Model 8524/8525/8526
User Guide
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QUICK REFERENCE GUIDE TO
FREQUENTLY-USED FEATURES
These are the basic instructions for the most frequently-used telephone and
voice mail features for Inter-Tel endpoints. For detailed information about these
and other features, refer to the complete instructions in the appropriate user
guide.
PLACING AN INTERCOM CALL
1. Press START and 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.
3. When finished, press END to hang up.
PLACING AN OUTSIDE CALL
1. EITHER, Press START and dial the Outgoing Call feature code (the default
8
feature code is
).
START
LINE
1
2
3
4
OR, Press
and
+
,
,
, or
.
2. Dial the desired number. (If you hear a single progress tone, you must dial
an account code before you can place your call.)
END
3. When finished with the call, press
.
ANSWERING AN INTERCOM OR OUTSIDE CALL
Press START to answer the call.
PLACING A CALL ON HOLD
While on a call, press
. Press END to hang up or place another call. To
HOLD
return to the call, press START , LINE , and then press the flashing line number.
PLACING AN EMERGENCY CALL
START
9
1
1
9
9
9
Press
and dial
(in the U.S.) or
(in Europe) to auto-
matically place a call to the system’s programmed emergency number. (You do
8
LINE
1
2
3
4
not have to press
or
+
,
,
, or
for outside access.)
© Inter-Tel, Inc. January 2005 printed in US
Part no. 835.2474-2
1
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PLACING A CONFERENCE CALL
5
1. While on the first call, press
and dial
to place the call on hold
FNC
LINE
2. Place an intercom or outside call. Then press
and the flashing line
number to place the call on hold. (If necessary, repeat this step to place a
third call on hold.)
5
3. Press
and dial
to join all of the calls together in the conference.
FNC
FORWARDING CALLS
1. EITHER, Press
,
and dial
.
START
FNC
2
OR, press
and dial one of the call forwarding feature codes.
START
2. Do one of the following:
•
To forward to an outside telephone number: Press
outgoing line, and dial a telephone number.
To forward to an extension number: Dial the extension number.
To forward to your voice mailbox: Press and dial
press to hang up.
, select an
LINE
•
•
. Then
FNC
6
END
To cancel call forwarding:
Press START , FNC and dial 2 , then press # >
.
RESPONDING TO A WAITING CALL
If you hear a “call waiting” tone do one of the following:
EITHER, End the current call by pressing END . When the waiting call
rings, answer as usual.
OR, Place the current call on hold by pressing
. Then answer the wait-
HOLD
ing call by pressing LINE and then the flashing line number.
CHANGING THE VOLUME
Press VOL once.
REDIALING A NUMBER
Press START , FNC , and dial 7 . The number is automatically dialed.
PAGING
1. Press START and dial 7 .
1. Dial the desired zone number (0-9).
2. After the tone, make your announcement.
3. Press END to hang up.
2
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TRANSFERRING A CALL TO ANOTHER EXTENSION
FNC
1. EITHER, Press
and dial
.
8
OR, Press
,
, and dial
to place the call on hold at the
FNC
# >
3
4
6
other phone.
2. Dial the desired extension number.
3. Wait for an answer, announce the call, and then press
to complete the
END
transfer.
If the number is busy, there is no answer, or the transfer is refused, press
and the flashing line number to return to the caller.
LINE
TRANSFERRING A CALL TO AN OUTSIDE NUMBER
1. Press
1. Press
and dial
and select an outgoing line.
.
FNC
8
LINE
2. Dial the desired telephone number.
END
3. Wait for an answer, announce the call, and then press
.
If the number is busy, there is no answer, or the transfer is refused, press
and the flashing line number to return to the caller.
LINE
TRANSFERRING A CALL TO VOICE MAIL
1. Press
and
.
FNC
8
2. Dial the voice mail extension number.
3. EITHER, Dial the desired mailbox number and press
.
END
END
OR, Press
to send the call to the voice mail menu (so that the caller
can select the mailbox number).
USING REVERSE TRANSFER (CALL PICKUP)
1. Press
and dial
.
START
4
2. Dial the extension number where the call is ringing or holding.
ACCESSING YOUR MAILBOX
NOTE: If your voice mail system has Automatic Speech Recognition (ASR)
capability and it is enabled for your mailbox, you can complete voice mail tasks
by issuing spoken commands or by pressing dialpad digits.
1. Dial the voice mail extension number. (You hear the main menu.)
2. During or after the greeting, say “Login” or press
to identify yourself
as a subscriber.
3. Say or enter your mailbox number.
4. Enter your mailbox password (if programmed). Then press
.
# >
If you reach voice mail when responding to a message, enter your personal pass-
word, and press
.
# >
3
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LISTENING TO VOICE MAIL MESSAGES
1. Enter your mailbox as described on page 3.
2. If E-Mail Reader is enabled for your mailbox, say “Voice Mail” or press
If E-Mail Reader is not enabled for your mailbox, skip this step.
3. Select one of the following:
.
1
•
•
Say “New” or press
Say “Saved” or press
to listen to new messages.
to listen to saved messages.
1
3
4. While you are listening to a message, you can use the following options:
# >
•
•
•
•
•
•
•
•
•
Say “Skip” or press
Say “Backup” or press
Say “Pause” or press
to skip to the end of the recording.
to back up.
to pause. Then press any key to continue.
to skip ahead.
to lower the volume.
to play the message envelope again.
to raise the volume.
to save the new message in your mailbox.
to delete the message from your mailbox.
1
2
3
Say “Forward” or press
4
Say “Lower” or press
5
Say “Envelope” or press
6
Say “Higher” or press
Say “Save” or press
Say “Delete” or press
7
9
5. When the message has finished playing, you have the following options:
1
•
•
•
•
•
•
•
•
Say “Replay” or press
Say “Reply” or press
to replay the message from the beginning.
to reply to the message.
2
3
Say “Forward” or press
Say “Previous” or press
Say “Envelope” or press
to forward a copy of the message
to listen to the previous message.
4
5
to play the introductory message envelope.
6
Say “Next” or press
to listen to the next message.
7
Say “Save” or press
to save the new message in your mailbox.
to delete the message from your mailbox.
9
Say “Delete” or press
RECORDING AND SENDING VOICE MAIL MESSAGES
1. Enter your mailbox as described on page 3.
2
2. Say “Record” or press
.
3. Say or enter the mailbox number where you want to leave the message.
# >
4. Say “Yes” or press
to accept the subscriber’s name.
5. Record your message after the tone.
# >
6. When finished, hang up to deliver the message or press
to access
more options.
4
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MESSAGE OPTIONS*
TELEPHONE SYSTEM AND
FEATURE CODES*
VOICE MAIL FEATURE GUIDE
Below is a summary of the options you can
use when accessing messages, after playing
messages, and when recording voice mail
messages.
CODE
FEATURE NAME
CODE
324
FEATURE NAME
391
Account Code – All Calls
Hunt Group Remove/Replace
390
326
327
328
329
375
376
361
360
350
313
355
357
356
358
5
Account Code – Optional
ACD Agent Log In
303
365
366
368
367
314
7
LCD Contrast Control
Message
USING VOICE MAIL
To access your mailbox:
1. Dial the voice mail extension number.
ACD Agent Log Out
ACD Agent Log In/out
ACD Agent Wrap-up Term.
Agent Help Request
Agent Help Reject
Message - Cancel Msg Left
Message -Cancel Msg On Endpt.
Message - Silent
#
LISTENING TO MSG AFTER MSG PLAYS
LEAVING MSG
Replay the
message
1
Back Up
Replay the
message
2. Say “Login” or press
and say or
Microphone Mute
enter your mailbox number.
2
3
4
5
6
7
8
9
*
Pause
Reply to the
message
Append the
message
Page
3. Enter your password and press
# >
.
Automatic Intercom Access
Automatic Line Access
Automatic Line Answer
Background Music
325
397
392
6
Page Remove/Replace
Program Buttons
4. Voice mail plays the main menu for your
mailbox type and guides you through the
available options.
Skip forward
Forward a copy Erase and
re-record
Program Station Password
Queue (Callback) Request
Record-A-Call
Lower volume Listen to previ-
ous msg
—
—
—
—
—
Call Forward All Calls
Call Forward If Busy
Call Forward If No Answer
Call Fwd. If No Answer/Busy
Conference
385
380
331
305
306
359
4
STANDARD VOICE MAILBOX MAIN MENU:
Redial
Play envelope Play envelope
TO...
SAY
PRESS
Redirect Call
Access new voice mail messages
“New”
1
Reminder Message
Reminder Message Cancel
Remote Programming
Reverse Transfer
Increase vol-
ume
Listen to next
message
Record voice mail messages
“Record”
“Saved”
2
3
4
5
8
Access saved voice mail messages
Access personal mailbox options
Access message options
394
307
300
372
373
395
312
319
317
336
335
330
Default Station
—
Save the
message
“Personal”
“Options”
“Disable”
Directory
Display Time And Date
Do-Not-Disturb On/Off
Do-Not-Disturb Override
Feature Button Default
Group Listen
396
377
398
382
383
354
381
399
346
345
Review Buttons
—
—
Disable Automatic Speech Recognition
Ring Intercom Always On/off
Ring Tone Selection
Station Speed Dial
Station Speed Dial Program
System Forward On/Off
System Speed Dial
Switch Keymap
ADVANCED MAILBOX MAIN MENU:
—
Delete the
message
Access deliv-
ery options
TO...
SAY
PRESS
Access voice mail messages
“Voice mail”
1
Handsfree On/Off
—
—
Cancel
Record voice mail messages
Access e-mail messages
Access personal mailbox options
Access message options
Access faxes
“Record”
“E-mail”
2
3
4
5
6
8
Headset On/Off
Hold – Individual
#
Skip to end
—
Send message
and exit
“Personal”
“Options”
“Facsimile”
“Disable”
Hold – System
Transfer To Hold
Hookflash (Recall in Europe)
Transfer To Ring
*Message options vary based on media type.
*Some feature codes may not apply to your endpoint. For a list of feature
codes specific to your endpoint, consult the user guide.
Disable Automatic Speech Recognition
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To turn on Do-Not-Disturb:
REMOTE FEATURE ACCESS
DIALPAD CHARACTERS
7
0
1. Enter
3
.
Remote Feature Access allows you to change
your station password, place your endpoint in
Do-Not-Disturb mode, and forward calls from
another endpoint or through a special dial-up
line.
If you do not hear a tone after each step, or if
you hear repeating tones, you have made a
mistake or the feature is restricted. Start over.
To use Remote Feature Access:
NUMBER OF TIMES BUTTON IS PRESSED
BUTTON
1
2
&
B
E
H
K
N
Q
U
X
3
4
5
1
2
3
4
5
6
7
8
9
2. Enter message number 01-20 (see the
default DND message list below).
3. If desired, enter the optional second-line
message text (see the dialpad character
chart on the next page).
1
2
3
4
5
6
7
8
9
-
(
)
A
D
G
J
C
F
I
'
!
*
# or /
Ñ or #
S
L
O
R
V
Y
M
P
T
4. Hang up.
?
To turn off Do-Not-Disturb:
W
Z
1. EITHER, call _______________ (number
provided by your system administrator). If
required, enter your password.
7
1
Enter
and hang up.
3
NOTE: The characters associated with the 5 and 6 dialpad
digits are dependent on the software version.
DO-NOT-DISTURB MESSAGES
To turn on Call Forward:
1. Enter one of the following Call Forward fea-
ture codes:
01 DO-NOT-DISTURB
02 LEAVE A MESSAGE
03 IN MEETING UNTIL
04 IN MEETING
11 OUT OF TOWN ’TIL
OR, use any endpoint on the system.
12 OUT OF OFFICE
13 OUT UNTIL
5
9
2. Enter
3
.
All Calls
355
356
357
358
3. Enter your extension number.
4. Enter your password and press
14 WITH A CLIENT
15 WITH A GUEST
If No Answer
If Busy
# >
.
*
05
06
ON VACATION ’TIL
If No Answer/Busy
You can now use the features described
below and at right.
*
16 UNAVAILABLE
ON VACATION
2. Enter an extension number or enter a line
access code followed by an outside tele-
phone number.
07 CALL ME AT
08 AT THE DOCTOR
09 ON A TRIP
17 IN CONFERENCE
18 AWAY FROM DESK
19 GONE HOME
To change the station password:
9
2
1. Enter
3
.
3. Hang up.
2. Enter your current password and press
10 ON BREAK
20 OUT TO LUNCH
# >
.
*VACATION is replaced by HOLIDAY in European systems.
To turn off Call Forward:
3. Enter the new password and press
4. Enter the new password again for verifica-
tion and press
# >
.
5
5
1. Enter
2. Press
3
.
and hang up.
# >
# >
.
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Notice
®
This Inter-Tel user guide is released by Inter-Tel, Inc. as a guide for end-users. It pro-
vides information necessary to use the Model 8524/8525/8526 endpoints. The contents of
this user guide, which reflect current Inter-Tel standards, are subject to revision or change
without notice. Some features or applications mentioned may require a future release and
to availability and cost. Some features or applications may require additional hardware
and/or specific software.
Some system features can only be accessed by an
administrator. For information about these features, see the Fre-
quently Asked Questions section on page 89.
For sales, service, or technical support,
contact your local authorized Inter-Tel provider.
Comments about this user guide or other
technical documentation should be directed to
Inter-Tel’s Technical Publications Department at:
All products and services mentioned in this publication are the trademarks, service marks,
registered marks, or registered service marks of their respective owners.
®
®
Inter-Tel and Enterprise Messaging are registered trademarks of Inter-Tel, Incorpo-
rated.
®
®
MicroSoft and Outlook are registered trademarks of Microsoft Corporation.
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PRODUCT DISPOSAL INSTRUCTIONS
This symbol indicates that the product is classified as electrical or
electronic equipment and should not be disposed of with other com-
mercial or household waste at the end of its working life. For appro-
priate disposal and recycling instructions, contact your local recycling
authority or Inter-Tel provider.
The Waste of Electrical and Electronic Equipment (WEEE) Directive (2002/96/EC) was established by the
European Union to minimize negative impact on the environment, control hazardous substances, and curtail
landfill expansion by using the best available recovery and recycling techniques.
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CONTENTS
FINDING YOUR WAY . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1
Welcome. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2
About This Guide . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2
About Your Endpoint . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3
Maintenance and Diagnostics . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 6
Battery Packs & Headset . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7
About Voice Mail . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 10
Traditional Two-Line Display Endpoints . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 14
Tips for Use . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 15
GETTING STARTED . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 17
Introduction . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 18
Turning Your Endpoint On and Off . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 18
Setting Up Voice Mail . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 18
Making and Receiving Calls. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 22
Placing Calls On Hold. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 25
Muting The Microphone . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 25
Placing Conference Calls. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 26
Transferring Calls . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 27
Using Reverse Transfer . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 28
Forwarding Calls. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 29
Redialing a Number . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 31
Displaying Information on Your Endpoint . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 31
Using the Message Feature . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 32
Accessing Your Mailbox. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 33
Disabling and Enabling ASR . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 34
Accessing Voice Mail Messages . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 35
Using Do-Not-Disturb Mode. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 41
Using Reminder Messages . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 43
©Inter-Tel, Inc. March 2006 printed in US
iii
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CONTENTS
MOVING ON . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 45
Introduction . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 46
Setting Endpoint Preferences . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 46
Setting Mailbox Preferences . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 48
Speed Dialing. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 54
Using Record-a-call . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 57
Paging . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 58
Performing a “Hookflash” During a Call. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 59
Programming Your Feature Buttons . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 59
Using Account Codes. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 60
Screening Calls . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 60
Using Directories . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 61
Programming Remote Feature Access. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 66
Requesting Agent Help. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 68
Working in Hunt Groups. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 69
USING E-MAIL READER . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 73
Introduction . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 74
E-Mail Reader Features . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 75
Using Your Advanced Mailbox. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 76
Setting Up Your E-Mail Password . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 77
Accessing E-Mail Messages . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 79
Using Main Menu E-Mail Reader Count . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 81
Accessing Fax Messages. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 82
Recovering Deleted Messages . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 83
Changing Message Envelopes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 84
Voice Mail Flowchart (Advanced Mailbox) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 85
LEARNING MORE . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 87
Introduction . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 88
What the Administrators Can Do for You . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 88
Frequently Asked Questions (FAQ). . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 89
Default Feature Codes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 92
INDEX . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 97
iv
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Finding Your Way
About Your Endpoint. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3
Dialpad and Indicators . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3
Default Line and Function Buttons . . . . . . . . . . . . . . . . . . . . . . 4
Basic Button Functions. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5
Battery Packs & Headset. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7
The Model 8524/8525/8526 Headset. . . . . . . . . . . . . . . . . . . . 9
About Voice Mail . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 10
Enterprise Messaging. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 12
Automatic Speech Recognition (ASR) . . . . . . . . . . . . . . . . . . 13
Model 8524/8525/8526 Endpoints vs.
Traditional Two-Line Display Endpoints . . . . . . . . . . . . . . . . . . 14
Tips for Use . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 15
Endpoint Guidelines . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 15
Telephone System Guidelines . . . . . . . . . . . . . . . . . . . . . . . . 16
®
Inter-Tel Model 8524/8525/8526 User Guide
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1
WELCOME
Your new Model 8524/8525/8526 endpoint provides access to several features, each
of which is described in this guide. The About This Guide section below lists the dif-
ferent sections in this user guide and describes the type of information you can find
there.
The Model 8524, 8525, and 8526 function almost identically except for the following:
•
The Liquid Crystal Display (LCD) on the Model 8526 lights up when the end-
point is active (see page 4). The 8524 and 8525 LCDs do not light up.
•
The Model 8525 and 8526 include the vibrate function and the Model 8524 does
not. The vibrate function allows you to use the Vibrator Ring and Vib/Norm ring
types (see page 46).
The information in this user guide applies to all three endpoints unless otherwise indi-
cated.
ABOUT THIS GUIDE
This guide contains instructions for using the Model 8524, 8525, and 8526 wireless
®
digital endpoints on the Inter-Tel telephone system. To help you find information
quickly, this guide is divided into five separate sections, as indicated by the tabs.
These sections include the following:
•
•
Finding Your Way: This section provides you with a picture of the endpoint and
includes general information designed to help you find what you need.
Getting Started: This section includes basic endpoint and voice mail informa-
tion, and provides instructions on how to perform everyday tasks, such as
answering calls, making calls, and using voice mail.
•
•
•
Moving On: In this section you’ll learn how to use advanced endpoint and voice
mail features.
advanced messaging features available with E-Mail Reader.
Learning More: This section outlines how your administrators can help if you
experience a problem with your endpoint. It also provides you with a list of Fre-
quently Asked Questions (FAQs) so you can troubleshoot problems and learn
more about the system.
In addition, this guide contains a list of default feature codes (see page 92) and an
index (see page 97) for easy reference.
NOTE: Because the telephone system is very flexible and programmable, the proce-
dures for using the features might vary slightly from the descriptions in this guide. If so,
your trainer or system administrator can tell you how your system differs and how to
use the features.
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ABOUT YOUR ENDPOINT
The Model 8524/8525/8526 endpoints are equipped with several features that allow
you to perform various functions. These features are discussed on the following
pages.
Dialpad and Indicators
Model 8526
Model 8524/8525
EARPIECE
LCD PANEL
ENTER EXTENSION
NUMBER:
_ _ _ _ _ _ _ _ _ _ _
ENTER EXTENSION
NUMBER:
_ _ _ _ _ _ _ _ _ _ _
MSG
MSG
POWER
START
END
START
POWER
END
PREVIOUS
NEXT
LINE
PREVIOUS
NEXT
LINE
FUNCTION
HOLD
FUNCTION
HOLD
VOLUME
VOLUME
MICROPHONE
HEADSET JACK
HEADSET JACK
MICROPHONE
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Liquid Crystal Display (LCD)
ENTER EXTENTION
NUMBER:_
Character Display
F1
F2
F3
A left arrow ( ), F1, F2, F3, and right arrow ( )
(available only in the Diagnostic Mode.)
_ _ _ _ _ _ _ _ _
1 2 3 4 5 6 7 8 9
NOSVCBATT MSG
Alarm Symbol: This feature is currently unavailable.
Line Indicators: dashes (_) and line numbers (1-9)
Status Indicators:
STATUS
INDICATOR
LINE
DESCRIPTION
DESCRIPTION
INDICATOR
NOSVC
You are outside of the cover-
age area. Walk back into the
covered area.
Off
On hook or not in use.
Line is in use.
On
Slow Blink
Fast Blink
Wink
Line is recalling from Hold or Transfer.
Line is ringing or camped on.
Line is on hold.
BATT
You will also hear a beep in
the earpiece. Your battery
needs to be recharged.
MSG
You have a message.
NOTE: The Liquid Crystal Display (LCD) on the Model 8526 lights up when the endpoint is active
The 8524 and 8525 LCDs do not light up.
Default Line and Function Buttons
LINE BUTTON
DESCRIPTION (LCD)
Call 1
FUNCTION BUTTON
DESCRIPTION (LCD)
Mute (MUTE)
LINE
LINE
LINE
LINE
LINE
LINE
LINE
LINE
LINE
1
2
3
4
5
6
7
8
9
FNC
FNC
FNC
FNC
FNC
FNC
FNC
FNC
FNC
1
2
Call 2
Forward (FWD)
Call 3
Undefined
3
Call 4
Undefined
4
IC (INTERCOM)
Do-Not-Disturb
Undefined
Undefined
Undefined
Conference (CNF)
Message (MSG)
Redial (REDL)
5
6
7
Transfer (TRANS)
System Speed Dial (SYS SPDL)
Special Button
8
9
FNC
FNC
# >
Cancel menu display
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Basic Button Functions
BUTTON
FUNCTION
Power on
ACTION
PWR
PWR
PWR
Press and hold
Press and hold
until double chirp
until single chirp
Power off
Answer call
Place call
Hang up
START
START
Press
START
Press
Press
, dial number
, then press
END
LINE
END
Select line
START
LINE
Press
(1-9)
, and then select line number
Adjust volume during call
VOL
VOL
Press
while you are talking, to toggle between base
volume level and a louder volume level
Put call on hold
HOLD
FNC
HOLD
Press
Mute/Unmute microphone
FNC
FNC
1
Press
Press
then
Feature Menus (while end-
point is in use)
to display menus. Enter button sequence for
FNC
desired feature or function, or press
to display more
options.
User preferences (while end-
point is idle)
# >
0
FNC
Press and hold
to display menus
# >
Press
for Next menu item
(Base Volume, Ring Type)
Press
for Previous menu item
0
Press
Press
to Change item
END
to Exit menu
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MAINTENANCE AND DIAGNOSTICS
The endpoints and chargers have been designed to withstand the wear and tear of nor-
mal use. However, you should avoid dropping the endpoint or knocking it against
hard surfaces. Carrying the endpoint in a holster or carrying case will help to protect
it.
There are no serviceable parts in the endpoints or the chargers. You should not open
the endpoint case nor disassemble the chargers. Doing so will void your warranty.
If you experience problems with your endpoint, a diagnostics tool can help you deter-
mine if your endpoint is operating properly.
To use the diagnostic tool:
VOL
PWR
1. With the power off, hold down the
and
buttons. The serial num-
ber of the endpoint and the port information will show on the display.
VOL
PWR
2. Release the
button, then release the
button. After a few seconds,
the endpoint will vibrate (Model 8525 and 8526 only) and flash solid squares
and Zs across the top two lines of the display.
3. Release the buttons. The display will then flash all the items at the bottom of the
display. The display should look similar to the one shown on the page 4.
PWR
4. To turn the diagnostics off, hold the
button until you hear one beep.
If anything is missing from the display, there is something wrong with the endpoint
and it should be returned to Inter-Tel for repair or replacement.
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BATTERY PACKS & HEADSET
The following sections discuss the peripheral equipment used with the Model 8524/
8525/8526.
Battery Packs
The endpoint will need to have its battery pack recharged periodically. The standard
rechargeable endpoint battery pack gives you two hours of talk time or 40 hours of
stand-by time. Stand-by time is when the endpoint is turned on, but you are not using
it.
If you use your endpoint frequently, a 3.6V 800mAh Nickel Cadmium battery pack
with twice the capacity of the standard battery pack is available.
Indications of Low Battery
The endpoint will notify you when the charge on the battery pack becomes low. If you
are using the endpoint, the BATT message will display and you will hear a soft beep
through the ear piece every six seconds. When you notice these signals you have two
minutes to terminate your conversation or one minute to replace the battery without
terminating a conversation.
To replace the battery without terminating a conversation:
HOLD
•
•
•
Press
to place the call on hold.
Replace the battery.
PWR
START
LINE
Press
,
,
, and the fluttering line number to return to the call.
When the system timer expires (the default is one minute), the call will recall at
your endpoint.
If the endpoint is idle, you will hear a brief modulated ring signal and the BATT mes-
sage will display. Your endpoint will not operate until you replace the battery.
Depending on the charging equipment you have purchased, you will either place the
endpoint in a charging stand to charge the battery pack, or you will remove the pack
from the endpoint and install it on the Quick Charger.
Setting Up The Chargers
Both the Charging Stand and the Quick Charger use 120 Volt AC current and operate
in a 32°’ to 122° F (0° to 40° C) environment. Simply connect the stand or charger to
an appropriate wall outlet and it’s ready for use.
To insure proper charging and to prevent damage, the battery pack should be at room
temperature, 50° to 80° F (10° to 30° C) when you charge it.
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The Charging Stand
It takes 12 to 14 hours to fully charge the battery in the Charging Stand, longer if the
endpoint is not turned off while charging.
If you have a High Capacity battery (NiMH, with a green label) you cannot charge it
in the Charging Stand, you must use the Quick Charger.
Turn your endpoint off before putting it in the charging stand. If placed correctly, the
light on the charging stand will shine solid green.
When you are not using your endpoint keep it turned off and in the stand. Do not
place anything in the Charging Stand other than the endpoint. You might damage the
contacts. Bent contacts can keep the endpoint from charging.
The Quick Charger
The Quick Charger holds a single battery pack and can charge it in approximately an
hour and a half.
To remove the battery pack:
Press down on the tab button above the pack and slide the pack
toward the bottom of the endpoint until it stops, then lift up.
To replace the pack:
1. First properly align the top of the pack with the arrows on
the label on the back of the endpoint. Maintain gentle pres-
sure and slide the pack toward the top of the endpoint until
it clicks into place.
2. Press the pack down gently. You should not have to force
it against the endpoint.
NOTE: Take care not to short the battery contacts on the pack with metal
objects such as coins, keys or paper clips. Shorting the contacts can cause
permanent damage.
To use the Quick Charger:
Place the battery pack on the charger by gently sliding the pack upward in the stand in
a manner similar to installing it on the endpoint. If placed correctly, the light on the
Quick Charger will shine solid green. When the pack is fully charged, the green light
will begin to flash.
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The Model 8524/8525/8526 Headset
Inter-Tel offers optional headsets for use in noisy
environments or if you need to have your hands free
while talking on the endpoint.
To use the headset, simply plug it into the jack on
the side of the endpoint. The headset is specially
designed to work properly with the Model 8524/
8525/8526 endpoint. We do not recommend using
other headsets.
Ringing with Headset
If your headset is plugged in and your ringing mode is set to soft (option 1), you must
be using the headset to hear ringing.
Answer A Call
PWR
To answer a call when your headset is plugged in, press any button except
.
Low Headset Volume
FNC
To set the low volume level for your headset, plug in the headset. Press
until
Volume Level displays. Use the dialpad to enter a volume level from 1 (softest) to 8
(highest). High volume is automatically set two levels higher than low volume, as
described on.page 46.
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9
ABOUT VOICE MAIL
Voice mail is an application that is part of the Inter-Tel voice processing system.
Using voice mail, you and other callers can send and receive recorded messages from
any supported endpoint on the system. To use voice mail features, each user (or sub-
scriber) is assigned a mailbox, which usually corresponds to the extension number
assigned to your endpoint. You can, however, have an unassociated mailbox that does
not correspond to an extension. (Unassociated mailboxes are typically used for agents
or other personnel who don’t have a permanent office.)
With your mailbox, you can use personal or system greetings to let callers know if
you are out of town, on a call, etc. If a caller reaches your mailbox, they can leave a
people by entering one number instead of everyone’s individual mailbox number.
Inter-Tel voice mail systems support the following types of mailboxes:
•
Advanced Mailbox: If E-Mail Reader is enabled for your mailbox, you have
access to voice mail, e-mail, and fax messages in your mailbox. You can also cus-
See page 73 for information and instructions about using E-Mail Reader features.
For a voice mail flowchart for advanced mailbox users, see page 85.
•
Standard Voice Mailbox: This type of mailbox allows you to send and receive
sonal mailbox options. A standard voice mailbox does not allow you to access e-
mail and fax messages. For a voice mail flowchart for standard mailbox users,
see page 101.
®
NOTE: If you have the Enterprise Messaging (EM) voice mail system, you also have
access to advanced communication and messaging features such as E-Mail Reader
and Automatic Speech Recognition (ARS). For more information about EM, see
page 12.
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The instructions for many voice mail tasks are identical for standard voice mailbox
and advanced mailbox users. The instructions for the following common mailbox
•
•
•
•
•
•
•
•
•
•
•
•
•
•
•
Initializing your mailbox (see page 19)
Recording your personal greetings (see page 20)
Recording your voice mail directory name (see page 21)
Accessing your mailbox (see page 33)
Disabling and enabling ASR (see page 34)
Accessing voice mail messages (see page 35)
Recording and sending voice mail messages (see page 38)
Canceling unheard voice mail messages (see page 40)
Changing your mailbox password (see page 48)
Changing the call screening transfer method (see page 50)
Programming a fax destination (see page 51)
Changing the message search order (see page 51)
Programming remote messaging (see page 52)
Screening calls (see page 60)
Using the voice mail directory (see page 64)
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11
Enterprise Messaging
Enterprise Messaging (EM) is the Inter-Tel messaging system that uses industry-stan-
dard protocols for communication and messaging. EM unifies communication and
messaging by providing access to voice mail, fax, and e-mail messages in your mail-
box. The EM system provides voice mail users with the following advanced messag-
ing features:
•
Automatic Speech Recognition (ASR): ASR can be enabled for the entire sys-
tem or it can be enabled for specific applications (like voice mail) or mailboxes.
When ASR is enabled for your mailbox, you can issue spoken commands to navi-
gate the voice mail menus. ASR also allows subscribers and non-subscribers to
navigate automated attendant menus, call routing applications, and search the
directories. ASR can be enabled for standard voice mailboxes and advanced mail-
boxes (see page 76). For more information about ASR, see page 13.
•
sages from your mailbox. For e-mail messages, E-mail Reader uses Text-to-
Speech (TTS) capabilities included with EM to convert the text in an e-mail mes-
sage to a .wav file. For fax messages, E-Mail Reader announces the fax enve-
lope. If E-Mail Reader has been enabled for your mailbox, your voice mail, e-
mail, and fax messages are unified in one convenient location. For more informa-
tion and instructions about how to use E-Mail Reader features, see the Using E-
Mail Reader section, starting on page 73.
Consult your voice mail administrator to see if ASR and/or E-Mail Reader is enabled
for your mailbox.
NOTE: EM also includes Unified Messaging inbound and outbound faxing capabilities.
For information and instructions about Unified Messaging features, see Issue 2.3 of the
Unified Messaging User Guide, part number 550.8121.
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Automatic Speech Recognition (ASR)
Automatic Speech Recognition (ASR) is a feature available for systems using EM.
Because ASR is a very flexible feature, it can be enabled or disabled on several differ-
ent levels. When ASR is enabled for your mailbox, you can issue spoken commands
to navigate the voice mail menus. ASR also allows subscribers and non-subscribers to
navigate automated attendant menus, call routing applications, and search the directo-
ries using voice commands.
When you access voice mail, if you are given the option to say a command or press a
dialpad button to complete a task, then ASR is enabled for your mailbox. If you are
only prompted to press a dialpad button, ASR is not enabled for your mailbox. If your
mailbox is not ASR-enabled, you can still navigate the menus and perform tasks by
pressing the appropriate dialpad buttons when prompted by the system.
When using ASR, follow these guidelines for best results:
•
When completing a mailbox-related task, either say the command each time or
press the dialpad buttons each time.
•
Use the handset when issuing spoken commands. Your endpoint’s speaker can
pick up background noise and other sounds, which may cause the system to mis-
interpret a command.
•
•
Voice mail command words are shown on display endpoints. If your endpoint has
a display and you don’t hear the command word when the prompt is announced,
look at the display for the appropriate voice command.
When you use the dialpad buttons to complete a task, you are sometimes
#
prompted to press
to indicate to the system that you have finished entering
digits. It is not necessary to say “Pound” or “Hash” when using ASR. The silence
#
that follows your voice command replaces the
digit.
•
While you are recording a message, ASR is temporarily disabled, therefore you
cannot issue spoken commands to access options like pause and erase. If you
attempt to issue a spoken command while you are recording, your recording will
include the command you issued. To access the pause and erase options, you
must press the appropriate dialpad buttons.
•
•
•
You cannot use ASR to set up your e-mail password (see page 77). For security
reasons, you must enter your e-mail password characters by pressing the appro-
priate dialpad buttons. Entering passwords this way prevents others from over-
hearing your password.
If the system cannot interpret your voice commands for three consecutive
attempts, ASR is temporarily disabled by the system for the current call. You can
still complete tasks using the dialpad buttons; however, you will no longer be
prompted to say a command.
You can temporarily disable ASR for the current call by selecting option eight
from the main menu.
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13
MODEL 8524/8525/8526 ENDPOINTS VS.
TRADITIONAL TWO-LINE DISPLAY ENDPOINTS
The Model 8524, 8525, and 8526 endpoints are designed to emulate an Inter-Tel two-
line display endpoint. Some users may want to use both the Model 8524/8525/8526
endpoint and a two-line display endpoint. The following are the differences between
the Model 8524/8525/8526 and two-line display endpoints:
•
The extension name and the time and date that normally appear on the display
endpoint when it is in idle mode will not appear on the display of the Model
8524/8525/8526. When the Model 8524/8525/8526 is idle, it is actually in
standby mode. In other words, the endpoint is not receiving a signal from the sys-
tem. The extension that shows on the display is programmed directly into the
endpoint. This conserves battery power on the endpoint.
•
•
The dash (-) that shows in the extension is there because of the way the endpoint
is programmed to deal with 7- and 10-digit numbers. As soon as 5 digits are
entered it puts in one dash. Once 8 digits are entered, it puts in a second dash.
The Model 8524/8525/8526 endpoint does not support the Japanese language fea-
ture.
The following table lists the button assignments for the two-line display endpoints,
and the corresponding button assignments for the Model 8524/8525/8526. Note that
LINE
1
FNC
1
L1 =
, and F1 =
.
8524/
8525/8526
8524/
8525/8526
BUTTON
DISPLAY ENDPOINT
Call 1
BUTTON
DISPLAY ENDPOINT
1
L1
11
Programmable Button 6:
Undefined
F4
2
3
Call 2
L2
L3
L4
L5
L6
L7
L8
L9
F3
12
13
14
15
16
26
30
31
32
Programmable Button 7:
CNF
F5
Call 3
Programmable Button 8:
HOLD
HOLD
F8
4
Call 4
Programmable Button 9:
TRANSFER
5
IC (Intercom)
Programmable Button 10:
SYS SPD
F9
6
Programmable Button 1:
Do-Not-Disturb
Programmable Button 11:
REDIAL
F7
7
Programmable Button 2:
Undefined
FWD
F2
8
Programmable Button 3:
Undefined
SPKR*
MSG
START
F6
9
Programmable Button 4:
Undefined
10
Programmable Button 5:
Undefined
MUTE
F1
*This applies to two-line display endpoints only.
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TIPS FOR USE
As you can see, your Model 8524/8525/8526 and telephone system come equipped
with many features. To help you understand what everything means, it is recom-
mended that you read the following information before you use your endpoint:
Endpoint Guidelines
•
•
•
Before you use your endpoint, the battery must be charged. See Battery Packs on
page 7.
You can only use your endpoint with your facility’s telephone system. It is not a
public cellular phone.
PWR
START
END
The
button turns the endpoint on and off. The
and
buttons
button, not the
END
begin and end calls. When you finish a call, press the
PWR
button.
•
•
Keep the endpoint away from your ear when it is ringing.
The microphone is in the telephone’s lower right corner. This is a sensitive micro-
phone that works well when the telephone is correctly positioned on your ear.
There is no need to speak directly into the microphone, but do not cover it with
your hand or cheek when talking on the endpoint.
•
•
•
•
•
The endpoint’s LCD panel displays information about the status of your endpoint
and prompts you about features.
If the endpoints battery is low, you will hear a soft beep and see the BATT mes-
sage in the display.
Improper disposal of battery packs can damage the environment. Dispose of bat-
teries properly.
You can control the endpoint’s volume level and the type of ring. See Setting
Endpoint Preferences on page 46.
To protect the endpoint, use a carrying case.
NOTE: It is recommended that standard acceptance procedures be followed prior
to operating this equipment in proximity of life-support systems. To minimize risk of
interference, pacemaker users SHOULD NOT carry the endpoint next to the pace-
maker. Operation of the endpoint may produce an audible noise noticeable to hear-
ing aid users. It is recommended that an Inter-Tel headset be used by a hearing aid
user.
®
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15
Telephone System Guidelines
•
•
•
Your telephone system may be programmed for one or two dial tones. Systems
with two dial tones have one for intercom calls and one for outside calls.
Many features “time out” if you wait too long before performing the next step. If
this happens, you must hang up and start again.
If you hear four fast tones or repeating fast tones, you have pressed an invalid
button combination, tried to select a restricted line, dialed a restricted or invalid
number, dialed too slowly between digits, or waited too long before performing
the next step. Hang up and try again.
•
•
If your endpoint has been reprogrammed by the installer so that its feature but-
tons do not match the feature buttons described in this user guide, refer to the
Administrator’s Guide for procedures on using feature codes. Default feature
codes are listed on the back of this user guide.
The Handsfree Mode feature code (319) must be turned off. Otherwise, when a
user receives an incoming call, the endpoint will ring only once and the display
will show the party’s extension number once and goes back to the idle mode. To
START
3
1
9
turn the feature off, press
and dial
.
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Disabling and Enabling ASR. . . . . . . . . . . . . . . . . . . . . . . . . . . . 34
Accessing Voice Mail Messages . . . . . . . . . . . . . . . . . . . . . . . . 35
Listening to Messages . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 35
Recovering Deleted Voice Mail Messages. . . . . . . . . . . . . . . 37
Recording and Sending Voice Mail Messages. . . . . . . . . . . . 38
Canceling Unheard Voice Mail Messages . . . . . . . . . . . . . . . 40
Using Do-Not-Disturb Mode . . . . . . . . . . . . . . . . . . . . . . . . . . . . 41
Using Reminder Messages . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 43
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INTRODUCTION
Now that you know what your Model 8524/8525/8526 endpoint 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.
TURNING YOUR ENDPOINT ON AND OFF
Power must be on to make or receive calls. If there is no display, power is off.
To turn the power on:
PWR
Push and hold
until you hear double chirp. Your extension number will dis-
play. The NOSVC message will display briefly. When it goes out, you are ready to
make and receive calls.
To turn the power off:
PWR
Push and hold
until you hear a single chirp. If you accidentally turn your end-
PWR
point off during a conversation, you can restore your conversation by pressing
START
and then
, provided the person you are talking to has not hung up.
SETTING UP VOICE MAIL
To begin using your mailbox you will need to complete a few basic set-up procedures
to initialize your mailbox, customize your personal greetings, and record your voice
mail directory name.
NOTE: If your telephone system uses Enterprise Messaging (EM), your mailbox may
have the Automatic Speech Recognition (ASR) feature enabled. When ASR is enabled
for your mailbox, you have the option of issuing a spoken command or pressing a dial-
pad button. See page 13 for ASR guidelines.
ALSO: If your mailbox has E-Mail Reader enabled, you have an advanced mailbox.
See page 73 for information and instructions about using E-Mail Reader features.
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Initializing Your Mailbox
To access voice mail, the first thing you need to do is initialize your mailbox. This
allows you to change the default password for your mailbox, record your name for the
company directories, and listen to the voice mail introduction.
To initialize your mailbox:
1. Dial the voice mail extension number. (You hear the main menu.)
2. Say “Login” or press
3. Say “Login” or press
4. Enter your mailbox number using the dialpad buttons.
5. Enter your default password using the dialpad buttons.
to identify yourself as a subscriber.
to identify yourself as a subscriber.
*
NOTE: Your mailbox number is your default password.
If you want a password, enter a new password using digits 0-9 (up to 12 digits),
#
and then press
password.
when you are done. The messaging system plays back your
#
If you do not want to use a password, just press
.
3
6. Say “Accept” or press
to accept the entry or say “Erase” or press
to
#
erase and re-enter your password. The system prompts you to record your direc-
tory name.
7. After the tone, record your first and last name.
8. When prompted, do one of the following:
#
• Say “Accept” or press
• Say “Replay” or press
• Say “Append” or press
again to accept the name.
to replay the name you just recorded.
to add to your name.
1
2
3
• Say “Re-record” or press
to erase and re-record your name.
NOTE: The system then plays a prompt that introduces you to the basic voice mail
system features. You can skip this introduction by saying “Skip” or by pressing
#
, 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 may change or choose to use either greeting at any time. You can
then select which greeting you want played when a caller reaches your voice mailbox.
Because the purpose of this greeting is to tell callers why they have reached your
voice mailbox, you should include the following information:
•
•
•
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 (say
0
“Operator” or 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, 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, leave a detailed message, and I will return your
call when I return. Thank you.
You can also select the System Greeting if you do not want to record a primary or
alternate greeting. The system greeting states, “Mailbox number (xxxxx) is not avail-
able.” Depending on how your system is programmed, the system greeting may also
include, “After the tone, please record your message. When finished, you may hang
up to deliver the message or press pound for more options.”
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To record/change your personal greeting:
1. Access your mailbox as described on page 33.
4
2. Say “Personal” or press
3. Say “Greeting” or press
4. Do one of the following:
to select the Personal Options Menu.
to record or change your personal greeting.
1
1
• Say “Primary” or press
• Say “Alternate” or press
• Say “System” or press
to record and/or enable your primary greeting.
to record and/or enable your alternate greeting.
to enable the system default mailbox greeting.
2
3
5. If you selected the system greeting option, hang up.
If you selected the primary or alternate greeting option, record your greeting
#
when prompted, then press
.
If you already have a primary or alternate greeting, it is played when you select
primary or alternate.
You can then do one of the following:
#
• Say “Accept” or press
• Say “Replay” or press
• Say “Append” or press
• Say “Erase” or press
to accept the greeting.
to replay the greeting.
, add to the greeting, and then press
to erase and re-record the greeting.
1
2
#
.
3
• Say “Cancel” or press
to exit without changing your greeting.
*
END
6. Press
to hang up.
Recording Your Voice Mail Directory Name
Your recorded name is used to identify you in the voice mail directory and to verify
your mailbox number when messages are addressed to you. Although you record your
name when you first initialize your mailbox, you can change it at any time.
To record your directory name:
1. Access your mailbox as described on page 33.
4
2. Say “Personal” or press
to select the Personal Options Menu.
2
3. Say “Name” or press
4. Do one of the following:
• Say “Accept” or press
• Say “Replay” or press
• Say “Append” or press
• Say “Erase” or press
. Your recorded name is played.
#
to accept your recorded name.
to replay your recorded name.
to add to your name.
to erase and re-record your name. When you hear
1
2
3
#
a tone, record your first and last name. Then say “Accept” or press
to
accept your recorded name.
END
5. Press
to hang up.
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MAKING AND RECEIVING CALLS
Making and receiving calls is the basic purpose of any endpoint. With your endpoint,
you can make/receive intercom and outside calls as well as make emergency calls.
Intercom Calls
Your extension number allows other people to place intercom calls to you, without
dialing any extra codes. And, because every endpoint in your telephone 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:
START
1. Press
.
2. Dial an extension number.
3. Wait for the call to be answered.
END
4. When finished, press
to end the call.
PWR
NOTE: Do not use the
button to end a call, because that will turn
your endpoint off and you will not receive calls until you turn the endpoint
back on.
To place a non-handsfree call that will ring at the other endpoint until answered:
# >
Press
programmed your endpoint for the Ring Intercom Always feature described below.)
To program your endpoint to always send non-handsfree calls using the Ring
Intercom Always feature:
START
3
7
7
Press
and dial
. The current status is shown.
To leave a message if there is no answer or the endpoint is busy:
FNC
6
END
Press
and dial
. Then press
to hang up or wait for their message
center to answer. (See page 32 for more Message options.)
NOTE: This option appears only if the called endpoint has a voice mailbox.
Receiving Intercom Calls
The endpoint will ring or vibrate (Model 8525 and 8526 only) to alert you. Addition-
ally, a Line Indicator on the display may flash, and the display may show information
about the call, such as caller’s name and extension.
To receive an intercom call:
START
Press
to answer the call.
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To redirect a ringing call to another extension or to an outside number:
3
3
1
1. Press FNC and dial
.
2. Enter the extension or outside number to which you want to redirect the call. See
page 30 for more information.
Outside Calls
With outside calls, you can talk to people who aren’t members of your telephone sys-
tem. When you make an outside call, however, you must dial any area codes or long
distance digits that your telephone company requires.
Placing Outside Calls
To place an outside call:
START
8
START
1. Press
and dial
(default Outgoing Call feature code), or press
LINE
1
2
3
4
and
+
,
,
, or
.
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 60).
END
3. When finished with the call, press
.
To camp on to a busy endpoint or line:
When you hear busy signals, do not hang up. You hear music, if available, until the
line or endpoint is available.
To request a callback (queue on to the line) if all outgoing lines are busy when you
try to call out:
FNC
# >
6
END
1. When you hear busy signals, dial
,
,
and press
to hang
START
2. When your endpoint rings, press
To cancel a queue before the callback:
START
6
Press
and dial
.
When dialing the number, you can do one of the following:
•
•
•
•
Use the speed-dial directory, see page 61.
Use the station speed-dial feature, see page 54.
Use the system speed-dial feature, see page 57.
Redial the last outside number you dialed, see page 31.
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Receiving Outside Calls
To receive an outside call:
START
Press
to answer the call.
To reverse transfer (pick up) a call that is ringing or holding at another endpoint:
START
4
1. Press
and dial
.
2. Dial the extension number where the call is ringing or holding.
To redirect a ringing call to another extension or to an outside number:
3
3
1
FNC
1. Press
and dial
.
2. Enter the extension or outside number to which you want to redirect the call. See
page 30 for more information.
Emergency Calls
To make an emergency call:
START
9
1
1
Simply press
and dial
to automatically place a call to the preset
8
LINE
emergency number. (You do not have to press
side access.)
or
plus a number for out-
9
9
9
NOTE: Dial
in Europe for emergency services.
Call Waiting
If you receive a call while you are already on another call, you will hear a “call wait-
ing” tone through your handset and/or you see a display.
To respond to a waiting call (you hear a single tone):
END
•
•
•
To end the current call: press
usual.
. The waiting call rings in. Answer as
HOLD
To place the current call on hold: press
. Then answer the waiting call
LINE
by pressing
and the flashing line number.
LINE
6
To have the caller hear Do-Not-Disturb signals: press
and dial
.
(See page 41 for more information about Do-Not-Disturb 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 endpoint. It can then be directly
picked up at that endpoint or it can be picked up at another endpoint using the
Call Pickup (Reverse Transfer) feature (see page 28).
•
System Hold places the call on hold in the system. You can then pick up the call
at any endpoint that has a flashing button for the call, including the endpoint that
placed it on hold.
NOTE: You cannot place intercom calls on system hold.
To place a call on Individual Hold:
HOLD
1. Press
2. Press
. The line number will flash.
OR place another call.
END
To place an outside call on System Hold:
START
3
3
5
1. Press
2. Press
and dial
.
END
OR place another call.
To return to a call that is on hold:
START
LINE
Press
,
, and the flashing line number.
MUTING THE MICROPHONE
To mute the microphone so that you can hear the other party but they cannot
hear you (this does not put them on hold):
FNC
1
1. Press
and then
.
FNC
1
2. To return to the call, press
and then
.
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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:
FNC
5
1. While on the first call, press
and dial
to put the call on hold.
2. Place an intercom or outside call.
LINE
3. Press
and the fluttering line number to place the call on hold. (If neces-
sary, repeat this step to place up to two more calls on conference wait hold.)
FNC
5
4. Press
and dial
to join all of the calls together in the conference.
During the conference call you can do the following:
HOLD
•
To place the conference on hold: Press
. This places the conference on
FNC
hold (the parties are still connected). To return to the conference, press
5
and dial
.
FNC
5
END
•
•
To drop out of the conference: Press
and dial
, then press
.
This removes you from the conference, but leaves the other parties connected.
To add parties to the conference: Do the following:
FNC
5
a. Press
and dial
. This leaves the conference parties connected.
b. Place a call to the party to be added to the conference.
FNC
5
c. Press
conference.
To end the conference and place all parties on individual hold: Press
twice to put yourself and the new party into the
FNC
•
5
HOLD
and dial
and then press
You can then speak to one party at a time by pressing
number.
to place all of the parties on individual hold.
HOLD
or a flashing line
FNC
1
•
•
To mute your endpoint microphone: Press
and dial
. This turns your
endpoint microphone on or off during the conference. You can hear the confer-
ence parties, but they cannot hear you.
To transfer the conference to another extension or to voice mail: Press
FNC
8
END
,
, and dial the desired extension number. Then press
when you
are ready to complete the transfer.
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TRANSFERRING CALLS
Although transferring calls is considered a basic function of an endpoint, your Model
8524/8525/8526 endpoint has many advanced options for this feature. With your end-
point, you can transfer a call to another extension, voice mail, or even an outside line.
To Another Extension
FNC
8
1. EITHER, Press
and dial
.
FNC
# >
3
4
6
OR, Press
,
, and dial
to place the call on hold at the
other endpoint.
2. Dial the desired extension number.
END
3. Wait for an answer, announce the call, and then press
to complete the
transfer.
If the number is busy, there is no answer, or the transfer is refused, return to the
LINE
caller being transferred by pressing
and the fluttering line number.
NOTE: If you are receiving a transferred call and the Transfer-To-Connect option is
enabled for your endpoint, you are automatically connected to the transferred caller
once the transferring party hangs up. If this option is disabled, you must press a LINE
button to answer the transferred call.
To Voice Mail
FNC
8
1. Press
and
.
2. Dial the voice mail extension number.
END
3. EITHER, Dial the desired mailbox number and press
.
END
OR, Press
to send the call to the voice mail menu (so that the caller can
select the mailbox number).
To an Outside Number
FNC
8
1. Press
and
.
LINE
2. Press
and select an outgoing line.
3. Dial the desired telephone number.
END
4. Wait for an answer, announce the call, and then press
.
If the number is busy, there is no answer, or the transfer is refused, return to the
LINE
caller being transferred by pressing
and the fluttering line number.
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USING REVERSE TRANSFER
The Reverse Transfer (Call Pick Up) feature allows you to answer a call that is ring-
but you have stepped away from your endpoint, you can pick up your call at another
endpoint.
To answer a call ringing or holding at another endpoint:
START
4
1. Press
and dial
.
2. Dial the extension or hunt group number where the call is ringing. The call is
transferred to the endpoint you are using and you are connected to the caller.
(See page 69 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
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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 endpoint is programmed
to allow this.
To forward calls:
START
FNC
2
START
1. Press
,
and dial
, or press
and dial one of the following
feature codes:
3
5
5
•
•
(Call Forward All Calls): All incoming calls are forwarded with-
out ringing at your endpoint.
3
5
6
(Call Forward If 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.
3
5
7
•
•
(Call Forward If Busy): When your endpoint is busy, all incoming
calls are forwarded without ringing at your endpoint.
3
5
8
(Call Forward If No Answer or Busy): All incoming calls are for-
warded if your endpoint is busy or if you do not answer, as described above.
2. Do one of the following:
LINE
• To forward to an outside telephone number: Press
and select an
outgoing line and dial a telephone number.
• To forward to an extension number: Dial the extension number.
FNC
6
• To forward to your message center: Press
and dial
. Then press
END
to hang up.
To cancel any call forward request:
START
FNC
2
# >
Press
,
and dial
, then
.
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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 endpoint.
To enable or disable System Forwarding:
START
3
5
4
Press
and dial
.
Redirect Call
The Redirect Call feature allows you to forward any call that is ringing on your end-
point without having to answer the call.
NOTE: You cannot redirect calls to an extension that is in DND or to a restricted out-
side number.
To redirect a call to an extension number:
3
3
1
1. Press FNC and dial
2. Dial the extension number.
To redirect a call to an outside telephone number:
.
3
3
1
1. Press
and dial
.
FNC
2. Enter the outside telephone number.
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REDIALING A NUMBER
The Redial feature allows you to quickly redial the last outside number you dialed.
Although most endpoints redial the last number dialed, your system administrator can
program your endpoint to redial the last number saved.
To use the Last Number Dialed feature:
START
FNC
7
Press
,
, and dial
. A line is selected automatically and the number is
dialed.
To redial a number if your system uses the Last Number Saved feature:
•
To save a number: While the endpoint is idle or while listening to intercom dial
FNC
7
tone, press
and dial
.
•
To redial the saved number: While on a call or after selecting a line, press
FNC
7
and dial
. A line is selected automatically and the number is dialed.
DISPLAYING INFORMATION ON YOUR ENDPOINT
In addition to the four lines on the display that are dedicated to the menu, your end-
point 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 Display
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 do-not-disturb, etc.):
START
3
0
0
Press
and dial
.
Outside Party’s Name/Number
If you are currently connected to an outside caller with Caller ID, you can toggle
between displaying the caller’s name and number.
To show the outside party’s name:
START
3
7
9
Press
and dial
.
NOTE: If there is no outside party name available, the display shows CANNOT
ACCESS FEATURE.
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USING THE MESSAGE FEATURE
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 Message feature, you can
let the 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 endpoint.
•
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 endpoint.
NOTE: To signal that a message is waiting, a called endpoint’s MSG button flashes
and the display shows the number of waiting messages.
Leaving Messages
To leave a message while on an intercom call:
FNC
6
1. Press
2. Press
and dial
.
END
to hang up or wait for the message center to answer.
To leave a message without placing an intercom call:
START
3
6
7
1. Press
and dial
.
2. Dial the desired extension number.
END
3. Press
to hang up.
To cancel a message that you left at another endpoint:
START
3
6
6
1. Press
and dial
.
2. Dial the extension number of the endpoint where you left the message.
END
3. Press
to hang up.
Receiving Messages
When you see a MSG message indicator:
START
FNC
6
Press
,
and dial
. A call is automatically placed to the endpoint or
message center that left the first waiting message.
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If you have a message waiting in your mailbox, you must access your mailbox to
retrieve it.
NOTE: If your telephone system uses Enterprise Messaging (EM), your mailbox may
have the Automatic Speech Recognition (ASR) feature enabled. When ASR is enabled
for your mailbox, you have the option of issuing a spoken command or pressing a dial-
pad button. See page 13 for ASR guidelines.
ALSO: If your mailbox has E-Mail Reader enabled, you have an advanced mailbox.
See page 73 for information and instructions about using E-Mail Reader features.
When you access your mailbox, depending on the voice processing system, enabled
features, and mailbox status, you may hear 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.
•
Quota grace limit reached: The quota grace limit is an EM feature. If this fea-
the quota grace limit has been reached, this announcement is played.
•
•
Message count and type: The system announces the number of new and/or
saved messages that are in your mailbox. The system also informs you if the mes-
sages are priority messages. If E-Mail Reader is enabled for your mailbox, the
media type is indicated.
Remote Messaging: The system indicates if the Remote Messaging feature is
enabled (see page 52). It also alerts you if a programming error has been detected
when attempting to place a Remote Messaging call.
To access your mailbox:
1. Dial the voice mail extension number. (You hear the main menu.)
2. During or after the greeting, say “Login” or press
to identify yourself as a
*
subscriber.
3. Say or enter your mailbox number.
#
4. Enter your mailbox password (if programmed), then press
. If you do not
#
have a password, press
to bypass the password prompt. See page 48 for
information on programming passwords.
#
NOTE: Generally, saying “Skip” or 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 say “Skip” or press
to skip the person’s introduc-
tory message and proceed directly to the recording phase. Similarly, while listening to
#
messages, you can say “Skip” or press
to skip the system-generated voice
prompts and proceed directly to the playback phase. Also, at any menu level, you can
say “Cancel” or press to cancel or return to the previous menu.
*
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DISABLING AND ENABLING ASR
If your telephone system uses Enterprise Messaging (EM), your mailbox may have
the Automatic Speech Recognition (ASR) feature enabled. When ASR is enabled for
your mailbox, you have the option of issuing a spoken command or pressing a dialpad
button.
accessing option number eight on the main subscriber menu. This option disables
ASR for that particular call only.
Option number eight is used as a toggle, and you can re-enable ASR by pressing the
number eight again on the main subscriber menu only. Also, if you press a dialpad
button at the main subscriber menu to access mailbox functions, ASR is automatically
turned off and will remain off for the rest of the call.
For ASR guidelines, see page 13.
NOTE: If your mailbox has E-Mail Reader enabled, you have an advanced mailbox.
See page 73 for information and instructions about using E-Mail Reader features.
To temporarily disable ASR:
1. Access your mailbox as described on page 33.
8
2. Say “Disable” or press
to disable ASR for the call.
NOTE: To enable ASR after disabling it, press
until you are back at the main
*
8
menu. Press
to enable ASR.
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When you access your mailbox, you can listen to new and saved voice mail messages.
NOTE: If your telephone system uses Enterprise Messaging (EM), your mailbox may
have the Automatic Speech Recognition (ASR) feature enabled. When ASR is enabled
for your mailbox, you have the option of issuing a spoken command or pressing a dial-
pad button. See page 13 for ASR guidelines.
ALSO: If your mailbox has E-Mail Reader enabled, you have an advanced mailbox.
See page 73 for information and instructions about using E-Mail Reader features.
Listening to Messages
To listen to messages:
1. Access your mailbox as described on page 33.
1
2. If E-Mail Reader is enabled for your mailbox, say “Voice Mail” or press
.
If E-Mail Reader is not enabled for your mailbox, skip this step.
3. Select one of the following:
1
• Say “New” or press
• Say “Saved” or press
to listen to new messages.
to listen to saved messages.
3
4. While you are listening to a voice mail message, you can use the following
options:
#
• Say “Skip” or press
to skip to the end of the recording.
1
• Say “Back up” or press
to “rewind” a few seconds and replay the mes-
sage.
2
#
• Say “Pause” or press
to pause. (Say “Continue” or press
to con-
tinue.)
3
• Say “Forward” or press
• Say “Lower” or press
to skip ahead.
to lower the volume.
4
5
• Say “Envelope” or press
to play the message envelope.
to raise the volume.
6
• Say “Higher” or press
• Say “Save” or press
7
to save the new message in your mailbox.
9
• Say “Delete Message” or press
to delete the message.
NOTE: You may be prompted to confirm deleting the message. Say “Yes” to
delete the message or “No” to cancel the request to delete the message.
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5. When the message has finished playing, you have the following options:
1
• Say “Replay” or press
to replay the message from the beginning.
2
• Say “Reply” or press
to reply to the message. You have the following
options:
1
–
Say “Voice Mail” or press
caller.
to leave a voice mail message for the
If the caller has a mailbox number, you are prompted to verify the desti-
#
nation by saying “Yes” or by pressing
.
If the number was not associated with a mailbox, the prompt requests a
mailbox number.
If the message was from an outside caller, you cannot leave a voice mail
message.
2
–
Say “Call Back” or press
to make a return call. Your call will be
transferred automatically to the caller’s extension or telephone number,
if the number is available.
If the user is not available, you will have the option of leaving a voice
mail message.
If the telephone number is not available, you cannot reply to the mes-
3
• Say “Forward” or press
to forward a copy of the message to another
subscriber. If you want to include an introduction, say “Record” or press
1
#
. Otherwise, say “Accept” or press
to forward the message without
additional comments.
• Say “Previous” or press
• Say “Envelope” or press
4
to listen to the previous message.
to play the introductory message envelope (see
5
page 49 for information on envelope options).
6
• Say “Next” or press
• Say “Save” or press
to listen to the next message.
to save the new message in your mailbox.
7
9
• Say “Delete Message” or press
to delete the message.
NOTE: You may be prompted to confirm deleting the message. Say “Yes” to
delete the message or “No” to cancel the request to delete the message.
END
6. Press
to hang up.
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Recovering Deleted Voice Mail Messages
If you accidently delete a voice mail message, you can retrieve it within a specific
time frame (programmed by your system administrator). Any retrieved messages are
the programmed time (up to 24 hours) are automatically erased.
NOTE: If E-Mail Reader is enabled for your mailbox, you can also recover deleted e-
mail and fax messages. See page 83 for instructions about how to recover deleted
voice mail, e-mail, and fax messages.
To recover deleted voice mail messages:
1. Access your mailbox as described on page 33.
5
2. Say “Options” or press
3. Say “Recover” or press
for Message Options.
to access undelete options.
2
1
4. EITHER, Say “Listen” or press
to listen to your deleted messages and
choose which ones to recover. After each message you can:
1
• Say “Replay” or press
• Say “Reply” or press
• Say “Forward” or press
• Say “Previous’ or press
• Say “Envelope” or press
to replay the message.
2
to reply to the message.
to forward the message.
to listen to the previous message.
3
4
5
to play the message envelope.
6
• Say “Next” or press
to listen to the next message.
7
• Say “Recover” or press
OR, say “Recover” or press
to recover the message.
to recover all deleted messages.
2
3
OR, Say “Purge” or press
to permanently delete all deleted messages.
END
5. Press
to hang up.
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Recording and Sending Voice Mail Messages
You can record and send voice mail messages by accessing the record option on the
main menu.
NOTE: If E-Mail Reader is enabled for your mailbox, a reply to an e-mail message (see
page 79) is a recorded voice message that is attached to the e-mail as a .wav file.
To record and send voice mail messages:
1. Access your mailbox as described on page 33.
2
2. Say “Record” or press
.
3. Say or enter the desired mailbox number or group list number. The system
announces the name assigned to the mailbox number or group list number. You
have the following options:
#
• Say “Yes” or press
• Say “No” or press
to accept the subscriber’s name.
to start over.
*
4. Record your message after the tone. While recording, you have the following
options:
2
#
• Press
to pause while recording. (Say “Continue” or press
to con-
tinue.)
3
• Press
to erase and re-record your message.
#
5. When finished recording, you can press
to access the following options:
NOTE: If you select the copy or special delivery options and then do not respond
to the prompts, the system will time out and deliver your message to the original
recipient.
#
• Say “Send” or press
to send the message and return to the voice mail
options.
• Say “Cancel” or press
• Say “Replay” or press
• Say “Append” or press
• Say “Erase” or press
to cancel the recording.
to replay your message.
to add to your message.
to erase and re-record your message.
to copy your message to other mailboxes.
*
1
2
3
4
• Say “Copy” or press
NOTE: If you are not using an Enterprise Messaging (EM) voice mail sys-
tem, you can send the message to additional mailboxes from the “Special
Delivery Options” menu after sending the message to the first recipient (see
page 39).
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• Say or enter the mailbox number or group list number. The system
announces the name assigned to the mailbox number or group list number.
You have the following options:
#
–
–
Say “Yes” or press
Say “No” or press
to accept the subscriber’s name.
to start over.
*
Press
when you are done adding mailboxes.
*
9
• Say “Options” or press
to use special delivery options. You can then
use one or more of the following options:
1
–
–
–
Say “Private” or press
to mark the message “private.” (This pre-
vents the recipient from forwarding it to other subscribers.)
2
Say “Certified” or press
to mark the message “certified.” (When
the recipient listens to the message, you will receive a receipt notice.)
3
Say “Priority” or press
to mark the message “priority.” (This will
place your message ahead of all other waiting messages in the receiving
mailbox.)
–
–
Say “Cancel” or press
Say “Send” or press
options.
to cancel delivery options.
to send the message and return to voice mail
*
#
NOTE: If you are not using an EM voice mail system, you can send the mes-
sage to additional mailboxes after sending the message to the first recipient.
To send the message to additional mailboxes from a non-EM system:
#
1. After sending the first message, press
and then enter the next
to exit and return to voice
recipient’s mailbox number.
#
2. Press
to send the message or press
*
mail options.
6. Hang up.
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Canceling Unheard Voice Mail Messages
You can cancel unretrieved messages that you have sent to individuals, but not mes-
sages that you sent to group lists.
To cancel unheard voice mail messages:
1. Access your mailbox as described on page 33.
5
2. While listening to the voice mail main menu, say “Options” or press
for
Message Options.
1
3. Say “Unheard” or press
.
4. When prompted, say or enter the number of the mailbox containing the unheard
message.
#
5. Say “Yes” or 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:
1
• Say “Replay” or press
• Say “Append” or press
• Say “Forward” or press
• Say “Previous” or press
• Say “Envelope” or 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.
2
3
4
5
6
• Say “Next” or press
to listen to the next message.
7
• Say “Save” or press
to save the message in your mailbox.
9
• Say “Delete Message” or press
to delete the message.
NOTE: You may be prompted to confirm deleting the message. Say “Yes” to
delete the message or “No” to cancel the request to delete the message.
END
6. Press
to 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 endpoint, except queue callbacks,
recalls, and direct ring-in calls. When other users call your endpoint, they hear a
repeating signal of four fast tones and, if they have a display endpoint, see the DND
message you have selected.
Your telephone system can have up to 20 different DND messages, each of which can
be changed by the system administrator, installer, or programmer. Your trainer or sys-
tem administrator will give you a list of the programmed DND messages. For conve-
nience, you should update the following default list.
DEFAULT MESSAGE NEW MESSAGE
01 DO-NOT-DISTURB
DEFAULT MESSAGE NEW MESSAGE
11 OUT OF TOWN ’TIL
12 OUT OF OFFICE
02 LEAVE A MESSAGE
03 IN MEETING UNTIL
13 OUT UNTIL
04 IN MEETING
14 WITH A CLIENT
05 ON VACATION/
HOLIDAY ’TIL
15 WITH A GUEST
06 ON VACATION/
HOLIDAY
16 UNAVAILABLE
07 CALL ME AT
08 AT THE DOCTOR
09 ON A TRIP
17 IN CONFERENCE
18 AWAY FROM DESK
19 GONE HOME
10 ON BREAK
20 OUT TO LUNCH
Because the system DND message only uses one line of your display, you can enter a
second line of text, up to 16 characters. For example, if you select 03 (IN MEETING
UNTIL) as your first line of text, you can enter “3:30” as your second line. Callers
with a display endpoint will then see, “IN MEETING UNTIL 3:30.”
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To enable DND:
START
LINE
6
1. Press
,
, and dial
.
2. Dial the desired two-digit number for the message you wish to use.
3. If desired, customize the second display line by entering the desired numbers or
letters as described below:
• Remain in numeric mode: Press the dialpad buttons to dial the desired num-
END
bers. If you make a mistake, you must press
and start over.
FNC
6
• Change to alphanumeric mode: Press
and then press the dialpad
buttons to enter the desired characters. (See the table below.) The number of
times a button is pressed determines which character is entered. For example,
33377744432999 would enter “FRIDAY.” When adjoining characters are
FNC
2
character. For example, 6
once to advance to the next
FNC
2
FNC
2
666
6632999 would enter
“MONDAY.” (Note that letters correspond to the letters printed on dialpad
FNC
2
buttons 1-9.) Press
ton (e.g.,
twice to leave a space, or press Backspace but-
) to back space.
FNC
2
NOTE: To use the Backspace button, you must pre-program one of the fea-
ture buttons on your endpoint to use the Backspace button (feature code 314).
Refer to page 59, Programming You Feature Buttons section for details on
how to program the backspace button.
END
4. Press
to hang up.
NUMBER OF TIMES BUTTON IS PRESSED
BUTTON
1
2
3
4
5
-
&
(
)
1
1
2
3
4
5
6
7
8
9
0
A
D
G
J
B
E
H
K
N
Q
U
X
:
C
F
I
'
2
3
4
5
6
7
8
9
0
!
*
L
O
R
V
Y
.
# or /
*
M
P
N or #
*
S
?
Z
,
T
W
@
*The character available depends on the software version.
5. To cancel Do-Not-Disturb:
START
LINE
6
Press
,
, and dial
.
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USING REMINDER MESSAGES
Never be late for a meeting again! With Reminder Messages, you can program your
endpoint, up to 24 hours in advance, to alert you at a specified time. At the pro-
grammed time, the reminder message signals you with eight short tones, and your dis-
play shows the message. If you are on a call, you still hear the tones, and the message
displays for ten seconds. Then the display returns after you hang up. (Reminder dis-
plays interrupt, but do not affect programming.)
Your telephone system can have up to 20 different reminder messages, each of which
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
NEW MESSAGE
11 CALL ENGINEERING
12 CALL MARKETING
13 CALL ACCOUNTING
14 CANCEL DND
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
To request a reminder message:
START
3
0
5
1. Press
and dial
.
2. Dial the desired two-digit number for the message that you want.
# >
3. While the desired message is displayed, press
.
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
.)
1
NOTE: If your system is set for 12-hour display format, press
for AM OR
2
press
for PM. (If it is set for 24-hour format, you do not need this step.)
To cancel all reminder message requests before they signal you:
START
3
0
6
Press
and dial
.
To clear a received reminder message:
START
Press
.
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Moving On
Paging . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 58
Making Pages. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 58
Programming Remote Feature Access . . . . . . . . . . . . . . . . . . . 66
Remote Access Password . . . . . . . . . . . . . . . . . . . . . . . . . . . 66
Remote Feature Access. . . . . . . . . . . . . . . . . . . . . . . . . . . . . 67
Requesting Agent Help . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 68
Working in Hunt Groups . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 69
Hunt Group Calls Enabled/Disabled. . . . . . . . . . . . . . . . . . . . 69
ACD Hunt Groups . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 69
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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 set preferences for your endpoint, program buttons,
use directories, access your voice mailbox remotely, and perform various other func-
tions.
SETTING ENDPOINT PREFERENCES
Your endpoint and voice mailbox are automatically set to specific defaults. You can,
however, configure many of these settings at any time.
Changing Volume Levels
The endpoint has two volume levels; low and high.
To switch from low to high or vice versa (while you are talking on the endpoint):
VOL
Press
once.
To set the low volume level:
FNC
0
Press
until Volume Level displays and press
. The Current Volume Level
appears. Use the dialpad to enter a volume level from 1 (softest) to 8 (highest). High
volume is automatically set two levels higher than low volume. If you have a headset
the headset’s low volume must be adjusted separately.
Changing the Ring Type
The ability to change your endpoint’s ring type is helpful in close-quartered environ-
ments. Ring types include Normal Ring, Vibrator Ring, Vib/Norm Ring.
NOTE: The Vibrator Ring and Vib/Norm Ring types are only available on the Model
8525 and 8526 endpoints.
To select the ring type for your endpoint:
FNC
1. Press
2. Press
3. Press
.
# >
0
until Ring Type displays and press
.
0
to select Telephone Ring. The ring type currently set on your endpoint
displays with an asterisk (*).
# >
0
4. Press
until you see the ring type you want. Then press
. “Normal” is
the factory set default. “Vibrator” ring type works only if your endpoint has the
optional vibrating ringer.
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Enabling Automatic Call Answer
The Automatic Call Answer feature determines whether or not you are automatically
START
connected to a caller when you press
matically connected when you press
. If this feature is enabled, you are auto-
. If it is disabled, you must first pressing
START
START
LINE
,
,and then pressing the flashing button.
To enable/disable this feature for ringing outside calls:
START
3
6
0
Press
and dial
.
To enable/disable this feature for ringing (non-handsfree) intercom calls:
START
3
6
1
Press
and dial
.
Returning to Default Station
You can return your endpoint to default settings at any time. This feature returns vol-
umes to default levels; cancels Do-Not-Disturb, manual call forwarding, background
music, and queue requests; and restores handsfree mode, pages, hunt group calls, and
system forwarding all at once.
To return your endpoint to default:
START
3
9
4
Press
and dial
.
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SETTING MAILBOX PREFERENCES
Your mailbox contains personal options to allow you to customize voice mail func-
tions. However, before you change your voice mail options, you must first initialize
NOTE: If your telephone system uses Enterprise Messaging (EM), your mailbox may
have the Automatic Speech Recognition (ASR) feature enabled. When ASR is enabled
for your mailbox, you have the option of issuing a spoken command or pressing a dial-
pad button. See page 13 for ASR guidelines.
ALSO: If your mailbox has E-Mail Reader enabled, you have an advanced mailbox.
See page 73 for information and instructions about using E-Mail Reader features.
Changing Your Mailbox Password
Your password prevents unauthorized access to your mailbox. When you first initial-
ize your mailbox, you are prompted to change your password from the default (your
mailbox number).
You can change your mailbox password at any time. The new password can be up to
12 digits long and must be numeric.
To change your mailbox password:
1. Access your mailbox as described on page 33.
4
2. Say “Personal” or press
3. Say “Password” or press
to select the Personal Options Menu.
.
3
If you want a password, enter a new password using digits 0-9 (up to 12 digits),
#
and then press
password.
when you are done. The messaging system plays back your
#
If you do not want to use a password, just say “Skip” or press
.
#
4. Say “Accept” or press
to accept the password as entered or say “Re-enter”
3
or press
to erase and re-enter your password.
END
5. Press
to hang up.
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Changing the Voice Mail Message Envelope
When you receive a voice mail message, the voice mail system plays an “envelope”
that can include the time and date the message was left, the source of the message,
but you can change your envelope, as described below.
NOTE: If E-Mail Reader is enabled for your mailbox, you can also change your e-mail
and fax message envelopes. See page 84 for instructions about how to change your
voice mail, e-mail, and fax message envelopes.
To change your voice mail message envelope:
1. Access your mailbox as described on page 33.
4
2. Say “Personal” or press
3. Say “Envelope” or press
to select the Personal Options Menu.
to select the Message Envelope Options Menu.
4
You can then do any of the following:
1
• Say “Time, Date” or press
to enable or disable the time and date
options.
2
• Say “Source” or press
• Say “Length” or press
to enable or disable the message source option.
to enable or disable the message length option.
3
4
• Say “All Options” or press
to enable all options and return to the Per-
sonal Options Menu.
5
• Say “None” or press
to disable the entire envelope and return to the
Personal Options Menu.
#
• Say “Accept” or press
to accept the changes.
• Say “Cancel” or press
to return to the Personal Options Menu.
*
END
4. Press
to hang up.
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Changing the Call Screening Transfer Method
NOTE: The Call Screening feature is available only if it is enabled for your mailbox.
Contact your voice mail administrator to see if this feature is enabled for your mailbox.
Depending on the transfer method you select, calls that are transferred from your
mailbox may be one of the following:
•
•
Unannounced Calls: Calls are sent directly to your extension.
Announce-Only Calls: Before voice mail transfers a call to you, a prompt asks
the caller to record his or her name. When you answer, you hear “You have a call
from (caller’s name).” Then the call is sent to your extension.
•
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 for instructions about using the call screening feature.
To change your transfer method (if enabled):
1. Access your mailbox as described on page 33.
4
2. Say “Personal” or press
to select the Personal Options Menu.
9
3. Say “More” or press
for More Options.
5
4. Say “Transfer” or press
. The system tells you what your current transfer
method is. You can then select the desired transfer method, as follows:
1
• Say “Unannounced” or press
to select unannounced transfers.
to select screened transfers.
2
• Say “Screened” or press
3
• Say “Announce” or press
to select announce-only transfers.
to return to the Personal Options Menu without
• Say “Cancel” or press
*
making changes.
END
5. Press
to hang up.
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Programming a Fax Destination
With the Inter-Tel voice processing system, when you specify a fax destination num-
ber for your mailbox, callers can access your mailbox to send a fax to your fax
machine.
To change your fax destination number:
1. Access your mailbox as described on page 33.
4
2. Say “Personal” or press
to select the Personal Options Menu.
9
3. Say “More” or press
for More Options.
1
4. Say “Number” or press
.
5. Say or enter the number of your fax destination. (If you entered the letters using
#
the dialpad, press
when you are done.)
#
6. EITHER, say “Accept” or press
OR, say “Re-enter” and press
END
to accept the number.
to erase and re-enter the number.
3
7. Press
to hang up.
Changing the Message Search Order
You can change the order in which you retrieve your messages based on the date and
available for you to access in the order you specify. The search order, can be config-
ured as first in/first out, or last in/first out.
NOTE: If E-Mail Reader is enabled for your mailbox, when you change the message
search order, your changes apply to your voice mail, e-mail, and fax messages.
To change the message search order:
1. Access your mailbox as described on page 33.
4
2. Say “Personal” or press
to select the Personal Options Menu.
9
3. Say “More” or press
for More Options.
2
4. Say “Order” or press
for the Message Search Order.
5. Select one of the following options:
1
• Say “New” or press
• Say “Saved” or press
to change the search order for new messages.
to change the search order for saved messages.
2
6. Your current message search order is played. Select one of the following
options:
1
• Say “First” or press
(First In/First Out).
• Say “Last” or press
to retrieve the earliest-received messages first
to retrieve the latest-received messages first (Last
to return to the Personal Options Menu without
2
In/First Out).
• Say “Cancel” or press
making changes.
END
*
7. Press
to hang up.
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Programming Remote Messaging
NOTE: The Remote Messaging feature is available only if it is enabled for your mail-
box. Contact your voice mail administrator to see if this feature is enabled for your mail-
box.
ALSO: The remote messaging feature is supported for voice mail messages only. If E-
Mail Reader is enabled for your mailbox, you cannot use remote messaging for e-mail
and fax messages.
With Remote Messaging, you can program voice mail to call you when your mailbox
receives new voice mail messages. Using a “cascade” (a series of up to nine telephone
numbers), voice mail will call each number until it successfully connects to a device
(e.g., pager, answering machine, etc.).
Because your mailbox can have a primary and an alternate cascade of numbers, you
can program a cascade to be used during specific days and times. For example, if you
want to be paged when you receive a voice mail message from 5-10 PM on weekdays,
you can set up a primary cascade. If you also want to receive pages for messages
marked “priority” on the weekends, you could set your alternate cascade for all day
on Saturdays and Sundays.
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To set up remote messaging for voice mail messages (if enabled):
1. Access your mailbox as described on page 33.
4
2. Say “Personal” or press
3. Say “Remote” or press
to select the Personal Options Menu.
. You have the following options:
5
1
• Say “Primary” or press
• Say “Alternate” or press
to set up a primary cascade.
to set up an alternate cascade.
2
1
4. Say “Level” or press
and then say or enter the number (1-9) of the level
you wish to program. You then have the following options:
• To set up or change an extension or outside number:
2
–
–
Say “Number” or press
.
1
EITHER, say “Internal” or press
for an extension number.
for an outside number.
2
OR, say “Outside” or press
–
Say or enter the number.
• To set up or change pager notification:
1
–
–
Say “Pager” or press
.
2
Say “Personal” or press
.
1
Say “Change” or press
to enable or disable the number.
3
5. Say “Days” or press
. Then select one of the following:
1
• Say “Weekdays” or press
for Monday-Friday.
2
• Say “Days” or press
• Say “Day” or press
for all days.
to select individual days. You are prompted to say
3
or press numbers 1-7 which correspond to the days Sunday through Satur-
day.
2
6. Say “Time” or press
. Then say or enter the times you want the message
notification to start and stop. Enter or say the times with two digits for the hour
and two digits for the minutes (e.g., 0900 = 9:00). If entering the time in 12-hour
format:
1
• Say “AM” or press
• Say “PM” or press
for AM.
for PM.
2
NOTE: For 24-hour notification, program the starting and ending times to be
the same.
4
7. Say “Category” or press
. You have the following options:
1
• Say “All Messages” or press
for all messages.
2
• Say “Priority” or press
for priority messages only.
# >
8. Hang up or press
to save the settings and exit.
NOTE: If for some reason voice mail is not able to use your remote notification, your
mailbox will receive a message stating that notification could not be completed.
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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 endpoint (Station Speed
Dial) or in the telephone 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 system supports both sta-
tion and System Speed-Dial numbers, you can have access to over 5000 stored num-
bers.
Station Speed Dial
You can program and use up to ten personal speed-dial numbers on your endpoint. In
addition, if you have programmable buttons, you can program them as speed-dial but-
tons for one-touch dialing.
NOTE: You can use the Speed-Dial feature even if your endpoint does not have pro-
grammable buttons.
Programming Station Speed-Dial Numbers
To store a speed-dial number, use the Station Speed-Dial Programming feature code
to program the number in a speed-dial location. Use the following table to list the
numbers that you store in speed-dial locations 0-9.
0 _______________________ 5 _______________________
1 _______________________ 6 _______________________
2 _______________________ 7 _______________________
3 _______________________ 8 _______________________
4 _______________________ 9 _______________________
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To store a number in a Speed-Dial location:
START
3
8
3
1. Press
and dial
.
2. Dial the location code 0-9 to be programmed.
3. Enter the desired name for the speed-dial number to be programmed, as
described below:
• Alphanumeric mode: Press the dialpad buttons to enter the desired charac-
ters. (Refer to the chart on page 63.) The number of times a button is pressed
determines which character is entered. For example, 533266 would enter
“JEAN.” When adjoining characters are located under the same button, press
FNC
2
6667776 would enter “NORM.” (Note that letters correspond to
FNC
2
66
FNC
2
the letters printed on dialpad buttons 1-9.) Press
space. Press the Backspace button (e.g.,
twice to leave a
FNC
3
) if you need to back-
space.
NOTE: To use the Backspace button, you must pre-program one of the fea-
ture buttons on your endpoint to use the Backspace button (feature code 314).
Refer to page 59, Programming You Feature Buttons section for details on
how to program the backspace button.
# >
• Press
to save the name.
4. Dial the extension number or telephone number to be stored.
FNC
6
• Numeric mode: Press
and then press the dialpad buttons to dial
the desired numbers.
NOTE: If your number includes an asterisk, pound, hookflash, or pause,
FNC
6
change the mode to the alphanumeric mode by pressing
and then
FNC
2
enter the special character. Press
to move to the next space. If
FNC
3
necessary, press the Backspace button (e.g.,
make corrections.
) to backspace and
# >
• Press
to save the number.
NOTE: To dial outside telephone numbers without first selecting an outgoing line, enter
a line access code (such as the Outgoing Call code “8”) at the beginning of the outside
telephone number.
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Creating Station Speed-Dial Buttons
If your telephone system supports it, you can program the programmable buttons as
speed-dial buttons by selecting a speed-dial number to associate with the button.
NOTE: Before you program a speed-dial button, you need to store a number in a
speed-dial location (see the previous instructions).
ton:
START
3
9
7
1. Press
and dial
.
2. Press the feature button you want to change into a Station Speed-Dial button.
3
8
2
3. Dial
(default Station Speed Dial feature code).
4. When the display asks for a number, dial a digit 0-9. This is the station speed-
dial number “location.”
You can now use the procedure outlined on page 54 to program and use the Station
Speed-Dial button.
To view the current programming of Station Speed-Dial buttons:
START
3
9
6
1. Press
and dial
.
LINE
9
2. Press the Station Speed-Dial button (e.g.,
) to be viewed.
# >
3. Press
to exit.
To erase a station speed-dial name and/or number:
NOTE: To erase a station-dial name and/or number, you must pre-program the Back-
space button (feature code 314) on your endpoint. Refer to page 59, Programming You
Feature Buttons section for details on how to program the backspace button.
START
3
8
3
1. Press
and dial
.
2. Dial the location code (0-9) to be erased.
FNC
FNC
3
3. To remove the name: Press the Backspace button (e.g.,
) repeatedly
) repeatedly
until the name is erased.
# >
4. Press
to continue.
3
5. To remove the number: Press the Backspace button (e.g.,
until the number is erased.
# >
6. Press
to exit.
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Dialing Station Speed-Dial Numbers
To dial a Station Speed-Dial number:
If necessary, select an outgoing line. You have the following options.
START
3
8
2
•
To use a location number: Press
station speed-dial location number (0-9).
To use a Station Speed-Dial button: Press the desired Station Speed-Dial button
and dial
and then the desired
•
LINE
9
(e.g.,
, if you have one).
System Speed Dialing
Your system administrator can store several speed dial numbers in the system speed
dial locations. Depending on the size of your system, you can access up to 1000 or up
to 5000 system speed dial locations, if they have been programmed.
To view and dial System Speed-Dial numbers:
START
FNC
9
1. Press
,
, and dial
.
2. Dial the location code (000-999 or 0000-4999) for the desired number.
# >
3. Press
to dial the number.
USING RECORD-A-CALL
If your telephone system is equipped with a Voice Processor (voice mail), you may
have access to the Record-A-Call feature. If so, you can record an ongoing call as a
mailbox message. You can then retrieve the message, just as you would any other
mailbox message.
NOTE: The Record-A-Call feature remains active after the other party hangs up. This
allows you to append the recorded call with your own message.
To use the Record-A-Call feature while on a call:
START
3
8
5
1. Press
and dial
.
2. If required, dial the desired mailbox number. (Your endpoint may be pro-
grammed to select the mailbox, or you may be required to dial it.)
You hear a confirmation tone when the Record-A-Call feature is activated.
To turn off Record-A-Call:
FNC
# >
3
8
5
EITHER, Press
,
, and dial
END
OR, Press
to hang up.
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PAGING
The Paging feature allows you to make an announcement through endpoint speakers
or external speakers (if your system is equipped with external paging equipment). To
prevent announcements from transmitting through every endpoint in the system, this
feature uses page zones. Each zone contains a different combination of extensions and
external paging equipment, and is programmed by your system administrator. Ask
your trainer or system administrator how the zones are programmed, and list them
below for your convenience.
0 _______________________ 5 _______________________
1 _______________________ 6 _______________________
2 _______________________ 7 _______________________
3 _______________________ 8 _______________________
4 _______________________ 9 _______________________
NOTE: Although you can make pages from the Model 8664 and 8665, you cannot
receive them.
Enabling Paging
You can enable or disable page receiving for your endpoint by using the Page
Remove/Replace feature code. If your endpoint is assigned to more than one page
zone, all zones are removed or replaced at once (you cannot turn off individual
zones).
To turn paging on and off for your endpoint:
START
3
2
5
Press
and dial
.
Making Pages
To make a page:
START
7
1. Press
and dial
.
2. Dial the desired zone number (0-9).
3. After the tone, make your announcement.
END
4. Press
to hung up.
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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:
START
3
3
0
Press
and dial
.
NOTE: This features is known as a “Recall” in European systems.
PROGRAMMING YOUR FEATURE BUTTONS
Depending on how your system is programmed, some of your feature buttons may be
“user-programmable.” If so, you can program them with any of the feature codes
listed in the back of this user guide or with extension numbers. In addition, you can
combine the feature button and Station Speed-Dial functions to program a feature but-
ton to dial an outside number.
To program a user-programmable function button:
START
3
9
7
1. Press
and dial
.
FNC
1
9
2. Press the function button (
-
) you want to program.
3. Enter the feature code you want to store under that button. (Refer to the back of
this guide for default feature codes.)
NOTE: When you enter the feature code (314) to program the Backspace button as a
function button, the display may show MENU instead of BACKSPACE. Please ignore
the display, the feature code 314 is set to use backspace.
To return all function buttons to their original default values:
START
3
9
5
Press
and dial
.
To display the current function button values:
START
3
9
6
1. Press
and dial
.
2. Press the function button(s) you want displayed.
END
3. Press
to hang up.
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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 telephone record reports that the system will periodi-
cally 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:
START
3
9
9
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 endpoint:
START
3
9
1
Press
and dial
and then the account code. If the account code is not
# >
immediately accepted, press
. This code will be used for all calls made from
your endpoint until it is disabled.
To disable the code:
START
3
9
1
# >
Press
and dial
, then press
.
SCREENING CALLS
If desired, you can screen calls that are transferred from voice mail. This allows you
to accept and/or refuse specific calls. Depending on the call screening transfer method
you select (see page 50), calls from voice mail may be unannounced, announce only,
or screened.
When your mailbox is programmed for screened calls, you have the following options
when you receive a transfer:
•
•
•
•
Say “Accept” or press
Say “Replay” or press
to accept the call.
#
1
to replay the announcement.
2
Say “Voice Mail” or press
to send the call to voice mail.
3
Say “Forward” or press
call to another extension.
and then enter the extension number to forward the
to refuse the call.
•
Say “Refuse” or press
*
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USING DIRECTORIES
With directories, you can use the dialpad to find names and numbers. You can then
use the directory information to make calls, access features, or leave voice mail mes-
sages. There are two types of system directories:
•
•
Telephone directory: Search for and connect to contacts or access features.
Voice Mail directory: Search for voice mail contacts and leave voice mail mes-
sages. (See page 64.)
Telephone Directory
There are three subdirectories available in the Telephone directory:
•
•
•
Intercom: Find (and dial) intercom extensions.
Outside: Find (and dial) outside numbers listed in the company directory.
Feature: Find (and activate) system features.
The Telephone directory uses one of two search methods to find contacts or features:
Intelligent Directory Search (IDS) or Basic Search (see page 63). Enter a full or par-
tial name with the dialpad buttons to search for a contact or feature. You can then con-
tact the person or access the feature by dialing the number or pressing a button.
NOTE: The search method used for your system (IDS or Basic) depends on your soft-
ware version.
Intelligent Directory Search (IDS)
IDS simplifies searching for entries in a directory by allowing you to press a dialpad
button once rather than several times to enter a character. As you enter characters,
IDS displays the entry that best matches the characters entered (see the following
examples).
NOTE: The Intercom directory may display two similar entries, one without an asterisk
and one with an asterisk (“John Smith” and “*John Smith”). The entry without an aster-
isk is a primary extension; the entry with an asterisk is a secondary extension.
INTERCOM DIRECTORY
OUTSIDE DIRECTORY
*JOHN SMITH
67890
EEE_STORE
4809619000
FEATURE DIRECTORY
AGENT HELP
375
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To search for a directory name or feature using IDS:
START
3
0
7
1. Press
and dial
:
1
• Press
• Press
• Press
for the Intercom directory.
for the Outside directory.
for the Feature directory.
2
3
2. Press the dialpad buttons to enter characters (up to 16 characters). (See the fol-
lowing table for dialpad button character descriptions.) Each dialpad button rep-
resents several characters. As you press the dialpad buttons, the system connects
the character sequence to possible directory matches. For example, to enter
5
6
6
3
7
JONES, press
. This data entry method is similar to the “text
on nine keys (T9)” feature found on cell phones.
# >
3. Press
played.
to dial a number or activate a feature code while the entry is dis-
BUTTON
CHARACTERS REPRESENTED
0
1
2
3
4
5
6
7
8
9
0
1
2 A B C a b c Ç â ä à å ç Ä Å á
3 D E F d e f é ê ë è É
4 G H I g h i ï î ì í
5 J K L j k l
6 M N O m n o ô ö ò Ö ó ñ Ñ
7 Q P R S q p r s
8 T U V t u v ü û ù Ü ú
9 W X Y Z w x y z ÿ
Returns endpoint to the state before entering IDS
Activates the selection
# >
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Basic Search
Use Basic Search to search the Telephone directory for a contact name or feature.
To search the Telephone directory using Basic Search:
START
1
3
0
7
1. Press
2. Press
and dial
.
2
to select the intercom directory, press
to select the outside number
3
directory, or press
to select the feature code directory.
3. Enter letters or numbers (up to 10 characters) as described below:
• Remain in alphanumeric mode: Press the dialpad buttons to enter the desired
characters. The number of times a button is pressed determines which char-
FNC
2
adjoining characters are located under the same button, press
to advance to the next character. For example, 5666
once
66337777
FNC
2
would enter JONES. (Note that letters correspond to the letters printed on
FNC
2
dialpad buttons 1-9.) Press
space. Press Backspace button (e.g.,
once to advance and twice to leave a
FNC
3
) to back space.
NOTE: To use the Backspace button, you must pre-program one of the fea-
ture buttons (feature code 314). See page 59 for details.
FNC
6
• Change to numeric mode: Press
tons to enter an extension number.
# >
and then press the dialpad but-
# >
4. Press
to view the selection. Then press
to dial a number or fea-
ture code while it is displayed.
NUMBER OF TIMES BUTTON IS PRESSED
BUTTON
1
2
3
4
5
-
&
(
)
1
1
2
3
4
5
6
7
8
9
0
A
D
G
J
B
E
H
K
N
Q
U
X
:
C
F
I
'
2
3
4
5
6
7
8
9
0
!
*
L
O
R
V
Y
.
# or /
*
M
P
N or #
*
S
?
Z
,
T
W
@
*The character available depends on the software version.
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Voice Mail Directory
With the voice mail directory, subscribers and non-subscribers can use ASR (if
enabled) or dialpad buttons to search for names in the directory. Subscriber names are
automatically added to the directory when their mailbox is initialized. ASR may not
be able to locate names that are pronounced differently than they are spelled. For
these types of names, use the alternate search method of spelling the name using the
endpoint dialpad buttons (see table below).
You begin a search by dialing the system voice mail extension and selecting the direc-
tory option. You are prompted to say or spell the name of the mailbox user you want
to search for. For example, if you say the name John, the system locates all of the sub-
scribers with the first or last name of John. The list of names returned might include
the names John Smith, John Jones, John Nielson, David John, Robert John, etc.
When one to 10 matches are located, you can browse the list of returned names by
1
selecting the Previous (say “Previous” or press
) and Next (say “Next” or press
3
) options. The directory lists are circular. That is, when the end of the list is
reached, the next name played will be the first name in the directory. When the correct
#
name is played say “Yes” or press
to select it.
If the system locates more than 10 matches, you can either browse the list using the
options mentioned above, or filter the list by responding to the filtering questions gen-
erated by the system. Based on your responses, the system filters the list to include
first or last name matches only. If the system cannot locate an exact match, it returns
the closest match found.
To use the dialpad buttons to spell a name: When prompted, press the appropriate
dialpad buttons to spell the name. The number of times a button is pressed determines
which character is entered, as shown in the table below. When adjoining characters
FNC
2
are under the same button, press
to advance to the next character. For
FNC
2
example, 5666
66337777 enters “JONES.”
NUMBER OF TIMES BUTTON IS PRESSED
1
2
&
B
E
H
K
N
Q
U
X
:
3
(
4
)
5
1
2
3
4
5
6
7
8
9
0
BUTTON
-
1
2
3
4
5
6
7
8
9
0
A
C
F
I
‘
D
G
J
!
*
L
O
R
V
Y
.
#
ñ
S
?
Z
,
M
P
T
W
@
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To perform a directory search:
#
2. Say “Directory” or press
.
3. Say the last name of the person you are searching for or press the appropriate
dialpad buttons to spell the name (see page 64).
If 10 or fewer matches are located, you can access and browse the list immedi-
ately (see step 4.)
If the list contains more than 10 matches, you have the option to browse or filter
the list. (skip step 4. and see step 5.)
4. If 10 or fewer matches are located, you have the following options:
#
• Say “Yes” or press
to accept the name that is played.
1
• Say “Previous” or press
2
• Say “More” or press
• Say “Next” or press
• Say “New” or press
to hear more information about the subscriber.
to browse to the next name in the list.
to search for a new name.
3
4
• Say “Cancel” or press
5. If more than 10 matches are located, the system prompts you to browse or filter
to exit the directory.
*
the list. Do one of the following:
1
• Say “Yes” or press
• Say “No” or press
to browse the list. (See step 4. for options).
to select the filter option and then respond to one of
2
the following filter questions:
–
The system begins by asking you if the name you are searching for is the
1
last name.
, say the last name, or spell the
–
If you did not respond to the first question, the system asks if the name
1
you are searching for is the first name. If it is, say “Yes,” press
the first name, or spell the first name.
, say
After the list has been filtered by first or last name, a smaller list of names is
returned. You can then browse the list and select the appropriate name (see step
4.)
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PROGRAMMING REMOTE FEATURE ACCESS
If you are away from your desk and forgot to put your endpoint in DND, don’t worry.
With the Remote Feature Access, you can place your endpoint in DND or forward
calls from any other endpoint on the system. And, if you have a special dial-up line,
you can access your endpoint features from an outside line.
Remote Access Password
Before you use Remote Feature Access, you should program a password, as described
below.
To change the password from your endpoint:
START
3
9
2
1. Press
and dial
.
# >
.
NOTE: Your extension number is your password at default.
# >
3. Enter the new password followed by
.
# >
4. Enter the new password again for verification followed by
. You hear a
confirmation tone.
To change the station password using remote programming, see Remote Feature
Access.
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Remote Feature Access
To access your endpoint from another endpoint:
START
3
5
9
1. Press
and dial
.
2. Enter your extension number.
# >
3. Enter your password followed by
. You can now use any of the following
features.
To change the station password using Remote Programming:
FNC
LINE
6
a. Press
,
, and dial
.
# >
b. Enter the new password, followed by
.
# >
c. Enter the new password again for verification, followed by
.
To turn on Do-Not-Disturb:
FNC
LINE
6
a. Press
,
, and dial
.
b. Enter message number (01-20) and, if desired, enter the optional second-line
message text.
END
c. Press
.
To turn off Do-Not-Disturb:
FNC
LINE
6
END
Press
,
, and dial
, then press
.
To turn on Call Forward:
FNC
# >
a. Press
,
, and enter one of the following Call Forward feature
codes.
All Calls. . . . . . . . . . . . .355 If Busy. . . . . . . . . . . . . . . .357
If No Answer. . . . . . . . . . .356 If No Answer/Bus.y. . . . . .358
b. Enter an extension number or enter a trunk access code followed by an out-
side telephone number.
END
c. Press
.
To turn off Call Forward:
FNC
LINE
2
END
Press
,
, and dial
, then press
.
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REQUESTING AGENT HELP
NOTE: This feature is not supported on peer-to-peer (P2P) calls. Ask your system
administrator if your endpoint is configured to use P2P audio.
Your telephone system may be programmed to support the Agent Help feature, which
allows you to request help from a designated “Agent Help Extension” (usually your
supervisor) during a call. When your request call rings at the Agent Help Extension,
the supervisor can choose to join the call or reject the request.
If the Agent Help Extension is a digital endpoint, the endpoint’s microphone is auto-
matically muted so that the supervisor cannot be heard unless he or she presses the
mute button. If the Agent Help Extension is a single-line endpoint, 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:
FNC
# >
3
7
5
1. Press
,
, and dial
. If you hear repeating error tones, the
Agent Help feature is not available at your endpoint, you already have four par-
ties in your call, not enough system circuits are currently available, or the Agent
Help Extension is in do-not-disturb.
2. Dial the Agent Help Extension number, if required. (Your endpoint may be pro-
grammed to automatically dial the number, or you may be required to dial it.)
If the Agent Help Extension accepts the call, you hear the Agent Help tone, if it is
enabled, and the supervisor can monitor or join your call.
If the Agent Help Extension rejects the call, you hear a confirmation tone and the
display shows AGENT HELP REJECTED.
To respond to an Agent Help request at a display endpoint:
When you receive an Agent Help, your display shows <name> REQUESTS HELP.
You can do one of the following:
•
•
To accept the call: Answer as usual.
FNC
# >
3
7
6
To reject the call: Press
You will hear a confirmation tone.
,
,
and dial
.
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WORKING IN HUNT GROUPS
Your system may be programmed with “hunt groups.” Hunt groups are groups of end-
points that share a common extension number in addition to having individual exten-
sion numbers. This allows someone to call anyone in the group (using the common
extension) or a specific member (using the individual extension). The members of
these groups and the common extension(s) are programmed by your system adminis-
trator.
Hunt Group Calls Enabled/Disabled
If you are a member of a hunt group, you can divert or accept hunt group calls to your
extension.
To divert or accept hunt group calls:
START
3
2
4
1. Press
2. Press
and dial
to hang up.
.
END
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 (see Logging
In and Out of ACD Hunt Groups). The hunt group calls are routed to logged-in
agents, according to their Agent ID number instead of their extension number.
Because the Agent ID is not associated with any extension, the agent can use any
endpoint in the system to log in.
•
Members: If the hunt group is not programmed to use Agent IDs, it will have a
pre-programmed list of endpoints and will send calls to the endpoints where
agents are logged in.
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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:
START
3
2
8
Press
and dial
and enter your Agent ID, if necessary. The display
shows AGENT LOGGED IN TO ALL ACDS, and you hear a confirmation 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:
START
3
2
6
1. Press
NUMBER.
and dial
. The display shows AGENT LOGIN ACD
2. EITHER, Enter the desired ACD hunt group number.
# >
OR, Press
to log in to several 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 one or more ACD hunt groups using Agent IDs: Enter your
Agent ID. The display shows AGENT LOGGED INTO ALL ACDS. You
are logged into the ACD hunt group using Agent IDs.
• If another Agent ID is already logged in at this endpoint, you hear repeating
tones, and the display shows DIFFERENT AGENT ID ALREADY USED.
You must have the other agent log out before you can use that endpoint.
• To log into one or more ACD hunt groups not using 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.
END
4. Press
to hang up. 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 endpoint from DND while logged in) will
ring until you answer it. You will, however, be automatically connected to subsequent
calls.
To log out of one or more ACD hunt group:
START
3
2
8
1. EITHER, Press
and 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 confirmation tone.
START
3
2
7
OR, Press
and dial
. One of the following displays 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.
END
2. Press
to hang up.
Ending an ACD Hunt Group Call
Each time you end an ACD hunt group call, a wrap-up timer is started. Until this
timer expires, you will not receive another call through any ACD hunt group. You
can, however, end the wrap-up session before this timer expires, as described below.
To terminate the ACD Agent wrap-up period before the timer expires:
START
3
2
9
Press
and dial
.
NOTE: If you were not logged in to an ACD hunt group, the display shows CANNOT
ACCESS RESERVED FEATURE.
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Using Your Advanced Mailbox . . . . . . . . . . . . . . . . . . . . . . . . . . 76
Setting Up Your E-Mail Password . . . . . . . . . . . . . . . . . . . . . . . 77
Accessing E-Mail Messages . . . . . . . . . . . . . . . . . . . . . . . . . . . . 79
Using Main Menu E-Mail Reader Count . . . . . . . . . . . . . . . . . . . 81
Accessing Fax Messages . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 82
Recovering Deleted Messages . . . . . . . . . . . . . . . . . . . . . . . . . . 83
Changing Message Envelopes . . . . . . . . . . . . . . . . . . . . . . . . . . 84
Voice Mail Flowchart (Advanced Mailbox). . . . . . . . . . . . . . . . . 85
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INTRODUCTION
Enterprise Messaging (EM) is the voice processing system that provides advanced
messaging features with the E-mail Reader feature. This section provides information
and instructions about advanced mailbox tasks for users who have E-Mail Reader
enabled for their mailbox.
If your mailbox does not have E-Mail Reader enabled, you have a standard voice
these common mailbox tasks are not repeated in this section.
See the following pages for common mailbox tasks:
•
•
•
•
•
•
•
•
•
•
•
•
•
•
•
Initializing your mailbox (see page 19)
Recording your personal greetings (see page 20)
Accessing your mailbox (see page 33)
Disabling and enabling ASR (see page 34)
Accessing voice mail messages (see page 35)
Changing your mailbox password (see page 48)
Changing the call screening transfer method (see page 50)
Programming a fax destination (see page 51)
Changing the message search order (see page 51)
Programming remote messaging (see page 52)
Screening calls (see page 60)
Using the voice mail directory (see page 64)
NOTE: For a voice mail flowchart for standard mailbox users, see page 101.
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E-MAIL READER FEATURES
When E-Mail Reader has been enabled for your mailbox, you have the advanced
mailbox. The advanced mailbox unifies your local voice mail messages and your
remote fax and e-mail messages in one convenient location. E-mail Reader uses Text-
If E-Mail Reader is enabled for your mailbox, you can access voice mail, e-mail, and
fax messages in your mailbox using your endpoint.
When you access an e-mail message in your mailbox, E-Mail Reader first announces
your e-mail according to the envelope options that you set (see page 84). Then, after
the envelope is played, E-Mail Reader reads the text in the body of the message. Once
you have listened to your e-mail, you can access additional options to reply, forward,
save, or delete the message (see page 79).
When you access a fax message, E-Mail Reader announces the fax envelope accord-
ing to the envelope options that you set (see page 84). Because a fax message is
received by your e-mail account as an attachment to an e-mail message in the form of
a .tif file, E-Mail Reader cannot read the text in the body of the fax. To view the
fax and read it, you must access it from your e-mail account. With your advanced
mailbox you can save, delete, and forward a fax (to another fax machine) using the
available menu options, when prompted (see page 82).
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to let callers know if you are out of town, on a call, etc. You can send messages to
individuals and to a group of people if your voice mail administrator has programmed
a name for the group. In addition, various options allow you to customize your mail-
box, manage your messages, and screen your calls. To allow the system to retrieve e-
mail and fax messages from your e-mail account, you must first set up your e-mail
password (see page 77).
When you access your mailbox (see page 33), the system announces how many new
and saved voice mail, fax, and e-mail messages you have in your mailbox. You can
choose which type of message you want to access by selecting voice mail, fax, or e-
mail from the main subscriber menu.
Main menu options include the following:
1
•
•
•
•
•
•
•
To access voice mail messages: Say “Voice Mail” or press
.
2
To record voice mail messages: Say “Record” or press
.
3
To access e-mail messages: Say “E-Mail or press
.
4
.
5
To access message options: Say “Options” or press
.
6
To access facsimile messages: Say “Facsimile” or press
.
8
To disable ASR (for that call only): Say “Disable” or press
.
At any menu level, you can say “Cancel” or press
to cancel or return to the pre-
*
#
vious menu or say “Accept” or press
advanced mailbox users, see page 85.
to accept. For a voice mail flowchart for
NOTE: All of the menu options and instructions for using the advanced mailbox are
presented as voice commands and numeric entries.
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SETTING UP YOUR E-MAIL PASSWORD
When E-Mail Reader is enabled for your mailbox, the EM system prompts you to
enter your e-mail password after you or your voice mail administrator does one of the
following:
•
•
Set up your mailbox (see page 18)
Change your e-mail password for your e-mail client
To access your e-mail and fax messages from your advanced mailbox, you must set
up your e-mail password. While completing the setup, you cannot use Automatic
Speech Recognition (ASR) if it is enabled for your voice mail system. To prevent oth-
ers from overhearing your password, you must use the dialpad buttons on your end-
point to set up your e-mail password.
When setting up your password, the number of times you press a button determines
which character is entered, as shown in the table on the following page. Notice that
the capital letters and lower case letters require different button presses. As you press
the buttons, the system announces the current character. For security reasons, use the
handset and not the speakerphone when you set up your e-mail password.
E-mail passwords are case-sensitive and your entry must match your e-mail password
exactly. Also, your e-mail password cannot include any characters that are not
included in the table on the following page and cannot exceed 40 characters. Check
with your administrator if you encounter any difficulties setting up your e-mail pass-
word.
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To enter your e-mail password:
0
NOTE: To repeat menu instructions, say “Help” or press
at any time.
ALSO: If you enter an incorrect password, or if you choose to skip setting a new E-Mail
Reader password, the Main Menu E-Mail Reader Count option (see page 81) is auto-
matically disabled to prevent having to hear the invalid password prompt for each sub-
sequent login and to protect against being locked out of your e-mail account.
1. Access your mailbox as described on page 33. The system announces that it was
unable to retrieve your e-mail and fax messages, and gives you the following
options:
#
• Say “Continue” or press
to access your mailbox without access to your
e-mail messages.
1
• Say “Password” or press
to enter your new e-mail password.
2. When prompted, enter your e-mail password using the dialpad buttons, and then
#
press
. (Refer to the table below for dialpad button descriptions.)
2
NOTE: For a description of special character locations, press
.
3. Your new password is played. You have the following options:
#
• Say “Accept” or press
• Say “Re-enter” or press
to accept the password.
to erase and re-enter the password.
3
NUMBER OF TIMES BUTTON IS PRESSED
BUTTON
1
2
3
4
5
6
7
8
9
1
2
3
4
5
6
7
8
9
0
1
a
d
g
j
-
&
c
f
(
)
_
space*
b
e
h
k
2
3
4
5
6
s
8
z
.
‘
A
D
G
J
B
E
H
K
O
Q
U
X
+
C
F
I
!
i
*
l
#
M
7
?
9
,
L
m
p
t
n
q
u
x
o
r
N
P
T
W
/
R
V
Y
S
Z
v
y
:
w
0
@
1
*Press
seven times for a blank space.
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ACCESSING E-MAIL MESSAGES
NOTE: By default, the message lamp on your endpoint lights when you receive a new
voice mail message. Although the lamp can be programmed for other functions, it can-
E-Mail Reader does not distinguish between conventional e-mail messages and meet-
ing invitations and responses. Therefore, e-mail messages and meeting messages
(including invitations, cancellations, and responses) can all be accessed by selecting
option three from the main menu.
When you access your e-mail messages, E-Mail Reader first announces the message
according to the envelope options you select (see page 84). Then E-Mail Reader reads
the text in the body of the message. After you access your message you can replay the
message, listen to the next or previous message, replay the message envelope, save
the message, or delete the message. In addition, you can reply to the message or for-
ward a copy to another recipient.
When you select the reply option, you are prompted to record a message and your
reply is sent as an attachment in the form of a .wav file. If the e-mail has multiple
recipients, you have the option of replying to just the sender, or to all of the recipients.
When you forward an e-mail message, the e-mail is converted to a fax and forwarded
to the fax destination telephone number you specify.
NOTE: The body of Outlook meeting messages contain links that E-Mail Reader inter-
prets as text. These links are displayed if you are using a third-party mail application or
Outlook Express, but they are hidden in Outlook.
EXAMPLE: For example, Sally User’s supervisor creates a Sales Team meeting invi-
tation in Outlook and sends it to Sally. Sally accepts the meeting and in the body of her
acceptance e-mail she writes, “I’m looking forward to attending.” When Sally’s supervi-
sor access Sally’s meeting acceptance using E-Mail Reader, the e-mail is announced
according to the supervisor’s e-mail envelope preferences. Then E-Mail Reader reads
Sally’s written response followed by the hidden link inserted by Outlook, “I’m looking
forward to attending. Microsoft Outlook Web Access: http://TMS-NT-EVS01/Exchange/
Sally_User/Inbox/Accepted%3A%20Sales%20Team%20Meeting-5.EML.”
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To access your e-mail with E-Mail Reader:
0
NOTE: To repeat menu instructions, say “Help” or press
at any time.
1. Access your mailbox as described on page 33.
3
2. Say “E-Mail” or press
to listen to your e-mail messages. Then select one of
the following:
1
• Say “New” or press
• Say “Saved” or press
to listen to new messages.
to listen to saved messages.
3
NOTE: You may experience a delay if you have a large number of e-mail
messages in your in-box (for example, more than 500 messages).
3. After the e-mail envelope is played, E-Mail Reader reads the body text of the e-
mail message. While you are listening to a message, you can use the following
options:
#
• Say “Skip” or press
to skip to the end of the recording.
1
• Say “Back up” or press
to “rewind” a few seconds and replay the mes-
sage.
2
#
• Say “Pause” or press
to pause. Say “Continue” or press
to con-
tinue.
3
• Say “Forward” or press
• Say “Lower” or press
to skip ahead.
to lower the volume.
4
5
• Say “Envelope” or press
to play the message envelope.
6
• Say “Higher” or press
to raise the volume.
9
• Say “Delete Message” or press
to delete the message.
*
• Say “Cancel” or press
to return to the previous menu.
4. When E-Mail Reader has finished reading the e-mail you have the following
options:
1
• Say “Replay” or press
• Say “Reply” or press
to replay the message from the beginning.
to reply to the message. If the e-mail message had
2
more than one recipient, you have the following options:
1
–
–
–
Say “Everyone” or press
to reply to all recipients.
to reply to the sender.
2
Say “Sender” or press
Say “Hear” or press
3
to hear all recipients.
NOTE: See page 38 for recording and delivery options.
3
• Say “Forward” or press
to forward a copy of the message to a fax desti-
nation. Then say or enter the fax destination number. The system plays the
fax destination number. Select one of the following:
#
–
Say “Yes” or press
to verify the number. The system announces
that the fax is scheduled for delivery.
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*
–
to start over.
NOTE: You cannot forward an e-mail message to a mailbox or group list.
When you forward an e-mail message, the e-mail is converted to a fax and for-
warded to the fax destination telephone number that you specify.
4
• Say “Previous” or press
• Say “Envelope” or press
to listen to the previous message.
to play the introductory message envelope (see
5
page 84 for programming instructions).
6
• Say “Next” or press
• Say “Save” or press
to listen to the next message.
to save the message.
7
9
• Say “Delete Message” or press
to delete the message.
NOTE: You may be prompted to confirm deleting the message. Say “Yes” to
delete the message or “No” to cancel the request to delete the message.
5. Hang up.
USING MAIN MENU E-MAIL READER COUNT
After you set up your E-Mail Reader account, the system announces the number of
voice mail, e-mail, and fax messages you have each time you access your mailbox
before you can listen to your messages. The voice prompt that indicates the number of
e-mail and fax messages is the “Main Menu E-Mail Reader Count” option. (Voice
mail message prompts are not included in Main Menu E-Mail Reader Count and will
always be played when you access your mailbox.)
You can disable the Main Menu E-Mail Reader Count option in your mailbox.
Disabling the Main Menu E-Mail Reader Count option defers e-mail and fax prompts
until you select the E-Mail or Fax message option from the main menu. Disabling E-
Mail Reader Count does not disable E-Mail Reader. It only defers the voice prompts
until the appropriate option is selected.
To disable or enable the Main Menu E-Mail Reader Count option:
1. Access your mailbox as described on page 33.
4
2. Say “Personal” or press
to select the Personal Options Menu.
9
3. Say “More” or press
to select More Options.
4
4. Say “E-Mail Reader Count” or press
to select the E-Mail Reader Count
toggle option.
1
5. If E-Mail Reader Count is enabled, say “Disable” or press
If E-Mail Reader Count is disabled, say “Enable” or press
to disable.
to enable.
1
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ACCESSING FAX MESSAGES
NOTE: By default, the message lamp lights when you receive a new voice mail mes-
sage. Although the lamp can be programmed for other functions, it cannot be pro-
grammed to indicate that you have received a new fax message.
When you access a fax message using option six on the main menu, E-Mail Reader
announces the fax message according to the envelope options that you selected (see
page 84). E-Mail Reader does not have the capability to read the text in a fax. You
can, however, save, delete, and forward a fax (to the fax number that you specify)
using the associated options.
To access fax messages and the associated options:
1. Access your mailbox as described on page 33.
6
2. Say “Facsimile” or press
to access your fax messages. Then select one of
the following:
1
• Say “New” or press
• Say “Saved” or press
to listen to new messages.
to listen to saved messages.
3
3. After the fax envelope is played, you have the following options:
3
• Say “Forward” or press
to forward a copy of the message to another
destination. Then say or enter the fax destination number. The system plays
the fax destination number. Select one of the following:
#
–
Say “Yes” or press
to verify the number. The system announces
that the fax is scheduled for delivery.
–
Say “No” or press
to start over.
to listen to the previous message.
to play the introductory message envelope (see
*
4
• Say “Previous” or press
• Say “Envelope” or press
5
page 84 for programming instructions).
6
• Say “Next” or press
• Say “Save” or press
to listen to the next message.
to save the message.
7
9
• Say “Delete Message” or press
to delete the message.
NOTE: You may be prompted to confirm deleting the message. Say “Yes” to
delete the message or “No” to cancel the request to delete the message.
4. Hang up.
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RECOVERING DELETED MESSAGES
Recovering deleted messages varies based on media type. If you delete a voice mail
message, you can retrieve it within a specific time frame (up to 24 hours, programmed
by your voice mail administrator). The specified time frame for retrieving deleted e-
mail and fax messages is determined by the Exchange administrator. Once you
recover a deleted message, it is then restored to your saved-message queue. Deleted
voice mail, e-mail, and fax messages that are not recovered within the specified time
frames are automatically erased.
NOTE: Contact your system administrator if you want to know how long you have to
recover deleted messages.
To recover deleted messages:
1. Access your mailbox as described on page 33.
5
2. Say “Options” or press
3. Say “Recover” or press
for Message Options.
to access undelete options.
2
4. Specify which media type you would like to recover. Your options are:
1
• Say “Voice Mail” or press
to recover a voice mail message.
to recover an e-mail message.
to recover a fax message.
2
• Say “E-Mail” or press
3
• Say “Facsimile” or press
1
5. EITHER, Say “Listen” or press
to listen to your deleted messages and
choose which ones to recover. After each message you can:
1
• Say “Replay” or press
• Say “Reply” or press
• Say “Forward” or press
• Say “Previous’ or press
• Say “Envelope” or press
to replay the message.
2
to reply to the message.
to forward the message.
to listen to the previous message.
3
4
5
to play the message envelope.
6
• Say “Next” or press
to listen to the next message.
7
• Say “Recover” or press
OR, say “Recover” or press
to recover the message.
to recover all deleted messages.
2
3
OR, Say “Purge” or press
6. Hang up.
to permanently delete all deleted messages.
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CHANGING MESSAGE ENVELOPES
When you receive a voice, fax, or e-mail message, a message “envelope” is played.
The envelope can include the time and date the message was left, the source of the
message, and additional information that is associated with the media type. Common
envelope options for voice mail, e-mail, and fax include:
•
•
Time and Date: The time and date the message was received.
Source: The source of the voice, e-mail, or fax message.
These envelope options vary by media type:
•
•
•
Length: The recorded time, in minutes, for voice messages.
Subject: The text in the subject field for e-mail messages.
Pages: The number of pages included in the fax attachment.
By default, all of the envelope options are enabled for each type of message. How-
ever, you can change your envelope options, as described below.
To change and save your message envelope:
1. Access your mailbox as described in Mailbox Access on page 33.
4
2. Say “Personal” or press
3. Say “Envelope” or press
to select the Personal Options Menu.
to select the Message Envelope Options Menu.
4
4. Select the media type you would like to change:
1
• Say “Voice Mail” or press.
.
2
• Say “E-Mail” or press
.
3
• Say “Facsimile” or press
.
5. You can then do any of the following:
1
• Say “Time, Date” or press
to enable or disable the time and date
options.
2
• Say “Source” or press
to enable or disable the message source option.
3
• For voice mail, say “Length” or press
to enable or disable the message
length option.
3
For e-mail, say “Subject” or press
to enable or disable the subject
option.
3
For faxes, say “Pages” or press
to enable or disable the pages option.
4
• Say “All Options” or press
to enable all options and return to the Per-
sonal Options Menu.
5
• Say “None” or press
to disable the entire envelope and return to the
Personal Options Menu.
#
• Say “Accept” or press
to accept the changes.
• Say “Cancel” or press
6. Hang up.
to return to the Personal Options Menu.
*
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VOICE MAIL FLOWCHART (ADVANCED MAILBOX)
*
NOTE: In most menus, you can say “Cancel” or press
to return to the previous menu. Say
#
“Accept” or press
to accept the option.
MAILBOX ACCESS
EITHER, Press the Mes-
sage button to respond to a
message from voice mail.
ACCESSING MESSAGES
Note: Options vary by media
type.
•
PERSONAL OPTIONS
1
Record “Greeting”
OR, Call the voice mail
While the message is playing:
1
2
3
“Primary” Greeting
“Alternate” Greeting
“System” Greeting
extension number, say
1
2
3
4
5
6
7
9
#
“Back Up”
“Login” or press
, and
say or enter your mailbox
number.
“Pause”
(See Recording Options)
•
Enter your password
Move “Forward”
“Lower” (volume)
Play the “Envelope”
“Higher” (volume)
“Save” the Message
“Delete” the Message
“Skip” to the End
2
3
Record Directory “Name”
(press
).
#
(See Recording Options)
Record “Password”
SUBSCRIBER MAILBOX MENU
4
Change “Envelope” Settings
1
2
3
4
5
6
8
“Voice Mail”
1
2
“Time, Date”
“Source”
“Record”
“E-Mail”
3
“Length/Subj./Pages”
“All Options”
“Personal” Options
“Options” Message Options
“Facsimile”
4
5
After the message:
“None”
1
2
3
4
5
6
7
9
“Replay” Message
5
9
“Remote” Messaging
“Primary” Cascade
“Alternate” Cascade
“More” Options
Fax “Number”
“Reply” to the Message
“Forward” a Copy
“Disable” ASR
1
2
Go to “Previous” Message
Play the “Envelope”
Go to “Next” Message
“Save” the Message
“Delete Message”
RECORDING OPTIONS
1
2
4
5
•
•
Dial the mailbox number,
reply to a message, or for-
ward a message.
Message “Order”
“E-Mail Rdr. Count”
“Transfer” Method
“Record” your message.
2
#
3
Pause
“Continue”
MESSAGE ORDER
“New” Messages
“Saved” Messages
TRANSFER METHOD
REMOTE MESSAGING
1
2
Note: Applies to voice mail only.
Erase
1
Program Cascade “Level”
•
After recording:
“Replay”
Enter cascade level number, then:
1
2
3
4
9
1
2
3
“Change”
“Personal” #
“Append”
1
2
3
“Unannounced”
“Screened”
“Erase,” re-record
“Copy”
“Pager” #
“Announce” Only
2
3
Enter “Time” of Day
Set “Days” of Week
“Weekdays”
Delivery “Options”
MESSAGE OPTIONS
DELIVERY OPTIONS
Note: Options vary by media
type.
1
2
3
1
2
3
#
“Private”
“Certified”
“Priority”
“Send”
All “Days”
1
Cancel “Unheard” Messages
“Recover”DeletedMessages
Individual “Day” 1-7
2
4
Select Message “Category”
1
2
3
“Voice Mail”
“E-Mail”
1
2
“All Messages”
“Priority” Messages
Send and Exit
Hang Up
“Facsimile”
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SECTION CONTENTS
PAGE
Introduction . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 88
What the Administrators Can Do for You . . . . . . . . . . . . . . . . . 88
Frequently Asked Questions (FAQ) . . . . . . . . . . . . . . . . . . . . . . 89
Default Feature Codes. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 92
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INTRODUCTION
If you want to know more about your endpoint and voice mail system, this is the sec-
tion for you. With additional information and FAQs, you should be able to find
answers to most of your questions.
NOTE: Because the telephone system is very flexible and programmable, the proce-
dures for using the features might vary slightly from the descriptions in this guide. If so,
your trainer or system administrator can tell you how your system differs and how to
use the features.
WHAT THE ADMINISTRATORS CAN DO FOR YOU
The administrators are the people to whom you should turn if you have any problems
with your endpoint and/or voice mail. They have access to advanced programming
features and can reset certain settings associated with your endpoint.
The types of administrators that can help you with your endpoint/voice mail are as
follows:
•
System Administrator: Performs certain telephone system functions, including:
— Setting the date and time
— Programming System Speed-Dial numbers
— Making database changes, such as programming usernames, toll restriction,
DND messages, and extension numbers
•
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: For problems that are network-related, contact your network administrator.
If you are a system administrator or if you need additional information not available
in this guide, refer to your system’s administrator guide.
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FREQUENTLY ASKED QUESTIONS (FAQ)
This section includes some of the most frequently asked questions. If you have prob-
lems with your endpoint or mailbox, refer to this section before you contact your sys-
Q1.
A1.
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 48).
Q2.
A2.
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 54).
Q3.
A3.
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.
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 37). If you attempted to undelete a voice mail within this time frame, however,
your telephone system may not have the latest software. Or, your voice mail system
may not have sufficient space programmed 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. You cannot alter
this at your endpoint.
Q6.
A6.
How can I change the name displayed on my endpoint?
Only your System Administrator can change the user names assigned to extensions.
Q7.
A7.
Why can’t I program a Station Speed-Dial number to the button I want? It keeps say-
ing that the button is non-programmable.
Your System Administrator has programmed that button as a non-programmable but-
ton. Because you cannot override system programming from your endpoint, you must
choose another button.
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Q8.
A8.
Why don’t the local telephone company star codes (i.e.*82, *69, etc.) work when I use
the Outgoing Call access code to call an outside number?
Rather than use the Outgoing Call access code to obtain an outside line, you must dial
system is using the default Select Line Group numbers, you would have to dial 92001
to access that line. Once you have dial tone, you can dial the star code and the num-
ber.
Q9.
A9.
Why can’t I use ASR to enter my e-mail password?
pad buttons on your endpoint. See page 77 for additional information about entering
your e-mail password if E-Mail Reader is enabled for your mailbox.
Q10.
A10.
have to update it for my mailbox?
Yes. Whenever you change your e-mail password, you will be prompted to update it
for E-Mail Reader. See page 77 for additional information about entering your e-mail
password.
Q11.
A11.
Why don’t I have e-mail and fax messages in my mailbox?
If your mailbox is the standard voice mailbox (see page 10), you will not receive e-
mail and fax messages in your mailbox. To receive these types of messages, E-Mail
Reader must be enabled for your mailbox. Check with your voice mail administrator
to see if E-Mail Reader is enabled for your mailbox.
Q12.
A12.
Why do I get the wrong response when I try to complete a task by saying a command?
Several things affect the system’s response to voice commands. One reason the sys-
tem may not be responding to voice commands is that Automatic Speech Recognition
(ASR) may not be enabled on your system. If your system’s voice prompts do not
include the option to “say” a command, then ASR is not enabled. See page 13 for
additional guidelines for using ASR.
Q13.
A13.
When I receive an incoming call, the endpoint rings only once and the display shows
the party’s extension once and goes back to the idle mode. What is wrong?
START
You must disable the Handsfree Mode feature code (319) by pressing
and dial
3
1
9
.
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Q14.
A14.
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. Check with your sys-
tem administrator to see which software version your telephone system currently
uses and if there are any features restrictions for your system.
•
•
Your system administrator may not have enabled the feature for your endpoint.
Your system administrator may have programmed your endpoint to block the fea-
ture.
Q15.
A15.
If I need further assistance, how do I get technical support?
First, contact the appropriate administrator (system, voice mail, or network) if you
have a question that is not covered in this user guide. If you need further assistance,
contact your local authorized Inter-Tel provider. Inter-Tel providers can be located
using the Inter-Tel Web site at www.inter-tel.com. All Inter-Tel sales, service, and
support are handled at the local level.
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DEFAULT FEATURE CODES
Use the blank spaces below to enter custom feature codes, if necessary.
OUTSIDE LINE ACCESS CODES
ACCESS CODE NAME
Select Line Group 1-208
Automatic Route Selection
Emergency Call
ACCESS CODE
92001-92208*
92000*
NEW CODE
911 (999 in Europe)
8
Outgoing Call
*These defaults may differ depending on the software version.
EXTENSION NUMBERS
EXTENSION NAME
EXTENSION NUMBER
NEW NUMBER
Endpoint Extensions
1000-1999
2000-2299
0
Hunt Groups
Attendant
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GENERAL FEATURE CODES
FEATURE NAME
Account Code – Following Calls
Account Code – Optional
ACD Agent Log In
FEATURE CODE
391
390
326
327
328
329
375
376
351
361
360
350
314
355
357
356
358
5
NEW CODE
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
Backspace Button
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
395
336
335
330
322
323
324
365
366
368
367
7
Data
Default Station
Directory (IDS or Basic)
Display Time And Date
Do-Not-Disturb
Do-Not-Disturb Cancel
Do-Not-Disturb On/Off
Do-Not-Disturb Override
Feature Button Default
Hold – Individual
Hold – System
Hookflash (Recall in Europe)
Hunt Group Remove
Hunt Group Replace
Hunt Group Remove/Replace
Message
Message – Cancel Message Left
Message – Cancel Message On Endpt
Message – Silent Message
Page
Page Receive On/Off
Program Baud Rate
325
393
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FEATURE NAME
FEATURE CODE
397
392
6
NEW CODE
Program Buttons
Program Station Password
Queue (Callback) Request
Record-A-Call
385
380
331
305
306
359
4
Redial
Redirect Call
Reminder Message
Reminder Message Cancel
Remote Programming
Reverse Transfer (Call Pick-Up)
Review Buttons
396
377
398
382
383
352
353
354
381
399
346
345
Ring Intercom Always On/Off
Ring Tone Selection
Station Speed Dial
Station Speed-Dial Programming
System Forward Enable
System Forward Disable
System Forward On/Off
System Speed Dial
Switch Keymap
Transfer To Hold
Transfer To Ring
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NOTES
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Changing 46
Index
e-mail password 78
A
fax destination number 51
personal greeting 21
voice mail message envelope 49
About This Guide
About Voice Mail 12
About Your Endpoint
Accessing
3
e-mail messages 79
Accessing Your Endpoint 67
Account Codes 60
ACD Hunt Groups 69
Administrators 88
Conference Calls 57
Advanced Mailbox
Defaults
using 76
voice mail flowchart 85
Agent Help 68
Agent IDs 69
Alternate Greeting 20
Answer A Call
Automatic Call Answer 47
line and function buttons
Delivery Options 39
Dialpad and Indicators
Directories 57
B
Basic Search 63
Telephone 61
Basic Button Functions
Battery Packs
7
Battery Packs & Headset
Buttons
Voice Mail 64
message 32
account codes 60
C
do-not-disturb 42
Call Screening 60
Call Transfer 26
Callbacks 23
system forwarding 30
date, time, name, and extension number display 31
Distributing Calls 69
Calls
ending ACD 71
making 22
Do-Not-Disturb 57
making emergency 24
picking up (reverse transferring) 28
redirecting 23, 24
Canceling
messages 32
Cascade Levels 52
E
E-Mail Messages 79
E-Mail Reader 12, 77
Emergency Calls 24
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Enabling
cascade levels 53
do-not-disturb 42
hunt group calls 69
paging 58
system forwarding 30
enabling and disabling 81
Ending
Introduction 46
ACD hunt group calls 71
Endpoint Configuration 46
Endpoint Guidelines 15
Entering
L
Last Number Dialed/Saved 31
4
account codes 60
Enterprise Messaging 12
F
Fax Destination Number 51
Fax Messages 82
Features
Mailbox Almost Full/Full 33
agent help 68
do-not-disturb 41
Maintenance
6
Maintenance and Diagnostics
6
Message
message 32
redirect calls 23, 24
ring intercom always 22
speed dialing 54
Finding Your Way
Flowchart
1
feature 32
search order 51
Forwarding Calls 29
listening 35
redirect calls 30
listening to messages 35
receiving 35
Frequently Asked Questions (FAQ) 89
recording and sending voice mail messages 38
Messaging, Remote 33, 52
Moving On 45
G
Getting Started 17
Greetings 20
Muting The Microphone 25
H
O
Headset
9
Outside
Hold 25
party’s name/number 31
Outside Calls 23
Hunt Group Calls Enabled/Disabled 69
Hunt Groups 70
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P
Picking Up a Call 28
Placing
Selecting a Ring Type 46
calls on hold 25
outside calls 23
Primary Greeting 20
Programming
cascade levels 52
Standard Account Codes 60
Station Speed Dial 54
date and time notification 53
fax destination 51
Station-to-Station Messages 32
System Administrator 88
feature buttons 59
outside number as a feature button 59
System Speed Dialing 57
Telephone Directory 61
R
Receiving
Timers 29, 71
messages 32
outside calls 24
Record-A-Call 57
Recording
Recording Personal Greetings 20
Redialing a Number 31
to another extension 27
to voice mail 27
Transferring To An Outside Number 27
Remote Messaging 33, 52
Requesting
Using
account codes 60
advanced mailbox 76
defaults 19, 41, 47
do-not-disturb mode 57
feature buttons 59
record-a-call 57
a reminder message 43
Responding to a Waiting Call 24
Returning to Default Station 47
Reverse Transfer (Call Pickup) 28
Ring Intercom Always 22
Ringing with Headset
9
voice mail messages 35
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V
Voice Mail
administrator 10
What the Administrators Can Do for You 88
Working in Hunt Group 69
messages 35
Voice Mail Flowchart
advanced mailbox 85
Voice Mail Messages
recording and sending 38
recovering deleted 37
Voice Mail Options 48
volume levels 46
Wrap-Up Timer 71
Z
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VOICE MAIL FLOWCHART (STANDARD VOICE MAILBOX)
NOTE: At any menu level, you can say “Cancel” or press
to cancel or return to the previous
#
menu or say “Accept” or press
to accept.
MAILBOX ACCESS
LISTENING TO MESSAGES
•
•
EITHER, Press the Mes-
sage button to respond to a
message from voice mail.
OR, Call the voice mail
extension number, say
While the message is playing:
PERSONAL OPTIONS
Record “Greeting”
1
2
3
4
5
6
7
9
#
“Back Up”
1
“Pause”
1
2
3
“Primary” Greeting
“Alternate” Greeting
“System” Greeting
“Login” or press
, and
Move “Forward”
“Lower” (volume)
Play the “Envelope”
“Higher” (volume
“Save” the Message
“Delete” the Message
“Skip” to the End
say or enter your mailbox
number.
Enter your password
(See Recording Options)
(press
).
#
2
3
Record Directory “Name”
(See Recording Options)
SUBSCRIBER MAILBOX MENU
Record “Password”
1
2
3
4
5
8
“New” Message
“Record”
4
Change “Envelope” Settings
1
2
3
4
5
“Time, Date”
Message “Source”
Message “Length”
“All Options”
“Saved” Messages
“Personal” Options
“Message” Options
“Disable” ASR
After the message:
1
2
“Replay” Message
“Reply” to the Message
“VoiceMail”Message
“Call Back”
1
2
“None”
5
9
“Remote” Messaging
“Primary” Cascade
“Alternate” Cascade
“More” Options
Fax “Number”
RECORDING OPTIONS
3
“Forward” a Copy
1
2
•
•
Dial the mailbox number,
reply to a message, or for-
ward a message.
(See Recording Options)
4
5
6
7
9
Go to “Previous” Message
“Record” your message.
Play the “Envelope”
Go to “Next” Message
“Save” the Message
“Delete Message”
1
2
5
2
#
3
Pause
Message “Order”
“Transfer” Method
“Continue”
Erase
•
After recording:
“Replay”
MESSAGE ORDER
“New” Messages
“Saved” Messages
REMOTE MESSAGING
1
2
3
4
9
1
2
1
Program Cascade “Level”
“Append”
Enter cascade level number, then:
“Erase,” re-record
“Copy” (EM only)
Delivery “Options”
1
2
3
“Change”
“Personal” #
TRANSFER METHOD
1
2
3
“Unannounced”
“Screened”
“Pager” #
2
3
Enter “Time” of Day
Set “Days” of Week
“Weekdays”
DELIVERY OPTIONS
“Private”
“Announce” Only
1
MESSAGE OPTIONS
1
2
3
2
3
#
“Certified”
1
Cancel “Unheard” Messages
“Recover”Deleted Messages
All “Days”
“Priority”
2
Individual “Day” 1-7
“Send”
1
2
3
4
“Listen”
Select Message “Category”
Copy (non-EM systems)
Send and Exit
#
1
“Recover” All
“Purge” All
“All Messages”
Hang Up
2
“Priority” Messages
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Part No. 935.4519
Issue 6, March 2006
A:46/562:A
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