Collaboration & Communication Tools

Information about Phones, Faxing, and Zoom, Google Hangout, & DocuSign

Phones & Faxing

Who can get a phone at MLML, how do you program or troubleshoot phone & communication issues? Learn the answer to these questions and more in this chapter.

Phones & Faxing

Phones & Faxing

Desk Phones

Desktop Cisco phones are available for use throughout the MLML main lab. These phones have large touchscreen displays, built-in cameras for video calls, bluetooth compatibility and call management capabilities. The MLML Staff Directory may be found here.
Guides for operating the Cisco Model CP-9971 phone may be found here.

 

Speed Dials

On these phones, users may add up to four speed dials. To add a speed dial, the user must submit an iTicket, and the IT Department will create the speed dial on the phone for them. (User may add more than one speed dial on the same ticket if they include all the relevant information for each one). Included should be: The full ten digit number (3 digit area code + 7 digit phone number), and the name or short description they want to show up next to the speed dial button on the screen of the phone.

 

Voicemail to email

A user can also have voicemails automatically sent as an audio file to their email. To set this up, submit an iTicket.

 

Conference Phones

Cisco conference phones are available for use in the Group Study (Rm 103) and Think Tank (Rm 202). These phones are also available for check-out at the IT Help Desk Cubicle (Rm 203).

Click here for a quick reference guide.

A more in depth guides for operating the Cisco Model 7937G conference phone may be found here (e.g. Maintain and Operate Guides).

NOTE: Zoom is recommended when hosting conference calls with more than two callers due to limitations on the number of lines our phones can support simultaneously.

 

Making Calls - Desk Phones and Conference Phones

To an internal phone:

  1. Internal phones may be reached by dialing only the extension (e.g. 1-4418 for the IT Help Desk cubicle).

To an external phone:

  1. DIAL 7 first.
  2. Enter 1 + 3-DIGIT AREA CODE + 7-DIGIT PHONE NUMBER
  3. Example: 7+1+831+771-4400

 

Fax Numbers and Locations

A fax machine is available at the main lab in Administration Office (Rm 203) on the Admin Copier.
Fax cover sheets are available at the Front Desk.

Below is a list of fax numbers associated with MLML:

 

Faxing from the Admin Office at the Main Lab

Instructions to send a fax from the MLML Administration Office:

  1. Insert the document into the document feeder (adjusting for size, as necessary) or place it onto the glass.
  2. Tap the touch screen to wake-up the copier
  3. If needed, tap the Home button in the lower left corner of the touchscreen.
  4. Tap Fax
  5. Tap the 123456 at the top of the screen
  6. Dial 9 + 1 + THREE-DIGIT AREA CODE + SEVEN-DIGIT PHONE NUMBER
    1. Example: 9+1+831+7714400
  7. Press START
  8. To verify whether the fax went through, press the Home button on the lower left corner of the screen, then Job List
  9. If the fax is still sending, it will show in the In Progress tab.
  10. If no jobs are in the In Progress tab, select the Log tab.
  11. Completed faxes under the Log tab will show as Job Complete

 

Received Faxes in the Admin Office at the Main Lab

Check the copier tray if the fax was just sent. Check the “Unclaimed Faxes” folder in the standup filer on the copy room counter. Check your mailbox or with the Front Desk Staff.

Phones & Faxing

Cisco Phone & Voicemail Quick Tips

A great guide for operating Cisco phones can be found here, however below you will find tips on how to perform the most common functions.

  1. Make a call
    Internal: simply dial the full number or 1 + the 4-digit extension
    External: dial 71 + the full number (including area code)

  2. Access your phone history
    Select Applications Screen-Shot-2019-09-12-at-9.45.01-AM.png, then call history

  3. Place a call on hold
    Select Hold Screen-Shot-2019-09-12-at-9.46.30-AM.png
    To resume the call, press the Resume soft key

  4. Transfer a call
    Select transfer Screen-Shot-2019-09-12-at-9.50.48-AM.png, dial the number, press the transfer button again

  5. Start a conference call
    Select Conference Screen-Shot-2019-09-12-at-9.51.42-AM.png, dial the new participant, press the conference button again

  6. Silence the ringer
    Press the volume button down once Screen-Shot-2019-09-12-at-9.52.43-AM.png

  7. Change Voicemail Pin/Password
    Select Voice Mail and enter your current pin
    Press 4 > 3 > 1
    Enter a new pin and press #
    Enter the new pin again to confirm it and press #

  8. Access your voicemail
    Select Voice Mail Enter your pin

  9. Change your name in your voice mail greeting
    Select Voice Mail and enter your pin
    Press 4 for Setup Options
    Press 3 for Preferences
    Press 2 for Recorded Name
    Follow the prompts

  10. Add speed dial numbers to your phone
    Speed Dial configuration must be performed by the phone system administrator.
    Please submit an iTicket to request speed dials for your phone. Each phone can have up to 4 speed dials.
    Please provide the number and the name you want associated with each number.

Additional useful information is available on the SJSU IT website.

More information about the Cisco voicemail system is available, here.

Phones & Faxing

How to Respond to Scam Calls - Don't


Scam Calls / Robocalls

If you receive a phone call that seems suspicious, whether it's a computer-generated voice on the other end or a person fishing for personal information: Don't follow any directions given by the caller. Just hang up the phone. Following any prompts given by the caller may make them more likely to call again. Never give out any personal information to an unknown caller. Take down any information you remember and report the call to the FTC.

These calls often show up as being from a local phone number, spoofing of numbers is rampant among scam callers, to hide the call's origin and make the calls difficult to block.

Phones & Faxing

Access the MLML Cisco Voicemail System from any Phone

To check your voicemail messages from any phone:

  1. Dial 408-924-6800 and press * when you hear the recording
  2. Key in your 5 digit extension (ex 14400 not 4400)
  3. Enter your voicemail PIN followed by #
    NOTE: The first time you access your Cisco Unity Connection Messaging System, you will be prompted to complete enrollment in the system, including creating a new voicemail PIN.
  4. Your new voicemails will start playing automatically

More information about the Cisco voicemail system is available, here.

Phones & Faxing

Public Announcement (Intercom) using the MLML Cisco Phone

 

The Cisco Bogen PA for the main building hallway works as follows:

  1. From any MLML Cisco phone using the hand set for speaking, do not use the speaker as it is prone to feedback, dial 14101.
  2. Listen for 2 beeps.
  3. Dial 00 (zero zero)
  4. Listen for announce 'tone' (only played through the speakers in the hall), or you can also wait 2 full seconds.
  5. Make your announcement, this is a real-time announcement.
  6. Depress the Release Button or Handset button to hang-up and avoid making a loud noise.

  7. Hang up.
Phones & Faxing

How do I set up a distribution list in the Cisco Unity voice mail system?

 

Q: How do I set up a distribution list in the Cisco Unity voice mail system?

A: In Unity, distribution lists are called Private Lists.

To create a Private List:

  1. Enter your voice mailbox
  2. Select 2 for setup options
  3. Select 2 for message settings
  4. Select 4 for private lists
  5. Select 2 to change names
  6. Enter a number for your private list, in this case (1) since it is your first
  7. Enter 1 to add a name
    At this point, you will be directed to spell the names of the people you want to add with the keypad. It will probably be easier to switch to add by entering the extensions.
  8. Switch to numeric entry by entering # #.
  9. When adding extensions, complete the add process by selecting the # key after each extension
  10. Press * to stop adding names
  11. Enter 3 to record the name of your private list
  12. To send a message with a Private list
  13. Enter your voice mailbox
  14. Select 2 to send a message
  15. Record your message and when finished press #
  16. Press # # to switch to numeric entry
  17. Enter 1 or other number of a private list
  18. Wait for the next prompt
  19. Press # to select your private list
  20. To send the message press #
Phones & Faxing

Satellite Phone Instructions and Rates

 

The satellite phone is an Iridium 9505A made by Stratos Global.


To turn on the phone and enter the PIN:

  1. Press and hold the power button until the phone powers on
  2. Enter 1111 and press OK
  3. Wait until the phone indicates that the PIN verification has been "Completed" and verify that you have adequate satellite coverage before making a call

 

To make a call:
(NOTE: outgoing calls cost $1.49/minute)

  1. Dial 001-###-###-####, then press OK

 

To send a text message FROM the Iridium Phone:
(NOTE: outgoing text messages cost 0.33x the minute rate per message, so approx $0.50 per outgoing text message)

  1. Press the "Envelope" button
  2. Press the down arrow until "Message Editor" displays, then press OK
  3. Type your message and press OK
    • * or up = move cursor left
    • # or down = space or move cursor right
    • C = backspace
  4. Enter the destination number as follows: 001-###-###-#### and press OK

 

To send a text message TO the Iridium Phone free of charge:
(NOTE: incoming text messages are free)

Phones & Faxing

How to Start an "ad-hoc conference call"

Initiating an "ad-hoc conference call"

  1. Place your call to the first participant in the conference call.
  2. To add someone to the conference call, while on the active call, press the Conference button:

  3. Your call will be placed on hold.
  4. Dial the number or extension you wish to add to the call (or select the listing from your directory or call history).
  5. Press the Conference button again at any time to rejoin the other call.
  6. Repeat steps 2-5 for each participant. You can have a total of 4 participants.

 

Drop someone from a conference call?

  1. While in a conference, press Show Details on your screen.
  2. Select the caller you wish to drop from the call, and then press Remove.

 

To terminate the call do one of the following:

  1. Place the handset in the cradle.
  2. Press one of the following keys that: headset, speaker, or the "End Call" button.
Phones & Faxing

Configure call forwarding on your desk phone

Forward calls going to your Cisco phone to another number (i.e. cell phone or home phone):

  1. On your Cisco phone, tap the Forward All button on the touchscreen.

  2. Enter the number to which you want to forward your calls.
    Be sure to prepend the full 10-digit number with a "71" (i.e. 718317714400).

  3. To disable the forwarding, simply tap the Forward Off button on the touchscreen.

 

Communications Software & Zoom

Communications Software & Zoom

Zoom: Video Conferencing at MLML

 

Join a Zoom Meeting Screen Sharing in Zoom Meeting

Start a Zoom Meeting

Remote Control Computer Screen
Enabling and Adding a Co-Host for Room Moderation

Leaving Zoom Meeting

Audio and Video Settings

Classroom-Specific Guidelines

Record Zoom Meeting Think Tank Meetings
Creating Polls Mobile Presentation Unit (MPU)

To learn how to teach remotely at MLML using Zoom, follow this link.

Quick Tips:

Zoom is a video conferencing application available to CSUMB and SJSU affiliates (students, faculty, staff, etc.) Users are able to host or join conference calls, video conference call, and share their screen.

Keep Zoom meetings secure:

  • DO NOT share meeting URLs with anyone who is not a part of the meeting
  • Keep meeting passwords on and set a simple password
  • Add waiting room so you can review what participants are trying to join
  • Once all attendees have joined, lock your session (How-To Guide here)
  • Use "Only authenticated users can join" setting for meetings attended by people only from MLML/SJSU
  • Set your name in your Zoom portal and/or app
  • For more information:

 

Make sure your name on Zoom is your name in real life!

Your displayed name in Zoom meetings should read as your first name followed by your last name (i.e., "Jane Doe")

 

How to change your display name on Zoom:

  • Visit Zoom's website and log in with your credentials from your home campus
  • Click "profile" on the left side of the screen
  • Click the first "edit" button on the top right of the screen (to the right of your name and profile picture)
  • In the "display name" field, put your name is as "First Last" 
    • Please do not use initials, nicknames, or abbreviations 
If you use Chrome as your primary web browser, try downloading the Zoom extension for Chrome 
  • This will make it much easier for you to schedule meetings, send out invitations, and keep track of your upcoming meetings

 

Join a Zoom Meeting


By Computer

  1. Download and install the Zoom App.

  2. Click the Join URL in a Zoom invitation
     - or -
    Navigate to Zoom:
  3. Select “Join a Meeting”

  4. Enter the Meeting ID number (your meeting ID is a 9, 10, or 11-digit number) or Personal Link Name
    • Find Meeting ID in email invite or...
    • Hosts or current participants can find Meeting ID at top of Zoom browser.

(You can prepare for a scheduled Zoom meeting by downloading and installing the Zoom Client.)

Call In By Phone

  1. Dial an in-country number found at https://zoom.us/zoomconference or provided by host
    • For calls in the US use this phone number: +1 646-876-9923
    • If calling in with MLML conference phone dial 7 first.
  2. Enter the Meeting ID followed by # (your meeting ID is a 9, 10, or 11-digit number) or Personal Link Name
    • Find Meeting ID in email invite or...
    • Hosts or current participants can find Meeting ID at top of Zoom browser.
  3. Enter your participant ID, followed by # (Press # only to skip)
    • To enter your participant ID once you are in the meeting, enter #Participant ID# on your phone

Start a Zoom Meeting


Step One: Sign into Zoom for SJSU (using your SJSU ID) or CSUMB (OtterID)

Host a Meeting
  1. Select Host a Meeting in top right of Zoom screen.

  2. The Zoom App will launch
  3. Join audio and/or video by clicking the microphone and video camera icons, respectively

  4. Invite others while meeting is started, click the Invite button at the bottom of the Zoom user interface and select the participants via email address or contact list

  5. You could also edit the participant list by clicking Manage Participants, which is next to the Invite button
 
Schedule a Meeting

See our Zoom Security Best Practices & Recommendations.

  1. Select Schedule a Meeting in top-right of Zoom screen
  2. Fill in the information, below are recommended options:
    • Registration Required: Unchecked

    • Require Meeting Password: Unchecked

    • Video: Off for both

    • Audio: Both

    • Meeting Options - Select the Following: 

      • Enable join before host

      • Mute participants upon entry

  3. Save

  4. Click the Copy the invitation link and send the info to your meeting attendees.
  5. When you are ready to start the Zoom meeting:
    • Go to https://sjsu.zoom.us/, sign-in, and click Meetings on the left

    • Click the Start Meeting button to start the Zoom meeting.

  6. Zoom will download a launcher and click Open zoom.us if a system dialog pops up

NOTE:  All CSUMB, SJSU, and Research Foundation Faculty, Staff, and Students should be able to login to Zoom.  If you are unable to login to Zoom, please submit an iTicket.

 

Large Meeting Tips:
To make a meeting easier to join for your group, try embedding the password into the invitation with these steps:
  1. Open up Zoom in your internet browser and sign in to your account
  2. Go to the "settings" tab on the left hand side Screen-Shot-2020-09-28-at-1.03.56-PM.png
  3. Under the "meeting" settings, go to the "security" subsection
  4. Check the box next to "embed passcode in invite link for one-click join"Screen-Shot-2020-09-28-at-1.04.12-PM.png

Enabling and Adding a Co-Host for Room Moderation


When hosting large Zoom Meetings, you might want to add a co-host, to help you moderate or facilitate the meeting.

Enabling Co-host

Enabling Co-host on Your Account

To enable the Co-host feature for all members of your organization:

1. Sign into the Zoom web portal, click settings.

2. Scroll down to the In Meeting settings and locate the Co-host option and verify that the setting is enabled.

3. If the setting is disabled, click the Status toggle to enable it. If a verification dialog displays, choose Turn On to verify the change.

 

Enabling Co-host on a Specific Group

To enable the Co-host feature for all members of a specific group:

1. Sign into the Zoom web portal as an administrator with the privilege to edit User groups, and click Group Management.

2. Click the name of the group, then click the Settings tab.

3. Navigate to the Co-host option  on the Meeting tab and verify that the setting is enabled.

4. If the setting is disabled, click the Status toggle to enable it. If a verification dialog displays, choose Turn On to verify the change.

5. Note: If the option is grayed out,  it has been locked at the Account level, and needs to be changed at that level.

6. (Optional) If you want to make this setting mandatory for all users in this group, click the lock icon, and then click Lock to confirm the setting.

 

Enabling Co-host in your own meetings

To enable the Co-host feature for your own use:

1. Sign into the Zoom web portal and click My Meeting Settings (if you are an account administrator) or Meeting Settings (if you are an account member).

2. Navigate to the Co-host option on the Meeting tab and verify that the setting is enabled.

3. If the setting is disabled, click the Status toggle to enable it. If a verification dialog displays, choose Turn On to verify the change.

4. Note: If the option is grayed out, it has been locked at either the Group or Account level, and you will need to contact your Zoom administrator.

Using Co-host in a Meeting

There are two ways that you can make a user a co-host.

  • In the meeting, the host hovers over the user's video, clicks on the three dots and chooses Make Co-Host.
  • Alternatively, the host can make another participant a co-host through the Participants window.

1. Click on Manage Participants in the meeting controls at the bottom of the Zoom window.

2. Hover over the name of the participant who is going to be a co-host, and choose More.

3. Click Make Co-Host.

Once a participant has been made a Co-host, they'll have access to the co-host controls. For more information see Enabling and Adding a Co-Host.

Enable Waiting Room


When hosting a large zoom meeting, enabling a waiting room allows you to control who can join a meeting and when.

Enabling the Waiting Room

  1. While scheduling a meeting, under Meeting Options select Enable waiting room

Admitting Participants

One by one:

  1. During the meeting click on Manage Participants at the bottom of the screen
  2. Click Admit next to the participant(s) you would like to join the meeting

All at once:

  1. During the meeting click on Manage Participants at the bottom of the screen
  2. Click Admit All in the top right corner of the window

Removing a Participant from the Waiting Room

  1. During the meeting click on Manage Participants at the bottom of the screen
  2. Click Remove next to the unwanted participant

Audio and Video Settings


1. Make sure the Zoom application window (small box) is open and selected as your primary window

2. Navigate to the settings at the top right the application

3. Select audio or video tab

a. Under the Audio menu, you can select your audio input/output and the adjust the sound level

b. Under the Video menu, you can configure your webcam and adjust the display settings

4. You can also configure your audio and video settings during a conference call on the bottom left corner of the menu by clicking the pull-up tab

Audio by Phone

  1. Select pull-up tab by mic icon (see above)
  2. Click Leave Computer Audio
  3. Select Join Audio and click the Phone Call tab
  4. Dial one of the numbers provided
  5. Enter your meeting ID, followed by #
  6. Enter your participant ID, followed by #

Mute/Unmute

You can mute and unmute yourself by clicking on the microphone icon or by using push to talk.

Or use the following shortcuts:  

For PC:

  • Alt + A : Mute or Unmute

For Mac:

  • Shift + Command + A: Mute or Unmute

For telephone:

  • *6 : Mute or Unmute

Mute All/Unmute All

You can mute all participants that are already in the meeting as well as new participants joining the meeting.

1. Select Manage Participants

2. Select Mute All

3. You will be prompted to Allow participants to unmute themselves. Clicking Continue will mute all current and new participants.

Full Screen

Making your zoom window full screen is the recommended for the best viewing experience.

  1. Once in a zoom meeting, click on the four arrows in the top right corner of the screen.

  2. You can exit full screen by click Exit Full Screen in the same location or by pressing the esc key on your keyboard.

If you do not want your Zoom meetings to automatically open in full screen mode, follow these steps:

  1. Go to Zoom preferences from your desktop home screen