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Inter-Tel Telephone 8520 User's Manual

1. D U E lt E 2 o lt E E LL o ACCESSING YOUR MAILBOX If you have a message waiting in your mailbox you must access your voice mailbox to retrieve it TIP Generally speaking pressing EM 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 press EAM to skip the person s introductory message and proceed directly to the recording phase Similarly while listening to messages you can press EJ to skip the system generated voice prompts and proceed directly to the playback phase You can also press to cancel or return to the previous menu at any menu level When you access your mailbox the system may play 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 e Message count The system tells you how many messages are waiting to be heard if any and how many are priority messages e Remote Messaging The system will indicate whether primary or alternate Remote Messaging is selected when the Remote Messaging feature is enabled see page 63 It will also alert you if a programming error has been detected and or if it encountered busy system resources when attempting to place a Remote Messaging call To access your mailbox 1 Dialthe voice mail extension number You hear the main menu 2 During or after
2. 6 220 9 RS RR 0 se R ee eee 33 Undeleting MessageS 0 cece tees 35 Sending Messages vise isere panie saioe warded elem eo Gk 36 Canceling Unheard Messages isses sees 37 Using Do Not Disturb Mode 000 0c e eee eee 38 Using Reminder Messages e e x cece eee eee eee 40 Model 8520 Display Phone User Guide 11 D U E lt 3 7 o Z E E Lu o INTRODUCTION Now that you know what your Display Phone can do it s time to start using it In this section you ll learn how to make and receive calls transfer calls retrieve voice mail messages and much more ADJUSTING YOUR PHONE S VIEWING ANGLE Your Model 8520 Display Phone has an adjustable base that allows you to tilt your phone to enhance the viewing angle To adjust your phone s viewing angle 1 2 3 4 5 Place the phone with the keys facing up on a flat surface Locate the buttons on the back of either side of the phone While ensuring that the base remains in contact with the surface press both but tons on the phone simultaneously to disengage the base s locking mechanism Tilt the phone to the desired angle Release the buttons to lock the adjustable base in place NOTE If you position your phone s viewing angle to 60 degrees or greater it is recom mended that you flip the handset hanger down to the horizontal position ADJUSTING YOUR PHONE S LCD CONTRAST Your Model 8520 Phone has a cont
3. 79 Requesting a Callback 17 Requesting a Reminder Message 41 Requesting Agent Help 65 Responding to a Waiting Call 20 Responding to Agent Help 65 Retrieving Messages 31 Returning Feature Keys to Default 56 Returning Phone to Default 46 Reverse Transfer 23 Ring Intercom Always 16 Ring Types 44 S Saving Last Number Dialed 26 Saving Volume Levels 44 Screening Calls 60 Search Order 49 Searching Directories 61 Secondary Extension Keys 57 Secondary Language 46 Selecting a Message Order 31 Selecting a Ring Tone 44 Sending Calls to Voice Mail 23 Sending Messages 36 Setting Account Codes 59 Setting Preferences 44 Setting Remote Messaging 50 SMDR Station Message Detail Recording 59 Software Compatibility 9 Speaker 28 Speed Dialing 52 Standard Account Codes 59 Station Speed Dial 52 System Administrator 70 System Hold 21 System Speed Dial 53 T Timers 8 68 To Pick Up Reverse Transfer a Call 23 Tones Dial 8 Transferring Calls 23 U Undeleting Messages 35 Using account codes 59 defaults 13 19 38 40 directories 60 do not disturb mode 38 feature keys 56 group listen 28 headset 27 message key 30 mute key 28 off hook voice announce 17 record a call 54 reminder messages 40 secondary extension keys 57 speaker and microphone 28 voice mail directory 62 voice mail messages 33 V Viewing Angle 12 Viewing Speed Dial Numbers 53 Voice Mail Directory 62 Voice Mail Messages 33 canceling unheard
4. 13 lt m e 76 Model 8520 Display Phone User Guide A Abbreviations 5 About This Guide 2 About Voice Mail 7 About Your Phone 3 Accessing Your Mailbox 32 Account Codes 59 ACD Hunt Groups 66 Adding Parties toa Conference 22 Adjusting Your Phone s LCD Contrast 12 Adjusting Your Phone s Viewing Angle 12 Administrators 70 Agent Help 65 Agent IDs 66 Alphanumeric Mode 8 Alternate Greeting 14 Assigning Secondary Extension Keys 57 Automatic Call Answer 45 Automatic System Forwarding 25 B Background Music 45 C Call Waiting 20 Callbacks 17 Calls enabling disabling hunt groups 66 forwarding 24 25 making conference 22 picking up reverse transfer 23 placing on hold 21 receiving non handsfree 18 receiving off hook voice announce 17 redirecting 18 transferring 23 waiting for called phone 17 Canceling call forwarding 24 callback requests 17 do not disturb 39 messages 30 queue requests 19 reminder messages 41 unheard messages 37 waiting messages 31 Cascade Levels 50 Changing call screening transfer method 48 directory name 15 fax destination number 49 keymaps 45 language 46 message envelope 47 message search order 49 personal greeting 14 remote access password 63 transfer method 48 voice mail message envelope 47 voice mail password 47 volume levels 44 Clearing Reminder Messages 41 Compatibility 9 Conference Calls 22 Connecting a Headset 27 D Date Time Name and Extension Number
5. 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 B EN El Changing Keymaps Keymaps identify where feature keys appear on your phone While all phones are pro grammed with a standard keymap some phones 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 phone is idle With the handset in the cradle dial EB El To switch between keymaps during a call Press oo and dial EB El 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 El 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 9 and then press the flashing key To enable disable this feature for ringing outside calls With the handset in the cradle dial DI To enable disable this feature for ringing non handsfree intercom calls With the handset in the cradle dial a E 9 lt z a G z Model 8520 Display Phone User Guide 45 Z O O gt 9 Changing the Language When your phone system is installed the System Administrator can choose two of four different languages American English Britis
6. xe 54 acl TTT 55 Making PageS ccc eee 55 Enabling Paging 5c sre tedio eee en 55 Performing a Hookflash During a Call 56 Programming Your Feature Keys ss e x x x 56 Programming Direct Station Selection Keys 57 Programming Secondary Extension KeyS ooooooooo 58 Using Account Codes 0 00 cece nne 59 Screening Calls llle 60 Using the Directories lue 60 Phone DIFectoty srs ed eee eR RE eed a 60 Voice Mail Directory 2 so ge 62 Programming Remote Feature Access less eese 63 Remote Access Password 0 00 00 cece e eee eee eee 63 le lt Remote Feature Access cci vicc 006 eee a e RRR en 64 gt Requesting Agent Help x e x ee 65 9 Working in Hunt Groups x x x x K x e x K x K RR KI 66 9 Hunt Group Calls Enabled Disabled nnana nananana 66 ACD hunt Groups zog peer ear sos gone 66 Model 8520 Display Phone User Guide 43 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 phone use directories access your voice mailbox remotely and perform various other functions SETTING PREFERENCES Your phone and voice mailbox are automatically set to specific defaults You can however configure many of these settings at any time Phone Configuration Customizable features on your
7. 15 Making and Receiving Calls llle een 16 Intercom Calls rirse csi cece takes eee REESE piia 16 o Outside Calls vico oest ings DEDE mee ee d Shoei Pa dees 19 m Emergency Calls 00sec eee eee eee 20 m Call Waiting 5 ssi Re nk eme 20 gt Placing Calls On Hold leseeese eee 21 G Placing Conference Calle xe 22 77 Transferring CallS 0 cc R 09 R R RR eee III 23 To Another Extension 0 0 00 000 0c ee 23 p To Voice Mail 14i ed gate Pa bs da bare da trema e 23 To an Outside Number eee 23 z Forwarding Calls sees nn 24 Manual Call Forwarding 0 0 0 cece eee 24 Redirect Gall pecsi noire Bees rt e te ege ees 25 Automatic System Forwarding 0 0 cee e eee eee 25 Redialing a Number ex eee 26 Displaying Information on Your Phone oo ooooooooo 26 Date Time Name and Extension Number 26 Outside Partys Name Number 0002000 e ee eee 26 Using a Headset 0 cece e nn 27 Using the Speaker and Microphone Lusuus 28 Mute KY xn hice eG Fa ER 28 Group Listen Using the Speaker o 28 Enhanced Speakerphone Mode 0 eee eee eee 29 Using the Message Key eee 30 Leaving Messages cect eee 30 Retrieving Messages ce eects 31 Accessing Your Mailbox 1 0 0 00 e 32 Using Voice Mail Messages 0 00 c cee eee ee n n RI 33 Listening to Messages 2
8. e The Page key will not work however you can still use this feature by dialing the Page feature code see page 55 e The Message Indicator lamp will not work however the Message key will still function properly see page 30 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 27 e The optional Mini DSS will not work e The Transfer Answer Outgoing System Speed Dial and Redial lamps will not light The Model 8520 Display Phone does not support software versions 3 0 and earlier NOTE This information about compatibility applies to phones programmed to use the default key locations Your keys may have been programmed differently If you are uncertain about the configuration ask your System Administrator Model 8520 Display Phone User Guide 9 an z z z la lt GQ A gt lt x o 2 O gt o a LL 10 Model 8520 Display Phone User Guide SECTION CONTENTS PAGE Introduction 3i eae Cn uh x nm tudin UR an aca ann 12 Adjusting Your Phone s Viewing Angle x e K e 12 Adjusting Your Phone s LCD ContrasSt ooooomoooo o 12 Setting Up Voice Mail selle 13 Initializing Your Mailbox 0 00 2c BRA 13 Recording Your Personal Greetings 0s 14 Recording Your Voice Mail Directory Name
9. unretrieved messages that are sent using group lists see page 37 Model 8520 Display Phone User Guide 7 WHAT YOU SEE AND HEAR As you can see your Model 8520 Display Phone and Axxess system come equipped with a lot of bells and whistles To help you understand what everything means it is recommended that you read the following information before you use your phone e 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 e Many features time out if you wait too long before performing the next step If this happens you must hang up and start again gt lt x o 2 jo gt o e LL e Ifyou hear four fast tones or repeating fast tones you have pressed an invalid key 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 e Some phone models have red green lamps in the feature keys Green indicates a call is ringing holding or active on your phone Red means the call is on another phone If the keys only light red either your phone does not have the green lamps or the system is not programmed to support the two lamp colors NOTE Your phone may be programmed to always use red lamps for calls ringing directly to your phone If you are uncertain about the con
10. 6 M N O Nor 6 7 P Q R S 7 8 T U V 8 9 W X Y Z 9 0 0 The character available depends on the software version To use the directory to leave a voice mail message 1 2 3 Dial the voice mail extension number Press EM for Directory Services Enter the desired name as described above and press EM The selected name is played Do one of the following Press EM to accept the name Press EN to hear the previous name in the directory Press EM to hear additional information for the selected name if allowed Press EN to hear the next name in the directory Press EN and spell a new name to search for a different name Press EN to switch the first last name sort order 62 Model 8520 Display Phone User Guide PROGRAMMING REMOTE FEATURE ACCESS If you are away from your desk and forgot to put your phone in DND don t worry With the Remote Feature Access you can place your phone in DND or forward calls from any other phone on the system And if you have a special dial up line you can access your phone 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 phone 1 Dial EN EN EJ 2 Enter your current password followed by EA
11. 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 please leave a detailed message and I will return your call as soon as possible Thank you 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 please leave a detailed message and I will return your call when I return Thank you To change your personal greeting 1 6 Access your mailbox as described on page 32 2 Press EN to select the Personal Options Menu 3 4 Doone ofthe following Press KB e Press EN to record and or enable your primary greeting e Press KM to record and or enable your alternate greeting e Press El to enable the system default mailbox greeting If you pressed continue to the next step If you pressed KE or EM the current greeting is played if one exists You can then do one of the following s Press EN to accept the greeting e Press Hl to replay the greeting e Press E to add to the greeting e Press EN to erase and re record the greeting e Press EM to exit without changing your greeting Hang up 14 Model 8520 Display Phone User Guide Recording Your Voice Mail Directory Name Your recorded name is used to identify you in the voice mail directory and to verify your
12. I change the time and date on my phone Only your System Administrator can change the time and date Please contact your System Administrator if you notice that the date and time are incorrect 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 47 Why can t I retrieve deleted messages Voice mail may have erased your message After a programmed amount of time has lapsed up to 24 hours voice mail automatically erases all deleted messages see page 35 If you attempted to undelete a voice mail within this time frame however your telephone system may not have the latest software the undelete feature was a recent addition Or your voice mail system may not have sufficient space pro grammed to store deleted messages Contact your System Administrator to determine if this feature is available 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 How can I change the name displayed on my phone Only your System Administrator can change the usernames assigned to ext
13. Model 8520 Display Phone User Guide To request a reminder message 1 With the handset in the cradle dial EJ El 2 EITHER Dial the desired two digit number for the message that you want OR Press the 9 high or 9 low end of the Volume key to scroll through the messages 3 While the desired message is displayed press EX 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 EM NOTE If your system is set for 24 hour format you must enter the time appropri ately e g 1400 2 00PM If your system is set for 12 hour display format press MN for AM or EM for PM To cancel all reminder message requests before they signal you With the handset in the cradle dial KS a To clear a received reminder message you hear eight short tones and see a reminder message display With the handset in the cradle press ES Q m zZ Y gt A Es m Q Model 8520 Display Phone User Guide 41 D U 5 lt 3 7 o Z E LL o 42 Model 8520 Display Phone User Guide SECTION CONTENTS PAGE MEO Tia TTT 44 Setting Preferences 0 K eee eee 44 Phone Configuration llle 44 Voice Mail Options lille 47 Speed Dialing ww x age 8 9 rr RR xh ee ee RU N N od 52 Station Speed Dial 1 2 0 2 eee 52 System Speed Dial es secs eee eee Pea eee 53 Using Record A Call 0
14. NOTE Your extension number is your password at default 3 Enter the new password followed by EJ You hear a confirmation tone 4 Enter the new password again for verification followed by EJ You hear a confir mation tone To change the station password using remote programming see the next page Model 8520 Display Phone User Guide 63 GQ z a G z Remote Feature Access To access your phone from another phone 1 EITHER Call your Direct Inward System Access number provided by your Sys tem Administrator If required enter your password OR Use any phone on the system 2 Enter EM E EN Enter your extension number e 4 Enter your password followed by EM You can now use any of the following fea tures To change the station password using Remote Programming a Enter EB KB EM b Enter the new password followed by ES c Enter the new password again for verification followed by EX To turn on DND a Enter KB KA b Enter the message number 01 20 and enter the optional second line message text To turn off DND Enter EB To turn on Call Forward a Enter one of the following Call Forward feature codes Z All Calls ees E a If No Answer E EJ 6 AA EN El If No Answer or Busy El El El b Enter an extension number or enter an outside line access code followed by a telephone number To turn off Call Forward Enter EM MEX Ii 5 Hang
15. Numbers 53 Exiting a Conference Call 22 F Fax Destination Number 49 Feature Key Functions 4 Feature Keys 3 Features agent help 65 group listen 28 handsfree 16 hold 21 last number dialed saved 26 off hook voice announce 17 record a call 54 redial 26 redirect calls 18 ring intercom always 16 speed dialing 52 Forced Account Codes 59 Forwarding Calls 24 automatic system Forwarding 25 manual call forwarding 24 redirect calls 25 Frequently Asked Questions FAQs 71 Full Mailbox 32 G Generating a Hookflash 56 Green Lamps 8 Greeting 14 Group Listen Using the Speaker 28 H Handsfree Mode 8 Headset 27 Hold 21 Hookflash 56 Hunt Groups 66 Individual Hold 21 Initializing Your Mailbox 13 Intercom Calls 16 Introduction 44 K Keymaps 45 Keys lamps 6 8 message 30 mute 28 secondary 57 special 4 L Lamps 6 8 Language 46 Last Number Dialed Saved 26 LCD 5 LCD Contrast 12 78 Model 8520 Display Phone User Guide Leaving Messages 30 Listening to Messages 33 Logging In and Out of ACD Hunt Groups 67 M Mailbox Almost Full 32 Making and Receiving Calls 16 Making Pages 55 Manual Call Forwarding 24 Members Hunt Group 66 Message center 30 count 32 notification 51 search order 49 Message Indicator Lamp 6 Message Key 30 Messages leaving 30 receiving 33 recovering deleted 35 sending 36 using do not disturb 38 using reminder 40 Messaging Remote 50 Microphone 28 Mini DSS 6 Multili
16. Remote Feature Access and Voice Mail 2 Model 8520 Display Phone User Guide ABOUT YOUR PHONE The buttons on your phone are called keys which is why the phone is sometimes called a Keyset Your phone has two basic types of keys in addition to a display and a Message Indicator lamp e Keypad keys Allow you to enter numbers and letters e Feature keys Provide quick access to various phone and voice mail features e Display Displays vital information about calls status and features e Message Indicator lamp Flashes to indicate a waiting message LCD With Two 16 Character Lines Message Indicator Lamp us INTER TZL Axxess Hold Key Feature Keys Speaker Key 1111111051 Internal Speaker 12 Key Keypad Handsfree Microphone Underneath Edge Hearing Aid Compatible HAC Handset NOTE This is the default configuration Your keys may have been programmed differ ently If you are uncertain about the configuration ask your System Administrator Model 8520 Display Phone User Guide 3 n Z g z e lt G G 5 L Feature Key Functions S z The feature keys are designed to automate some of the commonly
17. Transfer To Connect option is enabled for your phone you are automatically connected to the transferred caller once the transferring party hangs up If this option is disabled you must press a CALL key to answer the transferred call To Voice Mail 1 Press TRANSFER 2 Dialthe voice mail extension number 3 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 1 Press TRANSFER 2 Select an outgoing line and dial the desired 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 the flash ing key to return to the caller To Pick Up Reverse Transfer a Call 1 Lift the handset and dial EB 2 Dial the extension or hunt group number where the call is ringing or holding See page 66 for more information about hunt groups 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 available in versions 5 2 and later Model 8520 Display Phone User Guide 23 Q m zZ M A Es m Q 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 vo
18. and two digits for the minutes e g 0915 9 15 If entering the time in 12 hour format you are prompted to press EN for AM or press EM for PM NOTE For 24 hour notification program the starting and ending times to be the same e To set up the days of the week for notification Press KM Then select one of the following Press Kl for Monday Friday Press B for all days Press to select individual days You are prompted to press digits 1 7 which correspond to the days Sunday through Saturday e To select all or priority only message notification Press EN Then press EN for all messages or EM for priority messages only 6 Either select another option as described above or press EM to save the settings and exit Model 8520 Display Phone User Guide 51 sz GQ lt z a G z SPEED DIALING Speed dialing allows you and your System Administrator to store frequently dialed numbers for easy dialing Each number is stored on your phone Station Speed Dial or in the phone system System Speed Dial and is identified by a location number Once programmed you can then quickly dial these numbers by entering a feature code and dialing the desired location number Because the Inter Tel Axxess system supports both Station and System Speed Dial numbers you can have access to over 1000 stored numbers Station Speed Dial You can store up to ten personal speed dial numbers and associated names in Statio
19. can only hear you 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 e LL lt 3 7 o Z E H U To turn the group listen feature on or off during a call Press Oo and dial EN EJ You hear a confirmation tone the other party does not hear this tone NOTE If you are using the handset the 9 key lamp will remain unlit even though the speaker is on This allows you to place the call into handsfree mode at any time during the call by pressing and hanging up If you are using a headset however the M key lamp is lit Pressing 9 will disconnect the call 28 Model 8520 Display Phone 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 phone for Enhanced Speakerphone Mode To enable enhanced speakerphone mode while on a call EITHER Press oo and then IK OR Press oco and dial EB EN 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 corr
20. indications as the MSG key The Message Indicator lamp flashes whenever there is a waiting message NOTE Because the telephone system allows for customization your phone s mes sage indicator may have been reprogrammed to indicate a different feature 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 key access to up to 50 extension numbers or a pro grammable feature For more information about programming and using the DSS refer to the current Axxess Administrator s Guide part no 550 8001 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 keys to your phone These keys can be programmed as any of the following gt lt x 2 O gt o a LL e DSS keys Provide one key access to extension numbers and display the status of the extension associated with the key see page 57 e Feature keys Provide quick access to frequently used features see page 56 e Secondary extensions Allow one key access to calls ringing or holding at another station see page 58 The DSS BLF and Mini DSS lamps indicate the status of the extension or feature assigned to the key These indications are shown in the table below If the lamp is T
21. is selected automatically and the number is dialed DISPLAYING INFORMATION ON YOUR PHONE Your Model 8520 Display Phone has two lines of display where you can view infor mation 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 D LL E lt 1 o Z H U G To show the date and time display while on a call in DND etc Press co and dial ES KJ Outside Party s Name Number NOTE This feature is available only in versions 4 4 and later Axxess software 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 number Press Oo and dial El NOTE If there is no outside party name available the display shows CANNOT ACCESS FEATURE 26 Model 8520 Display Phone User Guide USING A HEADSET With an electret headset you can talk on the phone handsfree without using your speaker and microphone NOTE If your headset has a power saver mode make sure the System Administrator has the Headset Connect 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
22. 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 To recover deleted messages 1 Access your mailbox as described on page 32 2 Press El for Message Options 3 Press EM to access undelete options Your options are e Press EN to listen to your deleted messages and choose which ones to delete or recover After each message you can Press Kl to replay the message Press Eto reply to the message Press to forward the message to another mailbox G m d zZ Y gt A Es m Q Press EN to listen to the previous message Press KM to play the message envelope Press EJ to listen to the next message Press to recover the message Press EN to purge the message from your mailbox e Press Ell to recover all of your deleted messages and store them as saved messages e Press EN to erase all of your deleted messages 4 Hang up Model 8520 Display Phone User Guide 35 D U lt 7 o lt E E Lu o Sending Messages To send a message 1 9 EG M 7 Access your mailbox as described on page 32 Press E Dial the desired mailbox number or group list number Press EM to accept the subscriber s name Record your message after the to
23. messages 37 sending messages 36 undeleting messages 35 Voice Mail Options 47 Volume Levels 44 W Waiting Calls 20 What the Administrators Can Do for You 70 What You See and Hear 8 Working in Hunt Groups 66 Wrap Up Timer 68 Z Zones Page 55 80 Model 8520 Display Phone User Guide VOICE MAIL FLOW CHART NOTE At any menu level you can press EY to cancel or return to the previous menu or press EM to accept ACCESSING YOUR MAILBOX EITHER Press the MSG key to respond to a mes sage from voice mail OR Call the voice mail extension number press Ea and enter your mailbox number Enter your password and then EJ SUBSCRIBER MAILBOX MENU Listen to New Message Send a Message Listen to Saved Messages Personal Options Message Options SENDING A MESSAGE Dial the mailbox number reply to a message or forward a message Record your message To pause press EN To erase press EB Hang up to send OR Press El for options a RECORDING OPTIONS Replay Add Erase and Re Record Delivery Options DELIVERY OPTIONS 4 Private EB Certified EN Priority Send to Other Mailboxes El Send and Exit Hang Up PERSONAL OPTIONS EN Alternate Greeting EN System Greeting Also see Recording Options El Change Envelope Settings 4 ERN EN El H E EN 7 Record Greeting Primary Greeting Record Directory Name See Record
24. mode Message key and lamp unlit Press the keypad keys to dial the desired numbers Press DH for a hyphen for a colon FWD T to leave a space or to backspace Change to alphanumeric mode Message key and lamp lit Press and then press the keypad keys to enter the desired characters Note that let ters correspond to the letters printed on the keys The number of times a key is pressed determines which character is entered For example 33377744432999 enters FRIDAY When adjoining characters are located under the same key press FWD once to advance to the next character For example 6 FWD THI 666 FWD 6632999 enters MONDAY Press FWD twice to leave a space or press MUTE if you need to backspace 4 Press t or lift and replace the handset To cancel DND mode Press DND f NUMBER OF TIMES KEY IS PRESSED KEY 1 2 3 4 5 6 7 8 9 10 11 ENGLISH CHARACTERS JAPANESE CHARACTERS 1 amp 1 A l U E O a 2 A B C k 2 KA KI KU KE KO i 3 D E F 3 SA SHI SU SE SO U 4 G H l E 4 TA CHI TSU ne TO e 5 J K L or 5 NA NI NU NE NO 0 D 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 yu 9 W X Y Z 9 RA RI RU RE RO yo 0 j 0 WA wo N pa ba long The character available depends on the software version The Japan
25. phone include changing volume levels enabling back ground music selecting a ring tone and others Changing Volume Levels The Axxess system has eight volume settings handset intercom handset outside call speakerphone intercom speakerphone outside call background music ringing hand set 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 To change a volume level Press Wil the high end of the Volume key to increase the volume Press if the low end of the Volume key to decrease the volume To save your change Press both ends of the Volume key 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 phone Z O o 2 9 To select the type of ring tone for your phone 1 With the handset in the cradle dial EB El 2 Do one of the following to select your ring tone EITHER Press MN for no ringing OR Press the i high or 9 low end of the Volume key to scroll to the desired tone OR Dial 1 9 to select a specific tone 3 When you hear the tone you want press EM 9 or lift and replace the handset 44 Model 8520 Display Phone User Guide Enabling Background Music
26. up 64 Model 8520 Display Phone User Guide REQUESTING AGENT HELP 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 phone the phone s microphone is automati cally muted so that the supervisor cannot be heard unless he or she presses MUTE TL If the Agent Help Extension is a single line phone however the supervisor can be heard as soon as the conference is established In either case the supervisor can hear all other parties on the call To use the Agent Help feature while on a call 1 Press oo and dial EJ El you hear repeating tones the Agent Help feature is not available at your phone 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 phone 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 If the Agent Help Extension rejects the call you hear a confirmation tone and the display shows AGEN
27. used functions ag such as dialing an outside number Each of these is described in the table below 2 KEY IF YOU YOU CAN PG 6 ANSWER Press ANSWER Answer a Call 20 OUTGOING Press OUTGOING and dial the number Place an outgoing call 19 CALL or Press an unlit CALL T key or the flashing Select an outside line or answer a call 19 20 LL LINE key IC I Press Ic T Access an intercom call 16 DND Press unlit or lit DND Enable disable Do Not Disturb mode 38 CNF Press CNF and dial the numbers you Place a conference call 22 would like to add to the conference wy Press VJ International Hold Symbol Put a call on hold 21 TRANSFER Press TRANSFER and dial the destination Transfer a call 23 number SYS SPDL Press SYS SPDL View or access System Speed Dial num 53 bers STN SPDL Press STN SPDL View or dial Station Speed Dial numbers 52 PAGE Press PAGE Choose a page zone to place a page 55 REDIAL Press REDIAL Redial a telephone number or save the last 26 number dialed d Press 9 and hang up Put a call on the speaker 28 MSG Press MSG Leave or listen to a message 30 MUTE Press MUTE Mute the microphone 28 FWD T Press FWD and dial the destination num Forward calls to the specified number 24 ber 9 9 Press the high or low end of the Volume key Adjust volume during a call 39 In addition to the keys identified in the preceding table your phone ha
28. your number includes an asterisk pound a hookflash a quick hang up and release or a pause press Oo once for an asterisk twice for a pound three times for a hookflash or four times for a pause Each pause or hook flash counts as one digit You can enter more than one special character in a row by pressing FWD I between the characters e Press EM to save the number 52 Model 8520 Display Phone User Guide TIP To dial outside telephone numbers without first selecting an outgoing line enter a line access code such as the Outgoing Call code 8 before the outside telephone number To view how your Station Speed Dial keys are currently programmed 1 With the handset in the cradle dial ER KJ 2 Press the desired Station Speed Dial key 3 Press EM to exit To erase a Station Speed Dial name and or number 1 With the handset in the cradle dial El El 2 Dial the desired location code 0 9 or press the desired Station Speed Dial key Press MUTE repeatedly until the name is erased Press EX to continue Press MUTE repeatedly until the number is erased Press EJ to exit DIA Dialing Station Speed Dial Numbers NOTE These instructions assume that you have already programmed the feature key as a speed dial key See page 56 for instructions on programming your feature keys To dial a Station Speed Dial number Ifnecessary select an outgoing line You have the
29. 26 Default Feature Codes 73 Defaults do not disturb message chart 38 mailbox password 13 outgoing call feature code 19 reminder message chart 40 Deleting Station Speed Dial Numbers 53 Delivery Options 36 Dial Tones 8 44 Dialing Options 16 Dialing Station System Speed Dial Numbers 53 Direct Station Selection Busy Lamp Field DSS BLF 6 Directories feature 60 intercom 60 name 13 15 outside 60 phone 60 voice mail 62 Disabling account codes 59 automatic call answer 45 background music 45 cascade levels 51 group listen feature 28 handsfree answering feature 18 hunt group calls 66 Model 8520 Display Phone User Guide 77 message envelope options 47 paging 55 record a call 54 system forwarding 25 time date option 47 Disconnecting a Headset 27 Display 5 Displaying Information 26 date time name and extension number 26 feature key current values 56 outside party s name 26 secondary extension key assignments 57 speed dial assignments 53 speed dial key assignments 53 Distributing Calls 66 Do Not Disturb 38 Dropping Out of a Conference 22 DSS BLF 6 E Emergency Calls 20 Enabling automatic call answer 45 background music 45 call forwarding 24 do not disturb 39 enhanced speakerphone 29 group listen feature 28 hunt group calls 66 paging 55 record a call 54 system forwarding 25 Ending a Conference Call 22 Enhanced Speakerphone Mode 29 Entering Account Codes 59 Erasing Station Speed Dial
30. DES 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 Phone 329 ACD Agent Wrap up Term 367 Message Silent 375 Agent Help Request 314 Microphone Mute 376 Agent Help Reject T Page 361 Automatic Intercom Access 325 Page Remove Replace 360 Automatic Line Access 397 Program Keys 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 301 Change Language 359 Remote Programming 394 Default Station 4 Reverse Transfer 307 Directory 396 Review Keys 300 Display Time And Date 377 Ring Intercom Always On Off 372 Do Not Disturb On Off 398 Ring Tone Selection 373 Do Not Disturb Override 321 Station Monitor 395 Feature Key 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
31. GOING first CAUTION If using an IP Phone consult your System Administrator and your local Inter Tel servicing company for important information about dialing emer gency services from your phone before you begin using it Olnter Tel Inc January 2003 Printed in US Part no 835 2616 1 ANSWERING AN OUTSIDE CALL EITHER Lift the handset OR Press ANSWER OR Press the flashing key REDIALING AN OUTSIDE NUMBER While on a call or after selecting a line press REDIAL A line is selected auto matically and the number is dialed PLACING A CALL ON HOLD Press amp Hold and hang up or place another call To return to the call lift the handset and press the flashing key RESPONDING TO A WAITING CALL If you hear a call waiting tone through your handset and or you see a flashing lamp end your current call or place it on hold Then press ANSWER or the flashing key PAGING 1 Lift the handset and press PAGE or dial Kal 2 Dial the desired zone number 0 9 3 After the tone make your announcement and hang up PICKING UP A CALL FROM ANOTHER EXTENSION 1 Lift the handset and dial EJ 2 Dial the extension number where the call is ringing or holding TRANSFERRING A CALL TO ANOTHER EXTENSION 1 Press TRANSFER 2 Dial the desired extension number 3 Wait for an answer announce the call and then hang up If the number is busy there is no a
32. ISH CHARACTERS JAPANESE CHARACTERS 1 amp 1 A l U E O 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 4 TA CHI TSU TE TO e 5 J K t 8e 5 NA NI NU NE NO o 6 M N O Norz 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 yu 9 W X Y Z 9 RA RI RU RE RO yo 0 0 WA WO N pa ba long The character available depends on the software version The Japanese characters are only available if the Multilingual feature is enabled Model 8520 Display Phone User Guide 61 sz GQ lt z a G z Z O o gt 9 Voice Mail Directory Whenever voice mail asks you to enter a mailbox number you can use the mailbox and extension number directories You can also use these directories to leave a voice message with another user Like the phone directories you don t have to enter the full name because the system finds the closest match based on your entry To perform a directory search When prompted press the keys to enter the name The number of times a key is pressed determines which character is entered as shown below When adjoining char acters are under the same key press FWD to advance to the next character For example 5666 FWD 66337777 enters JONES NUMBER OF TIMES KEY IS PRESSED KEY 1 2 3 4 5 1 amp 1 2 A B C t 2 3 D E F 1 3 4 G H l 4 5 J K L Hor 5
33. RIP 19 GONE HOME To turn off Call Forward 4 Enter the new password again for verifica p g 10 ON BREAK 20 OUT TO LUNCH 4 Enter El EH EH tion and press EJ To turn on Call Forward 2 Press E and hang up Table of Contents CONTENTS FINDING YOUR WAY coso rara ria a anneal Welcome M irrita dira dida aii e ei edd area A AA deer eee eee About This Guide ura AAA AA A ee E About Your Plione ici a et tered About Voice Mall fcc kr ER eee e s See ee ee eee a ee wee ERRARE RE What You See and Hear 2 200 e eee ee Software Compatibility e x ccc RR RII GETTING STARTED iii m mk R a a A CX R ACH EUR AUR OE are CR RD IntroductiOH ui cst A dd dh eae dc rca AVM YNOA ONIGNIS Adjusting Your Phone s Viewing Angle Adjusting Your Phone s LCD Contrast Setting Up Voice Mail 0 eee Making and Receiving Calls oooooococonccnnn eee Placing Calls On Hold 2 22 ete det cece eee a p GR ERROR eee eee Placing Conference Calls ee GALYVLS MED Transferring Calls x ce RI hh hath Forwarding Calls sse Redialing a Number 00 0 cece eee hh mnn Displaying Information on Your Phone Using a Headset eii conns ee e wha ee xe 9e he ee bee RN n Using the Speaker and Microphone 200 x x K eee eee eee ee NO SNIAOW Using the Message Key eee Accessing Your Mailbox oooooocooncconrn eee eens Using Voice Mail Messages ee U
34. System Speed Dial 336 Hold Individual 399 Switch Keymap 335 Hold System 346 Transfer To Hold 330 Hookflash 345 Transfer To Ring PHONE SYSTEM AND VoicE MAIL FEATURE GUIDE USING VoICE MAIL To access your voice mailbox 1 Dial the Voice Mail extension number 2 Press and enter your mailbox number 3 Enter your password and press EJ 4 You have the following options Press KK to listen to new messages Press PA to leave a message Press to listen to saved messages Press Zl to program personal options and remote message notification if enabled Press Ell for message options undelete messages or cancel unheard sent mes sages Voice Mail will guide you through the options with voice prompts For your convenience the table inside this guide summarizes the options available when listening to mes sages after the message and when leaving a message REMOTE FEATURE ACCESS To turn on Do Not Disturb Keypad Key Characters Remote Feature Access allows you to place 1 Enter BI EA NUMBER OF TIMES KEY IS PRESSED n al Di KEY 1 2 3 4 5 your phone in Do Not Disturb mode or forward 2 Enter message number 01 20 see default 1 z 1 calls either from another phone or through a message list below 5 5 G l 5 special dial up line 3 If desired enter the optional second line 3 D E F 3 If you do not hear a tone after eac
35. T HELP REJECTED To respond to an Agent Help request at a display phone 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 s To reject the call Dial a GQ lt z a G z Model 8520 Display Phone User Guide 65 WORKING IN HUNT GROUPS Your system may be programmed with hunt groups Hunt groups are groups of phones 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 EN EB EZ 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 o
36. ages based on the date and time they were received To change the listening order of your messages 1 Access your mailbox as described on page 32 2 Press EN to select the Personal Options Menu Press EN for More Options Press EN for the Message Search Order Press EN to change the search order for new messages or press EM to change the search order for saved messages You have the following options e Press EN to retrieve the earliest received messages first First In First Out ar H sz GQ z a G z e Press Zl to retrieve the latest received messages first Last In First Out e Press to return to the Personal Options Menu without making changes 6 Hang up Model 8520 Display Phone User Guide 49 Z O O 2 G Programming Remote Messaging NOTE Your installer or System Administrator must enable this feature on your voice mailbox With Remote Messaging you can program the Voice Processor voice mail to call you when your mailbox receives new messages Using a cascade a series of up to nine telephone numbers voice mail will call each number until it successfully con nects 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 message from 5 10 PM on weekdays you can set up a primary
37. asm o ais INT R T L Your Connection to the Future AXXESS by Inter Tel User Guide Model 8520 Display Phone AXXESS MODEL 8000 SERIES QUICK REFERENCE GUIDE TO FREQUENTLY USED FEATURES These are the basic instructions for the most frequently used telephone system and voice mail features For detailed information on these and other features refer to the complete instructions in the User Guide PLACING AN INTERCOM CALL 1 With or without the handset lifted dial an extension number 2 If your call goes through handsfree to the called phone s speaker speak after you hear a double tone Ifyou hear continuous ringing wait for the call to be answered ANSWERING AN INTERCOM CALL To answer an intercom call that comes in through your speakerphone EITHER Respond handsfree OR Lift the handset for privacy To answer a ringing non handsfree intercom call EITHER Lift the handset for privacy OR Press 9 Speaker or ANSWER to respond handsfree OR Press the flashing Intercom key PLACING AN OUTSIDE CALL 1 With or without the handset lifted press OUTGOING 2 Dial the desired number f you see a request for an account code and hear a single progress tone you must dial an account code before you can place your call MAKING AN EMERGENCY CALL Dial EN EB EN to automatically place a call to the system s programmed emer gency number usually 911 You do not have to press OUT
38. ave answered it on your phone e To transfer to hold Press the secondary extension key announce the call if desired and then hang up e To transfer to ring Press TRANSFER and then the secondary extension key You can announce the call if desired before hanging up to complete the transfer 58 Model 8520 Display Phone User Guide 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 phone record reports that the system will periodically 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 Your System Administrator can tell you which types of account codes are used on your telephone system To enter an optional account code 1 Press co and dial ER KJ 2 Enter the optional account code If the account code is not immediately accepted press EJ To set an account code for all calls placed from your phone Dial El and then the account code If the account code is not immediately accepted press EM This code will be used for all calls made from your phone until it is disabled To disable the code D
39. ave one e Press an unlit LINE key if you have one e Dial a Select Line Group feature code the defaults are 92001 92208 but may dif fer depending on the software version e Dial the Automatic Route Selection ARS feature code the default is 92000 but may differ depending on the software version G m zi zZ S gt A Es m Q To request a callback queue on to the line if all outgoing lines are busy when you try to call out When you hear busy signals press Kl and hang up When the line is available your phone rings To cancel the queue request before your phone rings Press D When dialing the number you can do one of the following e Use the speed dial directory See page 60 e Use the Station Speed Dial feature See page 52 e Use the System Speed Dial feature See page 53 e Redial the last number you dialed See page 26 Model 8520 Display Phone User Guide 19 Receiving Outside Calls To receive an outside call EITHER Lift the handset OR Press ANSWER Depending on how your system is programmed you may be able to use one of the following methods instead of pressing ANSWER e Press the flashing CALL key if you have one e Press the flashing LINE key if you have one To redirect a ringing call to another extension or to an outside number 1 Press Oo and dial ER 2 Enter the extension or outside number to which you want
40. ave the following options earlier versions only leave voice mail messages Press to leave a voice mail message for the caller If the caller had a mailbox number it will ask you to verify the destina tion by pressing EA If the number was not associated with a mailbox it will ask you to enter a mailbox number If the message was from an outside caller you cannot leave a voice mail message Press El to make a return call Your call will be transferred automati cally to the caller s extension or telephone number if available If the extension number is not available you will have the option of leaving voice mail If the telephone number is not available you cannot reply to the mes sage D U lt 7 o lt E E Lu o e Press EN to forward a copy of the message to another subscriber If you want to include an introduction press EN If not press EM to forward the message without additional comments e Press EN to listen to the previous message e Press EJ to play the introductory message envelope see page 47 for infor mation on envelope options e Press EN to listen to the next message e Press MA to save the new message in your mailbox e Press J to delete the message from your mailbox 5 Hang up 34 Model 8520 Display Phone User Guide Undeleting Messages NOTE This feature is available only in versions 5 1 and later Axxess software If you accidently delete a voice
41. be added to the conference c Press CNE twice to put yourself and the new party into the conference To end the conference and place all parties on individual hold Press _CNF i and then press to place all of the parties on individual hold You can then speak to one party at a time by pressing amp or a flashing key To mute your microphone Press MUTE 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 and dial the desired extension number Then hang up when you are ready to com plete the transfer 22 Model 8520 Display Phone User Guide TRANSFERRING CALLS Although transferring calls is considered a basic function of a phone your Model 8520 Display Phone has many advanced options for this feature With your phone you can transfer to another extension voice mail or even an outside line To Another Extension 1 EITHER Press TRANSFER OR Press oo and dial Ell EN EN to place the call on hold at the other phone 2 Dial the desired extension 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 the flash ing key to return to the caller NOTE If you are receiving a transferred call and the
42. cascade If you also want to receive pages for messages marked pri ority on the weekends you could set your alternate cascade for all day on Saturdays and Sundays 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 50 Model 8520 Display Phone User Guide To set up remote messaging 1 Access your mailbox as described on page 32 2 Press EN to select the Personal Options Menu If using version 5 0 or earlier software skip this step 3 Press HE NOTE This option is not available if you do not have Remote Messaging enabled 4 Press EN to set up a primary cascade or press BY to set up an alternate cascade 5 Do one of the following e To program a cascade level Press Klll and enter the number of the level you wish to program 1 9 You then have the following options To enable or disable the cascade level Press KN You cannot enable the level until a notification number is programmed To set up or change an extension or telephone number Press KM Then press for an extension number or press B for an outside number Then enter the number To set up or change a pager number Press EN Then enter the number e To set up time of day for notification Press EM Then enter the time you want the message notification to start and stop Enter the times with two dig its for the hour
43. ce a call on Individual Hold 1 Press Y 2 Hang up or place another call To place an outside call on System Hold 1 Press Oo and dial El 2 Hang up or place another call To return to a call that is on hold Lift the handset and press the flashing key G m d zZ Y gt A Es m Q Model 8520 Display Phone User Guide 21 D U e lt E Ls o lt E E Lu o 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 2 3 4 While on the first call press CNF to put the call on hold Place another intercom or outside call Press cNF 2 to place the call on hold If necessary repeat this step to place one more call on hold Press CNF 2 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 2 This places the conference on hold without disconnecting the parties To return to the conference press _CNF 2 To drop out of the conference Press CNEA and hang up This removes your phone from the conference but leaves the other parties connected To add additional parties to the conference Do the following a Press CNF El This leaves the conference parties connected b Place a call to the party to
44. ding on how your system is programmed some of your feature keys may be user programmable If so you can program them with any of the feature codes listed in the back of this user guide or with extension numbers The keys on the Mini DSS can also be programmed as feature keys In addition you can combine the fea ture key and Station Speed Dial functions to program a feature key to dial an outside number NOTE You cannot program secondary extension keys as feature keys see Program ming Secondary Extension Keys on page 57 To program a user programmable feature key 1 With the handset in the cradle dial EJ EA 2 Press the feature key you want to program 3 Dial the feature code or extension number you want to store under that key Refer to page 73 for default feature codes To return all feature keys to their original default values With the handset in the cradle dial ER El To display the current feature key values 1 With the handset in the cradle dial EB g 2 Press the feature key s you want displayed 3 Press m to hang up Z O o gt 9 56 Model 8520 Display Phone User Guide PROGRAMMING DIRECT STATION SELECTION KEYS A key programmed as a Direct Station Selection Busy Lamp Field DSS BLF key provides a way to dial the associated extension with one touch In addition if the key is equipped with a lamp you can visually monitor the status of the associated exten sion To assign an ext
45. eature allows you to forward any call that is ringing on your phone 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 Press Oo and dial EB 2 Dial the extension number To redirect a call to an outside telephone number 1 Press co and dial EB 2 Enter the outside telephone number 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 phone Q m a zZ S gt A Es m Q To enable or disable System Forwarding Dial KB EJ EX Model 8520 Display Phone User Guide 25 REDIALING A NUMBER Although most phones redial the last number dialed your System Administrator can program your phone to redial the last number saved To use the Last Number Dialed feature if enabled With or without the handset lifted press REDIAL A line is selected automatically and the number is dialed To use the Last Number Saved feature if enabled s To save the last number dialed While the phone is idle or while listening to inter com dial tone press REDIAL e To redial the saved number While on a call or after selecting a line press REDIAL A line
46. ectly displays show CANNOT ENABLE ENHANCED MODE NOTE Two Display Phones cannot be in enhanced mode while on a call together one phone must be off hook to allow the other phone to enter enhanced speakerphone 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 G m E d zZ M A Es m 5 Model 8520 Display Phone User Guide 29 D U lt Ls o lt E E U G USING THE MESSAGE KEY 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 other person know you called When you leave a message you can MSG T key you can let the 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 phone e Leave a message with the called party s message center which can 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 phone To indicate that a message is waiting your phone s NSG 2 play shows the number of waiting messages key flashes and the dis NOTE Because single line set users don t have a MSG key users will hear six short
47. ension to a DSS BLF key 1 With the handset in the cradle dial EB A 2 Press the DSS key s and dial the desired extension number Once programmed you can use your DSS key as follows e You can place an intercom call to the extension that the DSS key is programmed for by pressing the key once e You can transfer a call to the extension that the DSS key is programmed for by pressing the key 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 Ifthe DSS key has a lamp you can visually monitor the status of the extension NOTE For the DSS keys to work as described above your System Administrator must define them as user programmable in Database Programming GQ z a G z Model 8520 Display Phone User Guide 57 Z O o 2 G PROGRAMMING SECONDARY EXTENSION KEYS With the Secondary Extension Appearances feature you can program various keys on your phone and on the Mini DSS to indicate the call activity at a different extension primary phone In addition to being able to see when a call is ringing answered or on hold you can use your secondary extension key to answer a call that is ringing at the primary phone Your phone may also be programmed to automatically ring when a given number of calls are waiting at the primary phone ask your System Administra tor There are two po
48. ensions Model 8520 Display Phone User Guide 71 m gt A z G O A m UU ra le o z z 13 lt m c Q7 AT Q8 A8 Q9 A9 Q10 A10 How do I scroll the display screen Press 9 the low end of the Volume key to scroll down or H the high end of the Volume key to scroll up Why cant I program a Station Speed Dial number to the key I want It keeps saying that the key is non programmable Your System Administrator has programmed that key as a non programmable key Because you cannot override system programming from your phone you must choose another key 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 This guide covers software versions 3 0 and later See page 9 for information about software com patibility e Your System Administrator may not have enabled the feature for your phone e Your System Administrator may have programmed your phone 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 dealer All Inter Tel sales service and support are handled at the local level 72 Mode
49. er Axxess software You can cancel unretrieved messages that you have sent to individuals but not mes sages that you sent to group lists To cancel unheard messages 1 2 3 4 Access your mailbox as described on page 32 While listening to the voice mail main menu press REN for Message Options Press EB When prompted enter the number of the mailbox containing the unheard mes sage Press EM 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 e Press EN to replay the message s Press BW to add to the message e Press EN to forward the message to another mailbox e Press EN to listen to the previous message e Press El to play the message envelope e Press Gl to listen to the next message e Press i to save the message in your mailbox e Press EN to delete the message Hang up Model 8520 Display Phone User Guide 37 Q m d zZ Y gt A Es m Q 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 phone except queue callbacks recalls and direct ring in calls When other users call your phone they hear a repeat ing signal of four fast tones and if they have a display phone see the DND message you have selected Your telephone system can have up to 20 dif
50. ese characters are only available if the Multilingual feature is enabled Model 8520 Display Phone User Guide 39 Q m zZ Y gt A Es m Q USING REMINDER MESSAGES Never be late for a meeting again With Reminder Messages you can program your phone up to 24 hours in advance to alert you at a specified time At the programmed time the reminder message signals you with eight short tones and your display shows the message If you are on a call you still hear the tones and the message dis plays for ten seconds Then the display returns after you hang up Reminder displays interrupt but do not affect programming Your phone system can have up to 20 different reminder messages each of which can be changed by the System Administrator installer or programmer Your trainer or System Administrator will give you a list of reminder messages for your system For convenience you should update the following default list D H DEFAULT MESSAGE NEW MESSAGE DEFAULT MESSAGE NEW MESSAGE lt 01 MEETING 11 CALL ENGINEERING o 02 STAFF MEETING 12 CALL MARKETING S 03 SALES MEETING 13 CALL ACCOUNTING E 04 CANCEL MEETING 14 CANCEL DND o 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 40
51. ferent DND messages each of which can be changed by the System Administrator installer or programmer Your trainer or System Administrator will give you a list of the programmed DND messages For convenience you should update the following default list 5 DEFAULT MESSAGE NEW MESSAGE DEFAULT MESSAGE NEW MESSAGE me 01 DO NOT DISTURB 11 OUT OF TOWN TIL E 02 LEAVE A MESSAGE 12 OUT OF OFFICE 2 03 IN MEETING UNTIL 13 OUT UNTIL E 04 IN MEETING 14 WITH A CLIENT o 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 Because the system DND message only uses one line of your display you can enter a second line of text up to 16 characters For example 1f you select 03 IN MEETING UNTIL as your first line of text you can enter 3 30 as your second line Callers with a display phone will then see IN MEETING UNTIL 3 30 38 Model 8520 Display Phone User Guide To enable DND 1 Press DND 2 EITHER Dial the two digit number corresponding to the message you want to use OR Press the pg high or 9 low end of the Volume key to scroll through the messages 3 If desired customize the second display line by dialing the desired numbers or letters as described below Remain in numeric
52. figuration ask your Sys tem Administrator e The key lamps may be solidly lit or flashing to indicate the status of a call or fea ture To avoid confusion this guide uses different icons to signify that a lamp is unlit CCNF I lit CNF M or flashing CNE zll e Off hook means that either the handset is lifted or the speakerphone is on 9 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 e If the MSG T key and Message Indicator lamp are lit when using a directory or entering a message you are in alphanumeric mode which allows you to enter let ters If the MSG key and the Message Indicator lamp are unlit you are in numeric mode and can only enter numbers and special characters e 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 8 Model 8520 Display Phone User Guide SOFTWARE COMPATIBILITY Your phone is compatible with Axxess software versions 7 0 and later Phones using software versions 3 0 to 6 x have limited functionality in the following areas e The Station Speed Dial key will not work however you can still use this feature by dialing the Station Speed Dial feature code see page 52
53. following options e To use a location number Press STNSPDL or dial EB El and then enter the desired Station Speed Dial location number 0 9 e To use a Station Speed Dial key Press the desired Station Speed Dial key System Speed Dial Your System Administrator can store up to 1000 speed dial numbers in System Speed Dial locations 000 999 To view and or dial System Speed Dial numbers 1 Press SYS SPDL or dial B El KB 2 Dialthe location code 000 999 for the desired number 3 Press EM to dial the number GQ z a G z Model 8520 Display Phone User Guide 53 Z O o gt 9 USING RECORD A CALL 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 Press Oo and dial EN EB IG 2 If required dial the desired mailbox number Your phone may be programmed 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 a a OR Hang up 54 Model 8520 Display Phone User Guide PAGING The Paging feature allows you to make an announcement through phone speakers or external spea
54. g wait for the call to be answered To place a non handsfree call that will ring at the other phone until answered D LL lt 7 o lt E H LL o Press EM before dialing the extension number To program your phone to always send non handsfree calls using the Ring Inter com Always feature With the handset in the cradle dial KA The current status is shown To leave a message if there is no answer or the phone is busy Press MSG Then hang up or wait for their message center to answer See page 30 for more message options NOTE This option appears only if the called phone has a voice mailbox 16 Model 8520 Display Phone User Guide If the phone is busy when you place an intercom call you can do any of the fol lowing e To stay on the line and wait for the phone to become available Do not hang up After a system timer expires you hear music until the phone is available You cannot do this if the called phone is in DND mode e To request a callback queue on to the phone Press Kl and hang up When the phone is available your phone rings To cancel the queue request before the call back press IG e To use the Off Hook Voice Announce feature if the called phone is programmed for it Do not hang up After the busy signals stop you are automatically con nected and may speak If you hear music or if the phone is in DND mode your off hook voice announce call will not go through This al
55. ge from the beginning Press El to reply to the message or make a return call if enabled Press EN to forward a copy of the message to another subscriber Press EN to listen to the previous message Press El to play the introductory message envelope Press EJ to listen to the next message Press HM to save the new message in your mailbox Press EN to delete the message from your mailbox SENDING VOICE MAIL MESSAGES oak Wn gt Access your mailbox as described on page 3 Press E Dial the mailbox number where you want to leave the message Press EM to accept the subscriber s name Record your message after the tone When finished hang up or press H and listen for more options VOICE MAIL OPTIONS Below is a summary of the options you can use when listening to messages after the message has played and when leaving a mes Skip to End Send Message and Exit sage LISTENING TO MSG AFTER MSG PLAYS LEAVING MSG 1 Back Up Replay the Replay Your Message Message 2 Pause Reply to the Add to Your Message Message 3 Skip Forward Forward a Copy Erase and Re record 4 Lower Listen to Volume Previous Msg 5 Play Envelope Play Envelope 6 Increase Listen to Next Volume Message 7 Save the Message EL a e 9 Delete the Delivery i Message Options S Cancel FEATURE CO
56. h English Japanese or Spanish as the primary and secondary languages You can then change the display and voice mail prompts on your phone by toggling between the primary and secondary languages For example if the system s primary language is American English and your phone 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 out lined below If the secondary language is Japanese and your phone 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 phones are set for the primary language See your System Administrator to determine which languages are programmed for your phone system You can also program messages using English Spanish or Japanese characters or a combination of both see page 61 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 phone Dial Ell KJ EN to change between your system s primary and secondary languages as desired Your display shows the current language Returning to Default Operation You can return your phone to default levels at any time This featu
57. h step or if message text see keypad character chart 4 G H T 4 you hear repeating tones you have made a on next page 5 J K L or 5 mistake or the feature is restricted Start over 4 Hanau i 6 M N O No 6 To use Remote Feature Access l SES us R Q R 3 d t 8 T U V 8 1 EITHER call number To turn off Do Not Disturb 9 W X Y Z 9 provided by your system administrator If NOTE The characters under the 4 digit d 7 git are depen required enter your password Enter EB Kill EH and hang up dent on the software version OR use any phone on the system i Enter EB EJ EN Do Not Disturb Messages 2 1 Enter one of the following Call Forward fea 3 Enter your extension number 01 DO NOT DISTURB 11 OUT OF TOWN TIL ture codes 4 Enter your password followed by Ed 02 LEAVE A MESSAGE 12 OUT OF OFFICE All Calls 355 5 You can now use the features described 03 IN MEETING UNTIL 13 OUT UNTIL l GSS 387 below and at right 04 IN MEETING 14 WITH A CLIENT If No Answer Busy 358 To change Station Password 05 ON VACATION TIL 15 WITH A GUEST 2 Enter an extension number or enter a line 1 Enter EW EJ EJ 06 ON VACATION 16 UNAVAILABLE access code followed by an outside tele E 07 CALL ME AT 17 IN CONFERENCE phone number 2 Enter your current password and press all 08 AT THE DOCTOR 18 AWAY FROM DESK 3 Hang up 3 Enter the new password and press EJ 09 ON A T
58. hen Solidly lit The associated extension is busy or the associated feature is on 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 6 Model 8520 Display Phone User Guide ABOUT VOICE MAIL Voice mail is an application that is part of the Inter Tel Voice Processor With the voice mail application you and other callers can send and receive recorded messages from any station or touchtone telephone To use this and other features each user you included is assigned a voice mailbox which usually corresponds to a valid exten sion number You can however have an unassociated mailbox that does not corre spond to an extension Unassociated mailboxes are typically used for agents or other personnel who don t have a permanent office an z z z la lt GQ A With your voice mailbox you can use personal or system greetings to let callers know if you are out of town on a call etc see page 47 If a caller reaches your voice mail box they can leave a message hang up or access an attendant In addition the Voice Mail Administrator can program the name for group lists of mailboxes With these lists you can send a message to a group of people by entering one number instead of everyone s individual mailbox number NOTE You cannot cancel unheard
59. ial EX EN EN and press EA GQ lt z a G z Model 8520 Display Phone User Guide 59 SCREENING CALLS NOTE This feature is available only if your telephone system is equipped with an Axxess Voice Processor voice mail If your voice mailbox is programmed correctly you can screen calls that are trans ferred from voice mail This allows you to accept and or refuse specific calls Depending on the transfer method you use calls from voice mail may be unan nounced announce only or screened calls see page 48 for details If your voice mailbox is programmed for screened calls you have the following options when you receive a transfer s Press EN to accept the call e Press EN to replay the announcement e Press IB to send the call to voice mail e Press and then enter the extension number to forward the call to another extension e Press to refuse the call USING THE DIRECTORIES With directories you can use your phone keypad to find names and numbers You can then use the directory information to make calls access features or leave voice mail messages Phone Directory The phone directory contains a list of the extension numbers System Speed Dial numbers feature codes and their associated names To search for an item you can enter the full or partial name The system will then find the closest match Once the correct match is displayed on your phone you can dial the number or press a key to acces
60. ice 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 phone is programmed to allow this To forward calls 1 EITHER Press FWD T OR enter one of the following feature codes B El Call Forward All Calls All incoming calls are forwarded with out ringing at your phone E J Call Forward If No Answer All incoming calls are forwarded if they are not answered before a timer expires NOTE Only the installer or System Administrator can adjust this timer D U 5 lt 7 o lt H LL e EB E Call Forward If Busy When your phone is busy all incoming calls are forwarded without ringing at your phone E Ell Call Forward If No Answer or Busy All incoming calls are for warded if your phone 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 Select an outgoing line and dial a telephone number e To forward to an extension number Dial the extension number e To forward to your message center Press MSG L To cancel any call forward request Press FWD W and then press 9 24 Model 8520 Display Phone User Guide Redirect Call NOTE This feature is available only with versions 5 3 and later Axxess software The Redirect Call f
61. ing Options Record Password Time and Date Message Source Message Length All Options No Options Remote Messaging Primary Cascade Alternate Cascade 2 El EN More Options Fax Destination Message Order Transfer Method MESSAGE ORDER New Messages Saved Messages TRANSFER METHOD Unannounced Screened Announce Only 2 md MESSAGE OPTIONS Cancel Unheard Messages EN Recover Deleted Messages EN Listen Recover All Erase All LISTENING TO MESSAGES While the message is playing Back Up Pause Move Forward Lower the Volume Play the Envelope Increase the Volume Save the Message Delete the Message Skip to the End After the message Replay to Message EE EGREEEERE Reply to the Message Voice Mail Message lll Return Call Forward a Copy See Recording Options Listen to Previous Message m Play the Envelope Listen to Next Message Save the Message UNGE Delete the Message L gt REMOTE MESSAGING Program Cascade Level EE Enter cascade level number then Enable Disable EE E El Enter Personal Enter Pager Enter Time of Day EN Set Days of Week EB Monday Friday EN All Days 2 Individual Days 1 7 EJ Select Message Types 4 EN Priority Messages EN All Messages Part No 550 8112 Issue 7 0 January 2003 MO A EIL
62. kers if your system is equipped with external paging equipment To prevent announcements from transmitting through every phone in the system this fea ture 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 here for your convenience 0 O 0 N QN tA 1 2 3 4 NOTE The Model 8520 Display Phone has a PAGE key which is programmed to a specific page zone If you do not know which page zone is programmed for this key ask your System Administrator Making Pages To make pages 1 Press or dial EA 2 Dialthe desired zone number 0 9 3 After the tone make your announcement and hang up Enabling Paging You can enable or disable page receiving for your phone by using the Page Remove Replace feature code If your phone is assigned to more than one page zone all zones are removed or replaced at once you cannot turn off individual zones To turn paging on and off for your phone Dial EH Model 8520 Display Phone User Guide 55 sz GQ z a G z 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 Press Oo and dial xl PROGRAMMING YOUR FEATURE KEYS Depen
63. l 8520 Display Phone User Guide 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 Outgoing Call 8 These defaults may differ depending on the software version EXTENSION NUMBERS EXTENSION NAME EXTENSION NUMBER NEW NUMBER Phone Extensions 1000 1999 Hunt Groups 2000 2299 Attendant 0 Model 8520 Display Phone User Guide 73 m gt A z G O A m UU ra G o z z 13 lt m 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 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 Answer 356 Call Forward No Answer Busy 358 Conference 5 Change Language 301 Data 340 Default Station 394 Directory 307 Display Time And Date 300 Do N
64. lows you to talk to the phone 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 phone has the Ring Intercom Always feature enabled G m z Y gt A Es m Q Model 8520 Display Phone User Guide 17 D U lt 7 o zZ E E LL o Receiving Intercom Calls To receive an intercom call that comes in through your speakerphone EITHER Respond handsfree OR Lift the handset for privacy To receive a ringing non handsfree intercom call EITHER Lift the handset for privacy OR Press S or Ic to respond handsfree NOTE You must lift the handset if the caller has the Ring Intercom Always feature enabled To disable your phone s handsfree answering feature With the handset in the cradle dial IE EX Repeat this step if you want to enable this feature again To redirect a ringing call to another extension or to an outside number 1 Press Oo and dial KN 2 Enter the extension or outside number to which you want to redirect the call See page 25 for more information To receive an Off Hook Voice Announce call a call through your speaker while you are on a call When you hear a single tone and see an incoming call display you can do the follow ing e To accept the call on the speakerphone without ending your current call When you hear a double tone you may talk handsf
65. mailbox number when messages are addressed to you To change your directory name 1 Access your mailbox as described on page 32 2 Press EN to select the Personal Options Menu oak w Press EM Your current name is played Press Kl to replay your recorded name Press EN to erase and re record your name When you hear a tone record your first and last name then press EJ Do one of the following e Press El again to accept your recorded name e Press EN to replay your recorded name e Press BW to add to your name e Press EN to erase and re record your name Hang up Model 8520 Display Phone User Guide 15 Q m d zZ Y gt A Es m Q MAKING AND RECEIVING CALLS Making and receiving calls is the basic purpose of any phone With your Model 8520 Display Phone 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 phone in your phone 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 2 If your call goes through handsfree to a phone speaker speak after you hear a double tone Ifyou hear continuous ringin
66. n Speed Dial locations 0 9 If you have programmable feature keys you can also create Station Speed Dial keys for one touch speed dialing see page 56 Storing Station Speed Dial Numbers To program your Station Speed Dial locations 1 With the handset in the cradle dial El El 2 Dial the location code 0 9 to be programmed or press a Station Speed Dial key that you want to program if you have one 3 Enter the desired name for the speed dial number as described below e Alphanumeric mode Message key and lamp lit Press the keypad keys to enter the desired characters Refer to the chart on page 61 The number of times a key is pressed determines which character is entered For example 533266 would enter JEAN When adjoining characters are located under the same key press FWD once to advance to the next character For exam ple 66 FWD 6667776 would enter NORM Note that letters correspond to the letters printed on keypad keys 1 9 Press FWD twice to leave a space Press MUTE T if you need to backspace s Press EM to save the name 4 Dial the extension number or telephone number to be stored as described below e Numeric mode Message key and lamp unlit Press the keypad keys to dial the desired numbers Press EM for a hyphen for a colon FWD T to leave a space or MUTE to backspace Z O O gt 9 If
67. n Agent IDs or extensions as described below s 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 described on the next page 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 can use any phone in the system to log in Z O o 2 G e Members If the hunt group is not programmed to use Agent IDs it will have a pre programmed list of phones and will send calls to the phones where agents are logged in 66 Model 8520 Display Phone 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 EB El 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
68. nd 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 Customizing voice mail prompts NOTE Because the Axxess telephone system is very flexible and programmable the procedures 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 If you are a System Administrator or if you need additional information not available in this guide refer to the Inter Tel Axxess Administrator s Guide part number 550 8001 70 Model 8520 Display Phone User Guide FREQUENTLY ASKED QUESTIONS FAQs Q1 A1 Q2 A2 Q3 A3 Q4 A4 Q5 A5 Q6 A6 This section includes some of the most frequently asked questions If you have prob lems with your phone or voice mailbox refer to this section before you contact your System Administrator or Inter Tel 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 52 How do
69. ne While recording you have the following options e Press Zl to pause while recording Then press any key to continue e Press El to erase and re record your message When finished recording hang up or press H to access the following options e Press EM to send the message and return to the voice mail options s Press EN to replay your message e Press EM to add to your message e Press EJ to erase and re record your message e Press El to use the special delivery options You can then use one or more of the following options Press Kl to mark the message private This prevents the recipient from forwarding it to other subscribers Press EM to mark the message certified When the recipient listens to the message you will receive a receipt notice Press EN to mark the message priority This will place your message ahead of all other waiting messages in the receiving mailbox Press to cancel delivery options Press EM to deliver the message If you want to mark the message certi fied private and or priority you must do so before completing this step You may choose either of the following options e Press El and enter another mailbox number to send the message to another destination e Press to exit and return to voice mail options Hang up 36 Model 8520 Display Phone User Guide Canceling Unheard Messages NOTE This feature is available only in versions 5 1 and lat
70. ngual Capability 46 Mute Key 28 N Non Handsfree Calls 18 45 Numeric Mode 8 O Off Hook 8 Off Hook Voice Announce 17 Optional Account Codes 59 Outside directory 61 enable disable automatic call answer 45 party s name 26 receiving calls 20 P Paging 55 Passwords changing default 13 programming remote access 63 Performing a Directory Search 61 Performing a Hookflash During a Call 56 Phone Configuration changing language selection 46 changing volume levels 44 enabling automatic call answer 45 enabling background music 45 returning to default operation 46 selecting aring tone 44 Phone Directory 60 Placing calls on hold 21 conference calls 22 intercom calls 16 Primary Greeting 14 Primary Language 46 Programming cascade levels 50 date and time notification 51 Direct Station Selection keys 6 fax destination 49 feature keys 56 remote feature access 63 remote messaging 50 ring intercom always 16 secondary extension keys 58 station speed dial numbers 52 Q Queue the Line 17 R Receiving intercom calls 16 off hook voice announce 18 Receiving outside calls 20 Record A Call 54 Recording Personal Greeting 14 Recording Voice Mail Directory Name 15 Recovering Deleted Messages 35 Red Lamps 8 Redial 26 Redialing a Number 26 Redirect Call 25 Redirect Calls 18 Reminder Messages 40 Remote Access Password 63 Remote Feature Access 64 Remote Messaging 50 Model 8520 Display Phone User Guide
71. nswer or the transfer is refused press the flashing key to return to the caller TRANSFERRING A CALL TO VOICE MAIL 1 Press TRANSFER 2 Dial the voice mail extension number 3 EITHER Dial the desired mailbox number and then hang up OR Hang up to send the call to the voice mail menu so that the caller can enter the mailbox number TRANSFERRING A CALL TO AN OUTSIDE NUMBER 1 Press TRANSFER and select an outside line 2 Dial the desired 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 the flashing key to return to the caller FORWARDING CALLS 1 Press FWD T Model 8560 and 8660 users must then select a menu key 2 Do one of the following To forward to an outside telephone number Select an outside line and dial a telephone number To forward to an extension number Dial the extension number To forward to your voice mailbox Dial the voice mail extension CANCELING CALL FORWARD Press FWD El Model 8560 and 8660 users must then press the FWD OFF menu key PLACING CONFERENCE CALLS 1 While on the first call press CNF_ The call is now on hold 2 Place an intercom or outside call then press the flashing _CNF zl to place the call on hold If necessary repeat this step to place a third call on hold 3 Pres
72. or comments about this User Guide contact Inter Tel Technical Publications at Tech_Pubs inter tel com Model 8520 Display Phone User Guide Finding Your Way 3 SECTION CONTENTS PAGE gt WelCOMe sion a hr Ec res ee ai 2 S About This Guide cerco aa a 2 e About Your Phone x e gt K K K cece cece eens 3 U Feature Key Functions cicci R 0 09 R R aR eee ee ee eee tee ee 4 Display soi oe eee ee ee ee eee ee 5 gt Message Indicator Lamp 00 0 ee eee eee 6 lt DSS BLF and Mini DSS 00 0000 cee ee 6 About Voice Mail ooooocooococonra RII 7 What You See and Hear 2 x ccc 8 Software Compatibility x K eee 9 Model 8520 Display Phone User Guide 1 WELCOME It s time to get connected with the future using your new Model 8520 Display Phone The About This Guide section lists the different sections of this user guide along with a brief explanation of the information covered in each section NOTE Because the Axxess telephone system is very flexible and programmable the procedures 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 gt lt o 2 e gt o e LL ABOUT THIS GUIDE This guide contains instructions for using the Model 8520 Display Phone on the Inter Tel Axxess and voice mail system
73. ot Disturb 370 Do Not Disturb Cancel 371 Do Not Disturb On Off 372 Do Not Disturb Override 373 Enhanced Speakerphone Enable 310 Feature Key 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 330 Hunt Group Remove 322 Hunt Group Replace 323 Hunt Group Remove Replace 324 Message 365 Message Cancel Message Left 366 Message Cancel Message On Phone 368 Message Silent Message 367 74 Model 8520 Display Phone User Guide GENERAL FEATURE CODES CONTINUED FEATURE NAME FEATURE CODE NEW CODE Microphone Mute On Off 314 Page 7 Page Receive On Off 325 Program Baud Rate 393 Program Keys 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 Keys 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 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 A z G O A m Model 8520 Display Phone User Guide 75 NOTES UU ra G o z Z
74. r mailbox as described on page 32 2 Press EN to select the Personal Options Menu 3 Press EN to select the Message Envelope Options Menu You can then do any of the following GQ lt z a G z e Press to enable or disable the time date option e Press KZ to enable or disable the message source option e Press to enable or disable the message length option e Press EN to enable all options and return to the Personal Options Menu e Press EN to disable the entire envelope and return to the Personal Options Menu e Press EA or EJ to return to the Personal Options Menu 4 Hang up Model 8520 Display Phone User Guide 47 Z O o 2 G Changing the Call Screening Transfer Method NOTE The Call Screening feature is available only if it is enabled for your mailbox ask your System Administrator Depending on the transfer method you select transferred calls from voice mail may be unannounced as usual or one of the following may occur 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 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 You have a call from caller s name You can choose whether or not to accept the call see page 60 To change your tran
75. rast control wheel that allows you to adjust the Liquid Crystal Display LCD contrast This wheel is located on the back of the phone and can be adjusted while viewing the LCD screen To adjust your phone s LCD contrast 1 While viewing the LCD screen locate the contrast control wheel on the back upper right section of the phone Adjust the contrast of the LCD screen by turning the wheel clockwise lighter or counterclockwise darker 12 Model 8520 Display Phone User Guide SETTING UP VOICE MAIL To begin using your voice mail box you will need to complete a few basic set up pro cedures to initialize your mailbox customize your personal greetings and record you voice mail directory name See page 47 for additional voice mail options Initializing Your Mailbox One of the first things you should do is initialize your mailbox This allows you to e Change the default password number to a personal password e Record a name to identify yourself in the company directory e 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 don t know what the voice mail extension number is check with your System Administrator 2 Press EN to identify yourself as a subscriber 3 Enter your mailbox number and default password Q m zZ S gt A Es m Q NOTE Your mailbox number is your default password 4 If
76. re returns volumes to default levels cancels DND manual call forwarding background music and queue requests and restores handsfree mode pages hunt group calls and system forward ing all at once To return your phone to default Dial B EN EB 46 Model 8520 Display Phone User Guide Voice Mail Options Your voice mailbox contains personal options to allow you to customize voice mail functions However before you change your voice mail options you must first initial ize your mailbox see page 13 Changing Your Mailbox Password Your password prevents unauthorized access to your mailbox To change your password 1 Access your mailbox as described on page 32 2 Press EN to select the Personal Options Menu 3 Press EM 4 Ifyou want to have a password enter a new password using up to 12 digits If you do not want to use a password skip this step a Press EM Voice mail plays back your password if you entered one 6 Press EM to accept the password as entered or press E to erase and re enter your password 7 Hang up 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 To change your message envelope 1 Access you
77. ree with the caller through the speak erphone 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 Do the following a Press C to allow the incoming intercom call to camp on The IC__ key flashes and the call is placed on hold b Press DND to place your phone in DND mode if desired See page 38 for more information about DND mode NOTE To use this feature the installer or System Administrator must program your phone to receive Off Hook Voice Announce calls 18 Model 8520 Display Phone User Guide Outside Calls With outside calls you can talk to people who aren t members of your phone system When you make an outside call however you must dial any area codes or long dis tance digits that your telephone company requires Placing Outside Calls To place an outside call 1 With or without the handset lifted press OUTGOING 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 59 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 key e Dial the Outgoing Call feature code default is 8 e Press an unlit CALL key if you h
78. s To help you find information more quickly this guide is divided into four separate sections as indicated by the tabs These sections include the following e Finding Your Way This section provides the map for your phone and this guide It includes figures and general information designed to help you find what you need e Getting Started If you need to make a call this is the section for you It not only includes basic phone and voice mail information but it provides instructions on how to perform everyday tasks such as answering calls making calls access ing voice mail etc e Moving On Once you ve got the basics down it s time to move on to the advanced features In this section you ll learn how to program speed dial num bers use remote messaging define secondary extensions and access other help ful features e Learning More This is the place where the answers are With a Frequently Asked Question FAQ section and additional information about the phone and voice mail systems you can perform basic troubleshooting and learn more about the system In addition this guide contains an index a list of default feature codes and a voice mail flow chart for easy reference NOTE 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
79. s a Special Keval Depending on how your telephone system is configured you may need to press this key before you dial a feature code NOTE Because the Axxess telephone system allows customized feature keys your phone may have been reprogrammed so that the feature keys do not match those described in this guide 4 Model 8520 Display Phone User Guide Display Your Model 8520 Display Phone has two lines of display with 16 characters per line When your phone is idle this display shows your extension number your username the time of day and the date At other times it may display reminder messages Do Not Disturb DND messages numbers dialed call sources elapsed time of calls cur rent call costs error messages etc 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 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 Model 8520 Display Phone User Guide 5 an z E z la lt GQ c 5 Message Indicator Lamp The Message Indicator lamp located at the top right hand corner of the phone shows the same
80. s that extension or feature Z O o gt 9 60 Model 8520 Display Phone User Guide To perform a directory search 1 With the handset in the cradle press EN U H 2 Press EN for the intercom directory B for the outside directory or B for the feature directory 3 Enter letters or numbers up to 10 characters as described below e Remain in alphanumeric mode Message key and lamp lit Press the keypad keys to enter the desired characters Note that letters correspond to the let ters printed on keypad keys 1 9 The number of times a key is pressed deter mines which character is entered For example 77776444844 would enter SMITH When adjoining characters are located under the same key press FWD TI once to advance to the next character For example 5666 FWD 66337777 would enter JONES Press FWD once to advance and twice to leave a space or press MUTE to backspace e Change to numeric mode Message key and lamp unlit Press the keypad keys to enter an extension number Press MUTE to backspace 4 Press EM to begin the search If desired you can use the high low end of the Vol ume key to move alphabetically through the directory To dial a number or feature code while it is displayed Press EJ NUMBER OF TIMES KEY IS PRESSED KEY 1 2 3 4 5 6 7 8 9 10 11 ENGL
81. s the flashing CNF lj to join all of the calls together in the conference CHANGING VOLUME LEVELS Press 9 the high end or 9 the low end of the Volume key To save your change EITHER Press both ends of the Volume key at the same time OR Press the middle of the key ACCESSING YOUR VOICE MAILBOX If your MSG key is lit and you have a message from voice mail 1 Lift the handset or press 9 2 Press MSG 3 Enter your personal password and press EJ If your MSG key is not lit access your mailbox by following these steps 1 Dial the voice mail extension number You hear the main menu 2 During or after the greeting press EM to identify yourself as a subscriber 3 Enter your mailbox number and your personal password if programmed Then press EA LISTENING TO VOICE MAIL MESSAGES 1 Access your mailbox as described on page 3 2 Press KEN to listen to your new messages While you are listening to a mes sage you can use the following options Press H to skip to the end of the recording Press EN to back up Press EM to pause Press any key to continue Press EN to skip ahead Press EN to lower the volume Press Ej to play the message envelope Press KM to raise the volume Press J to save the new message in your mailbox Press IE to delete the message from your mailbox 3 When the message has finished playing you have the following options Press EN to replay the messa
82. sfer method if allowed 1 2 3 Access your mailbox as described on page 32 Press EN to select the Personal Options Menu Press EN for More Options If using version 5 0 or earlier software skip this step Press Kl The system tells you what your current transfer method is You can then select the desired transfer method as follows e Press to select unannounced transfers e Press KM to select screened transfers e Press J to select announce only transfers e Press J to return to the Personal Options Menu without making changes Hang up 48 Model 8520 Display Phone User Guide Programming a Fax Destination NOTE This feature is available only in versions 5 1 and later Axxess software With the Inter Tel Voice Processor callers can use your mailbox to send you a fax To use this feature you must specify the destination fax number To change your Fax Destination Number 1 Access your mailbox as described on page 32 2 Press EN to select the Personal Options Menu Press EN for More Options Press KN Enter the number of your fax destination followed by EA EITHER Press EX to accept the number OR Press EN to erase and re enter the number o ms 7 Hang up Changing the Message Search Order NOTE This feature is available only in versions 5 2 and later Axxess software When more than one message is left in your voice mailbox you can change the order in which you retrieve your mess
83. sing Do Not Disturb Mode esse eee Using Reminder Messages eee MOVING ON ae E T i EE ad aa Introduction lt cio rr gr xr eee eee eee AA Setting Preferences he eo a is de A eae Speed Dialing s sess 000 eis ceed orap ee NNN RRR R ee N NR RI ee ee eee eee RR N Using Record A Call 2 0 c cen een Hh hn Paging NA Performing a Hookflash During a Call e ce eee eee 56 AYOW ONINYVAT Model 8520 Display Phone User Guide i CONTENTS PAGE Programming Your Feature Keys cece eee eee n nnn 56 Programming Direct Station Selection Keys lullll ll 57 Programming Secondary Extension Keys sx x x e x K e 58 Using Account Codes cac la ae np e m cee C En Eo o a md are 59 Screening Calls lt eeso oce er gn N R N N Ohad Wee CREE RR REOR eee Won RR n 60 Using the Directories lt s c a ra ar a 8 Ta N 0 a NTR ER R R RII 60 Programming Remote Feature Access x e e cece e eee eee eee 63 Requesting Agent Help x x cece KK 65 Working in Hunt Groups x e x x K x K K 66 LEARNING MORE TTT 69 Introduction iu nepos 9d rn dd 70 What the Administrators Can Do for You eee 70 Frequently Asked Questions FAQs eeeeeeee IIR 71 Default Feature Codes ccc ccc eee nee n n nnn 73 INDEX 030 0 a loa tao 77 For sales service or technical support contact your local authorized Inter Tel dealer If you have questions
84. ssible types of secondary extension keys programmable and non programmable If you have a non programmable secondary extension key only the System Administrator can change the associated extension If you have a programma ble key you can change the extension as described below NOTE You can only assign the extension for a secondary extension key You cannot create or change the secondary extension key e g make it a feature key To display the current secondary extension key assignment s 1 With the handset in the cradle dial ER KJ 2 Press the secondary extension key s you want displayed To assign a primary phone to a secondary extension key if enabled 1 With the handset in the cradle dial ER KA 2 Press the secondary extension key and dial the desired extension number Once programmed you can use your secondary extension key as follows e You can press your flashing secondary extension key to answer a call that is ring ing or holding on any CALL key at the primary phone e You can press your unlit secondary extension key to place an intercom call to the primary phone NOTE If the secondary key is flashing i e a call is ringing at the primary phone you can press EJ before pressing the flashing key to place an intercom call to the primary phone without answering the call Or you can just dial the primary phone s extension number To transfer a call back to the extension after you h
85. the cradle dial EN B Headset On feature code or dial EN KA Headset On Off feature code The display shows HEADSET MODE ON NOTE If using a headset press 9 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 EB EX Headset Off feature code or dial KN KA Headset On Off feature code The display shows HEADSET MODE OFF G m E d zZ 4 gt A Es m Q NOTE If you have both a headset and handset connected to your phone and you are using the headset you can quickly transfer audio to the handset by lifting the handset from the cradle Press E to transfer the call back to the headset before replacing the handset in the cradle Model 8520 Display Phone User Guide 27 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 Key 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 To return to the call Press MUTE fj 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
86. the greeting press EM to identify yourself as a subscriber 3 Enter your mailbox number and your personal password if programmed Then press EM NOTE If you do not have a password just press EJ See page 47 for information on programming passwords 32 Model 8520 Display Phone User Guide USING VOICE MAIL MESSAGES Once you ve accessed your mailbox the system will tell you how many new and saved messages you have You can then listen to messages delete messages save messages etc Listening to Messages To listen to messages 1 Access your mailbox as described on page 32 2 EITHER Press to listen to your new messages OR Press Ef to listen to your saved messages 3 While you are listening to a message you can use the following options e Press EM to skip to the end of the recording e Press to back up e Press EM to pause Then press any key to continue e Press EN to skip ahead e Press EJ or 9 to lower the volume e Press El to play the message envelope s Press Gj or 9 to raise the volume e Press MA to save the new message in your mailbox s Press EN to delete the message from your mailbox G m z Y gt A Es m Q Model 8520 Display Phone User Guide 33 4 When the message has finished playing you have the following options e Press EN to replay the message from the beginning e Press Kl to reply to the message If you are using version 5 1 or later soft ware you h
87. 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 you receive after you log in or remove your phone 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 EB 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 EB KA One of the following dis plays will appear e f 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 Jf 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
88. to redirect the call See page 25 for more information Emergency Calls With the Axxess phone system you do not have to access an outside line press OUTGOING to dial an emergency number To make an emergency call Dial EX EB Kl A call is automatically placed to the preset emergency number 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 e LL lt 7 o lt E E Lu o To respond to a waiting call you hear a single tone and a key is flashing e To end the current call Hang up The waiting call rings in s To place the current call on hold Press 2 Then press the flashing key to answer the waiting call e To have the caller hear DND signals Press DND See page 38 for more infor mation about DND mode 20 Model 8520 Display Phone User Guide 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 phone It can then be directly picked up at that phone or it can be picked up at another phone using the Call Pickup Reverse Transfer feature see page 23 e System Hold places the call on hold in the system You can then pick up the call at any phone that has a flashing key for the call including the phone that placed it on hold NOTE You cannot place intercom calls on system hold To pla
89. tones after lifting the handset or pressing the hookswitch when a message is left Leaving Messages To leave a message while on an intercom call 1 Press MSG 2 Hang up or wait for the message center to answer To leave a message without placing an intercom call 1 Press EN EX EA 2 Dial the desired extension number To cancel a message that you left at another phone 1 Press ga g 2 Dial the extension number of the phone where you left the message 30 Model 8520 Display Phone User Guide Retrieving Messages To retrieve a message Message key and lamp are flashing Lift the handset and press MSG A call is automatically placed to the phone or mes sage center that left the message See the following section for information about entering your mailbox To select the message you want to answer first 1 With the handset in the cradle press MSGzll repeatedly to view your waiting messages 2 When the desired message is displayed press EN or lift the handset for privacy and then press EN to respond To cancel a waiting message with a display phone 1 Press MSG repeatedly to view your waiting messages 2 Press EJ to cancel the desired message when it is displayed To cancel a waiting message with a non display phone While on hook press EM EN EJ Model 8520 Display Phone User Guide 31 Q m z Y gt A Es m Q
90. without the handset lifted dial EB El The display shows AGENT LOGIN ACD NUMBER 2 EITHER Enter the desired ACD hunt group number OR Press EM 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 3 Do one of the following e To log into ACD hunt group s using Agent IDs Enter your Agent ID The display shows AGENT LOGGED INTO ALL ACDS You are logged into the ACD hunt group s that use the Agent ID you entered in this step NOTE If another Agent ID is already logged in at this phone 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 phone GQ lt z a e z e To log into one or more ACD hunt groups that do not use Agent IDs Press EM 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 Model 8520 Display Phone User Guide 67 Z O o 2 9 When you log in
91. you want a password enter a new password using digits 0 9 up to 12 digits Then press EM Voice mail plays back your password If you do not want to use a password just press EJ 5 Press EN to accept the entry or press to re enter your password The system prompts you to record your directory name 6 After the tone record your first and last name When finished press ES 7 Do one of the following e Press EM again to accept the name e Press EN to replay the name you just recorded e Press El to add to your name e Press Kl to erase and re record your name The system then plays a prompt that introduces you to the basic voice mail features You can skip this introduction by pressing EM if desired Model 8520 Display Phone User Guide 13 D U lt 7 o lt E E Lu o Recording Your Personal Greetings You can store two different personal greetings in your voice mailbox a primary and an alternate You can then select which greeting you want played when a caller reaches your voice mailbox Because the purpose of this greeting 1s to tell callers why they have reached your voice mailbox you should include the following information Whether or not you are in the office and where you can be reached When you will be returning calls For callers who do not wish to leave a message how to exit voice mail press I to return to the operator The following are some sample greetings to help you plan your message Primary
92. 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 EB El NOTE If you were not logged in to an ACD hunt group the display shows CANNOT ACCESS RESERVED FEATURE 68 Model 8520 Display Phone User Guide Learning More SECTION CONTENTS PAGE Introduction crus it da eee ee 70 What the Administrators Can Do for YOU e unnan 70 Frequently Asked Questions FAQS e ee 71 Default Feature Codes ooccccccocnn nnn 73 m gt A z G O A m Model 8520 Display Phone User Guide 69 UU ra G o z z 13 lt m INTRODUCTION If you want to know more about your phone and voice mail system this is the section for you With additional information and an FAQ you should be able to find answers to most of your questions WHAT THE ADMINISTRATORS CAN DO FOR YOU The administrators are the people to whom you should turn if you have any problems with your phone and or voice mail They have access to advanced programming fea tures and can reset certain settings associated with your phone The types of administrators that can help you with your phone voice mail are as fol lows e System Administrator Performs certain telephone system functions including Setting the date a

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