Basic Telephone Instructions

Types of Phones

DT- This user-friendly, 24 button digital telephone is the standard UT-HSC telephone. See figure 1. The DT 24DS is a fully programmable feature phone with 2-way speakers and displays that show the date, time and Caller ID. In order to be in service these phones must be connected to a PBX telephone system. Due to the fact that each phone is individually programmed to a specific jack, to move a phone a technician must be involved with reprogramming the jack.

SLT - This stands for a single line telephone, sometimes referred to as an analog telephone. It is a standard telephone that can be programmed with either dial-in and/or dial-out capabilities. The SLT has no display, no feature buttons and is not hands-free. This phone can also access limited features of the DT sets using various access codes. This telephone is typically installed as a courtesy or guest phone. If necessary, voicemail can be added to this phone.

Telephone numbers within the UTHHSC:

For an extension with a "500" prefix: DIAL the 4 digit extension number (e.g. 2222)

Telephone numbers within the Houston local calling area:

For all local numbers in the "713" , "281" and "832" area code: DIAL *9 + the appropriate area code + the 7 digit number.

For local directory assistance: DIAL *9 + 1411 + your long distance authorization code.

Long distance calling:

For long distance numbers: DIAL *9 +1 + (area code) + 7 digit number (e.g. *9-1-614-792-8378).

Wait for the tone and then enter your authorization code.

For long distance via "800" or other toll free numbers: DIAL *9 + 1 + toll free area code + 7 digit number.

When including a long distance number in a conference call, always call the long distance number first in order for the system to accept the long distance access code.

For equal access (other long distance companies): When using your own personal calling card from an HSC telephone, dial your long distance carrier's toll free number as shown on your card. Then follow the dialing instructions your carrier will supply during the call.
 
 

EMERGENCY DIALING .............................DIAL 911

Feature Buttons-Speaker-Microphone

Each DT telephone instrument has eight fixed feature buttons. The features accessed by these buttons are standard on all DT’s. Each feature and programmable button has an associated lamp that lights whenever you use the button or assigned feature. A speaker is built in on every DT that lets you hear the various ringing patterns that come from the telephone’s electronic ringer. All DT sets include a microphone that enables you to use your telephone without lifting the handset.

Each SLT telephone has a limited number of features available that are accessed by using specific feature codes that are available from the telecommunications office.

Feature Buttons

New Call Button: The New Call button disconnects your current call, gives you a new dial tone, and eliminates the need to hang up the handset to make a new call.

Park Button: The Park button lets you "park" a call or pick up a parked call from your extension. Once a call is parked, you can make or receive calls on your extension.

Flash Button: The Flash button is used to alternate between calls when using the 3-way conference feature.

Camp-On Button: Once a busy signal is heard the Camp-On button allows the caller to camp-on and "save a place in line." This feature will activate on internal numbers only. Due to the fact that most phones have two lines and voicemail, a busy signal will rarely be heard.

Transfer Button: The Transfer button lets you transfer a call to another extension or outside line.

Mic-Off Button: The Mic-Off button turns the microphone on the telephone instrument on and off. You use this button in the speakerphone operation to keep the connected party from hearing any conversation.

Hold Button: The Hold button places a call on hold.

Speaker Button: The Speaker button lets you speak on the telephone without packing up the handset, provided your instrument has speakerphone capability. If you do not have that capability, the speaker can act as a monitor.

Other Options

Ringing Adjustment: Each phone instrument’s ringing tone can be adjusted by depressing the round button at the top of the phone.

Contrast Adjustment: The two buttons adjacent to the Ringing Adjustment button have three functions. They regulate the display contrast when the receiver is in place. They control voice volume when the receiver is being used. They control ringer volume when the phone is ringing

Answering a call

To answer a ringing phone...

Lift the handset and answer OR

If you have a speakerphone, press SPEAKER and speak.

NOTE: Lifting the handset or pressing the speaker button acts as the same function
 
 

Placing a Call

To place an inside call.…

Lift the handset and dial the four digit extension number OR

Without lifting the handset dial an extension. When the called party answers lift the handset and talk OR if you have a speakerphone, you may begin talking without picking up the handset.

To place an outside call…

Lift the handset and dial *9, then the area code, 713, 281, or 832 and your number OR

Without lifting your handset, dial *9 then the area code, 713, 281, or 832 and your number.

Transferring a Call

To transfer to an internal extension…

To transfer to an external number...

Press the TRANSFER button, dial *9, and then the area code, 713, 281, or 832 then hang up.

Press the TRANSFER button, dial *9, then the area code, 713, 281, or 832 announce the call, and then hang up.

NOTE: If the called extension number is busy or does not answer, press FLASH to return to the original caller.

If the transferred call enters the voice mail system, press the FLASH button twice to disconnect voice mail and then press FLASH again to return to the original caller.

Three-Way Conference

To add an inside extension to a existing call and make it a 3-way conference call...

Press the FLASH button.

Dial the third party’s 4 digit extension.

Announce the conference to take place.

Press the FLASH button again to establish the 3-way conference call.

To add an outside party to an existing call and make it a 3-way conference call...

Press the FLASH button.

Dial *9, then the area code, 713, 281, or 832 and the third party’s outside number.

Announce the conference to take place.

Press the FLASH button again to establish the 3-way conference call.

NOTE: The existing call is automatically put on hold when the FLASH button is pushed the first time, and the caller does not hear your announcement to the third party
 
 

Hold

To place a regular call or a 3-way conference call on hold...

Press the red HOLD button once to place a call on hold. The line will slowly flash green while on hold. (Using the red HOLD button causes a 4 second delay when returning to the caller on hold.)

Press the red HOLD button twice to place a call on executive hold. This hold can only be released on the same telephone where the HOLD button was originally pressed twice. The line will slowly flash green while on hold (Using the red HOLD button causes a 4 second delay when returning to the caller on hold.)

If you are on your first line and the second line rings, depressing the ringing second line will automatically put the first line on hold.

To return to the party on hold...

Lift the handset or press the SPEAKER button.

Depress the flashing green line button.

NOTE: Calls on hold will double flash in green on your instrument panel. A steady slow blinking green light indicates a line in active use. Incoming calls will flash in red.

Join Call

This programmable feature allows the user to join two calls: one on hold and the other in the talking state using the other line.

While talking to a party on the line, with a held call (non-exclusive hold) on the other line, press the FAB (Feature Access Button) labeled JOIN to activate the Join Call feature.

Press the line button that has the call on hold. The call in the talking state is joined to the call on hold and the result is a three-party conference.

NOTE: This conference call uses the line which had been used by the call on hold. Also, the user may go on-hold while the call is retained between the other two parties.

Park and Retrieval

To place a call on park...

Depress the PARK button for dial tone.

Dial a 4 digit number.

Listen for the service tone and then hang up.

To pick up a parked call from your extension or a different extension...

Lift the handset and press the PARK button.

Enter the same 4 digit number used when the call was parked.
 
 

Program Button

Use the program button for...

Depressing the PROGRAM button lets you assign, change, or display features that can be programmed into the available buttons on your telephone.

Programming an Autodial Button

To program an autodial button for an inside extension...

Press the PROGRAM button.

Press a blank AUTODIAL button.

Enter the 4 digit extension number.

Press the PROGRAM button once again.

To program an autodial button for an external number...

Press the PROGRAM button.

Press a blank AUTODIAL button.

Enter *9 and the local or long distance number.

Press the PROGRAM button once again.

To clear an autodial button...

Press the PROGRAM button.

Press the programmed AUTODIAL button.

Press the NEW CALL button.

Press the PROGRAM button once again.

To access the programmed autodial number...

Lift the handset or press the SPEAKER button.

Press the programmed AUTODIAL button. The system will make the call for you.

Shift for Autodialing

To use the shift button...

Depressing the SHIFT button enables you to switch back and forth from the high position to the low position that allows you to program two telephone numbers into every AUTODIAL button. The two lights above the SHIFT button will indicate whether you have accessed the high or the low position. If you program two telephone numbers into an autodial button, be sure to check the position of the light before depressing the AUTODIAL button.
 
 

Save Number Redial

To save the last number dialed on the keypad...

After the connection has been made, press the SAVED # button.

To dial a saved number...

Lift the handset or press the SPEAKER button and press the SAVED # button.

The system will complete the call for you.

Last Number Redial

To redial the last number dialed on the keypad...

Lift the handset or press the SPEAKER button and press the REDIAL button.

The system will complete the call for you.

NOTE: The number in REDIAL will change every time you use the keypad. The REDIAL button will not redial calls placed using an AUTODIAL button or the SAVED # button.

Programming Station Speed Dialing

To program up to 10 individual station speed dialing codes (*320, *321, *322, *323,*329)...

Select a ten station speed dialing code number (0,1,2,3,4,5,6,7,8, or 9).

Dial #32 + 1 digit station speed dialing number + *9 + the area code + local or long distance number (e.g. #32 + 0 + *9 + 281-792-8378) OR (e.g. #32 + 1 + digit station speed dialing + *9 + 1-714-792-8378)

Wait for the confirmation tone and then hang up.

To use station speed dialing...

Dial *32 + 1 digit station speed dialing number. (e.g. *32 + 0)

The system will complete the call for you.

To clear a speed dialing number...

Dial #32 + 1 digit station speed dialing number to be cleared. (e.g. #32 + 0)

Wait for the confirmation tone and then hang up.

Call Forwarding

To call forward all incoming calls to another extension...

Lift the handset or press the SPEAKER button.

Press the FWD ALL button.

Dial the 4 digit extension number of your forwarding destination.

Listen for the confirmation tone and then hang up.
 
 

To call forward all incoming calls to voice mail...

Lift the handset or press the SPEAKER button.

Press the FWD ALL button.

Dial 9696 (Medical School Bldg. will dial 5555).

Listen for the confirmation tone and then hang up.

To remove call forwarding...

Lift the handset or press the SPEAKER button.

Press the FWD ALL button. (The display will say "Canceled.")

Listen for the confirmation tone and then hang up.

Forced Call Forwarding

This programmable feature allows the user to forward a ringing call to a pre-programmed destination without answering. For example, if your phone forwards to voice mail on a busy or no answer basis, this feature will follow that programming.

While receiving a call press the Forced Call Forwarding button to automatically forward the call. If the calling station is a display telephone, it receives a call forwarding - don't answer indication. The receiving display telephone shows the number of both the calling party and forwarding station.

Flexible Call Forwarding Without Answer

This programmable feature allows the user to transfer a ringing call without answering the call.

Forwarding to an internal extension number:

Press the FAB (Feature Access Button) labeled FXCF when a call is terminating to the prime line or the virtual line of the digital telephone.

Press the flashing (ringing) line button.

Dial the forwarded-to station number (may be a Speed Dialing number) and the # sign to transfer call

The call will then be transferred to the destination without answering.

Forwarding to and external number:

Press the FAB (Feature Access Button) labeled FXCF when a call is terminating to the prime line or the virtual line of the digital telephone.

Press the flashing (ringing) line button.

Dial *9, then the area code, 713, 281, or 832 then the 7 digit telephone number and the # sign to transfer call.

The call will then be transferred to the destination without answering.

NOTE: If the forwarded-to station does not answer, the call will forward into the originator's pre-programmed system destination.
 
 

Pick-Up Groups

To answer a ringing extension in your call pick-up group...

Lift the handset or press the SPEAKER button and listen for the dial tone.

Press the PICKUP button to connect to the calling party.

Intercom

To use a non private intercom...

Lift the handset or press the SPEAKER button.

Press the INT button.

Enter the intercom number and you will be connected.

Mailbox Setup

To set up your mailbox...

Dial 9696 to get into voice mail. (MSB must dial 5555.)

Enter the temporary passcode of 1,2,3,4.

This code will activate the user tutorial that requires you to record:

Your 4 to 10 digit passcode

Your greeting

Your first and last name

Accessing Your Mailbox

To enter your mailbox from your extension...

Dial 9696. (MSB must dial 5555.) OR

If the MESSAGE button light is flashing red:

Get dial tone by lifting the handset or pressing the SPEAKER button.

Press the MESSAGE button.

To enter your mailbox from an inside extension (other than your own)...

Dial 9696. (MSB must dial 5555.)

When voicemail answers it thinks you are the owner of that phone, press * to get to the main menu, then follow the directions to access your mailbox. When your greeting answers, press * (for owner status) + your passcode OR.

Dial your own 4 digit extension number.

When your greeting answers, press * (for owner status) + your passcode.

To enter your mailbox from an outside line...

Dial 713-500-9696. (MSB must dial 713-500-5555.)

When the voice mail system answers, press 2, enter your mailbox number.

When your greeting answers, press * (for owner status) + your passcode.

Dial 500 + your own 4 digit mailbox number.

When your greeting answers, press * (for owner status) + your passcode.

Note: After listening to your messages if you want to ring an extension, Press #, then enter the extension number.

Playing messages

Once in the voice mail system, to play your messages...

Press P (7 key) to PLAY a message, then choose from the following:

Press A (2 key) to ANSWER the message (internal only) and RECORD at the tone.

Press R (7 key) to REVIEW your recording.

Press D (3 key) to DISCARD and record over again.

Press A (2 key) to APPEND to it and continue recording,

Press M (6 key) to access MESSAGE ADDRESSING options menu:

Press C (2 key) for CONFIDENTIAL delivery.

Press R (7 key) to REQUEST a RECEIPT.

Press U (8 key) for URGENT delivery.

Press F (3 key) to activate FUTURE delivery.

Press X (9 key) to EXIT the message addressing menu.

Press X (9 key) to SEND the answer and EXIT to the main system.

Press G (4 key) to GIVE the message to another mailbox.

Enter the 4 digit extension number of the message destination OR press 1* to address by name.

Press # or wait to begin recording additional comments.

Press # to end recording.

Press X (9 key) to SEND the message and EXIT to the main system.

Press P (7 key) to PLAY the message again.

Press K (5 key) to KEEP the message.

Press D (3 key) to DISCARD the message.

To maneuver during message playback...

Press 1 to pause for 30 seconds. Press 1 twice to pause for 1 minute, etc. (If you desire to disengage the pause, press *.)

Press * to move back 5 seconds. (Press * twice to move back 10 seconds, etc.)

Press # to move forward 5 seconds. (Press # twice to move forward 10 seconds, etc.).

Press 8 to skip to your next message. (The skipped message is saved).

Press 8* to return to the beginning of your previous message.

NOTE: If you accidentally discard a message, you can retrieve it IMMEDIATELY by pressing *.

Saved messages are kept for 14 days.

User Options in Voice Mail

Once in the voice mail system, to access the user menu...

Press U (8 key) to access the USER MENU, and select from the following:

Press P (7 key) to change your PASSCODE.

Press N (6 key) to rerecord your NAME.

Press U (8 key) to go through the USER TUTORIAL again.

Press X (9 key) to EXIT the user menu.
 
 

Press G (4 key) to change your GREETING.

Press P (7 key) to change your PRIMARY greeting. This greeting plays each time a call goes into voice mail.

Press E (3 key) to enable the other greeting (Primary or Conditional. (The user tutorial initially enables the PRIMARY only.)

Press C (2 key) to record a CONDITIONAL greeting. The three conditional greetings are as follows:

Press B (2 key) to record the BUSY greeting. This greeting should reflect, "I’m on the other line..."

Press F (3 key) to record the call FORWARD greeting. This greeting plays only when you forward all calls into voice mail and should reflect, "I’m in a meeting for two hours my calls are being forwarded to extension..."

Press N (6 key) to record the NO ANSWER greeting. This greeting should reflect, "I’m either away from my desk or out of the office..."

Making New Messages

Once in the voice mail system, to make messages for another mailbox...

Press M (6 key) to MAKE a new message.

Enter the recipient’s mailbox number OR

Press 1* to dial by name (use the last followed by the first name until the

System recognizes the name for the mailbox).

Press # to end the recording.

Press M (6 key) to access MESSAGE ADDRESSING options.

To make a message for another mailbox while calling from an outside line...

Dial 713-500-9696. (MSB must dial 713-500-5555).

Enter the recipient’s mailbox number OR

Press 1 to dial by name (use the last name followed by the first name until the system recognizes the name for the mailbox).

Press # to end the recording.

Press M (6 key) to access MESSAGE ADDRESSING options.

Press # to return to the 9696 voice mail message.

NOTE: Press 1 at the beginning of the greeting to skip it and go immediately to the tone to begin recording the message.

Exiting Voice Mail

To exit the voice mail system...

Press X (9 key) to exit the voice mail system.

Failure to exit the system properly will result in the computer having to disconnect for you, causing your voice mailbox to be busy for 1 to 2 minutes.
 
 
 
 
 
 
 
 
 
 
 
 

Additional Voice Mail Options

To use the additional voice mail options...

Press 0 to return to a department designated attendant if applicable.

Press # to dial an extension.
 
 

Transferring Someone to Voice Mail

To transfer someone to voice mail...

If their phone forwards into voice mail automatically, just transfer the call to their extension.

If their phone doesn’t automatically forward into voice mail, do the following:

Press the TRANSFER button for dial tone.

Dial 9696 (MSB must dial 5555) and wait for voice mail to answer.

Press * + their 4-digit extension number and then IMMEDIATELY hang up.

Additional Options of Enhanced Voice Mail

To access the additional options...

Press U (8 key) for the USER options menu.

Press C (2 key) for the CALL SCHEDULING menu:

Press P (7 key) for PAGING, then choose from the paging menu:

Press T (8 key) to enter TIME (hours you want to be paged.

Press X (9 key) to EXIT.

Press R (7 key) to REVIEW your paging setup.

Press N (6 key) to enter pager NUMBERS only.

NOTE: Beginning January 16, 1999 it will be necessary to dial the area code, even (713) when making any local call.

Press E (3 key) to ENABLE/DISABLE paging.

NOTE: If you disable paging, you must press E again before exiting the system

To engage a message to page you...

During the recording of your voice mail greetings, make sure to instruct your caller to press U (8 key) to mark the message urgent. When the U (8 key) is pressed, you will be paged.
 
 

How do I report problems with my telephone?

You need to call the Telephone Service Desk at extension 2280.

How can I have changes made to my phone instrument?

You need to call Telecommunication Services at extension 2242 or 2284.

How can I have additional phones installed?

You need to call Telecommunication Services at extension 2242 or 2284.

When do I enter my authorization code for a long distance call?

Your authorization code is entered after dialing the long distance number. If an authorization code is required, the telephone display will request the code after you dial the number.

When I use the Saved # feature, how long will the number be saved?

The number is saved until a new saved number is entered.

What happens if I receive a call while I am talking on the phone?

If you have a primary and secondary line, your second line will ring softly.

If you don’t have a secondary line, the caller will go to your voice mail if that is the way your telephone is programmed so callers can leave a message, or they can dial "0" and get the department’s attendant if one has been selected.

How long are my kept messages saved in my voice mailbox?

Saved messages are kept for 14 days.

What is DID?

DID is short for Direct Inward Dialing. This feature lets a caller dial your extension directly without having to be transferred by another person or the automated attendant.

What can I do if I’m out to lunch or out of the office?

Three easy answers for you are:

Forward your calls quickly to voice mail by using the DND button.

Forward your calls to another person by using the CALL FORWARD button.

Instruct your caller with your voice mail message.

Do I have to turn on my voice mail?

No. Voice mail is permanently on.

What features can I program on my new phone?

Autodial buttons and Speed Station Dialing are the only features you can program on your phone. All other programming must be handled by "MAC" orders. This is anything that involves a Move, Add, or Change to your telephone. If your department has a telephone coordinator please send your initial request through them. If not, please notify the telecommunications department by calling 2242 or 2284.

How do I dial long distance with my fax machine or modem?

Using your communication software, follow the general dialing instructions for long distance.

However, a pause character is needed between the number dialed and the authorization code.

With Hayes and AT compatible software, the "," (comma) is the pause character.

Example: *9 + (area code) + 7 digit number + 6 digit authorization code.

(e. g. *9-214-448-2111- ,-1223456)

What if "*9" doesn’t work with my fax or modem?

Use the access code of "099" instead of "*9."

Go to the UT Home Page on the Web

Type "HEAT" in the search box

Click on "HEAT Call Tracking System"

Click on "Web form to enter a request into the HEAT system"

Enter your email address and type your request in the text box and click on the submit button

Once you have submitted your request, you will be sent an email with confirmation along with a ticket number. The HEAT system will reference this number when giving you a status on your request.

You can also check on the status of your request using your ticket number by following the same steps for accessing the HEAT form.
 
 

Last Update 4/24/00

Send updates to:drectory@admin4.hsc.uth.tmc.edu

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