Originally posted by TVaddict:
need to clarify some doubts on the telephone network... those with extensions
1) if i am answering a call, need to press anything?
2) if i answered the call then i want to ask another person to pick it up from his desk, what should i press?
3) how to use the telephone intercom to talk to another colleague at another desk?
4) do i need to give the extension when giving other ppl my number?
btw, how to use the fax machine?
sorry guys, i'm a total idiot in these things... thanks
Different phone models work a little differently. But from what I know:
1) If you answer a call that is ringing on your own phone on your desk, just pick the receiver up and speak. No need press anything else. It is either your receptionist (using keyphone or PABX switchboard) has directed the call from mainline to your extension or the person called your direct number or someone from office is calling you.
2) This is called call transfer. Usually there will be a button, maybe labelled 'Trf' or sometimes a totally different button (got to ask your office people). Tell the caller to hold on, press that 'Trf' button, followed by your colleague's extension number (you got to know their extension number). After 1 or 2 rings, you can put down your receiver. Your colleague will answer the call. In the event your colleague not there, the ringing may just stop after the caller hangs up, or it may 'bounce' back to the main phone (usually receptionist's). She will then have to inform the caller the person is not available. If you wish to inform your colleague who the caller is before putting the call to them, after pressing the 'Trf' and their extension, wait for the ringing till they pick up, then let them know who is the caller, then when they say OK, put me through. Then you just put down your receiver, the caller will be connected to them.
3) Usually just press your colleague extension number can already. In some phone models, you may need to press maybe '*' or a special button before dialling the extension.
4) Preferably yes. This will enable them to call you directly or let the receptionist connect your call faster. You may wish to find out from your colleaugues if you all got a direct line each, or that, all calls should come in from a main line and then redirected via an extension.
Fax machine: Place the paper you are faxing face-up (text side upwards towards you) in the same slot as you will use when photocopying. Then make sure the fax machine screen is in 'Fax' mode, usually it might be in 'Copy' mode by default (if the machine is multi function machine). Then dial the fax number and press the 'Enter' or whichever trigger button to start the machine to 'eat in' the paper. Wait for your document to come out again after being 'eaten in'. Then wait for the dialling of the number by the machine. If it is answered with thse fax sound, means the other side is receiving it. If engaged tone, the machine may retry again at a later time for you. To check status, end of the day or next day, can ask the receptionist/admin in charge of the machine for a fax printout of all the faxes sent out for the day. There will show if your fax has gotten through or failed. If failed, you gotta refax or check if fax number is valid.
beri easy one also dunno.