Inter Tel IP Phone 8560 User Manual

User Guide

Model 8560 Display Phone

Model 8660 IP Phone

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AXXESS MODEL 8000 SERIES

QUICK REFERENCE GUIDE TO

FREQUENTLY USED FEATURES

These are the basic instructions for the most frequently used telephone system

and voice mail features. For detailed information on these and other features,

refer to the complete instructions in the User Guide.

PLACING AN INTERCOM CALL

1. With or without the handset lifted, dial an extension number.

2. If your call goes through handsfree to the called phone's speaker, speak after

you hear a double tone.

If you 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

(Speaker) or

to respond handsfree.

(Intercom) key.

ANSWER

OR, Press the flashing ^IC

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

to automatically place a call to the system’s programmed emer-

gency number (usually 911). You do not have to press ^OUTGOINGfirst.

CAUTION

If using an IP Phone, consult your System Administrator and your local

Inter-Tel servicing company for important information about dialing emer-

gency services from your phone before you begin using it.

©Inter-Tel, Inc. January 2003, Printed in US

Part no. 835.2616-1

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ANSWERING AN OUTSIDE CALL

EITHER, Lift the handset.

ANSWER

OR, Press

OR, Press the flashing key.

REDIALING AN OUTSIDE NUMBER

While on a call or after selecting a line, press _REDIAL. A line is selected auto-

matically, and the number is dialed.

PLACING A CALL ON HOLD

Press

(Hold) and hang up or place another call.

To return to the call, lift the handset and press the flashing key.

RESPONDING TO A WAITING CALL

If you hear a “call waiting” tone through your handset and/or you see a flashing

lamp, end your current call or place it on hold. Then press

flashing key.

or the

ANSWER

PAGING

1. Lift the handset and press ^PAGE, or dial

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

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 key to return to the caller.

TRANSFERRING A CALL TO VOICE MAIL

1. Press ^TRANSFER

2. Dial the voice mail extension number.

3. EITHER, Dial the desired mailbox number and then hang up.

OR, Hang up to send the call to the voice mail menu (so that the caller can

enter the mailbox number).

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TRANSFERRING A CALL TO AN OUTSIDE NUMBER

1. Press and select an outside line.

TRANSFER

2. Dial the desired telephone number.

3. Wait for an answer, announce the call, and then hang up.

If the number is busy, there is no answer, or the transfer is refused, press the

flashing key to return to the caller.

FORWARDING CALLS

1. Press

. (Model 8560 and 8660 users must then select a menu key.)

FWD

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. (Model 8560 and 8660 users must then press the FWD OFF

menu key.)

PLACING CONFERENCE CALLS

CNF

1. While on the first call, press

. The call is now on hold.

2. Place an intercom or outside call, then press the flashing ^CNFto place the

call on hold. (If necessary, repeat this step to place a third call on hold.)

3. Press the flashing ^CNFto join all of the calls together in the conference.

CHANGING VOLUME LEVELS

Press

(the high end) or

(the low end) of the Volume key.

To save your change:

EITHER, Press both ends of the Volume key at the same time.

OR, Press the middle of the key.

ACCESSING YOUR VOICE MAILBOX

If your MSG key is lit and you have a message from voice mail:

1. Lift the handset or press

MSG

2. Press

3. Enter your personal password and press

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If your MSG key is not lit, access your mailbox by following these steps:

1. Dial the voice mail extension number. (You hear the main menu.)

2. During or after the greeting, press

to identify yourself as a subscriber.

3. Enter your mailbox number and your personal password (if programmed).

Then press

LISTENING TO VOICE MAIL MESSAGES

1. Access your mailbox as described on page 3.

2. Press

to listen to your new messages. While you are listening to a mes-

sage, you can use the following options:

•

Press

to skip to the end of the recording.

to back up.

to pause. (Press any key to continue.)

to skip ahead.

to lower the volume.

to play the message envelope.

to raise the volume.

to save the new message in your mailbox.

to delete the message from your mailbox.

3. When the message has finished playing, you have the following options:

•

Press

to replay the message from the beginning.

to reply to the message (or make a return call, if enabled).

to forward a copy of the message to another subscriber.

to listen to the previous message.

to play the introductory message envelope.

to listen to the next message.

to save the new message in your mailbox.

to delete the message from your mailbox.

SENDING VOICE MAIL MESSAGES

1. Access your mailbox as described on page 3.

2. Press

3. Dial the mailbox number where you want to leave the message.

4. Press

to accept the subscriber’s name.

5. Record your message after the tone.

6. When finished, hang up or press

and listen for more options.

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VOICE MAIL OPTIONS

PHONE SYSTEM AND

FEATURE CODES

VOICE MAIL FEATURE GUIDE

CODE

391

390

326

327

328

329

375

376

361

360

350

313

355

357

356

358

FEATURE NAME

Account Code – All Calls

Account Code – Optional

ACD Agent Log In

ACD Agent Log Out

ACD Agent Log In/Out

ACD Agent Wrap-up Term.

Agent Help Request

Agent Help Reject

Automatic Intercom Access

Automatic Line Access

Automatic Line Answer

Background Music

Call Forward All Calls

Call Forward If Busy

Call Forward If No Answer

Call Fwd. If No Answer/Busy

Conference

CODE

324

303

365

366

368

367

314

FEATURE NAME

Hunt Group Remove/Replace

LCD Contrast Control

Message

Below is a summary of the options you can

use when listening to messages, after the

message has played, and when leaving a mes-

sage.

USING VOICE MAIL

Message – Cancel Msg Left

Message – Cancel Msg on Phone

Message – Silent

To access your voice mailbox:

1. Dial the Voice Mail extension number.

LISTENING TO MSG

AFTER MSG PLAYS

LEAVING MSG

Back Up

Replay the

Message

Replay Your

Message

Microphone Mute

2. Press

and enter your mailbox number.

Page

3. Enter your password and press

4. You have the following options:

Pause

Reply to the

Message

Add to Your

Message

325

397

392

Page Remove/Replace

Program Keys

Program Station Password

Queue (Callback) Request

Record-A-Call

Skip Forward Forward a Copy

Erase and

Re-record

•

Press

to listen to new messages.

to leave a message.

385

380

331

305

306

359

Lower

Volume

Listen to

Previous Msg

—

Redial

to listen to saved messages.

Redirect Call

Play Envelope Play Envelope

Reminder Message

Reminder Message Cancel

Remote Programming

Reverse Transfer

to program personal options

Increase

Volume

Listen to Next

Message

301

394

307

300

372

373

395

312

319

317

336

335

330

Change Language

Default Station

and remote message notification (if

enabled).

—

Save the

Message

Directory

DND

Do-Not-Disturb

Extension

EXT

MSG

Message

RCL

Recall

SPKR

SPKRPHN

STN SPD

SYS SPD

TFR

Speaker

Speakerphone

Station Speed Dial

System Speed Dial

Transfer

Trunk Group (a group of outside lines)

Trunk (an outside line)

TRNK

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Message Indicator Lamp

The Message Indicator lamp (located at the top, right-hand corner of the phone)

shows the same indications as the Message key. The Message Indicator lamp flashes

whenever there is a waiting message.

NOTE: Because the telephone system allows for customization, you phone’s Message

Indicator lamp may have been reprogrammed to indicate a different feature.

DSS/BLF and Mini-DSS

Generally, the Model 8450 Direct Station Selection/Busy Lamp Field (DSS/BLF) unit

is used by individuals that handle a high volume of incoming calls, such as reception-

ists. The DSS/BLF provides one-key access to up to 50 extension numbers or a pro-

grammable feature. For more information about programming and using the DSS,

refer to the current Axxess Administrator’s Guide (part no. 550.8001).

The Model 8416 Mini-DSS unit is a scaled-down version of the full-sized DSS/BLF

unit. This optional unit adds 16 user-programmable keys to your phone. These keys

can be programmed as any of the following:

•

DSS keys: Provide one-key access to extension numbers and display the status of

the extension associated with the key (see page 57).

•

Feature keys: Provide quick access to frequently-used features (see page 56).

Secondary extensions: Allow one-key access to calls ringing or holding at

another station (see page 58).

NOTE: Instructions for attaching the Mini-DSS to your phone are included with the

unit.

The DSS/BLF and Mini-DSS lamps indicate the status of the extension or feature

assigned to the key. These indications are shown in the table below.

If the lamp is...

Solidly lit

Then...

The associated extension is busy, or the associated feature is on.

The extension is in Do-Not-Disturb.

Flashing slowly

Flashing rapidly

The extension has a call ringing in.

Fluttering continuously The extension is causing a STATION OFF-HOOK system alarm.

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IP Phone Exceptions

The 8660 IP Phone looks and functions almost identically to the 8560. The only

exceptions are:

•

The 8660 does not support the Off-Hook Voice Announce feature (see page 18).

The 8660 does not support the Enhanced Speakerphone Mode feature (see

page 31).

•

The 8660 has additional jacks on the phone that are used for Internet connections.

CAUTION

Consult your System Administrator and your local Inter-Tel servicing company for

important information about dialing emergency services from your IP Phone

before you begin using it.

ABOUT VOICE MAIL

Voice mail is an application that is part of the Inter-Tel Voice Processor. With the

voice mail application, you and other callers can send and receive recorded messages

from any station or touchtone telephone. To use this and other features, each user (you

included) is assigned a “voice mailbox,” which usually corresponds to a valid exten-

sion number. You can, however, have an “unassociated” mailbox that does not corre-

spond to an extension. Unassociated mailboxes are typically used for agents or other

personnel who don’t have a permanent office.

With your voice mailbox, you can use personal or system greetings to let callers know

if you are out of town, on a call, etc. (see page 34). 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 38).

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WHAT YOU SEE AND HEAR

As you can see, your 8560 Display Phone, 8660 IP Phone, and Axxess system come

equipped with a lot of “bells and whistles.” To help you understand what everything

means, it is recommended that you read the following information before you use

your phone.

•

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 key

combination, tried to select a restricted line, dialed a restricted or invalid number,

dialed too slowly between digits, or waited too long before performing the next

step. Hang up and try again.

•

Some Model 8560 Display Phones and 8660 IP Phones have red and green lamps

in the feature keys. Green indicates a call is ringing, holding, or active on your

phone. Red means the call is on another phone. If the keys only light red, either

your phone does not have the green lamps, or the system may not be programmed

to support the two lamp colors.

NOTE: Your phone may be programmed to always use red lamps for calls ringing

directly to your phone. If you are uncertain about the configuration, ask your Sys-

tem Administrator.

•

The key lamps may be solidly lit or flashing to indicate the status of a call or fea-

ture. To avoid confusion, this guide uses different icons to signify that a lamp is

CNF

unlit (

), lit (

), or flashing (

CNF

“Off-hook” means that either the handset is lifted or the speakerphone is on (is

lit). “On-hook” indicates that the handset is in the cradle or the speakerphone is

off. For example, you must first go “off-hook” to make a call, but you must go

“on-hook” to end a call.

MSG

•

If the

key and the Message Indicator Lamp are lit when using a directory

or entering a message, you are in alphanumeric mode, which allows you to enter

letters. If the

numeric mode and can only enter numbers and special characters.

MSG

key and the Message Indicator Lamp are unlit, you are in

“Handsfree” mode indicates that a call is connected through the speakerphone

(i.e., you don’t have to lift the handset to speak). While in handsfree mode, you

can make or receive calls.

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SOFTWARE COMPATIBILITY

Your phone is fully compatible with Axxess system software versions 7.0 and later.

Phones using system software versions 3.0 to 6.x have limited functionality in the fol-

lowing areas:

•

The Station Speed-Dial key will not work; however, you can still use this feature

by dialing the Station Speed-Dial feature code (see page 52).

The Page key will not work; however, you can still use this feature by dialing the

Page feature code (see page 55).

The Message Indicator lamp will not work; however, the Message key will still

function properly (see page 32).

The dedicated headset audio jack will not work; however, you can still use the

headset by plugging the headset into the handset jack and dialing the Headset On/

Off feature code (see page 29).

•

The optional Mini-DSS will not work.

The Transfer, Answer, Outgoing, System Speed-Dial and Redial lamps will not

light.

The 8560 and 8660 Phones are not supported by software versions 3.0 and earlier.

NOTE: This information about compatibility applies to phones programmed to use the

default key locations. Your keys may have been programmed differently. If you are

uncertain about the configuration, ask your System Administrator.

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Getting Started

SECTION CONTENTS

PAGE

Introductio n . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1 2

Adjusting Your Phone’s Viewing Angle . . . . . . . . . . . . . . . . . . . . . . . . 12

Adjusting Your Phone’s LCD Contrast . . . . . . . . . . . . . . . . . . . . . . . . . 12

Setting up voice mail . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 13

Initializing Your Mailbox . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 13

Making and Receiving Calls. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 16

Intercom Calls . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 16

Outside Calls . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 19

Emergency Calls . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 20

Call Waiting . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 20

Placing Calls On Hold. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 21

Placing Conference Call s . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2 2

Transferring Calls . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 23

To Another Extension. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 23

To Voice Mail . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 23

To an Outside Numbe r . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2 4

To Pick Up (Reverse Transfer) a Call . . . . . . . . . . . . . . . . . . . . . . . 24

Forwarding Call s . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2 5

Manual Call Forwarding . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 25

Automatic System Forwarding . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 26

Redirect Call s . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2 6

Redialing a Number . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .2 7

Displaying Information on Your Phone. . . . . . . . . . . . . . . . . . . . . . . . . 28

Date, Time, Name, and Extension Number . . . . . . . . . . . . . . . . . . . 28

Outside Party’s Name/Number. . . . . . . . . . . . . . . . . . . . . . . . . . . . . 28

Using a Headset . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 29

Using the Speaker and Microphone . . . . . . . . . . . . . . . . . . . . . . . . . . . 30

Mute Key . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 30

Group Listen Using the Speaker . . . . . . . . . . . . . . . . . . . . . . . . . . . 30

Enhanced Speakerphone Mod e . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3 1

Using the Message Key . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 32

Leaving Messages . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 32

Retrieving Messages . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 32

Accessing Your Mailbox. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 33

Using Voice Mail Messages . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 34

Listening to Messages . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 34

Undeleting Messages. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 36

Sending Messages. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 37

Canceling Unheard Messages . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 38

Using Do-Not-Disturb Mode. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 39

Using Reminder Messages . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 41

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INTRODUCTION

Now that you know what your 8560/8660 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 8560/8660 Phone has an adjustable base that allows you to tilt your phone to

enhance the viewing angle.

To adjust your phone’s viewing angle:

1. Place the phone (with the keys facing up) on a flat surface.

2. Locate the buttons on the back of either side of the phone.

3. While ensuring that the base remains in contact with the surface, press both but-

tons on the phone simultaneously to disengage the base’s locking mechanism.

4. Tilt the phone to the desired angle.

5. Release the buttons to lock the adjustable base in place.

NOTE: If you position your phone’s viewing angle to 60 degrees or greater, it is recom-

mended that you flip the handset hanger down to the horizontal position.

ADJUSTING YOUR PHONE’S LCD CONTRAST

Your phone has a feature that allows you to adjust the LCD contrast. This feature is

only available when the phone is in the idle state. You can choose from eight different

contrast levels by using the volume key, using the LCD menu keys, or by using the

keypad digits.

To adjust your phone’s LCD contrast:

1. With the handset in the cradle, dial

2. Adjust the contrast level of the LCD screen by one of the following methods:

EITHER, use the Volume key (

OR, use the LCD menu keys.

= darker,

= lighter).

OR, press a number on the keypad (1=lightest through 8=darkest) that corre-

sponds to your desired contrast level.

3. Accept and save the contrast level by one of the following methods:

EITHER, press

OR, lift and replace the handset.

OR, press the ACCEPT menu key on the LCD screen.

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SETTING UP VOICE MAIL

To begin using your voice mail box you will need to complete a few basic set-up pro-

cedures to initialize your mailbox, customize your personal greetings, and record you

voice mail directory name. See page 47 for additional voice mail options.

Initializing Your Mailbox

The first thing you should do is initialize your mailbox. This allows you to:

•

Change the default password number to a personal password.

Record a name to identify yourself in the company directory.

Listen to the voice mail introduction.

To initialize your mailbox:

1. Dial the voice mail extension number. (You hear the main menu.)

NOTE: If you don’t know what the voice mail extension number is, check with your

System Administrator.

2. Press

to identify yourself as a subscriber.

3. Enter your mailbox number and default password.

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 . Voice mail plays back your password.

If you do not want to use a password, just press

5. Press

to accept the entry or press

to re-enter your password. The system

prompts you to record your directory name.

6. After the tone, record your first and last name. When finished, press

7. Do one of the following:

•

Press

again to accept the name.

to replay the name you just recorded.

to add to your name.

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 , if desired.

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Recording Your Personal Greetings

You can store two different personal greetings in your voice mailbox: a primary and

an alternate. You can then select which greeting you want played when a caller

reaches your voice mailbox. Because the purpose of this greeting is to tell callers why

they have reached your voice mailbox, you should include the following information:

•

Whether or not you are in the office and where you can be reached

When you will be returning calls

For callers who do not wish to leave a message, how to exit voice mail (press

to return to the operator)

The following are some sample greetings to help you plan your message:

•

Primary Greeting: Hello, this is __________. I am either on another line or

away from my desk and cannot take your call at this time. If you need to speak to

someone immediately, please dial zero now. Otherwise, please leave a detailed

message, and I will return your call as soon as possible. Thank you.

•

Alternate Greeting: Hello, this is __________. I will be away from the office

from day/date until day/date. If you need to speak to someone immediately,

please dial zero now. Otherwise, please leave a detailed message, and I will

return your call when I return. Thank you.

To change your personal greeting:

1. Access your mailbox as described on page 33.

2. Press

3. Press

to select the Personal Options Menu.

4. Do one of the following:

•

Press

to record and/or enable your primary greeting.

to record and/or enable your alternate greeting.

to enable the system default mailbox greeting.

5. If you pressed , continue to the next step.

If you pressed

, the current greeting is played (if one exists). You can

then do one of the following:

•

Press

to accept the greeting.

to replay the greeting.

to add to the greeting.

to erase and re-record the greeting.

to exit without changing your greeting.

6. Hang up.

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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 33.

2. Press

to select the Personal Options Menu.

3. Press . Your current name is played. (Press

to replay your recorded name.)

4. Press

to erase and re-record your name.

5. When you hear a tone, record your first and last name, then press

6. Do one of the following:

•

Press

again to accept your recorded name.

to replay your recorded name.

to add to your name.

to erase and re-record your name.

7. Hang up.

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MAKING AND RECEIVING CALLS

Making and receiving calls is the basic purpose of any phone. With your Display

Phone, you can make/receive intercom and outside calls and make emergency calls.

Intercom Calls

Your extension number allows other people to place intercom calls to you, without

dialing any extra codes. And, because every phone in your phone system is assigned

an extension number, you can call other people in your system quickly and easily.

NOTE: Ask your System Administrator for a list of extensions.

Placing Intercom Calls

To place an intercom call:

1. With or without the handset lifted, dial an extension number.

2. If your call goes through handsfree to a phone’s speaker, speak after you hear a

double tone.

If you hear continuous ringing, wait for the call to be answered.

To place a non-handsfree call that will ring at the other phone until answered:

Press

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

. The current status is shown.

If there is no answer or the phone is busy when you place an intercom call, you

can do any of the following:

•

To leave a message: Press

hang up or wait for their message center to answer. (See page 32 for more mes-

sage options.)

or the LEAVE MESSAGE menu key. Then

MSG

•

To leave voice mail: Press the LEAVE VOICE MAIL menu key to call the

phone’s mailbox. This option appears only if the called phone has a voice mail-

box.

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If the phone is busy when you place an intercom call, you can do any of the fol-

lowing:

•

To stay on the line and wait for the phone to become available: Do not hang up.

After a system timer expires, you hear music until the phone is available. (You

cannot do this if the called phone is in DND mode.)

To request a callback (queue on to the phone): Press the QUEUE menu key and

hang up. When the phone is available, your phone rings. (To cancel the queue

request before the callback, press .)

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.

Receiving Intercom Calls

To receive an intercom call that comes in through your speakerphone:

EITHER, Respond handsfree.

OR, Lift the handset for privacy.

To receive a ringing (non-handsfree) intercom call:

EITHER, Lift the handset for privacy.

OR, Press or

to respond handsfree.

NOTE: You must lift the handset if the caller has the Ring Intercom Always feature

enabled.

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To disable your phone’s handsfree answering feature:

With the handset in the cradle, dial

this feature again.)

. (Repeat this step if you want to enable

Instead of answering a ringing call, you can press one of the following menu keys:

•

SEND TO V-MAIL: Sends the call directly to your voice mailbox. You will not

see this option if you do not have a mailbox.

IC CALL TO DND: Places your phone in DND mode and blocks the call. (See

page 39 for more information about DND mode.)

SEND TO DEST: Redirects the call to the intercom or outside number that you

enter. (See page 26 for more information about the Redirect Call feature).

To receive an Off-Hook Voice Announce call (a call through your speaker) while

you are on a call:

When you hear a single tone and see an incoming call display, you can do the follow-

ing:

•

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.)

•

To block the call from coming through the speaker: Press one of the following

menu keys:

— SEND TO BUSY: Returns a busy signal to the caller.

— SEND TO V-MAIL: Sends the call to your voice mailbox (if you have one).

— IC CALL TO DND: Blocks the call by placing your phone in DND mode.

(See page 39 for more information about DND mode.)

NOTE: To use this feature, the installer or System Administrator must program your

phone to receive Off-Hook Voice Announce Calls. This feature is not available on the

8660 Phone.

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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:

OUTGOING

1. With or without the handset lifted, press

or the OUTGOING menu

key.

2. Dial the desired number.

NOTE: If you see a request for an account code and hear a single beep, you must

dial an account code before you can place your call (see page 59).

Depending on how your system is programmed, you may be able to use one of the

following methods to select an outgoing line, instead of pressing the OUTGOING

key:

•

Dial the Outgoing Call feature code (default is 8).

Press an unlit key, if you have one.

CALL

Press an unlit LINE key, if you have one.

Dial a Select Line Group feature code (defaults are 92001-92208 but may differ

depending on the software version).

•

Dial the Automatic Route Selection (ARS) feature code (default is 92000 but

may differ depending on the software version).

To request a callback (queue on to the line) if all outgoing lines are busy when you

try to call out:

Press the QUEUE menu key when you hear busy signals and hang up. When the line

is available, your phone rings.

To cancel the queue request before your phone rings:

Press

When dialing the number, you can press one of the following menu keys:

•

OUTSIDE DIR: Selects the speed-dial directory. (See page 60.)

STN SPEED DIAL: Selects the Station Speed-Dial feature. (See page 52.)

SYS SPEED DIAL: Selects the System Speed-Dial feature. (See page 53.)

REDIAL: Redials the last outside number you dialed. (See page 27.)

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Receiving Outside Calls

To receive an outside call:

EITHER, Lift the handset.

ANSWER

OR, Press

or the ANSWER menu key.

Depending on how your system is programmed, you may be able to use one of the

ANSWER

following methods instead of pressing

•

Press the flashing

key, if you have one.

CALL

Press the flashing LINE key, if you have one.

Instead of answering a ringing call, you can press one of the following menu keys:

•

SEND TO V-MAIL: Sends the call directly to your voice mailbox. You will not

see this option if you do not have a mailbox.

•

SEND TO DEST: Redirects the call to the intercom or outside number that you

entered. (See page 26 for more information about the Redirect Call feature).

Emergency Calls

With the Axxess phone system, you do not have to access an outside line (press

OUTGOING

) to dial an emergency number.

To make an emergency call:

Dial

. A call is automatically placed to the preset emergency number.

CAUTION

Consult your System Administrator and your local Inter-Tel servicing company for

important information about dialing emergency services from your IP Phone

before you begin using it.

Call Waiting

If you receive a call while you are already on another call, you will hear a “call wait-

ing” tone and/or you will see a display.

To respond to a waiting call (you hear a single tone and a key is flashing):

End your current call, place it on hold, and/or use one of the following menu keys:

•

ANSWER: Answers the ringing call. If you did not place the current call on

hold, it is disconnected.

•

SEND TO V-MAIL: Sends the call directly to your voice mailbox without inter-

rupting the current call. (You will not see this option if you do not have a mail-

box.)

•

IC CALL TO DND: Places your phone in DND mode and blocks the call with-

out interrupting the current call. (See page 39 for more information about DND

mode.)

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PLACING CALLS ON HOLD

You can place calls on hold in one of two ways: individual or system.

•

Individual Hold places the call on hold at one phone. It can then be directly

picked up at that phone or it can be picked up at another phone using the Call

Pickup (Reverse Transfer) feature (see page 24).

•

System Hold places the call on hold in the system. You can then pick up the call

at any phone that has a flashing key for the call, including the phone that placed it

on hold.

NOTE: You cannot place intercom calls on system hold.

To place a call on Individual Hold:

1. Press or the HOLD menu key.

2. Hang up or place another call.

To place an outside call on System Hold:

1. Press

and dial

2. Hang up or place another call.

To return to a call that is on hold:

Lift the handset and press the flashing key.

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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:

CNF

1. While on the first call, press

or the CNF menu key to put the call on

hold.

2. Place another intercom or outside call.

3. Press ^CNFor the CNF menu key to place the call on hold. (If necessary, repeat

this step to place one more call on hold.)

4. Press CNF or the CONNECT TO CONFERENCE menu key to join all of

the calls together in the conference.

During the conference call, you can do the following:

•

To place the conference on hold: Press the HOLD menu key. This places the con-

ference on hold without disconnecting the parties. To return to the conference,

press ^CNF

•

To drop out of the conference: Press CNF and hang up. This removes your

phone from the conference, but leaves the other parties connected.

To add additional parties to the conference: Do the following:

a. Press the ADD PARTY menu key. This leaves the conference parties con-

nected.

b. Place a call to the party to be added to the conference.

c. EITHER, Press ^CNFtwice.

OR, Press CNF once, and then press CONNECT TO CONFERENCE.

You and the new party are added to the conference.

•

To end the conference and place all parties on individual hold: Press ^CNFand

then press

one party at a time by pressing the Hold key or a flashing key.

To mute your microphone: Press or the MUTE menu key. This turns your

to place all of the parties on individual hold. You can then speak to

MUTE

microphone on or off during the conference. If mute is enabled, you can hear the

conferenced parties, but they cannot hear you.

To transfer the conference to another extension or to voice mail: Press

TRANSFER

or the TRANSFER CNF menu key and dial the desired extension number. Then

hang up when you are ready to complete the transfer.

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TRANSFERRING CALLS

Although transferring calls is considered a basic function of a phone, Display Phone

has many advanced options for this feature. With your phone, you can transfer to

another extension, voice mail, or even an outside line.

To Another Extension

1. EITHER, Press

or the TRANSFER menu key.

TRANSFER

OR, Press the TRANSFER TO HOLD menu key to place the call on hold at the

other phone.

2. Dial the desired extension number or press the IC DIRECTORY menu key to

look up the number.

To transfer to your message center, press the MESSAGE CENTER menu key.

3. Wait for an answer, announce the call, and then hang up.

If the number is busy, there is no answer, or the transfer is refused, press the flash-

ing key to return to the caller.

NOTE: If you are receiving a transferred call and the 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

to answer the transferred call.

key

CALL

To Voice Mail

1. Press

or the TRANSFER menu key.

TRANSFER

2. Press the VOICE MAIL menu key.

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).

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To an Outside Number

1. Press

or the TRANSFER menu key.

TRANSFER

2. Select an outgoing line by pressing the OUTSIDE PHONE menu key.

3. Dial the desired telephone number.

4. Wait for an answer, announce the call, and then hang up.

If the number is busy, there is no answer, or the transfer is refused, press the flash-

ing key to return to the caller.

To Pick Up (Reverse Transfer) a Call

1. Lift the handset and dial

2. Dial the extension or hunt group number where the call is ringing or holding.

(See page 66 for more information about hunt groups.)

NOTE: If the Group Call Pickup feature is enabled, you can pick up a call ringing at

any station in a hunt group by dialing the hunt group’s extension number (available in

software versions 5.2 and later).

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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. Press

and then press one of the following menu keys:

FWD

•

ALL: All incoming calls are forwarded without ringing at your phone.

NO ANSWER: All incoming calls are forwarded if they are not answered

before a timer expires.

NOTE: You cannot adjust this timer. Only the installer or System Administra-

tor can.

•

BUSY: When your phone is busy, all incoming calls are forwarded without

ringing at your phone.

NO ANSWER/BUSY: All incoming calls are forwarded if your phone is

busy or if you do not answer, as described above.

2. Do one of the following:

•

To forward to an outside telephone number:

a. Press the OUTSIDE PHONE menu key.

b. Dial a telephone number or press the OUTSIDE DIR menu key to look

up and select a number. (See page 60 for more information on directo-

ries.)

•

To forward to an extension number: Dial the extension number. OR, press

the IC DIRECTORY menu key to look up and select a number.

•

To forward to your voice mailbox: Press the VOICE MAIL menu key.

To forward to your message center: Press the MESSAGE CENTER menu

key.

To cancel any call forward request:

Press and then press the FWD OFF menu key.

FWD

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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

Redirect Calls

NOTE: This feature is available only on systems with software versions 5.3 and later.

The Redirect Call feature allows you to forward any call that is ringing on your phone

without having to answer the call.

NOTE: You cannot redirect calls to an extension that is in DND or to a restricted out-

side number.

To redirect a call to an extension number:

1. EITHER, Press

and dial

OR, Press the SEND TO DEST menu key.

2. Dial the extension number or press the IC DIRECTORY menu key to look up

and select a number.

To redirect a call to an outside telephone number:

1. EITHER, Press

and dial

OR, Press the SEND TO DEST menu key.

2. EITHER, Press the OUTSIDE CALL menu key and enter the telephone number.

OR, Use a speed-dial number (see page 52).

3. Press

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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):

EITHER, With or without the handset lifted, press _REDIAL. A line is selected automat-

ically, and the number is dialed.

OUTGOING

OR, With or without the handset lifted, press the

or OUTSIDE CALL

menu key and then the REDIAL menu key. The number is dialed.

To use the Last Number Saved feature (if enabled):

•

To save the last number dialed: While the phone is idle or while listening to inter-

com dial tone, press

REDIAL

•

To redial the saved number: While on a call or after selecting a line, press

_REDIAL. A line is selected automatically, and the number is dialed.

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DISPLAYING INFORMATION ON YOUR PHONE

Your 8560/8660 Phone has two lines of display where you can view information, such

as the date and time or the outside party’s name/number.

Date, Time, Name, and Extension Number

You can temporarily display the system date and time, your user name, and your

extension number at any time.

To show the date and time display (while on a call, in DND, etc.):

Press

and dial

Outside Party’s Name/Number

NOTE: This feature is available only in software versions 4.4 and later.

If you are currently connected to an outside caller with Caller ID, you can toggle

between displaying the caller’s name and number.

To show the outside party’s name:

Press

and dial

NOTE: If there is no outside party name available, the display shows CANNOT

ACCESS FEATURE.

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USING A HEADSET

With an electret headset, you can talk on the phone handsfree, without using your

speaker and microphone.

NOTE: If your headset has a power-saver mode, make sure the System Administrator

has the Headset Connect Tone flag enabled in the telephone system. If this flag is not

enabled, you may miss the first few seconds of incoming calls.

To connect a headset:

1. Insert the headset plug into the headset jack.

2. With the handset in the cradle, dial

(Headset On feature code) or dial

(Headset On/Off feature code). The display shows HEADSET MODE

ON.

NOTE: If using a headset, press to connect and disconnect calls.

To disconnect a headset:

1. Unplug the headset cord from the headset jack.

2. With the handset in the cradle, dial

(Headset Off feature code) or dial

(Headset On/Off feature code). The display shows HEADSET MODE

OFF.

NOTE: If you have both a headset and handset connected to your phone and you are

using the headset, you can quickly transfer audio to the handset by lifting the handset

from the cradle. Press

handset in the cradle.

to transfer the call back to the headset before replacing the

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USING THE SPEAKER AND MICROPHONE

If you are not using a headset, you can talk handsfree using your speaker and micro-

phone. You can also use the speakerphone for on-hook dialing, call monitoring, and

background music.

Mute Key

To mute the microphone so that you can hear the other party, but they cannot

hear you (this does not put them on hold):

MUTE

Press

or the MUTE menu key.

To return to the call:

MUTE

Press

or the UNMUTE menu key.

Group Listen Using the Speaker

With the Group Listen feature, you can transmit a conversation over the speaker while

you use the handset or headset to continue speaking. This allows other people to hear

the caller while the caller can only hear you.

NOTE: You cannot use this feature on a handsfree call. You must be on a call using

the handset or a headset before entering the feature code.

To turn the group listen feature on or off during a call:

Press

and dial

. You hear a confirmation tone and the display shows

GROUP LISTEN ON or GROUP LISTEN OFF. (The other party will not hear the

confirmation tone.)

NOTE: If you are using the handset, the key lamp will remain unlit, even though the

speaker is on. This allows you to place the call into handsfree mode at any time during

the call by pressing

and hanging up. If you are using a headset, however, the

key

lamp is lit. Pressing will disconnect the call.

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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. This feature is not available on the 8660

Phone.

To enable enhanced speakerphone mode while on a call:

EITHER, Press

and then the

OR, Press

and dial

. The speakerphone will return to standard mode

when you end the call.

There will be about one second of white noise while the speakerphone circuitry is cal-

ibrated to the call. (Both parties should avoid speaking during this white noise.) If the

speakerphone cannot be calibrated correctly, the display shows CANNOT ENABLE

ENHANCED MODE.

NOTE: Two Display Phones cannot be in enhanced mode while on a call together;

one phone must be off-hook to allow the other phone to enter enhanced speakerphone

mode. Also, on some long-distance calls, the outside party may hear his or her own

echo when speaking to a Display Phone. If the amount of echo is objectionable, do not

use the Enhanced Speakerphone Mode.

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USING THE MESSAGE KEY

In today’s busy world, it’s almost guaranteed that you will call someone that is on

another call, does not answer, or is in DND. But, with the key, you can let the

MSG

other person know you called.

When you leave a message, you can:

•

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.

•

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

play shows the number of waiting messages.

key flashes, and the dis-

MSG

Leaving Messages

To leave a message while on an intercom call:

1. Press or the LEAVE MESSAGE menu key.

2. Hang up or wait for the message center to answer.

To leave a message without placing an intercom call:

1. Press and then the LEAVE MESSAGE menu key.

MSG

2. Dial the desired extension number.

To cancel a message that you left at another phone:

1. Press

and then the CANCEL MESSAGE menu key.

MSG

2. Dial the extension number of the phone where you left the message.

Retrieving Messages

To retrieve a message (Message key and lamp are flashing):

Lift the handset and press . A call is automatically placed to the phone or mes-

MSG

sage center that left the message. (See the following section for information about

accessing your mailbox.)

To select the message you want to answer first:

1. With the handset in the cradle, press the VIEW MESSAGE menu key to view

the waiting message. If more than one message is waiting, scroll to the desired

message using the PREVIOUS or NEXT menu keys or press the

(low) end of the Volume key.

(high) or

2. Press the REPLY menu key to respond to the desired message.

To cancel a waiting message:

1. Press

or the VIEW MESSAGE menu key to view the message to be can-

MSG

celed.

2. Press

or the DELETE menu key to cancel the displayed message.

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ACCESSING YOUR MAILBOX

If you have a message waiting in your mailbox, you must access your voice mailbox

to retrieve it.

TIP: Generally speaking, pressing

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

to skip the person’s introductory message and proceed

directly to the recording phase. Similarly, while listening to messages, you can press

to skip the system-generated voice prompts and proceed directly to the playback

phase. You can also press

level.

to cancel or return to the previous menu at any menu

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 system will indicate whether primary or alternate

Remote Messaging is selected when the Remote Messaging feature is enabled

(see page 50). It will also alert you if a programming error has been detected and/

or if it encountered busy system resources when attempting to place a Remote

Messaging call.

NOTE: All of the menu options used for voice mail features are presented as numeric

entries in the following instructions. You can, however, access these options using the

menu selection keys beside the display.

To access your mailbox:

1. Dial the voice mail extension number. (You hear the main menu.)

2. During or after the greeting, press

to identify yourself as a subscriber.

3. Enter your mailbox number and your personal password (if programmed). Then

press

NOTE: If you do not have a password, just press

. See page 47 for information

on programming passwords.

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USING VOICE MAIL MESSAGES

Once you’ve accessed your mailbox, the system will tell you how many new and

saved messages you have. You can then listen to messages, delete messages, save

messages, etc.

Listening to Messages

To listen to messages:

1. Access your mailbox as described on page 33.

2. EITHER, Press

to listen to your new messages.

OR, Press

to listen to your saved messages.

3. While you are listening to a message, you can use the following options:

•

Press

to skip to the end of the recording.

to back up.

to pause. Then press any key to continue.

to skip ahead.

to play the message envelope.

or to raise the volume.

to lower the volume.

to save the new message in your mailbox.

to delete the message from your mailbox.

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4. When the message has finished playing, you have the following options:

•

Press

to replay the message from the beginning.

Press

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

or press the LEAVE VOICE MAIL menu key 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

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

or press the RETURN CALL menu key, to make a return call.

Your call will be transferred automatically 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.

•

Press

to forward a copy of the message to another subscriber. If you want

to include an introduction, press

without additional comments.

. If not, press

to forward the message

•

Press

to listen to the previous message.

to play the introductory message envelope (see page 48 for infor-

mation on envelope options).

•

Press

to listen to the next message.

to save the new message in your mailbox.

to delete the message from your mailbox.

5. Hang up.

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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 33.

2. Press

3. Press

for Message Options.

to access undelete options. Your options are:

•

Press

to listen to your deleted messages and choose which ones to delete

or recover. After each message you can:

— Press

to replay the message.

to reply to the message.

to forward the message to another mailbox.

to listen to the previous message.

to play the message envelope.

to listen to the next message.

to recover the message.

to purge the message from your mailbox.

•

Press

to recover all of your deleted messages and store them as saved

messages.

Press

to erase all of your deleted messages.

4. Hang up.

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Sending Messages

To send a message:

1. Access your mailbox as described on page 33.

2. Press

3. Dial the desired mailbox number or group list number.

4. Press

to accept the subscriber’s name.

5. Record your message after the tone. While recording, you have the following

options:

•

Press

to pause while recording. Then press any key to continue.

to erase and re-record your message.

6. When finished recording, hang up or press

to access the following options.

•

Press

to send the message and return to the voice mail options.

to replay your message.

to add to your message.

to erase and re-record your message.

to use the special delivery options. You can then use one or more

of the following options:

— Press

to mark the message “private.” (This prevents the recipient

from forwarding it to other subscribers.)

— Press

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

to cancel delivery options.

— Press

to deliver the message. (If you want to mark the message certi-

fied, private, and/or priority, you must do so before completing this

step.) You may choose either of the following options:

•

Press

and enter another mailbox number to send the message to

another destination.

•

Press to exit and return to voice mail options.

7. Hang up.

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Canceling Unheard Messages

NOTE: This feature is available only in software versions 5.1 and later.

You can cancel unretrieved messages that you have sent to individuals, but not mes-

sages that you sent to group lists.

To cancel unheard messages:

1. Access your mailbox as described on page 33.

2. While listening to the voice mail main menu, press

for Message Options.

3. Press

4. When prompted, enter the number of the mailbox containing the unheard mes-

sage.

5. Press

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:

•

Press

to replay the message.

to add to the message.

to forward the message to another mailbox.

to listen to the previous message.

to play the message envelope.

to listen to the next message.

to save the message in your mailbox.

to delete the message.

6. Hang up.

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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

System Administrator will give you a list of the programmed DND messages. For

convenience, you should update the following default list.

DEFAULT MESSAGE

01 DO-NOT-DISTURB

02 LEAVE A MESSAGE

03 IN MEETING UNTIL

04 IN MEETING

NEW MESSAGE

DEFAULT MESSAGE

11 OUT OF TOWN ’TIL

12 OUT OF OFFICE

13 OUT UNTIL

NEW MESSAGE

14 WITH A CLIENT

15 WITH A GUEST

16 UNAVAILABLE

05 ON VACATION ’TIL

06 ON VACATION

07 CALL ME AT

17 IN CONFERENCE

18 AWAY FROM DESK

19 GONE HOME

08 AT THE DOCTOR

09 ON A TRIP

10 ON BREAK

20 OUT TO LUNCH

Because the system DND message only uses one line of your display, you can enter a

second line of text, up to 16 characters. For example, if you select 03 (IN MEETING

UNTIL) as your first line of text, you can enter “3:30” as your second line. Callers

will then see, “IN MEETING UNTIL 3:30.”

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To enable DND:

1. Press

or the DND menu key.

DND

2. EITHER, Dial the two-digit number corresponding to the message you want to

use.

OR, Press the SCROLL menu key (and PREVIOUS or NEXT) or press the

(high) and

(low) end of the Volume key to scroll through the messages.

3. If desired, customize the second display line by dialing the desired numbers or

letters as described below:

•

Remain in numeric mode (Message key and lamp unlit): Press the keypad

keys to dial the desired numbers. Press

for a hyphen (-),

for a colon

MUTE

(:),

to leave a space, or

to backspace.

FWD

•

Change to alphanumeric mode (Message key and lamp lit): Press

MSG

the USE ALPHA MODE menu key and then press the keypad keys to enter

the desired characters. (Refer to the chart below.) The number of times a key

is pressed determines which character is entered. For example,

33377744432999 enters “FRIDAY.” When adjoining characters are located

under the same key, press

once to advance to the next character. For

6632999 enters “MONDAY.” (Note that let-

FWD

666

FWD

example, 6

FWD

ters correspond to the letters printed on the keys.) Press

twice to

FWD

MUTE

leave a space or press

if you need to backspace.

4. Press or lift and replace the handset.

To cancel DND:

DND

EITHER, Press

OR, Press the DND menu key and then the DND OFF menu key.

NUMBER OF TIMES KEY IS PRESSED

KEY

ENGLISH CHARACTERS

JAPANESE CHARACTERS**

(

)

TSU

SHI

CHI

^{# or /}*

tsu

^{Ñ or #}*

long

*The character available depends on the software version.

**The Japanese characters are only available if the Multilingual feature is enabled.

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USING REMINDER MESSAGES

Never be late for a meeting again! With Reminder Messages, you can program your

phone, up to 24 hours in advance, to alert you at a specified time. At the programmed

time, the reminder message signals you with eight short tones, and your display

shows the message. If you are on a call, you still hear the tones, and the message dis-

plays for ten seconds. Then the display returns after you hang up. (reminder displays

interrupt, but do not affect programming.)

Your phone system can have up to 20 different reminder messages, each of which can

be changed by the System Administrator, installer, or programmer. Your trainer or

System Administrator will give you a list of reminder messages for your system. For

convenience, you should update the following default list.

DEFAULT MESSAGE

01 MEETING

NEW MESSAGE

DEFAULT MESSAGE

11 CALL ENGINEERING

12 CALL MARKETING

13 CALL ACCOUNTING

14 CANCEL DND

NEW MESSAGE

02 STAFF MEETING

03 SALES MEETING

04 CANCEL MEETING

05 APPOINTMENT

06 PLACE CALL

15 CANCEL CALL FWD

16 TAKE MEDICATION

17 MAKE RESERVATION

18 REVIEW SCHEDULE

19 LUNCH

07 CALL CLIENT

08 CALL CUSTOMER

09 CALL HOME

10 CALL CORPORATE

20 REMINDER

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To request a reminder message:

1. With the handset in the cradle, dial

2. EITHER, Dial the desired two-digit number for the message that you want.

OR, Press the SCROLL (and PREVIOUS and NEXT) or press the

(high)

and

(low) end of the Volume key to scroll through the messages.

3. While the desired message is displayed, press

or the ACCEPT menu key.

4. Enter the time you wish to receive the message in hours and minutes. For exam-

ple, 0900 = 9:00. If you dial three digits, such as 900 for 9:00, press

NOTE: If your system is set for 24-hour format, you must enter the time appropri-

ately (e.g., 1400 = 2:00PM).

If your system is set for 12-hour display format, press the AM or PM menu key.

To cancel all reminder message requests before they signal you:

With the handset in the cradle, dial

To clear a received reminder message (you hear eight short tones and see a

reminder message display):

With the handset in the cradle, press

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Moving On

SECTION CONTENTS

PAGE

Introduction. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 44

Setting Preferences . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 44

Phone Configuration. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 44

Voice Mail Options . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 47

Speed Dialing . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 52

Station Speed Dial . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 52

System Speed Dial. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 53

Using Record-A-Cal l . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5 4

Paging . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 55

Making Pages. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 55

Enabling Paging . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 55

Performing a “Hookflash” During a Call. . . . . . . . . . . . . . . . . . . . . . . . 55

Programming Your Feature Keys . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 56

Programming Direct Station Selection Keys . . . . . . . . . . . . . . . . . . . . 57

Programming Secondary Extension Keys . . . . . . . . . . . . . . . . . . . . . . 58

Using Account Codes. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 59

Screening Calls. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 60

Using the Directories . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 60

Phone Directory . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 60

Voice Mail Directory . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 62

Programming Remote Feature Access. . . . . . . . . . . . . . . . . . . . . . . . . 63

Remote Access Password . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 63

Remote Feature Access. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 64

Requesting Agent Help . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 65

Working in Hunt Groups. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 66

Hunt Group Calls Enabled/Disabled. . . . . . . . . . . . . . . . . . . . . . . . . 66

ACD Hunt Groups . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 66

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INTRODUCTION

Now that you’ve mastered the basics, it’s time to move on to the advanced features. In

this section, you’ll learn how to program your phone, use directories, access your

voice mailbox remotely, and perform various other functions.

SETTING PREFERENCES

Your phone and voice mailbox are automatically set to specific defaults. You can,

however, configure many of these settings at any time.

Phone Configuration

Customizable features on your phone include changing volume levels, enabling back-

ground music, selecting a ring tone, and others.

Changing Volume Levels

The phone has eight volume settings: handset intercom, handset outside call, speaker-

phone intercom, speakerphone outside call, background music, ringing, handset inter-

com dial tone, and speakerphone intercom dial tone.

NOTE: To change each of these levels, you must be using that feature. For example, if

you want to change the speakerphone level for an intercom call, you must be on a

handsfree intercom call.

To change a volume level:

Press

(the high end of the Volume key) to increase the volume. Press

(the low

end of the Volume key) to decrease the volume.

To save your change:

Press both ends of the Volume key.

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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

2. Do one of the following to select your ring tone:

•

Press

or the RINGER OFF menu key for no ringing.

Press the PREVIOUS or NEXT menu key to scroll to the desired tone.

Dial 1-9 to select a specific tone.

3. When you hear the tone you want, you can do any of the following:

•

Press

Press the ACCEPT menu key.

Press

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

Changing Keymaps

Keymaps identify where feature keys appear on your phone. While all phones are pro-

grammed with a standard keymap, some phones have alternate keymaps (ask your

System Administrator). If you have an alternate keymap, you can switch between the

keymaps by dialing a specific feature code.

To switch between keymaps when your phone is idle:

With the handset in the cradle, dial

To switch between keymaps during a call:

Press

and dial

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Enabling Automatic Call Answer

The Automatic Call Answer feature determines whether or not you are automatically

connected to a caller when you lift the handset (or press ). If this feature is enabled,

you are automatically connected when you go off-hook. If it is disabled, you must

first lift the handset (or press ) and then press the flashing key.

To enable/disable this feature for ringing outside calls:

With the handset in the cradle, dial

To enable/disable this feature for ringing (non-handsfree) intercom calls:

With the handset in the cradle, dial

Changing the Language

When your phone system is installed, the System Administrator can choose two of

four different languages (American English, British English, Japanese, or Spanish) as

the primary and secondary languages. You can then change the display and voice mail

prompts on your phone by toggling between the primary and secondary languages.

For example, if the system’s primary language is American English, and your phone

is programmed for the primary language, all displays appear in American English,

and your voice mail prompts are played in American English (unless changed, as out-

lined below). If the secondary language is Japanese, and your phone is programmed

for the secondary language, all displays appear in Japanese (Katakana) characters, and

your voice mail prompts are played in Japanese.

NOTE: You can only use the secondary language voice mail prompts if they are

loaded on the system. By default, all phones are set for the primary language. See your

System Administrator to determine which languages are programmed for your phone

system.

You can also program messages using English/Spanish or Japanese characters, or a

combination of both (see page 61 for a list of characters). In displayed lists, such as

directories, the English/Spanish characters are alphabetized before the Japanese char-

acters.

To change the assigned language for your phone:

Dial

to change between your system’s primary and secondary languages,

as desired. Your display shows the current language.

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Returning to Default Operation

You can return your phone to default levels at any time. This feature returns volume

to default levels; cancels DND, manual call forwarding, background music, and queue

requests; and restores handsfree mode, pages, hunt group calls, and system forward-

ing all at once.

To return your phone to default:

Dial

Voice Mail Options

Your voice mailbox contains personal options to allow you to customize voice mail

functions. However, before you change your voice mail options, you must first initial-

ize your mailbox (see page 13).

Changing Your Mailbox Password

Your password prevents unauthorized access to your mailbox.

To change your password:

1. Access your mailbox as described on page 33.

2. Press

3. Press

to select the Personal Options Menu.

4. If you want to have a password, enter a new password, using up to 12 digits.

If you do not want to use a password, skip this step.

5. Press . Voice mail plays back your password if you entered one.

6. Press

to accept the password as entered or press

to erase and re-enter your

password.

7. Hang up.

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Changing the Voice Mail Message Envelope

When you receive a voice mail message, voice mail plays the message in an

“envelope” that can include the time and date the message was left, the source of the

message, and/or the message length. By default, the envelope contains all of this

information, but you can change your envelope, as described below.

To change and save your message envelope:

1. Access your mailbox as described on page 33.

2. Press

to select the Personal Options Menu.

3. Press

to select the Message Envelope Options Menu. You can then do any of

the following:

•

Press

to enable or disable the time/date option.

to enable or disable the message source option.

to enable or disable the message length option.

to enable all options and return to the Personal Options Menu.

to disable the entire envelope and return to the Personal Options

Press

Menu.

•

Press

to return to the Personal Options Menu.

4. Hang up.

Changing the Call Screening Transfer Method

NOTE: The Call Screening feature is available only if it is enabled for your mailbox

(ask your System Administrator).

Depending on the transfer method you select, transferred calls from voice mail may

be unannounced (as usual), or one of the following may occur:

•

“Announce Only” Calls: Before voice mail transfers a call to you, a prompt asks

the caller to record his or her name. When you answer, you hear “You have a call

from (caller’s name).”

•

“Screened” Calls: Before voice mail transfers a call to you, a prompt asks the

caller to record his or her name. When you answer, you hear “You have a call

from (caller’s name).” You can choose whether or not to accept the call (see

page 60).

To change your transfer method (if allowed):

1. Access your mailbox as described on page 33.

2. Press

to select the Personal Options Menu.

3. Press

for More Options. (If using version 5.0 or earlier software, skip this

step.)

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4. Press

. The system tells you what your current transfer method is. You can

then select the desired transfer method, as follows:

•

Press

to select unannounced transfers.

to select screened transfers.

to select announce only transfers.

to return to the Personal Options Menu without making changes.

5. Hang up.

Programming a Fax Destination

NOTE: This feature is available only in software versions 5.1 and later.

With the Inter-Tel Voice Processor, callers can use your mailbox to send you a fax. To

use this feature, you must specify the destination fax number.

To change your fax destination number:

1. Access your mailbox as described on page 33.

2. Press

3. Press

4. Press

to select the Personal Options Menu.

for More Options.

5. Enter the number of your fax destination, followed by

6. EITHER, Press

to accept the number.

OR, Press

to erase the number and re-enter it.

7. Hang up.

Changing the Message Search Order

NOTE: This feature is available only in software versions 5.2 and later.

When more than one message is left in your voice mailbox, you can change the order

in which you retrieve your messages, based on the date and time they were received.

To change the listening order of your messages:

1. Access your mailbox as described on page 33.

2. Press

3. Press

4. Press

5. Press

to select the Personal Options Menu.

for More Options.

for the Message Search Order.

to change the search order for new messages or press

to change the

search order for saved messages. You have the following options:

•

Press

to retrieve the earliest-received messages first (First In/First Out).

to retrieve the latest-received messages first (Last In/First Out).

to return to the Personal Options Menu without making changes.

6. Hang up.

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Programming Remote Messaging

NOTE: Your installer or System Administrator must enable this feature on your voice

mailbox.

With Remote Messaging, you can program the Voice Processor (voice mail) to call

you when your mailbox receives new messages. Using a “cascade” (a series of up to

nine telephone numbers), voice mail will call each number until it successfully con-

nects to a device (e.g., pager, answering machine, etc.).

Because your mailbox can have a primary and an alternate cascade of numbers, you

can program a cascade to be used during specific days and times. For example, if you

want to be paged when you receive a message from 5-10 PM on weekdays, you can

set up a primary cascade. If you also want to receive pages for messages marked “pri-

ority” on the weekends, you could set your alternate cascade for all day on Saturdays

and Sundays.

NOTE: If for some reason voice mail is not able to use your remote notification, your

mailbox will receive a message stating that notification could not be completed.

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To set up remote messaging:

1. Access your mailbox as described on page 33.

2. Press

to select the Personal Options Menu. (If using version 5.0 or earlier

software, skip this step.)

3. Press

NOTE: This option is not available if you do not have Remote Messaging enabled.

4. Press

to set up a primary cascade or press

to set up an alternate cascade. A

prompt tells you what the cascade’s current status is.

5. Do one of the following:

•

To program a cascade level: Press

and enter the number of the level you

wish to program (1-9). You then have the following options:

— To enable or disable the cascade level: Press . (You cannot enable the

level until a notification number is programmed.)

— To set up or change an extension or telephone number: Press

. Then

press

for an extension number or

for an outside number. Then

enter the number.

— To set up or change a pager number: Press . Then enter the number.

•

To set up time of day for notification: Press

. Then enter the time you

want the message notification to start and stop. Enter the times with two dig-

its for the hour and two digits for the minutes (e.g., 0915 = 9:15). If entering

the time in 12-hour format, you are prompted to press

for AM or press

for PM.

NOTE: For 24-hour notification, program the starting and ending times to be

the same.

•

To set up the days of the week for notification: Press

of the following:

. Then select one

— Press

for Monday-Friday.

for all days.

to select individual days. You are prompted to press digits 1-7

which correspond to the days Sunday through Saturday.

To select all or priority-only message notification: Press

. Then press

for all messages or

for priority messages only.

6. Either select another option, as described above, or press

to save the settings

and exit.

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SPEED DIALING

Speed dialing allows you (and your System Administrator) to store frequently dialed

numbers for easy dialing. Each number is stored on your phone (Station Speed Dial)

or in the phone system (System Speed Dial) and is identified by a location number.

Once programmed, you can quickly dial these numbers by entering a feature code and

dialing the desired location number. Because the Inter-Tel Axxess system supports

both station and System Speed-Dial numbers, you can have access to over 1000

stored numbers.

Station Speed Dial

You can store up to ten personal speed-dial numbers and associated names in Station

Speed-Dial locations 0-9. If you have programmable feature keys, you can also create

Station Speed-Dial keys for one-touch speed dialing (see page 56).

Storing Station Speed-Dial Numbers

To program your Station Speed-Dial locations:

1. With the handset in the cradle, dial

2. Dial the location code (0-9) to be programmed or press a Station Speed-Dial key

that you want to program (if you have one).

3. Enter the desired name for the speed-dial number, as described below:

•

Alphanumeric mode (Message key and lamp lit): Press the keypad keys to

enter the desired characters. (Refer to the chart on page 60.) The number of

times a key is pressed determines which character is entered. For example,

533266 would enter “JEAN.” When adjoining characters are located under

FWD

the same key, press

once to advance to the next character. For exam-

FWD

ple, 66

6667776 would enter “NORM.” (Note that letters correspond

FWD

to the letters printed on keypad keys 1-9.) Press

twice to leave a

MUTE

space. Press

if you need to backspace.

•

Press the ACCEPT menu key on the display to save the name.

4. Dial the extension number or telephone number to be stored, as described below:

•

Numeric mode (Message key and lamp unlit): Enter the number. Press

for

MUTE

FWD

a hyphen (-),

space.

for a colon (:),

to leave a space, or

to back-

If your number includes an asterisk, pound, hookflash, or pause, use the

menu keys to enter the special character.

•

Press the ACCEPT menu key on the display to save the number.

TIP: To dial outside telephone numbers without first selecting an outgoing line,

enter a line access code (such as the Outgoing Call code “8”) before the outside

telephone number.

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To view how your Station Speed-Dial keys are programmed:

NOTE: These instructions assume that you have already programmed the feature key

as a speed-dial key. See page 56 for instructions on programming your feature keys.

1. With the handset in the cradle, dial

2. Press the desired Station Speed-Dial key. The name and number will be dis-

played.

3. Press

or to exit.

To erase a Station Speed-Dial name and/or number:

1. With the handset in the cradle, dial

2. Dial the desired location code (0-9) or press the desired Station Speed-Dial key.

MUTE

3. Press

4. Press

5. Press

6. Press

repeatedly until the name is erased.

or the ACCEPT menu key to continue.

MUTE

repeatedly until the number is erased.

or the ACCEPT menu key 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:

•

To use a location number: Press

or dial

and then the desired

STN SPDL

Station Speed-Dial location number (0-9).

•

To use a Station Speed-Dial key: Press the desired Station Speed-Dial key.

System Speed Dial

Your System Administrator can store up to 1000 speed-dial numbers in System

Speed-Dial locations 000-999.

To view and/or dial System Speed-Dial numbers:

SYS SPDL

1. Press

or dial

2. Dial the location code (000-999) for the desired number.

3. Press

or the ACCEPT menu key to dial the displayed number.

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USING RECORD-A-CALL

If your telephone system is equipped with an Axxess Voice Processor (voice mail),

you may have access to the Record-A-Call feature. If so, you can record an ongoing

call as a mailbox message. You can then retrieve the message, just as you would any

other mailbox message.

To use the Record-A-Call feature while on a call:

1. EITHER, Press

and dial

OR, Press the RECORD-A-CALL menu key.

2. If required, dial the desired mailbox number. (Your phone may be programmed to

select the mailbox, or you may be required to dial it.)

You hear a confirmation tone when the Record-A-Call feature is activated.

To turn off Record-A-Call:

EITHER, Press

and dial

OR, Press the CANCEL RECORDING menu key.

OR, Hang up.

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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

here for your convenience:

0 _______________________ 5 _______________________

1 _______________________ 6 _______________________

2 _______________________ 7 _______________________

3 _______________________ 8 _______________________

4 _______________________ 9 _______________________

NOTE: The 8560/8660 Phone has a

key which may be programmed to access

PAGE

a specific page zone. If you do not know which page zone is programmed for this key,

ask your System Administrator.

Making Pages

To make pages:

1. Lift the handset and press

or dial

PAGE

2. Dial the desired zone number (0-9).

3. After the tone, make your announcement and hang up.

Enabling Paging

You can enable or disable page receiving for your phone by using the Page Remove/

Replace feature code. If your phone is assigned to more than one page zone, all zones

are removed or replaced at once (you cannot turn off individual zones).

To turn paging on and off for your phone:

Dial

PERFORMING A “HOOKFLASH” DURING A CALL

Certain telephone service companies may require a timed hookflash (a quick hang up

and release).

To generate a hookflash while using a line:

EITHER, Press the FLASH menu key. If the FLASH menu key is not visible, press

MORE until you see FLASH.

OR, Press

and dial

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PROGRAMMING YOUR FEATURE KEYS

Depending on how your system is programmed, some of your feature keys may be

“user-programmable.” If so, you can program them with any of the feature codes

listed in the back of this user guide or with extension numbers.The keys on the Mini-

DSS can also be programmed as feature keys. In addition, you can combine the fea-

ture key and Station Speed-Dial functions to program a feature key to dial an outside

number.

NOTE: You cannot program secondary extension keys as feature keys (see Program-

ming Secondary Extension Keys on page 58).

To program a user-programmable feature key:

1. With the handset in the cradle, dial

2. Press the feature key you want to program.

3. Dial the feature code or extension number you want to store under that key.

(Refer to the back of this guide for default feature codes.)

To return all feature keys to their original default values:

With the handset in the cradle, dial

To display the current feature key values:

1. With the handset in the cradle, dial

2. Press the feature key(s) you want displayed.

3. Press to hang up.

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PROGRAMMING DIRECT STATION SELECTION KEYS

A key programmed as a Direct Station Selection/Busy Lamp Field (DSS/BLF) key

provides a way to dial the associated extension with one touch. In addition, if the key

is equipped with a lamp, you can visually monitor the status of the associated exten-

sion.

To assign an extension to a DSS/BLF key:

1. With the handset in the cradle, dial

2. Press the DSS key(s) and dial the desired extension number.

Once programmed, you can use your DSS key as follows:

•

You can place an intercom call to the extension that the DSS key is programmed

for by pressing the key once.

•

You can transfer a call to the extension that the DSS key is programmed for by

pressing the key once and hanging up. (For transferred calls that are forwarded to

voice mail you will hear repeating double tones and the display will show DEST

FORWARDED TO VOICE MAIL.)

•

If the DSS key has a lamp, you can visually monitor the status of the extension.

NOTE: For the DSS keys to work as described above, your System Administrator must

define them as user-programmable in Database Programming.

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PROGRAMMING SECONDARY EXTENSION KEYS

With the Secondary Extension Appearances feature, you can program various keys on

your phone (and on the Mini-DSS) to indicate the call activity at a different extension

(primary phone). In addition to being able to see when a call is ringing, answered, or

on hold, you can use your secondary extension key to answer a call that is ringing at

the primary phone. Your phone may also be programmed to automatically ring when a

given number of calls are waiting at the primary phone (ask your System Administra-

tor).

There are two possible types of secondary extension keys: programmable and non-

programmable. If you have a non-programmable secondary extension key, only the

System Administrator can change the associated extension. If you have a programma-

ble key, you can change the extension, as described below.

NOTE: You can only assign the extension for a secondary extension key. You cannot

create or change the secondary extension key (e.g., make it a feature key).

To display the current secondary extension key assignment(s):

1. With the handset in the cradle, dial

2. Press the secondary extension key(s) you want displayed.

To assign a primary phone to a secondary extension key (if enabled):

1. With the handset in the cradle, dial

2. Press the secondary extension key and dial the desired extension number.

Once programmed, you can use your secondary key as follows:

•

You can press your flashing secondary extension key to answer a call that is ring-

ing or holding on any key at the primary phone.

CALL

•

You can press your unlit secondary extension key to place an intercom call to the

primary phone.

NOTE: If the secondary key is flashing (i.e., a call is ringing at the primary phone), you

can press

before pressing the flashing key to place an intercom call to the primary

phone without answering the call. Or, you can just dial the primary phone's extension

number.

To transfer a call back to the extension after you have answered it on your phone:

•

To transfer to hold: Press the secondary extension key, announce the call (if

desired), and then hang up.

•

To transfer to ring: Press

can announce the call, if desired, before hanging up to complete the transfer.

and then the secondary extension key. You

TRANSFER

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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:

•

Standard account codes are automatically entered into the SMDR report when-

ever you place a call.

•

Forced account codes must be dialed before you can place an outside call.

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

and dial

2. Enter the optional account code. If the account code is not immediately accepted,

press

To set an account code for all calls placed from your phone:

Dial

and then the account code. If the account code is not immediately

accepted, press

is disabled.

. This code will be used for all calls made from your phone until it

To disable the code:

Dial

and press

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SCREENING CALLS

NOTE: This feature is available only if your telephone system is equipped with a

Axxess Voice Processor (voice mail).

If your voice mailbox is programmed correctly, you can screen calls that are trans-

ferred from voice mail. This allows you to accept and/or refuse specific calls.

Depending on the transfer method you use, calls from voice mail may be unan-

nounced, announce only, or screened calls (see page 48 for details).

If your voice mailbox is programmed for screened calls, you have the following

options when you receive a transfer:

•

Press the ACCEPT menu key or

Press the REPLAY menu key or

to accept the call.

to replay the announcement.

Press the SEND TO V-MAIL menu key or

to send the call to voice mail.

Press the FORWARD menu key or

and then enter the extension number to

forward the call to another extension.

•

Press the REFUSE menu key or

to refuse the call.

USING THE DIRECTORIES

With directories, you can use your phone keypad to find names, numbers and features.

You can then use the directory information to make calls, access features, or leave

voice mail messages.

Phone Directory

The phone directory contains a list of the extension numbers, system speed-dial num-

bers, feature codes, and their associated names. To search for an item, you can enter

the full or partial name. The system will then find the closest match. Once the correct

match is displayed on your phone, you can dial the number or press a key to access

that extension or feature.

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To perform a directory search:

1. If your phone is idle, press the DIRECTORY menu key, then press the menu key

for the desired directory (IC DIRECTORY, OUTSIDE DIR, or FEATURE DIR).

If placing a call, choose between OUTSIDE DIR and IC DIRECTORY.

2. Enter letters or numbers (up to 10 characters) as described below:

•

Remain in alphanumeric mode (Message key and lamp lit): Press the keypad

keys to enter the desired characters. (Note that letters correspond to the let-

ters printed on keypad keys 1-9.) The number of times a key is pressed deter-

mines which character is entered. For example, 77776444844 would enter

“SMITH.” When adjoining characters are located under the same key, press

FWD

once to advance to the next character. For example, 5666

FWD

66337777 would enter “JONES.” Press

once to advance and twice to

MUTE

leave a space. Press

to backspace.

•

Change to numeric mode (Message key and lamp unlit): Press the keypad

MUTE

keys to enter an extension number. Press

to backspace.

3. Press the SEARCH menu key to begin the search. If desired, you can use the

PREVIOUS and NEXT menu keys or the high/low end of the Volume key to

move alphabetically through the directory.

4. Press the CALL (for IC or OUTSIDE DIRECTORIES) or ACCEPT (for FEA-

TURE DIR) menu key to dial a number or feature code while it is displayed.

NUMBER OF TIMES KEY IS PRESSED

KEY

ENGLISH CHARACTERS

JAPANESE CHARACTERS**

(

)

TSU

SHI

CHI

^{# or /}*

^{Ñ or #}*

tsu

long

*The character available depends on the software version.

**The Japanese characters are only available if the Multilingual feature is enabled and

Japanese is installed as the secondary language.

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Voice Mail Directory

Whenever voice mail asks you to enter a mailbox number, you can use the mailbox

and extension number directories. You can also use these directories to leave a voice

message with another user. Like the phone directories, you don’t have to enter the full

name because the system finds the closest match based on your entry.

To perform a directory search:

When prompted, press the keys to enter the name. The number of times a key is

pressed determines which character is entered, as shown below. When adjoining char-

FWD

acters are under the same key, press

to advance to the next character. For

FWD

example, 5666

66337777 enters “JONES.”

NUMBER OF TIMES KEY IS

PRESSED

KEY

(

)

^{# or /}*

^{Ñ or #}*

*The character available depends on the software version.

To use the directory to leave a voice mail message:

1. Dial the voice mail extension number.

2. Press

for Directory Services.

3. Enter the desired name, as described above, and press

. The selected name is

played.

4. Do one of the following:

•

Press

to accept the name.

to hear the previous name in the directory.

to hear additional information for the selected name (if allowed).

to hear the next name in the directory.

and spell a new name to search for a different name.

to switch the first/last name sort order.

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PROGRAMMING REMOTE FEATURE ACCESS

If you are away from your desk and forgot to put your phone in DND, don’t worry.

With the Remote Feature Access, you can place your phone in DND or forward calls

from any other phone on the system. And, if you have a special dial-up line, you can

access your phone features from an outside line.

NOTE: For your convenience, a pocket-sized guide of the Remote Feature Access is

located in the front of this guide.

Remote Access Password

Before you use Remote Feature Access, you should program a password, as described

below.

To change the password from your phone:

1. Dial

2. Enter your current password, followed by

NOTE: Your extension number is your password at default.

3. Enter the new password followed by

. You hear a confirmation tone.

4. Enter the new password again for verification followed by

. You hear a confir-

mation tone.

To change the station password using remote programming, see the next page.

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Remote Feature Access

To access your phone from another phone:

1. EITHER, call your Direct Inward System Access (DISA) number (provided by

your System Administrator). If required, enter your password.

OR, Use any phone on the system.

2. Enter

3. Enter your extension number.

4. Enter your password followed by

. You can now use any of the following fea-

tures.

To change the station password using Remote Programming:

a. Enter

b. Enter the new password, followed by

c. Enter the new password again for verification, followed by

To turn on DND:

a. Enter

b. Enter message number (01-20) and the optional second-line message text.

To turn off DND: Enter

To turn on Call Forward:

a. Enter one of the following Call Forward feature codes.

All Calls.......................

If No Answer ................

If Busy.........................

If No Answer or Busy .....

b. Enter an extension number or enter an outside line access code followed by a

telephone number.

To turn off Call Forward: Enter

5. Hang up.

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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-

MUTE

cally muted so that the supervisor cannot be heard unless he or she presses

. 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

and dial

. If you hear repeating tones, the Agent Help feature

is not available at your phone, you already have four parties in your call, not

enough system circuits are currently available, or the Agent Help Extension is in

DND.

2. Dial the Agent Help Extension number, if required. (Your phone may be pro-

grammed to automatically dial the number, or you may be required to dial it.)

If the Agent Help Extension accepts the call, you hear the Agent Help tone, if it is

enabled, and the supervisor can monitor or join your call.

If the Agent Help Extension rejects the call, you hear a confirmation tone, and the

display shows AGENT HELP REJECTED.

To respond to an Agent Help request at a display phone:

When you receive an Agent Help request, your display shows <name> REQUESTS

HELP. You can do one of the following:

•

To accept the call: Answer as usual. Your microphone is muted and you cannot

MUTE

be heard by either party unless you press

•

To reject the call: Press the REJECT HELP menu key.

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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

ACD Hunt Groups

Some hunt groups use a special feature called Automatic Call Distribution (ACD) that

distributes the hunt group calls equally among the available members. These hunt

group members are referred to as “agents,” who log in to the ACD hunt group to

receive calls and log out to halt ACD hunt group calls.

Distributing Calls

Calls are distributed through an ACD hunt group based on Agent IDs or extensions,

as described below.

•

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

•

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.

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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

and enter your Agent ID, if neces-

sary. The display shows AGENT LOGGED IN TO ALL ACDS, and you hear a con-

firmation tone.

NOTE: This feature code acts as a toggle. If you were already logged in, the display

shows AGENT LOGGED OUT OF ALL ACDS, and you hear a confirmation tone.

To log in to one or more hunt groups using the ACD Agent Login feature code:

1. With or without the handset lifted, dial

. The display shows AGENT

2. EITHER, Enter the desired ACD hunt group number.

OR, Press

to log in to all of your ACD hunt groups at once. The display shows

AGENT LOGIN AGENT ID.

NOTE: If you entered an invalid hunt group number, the display shows NOT AN

ACD HUNT GROUP, and you hear repeating tones.

3. Do one of the following:

•

To log into ACD hunt groups using Agent IDs: Enter your Agent ID. The

display shows AGENT LOGGED INTO ALL ACDS. You are logged into

the ACD hunt group that uses the Agent ID you entered in this step.

NOTE: If another Agent ID is already logged in at this phone, you hear

repeating tones, and the display shows DIFFERENT AGENT ID ALREADY

USED. You must have the other agent log out before you can use that phone.

•

To log into one or more ACD hunt groups that does not use Agent IDs:

Press . The display shows AGENT LOGGED INTO ALL ACDS. You are

logged into the ACD hunt group that does not use Agent IDs.

If you were already logged in, the display shows ALREADY LOGGED INTO

<hunt group>.

If you are not a member of the entered hunt group, the display shows NOT AN

AGENT IN THIS HUNT GROUP, and you hear repeating tones. Start over.

4. Hang up if off-hook. Repeat this procedure to log into additional ACD groups, if

necessary.

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When you log in to a group, you may be automatically connected to a call after you

hear a short ring burst. If the ACD Agent ID Automatic Connect option is enabled for

your hunt group and you are using a headset, you will be automatically connected. If

this option is not enabled for your hunt group, the call will ring until you answer it or

until it times out to another extension.

NOTE: Even if the ACD Agent ID Automatic Connect option is enabled, the first call

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

to log out of all of your ACD hunt groups at once. The

display shows AGENT LOGGED OUT OF ALL ACDS, and you hear a confir-

mation tone.

OR, With or without the handset lifted, dial

. One of the following dis-

plays will appear:

•

If you were logged in to only one hunt group, the display shows AGENT

LOGGED OUT OF <hunt group>. The procedure is complete.

•

If you were logged in to more than one hunt group, the display shows

AGENT LOGOUT ACD NUMBER. Dial the extension number of the

desired ACD hunt group.

•

If you were not logged in to any hunt group, the display shows NOT

LOGGED INTO ANY ACD GROUP.

2. Hang up if off-hook.

Ending an ACD Hunt Group Call

Each time you end an ACD hunt group call, a wrap-up timer is started. Until this

timer expires, you will not receive another call through any ACD hunt group. You

can, however, end the wrap-up session before this timer expires, as described below.

To terminate the ACD Agent wrap-up period before the timer expires:

With the handset in the cradle, dial

NOTE: If you were not logged in to an ACD hunt group, the display shows CANNOT

ACCESS RESERVED FEATURE.

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Learning More

SECTION CONTENTS

PAGE

Introduction . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 70

What the Administrators Can Do for You . . . . . . . . . . . . . . . . . . . . . . . .70

Frequently Asked Questions (FAQs). . . . . . . . . . . . . . . . . . . . . . . . . . . 71

Default Feature Codes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 73

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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:

•

System Administrator: Performs certain telephone system functions, including:

— Setting the date and time

— Programming System Speed-Dial numbers

— Making database changes, such as programming user names, toll restriction,

DND messages, and extension numbers

•

Voice Mail Administrator: Performs tasks associated with the voice mail sys-

tem, including:

— Recording a broadcast message that is sent to all mailboxes at once

— Performing mailbox maintenance (such as changing your password)

— Customizing voice mail prompts

NOTE: Because the Axxess telephone system is very flexible and programmable, the

procedures for using the features might vary slightly from the descriptions in this guide.

If so, your trainer or System Administrator can tell you how your system differs and how

to use the features.

If you are a System Administrator or if you need additional information not available in this

guide, refer to the Inter-Tel Axxess Administrator’s Guide (part number 550.8001).

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FREQUENTLY ASKED QUESTIONS (FAQS)

This section includes some of the most frequently asked questions. If you have prob-

lems with your phone or voice mailbox, refer to this section before you contact your

System Administrator or Inter-Tel.

Q1.

A1.

How do I program System Speed-Dial numbers?

Only your System Administrator can program System Speed-Dial numbers. You can,

however, program up to ten Station Speed-Dial numbers (see page 52).

Q2.

A2.

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.

Q3.

A3.

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

is all you need to do. If these

options don’t work, contact your System Administrator, who can change or erase the

password for you. You can then retrieve your messages and reset the password, if

desired (see page 47).

Q4.

A4.

Why can’t I retrieve deleted messages?

Voice mail may have erased your message. After a programmed amount of time has

lapsed, up to 24 hours, voice mail automatically erases all deleted messages (see

page 36). If you attempted to undelete a voice mail within this time frame, however,

your telephone system may not have the latest software (the “undelete” feature was a

recent addition). Or, your voice mail system may not have sufficient space pro-

grammed to store deleted messages. Contact your System Administrator to determine

if this feature is available.

Q5.

A5.

How can I set the number of rings that are allowed before the call is sent to voice

mail?

Only your System Administrator can change the number of rings that are allowed

before the call is forwarded to voice mail.

Q6.

A6.

How can I change the name displayed on my phone?

Only your System Administrator can change the user names assigned to extensions.

Q7.

A7.

How do I scroll the display screen?

Press

(the low end of the Volume key) to scroll down or

(the high end of the

Volume key) to scroll up. Or, you can use the PREVIOUS or NEXT menu keys.

Model 8560 Display Phone and Model 8660 IP Phone User Guide

Download from Www.Somanuals.com. All Manuals Search And Download.

Q8.

A8.

Why can’t I program a Station Speed-Dial number to the key I want? It keeps saying

that the key is non-programmable.

Your System Administrator has programmed that key as a non-programmable key.

Because you cannot override system programming from your phone, you must choose

another key.

Q9.

A9.

Why can’t I use one of the features described in this guide?

There are a few reasons why you might not be able to access the feature. Some possi-

ble reasons include:

•

Your system software version may not support the feature. This guide covers

software versions 3.0 and later. (See page 9 for more information about software

compatibility.)

•

Your System Administrator may not have enabled the feature for your phone.

Your System Administrator may have programmed your phone to block the fea-

ture.

Q10.

A10.

What do I do if my IP Phone loses audio?

Loss of audio on an IP Phone may indicate a firewall conflict. Contact your System

Administrator to resolve this issue.

Q11.

A11.

If I need further assistance, how do I get technical support?

First, contact your System Administrator if you have a question that is not covered in

this user guide. If you need further assistance, contact your local authorized Inter-Tel

dealer. All Inter-Tel sales, service, and support are handled at the local level.

Model 8560 Display Phone and Model 8660 IP Phone User Guide

Download from Www.Somanuals.com. All Manuals Search And Download.

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

Automatic Route Selection

Emergency Call

92001-92208*

92000*

911

Outgoing Call

* These defaults may differ based on the software version.

EXTENSION NUMBERS

EXTENSION NAME

EXTENSION NUMBER

NEW NUMBER

Phone Extensions

1000-1999

2000-2299

Hunt Groups

Attendant

Model 8560 Display Phone and Model 8660 IP Phone User Guide

Download from Www.Somanuals.com. All Manuals Search And Download.

GENERAL FEATURE CODES

FEATURE NAME

FEATURE CODE

NEW CODE

Account Code – Following Calls

Account Code – Optional

ACD Agent Log In

391

390

326

327

328

329

375

376

351

361

360

350

313

355

357

356

358

ACD Agent Log Out

ACD Agent Log In/Out

ACD Agent Wrap-Up Terminate

Agent Help Request

Agent Help Reject

Answer (Ringing Call)

Automatic Intercom Access On/Off

Automatic Line Access On/Off

Automatic Line Answer

Background Music On/Off

Call Forward All Calls

Call Forward If Busy

Call Forward If No Answer

Call Forward No Answer/Busy

Conference

Change Language

301

340

394

307

300

370

371

372

373

310

395

312

319

315

316

317

336

335

330

322

323

324

303

365

366

368

Data

Default Station