PABX Users' Guide

(Note: As different telephone systems (Internet Protocol telephones) are used in Shirley Chan Building/ Choi Kai Yau Building, Lee Shau Kee Building, the Student Halls of Residence, GH podium annexe and other rented off-campus premises other than New East Ocean Centre, users in these buildings should refer to the users guides provided for these telephone systems.)

1. Directory Number
   
   

   "27665111", which is also the operator's number.

2. Call From Outside
   
   

   All extensions are 4-digit numbers. Any extension ( except those NOT starting with the number 4, 5, 6 or 7 ) can be reached directly from outside by dialling "2766" ( "3400" for extensions starting with the number 2, 3 or 8 ) followed by the desired extension number. When an extension is called, the "ringing" lamp on the telephone will also be lit.
   

3. Internal Call
   
   ( applicable to communication with the telephones of numbers "3400xxxx" as well )

   * Lift the handset. On hearing a dialling tone, dial the extension number wanted. Dial "0" to call the operator.
   
   

4. External Call
   
   * Lift the handset and dial "9". On hearing a dialling tone, dial the number wanted.
   
   
5. Executive/Secretary Telephone Arrangement
   (if you have requested this arrangement)
   
   
   1. To divert all incoming calls from executive's extension to secretary's extension
      
      * Lift the handset then dial "#77" on the executive's extension and a confirmation tone will be heard. To cancel this facility, just *lift the handset and dial "*77".
      
      
   2. To transfer a call from secretary's extension to executive's extension which is free, i.e. the "busy" lamp, if available, on secretary's telephone is not lit
      

      Inform the caller first and then press "R" or "Recall" key. Dial "*1", talk to the executive and then hang up the telephone.

   3. Secretary to answer a second call (a warning tone will be heard when there is a second line coming in) when she is speaking on the telephone (if "call waiting" facility has been provided upon prior request)
      

      Inform the first caller, press "R" or "Recall" key and then dial "*86". The incoming call will be connected to the secretary's extension. The secretary can similarly transfer the call to the executive's extension as stated in item (b) above. After transferring the second call to the executive's extension, the secretary's extension will ring again and the secretary can then resume her conversation with the first caller.

6. Call Transfer
   
   

   To transfer a call, first inform the caller and then press "R" or "Recall" key. On hearing a dialling tone, dial the extension number to which you wish to transfer the call. Once connected, you can have two possible courses of action : -

   1. If the called extension is free, inform the extension user and then hang up the telephone.
      
      
   2. If the called extension is engaged, press "R" or "Recall" key again to talk to the caller.
   
   
7. Ring Again
   
   

   You have dialled an engaged extension and wish to be connected as soon as it becomes free. *Lift the handset, dial "5" and then hang up the telephone. Your extension will ring when the extension you want to call becomes free.

   To cancel this facility, * lift the handset and dial "#5".

8. Call Pick-up
   
   (if your extension has been included in a call pick-up group upon prior request)

   When you hear one of the extensions in your Call Pick-up Group ringing, *lift the handset and dial "*85". The call will then be routed to your extension.

9. Call Forward - All Calls ("Follow-me")
   
   

   If you are out, this facility can route all your calls to a selected extension.

   1. To set up the facility
      

      If you know the number of the extension to which your calls should be diverted, * lift the handset and dial "*21" followed by the number of that extension. A confirmation tone will be heard at your own extension.

      If you do not know the number of the extension to which your calls should be diverted, * lift the handset, first dial "*20" at your own extension, and then, at the extension to which your calls should be routed, * lift the handset and dial "*24" followed by the number of your own extension. A confirmation tone will again be heard at your own extension.

   2. To cancel the facility
      
      * Lift the handset and dial "#21". Alternatively, this facility can be cancelled at the extension to which your calls are diverted by * lifting the handset and dial "#24" followed by the number of your own extension. To cancel all such facilities that may have been set up to divert all calls to an extension, just dial "#22" at that extension.
      
      
10. Last Number Redial
    
    

    If you have dialled a number on an internal/external call, and wish to dial that number again (possibly because the other end was engaged the first time or the conversation had been interrupted), press the last number redial key.

11. Three-Party Conference
    
    (Note : Only one out of the three parties can be an external caller.)

    Inform the caller first, then press "R" or "Recall" key. Dial "*30" followed by the third party's extension number. Press "R" or "Recall" key again to set up the conference after the third party has answered. A confirmation tone will be heard by all three parties during the conversation.

12. Speed Dialling
    
    (Please refer to the user guide for the telephone set being used.)
    
    
13. The following applies to all extensions (including IP telephone users in Shirley Chan Building/Choi Kai Yau Building and Lee Shau Kee Building) provided with voice mail facility. There are already recorded messages to guide you through. For more details, please refer to the User's Guide of Voice Mail System on FMO Homepage ( http://www.polyu.edu.hk/fmo/useful/voicemail.html ).
    
    
    1. Retrieval of Messages (You will be notified of messages through periodic short soft ringing of your telephone. For users in the Li Ka Shing Tower, the notification of messages is provided by operation of an indicator light on the telephone set).
       

       * Lift the handset, dial "7888" (to retrieve messages from outside campus, please dial "2766 7888" and then enter the voice mail box number - same as your telephone extension number), and enter your personal code. Press "1" to listen to new voice messages; press "4" to delete the listened message; press "0" twice to check date, time and caller's extension number (if the message was left by someone on campus) of the listened message.

    2. Change of Personal Code
       

       * Lift the handset, dial "7888", and then enter your current personal code (if none, press "0000"). Then press "3" for PhoneManager function; press "1" for Personal Options menu and press "4" to change your personal code. After entering your new personal code, just press the "#" key.

    3. Recording of Personal Greetings
       

       * Lift the handset, dial "7888", and then enter your personal code. Then press "3" for PhoneManager function; press "1" for Personal Options menu and press "3" to record your personal greetings.

14. Telephone Repair Service
    
    

    The telephone system is owned and maintained by the University. If your telephone is out of order, please inform the operator by dialling "0".

    *(Note:	You can also press the "Speaker" key instead of lifting the handset. However, you must lift the handset when you speak.
    	For models with handsfree facility, you can just press the handsfree key and there is no need to lift the handset.)