Frequently Asked Questions

Main Menu:

To listen to your messages - press 1

To record/change your “Busy” greeting - press 2

To record/change your "No answer" greeting - press 3

To record/change your "Extended away" greeting - press 4

To compose and send a new message - press 5

To delete all messages - press 7

 

After (pressing 1 above) WHILE listening to a message, you can:

To start at the beginning of the message - press 1

To pause message - press 2

To skip through message - press 3

 

After (pressing 1 above) and AFTER the message, you can:

To save current message - press #

To repeat current message - press 2

To go to previous message - press 4

To listen to envelope - press 5

To go to next message - press 6

To erase current message - press 7

To call back the number - press 8

To go to more options - press 9

To go back to the previous menu - press *

 

After (pressing 9 above) and getting more options, you can: 

To reply to message - press 1

To forward message - press 2

 

 

 

VoIP is a way of using your network cable to send and receive the sounds of your voice, or Voice over IP.  Rather than using a phone line it uses a network cable.  It is all digital, so it is great for networking and integration with other technologies.

At Dentistry we have two forms of VoIP. 

The first is a VoIP Phone, which is a device that looks like a traditional phone.  It is often called a "hard phone" because it is a physical piece of hardware:  

Polycom 311 phone

The second way we use VoIP is with a piece of software on your computer that "acts" like a phone. The software is called Communicator 7: 

The Communicator 7 Application          Logitech Headset

You may see this pop up on our computer desktop. You login using your username which is your new VoIP phone number. We provide a "headset" that has a microphone and headphone so you can hear and receive sound.  The combination of software on your computer and the headset are often called a "soft" phone because it is software based.

Most staff at Dentistry will receive a softphone using COMMUNICATOR 7 with a LOGITECH headset.  Most reception areas will receive a POLYCOM 311 hard phone.

 

Yes. Simply dial your Dentistry phone number with area code and wait for your voicemail message to start.  Once the message starts, press the * key.  This will take you to the voicemail menu where you can listen to your voicemail messages and access the other voicemail menu items.

Please see the following guide to change your passcode.  NOTE: You must know your existing passcode in order to make a change.  If you are accessing the voicemail for the first time please go to the following guide

You can change you passcode from:

  1. Your Dentistry computer using the Communicate 7 application
  2. Your own cell phone, home phone or other non-VoIP phone

If you need to get start and what to make a call, answer a call and learn the main functions of this new type of phone, attached is a guide to most uses of the new Polycom 311 Desktop phone:

Attached is a guide to setup voicemail with your Polycom 311 desktop phone.  It is recommended that you record a custom personal greeting for those times when you are on the phone, or for when you are temporarily away from your desk. There is also an option to record and activate an extended absence greeting for vacations or other absences.

If you need to get start and what to make a call, answer a call and learn the main functions of this new type of phone, attached is a guide to most uses of the Communicator 7 VoIP application:

You most likely have "Do Not Disturb" turned on.  See the attached guide on how to turn this feature on or off in the Communicator 7 application:

"I can't get voice messages".  "People have said they left a message but I don't see them". 

Please refer to this guide for the recommended settings for voicemail in the Communicator application to help with the above problems:

The communicator 7 application allows to you to customize whom will get your forwarded calls, when you do not want to be disturbed and under what conditions your call will go to voicemail.  Please see the following guide to configure these settings:

Phone numbers you use often can be managed in the CONTACTS area of the communicator 7 application.  You can search the U of T - VoIP phone directory, your personal Outlook contacts, or create your own list.  You can even create custom groups of numbers.  See the following guide to see how:

The Audio setting in Communicator 7 need to be set to use your provide headset in order to receive sound from your caller.  Also if you want to hear the ring of a call in Communicator 7 you will need to make sure the ring goes through your speakers.

It is recommended that you keep the password that you have been given and press remember password when you first login. 

You MUST know your present Password in order to make a change.  If you have forgotten your passcode you must come to the Help Desk at room 346 and we can re-set this for you.  If you are accessing the Communicator 7 application for the first time you will have been provided with a passcode.  Your "username" is the complete phone number, (* e.g. 416-864-____), that has been given to you. You may notice that your number is shown with a 1 in front, like 1-416-864-_____ You do not have to add this to sign in.

Please see the attached guide:

Please see the following guide to change your passcode.  Your new passcode will be 6 digits.  NOTE: You must know your existing passcode in order to make a change.  If you are accessing the voicemail for the first time please go to the following guide

You can change you passcode from:

  1. Your Dentistry computer using the Communicate 7 application
  2. Your own cell phone, home phone or other non-VoIP phone

 

Please use this guide below to setup your voicemail greetings for the first time. It is recommended that you record a custom personal greeting for those times when you are on the phone, or for when you are temporarily away from your desk. There is also an option to record and activate an extended absence greeting for vacations or other shorter absences.

"Call from phone" is only for people who have a VoIP phone and wish to use the Communicator 7 application to place their call via their attached Polycom 311 desktop phone.

The "Video call" feature is not available for Dentistry VoIP accounts.

If you accidently place your call using these button, your call will appear to be dialing but will not connect.  You must ONLY use “Call” when using the Communicator 7 application.

Yes - When you plug in your headphones you will get a message saying "which device do you want to use?".  Choose from the list: "Dell Speaker Out".  This setting will allow both your personal headphones and your Communicator 7 headset to work together.  You will hear a ring in your personal headphones, and then be able to put on your headset on to answer the call, without the other sound playing to your headset interfering.

You can do what is called "3 way calling" which will allow you to add 2 people in addition to yourself to a call. 

If you require more people to join a call you will not be able to do this from your phone or the Communicator 7 application.  You can call any regular phone number (even outside Dentistry) to add them to the call, they do not have to have a VoIP phone.

I want to transfer a call to someone in the University or outside Dentistry - can I do this?

Yes - You can transfer a call to any number you can normally dial.

 

Simple plug in the headset to a free USB port on your computer and use these handy switches:

Logitech headset switches