Model 8690
Inter-Tel®Protocol Mode
User Guide
Notice
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This Inter-Tel user guide is released by Inter-Tel, Inc. as a guide for end-users. It pro-
vides information necessary to use the Model 8690 endpoint. The contents of this user
guide, which reflect current Inter-Tel standards, are subject to revision or change without
notice. Some features or applications mentioned may require a future release and are not
available in the initial release. Future product features and applications are subject to
availability and cost. Some features or applications may require additional hardware and/
or specific software.
Some system features can only be accessed by an
administrator. For information about these features, see the
Frequently Asked Questions on page 135.
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,
registered marks, or registered service marks of their respective owners.
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Inter-Tel , Axxess , Enterprise , Unified Communicator , and CommSource are reg-
istered trademarks of Inter-Tel, Incorporated.
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Microsoft , Windows , ActiveSync , and Outlook are registered trademarks of
Microsoft Corporation.
CONTENTS
FINDING YOUR WAY . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1
Welcome. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2
About This Guide . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2
About Your Endpoint . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3
Telephone Interface. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7
About the Operating System . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 12
About Voice Mail . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 15
What You See and Hear . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 19
Software Compatibility . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 20
Guidelines for Using the Model 8690 Endpoint . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 21
Endpoint Basics . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 22
Setting Up Voice Mail . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 26
Accessing Your Mailbox. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 29
Disabling and Enabling ASR . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 30
GETTING STARTED . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 31
Introduction . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 32
Setting Backlight Options . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 33
Configuring VLAN Ports. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 34
Using the System Tray Menu . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 35
Installing Software and Firmware Upgrades . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 42
Making and Receiving Calls. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 45
Placing Calls On Hold. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 50
Placing Conference Calls. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 51
Transferring Calls . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 52
Using Reverse Transfer . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 53
Forwarding Calls. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 54
Redialing a Number . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 56
Accessing Voice Mail Messages . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 57
Using Do-Not-Disturb Mode. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 63
Using Reminder Messages . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 65
MOVING ON . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 67
Introduction . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 68
Setting Endpoint Preferences . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 68
Setting Mailbox Preferences . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 71
©Inter-Tel, Inc. April 2005 printed in US
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CONTENTS
Speed Dialing. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 77
Paging . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 80
Performing a “Hookflash” During a Call. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 81
Using Account Codes. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 81
Screening Calls . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 82
Using the Directories . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 82
Programming Remote Feature Access. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 86
Requesting Agent Help. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 88
Working in Hunt Groups. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 89
USING UC . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 93
Introduction . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 94
Logging On and Off of UC . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 94
Using UC Views. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 95
Unified Communicator View. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 96
Messages View . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 102
Call List View . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 103
Call Log View. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 107
Address Book View. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 111
Call Routing View . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 117
USING E-MAIL READER . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 119
Introduction . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 120
E-Mail Reader Features . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 121
Using Your Advanced Mailbox. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 122
Setting Up Your E-Mail Password . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 123
Accessing E-Mail Messages . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 125
Accessing Fax Messages. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 128
Recovering Deleted Messages . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 129
Changing Message Envelopes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 130
Voice Mail Flowchart (Advanced Mailbox) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 131
LEARNING MORE . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 133
Introduction . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 134
What the Administrators Can Do for You . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 134
Frequently Asked Questions (FAQs). . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 135
Default Feature Codes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 139
INDEX . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 143
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Finding Your Way
Welcome . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2
About This Guide . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2
About Your Endpoint. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3
Endpoint Connectors . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4
Optional USB Devices . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5
Message Indicator Lamp . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5
Reset Button. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 6
Power Requirements . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 6
Telephone Interface . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7
Feature Buttons . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 8
Display and Menu. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 9
Unified Communicator Elements . . . . . . . . . . . . . . . . . . . . . . 10
Interface Skins . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 11
About the Operating System. . . . . . . . . . . . . . . . . . . . . . . . . . . . 12
Input Panel . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 13
System Memory and Storage. . . . . . . . . . . . . . . . . . . . . . . . . 13
System Registry . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 14
Operating System Help . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 14
About Voice Mail . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 15
Enterprise Messaging. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 17
Automatic Speech Recognition (ASR) . . . . . . . . . . . . . . . . . . 18
What You See and Hear. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 19
Software Compatibility . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 20
Guidelines for Using the Model 8690 Endpoint. . . . . . . . . . . . . 21
Endpoint Basics. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 22
Adjusting Your Endpoint’s Viewing Angle . . . . . . . . . . . . . . . 22
Displaying Information on Your Endpoint. . . . . . . . . . . . . . . . 22
Using the Speakers and Microphone . . . . . . . . . . . . . . . . . . . 23
Using the Message Button . . . . . . . . . . . . . . . . . . . . . . . . . . . 24
Using a Headset. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 25
Setting Up Voice Mail. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 26
Initializing Your Mailbox . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 26
Recording Your Personal Greetings. . . . . . . . . . . . . . . . . . . . 27
Recording Your Voice Mail Directory Name. . . . . . . . . . . . . . 28
Accessing Your Mailbox . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 29
Disabling and Enabling ASR. . . . . . . . . . . . . . . . . . . . . . . . . . . . 30
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Inter-Tel Model 8690 User Guide (ITP Mode)
1
WELCOME
Your new Model 8690 endpoint provides access to several features, each of which is
described in this guide. The Inter-Tel multi-protocol endpoints support two different
modes of network protocols, and can operate in either Inter-Tel Protocol (ITP) mode
or Session Initiation Protocol (SIP) mode. The operating mode determines which fea-
tures and options are enabled on the endpoint. This guide is for the Model 8690 end-
point operating in ITP mode. If your endpoint is configured to operate in SIP mode,
request a copy of the Model 8690 User Guide: Session Initiation Protocol Mode (part
number 550.8025) from your system administrator.
The About This Guide section below lists the different sections in this user guide and
describes the type of information you can find there.
ABOUT THIS GUIDE
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This guide contains instructions for using the Model 8690 endpoint on the Inter-Tel
telephone system. To help you find information more quickly, this guide is divided
into six separate sections, as indicated by the tabs. These sections include the follow-
ing:
•
•
•
Finding Your Way: This section provides you with a picture of the Model 8690
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.
•
Using UC: This section includes information on how to use the advanced com-
munication features available with Unified Communicator (UC).
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•
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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 139) and an
index (see page 143) 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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Inter-Tel Model 8690 User Guide (ITP Mode)
2
ABOUT YOUR ENDPOINT
Your Model 8690 is a desktop endpoint that uses the technology available with a Per-
sonal Data Assistant (PDA). The operating system on the endpoint is a customized
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version of Microsoft Windows CE .NET 4.2. The Model 8690 has a Liquid Crystal
Display (LCD) touch screen that displays a telephone interface with traditional tele-
phone elements that include a display, dialpad, feature buttons, and menu buttons. A
stylus pen provides access to elements on the interface.
Additional endpoint features include:
•
•
•
Headset Jack: Connects to a headset.
Handset Jack: Connects to a handset.
Two Speakers: Provide audio output.
•
•
•
Message Indicator Lamp: Flashes when you have a waiting message.
Built-In High Fidelity Microphone: Allows you to use the endpoint handsfree.
Hearing Aid-Compatible (HAC) Handset: Allows you to make and receive
calls privately.
Headset/Handset
Jacks
Message Indicator Lamp
Speakers
Touch Screen
Stylus
Microphone
Hearing Aid-Compatible
(HAC) Handset
NOTE: The Model 8690 is not designed to be wall mounted.
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Inter-Tel Model 8690 User Guide (ITP Mode)
3
Endpoint Connectors
Your Model 8690 endpoint has various connectors that are required for an IP end-
point. Two light-emitting diodes (LEDs) on the PC ports and LAN/Power jack indi-
cate link status and the speed of the connections.
The ports and connectors on the Model 8690 endpoint include the following:
•
External Microphone Jack: Allows you to connect an external microphone to
the endpoint.
•
External Speaker Jack: Allows you to connect an external speaker to the end-
point.
•
•
Reset Button: Resets the connection to the network.
Compact Flash (CF) Port: Allows you to connect a CF memory card if addi-
tional memory is needed.
•
Personal Computer Memory Card International Association (PCMCIA)
Port: Allows you to connect a PCMCIA memory card if additional memory is
needed.
•
•
LAN/PWR Jack: Connects the endpoint to a network hub/switch and the power
supply.
Universal Serial Bus (USB) Client Port: Connects the endpoint to a host com-
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puter running ActiveSync .
•
•
USB Host Port: Allows you to connect a keyboard, mouse, or other USB device
to your endpoint.
Three PC Ports: Allows you to connect your PC or any other 10/100 Ethernet
device to your endpoint.
Back
RESET BUTTON
MIC SPKR
LEDs
PCs 1, 2, and 3
USB CLIENT
USB HOST PCMCIA
LAN/PWR
CF
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Inter-Tel Model 8690 User Guide (ITP Mode)
4
Optional USB Devices
You can connect a standard USB device to your Model 8690 endpoint using a stan-
dard USB cable (not included) connected to the USB host port on the back of the end-
point (see page 4). The operating system will automatically detect the device when
the endpoint is powered on.
If you connect a USB keyboard, you can configure the keyboard properties under
Start - Settings - Control Panel - Keyboard. You can also use the USB host port to
connect a mouse. You can configure mouse properties under Start - Settings - Control
Panel - Mouse.
If you would like to connect both a mouse and a keyboard to the endpoint, you will
need to use two USB cables. First connect the mouse to the keyboard and then con-
nect the keyboard to the USB host port on the endpoint. The operating system recog-
nizes all daisy-chained USB devices.
Message Indicator Lamp
The Message Indicator lamp (located at the top, right corner of the endpoint) flashes
whenever there is one or more waiting messages. In addition, the display indicates the
number of messages you have waiting. See page 25 for instructions on retrieving mes-
sages.
NOTE: By default, the message lamp is programmed to light when you receive a new
voice mail message. However, this lamp can be programmed for other functions. Check
with your system administrator if you are unsure what your endpoint’s lamp is pro-
grammed to indicate.
If desired, you can program the endpoint so that the message lamp does not flash,
even when new messages are waiting. For details, see page see (see page 34).
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Inter-Tel Model 8690 User Guide (ITP Mode)
5
Reset Button
The Reset Button on the back of the endpoint immediately shuts down the operating
system and any applications that are currently running on the endpoint. When the
Reset Button is pushed, the screen goes blank, and the default settings are restored.
After a few moments the operating system restarts and the client application re-opens
when network connectivity is re-established.
CAUTION
Do not press the Reset button on your endpoint unless you are told to do so by
your system or network administrator. Desktop shortcuts and any preferences
that have not been saved in the registry are lost when you press the Reset button. In
addition, the endpoint will require additional programming to restore it to its previ-
ous operational state.
Power Requirements
The Model 8690 should remain powered on at all times. The endpoint receives power
from an individual power supply unit. It is important to use a power supply unit that is
compatible with the endpoint. The Inter-Tel Universal Power Supply (part number
806.1119) is compatible with the Model 8690 endpoint and is available through Inter-
®
Tel’s CommSource division.
It is recommended that you plug your endpoint’s power supply unit into an Uninter-
ruptible Power Supply (UPS). If your endpoint’s power supply unit is not plugged
into a UPS and the power fails, the current call will be dropped.
NOTE: Contact your network administrator to order a new power supply unit for your
endpoint.
Your system may be configured to use a centralized power source (power over Ether-
net) as a backup power source. Your network administrator will explain how to con-
nect your endpoint to the centralized power source. If your power supply unit fails
and your system is running power over Ethernet, you will be able to use the audio
portion only of the endpoint. Power over Ethernet does not support the display portion
of the endpoint.
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Inter-Tel Model 8690 User Guide (ITP Mode)
6
TELEPHONE INTERFACE
The Model 8690 user interface contains elements that simulate a traditional Inter-Tel
six-line display endpoint. These elements allow you to place and receive calls and
access endpoint and voice mail features from the Model 8690 just like a conventional
Inter-Tel endpoint. The interface includes the following elements:
•
•
Navigation buttons: Provide access to UC views (see page 10).
Six-line display: Provides extension and system information and a menu for
accessing additional options or features.
•
Menu buttons: Allow you to scroll through options and make selections based
on the active feature.
•
•
Dialpad buttons: Allow you to enter numbers and letters.
Feature buttons: Provide quick access to various telephone and voice mail fea-
tures.
Navigation
Buttons
Extension and Name
Time, Day, Date
25698 SALLY USER
10:15 THUR SEP 4
Display
OUTGOING
DND
Menu Buttons
DIRECTORY
OTHER FEATURES
Feature
Buttons
Alphanumeric
Dialpad Buttons
Navigation
Buttons
NOTE: The instructions throughout this user guide assume that you are using the sty-
lus with the endpoint. When you are instructed to “press” an area on the screen, gently
tap the appropriate area of the touch screen with the stylus.
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Feature Buttons
The feature buttons are designed to automate some of the commonly-used functions,
such as dialing an outside number. Each of these is described in the table below.
BUTTON
Mute
IF YOU...
YOU CAN...
PG.
Press Mute
Mute the microphone.
23
Press Fwd
Forward your calls.
Answer a call.
54
46, 48
23
Fwd
Press Answer
Answer
Speaker
Outgoing
Press Speaker
Put a call on the speaker.
Place an outgoing call.
Press Outgoing and dial
the number
47
Press Hold
Put a call on hold.
50
24
68
Hold
Press Message
Leave or listen to a message.
Adjust volume.
Message
Press the Up or Down Volume
arrow
Volume Up
Volume Down
Press the Auto Dial button (@)
Enable/disable the auto dial feature.
37
Auto Dial
In addition to the buttons identified in the preceding table, your endpoint has a Spe-
cial button ( ). Depending on how your telephone system is configured, you may
need to press this button before you dial a feature code. Consult your system adminis-
trator if you have questions about how your system is configured.
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Display and Menu
The six-line display area of the interface provides basic system information as well as
a menu to access more advanced endpoint features. The first line of the display con-
tains the extension and name of the user. The lower four lines of the display contain
menu options that change according to the feature that you are currently using. To
select an option on the menu, press the menu button closest to it. If there is only one
option on a line, you can press the button on either side. (You can also select the text
in the display.)
Because the menu display can only support 16 characters, you may see a few abbrevi-
ations. The most commonly used abbreviations are provided in the table below.w
ABBREVIATION
ACCT CODE
CNF
WORD/PHRASE
Account Code
Conference
DEST
Destination
DIR
Directory
DND
Do-Not-Disturb
Extension
EXT
MSG
Message
RCL
Recall
SPKR
Speaker
SPKRPHN
STN SPD
SYS SPD
TFR
Speakerphone
Station Speed Dial
System Speed Dial
Transfer
TG
Trunk Group (a group of outside lines)
Trunk (an outside line)
TRNK
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Unified Communicator Elements
Unified Communicator (UC) is a productivity tool designed to help you manage your
sonal computers, desktop endpoints, cell phones, handheld organizers, and speech.
With multiple interfaces, you can access features and functionality, no matter where
you are.
The UC elements on the telephone interface consist of the system tray icon in the sys-
these elements appears below. For instructions on how to use UC features and options
on your endpoint, see page 93.
System Tray Icon
When the client application is running, the system tray icon appears in the Windows
®
system tray. The system tray is located in the lower-right portion of the taskbar near
the clock. If you press the icon, the system tray menu is displayed. For menu options
and instructions, see page 35.
The system tray icon represents the current UC status as one of the following:
You are not currently logged on to UC.
You are currently logged on to UC and your status is available.
You are currently logged on to UC and your status is unavailable.
Navigation Buttons
The navigation buttons on the interface provide access to UC views. Pressing a navi-
gation button highlights the button and displays the associated view. Pressing the but-
ton again closes the view. At any time, you can press the Display or Dialpad
•
•
•
•
•
Unified Communicator: Provides access to advanced UC features (see page 96).
Messages: Displays a list of various messages (see page 103).
Call List: Displays a list of your current calls (see page 103).
Call Log: Allows you to view a history of your recent calls (see page 107).
Address Book: Allows you to store and manage contact information (see
page 111).
•
Call Routing: Allows you to enable and disable call routing rules (see page 117).
NOTE: The names for the navigation buttons may vary slightly depending on the skin
that you are using. The instructions in this user guide assume you are using the default
skin (Globe).
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Interface Skins
You can customize your endpoint’s appearance by selecting a “skin” and applying it
to the interface. All skin options include navigation buttons, a display, a dialpad, and
feature buttons. Skin options for the interface are shown below.
Facets
Retro
Globe
(Default Skin)
Heavy Metal
Flower Power
To select a skin for the interface:
1. Press the system tray icon (see page 10), then select Options from the menu.
The Options dialog box opens to the Session tab.
2. Press the Appearance tab, then enable the Specify alternate appearance option.
3. Press Browse to navigate to the program folder where the desired skin is stored,
and select the skin specification file. (The specification file has an.xml file
extension.)
4. Press OK.
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ABOUT THE OPERATING SYSTEM
The operating system on the Model 8690 is a customized version of Microsoft Win-
dows CE .NET V4.2. When you first power up your endpoint, the screen remains
blank for approximately 10 seconds. After this period, the Windows CE .NET desktop
appears, followed by the Loading Application Appearance dialog box. This dialog
box signals that the telephone application is launching. Once it has launched, the tele-
phone interface (see page 7) covers the entire desktop except the taskbar.
To minimize the telephone interface and access the desktop area of the screen, press
the telephone icon or the Show Desktop icon located on the taskbar, as shown below.
When you minimize the interface, you have access to the desktop. To restore the
interface, press either icon again.
Taskbar
Show Desktop Icon
Telephone Application Icon
The version of Windows CE .NET running on the Model 8690 has been customized
specifically for the endpoint. This version is different from Windows PC operating
systems and Windows handheld/mobile device operating systems. When using Win-
dows CE .NET, you may notice the following differences:
•
The Windows Viewer applications that are included in the operating system do
not have the full functionality that their counterparts do on Windows PC operat-
ing systems. These applications include Word, Excel, PowerPoint, Media Player,
and Internet Explorer.
•
A range of applications, tools, and functionality normally included in PC operat-
ing systems, such as Microsoft Outlook , administrator tools, fonts, etc., are not
®
included with Windows CE .NET.
•
•
Some applications will not work with Windows CE .NET. Before running an
application, make sure it is compatible with Windows CE .NET.
Because Windows CE .NET has limited RAM available for executing programs,
you may experience much slower processing times than you are accustomed to
on your desktop PC.
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Input Panel
The operating system includes an on-screen keyboard function called the Input Panel.
When a feature requires you to enter characters, the Input Panel pops to the front of
the screen. To access the Input Panel, press the Input Panel icon ( ) located in the
far-right corner of the taskbar. Then select LargeKB (large keyboard). You can relo-
cate the Input Panel by pressing the title bar with the stylus and dragging it to another
area of the screen. To hide the Input Panel, press the Input Panel icon and then press
Hide Input Panel.
If you connect an external keyboard to your endpoint (see page 5), it is recommended
that you disable the Input Panel.
To disable the Input Panel:
1. Press Start - Settings - Control Panel.
2. Double-press Input Panel.
3. Disable the Allow applications to change the input panel state option.
4. Press OK.
5. Save the registry (see page 14).
System Memory and Storage
The Model 8690 ships with 128 MB of RAM and 64 MB of flash RAM. The tele-
phone application is pre-loaded on the device, and you have approximately 5 MB of
RAM available for use.
CAUTION
The Model 8690 does not have a built-in hard drive. Storage memory will not
survive a reset or an upgrade to the operating system unless the files are
stored in the Mounted Volume folder on the endpoint (My Com-
puter\Mounted Volume) or on a host that is accessible from the Model 8690.
Desktop shortcuts and any preferences that have not been saved in the registry
(including UC preferences) will be lost if you upgrade the operating system or if
the endpoint resets.
You can view the available amount of system memory using the System Properties
dialog box. System memory is divided into Storage Memory (see caution above) and
Program Memory. Program Memory is used for executing programs.
To view system memory:
1. Press Start - Settings - Control Panel.
2. Double-press System.
3. Select the Memory tab.
NOTE: While using the Memory tab, you can re-assign the system memory. Check
with your network administrator before adjusting this.
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System Registry
The information stored in the Windows CE .NET registry is not accessible. The regis-
try contains a number of settings and preferences that are saved in two separate loca-
tions for backup purposes.
To safeguard registry settings, it is recommended that you save the registry after you
make changes to operating system preferences using the Control Panel, and to UC
preferences using the system tray menu. If the endpoint loses power during a registry
update, the registry will be destroyed. However, the last saved version of the registry
can be recovered upon reboot.
Saving the registry takes approximately 60 seconds to complete. To avoid locking up
the endpoint, do not make additional changes to your preferences until the “Registry
Saved Successfully” dialog box is displayed.
NOTE: Normally, the endpoint should remain powered on at all times. If your system or
network administrator tells you to power off your endpoint, it is recommended that you
save the registry first.
To save registry settings:
1. Press Start - Programs - Save Registry.
2. Press Yes to save registry settings.
When the “Registry Saved Successfully” message appears, press OK.
Operating System Help
A help file is provided with the Windows CE .NET operating system and can be
accessed under the Start menu. The information in this file is provided by Microsoft
and is limited to Windows CE .NET and the viewer applications that come with the
operating system. Because the operating system has been customized, some of the
information provided in this file may not apply to your endpoint. See page 41 for
more information about accessing the help files created specifically for the telephone
and UC.
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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
sets up one or more “group lists” of mailboxes, you can send a message to a group of
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 119 for information and instructions about using E-Mail Reader fea-
tures. For a voice mail flowchart for advanced mailbox users, see page 131.
•
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 149.
®
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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15
and advanced mailbox users. The instructions for the following common mailbox
tasks are included in this section as well as the Getting Started and Moving On sec-
tions of this guide:
•
•
•
•
•
•
•
•
•
•
•
•
•
•
•
Initializing your mailbox (see page 26)
Recording your personal greetings (see page 27)
Recording your voice mail directory name (see page 28)
Accessing your mailbox (see page 29)
Disabling and enabling ASR (see page 30)
Accessing voice mail messages (see page 57)
Recording and sending voice mail messages (see page 60)
Canceling unheard voice mail messages (see page 62)
Changing your mailbox password (see page 71)
Changing the call screening transfer method (see page 73)
Programming a fax destination (see page 74)
Changing the message search order (see page 74)
Programming remote messaging (see page 75)
Screening calls (see page 82)
Using the voice mail directory (see page 84)
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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 15). 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 119.
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 123). 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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WHAT YOU SEE AND HEAR
Your Model 8690 endpoint and the telephone system come equipped with many fea-
tures. To help you understand what everything means, it is recommended that you
read the following information before you use your endpoint:
•
The endpoint has a 640x480 pixel LCD touch screen. To access the elements on
instructed to “press” an area on the screen, gently tap the appropriate area of the
touch screen with the stylus.
•
•
To “right-click” an element on the screen, press and hold the stylus on an icon. A
ring of black dots appears indicating a right mouse click, and the “right-click”
menu appears.
If the endpoint remains idle for more than four hours, the backlight on the screen
will time out and the screen will go dark (see page 33 to change the default back-
light timeout). To “wake” the screen, either lift the handset or touch the screen.
The display automatically “wakes” when you make or receive a call.
•
To enter letters and numbers when using basic endpoint features, use the dialpad
on the interface. To switch to alphanumeric mode from numeric mode, press
Message. If the Message Indicator lamp is lit, you are in alphanumeric mode,
which allows you to enter letters. If the Message Indicator lamp is unlit, you are
in numeric mode and can only enter numbers and special characters. When enter-
ing letters and numbers, to backspace press Mute to backspace. To insert a for-
ward space, press Fwd.
•
•
The telephone application’s audio feature has priority over the operating system’s
audio feature. For example, if you are running Windows Media Player to play
music and your endpoint receives a call, the audio for Media Player is cut off,
and audio output switches to the call. When the call ends, audio is switched back
to Media Player. You can configure audio properties under Start - Settings - Con-
trol Panel - Volume & Sounds.
If you hear four fast tones or repeating fast tones, you have pressed an invalid
button combination, tried to select a restricted line, dialed a restricted or invalid
number, dialed too slowly between digits, or waited too long before performing
the next step. Hang up and try again.
•
•
•
Your telephone system may be programmed for one or two dial tones. Systems
with two dial tones have one for intercom calls and one for outside calls.
Many features “time out” if you wait too long before performing the next step. If
this happens, you must hang up and start over.
Off-hook” means that the handset is lifted and “on-hook” indicates that the hand-
set is in the cradle. For example, you must first go “off-hook” to make a call, but
you must go “on-hook” to end a call.
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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.
Your Model 8690 endpoint is compatible with the following Inter-Tel software:
®
•
•
•
•
Inter-Tel 5000 system software v1.0 and later
®
Axxess system software v8.1 and later
®
Unified Communicator v2.1 and later
®
Enterprise Messaging v1.0 and later
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Inter-Tel Model 8690 User Guide (ITP Mode)
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GUIDELINES FOR USING THE MODEL 8690 ENDPOINT
It is recommended that you read the following guidelines before using your Model
8690 endpoint:
•
•
•
Consult your system administrator and your local Inter-Tel servicing company for
important information about dialing emergency services from your Model 8690
There can only be one memory card (PCMCIA or CF) inserted when you power
on the endpoint. If you use both types of memory cards, remove one card before
powering up the endpoint.
Generally the endpoint should remain powered on at all times. Do not power
down the endpoint unless you are instructed to do so by your network administra-
tor. If you are instructed to power down your endpoint, save the registry first (see
page 14). If you do not save the registry, your preferences will be lost when you
power down the endpoint.
•
•
Consult your network administrator before setting options in the Advanced sub-
menu, you should not use them unless your network administrator has supplied
Periodically, the endpoint checks for software upgrades. When an upgrade is
available, the Software Upgrade dialog box opens, and you are prompted to
install the upgrade. You must take certain precautions to safeguard data and
preferences before performing an upgrade to the operating system. See
page 42 for important information about installing software upgrades.
•
•
•
To avoid a flash memory conflict, do not make or receive calls while upgrading
ware upgrades.
Because the Model 8690 does not contain a battery, any data and/or files in stor-
age memory that are not saved in the Mounted Volume folder will be lost when
the device looses power.
Because the Model 8690 has a limited storage capacity, it is recommended that
you save applications and data on a host, such as a desktop PC or a memory card
(see page 5) that is accessible from the endpoint. For example, using a 128 MB
Compact Flash memory card significantly increases the available storage on the
Model 8690. Any data or files saved on the memory card will be saved even if
the endpoint loses power or resets.
•
Before you begin using UC on your endpoint, note that some options must be
changed or implemented from the UC Web Client on your PC (see page 95). You
cannot access the UC Web Client URL from your endpoint’s browser.
For additional information about Windows CE .NET, go to
www.microsoft.com/windows/embedded/ce.net/default.asp.
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ENDPOINT BASICS
Before you begin using your endpoint, take a moment to learn how to complete basic
tasks such as adjusting the angle of the endpoint, using the speaker and the micro-
phone, and using a headset.
Adjusting Your Endpoint’s Viewing Angle
Your Model 8690 endpoint has an adjustable base that allows you to tilt it to enhance
the viewing angle.
To adjust the viewing angle of the endpoint:
1. Position the bottom of the endpoint’s base on a flat surface.
2. Tilt the endpoint to the desired angle.
3. Place the “feet” of the support mechanism in the holes on the base to secure the
position of the endpoint.
Displaying Information on Your Endpoint
Your Model 8690 endpoint has two lines of display that contain system and call infor-
mation, such as the date and time or the outside party’s name/number.
Date, Time, Name, and Extension Number
You can temporarily display the system date and time, your username, and your
extension number at any time.
To show the date and time display (while on a call, in DND, etc.):
3
0
0
Press
and dial
.
Outside Party’s Name/Number
If you are currently connected to an outside caller with Caller ID, you can toggle
between displaying the caller’s name and number.
To show the outside party’s name:
3
7
9
Press
and dial
.
NOTE: If there is no outside party name available, the display shows CANNOT
ACCESS FEATURE.
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Using the Speakers and Microphone
If you are not using a headset, you can talk handsfree using your speakers and micro-
phone. The microphone has a mute feature, which, when enabled, allows you to hear
the other party but they cannot hear you. (This does not put the party on hold.) You
can also use the speakerphone for on-hook dialing, call monitoring, and background
music.
Mute Button
To mute the microphone:
Press Mute or the MUTE menu button.
To turn the mute feature off:
Press Mute or the UNMUTE menu button.
NOTE: The Mute button is also used to backspace when you are using the dialpad to
input letters or numbers.
Group Listen Using the Speaker
With the Group Listen feature, you can transmit a conversation over the speaker while
you use the handset to continue speaking. This allows other people to hear the caller
while the caller can only hear you.
NOTE: You cannot use this feature on a handsfree call. You must be on a call using
the handset before entering the feature code.
To turn the group listen feature on or off during a call:
3
1
2
Press
and dial
. You hear a confirmation tone and the display
shows GROUP LISTEN ON or GROUP LISTEN OFF. (The other party will not hear
the confirmation tone.)
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Using the Message Button
In today’s busy world, it’s almost guaranteed that someone will call you while you are
on another call, away from your work station, or in DND. When this occurs, the other
party can leave a message for you. When you have received a message from another
party, your endpoint’s Message Indicator lamp flashes. When you press Message, a
call is automatically placed to the calling endpoint or voice mail system to retrieve the
message.
When you leave a message, you can:
•
Have the called party return your call. When the party you called responds to
the message indication, a call is automatically placed to your endpoint.
•
Leave a message with the called party’s message center, (which can be a per-
son or voice mail). When the party you called responds to the message, a call is
automatically placed to his or her message center instead of your endpoint.
To indicate that a message is waiting, the Message button and the Message Indicator
lamp flash, and the display shows the number of waiting messages.
Leaving Messages
To leave a station message while on an intercom call: Press Message or the LEAVE
MESSAGE menu button and hang up.
To leave a voice mail message while on an intercom call: Press Message or the
LEAVE MESSAGE menu button and wait for the message center to answer.
To leave a silent message without placing an intercom call:
1. Press Message and then press the LEAVE MESSAGE menu button.
2. Dial the desired extension number and hang up.
To cancel a message that you left at another endpoint:
1. Press Message and then the CANCEL MESSAGE menu button.
2. Dial the extension number of the endpoint where you left the message.
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Retrieving Messages
To retrieve a message (Message Indicator lamp is flashing):
Lift the handset and press Message. A call is automatically placed to the endpoint or
message center that left the message. (See page 29 for information about accessing
your mailbox.)
To select the message you want to answer first:
1. With the handset in the cradle, press the VIEW MESSAGE menu button to view
the waiting message. If more than one message is waiting, scroll to the desired
message using the PREVIOUS or NEXT menu buttons or press the high (up
arrow) or low (down arrow) end of the Volume button.
2. Press the REPLY menu button to respond to the desired message.
To cancel a waiting message:
1. Press Message or the VIEW MESSAGE menu button to view the message to be
canceled.
2. Press
or the DELETE menu button to cancel the displayed message.
*
Using a Headset
With an electret headset, you can talk on the endpoint handsfree, without using your
speaker and microphone.
NOTE: If your headset has a power-saver mode, make sure the system administrator
has the Headset Connect Tone flag enabled in the telephone system. If this flag is not
enabled, you may miss the first few seconds of incoming calls.
To connect a headset:
1. Insert the headset plug into the headset jack.
3
1
5
2. With the handset in the cradle, dial
(Headset On feature code) or
3
1
7
dial
SET MODE ON.
(Headset On/Off feature code). The display shows HEAD-
NOTE: If using a headset, press Speaker to connect and disconnect calls.
To disconnect a headset:
1. Unplug the headset cord from the headset jack.
3
1
6
2. With the handset in the cradle, dial
(Headset Off feature code) or
3
1
7
dial
SET MODE OFF.
(Headset On/Off feature code). The display shows HEAD-
NOTE: If you have both a headset and a handset connected to your endpoint and you
are using the headset, you can quickly transfer audio to the handset by lifting the hand-
set from the cradle. Press Speaker to transfer the call back to the headset before
replacing the handset in the cradle.
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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 119 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.)
NOTE: If you do not know the voice mail extension number, check with your voice
mail administrator.
2. Say “Login” or press
3. Say or enter your mailbox number using the dialpad digits.
to identify yourself as a subscriber.
*
4. Enter your default password using the dialpad digits.
NOTE: Your mailbox number is your default password.
If you want a password, say or enter a new password using digits 0-9 (up to 12
digits). Then press
If you do not want to use a password, just say “Skip” or press
5. Say “Accept” or press to accept the entry or say “Erase” or press
. The messaging system plays back your password.
#
.
#
3
to
#
re-enter your password. The system prompts you to record your directory name.
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6. After the tone, record your first and last name.
7. 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 (press
0
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 29.
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/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
• Say “Cancel” or press
to accept the greeting.
to replay the greeting.
to add to the greeting.
to erase and re-record the greeting.
to exit without changing your greeting.
#
1
2
3
*
6. 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 29.
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
a tone, record your first and last name. Then say “Accept” or press
accept your recorded name.
5. Hang up.
. Your current name is played.
again 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
to
#
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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 119 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 75). It also alerts you if a programming error has been detected
when attempting to place a Remote Messaging call.
To access your mailbox:
1. Dial the voice mail extension number. (You hear the main menu.)
2. During or after the greeting, say “Login” or press
to identify yourself as a
*
subscriber.
3. Say or enter your mailbox number.
4. Enter your mailbox password (if programmed), then press
. If you do not
#
have a password, press
to bypass the password prompt. See page 71 for
#
information on programming passwords.
NOTE: Generally, saying “Skip” or pressing
during any voice mail operation will
#
advance you to the next step. For example, when leaving a voice mail message for
another voice mail user, you can say “Skip” or press to skip the person’s introduc-
tory message and proceed directly to the recording phase. Similarly, while listening to
messages, you can say “Skip” or press to skip the system-generated voice
prompts and proceed directly to the playback phase. Also, at any menu level, you can
say “Cancel” or press to cancel or return to the previous menu.
#
#
*
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DISABLING AND ENABLING ASR
If your telephone system uses Enterprise Messaging (EM), your mailbox may have
the Automatic Speech Recognition (ASR) feature enabled. When ASR is enabled for
your mailbox, you have the option of issuing a spoken command or pressing a dialpad
button.
accessing option number eight on the main subscriber menu. This option disables
ASR for that particular call only.
Option number eight is used as a toggle, and you can re-enable ASR by pressing the
number eight again on the main subscriber menu only. Also, if you press a dialpad
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 18.
NOTE: If your mailbox has E-Mail Reader enabled, you have an advanced mailbox.
See page 119 for information and instructions about using E-Mail Reader features.
To temporarily disable ASR:
1. Access your mailbox as described on page 29.
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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Redialing a Number . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 56
Accessing Voice Mail Messages . . . . . . . . . . . . . . . . . . . . . . . . 57
Listening to Messages . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 57
Recovering Deleted Voice Mail Messages. . . . . . . . . . . . . . . 59
Recording and Sending Voice Mail Messages. . . . . . . . . . . . 60
Canceling Unheard Voice Mail Messages . . . . . . . . . . . . . . . 62
Using Do-Not-Disturb Mode . . . . . . . . . . . . . . . . . . . . . . . . . . . . 63
Using Reminder Messages . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 65
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INTRODUCTION
Now that you know what your endpoint can do, it’s time to start using it. In this sec-
tion, you’ll learn how to make and receive calls, transfer calls, retrieve voice mail
messages, and much more. Most of the features in this section do not require the end-
point to be logged on to UC. For instructions on how to use UC advanced features on
your endpoint, see page 93.
For additional information about client application and operating system options and
settings, see the Model 8690 Administrator’s Guide.
CALIBRATING THE SCREEN
Before using the touch screen, it is important to calibrate it. Calibration ensures the
display interprets the stylus presses accurately. These settings are stored in the Win-
dows CE .NET registry and may need to be configured again if the registry is lost or
reset.
To test and calibrate the screen:
1. Press Start - Settings - Control Panel.
2. Double-press Stylus.
3. Test your settings using the icons on the Double-Tap tab.
4. If the screen does not respond to your presses properly, press the Calibration tab.
5. Press Recalibrate.
6. Press and hold the stylus on the center of the target in every position on the
screen.
7. Tap the screen to save the settings in the registry.
8. Press OK.
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SETTING BACKLIGHT OPTIONS
To save power and extend the life of the display, you can set an option that will auto-
matically shut off the display’s backlight. When the endpoint remains inactive for the
specified amount of time, the display automatically goes into “sleep” mode and the
incoming call or input from an external mouse or keyboard will also “wake” the
screen.
The default backlight timeout is four hours. You can select a different backlight time-
out as explained below.
NOTE: UC Message alerts (see page 117) and status alerts (see page 118) do not
“wake” the screen, however software upgrade prompts (see page 42) do.
To change the default value for the backlight timeout:
1. Press Start - Settings - Control Panel.
2. Double-press Display.
3. Select the Backlight tab.
4. Select the Automatically turn off backlight while on external power option.
5. Select the amount of time you want the endpoint to remain idle before the back-
light turns off. Timeout choices include:
• 1 minute
• 2 minutes
• 5 minutes
• 10 minutes
• 15 minutes
• 30 minutes
• 1 hour
• 4 hours
6. Press OK.
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CONFIGURING VLAN PORTS
To improve voice quality and security, your network administrator may place your
endpoint in a Virtual Local Area Network (VLAN).
A VLAN is a network of computers that behave as if they are connected to the same
wire, even though they may be physically located on different segments of a LAN.
VLANs minimize congestion on the network because they allow voice and data to be
routed more efficiently. If your endpoint resides on a VLAN, your network adminis-
trator may instruct you to program the VLAN ID for the ports.
NOTE: Do not configure the VLAN ID for your endpoint unless instructed to do so by
your network administrator.
To configure VLAN IDs for the ports:
1. Press Start - Settings - Control Panel.
3. Double-press AUMAC1. The 'AU1x00 Ethernet Controller' Settings dialog box
opens as shown above.
4. Select the VLAN tab.
5. Select the VLAN ID number (supplied by your network administrator) for the
Phone Port and the Downlink Ports using the associated scroll buttons.
6. Press OK.
7. Save the registry (see page 14).
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USING THE SYSTEM TRAY MENU
To access the system tray menu, press the system tray icon (see page 10) to display
the menu. Menu-accessible options are discussed throughout this section.
Setting Options
The system tray menu provides access to the Options dialog box, which allows you to
set options for your client application. The Options dialog box contains the Session,
Appearance, Behavior, Advanced and About tabs. These tabs have options you can
set and information about the endpoint.
The following instructions explain how to set the available options in the Options dia-
log box. Some of these settings require information you must obtain from your net-
work administrator. To open the Options dialog box, press the system tray icon, then
select Options from the menu. The Options dialog box opens to the Session tab.
Session Tab
To set or edit options on the Session tab:
1. Enter the Web Address that you use to access UC.
2. Enter your account Username. (This is the same username that you use to log
on to UC on your desktop PC.)
3. Enter your account Password. (This is the same password that you use to log on
to UC on your desktop PC.)
4. Enable the Automatically log on option if you would like UC to launch without
having to enter the Web address, username, and password information.
If this option is enabled, the application will not prompt you for Web address,
username and password information, unless you have not already provided it or
the logon fails.
NOTE: Enabling the Automatically log on option will not automatically launch
UC. See page 94 for instructions on how to log on to UC.
5. Press OK in the upper-right corner of the Options dialog box or select another
tab to edit.
NOTE: Check with your network administrator before changing these fields.
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Appearances Tab
tion will be displayed. Options include:
• Search Results (see page 97)
• Messages (see page 102)
• Call List (see page 103)
• Call Log (see page 107)
• Address Book (see page 111)
• Call Routing (see page 117)
3. Press OK in the upper-right corner of the Options dialog box or select another
tab to edit.
Behavior Tab
To set or edit options on the Behavior tab:
1. If desired, change the endpoint’s ring from the default:
a. Enable Specify custom ring.
b. Press Browse to navigate to the folder where.wav files are stored. Select
from a list of .wav files you want to use. The.wav files must be in the fol-
lowing format: PCM 11.025 kHz, 8 Bit, Mono.
c. Press OK.
2. Enable or disable the option for the client application to be displayed using the
Display window when field. Select from the following options:
• Phone goes off-hook (when you lift the handset or press Speaker)
• Incoming call received (when your endpoint receives a call)
3. Enable or disable the option to display alert messages using the Show alerts
when field. An “alert” is a system tray popup window that draws your attention
to specific events. Select from the following options:
• I receive a new message
• The status of a contact in my speed-dial list changes
• I receive a new call
NOTE: Alerts are only shown when you are logged on to UC.
4. Enable or disable the Flash message lamp for new messages option.
5. Press OK in the upper-right corner of the Options dialog box or select another
tab to edit.
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Advanced Tab
To set or edit options on the Advanced tab:
1. Enable or disable the Auto Dial option. If you enable this option, you must pro-
vide a telephone number. When Auto Dial is enabled the @ symbol is high-
lighted. Pressing the @ symbol quickly enables/disables the Auto Dial option.
When Auto Dial is enabled, picking up the handset dials the number you chose
for the Auto Dial option.
NOTE: Typically, you would enter the extension of the Unified Communicator
telephone client (or an attendant) in this field. When the telephone auto dials the
UC telephone client, you can use the UC Voice User Interface (VUI) to issue voice
commands such as, “Call Bob Smith” to make calls. Check with your network
administrator to obtain your system’s telephone client number. You must enable
the auto-logon option (using the Web Client - My Account link - Advanced tab
options) to use the Auto Dial option to dial the Unified Communicator telephone cli-
ent.
2. Enter the number for the Backup Number option.
NOTE: This field allows you to specify a backup telephone number that the end-
point will automatically dial when you go off hook if the Windows CE .NET sub-
system is down. Typically, you would enter a telephone number (such as the
attendant’s) in this field. If “0” is not the number you use to reach an attendant or
operator, then provide the number here. Check with your network administrator to
obtain your system’s backup number.
3. Enter the maximum amount of disk space in KB that you want to allocate for
endpoint diagnostic files on the Windows CE .NET subsystem. By default, this
is 200 KB, but is limited by the amount of available RAM on the endpoint.
NOTE: Check with your network administrator before changing this field. If this
field value is set too high, the endpoint may run out of available memory.
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4. Enable or disable the following options:
• Log to file: Diagnostics are logged to a file stored in the My Computer
folder on the endpoint. This option is ON by default.
NOTE: This file is stored in an area of the file system that will be lost if you
reset the endpoint. If you are asked to provide this file to technical support,
either copy the file off of the device, or copy the file to the Mounted Volume
folder (My Computer\Mounted Volume) before resetting the endpoint.
• Log to telephone system: Diagnostics are logged to a location on the sys-
tem. This option is OFF by default.
• Log extended information: Additional diagnostic information is logged.
This option is usually only enabled when a network administrator needs to
troubleshoot endpoint issues. Enabling this option may affect client applica-
tion performance.
NOTE: Check with your network administrator before changing these fields.
5. Press OK in the upper-right corner of the Options dialog box to save and apply
your selections.
About Tab
The About tab contains read-only and copyright information about your endpoint.
This information includes:
•
•
•
•
Model number (Model 8690)
User Interface Version
Firmware Version
Operating System Version
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Adding a .NET Passport
NOTE: This option is only available when you are logged on to UC.
Microsoft Passport is a “universal login” service that allows users to log in to many
Web sites using one account. Working with .NET Messenger service, passport holders
can also send messages online or through the telephone system if it is configured to
handle calls from this type of endpoint. Ask your network administrator if your tele-
phone system is configured to handle .NET Messenger calls.
NOTICE
At the time of this publication, Microsoft had disabled connectivity to the MSN
network for third-party products like Unified Communicator, in preparation for a
licensing model which had not yet been disclosed. Currently, the .NET Passport
dialog box allows you to enter information, but the functionality has been dis-
abled. When Inter-Tel is able to determine licensing requirements (if any) and
how that will affect the future functionality of this product, the documentation will
be updated accordingly.
To add passport information:
1. Press the system tray icon, then select Passport from the menu.
2. Enter your .NET passport Username and Password in the fields provided.
3. Enable Handle passport calls.
4. Press OK.
Using Advanced Options
This section details how to use the advanced options available on your client applica-
tion. Instructions for advanced options are located in the Model 8690 Administrator’s
Guide (part no. 550.8120) and the IP Devices Installation Manual (835.2195). It is
strongly recommended that you check with your network administrator before using
advanced options.
CAUTION
Consult your network administrator before setting options on the Advanced sub-
menu. Although you can access these options from the system tray menu, you
should not use them unless your network administrator has supplied you with all of
the network settings and additional information that are required.
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Auto Upgrade and Pending Upgrades
Although your endpoint automatically checks for upgrades, you can run the Auto
Upgrade feature using the Advanced option on the system tray menu. If there are no
new upgrades available, you will not be notified, and your endpoint will function nor-
mally. If there is an upgrade available, the Software Upgrade dialog box opens, and
you are prompted to install the upgrade. You can choose to install the upgrade imme-
diately by pressing OK or set a reminder to install it later (see page 44).
To run the Auto Upgrade feature:
1. Press the system tray icon, then select Advanced – Auto Upgrade – Check for
New Versions. The upgrade search dialog box opens.
2. Press OK to allow the system to search for software upgrades. You are not
informed if upgrades are not available.
In addition to running the Auto Upgrade feature, you can view, install, or cancel pend-
ing upgrades using the Advanced options.
To view and install pending upgrades:
1. Press the system tray icon, then select Advanced – Auto Upgrade – Pending
Upgrades. The Pending Upgrades dialog box opens and displays the status for
the following:
• Firmware
• Phone Application
• Operating System
NOTE: The Upgrade Now option indicates a pending software upgrade.
2. Press Upgrade Now next to the upgrade you want to install. There is one button
for each upgrade type.
3. When the Software Upgrade dialog box opens, press OK to install the upgrade.
To cancel pending upgrades:
1. Press the system tray icon, then select Advanced – Auto Upgrade – Pending
Upgrades. The Pending Upgrades dialog box opens and displays the status for
the following:
• Firmware
• Phone Application
• Operating System
2. Press Cancel next to the upgrade that you want to cancel. There is one button
for each upgrade type.
3. Press OK.
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Station Password
NOTE: This option is only available when you are logged on to UC.
The station password allows you to quickly add your endpoint as a device to UC.
To set the station password:
1. Press the system tray icon, then select Advanced – Set Station Password.
2. Enter your old password.
3. Enter a new password.
4. Enter the new password again to confirm it.
5. Press OK.
Default Configuration
The Default Configuration option restores the endpoint configuration to its default
state. When this option is selected, your network administrator will need to reconfig-
ure the network settings on your endpoint if they differ from the default. In addition,
you will need to re-enter your UC login information on the Session tab of the Options
dialog box, as indicated in the following instructions.
NOTE: Do not select the Default Configuration option unless you are instructed to do
so by your network administrator.
Self Test
The Self Test option is used as a diagnostics tool by your network administrator. The
self test can help determine if the endpoint is operating properly.
NOTE: Do not select the Self Test option unless you are instructed to do so by your
network administrator.
Setup Wizard
The first time your network administrator runs the client application on your Model
8690, the setup wizard automatically launches. Once the endpoint setup is complete,
the wizard will not run again unless you default the endpoint.
NOTE: Do not select the Setup Wizard option unless you are instructed to do so by
your network administrator.
Using Help
The system tray menu includes a Help option for access to telephone and UC user
information. Pressing Help opens the online help file. Navigate to the appropriate area
of the help file for assistance.
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INSTALLING SOFTWARE AND FIRMWARE UPGRADES
Your endpoint may be configured to download software and firmware updates from a
configured server automatically. If so, your endpoint will periodically check the
server to see if any updates are available. When an update is available, the endpoint
downloads it automatically. The Auto Upgrade option (see page 40) on the Advanced
submenu allows you to manually search for new software versions, and access pend-
ing upgrades.
The upgrade process is explained in the following sections.
Firmware Upgrades
Your endpoint comes pre-installed with Inter-Tel-provided firmware that allows it to
communicate with the telephone system. Firmware is software that is embedded in a
hardware device (e.g., your endpoint) that allows it to operate. Endpoints may require
updates when a new version of software or firmware is available.
When the endpoint downloads a new firmware version, you are notified that the
upgrade is starting, and the client application continues to run. You can monitor the
progress of the upgrade on the six-line display. When the upgrade is complete, the
endpoint resets and returns to normal operation.
Telephone Client Application
When the endpoint downloads a new version of the telephone client application, the
application exits and the upgrade application launches. The upgrade application
downloads the new version of the client application from the TFTP server, and you
can monitor the download progress. When the download completes, the upgrade
application launches the Windows CE .NET installation mechanism and installs the
new client application version. At this point, you are prompted for where you would
like to install the new files (the default is \\Mounted Volume\8690 Phone). Press OK
to continue with the installation. Press Yes when prompted to overwrite existing files.
You are notified when the upgrade is complete. The upgrade application launches the
new version of the client application and then exits
CAUTION
Do not press Cancel when the installation dialog box prompts you where you
would like to install the new files. At this point the previous client application has
been deleted and if you cancel the upgrade, you will need to contact your network
administrator to manually reinstall the client application. Also, do not change the
default location (\\Mounted Volume\8690 Phone) specified in the installation dia-
log box. The client application must be installed in the Mounted Volume folder to
survive a reset or an upgrade to the operating system.
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Operating System
When a new version of the operating system is downloaded, the client application
exits, and the upgrade application launches. An upgrade of the operating system takes
approximately 30 minutes to complete.
CAUTION
It is imperative that you do not interrupt the operating system process before it
completes. Do not disconnect the endpoint from it’s power source or attempt
to use the endpoint during the download process. These actions may cause
serious damage to the endpoint, and the endpoint may need to be shipped
back to Inter-Tel for repair.
The upgrade application erases the existing version of the operating system from the
persistent memory. Upon completion, the upgrade application downloads the new ver-
sion of the operating system from the TFTP server. As the new version of the operat-
ing system is downloaded, it is simultaneously written to persistent memory, and you
can monitor the progress. When the download and installation completes, you are
notified and the endpoint resets. The registry settings are lost when the operating sys-
tem is upgraded. This means that certain client application settings stored in the regis-
try are lost as well. These include the session and diagnostic options.
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Installing a New Version of Software or Firmware
When an upgrade is available, the Software Upgrade dialog box opens, and you are
prompted to install the upgrade. To install the upgrade immediately, press OK. To
install the upgrade later, you can set a reminder (see instructions below). When the
reminder timer has expired, the Software Upgrade dialog box automatically prompts
you to install the pending upgrade.
CAUTION
The Model 8690 does not have a built-in hard drive. Desktop shortcuts, and any
preferences that have not been saved in the registry (including UC preferences)
will be lost if you upgrade the operating system or if the endpoint resets. Storage
memory will not survive a reset or an upgrade to the operating system unless
your data is stored in the Mounted Volume folder on the endpoint (My Com-
puter\Mounted Volume) or on a host that is accessible from the Model 8690.
To set a reminder to install an upgrade:
1. On the Software Upgrade dialog box, set the reminder timer using the drop-
down box. Your options are:
• 1 hour
• 1 day
• 3 days
2. Press Remind Me Later. When the specified time has elapsed, the Software
Upgrade dialog box opens, and you are prompted to install the pending upgrade.
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MAKING AND RECEIVING CALLS
Making and receiving calls is the basic purpose of any endpoint. With your Model
8690 endpoint, you can make/receive intercom and outside calls and make emergency
calls.
CAUTION
Consult your system administrator and your local Inter-Tel servicing company for
important information about dialing emergency services from your Model 8690
endpoint before you begin using it.
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 system is assigned an
extension number, you can call other people in your system quickly and easily.
NOTE: Ask your system administrator for a list of extensions.
Placing Intercom Calls
To place an intercom call:
1. With or without the handset lifted, dial an extension number.
2. If your call goes through handsfree to an endpoint’s speaker, speak after you
hear a double tone.
If you hear continuous ringing, wait for the call to be answered.
The system allows you to place a call that will force the extension you are calling to
ring.
To place a call that will ring at the other endpoint until answered:
Press
before dialing the extension number.
#
NOTE: Dialing
before the extension number forces the called extension to ring
#
and overrides the handsfree option.
To program your endpoint to always send non-handsfree calls using the Ring
Intercom Always feature:
3
7
7
With the handset in the cradle, dial
. The current status is shown.
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If there is no answer or if the endpoint is busy when you place an intercom call,
you can do any of the following:
•
To leave a station message: Press Message or the LEAVE MESSAGE menu but-
ton and then hang up.
•
To leave a voice mail message: Press Message or the LEAVE VOICE MAIL
menu button and wait for the message center to answer.
NOTE: This option is only available if the called endpoint has a voice mailbox.
•
•
To camp onto a busy extension: Stay on the line and wait for the endpoint to
become available. Do not hang up. After the system timer expires, you hear
music until the endpoint is available.
NOTE: You cannot camp on to an endpoint if it is in DND 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
.)
Receiving Intercom Calls
Your endpoint can receive both intercom and non-handsfree intercom calls. If the
handsfree feature is enabled on your endpoint, intercom calls are automatically
answered. Non-handsfree intercom calls (see page 45) override the handsfree option.
If your handsfree feature is disabled, or if you receive a non-handsfree intercom call,
you must pick up the handset or press the Answer button to answer the call.
When you use Unified Communicator to route incoming calls to your endpoint, calls
will always ring the endpoint, even if you have chosen to use the handsfree feature.
Without this initial ring, your endpoint would terminate the routing of the call, poten-
tially preventing you from receiving the call on a cell phone or other device while you
are away from your desk.
To enable or disable your endpoint’s handsfree answering feature:
3
1
9
With the handset in the cradle, dial
.
To receive an intercom call:
If the handsfree feature is enabled, the call is automatically answered.
If the handsfree feature is disabled, either press the Answer button to answer the call,
or lift the handset for privacy.
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To receive a non-handsfree intercom call:
EITHER, Press the Answer.
OR, Lift the handset for privacy.
NOTE: You must lift the handset if the caller has the Ring Intercom Always feature
(377) enabled.
tons:
•
•
•
SEND TO V-MAIL: Sends the call directly to your voice mailbox. You will not
see this option if you do not have a mailbox.
IC CALL TO DND: Places your endpoint in DND mode and blocks the call.
(See page 63 for more information about DND mode.)
SEND TO DEST: Redirects the call to the intercom or outside number that you
enter. (See page 55 for more information about the Redirect Call feature.)
Outside Calls
With outside calls, you can talk to people who aren’t members of your telephone sys-
tem. When you make an outside call, however, you must dial any area codes or long
distance digits that your telephone company requires.
Placing Outside Calls
To place an outside call:
1. With or without the handset lifted, press Outgoing or the OUTGOING menu but-
ton.
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 81).
Depending on how your system is programmed, you may be able to use one of the
ton:
8
•
•
•
Dial the Outgoing Call access code (default is
).
Dial a Select Line Group access code (defaults are 92001-92208).
Dial the Automatic Route Selection (ARS) access code (default is 92000).
NOTE: Check with your system administrator to see if your system uses custom-
ized feature/access codes, or if the auto dial feature (see page 37) allows you to
dial out directly.
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To request a callback (queue on to the line) if all outgoing lines are busy when you
try to call out:
6
When you hear busy signals, press
endpoint rings.
and hang up. When the line is available, your
To cancel the queue request before your endpoint rings:
6
Press
.
When dialing the number, you can press one of the following menu buttons:
•
•
•
•
OUTSIDE DIR: Selects the speed-dial directory. (See page 82.)
STN SPEED DIAL: Selects the Station Speed-Dial feature. (See page 77.)
SYS SPEED DIAL: Selects the System Speed-Dial feature. (See page 79.)
REDIAL: Redials the last outside number you dialed. (See page 56.)
Receiving Outside Calls
To receive an outside call:
EITHER, Lift the handset.
OR, Press Answer or the ANSWER menu button.
Instead of answering a ringing call, you can press one of the following menu but-
tons:
•
SEND TO V-MAIL: Sends the call directly to your voice mailbox. This option is
not available if you do not have a mailbox.
•
SEND TO DEST: Redirects the call to the intercom or outside number that you
entered. (See page 55 for more information about the Redirect Call feature.)
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Emergency Calls
With Inter-Tel communication systems, you do not have to access an outside line
(press the Outgoing menu button) to dial an emergency number.
To make an emergency call:
9
1
1
Dial
. A call is automatically placed to the preset emergency number
CAUTION
Consult your system administrator and your local Inter-Tel servicing company for
important information about dialing emergency services from your Model 8690
endpoint before you begin using it.
9
9
9
NOTE: Dial
in Europe for emergency services.
Call Waiting
If you receive a call while you are already on another call, you will hear a “call wait-
ing” tone.
To respond to a waiting call (you hear a single tone):
End your current call, place it on hold, and/or use one of the following menu buttons:
•
ANSWER: Answers the ringing call. If you did not place the current call on
hold, it is disconnected.
•
SEND TO V-MAIL: Sends the call directly to your voice mailbox without inter-
rupting the current call. (You will not see this option if you do not have a mail-
box.)
•
IC CALL TO DND: Places your endpoint in DND mode and blocks the call
without interrupting the current call. (See page 63 for more information about
DND mode.)
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PLACING CALLS ON HOLD
You can place calls on hold in one of two ways: individual or system.
•
Individual Hold places the call on hold at one 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 53).
•
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:
1. Press Hold.
2. Hang up or place another call.
To place an outside call on System Hold:
3
3
5
1. Press
and dial
.
2. Hang up or place another call.
To return to a call that is on hold:
Lift the handset and press Hold.
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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:
1. While on the first call, press the CNF menu button to put the call on hold.
2. Place another intercom or outside call.
3. Press the CNF menu button to place the call on hold. (If necessary, repeat steps 2
and 3 to add another caller to the conference.)
4. Press the CONNECT TO CONFERENCE menu button to join all of the calls
together in the conference.
During the conference call, you can do the following:
•
•
•
To place the conference on hold: Press the HOLD menu button. This places the
conference on hold without disconnecting the parties. To return to the conference,
press the CNF menu button.
To drop out of the conference: Press the CNF menu button and hang up. This
removes your endpoint from the conference, but leaves the other parties con-
nected.
To add parties to the conference:
a. Press the ADD PARTY menu button. This leaves the conference parties con-
nected.
b. Place a call to the party to be added to the conference.
c. Press the CNF menu button once, and then press CONNECT TO CONFER-
ENCE. You and the new party are added to the conference.
•
To end the conference and place all parties on individual hold: Press the CNF
menu button and then press the HOLD menu button to place all of the parties on
individual hold. You can then speak to one party at a time by pressing the HOLD
menu button.
•
•
To mute your microphone: Press the MUTE menu button. This turns your
microphone on or off during the conference. If mute is enabled, you can hear the
conferenced parties, but they cannot hear you.
To transfer the conference to another extension or to voice mail: Press the
TRANSFER CNF menu button and dial the desired extension number. Then hang
up when you are ready to complete the transfer.
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TRANSFERRING CALLS
Although transferring calls is considered a basic function of an endpoint, the Model
8690 endpoint has many advanced options for this feature. With your endpoint, you
can transfer to another extension, voice mail, or even an outside line.
To Another Extension
1. EITHER, Press the TRANSFER menu button.
OR, Press the TRANSFER TO HOLD menu button to place the call on hold at the
other endpoint.
2. Dial the desired extension number or press the IC DIRECTORY menu button to
look up the number.
To transfer to your message center, press the MESSAGE CENTER menu button.
3. Wait for an answer, announce the call, and then hang up.
If the number is busy, there is no answer, or the transfer is refused, press Answer
to return to the caller.
NOTE: If you are receiving a transferred call and the Transfer-To-Connect option is
enabled for your endpoint, you are automatically connected to the transferred caller
once the transferring party hangs up. If this option is disabled, you must press Answer
or lift the handset to answer the transferred call.
To Voice Mail
1. Press the TRANSFER menu button.
2. Press the VOICE MAIL menu button.
3. EITHER, Dial the desired mailbox number and hang up.
OR, Hang up to send the call to the voice mail menu (so that the caller can select
the mailbox number).
To an Outside Number
1. Press the TRANSFER menu button.
2. Select an outgoing line by pressing the OUTSIDE PHONE menu button.
3. Dial the desired telephone number.
4. Wait for an answer, announce the call, and then hang up.
If the number is busy, there is no answer, or the transfer is refused, press the
flashing button to return to the caller.
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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
1. Lift the handset and dial
.
2. Dial the extension or hunt group number (see page 88) where the call is ringing
or holding. The call is transferred to the endpoint you are using, and you are
connected to the caller.
NOTE: If the Group Call Pickup feature is enabled, you can pick up a call ringing at
any station in a hunt group by dialing the hunt group’s extension number.
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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. For greater flexi-
bility with status changes and call forwarding, use the composite status (see page 96)
and call routing features (see page 117) provided in Unified Communicator instead of
DND and device forwarding.
NOTE: The Fwd button is also used to insert a space when you are using the dialpad
to input letters or numbers.
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. Press Fwd.
2. Select one of the following menu buttons:
• ALL: All incoming calls are forwarded without ringing at your endpoint.
• NO ANSWER: All incoming calls are forwarded if they are not answered
before a timer expires.
NOTE: Only the installer or system administrator can adjust this timer.
• BUSY: When your endpoint is busy, all incoming calls are forwarded without
ringing at your endpoint.
• NO ANSWER/BUSY: All incoming calls are forwarded if your endpoint is
busy or if you do not answer, as described above.
3. Do one of the following:
• To forward to an outside telephone number:
–
–
Press the OUTSIDE CALL menu button.
Dial a telephone number or press the OUTSIDE DIR menu button to look
up and select a number. (See page 82 for more information on directo-
ries.)
• If you want to forward to an extension number: Dial the extension number.
OR, press the IC DIRECTORY menu button to look up and select a number.
• If you want to forward to your voice mailbox: Press the VOICE MAIL menu
button.
• If you want to forward to your message center: Press the MESSAGE CEN-
TER menu button.
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To cancel any call forward request:
1. Press Fwd.
2. Press the FWD OFF menu button.
System Forwarding
System Forwarding allows the system to automatically 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
.
NOTE: Manual forwarding overrides System Forwarding.
Redirect Call
The Redirect Call feature allows you to forward any call that is ringing on your end-
point without having to answer the call.
NOTE: You cannot redirect calls to an extension that is in DND or to a restricted out-
side number.
To redirect a call to an extension number:
3
3
1
1. EITHER, Press
and dial
.
OR, Press the SEND TO DEST menu button.
and select a number.
To redirect a call to an outside telephone number:
3
3
1
1. EITHER, Press
and dial
.
OR, Press the SEND TO DEST menu button.
2. EITHER, Press the OUTSIDE CALL menu button and enter the telephone num-
ber.
OR, Use a speed-dial number (see page 77).
3. Press
.
#
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REDIALING A NUMBER
The Redial feature allows you to quickly redial the last outside number you dialed.
Although most endpoints redial the last number dialed, your system administrator can
program your endpoint to redial the last number saved. For UC redial options, see
page 101.
To use the Last Number Dialed feature (if enabled):
With or without the handset lifted, press the OUTSIDE CALL menu button and then
the REDIAL menu button. The number is dialed.
To use the Last Number Saved feature (if enabled):
•
To save the last number dialed: While the endpoint is idle or while listening to
intercom dial tone, press the REDIAL menu button.
•
To redial the saved number: Press the OUTSIDE CALL menu button and then
the REDIAL menu button. The number is dialed. If there is no redial number
available, the display shows NO NUMBER TO DIAL.
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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 119 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 29.
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.
1
3. EITHER, Say “New” or press
to listen to your new messages.
3
OR, Say “Saved” or press
to listen to your saved messages.
4. While you are listening to a voice mail message, you can use the following
options:
• Say “Skip” or press
to skip to the end of the recording.
#
1
• Say “Back up” or press
to “rewind” a few seconds and replay the mes-
sage.
2
• Say “Pause” or press
to pause. (Say “Continue” or press
to con-
#
tinue.)
3
• Say “Forward” or press
to skip ahead.
4
• Say “Lower” or press
to lower the volume.
5
• Say “Envelope” or press
to play the message envelope.
to raise the volume.
6
• Say “Higher” or press
7
• Say “Save” or press
to save the new message in your mailbox.
9
• Say “Delete Message” or press
to delete the message.
NOTE: You may be prompted to confirm deleting the message. Say “Yes” to
delete the message or “No” to cancel the request to delete the message.
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5. When the message has finished playing, you have the following options:
1
• Say “Replay” or press
to replay the message from the beginning.
2
• Say “Reply” or press
to reply to the message. You have the following
options:
1
–
Say “Voice Mail” or press
caller.
to leave a voice mail message for the
If the caller has a mailbox number, you are prompted to verify the desti-
nation by saying “Yes” or by pressing
.
#
If the number was not associated with a mailbox, the prompt requests a
mailbox number.
If the message was from an outside caller, you cannot leave a voice mail
message.
2
–
Say “Call Back” or press
to make a return call. Your call will be
transferred automatically to the caller’s extension or telephone number,
if the number is available.
If the user is not available, you will have the option of leaving a voice
mail message.
If the telephone number is not available, you cannot reply to the mes-
3
• Say “Forward” or press
to forward a copy of the message to another
subscriber. If you want to include an introduction, say “Record” or press
1
. Otherwise, say “Accept” or press
to forward the message without
#
additional comments.
4
• Say “Previous” or press
to listen to the previous message.
5
• Say “Envelope” or press
to play the introductory message envelope (see
page 72 for information on envelope options).
6
• Say “Next” or press
to listen to the next message.
7
• Say “Save” or press
to save the new message in your mailbox.
9
• Say “Delete Message” or press
to delete the message.
NOTE: You may be prompted to confirm deleting the message. Say “Yes” to
delete the message or “No” to cancel the request to delete the message.
6. 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 129 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 29.
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.
3
4
• Say “Forward” or press
• Say “Previous’ or press
• Say “Envelope” or press
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
to permanently delete all deleted messages.
5. 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 125) 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 29.
2
2. Say “Record” or press
.
3. Say or enter the desired mailbox number or group list number. The system
announces the name assigned to the mailbox number or group list number. You
have the following options:
• Say “Yes” or press
• Say “No” or press
4. Record your message after the tone. While recording, you have the following
to accept the subscriber’s name.
to start over.
#
*
options:
2
• Press
tinue.)
• Press
to pause while recording. (Say “Continue” or press
to erase and re-record your message.
to con-
#
3
5. When finished recording, you can press
to access the following options:
#
• Say “Send” or press
to send the message and return to the voice mail
#
options.
• Say “Cancel” or press
• Say “Replay” or press
• Say “Append” or press
• Say “Erase” or press
to cancel the recording.
to replay your message.
to add to your message.
*
1
2
3
to erase and re-record your message.
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4
• 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.
6. Hang up.
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Canceling Unheard Voice Mail Messages
You can cancel unretrieved messages that you have sent to individuals, but not mes-
sages that you sent to group lists.
To cancel unheard voice mail messages:
1. Access your mailbox as described on page 29.
5
2. While listening to the voice mail main menu, say “Options” or press
for
Message Options.
1
3. Say “Unheard” or press
.
4. When prompted, say or enter the number of the mailbox containing the unheard
message.
5. Say “Yes” or press
to confirm the mailbox you are selecting. Voice mail
#
will tell you how many messages you have waiting at the mailbox and play them
for you. After each message, you can:
1
• Say “Replay” or press
• Say “Append” or press
• Say “Forward” or press
• Say “Previous” or press
• Say “Envelope” or press
to replay the message.
to add to the message.
to forward the message to another mailbox.
to listen to the previous message.
to play the message envelope.
2
3
4
5
6
• Say “Next” or press
to listen to the next message.
7
• Say “Save” or press
to save the message in your mailbox.
9
• Say “Delete Message” or press
to delete the message.
NOTE: You may be prompted to confirm deleting the message. Say “Yes” to
delete the message or “No” to cancel the request to delete the message.
6. Hang up.
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USING DO-NOT-DISTURB MODE
If you are away from your desk, or if you do not want to be disturbed, you can use the
DND feature. This halts all pages and calls to your 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.”
NOTE: By default, call routing is enabled when running Unified Communicator. If you
do not want to receive calls while in DND or your status is “unavailable,” either turn call
routing off, or create a rule for internal callers and external callers so that your calls are
routed appropriately (for example, to voice mail). If you want callers to know your DND
status, create greetings for each of the statuses on the system or create greetings for
the statuses you use, then use these greetings in routing rules (based on the DND sta-
tuses). If using greetings in your call routing rules, turn off system forwarding.
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63
To enable DND:
1. Press the DND menu button.
2. EITHER, Dial the two-digit number corresponding to the message you want to
use.
OR, Press the SCROLL menu button followed by the PREVIOUS or NEXT
menu button.
OR, Press the Volume high button (up arrow) or Volume low button (down
arrow) to scroll through the messages.
3. If desired, customize the second display line by dialing the desired numbers or
letters as described below:
• Remain in numeric mode (Message lamp unlit): Press the dialpad buttons to
dial the desired numbers. Press
Fwd to leave a space, or Mute to backspace.
for a hyphen (-),
for a colon (:),
#
*
• Change to alphanumeric mode (Message lamp lit): Press Message or the
USE ALPHA MODE menu button and then press the dialpad buttons to enter
the desired characters. (Refer to the chart below.) The number of times a but-
ton is pressed determines which character is entered. For example,
33377744432999 enters “FRIDAY.” When adjoining characters are located
under the same button, press Fwd once to advance to the next character. For
example, 6Fwd666Fwd6632999 enters “MONDAY.” (Note that letters corre-
spond to the letters printed on the buttons.) Press Fwd twice to leave a space
or press Mute to backspace.
4. Press the ACCEPT menu button or lift and replace the handset.
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 DND: Press the DND menu button, and then the DND OFF menu button.
®
Inter-Tel Model 8690 User Guide (ITP Mode)
64
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. With the handset in the cradle, dial
.
2. EITHER, Dial the desired two-digit number for the message that you want.
OR, Press the Volume high button (up arrow) or Volume low button (down
arrow) to scroll through the messages.
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
.
#
.
#
If your system is set for 24-hour format, you must enter the time appropriately
(e.g., 1400 = 2:00PM).
1
2
If your system is set for 12-hour display format, press
for AM or
for PM.
To cancel all reminder message requests before they signal you:
3
0
6
With the handset in the cradle, dial
.
To clear a received reminder message:
With the handset in the cradle, press
.
*
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®
Inter-Tel Model 8690 User Guide (ITP Mode)
66
Moving On
Introduction . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 68
Setting Endpoint Preferences. . . . . . . . . . . . . . . . . . . . . . . . . . . 68
Changing Volume Levels . . . . . . . . . . . . . . . . . . . . . . . . . . . . 68
Selecting a Ring Tone . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 69
Enabling Background Music. . . . . . . . . . . . . . . . . . . . . . . . . . 69
Enabling Automatic Call Answer . . . . . . . . . . . . . . . . . . . . . . 70
Returning to Default Operation. . . . . . . . . . . . . . . . . . . . . . . . 70
Setting Mailbox Preferences. . . . . . . . . . . . . . . . . . . . . . . . . . . . 71
Changing Your Mailbox Password . . . . . . . . . . . . . . . . . . . . . 71
Changing the Voice Mail Message Envelope. . . . . . . . . . . . . 72
Changing the Call Screening Transfer Method . . . . . . . . . . . 73
Programming a Fax Destination. . . . . . . . . . . . . . . . . . . . . . . 74
Changing the Message Search Order . . . . . . . . . . . . . . . . . . 74
Programming Remote Messaging . . . . . . . . . . . . . . . . . . . . . 75
Speed Dialing . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 77
Station Speed Dial . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 77
System Speed Dial. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 79
Using Record-A-Call . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 79
Paging . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 80
Enabling Paging . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 80
Making Pages. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 80
Performing a “Hookflash” During a Call . . . . . . . . . . . . . . . . . . 81
Using Account Codes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 81
Screening Calls . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 82
Using the Directories. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 82
Telephone Directory. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 82
Voice Mail Directory . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 84
Programming Remote Feature Access . . . . . . . . . . . . . . . . . . . 86
Remote Access Password . . . . . . . . . . . . . . . . . . . . . . . . . . . 86
Remote Feature Access. . . . . . . . . . . . . . . . . . . . . . . . . . . . . 87
Requesting Agent Help . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 88
Working in Hunt Groups . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 89
Hunt Group Calls Enabled/Disabled. . . . . . . . . . . . . . . . . . . . 89
ACD Hunt Groups . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 89
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Inter-Tel Model 8690 User Guide (ITP Mode)
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INTRODUCTION
Now that you’ve mastered the basics, it’s time to move on to the advanced features.In
this section, you’ll learn how to program your endpoint, use directories, access your
voice mailbox remotely, and perform various other functions.
The features in this section do not require the endpoint to be logged on to UC. For
instructions on how to use UC advanced features on your endpoint, see page 69.
For additional programming information, see the Model 8690 Administrator’s Guide.
SETTING ENDPOINT PREFERENCES
Customizable features on your endpoint include changing volume levels, enabling
background music, selecting a ring tone, and others.
Changing Volume Levels
The endpoint has eight volume settings accessed through “soft” buttons on the inter-
face: ringer, handset call, handset dial tone, speakerphone call, speakerphone dial
tone, headset call, and headset dial tone.
NOTE: To change each of these levels, you must be using that feature. For example, if
you want to change the outside call volume level, you must be on an outside call.
To change a volume level:
Press the Up Volume button to increase the volume. Press the Down Volume button
to decrease the volume.
To save your change:
Press Volume to save your changes.
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Selecting a Ring Tone
The ability to change your ring tone is helpful in close-quartered environments. If
your ring tone is unique, you can quickly identify when a call is ringing on your end-
point.
To select the type of ring tone for your endpoint:
3
9
8
1. With the handset in the cradle, dial
.
2. Do one of the following to select your ring tone:
0
• Press
or the RINGER OFF menu button for no ringing.
• Press the PREVIOUS or NEXT menu button to scroll to the desired tone.
• Press the high (up arrow) or low (down arrow) end of the Volume button to
scroll to the desired tone.
• Dial 1-9 to select a specific tone.
3. When you hear the tone you want, you can do any of the following:
• Press
.
#
• Press the ACCEPT menu button.
• Press Answer.
• Lift and replace the handset.
Enabling Background Music
If your telephone system is equipped with a music source, you can listen to music
through your speaker.
To enable or disable background music:
3
1
3
Dial
.
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Inter-Tel Model 8690 User Guide (ITP Mode)
69
Enabling Automatic Call Answer
The Automatic Call Answer feature determines whether or not you are automatically
connected to a caller when you lift the handset (or press Answer). If this feature is
enabled, you are automatically connected when you go off-hook. If it is disabled, you
must first lift the handset (or press Answer) and then press the flashing button.
To enable/disable this feature for ringing outside calls:
3
6
0
With the handset in the cradle, dial
.
3
6
1
With the handset in the cradle, dial
.
Returning to Default Operation
manual call forwarding, background music, and queue requests; and restores hands-
free mode, pages, hunt group calls, and system forwarding all at once. To default the
endpoint configuration and firmware, see page 39.
To return your endpoint to default:
3
9
4
Dial
.
NOTE: See page 68 for instructions on changing volume levels.
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70
SETTING MAILBOX PREFERENCES
Your mailbox contains personal options to allow you to customize voice mail func-
tions. However, before you change your voice mail options, you must first initialize
NOTE: If your telephone system uses Enterprise Messaging (EM), your mailbox may
have the Automatic Speech Recognition (ASR) feature enabled. When ASR is enabled
for your mailbox, you have the option of issuing a spoken command or pressing a dial-
pad button. See page 18 for ASR guidelines.
ALSO: If your mailbox has E-Mail Reader enabled, you have an advanced mailbox.
See page 119 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 29.
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.
5. 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 130 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 29.
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
4. Hang up.
to return to the Personal Options Menu.
*
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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 82 for instructions about using the call screening feature.
To change your transfer method (if enabled):
1. Access your mailbox as described on page 29.
4
2. Say “Personal” or press
to select the Personal Options Menu.
9
3. Say “More” or press
for More Options.
5
4. Say “Transfer” or press
. The system tells you what your current transfer
method is. You can then select the desired transfer method, as follows:
1
• Say “Unannounced” or press
to select unannounced transfers.
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.
5. Hang up.
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73
Programming a Fax Destination
With the Inter-Tel voice processing system, when you specify a fax destination num-
ber for your mailbox, callers can access your mailbox to send a fax to your fax
machine.
To change your fax destination number:
1. Access your mailbox as described on page 29.
4
2. Say “Personal” or press
to select the Personal Options Menu.
9
3. Say “More” or press
for More Options.
.
1
4. Say “Number” or press
5. Say or enter the number of your fax destination. (If you entered the letters using
the dialpad, press when you are done.)
#
6. EITHER, say “Accept” or press
to accept the number.
#
3
OR, say “Re-enter” and press
to erase and re-enter the number.
7. 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 29.
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
In/First Out).
• Say “Last” or press
to retrieve the earliest-received messages first (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.
7. Hang up.
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Inter-Tel Model 8690 User Guide (ITP Mode)
74
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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75
To set up remote messaging for voice mail messages (if enabled):
1. Access your mailbox as described on page 29.
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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Inter-Tel Model 8690 User Guide (ITP Mode)
76
SPEED DIALING
Speed dialing allows you (and your system administrator) to store frequently dialed
Dial) or in the telephone system (System Speed Dial) and is identified by a location
number. Once programmed, you can quickly dial these numbers by entering a feature
code and dialing the desired location number. Because the system supports both sta-
tion and system speed-dial numbers, you can have access to over 1000 stored num-
bers.
You can also use the speed-dial buttons through the Unified Communicator interface
(see page 101). These buttons are not limited in the number you can have and they
display real-time status. The Unified Communicator speed-dial list and the speed-dial
functionality discussed here are not related.
Station Speed Dial
You can program and use up to ten personal speed-dial numbers on your endpoint. To
use a speed-dial button, you must:
•
•
Store the number in a speed-dial location.
Associate a speed-dial location with the new speed-dial button.
NOTE: You can use the Speed-Dial feature even if your endpoint does not have
programmable feature 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
8
3
1. With the handset in the cradle, dial
.
2. Dial the speed-dial location (0-9) you want to program.
3. Enter the desired name for the speed-dial number, as described below:
• Alphanumeric mode (Message lamp lit): Press the dialpad buttons to enter
the desired characters. (Refer to the chart on page 83.) The number of times
a button is pressed determines which character is entered. For example,
533266 would enter “JEAN.” When adjoining characters are located under
the same button, press Fwd once to advance to the next character. For exam-
ple, 66Fwd6667776 would enter “NORM.” (Note that letters correspond to
the letters printed on dialpad buttons 2-9.) Press Fwd twice to leave a space.
Press Mute if you need to backspace.
• Press the ACCEPT menu button to save the name.
4. Dial the extension number or telephone number to be stored, as described below:
• Numeric mode (Message lamp unlit): Enter the number.
NOTE: You cannot use hyphens or colons in the number. If your number
includes an asterisk, pound, hookflash, or pause, use the menu buttons to
enter the special character.
• Press the ACCEPT menu button on the display to save the number.
NOTE: To dial outside telephone numbers without first selecting an outgoing line, enter
8
the Outgoing Call access code (default is
) before the outside telephone number.
To erase a Station Speed-Dial name and/or number:
3
8
3
1. With the handset in the cradle, dial
.
2. Dial the desired location code (0-9).
3. Press Mute repeatedly until the name is erased.
4. Press or the ACCEPT menu button to continue.
5. Press Mute repeatedly until the number is erased.
6. Press or the ACCEPT menu button to exit.
#
#
Dialing Station Speed-Dial Numbers
To dial a Station Speed-Dial number:
1. If necessary, select an outgoing line and press the SPEED DIAL menu button.
2. Press the USE STN SPEED menu button.
3. Press the desired Station Speed-Dial location number (0-9).
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System Speed Dial
Your system administrator can store several speed dial numbers in the system speed
dial locations. Depending on the size of your system, you can access up to 1000 or up
to 5000 system speed dial locations, if they have been programmed.
To view and/or dial System Speed-Dial numbers:
3
8
1
1. Dial
or press the SPEED DIAL menu button.
2. Press the SYS SPEED DIAL menu button.
3. Dial the location code (000-999 or 0000-4999) for the desired number.
4. Press
or the ACCEPT menu button to dial the displayed number.
#
USING RECORD-A-CALL
NOTE: This feature is not supported on peer-to-peer (P2P) calls. Ask your system
administrator if your endpoint is configured to use P2P audio.
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:
3
8
5
1. EITHER, Press
and dial
.
OR, Press the RECORD-A-CALL menu button.
2. If required, dial the desired mailbox number. (Your endpoint may be pro-
grammed to select the mailbox, or you may be required to dial it.)
You hear a confirmation tone when the Record-A-Call feature is activated.
To turn off Record-A-Call you have the following options:
3
8
5
•
•
•
Press
and dial
.
Press the CANCEL RECORDING menu button.
Hang up.
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79
PAGING
The Paging feature allows you to make an announcement through endpoint speakers
or external speakers (if your system is equipped with external paging equipment). To
prevent announcements from transmitting through every endpoint in the system, this
feature uses page zones. Each zone contains a different combination of extensions and
external paging equipment, and is programmed by your system administrator. Ask
your trainer or system administrator how the zones are programmed, and list them
below for your convenience:
0 _______________________ 5 _______________________
1 _______________________ 6 _______________________
2 _______________________ 7 _______________________
3 _______________________ 8 _______________________
4 _______________________ 9 _______________________
Enabling Paging
You can enable or disable page receiving for your endpoint by using the Page
Remove/Replace feature code. If your endpoint is assigned to more than one page
zone, all zones are removed or replaced at once (you cannot turn off individual
zones).
To turn paging on and off for your endpoint:
3
2
5
Dial
.
Making Pages
To make pages:
7
1. Dial
.
2. Dial the desired zone number (0-9).
3. After the tone, make your announcement and hang up.
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Inter-Tel Model 8690 User Guide (ITP Mode)
80
PERFORMING A “HOOKFLASH” DURING A CALL
Certain telephone service companies may require a timed hookflash (a quick hang up
and release).
To generate a hookflash while using a line:
EITHER, Press the FLASH menu button. If the FLASH menu button is not visible,
press MORE until you see FLASH.
3
3
0
OR, Press
and dial
.
NOTE: This features is known as a “Recall” in European systems.
USING ACCOUNT CODES
If your telephone system is programmed to use the Station Message Detail Recording
(SMDR) feature, you might be required to enter account codes when you place a call.
These codes add information to telephone record reports that the system will periodi-
cally print.
There are three types of account codes:
•
Standard account codes are automatically entered into the SMDR report when-
ever you place a call.
•
•
Forced account codes must be dialed before you can place an outside call.
Optional account codes can be entered at any time during a call.
NOTE: Your system administrator can tell you which types of account codes are used
on your telephone system.
To enter an optional account code:
3
9
0
1. Press
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:
and dial
.
.
#
3
9
1
Dial
accepted, press
until it is disabled.
To disable the code:
and then the account code. If the account code is not immediately
. This code will be used for all calls made from your endpoint
#
3
9
1
Dial
and press
.
#
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Inter-Tel Model 8690 User Guide (ITP Mode)
81
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 73), 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 18).
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.
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To search the telephone directory using your dialpad buttons (see table below):
1. If your endpoint is idle, press the DIRECTORY menu button, then press the menu
button for the desired directory (IC DIRECTORY, OUTSIDE DIR, or FEA-
TURE DIR).
If placing a call, choose between OUTSIDE DIR and IC DIRECTORY.
2. Enter letters or numbers (up to 10 characters) as described below:
• Remain in alphanumeric mode (Message lamp lit): Press the dialpad buttons
to enter the desired characters. (Note that letters correspond to the letters
printed on dialpad buttons 2-9.) The number of times a button is pressed
determines which character is entered. For example, 77776444844 would
enter “SMITH.” When adjoining characters are located under the same but-
ton, press Fwd once to advance to the next character. For example,
5666Fwd66337777 would enter “JONES.” Press Fwd twice to leave a space
or press Mute to backspace.
• Change to numeric mode (Message lamp unlit): Press the dialpad buttons to
enter an extension number. Press Mute to backspace.
3. Press the SEARCH menu button to begin the search. If desired, you can use the
PREVIOUS and NEXT menu buttons or the high/low arrows next to the Volume
button to move alphabetically through the directory.
4. Press the CALL (for IC or OUTSIDE DIR) or ACCEPT (for FEATURE DIR)
menu button 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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Inter-Tel Model 8690 User Guide (ITP Mode)
83
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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Inter-Tel Model 8690 User Guide (ITP Mode)
84
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 84).
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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Inter-Tel Model 8690 User Guide (ITP Mode)
85
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
9
2
1. Dial
.
.
#
3. Enter the new password followed by . You hear a confirmation tone.
#
4. Enter the new password again for verification followed by
. You hear a con-
#
firmation tone.
To change the station password using remote programming, see Remote Feature
Access on page 87. To change your station password using Unified Communicator,
see Using Advanced Options on page 39.
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Remote Feature Access
To access your endpoint from another endpoint:
1. EITHER, Call your Direct Inward System Access (DISA) number (provided by
your system administrator). If required, enter your password.
OR, Use any endpoint on the system.
3
5
9
2. Enter
.
3. Enter your extension number.
4. Enter your password followed by
. You can now use any of the following
#
features.
To change the station password using Remote Programming:
3
9
2
a. Enter
.
b. Enter the new password, followed by
.
#
c. Enter the new password again for verification, followed by
.
#
To turn on DND:
3
7
0
a. Enter
.
b. Enter the message number (01-20) and the optional second-line message
text.
3
7
1
To turn off DND: Enter
To turn on Call Forward:
a. Enter one of the following Call Forward feature codes.
.
3
3
3
3
5
5
5
5
5
6
7
8
All Calls.......................
If No Answer ................
If Busy.........................
If No Answer or Busy .....
b. Enter an extension number or enter an outside line access code followed by a
telephone number.
3
5
5
To turn off Call Forward: Enter
.
5. Hang up.
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Inter-Tel Model 8690 User Guide (ITP Mode)
87
REQUESTING AGENT HELP
NOTE: This feature is not supported on peer-to-peer (P2P) calls. Ask your network
administrator if your endpoint is configured to use P2P audio.
Your telephone system may be programmed to support the Agent Help feature, which
allows you to request help from a designated “Agent Help Extension” (usually your
supervisor) during a call. When your request call rings at the Agent Help Extension,
the supervisor can choose to join the call or reject the request.
If the Agent Help Extension is a digital endpoint, the endpoint’s microphone is auto-
matically muted so that the supervisor cannot be heard unless he or she presses the
Mute button. If the Agent Help Extension is a single-line set, 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:
3
7
5
1. Press
and dial
. If you hear repeating 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 DND.
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:
When you receive an Agent Help request, your display shows <name> REQUESTS
HELP. You can do one of the following:
•
To accept the call: Answer as usual. Your microphone is muted and you cannot
be heard by either party unless you press the Mute button.
•
To reject the call: Press the REJECT HELP menu button.
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Inter-Tel Model 8690 User Guide (ITP Mode)
88
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.
When logged on to Unified Communicator and call routing is enabled, hunt group
calls continue to work as usual. You can use Unified Communicator call routing in
conjunction with your role as a hunt group member to receive personal calls while in
DND or to simply route personal calls as desired.
Hunt Group Calls Enabled/Disabled
If you are a member of a hunt group, you can enable or halt hunt group calls to your
extension.
To turn on or off hunt group calls:
3
2
4
Dial
.
ACD Hunt Groups
Some hunt groups use a special feature called Automatic Call Distribution (ACD) that
distributes the hunt group calls equally among the available members. These hunt
group members are referred to as “agents,” who log in to the ACD hunt group to
receive calls and log out to halt ACD hunt group calls.
Distributing Calls
Calls are distributed through an ACD hunt group based on Agent IDs or extensions,
as described below.
•
Agent IDs: If the hunt group is programmed to use ACD Agent IDs, each agent
is assigned an Agent ID number to enter during the login procedure (see Logging
In and Out of ACD Hunt Groups). The hunt group calls are routed to logged-in
agents, according to their Agent ID number instead of their extension number.
Because the Agent ID is not associated with any extension, the agent can use any
endpoint in the system to log in.
•
Members: If the hunt group is not programmed to use Agent IDs, it will have a
pre-programmed list of endpoints and will send calls to the endpoints where
agents are logged in.
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Inter-Tel Model 8690 User Guide (ITP Mode)
89
Logging In and Out of ACD Hunt Groups
Agents can log in to and out of the ACD hunt group at any time. While logged in, the
agent receives calls through the ACD hunt group. When the agent is logged out, calls
to that ACD hunt group bypass the agent.
To log in to all of your ACD hunt groups at once using the ACD Agent Login/
Logout feature code:
3
2
8
With or without the handset lifted, dial
and enter your Agent ID, if nec-
essary. 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. With or without the handset lifted, dial
. The display shows
AGENT LOGIN ACD NUMBER.
2. EITHER, Enter the desired ACD hunt group number.
OR, Press to log in to all of your ACD hunt groups at once. The display
#
shows AGENT LOGIN AGENT ID.
NOTE: If you entered an invalid hunt group number, the display shows NOT AN
ACD HUNT GROUP, and you hear repeating tones.
3. Do one of the following:
• To log into one or more ACD hunt groups using Agent IDs: Enter your
Agent ID. The display shows AGENT LOGGED INTO ALL ACDS. You
are logged into the ACD hunt group using Agent IDs.
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 one or more ACD hunt groups not using Agent IDs: Press
.
The display shows AGENT LOGGED INTO ALL ACDS. You are logged
into the ACD hunt group that does not use Agent IDs.
If you were already logged in, the display shows ALREADY LOGGED INTO
<hunt group>.
If you are not a member of the entered hunt group, the display shows NOT AN
AGENT IN THIS HUNT GROUP, and you hear repeating tones. Start over.
4. Hang up if off-hook. Repeat this procedure to log into additional ACD groups, if
necessary.
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90
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
confirmation tone.
3
2
7
OR, With or without the handset lifted, 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.
2. Hang up if off-hook.
Ending an ACD Hunt Group Call
Each time you end an ACD hunt group call, a wrap-up timer is started. Until this
timer expires, you will not receive another call through any ACD hunt group. You
can, however, end the wrap-up session before this timer expires, as described below.
To terminate the ACD Agent wrap-up period before the timer expires:
3
2
9
With the handset in the cradle, dial
.
NOTE: If you were not logged in to an ACD hunt group, the display shows CANNOT
ACCESS RESERVED FEATURE.
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Inter-Tel Model 8690 User Guide (ITP Mode)
92
Using UC
Introduction . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 94
Logging On and Off of UC. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 94
Using UC Views . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 95
Placing a Call . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 95
Changing Web Client Options . . . . . . . . . . . . . . . . . . . . . . . . 95
Unified Communicator View . . . . . . . . . . . . . . . . . . . . . . . . . . . . 96
Changing Your Status . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 96
Creating a Temporary Status . . . . . . . . . . . . . . . . . . . . . . . . . 96
Performing a Search . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 97
Redialing a Number . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 100
Running Feature Code Favorites . . . . . . . . . . . . . . . . . . . . . 100
Working With the Speed-Dial List. . . . . . . . . . . . . . . . . . . . . 101
Messages View. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 102
Call List View . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 103
Call Log View . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 107
Call Log Main Screen. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 107
Call Details Dialog Box. . . . . . . . . . . . . . . . . . . . . . . . . . . . . 110
Address Book View . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 111
Sorting Address Book Contacts . . . . . . . . . . . . . . . . . . . . . 111
Filtering Address Book Contacts . . . . . . . . . . . . . . . . . . . . . 112
Adding a Linked Contact . . . . . . . . . . . . . . . . . . . . . . . . . . . 114
Call Routing View. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 117
Receiving New Message Alerts . . . . . . . . . . . . . . . . . . . . . . 117
Receiving Status Change Alerts. . . . . . . . . . . . . . . . . . . . . . 118
Receiving Incoming Call Alerts. . . . . . . . . . . . . . . . . . . . . . . 118
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INTRODUCTION
In this section you’ll learn how to log on and off of Unified Communicator (UC) and
use UC views to access advanced endpoint features and presence management
options.
NOTE: Before you use UC on your Model 8690, you must create a UC account using
the Web Client, which is the primary UC client that runs on your PC desktop (see
page 95). In addition, some UC options can only be changed or implemented from the
Web Client. For information about using the Web Client, see the latest version of the
Unified Communicator User Guide.
LOGGING ON AND OFF OF UC
The client application is configured to start automatically when the endpoint powers
up. Although the client application may be running, you may not be logged on to UC
(as indicated with the system tray icon
). If the client application is not running,
you can launch it manually by navigating to My Computer\Mounted Volume\8690
Phone and then double-pressing 8690Phone.exe.
To log on to UC:
1. Press the system tray icon, then select Log on from the menu. If UC is not con-
figured to log on automatically, you are prompted for the following information:
a. Enter the Web Address that you use to access UC. The Web address is in the
format http://<UC Machine Name or IP Address>/uc. (It is the same address
you use to log on to UC from your Web Client on your PC.)
b. Enter your account Username. (This is the same username that you use to
log on to UC on your desktop PC.)
c. Enter your account Password. (This is the same password that you use to
log on to UC on your desktop PC.)
2. Enable the Automatically log on option if you would like to log on automati-
cally to UC without entering the Web address, username, and password informa-
tion.
If this option is enabled, the application will not prompt you for Web address,
username and password information, unless you have not already provided it or
the logon fails.
3. Press OK in the upper, right corner of the dialog box.
NOTE: If you enter the wrong username/password on three consecutive attempts,
an error message appears, the logon dialog box closes, and you must attempt
another logon from the system tray menu.
To log off of UC:
Press the system tray icon, then select Log off from the menu. The UC view items on
the main interface are disabled.
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Inter-Tel Model 8690 User Guide (ITP Mode)
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USING UC VIEWS
Model 8690 endpoint.
Placing a Call
call using any of the following features in the UC view:
•
•
•
Search feature (see page 97)
Redial feature (see page 100)
Speed-Dial list (see page 101)
You can also place a call from the following UC views:
•
•
•
Call Log (see page 107)
Messages (see page 102)
Address Book (see page 111)
Changing Web Client Options
Before you begin using UC on your endpoint, note that some options must be
changed or implemented from the Web Client on your PC. These options include:
•
•
•
•
•
•
•
Synchronizing your Address Book
Editing your Favorites list (list of often-used feature codes)
Changing DND on a device
Changing Manual Forwarding on a device
Editing personal account information and preferences
Using Advanced Search
Adding, editing, and deleting the following:
— Devices
— Statuses
— Groups
— Call Routing Rules
— Greetings
— Speed-Dial buttons
NOTE: You cannot access the UC Web Client URL from your endpoint’s browser.
For instructions on using the Web Client on your desktop PC, see the latest version of
the Unified Communicator User Guide.
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UNIFIED COMMUNICATOR VIEW
The Unified Communicator view displays an icon of your current status next to your
current location in the upper-left portion of the screen. The
icon indicates that you
are available. The icon indicates that you are unavailable. On the right side of the
screen, there is a drop-down list that contains all of your saved status entries. You can
use this list to change your status to any of the saved status entries. In addition, you
can create a temporary status by pressing the
drop-down list.
icon located to the right of the
Changing Your Status
NOTE: You must use the Web Client to delete and edit your Status as well as to cre-
ate your new, permanent composite status. You can however, create a temporary
status using your endpoint.
You can change your UC status using the status drop-down box in the UC view next
to the composite status icon.
To change your status:
1. Press Unified Communicator on the endpoint display.
2. Select a status from the drop-down list next to the
icon. Your status icon
changes to reflect the selected status.
Creating a Temporary Status
There are times when you may not be able to create a new composite status with the
Web Client. For example, you may be going to a new location for a short time. In this
case, you can create a new temporary composite status for this location.
To create a temporary composite status:
1. Press Unified Communicator on the endpoint display.
2. Press
.
3. Select a status in the Temporary Status dialog box. Your choices are:
• Available
• Unavailable
4. Enter an extension number where you can be reached.
5. Press Create Status. Your status switches to the new temporary composite sta-
tus, and the temporary status is saved in the status drop-down list.
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Performing a Search
NOTE: You must use the Web Client to use the Advanced Search function.
ALSO: Unified Communicator will automatically try to eliminate duplicate results from
the search results list. If the search matches an account, as well as one or more
devices owned by the account, the search results only display the matching account.
The type-ahead search function allows you to search for contacts, accounts, or
devices. The search function searches the following contact fields:
•
•
•
•
•
•
•
first name
middle name
last name
company
device username
device description
device extension
Each search will match on the search text if it appears anywhere within one of the
above fields. For example, a search for “sc” would match on all of the following:
•
•
•
•
Contact with First Name: Scott
Contact with Last Name: Prescott
Contact with Middle Name: Rosco
Contact with Company: Bill’s Scooters
Search results appear in a table under the following columns as you type:
•
Name: Indicates the type of contact displayed with an icon and the contact or
device name. If the contact is an account or a device in your address book, the
icon also indicates the current status. If the contact is an account or device that is
not in your address book, the icon indicates the result type, but it will indicate an
unknown status. The search area results may include one or more of the follow-
ing icons:
Account icons
Indicates that the status of the user is currently unknown. Press this icon
to retrieve a snapshot of the status. The snapshot reverts back to an unknown
state in approximately 30 seconds.
Indicates that a user is currently available.
Indicates that a user is currently unavailable.
Indicates that a user is currently on a call.
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Device icons
Indicates that the DND status for the device is currently unknown. This
icon displays if the type-ahead results display a device that is not currently in
your address book. Press this icon to retrieve the status. The snapshot reverts
back to an unknown state in approximately 30 seconds. This icon can also
appear when the node the device belongs to is down or when the connection
between UC and the CT Gateway is down.
Indicates that the DND status for the device is currently OFF.
Indicates that the DND status for the device is currently ON.
Indicates that the device is currently on a call.
Static contact icons
Indicates a simple contact in your address book. No status information
is available for this result type.
Indicates a simple company contact in your address book. No status
information is available for this result type.
•
•
Source: Indicates where the search result was found. The source may be one of
the following: address book, accounts, or devices.
Options: Pressing the
icon opens the Call dialog box. You can place a new
call or transfer the selected call in your Call List to this contact.
To perform a search:
1. Press Unified Communicator on the endpoint display.
2. Press Search.
3. Use the Input Panel to enter search information by contact or device name or by
number.
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4. When the search is complete, do any of the following:
• To add the search result to the address book or speed-dial list:
a. Select the search result.
b. Press Add to Address Book or Add to Speed Dial. Adding a contact to
your speed dial-list automatically adds it to your address book.
• To place a call: Press the
icon next to a contact to open a Call dialog box
that lists the telephone numbers for the contact. You can also double-press a
search result to open the place call dialog. This icon does not appear if no
numbers exist (i.e., number field is blank). Select from any of the following
options:
–
–
Press one of the numbers in the list to initiate a call to that number.
Press Find Me to place a call to the account’s primary device, allowing
the account’s call routing rules to route the call to the appropriate loca-
tion. This option is only available if the contact is linked to an account,
and the account has at least one device associated with it.
–
If the contact is linked to an account with at least one device, or if the
contact is linked to a device, there will be two additional options in the
popup menu: Voicemail and Leave Message. Press Voicemail to call the
voice mail of the given person/device. Press Leave Message to leave a
station message for the given person/device. If you leave a station mes-
sage, the station message is left at the current location, or it is left at the
primary device if the current location is not a UC device.
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Redialing a Number
The Redial feature displays the last five outgoing calls (from the call log) as buttons
containing information about the call. You can press one of the buttons to place a
return call.
To redial a number:
1. Press Unified Communicator on the endpoint display.
2. Press Redial. The Redial dialog box appears.
3. Press one of the five buttons in the list. The Call dialog box appears.
4. Select from any of the following options:
• Press one of the numbers in the list to initiate a call to that number.
• Press Find Me to place a call to the account’s primary device, allowing the
account’s call routing rules to route the call to the appropriate location. This
option is only available if the contact is linked to an account, and the account
has at least one device associated with it.
• If the contact is linked to an account with at least one device, or if the contact
is linked to a device, there will be two additional options in the popup menu:
Voicemail and Leave Message. Press Voicemail to call the voice mail of the
given person/device. Press Leave Message to leave a station message for
the given person/device. If you leave a station message, the station message
is left at the current location, or it is left at the primary device if the current
location is not a UC device.
Running Feature Code Favorites
NOTE: You must use the Web Client to set up your Favorites list.
The Favorites button displays a list of feature code favorites for each device you own.
To run a feature code favorite:
1. Press Unified Communicator on the endpoint display.
2. Press Favorites. The Feature Code Favorites dialog box appears.
3. Press the feature code you want to run.
NOTE: Some feature codes may require additional input on the display.
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Working With the Speed-Dial List
If you have added contacts to your speed-dial list, the list is located below the Search,
Redial, and Favorites buttons (the location may vary depending on the display skin
used). The speed-dial list provides quick access to frequently called numbers and
shows the current status of accounts and devices.
NOTE: If you have several speed-dial entries, they are displayed (in alphabetical
switch to that page of buttons.
To add contacts to the speed-dial list, use one of the following options:
•
If you want to use the address book, press an address book entry to select it, then
press Add To Speed Dial.
•
If you want to use the type-ahead search, press a search results item to select it,
then press Add to Speed Dial. Refer to page 97 for information on the using the
Search feature.
NOTE: To select a range of items, activate the Input Panel (see page 13). Select the
first item in your list, press the SHIFT key on the Input Panel, then select the last item in
the list. You can also select one item, then press the CTRL key and select additional
items.
To delete speed-dial list buttons:
Use the Web Client from your desktop to delete speed-dial buttons from the speed-
dial list, or to add/edit the list directly.
To make a call using a speed-dial button:
1. Press Unified Communicator on the endpoint display.
2. Press a speed-dial button.
3. Select from any of the following options:
• Press one of the numbers in the list to initiate a call to that number.
• Press Find Me to place a call to the account’s primary device, allowing the
account’s call routing rules to route the call to the appropriate location. This
option is only available if the contact is linked to an account, and the account
has at least one device associated with it.
• If the contact is linked to an account with at least one device, or if the contact
is linked to a device, there will be two additional options in the popup menu:
Voicemail and Leave Message. Press Voicemail to call the voice mail of the
given person/device. Press Leave Message to leave a station message for
the given person/device. If you leave a station message, the station message
is left at the current location, or it is left at the primary device if the current
location is not a UC device.
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MESSAGES VIEW
The Messages view displays a list of voice mail, station, and system messages. Addi-
tional details are provided when pressing
The messages are listed in a table containing the following columns:
.
•
From: Specifies the message type. This column also indicates the telephone
number (and the name, when available) of the caller that left the station or voice
mail message. If the message is a system message, this column displays the mes-
sage.
•
•
•
Mailbox: Indicates the mailbox where the voice mail message was left.
Number: Indicates the number of voice mail messages left in the mailbox.
Options: Contains icons allowing access to voice mail, station, or system mes-
sages.
To check voice mail, station, or system messages:
Press Messages on the endpoint display. The actions you take depend on the message
type. Message types include the following:
Station Message: Press the
icon next to a station message to place a call
to the person that left the station message, or double-press the station message to
place the call.
Voice Mail Message: Press the
icon next to a voice mail message to
place a call to your voice mail system, or double-press the voice mail message to
place the call.
System Message: Press the
tem message text. You can also select the
icon to open a dialog box showing the sys-
button below the message list
to open a dialog box displaying the complete system message text.
To delete station or system messages:
1. Press Messages on the endpoint display.
2. Select one or more station or system messages, then press Delete.
NOTE: You can only delete voice mail messages using the voice mail system.
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CALL LIST VIEW
The Call List view displays a list of your current calls. These include calls that are
ringing, connected, or holding. The Call List view automatically appears any time you
place or receive a call and remain active until you navigate to a different view. When
the last call in the list ends, the previous view is displayed. You cannot sort the call
list. The call list shows all call activity for every device you own (in addition to the
Model 8690).
If an incoming caller is positively identified, a Caller ID icon ( )appears next to the
caller’s name. This indicates the caller was positively identified and the call followed
any routing rules you may have set up for the caller. Calls are displayed under three
columns:
•
State: Indicates the current call state. Call states include the following:
Indicates a call that is currently in the dialing stage.
Indicates an incoming ringing call. Double-press to answer.
Indicates an outgoing ringing call.
Indicates a connected call.
Indicates a muted, connected call.
Indicates a connected conference call.
A combination of these two icons indicates a muted, connected
conference call.
Indicates a call you placed on hold. Double-press to answer.
Indicates you are currently holding for a connected call.
Indicates a call in an error state. The most common example is a call
you place to an endpoint that is in DND. When this occurs, you hear a fast
busy tone for approximately one minute before the call terminates. During
this time, the call is displayed in the call list where you can terminate the call
earlier if desired.
Indicates that group listen is currently enabled on the call.
Indicates that the given call is currently being recorded.
•
•
Name: Indicates the name of the party on the other end of the call. A name is
only displayed if it is known. Next to the name, the
Caller ID.
icon indicates positive
Number: Indicates the number (if known) of the party on the other end of the
call.
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•
Call Control Buttons: Below the call list, buttons appear that allow you to con-
trol the selected call(s). If you select a call from the call list, the state of the call
include:
Places the selected call on hold. This button is only present if the
selected call is in a connected state.
call is an incoming ringing call or if the call is on hold.
Transfers the selected call. Refer to page 105 for more information
about transferring a call.
Toggles the Mute feature on and off for the selected call. You can
tell whether or not the selected call is currently muted based on the icon dis-
played in the state column (see page 103). If your current active call is
muted, the Mute button on the dialpad is shown in a selected state. Depend-
ing on the skin you are using, the button may appear with a lamp next to it,
or it may appear highlighted.
Toggles the Record-A-Call feature on or off for the selected call.
You can tell whether or not the selected call is currently being recorded
based on the icon in the state column (see page 103). After the call is
recorded, it is sent to your voice mail. If you have selected the option to
receive message alerts, a popup message indicates the mailbox number.
Ends the call.
Deletes the selected item from the list.
Displays detailed information for the selected item in the list.
NOTE: Call Control buttons are displayed based on the features that are
enabled on the system and the state of the displayed call. The operating
mode of the endpoint dictates which features are supported. For example, if
the Record-A-Call feature is not enabled,
larly, if the call is in a state that does not support the Record-A-Call feature
(i.e., on hold), is not displayed.
is not displayed. Simi-
When UC receives a call from a telephone number that it cannot match to a contact in
the address book, it uses positive Caller ID to try to identify the caller. If the caller is
identified as a contact in your address book, a wizard automatically launches after you
answer the call to allow you to save the new number for the contact.
The following instructions are for common tasks that you can perform using the Call
List view.
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To save a new telephone number for an identified contact:
1. Select the contact type to associate with the number (e.g., Mobile, Home, etc.).
2. Press OK to store the number or Cancel to cancel.
3. Select the check box if you do not want to be prompted to save numbers in the
future. You can also set this preference by navigating to My Account on the Web
Client.
To place a call on hold:
1. Select the call you want to place on hold.
2. Press
The icon indicates that a call is on hold. To answer a call on hold, press
To transfer a call using
1. Select the call you want to transfer.
2. Press
.
.
:
.
3. If you want to transfer to a number: Enter the digits and press OK to transfer the
call.
If you want to search for the party to which you want to transfer: Press the
Search button. Your cursor is placed in the type-ahead search box. Type the
name of the person to which you want to transfer the call. The search results
include a transfer icon
(
) in the features column. Press the icon to transfer the call to that person.
To transfer a call using a type-ahead search:
1. Select the call you want to transfer.
2. Go directly to the type-ahead search and search for a person.
3. Press
next to the search result to transfer the call to that person.
To mute a call:
1. Select the call you want to mute.
2. Press
.
NOTE: The
and press
icon indicates that a call is muted. To unmute a call, select the call
.
To record a call:
1. Select the call you want to record.
2. Press
To stop recording the call, select the call and press
.
.
NOTE: Recorded calls are saved in voice mail. When you record a call, a voice mail
message icon indicates that you have a new voice mail message, and a voice mail indi-
cation appears on your endpoint. If you have chosen to receive message alerts, you
also receive a message alert.
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To create a conference call, use one of the following options:
•
If you want to conference selected or holding calls: Select two or more connected
or holding calls in your call list. Press
If you want to conference all calls: With one call selected, press
.
•
.
The selected connected and/or holding calls disappear from your call list, and a new
conference call appears.
NOTE:
is only present if you have two or more calls in your call list that can
be conferenced. The conference call displays as a single call in the call list indicated
with CONFERENCE. Each conference member is displayed under the call by name (if
available) or by number.
To drop a party from a conference call:
Press the
icon next to the name of the person, or select the name of the person you
want to drop from the conference, and then press
in the call list of the conference originator.
. This option is only visible
To end a conference call:
Select the call and press
.
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CALL LOG VIEW
The Call Log view allows you to view a history of your recent calls. For each call,
you can view call details such as the call type, date and time of the call, and the name
and number of the person that called. If a call in the log was from another UC account
or device, the current account/device status is also displayed. You can return a call
directly from the call log, and you can add a call log entry to your address book.
The main call log screen displays the date and time of the call, the name and number
of the called party and the call result. Additional details are provided when pressing
.
Call Log Main Screen
The call log main screen displays the following information:
•
Date/Time:
Indicates an incoming call was answered.
Indicates an incoming call was missed.
Indicates an incoming call was transferred to another destination.
Indicates an incoming call went to voice mail.
Indicates an outgoing call was answered.
Indicates an outgoing call was not answered.
Indicates an outgoing call was transferred to another destination.
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•
Name/Number: Displays the name and number of the caller or called party (if
available). If the name/number is not recognized, UC indicates that the called
party/caller is unknown. If the caller is a device or account (or a contact linked to
a device or account), this column also displays the caller’s current status as an
icon. If the caller exists in your address book, the caller’s current status is always
displayed and is updated in real time as the status changes. The status icon can be
one of the following:
Indicates that the status of the user is currently unknown. Press this icon
to retrieve a snapshot of the status. The snapshot reverts back to an unknown
state in approximately 30 seconds.
Indicates that a user is currently available.
Indicates that a user is currently unavailable.
Indicates that a user is currently on a call.
Indicates that the DND status for the device is currently unknown. This
icon displays if the type-ahead results display a device that is not currently in
your address book. Press this icon to retrieve the status. The snapshot reverts
back to an unknown state in approximately 30 seconds. This icon can also
appear when the node the device belongs to is down or when the connection
between UC and the CT Gateway is down.
Indicates that the DND status for the device is currently OFF.
Indicates that the DND status for the device is currently ON.
Indicates that the device is currently on a call.
Indicates a call log entry that is neither a device or account. The pres-
ence of this icon does not necessarily indicate that the given name/number
corresponds to an entry in your address book.
•
Result: Indicates the call result as any of the following:
— Missed: Indicates the incoming call was not answered.
— Answered: Indicates the called party answered the call.
— Answered at: Indicates the incoming call was answered at the specified end-
point.
— Unanswered: Indicates the outgoing call was not answered.
— Voice mail: Indicates the call went to your voice mailbox.
— Transferred to <number>: Indicates the call was transferred
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To sort the call log:
1. Press Call Log on the endpoint display.
2. Press any of the call log columns to sort the call log by date and time, name and
number, or call result.
To return a call:
1. Press Call Log on the endpoint display.
2. Double-press the icon next to the entry.
3. Select from any of the following options:
• Press one of the numbers in the list to initiate a call to that number.
• Press Find Me to place a call to the account’s primary device, allowing the
account’s call routing rules to route the call to the appropriate location. This
option is only available if the contact is linked to an account, and the account
has at least one device associated with it.
• If the contact is linked to an account with at least one device, or if the contact
is linked to a device, there will be two additional options in the popup menu:
Voicemail and Leave Message. Press Voicemail to call the voice mail of the
given person/device. Press Leave Message to leave a station message for
the given person/device. If you leave a station message, the station message
is left at the current location, or it is left at the primary device if the current
location is not a UC device.
To add a call log entry to the address book:
1. Press Call Log on the endpoint display.
2. Select one or more entries containing a name or number, then press Add to
Address Book. The entry is added to your Address Book.
NOTE: Call log entries without a name or number are ignored.
To delete a call log entry:
1. Press Call Log on the endpoint display.
2. Select one or more call entries and then press Delete. The entry is deleted from
the list.
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Call Details Dialog Box
The call log Details dialog box displays the following call information:
•
Type: Displays the call type (incoming or outgoing) with an icon (see page 104)
and text.
•
•
Date/Time: Displays the date and time the call came in.
Name/Number: Displays the name/number of the caller/called party. An icon
indicates the current contact status if the entry corresponds to an account or a
device. See page 104 for a description of the icons. For an account, the current
composite status is displayed. For a device, the current DND status is displayed.
If the entry does not correspond to an account or a device, the status is unknown.
This status is simply a snapshot and does not update in real time.
•
•
Result: Displays the call result, as discussed on page 108.
Call Steps: Displays every step the call went through before it terminated. Each
step indicates the date and time at which the step occurred, the action the step
took (e.g., CONNECTED), and the telephone number of the other party involved
(if applicable).
To view call details:
Select the entry from the call log and press
.
To return or delete a call from the call log details dialog box:
1. Press Call Log on the endpoint display.
2. Select the entry, then press
.
3. Select any of the following options:
• Call: Opens the Call dialog box allowing you to place the call, leave a sta-
tion message, or go directly to the voice mail system for the party you want
to call.
• Delete: Removes the entry from the call log.
• Close: Closes the dialog box and returns to the call log.
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ADDRESS BOOK VIEW
NOTE: You must use the Web Client to Synchronize your UC Address Book and to
add, edit, and delete Groups.
The Address Book view is where you store and work with your contact information.
The address book stores two types of contacts: static and linked. Linked contacts are
associated with an account or device on the telephone system, and display a real-time
status. Static contacts contain information about a person or company you manually
added to the address book. Static contacts are not linked to an account or device and
do not display status.
Contacts are displayed in a scrollable table under the columns, Name, Status, and
Options. You can sort, filter, edit, call, check the status of, or simply view address
book information.
Sorting Address Book Contacts
The Address Book table allows you to sort your contacts using the Name and Status
column headings.
To sort Address Book contacts:
1. Press Address Book on the endpoint display. You can sort the address book by
the following columns:
• Name: Lists contacts as [Last Name, First Name].
• Status: Displays current status information for the contact. The information
displayed depends on the type of result as follows:
–
–
Linked Account: Displays the current status icon for the user.
Linked Device: Displays the current DND status for the device.
NOTE: An additional column displays the icon to call a contact. This column
cannot be sorted.
2. Press either of the column names to sort the contacts in the table. Pressing the
same column name again sorts the data in the opposite direction (ascending/
descending order).
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Filtering Address Book Contacts
The tabs located at the bottom of the Address Book table allow you to filter contacts.
To filter the contact list:
1. Press Address Book on the display.
2. Filter the address book contacts, using either or both of the following methods:
• Press the following tabs to filter a subset of your contacts:
–
#: Filters contacts to display only those names that start with non-alpha-
betic characters.
–
–
ABC through YZ: Filters contacts by the selected letter(s).
ALL: Displays all contacts in the address book.
• Press the Group drop-down selection list to filter the address book by group.
To check contact status:
1. Press Address Book on the endpoint display.
NOTE: The Status column displays the real-time status for the contact. Simple
contacts (contacts that are not linked to an account or device on the system) will
not display a status.
Contacts linked to system accounts and devices can display one or more of the
following icons:
Indicates that the status of the user is currently unknown. Press this icon
to retrieve a snapshot of the status. The snapshot reverts back to an unknown
state in approximately 30 seconds.
Indicates that a user is currently available.
Indicates that a user is currently unavailable.
Indicates that a user is currently on a call.
Indicates that the DND status for the device is currently unknown. This
icon displays if the type-ahead results display a device that is not currently in
your address book. Press this icon to retrieve the status. The snapshot reverts
back to an unknown state in approximately 30 seconds. This icon can also
appear when the node the device belongs to is down or when the connection
between UC and the CT Gateway is down.
Indicates that the DND status for the device is currently OFF.
Indicates that the DND status for the device is currently ON.
Indicates that the device is currently on a call.
Indicates a call log entry that is neither a device nor account. The pres-
ence of this icon does not necessarily indicate that the given name/number
corresponds to an entry in your address book.
Indicates a simple company contact.
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device status.
1. Press Address Book on the endpoint display. (The list appears empty if no con-
tacts have been added.)
2. Press Add Contact.
3. Enter the following information for this contact:
• Name (see page 115)
• Work (see page 115)
• Home (see page 116)
4. Press OK. The information is saved for your address book, only and the newly
added simple contact appears in the address book.
NOTE: Filling out only the Work tab Company field results in adding a simple com-
pany contact. The icon changes from a simple contact icon
to this icon
.
5. Repeat steps 2 - 4 to add more simple contacts.
NOTE: You can add your system’s voice mail extension as a contact and add it to your
speed-dial buttons for quick access to voice mail.
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Adding a Linked Contact
A linked contact is connected to a UC account or device in the system. Like simple
contacts, linked contacts also store contact information. Unlike simple contacts,
linked contacts also display real-time status information for the account or device to
which they are linked.
To add a linked contact, either use the type-ahead search (see page 97) or the call log
main screen (see page 107).
To add a linked contact:
1. Press Unified Communicator on the interface, then press Search.
2. Enter the first few characters of the contact using the Input Panel. (You can also
enter the entire contact name or device extension.)
3. If there are too many results, enter additional characters to refine the search. The
search results include all matching contacts in your address book, all matching
users, and all matching devices in the system. The search function automatically
tries to eliminate duplicate results from the list. If the search matches an account,
as well as one or more devices owned by the account, then the search results will
only display the matching account.
NOTE: To select a range of items, activate the Input Panel (see page 13). Select
the first item in your list, press the SHIFT key on the Input Panel, then select the
last item in the list. You can also select one item, then press the CTRL key and
select additional items.
4. Press Add to Address Book. The selected items are added as linked accounts
and linked devices respectively.
NOTE: Selecting the Add to Speed Dial button adds the result to the speed-dial
list and to the address book.
5. Repeat steps 1-4 to add additional linked contacts.
To delete a contact from your address book:
1. Press Address Book on the interface. The address book with your contact infor-
mation appears.
2. Select a contact and press Delete.
NOTE: Removing a contact from the address book also removes it from the
speed-dial list.
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To access and edit address book contact information:
1. Press Address Book on the interface. The Address Book view appears.
2. Press the contact you want to edit, then press Edit. You can also double-press the
contact to enter edit mode.
NOTE: This panel provides full access to all of the contact information as it
appears in the database. To edit your personal information, use the Web Client
from your PC.
3. Change the information in the following tabs:
• Name: Includes the following fields:
–
–
First, Middle, and Last (64-character limit)
E-mail addresses: Displays a list of all the contact’s e-mail addresses
(256-character limit).
NOTE: Press Add to add an e-mail entry to the list. Select an entry and press
Edit to change an entry in the list, or press Delete to remove the entry from
the list. Selecting an entry and pressing Make Primary will move that entry to
the top of the list and make it the primary E-mail address. Some contact man-
®
agers such as Microsoft Outlook distinguish between the primary and sec-
ondary E-mail addresses.
–
–
Notes: Allows you to add comments for the contact (4096-character
limit).
Make contact private: Select this option to mark the selected contact as
private. Private contacts are only visible in your address book. They are
not visible to other users or administrators.
• Work: Includes the following fields:
–
–
–
–
–
–
–
–
–
–
–
–
Company (64-character limit)
Title (64-character limit)
Department (64-character limit)
Work Street Address (64-character limit)
Work Primary Phone (64-character limit)
Work Secondary Phone (64-character limit
Work Mobile Number (64-character limit)
Work Fax Number (64-character limit)
Work IP Phone (64-character limit)
Work Pager Number (64-character limit)
Work Pager Number (64-character limit)
Work Web Page (2048-character limit)
NOTE: Include http:// in the Work Web Page address.
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• Home: Includes the following fields:
–
–
–
–
–
–
–
–
Home Street Address (64-character limit)
Home Primary Phone (64-character limit)
Home Secondary Phone (64-character limit)
Home Mobile Number (64-character limit)
Home Fax Number (64-character limit)
Home Pager Number (64-character limit)
Home IP Phone (64-character limit)
Home Web Page (2048-character limit)
NOTE: Include http:// in the Home Web Page address.
4. Press OK.
To place a call from the Address Book view:
1. Press Address Book on the interface.
2. Press the
icon next to a contact to open a place call dialog box listing the
telephone numbers for the contact. This icon does not appear if no numbers exist
(i.e., the number field was left blank). Select from any of the following options:
• Press one of the numbers in the list to initiate a call to that number.
• Press Find Me to place a call to the account’s primary device, allowing the
account’s call routing rules to route the call to the appropriate location. This
option is only available if the contact is linked to an account, and the account
has at least one device associated with it.
• If the contact is linked to an account with at least one device, or if the contact
is linked to a device, there will be two additional options in the popup menu:
Voicemail and Leave Message. Press Voicemail to call the voice mail of the
given person/device. Press Leave Message to leave a station message for
the given person/device. If you leave a station message, the station message
is left at the current location, or it is left at the primary device if the current
location is not a UC device.
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CALL ROUTING VIEW
NOTE: You must use the Web Client to set up your Call Routing rules and to create
Greetings.
The Call Routing view allows you to view and enable or disable the call routing rules
you created on your PC desktop using the UC Web Client. To enable call routing,
select the Enable call routing option under the displayed call routing rules.
To view call routing rules:
2. To expand a rule and view rule steps: Press the + sign next to the rule.
To enable or disable a rule: Press the icon next to the rule. A green-filled radio
button ( ) indicates an enabled rule. A red-filled square button ( ) indicates a
disabled rule. Press the icon in this column to enable/disable the individual rule.
The client application has an option to display alerts for new messages, status
changes, and incoming calls while logged in to UC. This option is set on the Behavior
tab of the Options dialog box (see page 36). An alert consists of a small window con-
taining information, and sometimes buttons, which appears on the screen and allows
you to perform a related action. The alert remains on the screen for a few seconds,
and then scrolls off the screen and disappears. If you want to close the alert window
immediately, press the “X” in the upper-right corner of the alert window.
NOTE: You will only receive alerts while your endpoint is logged on to UC.
Receiving New Message Alerts
This alert appears when you receive a new station or voice mail message on any of
your devices in your UC account. This alert indicates the message type received,
which can be one of the following:
•
If it is a station message: The alert indicates who left the message and includes a
button you can press to place a return call to that person.
•
If it is a voice mail message: The alert indicates the mailbox where the message
was delivered and includes a button you can press to call the mailbox to retrieve
the message.
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Receiving Status Change Alerts
The Status Change alert appears any time a status of someone in your UC speed-dial
list changes. The alert information differs as follows:
•
If the contact in your speed-dial list is a device: The alert indicates the person
whose status changed and the new DND status of the device.
•
If the contact in your speed-dial list is an account: The alert indicates the person
whose status changed and the account’s new status description.
NOTE: The alert also includes a button you can press to place a call to the person
whose status has changed.
Receiving Incoming Call Alerts
The Incoming Call alert appears any time your endpoint receives an incoming call.
The alert indicates the caller ID (if available) and includes buttons you can press to
answer the call or to send the call to the voice mail of your primary device. You can
configure your primary device on the Devices view of the Web Client on your PC.
NOTE: UC searches your address book for a match in addition to using Caller ID infor-
mation to determine the true identity of the caller.
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Introduction . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 120
E-Mail Reader Features . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 121
Using Your Advanced Mailbox . . . . . . . . . . . . . . . . . . . . . . . . . 122
Setting Up Your E-Mail Password . . . . . . . . . . . . . . . . . . . . . . 123
Accessing E-Mail Messages . . . . . . . . . . . . . . . . . . . . . . . . . . . 125
Accessing Fax Messages . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 128
Recovering Deleted Messages . . . . . . . . . . . . . . . . . . . . . . . . . 129
Changing Message Envelopes . . . . . . . . . . . . . . . . . . . . . . . . . 130
Voice Mail Flowchart (Advanced Mailbox). . . . . . . . . . . . . . . . 131
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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
mailbox (see page 15). The instructions for many voice mail tasks are identical for
these common mailbox tasks are not repeated in this section.
See the following pages for common mailbox tasks:
•
•
•
•
•
•
•
•
•
•
•
•
•
•
•
Initializing your mailbox (see page 26)
Recording your personal greetings (see page 27)
Recording your voice mail directory name (see page 28)
Accessing your mailbox (see page 29)
Disabling and enabling ASR (see page 30)
Accessing voice mail messages (see page 57)
Recording and sending voice mail messages (see page 60)
Canceling unheard voice mail messages (see page 62)
Changing your mailbox password (see page 71)
Changing the call screening transfer method (see page 73)
Programming a fax destination (see page 74)
Changing the message search order (see page 74)
Programming remote messaging (see page 75)
Screening calls (see page 82)
Using the voice mail directory (see page 84)
NOTE: For a voice mail flowchart for standard mailbox users, see page 149.
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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 130). 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 125).
When you access a fax message, E-Mail Reader announces the fax envelope accord-
ing to the envelope options that you set (see page 130). 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 128).
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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 123).
When you access your mailbox (see page 29), the system announces how many new
and saved voice mail, fax, and e-mail messages you have in your mailbox. You can
choose which type of message you want to access by selecting voice mail, fax, or e-
mail from the main subscriber menu.
Main menu options include the following:
1
•
•
•
•
•
•
•
To access voice mail messages: Say “Voice Mail” or press
.
2
To record voice mail messages: Say “Record” or press
.
3
To access e-mail messages: Say “E-Mail or press
.
4
.
5
To access message options: Say “Options” or press
.
6
To access facsimile messages: Say “Facsimile” or press
.
8
To disable ASR (for that call only): Say “Disable” or press
.
At any menu level, you can say “Cancel” or press
to cancel or return to the pre-
*
#
vious menu or say “Accept” or press
advanced mailbox users, see page 131.
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 26)
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 29. 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
e-mail messages.
• Say “Password” or press
to access your mailbox without access to your
to enter your new e-mail password.
1
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
to accept.
3
• Say “Re-enter” or press
to erase and re-enter the password.
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
@
1
*Press
seven times for a blank space.
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ACCESSING E-MAIL MESSAGES
NOTE: By default, the message lamp on your endpoint lights when you receive a new
voice mail message. Although the lamp can be programmed for other functions, it can-
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
e-mail messages and meeting invitations and responses, such as those created with
®
®
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 130). 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 enve-
lope, save the message, or delete the message. In addition, you can reply to the mes-
sage or forward 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 access
Sally’s meeting acceptance using E-Mail Reader, the e-mail is announced according to
the supervisor’s e-mail envelope preferences. Then E-Mail Reader reads Sally’s written
response followed by the hidden link inserted by Outlook, “I’m looking forward to 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 29.
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
to “rewind” a few seconds and replay the mes-
sage.
2
#
• Say “Pause” or press
to pause. Say “Continue” or press
to con-
tinue.
3
• Say “Forward” or press
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
to delete the message.
• Say “Cancel” or press
to return to the previous menu.
*
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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
to replay the message from the beginning.
2
• Say “Reply” or press
to reply to the message. If the e-mail message had
more than one recipient, you have the following options:
1
–
–
–
Say “Everyone” or press
to reply to all recipients.
to reply to the sender.
2
Say “Sender” or press
Say “Hear” or press
3
to hear all recipients.
NOTE: See page 60 for recording and delivery options.
3
• Say “Forward” or press
to forward a copy of the message to a fax desti-
nation. Then say or enter the fax destination number. The system plays the
fax destination number. Select one of the following:
#
–
–
Say “Yes” or press
to verify the number. The system announces
that the fax is scheduled for delivery.
*
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
to listen to the previous message.
5
• Say “Envelope” or press
to play the introductory message envelope (see
page 130 for programming instructions).
6
• Say “Next” or press
to listen to the next message.
7
• Say “Save” or press
to save the message.
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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ACCESSING FAX 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 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 130). 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 29.
6
2. Say “Facsimile” or press
to access your fax messages. Then select one of
the following:
1
• Say “New” or press
• Say “Saved” or press
to listen to new messages.
to listen to saved messages.
3
3. After the fax envelope is played, you have the following options:
3
• Say “Forward” or press
to forward a copy of the message to another
destination. Then say or enter the fax destination number. The system plays
the fax destination number. Select one of the following:
#
–
Say “Yes” or press
to verify the number. The system announces
that the fax is scheduled for delivery.
–
Say “No” or press
to start over.
to listen to the previous message.
*
4
• Say “Previous” or press
5
• Say “Envelope” or press
to play the introductory message envelope (see
page 130 for programming instructions).
6
• Say “Next” or press
to listen to the next message.
7
• Say “Save” or press
to save the message.
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 29.
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.
to recover an e-mail message.
to recover a fax message.
2
• Say “E-Mail” or press
3
• Say “Facsimile” or press
1
5. EITHER, Say “Listen” or press
to listen to your deleted messages and
choose which ones to recover. After each message you can:
1
• Say “Replay” or press
to replay the message.
2
• Say “Reply” or press
to reply to the message.
to forward the message.
to listen to the previous message.
3
4
• Say “Forward” or press
• Say “Previous’ or press
• Say “Envelope” or press
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
to permanently delete all deleted messages.
6. Hang up.
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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 29.
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.
3
• For voice mail, say “Length” or press
to enable or disable the message
length option.
3
For e-mail, say “Subject” or press
to enable or disable the subject
option.
3
For faxes, say “Pages” or press
to enable or disable the pages option.
4
• Say “All Options” or press
to enable all options and return to the Per-
sonal Options Menu.
5
• Say “None” or press
to disable the entire envelope and return to the
Personal Options Menu.
#
• Say “Accept” or press
to accept the changes.
• Say “Cancel” or press
6. Hang up.
to return to the Personal Options Menu.
*
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VOICE MAIL FLOWCHART (ADVANCED MAILBOX)
NOTE: 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
say or enter your mailbox
number.
“Pause”
•
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)
(press
).
#
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”
“None”
After the message:
4
5
1
2
3
4
5
6
7
9
“Replay” Message
“Reply” to the Message
“Forward” a Copy
“Disable” ASR
5
9
“Remote” Messaging
1
2
“Primary” Cascade
“Alternate” Cascade
Go to “Previous” Message
Play the “Envelope”
Go to “Next” Message
“Save” the Message
“Delete Message”
RECORDING A MESSAGE
“More” Options
•
•
Dial the mailbox number,
reply to a message, or for-
ward a message.
1
2
5
Fax “Number”
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 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 134
What the Administrators Can Do for You . . . . . . . . . . . . . . . . 134
Frequently Asked Questions (FAQs) . . . . . . . . . . . . . . . . . . . . 135
Default Feature Codes. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 139
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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 either your system’s administrator guide, or the Model 8690
Administrator’s Guide (part no. 550.8120). If you are a network administrator, refer to
the latest version of the IP Devices Installation Manual (part number 835.2195).
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FREQUENTLY ASKED QUESTIONS (FAQS)
This section includes some of the most frequently asked questions. If you have prob-
lems with your endpoint or voice mailbox, refer to this section before you contact the
Q1.
A1.
How can I retrieve messages if I do not know the password for my voice mail?
Try using your extension number, which is your default password. Or, maybe you do
not have a password, in which case pressing
is all you need to do. If these
#
options don’t work, contact your voice mail administrator, who can change or erase
the password for you. You can then retrieve your messages and reset the password, if
desired (see page 71).
Q2.
A2.
mail?
Only your system administrator can change the number of rings.
Q3.
A3.
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 59). If you attempted to undelete a voice mail message within this time frame
but you were still unsuccessful, your voice mail system may not have sufficient space
programmed to store deleted messages.
Q4.
A4.
How can I change the name displayed on my endpoint?
Only your system administrator can change the usernames assigned to extensions.
Q5.
A5.
How do I change the time and date on my endpoint?
Only your system administrator can change the time and date. Please contact your
system administrator if you notice that the date and time are incorrect. You can only
change the time and date for Windows CE. NET.
Q6.
A6.
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 without UC (see page 77), or
add an unlimited number of contacts to your Speed-Dial list with UC (see page 101).
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Q7.
A7.
Why don’t the local telephone company star codes (i.e.*82, *69, etc.) work when I
8
press the Outgoing button or use the Outgoing Call feature code (
by default) to
call an outside number?
8
Rather than pressing the Outgoing button or
to access an outside line, you must
dial a Select Line Group number before you can use the star codes. For example, if
your system is using the default Select Line Group numbers, dial 92001 to access that
line. Once you have dial tone, you can dial the star code and the number.
Q8.
A8.
Can I store applications and data on my endpoint?
The Mounted Volume folder is the only location on the endpoint where data and files
persist across power loss and resets. Although you can store a small amount of data
on the endpoint, it is strongly suggested that you store applications and data on an
accessible storage device such as a Compact Flash memory card or your desktop PC.
Q9.
A9.
Why do the views change when my endpoint is logged on to UC and there is call
activity on my endpoint?
When you are logged on to UC, the Model 8690 automatically displays the most
appropriate view based on the current activity. For example, if your endpoint is
ger UC to display the Call List view. The Call List view allows you to see who is cur-
rently calling, and also allows you to use the Call Control buttons to take action on
the call. When the call is no longer active, the original view is restored.
Q10.
A10.
When I set my preferences using the Options dialog box, I opted to use large icons.
Because the large icons and text take up so much area in the tables that display the
information, how can I see all of the information that is displayed?
The large fonts option (see page 111) increases the size of the text and icons when the
information is presented in a table format such as the Address Book view, Call List
view, etc. However, the overall size of the table remains the same whether you use
large fonts or not. Therefore, large fonts will take up more table area and reduce the
amount of information that you can view in the table at one time. To view additional
information when using large fonts, you can scroll to the information using the verti-
cal and horizontal scroll bars. If you notice that some of the information is cut off,
you can resize the column by moving the column bar in the heading to the right or the
left.
Q11.
A11.
Why can’t I use the Agent Help or Record-a-Call features?
If your endpoint is configured to use peer-to-peer (P2P) audio, you will not be able to
use the Agent Help and Record-A-Call features when you are on a P2P call. To deter-
mine if your endpoint is configured to use P2P audio, consult your network adminis-
trator.
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Q12.
A12.
What happened to the skin and custom ring I saved?
The preferences that you save, like skin and custom ring, are only used when the end-
point is in the state (logged on or off UC) that it was in when you set these prefer-
ences. The Model 8690 allows you to save two sets of preferences that are stored
locally on the endpoint. For example, if you log into UC and save a custom ring and
skin to use with your UC account, the skin and custom ring will only be available
when you are logged in to UC.
Q13.
A13.
Why can’t I use ASR to enter my e-mail password?
To prevent others from overhearing your password, you must enter it using the dial-
pad buttons on your endpoint. See page 99 for additional information about entering
your e-mail password if E-Mail Reader is enabled for your mailbox.
Q14.
A14.
If my e-mail password expires for my e-mail client and I have to change it, do I also
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 99 for additional information about entering your e-mail
password.
Q15.
A15.
Why don’t I have e-mail and fax messages in my mailbox?
If your mailbox is the standard voice mailbox (see page 16), 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.
Q16.
A16.
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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Q17.
A17.
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.
Q18.
A18.
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
ACCESS CODE
NEW CODE
Select Line Group 1-208
Automatic Route Selection
Emergency Call
92001-92208*
92000*
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
GENERAL FEATURE CODES
FEATURE NAME
Account Code – Following Calls
Account Code – Optional
ACD Agent Log In
FEATURE CODE
391
NEW CODE
390
326
ACD Agent Log Out
327
ACD Agent Log In/Out
ACD Agent Wrap-Up Terminate
Agent Help Request
328
329
375
Agent Help Reject
376
Answer (Ringing Call)
Automatic Intercom Access On/Off
Automatic Line Access On/Off
Automatic Line Answer
Background Music On/Off
Call Forward All Calls
Call Forward If Busy
351
361
360
350
313
355
357
Call Forward If No Answer
Call Forward No Answer/Busy
Conference
356
358
5
Default Station
394
Directory
307
Display Time And Date
Do-Not-Disturb
300
370
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FEATURE NAME
FEATURE CODE
371
372
373
312
319
315
316
317
336
335
330
322
323
324
365
366
368
367
314
7
NEW CODE
Do-Not-Disturb Cancel
Do-Not-Disturb On/Off
Do-Not-Disturb Override
Group Listen
Handsfree On/Off
Headset On
Headset Off
Headset On/Off
Hold – Individual
Hold – System
Hookflash (Recall in Europe)
Hunt Group Remove
Hunt Group Replace
Hunt Group Remove/Replace
Message
Message – Cancel Message Left
Message – Cancel Message On Endpt
Message – Silent Message
Microphone Mute On/Off
Page
Page Receive On/Off
Program Station Password
Queue (Callback) Request
Record-A-Call
325
392
6
385
380
331
305
306
359
4
Redial
Redirect Call
Reminder Message
Reminder Message Cancel
Remote Programming
Reverse Transfer (Call Pick-Up)
Ring Intercom Always On/Off
Ring Tone Selection
Routing Off
377
398
304
382
383
352
353
354
381
346
345
Station Speed Dial
Station Speed-Dial Programming
System Forward Enable
System Forward Disable
System Forward On/Off
System Speed Dial
Transfer To Hold
Transfer To Ring
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NOTES
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menu
7
Index
7
.NET Passport 39
A
7
Abbreviations
About Tab 38
9
8
About This Guide
2
About Voice Mail 17
About Your Endpoint
Accessing
3
Call Control Buttons 104
e-mail messages 125
fax messages 128
Accessing Your Mailbox 29
Account Codes 81
view 107
Call Routing View 117
Account Icons 97
ACD 89
ACD Hunt Groups 89
ActiveSync
4
Adding a Linked Contact 114
Adding Parties to a Conference 51
Adding Simple Contacts 113
Address Book
Calls
making 27, 45, 47
making conference 51
receiving 27, 46, 48
view 111
Address Book View 111, 116
Adjusting Your Endpoint’s Viewing Angle 22
Administrators 134
Advanced Mailbox
using 122
voice mail flowchart 131
Advanced Options 39
Agent Help 88
callback requests 46
messages 24
Agent IDs 89
queue requests 48
Record-A-Call 79
reminder messages 65
Cascade Levels 75
Changing
Alternate Greeting 27
Answering Calls 48
Appearance Tab 36
Automatic Call Distribution (ACD) 89
Automatic Speech Recognition (ASR) 17
Automatic System Forwarding 55
Available status 96
call screening transfer method 73
e-mail password 124
fax destination number 74
message envelope 72
message search order 74
personal greeting 28
remote feature access password 87
transfer method 73
B
Background Music 69
Behavior Tab 36
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volume levels 68
Web Client options 95
your status 96
message envelope options 72
paging 80
Checking Messages 102
record-a-call 79
Compact Flash (CF) Port
Contacts
Distributing Calls 89
accessing and editing 116
adding linked 114
E-mail addresses 115
simple, adding 113
D
Defaults 70
do-not-disturb 64
handsfree 46
Deleting a Linked Contact 114
Deleting Messages 102
Delivery Options 61
paging 80
record-a-call 79
Dial Tone 19
Dial Tones 69
Dialing Options 48
Dialpad Buttons
Directories
selecting a ring tone 69
outside 48
telephone 82
using 82
Endpoint Connectors
Endpoint Idle 19, 33
4
voice mail 84
Disabling
Entering Account Codes 81
Enterprise Messaging 17
account codes 81
automatic call answer 70
background music 69
call forwarding 87
cascade levels 76
Erasing Station Speed-Dial Numbers 78
Exiting a Conference 51
External Microphone Jack
External Speaker Jack
4
4
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transfer 105
F
Favorites 100
Fax Destination Number 74
Features
account codes 81
agent help 88
automatic call answer 70
Automatic Speech Recognition (ASR) 18
background music 69
call waiting 49
conference 51
default endpoint 70
do-not-disturb 63
E-Mail Reader 123
group listen 23
handsfree 46
Handsfree Mode 46
3
3
hold 50
hookflash 81
hunt groups 89
individual hold 50
last number dialed/saved 56
manual forwarding 54
mute 23
paging 80
queue 46
Installing Software and Firmware Upgrades 42
record-a-call 79
redial 56
redirect 55
remote feature access 86
ring intercom always 45
system forwarding 55
system hold 50
system speed dial 79
transfer 52
UC
address book 111
alerts 117
call control 104
call log 107
LAN/PWR Jack
4
call routing 117
conference 106
feature code favorites 100
mute 105
recording a call 105
redial 100
Last Number Dialed/Saved 56
LCD (Liquid Crystal Display)
Leaving Messages 24
Linked Contact 114
adding 114
3
deleting 114
search 97
editing 115
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Liquid Crystal Display (LCD)
Listening to Messages 57
party’s name and number 22
M
Mailbox Almost Full/Full 29
Making
PC Ports
4
an emergency call 49
calls 45
pages 80
Making and Receiving Calls 27, 45
Manual Call Forwarding 54
Members, Hunt Group 89
Menu
9
Menu Buttons
Message
7
button 24
search order 74
Messages
Primary Greeting 27
Programming
station 102
cascade levels 75
system 102
feature buttons 81
using do-not-disturb 63
voice mail 102
Messaging, Remote 29, 75
Microphone 3, 51
remote messaging 75
Model 8690 (Photo)
Model 8690 Guidelines 21
Modes
3
ring intercom always 45
Mute Button 23, 51
Muting a Call 105
Muting the Microphone 51
R
N
incoming call alerts 118
intercom calls 46
new message alerts 117
outside calls 48
Non-Handsfree Calls 47
Numeric Mode 19, 83
status change alerts 118
Record-A-Call 79
Recording
and sending voice mail messages 60
O
Off-Hook 19
personal greetings 27
voice mail directory name 28
Recording a Call 105
On-Hook 19
Operating System 12
Optional USB Devices
5
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Redial 100
Redialing a Number 56, 100
Remote Messaging 29, 75
Requesting
a reminder message 65
Responding to a Waiting Call 49
Responding to Agent Help 88
Retrieving Messages 25
Station Password 41
Returning to a Call 50
Ring Types 69
registry 14
Running Feature Code Favorites 100
S
Saving Volume Levels 68
Search Order 74
Searching Directories 83
Selecting
Selecting a Ring Tone 69
Sending
calls to voice mail 48
Sending Messages 60
Session Initiation Protocol (SIP) Mode
Setting
Telephone Directory 82
Temporary Status 96
Timers 54, 91
7
2
account codes 81
options 35
Setting Preferences 68
Show Desktop Icon 12
Simple Contacts, Adding 113
elements 10
navigation buttons 10
views 10
Six-Line Display
Skins 11
SMDR (Station Message Detail Recording) 81
Software Compatibility 12, 26
Sorting Address Book Contacts 111
Sorting the Call Log 109
7
UC Views 10
Unavailable Status 96
Unified Communicator Elements 10
Unified Communicator View 96
Universal Serial Bus (USB) Client
Universal Serial Bus (USB) Host
4
4
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Using
account codes 81
messages 46
defaults 26, 63, 70
directories 82
Voice Mail Basics 26
Voice Mail Flowchart
Voice Mail Messages
recovering deleted 59
headset 24, 25
message button 24
mute feature 23
record-a-call 79
system tray menu 34
UC views 95
Wall Mounting
3
V
What the Administrators Can Do for You 134
Windows CE. NET 12
Working in Hunt Groups 88
Working with the Speed-Dial List 101
Wrap-Up Timer 91
Viewing Call Details 110
Viewing Call Routing Rules 117
Viewing Speed-Dial Numbers 79
Virtual Local Area Network (VLAN) 34
VLAN ID 34
Z
Voice Mail
administrator 15
Zones, Page 80
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VOICE MAIL FLOWCHART (STANDARD VOICE MAILBOX)
NOTE: At any menu level, you can say “Cancel” or press
to cancel or return to the previous
#
menu or say “Accept” or press
to accept.
MAILBOX ACCESS
LISTENING TO MESSAGES
•
•
EITHER, Press the Mes-
sage button to respond to a
message from voice mail.
OR, Call the voice mail
extension number, say
While the message is playing:
PERSONAL OPTIONS
Record “Greeting”
1
2
3
4
5
6
7
9
#
“Back Up”
1
“Pause”
1
2
3
“Primary” Greeting
“Alternate” Greeting
“System” Greeting
“Login” or press
, and
Move “Forward”
“Lower” (volume)
Play the “Envelope”
“Higher” (volume
“Save” the Message
“Delete” the Message
“Skip” to the End
say or enter your mailbox
number.
Enter your password
(See Recording Options)
(press
).
#
2
3
Record Directory “Name”
(See Recording Options)
SUBSCRIBER MAILBOX MENU
Record “Password”
1
2
3
4
5
8
“New” Message
“Record”
4
Change “Envelope” Settings
1
2
3
4
5
“Time, Date”
Message “Source”
Message “Length”
“All Options”
“Saved” Messages
“Personal” Options
“Message” Options
“Disable” ASR
After the message:
1
2
“Replay” Message
“Reply” to the Message
“VoiceMail”Message
“Call Back”
1
2
“None”
5
9
“Remote” Messaging
“Primary” Cascade
“Alternate” Cascade
“More” Options
Fax “Number”
RECORDING 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
Part No. 550.8116
Issue 9, April 2005
A661/9227A
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