Inter-Tel AXXESS 8560, User Manual

Page 1: ...Model 8560 Phone and Model 8660 IP Phone User Guide...

Page 2: ......

Page 3: ...usting Your Phone s Viewing Angle 12 Adjusting Your Phone s LCD Contrast 12 Setting Up Voice Mail I Making and Receiving Calls 16 Placing Calls On Hold 21 Placing Conference Calls 22 Transferring Call...

Page 4: ...0 0 0 0 0 0 0 65 Working in Hunt Groups 0 0 0 0 0 0 0 66 LEARNING MORE 0 69 Introduction 0 0 0 0 o 0 0 0 0 0 70 What the Administrators Can Do for You 0 0 0 0 0 0 0 0 0 0 0 0 0 70 Frequently Asked Que...

Page 5: ...ctions 4 LCD Menu Buttons 5 Message Indicator Lamp 6 DSS BLF and Mini DSS 6 IP Phone Exceptions 7 About Voice Mail 7 What You See and Hear 8 Software Compatibility 9 Finding Your Wav SECTION CONTENTS...

Page 6: ...need Getting Started If you need to make a call this is the section for you It not only includes basic phone and voice mail information but it provides instructions on how to perform everyday tasks s...

Page 7: ...ctive feature Internal Speaker Message Lamp LCD With Six Ring and Voice LCD Menu 16 Character Lines Volume Control Buttons Speaker Button Hearing id Comratible HAC Handse NOTE This is the default conf...

Page 8: ...TN spoLi Press 1 STN SPoll View or access Speed Dial numbers 52 1 PAGE 01 Press 1PAGE 01 Choose a page zone to place a page 55 IREDIALI Press 1 REDIAL I Redial a telephone number or save 27 the last n...

Page 9: ...RB you can press the button on either side DISPLAY WITH SIX 16 CHARACTER LINES Because the display can only support 16 characters you may see a few abbreviations The most commonly used abbreviations a...

Page 10: ...of the full sized DSS BLF unit This optional unit adds 16 user programmable buttons to your phone These but tons can be programmed as any ofthe following DSS buttons Provide one button access to exten...

Page 11: ...luded is assigned a voice mailbox which usually corresponds to a valid exten sion number You can however have an unassociated mailbox that does not corre spond to an extension Unassociated mailboxes a...

Page 12: ...green lamps or the system may not be pro grammed to support the two lamp colors NOTE Your phone may be programmed to always use red lamps for calls ringing directly to your phone If you are uncertain...

Page 13: ...will still function properly see page 32 The dedicated headset audio jack will not work however you can still use the headset by plugging the headset into the handset jack and dialing the Headset Onl...

Page 14: ...10 Axxess Model 8560 Phone and Model 8660 IP Phone User Guide...

Page 15: ...se Transfer a Call 24 Forwarding Calls 25 Manual Call Forwardlnq 25 Automatic System Forwarding 26 Redirect Calls 26 Redialing a Number 27 Displaying Information on Your Phone 28 Date Time Name and Ex...

Page 16: ...iewing angle to 60 degrees or greater it is recom mended that you flip the handset hanger down to the horizontal position ADJUSTING YOUR PHONE S LCD CONTRAST Your phone has a feature that allows you t...

Page 17: ...in the company directory Listen to the voice mail introduction To initialize your mailbox 1 Dial the voice mail extension number You hear the main menu 4 Ifyou want a password enter a new password usi...

Page 18: ...detailed message and I will return your call as soon as possible Thank you Alternate Greeting Hello this is I will be away from the office from day date until day date If you need to speak to someone...

Page 19: ...select the Personal Options Menu 3 Press D Your current name is played Press 0 to replay your recorded name 4 Press II to erase and re record your name 5 When you hear a tone record your first and las...

Page 20: ...fter you hear a double tone Ifyou hear continuous ringing wait for the call to be answered To place a non handsfree call that will ring at the other phone until answered Press 111 before dialing the e...

Page 21: ...ou are automatically con nected and may speak If you hear music or if the phone is in DND mode your off hook voice announce call will not go through This allows you to talk to the phone user on his or...

Page 22: ...a call When you hear a single tone and see an incoming call display you can do the follow ing To accept the call on the speakerphone without ending your current call When you hear a double tone you m...

Page 23: ...01 button ifyou have one Press an unlit LINE button if you have one Dial a Select Line Group feature code defaults are 92001 92208 but may differ depending on the software version Dial the Automatic...

Page 24: ...ve to access an outside line press IOUTGOING I to dial an emergency number To make an emergency call Dial III 1111 A call is automatically placed to the preset emergency number Call Waiting If you rec...

Page 25: ...he system You can then pick up the call at any phone that has a flashing button for the call including the phone that placed it on hold NOTE You cannot place intercom calls on system hold To place a c...

Page 26: ...but leaves the other parties connected To add additionalparties to the conference Do the following a Press the ADD PARTY menu button This leaves the conference parties con nected b Place a call to th...

Page 27: ...it for an answer announce the call and then hang up Ifthe number is busy there is no answer or the transfer is refused press the flash ing button to return to the caller NOTE If you are receiving a tr...

Page 28: ...s the flash ing button to return to the caller To Pick Up Reverse Transfer a Call 1 Lift the handset and dial II 2 Dial the extension or hunt group number where the call is ringing or holding See page...

Page 29: ...a tor can BUSY When your phone is busy all incoming calls are forwarded without ringing at your phone NO ANSWER BUSY All incoming calls are forwarded if your phone is busy or if you do not answer as d...

Page 30: ...l that is ringing on your phone 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 to an extension nu...

Page 31: ...or without the handset lifted press the 1 OUTGOING lor OUTSIDE CALL menu button and then the REDIAL menu button The number is dialed To use the Last Number Saved feature if enabled To save the last n...

Page 32: ...show the date and time display while on a call in DND etc Press c x and dial D ElIlI Outside Party s Name Number NOTE This feature is available only in software versions 4 4 and later If you are curr...

Page 33: ...II0 II Headset On Off feature code The display shows HEADSET MODE ON NOTE If using a headset press III to connect and disconnect calls To disconnect a headset 1 Unplug the headset cord from the headse...

Page 34: ...g This allows other people to hear the caller while the caller can only hear you NOTE You cannot use this feature on a handsfree call You must be on a call using the handset or a headset before enteri...

Page 35: ...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 during this white noise Ifthe speake...

Page 36: ...com call 1 Press 1 MSG 01 and then the LEAVE MESSAGE menu button 2 Dial the desired extension number To cancel a message that you left at another phone 1 Press I MSG 01 and then the CANCEL MESSAGE men...

Page 37: ...The system tells you how many messages are waiting to be heard if any and how many are priority messages Remote Messaging The system will indicate whether primary or alternate Remote Messaging is sel...

Page 38: ...ges OR Press II to listen to your saved messages 3 While you are listening to a message you can use the following options Press III to skip to the end ofthe recording Press to back up Press II to paus...

Page 39: ...ess the RETURN CALL menu button to make a return call Your call will be transferred automatically to the caller s extension or telephone number if available If the extension number is not available yo...

Page 40: ...sage Options 3 Press EI to access undelete options Your options are Press 0 to listen to your deleted messages and choose which ones to delete or recover After each message you can Press D to replay t...

Page 41: ...the special delivery options You can then use one or more of the following options Press D to mark the message private This prevents the recipient from forwarding it to other subscribers Press II to...

Page 42: ...ber of the mailbox containing the unheard mes sage 5 Press III to confirm the mailbox you are selecting Voice mail will tell you how many messages you have waiting at the mailbox and play them for you...

Page 43: ...inistrator will give you a list of the programmed DND messages For convenience you should update the following default list 02 LEAVE A MESSAGE 12 OUT OF OFFICE 03 IN MEETING UNTIL 13 OUT UNTIL 04 IN M...

Page 44: ...ressed determines which character is entered For example 33377744432999 enters FRIDAY When adjoining characters are located under the same button press I FWD 01 once to advance to the next character F...

Page 45: ...ct 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 System Administrator wil...

Page 46: ...the message in hours and minutes For exam ple 0900 9 00 Ifyou dial three digits such as 900 for 9 00 press D NOTE If your system is set for 24 hour format you must enter the time appropri ately e g 14...

Page 47: ...amming Your Feature Buttons 56 Programming Direct Station Selection Buttons 57 Programming Secondary Extension Buttons 58 Using Account Codes 59 Screening Calls 60 Using the Directories 60 Phone Direc...

Page 48: ...anging Volume Levels The phone has eight volume settings handset intercom handset outside call speaker phone intercom speakerphone outside call background music ringing handset inter com dial tone and...

Page 49: ...Press D OR Press the ACCEPT menu button OR Press OR Lift and replace the handset Enabling Background Music If your telephone system is equipped with a music source you can listen to music through your...

Page 50: ...guage is American English and your phone is programmed for the primary language all displays appear in American English and your voice mail prompts are played in American English unless changed as out...

Page 51: ...you change your voice mail options you must first initial ize your mailbox see page 13 Changing Your Mailbox Password Your password prevents unauthorized access to your mailbox To change your password...

Page 52: ...ions and return to the Personal Options Menu Press D to disable the entire envelope and return to the Personal Options Menu Press EI or II to return to the Personal Options Menu 4 Hang up Changing the...

Page 53: ...he Personal Options Menu without making changes 5 Hang up Programming a Fax Destination NOTE This feature is available only in software versions 5 1 and later With the Inter Tel Voice Processor caller...

Page 54: ...Programming Remote Messaging NOTE Your installer or System Administrator must enable this feature on your voice mailbox With Remote Messaging you can program the Voice Processor voice mail to call yo...

Page 55: ...en enter the number Toset up or change apager number Press D Then enter the number To set up time of day for notification Press D Then enter the time you want the message notification to start and sto...

Page 56: ...on code 0 9 to be programmed or press a Station Speed Dial but ton that you want to program ifyou have one 3 Enter the desired name for the speed dial number as described below Alphanumeric mode Messa...

Page 57: ...but ton 3 Press IMUTE 01 repeatedly until the name is erased 4 Press EI or the ACCEPT menu button to continue 5 Press IMUTE DI repeatedly until the number is erased 6 Press EI or the ACCEPT menu butto...

Page 58: ...ecord A Call feature while on a call 1 EITHER Press 00 and diallllllllD OR Press the RECORD A CALL menu button 2 Ifrequired dial the desired mailbox number Your phone may be programmed to select the m...

Page 59: ...4 _ 5 _ 6 _ 7 _ 8 _ 9 _ NOTE The 8560 8660 Phone has a IPAGE 01 button which may be programmed to access a specific page zone If you do not know which page zone is programmed for this button ask your...

Page 60: ...you can combine the feature button and Station Speed Dial functions to program a feature button to dial an outside number NOTE You cannot program secondary extension buttons as feature buttons see Pro...

Page 61: ...DSS button as follows You can place an intercom call to the extension that the DSS button is pro grammed for by pressing the button once You can transfer a call to the extension that the DSS button is...

Page 62: ...With the handset in the cradle dial II 110 2 Press the secondary extension button s you want displayed To assign a primary phone to a secondary extension button if enabled 1 With the handset in the cr...

Page 63: ...ide call Optional account codes can be entered at any time during a call NOTE Your System Administrator can tell you which types of account codes are used on your telephone system To enter an optional...

Page 64: ...V MAIL menu button or D to send the call to voice mail Press the FORWARD menu button or II and then enter the extension number to forward the call to another extension Press the REFUSE menu button or...

Page 65: ...e Press IMUTE 01 to backspace Change to numeric mode Message button and lamp unlit Press the dialpad buttons to enter an extension number Press IMUTE 01 to backspace 3 Press the SEARCH menu button to...

Page 66: ...0166337777 enters JONES NUMBER OF TIMES BUTTON IS PRESSED BUTTON 1 2 3 4 5 1 1 2 A B C 2 3 D E F 3 4 G H I 4 5 J K L or f 5 6 M N 0 N or 7 6 7 P Q R S 7 8 T U V 8 9 W X Y Z 9 0 0 The character availab...

Page 67: ...s is located in the front of this guide Remote Access Password Before you use Remote Feature Access you should program a password as described below To change the password from your phone 1 DialD 1111...

Page 68: ...Enter 1111 D b Enter the new password followed by lEI c Enter the new password again for verification followed by iii To turn on DND a Enter II D Ill b Enter the message number 01 20 and the optional...

Page 69: ...the Agent Help feature is not available at your phone you already have four parties in your call not enough system circuits are currently available or the Agent Help Extension is in DND 2 Dial the Age...

Page 70: ...equally among the available members These hunt group members are referred to as agents who log in to the ACD hunt group to receive calls and log out to halt ACD hunt group calls Distributing Calls Ca...

Page 71: ...play shows AGENT LOGIN AGENT ro 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 ACD hunt gro...

Page 72: ...tone OR With or without the handset lifted dial II DII One ofthe following dis plays will appear Ifyou were logged in to only one hunt group the display shows AGENT LOGGED OUT OF hunt group The proced...

Page 73: ...More SECTION CONTENTS PAGE Introduction 70 What the Administrators Can Do for You 70 Frequently Asked Questions FAQs 71 Default Feature Codes 73 Axxess Model 8560 Phone and Model 8660 IP Phone User G...

Page 74: ...ystem Speed Dial numbers Making database changes such as programming user names toll restriction DND messages and extension numbers Voice Mail Administrator Performs tasks associated with the voice ma...

Page 75: ...e 47 04 Why can t I retrieve deleted messages A4 Voice mail may have erased your message After a programmed amount of time has lapsed up to 24 hours voice mail automatically erases all deleted message...

Page 76: ...and later See page 9 for more information about software compatibility Your System Administrator may not have enabled the feature for your phone Your System Administrator may have programmed your pho...

Page 77: ...f necessary OUTSIDE LINE ACCESS CODES Select Line Group 1 208 I Automatic Route Selection Emergency Call Outgoing Call 92001 92208 92000 911 8 These defaults may differ based on the software version E...

Page 78: ...Forward No Answer Busy 358 Conference 5 Change Language 301 Data 340 Default Station 394 Directory 307 Display Time And Date 300 Do Not Disturb 370 Do Not Disturb Cancel 371 IDo Not Disturb On Off 372...

Page 79: ...minder Message 305 Reminder Message Cancel 306 359 Reverse Transferj Call Pick Up Review Buttons 4 396 Ring Intercom Always On Off 377 Ring Tone Selection 398 Routing Off 304 Station Speed Dial 382 St...

Page 80: ...76 NOTES Axxess Model 8560 Phone and Model 8660 IP Phone User Guide...

Page 81: ...ving an off hook voice announce 18 receiving non handsfree 17 returning to a held caller 21 waiting for called phone 17 Canceling call forwarding 25 messages 32 unheard messages 38 Cascade Levels 51 C...

Page 82: ...rphone Mode 31 Entering Account Codes 59 Erasing Station Speed Dial Numbers 53 Exiting a Conference 22 F Fax Destination Number 49 Feature Button Functions 4 78 Feature Buttons 3 Features agent help 6...

Page 83: ...ntercom calls 16 non hands free call 16 outside calls 19 Primary Greeting 14 Primary Language 46 Programming cascade levels 51 Direct Station Selection buttons 57 fax destination 49 feature buttons 56...

Page 84: ...e ACD Agent Call 68 Timers 8 To Pick Up Reverse Transfer a Call 24 Tones Dial 8 Transferring Back to the Primary Phone 58 Transferring Calls 23 80 u Undeleting Messages 36 User Programmable Feature Bu...

Page 85: ...ptions All Options Voice Mail Message No Options D Return Call D Remote Messaging ID Forward a Copy II SENDING A MESSAGE Primary Cascade f See Recording Options Dial the mailbox number reply Alternate...

Page 86: ...Part No 550 8113 Issue 8 0 June 2003 111I1 mnlll 11111I11111 IIIIIIIII II I...