Phones

Devices Comments Off on Phones

Communication is key for a school district. This year we have converted to the new ShoreTel® phones system. Please see below for some useful tutorials.

How to Change Your Phone’s State

Method #1

  1. Press the “State” soft key on your phone.
  2. Use the navigation pad to search for your desired state.
  3. Use the selector button to select your state.

Method #2

  1. To change the state of your phone, press the voicemail button on your phone.
  2. Press the “Call VM” soft key.
  3. When prompted, enter your voicemail passcode followed by #
  4. Next press 7 to Change Mailbox Options.
  5. At the next prompt press 2 to Set call Handling Mode
  6. The following menu contains your options and their corresponding numbers to press
    1. Available
    2. In a Meeting
    3. Out of Office
    4. Extended Absence/Vacation
    5. Custom
    6. No Change
  7. Press * to cancel at any time

How to Record Voicemail Greetings

Use handset for clarity – DO NOT USE SPEAKER PHONE

Normal Voicemail Greeting

  1. To add a greeting to your voicemail, press the voicemail button on your phone.
  2. Press the “Call VM” soft key.
  3. When prompted, enter your voicemail passcode followed by #
  4. Next press 7 to Change Mailbox Options.
  5. At the Next prompt press 1 to Record Greeting.
    1. Press 1 to Review,
    2. Press 2 to Re-Record,
    3. Press 3 to Delete,
    4. Press # to Accept the recording,
    5. Press * to Cancel.

State Specific Greeting

  1. Set your phone to the state you want to record a message for.
  2. Press the voicemail button on your phone.
  3. Press the “Call VM” soft key.
  4. When prompted, enter your voicemail passcode followed by #
  5. Next press 7 to Change Mailbox Options..
  6. At the next prompt press 1 to Record Greeting.
    1. Press 1 to Review,
    2. Press 2 to Re-Record,
    3. Press 3 to Delete,
    4. Press # to Accept the recording,
    5. Press * to Cancel.

How to Enable/Disable Time Stamp

  1. To add a timestamp to your voicemails press the voicemail button on your phone.
  2. Press the “Call VM” soft key.
  3. When prompted, enter your voicemail passcode followed by #
  4. Next press 7 to Change Mailbox Options.
  5. At the next prompt, press 5 to either Enable or Disable Envelope Information (Time Stamp).
  6. Envelop Information is disabled by default.

How to Transfer Calls

To Someone’s Phone

  1. After you receive the call that needs to be transferred to someone else, press the Transfer button.
  2. Enter the extension of the person who is receiving the call.
  3. Press the Transfer soft key.
    1. Either hang up to finish or stay on the line to speak to the person who is receiving the call.

To Someone’s Voicemail

  1. After you receive the call that needs to be transferred, press the transfer button.
  2. Enter the extension that you are transferring the call to.
  3. Press the “To VM” soft key.
  4. Hang up.

How to Park Calls

  1. If you receive the call that needs to be transferred to someone else but you aren’t sure where they are, press the Park soft key.
  2. Enter the extension that you are transferring the call to.
  3. Press the Park soft key.
  4. Hang up to finish
  5. Contact the person receiving the call to let them know you are Parking a call on their extension.

How to Use the Directory

  1. Press the Directory button on your phone.
  2. Use the number pad and correlating letters to search someone by name.
    1. For example, to search H-E-L-P_D-E-S-K you would enter 4-3-5-7#3-3-7-5.
    2. We recommend searching by last name.
  3. To call them directly press the “Dial” soft key.
  4. For more information press the “Open” soft key
    1. From there you can “Dial,” “Call VM,” or go “Back” to the directory.

How to Create a Conference Call

  1. Dial the extension of someone in the conference call.
  2. Once they answer press the Conference button and enter the extension of the next person for the call.
  3. Press the “Confer” soft key.
  4. Repeat steps 2 & 3 until everyone is in the conference call.

How to Assign Your Extension

  1. To assign your extension to a telephone other than your own, press the voicemail button on the phone you want to use.
  2. Press the “Call VM” soft key.
  3. When prompted, enter your voicemail passcode followed by #
  4. Next press 7 to Change Mailbox Options.
  5. At the next prompt press 3 to Re-Assign Extension
  6. Press 1 to Assign your extension
    1. When you are done with that phone, follow steps 1-5 and then press 2 to Unassign your extension from that phone.

Emergencies

If there is an emergency and you need to contact emergency services you can dial either 911 or 9911. Both will get you in touch with emergency services.

If there is a minor emergency that can be handled by the main office you can dial your building’s emergency line to contact someone in the main office. They are as follows:

  • 1911 for FES
  • 2911 for SES
  • 3911 for SMS
  • 4911 for SHS
  • 5911 for ShES.

NOTE: this is only for minor emergencies such as a child becoming ill in class, unruly students or urgent maintenance issues.

IF YOU HAVE A REAL LIFE-THREATENING EMERGENCY, PLEASE CALL 911.