Inter-Tel Analog Endpoint User Manual Download

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Inter-Tel

Analog Endpoint User Guide

US
ING

E-MA

IL REA

Using E-Mail Reader

SECTION CONTENTS

PAGE

Summary of Contents for Analog Endpoint

Page 1: ...Analog Endpoint User Guide...

Page 2: ......

Page 3: ...a single progress tone you must dial an account code before you can place your call ANSWERING AN INTERCOM OR OUTSIDE CALL EITHER Respond handsfree if enabled OR Lift the handset for privacy OR Press o...

Page 4: ...he voice mail extension To cancel call forwarding 1 Press 2 If you have a six line display endpoint press the FWD OFF menu button If you have a non display or two line display endpoint press or lift a...

Page 5: ...SING REVERSE TRANSFER CALL PICKUP 1 Lift the handset and dial 2 Dial the extension number where the call is ringing or holding ACCESSING YOUR MAILBOX NOTE If your voice mail system has Automatic Speec...

Page 6: ...ay Delete or press to delete the message from your mailbox 5 When the message has finished playing you have the following options Say Replay or press to replay the message from the beginning Say Reply...

Page 7: ...9 ACD Agent Wrap up Term 367 Message Silent 375 Agent Help Request 314 Microphone Mute 376 Agent Help Reject 7 Page 361 Automatic Intercom Access 325 Page Remove Replace 360 Automatic Line Access 397...

Page 8: ...optional second line message text see the dialpad character chart on the next page 4 Hang up To turn off Do Not Disturb Enter and hang up DO NOT DISTURB MESSAGES VACATION is replaced by HOLIDAY in Eur...

Page 9: ...and or specific software Some system features can only be accessed by an administrator For information about these features see the Frequently Asked Questions on page 89 For sales service or technical...

Page 10: ...working life For appro priate disposal and recycling instructions contact your local recycling authority or Inter Tel provider The Waste of Electrical and Electronic Equipment WEEE Directive 2002 96...

Page 11: ...lls 15 Placing Calls On Hold 19 Placing Conference Calls 20 Transferring Calls 21 Using Reverse Transfer 22 Forwarding Calls 23 Redialing a Number 24 Displaying Information on Your Endpoint 25 Using a...

Page 12: ...g 61 Using Directories 62 Programming Remote Feature Access 67 Requesting Agent Help 69 Working in Hunt Groups 70 USING E MAIL READER 73 Introduction 74 E Mail Reader Features 75 Using Your Advanced M...

Page 13: ...ing Your Way SECTION CONTENTS PAGE Welcome 2 About This Guide 2 About Your Endpoint 3 Feature Button Functions 3 Display 4 DSS BLF 5 About Voice Mail 5 Enterprise Messaging 7 Automatic Speech Recognit...

Page 14: ...rmation designed to help you find what you need Getting Started This section includes basic endpoint and voice mail informa tion and provides instructions on how to perform everyday tasks such as answ...

Page 15: ...he feature buttons do not match those described in this guide BUTTON IF YOU YOU CAN PG Press Answer a call 16 18 Press and dial the number Place an outgoing call 17 CALL LINE Press an unlit button or...

Page 16: ...ent call costs error messages voice mail prompts etc NOTE Not all analog endpoints have a display Because most displays can only support 16 characters you may see a few abbrevia tions The most commonl...

Page 17: ...h user or sub scriber 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 exte...

Page 18: ...system you also have access to advanced communication and messaging features such as E Mail Reader and Automatic Speech Recognition ARS For more information about EM see page 7 The instructions for ma...

Page 19: ...an be enabled for standard voice mailboxes and advanced mail boxes see page 6 For more information about ASR see page 8 E Mail Reader E Mail Reader allows you to access voice e mail and fax mes sages...

Page 20: ...pret a command Voice mail command words are shown on display endpoints If your endpoint has a display and you don t hear the command word when the prompt is announced look at the display for the appro...

Page 21: ...tons only light red either your endpoint does not have the green lamps or the system is not programmed to support the two lamp colors NOTE Your endpoint may be programmed to always use red lamps for c...

Page 22: ...ch software version your telephone system is using some of the features included in this guide may not be available for your endpoint Check with your system administrator to see which software version...

Page 23: ...orwarding Calls 23 Manual Call Forwarding 23 Automatic System Forwarding 23 Redirect Calls 24 Redialing a Number 24 Displaying Information on Your Endpoint 25 Date Time Name and Extension Number 25 Ou...

Page 24: ...led you have an advanced mailbox See page 73 for information and instructions about using E Mail Reader features Initializing Your Mailbox To access voice mail the first thing you need to do is initia...

Page 25: ...ld include the following information Whether 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 voice...

Page 26: ...Replay or press to replay the greeting Say Append or press add to the greeting and then press Say Erase or press to erase and re record the greeting Say Cancel or press to exit without changing your g...

Page 27: ...free mode on the extension you are calling If you use the Ring Intercom Always feature to always send non handsfree calls the called party must pick up the handset to answer the call To place a non ha...

Page 28: ...andset or press a button to answer the call To enable or disable your endpoint s handsfree answering feature With the handset in the cradle dial To receive an intercom call If the handsfree feature is...

Page 29: ...r system is programmed you may be able to use one of the following methods to select an outgoing line instead of pressing Dial the Outgoing Call feature code default is 8 Press an unlit CALL button if...

Page 30: ...With the telephone system you do not have to access an outside line by pressing to dial an emergency number To make an emergency call Dial A call is automatically placed to the preset emergency number...

Page 31: ...Transfer feature see page 22 System Hold places the call on hold in the system You can then pick up the call at any endpoint that has a flashing button for the call including the endpoint that placed...

Page 32: ...endpoint from the conference but leaves the other parties connected To add parties to the conference Do the following a Press This leaves the conference parties connected b Place a call to the party...

Page 33: ...ler NOTE If you are receiving a transferred call and the Transfer To Connect option is enabled for your endpoint you are automatically connected to the transferred caller once the transferring party h...

Page 34: ...ur endpoint you can pick up the call using another endpoint To answer a call ringing or holding at another endpoint 1 Lift the handset and dial 2 Dial the extension or hunt group number see page 70 wh...

Page 35: ...ard If Busy When your endpoint is busy all incom ing calls are forwarded without ringing at your endpoint Call Forward If No Answer or Busy All incoming calls are for warded if your endpoint is busy o...

Page 36: ...umber 3 Press 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...

Page 37: ...the system date and time your username and your extension number at any time To show the date and time display while on a call in DND etc Press and dial Outside Party s Name Number If you are currentl...

Page 38: ...adset 1 Unplug the coiled handset cord from the base of the endpoint Leave the hand set in the cradle 2 Insert the headset plug into the vacant handset jack 3 While on hook enter the Headset On featur...

Page 39: ...u use the handset or headset to continue speaking This allows other people to hear the caller while the caller can only hear you NOTE You cannot use this feature on a handsfree call You must be on a c...

Page 40: ...s and hang up To leave a voice mail message while on an intercom call Press and wait for the message center to answer To leave a silent message without placing an intercom call 1 Press 2 Dial the desi...

Page 41: ...announces the number of new and or saved messages that are in your mailbox The system also informs you if the mes sages are priority messages If E Mail Reader is enabled for your mailbox the media ty...

Page 42: ...ly 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 Also if you press a dialpad button at the main subscriber menu...

Page 43: ...escribed on page 29 2 If E Mail Reader is enabled for your mailbox say Voice Mail or press If E Mail Reader is not enabled for your mailbox skip this step 3 Select one of the following Say New or pres...

Page 44: ...or telephone number if the number is available If the user is not available you will have the option of leaving a voice mail message If the telephone number is not available you cannot reply to the m...

Page 45: ...ages To recover deleted voice mail messages 1 Access your mailbox as described on page 29 2 Say Options or press for Message Options 3 Say Recover or press to access undelete options 4 EITHER Say List...

Page 46: ...While recording you have the following options Press to pause while recording Say Continue or press to con tinue Press to erase and re record your message 5 When finished recording you can press to a...

Page 47: ...ed or press to mark the message certified When the recipient listens to the message you will receive a receipt notice Say Priority or press to mark the message priority This will place your message ah...

Page 48: ...box you are selecting Voice mail will tell you how many messages you have waiting at the mailbox and play them for you After each message you can Say Replay or press to replay the message Say Append o...

Page 49: ...trator will give you a list of the programmed DND messages For conve nience you should update the following default list Because the system DND message only uses one line of your display you can enter...

Page 50: ...nters FRIDAY When adjoin ing characters are located under the same button press once to advance to the next character For example 6 666 6632999 enters MONDAY Note that letters correspond to the letter...

Page 51: ...dle dial 2 EITHER Dial the desired two digit number for the message that you want OR Press or to scroll through the messages display endpoints only 3 While the desired message is displayed press 4 Ent...

Page 52: ...40 Inter Tel Analog Endpoint User Guide GETTING STARTED...

Page 53: ...ination 48 Changing the Message Search Order 49 Programming Remote Messaging 50 Speed Dialing 52 Station Speed Dial 52 System Speed Dial 54 Using Record A Call 55 Paging 56 Enabling Paging 56 Making P...

Page 54: ...evels you must be using that feature For example if you want to change the speakerphone level for an intercom call you must be on a handsfree intercom call ALSO If your endpoint does not have volume b...

Page 55: ...switch between keymaps when your endpoint is idle With the handset in the cradle dial To switch between keymaps during a call Press and dial Enabling Automatic Call Answer The Automatic Call Answer f...

Page 56: ...in Japanese NOTE You can only use the secondary language voice mail prompts if they are loaded on the system By default all endpoints are set for the primary language See your system administrator to...

Page 57: ...bout using E Mail Reader features Changing Your Mailbox Password Your password prevents unauthorized access to your mailbox When you first initial ize your mailbox you are prompted to change your pass...

Page 58: ...ssage envelopes To change your voice mail message envelope 1 Access your mailbox as described on page 29 2 Say Personal or press to select the Personal Options Menu 3 Say Envelope or press to select t...

Page 59: ...lls 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 You can choose whether or not to accept the...

Page 60: ...To change your fax destination number 1 Access your mailbox as described on page 29 2 Say Personal or press to select the Personal Options Menu 3 Say More or press for More Options 4 Say Number or pre...

Page 61: ...e the message search order 1 Access your mailbox as described on page 29 2 Say Personal or press to select the Personal Options Menu 3 Say More or press for More Options 4 Say Order or press for the M...

Page 62: ...f you want to be paged when you receive a voice mail message from 5 10 PM on weekdays you can set up a primary cascade If you also want to receive pages for messages marked priority on the weekends yo...

Page 63: ...e times with two digits for the hour and two digits for the minutes e g 0900 9 00 If entering the time in 12 hour for mat Say AM or press for AM Say PM or press for PM NOTE For 24 hour notification pr...

Page 64: ...uttons you can program them as speed dial buttons for one touch dialing To use a speed dial button you must Store the number in a speed dial location Program an available feature button as a speed dia...

Page 65: ...number or telephone number to be stored as described below Numeric mode Message button unlit Enter the number NOTE You cannot use hyphens or colons in the number If your number includes an asterisk po...

Page 66: ...Dial buttons are programmed 1 With the handset in the cradle dial 2 Press the desired Station Speed Dial button The name or number is displayed 3 Press to exit Dialing Station Speed Dial Numbers To d...

Page 67: ...ilbox message NOTE The Record A Call feature remains active after the other party hangs up This allows you to append the recorded call with your own message To use the Record A Call feature while on a...

Page 68: ...below for your convenience Enabling Paging You can enable or disable page receiving for your endpoint by using the Page Remove Replace feature code If your endpoint is assigned to more than one page...

Page 69: ...can combine the feature button and Station Speed Dial functions to program a feature button to dial an outside num ber NOTE You cannot program secondary extension buttons as feature buttons see page...

Page 70: ...sfer a call to the extension that the DSS button is programmed for by pressing the button once and hanging up For transferred calls that are forwarded to voice mail you will hear repeating double tone...

Page 71: ...nt secondary extension button assignment s 1 With the handset in the cradle dial 2 Press the secondary extension button s you want displayed To assign a primary extension to a secondary extension butt...

Page 72: ...count code is not immediately accepted press To set an account code for all calls placed from your endpoint Dial and then the account code If the account code is not immediately accepted press This co...

Page 73: ...press to scroll backward 1 Dial 2 Select one of the following options Press MISS for missed calls Press RCV for received calls Press DL for dialed calls Press CLR to clear all Call Logging entries 3...

Page 74: ...t Directory Search IDS or Basic Search see page 64 Enter a full or par tial name with the dialpad buttons to search for a contact or feature You can then con tact the person or access the feature by d...

Page 75: ...Press the high low end of the volume button to move alphabetically or numeri cally through the directory If the endpoint does not have a volume button or arrow menu buttons you will not be able to scr...

Page 76: ...vance and twice to leave a space Press to backspace Change to numeric mode Message button unlit Press the dialpad buttons to enter an extension number Press to backspace 4 Press to begin the search If...

Page 77: ...oining characters are under the same button press to advance to the next character For example 5666 66337777 enters JONES The character available depends on the software version To use the dialpad but...

Page 78: ...Say Next or press to browse to the next name in the list Say New or press to search for a new name Say Cancel or press to exit the directory 5 If more than 10 matches are located the system prompts yo...

Page 79: ...convenience a pocket sized guide of the Remote Feature Access is located in the front of this guide Remote Access Password Before you use Remote Feature Access you should program a password as describ...

Page 80: ...e the station password using Remote Programming a Enter b Enter the new password followed by c Enter the new password again for verification followed by To turn on DND a Enter b Enter the message numb...

Page 81: ...call 1 Press and dial If you hear repeating tones the Agent Help feature is not available at your endpoint you already have four parties in your call not enough system circuits are currently availabl...

Page 82: ...D that distributes the hunt group calls equally among the available members These hunt group members are referred to as agents who log in to the ACD hunt group to receive calls and log out to halt ACD...

Page 83: ...in to all of your ACD hunt groups at once The display shows AGENT LOGIN AGENT ID NOTE If you entered an invalid hunt group number the display shows NOT AN ACD HUNT GROUP and you hear repeating tones 3...

Page 84: ...GED OUT OF ALL ACDS and you hear a confir mation tone OR With or without the handset lifted dial One of the following dis plays will appear If you were logged in to only one hunt group the display sho...

Page 85: ...ntroduction 74 E Mail Reader Features 75 Using Your Advanced Mailbox 76 Setting Up Your E Mail Password 77 Accessing E Mail Messages 79 Using Main Menu E Mail Reader Count 81 Accessing Fax Messages 82...

Page 86: ...e not repeated in this section See the following pages for common mailbox tasks Initializing your mailbox see page 12 Recording your personal greetings see page 13 Recording your voice mail directory...

Page 87: ...e mail according to the envelope options that you set see page 84 Then after the envelope is played E Mail Reader reads the text in the body of the message Once you have listened to your e mail you c...

Page 88: ...x and e mail messages you have in your mailbox You can choose which type of message you want to access by selecting voice mail fax or e mail from the main subscriber menu Main menu options include the...

Page 89: ...ialpad buttons on your end point to set up your e mail password When setting up your password the number of times you press a button determines which character is entered as shown in the table on the...

Page 90: ...sages and gives you the following options Say Continue or press to access your mailbox without access to your e mail messages Say Password or press to enter your new e mail password 2 When prompted en...

Page 91: ...elect the reply option you are prompted to record a message and your reply is sent as an attachment in the form of a wav file If the e mail has multiple recipients you have the option of replying to j...

Page 92: ...Forward or press to skip ahead Say Lower or press to lower the volume Say Envelope or press to play the message envelope Say Higher or press to raise the volume Say Delete Message or press to delete t...

Page 93: ...ox before you can listen to your messages The voice prompt that indicates the number of e mail and fax messages is the Main Menu E Mail Reader Count option Voice mail message prompts are not included...

Page 94: ...x messages Then select one of the following Say New or press to listen to new messages Say Saved or press to listen to saved messages 3 After the fax envelope is played you have the following options...

Page 95: ...ilbox as described on page 29 2 Say Options or press for Message Options 3 Say Recover or press to access undelete options 4 Specify which media type you would like to recover Your options are Say Voi...

Page 96: ...w To change and save your message envelope 1 Access your mailbox as described on page 29 2 Say Personal or press to select the Personal Options Menu 3 Say Envelope or press to select the Message Envel...

Page 97: ...Exit Hang Up 1 2 3 Record Greeting Primary Greeting Alternate Greeting System Greeting See Recording Options Record Directory Name See Recording Options Record Password Change Envelope Settings Time D...

Page 98: ...86 Inter Tel Analog Endpoint User Guide USING E MAIL READER...

Page 99: ...nter Tel Analog Endpoint User Guide LEARNING MORE Learning More SECTION CONTENTS PAGE Introduction 88 What the Administrators Can Do for You 88 Frequently Asked Questions FAQs 89 Default Feature Codes...

Page 100: ...ttings associated with your endpoint The types of administrators that can help you with your endpoint voice mail are as follows System Administrator Performs certain telephone system functions includi...

Page 101: ...eed Dial numbers You can however program up to ten Station Speed Dial numbers see page 52 Q4 How can I set the number of rings that are allowed before the call is sent to voice mail A4 Only your syste...

Page 102: ...e your e mail password you will be prompted to update it for E Mail Reader See page 77 for additional information about entering your e mail password Q12 Why don t I have e mail and fax messages in my...

Page 103: ...restrictions for your system Your system administrator may not have enabled the feature for your endpoint Your system administrator may have programmed your endpoint to block the fea ture Q16 If I nee...

Page 104: ...NE ACCESS CODES These defaults may differ depending on the software version EXTENSION NUMBERS ACCESS CODE NAME ACCESS CODE NEW CODE Select Line Group 1 208 92001 92208 Automatic Route Selection 92000...

Page 105: ...ne 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 Call Logging 333 Conference 5 Change Languag...

Page 106: ...Request 6 Record A Call 385 Redial 380 Redirect Call 331 Reminder Message 305 Reminder Message Cancel 306 Remote Programming 359 Reverse Transfer Call Pick Up 4 Review Buttons 396 Ring Intercom Always...

Page 107: ...95 Inter Tel Analog Endpoint User Guide LEARNING MORE NOTES...

Page 108: ...96 Inter Tel Analog Endpoint User Guide LEARNING MORE...

Page 109: ...all Logging 61 Call Pick Up Reverse Transfer 22 Call Waiting 18 Callbacks 15 Calls forwarding 23 making conference 20 making emergency 18 placing on hold 19 receiving 16 receiving off hook voice annou...

Page 110: ...ondary extension button assignments 58 speed dial assignments 54 speed dial button assignments 54 Displays 4 Distributing Calls 70 Do Not Disturb 37 Dropping Out of Conference Calls 20 DSS buttons 58...

Page 111: ...9 Mailbox Preferences 45 Main Menu E Mail Reader Count 81 Making Emergency Calls 18 Making Pages 56 Manual Call Forwarding 23 Message button 28 center 28 search order 49 Message Count and Type 29 Mess...

Page 112: ...age 39 Requesting Agent Help 69 Responding to a Waiting Call 18 Responding to Agent Help 69 Retrieving Messages 28 Returning Endpoint Buttons to Default 44 Returning Endpoint to Default 44 Returning F...

Page 113: ...n buttons 58 speaker and microphone 27 voice mail messages 30 V Viewing Speed Dial Numbers 54 Voice Mail administrator 5 options 45 Voice Mail Flowchart advanced mailbox 85 standard mailbox 103 Voice...

Page 114: ...102 Inter Tel Analog Endpoint User Guide...

Page 115: ...nter Time of Day Set Days of Week Weekdays All Days Individual Day 1 7 Select Message Category All Messages Priority Messages 1 1 2 3 2 3 1 2 3 4 1 2 REMOTE MESSAGING New Messages Saved Messages 1 2 M...

Page 116: ...Part No 550 8110 Issue 10 March 2006 A661 9221A...

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