Using your Phone

Please refer to the VoIP Quick Start Guide for an overview of using your VoIP telephone.

Placing and Receiving Calls:

Voicemail:

How do I set up my VoIP phone?

For instructions on how to set up your VoIP phone, click here.

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How do I place a call?

To place a call, simply lift the handset, or, if you are using a phone with multiple lines, press the appropriate line before dialing.

  • Calling on campus – only the last four digits are required.
  • Calling off-campus – dial 9 then enter the seven digit local number.
  • Calling long distance – dial 9 then enter 1 along with the area code then the seven digit local number.

You may also look up recent placed, received, and missed calls using the University Directory on your phone.

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How do I use the Speakerphone?

To place a call on speakerphone, press either the ‘New Call’ or ‘Speaker’ button then dial the number.

You can also switch to Speakerphone at any point during a call by pressing the ‘Speaker’ button.

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How do I transfer a call?

To transfer a phone call:

1.    Place or receive the call.
2.    Press the ‘Transfer’ button.
3.    Dial the transfer number or use the University Directory or Call Logs to select the person you would like to transfer the call to.
4.    Let the person know who is calling and press the 'Transfer' button again to complete the transfer.
5.    If the person does not answer, or cannot take the call, press 'EndCall' to cancel the transfer and return to the original caller.

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How do I start a conference call?

To start a conference call with 3 or more people:

1.    Place or receive a call.
2.    Press the ‘More’ button then the ‘Confrn’ button.
3.    Place your second call.
4.    Press the ‘Confrn’ button again.
5.    Press the ‘More’ button then the ‘ConfList’ button to view and remove participants.

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How do I join two conversations together?

To join two existing conversations together, do the following:

6.    Place or receive 1st call.
7.    Place or receive 2nd call.
8.    Press the ‘More’ button then the ‘Select’ button.
9.    Use the Navigation buttons to hi-lite the 2nd phone conversation.
10.    Press the ‘More’ button then the ‘Select’ button.
11.    Press ‘Join’.

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How do I forward my calls to another phone?

Note: Calls can only be forwarded to UNB Fredericton numbers or local numbers.

To forward your calls:

1.    Press the ‘CFwdALL’ button.
2.    Dial the number to which all incoming calls will be forwarded.
3.    All incoming calls will now be forwarded to that number.

To cancel call forwarding press the ‘CFwdALL’ button again.

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How do I check my call history (missed/received/placed calls)?

1.    Press the ‘Directories’ button.
2.    Select ‘Missed/Received/Placed Calls’.

From within call history, you can:

•    Use the Navigation buttons to select a name then press the ‘Dial’ button to call them.
•    Press the ‘Details’ button to view more information about a call.

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What is the University Directory and how do I use it?

The University Directory allows you to search for any faculty or staff member at UNB. Information for this directory is pulled from the UNB Phonebook.

To access the University Directory:

1.    Press the ‘Directory Access’ button.
2.    Use the Navigation buttons to select ‘University Directory’.

To call someone from within the directory:

Note: Calls cannot be made to UNB Saint John, Moncton or Bathurst via the University Directory.

1.    Enter the first name, last name or telephone number of the person you are searching for using the dial pad then press the ‘Search’ button.
2.    Use the Navigation buttons to select the individual.
3.    Press the ‘Dial’ button to place the call.

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How do I use the Personal Directory?

The 'Personal Directory' feature on your VoIP phone allows you to manually add and save personal contacts. Although not enabled by default, this feature can easily be added by submitting a request to the IT Service Desk with your phone number and contact details.

Once your phone is configured, simply follow these instructions for using your Personal Directory and you’ll never have to guess a phone number again.

How do I set up my Voicemail?

To set up your voicemail:

1.    Press the ‘Messages’ button.
2.    Get your temporary PIN and enter it.
3.    You will be prompted to create a new PIN before proceeding.
4.    Enter your new PIN, then enter it again to confirm.
5.    You will now be prompted to set your personal options:

a.    Record your name or accept the computer generated version
b.    Record a Personal Greeting or accept the computer generated version

Once your voicemail has been set up, your phone will ring for 20 seconds (approximately 5 rings) before going to voicemail.

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How do I reset my Voicemail PIN/ Get my temporary PIN?

Use this quick link to reset your Voicemail PIN now. 

1.    Log in to the myUNB Portal.
2.    Select ‘email’. This will open a new window or tab.
3.    In the top right-hand corner of the window, click the gear icon. This will open the Settings pane. 
4.    Under 'Your App Settings', click 'Mail'. This will open the Mail Options screen.
5.    In the left hand pane, expand the 'General' catgeory. Under 'Voice mail', click 'Reset PIN'.
6.    Click ‘Reset my voice mail pin’ then ‘Yes’.
7.    You will receive an email with your temporary Voicemail PIN.
8.    You will be prompted to select a new PIN the next time you access your Voicemail.

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How do I access my Voicemail?

On campus: To access your voicemail once it has been set up, press the ‘Messages’ button on your phone or dial 8970.

Off campus: To access your voicemail and personal options from off-campus, dial your UNB number, wait for the call to go to voicemail, then press the star (*) key and enter your voicemail PIN.

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How do I switch my Voicemail Options from voice activated to touchtone?

The Voicemail Options menu is voice activated by default. To switch to touchtone, press the 'Messages' button, enter your PIN and say “personal options” then choose option #4.

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How do I forward my calls to Voicemail?

To forward your calls to your Voicemail:

1.    Press the ‘CFwdALL’ button.
2.    Press the ‘Messages’ button.
3.    All incoming calls will now be forwarded to your Voicemail.

To cancel call forwarding press the ‘CFwdALL’ button again.

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How are my Voicemail and Email connected?

Your VoIP Voicemail is fully integrated with your connectEd email in Outlook. When a new voicemail is left on your phone, you will also see it as an email in your Inbox containing a .wav attachment of the voicemail message.

To listen to a voicemail message from within your email, simply click on the .wav attachment and your message will play.

Once you have listened to a voicemail message from your email Inbox, it will be marked as heard on your phone, and vice-versa. Similarly, if you delete a voicemail message from your email Inbox or move it to another email folder, it will no longer be accessible from your phone.

You will also be sent an email indicating that you missed a call. This only happens if the caller goes to your voicemail but does not leave a message.

Additional benefits of having your voicemail and email connectEd:

•    Access your voicemail through Outlook under ‘Search Folders’.
•    Archive your voicemail messages in a folder on your computer rather than saving them on your telephone.

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How do I turn off missed call notifications in my email?

By default, you will receive an email notification every time you miss a call on your telephone.

Note: Missed call notifications appear anytime a call is not answered, whether a voicemail has been left or not. A small envelope will appear at the top right of your phone's screen only when you have a new voicemail message.

To turn off missed call email notifications:

1.    Log in to the myUNB Portal.
2.    Click ‘Go to my email and calendar’. This will open a new window or tab.
3.    In the top right-hand corner of the window, click ‘Options > See All Options…’.
4.    In the left-hand menu, select ‘Phone’.
5.    Under Notifications, clear the ‘Send an e-mail message to my Inbox when I miss a phone call’ check box.
6.    Click ‘Save’.

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How do I record a new out-of-office greeting to let people know I am away?

To record a new out-of-office greeting:

  1. Go to your UNB voicemail.
  2. When prompted, enter your PIN.
  3. Say "Personal Options" or press 6 (if using touchtone interface).
  4. Press 2 for 'record greetings' then 2 again to record a greeting for when you're away.
  5. Follow the prompts to record a greeting:
    1. Press 1 to record your greeting
    2. Press # after finishing recording
    3. Press 1 to accept recording, 2 to re-record or 3 to delete and use the default Outlook Voice Access greeting
  6. Press * to return to the Personal Options menu.
  7. Press 1 to turn on the away greeting.
  8. After listening to your recording, press 1 to accept, 2 to re-record, or 3 to delete and use the default Outlook Voice Access greeting.
  9. Once your away message has been turned on, you will be prompted to turn on automatic email replies.
  10. Press 1 to turn on automatic out of office email replies or press * to decline and return to the Personal Options menu.

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How do I turn on an existing out-of-office greeting to let people know I am away?

To turn on an out-of-office message you had previously recorded:

  1. Go to your UNB voicemail.
  2. When prompted, enter your PIN.
  3. Say "Personal Options" or press 6 (if using touchtone interface).
  4. Press 1 to turn on the away greeting.
  5. After listening to the recording, press 1 to accept, 2 to re-record or 3 to delete and use the default Outlook Voice Access greeting.
  6. Press * to cancel and return to the Personal Options menu.
  7. Once your away message, has been turned on, you will be prompted to turn on automatic email replies.
  8. Press 1 to turn on automatic out of office email replies or press * to decline and return to the Personal Options menu.
  9. To turn off your Away Greeting, say "Personal Options" or press 6 (if using touchtone interface), then press 1.

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