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103

Inter-Tel

Standard/Basic Endpoint User Guide

Voice Mail Flowchart

advanced mailbox 87

standard mailbox 105

Voice Mail Messages

canceling unheard messages 39

recording and sending 37

recovering deleted 36

Volume Levels 44

Waiting Calls   21
What the Administrators Can Do for You   90
What You See and Hear   11
Working in Hunt Groups   72
Wrap-Up Timer   74

Zones, Page 58

Summary of Contents for Basic Digital Endpoint

Page 1: ...Standard Display Endpoint User Guide Basic Digital Endpoint...

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 section on page 91 For sales service or t...

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: ...ence Calls 22 Transferring Calls 23 Using Reverse Transfer 24 Forwarding Calls 25 Redialing a Number 26 Displaying Information on Your Endpoint 27 Using a Headset 28 Using the Speaker and Microphone 2...

Page 12: ...eature Access 69 Requesting Agent Help 71 Working in Hunt Groups 72 USING E MAIL READER 75 Introduction 76 E Mail Reader Features 77 Using Your Advanced Mailbox 78 Setting Up Your E Mail Password 79 A...

Page 13: ...NTENTS PAGE Welcome 2 About This Guide 2 About Your Endpoint 3 Standard Display Endpoint 3 Basic Digital Endpoint 4 Feature Button Functions 5 Display 6 DSS BLF 7 About Voice Mail 7 Enterprise Messagi...

Page 14: ...ides you with a picture of your endpoint and includes general information designed to help you find what you need Getting Started This section includes basic endpoint and voice mail informa tion and p...

Page 15: ...ess to various telephone and voice mail fea tures Standard Display Endpoint SPKR MSG MUTE FWD CALL 1 CALL 2 CALL 3 CALL 4 IC DID CNF ANSWER OUTGOING HOLD SYS SPDL REDIAL TRANSFER 1 2 3 4 5 6 7 8 9 0 D...

Page 16: ...about the configuration ask your system administrator SPKR MSG MUTE FWD CALL 1 CALL 2 CALL 3 CALL 4 IC DND CNF ANSWER OUTGOING HOLD SYS SPDL REDIAL TRANSFER 1 2 3 4 5 6 7 8 9 0 DEF PRS TUV WXY ABC MNO...

Page 17: ...ace an outgoing call 19 CALL or LINE Press an unlit button or the flashing button Select an outside line or answer a call 19 20 Press Access an intercom call 17 Press unlit or lit Enable disable Do No...

Page 18: ...d time of calls current call costs error messages etc Because the display can only support 16 characters you may see a few abbreviations The most commonly used abbreviations are provided in the table...

Page 19: ...each 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...

Page 20: ...ail 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 9 The instructions fo...

Page 21: ...R can be enabled for standard voice mailboxes and advanced mail boxes see page 8 For more information about ASR see page 10 E Mail Reader E Mail Reader allows you to access voice e mail and fax mes sa...

Page 22: ...interpret 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...

Page 23: ...oint If the buttons 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...

Page 24: ...which 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 ver...

Page 25: ...alls 25 Manual Call Forwarding 25 Automatic System Forwarding 25 Redirect Call 26 Redialing a Number 26 Displaying Information on Your Endpoint 27 Date Time Name and Extension Number 27 Outside Party...

Page 26: ...r enabled you have an advanced mailbox See page 8 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 i...

Page 27: ...should 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 v...

Page 28: ...Say 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 yo...

Page 29: ...ne If you hear continuous ringing wait for the call to be answered The telephone system allows you to place a non handsfree call that will override handsfree mode on the extension you are calling If y...

Page 30: ...ven though the user already has a call in progress on the handset This feature is not available if your endpoint has the Ring Intercom Always feature enabled Receiving Intercom Calls Your endpoint can...

Page 31: ...ee page 40 for more information about DND mode Outside Calls With outside calls you can talk to people who aren t members of your telephone sys tem When you make an outside call however you must dial...

Page 32: ...lls To receive an outside call EITHER Lift the handset OR Press Depending on how your system is programmed you may be able to use one of the following methods instead of pressing Press the flashing CA...

Page 33: ...alls 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 endpoi...

Page 34: ...and hang up This removes your 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...

Page 35: ...eturn 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 connected to the transferred caller once the tran...

Page 36: ...m 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 number see page 7...

Page 37: ...mer Call Forward 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 endpo...

Page 38: ...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 program...

Page 39: ...Time Name and Extension Number You can temporarily display 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 Pr...

Page 40: ...a headset 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 fe...

Page 41: ...hile you 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...

Page 42: ...one will return to standard mode when you end the call There will be about one second of white noise while the speakerphone circuitry is cal ibrated to the call Both parties should avoid speaking duri...

Page 43: ...on an intercom call press and wait for the message center to answer To leave a silent message without placing an intercom call 1 Dial 2 Dial the desired extension number and hang up to leave a statio...

Page 44: ...tem 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: ...l only 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 m...

Page 46: ...s described 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 p...

Page 47: ...sion 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 t...

Page 48: ...messages 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...

Page 49: ...tone 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...

Page 50: ...tified 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 messag...

Page 51: ...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 Appe...

Page 52: ...inistrator 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 e...

Page 53: ...s 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 chara...

Page 54: ...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 mes sages display endpoints only 3 While the desired me...

Page 55: ...Destination 50 Changing the Message Search Order 51 Programming Remote Messaging 52 Speed Dialing 54 Station Speed Dial 54 System Speed Dial 56 Using Record A Call 57 Paging 58 Enabling Paging 58 Maki...

Page 56: ...al tone and speakerphone intercom dial tone NOTE To change each of these levels you must be using that feature For example if you want to change the speakerphone level for an intercom call you must be...

Page 57: ...ode 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 An...

Page 58: ...ayed 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 administrato...

Page 59: ...ons about using the advanced mailbox 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: ...x 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 sele...

Page 61: ...d 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...

Page 62: ...ine To change your fax destination number 1 Access your mailbox as described on page 32 2 Say Personal or press to select the Personal Options Menu 3 Say More or press for More Options 4 Say Number or...

Page 63: ...hange the message search order 1 Access your mailbox as described on page 32 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 t...

Page 64: ...program 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 connec...

Page 65: ...5 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...

Page 66: ...re 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 speed...

Page 67: ...nsion 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 aster...

Page 68: ...e 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 dial a Station Sp...

Page 69: ...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 Record A Call feature w...

Page 70: ...them 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 p...

Page 71: ...on you 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 72: ...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 will hear repeating double...

Page 73: ...urrent 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...

Page 74: ...the 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 T...

Page 75: ...MISS for missed calls Press RCV for received calls Press DL for dialed calls Press CLR to clear all Call Logging entries 3 Press the high low end of the Volume button to scroll through the entries Ca...

Page 76: ...thods to find contacts or features Intelligent Directory Search IDS or Basic Search see page 66 Enter a full or par tial name with the dialpad buttons to search for a contact or feature You can then c...

Page 77: ...JONES press This data entry method is similar to the text on nine keys T9 feature found on cell phones 3 Press the high low end of the Volume button to move alphabetically or numeri cally through the...

Page 78: ...rrespond to the letters printed on dialpad buttons 1 9 Press once to advance and twice to leave a space Press to backspace Change to numeric mode MSG button unlit Press the dialpad buttons to enter an...

Page 79: ...g the Previous say Previous or press and Next say Next or press options The directory lists are circular That is when the end of the list is reached the next name played will be the first name in the...

Page 80: ...that is played Say Previous or press to browse to the previous name in the list Say More or press to hear more information about the subscriber Say Next or press to browse to the next name in the lis...

Page 81: ...our 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 des...

Page 82: ...hange 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...

Page 83: ...feature while on a 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...

Page 84: ...n 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...

Page 85: ...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 ton...

Page 86: ...LOGGED 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...

Page 87: ...GE 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 Message...

Page 88: ...s are not repeated in this section See the following pages for common mailbox tasks Initializing your mailbox see page 14 Recording your personal greetings see page 15 Recording your voice mail direct...

Page 89: ...your 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 y...

Page 90: ...l 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...

Page 91: ...ord you must use the dialpad digits on your endpoint 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...

Page 92: ...x 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 prompt...

Page 93: ...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 of re...

Page 94: ...Say 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 dele...

Page 95: ...our mailbox 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...

Page 96: ...r 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 opti...

Page 97: ...r 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...

Page 98: ...below To change and save your 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 the Message E...

Page 99: ...and 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 Ti...

Page 100: ...88 Inter Tel Standard Basic Endpoint User Guide USING E MAIL READER...

Page 101: ...Tel Standard Basic Endpoint User Guide LEARNING MORE Learning More SECTION CONTENTS PAGE Introduction 90 What the Administrators Can Do for You 90 Frequently Asked Questions FAQs 91 Default Feature C...

Page 102: ...n settings 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 inc...

Page 103: ...Dial numbers You can however program up to ten Station Speed Dial numbers see page 54 Q4 How can I set the number of rings that are allowed before the call is sent to voice mail A4 Only your system a...

Page 104: ...tional information about entering your e mail password if E Mail Reader is enabled for your mailbox Q11 If my e mail password expires for my e mail client and I have to change it do I also have to upd...

Page 105: ...ture Some possi ble reasons include Your system software version may not support the feature Check with your sys tem administrator to see which software version your telephone system currently uses an...

Page 106: ...E 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 92...

Page 107: ...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 Call Logging 333 Conference 5 Change Langu...

Page 108: ...392 Queue Callback 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 R...

Page 109: ...97 Inter Tel Standard Basic Endpoint User Guide LEARNING MORE NOTES...

Page 110: ...98 Inter Tel Standard Basic Endpoint User Guide LEARNING MORE...

Page 111: ...25 making conference 22 making emergency 20 placing on hold 21 receiving non handsfree 18 receiving off hook voice announce 18 redirecting 19 returning to held caller 21 transferring 23 waiting for ca...

Page 112: ...Messages 81 E Mail Reader 9 79 Emergency Calls 20 Enabling automatic call answer 45 background music 45 call forwarding 25 cascade levels 53 do not disturb 41 enhanced speakerphone 30 group listen fea...

Page 113: ...p 72 Message center 31 search order 51 Message Button 31 Message Count and Type 32 Messages recording and sending voice mail messages 37 recovering deleted 85 using do not disturb 40 using reminder 42...

Page 114: ...ls 62 Search Order 51 Secondary Extension Buttons 60 Secondary Language 46 Selecting a Message Order 31 Selecting a Ring Tone 44 Sending Calls to Voice Mail 23 Sending Messages 37 Setting account code...

Page 115: ...x 87 standard mailbox 105 Voice Mail Messages canceling unheard messages 39 recording and sending 37 recovering deleted 36 Volume Levels 44 W Waiting Calls 21 What the Administrators Can Do for You 90...

Page 116: ...104 Inter Tel Standard Basic Endpoint User Guide...

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 8109 Issue 11 March 2006 A661 921 A...

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