Contact Information Technology @ x5440
Accessing voice mail from another Village phone or a single line phone: 
  1. Dial 7900 from a Village phone
  2. If you are calling from a phone with voice mail, you will be prompted for your security code. If you are calling from a phone other than your own (which is attached to someone else's voice mail), hit the * key to cancel that prompt.
  3. As soon as the next message starts hit the # key.
  4. Type in you extension number and password.
Accessing voice mail from an outside phone:
  1. Dial 847-870-5646.
  2. Hit the star (*) key.
  3. Dial your 4-digit extension number and password.
  • Primary Personal Greeting:
    “Hello, Thank you for calling the Village of Mount Prospect. You have reached the desk of (your first and last name). I am currently unavailable to take your call at this time so please leave your name and telephone number with a brief message and I will return your call as soon as possible. If this matter requires immediate attention please dial “0” for assistance. Thank you."
  • Conditional Personal Greetings:
    • Busy Greeting:
      “ Hello, Thank you for calling (your dept or Village of MP). You have reached the desk of (your first and last name). I am currently on another call at this time, so please leave your name and telephone number with a brief message and I will return your call as soon as possible. If this matter requires immediate attention please dial “0” for assistance. Thank you.”
    • No Answer Greeting:
      “ Hello, Thank you for calling (your dept or Village of MP). You have reached the desk of (your first and last name). I am currently away from my desk at this time, so please leave your name and telephone number with a brief message and I will return your call as soon as possible. If this matter requires immediate attention, please dial “0” for assistance. Thank you.”
    • Call Forward Greeting:
      “ Hello, Thank you for calling (your dept or Village of MP). You have reached the desk of (your first and last name). I am currently out of the office at this time, so please leave your name and telephone number with a brief message and I will return your call as soon as possible. If this matter requires immediate assistance, please dial “0” for assistance. Thank you.”

The Phone Calls with Multiple Users (pdf) has instructions on how use the conference feature, combine existing calls, and view or remove conference participants. 

Paging Instructions:

  • Paging Via Phones:
    • Lift handset
    • Dial page access code
    • Talk into handset
  • Paging Codes For:
    • 1960 = Village Hall Common Areas (Community Center, Craft Room, Village Board Room)
    • 1961 = Village Manager's Office (including TV Services)
    • 1962 = Finance
    • 1963 = Human Services
    • 1964 = Community Development
    • 1966 = Information Technology
    • 1967 = Village Hall All Page
    • 1968 = Community Connections Center
  • Overhead Paging:
    • Lift handset
    • Dial page access code
    • Talk into handset
  • Paging from Building to Building
    Dial extension - wait for dial tone - dial Security Code (112233) - wait for dial tone - enter 3-digit code - after series of beeps, speak message - hang up.
  • Ext.# - Sec.# - Paging Code
    • Fire Administration (St. 13) 5698 -- 112233 - 301
    • Fire Operations (St. 13) 5698 - 112233 - 302
    • Police 5698 - 112233 - 303
    • Public Works 5595 - 112233 - 305
    • Fire Station 12 5895 - 112233 - 306
    • Fire Station 14 5995 - 112233 - 307

Voicemails

 To access voice mail from your Village phone

  1. Hit the message button on the Village phone with your extension
  2. You will be prompted for your security code, dial it and hit #
  3. Your new message will start without prompting

 To access voice mail from another Village phone

  1. Hit the message button on any Village phone
  2. Once the greeting begins, hit the # key then the * key
  3. Enter your ID (your 4-digit extension) followed by the # key
  4. You will be prompted for your security code, dial it and hit #
  5. Your new message will start without prompting

 To access voice mail from an outside phone

  1. Dial 847-870-5646.
  2. Hit the star (*) key.
  3. Enter your ID (your 4-digit extension) followed by the # key
  4. You will be prompted for your security code, dial it and hit #
  5. Your new message will start without prompting

To transfer a call directly to voice mail

  1. With a call in progress:
  2. Press TRANSFER soft key (places party on hold).
  3. Dial 33 plus 4 digit extension number you wish to transfer to.
  4. Hang up handset to complete transfer.

To call a voice mail box directly

  1. Dial 33 plus 4 digit extension number where you wish to leave a message.

Setting an Out of Office Greeting

It is recommended to record a generic Out of Office (Alternate) Greeting without dates or times in it so that you can use it anytime you’re out of the office without having to re-record it each time.

To record and set a new Alternate Greeting, from your desk phone:

  1. Press the Messages button and type in your pin code followed by #
  2. Press 4 to enter Setup options
  3. Press 1 to enter Greetings
  4. It will play your Standard Greeting, let it play through and then Press 3 to Edit other Greetings
  5. Press 3 to Edit your Alternate Greeting > follow the prompts to record a new Alternate Greeting and save it
  6. If you wish to use the Out of Office greeting immediately, press 3 to Turn it on, otherwise press * to exit
  7. Once you have your Alternate Greeting turned on, the system will ask you to set up an End date/time you would like your Alternate Greeting to automatically turn off: press 1 and follow the prompts to select the day, time; if you want to leave it on indefinitely and manually turn it off when you are back in the office, you can press #
  8. Hang up to exit

If you already have a pre-recorded / generic Alternate Greeting in the system and you just want to turn it on, follow the instructions below, from your desk phone:

  1. Press the Messages button and type in your pin code followed by #
  2. Press 4 to enter Setup options
  3. Press 1 to enter Greetings
  4. It will play your Standard Greeting, let it play through and then Press 2 to turn on your Alternate Greeting
  5. To set an End date/time press 1 and follow the prompts to select the day, time you would like your Alternate Greeting to automatically turn off (if you want to leave it on indefinitely and manually turn it off when you are back in the office, you can press #)
  6. Hang up to Exit

 To turn off your Alternate Greeting, follow the instructions below, from your desk phone:

  1. Press the Messages button and type in your pin code followed by #
  2. Press 4 to enter Setup options
  3. Press 1 to enter Greetings
  4. Press 2 to turn off your Alternate Greeting; it will play your current (Standard) greeting
  5. Hang up to Exit

To change this greeting from outside the phone system, dial 847-870-5646 and press the * key once answered. The system will ask for your ID which is your four-digit extension. Once entered, begin the above instructions.

 

Voice Mail Greeting Examples

Primary Personal Greeting:

“Hello, Thank you for calling the Village of Mount Prospect. You have reached the desk of (your first and last name). I am currently unavailable to take your call at this time so please leave your name and telephone number with a brief message and I will return your call as soon as possible. If this matter requires immediate attention please dial “0” for assistance. Thank you.” 

Conditional Personal Greetings:

  • Busy Greeting:

“ Hello, Thank you for calling (your dept or Village of MP). You have reached the desk of (your first and last name). I am currently on another call at this time, so please leave your name and telephone number with a brief message and I will return your call as soon as possible. If this matter requires immediate attention please dial “0” for assistance. Thank you.”

  • No Answer Greeting:

“ Hello, Thank you for calling (your dept or Village of MP). You have reached the desk of (your first and last name). I am currently away from my desk at this time, so please leave your name and telephone number with a brief message and I will return your call as soon as possible. If this matter requires immediate attention, please dial “0” for assistance. Thank you.”

  • Call Forward Greeting:

“ Hello, Thank you for calling (your dept or Village of MP). You have reached the desk of (your first and last name). I am currently out of the office at this time, so please leave your name and telephone number with a brief message and I will return your call as soon as possible. If this matter requires immediate assistance, please dial “0” for assistance. Thank you.”

  • To Originate an Internal Call:
    1. Lift handset
    2. Dial 4-digit internal extension number

  • To Originate Outside Call:   

    Lift handset dial 9 plus desired number
    OR
    •With handset in place, dial the number first, then press Dial soft key
    OR
    •Press the NewCall soft key. You will hear dial tone, speaker is activated
    OR
    •Press the Redial soft key to automatically call the last number you dialed

  • To Answer an Incoming Call:
    1. Lift handset
    2. To answer a second call coming in, press Answer soft key. This puts first caller on hold and answers second call.
      NOTE: Use the Navigation Keys (Up and Down Keys) and the Resume (Stop sign) key to toggle between calls.
  • To End a Call:
    1. Hang up handset or press EndCall soft key
  • To Use Speaker Phone:
    1.  Press Speaker button (Bottom right of phone, has picture of speaker)
    2. Dial phone number or answer call
    3. Press Speaker button to disconnect
  • Muting a Call:   
    1.  To mute a call, press the Mute button (Mute button lamp on)
    2. You can mute the handset, speakerphone, or headset

Note: To use your speakerphone, the mute button must be off (lamp off)

  • To Transfer a Call With a call in progress:
    1.   Press TRANSFER soft key (appears in display), puts caller on hold.
    2. Dial destination station
    3. Wait to announce caller (optional)
    4. Hang up handset to complete transfer

Note: To retrieve caller before you hang up, depress End Call soft key (Appears in display), and then the Resume (stop sign) key to return to original caller

  • To Transfer a Caller Directly to Voicemail With a call in progress:
    1. Press TRANSFER soft key, places party on hold
    2. Dial 33 plus 4 digit extension number you wish to transfer caller to
    3. Hang up handset to complete transfer
  • Conference With a call in progress:
    1. Depress Confrn soft key, receive interrupted dial tone
    2. Dial second party (if calling outside party dial 9 for outside line)
    3. When call connect press Confrn soft key
    4. Three-way conference is established

Note: Maximum of six parties, including the initiator.

  • To Place a Call on Hold:
    1. Press Hold soft key (Appears in the display)
    2. Press Resume soft key to return call
      Note: If multiple calls are on hold, use the Navigation button (Up and Down arrows) to scroll to the line you wish to retrieve, and press the Resume button.
    3. To place a second call after placing the first call on hold, press the Newcall soft key, then dial 9 plus your telephone number.
  • To Set Call Park with a call in progress:
    1. Press More soft key
    2. Press Park soft key
    3. Glance in display for Parking Place number 1600-1619
    4. Hang up handset
  •  To Retrieve Call Park from any Telephone:
    1. Lift handset
    2. Dial Parking Place number 1600-1619
    3. Converse with caller
  • To Set Call Forward-All Calls
    1. Press CFwdALL soft key (located in display)
    2. Dial 4 digit destination station(EX: 7900 for voice mail. You can press the MESSAGE (envelope)button in lieu of dialing the voicemail extension.
    3. Forwarded to extension appears in display
  • To Cancel Call Forward All Calls
    1. Press CFwdALL soft key
  • Call Pick Up
    1.  Press More soft key
    2. Press PickUp soft key(Call will ring at your telephone)
    3. Press Answer soft key
  • Page(overhead)
    1. Lift handset
    2. Dial page access code
    3. Talk into handset
      Note: Page codes have not changed
  • I-Divert
    This feature is used to divert incoming calls directly to voicemail
    • When phone is idle and incoming call rings to phone, press I-Divert soft key
    • When on a call and second call rings in, press I-Divert soft key
  • Ring Tones (Your own extension)
    1. Press Settings button(Paper w/check mark
    2. User Preferences will be highlighted
    3. Press Select soft key
    4. Rings will be highlighted
    5. Press Select soft key
    6. Default Ring will be highlighted
    7. Press Select soft key
    8. Use green Navigation button to scroll through rings
    9. Press Play soft key to hear ring tone
    10. Press Select soft key
    11. Press Save soft key to save ring tone
  • Line Appearance on your phone (select different ring)
    1.  Press Settings button
    2. User Preferences will appear
    3. Press Select soft key
    4. Rings will be highlighted
    5. Press Select soft key
    6. Use green Navigation button to scroll to line you wish to change
    7. Press Select soft key
    8. Press Play soft key to hear ring
    9. Press Select soft key
    10. Press Save soft key to save ring
  • Change Brightness on Screen
    1. Press Settings button(Paper w/check mark)
    2. User Preferences will be highlighted
    3. Press Select soft key
    4. Use green Navigation button to scroll to Brightness
    5. Press Select soft key
    6. Press up and down arrows to adjust brightness
    7. Press Save soft key to save setting
  • Using the Corporate Directory
    1. Press Corporate Directory button
    2. Enter first name or last name of individual and press Search soft key
    3. All names that match your criteria will display
  •  Directory for Missed, Received, or Placed Calls
    1. Press the Directories button (button with open book symbol)
    2. Use the Navigation button to scroll to the Missed, Received, or Placed calls directory
    3. Press Select soft key
    4. Use the Navigation button to highlight the call you wish to re-dial
      Note: For a received call you will need to use the EditDial soft key, then insert the “9” [and “1” to dial out.]
  • To Originate an Internal Call
    1. Lift handset
    2. Dial 4-digit internal extension number
  • To Originate Outside Call
    Lift handset dial 9 plus desired number
    OR
    With handset in place, dial the number first, then press Dial soft key
    OR
    Press the NewCall soft key. You will hear dial tone, speaker is activated
    OR
    Press the Redial soft key to automatically call the last number you dialed
  • To Answer an Incoming Call
    1. Lift handset
    2. To answer a second call coming in, press Answer soft key. This puts first caller on hold and answers second call.

NOTE: Use the Navigation Keys (Up and Down Keys) and the Resume (Stop sign) key to toggle between calls.

  • To End a Call
    • Hang up handset or press EndCall soft key
  • To Use Speaker Phone
    1. Press Speaker button (Bottom right of phone, has picture of speaker)
    2. Dial phone number or answer call
    3. Press Speaker button to disconnect
  • Muting a Call
    1. To mute a call, press the Mute button (Mute button lamp on)
    2. You can mute the handset, speakerphone, or headset

Note: To use your speakerphone, the mute button must be off (lamp off)

  • To Transfer a Call With a call in progress:
    1.  Press TRANSFER soft key (appears in display), puts caller on hold.
    2. Dial destination station
    3. Wait to announce caller (optional)
    4. Hang up handset to complete transfer
      Note: To retrieve caller before you hang up, depress End Call soft key (Appears in display), and then the Resume (stop sign) key to return to original caller
  • To Transfer a Caller Directly to Voicemail With a call in progress:
    1. Press TRANSFER soft key, places party on hold
    2. Dial 33 plus 4 digit extension number you wish to transfer caller to
    3. Hang up handset to complete transfer
  • Conference With a call in progress:
    1. Depress Confrn soft key, receive interrupted dial tone
    2. Dial second party (if calling outside party dial 9 for outside line)
    3. When call connect press Confrn soft key
    4. Three-way conference is established
      Note: Maximum of six parties, including the initiator.
  • To Place a Call on Hold:
    1. Press Hold soft key (Appears in the display)
    2. Press Resume soft key to return call
      Note: If multiple calls are on hold, use the Navigation button (Up and Down arrows) to scroll to the line you wish to retrieve, and press the Resume button.
      To place a second call after placing the first call on hold, press the Newcall soft key, then dial 9 plus your telephone number.
  • To Set Call Park With a call in progress:
    1. Press More soft key
    2. Press Park soft key
    3. Glance in display for Parking Place number 1600-1619
    4. Hang up handset
  • To Retrieve Call Park from any Telephone:
    1. Lift handset
    2. Dial Parking Place number 1600-1619
    3. Converse with caller
  • Using the Corporate Directory
    1. Press Corporate Directory button
    2. Enter first name or last name of individual and press Search soft key
    3. All names that match your criteria will display
  • Directory for Missed, Received, or Placed Calls
    1. Press the Directories button (button with open book symbol)
    2. Use the Navigation button to scroll to the Missed, Received, or Placed calls directory
    3. Press Select soft key
    4. Use the Navigation button to highlight the call you wish to re-dial
      Note: For a received call you will need to use the EditDial soft key, then insert the “9” [and “1” to dial out.]