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Inter-Tel 8560 IP Phone User Manual

1. 70 le Requesting Agent Help sees II 71 Working in Hunt Groups 0 00 cee eee RII 72 O Hunt Group Calls Enabled Disabled 72 e ACD Hunt Groups 72 Axxess Model 8560 Phone and Model 8660 IP Phone User Guide 47 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 phone include changing volume levels enabling back ground music selecting a ring tone and others Changing Volume Levels The phone has eight volume settings handset intercom handset outside call speaker phone intercom speakerphone outside call background music ringing handset inter com 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 K the high end of the Volume button to increase the volume Press Q the low e
2. Axxess Model 8560 Phone and Model 8660 IP Phone User Guide 33 USING THE MESSAGE BUTTON In today s busy world it s almost guaranteed that you will call someone that is on another call does not answer or is in DND But with the MsG TJ button you can let the other person know you called When you leave a message you can e Have the called party return your call When the party you called responds to the message indication a call is automatically placed to your 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 msc button flashes and the display shows the number of waiting messages Leaving Messages To leave a station message while on an intercom call press or the LEAVE MESSAGE menu button and hang up To leave a voice mail message while on an intercom call press MSG or the LEAVE VOICE MAIL menu button then wait for the message center to answer To leave a silent message without placing an intercom call 1 Press MSG j and then the LEAVE MESSAGE menu button 2 Dial the desired extension number To cancel a message that you left at another phone 1 Press MSG j and then the CANCEL MESSAGE menu button 2 Dialthe extension number of the phone where
3. assasi amas samasaa n E 66 Programming Remote Feature Access nne 69 Requesting Agent Help 0 cece eee RR Rh th 71 Working in Hunt Groups sseeeeee Rh RII th 72 LEARNING MORE rmn poem tonno Gala Rp setae eh Ui ais lau false lage BR tele RC UR agua 75 Introduction iun opox asua tere Ree Re eee ed ec Ra eee a eee 76 What the Administrators Can Do for You 1 2 ccc eee eee 76 Frequently Asked Questions FAQs 0 0 cece eee ee eee eee eee 77 Default Feature Codes cc cece eee eee n nnn 79 INDEX CECI CPC N R EDT ETE 83 For sales service or technical support contact your local authorized Inter Tel dealer If you have questions or comments about this User Guide contact Inter Tel Technical Publications at Tech_Pubs inter tel com All products and services mentioned in this publication are the trademarks service marks regis tered marks or registered service marks of their respective owners Inter Tel and Axxess are registered trademarks of Inter Tel Inc Finding Your Way 7 S SECTION CONTENTS PAGE Welcome zu ama acia ime had maoa Sim aca ahaa laud ata Seale RT a Rn 2 x About This Guide uuu u s eS aoe die apaspa Eh Sakura S aS 2 e About Your Ph u u uu aa aa ee RCRUM ened ad Qasa wet anqa qa 3 Feature Button Functions 4 LCD Menu Buttons 5 Message Indic
4. A Es m 5 Instead of answering a ringing call you can press one of the following menu but tons e SEND TO V MAIL Sends the call directly to your voice mailbox You will not see this option if you do not have a mailbox e IC CALL TO DND Places your phone in DND mode and blocks the call See page 42 for more information about DND mode e SEND TO DEST Redirects the call to the intercom or outside number that you enter See page 28 for more information about the Redirect Call feature Axxess Model 8560 Phone and Model 8660 IP Phone User Guide 19 e LL lt 2 o lt H LL o To receive an Off Hook Voice Announce 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 handsfree 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 Press one of the following menu buttons SEND TO BUSY Returns a busy signal to the caller SEND TO V MAIL Sends the call to your voice mailbox if you have one IC CALL TO DND Blocks the call by placing your phone in DND mode See page 42 for more information about DND mode NOTE To use this feature th
5. 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 June 2003 printed in US Part no 835 2616 2 ANSWERING AN OUTSIDE CALL EITHER Lift the handset OR Press ANSWER OR Press the flashing button REDIALING AN OUTSIDE NUMBER Select a line and press REDIAL The number is automatically dialed PLACING A CALL ON HOLD Press Hold and hang up or place another call To return to the call lift the handset and press the flashing button 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 button PAGING 1 Lift the handset and press PAGE J 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 ER 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 answer or the transfer is refused press the flashing button to return to the caller
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7. A Es m 5 To place a non handsfree call that will ring at the other phone until answered Press El 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 EA The current status is shown Axxess Model 8560 Phone and Model 8660 IP Phone User Guide 17 e LL lt 7 o lt H LL o If there is no answer or if the phone is busy when you place an intercom call you can do any of the following To leave a station message press MSG TJ or the LEAVE MESSAGE menu but ton and then hang up To leave a voice mail message press MSG J or the LEAVE VOICE MAIL menu button to call the phone s mailbox See page 34 for more message options NOTE This option is only available if the called phone has a voice mailbox To camp onto a busy extension stay on the line and wait for the phone to become available Do not hang up After the system timer expires you hear music until the phone is available NOTE You cannot camp on to a phone if it is in DND mode To request a callback queue on to the phone Press the QUEUE menu button and hang up When the phone is available your phone rings To cancel the queue request before the callback press I To use the Off Hook Voice Announce feature if the called phone is programmed for it Do not hang up After
8. amp 1 A l U E Oo 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 L it or 5 NA NI NU NE NO o 6 M N O or 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 and Japanese is installed as the secondary language Axxess Model 8560 Phone and Model 8660 IP Phone User Guide 43 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 sys tem administrator will give you a list of reminder messages for your system For con venience you should update the following default list Q H DEFAULT MESSAGE
9. lt Q e To switch between keymaps when your phone is idle With the handset in the cradle dial EJ IE E To switch between keymaps during a call Press Oo and dial ER ER Axxess Model 8560 Phone and Model 8660 IP Phone User Guide 49 O o 2 9 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 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 m and then press the flashing button To enable disable this feature for ringing outside calls With the handset in the cradle dial a E To enable disable this feature for ringing non handsfree intercom calls With the handset in the cradle dial Ka ER Changing the Language When your phone system is installed the system administrator can choose two of four different languages American English British English Japanese or Spanish as the primary and secondary languages You can then change the display and voice mail prompts on your 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 bel
10. m 5 Axxess Model 8560 Phone and Model 8660 IP Phone User Guide 13 e LL lt 2 o lt H LL o SETTING UP VOICE MAIL To begin using your voice mailbox you will need to complete a few basic set up pro cedures to initialize your mailbox customize your personal greetings and record your voice mail directory name See page 51 for additional voice mail options Initializing Your Mailbox The first thing you should do is initialize your mailbox This allows you to Change the default password number to a personal password Record a name to identify yourself in the company directory 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 Press E to identify yourself as a subscriber Enter your mailbox number and default password NOTE Your mailbox number is your default password If you want a password enter a new password using digits 0 9 up to 12 digits Then press EM Voice mail plays back your password If you do not want to use a password just press ER Press EM to accept the entry Press to re enter your password The system prompts you to record your directory name After the tone record your first and last name When finished press EM Do one of the following e Press EB again to accept t
11. Axxess Model 8560 Phone and Model 8660 IP Phone User Guide 5 Message Indicator Lamp The Message Indicator lamp located at the top right hand corner of the phone shows the same indications as the MSG j button The Message Indicator lamp flashes whenever there is a waiting message NOTE Because the telephone system allows for customization you phone s Message Indicator lamp 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 button access to up to 50 extension numbers or a programmable feature For more information about programming and using the DSS refer to the current Administrator s Guide part no 550 8001 gt lt x 2 o gt o e L NOTE The Model 8660 does not support the DSS BLF unit The Model 8416 Mini DSS unit is a scaled down version of the full sized DSS BLF unit This optional unit adds 16 user programmable buttons to your phone These but tons can be programmed as any of the following e DSS buttons Provide one button access to extension numbers and display the status of the extension associated with the button see page 63 e Feature buttons Provide quick access to frequently used features see page 62 e Secondary extensions
12. 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 button to return to the caller FORWARDING CALLS 1 Press FWD Model 8560 and 8660 users must then select a menu button 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 Bj Model 8560 and 8660 users must then press the FWD OFF menu button 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 to place the call on hold If necessary repeat this step to place a third call on hold 3 Press the flashing CNF 3 to join all of the calls to
13. you can use the PREVIOUS or NEXT menu buttons Axxess Model 8560 Phone and Model 8660 IP Phone User Guide 77 m gt a z O m T ra lo o z z r2 lt m Q8 A8 Q9 A9 Q10 A10 Q11 A11 Why can t I program a Station Speed Dial number to the button I want It keeps say ing that the button is non programmable Your system administrator has programmed that button as a non programmable but ton Because you cannot override system programming from your phone you must choose another button 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 more information about software compatibility 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 What do I do if my IP Phone loses audio Loss of audio on an IP Phone may indicate a firewall conflict Contact your system administrator to resolve this issue 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
14. 8 L S M D d L 9 ioN O N N 9 s sj4o 1 M r S y l H t i 3 3 a z i 2 g Y z L 9 i L S v L NO11n8 aassasd SINOLLOS SAWIL dO YASWNN suajaeseyy pedjeig HONNI OL LNO 0c Mv3S8 NO 0L 3WOH 3NO9 61 dil V NO 60 MS3G WO4 AVMV 84 YOLOOT JHL 1V 80 3ON3MS3HNOO NI ZL Jy AW TIVO 20 3 18V IIVAVND 94 NOLLVOVA NO 90 1S3n9 V HLIM SL JIL NOLLVOVA NO SO JIN3ITO V HIM vb ONILSAW NI 70 LNA LAO L LNA ONILAAW NI 0 3OI4dO dO 1n0O ZI ADVSSAW V 3 V31 Z0 JIL NMOL dO 100 kL GyNLSid LON Od 10 seBessoyy gin siq JON 0q dn Buey pue mg IFE EJ o3 qunjsiq JoN og 0 uan OL dn Buen aed jxeu uo eyo Jejoeugeuo pedjeip ees x9 eDesseul eui puooes euondo y Jejue peursep J woJ8q 1si 6ess uu jnejep ees OZ L0 Jequinu eBesseui 19 u3 EE EN E 903 Y g4njsiq JoN oq uo uan Of EE ssoud pue uon JOA 10 Uee pJowssed Meu y J9 u3 E38 55944 pue piomssed meu y 19443 EJ 55940 pue piomssed ju amp uno noA 18103 E23 sie 903 pJ0MSSed uonejs eBueuo oJ juBu ye pue mojaq pequosep sainjeaj ay esn Mou ue noA EEN Aq pomolio piowssed ino 19103 Nov Jequunu uoisuejxe INOA 1 ug G EB Ea fos Ulejs s ay uo euoud Aue esn YO puomssed ano 19jue peJinbaJ JI GoyesysiulLUpe uiejs s JNOA Aq pepi oud Joqunu qe 3HII3 Sso22y ainjeay aJOWaY
15. A Es m 5 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 To enable or disable System Forwarding Dial ER ES ER Redirect Calls NOTE This feature is available only on systems with software versions 5 3 and later The Redirect Call feature 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 EITHER Press Oo and dial ER OR Press the SEND TO DEST menu button 2 Dial the extension number or press the IC DIRECTORY menu button to look up and select a number To redirect a call to an outside telephone number 1 EITHER Press Oo and dial EB OR Press the SEND TO DEST menu button 2 EITHER Press the OUTSIDE CALL menu button and enter the telephone num ber e LL lt 2 o lt H LL o OR Use a speed dial number see page 56 3 Press ER 28 Axxess Model 8560 Phone and Model 8660 IP Phone User Guide 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 L
16. Dial 381 Switch Keymap 399 Transfer To Hold 346 Transfer To Ring 345 m gt a z O m Axxess Model 8560 Phone and Model 8660 IP Phone User Guide 81 NOTES wi a je z o Y lt Ww 82 Axxess Model 8560 Phone and Model 8660 IP Phone User Guide A Abbreviations 5 About This Guide 2 About Voice Mail 7 About Your Phone 3 Accessing Your Mailbox 36 Accessing Your Phone 70 Account Codes 65 ACD Hunt Groups 72 Adding Parties toa Conference 24 Adjusting Your Phone s LCD Contrast 13 Adjusting Your Phone s Viewing Angle 12 Administrators 76 Agent Help 71 Agent IDs 72 Alphanumeric Mode 8 Alternate Greeting 15 Answering Calls 22 Assigning Secondary Extension Buttons 64 Automatic Call Answer 50 Automatic Call Distribution ACD 72 Automatic System Forwarding 28 B Background Music 49 Blocking Calls 20 Buttons dialpad 3 Direct Station Selection 63 feature 62 lamps 6 8 LCD menu 5 message 34 mute 24 secondary extension 64 special 4 C Call Pick Up Reverse Transfer 26 Call Waiting 22 Callbacks 18 21 Calls answering 22 blocking 20 ending ACD 74 forwarding 27 making 17 21 making conference 24 placing a non handsfree 17 placing on hold 23 receiving 19 22 receiving an off hook voice announce 20 receiving non handsfree 19 returning to a held caller 23 waiting for called phone 18 CampOn 18 Canceling call forwarding 27 messages 34 unheard
17. NEW MESSAGE DEFAULT MESSAGE NEW MESSAGE 01 MEETING 11 CALL ENGINEERING D 02 STAFF MEETING 12 CALL MARKETING 03 SALES MEETING 13 CALL ACCOUNTING 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 44 Axxess Model 8560 Phone and Model 8660 IP Phone User Guide To request a reminder message 1 With the handset in the cradle dial EJ E 2 EITHER Dial the desired two digit number for the message that you want OR Press the SCROLL and PREVIOUS and NEXT or press iffi or If to scroll through the messages 3 While the desired message is displayed press EB or the ACCEPT menu button 4 Enter the time you wish to receive the message in hours and minutes For exam ple 0900 9 00 If you dial three digits such as 900 for 9 00 press ER 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 the AM or PM menu button To cancel all reminder message requests before they signal you With the handset in the cradle dial KS El To clear a received reminder message With the handset in the cradle press ES O m M A Es m 5 Axxess Model 8560 Phone and Mode
18. Phone and Model 8660 IP Phone User Guide Learning More SECTION CONTENTS PAGE Introduction ek A DE X saus a a iA 76 What the Administrators Can Do for You 76 Frequently Asked Questions FAQs 77 Default Feature Codes csse nnne 79 m gt z O m Axxess Model 8560 Phone and Model 8660 IP Phone User Guide 75 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 and time Programming System Speed Dial numbers Making database changes such as programming user names 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 su
19. 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 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 37 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 unretrieved messages that are sent using group lists see page 41 Axxess Model 8560 Phone and Model 8660 IP Phone User Guide 7 WHAT YOU SEE AND HEAR As you can see your Model 8560 8660 Phone and telephone 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
20. osn o No G 1 AO HEJS p9191J S8J SI 9Jnje9J Y JO exejsiui e opeui aaey nod sauo Buneedai seay no JI 10 days uoee Jaye euo e 1eeu jou op NOA Ji eui dn eip jeroeds e uBnoJuy Jo euoud jeujoue Wo Jeujie Sjeo pJe uo Jo epoui qJnjsIq 1oN og u euoud noA eoe d 0 no swo e sseooy eJnjeeJ ejoules SS3509V JYNLVA4 ALOWSY Table of Contents CONTENTS FINDING YOUR WAY i e pl m RE Roe RR Id acum eae Welcome tried 5 erred eese vr uela ev aus ev asia a auae nace e i eae een About This Guid isi eI aa Rx Rt RR eee ab t galeri xo ero RR Te About Your Phone G ecd e aye eae aes ace ex Sects About Voice Mail te tertie Sind ee Sear qapa riter Rio sve Pala tovg ae raa ata What You See and Hear llle Software Compatibility 0 0 ccc RII GETTING STARTED isum sdbur x3 resoar ia Osca ik xm p ca dd we awed CPC RC a IS CR CR RD Introduction 5 2 ces ica ances nno noia ceca e aerate CR ta tt RR TEL 4 a ca RR asta AVM YNOA SNIGNIA Adjusting Your Phone s Viewing Angle Adjusting Your Phone s LCD Contrast Setting Up Voice Mail 0 0 cee eee eee eee Making and Receiving Calls 0000 e eect eee Placing Calls On Hold u u o praise eR AERA ERR ee RUE ENS Placing Conference Calls nne GALYVLS ONILLAS Transferring Calls 2 0 0 cece RI th Using Reverse Transfer 0 00 cece eee n hh n Forwarding Calls ee
21. telephone number to be stored as described below e Numeric mode Message button and lamp unlit Enter the number Press EM for a hyphen for a colon FWD to leave a space or MUTE to backspace z lt Q e If your number includes an asterisk pound hookflash or pause use the menu buttons to enter the special character e Press the ACCEPT menu button on the display to save the number TIP To dial outside telephone numbers without first selecting an outgoing line enter the Outgoing Call access code default is El before the outside telephone number Axxess Model 8560 Phone and Model 8660 IP Phone User Guide 57 O o gt 9 Programming Station Speed Dial Numbers If your phone has programmable buttons you can program one or more as speed dial buttons After the button is programmed you must select a speed dial location to associate with the button NOTE Before you program a speed dial button you need to store a number in a speed dial location see the previous instructions To program a speed dial button 1 With the handset in the cradle dial IE EB EA 2 Press the feature button you want to program as a speed dial button 3 4 Dial the speed dial location 0 9 or select the location on your display that con Dial ER EE ER tains the number you want to associate with the button To view how your Station Speed Dial bu
22. to Message EB Personal Options Message Length EE Reply to the Message EE Message Options All Options 4 i Voice Mail Message EN No Options EB Return Call 2 Remote Messaging E Em Forward a Copy EB SENDING A MESSAGE le Primary Cascade E See Recording Options Dial the mailbox number reply Alternate Cascade E Listen to Previous Message E to a message or forward a message More Options EE Play the Envelope 5 Record your message Fax Destination EN Listen to Next Message 6 To pause press Zl Message Order EB Save the Message To erase press Transfer Method EE Delete the Message EE Hang up to send OR Press for options EJ for op MESSAGE ORDER ee care New Messages 1 RECORDING OPTIONS lt g EE Program Cascade Level KEW Saved Messages EE Enter cascade level number then Replay Enable Disable EN Add 2 TRANSFER METHOD lt Enter Personal E Erase and Re Record Unannounced Enter Pager EN Delivery Options ERN Screened Announce Only Enter Time of Day Set Days of Week EEE DELIVERY OPTIONS lt Fri Lp MESSAGE OPTIONS Monday Friday ill Private EN All Days 2 m Cancel Unheard Messages Certified EN g E Individual Days 1 7 EJ Recover Deleted Messages Priority 9 Select Message Types 4 Listen 1 Send to Other Mailboxes EJ All Messages 1 Recover All EN D EN Send and Exit Hang Up Erase All EN Priority Messages Part No 550 81
23. to call out Press the QUEUE menu button when you hear busy signals and hang up When the line is available your phone rings To cancel the queue request before your phone rings Press KB When dialing the number you can press one of the following menu buttons e OUTSIDE DIR Selects the speed dial directory See page 66 e STN SPEED DIAL Selects the Station Speed Dial feature See page 56 e SYS SPEED DIAL Selects the System Speed Dial feature See page 59 e REDIAL Redials the last outside number you dialed See page 29 Axxess Model 8560 Phone and Model 8660 IP Phone User Guide 21 Receiving Outside Calls To receive an outside call EITHER Lift the handset OR Press ANSWER or the ANSWER menu button Depending on how your system is programmed you may be able to press the flashing CALL button instead Instead of answering a ringing call press one of the following menu buttons e SEND TO V MAIL Sends the call directly to your voice mailbox You will not see this option 1f you do not have a mailbox e SEND TO DEST Redirects the call to the intercom or outside number that you entered See page 28 for more information about the Redirect Call feature Emergency Calls With the telephone system you do not have to access an outside line press OUTGOING to dial an emergency number To make an emergency call Dial EB KEE EF A call is automatically placed to the preset eme
24. to the extension that the DSS button is pro grammed for by pressing the button once e You can transfer a call to the extension that the DSS button is programmed for by pressing the button once and hanging up For transferred calls that are forwarded to voice mail you will hear repeating double tones and the display will show DEST FORWARDED TO VOICE MAIL e You can visually monitor the status of the extension The DSS BLF lamps indi cate the status of the extension or feature assigned to the button These indica tions are shown in the table below If the lamp is Then Solidly lit The associated extension is busy or the associated feature is enabled Flashing slowly The extension is in Do Not Disturb Flashing rapidly The extension has a call ringing in Fluttering continuously The extension is causing a STATION OFF HOOK system alarm NOTE For the DSS buttons to work as described above your system administrator must define them as user programmable in Database Programming S lt z Q e Axxess Model 8560 Phone and Model 8660 IP Phone User Guide 63 PROGRAMMING SECONDARY EXTENSION BUTTONS With the Secondary Extension Appearances feature you can program various buttons on your phone and on the Mini DSS to indicate the call activity at a different exten sion primary phone In addition to being able to see when a call is ringing answered or on hold you can use your s
25. you left the message e LL lt o lt H LL o 34 Axxess Model 8560 Phone and Model 8660 IP Phone User Guide Retrieving Messages To retrieve a message Message button and lamp are flashing Lift the handset and press msGzg A call is automatically placed to the phone or mes sage center that left the message See the following section for information about accessing your mailbox To select the message you want to answer first 1 With the handset in the cradle press the VIEW MESSAGE menu button to view the waiting message If more than one message is waiting scroll to the desired message using the PREVIOUS or NEXT menu buttons or press the iil high or ifi low end of the Volume button 2 Press the REPLY menu button to respond to the desired message To cancel a waiting message 1 Press MsGgij or the VIEW MESSAGE menu button to view the message to be canceled 2 Press EJ or the DELETE menu button to cancel the displayed message O m M A Es m 5 Axxess Model 8560 Phone and Model 8660 IP Phone User Guide 35 e LL lt 7 o lt H 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 pressing EJ during any voice mail operation will advance you to the next step For example when lea
26. 13 Issue 8 0 September 2003 hi
27. 337777 would enter JONES Press FWD once to advance and twice to leave a space Press MUTE to backspace e Change to numeric mode Message button and lamp unlit Press the dialpad buttons to enter an extension number Press MUTE to backspace 3 Press the SEARCH menu button to begin the search f desired you can use the PREVIOUS and NEXT menu buttons or the high low end of the Volume button to move alphabetically through the directory 4 Press the CALL for IC or OUTSIDE DIRECTORIES or ACCEPT for FEA TURE DIR menu button to dial a number or feature code while it is displayed NUMBER OF TIMES BUTTON IS PRESSED BUTTON 1 2 3 4 5 6 7 8 9 10 11 ENGLISH CHARACTERS JAPANESE CHARACTERS 1 amp 1 A l U E O a 9 2 A B C i 2 KA KI KU KE KO i z 3 D E F 3 SA SHI SU SE SO u 0 4 G H l 4 TA CHI TSU TE TO e re 5 J K L or 5 NA NI NU NE NO o 6 M N 9 or 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 Ww 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 and Japanese is installed as the secondary language Axxess Model 8560 Phone and Model 8660 IP Phone User Guide 67 O o g
28. 8660 IP Phone User Guide 59 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 EITHER Press oo and dial EB EBE EB OR Press the RECORD A CALL menu button 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 g EH OR Press the CANCEL RECORDING menu button OR Hang up 60 Axxess Model 8560 Phone and Model 8660 IP Phone User Guide PAGING The Paging feature allows you to make an announcement through phone speakers or external speakers 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 below for your convenience 0 N 00 O tA 1 2 3 4 NOTE T
29. Allow one button access to calls ringing or holding at another station see page 64 NOTE Instructions for attaching the Mini DSS to your phone are included with the unit The DSS BLF and Mini DSS lamps indicate the status of the extension or feature assigned to the button These indications are shown in the table below If the lamp is Then Solidly lit The associated extension is busy or the associated feature is enabled Flashing slowly The extension is in Do Not Disturb Flashing rapidly The extension has a call ringing in Fluttering continuously The extension is causing a STATION OFF HOOK system alarm 6 Axxess Model 8560 Phone and Model 8660 IP Phone User Guide IP Phone Exceptions The Model 8660 IP Phone looks and functions almost identically to the 8560 The only exceptions are e The 8660 has additional ports on the back of the phone that are used for Internet and power connections e The Model 8660 does not support the DSS BLF unit see page 6 e The Model 8660 does not support the Off Hook Voice Announce feature see page 20 an O lt c gt e The 8660 does not support the Enhanced Speakerphone Mode feature see page 33 CAUTION Consult your system administrator and your local Inter Tel servicing company for important information about dialing emergency services from your IP Phone before you begin using it ABOUT VOICE MAIL Voice
30. Enter the optional account code If the account code is not immediately accepted press EM To set an account code for all calls placed from your phone Dial EJ EH 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 Dial EB Ell and press ER z lt Q e Axxess Model 8560 Phone and Model 8660 IP Phone User Guide 65 SCREENING CALLS NOTE This feature is available only if your telephone system is equipped with a 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 52 for details If your voice mailbox is programmed for screened calls you have the following options when you receive a transfer e Press the ACCEPT menu button or E to accept the call e Press the REPLAY menu button or EB to replay the announcement e Press the SEND TO V MAIL menu button or E to send the call to voice mail e Press the FORWARD menu button or and then enter the extension number to forward the call to another extension e Press the REFUSE menu button or to refuse the call USING THE DIRECTORIES With directories you can use your
31. If your phone has buttons located on the back to release the locking base 1 Position the bottom of the phone s base on a flat surface 2 Press both buttons on the back of the phone to disengage the base s locking mechanism 3 Tilt the phone to the desired angle 4 Release both buttons to lock the 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 12 Axxess Model 8560 Phone and Model 8660 IP Phone User Guide ADJUSTING YOUR PHONE S LCD CONTRAST Your phone has a feature that allows you to adjust the LCD contrast This feature is only available when the phone is in the idle state You can choose from eight different contrast levels by using the Volume button using the LCD menu buttons or by using the dialpad digits To adjust your phone s LCD contrast 1 With the handset in the cradle dial EJ EE 2 Adjust the contrast level of the LCD screen by one of the following methods EITHER use the Volume button Ii darker If lighter OR use the LCD menu buttons OR press a number on the dialpad 1 lightest through 8 darkest that corre sponds to your desired contrast level 3 Accept and save the contrast level by one of the following methods EITHER press i OR lift and replace the handset OR press the ACCEPT menu button on the LCD screen Q m M A Es
32. Inter Tel dealer All Inter Tel sales service and support are handled at the local level 78 Axxess Model 8560 Phone and Model 8660 IP 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 based on the software version EXTENSION NUMBERS EXTENSION NAME EXTENSION NUMBER NEW NUMBER Phone Extensions 1000 1999 Hunt Groups 2000 2299 Attendant 0 Axxess Model 8560 Phone and Model 8660 IP Phone User Guide 79 m gt z O 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 Confer
33. LSAS 3NOHd Bury oL jJejsueJ Spe useiiooH oee PIOH OL JojsueJ 9ye wejs g pIoH see deuKey uowws 66 Jenpiupu PIOH 9 ea p ds ueis s 8 JO uO jespeeH 41 JO UO piewuoa waysks voc JO uO 9eyspueH 6i wei6old jerg paeds uoneis ege uejsr dnoig ze leq peeds uoneis g jnejeg uogng eee S6E JOjIUOJA uoneis Le epueAQ qunisiq joN og EZE uono l s uo Bury 86 HO UO qinisiqqoN oq ZZE yoju sKemjy uioojeju Bury 77 ejeg puy w Aejdsig 00 suong vene 96 Kopang 40 JOJSUEJ 9SJ9A9M r uonelsinejoq r6 Buruwe6olg ajoway 6SE eDenBue 6ueuo Loe Jaoueg eBesseyy sapuimey 90 ou 1 juoS S eDessejyjepunuew soe Asngjemsuy ON J p 4lle2 99 Ieo Pallpey bee Jemsuy ON Jl preio04 D 99 epay 08 Asng pienuoy le S Ileo y p1099H 98 SIIEO Iv pr amp wio4 IED GSE ysanbay yoeqileS n nD 9 olsnyw punoj6yoeg ELE piowsseg uonelS ueJbold Z6E Jamsuy eur oyewoyny ose suoyng wesBolg 26 Ss oov eurjoneujnv 09 eoedew e oueM ed SZE Sseooy ulooJeju ogeuiny LOE abed L palay dieu y gue aynw euoydooIy PLE ysanbay djay jueby sve uals aBessayy 79 uue dn desm jueBy Gov 6ze euoug uo BSN I 9ueO aBessayy 99 1noyu 607 uaby GOW 82 427 Bs Ie9ueO eDessew 99 no 607 jueby Gov z
34. 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 36 2 Press EM to select the Personal Options Menu 3 4 Do one of the following Press Kl to record change your personal greeting e Press EB to record and or enable your primary greeting e Press EB to record and or enable your alternate greeting e Press J 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 Press EJ to accept the greeting e Press Hl to replay the greeting e Press E to add to the greeting e Press Ef to erase and re record the greeting e Press EM to exit without changing your greeting Hang up Axxess Model 8560 Phone and Model 8660 IP Phone User Guide 15 Q m O 2 gt A Es m 5 e LL lt 7 o lt H LL o Recording Your Voice Mail Directory Name Your recorded name is used to identify you in the voice mail directory and to verify your mailbox number when messages are addressed to you To change your directory name 1 oak w Access your mailbox as described on page 36 2 Press Kil to select the Personal Options Menu Press EM Your current name is played Press Kl to replay your recorded name Press El to e
35. Special button oo Depending on how your telephone system is configured you may need to press this button before you dial a feature code NOTE Because the telephone system allows customized feature buttons your phone may have been reprogrammed so that the feature buttons do not match those described in this guide 4 Axxess Model 8560 Phone and Model 8660 IP Phone User Guide LCD Menu Buttons In addition to the various feature buttons your phone contains an LCD with six differ ent lines The top two lines show call information and messages the remaining four lines display a menu which changes according to the feature you are using To select an option press the menu selection button closest to it If there is only one option on a line such as DO NOT DISTURB you can press the button on either side DISPLAY WITH SIX MENU 16 CHARACTER SELECTION LINES BUTTONS an O lt jo c gt 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
36. User Guide ABOUT YOUR PHONE Your phone has three basic types of buttons in addition to a display and a Message Indicator lamp e Dialpad buttons Allow you to enter numbers and letters e Feature buttons Provide quick access to various phone and voice mail features e Liquid Crystal Display LCD menu buttons Allow you to scroll through dis plays and make selections based on the active feature M Indicator Lam Internal Speaker omega aa p LCD With Six Ring and Voice LCD Menu 16 Character Lines Volume Control Buttons Hold Button Speaker A 12 Button Button A Dialpad Feature Buttons Handsfree Microphone Hearing Aid Compatible Underneath Edge HAC Handset NOTE This is the default configuration Your buttons may have been programmed dif ferently If you are uncertain about the configuration ask your system administrator ALSO The Model 8660 IP Phone has ports on the back of the phone for Internet and power connections Axxess Model 8560 Phone and Model 8660 IP Phone User Guide 3 an O lt Feature Button Functions x The feature buttons are designed to automate some of the commonly used fun
37. Waiting Call 22 Responding to Agent Help 71 Retrieving Messages 35 Axxess Model 8560 Phone and Model 8660 IP Phone User Guide 85 Returning feature buttons to default 62 toacall 32 to a held call 23 your phone to default 50 Reverse Transfer Call Pick Up 23 Ring Intercom Always 17 s Saving the Last Number Dialed 29 Saving Volume Levels 48 Screening Calls 66 Search Order 53 Searching in the Directories 68 Secondary Extension Buttons 64 Secondary Language 50 Selecting a Ring Tone 49 Selecting Message Order 35 Sending Calls to Voice Mail 22 Sending Messages 40 Setting account codes 65 preferences 48 remote messaging 55 Setting Up Voice Mail 12 SMDR Station Message Detail Recording 65 Software Compatibility 9 Speaker 32 Standard Account Codes 65 Station Message 18 Station Message Detail Recording SMDR 65 Station Speed Dial 56 Switching Keymaps 49 System Administrator 76 System Hold 23 System Speed Dial 59 T Terminating the ACD Agent Call 74 Timers 8 Tones Dial 8 Transferring Back to the Primary Phone 64 Transferring Calls 25 U Undeleting Messages 39 User Programmable Feature Buttons 62 Using account codes 65 defaults 50 directories 66 do not disturb mode 42 headset 31 message button 34 off hook voice announce 18 record a call 60 reminder messages 43 secondary extension buttons 64 speaker and microphone 32 voice mail messages 37 V Viewing Speed Dial Numbers 59 Voice Mail 7 76 a
38. age 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 36 2 Press El for Message Options 3 Press EM to access undelete options Your options are e Press EB 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 Kl to reply to the message Press to forward the message to another mailbox Press J to listen to the previous message O m O lt gt A Es m 5 Press KM to play the message envelope Press KB to listen to the next message Press to recover the message Press to purge the message from your mailbox Press EB to recover all of your deleted messages and store them as saved messages e Press Ef to erase all of your deleted messages 4 Hang up Axxess Model 8560 Phone and Model 8660 IP Phone User Guide 39 e LL lt 2 o lt LL o Sending Messages To send a message 1 9 N 7 Access your mailbox as described on page 36 Press ER Dial the desired mailbox number or group list number Press E to accept the subscribers name Record your
39. ansfers Press E to select screened transfers e Press El to select announce only transfers e Press EM to return to the Personal Options Menu without making changes Hang up 52 Axxess Model 8560 Phone and Model 8660 IP Phone User Guide Programming a Fax Destination NOTE This feature is available only in software versions 5 1 and later 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 36 2 Press J to select the Personal Options Menu Press Kl for More Options Press EE Enter the number of your fax destination followed by ER EITHER Press E to accept the number OR Press E to erase and re enter the number oa amp 7 Hang up Changing the Message Search Order NOTE This feature is available only in software versions 5 2 and later When more than one message is left in your voice mailbox you can change the order in which you retrieve your messages 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 36 2 Press J to select the Personal Options Menu 5 Press N for more options Press El for the Message Search Order Press Hl to change the search order for new messages or press Ell to change the search order for s
40. ary button is flashing i e a call is ringing at the primary phone you can press EJ before pressing the flashing button 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 have answered it on your phone e To transfer to hold Press the secondary extension button announce the call if desired and then hang up e To transfer to ring Press TRANSFER and then the secondary extension button You can announce the call if desired before hanging up to complete the transfer 64 Axxess Model 8560 Phone and Model 8660 IP 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 EER EB KR 2
41. ast Number Dialed feature if enabled EITHER With or without the handset lifted press REDIAL A line is selected automat ically and the number is dialed OR With or without the handset lifted press the OUTGOING or OUTSIDE CALL menu button and then the REDIAL menu button The number is dialed To use the Last Number Saved feature if enabled e 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 After selecting a line press REDIAL The number is dialed NOTE If there is no redial number available the display shows NO NUMBER TO DIAL Axxess Model 8560 Phone and Model 8660 IP Phone User Guide 29 O m si gt A Es m DISPLAYING INFORMATION ON YOUR PHONE Your 8560 8660 Phone has two lines of display where you can view information such as the date and time or the outside party s name number Date Time Name and Extension Number You can temporarily display the system date and time your user name and your extension number at any time To show the date and time display while on a call in DND etc Press Oo and dial ES KJ Outside Party s Name Number NOTE This feature is available only in software versions 4 4 and later If you are currently connected to an outside caller with Caller ID you can toggl
42. at any phone that has a flashing button for the call including the phone that placed it on hold NOTE You cannot place intercom calls on system hold To place a call on Individual Hold 1 Press amp or the HOLD menu button 2 Hang up or place another call To place an outside call on System Hold 1 Press oo and dial E 2 Hang up or place another call To return to a call that is on hold Lift the handset and press the flashing button O m lt gt A Es m 5 Axxess Model 8560 Phone and Model 8660 IP Phone User Guide 23 e LL lt o lt H LL 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 While on the first call press CNF j or the CNF menu button to put the call on hold 2 Place another intercom or outside call Press cNF 3 or the CNF menu button to place the call on hold If necessary repeat this step to place one more call on hold Press CNF or the CONNECT TO CONFERENCE menu button to join all of the calls together in the conference During the conference call you can do the following To place the conference on hold Press the HOLD menu button This places the conference on hold without disconnecting the parties To return to the conference press
43. ator Lamp cee eee ees 6 lt DSS BLF and Mini DSS 6 IP Phone Exceptions 2 l eee eee eee m n 7 About Voice Mail 00000 cece eee Rn 7 What You See and Hear 8 Software Compatibility 9 Axxess Model 8560 Phone and Model 8660 IP Phone User Guide 1 WELCOME The Model 8560 Phone and Model 8660 Internet Protocol IP Phone provide access to several features each of which is described in this guide Because the phones look and function similarly see page 7 for exceptions the instructions for how to use the features are combined in this user guide The About This Guide section below lists the different sections in this user guide and describes the type of information you can find there If you need to access information quickly refer to the Quick Reference Guide attached to the front of this guide You can also tear out the pocket guide to keep as a handy reference for features you are likely to use while away from the office Remote Feature Access and Voice Mail ABOUT THIS GUIDE gt lt x 2 o gt o e This guide contains instructions for using the 8560 Phone and 8660 IP Phone on the Inter Tel Axxess telephone and voice mail systems To help you find information more quickly this guide is divided into four separate sections as indicated by the tabs These s
44. aved messages You have the following options ord z Q e e Press to retrieve the earliest received messages first First In First Out Press EB to retrieve the latest received messages first Last In First Out e Press EM to return to the Personal Options Menu without making changes 6 Hang up Axxess Model 8560 Phone and Model 8660 IP Phone User Guide 53 O o gt 9 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 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 compl
45. cNF Sil To drop out of the conference Press cNF 3 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 the ADD PARTY menu button This leaves the conference parties con nected b Place a call to the party to be added to the conference c EITHER Press CNF 3 twice OR Press CNF once and then press CONNECT TO CONFERENCE You and the new party are added to the conference To end the conference and place all parties on individual hold Press cNF lij and then press to place all of the parties on individual hold You can then speak to one party at a time by pressing wora flashing button To mute your microphone Press MUTE or the MUTE menu button This turns your microphone on or off during the conference If mute is enabled you can hear the conferenced parties but they cannot hear you To transfer the conference to another extension or to voice mail Press TRANSFER or the TRANSFER CNF menu button and dial the desired extension number Then hang up when you are ready to complete the transfer 24 Axxess Model 8560 Phone and Model 8660 IP Phone User Guide TRANSFERRING CALLS Although transferring calls is considered a basic function of a phone your Model 8560 8660 Phone has many advanced options for this feature With
46. ch as changing your password Customizing voice mail prompts NOTE Because the telephone system is very flexible and programmable the proce dures for using the features might vary slightly from the descriptions in this guide If so your trainer or system administrator can tell you how your system differs and how to use the features If you are a system administrator or if you need additional information not available in this guide refer to the Administrator s Guide part number 550 8001 Mm ra lo o z z r2 lt m 76 Axxess Model 8560 Phone and Model 8660 IP Phone User Guide FREQUENTLY ASKED QUESTIONS FAQs Q1 A1 Q2 Q3 A3 Q4 A4 Q5 A5 Q6 A6 Q7 A7 This section includes some of the most frequently asked questions If you have prob lems with your phone or voice mailbox refer to this section before you contact your system administrator or your local Inter Tel dealer 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 56 How do 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
47. croll through the messages 3 If desired customize the second display line by dialing the desired numbers or letters as described below e Remain in numeric mode Message button and lamp unlit Press the dialpad buttons to dial the desired numbers Press EM for a hyphen EM for a colon FWD to leave a space or MUTE to backspace e Change to alphanumeric mode Message button and lamp lit Press MsG J or the USE ALPHA MODE menu button and then press the dialpad buttons to enter the desired characters Refer to the chart below The number of times a button is pressed determines which character is entered For example 33377744432999 enters FRIDAY When adjoining characters are located under the same button press FWD once to advance to the next character For example 6 Fwp J 666 Fwp 6632999 enters MONDAY Note that letters correspond to the letters printed on the buttons Press Fwp 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 EITHER Press DND Jj OR Press the DND menu button and then the DND OFF menu button O m si gt A Es m 5 NUMBER OF TIMES BUTTON IS PRESSED BUTTON 1 2 3 4 5 6 7 8 9 10 11 ENGLISH CHARACTERS JAPANESE CHARACTERS 1
48. ctions mx such as dialing an outside number Each of these is described in the table below 2 BUTTON IF YOU YOU CAN PG 0 ANSWER Press ANSWER Answer a call 19 22 a OUTGOING Press OUTGOING and dial the number Place an outgoing call 21 Press an unlit CALL J button or the flashing Select an outside line or answer a 21 22 L CALL button call IC I Press C Access an intercom call 19 DND Press unlit or lit DND Enable disable Do Not Disturb mode 42 CNF Press CNF and dial the numbers you Place a conference call 24 would like to add to the conference v Press VJ International Hold Symbol Put a call on hold 23 TRANSFER Press TRANSFER and dial the destination Transfer a call 25 number SYS SPDLI Press sYS SPDL View or access System Speed Dial 59 numbers STN SPDLI Press STN SPDL View or access Speed Dial numbers 56 PAGE Press PAGE Choose a page zone to place a page 61 REDIAL Press REDIAL Redial a telephone number or save 29 the last number dialed a Press d and hang up Put a call on the speaker 32 MSG I Press MSG Leave or listen to a message 34 MUTE Press MUTE Mute the microphone 32 FWD Press FWD and dial the destination num Forward calls to the specified num 27 ber ber rT D Press the high or low end of the Volume but Adjust volume during a call 48 ton In addition to the buttons identified in the preceding table your phone has a
49. d INTER TZL Axxess Model 8560 Phone and Model 8660 IP Phone User Guide MopEL 8000 SERIES PHONES 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 d Speaker or ANSWER to respond handsfree OR Press the flashing Intercom button PLACING AN OUTSIDE CALL 1 With or without the handset lifted press OUTGOING 2 Dial the desired number If 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 EJ EB Kll to automatically place a call to the system s programmed emer gency number usually 911 You do not have to press OUTGOING first CAUTION
50. dministrator 76 directory name 16 message envelope 51 messages 18 options 51 password 51 Voice Mail Messages 37 listening to 37 sending 40 undeleting 39 Voice Processor 7 Volume Levels 48 W Waiting Calls 22 What the Administrators Can Do for You 76 What You See and Hear 8 Working in Hunt Groups 72 Wrap Up Timer 74 Z Zones Page 61 86 Axxess Model 8560 Phone and Model 8660 IP Phone User Guide VoicE MAIL FLOWCHART NOTE At any menu level you can press to cancel or return to the previous menu or press EM to accept gt LISTENING TO MESSAGES ACCESSING YOUR MAILBOX PERSONAL OPTIONS While the message is playing EITHER Press the Mes d aiii sage button to respond to a Back Up EN message from voice mail Record Greeting EN Paida EN OR Call the voice mail Primary Greeting EW extension number press Move Forward EE E and enter your mailbox Alternate Greeting II number i Lower the Volume 4 Enter your password and System Greeting E EH Al R dina Opti Play the Envelope then EF so see Recording Options Record Directory Name EN Increase the Volume Gi See Recording Options Save the Message SUBSCRIBER MAILBOX MENU Record Password EE Delete the Message EN Listen to New Message Change Envelope Settings EJ Skip to the End ES Send A Message Time and Date EN Listen to Saved Messages Message Source E After the message Replay
51. e between displaying the caller s name and number To show the outside party s name Press Oo and dial EE e LL lt 7 o lt H LL o NOTE If there is no outside party name available the display shows CANNOT ACCESS FEATURE 30 Axxess Model 8560 Phone and Model 8660 IP 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 the cradle dial EJ EE EJ Headset On feature code or dial Headset On Off feature code The display shows HEADSET MODE ON NOTE If using a headset press d 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 IPE Headset Off feature code or dial Headset On Off feature code The display shows HEADSET MODE OFF fa m si gt A Es m 5 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 tran
52. e To log into ACD hunt groups using Agent IDs Enter your Agent ID The display shows AGENT LOGGED INTO ALL ACDS You are logged into the ACD hunt group using Agent IDs 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 z lt Q e e To log into one or more ACD hunt groups that do not use Agent IDs Press EE 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 Axxess Model 8560 Phone and Model 8660 IP Phone User Guide 73 O o 2 9 When you log in to a group you may be automatically connected to a call after you hear a short ring burst If the ACD Agent ID Automatic Connect option is enabled for your hunt group and you are using a headset you will be automatically connected If this option is not enabled for your hunt group the call will ring until you answer it or until it times out to another extension NOTE Even if the ACD Agent ID Automatic Con
53. e awu u ea eee Rex urs a a ee ee Redialing a Number 2 0 0 cece eee hh m mn Displaying Information on Your Phone Using a Headset iii yu aus cr Gia tees a RR Gia aaa Rom Seca cm RR IURATI Using the Speaker and Microphone lees n NO SONIAOW Using the Message Button 0 cece n nnn Accessing Your Mailbox seen RR IRI HII n Using Voice Mail Messages 00 0 c cece IRI III I A Using Do Not Disturb Mode lee RR nn Using Reminder Messages s sees n nn MOVING ON xiu in cnm oce ces nm RO RR ee mr uc FR E RR Rub e cac es lugere M PEE Setting Preferences esi sc s lue Bae eda VARA eee be eee eke ERR Speed Dialing uu is ses assays xh es aera hdi opa ede a OR on cech n a ice acacia Ge ara Bas Using Record A Call sseeeeeeeee Rh hh hh Paging eenaa aa aaa a aan a a E aya mesial win amia ka qual aa hka wad aa aha Performing a Hookflash During a Call 62 AYOW ONINYVAT Inter Tel Inc September 2003 printed in US i CONTENTS PAGE Programming Your Feature Buttons 0 0 0 cece eee 62 Programming Direct Station Selection Buttons 63 Programming Secondary Extension Buttons 64 Using Account Codes oco la ee np ex eek OE n Eo ona mg e 65 Screening Calls usus usu rx rre de ee PR RR RO ewes 66 Using the Directories
54. e eb er dox It dde 21 e Emergency Calle 2 R RR RE sua iR Go eee ee 22 u Call Waiting sepe xp dace ss saq a aksa h Ron S CUR RR Ra Re 22 m Placing Calls On Hold 2 2sscece n rr meme e 23 z Placing Conference Calls a 24 oO QO Transferring Calls 1 241 nme dr sa xa en ee ees 25 To Another Extension u sassa eee ee eden 25 gt To Voice Mail Peon eee ree rene cer ee ner te reneere vanes 25 a To an Outside Number 25 m Using Reverse Transfer 0 00 cece e eee eee eee eee 26 9 Forwarding Calls u aa sawu susuwa eee eee 27 Manual Call Forwarding 27 Automatic System Forwarding 28 Redirect Gallsu 3 ss usursa OREL AER a S ee dee eles 28 Redialing a Number 0 00 e cece eee eee n 29 Displaying Information on Your Phone 30 Date Time Name and Extension Number 30 Outside Partys Name Number 30 Using a Headset 0 0 cece n 31 Using the Speaker and Microphone 32 Mute Button iol teria ceist ee nee e eee ee 32 Group Listen Using the Speaker 32 Enhanced Speakerphone Mode 33 Using the Message Button 34 Leaving MeSSage S 22 ees eek ee kee ee 34 Retrieving Message
55. e in the system to log in o o 2 9 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 72 Axxess Model 8560 Phone and Model 8660 IP 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 EJ El EJ and enter your Agent ID if neces sary The display shows AGENT LOGGED IN TO ALL ACDS and you hear a con firmation tone NOTE This feature code acts as a toggle If you were already logged in the display shows AGENT LOGGED OUT OF ALL ACDS and you hear a confirmation tone To log in to one or more hunt groups using the ACD Agent Login feature code 1 With or without the handset lifted dial EB EG The display shows AGENT LOGIN ACD NUMBER 2 EITHER Enter the desired ACD hunt group number OR Press EJ to log in to all of your ACD hunt groups at once The display shows AGENT LOGIN AGENT ID NOTE If you entered an invalid hunt group number the display shows NOT AN ACD HUNT GROUP and you hear repeating tones 3 Do one of the following
56. e installer or system administrator must program your phone to receive Off Hook Voice Announce Calls ALSO This feature is not available on the 8660 Phone 20 Axxess Model 8560 Phone and Model 8660 IP 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 or the OUTGOING menu button 2 Dial the desired number NOTE If you see a request for an account code and hear a single beep you must dial an account code before you can place your call see page 65 Depending on how your system is programmed you may be able to use one of the following methods to select an outgoing line instead of pressing the OUTGOING button e Dial the Outgoing Call feature code default is 8 e Press an unlit CALL I button if you have one e Dial a Select Line Group feature code defaults are 92001 92208 but may differ depending on the software version e Dial the Automatic Route Selection ARS feature code default is 92000 but may differ depending on the software version O m si gt A Es m 5 To request a callback queue on to the line if all outgoing lines are busy when you try
57. econdary extension button to answer a call that is ringing at the primary phone Your phone may also be programmed to ring automatically when a given number of calls are waiting at the primary phone ask your system administrator There are two possible types of secondary extension buttons programmable and non programmable If you have a non programmable secondary extension button only the system administrator can change the associated extension If you have a programma ble button you can change the extension as described below NOTE You can only assign the extension for a secondary extension button You can not create or change the secondary extension button e g make it a feature button To display the current secondary extension button assignment s 1 With the handset in the cradle dial EB iG 2 Press the secondary extension button s you want displayed To assign a primary phone to a secondary extension button if enabled 1 With the handset in the cradle dial EB EA 2 Press the secondary extension button and dial the desired extension number Once programmed you can use your secondary button as follows e You can press your flashing secondary extension button to answer a call that is ringing or holding on any CALL button at the primary phone e You can press your unlit secondary extension button to place an intercom call to the primary phone O o gt 9 NOTE If the second
58. ections 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 Questions FAQs 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 a list of default feature codes see page 79 an index see page 83 and a voice mail flowchart see page 87 for easy reference NOTE Because the telephone system is very flexible and programmable the proce dures for using the features might vary slightly from the descriptions in this guide If so your trainer or system administrator can tell you how your system differs and how to use the features 2 Axxess Model 8560 Phone and Model 8660 IP Phone
59. edicated 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 31 The optional Mini DSS will not work The TRANSFER ANSWER OUTGOING SYSSPDL and REDIAL lamps will not light The 8560 and 8660 Phones are not supported by software versions 3 0 and earlier NOTE This information about compatibility applies to phones programmed to use the default button locations Your buttons may have been programmed differently If you are uncertain about the configuration ask your system administrator Axxess Model 8560 Phone and Model 8660 IP Phone User Guide 9 an O lt ie c gt gt lt x 2 o gt o e LL 10 Axxess Model 8560 Phone and Model 8660 IP Phone User Guide SECTION CONTENTS PAGE Introduction Lus i eee eee ER XR EE Paes Bee de m S 12 Adjusting Your Phone s Viewing Angle 12 Adjusting Your Phone s LCD Contrast 13 Setting Up Voice Mail 0 0c cee eee 14 Initializing Your MailboX 14 Recording Your Personal Greetings 15 Recording Your Voice Mail Directory Name 16 Making and Receiving Calls llle een 17 Intercom Calls L l sss asss saq sa I 17 Outside Calls u iuis rptu paene gene e
60. ence 5 Change Language 301 Data 340 Default Station 394 Directory 307 Display Time And Date 300 Do Not Disturb 370 Do Not Disturb Cancel 371 Do Not Disturb On Off 372 Do Not Disturb Override 373 Enhanced Speakerphone Enable 310 Feature Button Default 395 Group Listen 312 Handsfree On Off 319 Headset On 315 Headset Off 316 Headset On Off 317 wi Hold Individual 336 ra Hold System 335 Hookflash 330 Hunt Group Remove 322 Hunt Group Replace 323 Hunt Group Remove Replace 324 Z LCD Contrast Control 303 lt Message 365 Message Cancel Message Left 366 Message Cancel Message On Phone 368 80 Axxess Model 8560 Phone and Model 8660 IP Phone User Guide GENERAL FEATURE CODES CONTINUED FEATURE NAME FEATURE CODE NEW CODE Message Silent Message 367 Microphone Mute On Off 314 Page 7 Page Receive On Off 325 Program Baud Rate 393 Program Buttons 397 Program Station Password 392 Queue Callback Request 6 Record A Call 385 Redial 380 Redirect Call 331 Reminder Message 305 Reminder Message Cancel 306 Remote Programming 359 Reverse Transfer Call Pick Up 4 Review Buttons 396 Ring Intercom Always On Off 377 Ring Tone Selection 398 Routing Off 304 Station Speed Dial 382 Station Speed Dial Programming 383 System Forward Enable 352 System Forward Disable 353 System Forward On Off 354 System Speed
61. er provided by your system administrator If required enter your password OR Use any phone on the system 2 Enter EB Gi ER Enter your extension number 4 Enter your password followed by EM You can now use any of the following fea tures e To change the station password using Remote Programming a Enter KB EE ER b Enter the new password followed by ER c Enter the new password again for verification followed by ER To turn on DND a Enter KA b Enter the message number 01 20 and the optional second line message text To turn off DND Enter ER To turn on Call Forward a Enter one of the following Call Forward feature codes All Calls EB EB E If No Answer EB F546 dro NT ES E If No Answer or Busy EB E3 Ell b Enter an extension number or enter an outside line access code followed by a telephone number To turn off Call Forward Enter ER EBR ER 5 Hang up o o gt 9 70 Axxess Model 8560 Phone and Model 8660 IP 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
62. er and your personal password if programmed Then press ER NOTE If you do not have a password just press EJ See page 51 for information on programming passwords 36 Axxess Model 8560 Phone and Model 8660 IP 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 36 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 Press EM to skip to the end of the recording e Press to back up Press KM to pause Then press any button to continue Press KE to skip ahead Press EJ or L to lower the volume Press Ei to play the message envelope Press EB or to raise the volume e Press Kl to save the new message in your mailbox e Press EB to delete the message from your mailbox O m M A Es m 5 Axxess Model 8560 Phone and Model 8660 IP Phone User Guide 37 4 When the message has finished playing you have the following options Press Hl to replay the message from the beginning e Press EB to reply to the message If you are using version 5 1 or later soft ware you have the following options earl
63. ers Hunt Group 72 Menu Buttons 5 Message button 34 count 36 envelope 51 indicator lamp 6 notification 55 search order 53 Messages recovering deleted 39 using reminder 44 Messaging Remote 36 Microphone 24 32 Mini DSS 6 Multilingual Capability 50 Mute Button 24 32 Muting the Microphone 24 N Non Handsfree Calls 19 Number of Messages 36 Numeric Mode 8 67 O Off Hook 8 Off Hook Voice Announce 18 On Hook 8 Outside calls 21 directory 21 Outside Party s Name Number 30 P Paging 61 Parking 21 Passwords 51 Performing a Directory Search 68 Phone Configuration 48 Phone Directory 66 Placing calls on hold 23 conference calls 24 intercom calls 17 non handsfree call 17 outside calls 21 Primary Greeting 15 Primary Language 50 Programming date and time notification 55 Direct Station Selection buttons 63 fax destination 53 feature buttons 62 remote feature access 69 remote messaging 54 secondary extension buttons 63 station speed dial numbers 56 Q Queueing on the Line 21 R Receiving intercom calls 19 off hook voice announce 20 outside calls 22 Record A Call 60 Recording Personal Greetings 15 Recording Voice Mail Directory Name 16 Recovering Deleted Messages 39 Red Lamps 6 8 Redialing a Number 29 Redirect Calls 28 Reminder Messages 44 Remote Access Password 69 Remote Feature Access 70 Remote Messaging 36 Requesting acallback 18 21 areminder message 45 Agent Help 71 Responding to a
64. ersonal Options Menu Press EE to disable the entire envelope and return to the Personal Options Menu Press EB or to return to the Personal Options Menu Hang up Axxess Model 8560 Phone and Model 8660 IP Phone User Guide 51 z lt Q e O o 2 9 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 66 To change your transfer method if allowed 1 2 3 Access your mailbox as described on page 36 Press El to select the Personal Options Menu Press Kl 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 tr
65. eted 54 Axxess Model 8560 Phone and Model 8660 IP Phone User Guide To set up remote messaging 1 Access your mailbox as described on page 36 2 Press E to select the Personal Options Menu If using version 5 0 or earlier software skip this step 3 Press E NOTE This option is not available if you do not have Remote Messaging enabled 4 Press Kl to set up a primary cascade or press El 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 set up or change an extension or telephone number Press KM Then press Kl for an extension number or press El for an outside number Then enter the number To set up or change a pager number Press KM Then enter the number To enable or disable the cascade level Press KM You cannot enable the level until a notification number is programmed 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 and two digits for the minutes e g 0915 9 15 If entering the time in 12 hour format you are prompted to press for AM or El 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 o
66. gether in the conference CHANGING VOLUME LEVELS Press the ii high or if low end of the Volume button To save your change EITHER Press both ends of the Volume button at the same time OR Press the middle of the Volume button ACCESSING YOUR VOICE MAILBOX If your MSG button is lit and you have a message from voice mail 1 Lift the handset or press q 2 Press MsG38 3 Enter your personal password and press ER If your MSG button is not lit access your mailbox as follows 1 Dialthe 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 ER LISTENING TO VOICE MAIL MESSAGES 1 Access your mailbox as described on page 3 2 Press Kl to listen to your new messages While you are listening to a mes sage you can use the following options Press EJ to skip to the end of the recording Press Kll to back up Press El to pause Press any button to continue Press Kl to skip ahead Press El to lower the volume Press Ell to play the message envelope Press KM to raise the volume Press E to save the new message in your mailbox Press to delete the message from your mailbox 3 When the message has finished playing you have the following options Press El to replay the message from
67. he Model 8560 8660 Phone has a PAGE J button which may be programmed to access a specific page zone If you do not know which page zone is programmed for this button ask your system administrator 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 ES ES E Making Pages To make pages 1 Press PAGE J or dial EA 2 Dial the desired zone number 0 9 3 After the tone make your announcement and hang up O lt Q e Axxess Model 8560 Phone and Model 8660 IP Phone User Guide 61 PERFORMING A HOOKFLASH DURING A CALL Certain telephone service companies may require a timed hookflash a quick hang up and release To generate a hookflash while using a line EITHER Press the FLASH menu button If the FLASH menu button is not visible press MORE until you see FLASH OR Press oo and dial EB KJ PROGRAMMING YOUR FEATURE BUTTONS Depending on how your system is programmed some of your feature buttons may be user programmable If so you can program them with any of the feature codes listed in the back of this user guide or with extension numbers The buttons on the Mini DSS can also be programmed as feature buttons In additi
68. he name e Press EN to replay the name you just recorded e Press Zl to add to your name e Press EB 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 EB if desired 14 Axxess Model 8560 Phone and Model 8660 IP Phone User Guide 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 is 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 Jl to return to the operator The following are some sample greetings to help you plan your message Primary Greeting Hello this is I am either on another line or away from my desk and cannot take your call at this time If you need to speak to someone immediately please dial zero now Otherwise 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
69. ide numbers if your phone is programmed to allow this To forward calls 1 Press FWD and then press one of the following menu buttons e ALL All incoming calls are forwarded without ringing at your phone e NO ANSWER All incoming calls are forwarded if they are not answered before a timer expires NOTE You cannot adjust this timer Only the installer or system administrator can e BUSY When your phone is busy all incoming calls are forwarded without ringing at your phone e NO ANSWER BUSY All incoming calls are forwarded 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 a Press the OUTSIDE PHONE menu button b Dial a telephone number or press the OUTSIDE DIR menu button to look up and select a number See page 66 for more information on direc tories e To forward to an extension number Dial the extension number OR press the IC DIRECTORY menu button to look up and select a number e To forward to your voice mailbox Press the VOICE MAIL menu button e To forward to your message center Press the MESSAGE CENTER menu button To cancel any call forward request EITHER Press FWD gj and then press the FWD OFF menu button OR Dial any one of the feature codes listed above and then press d Axxess Model 8560 Phone and Model 8660 IP Phone User Guide 27 Q m lt gt
70. ier 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 ER 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 Kl 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 e LL lt 2 o lt LL o e Press KE to forward a copy of the message to another subscriber If you want to include an introduction press KM If not press E to forward the message without additional comments e Press to listen to the previous message Press El to play the introductory message envelope see page 47 for infor mation on envelope options Press KM to listen to the next message e Press Kl to save the new message in your mailbox e Press J to delete the message from your mailbox 5 Hang up 38 Axxess Model 8560 Phone and Model 8660 IP Phone User Guide Undeleting Messages NOTE This feature is available only in software versions 5 1 and later If you accidently delete a voice mail mess
71. is automati cally muted so that the supervisor cannot be heard unless he or she presses MUTE J 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 Kl 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 AGENT HELP REJECTED To respond to an Agent Help request at a display phone When you receive an Agent Help request your display shows name REQUESTS HELP You can do one of the following e To accept the call Answer as usual Your microphone is muted and you cannot be heard by either party unless you press MUTE e To reject the call Press the REJECT HELP menu button z e z Q Axxess Model 8560 Phone and Model 8660 IP Phone U
72. is feature is available only in software versions 5 1 and later 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 6 Access your mailbox as described on page 36 While listening to the voice mail main menu press EE 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 Hl to replay the message Press EB to add to the message e Press EB to forward the message to another mailbox e Press EB to listen to the previous message Press Hl to play the message envelope e Press Gl to listen to the next message e Press E to save the message in your mailbox e Press EB to delete the message Hang up Axxess Model 8560 Phone and Model 8660 IP Phone User Guide 41 O m M A Es m 5 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 me
73. l 8660 IP Phone User Guide 45 e LL lt o lt LL o 46 Axxess Model 8560 Phone and Model 8660 IP Phone User Guide Moving On SECTION CONTENTS PAGE Ligorio oa u uu uy aa Thai ua Tsuna Re asda Gara 48 Setting Preferences a 1 48 Phone Configuration llle 48 Voice Mail Options lisse 51 Speed Dialing 1 qusay e x rm scene gus eee 56 Station Speed Dial sisaqa assqa asss qas saa 56 System Speed Dial 59 Using Record A Call 60 PAGING uu aut cdi abd a sa achats uie Rod a aaa Grose haven 61 Enabling Paging sae ee See ered guaca 61 Making Pages 61 Performing a Hookflash During a Call 62 Programming Your Feature Buttons 62 Programming Direct Station Selection Buttons 63 Programming Secondary Extension Buttons 64 Using Account Codes 65 Screening Calls eee rangi eski w eu kis ee nx ee ee 66 Using the Directories 0 cece BB 66 Phone Directory u uu l a usss ars sipasku awka en 66 Voice Mail Directory 68 Programming Remote Feature Access 69 Remote Access Password 69 Remote Feature Access
74. llowed Press EE to hear the next name in the directory Press E and spell a new name to search for a different name Press Ell to switch the first last name sort order 68 Axxess Model 8560 Phone and Model 8660 IP 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 EB EE ER 2 Enter your current password followed by ER NOTE Your extension number is your password at default 3 Enter the new password followed by EB You hear a confirmation tone 4 Enter the new password again for verification followed by EG You hear a confir mation tone To change the station password using remote programming see the next page Axxess Model 8560 Phone and Model 8660 IP Phone User Guide 69 z lt Q e Remote Feature Access To access your phone from another phone 1 EITHER Call your Direct Inward System Access DISA numb
75. ls 55 do not disturb 43 enhanced speakerphone 33 group listen feature 32 hunt group calls 72 paging 61 record a call 60 system forwarding 28 Ending a Conference Call 24 Ending an ACD Hunt Group Call 74 Enhanced Speakerphone Mode 33 Entering Account Codes 65 Erasing Station Speed Dial Numbers 58 Exiting a Conference 24 F Fax Destination Number 53 Feature Button Functions 4 Feature Buttons 3 Features agent help 71 group listen 32 hold 23 last number dialed saved 29 record a call 60 reverse transfer call pick up 26 ring intercom always 17 Forced Account Codes 65 Frequently Asked Questions FAQs 77 Full Mailbox 36 G Generating a Hookflash 62 Green Lamps 6 8 Greetings 15 Group Listen Using the Speaker 32 H Handsfree Mode 8 Hold 24 Hookflash 62 Hunt Group Calls Enabled Disabled 72 Hunt Groups 73 Individual Hold 23 Initializing Your Mailbox 14 Intercom Calls 17 Introduction 48 IP Internet Protocol Phone Exceptions 7 K Keymaps 49 L Lamps 6 8 Language 50 Last Number Dialed Saved 29 84 Axxess Model 8560 Phone and Model 8660 IP Phone User Guide LCD Contrast 13 LCD Menu Buttons 5 Leaving Messages 34 Liquid Crystal Display LCD Menu buttons 3 Listening to Messages 37 Logging In and Out of ACD Hunt Groups 73 Mailbox Almost Full Full 36 Making an Emergency Call 22 Making and Receiving Calls 17 Making Calls 17 21 Making Pages 61 Manual Call Forwarding 27 Memb
76. message after the tone While recording you have the following options e Press EB to pause while recording Then press any button to continue e Press Ell to erase and re record your message When finished recording hang up or press EB to access the following options e Press EM to send the message and return to the voice mail options Press to replay your message e Press EM to add to your message e Press KM to erase and re record your message e Press EB 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 J 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 EB 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 Press EB and enter another mailbox number to send the message to another destination Press to exit and return to voice mail options Hang up 40 Axxess Model 8560 Phone and Model 8660 IP Phone User Guide Canceling Unheard Messages NOTE Th
77. messages 41 Cascade Levels 54 Changing call screening transfer method 52 directory name 16 fax destination number 53 keymaps 49 language 50 message envelope 51 message search order 53 personal greeting 15 remote feature access password 70 transfer method 52 voice mail message envelope 51 voice mailbox password 51 volume levels 48 Clearing Reminder Messages 45 Compatibility 9 Conference Calls 24 Connecting a Headset 31 D Date Time Name and Extension Number 30 Default Feature Codes 79 Defaults 50 62 Deleting Station Speed Dial Numbers 58 Dial Tones 8 Dialing Options 21 Dialing Speed Dial Numbers 59 Dialpad Buttons 3 Direct Station Selection Busy Lamp Field 6 63 Axxess Model 8560 Phone and Model 8660 IP Phone User Guide 83 Directories name 16 outside 21 phone 66 search 68 using 66 voice mail 68 Disabling account codes 65 automatic call answer 50 background music 49 call forwarding 70 cascade levels 55 do not disturb 70 group listen feature 32 hunt group calls 72 paging 61 record a call 60 system forwarding 28 Disconnecting a Headset 31 Displaying date and time 30 feature buttons 62 information 30 outside party s name 30 secondary extension buttons 64 speed dial numbers 58 Displays LCD 5 Distributing Calls 72 Do Not Disturb 70 Dropping Out of a Conference 24 DSS BLF 6 E Emergency Calls 22 Enabling automatic call answer 50 background music 49 call forwarding 70 cascade leve
78. nd of the Volume button to decrease the volume To save your change EITHER Press both ends of the Volume button OR Press the middle of the Volume button O o 2 9 48 Axxess Model 8560 Phone and Model 8660 IP Phone User Guide 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 To select the type of ring tone for your phone 1 With the handset in the cradle dial EJ EER EJ 2 Do one of the following to select your ring tone EITHER Press Kl or the RINGER OFF menu button for no ringing OR Press the PREVIOUS or NEXT menu button to scroll to the desired tone OR Dial 1 9 to select a specific tone 3 When you hear the tone you want you can do any of the following EITHER Press ER OR Press the ACCEPT menu button OR Press i OR Lift and replace the handset Enabling Background Music If your telephone system is equipped with a music source you can listen to music through your speaker To enable or disable background music Dial KB KB ER Changing Keymaps Keymaps identify where feature buttons appear on your phone While all phones are programmed 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 S
79. ne of the following Press Kl for Monday Friday Press KM for all days Press KB 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 E Then press EB 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 Axxess Model 8560 Phone and Model 8660 IP Phone User Guide 55 o O e SPEED DIALING Speed dialing allows you and your system administrator to store and access fre quently dialed numbers Each number is stored in your phone Station Speed Dial or in the phone system System Speed Dial and is identified by a location number Once programmed you can quickly dial these numbers by entering a feature code and dial ing the desired location number Because the system supports both Station and System Speed Dial numbers you can have access to over 1000 stored numbers Station Speed Dial You can program and use up to ten personal speed dial numbers on your phone In addition if you have programmable feature buttons you can program them as speed dial buttons for one touch dialing To use a speed dial button you must e Store the number in a speed dial location e Program an available feature button as a speed dial button e Associate a speed dial location with the new speed dial but
80. nect 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 EJ EBR E 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 EN Ell KM One of the following dis plays will appear e If you were logged in to only one hunt group the display shows AGENT LOGGED OUT OF lt hunt group gt The procedure is complete e If you were logged in to more than one hunt group the display shows AGENT LOGOUT ACD NUMBER Dial the extension number of the desired ACD hunt group e If you were not logged in to any hunt group the display shows NOT LOGGED INTO ANY ACD GROUP 2 Hang up if off hook Ending an ACD Hunt Group Call Each time you end an ACD hunt group call a wrap up timer is started Until this timer expires you will not receive another call through any ACD hunt group You can however end the wrap up session before this timer expires as described below To terminate the ACD Agent wrap up period before the timer expires With the handset in the cradle dial EB EJ NOTE If you were not logged in to an ACD hunt group the display shows CANNOT ACCESS RESERVED FEATURE 74 Axxess Model 8560
81. 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 51 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 39 If you attempted to undelete a voice mail within this time frame but you were still unsuccessful your voice mail system may not have sufficient space pro grammed to store deleted messages Or your telephone system may not be using a software version that supports this feature the undelete feature is supported by soft ware versions 5 3 and later 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 that are allowed before the call is forwarded to voice mail How can I change the name displayed on my phone Only your system administrator can change the user names assigned to extensions How do I scroll the display screen Press i the low end of the Volume button to scroll down or Wl the high end of the Volume button to scroll up Or
82. on you can combine the feature button and Station Speed Dial functions to program a feature button to dial an outside number NOTE You cannot program secondary extension buttons as feature buttons see Pro gramming Secondary Extension Buttons on page 64 To program a user programmable feature button 1 With the handset in the cradle dial ER EA 2 Press the feature button you want to program 3 Dial the feature code or extension number you want to store under that button Refer to page 79 for default feature codes To return all feature buttons to their original default values With the handset in the cradle dial ER El To display the current feature button values 1 With the handset in the cradle dial EB KE 2 Press the feature button s you want displayed 3 Press d to exit e o 2 9 62 Axxess Model 8560 Phone and Model 8660 IP Phone User Guide PROGRAMMING DIRECT STATION SELECTION BUTTONS A button programmed as a Direct Station Selection Busy Lamp Field DSS BLF but ton provides a way to dial the associated extension with one touch In addition if the button is equipped with a lamp you can visually monitor the status of the associated extension To assign an extension to a DSS BLF button 1 With the handset in the cradle dial ENE EA 2 Press the DSS button s and dial the desired extension number Once programmed you can use your DSS button as follows e You can place an intercom call
83. ow 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 67 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 Il EH 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 feature returns volume 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 E E ES 50 Axxess Model 8560 Phone and Model 8660 IP Phone User Guide Voice Mail Options Your voice mailbox contains personal options to allow you to customize voice mail functions However before
84. peakerphone is on is lit On hook indicates that the handset is in the cradle or the speakerphone is off For example you must first go off hook to make a call but you must go on hook to end a call e If the MSG l button and the Message Indicator Lamp are lit when using a direc tory or entering a message you are in alphanumeric mode which allows you to enter letters If the MSG button and the Message Indicator Lamp are unlit you are in numeric mode and can only enter numbers and special characters 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 Axxess Model 8560 Phone and Model 8660 IP Phone User Guide SOFTWARE COMPATIBILITY Your phone is fully compatible with system software versions 7 0 and later Phones using system software versions 3 0 to 6 x have limited functionality in the following areas The STN SPDL button will not work however you can still use this feature by dial ing the Station Speed Dial feature code see page 56 The PAGE button will not work however you can still use this feature by dial ing the Page feature code see page 61 The Message Indicator lamp will not work however the Msc button will still function properly see page 34 The d
85. 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 2 o gt o e L e If you hear four fast tones or repeating fast tones you have pressed an invalid button combination tried to select a restricted line dialed a restricted or invalid number dialed too slowly between digits or waited too long before performing the next step Hang up and try again e Some Model 8560 Phones and 8660 IP Phones have red and green lamps in the feature buttons Green indicates a call is ringing holding or active on your phone Red means the call is on another phone If the buttons only light red either your phone does not have the green lamps or the system may not be pro grammed 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 configuration ask your sys tem administrator e The button lamps may be solidly lit or flashing to indicate the status of a call or feature To avoid confusion this guide uses different icons to signify that a lamp is unlit CNF TJ lit CCNF qj or flashing cNF li e Off hook means that either the handset is lifted or the s
86. phone dialpad to find names numbers and fea tures 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 num bers 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 button to access that extension or feature o o 2 9 66 Axxess Model 8560 Phone and Model 8660 IP Phone User Guide To perform a directory search using your dialpad buttons 1 If your phone is idle press the DIRECTORY menu button then press the menu button for the desired directory IC DIRECTORY OUTSIDE DIR or FEATURE DIR If placing a call choose between OUTSIDE DIR and IC DIRECTORY 2 Enter letters or numbers up to 10 characters as described below e Remain in alphanumeric mode Message button and lamp lit Press the dial pad buttons to enter the desired characters Note that letters correspond to the letters printed on dialpad buttons 2 9 The number of times a button is pressed determines which character is entered For example 77776444844 would enter SMITH When adjoining characters are located under the same button press FWD once to advance to the next character For exam ple 5666 FWD J 66
87. rase and re record your name When you hear a tone record your first and last name then press ER Do one of the following Press EJ again to accept your recorded name Press E to replay your recorded name Press El to add to your name Press KM to erase and re record your name Hang up 16 Axxess Model 8560 Phone and Model 8660 IP Phone User Guide MAKING AND RECEIVING CALLS Making and receiving calls is the basic purpose of any phone With your 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 s speaker speak after you hear a double tone If you hear continuous ringing wait for the call to be answered The phone system allows you to place a non handsfree call that will override hands free mode on the extension you are calling If you use the Ring Intercom Always fea ture to always send non handsfree calls the called party must pick up the handset to answer the call o m lt gt
88. rgency number e LL lt o lt LL o Consult your system administrator and your local Inter Tel servicing company for important information about dialing emergency services from your Model 8660 IP Phone before you begin using it Call Waiting If you receive a call while you are already on another call you will hear a call wait ing tone and or you will see a display To respond to a waiting call you hear a single tone and a button is flashing End your current call place it on hold and or use one of the following menu buttons e ANSWER Answers the ringing call If you did not place the current call on hold it is disconnected e SEND TO V MAIL Sends the call directly to your voice mailbox without inter rupting the current call You will not see this option if you do not have a mail box e IC CALL TO DND Places your phone in DND mode and blocks the call with out interrupting the current call See page 42 for more information about DND mode 22 Axxess Model 8560 Phone and Model 8660 IP 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 26 e System Hold places the call on hold in the system You can then pick up the call
89. s liess bee ta gu bee ees 35 Accessing Your Mailbox 1 0 2 000 e eee ee 36 Using Voice Mail Messages sese nn RR 37 Listening to Messages En 37 Undeleting Messages 39 Sending Messages 40 Canceling Unheard Messages 41 Using Do Not Disturb Mode 42 Using Reminder Messages 44 Axxess Model 8560 Phone and Model 8660 IP Phone User Guide 11 e LL lt 2 o lt H LL o INTRODUCTION Now that you know what your 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 mes sages and much more ADJUSTING YOUR PHONE S VIEWING ANGLE Your Model 8560 8660 Phone has an adjustable base that allows you to tilt your phone to enhance the viewing angle There are two types of bases available on the phone each of which allow you to adjust the angle of the phone Use the appropriate instructions listed below to adjust the angle of your phone If your phone has a support mechanism that fits into holes on the base 1 Position the bottom of the phone s base on a flat surface 2 Tilt the phone to the desired angle 3 Place the feet of the support mechanism in the holes on the base to secure the position of the phone
90. ser Guide 71 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 EE EB ER ACD Hunt Groups Some hunt groups use a special feature called Automatic Call Distribution ACD that distributes the hunt group calls equally among the available members These hunt group members are referred to as agents who log in to the ACD hunt group to receive calls and log out to halt ACD hunt group calls Distributing Calls Calls are distributed through an ACD hunt group based on Agent IDs or extensions as described below e Agent IDs If the hunt group is programmed to use ACD Agent IDs each agent is assigned an Agent ID number to enter during the login procedure 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 phon
91. sfer the call back to the headset before replacing the handset in the cradle Axxess Model 8560 Phone and Model 8660 IP Phone User Guide 31 USING THE SPEAKER AND MICROPHONE If you are not using a headset you can talk handsfree using your speaker and micro phone You can also use the speakerphone for on hook dialing call monitoring and background music Mute Button To mute the microphone so that you can hear the other party but they cannot hear you this does not put them on hold Press MUTE jJ or the MUTE menu button To return to the call Press MUTE M or the UNMUTE menu button Group Listen Using the Speaker With the Group Listen feature you can transmit a conversation over the speaker while you use the handset or headset to continue speaking This allows other people to hear the caller while the caller can only hear you 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 2 o lt H Lu o To turn the group listen feature on or off during a call Press oo and dial EB EB You hear a confirmation tone and the display shows GROUP LISTEN ON or GROUP LISTEN OFF The other party will not hear the confirmation tone NOTE If you are using the handset the q button lamp will remain unlit even though the speaker is on This allows you to place the call into hand
92. sfree mode at any time dur ing the call by pressing ig and hanging up If you are using a headset however the d button lamp is lit Pressing will disconnect the call 32 Axxess Model 8560 Phone and Model 8660 IP 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 ALSO This feature is not available on the 8660 Phone To enable enhanced speakerphone mode while on a call EITHER Press Oo and then Il OR Press oo and dial EE The speakerphone will return to standard mode when you end the call There will be about one second of white noise while the speakerphone circuitry is cal Ibrated to the call Both parties should avoid speaking during this white noise If the speakerphone cannot be calibrated correctly the display shows CANNOT ENABLE ENHANCED MODE 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 fa m M A Es m 5 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
93. sired telephone number If the number is busy there is no answer or the transfer is refused press the flash ing button to return to the caller Axxess Model 8560 Phone and Model 8660 IP Phone User Guide 25 O m A Es m 5 a LL lt 7 o lt H Lu o UsiNG REVERSE TRANSFER The Reverse Transfer Call Pick Up feature allows you to answer a call that is ring ing or holding at another phone For example if the attendant transfers a call to you but you have stepped away from your phone you can pick up the call using another phone To answer a call ringing or holding at another phone 1 Lift the handset and dial ER 2 Dial the extension or hunt group number see page 72 where the call is ringing or holding The call is transferred to the phone you are using and you are con nected to the caller NOTE If the Group Call Pickup feature is enabled you can pick up a call ringing at any station in a hunt group by dialing the hunt group s extension number available in versions 5 2 and later 26 Axxess Model 8560 Phone and Model 8660 IP Phone User Guide FORWARDING CALLS With the Forwarding feature you can have calls follow you e g forwarded to a cell phone or you can redirect calls to a voice mail or other extension Manual Call Forwarding Manual call forwarding allows you to send incoming calls to another extension num ber You can even forward calls to outs
94. ssage you have selected Your telephone system can have up to 20 different DND messages each of which can be changed by the system administrator installer or programmer Your trainer or sys tem administrator will give you a list of the programmed DND messages For conve nience you should update the following default list 5 DEFAULT MESSAGE NEW MESSAGE DEFAULT MESSAGE NEW MESSAGE 01 DO NOT DISTURB 11 OUT OF TOWN TIL lt 02 LEAVE A MESSAGE 12 OUT OF OFFICE x 03 IN MEETING UNTIL 13 OUT UNTIL Z 04 IN MEETING 14 WITH A CLIENT F 05 ON VACATION TIL 15 WITHA GUEST o 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 if you select 03 IN MEETING UNTIL as your first line of text you can enter 3 30 as your second line Callers will then see IN MEETING UNTIL 3 30 42 Axxess Model 8560 Phone and Model 8660 IP Phone User Guide To enable DND 1 Press DND or the DND menu button 2 EITHER Dial the two digit number corresponding to the message you want to use OR Press the SCROLL menu button and PREVIOUS or NEXT or press the t high or d low end of the Volume button to s
95. t 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 using your dialpad buttons When prompted press the buttons to enter the name The number of times a button is pressed determines which character is entered as shown below When adjoining char acters are under the same button press FWD to advance to the next character For example 5666 FWD 66337777 enters JONES NUMBER OF TIMES BUTTON IS PRESSED BUTTON 1 2 3 4 5 1 amp 1 2 A B C T 2 3 D E F 3 4 G H l 4 5 J K L or 5 6 M N Oo Norg 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 E 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 El to hear the previous name in the directory Press EM to hear additional information for the selected name if a
96. the beginning Press El to reply to the message or make a return call if enabled Press Kl to forward a copy of the message to another subscriber Press EM to listen to the previous message Press EE to play the introductory message envelope Press KM to listen to the next message Press E to save the new message in your mailbox Press IE to delete the message from your mailbox SENDING VoicE MAiL MESSAGES oak WN gt Access your mailbox as described on page 3 Press ER Dial the mailbox number where you want to leave the message Press E to accept the subscriber s name Record your message after the tone When finished hang up or press El and listen for more options soBessow Bui ee u uA pue sebessew Bul eld aye seDes SOW 0 Bulu si u uA ejqejreAe suondo eu s zu euuuuns epinb siu pisu ejqej au eoueiueAuoo Jno 104 sydujoJd 3910A YIM suondo y uBnouu no epinB IM peN 2910A seBes s uu jues pyeeuun o2ueo Jo s Bess uu ejejepun suondo eBesseu 104 EJ ssd peigeue JI uoneoynou eBesseui eyouleJ pue suondo jeuosied uie1604d o EA ss a s Bess uu pe es o ueisi o E sseud eBesseu e anes o disse seBesseu MOU 0 USI o ili ss q suondo Buiwojoj ay eAeu noA p EE 55944 pue piomssed ino 18103 2equinu xoqjlew 4no 1ejue pue JE ssad z Jjequinu uoisuejxe Ie 9IOA 24 Jeig xoqlleuui 9210A ANOA SSo22P O TIVIN 39IOA SNISf AGIND asin1v34 TIVIN 3910A CNV WA
97. 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 allows 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 18 Axxess Model 8560 Phone and Model 8660 IP Phone User Guide Receiving Intercom Calls Your phone can receive both intercom and non handsfree intercom calls If the hands free feature is enabled on your phone intercom calls are automatically answered Non handsfree intercom calls see page 17 override the handsfree option If your handsfree feature is disabled or if you receive a non handsfree intercom call you must pick up the handset or press a button to answer the call To enable or disable your phone s handsfree answering feature With the handset in the cradle dial EB EJ To receive an intercom call If the handsfree feature is enabled respond handsfree If the handsfree feature is disabled press s or IC or lift the handset for privacy To receive a non handsfree intercom call EITHER Lift the handset for privacy OR Press or IC i to answer the call NOTE You must lift the handset if the caller has the Ring Intercom Always feature enabled Q m M
98. ton NOTE You can use the Speed Dial feature even if your phone does not have pro grammable feature buttons O o 2 9 56 Axxess Model 8560 Phone and Model 8660 IP Phone User Guide Storing Station Speed Dial Numbers To store a speed dial number use the Station Speed Dial Programming feature code to program the number in a speed dial location Use the following table to list the numbers that you store in speed dial locations 0 9 0 N 00 O tA 1 2 3 4 To store a number in a Speed Dial location 1 With the handset in the cradle dial EER IE E 2 Dial the speed dial location 0 9 you want to program 3 Enter the desired name for the speed dial number as described below e Alphanumeric mode Message button and lamp lit Press the dialpad buttons to enter the desired characters Refer to the chart on page 66 The number of times a button is pressed determines which character is entered For exam ple 533266 would enter JEAN When adjoining characters are located under the same button press FWD I once to advance to the next character For example 66 FWD 6667776 would enter NORM Note that letters correspond to the letters printed on dialpad buttons 2 9 Press FWD twice to leave a space Press MUTE JJ if you need to backspace e Press the ACCEPT menu button to save the name 4 Dial the extension number or
99. ttons are programmed 1 2 3 With the handset in the cradle dial ER g Press the desired Station Speed Dial button The name and number will be dis played Press EB or d to exit To erase a Station Speed Dial name and or number 1 2 oak w With the handset in the cradle dial ES E Dial the desired location code 0 9 or press the desired Station Speed Dial but ton Press MUTE repeatedly until the name is erased Press Ei or the ACCEPT menu button to continue Press MUTE repeatedly until the number is erased Press E or the ACCEPT menu button to exit 58 Axxess Model 8560 Phone and Model 8660 IP Phone User Guide Dialing Station Speed Dial Numbers To dial a Station Speed Dial number If necessary select an outgoing line You have the following options e To use a location number Press sTN sPDL or dial EE Ell and then the desired Station Speed Dial location number 0 9 e To use a Station Speed Dial button Press the desired Station Speed Dial button System Speed Dial Your system administrator can store 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 SPD or dial EN E EE 2 Dial the location code 000 999 for the desired number 3 Press EJ or the ACCEPT menu button to dial the displayed number z e Q e Axxess Model 8560 Phone and Model
100. ving a voice mail message for another voice mail user you can press EJ 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 54 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 NOTE All of the menu options used for voice mail features are presented as numeric entries in the following instructions You can however access these options using the menu selection buttons beside the display To access your mailbox 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 numb
101. you change your voice mail options you must first initial ize your mailbox see page 14 Changing Your Mailbox Password Your password prevents unauthorized access to your mailbox To change your password 1 2 3 4 Ifyou want to have a password enter a new password using up to 12 digits a 7 Access your mailbox as described on page 36 Press E to select the Personal Options Menu Press EJ If you do not want to use a password skip this step Press EM Voice mail plays back your password if you entered one Press E to accept the password as entered or press EJ to erase and re enter your password Hang up Changing the Voice Mail Message Envelope When you receive a voice mail message voice mail plays the message in 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 and save your message envelope 1 2 3 Access your mailbox as described on page 36 Press J to select the Personal Options Menu Press EJ to select the Message Envelope Options Menu You can then do any of the following Press Hl to enable or disable the time date option Press J to enable or disable the message source option Press Ef to enable or disable the message length option Press E to enable all options and return to the P
102. your phone you can transfer to another extension voice mail or even an outside line To Another Extension 1 EITHER Press TRANSFER or the TRANSFER menu button OR Press the TRANSFER TO HOLD menu button to place the call on hold at the other phone Dial the desired extension number or press the IC DIRECTORY menu button to look up the number To transfer to your message center press the MESSAGE CENTER menu but ton 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 button to return to the caller NOTE If you are receiving a transferred call and the 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 J but ton to answer the transferred call To Voice Mail 1 2 3 Press TRANSFER or the TRANSFER menu button Press the VOICE MAIL menu button EITHER Dial the desired mailbox number and hang up OR Hang up to send the call to the voice mail menu so that the caller can select the mailbox number To an Outside Number 1 2 3 4 Wait for an answer announce the call and then hang up Press TRANSFER or the TRANSFER menu button Select an outgoing line by pressing the OUTSIDE PHONE menu button Dial the de

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