Technical TrainingTechnical Orientation for New Employees (ROLMPhone System)

Rolm Phone System

Table of Contents

ROLMPhone System...... 1

Outside Call Access Codes...... 1

Gartner Personnel Directory...... 1

Answering Incoming Calls...... 1

Using the ROLMPhone User Guide...... 1

ROLM PhoneMail System...... 2

Description...... 2

Accessing SAN JOSE PhoneMail System...... 2

Accessing STAMFORD PhoneMail System...... 3

Commonly Used PhoneMail Features...... 3

Getting Help...... 3

Forwarding Your Extension to PhoneMail...... 3

Confirming Your Phone is Forwarded...... 3

Un-forwarding an Extension from PhoneMail...... 4

Recording Your Name...... 4

Recording your Personal Greetings...... 4

Immediately Replying to Sender...... 5

Immediately Calling Back the Sender...... 5

Forwarding an Incoming Message to Another PhoneMail Box...... 5

Setting up a Referral Extension...... 6

Using the Speaker Option...... 6

Transferring a Caller...... 7

Pick...... 7

Using the ROLM PHONEMAIL User Guide...... 7

AMIS NETWORKED EXTENSIONS...... 8

AMIS Description...... 8

Messaging AMIS Extensions...... 8

Forwarding Messages to AMIS Extensions...... 8

Calling Associates with AMIS Extensions...... 8

INDEX...... 9

GartnerGroup© 1999 / Page 1
January 22, 1999

Technical TrainingTechnical Orientation for New Employees (ROLMPhone System)

ROLMPhone System

Outside Call Access Codes

To make an outside call press 9 toget an external dial tone.

Gartner Personnel Directory

The Gartner Group Associate Directory can be downloaded from Mercury.

*A monthly update in non-book form is also published and distributed through interoffice mail.

Answering Incoming Calls

If you receive an internal call your phone will have a single ring.

If you receive an external call your phone will have a double ring.

To answer a call pick up the handset.

To use the speaker, leave the handset in its cradle and push the flashing extension button.

Using the ROLMPhone User Guide

For additional step by step information on how to use the ROLMPhone, please refer to the ROLMPhone User Guide. If you do not have a copy of this Guide, please contact the Technical Support Center at (408) 468-8647.

ROLM PhoneMail System

Description

The PhoneMail is a voice processing system that allows you to record, send and listen to voice messages from any touch tone telephone at any time. PhoneMail stores your messages in your own personal message mailbox and provides verbal prompts to help you use its features.

Gartner Group associates are automatically set up with a PhoneMail box and password for access.

Accessing the San Jose PhoneMail System

Mailbox/Callback buttons / An illuminated Mailbox light indicates that you have a message. To hear it, lift the receiver, then press the <Mailbox> and <Callback> buttons.
8400 / Dial if you want to get into phonemail but your Mailbox light is not lit.
1-800-568-BARC
(1-800-568-2272) / This is the domestic access number for San Jose Rolm PhoneMail. Use it to get into your phonemail or to leave someone a message.
408-468-8400 / This is the Direct Access number for San Jose. Use this number if the 800 number does not work or if you are traveling internationally.
8860 / This is the Forwarding* Access number for San Jose PhoneMail. Use this number to leave someone a message without dialing them directly.
408-468-8335 / This is the Guest Access number for San Jose Rolm PhoneMail. Use this number when you are outside Gartner Group and wish to leave someone a message without dialing them directly.

Once you are in the PhoneMail system, voice prompts will direct you.

Accessing Stamford PhoneMail System

6400 / Dial this extension to get into Stamford phonemail.
1-800-GGI-NCVI
(1-800-444-6284) / This is the domestic access number for Stamford PhoneMail. Use to get into phonemail or to leave someone a message.
203-316-6400 / This is the Direct Access number for Stamford PhoneMail. Use this number if the 1-800 number does not work or if traveling internationally.

Commonly Used PhoneMail Features

Getting Help

If you need help using PhoneMail, press 0 at any time while in PhoneMail.

Forwarding Your Extension to PhoneMail

If you will be away from your desk, you may wish to forward your extension to PhoneMail. Your phone will not ring and calls will be placed directly into PhoneMail where callers will hear your greeting and may leave a message.

Forwarding Your Extension to PhoneMail

Pick your extension. If both lines share a number, you need to forward only one of them.

  1. Press the <Forwd> button and dial 8860 for San Jose.
  1. Press the <Forwd> button and dial 5000 for Stamford.

Confirming Your Phone is Forwarded

  1. To confirm that your calls have been forwarded to phonemail, touch the flashing button, then press the <Forwd> button.
    The display should read <FWD-ALL-BOTH- 8860 ON>.

Un-forwarding an Extension from PhoneMail

When you return to your desk, and want to answer incoming calls, you must un-forward your extension from PhoneMail.

Un-forwarding Extension from PhoneMail

  1. DO NOT pick your extension.
  1. Press the <Forwd> button.
  1. Look at the display. It should read <FWD-ALL-BOTH- 8860 OFF>.

OR

  1. Pick your extension.
  1. Press ##91.
  1. Look at the display. It should read <FWD-ALL-BOTH- 8860 OFF>.

Recording Your Name

This feature permits you to record your own name for use in your personal mailbox header.

Recording Your Name

  1. Access your PhoneMail box.
  1. Press 8 for Answering Options.
  1. Press 4 for Subscriber Recorded Names.
  1. Press 1 to record your name.
    Listen to the voice prompts and follow instructions.

Recording your Personal Greetings

PhoneMail provides you with two Personal Greetings; a regular greeting for everyday calls, and an alternate greeting for special occasions (useful for long absences from your phone, vacation time, training, etc.). For more information please refer to the Rolm PhoneMail User Guide.

Recording your Personal Greetings

  1. Access your PhoneMail box.
  1. Press 8 for Answering Options.
  1. Press 1 for Personal Greetings.
    Listen to the voice prompts and follow instructions.

Immediately Replying to Sender

Immediately Replying to Sender

  1. Access your PhoneMail box.
  1. Press 3 to Listen to your messages.
  1. Press 6 to Delete or 4 to Save the message.
  1. Press 1 to Record. Record your message and then press *to Stop, then press # to Enter.

Immediately Calling Back the Sender

Immediately Calling Back the Sender

  1. Access your PhoneMail box.
  1. Press 3 to Listen to your messages.
  1. Press 6 to Delete or 4 to Save the message.
  1. Press 7 to Reverse.
  1. Press 0 to call back the sender of the message.

Forwarding an Incoming Message to Another PhoneMail Box

Forwarding an Incoming Message to Another PhoneMail Box

  1. Access your PhoneMail box.
  1. Press 3 to Listen to your messages.
  1. Press 6 to Delete or 4 to Save the message.
  1. Press 9 to Forward.
  1. Press 1 to Record.
  1. Press * to Stop, then press # to Enter.

Note: When you forward a message to another person the Header on the original message will not accompany the message. Therefore you should announce who the original message was from and their extension.

Setting up a Referral Extension

You may wish to use the Referral Extension option to allow callers to transfer from phonemail to a support person or colleague. This gives callers the option of accessing another extension by pressing 0# instead of leaving a PhoneMail message. Your greeting should explain this option.

Setting up a Referral Extension

  1. Access your PhoneMail box.
  1. Press 8 for Answering Options.
  1. Press 3 to set up or change you referral extension.
  1. Press 1 to enter a referral extension.
  1. Enter the extension of your referral extension.
  1. Press #.

Using the Speaker Option

The speaker option allows others to share in the conversation with the party on the telephone. It also allows you to have freedom of movement.

Using the Speaker Option

  1. Tap the Speaker button to activate. Hang up the handset.
  1. Tap the Speaker button again to deactivate.

Transferring a Caller

You can easily transfer a caller to another extension or to someone else’s phone mail system.

Transferring a Caller

  1. Ask the Party to hold.
  1. Tap the Transfer key on the phone.
  1. Dial the extension.
  1. Hang up
    OR
    Announce the caller and then hang up.

Pick

Pickup features allow you to answer calls ringing, on hold, queued, or parked at other extensions.

Transferring a Caller

  1. Tap the PICK key, or get a dial tone and dial *3.
  1. Dial the extension.

Using the ROLM PHONEMAIL User Guide

For additional step by step information on how to use the PhoneMail, please refer to the PhoneMail User Guide. If you do not have a copy of this Guide, please contact the Technical Support Center at ext. 8647 or (408) 468-8647.

GartnerGroup© 1999 / Page 1
January 22, 1999

Technical TrainingTechnical Orientation for New Employees (ROLMPhone System)

AMIS NETWORKED EXTENSIONS

AMIS Description

AMIS extensions are used by associates in remote offices that do not have the PhoneMail system. These are six-digit numbers differentiated by an asterisk at the front of the number. The first two digits are the remote site code followed by the last four digits of the associates direct dial number. For example: *191071 is the AMIS extension for an associate in the Dallas office.

Messaging AMIS Extensions

Unlike other extensions, AMIS extensions cannot be reached by dialing the six-digit number directly.

Messaging AMIS Extensions

  1. Access your mailbox.
  2. Record the message you wish to send by using the record feature within your mailbox.
  3. Dial the AMIS extension and press # to enter.

Forwarding Messages to AMIS Extensions

The same steps used to forward a message to another Phonemail user can be used to forward messages to AMIS extension mailboxes.

Forwarding Messages to AMIS Extensions

  1. Access your PhoneMail box.
  2. Follow steps 2 through 6 at the top of page 6.
  3. Dial the AMIS extension and press # to Enter.

Calling Associates with AMIS Extensions

To reach associates in remote offices with AMIS extensions directly, you must dial the ten-digit direct dial number 1 XXX-XXX-XXXX.

INDEX

GartnerGroup© 1999 / Page 1
January 22, 1999

Technical TrainingTechnical Orientation for New Employees (ROLMPhone System)

A

Access Code...... 1

Accessing San Jose PhoneMail System.2

Accessing Stamford PhoneMail System.3

AMIS Networked Extensions...... 8

Answering Incoming Calls...... 1

C

Calling Associates w/ AMIS Extensions.8

Commonly Used PhoneMail Features..3

Confirming Your Phone is Forwarded..4

D

Description...... 2

F

Features...... 3

Forwarding Messages to AMIS

Extensions...... 8

Forwarding an Incoming Message to Another PhoneMail Box6

Forwarding Your Extension to PhoneMail 3

I

Immediately Calling Back the Sender..6

Immediately Replying to Sender...... 5

M

Messaging AMIS Extensions...... 8

P

Personnel Directory...... 1

Pick...... 8

R

Recording Your Name...... 5

Recording your Personal Greetings....5

ROLM PhoneMail System...... 2

Help...... 3

S

Setting up a Referral Extension...... 7

Speaker Option...... 7

T

Transferring a Caller...... 7

U

Un-forwarding an Extension from PhoneMail4

User Guide...... 1, 8

GartnerGroup© 1999 / Page 1
January 22, 1999

Technical TrainingTechnical Orientation for New Employees (ROLMPhone System)

GartnerGroup© 1999 / Page 1
January 22, 1999