Sipura SPA-841 Residential Telephone User Guide 620-05600270 Software Release 5.
Tekelec, Inc. 3001 E. President George Bush Highway, Suite 150 Richardson, TX 75082 © 2000-2003 Tekelec, Inc. All rights reserved. Tekelec has used its best efforts in preparing this manual and the procedures contained in it. However, this manual may include technical or typographical errors despite the publisher's best efforts. Information in this manual is subject to change with these changes to be incorporated in new editions of the manual.
ii
Table of Contents 1 Your Sipura SPA-841 Telephone Introduction ...................................................................................... 1 Accessing Phone Features........................................................................ 1 In This Manual ........................................................................................... 1 Telephone Description .................................................................... 1 Sipura SPA-841 Features Table ............................
Speakerphone Troubleshooting .............................................................. 11 3 System Telephone Features Feature Activation Digit................................................................. 13 Abbreviated Dial............................................................................. 13 Creating an Abbreviated Dial Code ......................................................... 13 Using an Abbreviated Dial Code .............................................................
Call Waiting with Caller ID............................................................. 26 Call Waiting with ID Manager ........................................................ 26 Caller ID Block................................................................................ 26 Conference ..................................................................................... 27 Conference Call Tips ...............................................................................
Deleting Forwarded Phone Numbers ...................................................... 40 Speed Dial....................................................................................... 41 Programming a Speed Dial Button .......................................................... 41 Using a Speed Dial Button ...................................................................... 41 Identifying the Number Assigned to a Speed Dial Button........................ 41 Deleting a Speed Dial Number ..............
Dialing Back a Caller...................................................................... 56 Sending a Message Directly to an Extension.............................. 56 Personal Greetings ........................................................................ 57 Recording Personalized Mailbox Greetings ............................................ 57 Listening to Your Greetings ..................................................................... 57 Receiving Pager Notification ..........................
Skipping the Mail Menu to Hear Messages.................................. 72 Returning to the Auto Attendant or Operator.............................. 72 Zeroing Out to a Custom Operator ............................................... 73 Replaying a Message..................................................................... 74 Saving a Message .......................................................................... 74 Skipping to the Next Message ......................................................
…from the email program on your PC..................................................... 88 Using Controls While Playing Messages..................................... 88 Rewind/Fast Forward .............................................................................. 89 Rewind to the Beginning of a Message ................................................... 89 Fast Forward to the End of a Message ................................................... 89 Pause Play of a Message.................................
7 Set Up Outlook for TAPI Using TAPI to Call from Outlook ................................................ 101 Installing the TAPI Support Software......................................... 103 Configuring Windows for TAPI ................................................... 108 Configuring Outlook to Use TAPI ............................................... 115 Index ................................................................................
Chapter 1 Your Sipura SPA-841 Telephone Introduction This guide describes how to use all of the features that are provided by the T6000 telephone system on your Sipura SPA-841 telephone. Accessing Phone Features Some features require you to dial an activating digit followed by a numeric code. The default value for this activating digit is 5 and it is used throughout this guide. However, your system administrator may choose to use another digit for this function.
Scroll Buttons Display Left Soft Key Right Soft Key Mute/Status LED Message Waiting Four Line Buttons “More” Button Mute Headset Hold Voice Mail Volume “i” button Speakerphone Numbered Keypad Figure 1: Sipura SPA-841 Ip Telephone Sipura SPA-841 Features Table 2 Features Descriptions Four Line Buttons A line button provides acces to the extension/line appearance for incoming and outgoing calls.
Features Descriptions “More” button Provides more information/additional choices for hte menu options shown on the display. Mute button Mutes the active audio input/microphone so that the called party cannot hear local audio. The adjacent Mute LED will light when the call is muted. Hold button Puts the active call on hold. The call’s associated LED will flash while the call is on hold. Voice Mail retrieval button Acts as a speed dial to the user’s voice mail.
4 Your Sipura SPA-841 Telephone Sipura SPA-841 Telephone User Guide 620-05600270
Chapter 2 Basic Phone Features Adjusting the Volume 1. Activate the handset, headset, or speakerphone. 2. Press the Volume ( ) key once. A horizontal scale displays on the phone to indicate the volume level. 3. Press the Scroll buttons (up or down) to adjust the volume as desired. The setting is automatically saved. Adjusting the Ringer Volume 1. While the phone is ringing, press the Volume ( ) key once. A horizontal scale displays on the phone to indicate the volume level. 2.
Hanging Up To hang-up the phone, use one of these options: • • • • Replace the handset in its cradle. Press the line button and replace the handset. Press the Headset ( ) button (if using a headset). Press the Speaker ( ) button (if using the speakerphone). Line Button Indicators The numbers assigned to each of the line buttons on the Sipura phone appear on the LCD display.
Managing Missed Calls The Sipura phone will display the number of missed calls. You can view the caller ID and return the call, if desired. Using the Main Display soft keys When you have missed calls, the soft keys on the main display will show “lcr” (last call redial) on the left, and “miss” on the right. • • If you press the lcr soft key, the phone will redial the first missed call. If you press the miss soft key, you can view the missed calls, and choose which one to redial.
Preferences There are many Preference settings that can be configured on your Sipura SPA-84 phone. The possible configuration items are: • • • • • • Dial Assistance Preferred Audio Device Auto Answer Page Send Audio to Speaker Time Format Date Format To configure your phone preferences: 1. Press the “ ” button and use the scroll down button to select Preferences from the list. 2. Press the select soft key. 3. Use the scroll down button to highlight the desired configuration item from the list. 4.
2. Use the scroll down arrow key to highlight option number 4, Ring Tone (or press 4 on your number pad). 3. Press the select soft key below the phone display. On the phone display, a list of extensions appears. Ext 1:Internal represents Line 1 (L1) one the phone. Ext 2: Internal represents line 2, etc. 4. Use the up and down scroll keys to highlight the extension (line) that is to be changed, (or press the corresponding number on the number pad). 5.
• • With the handset on-hook, press the dir soft key or press the “ ” button and highlight the Directory entry and press the select soft key. 2. Press the add soft key. 3. Use the number pad to enter the following: • • • Name (use 0 for a space) Number - use the scroll down key to select the field Ring type, if desired - press the option soft key to change the ring 4. Click the save soft key to save the entry. 5. Press the cancel soft key twice to exit the Directory menu.
Speakerphone Troubleshooting Problem Solution You can’t hear callers on the speaker. Increase the speaker volume by pressing the Volume ( ) key once. Press the Scroll up button to adjust the volume as desired. Callers can’t hear you when you use the speakerphone. Make sure nothing is blocking the mic., which is located on the left side of the telephone under the handset cradle. Move closer to the microphone and face the microphone when speaking. The caller’s voice echoes.
12 Basic Phone Features Sipura SPA-841 Telephone User Guide 620-05600270
Chapter 3 System Telephone Features This chapter contains an alphabetical summary of all features that may be provided on your telephone. You will only be able to use those features that have been configured on to your telephone by the system administrator. NOTE: Each user’s phone features are configured by the phone service provider. It is possible that some system features are not configured on your phone.
5. Dial the phone number you want to assign to this Abbreviated Dial code, followed by #. The phone number you entered for this Abbreviated Dial number is repeated back. NOTE: Be sure to enter all the numbers normally required to dial the call. This includes the area code for long distance calls and may include the area code for local calls in some areas. 6. Press # to save or * to exit without saving. 7. Program or verify another Abbreviated Dial code or hang up to exit.
3. Press 1 to program (set) the Abbreviated Dial code (00-99). 4. Press the digits of the Abbreviated Dial code to delete followed by the # sign. A confirmation message tells you: “No number was entered.” 5. Program or verify another Abbreviated Dial code or hang up to exit. Verifying an Abbreviated Dial Number 1. Press 75*. 2. Press the dial soft key or pickup the handset. 3. Press 2 to verify (check) an Abbreviated Dial code (00-99). 4. Press the Abbreviated Dial code you wish to verify.
To use this feature (*60), you create a list of telephone numbers (internal or external) that receive the message when a call with that caller ID appears at your telephone. Call Block is managed through a menu of commands activated by pressing digits on the keypad.
Adding Numbers to Call Block List 1. Press *60 or *80 on the telephone keypad. 2. Press the dial soft key or pickup the handset. A voice prompt tells you whether Call Block is enabled or disabled and then gives the menu choices. 3. Press 3 to add telephone numbers to the list of numbers that will be blocked. 4. Enter the number with no spaces, dashes or special characters followed by the # key. 5. Press # to save the entry or * to exit without saving. 6. Select a menu item or hang up.
• Press 1 if you know the number to delete; (see Step 4) • Press 2 for a list of numbers; (see Step 8) • Press 3 to delete all numbers; (see Step 14) • Press * to return to the Call Block menu. 5. Press 1 to remove a specific number. 6. Enter the number to delete with no spaces, dashes or special characters followed by the # key. The voice prompt repeats the number you just entered. 7. Press # to save the entry (delete it from your list) or press * to cancel the entry. 8.
If your phone does not have an indicator showing that the phone is forwarded, then it will emit one short ring or “ping ring” when a call comes in to the phone. The “ping ring” is provided to remind you that your phone is forwarded to another number. Calls forwarded to an external number (7- or 10-digits) that are unanswered will roll over to voice mail (if available) at that number.
8. • Call is answered by a person: Explain your call, have them hang up, and then press # to enable the forwarding number or * to exit without enabling forwarding. • Call is not answered: Prompt explains call not connected and asks you to press # to enable the forwarding number or * to exit without enabling forwarding. • Answering machine or voice mail answers: Press # to escape, and then press # to enable the forwarding number or * to exit without enabling forwarding.
2. Enter the number to which you want to forward your calls when the line is busy. Be sure to enter the number exactly as you would if you were to call that number. Include the area code, if necessary. 3. Press #. 4. A prompt asks you to confirm the forwarding number: • • Press # to confirm Press * to re-enter the forwarding number NOTE: If you entered an external number, but are not allowed to forward calls to external numbers, a prompt states the number is invalid and requests you enter a number.
Calls forwarded to an external number (7- or 10-digits) that are unanswered will roll over to voice mail (if available) at that number. Calls forwarded to an internal number (4-digit extension) that are unanswered will roll over to voice mail (if available) for the called party (not the forwarding destination). External forwarding must be supported by your system for external numbers to be accepted.
8. • Call is not answered: Prompt explains call not connected and asks you to press # to enable the forwarding number or * to exit without enabling forwarding. • Answering machine or voice mail answers: Press # to escape, and then press # to enable the forwarding number or * to exit without enabling forwarding. Forwarding for all calls is enabled. Disabling Call Forward (No Answer) 1. Press 79* on the telephone keypad. 2. Press the dial soft key. 3.
2. Enter the number to which you want to forward your calls when your phone is out of service. Be sure to enter the number exactly as you would if you were to call that number. Include the area code, if necessary. 3. Press #. 4.
4. A voice prompt will repeat the last incoming number. You may press 1 to return the call or hang up. 5. If you enter 1, wait for the called party to answer. Call Trace Call Trace allows you to record the telephone number of an offending call, but must be performed immediately after the offending call is ended. NOTE: The feature won't work if Call Waiting is triggered while you are receiving the offending call. 1. Hang up. 2. Press *57 on the telephone keypad. 3. Press the dial soft key. 4.
Switching Between Held Calls To switch between calls, press the red blinking line button. The other line will automatically be put on hold. Suspending Call Waiting You can suspend Call Waiting just for the next call by entering *70 and then entering the number you wish to call. Any subsequent call coming in will go directly to your voice mail or other specified “no answer” destination. Call Waiting will be enabled again when you disconnect from the call.
1. Press *67 on the telephone keypad. 2. Press the dial soft key or lift the handset. 3. Dial the phone number that you want to not show your Caller ID to. Conference If supported by your system, you can conference several internal and/or external parties together. Check with your system administrator for the availability of this feature on your system. To create a conference call, follow these steps: 1. Make a call or be engaged in a call. 2. Press the conf soft key. 3.
• External (Outside) Dial Tone – A continuous, lower-pitched tone There are four types of ringers – all are answered the same way: • One Ring – Internal (Extension-to-Extension) Calls and when the system has called your extension to remind you or to notify you about something. • • Two Rings – External Calls • Priority Ring – The call screening feature allows users to designate specific callers as important enough to ring through to their telephone even if Do Not Disturb is activated.
On-hook Dialing You can dial a number while the handset is on-hook by doing one of the following: • Dial the phone number on the keypad and: • • press the dial soft key, or pick up the handset. • Press the dir soft key, use the scroll keys to select a person to call, then press the dial soft key. • Press the redial soft key, use the scroll keys to select a person to call, then press the dial soft key.
The display area on your telephone will show the options for each menu level. For example, if you press 4 to delete a number, the display will show: “1=Del Num, 2=List, 3=Del All, *=Menu”. Enabling/Disabling Priority Call The T6000 system allows you to turn the Priority Call feature on and off (i.e., set the feature not to use the priority ring). Disabling (turning off) the feature does not delete your list of callers assigned to receive the priority ring. 1. Press *61. 2.
4. Press # to hear the next number or press * to return to the Priority Call menu. NOTE: As long as you press # for the next number, the system will scroll through the list of member numbers, starting over with the first number after the last number is spoken. 5. Repeat the previous two steps until you have heard as many of the numbers as you want. 6. Press * to return to the Priority Call menu when you are finished listening to member numbers. Deleting Priority Call Members 1. Press *61. 2.
• The voice prompt announces the list, speaks the first number and prompts you to press 1 to delete it, # to hear the next number or * to return to the Priority Call menu. 10. Press # until you find the number you wish to delete. 11. Press 1 to delete the number. The number is deleted immediately and the next number in the list is announced. • You are prompted to press 1 to delete it, # to hear the next number or * to return to the Priority Call menu. 12.
The Selective Caller List is a list of up to ten codes. Each cost must be 10-digits. When required, a caller enters the code followed by the # key. HINT: When creating the codes for the Selective Caller List, you want codes that are easy for the caller to remember and use. If the code will be used for an individual, you might want to use the phone number most commonly used by that person.
Answering Privacy Guard Call Once a caller has entered an access code or recorded their name, the call will ring on your phone. If you have a display and receive caller ID information, you will see “From Privacy Guard” on the display. If the caller entered an access code, the access code digits will be displayed also. If the caller entered an access code, your telephone rings normally and you are connected to the caller when you answer the call.
Managing the Access Code Your 3-digit Access Code is managed using the keypad on your telephone. You can change the code at any time and can listen to your chosen number if you forget what you set. Changing the Access Code 1. Press *88 on the telephone keypad. 2. Press the dial soft key or pick up the handset. A voice prompt tells you whether Privacy Guard is enabled or disabled and then gives the menu choices. 3. Press 2 to set or change the 3-digit Access Code. 4.
3. Press 4 to add numbers to the Selective Call List. 4. Enter the number by pressing the desired digit keys on the telephone keypad. 5. Press # to save the entry or * to exit without saving. 6. Select a menu item or hang up. NOTE: If you try to add a number when you already have 10 numbers, a prompt tells you the list is full, no more numbers can be added and that a number must be deleted to add a new number. Listening to the List 1. Press *88 on the telephone keypad. 2.
d. Press # to delete the entry or * to exit without saving. e. Select a menu item or hang up. 6. If you pressed 2, do the following: a. The first number in the Selective Call List is played. b. Press 1 to delete the number or # to hear the next number. c. Repeat these steps until you are finished deleting numbers. d. Press * to exit. e. Select a menu item or hang up. 7. If you pressed 3, all numbers in the list are immediately deleted and you return to the main menu.
Selective Call Forward is managed through a menu of commands activated by pressing digits on the phone keypad. The commands are: • • • • • • 1 - Enable/disable feature 2 - Enter the forward (destination) number 3 - ID (forward destination number) 4 - Add members (to list to be forwarded) 5 - List members (of list to be forwarded) 6 - Delete members (from list to be forwarded) The display on your telephone will show the options for each menu level.
Identifying the Forwarding Destination Number 1. Press *63 or *83. 2. Press the dial soft key or pickup the handset. A voice prompt tells you whether Selective Call Forward is enabled or disabled and then gives the menu choices. 3. Press 3 to hear the forwarding number (destination for forwarded calls). The voice prompt tells you the forwarding number and you are returned to the Selective Call Forward menu. Adding Forwarded Phone Numbers 1. Press *63 or *83. 2.
7. Select another menu item or hang up. Deleting Forwarded Phone Numbers 1. Press *63 or *83. 2. Press the dial soft key or pickup the handset. A voice prompt tells you whether Selective Call Forward is enabled or disabled and then gives the menu choices. 3. Press 6 to delete telephone numbers from the list of numbers which will be forwarded. 4.
15. Press 3 to immediately delete all member numbers. The voice prompt announces that all phone numbers have been removed from the list and you are returned to the Selective Call Forward menu. 16. Select another menu item or hang up. Speed Dial The Sipura SPA-841 provides speed dial buttons that can be programmed from the phone or preset by the system administrator. If you have any preset speed dials, you will see them in the speed dial list. The preset speed dials cannot be modified.
3. Press the select soft key below the phone display. 4. Use the up and down scroll keys to highlight view the assigned speed dials. 5. Press the cancel soft key twice to revert to the main display. Deleting a Speed Dial Number You can add speed dials from your directory entries. To add one of your directory entries to a speed dial, do the following: 1. Press the “ ” button. On the phone display, a list of four options appear. 2.
Table 1: Feature Matrix Feature Name Enable Disable Abbreviated Dial - Program 75* 75* Abbreviated Dial - Enable *3+code N/A Anonymous Call Rejection *77 *87 Call Forward (Out of Service) (On/Off) 70*+number+# 71* Call Forward (All) 72*+number+# 73* Call Forward (Busy) (On/Off) 76*+number+# 77* Call Forward (No Answer) (On/Off) 78*+number+# 79* Call Return *69 N/A Call Trace *57 N/A Caller ID Block *67 (suspend for current call) N/A Do Not Disturb *04 *04 Permanent Per Ca
2. Dial the number to which you want to transfer the call and press the dial soft key. 3. If the called party answers, you can inform them of the transfer and do one of the following: • • 4. Hang up the handset to cancel the transfer. Press the blinking red line button to return to the holding party. If the called party does not answer, do the following: • • 44 Press xfer to complete the transfer of the call. Hang up the handset to cancel the transfer.
Chapter 4 Voice Mail Features (Default Menu) You can access the voice mail system on your phone by dialing *09 or by pressing the Voice Mail button. System settings determine the number (and length) of voice mail messages that are stored in your voice mailbox. If supported by your system, callers can press “0” while they are “in” your mailbox to transfer to your main number or operator.
Table 2: Voice Mail Main Menu Access Code Function 7 Compose a message (for options see “Voice Mail Compose List” on page 47) 8 Manage custom operator number (Not supported for stand-alone mailboxes.
Table 4: Voice Mail Personal Greeting List Access Code Function 4 Name greeting 5 Replace personal greetings with default greetings * (star) Return to main voice mail menu Table 5: Voice Mail Distribution List Access Code Function 1 Hear a list of all distribution groups 2 Edit a distribution group 1 - list of members 2 - add a member 3 - delete a member 4 - hear the group name 5 - change the name * - return to the previous menu 3 Create a distribution group 4 Delete a distribution group *
Table 7: Voice Mail Message Options List Access Code Function 1 Marks message as Urgent 2 Marks message as Private 3 Requests Return Receipt - you are notified recipient as accessed the message 9 Clears all options * (star) Return to main voice mail menu NOTE: Occassionally a return receipt may be returned without the recipient hearing the message if your message is the first new message and the recipient hangs up or skips to the next message before listening to the message.
3. Enter your password (if required). 4. If you have new voice mail, the messages are identified and played. Otherwise, you will be prompted with choices to play your inbox messages, play your saved messages, change your password, playback your greetings, record new greetings, or exit the voice mail system. 5. Press the corresponding digit on your phone to select the desired voice mail function. …from any other internal phone 1. Dial 555 (or the code provided by your system administrator).
4. Enter your numeric password, followed by the # key. NOTE: If you have new, or previously heard but not saved or deleted, voice mail, the message is identified and played. Otherwise, you are prompted with choices to play your saved messages, change your password, playback your greetings, record new greetings, or exit the voice mail system.To select the desired option, press the corresponding digit on your phone.
5. Select “open the file” on the dialog box that appears to play the message NOTE: The voice mail message plays concurrently with any audio (such as music CDs or streaming music) coming from your speakers. Stop or mute other features before playing the voice mail message to increase the clarity of the message. DO NOT mute the other applications by clicking on the speaker in the Windows System Tray since this will mute the speakers for all sources, including the voice mail you are trying to play.
Composing Messages before Sending The compose feature of the voice mail system allows you to record a message and review or change it before sending it to any number of users or distribution groups. You first enter the extensions and distribution group numbers of the recipients and then record and send your message. Compose and Send a Message 1. Access the voice mail system. 2. Press 7 to select compose a message. 3.
Marking a Message as Urgent To mark a message as urgent, which places it in the recipient(s) voice mailbox before any regular messages, follow these steps: 1. Record a message. 2. Press #. 3. Press 9 to mark as urgent and send. NOTE: If your system administrator has turned on message notification, messages marked as urgent will automatically notify of the recipient that they have an urgent voice message. Changing Your Password The system default for your voice mail password is your extension number.
Zeroing Out to a Custom Operator When callers reach your voice mail, you can give them the option to leave a message or dial zero (0) and reach your custom operator (which may be the auto attendant or another phone number). By default, the system will route callers to the auto attendant when they press zero. You can change the destination from the voice mail main menu.
Replaying a Message To replay a voice mail message, press 7. Saving a Message To save a voice mail message, press 5. NOTE: When you save a voice mail message, the message is moved to the saved messages, and is unavailable until you exit and re-enter voice mail. Skipping to the Next Message To skip to the next voice mail message, press 8 while.listening to the message header or message handling options. During the message, press # to skip to the next message.
• • • • • Press 1 to forward the message. Press 2 to change the introductory message. Press 3 to review the introductory message. Press 9 to mark urgent and forward. Press * to cancel the forward. NOTE: Press * at anytime to cancel the forward. If you press *, you must reenter the extension(s) and any desired introduction. Replying to a Message To reply to a message you receive: 1. Press 2 to reply to the message. You hear a prompt to record your reply. 2. Record your reply message. 3.
2. Dial the extension number. You hear a greeting and voice prompt to enter a message. 3. Record your message and hang up. NOTE: You can press * on your phone at any time during the greeting to skip to the end of it.
1. Access the voice mail system. 2. Press 4 from the main voice mail menu and choose the greeting you want to play by pressing the corresponding digit key. • • • • • Press 1 to play the No Answer greeting. Press 2 to play the Do Not Disturb greeting. Press 3 to play the Busy greeting. Press 4 to play your name. Press * to return to the main menu. Receiving Pager Notification The VoIP system provides the ability for you to be alerted on your mobile phone or pager that you have received a voice message.
Subject: Voice Mail from calling party Body: the text entered by the system administrator (i.e. Please call me! I need to talk to you.) NOTE: If the system administrator left the body text empty, you get as the body: calling party called you on “date” at “time”. Managing Distribution Groups Voice messaging distribution groups can be created as either personal or corporate groups. Up to 20 personal groups can be created by individuals for their own use while up to 70 corporate groups can be created.
9. Press the # key again. TIP: A group can be created without any members in it. Members can be added later by using the edit menu to add members. To create a group with no members, follow the previous steps with one exception. When prompted to enter members, just press the # key. NOTE: To create group (corporate or company) distribution lists, you must be in the mailbox for your company's main number. Editing or Modifying a Group 1. Access the voice mail system. 2. Press 6 for distribution groups. 3.
• 3. The extension number you entered is played back to you for confirmation. Press the # key to add the user or * key to cancel. • If you press # and the member does not exist, you will hear “The member has been successfully added to this group.” • If you press # and the member already exists, you will hear “The member already exists in this group, please try again.” • If you press *, you will be asked to reenter the extension number to add.
Deleting a Group 1. Access the voice mail system. 2. Press 6 for distribution groups. 3. Press 4 to delete a group. 4. Enter the number of the group to be deleted. 5. Press # to confirm this is the correct group or * to reject the group. If you entered the wrong group number and pressed *, you will be prompted for the number of the group to delete. Enter a different group number or press * again to return to the distribution group menu. 6.
Chapter 5 Voice Mail Features (Option A Menu) You can access the voice mail system on your phone by dialing *09 or by pressing the Voice Mail button. System settings determine the number (and length) of voice mail messages that are stored in your voice mailbox. If supported by your system, callers can press “0” while they are “in” your mailbox to transfer to your main number or operator.
Table 9: Voice Mail Menu Keys Access Code Function 8 Hear or change custom operator number (Not supported for stand-alone mailboxes) [for options see “Voice Mail Custom Operator (Zero Out) List” on page 67) * (star) Exit the voice mail system Play Control Keys • When pressed while sender, date, and time information * (star) (message header) is playing, returns to Alternate Voice Mail Top Menu • When pressed while message is playing, returns to message header.
Table 10: Voicemail Message Handling Controls Feature Before Mail Message After Mail Message During Mail Message Fast Forward NA NA Fast Forward to end NA NA Next # # Pause/Unpause Play NA NA Main Menu * * NA Return to message header NA NA * Message Handling Menu NA NA # NA Table 11: Voice Mail Message Controls Feature Before Mail Message After Mail Message During Mail Message Return to Envelope NA NA * (star) Return to Previous Menu * (star) * (star) NA Skip Envelop
Table 12: Voice Mail Personal Greeting List Access Code Function 2 Do Not Disturb greeting 3 Busy greeting 4 Name greeting 5 Replace personal greetings with default greetings * (star) Return to main voice mail menu Table 13: Voice Mail Distribution List Access Code Function 1 Hear a list of all distribution groups 2 Edit a distribution group 1 - list of members 2 - add a member 3 - delete a member 4 - hear the group name 5 - change the name * - return to the previous menu 3 Create a distr
Table 15: Voice Mail Message Options List Access Code Function 1 Marks message as Urgent 2 Marks message as Private 3 Requests Return Receipt - you are notified recipient as accessed the message 9 Clears all options * (star) Return to main voice mail menu NOTE: Occassionally a return receipt may be returned without the recipient hearing the message if your message is the first new message and the recipient hangs up or skips to the next message before listening to the message.
4. If you have new voice mail, the messages are identified and played. Otherwise, you will be prompted with choices to play your inbox messages, play your saved messages, change your password, playback your greetings, record new greetings, or exit the voice mail system. 5. Press the corresponding digit on your phone to select the desired voice mail function. …from any other internal phone 1. Dial 555 (or the code provided by your system administrator).
4. Enter your numeric password, followed by the # key. NOTE: If you have new, or previously heard but not saved or deleted, voice mail, the message is identified and played. Otherwise, you are prompted with choices to play your saved messages, change your password, playback your greetings, record new greetings, or exit the voice mail system.To select the desired option, press the corresponding digit on your phone.
5. Select “open the file” on the dialog box that appears to play the message NOTE: The voice mail message plays concurrently with any audio (such as music CDs or streaming music) coming from your speakers. Stop or mute other features before playing the voice mail message to increase the clarity of the message. DO NOT mute the other applications by clicking on the speaker in the Windows System Tray since this will mute the speakers for all sources, including the voice mail you are trying to play.
Composing Messages before Sending The compose feature of the voice mail system allows you to record a message and review or change it before sending it to any number of users or distribution groups. You first enter the extensions and distribution group numbers of the recipients and then record and send your message. Compose and Send a Message 1. Access the voice mail system. 2. Press 2 to select compose a message. 3.
Marking a Message as Urgent To mark a message as urgent, which places it in the recipient(s) voice mailbox before any regular messages, follow these steps: 1. Record a message. 2. Press #. 3. Press 1 to mark as urgent and send. NOTE: If your system administrator has turned on message notification, messages marked as urgent will automatically notify of the recipient that they have an urgent voice message. Changing Your Password The system default for your voice mail password is your extension number.
Zeroing Out to a Custom Operator When callers reach your voice mail, you can give them the option to leave a message or dial zero (0) and reach your custom operator (which may be the auto attendant or another phone number). By default, the system will route callers to the auto attendant when they press zero. You can change the destination from the voice mail main menu.
Replaying a Message To replay a voice mail message, press 4. Saving a Message To save a voice mail message, press 9. NOTE: When you save a voice mail message, the message is moved to the saved messages, and is unavailable until you exit and re-enter voice mail. Skipping to the Next Message To skip to the next voice mail message: • • • Press ### while.listening to the message header Press ## while.listening to the message. Press # while.listening to the message handling options.
b. Press # to accept the message. 4. Choose one of the following options to finish forwarding: • • • • • Press 1 to forward the message. Press 2 to change the introductory message. Press 3 to review the introductory message. Press 9 to mark urgent and forward. Press * to cancel the forward. NOTE: Press * at anytime to cancel the forward. If you press *, you must reenter the extension(s) and any desired introduction. Replying to a Message To reply to a message you receive: 1.
1. Dial 577 (or the code provided by your system administrator) on the keypad. You hear a voice prompt to enter the extension number of the person you want to send a message to. 2. Dial the extension number. You hear a greeting and voice prompt to enter a message. 3. Record your message and hang up. NOTE: You can press * on your phone at any time during the greeting to skip to the end of it.
Listening to Your Greetings You may want to check your personalized greetings to make sure they are still appropriate. 1. Access the voice mail system. 2. Press 4 from the main voice mail menu and choose the greeting you want to play by pressing the corresponding digit key. • • • • • Press 1 to play the No Answer greeting. Press 2 to play the Do Not Disturb greeting. Press 3 to play the Busy greeting. Press 4 to play your name. Press * to return to the main menu.
enter digits at the prompt, the system acts like you never answered the call and continues trying to reach you as stated above. If you have caller id, your “office” phone number/name is displayed as the caller. E-Mail -The message you receive, reads as follows: Subject: Voice Mail from calling party Body: the text entered by the system administrator (i.e. Please call me! I need to talk to you.
5. Press # to confirm or * to cancel. 6. Enter the extension number of one of the members of the group. 7. Press # key. 8. Repeat steps the previous two steps until all members are added. 9. Press the # key again. TIP: A group can be created without any members in it. Members can be added later by using the edit menu to add members. To create a group with no members, follow the previous steps with one exception. When prompted to enter members, just press the # key.
Add a Member to the Group If you pressed 2 to add a distribution group member, do the following: 1. After the prompt, enter the extension number of the member you wish to add. 2. Press the # sign. • 3. The extension number you entered is played back to you for confirmation. Press the # key to add the user or * key to cancel. • If you press # and the member does not exist, you will hear “The member has been successfully added to this group.
3. Press the # sign. NOTE: To delete group (corporate or company) distribution lists, you must be in the mailbox for your company's main number. Deleting a Group 1. Access the voice mail system. 2. Press 6 for distribution groups. 3. Press 4 to delete a group. 4. Enter the number of the group to be deleted. 5. Press # to confirm this is the correct group or * to reject the group. If you entered the wrong group number and pressed *, you will be prompted for the number of the group to delete.
82 Voice Mail Features (Option A Menu) Sipura SPA-841 Telephone User Guide 620-05600270
Chapter 6 Voice Mail Features (Option B Menu) You can access the voice mail system on your phone by dialing *09 or by pressing the Voice Mail button. System settings determine the number (and length) of voice mail messages that are stored in your voice mailbox. If supported by your system, callers can press “0” while they are “in” your mailbox to transfer to your main number or operator.
Table 18: Voicemail Message Controls Feature Before Mail Message After Mail Message During Mail Message Rewind NA NA 2 Rewind to beginning NA NA 22 Delete 3 3 3 Fast Forward NA NA 4 Fast Forward to end NA NA 44, # Next 5 5 5 Save 7 7 7 Pause/Unpause Play NA NA * Replay 8 8 NA Forward 13 13 13 Call Back Originator 14 14 14 Reply 17 17 17 Main Menu * * NA Table 19: Voice Mail Personal Greeting List Access Code Record Play 1 No Answer greeting No Ans
Table 20: Voice Mail Distribution List Access Code Function 2 Edit a distribution group 1 - list of members 2 - add a member 3 - delete a member 4 - hear the group name 5 - change the name * - return to the previous menu 3 Create a distribution group 4 Delete a distribution group * (star) Return to main voice mail menu Table 21: Voice Mail Compose List Access Code Function 1 Send message 2 Change message (re-record) 3 Review message (listen to recorded message) # Set message options (for
Table 23: Voice Mail Custom Operator (Zero Out) List Access Code Function 1 Change number of custom operator (zero out target) 2 Restore default number of custom operator (zero out target) * (star) Return to main voice mail menu Table 24: Voice Mail Malbox Options List Access Code Function 2 Change Password 5 Custom Operator Assistant 6 Personal Distribution Groups 8 Record Name # Main Menu Accessing Your Voice Mail You can access your voice mailbox from several different sources: • • •
…from any other internal phone 1. Dial 555 (or the code provided by your system administrator). You hear a welcome greeting and are prompted to enter your extension number. 2. Enter your extension number. You are prompted to enter your password. 3. Enter your numeric password, followed by the # key. NOTE: If you have new, or previously heard but not saved or deleted, voice mail, the message is identified and played.
2. Wait for your phone to forward to your voice mail mailbox. 3. Press the * key. 4. You will be prompted to enter your password. 5. Enter your numeric password, followed by the # key. NOTE: If you have new, or previously heard but not saved or deleted, voice mail, the message is identified and played. Otherwise, you are prompted with choices to play your saved messages, change your password, playback your greetings, record new greetings, or exit the voice mail system.
Rewind/Fast Forward While listening to a message follow these steps: • • • Press 2 to skip back in 5 second increments. Press 4 to skip forward in 5 second increments. Repeat the process to further rewind or fast forward. Rewind to the Beginning of a Message If you want to return to the beginning of the message: • Press 22. Fast Forward to the End of a Message If you want to forward to the end of a message: • Press 44.
• • 7. 8. Press 3 to review (your message is played back to you) Press # to set message options Press a number to act on your message. • • If you pressed 1, your message is sent and voice mail disconnects. • If you pressed 3, your message is played back to you and you are then prompted to perform an action from the previous list. • If you pressed #, go to step 8. If you pressed 2, your are returned to the prompt to record your message. Record again and follow the prompts.
5. Enter your new password again. A prompt will tell you if you have successfully changed your password. NOTE: If you have messages in your voice mail box, but you want to skip them and change your password, press * to get the main menu, then follow the above steps. Otherwise listen to your messages and then follow the above steps. Skipping the Mail Menu to Hear Messages To immediately begin listening to voice mail, press 5 during the voice mail menu announcement.
• • Press 2 to restore the default custom operator, see step 7. Press * to return to the voice mail main menu, see step 8. 6. If you pressed 1, enter your custom operator number, press # and listen to the confirmation announcement. 7. If you pressed 2, listen to the announcement that your default custom operator has been restored. 8. If you pressed *, listen to the voice mail main menu. NOTE: Entered numbers must match a valid dial plan (i.e.
Forwarding a Message to Another Mailbox To forward a voice mail message to another mailbox, follow these steps: 1. Press 13. NOTE: You hear a prompt to enter the number of the person(s) to whom you want to forward the message. 2. Enter the phone number and then either: • • 3. press # to enter another number or, press ## if this is the only (or last) person to receive the forwarded message. You get a prompt to leave an introduction to the forwarded message: a. Record your introductory message.
• • Press 9 to mark urgent and reply. Press * to cancel the reply and re-record. You hear the message options again. Dialing Back a Caller To dial a caller who left a message (if Caller ID information is available): Press 14. Sending a Message Directly to an Extension You can send a voice mail message directly to an extension without dialing their extension and having to wait for the call to roll to the voice mail system. To go directly to someone’s voice mailbox: 1.
Recording Personalized Mailbox Greetings To record a personalized greeting: 1. Access the voice mail system. 2. Press 4 from the main voice mail menu and choose the greeting you want to record by pressing the corresponding digit key. • • • • • • Press 1 to record the No Answer greeting. Press 2 to record the Do Not Disturb greeting. Press 3 to record the Busy greeting. Press 4 to replace your personal greetings with the default greetings. Press 5 to play your personal greetings.
• • • • Basic numeric pages accept only keypad phone digits (1-0, * and #). Cell phones support voice streaming. Some cell phone models can receive text-only e-mails. E-mail pagers can accept text-only e-mail messages. You may choose to be alerted: • • Each time you receive any voice message. Only when you receive a message marked as urgent.
customer partition is named “Everyone”, includes all mailboxes within a company and is available to all users. The “Everyone” group is updated whenever a mailbox assigned to the customer partition is added or deleted. The following options are available when you access the distribution groups menu item: • • • • • List all distribution groups Create a group Edit a group Delete a group Return to the main menu Creating a New Group 1. Access the voice mail system. 2. Press 16 for Mailbox Options. 3.
4. Press 2 to edit a group. 5. Enter the number of the group to be edited. 6. Press a number to select an option from the edit menu: • • • • • • List all members - press 1 Add a member - press 2 Delete a member - press 3 Play the group name - press 4 Change the name - press 5 Go back to the previous menu - press *. NOTE: If the group does not exist, the user will hear “The group number xx does not exist, Please try again.
1. After the prompt, enter the extension number of the member you wish to delete. 2. Press the # sign. • 3. The extension number you entered is played back to you for confirmation. Press the # key to delete the user or * key to cancel. • If you press # and the member exists, you will hear “The member has been successfully deleted from this group.” • If you press # and the member does not exist, you will hear “The member does not exist in this group, please try again.
7. Press # to finish the delete or press * to cancel the delete process and return to the distribution group menu. NOTE: To delete group (corporate or company) distribution lists, you must be in the mailbox for your company's main number. Listening to a List of Distribution Groups: 1. Access the voice mail system. 2. Press 16 for Mailbox Options. 3. Press 6 for distribution groups. 4. Press 1 to list all your groups. 5.
Chapter 7 Set Up Outlook for TAPI This chapter explains how you can set up and use Microsoft Outlook to use TAPI to dial phone numbers using your telephone. Information includes the following: • • • • Using TAPI to call from Outlook Installing the TAPI 2.
4. Click Call Contact on the menu (circled in the previous screen) to open the New Call dialog box. 5. Click Start Call to dial the telephone number displayed in the Number field. NOTE: You cannot call four-digit extensions from Outlook. A complete 7- or 10-digit phone number must be used. TIP: Always check to be sure you have the correct number selected before starting a call.
7. If the person you called answers, carry-on the conversation in the usual manner. NOTE: Do NOT click the Close button or icon in the New Call dialog box while carrying on a conversation on the speakerphone (if available on your phone). Closing the New Call dialog box while using the speakerphone will end the call immediately. Minimize the New Call dialog box or, if you need to close the dialog box, pick up the handset.
104 6. Choose where to save the TAPI.EXE file and click Save. This example saves it to the desktop so that it is easy to find. 7. Find the TAPI.EXE file (shown here on the PC desktop) and double-click it to run the install program.
8. Depending on the PC’s operating system and security settings, a security warning window may be displayed as part of the install. Click Run to install or Cancel to not install TAPI. 9. Click Next in the Welcome dialog box to install the TAPI program.
10. Click Next to start the installation. 11. The Installing dialog box shows the progress of the installation. NOTE: A dialog box may appear while the Installation dialog is still running. Do NOT click Cancel or the close icon when the dialog box appears. You will be returning to this dialog box after completing two steps.
12. When the dialog box appears while the Installing dialog box continues to run, do the following: a. Enter the IP addresses provided by your system administrator in the Server IP Address 1 and 2 fields. b. Click Add to add your telephone number (the one that will be used with the TAPI-enabled program [such as Outlook]). 13. Enter your telephone number and password and click OK.
14. Click OK in the dialog box. 15. Click Finish in the Installation Complete dialog box to complete the TAPI program installation. NOTE: Before you can dial from the TAPI-enabled program, you must configure Windows for TAPI and configure Outlook (or other dialing program) to use the telephone line.
4. In the Edit Location dialog box, click the General tab (if not selected) and do the following: a. Enter a Location name, if desired (boxed). b. Make sure the Country/Region and Area Code information match your location and area code (see arrows). c. Set the outside access digits in the Dialing Rules section to the digit that must be dialed to make an outside call (circled).
5. 110 Click Apply.
6. Click the Area Code Rules tab and do one of the following: • • Click New to add an area code to the list. Highlight an existing entry and click Edit to make changes. NOTE: If you have never configured Phone and Modem Options for your Windows computer, the Area Code Rules field will be empty. If you have setup Phone and Modem Options before for any device or application, the previously entered information will be displayed. 7.
EXAMPLE: Residents in the Dallas area have three area codes (shown in the Edit Locations), must dial the entire 10-digit number for all calls and do not need to dial 1 before making calls to any of those three area codes. As a result, the information in the Edit Area Code Rule box for 214 is set as follows: • • • 8. “Include all the prefixes within this area code” is selected. “Dial 1” is unchecked. “Include the area code” is checked.
11. If you completed the T6000 setup as part of the TAPI install from Web Portal you should see the Tekelec T6000 Telephony Service Provider (circled) and can skip to “Application Configuration” on page 151 12. If you did not complete the T6000 setup as part of the TAPI install from Web Portal, click Add to open the Add Provider dialog box. 13. Select Tekelec T6000 Telephony Service Provider and click Add.
14. When the Tekelec dialog box appears, do the following: a. Enter the IP addresses provided by your system administrator in the Server IP Address 1 and 2 fields. b. Click Add to add your telephone number (the one that will be used with the TAPI-enabled program [such as Outlook]). 15. Enter your telephone number and password and click OK. 16. Click OK to return to the Phone and Modem Options dialog box. 17. Click Close in the Phone and Modem Options dialog box.
Windows is now configured to allow users to make calls from their contacts, but the TAPI-enabled program must be configured to use the line for dialing. For information on configuring the program to use the telephone line for dialing, go to “Application Configuration” on page 151. Configuring Outlook to Use TAPI To configure Outlook or another TAPI-enabled program to dial using the system, use the following steps: 1. If not already running, start Outlook (or the TAPI-enabled application). 2.
116 4. Click Call Contact on the menu (circled in the previous screen) to open the New Call dialog box. 5. Click Dialing Options to open the Dialing Options dialog box. 6. Click on the drop-down menu in the Connect using line field and scroll down any entries until you find your telephone number (circled). 7. Select your telephone number and click OK to return to the New Call dialog box.
8. You may call this contact or close the New Call dialog box. Outlook (or your TAPI-enabled application) is now configured to place calls using your telephone number.
118 Set Up Outlook for TAPI Sipura SPA-841 Telephone User Guide 620-05600270
Index •••••• A Abbreviated Dial 13 Abbreviated Dial Code Create 13 Delete 14 Modify 14 Use 14 Verify 15 Accessing Voice Mail From any other internal phone Default Menu 49 Option A Menu 68 Option B Menu 87 From any Outside Touchtone Phone Dialing Main Number (Default Menu) 49 Dialing Main Number (Option A Menu) 68 Dialing Main Number (Option B Menu) 87 Dialing Your Telephone (Default Menu) 50 Dialing Your Telephone (Option A Menu) 69 Dialing Your Telephone (Option B Menu) 87 From any outside touchtone phon
Set Forward 19 Call Forward (Busy) 20 Disable 21 Enable 20 Call Forward (No Answer) 21 Disable 23 Enable 22 Call Forward (Out of Service) 23 Disable 24 Enable 23 Call Forward, Selective 37 Add Forwarded Numbers 39 Delete Forwarded Numbers 40 Enable 38 Enter Forward Number 38 Identify Forwarding Destination Number 39 List Forwarded Numbers 39 Call Return 24 Call Trace 25 Call Waiting 25 Answering the Second Call 25 Suspending 26 Switch Between Calls 26 Caller ID Block 26 Calling External 6 Internal 6 Change
Listing Groups Default Menu 62 Option A Menu 81 Option B Menu 100 Modifying Default Menu 60 Option A Menu 79 Option B Menu 97 Play Name Default Menu 61 Option A Menu 80 Option B Menu 99 E Editing Voice Mail Distribution Group Add Members Default Menu 60 Option A Menu 80 Option B Menu 98 Change Name Default Menu 61 Option A Menu 80 Option B Menu 99 Default Menu 60 Delete Members Default Menu 61 Option A Menu 80 Option B Menu 98 List Members Default Menu 60 Option A Menu 79 Option B Menu 98 Option A Menu 79
M Managing Distribution Groups Available Options Default Menu 59 Option A Menu 78 Option B Menu 96 Default Menu 59 Option A Menu 78 Option B Menu 96 Menus and Commands Default Menu 45 Option A Menu 63 Option B Menu 83 Message Controls for Voice Mail Default Menu 51 Fast Forward to the End of a Message Default Menu 51 Option A Menu 70 Option B Menu 89 Option A Menu 70 Option B Menu 88 Pause Play of a Message Default Menu 51 Option A Menu 70 Option B Menu 89 Rewind to the Beginning of a Message Default Menu 5
Option A Menu 80 Option B Menu 99 Priority Call 29 Add Members 30 Delete Members 31 Disable 30 Enable 30 List Members 30 Priority Ring 28 Privacy Guard 32 Access Codes 32 Answering Call 34 Caller Actions 33 Entering Access Codes 33 Recording Name 33 Disabling 34 Enabling 34 Managing Access 35 Managing Access Codes Changing the Code 35 Listening to Codes 35 Selective Call List 35 Adding Numbers 35 Deleting Numbers 36 Listening to Numbers 36 R Receiving Pager Notification 58, 77, 95 Recording Personalized Vo
Call Forward (Out of Service) 23 Call Return 24 Call Trace 25 Caller ID Block 26 Delete Priority Call Members 31 Enable/Disable Priority Call 30 List Priority Call Members 30 Permanent Caller ID Block Release 29 Privacy Guard 32 Access Codes 32 Answering Call 34 Caller Actions 33 Entering Access Codes 33 Recording Name 33 Disabling 34 Enabling 34 Managing Access 35 Managing Access Codes Changing the Code 35 Listening to Codes 35 Selective Call List 35 Adding Numbers 35 Deleting Numbers 36 Listening to Numbe
Enable 38 Enter Forward Number 38 Identify Forwarding Destination Number 39 List Forwarded Numbers 39 Speed Dial 41 Deleting a Number 42 Identify Assigned Number 41 Program Speed Dial Number 41 Use 41 Speed Dial Buttons Modify 41 Star Codes 42 Transfer 43 Telephone Features Table 2 Telephones Answering Second Call 5 Call Answering 5 Ending Call 6 Hanging Up 6 Making External Calls 6 Making Internal Calls 6 Moving Your Telephone 3 Settings Selecting a Ringer Sound 8 Transfer 43 Troubleshooting Speakerphone 1
Option A Menu 74 Option B Menu 93 Introduction Default Menu 45 Option A Menu 63 Option B Menu 83 Listening to Your Greetings Default Menu 57 Option A Menu 77 Option B Menu 95 Managing Distribution Groups Available Options (Default Menu) 59 Available Options (Option A Menu) 78 Available Options (Option B Menu) 96 Default Menu 59 Option A Menu 78 Option B Menu 96 Menus and Commands Default Menu 45 Option A Menu 63 Option B Menu 83 Modifying Voice Mail Distribution Group Default Menu 60 Option A Menu 79 Option
