Model 8664/8665/8668 User Guide
Notice This Inter-Tel® user guide is released by Inter-Tel, Inc. as a guide for end-users. It provides information necessary to use the Model 8664/8665/8668 endpoints. The contents of this user guide, which reflect current Inter-Tel standards, are subject to revision or change without notice. Some features or applications mentioned may require a future release and are not available in the initial release. Future product features and applications are subject to availability and cost.
PRODUCT DISPOSAL INSTRUCTIONS This symbol indicates that the product is classified as electrical or electronic equipment and should not be disposed of with other commercial or household waste at the end of its working life. For appropriate disposal and recycling instructions, contact your local recycling authority or Inter-Tel provider.
Regulatory Information IMPORTANT INFORMATION The following information is provided by SpectraLink®, the manufacturer of the Model 8664, 8665, and 8668 wireless IP endpoints. Detailed information about how to use the Model 8664, 8665, and 8668 wireless IP endpoints are described throughout the guide • It is recommended that standard acceptance procedures be followed prior to operating this equipment in proximity of life-support systems.
NOTE CONCERNING THE WIRELESS TELEPHONES This device complies with part 15 of the FCC Rules. Operation is subject to the following two conditions: (1) This device may not cause harmful interference, and (2) this device must accept any interference received, including interference that may cause undesired operation. RADIO FREQUENCY (RF) INFORMATION This equipment has been tested and found to comply with the limits for a Class B digital device, pursuant to Part 15 of the FCC Rules.
OPERATIONAL WARNINGS For Vehicles Equipped with an Air Bag: Do not place a portable radio product in the area over the air bag or in the air bag deployment area. An air bag inflates with great force. If a portable radio is placed in the air bag deployment area and the air bag inflates, the radio product may be propelled with great force and cause serious injury to occupants of the vehicle.
ELECTRO MAGNETIC INTERFERENCE/ COMPATIBILITY NOTE: Nearly every electronic device is susceptible to electromagnetic interference (EMI) if inadequately shielded, designed or otherwise configured for electromagnetic compatibility. Facilities To avoid electromagnetic interference and/or compatibility conflicts, turn off your radio product in any facility where posted notices instruct you to do so. Hospitals or health care facilities may be using equipment that is sensitive to external RF energy.
INTERNATIONAL CERTIFICATIONS Country Mark and/or number Australia Canada 2128-K1374 European Union Norway Switzerland Switzerland Hong Kong Japan Mexico New Zealand Singapore Z233 IDA vii
Country Mark and/or number Taiwan United States IEC 60950 United States Part 15, part 68 viii
SPECIFIC ABSORBTION RATE (SAR) INFORMATION Your wireless handheld portable telephone is a low power radio transmitter and receiver. When it is ON, it receives and also sends out radio frequency (RF) signals. In August 1996, the Federal Communications Commissions (FCC) adopted RF exposure guidelines with safety levels for hand-held wireless phones. Those guidelines are consistent with the safety standards previously set by both U.S. and international standards bodies: • • ANSI C95.
The measured SAR of the RNP2400 Wireless Telephone is 0.166W/kG @ 2462 MHz (head) 0.0162W/kG @ 2412 MHz (body). Phone Operation Normal Position: Hold the phone as you would any other telephone, with the earpiece to your ear and speak into the microphone. The internal antenna is then positioned properly.
CONTENTS PAGE FINDING YOUR WAY . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1 Welcome. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2 FINDING YOUR WAY Table of Contents About This Guide . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2 About Operating Modes . . . . . . . . . . . . . . . . . . . . . .
CONTENTS PAGE MOVING ON . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 55 Introduction . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 56 Setting Endpoint Preferences . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 56 Setting Mailbox Preferences . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
FINDING YOUR WAY Finding Your Way SECTION CONTENTS PAGE Welcome . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2 About This Guide . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2 About Your Endpoint . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3 General Care . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3 Model 8664. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
FINDING YOUR WAY WELCOME Your new Model 8664/8665/8668 endpoint provides access to several features, each of which is described in this guide. The About This Guide section below lists the different sections in this user guide and describes the type of information you can find there. Because the Models 8664, 8665, and 8668 function almost identically, the information in this user guide applies to all endpoints unless otherwise indicated.
Your Model 8664/8665/8668 endpoint is equipped with several features that allow you to perform various functions. These features include: • Liquid Crystal Display (LCD): Shows call, system, and feature information. • Dialpad Buttons: Allow you to enter numbers, letters, and special characters. • Feature Buttons: Allow you to power the endpoint on and off, switch modes, select a line, and access endpoint features.
FINDING YOUR WAY Model 8664 The illustration below displays the external components of the Model 8664 endpoint.
The illustration below displays the external components of the Model 8665 endpoint.
FINDING YOUR WAY Model 8668 The illustration below displays the external components of the Model 8668 endpoint.
To indicate various states, your endpoint uses icons and sounds. The table below lists the endpoint’s status indicators and explains what each indicator means. INDICATOR STATUS No Service If the endpoint cannot receive or place calls, an alarm sounds and a message is displayed. The in-service tone indicates when service has been re-established. If your receive the No Service message, you may be outside of the covered area. Return to the coverage area.
FINDING YOUR WAY Feature Buttons The feature buttons on your endpoint provide access to endpoint features and options. The table below lists the various feature buttons on the endpoint and provides a brief description of what you can do with them. BUTTON MENU IF YOU... YOU CAN... Press Power on the endpoint and make a call. Press Power off the endpoint, end a call, and place the endpoint in idle mode. Press MENU FCN Press FCN LINE Press LINE View options and access features using the menu.
In addition to the various feature buttons, your endpoint contains a display that shows information about status, modes, call information, and available features. When the endpoint is in the active mode, pressing MENU , FCN , or will bring up options on the display. To access an option, press the number on your dialpad that corresponds to the number on the display. While the four-line menu display is showing, all button presses relate to the menu options only.
FINDING YOUR WAY Function Button and Softkeys Your endpoint has a FCN (Function) button that provides access to frequently used features. To access the function features, the endpoint must be in active mode (see page 12). Pressing FCN repeatedly scrolls through the softkey displays, and allows you to view the sixteen available function features. To access a feature displayed on the function menu, press the feature’s associated dialpad number or softkey.
The Line button ( ) provides access to four CALL lines (1-4) and one IC line (5). While the line display is showing, all button presses relate to the line options only. After you select a line, the line number flashes at the top of the display. LINE Headset Jack The Model 8664, 8665, and 8668 endpoints have a headset jack located next to the charging pins on the bottom of the endpoint. To use a headset, plug the headset connector into the headset jack.
FINDING YOUR WAY ABOUT OPERATING MODES The default mode for the Model 8664, 8665, and 8668 endpoints is the idle mode, which is also the power-saving mode. If the display shows just the extension number, the endpoint is in idle mode. While the endpoint is in idle mode, the various endpoint features, functions, and menus are not available. To place the endpoint in idle mode from the two-line display, press (two presses are required from the four-line display).
The Model 8664, 8665, and 8668 endpoints require a charged battery pack to operate. The Nickel Metal Hydride (NiMH) rechargeable battery pack will need to be charged periodically. A charged battery pack provides four hours of talk time or 80 hours of idle time. To save battery power, it is recommended that you place the endpoint in idle mode at the end of every call (see page 12). The battery icon indicates the amount of charge remaining in the battery pack.
FINDING YOUR WAY You can charge the endpoint’s battery pack using a desktop charger (Models 8664 and 8665), a dual charger (Models 8664, 8665, and 8668) or a quad charger (Models 8665 and 8668). The chargers require approximately one and one half to two hours to charge the battery pack completely. NOTE: Take care not to short the battery contacts on the battery pack with metal objects such as coins, keys or paper clips. Shorting the contacts can cause permanent damage.
FINDING YOUR WAY Desktop Charger 8664 Desktop Charger 8665 Desktop Charger Overview The desktop charger is a one-slot charger that comes in two models. Model 8664 is designed to charge the 8664 endpoint or the 8668 endpoint. Model 8665 is designed to charge the 8665 endpoint. The models are not interchangeable. The desktop charger will only charge the battery pack if the endpoint is in idle mode or if it is powered off.
FINDING YOUR WAY To use the desktop charger to charge the battery pack: 1. EITHER, Press (once or twice depending on the current display) to place the endpoint in idle mode. OR, Press and hold to power off the endpoint. 2. Place the endpoint into the desktop charger slot facing forward. If the endpoint is placed correctly, the red indicator light will come on.
You must end any call in progress by pressing the key before placing it into the dual charger. Do not remove the battery pack. The endpoint may be off or in idle mode during charging. Place the endpoint face forward into the dual charger front slot. Place a spare battery pack in the rear slot, charging contacts down. The front slot takes charging precedence; the battery pack in the rear slot will begin charging when the endpoint in the front slot is fully charged or when the front slot is empty.
FINDING YOUR WAY Quad Charger Quad Charger for Model 8668 (shown with four empty charging bays) Quad Charger for Model 8665 (shown with two empty charging bays) Overview The quad charger is designed to simultaneously charge four Nickel Metal Hydride (NiMH) battery packs. It comes in two models. Model 8665 is designed to charge the BPX100 battery pack for the 8665 endpoint. Model 8668 is designed to charge the BPN100 battery pack for the 8668 endpoint.
• Chargers operate in a 50° to 85° F (10° to 30° C) environment. Do not expose them to freezing temperatures or direct sunlight. • Do not place anything in the charger other than the endpoint. You might damage the contacts. Bent contacts can keep the endpoint from charging. • It is normal for the battery pack to become warm when charging. • Only use Inter-Tel battery packs with Inter-Tel chargers. • Never use non-Inter-Tel charging units as they could damage the battery pack.
FINDING YOUR WAY ABOUT VOICE MAIL Voice mail is an application that is part of the Inter-Tel voice processing system. Using voice mail, you and other callers can send and receive recorded messages from any supported endpoint on the system. To use voice mail features, each user (or subscriber) is assigned a mailbox, which usually corresponds to the extension number assigned to your endpoint. You can, however, have an unassociated mailbox that does not correspond to an extension.
• • • • • • • • • • • • • • • Initializing your mailbox (see page 27) Recording your personal greetings (see page 28) Recording your voice mail directory name (see page 29) Accessing your mailbox (see page 44) Disabling and enabling ASR (see page 45) Accessing voice mail messages (see page 46) Recording and sending voice mail messages (see page 49) Canceling unheard voice mail messages (see page 51) Changing your mailbox password (see page 60) Changing the call screening transfer method (see page 62) Progr
FINDING YOUR WAY Enterprise Messaging Enterprise Messaging (EM) is the Inter-Tel messaging system that uses industry-standard protocols for communication and messaging. EM unifies communication and messaging by providing access to voice mail, fax, and e-mail messages in your mailbox.
Automatic Speech Recognition (ASR) is a feature available for systems using EM. Because ASR is a very flexible feature, it can be enabled or disabled on several different levels. When ASR is enabled for your mailbox, you can issue spoken commands to navigate the voice mail menus. ASR also allows subscribers and non-subscribers to navigate automated attendant menus, call routing applications, and search the directories using voice commands.
FINDING YOUR WAY WHAT YOU SEE AND HEAR As you can see, your Model 8664/8665/8668 and telephone system come equipped with many features.
Getting Started SECTION CONTENTS PAGE Inter-Tel® Model 8664/8665/8668 User Guide 26 26 26 27 27 28 29 30 30 32 33 33 34 35 36 36 36 36 37 38 38 39 39 40 41 41 41 41 42 42 43 44 45 46 46 48 49 51 52 54 GETTING STARTED Introduction . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Turning Your Endpoint On and Off . . . . . . . . . . . . . . . . . . . . . . Locking and Unlocking the Keypad on Your Endpoint . . . . . . Setting Up Voice Mail. . . . . . . . . . . . . . . . . .
INTRODUCTION Now that you know what your Model 8664/8665/8668 endpoint can do, it’s time to start using it. In this section, you’ll learn how to make and receive calls, transfer calls, retrieve voice mail messages, and much more. TURNING YOUR ENDPOINT ON AND OFF GETTING STARTED The and buttons are used to power on and power off the endpoint as well as begin and end calls. To turn the Model 8664/8665/8668 endpoint on: Press and hold (the Power On button) for about one second. Two chirps will sound.
SETTING UP VOICE MAIL To begin using your mailbox you will need to complete a few basic set-up procedures to initialize your mailbox, customize your personal greetings, and record your voice mail directory name. NOTE: If your telephone system uses Enterprise Messaging (EM), your mailbox may have the Automatic Speech Recognition (ASR) feature enabled. When ASR is enabled for your mailbox, you have the option of issuing a spoken command or pressing a dialpad button. See page 23 for ASR guidelines.
to accept the entry or say “Erase” or press 3 to # erase and re-enter your password. The system prompts you to record your directory name. 7. After the tone, record your first and last name. 8. When prompted, do one of the following: • Say “Accept” or press # again to accept the name. • Say “Replay” or press 1 to replay the name you just recorded. • Say “Append” or press 2 to add to your name. • Say “Re-record” or press 3 to erase and re-record your name. GETTING STARTED 6.
Recording Your Voice Mail Directory Name Your recorded name is used to identify you in the voice mail directory and to verify your mailbox number when messages are addressed to you. Although you record your name when you first initialize your mailbox, you can change it at any time. To record your directory name: 1. Access your mailbox as described on page 44. 2. Say “Personal” or press 4 to select the Personal Options Menu. 3. Say “Name” or press 2 . Your recorded name is played. 4.
MAKING AND RECEIVING CALLS Making and receiving calls is the basic purpose of any endpoint. With your endpoint, you can make/receive intercom and outside calls as well as make emergency calls. CAUTION GETTING STARTED Consult your system administrator and your local Inter-Tel servicing company for important information about dialing emergency services from your Model 8664/ 8665/8668 before you begin using it.
The telephone system allows certain devices to be placed in handsfree mode, which means that the user does not have to lift the endpoint or press a button to answer a call. Although the Model 8664/8665/8668 endpoints do not support handsfree mode, they do support the two features that will override handsfree mode on another extension. To place a call that will override handsfree mode: 1. Press . 2. Press # . 3. Dial the extension number. To enable/disable the Ring Intercom Always feature: 1. Press . 7 7 2.
Receiving Intercom Calls When you receive an incoming intercom call, you can either answer the call or redirect it. To answer an intercom call: Press . GETTING STARTED Instead of answering a ringing call, you can press MENU and redirect it with one of the following options: • SEND TO V-MAIL: Sends the call directly to your voice mailbox. You will not see this option if you do not have a mailbox. • IC CALL TO DND: Places your endpoint in DND mode and blocks the call.
Receiving Outside Calls To receive an outside call: Press . • SEND TO DEST: Redirects the call to the intercom or outside number that you entered. (See page 39 for more information about the Redirect Call feature.) Emergency Calls With the telephone system, you do not have to access an outside line to dial an emergency number. To make an emergency call: 1. Press . 1 1 2. Dial 9 . A call is automatically placed to the preset emergency number.
PLACING CALLS ON HOLD GETTING STARTED You can place calls on hold in one of two ways: individual or system. • Individual Hold places the call on hold at one endpoint. It can then be directly picked up at that endpoint or it can be picked up at another endpoint using the Call Pickup (Reverse Transfer) feature (see page 37). • System Hold places the call on hold in the system.
PLACING CONFERENCE CALLS With the Conference feature, you can establish a conference call with up to three intercom and/or outside parties (four, including you). • To drop out of the conference: Press MENU and then press the number that corresponds to the DISCONNECT option. This removes your endpoint from the conference, but leaves the other parties connected. • To add parties to the conference: a. Press the Conf softkey to place the conference on hold. b. Place another intercom or outside call. c.
TRANSFERRING CALLS Although transferring calls is considered a basic function of an endpoint, your Model 8664/8665/8668 endpoint has many advanced options for this feature. With your endpoint, you can transfer a call to another extension, voice mail, or even an outside line. To Another Extension MENU and then press the number that corresponds to the TRANSFER option. 2. Dial the desired extension number or press MENU for the following options: • OUTSIDE PHONE: Transfers the call to an outside number.
USING REVERSE TRANSFER The Reverse Transfer (Call Pick Up) feature allows you to answer a call that is ringing or holding at another endpoint. For example, if the attendant transfers a call to you but you have stepped away from your endpoint, you can pick up your call at another endpoint. NOTE: If the Group Call Pickup feature is enabled, you can pick up a call ringing at any station in a hunt group by dialing the hunt group’s extension number.
FORWARDING CALLS With the Forwarding feature, you can have calls follow you (e.g., forwarded to a cell phone), or you can redirect calls to a voice mail or other extension. Manual Call Forwarding GETTING STARTED Manual call forwarding allows you to send incoming calls to another extension number. You can even forward calls to outside numbers, if your endpoint is programmed to allow this. To forward calls: 1. While in idle mode, press MENU to bring up the two-line display. 2.
Automatic System Forwarding Automatic System Forwarding allows your system administrator to route calls based on the type of call and the status of your telephone. Although you cannot program the path of a system forward, you can enable or disable this feature on your endpoint. Redirect Calls The Redirect Call feature allows you to forward any call that is ringing on your endpoint without having to answer the call.
REDIALING A NUMBER The Redial feature allows you to quickly redial the last outside number you dialed. Although most endpoints redial the last number dialed, your system administrator can program your endpoint to redial the last number saved. GETTING STARTED To use the Last Number Dialed feature: 1. While in idle mode, press MENU to bring up the two-line display. 2. EITHER, Press FCN - 4 . OR, Press FCN until the Redl softkey is available and then press the Redl softkey.
DISPLAYING INFORMATION ON YOUR ENDPOINT In addition to the four lines on the display that are dedicated to the menu, your endpoint has two lines of display where you can view information, such as the date and time or the outside party’s name/number. Date, Time, Name, and Extension Number To show the date and time display (while on a call, in DND, etc.): 1. EITHER, Press FCN - 7 . OR, Press FCN until the Feat softkey is available and then press the Feat softkey. 0 0 2. Dial 3 .
USING THE MESSAGE FEATURE In today’s busy world, it’s almost guaranteed that you will call someone that is on another call, does not answer, or is in DND. But, with the Message feature, you can let the other person know you called. GETTING STARTED When you leave a message, you can: • Have the called party return your call. When the party you called responds to the message indication, a call is automatically placed to your endpoint.
Retrieving Messages To indicate that a message is waiting, the message icon ( number of messages you currently have waiting. # ) is displayed along with the Inter-Tel® Model 8664/8665/8668 User Guide 43 GETTING STARTED To retrieve a message: 1. While in idle mode, press MENU to bring up the two-line display. 2. Press the Msg softkey. (If you have more than one message, scroll to the desired message by pressing the Msg softkey.) 3.
ACCESSING YOUR MAILBOX If you have a message waiting in your mailbox, you must access your mailbox to retrieve it. GETTING STARTED NOTE: If your telephone system uses Enterprise Messaging (EM), your mailbox may have the Automatic Speech Recognition (ASR) feature enabled. When ASR is enabled for your mailbox, you have the option of issuing a spoken command or pressing a dialpad button. See page 23 for ASR guidelines. ALSO: If your mailbox has E-Mail Reader enabled, you have an advanced mailbox.
DISABLING AND ENABLING ASR If your telephone system uses Enterprise Messaging (EM), your mailbox may have the Automatic Speech Recognition (ASR) feature enabled. When ASR is enabled for your mailbox, you have the option of issuing a spoken command or pressing a dialpad button. Option number eight is used as a toggle, and you can re-enable ASR by pressing the number eight again on the main subscriber menu only.
ACCESSING VOICE MAIL MESSAGES When you access your mailbox, you can listen to new and saved voice mail messages. After listening to your voice mail messages you can access the associated options. GETTING STARTED NOTE: If your telephone system uses Enterprise Messaging (EM), your mailbox may have the Automatic Speech Recognition (ASR) feature enabled. When ASR is enabled for your mailbox, you have the option of issuing a spoken command or pressing a dialpad button. See page 23 for ASR guidelines.
5. When the message has finished playing, you have the following options: NOTE: You may be prompted to confirm deleting the message. Say “Yes” to delete the message or “No” to cancel the request to delete the message. 6. Press to hang up. Inter-Tel® Model 8664/8665/8668 User Guide 47 GETTING STARTED • Say “Replay” or press 1 to replay the message from the beginning. • Say “Reply” or press 2 to reply to the message.
Recovering Deleted Voice Mail Messages If you accidently delete a voice mail message, you can retrieve it within a specific time frame (programmed by your system administrator). Any retrieved messages are then restored to your saved-message queue. Messages that are not undeleted within the programmed time (up to 24 hours) are automatically erased. NOTE: If E-Mail Reader is enabled for your mailbox, you can also recover deleted eGETTING STARTED mail and fax messages.
Recording and Sending Voice Mail Messages You can record and send voice mail messages by accessing the record option on the main menu. NOTE: If E-Mail Reader is enabled for your mailbox, a reply to an e-mail message (see page 97) is a recorded voice message that is attached to the e-mail as a .wav file. NOTE: If you select the copy or special delivery options and then do not respond to the prompts, the system will time out and deliver your message to the original recipient.
GETTING STARTED • Say or enter the mailbox number or group list number. The system announces the name assigned to the mailbox number or group list number. You have the following options: – Say “Yes” or press # to accept the subscriber’s name. – Say “No” or press * to start over. Press * when you are done adding mailboxes. • Say “Options” or press 9 to use special delivery options. You can then use one or more of the following options: – Say “Private” or press 1 to mark the message “private.
Canceling Unheard Voice Mail Messages You can cancel unretrieved messages that you have sent to individuals, but not messages that you sent to group lists. NOTE: You may be prompted to confirm deleting the message. Say “Yes” to delete the message or “No” to cancel the request to delete the message. 6. Press to hang up. Inter-Tel® Model 8664/8665/8668 User Guide 51 GETTING STARTED To cancel unheard voice mail messages: 1. Access your mailbox as described on page 44. 2.
USING DO-NOT-DISTURB MODE If you are away from your desk, or if you do not want to be disturbed, you can use the DND feature. This halts all pages and calls to your endpoint, except queue callbacks, recalls, and direct ring-in calls. When other users call your endpoint, they hear a repeating signal of four fast tones and, if they have a display endpoint, see the DND message you have selected.
3. Dial the two-digit number corresponding to the message you want to use. 4. If desired, customize the second display line by dialing the desired numbers or letters as described below: • Remain in numeric mode: Press the dialpad buttons to dial the desired numbers. Press # for a hyphen (-), * for a colon (:), the Fwd softkey to leave a space, or press the Mute softkey to backspace. • Change to alphanumeric mode: Press the dialpad buttons to enter the desired characters. (Refer to the chart below.
USING REMINDER MESSAGES GETTING STARTED Never be late for a meeting again! With Reminder Messages, you can program your endpoint, up to 24 hours in advance, to alert you at a specified time. At the programmed time, the reminder message signals you with eight short tones, and your display shows the message. If you are on a call, you still hear the tones, and the message displays for ten seconds. Then the display returns after you hang up. (Reminder displays interrupt, but do not affect programming.
Moving On SECTION CONTENTS PAGE Inter-Tel® Model 8664/8665/8668 User Guide MOVING ON Introduction . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 56 Setting Endpoint Preferences. . . . . . . . . . . . . . . . . . . . . . . . . . . 56 Ring Options. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 57 Phone Options . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 58 System Info . . . . . . . . . . . . . . . . . . . . . . . .
INTRODUCTION Now that you’ve mastered the basics, it’s time to move on to the advanced features. In this section, you’ll learn how to set preferences for your endpoint, program buttons, use directories, access your voice mailbox remotely, and perform various other functions. SETTING ENDPOINT PREFERENCES Your endpoint is automatically set to specific defaults. You can, however, configure many of these settings at any time.
Ring Options Telephone Ring Ring Cadence The cadence is the rhythm of the ring. It may be set to a pre-programmed ring cadence or it may be set to obtain its cadence from the PBX. The PBX option is designed to utilize any distinctive rings sent by the PBX while allowing the user to set unique rings for auxiliary applications. Ring cadence options include: • • Ring Volume (Model 8665 only) The graduated volume bar (in the Model 8665 only) indicates the levels.
Phone Options Noise Mode Provides options that describe the noise level in your environment. Selecting the correct option will adjust the endpoint to account for background noise. Select Normal for most office environments; High for moderate background noise; or Severe for extremely noisy conditions. Use of the non-Normal modes is not recommended unless you are in a loud environment or you may find it difficult to be heard on your endpoint. Key Tones Determine if tones play when keys are pressed.
Extension Displays the extension currently assigned to the endpoint. This number is for display purposes only; it cannot be changed. Push-To-Talk (Model 8665 only) The Model 8665 incorporates push-to-talk functionality. PTT may be allowed or disallowed in the Admin menu. If allowed, the user may enable or disable locally, and may set the channel, tone volume and audio volume. The menu for push-to-talk does not appear if PTT is disallowed on the Admin menu or if no channel is enabled on the Admin menu.
SETTING MAILBOX PREFERENCES Your mailbox contains personal options to allow you to customize voice mail functions. However, before you change your voice mail options, you must first initialize your mailbox (see page 27). NOTE: If your telephone system uses Enterprise Messaging (EM), your mailbox may have the Automatic Speech Recognition (ASR) feature enabled. When ASR is enabled for your mailbox, you have the option of issuing a spoken command or pressing a dialpad button. See page 23 for ASR guidelines.
Changing the Voice Mail Message Envelope When you receive a voice mail message, the voice mail system plays an “envelope” that can include the time and date the message was left, the source of the message, and/or the message length. By default, the envelope contains all of this information, but you can change your envelope, as described below. NOTE: If E-Mail Reader is enabled for your mailbox, you can also change your e-mail and fax message envelopes.
Changing the Call Screening Transfer Method NOTE: The Call Screening feature is available only if it is enabled for your mailbox. Contact your voice mail administrator to see if this feature is enabled for your mailbox. Depending on the transfer method you select, calls that are transferred from your mailbox may be one of the following: • Unannounced Calls: Calls are sent directly to your extension.
Programming a Fax Destination With the Inter-Tel voice processing system, when you specify a fax destination number for your mailbox, callers can access your mailbox to send a fax to your fax machine. To change your fax destination number: 1. Access your mailbox as described on page 44. 2. Say “Personal” or press 4 to select the Personal Options Menu. 3. Say “More” or press 9 for More Options. 4. Say “Number” or press 1 . 5. Say or enter the number of your fax destination.
Programming Remote Messaging NOTE: The Remote Messaging feature is available only if it is enabled for your mailbox. Contact your voice mail administrator to see if this feature is enabled for your mailbox. ALSO: The remote messaging feature is supported for voice mail messages only. If EMail Reader is enabled for your mailbox, you cannot use remote messaging for e-mail and fax messages. With Remote Messaging, you can program voice mail to call you when your mailbox receives new voice mail messages.
5. Say “Days” or press . Then select one of the following: • Say “Weekdays” or press 1 for Monday-Friday. • Say “Days” or press 2 for all days. • Say “Day” or press 3 to select individual days. You are prompted to say or press numbers 1-7 which correspond to the days Sunday through Saturday. 6. Say “Time” or press 2 . Then say or enter the times you want the message notification to start and stop. Enter or say the times with two digits for the hour and two digits for the minutes (e.g., 0900 = 9:00).
CHANGING VOLUME LEVELS You can change the speaker volume level of the endpoints with the volume buttons located on the side of the endpoint (see page 4 and page 5 for photos). NOTE: The ring volume is also adjustable for the Model 8665 endpoint. To adjust the ring volume for the Model 8665, use the volume buttons as indicated below. To change the speaker volume level of the endpoint, press the Up button on the left side of the endpoint to increase the volume.
SPEED DIALING Speed dialing allows you (and your system administrator) to store frequently dialed numbers for easy dialing. Each number is stored on your endpoint (Station Speed Dial) or in the telephone system (System Speed Dial) and is identified by a location number. Once programmed, you can quickly dial these numbers by entering a feature code and dialing the desired location number. Because the system supports both station and System Speed-Dial numbers, you can have access to over 5000 stored numbers.
To store a number in a Speed-Dial location: 1. While in idle mode, press MENU to bring up the two-line display. 8 3 2. Dial 3 . 3. Dial the speed-dial location (0-9) you want to program. 4. Enter the desired name for the speed-dial number, as described below: • Alphanumeric mode: Press the dialpad buttons to enter the desired characters. (Refer to the chart on page 79.) The number of times a button is pressed determines which character is entered. For example, 533266 would enter “JEAN.
Creating Station Speed-Dial Buttons If your telephone system supports it, you can program the programmable softkeys (Pgm1- 5) as speed-dial buttons by selecting a speed-dial number to associate with the button. NOTE: Before you program a speed-dial button, you need to store a number in a speed-dial location (see the previous instructions). Dialing Station Speed-Dial Numbers To dial a Station Speed-Dial number using a location number: 1. While in idle mode, press MENU to bring up the two-line display. 2.
System Speed Dial Your system administrator can store several speed dial numbers in the system speed dial locations. Depending on the size of your system, you can access up to 1000 or up to 5000 system speed dial locations, if they have been programmed. To view and dial System Speed-Dial numbers: 1. While in idle mode, press MENU to bring up the two-line display. 2. EITHER, Press FCN - 5 . OR, Press FCN until the SySp softkey is available and then press the SySp softkey. to view the num# ber. 4.
USING RECORD-A-CALL NOTE: This feature is not supported on peer-to-peer (P2P) calls. Ask your system administrator if your endpoint is configured to use P2P audio. If your telephone system is equipped with a Voice Processor (voice mail), you may have access to the Record-A-Call feature. If so, you can record an ongoing call as a mailbox message. You can then retrieve the message, just as you would any other mailbox message. NOTE: The Record-A-Call feature remains active after the other party hangs up.
PAGING The Paging feature allows you to make an announcement through endpoint speakers or external speakers (if your system is equipped with external paging equipment). To prevent announcements from transmitting through every endpoint in the system, this feature uses page zones. Each zone contains a different combination of extensions and external paging equipment, and is programmed by your system administrator.
PERFORMING A “HOOKFLASH” DURING A CALL Certain telephone service companies may require a timed hookflash (a quick hang up and release). To generate a hookflash while using a line: 1. EITHER, Press FCN - 7 . OR, Press FCN until the Feat softkey is available and then press the Feat softkey. 2. Dial 3 3 0 . NOTE: This features is known as a “Recall” in European systems. PROGRAMMING SOFTKEYS Depending on how your system is programmed, some of your softkeys (Pgm 1-5) may be “user-programmable.
DSS/BLF Buttons A button programmed as a Direct Station Selection/Busy Lamp Field (DSS/BLF) softkey provides a way to dial the associated extension with one touch. MOVING ON To assign an extension to a DSS/BLF button: 1. While in idle mode, press MENU to bring up the two-line display. 2. Press FCN until the programmable softkeys (Pgm 1-5) are available. 7 9 3. Dial 3 . 4. Press the softkey you want to program. 5. Dial the extension number you want to store under that button.
USING ACCOUNT CODES If your telephone system is programmed to use the Station Message Detail Recording (SMDR) feature, you might be required to enter account codes when you place a call. These codes add information to telephone record reports that the system will periodically print. There are three types of account codes: • Standard account codes are automatically entered into the SMDR report whenever you place a call. • Forced account codes must be dialed before you can place an outside call.
SCREENING CALLS If desired, you can screen calls that are transferred from voice mail. This allows you to accept and/or refuse specific calls. Depending on the call screening transfer method you select (see page 62), calls from voice mail may be unannounced, announce only, or screened. When your mailbox is programmed for screened calls, you have the following options when you receive a transfer: • Say “Accept” or press # to accept the call. • Say “Replay” or press 1 to replay the announcement.
USING DIRECTORIES With directories, you can use the dialpad to find names and numbers. You can then use the directory information to make calls, access features, or leave voice mail messages. There are two types of system directories: • • Telephone directory: Search for and connect to contacts or access features. Voice Mail directory: Search for voice mail contacts and leave voice mail messages. (See page 80.
To search for a directory name or feature using IDS: 1. Press MENU and dial 3 0 7 : • Press 1 for the Intercom directory. • Press 2 for the Outside directory. • Press 3 for the Feature directory. 2. Press the dialpad buttons to enter characters (up to 16 characters). (See the following table for dialpad button character descriptions.) Each dialpad button represents several characters. As you press the dialpad buttons, the system connects the character sequence to possible directory matches.
Basic Search Use Basic Search to search the Telephone directory for a contact name or feature. NOTE: When using Basic Search or the Voice Mail directory, press the Msg softkey to switch back and forth between numeric and alphanumeric mode. When the # icon is displayed, the endpoint is in alphanumeric mode. OR, press # to call the number or activate the feature.
Voice Mail Directory With the Voice Mail directory, subscribers and non-subscribers can use ASR (if enabled) or dialpad buttons to search for names in the directory. Subscriber names are automatically added to the directory when their mailbox is initialized. ASR may not be able to locate names that are pronounced differently than they are spelled. For these types of names, use the alternate search method of spelling the name using the endpoint dialpad buttons (see table below).
To perform a directory search: 1. Dial the voice mail number. 2. Say “Directory” or press # . 3. Say the last name of the person you are searching for or press the appropriate dialpad buttons to spell the name (see page 80). If 10 or fewer matches are located, you can access and browse the list immediately (see step 4.) If the list contains more than 10 matches, you have the option to browse or filter the list. (skip step 4. and see step 5.) 4.
PROGRAMMING REMOTE FEATURE ACCESS If you are away from your desk and forgot to put your endpoint in DND, don’t worry. With the Remote Feature Access, you can place your endpoint in DND or forward calls from any other endpoint on the system. And, if you have a special dial-up line, you can access your endpoint features from an outside line. Remote Access Password Before you use Remote Feature Access, you should program a password, as described below. To change the password from your endpoint: 1.
Remote Feature Access To access your endpoint from another endpoint: 1. EITHER, Call your Direct Inward System Access number (provided by your system administrator). If required, enter your password. OR, Use any endpoint on the system. 5 9 2. Dial 3 . 3. Enter your extension number. 4. Enter your password followed by # . You can now use any of the following features. To change the station password using Remote Programming: 9 2 a. Dial 3 . b. Enter the new password, followed by . # c.
REQUESTING AGENT HELP NOTE: This feature is not supported on peer-to-peer (P2P) calls. Ask your system administrator if your endpoint is configured to use P2P audio. Your telephone system may be programmed to support the Agent Help feature, which allows you to request help from a designated “Agent Help Extension” (usually your supervisor) during a call. When your request call rings at the Agent Help Extension, the supervisor can choose to join the call or reject the request.
WORKING IN HUNT GROUPS Your system may be programmed with “hunt groups.” Hunt groups are groups of endpoints that share a common extension number in addition to having individual extension numbers. This allows someone to call anyone in the group (using the common extension) or a specific member (using the individual extension). The members of these groups and the common extension(s) are programmed by your system administrator.
Logging In and Out of ACD Hunt Groups Agents can log in to and out of the ACD hunt group at any time. While logged in, the agent receives calls through the ACD hunt group. When the agent is logged out, calls to that ACD hunt group bypass the agent. To log in to all of your ACD hunt groups at once using the ACD Agent Login/ Logout feature code: 1. While in idle mode, press MENU to bring up the two-line display. 8 2 2. Dial 3 and enter your Agent ID, if necessary.
When you log in to a group, you may be automatically connected to a call after you hear a short ring burst. If the ACD Agent ID Automatic Connect option is enabled for your hunt group and you are using a headset, you will be automatically connected. If this option is not enabled for your hunt group, the call will ring until you answer it or until it times out to another extension.
USING THE PUSH-TO-TALK FEATURE NOTE: This feature is not available on the Model 8664 or 8668 endpoint. The Push-to-Talk (PTT) feature allows Model 8665 users to broadcast and receive voice messages among the PTT group by broadcasting the message on a shared channel, similar to the way a handheld, two-way radio operates. The endpoint supports eight multicast channels with the current channel saved in memory on the endpoint (see page 73).
To make or answer a telephone call when you are in a PTT broadcast session: Press . The PTT broadcast is pre-empted by the telephone call. To return to an in-progress PTT broadcast session: Press . The PTT broadcast session becomes active again on your endpoint. To change the volume on a PTT broadcast: Press the Up and Down volume buttons on the side of the endpoint. To mute a PTT broadcast: 1. Press the Mute softkey. The Mute Two-Way Radio? prompt is displayed. 2. Press the Yes softkey.
MOVING ON 90 Inter-Tel® Model 8664/8665/8668 User Guide
Using E-Mail Reader SECTION CONTENTS PAGE Introduction . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 92 E-Mail Reader Features . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 93 Using Your Advanced Mailbox . . . . . . . . . . . . . . . . . . . . . . . . . . 94 Setting Up Your E-Mail Password . . . . . . . . . . . . . . . . . . . . . . . 95 Accessing E-Mail Messages . . . . . . . . . . . . . . . . . . . . . . . . . . . .
INTRODUCTION Enterprise Messaging (EM) is the voice processing system that provides advanced messaging features with the E-mail Reader feature. This section provides information and instructions about advanced mailbox tasks for users who have E-Mail Reader enabled for their mailbox. If your mailbox does not have E-Mail Reader enabled, you have a standard voice mailbox (see page 20).
E-MAIL READER FEATURES When E-Mail Reader has been enabled for your mailbox, you have the advanced mailbox. The advanced mailbox unifies your local voice mail messages and your remote fax and e-mail messages in one convenient location. E-mail Reader uses Textto-Speech (TTS) capabilities to convert the text in an e-mail message to a .wav file. If E-Mail Reader is enabled for your mailbox, you can access voice mail, e-mail, and fax messages in your mailbox using your endpoint.
USING YOUR ADVANCED MAILBOX After you set up your mailbox (see page 27), you can use personal or system greetings to let callers know if you are out of town, on a call, etc. You can send messages to individuals and to a group of people if your voice mail administrator has programmed a name for the group. In addition, various options allow you to customize your mailbox, manage your messages, and screen your calls.
SETTING UP YOUR E-MAIL PASSWORD When E-Mail Reader is enabled for your mailbox, the EM system prompts you to enter your e-mail password after you or your voice mail administrator does one of the following: • Set up your mailbox (see page 27) • Change your e-mail password for your e-mail client To access your e-mail and fax messages from your advanced mailbox, you must set up your e-mail password.
To enter your e-mail password: NOTE: To repeat menu instructions, say “Help” or press at any time. 0 ALSO: If you enter an incorrect password, or if you choose to skip setting a new E-Mail Reader password, the Main Menu E-Mail Reader Count option (see page 99) is automatically disabled to prevent having to hear the invalid password prompt for each subsequent login and to protect against being locked out of your e-mail account. 1. Access your mailbox as described on page 44.
ACCESSING E-MAIL MESSAGES NOTE: By default, the message lamp on your endpoint lights when you receive a new voice mail message. Although the lamp can be programmed for other functions, it cannot be programmed to indicate that you have received a new e-mail message. E-Mail Reader does not distinguish between conventional e-mail messages and meeting invitations and responses.
To access your e-mail with E-Mail Reader: NOTE: To repeat menu instructions, say “Help” or press 0 at any time. 1. Access your mailbox as described on page 44. 2. Say “E-Mail” or press 3 to listen to your e-mail messages. Then select one of the following: • Say “New” or press • Say “Saved” or press 1 3 to listen to new messages. to listen to saved messages. NOTE: You may experience a delay if you have a large number of e-mail messages in your in-box (for example, more than 500 messages). 3.
– – Say “Yes” or press # to verify the number. The system announces that the fax is scheduled for delivery. Say “No” or press * to start over. NOTE: You cannot forward an e-mail message to a mailbox or group list. When you forward an e-mail message, the e-mail is converted to a fax and forwarded to the fax destination telephone number that you specify. • Say “Previous” or press 4 to listen to the previous message.
ACCESSING FAX MESSAGES NOTE: By default, the message lamp lights when you receive a new voice mail message. Although the lamp can be programmed for other functions, it cannot be programmed to indicate that you have received a new fax message. When you access a fax message using option six on the main menu, E-Mail Reader announces the fax message according to the envelope options that you selected (see page 102). E-Mail Reader does not have the capability to read the text in a fax.
RECOVERING DELETED MESSAGES Recovering deleted messages varies based on media type. If you delete a voice mail message, you can retrieve it within a specific time frame (up to 24 hours, programmed by your voice mail administrator). The specified time frame for retrieving deleted email and fax messages is determined by the Exchange administrator. Once you recover a deleted message, it is then restored to your saved-message queue.
CHANGING MESSAGE ENVELOPES When you receive a voice, fax, or e-mail message, a message “envelope” is played. The envelope can include the time and date the message was left, the source of the message, and additional information that is associated with the media type. Common envelope options for voice mail, e-mail, and fax include: • Time and Date: The time and date the message was received. • Source: The source of the voice, e-mail, or fax message.
VOICE MAIL FLOWCHART (ADVANCED MAILBOX) NOTE: In most menus, you can say “Cancel” or press “Accept” or press # to return to the previous menu. Say * to accept the option. MAILBOX ACCESS • EITHER, Press the Message button to respond to a message from voice mail. OR, Call the voice mail extension number, say “Login” or press , and say or enter your mailbox number. • Enter your password (press # ).
USING E-MAIL READER 104 Inter-Tel® Model 8664/8665/8668 User Guide
Learning More SECTION CONTENTS PAGE Introduction . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . What the Administrators Can Do for You . . . . . . . . . . . . . . . . Frequently Asked Questions (FAQs) . . . . . . . . . . . . . . . . . . . . Default Feature Codes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
INTRODUCTION If you want to know more about your endpoint and voice mail system, this is the section for you. With additional information and FAQs, you should be able to find answers to most of your questions. NOTE: Because the telephone system is very flexible and programmable, the procedures for using the features might vary slightly from the descriptions in this guide. If so, your trainer or system administrator can tell you how your system differs and how to use the features.
FREQUENTLY ASKED QUESTIONS (FAQS) This section includes some of the most frequently asked questions. If you have problems with your endpoint or mailbox, refer to this section before you contact your system, voice mail, or network administrator or your local Inter-Tel provider. How can I retrieve messages if I don’t know the password for my voice mail? A1. Try using your extension number, which is your default password. Or, maybe you don’t have a password, in which case pressing # is all you need to do.
Q8. Why don’t the local telephone company star codes (i.e.*82, *69, etc.) work when I use the Outgoing Call access code to call an outside number? A8. Rather than use the Outgoing Call access code to obtain an outside line, you must dial a Select Line Group number before you can use the star codes. For example, if your system is using the default Select Line Group numbers, you would have to dial 92001 to access that line. Once you have dial tone, you can dial the star code and the number. Q9.
Q15. Why can’t I use one of the features described in this guide? A15. There are a few reasons why you might not be able to access the feature. Some possible reasons include: • Your system software version may not support the feature. Check with your system administrator to see which software version your telephone system currently uses and if there are any features restrictions for your system. • Your system administrator may not have enabled the feature for your endpoint.
DEFAULT FEATURE CODES Use the blank spaces below to enter custom feature codes, if necessary. OUTSIDE LINE ACCESS CODES ACCESS CODE NAME Select Line Group 1-208 Automatic Route Selection Emergency Call Outgoing Call ACCESS CODE NEW CODE 92001-92208* 92000* 911 (999 in Europe) 8 *These defaults may differ depending on the software version.
GENERAL FEATURE CODES FEATURE NAME FEATURE CODE Account Code – Following Calls 391 Account Code – Optional 390 ACD Agent Log In 326 ACD Agent Log Out 327 ACD Agent Log In/Out 328 ACD Agent Wrap-Up Terminate 329 Agent Help Request 375 Agent Help Reject 376 Answer (Ringing Call) 351 Automatic Line Answer 350 Call Forward All Calls 355 Call Forward If Busy 357 Call Forward If No Answer 356 Call Forward No Answer/Busy 358 Conference Default Station 5 394 Directory (IDS or Basic)
FEATURE NAME Reminder Message 305 Reminder Message Cancel 306 Remote Programming 359 Reverse Transfer (Call Pick-Up) LEARNING MORE Review Buttons 112 FEATURE CODE NEW CODE 4 396 Ring Intercom Always On/Off 377 Ring Tone Selection 398 Routing Off 304 Station Speed Dial 382 Station Speed-Dial Programming 383 System Forward Enable 352 System Forward Disable 353 System Forward On/Off 354 System Speed Dial 381 Transfer To Hold 346 Transfer To Ring 345 Inter-Tel® Model 8664/866
NOTES 113 LEARNING MORE Inter-Tel® Model 8664/8665/8668 User Guide
LEARNING MORE 114 Inter-Tel® Model 8664/8665/8668 User Guide
Index A Abbreviations 9 About Battery Packs 13 About Chargers 13 About This Guide 2 About Voice Mail 22 About Your Endpoint 3 Accessing e-mail messages 97 fax messages 100 Accessing Your Endpoint 83 Account Codes 75 ACD Agent Wrap-Up Period 87 ACD Hunt Groups 85 Active Mode 12 Adding Parties to a Conference 35 Administrators 106 Advanced Mailbox using 94 voice mail flowchart 103 Agent Help 84 Agent IDs 85 Alternate Greeting 28 Automatic Call Answer 66 Automatic Speech Recognition (ASR) 22 Automatic System F
Deleting Station Speed-Dial Numbers 68 Delivery Options 50 Desktop Charger 15 Dial Tones 24 Dialing Speed-Dial Numbers 69 Dialpad Buttons 3 Direct Station Selection/Busy Lamp Field (DSS/BLF) 74 Directories Basic Search 79 Basic Search dialpad button descriptions 79 IDS dialpad button descriptions 78 Intelligent Directory Search 77 Telephone 77 using 79 voice mail 80 Disabling account codes 75 cascade levels 64 do-not-disturb 52 handsfree 32, 33 hunt group calls 85 message envelope options 61 record-a-call 7
I IC Line 11 Idle Mode 12 Illustration model 8664 4 model 8665 5 model 8668 6 Individual Hold 34 Initializing Your Mailbox 27 Intelligent Directory Search 77 Intercom Calls 30 Introduction 56 L Last Number Dialed/Saved 40 Leaving Messages 42 Line Button 8, 11 Liquid Crystal Display (LCD) 3 Listening to Messages 46 Logging In and Out of ACD Hunt Groups 86 Low Battery icon 13 message 13 M Mailbox Almost Full/Full 44 Main Menu E-Mail Reader Count 99 Making and receiving calls 30 emergency calls 33 pages 72 M
R Receiving intercom calls 32 outside calls 33 Record-A-Call 71 Recording and sending voice mail messages 49 voice mail directory name 29 Recording Personal Greetings 28 Recovering Deleted Messages 48, 101 Redialing a Number 40 Redirecting Calls 39 Regulatory Information iii Remote Access Password 82 Remote Feature Access 83 Remote Messaging 44, 64 Reorder Tone 24 Requesting a callback 30, 31 a reminder message 54 Responding To a waiting call 33 agent help requests 84 Retrieving Messages 43 Returning featur
VOICE MAIL FLOWCHART (STANDARD VOICE MAILBOX) NOTE: At any menu level, you can say “Cancel” or press menu or say “Accept” or press # to cancel or return to the previous to accept. MAILBOX ACCESS • EITHER, Press the Message button to respond to a message from voice mail. OR, Call the voice mail extension number, say “Login” or press , and say or enter your mailbox number. • Enter your password (press # ).
Part No. 935.
