3CX Phone System User Guide

cabco.ca
31 Gloster Court, Dartmouth, NS B3B 1X9 Canada
Toll free: 1-800-675-4025 Tel: 902-468-2252 Fax: 902-468-2557
[email protected] 1
Contents Page

Quick Start Guide 3

Voicemail User Guide 4

Call Parking 7

My Phone User Guide 8

Conferencing Bridge 21

Softphone User Guide 23

Changing Greetings 30

Setting Office Hours and Holidays 32

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Quick Start Guide

You must dial 9 to get an outside line.

Transfer: While on the call you wish to transfer press the Transfer button on your phone, dial the three
digit extension you wish to send the call to and hang up your handset.

Put a Call on Hold: While on the call press the Hold button on your phone.

Call Another Extension: Pick up your handset and dial the three digit extension of the person you wish
to speak with.

Voicemail: Press your message envelope button on your phone to retrieve and manage your voicemail
box (see attached for more details on managing your voicemail and remote access).

Voicemail From Another Extension: Press the voicemail button, when the attendant prompts for the
the PIN press #, you will then be prompted for your mailbox followed by your PIN.

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 Voicemail (an easy step-by-step guide)
If you are unavailable to take a call, 3CX Phone System can record a message from the caller. These
messages can be heard in the following ways:
• You can have the voice mail message emailed to you as a WAV attachment which can be
played by Windows media player.
• You can have a notification message emailed to you so that you can dial the voice mail system
and listen to the voice mail by phone.
• You can retrieve your personal voicemail from your phone by pressing the “message” button or
dialling 999 and pressing send.

Retrieving voice mail by phone

To retrieve your voice mail by phone:

1. Press your message button.
2. Enter your peronsal ID number (default 1234)
3. A prompt will be played with the number of read and unread messages in your voice mailbox.
4. Press * to play your unread messages.
5. During playback of voice mail, you have these options:
• 0 – Skip to the next message
• 1 – Skip to the previous message.
• 2 – Repeat current message.
• 3 – Delete the current message and automatically go to the next message.
• 4 – Call Back – this will trigger a call to the caller ID of the person who left the message.
• 5 – Forward message to another extension
• 9 – To go to the Voice mail options menu (see below)
• # – To hang up the call

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Voice mail options menu
The voice mail options menu allows you to set your status, configure your pin code and delete all read
messages. It can be reached by entering 9 during message playback or during the welcome prompt. The
following options are available:
• 1 – to set your status
• 3 – to dial an external number or internal extension
• 4 – to delete all messages
• 5 – To record your name (used for call by name)
• 6 – To play mailbox information
• 7 – To change pin number
• 8 – To change your voice mail greeting (see below)
• 9 – To repeat the prompt
• # – To exit the call

Change Your Voicemail Greeting

Changing your personal greeting is accessed through your mailbox by accessing your mailbox and going
to the voicemail options menu (option 9), and selecting to change your voicemail greeting option 8.

1. Press the “message” button on a phone setup for voicemail.

2. Enter your personal ID number (default 1234).
3. When the voicemail options start to play press 9
4. When the mailbox options start to play press 8.
a. Press 0 for new greeting
i. Record at the tone, when done press #
ii. Press 0 to save recording
iii. Press 1 to re-record
iv. Press 2 to listen
v. Press # to exit
b. Press 1 to restore factory default greeting
c. Press 2 to listen to current
d. Press # to exit

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Retrieving and Managing Voicemail
From Outside the Office
You can access your voicemail box and check messages and manage voicemail settings
from outside the office. There are two ways to do this depending on how your system is
configured.

Configured with Digital Receptionist (DR)

1. Call into a line that is answered by a Digital Receptionist (Auto Attendant).

2. When the DR answers, dial 999.

a. Depending on your extension length, the access code may change. Two digit extensions
use: 99, Three digit use: 999, Four digit use: 9999.

3. When prompted for your mailbox number key in your extension.

4. When prompted for your PIN enter your voicemail password (default 1234).

Configured without Digital Receptionist (DR)

1. Call into a line that is answered by any voicemail box.

2. When the voicemail answers dial #.

3. When prompted for your mailbox number key in your extension.

4. When prompted for your PIN enter your voicemail password (default 1234).

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Call Parking (Grandstream)
Call Park slots are open hold slots that anyone can put a call into, or, retrieve a call from (unlike your “Hold”
button which is an exclusive hold).

Placing a call into Park

• When you have an active call press transfer and press the Park1 or Park 2 button
• The caller will be transferred into the park slot and you can hang up your handset

Retrieval
• Pick up your handset and the appropriate Park button

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MyPhone Web Interface
3CX MyPhone is a web based utility that allows you to easily manage your extension with a few mouse clicks. You
can make changes to your user status, forwarding and voicemail rules, edit your extension settings as well as
manage your voicemail and start multi party conference calls.

For the Full user guide please visit: http://www.3cx.com/blog/myphone/

Accessing
1. Open your web browser
2. In the address bar type in the address: http:// :5000/MyPhone
a. You may be prompted to install Microsoft Silverlight, please do so.
3. When the page loads you will prompted for your extension and PIN (default PIN is 1234).

Usage
Main Screen
The main screen shows the active calls in the system (it will show all the calls you have rights to see) as
well as a list of all the extensions in the system, grouped by extension group. You can perform an action
on a call or extension by right clicking it.

Active Call Status • Red – Away – User’s status is set to

• Internal calls – Shown in purple. Away. Calls will be diverted based on
• External calls – Shown in dark blue. his/her preferences.
• Parked calls – Shown in dark red. • Dark Orange – User’s status is set to Out
Of Office. Calls will be diverted based on
his/her preferences.
Extension Status/Presence • Yellow – User’s phone is ringing or
dialing.
• Green – User is available for calls.
• Purple – User is on an internal call.
• Grey – Not registered – User does not
• Blue – User is on an external call.
have a phone registered to take calls.

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MyPhone Web Interface (Continued)

Call History Tab

The Call History tab shows all your outbound, inbound and missed calls. For each call you can see the
date and time, the number, the caller name (if known) and the status.

You can filter the calls by selecting Missed, Outbound or Received Calls. To launch a call, double click on
a number, or click once to make the number appear in the Dial box so that you can edit it before calling.

Voicemail Tab

The Voice Mail Tab allows you to

view and play voice mail messages.
All voice mail messages stored on
3CX Phone System are listed. You
can delete messages, mark them as
heard, or click ‘Play on Phone’ to
listen to your voice mail message on
your extension.

Phonebook Tab

The personal phonebook allows you to create a list of personal numbers which you can use from the dial
edit box in 3CX MyPhone. You can specify all or part of the contact name and 3CX MyPhone will then
autocomplete the number.

You can manage your contacts from the phonebook tab. Add, Edit or Delete entries by clicking the
appropriate toolbar buttons. To trigger a call to a person in the phonebook, double click on the contact
or click and select the ‘Call’ button.

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MyPhone Web Interface (Continued)

Settings Tab

The Settings Tab has several sub tabs that allow you to edit your extensions details, setup voicemail
handling and handling miscellaneous extension settings and dial rules.

Extension Details: This section allows you to change basic user information;
• Name and email address.
• Outbound caller ID is the number displayed when you call someone (not available on analog
lines).
• Mobile number is used to allow other extension users to call you directly on your mobile. If you
use 9 for dialling an outside line prefix your number with this as well.

Forwarding Rules: This section allows you to change voice mail settings:
• Specify whether you want to play the caller ID of the person who left you a message.
• Play the time the message was received.
• Specify whether you wish to receive voice mail by e-mail.
• Change your PIN.

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 3CX MyPhone User Guide

First Time Connecting

To start the 3CX MyPhone, Open an Internet Browser and type in http://xx.xx.xx.xx:5000/myphone
where xx.xx.xx.xx is the IP address of your 3CX server. It will bring up a Login Box. Enter your extension
and your voicemail PIN. You can get these details from your

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 3CX MyPhone User Guide

This will bring up the 3CX MyPhone Window.

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 3CX MyPhone User Guide

Extension Status of Phones

Setting Your Status

Here is what others see depending on your forwarding rules.

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 3CX MyPhone User Guide

Phone Status Colors

Phone not Logged in Grey

Available – Green

On a Call Inside line – Purple

On a Call Outside Line – Blue

Receiving a Call – Yellow

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 3CX MyPhone User Guide

Installing Myphone Locally on your Personal Computer

To install the 3CX MyPhone locallyon your computer, rightclick with your mouse over the 3CX window and click
install 3CX MyPhone onto this computer.

It will look like this when installed localally.

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 3CX MyPhone User Guide

Call History Tab

The call history tab will give you details on phone calls made, received and missed calls.

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 3CX MyPhone User Guide

Settings Tab
The extension details is so you can configure your extension details, forwarding rules and MyPhone preferences.

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 3CX MyPhone User Guide

VoiceMail Tab
The voicemail tab is so you can play, delete and change played status of your voicemail as well as return a call.

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 3CX MyPhone User Guide

PhoneBook Tab
The voicemail tab is so you can play, delete and change played status of your voicemail aswell as return the call.

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 3CX MyPhone User Guide

Conferencing Tab
The conferencing tab is so you can create a phone conference. Ist give the conference a name, then using the
arrows choose and select people you want in the conference and move them into the conference participants
window. External numbers can be added by typing them in then moving them to the participants window.

For more information on using the 3CX Myphone, please use the following website:

http://www.3cx.com/blog/myphone/

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3cx Conference Bridge

Call conferencing allows you to easily setup a conference call for up to 32 callers (license permitting).
Although many conference call services exist, it’s often easier and cheaper to host your own audio
conferences. Conferences can be set-up ad hoc, without the need to reserve a conference room. This
has been done to simplify the set-up of conference calls.

Creating a call conference

You can create a conference call by dialing the conference number directly by phone, or by using the
3CX Assistant.
Creating a conference from your Phone

To setup a conference call from your phone you will need to inform the other participants of the number
they need to dial and the conference ID. For example, internal callers will need to dial 700 but external
participants will need to dial a specific DID or else dial 700 at the IVR menu. After that they need to enter
the conference ID that you will use for the conference call.

To setup a call conference directly from your desk phone:

1. Dial the conference extension number, by default this is 700

2. You will be requested to enter a conference ID. This can be any number, for example ‘100’

3. All callers that wish to join the conference must specify the same conference ID!

4. If your administrator has configured that 3CX requires a PIN to create a conference, enter it now.
This PIN will only be required by the person creating the conference

5. If you are the first participant, the conference system will ask you to confirm creation of the
conference. Press * to confirm or # to cancel

6. You will be asked to speak your name after the beep and press a button to continue.

7. You will now enter the conference. If you are the first caller, you will hear music on hold, whilst
you wait for the other callers. As soon as another caller joins, his name will be announced.

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3cx Conference Bridge (continued)

Creating a conference from 3CX Assistant

1. Select one of the conference

participants in 3CX Assistant and right
click.

2. Select ‘Create Call Conference’.

3. The Create Call Conference dialog will

appear with yourself and the selected
party as a participant. You can add
additional participants by selecting one
or more extensions on the left hand
side and selecting ‘Add to Conference’.

4. You can add External Participants by

including their telephone number
(including any prefix that may be
required)

5. Click OK to create the call conference.

6. All participants will be called by the

PBX, they just need to answer the
phone to join the conference.

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 SOFTPHONE USER GUIDE

To start the 3CX Softphone, Click on the 3CX Softphone icon.

If you had hit the exit button, the 3CX softphone will minimize down by the PC clock, but it is still
running.

To stop the softphone application, go to the Menu Button then click Exit.

To dial an extension, enter the extension number and press the Dial Key or press the soft key.

Soft
Keys

Dial Key

To dial an outside number, press 9, enter the number, press the Dial Key (green).

To disconnect a call, press the Dial key which is red while on a call.

To put a call on hold, note the active line then press the hold key. To recover the call, press
the line key that the caller is on.

To transfer a call, press the transfer button, enter

the extension (or soft key), then press the Dial Key.

To park a call, check for an un-used park key, press

the park key you want to use, then notify the person
who the call is parked for.

To mute a call, press the mute key.

To Answer a call, click on either the green answer,

red busy or blue send to voicemail button.

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 SOFTPHONE USER GUIDE

Main Screen

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 SOFTPHONE USER GUIDE

Video Screen

Soft Key Buttons

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 SOFTPHONE USER GUIDE

Main Menu

Preferences Screen

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 SOFTPHONE USER GUIDE

Account Settings

Account Information

When you setup an account, you will need to get your

account information from your system administrator.

The account name is the name you want to call it and the
caller ID is what you want an outside number to see.

Depending on your phone line provider, the caller ID

information may not show.

The extension is your phone extension; the ID is used for

logging in along with the password

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 SOFTPHONE USER GUIDE

Soft Keys

Soft keys can be programmed two different ways: under the 3CX Management Console and
under the softphone accounts menu.

You can program shared park keys, speed dials and Busy Lamp Field’s (BLF). BLF’s are for
extensions in the system and will turn different colors depending on what the caller is doing.
Green means the user is not on a call, orange means they are on a call, and flashing means
their line is being called.

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 SOFTPHONE USER GUIDE

Soft Key Examples

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 QUESTIONS?
For technical questions or service support, please contact the
Cabco Technical Support Team at 1-800-675-4025.

Visit the 3CX Website for additional information and user guides
at http://www.3cx.com/blog/support

cabco.ca
31 Gloster Court, Dartmouth, NS B3B 1X9 Canada
Toll free: 1-800-675-4025 Tel: 902-468-2252 Fax: 902-468-2557
[email protected]