Axxess ® Model 8560 Phone and Model 8660 IP Phone User Guide
MODEL 8000 SERIES PHONES 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.
ANSWERING AN OUTSIDE CALL EITHER, Lift the handset. OR, Press ANSWER . OR, Press the flashing button. REDIALING AN OUTSIDE NUMBER Select a line and press REDIAL . The number is automatically dialed. 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 button. RESPONDING TO A WAITING CALL If you hear a “call waiting” tone through your handset and/or you see a flashing lamp, end your current call or place it on hold.
TRANSFERRING A CALL TO AN OUTSIDE NUMBER 1. Press TRANSFER and select an outside line. 2. Dial the desired telephone number. 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 the flashing button to return to the caller. FORWARDING CALLS 1. Press FWD . (Model 8560 and 8660 users must then select a menu button.) 2.
If your button is not lit, access your mailbox as follows: MSG 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. Access your mailbox as described on page 3. 2. Press to listen to your new messages.
LISTENING TO MSG Back Up Pause Skip Forward Lower Volume Play Envelope Increase Volume — — — — Skip to End # 1 2 3 4 5 6 7 8 9 * # — — Delete the Message — Save the Message Listen to Next Message Play Envelope Listen to Previous Msg Forward a Copy Reply to the Message Replay the Message AFTER MSG PLAYS Send Message and Exit Cancel Delivery Options — — — — — Erase and Re-record Add to Your Message Replay Your Message LEAVING MSG Below is a summary of the option
1 and hang up. tion and press # . 3. Enter the new password and press # . 4. Enter the new password again for verifica- 19 GONE HOME 20 OUT TO LUNCH 18 AWAY FROM DESK 08 AT THE DOCTOR 10 ON BREAK 17 IN CONFERENCE 07 CALL ME AT 2. Enter your current password and press # 09 ON A TRIP 16 UNAVAILABLE 06 ON VACATION 2 . 15 WITH A GUEST 05 ON VACATION ’TIL 9 14 WITH A CLIENT 04 IN MEETING To change Station Password: 1.
CONTENTS PAGE FINDING YOUR WAY . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1 Welcome . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2 About This Guide . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2 About Your Phone . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
CONTENTS PAGE Programming Your Feature Buttons . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 62 Programming Direct Station Selection Buttons . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 63 Programming Secondary Extension Buttons . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 64 Using Account Codes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 65 Screening Calls . . . . . . . .
SECTION CONTENTS FINDING YOUR WAY Finding Your Way PAGE Welcome . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2 About This Guide . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2 About Your Phone. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3 Feature Button Functions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4 LCD Menu Buttons . . . . . . . . . .
FINDING YOUR WAY WELCOME The Model 8560 Phone and Model 8660 Internet Protocol (IP) Phone provide access to several features, each of which is described in this guide. Because the phones look and function similarly (see page 7 for exceptions), the instructions for how to use the features are combined in this user guide. The About This Guide section below lists the different sections in this user guide and describes the type of information you can find there.
Your phone has three basic types of buttons in addition to a display and a Message Indicator lamp. • Dialpad buttons: Allow you to enter numbers and letters. • Feature buttons: Provide quick access to various phone and voice mail features. • Liquid Crystal Display (LCD) menu buttons: Allow you to scroll through displays and make selections based on the active feature.
FINDING YOUR WAY Feature Button Functions 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 ANSWER OUTGOING CALL IC IF YOU... Press YOU CAN... Answer a call. ANSWER Press OUTGOING and dial the number Place an outgoing call. Press an unlit CALL button Select an outside line or answer a call. Press button or the flashing IC PG. 19, 22 21 21, 22 Access an intercom call.
In addition to the various feature buttons, your phone contains an LCD with six different lines. The top two lines show call information and messages; the remaining four lines display a menu, which changes according to the feature you are using. To select an option, press the menu selection button closest to it. If there is only one option on a line, such as DO-NOT-DISTURB, you can press the button on either side.
FINDING YOUR WAY Message Indicator Lamp The Message Indicator lamp (located at the top, right-hand corner of the phone) shows the same indications as the MSG button. The Message Indicator lamp flashes whenever there is a waiting message. NOTE: Because the telephone system allows for customization, you phone’s Message Indicator lamp may have been reprogrammed to indicate a different feature.
The Model 8660 IP Phone looks and functions almost identically to the 8560. The only exceptions are: • The 8660 has additional ports on the back of the phone that are used for Internet and power connections. • The Model 8660 does not support the DSS/BLF unit (see page 6). • The Model 8660 does not support the Off-Hook Voice Announce feature (see page 20). • The 8660 does not support the Enhanced Speakerphone Mode feature (see page 33).
FINDING YOUR WAY WHAT YOU SEE AND HEAR As you can see, your Model 8560/8660 Phone and telephone 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.
Your phone is fully compatible with system software versions 7.0 and later. Phones using system software versions 3.0 to 6.x have limited functionality in the following areas: • The STN SPDL button will not work; however, you can still use this feature by dialing the Station Speed-Dial feature code (see page 56). • The PAGE button will not work; however, you can still use this feature by dialing the Page feature code (see page 61).
FINDING YOUR WAY 10 Axxess® Model 8560 Phone and Model 8660 IP Phone User Guide
Getting Started SECTION CONTENTS PAGE Axxess® Model 8560 Phone and Model 8660 IP Phone User Guide GETTING STARTED Introduction . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 12 Adjusting Your Phone’s Viewing Angle . . . . . . . . . . . . . . . . . . . . . . . . 12 Adjusting Your Phone’s LCD Contrast . . . . . . . . . . . . . . . . . . . . . . . . . 13 Setting Up Voice Mail . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
INTRODUCTION Now that you know what your 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. ADJUSTING YOUR PHONE’S VIEWING ANGLE Your Model 8560/8660 Phone has an adjustable base that allows you to tilt your phone to enhance the viewing angle. There are two types of bases available on the phone, each of which allow you to adjust the angle of the phone.
ADJUSTING YOUR PHONE’S LCD CONTRAST Your phone has a feature that allows you to adjust the LCD contrast. This feature is only available when the phone is in the idle state. You can choose from eight different contrast levels by using the Volume button, using the LCD menu buttons, or by using the dialpad digits. Axxess® Model 8560 Phone and Model 8660 IP Phone User Guide 13 GETTING STARTED To adjust your phone’s LCD contrast: 1. With the handset in the cradle, dial 3 0 3 . 2.
SETTING UP VOICE MAIL To begin using your voice 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. See page 51 for additional voice mail options. Initializing Your Mailbox The first thing you should do is initialize your mailbox. This allows you to: GETTING STARTED • Change the default password number to a personal password. • Record a name to identify yourself in the company directory.
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.
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. GETTING STARTED To change your directory name: 1. Access your mailbox as described on page 36. 2. Press 4 to select the Personal Options Menu. 3. Press 2 . Your current name is played. (Press 1 to replay your recorded name.) 4. Press 3 to erase and re-record your name. 5.
MAKING AND RECEIVING CALLS Making and receiving calls is the basic purpose of any phone. With your phone, you can make/receive intercom and outside calls and make emergency calls. Intercom Calls Your extension number allows other people to place intercom calls to you, without dialing any extra codes. And, because every phone in your phone 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.
If there is no answer or if the phone is busy when you place an intercom call, you can do any of the following: • To leave a station message, press MSG or the LEAVE MESSAGE menu button and then hang up. • To leave a voice mail message, press MSG or the LEAVE VOICE MAIL menu button to call the phone’s mailbox. (See page 34 for more message options.) NOTE: This option is only available if the called phone has a voice mailbox.
Receiving Intercom Calls Your phone can receive both intercom and non-handsfree intercom calls. If the handsfree feature is enabled on your phone, intercom calls are automatically answered. Non-handsfree intercom calls (see page 17) 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 a button to answer the call.
To receive an Off-Hook Voice Announce 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.
Outside Calls With outside calls, you can talk to people who aren’t members of your phone system. 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 button. 2. Dial the desired number. OUTGOING or the OUTGOING menu dial an account code before you can place your call (see page 65).
Receiving Outside Calls To receive an outside call: EITHER, Lift the handset. OR, Press ANSWER or the ANSWER menu button. Depending on how your system is programmed, you may be able to press the flashing CALL button instead. Instead of answering a ringing call, press one of the following menu buttons: • 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.
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 phone. It can then be directly picked up at that phone or it can be picked up at another phone using the Call Pickup (Reverse Transfer) feature (see page 26). • System Hold places the call on hold in the system. You can then pick up the call at any phone that has a flashing button for the call, including the phone that placed it on hold.
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 or the CNF menu button to put the call on hold. 2. Place another intercom or outside call. 3. Press CNF or the CNF menu button to place the call on hold. (If necessary, repeat this step to place one more call on hold.) 4.
TRANSFERRING CALLS Although transferring calls is considered a basic function of a phone, your Model 8560/8660 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 TRANSFER or the TRANSFER menu button. OR, Press the TRANSFER TO HOLD menu button to place the call on hold at the other phone. 1. EITHER, Press 2. Dial the desired extension number or press the IC DIRECTORY menu button to 3.
USING REVERSE TRANSFER The Reverse Transfer (Call Pick Up) feature allows you to answer a call that is ringing or holding at another phone. For example, if the attendant transfers a call to you but you have stepped away from your phone, you can pick up the call using another phone. To answer a call ringing or holding at another phone: 1. Lift the handset and dial 4 . 2. Dial the extension or hunt group number (see page 72) where the call is ringing GETTING STARTED or holding.
FORWARDING CALLS With the Forwarding feature, you can have calls follow you (e.g., forwarded to a cell phone), or you can redirect calls to a voice mail or other extension. Manual Call Forwarding Manual call forwarding allows you to send incoming calls to another extension number. You can even forward calls to outside numbers, if your phone is programmed to allow this. • NO ANSWER: All incoming calls are forwarded if they are not answered before a timer expires. NOTE: You cannot adjust this timer.
Automatic System Forwarding Automatic System Forwarding allows your system administrator to route calls based on the type of call and the status of your telephone. Although you cannot program the path of a system forward, you can enable or disable this feature on your phone. To enable or disable System Forwarding: Dial 3 5 4 . Redirect Calls NOTE: This feature is available only on systems with software versions 5.3 and later.
REDIALING A NUMBER Although most phones redial the last number dialed, your system administrator can program your phone to redial the last number saved. To use the Last Number Dialed feature (if enabled): EITHER, With or without the handset lifted, press REDIAL . A line is selected automatically, and the number is dialed. OR, With or without the handset lifted, press the OUTGOING or OUTSIDE CALL menu button and then the REDIAL menu button. The number is dialed.
DISPLAYING INFORMATION ON YOUR PHONE Your 8560/8660 Phone has two lines of display where you can view information, such as the date and time or the outside party’s name/number. Date, Time, Name, and Extension Number You can temporarily display the system date and time, your user name, and your extension number at any time. To show the date and time display (while on a call, in DND, etc.): Press and dial 3 0 0 .
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 to connect and disconnect calls. To disconnect a headset: 1. Unplug the headset cord from the headset jack. 2.
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 Button 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 or the MUTE menu button. GETTING STARTED To return to the call: Press MUTE or the UNMUTE menu button.
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. ALSO: This feature is not available on the 8660 Phone. To enable enhanced speakerphone mode while on a call: EITHER, Press and then . 3 1 0 .
USING THE MESSAGE BUTTON In today’s busy world, it’s almost guaranteed that you will call someone that is on another call, does not answer, or is in DND. But, with the MSG button, you can let the other person know you called. GETTING STARTED 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 phone.
Retrieving Messages To retrieve a message (Message button and lamp are flashing): Lift the handset and press MSG . A call is automatically placed to the phone or message center that left the message. (See the following section for information about accessing your mailbox.) Axxess® Model 8560 Phone and Model 8660 IP Phone User Guide 35 GETTING STARTED 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.
ACCESSING YOUR MAILBOX If you have a message waiting in your mailbox, you must access your voice mailbox to retrieve it. TIP: Generally, 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 accessed 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. Access your mailbox as described on page 36. 2. EITHER, Press 1 to listen to your new messages. OR, Press 3 to listen to your saved messages. GETTING STARTED 3.
4. When the message has finished playing, you have the following options: • Press • Press 2 to reply to the message. If you are using version 5.1 or later software, you have the following options (earlier versions only leave voice mail messages): 1 to replay the message from the beginning. — Press 1 to leave a voice mail message for the caller. If the caller had a mailbox number, it will ask you to verify the destination by pressing # .
Undeleting Messages NOTE: This feature is available only in software versions 5.1 and later. 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. — Press 1 to replay the message. — Press 2 to reply to the message.
Sending Messages To send a message: 1. Access your mailbox as described on page 36. 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 button to continue. GETTING STARTED • Press 3 to erase and re-record your message. 6.
Canceling Unheard Messages NOTE: This feature is available only in software versions 5.1 and later. You can cancel unretrieved messages that you have sent to individuals, but not messages that you sent to group lists. • Press 2 to add to the message. • Press 3 to forward the message to another mailbox. • Press 4 to listen to the previous message. • Press 5 to play the message envelope. • Press 6 to listen to the next message. • Press 7 to save the message in your mailbox.
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 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 DND: 1. Press DND or 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 (and PREVIOUS or NEXT) or press the (high) or (low) end of the Volume button to scroll through the messages. 3. If desired, customize the second display line by dialing the desired numbers or 4. Press or lift and replace the handset. To cancel DND: EITHER, Press DND . OR, Press the DND menu button and then the DND OFF menu button.
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 SCROLL (and PREVIOUS and NEXT) or press or to scroll through the messages. 3. While the desired message is displayed, press # or the ACCEPT menu button. 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 # .
GETTING STARTED 46 Axxess® Model 8560 Phone and Model 8660 IP Phone User Guide
Moving On SECTION CONTENTS PAGE Introduction . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Setting Preferences . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Phone Configuration. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Voice Mail Options . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Speed Dialing . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
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 phone, use directories, access your voice mailbox remotely, and perform various other functions. SETTING PREFERENCES Your phone and voice mailbox are automatically set to specific defaults. You can, however, configure many of these settings at any time.
Selecting a Ring Tone The 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 phone. To select the type of ring tone for your phone: 1. With the handset in the cradle, dial 3 9 8 . 2. Do one of the following to select your ring tone: EITHER, Press 0 or the RINGER OFF menu button for no ringing. OR, Press the PREVIOUS or NEXT menu button to scroll to the desired tone.
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 ). 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 ) and then press the flashing button. To enable/disable this feature for ringing outside calls: With the handset in the cradle, dial 3 6 0 .
Voice Mail Options Your voice mailbox contains personal options to allow you to customize voice mail functions. However, before you change your voice mail options, you must first initialize your mailbox (see page 14). Changing Your Mailbox Password Your password prevents unauthorized access to your mailbox. To change your password: 1. Access your mailbox as described on page 36. 2. Press 4 to select the Personal Options Menu. 3. Press 3 . 4.
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 software versions 5.1 and later. With the Inter-Tel Voice Processor, callers can use your mailbox to send you a fax. To use this feature, you must specify the destination fax number. To change your fax destination number: 1. Access your mailbox as described on page 36. 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 Processor (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. Access your mailbox as described on page 36. 2. Press 4 to select the Personal Options Menu. (If using version 5.0 or earlier software, skip this step.) 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. To program a cascade level: Press 1 and enter the number of the level you wish to program (1-9).
SPEED DIALING Speed dialing allows you (and your system administrator) to store and access frequently dialed numbers. Each number is stored in your phone (Station Speed Dial) or in the phone 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 Station and System Speed-Dial numbers, you can have access to over 1000 stored numbers.
Storing 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.
Programming Station Speed-Dial Numbers If your phone has programmable buttons, you can program one or more as speed-dial buttons. After the button is programmed, you must select a speed-dial location to associate with the button. NOTE: Before you program a speed-dial button, you need to store a number in a speed-dial location (see the previous instructions). MOVING ON To program a speed-dial button: 1. With the handset in the cradle, dial 3 9 7 . 2.
Dialing Station Speed-Dial Numbers To dial a Station Speed-Dial number: If necessary, select an outgoing line. You have the following options: • To use a location number: Press STN SPDL or dial Station Speed-Dial location number (0-9). • To use a Station Speed-Dial button: Press the desired Station Speed-Dial button. 3 8 2 and then the desired System Speed Dial Your system administrator can store up to 1000 speed-dial numbers in System SpeedDial locations 000-999.
USING RECORD-A-CALL If your telephone system is equipped with a Voice Processor (voice mail), you may have access to the Record-A-Call feature. If so, you can record an ongoing call as a mailbox message. You can then retrieve the message, just as you would any other mailbox message. To use the Record-A-Call feature while on a call: 1. EITHER, Press and dial 3 8 5 . OR, Press the RECORD-A-CALL menu button. 2. If required, dial the desired mailbox number.
PAGING The Paging feature allows you to make an announcement through phone speakers or external speakers (if your system is equipped with external paging equipment). To prevent announcements from transmitting through every phone 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.
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. OR, Press and dial 3 3 0 . PROGRAMMING YOUR FEATURE BUTTONS Depending on how your system is programmed, some of your feature buttons may be “user-programmable.
PROGRAMMING DIRECT STATION SELECTION BUTTONS A button programmed as a Direct Station Selection/Busy Lamp Field (DSS/BLF) button provides a way to dial the associated extension with one touch. In addition, if the button is equipped with a lamp, you can visually monitor the status of the associated extension. To assign an extension to a DSS/BLF button: 1. With the handset in the cradle, dial 3 9 7 . 2. Press the DSS button(s) and dial the desired extension number.
PROGRAMMING SECONDARY EXTENSION BUTTONS With the Secondary Extension Appearances feature, you can program various buttons on your phone (and on the Mini-DSS) 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 button 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 a Voice Processor (voice mail). If your 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 52 for details).
To perform a directory search using your dialpad buttons: 1. If your phone is idle, press the DIRECTORY menu button, then press the menu button for the desired directory (IC DIRECTORY, OUTSIDE DIR, or FEATURE 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 button and lamp lit): Press the dialpad buttons to enter the desired characters.
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 using your dialpad buttons: When prompted, press the buttons to enter the name.
PROGRAMMING REMOTE FEATURE ACCESS If you are away from your desk and forgot to put your phone in DND, don’t worry. With the Remote Feature Access, you can place your phone in DND or forward calls from any other phone on the system. And, if you have a special dial-up line, you can access your phone features from an outside line. NOTE: For your convenience, a pocket-sized guide of the Remote Feature Access is located in the front of this guide.
Remote Feature Access To access your phone from another phone: 1. EITHER, Call your Direct Inward System Access (DISA) 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: a. Enter 3 9 2 . b. Enter the new password, followed by # . MOVING ON c.
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 digital 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 Introduction . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 76 What the Administrators Can Do for You . . . . . . . . . . . . . . . . . . . . . . . 76 Frequently Asked Questions (FAQs) . . . . . . . . . . . . . . . . . . . . . . . . . . . 77 Default Feature Codes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
INTRODUCTION If you want to know more about your phone and voice mail system, this is the section for you. With additional information and an FAQ, you should be able to find answers to most of your questions. WHAT THE ADMINISTRATORS CAN DO FOR YOU The administrators are the people to whom you should turn if you have any problems with your phone and/or voice mail. They have access to advanced programming features and can reset certain settings associated with your phone.
FREQUENTLY ASKED QUESTIONS (FAQS) 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 your local Inter-Tel dealer. 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 56). Q2. How do I change the time and date on my phone? A2.
Q8. Why can’t I program a Station Speed-Dial number to the button I want? It keeps saying that the button is non-programmable. A8. Your system administrator has programmed that button as a non-programmable button. Because you cannot override system programming from your phone, you must choose another button. Q9. Why can’t I use one of the features described in this guide? A9. There are a few reasons why you might not be able to access the feature.
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 based on the software version.
LEARNING MORE GENERAL FEATURE CODES 80 FEATURE NAME FEATURE CODE Account Code – Following Calls Account Code – Optional ACD Agent Log In ACD Agent Log Out ACD Agent Log In/Out ACD Agent Wrap-Up Terminate Agent Help Request Agent Help Reject Answer (Ringing Call) Automatic Intercom Access On/Off Automatic Line Access On/Off Automatic Line Answer Background Music On/Off Call Forward All Calls Call Forward If Busy Call Forward If No Answer Call Forward No Answer/Busy Conference Change Language Data Defaul
GENERAL FEATURE CODES (CONTINUED) FEATURE NAME Message – Silent Message Microphone Mute On/Off Page Page Receive On/Off Program Baud Rate Program Buttons Program Station Password Queue (Callback) Request Record-A-Call Redial Redirect Call Reminder Message Reminder Message Cancel Remote Programming Reverse Transfer (Call Pick-Up) Review Buttons Ring Intercom Always On/Off Ring Tone Selection Routing Off Station Speed Dial Station Speed-Dial Programming System Forward Enable System Forward Disable System For
LEARNING MORE NOTES 82 Axxess® Model 8560 Phone and Model 8660 IP Phone User Guide
Index A Abbreviations 5 About This Guide 2 About Voice Mail 7 About Your Phone 3 Accessing Your Mailbox 36 Accessing Your Phone 70 Account Codes 65 ACD Hunt Groups 72 Adding Parties to a Conference 24 Adjusting Your Phone’s LCD Contrast 13 Adjusting Your Phone’s Viewing Angle 12 Administrators 76 Agent Help 71 Agent IDs 72 Alphanumeric Mode 8 Alternate Greeting 15 Answering Calls 22 Assigning Secondary Extension Buttons 64 Automatic Call Answer 50 Automatic Call Distribution (ACD) 72 Automatic System Forwar
Directories name 16 outside 21 phone 66 search 68 using 66 voice mail 68 Disabling account codes 65 automatic call answer 50 background music 49 call forwarding 70 cascade levels 55 do-not-disturb 70 group listen feature 32 hunt group calls 72 paging 61 record-a-call 60 system forwarding 28 Disconnecting a Headset 31 Displaying date and time 30 feature buttons 62 information 30 outside party’s name 30 secondary extension buttons 64 speed-dial numbers 58 Displays, LCD 5 Distributing Calls 72 Do-Not-Disturb 7
LCD Contrast 13 LCD Menu Buttons 5 Leaving Messages 34 Liquid Crystal Display (LCD) Menu buttons 3 Listening to Messages 37 Logging In and Out of ACD Hunt Groups 73 M Mailbox Almost Full/Full 36 Making an Emergency Call 22 Making and Receiving Calls 17 Making Calls 17, 21 Making Pages 61 Manual Call Forwarding 27 Members, Hunt Group 72 Menu Buttons 5 Message button 34 count 36 envelope 51 indicator lamp 6 notification 55 search order 53 Messages recovering deleted 39 using reminder 44 Messaging, Remote 36
Returning feature buttons to default 62 to a call 32 to a held call 23 your phone to default 50 Reverse Transfer (Call Pick Up) 23 Ring Intercom Always 17 S U Undeleting Messages 39 User-Programmable Feature Buttons 62 Using account codes 65 defaults 50 directories 66 do-not-disturb mode 42 headset 31 Saving the Last Number Dialed 29 message button 34 Saving Volume Levels 48 off-hook voice announce 18 Screening Calls 66 record-a-call 60 Search Order 53 reminder messages 43 Searching in the Direct
VOICE MAIL FLOWCHART NOTE: At any menu level, you can press ACCESSING YOUR MAILBOX • EITHER, Press the Message button 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. 550.8113 Issue 8.
