Model 8601 SoftPhone for Pocket PC User Guide
Notice This Inter-Tel® user guide is released by Inter-Tel, Inc. as a guide for end-users. It provides information necessary to use the Model 8601 SoftPhone for Pocket PC endpoint. The contents of this user guide, which reflect current Inter-Tel standards, are subject to revision or change without notice. Some features or applications mentioned may require a future release and are not available in the initial release. Future product features and applications are subject to availability and cost.
Table of Contents CONTENTS PAGE Welcome . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1 Software Compatibility . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2 Getting Started . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2 About Your Endpoint . . . . . . . . . . . . . . . . . . . . . . . . . . . .
CONTENTS PAGE Recording and Sending Voice Mail Messages . . . . . . . . . . . . . . . . . . . . . . . . . . . . Canceling Unheard Voice Mail Messages . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Setting Mailbox Preferences . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Screening Calls. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Using the Voice Mail Directory . . . . . . . . . . . . . . . . . .
WELCOME The Model 8601 SoftPhone for Pocket PC is a software-based, Session Initiation Protocol (SIP) softphone that runs on the Pocket PC 2002 (or later) Personal Digital Assistant (PDA) platforms. With your Model 8601 endpoint, you can place or receive calls from anywhere within the same wireless network. The Model 8601 works just like other Inter-Tel® SIP endpoints. In addition, the Model 8601 supports the Shared Extension feature.
SOFTWARE COMPATIBILITY Depending upon which software version your telephone system is using, some of the features included in this guide may not be available for your endpoint. Check with your system administrator to see which software version your telephone system currently uses and if there are any features restrictions for your system. Your Model 8601 SoftPhone for Pocket PC is compatible with the following Inter-Tel software: • Inter-Tel® 5000 system software v1.
ABOUT YOUR ENDPOINT The following shows the default Model 8601 display. Brief descriptions of icons and menus are described on the following page.
The following table describes the Model 8601 icons and menus. No# ICON/MENU REF. PAGE TALK Places a call. This icon changes to HOLD or RESUME, depending on the endpoint status. 18 CALL LOG Opens the Call Log that shows the call history of up to 30 calls. This icon changes to MUTE or RESUME, depending on the endpoint status. 12 MSG Plays the message that was left on your voice mail. This icon changes to END during a call. 24 Blank Icon Changes, depending on the endpoint status.
ABOUT VOICE MAIL Voice mail is an application that is part of the Inter-Tel voice processing system. Using voice mail, you and other callers can send and receive recorded messages from any supported endpoint on the system. To use voice mail features, each user (or subscriber) is assigned a mailbox, which usually corresponds to the extension number assigned to your endpoint. You can, however, have an unassociated mailbox that does not correspond to an extension.
The instructions for many voice mail tasks are identical for standard voice mailbox and advanced mailbox users. The instructions for the following common mailbox tasks are included in this guide.
Enterprise Messaging Enterprise Messaging (EM) is the Inter-Tel messaging system that uses industry-standard protocols for communication and messaging. EM unifies communication and messaging by providing access to voice mail, fax, and e-mail messages in your mailbox.
Automatic Speech Recognition (ASR) Automatic Speech Recognition (ASR) is a feature available for systems using EM. Because ASR is a very flexible feature, it can be enabled or disabled on several different levels. When ASR is enabled for your mailbox, you can issue spoken commands to navigate the voice mail menus. ASR also allows subscribers and non-subscribers to navigate automated attendant menus, call routing applications, and search the directories using voice commands.
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 21 for additional voice mail options. Initializing Your Mailbox The first thing you should do is initialize your mailbox. This allows you to: • 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 may change or choose to use either greeting at any time. You can then select which greeting you want played when a caller reaches your voice mailbox.
To record/change your personal greeting: 1. Access your mailbox as described on page 22. 2. Say “Personal” or tap 4 to select the Personal Options Menu. 3. Say “Greeting” or tap 1 to record or change your personal greeting. 4. Do one of the following: • Say “Primary” or tap 1 to record and/or enable your primary greeting. • Say “Alternate” or tap 2 to record and/or enable your alternate greeting. • Say “System” or tap 3 to enable the system default mailbox greeting. 5.
OPTION MENUS The Model 8601 provides various menu options for customizing your Model 8601. To program the settings, tap the desired option from the bottom bar. Phone The Phone menu provides access to call log, speed-dial, Do-Not-Disturb, and message(s) settings. Each of these options is described in the following sections. Call Log The Call Log option allows you to see the call history. The Call Log, shown on the right, can list up to ten received, ten outgoing, and ten missed calls (30 calls total).
Speed Dial The Speed Dial option allows you to save up to ten numbers. To see the Speed Dial list, tap SPD DIAL or select Speed DIal. While viewing the Speed Dial list, you have the following options: • Call: Places a call to the highlighted number in the list. • Add: Adds a number to the list. • Edit: Edits a number in the list. • Delete: Deletes the highlighted number in the list. You can also sort the entries in the Name column in ascending order.
Message(s) When you have received a voice mail message, a display that says, “You have xx message(s).” (where the xx indicates the number of the message) appears. NOTICE To receive a message, your Model 8601 must have a mailbox programmed in the Inter-Tel telephone system. Or, the call must be programmed to be sent to an attendant or other endpoint. If the Model 8601 does not have a voice mailbox or an alternate destination, when the message is sent, the call is lost in the network.
• Tone: The Tone option has the following options: — Ring Tone: Select the desired ring tone from the drop-down list box. The available ring tones are Ring Tone 1-9.wav files and Ringers 1-4. You can also add a customized .wav file to the Ring Tone list. To add a customized .wav file, save the customized file in the Ring Tone wav field under the Program File\Inter-Tel\Model 8601\Ring. — Play: Plays the selected ring tone. — Stop: Stops playing the ring tone.
CONNECTION STATUS The Connection Status icon on the top bar allows you to see the status of the Model 8601 endpoint connection and change to the connection settings. When you tap the icon, a pop up bubble that indicates the connection status appears. Depending on the status, one of the following icons described in the table below appears. ICON STATUS The endpoint is currently ON (connected). Tapping this icon also allows you to turn off the endpoint. The endpoint is connecting.
FEATURES AND OPERATION The Model 8601 endpoint supports the features that are shown in the table below. Most of these features do not require you to enter feature codes. DEFAULT FEATURE CODES REF.
Using Hot Dial The Model 8601 supports the Hot Dial feature. When Hot Dial is enabled ( ), the endpoint automatically sends the dialed number if the number matches the dial plan. If Hot Dial is disabled ( ), you must tap TALK to send the number. To turn on/off the Hot Dial feature: Tap the Hot Dial icon. The icon changes to reflect the current setting. Making and Receiving Calls Making and receiving calls is the basic purpose of any endpoint.
Placing Calls on Hold You can place the call on hold at one endpoint. It can then be directly picked up at that endpoint or it can be picked up at another endpoint using the Call Pickup (Reverse Transfer) feature. While you are on a call, the HOLD icon appears on the display. To place a call on hold: Tap HOLD. Place another call (when the call is placed on hold, the HOLD icon changes to RESUME). To return to a call that is on hold: Tap RESUME.
Transferring Calls Although transferring calls is considered a basic function of an endpoint, your Model 8601 has many advanced options for this feature. With your endpoint, you can transfer to another extension or an outside line. To Another Extension 1. While you are on a call, tap TRANS to place the call on hold at the other end- point. 2. Enter the desired extension number. 3. Wait for an answer, announce the call, and then tap TRANS to hang up.
Redialing Calls You can redial a call in two methods. The first and simplest method is redialing the last number dialed; the second method is redialing a number that is saved in the Call Log. To redial the last number dialed: Tap TALK. A line is selected automatically, and the number is dialed. To redial a number in the Call Log: 1. Tap CALL LOG or select Call Log from the Phone menu. 2. Select the number you would like to dial from the Call Log list and tap CALL.
Accessing Your Mailbox If you have a message waiting in your mailbox, you must access your mailbox to retrieve it. Although voice mail displays are not supported in SIP mode, audio prompts are supported. NOTE: If your telephone system uses Enterprise Messaging (EM), your mailbox may have the Automatic Speech Recognition (ASR) feature enabled. When ASR is enabled for your mailbox, you have the option of issuing a spoken command or tapping a dialpad button. See page 8 for ASR guidelines.
Disabling and Enabling ASR If your telephone system uses Enterprise Messaging (EM), your mailbox may have the Automatic Speech Recognition (ASR) feature enabled. When ASR is enabled for your mailbox, you have the option of issuing a spoken command or tapping a dialpad button. If your environment prevents you from using ASR, you can temporarily disable it by accessing option number eight on the main subscriber menu. This option disables ASR for that particular call only.
Accessing Voice Mail Messages When you access your mailbox, you can listen to new and saved voice mail messages. After listening to your voice mail messages you can access the associated options. NOTE: If your telephone system uses Enterprise Messaging (EM), your mailbox may have the Automatic Speech Recognition (ASR) feature enabled. When ASR is enabled for your mailbox, you have the option of issuing a spoken command or tapping a dialpad button. See page 8 for ASR guidelines.
5. When the message has finished playing, you have the following options: • Say “Replay” or tap 1 to replay the message from the beginning. • Say “Reply” or tap 2 to reply to the message. You have the following options: – Say “Voice Mail” or tap 1 to leave a voice mail message for the caller. If the caller has a mailbox number, you are prompted to verify the destination by saying “Yes” or by tapping # . If the number was not associated with a mailbox, the prompt requests a mailbox number.
Recovering Deleted Voice Mail Messages If you accidently delete a voice mail message, you can retrieve it within a specific time frame (programmed by your system administrator). Any retrieved messages are then restored to your saved-message queue. Messages that are not recovered within the programmed time (up to 24 hours) are automatically erased. NOTE: If E-Mail Reader is enabled for your mailbox, you can also recover deleted email and fax messages.
Recording and Sending Voice Mail Messages You can record and send voice mail messages by accessing the record option on the main menu. NOTE: If E-Mail Reader is enabled for your mailbox, a reply to an e-mail message (see page 46) is a recorded voice message that is attached to the e-mail as a .wav file. To record and send voice mail messages: 1. Access your mailbox as described on page 22. 2. Say “Record” or tap 2 . 3. Say or enter the desired mailbox number or group list number.
• Say “Copy” or tap 4 to copy your message to other mailboxes. Say or enter the desired mailbox number or group list number. The system announces the name assigned to the mailbox number or group list number. You have the following options: – Say “Yes” or tap # to accept the subscriber’s name. – Say “No” or tap to start over. Tap when you are done adding mailboxes. • Say “Options” or tap 9 to use the special delivery options.
Canceling Unheard Voice Mail Messages You can cancel unretrieved messages that you have sent to individuals, but not messages that you sent to group lists. To cancel unheard voice mail messages: 1. Access your mailbox as described on page 22. 2. While listening to the voice mail main menu, say “Options” or tap 5 for Message Options. 3. Say “Unheard” or tap 1 . 4. When prompted, say or enter the number of the mailbox containing the unheard message. 5.
Setting Mailbox Preferences Your 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 9). Although voice mail displays are not supported in SIP mode, audio prompts are supported. NOTE: If your telephone system uses Enterprise Messaging (EM), your mailbox may have the Automatic Speech Recognition (ASR) feature enabled.
Changing the Voice Mail Message Envelope When you receive a voice mail message, the voice mail system plays an “envelope” that can include the time and date the message was left, the source of the message, and/or the message length. By default, the envelope contains all of this information, but you can change your envelope, as described below. NOTE: If E-Mail Reader is enabled for your mailbox, you can also change your e-mail and fax message envelopes.
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, calls that are transferred from your mailbox may be one of the following: • Unannounced Calls: Calls are sent directly to your extension. • Announce-Only Calls: Before voice mail transfers a call to you, a prompt asks the caller to record his or her name.
Programming a Fax Destination With the Inter-Tel voice processing system, when you specify a fax destination number for your mailbox, callers can access your mailbox to send a fax to your fax machine. To change your fax destination number: 1. Access your mailbox as described on page 22. 2. Say “Personal” or tap 4 to select the Personal Options Menu. 3. Say “More” or tap 9 for More Options. 4. Say “Number” or tap 1 . 5. Say or enter the number of your fax destination.
Changing the Message Search Order You can change the order in which you retrieve your messages based on the date and time you receive them. When more than one message is left in your mailbox, they are available for you to access in the order you specify. The search order, can be configured as first in/first out, or last in/first out. NOTE: If E-Mail Reader is enabled for your mailbox, when you change the message search order, your changes apply to your voice mail, e-mail, and fax messages.
Programming Remote Messaging NOTE: The Remote Messaging feature is available only if it is enabled for your mailbox. Contact your voice mail administrator to see if this feature is enabled for your mailbox. ALSO: The remote messaging feature is supported for voice mail messages only. If EMail Reader is enabled for your mailbox, you cannot use remote messaging for e-mail and fax messages. With Remote Messaging, you can program voice mail to call you when your mailbox receives new voice mail messages.
To set up remote messaging for voice mail messages (if enabled): 1. Access your mailbox as described on page 22. 2. Say “Personal” or tap 4 to select the Personal Options Menu. 3. Say “Remote” or tap 5 . You have the following options: • Say “Primary” or tap 1 to set up a primary cascade. • Say “Alternate” or tap 2 to set up an alternate cascade. 4. Say “Level” or tap 1 and then say or enter the number (1-9) of the level you wish to program.
Screening Calls If desired, you can screen calls that are transferred from voice mail. This allows you to accept and/or refuse specific calls. Depending on the call screening transfer method you select (see page 32), calls from voice mail may be unannounced, announce only, or screened. When your mailbox is programmed for screened calls, you have the following options when you receive a transfer: • Say “Accept” or tap # to accept the call. • Say “Replay” or tap 1 to replay the announcement.
Using the Voice Mail Directory With the voice mail directory, subscribers and non-subscribers can use ASR (if enabled) or dialpad digits to search for names in the directory. Subscriber names are automatically added to the directory when their mailbox is initialized. ASR may not be able to locate names that are pronounced differently than they are spelled. For these types of names, use the alternate search method of spelling the name using the endpoint dialpad digits.
To perform a directory search: 1. Dial the voice mail number. 2. Say “Directory” or tap # . 3. Say the last name of the person you are searching for or tap the appropriate dialpad buttons to spell the name (see page 38). If 10 or fewer matches are located, you can access and browse the list immediately (see step 4.) If the list contains more than 10 matches, you have the option to browse or filter the list. (skip step 4. and see step 5.) 4.
Working in Hunt Groups Your system may be programmed with “hunt groups.” Hunt groups are groups of endpoints 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.
USING E-MAIL READER Enterprise Messaging (EM) is the voice processing system that provides advanced messaging features with the E-mail Reader feature. This section provides information and instructions about advanced mailbox tasks for users who have E-Mail Reader enabled for their mailbox. If your mailbox does not have E-Mail Reader enabled, you have a standard voice mailbox (see page 5).
E-Mail Reader Features When E-Mail Reader has been enabled for your mailbox, you have the advanced mailbox. The advanced mailbox unifies your local voice mail messages and your remote fax and e-mail messages in one convenient location. E-mail Reader uses Textto-Speech (TTS) capabilities to convert the text in an e-mail message to a .wav file. If E-Mail Reader is enabled for your mailbox, you can access voice mail, e-mail, and fax messages in your mailbox using your endpoint.
Using Your Advanced Mailbox After you set up your mailbox (see page 9), you can use personal or system greetings to let callers know if you are out of town, on a call, etc. You can send messages to individuals and to a group of people if your voice mail administrator has programmed a name for the group. In addition, various options allow you to customize your mailbox, manage your messages, and screen your calls.
Setting Up Your E-Mail Password When E-Mail Reader is enabled for your mailbox, the EM system prompts you to enter your e-mail password after you or your voice mail administrator do one of the following: • Set up your mailbox (see page 9) • Change your e-mail password for your e-mail client To access your e-mail and fax messages from your advanced mailbox, you must set up your e-mail password.
To enter your e-mail password (see table below): 1. Access your mailbox as described on page 22. The system announces that it was unable to retrieve your e-mail and fax messages, and gives you the following options: • Say “Continue” or tap # to access your mailbox without access to your email messages. • Say “Password” or tap 1 to enter your new e-mail password. NOTE: If your system uses an e-mail server and a separate fax server, you are prompted twice. 2.
Accessing E-Mail Messages NOTE: By default, the message lamp on your endpoint lights when you receive a new voice mail message. Although the lamp can be programmed for other functions, it cannot be programmed to indicate that you have received a new e-mail message. If you have an advanced mailbox you can access e-mail messages by choosing option three from the main menu.
To access e-mail messages and the associated options: 1. Access your mailbox as described on page 22. 2. Say “E-Mail” or tap 3 to listen to your e-mail messages. Then select one of the following: • Say “New” or tap 1 to listen to new messages. • Say “Saved” or tap 3 to listen to saved messages. NOTE: If you have a large number of e-mail messages in your in-box (for example, more than 500 messages) you may experience a delay (hear silence) before the first message is played. 3.
4. When E-Mail Reader has finished reading the e-mail the message is marked as saved and you have the following options: • Say “Replay” or tap 1 to replay the message from the beginning. • Say “Reply” or tap 2 to reply to the message. If the e-mail message had more than one recipient, you have the following options: – Say “Everyone” or tap 1 to reply to all recipients. – Say “Sender” or tap 2 to reply to the sender. – Say “Hear” or tap 3 to hear all recipients.
Accessing Fax Messages NOTE: By default, the message lamp on your endpoint lights when you receive a new voice mail message. Although the lamp can be programmed for other functions, it cannot be programmed to indicate that you have received a new fax message. When you access a fax message using option six on the main menu, E-Mail Reader announces the fax message according to the envelope options that you selected (see page 51). E-Mail Reader does not have the capability to read the text in a fax.
Recovering Deleted Messages Recovering deleted messages varies based on media type. If you delete a voice mail message, you can retrieve it within a specific time frame (up to 24 hours, programmed by your voice mail administrator). The specified time frame for retrieving deleted email and fax messages is determined by the Exchange administrator. Once you recover a deleted message, it is then restored to your saved-message queue.
Changing Message Envelopes When you receive a voice, fax, or e-mail message, a message “envelope” is played. The envelope can include the time and date the message was left, the source of the message, and additional information that is associated with the media type. Common envelope options for voice mail, e-mail, and fax include: • Time and Date: The time and date the message was received. • Source: The source of the voice, e-mail, or fax message.
Voice Mail Flowchart (Advanced Mailbox) NOTE: At any menu level, you can say “Cancel” or tap or say “Accept” or tap # to cancel or return to the previous menu to accept. MAILBOX ACCESS • EITHER, Tap the Message button to respond to a message from voice mail. OR, Call the voice mail extension number, say “Login” or tap , and say or enter your mailbox number. • Enter your password (tap # ).
TROUBLESHOOTING The following table lists some possible problems that you may encounter when using the Model 8601. Problem Probable Cause The Model 8601 does not start. The PDA is not getting a signal from the wireless access point. Move closer to the access point. Verify that you have access to the Internet. The network connection is not active. Consult your system administrator. The status remains “Connecting...” A register error message is displayed.
FREQUENTLY ASKED QUESTIONS This section includes some of the most frequently asked questions. If you have problems with your endpoint or voice mailbox, refer to this section before you contact your system administrator or your local Inter-Tel reseller. 54 Q1. How can I retrieve messages if I don’t know the password for my voice mail? A1. Try using your extension number, which is your default password. Or, maybe you don’t have a password, in which case tapping # is all you need to do.
Q9. What PDAs support the Model 8601? A9. The Model 8601 is currently supported by the following PDAs: • • Compaq® iPAQ H3970, 400 MHz Compaq iPAQ H3875, 400 MHz • • Dell Axim™ X5, 400 MHz Dell Axim X30, 624 MHz • • • • • • Hewlett Packard® iPAQ H5550, 400 MHz Hewlett Packard iPAQ H5450, 400 MHz Hewlett Packard iPAQ h4150, 400MHz Hewlett Packard iPAQ h4350, 400 MHz Hewlett Packard iPAQ PocketPC hx4700, 624MHz Hewlett Packard iPAQ PocketPC h6315 • Toshiba® E800, 400MHz Q10.
Q17. If I need further assistance, how do I get technical support? A17. First, contact your system administrator if you have a question that is not covered in this user guide. If you need further assistance, contact your local authorized Inter-Tel reseller. All Inter-Tel sales, service, and support are handled at the local level. Q18. A calling party hears ring back tone even though my Model 8601 is not currently plugged in. A18.
Index A About Voice Mail 7 About Your Endpoint 3 Accessing e-mail messages 46 fax messages 49 Accessing Your Mailbox 22 Advanced Mailbox using 43 voice mail flowchart 52 Alternate Greeting 10 Audio Settings 14 Automatic Speech Recognition (ASR) 7 C Call Log 12 Call Screening 32 Cascade Levels 35 Changing directory name 11 e-mail password 45 fax destination number 33 passwords 9 personal greeting 11 the call screening transfer method 32 the message search order 34 the voice mail message envelope 31 voice ma
Message Envelope 31 Message Search Order 34 Messages 14 recording and sending voice mail messages 27 recovering deleted 50 Messaging, Remote 22 Muting Calls 19 O Option Menus 12 Options media 14 preferences 15 P Password 9, 30 PDA (Personal Digital Assistant) 1 Phone 12 call log 12 DND 13 message(s) 14 speed dial 13 Placing Calls on Hold 19 Placing Conference Calls 19 Preferences 15 Primary Greeting 10 Programming date and time notification 36 fax destination 33 remote messaging 35 R Receiving Calls 18 R
VOICE MAIL FLOWCHART (STANDARD VOICE MAILBOX) NOTE: At any menu level, you can say “Cancel” or tap or say “Accept” or tap to cancel or return to the previous menu to accept. # MAILBOX ACCESS • EITHER, Press the Message button to respond to a message from voice mail. OR, Call the voice mail extension number, say “Login” or tap , and say or enter your mailbox number. • Enter your password (tap # ).
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