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VOIP Phone Training (VoiceOver IP) Collier County Public Schools.

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Presentation on theme: "VOIP Phone Training (VoiceOver IP) Collier County Public Schools."— Presentation transcript:

1 VOIP Phone Training (VoiceOver IP) Collier County Public Schools

2 Description of Phone Display: Display: The Display area is where you will see either a Personal Phone Number or a Classroom Phone Number. The Display area is where you will see either a Personal Phone Number or a Classroom Phone Number. Line Buttons: Line Buttons: Use these buttons to select which line on the phone to use. Every user has anywhere from 2 to 6 lines. Use these buttons to select which line on the phone to use. Every user has anywhere from 2 to 6 lines. Soft Keys: Soft Keys: These keys change their function according to what you are doing on the phone. Their function is identified in the LCD Display directly above the key. These keys change their function according to what you are doing on the phone. Their function is identified in the LCD Display directly above the key. Scroll: Scroll: Use this button to scroll between various menus, fields and screens. Use this button to scroll between various menus, fields and screens. Number Pad: Number Pad: Use these buttons to dial phone numbers and enter passwords or PIN codes. Use these buttons to dial phone numbers and enter passwords or PIN codes. Features: Features: Use these buttons to access various menus and/or voic . Use these buttons to access various menus and/or voic .

3 School Ranges Each School has a specific range of telephone numbers. Each School has a specific range of telephone numbers. This range is determined by the type of school. This range is determined by the type of school. Elementary Schools have 100 numbers in their range. Elementary Schools have 100 numbers in their range. Middle and High Schools have 200 numbers in their range. Middle and High Schools have 200 numbers in their range. All numbers begin with 377. All numbers begin with 377.

4 School Ranges (Cont.) The School Ranges for High Schools are as follows: The School Ranges for High Schools are as follows: Barron Collier High to Barron Collier High to Gulf Coast High to Gulf Coast High to Golden Gate High to Golden Gate High to Immokalee High to Immokalee High to Lely High to Lely High to Naples High to Naples High to Palmetto Ridge High to Palmetto Ridge High to Everglades to Everglades to

5 School Ranges (Cont.) The School Ranges for Middle Schools are as follows: The School Ranges for Middle Schools are as follows: Corkscrew Middle to Corkscrew Middle to East Naples Middle to East Naples Middle to Golden Gate Middle to Golden Gate Middle to Gulfview Middle to Gulfview Middle to Immokalee Middle to Immokalee Middle to Manatee Middle to Manatee Middle to North Naples Middle to North Naples Middle to Oakridge Middle to Oakridge Middle to Pine Ridge Middle to Pine Ridge Middle to

6 School Ranges (Cont.) The School Ranges for Elementary Schools are as follows: The School Ranges for Elementary Schools are as follows: Avalon Elementary to Avalon Elementary to Big Cypress Elementary to Big Cypress Elementary to Calusa Park Elementary to Calusa Park Elementary to Corkscrew Elementary to Corkscrew Elementary to Estates Elementary to Estates Elementary to Golden Gate Int. Elementary to Golden Gate Int. Elementary to Golden Terrace Int. Elementary to Golden Terrace Int. Elementary to Golden Gate Elementary to Golden Gate Elementary to Golden Terrace Elementary to Golden Terrace Elementary to Highlands Elementary to Highlands Elementary to Lake Park Elementary to Lake Park Elementary to Laurel Oak Elementary to Laurel Oak Elementary to

7 School Ranges (Cont.) Lely Elementary to Lely Elementary to Manatee Elementary to Manatee Elementary to Naples Park Elementary to Naples Park Elementary to Osceola Elementary to Osceola Elementary to Pelican Marsh Elementary to Pelican Marsh Elementary to Pinecrest Elementary to Pinecrest Elementary to Poinciana Elementary to Poinciana Elementary to Sable Palm Elementary to Sable Palm Elementary to Sea Gate Elementary to Sea Gate Elementary to Shadowlawn Elementary to Shadowlawn Elementary to Tommie Barfield Elementary to Tommie Barfield Elementary to Village Oaks Elementary to Village Oaks Elementary to Vineyards Elementary to Vineyards Elementary to

8 School Phone Numbers Now that each school has it’s own range of numbers, each staff member (that has a GroupWise account) within that school should have a phone number from their schools range. Now that each school has it’s own range of numbers, each staff member (that has a GroupWise account) within that school should have a phone number from their schools range. This phone number should start with a 377. This phone number should start with a 377. This number is commonly referred to as your Personal Phone Number. This number is commonly referred to as your Personal Phone Number. For Example: For Example: A teacher at Barron Collier High School should have a phone number that falls between to A teacher at Barron Collier High School should have a phone number that falls between to

9 School Phone Numbers (Cont) The Personal Phone Number assigned to the staff member can be called from anywhere in the world by dialing the entire phone number. The Personal Phone Number assigned to the staff member can be called from anywhere in the world by dialing the entire phone number. However, within the District, you only have to dial the LAST 5 Digits of the Personal Phone Number. However, within the District, you only have to dial the LAST 5 Digits of the Personal Phone Number. For Example: For Example: IF you were in Michigan, you would call Anne Marie Smith by dialing IF you were in Michigan, you would call Anne Marie Smith by dialing IF you were at Barron Collier, you would call Anne Marie Smith by dialing IF you were at Barron Collier, you would call Anne Marie Smith by dialing The Last 5 Digits of your Personal Phone Number are commonly referred to as your Personal Extension. The Last 5 Digits of your Personal Phone Number are commonly referred to as your Personal Extension.

10 School Phone Numbers (Cont.) The staff members Personal Phone Number stays with them ONLY while they remain at that specific site. The staff members Personal Phone Number stays with them ONLY while they remain at that specific site. When a staff member switches between schools, the staff member must get a new phone number from their new school. When a staff member switches between schools, the staff member must get a new phone number from their new school.

11 School Phone Numbers (Cont.) Throughout the District there is another type of phone number. This phone number is commonly referred to as a Classroom Extension. Throughout the District there is another type of phone number. This phone number is commonly referred to as a Classroom Extension. Classroom Extensions are only 5 digits long and they always begin with an 8. Classroom Extensions are only 5 digits long and they always begin with an 8. Classroom Extensions also follow the school ranges. Classroom Extensions also follow the school ranges. For Example: For Example: Barron Collier Classroom 999 has the classroom extension because Barron Collier phone numbers range from to Barron Collier Classroom 999 has the classroom extension because Barron Collier phone numbers range from to

12 Personal vs. Classroom Phone Numbers Personal Phone Numbers (those starting with 377) can be used to call outside the District. Personal Phone Numbers (those starting with 377) can be used to call outside the District. Personal Phone Numbers should display your name. Personal Phone Numbers should display your name. For Example: For Example: Anne Marie Smith Anne Marie Smith Classroom Phone Numbers (those starting with 8) cannot be used to call outside the District. Classroom Phone Numbers (those starting with 8) cannot be used to call outside the District. Classroom Phone Numbers should display the classroom number. Classroom Phone Numbers should display the classroom number. For Example: For Example: BCH Room XXX BCH Room XXX 81399

13 Using your Personal Phone Number In order to use your Personal Phone Number, a phone must display your name and Personal Phone Number. In order to use your Personal Phone Number, a phone must display your name and Personal Phone Number. If you have a phone that already shows your name and Personal Phone Number, then you can begin to use the phone. If you have a phone that already shows your name and Personal Phone Number, then you can begin to use the phone. If you have a phone that shows a Classroom Phone Number, then use must use Extension Mobility. If you have a phone that shows a Classroom Phone Number, then use must use Extension Mobility.

14 Extension Mobility Extension Mobility is a service that allows any staff member with a Personal Phone Number to use any phone in the District. Extension Mobility is a service that allows any staff member with a Personal Phone Number to use any phone in the District. When Extension Mobility is used, the phone (no matter what name or number is on the phone) will change to show your name and Personal Phone Number. When Extension Mobility is used, the phone (no matter what name or number is on the phone) will change to show your name and Personal Phone Number.

15 Extension Mobility (Cont.) To use Extension Mobility: To use Extension Mobility: Press the Services Button on the Telephone. Press the Services Button on the Telephone. Using the number pad, press the number 1 for Extension Mobility. Using the number pad, press the number 1 for Extension Mobility. Using the number pad, Enter your Personal Extension (the LAST 5 digits of your Personal Phone Number) as the UserID. Using the number pad, Enter your Personal Extension (the LAST 5 digits of your Personal Phone Number) as the UserID. Press the Scroll button on the phone. Press the Scroll button on the phone. Using the number pad, Enter for the PIN. Using the number pad, Enter for the PIN. Then press the Submit button (Soft Key) on the phone. Then press the Submit button (Soft Key) on the phone.

16 Extension Mobility (Cont.) After you are done using the phone, you should change the phone back to the original phone number. After you are done using the phone, you should change the phone back to the original phone number. Follow these steps to use Extension Mobility to change the phone back to the original phone number: Follow these steps to use Extension Mobility to change the phone back to the original phone number: Press the Services button on the phone. Press the Services button on the phone. Using the number pad, press the number 1 for Extension Mobility. Using the number pad, press the number 1 for Extension Mobility. The screen will display the question: The screen will display the question: Logout 7XXXX? Logout 7XXXX? Press the YES button on the phone. Press the YES button on the phone. The phone will then revert back to the original phone number. The phone will then revert back to the original phone number.

17 Using the Phone Once your Personal Phone Number is displayed on the phone, you can now begin making calls and checking voic from the phone. Once your Personal Phone Number is displayed on the phone, you can now begin making calls and checking voic from the phone. To make calls within the District, you only need to dial the LAST 5 digits of a staff members Personal Phone Number. To make calls within the District, you only need to dial the LAST 5 digits of a staff members Personal Phone Number. To fax a document within the District, you also only need to dial the LAST 5 digits of the fax number. To fax a document within the District, you also only need to dial the LAST 5 digits of the fax number.

18 Using the Phone (Cont.) To make calls Outside the District, you must first dial the number 5 and then the rest of the phone number. To make calls Outside the District, you must first dial the number 5 and then the rest of the phone number. Note: Your Personal Phone Number must be on the phone, NOT a Classroom Extension. Note: Your Personal Phone Number must be on the phone, NOT a Classroom Extension.

19 Features: Ring Volume A staff member can adjust the ring volume on a phone. A staff member can adjust the ring volume on a phone. To change the ring volume, follow these steps: To change the ring volume, follow these steps: Press the Volume button on the phone to the desired ring volume. Press the Volume button on the phone to the desired ring volume. Press the Services button on the phone. Press the Services button on the phone. Press the Save Soft Key button on the phone. Press the Save Soft Key button on the phone. This will change the ring volume for all future calls. This will change the ring volume for all future calls.

20 Features: Directories There are four Directories on the phone. There are four Directories on the phone. Missed Calls Missed Calls Received Calls Received Calls Placed Calls Placed Calls Corporate Directory Corporate Directory The Missed, Received, and Placed Calls directories can be cleared, however the Corporate Directory can never be cleared by a staff member. The Missed, Received, and Placed Calls directories can be cleared, however the Corporate Directory can never be cleared by a staff member.

21 Features: Directories The Corporate Directory lists all staff members in the District and their personal phone number. The Corporate Directory lists all staff members in the District and their personal phone number. To use the directory to find a personal phone number, follow these steps: To use the directory to find a personal phone number, follow these steps: Press the Directories button on the phone. Press the Directories button on the phone. Using the number pad, press the number 4 for Corporate Directory. Using the number pad, press the number 4 for Corporate Directory. Using the number pad and the corresponding letters on the numbers, enter either a partial or full first name of the person you are looking for in the system. Using the number pad and the corresponding letters on the numbers, enter either a partial or full first name of the person you are looking for in the system. Then press the Scroll button to go down to the next line. Then press the Scroll button to go down to the next line. Using the number pad and the corresponding letters on the numbers, enter either a partial or full last name of the person you are looking for in the system. Using the number pad and the corresponding letters on the numbers, enter either a partial or full last name of the person you are looking for in the system. Then press the Search Soft Key button on the phone. Then press the Search Soft Key button on the phone. Your results will then be displayed and you can use the Scroll button to scroll through the names. Your results will then be displayed and you can use the Scroll button to scroll through the names. Once you have highlighted the name of the person you wish to call, you can pick up the handset of the phone. Once you have highlighted the name of the person you wish to call, you can pick up the handset of the phone. The phone will automatically dial the number for you. The phone will automatically dial the number for you.

22 Features: Conversation Volume To change the volume of the conversation you are having while on the phone, follow these steps: To change the volume of the conversation you are having while on the phone, follow these steps: Press the volume button on the phone to the desired volume level. Press the volume button on the phone to the desired volume level. To save the volume level for all future calls, press the Save Soft Key button after you have reached the desired volume level. To save the volume level for all future calls, press the Save Soft Key button after you have reached the desired volume level.

23 Features: Call Transfer To Transfer a call while on the phone, follow these steps: To Transfer a call while on the phone, follow these steps: Press the Trnsfr (Transfer) Soft Key. Press the Trnsfr (Transfer) Soft Key. Using the number pad on the phone, enter the 5 digit extension of the person to whom the call should be transferred. Using the number pad on the phone, enter the 5 digit extension of the person to whom the call should be transferred. Press the Trnsfr (Transfer) Soft Key again. Press the Trnsfr (Transfer) Soft Key again. If you do not press the transfer key the second time, the phone call will not reach the intended person, instead you will be connected to the person whose extension you dialed. If you do not press the transfer key the second time, the phone call will not reach the intended person, instead you will be connected to the person whose extension you dialed.

24 Features: Conference Calls Conference Calls To make a Conference Call please follow these steps: To make a Conference Call please follow these steps: Call the first party involved in the conference call. Call the first party involved in the conference call. While on the line with the first party, press the More Soft Key button on the phone. While on the line with the first party, press the More Soft Key button on the phone. Then press the CONFRN Soft Key button on the phone. Then press the CONFRN Soft Key button on the phone. You will then hear dial tone. You will then hear dial tone. Dial the phone number of the second party involved in the conference call. Dial the phone number of the second party involved in the conference call. Once the second party is connected, press the CONFRN Soft Key button. Once the second party is connected, press the CONFRN Soft Key button. All three lines will now be connected and able to talk together. All three lines will now be connected and able to talk together.

25 Voic Every staff member who has a GroupWise account should have a Personal Phone Number with Voic . Every staff member who has a GroupWise account should have a Personal Phone Number with Voic . Voic can be checked from any phone either in the District or not in the District. Voic can be checked from any phone either in the District or not in the District.

26 Voic (Cont.) To check your voic the first time while on District property please follow the directions below. To check your voic the first time while on District property please follow the directions below. If your name and Personal Phone Number are on the phone, press the Messages button on the phone. If they are not on the phone, use Extension Mobility to change the phone to show your name and Personal Phone Number and then press the Messages button. If your name and Personal Phone Number are on the phone, press the Messages button on the phone. If they are not on the phone, use Extension Mobility to change the phone to show your name and Personal Phone Number and then press the Messages button. You will be asked for your password. You will be asked for your password. Using the number pad on the phone, enter the password that you were given when you were given your Personal Phone Number. Using the number pad on the phone, enter the password that you were given when you were given your Personal Phone Number. Once you have entered the password, the system will walk you through changing your password to something personal and recording any greetings and then accessing your messages. Once you have entered the password, the system will walk you through changing your password to something personal and recording any greetings and then accessing your messages. When done, you may hang up the phone. When done, you may hang up the phone. You may continue to check your messages in the same manner as described above but make sure to use the new password you created during setup. You may continue to check your messages in the same manner as described above but make sure to use the new password you created during setup.

27 Voic (Cont.) To check voic from any phone outside the District, you must dial To check voic from any phone outside the District, you must dial Once this number is dialed, you will be asked to enter in your ID. Your ID is the LAST 5 digits of your Personal Phone Number. Enter in your 5 digits and then press the # button. Once this number is dialed, you will be asked to enter in your ID. Your ID is the LAST 5 digits of your Personal Phone Number. Enter in your 5 digits and then press the # button. Then you will be asked for your Password. Enter the same password that you use when checking voic from work. Then press the # button. Then you will be asked for your Password. Enter the same password that you use when checking voic from work. Then press the # button. The system will then walk you through any messages that you might have in your voic account. The system will then walk you through any messages that you might have in your voic account.

28 Basic Troubleshooting Please follow the steps listed below if you experience any problems with your phone: Please follow the steps listed below if you experience any problems with your phone: If you do not have a Personal Phone Number, ask the office staff at your site if they have one for you or look for your name in the Corporate Directory on the phone. If the office staff does not have one or you are not listed in the Corporate Directory, please submit a Heat Workorder requesting a Personal Phone Number. If you do not have a Personal Phone Number, ask the office staff at your site if they have one for you or look for your name in the Corporate Directory on the phone. If the office staff does not have one or you are not listed in the Corporate Directory, please submit a Heat Workorder requesting a Personal Phone Number. Include in the Workorder information, your current first name, last name, location, and title. Include in the Workorder information, your current first name, last name, location, and title.

29 Basic Troubleshooting (Cont.) If your phone has nothing on the LCD Display: If your phone has nothing on the LCD Display: Please submit a Heat Workorder. Please submit a Heat Workorder. Please include the Room Number, and the MAC Address of the Telephone. Please include the Room Number, and the MAC Address of the Telephone. The MAC address is a 12 digit number on the back, center, bottom of the phone. It starts with 00 or 000. The MAC address is a 12 digit number on the back, center, bottom of the phone. It starts with 00 or 000.

30 Basic Troubleshooting (Cont.) Passwords: Passwords: Your Extension Mobility Password (PIN) is Your Extension Mobility Password (PIN) is Your Voic Password begins as If it has been reset, then it is Your Voic Password begins as If it has been reset, then it is Whenever you need your voic password reset, the default reset password is Whenever you need your voic password reset, the default reset password is 1379.

31 Basic Troubleshooting (Cont.) Voic Issues: Voic Issues: If you are unable to access your voic because of an incorrect password, please try the following: If you are unable to access your voic because of an incorrect password, please try the following: Please try 1379 as the password. Please try 1379 as the password. If you are still unable to access your voic , please submit a Heat Workorder with your first name, last name, and Personal Phone Number. Also, please state that you are unable to access your voic and you need a voic password reset. If you are still unable to access your voic , please submit a Heat Workorder with your first name, last name, and Personal Phone Number. Also, please state that you are unable to access your voic and you need a voic password reset.

32 Basic Troubleshooting (Cont.) Other Issues: Other Issues: If you are having any other problems with your phone, please submit a Heat Workorder. If you are having any other problems with your phone, please submit a Heat Workorder. For your convenience, the Heat Workorder Icon is on the desktop of your computer. For your convenience, the Heat Workorder Icon is on the desktop of your computer.


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