Bizfon 680 Instructions Manual

							Bizfon Owner’s Guide21
Section 3
Setting Up and 
Using Universal 
Extensions
This section provides information and 
instructions for setting up and using Bizfon 
Universal Extensions.  
Additional information is provided in the 
BizTouch Feature Phone Reference Card 
(included with each BizTouch Feature 
Phone) and Reference Card for Non-Bizfon 
Telephones. Give each person with a Bizfon 
universal extension one of these cards 
according to the type of telephone that per-
son is using. Wallet Cards with instructions 
for remote access are also included in your 
Bizfon 680 documentation package.
About Univer-
sal ExtensionsYour Bizfon 680 provides you with Univer-
sal Extensions. A Universal Extension is a 
three-digit number, starting at 2xx, that 
enables your clients and customers to reach 
you anywhere!
A universal extension can be associated with 
a telephone physically connected to the Biz-
fon 680, or with any telephone located any-
where. With a universal extension, there is 
no single, physical telephone associated with 
the extension number! 
For example, a salesperson working from a 
remote office can be connected to your com- 
						

							Section 3 Setting Up and Using Universal Extensions
22 Bizfon, Inc.
pany through a universal extension. You 
would assign a universal extension number 
to this person, and configure the extension to 
forward calls to the telephone number at the 
remote office. There is no requirement to 
have this person have a telephone physically 
connected to the Bizfon 680. 
With a universal extension, you can:
• Receive calls forwarded from the Bizfon
• Transfer calls to other universal exten-
sions
• Set up and participate in Conference 
calls
• Place long-distance calls through the 
Bizfon 680
• Receive and manage voice messages 
through your voice mailbox
Setting Up Universal Extensions
The yellow jacks labeled Telephones on the 
Bizfon 680 are initially assigned to Univer-
sal Extension numbers 201 through 208.
When you begin setting up an extension, you 
must indicate whether it is going to be a pri-
vate  telephone or a public telephone (such 
as a telephone in a conference room). 
If it’s a private telephone, you must record 
your name in order to start receiving voice 
mail. You may also record a greeting and 
choose a password. 
						

							Section 3 Setting Up and Using Universal Extensions
Bizfon Owner’s Guide23
When you first pick up the handset of a tele-
phone connected to the Bizfon, the system 
prompts you with the following: 
“Welcome to extension 201 (the number 
of the extension you’ve picked up). To set 
up this extension now, press 1; otherwise, 
press *.”
• If you press  
to set up the extension, 
you are prompted through a series of 
options to configure the extension. Sim-
ply follow the prompts to configure an 
extension.
• If you press 
 you receive a dial tone 
and can place calls.
Voice Mail  Notification
When you pick up an extension, Bizfon 
announces how many new messages you 
have in your mailbox.
Personal Greetings
Each Bizfon extension can be set up to have 
a personal greeting. This provides each per-
son with an extension to offer callers a per-
sonal greeting and suggestions on leaving 
voice mail or giving another extension or 
phone number to call for service or informa-
tion. Refer to the BizTouch Reference Card 
or the Reference Card for Non-Bizfon Tele-
phones for instructions.  
						

							Section 3 Setting Up and Using Universal Extensions
24 Bizfon, Inc.
Accessing Personal Voice Mail 
from any Extension
You can access a personal voice mailbox 
from any extension. To access voice mail 
from any extension, do the following: 
1. Pick up the telephone handset.
2. Press .
3. Enter your Universal Extension number.
4. Enter your Password and press .
Maximum Length of Voice Mail 
Messages
The maximum length of a single voice mail 
message is 120 seconds. This can be 
increased or decreased by Customer Care at 
extension 299.
Expanding Your Bizfon 680 
Voice Mail Capacity
Voice mail can be expanded in two hour 
increments, to a maximum of 12 hours, by 
installing a Voice Vault card. Contact Bizfon 
Customer Care at extension 299 for more 
information.
Ordering of Messages
The standard ordering for playback of voice 
mail messages is that the first message 
received is the first message played back.  
						

							Section 3 Setting Up and Using Universal Extensions
Bizfon Owner’s Guide25
This can be changed to play back the last, or 
most recently received, message first. Call 
Customer Care at 299 to make this change.
Call Handling in 
the OfficeThe Bizfon 680 allows each extension to 
route incoming calls two ways. These 
include:
• To another extension
• To another phone number at another 
location
Handling Calls at Your Desk
By using the Personal Settings options, you 
have several ways of handling calls that 
come in to the extension. These include:
• Enabling Do Not Disturb - All calls will 
go to your voice mailbox.
• Enabling Call Forwarding - All calls are 
directed, after the number of rings speci-
fied through the option “Call Handling 
when not available”, to the extension or 
telephone number specified when setting 
up call forwarding.
• You can determine whether the call is an 
internal call from another Bizfon exten-
sion or is an outside call based on the 
type of ring. An internal call from 
another Bizfon extension has a single 
ring. An outside call has two short rings.
Refer to the BizTouch Reference Card or the 
Reference Card for Non-Bizfon Telephones 
for more information about Personal Settings 
options.  
						

							Section 3 Setting Up and Using Universal Extensions
26 Bizfon, Inc.
Handling Calls Away from Your 
Desk
To handle calls when you are away from 
your desk, you can set up each Bizfon exten-
sion to forward calls to another extension or 
to another phone number. This enables you 
to receive your calls at another location, or to 
direct calls to another person who can assist 
callers.
You can also disable call forwarding and 
send all calls into your voice mailbox by 
enabling Do Not Disturb.  
Handling Incoming Calls While 
on a Call
You can put a call on hold to pick up another 
call or to make another call.
Important!
You cannot put a second call on hold. You 
must finish handling the second call and then 
pick up the first call you originally put on 
hold. 
Accessing Per-
sonal Settings 
from any Tele-
phoneYou can access Personal Settings for a Uni-
versal Extension from any telephone con-
nected to the Bizfon 680. To access Personal 
Settings from any telephone, do the follow-
ing: 
1. Pick up the telephone handset.
2. Press .
3. Enter your Universal Extension number.
4. Enter your Password and press . 
						

							Section 3 Setting Up and Using Universal Extensions
Bizfon Owner’s Guide27
Managing 
ExtensionsRemoving the Password for an 
Extension
If a user forgets his or her password, you can 
remove it so that the user does not need a 
password to access voice mail and personal 
settings. The user can then create a new pass-
word. You do not need to know the extension 
password to remove it. 
To remove the password for an extension:
1. Pick up any BizTouch telephone exten-
sion and press the SETTINGS button. If 
using a non-BizTouch telephone, press  
to enter Personal Settings, then continue 
to the next step.
2. Dial extension 200 to access General Set-
tings.
3. Enter the owner password, if required, 
then press .
4. Press  
to remove a password.
5. Enter the number of the extension.
6. Follow the prompts.
Resetting an extension
When someone leaves your company, the 
extension can be reset to the default settings.  
An extension can also be reset to change the 
extension type. 
Call Bizfon Customer Care at extension 299 
to reset an extension. 
						

							Section 3 Setting Up and Using Universal Extensions
28 Bizfon, Inc.
Caution!
Resetting an extension deletes all voice mail 
messages and recordings.
Authorization to make outside 
calls (internal and remote users)
When using an extension connected to the 
Bizfon 680 and when using the universal 
extension remotely, all extensions are autho-
rized to make outside calls.  
The Bizfon can be configured to limit out-
side line access to internal extensions, 
remote extensions, or both. Call Customer 
Care at extension 299 to have line access 
limitations configured.  
Using 
Universal 
Extensions 
from Outside 
the OfficeAnyone with a Bizfon universal extension 
can use the Bizfon from outside of the office. 
You can use all of the features of the Bizfon, 
including making and handling calls as if 
you were in the office.
To use your Bizfon from outside of your 
office:
1. Dial your company’s telephone number.
2. Press 
 
during the automated attendant 
greeting.
3. Enter your extension number and pass-
word followed by the  
key.
4. You can now use any Bizfon 680 feature. 
Note:
You must have a valid extension and pass-
word to use the Bizfon 680 from outside of 
the office. 
						

							Section 3 Setting Up and Using Universal Extensions
Bizfon Owner’s Guide29
Note that each person with a Bizfon 680 uni-
versal extension should have a Bizfon 680 
Wallet Card for use when remotely accessing 
the Bizfon 680.
How to 
Remotely 
Access the 
Bizfon 680 
when the 
Automated 
Attendant is 
Tu r n e d  O f fTo access the Bizfon remotely when the 
Automated Attendant has been turned off, do 
the following:  
1. Dial in to the Bizfon 680.  
2. If the call is answered by voice mail 
press 
 to get back to the Automated 
Attendant. Proceed to step 4. 
3. If the operator answers the call ask him 
or her to transfer you to your extension 
and wait until you reach voice mail. Now 
Press 
 to get back to the Automated 
Attendant.
4. Press 
 during the Automated Atten-
dant.
5. Enter your extension number and pass-
word, then press .  You are now logged 
in and can access voice mail and make 
calls through the Bizfon 680! 
						

							Section 3 Setting Up and Using Universal Extensions
30 Bizfon, Inc.