Telephone Training

1. Telephone Training Meridian M2008 & 2616 IT Support Center 8-6565 or 305-284-6565 www.miami.edu/network www.miami.edu/it/howto Please press the F5 key on your PC to begin the presentation Press the space bar or arrow keys to advance

2. Table of Contents • Getting to Know Your Telephone • Using Your Speakerphone • Distinctive Ringing • Dialing Procedures • Your Intercom • Last Number Redial • Call Hold • Call Forwarding • Call Transfer • Conference • Call Join • Call Pickup • Auto Dial • Speed Dial • Program Button (for Display Phones) • Telephone EtiquetteQuestions or Problems • Quick Reference Guide

3. Getting to Know Your Telephone Display Module Option The Meridian Display Module Option, with adjustable angle and contrast, shows you features, instructions, and names of people calling within your system. Release button Allows you to hang up quickly and silently. Message Waiting Light The message Waiting light turns on to indicate that a message has been left for you. LCD Indicator A steady triangle means the feature or line is active. A flashing triangle means the line is on hold or the feature is being programmed. Volume Control Bar Volume adjustments can be made on your telephone without using the Program button. If your phone is ringing or you are on a call, use the volume control bar to adjust volume levels. Volume Button

5. Using Your Speakerphone If your telephone has a Handsfree button you can use the built-in microphone and speaker instead of the handset. To use Handsfree on a call: • Press the Handsfree button or a line button instead of picking up your handset. • Press the RLS button to end your call To mute a handsfree call: • Press the Handsfreebutton. (The LCD indicator will flash) • Press it again and return to the two-way conversation. To switch from the handset to Handsfree: • Press the Handsfree button. • Hang up the handset.

6. Distinctive Ringing Different ring tones indicate the type of call you are receiving. • Single Ringing – Internal call Indicates you are receiving a call from another extension • Double Ringing – External call Indicates you are receiving an outside call. • Buzz Tone The sound you hear when you are on a call and another line rings on your phone.

7. Dialing Procedures To place a call you may use any of these options: • Pick up your handset • Press your Handsfree or Headset button or • Press your “Outdial” button Within the University of Miami: • Dial the Prefix + the last four digits of their phone number. Prefix: Campus 2 – UM Hospital 4 – Kendall Medical Center 5 - RSMAS 6 – Medical School 8 - Coral Gables Campus Outside the University of Miami: • Dial 9 + 10-digit phone number Long distance calls require a Personal Security Code (“PSC” Code) and can be ordered through Daisy McNelley at 8-5859.

8. Your Intercom Each telephone has its own individual intercom number and you can receive and make calls to other telephones within your intercom group. To call another telephone within your intercom group: • Press your intercom button • Dial the 2-digit intercom number To answer an intercom call: • Press your intercom button Note: Calls to your intercom will not go to voice mail

9. Last Number Redial This feature allows you to automatically redial the last number you dialed. • Lift the headset • Press the line button twice (The line button is the bottom right button)

10. Call Hold To place a call on hold: • Press the HOLD button located above the numeric button pad (The LCD indicator flashes beside the line on hold) To retrieve the call on hold: • Press the line button beside the flashing LCD indicator

11. Call Forwarding The Call Forward feature allows you to direct your calls to ring at another phone. To forward your calls: • Press the Forward button (The LCD indicator flashes.) • Dial the 5-digit extension • Press the Forward button again (The LCD indicator remains on) To cancel forwarding: • Press the Forward button (The LCD indicator turns off) To reinstate Call Forward: • Press the Forward button twice (The phone system remembers the last number where you forwarded your call)(The LCD indicator turns on)

12. Call Transfer To transfer a call to another extension: • Press the Transfer button. (The other party is on hold and you will hear a dial tone.) • When you hear a dial tone, dial the extension that you want to transfer the call to • When the party answers, announce your call • Press the Transferbutton (You will be disconnected from the call)

13. Conference You can set up a conference for up to 6 parties, including yourself. To set up a conference: • While on a call, press the Conference button and wait for a dial tone (Puts the party on hold) • When you hear a dial tone, dial the extension or 9+10-digit phone number • When the call is answered, you may talk privately with the third party * • Press the Conferencebutton again to include all three parties • Repeat the procedure until all 6 parties are in the conference

14. Call Join To join two calls on separate lines on the same set • While one a call is on hold, go to the other call and press the Conference button (listen for dial tone) • Press the line where call is on hold • Press Conferencebutton again • The two calls are joined

15. Call Pickup Call Pickup allows you to answer a ringing telephone from any telephone in your Pickup Group. To answer a ringing call in your own Call Pickup group: • Lift the handset • Press the Call Pickup button

16. Auto Dial This feature allows the caller to program a specific number for one touch dialing. You can program up to 8 Auto Dial numbers on your phone. This depends on the number of lines you have on your phone set. To store an Auto Dial Number: • Without lifting the handset, press the Auto Dial button (The LCD indicator will flash) • Dial the extension or 9 + 10 digit phone number • Press the Auto Dial button again (The LCD indicator will stop flashing) To use Auto Dial: • Press a free line button or lift the handset and listen for dial tone • Press the Auto Dial button (The stored number is dialed automatically) To erase a stored number: • Press the Auto Dial button, press the * button and then press the Auto Dial button again.

17. Speed Dial Speed calling allows a user to program a list of frequently called numbers. Numbers on your list can be called by pressing a button and dialing a code instead of the complete number. (This feature must be programmed by the System Administrator) To program or update a speed call list • With the handset down, press Speed Call button (LCD indicator flashes) • button IN one- or two-digit code followed by the number to be stored • Press Speed Call button (LCD indicator is off) To place a speed call. • Lift handset • Press Speed Call button (LCD indicator is on) • button IN one- or two-digit code (Wait as call is processed) • One-digit codes (0 - 9) are used for a speed call short list. • Two-digit codes are used for a long list (00-29) or (00-49). • The size of your list has been preprogrammed. Some phones are programmed as users of speed call long lists only and cannot program or store numbers. Contact Telecommunications for requested changes. Note: Up to 24 digits can be programmed for speed call. To store a pause between digits use Your Personal Security Code cannot be stored in a speed call list.

18. Program Button (for Display Phones) The Program button allows you to change the screen format, contrast, and language. It can also be used to adjust volume levels on your phone. The following features are available through the Program button: • Press the Program button • Enter any of the 2-digit codes below • 00 - Volume Control • 01 - Predial Recall • 02 - Contrast Adjustment • 03 - Call Timer Enable • 04 - Idle Screen Format • 05 - Language Selection (For English – press 1) • 07 - Display Diagnostics • 09 - button Click • Make the appropriate change • Press the Program button to save Note: Telephone calls can be received while in Program Mode. The display module is devoted to program features while the phone is in a Program Mode and continues to display program features until the Program button is pressed a second time to exit. Telephone calls cannot be placed while in the Program Mode.

19. Telephone Etiquette • BE ALERT - Show you are wide awake and willing to help the person calling. • BE FRIENDLY - Put a smile in your voice. • SPEAK DISTINCTLY - Use your natural voice. Pronounce words clearly, paying particular attention to word endings and numbers. • BE EXPRESSIVE - Let the caller know that their call is important. Use a moderate rate and volume of speech and avoid a monotone delivery; no one wants to feel like they are speaking to a computer. • BE CONSIDERATE - DO NOT try to carry on two conversations at once. A caller should not feel he/she is competing for your attention. • BE COURTEOUS - Use common courtesy words such as, "Thank you", "Please" and "You're Welcome". Remember your telephone is the doorway to the University of Miami. Callers will judge the U of M by the welcome they receive and the helpfulness of your telephone attitude.

20. Questions or Problems The Department of Telecommunications provides a wide array of voice communication services to fulfill the needs of faculty, staff and departments at the University of Miami.  If you have any questions, please feel free to call our IT Support Center at (305) 284-6565, option 2

21. Quick Reference Guide • For more information: • Click on the Meridian Quick Reference Guide