Inter-Tel Basic Digital Phone User Manual Download

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GETTING S

AR
TE
D

Eclipse Associate Display and Basic Digital Phone User Guide

Getting Started

SECTION CONTENTS

PAGE

Introduction   . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 10
Initializing Your Mailbox   . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 10
Making and Receiving Calls  . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 11

Intercom Calls  . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .   11
Outside Calls  . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .   14
Emergency Calls  . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .   15
Call Waiting  . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .   15

Placing Calls On Hold  . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 16
Placing Conference Calls  . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 17
Transferring Calls   . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 18

To Another Extension. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .   18
To Voice Mail . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .   18
To an Outside Number . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .   18
To Pick Up (Reverse Transfer) a Call  . . . . . . . . . . . . . . . . . . . . . . .   18

Forwarding Calls . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 19

Manual Call Forwarding . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .   19
Redirect Call. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .   20
Automatic System Forwarding . . . . . . . . . . . . . . . . . . . . . . . . . . . . .   20

Redialing a Number . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 21
Displaying Information on Your Phone . . . . . . . . . . . . . . . . . . . . . . . . . 22

Date, Time, Name, and Extension Number . . . . . . . . . . . . . . . . . . . 22
Outside Party’s Name/Number. . . . . . . . . . . . . . . . . . . . . . . . . . . . . 22

Using a Headset . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 23
Using the Speaker and Microphone . . . . . . . . . . . . . . . . . . . . . . . . . . . . 24

Mute Key  . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .   24
Group Listen Using the Speaker  . . . . . . . . . . . . . . . . . . . . . . . . . . .   24
Enhanced Speakerphone Mode. . . . . . . . . . . . . . . . . . . . . . . . . . . .   25

Using the Message Key . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 25

Leaving Messages . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 26
Retrieving Messages . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 26

Accessing Your Mailbox . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 27
Using Voice Mail Messages . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 28

Listening to Messages . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .   28
Undeleting Messages. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .   30
Sending Messages. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .   31
Canceling Unheard Messages . . . . . . . . . . . . . . . . . . . . . . . . . . . . .   32

Using Do-Not-Disturb Mode . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 33
Using Reminder Messages . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 35

Summary of Contents for Basic Digital Phone

Page 1: ...User Guide Associate Display Phone and Basic Digital Phone...

Page 2: ......

Page 3: ...INTERCOM CALL To answer an intercom call that comes in through your speakerphone EITHER Respond handsfree OR Lift the handset for privacy To answer a ringing non handsfree intercom call EITHER Lift t...

Page 4: ...OTHER EXTENSION 1 Press 2 Dial the desired extension number 3 Wait for an answer announce the call and then hang up If the number is busy there is no answer or the transfer is refused press the flashi...

Page 5: ...nu key PLACING CONFERENCE CALLS 1 While on the first call press The call is now on hold 2 Place an intercom or outside call then press the flashing to place the call on hold If necessary repeat this s...

Page 6: ...he volume Press to save the new message in your mailbox Press to delete the message from your mailbox 3 When the message has finished playing you have the following options Press to replay the message...

Page 7: ...ivery Options Cancel Skip to End Send Message and Exit CODE FEATURE NAME CODE FEATURE NAME 391 Account Code All Calls 324 Hunt Group Remove Replace 390 Account Code Optional 365 Message 326 ACD Agent...

Page 8: ...ow 3 If desired enter the optional second line message text see keypad character chart on next page 4 Hang up To turn off Do Not Disturb Enter and hang up Do Not Disturb Messages Keypad Key Characters...

Page 9: ...21 Displaying Information on Your Phone 22 Using a Headset 23 Using the Speaker and Microphone 24 Using the Message Key 25 Accessing Your Mailbox 27 Using Voice Mail Messages 28 Using Do Not Disturb M...

Page 10: ...Agent Help 62 Working in Hunt Groups 63 LEARNING MORE 67 Introduction 68 What the Administrators Can Do for You 68 Frequently Asked Questions FAQ 69 Default Feature Codes 71 INDEX 75 For sales service...

Page 11: ...igital Phone User Guide Finding Your Way SECTION CONTENTS PAGE Welcome 2 About This Guide 2 About Your Phone 3 Associate Display Phone 3 Basic Digital Phone 4 Feature Key Functions 5 Display 6 Message...

Page 12: ...s guide It includes figures and general information designed to help you find what you need Getting Started If you need to make a call this is the section for you It not only includes basic phone and...

Page 13: ...s Allow you to enter numbers and letters Feature Keys Provide quick access to various phone and voice mail features Associate Display Phone NOTE The keys are shown as they appear in the default config...

Page 14: ...Phone NOTE The keys are shown as they appear in the default configuration yours may have been programmed differently HEARING AID COMPATIBLE HAC HANDSET FEATURE KEYS 12 KEY PUSHBUTTON KEYPAD HANDSFREE...

Page 15: ...Press OUTGOING and dial the number Place an outgoing call 14 CALL Press an unlit key or the flashing key Select an outside line or answer a call 14 15 IC Press IC Access an intercom call 11 DND Press...

Page 16: ...mes it may display reminder messages Do Not Disturb DND messages numbers dialed call sources elapsed time of calls current call costs error messages etc NOTE Not all Associate Phones have a display AL...

Page 17: ...ted mailbox that does not corre spond to an extension Unassociated mailboxes are typically used for agents or other personnel who don t have a permanent office With your voice mailbox you can use pers...

Page 18: ...Some phone models have red green lamps in the feature keys Green indicates a call is ringing holding or active on your phone Red means the call is on another phone If the keys only light red either yo...

Page 19: ...18 Forwarding Calls 19 Manual Call Forwarding 19 Redirect Call 20 Automatic System Forwarding 20 Redialing a Number 21 Displaying Information on Your Phone 22 Date Time Name and Extension Number 22 Ou...

Page 20: ...t the voice mail extension number is check with your System Administrator 2 Press to identify yourself as a subscriber 3 Enter your mailbox number and default password NOTE Your mailbox number is your...

Page 21: ...sk your System Administrator for a list of extensions Placing Intercom Calls To place an intercom call 1 With or without the handset lifted dial an extension number 2 If your call goes through handsfr...

Page 22: ...l not go through This allows you to talk to the phone user on his or her handsfree speakerphone even though the user already has a call in progress on the handset This feature is not available if your...

Page 23: ...you may talk handsfree with the caller through the speak erphone The caller on the handset will be able to hear both you and the party on the speakerphone To block the call from coming through the spe...

Page 24: ...ng methods to select an outgoing line instead of pressing the OUTGOING key Dial the Outgoing Call feature code default is 8 Press an unlit CALL key Dial a Select Line Group feature code the defaults a...

Page 25: ...t have to access an outside line press OUT GOING to dial an emergency number To make an emergency call Dial A call is automatically placed to the preset emergency number Call Waiting If you receive a...

Page 26: ...ickup Reverse Transfer feature see page 18 System Hold places the call on hold in the system You can then pick up the call at any phone that has a flashing key for the call including the phone that pl...

Page 27: ...nce Press the flashing CNF key and hang up This removes your phone from the conference but leaves the other parties connected To add additional parties to the conference Do the following a Press the f...

Page 28: ...ed to the transferred caller once the transferring party hangs up If this option is disabled you must press a CALL key to answer the transferred call To Voice Mail 1 Press TRANSFER 2 Dial the voice ma...

Page 29: ...ing calls are for warded without ringing at your phone or NO ANSWER Call Forward If No Answer All incoming calls are forwarded if they are not answered before a timer expires NOTE Only the System Admi...

Page 30: ...a restricted out side number To redirect a call to an extension number 1 Press SPCL and dial 2 Dial the extension number To redirect a call to an outside telephone number 1 Press SPCL and dial 2 Enter...

Page 31: ...Last Number Dialed feature if enabled With or without the handset lifted press REDIAL A line is selected automatically and the number is dialed To use the Last Number Saved feature if enabled To save...

Page 32: ...apply to the Basic Digital Phone Date Time Name and Extension Number You can temporarily display the system date and time your user name and your extension number at any time To show the date and time...

Page 33: ...ct a headset 1 Unplug the coiled handset cord from the base of the phone Leave the handset in the cradle 2 Insert the headset plug into the vacant handset jack 3 While on hook enter the Headset On fea...

Page 34: ...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 can only hear you NOTE You cann...

Page 35: ...low the other phone to enter enhanced speakerphone mode Also on some long distance calls the outside party may hear his or her own echo when speaking to a Digital Phone If the amount of echo is object...

Page 36: ...s the flashing MSG key A call is automatically placed to the phone or message center that left the message See the following section for informa tion about accessing your mailbox To select the message...

Page 37: ...ay one of the following messages Mailbox almost full or full If your mailbox is full no new messages can be received until you delete waiting or saved messages Message count The system tells you how m...

Page 38: ...s your mailbox as described on page 27 2 EITHER Press to listen to your new messages OR Press to listen to your saved messages 3 While you are listening to a message you can use the following options...

Page 39: ...sage Press to make a return call Your call will be transferred automati cally to the caller s extension or telephone number if available If the extension number is not available you will have the opti...

Page 40: ...cribed on page 27 2 Press for Message Options 3 Press to access undelete options Your options are Press to listen to your deleted messages and choose which ones to delete or recover After each message...

Page 41: ...ss to erase and re record your message Press to use the special delivery options You can then use one or more of the following options Press to mark the message private This prevents the recipient fro...

Page 42: ...ress 4 When prompted enter the number of the mailbox containing the unheard mes sage 5 Press to confirm the mailbox you are selecting Voice mail will tell you how many messages you have waiting at the...

Page 43: ...er or System Administrator will give you a list of the programmed DND messages For convenience you should update the following default list Because the system DND message only uses one line of your di...

Page 44: ...acters Note that letters correspond to the letters printed on the keys The number of times a key is pressed deter mines which character is entered For example 33377744432999 enters FRIDAY When adjoini...

Page 45: ...rupt but do not affect programming Your phone system can have up to 20 different reminder messages each of which can be changed by the System Administrator installer or programmer Your trainer or Syst...

Page 46: ...he time you wish to receive the message in hours and minutes For exam ple 0900 9 00 If you dial three digits such as 900 for 9 00 press NOTE If your system is set for 24 hour format you must enter the...

Page 47: ...Pages 51 Enabling Paging 51 Performing a Hookflash During a Call 52 Programming Your Feature Keys 52 Programming Direct Station Select Keys 53 Programming Secondary Extension Keys 54 Using Account Co...

Page 48: ...outside call background music ringing hand set intercom dial 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 chan...

Page 49: ...e code To switch between keymaps when your phone is idle With the handset in the cradle dial To switch between keymaps during a call Press SPCL and dial Enabling Automatic Call Answer The Automatic Ca...

Page 50: ...played in Japanese NOTE You can only use the secondary language voice mail prompts if they are loaded on the system By default all phones are set for the primary language See your System Administrator...

Page 51: ...lude 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 press 0 to...

Page 52: ...o the greeting Press to erase and re record the greeting Press to exit without changing your greeting 6 Hang up Recording Your Voice Mail Directory Name Your recorded name is used to identify you in t...

Page 53: ...l message the system plays an envelope that can include the time and date the message was left the source of the message and or the message length By default the envelope contains all of this informat...

Page 54: ...m caller s name Screened 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 w...

Page 55: ...Message Search Order When more than one message is left in your voice mailbox you can change the order in which you retrieve your messages based on the date and time they were received To change the l...

Page 56: ...ects to a device e g pager answering machine etc Because your mailbox can have a primary and an alternate cascade of numbers you can program a cascade to be used during specific days and times For exa...

Page 57: ...or an outside number Then enter the number To set up or change a pager number Press Then enter the number To set up time of day for notification Press Then enter the time you want the message notifica...

Page 58: ...t you want to program if you have one 3 Enter the desired name for the speed dial number as described below Alphanumeric mode MSG key lit Press the keypad keys to enter the desired characters Refer to...

Page 59: ...s the desired Station Speed Dial key 3 Press MUTE repeatedly until the name is erased 4 Press to continue 5 Press MUTE repeatedly until the number is erased 6 Press to exit Dialing Station Speed Dial...

Page 60: ...call as a mailbox message You can then retrieve the message just as you would any other mailbox message To use the Record A Call feature while on a call 1 Press SPCL and dial 2 If required dial the de...

Page 61: ...do not know what page zone is programmed for this key ask your Sys tem Administrator Making Pages To make pages 1 EITHER Lift the handset dial and dial the desired zone number 0 9 OR Press PAGE ZONE...

Page 62: ...feature key and Station Speed Dial functions to program a feature key to dial an outside number NOTE You cannot program secondary extension keys as feature keys see Program ming Secondary Extension K...

Page 63: ...e desired extension number Once programmed you can use your DSS key as follows You can place an intercom call to the extension that the DSS key is programmed for by pressing the key once You can trans...

Page 64: ...o display the current secondary extension key assignment s 1 With the handset in the cradle dial 2 Press the secondary extension key s you want displayed To assign a primary phone to a secondary exten...

Page 65: ...ce a call Forced account codes must be dialed before you can place an outside call Optional account codes can be entered at any time during a call NOTE Your System Administrator can tell you which typ...

Page 66: ...receive a transfer Press to accept the call Press to replay the announcement Press to send the call to voice mail Press and then enter the extension number to forward the call to another extension Pre...

Page 67: ...D once to advance to the next character For example 5666 FWD 66337777 would enter JONES Press FWD once to advance and twice to leave a space or press MUTE to backspace Change to numeric mode MSG key u...

Page 68: ...pressed determines which character is entered as shown below When adjoining characters are under the same key press FWD to advance to the next character For example 5666 FWD 66337777 enters JONES Non...

Page 69: ...the desired name as described above and press The selected name is played 4 Do one of the following Press to accept the name Press to hear the previous name in the directory Press to hear additional i...

Page 70: ...or your 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...

Page 71: ...tures To change 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 me...

Page 72: ...feature while on a call 1 Press SPCL and dial If you hear repeating tones the Agent Help fea ture is not available at your phone you already have four parties in your call not enough system circuits a...

Page 73: ...c Call Distribution 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 a...

Page 74: ...ce Display phones show 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 Do one of the following To log into...

Page 75: ...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 Associate Display Phones only If you were logged in to only one...

Page 76: ...66 MOVING ON Eclipse Associate Display and Basic Digital Phone User Guide...

Page 77: ...G MORE 67 Eclipse Associate Display and Basic Digital Phone User Guide Learning More SECTION CONTENTS PAGE Introduction 68 What the Administrators Can Do for You 68 Frequently Asked Questions FAQ 69 D...

Page 78: ...system functions including Setting the date and time Programming System Speed Dial numbers Making database changes such as programming user names toll restriction DND messages and extension numbers V...

Page 79: ...password in which case pressing is all you need to do If these options don t work contact your System Administrator who can change or erase the password for you You can then retrieve your messages and...

Page 80: ...se one of the features described in this guide A9 There are a few reasons why you might not be able to access the feature Some possi ble reasons include Your system software version may not support th...

Page 81: ...e codes if necessary OUTSIDE LINE ACCESS CODES These defaults may differ based on the software version EXTENSION NUMBERS ACCESS CODE NAME ACCESS CODE NEW CODE Select Line Group 1 208 92001 92208 Autom...

Page 82: ...nd 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 Dire...

Page 83: ...word 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 Keys 396...

Page 84: ...74 GETTING STARTED LEARNING MORE Eclipse Associate Display and Basic Digital Phone User Guide NOTES...

Page 85: ...d phone 12 Canceling call forwarding 19 callback requests 12 do not disturb 34 messages 26 queue requests 14 reminder messages 36 unheard messages 32 waiting messages 26 Cascade Levels 46 Changing cal...

Page 86: ...p Call 65 Enhanced Speakerphone Mode 25 Entering Account Codes 55 Erasing Station Speed Dial Numbers 49 Exiting a Conference Call 17 F Fax Destination Number 45 Feature Key Functions 5 Features agent...

Page 87: ...rectory Search 57 Phone Configuration 38 changing keymaps 39 changing language selection 40 changing volume levels 38 enabling automatic call answer 39 enabling background music 39 returning to defaul...

Page 88: ...r 24 Speed Dialing 48 Standard account codes 55 Standard Display Phone 3 Station Speed Dial 48 Switching Keymaps 39 System Administrator 68 System Hold 16 System Speed Dial 49 T Terminating ACD Agent...

Page 89: ...essage Order Transfer Method 1 1 2 3 2 3 4 1 2 3 4 5 5 1 2 9 1 2 5 Unannounced Screened Announce Only 1 2 3 Cancel Unheard Messages Recover Deleted Messages Listen Recover All Erase All 1 2 1 2 3 Prog...

Page 90: ...Part No 560 8003 Issue 7 0 October 2002 A671 9114A...

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