Further information 

Voicemail

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Some tips on how to make the most of your telephone.

  1. Call back a busy internal line
  2. Dial internal or external numbers or call the operator
  3. Transfer calls
  4. Redial an external line
  5. Divert incoming calls to another extension
  6. Divert incoming calls to an external number
  7. Answer another extension in my call pickup group
  8. Send number tones to a machine or off-campus voicemail
  9. Program abbreviated dialling
  10. Assign traffic categories and authority codes
  11. Order services and special features
  12. Make a conference call
  13. Stop Fax calls coming through to your phone

Call back a busy internal line

  • After dialling an internal extension and receiving busy tone, to place callback on that extension dial 6 and then hang up. When the called extension is free your extension will ring; the call back ring is distinctive.
  • After you pick up your handset the called extension will ring. Callback's ring of your extension must be answered in eight to ten seconds or the callback will be cancelled.
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Dial internal or external numbers or call the operator

  • To dial internal numbers. Lift handset and dial the four-digit digit extension number.
  • To dial external numbers. Lift handset, dial 0 for an outside line, then the full local, STD or IDD number.
  • To call the switchboard operator. Lift handset, Dial 99.

Transfer calls

  • To transfer a call from your extension, press Acc2/Inq, dial number (this effectively presses Access1 which puts the original caller on hold - can't hear or be heard).
  • If the transfer button is pressed at this stage, the caller will hear the ringing tones, the call is transferred and no longer on your extension.
  • If you wait till call is answered, you can speak to the called person and then press the transfer button to transfer the call.
  • If you wait and the call is not answered, hang up the Acc2 call by pressing the cancel button, or if none press the hang-up hook.
  • Then press Access1 to return to the original caller.
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Redial an external line

  • Lift handset and dial ***, your last external number dialled will be automatically dialled again.

Divert incoming calls to another extension

  • To divert all incoming calls to another extension, lift handset, dial *21* the four digit extension number to divert to and # then hang up.
  • To remove diversion dial #21# and hang up.

Divert incoming calls to an external number

This is a "Special Feature". If you have this feature, to divert calls to an external number, lift handset: dial *22# external number including leading 0 and # then hang up.

This will divert your phone for example to your home or mobile phone.

To cancel dial #22# and hang up.

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Answer another extension in my call pickup group

This is a "Special Feature".

Any number of extensions within an office can be put in a call pick up group. Once this has been set up, to answer another extension within your group pick up the handset and dial 88.

Send number tones to a machine or off-campus voicemail

The Crawley campus phone system allows full tone sending (tone dialling) when using services such as the self-service Service Desk, or external phone services such as phone banking, paying bills over the phone, airport arrival/departure information, or anything that requires you to respond by pressing a number on the keypad of your phone.

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Program abbreviated dialling

This is a "Special Feature". You can use the digits 0-9 of the dial buttons to set up personal one digit abbreviated dialling for frequently called numbers.

On digital phones, to program a dial digit button (0-9), lift handset, dial *51*digit* extension or telephone number and # then hang up.

To use the digit button to dial the number, lift handset, dial **digit on analog phones follow manufacturer's instructions for programming abbreviated dialling onto digit keys.

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Assign categories and authority codes

All phones and faxes can be given the following traffic categories. Any category other than "Standard access" is a "Special Feature".

  • Internal access with indial. This is the Standard access.
  • Internal access only no indial (should be set on all public access phones to prevent reverse charged calls from off campus.)
  • Local access only.
  • STD and mobile during the working day.
  • STD and mobile 24 hours a day.
  • IDD during the working day.
  • IDD 24 hours a day.

An Authority Code can be assigned to any extension. The authority code can have a traffic category higher or lower than the extension. This enables users to lock their phones and to make calls after hours.

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Order services and special features

Special features include:

  • External call diversion to divert incoming calls to an external number
  • Grouped extensions for pickup call by nearby phone of group
  • Call diversion on no answer - to a preset number
  • STD and IDD authority
  • Personal abbreviated dialling
  • Special Access Categories and authority codes
  • Voicemail.

Requests for Authority Codes, changes to traffic categories, changes to diversions, changes to group pick ups and group hunts should be requested through the self-service Service Desk by the departmental Head, Tech Officer, Admin Officer or Secretary.

All requests for phone installations or transfers, voicemail and phone upgrade should be requested through the self-service Service Desk with as much relevant information as possible, such as extension, name, department and room number.

In the case of an Authority Code the name, extension and location of the person requesting the code should be supplied so the code and instructions can be emailed to that person in confidence.

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Make a conference call

Conferencing (multi-extension connections) requires use of "speaker" phones.

  • Call the first person for conference as normal, and inform of conference.
  • Press the inquiry key and then call the second person.
  • Inform the second person of conference then press 3, putting all people in the conference.
  • To admit a third party, inform other conference members and then repeat steps 2 and 3. This will put all parties in conference. Up to seven phones may be used together in a conference call.
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Stop fax calls coming through to your phone

If you get calls to your voice phone from a fax machine (a continuous beep beep) transfer the call to your nearest fax. It will let the fax through and stop it retrying and you will probably find out who was sending it.

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