User Guide Standard Display Phone and Basic Digital Phone
QUICK REFERENCE GUIDE TO FREQUENTLY USED FEATURES These are the basic instructions for the most frequently used telephone system and voice mail features. For detailed information on these and other features, refer to the complete instructions in the User Guide. PLACING AN INTERCOM CALL 1. With or without the handset lifted, dial an extension number. 2. If your call goes through handsfree to the called phone's speaker, speak after you hear a double tone.
REDIALING AN OUTSIDE NUMBER While on a call or after selecting a line, press matically, and the number is dialed. REDIAL . A line is selected auto- PLACING A CALL ON HOLD Press HOLD and hang up or place another call. To return to the call, lift the handset and press the flashing key. RESPONDING TO A WAITING CALL If you hear a “call waiting” tone through your handset and/or you see a display, end your current call or place it on hold. Then press ANSWER or the flashing key. PAGING 1.
PICKING UP A CALL FROM ANOTHER EXTENSION 1. Lift the handset and dial 4 . 2. Dial the extension number where the call is ringing or holding. FORWARDING CALLS 1. Press FWD . (Executive and Professional Display Phone users must then select a menu key.) 2. Do one of the following: • To forward to an outside telephone number: Select and outside line and dial a telephone number. • To forward to an extension number: Dial the extension number.
If your MSG key is not lit, enter your mailbox by following these steps: 1. Dial the voice mail extension number. (You hear the main menu.) 2. During or after the greeting, press to identify yourself as a subscriber. 3. Enter your mailbox number and your personal password (if programmed). Then press # . LISTENING TO VOICE MAIL MESSAGES 1. Enter your mailbox as described on page 3. 2. Press 1 to listen to your new messages.
— — — Skip To End 8 9 * # 7 Increase Volume — 6 5 4 3 2 Back Up AFTER MSG PLAYS — Delete the Message — Listen to Next Message Save the Message — Replay the Message Pause Reply to the Message Skip Forward Forward a Copy Lower Listen to Volume Previous Msg Play Envelope Play Envelope LISTENING TO MSG # 1 Send Message and Exit Delivery Options Cancel — — — — Replay Your Message Add to Your Message Erase and Re-record — LEAVING MSG Below is a summary of the options you can use wh
1 and hang up. ON VACATION ’TIL ON VACATION CALL ME AT AT THE DOCTOR ON A TRIP ON BREAK 06 07 08 09 10 tion and press # . 3. Enter the new password and press # . 4. Enter the new password again for verifica- 2. Enter your current password and press # 2 . 05 9 IN CONFERENCE UNAVAILABLE WITH A GUEST WITH A CLIENT 20 19 OUT TO LUNCH GONE HOME 18 AWAY FROM DESK 17 16 15 14 OUT UNTIL IN MEETING 03 IN MEETING UNTIL 13 11 OUT OF TOWN ’TIL OUT OF OFFICE 1.
CONTENTS PAGE FINDING YOUR WAY . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1 Welcome. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1 About Your Phone . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4 About Voice Mail . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
CONTENTS PAGE Screening Calls . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 52 Using the Directories . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 52 Programming Remote Feature Access . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 55 Requesting Agent Help . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
SECTION CONTENTS FINDING YOUR WAY Finding Your Way PAGE Welcome . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1 Standard Display Phone. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2 Basic Digital Phone . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3 About Your Phone . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4 Feature Key Functions . . . . . . . . . . .
FINDING YOUR WAY Standard Display 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 HOLD SPECIAL KEY SYS SPDL REDIAL ABC DEF GHI JKL MNO PRS TUV WXY 1 SPKR MUTE MSG FWD 4 7 ¥ OUTGOING TRANSFER * RING AND VOICE VOLUME CONTROL 2 3 5 6 8 9 OPER 0 # 12-KEY PUSHBUTTON KEYPAD HANDSFREE MICROPHONE (underneath edge) NOTE: The keys are shown as they appe
HEARING AID-COMPATIBLE (HAC) HANDSET FINDING YOUR WAY Basic Digital Phone 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 ABC DEF GHI JKL MNO PRS TUV WXY OPER # 1 SPKR MSG MUTE FWD 4 7 ¥ RING AND VOICE VOLUME CONTROL OUTGOING * 2 5 8 0 3 6 9 HANDSFREE MICROPHONE (underneath edge) 12-KEY PUSHBUTTON KEYPAD NOTE: The keys are shown as they appear in the default configuration, yours ma
FINDING YOUR WAY ABOUT YOUR PHONE The buttons on your phone are called “keys,” which is why the phone is sometimes called a “Keyset.” Your phone has two basic types of keys: · Keypad Keys: Allow you to enter numbers and letters. · Feature Keys: Provide quick access to various phone and voice mail features. For details about the feature keys, see the following section. Feature Key Functions The feature keys are designed to automate some of the commonly-used functions, such as dialing an outside number.
NOTE: Because the Axxess telephone system allows customized feature keys, your phone may have been reprogrammed so that the feature keys do not match those described in this guide. Display Your Standard Display phone has two lines of display with 16 characters per line. When your phone is idle, this display shows your extension number, your user name, the time of day, and the date.
FINDING YOUR WAY ABOUT VOICE MAIL Voice mail is an application that is part of the Inter-Tel Voice Processing Unit. With the voice mail application, you and other callers can send and receive recorded messages from any station or touch-tone telephone. To use this and other features, each user (you included) is assigned a “voice mailbox,” which usually corresponds to a valid extension number. You can, however, have an “unassociated” mailbox that does not correspond to an extension.
As you can see, your Standard Display or Basic Digital Phone and Axxess system come equipped with a lot of “bells and whistles.” To help you understand what everything means, it is recommended that you read the following information before you use your phone: · Your telephone system may be programmed for one or two dial tones. Systems with two dial tones have one for intercom calls and one for outside calls. · Many features “time out” if you wait too long before performing the next step.
FINDING YOUR WAY ABOUT THIS GUIDE NOTE: Because the Axxess telephone system is very flexible and programmable, the procedures for using the features might vary slightly from the descriptions in this guide. If so, your trainer or System Administrator can tell you how your system differs and how to use the features. ALSO: If your telephone system uses a different voice mail system, you will be provided with a separate user guide for that system.
Getting Started SECTION CONTENTS PAGE Welcome . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 10 Initializing Your Mailbox . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 10 Making and Receiving Calls . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 11 Intercom Calls . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 11 Outside Calls . . . . . . . . . . . . . . . . . . . . . . .
WELCOME Now that you know what your Standard Display or Basic Digital Phone can do, it’s time to start using it. In this section, you’ll learn how to make and receive calls, transfer calls, retrieve voice mail messages, and much more. INITIALIZING YOUR MAILBOX GETTING STARTED The first thing you should do is initialize your mailbox.
MAKING AND RECEIVING CALLS Making and receiving calls is the basic purpose of any phone. With your Standard Display or Basic Digital Phone, you can make/receive intercom, outside, and emergency calls. Intercom Calls Your extension number allows other people to place intercom calls to you, without dialing any extra codes. And, because every phone in your phone system is assigned an extension number, you can call other people in your system quickly and easily.
GETTING STARTED If the phone is busy when you place an intercom call, you can do any of the following: · To stay on the line and wait for the phone to become available: Do not hang up. After a system timer expires, you hear music until the phone is available. (You cannot do this if the called phone is in Do-Not-Disturb mode.) · To request a callback (queue on to the phone): Press 6 and hang up. When the phone is available, your phone rings. (To cancel the queue request before the callback, press 6 .
To receive an Off-Hook Voice Announce call (a call through your speaker) while you are on a call: When you hear a single tone and see an incoming call display, you can do the following: · To accept the call on the speakerphone without ending your current call: When you hear a double tone, you may talk handsfree with the caller through the speakerphone. (The caller on the handset will be able to hear both you and the party on the speakerphone.
To request a callback (queue on to the line) if all outgoing lines are busy when you try to call out: When you hear busy signals, press 6 and hang up. When the line is available, your phone rings. To cancel the queue request before your phone rings: Press 6 . GETTING STARTED When dialing the number, you can do one of the following: · Use the speed-dial directory. See page 52. · Use the Station Speed-Dial feature. See page 46. · Use the System Speed-Dial feature. See page 47.
Call Waiting If you receive a call while you are already on another call, you will hear a “call waiting” tone and/or you will see a display. To respond to a waiting call (you hear a single tone and a key is flashing): · To end the current call: Hang up. The waiting call rings in. · To place the current call on hold: Press answer the waiting call. · To have the caller hear Do-Not-Disturb signals: Press more information about Do-Not-Disturb mode.) HOLD . Then press the flashing key to DND .
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). GETTING STARTED To place a conference call: 1. While on the first call, press CNF to put the call on hold. 2. Place another intercom or outside call. 3. Press CNF to place the call on hold. (If necessary, repeat this step to place one more call on hold.) 4. Press CNF to join all of the calls together in the conference.
TRANSFERRING CALLS Although transferring calls is considered a basic function of a phone, your Standard Display or Basic Digital Phone has many advanced options for this feature. With your phone, you can transfer to another extension, voice mail, or even an outside line. To Another Extension 1. EITHER, Press OR, Press . and dial TRANSFER ¥ 3 4 6 to place the call on hold at the other phone. 2. Dial the desired extension number. 3. Wait for an answer, announce the call, and then hang up.
To Pick Up (Reverse Transfer) a Call 1. Lift the handset and dial 4 . 2. Dial the extension or hunt group number where the call is ringing or holding. (See page 58 for more information about hunt groups.) NOTE: If the Group Call Pickup feature is enabled, you can pick up a call ringing at any station in a hunt group by dialing the hunt group’s extension number (available in versions 5.2 and higher). FORWARDING CALLS GETTING STARTED With the Forwarding feature, you can have calls follow you (e.g.
Redirect Call NOTE: This feature is available only with versions 5.3 and higher Axxess software. The Redirect Call feature allows you to forward any call that is ringing on your phone without having to answer the call. NOTE: You cannot redirect calls to an extension that is in Do-Not-Disturb or to a restricted outside number. Automatic System Forwarding Automatic System Forwarding allows your System Administrator to route calls based on the type of call and the status of your telephone.
DISPLAYING INFORMATION ON YOUR PHONE Your Standard Display Phone has two lines of display where you can view information, such as the date and time or the outside party’s name/number. NOTE: These options do not apply to the Basic Digital Phone. Date, Time, Name, and Extension Number You can temporarily display the system date and time, your user name, and your extension number at any time. GETTING STARTED To show the date and time display (while on a call, in Do-Not-Disturb, etc.
USING A HEADSET With an electret headset, you can talk on the phone handsfree, without using your speaker and microphone. NOTE: If your headset has a power-saver mode, make sure the System Administrator has the Headset Connect Tone flag enabled in the telephone system. If this flag is not enabled, you may miss the first few seconds of incoming calls. NOTE: If using a headset, press SPKR Axxess Standard Display and Basic Digital Phone User Guide to connect and disconnect calls.
USING THE SPEAKER AND MICROPHONE If you are not using a headset, you can talk handsfree using your speaker and microphone. You can also use the speakerphone for on-hook dialing, call monitoring, and background music. Mute Key To mute the microphone so that you can hear the other party but they cannot hear you (this does not put them on hold): Press MUTE . GETTING STARTED To return to the call: Press MUTE .
Enhanced Speakerphone Mode The Enhanced Speakerphone Mode improves transmission quality while on a speakerphone call over a limited volume level range (typically the range is 1 to 3). NOTE: To use this feature, the System Administrator or installer must program your phone for Enhanced Speakerphone Mode. To enable enhanced speakerphone mode while on a call: EITHER, Press ¥ and then SPKR . OR, Press ¥ and dial mode when you end the call. 3 1 0 .
Leaving Messages GETTING STARTED To leave a message while on an intercom call: 1. Press MSG . 2. Hang up or wait for the message center to answer. To leave a message without placing an intercom call: 1. Press 3 6 7 . 2. Dial the desired extension number. To cancel a message that you left at another phone: 1. Press 3 6 6 . 2. Dial the extension number of the phone where you left the message. Retrieving Messages To retrieve a message (MSG key is flashing): Lift the handset and press MSG .
ENTERING YOUR MAILBOX If you’ve got a message waiting in your mailbox, you must access your voice mailbox to retrieve it. TIP: Generally speaking, pressing # during any voice mail operation will advance you to the next step. For example, when leaving a voice mail message for another voice mail user, you can press # to skip the person’s introductory message and proceed directly to the recording phase.
USING VOICE MAIL MESSAGES Once you’ve entered your mailbox, the system will tell you how many new and saved messages you have. You can then listen to messages, delete messages, save messages, etc. Listening to Messages To listen to messages: 1. Enter your mailbox as described on page 25. 2. EITHER, Press 1 to listen to your new messages. OR, Press 3 to listen to your saved messages. GETTING STARTED 3.
— Press 2 to make a return call. Your call will be transferred automatically to the caller’s extension or telephone number, if available. If the extension number is not available, you will have the option of leaving voice mail. If the telephone number is not available, you cannot reply to the message. · Press 3 to forward a copy of the message to another subscriber. If you want to include an introduction, press 1 . If not, press # to forward the message without additional comments.
Undeleting Messages NOTE: This feature is available only in versions 5.1 and higher Axxess software. If you accidently delete a voice mail message, you can retrieve it within a specific time frame (programmed by your System Administrator). Any retrieved messages are then restored to your saved-message queue. Messages that are not undeleted within the programmed time (up to 24 hours) are automatically erased. GETTING STARTED To recover deleted messages: 1. Enter your mailbox as described on page 25. 2.
Sending Messages To send a message: 1. Enter your mailbox as described on page 25. 2. Press 2 . 3. Dial the desired mailbox number or group list number. 4. Press # to accept the subscriber’s name. 5. Record your message after the tone. While recording, you have the following options: · Press 2 to pause while recording. Then press any key to continue. · Press 3 to erase and re-record your message. to access the following options. to send the message and return to the voice mail options.
Canceling Unheard Messages NOTE: This feature is available only in versions 5.1 and higher Axxess software. You can cancel unretrieved messages that you have sent to individuals, but not messages that you sent to group lists. GETTING STARTED To cancel unheard messages: 1. Enter your mailbox as described on page 25. 2. While listening to the voice mail main menu, press 5 for Message Options. 3. Press 1 . 4. When prompted, enter the number of the mailbox containing the unheard message. 5.
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 Do-Not-Disturb (DND) feature. This halts all pages and calls to your phone, except queue callbacks, recalls, and direct ring-in calls. When other users call your phone, they hear a repeating signal of four fast tones and, if they have a display phone, see the DND message you have selected.
To enable Do-Not-Disturb: 1. Press DND . 2. EITHER, Dial the two-digit number corresponding to the message you want to use. OR, Press the high or low end of the Volume key ( ) to scroll through the messages (display phones only). 3. If desired, customize the second display line by dialing the desired numbers or GETTING STARTED letters as described below: · Remain in numeric mode (MSG key unlit): Press the keypad keys to dial the desired numbers.
USING REMINDER MESSAGES Never be late for a meeting again! With reminder messages, you can program your phone, up to 24 hours in advance, to alert you at a specified time. At the programmed time, the reminder message signals you with eight short tones, and your display shows the message. If you are on a call, you still hear the tones, and the message displays for ten seconds. Then the display returns after you hang up. (Reminder displays interrupt, but do not affect, programming.
To request a reminder message: 1. With the handset in the cradle, dial 3 0 5 . 2. EITHER, Dial the desired two-digit number for the message that you want. OR, Press the high or low end of the Volume key ( ) to scroll through the messages (display phones only). 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 # .
Moving On SECTION CONTENTS PAGE Welcome . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 35 Setting Preferences . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 36 Phone Configuration. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 36 Voice Mail Options . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 39 Speed Dialing . . . . . . . . . . . . . . . . . . . . . . . . . . .
SETTING PREFERENCES Your phone and voice mailbox are automatically set to specific defaults. You can, however, configure many of these settings at any time. Phone Configuration Customizable features on your phone include changing volume levels, enabling background music, selecting a ring tone, and others.
Enabling Background Music If your telephone system is equipped with a music source, you can listen to music through your speaker. To enable or disable background music: Dial 3 1 3 (or press the BGM key, if your phone has one). Changing Keymaps Keymaps identify where feature keys appear on your phone. While all phones are programmed with a standard keymap, some phones have alternate keymaps (ask your System Administrator).
Changing the Language When your phone system is installed, the System Administrator can choose two of four different languages (American English, British English, Japanese, or Spanish) as the Primary and Secondary Language. You can then change the display and voice mail prompts on your phone by toggling between the Primary and Secondary Language.
Voice Mail Options Your voice mailbox contains personal options that allow you to customize your personal greetings, directory name, password, etc. NOTE: You cannot change your personal options until you have initialized your mailbox (see page 10). Recording Your Personal Greetings You can store two different personal greetings in your voice mailbox: a primary and an alternate. You can then select which greeting you want played when a caller reaches your voice mailbox.
To change your personal greeting: 1. Enter your mailbox as described on page 25. 2. Press 4 to select the Personal Options Menu. 3. Press 1 . 4. Do one of the following: · Press 1 to record and/or enable your primary greeting. · Press 2 to record and/or enable your alternate greeting. · Press 3 to enable the system default mailbox greeting. 5. If you pressed 3 , continue to the next step. If you pressed 1 or 2 , the current greeting is played (if one exists).
Changing Your Mailbox Password Your password prevents unauthorized access to your mailbox. To change your password: 1. Enter your mailbox as described on page 25. 2. Press 4 to select the Personal Options Menu. 3. Press 3 . 4. If you want to have a password, enter a new password, using up to 12 digits. If you do not want to use a password, skip this step. 5. Press 6. Press . Voice mail plays back your password if you entered one.
Changing the Call Screening Transfer Method NOTE: The Call Screening feature is available only if it is enabled for your mailbox (ask your System Administrator). Depending on the Transfer Method you select, transferred calls from voice mail may be unannounced (as usual), or one of the following may occur: · “Announce Only” Calls: Before voice mail transfers a call to you, a prompt asks the caller to record his or her name. When you answer, you hear, “You have a call from (caller’s name).
Programming a Fax Destination NOTE: This feature is available only in versions 5.1 and higher Axxess software. With the Inter-Tel Voice Processing Unit, callers can use your mailbox to send you a fax. To use this feature, you must specify the destination fax number. To change your Fax Destination Number: 1. Enter your mailbox as described on page 25. 2. Press 4 to select the Personal Options Menu. 3. Press 9 for More Options. 4. Press 1 . 5. Enter the number of your fax destination, followed by 6.
Programming Remote Messaging NOTE: Your installer or System Administrator must enable this feature on your voice mailbox. With Remote Messaging, you can program the Voice Processing Unit (voice mail) to call you when your mailbox receives new messages. Using a “cascade” (a series of up to nine telephone numbers), voice mail will call each number until it successfully connects to a device (e.g., pager, answering machine, etc.).
To set up remote messaging: 1. Enter your mailbox as described on page 25. 2. If using version 5.0 or earlier software, skip this step. If using version 5.1 or higher software, press 4 to select the Personal Options Menu. 3. Press 5 . NOTE: This option is not available if you do not have Remote Messaging enabled. 4. Press 1 to set up a Primary cascade or press 5. Do one of the following. · 2 to set up an Alternate cascade.
SPEED DIALING Speed dialing allows you (and your System Administrator) to store frequently dialed numbers for easy dialing. Each number is stored on your phone (Station Speed-Dial) or in the phone system (System Speed-Dial) and is identified by a location number. Once programmed, you can then quickly dial these numbers by entering a feature code and dialing the desired location number.
TIP: To dial outside telephone numbers without first selecting an outgoing line, enter a line access code (such as the Outgoing Call code “8”) before the outside telephone number. To view how your Station Speed-Dial keys are currently programmed: 1. With the handset in the cradle, dial 3 9 6 . 2. Press the desired Station Speed-Dial key. 3. Press # to exit. To erase a Station Speed-Dial name and/or number: 1. With the handset in the cradle, dial 3 8 3 . 2.
USING RECORD-A-CALL If your telephone system is equipped with an Axxess Voice Processing Unit (voice mail), you may have access to the Record-A-Call feature. If so, you can record an ongoing call as a mailbox message. You can then retrieve the message, just as you would any other mailbox message. To use the Record-A-Call feature while on a call: 1. Press ¥ and dial 3 8 5 . 2. If required, dial the desired mailbox number. (Your phone may be programmed to select the mailbox, or you may be required to dial it.
Enabling Paging You can enable or disable page receiving for your phone by using the Page Remove/ Replace feature code. If your phone is assigned to more than one page zone, all zones are removed or replaced at once (you cannot turn off individual zones). To turn paging on and off for your phone: Dial 3 2 5 . PERFORMING A “HOOKFLASH” DURING A CALL Certain telephone service companies may require a timed hookflash (a quick hang up and release).
PROGRAMMING SECONDARY EXTENSION KEYS With the Secondary Extension Appearances feature, you can program various keys on your phone to indicate the call activity at a different extension (primary phone). In addition to being able to see when a call is ringing, answered, or on hold, you can use your secondary extension key to answer a call that is ringing at the primary phone.
USING ACCOUNT CODES If your telephone system is programmed to use the Station Message Detail Recording (SMDR) feature, you might be required to enter account codes when you place a call. These codes add information to phone record reports that the system will periodically print. There are three types of account codes: · Standard account codes are automatically entered into the SMDR report whenever you place a call. · Forced account codes must be dialed before you can place an outside call.
SCREENING CALLS NOTE: This feature is available only if your telephone system is equipped with an Axxess Voice Processing Unit (voice mail). If you voice mailbox is programmed correctly, you can screen calls that are transferred from voice mail. This allows you to accept and/or refuse specific calls. Depending on the Transfer Method you use, calls from voice mail may be unannounced, announce only, or screened calls (see page 42 for details).
To perform a directory search: 1. With the handset in the cradle, press 3 0 7 . 2. Press 1 for the intercom directory, 2 for the outside directory, or 3 for the feature directory. 3. Enter letters or numbers (up to 10 characters) as described below: · Remain in alphanumeric mode (MSG key lit): Press the keypad keys to enter the desired characters. (See the chart below.) The number of times a key is pressed determines which character is entered. For example, 77776444844 would enter “SMITH.
Voice Mail Directory Whenever voice mail asks you to enter a mailbox number, you can use the mailbox and extension number directories. You can also use these directories to leave a voice message with another user. Like the phone directories, you don’t have to enter the full name because the system finds the closest match based on your entry. To perform a directory search: · Display Phones: When prompted, press the keys to enter the name.
To use the directory to leave a voice mail message: 1. Dial the voice mail extension number. 2. Press # for Directory Services. 3. Enter the desired name, as described above, and press played. 4. Do one of the following: · Press # to accept the name. # . The selected name is · Press 1 to hear the previous name in the directory. · Press 2 to hear additional information for the selected name (if allowed). · Press 3 to hear the next name in the directory.
Remote Feature Access To access your phone from another phone: 1. EITHER, call your Direct Inward System Access number (provided by your System Administrator). If required, enter your password. OR, Use any phone on the system. 2. Enter 3 5 9 . 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: c. Enter 3 9 2 . d. Enter the new password, followed by # . e.
REQUESTING AGENT HELP Your telephone system may be programmed to support the Agent Help feature, which allows you to request help from a designated “Agent Help Extension” (usually your supervisor) during a call. When your request call rings at the Agent Help Extension, the supervisor can choose to join the call or reject the request. If the Agent Help Extension is a phone, the phone’s microphone is automatically muted so that the supervisor cannot be heard unless he or she presses MUTE .
WORKING IN HUNT GROUPS Your system may be programmed with “hunt groups.” Hunt groups are groups of phones that share a common extension number in addition to having individual extension 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 Administrator.
Logging In and Out of ACD Hunt Groups Agents can log in to and out of the ACD hunt group at any time. While logged in, the agent receives calls through the ACD hunt group. When the agent is logged out, calls to that ACD hunt group bypass the agent. To log in to all of your ACD hunt groups at once using the ACD Agent Login/ Logout feature code: With or without the handset lifted, dial 3 2 8 and enter your Agent ID, if necessary. The display shows AGENT LOGGED IN TO ALL ACDS, and you hear a confirmation tone.
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.
Learning More SECTION CONTENTS PAGE Welcome . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 61 What the Administrators Can Do for You . . . . . . . . . . . . . . . . . . . . . . . 61 Frequently Asked Questions (FAQ) . . . . . . . . . . . . . . . . . . . . . . . . . . . . 62 Default Feature Codes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
FREQUENTLY ASKED QUESTIONS (FAQ) LEARNING MORE GETTING STARTED This section includes some of the most frequently asked questions. If you have problems with your phone or voice mailbox, refer to this section before you contact your System Administrator or Inter-Tel. 62 Q1. How do I program System Speed-Dial numbers? A1. Only your System Administrator can program System Speed-Dial numbers. You can, however, program up to ten Station Speed-Dial numbers (see page 46). Q2.
Q7. How do I scroll the display screen? A7. Press the low end of the volume key to scroll down or the high end to scroll up. Q8. Why can’t I program a Station Speed-Dial number to the key I want? It keeps saying that the key is non-programmable. A8. Your System Administrator has programmed that key as a non-programmable key. Because you cannot override system programming from your phone, you must choose another key. Q9. Why can’t I use one of the features described in this guide? A9.
DEFAULT FEATURE CODES Use the blank spaces below to enter custom feature codes, if necessary. OUTSIDE LINE ACCESS CODES ACCESS CODE NAME Select Line Group 1-208 Automatic Route Selection Emergency Call Outgoing Call ACCESS CODE NEW CODE 92001-92208* 92000* 911 8 *These defaults may differ depending on the software version.
GENERAL FEATURE CODES (CONTINUED) FEATURE NAME Axxess Standard Display and Basic Digital Phone User Guide FEATURE CODE NEW CODE 373 310 395 312 319 315 316 317 336 335 330 322 323 324 365 366 368 367 314 7 325 393 397 392 6 385 380 331 305 306 359 4 396 377 398 382 383 352 353 354 381 399 346 345 LEARNING MORE GETTING STARTED Do-Not-Disturb Override Enhanced Speakerphone Enable Feature Key Default Group Listen Handsfree On/Off Headset On Headset Off Headset On/Off Hold – Individual Hold – System Hookf
LEARNING MORE GETTING STARTED NOTES 66 Axxess Standard Display and Basic Digital Phone User Guide
Index A About This Guide 8 About Voice Mail 6 About Your Phone 4 Account Codes 51 ACD Hunt Groups 58 Adding Parties to a Conference 16 Administrators 61 Agent Help 57 Agent IDs 58 Alphanumeric Mode 7 Alternate Greeting 39 Assigning Secondary Extension Keys 50 Automatic Call Answer 37 Automatic Call Distribution (ACD) 58 Automatic System Forwarding 19 B Background Music 37 C Call Waiting 15 Callbacks 12, 14 Calls enabling/disabling hunt groups 58 ending ACD 60 forwarding 18, 19 making 11 making conference
handsfree answering feature 12 hunt group calls 58 message envelope options 41 paging 49 record-a-call 48 system forwarding 19 time/date option 41 Display 5 Displaying Information 20 date, time, name, and extension number 20 feature key current values 49 outside party’s name 20 secondary extension key assignments 50 speed-dial assignments 47 speed-dial key assignments 47 Distributing Calls 58 Do-Not-Disturb 31 Dropping Out of a Conference 16 E Emergency Calls 14 Enabling automatic call answer 37 background
Language 38 Last Number Dialed/Saved 19 LCD 5 Learning More 61 Leaving Messages 24 Listening to Messages 26 Logging In and Out of ACD Hunt Groups 59 M Mailbox Almost Full 25 Making and Receiving Calls 11 Making Emergency Calls 14 Making Pages 48 Manual Call Forwarding 18 Members, Hunt Group 58 Message center 23 count 25 notification 45 search order 43 Message Key 23, 24 Messages leaving 24 listening 26 receiving 26 recovering deleted 28 sending 29 using do-not-disturb 31 using reminder 33 Messaging, Remote
Recording Voice Mail Directory Name 40 Recovering Deleted Messages 28 Red Lamps 7 Redial 19 Redirect Calls 12 Reminder Messages 33 Remote Access Password 55 Remote Feature Access 56 Remote Messaging 44 Requesting a Callback 12 Requesting a Reminder Message 34 Requesting Agent Help 57 Responding to a Waiting Call 15 Responding to Agent Help 57 Returning Feature Keys to Default 49 Returning Phone to Default 38 Returning to a Call 15 Reverse Transfer 18 Ring Intercom Always 11 Ring Types 36 S Saving Last Numb
VOICE MAIL FLOW CHART NOTE: At any menu level, you can press ENTERING YOUR MAILBOX • EITHER, Press the MSG key to respond to a message from voice mail. OR, Call the voice mail extension number, press , and enter your mailbox number. • Enter your password and then # . SUBSCRIBER MAILBOX MENU to Cancel or return to the Previous Menu or press # to Accept.
Part No. 550.8109 Issue 6.
