Using Your Phone and Voicemail
Phone
What do all of these buttons do?
① VOICEMAIL – Access your voicemail system to record your greeting and listen to voicemails
② PHONE – Use this button at any time to return to your home screen
③ CONTACTS – Directory of all internal staff
④ HISTORY – List of all calls: answered, missed, and outgoing. If lit, there are new missed calls.
⑤ HEADSET – When using a headset, answer and end calls with this button
⑥ SPEAKER – To switch to handsfree and answer and end calls while in this mode
⑦ VOLUME – Adjust the current volume of the incoming call, handset, headset, or speaker
⑧ MUTE – Mute your speech to the currently connected call. If lit, you are muted.
How do I find a colleague's phone number?
Press the CONTACTS key on your phone and begin typing the first name of the person you would like to call using the keypad to narrow the size of the list. For example, pressing 2 3 will restrict the list to people whose first name starts with ABC (2) and DEF (3). ADrian and BEth would show up but not NAncy. Use the left and right arrow keys to select the name you want to call and lift your receiver or press the speaker button.
Where's the hold or transfer button?
As you use the phone, the buttons along the bottom of the digital screen will display your options for the current function. For example, when your phone is not in use, Redial and Features can be selected. When you are on a phone call, those buttons change to Hold, Conference, Transfer, and Drop. Press the corresponding light gray button below the screen to initiate the action. These options only appear when you are on a phone call.
Voicemail
How do I find a colleague's phone number?
After meeting with our IT department for onboarding and ensuring that you can access your voicemail, it’s time to record your greeting. You should also change your recording when you are going to be out of the office indicating your return date to callers.
Press the voicemail button (#1 in the picture above). You may or may not be asked for a password depending on that individual phone’s set up. If you are being asked for a password but haven’t yet set that up, please contact ithelpdesk@mortonarb.org.
Select “Greeting” by pressing the corresponding button along the left-hand side of your screen.
Next, select “Record” by pressing the corresponding button along the bottom of your screen. When prompted, record your message. If you are recording an out-of-office message, you may want to mention in your message the day that you will be returning to the office, or if there are options for getting assistance by contacting someone else.
Select Stop once you’ve finished recording. After you record, you have the option to Record again, Listen, or Submit. Once you are happy with your recording, press Submit.
Remember to change your voicemail again once you have returned to the office — it does not automatically change back.
How do I set up voicemail for hunt groups or voice-mail only extensions?
- Dial *17 from the new phone.
- When it asks for an extension, enter the extension of the hunt group or voicemail.
- Enter password and # (default is # if no password is set yet).
Enter NEW password and pound sign. Re-enter NEW password and pound sign.
- Press 1 and speak your name. Press 1 when you’re finished.
- Press 3 to Administer Personal Greetings.
- Press 1 to create a new greeting.
- Enter greeting numbers, Press 1.
- Record at the tone.
- Press # to approve.
- Press 1 to use for all calls.
How do I check my voicemail when I’m away from my desk?
Here are some ways to check your voicemails when working remotely.
Checking your voicemail from email
All employees should be set up to receive emails containing their incoming voicemail messages. If for some reason you do not currently have this feature activated, please email IThelpdesk@mortonarb.org
To check your voicemail from outside the Arboretum:
- Call our main number 630-968-0074 or your own number and wait for the greeting message or your voicemail greeting.
- Dial *7 when greeting plays.
- Enter your extension followed by the # key.
- Enter your password followed by the # key.
- You will then be brought to your voicemail box where you can check voice mails or record a new greeting.
Pro tip: *7 Takes you back to the main phone menu if you get lost
Pro tip: The system may prompt you to set up a new passcode once you log in. It must be 6 digits and not include the extension sequence.
To check your voicemail from another phone inside the Arboretum:
- Dial *17 from any Morton Arboretum phone.
- Enter your extension followed by the # key.
- Enter your password followed by the # key.
- You will then be brought to your voicemail box where you can check voice mails or record a new greeting.
What other shortcuts are there on my phone?
1 Tired of waiting for some long-winded greeting to play before leaving a message? Press 1 while greeting is playing to immediately get the record tone.
*7 Takes you back to the main phone menu if you get lost.
*8 This allows you to transfer yourself from a mailbox to any extension on the system. This is helpful if you’re getting messages remotely and you want to talk with the person who left you the message. Press *8, their extension number, and #.
73 From the activity menu, scans all messages without listening to the header (date and time stamp). Press # to skip to the next message. This is helpful when many messages need to be scanned quickly to find the one that you need.
**8 Undeletes the last message you have just deleted. Undelete immediately after deleting. Moving to other menus will void the opportunity to undelete.
*# Move up a level or backward through menus.
*4 Gets context-sensitive help. Tells you where you are in the system, what you’re trying to do, and what your options are.
Phone and Video Communication Systems
How do I set up a conference call?
Set up your PIN number now so you’ll be ready when you need to set up a call.
Step 1: Set up your PIN number for future calls
Before you can schedule conference calls, you first need to set up a personal PIN as your ID on future conference calls as the moderator.
- From any Arboretum phone, dial 7170. From Outside Dial 630 725-2150
- Once you start hearing the recorded message, press *7277.
- When you are asked “For which Conference Bridge would you like to set a PIN?” enter your extension followed by the # key.
- When asked to enter the existing PIN, press #. It will then ask you to set up a new PIN. Enter a 4-digit PIN of your choice and press the # key.
Step 2: Give instructions to participants when you schedule a call.
- Tell the meeting participants to call 630 725-2150 and give them your extension to use as the Conference ID.
- When they call, they will hear a “Welcome to the Conference Bridge” greeting and be asked to enter the Conference ID, followed by the # key.
- Callers will be placed on hold until the moderator (you) joins the conference.
Step 3: When the time comes, join the call as the moderator.
- From any Arboretum phone, dial 7170. From Outside Dial 630 725-2150
- Dial ** to join as the moderator.
- It will then ask for your Conference ID. Enter your extension, followed by the # key.
- It will then ask for your PIN. Enter the PIN you set up in Step 1, then press the # key.
- You will then be placed into the conference along with any participants who had been on hold. When new participants join, you will hear a beep.
How do I set up a video conference call?
The Morton Arboretum uses Zoom for video conferencing. Check out the Using Zoom page for more information.