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Broadview OfficeSuite Simplicity Manual

Adding the cordless desk phone
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Adding the Cordless Desk Phone
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Summary of Contents for Broadview OfficeSuite Simplicity

  • Page 1 Adding the Cordless Desk Phone to Your Simplicity System...
  • Page 2 Welcome to OfficeSuite Simplicity™ Your new OfficeSuite Simplicity™ all-inclusive communication system is ready to be put to use. This complete system includes a state-of-the-art cordless phone system with dozens of advanced features, a toll free phone number and service, as well as unlimited calling within the United States, Canada, Puerto Rico and the US Virgin Islands.

  • Page 3: Table Of Contents

    OfficeSuite Simplicity™ User Guide ........

  • Page 4: What Is In The Box

    What Is In the Box All of the below items are included in this purchase. If you are missing any items, please be sure to contact us immediately at 1-800-705-4000. Desk phone Handset Phone cord Phone stand Power cord for phone...
  • Page 5 Jen uses Lindsay her phone checks her primarily at voicemail her desk... remotely while on sales trips... Jonathan regularly What will you use conference Simplicity calls... for?

  • Page 6: Connecting Your Base Station And Phones

    Connecting Your Base Station and Phones Installing the OfficeSuite Simplicity™ system is easy and should only take a few minutes. It is important that you follow these steps in order. Instructional videos are also available by clicking on the Help tab on the website or by visiting www.broadviewnet.com/support.
  • Page 7 Base Station Page Key Phone LED Light Base Station...
  • Page 8 Step 3 - Connecting the phone to the base station a. If a phone is not connected with a base, it will display Unregistered on the home screen when the phone is idle. b. Press the OK button on the phone to get to the Select Base screen. c.
  • Page 9 Base Station Phone Base Station Base Station Phone Phone LED Light...

  • Page 10: Setting Up Your System

    The first step is to make sure your phones and phone numbers are setup properly. Assigning Phones to Your Extensions OfficeSuite Simplicity is so flexible that any phone can be assigned to any extension. To assign or change phones and extensions, login to the OfficeSuite Simplicity™...
  • Page 11 Type in a “Display Name” then click the Save This Extension button. Setting Up Your Business Hours The OfficeSuite Simplicity system lets you pre-set your business hours so you can send callers to different extensions, groups or digital receptionists during open, closed, lunch and special times.
  • Page 12 Creating a Digital Receptionist to Answer Calls A digital receptionist can answer calls coming into any of your phone numbers including your toll-free numbers. Many organizations use digital receptionists to automate call routing, presenting options to a caller such as: Press 1 for X101, Press 2 for X102, Press 3 to hear a company directory by last name , Press 4 to repeat this menu.
  • Page 13 Receptionist page. Click Browse, choose your file saved to your desktop, then click Use This Audio File. You can also use the OfficeSuite Simplicity™ Text-To-Speech option to automatically record your Digital Receptionist greeting. Click the Use Text-to-Speech radio button, then choose a male or female voice by clicking the appropriate radio button.
  • Page 14 Setting up Call Forwarding for Unanswered Calls Call Forwarding can redirect the caller to another extension, to a call group, or to a digital receptionist. Use the Call Forwarding widget on your Simplicity My Account Dashboard tab to manage call forwarding for each extension. Click the extension from the drop list, choose the number of rings before forwarding, then choose the desired location by clicking on the appropriate radio button.

  • Page 15: Setting Up And Using System Features And Preferences

    Numbers tab in My Account. The process of moving phone numbers from your previous telecommunication provider to Broadview is called ‘porting’ and can take up to two weeks to process. You can also add additional phone numbers on this page by clicking on Buy More...
  • Page 16 Setting Up Music on Hold Use the Music on Hold widget on the My Account Dashboard to set up what music callers hear while on hold. You can listen to and select from a wide range of music, including holiday instrumentals.
  • Page 17 Page button 911 Calls The OfficeSuite Simplicity™ service is fully compliant with all E911 regulations. This means that in the event of an emergency, if 911 is dialed the system will present authorities with location data about your system. If you move the system and need to update the address information or would like to review the address information, click the Settings tab on the My Account Dashboard.
  • Page 18 If new software is available the base station will download it from Broadview’s servers and install it on the base station and the phones. During the software upgrade process the base station LED will blink amber and then blink blue for several minutes.

  • Page 19: Officesuite Simplicity™ User Guide

    OfficeSuite Simplicity™ User Guide Getting to Know Your New Phone Four soft keys Programmable memory keys Speakerphone Line appearance keys Access Voicemail Message indicator Call redial Adjust volume Mute Activate headset Activate speakerphone Missed call log...

  • Page 20: Setting Up And Getting Voicemail

    Setting Up and Getting Voicemail The future of voicemail is here! OfficeSuite Simplicity comes with advanced voicemail features that allow you to access messages from your new phone, from any web browser, anywhere via email or from your smartphone. 1. Press the key on your phone.
  • Page 21 Get Messages Anywhere From Email and via Text OfficeSuite Simplicity can send your voicemail message to any email address and notify you via text/SMS of new messages. To enable, visit the website and from within the voicemail widget, choose your extension and click the box that reads “send voicemail notification.

  • Page 22: Your Caller Id

    Your Caller ID The number displayed to parties you call from the system can be set up from the Outgoing Caller ID widget on the My Account Dashboard. Select the extension from the drop list and then select the Outgoing Caller ID you would like to use from the outgoing Caller ID drop list. The Caller ID can be any phone number on your system.
  • Page 23 Making and Receiving Calls Your system include unlimited calls within the office and to phones across the Unisted States, Canada, Puerto Rico and the US Virgin Islands . For international calls charges apply and you must first dial 011 then the country code then the number. Making a Call Enter the number or select a record in the phonebook or call log list on your phone.
  • Page 24 After the call is connected, pressing the “Talk On” key again will change to speaker mode. Never Miss a Call OfficeSuite Simplicity’s Call Twinning feature allows incoming calls to ring your office phone and any other phone simultaneously. This means you never miss an important call if are away from your desk.
  • Page 25 Managing Unanswered Calls Unanswered calls can be forwarded to Voicemail, a Digital Receptionist, or another phone. You must use the Call Forwarding widget on the My Account Dashboard to setup call forwarding. Select the extension you wish to forward from the drop list, then select the number of rings (from 1 to 10) and choose one of the forward options by clicking the appropriate radio button.
  • Page 26 Calling Another Extension on the System Instantly connect with any extensions on the system by simply dialing the extension (e.g. 102) and pressing the green phone key. Remember that multiple phones can have the same extension, so multiple phones may be called. Mute The mute button is located in the lower right corner of the phone next to the speaker phone button and below the volume controls.
  • Page 27 Transferring a Call When active in a call, press the “Transfer” soft key, then enter the full phone number with area code or three digit extension and press “Transfer” again. The call is transferred immediately. If you would like a “soft transfer” so that you can announce the transfer use the “2nd Call” soft key and select “External Call”.
  • Page 28 “Split” soft key and then select “Transfer”. You will be dropped from the call and the other two parties will remain connected. Call Hold Highlight “Hold” in the talk option list from the LCD panel and press the “OK” key. To take the call off hold, highlight “Unhold”...

  • Page 29: Setting Up Phone Services

    Contacts Officesuite Simplicity allows you to have a Private Phonebook (phone only) and a Shared Phonebook (for all phones on the system). To access either phonebook, click “Ok” or Contacts from the main menu. From there select the phonebook you...
  • Page 30 Acocunt Dashboard under the Call History tab. Setting Up Your Time and Date The Time and Date is synchronized automatically with Broadview’s network. If you would like to edit these settings manually, click the Settings menu, then WRENCH ICON Date & Time, then Manual Setting and follow the prompts.
  • Page 31 Broadview staff will contact you to assist you with your order. Finally, enter the email address where you wish to receive incoming faxes. For simple instructions on how to use this service, read the Broadview Fax Quick Start Guide found under the Help tab.
  • Page 32 “porting”, If you decide to re-use an existing phone number for you new phone system, a staff member for Broadview will reach out to you shortly to assist you with the process. If you wish to purchase additional toll-free numbers, you may do so after activating your free one.
  • Page 33 Activating and Using Your Voicemail App The OfficeSuite® Mobile Voicemail App is included in your OfficeSuite Simplicity™ purchase. The Voicemail App allows access to your OfficeSuite® voicemail messages on your mobile device and displays a list of all messages in your voicemail box indicating the time, caller and status.
  • Page 36 For additional help, feel free to contact us at: Customer Support Phone: 800.221.4625 Email: support@broadviewnet.com New Sales Phone: 800.405.2200 For support: www.broadviewnet.com/support...

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