Our NEC Aspire Phone Training Notes

Our NEC Aspire Phone Training Notes
SOUTHERN COMMUNICATIONS LTD
NEC Aspire Telephone Systems
Keystation Basic Training Notes (non-specific)
Glebe Farm, Down Street, Dummer, Hampshire RG25 2AD Tel 08450 567765
www.southern-comms.co.uk
Southern Communications Ltd
www.southern-comms.co.uk
0845 634 4008
Aspire Telephone Training Notes - Contents
Page
Item
4
Telephone Overview
5
Ringing Tones
To answer an incoming call and transfer
DDI, Direct Dialing In (Where applicable)
To make an external call
6
Hands Free Working
Abbreviated Dialing
Accessing the Short Codes
Searching for a number by Name
7
Programming One Touch Keys
Programming Function Keys as an Internal Extension
Call Forward
Last Number Redial (LND)
Repeat Re-Dial
8
Over-Ride a Busy Extension
Call Back / Camp On
Call Pickup
Voice Call to an Internal Extension
Trunk-to-Trunk Transfer
Making a Conference Call
9
Park Hold Keys
To Broker Calls
Alarm Calls
Do Not Disturb (DND)
FLSH Key
10
Changing the name on your phone
MSG Key
Change time on phone
Common canceling code
11
Technical support contact details.
Southern Communications Ltd
www.southern-comms.co.uk
0845 634 4008
Southern Communications Ltd
www.southern-comms.co.uk
0845 634 4008
Ringing Tones
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If you would like to change the ring tone. Press the SPK key, dial #820, then select 1 for
internal or 2 for external, then select your choice of ring tone between 1 & 8.
Volume – To adjust the volume of the ringer press the VOL keys whilst the phone is ringing
To Answer an Incoming Call and Transferring
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Pick up receiver to answer
Call1 light will be flashing
Put call on hold (red hold key)
Dial required extension number (or press the function key where applicable)
Announce caller
Press TRFR key (Transfer)
Replace handset
If the Extension Doesn’t Want the Call
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Press flashing Call 1 key to retrieve the caller
Advise caller
Replace handset to end call
If Caller Wants to Leave a Message in a user’s Voicemail (Where applicable)
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Put caller on hold (red hold key)
Dial required extension number (or press the function key where applicable)
Press Call Voicemail key
Press TRFR key (Transfer)
Replace handset
DDI – Direct Dialing In (Where applicable)

Your extension number is normally the end of your DDI number. E.g. if your extension is
4208 your DDI would be something along the lines of 01256 694208.
To Make an External Call
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Pick up the handset or press the SPK key
Dial 9 to get an outside line
Dial number
Southern Communications Ltd
www.southern-comms.co.uk
0845 634 4008
Hands Free Working
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Pressing the SPK key is the same as picking up the handset i.e., you are off hook and
busy on the phone. Press the SPK key again to hang up
All phones with a display are full hands free i.e., you can talk to the phone and listen
through the speaker
You can toggle between hands free and handset without loosing your call
You can also use the MIC key to mute whilst talking hands free (when MIC light is on,
caller cannot hear you)
Abbreviated Dialing
The system has 3 digit abbreviated dialing codes, which can be programmed with external numbers
for your customers/clients.
The short codes start at 000 (capacity is dependant on type of telephone system)
Accessing the Short Codes
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Press Dial key followed by short code
Press SPK key or pick up handset when the number you wish to call is shown on the
display
Searching for a Number by Name
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Press the DIR soft key
Press the ABBc soft key
Type the first couple of letters using the dial pad (e g, press key 5 three times for L)
Use the volume keys, or soft keys (below ↑ and ↓) to scroll through the list
Press the SPK key or pick up handset when correct number is displayed
ABBg is abbreviated dialing group and is for buildings where there are either a number of
departments or several different questions. This would be used when either individual
departments or separate companies do not want other departments to see there contacts.
Southern Communications Ltd
www.southern-comms.co.uk
0845 634 4008
Programming One touch Keys
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Press the soft key below “Prog” on the display
Press the soft key below “OneT” on the display
Press one touch key that you want to program
Enter 9 & number that you want to store
Press Hold
Enter name using dial pad (e.g. 2 = A, B, C etc. Use the # key if you want to move the
cursor e.g. if you want LL, ## will give you a space, press CONF key to back space)
Press Hold
Press SPK
Programming Function Keys as Internal Extensions
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Press the soft key below “Prog” on the display
Press the soft key below “↓” on the display and then “Fctn”
Press function key that you want to program and then dial 01
Enter extension number
Press Hold
Move onto another function key or press SPK to exit programming
Call Forward
To forward all your calls to another extension number
 Press the Call Forward key
 Dial 1 followed by extension number that you want the calls forwarded to
 Your call forward key will flash (slow flash) together with the recipients call forward key (fast
flash)
 To cancel, press call forward key, then dial 0
Last Number Redial (LND)


Press the LND key to toggle through the last 10 external numbers dialed from that
extension
Pick up the handset or press the SPK key when desired number is displayed
Repeat Re-dial
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During engaged tone on an external call
Press Dial and then LND
Replace handset and await ringing
Attempts will be made to redial every minute
To cancel, press Dial, LND with the handset down
Southern Communications Ltd
www.southern-comms.co.uk
0845 634 4008
Over-ride a Busy Extension
When dialing an extension that is busy
 Dial # 809
 This will ring the second line (Call 2) and the recipient can choose to select your
interruption
Call Back / Camp On
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Dial busy extension
Press Call Back key (or select CB from the display)
Replace handset
Await ring back which will occur when both extensions are free
Call Pickup
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Phone ringing in your group
Lift handset and press * (or select P/U from the display)
To pick up a specific ringing extension dial #715 and then the extension number
Press # 869 for global pickup (picks up the longest ringing extension)
Voice Call to an Internal Extension
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Dial extension number
Dial 1 on your keypad or “voice” via the screen menu
You will hear 2 beeps and then that extension has been put on hands free
Trunk to Trunk Transfer for transferring externally to another site or mobile
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Put call on hold
Dial 9 followed by the external number
Announce call
Press TRFR key (Transfer)
Replace handset
Conference Call
Four party working, three of which can be external parties
To set up a conference
 Press Conf key to put caller on hold
 Dial internal extension or 9 followed by external number, announce your intention
 Repeat above 2 steps for each incoming party
 Press Conf twice to bring all parties into the conference
Southern Communications Ltd
www.southern-comms.co.uk
0845 634 4008
Park Hold
To place a call on hold so another extension can pick up the call
 Pick a park hold key with no light on and press it
 It will now flash green (red to every other extension on the system)
 Press the flashing key to take the call
Note: Only press flashing key if someone has informed you the call is for you
To Broker Calls
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Put the first call on hold
Press Call 2 key dial 9 then the external number
You can now broker calls between 1st call on Call 1 and 2nd call on Call 2 without the need
to use the hold key
Alarm Calls
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Press “Prog” soft key. Then press “↓” and then “Alm”
Select Alm1 for the one off alarm call
Select Alm2 for an everyday alarm call
Dial time in 24 hour mode
To cancel SPK, #827, select 1 or 2 followed by 9999
Do Not disturb (DND)
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Press DND
Press 1 for DDI external calls
Press 2 for internal calls
Press 3 for all calls
Press 0 to cancel
FLSH Key
This key is usually used in conjunction with a door entry phone (Where applicable). When
someone buzzes you to let them in you can speak to the person and then press the FLSH key to
release the door lock.
The flash key can also be used to release the call you have finished with but retain the external line.
Southern Communications Ltd
www.southern-comms.co.uk
0845 634 4008
Changing the Name on your Phone
If you want to change the name on your phone you need to complete the following:
 Press the Call1 key and dial #800
 Enter extension number of phone you want to change
 Use the dial pad to enter the new name
 Press hold once finished to save the new name
 Press SPK key to end
NB: You will need to press the # key after the letter if the next letter is on the same key e.g if you
were typing home you would need to press key 4 twice to get the H. Key 6 three times to get the O,
then the # key and then key 6 again to get the M. Then finally key 3 to get the E.
If you want a space press the # key twice.
MSG Key
This allows you to alert someone that you need to speak to them. It is used when you are trying to
call someone and they are on the phone or are not at their desk.
To set up a message waiting
 Call the extension that you want to set the message for
 Press the MSG Key and then hang up the phone
 They will then get a green flashing light at the top of their phone
 When they get back to their phone they can press their MSG key
 This will bring your details up on their phone, they can then pick up the phone and it will call
you back
Change Time on phone
 Press call 1 key
 Dial #828
 Dial two digits for the hour (24 hour clock)
 Dial two digits for the minutes
 Press speaker to finish
Common canceling code
If you make an error when setting up your phone and cannot remove the problem or the phone is
behaving strangely, please press spk key followed by #720 – this should clear the fault, if this does
not work please contact the technical support department.
Southern Communications Ltd
www.southern-comms.co.uk
0845 634 4008
Technical Support Contact Details:
Technical support telephone number:
08450 567678
Technical support fax number:
0871 4740421
Technical support email address:
support@southern-comms.co.uk
Maintenance Contract Number:
………………………………………………
How to report a fault:
1. Gather as much information about the fault as possible e.g. extension numbers, nature of
fault etc
2. Either email the technical support address or fax the technical support fax number (both
listed above)
3. You will then be given the reference number of the fault to refer to.
Southern Communications Ltd
www.southern-comms.co.uk
0845 634 4008
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