Department of Mathematics,
Rutgers, The State University of New Jersey
Nov. 10, 2008 at 10am
The information supplied on this page is meant to be an introduction to the basic features of the new phones as a whole, and the implementations of those features, specific to your particular model, have been relegated to separate pages. Please click the links in the menu above, or the individual links below.
Everyone in the Department has been assigned a 4-digit extension as part of our VoIP initiative. This includes Faculty, Staff, Visitors, and Graduate Students. Though Faculty have retained their old extensions, Staff and Graduate Students have new ones. Each 4-digit extension corresponds to an account that is unique for each individual. Every account has its own voicemail, which you alone can customize (Please refer to the Voicemail section under Features for more information). This initiative represents a major cost savings to the Department, and we are certain that you will enjoy many of the new features that this transition provides (voicemail, speed dial, hotkeys, 3-way conference calls, etc.). Please take the time to read through the documentation here, and pass on any questions that you felt were left unanswered to email@example.com.
The Help Desk can also be contacted using your new phone in one of a few ways: Press the ? button (320s and 360s), the button labeled Help (300s), or dial the extension 1318, using the √ to initiate the call.
Don't forget to check out the Calling section right below for information about how to place calls with your new phone !
This section covers the basics of placing calls from, and to, the new Department VoIP phones. Please note that Visitor and Student phones are restricted to certain types of calls (e.g. Student phones cannot place international calls).
Within the DepartmentSimply dial the 4-digit extension of the person you are trying to reach, and press the √ button to initiate the call.
e.g. 1318 √
Within the UniversityDial 2 for New Brunswick (CAC & Douglass) extensions, or dial 5 for Piscataway (Busch & Livingston) extensions, followed by the 4-digit extension of the person you are trying to reach, and press the √ button to initiate the call.
e.g. 5-1318 √
Note: This does not* have the same result as the last example. This will dial 732-445-1318.
Outside the DepartmentDial '9' first, then a '1', and then proceed to dial the regular number, including the area code, and press the √ button to initiate the call.
e.g. 9-1-732-555-1234 √
Outside the CountryDial '011', the country code, city code, then the phone number, and press the √ button to initiate the call.
e.g. 011-385-1-555-1234 √
Note: One should not dial a '9' before the '011' as you would to dial out normally.
Into the DepartmentFirst dial the central number for the Department, which is 732-445-2390. You will then be prompted via an audible menu to input the 4-digit extension of the person you are attempting to reach.
e.g. 732-445-2390, 1318
Quick Setup Guide:
This is designed to be a quick walkthrough of some basic things that everyone in the Department should set up. Everyone is encouraged to record at least their name, which will be used for your listing the Department Directory, and an unavailable message, if desired. For a more in-depth look at these as well as other special features, please check out the Features section below. Please report any additional questions or problems you may have to firstname.lastname@example.org.
Record your Name and Unavailable MessageThis is the name people hear when they get a listing of you from the Directory, and doubles as a basic unavailable message. When someone gets your unavailabe message they will hear your name, just as you recorded it, in place of "The person at extention XXXX", where XXXX is your extension. If you decide that you would like to record your own complete unavailable message, that will take precedence when someone gets your voicemail.
- Dial the 6050 extension, or press the 'Retrieve' button.
- Enter your mailbox number, which is your account number (your 4-digit extension).
- Enter your password, which is the last four digits of your Social Security Number, or StudentID in the case of a Student, unless you have already changed it.
- Press 0 to access your viocemail settings.
- Press 3 to record your Name. Make sure to press the # key when you are done speaking. Warning: Do not press the # key immediately after the tone signifying that you can begin recording.
- Depending on how pleased you are with the recording, press one of the following:
- 1. Accept the Message: Sets the message to what you just recorded.
- 2. Listen to the Message: Allows you to listen to the message you just recorded, after which you are given these same three choices.
- 3. Rerecord the Message: Allows you to record a new unavailable message, after which you are given these same three choices.
- If you are satisfied with just your name being spoken when people access your voicemail, instead of a recorded message, simple press the ∗ followed by the # key to exit voicemail. Otherwise, proceed to the next step.
- Press 1 to record your Unavailable Message. Make sure to press the # key when you are done speaking. Note: You cannot simply unset or delete an Unavailable Message once set, only record a new one to take its place.
- Choose one of the three options as already stated to accept, listen to, or rerecord your Unavailable Message.
- Press the ∗ to return to the main menu. Then press the # to exit voicemail and end the call.
VoicemailAs mentioned under General Info, every account has its own voicemail. In this section we will explore a number of ways in which you can access the settings, as well as the messages, of your own voicemail. Please keep in mind that you can get your voicemail from anywhere in the world, adhering to these simple steps.
Step 1: Dial extension 6050 in order to access your voicemail, or press the 'Retrieve' button
- 0. Settings Once you have accessed the voicemail for your account, dial 0 to access the core settings, which are the following:
Step 2: When prompted, enter your mailbox number (read: account number, which is your extension)
Step 3: Enter your password, which defaults to the last four digits of your Social Security Number, or StudentID in the case of a Student
Note: The numbers correspond to the options in the audible menu for the settings listed
- Unavailable Message: This would be equivalent to your "answering machine" message, which is relayed to the caller when you do not answer the phone. The default delay is four rings.
- Busy Message: This message is relayed to the caller if you are currently on the phone with someone else.
- Name: This is meant to be a recording of your name, which has two applications. Firstly, it will be relayed when someone attempts to reach you using the Directory (Please refer to the Directory section for more information). Secondly, it will be used when someone gets your voicemail, but only when you have not recorded your Unavailable Message.
- Temporary Greeting: This message will always be played instead of your Unavailable or Busy Message, and is ideal for vacation, out-of-office, or other short-term notifications.
Scenario: After calling in sick, call your voicemail and set a temporary message, referring the caller to another extension.
- Password: This option allows you to set the password for your voicemail. This is a great idea, if you do not want to use the last four digits of your Social Security Number, or StudentID in the case of a Student, as the password.
- 1. Messages Once you have accessed voicemail for your account, dial 1 to access your new or old messages. If you do not have any messages in your new or old mailboxes, this will not be listed as an option on the main menu for your voicemail.
Note: If you have new messages, dialing 1 will access them first, otherwise, dialing 1 will access your old messages. Messages in categorized mailboxes are never listed under option 1 when accessing your voicemail's main menu (Please see the Change Folders subsection for more information).
- 3. Advanced Options:
- 1. Reply: Allows you to leave a message at the extension of the person that called you. Note: If the number is external, using this option will generate a message informing you that the person does not have a mailbox.
- 3. Envelope: Allows you to check the timestamp of the message.
- 5. Leave a Message: This option currently does nothing.
- 5. Repeat Message: This will repeat the message that was just played back to you.
- 6. Next Message: Moves you to the next message in the same mailbox, useful for skipping messages.
- 7. Delete/Undelete Message: Marks the message for deletion, or removes the mark, but does not automatically skip you to the next message.
- 8. Forward Message: Forwards the message to another extension. The message will be retained when forwarded.
- 1. Prepend a Message: Adds a message of your own that the recipient hears before the message you forwarded to them<./li>
- 2. Forward the Message without Prepending: Simply forwards the message.
- 9. Save Message: Allows you to save the message to another folder (Please see the Change Folders subsection for the list of mailboxes).
Note: Once you have selected the mailbox, you will need to dial 1 in order to start listening to the messages
DirectoryThe Directory was setup so that you could reach a person in the Department without having to know the extension of the person you wished to contact. The only condition is that you know the first three letters of the person's last name. The Directory can be accessed four different ways, which are listed below. It should be noted that 732-445-2000 is not* one of the ways to access the directory.
From the Department VoIP Phones
- Press the 'Directory' button on your phone. A reference to the button based on type of phone can be found on the individual pages set aside for them.
- Dial the four digit extension 2000.
From outside of the Department
- Dial the central number for the Department 732-445-2390, and press option 2.
e.g. 732-445-2390, 2
- Dial the central number for the Department 732-445-2390, and dial the four digit extension 2000.
e.g. 732-445-2390, 2000