Setting Up Your Phone and Extension

Record Message Mailboxes

• To record greetings in message mailboxes (user, company, emergency, etc…)
• If first time recording greetings, dial 500, #, your mailbox number and follow the prompts. The default password is “0000” until you get to the steps that you can change the password to the number that you would like it to be.
• Follow the instructions below to thoroughly set up your voice mailbox.

To Record A Mailbox Greeting

• Dial 500 to access voice mail.
• Dial # and your extension number, which is the same as your extension number. Your extension number is under your handset on your telephone.
• Dial your default password, which is 0000 (4 zeros) then press *.
• Slowly dial 3, then 1 and then 5. The lady will say, “Please state your message clearly, then dial #.” After this, record your greeting and dial #. DO NOT HANG UP! To review your greeting, dial 1. To save your greeting dial 2. To re-record your greeting, dial 5. You may hang up only after saving the greeting.

***A Sample Greeting:  “Hello, you have reached YOUR NAME with Liz Moore and Associates. I am not available to take your call at this time. Please leave your name, number and message and I will return your call as soon as possible.”

To Retrieve Voice Mail Messages from Outside Line

Dial your direct number.  When you hear your greeting press # and your password, when prompted.

To Record A Busy Greeting

• Dial 500 to access voice mail.
• Dial # and your mailbox number, which is the same as your extension number. Your extension number is under your handset on your telephone.
• Dial your default password, which is 0000 (4 zeros).
• Do not listen to the lady in the voice mail – this will confuse you. Slowly dial 3, then dial 2, and then dial 5. The lady will say, “Please state your message clearly, then dial #.” After this, record your greeting and dial #. DO NOT HANG UP! To review your greeting, dial 1. To save your greeting dial 2. To re-record your greeting, dial 5. You may hang up only after saving the greeting.

***A Sample Greeting: “Hello, you have reached YOUR NAME with Liz Moore and Associates. I am currently on another call. Please leave your name, number and message and I will return your call as soon as possible.”

To Record Your Name

When someone leaves you a message internally, you will hear, “A message from NAME.” Also, when someone calls in at night and uses the dial by name, the caller will hear your name after dialing the first three letters of your name.

• Dial 500 to access the voice mail.
• Dial # and your extension number.
• Dial your default password, which is 0000 (4 zeros)
• Slowly dial 3, then dial 3, then dial 5. Record your name and extension number, then dial #. DO NOT HANG UP. Dial 1 to review. Dial 2 to save. Dial 5 to re-record. You may hang up only after saving.

***EXAMPLE:  “JOHN DOE. Extension 301.”

To Change Your Password

**REASON:  To restrict anyone from getting into your mailbox, and receiving your messages.

• Dial 500 to access the voice mail.
• Dial # and your extension number.
• Dial your default password, which is 0000 (4 zeros).
• Slowly dial 4, then dial 2. You will hear, “Please enter the new password.” Enter any four digit number that will be easy for you to remember. DO NOT HANG UP. Dial 1 to confirm. Dial 2 to cancel. You may hang up only after saving.

To Record Internal Greeting

• Dial 500 to access voice mail.
• Dial # and your extension number.
• Dial new password, if entered. If not, dial 0000 (4 zeros).
• Slowly dial 3, then 5, and then 5 again. After this, record your greeting and dial #. DO NOT HANG UP! To review your greeting, dial 1. To save your greeting, dial 2. To re-record your greeting, dial 5. You may hang up only after saving the greeting.

**A SAMPLE GREETING: “This is YOUR NAME.  Please leave a message.

To Forward Calls to Your Cell Phone

***If you are a new agent, first you must program your cell phone as a Speed Dial feature on your desk telephone.

Programming Your Telephone as a Speed Dial Feature

1. 
   Keep the telephone receiver in the cradle. Don’t pick it up.
2. Press the Feature button.
   3. Press the Speed Dial Program button.
   4. Click on the button that will be used for the speed dial. (There are a group of buttons to the right of the numbers that can be used for this purpose. Choose one of them.)
3. Dial 9, then dial your cell phone number (no area code is necessary, unless your cell phone number is considered long distance).
4. Press SPKR to finish.

To Forward Calls from the Front Desk to Your Extension

1. Keep the telephone receiver in the cradle. Don’t pick it up.
2. Press the grey button on the left side of the display next to "Call Fwd".
3. Dial your extension.
4. Take the phone off of speaker by pressing the red SPKR button. The red DND button should be flashing and the display will read “Forward all calls.”

To Forward Calls to Your Cell Phone

1. At your extension, dial 7352 and press your cell phone extension button.
2. Take your phone off of speaker by pressing the red SPKR button. The red DND button should be flashing and the display will read “Forward all calls.”
3. When you no longer want calls forwarded, press the flashing DND button.

When Your Duty is Over

1. 
   Take the call forwarding feature off by pressing the DND button on your phone (the DND button should stop flashing).
2. Press the DND button on the phone at the front desk (the DND button should stop flashing).
3. If the next agent hasn’t arrived OR you are the last agent of the day, press the NIGHT button and it should become a flashing green button.