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UNIVERSITY TELEPHONE SYSTEM

Phone Quick Reference Guide

All MSU Denver faculty and staff members will receive either the Polycomm VVX 311 or 411 phone. The phone models are basically the same except the VVX 411 has a color display and 12 line keys and the VVX 311 has a monochrome display and 6 line keys. Please use the information below for the VVX 311 as well as the VVX 411 telephones.


Dialing From an MSU Denver Phone


Internal Calls (inside MSU Denver)

Dial the 5-digit extension (5-xxxx).

Local Calls (outside MSU Denver)

Dial 9 + area code + the seven digit number of the party you are calling.

Direct Dial Long Distance Calls - U.S. and Canada

Dial 9 + 1 + area code + the seven digit number of the party you are calling.

Direct Dial Long Distance Calls - International

Dial 9 + 011 + country code + city code + local telephone number of the party you are calling.

Toll-Free Numbers

Dial 9 + 1 + toll-free number.


Important Phone Numbers


Emergency Calls - Police, Fire, Rescue

911 or 9 + 911 (both are acceptable)

Please note: In the event that you dial 9-1-1 by mistake, please stay on the line and tell the emergency operator that you have called in error. Abandoned calls can result in a first responder being dispatched to the origin of the call to insure there is no emergency.

Campus Operator

303-615-0000 or 5-0000

(yet to be implemented)

Directory Services

303-615-0411 or 5-0411

Access the University’s "telephone directory" of staff and services. Voice directions provide information about how to contact others.

Voicemail Main Number

303-615-1000 or 5-1000

Check your voicemail using your phone.

Dial-in Conference Bridge

Local calls: 303-615-0444 or 5-0444
Long-distance calls: 1-833-678-3368

To join a Skype for Business meeting from a phone with a local ‘303’ or ‘720’ number, call the local conference bridge number – 303-615-0444. If you are calling from a long-distance number, call the toll-free number – 1-833-678-3368. After placing the call, enter the ‘Conference ID’ assigned to the meeting, followed by the pound sign (#).

Information Technology Services (ITS) Helpdesk

303-352-7548 or 2-7548


Phone Diagram


Polycomm VVX411 Phone Diagram


Voicemail


Setting Up Your Voicemail
  1. Press the Home key.
  2. Use the Navigation keys to choose Messages.
  3. Use the Select button to select Message Center.
  4. Enter your PIN and press the # key.
  5. If desired, follow the prompts to record your name.
  6. If desired, follow the prompts to record a personal greeting.
Checking Your Voicemail

By default, you will receive email messages for any missed calls or voicemails in your email Inbox. You can check and delete messages there.

You can also check your voicemail from your phone using either of the following methods: 

Method 1

  1. Press the Home key.
  2. Use the Navigation keys to choose Messages.
  3. Select Message Center.
  4. Login to your voicemail using your PIN. (See reset instructions below, if necessary.)

Method 2

  1. Press the Messages key (2nd key from the bottom on the left side of the phone).
  2. Login to your voicemail using your PIN. (See reset instructions below, if necessary.)
Clearing Your Voicemail Messages
  1. Press the down arrow to see a list of your calls.
  2. Press the key under the More option.
  3. Press the key under the Clear option.
  4. Select the calls you want to clear (All Calls, Missed Calls, Received Calls, Placed Calls, and Displayed Calls).
Resetting Your Voicemail PIN
  1. Go to the Faculty & Staff Hub.
  2. Click the Email (Office 365) link.
  3. Login to your Office 365 account using your NetID and password.
  4. Click the gear icon located in the upper-right area of the Office 365 display window (next to the ?).
  5. Select the Mail link located near the bottom of the Settings menu.
  6. This opens the Mail options window. 
  7. Click the General options menu item.
  8. Click the Reset PIN link.
  9. Click the Reset my voice mail PIN link.
  10. A dialog box will appear asking if you are sure you want to reset your PIN. Select Yes.
  11. While in the General options area, you may also want to check the other voicemail options, such as Notifications. Options in the Notifications section will allow you to suppress alerts of missed calls, if desired.
Accessing the Voicemail Box of a Specific Phone Extension (e.g. Departmental Extension)
  1. Dial 5-1000.
  2. Press the * (star) key.
  3. Enter the extension number of the voicemail box that want to access.
  4. Enter the PIN for that extension.
  5. After you are logged into that extension’s voicemail box, you can set up the voicemail greeting, etc.

Phone Views


Your phone has three main Views: Home, Lines (the default), and Calls view. You can access Home and Lines view at any time. If your phone has one or more calls, you can also access Calls view.

  • For Home view from any menu, press the Home key.
  • Press the Home key to alternate between Home and Lines view.
Home View

Home view displays icons you can select to access phone functions.

To get to different icons, you can use the right, left, up, and down arrow keys on the Navigation key (shown above right). To choose an icon, press the Select button in the center of the Navigation key.

Lines View

Lines view displays phone lines, Favorites and soft keys. If your phone is idle, you can press the Line key to access the Dialer.

Calls View

If your phone has one or more calls, you can access Calls view.

Call color indicates status:

  • Dark green—Active call
  • Bright blue—Incoming call
  • Dark blue—Held call

Use the up and down arrow keys to select a call. The soft keys control the selected call.

Viewing Recent Calls

From Lines view, do one of the following:

  • Press the right arrow key to view the recent Placed Calls.
  • Press the left arrow key to view the recent Received Calls.
  • Press the down arrow key to view the recent Missed Calls.
  • Press the up arrow key to view Favorites.
  • Press the Home key, select Directories, and select Recent Calls to view your Recent Calls list.
    • From the Recent Calls list, press Sort to sort and order calls, press Type to display only certain calls, or select a call record to call the person.

From the Recent Calls list, press Sort to sort and order calls, press Type to display only certain calls, or select a call record to call the person.


Calls


About Calls
  • Only one call can be active at one time.
  • You can use the handset, speakerphone, or headset for calls. During a call, you can change modes by picking up the handset, or by pressing the Headset key or the Speakerphone key(2nd from bottom on the right). When swapping from Handset to speakerphone, press the speakerphone key before placing down the handset.
  • If you navigate away from your call(s), press the Home key to see Active Call or Calls view again.

Tip: Switching Between Lines and Calls View

  • When in Calls view, switch to Lines view by pressing More > Lines.
  • Switch back to Calls view by pressing More > Calls
Placing Calls
  • Pick up the handset, press the Headset key or the Speakerphone key. Enter the phone number. Or enter the phone number first, then press Dial. You may pick up the handset or press the Headset key for privacy.
  • From Lines view: Press the phone Line key, enter the phone number.
  • From Home view: Select New Call using the left and right arrow keys. Enter the phone number.
  • If you are dialing a phone within the University, enter the 5-digit number. For a local call, enter 9 + 10-digit phone number. If you are dialing a long-distance call, enter 9 + 1 + 10-digit phone number.

Tip: Placing Calls Quickly

Select a recent call or Favorite, or select a contact’s phone number in the Contact Directory.

Answering Calls
  • To answer with the speakerphone, press the Speakerphone key or Answer.
  • To answer with the handset, pick up the handset.
  • To answer with a headset, press the Headset key.
  • To answer a new call while on an active call, press Answer. The current call will be held. 
Ending Calls
  • To end an active call, replace the handset, press the Headset or the Speakerphone key, or press End Call.
Holding Calls
  • From Calls view, press Hold or the Hold key. Remember to highlight the call first.
  • To resume a held call, press the Hold key again. Remember to highlight the call first. 
Transferring Calls
  • From Calls view, press Transfer or the Transfer key.
  • Dial the party you wish to transfer to.
  • After you speak to the desired party, press Transfer to complete the call.
Forwarding Calls
  • To enable call forwarding, press Forward from Home or Lines view. Select the forwarding type to enable, enter a forwarding number, press More, and then press OK and press Enable.
  • To disable call forwarding, press Forward from Home or Lines view and select Disable Call Forwarding.
  • To enable per-call forwarding: As your phone rings, press Forward, enter the forwarding number, and press Forward
Placing Conference Calls
  • Call the first party, and after the call connects, press More, and select Confrnc. (Note: ”More” and “Confrnc” will appear after you start the call.)
  • Then, dial and connect with the second party and press Confrnc again.

From Lines or Calls view, you can: 

  • Press Hold to hold all participants, press Resume to retrieve conference from hold.
  • Press End Call to end the conference call.

Tip: Quickly Placing Conference Calls

If you already have an active and held call, press Join to bring these calls together in conference.

Skype for Business - Customizing Voice Call Notifications
  • Open a web browser and go to the Faculty & Staff Hub.
  • Click the Email (Office 365) link.
  • Log into Office 365 using your NetID and NetID password.
  • Click the gear icon located in the upper-right corner of the Office 365 window to display the 'Settings' menu.
  • Click the Mail link under the 'Your app settings' heading to display the 'Options' menu.
  • Click the General heading to expand that menu.
  • Click the Voicemail heading to expand that menu (if it's not already expanded).
  • Click the Notifications link to display the notification options available to you.
  • Select or deselect the checkbox to indicate the type of notification you want to receive when people call you and don't leave a voice message.

Contacts


Contact Directory

To select a contact from the Contact Directory, press the Navigation keys/Select button.

  • To view your Directory—Select Directories from Home view. Press Contact Directory on the Directory screen.
  • To add a contact—Navigate to your Contact Directory and press Add. Enter the contact’s information, and press Save. To make a contact a Favorite, enter a Favorite Index
  • To update contact information— Navigate to your Contact Directory and select the contact. Press Info, press Edit, update the contact’s information, and press Save.
  • To delete a contact— Navigate to your Contact Directory and select the contact. Press Info, press Delete, and press Yes to confirm.
  • To search for a contact—Navigate to your Contact Directory and press Search. Enter search criteria and press Search.
  • To dial a contact from your Directory—Navigate to your Contact Directory and select the contact, then press Dial.

Tip: A star indicates a Favorite.

Creating Speed Dial Contacts

The fastest way to add speed-dial (or contacts) to a phone is to leverage the integration between Skype for Business (S4B) and your physical phone:

  • Launch S4B on your computer. (If your computer doesn’t have S4B installed, please contact the ITS Helpdesk at 303-352-7548 or support.msudenver.edu.)
  • Sign into S4B using your NetID and password.
  • Search for the person you want to add to your Contacts list by typing their name in the S4B search bar (near the top of the S4B window).
  • After finding the person’s contact information, right-click on their name to display a drop-down menu of options.
  • Select the Add to Favorites option from the drop-down list.
  • After selecting Add to Favorites, the person’s name will appear next to the next available line key (or button) on your phone.
  • Press the button next to the person’s name on your phone display and it will automatically dial the phone number.
Favorites

Favorites are contacts you call most often. Your Favorites list displays all your Favorites. A smaller number of Favorites displays in Lines view.

  • To view your Favorites list—From Home view, press and select Directories> Favorites.
  • To make a contact a Favorite—Navigate to your Contact Directory and select the contact.
  • To dial a Favorite—Press the Favorite from Lines view with the corresponding button, or from your Favorites list.
  • Press Info, press More, and select AddFav.
  • This will add the selected contact to the next Favorites index value.
  • To edit a contact to a different number on the index—From Home view, press and select Directories>Contact Directory. Select the contact you wish to change. Press Edit. Scroll Down to Favorites Index, and enter the number you want to index this contact at. You can also remove this number to remove that person from the favorites list.
  • To remove a Favorite using the Favorites section of Directory—select contact, press Info, press Delete, and then press yes. This will remove the contact from favorites without deleting the contact.
  • You can also remove the number in the Favorites Index of the Contact to remove them from Favorites.
  • To dial a Favorite—Press the Favorite from Lines view with the corresponding button, or from your Favorites list.
Entering Data

Use the dialpad keys to enter information. To backspace or delete, press Backspace. To type with the dialpad keys, press a key repeatedly to view the character options and stop to select. To type other characters, press Encoding or Mode. When using the dialpad keys, use the 1, *, 0, and # keys.


Sounds


Muting the Microphone

During a call, press the Mute key so other parties can’t hear you. To disable Mute, press the button again. This applies to calls using the handset, headset, and speakerphone.

Using Do Not Disturb

The Do Not Disturb (DND) feature allows you to forward all your calls directly to voicemail (the caller will hear your Busy greeting when DND is activated). Please note, when DND is enabled, calls cannot be received until you disable the feature. To enable or disable ringing, press DND from Home or Lines view. When Do Not Disturb is enabled, the DND icon displays in the status bar in the top right and beside the appropriate Line key.

Adjusting Volume

To change call volume, press the appropriate side of the Volume keys during a call. To change the ringer volume, press when the phone is idle or ringing.



 

Remember to update your business cards, printed materials, and email signature with your new phone number.

Your phone number will automatically be updated in Banner periodically. However, if you would like to manually update your phone number in Banner, please use the following process:

  1. Go to the MSU Denver Faculty & Staff Hub using a browser. 
  2. Click the Self Service Banner link. 
  3. Log in using your NetID and password. 
  4. Click the Personal Information Menu link.  
  5. Click the Update Address(es) and Phone(s) link.  
  6. Click the Primary link under the 'Campus Box' - 'Phones' heading.  
  7. Enter your new phone number in the Phone Number field. (Please refer to the example image for the field location and phone number format.) 
  8. Click the Submit button to save your changes.

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