3Com 2101 - Manuals

Documentation 9 Documentation The documentation set for 3Com NBX Networked Telephony Solutions is designed to help NBX telephone users, installers, and administrators maximize the full potential of the system. To order a set of paper copies of the NBX Administrator’s Guide, NBX Installation Guide, a...

1 G ETTING S TARTED As soon as you are given a telephone and extension number, you need to set up a password and record your name announcement and personal greeting. This chapter covers these topics: ■ Setting Up Your Password and Voice Mail for the First Time ■ NBX NetSet Utility ■ Quick Reference ...

NBX NetSet Utility 13 NBX NetSet Utility The NBX NetSet administration utility has two interfaces: ■ Administrator — Your administrator logs on with a special password and uses the NBX NetSet utility to manage and configure system-wide telephone settings and many of the settings for your telephone. ...

14 C HAPTER 1: G ETTING S TARTED Navigation and Shortcut Icons in the NBX NetSet Utility The icons at the lower right of any Personal Settings window allow you or your administrator to navigate to the following features: The icons below the window are shortcuts to these features: Quick Reference Gui...

2 NBX B USINESS T ELEPHONES This chapter describes the buttons, controls, and features on the following NBX telephone models: ■ NBX 1102 Business Telephone ■ NBX 2102 Business Telephone ■ NBX 2102-IR Business Telephone The chapter covers these topics: ■ Business Telephone Buttons and Controls ■ Prog...

16 C HAPTER 2: NBX B USINESS T ELEPHONES Business Telephone Buttons and Controls Figure 1 shows the buttons and controls on the NBX Business Telephone. Figure 1 NBX Business Telephone (Model 2102-IR Shown) The NBX Business Telephones have these features: 1 Handset 2 MSG (Message) button — Accesses y...

Business Telephone Buttons and Controls 17 5 Soft buttons — Allow you to select names from the internal user directory, select and dial a personal speed dial or system-wide speed dial, and select and redial a recent call to or from your telephone. See “Using the NBX Telephone Display Panel” in Chapt...

Programmable Access Buttons on the Business Telephone 19 Programmable Access Buttons on the Business Telephone Figure 2 displays the 18 programmable Access buttons. The One-Touch Speed Dials screen in the NBX NetSet utility shows your telephone’s current button mappings. Figure 2 Access Buttons Defa...

20 C HAPTER 2: NBX B USINESS T ELEPHONES Status Lights for System Appearance Buttons on the Business Telephone The light for each Access button that is set up as an incoming line (system appearance) indicates the status of the button. Table 6 shows the light pattern that is associated with the statu...

3 NBX B ASIC T ELEPHONE This chapter describes the buttons, controls, and features that are specific to the NBX 2101 Basic Telephone. It covers these topics: ■ Basic Telephone Buttons and Controls ■ Programmable Access Buttons on the Basic Telephone ■ Programmable Access Buttons on the Basic Telepho...

22 C HAPTER 3: NBX B ASIC T ELEPHONE Basic Telephone Buttons and Controls Figure 3 shows the buttons and controls on the NBX Basic Telephone. Figure 3 NBX Basic Telephone (Model 2101) The NBX Basic Telephone has these features: 1 Handset 2 Display panel — Provides telephone status messages (see Tabl...

Programmable Access Buttons on the Basic Telephone 23 4 Scroll buttons — Allow you to scroll through user names in the internal user directory, view your personal speed dials and system-wide speed dials, and view recent calls to and from your telephone. See “Using the NBX Telephone Display Panel” in...

24 C HAPTER 3: NBX B ASIC T ELEPHONE Status Icons on the Basic Telephone Your NBX Basic Telephone allows you to use two telephone lines at the same time. On the display panel, the behavior of the telephone icon next to the number 1 (for Line 1) on the first row, or 2 (for Line 2) on the second row, ...

4 NBX V OICE M ESSAGING This chapter covers these topics: ■ NBX Messaging Components ■ Changing Your Password ■ Changing Your Name Announcement and Personal Greeting ■ Listening to NBX Messages ■ Replying to a Message ■ Forwarding a Message ■ Creating and Sending a Message ■ Creating Personal Voice ...

26 C HAPTER 4: NBX V OICE M ESSAGING Important Considerations ■ The steps are the same for initially setting up the name announcement, personal greetings, and passwords for personal, greeting-only, and phantom voice mailboxes. See “Setting Up Your Password and Voice Mail for the First Time” in Chapt...

Changing Your Name Announcement and Personal Greeting 27 Security Tips ■ Change your password often. ■ Do not use passwords that can easily identify you, such as your phone extension or birth date. ■ Avoid simple passwords such as 1234 or 0000. ■ Use numbers only; do not use * or # as part of your p...

28 C HAPTER 4: NBX V OICE M ESSAGING To change your name announcement or personal greeting: 1 Log in to your mailbox at your telephone or remotely. 2 Press 9 for Mailbox Options and then press 1 . 3 To review or change your name announcement, press 1 and follow the prompts. 4 To review or change you...

Listening to NBX Messages 29 From Your Computer To listen to your messages from your computer, you must have a sound card and a third-party application such as Windows Media Player: 1 Log on to the NBX NetSet utility with your extension and password. 2 Select a message in the Voice Mail Messages are...

30 C HAPTER 4: NBX V OICE M ESSAGING Information About Your Messages To listen to date, time, and sender information for a message in your mailbox, press 6 during or after the message, and then press one of these buttons: Table 9 Managing Your NBX Voice Messages Play or repeat a message. Save the me...

Replying to a Message 31 Replying to a Message You can send a reply to the originator of a voice mail message. If you receive a message that is marked Private, you can send a reply only to the originator. To reply to a message after you listen to it: 1 Press 4 . 2 After the tone, record your reply. ...

32 C HAPTER 4: NBX V OICE M ESSAGING 4 Optionally, press one of these buttons, OR proceed to step 5. 5 When you are ready to forward the message, press 1 . 6 Dial one of these destination numbers plus # : ■ The internal extension or mailbox number of the recipient ■ A One-Touch (on the NBX Business ...

Creating and Sending a Message 33 Creating and Sending a Message To create and send a message directly without actually making a call: 1 Log in to your mailbox at your telephone or remotely. 2 Dial 2 to select Create and Send a Message . 3 At the tone, record a message that is at least 2 seconds lon...

34 C HAPTER 4: NBX V OICE M ESSAGING Creating Personal Voice Mail Group Lists A Personal Voice Mail List, also called a mail group, is a collection of extensions to which you assign a special “group number.” Use it to send a message to everyone on the list at the same time. A Personal Voice Mail Lis...

Creating Personal Voice Mail Group Lists 35 Modifying or Deleting Groups You can review your voice mail groups, add members, or delete a group. To modify a voice mail group: 1 Log in to your mailbox at your telephone or remotely. 2 Dial 9 for Mailbox Options . 3 Dial 3 to select Group Lists . 4 Pres...

Other Ways to Manage Your Voice Mail Messages 37 Other Ways to Manage Your Voice Mail Messages You can listen to and, in some configurations, delete your voice messages from within an e-mail application or a messaging application using your Internet browser. For details, see “Listening to Your Messa...

38 C HAPTER 4: NBX V OICE M ESSAGING Phantom Mailbox A phantom mailbox does not have an actual telephone associated with it. The administrator sets up a phantom mailbox. Examples: ■ If you are a sales representative who travels constantly for your organization and never comes into the office, you st...

40 C HAPTER 5: S TANDARD F EATURES Answering a Call To answer an incoming call, pick up the handset or, if you are using an NBX Business Telephone, press the Speaker button. The display panel on an NBX Telephone shows the name and extension of an internal caller. If your organization purchases Calle...

Using the NBX Telephone Display Panel 41 See also “Status Icons on the Basic Telephone” in Chapter 3 for the indicators in the NBX Basic telephone display panel during these calls. Using the NBX Telephone Display Panel Use the telephone display panel of the NBX Telephone to dial a number: ■ Call Log...

42 C HAPTER 5: S TANDARD F EATURES Tips on Using the Lists ■ After you press a scroll key, if you do not select an item immediately, the display alternates between the list: and the menu choices: ■ In the user directory, names appear in alphabetical order. The system updates the directory when your ...

Setting Your Call Coverage Point 43 3 When you are finished, hang up the handset, or if you are using the Speaker, press the Speaker button again to end the call. For details about placing calls to remote or branch offices, see “Dialing a Call to a Remote Office” in Chapter 7 . An External Call To d...

44 C HAPTER 5: S TANDARD F EATURES 3 Select a call coverage point: ■ If you select Forward Call to Phone Number , type that number in the Phone Number field. Do not use parentheses, hyphens, or spaces. For external calls, start by entering a 9 or 8 or whatever required to access an outside line. Exa...

Putting a Call on Hold 45 On an NBX Basic Telephone: 1 Press the Hold button. 2 To obtain dial tone to make the second call: ■ If you DID NOT hang up the handset, press and release the hook switch. ■ If you DID hang up the handset, pick it up again. 3 When you hear dial tone, dial the second call. T...

46 C HAPTER 5: S TANDARD F EATURES ■ To answer a call: ■ If you DID NOT hang up the handset, press the Call Toggle button. ■ If you DID hang up the handset, pick it up again. 3 To place the second call on hold, press the Hold button. On an NBX Basic Telephone, you can place at most two calls on hold...

Direct Mail Transfer 47 ■ If you are on an NBX Basic Telephone, and the recipient does not want to take the call, press and release the hook switch to disconnect the attempted transfer, and then retrieve the original call by pressing Call Toggle . Blind Transfer In a blind transfer, you transfer the...

48 C HAPTER 5: S TANDARD F EATURES Establishing a Conference Call You can establish a Conference Call with up to four parties, including yourself. You must be using a telephone on the NBX system. The other three parties can be any combination of internal and external calls. From an NBX Telephone, fo...

Setting the Volume 49 More About Conference Calls ■ To place your part of a conference call on hold, press the Hold button. The other parties can talk among themselves, but they cannot hear you. Music on hold does not play when a conference call is on hold. ■ To transfer a conference call to another...

52 C HAPTER 6: P ERSONALIZING Y OUR T ELEPHONE Guidelines About Features on NBX Telephones ■ If your telephone does not have a button programmed for Feature, ask your administrator to program one. ■ Your administrator determines whether some of the features that are described in this chapter are ava...

Speed Dials 53 Speed Dials This section describes the types of speed dials — personal speed dials and system-wide speed dials, plus the special case for NBX Business Telephones, called One-Touch speed dials. It also describes how you can print a list of speed dials and a set of labels for your telep...

54 C HAPTER 6: P ERSONALIZING Y OUR T ELEPHONE To use a personal speed dial: 1 Pick up the handset or, if you are using an NBX Business telephone, you can press the Speaker button. 2 Press the Feature button plus the 3-digit personal speed dial code for the number you want to call, or scroll to Pers...

Speed Dials 55 Special Case: One-Touch Speed Dials (NBX Business Telephones only) In most circumstances, your administrator designates the bottom 3 of the 12 Access buttons at the right of your NBX Business Telephone (item 7 in Figure 2 in Chapter 2 ) as extension lines to manage incoming and outgoi...

56 C HAPTER 6: P ERSONALIZING Y OUR T ELEPHONE Printing Speed Dial Lists You may find it useful to have a paper list of personal or system speed dials. To print a list of speed dials: 1 Log in to NBX NetSet > Speed Dials > Personal or System-wide . 2 Click 3 A list appears with all of the pers...

Off-Site Notification 57 Off-Site Notification When you enable off-site notification, the NBX Messaging system notifies you that you have received voice mail. You can then retrieve your messages. Off-site notification consists of one cycle of up to five attempts to reach you, one attempt for each At...

58 C HAPTER 6: P ERSONALIZING Y OUR T ELEPHONE ■ If you selected EMail for Method in step 2 : ■ Enter the e-mail address at which you want to be notified. You can use different e-mail addresses for different Attempts. You can listen to the messages using your PC sound card. If you delete the e-mail ...

Off-Site Notification 59 Notice Behaviors These tables explain how the cycle of notice behaviors depends on the method that you select for the first attempt. See the definitions as well as “Resetting the Off-Site Notification Cycle” on the next page. ■ If you specify EMail for the first attempt: ■ I...

60 C HAPTER 6: P ERSONALIZING Y OUR T ELEPHONE Resetting the Off-Site Notification Cycle When you log in to your voice mailbox and hang up or log off (regardless of whether you listen to or delete messages), you start the off-site notification cycle again. You will be notified about the next message...

Preventing Unauthorized Use of Your Telephone 61 To enable and disable Do Not Disturb using the feature code: 1 Pick up the handset and press Feature + 446 . 2 Hang up. Your telephone is now in Do Not Disturb mode. The display panel on an NBX Telephone shows DO NOT DISTURB. 3 To disable Do Not Distu...

62 C HAPTER 6: P ERSONALIZING Y OUR T ELEPHONE Call Permissions Your administrator establishes Call Permissions to control the types of calls that can be dialed from your telephone. The administrator can configure these permissions to change depending on the time of day. For example, your administra...

Palm Integration 63 Palm Integration (NBX 2102-IR Telephone only) — The infrared port on the front edge of the NBX Model 2102-IR Business Telephone receives infrared signals from a hand-held device running the Palm operating system. You can use your hand-held device to call numbers in its directory ...

66 C HAPTER 7: G ETTING M ORE FROM Y OUR T ELEPHONE S YSTEM Listening to Your Messages in Your E-mail or Browser You can listen to your voice mail from any computer that allows you to access your e-mail. Your e-mail software application must be IMAP-4 compliant, for instance, Microsoft Outlook. If y...

68 C HAPTER 7: G ETTING M ORE FROM Y OUR T ELEPHONE S YSTEM Call Pickup Use the Call Pickup feature to answer a call that is ringing on another telephone. This feature is best arranged in advance when you and another user know that it would be convenient or necessary to answer calls ringing on that ...

Hunt Groups and Calling Groups 69 Hunt Groups and Calling Groups Your administrator can establish informal “call centers” so that incoming calls can be directed to several telephones. Calls that come in to your telephone through your extension go to the call coverage point that you have set up. Call...

70 C HAPTER 7: G ETTING M ORE FROM Y OUR T ELEPHONE S YSTEM Hunt groups can be static or dynamic: ■ If you are in a static hunt group, you are always part of that group along with the other group members. ■ If you are in a dynamic hunt group, you must log in to the group to be part of it. To log in ...

Hunt Groups and Calling Groups 71 To log out of a dynamic hunt group using the NBX NetSet utility, log in to NBX NetSet > User Information > Hunt Groups . Select the number of the hunt group that you want to log out of. In the Password text box, type the hunt group password. Click Log Out , an...

72 C HAPTER 7: G ETTING M ORE FROM Y OUR T ELEPHONE S YSTEM Call Park Use Call Park to place a call in a “holding pattern” and make it available for another person to pick up from any telephone on the system. Use the internal paging feature, the external paging feature, or both, to announce the call...

Paging 73 b From an NBX Basic Telephone, press the hook switch. When you hear the dial tone, dial the user’s extension, or use the paging feature. See “Paging” next for details. To retrieve a parked call: 1 Pick up the handset of any telephone on the system. 2 Dial the Call Park extension that was a...

74 C HAPTER 7: G ETTING M ORE FROM Y OUR T ELEPHONE S YSTEM In this example, to call a user in Dallas, a user in Chicago dials a Dallas extension (3000 through 3999). The dial plan on the Chicago NBX system sets up the necessary connection to the Dallas NBX system and then to the extension at that s...

Bridged Extensions 75 Bridged Extensions With a bridged extension, buttons and status lights on one telephone (the primary telephone) are associated with buttons and status lights on another telephone (the secondary telephone). On the primary telephone, you can perform all operations (such as dialin...

76 C HAPTER 7: G ETTING M ORE FROM Y OUR T ELEPHONE S YSTEM Delayed Ringing (NBX Business Telephone only) The Delayed Ringing feature keeps your NBX Business Telephone from audibly ringing until the caller has heard a specified number of rings (typically, 4). During the first “silent” rings, the lin...

Pulse Dialing 77 Pulse Dialing In some locations, analog telephone users must dial telephone calls using pulse dialing instead of tone dialing (also called Dual Tone Multi Frequency, or DTMF , dialing). Your administrator configures Analog Line Card ports for pulse dialing. Examples: ■ Some of your ...

8 A TTENDANT C ONSOLES The NBX ® 1105 Attendant Console and the NBX Complement Attendant Software (CAS) application enable a receptionist to handle high call volumes efficiently. Although receptionists are the primary users of the Attendant Console and CAS, the two can also be used by busy sales rep...

80 C HAPTER 8: A TTENDANT C ONSOLES NBX 1105 Attendant Console The NBX 1105 Attendant Console has 50 Access buttons and five preprogrammed buttons. Each of the Access buttons can handle two assignments, for total functionality of 100 buttons. The buttons support most of the same functions as the 12 ...

NBX 1105 Attendant Console 81 Figure 8 Attendant Console 1 Access buttons with LEDs — An indicator light next to each button shows whether the line is available or in use and which assigned features are enabled. For details of button status, see Table 6 in Chapter 2 . 2 Labels —You can print labels ...

Complement Attendant Software 83 Complement Attendant Software On your personal computer, the Complement Attendant Software displays your telephone directory in a series of tabs. Each tab sorts the directory by a different type of information, for example, by last name, by department, or by extensio...

84 C HAPTER 8: A TTENDANT C ONSOLES Table 15 describes Complement Attendant Software buttons and the keyboard shortcuts to functions on the Action menu. Managing Calls To manage incoming calls using the Complement Attendant Software, click the buttons at the bottom of the screen, as described here: ...

A T ELEPHONE I NSTALLATION , M AINTENANCE , AND T ROUBLESHOOTING This chapter covers these topics: ■ Connecting the Telephone ■ Attaching and Adjusting the Support Bracket ■ Moving Your Telephone ■ Swapping Telephones ■ Cleaning Your Telephone ■ Troubleshooting Problems Connecting the Telephone The ...

86 A PPENDIX A: T ELEPHONE I NSTALLATION , M AINTENANCE , AND T ROUBLESHOOTING The underside of the NBX Telephone includes: 1 Handset cord (connects to the handset) 2 Computer cable (optionally connects to your desktop computer) 3 Ethernet cable (to the LAN jack) 4 Power cord (to an electrical power...

Attaching and Adjusting the Support Bracket 87 Wall-Mount Position To mount the NBX Telephone on a wall, put the bracket on the opposite end of the telephone in the low-profile position. Pull and twist the knob on the underside of the phone 90 degrees ( Figure 11 ) so that the spring- loaded peg pro...

Troubleshooting Problems 89 Troubleshooting Problems Table 16 lists possible problems that you may encounter and the most likely solutions. Where possible, each solution refers to the section in this guide where you can find detailed information. Table 16 Possible Problems Possible Problem Suggested...

I NDEX A Access buttons Attendant Console 80, 81Basic Telephone 23Business Telephone 17 account codes and billing codes 66Acrobat Reader 56, 81administrator 8Adobe software 56, 81All Ports Busy message 89analog telephones on an NBX system 11announcements, broadcasting 73answering calls 40applying yo...

I NDEX 95 V voice mail accessing through e-mail 37changing your password 26components 25creating messages 33forwarding 31group mailboxes 38indicators 28initializing 11listening remotely 29listening to messages 28maximum message length 26message indicators 28Message Waiting Indicator Access button 38...