ESI 12-Key Feature Phone, User Manual

Page 1: ...r businesses like yours Because of their powerful combination of value and features ESI products are consistently recognized by industry publications and leaders Copyright 2011 ESI Estech Systems Inc Esi Dex Quick Groups Quick Moves Virtual Mailbox Key AutoPage Quick Page and Verbal User Guide are trademarks of ESI Information contained herein is subject to change without notice ESI products are p...

Page 2: ...ptional voice mail feature Cascade notification mailboxes D 11 ESI phone operation E 1 Display E 1 Caller ID E 1 Keys E 1 Dial tone E 3 Basic phone use E 4 Direct station selection E 5 Transferring an outside call E 6 Transferring an internal call E 7 Conference calling E 8 Call forwarding E 9 Call waiting E 11 Hold exclusive hold operation E 12 Paging E 14 Call pickup E 14 Optional features E 15 ...

Page 3: ...ogramming Section D Voice mail operation Section E Phone operation Section F Special keys and features Section G Analog stations Index Important If you re using a 48 Key Feature Phone please note that this phone has separate PROGRAM and HELP keys rather than the combo PROG HELP key found on the other models supported by your ESI system Therefore you should press PROGRAM if programming your phone a...

Page 4: ...xecutive system Items referenced elsewhere Item Page Item Page PROG HELP soft feature key C 2 Verbal User Guide and tutorial B 1 P UP pickup key E 14 Status indicator lamp D 8 Fixed feature keys E 1 ESI DEX soft feature key F 2 VOICE MAIL key D 1 RECORD key D 6 Programmable feature keys C 2 PAGE key E 14 Hint On any of these ESI phone varieties you can perform direct programming by holding down a ...

Page 5: ...d elsewhere Item Page Item Page PROGRAM soft feature key C 2 HELP key for Verbal User Guide and tutorial B 1 P UP pickup key E 14 Status indicator lamp D 8 Fixed feature keys E 1 ESI DEX soft feature key F 2 VOICE MAIL key D 1 RECORD key D 6 Programmable feature keys C 2 PAGE key E 14 Hint On any of these ESI phone varieties you can perform direct programming by holding down a programmable feature...

Page 6: ... soft feature key C 2 Verbal User Guide and tutorial B 1 P UP pickup key E 14 Status indicator lamp D 8 Fixed feature keys E 1 ESI DEX soft feature key F 2 VOICE MAIL key D 1 RECORD key D 6 Programmable feature keys C 2 PAGE key E 14 Hint On any of these ESI phone varieties you can perform direct programming by holding down a programmable feature key for at least two seconds similar to how you mig...

Page 7: ...ble on a 12 Key Feature Phone Certain special keys and features see Special keys page F 1 Esi Dex Additionally to use voice mail conference calling and mute DND on a 12 Key Feature Phone you must program these features into programmable feature keys see Programmable feature keys page C 3 and Optional features page F 12 Hint On any of these ESI phone varieties you can perform direct programming by ...

Page 8: ...d on some ESI desktop phones speakerphone Esi Dex support or ESI DEX key Caller ID key Virtual Mailbox Key support or Verbal User Guide or PROG HELP key Each model comes with a charger AC adapter base station belt clip battery pack and wall mount Two line 32 character display third line contains status icons VOICE MAIL key pg D 1 Other fixed feature keys pg E 1 CHANNEL key TALK key Four programmab...

Page 9: ...hone 12 Key Feature Phone legacy product Connects like a basic phone Handset plugs into right side jack Line cord plugs into left side jack ESI 40D Business Phone Connects in a similar addition to the 24 Key Feature Phone mentioned above Note The ESI 40D Business Phone can accept an optional Expansion Console when used on most other ESI systems but this functionality is unavailable on an ESI C Plu...

Page 10: ...wall Next to a device that emits RFI or EMI 1 e g a television radio computer computer printer fluorescent light fixture or fax machine Next to any other 900 MHz device e g a hand held inventory control device In a ceiling that has foil backed insulation Behind doors that typically are closed tinted windows one way glass or other areas that limit or cut off transmission to the Cordless Handset Bas...

Page 11: ... and then follow the spoken Help menu to Learn how to use the phone Hear a description of how any key is used Learn how to use voice mail features Hear a complete tutorial on phone operation Help during station programming To hear a detailed description of a function you wish to program press PROG HELP while programming it Help during a call Press PROG HELP while on a call and this will place the ...

Page 12: ...User programming menu Overview 1 Select personal greeting 1 Record 2 Delete 3 Hear 2 Programmable feature keys Station keys line keys speed dial keys other feature keys 3 Station options 1 Call waiting background announce 2 Personal greeting reminder 4 Outside dial tone preference 5 Hands free answer 6 Message monitor 7 Power saving mode 1 4 Station audibles 1 Station ring tone 2 Station ring volu...

Page 13: ...nt personal greeting 2 Programmable feature keys There are two methods for programming of your phone Direct programming Select the key you want to program and hold it down for at least two seconds This not only initiates programming but also lets you immediately program that specific key Traditional programming Press PROG HELP The Verbal User s Guide will speak to you walking you through the full ...

Page 14: ...there s no need to insert a pause after the 9 or 8 or 7 The speed dial number can be up to 24 characters long Use the up scroll key to enter special characters in a dial string Other feature keys If you enter a feature code the programmable feature key will serve as an enable disable key for that feature The Installer may have programmed certain stations for accessing additional features see Optio...

Page 15: ...ture Phone 7 Power saving mode Note Applicable to only an ESI Cordless Handset Allows you to enable or disable an ESI Cordless Handset s power saving mode Enabling this mode helps achieve full battery life However if full time status monitoring is required you can disable this mode In power saving mode the phone system blocks all status updates 1 to the Cordless Handset when the Handset has been i...

Page 16: ...ote Not applicable to ESI Cordless Handset or legacy 12 Key Feature Phone If the ringer volume is turned off the status indicator lamp will not flutter when an incoming or recalled call is presented to the phone see Status indicator lamp page D 8 3 Message ring When enabled this feature will periodically generate a short ring tone at your station as an additional alert that you have new messages 5...

Page 17: ...d phone number 3 Display current phone number Displays the currently programmed phone number 3 Pager notification 1 Enter pager number Enter the pager number 24 digits maximum followed by Do not include an outside line access code i e don t add 9 8 or 7 before the number Use the scroll key to enter special characters use the scroll key to backspace You also can use the scroll keys to view the numb...

Page 18: ...can record up to three different personal greetings in your own voice indicating your availability to return calls Examples Sample greeting 1 Hi this is name I m away from my desk or on the phone right now so please either dial zero to reach our operator or leave me your name number and message at the tone and I ll get back to you as soon as I can Sample greeting 2 Hi this is name I m out of the o...

Page 19: ...other user s mailbox without ringing his her extension depends upon whether you have that user s extension set as one of your station keys If you do press VOICE MAIL and then the person s station key If you don t press VOICE MAIL and TRANSFER and then dial the extension number Either will connect you directly to that user s personal greeting in several users mailboxes using a Quick Group You can l...

Page 20: ...ne please press 4 now Otherwise please leave me a message after the tone and I will return your call as soon as possible Message retrieval Message s waiting display If you have at least one new message your ESI desktop phone s VOICE MAIL key will blink except on a legacy 12 Key Feature Phone and your display will show the number of new and old messages in your mailbox 2 On an ESI Cordless Handset ...

Page 21: ... Save Saves the message it will play as an old message the next time you retrieve messages 9 9 Save as new Skips over a new message and leaves it as a new message i e it will be played as a new message the next time you pick up messages You must press the 9 key twice within two seconds REDIAL Auto callback Exits your mailbox without erasing the message and then automatically dials the number 1 Not...

Page 22: ...sages and will start playback of messages starting with the oldest new message and continue until all messages and recordings have played or you press to disconnect For more information see page C 6 Additional functions available during off premises voice mail message retrieval Key Function Description 2 Hear time date Pauses the message plays the time date when the message was left and resumes 5 ...

Page 23: ...e is perfect for use by a receptionist or indeed anyone who receives a call that would be more appropriate for one or more other currently unavailable co workers for whom you have programmed station keys on your phone Let s say someone calls and wants to speak to one of your co workers You say that the co worker isn t there now but you ll be happy to let the caller leave a voice message However th...

Page 24: ...Message delivery To a phone Whenever your mailbox receives a new message the system will call the number that you have programmed and play the prompt You have messages Please enter your password The prompt will repeat three times before the system assumes that no one has answered i e because it has heard no password and disconnects Upon answering enter your password if you have set your password o...

Page 25: ...mail Here s an example You have a new voice mail message waiting which makes the status indicator lamp blink However if the phone begins to ring the status indicator lamp will flutter continuously because ringing has a higher priority than new voice mail and if you then pick up the handset or press SPEAKER to take the call the status indicator lamp glows solid red because the off hook condition ha...

Page 26: ...eetings will not revert to the initial default greeting and will turn off your mailbox Select the desired greeting number 1 2 or 3 The current greeting will be played followed by prompts to re record delete hear again or select as the current greeting by pressing 1 Record personal greeting Begin recording at the tone press 1 to stop The new personal greeting automatically replaces the previous gre...

Page 27: ...ges Setting 0 as the password eliminates the password requirement Leaving a broadcast message Dial 500 and enter the appropriate password if required Deleting a broadcast message from the broadcast mailbox Enter broadcast mailbox programming by pressing VOICE MAIL then dial 500 You will hear any previously recorded broadcast messages not yet deleted by all system users Delete by pressing 7 Exit by...

Page 28: ...imes listed and finally dial the third number continuing in this sequence to call all three numbers until the message has been retrieved 1 MB 2 1st Number 3 Type 4 Attempts 5 2nd Number 6 Type 7 Attempts 8 3rd Number 9 Type 520 2145553232 PHONE 2 2145554254 PHONE 3 2145555452 PAGER To program a cascade mailbox press PROG HELP and the mailbox number followed by Then if prompted if enter the passwor...

Page 29: ... automatically sends the mailbox number to the display of a cell phone or digital pager to indicate which mailbox has new messages Retrieving cascade notification mailbox messages Retrieving messages when off premises If using an off premises phone 1 Your off premises phone ring When you answer you ll hear You have new messages in mailbox number xxx Please enter your password To stop notification ...

Page 30: ...ervice provider can send only a general caller status such as UNAVAILABLE PRIVATE or NO DATA SENT Keys Programmable feature keys The phone s programmable feature keys have been pre programmed by the installer The following chart indicates the number of programmable feature keys on each ESI phone that your ESI system supports ESI phone model s Number of programmable feature keys ESI 40 Business Pho...

Page 31: ...e The ESI Cordless Handset models and legacy 12 Key Feature Phone each lack a speakerphone For hands free conversation use the SPEAKER key When an outside call rings you can press SPEAKER to connect to the caller via your phone s built in speakerphone This lights the SPEAKER key s LED Or while using the handset you can switch a call to the speakerphone by pressing SPEAKER and hanging up the handse...

Page 32: ... Voice mail operation page D 1 and your station will be placed in DND On each Cordless Handset muting is handled by the side mounted MUTE button For DND capability assign key code 578 to a programmable feature key see Optional features page F 12 Soft feature keys Soft feature keys are dynamic when used they constantly change your ESI phone s status These soft keys located under the display include...

Page 33: ...swer a ringing call lift the handset or press SPEAKER If using a Cordless Handset either press TALK or remove the Cordless Handset for its charging cradle To receive a hands free answer call on a Cordless Handset you must be using a headset To place Lift the handset and dial the extension number or press a station key see Direct station selection page E 5 On a Cordless Handset press TALK or dial t...

Page 34: ...s blinking otherwise is similar to that described above To call another station programmed into one of your station keys 1 Press an available unlit station key 2 The called station will sound a short ring followed by a double connect tone 3 The phone system will activate the called station s speakerphone or the station will ring if that station s user has hands free answer disabled 4 To disconnect...

Page 35: ...TS BUSINESS INTERRUPTIONS OR ANY OTHER COSTS OR DAMAGES RELATED THERETO ARISING FROM THE USE OF THESE FEATURES Blind transfer 1 While connected to an outside call press TRANSFER and then the line access code 9 8 or 7 and then the telephone number to which you want to transfer 2 Hang up Now both outside lines are connected via a trunk to trunk connection Note If at any point during the trunk to tru...

Page 36: ...x number and hanging up to the main greeting To transfer an outside caller to the main greeting press VOICE MAIL and hang up Transferring an internal call to another station Blind transfer 1 While connected to an internal call press TRANSFER and then either press a station key or dial an extension number 2 Hang up Supervised transfer announcing the caller to the called person 1 While connected to ...

Page 37: ...is her station key again or press FLASH to return to the original conferees If you place any incoming caller on HOLD or exclusive HOLD see Hold exclusive hold operation page E 12 you can add that caller as well to the conference by pressing CONF retrieving the call from hold or exclusive hold and pressing CONF again Any member of the conference can drop out by simply hanging up However when the st...

Page 38: ...fter a call to your extension goes unanswered so essentially this gives you a chance to answer the phone in case you re there and wish to take the call but automatically forwards as programmed if you re either away from your phone or just choose not to take the call You can set your phone to call forward no answer to an extension or mailbox For you to set this either the extension must have an ass...

Page 39: ... support call forwarding no answer You may 1 also be able to call forward no answer to an outside off premises number This is called call forward no answer off premises When this is set outside calls that are directed to your extension will ring for a predetermined time and then be forwarded to the outside number If the call isn t answered 2 in time the caller will be routed to the extension s voi...

Page 40: ...1 You re connected to XYZ Company when you hear a beep and see that Joe Smith is calling ESI phone with two line display ESI phone with three line display In this example Joe s call is being transferred to you it s been in the system for 31 seconds 2 You press FLASH RDL or FLASH on certain legacy phones and are connected to Joe Note how the arrow moves to indicate the change of connection ESI phon...

Page 41: ...usive hold Your ESI phone lets you put a call internal or outside on either hold or exclusive hold Each puts a call into a standby mode but here s the difference between the two Hold allows anyone on the ESI system to retrieve the call Users connected to outside calls can press HOLD to place the call on hold The system identifies held calls as being in numerically identified lines e g Line One Lin...

Page 42: ...ting that more lines have calls on hold Press the corresponding scroll key either to scroll to the left or to scroll to the right to view the other line numbers where calls are holding Hold Exclusive hold To place a call on exclusive hold To place a call on exclusive hold on an ESI phone press HOLD for at least one second The display will briefly appear as follows ESI phone with two line display E...

Page 43: ... added an overhead page system to one or more of these page zones Note Phones in use or in do not disturb mode will not carry a page through their speakers To page for pickup of an outside call To page someone to pick up an outside call 1 Place the call on hold by pressing HOLD 2 Verify the line number from the display 3 Page the person and announce the hold location for retrieval For example Sara...

Page 44: ...attendant you may wish to turn off call waiting at your station to avoid confusion between a call waiting tone in your earpiece and a secondary ring from a live outside call Operator station If your station has been designated as the operator station you will also receive calls when a caller dials 0 in the auto attendant or from a station Your display will indicate that the call ringing is one of ...

Page 45: ...on is idle or After first lifting the handset or pressing SPEAKER Automatically respond to a message During message playback with Caller ID Note If using an ESI Cordless Handset you must assign the redial function to a programmable feature key see Optional features page F 12 RELEASE The RELEASE key serves several purposes If pressed when connected to a call through the handset it disconnects the c...

Page 46: ...ing PER Selects Personal Dex STA Selects Station Dex STOR Stores a name and phone number SYS Selects System Dex On an ESI phone with a two line display 1 While your station is idle or just after receiving internal dial tone repeatedly press ESI DEX to select the desired Dex Notes System Dex isn t available on every system For the remainder of this example we ll assume you selected Personal Dex How...

Page 47: ...the other Dexes The display now reads 3 Choose the desired name from the selected Dex using one of two methods Either a Scroll Press the scroll keys and to look up and down through the Dex until you find the name names will appear in the order in which they were stored in the Dex Or b Dial by name Dial up to the first three characters 1 of the extension department or guest mailbox name For example...

Page 48: ...f needed press PROG HELP for assistance 1 To enter each character for the name press the dialpad key that includes the desired character The key s possible character entries will change each time you press the key 2 When the desired character appears press to confirm its entry The cursor will move to the next character position Use and the scroll keys to back up or to insert a space Example To ent...

Page 49: ...d character The key s possible character entries will change each time you press the key 5 When the desired character appears press to confirm its entry The cursor will move to the next character position Use and the scroll keys to back up or to insert a space Example To enter a B press 2 twice the possible options to scroll through are A B C and 2 When B appears press to confirm and move to the n...

Page 50: ...ne display 1 While your station is idle or just after receiving dial tone repeatedly press ESI DEX to select the Personal Dex 2 Choose the desired name from the Personal Dex using one of two methods Either a Scroll Press the scroll keys and to look up and down through the Dex until you find the name names will appear in the order in which they were stored in the Dex Or b Dial by name Dial up to th...

Page 51: ...s and to look up and down through the Dex until you find the name names will appear in the order in which they were stored in the Dex Or b Dial by name Dial up to the first three characters 1 of the name For example to bring up the listing for First International Bank dial 3 4 7 because it spells F I R You ll begin to see names that begin with those letters You can then use the scroll keys and unt...

Page 52: ...Z COMPANY appears in the display 4 Press ESI DEX again This dials the number for the XYZ Company Important The number dialed if stored from a Caller ID will be the number for the actual line used by the caller and may be different than the caller s listed number Additionally some local calls may not be auto dialed correctly depending on the limitations of your area s local dialing plan You may wis...

Page 53: ...r You may also program 605 in this example as a programmable feature key see pageC 2 Override ring Not available on legacy 12 Key Feature Phone The override ring feature lets you place a call station to station or outside line or leave a voice message when another call is ringing Placing a call using the override ring feature First program a feature key 1 to be an Override Ring Key by assigning to...

Page 54: ... has not been used for three days If it s Friday set the reminder for 36 hours and you will be reminded every Monday morning or if you are away for a couple of days If you change your greeting several times a day set the reminder for about 3 hours Headset operation You can use a headset 1 with your ESI phone Unless you re using an ESI Cordless Handset 2 you must program one of your programmable fe...

Page 55: ...to press the line key The LED indications for the line keys are LED Line status LED Line status Solid red In use Blinking green Ringing at your station Solid green Connected to your station Slowly blinking red On hold by another station Blinking red Ringing at another station Slowly blinking green Held by you Notes Dialing 9 or 8 or 7 to be assigned a line automatically is always available Each ES...

Page 56: ...e ESI Cordless Handset ESI 40D 24 Key legacy 16 Key Phones 199 Overhead page E 14 560 Manual day night mode F 13 Y Y 564 Headset key F 13 Y 565 Call forward key F 13 Y Y Y 565XXX Forward to a destination F 13 Y Y Y 566 Redial F 13 Y 567 Call forward no answer key E 9 Y 568 Message monitor key F 10 Y Y 569 Background announce key F 13 Y Y 570 Conference E 8 Y 571 Personal Greeting 1 F 14 Y Y Y 572 ...

Page 57: ...and off If you always forward to the same extension you can program a key with both 5 6 5 and the extension number Redial Code 566 This redials the outbound number i e not internal extension most recently dialed from your station Call forward no answer key Code 567 Note Not available on an ESI Cordless handset Enables or disables the call forwarding no answer feature When this feature is enabled a...

Page 58: ...The Caller ID key will light only when there s a missed call Although voice mail messages Caller ID information also is stored by the system waiting voice mail lights only the VOICE MAIL key The phone display will also indicate each call s classification as shown in this chart also if this is the first time you re seeing this particular call s record appears to the left of this indication Classifi...

Page 59: ...Note If a caller presses 1 to go to your voice mail the call will go into that extension s mailbox regardless of whatever call forwarding settings your ESI Installer has made Here s an example The Installer has set the call forwarding for extension 101 to go to mailbox 102 The user at extension 102 uses a Virtual Answer Key to answer a call and the caller presses 1 when prompted to go to voice mai...

Page 60: ...all between a desktop ESI Feature Phone and an ESI Cordless Handset either direction to or from the ESI desktop phone Quick Switch ring options When both the desktop extension and Cordless Handset are idle press the Quick Switch key Follow the visual and audible prompts and use the scroll keys to change the programmable options concerning what happens when a caller dials or is transferred to eithe...

Page 61: ...s the call waiting caller will continue to ring and follow regular system routing such as to your voice mailbox if not answered in some manner Account codes Code 584 The account codes key lets you assign an account code to a specific call The system stores this in a record which your company can use for tracking purposes This can be especially helpful in environments such as legal offices consulta...

Page 62: ...rm many of the station operations below You can generate a FLASH by momentarily depressing the hook switch or if your phone is so equipped press the special key on your phone Caller ID If you subscribe to Caller ID from your telephone service provider the Caller ID display will show an outside caller s name and or number 2 In some instances the service provider can send only a general caller statu...

Page 63: ... who s calling from the outside to pick up messages FLASH dial and the appropriate mailbox number and hang up Conference calling To create a conference call 1 Establish the first call 2 FLASH twice wait one second between FLASHes to place the call on hold 3 Place a second call as you normally would 4 Once connected to the second call FLASH again to connect all of you together Notes To add a fourth...

Page 64: ...the original call and the call waiting To drop either call hang up while connected to the call to be dropped When your phone rings lift the handset and you will be reconnected to the other caller Call hold This is used to place external callers 1 on hold for retrieval from any station within the ESI system Putting a call on hold While on an outside call FLASH and dial A short voice prompt will tel...

Page 65: ...messages Others will become more comfortable leaving you voice messages if you pick up and respond to your messages promptly Personal greetings Initially your mailbox has a generic greeting You have reached the mailbox for extension xxx dial zero to reach the operator or begin recording at the tone You can record up to three different personal greetings in your own voice indicating your availabili...

Page 66: ...ve new messages followed by internal dial tone whenever you lift the handset to place a call You can choose to retrieve your messages then or place the call Note The ESI system doesn t support any visual message waiting indication on an analog station Retrieving messages You can pick up messages from your station when away from the office or from another user s ESI phone 1 Lift the handset and the...

Page 67: ...ve the message without an introduction press 6 when prompted To add an introduction press 1 when prompted When you ve finished your recording press 1 to stop You will be returned to the original message in your mailbox 7 Delete Deletes the message from the mailbox see Message Recycle Bin page D 8 8 Main greeting Goes to the main greeting if your system is using the built in auto attendant 9 Save S...

Page 68: ...l of your greetings If you do the system will turn off your mailbox until there is once again at least one greeting 3 Hear current personal greeting 3 Call waiting 1 Enable call waiting 0 Disable call waiting 5 Password The password will apply to station programming voice mail retrieval and certain other features when activated 1 Enter new password Your password may consist of 2 8 digits followed ...

Page 69: ...y Pager only No off premises delivery Phone delivery Whenever it receives a new message into your mailbox the system will call the number that you have programmed and play the prompt You have messages please enter your password The prompt will repeat three times before assuming that no one has answered and disconnecting Upon answering enter your password if no password is set you must enter 0 You ...

Page 70: ... Pager notification 1 Enter pager number Enter the pager number followed by 24 digits maximum Do not include an outside line access code i e 9 8 or 7 before the number 2 Delete pager number Deletes the currently programmed pager number 3 Hear current pager number Plays back the currently programmed pager number 9 Message Recycle Bin un delete Each user s 10 most recently deleted messages will be s...

Page 71: ... E 15 Mailboxes Cascade notification D 11 D 12 Manual day night mode F 13 Message monitor key F 13 Message monitor mode live call screening F 10 Message Recycle Bin un delete C 6 D 8 D 9 D 12 Message retrieval D 3 Off premises delivery D 7 Message s waiting D 3 MUTE DND key E 3 Off premises delivery D 7 G 8 Operator station E 15 Outside calls E 4 Blind transfer E 6 Supervised transfer E 6 Outside ...