• Desk Phones: How do I park a call for somebody else to pick up?

    If you want to transfer a call to another person who isn't available right away then you can 'park' the call in one of 8 spaces (if there are any available). Once a call is parked you can let your colleague know which space they are in and they can pick the call up when they are read.

    Parking a call is similar to putting a call on hold and then being able to pick it up from another place if you so wish.

    In order to park your call follow these steps;

    • When you are on the call, if you are not already on the park screen then press the arrow keys at the bottom of your phone screen until you see it;

    • When you are on the park screen you will see the 8 parking spaces listed down the left hand side of your screen. If there is an orange light next to any of them then these spaces are occupied and you cannot place your call there
    • Find a space that does not have an orange light next to it and press the button. Your call will be placed here which will result in the button lighting up in orange
    • You can now hang up your phone and the call will remain parked until it is retrieved

    In order to retrieve a call from a parked space follow these steps;

    • If you are not already on the park screen use the arrow buttons at the bottom of your phone screen to find it (as shown in the image above)
    • When you are on the park screen, pick up your phone (unless you are using a headset of course!)
    • Press the button next to the Park space that your call is occupying
    • You should now be able to continue your call

    Tip - if you want to move a call that you are currently on to another room (e.g. if you are speaking to a recruitment agent at your desk and they want to start discussing salary bands so you want to move to a more private space such as a meeting room) then parking your call, running down to the other room and then picking it up again is a great way to achieve this!

    It's important to remember which space your call is in and to relay this number correctly if you are passing it on to somebody else. The parking spaces are not locked in any way, so anybody can pick up any parked call. This means that if you pick up the wrong occupied space you won't be connected to the caller that you are expecting!

  • Desk Phones: How do I transfer a call to somebody's voice mail?

    If you want to transfer a call to the voice mail for another person on our phone system follow these steps;

    • When you are on the call press the transfer button shown here;

    • Dial 7000 - the number for our voice mail system
    • When the system answers press the # button followed by the extension number of the person you want to transfer the call to
    • You should then hang up the phone
      • If you don't hang up the phone right away the person being transferred won't hear the full voice mail greeting as it starts playing pretty quickly!
  • Desk Phones: How do I transfer a call to another person

    If you want to transfer a call to another person on our phone system follow these steps;

    • When you are on the call press the transfer button shown here;

    • Dial the number that you want to transfer the call to
    • Wait for the person you are calling to answer their phone
    • Let them know who you are transferring
    • Hang up your phone

    More Info

    If the person that you are transferring to doesn't pick up or you want to transfer the call somewhere else you can press the Back to Held button. This will appear on your phone screen when you are transferring a call.

    If you want to transfer a call to somebody else's voice mail rather than putting it through to them then you should follow the instructions at this link;

    How do I transfer a call to somebody's voice mail?

    If you are transferring a call and get to the point where you are speaking to a colleague who doesn't want to receive the call at that time then you can press the Back to Held button to go back to the outside line, explain to the caller that they aren't available and can then offer to put them through to the colleagues voice mail following the instructions in the link above.

    If you wan't to transfer a call to somebody who isn't available right away then it would be more appropriate to park your call and let them know where it is parked so that they can retrieve it when they are able. In order to do this, follow the steps in this article;

    How do I park a call for somebody else to pick up?

  • Outlook: How do I add bank holidays to my calendar?

    If you want to add bank holidays to your outlook calendar follow these steps;

    • Open outlook and click on the file menu
    • Select options
    • Select calendar in the screen that opens

    • Click in the Add Holidays button
    • When the next screen pops up make sure UK is selected and click OK

    Following this the bank holidays should appear in your calendar.

  • Software: Holiday Manager

    Create a folder called 'HolidayMessenger' in your Documents folder (unless already present)

    Copy across 'Holiday Messenger.exe' and 'App.config' from L:\IT\Programs\Holiday

    to this folder (App.config may already be there)

    You now need to create a shortcut to this program which you can either put on your desktop, or move to the start up folder for it to start automatically when you start up your workstation.

    Your start up location is here for Windows 7:

    C:\Users\%user name%\AppData\Roaming\Microsoft\Windows\Start Menu\Programs\Startup

    In Windows 8:

    C:\Users\%username%\AppData\Roaming\Microsoft\Windows\Start Menu\Programs\Startup

    Please change username to be your Windows user logon

  • Hardware: Scanner Spanner Light Lit

    If the spanner light (for maintenance) is lit on the Kodak scanner, there are a few things to do:

    • Remove any paper from the scanner - it won't start properly if there's anything on the feeder
    • Ensure the room is well lit - if it's dark, the scanner may (wrongly) detect that there's something on the feeder
    • Clean the scanner - a sensor may be blocked
  • Hardware: Using the Canon DV Camcorder

    To use this camcorder:

    1. Switch it on (switch on the side near the lens)
    2. Line up the scene using the screen
    3. Press the record button on the bottom-right of the screen - this will change from a red circle to a red square
    4. When finished, press the record button again
    5. Switch it off (allow it to power down properly before disconnecting the power source)
    6. Use a memory card reader to transfer the video file(s) from the memory card (under a flap on the side of the camcorder)

    - The video file(s) are stored in directories under the DCIM folder (don't forget to remove the originals once they've been transferred)
    - If possible use mains power, especially if recording a potentially lengthy meeting

  • Hardware: Wall Socket Timers

    If you need to make any changes to the wall socket timers, please see instructions attached

  • Hardware: Boardroom Laptop

    In order to maintain our obligations to our clients and to follow best practice with regard to security, we wanted to create a system where visitors may access and use our board room laptop whilst ensuring our network and its data remains secure.

    We’ve therefore developed a method by which visitors can log in and use this device and have access to the internet without compromise to our systems, whilst still allowing internal users access to everything they need. Please follow the below instructions when using this laptop.

    Visitors (External Users)

    1. Unplug the grey network cable on the left side of the laptop
    2. After powering up laptop, press 'Ctrl-Alt-Delete'
    3. If BCBL\Boardroom is displayed, enter password Hamilton!
    4. If BCBL\Boardroom is NOT displayed, click 'Switch User'
    5. Click 'Other User', enter BCBL\Boardroom as username, enter password Hamilton!

    Once logged in, the visitor will then have unrestricted access to the internet via our public WIFI. It will still be possible for authorised Best Companies users to access SharePoint, using the desktop shortcut, or Outlook Web Access using their usual login, but it is critical that anyone doing this logs out of those areas once they have finished, or before they hand back control to a visitor. This is done by clicking on their name and selecting “Sign out” from the menu.

    For any Best Companies user, you can still log in using the usual method as below:

    For Internal Use

    1. Make sure grey network cable is plugged in on the left
    2. After powering up, press 'Ctrl-Alt-Delete'
    3. If BCBL\Boardroom IS displayed, click 'Switch User'
    4. Click 'Other User' and enter your username and password as you normally would (you may need to enter UK\ in front of your username)

    You will now have access as you would logged in to your own workstation.

  • Mobiles: Change default calendar on your iPhone

    If you are creating calendar items which are not synching with Outlook, here is how to change your default calendar

  • Desk Phones: My Headset Doesn't Work

    If your headset doesn't work, there are a few things that could be the cause:

    1. The headset option isn't set on your phone (there's a headset icon on the top left of the phone display when headset mode is on)
    2. The batteries are dead (if you frequently use your headset and it beeps when you start a call, that's an indicator that the batteries are running low)
    3. The headset has been switched off on the amplifier - the first button on the amp should have a green indicator
    4. The amplifier has been muted - the right-hand button on the amp should have no indicator set
  • Desk Phones: How do I set up my voicemail?

    Before you can start using your voicemail on your desk phone you have to go through a process to set it up and provide a pin code to access it. You can do this by following these steps;

    • Dial 7000 and enter your default password (111111)*
    • The system will then take you through a brief set of prompts to do the following:
    • Change the password to another number
    • Provide your name
    • Provide your voicemail greeting (for example "You're through to the voicemail of ... Please leave your name and number after the tone...")
    • When you're done, the system will play the message back to you. Follow the prompts to either accept it or re-record it.


    * Default password corrected by Barry 24th November 2014

  • Desk Phones: How do I park a call for somebody else to pick up?

    If you want to transfer a call to another person who isn't available right away then you can 'park' the call in one of 8 spaces (if there are any available). Once a call is parked you can let your colleague know which space they are in and they can pick the call up when they are read.

    Parking a call is similar to putting a call on hold and then being able to pick it up from another place if you so wish.

    In order to park your call follow these steps;

    • When you are on the call, if you are not already on the park screen then press the arrow keys at the bottom of your phone screen until you see it;

    • When you are on the park screen you will see the 8 parking spaces listed down the left hand side of your screen. If there is an orange light next to any of them then these spaces are occupied and you cannot place your call there
    • Find a space that does not have an orange light next to it and press the button. Your call will be placed here which will result in the button lighting up in orange
    • You can now hang up your phone and the call will remain parked until it is retrieved

    In order to retrieve a call from a parked space follow these steps;

    • If you are not already on the park screen use the arrow buttons at the bottom of your phone screen to find it (as shown in the image above)
    • When you are on the park screen, pick up your phone (unless you are using a headset of course!)
    • Press the button next to the Park space that your call is occupying
    • You should now be able to continue your call

    Tip - if you want to move a call that you are currently on to another room (e.g. if you are speaking to a recruitment agent at your desk and they want to start discussing salary bands so you want to move to a more private space such as a meeting room) then parking your call, running down to the other room and then picking it up again is a great way to achieve this!

    It's important to remember which space your call is in and to relay this number correctly if you are passing it on to somebody else. The parking spaces are not locked in any way, so anybody can pick up any parked call. This means that if you pick up the wrong occupied space you won't be connected to the caller that you are expecting!

  • Desk Phones: How do I transfer a call to somebody's voice mail?

    If you want to transfer a call to the voice mail for another person on our phone system follow these steps;

    • When you are on the call press the transfer button shown here;

    • Dial 7000 - the number for our voice mail system
    • When the system answers press the # button followed by the extension number of the person you want to transfer the call to
    • You should then hang up the phone
      • If you don't hang up the phone right away the person being transferred won't hear the full voice mail greeting as it starts playing pretty quickly!
  • Desk Phones: How do I log in to my desk phone?

    Our phone system allows you to log into any phone in the building. This allows people to move desks if they wish without having to take the phone with them, or to work from another location for a while to suit circumstances e.g. you can work from the meeting room for privacy but can still receive and make calls as if you were at your desk.

    If a phone is currently logged out the screen will look something like the image shown here.

    When the following set of instructions that refer to pressing buttons on your phone, the button text will be shown on this screen and you should press the raised button the the left or the right of the screen next to the text.

    In order to log in to a different phone, or to log back in to your own phone follow these steps;

    1. Press the Hot Desk button on your phone
    2. Press the Login button
    3. Enter your extension number
    4. Press the OK button
    5. Enter your pin number
      • This will be 1234 unless you have altered it. If you don't know your pin number and you have tried 1234 and it doesn't work you will need to submit a support ticket and we can reset it for you.
    6. Press the OK button

    The phone should then load the buttons and layout that you are familiar with.

  • Desk Phones: How do I transfer a call to another person

    If you want to transfer a call to another person on our phone system follow these steps;

    • When you are on the call press the transfer button shown here;

    • Dial the number that you want to transfer the call to
    • Wait for the person you are calling to answer their phone
    • Let them know who you are transferring
    • Hang up your phone

    More Info

    If the person that you are transferring to doesn't pick up or you want to transfer the call somewhere else you can press the Back to Held button. This will appear on your phone screen when you are transferring a call.

    If you want to transfer a call to somebody else's voice mail rather than putting it through to them then you should follow the instructions at this link;

    How do I transfer a call to somebody's voice mail?

    If you are transferring a call and get to the point where you are speaking to a colleague who doesn't want to receive the call at that time then you can press the Back to Held button to go back to the outside line, explain to the caller that they aren't available and can then offer to put them through to the colleagues voice mail following the instructions in the link above.

    If you wan't to transfer a call to somebody who isn't available right away then it would be more appropriate to park your call and let them know where it is parked so that they can retrieve it when they are able. In order to do this, follow the steps in this article;

    How do I park a call for somebody else to pick up?

  • Outlook: Remove Delegates

    To remove delegates from Outlook:

    1. In Outlook, go to File | Account Settings | Delegate Access
    2. Select the delegate that you'd like to remove
    3. Click Remove
    4. Click OK
  • Outlook: 'trust' certicate 'mail.jh-austin.co.uk Security Alert

    Trusting the issuer is as simple as adding the certificate to the Trusted Root Certification Authorities .

    To trust the issuer, you need to be able to view the certificate and install it.

    Step 1: View the certificate:

    Step 2: Install the certificate:

    Step 3: Browse to select the Trusted Root Certification Authorities store:

  • Outlook: Sending E-mail From a Different Account

    To send email from a different account:

    In Outlook,

    1. Go into the Options menu
    2. Click the From button in the ribbon (in the Show Fields section)
    3. On a new email, click From
    4. Select Other E-mail Address...
    5. Start typing the required address and pick it from the list
  • Outlook: How to Add Your Photograph

    If you want to add photos you have to login to OWA (Outlook Web App) and follow the instructions as shown below.

    One you have logged on, go to settings and Select Options as shown above.

    Click on ‘Edit information’

    Select ‘Photo’ Option and click ‘Change’

    Click ‘Browse’ to select your photo, upload and click ‘Save’

    Your photo will now be seen

  • Outlook: How do I update the address book?

    Updating the offline address book can help resolve some fairly common issues with Outlook, notably if someone within the company doesn't appear in your address lists but also if you have additional mailboxes which either don't seem to be available to you or don't disappear when your access to them has been removed.

    To manually trigger a full update of your address book:

    1. In Outlook, go to the Send/Receive menu
    2. Click Send/Receive Groups
    3. Click Download Address Book...
    4. Untick Download changes since last Send/Receive
    5. Click OK

    Outlook will now download a brand new copy of the offline address book

  • Outlook: How do I add bank holidays to my calendar?

    If you want to add bank holidays to your outlook calendar follow these steps;

    • Open outlook and click on the file menu
    • Select options
    • Select calendar in the screen that opens

    • Click in the Add Holidays button
    • When the next screen pops up make sure UK is selected and click OK

    Following this the bank holidays should appear in your calendar.

  • Printers: Creating and Using Watermarks for your Print-Outs

    The following advice has been generated for use with most HP (Hewlett Packard) printers. Some printers may not have this functionality or may require a slightly different procedure.

    How do I add a watermark to my printout?

    If you think the watermark you require may already exist as a template, simply:

    1. Select “Print” from within the application you are using,
    2. Select “Printer properties”, Select the “Effects” tab.
    3. Select the required Watermark from the dropdown box.

    If the watermark you would like to use does not exist then follow the instructions below on how to create a custom watermark.

    How do I create a custom watermark which I can add to my printouts?

    1. First you need to open the “Devices and Printers” folder on your computer
      • If using Windows 8, the easiest way is to do this is to go to the Metro screen and just start typing “Printers”. You should then be able to select “Devices and Printers” from the right of the screen.
      • In older versions you can find the Devices and Printers folder in the Control Panel.
    2. Right-click the printer you will be printing to and select “Printer Properties”.
      • The next step may depend on the printer that you are printing to, but for most HP printers, will be as follows:
    3. Select the “Preferences” button from the “General” tab.
    4. On the “Effects” tab, select the “Edit” button in the Watermarks section.
    5. You can then select “New”, type in your required text and select any option you require for colour and orientation etc.
      • Once you have accepted all your changes, you can return to the document you wish to print.
    6. Select “Print”.
    7. Select “Printer Properties” and select the watermark of your choice from the dropdown box on the “Effects” tab.
  • Lync: Creating Lync Meetings In Another Calendar

    To create a Lync meeting in somebody else's calendar, you have to have been given delegate permissions in Lync - if not, you'll receive a message similar to this:

    To get delegate permissions, the calendar owner must assign them, which is done in Lync:
    1) Click the arrow beside the cogwheel icon in the Lync client.
    2) Click Tools.
    3) Click Call Forwarding Settings.

    In the next window:
    4) Select Call Forwarding
    5) Click Edit my delegate members

    Add delegates as required:
    6) Click the Add button
    7) Start typing the person's name to search in the contact list
    8) Select the person and click OK
    9) Click OK on the warning message

  • Faxes: How to send faxes from the network

    To send a fax directly from your PC:

    1. Print the document to the "Toshiba e-Studio Fax"
    2. In the dialogue box that pops up:
    3. Enter the fax number that you want to send to in the "Fax Number" box
    4. Click the up arrow button - the fax number will go into the "To:" box
    5. Click OK
  • Software: Holiday Manager

    Create a folder called 'HolidayMessenger' in your Documents folder (unless already present)

    Copy across 'Holiday Messenger.exe' and 'App.config' from L:\IT\Programs\Holiday

    to this folder (App.config may already be there)

    You now need to create a shortcut to this program which you can either put on your desktop, or move to the start up folder for it to start automatically when you start up your workstation.

    Your start up location is here for Windows 7:

    C:\Users\%user name%\AppData\Roaming\Microsoft\Windows\Start Menu\Programs\Startup

    In Windows 8:

    C:\Users\%username%\AppData\Roaming\Microsoft\Windows\Start Menu\Programs\Startup

    Please change username to be your Windows user logon

  • Software: Convert Between DVD and ISO (can be used to copy DVDs)

    To copy a DVD or create an image file (ISO) for burning to a new DVD later on, please refer to the video guides attached.

  • Software: Holiday Request & Sickness Report

    To install Holiday Requester & Sickness Reporter please follow these steps:

    Create a folder called 'HolidayMessenger' in your Documents folder

    Copy across 'Request Holiday.exe' and 'App.config' from L:\IT\Programs\Holiday

    to the folder you just created


    If you create yourself a shortcut on desktop to 'Request Holiday.exe'

    Create a second shortcut appending an S to the end of the command line:

  • Software: OS X: Keychain Access asks for keychain "login" after changing login password

    Learn what to do if Keychain Access asks for your keychain password after you've changed your login password.

    If you change your account's password using your Mac OS X Install disc (or if your network-based account password is changed due to a network admin forcing a password change), your default keychain password (which uses the same initial password as your user account) does not change. Because of this, you will be prompted to enter a keychain password each time an application requires authentication that your keychain would normally provide.

    Note: This doesn't happen if you change your account password using Accounts preferences.

    If you want your default keychain to be unlocked automatically when you log in, synchronize your Keychain Access and account login passwords by doing this:

    1. Open Keychain Access (you can get to it by choosing Utilities from the Go menu in the Finder).
    2. From the Edit menu, choose Change Password for Keychain "login."
    3. Type the former password of the account that you are currently logged in to, then click OK.
    4. If you entered the correct password, a new window appears; enter the original password again in the Current Password field.
    5. In the New Password field, type the password that matches your current account password.
    6. Re-enter the newer password in the Verify field, then click OK.

    If you don't remember your original (former) account password

    If you don't remember your original password, you'll need to delete the keychain. Deleting a keychain also deletes all the password data saved in that keychain.

    1. In Keychain Access, choose Preferences from the Keychain Access menu.
    2. If available, click the Reset My Default Keychain button. This will remove the login keychain and create a new one with the password provided.
    3. If Reset My Default Keychain is not available, choose Keychain List from the Edit menu.
    4. Delete the "login" keychain.

    The next time you log in to the account, you can save your current password in a keychain.

  • Software: Why can't I open pictures on my computer?

    If you find that you can't open pictures on your computer, or the icons don't look correct, it may be because the default program isn't set properly on your computer.

    To fix this,

    1. Right click on the icon for your picture;
    2. Select Open With...
    3. Select Choose Default Program...
    4. Select Windows Photo Viewer from the list and click ok.

    This should now open up your pictures correctly - if you're still having issues, please raise a ticket so we can investigate this for you.

  • Software: Credentials Request

    If you find the following dialogue box pops up, it is likely that you have a SharePoint List in Outlook, which will not share the credentials with Chrome. You can simply cancel or enter your credentials. This will only happen if you do not use Internet Explorer to access SharePoint.

    If you do not use the SharePoint List, you can remove them from Outlook and no longer receive this message

  • Software: How to Edit a PowerPoint Show (pps or ppsx file)

    If you double-click a pps or ppsx file (PowerPoint show), you don't have the option to then edit them. To do this, open them from within PowerPoint (using File | Open) - you'll then be able to edit them (don't forget to check your save options afterwards)!

  • Software: Why doesn't Excel display cell contents?

    If Excel doesn't display the contents of a cell, it could be due to formatting. One way of fixing this is:

    1. If all of the affected cells are in the same column(s) then try widening the column(s)
    2. Select and right-click the affected cell(s)
    3. Click Format Cells
    4. Check the Alignment tab
    5. If selected, turn off Wrap text
    6. Check the Font tab
    7. Change the font
    8. Click OK
  • Software: Convert Video to MP4 Using Format Factory

    Sometimes, a video file won't play on certain devices. This is generally down to either the format of the file or the codec used when saving it.

    To diagnose this kind of issue, compare the video format and codecs used against a known working video. A tool like Format Factory will display this kind of information (using the media file info button).

    To check the format:

    1. Click the -> MP4 button
    2. Click Add File
    3. Navigate to the file(s) required, select and click Open
    4. With a file selected, click the Media File Info button
    5. If necessary, copy the information and paste into Excel (allows for a side-by-side comparison

    To convert the video to a different format:

    1. Follow steps 1-3 above
    2. Click the Output Setting button
    3. Change any settings as required
    4. Click OK twice
    5. Click Start

    To convert a DVD into an MP4 (or another format):

    1. Select the section for ROM Device\DVD\CD\ISO
    2. Click DVD to Video File
    3. Change the output settings (such as the output file type) as required
    4. Click Convert
    5. Click Start
  • Software: How do I avoid errors downloading spreadsheets from SharePoint?

    If you receive an error downloading a report from Sharepoint, the likely cause of this is because the file type is in an incompatible format.

    To make sure your file is uploaded in the correct format, Save As and in the drop-down option, select .xls not .xlsx

    .xls is Excel 97-2003 Workbook format. If you save to 'Excel Workbook' it will be the .xlsx format that isn't compatible.

    Uploading the file in the correct format prevents users from having download issues.