Inter-Tel AXXESS 8662 User Manual Download

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Inter-Tel

Model 8662 User Guide (ITP Mode)

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Using E-Mail Reader

SECTION CONTENTS

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Summary of Contents for AXXESS 8662

Page 1: ...Model 8662 User Guide Inter Tel Protocol Mode...

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: ...can only be accessed by an administrator For information about these features see the Frequently Asked Questions section on page 91 For sales service or technical support contact your local authorize...

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: ...ce Mail 15 Making and Receiving Calls 18 Placing Calls On Hold 22 Placing Conference Calls 23 Transferring Calls 24 Using Reverse Transfer 25 Forwarding Calls 26 Redialing a Number 28 Displaying Infor...

Page 12: ...g 62 Using Directories 63 Programming Remote Feature Access 68 Requesting Agent Help 70 Working in Hunt Groups 71 USING E MAIL READER 75 Introduction 76 E Mail Reader Features 77 Using Your Advanced M...

Page 13: ...e 2 About Your Endpoint 3 Feature Button Functions 4 Liquid Crystal Display and Menu Buttons 5 Message Indicator Lamp 6 Power Requirements 6 Endpoint Connectors 7 Software and Firmware Updates 7 About...

Page 14: ...Tel telephone system To help you find information more quickly this guide is divided into five sep arate sections as indicated by the tabs These sections include the following Finding Your Way This s...

Page 15: ...iquid Crystal Display LCD menu buttons Allow you to scroll through dis plays and make selections based on the active feature The photo below displays the external components of the endpoint NOTE This...

Page 16: ...a call on hold 22 Press an unlit button or the flashing button Select an outside line or answer a call 20 21 Press Access an intercom call 19 Press Mute the microphone 30 Press unlit or lit Enable di...

Page 17: ...e such as DO NOT DISTURB you can press the button on either side Because the display can only support 16 characters you may see a few abbreviations The most commonly used abbreviations are provided in...

Page 18: ...r supply unit make sure it is compatible with your end point The following individual power supply units are compatible with the Model 8662 Inter Tel Power Supply Unit Part Number 806 1114 806 1117 in...

Page 19: ...Updates Your endpoint comes pre installed with Inter Tel provided firmware that allows it to communicate with the telephone system Firmware is software that is embedded in a hardware device e g your...

Page 20: ...t and all connected devices lose connectivity with the network for approximately 10 20 seconds ABOUT VOICE MAIL Voice mail is an application that is part of the Inter Tel voice processing system Using...

Page 21: ...l 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 10 The instructions for...

Page 22: ...can be enabled for standard voice mailboxes and advanced mail boxes see page 9 For more information about ASR see page 11 E Mail Reader E Mail Reader allows you to access voice e mail and fax mes sag...

Page 23: ...terpret 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 ap...

Page 24: ...and try again Your telephone system may be programmed for one or two dial tones Systems with two dial tones have one for intercom calls and one for outside calls Many features time out if you wait too...

Page 25: ...o an Outside Number 24 Using Reverse Transfer 25 Forwarding Calls 26 Manual Call Forwarding 26 Automatic System Forwarding 27 Redirect Calls 27 Redialing a Number 28 Displaying Information on Your End...

Page 26: ...to secure the position of the endpoint ADJUSTING YOUR ENDPOINT S LCD CONTRAST Your Model 8662 has a feature that allows you to adjust the LCD contrast This fea ture is only available when the endpoin...

Page 27: ...you need to do is initialize your mailbox This allows you to change the default password for your mailbox record your name for the company directories and listen to the voice mail introduction To init...

Page 28: ...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 mail say Operator or press to return to the operator The following are s...

Page 29: ...y 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...

Page 30: ...es through handsfree to an endpoint s speaker speak after you hear a double tone If you hear continuous ringing wait for the call to be answered The telephone system allows you to place a non handsfre...

Page 31: ...To cancel the queue request before the callback press Receiving Intercom Calls Your endpoint can receive both intercom and non handsfree intercom calls If the handsfree feature is enabled on your end...

Page 32: ...utside call 1 With or without the handset lifted press or the OUTGOING menu button 2 Dial the desired number NOTE If you see a request for an account code and hear a single beep you must dial an accou...

Page 33: ...ad of answering a ringing call you can redirect it by pressing one of the fol lowing menu buttons SEND TO V MAIL Sends the call directly to your voice mailbox You will not see this option if you do no...

Page 34: ...all See page 40 for more information about DND PLACING CALLS ON HOLD 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...

Page 35: ...nd hang up This removes your endpoint from the conference but leaves the other parties connected To add parties to the conference a Press the ADD PARTY menu button This leaves the conference parties c...

Page 36: ...ransfer is refused press the flashing button to return to the caller NOTE If you are receiving a transferred call and the Transfer To Connect option is enabled for your endpoint you are automatically...

Page 37: ...your 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 see page 71 number...

Page 38: ...ator can adjust this timer BUSY When your endpoint is busy all incoming calls are forwarded with out ringing at your endpoint NO ANSWER BUSY All incoming calls are forwarded if your endpoint is busy o...

Page 39: ...forward any call that is ringing on your end point without having to answer the call NOTE You cannot redirect calls to an extension that is in DND or to a restricted out side number To redirect a call...

Page 40: ...electing a line press The number is dialed If there is no redial number available the display shows NO NUMBER TO DIAL DISPLAYING INFORMATION ON YOUR ENDPOINT Your Model 8662 has two lines of display w...

Page 41: ...ndset in the cradle dial Headset On feature code or dial Headset On Off feature code The display shows HEADSET MODE ON NOTE If using a headset press to connect and disconnect calls To disconnect a hea...

Page 42: ...r With the Group Listen feature you can transmit a conversation over the speaker while you use the handset or headset to continue speaking This allows other people to hear the caller while the caller...

Page 43: ...all Press or the LEAVE MESSAGE menu button and wait for the message center to answer To leave a silent message without placing an intercom call 1 Press and then the LEAVE MESSAGE menu button 2 Dial th...

Page 44: ...em 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...

Page 45: ...nly 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 46: ...on page 32 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 press to lis...

Page 47: ...on 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...

Page 48: ...ssages To recover deleted voice mail messages 1 Access your mailbox as described on page 32 2 Say Options or press for Message Options 3 Say Recover or press to access undelete options 4 EITHER Say Li...

Page 49: ...ne 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...

Page 50: ...fied 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...

Page 51: ...he mailbox 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 A...

Page 52: ...D message only uses one line of your display you can enter a second line of text up to 16 characters For example if you select 03 IN MEETING UNTIL as your first line of text you can enter 3 30 as your...

Page 53: ...a button is pressed determines which character is entered For example 33377744432999 enters FRIDAY When adjoining characters are located under the same button press once to advance to the next charact...

Page 54: ...cradle dial 2 EITHER Dial the desired two digit number for the message that you want OR Press the high or low end of the volume button to scroll through the messages 3 While the desired message is di...

Page 55: ...stination 50 Changing the Message Search Order 50 Programming Remote Messaging 51 Speed Dialing 53 Station Speed Dial 53 System Speed Dial 55 Using Record A Call 56 Paging 57 Enabling Paging 57 Making...

Page 56: ...you must be using that feature For example if you want to change the outside call volume level you must be on an outside call To change a volume level Press the high end of the volume button to increa...

Page 57: ...e code To 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...

Page 58: ...rs are not supported on this endpoint model 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 S...

Page 59: ...s about 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 p...

Page 60: ...message envelopes To change your voice mail message envelope 1 Access your mailbox as described on page 32 2 Say Personal or press to select the Personal Options Menu 3 Say Envelope or press to select...

Page 61: ...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 You can choose whether or not to accept t...

Page 62: ...in your mailbox they are available for you to access in the order you specify The search order can be config ured as first in first out or last in first out NOTE If E Mail Reader is enabled for your m...

Page 63: ...ogram voice mail to call you when your mailbox receives new voice mail messages Using a cascade a series of up to nine telephone numbers voice mail will call each number until it successfully connects...

Page 64: ...Say Days or press Then select one of the following Say Weekdays or press for Monday Friday Say Days or press for all days Say Day or press to select individual days You are prompted to say or press n...

Page 65: ...ure buttons 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 spee...

Page 66: ...the extension number or telephone number to be stored as described below Numeric mode Message button and lamp unlit Enter the number NOTE You cannot use hyphens or colons in the number If your number...

Page 67: ...With the handset in the cradle dial 2 Press the desired Station Speed Dial button The name and number will be dis played 3 Press or to exit Dialing Station Speed Dial Numbers To dial a Station Speed D...

Page 68: ...ge just as you would any other mailbox 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...

Page 69: ...a specific page zone If you do not know which page zone is programmed for this button ask your sys tem administrator Enabling Paging You can enable or disable page receiving for your endpoint by using...

Page 70: ...an combine the feature button and Station Speed Dial functions to program a feature but ton to dial an outside number NOTE You cannot program secondary extension buttons as feature buttons see Pro gra...

Page 71: ...the button once You can transfer 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 wi...

Page 72: ...ay the current 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 ex...

Page 73: ...e account 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 Thi...

Page 74: ...ton for dialed calls Press or the CLEAR CALL LOGS menu button to clear all Call Logging entries 3 Press the and menu buttons or the high low end of the Volume button to scroll through the entries Call...

Page 75: ...nter 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 dialing the number or pressing a button NOTE The sear...

Page 76: ...JONES press This data entry method is similar to the text on nine keys T9 feature found on cell phones 3 Press the and menu buttons or the high low end of the Volume button to move alphabetically or n...

Page 77: ...next charac ter Press twice to enter a space Press to backspace To Remain in alphanumeric mode Message button and lamp lit Press the dialpad buttons to enter the desired characters To Change to numeri...

Page 78: ...me is played say Yes or press to select it If the system locates more than 10 matches you can either browse the list using the options mentioned above or filter the list by responding to the filtering...

Page 79: ...or press to hear more information about the subscriber 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...

Page 80: ...r 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 descr...

Page 81: ...hange the station password using Remote Programming a Dial b Enter the new password followed by c Enter the new password again for verification followed by To turn on DND a Dial b Enter the message nu...

Page 82: ...er parties on the call To use the Agent Help feature while on a call 1 Press and dial If you hear repeating tones the Agent Help fea ture is not available at your endpoint you already have four partie...

Page 83: ...ACD 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 A...

Page 84: ...log 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 to...

Page 85: ...OGGED 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 s...

Page 86: ...74 Inter Tel Model 8662 User Guide ITP Mode MOVING ON...

Page 87: ...Introduction 76 E Mail Reader Features 77 Using Your Advanced Mailbox 78 Setting Up Your E Mail Password 79 Accessing E Mail Messages 81 Using Main Menu E Mail Reader Count 83 Accessing Fax Messages...

Page 88: ...are not repeated in this section See the following pages for common mailbox tasks Initializing your mailbox see page 15 Recording your personal greetings see page 16 Recording your voice mail director...

Page 89: ...ur e mail according to the envelope options that you set see page 86 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...

Page 90: ...fax 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 t...

Page 91: ...you must use the dialpad 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 i...

Page 92: ...messages 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...

Page 93: ...ient When you select 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 o...

Page 94: ...y 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...

Page 95: ...lbox 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 include...

Page 96: ...fax 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 option...

Page 97: ...mailbox as described on page 32 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 V...

Page 98: ...ange and save your message envelope 1 Access your mailbox as described in Mailbox Access on page 32 2 Say Personal or press to select the Personal Options Menu 3 Say Envelope or press to select the Me...

Page 99: ...d 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...

Page 100: ...88 Inter Tel Model 8662 User Guide ITP Mode USING E MAIL READER...

Page 101: ...er Tel Model 8662 User Guide ITP Mode LEARNING MORE Learning More SECTION CONTENTS PAGE Introduction 90 What the Administrators Can Do for You 90 Frequently Asked Questions FAQs 91 Default Feature Cod...

Page 102: ...ettings 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 includ...

Page 103: ...see page 53 Q3 How can I set the number of rings that are allowed before the call is sent to voice mail A3 Only your system administrator can change the number of rings Q4 How do I change the time and...

Page 104: ...ur e mail password you will be prompted to update it for E Mail Reader See page 79 for additional information about entering your e mail password Q12 Why don t I have e mail and fax messages in my mai...

Page 105: ...ay not support the feature Check with your sys tem administrator to see which software version your telephone system currently uses and if there are any features restrictions for your system Your syst...

Page 106: ...LINE 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 9200...

Page 107: ...d 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 Change Language 301 Conference 5 Default Station 3...

Page 108: ...d 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 On Off 377 Rin...

Page 109: ...97 Inter Tel Model 8662 User Guide ITP Mode LEARNING MORE NOTES...

Page 110: ...98 Inter Tel Model 8662 User Guide ITP Mode LEARNING MORE...

Page 111: ...rgency 21 picking up reverse transferring 25 placing a non handsfree 18 placing on hold 22 receiving 19 21 receiving non handsfree 19 returning to a held caller 22 waiting for called endpoint 19 Camp...

Page 112: ...erence 23 E E Mail Messages 81 E Mail Reader 10 79 Emergency Calls 21 Enabling account codes 61 automatic call answer 45 background music 45 cascade levels 52 do not disturb 40 group listen feature 30...

Page 113: ...es 57 Making and Receiving Calls 18 Making Emergency Calls 21 Manual Call Forwarding 26 Members Hunt Group 71 Menu Button 5 Menu Buttons 5 Message button 31 indicator lamp 6 search order 50 Message Co...

Page 114: ...ll Pickup 25 Ring Intercom Always 18 Ring Types 44 S Saving the Last Number Dialed 28 Saving Volume Levels 44 Screening Calls 61 Search Order 50 Secondary Extension Button Assignments 59 Secondary Lan...

Page 115: ...nistrator 8 messages 19 Voice Mail Flowchart advanced mailbox 87 standard mailbox 105 Voice Mail Messages 34 recording and sending 37 recovering deleted 36 Volume Levels 44 W Waiting Calls 22 What the...

Page 116: ...104 Inter Tel Model 8662 User Guide ITP Mode...

Page 117: ...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 118: ...Part No 550 8117 Issue 11 March 2006 A661 9228A...

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