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Standard and Basic Digital Keysets and Voice Mail User Guide

A J Business Solutions Limited

16 Browning Street, Stafford ST16 3AX

t: 08707 518900

f: 08704 101415

Company reg.no 04223216
Part of the Concordia Group

Summary of Contents for basic

Page 1: ...dard and Basic Digital Keysets and Voice Mail User Guide A J Business Solutions Limited 16 Browning Street Stafford ST16 3AX t 08707 518900 f 08704 101415 Company reg no 04223216 Part of the Concordia Group ...

Page 2: ...ame and Extension Number 9 Displaying The Outside Party s Name 9 Placing Calls On Hold 9 Placing Conference Calls 10 Using The Message Key 10 Leaving Messages 10 Receiving Messages 10 Transferring Calls 11 Transferring To Another Extension 11 Transferring To Voice Mail 11 Transferring To An Outside Number 11 Picking Up Reverse Transferring A Call From Another Extension 11 Forwarding Calls 12 Manua...

Page 3: ...lternate Key Maps 20 Automatic Call Answer 21 Secondary Extension Appearances 22 Agent Help 23 Instructions For Hunt Groups 24 Turning On Or Off Hunt Group Calls 24 ACD Hunt Groups 25 Voice Mail Features 27 Entering Your Mailbox 27 Listening To Messages 28 Undeleting Voice Mail Messages 29 Sending Messages 30 Cancelling Unheard Messages 31 Personal Options 32 Recording Your Personal Greetings 33 R...

Page 4: ...select an outgoing line you hear standard outside dial tone Many features time out if you wait too long before performing the next step If this happens you must start again Four fast tones or repeating fast tones signal that you made a mistake tried to select a restricted line dialled a restricted or invalid number dialled too slowly between digits or waited too long before performing the next ste...

Page 5: ...ys tem will instruct you to Change the default password number to a personal password Record a name to identify yourself in the company directory Listen to the Voice Mail introduction To initialize your mailbox Dial the Voice Mail extension number by default 2500 Press to identify yourself as a subscriber Enter your mailbox number and default password Your default password is your mailbox number I...

Page 6: ... or without the handset lifted press Outgoing or 9 Dial the desired number When finished with the call hang up Note To make an emergency call simply dial 999 You do not have to press the OUTGOING key first To request a callback queue on to the line if the line is busy when you try to call out when you hear busy signals press 6 and hang up When the line is available your phone rings To cancel the q...

Page 7: ...all to you a prompt asks the caller to record his or her name When you answer the call from Voice Mail you hear You have a call from caller s name You have the following options Press to accept the call Press 1 to replay the announcement Press 2 to send the call to Voice Mail Press 3 and enter the extension number to forward the call to another extension Press to refuse the call Call Waiting If yo...

Page 8: ...icrophone remains disabled so that only you can speak through the handset or headset This feature cannot be used on a handsfree call You must be on a call using the handset or a headset before entering the feature code To turn the group listen feature on or off during a call while on a call using the handset or a headset press and dial 312 Note If you are using the handset the SPKR key lamp will r...

Page 9: ...379 while connected to an outside call with CLIP the display will switch between the caller s name and number If there is no outside party name available the display shows CANNOT ACCESS FEATURE Placing Calls On Hold Press the HOLD button Hang up or place another call To return to the call lift the handset and press the flashing key To pick up reverse transfer a call that is holding at another phon...

Page 10: ...ension press TRANSFER and dial the desired extension number Then hang up when you are ready to complete the transfer Using The Message Key If you call a phone that is busy does not answer or is in do not disturb you can use the Messaging feature to let the other person know you called To signal that a message is waiting a keyset s MSG key flashes and the display shows the number of waiting message...

Page 11: ...ult 2500 Dial the desired mailbox number by default the extension or group number and then hang up to complete the transfer Transferring To An Outside Number Press TRANSFER Select an outgoing line and dial the desired telephone number Wait for an answer announce the call and then hang up to complete the transfer If the number is busy there is no answer or the transfer is refused return to the call...

Page 12: ...orward If Busy When your phone is busy all incoming calls are forwarded without ringing at your phone 358 Call Forward If No Answer or Busy All incoming calls are forwarded if your phone is busy or if you do not answer as described above Then do one of the following To forward to an outside telephone number select an outgoing line and dial a telephone number To forward to an extension number dial ...

Page 13: ...en adjoining characters are located under the same key press FWD once to advance to the next character For example 66FWD6667776 would enter NORM Note that letters correspond to the letters printed on keypad keys 1 9 Press o FWD twice to leave a space Press MUTE if you need to delete Enter the extension or telephone number to be stored If needed press MUTE to backspace and make corrections OR press...

Page 14: ... code or the SYS SPD feature key plus one of the location numbers 000 999 To view and or dial system speed dial numbers Press SYS SPD OR dial 381 Dial the location code 000 999 for the desired number The number is displayed Press to dial the displayed number Re Dialling A Number If you reach a busy number are disconnected or if there is no answer the number in your redial memory can be redialled e...

Page 15: ... they also see the do not disturb message you have selected There can be up to 20 different Do Not Disturb messages in your telephone system They can be changed by the system administrator installer or programmer To enable do not disturb Press DND Dial the desired two digit number for the message you wish to use OR press the high or low end of the VOLUME key to scroll through the messages If desir...

Page 16: ...e allows announcements to be made through keyset speakers If your system is equipped with optional external paging equipment announcements can also be made through the external speaker s There can be up to 10 paging zones Each paging zone can contain different combinations of keysets and the external paging equipment Making Pages To make pages Lift the handset Dial 7 or press the feature key Dial ...

Page 17: ...t do not affect programming To request a reminder message With the handset in the cradle dial 305 Dial the desired two digit number for the message that you want OR press the high or low end of the VOLUME key to scroll through the messages While the desired message is displayed press Enter the time you wish to receive the message in hours and minutes For example 0900 9 00 If you dial three digits ...

Page 18: ... To use Remote Feature Access Enter 359 Enter your extension number Enter your password followed by You can now use any of the following features To change the station password using Remote Programming Enter 392 Enter the new password followed by Enter the new password again for verification followed by To turn on Do Not Disturb Enter 370 Enter message number 01 20 and if desired enter the optiona...

Page 19: ...grammable feature key With the handset in the cradle dial 397 Press the feature key you want to program Dial the feature code or extension number you want to store under that key Refer to the back of this guide for default feature codes To return all feature keys to their original default values with the handset in the cra dle dial 395 To display the current feature key values With the handset in ...

Page 20: ...1 9 to select a specific tone When you hear the tone you want press Background Music If your telephone system is equipped with a music source you can listen to music through your speaker To enable or disable background music dial 313 Returning To Default Operation This feature returns volumes to default levels cancels do not disturb manual call forwarding background music and queue requests and re...

Page 21: ...key and then pressing the flashing key To specify how ringing outside calls are answered with the handset in the cradle dial 360 to turn on or off automatic line answer If you turn it on you will answer outside calls automatically by lifting the handset To specify how ringing non handsfree intercom calls are answered with the hand set in the cradle dial 361 to turn on or off automatic intercom ans...

Page 22: ...y s you want displayed To assign a primary phone to a secondary extension key if enabled With the handset in the cradle dial 397 Press the secondary extension key and dial the desired extension number If you have a secondary extension key it functions as follows When a call is ringing or holding on any CALL key at the primary phone pressing your flashing secondary extension key for that phone will...

Page 23: ...r repeating tones the Agent Help feature is not available at your phone you already have four parties in your call there are not enough system circuits currently available or the Agent Help Exten sion is in do not disturb Dial the Agent Help Extension number if required Your phone may be pro grammed to automatically dial the number or you may be required to dial it If the Agent Help Extension acce...

Page 24: ...s equally among the available members ACD hunt group members are referred to as agents Agents log in to the ACD hunt group to receive calls and log out to halt ACD hunt group calls ACD Agent IDs There is an ACD hunt group option that allows the use of Agent ID numbers in place of extension numbers in the hunt group list An ACD hunt group can be programmed to circulate calls to agents in two ways A...

Page 25: ...hunt group number the display shows NOT AN ACD HUNT GROUP and you hear repeating tones The display shows AGENT LOGIN AGENT ID Then do one of the following To log into ACD hunt group s using Agent IDs enter your Agent ID The display shows AGENT LOGGED INTO ALL ACDS You are logged into the ACD hunt group s that you requested above that use the Agent ID you entered in this step If another Agent ID is...

Page 26: ...lowing procedure To terminate the ACD Agent wrap up period before the timer expires with the hand set in the cradle dial 329 If you were not logged in to an ACD hunt group the display shows CANNOT ACCESS RESERVED FEATURE ACD Agent ID Automatic Connect Flag If the ACD Agent ID Automatic Connect option is programmed for your hunt group and you are using a headset ACD hunt group calls will automatica...

Page 27: ...essaging The system will indicate whether primary or alternate remote messaging is selected when remote messaging is enabled It will also alert you if a programming error has been detected and or whether it encountered busy system resources when attempting to place a remote messaging call To enter your mailbox Dial the Voice Mail extension number By default 2500 You hear the main menu During or af...

Page 28: ...en do one of the following Press 1 to leave a Voice Mail message for the caller If the caller had a mailbox number it will ask you to verify the destination by pressing If the number was not associated with a mailbox it will ask you to enter a mailbox number If the message was from an outside caller you cannot leave a Voice Mail message Press 2 to make a return call Your call will be transferred a...

Page 29: ...covering deleted messages Press 2 to continue Your options are Press 1 to listen to your deleted messages and choose which ones to delete or recover After each message you can Press 1 to replay the message Press 2 to reply to the message Press 3 to forward the message to another mailbox Press 4 to listen to the previous message Press 5 to replay the message envelope Press 6 to listen to the next m...

Page 30: ...age Press 9 to use the special delivery options You can perform one or more of the following steps Press 1 to mark the message private This prevents the recipient from forwarding it to other subscribers Press 2 to mark the message certified When a certified message is heard by the recipient you will receive a receipt notice Press 3 to mark the message priority This will place your message ahead of...

Page 31: ...at has the unheard message Then you will be asked to confirm the mailbox you selected by pressing It will tell you how many messages you have waiting at the mailbox and play them for you After each message you can Press 1 to replay the message Press 2 to add to the message Press 3 to forward the message to another mailbox Press 4 to listen to the previous message Press 5 to replay the message enve...

Page 32: ...r or not you are in the office and where you can be reached When you will be returning calls For callers who do not wish to leave a message how to exit e g they can press 0 to return to the operator Here are some sample greetings to help you plan your message Primary Greeting Hello this is I am either on another line or away from my desk and cannot take your call at this time If you need to speak ...

Page 33: ...o verify your mailbox number when messages are addressed to you To change your directory name Enter your mailbox as described on page 26 Press 4 to select the Personal Options Menu Press 2 Press 1 to replay your recorded name if desired Press 3 to erase and re record your name When you hear a tone record your first and last name and then press Press again to accept your recorded name Or press 1 to...

Page 34: ...only if your mailbox has the option enabled Depending on the Transfer Method you select transferred calls may be unannounced as usual or one of the following may occur Announce Only Calls Before Voice Mail transfers a call to you a prompt asks the caller to record his or her name When you answer you hear You have a call from caller s name Screened Calls Before Voice Mail transfers a call to you a ...

Page 35: ... on page 26 Press 4 to select the Personal Options Menu Press 9 for More Options Press 2 for the Message Search Order Press 1 to change the search order for new messages You have the following options Press 1 to retrieve the earliest received messages first First In First Out Press 2 to retrieve the latest received messages first Last In First Out Press to return to the Personal Options menu witho...

Page 36: ...mailbox will receive a message stating that notification could not be completed To set up remote messaging Enter your mailbox as described on page 26 Press 5 Press 1 to set up a Primary cascade OR press 2 to set up an Alternate cascade A prompt tells you what the cascade s current status is Perform one of the following steps To program a cascade level press 1 and enter the number of the level you ...

Page 37: ...t individual days If you selected individual days you will be prompted to press digits 1 7 which correspond to the days Sunday to Saturday To select all or priority only message notification press 4 Then press 1 for all messages or 2 for priority messages only The list of options returns Either select another option as described above or press to save the settings and exit ...

Page 38: ... Automatic Line Answer 350 Background Music On Off 313 Call Forward All Calls 355 Call Forward If Busy 357 Call Forward If No Answer 356 Call Forward No Answer Busy 358 Conference 5 Change Language 301 Data 340 Default Station 394 Directory 307 Display Time And Date 300 Do Not Disturb 370 Do Not Disturb Cancel 371 Do Not Disturb On Off 372 Do Not Disturb Override 373 Feature Key Default 395 Group ...

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