DEFINITY® Communications System Generic 2 and System 85 8405 Voice Terminal User’s Guide 555-104-726 Comcode 107985574 Issue 2 June 1997
NOTICE While reasonable efforts were made to ensure that the information in this document was complete and accurate at the time of printing, Lucent Technologies can assume no responsibility for any errors. Changes or corrections to the information contained in this document may be incorporated into future issues. TO ORDER COPIES OF THIS DOCUMENT Contact: Lucent Technologies Publications Center P.O.
Contents Your 8405 Voice Terminal . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1 A Quick Look at the Features . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7 Voice Features. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7 Display Features and Features Used with the Softkeys . . . . . . . . . . . . . . . . . . . . . 10 How to Use the Features . . .
Test . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 40 Transfer . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 40 Display Feature Procedures . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 41 Call Information . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 41 Exit (Normal) . . . . .
Your 8405 Voice Terminal The 8405 voice terminal is available in four models.
Handset Volume control button 5 Call appearance/ feature buttons Transfer button Message light Volume ABC Ring Ring button Test button Mute button Speaker button Transfer Test Conf Mute Drop Speaker Hold 1 DEF 2 3 GHI JKL MNO 4 5 6 PQRS TUV WXYZ 7 8 9 * O # LINE Line jack (on back of voice terminal) Speakerphone/ headset adapter jack (on back of voice terminal) Dial pad Conference button Drop button Hold button Handset jack Figure 2.
Display Handset Softkeys Menu Exit Prev Display control buttons Next Volume control button 5 Call appearance/ feature buttons Transfer button Message light Volume ABC Ring Ring button Test button Mute button Speaker button Transfer Test Conf Mute Drop Speaker Hold 1 DEF 2 3 GHI JKL MNO 4 5 6 PQRS TUV WXYZ 7 8 9 * O # Line jack (on back of voice terminal) LINE Speakerphone/ headset adapter jack (on back of voice terminal) Dial pad Conference button Drop button Hold bu
5 Call appearances/ feature buttons (and designation card) At least two of these 5 buttons are devoted to incoming and outgoing calls (call appearances) and are labeled with an extension number; the remaining buttons access features (feature buttons) and are labeled with a feature name. Each has a red light telling you this is the line you are using or this is the line you will get when you lift your handset.
Softkeys (only on the 8405D and 8405D Plus) The four buttons located below the 8405D and 8405D Plus display and labeled with arrows ( ), correspond to words on the display screen. You can use the softkeys along with display control keys to access up to 12 features on your voice terminal in addition to those features administered on the call appearance/feature buttons. For a list of the features that can be accessed with the softkeys, check with your system manager.
Volume control button For adjusting the volume of the following: • The speakerphone or speaker when a call is in progress using the 2-way speakerphone or 1-way speaker • The handset receiver level while a call is in progress using the handset • The tone ringer when the speaker is off and either the handset is inactive or the tone ringer is active Note: When the speaker is active, the ringer volume is automatically reduced to a low setting. The volume is restored when the speaker is turned off.
A Quick Look at the Features Here are brief descriptions of both voice features and display features that can be used with the 8405 voice terminal. Each description includes what each feature does and how you might want to use it. Note: You will automatically have the following features on your voice terminal: Conference, Drop, Hold, Message, Mute, Select Ring, Test, and Transfer voice features and Normal Mode/Exit feature (labeled Exit on the voice terminal) among the display features.
you are out of the office, or you have pressed the Send All Calls button. Note: If you are a covering user, you can use the Consult feature, after answering a coverage call, to call the principal (the person for whom you are answering calls) for private consultation. Then, you can add the calling party to the conversation, transfer the call to the principal, or return to the calling party.
someone call you back; it will help cut down on repeated call attempts. This feature also allows other people in your system to leave a message for you. Message Lets you know a caller has left a message for you when the message light goes on. You can then follow your system manager’s local message retrieval procedures to get your message. Note: This light may be labeled Message or . (See also the Message Retrieval procedures under the Display Features heading.
Speaker to initiate the Reset Speakerphone feature. As the built-in speakerphone performs a test of the surrounding acoustic environment, you will hear a sequence of tones. When the tones stop, your speakerphone has finished adjusting itself for optimal performance. It is now ready for use. (See “Reset Speakerphone.”) Test When the voice terminal is initially powered up, the green light next to Test flashes if the link with the DEFINITY switch or with System 85 is not (or not yet) operational.
How to Use the Features The procedures which appear in the sections, Voice Feature Procedures and Display Feature Procedures, give short, step-by-step instructions for using each feature. For your convenience, the features in each section are listed alphabetically. General Instructions Use the following special instructions for operating your voice terminal.
Conventions Used in The Following Procedures Feature and Each of these boxes represents a button that has a feature assigned to it. The button is labeled with the feature name, sometimes followed by an extension number (shown as xxxxx) or a person’s name. Feature xxxxx LWC CnLWC AutCB [feedback tones] Timer This rectangular box, 2 lines by 24 characters, represents the 8405 display screen (for those sets that have a built-in display).
Using the Display, Softkeys and Display Control Buttons If you are using an 8405D or 8405D Plus voice terminal, the following information will help you use the display, the softkeys, and the display control buttons. The softkeys are the four keys labeled with arrows ( ) located directly below Prev , the display. The four display control buttons, labeled Menu , Exit , and Next are located under the softkeys.
The second line on each feature option screen shows the features you can access. To use any of these features, you must press the softkey below the feature name or abbreviation. For example, on the feature option screen shown on the previous page, you can leave a message for another extension to call you back by pressing the softkey below LWC (the Leave Word Calling feature). If you want to cancel the message, press the softkey below CnLWC (the Cancel Leave Word Calling feature).
Note: An error tone (one beep) may sound when you have made a mistake in your softkey entries. Press Exit Mode. at any time to exit Softkey Mode and return to Normal (call-handling) Using the Softkeys to Activate a Feature Your display and softkeys allow you to access up to 12 switch-related features. For example, you may want to use the Priority Calling feature to call another extension with a distinctive 3-burst ring.
Resetting the Speakerphone with the Softkeys (When Powering Up the Voice Terminal) Important: You need to use the Reset Speakerphone feature only if your voice terminal has the Reset Spkr label printed under the Speaker button. The following procedure is only for the 8405D Plus voice terminal. When you first power up the 8405D Plus voice terminal, the following display appears on those sets equipped with the Reset Speakerphone feature. PLEASE RESET SPKR.
Voice Feature Procedures Handset and Speaker When placing calls or using the voice features, you have the option of doing so by lifting the handset or by pressing Speaker . If your voice terminal is set for the Speakerphone feature, pressing Speaker simultaneously activates the built-in microphone so you can place and answer calls without lifting the handset. Abbreviated Dialing (AD) Note: Before you can use this feature, AD buttons must first be assigned by your system manager.
To see the number stored 1 Press the selected AD xxxxx while on-hook on an Abbreviated Dialing • Stored number is shown (AD) button 2 Press Exit to return to the normal display or repeat Step 1 to see another number 1 Press the selected AD xxxxx (while off-hook) To place a call using an Abbreviated Dialing (AD) • Call is automatically dialed [ringback tone] button To program or reprogram an outside number, extension, or feature access code into a personal list 1 On a separate sheet of paper, write down th
Note: Record your personal list items on the Abbreviated Dialing list in the back of this guide; group and system lists are available from the controller of the list or from your system manager.
3 Pick up the handset when you hear priority ring [ringback tone] • A call is automatically placed to called extension, which receives regular ringing Note: Only one Automatic Callback call at a time can be placed, and Automatic Callback is canceled after 20 to 40 minutes if the callback call is unanswered.
Call Coverage/Consult To answer a call for a coworker for whom you are a coverage point 1 Press the call appearance button of the incoming call when ring begins or green light flashes Note: The call is not at your terminal until the green light is flashing. To leave a message telling 1 Press Coverage Callback while connected to the call a coworker to call the [confirmation tone] original caller’s extension Note: To leave a message telling a coworker to call you, activate Leave Word Calling instead.
Call Forwarding — Busy/Don’t Answer To activate Call Forwarding — Busy/Don’t Answer 1 While off-hook, press Note: To find out which type of Call Forwarding Call Forward activates, contact your system manager.
Call Forwarding — Follow Me You can access this feature with the softkeys only if your voice terminal has a display.
Call Park You can access this feature with the softkeys only if your voice terminal has a display.
Call Pickup To answer a call to a member of your pickup group when your voice terminal is idle To answer a call to your pickup group while on another call 1 Press Call Pickup (while off-hook) or Dial the Call Pickup access code __________ (while off-hook) • You are connected to the ringing call 1 Press • Hold Present call is put on hold 2 Press an idle call appearance 3 Press [dial tone] Call Pickup or Dial the Call Pickup access code __________ • Called voice terminal stops ringing • You ar
To drop the last party 1 Press Drop added to a conference call • You remain connected to the other person on the call Drop ✔ To disconnect from a 1 Press Drop [dial tone] normal call, or to drop the Note: If you press Drop during a conference call, the last party added to a last party added will be dropped, and you will remain conference call connected to the other person on the call.
Hold ✔ To keep a call waiting 1 Press Hold while you answer another • Green light next to the held call flutters call, make a call, or perform some other task Note: If you put a conference call on hold, the other parties remain connected.
Last Number Dialed To automatically redial the last number you dialed (up to 24 digits) (extension, outside number, or trunk/feature access code) 1 Press Last Dialed (while off-hook) or Dial the Last Number Dialed access code __________ (while off-hook) • Number is automatically dialed Note: Available with a DEFINITY Generic 2 and with System 85 R2V4 and some R2V3 systems. Check with your system manager to learn if the feature is available on your system. Limitations on this feature should be noted.
To leave a message without ringing an extension 1 If you are using an 8405 with a display, press Menu and then press the softkey below LWC (while off-hook) If your 8405 does not have a display, press LWC (while off-hook) or Dial the Leave Word Calling access code __________ (while off-hook) [dial tone] 2 Dial the extension • Message light goes on at the called voice terminal (if so equipped) 3 Hang up or press To cancel a Leave Word Calling message (you cannot cancel messages left for an AUDIX subscr
Message To retrieve a message when your Message light is on ✔ 1 If your set has a display, see the “Message Retrieval” procedures under the Display Features heading. Otherwise, see your system manager for instructions regarding your local message retrieval methods. Mute ✔ Note: If you are using an 8405B or 8405D, the Mute feature affects the microphone associated with the handset only.
Priority Calling You can access this feature with the softkeys only if your voice terminal has a display.
Reset Speakerphone Important: You can use this feature only if you are using an 8405B Plus or 8405D Plus voice terminal, if the Reset Spkr label appears under the Speaker button, and if your voice terminal is set for the Speakerphone feature (as opposed to the Speaker feature). If you do not have a Shift button or the Reset Spkr label on your 8405B Plus or 8405D Plus, you do not need to manually activate this feature.
• To adjust the speakerphone to the surrounding room acoustics Note: If you do not have a Shift button, it is not necessary to activate this feature. You will hear a set of rising tones as the speakerphone adjusts itself to the surrounding acoustical environment. These tones are automatic. No user response is required.
4 To select a personalized ring (for those 8405 voice terminals which have a Ring button) When you hear the desired ringing pattern, press Shift again • Your new ringing pattern is set • If you have an 8405D or 8405D Plus, you hear confirmation tone (two rising tones) 1 While on-hook, press Ring • Red light next to Ring winks • Current ringing pattern plays and repeats every three seconds.
To adjust ringer volume 1 To raise the volume, press the right half of the if necessary (handset and Volume control button labeled ; speaker are not active, or to lower the volume, press the left half of the the handset and ringer Volume control button labeled are both active) • If you have a display, it shows: RINGER L>>>>> H (There are eight possible volume settings. On the display, one arrow is the lowest setting, and eight arrows is the highest setting.
To send an assigned group 1 Press SAC Group (while on-hook or off-hook) of extensions (except [confirmation tone] priority, intercom, and personal central office calls) immediately to an assigned extension, AUDIX, or message center for coverage To cancel Send All Calls or SAC Group 1 Press Send All Calls or SAC Group again (while on-hook or off-hook) or Pick up the handset and dial the Send All Calls cancel code __________ [confirmation tone] • Your calls ring at your own voice terminal again Speaker
• If you have a display, it shows: SPEAKER L>>>>> H (There are eight possible volume settings. On the display, one arrow is the lowest setting, and eight arrows is the highest setting.
Speakerphone Note: If you are using an 8405B or an 8405D voice terminal, you cannot use this feature. If you are using an 8405B Plus or an 8405D Plus, you have either the Speaker (listen-only) feature or the Speakerphone (listen and talk) feature. If you are uncertain whether your voice terminal is set for the Speaker feature or the Speakerphone feature, check with your system manager. Use the following procedures if your voice terminal is set for the Speakerphone (speak and listen) feature.
To prevent the other party from hearing you Note: If the Speakerphone feature is not active, the Mute feature turns off the microphone associated with the handset (not the speakerphone). However, if the speakerphone is active and the handset is not active, then the Mute feature turns off the microphone associated with the speakerphone (not the handset).
Test ✔ To test the voice terminal 1 While on-hook or off-hook, press and hold Test lights (on all 8405 voice • Green light next to Test goes on terminals) and the display (on the 8405D and Note: If the green light next to Test does not go 8405D Plus voice on or flashes rather than goes on steadily, it terminals) means that the voice terminal is not communicating with the DEFINITY switch or with System 85. In such a case, see your system manager.
Display Feature Procedures This section includes the procedures for five display features you may use with the 8405 voice terminal equipped with a display. However, note that the display, along with the softkeys and display control buttons, can also be used for accessing up to 12 softkey features. For procedures on using the display and softkeys and a list of the features that can be accessed with the softkeys, see “Using the Display, Softkeys, and Display Control Buttons” earlier in this guide.
To see who’s on hold while on a call 1 Press Inspect 2 Press the call appearance of the held call • Information is shown on the display screen; you remain connected to the present call 3 To return to the held call, press Exit and the call appearance button of the held call Message Retrieval To see your messages when your Message light is on (while on-hook, off-hook, or on a call) 1 Press To return a call to the message sender 1 Pick up handset or activate the speakerphone To erase a message Me
5 If appropriate, press the call appearance button associated with the person on hold to give them their messages 1 Press Transfer To return a call for the coworker to the displayed • Coworker is put on hold extension (while on a call with the coworker) 2 Press Return Call while any part of message is shown 3 Press • Transfer Coworker is connected to the call Normal (Exit) To exit any display feature and return to normal display ✔ 1 Press • Exit Display will show call information for the active call
Timer To see elapsed time (hours, minutes, seconds) 1 Press Menu and then press the softkey below Timer (which exits you from softkey mode) or Press Timer • Elapsed time is shown 2 To stop timer and clear display, press Menu and then press the softkey below Timer again or Press Timer again • Elapsed time is displayed on the screen for about three seconds and then disappears 44
Tones and Their Meaning Ringing tones are produced by an incoming call. Feedback tones are those which you hear through the handset (receiver) or the speaker. Ringing Tones • 1 ring — A call from another extension. • 2 rings — A call from outside or from the attendant. • 3 rings — A priority call from another extension, or from an Automatic Callback call you placed.
Troubleshooting Problem A feature doesn’t work as noted in this guide. Solution 1 Reread the procedure and try again. 2 For many features you must lift the handset before you can use the feature. 3 Check with your system manager to be sure this feature is administered on your voice terminal. 4 You may have an older version of System 85 software so some features may work differently from the procedures described in this guide.
Problem The telephone doesn’t ring. Solution 1 Make sure the ringer is turned on. 2 Set the ringer volume to a higher level. 3 Place a test call from another extension to your extension. 4 Check the line cord to make certain it is securely connected at both ends. 5 If there is still a problem, see your system manager. The lights do not go on next to the buttons. 1 Press Test to check if the voice terminal lights go on. 2 Check the line cord to make certain it is securely connected at both ends.
Key Words to Know access code See feature access code. activate To begin or turn on the operation of a feature. attendant The person who handles incoming and outgoing calls at the main console. AUDIX Audio Information Exchange, an optional voice mail and message service which provides coverage for calls to you by recording callers’ messages and reporting Leave Word Calling messages. call appearance A button used exclusively to place or receive calls.
off-hook When the handset is removed from the cradle (for example, when you lift the handset to place or answer a call) or when the speakerphone is turned on. on-hook When the handset is left on the cradle and the speakerphone is turned off. party A person who places or answers a call. personal list One of the four types of Abbreviated Dialing lists; programmable by the system manager or by you, the user. Contains telephone numbers of your choice, and stores each of them as a single-digit list item.
system list One of the four types of Abbreviated Dialing lists; programmable only by the system manager. Contains telephone numbers helpful to all system users, and stores each of those numbers as a 2-digit list item. system manager The person responsible for specifying and managing the operation of features for all the voice and data equipment in your network. System 85 The switch to which your voice terminal may be connected.
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Blind Perf Quick Reference Lists FEATURE ACCESS CODES Feature Code ABBREVIATED DIALING Personal Feature Code CALL PARK Answer Back Group CALL PICKUP System LAST NUMBER DIALED Program LEAVE WORD CALLING AUTOMATIC CALLBACK Cancel Cancel PRIORITY CALLING CALL FORWARDING — BUSY DON’T ANSWER or CALL FORWARDING — FOLLOW ME Cancel SEND ALL CALLS Cancel
Miscellaneous Abbreviated Dialing* Item No. Personal List 1 Personal List 2 Personal List 3 Name Name Name 1 2 Description Extension Message Attendant AUDIX 3 4 5 6 7 8 9 0 * You may have as many as 3 personal lists, and each list can have either 5 or 10 items; see your system manager.
