Home Office Phone Number with Voicemail Tutorial

Introduction
Getting Started
The Basics
Advanced


Introduction
Your new Home Office Phone Number is specifically designed for work-at-home employees. It provides you with your home office phone number plus a host of enhanced business phone features that allow you to easily manage your communications and ensure you never miss important calls regardless of where you are.

This tutorial will guide you through the process of setting up and customizing your new service, and explain how to use its basic and advanced features available to you through your personal website. If you have questions, you may contact customer service at 1-877-796-9525.


Getting Started
This information will assist you in beginning to use your new Home Office Phone Number. At this point you should have received your Home Office Phone Number and temporary PIN.

This section of the tutorial covers the following:


What is a Home Office Phone Number?
A Home Office Phone Number is your personal phone number that rings at your home office and takes a message if you are unable to take the call. Through your personal Website you can change where your Home Office Phone Number rings and what happens if your phone is not answered. With your Home Office Phone Number you can:

Changing Your PIN
When you first log into your service via the web, it is important to change your PIN from the temporary PIN you were provided. The new PIN must be between 6 and 10 digits and cannot start with 0. Also, the system will not allow a PIN that uses repeating numbers such as 222222 or an easily recognized pattern such as 123456. You may change your PIN at any time by following these instructions.

By Phone:
To change your PIN Using the Phone
  1. Dial your Home Office Phone Number.
  2. During the first two rings, enter your PIN during the voicemail greetings.
  3. Touch 8 for User Options.
  4. Touch 7 to change your PIN.



By Web:
To change your PIN:
  1. Go to exchange.intermedia.net/ControlPanel/Login?ClientType=Voice.
  2. Enter your Home Office Phone Number and PIN.
  3. Click the Personal Info tab.
  4. Select Change PIN.
  5. Enter your current (temporary) PIN.
  6. Enter your new PIN.
  7. Reenter you new PIN.
  8. Click Ok.



Recording Your Greetings
Your Home Office Phone Number requires you to record your name and an Unavailable Greeting for your voicemail box. Your recorded name is used within the main service greeting and your Unavailable Greeting is played to callers before they leave a message.

To record your name and Unavailable Greeting:

You may re-record your name and Unavailable Greeting at anytime by calling your Home Office Phone Number, entering your PIN during the voicemail greetings, and then touching 8 for user options. Once in the User Options Menu, touch 2 for General Introductions, and then touch 2 to re-record your Unavailable Greeting



The Basics
This information will assist you with learning to use the basic features of the Home Office Phone Number.

This section of the tutorial covers the following:


Logging In
In order to customize and manage your Home Office Phone Number, you must log into the web site at exchange.intermedia.net/ControlPanel/Login?ClientType=Voice. Once logged in, you will be able to configure your phone service, listen to voicemail, access faxes and manage other aspects of your service such as changing your PIN, and viewing your billing and call history. Additionally, you may access several features of your Home Office Phone Number such as voicemail through any touch-tone phone.

By Phone:
To log into your Home Office Phone Number via the phone:
  1. Dial your Home Office Phone Number.
  2. During the first two rings, enter your PIN.
Once you have entered your PIN, you are in the command mode where you may listen to voicemail and record greetings.


By Web:
To log into your Home Office Phone Number via the Web:
  1. Go to exchange.intermedia.net/ControlPanel/Login?ClientType=Voice.
  2. Enter your Home Office Phone Number and PIN (or temporary PIN if it is your first time logging in).
Once logged in, you may manage voicemail and determine how unanswered calls will be handled, enable Call Forwarding and Screening, view your bill and Call History, and much more.


Configuring Unanswered Calls Setup
Unanswered Call Setup allows you to determine how calls to your office that go unanswered will be handled. You can choose how many times your office phone will ring and what happens if you don’t answer. You may choose to either send callers to voicemail, another phone, multiple phones at the same time, or multiple phones in a specific order. Initially, your service is configured to ring your office 3 times then send callers to voicemail.

NOTE: If your office phone is answered by an automated attendant or receptionist, the Follow-Me Number will not be able to redirect the call based on your Unanswered Call settings.

By Web:
To configure Unanswered Calls Setup:
  1. Go to exchange.intermedia.net/ControlPanel/Login?ClientType=Voice.
  2. Enter your Home Office Phone Number and PIN.
  3. Click the Call Manager Tab.
  4. Click the Unanswered Call Setup button.
  5. Select how many times your office phone will ring.
  6. Select what happens if you don’t answer your office phone. You may choose from:
    • Send callers to voicemail
    • Send callers to a phone number of your choice
    • Send callers to up to 5 numbers at the same time so that you may take the call on any of the ringing phones
    • Send callers to up to 5 numbers in a specific order so that you may take the call on a specific ringing phone
  7. Click Save to save and activate your changes.



Managing Voicemail
Your Home Office Phone Number comes equipped with a built-in voicemail box. You may access your voicemail messages from any touch-tone phone or the web.

Voicemail Highlights:



By Phone:
To listen to voicemail over the phone:
  1. Dial your Home Office Phone Number.
  2. During the first two rings, enter your PIN.
  3. Touch 1 to listen to messages.
  4. Follow the instructions to listen to, save, delete and forward messages.
NOTE: You may touch 9* to call the person back who has left you a message, providing the system was able to capture his or her caller ID. You may touch ## to rebound back to your Home Office Phone Number when finished with the call.


By Web:
To listen to voicemail via the Web:
  1. Go to exchange.intermedia.net/ControlPanel/Login?ClientType=Voice.
  2. Enter your Home Office Phone Number and PIN.
  3. Click the voicemail button on the left of the page (if the voicemail management page is not visible).
  4. Click the Play button associated with the voicemail you wish to listen to.
  5. You may also forward voicemail messages via email by clicking the Forward button and filling out the on-line form.





Advanced
The previous section of this tutorial introduced you to the Home Office Phone Number.

This section of the tutorial covers the following:


Configuring Call Forwarding
Call Forwarding routes calls straight to voicemail or to different phone numbers so that your callers can reach when you are away from your office. You can enable Call Forwarding and then choose to send callers straight to voicemail, another phone, multiple phones at the same time, or multiple phones in a specific order. Call Forwarding will override your Unanswered Calls Setup when it is enabled. Initially, your service is configured will Call Forwarding turned off so that your calls ring to your office.

By Web:
To Configure Call Forwarding:
  1. Go to exchange.intermedia.net/ControlPanel/Login?ClientType=Voice.
  2. Enter your Home Office Phone Number and PIN.
  3. Click the Call Manager Tab.
  4. Click the Call Forwarding button.
  5. Turn Call Forwarding On.
  6. Select the type of Call Forwarding you want. You may choose from:
    • Send all callers to voicemail.
    • Send callers to a phone number of your choice.
    • Send callers to up to 5 numbers at the same time so that you may take the call on any of the ringing phones.
    • Send callers to up to 5 numbers in a specific order so that you may take the call on a specific ringing phone.
  7. Click Save to save and activate your changes.



Configuring Call Screening
Call Screening allows you to manage your incoming calls better. You can choose between two types of Call Screening, Urgency Screening and Voice Screening. Urgency Screening asks the caller if their call is urgent and then prompts the caller to either touch 0 to connect to you or to leave a message.

Voice Screening prompts the caller to state their name, and then it sends the call to you so you can hear who is calling and choose to accept the call, reject it, or send it to voicemail. Call Screening may be turned on and off at any time, and will be applied to calls to your office or forwarded calls.

By Web:
To configure Call Screening:
  1. Go to exchange.intermedia.net/ControlPanel/Login?ClientType=Voice.
  2. Enter your Home Office Phone Number and PIN.
  3. Click the Call Manager Tab.
  4. Click the Call Screening button.
  5. Turn Call Screening On.
  6. Select the type of Call Screening you want. You may choose from:
    • Urgency Screening (Your callers hear: Hello you have reached (your name). If it is urgent you speak with your party now, touch 0, otherwise please hold the line to leave a detailed message.)
    • Voice Screening (Your callers hear: Hello you have reached (your name). Please state you name after the tone. Your phone will ring and you will hear the callers name and my choose to take the call or not.)
  7. Click Save to save and activate your changes.
NOTE: Call Screening will be disabled if you choose Call Forwarding to Voicemail.


Configuring Notification
Your Home Office Phone Number has the ability to notify you of new voicemail messages, which can save you time and increase your efficiency. Notification is available via pager, email, or digital cell phone.

Notification Highlights:



By Web:
To configure Notification:
  1. Go to exchange.intermedia.net/ControlPanel/Login?ClientType=Voice.
  2. Enter your Home Office Phone Number and PIN.
  3. Click the Personal Info tab.
  4. Select Notification.
  5. Enter the email address you want notifications sent to. (If you wish to receive notification to a cell phone and are unsure of the email address, use the provided list of cell phone carrier's email addresses.)
  6. Determine the format of the notification.
  7. Use the test button to send a test notification.



Configuring Group Messaging
Group Messaging allows you to forward voicemail messages from one AccessLine user to another. If there are multiple people who have AccessLine voicemail, you can create lists to send broadcast messages and forwarded messages.

With Group Messaging, you can:



By Web:
To configure Group Messaging:
  1. Go to exchange.intermedia.net/ControlPanel/Login?ClientType=Voice.
  2. Enter your Home Office Phone Number and PIN.
  3. Click the Personal Info tab.
  4. Select the Group Manager button.
  5. Click Create Group.
  6. Enter a unique Group Number (which is used when sending messages via the phone).
  7. Enter a unique Group Name (which is used when sending message via the Web).
  8. Enter a Description for this group (optional).
  9. Enter the AccessLine phone number or the first or last name of the first person to be added to the list.
  10. Determine if this person is an Administrator (able to modify this list) and/or a Sender (able to send messages to this group) and/or a Recipient (only able to receive messages).
  11. Click Add.
  12. Repeat steps 7, 8 and 9 until all members of the group have been added.



Receiving and Sending Faxes Using a Fax Machine
In order to use a fax machine with the AccessLine Home Office Phone service, you need to purchase the optional fax line service. To send and receive faxes using your fax machine, plug the phone cord from your fax machine into the port marked PHONE 2 on the back of the VoIP Phone Adapter. The fax machine must be plugged directly into the Phone Adapter, and cannot be connected to your router or LAN.

To send a fax, simply use your fax machine as you would with a landline phone service.

NOTE: Your voice line can also receive and store faxes for you through your Home Office Phone Number. For more information see Receiving Faxes with the next section.

Using the Fax Feature of your Home Office Phone Number
You can instruct callers to send faxes to your home office number, which will recognizes the call as a fax and store the fax for you. You may then access the fax via the Web.

Faxing Highlights:



By Web:
To access and manage faxes via the Web:
  1. Go to exchange.intermedia.net/ControlPanel/Login?ClientType=Voice.
  2. Enter your Home Office Phone Number and PIN.
  3. Click the Fax button on the left side navigation bar.
  4. To view a fax, click the icon representing the format you wish to view your fax (PDF, JPG or TIFF).
  5. To forward a fax, click the Forward button and enter the email address or AccessLine phone number of the recipient.
If forwarding via email, you will be presented with an email form to fill out.

Sent Fax Log
Anytime you forward a fax from your Home Office Phone Number, an entry is made in your Sent Fax Log which is accessible via the web. The Sent Fax Log shows time and date the fax was sent, phone number or email address the fax was sent to and whether the fax was delivered or not. If the fax failed to be delivered, the Sent Fax Log will tell you why it failed.

To view the Sent Fax Log via the Web:

  1. Go to exchange.intermedia.net/ControlPanel/Login?ClientType=Voice.
  2. Enter your Home Office Phone Number and PIN.
  3. Click the Fax button on the left side navigation bar.
  4. Click the Sent Fax Log tab.


New Fax Notification
To configure Notification of Received and Sent Faxes
  1. Go to exchange.intermedia.net/ControlPanel/Login?ClientType=Voice.
  2. Enter your Home Office Phone Number and PIN.
  3. Click the Personal Info tab.
  4. Select Notification.
  5. Enter the email address you want notifications sent to. (If you wish to receive notification to a cell phone and are unsure of the email address, use the provided list of cell phone carrier's email addresses.)
  6. Determine the format of the notification.
  7. Use the test button to send a test notification.



Reservationless Conference Calling
An Reservationless Conference does not have a pre-reserved start time, so you may initiate a conference call at any time, whenever needed. You may have up to 9 people join your Reservationless Conference call. Your Home Office Phone Number serves as the "call in" number.

Reservationless Conferencing Highlights:

NOTE: To allow you the greatest amount of flexibility, you can use a combination of Reservationless and Reserved conferencing.

Reservationless Conference calls can ONLY be created and modified via the web interface.

By Phone:
Joining an Reservationless Conference:
An Reservationless Conference may be accessed at any time: Dial the Home Office Phone Number on which the conference is scheduled. Touch ** when prompted. (See NOTE below) Enter your Host or Guest code to join the call. Note: The prompt that instructs callers to "touch **" to join a conference IS NOT permanently activated if you create an Reservationless Conference. The first participant joining your call must know they need to touch ** to access the conference. After the first participant joins the conference, the "touch **" prompt is played for all subsequent callers.


By Web:
Creating an Reservationless Conference:
To create an Reservationless Conference via your web account:
  1. Log on to your web account.
  2. Select the Conferencing Services button on the left of the page.
  3. Click "Set Up Reservationless Conference Now" button.
  4. Enter all required information.
  5. Click Reserve.
Modifying an Reservationless Conference:
An Reservationless Conference may be modified at any time via your web account:
  1. Log on to your web account.
  2. Select the Conferencing Services button on the left of the page.
  3. Locate the Reservationless Conference you wish to alter and click the "modify" button.
  4. Make any necessary changes.
  5. Click Save.



Scheduled Conference Calling
A Scheduled Conference has a defined start time and duration. You set the start and end time and configure the number of participants. Up to 16 people may participate in a Scheduled conference, and if desired all may be 2-way speaking participants. You can define how many Guest Speakers and Guest Listeners are allowed using the web interface. Your Home Office Phone Number serves as the "call in" number.

Reserved Conference Calling Highlights:

NOTE: You can reserve a conference call for up to 16 people.

TIP: During a conference, touch *1 to mute your line, touch *1 again to unmute.

By Web:
To Reserve a conference call via the Web:
  1. Click the Conference Calling button on the left side of the page.
  2. Click Reserve a New Conference Now!
  3. Enter the date of the conference.
  4. Enter the start time of the conference.
  5. Enter the length of the conference.
  6. Enter the number of guests desired, both listen only and speaker/listener, for the conference.
  7. Enter the Guest Code (4-10 digits) that allows guests to join the conference.
  8. Enter the Host Code (4-10 digits) that allows you to join the conference and access host options during the conference.
  9. Click Reserve Conference to confirm and accept the reservation.
TIP: After reserving a conference call, remember to send your guests invitations that include the time of the conference call, the Guest Code and instructions to enter ** during your greeting followed by the Guest Code.




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