Phones on campus

Table of contents

  1. Setup IP skype phone
    1. Activate your phone
    2. Sign in 
  2. Setup Voicemail
  3. Access voicemail
  4. Voicemail features
      1. OfficeLinx voicemail email notification
      2. Log on
      3. Log off
      4. Change password
      5. Personal verification
      6. To record or change mailbox greeting
      7. Playing your messages
      8. Compose a message
      9. Reply or forward a message
      		  
      1. Bypass greeting
      2. Tagging messages
      3. Personal distribution list
      4. Alternative log on
      5. The help service
      6. Thru-dial
      7. Call sender
      8. Express messaging
      9. Express messaging - transfer

How do I setup the IP skype phone

In Engineering 7 (E7); all the offices have a Polycom Skype for Business IP phone. Your University Skype for Business extension number is: replace the 1st digit with a 4 and the rest of your extension (eg. 33711 will be 43711) 

Step 1 – Activate your Phone

  1. Browse to https://dialin.uwaterloo.ca
  2. Click the sign-in link
  3. In the User name field, enter NEXUS\username, and enter your NEXUS password and click Sign In
  4. Since this is your first time logging in, you will now need to set a 6 digit PIN code for your S4B account (the website says a minimum of a 5 digit PIN code, but trust us, do 6).
  5. If you see a red message indicating that your Extension has not been set, this is normal and can be ignored. You can now sign out.

Now that your phone is activated, you can move on to step 2 to sign into your phone (if you have a physical IP phone), or move on to step 3 to setup your voicemail if you have a headset:

Step 2 – Sign Into Your Phone

On your Polycom S4B IP Phone press the Sign In button

Using the circular directional pad on the right of the phone (or press the number 2), Select PIN Authentication

When prompted, enter your extension number and press Next

Enter the PIN that you put into the system from step 1 and press Sign In

At this point your IP phone will sign in, this may take a minute

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How do I setup my voice mail in my IP skype phone

You can access your voicemail from the S4B desktop client by choosing the Phone icon at the top of the S4B window, click the Voice Mail gear  () and select Call Voice Mail.  If you are accessing your voicemail directly from your S4B IP phone, to access your voicemail press the Envelope (or messages key) on the left hand side of the phone.  Once in the Voice Mail menu, press the Message Center softkey.  This will now connect you to your voicemail box (you will need to enter your Exchange Unified Messaging PIN).  Being that this is the first time logging into your voicemail, it will walk you through the basic setup of your account, including changing your voicemail PIN, setting your “name”, and greeting to be played when people reach your voicemail box.

If you have any issues, please open a request ticket at telephoneadmin@uwaterloo.ca.

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How do I access my voicemail in a regular phone

Voice mail provides each user with a private "voice" mailbox. This mailbox can be accessed via a simple set of commands issued by pressing designated keys on the telephone keypad. Voice prompts offer guidance at every step. The online help service, accessed by pressing * (star key), supplements the prompts if required and speeds the learning process.

Mail box access numbers

  • On campus: 70000

  • Off campus: 519-888-4966

Express messaging number

  • On campus: 70001

  • Off campus: 519-888-4967

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 What are the voice mail features on my phone

Using the OfficeLinx voicemail email notification feature

1. Browse to http://ts-officelinx3.private.uwaterloo.ca/uc/webclient/webclient.asp

2. Enter your extension number and your Application Password (not your mailbox PIN) and Sign In

3. Click the Message Forwarding button from the main menu

Messaging

4. Click Add new forwarding address

Forwarding address

5. Type in your University of Waterloo email in the send to specified destination field

6. Ensure the Forward Type is set to Relay

7. a. Check one or both of the Message Type checkboxes for Voice and/or Missed Calls.
    b. If you wish to get the actual voicemail attached in the email, select the 'include attachment(s)' checkbox.

Destination

8. Click Save and Close

Log On/Log Off

From your own telephone:

  1. Lift receiver
  2. Dial 70000 (mailbox access)
  3. When connected: press #; enter password followed by #

You are now logged on.

From another telephone within system:

  1. Lift receiver
  2. Dial 70000 (mailbox access)
  3. When connected: enter your mailbox number (extension) followed by #; enter your password followed by #

You are now logged on.

From a telephone outside the system:

  1. Lift receiver
  2. Dial 519-888-4966 (mailbox outside access)
  3. When connected: enter your mailbox number (extension) followed by #; enter your password followed by #

You are now logged on.

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Log off

  1. Press 83 - "Goodbye"

NOTE: Log Off ensures the ports are free for the next user

Change Password

  1. Log on (see above)
  2. Press 84
  3. Enter your old password followed by #
  4. Enter your new password followed by #
  5. Enter your new password again followed by #
    • Your password has been changed
  6. Exit by pressing 83

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Personal Verification

The personal verification is a recording of your name used by the system in place of your mailbox number (extension). Note: This is not the greeting played to your callers

  1. Log on
  2. Press 82
  3. Press 9
  4. Press 5 to record > Say your name
  5. Press # > The system will play the name back to you
  6. Exit by pressing 83

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To Record or Change Greetings

  1. Log on
  2. Press 82

Record an external greeting (mandatory)

The external greeting will be played to all incoming calls from external numbers and to internal calls unless an internal greeting has been recorded.

  1. Press 1 - external greeting
  2. Press 5 - start your greeting 
  3. Press # - when finished
  4. Press 2 - to replay greeting
  5. Press 76 - to delete greeting
  6. Press 4 - to return to messages
  7. Exit 83 to log off

Record an internal greeting (optional)

The internal greeting is only used if internal callers need to receive a different greeting than the one played to all other callers.

  1. Press 2 - internal greeting
  2. Press 5 - start your greeting 
  3. Press # - when finished
  4. Press 2 - to replay greeting
  5. Press 76 - to delete greeting
  6. Press 4 - to return to messages
  7. Exit 83 - to log off

Record a temporary greeting (optional)

The temporary greeting is played to all callers and will expire at the time and date indicated.

  1. Press 3 - temporary greeting 
  2. Press 5 - start your greeting 
  3. Press # - when finished
  4. Press 2 - to replay greeting
  5. Press 76 - to delete greeting
  6. Press 9 - to set expiry date & time
  7. Press # - when finished
  8. Press 4 - to return to messages
  9. Exit 83 - to log off

To bypass a greeting

If you are calling another mailbox user on your system and wish to bypass their greeting, press 5 and you will go directly into their mailbox.

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Playing your messages

  1. Log on
  2. Press 2 to play messages

Once the message starts playing the following commands are available:

  1. # - to pause during playback
  2. 6 - go to the next message
  3. 4 - go to the previous message
  4. 2 - to continue
  5. 1 - to skip backward 5 seconds
  6. 3 - to go forward 5 seconds
  7. 76 - deletes message
  8. 72 - more information about the message

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Compose a message

This feature enables you to leave messages for someone without calling their extension number.

  1. Log on
  2. Press 75
  3. Enter mailbox number (extension) or distribution list followed by #
    1. 5 - wait for tone to speak
    2. # - to stop recording
    3. 79 -to send message
    4. 83 - to log off

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Reply  to or forward messages

To reply to the sender of a message

  1. Press 71 - to reply
  2. Press 5 - wait for tone to speak
  3. Press # - when finished recording
  4. Press 79 - to send message

To reply to the sender of a message and to everyone else who received it

  1. Press 74 - to reply all
  2. Press 72 - to hear list of people who will receive your reply
  3. Press 5 - wait for tone to speak
  4. Press # - when finished recording
  5. Press 79 - to send the message

To forward a message that you have received

  1. Press 73 - enter mailbox number (extension)
  2. Press ##
  3. Press 5 - to record additional information prior to sending
  4. Followed by #
  5. Press 79 - to send message
  6. Press 2 - to return to listening to your message

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Bypass Greeting and Tagging Messages

Bypass greeting

If you are calling another mailbox user on your system and wish to bypass their greeting, press 5 and you will go directly into their mailbox.

Tagging messages

When you create messages, you can tag them using the message options command to indicate that you want a message handled in a special way.

  1. Acknowledge: when you tag a message for "Acknowledgement", you receive a notification when each recipient hears your message
  2. Private: if a message is confidential, you can tag it as "Private" and the recipient of the message tagged private can't forward it
  3. Timed Delivery: when you tag a message with "Timed Delivery", the message is sent at the date and time you specify
  4. Urgent: an "Urgent" message is announced when the recipient logs in
    1. In networking systems "Urgent" messages are sent immediately

Before you send your message

  1. Press 70 - message option
  2. Press 1 - Urgent
  3. Press 4 - Private
  4. Press 5 - Acknowledge
  5. Press 6 - Time Delivery
  6. Press 79 - to send message
Example of time delivery

You want message delivered on July 3 at four in the afternoon.

  1. Enter the month 7#
  2. Enter the day 3#
  3. Enter the hour and minute 4#
  4. Enter the morning or afternoon #
    1. The number is 1 if AM and 2 if PM

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To compose a personal distribution list

A personal distribution list is a list of often-used mailbox numbers (extension). You can create up to nine personal distribution lists, each containing a maximum of 99 entries.

  1. Press 85
  2. Choose distribution list by pressing 5
  3. Enter the distribution list number (1 - 9) followed by #
  4. Press 5 to compose the distribution list
  5. Enter the mailbox numbers or distribution list numbers, separating each with a #
  6. Press # when finished
  7. Press 2 to listen to the distribution list

To check the contents of a personal distribution list follow steps 1, 2, 3, 5 and 6 above

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Alternative log on, Help Service and Thru-dial

Alternative log on

After you have called a CallPilot Mail user and have left a message, you can log on to CallPilot Mail without hanging up and dialing the access number.

To log on to your mailbox after leaving a message:

  1. Finish recording the message by entering #
  2. Press 81

You can now log on to your mailbox as usual.

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The help service

You can get help at any time while using CallPilot Mail by pressing * (the star key).

Thru-dial

When you are logged on to your mailbox you may make an internal call without disconnecting from CallPilot Mail.

  1. Press 0 followed by the extension number
  2. Do not pause for more than two seconds after pressing zero or you will be connected to the attendant.

Call Sender

After listening to a message, you may want to speak immediately with the person who left the message. That extension number can be automatically dialed for you by using the "Call Sender" feature. It is not applicable to outside callers.

  1. After hearing the message, press 9
  2. Talk to the sender or leave a message

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Express Messaging

This feature may be used by mailbox and non-mailbox users. This feature lets you send a message without having to log on to your mailbox.

  1. Dial the express message access number 70001 from within the system or 519-888-4967 from outside the system
  2. Enter the mailbox extension number of the person for whom you want to leave a message, followed by #
  3. Leave your message after the tone

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Transferring a caller to express messaging

If you answer a call meant for another person and that individual is not available, you can transfer the caller to express messaging to leave a message in the other person's mailbox.

  1. Activate transfer on your telephone
  2. Call the express messaging access number, ext. 70001
  3. Enter the mailbox extension number of the person for whom the caller wants to leave a message, followed by # (Note: this step is necessary if the caller does not have a touchtone phone)
  4. Complete the call transfer as quickly as possible so that the caller can hear the entire prompt to record a message.

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