desk and office phone setup

Office and Desk Phones at NNU

NNU has a Voice Over IP phone system that is served by the computer network on the campus. Most phones are delivered to your desk already enabled with your desk extension, voice mail and other features enabled. Below are a few of the features you may access and personalize.

Accessing Voice Mail

On Campus

When a message is waiting for you on your desk phone you will see a flashing orange light indicating this. To access it, simply push the Voice Mail button on the phone, enter your PIN and proceed with hearing voice mails. If you do not have a voice mail and the light is still flashing, you might have a text message. Press the "Messaging" button on the top right portion of the display to access this feature. It is usually a "Call me back" type of message when it is left in this area.

Off Campus

When off campus, you may access your voice mail in two ways.

  1. Dial your desk phone number, then wait for the greeting to begin playing. Press *, and you will be prompted for your voice mail PIN (or passcode). When you have entered this, you will be given options for listening to your voice mail. Press "P" to play your messages.
  2. Dial (208)467-8989. When the auto-attendant message begins you may dial your extension number. When your greeting begins to play, press *. You will be prompted for your PIN (or passcode) and then you may begin playing your messages by pressing "P".

Setting Up Voice Mail

From your desk phone:

Push the Voice Mail button on your phone and put in your PIN to access your voice mail box. Press 8 for the user menu, then 4 for the Greeting Menu. You may listen to your greeting, record over it, or append it on this menu. You should also press 6 to record your name. When you have created your greeting and recorded your name, you may press X to exit the menu.

From off-campus:

Dial 208-467-8989. An automated answering system begins a recording. You may interrupt this recording any time by pressing your mailbox number.  You will then hear your own voice mail begin. To interrupt the voice mail, press then put in your PIN. You will then have options to listen to your email, to press 8 for user options, etc. To record your voice mail greeting, press 4. To record a short-term greeting (called the extended absence greeting), press 4 again. Other options are available on this menu as you listen to the prompts.

Editing your personal keys

Edit Personal Keys

One of the first things you may want to do is to change the programmable keys on your phone. You will notice there may be keys on your display that are blank or have an incorrect name on them.

You can do some programming on your desk phone by pressing the oval blue button to the right of the display that has a picture of a phone on it. This is the Application Button. When pressed, the phone display gives several options for you to access. You will want to press Settings, then Programmable Keys. At the top of the display, it will say Programmable Keys, under which it will say "Select a key to program or edit..." Press a blank key on the display or press one that you want to re-assign. At the next screen you will be prompted through changing the name of the key label, assigning a feature to it, etc.

If you want more options for programming a key, contact the TMR (http://help.nnu.edu) for assistance.

Editing your options on the web site, http://mitel.nnu.edu

If you are on the NNU campus, you may program your forwarding rules, edit and program your phone keys and do a few other quick setup steps on the phone setup site, http://mitel.nnu.edu. (NOTE: You must use Internet Explorer for this step.)

To login on this site, go to the site and enter your NNU User Name. The password will be your extension number. You may assign features to the keys on your phone by clicking on the corresponding keys on the web site image of the phone.

Note: Some features, such as monitoring someone else's phone to make sure you don't transfer calls to them when they are busy, will need to be set up by the phone technicians. This feature is specifically called the "Secretarial" feature. For assistance, contact the TMR, 208-467-8111.

To set up your call forwarding rules, read below.

Set up call forwarding and routing rules

By clicking the drop-down box at the top of the screen, you can now go to the call forwarding configuration.  The defaults are usually set up for you when your phone is deployed, but if not, click on "Always" and then Edit below the box. Type in the voice mail extension, 1800. You do not need to activate this rule right now. Just save your setting.

Click on the next lines, which is where you tell your phone when to forward calls, such as when calls come from Internal Extensions and External Phone numbers, or where to forward the calls when you are on the phone or don't answer.  You can personalize all calls to be transferred to a secretary, to only transfer calls when you don't answer, or to transfer calls when you are on the phone.  If you want all calls to transfer to your own voice mail when you cannot answer, type in 1800. When you have completed each edit to your phone forwarding configuration, click "Activate".

If you want a more complicated forwarding rule, such as transferring to a secretary after three rings then going back to your voice mail if the secretary is not available, you will need to contact the Technology and Media Resources office, x8111, to have them set up your rules for you.

Setting Up A Temporary Greeting

Extended Absence Greeting

The Mitel phone system has a "temporary greeting" option for your voice mail.  To activate this option, follow these steps:

  • Go to the Voice Mail system by either pressing Voice Mail on your desk phone or dialing 467-8989 from another phone.
  • Access your mailbox by your usual means.
  • Select U for "User Options"
  • Select G for "Greeting"
  • Select G for changing your Extended Absence Greeting
  • Select R for Record Your Extended Absence Greeting
  • Record your greeting then press # (pound)
  • Select L to listen to your greeting or select from the other menu items.

Note: When you record the greeting and accept it, it becomes your main greeting until you go through the menu and disable the greeting.  Be careful to disable the extended absence greeting until you are ready to use it.  When you are ready for it to be used, go to U (User Options), G (Greetings), G (Change Extended Absence Greeting), E (Enable).

NEED TO MOVE YOUR PHONE?

If you need to move your phone, please follow the instructions carefully as shown HERE.

Other Phone Features

CALL HISTORY gives detailed information on:

  • Calls Received
  • Calls Made (placed or dialed) 
  • Calls Missed

You should already have a phone enabled with this feature, but if not, here is a work-around until you have contacted the TMR (x8111) to set up your phone correctly:

  1. Press the blue Application Key
  2. Press “Call History” Button
  3. Choose from the top ˝ of the display which type of calls you want to review

From the buttons on the left side of the phone, you can choose to review the details of the call.  If the “ALL” choice is selected, the icon shape indicates which type of call (Received, Made or Missed) you are reviewing.  The details will include Caller ID (if available) of name & number, date & time plus the duration of the call if the call was connected.  It will also indicate how many times the call was missed, answered or placed to that same telephone number.

From the buttons on the right side of the phone, you may place a call to the number in the caller ID of the missed, answered or placed call.

Press “Close” to exit the call history screens.

Note: When reviewing a call, you will have a choice that says “Copy To Contacts”.  Pressing this key will add the information into your contacts or “People”.   You can edit this information in your “People” list if desired.