

4

33

Chapter 4: Using Voice Mail

Accessing Your System Voice Mailbox

Linksys One Communications Solution

You can access your system voicemail as follows:

Using an Intercom Button:

1. Select an intercom on your phone and dial the default extension 301 (or the extension 

number for your system-wide mailbox as applicable).

Using an Outside Line:

• From an outside line, access the Auto Attendant and dial extension 301 (or the 

extension number for your system-wide mailbox as applicable).

On your PHM1200 IP phone screen:

 

1. Press the 

Tasks

 softkey tab and select 

Voice Mail- System Mailbox XXX 

(where XXX is 

the mailbox number)

.

Using the System Voice Mail Feature Button:

1. Press the 

System

 

Voice Mail 

feature button to access your system-wide mailbox.

NOTE: 

If you have a private line, you 

can access the Auto Attendant remotely 
by modifying the call forward 
destination on your User Settings 
screen. See ”Changing Your Call 
Forward Settings” on page 36. 
Otherwise, contact your phone 
administrator for information on 
accessing the Auto Attendant.

Summary of Contents for Linksys One PHB1100

Page 1: ...LINKSYS ONE IP PHONE Models PHM1200 and PHB1100 Business IP Phone for Key Systems User Guide Release 1 3 ...

Page 2: ... are subject to change without notice Linksys the Cisco Systems logo the Linksys Logo and the Linksys One logo are registered trademarks of Cisco Systems Inc All other trademarks mentioned in this document are the property of their respective owners ...

Page 3: ...r Phone Passwords 9 Chapter 3 Using Your Phone 11 Basic Call Handling Options 11 Placing a Call 12 Answering a Call 13 Ending a Call 13 Using Hold and Resume 14 Using Mute 14 Transferring Calls 15 Forwarding Calls 15 Using Do Not Disturb 16 Making Conference Calls 16 Using the Handset Headset and Speakerphone 17 Advanced Call Handling Options 18 Using Call Park 18 Using Voicemail 18 Using System V...

Page 4: ...ing Your Personal Voice Mailbox 28 Recording Voice Mail Greetings 29 Recording Your Name 29 Changing Your Voice Mail Password 31 Changing Voice Mail Notification Settings 32 Accessing Your System Voice Mailbox 32 Chapter 5 Customizing Your Phone Settings 34 Logging into the Linksys One Portal 34 Changing Your Password 35 Accessing Your User Settings 36 Changing Your Call Forward Settings 36 Settin...

Page 5: ...ttendant 42 Accessing the Auto Attendant 42 Managing the Auto Attendant 42 Recording the Auto Attendant Greeting 43 Enabling the After Hours Greeting 45 Changing the Auto Attendant Password 45 Managing Operator Calls 46 Appendix A Linksys One Contact Information 47 ...

Page 6: ...4 Linksys One Communications Solution ...

Page 7: ...rd for commonly used features on the phone If you want to Then Connect Your Phone See Connecting Your Phone section on page 3 Understand your phone buttons See Understanding Phone Buttons section on page 4 Learn about your phone screen See Understanding Your Phone Screen section on page 5 and Using PHM1200 IP Phone Screen Features section on page 20 Use line and feature buttons for basic call hand...

Page 8: ...IP Phone Model PHB1100 Quick Installation Guide Use your phone s speakerphone or connect a headset See Using the Handset Headset and Speakerphone section on page 17 Change the ring volume or tone See Using the Handset Headset and Speakerphone section on page 17 View call history See Using Call History section on page 23 Dial from a local directory See Using the Local Directory section on page 23 L...

Page 9: ... Services Router Call processing features with integrated Voice Mail and Auto Attendant Ability to access phone features using the phone screen interface PHM1200 IP Phone only Online control of custom phone features and settings via a User web page This section provides a detailed overview of your IP phone It describes the function of each phone button and provides instructions on navigating your ...

Page 10: ...one OR 3 position navigation key PHB 1100 IP phone 7 Feature buttons provide quick access to assigned phone features 8 Hold button puts a call on hold 9 Display button shows button layout PHM1200 OR the phone s MAC address PHB 1100 10 Cancel button cancels the current phone task and displays the previous screen 11 Phone key pad allows you to dial a phone number and interact with Voice Mail and Aut...

Page 11: ...r main PHB1100 phone screen may look like once your phone is connected 1 Primary phone line Displays the phone number directory or intercom number for your primary phone line 2 Date and Time Display Displays the current date and time 3 Call activity area Displays the caller ID current calls per line call duration and call state See Understanding Line and Call Icons on page 8 1 2 3 ...

Page 12: ...number directory or intercom number for your primary phone line 2 Date and Time Display Displays the current date and time 3 Call activity area Displays the caller ID current calls per line call duration and call state Understanding Line and Call Icons on page 8 4 Calls and Tasks Softkey tabs Each softkey tab display a feature menu To activate a softkey press the softkey button See Using the Calls...

Page 13: ...n 1 Use the arrows on the navigation dial to scroll through menus and tabs 2 Press the center button on the navigation dial to select a highlighted item Go back to the previous screen or exit a screen Press the Cancel button On the Voice Mail and the Auto Attendant screens you can also press the left navigation button to go back to the previous screen Erase text on a screen Press the left arrow on...

Page 14: ...One Communications Solution Understanding Line and Call Icons Your phone displays icons to help you determine the call and line state Line or Call State PHM1200 Phone Screen PHB1100 Phone Screen Idle Outgoing call Incoming call Call connected Call on hold Error Conference call Call proceeding ...

Page 15: ... Personal Voice Mailbox on page 28 User extension 100 This is the same password used to access the Linksys One Portal For example the password for extension 210 is 310 210 100 Your personal voice mail password is also used to access your Linksys One Portal Therefore if you change this password you are also changing the password for your Linksys One Portal when you login as a User Manage System Voi...

Page 16: ...g the Auto Attendant on page 42 209 Access the Linksys One Portal All users Enter the User extension See Logging into the Linksys One Portal on page 34 User extension 100 When you log in as a User your Linksys One Portal password is also used to access your Personal Voice Mailbox Therefore if you change this password you are also changing the password for your Personal Voice Mail Call the Operator...

Page 17: ...ns on page 18 Using PHM1200 IP Phone Screen Features on page 20 Basic Call Handling Options Your Linksys One IP phone PHM1200 and PHB1100 models allow basic call handling through line and feature buttons on your phone IMPORTANT You must setup your phone button template before accessing your phone features You can customize and print your phone button template from your User Template page See Acces...

Page 18: ... a headset into the headset port on the back of the phone 2 Press the Headset feature button 3 Press the speakerphone button to place a call using the headset See Using the Handset Headset and Speakerphone on page 17 Redial a number Press the Redial feature button to dial the last dialed extension or an outside number Place a call when another call is active 1 Press the Hold button on the phone 2 ...

Page 19: ...speakerphone button to answer a call using the headset See Using the Handset Headset and Speakerphone on page 17 Answer a Call While on Another Line 1 Press the flashing line button for the incoming call This puts the previous call on hold 2 Greet the new caller 3 To return to the previous call press the flashing line button for the call The second caller will be put on hold Forward a received cal...

Page 20: ... with a handset headset or a speakerphone Also see Using the Handset Headset and Speakerphone on page 17 If you want to Then Place a Call on Hold While in a call press the Hold button on the phone or on the phone screen Remove a call from Hold To resume the call press the line button for the call If you want to Then Use Mute Press the microphone button When the phone is muted the microphone button...

Page 21: ...he Transfer feature button 2 Select an intercom and call the number to which you want to transfer the call 3 Announce the call optional 4 Press Transfer again to complete the transfer or hang up If you want to Then Set Forward Always On Press the Forward Always button to forward your calls to a destination The Forward Always button lights up To set call forward destinations on your phone see secti...

Page 22: ...ant This puts the first call on hold 3 When the second participant answers the call press the Conference feature button The conference button lamp on your phone will light up green 4 Press the intercom or line button for the first call The participants are now connected in a conference call A total of three participants can be connected in a call When a conference call is in progress the buttons f...

Page 23: ...uttons Also see the Recommended Headsets for Linksys One IP Phones document at http www linksys com linksysoneproducts Use a speakerphone Press the speakerphone button to set the speakerphone on or off Switch to the headset or speakerphone from the handset during a call Press the speakerphone or headset button then hang up the headset Switch to the handset from the speakerphone or headset during a...

Page 24: ...desk or conference room Using Voicemail You can access and manage personal voicemail using the Voicemail feature button If you want to Then Park a Call 1 During a call press the Park feature button 2 Note the Call Park phone number displayed on your phone screen 3 Hang up Retrieve a parked call Press the Park button again or dial the call park number using intercom from any phone on the network If...

Page 25: ...ailable to you Answering Operator Calls You can answer operator calls However this feature may not be available to you Using Operator Do Not Disturb You can use the Operator Do Not Disturb DND button to opt out of the operator queue However this feature may not be available to you If you want to Then Use the System Voicemail feature button See Accessing Your System Voice Mailbox on page 32 If you ...

Page 26: ... can access feature menus on your phone screen using the Calls and Tasks softkey tabs If you want to Then Add yourself to a shared line Contact your phone administrator Incoming calls will ring all phones that share the line and the line button on each phone flashes red See if the shared line is in use When a shared line is in use the line button on the other phones that share the line are solid r...

Page 27: ...can hold and resume calls If you want to Then Place a call Press the Calls tab and dial a phone number End a call Press Calls End Call to finish a call If you want to Then Transfer a Call 1 While on an internal call press Calls Transfer 2 Select an intercom and dial the number to which you want to transfer the call 3 Announce the call optional 4 Select Transfer again or hang up If you want to Then...

Page 28: ...p green 4 Select Calls Join for your first call The participants are now connected in a conference call A total of three participants can be connected in a call When a conference call is in progress the buttons for the intercoms or lines involved in the call light up green To split conference call participants select the Calls Split button Leave a Conference Call If you want to leave a conference ...

Page 29: ...ing Voicemail You can access and manage personal voicemail If you want to Then Use the Call History List 1 Press Tasks Call History 2 Use the navigation dial to scroll to the number you want to call in the Call History List 3 To place the call lift the handset and press the center navigation button or simply press the center navigation button to place the call on the speakerphone If you want to Th...

Page 30: ... Communications Solution Using System Voice Mail You can access and manage the system wide mailbox However this feature is not available by default and must be enabled by your phone administrator If you want to Then Use the System Voicemail See Accessing Your System Voice Mailbox on page 32 ...

Page 31: ...25 Chapter 3 Using Your Phone Using PHM1200 IP Phone Screen Features Linksys One Communications Solution Chapter 3 ...

Page 32: ...x The following topics are covered Accessing Personal Voice Mail Using Voice Prompts on page 25 Accessing Personal Voice Mail Using the Phone Screen on page 26 Managing Your Personal Voice Mailbox on page 28 Accessing Your System Voice Mailbox on page 32 Accessing Personal Voice Mail Using Voice Prompts Access your personal voice mail using voice prompts on your PHM1200 and PHB1100 IP phone as fol...

Page 33: ...ettings Accessing Personal Voice Mail Using the Phone Screen On your PHM1200 IP phone screen 1 Press the Tasks softkey tab and select Voice Mail Personal Mailbox XXX where XXX is the mailbox number 2 On the Voice Mail menu select the desired Voice Mail option NOTE If you have a private line you can access the Auto Attendant remotely by modifying the call forward destination on your User Settings s...

Page 34: ...ding the caller ID date and time stamp and length of the message Click the Play tab to listen to the message or click the Trash tab to send the message to the Trash You can still access this message from the Trash menu option Press the forward navigation key for advanced message handling options Trashed Messages Displays a list of messages you have sent to the trash including the caller ID date an...

Page 35: ...e screen interface on your PHM1200 IP phone Recording Voice Mail Greetings on page 29 Recording Your Name on page 29 Changing Your Voice Mail Password on page 31 Changing Voice Mail Notification Settings on page 32 Accessing Your System Voice Mailbox on page 32 If you want to set up your voice mail using voice prompts PHM1200 and PHB1100 IP Phone Models see Accessing Personal Voice Mail Using Voic...

Page 36: ...3 Select Greetings 4 Select Primary Greeting 5 Press the Record softkey 6 Follow the instructions on the screen to record your primary greeting 7 Press the Play softkey to playback your greeting If you d like to re record it press the Record softkey again and follow the instructions on the screen 8 When you are satisfied with your greeting highlight and select Primary Greeting to set this as the m...

Page 37: ... 3 Select Personal Settings 4 Select Recorded Name 5 Press the Record softkey 6 Follow the instructions on the phone screen to record your name When recording is complete the phone screen displays Recording Successful 7 Press the Play softkey to playback your recorded name If you d like to re record it press the Record softkey again and follow the instructions on the screen NOTE You must record a ...

Page 38: ...ne screen 1 Press the Tasks softkey tab and select Voice Mail 2 Select Options 3 Select Personal Settings 4 Select Change Password 5 Enter a new password and press the Enter softkey 6 Confirm your new password and press Enter again NOTE Your voice mail password is the same password you use to access your Linksys One Portal when you log in as a User Therefore if you change it here you ll need to us...

Page 39: ...ftkey tab you must select Voice Mail Voice Mail Options Notification Settings 2 Select the Disable tab to clear the checkbox next to Stutter Dialtone You can enable the stutter dialtone notification at any time by selecting the Enable tab on the Notification Settings phone screen Accessing Your System Voice Mailbox Each Linksys One phone has one system voice mailbox However additional mailboxes ca...

Page 40: ...1 or the extension number for your system wide mailbox as applicable On your PHM1200 IP phone screen 1 Press the Tasks softkey tab and select Voice Mail System Mailbox XXX where XXX is the mailbox number Using the System Voice Mail Feature Button 1 Press the System Voice Mail feature button to access your system wide mailbox NOTE If you have a private line you can access the Auto Attendant remotel...

Page 41: ...ge 35 Changing Your Call Forward Settings on page 36 Accessing Your User Settings on page 36 Accessing Your User Template on page 39 Viewing Phone Button Assignments on page 41 Installing the Button Template on Your Phone on page 41 Logging into the Linksys One Portal Here s how you can use the Linksys One Portal to customize your phone system 1 Open a browser and type the IP address for the Servi...

Page 42: ...t time you login to the Linksys One Portal Here s how you change the password for your Linksys One Portal when you log in as a User 1 Login to your Linksys One Portal 2 Click on Accounts 3 In the Password Change section type your old and new password For password verification type your new password again 4 Click the button to save your changes Your password will be updated immediately NOTE If you ...

Page 43: ...ll Forward No Answer affect all intercoms and lines NOTE If your phone administrator has already configured call forward settings for you the call forward destinations will not be available on the User Settings page Call Forward Option Description Call Forward Always All calls are forwarded to the specified destination before ringing Call Forward Busy or No Answer If your extension is busy or ther...

Page 44: ... this setting type a new first name and last name Click to save your changes Call Forward Busy or No Answer Destination Description Never Busy or unanswered calls are not forwarded All phones with this setting continue to ring until they are answered Auto Attendant Busy or unanswered calls are forwarded to the Auto Attendant Personal Voice Mail Busy or unanswered calls are forwarded to your person...

Page 45: ...le box 5 Click Your changes take up to a minute to take effect Voicemail to Email Forwarding Mode Description Notification only When a voicemail message arrives a notification email is sent to the specified email address Voicemail attached When a voicemail message arrives a notification email with attached new voicemail is sent to the specified email address Your phone also displays a new message ...

Page 46: ...s the current phone and Auto Dial feature assignments The Unused area located on the right side shows the features and auto dial settings that are available but not currently in use You can setup move and reorder these phone and Auto Dial features for your button template as follows Setting up Auto Dials 1 Click in the Name side of the AutoDial Feature and enter a name 2 Click in the Number side o...

Page 47: ...on template 1 Locate a phone or AutoDial feature on your button template 2 Click the Move icon 3 Move the feature to an unused location in the button template A drop target represents an unused slot to the button template 4 Click once to release the feature 5 Click to save your changes Moving a Phone or AutoDial feature using the direction arrow 1 Click on the right or left direction arrow or to m...

Page 48: ...age 2 Click the Print button at the bottom of the page Printing Your Phone Button Template The phone button template lists intercoms private lines Auto Dials and features configured for your phone Here s how to print the phone button template and install it on your phone 1 Open your User Template page 2 Click the Print button at the bottom of the page A PDF version of your button template is creat...

Page 49: ...reach their intended party using dial by name or extension number functionality The Auto Attendant also features the ability for callers to talk Live to an Operator by pressing 0 in response to an Auto Attendant query You can access the Auto Attendant application by dialing the intercom or extension 201 and following the voice prompts Managing the Auto Attendant To manage the Auto Attendant greeti...

Page 50: ...nt from your phone screen 2 Type the password for the Auto Attendant The first time you access the Auto Attendant the default password is set to 209 See Changing the Auto Attendant Password on page 45 3 To record the Main greeting select Main Greeting on the Auto Attendant phone screen 4 Press the Record softkey 5 Follow the instructions on the phone screen to record the greeting you want callers ...

Page 51: ...ndant administration extension 209 2 Type the password for the Auto Attendant The first time you access the Auto Attendant the default password is set to 209 See Changing the Auto Attendant Password on page 45 3 Follow the voice prompts to record a Main greeting and an After Hours greeting NOTE If you have a private line you can access the Auto Attendant remotely by modifying the call forward dest...

Page 52: ...nt Password If you have administrative access you can change the Auto Attendant password as follows Do one of the following Open an intercom on your phone and dial the Auto Attendant Administration extension 209 From an outside line access the Auto Attendant and enter your Auto Attendant Administration extension 209 when prompted NOTE When you override the Auto Attendant greeting your setting stay...

Page 53: ... as a Live Operator this enables the Operator Operator DND and System Voice Mail feature buttons on your phone When a caller presses zero in response to an Auto Attendant prompt or gets transferred to the operator via extension 200 the calls get routed to your phone or multiple phones that are assigned as operators in the list You can opt out of the list by selecting the Operator DND do not distur...

Page 54: ...l Service submit your requests or questions on line at www Linksys com Details on Warranty and RMA issues can be found in the Warranty Information section in the product s Quick Installation Guide Normal business hours for RMA Customer Service are from 6 AM to 8 PM Pacific Time Monday through Friday and 8 AM to 5 PM Saturday and Sunday Phone 800 546 5797 Option 3 Fax 949 823 3007 For Email Service...

Page 55: ...One Communications Solution Appendix A Sales Contacts Normal business hours are from 7 AM to 5 PM Pacific Time Monday through Friday Phone 800 546 5797 Option 1 Fax 949 823 3007 For Email Service submit your requests or questions on line at www Linksys com ...

Page 56: ... 2007 Cisco Systems Inc All rights reserved Linksys is a registered trademark and the Linksys One logo is a trademark of Cisco Systems Inc Software Release 1 3 ...

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