INT3000
User Guide
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Notice
®
This Inter-Tel user guide is released by Inter-Tel, Inc. as a guide for end-users. It provides infor-
mation necessary to use the INT3000 endpoint. The contents of this user guide, which reflect cur-
rent Inter-Tel standards, are subject to revision or change without notice. Some features or
applications mentioned may require a future release and are not available in the initial release.
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
Frequently Asked Questions on page 92.
For sales, service, or technical support,
contact your local authorized Inter-Tel reseller.
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, regis-
tered marks, or registered service marks of their respective owners.
®
®
Inter-Tel , and Enterprise are registered trademarks of Inter-Tel, Incorporated.
®
®
Microsoft and Outlook are registered trademarks of Microsoft Corporation.
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Important Safety Instructions
For use with CSA Certified (NRTL/C) Inter-Tel Converged Communications Plat-
forms only.
When using your telephone equipment, basic safety precautions should always be fol-
lowed to reduce the risk of fire, electrical shock, and injury to persons, including the
following:
1. Read and understand all instructions.
2. Follow all warnings and instructions marked on the product.
3. Unplug this product from the wall outlet before cleaning. Do not use liquid clean-
ers or aerosol cleaners. Use a dry cloth for cleaning.
4. Do not use this product near water; for example, near a sink or in a wet area.
5. Do not place this product on an unstable cart, stand, or table. The telephone may
fall, causing serious damage to the unit.
6. To protect the product from overheating, do not block or cover any slots or open-
ings in the base Unit. This product should never be placed near or over a radiator
or heat register. This product should not be placed in a built-in installation unless
proper ventilation is provided.
7. This product should be operated only from the type of power source indicated on
the marking label.
8. Do not allow anything to rest on the power cord. Do not locate this product where
the cord will be damaged by persons walking on it.
9. Do not overload wall outlets and extension cords, as this can result in the risk of
fire or electrical shock.
10. Never push objects of any kind into this product through the Base Unit slots, as
they may touch dangerous voltage points or short out parts that could result in a
risk of fire or electric shock. Never spill liquid of any kind on the product.
11. To reduce the risk of electric shock, do not disassemble this product. Contact
qualified service personnel when some service or repair work is required. Open-
ing or removing covers may expose you to dangerous voltages or other risks.
Incorrect reassembly can cause electric shock when the appliance is subsequently
used.
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12. Unplug this product from the wall outlet and refer servicing to qualified service
personnel under the following conditions:
a. When the power supply cord is damaged or frayed.
b. If liquid has been spilled into the product.
c. If the product has been exposed to rain or water.
d. If the product does not operate normally when following the operating
instructions. Adjust only those controls that are covered by the operating
instructions. Improper adjustment of other controls may result in damage,
and will often require extensive work by a qualified technician to restore the
product to normal operation.
e. If the product has been dropped, or the cabinet has been damaged.
f. If the product exhibits a distinct change in performance.
13. Do not use the telephone to report a gas leak in the vicinity of the leak.
To reduce the risk of fire or injury to persons by the battery, read and follow
these instructions:
1. Use only the appropriate type and size Battery Pack specified in this Operating
Guide.
2. Do not dispose of the Battery Pack in a fire. The cell may explode.
3. Do not open or mutilate the Battery Pack. Released electrolyte is corrosive and
may cause damage to the eyes or skin. It may be toxic if swallowed.
4. Exercise care in handling the battery in order not to short the battery with con-
ducting materials such as rings, bracelets, and keys. The battery or conductor
may overheat and cause burns.
5. Charge the Battery Pack provided with or identified for use with this product
only in accordance with the instructions and limitations specified in the instruc-
tion manual provided for this product.
6. Observe proper polarity orientation between the Battery Pack and battery charger.
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Warnings
NOTICE
Please do not attempt to unplug any appliance during an electrical storm.
Unplug all electrical appliances when you know an electrical storm is approaching.
Lightning can pass through your household wiring and damage any device connected
to it. This endpoint is no exception.
CAUTION
Changes or modifications to this product not expressly approved by Inter-Tel, or
operation of this product in any way other than as detailed by this Operating
Guide, could void your authority to operate this product.
WARNING
The cords on this product and/or accessories contain lead, a chemical known to
the State of California to cause cancer and birth defects or other reproductive
harm. Wash hands after handling.
Range Limits
The INT3000 is designed for commercial use. Range has been approved for 150 feet
per Base Unit. Actual range may be less or greater than this distance depending on the
environment. Building wiring, walls, elevators and other electronic interference fre-
quencies may limit the range of this telephone. Please consult your telecommunica-
tions consultant for testing of your location.
To maximize the range capability, do the following:
•
Locate the Base Unit at the highest point possible in the center of your coverage
zone. If you are planning to cover an outdoor area, such as a car lot, building
grounds, or campus, place the unit near a window and the highest point within the
building.
•
Place the Base Unit away from any electronic device. This includes, but is not
limited to, computer screens, radios, electronic signs, coffee pots, microwaves,
and other electronic devices.
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Radio Interference
Radio interference may occasionally cause buzzing and humming in your cordless
Handset, or clicking noises in the Base Unit. This interference is caused by external
sources such as TV, refrigerator, vacuum cleaner, fluorescent lighting, computer
equipment, or electrical storm. Your unit is NOT DEFECTIVE. If these noises con-
tinue and are too distracting, please check around your office to see what appliances
may be causing the problem. In addition, we recommend that the Base not be plugged
into a circuit that also powers a major appliance because of the potential for interfer-
ence. Be certain that the antenna on the unit is fully extended when needed.
In the unlikely event that you consistently hear other voices or distracting transmis-
sions on your endpoint, you may be receiving radio signals from another cordless
telephone or other source of interference. If you cannot eliminate this type of interfer-
ence, you need to change to a different channel.
Finally, it should be noted that some cordless telephones operate at frequencies that
may cause interference to nearby TVs and VCRs. To minimize or prevent such inter-
ference, the base of the cordless telephone should not be placed near or on top of a
TV or VCR. If interference is experienced, moving the cordless telephone farther
away from the TV or VCR will often reduce or eliminate the interference.
More Than One Cordless Telephone
If you want to use more than one cordless telephone in your office, they must operate
on different channels. Press the channel button to select a channel that provides the
clearest communication.
Privacy
Cordless endpoints are radio devices. Communications between the Handset and Base
Unit of your cordless telephone are accomplished by means of radio waves which are
broadcast over the open airways. Because of the inherent physical properties of radio
waves, your communications can be received by radio receiving devices other than
your own cordless telephone unit. Consequently, any communications using your
cordless telephone may not be private.
Base Units and Handsets
The Handsets are programmed to work a specific Base Unit. You cannot switch to a
new Handset or a new Base Unit without having it reprogrammed by Inter-Tel.
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Battery Packs
The Battery Packs contain rechargeable, sealed, Nickel-Metal Hydrate batteries. To
reduce the risk of fire or injury to persons by the battery, read and follow these
instructions:
•
•
•
Use only the appropriate type and size Battery Pack specified in this user guide.
Do not dispose of the Battery Pack in a fire. The cell may explode.
Do not open or mutilate the Battery Pack. Released electrolyte is corrosive and
may cause damage to the eyes or skin. It may be toxic if swallowed.
•
•
Exercise care in handling the Battery Pack in order not to short the battery with
conducting materials such as rings, bracelets, and keys. The battery or conductor
may overheat and cause burns.
Do not charge the Battery Pack used in this telephone in any charger other than
the one provided with it. Using another charger may damage the battery, or cause
the battery to explode.
•
•
Observe proper polarity orientation between the Battery Pack and Battery
Charger.
Do not short circuit the Battery Pack.
Not Waterproof
This unit is not waterproof. To reduce the risk of fire, electrical shock, or damage
to the unit, DO NOT expose this unit to rain or moisture.
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CONTENTS
Welcome . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .2
About This Guide . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .2
About Your Endpoint . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .3
Installing the INT3000 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .7
Wall Mount Installation . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .12
About Voice Mail . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .15
Software Compatibility . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .19
Introduction . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .22
Setting Up Voice Mail . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .22
Making and Receiving Calls . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .25
Placing Calls On Hold . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .28
Muting The Microphone . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .28
Placing Conference Calls . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .29
Transferring Calls . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .30
Using Reverse Transfer . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .31
Forwarding Calls . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .32
Redialing a Number . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .34
Displaying Information on Your Endpoint . . . . . . . . . . . . . . . . . . . . . . .34
MOVING ON . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 49
Introduction . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .50
Setting Endpoint Preferences . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .50
Setting Mailbox Preferences . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .51
Speed Dialing . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .57
Using Record-a-call . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .60
©Inter-Tel, Inc. April 2005 printed in US
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CONTENTS
Paging . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .61
Performing a “Hookflash” During a Call . . . . . . . . . . . . . . . . . . . . . . . .62
Programming Your Feature Buttons . . . . . . . . . . . . . . . . . . . . . . . . . . . .62
Screening Calls . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .64
Using the Directories . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .64
Introduction . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .76
E-Mail Reader Features . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .77
Using Your Advanced Mailbox . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .78
Introduction . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .90
What the Administrators Can Do for You . . . . . . . . . . . . . . . . . . . . . . . .90
Troubleshooting . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .91
Frequently Asked Questions (FAQ) . . . . . . . . . . . . . . . . . . . . . . . . . . . .92
Default Feature Codes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .95
INDEX . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 99
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Finding Your Way
Welcome . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .2
About This Guide . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .2
About Your Endpoint . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .3
Range Limits . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 6
Installing the INT3000 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .7
Wall Mount Installation . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .12
Standard Wall Plate Mounting . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 12
Direct Wall Mounting . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 13
Charging Unit Wall Mounting . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 14
About Voice Mail . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .15
Enterprise Messaging. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 17
Automatic Speech Recognition (ASR) . . . . . . . . . . . . . . . . . . . . . . . 18
About the Telephone System . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .19
Software Compatibility . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .19
®
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1
WELCOME
Congratulations on your purchase of the INT3000 endpoint. It is designed to work on
®
an Inter-Tel telephone system to provide you with access to multiple lines, Caller
ID, and other telephone system features.
To help familiarize yourself with the features of the INT3000 and get the most from
your new endpoint, please read this user guide thoroughly. The About This Guide sec-
tion below lists the different sections in this user guide and describes the type of infor-
mation you can find there.
ABOUT THIS GUIDE
This guide contains instructions for using the INT3000 endpoint on the Inter-Tel tele-
phone 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 95) and an
index (see page 99) 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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2
ABOUT YOUR ENDPOINT
Your INT3000 includes many features and accessories. If any of these items are miss-
ing or damaged, contact your service representative. If your INT3000 is not perform-
ing to your expectations, please try the simple steps listed in the Troubleshooting
section of this user guide. If you are still unable to resolve the problem, contact your
system administrator or local reseller.
Dialpad and Indicators
9
16
17
1
2
10
11
12
13
3
4
5
6
7
14
15
8
DEFAULT BUTTON (LABEL)
Ringer ON/OFF Switch
Message Display
DEFAULT BUTTON (LABEL)
1
2
3
4
5
6
7
8
9
10
11
12
13
14
15
16
17
hold
Hold Button
redial
spcl
Redial Button
Special Button
xfer
Transfer Button
channel
talk
Talk Button
Channel Button
Numeric Dialpad
call 3
Call Button
call 2
call 4
Call Button
Call Button
call 1
r / vol
Call Button
Volume Button
Microphone
mute
Mute Button
Head Set Jack
®
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3
ICON
FUNCTION
ACTION
The connection has been
made between the Handset
and Base.
Press
to answer or make a call.
talk
The Handset Ringer Switch is Turn on the switch on the side of Handset to turn on the Ringer.
turned off.
The Battery Pack in the
Handset is low and needs to
be charged.
See page 9 for recharging the battery.
You have received a mes-
sage.
See page 36 for viewing the message.
Basic Button Functions
BUTTON
FUNCTION
ACTION
Answer call.
Press
Press
.
.
talk
talk
Place outside call.
Place intercom call.
Hang up.
and dial outside number.
dial extension number.
call 1-4
call 1-4
Press
Press
Press
talk
talk
talk
talk
Adjust volume during call.
while you are talking, to toggle between base
volume level and a louder volume level.
r / vol
r / vol
Put call on hold.
Press
Press
Press
.
hold
mute
spcl
hold
mute
spcl
Mute/Unmute microphone.
.
Feature Menus (while end-
point is in use).
to display menus. Enter button sequence for
spcl
desired feature or function, or press
options.
to display more
®
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4
Button Descriptions
The following buttons on the INT3000 endpoint provide the associated features and
functions.
Talk Button
talk
When you pick up the Handset and press
Then, you will see one of the following:
, you will see ACQUIRING LINK.
•
After the connection has been made between the Handset and Base Unit “TALK”
will appear on the display. Then the screen will go into standby mode and the
endpoint is ready to use.
•
•
If there is no connection to the Base Unit, you hear an error tone and NO SER-
VICE appears on the display.
If the channel is busy, you hear an error tone and the display shows SYSTEM
BUSY.
You must have a connection between the Handset and the Base Unit to perform any
operation. If the Handset does not respond when you attempt to place a call or enter a
talk
feature code, press
to acquire a link.
Channel Button
If you have more than one cordless telephone in your office, they must operate on dif-
channel
ferent channels. Press
cation.
to select a channel that provides the clearest communi-
R/Vol Button
r / vol
•
During a Call: Press
volume level.
on the side of the Handset to select a high or low
on the side of the Handset to select from Ring Type
r / vol
•
Standby Mode: Press
A (High or Low), Ring Type B (High or Low), Ring Type C (High or Low), or
Ring Off (vibrate mode).
SPCL Button
This button allows you to use feature codes while on a call. Instructions are provided
in this guide for using the SPCL button.
There is a system-wide option called “SPCL button Required For Feature Code
Entry.” If your customer service representative, trainer, or system administrator tells
you that it is enabled in your telephone system, you must always press the SPCL but-
ton before dialing a feature code.
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5
Call Button
These buttons are used for call access. They are not associated with specific lines.
Instead, they are assigned to calls in the order that the calls are placed or received. If
there are more calls in progress than there are CALL buttons, new calls wait until a
CALL button becomes available. Pressing an unlit CALL button will enter the pro-
grammed Outgoing Call feature codes for your endpoint.
Range Limits
If the Handset is at (or beyond) the range limit of the INT3000, you may see a NO
SERVICE message.
•
If you are in standby mode, you cannot make or answer calls (the endpoint may
ring intermittently) until you are back within range of the Base Unit.
•
If you are on a call, you hear a warning tone. Move back into range within 20
seconds.
Feature Buttons
The buttons on your INT3000 are arranged according to a programmed “keymap.”
Your customer service representative, trainer, or system administrator can tell you if
your keymap is different from the layout described in this guide. You can use the dia-
grams on the following two pages to note any differences. Some optional feature but-
tons that you may want to request include:
•
Scrolling Buttons: If you want to be able to scroll through displays, you need
PREVIOUS and NEXT buttons.
•
Message Button: If you want to leave messages while on a call, scroll through
waiting messages, and switch between numeric and alpha characters when enter-
ing a do-not-disturb message or using the directories, you need a MSG button.
•
•
Forward Button: If you use custom do-not-disturb messages or directories, you
will want a FWD button for leaving spaces and for entering two consecutive let-
ters that appear on the same dialpad button. The FWD button is also used for for-
warding calls.
User-Programmable Buttons: You may want most of the buttons to be user pro-
grammable to allow you to choose the feature codes or extension numbers you
dial.
If your INT3000 has been reprogrammed by the installer so that its feature buttons do
not match the feature buttons described in this user guide, refer to the administrator’s
guide for your telephone system for procedures on using feature codes. Default fea-
ture codes are listed on the back of this user guide.
The feature buttons on your INT3000 are equipped with lamps. The flash rates of the
lamps indicate the status of the lines, endpoints, and features assigned to the buttons.
The flash rates and their meanings are explained throughout this user guide. For more
detailed flash rate information, refer to your telephone system owner's guide.
®
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6
INSTALLING THE INT3000
Select a location for the INT3000 that avoids excessive heat or humidity. The Base
Unit of your INT3000 can be placed on a desk or tabletop near a standard 120V AC
outlet and telephone line jack. The Base Unit can also be mounted on a standard wall
plate using the Wall Mount Adapter. Keep the Base Unit and Handset away from
sources of electrical noise (motors, fluorescent lighting, computers).
Before using your INT3000, be sure to raise the antenna to the vertical position.
Connecting the Telephone Cord
Connect the telephone cord to the jack on the back of the Base Unit and the other end
to the telephone jack, as shown below.
Connecting the AC Adapters
The smaller AC Adapter, with the yellow ring on the connector, connects to the yel-
low jack on the back of the Battery Charger. The other AC Adapter connects to the
back of the Base Unit, as shown below.
The AC Adapters are equipped with a polarized line plug (a plug having one blade
wider than the other). This plug will fit into the power outlet only one way. If you are
unable to insert the plug fully into the outlet, try reversing the plug. If you cannot plug
the AC Adapter into the outlet, contact an electrician about replacing the outlet.
NOTE: Route the power cord where it will not create a trip hazard, or where it could
become worn and create a fire or other electrical hazard.
Base Unit
To Telephone Jack
AC Adapter
®
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Attaching the Belt Clip to the Handset
You can use the Belt Clip to attach the Handset to your belt or pocket for convenient
portability.
1. Snap the tab out of the Belt Clip notch on the top of the Handset.
2. Slide the clip into the tab slot. The Belt Clip is
designed to fit snugly into the Handset, as shown on
the right.
3. Press firmly until the Belt Clip snaps into place, as
shown on the right.
4. To remove, simply press the retaining clip in
toward the Belt Clip blade and slide the clip up at
the same time. Once the Belt Clip is removed,
remember to re-install the cover tab, as shown on
the right.
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Recharging the Battery
NOTE: You can only use your INT3000 with the Handset when it is out of the Battery
Charger.
The rechargeable Battery Pack must be fully charged before using your INT3000 for
the first time (this requires 6-8 hours).
The unique design of your INT3000 allows you to place the Handset in the Battery
Charger with or without the Belt Clip attached. The Battery Charger also has the abil-
ity to charge a second battery, if you plan to purchase one, with or without the Hand-
set being charged. The Battery Packs can automatically be recharged either in or out
of the Handset.
Battery Pack
AC
Adapter
Rechargeable batteries can develop a reduced charge capacity caused by repeated
charge and discharge cycles. The battery life will seem to be shorter every time you
use the unit. To avoid reduced charge capacity, operate the unit until the BATT LOW
indicator appears. Do this at least once a month. Avoid “topping off” the charge after
using the endpoint for a short time.
Low Battery Indicator
When the Battery Pack in the Handset is low and needs to be charged, you will see a
LOW message on the display. If you are on a call, only the TALK button will operate
and the Handset beeps every 3 seconds. In standby mode, no buttons operate and the
Handset beeps every 15 seconds for up to 15 minutes.
Complete your call as quickly as possible and return the Handset to the Battery
Charger for charging, or replace the Handset Battery Pack with another charged Bat-
tery Pack.
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Installing The Battery Pack In The Handset
1. Remove the battery cover by pressing the
latch and sliding the cover down and off of
the Handset.
2. If replacing a battery, remove the old bat-
tery.
3. Slide the Battery Pack down into the Hand-
set.
4. Replace the cover and slide it up until it
latches into the Handset.
Charging the Battery Pack Inside the Handset
When the Battery Pack in the Handset is low and needs to
be charged, you will see a LOW message on the display.
1. Place the Handset in the front slot of the Battery
Charger.
2. Make sure the CHARGE indicator lights. If the
CHARGE light is not lit, check to see that the AC
Adapter is plugged in, and that the Handset is making
good contact with the Battery Charger contacts.
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Charging Spare Battery Packs (Optional)
1. Slide the spare Battery Pack, if you have one, into
the second slot in the Battery Charger until the
retaining clip snaps over the top of the pack, as
shown on the right.
2. Make sure the BATT CHARGE indicator lights. If
the BATT CHARGE indicator does not light,
check to see that the AC Adapter is plugged in,
and that the Battery Pack is making good contact
with the Battery Charger contacts.
3. Charge the Battery Pack without interruption for 6-
8 hours.
4. When charging is complete, press out on the latch
and remove the Battery Pack for use. Or, if you do not need the Battery pack
immediately, leave it in the Battery Charger. (It will not overcharge.)
NOTE: INT3000 does not come with a spare battery. For those of you who would like
to purchase a spare battery, please contact your local reseller.
Cleaning The Battery Charging Contacts
To maintain a good charge, it is important to clean all charging contacts on the Hand-
set and Battery Charger about once a month. Use a pencil eraser or other contact
cleaner to clean the battery charging contacts, shown below. Do not use any liquids or
solvents.
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WALL MOUNT INSTALLATION
Your INT3000 endpoint can be wall-mounted as explained in the following pages.
Standard Wall Plate Mounting
The INT3000 is designed to be mounted on a standard wall plate. To attach the wall
mount stand to the Base Unit:
1. Slide the Wall Mount stand into the notches at
the top of the Base Unit, rotate the Wall Mount
stand down and snap it into place, as shown on
the right.
2. Plug the AC Adapter into the Base Unit as pre-
viously described.
3. Place the AC Adapter cord inside the molded
channel of the Wall Mount stand, as shown on
the right.
4. Plug one end of the telephone cord into the
LINE jack on the Base Unit. Then place the
telephone cord inside the molded channel on the
bottom of the Wall Mount stand.
5. Plug the other end of the telephone cord into the
modular wall jack.
6. Place the Base Unit on the posts of the wall
plate and push down until it's firmly seated, as
shown on the right.
7. Plug the AC Adapter into a standard 120V AC
wall outlet.
NOTE: Do not use an outlet controlled by a wall
switch.
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Direct Wall Mounting
If you do not have a standard wall plate, you can mount your endpoint directly on a
wall. Before mounting your endpoint, consider the following:
•
Select a location away from electrical cables, pipes, or other items behind the
mounting location that could cause a hazard when inserting screws into the wall.
•
•
Make sure the wall material is capable of supporting the weight of the Base Unit.
Use #10 screws with anchoring devices suitable for the wall material where the
Base Unit will be placed.
1. Insert two mounting screws three inches apart. Allow about of an
inch between the wall and screw heads for mounting the end-
point, as shown on the right.
2. Plug and secure the AC Adapter cord by following steps 2 and 3
of the Standard Wall Plate Mounting.
3. Plug one end of the telephone line cord into the LINE jack
on the Base Unit. Then place the telephone cord inside the
molded channel on the bottom of the Wall Mount stand, as
shown on the right.
4. Place the Base Unit on the posts of the wall
screws and push down until it’s firmly
seated, as shown on the right.
5. Plug the other end of the short telephone
cord into a telephone wall jack.
6. Plug the AC Adapter into a standard 120V
AC wall outlet by following step 7 of the
Standard Wall Plate Mounting.
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Charging Unit Wall Mounting
The Charging Unit is also designed to be wall mounted. you can mount your endpoint
directly on a wall. Before mounting your charging unit, consider the following:
•
•
•
Select a location away from electrical cables, pipes, or other items behind the
mounting location that could cause a hazard when inserting screws into the wall.
Make sure the wall material is capable of supporting the weight of the Charging
Unit.
Use #10 screws with anchoring devices suitable for the wall material where the
Charging Unit will be placed.
1. Insert two mounting screws 1-9/10 inches apart, as
shown on the right. Allow about 3/16 of an inch
between the wall and screw heads for mounting the
endpoint.
2. Plug the AC Adapter into the Charging Unit as previ-
ously described. Wrap the AC Adapter cord around
the strain relief, as shown on the right.
3. Place the Charging Unit on the posts of
the wall screws and push down until it's
firmly seated, as shown on the right.
4. Plug the AC Adapter into a standard
120V AC wall outlet.
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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 75 for information and instructions about using E-Mail Reader features.
For a voice mail flowchart for advanced mailbox users, see page 87.
• 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 103.
®
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 17.
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tasks are included in the Getting Started and Moving On sections of this guide:
•
•
•
•
•
•
•
•
•
•
•
•
•
•
•
Initializing your mailbox (see page 22)
Recording your personal greetings (see page 23)
Accessing your mailbox (see page 37)
Disabling and enabling ASR (see page 38)
Accessing voice mail messages (see page 39)
Changing your mailbox password (see page 51)
Changing the call screening transfer method (see page 53)
Programming a fax destination (see page 54)
Changing the message search order (see page 54)
Programming remote messaging (see page 55)
Screening calls (see page 64)
Using the voice mail directory (see page 66)
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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 78). For more information about ASR, see page 18.
• E-Mail Reader: E-Mail Reader allows you to access voice, e-mail, and fax mes-
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 75.
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 digit to complete a task, then ASR is enabled for your mailbox. If you are
only prompted to press a dialpad digit, 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 digits 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 digits 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 digits 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 fol-
#
lows 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 digits.
•
•
•
You cannot use ASR to set up your e-mail password (see page 79). For security
reasons, you must enter your e-mail password characters by pressing the appro-
priate dialpad digits. Entering passwords this way prevents others from overhear-
ing 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 digits; 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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ABOUT THE TELEPHONE SYSTEM
Follow the guidelines below when using the INT3000 endpoint on the Inter-Tel tele-
phone system.
•
Your telephone system may have one dial tone for both intercom calls and out-
side calls. Or, it may have two dial tones: (1) When you lift the Handset or press
talk
, you hear intercom dial tone. (2) When you select an outgoing line, you
hear standard outside dial tone.
•
•
Many features are controlled by timers and “time out” if you wait too long before
performing the next step. If this happens, you must start over.
Four fast tones or repeating fast tones signal that you made a mistake, 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. If you hear
this signal, hang up and try again.
•
•
Your telephone system may be equipped with an optional Inter-Tel voice process-
ing system. If so, you will be provided with a separate Voice Mail user guide that
explains the Voice Mail features.
The INT3000 has a two-line display with 16-characters per line. The default dis-
play shows the extension number, user name, time of day, and date. Other dis-
plays include: reminder messages, do-not-disturb messages, numbers dialed, call
sources, elapsed time of calls, current call costs, error messages, etc.
•
In this user guide, endpoint locations are often referred to as “stations.” Each sta-
tion in your telephone system has an extension number that allows you to place
intercom calls to it. Some stations belong to “hunt groups” that have special
extension numbers which route your call through the stations in the group. Your
customer service representative, trainer, or system administrator can provide you
with a list of extension numbers for your telephone system.
NOTE: The INT3000 endpoint is to be used with CSA Certified (NRTL/C) Inter-Tel
Converged Communications Platforms only.
SOFTWARE COMPATIBILITY
Depending upon which software version your telephone system is using, some of the
features included in this guide may not be available for your endpoint. Check with
your system administrator to see which software version your telephone system cur-
rently uses and if there are any features restrictions for your system.
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Introduction . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .22
Setting Up Voice Mail . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .22
Outside Calls . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 26
Call Waiting . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 27
Placing Calls On Hold . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .28
Transferring Calls . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .30
To Voice Mail . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 30
Using Reverse Transfer . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .31
Forwarding Calls . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .32
Redirect Call. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 33
Redialing a Number . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .34
Disabling and Enabling ASR . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .38
Accessing Voice Mail Messages . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .39
Listening to Messages . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 39
Recovering Deleted Voice Mail Messages. . . . . . . . . . . . . . . . . . . . 41
Recording and Sending Voice Mail Messages. . . . . . . . . . . . . . . . . 42
Canceling Unheard Voice Mail Messages . . . . . . . . . . . . . . . . . . . . 44
Using Do-Not-Disturb Mode . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .45
Using Reminder Messages . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .47
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INTRODUCTION
Now that you know what your INT3000 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.
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 18 for ASR guidelines.
ALSO: If your mailbox has E-Mail Reader enabled, you have an advanced mailbox.
See page 75 for information and instructions about using E-Mail Reader features.
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. Access your mailbox number using the dialpad digits.
5. Enter your default password using the dialpad digits.
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.
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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.
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 37.
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.
to exit without changing your greeting.
1
2
#
.
3
• Say “Cancel” or press
*
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 37.
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, outside, and 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:
talk
1. Press
and dial an extension number.
2. If your call goes through handsfree to the called endpoint's speaker, speak after
you hear a double tone.
If you hear continuous ringing, wait for the call to be answered.
talk
3. When finished, press
to hang up.
To place a non-handsfree call that will ring at the other endpoint until answered:
#
Press
grammed 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 or to cancel the Ring Intercom Always feature:
3
7
7
Dial
. The current status is shown.
To leave a message if there is no answer or the endpoint is busy:
spcl
3
6
5
Press
and dial
. Then hang up or wait for their message center to
answer. (See page 35 for more Message options.)
NOTE: This option appears only if the called endpoint has a voice mailbox.
If the endpoint is busy when you place an intercom call, you can do any of the fol-
lowing:
•
To stay on the line and wait for the endpoint to become available: Do not hang
up. After a system timer expires, you hear music until the endpoint is available.
(You cannot do this if the called endpoint is in Do-Not-Disturb mode.)
6
•
To request a callback (queue on to the endpoint): Press
and hang up. When
the endpoint is available, your endpoint rings. (To cancel the queue request
6
before the callback, press
.)
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Receiving Intercom Calls
The endpoint will ring or vibrate to alert you. Also, 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:
talk
Press
or lift the Handset out of the Battery Charger.
To redirect a ringing call to another extension or to an outside number:
spcl
3
3
1
1. Press
and dial
.
2. Enter the extension or outside number to which you want to redirect the call. See
page 33 for more information.
To pick up (reverse transfer) a call that is ringing or holding at another endpoint
or hunt group:
talk
4
1. Press
or lift the Handset, then press
.
2. Dial the extension or hunt group number where the call is ringing. (See page 71
for more information about hunt groups.)
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 the area codes or long
distance digits that your telephone company requires.
Placing Outside Calls
To place an outside call:
1. If necessary, lift the Handset from its Battery Charger.
call 1-4
1. Press
.
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 63).
talk
3. When finished with the call, press
to hang up.
To request a callback (queue on to the line) if all outgoing lines are busy when you
try to call out:
6
talk
1. When you hear busy signals, press
and
to hang up.
NOTE: You can do this even if your call has camped on and you hear music.)
talk
2. When your endpoint rings, press
or lift the Handset and wait for the other
party to answer.
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To cancel a queue before the callback:
6
Press
.
When dialing the number, you can do one of the following:
•
•
•
•
Use the speed-dial directory, see page 64.
Use the station speed-dial feature, see page 57.
Use the system speed-dial feature, see page 59.
Redial the last outside number you dialed, see page 34.
To receive an outside call:
call 1-4
talk
Press
or
. Or, lift the Handset out of the Battery Charger.
To redirect a ringing call to another extension or to an outside number:
spcl
3
3
1
— Press
and dial
.
— Enter the extension or outside number to which you want to redirect the call. See
page 33 for more information.
To pick up (reverse transfer) a call that is ringing or holding at another endpoint
or hunt group:
spcl
4
1. Lift the Handset or press
and then dial
.
2. Dial the extension or hunt group number where the call is ringing. (See page 71
for more information about hunt groups.)
Emergency Calls
To make an emergency call:
call 1-4
1
1
9
Press
and dial
to automatically place a call to the preset emer-
gency number.
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.
talk
•
To end the current call, press
. The waiting call rings in. Answer by press-
talk
ing
again.
hold
talk
•
To place the current call on hold, press
. Then press
. When the
talk
waiting call rings, press
again. You can switch between calls by pressing
hold
.
spcl
6
•
To have the caller hear Do-Not-Disturb signals: Press
and
. (See
page 45 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 26).
•
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
. The line number will flash.
to hang up or place another call.
talk
2. Press
To place an outside call on System Hold:
spcl
3
3
5
1. Press
and dial
.
talk
2. Press
to hang up or place another call.
To return to a call that is on hold:
hold
Press
or the flashing button.
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):
mute
mute
Press
. Your endpoint will remain muted until you press
again, even if
you hang up or place another call. While the microphone is muted the TALK icon in
the display flashes.
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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:
spcl
5
1. While on the first call, press
and
to put the call on hold.
2. Place an intercom or outside call. To place it on “conference wait hold,” press
spcl
5
and
. (If necessary, repeat this step to place one more call on hold.)
5
3. Press
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
hold (the parties are still connected). To return to the conference, press the flash-
call 1-4
ing
button.
•
To add additional parties to the conference: Do the following:
spcl
5
a. Press
and
. This leaves the conference parties connected.
b. Place a call to the party to be added to the conference.
spcl
5
c. Press
conference.
and
twice to put yourself and the new party into the
spcl
•
•
To end the conference and place all parties on individual hold: Press
and
to place all of the parties on individual hold. You
hold
5
hold
dial
and then press
can then speak to one party at a time by pressing
ber.
or a flashing line num-
xfer
To transfer the conference to another extension or to voice mail: Press
and dial the desired extension number. Then hang up when you are ready to com-
plete the transfer.
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TRANSFERRING CALLS
Although transferring calls is considered a basic function of an endpoint, your end-
point has many advanced options for this feature. With your endpoint, you can trans-
fer to another extension, voice mail, or even an outside line.
To Another Extension
xfer
1. EITHER, Press
.
spcl
3
6
4
OR, Press
and dial
to place the call on hold at the other end-
point.
2. Dial the desired extension number.
3. Wait for an answer, announce the call, and then hang up to complete the transfer.
If the number is busy, there is no answer, or the transfer is refused, return to the
call 1-4
caller being transferred by pressing the flashing
.
To Voice Mail
xfer
1. Press
.
2. Dial the main voice mail extension number (so that the caller can select the mail-
talk
box number) and press
to hang up and complete the transfer.
talk
OR, dial the specific voice mail mailbox and press
to hang up and send the
call to the voice mail menu.
To an Outside Number
xfer
1. Press
.
2. Select an outgoing line.
3. Dial the desired telephone number.
talk
4. Wait for an answer, announce the call, and then press
to hang up and
complete the call.
If the number is busy, there is no answer, or the transfer is refused, return to the
caller being transferred by pressing flashing 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-
ing or holding at another endpoint. For example, if the attendant transfers a call to you
but you have stepped away from your endpoint, you can pick up the call using another
endpoint.
To answer a call ringing or holding at another endpoint:
4
TALK
1. Press
or lift the handset and dial
.
2. Dial the extension or hunt group number where the call is ringing or holding. You
are automatically connected to the call.
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:
1. Dial one of the following feature codes:
3
5
5
•
(Call Forward All Calls): All incoming calls are forwarded
without ringing at your endpoint.
3
5
6
•
(Call Forward If No Answer): All incoming calls are for-
warded if they are not answered before a timer expires.
NOTE: You cannot adjust this timer. Only the installer or system administrator
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
forwarded if your endpoint is busy or if you do not answer, as described
above.
2. Do one of the following:
•
To forward to an outside telephone number: Select an outgoing line and dial
a telephone number.
•
•
To forward to an extension number: Dial the extension number.
To forward to your message center: Press your MSG button (if you have
one).
To cancel any call forward request:
3
5
5
#
Dial
and press
.
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Redirect Call
NOTE: This feature is available only with versions 5.3 and higher.
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 Do-Not-Disturb or to a
restricted outside number.
To redirect calls:
spcl
3
3
1
1. Press
2. Dial the extension number.
To redirect a call to an outside telephone number:
and dial
.
spcl
3
3
1
1. Press
and dial
.
2. Enter the outside telephone number.
Automatic System Forwarding
Automatic System Forwarding allows your system administrator to route calls based
on the type of call and the status of your telephone. Although you cannot program the
path of a system forward, you can enable or disable this feature on your endpoint.
To enable or disable System Forwarding:
3
5
4
Dial
.
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REDIALING A NUMBER
In an ideal world, someone will always answer the endpoint when you call. But,
because you will occasionally receive a busy signal or no answer, it’s nice to have the
Redial feature. 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 (if enabled):
redial
Press
. A line is selected automatically and the number is dialed.
To use the Last Number Saved feature (if enabled):
•
To save a number: While the endpoint is idle or while listening to intercom dial
redial
tone, press
. This replaces the current number in redial memory with the
last number that you dialed.
•
To redial the saved number: While on a call or after selecting a line, press
redial
. A line is selected automatically and the number in redial memory is
dialed.
DISPLAYING INFORMATION ON YOUR ENDPOINT
Your endpoint 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.):
spcl
3
0
0
Press
and dial
.
Outside Party’s Name
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:
spcl
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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STATION-TO-STATION MESSAGES
Leaving Messages
If you call an endpoint that is busy, does not answer, or is in do-not-disturb, you can
use the station-to-station messaging feature to let the other person know you called.
To signal that a message is waiting, a called endpoint’s MSG button flashes and the
display shows the number of waiting messages.
If You Do Not Have a MSG Button
To leave a message:
1. If you call an endpoint that is busy, does not answer, or is in do-not-disturb, and
want to leave a message, hang up.
3
6
7
2. Then dial
and dial the desired extension number.
To cancel a message that you left at another endpoint:
3
6
6
1. Dial
.
2. Dial the extension number of the endpoint where you left the message.
If You Have a MSG Button
If you have a MSG button, there are two messaging options:
•
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. When the party you
called responds to the message indication, a call is automatically placed to his or
her message center instead of your endpoint. Sometimes the Voice Mail system is
programmed as the message center.
To leave a message while on an intercom call:
1. After calling the extension where you want to leave the message, press your
MSG button.
talk
2. Press
to hang up or wait for the message center to answer.
To cancel a message that you left at another endpoint:
3
6
6
1. Dial
.
2. Dial the extension number of the endpoint where you left the message.
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Receiving Messages
If You Do Not Have a MSG Button
When you see MSG on your display:
3
6
5
#
Dial
to view the message, then press
. A call is automatically
placed to the endpoint or message center that left the first waiting message.
To cancel a waiting message:
3
6
5
Dial
to view the message, then press
. The message is canceled.
*
If You Have a MSG Button
When you see MSG on your display:
Lift the Handset and press your MSG button. A call is automatically placed to the
endpoint or message center that left the first waiting message.
If you have more than one message, you can select the message you want to
answer or cancel:
1. Press the MSG button repeatedly to view your waiting messages. The display
shows MESSAGE RECEIVED FROM (source).
#
2. When the desired message is displayed, press
to respond or press
to
*
cancel the message without responding.
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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 18 for ASR guidelines.
ALSO: If your mailbox has E-Mail Reader enabled, you have an advanced mailbox.
See page 75 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 55). 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
subscriber.
to identify yourself as a
*
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 51 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.
If your environment prevents you from using ASR, you can temporarily disable it by
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
digit 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 71 for information and instructions about using E-Mail Reader features.
To temporarily disable ASR:
1. Access your mailbox as described on page 37.
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 18 for ASR guidelines.
ALSO: If your mailbox has E-Mail Reader enabled, you have an advanced mailbox.
See page 75 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 37.
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
to listen to new messages.
to listen to saved messages.
3
• Say “Saved” or press
4. While you are listening to a voice mail message, you can use the following
options:
#
• Say “Skip” or press
• Say “Back up” or press
sage.
to skip to the end of the recording.
1
to “rewind” a few seconds and replay the mes-
2
#
• Say “Pause” or press
tinue.)
to pause. (Say “Continue” or press
to con-
3
• Say “Forward” or press
• Say “Lower” or press
to skip ahead.
to lower the volume.
to play the message envelope.
to raise the volume.
4
5
• Say “Envelope” or press
6
• Say “Higher” or press
7
• Say “Save” or press
to save the new message in your mailbox.
• Say “Delete Message” or press
9
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
• Say “Reply” or press
options:
to replay the message from the beginning.
to reply to the message. You have the following
2
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 52 for information on envelope options).
6
• Say “Next” or press
to listen to the next message.
to save the new message in your mailbox.
7
• Say “Save” or press
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.
talk
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 81 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 37.
5
2. Say “Options” or press
for Message Options.
2
3. Say “Recover” or press
to access undelete options.
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
to replay the message.
2
• Say “Reply” or press
to reply to the message.
to forward the message.
to listen to the previous message.
to play the message envelope.
to listen to the next message.
3
4
• Say “Forward” or press
• Say “Previous’ or press
• Say “Envelope” or press
5
6
• Say “Next” or press
7
• Say “Recover” or press
to recover the message.
to recover all deleted messages.
2
OR, say “Recover” or press
3
OR, Say “Purge” or press
to permanently delete all deleted messages.
talk
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 77) 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 37.
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
to accept the subscriber’s name.
to start over.
• Say “No” or press
*
4. Record your message after the tone. While recording, you have the following
options:
2
#
• Press
tinue.)
to pause while recording. (Say “Continue” or press
to con-
3
• Press
to erase and re-record your message.
#
5. When finished recording, you can press
to access the following options:
#
• Say “Send” or press
options.
to send the message and return to the voice mail
• 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.
*
1
2
3
to erase and re-record your message.
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• Say “Copy” or press
to copy your message to other mailboxes. 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.
*
Press
when you are done adding mailboxes.
*
9
• Say “Options” or press
to use the 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 “Send” or press
mail options.
Say “Cancel” or press
to send the message and return to the voice
to cancel delivery 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.
talk
6. Press
to 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 37.
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.
to save the message in your mailbox.
7
• Say “Save” or press
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.
talk
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.”
To enable DND:
3
7
2
1. Dial
.
2. Dial the desired two-digit number for the message you wish to use.
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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-
#
bers. Press
for a hyphen (-) or press
for a colon (:). If you have a
*
FORWARD button, use that to enter a space.
•
Change to alphanumeric mode: Press the MSG button (if you have one) and
then press the dialpad buttons to enter the desired characters. (See the chart
on the right.) The number of times a button is pressed determines which
character is entered. For example, 33377744432999 would enter “FRIDAY.”
You need a FORWARD button to enter adjoining characters that are located
FORWARD button once to advance to the next character. For example,
6FWD666FWD6632999 would enter “MONDAY.” (Note that letters corre-
spond to the letters printed on dialpad buttons 1-9. Press BACKSPACE to
backspace.
NOTE: To use the Backspace button, you must pre-program the feature but-
ton (feature code 314) on your endpoint to use the Backspace button. Refer
to page 62, Programming Your Feature Buttons section for details on how to
program the backspace button.
talk
4. Press
to hang up.
NUMBER OF TIMES BUTTON IS PRESSED
1
2
3
4
5
6
7
8
9
10
11
BUTTON
ENGLISH CHARACTERS
JAPANESE CHARACTERS*
-
&
B
E
H
K
N
Q
U
X
:
(
C
F
I
)
1
2
3
4
5
6
7
8
9
0
A
I
U
KU
SU
TSU
NU
FU
MU
YO
RU
N
E
O
KO
SO
TO
NO
HO
MO
,
a
i
1
2
3
4
5
6
7
8
9
0
A
'
KA
SA
TA
KI
KE
SE
TE
NE
HE
ME
.
D
G
J
!
*
SHI
CHI
NI
u
e
L
O
R
V
Y
.
#or /
NA
HA
MA
YA
RA
WA
o
**
M
P
N or #
HI
tsu
ya
yu
yo
long
**
S
?
Z
,
MI
T
YU
RI
W
@
RE
pa
RO
ba
WO
*The Japanese characters are only available if the Multilingual feature is enabled and Japanese is
installed as the secondary language.
**The character available depends on the software version.
To cancel Do-Not-Disturb:
3
7
2
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:
3
0
5
1. 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:
3
0
6
Dial
To clear a received reminder message:
Press
.
.
*
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Moving On
Introduction . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .50
Changing the Call Screening Transfer Method . . . . . . . . . . . . . . . . 53
Speed Dialing . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .57
Station Speed Dial . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 57
System Speed Dialing . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 59
Using Record-a-call . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .60
Paging . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .61
Screening Calls . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .64
Using the Directories . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .64
Programming Remote Feature Access . . . . . . . . . . . . . . . . . . . . . . . . .68
Remote Access Password . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 68
Remote Feature Access. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 69
Requesting Agent Help . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .70
Working in Hunt Groups . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .71
Hunt Group Calls Enabled/Disabled. . . . . . . . . . . . . . . . . . . . . . . . . 71
ACD Hunt Groups . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 71
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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.
Selecting a Ring Tone
The tone of your INT3000’s ring signals can be changed to create distinctive ringing.
If endpoints are placed close together, changing the tone makes each endpoint’s ring
easier to recognize.
To select the type of ring tone for your INT3000:
r / vol
Press
. You can choose Ring Type A (High or Low), Ring Type B (High or
Low), Ring Type C (High or Low), or Ring Off (vibrate mode).
Changing the Language
When your telephone system is installed, the system administrator can choose two of
four different languages (American English, British English, Japanese, or Spanish) as
the Primary and Secondary Language. You can then change the display and voice
mail prompts on your endpoint by toggling between the Primary and Secondary Lan-
guage. For example, if the system’s Primary Language is American English, and your
endpoint is programmed for the Primary Language, all displays appear in American
English, and your voice mail prompts are played in American English (unless
changed, as outlined below). If the Secondary Language is Japanese, and your end-
point is programmed for the Secondary Language, all displays appear in Japanese
NOTE: You can only use the Secondary Language voice mail prompts if they are
loaded on the system. By default, all endpoints are set for the Primary Language. See
your system administrator to determine what languages are programmed for your tele-
phone system.
You can also program messages using English/Spanish or Japanese characters, or a
combination of both (see page 65 for a list of characters). In displayed lists, such as
directories, the English/Spanish characters are alphabetized before the Japanese char-
acters. Therefore, Japanese names appear after the English/Spanish names.
To change the assigned language for your endpoint:
3
0
1
Dial
to change between your system’s Primary and Secondary lan-
guages, as desired. Your display shows the current language.
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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:
3
4
9
Dial
.
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 18 for ASR guidelines.
ALSO: If your mailbox has E-Mail Reader enabled, you have an advanced mailbox.
See page 75 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 37.
4
2. Say “Personal” or press
to select the Personal Options Menu.
.
3
3. Say “Password” or press
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.
talk
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 82 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 37.
4
2. Say “Personal” or press
to select the Personal Options Menu.
4
3. Say “Envelope” or press
to select the Message Envelope Options Menu.
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.
*
talk
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 64 for instructions about using the call screening feature.
To change your transfer method (if enabled):
1. Access your mailbox as described on page 37.
4
2. Say “Personal” or press
to select the Personal Options Menu.
for More Options.
9
3. Say “More” or press
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.
2
• Say “Screened” or press
to select screened transfers.
3
• Say “Announce” or press
to select announce-only transfers.
to return to the Personal Options Menu without
• Say “Cancel” or press
*
making changes.
talk
5. Press
to hang up.
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Programming a Fax Destination
With voice mail, callers can use your mailbox to send you a fax. To use this feature,
you must specify the destination fax number.
To change your fax destination number:
1. Access your mailbox as described on page 37.
4
2. Press
3. Press
4. Press
to select the Personal Options Menu.
for More Options.
9
1
.
#
5. Enter the number of your fax destination, followed by
.
#
6. EITHER, Press
to accept the number.
3
7. OR, Press
to erase the number and re-enter it.
talk
8. 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 37.
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
to change the search order for new messages.
2
• Say “Saved” or press
to change the search order for saved messages.
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.
talk
*
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 37.
4
2. Say “Personal” or press
to select the Personal Options Menu.
. You have the following options:
5
3. Say “Remote” or press
1
• Say “Primary” or press
to set up a primary cascade.
2
• Say “Alternate” or press
to set up an alternate cascade.
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
for all days.
3
• Say “Day” or press
to select individual days. You are prompted to say
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 then quickly dial these numbers by entering a
feature code and dialling the desired location number. Because the Inter-Tel system
supports both Station and System Speed-Dial numbers, you can have access to over
1000 stored numbers.
Station Speed Dial
You can program and use up to ten personal speed-dial numbers on your 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:
3
3
8
1. 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:
•
Remain in alphanumeric mode: Press the dialpad buttons to enter the desired
characters. (Refer to the chart on page 65.) The number of times a button is
pressed determines which character is entered. For example, 533266 would
that are located under the same button or to leave spaces. For adjoining char-
acters, press the FORWARD button once to advance to the next character.
For example, 66FWD6667776 would enter “NORM.” (Note that letters cor-
respond to the letters printed on dialpad buttons 2-9.) Press BACKSPACE
to backspace.
NOTE: To use the Backspace button, you must pre-program the feature but-
ton (feature code 314) on your endpoint. Refer to page 62, Programming Your
Feature Buttons section for details on how to program the backspace button.
To use the FORWARD, PREVIOUS, NEXT, or MSG button, your system
administrator must program those buttons in the Database programming.
#
•
Press
to save the name.
4. Dial the extension number or telephone number to be stored.
•
Change to numeric mode: Press the MSG button (if you have one) and then
#
press the dialpad buttons to dial the desired numbers. Press
(-) or press
for a hyphen
for a colon, FORWARD to leave a space, or BACK-
*
SPACE to backspace.
NOTE: If your number includes an asterisk, pound, a hookflash (a quick hang
SPCL
up and release), or a pause, press
once for an asterisk, twice for a
pound, three times for a hookflash, or four times for a pause. (Each pause or
hookflash counts as one digit.) You can enter more than one special character
in a row by pressing FORWARD between the characters.
#
•
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”) before the outside telephone
number.
To view the current programming of Station Speed-Dial buttons:
3
6
9
1. Dial
.
2. Press the Station Speed-Dial button to be viewed.
#
3. Press
to exit.
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To program a user-programmable function button as a Station Speed-Dial but-
ton:
3
7
9
1. Dial
.
2. Press the feature button you want to change into a Station Speed-Dial button.
3
2
8
3. Dial
(default Station Speed Dial feature code).
4. Dial a digit 0-9 when the display asks for a number. This is the station speed-dial
number “location.”
NOTE: Station Speed-Dial buttons created using this procedure are not the same
as the SYS SPD feature button found on some endpoints.
To erase a station speed-dial name and/or number:
3
3
8
1. Dial
.
2. Dial the location code (0-9) to be erased.
#
4. Press
to continue.
5. To remove the number: Press BACKSPACE repeatedly until the number is
erased.
#
6. Press
to exit.
NOTE: To erase a station-dial name and/or number, you must pre-program the
Backspace button (feature code 314) on your endpoint. Refer to page 62, Program-
ming Your Feature Buttons section for details on how to program the backspace
button.
To dial a Station Speed-Dial number:
call 1-4
1. Select an outgoing line by pressing
.
3
2
8
2. Dial
and then the desired station speed-dial location number (0-9).
System Speed Dialing
Your system administrator can store up to 1000 speed-dial numbers in System Speed-
Dial locations 000-999.
To view and/or dial system speed-dial numbers:
3
1
8
1. Dial
2. Dial the location code (000-999) for the desired number. The number appears.
#
3. Press
to dial the number.
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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:
spcl
3
5
8
1. Press
and dial
.
2. If required, dial the desired mailbox number. (Your endpoint may be programmed
to select the mailbox, or you may be required to dial it.)
You hear a confirmation tone when the Record-A-Call feature is activated.
To turn off Record-A-Call:
spcl
3
5
8
EITHER, Press
and dial
talk
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
here for your convenience
0 _______________________ 5 _______________________
1 _______________________ 6 _______________________
2 _______________________ 7 _______________________
3 _______________________ 8 _______________________
4 _______________________ 9 _______________________
To make a page:
7
1. Dial
.
2. Dial the desired zone number (0-9).
3. After the tone, make your announcement.
talk
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:
spcl
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:
3
7
9
1. Dial
.
2. Press the feature button you want to program.
3. Dial the feature code you want to store under that button. (Refer to the back of
this guide for default feature codes.)
To return all function buttons to their original default values:
3
5
9
Dial
.
To display the current function button values:
3
6
9
1. Dial
.
2. Press the feature button you want displayed.
talk
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, the system will periodically print out a record of telephone calls
placed from the endpoints within the system. Account codes can be used to add infor-
mation to these reports.
There are three types of account codes:
•
•
•
Standard account codes that are entered into the SMDR report automatically
whenever you place a call.
Forced account codes that you must dial before being allowed to place an outside
call.
Optional account codes that can be entered at any time during a call.
NOTE: Your customer service representative or system administrator can tell you
which types of account codes are used on your telephone system.
To enter an optional account code:
spcl
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:
3
1
9
1. Dial
2. Dial 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 dis-
abled.
To disable the code:
3
1
#
9
Dial
and press
.
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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 53), 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
*
USING THE DIRECTORIES
With directories, you can use your endpoint’s dialpad to find names and numbers. You
can then use the directory information to make calls, access features, or leave voice
mail messages.
NOTE: If ASR is enabled for the voice mail directory, you can search the directory
using spoken commands (see page 13).
Telephone Directory
The endpoint directory contains a list of the extension numbers, System Speed-Dial
numbers, feature codes, and their associated names. To search for an item, you can
enter the full or partial name. The system will then find the closest match. Once the
correct match is displayed on your endpoint, you can dial the number or press a but-
ton to access that extension or feature.
To search the telephone directory using your dialpad buttons:
3
0
7
1. Dial
.
1
2
2. Press
to select the intercom directory, press
to select the outside num-
3
ber directory, or press
to select the feature code directory.
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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. (See the chart below.) The number of times a button is pressed
determines which character is entered. For example, 77776444844 would
enter SMITH. You need a FORWARD button to enter adjoining characters
that are located under the same button or to leave spaces. For adjoining char-
acters, press the FORWARD button once to advance to the next character.
For example, 5666FWD66337777 would enter JONES. (Note: The letters
correspond to the letters printed on dialpad buttons 1-9.) Press BACK-
SPACE to backspace.
NOTE: To use the Backspace button, you must preprogram the feature but-
ton (feature code 314) on your endpoint to use the Backspace button. Refer to
page 62, Programming Your Feature Buttons section for details on how to pro-
gram the backspace button.
•
Change to numeric mode: Press the MSG button (if you have one) and then
press the dialpad buttons to enter an extension number.
#
4. Press
to view the selected name. The display will time out if the number is
not dialed.
#
Press
. to dial a number or feature code while it is displayed.
NUMBER OF TIMES BUTTON IS PRESSED
1
2
3
4
5
6
7
8
9
10
11
BUTTON
ENGLISH CHARACTERS
JAPANESE CHARACTERS*
-
&
B
E
H
K
(
C
F
I
)
1
2
3
4
5
A
I
U
E
O
a
i
1
2
3
4
A
D
G
J
'
KA
SA
TA
NA
KI
KU
SU
TSU
NU
KE
SE
TE
NE
KO
SO
TO
NO
!
*
SHI
CHI
NI
u
e
o
L
#or /
**
5
M
P
N
Q
U
X
:
O
R
V
Y
.
N or #
6
7
8
9
0
HA
MA
YA
HI
MI
FU
MU
YO
RU
N
HE
ME
.
HO
MO
,
tsu
ya
**
6
7
8
9
0
S
?
Z
,
T
YU
RI
yu
W
@
RA
WA
RE
pa
RO
ba
yo
WO
long
*The Japanese characters are only available if the Multilingual feature is enabled and Japanese is
installed as the secondary language.
**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 digits 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 digits (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
are under the same button, press FWD to advance to the next character. For example,
5666FWD66337777 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
D
G
J
C
F
I
‘
!
*
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 66).
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
to browse the list. (See step 4. for options).
2
• Say “No” or press
to select the filter option and then respond to one of
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:
3
2
9
1. Dial
.
#
2. Enter your current password, followed by
.
NOTE: Your extension number is your password at default.
#
3. Enter the new password followed by
.
#
4. Enter the new password again for verification followed by
. You hear a con-
firmation tone.
To change the station password using Remote Programming: See the following
section.
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Remote Feature Access
To access your endpoint from another endpoint:
3
5
9
1. 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:
6
a. Dial
.
#
b. Enter the new password, followed by
.
#
c. Enter the new password again for verification, followed by
.
To turn on Do-Not-Disturb:
6
a. Dial
.
b. Enter message number (01-20) and, if desired, enter the optional second-line
message text.
talk
c. Press
.
To turn off Do-Not-Disturb:
6
talk
Dial
, then press
.
To turn on Call Forward:
a. 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.
talk
c. Press
.
To turn off Call Forward:
2
talk
Dial
, then press
.
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REQUESTING AGENT HELP
Your telephone system may be programmed to support the Agent Help feature, which
allows you to request help from a designated “Agent Help Extension” (usually your
supervisor) during a call. When your request call rings at the Agent Help Extension,
the supervisor can choose to join the call or reject the request.
If the Agent Help Extension is an endpoint, the endpoint’s microphone is automati-
cally 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:
spcl
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 parties 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.
3
7
6
To reject the call: Dial
. You will hear a confirmation tone.
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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 enable or halt hunt group calls.
To turn on or off hunt group calls:
3
2
4
1. Dial
.
talk
2. Press
to hang up.
ACD Hunt Groups
Some hunt groups use a special feature called Automatic Call Distribution (ACD) that
distributes the hunt group calls equally among the available members. These hunt
group members are referred to as “agents,” who log in to the ACD hunt group to
receive calls and log out to halt ACD hunt group calls.
Distributing Calls
Calls are distributed through an ACD hunt group based on Agent IDs or extensions,
as described below.
•
•
Agent IDs: If the hunt group is programmed to use ACD Agent IDs, each agent
is assigned an Agent ID number to enter during the login procedure (described on
the next page). The hunt group calls are routed to logged-in agents, according to
their Agent ID number instead of their extension number. Because the Agent ID
is not associated with any extension, the agent can use any 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 Group
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:
3
2
8
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:
3
2
6
1. Dial
. The display shows AGENT LOGIN ACD NUMBER.
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 to ACD hunt group(s) using Agent IDs: Enter your Agent ID.
The display shows AGENT LOGGED INTO ALL ACDS. You are logged
into the ACD hunt group(s) that you requested above, that use the Agent
ID that you entered in this step.
NOTE: 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 end-
point.
#
•
To log into to ACD hunt group(s) that do not use Agent IDs: Press
.
The display shows AGENT LOGGED INTO ALL ACDS. You are logged
into the ACD hunt group(s) that you requested above that do 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 reorder tones. Start over.
talk
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:
3
2
8
1. EITHER, Dial
to log out of all of your ACD hunt groups at once.
The display shows AGENT LOGGED OUT OF ALL ACDS, and you hear a con-
firmation tone.
3
2
7
OR, 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.
talk
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:
3
2
9
Dial
.
NOTE: If you were not logged in to an ACD hunt group, the display shows CANNOT
ACCESS RESERVED FEATURE.
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Introduction . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .76
E-Mail Reader Features . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .77
Using Your Advanced Mailbox . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .78
Setting Up Your E-Mail Password . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .79
Accessing E-Mail Messages . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .81
Accessing Fax Messages . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .84
Recovering Deleted Messages . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .85
Changing Message Envelopes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .86
Voice Mail Flowchart (Advanced Mailbox) . . . . . . . . . . . . . . . . . . . . . . .87
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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 22)
Recording your personal greetings (see page 23)
Accessing your mailbox (see page 37)
Disabling and enabling ASR (see page 38)
Accessing voice mail messages (see page 39)
Changing your mailbox password (see page 51)
Changing the call screening transfer method (see page 53)
Programming a fax destination (see page 54)
Changing the message search order (see page 54)
Programming remote messaging (see page 55)
Screening calls (see page 64)
Using the voice mail directory (see page 66)
NOTE: For a voice mail flowchart for standard mailbox users, see page 103.
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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 86). 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 81).
When you access a fax message, E-Mail Reader announces the fax envelope accord-
ing to the envelope options that you set (see page 86). 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 84).
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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 79).
When you access your mailbox (see page 37), 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 previ-
#
ous menu or say “Accept” or press
advanced mailbox users, see page 87.
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. If you have a six-line display end-
point, you can also access menus and options by pressing the associated menu button
on the display. Longer menu options are abbreviated to fit the display.
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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 do one of the
following:
•
•
Set up your mailbox (see page 22)
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 digits on your endpoint
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 to you. For security reasons, it
is recommended that you 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. In addi-
tion, your e-mail administrator can set further restrictions for password length,
allowed characters, number of attempts etc. Check with your administrator if you
encounter any difficulties setting up your e-mail password.
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To enter your e-mail password (see table below):
1. Access your mailbox as described on page 37. 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
mail messages.
to access your mailbox without access to your e-
1
•
Say “Password” or press
to enter your new e-mail password.
NOTE: If your system uses an e-mail server and a separate fax server, you
are prompted twice.
2. When prompted, enter your e-mail password using the dialpad digits, and then
#
press
. (Refer to the table below to determine which buttons correspond to the
characters in your e-mail address.)
3. Your new password is played. You have the following options:
#
•
•
Say “Accept” or press
Say “Re-enter” or press
to accept.
to erase and re-enter the password.
3
4. Hang up.
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
@
*Press
seven times for a blank space.
1
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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-
not be programmed to indicate that you have received a new e-mail message.
If you have an advanced mailbox you can access e-mail messages by choosing option
three from the main menu. E-Mail Reader does not distinguish between conventional
®
®
Microsoft Outlook . Therefore, e-mail messages and meeting messages (including
invitations, cancellations, and responses) can all be accessed by selecting option three
on the main menu. Envelope settings and options are identical for e-mail and meeting
messages, however, you can only accept, tentatively accept, and decline meetings
using your e-mail application.
When you access your e-mail messages, E-Mail Reader first announces the message
according to the envelope options you select (see page 86). 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.
For example, Sally User’s supervisor creates a Sales Team meeting invitation in Out-
look 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 supervisor accesses
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 attend-
ing. 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 e-mail messages and the associated options:
1. Access your mailbox as described on page 37.
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: If you have a large number of e-mail messages in your in-box (for
example, more than 500 messages) you may experience a delay (hear
silence) before the first message is played.
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
sage.
to “rewind” a few seconds and replay the mes-
2
#
•
•
•
•
•
•
•
Say “Pause” or press
to pause. Say “Continue” or press
to continue.
3
Say “Forward” or press
to skip ahead.
4
Say “Lower” or press
to lower the volume.
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
Say “Cancel” or press
to delete the message.
to return to the previous menu.
4. When E-Mail Reader has finished reading the e-mail the message is marked as
saved and 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.
2
Say “Sender” or press
to reply to the sender.
to hear all recipients.
3
Say “Hear” or press
NOTE: See page 42 for recording and delivery options.
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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.
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 86 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.
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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-
not be programmed 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 86). 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 37.
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 des-
tination. 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.
4
•
•
Say “Previous” or press
Say “Envelope” or press
to listen to the previous message.
to play the introductory message envelope (see
5
page 86 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 37.
5
2. Say “Options” or press
for Message Options.
2
3. Say “Recover” or press
to access undelete options.
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.
2
Say “E-Mail” or press
to recover an e-mail message.
3
Say “Facsimile” or press
to recover a fax message.
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
to replay the message.
to reply to the message.
2
3
Say “Forward” or press
Say “Previous’ or press
Say “Envelope” or press
to forward the message.
4
to listen to the previous message.
5
to play the message envelope.
6
Say “Next” or press
to listen to the next message.
7
Say “Recover” or press
to recover the message.
2
OR, say “Recover” or press
to recover all deleted messages.
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 37.
4
2. Say “Personal” or press
to select the Personal Options Menu.
4
3. Say “Envelope” or press
to select the Message Envelope Options Menu.
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.
For voice mail, say “Length” or press
3
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
sonal Options Menu.
to enable all options and return to the Per-
5
Say “None” or press
sonal Options Menu.
to disable the entire envelope and return to the Per-
#
•
•
Say “Accept” or press
Say “Cancel” or press
to accept the changes.
to return to the Personal Options Menu.
6. Hang up.
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VOICE MAIL FLOWCHART (ADVANCED 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
ACCESSING MESSAGES
Note: Options vary by media
type.
•
•
EITHER, Press the Mes-
sage button to respond to a
message from voice mail.
OR, Call the voice mail
extension number, say
PERSONAL OPTIONS
1
Record “Greeting”
“Primary” Greeting
“Alternate” Greeting
“System” Greeting
While the message is playing:
1
2
3
1
2
3
4
5
6
7
9
#
“Back Up”
“Login” or press
, and
“Pause”
say or enter your mailbox
number.
Enter your password
Move “Forward”
“Lower” (volume)
Play the “Envelope”
“Higher” (volume)
“Save” the Message
“Delete” the Message
“Skip” to the End
(See Recording Options)
•
2
3
Record Directory “Name”
#
(See Recording Options)
SUBSCRIBER MAILBOX MENU
Record “Password”
1
2
3
4
5
6
8
“Voice Mail”
4
Change “Envelope” Settings
“Record”
1
2
“Time, Date”
“Source”
“E-Mail”
“Personal” Options
“Options” Message Options
“Facsimile”
3
“Length/Subj./Pages”
“All Options”
After the message:
4
5
1
2
3
4
5
6
7
9
“Replay” Message
“None”
“Reply” to the Message
“Forward” a Copy
“Disable” ASR
5
9
“Remote” Messaging
“Primary” Cascade
“Alternate” Cascade
“More” Options
Fax “Number”
1
2
Go to “Previous” Message
Play the “Envelope”
Go to “Next” Message
“Save” the Message
“Delete Message”
RECORDING A MESSAGE
•
•
Dial the mailbox number,
reply to a message, or for-
ward a message.
1
2
5
Message “Order”
“Transfer” Method
“Record” your message.
2
Pause
#
3
“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 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .90
What the Administrators Can Do for You . . . . . . . . . . . . . . . . . . . . . . . .90
Troubleshooting . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .91
Frequently Asked Questions (FAQ) . . . . . . . . . . . . . . . . . . . . . . . . . . . .92
Default Feature Codes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .95
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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. If you are a network adminis-
trator, refer to the latest version of the IP Devices Installation Manual (part number
835.2195).
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TROUBLESHOOTING
If your INT3000 is not performing to your expectations, please try these simple steps.
If you are still unable to resolve the problems, contact your service representative.
NOTE: Do not attempt to service this unit yourself. All service must be done by quali-
fied service personnel.
PROBLEM
POSSIBLE SPLUTIONS
•
Make sure the AC Adapter is plugged into the Battery Charger
and wall outlet.
Charge light will not come
on when Handset is placed
in Battery Charger.
•
•
•
Make sure Handset is properly seated in Battery Charger.
Make sure the Battery Pack is properly placed in the Handset.
Make sure that the charging contacts on the Handset and Bat-
tery Charger are clean.
•
•
•
Make sure that the Base Unit antenna is fully vertical.
Conversation interrupted fre-
quently.
Move closer to the Base Unit.
Check for LOW BAT warning.
Warning tone and NO SER- Move closer to the Base Unit.
VICE message.
•
•
•
•
Ringer switch may be set in the OFF position.
Handset does not ring.
Battery may be weak. Charge the Battery Pack for 8-10 hours.
Make sure the Base Unit antenna is fully vertical.
The Handset may be too far away from the Base Unit.
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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 voice mailbox, refer to this section before you contact
your system administrator or Inter-Tel.
Q1.
A1.
How do I program System Speed-Dial numbers?
Only your system administrator can program System Speed-Dial numbers. You can,
however, program up to ten Station Speed-Dial numbers (see page 57).
Q2.
A2.
How do I change the time and date on my endpoint?
Only your system administrator can change the time and date. Please contact your
Q3.
A3.
How can I retrieve messages if I don’t know the password for my voice mail?
Try using your extension number, which is your default password. Or, maybe you
#
don’t have a password, in which case pressing
is all you need to do. If these
password for you. You can then retrieve your messages and reset the password, if
desired (see page 37).
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 41). If you attempted to undelete a voice mail within this time frame, however,
your telephone system may not have the latest software (the “undelete” feature was a
recent addition). Or, your voice mail system may not have sufficient space pro-
grammed to store deleted messages. Contact your system administrator to determine
if this feature is available.
Q5.
A5.
How can I set the number of rings that are allowed before the call is sent to voice
mail?
Only your system administrator can change the number of rings. 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.
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Q7.
A7.
How do I scroll the display screen?
Press the low end of the volume button to scroll down or the high end to scroll up.
Q8.
A8.
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.
Q9.
A9.
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.
Q10.
A10.
Why can’t I use ASR to enter my e-mail password?
pad buttons on your endpoint. See page 79 for additional information about entering
your e-mail password if E-Mail Reader is enabled for your mailbox.
Q11.
A11.
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 79 for additional information about entering your e-mail
password.
Q12.
A12.
Why don’t I have e-mail and fax messages in my mailbox?
If your mailbox is the standard voice mailbox (see page 15), 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.
Q13.
A13.
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 18 for
additional guidelines for using ASR.
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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 reseller. Resellers 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
FEATURE CODE
NEW CODE
Account Code – Following Calls
Account Code – Optional
ACD Agent Log In
391
390
326
327
328
329
375
376
351
320
361
360
350
313
314
355
357
356
358
5
ACD Agent Log Out
ACD Agent Log In/Out
ACD Agent Wrap-Up Terminate
Agent Help Request
Agent Help Reject
Answer (Ringing Call)
Audio Diagnostics
Automatic Intercom Access On/Off
Automatic Line Access On/Off
Automatic Line Answer
Background Music On/Off
Backspace Button
Call Forward All Calls
Call Forward If Busy
Call Forward If No Answer
Call Forward No Answer/Busy
Conference
Change Language
Data
301
340
394
307
300
370
371
372
373
310
395
312
319
315
316
317
336
335
330
322
323
Default Station
Directory
Display Time And Date
Do-Not-Disturb
Do-Not-Disturb Cancel
Do-Not-Disturb On/Off
Do-Not-Disturb Override
Enhanced Speakerphone Enable
Feature Button Default
Group Listen
Handsfree On/Off
Headset On
Headset Off
Headset On/Off
Hold – Individual
Hold – System
Hookflash
Hunt Group Remove
Hunt Group Replace
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FEATURE NAME
Hunt Group Remove/Replace
Message
FEATURE CODE
324
365
366
368
367
7
NEW CODE
Cancel Message That You Left
Cancel Message On Your Endpoint
Silent Message
Page
Page Receive On/Off
Program Baud Rate
Program Buttons
325
393
397
392
6
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
304
382
383
352
353
354
381
399
346
345
Ring Intercom Always On/Off
Ring Tone Selection
Routing Off
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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Index
callback requests 25
A
About
About This Guide
About Voice Mail 15, 17
language 50
message search order 54
personal greeting 24
voice mail password 51
voice mailbox password 51
About Your Endpoint
Accessing
e-mail messages 81
fax messages 84
Accessing Your Endpoint 69
ACD Hunt Groups 71
Administrators 90
5
Charging Unit Wall Mounting 14
Conference Calls 60
Connecting the AC Adapters
Advanced Mailbox
using 78
voice mail flowchart 87
Agent Help 70
7
Connecting the Telephone Cord
7
Alternate Greeting 23
Automatic Call Distribution (ACD) 71
Automatic Speech Recognition (ASR) 17
Automatic System Forwarding 33
B
Basic Button Functions
Dialpad and Indicators
3
Button Descriptions
Direct Wall Mounting 13
telephone 64
voice mail 66
Disabling
C
Call Button
6
Call Screening 64
account codes 63
cascade levels 56
do-not-disturb 45
Call Waiting 27, 35
hunt group calls 71
message envelope options 52
time/date option 52
Displaying Information
outside party’s name 34
Displaying Information on Your Endpoint 34
Distributing Calls 71
Do-Not-Disturb 60
Callback And Call Waiting 29
Callbacks 25, 26
Calls
enabling/disabling hunt group 71
ending ACD 73
making emergency 27
redirecting 26, 27
waiting for called endpoint 25
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E
E-Mail Messages 81
If You Do Not Have A MSG Button 35, 36
Enabling
cascade levels 56
do-not-disturb 45
Installing the INT3000
Introduction 50
hunt group calls 71
Ending an ACD Hunt Group Call 73
Endpoint Configuration
Entering Your Mailbox 37
Enterprise Messaging 17
F
Fax Destination Number 54
Feature Buttons
Features
Mailbox Almost Full/Full 37
do-not-disturb 45
speed dialing 57
envelope 52
search order 54
Finding Your Way
Flowchart
1
Message center 35
Message Count and Type 37
Messages
advanced mailbox 87
listening 39
Forwarding Calls 32
recording and sending voice mail messages 42
recovering deleted 85
using do-not-disturb 60
redirect calls 33
Frequently Asked Questions (FAQ) 91, 92
Full Mailbox 37
G
Muting The Microphone 28
Greetings 23
O
H
Outside
Hold 28
party’s name 34
Outside Calls 26, 27
Outside Party’s Name 34
Hunt Group Calls Enabled/Disabled 71
Hunt Group Remove/Replace 70
Hunt Groups 71
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P
Paging 61, 66
Requesting a Callback 25
Passwords 51
Performing a “Hookflash” During a Call 62
Performing a Directory Search 64
Primary Language 50
Programming
Search Order 54
cascade levels 55
date and time notification 56
fax destination 54
Searching Directories 64
Secondary Language 50
Sending Messages 42
Setting
remote feature access 68
remote messaging 55
ring intercom always 25
Q
Station Password 68
R
Station Speed Dial 57
R/Vol Button
Range Limits
Receiving
5
6
Station Speed Dialing 37
Receiving Messages 36
Rechargeable Battery Packs and the Charger
Record-A-Call 60
Recording
To an Outside Number 30
To Another Extension 30
To Voice Mail 30
Recovering Deleted Messages 41, 85
Redialing a Number 34
Redirect Call 33
Transferring Calls 30
Redirect Calls 26, 27
Transferring To An Outside Number 30
Transferring To Another Extension 30
Transferring To Voice Mail 30
Troubleshooting 91
Reminder Messages 66
Remote Access Password 68
Remote Feature Access 68
Remote Messaging 37, 55
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advanced mailbox 87
standard mailbox 103
U
Voice Mail Messages
Using
advanced mailbox 78
defaults 22, 45, 51
recovering deleted 41
feature buttons 62
Using Do-Not-Disturb Mode 45
Using Record-a-call 60
Welcome 2, 22
V
What the Administrators Can Do for You 90
Working in Hunt Group 71
Wrap-Up Timer 73
Voice Mail
administrator 15
directory 66
message envelope 52
password 51
Voice Mail Directory 66
Voice Mail Flowchart
Z
Zones, Page 61
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102
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 A MESSAGE
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”
1
2
3
“Change”
“Personal” #
TRANSFER METHOD
1
2
3
“Unannounced”
“Screened”
Delivery “Options”
“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”
“Priority”
“Send”
1
Cancel “Unheard” Messages
“Recover”Deleted Messages
All “Days”
2
Individual “Day” 1-7
1
2
3
4
“Listen”
Select Message “Category”
1
Send and Exit
Hang Up
“Recover” All
“Purge” All
“All Messages”
2
“Priority” Messages
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Part No. 935.0352 (UCZZ01717EA)
Issue 3, April 2005
A:46/1463A
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