Telephone System Help

Phone Keys - Functions

Multi Line Phones

It is important that you not attempt to re-program or re-label the bottom right key (green button), and do not re-program or re-label the middle right key (displayed with your ext # with the number 5 preceding it).

Autodial

Note: you can autodial both on and off campus numbers.

  • To program your phone to autodial:
    • Without lifting the handset, press an available AUTODIAL key
    • Enter the telephone number you wish to store, including 9 if needed
    • Press the AUTODIAL key again to save the entry
  • To make an autodial call
    • Lift the handset
    • Press the AUTODIAL line key you have programmed

Labeling

  • Customizing key labeling:
  • Press the Options key
  • Arrow down to highlight  "Change Feature Key Label"
  • Press "Select"
  • "Change Feature Key" should be highlighted; press "Select" again
  • When you are requested to "Select a Feature Key,"  press the line key you want to label
  • Use the keypad to enter letters
  • Press "Done" to save the changes
  • Press "Quit" to exit Options
  • If you want to have numbers displayed rather than letters, press the number key four times (until it displays a number). For number one, you will need to press the key five times.
  • If you want to delete an existing label, press the delete key.

Call Forwarding

If you want to forward your calls to another extension, do the following:

  • M3902 Single Line Phones
    • To activate CALL FORWARD:
      • Without lifting the handset, press the FORWARD display key
      • Dial the forwarded number
      • It should display CFWD xxxx
      • Press the Forward key
      • There should be an arrow in front of Forward
    • To cancel CALL FORWARD:
      • Press the FORWARD key until it flashes “Call Forward Cancelled:”
      • There should be not be an arrow in front of Forward
  • M3904 Multi-Line Phones
    • To activate CALL FORWARD:
      • Without lifting the handset, press the FORWARD display key
      • Key in the forwarded number
      • Press Done display key
      • Your Forward key should now display “CheckFW” and display “Calls Forwarded” under the Washburn University” display
    • To cancel CALL FORWARD:
      • Press the CheckFW display key
      • Press the CanclFw display key     
      • It should flash Call Forward Cancelled
      • Your forward key should now display “Forward”

If you want to call forward directly to VOICE MAIL, do the following:

  • M3902 Single Line Phones
    • To activate CALL FORWARD:
      • Without lifting the handset, press the FORWARD display key
      • Key in the voice mail access number (1700)
      • Press FORWARD display key to activate call forward
      • There should be an arrow in front of the Forward display
    • To cancel CALL FORWARD to voice mail:
      • Press the FORWARD key until it flashes “Call Forward Cancelled”
      • You should no longer see the arrow in front of Forward
  •  M3904 Multi-Line Phones
    • To activate CALL FORWARD
      • Without lifting the handset, press the FORWARD display key
      • Key in the voice mail access number (1700)
      • Press Done key to activate call forward
    • To cancel CALL FORWARD to voice mail
      • Press the CHECKFw display key
      • Press the CanclFw Key
      • It should flash Call Forward Cancelled
      • Your forward key should now display “Forward”

Call Forwarding Questions

Can I call forward to off-campus numbers?
No, you can only call forward to on-campus numbers.

Why are my calls being forwarded to another number?
You may have accidentally pressed the Forward key.  Look at your display and see if you see "CheckFW."   If you do, press that key twice to cancel.

 

Function /Display Keys

Note:  Some of these keys are only available on M3904s.

Applications Key

Currently, the applications key is not functional.  Its purpose is for a Corporate Phone Directory which we do not have on the phone at this time.

Call Log

  • Press the Options key
  • Arrow down to "Call Log Options"
  • Press "Select"
  • Press your selection
  • Press "Done"
  • Press "Quit" to exit Options

Conference Key

See Conference Calls information in the “Phone Information” at the main menu. 
There is a “Conf” display on M3902s.  To see the “Conf” display on M3904s, you must have dialed a number and the person dialed must have picked up their phone.

Directory Log

This key allows you to access your Personal Directory, Callers List, and Redial List.  The Call Log feature provides access to the name and number of incoming calls.  The incoming calls are stored in order of date and time received.  The M3904 Call Log holds up to 100 entries for incoming calls in the Callers list and 20 outgoing calls in the Redial List.  The M3904 can Copy a number from the callers log and store it in the Personal Directory.  The Personal Directory allows you to add, delete, search, and change any entry.  The Personal Directory holds up to 100 entries.

To add a number to the Directory:

  1. Press the ADD NEW key
  2. DIAL the new name using the dial pad
  3. Press the NEXT key
  4. DIAL the telephone number using the dial pad (be sure to include dialing 9)
  5. When you are finished entering all the digits, press the DONE key

To copy a number to the Directory:

  1. Use the navigation keys to highlight the name or number you want to copy
  2. Press the COPY key
  3. When prompt asks “Copy to?” press the DIRECTORY key
  4. Press NEXT to copy without editing the name, edit the number if needed

-or-

  1. Press CLEAR to make changes to the name before saving; use the dial pad to enter the name, press the NEXT key and make changes to the phone number if needed.
  2. Press the DONE key.  The entry is saved to your Personal Directory
  3. Press the QUIT key to exit the Directory

Goodbye Key

This key is used to disconnect a call.  It can be used while using the speaker phone.
The Goodbye key can also be used when you have dialed the wrong extension during a transfer and you want to get the caller back.

Headset Key

This (green) key is used to toggle the headset mode on and off.

Hold Key

This key is used to place a caller on hold.   To take a call off of hold, press the DN key next to the flashing indicator.

Message Key

Press the message key to hear voice mail message.

Mute Key

When you press the mute key, you can hear the caller but he/she cannot hear you.  This may be advantageous to you when you are on your speaker phone.

Options Key

The OPTIONS key allows you to customize certain characteristics of your phone.  Screen prompts take you step-by-step through the procedures and keep you informed on the status of various features.

Shift Key

This key allows you to access the second layer of the programmed DN/Feature keys.

M3904  display/programming options:

You have three options:

  • Busy Forward
  • Direct Answer
  • Auto Dial

Call Phyllis Hoffman at extension 2308 for more information.

Pickup Groups

A select group of employees can be part of a "pickup group" so that you can answer each other's phones. You must be within hearing distance of the ring for each phone in the group. When you hear a phone ring in your group, lift the handset and then you will see the word "pickup." Press the pickup key to answer the phone.  If you do not see the word “pickup,” press *4.

Redial Information

To Redial on M3902 (single-line phones):

  • Pick up the hand set and press the green key (bottom right) one time to redial the last off or on campus number.

To redial on M3904 (multi-line phones):

  • Pick up the hand set and press the green key (bottom right) one time to redial the last off or on campus number.

-or-

  • Press the "Redial" display button.
  • Use the navigation keys to highlight the off or on-campus number you wish to redial.
  • Press the "Dial" button.

-or-

  • Press the Directory/Log key.
  • Use the navigation keys to highlight Redial List.
  • Press the select key.
  • Use the navigation keys to highlight the off or on-campus number you wish to redial.
  • Press the "Dial" button."

-or-

  • Press the "Callers" display button to redial on-campus calls only.  Do not use the "Callers" list to redial off-campus callers.

Ring Volume

To make your ring volume louder or softer:

  1. Press Options key
  2. Arrow down to Volume Adjustment
  3. Press Select
  4. Select Ringer
  5. Press Higher or Lower and Done

Secretarial Filtering

An employee can call forward all of their calls to another employee.  Here is an example of secretarial filtering:

The boss call-forwards all of his calls to his secretary during a meeting he is having in his office. The secretary (and only the secretary) can still transfer calls into the boss' office if required. In other words, the person to whom you have forwarded your calls can still call you (or vice versa).   This is also convenient if someone has call-forwarded all their calls to you - you are still able to call them and ask them to stop forwarding their calls to you.

Transferring Calls

  • M3902 phones
    • press transfer
    • press extension number
    • press transfer again
  • M3904 phones
    • press transfer
    • press extension number
    • press connect

If I have keyed in the wrong extension during a transfer, how do I get the caller back so I can try again?
Press the Goodbye key and press the line key that the caller is on.