Norwood Phones 101

Click here to download the Phone System Instructions PDF

The document contains the following:
1. Norwood Phones 101
2. Phone Cheat Sheet
3. Faxing at Norwood
4. How to Listen to Your Voicemail in Outlook
5. CallAttendant Quick Reference Sheet

Click here to access the PDF Faculty and Staff Phone and Fax list

What is the School’s main number?
301-365-2595. You may also reach the receptionist at 301-841-2100 and 301-841-4345. The receptionist is located in the Middle School office.

What are the school fax numbers?
Every employee has his or her own direct fax number.  The school also has the following fax numbers:

Admission Office:301-365-4277
Business Office: 301-365-8761   
Development Office: 301-365-9693            
Head’s Office: 301-365-4912
Lower School Office: 301-365-5487
Middle School Office: 301-365-7644
Summer Camp: 301-365-5488
MATI: 301-841-4562

How do I dial an outside line?
Dial 9 to get an outside line. 

How do I make a long distance call?
After you dial a long distance number you will hear a tone.  Enter your four digit access code to complete the call.
  
Is there a back door?
The “back door” to the Norwood phone system is 301-365-1211.  Callers may then enter your extension.  This number bypasses the receptionist.

Can someone bypass my greeting and go straight to my voice mail?
Yes. They may press the # key to bypass your greeting and go directly to your voice mailbox.

What if someone gets my voice mail and needs to speak to a real person?
They may press “0” to be transferred to the receptionist.

What is a DID line?
Norwood has Direct Inward Dial, or DID lines.  This means people may call you directly without going through the Norwood receptionist. 

How does it work?
Your DID number is 301-841-2xxx, where xxx = your extension.  Note that xxx does not equal the number of the phone in your room, rather it is the number of your voice mail extension.

How will I get my messages?
W hen someone calls your DID number, they will go directly to your voicemail box and get your greeting.  They can leave you a message, or they can press “0” to be transferred to the receptionist.  All voicemails are sent to your Norwood email account and can be listened to from your computer.

Will my DID line ring in my room or at my desk?
The phone will not ring in your room.  (Note that for staff members with their own office phone, their DID line will ring at their desk.  This is true if your phone extension = your voicemail extension.)

What is the difference between my extension, my DID, and my phone’s extension?
The phone extension is the number that belongs to the physical phone in your room, not your voice mailbox.  Your extension is the number for your voice mailbox.  Your DID number is the direct dial number to reach your voice mail and bypass the receptionist.

How will I know when I have a message?
When you have a message it will appear in your email inbox.  The light on your phone will be on.  (Note that if you share a phone with one or more people, your light will not turn on.)

What if someone needs to call me in my classroom?
Teachers generally do not want the phone to ring in their room.  If you do want someone to ring your room, you can give them the back door, 301-365-1211, and give them the extension of the phone in your room.
  
What happens if I am sick or on vacation?
You may enter an alternate greeting.  Follow the menu prompts.

What is the Norwood hold music?
The Norwood hold music is Concierto de Ajanjuez by Rodrigo performed by Julian Bream.

Phone Cheat Sheet

Initial Voicemail Setup Procedure

1. Press “Voicemail” button on phone.
2. Your initial password is 0 plus your voicemail extension. You will be asked to change it.

(You may also dial “400” to get to the auto attendant and press * to access the voicemail menu.)

 

Accessing Voicemail

1. Press “Voicemail” button.
2. Enter password.
3. Follow voice prompts.

 

Remote Access to Voicemail

1. To access the system remotely (e.g. to: check voicemail, change your greeting, etc.) dial into the auto attendant (301-365-1211) and select * at the main prompt.
2. Follow the prompts provided by the auto attendant.

 

Making Calls

1. Dial the telephone number you would like to call (you do not need to pick up the handset to begin your call – as soon as you start dialing the telephone will set up a speakerphone conversation).
2. For external calls, dial “9” to reach an outside line before dialing the telephone number.
3. Begin conversation.

 

Answering Calls

1. Pick up the handset or press the “Speaker” button.
2. Begin conversation.

 

Place a Call On Hold

1. Answer or place call.
2. Press red “Hold” button.

 

Answer a Held Call

1. Press the “Call” button that has the hold indicator next to it.
2. Note: “Held” calls can only be answered on the extension that placed the call on hold. To answer a “held” call at another extension, use the “Park” feature (instructions on back page).

 

Transferring Calls

1. Answer call.
2. Press “Transfer” button.
3. Dial extension you want to transfer the call to.
4. Either:
1. To announce caller: Wait for answer, announce call, press “Transfer” again.
2. To send call through without announcement: Press “Transfer” again.

 

Transferring Calls to Voicemail

1. Answer call.
2. Press “Transfer” button.
3. Press “Voicemail” button.
4. Press the “#” button followed by the extension you want to transfer the call to.
5. Press “Transfer” again.

 

Leave a Message Directly in Voicemail

1. Press “Voicemail” button.
2. Press the “#” button followed by the extension you for which you wish to leave a message.
3. Leave message and hang up.

 

Conference Calls

1. Answer or place first call.
2. Press “Conference” button.
3. Make second call.
4. When connected to second call, press “Conference” again… all parties will now be connected in a conference call.
5. Repeat steps 2-4 to add additional parties to the conference call.  You can have 20 people on a call.

 

Parking a Call

1. Answer or place call.
2. Press one of the “Park” buttons (e.g. “Park 1”, “Park 2”).
3. Note: A diamond indicator will appear next to the “Park” button on the extension that parked the call, on all other extensions the “Park” button will be highlighted.

 

Answering a Parked Call

1. Press the appropriate highlighted “Park” button (e.g. “Park 1”, “Park 2”).

 

Using the Intercom   (This feature should only be used when absolutely necessary.)

1. To intercom or “buzz” into an office or classroom, press the “Intercom” button
2. Dial the extension of the room you wish to intercom.
3. Press “Done.”
4. You will now be heard on speaker in the room you dialed. 

 

Getting Help

1. Press the “Tech Help” button.
2. Someone from the Tech Office will answer your call.  If no one is available you may leave a message.

 

Note:  The “EmergencyPage” and “PhonePageAll” buttons are to be used only in emergencies.  Instructions for these features will be located on the Faculty/Staff emergency cards.

Receiving a Fax
Faxes will be delivered directly into your Norwood email account.  You will see that it is a fax by the yellow icon on the left, along with the subject that will display the number that sent the fax.

 

 

 

To view the fax, open the email.  You will see options at the top of the page to Forward, Save, Print, Delete, Zoom, Rotate, etc.

 

 

Sending a fax Faxes are sent from your computer, just like you are printing a document.  To fax a document: 1 - Open the document and select “Print.”   2 - Select “Objectworld Fax Printer” as the printer - Press OK
There will be a brief pause while the faxing software opens.  You will then see a window where you should choose “Send now,” then press “OK.”
Next you will be prompted to enter the name of the person you are faxing.  (Note: You can select from your address book/contacts in Outlook, but you do not need to do so.) Enter the fax number of the recipient.  NOTE:  For long distance calls you must click the yellow phone icon before entering the fax number.
For long distance only: Enter the area code and number. Click the “Use area code and Dialing Properties” box. Click the “Use account code” box. Enter your four digit account code. Click “OK.”  You will be returned to the previous window.
You will be returned to the previous window.  For both local and long distance, Click the “Add to List” button. Click “Next.”
By default, “As soon as possible” will appear for sending the fax.  Leave that selected unless you wish to delay sending.  Click “Next.”
You will be asked if you would like to use a cover page.  If you do not, select “No” and click “Next.”  If you do want to use a cover page, double click the “Shared” icon to select from the shared fax covers.  (Note: We will provide a customized Norwood fax cover sheet and a personalized cover sheet of your own at a later date.)
After you select the cover sheet click “Next.” If you selected a cover page, you will be prompted to enter a subject and any notes.  After entering the information click “Next.”
You will see the following window where you should click “Finish” to send your fax.
After the fax has been sent, you will receive confirmation of the delivery in a Fax Transmission Report in your email inbox.  You will also receive a notice if the fax was unable to be delivered.

Integrated Messaging:

How to Listen to Your Voicemail in Outlook

All of your voice messages will appear in your email inbox in Microsoft Outlook.  You may listen to them on your phone or on your computer.  Below is an example of a voice message in Outlook:

You will see the caller ID number of the caller, if available, in the “From” column and the “Subject” will show “Voice Message from the number ______.” 
The message itself will be delivered as an attachment.  When you open the email, you will see the following screen:

What you are seeing is actually a picture of the audio file of the voicemail. 

To play the message, press the “Play” button. 

Be sure the sound is turned on and your volume is up. 

After you listen to the message, the message waiting light on your phone (if you have your own phone) will be turned off.  If you “Unread” the message in Outlook, it will treat the message as new and make your phone light blink.  If you delete the message from Outlook, it will be deleted from your messages in your voicemail box.