Tag: Tips & Tricks

Phone Tips and Tricks for NEC 8100 System Managers

Karl de Vera

SoundTel presents a series of “Tips and Tricks” to help you better utilize your phone system. For more Tips and Tricks go to our website support page.

When receiving calls from another extension you have two options. The two options are:

  1. Hands free Answerback – after a short beep you can immediately speak to the extension you called. They do not need to touch their phonefinger phone but can answer your call hands free.
  2. Force Ringing for Intercom Calls – the phone rings when receiving an internal call. The receiver will have to answer your call by lifting the handset, hitting the speaker button or picking up your call with their headset.

Why would you want to switch between the modes? It’s convenient to have the Hands free Answerback mode since it saves time on waiting for the receiver to pick up the call. Plus the receiver can respond without touching their phone. On the other hand, having the phone ring is more private and for some less disruptive. The default setting selected by your system administrator will be programmed for you, but you can switch between these two options by following the instructions below (IPK I, IPK II and SV8100):

  1. Initiate an intercom call
  2.    Press 1 to toggle between voice announce or ringing the extension

For users of IPK II and SV8100, you are able to change how your phone responds to an Intercom Call by following these steps:

  1. Hands free Answerback
  2. Press the Speaker Key
  3. Dial 721
  4. Press the Speaker Key
  5. Forced Ringing for Intercom Calls
  6. Press the Speaker Key
  7. Dial 723
  8. Press the Speaker Key

nec-conference-611Have a question or want to suggest a topic?

Email us at phonetips@soundtel.com
For other inquiries contact us at 425-481-5493 or service@soundtel.com

For 30 years, we have assisted companies like yours in their every communications need. We are a local, family-owned business invested in our community. Contact SoundTel or call 425.481.5493 or 800.797.3663 to learn more.

Phone Tips and Tricks: For System Managers of NEC IPK I and NEC IPK II Systems

Karl de Vera

SoundTel presents a series of “Tips and Tricks” to help you better utilize your phone system. For more Tips and Tricks go to our website support page.
16_line_wdisp_large
Are you the system manager for your business NEC IPK I or IPK II phone systems? System managers maintain the phone system user information, as well as some of the system wide features. The most common information that needs changing is user names and system date and time. More material on voice mail system administration is available directly from SoundTel. Please consult with your SoundTel representative for details of your system.

Here is a quick guide for those changes:

NEC IPK I and NEC IPK II System Administration User Manual

elite_ipk_singlepim_smallHave a question or want to suggest a topic? Email us at phonetips@soundtel.com
For other inquiries contact us at 425-481-5493 or service@soundtel.com

For 30 years, we have assisted companies like yours in their every communications need. We are a local, family-owned business invested in our community. Contact SoundTel or call 425.481.5493 or 800.797.3663 to learn more.

Phone Tips and Tricks: For System Managers of NEC SV8100 Systems

Karl de Vera

SoundTel presents a series of “Tips and Tricks” to help you better utilize your phone system. For more Tips and Tricks go to our website support page.

22_lgdisp2Are you the system manager for your business NEC SV8100 phone systems? System managers maintain the phone system user information, as well as some of the system wide features. The most common information that needs changing is user names and system date and time. Note that this system has browser based maintenance. For security purposes you have to have the user name and password to access it. More material on voice mail system administration is available directly from SoundTel. Please consult with your SoundTel representative for details of your system.

Here is a quick guide for those changes:

NEC SV8100 User Guide with WebPro

Terminals_largeHave a question or want to suggest a topic? Email us at

phonetips@soundtel.com

For other inquiries contact us at 425-481-5493 or service@soundtel.com

For 30 years, we have assisted companies like yours in their every communications need. We are a local, family-owned business invested in our community. Contact SoundTel or call 425.481.5493 or 800.797.3663 to learn more.

Phone Tips and Tricks: For System Managers of DBS 576 and HD576 Systems

Karl de Vera

SoundTel presents a series of “Tips and Tricks” to help you better utilize your phone system. For more Tips and Tricks go to our website support page.

finger phoneAre you the system manager for your business Panasonic DBS 576 and HD576 phone systems? System managers maintain the phone system user information, as well as some of the system wide features. The most common information that needs changing is user names and system date and time. Some of these features are software dependent and may not work on all systems. More material on voice mail system administration is available directly from SoundTel. Please consult with your SoundTel representative for details of your system.

Here are links for those changes:

To Program Extension Names on a Panasonic DBS 576

To Change System Time on Panasonic DBS 576

To Program SSD Names and Numbers

logoHave a question or want to suggest a topic? Email us at phonetips@soundtel.com
For other inquiries contact us at 425-481-5493 or service@soundtel.com

For 30 years, we have assisted companies like yours in their every communications need. We are a local, family-owned business invested in our community. Contact SoundTel or call 425.481.5493 or 800.797.3663 to learn more.

Phone Tips and Tricks: For System Managers of DBS and DBS 824 Systems

Karl de Vera

SoundTel presents a series of “Tips and Tricks” to help you better utilize your phone system. For more Tips and Tricks go to our website support page.

Are you the system manager for your business Panasonic DBS or DBS 824 phone systems? fingerphone2System managers maintain the phone system user information,22_lgdisp2 as well as some of the system wide features. The most common information that needs changing is user names and system date and time. Some of these features are software dependent and may not work on all systems. More material on voice mail system administration is available directly from SoundTel. Please consult with your SoundTel representative for details of your system.

Here is a quick guide for those changes:

TO CHANGE EXTENSION NAMES

Before you change a name, you must know the extension’s “Port” number. This is how the phone system recognizes each jack. To confirm the port number:

  • Press ON/OFF key
  • Press CONF key
  • Dial the extension number of the phone you wish to change

Your display will show the current status of that phone on the first line of the display. The name currently assigned will appear on the left side of the second line and the port number appears on the right side of the second line. Document the port number.

  • Press ON/OFF key to end

NOTE: It is recommended that you make and maintain a list of each extension’s port number. After this list is generated, do the following to change extension names.

EXTENSION NAMES

  • Press ON/OFF key
  • Press PROG key
  • Dial # 2
  • Enter the extension’s 2 or 3 digit port number
  • Press AUTO repeatedly to backspace and erase previous name
  • Use the dial pad on your phone to enter the letters
    (Example: Press the 2 key twice to get a capital B, three times to get a capital C, etc.)
  • Press FLASH key after each letter to move to the next cursor position
  • Press CONF key if you want to toggle dial pad to numbers instead of letters
  • Press HOLD key to save the name
  • Press ON/OFF key to end

TO CHANGE TIME & DATE ON ALL PHONES

TIME

  • Press ON/OFF key
  • Press PROG key
  • Dial # #
  • Press FF1 key (Lower left key with light, usually Line 1)
  • Dial 1 #
  • Dial 2 #
  • Enter the time in 24 hour format (military time). Be sure to enter 4 digits.
    (Example: If it is 2:00 p.m., enter 1400 )
  • Press #
  • Press ON/OFF to end

DATE

  • Press ON/OFF key
  • Press PROG key
  • Dial # #
  • Press FF1 key (Lower left key with light, usually Line 1)
  • Dial 1 #
  • Dial 1 # “Month/Day/Year” appears
  • Enter six digits for the month, day, year
  • Press #
  • Press ON/OFF to end

TO PROGRAM SYSTEM SPEED DIAL NUMBERS

  • Press ON/OFF key (your phone must be idle, no ringing calls)
  • Press PROG key
  • Press AUTO key
  • Dial the 2 or 3 digit Speed Dial Code to be programmed
  • Press CONF , then dial 9 for outside line access (this is only if you use 9 to access outside lines on the phone system, if you’re not sure, ask a SoundTel representative).
  • Dial the telephone number to be stored
  • Press HOLD to save the program
  • Press ON/OFF to end

TO PROGRAM SYSTEM SPEED DIAL NAMES

  • Press ON/OFF key
  • Press PROG key
  • Dial # 1
  • Press AUTO key
  • Dial the 2 or 3 digit System Speed Dial code to which the name should apply
  • Press AUTO repeatedly to backspace and erase previous name
  • Use the dialpad on your phone to enter the letters

(Example: Press the 2 key twice to get a capital B, three times to get a capital C, etc.)

  • Press FLASH key after each letter to move to the next cursor position
  • Press CONF key if you want to toggle dialpad to numbers instead of letters
  • Press HOLD key to save the name
  • Press ON/OFF key to end

finger phoneHave a question or want to suggest a topic? Email us at phonetips@soundtel.com

For other inquiries contact us at 425-481-5493 or service@soundtel.com

For 30 years, we have assisted companies like yours in their every communications need. We are a local, family-owned business invested in our community. Contact SoundTel or call 425.481.5493 or 800.797.3663 to learn more.

Phone Tips and Tricks: Using Absence Message on your Panasonic Phone System

Karl de Vera

finger phoneWhen you are out of the office do your co-workers wonder where you are and when you will return? You can improve your inter office communications with Absence Message. When you use this feature the Absence Message will appear on the telephone display of the internal caller who calls your extension.

DBS-824 and Large DBS

To Assign the Absence Message:

Press ON/Off

Dial 71

Dial the message number (0-4 unless you have customer messages 5-9 set up)

0 = In Meeting

1= At Lunch

2=Out of office

3=Vacation

4=Another office

Dial the date or time of your return, using MM/DD or HH/MM (24-hour) format

Press ON/OFF

To Cancel Absence Message:

Press ON/Off

Dial #71

Press ON/OFF

DBS 576 and DBS 576HD

To Assign the Absence Message:

Press ON/Off

Dial 729

Dial the message number (0-4 unless you have customer messages 5-9 set up)

0 = In Meeting

1= At Lunch

2=Out of office

3=Vacation

4=Another office

Optionally, a return time can be input by entering up to a 4 digit number. Examples of return times include:

9 = Return 9:00

615=Return 6:15

Press HOLD

Press ON/OFF

To Cancel Absence Message:
Press ON/Off

Dial 729

Press HOLD

Press ON/OFF

NEChospitality77smSo the next time your are away from your desk give this feature a try.

For over 25 years, we have assisted companies like yours in their every communications need. We are a local, family-owned business invested in our community. Contact SoundTel or call 425.481.5493 or 800.797.3663 to learn about getting the most out of your phones, upgrading your current system and more. Arrange for your free 15 minute CheckIn communications system analysis andSoundTel can help make sure your business is protected.

Phone Tips and Tricks: Browser Based Maintenance on NEC Phone System

Karl de Vera

Collaboration_23Browser based maintenance is one of the best features of a modern business phone system. If you have an NEC IPK2 or newer system, this feature is available to you with NEC’s Web Pro. Below we review some of the most basic features of this program.

Web Pro for the NEC SV8100 and IPK2

To start the program:

  • Open Internet explorer (Web pro does not work properly with Chrome)
  • In the web address field enter the IP address of the phone system
  • Enter your user name then password. Both the user name and password are case sensitive.
  • Default user name: ADMIN1
  • Default password: 0000 (four zero’s)

If you are unable to log in:

  • Check your IP address
  • Check your user name and password, remember both are case sensitive
  • Check your internet access and access to your network. Both are needed to access Web Pro
  • Call SoundTel for help

Swapping two phone locations
Available with the SV8100 software 3.0 and above. If you own a SV8100 and do not see the following feature, you will need a firmware upgrade.

  • Log into the phone system administration page see “To start the program” above
  • Click on the Swap icon
  • Use the drop down menu to select the two extensions you want to swap locations
  • Ensure both users are not on the phone
  • Click the Apply button to save
  • All of the data for the phone is now swapped including name, buttons, extension number, and voicemail box

Change the name displayed on a phone

  • Log into the phone system administration page (see “To start the program” above)
  • Click on the System data icon
  • Click on 15.XX Extension setup to expand the column
  • Click on 15.01 Extension basic setup
  • Use the drop down menu to locate the extension name you want to change and click on it
  • In the field 01 Name clear the previous name and type the new name of the extension
  • Click on the Apply button to save

nec-monitor-53-resized-600For over 25 years, we have assisted companies like yours in their every communications need. We are a local, family-owned business invested in our community. Contact SoundTel or call 425.481.5493 or 800.797.3663 to learn about internet security, anti-virus, firewall protection and more. Arrange for your free 15 minute CheckIn communications system analysis and SoundTel can help make sure your business is protected.

 

 

Basic Troubleshooting for Your Communication System

Karl de Vera

phonestarewebThe storm season has begun in the Northwest, with some high winds and heavy rain lately. Many homes and business in the Seattle and King and Snohomish county areas suffered loss of power and communications during the recent storms. Any time your business is experiencing any type of communications problems, including intermittent blackouts or dropped calls, you should ask yourself these five questions:

  1. When did the problem start? Did something happen around this time that could cause this problem.
  2. Have you made any changes to your network or infrastructure that may be affecting your communication system?
  3. Is the problem on all lines or one line?
  4. Is the problem on one phone or all phones?
  5. Is the problem constant or intermittent? If intermittent can you recreate it?

When did the problem start? Did something happen around the same time that could have caused the problem. Look back at the recent weather and see if it coincides with the beginning of your communication system issues. Even if the storms in the region didn’t hit your business directly, it may have caused problems somewhere else that cascaded to your phones.

Have you made any changes to your network or infrastructure that may be affecting your communication system? The timing of the problems and recent storms could be simply a coincidence. Recent changes made by you or your provider could be causing issues because of incorrect installation or incompatible parts. Check into the last time any changes were made to hardware or software.

Is the problem on all lines or one line? Is everyone in your office experiencing the same issue or is it confined to one line? Issues with a single line are usually easier to diagnose and correct, but be sure the problem is actually limited to that single line and not just more pronounced than on other lines.

Is the problem on one phone or all phones? Problems with the actual phones may be different than problems with the line. If possible, try moving the problem phone to a different location to see if the problem moves with the phone. Try to track down and isolate as best you can the starting point of the problem.

Terminals_largeIs the problem constant or intermittent? If intermittent can you recreate it? Of course it is much easier to pin down a consistent problem. By following the first three steps you can probably find the issue quickly. An intermittent problem can be much more frustrating. Try experimenting with your phones to see if you are able to reproduce the problem. Write down a list of each thing you try and the results you get so you don’t end up working in circles. Keeping a log of intermittent problems will help find patterns as well.

If the problem is not readily fixed by someone within your organization, keep all the information you have discovered handy to help in the diagnosis by whoever you call in to work on your system. SoundTel can help diagnose, repair and replace a wide range of phone systems, from simple, older landlines to the most advance cloud-based communications network.

For over 25 years, we have assisted companies like yours in their every communications need. We are a local, family-owned business invested in our community. Contact SoundTel or call 425.481.5493 or 800.797.3663 to learn about diagnosing, repairing and replacing your current communications system. Arrange for your free 15 minute CheckIn communications system analysis and SoundTel can help make sure your business is protected.

Phone Tips and Tricks: Voicemail to Email Phishing Scams

Karl de Vera

Getting your voicemail sent to your email is a great way to keep up on messages when traveling or away from the office. But scammers have discovered a new way to turn this convenience to their advantage in an attempt to grab your personal information.

necmonitor16Recently some customers have received emails that look identical to normal voicemail to email messages they receive, usually with a subject line such as “Voice Message from Unknown (734-563-XXXX).” The deceptive difference is that the attachment is a .zip file, rather than the standard .wav file normally sent. A .wav file is specifically a type of audio format, or as Wikipedia puts it: Waveform Audio File Format (WAVE, or more commonly known as WAV due to its filename extension) is a Microsoft and IBM audio file format standard for storing an audio bitstream on PCs. This is simply an audio recording of your voice message.

A zip file, by contrast, is a way to compress any type of file into a smaller form for easier sharing or storage. A .ZIP file may contain one or more files or folders that have been compressed, according to Wikipedia. In other words, when you receive a zip file, you really have no idea what may actually be inside it before you uncompress it. Usually you are sending and receiving these file from trusted colleagues. By disguising the file as an attachment from what appears to be a trusted source, even the most web-savvy employee can be caught off guard. Any jpg may be easily converted 2 pdf.

nec-monitor-152webBe sure to protect yourself and your business. Keep your anti-virus and firewall software up-to-date. Make sure employees are aware of the latest scams. And work with a trusted communications partner that can help keep your systems protected 24/7.

For over 25 years, we have assisted companies like yours in their every communications need. We are a local, family-owned business invested in our community. ContactSoundTel or call 425.481.5493 or 800.797.3663 to learn about internet security, anti-virus, firewall protection and more. Arrange for your free 15 minute CheckIn communications system analysis andSoundTel can help make sure your business is protected.

Phone Tips and Tricks: Using Your Phone as an Alarm Clock

Karl de Vera

phonestarewebSoundTel presents a series of “Tips and Tricks” to help you better utilize your phone system. For more Tips and Tricks go to our website support page.

Did you know your phone is also a an alarm clock? To set a reminder alarm follow these simple steps:.

DBS-824 and Large DBS

To Set an Alarm:

Press ON/Off

Dial #4

Enter the time using 12-hour format (HH:MM) followed by a 1 for a.m. or 2 for p.m.

Press ON/OFF

To Cancel an Alarm:
Press ON/Off

Dial #4

Press ON/OFF

DBS 576 and DBS 576HD

To Set an Alarm:

Press ON/Off

Dial *31

Enter the time using 24-hour format (for example 0100 is 1:00 am and 1300 is 1:00 pm).

Press ON/OFF

To Cancel an Alarm:
Press ON/Off

Dial *39

Press ON/OFF

So don’t be late to that important appointment. Use your phone to set a reminder!

necmonitor16Contact Us

Have a question or want to suggest a topic? Email us at phonetips@soundtel.com
For other inquiries contact us at 425-481-5493 or service@soundtel.com

Thank you for being our valued customer. SoundTel is your total Communications Solution provider.

For more information visit: www.soundtel.com.