Bizfon Owners Guide
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Bizfon Owner’s Guidei Contents Section 1 Overview 1 Introduction 1 Installin g Your System 2 Bizfon Customer Care 2 Voice Vault Card Option 2 Arran ging for Telephone Company Services 3 Overview of Initial Bizfon Settin gs 4 Bizfon Extension Numbers 7 Emer gency Use 10 Section 2 Setting up your System 13 Introduction 13 Incomin g Call Handling Profiles 13 Automated Attendant Greetin gs 15 Call Routin g Directly to a Specific Extension 20 Chan ging the List of After Hours Extensions 20 Operator Extension 21 Group Rin g 22 Informational Messa ges 24 Chan ging the Phone Type 26 Music-on-Hold 27 Turnin g Customer Care Access Authorization On/Off 27
Contents iiBizfon, Inc. Section 3 Setting Up and Using Extensions 29 About Universal Extensions 29 How to Make Phone Calls 33 Voice Mail 34 Call Handlin g in the Office 38 Accessin g Personal Settings from any Telephone 40 Usin g Universal Extensions from Outside the Office 40 Remote Access when Automated Attendant is Turned Off 43 Public Address 44 Meetin g Room 44 Mana ging Extensions 45 Mana ging Bizfon Call Waiting 47 Authorization to Make Outside Calls (Internal and Remote Users ) 48 Confi guring a Predial String 49 Section 4 Using your Bizfon with Other Office Equipment 51 Fax Machines 51 Audio Devices for Music-on-Hold 53 Audio Devices for Public Address 53 Modems 54 Bizfon 680 Dia gram 55
Contents Bizfon Owner’s Guideiii Appendix A Multi-Language System Setup 57 Choosing your Preferred Language(s) 57 Choosin g System-Level Language Preferences 57 Choosin g Personal Language Preferences 58 Other Lan guage Considerations 59 Appendix B Startup/Test Button 61 Using the Startup/Test Button 61 Appendix C Bizfon 680 Installation Considerations 63 Mounting Bracket 63 Attachin g the Bracket 63 Removin g the Bracket 65 Wall Mount 66 Appendix D Bizfon 680 Specifications 67 Appendix E Regulatory and Safety Information 69 FCC Statement: Part 68 69 FCC Statement: Part 15, Class A 70 Canadian DOC Statement 71
Contents ivBizfon, Inc. Industry Canada Notice 72 Important Safet y Instructions 73 Service Instructions 75 Index 77
Bizfon Owner’s Guide1 Section 1 Overview IntroductionCongratulations on your purchase of a Biz- fon! Your Bizfon 680 will transform how your business communicates, making you more available, informative and responsive to your customers. About the Owner’s Guide This manual provides information for setting up and using your Bizfon, once it is installed. You should keep this manual for future refer- ence. At some point in the future you may want to change settings or connect other office equipment to your Bizfon. Telephone-specific Documents In addition to this Owner’s Guide, your Biz- fon comes with the following documents: • Bizfon 680 Wallet Cards • Reference Cards for BizTouch 2 Feature Telephones • Reference Cards for Non-Bizfon Tele- phones NOTE: Please refer to these documents for all instructions on telephone-specific com- mands, like how to forward or transfer calls, or put calls on hold. The Owner’s Guide only describes Bizfon 680 system- specific features.
Section 1 Overview 2Bizfon, Inc. Supported Telephones and Tele- phone Features Your Bizfon 680 works best with BizTouch 2 feature phones. These telephones support all Bizfon 680 features. Refer to the BizTouch 2 Reference Card for information on using your BizTouch 2 telephones with the Bizfon 680. In addition to the BizTouch 2 telephones, you can also use any standard telephones (the telephone industry refers to these as 2500-series telephones). You can also connect one or more fax machines to the yellow Telephone jacks labeled 1 through 8 on the Bizfon 680. See Section 4, “Using Other Office Equipment with Your Bizfon 680,” for more informa- tion. Installing Your SystemBizfon recommends that your system be pro- fessionally installed. Please call us at (877)603-4100 to have us set up a profes- sional installation for you, if you have not already done so. Bizfon Customer CareWhenever you see the icon shown at the left, it indicates that the feature or option requires you to call Bizfon Customer Care at exten- sion 299 in order to configure the feature or purchase the option. Voice Vault Card Option Some of the features described later in this booklet require the presence of an optional Voice Vault card, a small accessory that eas- ily plugs into an external slot in your Bizfon
Section 1 Overview Bizfon Owner’s Guide3 680. These features include adding extra voice mail capacity to your Bizfon, the use of Virtual Extensions, and the use of addi- tional Informational Messages. Each of these is described in detail in this booklet. Call 299 to order a Voice Vault card. Arranging for Telephone Company ServicesThere are certain telephone features that are provided through your telephone company. These are described below. Hunt Groups You should contact your local telephone company to arrange for hunt groups. Hunt groups are a service provided by your local telephone company, and are not a Bizfon fea- ture. You are usually assigned several tele- phone numbers, only one of which is published. When someone calls the pub- lished number and it is in use, each telephone number is dialed in a circular sequence. For example, if you have four telephone num- bers, and a call to your main number is busy, the call is automatically routed to each tele- phone line until a free line is found. Let’s say your main telephone number is 555-1000, and you have 5 more lines with the numbers 555-1001, 555-1002, 555-1003, 555-1004 and 555-1005. The telephone com- pany would set this up with the main num- ber, 555-1000, as your main telephone number, which callers would dial to reach your business. If that line is busy, the call would then be directed to the next number in the hunt group, 555-1001. If that line is busy, the call would be directed to the next num-
Section 1 Overview 4Bizfon, Inc. ber, and so on, until an open, available line is detected. If all lines in the hunt group are busy, the caller will hear a busy signal. Caller ID The Bizfon 680 supports Caller ID. You must arrange for Caller ID service through your local telephone company. The Biz- Touch 2 Feature Phone does support display of Caller ID, but you may have non-Biz- Touch telephones that do not. The Bizfon will also display Caller ID infor- mation for extension-to-extension calls. For example, if extension 201 calls 202, 202 will see “EXT 201” in its Caller ID display. Call Waiting The Bizfon 680 has functionality equivalent to Call Waiting built into it. However, it does not support Call Waiting service from your telephone company. If you currently have Call Waiting from your telephone company, you should contact them and arrange to have Call Waiting turned off. CAUTION! Failure to turn off Call Waiting from your telephone company will cause incorrect operation of your Bizfon 680! For more on Bizfon Call Waiting, see “Man- aging Bizfon Call Waiting” on page 47. Overview of Initial Bizfon SettingsEverything is preset so you can use your Biz- fon right away. However, you may choose to
Section 1 Overview Bizfon Owner’s Guide5 change some settings to meet your com- panys specific needs. You can change some common settings yourself. Some examples include: • Changing your automated Day or After Hours Greetings, • Turning the automated greeting off, or • Setting the System Clock. Other changes well make for you; just dial 299 to reach a Customer Care agent. Well consult with you to set up your Bizfon to meet your companys unique needs. Setting Up and Changing the System Password The system password prevents unauthorized people from changing your Bizfon 680 Gen- eral Settings. The system password must be from 3 to 10 digits long (Passwords for voice mail and personal settings are separate from the sys- tem password and are set up as part of con- figuring an extension). If you forget your system password, call Biz- fon Customer Care at 299. To change the system password: 1. Pick up any BizTouch telephone exten- sion and press the SETTINGS button. If
Section 1 Overview 6Bizfon, Inc. using a non-BizTouch telephone, press to enter Settings. 2. Dial extension 200 to access General Settings. 3. Press for security options. 4. Press to set the password. 5. Follow the prompts to set the system password. System Greetings The Bizfon 680 is shipped with automated attendant greetings for both Day and After Hours modes. The Bizfon automated atten- dant provides an immediate, automated greeting for callers to your business. Your Bizfon comes with the following auto- mated attendant greeting: “Thank you for calling. If you know your partys extension, you may dial it now. For a list of extensions, press 1. To reach the oper- ator, press 0, or wait and you will be trans- ferred.” See “Section 2 Setting up your System” on page 13, for instructions on how to change the Day and After Hours Greetings, and “Automated Attendant Greetings” on page 15 to control how the automated atten- dant works. Setting the System Clock The Bizfon 680 is shipped with the clock preset to Eastern Standard Time. You may want to change this to reflect your time zone or changes in Daylight Savings Time.