$;;(66 6WDQGDUG DQG %DVLF 'LJLWDO .H\VHWV DQG $;;(6625< 7DON 9RLFH 0DLO Part No. 550.8109 Issue 5.
If you have questions or comments about this User Guide, contact Inter-Tel Technical Publications at: Tech_Pubs@inter-tel.
CONTENTS PAGE Welcome . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1 About This Guide . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Quick-Start Instructions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . About Your Phone . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
CONTENTS PAGE System Speed Dialing . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 21 Redialing A Number . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 22 Using The Directories . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 23 Using Do-Not-Disturb Mode . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
:HOFRPH ABOUT THIS GUIDE The tabs on the edge of each page will help you find the features more quickly. • Keyset and Telephone System feature pages have tabs at the top of the page like the one shown at right. • Voice Mail feature pages have tabs in the middle of the page. • Default Feature Code pages have the tab at the bottom of the page. Note The AXXESS telephone system is a very flexible, programmable system.
The Standard Digital Keyset ABOUT YOUR PHONE HEARING AID-COMPATIBLE (HAC) HANDSET OPTIONAL LCD WITH TWO 16-CHARACTER LINES FEATURE KEYS CALL 1 CALL 2 INTERNAL SPEAKER CALL 3 CALL 4 IC FEATURE KEYS DID CNF ANSWER SPECIAL KEY HOLD TRANSFER SYS SPDL REDIAL SPKR MSG MUTE FWD ∞ OUTGOING ABC DEF 1 2 3 GHI JKL MNO 4 5 6 PRS TUV WXY 7 8 9 OPER # * RING AND VOICE VOLUME CONTROLS 0 12-KEY PUSHBUTTON KEYPAD HANDSFREE MICROPHONE (underneath edge) NOTE The keys are shown
The Basic Digital Keyset ABOUT YOUR PHONE HEARING AID-COMPATIBLE (HAC) HANDSET FEATURE KEYS INTERNAL SPEAKER CALL 1 IC CALL 2 DND CALL 3 CNF CALL 4 FEATURE KEYS ANSWER SPECIAL KEY HOLD TRANSFER SYS SPDL REDIAL OUTGOING ABC SPKR MSG MUTE FWD 2 3 GHI JKL MNO 4 5 6 PRS TUV WXY 8 9 OPER # 7 ∞ RING AND VOICE VOLUME CONTROLS DEF 1 * 0 HANDSFREE MICROPHONE (underneath edge) 12-KEY PUSHBUTTON KEYPAD NOTE The keys are shown as they appear in the default keymap configur
Feature Key Functions ABOUT YOUR PHONE The AXXESS telephone system is designed to allow customized feature key layouts. Your trainer or system administrator can tell you how your specific phone is arranged. Also, if your phone has been reprogrammed so that its feature keys do not match the feature keys described in this user guide, refer to the Inter-Tel AXXESS Administrator’s Guide for procedures on using feature codes. Default feature codes are listed at the back of this user guide.
ABOUT YOUR PHONE SYSTEM There are a few things you should know about the Inter-Tel AXXESS telephone system before you use your phone: • Your telephone system may have one dial tone for both intercom calls and outside calls. Or, it may be programmed to have two dial tones: (1) When you lift the handset or press the SPKR key, you hear intercom dial tone. (2) When you select an outgoing line, you hear standard outside dial tone.
What The Administrators Can Do For You ABOUT YOUR PHONE SYSTEM There are two types of Administrators: AXXESS System Administrator and AXXESSORY Talk Voice Mail Administrator. Often these duties are assigned to the same person or a small group of people. • System Administrator: There are certain telephone system functions that can be performed for you only by the System Administrator.
ABOUT AXXESSORY TALK VOICE MAIL The telephone system users are assigned “voice mailboxes” that usually have numbers that match the users’ extension numbers. However, sometimes an “unassociated” mailbox can be programmed to signal a non-matching extension number when it receives a message. When they first reach the voice mail system, callers hear the Voice Mail company greeting and recorded instructions that tell them how to access the voice mailboxes.
7HOHSKRQH 6\VWHP )HDWXUHV INTERCOM CALLS INTERCOM CALLS Placing Intercom Calls The Basics To place an intercom call: — With or without the handset lifted, dial an extension number. — If your call goes through handsfree to a keyset’s speaker, speak after you hear a double tone. If you hear continuous ringing, wait for the call to be answered. Options If you want to place a non-handsfree call that will ring at the other keyset until answered: — Press # before dialing the extension number.
Receiving Intercom Calls The Basics — Lift the handset for privacy OR press SPKR or ANSWER to respond handsfree. Options To disable your phone’s handsfree answering feature and make all incoming calls ring until you answer them: — With the handset in the cradle, dial 3 1 9 . (Repeat this step if you want to turn handsfree answering on again.
OUTSIDE CALLS Placing Outside Calls The Basics OUTSIDE CALLS To place an outside call: — With or without the handset lifted, press OUTGOING . — Dial the desired number. (If you see a request for an account code and hear a single progress tone, you must dial an account code before you can place your call.) — When finished with the call, hang up. Note To make an emergency call, simply dial 9 1 1 to automatically place a call to the preset emergency number. (You do not have to press the OUTGOING key first.
Answering Outside Calls The Basics — Lift the handset OR press ANSWER . Depending on how your system is programmed, you may be able to use one of the following methods instead of pressing the ANSWER key: — Press the flashing CALL key, if you have one. — Press the flashing LINE key, if you have one. To pick up (reverse transfer) a call that is ringing or holding at another phone: — Lift the handset and dial 4 . — Dial the extension number where the call is ringing or holding.
Call Screening OUTSIDE CALLS This feature is available only if your telephone system is equipped with an AXXESSORY Talk voice processing unit. The call screening “Transfer Method” options can be programmed through your voice mailbox (see page 43).
Displaying The Outside Party’s Name To show the outside party’s name: — Press ∞ and dial 3 7 9 . Performing A “Hookflash” During A Call A timed hookflash (a quick hang up and release) may be required for certain telephone company services. This feature code sends a hookflash over the outside line. To generate a hookflash while using a line: — While on a call, press ∞ and dial 3 3 0 . PLACING CALLS ON HOLD There are two ways to place a call on hold.
USING THE SPEAKER AND MICROPHONE USING THE SPEAKER AND MICROPHONE Muting The Microphone To mute the microphone so that you can hear the other party but they cannot hear you (this does not put them on hold): — Press MUTE . — To return to the call, press MUTE . “Group Listen” Using The Speaker The “Group Listen” feature allows you to transmit a conversation over the speaker while using a handset or headset. This allows other people in the room to listen to the conversation.
PLACING CONFERENCE CALLS The Basics — While on the first call, press CNF to put the call on hold. — Place another intercom or outside call. Place it on hold by pressing the flashing CNF . (If necessary, repeat this step to place one more call on hold.) — Press the flashing CNF to join all of the calls together in the conference. Options During the conference call you can do the following: — Place the conference on hold: Press HOLD . This places the conference on hold (the parties are still connected).
USING THE MESSAGE KEY USING THE MESSAGE KEY If you call a phone that is busy, does not answer, or is in do-not-disturb, you can use the Messaging feature to let the other person know you called. To signal that a message is waiting, a keyset’s MSG key flashes and the display shows the number of waiting messages. (If you leave a message for a single-line set, the user will hear six short tones after lifting the handset or pressing the hookswitch.
Receiving Messages The Basics — Lift the handset and press the flashing MSG . A call is automatically placed to the phone or message center that left the displayed message. Options To select the message you want to answer first (display keysets only): — If your MSG key is flashing, one or more messages are waiting. With the handset in the cradle, press MSG repeatedly to view your waiting messages. — When the desired message is displayed, press and then press # to respond.
TRANSFERRING CALLS Transferring To Another Extension TRANSFERRING CALLS — To transfer so that the call rings at the other phone: Press TRANSFER To transfer so that the call is on hold at the other phone: Press press 3 4 6 . . ∞ and dial — Dial the desired extension number. — Wait for an answer, announce the call, and then hang up to complete the transfer. — If the number is busy, there is no answer, or the transfer is refused, return to the caller being transferred by pressing the flashing key.
FORWARDING CALLS Manual Call Forwarding To forward calls: — Press or enter one of the following feature codes: FWD • 3 5 5 (Call Forward All Calls): All incoming calls are forwarded without ringing at your phone. • 3 5 6 (Call Forward If No Answer): All incoming calls are forwarded if they are not answered before a timer expires. (This timer is adjusted by the installer; it cannot be changed at your phone.
STATION SPEED DIALING Storing Speed-Dial Numbers On Your Phone STATION SPEED DIALING You can store up to 10 personal speed-dial numbers and associated names in station speed-dial “locations” 0-9. These locations are then dialed using a feature key or code plus one of the numbers 0-9 on your keypad. Or, if you have programmable feature keys, you can create Station Speed-Dial keys (as described on page 30) for one-touch speed dialing.
— With the handset in the cradle, dial 3 8 3 . — Dial the location code 0-9 to be erased OR press the Station Speed-Dial key to be erased. — To remove the name, press MUTE repeatedly until the name is erased. — Press # to continue. — To remove the number, press — Press # MUTE repeatedly until the number is erased. to exit. Dialing Station Speed-Dial Numbers — If necessary, select an outgoing line. — Using a location number: Dial 3 8 2 and then the desired station speed-dial location number (0-9).
REDIALING A NUMBER REDIALING A NUMBER If you reach a busy number, are disconnected, or if there is no answer, the number in your redial memory can be redialed easily. An outside line is automatically selected and the telephone number is redialed. Your phone can be programmed to store, in redial memory, the last outside telephone number that you dialed or an outside telephone number that you saved.
USING THE DIRECTORIES If searching for a name, you do not need to enter the full name. The system will find the closest match and show the number and its associated name on your display. If desired, you can then dial the displayed number. To perform a directory search: — With the handset in the cradle, press 3 0 7 . — Press 1 for the intercom directory, 2 for the outside directory, or 3 for the feature directory.
USING DO-NOT-DISTURB MODE USING DO-NOT-DISTURB MODE Placing your phone in do-not-disturb halts all pages and calls to your phone (except for queue callbacks, recalls, and direct ring-in calls). Other users calling your phone hear a repeating signal of four fast tones. If they have a display, they also see the donot-disturb message you have selected. There can be up to 20 different Do-Not-Disturb messages in your telephone system. They can be changed by the system administrator, installer, or programmer.
USING RECORD-A-CALL To use the Record-A-Call feature: — While on a call, press ∞ and dial 3 8 5 . — If required, dial the desired mailbox number. (Your phone may be programmed to select the mailbox, or you may be required to dial it.) — You hear a confirmation tone when the Record-A-Call feature is activated. — To turn off Record-A-Call: Press ∞ and dial 3 8 5 OR hang up.
PAGING The Paging feature allows announcements to be made through keyset speakers. If your system is equipped with optional external paging equipment, announcements can also be made through the external speaker(s). PAGING There can be up to 10 paging zones. Each paging zone can contain different combinations of keysets and the external paging equipment. Your trainer or system administrator can tell you how your paging zones are programmed.
REMINDER MESSAGES Reminder messages are set, like an alarm clock, to signal you at a specified time. You can select the message and time up to 24 hours in advance. There can be up to 20 different Reminder messages in your telephone system. They 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.
REMOTE FEATURE ACCESS REMOTE FEATURE ACCESS Remote Feature Access allows you to place your phone in Do-Not-Disturb mode or forward calls, either from another phone or through a special dial-up line. For your convenience, a pocket-sized guide is attached to the card stapled in the middle of this guide. Remote Access Password This password is used for Remote Feature Access, as described below. To change the password from your phone: — Dial 3 9 2 . — Enter your current password, followed by # .
To turn off Do-Not-Disturb: — Enter 3 7 1 and hang up. All Calls............................ 355 If No Answer .................... 356 If Busy .............................. 357 If No Answer or Busy....... 358 — Enter an extension number or enter an outside line access code followed by a telephone number. — Hang up. To turn off Call Forward: — Enter 3 5 5 and then press AXXESS Standard and Basic Keyset and AXXESSORY Talk Guide # and hang up.
PROGRAMMING YOUR FEATURE KEYS PROGRAMMING YOUR FEATURE KEYS Depending on how your system is programmed, some of your feature keys may be designated as “user-programmable.” If so, you can program them with any of the feature codes listed on the back of this user guide or with extension numbers. To program a user-programmable feature key: — With the handset in the cradle, dial 3 9 7 . — Press the feature key you want to program. — Dial the feature code or extension number you want to store under that key.
SETTING USER PREFERENCES The AXXESS system has eight volume settings: handset intercom, handset outside call, speakerphone intercom, speakerphone outside call, background music, ringing, handset intercom dial tone, and speakerphone intercom dial tone. To change a volume level: — Press the high or low end of the Volume key ( the volume. To save your change: — Press both ends of the Volume key at the same time.
Standard And Alternate Keymaps SETTING USER PREFERENCES Each keyset is programmed with a standard keymap that determines where each feature key appears on the keyset. Each keyset can also have an alternate keymap. If you have an alternate keymap, you can switch between the keymaps by dialing this feature code. To switch between keymaps when your phone is idle: — With the handset in the cradle, dial 3 To switch between keymaps during a call: — While on a call, press ∞ and dial 9 9 3 9 . 9 .
The Secondary Extension Appearances feature allows calls that are ringing or on individual hold at one “primary” phone to appear on a “secondary extension key” at another keyset. For example, a secretary or assistant can have a secondary extension key for a supervisor's phone, or one keyset can have several secondary extension keys, each associated with a different primary phone. There are two ways the installers can make a secondary extension key.
AGENT HELP Your telephone system may be programmed to support the Agent Help feature, which allows you to request help from a designated “Agent Help Extension” (usually your supervisor) during a call. When your request call rings at the Agent Help Extension, the supervisor can choose to join the call or reject the request. AGENT HELP If the Agent Help Extension is a keyset, the keyset's microphone is muted and the supervisor cannot be heard unless he or she presses the MUTE key.
INSTRUCTIONS FOR HUNT GROUPS To Turn On Or Off Hunt Group Calls If you are a member of a hunt group, you can use the following Hunt Group Remove/ Replace feature code to determine when you will receive hunt group calls. — Dial 3 2 4 to stop or restart hunt group calls. 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. ACD hunt group members are referred to as “agents.
ACD Hunt Group Login And Logout INSTRUCTIONS FOR HUNT GROUPS Agents can log in to and out of the ACD hunt group at any time. While logged in, the agent will receive calls through the ACD hunt group. When the agent is logged out, calls to that ACD hunt group will bypass the agent. If your phone is in an ACD hunt group, use the following procedures to log in and out.
• If you were logged in to only one hunt group, the display shows AGENT LOGGED OUT OF . 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. — If off hook, hang up. ACD Agent Wrap-Up Terminate Each time you end an ACD hunt group call, a timer is started.
9RLFH 0DLO )HDWXUHV The first time you use your Voice Mail mailbox, you need to initialize it, as described on page 7. ENTERING YOUR MAILBOX When you enter your mailbox, the system may play one of the following messages: • Mailbox almost full or full: If your mailbox is full, no new messages can be received until you delete waiting or saved messages. • Message count: The system tells you how many messages are waiting to be heard, if any, and how many are priority messages.
LISTENING TO MESSAGES Whenever you enter your mailbox, you are told how many new and saved messages you have. To listen to messages: — Enter your mailbox as described on page 38. — EITHER, Press 1 to listen to your new messages. OR, Press 3 to listen to your saved messages. — The system plays each message in the queue selected. While you are listening to a message, you can use the following options: • Press # to skip to the end of the recording. Press 1 to back up. • Press 2 to pause.
• Press 5 to play the introductory message “envelope” again. • Press 6 to listen to the next message. • Press 7 to save the new message in your mailbox. • Press 9 to delete the message from your mailbox. UNDELETING VOICE MAIL MESSAGES This feature allows you to “undo” the Delete Message operation and restore previously deleted messages. The messages will be restored to your saved-message queue. You have up to 24 hours to restore your deleted messages. After that, voice mail will erase them.
SENDING MESSAGES — — — — — Enter your mailbox as described on page 38. Press 2 . Dial the desired mailbox number or group list number. After hearing the subscriber's name, press # to accept it. When you hear the tone, record your message. • To pause while recording, press 2 . To continue, press any key. • To erase and re-record your message, press 3 . — When you have completed your message, you have the following options: To exit: Hang up. OR, press # and go to the next step.
CANCELING UNHEARD MESSAGES You can cancel voice messages you have sent to other voice mailboxes, provided the messages have not yet been heard by their recipients and they were not sent to a group list. To cancel unheard messages: — While listening to the voice mail main menu, press 5 . — Press 1 . — When prompted, enter the number of the mailbox that has the unheard message. Then you will be asked to confirm the mailbox you selected by pressing # .
PERSONAL OPTIONS Personal Options allow you to customize your mailbox. Voice Mail has the following personal options: • Personal Greetings • Voice Mail Directory Name • Mailbox Password • Voice Mail Message “Envelope” Contents • Remote Messaging • Fax Destination • Call Screening Transfer Method Each option is described in detail in the following pages. Recording Your Personal Greetings Your primary or alternate greeting is played to callers when they reach your mailbox.
— If you pressed 1 or 2, the current greeting is played (if one exists). Then do one of the following: • EITHER, Press # to accept the greeting. (Or, press 1 if you wish to replay the greeting, press 2 to add to the greeting, or press 3 to erase and rerecord the greeting.) • OR, Press * to exit without changing your greeting. 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.
Voice Mail Message Envelope Contents Each voice mail message is preceded by an “envelope” message that can include time and date the message was left, the source of the message, and/or the message length. To change your message envelope: — Enter your mailbox as described on page 38. Then press Options Menu. — Press 4 . You can then do any of the following: To enable or disable the time/date option, press 1 4 . To enable or disable the message source option, press 2 .
— A prompt tells you what the cascade's current status is. Perform one of the following steps. • To program a cascade level: Press 1 and enter the number of the level you wish to program (1-9). You then have the following options: — To enable or disable the cascade level: Press 1 . (You cannot enable the level until a notification number is programmed.) — To set up or change an extension or telephone number: Press 2 . Then press 1 if it is an extension number OR press 2 if it is an outside number.
Call Screening Transfer Method This feature is available only if your mailbox has the option enabled. Depending on the Transfer Method you select, transferred calls from AXXESSORY Talk may be unannounced (as usual), or one of the following may occur: • “Announce Only” Calls: Before Voice Mail transfers a call to you, a prompt asks the caller to record his or her name. When you answer, you hear “You have a call from (caller's name).
USING THE VOICE MAIL DIRECTORY The mailbox and extension number directories can be used any time Voice Mail asks you to enter a mailbox number. You use the keypad keys to enter the name. The system then plays the closest matching directory name that corresponds to the entry. • Display Keysets: Press the keys to enter the name. The number of times a key is pressed determines which character is entered, as shown below.
'HIDXOW )HDWXUH &RGHV Use the blank spaces below to enter custom feature codes if your telephone system has been reprogrammed with new codes.
GENERAL FEATURE CODES (CONTINUED) FEATURE NAME DEFAULT FEATURE CODES Do-Not-Disturb On/Off Do-Not-Disturb Override Feature Key Default Group Listen Handsfree On/Off Headset On Headset Off Headset On/Off Hold – Individual Hold – System Hookflash Hunt Group Remove Hunt Group Replace Hunt Group Remove/Replace Message Cancel Message That You Left Cancel Message On Your Phone Silent Message Microphone Mute On/Off Page Page Receive On/Off Program Baud Rate Program Keys Program Station Password Queue (Callback)
