Phone Upgrade: July 17th

On Friday, July 17, Emerson IT will upgrade the Boston campus Avaya phone system from 6:00 PM to about 2:00 AM. During that window, desk phones, Avaya Workplace, and voicemail will be intermittently unavailable. This affects the Boston campus only.

Two things change with this upgrade:

• All phones are logged out. When you return to the office, your desk phone will need to be logged back in.
• Voicemail moves to your inbox. After July 17, new voicemails are delivered automatically to your Emerson Gmail as an audio file.

Before July 17: review voicemails before they're deleted

To reach your voicemail:

1. Dial 7500 from a campus phone, or (617) 824-7500 from off campus.
2. Enter your 4-digit mailbox (your extension), then #.
3. Enter your passcode, then #, and follow the prompts.

If you need help retrieving or retaining specific messages, email helpdesk@emerson.edu before the upgrade.

Voicemail is changing

After July 17, every new voicemail left for you is delivered straight to your Emerson Gmail inbox as an audio file. You can listen from any device without dialing into the phone system. There is nothing to turn on; this happens automatically.

Your personalized voicemail greeting is reset by the upgrade, so you will record a new one afterward.

When you return: log your desk phone back in

Because all phones are logged out during the upgrade, your desk phone will ask you to log in.

1. On the phone, press Login.
2. Enter your 4-digit extension and press OK.
3. Enter your login code (Security PIN) and press OK.

To find the extension assigned to a phone, lift the receiver and look at the top center of the screen. If you do not know your login code, reset it at myavaya.emerson.edu (see the next section).

For a shared phone that is not personally assigned to you, such as a front desk or conference room, email helpdesk@emerson.edu for help logging it in.

Reset your codes at myavaya.emerson.edu

A single page lets you reset everything at once: your desk phone login code, your voicemail passcode, and your Avaya Workplace password.

1. If you are off campus, connect to the Emerson VPN first. This step is not needed on campus.
2. Go to myavaya.emerson.edu and sign in with your Emerson username and password.
3. On the My Phones tab, update any of the following and click Save beneath each one you change:
   • Security PIN: your login code for shared and desk phones.
   • Voicemail Passcode: the code you enter to listen to voicemail.
   • Softphone Password: the password for the Avaya Workplace app.

You can also set your Caller ID name, choose how voicemail is delivered to email, and turn call forwarding on or off from this same page.

Record a new voicemail greeting

Your greeting is reset by the upgrade, so record a new one once your passcode is set.

By phone (from anywhere)

1. Dial 7500 on campus, or (617) 824-7500 off campus.
2. Enter your 4-digit mailbox, then #.
3. Enter your passcode, then #.
4. Press 3 for greetings.
5. Press 1 to record your main greeting, then # when you are finished.
6. Press 1 to set it for all calls, wait for the confirmation, and hang up.

From your desk phone

1. Press the Message button.
2. Scroll to Greeting. Recording starts right away; press Listen to review it.
3. Press Submit to save.

Update Avaya Workplace

If you use the Avaya Workplace softphone on your computer, update it to the latest version. Choose the option that matches your computer.

On an Emerson-managed Windows computer (recommended)

Use Software Center. No administrator access is needed.

1. Type software center in the Windows taskbar search box, then open Software Center.
2. Open Applications and search for Avaya Workplace.
3. Click it, then click Install (or Update). You can keep working while it runs.
4. Open Avaya Workplace. If prompted, sign in with your extension and the Softphone Password you set at myavaya.emerson.edu.

On a Mac

1. Follow this link, Avaya Workplace Install, and use your Emerson credentials to log into Google Drive.
2. Click Download in the top right and wait for AvayaWorkplace.zip to download.
3. Find AvayaWorkplace.zip in your Downloads folder (or wherever you save downloads), double-click it, open the folder, then open the Mac folder for Avaya Workplace.
4. Drag the Avaya Workplace app into the Applications folder in Finder.
5. Open Avaya Workplace from the Applications folder once it finishes copying.
6. Click Got It if a window appears announcing the name change in the application.
7. Click Configure my account.
8. Click the gear in the upper right of the application and click Use web address.
9. Paste this address into the URL box: http://avaya.emerson.edu/46xxsettings.txt
10. Click Next.
11. Enter your Emerson extension and the Softphone Password you set at myavaya.emerson.edu.

On a personal Windows computer

This method requires administrator access, so use it only on a personal computer. On an Emerson-managed Windows computer, use Software Center above instead.

1. Follow this link, Avaya Workplace Install, and use your Emerson credentials to log into Google Drive.
2. Click Download in the upper right corner and open the zip file.
3. Launch the installer.
4. Click Run to install.
5. In the Avaya Workplace Setup Wizard, click Next.
6. Check the box accepting the terms in the license agreement and click Next.
7. Make sure Complete is checked and click Next.
8. Use the default path C:\Program Files (x86)\Avaya\Avaya Workplace\ and click Next.
9. Use the default language English and click Next.
10. Click Install.
11. Click Yes if a box appears asking to allow the app to make changes to the device.
12. Click Finish and wait for the Avaya Workplace app to launch.
13. Click Got It if a window appears announcing the name change in the application.
14. Click Configure my account.
15. Click the gear in the upper right of the application and click Use web address.
16. Paste this address into the URL box: http://avaya.emerson.edu/46xxsettings.txt
17. Click Next.
18. Enter your Emerson extension and the Softphone Password you set at myavaya.emerson.edu.

During the upgrade and emergencies

If you will be on the Boston campus during the upgrade window, keep a mobile phone charged in case of an emergency. ECPD phone service will not be disrupted and can also be reached at (617) 578-8888. Always call 911 in an emergency.

More information

• Manage your phone settings (myavaya.emerson.edu): reset your login code, voicemail passcode, and softphone password.
• Emerson VPN: required to reach myavaya.emerson.edu from off campus.
• Avaya Campus Phones & Desktop Softphone: full reference for desk phones, voicemail, and greetings.
• Installing and Updating Software on Emerson Windows Computers: how to use Software Center to install and update approved applications.