Instruction manual

Programming a Receptionist’s Extension
Call Handling Options
If you set up a centralized telephone answering position at extension 10, use the
following settings to customize it:
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Immediate call answering. If the receptionist should answer all calls,
use
Line Assignment #301 to assign all lines to extension 10. Set Line
Ringing
for all lines at extension 10 to “immediate ring;” set the lines
assigned at each user’s extension to “delayed ring” or “no ring.”
Backup call answering. If the receptionist should answer some lines
only when a user does not pick up, set
Line Ringing for those lines to
“delayed ring.”
No answering. If some lines should not be picked up by the receptionist
at all, either set
Line Ringing for those lines at the receptionist’s
extension to “no ring” or simply use
Line Assignment (#301) to remove
those lines from the receptionist’s extension. In either case,
Line Access
Restriction (#302)
should be set to “no access” to prevent the
receptionist from using the Direct Line Pickup code.
See “Line Assignment” and “Line Ringing” in Chapter 5 for specific instructions
on programming these settings for call coverage.
Backup Answering Options
If you want to program backup answering features to assist the receptionist in
handling calls, consider the following features:
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Automatic System Answer. Useful during peak calling periods to
answer outside calls while the receptionist is busy on other calls. When
activated, this feature answers incoming calls after a specified number of
rings, plays a customized greeting, and then places the call on hold until
the receptionist (or another extension) can retrieve it.
Direct Extension Dial. Useful for routing outside callers directly to a
specific extension or Hunt Group. When activated, this feature answers
incoming calls after a specified number of rings and plays a customized
message prompting the caller to dial the digits of the designated
extension or hunt group.
Call Forwarding/Call Follow-Me. Useful when a receptionist leaves the
desk for any period of time. Calls can be forwarded to a backup
answering extension.
Button Programming
The MLS-34D phone shown in Figure 2-4 illustrates dial-code and system
features programmed on six buttons just above lines 5–8.
Programming
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