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Phones at Community Base
Community Base's phone system is used by all groups in the building. If you have a problem with your phone or want to change your phone set up you should contact our receptionist. We publish an internal phone directory.
If you are unsure how to programme your phone - don't! Most phone problems at Community Base are cause by phone users programming their phones wrongly or by mistake. If you have any questions about how the phone system works please contact our building manager who will be happy to explain things to you.
Your Toshiba handset
Most phone handsets in Community Base are 10 button Toshiba electronic handsets that cannot be used by ordinary phones, faxes or modems. These handsets have 10 grey buttons (with red lights next to each button) these functions (from the top down)
• MESSAGE This allows you to retrieve your voicemail messages without having to life the receiver (see Using voicemail below)
• SDS (SPEED DIAL SELECT) See SPEED DIALLING below
• LNR (last number redial) Press this button to redial the last number you dialled
• CF.VM (call forward to voicemail) See USING YOUR VOICEMAIL below
• CF.BNA (call forward busy or no answer) See USING YOUR VOICEMAIL below
• GROUP PICK UP Press this button to reply to a call ringing at another phone in your group (your phone 'group' will generally be your immediate colleagues)
• SPEED DIAL 11 See SPEED DIALLING below
• DOOR RELEASE You can use this key to open the South Wing entrance to a visitor. The visitor needs to dial your extension from the entryphone at South Wing entrance - when s/he does so, you can open the South Wing door remotely by pressing this button. The red light next to this button will light while the door is open. Remember, you will still need to open the door from your floor to the South Wing to let the person into your office. You should never use this facility to let someone in who you do not know.
• SPEED DIAL 12 See SPEED DIALLING below
• INT ( internal ) The red light next to this button lights when your phone is being used.
TO ANSWER A CALL lift your receiver and talk
TO MAKE A CALL pick up your receiver and dial or press the SPKR key, remember to pick up your receiver once the person you want to speak to has answered or they won't be able to hear you! To dial another extension simply dial the extension number. To dial an outside number dial 9 followed by the number you require
TO END A CALL replace the receiver
TO HOLD A CALL press the HOLD button
TO TRANSFER A CALL press CONF/TRNS and dial the extension you want to transfer your call to. When the extension answers or goes to voicemail hang up and your call will be connected to the new extension. To retrieve the call without transferring it simply press CONF/TRNS again
TO PROGRAMME YOUR PHONE TO FORWARD TO YOUR MOBILE PHONE first store the number your mobile phone number as your speed dial number 49 (see Speed Dialling below) then dial SPKR #670 on your phone. To stop calls being forwarded press SPKR #670 again. Your extension will be charged for calling the number you forward calls to.
TO CONFERENCE CALL (HAVE MORE THAN TWO PEOPLE TALKING ON THE PHONE) phone the first person you want to conference with, press CONF/TRNS, and dial the number of the third person you want to conference with. When this person answers press CONF/TRNS again and the three of you will be able to have a conversation.
Your voicemail
CHECKING YOUR VOICEMAIL
When you have a new voicemail message the red light next your MESSAGE button will flash. To listen to your message(s) press the MESSAGE button and follow the voice commands. The first thing you will be asked for is your personal security code - make sure you have one, or anyone will be able to listen to your voicemail messages.
CHECKING YOUR VOICEMAIL WHEN YOUR MESSAGE BUTTON IS NOT FLASHING
You can check your saved messages when the message button is not flashing by dialing zero then, when the system answers, dialling *, then your extension number, then #. You will be asked for your personal security code and should continue as instructed.
CHECKING YOUR VOICEMAIL FROM OUTSIDE COMMUNITY BASE
You can check your voicemail messages from any outside or mobile phone. You do this by calling the voicemail system on (01273) 234042. When the system answers, dial *, then your extension number, then #. You will be asked for your personal security code and should continue as instructed.
RECORDING YOUR VOICEMAIL GREETING
To record, change or manager your voicemail greeting you first need to access the voicemail system by dialling 0. when the system answers dial * then your extension number then #. You will then be asked to enter your security code and # which you should do. You then select option 3 to manage your mailbox and follow the instructions.
PROGRAMMING YOUR VOICEMAIL
You can change your recorded voicemail message, your recorded name, your personal security code and perform other functions by not hanging up when you are asked "Would you like to leave any messages? and continuing to follow the voice commands, pressing 1 for yes and 2 for no.
Your voicemail will only work when the red light next to either your CF.VM or CF.BNA button is lit. When the CF.VM (CALL FORWARD TO VOICEMAIL) light is on all calls to your extension will be forwarded to your voicemail. When the CF.BNA (CALL FORWARD ON BUSY OR NO ANSWER) light is on all calls to your extension will ring for a few seconds and then be forwarded to your voicemail. If you have voicemail, you activate CF.VM. by pressing the CF.VM button and activate the CF.BNA by pressing the CF.BNA button, 0 then CF.BNA button again.
Not all extensions have voicemail and some extensions forward voicemail to other extensions in ways that can be disrupted if you try to programme your phone. If you want voicemail set up on your phone, are unsure about how your voicemail works or have a problem with your voicemail that you do not understand you should ask our building manager for help.
TO MOVE BETWEEN NEW AND SAVED VOICEMAIL MESSAGES dial 77
TO FORWARD A VOICEMAIL MESSAGE press 5 anytime during the message playback and follow the instructions, adding your comments if you wish
If when checking for voicemail messages your phone repeatedly calls another extension instead of being directed to the normal voicemail options, it is because someone has accidentally requested a ringback. To clear the ringback request (without deleting voicemail messages) lift receiver and dial #409.
Speed dialling
Your speed dialling facility allows you to store 50 frequently used phone numbers and dial them quickly.
TO STORE A NUMBER FOR SPEED DIALLING press LNR followed by SDS. Enter a speed dial address between 10 and 49 followed by 9 then the phone number you want to store then LNR again.
TO SPEED DIAL A NUMBER THAT HAS BEEN STORED using your speed dial facility lift the receiver (or press SPKR), press SDS followed by the speed dial address you have allocated the phone number to. Speed dial addresses 11 and 12 can be accessed even quicker by lifting the receiver (or pressing SPKR ) and pressing they grey key SPEED DIAL 11 OR SPEED DIAL 12.
