Opening your mailbox for the first time

Note! : Please read through all the instructions below before doing any of the steps.

  • Press the “Voicemail” button (or the “Open Mailbox” button)
  • Press 0000 (this is the default password) and then #
  • The system will then say: "You have zero new messages"
  • Depending on your system, Press 4 (NS700) OR Press 3 (TVM50) for "Mailbox Management"
  • You must now change your password

Security Alert! DO NOT use 1234, 8888, 1111 or anything else that’s easy!

  • Press 2, then 1 and enter your new password xxxx (4 digits) and #
  • Press 2 to accept or follow the prompts to change again

Note: The next step requires you to record your name for the company directory. Your personal greeting will be recorded at Step 11

  • Press 3 to change “Owner’s Name”
  • State your name after the tone and immediately press 1 to end recording
  • Follow the prompts if necessary
  • Press 2 to accept

Note: The following steps will allow you to record your personal greeting

  • Press 1 to record your personal greeting
  • Press 1 again to record your “No Answer Greeting”
  • Record your greeting at the tone and press 1 to end recording
  • Follow the prompts as necessary: 1 to review | 3 to re-record | 2 to accept

Note: DO NOT miss step 14 or you will lose personal greeting recording!

Changing your personal greeting _______ (or vacation greeting)

  1. Press the “Voicemail” button or the “Open Mailbox” button
  2. Enter your password and then #
  3. The system might then say: "You have no new messages"
  4. Depending on your system, Press 4 (NS700) or Press 3 (TVM50) for "Mailbox Management"
  5. Press 1 to change the “Personal Greeting”
  6. Press 1 to change the “No Answer Greeting” or press 5 to change the “Temporary” (Vacation) greeting
  7. It will now play your current message
  8. Press 1 to change your greeting
  9. Record you greeting at the tone and Press 1 to end recording
  10. After recording your greeting, press: 1 to review | 3 to re-record | 2 to accept
  11. Hang up

NOTE: If you set up a “Temporary” (Vacation) greeting, you are probably wondering how to turn it off when you get back to the office. Well, it's easy.

  1. Open your mailbox
  2. Press 1 to delete the current "Temporary" message or press 2 to get to your messages (Once the the "Temporary" greeting is deleted, it will revert to your "Personal Greeting"

Sample Voicemail Greetings

Sample Voicemail Messages

#1 Most popular

Hello, you've reached _______________. I am not available to take your call right now, but please leave me your name, telephone number, and your message, and I will do my best to call you back as soon as possible. Thank you.

 

#2 Most Popular

Hello, you've reached ______________. I apologize for not answering your call in person, but please leave me your name, telephone number, and your message, and I will do my best to call you back as soon as possible. Thank you.

 

DO

1.   Give as many details as possible. For example, your typical hours of work, let people know you are away on vacation, etc…

2.     RETURN CALLS AS SOON AS POSSIBLE

DON'T

Hello. You’re reached ___________. I am either on the phone or away from my desk. Please leave your message and I will call you back.

" Incoming Call : XXX " Won't Go Away

2016-04-30 11.38.36.jpg

The middle line of your display is used to indicate how many calls have to in to your telephone since you last checked you CALL LOG. It's handy if you been away from your telephone in a while, and want to see if anyone has called you without perhaps leaving you a message.

To make it go away, simply press MENU in your display, press the wheel button to the left 2 times in order to get to your INCOMING LOG, press ENTER, and press the wheel button down until you have scrolled through several of your INCOMING LOG. It should rid of the INCOMING CALL :XXX.

If it really drives you crazy, and you want to get rid of it permanently, please give us a call and we will deprogram it from your telephone.

Programming buttons on my telephone

 

Speed Dial Button

Step 1: With the handset in the cradle, Press "PROG" (Program) under the display

Step 2: Press the button you want to program as One Touch Speed Dial button

Step 3: Dial 2 on the key pad

Step 4: Dial 9 then the telephone number you want to program as a speed dial

Step 5: Press the Auto Dial / Store button or ENTER in the display

Step 6: To exit programming, pickup the handset and hang it up

NOTE: Didn't work? See DEPROGRAMMING AN EXISTING BUTTON below.

 

Extension Button

Step 1: With the handset in the cradle, Press "PROG" (Program) under the display

Step 2: Press the button you want to program as an extension button

Step 3: Dial 1 on the key pad

Step 4: Dial the extension number you want to assign to the button

Step 5: Press the Auto Dial / Store button or press ENTER

Step 6: To exit programming, pickup the handset and hang it up

NOTE: Didn't work? See DEPROGRAMMING AN EXISTING BUTTON below.

 

DEPROGRAMMING an existing button

Step 1: With the handset in the cradle, Press "PROG" (Program) under the display

Step 2: Press the button you want to change

Step 3: Press CLEAR twice

Step 5: Press Enter

Speed Dials - How to program PERSONAL SPEED DIALS on your telephone

  1. Do not pick up the handset.
  2. Use the dial pad to enter the telephone number you wish to add as a speed dial.
  3. Press STORE (you will see it in the display to the far right)
  4. Use the dial pad to enter a name for the speed dial. Press the navigation wheel (see below) to the right in order to go to from letter to letter)
  5. Press ENTER(you will see it in the display to the far right)
  6. Press EXIT   (you will see it in the display)

To easily get to your speed dial list, press the navigation wheel once to the right, and then press the navigation wheel up or down to scroll through your names. Press a line button and the number will be dialed for you.

Arrow pointing at navigation wheel

Arrow pointing at navigation wheel

Moving your telephone set to another location (office) – The “Follow Me” feature

If you are moving your telephone from one location to another, simply unplug your telephone set and plug it in at the new location. You should see the time and date appear after a few seconds. (If not, please call us).

The telephone system now needs to be updated in order to tell it that you have moved your telephone set. Simply follow the instructions below and your telephone extension number will be updated.

Press the “Intercom” button, *727, your extension number, and 1234 .

Conference Calling - Telephone & Polycom

Telephone

  1. When on an active call and you want to include a 3rd party, press the "CONF" (Conference) button.
  2. If 3rd party is external, dial 9 plus the phone number of the party you want to include. If the 3rd party is internal, dial the extension number of the party you want to include.
  3. Wait for the called party to answer.
  4. Press the "CONF" (Conference) button again.

Polycom

  1. Make the first call
  2. After they answer, press the FLASH button and you will get dial tone (the original call has been placed on hold)
  3. Press 9 and the next telephone number which you want to add
  4. After they answer, press FLASH *3 and both calls will be connected.

Call Forwarding Your Telephone

Call Forwarding Your Telephone Set

 

Forwarding your telephone to another extension

ON - Press Intercom, FWD/DND, enter 2 and the extension number and #, then SP-Phone

OFF – Press Intercom, FWD/DND, then SP-Phone

For the KX-DT521 set                                                                                                                       ON - Press Intercom * 7102, the extension number and #                                                                 OFF - Press Intercom *7100


Forwarding your telephone to voicemail

ON - Press Intercom, FWD/DND, enter 2 165 and #, then SP-Phone

OFF – Press Intercom, FWD/DND, then SP-Phone (you can use the FWD/DND button as a toggle on/off to voicemail).

For the KX-DT521 set                                                                                                                       ON - Press Intercom * 7102, 165 and #                                                                                           OFF - Press Intercom *7100


Forwarding your telephone to an outside number (only applies if you have PRI lines)

ON - Press Intercom, FWD/DND, enter 2, 9 (for an outside line), the telephone number and #, then SP-Phone

OFF – Press Intercom, FWD/DND, then SP-Phone

For the KX-DT521 set                                                                                                                       ON - Press Intercom * 7102, 9, telephone number and #                                                           OFF - Press Intercom *7100

 

If the instructions above do not work, please call Clearlines @ 604-277-0022

 

Why is the message indicator light on but there are no messages in my voicemail?

Press the Intercom button, *700 and your extension number. You can also try pushing the MESSAGE button, see who sent you the message, and then press CLEAR

Changing your name in the company directory

  1. Press the “Voicemail” button or the “Open Mailbox” button
  2. Enter your password and then #
  3. Depending on your system, Press 4 (NS700) or Press 3 (TVM50) for "Mailbox Management"
  4. Press 3 to change “Owner’s Name”
  5. It will play your current recording
  6. Press 1 to change your name
  7. Record you name at the tone and Press 1 to end recording
  8. After recording your name, press: 
    • 1 to change
    • 3 to re-record
    • 2 to accept
  9. Hang up

Changing your password

  1. Press the “Voicemail” button or the “Open Mailbox” button
  2. Enter your password and then #
  3. Depending on your system, Press 4 (NS700) or Press 3 (TVM50) for "Mailbox Management"
  4. Press 2 for “Password”
  5. It will play your current password
  6. Press 1 to change password
  7. Enter your new password and then # (see note below)
  8. It will play your new password
  9. Afterwards, press: 1 to change | 2 to accept
  10. Hang up

** Security Alert! Do not use 1234, 8888, 1111 or anything else that’s easy! **

 

Accessing your personal mailbox while away from the office

  1. Call the Office
  2. Ask to be transferred to your mailbox, or with the Auto Attendant enter your extension number, or call your Direct Line.
  3. When hearing your own recording Press # 6 *, enter your Mailbox Number, password, and #
  4. Follow the prompts to retrieve your messages

Changing the auto attendant greeting

  1. Log in to the System Manager’s mailbox by pressing "Voicemail" or "Open Mailbox"
  2. Ignore the computer voice asking for a password.
  3. Instead, press #6* 9981234 # 
  4. The system will now say "You have zero new messages"
  5. Depending on your system, Press 4 (NS700) or Press 5 (TVM50) to “To Modify Message”

      (NOTE! : DO NOT press 1 for Company Greeting!!)

  1. Press 3 to “Change Custom Service Menu”.
  2. Press 1 for main auto attendant greeting
  3. It will play your current auto attendant greeting (PLEASE LISTEN TO THE GREETING TO MAKE SURE IT IS THE CORRECT ONE)
  4. Press 1 to change
  5. Press 1 to re-record
  6. Record at the tone and press 1 to stop recording
  7. After recording your greeting, press:
  • 1 to review
  • 2 to accept
  • 3 to erase and try again

    Hang up or press Release when done.

Adding a mailbox

  1. Log in to the System Manager’s mailbox by pressing "Voicemail" or press “Open Mailbox” button
  2. Press #6* 999, the password and # (please call us for your password)
  3. The system will now say: "You have zero new messages"
  4. Depending on your system , "For other features",  Press 5 (NS700) or Press 4 (TVM50)
  5. Press 1 for “Setup Mailbox”
  6. Press 1 “To assign or edit mailboxes”
  7. "Enter the mailbox number"
  8. It will play the extension number. To change Press 1 or to accept Press 2
  9. “This is a new mailbox. Owner’s name is not recorded”. Press 2 to accept
  10. “Owners extension number is not assigned”.  Press 1 to change
  11. “Enter the owner’s extension number”.
  12. Enter extension number again and Press 2 to accept
  13. "No letters of the owners last name have been specified". Press 1 to change
  14. "Enter first 4 letters of the owner's last name" (i.e. “Smith” would be 76484)
  15. To change Press 1, accept Press 2, delete Press 3
  16. "No letters of the owner's first name have been specified". Press 1 to change
  17. Enter letters of first name (i.e. “John” would be 5646)
  18. To change Press 1, Accept Press 2, Delete Press 3
  19. “Class of service number is 1”.  Press 2 to accept
  20. “Interview mailbox number is not assigned”. Press 2 to accept
  21. “All calls transferred to mailbox disabled”. Press 2 to accept
  22. “Message waiting lamp notification enabled”. Press 2 to accept
  23. “Device notification for un-received message disabled”.  Press 2 to accept
  24. “External message delivery disabled”. Press 2 to accept
  25. “Auto forwarding disabled”.  Press 2 to accept
  26. Hang up (Phew-w-w!)

Deleting a mailbox

  1. Log in to the System Manager’s mailbox by pressing "Voicemail" or press “Open Mailbox” button
  2. Press #6* 999, the password and # (please call us for your password)
  3. The system will now say: "You have zero new messages"
  4. Depending on your system , Press 5 (NS700) or Press 4 (TVM50) for ”Other Features”
  5. Press 1 for “Setup Mailbox”
  6. Press 2 for “Delete”
  7. Enter the mailbox number
  8. Press 1 to delete mailbox
  9. Hang up