User Guide Model 8560 Display Phone Model 8660 IP Phone
AXXESS MODEL 8000 SERIES 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 key. 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.
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 key to return to the caller. FORWARDING CALLS 1. Press FWD . (Model 8560 and 8660 users must then select a menu key.) 2.
If your MSG key is not lit, access 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. Access your mailbox as described on page 3. 2. Press 1 to listen to your new messages.
VOICE MAIL OPTIONS CODE FEATURE NAME CODE FEATURE NAME 391 Account Code – All Calls 324 Hunt Group Remove/Replace 390 Account Code – Optional 303 LCD Contrast Control 326 ACD Agent Log In 365 Message 327 ACD Agent Log Out 366 Message – Cancel Msg Left 328 ACD Agent Log In/Out 368 Message – Cancel Msg on Phone 329 ACD Agent Wrap-up Term.
REMOTE FEATURE ACCESS To turn on Do-Not-Disturb: 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. If you do not hear a tone after each step, or if you hear repeating tones, you have made a mistake or the feature is restricted. Start over. 1. Enter 3 7 0 . 2. Enter message number 01-20 (see default message list below). 3.
CONTENTS PAGE FINDING YOUR WAY . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1 Welcome . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2 About This Guide . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2 About Your Phone . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
CONTENTS PAGE Programming Direct Station Selection Keys . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 57 Programming Secondary Extension Keys . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 58 Using Account Codes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 59 Screening Calls . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
SECTION CONTENTS FINDING YOUR WAY Finding Your Way PAGE Welcome . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2 About This Guide . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . About Your Phone. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Feature Key Functions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . LCD Menu Keys . . . . . . . . . . . . . . .
FINDING YOUR WAY WELCOME It’s time to get connected with the future using your new Model 8560 Display Phone and Model 8660 IP (Internet Protocol) Phone. The About This Guide section lists the different sections of this user guide, along with a brief explanation of the information covered in each section. 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.
NOTE: The Model 8660 IP Phone is very similar to the Model 8560 Display Phone. Because they are so similar, the information in this user guide applies to both phones unless otherwise indicated. For IP Phone exceptions, see page 7. The buttons on your phone are called “keys,” which is why the phone is sometimes called a “Keyset.” Your phone has three 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.
FINDING YOUR WAY Feature Key Functions The feature keys 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. KEY ANSWER OUTGOING CALL or LINE IC IF YOU... Press YOU CAN... Answer a call. ANSWER Press OUTGOING and dial the number Place an outgoing call. Press an unlit CALL key Select an outside line or answer a call. Press key or the flashing IC PG. 17, 20 19 19, 20 Access an intercom call.
In addition to the various feature keys, 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 key closest to it. If there is only one option on a line, such as DO-NOT-DISTURB, you can press the key 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 Message key. 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 8660 IP Phone looks and functions almost identically to the 8560. The only exceptions are: • The 8660 does not support the Off-Hook Voice Announce feature (see page 18). • The 8660 does not support the Enhanced Speakerphone Mode feature (see page 31). • The 8660 has additional jacks on the phone that are used for Internet connections.
FINDING YOUR WAY WHAT YOU SEE AND HEAR As you can see, your 8560 Display Phone, 8660 IP 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.
Your phone is fully compatible with Axxess 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 Station Speed-Dial key will not work; however, you can still use this feature by dialing the Station Speed-Dial feature code (see page 52). • The Page key will not work; however, you can still use this feature by dialing the Page feature code (see page 55).
FINDING YOUR WAY 10 Model 8560 Display Phone and Model 8660 IP Phone User Guide
Getting Started SECTION CONTENTS PAGE Introduction . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 12 Model 8560 Display Phone and Model 8660 IP Phone User Guide GETTING STARTED Adjusting Your Phone’s Viewing Angle . . . . . . . . . . . . . . . . . . . . . . . . 12 Adjusting Your Phone’s LCD Contrast . . . . . . . . . . . . . . . . . . . . . . . . . 12 Setting up voice mail . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
INTRODUCTION Now that you know what your 8560/8660 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 8560/8660 Phone has an adjustable base that allows you to tilt your phone to enhance the viewing angle. GETTING STARTED To adjust your phone’s viewing angle: 1. Place the phone (with the keys facing up) on a flat surface. 2.
SETTING UP VOICE MAIL To begin using your voice mail box you will need to complete a few basic set-up procedures to initialize your mailbox, customize your personal greetings, and record you voice mail directory name. See page 47 for additional voice mail options. Initializing Your Mailbox The first thing you should do is initialize your mailbox. This allows you to: NOTE: If you don’t know what the voice mail extension number is, check with your System Administrator. to identify yourself as a subscriber.
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. Model 8560 Display Phone and Model 8660 IP Phone User Guide 15 GETTING STARTED To change your directory name: 1. Access your mailbox as described on page 33. 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.
MAKING AND RECEIVING CALLS Making and receiving calls is the basic purpose of any phone. With your Display 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 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 DND mode.) To request a callback (queue on to the phone): Press the QUEUE menu key and hang up. When the phone is available, your phone rings. (To cancel the queue request before the callback, press 6 .
To disable your phone’s handsfree answering feature: With the handset in the cradle, dial 3 1 9 . (Repeat this step if you want to enable this feature again.) Instead of answering a ringing call, you can press one of the following menu keys: • SEND TO V-MAIL: Sends the call directly to your voice mailbox. You will not see this option if you do not have a mailbox. • IC CALL TO DND: Places your phone in DND mode and blocks the call. (See page 39 for more information about DND mode.
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 key. 2. Dial the desired number. OUTGOING or the OUTGOING menu dial an account code before you can place your call (see page 59).
Receiving Outside Calls To receive an outside call: EITHER, Lift the handset. OR, Press ANSWER or the ANSWER menu key. Depending on how your system is programmed, you may be able to use one of the following methods instead of pressing ANSWER : • Press the flashing • Press the flashing LINE key, if you have one. CALL key, if you have one.
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 24). • System Hold places the call on hold in the system. You can then pick up the call at any phone that has a flashing key 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 key to put the call on hold. 2. Place another intercom or outside call. 3. Press CNF or the CNF menu key 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, Display 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 key. OR, Press the TRANSFER TO HOLD menu key 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 key to 3.
To an Outside Number 1. 2. 3. 4. Press TRANSFER or the TRANSFER menu key. Select an outgoing line by pressing the OUTSIDE PHONE menu key. Dial the desired telephone number. 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 key to return to the caller. To Pick Up (Reverse Transfer) a Call GETTING STARTED 1. Lift the handset and dial 4 . 2.
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 key and then the REDIAL menu key. 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 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 or the MUTE menu key. GETTING STARTED To return to the call: Press MUTE or the UNMUTE menu key.
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. This feature is not available on the 8660 Phone. To enable enhanced speakerphone mode while on a call: EITHER, Press and then the . 3 1 0 .
USING THE MESSAGE KEY 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 key, 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.
ACCESSING YOUR MAILBOX If you have 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 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 GETTING STARTED To listen to messages: 1. Access your mailbox as described on page 33. 2. EITHER, Press 1 to listen to your new messages. OR, Press 3 to listen to your saved messages. 3.
4. When the message has finished playing, you have the following options: • Press • Press 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. 2 — Press 1 or press the LEAVE VOICE MAIL menu key 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. GETTING STARTED To recover deleted messages: 1. Access your mailbox as described on page 33. 2.
Sending Messages To send a message: 1. Access your mailbox as described on page 33. 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 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. GETTING STARTED To cancel unheard messages: 1. Access your mailbox as described on page 33. 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 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 key. 2. EITHER, Dial the two-digit number corresponding to the message you want to use. OR, Press the SCROLL menu key (and PREVIOUS or NEXT) or press the (high) and (low) end of the Volume key to scroll through the messages. 3. If desired, customize the second display line by dialing the desired numbers or GETTING STARTED letters as described below: • Remain in numeric mode (Message key and lamp 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 SCROLL (and PREVIOUS and NEXT) or press the (high) and (low) end of the Volume key to scroll through the messages. 3. While the desired message is displayed, press # or the ACCEPT menu key. 4. Enter the time you wish to receive the message in hours and minutes. For exam- ple, 0900 = 9:00.
Moving On SECTION CONTENTS PAGE Introduction . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 44 Setting Preferences . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 44 Phone Configuration. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 44 Voice Mail Options . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 47 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: • Press 0 or the RINGER OFF menu key for no ringing. • Press the PREVIOUS or NEXT menu key to scroll to the desired tone. • Dial 1-9 to select a specific tone. 3.
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 key. To enable/disable this feature for ringing outside calls: With the handset in the cradle, dial 3 6 0 .
Returning to Default Operation You can return your phone to default levels at any time. This feature returns volume to default levels; cancels DND, manual call forwarding, background music, and queue requests; and restores handsfree mode, pages, hunt group calls, and system forwarding all at once. To return your phone to default: Dial 3 9 4 . Voice Mail Options Your voice mailbox contains personal options to allow you to customize voice mail functions.
Changing the Voice Mail Message Envelope When you receive a voice mail message, voice mail plays the message in an “envelope” that can include the time and date the message was left, the source of the message, and/or the message length. By default, the envelope contains all of this information, but you can change your envelope, as described below. To change and save your message envelope: 1. Access your mailbox as described on page 33. 2. Press 4 to select the Personal Options Menu. 3.
4. Press 5 . The system tells you what your current transfer method is. You can then select the desired transfer method, as follows: • Press 1 to select unannounced transfers. • Press 2 to select screened transfers. • Press 3 to select announce only transfers. • Press to return to the Personal Options Menu without making changes. 5. Hang up. Programming a Fax Destination NOTE: This feature is available only in software versions 5.1 and later.
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 33. 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 2 to set up an alternate cascade. A prompt tells you what the cascade’s current status is. 5.
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 quickly dial these numbers by entering a feature code and dialing the desired location number.
To view how your Station Speed-Dial keys are programmed: NOTE: These instructions assume that you have already programmed the feature key as a speed-dial key. See page 56 for instructions on programming your feature keys. 1. With the handset in the cradle, dial 3 9 6 . 2. Press the desired Station Speed-Dial key. The name and number will be dis- played. 3. Press # or 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 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 key. 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.
PROGRAMMING YOUR FEATURE KEYS Depending on how your system is programmed, some of your feature keys may be “user-programmable.” If so, you can program them with any of the feature codes listed in the back of this user guide or with extension numbers.The keys on the MiniDSS can also be programmed as feature keys. In addition, you can combine the feature key and Station Speed-Dial functions to program a feature key to dial an outside number.
PROGRAMMING DIRECT STATION SELECTION KEYS A key programmed as a Direct Station Selection/Busy Lamp Field (DSS/BLF) key provides a way to dial the associated extension with one touch. In addition, if the key is equipped with a lamp, you can visually monitor the status of the associated extension. To assign an extension to a DSS/BLF key: 1. With the handset in the cradle, dial 3 9 7 . 2. Press the DSS key(s) and dial the desired extension number.
PROGRAMMING SECONDARY EXTENSION KEYS With the Secondary Extension Appearances feature, you can program various keys 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 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 a Axxess 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 48 for details).
To perform a directory search: 1. If your phone is idle, press the DIRECTORY menu key, then press the menu key 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 key and lamp lit): Press the keypad keys to enter the desired characters. (Note that letters correspond to the letters printed on keypad keys 1-9.
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: When prompted, press the keys 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 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 70 What the Administrators Can Do for You . . . . . . . . . . . . . . . . . . . . . . . .70 Frequently Asked Questions (FAQs) . . . . . . . . . . . . . . . . . . . . . . . . . . . 71 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 Inter-Tel. 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 52). 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 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. 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 74 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 Microphone Mute On/Off Page Page Receive On/Off Program Baud Rate Program Keys 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 Keys Ring Intercom Always On/Off Ring Tone Selection Routing Off Station Speed Dial Station Speed-Dial Programming System Forward Enable System Forward Disable System Forward On/Off Sy
LEARNING MORE NOTES 76 Model 8560 Display 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 33 Accessing Your Phone 64 Account Codes 59 ACD Hunt Groups 66 Adding Parties to a Conference 22 Adjusting Your Phone’s LCD Contrast 12 Administrators 70 Agent Help 65 Agent IDs 66 Alphanumeric Mode 8 Alternate Greeting 14 Answering Calls 20 Assigning Secondary Extension Keys 58 Automatic Call Answer 46 Automatic System Forwarding 26 B Background Music 45 Blocking Calls 18 C Call Waiting 20 Callbacks 17
Disconnecting a headset 29 Displaying date and time 28 feature keys 56 information 28 outside party’s name 28 secondary extension keys 58 speed-dial numbers 53 Displays, LCD 5 Distributing Calls 66 Do-Not-Disturb 64 Dropping Out of a Conference 22 DSS/BLF 6 E Emergency Calls 20 Enabling automatic call answer 46 background music 45 call forwarding 64 do-not-disturb 40 enhanced speakerphone 31 group listen feature 30 handsfree 18 hunt group calls 66 paging 55 record-a-call 54 system forwarding 26 Ending a Co
M Mailbox Almost Full/Full 33 Making an Emergency Call 20 Making and Receiving Calls 14 Making Calls 16, 19 Making Pages 55 Manual Call Forwarding 25 Members, Hunt Group 66 Menu Keys 5 Message count 33 envelope 48 notification 51 search order 49 Message Indicator Lamp 6 Messages recovering deleted 36 using reminder 41 Messaging, Remote 33 Microphone 22, 30 Mini-DSS 6 Multilingual Capability 46 Mute Key 22, 30 Muting the Microphone 22 N Non-Handsfree Calls 17 Notification Days and Times 51 Number of Message
U Returning to a Held Call 21 Returning Your Phone to Default 47 Reverse Transfer 24 Undeleting Messages 36 Ring Intercom Always 16 User-Programmable Feature Keys 56 Using S account codes 59 defaults 47 Saving the Last Number Dialed 27 Saving Volume Levels 44 Screening Calls 60 Search Order 49 Searching in the Directories 62 Secondary Extension Keys 58 Secondary Language 46 Selecting a Ring Tone 45 Selecting Message Order 32 Sending Calls to Voice Mail 20 Sending Messages 37 Setting Account Codes 59
VOICE MAIL FLOW CHART NOTE: At any menu level, you can press ACCESSING 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. 550.8113 Issue 7.
