Phone Features

Basic Phone Features

Please refer to the Digital (General campus) or IP Phone (Beck Hall) Manual for the most accurate information that corresponds with your office model. Not all features are the same on each phone. If you do not have a manual, it can be obtained at the Telecommunications Office, Olin Hall – Lower Level, Rm 026.

RLS:

The release key (RLS) is used to disconnect the call. It is more convenient, when making a series of calls, to press release than to continually hang up the handset. If the called party has not hung up prior to you, it is also kind to their ear. The digital phones are very sensitive to sound.

HOLD:

The HOLD key is the way for a caller to wait while you look something up, take another call, etc. Press the HOLD key to put the caller on hold. Callers placed on hold will hear music provided by Gustavus musical groups. Your line key arrow will flash. To get the caller back (off hold) press your line key (extension number).

VOLUME CONTROL KEY:

The VOLUME CONTROL KEY is found under the “0”. The volume can be raised by tapping the right side and lowered by tapping the left side. It controls these three features:

  1. Ringing volume (only when phone is ringing)
  2. Handset volume
  3. Speaker volume

MESSAGE WAITING LAMP:

Lights when you have a message waiting. Note: Broadcast messages will not light the message waiting lamp.

LINE KEY (main extension):

Your extension on campus is assigned to the lower right-hand key on your telephone. Each time you pick up your handset, you have dial tone and your extension is ready to make a call

Special Phone Features (not available on all phones)

REDIAL:

The system remembers the last number that you dialed. If you had an incoming call, it still remembers the last number that you dialed. To ring the same number again on or off campus without having to redial the entire number:

  1. Pick up your handset.
  2. Press your LINE KEY.

OR

  1. Press your LINE KEY twice without picking up your handset.

ON-HOOK DIALING:

To dial a number without lifting the handset:

  1. Press your LINE KEY (hear dial tone).
  2. Dial the number.
  3. Pick up the handset when the number starts ringing (if busy press Rls).

RING AGAIN:

Ring again is similar to an automatic call back feature. For it to work with this system, you must get a busy signal. Because of voice mail, that will happen seldom. It only works for calls on campus. To use the ring again feature:

  1. When you get a busy signal after dialing a number on campus, press RING AGAIN.
  2. Hang up or press Rls key.
  3. When you hear the ring again tone, pick up your handset.
  4. Press RING AGAIN to automatically dial the number.

If you decide to cancel:

Press RING AGAIN before you hear the ring again tone.

CONFERENCE:

  1. You and another person are already talking and you wish to add a third person to your conversation.
  2. Press your CONFERENCE key. The other person is now on hold.
  3. Dial the number. It can be an extension on campus or someone outside the campus. Remember to dial 9 and 1 if needed.
  4. The caller answers. The first person is still on hold.
  5. Press CONFERENCE key again. Now all three of you are together in one conversation. Continue to add people (up to five plus yourself) as desired. As you continue to add people to your call, the others are on hold together and may converse with each other. Remember to get everyone back together, you need to press the CONFERENCE key a second time.

Note: If you receive a busy signal, press Rls, then your line key, CONFERENCE, and proceed with the conversation. You will have all parties, including yourself, connected again.

CALL FORWARD:

To use this feature:

  1. Do not pick up your handset.
  2. Press FORWARD
  3. Dial the number to forward to.
  4. Press FORWARD again.

Remember: If the arrow by the feature is flashing, it needs your attention. If it is steady, you have used the feature correctly. To cancel forward, press the FORWARD key once.

TRANSFER:

  1. You and another person are talking. You need to transfer them to a different extension on campus.
  2. Press TRANSFER. The other person is on hold in complete silence.
  3. Dial the extension number.
    1. If announcing the call: Announce the call and then press TRANSFER. The other two are now connected and you are out of the conversation. Hang up.
    2. If not announcing the call: Simply press TRANSFER. The other two are now connected and you are out of the conversation. Hang up.
  4. If the extension you dialed is busy or going to voice mail and you want the caller back press your line key (where the caller is on hold) and you are reconnected. If they want to leave voice mail, transfer them back to the extension, or use the transfer mail box.

SPEED CALL:

To program your speed call numbers:

  1. Do not pick up your handset.
  2. Press SPEED CALL key.
  3. Press the one digit number to use as the code (0-9).
  4. Dial the number to store. Remember to dial 9 and 1 as needed.
  5. Press SPEED CALL key again.

To use your speed call:

  1. Lift your handset.
  2. Press the SPEED CALL key.
  3. Dial the one digit code.

CALL PICKUP:

To answer a call ringing on someone else’s phone in your office area that you have been programmed to have in your call pickup group:

  1. Pick up your handset.
  2. Press your CALL PICKUP key.

AUTO DIAL:

To use this feature:

  1. Pick up your handset.
  2. Press AUTO DIAL key.

To program an AUTO DIAL key:

  1. Do not pick up your handset.
  2. Press AUTO DIAL key.
  3. Dial the number to store. Remember to include 9 and 1 if necessary.
  4. Press AUTO DIAL key again.

INTERCOM:

To intercom someone in your pre-programmed intercom group:

  1. Press your INTERCOM key.
  2. Dial the 2 digit number of the intercom member.
  3. Lift your hand set to talk. (The HANDSFREE feature is available on the 2616 model only).

TRANSFER MAIL BOX:

To transfer a caller directly to voice mail:

  1. Press TRANSFER key.
  2. Dial 5330.
  3. Enter extension that you would like to transfer to.
  4. Press TRANSFER key.