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AT&T Spirit Communications System, User Training Workbook

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AT&T Spirit Communications System User Training Workbook Download Page 39

Customized Features

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Line Ringing Options  are available to allow people a choice in how they are notified
of an incoming call. The system is installed with Normal Ringing. Also available is
Abbreviated Ringing (rings for twelve seconds only), Delayed Ringing (line doesn’t
start ringing until twelve seconds after call comes in), and No Ringing. Delayed
Ringing is handy when arranging a back-up person to answer calls that a receptionist
may be unable to get. If s/he doesn’t answer a call within twelve seconds, it will
automatically begin ringing at the back-up station. The No Ringing option is good for
lobbies or conference rooms.

There are more.  All customizing involves the “Controller” which is a boxlike device
mounted near the incoming telephone lines, and the intercom #10 telephone set. If
you do not yet have a System Administrator in charge of maintaining and
programming the SPIRIT Communications System, someone should be designated.
That person will then be responsible for implementing the already mentioned
customized features and the others outlined in the Administration Manual.

37

Summary of Contents for Spirit Communications System

Page 1: ...S P I R I T C o m m u n i c a t i o n s S y s t e m U s e r T r a i n i n g W o r k b o o k AT T ...

Page 2: ...l on Hold Being Reminded of a Call on Hold Transferring a Call Getting Back a Transferred Call Conducting a Conference Call Adding an Outside Line to a Call Additional Conference Call Functions Making an Announcement to All System Users Responding to a Page Leaving Messages for Another Responding to the Message Indicator Do Not Disturb Additional Standard SPIRIT System Features PROGRAMMABLE FEATUR...

Page 3: ...he primary tool in teaching yourself to use the system It will present most of the SPIRIT system s features to you as follows A brief description of the feature An example of how you might use the feature The step by step actions to take in using the feature The results you can expect from that feature Some SPIRIT system features must be programmed into the system For those you will be guided to t...

Page 4: ... Card is small enough to sit near or under your phone for quick reminders of how to use it The Administration Manual A detailed manual that describes how to program the customized features One Administration Manual comes with each system The System Administrator in your organization will be responsible for implementing the customized features S he will keep the Administration Manual and use it as ...

Page 5: ...TELEPHONE OVERVIEW SPIRIT System Telephones Your SPIRIT system telephone looks like one of the drawings below Identify which one you have 6 Button Telephone 24 Button Telephone 3 ...

Page 6: ...s unanswered or if you have reserved a line that is busy and it becomes available you will hear THREE SHORT RINGS When a call comes in and your telephone is in use you will hear ONE LOW VOLUME RING Recognizing A Call By Flashing Light Whenever there is a call either from the outside or internally there will be a flashing light You can tell how that call is being handled by looking at the pattern o...

Page 7: ...a LONG ON LONG OFF pattern When someone has not answered a call you have transferred or a line that you have reserved becomes available you will see repeated a SHORT ON SHORT OFF flashing pattern When you place a call on hold the light next to that line will show a SHORT ON VERY LONG OFF flash pattern If someone else on the system places a call on hold you will see on your phone TWO SHORT ONS VERY...

Page 8: ... the UP arrow to RAISE You will hear a brief ring at the new the volume level louder volume 2 Press the DOWN arrow to You will hear a brief ring at the new LOWER the volume level quieter volume NOW YOU TRY IT Follow each of the two action steps and listen for the outcome Adjust the volume to your liking Receiver Volume You can only adjust the volume of the receiver while you are using the handset ...

Page 9: ... party Placing an intercom call to someone in your organization Answering an outside call Answering an intercom call Placing a call on hold Transferring a call Talking to more than one party at a time Making an announcement throughout the system Knowing by looking at your phone that someone else in your organization has a message for you Turning your phone off to outside and transferred calls For ...

Page 10: ... a button if you want a specific line e g a WATS line When you want to use it press the corresponding line button before you pick up the receiver and dial Placing An Outside Call Using The Speakerphone If you have used a speakerphone before you know how convenient it is The SPIRIT system allows you to listen and talk to another party without having to use the receiver Think of all the times that w...

Page 11: ...ant NOW YOU TRY IT Think of someone on the outside who is not likely to be too busy and call that person Use the receiver initially and then during the conversation press the SPEAKER button and hang up the receiver You can go back and forth during a call While you are talking notice the light flash pattern of the line you are on a repeated VERY LONG ON SHORT OFF You might also ask that person to c...

Page 12: ...e receiver or press the SPEAKER button 3 Dial the intercom extension number On a 24 Button Phone OUTCOME You will hear an intercom dial tone and the light above the intercom button will go on You will be connected with the station you are calling 1 Press one of the INTERCOM buttons 2 Press the auto dial button of the You will be connected with the station intercom number of the person you you are ...

Page 13: ...will see a STEADY ON light In addition to hearing the two short rings you will see repeated a LONG ON LONG OFF pattern to help identify the incoming call Answering An Internal Call You will know when someone is calling you from within your organization because you will 1 Hear ONE LONG RING and See the light above the INTERCOM button flash With a 24 button set you can see who is calling from the in...

Page 14: ...HFAI light above the volume control will turn on the phone acts as a two way speakerphone where all you have to do is talk and the person calling on the intercom will hear you You need not press the SPEAKER button or lift the receiver 1 2 3 ACTION OUTCOME Press the MUTE HFAI button when The HFAI light above the Volume your phone is not in use control will go on Someone else in the organization You...

Page 15: ...TCOME 1 Press the MUTE button The light above the MUTE HFAI button will go on You will hear the outside party but s he will not hear you Turn the mute feature off by pressing the MUTE button again Re Calling Without Redialing If the boss were to walk in while you were on the phone to an outside party just now you might tell the person on the other end of the line I ll call you back in a few minute...

Page 16: ...eiver press When the line become free you will the button of the line you want to hear three SHORT RINGS every four reserve Because the line is in use seconds for twelve seconds You will by someone other than you the also see the corresponding light light will be steadily ON pattern of SHORT ON SHORT OFF Lift the receiver or press the The short rings will stop You ll hear a SPEAKER button dial ton...

Page 17: ...n number of the station receiving the call On a 24 Button Phone You will hear a tone and the light above the intercom button will go on You will be connected with the caller 1 2 3 4 Press the INTERCOM button Lift the receiver or press the SPEAKER button Dial and 8 Press the auto dial button of the You will be connected with the caller You will hear a tone and the light above the intercom button wi...

Page 18: ... line button with an inside call press the held INTERCOM button Being Reminded Of A Call On Hold Occasionally after you ve put a call on hold you get sidetracked and forget about it The person waiting on the other end is keenly aware that you have forgotten him or her The SPIRIT system can remind you that you have a call waiting If you have not picked up a held call after one minute or more depend...

Page 19: ...l the intercom extension number The person at that station will hear of the person to whom you want to ONE SHORT ONE LONG ring transfer the call signifying the call has been transferred Hang up On a 24 Button Phone 1 2 3 Press the TRANSFER button Call is automatically placed on hold such that the caller cannot hear you or be heard Press the auto dial button of the The person at that station will h...

Page 20: ...urned to you because you will Hear three SHORT RINGS and See a repeated light flashing pattern of SHORT ON SHORT OFF until you answer the phone At a 24 button set the busy light associated with the phone to which the call was transferred will flash rapidly To respond to a returned transferred call ACTION OUTCOME 1 Pick up the receiver or press the You will be re connected with the SPEAKER button t...

Page 21: ...d with the Auto Privacy feature on other people in your organization cannot accidentally pick up a busy line and intrude on a call This also means that a person at another station can t just join in on an outside call S he must be brought in through a conference call If the system is programmed with the Auto Privacy feature off others can join in by pressing the outside caller s line button ACTION...

Page 22: ...iginal The outside party the inside party and outside party you placed on hold yourself will be on the line together You can add on another inside party by repeating the process We really encourage you to practice this one It will give you the confidence to freely use this necessary feature Ask a couple of helpful people to give you a hand one on the outside and one inside Start by calling your fr...

Page 23: ...he CONFERENCE button Press the line button of the original The two outside parties and yourself outside caller you placed on hold will hear each other and be heard You can connect up to four parties including yourself by calling them on different lines and placing them all on hold When you have everyone you want press the CONFERENCE button and any one of the held lines Then press CONFERENCE again ...

Page 24: ...by first pressing the RECALL DROP button and then the line button or INTERCOM you want to drop The other way is for the party to hang up Note If the outside party hangs up the line will not be dropped from the call automatically NOTE When one person with the exception of the person who started the conference call drops out of a conference call the others remain connected When you as the originator...

Page 25: ...th the intercom extensions of everyone in the system Your announcement will be heard at each station in the system except at those which have the Do Not Disturb feature on made over the loudspeakers follow STEPS 1 4 above except dial 60 instead of 61 Responding To A Page Amelia sitting in a colleague s office wants to respond to the voice heard on the speakerphone ACTION OUTCOME 1 Lift the receive...

Page 26: ... to Mark who has gone to lunch To turn on the Message Indicator light at Mark s OUTCOME Press the INTERCOM button Lift the receiver or press the You will hear a dial tone and the SPEAKER button intercom light will go on Dial and 6 You will hear a confirmation tone Dial Mark s intercom extension The message light at Mark s desk will number go on and stay on Since he has a message agreement with you...

Page 27: ...ssage and his line was busy or there was no answer you can activate his message light by dialing and 6 before you hang up Now when he sees his light on he will phone you and you can get your message NOW YOU TRY IT both leaving a message and getting one Seek out a willing co worker to watch his or her Message Indicator while you follow STEPS 1 through 4 on the previous page Walk over to your co wor...

Page 28: ...ill hear a dial tone and the SPEAKER button intercom light will go on Dial and 2 The light above the MUTE button will blink ON and OFF as a reminder that the Do Not Disturb feature is on Your phone will not ring for incoming transferred or intercom calls To turn the ringer back on 1 Press the INTERCOM button 2 Lift the receiver or press the You will hear a dial tone and the light SPEAKER button wi...

Page 29: ...r phone ACTION OUTCOME 1 2 3 Dial the number to your service Press Dial your access code You will be able to use the service requiring touch tone Switchhook Flash Switchhook Flash allows you to disconnect a caller and get a dial tone Pressing the Recall Drop button is the same as hanging up but by using the Recall Drop button you will get a dial tone immediately It can be used when making many cal...

Page 30: ...numbers into the memory of your phone Personal SpeedCall numbers would include those people you call frequently and maybe those whose numbers you would rather not look up in a directory Second if you have a 24 button phone you have two programmable options 1 manual intercom signal and 2 all call or loudspeaker paging Read on to learn how to take advantage of these useful features 28 ...

Page 31: ...hat decision Instructions for storing the system SpeedCall numbers are in the Administration Manual But in addition to those seventy numbers you personally may store up to sixteen numbers of your own into the memory These are your personal SpeedCall numbers They would include people you call frequently that are not included in the system s seventy numbers You might store your home number or your s...

Page 32: ...0 Dial the number you want to store If you make an error while entering the number just press the INTERCOM button with the light on and enter the number again Press the MEMORY button Dial a two digit code 10 25 The number is now stored in the system s memory The next time you want to call that number you need only dial the two digit code You may store additional numbers as follows Dial the number ...

Page 33: ...a different auto dial number 8 When you are finished storing numbers hang up the receiver OR press SPEAKER OUTCOME You will hear a dial tone and the intercom light will go on The number is now stored in the system s memory The next time you want to call that number you need only press the auto dial button The second number is now stored NOW YOU TRY IT If you have a 6 button phone follow STEPS 1 10...

Page 34: ...d the actual number The speakerphone will automatically turn on If you want to use the receiver lift it For a 24 Button Phone System SpeedCall Numbers 1 Press the MEMORY button Speakerphone automatically turns on If you want to use the receiver lift it 2 Dial the two digit code of the party You will be connected as if you had you want to reach dialed the actual number NOW YOU TRY IT Try the number...

Page 35: ...speaker if you have a paging system You can program your phone so that when you want to use those features you need only press one button 26 or 27 to accomplish them Here s how 1 2 3 4 5 To program the manual intercom signal on a 24 button set ACTION OUTCOME Press the INTERCOM button Lift the receiver or press the You will hear a dial tone and the SPEAKER button intercom light will go on Dial and ...

Page 36: ...the button you want to You will hear a confirmation tone That program 26 or 27 button when pressed will set the system up for you to make an announcement You need only press it and speak All intercom extensions not in use will receive the all station page When you have finished your page just press the SPEAKER button to hang up NOW YOU TRY IT Using a different button than the one you just tried wi...

Page 37: ...ish to erase OUTCOME You will hear a dial tone and the intercom light will go on You will get a confirmation tone Now when you press that button nothing will happen The feature you had programmed in is no longer active NOW YOU TRY IT Take either of the features you just programmed on buttons 26 and 27 and erase it Follow STEPS 1 through 5 above and then test it by pressing the button from which yo...

Page 38: ...dea of the customized options available that affect all phones when implemented Automatic Privacy prevents others from joining in on your call without your permission Your system may have been installed that way It can be programmed such that you have the option of bringing other intercom extensions in without using the Conference Call feature Held Call Reminder reminds you that you ve placed a ca...

Page 39: ...ble to get If s he doesn t answer a call within twelve seconds it will automatically begin ringing at the back up station The No Ringing option is good for lobbies or conference rooms There are more All customizing involves the Controller which is a boxlike device mounted near the incoming telephone lines and the intercom 10 telephone set If you do not yet have a System Administrator in charge of ...

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Page 42: ... Copyright 1987 AT T All Rights Reserved Printed in USA 999 350 590 Issue 1 February 1987 ...

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