ShoreTel IP Phone 930D Handset User Guide May 2013
Legal Notices Document and Software Copyrights Copyright © 1998-2013 by ShoreTel Inc., Sunnyvale, California, USA. All rights reserved. Printed in the United States of America. Contents of this publication may not be reproduced or transmitted in any form or by any means, electronic or mechanical, for any purpose, without prior written authorization of ShoreTel, Inc. ShoreTel, Inc.
Table of Contents Before You Start . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .7 About This Book . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Organization . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Conventions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Table of Contents Placing Calls . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Using the Handset . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Using the Speakerphone . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Using a Headset . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Table of Contents Logging In from Another Extension . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Logging In from an External Phone . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Using Your Voicemail Menu . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Listening to and Interacting with New Messages . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Table of Contents 6 Handset User Guide ShoreTel IP Phone 930D
Before You Start This preface contains the following topics: About This Book on page 7 Related Documents on page 8 About This Book This book is intended for those who install, administer, or use the ShoreTel IP Phone 930D. This book specifically describes how to install and use the IP930D handset.
Before You Start Conventions Conventions The following typographical marking conventions are used in this document. Marking Meaning Bold Names of interface objects, such as buttons and menus. Blue Cross references with hyperlinks. Click the blue text to go to the indicated section. All chapters have a list of section links on the first page. Note: Table of Contents entries are also links, but they are not shown in blue.
CHAPTER 1. Getting Started This chapter contains these main topics: Getting Started with Your New Phone on page 9 Overview of the IP930D on page 14 Getting Started with Your New Phone This section describes how to set up your new ShoreTel IP Phone 930D.
1 Getting Started Installing and Charging the Battery Installing and Charging the Battery 1. Remove the battery cover by pushing down at the horizontal mark on the cover and sliding downward. 2. Align the battery so that the battery contacts face the bottom of the handset and the contacts align. Insert the bottom end of the battery first. 3. Push the downward on the battery until it snaps into place. 4. Replace the cover and slide it upward into place until it locks.
1 Getting Started Installing and Charging the Battery 5. Connect the AC adapter to the jack on the charging stand and route the cable through the cable guide so the charging stand sits flat on a horizontal surface. 6. Slide the AC power plug with the correct shape for your AC outlet into the AC adapter until it locks in place. Plug the AC adapter into the AC outlet.
1 Getting Started Attaching the Belt Clip (Optional) 7. Place the handset in the charging stand with the display facing forward. The display on the handset light ups and the blue charging LED turns on. When using the battery for the first time, it is necessary to leave the handset in the charging stand for at least 10 hours before the handset is ready for use. Before you can use the handset, it must be registered with the system.
1 Getting Started Logging In (If needed) Logging In (If needed) If you are using your phone for the first time and no extension has been assigned, the phone’s display shows “Available.” In this state, you can place calls but you cannot receive them. You need to log in, change your password, record your name, and assign your extension to this phone. Follow these steps: 1. Press the # button, then the Speakerphone button. 2. Enter the extension number assigned to you by your system administrator. 3.
1 Getting Started Overview of the IP930D Overview of the IP930D The illustration below provides an overview of your phone’s components.
1 Getting Started Handset Side Views Handset Side Views ShoreTel IP Phone 930D Handset User Guide 15
1 Getting Started Your Phone’s Display Your Phone’s Display The display screen on your phone shows your name and extension, call handling mode, call appearance, monitored extensions, calls, duration of call, voice messages, date and time, soft key functions, and other information. Some features need to be setup by your administrator before they will appear on your phone. Note The illustration below shows a handset with optional features configured, such as a monitored extension and speed dials.
1 Getting Started Turning on the Backlight after Inactivity Turning on the Backlight after Inactivity The display’s backlight turns off after about 40 seconds of inactivity (this duration can be changed by your administrator). When the backlight is off, you can push any button to illuminate the display; the first button push turns on the backlight. Using Soft Keys Three soft keys at the bottom of the display provide context-sensitive access to features and functions.
1 Getting Started Using the 4-way Controller 2. Push the down direction of the 4-way controller to scroll to Call History. (Alternately, you can open Call History at this point by pressing 3 on the handset keypad.) 3. With Call History selected, push the center button of the 4-way controller or press the OK soft key. Call History opens. Example - Speed Dial a Call from a Button Appearance Follow this example to learn more about using a button appearance on your IP930D. 1. Start from an idle phone.
1 Getting Started Setting the Language Preference for the Handset 2. Push the right direction of the 4-way controller twice to highlight the Speed Dial button appearance labeled “Home.” 3. Push the center button of the 4-way controller to dial the Speed Dial number. Setting the Language Preference for the Handset You can change the language used by menus on the handset by following this procedure: 1. Press and hold the Menu button for 3 seconds until the Settings menu appears. 2.
1 Getting Started Setting Keypad Sounds Setting Keypad Sounds You can set your handset to play a beep or a clicking sound whenever a key is pushed. To change the behavior, follow these steps: 1. Press and hold the Menu button for 3 seconds until the Settings menu appears. 2. Use the 4-way controller to highlight the Audio settings menu item and push the center button on the 4-way controller. 3. Highlight the Key sound option and push the Select soft key (or the center button of the 4-way controller). 4.
1 Getting Started Setting up a Charging Alert Setting up a Charging Alert If you would like to be alerted by a beep when your handset is correctly connected to the charging stand (and charging), follow these steps: 1. Press and hold the Menu button for 3 seconds until the Settings menu appears. 2. Use the 4-way controller to highlight the Audio Settings menu item and push the center button on the 4-way controller. 3.
1 Getting Started Guide to Call Status Icons Guide to Call Status Icons Your IP930D handset offers icons to indicate the call state. The table below lists the static and blinking icons, as well as the associated operational state.
1 Getting Started ShoreTel IP Phone 930D Guide to Call Status Icons Handset User Guide 23
1 Getting Started Additional Status Icons Additional Status Icons These status icons appear in the blue bar at the top of the display.
1 Getting Started LED Indicator States LED Indicator States On the top left-hand side of the handset is an LED indicator for indicating various handset alerts. LED Indicator Meaning Double red flash Incoming call Red flash Message waiting Green flash Low battery Amber flash Out of range (low signal) Note At times, there may be overlapping LED indicators, such as if you receive an incoming call when the battery is low.
1 Getting Started 26 Handset User Guide LED Indicator States ShoreTel IP Phone 930D
CHAPTER 2.
2 Managing Calls Placing Calls Using the Speakerphone To place an internal call, press the Speakerphone button and dial the extension. To place an external call, dial the trunk access code, then the phone number. To end a call, press End/Power button. Using a Headset These actions work with a headset if you have one plugged in to your phone. See Plugging in a Headset (Optional) on page 12. 28 To place an internal call, press the Talk button and dial the extension.
2 Managing Calls Answering Calls Display Overview with an Outbound Call The figure below shows the information that appears on your IP930D handset when an outbound call is active. Note Soft keys are context sensitive. For example, the soft keys that appear when the phone has an outbound call are different from the soft keys that appear when the phone is idle.
2 Managing Calls Answering Calls Display Overview with an Incoming Call If the information is available, the caller’s name, number, and the incoming call icon appear on your display, as shown in the figure below. (The caller’s name may be abbreviated to fit on one line.) To answer an incoming call, use the handset, speakerphone, or headset (if available). See the topics below for more information Answer using the Handset To answer a call, push the Talk button when the phone rings.
2 Managing Calls Answering Calls Answer using the Speakerphone To answer a call, press the Speakerphone button. The speakerphone icon appears in the blue status bar at the top of the display and the Speakerphone button illuminates and turns red. To end the call, press the End/Power button. Answer using the Headset These actions work with a headset if you have one plugged in to your phone. See Plugging in a Headset (Optional) on page 12. To answer a call, push Talk button when the phone rings.
2 Managing Calls Answering Additional Calls Diverting a Call You can send an incoming call to another extension or to an outside number without answering the call. 1. While the call is ringing, press the Transfer button. 2. Enter the number where you want the call sent, or press the extension’s button appearance, if you have one programmed (a speed dial or monitored extension, located near the top of the screen). 3. Press the Transf soft key to complete the transfer to an extension.
2 Managing Calls Making a Conference Call Making a Conference Call To conference a party into a connected call: 1. With a connected call on the line, press the Conference button. The call is put on hold. 2. Dial the extension of the party you would like to conference. 3. Do one of the following: Press the Confrn soft key to add the party to the conference call. Press the Conslt soft key to speak with the recipient before bringing him or her into the conference call.
2 Managing Calls Placing a Call On or Off Hold Note An intercom call overrides all other call handling modes on the dialed extension. This allows you to intercom a user whose phone is forwarded to voicemail. Placing a Call On or Off Hold To place a call on hold, press the Hold button, or highlight the call appearance and press the center button on the 4-way controller.
2 Managing Calls Using Audio Controls Using Audio Controls Audio controls include ring tone, handset, headset, and speakerphone volume, as well as mute. Adjusting Ring Tone Volume To adjust the ring volume, while the handset is on hook and the speakerphone is off, press + or - on the volume button on the left side of the handset. By pressing - repeatedly, you can turn the ringer volume off.
2 Managing Calls Changing Automatic Off Hook Preference Changing Automatic Off Hook Preference ShoreTel users who frequently use a headset may want to use the Automatic Off Hook Preference feature to select which audio path (speakerphone or headset) is automatically activated when placing or receiving calls. Use ShoreTel Communicator to set the Off Hook Preference. Changing Ring Tone You can choose from four distinctive ring tones to help you distinguish your phone from neighboring phones.
2 Managing Calls Using the Directory to Find Numbers and Place Calls Using the Directory to Find Numbers and Place Calls You can use the Directory to find phone numbers on your network by pressing the Menu button, then 1. The Directory screen appears. Push >>> to see the other soft keys. Push it again to cycle through all available soft keys.
2 Managing Calls Managing Calls with Advanced or Optional Features Managing Calls with Advanced or Optional Features In addition to performing the regular operations of placing and answering calls, your phone supports several other advanced or optional functions. If you use any of these features on a regular basis, you may benefit by having your system administrator assign the desired function to the programmable custom buttons on your phone.
2 Managing Calls Programmable Custom Buttons Note If you use the Silent Monitor and Barge In features often, consider asking your system administrator to configure a button for these features for easy access. Extension Monitoring A monitored extension is a custom key (set by your system administrator) that helps you manage incoming calls for that extension.
2 Managing Calls Programmable Custom Buttons You can pick up the call while it is ringing by first highlighting and then selecting the monitored extension using the 4-way controller (or by pressing the Answer soft key). You can send the call to the monitored extension’s voicemail by pressing To VM. You can also answer a call after the owner of the monitored extension has put it on hold by pressing the Pickup soft key.
2 Managing Calls ShoreTel Communicator Software Overhead Paging If you have permission (set by your system administrator) to access the overhead paging system, dial the number given to you by your system administrator and wait for the confirmation tone, and then begin speaking. Hang up when you are finished. If you hear a re-order tone or intercept tone when you try to page, paging may not be configured at your site or you may not have the necessary permissions. Contact your system administrator.
2 Managing Calls Web Access Web Access ShoreTel Communicator for Web Access is a browser-based interface by which users can manage personal options and settings securely and easily from any web browser, anywhere in the world. For more information about web access and what features are available to you, see your system administrator.
CHAPTER 3. Using Voicemail This chapter describes how to use the voicemail system with your ShoreTel IP930D and contains these main topics: Understanding Voicemail Indicators on page 43 Logging In on page 44 Using Your Voicemail Menu on page 44 Leaving a Message on page 49 Understanding Voicemail Indicators A steadily flashing light on your phone’s left-most upper corner and stutter dial tone signifies that you have unheard messages.
3 Using Voicemail Logging In Logging In You can log into voicemail from your phone, from another extension, or from an external phone. Logging In from Your ShoreTel Phone To log in to the main voicemail menu on your phone, press the Voicemail button and go off hook on the handset or speaker. Alternately, you can press the Menu button, then press 2 on the keypad to select the Voice Mail menu item. At the login prompt, enter your password, then press the Voicemail button again.
3 Using Voicemail Sending Messages from Voice Mail To forward the message, press 4. When prompted, record a prefacing remark. Then choose an action from the sub-menu: To send, press #. To review, press 1. To re-record, press 2. To cancel recording, press *. After addressing the message, press 1 to mark it urgent, or hang up to send the message. To reply to the message, press 5. Then choose an action from the sub-menu: To reply with a voice message, press 1.
3 Using Voicemail Listening to Saved Messages After you are satisfied with your recording, you will be prompted to enter the recipient’s extension. At this time, you have the option to do the following: To choose additional addressing options, press 0. Then choose from the sub-menu: To look up recipient by name in a directory, press 1. To specify a personal distribution list, press 2. To broadcast to all extensions, press 3. To cancel addressing options, press *.
3 Using Voicemail Accessing Mailbox Options To choose a call handling mode, press 2, then choose one of the following: Standard, press 1. In a Meeting, press 2. Out of the Office, press 3. Extended Absence, press 4. Custom, press 5. Cancel, press *. Reassign extension If you have the proper permission, you can assign your extension to any phone. The following options are available: To assign the extension, press 1.
3 Using Voicemail Logging Off To remove deleted messages, press 8, then press 1 to confirm or # to cancel. To access additional options, press 9, then choose one of the following: To enable or disable Outlook-automated call handling, press 1. To change e-mail delivery options, press 2, then choose one of the following: To disable e-mail delivery, press 1. To enable e-mail delivery, press 2. To enable e-mail delivery with voice message attached, press 3.
3 Using Voicemail Leaving a Message Leaving a Message When your call is sent to voice mail, leave a message when prompted, or use one of the following options while listening to the mailbox greeting: To bypass greeting and leave a message press #, then hang up to send it. To transfer to assistant, press 0. To forward to recipient’s Find Me destination (if enabled), press 1. To transfer to auto-attendant, press 9.
3 Using Voicemail 50 Handset User Guide Leaving a Message ShoreTel IP Phone 930D
CHAPTER 4. Troubleshooting This chapter contains these main topics: Problems and Solutions on page 51 Viewing Phone Information on page 52 Quick Reference of IP930D Shortcuts on page 55 Problems and Solutions Problem: Handset does not turn on. Solutions: The battery may be dead. Place the handset in the charger and the handset should turn on and begin charging.
4 Troubleshooting Viewing Phone Information Problem: Handset Displays “Deregistered.” Solution: Your handset has become deregistered. Contact your system administrator to have your handset re-registered. Note The re-register function in the Settings Menu under the Connection menu item will not work unless your administrator enables registration. Problem: Handset displays “Searching.” Solution: The handset is out of range of coverage or a component in the infrastructure has failed.
4 Troubleshooting Viewing Phone Information The following information is displayed and can be scrolled through by pressing #: Base IP Address (DHCP or Static) Subnet Mask Gateway Handset IP Address Link Speed FTP Server Media Gateway Controller (MGC) Server SNTP Server 802.
4 Troubleshooting Status Information Status Information Additional status information is available by following these steps: 1. Press and hold the Menu button for 3 seconds to display the Settings menu. 2.
4 Troubleshooting Quick Reference of IP930D Shortcuts Quick Reference of IP930D Shortcuts Task Enter this code Park a call *11 followed by the extension Unpark a call *12 followed by the extension Pick up a remote extension *13 followed by the extension Pick up a night bell *14 followed by the extension Use the intercom *15 followed by the extension Barge in *16 followed by the extension Silent monitor *17 followed by the extension Toggle hunt group status *18 followed by the extension
4 Troubleshooting 56 Handset User Guide Quick Reference of IP930D Shortcuts ShoreTel IP Phone 930D
CHAPTER 5. Important Information This chapter contains these topics: Battery and AC Adapter on page 57 Radio Frequency (RF) Exposure Information on page 58 Battery and AC Adapter Use only the supplied AC adapter and battery. Be sure to use the proper adapter for the charging stand. Do not place the power cord where it creates a trip hazard or where it could become chafed and create a fire or electrical hazard. Do not connect the AC adapter to an outlet controlled by a wall switch.
5 Important Information Rechargeable Battery Information If you hear a beep during a call, check the display: if you see the low battery alert , finish your conversation as quickly as possible and return the handset to the charger. With normal use, the battery should last about one year. Replace the battery when the talk time becomes short even when the battery is charged. Rechargeable Battery Information WARNING! There is a risk of explosion if the battery is replaced by the incorrect type.
5 Important Information Radio Frequency (RF) Exposure Information The IP930D handset is designed for body-worn operation and meets FCC RF exposure guidelines when used with any belt clip, carrying case, or other accessory supplied with this product. All necessary accessories are included in the package; any additional or optional accessories are not required for compliance with the guidelines.
