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Inter-Tel 8500 Telephone User Manual

1. BUTTON IF YOU YOU CAN PG ANSWER Press ANSWER Answer a call 18 OUTGOING Press OUTGOING and dial the number Place an outgoing call 17 CALL Press an unlit CALL button or the flash Select an outside line or answer a call 17 18 ing button Ic Press Ic J Access an intercom call 14 DND Press unlit or lit DND Enable disable Do Not Disturb mode 35 CNF Press CNF and dial the numbers you Place a conference call 20 would like to add to the conference uy Press G International Hold Symbol Put a call on hold 19 TRANSFER Press TRANSFER and dial the destination Transfer a call 21 number SYS SPDL Press SYS SPDL Access System Speed Dial numbers 48 STN SPDL Press STN SPDL Access Station Speed Dial numbers 46 PAGE Press PAGE Choose a page zone to place a page 50 REDIAL Press REDIAL Redial a telephone number or save the last 25 number dialed d Press C and hang up Put a call on the speaker 26 MSG Press MSG Leave or listen to a message 28 MUTE Press MUTE Mute the microphone 26 Press FWD D and dial the destination Forward calls to the specified number 23 FWD number Press the high or low end of the Volume Adjust volume during a call 38 Ti button In addition to the b
2. FEATURE NAME FEATURE CODE NEW CODE Account Code Following Calls 391 Account Code Optional 390 ACD Agent Log In 326 ACD Agent Log Out 327 ACD Agent Log In Out 328 ACD Agent Wrap Up Terminate 329 Agent Help Request 375 Agent Help Reject 376 Answer Ringing Call 351 Automatic Intercom Access On Off 361 Automatic Line Access On Off 360 Automatic Line Answer 350 Background Music On Off 313 Call Forward All Calls 355 Call Forward If Busy 357 Call Forward If No Answer 356 Call Forward No Answer Busy 358 Conference 5 Change Language 301 Data 340 Default Station 394 Directory 307 Do Not Disturb 370 Do Not Disturb Cancel 371 Do Not Disturb On Off 372 Do Not Disturb Override 373 Enhanced Speakerphone Enable 310 Feature Button Default 395 Group Listen 312 Handsfree On Off 319 Headset On 315 Headset Off 316 Headset On Off 317 Hold Individual 336 Hold System 335 E Hookflash 330 e Hunt Group Remove 322 Hunt Group Replace 323 o Hunt Group Remove Replace 324 2 5 Message 365 x Message Cancel Message Left 366 lt Message Cancel Message On Phone 368 zij Message Silent Message 367 68 Axxess Model 8500 Phone User Guide GENERAL FEATURE CODES CONTINUED FEATURE NAME FEATURE CODE NEW CODE Microphone Mute On Off 314 Page 7 Page Receive On Off 325 Program
3. 11 Initializing Your Mailbox 11 Recording Your Personal Greetings 12 Recording Your Voice Mail Directory Name 13 Making and ReceivingCalls 14 Intercom Calls s aige comica nee ee eae re 14 Outside Calls s Jag upan ca pee leed UA 17 e Emergency Calls 2 Kaa 18 N Call Waiting TT 18 Placing Calls On Hold 19 Placing ConferenceCalls 20 dp Transferring Calls 21 gt To Another Extension 21 a To Voice Mail 21 m To an Outside Number 21 O Using Reverse Transfer 22 ForwardingCalls 23 Manual Call Forwarding 23 Automatic System Forwarding 24 Redirect Gall Lacasa RARE RLE a ed esas 24 Redialing a Number 25 Using a Headset ii bie doh Sethe eee NANG See s 25 Using the Speaker and Microphone 26 Mute Buton esie BABAO GAN EA ukasa s WI kaqpa 2 Saya eS 26 Group Listen Using the Speaker 26 Enhanced Speakerphone Mode
4. 55 Using the Voice Mail Directory 56 Programming Remote Feature Access 57 Remote Access Password 57 Remote Feature Access AI aa 58 Requesting Agent Help e 2 59 2 Working in Hunt Groups x K x K c eee eee eee 60 Hunt Group Calls Enabled Disabled 60 la ACD Hunt Groups es y vid Gee bya RR et dad Barbe was aS 60 le z Axxess Model 8500 Phone User Guide 37 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 system has eight volume settings handset intercom handset outside call speak erphone intercom speakerphone outside call background music ringing handset intercom dial tone and speakerphone intercom dial tone NOTE To change each of these levels you must be using that feature For example if you want to change the speakerphone level for an inte
5. CHANGING VOLUME LEVELS Press the il high or W 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 9 2 Press MSG 3 Enter your personal password and press ER If your MSG U button is not lit access your mailbox as follows 1 Dial the voice mail extension number You hear the main menu 2 During or after the greeting press KY 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 EN to listen to your new messages While you are listening to a mes sage you can use the following options Press EA to skip to the end of the recording Press EN to back up Press Kl to pause Press any button to continue Press EN to skip ahead Press EN to lower the volume Press EE to play the message envelope Press EN to raise the volume Press KA to save the new message in your mailbox Press EN to delete the message from your mailbox 3 When the message has finished playing you have the following options Press EN to replay the message from the beginning Press BN to re
6. NO 9NIAOW Accessing Your Mailbox sx x e x Using Voice Mail Messages xe x x ee Using Do Not Disturb Mode sss esse x ee Using Reminder Messages xe x ee x eee MOVING NIA INTFOCUCTION AA Setting Preferences iii EA Speed Dialling AAA sane ee eee wasis w esse s Pa Bde Sees Using Record A Call egs a sn gs araw ete ee N N RR eee KNN RR RR RN es NN RR RN N ee Paging TTT Performing a Hookflash During a Call AYOW ONINYVAT Programming Your FeatureButtons Olnter Tel Inc September 2003 printed in US i CONTENTS PAGE Programming Direct Station Selection Buttons 52 Programming Secondary Extension Buttons 53 Using Account Codes ansnazanzananzananan 54 Screening Calls ii 55 Using the Voice Mail Directory nnan 56 Programming Remote Feature Access 2202 57 Requesting Agent Help 2 2 cece cece eee ene eee 59 Working in Hunt Groups x e x x cece eee nee eens 60 LEARNING MORE 06 3503 000086000 eee RR dee eda RR dew ede eee R are mae 63 Introduction iii aria A dE AA e aa A a ae 64 What the Administrators CanDoforYou 64 Frequently Asked Questions FAQS 2222 2 65 Default Feature Codes 67 INDEX feats vids A ROS A Eee ee 71 For sales service or technical support
7. 34 Axxess Model 8500 Phone User Guide USING DO NOT DISTURB MODE If you are away from your desk or if you do not want to be disturbed you can use the DND feature This halts all pages and calls to your phone except queue callbacks recalls and direct ring in calls When other users call your phone they hear a repeat ing signal of four fast tones and if they have a display phone see the DND message you have selected Your telephone system can have up to 20 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 DEFAULT MESSAGE NEW MESSAGE DEFAULT MESSAGE NEW MESSAGE 2 01 DO NOT DISTURB 11 OUT OF TOWN TIL 02 LEAVE A MESSAGE 12 OUT OF OFFICE 03 IN MEETING UNTIL 13 OUT UNTIL A 04 IN MEETING 14 WITH A CLIENT 05 ON VACATION TIL 15 WITH A GUEST 06 ON VACATION 16 UNAVAILABLE 07 CALL ME AT 17 IN CONFERENCE 08 AT THE DOCTOR 18 AWAY FROM DESK 09 ON A TRIP 19 GONE HOME 10 ON BREAK 20 OUT TO LUNCH To enable DND 1 Press DND j 2 Dial the two digit number corresponding to the message you want to use 3 Press d or lift and replace the handset To cancel DND mode Press DND R Axxe
8. 12 Axxess Model 8500 Phone User Guide Recording Your Voice Mail Directory Name Your recorded name is used to identify you in the voice mail directory and to verify your mailbox number when messages are addressed to you To change your directory name 1 Access your mailbox as described on page 29 2 Press EN to select the Personal Options Menu oak o Press B Your current name is played Press EN to replay your recorded name Press EN to erase and re record your name When you hear a tone record your first and last name then press ER Do one of the following e Press EJ again to accept your recorded name e Press EN to replay your recorded name e Press PI to add to your name e Press EN to erase and re record your name Hang up Axxess Model 8500 Phone User Guide 13 fa m o gt A m Q MAKING AND RECEIVING CALLS Making and receiving calls is the basic purpose of any phone With your Model 8500 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 Lift the handset a
9. 27 Using the Message Button 28 Leaving Messages 28 Retrieving Messages 28 Accessing Your Mailbok 29 Using Voice Mail Messages 30 Undeleting Messages 32 SendingMessages 33 Canceling Unheard Messages 34 Using Do Not Disturb Mode 35 Using Reminder Messages 36 Axxess Model 8500 Phone User Guide 9 D U lt 7 0 lt H U INTRODUCTION Now that you know what your Model 8500 Phone can do it s time to start using it In this section you ll learn how to make and receive calls transfer calls retrieve voice mail messages and much more ADJUSTING YOUR PHONE S VIEWING ANGLE Your Model 8500 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
10. To switch between keymaps when your phone is idle With the handset in the cradle dial EJ El To switch between keymaps during a call Press Co and dial EN EN KI S GQ lt z O z Axxess Model 8500 Phone User Guide 39 O 0 gt G 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 mg If this feature is enabled you are automatically connected when you go off hook If it is disabled you must first lift the handset or press 9 and then press the flashing button To enable disable this feature for ringing outside calls With the handset in the cradle dial ga KU To enable disable this feature for ringing non handsfree intercom calls With the handset in the cradle dial KI KE 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 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 voice mail prompts are played in American English unless changed as outlined below If the secondary language is Japanese and your phone is pr
11. paging 50 record a call 49 time date option 41 Disconnecting a Headset 25 Displaying Speed Dial Assignments 48 Distributing Calls 60 Do Not Disturb 35 Dropping Out of a Conference 20 E Emergency Calls 18 Enabling account codes 54 automatic call answer 40 background music 39 call forwarding 23 cascade levels 45 do not disturb 35 enhanced speakerphone 27 group listen feature 26 handsfree 14 hunt group calls 60 message envelope options 41 paging 50 record a call 49 time date options 41 Ending a Conference Call 20 Ending an ACD Hunt Group Call 62 Enhanced Speakerphone Mode 27 Entering Account Codes 54 Erasing Station Speed Dial Numbers 48 Exiting a Conference Call 20 F Fax Destination Number 43 Feature Button Functions 4 Feature Buttons 3 Features agent help 59 do not disturb 35 group listen 26 handsfree 14 hold 19 last number dialed saved 25 off hook voice announce 15 record a call 49 redial 25 redirect calls 16 reminder messages 36 reverse transfer call pick up 22 ring intercom always 14 speed dialing 46 Forced Account Codes 54 Forwarding Calls 23 manual call forwarding 23 redirecting calls 24 Frequently Asked Questions FAQs 65 Full Mailbox 29 G Generating a Hookflash 51 Green Lamps 6 Group Listen Using the Speaker 26 H Handsfree Mode 6 Headset 25 Hold 19 Hunt Group Calls Enabled Disabled 60 Hunt Groups 60 Individual Hold 19 Initializing Your Mailbox 11 Intercom Calls 14 K Ke
12. 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 button NOTE You can use the Speed Dial feature even if your phone does not have pro grammable feature buttons O G gt G 46 Axxess Model 8500 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 5 1 6 2 7 3 8 4 9 To store a number in a Speed Dial location 1 With the handset in the cradle dial El
13. feet of the support mechanism in the holes on the base to secure the position of the phone 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 10 Axxess Model 8500 Phone User Guide 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 41 for additional voice mail options Initializing Your Mailbox One of the first things you should do is initialize your mailbox This allows you to e Change the default password number to a personal password e Record a name to identify yourself in the company directory e Listen to the voice mail introduction To initialize your mailbox 1 Dial the voice mail extension number You hear the main menu NOTE If you don t know what the voice mail extension number is check with your system administrator 2 Press EN to identify yourself as a subscriber 3 Enter your mailbox numb
14. i e a call is ringing at the primary phone you can press EA 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 GQ lt z O z 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 Axxess Model 8500 Phone User Guide 53 O 0 gt G 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 E
15. 56 e Use the Station Speed Dial feature See page 46 e Use the System Speed Dial feature See page 48 e Redial the last number you dialed See page 25 Axxess Model 8500 Phone User Guide 47 Receiving Outside Calls To receive an outside call EITHER Lift the handset OR Press ANSWER Depending on how your system is programmed you may be able to press the flashing CALL button instead To redirect a ringing call to another extension or to an outside number 1 Press Oo and dial EE 2 Enter the extension or outside number to which you want to redirect the call See page 24 for more information 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 EN KN EF A call is automatically placed to the preset emergency number Call Waiting If you receive a call while you are already on another call you will hear a call wait ing tone and or you will see a lamp display D U lt 1 Oo lt U G To respond to a waiting call you hear a single tone and a button is flashing e To end the current call Hang up The waiting call rings in To place the current call on hold Press 2 Then press the flashing button to answer the waiting call e To have the caller hear DND signals Press DND See page 35 for more infor mation abo
16. Outside Calls With outside calls you can talk to people who aren t members of your phone system When you make an outside call however you must dial any area codes or long dis tance digits that your telephone company requires Placing Outside Calls To place an outside call 1 With or without the handset lifted press OUTGOING 2 Dial the desired number NOTE If you hear a single beep you must dial an account code before you can place your call see page 54 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 but ton e Dial the Outgoing Call feature code default is 8 e Press an unlit CALL button if you have one e Dial a Select Line Group feature code the defaults are 92001 92208 but may dif fer depending on the software version e Dial the Automatic Route Selection ARS feature code the default is 92000 but may differ depending on the software version G m O G gt A m Q To request a callback queue on to the line if all outgoing lines are busy when you try to call out When you hear busy signals press D and hang up When the line is available your phone rings To cancel the queue request before your phone rings Press D When dialing the number you can do one of the following e Use the speed dial directory See page
17. 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 T 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 El 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 Sf to join all of the calls together in the conference
18. 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 32 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 Why cant I hear dial tone when I pick up my handset Your phone may be in headset mode While on hook enter the Headset Off feature code EN EN MGB or the Headset On Off feature code EN EE ER Why cant I program a Station Speed Dial number to the button I want 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 Axxess Model 8500 Phone User Guide 65 m gt A G O A m Q8 Why cant I use one of the features described in this guide A8 There are a few reasons why you might not be able to access the feature Some possi ble reasons includ
19. 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 H 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 TRANSFERRING A CALL TO
20. 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 Press co and dial KI 2 Dial the extension number To redirect a call to an outside telephone number 1 Press oo and dial EN 2 Enter the outside telephone number 3 Press ER D U lt no lt E U G 24 Axxess Model 8500 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 Last Number Dialed feature if enabled With or without the handset lifted press REDIAL A line is selected automatically and the number is dialed To use the Last Number Saved feature if enabled 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 automatically 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 no
21. of the phone where you left the message Retrieving Messages To retrieve a message Message button and lamp are flashing D U lt 2 0 lt U G Lift the handset and press MSG A call is automatically placed to the phone or mes sage center that left the message See the following section for information about accessing your mailbox To cancel a waiting message Press EN IG EJ 28 Axxess Model 8500 Phone User Guide ACCESSING YOUR MAILBOX If you have a message waiting in your mailbox you must access your voice mailbox to retrieve it TIP Generally pressing EG during any voice mail operation will advance you to the next step For example when leaving a voice mail message for another voice mail user you can press EA 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 Mailbox almost full or full If your mailbox is full no new messages can be received until you delete waiting or saved messages Message count The system tells you how many messages are waiting to be heard if any and how many are priority messages Remote Messaging The s
22. 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 55 To change your transfer method if allowed 1 2 3 Access your mailbox as described on page 29 Press EN to select the Personal Options Menu Press EN for More Options f using version 5 0 or earlier software skip this step Press EN The system tells you what your current transfer method is You can then select the desired transfer method as follows e Press to select unannounced transfers e Press EN to select screened transfers e Press EN to select announce only transfers e Press E to return to the Personal Options Menu without making changes Hang up 42 Axxess Model 8500 Phone User Guide Programming a Fax Destination NOTE This feature is available only in versions 5 1 and later system software With the Inter Tel Voice Processor callers can use your mailbox to send you a fax To use this feature you must specify the des
23. ringing at your phone HK KI Call Forward If No Answer All incoming calls are forwarded if they are not answered before a timer expires NOTE Only the installer or system administrator can adjust this timer G m a o gt A m Q s HH Call Forward If Busy When your phone is busy all incoming calls are forwarded without ringing at your phone E EN Call Forward If No Answer or Busy All incoming calls are for warded if your phone is busy or if you do not answer as described above 2 Do one of the following e To forward to an outside telephone number Select an outgoing line and dial a telephone number e To forward to an extension number Dial the extension number e To forward to your message center Press MSG J To cancel any call forward request EITHER Press FWD and then 9 OR Dial any one of the feature codes listed above and then press 9 Axxess Model 8500 Phone User Guide 23 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 EN El EX Redirect Call NOTE This feature is available only with versions 5 3 and later system software The Redirect Call
24. s f40 1 3 r S y l H 9 y i 3 3 0 Z i 2 g Y Z L L 9 i L S VA Z L NOLLNG Q3SS3Yd SI NOLLNA SAWIL dO YIIWNN suajaeseyy pedjerg HOINNT OL INO OZ TY 299 NO Ob 3WOH 3NO9_ 61 dil V NO 60 ASIA NO AVMV 84 YOLOOT JHL LY 80 J39ON3Y33NO9 NIT ZL 1V AW TIVO Z0 3TAVIIYAYNN 9k NOILVOVA NO 90 1S3N9 V HLIM SL JIL NOLLVOVA NO SO IN3NO V HLIM vb ONILSAW NI 70 LNA INO L LNA ONILAAW NI 0 291430 dO LNO Zh ADVSSAW V 3Av31 0 JIL NMOL dO INO LL GyNLSid LON Od LO sobessay q1N3SIG 30N 0G dn Buey pue E IFE EJ e Q1N3SIG 30N 0 YO WIN OL dn BueH aed xau uo eyo JajoeJeyo pedjeip ass Xa abessaw au puogas euondo ay ajua palisap J mojaq 191 eBbessaul jineyap ass OZ L0 Jaqwnu abessaw Jajuy jo A Y q4N SIQ JON OG UO uan OL EE ssoud pue uon JOA 10 UleBe plomssed mau ay Jajuj EJ ssevd pue piomssed mau ay Jejuz EJ ssoud pue piomssed 1u uino unda 19102 aaa piomsseq UONEJS aburyo of 14611 ye pue mojaq paquosap sanjeaj ay asn MOU UPI NOA ES 4a pomolio piowssed JnoA Jaju 3 N ox Jeqwnu uosua x InoA Jajuy BG lc BET wajsAs ay uo uoyd Aue asn YO plomssed Jno Jajua pesinba H ojensiuupe wajsAs JnoA Aq p piAoid Joqunu II69 YH SSs329Y ainjeay ajoway asn o No G BAO HEJS Pajoligsas SI BIN EO SY JO SMEISILU e apew aney no
25. sauo bungadal Jesy no J 10 days yoes Jaye suo e Jesy zou Op nOA y aul dn jelp jeloads e yBnosy Jo uoud Jayjoue Wo Jayjla Sjeo pJemio JO BPOW dinjsig joN 0q u auoyd JnoA asejd 0 NOA smoj je ssayoy 8njesy ejouay SS3509V 3YN1WV33 ALOWSY Table of Contents CONTENTS FINDING YOUR WAY cocaina DID ria AA Welcome Z uu oro dira DAYA NA NAA aia di A tr h a Sha qaku E ALAN About This Guide ui ied ee een ee eae Gen ee About Your Phone ici n About Voice Mail i us eee ees eae hele AA a ee wee eee dees What You See and Hear 2 22 nananana Software Compatibility GETTING STARTED ese RRR A RRR R a a RL axa al INTFOUCHION ici ii a A Ad 8 Sas ads AVM YNOA ONIGNIS Adjusting Your Phone s Viewing Angle Setting Up Voice Mail anannan Making and Receiving Calls Placing Calls ON Hold uuu u usss KN N tenes HE eee eee een Pee ences Placing Conference Calls GALYVLS ONILLAS Transferring Calls IA eae KR Be eee ea eee heeds Using Reverse Transfer see Forwarding Calls cc cece enn eee ee Redialing a Number 00 0 cece eee eee eee eens Using a Headset ia o N RR RR Guss 6 Gee DONG RR eae RRR ee Using the Speaker and Microphone Using the Message Button
26. 19 System Speed Dial 48 y Terminating ACD Agent Calls 62 Timers 23 62 Transferring Calls 21 U Undeleting Messages 32 Using account codes 54 defaults 11 17 35 36 do not disturb mode 35 feature buttons 51 group listen 26 headset 25 message button 28 mute button 26 off hook voice announce 15 record a call 49 reminder messages 36 reverse transfer 22 secondary extension buttons 52 speaker and microphone 26 voice mail directory 56 voice mail messages 30 V Voice Mail administrator 5 directory 56 flowchart 75 messages 15 30 options 41 Voice Processor 5 Volume Levels 38 W Waiting Calls 18 Welcome 2 What the Administrators Can Do for You 64 What You See and Hear 6 Working in Hunt Groups 60 Wrap Up Timer 62 Z Zones Page 50 74 Axxess Model 8500 Phone User Guide VOICE MAIL FLOWCHART NOTE At any menu level you can press EY to cancel or return to the previous menu or press EM to accept ACESSING YOUR MAILBOX EITHER Press the Mes sage button to respond to a message from voice mail OR Call the voice mail extension number press ES and enter your mailbox number Enter your password and then ER SUBSCRIBER MAILBOX MENU Listen to New Message Send A Message Listen to Saved Messages Personal Options Message Options SENDING A MESSAGE Dial the mailbox number reply to a message or forward a message Record your message To pa
27. 9 you want to erase or press the associated Sta tion Speed Dial button 3 EITHER program a new number for the location code OR Press EJ to exit 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 STNSPDL or dial E EX and then enter 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 dial System Speed Dial numbers 1 Press SYS SPDL or dial EM E KU 2 Dial the location code 000 999 for the desired number 3 Press EN to dial the number O o gt G 48 Axxess Model 8500 Phone User Guide USING RECORD A CALL If your telephone system is equipped with a Voice Processor voice mail you may have access to the Record A Call feature If so you can record an ongoing call as a mailbox message You can then retrieve the message just as you would any other mailbox message To use the Record A Call feature while on a call 1 Press oo and dial AH 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 a
28. 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 Ring Intercom Always On Off 377 Ring Tone Selection 398 Routing Off 304 Station Speed Dial 382 Station Speed Dial Programming 383 System Forward Enable 352 System Forward Disable 353 System Forward On Off 354 System Speed Dial 381 Switch Keymap 399 Transfer To Hold 346 Transfer To Ring 345 m gt A Z z O A m Axxess Model 8500 Phone User Guide 69 NOTES UU Y G oO z z a lt uj 70 Axxess Model 8500 Phone User Guide A About This Guide 2 About Voice Mail 5 About Your Phone 3 Accessing Your Mailbox 29 Account Codes 54 ACD Agent Wrap Up Period 62 ACD Hunt Groups 60 Adding Parties to a Conference 20 Adjusting Your Phone s Viewing Angle 10 Administrators 64 Agent Help 59 Agent IDs 60 Alternate Greeting 12 Assigning Secondary Extension Buttons 52 Automatic Call Answer 40 Automatic Call Distribution ACD 60 Automatic System Forwarding 24 B Background Music 39 Buttons DSS BLF 52 feature 51 lamps 6 mute 26 secondary 52 special 4 C Call Pick Up Reverse Transfer 22 Call Waiting 18 Callbacks 15 Calls enabling disabling hunt groups 60 ending ACD 62 forwarding 23 making 12 making conference 20 making eme
29. DND mode To request a callback queue on to the phone Press DB and hang up When the phone is available your phone rings To cancel the queue request before the call back press IG To use the Off Hook Voice Announce feature if the called phone is programmed for it Do not hang up After the busy signals stop you are automatically con nected and may speak If you hear music or if the phone is in DND mode your off hook voice announce call will not go through This 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 Axxess Model 8500 Phone User Guide 15 G m O si gt A m Q D U lt Ls lt E U 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 14 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 EE El To receive an intercom call If the handsfree feature is enabled respo
30. El 2 Dial the speed dial location 0 9 you want to program 3 Dial the extension number or telephone number to be stored at the location you selected in step 2 If your number includes an asterisk pound a hookflash a quick hang up and release or a pause press Co once for an asterisk twice for a pound three times for a hookflash or four times for a pause Each pause or hookflash counts as one digit TIP To dial outside telephone numbers without first selecting an outgoing line enter the Outgoing Call access code default is EY before the outside telephone number 4 Press EB to save the number GQ z O G z Axxess Model 8500 Phone User Guide 47 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 instructions above To program a speed dial button 1 With the handset in the cradle dial B EN KA 2 Press the feature button you want to program as a speed dial button 3 Dial EN EE EX 4 Dial the speed dial location 0 9 that contains the number you want to associate with the button To erase a number in a Speed Dial location 1 With the handset in the cradle dial Ea El 2 Enter the speed dial location 0
31. I to lower the volume e Press EN to play the message envelope Press HB or to raise the volume e Press to save the new message in your mailbox e Press J to delete the message from your mailbox 30 Axxess Model 8500 Phone User Guide 4 When the message has finished playing you have the following options e Press EN 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 earlier versions only leave voice mail messages Press to leave a voice mail message for the caller If the caller had a mailbox number it will ask you to verify the destina tion by pressing 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 EE 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 G m a o gt A m Q e Press EN to forward a copy of the message to another subscriber If you want to include an introduction press EN If not press E to forward the message without additional comments e Press EN to listen to
32. M EN KO 2 Enter the optional account code If the account code is not immediately accepted press ER To set an account code for all calls placed from your phone Dial EN 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 1s disabled To disable the code Dial EN EN EN and press ER 54 Axxess Model 8500 Phone User Guide 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 42 for details If your voice mailbox is programmed for screened calls you have the following options when you receive a transfer Press EJ to accept the call Press EN to replay the announcement Press to send the call to voice mail Press and then enter the extension number to forward the call to another extension Press to refuse the call Axxess Model 8500 Phone User Guide 55 o lt z O z O gt G USING THE VOICE MAIL DIRECTORY Whenever voice mail asks you to enter a mailbox number you can use the mailbox and extension number direct
33. Messages 1 Recover Deleted Messages EE Listen Recover All Erase All E REMOTE MESSAGING Program Cascade Level EW Enter cascade level number then Enable Disable EW 2 El Enter Personal Enter Pager Enter Time of Day EI Set Days of Week EN Monday Friday EN All Days 2 Individual Days 1 7 EJ Select Message Types 4 EN Priority Messages 2 All Messages Part No 550 8114 Issue 8 0 September 2003 Itil
34. OTE 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 D U lt 7 0 lt H U To turn the group listen feature on or off during a call Press Oo and dial EN EJ You hear a confirmation tone the other party does not hear this tone NOTE If you are using the handset the d button lamp will remain unlit even though the speaker is on This allows you to place the call into handsfree mode at any time dur ing the call by pressing S and hanging up If you are using a headset however the d button lamp is lit Pressing S will disconnect the call 26 Axxess Model 8500 Phone User Guide Enhanced Speakerphone Mode The Enhanced Speakerphone Mode improves transmission quality while on a speak erphone call over a limited volume level range typically the range is 1 to 3 NOTE To use this feature the system administrator or installer must program your phone for Enhanced Speakerphone Mode To enable enhanced speakerphone mode while on a call EITHER Press co and then LI OR Press Oo and dial EN EN The speakerphone will return to standard mode when you end the call There will be about one second of white noise while the speakerphone circuitry is cal ibrated to the call Both parties should avoid speaking during this white noise NOTE On some long distance calls the outside party may hear his or h
35. R c Enter the new password again for verification followed by ER To turn on DND a Enter EB KE b Enter the message number 01 20 and enter the optional second line message text To turn off DND Enter EN To turn on Call Forward a Enter one of the following Call Forward feature codes z F All Calls E ES EE If No Answer E E 6 AA EN El If No Answer or Busy El El El b Enter an extension number or enter an outside line access code followed by a telephone number To turn off Call Forward Enter EM EBR ER 5 Hang up 58 Axxess Model 8500 Phone User Guide REQUESTING AGENT HELP Your telephone system may be programmed to support the Agent Help feature which allows you to request help from a designated Agent Help Extension usually your supervisor during a call When your request call rings at the Agent Help Extension the supervisor can choose to join the call or reject the request If the Agent Help Extension is a digital phone the phone s microphone is automati cally muted so that the supervisor cannot be heard unless he or she presses MUTE 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 Co and dial El f you hear repeati
36. SAS 3NOHd Bury o Jajysues grc yseyyooH 08 PIOH OL Jaysues 9ye wajs s poH See dewkay yoims 66 Jenpinipu pIoH gee ea paads wajs s 8 YOJUO wspeeH Le YO UC piemioy waysks rer HO UO sayspueH 6 wei6old e q paeds uonels ege uas dnoig ZG leq paadg uonels 28c jnejeg uoyng ainjesy S6E JOJIUON UONEIS IZE pPLI AO qinisiq 4loN oq l uono l s uol Bury 86 HO UO ginsigaon 0a ZZE yojug sKemjy woosa u Bury 149 ajeg puy aun Aejdsig 00 suong manay 96 kopang 20 JOJSUBJ SI A Y r uONeJs 1nejag 6 bBunwweabolg ajoway 69 ebenBue7 abueyo Loe Jaoueg abessay Japulway 90 eoueJajuo s Bess W Japuway soe Asngjemsuy ON Jl pm3 go 89 Ieo palpoy bee J9MSUY ON Jl PIBMIOY IED 99 epay 08 Asng PIemioy I1e9 S IIeO W PIO0d9Y 98 SIIED Iv PI8mMIOy IED GSE ysanbay yoeqileS anang 9 asny PUNOIBADEG ELE puomsseq uonelS weibosg Z6E J8MSUY eur oyewoyny 09 suoyng wesbosg 6 Ss oov SUIT oyewoyny 09 evelday anoway ed SZE Ss oov wosaju Jhewojny 198 abeg palay diay y 9 any suoydosoiy PLE ysanbay djay jueby sve jualg abessay 29 wa dn desm juaby Gov 6ze uoud UC BSN I 9ueO abessayy 89 inoju 607 juaBy GOW 8ze ya Bs 199429 abessay 99 ing bor jueby Gov ze
37. abessay Soe u Bo jueby Gov 9z lonuoO 1sennuoO 497 0 jeuondo apog yunosoy 06 evelday anoway dnoig juny pze sileo Iv apog junoooy L6 AWYN 390924 3009 3WVN SYN Was 3009 S3009 34NLV33 px pue abessay pues pug o diys Je9ueg suondo abessan Kaniod ay l l q 6 gt 8 abessan ayj anes Z abessan aunioA X9N O u ls 1 eseaJou 9 adojanuy Aejq adojanuz Bld S BSW snol naig awnjo 7 0 ua si Jamo7 y pJo9a 9y pue asely Adog e psemio4 puemioy diys abessan abessan JNO O ppy u 0 iday asned z abessay abessan ino Aejday ay ejd y dn yoeg L OSIN INIAV3T SAV1d 9SWYILIV SSW OL ONINSLSIT soBessow Bulaga uaym pue sabessaw Buikejd Jae sebessaw o Bulu lsi uaym asn ued nOA suondo ay jo AJjewwns e si mojag SNOILdO TIVIN 3910A dn Buey pue EJ sseld isis ce KE YA L PJ3eM104 JD yO VIN OL dn BueH Jaqwnu suoyd 9 9 apisino ue Aq pamoljoj apoo ssaooe SUI e Jajua JO Jagwnu uolsu x Ue Jajuy 85 Asng Jomsuy ON JI LSE sng jl 96 JOMSUY ON Jl Sse sieo IY S9PO9 BIN e piewuod 167 Buimoljo3 ay jo auo Jajuy L PJEMI04 E2 uo WIN OL UOISIOA SJEMYOS SY UO JUSP uadap ae yip y ay Jopun siajoeJeyo ay 3LON 6 Z A x M 6 8 A n 1 8 L S 3 D d L 9 189 N O N N 9
38. arious buttons on your phone to indicate the call activity at a different extension primary phone In addition to being able to see when a call is ringing answered or on hold you can use your secondary extension 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 assign a primary phone to a secondary extension button if enabled 1 With the handset in the cradle dial E H 2 Press the secondary extension button and dial the desired extension number Once programmed you can use your secondary extension button as follows e You can press your flashing secondary extension button to answer a call that is ringing or holding on any button at the primary phone e You can press your unlit secondary extension button to place an intercom call to the primary phone NOTE If the secondary button is flashing
39. 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 format press EB for AM or E for PM To cancel all reminder message requests before they signal you With the handset in the cradle dial KE KI To clear a received reminder message With the handset in the cradle press EJ 36 Axxess Model 8500 Phone User Guide SECTION CONTENTS PAGE Introduction ia ened ens ee eae eee putka w esa kus DAWAG 38 Setting Preferences 38 Phone Configuration 38 Voice Mail Options 41 Speed Dialing na K RR RRR RN RRR RN RR R NR RRR R KRN N N 46 Station Speed Dia een tai wae ieee eae wa n surkun ee 46 System Speed Dial rc 22 6 2 R R aR RRR eee eee qas 48 UsingRecord A Call 49 PAGING ga sapa ANAKAN Sas ws aaa UUMEE 50 EnablingPaging 50 Making Paji ii ALIA oy eles 50 Performing a Hookflash During a Call 51 Programming Your Feature Buttons 51 Programming Direct Station Selection Buttons 52 Programming Secondary Extension ButtonsS 53 UsingAccountCodes 54 ScreeningCalls
40. ature 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 completed 44 Axxess Model 8500 Phone User Guide To set up remote messaging 1 Access your mailbox as described on page 29 2 Press EY to select the Personal Options Menu If using version 5 0 or earlier software skip this step 3 Press ER NOTE This option is not available if you do not have Remote Messaging enabled 4 Press EN to set up a primary cascade or press Zl to set up an alternate cascade 5 Do one of the following e To program a cascade level Press EN and enter the number of the leve
41. caller Axxess Model 8500 Phone User Guide 21 D U lt 2 lt H U 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 60 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 22 Axxess Model 8500 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 outside numbers if your phone is programmed to allow this To forward calls 1 EITHER Press FWD TL OR Enter one of the following feature codes HK Call Forward All Calls All incoming calls are forwarded with out
42. calls is considered a basic function of a phone your Model 8500 Phone has many advanced options for this feature With your phone you can transfer to another extension voice mail or even an outside line To Another Extension 1 EITHER Press TRANSFER OR Press Oo and dial B EN NGI to place the call on hold at the other phone 2 Dial the desired extension number 3 Wait for an answer announce the call and then hang up If the number is busy there is no answer or the transfer is refused press the flash ing 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 but ton to answer the transferred call To Voice Mail 1 Press TRANSFER G m S gt A m Q 2 Dial the voice mail extension number 3 EITHER Dial the desired mailbox number and hang up OR Hang up to send the call to the voice mail menu so that the caller can select the mailbox number To an Outside Number 1 Press TRANSFER 2 Select an outgoing line and dial the desired telephone number 3 Wait for an answer announce the call and then hang up If the number is busy there is no answer or the transfer is refused press the flash ing button to return to the
43. ce one more call on hold Press CNF f to join all of the calls together in the conference During the conference call you can do the following To place the conference on hold Press 2 This places the conference on hold without disconnecting the parties To return to the conference press CNF 2 To drop out of the conference Press CcNF 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 CNF 39 This leaves the conference parties connected b Place a call to the party to be added to the conference c Press CNE twice to put yourself and the new party into the conference To end the conference and place all parties on individual hold Press CNF SH and then press to place all of the parties on individual hold You can then speak to one party at a time by pressing or a flashing button To mute your microphone Press MUTE 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 and dial the desired extension number Then hang up when you are ready to com plete the transfer 20 Axxess Model 8500 Phone User Guide TRANSFERRING CALLS Although transferring
44. 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 SECTION CONTENTS PAGE WAM ainia apa aaa eu ua aqu qaqa aa 2 o About This Guide Ha BANGA tia 2 le About Your Phone o ooocococncnn an 3 Feature Button Functions 4 lt Message Indicator Lamp 5 About Voice Mail 5 lt What YouSeeandHhear 6 Software Compatibility 7 Axxess Model 8500 Phone User Guide 4 WELCOME Your new Model 8500 Phone provides access to several features each of which is described in this guide The About This Guide section below lists the different sec tions 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 t
45. ctivated To turn off Record A Call EITHER Press Oo and dial EM ER ER OR Hang up o lt z O z Axxess Model 8500 Phone User Guide 49 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 5 1 6 2 ya 3 8 4 9 NOTE The Model 8500 Phone has a PAGE button which is programmed to a spe cific 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 EJ EJ El Making Pages To make pages 1 Press PAGE or dial EA 2 Dial the desired zone number 0 9 3 After the tone make your announcement and hang up O o gt G 50 Axxes
46. d INT R TEL Axxess Model 8500 Phone User Guide MODEL 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 EN EN EN to automatically place a call to the system s programmed emer gency number usually 911 You do not have to press OUTGOING first CAUTION If using an IP Phone
47. e e Your system software version may not support the feature This guide covers software versions 3 0 and later See page 7 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 Q9 Jul need further assistance how do I get technical support A9 First contact your system administrator if you have a question that is not covered in this user guide If you need further assistance contact your local authorized Inter Tel dealer All Inter Tel sales service and support are handled at the local level UU Y G G z z a lt uj 66 Axxess Model 8500 Phone User Guide DEFAULT FEATURE CODES Use the blank spaces below to enter custom feature codes if necessary OUTSIDE LINE ACCESS CODES ACCESS CODE NAME ACCESS CODE NEW CODE Select Line Group 1 208 92001 92208 Automatic Route Selection 92000 Emergency Call 911 Outgoing Call 8 These defaults may differ depending on the software version EXTENSION NUMBERS EXTENSION NAME EXTENSION NUMBER NEW NUMBER Phone Extensions 1000 1999 Hunt Groups 2000 2299 Attendant 0 Axxess Model 8500 Phone User Guide 67 m gt A Z z O A m GENERAL FEATURE CODES
48. e feature access 57 remote messaging 44 ring intercom always 14 secondary extension buttons 52 station speed dial numbers 46 Q Queue the Line 15 R Receiving intercom calls 14 messages 28 off hook voice announce 16 Record A Call 49 Recording personal greetings 12 voice mail directory name 13 Recovering Deleted Messages 32 Red Lamps 6 Redial 25 Redirect Call 24 Reminder Messages 36 Axxess Model 8500 Phone User Guide 73 Remote Access Password 57 Remote Feature Access 58 Remote Messaging 44 Requesting acallback 15 areminder message 36 Agent Help 59 agent help 59 Responding to a Waiting Call 18 Retrieving Messages 28 Returning feature buttons to default 51 phone to default 40 toacall 19 to default operation 40 Reverse Transfer 22 Reverse Transfer Call Pick Up 22 Ring Intercom Always 14 Ring Types 39 S Saving Last Number Dialed 25 Saving Volume Levels 38 Screening Calls 55 Search Order 43 Secondary Extension Button Assignments 52 Secondary Language 40 Selecting a Ring Tone 39 Sending Calls to Voice Mail 21 Sending Messages 33 Setting account codes 54 preferences 38 Setting Up remote messaging 44 voice mail 11 SMDR Station Message Detail Recording 54 Software Compatibility 7 Speaker 26 Speed Dialing 46 Standard Account Codes 54 Station Message 15 Station Message Detail Recording 54 Station Speed Dial 46 Storing Station Speed Dial Numbers 47 System Administrator 64 System Hold
49. embers 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 phone in the system to log in O G gt G e Members If the hunt group is not programmed to use Agent IDs it will have a pre programmed list of phones and will send calls to the phones where agents are logged in 60 Axxess Model 8500 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 B El and enter your Agent ID if neces sary You will hear a login confirmation tone NOTE This feature code acts as a toggle If you are already logged in y
50. er and default password G m S gt A m Q NOTE Your mailbox number is your default password 4 If you want a password enter a new password using digits 0 9 up to 12 digits Then press E Voice mail plays back your password If you do not want to use a password just press ER 5 Press E to accept the entry Press to re enter your password The system prompts you to record your directory name 6 After the tone record your first and last name When finished press ER 7 Do one of the following e Press E again to accept the name e Press EN to replay the name you just recorded e Press EB 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 Axxess Model 8500 Phone User Guide 11 D U lt 0 lt Lu 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
51. er own echo when speaking to a digital phone If the amount of echo is objectionable do not use the Enhanced Speakerphone Mode G m 4 gt A m Q Axxess Model 8500 Phone User Guide 27 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 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 MSG button and lamp flash Leaving Messages To leave a station message while on an intercom call press and hang up To leave a voice mail message while on an intercom call press MSG and wait for the message center to answer To leave a silent message without placing an intercom call 1 Dial EM KEE KA 2 Dial the desired extension number and hang up to leave a station message To cancel a message that you left at another phone 1 Dial ENE El 2 Dial the extension number
52. he office Remote Fea ture Access and Voice Mail gt lt x e gt 0 a L ABOUT THIS GUIDE This guide contains instructions for using the Model 8500 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 sections include the following e Finding Your Way This section provides the map for your phone and this guide It includes figures and general information designed to help you find what you need e Getting Started If you need to make a call this is the section for you It not only includes basic phone and voice mail information but it provides instructions on how to perform everyday tasks such as answering calls making calls access ing voice mail etc e Moving On Once you ve got the basics down it s time to move on to the advanced features In this section you ll learn how to program speed dial num bers use remote messaging define secondary extensions and access other help ful features e Learning More This is the place where the answers are With a Frequently Asked Question FAQ section and additional information about the phone and voice mail systems you can perform basic troubleshooting and learn more about the system In addition this guide contains a list of default feature codes see page 67 an index see page 71 and a voice mail flo
53. how to exit voice mail press HN to return to the operator The following are some sample greetings to help you plan your message Primary Greeting Hello this is Tam either on another line or away from my desk and cannot take your call at this time If you need to speak to someone immediately please dial zero now Otherwise please leave a detailed message and I will return your call as soon as possible Thank you Alternate Greeting Hello this is I will be away from the office from day date until day date If you need to speak to someone immediately please dial zero now Otherwise please leave a detailed message and I will return your call when I return Thank you To change your personal greeting 1 6 Access your mailbox as described on page 29 2 Press EN to select the Personal Options Menu 3 4 Do one of the following Press EN to record change your personal greeting e Press E to record and or enable your primary greeting e Press EN to record and or enable your alternate greeting e Press El to enable the system default mailbox greeting If you pressed continue to the next step If you pressed KW or E the current greeting is played if one exists You can then do one of the following e Press EJ to accept the greeting e Press EN to replay the greeting e Press BW to add to the greeting e Press EN to erase and re record the greeting e Press EN to exit without changing your greeting Hang up
54. il you answer it or until it times out to another extension NOTE Even if the ACD Agent ID Automatic Connect option is enabled the first call you receive after you log in or remove your phone from DND while logged in will ring until you answer it You will however be automatically connected to subsequent calls To log out of one or more ACD hunt group 1 EITHER Dial ES EN to log out of all of your ACD hunt groups at once You hear a confirmation tone OR With or without the handset lifted dial EW EW EA If you were logged in to only one hunt group the procedure is complete If you were logged in to more than one hunt group dial the extension number of the desired ACD hunt group 2 Hang up 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 1 With the handset in the cradle dial El El 2 Hang up 62 Axxess Model 8500 Phone User Guide Learning More SECTION CONTENTS PAGE Introducti n viii it id a te acta eee Ba 64 What the Administrators Can Do for You 64 Frequently Asked Questions FAAGS 65 Default Feature Codes 67 m g
55. in DND don t worry With the Remote Feature Access you can place your phone in DND or forward calls from any other phone on the system And if you have a special dial up line you can access your phone features from an outside line NOTE For your convenience a pocket sized guide of the Remote Feature Access is located in the front of this guide Remote Access Password Before you use Remote Feature Access you should program a password as described below To change the password from your phone 1 Dial EN EN 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 EJ You hear a confirmation tone 4 Enter the new password again for verification followed by EJ You hear a confir mation tone To change the station password using remote programming see the next page Axxess Model 8500 Phone User Guide 57 GQ z O z Remote Feature Access To access your phone from another phone 1 EITHER Call your Direct Inward System Access number provided by your sys tem administrator If required enter your password OR Use any phone on the system 2 Enter E EB EN Enter your extension number 4 Enter your password followed by EJ You can now use any of the following fea tures To change the station password using Remote Programming a Enter EM EE ER b Enter the new password followed by E
56. ith 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 EN KA 2 Press the DSS button s and dial the desired extension number Once programmed you can use your DSS button as follows e You can place an intercom call to the extension that the DSS button is pro grammed for by pressing the button once e You can transfer a call to the extension that the DSS button is programmed for by pressing the button once and hanging up For transferred calls that are forwarded to voice mail you will hear repeating double tones 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 52 Axxess Model 8500 Phone User Guide PROGRAMMING SECONDARY EXTENSION BUTTONS With the Secondary Extension Appearances feature you can program v
57. k While in handsfree mode you can make or receive calls Axxess Model 8500 Phone User Guide SOFTWARE COMPATIBILITY Your phone is compatible with system software versions 7 0 and later Phones using software versions 3 0 to 6 x have limited functionality in the following areas e The STN SPDL button will not work however you can still use this feature by dial ing the Station Speed Dial feature code see page 46 e The PAGE T button will not work however you can still use this feature by dial ing the Page feature code see page 50 an z O mg GQ 7 gt e The Message Indicator lamp will not work however the MSG TJ button will still function properly see page 28 e The TRANSFER ANSWER OUTGOING SYSSPDL and REDIAL lamps will not light The Model 8500 Phone does not support 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 8500 Phone User Guide 7 gt lt x 2 O gt G a L 8 Axxess Model 8500 Phone User Guide SECTION CONTENTS PAGE UA vivacidad 10 Adjusting Your Phone s Viewing Angle 10 Setting Up Voice Mail
58. l you wish to program 1 9 You then have the following options To set up or change an extension or telephone number Press PY Then press for an extension number or press E for an outside number Then enter the number To set up or change a pager number Press EN Then enter the number To enable or disable the cascade level Press KW You cannot enable the level until a notification number is programmed e To set up time of day for notification Press J 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 0900 9 00 If entering the time in 12 hour format you are prompted to press EN for AM or EB 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 IE Then select one of the following Press EBE for Monday Friday Press for all days Press to select individual days You are prompted to press digits 1 7 which correspond to the days Sunday through Saturday e To select all or priority only message notification Press EN Then press KEN for all messages or B for priority messages only 6 Either select another option as described above or press EE to save the settings and exit Axxess Model 8500 Phone User Guide 45 GQ lt z O z SPEED DIALING Speed dialing allows you
59. mailbox you can use personal or system greetings to let callers know if you are out of town on a call etc see page 12 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 34 Axxess Model 8500 Phone User Guide 5 gt lt x D O gt 0 a L WHAT YOU SEE AND HEAR As you can see your 8500 Phone and telephone system come equipped with a lot of bells and whistles To help you understand what everything means it is recom mended that you read the following information before you use your phone Your telephone system may be programmed for one or two dial tones Systems with two dial tones have one for intercom calls and one for outside calls Many features time out if you wait too long before performing the next step If this happens you must hang up and start again If you hear four fast tones or repeating fast tones you have pressed an invalid button combination tried to select a restricted line dialed a restricted or invalid number dialed too slowly between digits or waited too long before performing the nex
60. nd dial an extension number 2 If your call goes through handsfree to a phones speaker speak after your party answers Ifyou 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 D U lt O 0 lt U G To place a non handsfree call that will ring at the other phone until answered Press H before dialing the extension number To program your phone to always send non handsfree calls using the Ring Inter com Always feature With the handset in the cradle dial KA 14 Axxess Model 8500 Phone User Guide 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 and then hang up To leave a voice mail message press MSG and wait for the message center to answer See page 28 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
61. nd handsfree If the handsfree feature is disabled press d or Ic__ or lift the handset for privacy To receive a non handsfree intercom call EITHER Lift the handset for privacy OR Press ef or IC to answer the call NOTE You must lift the handset if the caller has the Ring Intercom Always feature enabled To redirect a ringing call to another extension or to an outside number 1 Press oo and dial KN 2 Enter the extension or outside number to which you want to redirect the call See page 24 for more information 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 lamp display you can do the following e To accept the call on the speakerphone without ending your current call When you hear a double tone you may talk handsfree with the caller through the 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 a Press Ej to allow the incoming intercom call to camp on The Ic__ button flashes and the call is placed on hold b Press DND to place your phone in DND mode if desired See page 35 for more information about DND mode NOTE To use this feature the Off Hook Voice Announce feature must be enabled 16 Axxess Model 8500 Phone User Guide
62. ng 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 GQ lt z O z Axxess Model 8500 Phone User Guide 59 WORKING IN HUNT GROUPS Your system may be programmed with hunt groups Hunt groups are groups of phones that share a common extension number in addition to having individual exten sion numbers This allows someone to call anyone in the group using the common extension or a specific member using the individual extension The members of these groups and the common extension s are programmed by your system adminis trator Hunt Group Calls Enabled Disabled If you are a member of a hunt group you can enable or halt hunt group calls to your extension To turn on or off hunt group calls Dial EN E KE ACD Hunt Groups Some hunt groups use a special feature called Automatic Call Distribution ACD that distributes the hunt group calls equally among the available members These hunt group m
63. ogrammed for the secondary language all 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 To change the assigned language for your phone Dial B U EN to change between your system s primary and secondary languages as desired Returning to Default Operation You can return your phone to default levels at any time This feature returns volumes to default levels cancels DND manual call forwarding background music and queue requests and restores handsfree mode pages hunt group calls and system forward ing all at once To return your phone to default Dial EJ EN KE 40 Axxess Model 8500 Phone User Guide Voice Mail Options Your voice mailbox contains personal options that allow you to customize voice mail functions However before you change your voice mail options you must first initial ize your mailbox see page 11 Changing Your Mailbox Password Your password prevents unauthorized access to your mailbox To change your password 1 Access your mailbox as described on page 29 2 Press EN to select the Personal Options Menu 3 Press ER 4 Ifyou want to have a password enter a new password using up to 12 digits Ifyou do not want to use a password ski
64. ories You can also use these directories to leave a voice message with another user The system finds the closest matching directory name based on your entry The mailbox and extension number directories can be used any time voice mail asks you to enter a mailbox number To enter the name use your dialpad buttons The sys tem then plays the closest matching directory name that corresponds to the entry To perform a directory search using your dialpad buttons Press a single digit on your telephone dialpad for each letter or character entered For example dialpad button B indicates ABC button indicates DEF etc To enter JONES you would press B D O E KA Press E for O E for Z and EN for punctuation marks To use the directory to leave a voice mail message 1 Dial the system voice mail extension number 2 Press EB for Directory Services 3 Enter the desired name as described above and press EB The selected name is played 4 Do one of the following Press E to accept the name e Press EN to hear the previous name in the directory e Press to hear additional information for the selected name if allowed e Press to hear the next name in the directory e Press EB and spell a new name to search for a different name e Press EN to switch the first last name sort order 56 Axxess Model 8500 Phone User Guide PROGRAMMING REMOTE FEATURE ACCESS If you are away from your desk and forgot to put your phone
65. ou hear a con firmation tone and you are logged out To log in to one or more hunt groups using the ACD Agent Login feature code 1 With or without the handset lifted dial ES KI 2 EITHER Enter the desired ACD hunt group number OR Press EN to log in to all of your ACD hunt groups at once NOTE If you entered an invalid hunt group number you hear repeating tones 3 Do one of the following e To log into one or more ACD hunt groups using Agent IDs Enter your Agent ID 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 You must have the other agent log out before you can use that phone e To log into one or more ACD hunt groups not using Agent IDs Press ER You are logged into the ACD hunt group that does not use Agent IDs GQ z O NOTE If you are not a member of the entered hunt group you hear repeating tones Start over 4 Hang up Repeat this procedure to log into additional ACD groups if necessary Axxess Model 8500 Phone User Guide 61 O O gt G 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 unt
66. our deleted messages and store them as saved messages e Press EN to erase all of your deleted messages 4 Hang up 32 Axxess Model 8500 Phone User Guide Sending Messages To send a message 1 Access your mailbox as described on page 29 Press EER Dial the desired mailbox number or group list number Press E to accept the subscriber s name ak N Record your message after the tone While recording you have the following options e Press KZ to pause while recording Then press any button to continue e Press to erase and re record your message 6 When finished recording hang up or press E to access the following options e Press EB to send the message and return to the voice mail options e Press EN to replay your message e Press BW to add to your message e Press EN to erase and re record your message e Press EN to use the special delivery options You can then use one or more of the following options G m a o gt A m Q Press EN to mark the message private This prevents the recipient from forwarding it to other subscribers Press BY to mark the message certified When the recipient listens to the message you will receive a receipt notice Press to mark the message priority This will place your message ahead of all other waiting messages in the receiving mailbox Press ES to cancel delivery options Press E to deliver
67. p this step a Press E Voice mail plays back your password if you entered one 6 Press EN to accept the password as entered or press to erase and re enter your password 7 Hang up Changing the Voice Mail Message Envelope When you receive a voice mail message the voice mail system first plays an enve lope that can include the time and date the message was left the source of the mes sage and or the message length By default the envelope contains all of this information but you can change your envelope as described below To change your message envelope 1 Access your mailbox as described on page 29 2 Press EN to select the Personal Options Menu 3 Press EN to select the Message Envelope Options Menu You can then do any of the following e Press to enable or disable the time date option o lt z O z e Press EB to enable or disable the message source option e Press E to enable or disable the message length option e Press EN to enable all options and return to the Personal Options Menu e Press PEN to disable the entire envelope and return to the Personal Options Menu e Press EA or EJ to return to the Personal Options Menu 4 Hang up Axxess Model 8500 Phone User Guide 41 O O gt G Changing the Call Screening Transfer Method NOTE The Call Screening feature is available only if it is enabled for your mailbox ask your system administrator Depending
68. ply to the message or make a return call if enabled Press EN to forward a copy of the message to another subscriber Press EN to listen to the previous message Press EE to play the introductory message envelope Press Gl 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 EN and listen for more options soBessow Bulaga usym pue sabessaw Buikejd aye soes sau 0 Bulu si uaym ajqe rene suondo ay s zu euuuuns apinb siy apisul qe ay Su lu Auoo INO 104 s duuioid 82104 YM suondo ay uBnoiuu no apIn6 IIA Ie S3IOA sebes s uu jues plesyun fesueo Jo sabessaw ajejepun suondo abessaw Jo H sseid p lqeu JI uoneoijnou abessaw ajowa pue suondo jeuosied wesbosd o EA ssald s Bess uu panes o uajs1 o EY sseld Bess uu e anga o FA sseld s Bess uu mau O ua sI o H sseld suondo BuIAolloj ay JABU NDOA y EJ ssodd pue piomssed ino i luq Jequunu xoqjlew InoA Jejua pue EY ssad z JOQUINU uolsu 1x Ie 9IOA ay 1610 L XOQ IEW adI0A INO SS9IIE OL TIVIN 2210A INISN 30IN9 394N1V34 TIVIN 3910A CNV WAL
69. rcom call you must be on a handsfree intercom call To change a volume level Press dil the high end of the Volume button to increase the volume Press mi the low end of the Volume button to decrease the volume To save your change EITHER Press both ends of the Volume button OR Press the middle of the Volume button O 0 gt G 38 Axxess Model 8500 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 EN EJ EJ 2 Do one of the following to select your ring tone EITHER Press IRB for no ringing OR Press ati or If to scroll to the desired tone OR Dial 1 9 to select a specific tone 3 When you hear the tone you want press EE or S 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 ES RR 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
70. rgency 18 picking up reverse transfer 22 placing non handsfree 14 placing on hold 19 receiving 12 receiving non handsfree 16 receiving off hook voice announce 15 redirecting 16 returning to held caller 19 transferring 21 waiting for called phone 15 Camp On 15 Canceling call forwarding 23 callback requests 15 do not disturb 35 messages 28 queue requests 17 reminder messages 36 unheard messages 34 Cascade Levels 44 Changing call screening transfer method 42 directory name 41 fax destination number 43 keymaps 39 language 40 mailbox password 41 message envelope 41 message search order 43 personal greeting 12 remote access password 57 58 transfer method 42 voice mail message envelope 41 volume levels 38 Clearing Reminder Messages 36 Conference Calls 20 Connecting a Headset 25 D Default Feature Codes 67 Defaults do not disturb message chart 35 mailbox password 11 outgoing call feature code 17 reminder message chart 36 Deleting Station Speed Dial Numbers 48 Dial Tones 39 Dialing Options 14 Dialing Station System Speed Dial Numbers 48 Direct Station Selection Busy Lamp Field DSS BLF 52 Directories name 41 voice mail 56 Axxess Model 8500 Phone User Guide 71 Disabling account codes 54 automatic call answer 40 background music 39 call forwarding 23 cascade levels 45 do not disturb 35 enhanced speakerphone 27 group listen feature 26 handsfree 14 hunt group calls 60 message envelope options 41
71. s Model 8500 Phone User Guide PERFORMING A HOOKFLASH DURING A CALL Certain telephone service companies may require a timed hookflash a quick hang up and release To generate a hookflash while using a line Press Oo and dial KU 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 In addition you can combine the feature button and Station Speed Dial functions to program a feature button to dial an outside num ber NOTE You cannot program secondary extension buttons as feature buttons see Pro gramming Secondary Extension Buttons on page 52 To program a user programmable feature button 1 With the handset in the cradle dial EJ KA 2 Press the feature button you want to program 3 Dial the feature code or extension number you want to store under that button See page 67 for default feature codes To return all feature buttons to their original default values With the handset in the cradle dial g El GQ lt z O z Axxess Model 8500 Phone User Guide 51 O 0 gt G 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 w
72. ss Model 8500 Phone User Guide 35 D U lt Ls G lt E U 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 If you are on a call you still hear the tones 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 DEFAULT MESSAGE NEW MESSAGE DEFAULT MESSAGE NEW MESSAGE 01 MEETING 11 CALL ENGINEERING 02 STAFF MEETING 12 CALL MARKETING 03 SALES MEETING 13 CALL ACCOUNTING 04 CANCEL MEETING 14 CANCEL DND 05 APPOINTMENT 15 CANCEL CALL FWD 06 PLACE CALL 16 TAKE MEDICATION 07 CALL CLIENT 17 MAKE RESERVATION 08 CALL CUSTOMER 18 REVIEW SCHEDULE 09 CALL HOME 19 LUNCH 10 CALL CORPORATE 20 REMINDER To request a reminder message 1 With the handset in the cradle dial KE ER 2 Dial the desired two digit number for the message that you want 3 Press EA 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
73. t A Z z O A m Axxess Model 8500 Phone User Guide 63 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 usernames toll restriction DND messages and extension numbers e Voice Mail Administrator Performs tasks associated with the voice mail sys tem including Recording a broadcast message that is sent to all mailboxes at once Performing mailbox maintenance such as changing your password Customizing voice mail prompts NOTE Because the 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 fea
74. t enabled you may miss the first few seconds of incoming calls G m j 3 o gt A m Q To connect a headset 1 Unplug the coiled handset cord from the base of the phone Leave the handset in the cradle 2 Insert the headset plug into the vacant handset jack 3 While on hook enter the Headset On feature code Ef EJ or the Headset On Off feature code EN EE EA To disconnect a headset 1 Unplug the headset cord from the base of the phone 2 Plug the coiled handset cord into the vacant jack 3 While on hook enter the Headset Off feature code EM EE KIN or the Headset On Off feature code EN KEN ER NOTE If using a headset press d to connect and disconnect calls Axxess Model 8500 Phone User Guide 25 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 To return to the call Press MUTE JJ 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 N
75. t step Hang up and try again Some phone models have red 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 is not programmed to support the two lamp colors NOTE Your phone may be programmed to always use red lamps for calls ringing directly to your phone 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 CNE J lit CNE or flashing cNF 39 Off hook means that either the handset is lifted or the speakerphone is on d Is lit On hook indicates that the handset is in the cradle or the speakerphone is off For example you must first go off hook to make a call but you must go on hook to end a call If the MSG g 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 TJ button and the Message Indicator lamp are unlit you are in numeric mode and can only enter numbers and special characters Handsfree mode indicates that a call is connected through the speakerphone i e you don t have to lift the handset to spea
76. 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 EJ and enter another mailbox number to send the message to another destination Press BA to exit and return to voice mail options 7 Hang up Axxess Model 8500 Phone User Guide 33 D U lt 1 Oo lt U Canceling Unheard Messages NOTE This feature is available only in versions 5 1 and later system software You can cancel unretrieved messages that you have sent to individuals but not mes sages that you sent to group lists To cancel unheard messages 1 2 3 4 Access your mailbox as described on page 29 While listening to the voice mail main menu press E for Message Options Press KN When prompted enter the number of the mailbox containing the unheard mes sage Press EN to confirm the mailbox you are selecting Voice mail will tell you how many messages you have waiting at the mailbox and play them for you After each message you can e Press EN to replay the message s Press Zl to add to the message e Press EN to forward the message to another mailbox e Press EN to listen to the previous message e Press EN to play the message envelope e Press Gl to listen to the next message e Press MA to save the message in your mailbox e Press J to delete the message Hang up
77. the previous message e Press EJ to play the introductory message envelope see page 41 for infor mation on envelope options e Press il to listen to the next message e Press E to save the new message in your mailbox e Press J to delete the message from your mailbox 5 Hang up Axxess Model 8500 Phone User Guide 31 D U lt 1 Oo lt U Undeleting Messages NOTE This feature is available only in software versions 5 1 and later If you accidently delete a voice mail message you can retrieve it within a specific time frame programmed by your system administrator Any retrieved messages are then restored to your saved message queue Messages that are not undeleted within the programmed time up to 24 hours are automatically erased To recover deleted messages 1 Access your mailbox as described on page 29 2 Press E 3 Press EB for Message Options to access undelete options Your options are e Press EN to listen to your deleted messages and choose which ones to delete or recover After each message you can Press EN to replay the message Press EB to reply to the message Press to forward the message to another mailbox Press EN to listen to the previous message Press EN to play the message envelope Press EN to listen to the next message Press El to recover the message Press EN to purge the message from your mailbox e Press EB to recover all of y
78. tination fax number To change your Fax Destination Number 1 Access your mailbox as described on page 29 2 Press EN to select the Personal Options Menu Press B for More Options Press KN Enter the number of your fax destination followed by ER EITHER Press E to accept the number OR Press EN to erase and re enter the number DIA 7 Hang up Changing the Message Search Order NOTE This feature is available only in versions 5 2 and later system software 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 29 2 Press EN to select the Personal Options Menu Press EN for more options Press EE for the Message Search Order Press EN to change the search order for new messages or press EN to change the search order for saved messages You have the following options e Press EN to retrieve the earliest received messages first First In First Out ak GQ z O G z e Press BW to retrieve the latest received messages first Last In First Out e Press BY to return to the Personal Options Menu without making changes 6 Hang up Axxess Model 8500 Phone User Guide 43 O O gt G Programming Remote Messaging NOTE Your installer or system administrator must enable this fe
79. tures If you are a system administrator or if you need additional information not available in this guide refer to the Administrator Guide part number 550 8001 UU Y G G z z a lt uj 64 Axxess Model 8500 Phone User Guide FREQUENTLY ASKED QUESTIONS FAQs Q1 A1 Q2 A2 Q3 A3 Q4 A4 Q5 A5 Q6 A6 Q7 A7 This section includes some of the most frequently asked questions If you have prob lems with your 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 46 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 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 41 Why can t I retrieve deleted messages
80. use press EE To erase press EN Hang up to send OR Press ET for options RECORDING OPTIONS Replay Add Erase and Re Record a Delivery Options DELIVERY OPTIONS Private EW Certified EE Priority Send to Other Mailboxes El Send and Exit Hang Up PERSONAL OPTIONS KN Alternate Greeting 2 System Greeting Also see Recording Options El Change Envelope Settings ENE EE ES El H H KE Record Greeting Primary Greeting Record Directory Name See Recording Options Record Password Time and Date Message Source Message Length All Options No Options Remote Messaging Primary Cascade gt Alternate Cascade 2 El EN More Options Fax Destination Message Order Transfer Method MESSAGE ORDER New Messages EW El Saved Messages 4 TRANSFER METHOD Unannounced Screened Announce Only LISTENING TO MESSAGES While the message is playing Back Up Pause Move Forward Lower the Volume Play the Envelope Increase the Volume Save the Message Delete the Message Skip to the End After the message Replay to Message NG EBBBEBEEBE Reply to the Message Voice Mail Message EN Return Call Forward a Copy See Recording Options Listen to Previous Message 14 Play the Envelope Listen to Next Message Save the Message UNGE Delete the Message Lp MESSAGE OPTIONS Cancel Unheard
81. ut DND mode 18 Axxess Model 8500 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 Reverse Transfer Call Pickup feature see page 22 e System Hold places the call on hold in the system You can then pick up the call at any phone that has a flashing 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 the 2 button 2 Hang up or place another call To place an outside call on System Hold 1 Press co and dial ER 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 3 e gt A m Q Axxess Model 8500 Phone User Guide 19 D U lt 2 lt E Lu PLACING CONFERENCE CALLS With the Conference feature you can establish a conference call with up to three intercom and or outside parties four including you To place a conference call 1 2 3 4 While on the first call press CNF J to put the call on hold Place another intercom or outside call Press CNF 3 to place the call on hold If necessary repeat this step to pla
82. uttons identified in the preceding table your phone has a 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 Axxess Model 8500 Phone User Guide 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 This indicator flashes whenever there is a waiting message NOTE Because the telephone system allows for customization your phone s mes sage indicator may have been reprogrammed to indicate a different feature an O mg GQ 7 gt ABOUT VOICE MAIL Voice mail is an application that is part of the Inter Tel Voice Processor With the voice mail application you and other callers can send and receive recorded messages from any station or touchtone telephone To use this and other features each user you included is assigned a voice mailbox which usually corresponds to a valid exten sion number You can however have an unassociated mailbox that does not corre spond to an extension Unassociated mailboxes are typically used for agents or other personnel who don t have a permanent office With your voice
83. wchart see page 75 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 8500 Phone User Guide ABOUT YOUR PHONE Your phone has two basic types of buttons in addition to 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 Message Indicator Lamp Internal Speaker Speaker Button a Ring and Voice K mear Volume Control ue ont Hold Button Special Button andsfree Microphone Underneath Edge Hearing Aid Compatible 12 Button Dialpad HAC Handset eature Buttons 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 Axxess Model 8500 Phone User Guide 3 an O lt 7 5 gt lt o O gt G a L Feature Button Functions The feature buttons are designed to automate some of the commonly used functions such as dialing an outside number Each of these is described in the table below
84. ymaps 39 72 Axxess Model 8500 Phone User Guide L Lamps 6 Language 40 Last Number Dialed Saved 25 Leaving Messages 28 Listening to Messages 30 Logging In and Out of ACD Hunt Groups 61 Mailbox Almost Full 29 Making and Receiving Calls 12 14 Making Emergency Calls 18 Making Pages 50 Manual Call Forwarding 23 Members Hunt Group 60 Message button 28 center 28 count 29 indicator lamp 5 notification 45 search order 43 Messages canceling unheard messages 34 listening 30 listening to messages 30 receiving 30 recovering deleted 32 sending 33 undeleting messages 32 using do not disturb 35 using reminder 36 Messaging Remote 29 44 Microphone 26 Multilingual Capability 40 Mute Button 26 Muting the Microphone 20 N Non Handsfree Calls 14 16 40 O Off Hook 6 Off Hook Voice Announce 15 Optional Account Codes 54 Outside Calls 17 P Paging 50 Passwords changing 41 programming remote access 57 Performing a Hookflash During a Call 51 Phone Configuration 38 changing language selection 40 changing volume levels 38 enabling automatic call answer 40 enabling background music 39 returning to default operation 40 selecting aring tone 39 Placing calls on hold 19 conference calls 20 intercom calls 14 non handsfree calls 14 Primary Greeting 12 Primary Language 40 Programming cascade levels 44 date and time notification 45 Direct Station Selection buttons 52 fax destination 43 feature buttons 51 remot
85. ystem will indicate whether primary or alternate Remote Messaging is selected when the Remote Messaging feature is enabled see page 57 It will also alert you if a programming error has been detected and or if it encountered busy system resources when attempting to place a Remote Messaging call To access your mailbox 1 2 3 Dial the voice mail extension number You hear the main menu During or after the greeting press E to identify yourself as a subscriber Enter your mailbox number and your personal password if programmed Then press ER NOTE If you do not have a password just press EJ See page 41 for information on programming passwords Axxess Model 8500 Phone User Guide 29 G m o gt A m Q D U lt 2 0 lt U G 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 2 Access your mailbox as described on page 29 EITHER Press to listen to your new messages OR Press EN to listen to your saved messages While you are listening to a message you can use the following options e Press El to skip to the end of the recording e Press EN to back up e Press EZ to pause Then press any button to continue e Press to skip ahead e Press EJ or L

Inter-Tel 8500 Telephone User Manual

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