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Lennox Hearth 8560 User's Manual

1. df ton BUTTON IF YOU YOU CAN PG ANSWER Press ANSWER Answer a call 22 35 OUTGOING Press OUTGOING and dial the number Place an outgoing call 24 Press an unlit CALL TT button or the flashing Select an outside line or answer a 24 25 CALL J button call IC Press ET Access an intercom call 22 DND Press unlit or lit DND Enable disable Do Not Disturb mode 45 CNF Press CNF J and dial the numbers you Place a conference call 27 would like to add to the conference LI Press G9 International Hold Symbol Put a call on hold 26 TRANSFER Press TRANSFER and dial the destination Transfer a call 28 number SYS SPDL Press sys SPDL View or access System Speed Dial 62 numbers STN SPDL Press STN SPDL View or access Speed Dial numbers 60 PAGE Press PAGE Choose a page zone to place a page 64 REDIAL Press REDIAL Redial a telephone number or save 32 the last number dialed d Press d and hang up Put a call on the speaker 34 MSG Press MSG Leave or listen to a message 36 MUTE Press MUTE Mute the microphone 34 FWD Press FWD and dial the destination num Forward calls to the specified num 30 ber ber Press the high or low end of the volume but Adjust volume during a call 50 In addition to the buttons identified in the preceding table your endpoint has a Spe cial button Qo Depending on h
2. Customizing voice mail prompts NOTE For problems that are network related contact your network administrator If you are a system administrator or if you need additional information not available in this guide refer to your system s administrator guide If you are a network adminis trator refer to the latest version of the JP Devices Installation Manual part number 835 2195 Hi m E a E Gi CO Po m Inter Tel Model 8560 8660 User Guide FREQUENTLY ASKED QUESTIONS FAQs Q1 A1 Q2 A2 Q3 A3 Q4 A4 Q5 A5 Q6 A6 Q7 A7 This section includes some of the most frequently asked questions If you have prob lems with your endpoint or mailbox refer to this section before you contact your sys tem voice mail or network administrator or your local Inter Tel provider How can I retrieve messages if I don t know the password for my voice mail Try using your extension number which is your default password Or maybe you don t have a password in which case pressing EJ is all you need to do If these options don t work contact your system administrator who can change or erase the password for you You can then retrieve your messages and reset the password if desired see page 53 How do I change the time and date on my endpoint Only your system administrator can change the time and date Please contact your system administrator if you notice that the date
3. 2 O O Z gt O Intelligent Directory Search IDS IDS simplifies searching for entries in a directory by allowing you to press a dialpad button once rather than several times to enter a character As you enter characters IDS displays the entry that best matches the characters entered as well as the next two entries see the following example of an Intercom directory entry NOTE The Intercom directory may display two similar entries one without an asterisk and one with an asterisk for example John Smith and John Smith The entry with out an asterisk is a primary extension the entry with an asterisk is a secondary exten sion CURRENT ENTRY JOHN SMITH MENU BUTTONS 67890 gt JOHN SMITH 4 BP JOHN SMITH 4 NEXT TWO ENTRIES SJOHN TAYLOR lt gt lt lt 21 35 gt gt 4 X ARROW MENU BUTTON NUMBER OF MATCHES 70 Inter Tel Model 8560 8660 User Guide To search for a directory name or feature using IDS 1 If the endpoint is idle press the DIRECTORY menu button then press the menu button for the desired directory IC OUTSIDE or FEATURE If placing a call choose between IC DIRECTORY and OUTSIDE CALL 2 Press the dialpad buttons to enter characters up to 16 characters See the fol lowing table for dialpad button character descriptions Each dialpad button rep resents several characters As you press the dialpad buttons the system connects the chara
4. 16 Adjusting Your Endpoint s LCD Contrast 17 Setting Up Voice Mail 0 0c cee eee 17 Initializing Your Mailbox 18 O Recording Your Personal Greetings 19 m Recording Your Voice Mail Directory Name 20 4 Making and Receiving Calls 00 cee eee ee eee 21 z Intercom Calls 2 0 0 eae 21 a Outside Call AA 24 Emergency Cales 25 G Call Waiting dE d REEL ae 25 4 Placing Calls On Hold 26 a Placing Conference Calls 000 e eee eee 27 Transferring Calls 28 To Another Extension aaaea 28 TO Voice Mall crer tee oad bare eae Yd areas 28 To an Outside Number 28 Using Reverse Transfer 29 Forwarding Call 30 Manual Call Forwarding 0c eee eee eee 30 Automatic System Forwarding eee ae 30 Redirect Cales 31 Redialing a Number cee e eee eee eee eee eee 32 Displaying Information on Your Endpoint a asaaas a 32 Date Time Name and Extension Number 32 Outside Party s Name Number a 32 Using a Headset eee eee eee 33 Using the Speaker and Microphone 5 34 Mute Button 34 Group Listen Using the Speaker 34 Enhanced Speakerphone Mode 35 Using the Message Button 0 eee eee eee eee 36 Leaving Messages 36 Retrieving Messages 36 Accessing Your Mailbox 37 Disabling and Enabling AR 38 Accessing Voice Mail Messages
5. Inter Tel Model 8560 8660 User Guide pr z E Gi lt e E A 5 lt Message Indicator Lamp The Message Indicator lamp located at the top right corner of the endpoint shows the same indications as the MSG button The Message Indicator lamp flashes when ever there is a waiting message S D o Oo m H NOTE By default the message lamp is programmed to light when you receive a new voice mail message However this lamp can be programmed for other functions Check with your system administrator if you are unsure what your endpoint s lamp is pro grammed to indicate DSS BLF and Mini DSS Generally the Model 8450 Direct Station Selection Busy Lamp Field DSS BLF unit is used by individuals that handle a high volume of incoming calls such as reception ists The DSS BLF provides one button access to up to 50 extension numbers or a programmable feature For more information about programming and using the DSS refer to the current Administrator s Guide NOTE The Model 8660 does not support the DSS BLF unit The Model 8416 Mini DSS unit is a scaled down version of the full sized DSS BLF unit This optional unit adds 16 user programmable buttons to your endpoint These buttons can be programmed as any of the following e DSS buttons Provide one button access to extension numbers and display the status of the extension associated with the button see page 66 e
6. While you are listening to a message you can use the following options e Say Skip or press E to skip to the end of the recording e Say Backup or press Hf to back up e Say Pause or press Bio pause Press D to continue e Say Forward or press Ef to skip ahead e Say Lower or press Ef to lower the volume e Say Envelope or press EI to play the message envelope e Say Higher or press Dro raise the volume e Say Save or press fa to save the new message in your mailbox e Say Delete or press to delete the message from your mailbox When the message has finished playing you have the following options e Say Replay or press ff to replay the message from the beginning e Say Reply or press Bf to reply to the message e Say Forward or press E to forward a copy of the message e Say Previous or press E to listen to the previous message e Say Envelope or press E to play the introductory message envelope e Say Next or press Dro listen to the next message e Say Save or press EE to save the new message in your mailbox e Say Delete or press IE to delete the message from your mailbox RECORDING AND SENDING VOICE MAIL MESSAGES DU EF ob a Access your mailbox as described on page 3 Say Record or press E Say or enter the mailbox number where you want to leave the message Say Yes or press El to accept the subscriber e name R
7. You have a call from caller s name You can choose whether or not to accept the call See page 68 for instructions about using the call screening feature To change your transfer method if allowed Access your mailbox as described on page 37 Say Personal or press Ki to select the Personal Options Menu Say More or press EE for More Options BA DN Say Transfer or press DN The system tells you what your current transfer method is You can then select the desired transfer method as follows e Say Unannounced or press fl to select unannounced transfers e Say Screened or press E to select screened transfers e Say Announce or press E to select announce only transfers e Say Cancel or press to return to the Personal Options Menu without making changes 5 Hang up Inter Tel Model 8560 8660 User Guide 55 e Z O Z Programming a Fax Destination With the Inter Tel voice processing system when you specify a fax destination num ber for your mailbox callers can access your mailbox to send a fax to your fax machine To change your fax destination number Access your mailbox as described on page 37 Say Personal or press E to select the Personal Options Menu Say More or press EN for More Options Say Number or press EE oar O N Say or enter the number of your fax destination If you entered the letters using the di
8. Speech Recognition ASR if it is enabled for your voice mail system To prevent oth ers from overhearing your password you must use the dialpad buttons on your end point to set up your e mail password When setting up your password the number of times you press a button determines which character is entered as shown in the table on the following page Notice that the capital letters and lower case letters require different button presses As you press the buttons the system announces the current character For security reasons use the handset and not the speakerphone when you set up your e mail password E mail passwords are case sensitive and your entry must match your e mail password exactly Also your e mail password cannot include any characters that are not included in the table on the following page and cannot exceed 40 characters Check with your administrator if you encounter any difficulties setting up your e mail pass word CH Z Gi m 2 pa m gt sl m AI Inter Tel Model 8560 8660 User Guide 85 To enter your e mail password NOTE To repeat menu instructions say Help or press ER at any time ALSO If you enter an incorrect password or if you choose to skip setting a new E Mail Reader password the Main Menu E Mail Reader Count option see page 89 is auto matically disabled to prevent having to hear the invalid password prompt for each sub sequent login and to protect against being lo
9. System Forward Disable 353 System Forward On Off 354 System Speed Dial 381 Switch Keymap 399 Transfer To Hold 346 Transfer To Ring 345 m E a E al ei Po m 102 Inter Tel Model 8560 8660 User Guide NOTES m E a E Gi 2 ei Po m Inter Tel Model 8560 8660 User Guide 1 03 m E a E al ei Po m 104 Inter Tel Model 8560 8660 User Guide A Abbreviations 7 About This Guide 2 About Voice Mail 9 About Your Endpoint 3 Accessing e mail messages 87 fax messages 90 voice mail messages 39 Accessing Your Endpoint 76 Accessing Your Mailbox 37 Account Codes 68 ACD Hunt Groups 78 Adding Parties to a Conference 27 Adjusting Your Endpoint s LCD Contrast 17 Adjusting Your Endpoint s Viewing Angle 16 Administrators 96 Advanced Mailbox using 84 voice mail flowchart 93 Agent Help 77 Agent IDs 78 Alphanumeric Mode 13 Alternate Greeting 19 Answering Calls 25 Assigning Secondary Extension Buttons 67 Automatic Call Answer 51 Automatic Call Distribution ACD 78 Automatic Speech Recognition ASR 11 Automatic System Forwarding 30 B Background Music 51 Basic Search 72 Blocking Calls 23 Buttons dialpad 3 Direct Station Selection 66 feature 65 lamps 8 13 LCD menu 7 message 36 mute 27 secondary extension 67 special 6 C Call Logging using 69 Call Pick Up Reverse Transfer 29 Call Waiting 25 Callbacks 22 24 Calls answering 25 block
10. and proceed directly to the playback phase Also at any menu level you can say Can cel or press to cancel or return to the previous menu Inter Tel Model 8560 8660 User Guide 37 m W D lt x Se Ka Oo DI oO DISABLING AND ENABLING ASR If your telephone system uses Enterprise Messaging EM your mailbox may have the Automatic Speech Recognition ASR feature enabled When ASR is enabled for your mailbox you have the option of issuing a spoken command or pressing a dialpad button If your environment prevents you from using ASR you can temporarily disable it by accessing option number eight on the main subscriber menu This option disables ASR for that particular call only Option number eight is used as a toggle and you can re enable ASR by pressing the number eight again on the main subscriber menu only Also if you press a dialpad button at the main subscriber menu to access mailbox functions ASR is automatically turned off and will remain off for the rest of the call For ASR guidelines see page 12 NOTE If your mailbox has E Mail Reader enabled you have an advanced mailbox See page 81 for information and instructions about using E Mail Reader features To temporarily disable ASR 1 Access your mailbox as described on page 37 2 Say Disable or press Ef to disable ASR for the call NOTE To enable ASR after disabling it press E until you are back at the main menu
11. listed in the back of this user guide or with extension numbers The buttons on the Mini DSS can also be programmed as feature buttons In addition you can combine the feature button and Station Speed Dial functions to program a feature button to dial an outside number NOTE You cannot program secondary extension buttons as feature buttons see Pro gramming Secondary Extension Buttons on page 67 O Z O Z To program a user programmable feature button 1 With the handset in the cradle dial EJ KA 2 Press the feature button you want to program 3 Dial the feature code or extension number you want to store under that button Refer to page 100 for default feature codes To return all feature buttons to their original default values With the handset in the cradle dial Ea a To display the current feature button values 1 With the handset in the cradle dial E KI 2 Press the feature button s you want displayed 3 Press d to exit Inter Tel Model 8560 8660 User Guide 65 zZ el 9 gt Oo PROGRAMMING DIRECT STATION SELECTION BUTTONS A button programmed as a Direct Station Selection Busy Lamp Field DSS BLF but ton provides a way to dial the associated extension with one touch In addition if the button is equipped with a lamp you can visually monitor the status of the associated extension To assign an extension to a DSS BLF button 1 With the handset in the cradle dial OH
12. ASR ASR can be enabled for the entire sys tem or it can be enabled for specific applications like voice mail or mailboxes When ASR is enabled for your mailbox you can issue spoken commands to navi gate the voice mail menus ASR also allows subscribers and non subscribers to navigate automated attendant menus call routing applications and search the directories ASR can be enabled for standard voice mailboxes and advanced mail boxes see page 9 For more information about ASR see page 12 e E Mail Reader E Mail Reader allows you to access voice e mail and fax mes sages from your mailbox For e mail messages E mail Reader uses Text to Speech TTS capabilities included with EM to convert the text in an e mail mes sage to a wav file For fax messages E Mail Reader announces the fax enve lope If E Mail Reader has been enabled for your mailbox your voice mail e mail and fax messages are unified in one convenient location For more informa tion and instructions about how to use E Mail Reader features see the Using E Mail Reader section starting on page 81 Consult your voice mail administrator to see if ASR and or E Mail Reader is enabled for your mailbox NOTE EM also includes Unified Messaging inbound and outbound faxing capabilities For information and instructions about Unified Messaging features see Issue 2 3 of the Unified Messaging User Guide part number 550 8121 Inter Tel Model 8560 8660 User Guid
13. Ed 2 Press the DSS button s and dial the desired extension number Once programmed you can use your DSS button as follows e You can place an intercom call to the extension that the DSS button is pro grammed for by pressing the button once e You can transfer a call to the extension that the DSS button is programmed for by pressing the button once and hanging up For transferred calls that are forwarded to voice mail you will hear repeating double tones and the display will show DEST FORWARDED TO VOICE MAIL e You can visually monitor the status of the extension The DSS BLF lamps indi cate the status of the extension or feature assigned to the button These indica tions are shown in the table below If the lamp is Solidly lit Then The associated extension is busy or the associated feature is enabled Flashing slowly The extension is in Do Not Disturb Flashing rapidly The extension has a call ringing in Fluttering continuously The extension is causing a STATION OFF HOOK system alarm NOTE For the DSS buttons to work as described above your system administrator must define them as user programmable in Database Programming 66 Inter Tel Model 8560 8660 User Guide PROGRAMMING SECONDARY EXTENSION BUTTONS With the Secondary Extension Appearances feature you can program various buttons on your endpoint and on the Mini DSS to indicate the call activity at a dif
14. Ei E KE 30 Inter Tel Model 8560 8660 User Guide Redirect Calls The Redirect Call feature allows you to forward any call that is ringing on your end point without having to answer the call NOTE You cannot redirect calls to an extension that is in DND or to a restricted out side number To redirect a call to an extension number 1 EITHER Press Oo and dial EE OR Press the SEND TO DEST menu button 2 Dial the extension number or press the IC DIRECTORY menu button to look up and select a number To redirect a call to an outside telephone number 1 EITHER Press Oo and dial EE OR Press the SEND TO DEST menu button 2 EITHER Press the OUTSIDE CALL menu button and enter the telephone num ber a m Z Gi si E A m o OR Use a speed dial number see page 60 3 Press EG Inter Tel Model 8560 8660 User Guide 31 m W D lt x Se Ka Oo DI Oo REDIALING A NUMBER The Redial feature allows you to quickly redial the last outside number you dialed Although most endpoints redial the last number dialed your system administrator can program your endpoint to redial the last number saved To use the Last Number Dialed feature if enabled EITHER With or without the handset lifted press REDIAL A line is selected automat ically and the number is dialed OR With or without the handset lifted press the OUTGOING or OUTSIDE CALL menu button and then the REDIAL men
15. Feature buttons Provide quick access to frequently used features see page 65 e Secondary extensions Allow one button access to calls ringing or holding at another station see page 67 NOTE Instructions for attaching the Mini DSS to your endpoint are included with the unit The DSS BLF and Mini DSS lamps indicate the status of the extension or feature assigned to the button These indications are shown in the table below If the lamp is Then Solidly lit The associated extension is busy or the associated feature is enabled Flashing slowly The extension is in Do Not Disturb Flashing rapidly The extension has a call ringing in Fluttering continuously The extension is causing a STATION OFF HOOK system alarm 8 Inter Tel Model 8560 8660 User Guide ABOUT VOICE MAIL Voice mail is an application that is part of the Inter Tel voice processing system Using voice mail you and other callers can send and receive recorded messages from any supported endpoint on the system To use voice mail features each user or sub scriber is assigned a mailbox which usually corresponds to the extension number assigned to your endpoint You can however have an unassociated mailbox that does not correspond to an extension Unassociated mailboxes are typically used for agents or other personnel who don t have a permanent office pr z E Gi lt e E A 5 lt With your mailbox you ca
16. Model 8560 8660 User Guide NOTE You cannot forward an e mail message to a mailbox or group list When you forward an e mail message the e mail is converted to a fax and for warded to the fax destination telephone number that you specify e Say Previous or press ER to listen to the previous message e Say Envelope or press Ej to play the introductory message envelope see page 92 for programming instructions e Say Next or press Dro listen to the next message e Say Save or press to save the message e Say Delete Message or press J to delete the message NOTE You may be prompted to confirm deleting the message Say Yes to delete the message or No to cancel the request to delete the message 5 Hang up UsING MAIN MENU E MAIL READER COUNT After you set up your E Mail Reader account the system announces the number of voice mail e mail and fax messages you have each time you access your mailbox before you can listen to your messages The voice prompt that indicates the number of e mail and fax messages is the Main Menu E Mail Reader Count option Voice mail message prompts are not included in Main Menu E Mail Reader Count and will always be played when you access your mailbox You can disable the Main Menu E Mail Reader Count option in your mailbox Disabling the Main Menu E Mail Reader Count option defers e mail and fax prompts until you select the E Mail or Fax messag
17. Press EJ to enable ASR 38 Inter Tel Model 8560 8660 User Guide ACCESSING VOICE MAIL MESSAGES When you access your mailbox you can listen to new and saved voice mail messages After listening to your voice mail messages you can access the associated options NOTE If your telephone system uses Enterprise Messaging EM your mailbox may have the Automatic Speech Recognition ASR feature enabled When ASR is enabled for your mailbox you have the option of issuing a spoken command or pressing a dial pad button See page 12 for ASR guidelines ALSO If your mailbox has E Mail Reader enabled you have an advanced mailbox See page 81 for information and instructions about using E Mail Reader features Listening to Voice Mail Messages To listen to voice mail messages ei m Z Gi s gt A m lv 1 Access your mailbox as described on page 37 2 If E Mail Reader is enabled for your mailbox say Voice Mail or press KE If E Mail Reader is not enabled for your mailbox skip this step 3 Select one of the following e Say New or press Hl to listen to new messages e Say Saved or press El to listen to saved messages 4 While you are listening to a voice mail message you can use the following options e Say Skip or press EJ to skip to the end of the recording e Say Back up or press Hl to rewind a few seconds and replay the mes sage e Say Pause or press Bf
18. Say Voice Mail or press DR e Say E Mail or press EM e Say Facsimile or press EM 5 You can then do any of the following e Say Time Date or press fili to enable or disable the time and date options e Say Source or press Bf to enable or disable the message source option e For voice mail say Length or press to enable or disable the message length option For e mail say Subject or press E to enable or disable the subject option For faxes say Pages or press E to enable or disable the pages option e Say All Options or press J to enable all options and return to the Per sonal Options Menu e Say None or press Ef to disable the entire envelope and return to the Per sonal Options Menu e Say Accept or press D to accept the changes e Say Cancel or press E to return to the Personal Options Menu 6 Hang up 92 Inter Tel Model 8560 8660 User Guide VOICE MAIL FLOWCHART ADVANCED MAILBOX NOTE In most menus you can say Cancel or press i to return to the previous menu Say Accept or press EJ to accept the option MAILBOX ACCESS EITHER Press the Mes sage button to respond to a message from voice mail OR Call the voice mail extension number say Login or press EJ and say or enter your mailbox number Enter your password press JE SUBSCRIBER MAILBOX MENU Voice Mail Record E
19. Tel Model 8560 8660 User Guide Q15 A15 Q16 A16 Q17 A17 Q18 A18 What do I do if my 8660 IP endpoint loses audio Loss of audio on an IP endpoint may indicate a firewall conflict Contact your system administrator to resolve this issue Why can t I use the Agent Help or Record a Call features on my 8660 IP endpoint If your endpoint is configured to use peer to peer P2P audio you will not be able to use the Agent Help and Record A Call features when you are on a P2P call To deter mine if your endpoint is configured to use P2P audio consult your system administra tor Why can t I use one of the features described in this guide There are a few reasons why you might not be able to access the feature Some possi ble reasons include e Your system software version may not support the feature Check with your sys tem administrator to see which software version your telephone system currently uses and if there are any features restrictions for your system e Your system administrator may not have enabled the feature for your endpoint e Your system administrator may have programmed your endpoint to block the fea ture If I need further assistance how do I get technical support First contact your system administrator if you have a question that is not covered in this user guide If you need further assistance contact your local authorized Inter Tel provider Providers can be located using the Inter Tel
20. To return a call or redial a number listed in a call log Press TZ or the CALL NOW menu button while the number is displayed To delete entries Press J or the DELETE menu button to delete the displayed entry or press the DEL ALL menu button to delete all entries in the current call log Inter Tel Model 8560 8660 User Guide 69 UsING DIRECTORIES With directories you can use the dialpad to find names and numbers You can then use the directory information to make calls access features or leave voice mail mes sages There are two types of system directories e Telephone directory Search for and connect to contacts or access features e Voice Mail directory Search for voice mail contacts and leave voice mail mes sages see page 73 Telephone Directory There are three subdirectories available in the Telephone directory e Intercom Find and dial intercom extensions e Outside Find and dial outside numbers listed in the company directory e Feature Find and activate system features The Telephone directory uses one of two search methods to find contacts or features Intelligent Directory Search IDS or Basic Search see page 72 Enter a full or par tial name with the dialpad buttons to search for a contact or feature You can then con tact the person or access the feature by dialing the number or pressing a button NOTE The search method used for your system IDS or Basic depends on your soft ware version
21. Voice Announce feature if the called endpoint is pro grammed for it Do not hang up After the busy signals stop you are automati cally connected and may speak If you hear music or if the endpoint is in DND mode your off hook voice announce call will not go through This allows you to talk to the endpoint user on his or her handsfree speakerphone even though the user already has a call in progress on the handset This feature is not available if your endpoint has the Ring Intercom Always feature enabled Receiving Intercom Calls Your endpoint can receive both intercom and non handsfree intercom calls If the handsfree feature is enabled on your endpoint intercom calls are automatically answered Non handsfree intercom calls see page 21 override the handsfree option If your handsfree feature is disabled or if you receive a non handsfree intercom call you must pick up the handset or press a button to answer the call To enable or disable your endpoint s handsfree answering feature With the handset in the cradle dial DER To receive an intercom call If the handsfree feature is enabled respond handsfree If the handsfree feature is disabled press d or IC Sf or lift the handset for privacy 22 Inter Tel Model 8560 8660 User Guide To receive a non handsfree intercom call EITHER Lift the handset for privacy OR Press d or ic J to answer the call NOTE You must lift the handset
22. Web site at www inter tel com All Inter Tel sales service and support are handled at the local level Inter Tel Model 8560 8660 User Guide 99 m E a E Gi 2 e Po m m E a E al ei Po m DEFAULT FEATURE CODES Use the blank spaces below to enter custom feature codes if necessary OUTSIDE LINE ACCESS CODES ACCESS CODE NAME ACCESS CODE NEW CODE Select Line Group 1 208 92001 92208 Automatic Route Selection 92000 Emergency Call 911 999 in Europe Outgoing Call 8 These defaults may differ based on the software version EXTENSION NUMBERS EXTENSION NAME EXTENSION NUMBER NEW NUMBER Endpoint Extensions 1000 1999 Hunt Groups 2000 2299 Attendant 0 100 Inter Tel Model 8560 8660 User Guide GENERAL FEATURE CODES FEATURE NAME FEATURE CODE NEW CODE Account Code Following Calls 391 Account Code Optional 390 ACD Agent Log In 326 ACD Agent Log Out 327 ACD Agent Log In Out 328 ACD Agent Wrap Up Terminate 329 Agent Help Request 375 Agent Help Reject 376 Answer Ringing Call 351 Audio Diagnostics 320 Automatic Intercom Access On Off 361 Automatic Line Access On Off 360 Automatic Line Answer 350 Background Music On Off 313 Call Forward All Calls 355 Call Forward If Busy 357 Call Forward If No Ans
23. YU YO E yu 9 W X Y Z 9 RA RI RU RE RO yo 0 0 WA WO N pa ba long The Japanese characters are only available if the Multilingual feature is enabled and Japanese is installed as the secondary language The character available depends on the software version 72 Inter Tel Model 8560 8660 User Guide Voice Mail Directory With the voice mail directory subscribers and non subscribers can use ASR if enabled or dialpad buttons to search for names in the directory Subscriber names are automatically added to the directory when their mailbox is initialized ASR may not be able to locate names that are pronounced differently than they are spelled For these types of names use the alternate search method of spelling the name using the endpoint dialpad buttons see table below You begin a search by dialing the system voice mail extension and selecting the direc tory option You are prompted to say or spell the name of the mailbox user you want to search for For example if you say the name John the system locates all of the sub scribers with the first or last name of John The list of names returned might include the names John Smith John Jones John Nielson David John Robert John etc When one to 10 matches are located you can browse the list of returned names by selecting the Previous say Previous or press E and Next say Next or press EF options The directory lists ar
24. and replace the handset 50 Inter Tel Model 8560 8660 User Guide Enabling Background Music If your telephone system is equipped with a music source you can listen to music through your speaker To enable or disable background music Dial E KU EJ Changing Keymaps Keymaps identify where feature buttons appear on your endpoint While all endpoints are programmed with a standard keymap some endpoints have alternate keymaps ask your system administrator If you have an alternate keymap you can switch between the keymaps by dialing a specific feature code To switch between keymaps when your endpoint is idle With the handset in the cradle dial ENER To switch between keymaps during a call Press Oo and dial IE EE EE Enabling Automatic Call Answer The Automatic Call Answer feature determines whether or not you are automatically connected to a caller when you lift the handset or press H If this feature is enabled you are automatically connected when you go off hook If it is disabled you must first lift the handset or press gi and then press the flashing button To enable disable this feature for ringing outside calls With the handset in the cradle dial KA KI To enable disable this feature for ringing non handsfree intercom calls With the handset in the cradle dial KI KU O 2 O zZ Inter Tel Model 8560 8660 User Guide 51 Changing the Language When your telephone system is installed t
25. and then press D when you are done The messaging system plays back your password If you do not want to use a password just say Skip or press EJ 5 Say Accept or press D to accept the entry or say Erase or press to erase and re enter your password The system prompts you to record your directory name 6 After the tone record your first and last names 7 When prompted do one of the following e Say Accept or press EJ again to accept the name e Say Replay or press E to replay the name you just recorded e Say Append or press B to add to your name e Say Re record or press El to erase and re record your name NOTE The system then plays a prompt that introduces you to the basic voice mail system features You can skip this introduction by saying Skip or by pressing EJ if desired 18 Inter Tel Model 8560 8660 User Guide Recording Your Personal Greetings You can store two different personal greetings in your voice mailbox a primary and an alternate You may change or choose to use either greeting at any time You can then select which greeting you want played when a caller reaches your voice mailbox Because the purpose of this greeting is to tell callers why they have reached your voice mailbox you should include the following information e Whether or not you are in the office and where you can be reached e When you will be returning calls e For callers who do
26. available on the Model 8660 endpoint To enable enhanced speakerphone mode while on a call EITHER Press Oo and then i OR Press oo and dial Ei El The speakerphone will return to standard mode when you end the call There will be about one second of white noise while the speakerphone circuitry is cal ibrated to the call Both parties should avoid speaking during this white noise If the speakerphone cannot be calibrated correctly the display shows CANNOT ENABLE ENHANCED MODE ei m Z Gi s gt A m lv NOTE Two display endpoints cannot be in enhanced mode while on a call together one endpoint must be off hook to allow the other endpoint to enter enhanced speaker phone mode ALSO On some long distance calls the outside party may hear his or her own echo when speaking If the amount of echo is objectionable do not use the Enhanced Speakerphone Mode Inter Tel Model 8560 8660 User Guide 35 USING THE MESSAGE BUTTON In today s busy world it s almost guaranteed that you will call someone that is on another call does not answer or is in DND But with the msc button you can let the other person know you called When you leave a message you can e Have the called party return your call When the party you called responds to the message indication a call is automatically placed to your endpoint e Leave a message with the called party s message center which can
27. both buttons on the back of the endpoint to disengage the base s locking mechanism 3 Tilt the endpoint to the desired angle 4 Release both buttons to lock the base in place endpoint NOTE If you position your endpoint s viewing angle to 60 degrees or greater it is rec ommended that you flip the handset hanger down to the horizontal position 16 Inter Tel Model 8560 8660 User Guide ADJUSTING YOUR ENDPOINT S LCD CONTRAST Your endpoint has a feature that allows you to adjust the Liquid Crystal Display LCD contrast This feature is only available when the endpoint is in the idle state You can choose from eight different contrast levels by using the volume button using the LCD menu buttons or by using the dialpad buttons To adjust your endpoint s LCD contrast 1 With the handset in the cradle dial KI HI 2 Adjust the contrast level of the LCD screen by one of the following methods EITHER Use the volume button m darker m lighter OR Use the LCD menu buttons OR Press a number on the dialpad 1 lightest through 8 darkest that corre sponds to your desired contrast level 3 Accept and save the contrast level by one of the following methods EITHER Press Ig OR Lift and replace the handset OR Press the ACCEPT menu button on the LCD screen SETTING UP VOICE MAIL To begin using your mailbox you will need to complete a few basic set up procedures to initialize your mailbox customize you
28. d ite ee ea EE 82 E Mail Reader Features 00 0c eee eee eee eens 83 Using Your Advanced Mailbox 84 Setting Up Your E Mail Password 85 Accessing E Mail Messages a eee eee 87 Using Main Menu E Mail Reader Count 89 Accessing Fax Messages 90 Recovering Deleted Messages 91 Changing Message Envelopes aan 92 Voice Mail Flowchart Advanced Mailbox 93 2 Z Gi m d D m gt sl m 2 Inter Tel Model 8560 8660 User Guide 81 INTRODUCTION Enterprise Messaging EM is the voice processing system that provides advanced messaging features with the E mail Reader feature This section provides information and instructions about advanced mailbox tasks for users who have E Mail Reader enabled for their mailbox If your mailbox does not have E Mail Reader enabled you have a standard voice mailbox see page 9 The instructions for many voice mail tasks are identical for standard voice mailbox and advanced mailbox users therefore the instructions for these common mailbox tasks are not repeated in this section See the following pages for common mailbox tasks e Initializing your mailbox see page 18 e Recording your personal greetings see page 19 e Recording your voice mail directory name see page 20 e Accessing your mailbox see page 37 e Disabling and enabling ASR see page 38 e Accessing voice mail me
29. ees 100 m E a E Gi 2 ei Po m Inter Tel Model 8560 8660 User Guide INTRODUCTION If you want to know more about your endpoint and voice mail system this is the sec tion for you With additional information and an FAQ you should be able to find answers to most of your questions NOTE Because the telephone system is very flexible and programmable the proce dures for using the features might vary slightly from the descriptions in this guide If so your trainer or system administrator can tell you how your system differs and how to use the features WHAT THE ADMINISTRATORS CAN DO FOR YOU The administrators are the people to whom you should turn if you have any problems with your endpoint and or voice mail They have access to advanced programming features and can reset certain settings associated with your endpoint The types of administrators that can help you with your endpoint voice mail are as follows e System Administrator Performs certain telephone system functions including Setting the date and time Programming System Speed Dial numbers Making database changes such as programming usernames toll restriction DND messages and extension numbers e Voice Mail Administrator Performs tasks associated with the voice mail sys tem including Recording a broadcast message that is sent to all mailboxes at once Performing mailbox maintenance such as changing your password
30. endpoint on the system 2 Enter Ei Zi HI Enter your extension number w 4 Enter your password followed by EJ You can now use any of the following fea tures To change the station password using Remote Programming a Enter E o EM b Enter the new password followed by E c Enter the new password again for verification followed by Ef To turn on DND a Enter KI E b Enter the message number 01 20 and the optional second line message a text z To turn off DND Enter EB 3 To turn on Call Forward a Enter one of the following Call Forward feature codes PVC ege EN If No Answer u ssmasaasan agga EBUSY aai Ha If No Answer or Busy HAH b Enter an extension number or enter an outside line access code followed by a telephone number To turn off Call Forward Enter GE Ei 5 Hang up 76 Inter Tel Model 8560 8660 User Guide REQUESTING AGENT HELP NOTE This feature is not supported for Model 8660 IP endpoints that are configured to use peer to peer P2P audio Your telephone system may be programmed to support the Agent Help feature which allows you to request help from a designated Agent Help Extension usually your supervisor during a call When your request call rings at the Agent Help Extension the supervisor can choose to join the call or reject the request If the Agent Help Extension is a digital endpoint the endpoint s microphone is auto matically muted so that the
31. enter a second line of text up to 16 characters For example if you select 03 IN MEETING UNTIL as your first line of text you can enter 3 30 as your second line Callers will then see IN MEETING UNTIL 3 30 To enable DND 1 Press DND Tor the DND menu button 2 EITHER Dial the two digit number corresponding to the message you want to use see table above OR Press the SCROLL menu button and PREVIOUS or NEXT OR press the mii high or mf low end of the volume button to scroll through the messages Inter Tel Model 8560 8660 User Guide 45 3 If desired customize the second display line by dialing the desired numbers or letters as described below e Remain in numeric mode Message button and lamp unlit Press the dialpad buttons to dial the desired numbers Press D for a hyphen B for a colon FWD to leave a space or MUTE to backspace e Change to alphanumeric mode Message button and lamp lit Press MSG or the USE ALPHA MODE menu button and then press the dialpad buttons to enter the desired characters Refer to the chart below The number of times m a button is pressed determines which character is entered For example b 33377744432999 enters FRIDAY When adjoining characters are located lt under the same button press FWD once
32. language Returning to Default Operation You can return your endpoint to default levels at any time This feature returns vol umes to default levels cancels DND manual call forwarding background music and queue requests and restores handsfree mode pages hunt group calls and system for warding all at once 2 O O gt O To return your endpoint to default Dial HI KI KU 52 Inter Tel Model 8560 8660 User Guide SETTING MAILBOX PREFERENCES Your mailbox contains personal options to allow you to customize voice mail func tions However before you change your voice mail options you must first initialize your mailbox see page 17 NOTE If your telephone system uses Enterprise Messaging EM your mailbox may have the Automatic Speech Recognition ASR feature enabled When ASR is enabled for your mailbox you have the option of issuing a spoken command or pressing a dial pad button See page 12 for ASR guidelines ALSO If your mailbox has E Mail Reader enabled you have an advanced mailbox See page 81 for information and instructions about using E Mail Reader features Changing Your Mailbox Password Your password prevents unauthorized access to your mailbox When you first initial ize your mailbox you are prompted to change your password from the default your mailbox number You can change your mailbox password at any time The new password can be up to 12 digits long and must be numeric T
33. see ed eee ea bee wie eee hae Placing Conference Cas Transferring Calls 2 0 0 ccc cee eee eee eee Using Reverse Transfer NO SNIAOW Forwarding Calle NN cece ewe ee ee ee eee eee EINEN ee NA KAG Redialing a Number Displaying Information on Your Endpoint Using a Headset EE ER Using the Speaker and Microphone Using the Message Button Accessing Your Mailbox Disabling and Enabling AGR Accessing Voice Mail Messages 0 c cece eee eee eens Using Do Not Disturb Mode Using Reminder Messages EC EE TVIN 3 ONISN AYOW ONINYVAT Inter Tel Inc March 2006 printed in US CONTENTS PAGE MOVING e WEE 49 luese Te LL i ee KG NAAN ee ee EE 50 Setting Endpoint Preferences 50 Setting Mailbox Preferences 53 Speed Dialing sors cece eee KGG SEELEN hee teed eee TER ee eee ee 60 Using Record A Call cece nee eee eee 63 PAGING ccs a ee ee eid a ae ee Bad a ae AA 64 Performing a Hookflash During a Cal 65 Programming Your Feature Buttons 65 Programming Direct Station Selection Buttons eee 66 Programming Secondary Extension Buttons 67 Using Account CodeS 2 ene e eee 68 Screening Calls eee eens 69 Using Call Logging 9 ied ceded cede aa Rae BABENG ed 70 Using Directories NN ENN eee ENN SINN ee ee ke ee ee ee ee 71 Programming Remote Feature Access 76 Requesting Agent Help 24 44 oie eee ee eee ee ee eee eee ee we 78 Working in Hunt
34. supervisor cannot be heard unless he or she presses MUTE If the Agent Help Extension is a single line endpoint however the supervi sor can be heard as soon as the conference is established In either case the supervi sor can hear all other parties on the call To use the Agent Help feature while on a call 1 Press Co and dial E you hear repeating tones the Agent Help fea ture is not available at your endpoint you already have four parties in your call not enough system circuits are currently available or the Agent Help Extension is in DND 2 Dial the Agent Help Extension number if required Your endpoint may be pro grammed to automatically dial the number or you may be required to dial it If the Agent Help Extension accepts the call you hear the Agent Help tone if it is enabled and the supervisor can monitor or join your call O zZ O Z If the Agent Help Extension rejects the call you hear a confirmation tone and the display shows AGENT HELP REJECTED To respond to an Agent Help request at a display endpoint When you receive an Agent Help request your display shows lt name gt REQUESTS HELP You can do one of the following e To accept the call Answer as usual Your microphone is muted and you cannot be heard by either party unless you press MUTE e To reject the call Press the REJECT HELP menu button Inter Tel Model 8560 8660 User Guide 77 WORKING IN HUNT GR
35. the call Press MUTE JJ or the UNMUTE menu button Group Listen Using the Speaker With the Group Listen feature you can transmit a conversation over the speaker while you use the handset or headset to continue speaking This allows other people to hear the caller while the caller can only hear you m W D lt x Ee Ka DI Oo NOTE You cannot use this feature on a handsfree call You must be on a call using the handset or a headset before entering the feature code To turn the group listen feature on or off during a call Press Oo and dial EE EJ You hear a confirmation tone and the display shows GROUP LISTEN ON or GROUP LISTEN OFF The other party will not hear the confirmation tone NOTE If you are using the handset the LI button lamp will remain unlit even though the speaker is on This allows you to place the call into handsfree mode at any time dur ing the call by pressing ad and hanging up If you are using a headset however the d button lamp is lit Pressing d will disconnect the call 34 Inter Tel Model 8560 8660 User Guide Enhanced Speakerphone Mode The Enhanced Speakerphone Mode improves transmission quality while on a speak erphone call over a limited volume level range typically the range is 1 to 3 NOTE To use this feature the system administrator or installer must program your endpoint for Enhanced Speakerphone Mode ALSO This feature is not
36. to PCs or any other 10 100 Ether net devices Model 8660 only LAN Power Jack Connects to a network hub or a switch Model 8660 only Back of Endpoint Headset Jack Handset Jack 24V Power Jack LAN Power Jack Inter Tel Model 8560 8660 User Guide IP Endpoint Exceptions The Model 8660 IP endpoint looks and functions almost identically to the Model 8560 The only exceptions are e The Model 8660 has additional ports on the back that are used for Internet and power connections see page 4 e The Model 8660 does not support the DSS BLF unit see page 8 e The Model 8660 does not support the Off Hook Voice Announce feature see page 23 pr z z Gi lt e C A 5 lt e The Model 8660 does not support the Enhanced Speakerphone Mode feature see page 35 CAUTION Consult your system administrator and your local Inter Tel servicing company for important information about dialing emergency services from your IP endpoint before you begin using it Inter Tel Model 8560 8660 User Guide 5 z D o o al e Feature Button Functions The feature buttons are designed to automate some of the commonly used functions such as dialing an outside number Each of these is described in the table below
37. to advance to the next character o For example 6 FWD TI 666 FWD 6632999 enters MONDAY Note that 2 letters correspond to the letters printed on the buttons Press FWD twice to E leave a space or press MUTE if you need to backspace 4 Press c or lift and replace the handset NUMBER OF TIMES BUTTON IS PRESSED BUTTON 1 2 3 4 5 6 7 8 9 10 11 ENGLISH CHARACTERS JAPANESE CHARACTERS 1 amp 1 A I U E Oo a 2 A B Cc 2 KI KU KE KO i 3 D E F 3 SA SHI SU SE SO u 4 G H l 7 4 TA CHI TSU TE TO e 5 J K L Hor 5 NA NI NU NE NO o e M N o Nor 6 HA HI FU HE HO tsu 7 P Q R S 7 MA MI MU ME MO ya 8 T U V 8 YA YU YO S F yu 9 W X Y Z 9 RA RI RU RE RO yo 0 0 WA WO N pa ba long The Japanese characters are only available if the Multilingual feature is enabled and Japanese is installed as the secondary language The character available depends on the software version To cancel DND EITHER Press DND H OR press the DND menu button followed by the DND OFF menu button 46 Inter Tel Model 8560 8660 User Guide USING REMINDER MESSAGES Never be late for a meeting again With Reminder Messages you can program your endpoint up to 24 hours in advance to alert you at a specified time At the pro grammed time the reminder message signals you with eight short tones and your dis play shows the message If you are on a call you still hear t
38. 0 User Guide 9 The instructions for many voice mail tasks are identical for standard voice mailbox and advanced mailbox users The instructions for the following common mailbox tasks are included in the Getting Started and Moving On sections of this guide e Initializing your mailbox see page 18 e Recording your personal greetings see page 19 S D o O Z m Z L e Recording your voice mail directory name see page 20 e Accessing your mailbox see page 37 e Disabling and enabling ASR see page 38 e Accessing voice mail messages see page 39 e Recording and sending voice mail messages see page 42 e Canceling unheard voice mail messages see page 44 e Changing your mailbox password see page 53 e Changing the call screening transfer method see page 55 e Programming a fax destination see page 56 e Changing the message search order see page 57 e Programming remote messaging see page 58 e Screening calls see page 68 e Using the voice mail directory see page 73 10 Inter Tel Model 8560 8660 User Guide Enterprise Messaging Enterprise Messaging EM is the Inter Tel messaging system that uses industry stan dard protocols for communication and messaging EM unifies communication and messaging by providing access to voice mail fax and e mail messages in your mail box The EM system provides voice mail users with the following advanced messag ing features e Automatic Speech Recognition
39. 357 If No Answer Busy 358 2 Enter an extension number or enter a line access code followed by an outside tele phone number 3 Hang up To turn off Call Forward 1 Enter El A E 2 Press EJ and hang up Notice This Inter Tel user guide is released by Inter Tel Inc as a guide for end users It pro vides information necessary to use the Model 8560 and 8660 IP endpoint The contents of this user guide which reflect current Inter Tel standards are subject to revision or change without notice Some features or applications mentioned may require a future release and are not available in the initial release Future product features and applications are subject to availability and cost Some features or applications may require additional hardware and or specific software Some system features can only be accessed by an administrator For information about these features see the Frequently Asked Questions on page 95 For sales service or technical support contact your local authorized Inter Tel provider Comments about this user guide or other technical documentation should be directed to Inter Tel s Technical Publications Department at Tech_Pubs inter tel com All products and services mentioned in this publication are the trademarks service marks registered marks or registered service marks of their respective owners Inter Tel Axxess and Enterprise Tp rated are registered trademarks of Inter Tel I
40. 39 Listening to Voice Mail Messages 39 Recovering Deleted Voice Mail Messages 41 Recording and Sending Voice Mail Messages 42 Canceling Unheard Voice Mail Messages 44 Using Do Not Disturb Mode eee e eens 45 Using Reminder Messages eee eee eee 47 Inter Tel Model 8560 8660 User Guide 15 m DI D lt x Ka oO EF Ll O INTRODUCTION Now that you know what your endpoint can do it s time to start using it In this sec tion you ll learn how to make and receive calls transfer calls retrieve voice mail messages and much more ADJUSTING YOUR ENDPOINT S VIEWING ANGLE Your endpoint has an adjustable base that allows you to tilt your endpoint to enhance the viewing angle There are two types of bases available on the endpoint each of which allow you to adjust the angle of the endpoint Use the appropriate instructions listed below to adjust the angle of your endpoint If your endpoint has a support mechanism that fits into holes on the base 1 Position the bottom of the endpoint s base on a flat surface 2 Tilt the endpoint to the desired angle 3 Place the feet of the support mechanism in the holes on the base to secure the position of the endpoint If your endpoint has buttons located on the back to release the locking base 1 Position the bottom of the endpoint s base on a flat surface 2 Press
41. 660 User Guide USING RECORD A CALL NOTE This feature is not supported for Model 8660 IP endpoints that are configured to use peer to peer P2P audio If your telephone system is equipped with a Voice Processor voice mail you may have access to the Record A Call feature If so you can record an ongoing call as a mailbox message You can then retrieve the message just as you would any other mailbox message To use the Record A Call feature while on a call 1 EITHER Press co and dial DER OR Press the RECORD A CALL menu button 2 If required dial the desired mailbox number Your endpoint may be pro grammed to select the mailbox or you may be required to dial it You hear a confirmation tone when the Record A Call feature is activated To turn off Record A Call EITHER Press oo and dial EH OR Press the CANCEL RECORDING menu button OR Hang up O zZ O 2 Inter Tel Model 8560 8660 User Guide 63 PAGING The Paging feature allows you to make an announcement through endpoint speakers or external speakers if your system is equipped with external paging equipment To prevent announcements from transmitting through every endpoint in the system this feature uses page zones Each zone contains a different combination of extensions and external paging equipment and is programmed by your system administrator Ask your trainer or system administrator how the zones are programmed and list them below for y
42. DA If your system is set for 24 hour format you must enter the time appropriately e g 1400 2 00PM If your system is set for 12 hour display format press the AM or PM menu button To cancel all reminder message requests before they signal you With the handset in the cradle dial KI KI To clear a received reminder message With the handset in the cradle press KY Inter Tel Model 8560 8660 User Guide 47 el HI D lt Se Ka tS W oO 48 Inter Tel Model 8560 8660 User Guide SECTION CONTENTS PAGE ae PA AA 50 Setting Endpoint Preferences aa 50 Endpoint Configuration 0 0 00 cee eee 50 Changing Volume Levels 000 c eee eee 50 Selecting a Ring Tone 50 Enabling Background Music 51 Changing Keymaps 51 Enabling Automatic Call Answer 51 Changing the Language 52 Returning to Default Operation 52 Setting Mailbox Preterences eee ee eeeee 53 Changing Your Mailbox Password 53 Changing the Voice Mail Message Envelope 54 Changing the Call Screening Transfer Method 55 Programming a Fax Destination 56 Changing the Message Search Order 57 Programming Remote Messaging 58 Speed Dialing 222 cece eee cee eee eee e eee nnna 60 o Station Speed Dal 60 5 System Speed Dial 2 dE ad ae haw ie eta vende NG 62 d Using Record A Call a nn 0c cece eee e
43. DE CALL 2 Press the dialpad buttons to enter characters see the following table The num ber of times a button is pressed determines which character is entered For example 77776444844 would enter SMITH When adjoining characters are located under the same button press FWD once to advance to the next charac ter Press FWD T twice to enter a space Press MUTE to backspace e To Remain in alphanumeric mode Message button and lamp lit Press the dialpad buttons to enter the desired characters e To Change to numeric mode Message button and lamp unlit Press the NUMERIC menu button Then press the dialpad buttons to a enter a number 3 Press the SEARCH menu button to begin the search Use the PREVIOUS and NEXT menu buttons or the high low end of the Volume button to move alpha betically through the directory 4 Press the CALL menu button for IC or Outside directories or the ACCEPT o menu button for the Feature directory to dial a number or activate a feature S while displayed Oo NUMBER OF TIMES BUTTON IS PRESSED BUTTON 1 2 3 4 5 6 7 8 9 10 11 ENGLISH CHARACTERS JAPANESE CHARACTERS 4 amp 1 A l U E a 2 A B C 2 KA KI KU KE KO i 3 D E F 3 SA SHI SU SE so u 4 G H l G 4 TA CHI TSU TE TO e 5 J K L Hor F 5 NA NI NU NE NO o 6 M N O Nor 6 HA HI FU HE HO tsu 7 P Q R S 7 MA MI MU ME MO ya 8 T U V 8 YA
44. E MAILBOX NOTE At any menu level you can say Cancel or press to cancel or return to the previous menu or say Accept or press i to accept LISTENING TO MESSAGES While the message is playing MAILBOX ACCESS gt EITHER Press the Mes pb PERSONAL OPTIONS sage button to respond to a message from voice mail Record Greeting EE Back Up EE OR Call the voice mail EN D Pause extension number say Primary Greeting lil Login or press ES and Move Forward say or enter your mailbox Aterater Sea ES number System Greeting El Lower volume 4 Enter your password See Recording Options Play the Envelope D press Z H Record Directory Name EJ Higher volume 6 See Recording Options S SUBSCRIBER MAILBOX MENU Save the Message Record Password EZ S D D Delete the Message New Message Change Envelope Settings g D Skip to the End Record Time Date ER P Saved Messages Message Source il After the message Personal Options Message Length EH Replay Message 1 Message Options All Options 14 Reply to the Message EN Disable ASR None D Voice Mail Message RECORDING OPTIONS Remote Messaging D SE a Primary Cascade ER Forward a C
45. EITHER Press TRANSFER or the TRANSFER menu button OR Press the TRANSFER TO HOLD menu button to place the call on hold at the other endpoint Dial the desired extension number or press the IC DIRECTORY menu button to look up the number To transfer to your message center press the MESSAGE CENTER menu button Wait for an answer announce the call and then hang up If the number is busy there is no answer or the transfer is refused press the flashing button to return to the caller NOTE If you are receiving a transferred call and the Transfer To Connect option is enabled for your endpoint you are automatically connected to the transferred caller once the transferring party hangs up If this option is disabled you must press a button to answer the transferred call To Voice Mail 1 2 3 Press or the TRANSFER menu button Press the VOICE MAIL menu button EITHER Dial the desired mailbox number and hang up OR Hang up to send the call to the voice mail menu so that the caller can select the mailbox number To an Outside Number AOUN Press TRANSFER or the TRANSFER menu button Select an outgoing line by pressing the OUTSIDE PHONE menu button Dial the desired telephone number Wait for an answer announce the call and then hang up If the number is busy there is no answer or the transfer is refused press the flashing button to return to the caller 28 In
46. Groupe 79 USING E MAIL READER rer Egger ee GALA BEA Bn ce ek apa am lace Ge eae PG 83 INtrOdUCTLIONM La nm KK Pees eee orati eed ewe ees ae SONN CAE 84 E Mail Reader Features 85 Using Your Advanced Mailbox 86 Setting Up Your E Mail Password 87 Accessing E Mail Messages 2 22 89 Using Main Menu E Mail Reader Count 2 2 2 eee eee 91 Accessing Fax Messages 222 22 nnn 92 Recovering Deleted Messages 2202 eens 93 Changing Message Envelopes 94 Voice Mail Flowchart Advanced Mailbox 95 LEARNING MORE seggt ENEE RENE cian d asad REES EELER ANN DAANAN 97 INTRODUCTION BEE 98 What the Administrators Can Do for ou 98 Frequently Asked Questions FAQs 2 22 eee eee 99 Default Feature Codes cc cece eee eee eee nee 102 INDEX EE 107 iv Finding Your Way ct z z Gi lt e E AI 5 lt SECTION CONTENTS PAGE Welcome paan NAA SERA NEE a a 2 About This Guide EE KANOR ELE ENEE PDE RNGA 2 About Your Endpoint 0 eee eee 3 Model 8560 8660 Connectors 4 IP Endpoint Exceptions 5 Feature Button Functions aasa auaa saae 6 LCD and Menu Buttons 7 Message Indicator Lamp 8 DSS BLF and Mini DSS naana aana aa 8 About Voice Mail 9 Enterprise Messaging 000 eee eee eee 11 Automatic Speech Recognition ASR 12 What You See and Hear cee eee eee eee 13 Software Compatibility cece ee
47. If more than one message is waiting scroll to the desired message using the PREVIOUS or NEXT menu buttons or press the CH high or mf low end of the volume button 2 Press the REPLY menu button to respond to the desired message To cancel a waiting message 1 Press msa gg or the VIEW MESSAGE menu button to view the message to be canceled 2 Press EJ or the DELETE menu button to cancel the displayed message 36 Inter Tel Model 8560 8660 User Guide ACCESSING YOUR MAILBOX If you have a message waiting in your mailbox you must access your mailbox to retrieve it NOTE If your telephone system uses Enterprise Messaging EM your mailbox may have the Automatic Speech Recognition ASR feature enabled When ASR is enabled for your mailbox you have the option of issuing a spoken command or pressing a dial pad button See page 12 for ASR guidelines ALSO If your mailbox has E Mail Reader enabled you have an advanced mailbox See page 81 for information and instructions about using the advanced mailbox When you access your mailbox depending on the voice processing system enabled features and mailbox status you may hear one of the following messages e Mailbox almost full or full If your mailbox is full no new messages can be received until you delete waiting or saved messages ei m Z Gi s E Ka m o e Quota grace limit reached The quota grace limit is an EM feature If this f
48. Mail Personal Options Options Message Options Ei Facsimile DN Disable ASR 8 NG gt PERSONAL OPTIONS Record Greeting EH Primary Greeting 1 Alternate Greeting 2 System Greeting See Recording Options Record Directory Name 2 See Recording Options RECORDING OPTIONS lt Dial the mailbox number reply to a message or for ward a message Record your message Pause Continue Erase After recording Replay Append Erase re record Copy Delivery Options DELIVERY OPTIONS Private Certified 2 Priority EI Send ET Send and Exit Hang Up Record Password Change Envelope Settings Time Date DN Source 2 Length Subj Pages E All Options 4 None EH Remote Messaging Gi Primary Cascade 1 Alternate Cascade More Options EN Fax Number Ea Message Order ER E Mail Rdr Count ER Transfer Method 5 MESSAGE ORDER 4 New Messages EI Saved Messages 2 TRANSFER METHOD Unannounced Screened A Announce Only a Inter Tel Model 8560 8660 User Guide gt MESSAGE OPTIONS Note Options vary by media type Cancel Un
49. NF LIONEL or flashing CNF 3 Off hook means that either the handset is lifted or the speakerphone is on is lit On hook indicates that the handset is in the cradle or the speakerphone is off For example you must first go off hook to make a call but you must go on hook to end a call If the MSG JJ button and the Message Indicator Lamp are lit when using a direc tory or entering a message you are in alphanumeric mode which allows you to enter letters If the MSG button and the Message Indicator Lamp are unlit you are in numeric mode and can only enter numbers and special characters Handsfree mode indicates that a call is connected through the speakerphone i e you don t have to lift the handset to speak While in handsfree mode you can make or receive calls Inter Tel Model 8560 8660 User Guide 1 3 pr z E Gi lt e E A S lt S D o Oo Z m H SOFTWARE COMPATIBILITY Depending upon which software version your telephone system is using some of the features included in this guide may not be available for your endpoint Check with your system administrator to see which software version your telephone system cur rently uses and if there are any features restrictions for your system The Model 8560 and 8660 IP endpoints are compatible with Axxess system soft ware versions 7 0 and later and I
50. NG TO A WAITING CALL If you hear a call waiting tone through your handset or headset either end your current call or place it on hold Then press ig SPKR TL ANSWER or the flashing button CHANGING VOLUME LEVELS EITHER Press the high eu or low mfi end of the Volume button OR Press the Up or Down arrow on the Volume button OR Press the VOL UP or VOL DN button To save your change EITHER Press both ends of the Volume button at the same time OR Press the middle of the Volume button OR Press both VOL UP and VOL DN buttons at the same time REDIALING A NUMBER Select an outside line and press REDIAL or dial E KU The number is auto matically dialed PAGING 1 Lift the handset and press PAGE or dial EA 2 Dial the desired page zone number 0 9 3 After the tone make your announcement and hang up NOTE The Page feature is not supported in SIP mode TRANSFERRING A CALL TO AN EXTENSION OUTSIDE NUMBER 1 Press TRANSFER or XFR TL 2 Dial the desired extension or telephone number 3 Wait for an answer announce the call and then hang up If the number is busy there is no answer or the transfer is refused press ef SPKR TL or the flashing button to return to the caller Press w for SIP mode TRANSFERRING A CALL TO VOICE MAIL 1 Press TRANSFER or XFR TL 2 Dial the voice mail exten
51. OUPS Your system may be programmed with hunt groups Hunt groups are groups of end points that share a common extension number in addition to having individual exten sion numbers This allows someone to call anyone in the group using the common extension or a specific member using the individual extension The members of these groups and the common extension s are programmed by your system adminis trator Hunt Group Calls Enabled Disabled If you are a member of a hunt group you can enable or halt hunt group calls to your extension To turn on or off hunt group calls Dial HI KI KE ACD Hunt Groups Some hunt groups use a special feature called Automatic Call Distribution ACD that distributes the hunt group calls equally among the available members These hunt group members are referred to as agents who log in to the ACD hunt group to receive calls and log out to halt ACD hunt group calls Distributing Calls Calls are distributed through an ACD hunt group based on Agent IDs or extensions as described below 2 O O gt O e Agent IDs If the hunt group is programmed to use ACD Agent IDs each agent is assigned an Agent ID number to enter during the login procedure see Logging In and Out of ACD Hunt Groups The hunt group calls are routed to logged in agents according to their Agent ID number instead of their extension number Because the Agent ID is not associated with any extension the agent ca
52. Six Ring and Voice LCD Menu 16 Character Lines Volume Control Buttons Hold Button Speaker j 12 Button Button A Dialpad Feature Buttons Handsfree Microphone Hearing Aid Compatible Underneath Edge HAC Handset NOTE This is the default configuration Your buttons may have been programmed dif ferently If you are uncertain about the configuration ask your system administrator Inter Tel Model 8560 8660 User Guide 3 pr z E Gi lt O E AI 5 lt S D o oO al Z LL Model 8560 8660 Connectors The Model 8560 digital and 8660 IP endpoints have jacks and ports Model 8660 only on the back used for various connections The back of the Model 8560 has jacks for headset and handset connections only Because the Model 8560 is a digital end point it does not include the PC and power connectors included on the Model 8660 The Model 8660 IP endpoint has additional power and PC connectors that are required for an IP endpoint Two light emitting diodes LEDs on the PC ports and LAN Power jack indicate link status and the speed of the connections The diagram below shows the connectors for the Model 8560 8660 endpoints These connectors include Headset Jack Connects to a headset Model 8560 and 8660 Handset Jack Connects to a handset Model 8560 and 8660 24 V Power Jack Connects to a 24VDC external power supply Model 8660 only Personal Computer PC Ports 1 3 Connect
53. alpad press EZ when you are done 6 EITHER say Accept or press D to accept the number OR say Re enter and press EJ to erase and re enter the number 7 Hang up zZ Oo O gt Oo 56 Inter Tel Model 8560 8660 User Guide Changing the Message Search Order You can change the order in which you retrieve your messages based on the date and time you receive them When more than one message is left in your mailbox they are available for you to access in the order you specify The search order can be config ured as first in first out or last in first out NOTE If E Mail Reader is enabled for your mailbox when you change the message search order your changes apply to your voice mail e mail and fax messages To change the message search order Access your mailbox as described on page 37 Say Personal or press Kl to select the Personal Options Menu Say More or press ER for More Options Say Order or press E for the Message Search Order aR WN gt Select one of the following options e Say New or press EE to change the search order for new messages e Say Saved or press Bio change the search order for saved messages 6 Your current message search order is played Select one of the following options e Say First or press BR to retrieve the earliest received messages first First In First Out e Say Last or press Zl to retrieve the latest r
54. and system settings The Call Logging feature stores a record of your missed received and dialed calls A maximum of 20 entries can be stored in each of the call logs Use Call Logging to e View recent call activity e View caller ID information e Return or redial calls To use Call Logging NOTE At any menu level you can press El to cancel or return to the previous menu or press EJ to accept the menu option 1 Dial EJ E EM or press the LOGS menu button 2 Select one of the following options e Press E or the MISSED CALLS menu button for missed calls e Press EZ or the RECEIVED CALLS menu button for received calls e Press or the DIALED CALLS menu button for dialed calls e Press EJ or the CLEAR CALL LOGS menu button to clear all Call Logging entries 3 Press the gt gt and lt lt menu buttons or the high low end of the Volume button to scroll through the entries 5 lt zZ Gi fe Z Call Logging displays the intercom or outside party s name if available on the first line the extension or outside number if available on the second line and the date and time on the third line See the following examples INTERCOM CALL OUTSIDE CALL JOHN SMITH SUSAN JONES 56789 4809619000 TU OCT 23 ROLE OA WE OCT 24 10 30A If the calling number is present but the caller s name is unknown the number displays only If no Caller ID information is available UNKNOWN CALLER dis plays
55. and time are incorrect How do I program System Speed Dial numbers Only your system administrator can program System Speed Dial numbers You can however program up to ten Station Speed Dial numbers see page 60 How can I set the number of rings that are allowed before the call is sent to voice mail Only your system administrator can change the number of rings that are allowed before the call is forwarded to voice mail How can I change the name displayed on my endpoint Only your system administrator can change the usernames assigned to extensions Why can t I retrieve deleted messages The system may have erased your message After a programmed amount of time has lapsed up to 24 hours the system automatically erases all deleted voice mail mes sages see page 41 If you attempted to recover a deleted voice mail message within this time frame but you were still unsuccessful your voice mail system may not have sufficient space programmed to store deleted messages Or your telephone system may not be using a software version that supports this feature If you are attempting to recover a deleted e mail or fax message E Mail Reader enabled contact your voice mail administrator to see how long you have to recover deleted e mail and fax mes sages How do I scroll the display screen Press LI the low end of the volume button to scroll down or mil the high end of the volume button to scroll up Or you can use the PREVIOUS
56. ay Facsimile or press IJ to access your fax messages Then select one of the following e Say New or press Hf to listen to new messages e Say Saved or press J to listen to saved messages 3 After the fax envelope is played you have the following options e Say Forward or press IE to forward a copy of the message to another des tination Then say or enter the fax destination number The system plays the fax destination number Select one of the following Say Yes or press D to verify the number The system announces that the fax is scheduled for delivery Say No or press BY to start over e Say Previous or press B to listen to the previous message e Say Envelope or press Ej to play the introductory message envelope see page 92 for programming instructions e Say Next or press IG to listen to the next message e Say Save or press gg to save the message e Say Delete Message or press EM to delete the message NOTE You may be prompted to confirm deleting the message Say Yes to delete the message or No to cancel the request to delete the message Y m Q q M rg lt M O Z D 5 4 Hang up 90 Inter Tel Model 8560 8660 User Guide RECOVERING DELETED MESSAGES Recovering deleted messages varies based on media type If you delete a voice mail message you can retrieve it within a specific time frame up to 24 hou
57. ay Yes to delete the message or No to cancel the request to delete the message 6 Hang up 44 Inter Tel Model 8560 8660 User Guide USING Do NoT DISTURB MODE If you are away from your desk or if you do not want to be disturbed you can use the DND feature This halts all pages and calls to your endpoint except queue callbacks recalls and direct ring in calls When other users call your endpoint they hear a repeating signal of four fast tones and if they have a display endpoint see the DND message you have selected Your telephone system can have up to 20 different DND messages each of which can a e f e be changed by the system administrator installer or programmer Your trainer or sys m tem administrator will give you a list of the programmed DND messages For conve nience you should update the following default list Hu DEFAULT MESSAGE NEW MESSAGE DEFAULT MESSAGE NEW MESSAGE 3 01 DO NOT DISTURB 11 OUT OF TOWN TIL a 02 LEAVE A MESSAGE 12 OUT OF OFFICE a 03 IN MEETING UNTIL 13 OUT UNTIL 04 IN MEETING 14 WITH A CLIENT 05 ON VACATION 15 WITH A GUEST HOLIDAY TIL 06 ON VACATION 16 UNAVAILABLE HOLIDAY 07 CALL ME AT 17 IN CONFERENCE 08 AT THE DOCTOR 18 AWAY FROM DESK 09 ON A TRIP 19 GONE HOME 10 ON BREAK 20 OUT TO LUNCH Because the system DND message only uses one line of your display you can
58. be a per son or voice mail When the party you called responds to the message a call is automatically placed to his or her message center instead of your endpoint To indicate that a message is waiting your endpoint s MSGzg button flashes and the display shows the number of waiting messages Leaving Messages To leave a station message while on an intercom call press MSG Il or the LEAVE MESSAGE menu button and hang up To leave a voice mail message while on an intercom call press MSG or the LEAVE VOICE MAIL menu button then wait for the message center to answer To leave a silent message without placing an intercom call 1 Press MSG and then the LEAVE MESSAGE menu button 2 Dial the desired extension number To cancel a message that you left at another endpoint 1 Press MSG and then the CANCEL MESSAGE menu button 2 Dial the extension number of the endpoint where you left the message Retrieving Messages To retrieve a message Message button and lamp are flashing Lift the handset and press MsGzg A call is automatically placed to the endpoint or message center that left the message See the following section for information about accessing your mailbox m W D lt x Ee Ka W O To select the message you want to answer first 1 With the handset in the cradle press the VIEW MESSAGE menu button to view the waiting message
59. cation e Program an available feature button as a speed dial button e Associate a speed dial location with the new speed dial button NOTE You can use the Speed Dial feature even if your endpoint does not have programmable feature buttons Storing Station Speed Dial Numbers To store a speed dial number use the Station Speed Dial Programming feature code to program the number in a speed dial location Use the following table to list the numbers that you store in speed dial locations 0 9 2 O O gt O 0 o oo a Ch Li 1 2 3 4 60 Inter Tel Model 8560 8660 User Guide To store a number in a Speed Dial location 1 With the handset in the cradle dial E HI 2 Dial the speed dial location 0 9 you want to program 3 Enter the desired name for the speed dial number as described below e Alphanumeric mode Message button and lamp lit Press the dialpad buttons to enter the desired characters Refer to the chart on page 72 The number of times a button is pressed determines which character is entered For exam ple 533266 would enter JEAN When adjoining characters are located under the same button press FWD D once to advance to the next character For example 66 FWD Il 6667776 would enter NORM Note that letters correspond to the letters printed on dialpad buttons 2 9 Press FWD twice to leave a space Press MUTE if you need to backspace e Press t
60. cked out of your e mail account 1 Access your mailbox as described on page 37 The system announces that it was unable to retrieve your e mail and fax messages and gives you the following options e Say Continue or press J to access your mailbox without access to your e mail messages e Say Password or press E to enter your new e mail password 2 When prompted enter your e mail password using the dialpad buttons and then press KB Refer to the table below for dialpad button descriptions 3 Your new password is played You have the following options NOTE For a description of special character locations press E e Say Accept or press EJ to accept the password e Say Re enter or press EJ to erase and re enter the password NUMBER OF TIMES BUTTON IS PRESSED BUTTON 1 2 3 4 5 6 7 8 9 1 1 amp _ space 2 a b c 2 h A B Cc DE W 3 d e f 3 D E F m lt x 4 g h i 4 G H l W DE 5 j k l 5 J K L lt 6 m n o 6 M N O F 7 p q r s 7 P Q R S O 8 t u v 8 T U V E D 9 W x y Z 9 W x Y Z 0 0 Press seven times for a blank space 86 Inter Tel Model 8560 8660 User Guide ACCESSING E MAIL MESSAGES NOTE By default the message lamp on your endpoint lights when you receive a new voice mail message Although the lamp can be programmed for other functions it can not be programmed to indicate tha
61. cter sequence to possible directory matches For example to enter JONES press DN Gl KJ EJ KA This data entry method is similar to the text on nine keys T9 feature found on cell phones 3 Press the gt gt and lt lt menu buttons or the high low end of the Volume button to move alphabetically or numerically through the directory 4 Press Ei or the menu button next to the entry to dial a number or activate a feature code while the entry is displayed BUTTON CHARACTERS REPRESENTED 0 0 1 2ABCabcCaaaacAAa 3DEFdef E 4GHIghiiiii 5JIKLjkI o zZ O Z 6MNOmno 7QPRSqprs 8TUVtuv o N D mo AJ WwW N IWXYZwxyzy Volume Up LO Moves to the next entry ignored if no entry is found Volume Down LI Moves to the previous entry ignored if no entry is found Returns endpoint to the state before entering IDS EJ Activates the selection MUTE Moves the cursor to the preceding space deleting exist ing characters Inter Tel Model 8560 8660 User Guide 71 Basic Search Use Basic Search to search the Telephone directory for a contact name or feature To search the Telephone directory using Basic Search 1 If your endpoint is idle press the DIRECTORY menu button then press the menu button for the desired directory IC OUTSIDE or FEATURE If placing a call choose between IC DIRECTORY and OUTSI
62. d INTZR TZL Model 8560 8660 User Guide Sagatta QUICK REFERENCE GUIDE TO FREQUENTLY USED FEATURES These are the basic instructions for the most frequently used telephone and voice mail features for Inter Tel endpoints For detailed information about these and other features refer to the complete instructions in the appropriate user guide PLACING AN INTERCOM CALL 1 Dial an extension number 2 If your call goes through handsfree to the called endpoints speaker speak after you hear a double tone If you hear continuous ringing wait for the call to be answered PLACING AN OUTSIDE CALL 1 With or without the handset lifted press or dial the Outgoing Call feature code the default feature code is E 2 Dial the desired number If you hear a single progress tone you must dial an account code before you can place your call ANSWERING AN INTERCOM OR OUTSIDE CALL EITHER Respond handsfree if enabled OR Lift the handset for privacy OR Press d SPKR or ANSWER OR Press the flashing ic si Intercom button PLACING A CALL ON HOLD While on a call press or HOLD Hang up or place another call To return to the call lift the handset an then press w HOLD or the flashing button PLACING AN EMERGENCY CALL Dial EJ KO HG in the U S or RER ER in Europe to automatically place a call to the system s p
63. do not disturb 76 group listen feature 34 hunt group calls 78 message envelope options 54 paging 64 record a call 63 system forwarding 30 time date option 54 Disconnecting a Headset 33 Displaying date and time 32 feature buttons 65 information 32 outside party s name 32 secondary extension buttons 67 Displaying Information on Your Endpoint 32 Displays LCD 7 Distributing Calls 78 Do Not Disturb 76 Dropping Out of a Conference 27 DSS BLF 8 E E Mail Messages 87 E Mail Reader 11 85 Emergency Calls 25 Enabling automatic call answer 51 background music 51 call forwarding 76 cascade levels 59 do not disturb 45 enhanced speakerphone 35 group listen feature 34 hunt group calls 78 paging 64 record a call 63 system forwarding 30 enabling and disabling 89 Ending a Conference Call 27 Ending an ACD Hunt Group Call 80 Endpoint Configuration changing language selection 52 changing volume levels 50 enabling automatic call answer 51 enabling background music 51 returning to default operation 52 selecting a ring tone 50 Enhanced Speakerphone Mode 35 Entering Account Codes 68 Enterprise Messaging 11 Erasing Station Speed Dial Numbers 61 Exiting a Conference 27 F Fax Destination Number 56 Fax Messages 90 Feature Button Functions 6 Feature Buttons 3 Features agent help 77 Automatic Speech Recognition ASR 12 E Mail Reader 85 group listen 34 hold 26 last number dialed saved 32 record a call 63 reverse transfer call p
64. dpoints and telephone system come equipped with many features To help you understand what everything means it is recommended that you read the following information before you use your endpoint Your telephone system may be programmed for one or two dial tones Systems with two dial tones have one for intercom calls and one for outside calls Many features time out if you wait too long before performing the next step If this happens you must hang up and start again If you hear four fast tones or repeating fast tones you have pressed an invalid button combination tried to select a restricted line dialed a restricted or invalid number dialed too slowly between digits or waited too long before performing the next step Hang up and try again Some endpoints have red and green lamps in the feature buttons Green indicates a call is ringing holding or active on your endpoint Red means the call is on another endpoint If the buttons only light red either your endpoint does not have the green lamps or the system may not be programmed to support the two lamp colors NOTE Your endpoint may be programmed to always use red lamps for calls ring ing directly to your endpoint If you are uncertain about the configuration ask your system administrator The button lamps may be solidly lit or flashing to indicate the status of a call or feature To avoid confusion this guide uses different icons to signify that a lamp is unlit C
65. e 11 pr z E E Gi lt e E A 5 lt Automatic Speech Recognition ASR Automatic Speech Recognition ASR is a feature available for systems using EM Because ASR is a very flexible feature it can be enabled or disabled on several differ ent levels When ASR is enabled for your mailbox you can issue spoken commands to navigate the voice mail menus ASR also allows subscribers and non subscribers to navigate automated attendant menus call routing applications and search the directo ries using voice commands S D o O m L When you access voice mail if you are given the option to say a command or press a dialpad button to complete a task then ASR is enabled for your mailbox If you are only prompted to press a dialpad button ASR is not enabled for your mailbox If your mailbox is not ASR enabled you can still navigate the menus and perform tasks by pressing the appropriate dialpad buttons when prompted by the system When using ASR follow these guidelines for best results e When completing a mailbox related task either say the command each time or press the dialpad buttons each time e Use the handset when issuing spoken commands Your endpoint s speaker can pick up background noise and other sounds which may cause the system to mis interpret a command e Voice mail command words are shown on display endpoints If your endpoint has a display and you don t hear the command word when the
66. e 14 Inter Tel Model 8560 8660 User Guide 1 WELCOME Your new Model 8560 digital or 8660 IP endpoint provides access to several features each of which is described in this guide The About This Guide section below lists the different sections in this user guide and describes the type of information you can find there If you need to access information quickly refer to the Quick Reference Guide attached to the front of this guide You can also tear out the pocket guide to keep as a handy reference for features you are likely to use while away from the office Remote Feature Access and Voice Mail Because the Model 8560 and Model 8660 look and function similarly see page 5 for IP exceptions the instructions for using the endpoint features for these two endpoints are combined in this single user guide S D o o Z m H ABOUT THIS GUIDE This guide contains instructions for using the Model 8560 and 8660 IP on the Inter Tel telephone system To help you find information more quickly this guide is divided into five separate sections as indicated by the tabs These sections include the following e Finding Your Way This section provides you with a picture of the endpoints and includes general information designed to help you find what you need e Getting Started This section includes basic endpoint and voice mail informa tion and provides instructions on how to perform everyday tasks such as answering ca
67. e circular That is when the end of the list is reached the next name played will be the first name in the directory When the correct name is played say Yes or press Eg to select it If the system locates more than 10 matches you can either browse the list using the options mentioned above or filter the list by responding to the filtering questions gen erated by the system Based on your responses the system filters the list to include first or last name matches only If the system cannot locate an exact match it returns the closest match found O Zz O zZ To use the dialpad buttons to spell a name When prompted press the appropriate dialpad buttons to spell the name The number of times a button is pressed determines which character is entered as shown in the table below When adjoining characters are under the same button press to advance to the next character For exam ple 5666 FWD 166337777 enters Jones NUMBER OF TIMES BUTTON IS PRESSED BUTTON 1 2 3 4 5 1 amp 1 2 A B C 2 3 D E F 3 4 G H Ki 4 5 J K L 5 6 M N O 6 7 P Q R S 7 8 T U V 8 9 W X Y Z 9 0 0 Inter Tel Model 8560 8660 User Guide 73 To perform a directory search 1 Dial the voice mail number 2 Say Directory or press EJ 3 Say the last name of the person you are searching for or press the appropriate dialpad buttons to sp
68. e following e Say Accept or press EJ to accept your recorded name e Say Replay or press E to replay your recorded name e Say Append or press Zl to add to your name e Say Erase or press El to erase and re record your name When you hear a tone record your first and last name Then say Accept or press Ej to accept your recorded name 5 Hang up 20 Inter Tel Model 8560 8660 User Guide MAKING AND RECEIVING CALLS Making and receiving calls is the basic purpose of any endpoint With your endpoint you can make receive intercom and outside calls and make emergency calls Intercom Calls Your extension number allows other people to place intercom calls to you without dialing any extra codes And because every endpoint in your endpoint system is assigned an extension number you can call other people in your system quickly and easily NOTE Ask your system administrator for a list of extensions Placing Intercom Calls To place an intercom call 1 With or without the handset lifted dial an extension number a m Z Gi s gt Ka m lv 2 If your call goes through handsfree to an endpoints speaker speak after you hear a double tone Ifyou hear continuous ringing wait for the call to be answered The endpoint system allows you to place a non handsfree call that will override handsfree mode on the extension you are calling If you use the Ring Intercom Always featur
69. e next recipient s mailbox number 2 Press EJ to send the message or press to exit and return to voice mail options 6 Hang up Inter Tel Model 8560 8660 User Guide 43 e W D lt x Ka DI Oo Canceling Unheard Voice Mail Messages You can cancel unretrieved messages that you have sent to individuals but not mes sages that you sent to group lists To cancel unheard voice mail messages 1 Access your mailbox as described on page 37 2 While listening to the voice mail main menu say Options or press E for Message Options 3 Say Unheard or press ER 4 When prompted say or enter the number of the mailbox containing the unheard message 5 Say Yes or press D to confirm the mailbox you are selecting Voice mail will tell you how many messages you have waiting at the mailbox and play them for you After each message you can Say Replay or press E to replay the message Say Append or press El to add to the message Say Forward or press Ef to forward the message to another mailbox Say Previous or press E to listen to the previous message Say Envelope or press El to play the message envelope Say Next or press EG to listen to the next message Say Save or press I to save the message in your mailbox Say Delete Message or press IE to delete the message NOTE You may be prompted to confirm deleting the message S
70. e option from the main menu Disabling E Mail Reader Count does not disable E Mail Reader It only defers the voice prompts until the appropriate option is selected To disable or enable the Main Menu E Mail Reader Count option 1 Access your mailbox as described on page 37 2 Say Personal or press E to select the Personal Options Menu 3 Say More or press N to select More Options 4 Say E Mail Reader Count or press E to select the E Mail Reader Count tog gle option 5 If E Mail Reader Count is enabled say Disable or press I to disable If E Mail Reader Count is disabled say Enable or press E to enable CH Z Gi m gt D m gt O m 2 Inter Tel Model 8560 8660 User Guide 89 ACCESSING FAX MESSAGES NOTE By default the message lamp lights when you receive a new voice mail mes sage Although the lamp can be programmed for other functions it cannot be pro grammed to indicate that you have received a new fax message When you access a fax message using option six on the main menu E Mail Reader announces the fax message according to the envelope options that you selected see page 92 E Mail Reader does not have the capability to read the text in a fax You can however save delete and forward a fax to the fax number that you specify using the associated options To access fax messages and the associated options 1 Access your mailbox as described on page 37 2 S
71. e to always send non handsfree calls the called party must pick up the handset to answer the call To place a non handsfree call that will ring at the other endpoint until answered Press El before dialing the extension number To program your endpoint to always send non handsfree calls using the Ring Intercom Always feature With the handset in the cradle dial EA The current status is shown Inter Tel Model 8560 8660 User Guide 21 m W D lt x Se Ka DI Oo If there is no answer or if the endpoint is busy when you place an intercom call you can do any of the following To leave a station message Press MSG Dor the LEAVE MESSAGE menu button and then hang up To leave a voice mail message Press MSG Tor the LEAVE VOICE MAIL menu button to call the endpoint s mailbox See page 36 for more message options NOTE This option is only available if the called endpoint has a voice mailbox To camp onto a busy extension Stay on the line and wait for the endpoint to become available Do not hang up After the system timer expires you hear music until the endpoint is available NOTE You cannot camp on to an endpoint if it is in DND mode To request a callback queue on to the endpoint Press the QUEUE menu button and hang up When the endpoint is available your endpoint rings To cancel the queue request before the callback press Ii To use the Off Hook
72. ea ture is enabled it allows a mailbox to overfill beyond normal capacity When the quota grace limit has been reached this announcement is played e Message count and type The system announces the number of new and or saved messages that are in your mailbox The system also informs you if the mes sages are priority messages If E Mail Reader is enabled for your mailbox the media type is indicated e Remote Messaging The system indicates if the Remote Messaging feature is enabled see page 58 It also alerts you if a programming error has been detected when attempting to place a Remote Messaging call To access your mailbox 1 Dial the voice mail extension number You hear the main menu 2 During or after the greeting say Login or press to identify yourself as a subscriber 3 Say or enter your mailbox number 4 Enter your mailbox password if programmed then press E If you do not have a password press D to bypass the password prompt See page 53 for information on programming passwords NOTE Generally saying Skip or pressing EN during any voice mail operation will advance you to the next step For example when leaving a voice mail message for another voice mail user you can say Skip or press EJ to skip the person s introduc tory message and proceed directly to the recording phase Similarly while listening to messages you can say Skip or press E to skip the system generated voice prompts
73. eceived messages first Last In First Out e Say Cancel or press to return to the Personal Options Menu without making changes O zZ O Z 7 Hang up Inter Tel Model 8560 8660 User Guide 57 Programming Remote Messaging NOTE The Remote Messaging feature is available only if it is enabled for your mail box Contact your voice mail administrator to see if this feature is enabled for your mail box ALSO The remote messaging feature is supported for voice mail messages only If E Mail Reader is enabled for your mailbox you cannot use remote messaging for e mail and fax messages With Remote Messaging you can program voice mail to call you when your mailbox receives new voice mail messages Using a cascade a series of up to nine telephone numbers voice mail will call each number until it successfully connects to a device e g pager answering machine etc Because your mailbox can have a primary and an alternate cascade of numbers you can program a cascade to be used during specific days and times For example if you want to be paged when you receive a voice mail message from 5 10 PM on weekdays you can set up a primary cascade If you also want to receive pages for messages marked priority on the weekends you could set your alternate cascade for all day on Saturdays and Sundays E el 9 gt Oo 58 Inter Tel Model 8560 8660 User Guide To set up remote
74. ecord your message after the tone When finished hang up to deliver the message or press D to access more options MESSAGE OPTIONS Below is a summary of the options you can use when accessing messages after playing messages and when recording voice mail messages LISTENING TO MSG AFTER MSG PLAYS LEAVING MSG 1 Back Up Replay the Replay the message message 2 Pause Reply to the Append the message message 3 Skip forward Forward a copy Erase and re record 4 Lower volume Listen to previ ous msg 5 Play envelope Play envelope 6 Increase vol Listen to next ume message 7 J Save the message EW 9 Delete the Access deliv message ery options WE Cancel Skip to end Send message and exit Message options vary based on media type FEATURE CODES CODE FEATURE NAME CODE FEATURE NAME 391 Account Code All Calls 324 Hunt Group Remove Replace 390 Account Code Optional 303 LCD Contrast Control 326 ACD Agent Log In 365 Message 327 ACD Agent Log Out 366 Message Cancel Msg Left 328 ACD Agent Log In out 368 Message Cancel Msg On Endpt 329 ACD Agent Wrap up Term 367 Message Silent 375 Agent Help Request 314 Microphone Mute 376 Agent Help Reject 7 Page 361 Automatic Intercom Access 325 Page Re
75. ectory 24 enable disable automatic call answer 51 Outside Party s Name Number 32 P Paging 64 Parking 24 Peer to Peer P2P 99 Placing calls on hold 26 conference calls 27 intercom calls 21 non handsfree call 21 outside calls 24 Primary Greeting 19 Primary Language 52 Inter Tel Model 8560 8660 User Guide 107 Programming cascade levels 58 date and time notification 59 Direct Station Selection buttons 66 fax destination 56 feature buttons 65 remote feature access 75 remote messaging 58 secondary extension buttons 66 station speed dial numbers 60 Q Queueing on the Line 24 R Receiving intercom calls 22 outside calls 25 Record A Call 63 Recording and sending voice mail messages 42 voice mail directory name 20 Recording and Sending Voice Mail Messages 42 Recovering Deleted Messages 41 91 Red Lamps 13 Redialing a Number 32 Redirect Calls 31 Remote Access Password 75 Remote Feature Access 76 Remote Messaging 37 58 Requesting acallback 22 24 areminder message 47 Agent Help 77 Responding to a Waiting Call 25 Responding to Agent Help 77 Retrieving Messages 36 Returning endpoint to default 52 feature buttons to default 65 toacall 34 to a held call 26 Reverse Transfer Call Pick Up 26 Ring Intercom Always 21 Ring Types 50 S Saving the Last Number Dialed 32 Saving Volume Levels 50 Search Order 57 Secondary Extension Buttons 67 Secondary Language 52 Selecting a Ring Tone 50 Selecting Mes
76. ee eee eeees 63 9 Paging a anrr aE aE KAN E E AN RS 64 Enabling Pagomg ccc eee eee 64 Making Rages ete ee tee eee 64 Performing a Hookflash During a Call 65 Programming Your Feature Buttons 65 Programming Direct Station Selection Buttons 66 Programming Secondary Extension Buttons 67 Using Account Codes 0 020 e eee eee eee 68 Screening Calls 0 cece eee eee 69 Using Call Logging cece eee eee eee 70 Using Directories auauna annann eee 71 Telephone Directory 0 0 0 0 cee eee 71 Voice Mail Directory 0 0000 74 Programming Remote Feature Access 76 Remote Access Password 76 Remote Feature Access 77 Requesting Agent Help 78 Working in Hunt Groups 79 Hunt Group Calls Enabled Disabled 79 ACD Hunt Groups 79 Inter Tel Model 8560 8660 User Guide 49 INTRODUCTION Now that you ve mastered the basics it s time to move on to the advanced features In this section you ll learn how to program your endpoint use directories access your mailbox remotely and perform various other functions SETTING ENDPOINT PREFERENCES Your endpoint is automatically set to specific defaults You can however configure many of these settings at any time Customizable features on your endpoint include changing volume levels enabling background music selecting a ring tone and oth
77. ell the name see page 73 If 10 or fewer matches are located you can access and browse the list immedi ately see step 4 If the list contains more than 10 matches you have the option to browse or filter the list skip step 4 and see step 5 4 If 10 or fewer matches are located you have the following options e Say Yes or press Ej to accept the name that is played e Say Previous or press B to browse to the previous name in the list e Say More or press Bio hear more information about the subscriber e Say Next or press Kj to browse to the next name in the list e Say New or press Ej to search for a new name e Say Cancel or press EJ to exit the directory 5 If more than 10 matches are located the system prompts you to browse or filter the list Do one of the following e Say Yes or press EE to browse the list See step 4 for options e Say No or press pig to select the filter option and then respond to one of the following filter questions The system begins by asking you if the name you are searching for is the last name If it is say Yes press EE say the last name or spell the last name Ifyou did not respond to the first question the system asks if the name you are searching for is the first name If it is say Yes press J say the first name or spell the first name After the list has been filtered by first or last name a smaller list of names is r
78. en dialing the number you can press one of the following menu buttons e OUTSIDE DIR Selects the speed dial directory See page 70 e STN SPEED DIAL Selects the Station Speed Dial feature See page 60 e SYS SPEED DIAL Selects the System Speed Dial feature See page 62 e REDIAL Redials the last outside number you dialed See page 32 24 Inter Tel Model 8560 8660 User Guide Receiving Outside Calls To receive an outside call EITHER Lift the handset OR Press ANSWER or the ANSWER menu button Depending on how your system is programmed you may be able to press the flashing CALL button instead Instead of answering a ringing call press one of the following menu buttons e SEND TO V MAIL Sends the call directly to your voice mailbox You will not see this option if you do not have a mailbox e SEND TO DEST Redirects the call to the intercom or outside number that you entered See page 31 for more information about the Redirect Call feature Emergency Calls With the telephone system you do not have to access an outside line press OUTGOING to dial an emergency number To make an emergency call Dial Ed EM KU A call is automatically placed to the preset emergency number NOTE Dial EE EJ EE in Europe for emergency services Consult your system administrator and your local Inter Tel servicing company for important information about dialing emerge
79. ers Endpoint Configuration Customizable features on your endpoint include changing volume levels enabling background music selecting a ring tone and others Changing Volume Levels The telephone system has eight volume settings handset intercom handset outside call speakerphone intercom speakerphone outside call background music ringing handset intercom dial tone and speakerphone intercom dial tone NOTE To change each of these levels you must be using that feature For example if you want to change the speakerphone level for an intercom call you must be on a handsfree intercom call 2 O v gt O To change a volume level Press Wil the high end of the volume button to increase the volume Press LI the low end of the volume button to decrease the volume To save your change EITHER Press both ends of the volume button OR Press the middle of the volume button Selecting a Ring Tone The ability to change your ring tone is helpful in close quartered environments If your ring tone is unique you can quickly identify when a call is ringing on your end point To select the type of ring tone for your endpoint 1 With the handset in the cradle dial EH HI 2 Do one of the following to select your ring tone e EITHER Press K for no ringing e OR Press gl or mi to scroll to the desired tone e OR Dial 1 9 to select a specific tone 3 When you hear the tone you want press E or d or lift
80. eturned You can then browse the list and select the appropriate name see step 4 2 O O gt O 74 Inter Tel Model 8560 8660 User Guide PROGRAMMING REMOTE FEATURE ACCESS If you are away from your desk and forgot to put your endpoint in DND don t worry With the Remote Feature Access you can place your endpoint in DND or forward calls from any other endpoint on the system And if you have a special dial up line you can access your endpoint features from an outside line NOTE For your convenience a pocket sized guide of the Remote Feature Access is located in the front of this guide Remote Access Password Before you use Remote Feature Access you should program a password as described below To change the password from your endpoint 1 Dial B EE 2 Enter your current password followed by ES NOTE Your extension number is your password at default 3 Enter the new password followed by E You hear a confirmation tone 4 Enter the new password again for verification followed by EJ You hear a con firmation tone To change the station password using remote programming see Remote Feature Access Inter Tel Model 8560 8660 User Guide 75 O zZ O zZ Remote Feature Access To access your endpoint from another endpoint 1 EITHER Call your Direct Inward System Access DISA number provided by your system administrator If required enter your password OR Use any
81. ferent extension primary extension In addition to being able to see when a call is ringing answered or on hold you can use your secondary extension button to answer a call that is ringing at the primary extension Your endpoint may also be programmed to ring automatically when a given number of calls are waiting at the primary extension ask your system administrator There are two possible types of secondary extension buttons programmable and non programmable If you have a non programmable secondary extension button only the system administrator can change the associated extension If you have a programma ble button you can change the extension as described below NOTE You can only assign the extension for a secondary extension button You can not create or change the secondary extension button e g make it a feature button To display the current secondary extension button assignment s 1 With the handset in the cradle dial ENER 2 Press the secondary extension button s you want displayed To assign a primary extension number to a secondary extension button if enabled 1 With the handset in the cradle dial DNR 2 Press the secondary extension button and dial the desired extension number e Zz O 2 Once programmed you can use your secondary button as follows e You can press your flashing secondary extension button to answer a call that is ringing or holding on any CALL button at the p
82. g into one or more ACD hunt groups using Agent IDs Enter your Agent ID The display shows AGENT LOGGED INTO ALL ACDS You are logged into the ACD hunt group using Agent IDs e If another Agent ID is already logged in at this endpoint you hear repeating tones and the display shows DIFFERENT AGENT ID ALREADY USED You must have the other agent log out before you can use that endpoint e To log into one or more ACD hunt groups that do not use Agent IDs Press EJ The display shows AGENT LOGGED INTO ALL ACDS You are logged into the ACD hunt group that does not use Agent IDs If you were already logged in the display shows ALREADY LOGGED INTO lt hunt group gt If you are not a member of the entered hunt group the display shows NOT AN AGENT IN THIS HUNT GROUP and you hear repeating tones Start over 4 Hang up if off hook Repeat this procedure to log into additional ACD groups if necessary Inter Tel Model 8560 8660 User Guide 79 zZ Oo 9 gt Oo When you log in to a group you may be automatically connected to a call after you hear a short ring burst If the ACD Agent ID Automatic Connect option is enabled for your hunt group and you are using a headset you will be automatically connected If this option is not enabled for your hunt group the call will ring until you answer it or until it times out to another extension NOTE Even if the ACD Agent ID Automatic Connect option is enabled the first call y
83. he ACCEPT menu button to save the name 4 Dial the extension number or telephone number to be stored as described below e Numeric mode Message button and lamp unlit Enter the number NOTE You cannot use hyphens or colons in the number f your number includes an asterisk pound hookflash or pause use the menu buttons to enter the special character e Press the ACCEPT menu button on the display to save the number NOTE To dial outside telephone numbers without first selecting an outgoing line enter the Outgoing Call access code default is E before the outside telephone number To erase a Station Speed Dial name and or number 1 2 oak o With the handset in the cradle dial AH Dial the desired location code 0 9 or press the desired Station Speed Dial but ton Press MUTE repeatedly until the name is erased Press Ei or the ACCEPT menu button to continue Press MUTE repeatedly until the number is erased Press D or the ACCEPT menu button to exit Inter Tel Model 8560 8660 User Guide 61 O Z O zZ Creating Station Speed Dial Buttons If your endpoint has programmable buttons you can program one or more as speed dial buttons After the button is programmed you must select a speed dial location to associate with the button NOTE Before you program a speed dial button you need to store a number in a s
84. he system administrator can choose two of four different languages American English British English Japanese or Spanish as the primary and secondary languages You can then change the display and voice mail prompts on your endpoint by toggling between the primary and secondary languages For example if the system s primary language is American English and your end point is programmed for the primary language all displays appear in American English and your voice mail prompts are played in American English unless changed as outlined below If the secondary language is Japanese and your endpoint is programmed for the secondary language all displays appear in Japanese Katakana characters and your voice mail prompts are played in Japanese NOTE You can only use the secondary language voice mail prompts if they are loaded on the system By default all endpoints are set for the primary language See your system administrator to determine which languages are programmed for your tele phone system You can also program messages using English Spanish or Japanese characters or a combination of both see page 72 for a list of characters In displayed lists such as directories the English Spanish characters are alphabetized before the Japanese char acters To change the assigned language for your endpoint Dial Ei KO EE to change between your system s primary and secondary languages as desired Your display shows the current
85. he time in 12 hour for mat e Say AM or press RR for AM e Say PM or press B for PM NOTE For 24 hour notification program the starting and ending times to be the same 7 Say Category or press E You have the following options e Say All Messages or press BR for all messages e Say Priority or press B for priority messages only 8 Hang up or press El to save the settings and exit NOTE If for some reason voice mail is not able to use your remote notification your mailbox will receive a message stating that notification could not be completed Inter Tel Model 8560 8660 User Guide 59 SPEED DIALING Speed dialing allows you and your system administrator to store and access fre quently dialed numbers Each number is stored in your endpoint Station Speed Dial or in the telephone system System Speed Dial and is identified by a location num ber Once programmed you can quickly dial these numbers by entering a feature code and dialing the desired location number Because the system supports both Station and System Speed Dial numbers you can have access to over 1000 stored numbers Station Speed Dial You can program and use up to ten personal speed dial numbers on your endpoint In addition if you have programmable feature buttons you can program them as speed dial buttons for one touch dialing To use a speed dial button you must e Store the number in a speed dial lo
86. he tones and the message displays for ten seconds Then the display returns after you hang up Reminder dis plays interrupt but do not affect programming Your telephone system can have up to 20 different reminder messages each of which o can be changed by the system administrator installer or programmer Your trainer or S system administrator will give you a list of reminder messages for your system For 5 convenience you should update the following default list o par DEFAULT MESSAGE NEW MESSAGE DEFAULT MESSAGE NEW MESSAGE G 01 MEETING 11 CALL ENGINEERING 02 STAFF MEETING 12 CALL MARKETING O 03 SALES MEETING 13 CALL ACCOUNTING 04 CANCEL MEETING 14 CANCEL DND 05 APPOINTMENT 15 CANCEL CALL FWD 06 PLACE CALL 16 TAKE MEDICATION 07 CALL CLIENT 17 MAKE RESERVATION 08 CALL CUSTOMER 18 REVIEW SCHEDULE 09 CALL HOME 19 LUNCH 10 CALL CORPORATE 20 REMINDER To request a reminder message 1 With the handset in the cradle dial O HI 2 EITHER Dial the desired two digit number for the message that you want OR Press the SCROLL and PREVIOUS and NEXT or press dil Or LI to scroll through the messages 3 While the desired message is displayed press EJ or the ACCEPT menu button 4 Enter the time you wish to receive the message in hours and minutes For exam ple 0900 9 00 If you dial three digits such as 900 for 9 00 press
87. heard Messages Recover Deleted Messages ACCESSING MESSAGES Note Options vary by medial type While the message is playing Back Up Pause Move Forward Lower volume Play the Envelope Higher volume Save the Message Delete the Message Skip to the End After the message Replay Message Reply to the Message Forward a Copy Go to Previous Message Play the Envelope Go to Next Message Save the Message ENGE SEREEEERE Delete Message mb Voice Mail EH All Messages EH E Mail 2 E Priority Messages Facsimile 4 p REMOTE MESSAGING Note Applies to voice mail only Program Cascade Level Enter cascade level number then Change EH Personal 2 Pager Enter Time of Day 2 Set Days of Week Weekdays 1 All Days 2 Individual Day 1 7 Select Message Category 4 93 V Z Gi m gt pa m gt O m 2 Y m Q lt wi G lt u Vi Z D 5 94 Inter Tel Model 8560 8660 User Guide Learning More SECTION CONTENTS PAGE Introduction 28466 paaa ewes wee ee ees dees A NNN KENNS 96 What the Administrators Can Do for You 96 Frequently Asked Questions FAQs sasassneannnna 97 Default Feature Codes 200 annann
88. hrough the available options STANDARD VOICE MAILBOX MAIN MENU TO SAY PRESS Access new voice mail messages New 1 Record voice mail messages Record 2 Access saved voice mail messages Saved 3 Access personal mailbox options Personal 4 Access message options Options 5 Disable Automatic Speech Recognition Disable 8 ADVANCED MAILBOX MAIN MENU TO SAY PRESS Access voice mail messages Voice mail a Record voice mail messages Record 2 Access e mail messages E mail 3 Access personal mailbox options Personal 4 Access message options Options 5 Access faxes Facsimile 6 Disable Automatic Speech Recognition Disable 8 REMOTE FEATURE ACCESS Remote Feature Access allows you to change your station password place your endpoint in Do Not Disturb mode and forward calls from another endpoint or through a special dial up line If you do not hear a tone after each step or if you hear repeating tones you have made a mistake or the feature is restricted Start over To use Remote Feature Access 1 EITHER call number provided by your system administrator If required enter your password OR use any endpoint on the system 2 Enter E E EJ Enter your extension number 4 Enter your password and press EI You can now use the features described below and at right To change the station passw
89. i s gt Ka zl m o Outside Calls With outside calls you can talk to people who aren t members of your telephone sys tem When you make an outside call however you must dial any area codes or long distance digits that your telephone company requires Placing Outside Calls To place an outside call 1 With or without the handset lifted press OUTGOING or the OUTGOING menu button 2 Dial the desired number NOTE If you see a request for an account code and hear a single beep you must dial an account code before you can place your call see page 68 Depending on how your system is programmed you may be able to use one of the following methods to select an outgoing line instead of pressing the OUTGOING button W D lt x Ee Ka DI e Dial the Outgoing Call feature code default is 8 e Press an unlit button if you have one e Dial a Select Line Group feature code defaults are 92001 92208 but may differ depending on the software version e Dial the Automatic Route Selection ARS feature code default is 92000 but may differ depending on the software version To request a callback queue on to the line if all outgoing lines are busy when you try to call out Press the QUEUE menu button when you hear busy signals and hang up When the line is available your endpoint rings To cancel the queue request before your endpoint rings Press il Wh
90. ick up 29 ring intercom always 21 106 Inter Tel Model 8560 8660 User Guide Flowchart advanced mailbox 93 Forced Account Codes 68 Full Mailbox 37 G Generating a Hookflash 65 Green Lamps 13 Greetings 19 Group Listen Using the Speaker 34 H Handsfree Mode 13 Hold 27 Hookflash 65 Hunt Group Calls Enabled Disabled 78 Hunt Groups 79 Individual Hold 26 Initializing Your Mailbox 17 Intelligent Directory Search 70 Intercom Calls 21 Introduction 50 IP Internet Protocol Endpoint Exceptions 5 K Keymaps 51 L Lamps 8 13 Language 52 Last Number Dialed Saved 32 LCD Contrast 17 LCD Menu Buttons 7 Leaving Messages 36 Liquid Crystal Display LCD Menu buttons 3 Listening to Messages 39 Logging In and Out of ACD Hunt Groups 79 M Mailbox Almost Full Full 37 Mailbox Preferences 53 Main Menu E Mail Reader Count 89 Making an Emergency Call 25 Making and Receiving Calls 21 Making Calls 21 24 Making Pages 64 Manual Call Forwarding 30 Members Hunt Group 78 Menu Buttons 7 Message button 36 indicator lamp 8 search order 57 Message Count and Type 37 Messages recording and sending voice mail messages 42 recovering deleted 91 Messaging Remote 37 58 Microphone 27 34 Mini DSS 8 Multilingual Capability 52 Mute Button 27 34 Muting the Microphone 27 N Non Handsfree Calls 23 51 Numeric Mode 13 72 O Off Hook 13 Off Hook Voice Announce 22 On Hook 13 Outside calls 24 dir
91. if the caller has the Ring Intercom Always feature enabled Instead of answering a ringing call you can press one of the following menu but tons e SEND TO V MAIL Sends the call directly to your voice mailbox You will not see this option if you do not have a mailbox e IC CALL TO DND Places your endpoint in DND mode and blocks the call See page 45 for more information about DND mode e SEND TO DEST Redirects the call to the intercom or outside number that you enter See page 31 for more information about the Redirect Call feature If the Off Hook Voice Announce feature is enabled for your endpoint when you hear a single tone and see an incoming call display you can do one of the following e To accept the call on the speakerphone without ending your current call When you hear a double tone you may talk handsfree with the caller through the speakerphone The caller on the handset will be able to hear both you and the party on the speakerphone e To block the call from coming through the speaker Press one of the following menu buttons SEND TO BUSY Returns a busy signal to the caller SEND TO V MAIL Sends the call to your voice mailbox if you have one IC CALL TO DND Blocks the call by placing your endpoint in DND mode See page 45 for more information about DND mode NOTE This feature is not available on the 8660 endpoint Inter Tel Model 8560 8660 User Guide 23 a m Z G
92. ing 23 ending ACD 80 forwarding 30 making 21 24 making conference 27 placing a non handsfree 21 placing onhold 26 receiving 22 25 receiving non handsfree 23 returning to a held caller 26 waiting for called endpoint 22 Camp On 22 Canceling call forwarding 30 messages 36 unheard voice mail messages 44 Cascade Levels 58 Changing call screening transfer method 55 directory name 20 e mail password 86 fax destination number 56 keymaps 51 language 52 message search order 57 personal greeting 20 remote feature access password 76 transfer method 55 voice mail message envelope 54 voice mail password 53 voice mail e mail and fax message envelope 92 volume levels 50 Clearing Reminder Messages 47 Conference Calls 27 Connecting a Headset 33 Creating Station Speed Dial Buttons 62 Inter Tel Model 8560 8660 User Guide 105 D Date Time Name and Extension Number 32 Default Feature Codes 93 100 Defaults 65 mailbox password 18 Deleting Station Speed Dial Numbers 61 Delivery Options 43 Dial Tones 13 50 Dialing Options 24 Dialing Speed Dial Numbers 62 Dialpad Buttons 3 Direct Station Selection Busy Lamp Field 8 66 Directories Basic Search 72 Basic Search dialpad button descriptions 72 IDS dialpad button character descriptions 71 Intelligent Directory Search 70 outside 24 Telephone 70 using 70 voice mail 73 Disabling account codes 68 automatic call answer 51 background music 51 call forwarding 76 cascade levels 59
93. lls making calls and using voice mail e Moving On In this section you ll learn how to use advanced endpoint and voice mail features e Using E Mail Reader This section includes information on how to use the advanced messaging features available with E Mail Reader e Learning More This section outlines how your administrators can help if you experience a problem with your endpoint It also provides you with a list of Fre quently Asked Questions FAQs so you can troubleshoot problems and learn more about the system In addition this guide contains a list of default feature codes see page 100 and an index see page 105 for easy reference NOTE Because the telephone system is very flexible and programmable the proce dures for using the features might vary slightly from the descriptions in this guide If so your trainer or system administrator can tell you how your system differs and how to use the features 2 Inter Tel Model 8560 8660 User Guide ABOUT YOUR ENDPOINT Your Model 8560 8660 endpoint has three basic types of buttons in addition to a dis play and a Message Indicator lamp e Dialpad buttons Allow you to enter numbers and letters e Feature buttons Provide quick access to various telephone and voice mail fea tures e Liquid Crystal Display LCD menu buttons Allow you to scroll through dis plays and make selections based on the active feature M Indicator Lam Internal Speaker SEET H LCD With
94. lope Options Menu You can then do any of the following Say Time Date or press BR to enable or disable the time and date options Say Source or press Zl to enable or disable the message source option Say Length or press B to enable or disable the message length option Say All Options or press EJ to enable all options and return to the Per sonal Options Menu Say None or press Ef to disable the entire envelope and return to the Per sonal Options Menu Say Accept or press D to accept the changes Say Cancel or press EJ to return to the Personal Options Menu 4 Hang up 54 Inter Tel Model 8560 8660 User Guide Changing the Call Screening Transfer Method NOTE The Call Screening feature is available only if it is enabled for your mailbox Contact your voice mail administrator to see if this feature is enabled for your mailbox Depending on the transfer method you select calls that are transferred from your mailbox may be one of the following e Unannounced Calls Calls are sent directly to your extension e Announce Only Calls Before voice mail transfers a call to you a prompt asks the caller to record his or her name When you answer you hear You have a call from caller s name Then the call is sent to your extension e Screened Calls Before voice mail transfers a call to you a prompt asks the caller to record his or her name When you answer you hear
95. messaging for voice mail messages if enabled 1 Access your mailbox as described on page 37 2 Say Personal or press E to select the Personal Options Menu 3 Say Remote or press IE You have the following options e Say Primary or press Hl to set up a primary cascade e Say Alternate or press E to set up an alternate cascade 4 Say Level or press EE and then say or enter the number 1 9 of the level you wish to program You then have the following options e To set up or change an extension or outside number Say Number or press E EITHER say Internal or press BR for an extension number OR say Outside or press EZ for an outside number Say or enter the number e To set up or change pager notification Say Pager or press BR Say Personal or press E Say Change or press Hf to enable or disable the number 5 Say Days or press Kl Then select one of the following e Say Weekdays or press Il for Monday Friday e Say Days or press Bi for all days e Say Day or press Ef to select individual days You are prompted to say or press numbers 1 7 which correspond to the days Sunday through Saturday O zZ O Z 6 Say Time or press E Then say or enter the times you want the message noti fication to start and stop Enter or say the times with two digits for the hour and two digits for the minutes e g 0900 9 00 If entering t
96. move Replace 360 Automatic Line Access 397 Program Buttons 350 Automatic Line Answer 392 Program Station Password 313 Background Music 6 Queue Callback Request 355 Call Forward All Calls 385 Record A Call 357 Call Forward If Busy 380 Redial 356 Call Forward If No Answer 331 Redirect Call 358 Call Fwd If No Answer Busy 305 Reminder Message 5 Conference 306 Reminder Message Cancel 394 Default Station 359 Remote Programming 307 Directory 4 Reverse Transfer 300 Display Time And Date 396 Review Buttons 372 Do Not Disturb On Off 377 Ring Intercom Always On off 373 Do Not Disturb Override 398 Ring Tone Selection 395 Feature Button Default 382 Station Speed Dial 312 Group Listen 383 Station Speed Dial Program 319 Handsfree On Off 354 System Forward On Off 317 Headset On Off 381 System Speed Dial 336 Hold Individual 399 Switch Keymap 335 Hold System 346 Transfer To Hold 330 Hookflash Recall in Europe 345 Transfer To Ring Some feature codes may not apply to your endpoint For a list of feature codes specific to your endpoint consult the user guide TELEPHONE SYSTEM AND Voice MAIL FEATURE GUIDE USING VOICE MAIL To access your mailbox 1 Dial the voice mail extension number 2 Say Login or press and say or enter your mailbox number 3 Enter your password and press EJ 4 Voice mail plays the main menu for your mailbox type and guides you t
97. n use any endpoint in the system to log in e Members If the hunt group is not programmed to use Agent IDs it will have a pre programmed list of endpoints and will send calls to the endpoints where agents are logged in 78 Inter Tel Model 8560 8660 User Guide Logging In and Out of ACD Hunt Groups Agents can log in to and out of the ACD hunt group at any time While logged in the agent receives calls through the ACD hunt group When the agent is logged out calls to that ACD hunt group bypass the agent To log in to all of your ACD hunt groups at once using the ACD Agent Login Logout feature code With or without the handset lifted dial EJ EJ and enter your Agent ID if neces sary The display shows AGENT LOGGED IN TO ALL ACDS and you hear a con firmation tone NOTE This feature code acts as a toggle If you were already logged in the display shows AGENT LOGGED OUT OF ALL ACDS and you hear a confirmation tone To log in to one or more hunt groups using the ACD Agent Login feature code 1 With or without the handset lifted dial ERR The display shows AGENT LOGIN ACD NUMBER 2 EITHER Enter the desired ACD hunt group number OR Press EJ to log in to all of your ACD hunt groups at once The display shows AGENT LOGIN AGENT ID NOTE If you entered an invalid hunt group number the display shows NOT AN ACD HUNT GROUP and you hear repeating tones O zZ O zZ 3 Do one of the following e To lo
98. n use personal or system greetings to let callers know if you are out of town on a call etc If a caller reaches your mailbox they can leave a message hang up or access an attendant In addition if your voice mail administrator sets up one or more group lists of mailboxes you can send a message to a group of people by entering one number instead of everyone s individual mailbox number Inter Tel voice mail systems support the following types of mailboxes e Advanced Mailbox If E Mail Reader is enabled for your mailbox you have access to voice mail e mail and fax messages in your mailbox You can also cus tomize your personal mailbox options and access advanced messaging features See page 81 for information and instructions about using E Mail Reader features For a voice mail flowchart for advanced mailbox users see page 93 e Standard Voice Mailbox This type of mailbox allows you to send and receive voice mail messages record personal greetings and allows you to customize per sonal mailbox options A standard voice mailbox does not allow you to access e mail and fax messages For a voice mail flowchart for standard mailbox users see page 111 NOTE If you have the Enterprise Messaging EM voice mail system you also have access to advanced communication and messaging features such as E Mail Reader and Automatic Speech Recognition ARS For more information about EM see page 11 Inter Tel Model 8560 866
99. ncorpo Microsoft and Outlook are registered trademarks of Microsoft Corporation PRODUCT DISPOSAL INSTRUCTIONS This symbol indicates that the product is classified as electrical or 71 electronic equipment and should not be disposed of with other com mercial or household waste at the end of its working life For appro priate disposal and recycling instructions contact your local recycling ME Authority or Inter Tel provider The Waste of Electrical and Electronic Equipment WEEE Directive 2002 96 EC was established by the European Union to minimize negative impact on the environment control hazardous substances and curtail landfill expansion by using the best available recovery and recycling techniques Table of Contents CONTENTS FINDING YOUR WAY NK NEIEN NNN SEENEN NAN NEEN sees ENN ALEN cus Welcome anG mba eg E GE ee E EE EE About This Guid songsa geg e SEN AN REENEN eae ed eee About Your Endpoint ever ee eee eee ee ee ee a About Voice Ma i ae sees sept gee Sct eege BEE oh Sed cde sar ened EE What You See and Hear 00 e eee eee Software Compatibility cece eee eee GETTING STARTED ais EI NEE ENEE RS GS ER ARENS AN NENT NUES Introductions EE AVM YNOA ONIGNIA WER LAKDI ED Adjusting Your Endpoint s Viewing Angle Adjusting Your Endpoint s LCD Contrast eee eee eee Setting Up Voice Mail Making and Receiving Calls 4 2 eee eee Placing Calls On Hold ia maha vs cos Peds
100. ncy services from your Model 8660 IP endpoint before you begin using it Call Waiting If you receive a call while you are already on another call you will hear a call wait ing tone and or you will see a display To respond to a waiting call you hear a single tone and a button is flashing End your current call place it on hold and or use one of the following menu buttons e ANSWER Answers the ringing call If you did not place the current call on hold it is disconnected e SEND TO V MAIL Sends the call directly to your voice mailbox without inter rupting the current call You will not see this option if you do not have a mail box e IC CALL TO DND Places your endpoint in DND mode and blocks the call without interrupting the current call See page 45 for more information about DND mode Inter Tel Model 8560 8660 User Guide 25 a m Z Gi s E Ka m o W D lt x Ee Ka DI Oo PLACING CALLS ON HOLD You can place calls on hold in one of two ways individual or system e Individual Hold places the call on hold at one endpoint It can then be directly picked up at that endpoint or it can be picked up at another endpoint using the Call Pickup Reverse Transfer feature see page 29 e System Hold places the call on hold in the system You can then pick up the call at any endpoint that has a flashing button for the call including the endpoint that placed it
101. nect Tone flag enabled in the telephone system If this flag is not enabled you may miss the first few seconds of incoming calls To connect a headset 1 Insert the headset plug into the headset jack 2 With the handset in the cradle dial EE EJ Headset On feature code or dial EE Headset On Off feature code The display shows HEADSET MODE ON a m j Z Gi s gt A m lv NOTE If using a headset press K to connect and disconnect calls To disconnect a headset 1 Unplug the headset cord from the headset jack 2 With the handset in the cradle dial ES EE KAN Headset Off feature code or dial ER Headset On Off feature code The display shows HEADSET MODE OFF NOTE If you have both a headset and a handset connected to your endpoint and you are using the headset you can quickly transfer audio to the handset by lifting the hand set from the cradle Press K to transfer the call back to the headset before replacing the handset in the cradle Inter Tel Model 8560 8660 User Guide 33 USING THE SPEAKER AND MICROPHONE If you are not using a headset you can talk handsfree using your speaker and micro phone You can also use the speakerphone for on hook dialing call monitoring and background music Mute Button To mute the microphone so that you can hear the other party but they cannot hear you this does not put them on hold Press MUTE or the MUTE menu button To return to
102. not available you will have the option of leaving a voice mail message If the telephone number is not available you cannot reply to the mes sage e Say Forward or press EJ to forward a copy of the message to another sub scriber If you want to include an introduction say Record or press EE Otherwise say Accept or press Dro forward the message without addi tional comments e Say Previous or press J to listen to the previous message e Say Envelope or press Ej to play the introductory message envelope see page 54 for information on envelope options e Say Next or press Dro listen to the next message e Say Save or press I to save the new message in your mailbox e Say Delete Message or press Ef to delete the message NOTE You may be prompted to confirm deleting the message Say Yes to delete the message or No to cancel the request to delete the message 6 Hang up 40 Inter Tel Model 8560 8660 User Guide Recovering Deleted Voice Mail Messages If you accidently delete a voice mail message you can retrieve it within a specific time frame programmed by your system administrator Any retrieved messages are then restored to your saved message queue Messages that are not undeleted within the programmed time up to 24 hours are automatically erased NOTE If E Mail Reader is enabled for your mailbox you can also recover deleted e mail and fax mes
103. not wish to leave a message how to exit voice mail say Operator or press Mf to return to the operator The following are some sample greetings to help you plan your message e Primary Greeting Hello this is I am either on another line or away from my desk and cannot take your call at this time If you need to speak to someone immediately please dial zero now Otherwise leave a detailed message and I will return your call as soon as possible Thank you e Alternate Greeting Hello this is I will be away from the office from day date until day date If you need to speak to someone immediately please dial zero now Otherwise leave a detailed message and I will return your call when I return Thank you You can also select the System Greeting if you do not want to record a primary or alternate greeting The system greeting states Mailbox number xxxxx is not avail able Depending on how your system is programmed the system greeting may also include After the tone please record your message When finished you may hang up to deliver the message or press pound for more options Inter Tel Model 8560 8660 User Guide 19 9 m 4 Gi e gt Ka m o W D lt x Se Ka DI Oo To change your personal greeting 1 Access your mailbox as described on page 37 2 Say Personal or press to select the Personal Options Menu 3 Say Greeting or press Hl
104. nter Tel 5000 system software versions 1 1 and later Endpoints using Axxess software versions 3 0 to 6 x have limited functionality in the following areas e The STN SPDL button will not work however you can still use this feature by dial ing the Station Speed Dial feature code see page 60 e The PAGE button will not work however you can still use this feature by dial ing the Page feature code see page 64 e The Message Indicator lamp will not work however the msc button will still function properly see page 36 e The dedicated headset audio jack will not work however you can still use the headset by plugging the headset into the handset jack and dialing the Headset On Off feature code see page 33 e The optional Mini DSS will not work e The TRANSFER ANSWER OUTGOING SYSSPDL and REDIAL lamps will not light The Model 8560 and 8660 IP endpoints are not supported by Axxess software ver sions 3 0 and earlier NOTE This information about compatibility applies to endpoints programmed to use the default button locations Your buttons may have been programmed differently If you are uncertain about the configuration ask your system administrator 14 Inter Tel Model 8560 8660 User Guide SECTION CONTENTS PAGE Introduction aap ARKA BANG de ee Pe ee A 16 Adjusting Your Endpoint s Viewing Angle
105. nvitation in Out look and sends it to Sally Sally accepts the meeting and in the body of her acceptance e mail she writes I m looking forward to attending When Sally s supervisor access Sally s meeting acceptance using E Mail Reader the e mail is announced according to the supervisor s e mail envelope preferences Then E Mail Reader reads Sally s written response followed by the hidden link inserted by Outlook I m looking forward to attend ing Microsoft Outlook Web Access http TMS NT EVS01 Exchange Sally_User Inbox Accepted 3A 20Sales 20Team 20Meeting 5 EML CH Z Gi m 2 D m gt O m 2 Inter Tel Model 8560 8660 User Guide 87 Y m Q q M A lt u Oo Z D 5 To access your e mail with E Mail Reader NOTE To repeat menu instructions say Help or press I at any time 1 Access your mailbox as described on page 37 2 Say E Mail or press If to listen to your e mail messages Then select one of the following Say New or press B to listen to new messages Say Saved or press El to listen to saved messages NOTE You may experience a delay if you have a large number of e mail messages in your in box for example more than 500 messages 3 After the e mail envelope is played E Mail Reader reads the body text of the e mail message While you are listening to a message you can use the following options Say Skip or p
106. o change your mailbox password 1 Access your mailbox as described on page 37 2 Say Personal or press EJ to select the Personal Options Menu 3 Say Password or press EE If you want a password enter a new password using digits 0 9 up to 12 digits and then press E when you are done The messaging system plays back your password If you do not want to use a password just say Skip or press ES 4 Say Accept or press D to accept the password as entered or say Re enter or press to erase and re enter your password 5 Hang up O zZ O zZ Inter Tel Model 8560 8660 User Guide 53 zZ el 9 gt Oo Changing the Voice Mail Message Envelope When you receive a voice mail message the voice mail system plays an envelope that can include the time and date the message was left the source of the message and or the message length By default the envelope contains all of this information but you can change your envelope as described below NOTE If E Mail Reader is enabled for your mailbox you can also change your e mail and fax message envelopes See page 84 for instructions about how to change your voice mail e mail and fax message envelopes To change your voice mail message envelope 1 Access your mailbox as described on page 37 2 Say Personal or press E to select the Personal Options Menu 3 Say Envelope or press E to select the Message Enve
107. on hold NOTE You cannot place intercom calls on system hold To place a call on Individual Hold 1 Press or the HOLD menu button 2 Hang up or place another call To place an outside call on System Hold 1 Press Oo and dial EH 2 Hang up or place another call To return to a call that is on hold Lift the handset and press the flashing button 26 Inter Tel Model 8560 8660 User Guide PLACING CONFERENCE CALLS With the Conference feature you can establish a conference call with up to three intercom and or outside parties four including you To place a conference call 1 While on the first call press ONE D or the CNF menu button to put the call on hold Place another intercom or outside call Press CNF Si or the CNF menu button to place the call on hold If necessary repeat this step to place one more call on hold Press CNF J or the CONNECT TO CONFERENCE menu button to join all of the calls together in the conference During the conference call you can do the following To place the conference on hold Press the HOLD menu button This places the conference on hold without disconnecting the parties To return to the conference press _CNF ZA To drop out of the conference Press CNF Sf and hang up This removes your endpoint from the conference but leaves the other parties connected To add additional parties to the c
108. onference Do the following Press the ADD PARTY menu button This leaves the conference parties con nected Place a call to the party to be added to the conference EITHER Press _CNF Fl twice OR Press CNF 3 once and then press CONNECT TO CONFERENCE You and the new party are added to the conference To end the conference and place all parties on individual hold Press CNF Jj and then press to place all of the parties on individual hold You can then speak to one party at a time by pressing or a flashing button To mute your microphone Press MUTE or the MUTE menu button This turns your microphone on or off during the conference If mute is enabled you can hear the conferenced parties but they cannot hear you To transfer the conference to another extension or to voice mail Press TRANSFER or the TRANSFER CNF menu button and dial the desired extension number Then hang up when you are ready to complete the transfer Inter Tel Model 8560 8660 User Guide 27 9 m 4 Gi s gt Ka m Oo W D lt x Se Ka Oo DI TRANSFERRING CALLS Although transferring calls is considered a basic function of an endpoint your end point has many advanced options for this feature With your endpoint you can trans fer a call to another extension voice mail or even an outside line To Another Extension 1
109. oose which type of message you want to access by selecting voice mail fax or e mail from the main subscriber menu Main menu options include the following e To access voice mail messages Say Voice Mail or press EE e To record voice mail messages Say Record or press E e To access e mail messages Say E Mail or press Ei e To access personal mailbox options Say Personal or press EJ e To access message options Say Options or press E e To access facsimile messages Say Facsimile or press Ki e To disable ASR for that call only Say Disable or press IE At any menu level you can say Cancel or press B to cancel or return to the previ ous menu or say Accept or press EJ to accept For a voice mail flowchart for advanced mailbox users see page 93 NOTE All of the menu options and instructions for using the advanced mailbox are presented as voice commands and numeric entries 84 Inter Tel Model 8560 8660 User Guide SETTING UP YOUR E MAIL PASSWORD When E Mail Reader is enabled for your mailbox the EM system prompts you to enter your e mail password after you or your voice mail administrator does one of the following e Set up your mailbox see page 17 e Change your e mail password for your e mail client To access your e mail and fax messages from your advanced mailbox you must set up your e mail password While completing the setup you cannot use Automatic
110. opy e Dial the mailbox number See Recording Options reply to a message or for Alternate Cascade E i PAME ward a message Go to Previous Message 4 More Options ER e Record your message Play the Envelope EH Fax Number Pause 2 ag eee EH Go to Next Message 6 Continue EJ Message Orde EEN Save the Message Ese EH Transfer Method 5 Delete Message ER After recording 9 E MESSAGE ORDER 4 REMOTE MESSAGING Replay New g P KI New Messages EE Program Cascade Level Append Saved Messages A Enter cascade level number then Erase re record EJ Change ER Cep EM Only EN TRANSFER METHOD d Pre EI Delivery Options ER Mdsanguncad DR Pager Screened DELIVERY OPTIONS o PR w l A Onl t OSEE BAY D Set Days of Week Private EE gt MESSAGE OPTIONS Weekdays ER Certified KI Cancel Unheard Messages All Days EN Priority E Recover Deleted Messages Individual Day 1 7 Send D Listen Ea Select Message Category ER Copy non EM systems ET Recover All ES All Messages ER Send and Exit Hang Up Purge All EN Priority Messages EI Part No 550 8113 Issue 11 March 2006 KN
111. or NEXT menu buttons Inter Tel Model 8560 8660 User Guide 97 m E a E Gi fe a m 8 A8 Q9 A9 Q10 A10 Q11 A11 Q12 A12 Q13 A13 Q14 A14 Why cant I program a Station Speed Dial number to the button I want It keeps say ing that the button is non programmable Your system administrator has programmed that button as a non programmable but ton Because you cannot override system programming from your endpoint you must choose another button Why dont the local telephone company star codes i e 82 69 etc work when I press OUTGOING or use the Outgoing Call feature code J by default to call an out side number Rather than pressing OUTGOING or Ej to access an outside line you must dial a Select Line Group number before you can use the star codes For example if your system is using the default Select Line Group numbers dial 92001 to access that line Once you have dial tone you can dial the star code and the number Why can t I use ASR to enter my e mail password To prevent others from overhearing your password you must enter it using the dial pad buttons on your endpoint See page 85 for additional information about entering your e mail password if E Mail Reader is enabled for your mailbox If my e mail password expires for my e mail client and I have to change it do I also have to update it for my mailbox Yes Whenever y
112. ord 1 Enter Ki ENER wo Enter the new password and press EJ Enter the new password again for verifica tion and press EJ AUN Enter your current password and press EJ To turn on Do Not Disturb 1 Enter EJ ER 2 Enter message number 01 20 see the default DND message list below If desired enter the optional second line message text see the dialpad character chart on the next page 4 Hang up To turn off Do Not Disturb Enter EJ E and hang up Do NoT DISTURB MESSAGES 01 DO NOT DISTURB 11 OUT OF TOWN TIL 02 LEAVE A MESSAGE 12 OUT OF OFFICE 03 IN MEETING UNTIL 13 OUT UNTIL 04 IN MEETING 14 WITH A CLIENT 05 ON VACATION TIL 15 WITH A GUEST 06 ON VACATION 16 UNAVAILABLE 07 CALL ME AT 17 IN CONFERENCE 08 AT THE DOCTOR 18 AWAY FROM DESK 09 ONA TRIP 19 GONE HOME 10 ON BREAK 20 OUT TO LUNCH VACATION is replaced by HOLIDAY in European systems DIALPAD CHARACTERS NUMBER OF TIMES BUTTON IS PRESSED BUTTON 1 2 3 4 5 1 amp 1 2 A B E 2 3 D E F 3 4 G H 1 4 5 J K KL or 5 6 M N o Nor 6 T P Q R s 7 8 T U v 8 9 w x Y Z 9 NOTE The characters associated with the 5 and 6 dialpad digits are dependent on the software version To turn on Call Forward 1 Enter one of the following Call Forward fea ture codes All Calls 355 If No Answer 356 If Busy
113. ou change your e mail password you will be prompted to update it for E Mail Reader See page 85 for additional information about entering your e mail password Why dont I have e mail and fax messages in my mailbox If your mailbox is the standard voice mailbox see page 9 you will not receive e mail and fax messages in your mailbox To receive these types of messages E Mail Reader must be enabled for your mailbox Check with your voice mail administrator to see if E Mail Reader is enabled for your mailbox Why do I get the wrong response when I try to complete a task by saying a command Several things affect the system s response to voice commands One reason the sys tem may not be responding to voice commands is that Automatic Speech Recognition ASR may not be enabled on your system If your system s voice prompts do not include the option to say a command then ASR is not enabled See page 12 for additional guidelines for using ASR Sometimes I experience audio problems on my endpoint such as echo distorted sound or choppiness To whom do I report this The system has an audio diagnostics feature that users can access to diagnose audio problems Contact your system administrator if you are having audio problems If the Audio Diagnostics feature is enabled on your system your administrator can provide you with instructions about how to use the audio diagnostics feature m E Bo E Gi fe a m Inter
114. ou receive after you log in or remove your endpoint from DND while logged in will ring until you answer it You will however be automatically connected to subsequent calls To log out of one or more ACD hunt group 1 EITHER Dial EJ E EJ to log out of all of your ACD hunt groups at once The display shows AGENT LOGGED OUT OF ALL ACDS and you hear a confir mation tone OR With or without the handset lifted dial EJ E EA One of the following dis plays will appear e If you were logged in to only one hunt group the display shows AGENT LOGGED OUT OF lt hunt group gt The procedure is complete e If you were logged in to more than one hunt group the display shows AGENT LOGOUT ACD NUMBER Dial the extension number of the desired ACD hunt group e If you were not logged in to any hunt group the display shows NOT LOGGED INTO ANY ACD GROUP 2 Hang up if off hook Ending an ACD Hunt Group Call Each time you end an ACD hunt group call a wrap up timer is started Until this timer expires you will not receive another call through any ACD hunt group You can however end the wrap up session before this timer expires as described below To terminate the ACD Agent wrap up period before the timer expires With the handset in the cradle dial RER NOTE If you were not logged in to an ACD hunt group the display shows CANNOT ACCESS RESERVED FEATURE 80 Inter Tel Model 8560 8660 User Guide SECTION CONTENTS PAGE idee
115. our convenience 0 o o a Ch Li 1 2 3 4 NOTE The Model 8560 8660 endpoint has a PAGE J button which may be pro grammed to access a specific page zone If you do not know which page zone is pro grammed for this button ask your system administrator Enabling Paging You can enable or disable page receiving for your endpoint by using the Page Remove Replace feature code If your endpoint is assigned to more than one page zone all zones are removed or replaced at once you cannot turn off individual zones E el 9 gt Oo To turn paging on and off for your endpoint Dial A A KI Making Pages To make pages 1 Press PAGE or dial EA 2 Dial the desired zone number 0 9 3 After the tone make your announcement and hang up 64 Inter Tel Model 8560 8660 User Guide PERFORMING A HOOKFLASH DURING A CALL Certain telephone service companies may require a timed hookflash a quick hang up and release To generate a hookflash while using a line EITHER Press the FLASH menu button If the FLASH menu button is not visible press MORE until you see FLASH OR Press oo and dial KI NOTE This features is known as a Recall in European systems PROGRAMMING YOUR FEATURE BUTTONS Depending on how your system is programmed some of your feature buttons may be user programmable If so you can program them with any of the feature codes
116. our system administrator can tell you which types of account codes are used on your telephone system To enter an optional account code 1 Press Oo and dial Bff EE KU 2 Enter the optional account code If the account code is not immediately accepted press El To set an account code for all calls placed from your endpoint Dial EH and then the account code If the account code is not immediately accepted press This code will be used for all calls made from your endpoint until it is disabled To disable the code Dial EE E KU and press KI SCREENING CALLS If desired you can screen calls that are transferred from voice mail This allows you to accept and or refuse specific calls Depending on the call screening transfer method you select see page 55 calls from voice mail may be unannounced announce only or screened When your mailbox is programmed for screened calls you have the following options when you receive a transfer e Say Accept or press E to accept the call p p e Say Replay or press to replay the announcement e Say Voice Mail or press KZ to send the call to voice mail e Say Forward or press E and then enter the extension number to forward the call to another extension e Say Refuse or press KY to refuse the call 68 Inter Tel Model 8560 8660 User Guide UsING CALL LOGGING NOTE Call Logging may or may not be available depending on your software version
117. ow your telephone system is configured you may need to press this button before you dial a feature code NOTE Because the telephone system allows customized feature buttons your end point may have been reprogrammed so that the feature buttons do not match those describe d in this guide Inter Tel Model 8560 8660 User Guide LCD and Menu Buttons In addition to the various feature buttons your endpoint contains a Liquid Crystal Display LCD with six different lines The top two lines show call information and messages the remaining four lines display a menu which changes according to the feature you are using To select an option press the menu selection button closest to it If there is only one option on a line such as DO NOT DISTURB you can press the button on either side DISPLAY WITH SIX 16 CHARACTER MENU LINES BUTTONS Because the display can only support 16 characters you may see a few abbreviations The most commonly used abbreviations are provided in the table below ABBREVIATION WORD PHRASE ACCT CODE Account Code CNF Conference DEST Destination DIR Directory DND Do Not Disturb EXT Extension MSG Message RCL Recall SPKR Speaker SPKRPHN Speakerphone STN SPD Station Speed Dial SYS SPD System Speed Dial TFR Transfer TG Trunk Group a group of outside lines TRNK Trunk an outside line MISSED number MISSED CALLS
118. peed dial location see the previous instructions To program a speed dial button 1 With the handset in the cradle dial IE E EA 2 Press the feature button you want to program as a speed dial button 3 Dial HI E KU 4 Dial the speed dial location 0 9 or select the location on your display that con tains the number you want to associate with the button To view how your Station Speed Dial buttons are programmed 1 With the handset in the cradle dial ENER 2 Press the desired Station Speed Dial button The name and number will be dis played 3 Press El or cd to exit Dialing Station Speed Dial Numbers To dial a Station Speed Dial number E el 9 gt Oo If necessary select an outgoing line You have the following options e To use a location number Press STNSPDL or dial EJ EJ and then the desired Station Speed Dial location number 0 9 e To use a Station Speed Dial button Press the desired Station Speed Dial button System Speed Dial Your system administrator can store several speed dial numbers in the system speed dial locations Depending on the size of your system you can access up to 1000 or up to 5000 system speed dial locations if they have been programmed To dial System Speed Dial numbers 1 Press SYS SPDL or dial E E KW 2 Dial the location code 000 999 or 0000 4999 for the desired number 3 Press E to dial the number 62 Inter Tel Model 8560 8
119. prompt is announced look at the display for the appropriate voice command e When you use the dialpad buttons to complete a task you are sometimes prompted to press E to indicate to the system that you have finished entering buttons It is not necessary to say Pound or Hash when using ASR The silence that follows your voice command replaces the EJ button e While you are recording a message ASR is temporarily disabled therefore you cannot issue spoken commands to access options like pause and erase If you attempt to issue a spoken command while you are recording your recording will include the command you issued To access the pause and erase options you must press the appropriate dialpad buttons e You cannot use ASR to set up your e mail password see page 85 For security reasons you must enter your e mail password characters by pressing the appro priate dialpad buttons Entering passwords this way prevents others from over hearing your password e If the system cannot interpret your voice commands for three consecutive attempts ASR is temporarily disabled by the system for the current call You can still complete tasks using the dialpad buttons however you will no longer be prompted to say a command e You can temporarily disable ASR for the current call by selecting option eight from the main menu 12 Inter Tel Model 8560 8660 User Guide WHAT YOU SEE AND HEAR As you can see your Model 8560 and 8660 IP en
120. r personal greetings and record your voice mail directory name a m j Z Gi s gt A zl m lv NOTE If your telephone system uses Enterprise Messaging EM your mailbox may have the Automatic Speech Recognition ASR feature enabled When ASR is enabled for your mailbox you have the option of issuing a spoken command or pressing a dial pad button See page 12 for ASR guidelines ALSO If your mailbox has E Mail Reader enabled you have an advanced mailbox See page 81 for information and instructions about using E Mail Reader features Inter Tel Model 8560 8660 User Guide 17 Initializing Your Mailbox To access voice mail the first thing you need to do is initialize your mailbox This allows you to change the default password for your mailbox record your name for the company directories and listen to the voice mail introduction To initialize your mailbox 1 Dial the voice mail extension number You hear the main menu NOTE If you do not know the voice mail extension number check with your voice mail administrator 2 Say Login or press B to identify yourself as a subscriber Enter your mailbox number using the dialpad buttons 4 Enter your default password using the dialpad buttons w m W D lt x Ka Ke DI oO NOTE Your mailbox number is your default password If you want a password enter a new password using digits 0 9 up to 12 digits
121. re not answered before a timer expires W D lt x Se Ka Oo DI oO e You cannot adjust this timer Only the installer or system administrator can e BUSY When your endpoint is busy all incoming calls are forwarded with out ringing at your endpoint e NO ANSWER BUSY All incoming calls are forwarded if your endpoint is busy or if you do not answer as described above 2 Do one of the following e To forward to an outside telephone number Press the OUTSIDE PHONE menu button Dial a telephone number or press the OUTSIDE DIR menu button to look up and select a number See page 70 for more information on directo ries e To forward to an extension number Dial the extension number OR press the IC DIRECTORY menu button to look up and select a number e To forward to your voice mailbox Press the VOICE MAIL menu button e To forward to your message center Press the MESSAGE CENTER menu button To cancel any call forward request EITHER Press Fwo jj and then press the FWD OFF menu button OR Dial any one of the forwarding feature codes and then press a Automatic System Forwarding Automatic System Forwarding allows your system administrator to route calls based on the type of call and the status of your telephone Although you cannot program the path of a system forward you can enable or disable this feature on your endpoint To enable or disable System Forwarding Dial
122. recover the message OR say Recover or press Zl to recover all deleted messages OR Say Purge or press El to permanently delete all deleted messages 6 Hang up BA Xd N CH Z Gi m gt Les pa m gt O m 2 Inter Tel Model 8560 8660 User Guide 91 Y m Q q M Y lt M O Z D 5 CHANGING MESSAGE ENVELOPES When you receive a voice fax or e mail message a message envelope is played The envelope can include the time and date the message was left the source of the message and additional information that is associated with the media type Common envelope options for voice mail e mail and fax include e Time and Date The time and date the message was received e Source The source of the voice e mail or fax message These envelope options vary by media type e Length The recorded time in minutes for voice messages e Subject The text in the subject field for e mail messages e Pages The number of pages included in the fax attachment By default all of the envelope options are enabled for each type of message How ever you can change your envelope options as described below To change and save your message envelope 1 Access your mailbox as described on page 37 2 Say Personal or press J to select the Personal Options Menu 3 Say Envelope or press E to select the Message Envelope Options Menu 4 Select the media type you would like to change e
123. ress E to skip to the end of the recording Say Back up or press Hl to rewind a few seconds and replay the mes sage Say Pause or press i to pause Say Continue or press J to continue Say Forward or press J to skip ahead Say Lower or press ER to lower the volume Say Envelope or press E to play the message envelope Say Higher or press Gf to raise the volume Say Delete Message or press IE to delete the message Say Cancel or press J to return to the previous menu 4 When E Mail Reader has finished reading the e mail you have the following options Say Replay or press EE to replay the message from the beginning Say Reply or press E to reply to the message If the e mail message had more than one recipient you have the following options Say Everyone or press i to reply to all recipients Say Sender or press Bff to reply to the sender Say Hear or press E to hear all recipients NOTE See page 42 for recording and delivery options Say Forward or press E to forward a copy of the message to a fax desti nation Then say or enter the fax destination number The system plays the fax destination number Select one of the following Say Yes or press D to verify the number The system announces that the fax is scheduled for delivery Say No or press E9 to start over 88 Inter Tel
124. rimary extension e You can press your unlit secondary extension button to place an intercom call to the primary extension NOTE If the secondary button is flashing e a call is ringing at the primary exten sion you can press D before pressing the flashing button to place an intercom call to the primary extension without answering the call Or you can just dial the primary extension number To transfer a call back to the extension after you have answered it on your end point e To transfer to hold Press the secondary extension button announce the call if desired and then hang up e To transfer to ring Press TRANSFER and then the secondary extension button You can announce the call if desired before hanging up to complete the transfer Inter Tel Model 8560 8660 User Guide 67 2 O O gt O USING ACCOUNT CODES If your telephone system is programmed to use the Station Message Detail Recording SMDR feature you might be required to enter account codes when you place a call These codes add information to telephone record reports that the system will periodi cally print There are three types of account codes e Standard account codes are automatically entered into the SMDR report when ever you place a call e Forced account codes must be dialed before you can place an outside call e Optional account codes can be entered at any time during a call NOTE Y
125. rogrammed emergency number You do not have to select an outside line first CAUTION If you are using an IP or SIP endpoint consult your system administrator and your local Inter Tel servicing company for important information about dialing emergency services before you begin using it Inter Tel Inc January 2005 printed in US Part no 835 2449 4 PLACING A CONFERENCE CALL 1 While on the first call press ONE DL The call is now on hold 2 Place an intercom or outside call then press the flashing CNF i button to place the call on hold If necessary repeat this step to place a third call on hold 3 Press the flashing CNF 28 button to join all of the calls together in the con ference NOTE Conference calls are limited to three parties on SIP endpoints FORWARDING CALLS 1 Press FWD TL Six line display model users must then select a menu button 2 Do one of the following e To forward to an outside telephone number Select an outside line and dial a telephone number e To forward to an extension number Dial the extension number e To forward to your voice mailbox Dial the voice mail extension To cancel call forwarding 1 Press FWD J 2 Ifyou have a six line display endpoint press the FWD OFF menu button If you have a non display or two line display endpoint press SPKR DL or lift and replace the handset RESPONDI
126. rs programmed by your voice mail administrator The specified time frame for retrieving deleted e mail and fax messages is determined by the Exchange administrator Once you recover a deleted message it is then restored to your saved message queue Deleted voice mail e mail and fax messages that are not recovered within the specified time frames are automatically erased NOTE Contact your system administrator if you want to know how long you have to recover deleted messages To recover deleted messages Access your mailbox as described on page 37 Say Options or press El for Message Options Say Recover or press J to access undelete options Specify which media type you would like to recover Your options are e Say Voice Mail or press BR to recover a voice mail message e Say E Mail or press Bl to recover an e mail message e Say Facsimile or press El to recover a fax message 5 EITHER Say Listen or press El to listen to your deleted messages and choose which ones to recover After each message you can e Say Replay or press E to replay the message e Say Reply or press E to reply to the message e Say Forward or press EJ to forward the message e Say Previous or press KB to listen to the previous message e Say Envelope or press Dro play the message envelope e Say Next or press EG to listen to the next message e Say Recover or press fa to
127. s m 1 Access your mailbox as described on page 37 D 2 Say Record or press EZ S 3 Say or enter the desired mailbox number or group list number The system o announces the name assigned to the mailbox number or group list number You z have the following options E e Say Yes or press D to accept the subscriber s name to e Say No or press B to start over 4 Record your message after the tone While recording you have the following options e Press EZ to pause while recording Say Continue or press J to con tinue e Press El to erase and re record your message 5 When finished recording you can press D to access the following options NOTE If you select the copy or special delivery options and then do not respond to the prompts the system will time out and deliver your message to the original recipient e Say Send or press D to send the message and return to the voice mail options e Say Cancel or press B to cancel the recording e Say Replay or press E to replay your message e Say Append or press B to add to your message e Say Erase or press B to erase and re record your message e Say Copy or press EJ to copy your message to other mailboxes NOTE If you are not using an Enterprise Messaging EM voice mail sys tem you can send the message to additional mailboxes from the Special Delivery Options menu after sending the message
128. sage Order 36 Sending Calls to Voice Mail 25 Sending Messages 42 Setting account codes 68 mailbox preferences 53 personal options 92 preferences 50 remote messaging 58 voice mail preferences 53 your e mail password 85 SMDR Station Message Detail Recording 68 Software Compatibility 14 Speaker 34 Standard Account Codes 68 Station Message 22 Station Message Detail Recording SMDR 68 Station Speed Dial 60 System Administrator 96 System Hold 26 System Speed Dial 62 Telephone Directory 70 Terminating the ACD Agent Call 80 Timers 13 Tones Dial 13 Transferring Back to the Primary Extension 67 Transferring Calls 28 U User Programmable Feature Buttons 65 Using account codes 68 advanced mailbox 84 defaults 18 do not disturb mode 45 headset 33 message button 36 off hook voice announce 22 record a call 63 secondary extension buttons 67 speaker and microphone 34 108 Inter Tel Model 8560 8660 User Guide V Voice Mail administrator 9 messages 22 options 53 Voice Mail Flowchart advanced mailbox 93 Voice Mail Messages canceling unheard messages 44 recording and sending 42 recovering deleted 41 Volume Levels 50 W Waiting Calls 25 What the Administrators Can Do for You 96 What You See and Hear 13 Working in Hunt Groups 78 Wrap Up Timer 80 Z Zones Page 64 Inter Tel Model 8560 8660 User Guide 109 110 Inter Tel Model 8560 8660 User Guide VOICE MAIL FLOWCHART STANDARD VOIC
129. sages See page 91 for instructions about how to recover deleted voice mail e mail and fax messages To recover deleted voice mail messages 1 Access your mailbox as described on page 37 2 Say Options or press E for Message Options 3 Say Recover or press Bo access undelete options ei m Z Gi s gt Ka m lv 4 EITHER Say Listen or press fl to listen to your deleted messages and choose which ones to recover After each message you can e Say Replay or press E to replay the message e Say Reply or press El to reply to the message e Say Forward or press Ij to forward the message e Say Previous or press E to listen to the previous message e Say Envelope or press Ei to play the message envelope e Say Next or press Dro listen to the next message e Say Recover or press fa to recover the message OR say Recover or press ll to recover all deleted messages OR Say Purge or press IE to permanently delete all deleted messages 5 Hang up Inter Tel Model 8560 8660 User Guide 41 Recording and Sending Voice Mail Messages You can record and send voice mail messages by accessing the record option on the main menu NOTE If E Mail Reader is enabled for your mailbox a reply to an e mail message see page 84 is a recorded voice message that is attached to the e mail as a wav file To record and send voice mail message
130. sion number 3 Hang up to send the call to the voice mail menu so that the caller can enter the mailbox number USING REVERSE TRANSFER CALL PICKUP 1 Lift the handset and dial EJ 2 Dial the extension number where the call is ringing or holding ACCESSING YOUR MAILBOX NOTE If your voice mail system has Automatic Speech Recognition ASR capability and it is enabled for your mailbox you can complete voice mail tasks by issuing spoken commands or by pressing dialpad digits If your MSG3q button is lit and you have a message from voice mail 1 Lift the handset or press d or press SPKR J 2 Press MSGS A call is automatically placed to the voice mail system 3 Enter your personal password and press ES If your MSG button is not lit 1 Dial the voice mail extension number You hear the main menu 2 During or after the greeting say Login or press B to identify yourself as a subscriber 3 Say or enter your mailbox number 4 Enter your mailbox password if programmed Then press E ACCESSING VOICE MAIL MESSAGES 5 Access your mailbox as described on page 3 If E Mail Reader is enabled for your mailbox say Voice Mail or press ER If E Mail Reader is not enabled for your mailbox skip this step Select one of the following e Say New or press Hl to listen to new messages e Say Saved or press Ef to listen to saved messages
131. ssages see page 39 e Recording and sending voice mail messages see page 42 e Canceling unheard voice mail messages see page 44 e Changing your mailbox password see page 53 e Changing the call screening transfer method see page 55 e Programming a fax destination see page 56 e Changing the message search order see page 57 e Programming remote messaging see page 58 e Screening calls see page 68 e Using the voice mail directory see page 73 NOTE For a voice mail flowchart for standard mailbox users see page 111 DE Wi a Es wi DE Es wi O zZ o 82 Inter Tel Model 8560 8660 User Guide E MAIL READER FEATURES When E Mail Reader has been enabled for your mailbox you have the advanced mailbox The advanced mailbox unifies your local voice mail messages and your remote fax and e mail messages in one convenient location E mail Reader uses Text to Speech TTS capabilities to convert the text in an e mail message to a wav file If E Mail Reader is enabled for your mailbox you can access voice mail e mail and fax messages in your mailbox using your endpoint When you access an e mail message in your mailbox E Mail Reader first announces your e mail according to the envelope options that you set see page 92 Then after the envelope is played E Mail Reader reads the text in the body of the message Once you have listened to your e mail you can access additional options to reply for
132. t you have received a new e mail message E Mail Reader does not distinguish between conventional e mail messages and meet ing invitations and responses Therefore e mail messages and meeting messages including invitations cancellations and responses can all be accessed by selecting option three from the main menu When you access your e mail messages E Mail Reader first announces the message according to the envelope options you select see page 92 Then E Mail Reader reads the text in the body of the message After you access your message you can replay the message listen to the next or previous message replay the message envelope save the message or delete the message In addition you can reply to the message or for ward a copy to another recipient When you select the reply option you are prompted to record a message and your reply is sent as an attachment in the form of a wav file If the e mail has multiple recipients you have the option of replying to just the sender or to all of the recipients When you forward an e mail message the e mail is converted to a fax and forwarded to the fax destination telephone number you specify NOTE The body of Outlook meeting messages contain links that E Mail Reader inter prets as text These links are displayed if you are using a third party mail application or Outlook Express but they are hidden in Outlook For example Sally User s supervisor creates a Sales Team meeting i
133. ter Tel Model 8560 8660 User Guide USING REVERSE TRANSFER The Reverse Transfer Call Pick Up feature allows you to answer a call that is ring ing or holding at another endpoint For example if the attendant transfers a call to you but you have stepped away from your endpoint you can pick up the call using another endpoint To answer a call ringing or holding at another endpoint 1 Lift the handset and dial ER 2 Dial the extension or hunt group number see page 78 where the call is ringing or holding The call is transferred to the endpoint you are using and you are con nected to the caller NOTE If the Group Call Pickup feature is enabled you can pick up a call ringing at any station in a hunt group by dialing the hunt group s extension number ei m 4 Z Gi s E Ka m o Inter Tel Model 8560 8660 User Guide 29 FORWARDING CALLS With the Forwarding feature you can have calls follow you e g forwarded to a cell phone or you can redirect calls to a voice mail or other extension Manual Call Forwarding Manual call forwarding allows you to send incoming calls to another extension num ber You can even forward calls to outside numbers if your endpoint is programmed to allow this To forward calls 1 Press FWD and then press one of the following menu buttons e ALL All incoming calls are forwarded without ringing at your endpoint e NO ANSWER All incoming calls are forwarded if they a
134. to pause Say Continue or press D to continue e Say Forward or press Elf to skip ahead e Say Lower or press J to lower the volume e Say Envelope or press Bro play the message envelope e Say Higher or press IG to raise the volume e Say Save or press to save the new message in your mailbox e Say Delete Message or press Ef to delete the message NOTE You may be prompted to confirm deleting the message Say Yes to delete the message or No to cancel the request to delete the message Inter Tel Model 8560 8660 User Guide 39 5 When the message has finished playing you have the following options e Say Replay or press E to replay the message from the beginning e Say Reply or press E to reply to the message You have the following options Say Voice Mail or press Jf to leave a voice mail message for the caller If the caller has a mailbox number you are prompted to verify the desti nation by saying Yes or by pressing EA If the number was not associated with a mailbox the prompt requests a mailbox number If the message was from an outside caller you cannot leave a voice mail message Say Call Back or press Bio make a return call Your call will be transferred automatically to the caller s extension or telephone number if the number is available m W D lt x Ka DI Oo If the user is
135. to record or change your personal greeting 4 Do one of the following e Say Primary or press E to record and or enable your primary greeting e Say Alternate or press Bo record and or enable your alternate greeting e Say System or press EJ to enable the system default mailbox greeting 5 If you selected the system greeting option hang up If you selected the primary or alternate greeting option record your greeting when prompted then press E If you already have a primary or alternate greeting it is played when you select primary or alternate You can then do one of the following e Say Accept or press El to accept the greeting e Say Replay or press to replay the greeting e Say Append or press E add to the greeting and then press ES e Say Erase or press El to erase and re record the greeting e Say Cancel or press EJ to exit without changing your greeting 6 Hang up Recording Your Voice Mail Directory Name Your recorded name is used to identify you in the voice mail directory and to verify your mailbox number when messages are addressed to you Although you record your name when you first initialize your mailbox you can change it at any time To record your directory name 1 Access your mailbox as described on page 37 2 Say Personal or press to select the Personal Options Menu 3 Say Name or press E Your recorded name is played 4 Do one of th
136. to the first recipient see page 43 42 Inter Tel Model 8560 8660 User Guide e Say or enter the mailbox number or group list number The system announces the name assigned to the mailbox number or group list number You have the following options Say Yes or press EJ to accept the subscriber s name Say No or press BY to start over Press EJ when you are done adding mailboxes e Say Options or press DR to use special delivery options You can then use one or more of the following options Say Private or press Hf to mark the message private This prevents the recipient from forwarding it to other subscribers Say Certified or press Bff to mark the message certified When the recipient listens to the message you will receive a receipt notice Say Priority or press to mark the message priority This will place your message ahead of all other waiting messages in the receiving mailbox Say Cancel or press EJ to cancel delivery options Say Send or press D to send the message and return to voice mail options ei m Z Gi s gt Ka m lv NOTE If you are not using an EM voice mail system you can send the mes sage to additional mailboxes after sending the message to the first recipient To send the message to additional mailboxes from a non EM system 1 After sending the first message press GJ and then enter th
137. u button The number is dialed To use the Last Number Saved feature if enabled e To save the last number dialed While the endpoint is idle or while listening to intercom dial tone press REDIAL e To redial the saved number After selecting a line press REDIAL The number is dialed NOTE If there is no redial number available the display shows NO NUMBER TO DIAL DISPLAYING INFORMATION ON YOUR ENDPOINT Your endpoint has two lines of display where you can view information such as the date and time or the outside party s name number Date Time Name and Extension Number You can temporarily display the system date and time your username and your extension number at any time To show the date and time display while on a call in DND etc Press Oo and dial EE KOI KU Outside Party s Name Number If you are currently connected to an outside caller with Caller ID you can toggle between displaying the caller s name and number To show the outside party s name Press Oo and dial ER NOTE If there is no outside party name available the display shows CANNOT ACCESS FEATURE 32 Inter Tel Model 8560 8660 User Guide USING A HEADSET With an electret headset you can talk on the endpoint handsfree without using your speaker and microphone NOTE If your headset has a power saver mode make sure the system administrator has the Headset Con
138. ward save or delete the message see page 87 When you access a fax message E Mail Reader announces the fax envelope accord ing to the envelope options that you set see page 92 Because a fax message is received by your e mail account as an attachment to an e mail message in the form of a tiff file E Mail Reader cannot read the text in the body of the fax To view the fax and read it you must access it from your e mail account With your advanced mailbox you can save delete and forward a fax to another fax machine using the available menu options when prompted see page 90 CH Z Gi m 2 Les pa m gt O m 2 Inter Tel Model 8560 8660 User Guide 83 Y m Q q M rg lt u O Z D 5 USING YOUR ADVANCED MAILBOX After you set up your mailbox see page 17 you can use personal or system greetings to let callers know if you are out of town on a call etc You can send messages to individuals and to a group of people if your voice mail administrator has programmed a name for the group In addition various options allow you to customize your mail box manage your messages and screen your calls To allow the system to retrieve e mail and fax messages from your e mail account you must first set up your e mail password see page 85 When you access your mailbox see page 37 the system announces how many new and saved voice mail fax and e mail messages you have in your mailbox You can ch
139. wer 356 Call Forward No Answer Busy 358 Call Logging 333 Conference 5 Change Language 301 Data 340 Default Station 394 Directory IDS or Basic 307 Display Time And Date 300 Do Not Disturb 370 Do Not Disturb Cancel 371 Do Not Disturb On Off 372 Do Not Disturb Override 373 Enhanced Speakerphone Enable 310 Feature Button Default 395 Group Listen 312 Handsfree On Off 319 Headset On 315 Headset Off 316 Headset On Off 317 Hold Individual 336 Hold System 335 Hookflash Recall in Europe 330 Hunt Group Remove 322 Hunt Group Replace 323 Inter Tel Mode 8560 8660 User Guide 101 m E a E Gi ei Po m FEATURE NAME FEATURE CODE NEW CODE Hunt Group Remove Replace 324 Message 365 LCD Contrast Control 303 Message Cancel Message Left 366 Message Cancel Message On Endpt 368 Message Silent Message 367 Microphone Mute On Off 314 Page 7 Page Receive On Off 325 Program Baud Rate 393 Program Buttons 397 Program Station Password 392 Queue Callback Request 6 Record A Call 385 Redial 380 Redirect Call 331 Reminder Message 305 Reminder Message Cancel 306 Remote Programming 359 Reverse Transfer Call Pick Up 4 Review Buttons 396 Ring Intercom Always On Off 377 Ring Tone Selection 398 Routing Off 304 Station Speed Dial 382 Station Speed Dial Programming 383 System Forward Enable 352

Lennox Hearth 8560 User's Manual

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