Total Talk End User Guide 182983/2-19/11066 CALL HANDLING TO ANSWER A CALL • Pick up handset or • Press Answer soft key or • Press the speakerphone hard key TO ANSWER WHEN ON AN ACTIVE CALL • Press the ringing line key • Select the call • Press Answer soft key • First caller will be put on hold TO PLACE A CALL • Dial number, pick up handset or • Dial number, press Dial soft key or • Pick up handset, dial number, press Send soft key TO PLACE A CALL ON HOLD AND RESUME THE CALL • Press the Hold soft key • Press the Resume soft key • Press the Holding Line key TO SEND A PAGE TO ALL PHONES • Press and hold the Paging key until you hear the alert tone. Then make your announcement. • Select End Page to end. 1. First Key The first key (608-210-8425) is a unique telephone number. This number can receive direct calls from people outside of your organization. If someone wants to dial this number internally, they only need to dial the last four digits of the phone number. By default, if a call is placed from this number the person receiving the call will only see the company’s main number. 2. Line Keys 1-4 Line Keys 1-4 can be seen on each Total Talk phone. Lines 1-4 can also be answered from each Total Talk phone. You should place a test call(s) to your main number to get a feel for how calls appear and ring on lines 1-4. NOTE: If calls on your main number are immediately answered by Auto Attendant, you should check what numbers are assigned to lines 1-4. A number other than your main business line may be assigned to those lines. MAIN BUSINESS LINE 4 LINE HUNT GROUP PHONE EXTENSION/ DIRECT DIAL
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Tota Ta - TDS Business · AND RESUME THE CALL • Press the Hold soft key • Press the Resume soft key • Press the Holding Line key TO SEND A PAGE TO ALL PHONES • Press and hold
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CALL HANDLING
TO ANSWER A CALL
• Pick up handset or• Press Answer soft key or • Press the speakerphone hard key
TO ANSWER WHEN ON AN ACTIVE CALL
• Press the ringing line key• Select the call• Press Answer soft key • First caller will be put on hold
TO PLACE A CALL
• Dial number, pick up handset or• Dial number, press
Dial soft key or• Pick up handset, dial number, press
Send soft key
TO PLACE A CALL ON HOLD AND RESUME THE CALL
• Press the Hold soft key• Press the Resume soft key• Press the Holding Line key
TO SEND A PAGE TO ALL PHONES
• Press and hold the Paging key until you hear the alert tone. Then make your announcement.
• Select End Page to end.
1. First Key
The first key (608-210-8425) is a unique
telephone number. This number can receive
direct calls from people outside of your
organization. If someone wants to dial this
number internally, they only need to dial
the last four digits of the phone number.
By default, if a call is placed from this number
the person receiving the call will only see the
company’s main number.
2. Line Keys 1-4
Line Keys 1-4 can be seen on each Total Talk
phone. Lines 1-4 can also be answered from
each Total Talk phone. You should place a
test call(s) to your main number to get a feel
for how calls appear and ring on lines 1-4.
NOTE: If calls on your main number are immediately answered by Auto Attendant, you should check what numbers are assigned to lines 1-4. A number other than your main business line may be assigned to those lines.
MAIN BUSINESS LINE4 LINE HUNT GROUP
PHONE EXTENSION/DIRECT DIAL
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TRANSFER
TO PLACE A CONSULTATIVE/WARM TRANSFER
• Press Transfer soft key• Dial 2nd number, press Send soft key• Announce the caller• Press Transfer soft key
TO PLACE A BLIND TRANSFER
• Press Transfer soft key• Select Blind in new window• Dial second number, press Send soft key
TO TRANSFER DIRECTLY TO VOICEMAIL
• Press the VM Xfer soft key• Dial the extension• Press the Enter soft key
NOTE: If the soft key is not shown on your display, press the More soft key to locate additional options.
CONFERENCENOTE: Passcode Rules are outlined in the list below.
4. Enter the new voice portal passcode.
5. Record your name.
6. Setup No Answer Greeting (Callers will hear
when a call is rejected or phone is not
answered).
7. Setup Busy Greeting (Callers will hear when
lines are in use).
NOTE: If no greetings are recorded, callers
will hear the system default greeting.
8. Create contact in cellphone of Voice Portal
number to access or update when out of
the office.
VOICE MESSAGING PASSCODE RULES• Cannot be a single repeated digit
• Cannot be or contain the user’s own extension or phone number
• Cannot be the reverse of the user’s extension or phone number
• Cannot be the old passcode
• Cannot be the reverse of the old passcode
• Cannot be sequential digits in either increasing or decreasing order
• Cannot be repeating sequences (e.g., 123123, 242424, 43214321)
• Must be at least 5 digits, no more than 8 digits
• Expires after 365 days
• Disabled after 5 failed login attempts
TO RETRIEVE A VOICE MESSAGE
• Press Envelope hard key, follow menu below
• Select the appropriate line• Enter your Voice Portal passcode: __________
VOICE MESSAGE RETRIEVAL
SET UP VOICEMAIL WITH END USER CREDENTIALS
Voice Portal Number ________________________
Voice Portal Default _________________________
New Voice Portal ___________________________
1. Press the hard key Envelope.
2. Enter the default passcode followed by #.
3. You will be prompted to change passcode.
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WEB PORTAL FEATURE ACTIVATION
WEB PORTAL FEATURES
To configure the following features you will need to login to the TDS Web Portal.
LOGGING INTO YOUR WEB PORTAL
• Login at tdsmanagedip.com • Enter your User ID and Password
(provided by TDS)
User ID __________________________________
Password ________________________________
NOTE: When you initially log into your web portal you will be prompted to change your password.
VOICEMAIL TO EMAIL • Select the telephone extension from the
user dropdown• Hover over calling features and select
All Services• Scroll to find voice management and
click Edit• To receive voicemail messages only via
email, click the raido button and enter the email address here:
• To get voicemail messages in the voice portal AND your email you will need to: A. Select Deposit messages in Voice Portal
and activate Message Waiting indicator on phone
B. Next, enter your email address in the box
Play Message 1
# Save 6 Jump to End1 Rewind 7 Delete Individual Message2 Pause/Resume 9 Additional Options3 Skip Forward 1 Reply to Message4 Jump to Beginning 2 Forward Message 5 Play Message Envelope
Change Busy Greeting 2
Change No Answer Greeting 3
Compose Message 5
Delete All Messages 7
Return to Previous Menu *
Repeat Menu #
TO ACCESS YOUR VOICEMAIL REMOTELY
• Dial the Voice Portal Access number assigned to your business (your Total Talk administrator can provide this)
• Voice Portal Access Number__________ • Enter your four digit extension number• Enter your Voice Portal passcode
Menu options below.
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labeled, Send message as attachment toC. Finally, select the appropriate radio button
to turn the service on or off
SIMULTANEOUS RING
After you have logged into the portal follow these steps to manage Total Talk’s simultaneous ring feature:
• Select the telephone extension from the user drop down
• Hover over calling features and select All Services
• Scroll to find simultaneous ring and click Edit• Click Add to enter up to 10 simultaneous ring
numbers and click Save.
• To turn the service on or off, click the appropriate radio button and click Save
WEB PORTAL PASSCODE RULES• Cannot contain your login ID
• Cannot be your old password
• Must contain at least 1 number, 1 uppercase and 2 lowercase alpha characters.
• Cannot be the reverse of an old passcode
• Must be a minimum of 8 characters
• Expires after 180 days
• Disabled after 5 failed login attempts
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Feautre Activation Code Deactivation Code
Call Forwarding Always *72 *73
Call Forwarding Always To Voicemail *21 #21
Call Forwarding Busy *90 *91
Call Forwarding Busy To Voicemail *40 #40
Call Forwarding No Answer *92 *93
Call Forwarding No Answer To Voicemail *41 #41
Calling Line ID Delivery Blocking per Call *67
Calling Line ID Delivery Blocking Persistent *31 #31
Calling Line ID Delivery per Call *65
Call Waiting Persistent *43 #43
Cancel Call Waiting *70
Customer Originated Trace *57
Direct Voicemail Transfer *55
Voicemail Clear MWI *99
Voice Portal Access *62
FEATURE ACCESS CODES
The following access codes activate or deactivate features available with your phone service.
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CALL FORWARDING
CALL FORWARDING ALWAYS
Automatically redirect all incoming calls to
another number. When the service is active,
a reminder will be displayed on your phone.
You can also set your phone to play a Ring
Reminder when a call is forwarded. The default
setting for Call Forwarding Always is off.
To activate this feature:
1. Dial the Activation Code *72, and then dial
the phone number where you want your calls
to be directed.
2. Once the system plays a confirmation
message, hang up.
To turn this feature off:
1. Dial the Deactivation Code *73.
CALL FORWARDING ALWAYS TO VOICEMAIL
Automatically redirect all incoming calls to
your voicemail. The default setting for this
feature is on.
To activate this feature:
1. Dial the Activation Code *21.
2. Once the system plays a confirmation
message, hang up.
To turn this feature off:
1. Dial the Activation Code *21.
CALL FORWARDING BUSY
Redirect incoming calls to another number
when you are on the phone (or have services
such as Do Not Disturb or Selective Call
Rejection activated). The default setting for this
feature is off.
To activate this feature:
1. Dial the Activation Code *90, and then dial
the phone number where you want your calls
to be directed. (If no phone number is
entered, all calls will be forwarded to the
phone number that was previously
configured by default.)
2. Once the system plays a confirmation
message, hang up.
To turn this feature off:
1. Dial the Deactivation Code *91.
CALL FORWARDING BUSY TO VOICEMAIL
Redirect your incoming phone calls to your
voicemail when your line is busy. The default
setting for this feature is on.
To activate this feature:
1. Dial the Activation Code *40.
2. Once the system plays a confirmation
message, hang up.
To turn this feature off:
1. To stop redirecting calls, dial the
Deactivation Code #40.
CALL FORWARDING NO ANSWER
Redirect your incoming phone calls to another
number when you do not answer your phone.
The default setting for this feature is off.
To activate this feature:
1. Dial the Activation Code *92, and then dial
the phone number where you want your calls
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to be directed. (If no phone number is
entered, all calls will be forwarded to the
phone number that was previously
configured by default.)
2. Once the system plays a confirmation
message, hang up.
To turn this feature off:
1. Dial the Deactivation Code *93.
CALL FORWARDING NO ANSWER TO VOICEMAIL
Redirect incoming phone calls to your
voicemail when you do not answer your phone.
The default setting for this feature is on.
To activate this feature:
1. Dial the Activation Code *41.
2. Once the system plays a confirmation
message, hang up.
To turn this feature off:
1. Dial the Activation Code *41.
CALL WAITING
This service enables you to answer a call while
already engaged in another call. The default
state for this feature is on.
To activate this feature:
1. Dial the Activation Code *43
CALL WAITING DISABLE
Disable Call Waiting for the next call you place
or while a call is in progress. Call Waiting is
automatically re-activated when the call ends.
To disable before you place a call:
1. Dial the Activation Code *70.
2. After the confirmation, there will be a dial
tone. Dial the number you want to call.
For the duration of the call, you will not be
presented with any waiting calls.
CALLING LINE ID BLOCKING
This service enables you to hide/block your
calling line ID (both name and number) from
being presented to the person you are calling.
CALLING LINE ID DELIVERY BLOCKING PER CALL
Hide your calling line ID (both name and num-
ber) on a per-call basis. This service only remain
active for one phone call.
To activate this feature:
1. Before placing a call, dial the Activation
Code *67.
2. Place your call as usual.
NOTE: If Calling Line ID Delivery Blocking
Persistent is activated, this service has
no effect.
CALLING LINE ID DELIVERY BLOCKING PERSISTENT
Prevent display of your calling line ID for all calls.
The default setting for this feature is off.
To activate this feature:
1. Dial the Activation Code *31.
2. Once the system plays a confirmation
message, hang up.
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NOTE: When Calling Line ID Delivery
Blocking Persistent is activated, you may
turn it off on a per-call basis to display
your caller ID by dialing *65 and placing
the call.
To turn this feature off:
1. Dial the Deactivation Code #31.
CUSTOMER ORIGINATED TRACE
This service enables the recipient of an
obscene, harassing, or threatening call to
request that it be automatically traced and
reported to your Service Provider (TDS). The
information on the traced call is sent as an
alarm to TDS. The alarm contains the following
information:
• Your phone number. If you do not have a
phone number, your group phone number
and extension are provided instead. For
calls within a group, only your extension
is used.
• The date and time the call was received
• The name and phone number of the caller,
if available
The traced call is the last call that you received.
It could either be an answered or a missed call.
NOTE: Law Enforcement officials must
request the call trace information from
TDS due to privacy and legal issues.
To trace and report the last call received:
1. Dial the Activation Code *57. You will hear an
announcement followed by a dial tone.
2. If the trace is successful, a confirmation
announcement will play, and the requested
trace is sent in the form of an alarm to the
system provider. If the trace is unsuccessful,
an error announcement will play and the
alarm will not be sent.
DIRECT VOICE MAIL TRANSFER
DIRECT VOICE MAIL TRANSFER
Transfer a caller on hold to your voice mail or
someone else’s voicemail.
To activate this feature:
1. While on a call, press the Transfer soft key,
then dial the Activation Code *55. An
announcement will play explaining how to
transfer the held caller to your voice mailbox
(or anyone else’s voice mailbox).
VOICE MAIL WAITING INDICATOR
Clears the audible (and visible for some
devices) message waiting indicator on your
phone.
To clear the Waiting Indicator:
1. Dial the Activation Code *99.
VOICE PORTAL ACCESS
The Voice Portal provides a convenient way for
you to manage your services via the phone.
To access the Voice Portal:
1. Dial the Activation Code *00. If you are
remote (external to your business) dial the
Voice Portal telephone number (provided by
your managedIP Administrator).
2. After the prompt, enter your passcode. Upon
successful authentication, you will be present-
ed with the main menu options.
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NOTE: Auto Attendant is available for purchase a la carte. Ask your Total Talk administrator if your service includes Auto Attendant.
TO MODIFY AN AUTO ATTENDANT
1. Log in at tdsmanagedip.com
2. Select the Group from the dropdown menu
3. Hover over Group Services and click Auto Attendant
4. Select the Auto Attendant from the dropdown menu
5. Select Business Hours tab
6. Check Enable first-level extension dialing, if applicable
7. Populate the Description, Action, and Phone Number fields for each key option, as appropriate
8. Click Save
9. Select After Hours tab and repeat steps 6-8
TO RECORD OR CHANGE AUTO ATTENDANT GREETINGS FROM A TOTAL TALK PHONE
1. Dial the Voice Portal extension _____________
2. When the greeting plays, Press the * key
3. Enter the Voice Portal Extension _____________
and Press the # key
4. Enter the Voice Portal passcode ____________
and Press the # key
5. To change the Auto Attendant Greeting
Press 1
NOTE: If you have more than one Auto Attendant, you will be prompted to enter the Auto Attendant extension you want to change, then press the # key A. For Business Hours, Press 1B. For After Hours, Press 2
6. Record the greeting and Press the # key
TO RECORD OR CHANGE AUTO ATTENDANT GREETINGS FROM ANY OTHER PHONE (HOME, CELL, OTHER)
1. Dial the Voice Portal number ______________2. Repeat Steps 2-6 above
TO FORWARD CALLS ON YOUR MAIN TELEPHONE NUMBER TO THE AUTO ATTENDANT
1. Press line 1 and dial *72 for call forwarding
2. Enter the auto attendant telephone number
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Thank you for calling ____________________________.
Our normal business hours are _______, Monday – Friday, Saturday, and Sunday