As a user of a shared phones you can choose either to take ownership of the office phone or leave it in a “shared mode”  Each option has features that are beneficial, dependent upon the your current situation.

Utilization Options:

1.      Taking Ownership of the Phone:  If you are currently alone in the office, taking ownership may be good option.  By taking ownership the following will occur: 

a.       Only calls destined for you will be transferred through to the phone.  Calls for your office mate(s) will go directly to their voicemail.

b.      As the phone owner, the voicemail indicator (red light on the phone handset) will only light when you have messages.  The message key will send you to your voice mail box w/o entering your Voicemail ID first.  Your voicemail ID is the 4 digit number of your voicemail box previously sent by Networking and Telecommunications via e-mail.  You will still need to enter your password.

c.       The speed dial and abbreviated dials available on the phones will be yours. 

d.      (Future) The Personal Address Book available on the phone will be your address book

e.       To take ownership of the phone you must login. 

·        Hit the Menu Button and select Services and then Extension Mobility from the phone screen using the Select soft key .

·        Enter your User ID, which is your Network Login / E-mail name.

·        Note: The ID of the last individual who logged in will be there already.  If you logged in last, you only need to enter your PIN

·        Enter your PIN, which is set via the Phone Web Configuration Tool. From College Help Page you can also access this tool by clicking on the phone picture in the right column.  The default is your Voicemail ID.

·        The login process will reset the phone and the reset may take several minutes the first time you login or after a phone has been power down.  Subsequent logons will be much quicker.

f.        You can logout from the same screen.  Please be aware, your login is currently set to last for 20min.  This is a trial setting which will be evaluated for effectiveness.

·        If your office mate left without logging out, you can still login and take ownership of the phone.  Simply go to Extension Mobility and select "Yes" to logout the current user.

g.       Callers to the office number will be asked to enter a few letters of your last name by the Automated Attendant. 

·        Hitting "*" followed by your Voicemail ID will transfer the call to the phone you logged into

·        Selecting your name from the list of directory matches will also transfer the call to the phone you logged into

·        Your Automated Attendant listing comes from the voicemail system.  For the Automated Attendant to find you, you must have an active voicemail account. See the Voicemail User Guide for information on setting up your voicemail account.  See Your Auto Attendant & Corporate Directory Listing below for information on these services.

2.      Leaving the Phone as a Shared Instrument: If several faculty are present in the office, the best approach may be to leave the phone in shared mode.  If no one logs in:

a.       Calls for all office members will be transferred through to the Extension. 

b.      If answered, calls can be accepted or transferred manually to another’s voicemail box (Networking and Telecommunications will be looking into the possibility of a soft key of speed dial method of transferring a caller to an office’s mate’s voicemail.)

c.       If not answered, the caller will be presented with a prompt to “Enter a few letters of the party’s last name” by the Automated Attendant. Upon a match, the caller will be forwarded to the party’s voice mail. 

·        If you provide your class with your voicemail box number, students can enter the number in at any time the “Not Answered” prompt is played.

·        Your Automated Attendant listing comes from the voicemail system.  For the Automated Attendant to find you, you must have an active voicemail account. See the Voicemail User Guide for information on setting up your voicemail account.  See Your Auto Attendant & Corporate Directory Listing below for information on these services

d.      For voicemail, there will be no indication on the phone that messages have been left for individual office members.  To check for new messages, an office member will have to hit the Message Key and then press “*”.  A prompt will ask you to enter your (voicemail) ID and then your password.  

e.       Personal Speed Dials, Abbreviated Dials, Personal Address book, Custom Rings:  Personal Speed Dials and preferences will not be available in the shared mode. 

·        Networking and Telecommunications is reviewing options to allow shared speed dials on the instrument.

How to use Extension Mobility & Login to a Shared Extension 

• On the 7940/60, press the "Services" key.  On the 7912, Press it the "Menu Button" and select "Services " using the "Select" soft key.

          
   
• Use the scroll button to scroll down to “Extension Mobility” press the “Select” soft key

• Enter your User ID (Network Logon / E-mail name) then scroll down to the next line

• Enter your PIN # that you will be using to log into the phone with.

  Pin Numbers are set using the Web Configuration Tool.  The default is your extension number.
  (Voicemail ID for those who share a phone.)

• Press soft key “Submit” 

   *At this point you will be logged into this phone and it will be totally functional as your phone.

   

Your Auto Attendant & College Directory Listing:  The phone system has two ways of directing calls to your phone.  On campus callers can find you by searching the on-phone directory (College Directory).   The phone system can direct calls to you by prompting callers for a few letters of your last name. 

1. College Directory:  The directory available from the Directory key on College phones has been uploaded from the College's home page, on-line directory (or exchange listing) and/or previous on-phone directory.  It is searchable by First Name, Last Name or Telephone Number.  It will list the published number or office extension for those who share a phone.
   

    

2. Auto Attendant:  The phone system can also direct callers to you using its Auto Attendant application by prompting individuals to enter a few letters of your last name.  This search goes through the college's voicemail box listing.   To be found by the Auto Attendant, you must have a valid voicemail box.  See the Voicemail User's Guide for information on setting up your voicemail box.