Crexendo SIP 200 User manual

T E L E P H O N E U S E R ’ S G U I D E

User’s Guide Rev.110212

Contents

PREFACE.....................................................................................................................................................5

Section 1: Introduction to the Crexendo Telephone User’s Guide................................................... 6

Section 2: Two Ways to Make Changes.............................................................................................6

Section 3: Organization and Navigation .............................................................................................7

Section 4: Conventions........................................................................................................................ 8

Section 5: Assistance ..........................................................................................................................9

Section 6: Brief Summary of the Parts, Chapters, and Sections in this Guide .............................. 11

Section 7: Links to Related Documents ........................................................................................... 14

Section 7: Contact Us........................................................................................................................15

Part 1: GETTING TO KNOW YOUR PHONE ............................................................................................. 16

Chapter 1: Specifications and Connecting Your Device..................................................................... 17

Section 1: Introduction to the SIP 300 Series Phones..................................................................... 18

SIP 300 Series Phone Specifications ............................................................................................................ 18

Key to the SIP 300 Series Phone Options .................................................................................................... 19

Connecting your SIP 300P Model Phone ..................................................................................................... 20

Connecting your SIP 300G Model Phone..................................................................................................... 21

SIP 300 Series Phone Display Icons.............................................................................................................. 22

Section 2: Introduction to the SIP 200 Model Phone....................................................................... 23

SIP 200 Specifications ..................................................................................................................................... 23

Key to the SIP 200 Phone Options ................................................................................................................ 24

Connecting your SIP 200 Model Phone........................................................................................................ 25

SIP 200 Phone Display Icons.......................................................................................................................... 26

Wall-Mounting Your SIP 200 Phone .............................................................................................................. 27

Section 3: Introduction to the Digital Telephone Adaptor............................................................... 28

DigitalTelephone Adaptor Specifications...................................................................................................... 28

Connecting your Digital Telecom Adaptor.................................................................................................... 30

Chapter 2: Adjusting Your Phone.........................................................................................................31

Section 1: Speakerphone ..................................................................................................................32

Section 2: Using a Headset ...............................................................................................................32

Section 3: Adjusting the Volume....................................................................................................... 33

Section 4: Ring Tones........................................................................................................................ 33

Section 5: Setting Date and Time ..................................................................................................... 34

User’s Guide Rev.110212

Section 6: Logging In to the Crexendo Web Portal ......................................................................... 36

Section 7: Customizing the Phone.................................................................................................... 38

Section 8: Modifying the Phone’s Display Name Label................................................................... 39

Section 9: Programming Feature Keys (SIP 300 Series Phone Only) ............................................. 40

Feature Key Options......................................................................................................................................... 41

Part 2: USING VOICEMAIL........................................................................................................................ 42

Chapter 1: Setting Up Your Voice Mailbox .......................................................................................... 43

Section 1: Logging into Voicemail on the Phone ............................................................................. 44

Section 2: Recording your Name...................................................................................................... 44

Section 3: Recording your Greeting ................................................................................................. 45

Call Voicemail Directly...................................................................................................................................... 45

Change Voicemail Prompt in Crexendo Portal ............................................................................................ 46

Activate a Different Voicemail Greeting in the Portal .................................................................................. 49

Section 4: Changing your PIN/Password ......................................................................................... 50

Call Voicemail Directly to Change your PIN/Password .............................................................................. 50

Change PIN/Password in Crexendo Portal .................................................................................................. 50

Section 5: Designating an “Operator” .............................................................................................. 51

Chapter 2: Retrieving Voicemail Messages & Voicemail Options...................................................... 52

Section 1: Introduction to Voicemail Messages .............................................................................. 53

Section 2: Retrieving Voicemail Messages from Your Phone......................................................... 53

Section 3: Retrieving Voicemail Messages from an Outside Line .................................................. 54

Section 4: Retrieving Voicemail Messages using the Crexendo Web Portal................................. 54

Section 5: Processing Voicemail Messages .................................................................................... 55

Section 6: Forwarding Your Voicemail Messages to an Email Address ........................................ 56

Part 3: MAKING AND RECEIVING CALLS – THE BASICS....................................................................... 57

Section 1: Making a Call....................................................................................................................58

Section 2: Redial ................................................................................................................................ 59

Section 3: Transfer a Call ..................................................................................................................60

Section 4: Forward Incoming Calls................................................................................................... 61

Section 5: Place/Retrieve Call on Hold............................................................................................. 62

Section 6: DND – Do Not Disturb ...................................................................................................... 63

Set DND Using the phone’s interface............................................................................................................ 63

Section 7: Call Waiting.......................................................................................................................64

Section 8: Two-Way Conference Calling.......................................................................................... 64

User’s Guide Rev.110212

Section 9: Call History (Dialing From)............................................................................................... 65

Section 10: Statuses ..........................................................................................................................66

Section 11: Company Directory (SIP 300 Series Phones Only) ....................................................... 67

Section 12: Local Directory ...............................................................................................................67

Part 4: TROUBLESHOOTING.................................................................................................................... 71

Troubleshooting the Crexendo SIP Phone ................................................................................................... 72

User’s Guide Rev.110212

PREFACE

Sections in this Chapter:

Section 1: Introduction

Section 2: Two Ways to Make Changes

Section 3: Organization and Navigation

Section 4: Conventions

Section 5: Assistance

Section 6: Brief Summary of Sections

Section 7: Links to Related Documentation

Section 8: Contact Us

User’s Guide Rev.110212

Section 1: Introduction to the Crexendo Telephone User’s Guide

Welcome to your Crexendo Telephone system!

This User’s Guide is designed to provide all of the essential information you need to make full use of the

Crexendo Telephone system. We have included descriptions of the equipment and its functionality as well

as step-by-step procedures to use your device effectively.

Hardware and Software

The Crexendo Telephone system uses both hardware (the phone or adaptor) and software (the Phone’s

Interface and the Crexendo Web Portal Interface) to program the phone for maximum benefit. It may take a

combination of phone settings and portal options to make the feature you want work. This guide includes

instructions for both.

Section 2: Two Ways to Make Changes

As we stated above, the options and features that make up the Crexendo Telephone system can be

activated and modified in two ways:

1) By using the phone’s interface to change certain defaults and settings; and

2) By using the Crexendo Web Portal Interface—the free software that comes with your Crexendo

Service Plan.

Phone Interface

You interact with the Phone’s Interface by pressing buttons and moving through menu options. You can

change things like the Date and Time, the Ring Tone, and adjust the phone’s various Volume options.

Crexendo Web Portal Interface

This feature-rich software lets you build and control your phone system. Some of the many options (some

limited to the System Administrator) include the ability to create users, create real and virtual Extensions,

then link Numbers, Extensions, and Devices to those users. You can also customize your calling

experience by creating statuses that let your customers find/follow you and add and schedule Menus and

Auto Attendants to ensure your customers always get to the right person or group within your company.

You may record your own customer prompts, greetings, and messages or upload them using your .wav

files—this includes uploading your own Music on Hold. This is just a sample of the many ways you can

configure the system to meet your needs.

This guide is functionality driven—we have collected many of the great things that you can do with your

Crexendo Phone System into a logical, functional organization scheme and then provided instructions on

how to make those options work for you using either or both Interfaces.

User’s Guide Rev.110212

Section 3: Organization and Navigation

Chapters and Sections

The Crexendo Telephone User’s Guide is organized into Parts, Chapters, and Sections.

Parts are made up of

Chapters which are comprised of

Sections

Each Chapters will provide a list of all of its Sections on the first page with links to take you directly to the

Section you want to review.

The four parts of the User’s Guide are:

1. Your Equipment

2. Voicemail

3. Making & Receiving Calls

4. Troubleshooting

The guide continues on with two additional parts in the System Administrator’s supplement:

5. Advanced Options

6. Call Routing

There is also a Table of Contents made up of links to help you navigate to the Part, Chapter or Section,

that will provide the information you are most interested in.

User’s Guide Rev.110212

Section 4: Conventions

Icons

In order to help you quickly locate the information you need within the User’s Guide we have created icons

that appear to the left of text to tell you just what kind of information is contained in the paragraph marked

by the icon. The different icons are:

STEPS – The associated text lists a process usually involving a series of steps by which you achieve your

goal. We will occasionally arrange these steps in a single phrase separated by the “>” character.

For example, if you were to see the following:

“Phone > Extensions > Personal Extension”

You would know that this is a series of clicks in a path designed to get you to a final location, in this

case, a Personal Extension screen

INFO - Informational notes give you a broader understanding or offer information that may provide

additional context for the topic

TIP – These are helpful hints to make the task easier

EXAMPLE – Examples often help illustrate a point by showing the functionality being discussed in

a scenario that will help it make sense

WARNING – Beware! The changes or decisions you make may be permanent and unrecoverable

We also use standard text formatting and strive to be consistent with the terms we use to help you clearly

understand what we mean. For example, bolded text refers to an element displayed on the screen that you

would click on (e.g. the Submit button) or a button/key to be pressed on the phone.

User’s Guide Rev.110212

Section 5: Assistance

Help within the Crexendo Web Portal

As you navigate through the Web Portal, context-sensitive Help screens

can be accessed by clicking the Options dropdown at the top right of

any screen and clicking on the Help Option

A Help Screen will pop up letting you read the descriptions and instructions provided for the page

on which you are located

You can Search for topics of interest by entering a word in the Search Box. A list of Help screens

containing the term you searched will appear. You can then click on any item in the list to see the

associated Help screen

Navigate to other Help screen subjects by clicking the triangle next to a topic to expand the view to

related subpages

You may also view a list of related subpage links at the bottom of each Help Screen

User’s Guide Rev.110212

Information on the crexendotelecom.com Website

Our website is loaded with information to help you with questions

about our products and services.

View Videos, download guides and reference materials, or read the

FAQ’s and HowTo’s.

See the Links to Related Documents in Section 7

Customer Support

Contact your Crexendo System Administrator for first-tier answers and troubleshooting

The Crexendo Cloud Communications Professional Services Support Team is ready to help at any

time at 855.211.2255

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