VoIP New Telephone System Information

VoIP System & Phone Basics presentation (PDF format)

 

FAQs

Voice Mail Features

How do I access my voicemail from another phone?
Dial extension 7888. From outside, dial 805-893-7888.

What is my voicemail password?
The default password is the same as your extension number, please change it.

How do I record my unavailable, busy or or temporary greeting?
Log in to your mailbox with your user name and password
Press 0 for mailbox options
Press 1 to record your unavailable message, 2 for your busy message, or 4 to record your temporary greeting
Follow the voice prompts. When done press the star * key and the # key to exit and disconnect.

How do I delete my temporary greeting?
Log on to your voicemail box
Press "0" for Mailbox Options.
Press "4" to select temporary greeting.
Press "2" to select erase temporary greeting

Why are callers still hearing the standard voicemail canned greeting when I have recorded my unavailable greeting?
Log in and delete your temporary greeting even is you did not make one. One could have pressed this option but not made a greeting. By selecting this option and not recording a greeting the canned greeting is played, as this greeting takes precedence over your unavailable greeting.

How can I skip the greeting and leave a message?
Press the # key and start talking immediately (there is a short tone but it is often not heard, so start talking as soon as you hit the # key).

How can I skip the voicemail header and advance to the message?
Press the 1, the header (name, ext, #, date and time of the call) will be skipped and the message plays immediately.

How can I skip forward or backward through voicemail messages?
Pressing the * will rewind backwards by 3 seconds and # will skip forward 3 seconds.  Multiple presses will jump you multiple times. Warning if you jump ahead to many times you may get disconnect, as the # is also a command for hang-up.

How do you get a call to be answered by voice mail before 4 rings?

Press the orange hangup button to silence the phone while it is ringing and send the call directly to voicemail.

I have a message waiting light but there is no message to play?
The caller has hung up without leaving a message, use 7 to delete the header and 6 to go to the next message.

Can I use the Voicemail Blast Feature? (Send the same message to a Distribution List of multiple users)?
Not available at this time.

Can I send a voicemail directly, without calling the other user?
Yes, but this feature can only be used to send to users on the new VoIP system). You must first log in to your mailbox and can only send to one user at a time.
Log into your mailbox
At the menu greeting press 3 for advanced options
Follow the prompts
Press 5, at the “press 5 to leave a message" prompt”
At the extension prompt - Dial in the ext. number you want to send the message to
At the prompt, "Please leave a message at the tone when done hang up or press # key to stay logged in to your mailbox"
Record your message at the tone and follow the prompts to hang up or select another feature.

How to access old messages without listening to new messages, exiting and re-entering messages feature?
Log on to Voice Mail by pushing the Voicemail speeddial key, or dialing 7888.
Press your extension number and password.
Press 2 to change folders.
Press 1 for the old messages folder.
Press1 to play old messages
Press 7 to delete
Press 6 to advance to next message
Press the # key to log off

How do I access old messages after listening to new messages without exiting
and logging back on?
Log on to Voice Mail by pushing the Voicemail speeddial key, or dialing 7888.
Enter your extension number and password.   
Press 1 for new messages.
At any time while Listen to new messages you can change folders by pressing 2.
Press 2 to change folders
Press 1 for old messages
Press 1 again for old messages
Press 6 to go to next message
Press 7 to delete message
To advance and delete old messages with out listening to them rapidly
Press 76,76, and keep pressing 76 until you get to the end.
Press the # key to log off

I understand that the voicemail system is limited to 99 messages per mailbox.  What happens when that limit is reached?
Once the limit of 99 voicemail messages stored for your mailbox is reached, a caller reaching your voicemail will hear a message indicating that the mailbox is full and cannot store any new messages.  The caller will be unable to leave a message for you.

Which voicemail greeting is played if I have activated DND (do not disturb)?
The message you recorded for the unavailable greeting is played to the caller reaching your phone with DND active.

Which voicemail greeting is played if I press the Hold key when my phone is ringing?
The message you recorded for the unavailable greeting is played to the caller if you press the Hold key while the phone is ringing.

How do I listen to an attached .WAV file message via Email? 
There are many different applications on most people's computers that may try to playback the voicemail sound file, a .WAV sent as an attachment in the email message. Your email client will try to invoke one of these depending upon how it and/or the operating is configured.

For Windows users, the best application to use for playing the voicemail messages is Windows Media Player version 10. If you are using a different application and never experience any playback problems you can leave it as is if you prefer.

For Mac users if you are running MacOS X and the standard Mail.app email client you should be OK.

If you are having problems with the playback of voicemail messages and this document does not help, please send a message to operator@physics.ucsb.edu with as much specific information as you so we can further diagnose the problem.

What are some of the delivery options for Voicemail?
1. Voicemail via your telephone and in your email.
The default option is delivery in both locations, and must be deleted in both locations as they are stored on two different servers.

2. Voice Mail via your telephone only.

3. Voice Mail via Email only. If this option is chosen you can no longer retrieve voicemail messages via the telephone.


Phone Features



How many parties can I have using the conference feature?
Only three.
How can I make a conference call?
There are two options
1. Three party conference
If the phone is connected with two calls, one on hold and one active, you can connect all three phones in a conference by pressing the conference button or the key under the display icon

2. MeetMe Conference feature 

Send your attendees the MeetMe number 805-893-2070 or ext 2070 for internal attendees. When attendees dial the MeetMe number they will be requested to enter their PIN number, and then identify themselves for the conference.

Please contact operator@physics.ucsb.edu if you do not have a PIN assigned to you and would like to use this service.

How do I change the ring tone?
Email operator@physics.ucsb.edu

When someone calls me, my phone does not ring.
Look at the phone display and make sure that DND (Do Not Disturb) is not active.

How do I answer a 2nd call when on a call, without losing either call?
Put the first call on Hold (red button on left) and answer the second one by pressing the key of the ringing line.                                  



Network/Power Outages

Will my phone work if the Internet is down?

Yes, except in some rare outages. It will depend on which part of the Internet is down:
1. Physics has multiple paths between switches.  If parts of the internal network (within Physics) are having a problem, no VoIP phone on that portion will work.

2.  If the outage is external (our connection to campus, or campus' Internet connection) then Physics VoIP phones living elsewhere on the Internet will not be able to register themselves or make calls.

Will my phone work is there is no power? Yes, most of the network ports used for phones will have PoE (Power over Ethernet). Many the network closets have UPS’s that have been resized to last several hours and are connected to the Emergency Power circuits where available.

What happens if I receive a phone call while my phone is disconnected from the network? As long as the rest of the network and VoIP systems are functioning normally, the call will go directly to voicemail.


FAX

What will happen to all the FAX machines? They will remain as is for now. However, there is a new option to receive faxes directly on your personal phone number (instead of the general dept. fax number). Simply give out your phone number as your fax number as well.

Also, you will soon be able to send outgoing faxes via email without printing out any documents.

When I answer my phone, I hear a beeping FAX machine on the other end. What should I do?
Transfer the call to the VoIP system FAX extension (F-A-X or 3-2-9) and it will be processed and emailed to you.

 

Misc.

Where can I find my phones user manual?
Here

Can I use my AUTH code (issued by UCSB Comm Services) with the VoIP system?
Yes. If you dial #55 then your 5-digit AUTH code, then 9, 1 and the 10-digit number, it will go out on our backup analog phone lines.