Quick Start Guide
IP 330 Station
Written by:
Education and Training Team
Customer Services Management
Division of Information Technology
November, 2009
Version 1
Copyright  2009 Charles Sturt University
No part of this document may be reproduced, altered or sold without prior written permission of the
Executive Director, Division of Information Technology, Charles Sturt University
VoIP Training for the IP330 phone
Overview:
This session is designed to give participants an introduction to IP phone technology.
Objectives:
After completion of this training the participants should be able to immediately begin to use the IP
Phone deployed to their Desktop
Introduction to VoIP at CSU
VoIP is: transmission of voice data over CSU's computer network using the Internet Protocol (IP).
This is also known as IP Telephony or Internet telephony. Instead of using separate cabling to run the
phone system, VoIP uses the computer network to transmit phone calls.
As part of implementing the new phone system, all existing phone handsets will be replaced
with a new IP330 or IP560. It is expected that existing Plantronics Headsets will function on
the new phones with an adapter that will be supplied at installation.
The IP330 phone is the smaller of the two handsets. You can see in the fine print on the back of the
handset which phone you have.
These phones operate pretty much as any normal phone, that is, you can pick up the handset and
answer a call as you normally would, and you can pick up the handset and make a call as you
normally would on any other phone.
Learning Outcomes
By the end of this session, participants should be able to:
•
Answer a call
•
Make a call
•
Put a call on hold
•
Transfer a call
o
Normal Transfer
o
Blind Transfer
•
© 2009 – Charles Sturt University
Pick up a call (if hunt group isCopyright
enabled)
•
Forward a call to :
No Part of this document may be reproduced, altered or sold without prior written approval of the Executive
Director, Division of Information Technology, Charles Sturt University.
•
o
Another number
o
Voicemail
Set up messages for:
o
Out of Office
o
Busy
Answering a call
There are a couple of different methods you can use to answer a call
•
You can answer a call by simply picking up the handset and putting it to your ear.
•
You can answer the call by pressing the ‘Answer’ soft key and not picking up the handset.
This will put your call directly to the ‘Hands free’ setting and you will be able to listen to the
call and talk to the caller via the built-in microphone and speaker system on the phone.
•
If you have a ‘headset’ or ‘earphones’ connected, you can answer the phone by selecting
the ‘Answer’ soft key and the call will go directly to the headset. You can also get the call to
go directly to the headset by selecting the ‘headset’ button on your phone when a call
comes in. You must have the headset connected to your phone via the ‘Headset’ connection
on the side of the phone
Picking up the handset overrides all of the above options.
Making a Call
There are a couple of different methods you can use to make a call
•
You can make a call by simply picking up the handset, dialling the number, and pressing the
‘Dial’ button. You will be able to listen to the call land talk to the other party using your
phone handpiece
•
You can make a call by leaving the handpiece in the cradle, pressing the ‘New Call’ soft key,
and dialling the number. The call will then come through on the ‘Hands Free’ system and
you will be able to listen to the call and talk to the caller via the built-in microphone and
speaker system
•
If you have a ‘headset’ or ‘earphones’ connected, you can make a call by selecting the ‘New
Call’ soft key, and dialling the number. The call will then come through on your ‘Headset’
Putting a call on hold
To put a call on hold press the ‘Hold’ button on the phone. When you want to pick the call up again
select the ‘Resume’ soft key. If you have put the call on hold because you want to put it through to
someone else then you should press the ‘Hold’ button, press the ‘New call’ soft key, dial the other
number, speak to the person on the other end and then either press the ‘Transfer’ soft key, or press
the ‘End Call’ soft key and then ‘the ‘Resume’ soft key to get the call back.
Transferring calls
There are two different types of ‘Transfer’ which you can undertake. These are ‘Normal Transfer’,
and ‘Blind Transfer’.
When you wish to make a ‘Normal’ transfer you put the caller on hold, speak to the party you wish
to transfer to, and then transfer the call.
The steps are:
•
Answer the call
•
Press the ‘Transfer’ soft key
•
Call the number you wish to transfer the caller to
•
Speak to the other party when they answer the phone
•
If they agree to the transfer, press the ‘Transfer’ button again and the caller will be
transferred and no longer on your phone
•
If the party to which you are attempting to transfer the call does not answer select the
‘Cancel’ soft key and you will have the caller back on your line
When you wish to make a ‘Blind’ transfer you put the caller on hold, dial the other number and then
transfer without speaking to the person to whom you are transferring the call. You would probably
use this transfer if you were transferring to someone sitting close by when they are aware that a call
is coming through to them.
The steps are:
•
Answer the call
•
Press the ‘Transfer’ soft key
•
Call the number you wish to transfer the caller to
•
As soon as you hear the other phone ringing press the ‘Transfer’ soft key
•
If you are using a headset the procedure is the same
Picking up a call (if ‘Hunt’ groups are enabled)
Sometimes ‘Hunt Groups’ can be set up for an area where people work closely together. What this
means is that you can pick up another phone extension which is close to you from your phone.
When the other handset rings and you can see that the other person is away from their desk and
cannot take the call by pressing the number ‘6’ and then pressing ‘Dial’ and picking up the phone
you will receive that call on your phone.
Forwarding calls
You can forward your calls to either another number or to your voicemail.
When you first start to use your phone you need to record some messages.
Out of Office
The first message you need to record is the message for when you are out of the office and
therefore not available. To do this:
•
Dial 99 and then press ‘Dial’
•
From the options choose option 5, ‘Manage your personal options’
•
Then choose option 5 again, ‘To manage your personal prompts’
•
Next, choose option 1, ‘To record your ‘Out of the Office’ greeting’
•
Record the message you want people to hear when you are out of the office
•
Press ‘1’ to save your message.
•
You can press 2 to listen to the message and check it if you wish
•
If you choose option 7, you can activate your ‘Out of Office’ greeting
You may wish to turn off your ‘Out of Office’ greeting so that your phone will divert directly to ‘Voice
Mail’ without ringing. To do this:
•
Dial 99 and then press ‘Dial’
•
From the options choose option 5, ‘Manage your personal options’
•
Then choose option 5 again, ‘To manage your personal prompts’
•
Then choose option 8, ‘To turn off your ‘Out of Office’ greeting’
Busy (‘Standard’ greeting)
The second message you need to record is the message that callers will hear when they call you and
you are on another call. This is called the ‘Standard’ greeting. This greeting might be something like
‘You have reached Jane White, Learning and Teaching Assistant. I am not able to take your call at the
moment, please leave me a message.’ To do this:
•
Dial 99 and then press ‘Dial’
•
From the options choose option 5, ‘Manage your personal options’
•
Then choose option 5 again, ‘To manage your personal prompts’
•
Next, choose option 3, ‘To record your standard Greeting’
•
Press ‘1’ to save your message
You may wish to turn off your standard greeting so that your phone will divert directly to ‘Voice
Mail’ without ringing. To do this:
•
Dial 99 and then press ‘Dial’
•
From the options choose option 5, ‘Manage your personal options’
•
Then choose option 5 again, ‘To manage your personal prompts’
•
Then choose option 9, ‘To turn off your standard greeting’
To send your calls directly to your recorded voice message
•
Dial 99, then press ‘Dial’
•
From the options choose option 5, ‘Manage your personal options’
•
Then choose option 5 again, ‘To manage your personal prompts’
•
Then Press 7, ‘To activate your Out of the Office Greeting’
•
End the call and then press the ‘Menu’ button on the phone
•
Choose option 1, ‘Features’
•
Choose option 2, ‘Do not Disturb’
Record your name
The third message you need to record is simply your name. This will be used if you don’t have an
‘Out of Office’ or ‘Standard’ message recorded. It will play your name, eg: ‘Jane White’ in your voice
and then another voice will come on and say, ‘Is not available. Please leave a message after the
tone.’
To record this message:
•
Dial 99 and then press ‘Dial’
•
From the options choose option 5, ‘Manage your personal options’
•
Then choose option 5 again, ‘To manage your personal prompts’
•
Next, choose option 5 again, ‘To record your name’
•
Press ‘1’ to save your name
Other options
There are a number of different options which you may set on your phone for a number of different
circumstances. To do this:
•
Dial 99 and then press ‘Dial’
•
From the options choose option 5, ‘Manage your personal options’
•
Choose option 1, ‘To change your current status’
•
Choose from the list of options which you will hear. These are:
o
Available – Press 1
o
Add a forwarded number – Press 2
o
At a Training session – Press 3
o
At Lunch – Press 4
o
Do not Disturb – Press 5
o
Gone home – Press 7
o
In a meeting – press 8
o
Away from desk – press 9
o
Available no ACD – Press 10
o
On Vacation – Press 11
o
Out of Office – Press 12
o
Out of town – Press 13
o
Working at home – Press 14
o
Available follow me – Press 15
o
For busy- Press 16