AT&T 518-455-317 User Manual

518-455-317 October 1993

PARTNER® II Communications System Release 3.1 Programming and Use

AT&T—Proprietary

This book contains proprietary information of

AT&T and is not to be disclosed or used except in

accordance with applicable agreements.

AT&T 518-455-317 Issue 1 October 1993

Notice

Every effort was made to ensure that the information in this book was complete and accurate at the time of printing. However, information is subject to change.

Federal Communications Commission (FCC) Interference Notice

This equipment has been tested and found to comply with the limits of a Class A digital device, pursuant to Part 15 of FCC rules. For additional FCC information, see Appendix C of this book.

Canadian Emissions Requirements

This digital apparatus does not exceed the Class A limits for radio noise emissions from digital apparatus set out in the Radio Interference Regulations of the Canadian Department of Communications. For additional DOC information, see Appendix C of this book.

Le present appareil numerique n’emet pas de bruits radioelectriques depassant les limites applicables aux appareils numeriques de la classe A prescrites dans le Reglement sur le brouillage radioelectrique edicte par le ministere des Communications du Canada. Vous trouverez des renseignements complémitaires à la annexe C de ce manuel.

Security

As a customer of new telecommunications equipment, you should be aware of the significant and growing problem of theft of long distance services by third parties, known commonly as “toll fraud.” It is particularly important that you understand and take appropriate steps to deal with this crime because under applicable tariffs, you will be responsible for payment of associated toll charges. AT&T cannot be responsible for such charges and will not make any allowance or give any credit resulting from toll fraud.

Toll fraud can occur despite the preventive efforts of network providers and equipment manufacturers. Toll fraud is a potential risk for every customer with telecommunications equipment having one or more of the following features: (1) remote access, (2) automated attendant, (3) voice mail, (4) remote administration and maintenance, and (5) call forwarding (remote). This is not a product or design defect, but a risk associated with equipment having one or more of the features described above. If your new telecommunications equipment possesses any of these features, please consult the relevant portion of your documentation for further details and specific procedures to reduce the risk of toll fraud or contact your AT&T dealer for further details.

Trademarks

Call Assistant, PARTNER MAIL, PARTNER MAIL VS, and PassageWay are trademarks of AT&T. Magic on Hold, MERLIN, MLS-34D, MLS-18D, MLS-12D, MLS-12, MLS-6, PagePac, PARTNER, and SYSTIMAX are registered trademarks of AT&T. Microsoft is a registered trademark and Windows is a trademark of Microsoft Corporation.

Warranty

AT&T provides a limited warranty to this product. Refer to “AT&T Limited Warranty and Limitation of Liability” in Appendix B of this book.

Ordering Information

The order number for this book is 518-455-317. To order additional books, call 1 800 432-6600 in the U.S. and 1 800 255-1242 in Canada. For information about ordering other system reference materials, replacement parts accessories, and other compatible equipment, refer to “Product Ordering Information” in Appendix B.

Support Telephone Number

In the continental U.S., AT&T provides a toll-free customer helpline 24 hours a day. Call the AT&T Helpline at 1 800 628-2888 if you need assistance when programming or using your system.

Outside the continental U.S., contact your local AT&T Authorized Dealer.

Contents

About This Guide

Overview

■

Important Safety Instructions

■

Features and Capabilities

■

System Components Auxiliary Equipment

■

Programming

Overview

■

Hardware Considerations

■

Initial System Setup

■

Changing Settings after Installation

■

Changing Settings to Support PBX or Centrex Services

■

System Programming Options

■

Using System Programming Telephone Programming Options

■

Using Telephone Programming

■

1-i

1-ii

1-1 1-2 1-7

2-i 2-1

2-2 2-3 2-5

2-6 2-7 2-12 2-15 2-18

Learning About Telephones

■

System Telephones

■

Standard Telephones

■

Combination Extensions

■

Using Telephones

3-i 3-1 3-7 3-10 3-11

Contents

Using Auxiliary Equipment

■

Overview

■

Answering Machines

■

Call Reporting Devices (SMDR)

■

Credit Card Scanners

■

Fax Machines

■

Modems Night Service with Auxiliary Equipment

■

PARTNER Attendant

■

Voice Messaging Systems

■

Feature Reference

Troubleshooting

■

When You Need Help

■

Power Failure Operation

■

Problems with System Phones Problems with Standard Phones

■

Problems with Combination Extensions

■

About This Guide

Purpose

This guide is intended for the system manager. It explains what the PARTNER® programming and using the system, and tells you how to get the most out of its many features and capabilities.

Communications System can do, provides instructions for

Terminology

Throughout this guide, the PARTNER simply as the system and AT&T telephones specifically designed to work with the system are called system phones. You can also use industry-standard telephones with the system, which are referred to as standard phones in this guide. Finally, the PARTNER MAIL™ or PARTNER MAIL VS™ Voice Messaging System, which you may have connected to the system, is referred to as the

voice messaging system.

How to Use This Guide

For information on the following topics, refer to the appropriate chapter:

■

Getting Acquainted. Chapter 1 provides an overview of system features and hardware components.

■

Programming the System. You can change your system’s settings easily to accommodate new or expanding needs. Chapter 2 provides general programing information, while Chapter 5 provides detailed instructions for programming specific features.

Training Co-Workers. Chapter 3 explains how system and standard

■

phones work with the system. To help train co-workers on telephone basics, you can share this information with them.

Communications System is referred to

About This Guide

Using Auxiliay Equipment. The system supports a wide variety of

■

auxiliary equipment, including fax machines, modems, voice messaging

systems, and call reporting devices. Chapter 4 provides advice on

setting up these devices to work effectively with the system. Daily Operation. Depending on how your system is set up, you may

■

need to oversee some of the system’s daily operations. For example, you may need to turn on Night Service at the end of each day before leaving the office. Reference information on all features, including descriptions and instructions for using each feature, is provided in Chapter 5.

■

Solving Problems. Chapter 6 provides information on solving problems if your system or telephones malfunction.

Once you are experienced with the system, use the Table of Contents or Index to locate the information you need.

Throughout this guide, feature names are printed in bold so you can easily look up the name in Chapter 5, “Feature Reference,” for additional information on the feature. For example, if you see a reference to System Date (#101), you can look it up in Chapter 5 for details.

Product Safety Statements

Product safety statements are identified in this guide by a

CAUTION:

Indicates the presence of a hazard that will or can cause minor personal injury or property damage if the hazard is not avoided.

WARNING:

Indicates the presence of a hazard that can cause severe or fatal personal injury if the hazard is not avoided.

How to Comment on This Guide

A feedback form is located at the end of this guide, after the appendixes. If the form is missing, send your comments and recommendations for changes to Documentation Manager, AT&T, 200 Laurel Avenue (Room 4E-409), Middletown, NJ 07748 (FAX 908 957-4009).

About This Guide

Overview

Contents

Important Safety Instructions Features and Capabilities System Components

■

Control Unit

System Modules System Capacity

Telephones

■

System Telephones Intercom Autodialers Standard Telephones

Auxiliary Equipment

■

Requirements Connecting Standard Devices

■

1-ii 1-1 1-2

1-2 1-4 1-4 1-5 1-5 1-6 1-6

1-7 1-7

1-7

1-i

Important Safety Instructions

WARNING:

The following list provides basic safety precautions that should always be followed when using your telephone equipment:

Read and understand all instructions.

1. Follow all warnings and instructions marked on the product.

2. Unplug all telephone connections before cleaning. DO NOT use liquid

3. cleaners or aerosol cleaners. Use a damp cloth for cleaning.

This product should be serviced by (or taken to) a qualified repair

4. center when service or repair work is required.

DO NOT use this product near water, for example, in a wet basement

5. location

DO NOT place this product on an unstable cart, stand, or table.

6. Never push objects of any kind into slots or openings as they may

7. touch dangerous voltage points or short out parts that could result in a risk of fire or electric shock. Never spill liquid of any kind on the product.

Avoid using this telephone during an electrical storm. There may be a

8. remote risk of electric shock from lightning.

DO NOT use the telephone to report a gas leak in the vicinity of the

9. leak.

10.

The product is provided with a three-wire grounding type plug. This is a safety feature. DO NOT defeat the safety purpose of the grounding type plug. DO NOT staple or otherwise attach the AC

power supply cord to building surfaces.

CAUTION:

DO NOT block or cover the ventilation slots and openings. They prevent the product from overheating. DO NOT place the product in a separate enclosure unless proper ventilation is provided.

SAVE THESE INSTRUCTIONS

1-ii

Overview

Features and Capabilities

The following list provides an overview of the system’s features:

■

Full line of system phones, providing access to multiple lines from a single phone at each extension.

■

Programmable buttons on system phones, providing one-touch access to system features simply by pressing the button.

■

Intuitive operation of basic call handling capabilities including transfer,

conference, and hold.

■

Intercom (inside) calling to other system extensions using an Intercom button and the two-digit number assigned to the extension. Users can either ring or voice signal an idle system phone, or use Voice Interrupt On Busy to signal another user who is active on a call.

■

Grouping of extensions for flexibility in directing and answering calls.

■

Automatic system answering features to assist in answering and routing calls.

■

Integrated voice messaging support with the PARTNER MAIL system or the PARTNER MAIL VS system, so callers can reach a desired extension

or group without operator assistance and leave messages at unanswered

or busy extensions.

■

Caller ID support on system display phones (if Caller ID service is

available from your local telephone company and you subscribe to it).

■

Power failure operation with standard phones, allowing you to make and receive calls during a power failure while retaining programmed equipment settings for up to four days. (An optional Uninterruptible Power Supply, or UPS, is also available to allow full equipment operation during a power failure.)

■

Centrex or PBX operation support—including one-touch dialing of feature access codes on system phones.

Overview

1-1

Flexible dialing restrictions and permissions so you can control telephone

■

activity and phone bills.

■

Special hospitality features that let Bed and Breakfast proprietors, for

example, regulate phone use in guest rooms and schedule wake up calls

for guests.

Easy-to-use programming procedures, making it simple for you to

■

manage your system and telephones. System display phones provide feedback during programming.

Two system programming extensions, allowing you to program the

■

system from one extension without interrupting call activity at the other programming extension—usually the receptionist’s extension.

Modular connections to the control unit, making it simple to reconfigure

■

your system or to add lines and/or extensions as your business grows. Direct connections for industry-standard devices—including most

■

standard phones, fax machines, answering machines, modems, and credit card scanners.

Optional equipment support, including doorphones, loudspeaker paging

■

systems, music on hold*, call reporting (often referred to as Station Message Detail Recording or SMDR) devices, PARTNER Attendants, and extra alerts.

System Components

Modular hardware design makes the system easy to install and expand. Figure 1-1 shows an example of system components.

Control Unit

The control unit is the heart of the system; it is made up of one or two carriers, and it houses the system modules. You can use either the primary carrier, or the primary carrier and the expansion carrier if you need more lines and extensions. Each carrier housing includes a backplane and a cover. All system modules slide into the backplane, which channels power to the system. The cover slides onto the front of the backplane after all the system modules have been installed.

WARNING:

There are no customer-serviceable components inside the system modules or backplane. There are hazardous voltages within that can cause severe or fatal personal injury. DO NOT OPEN THE MODULES.

✶

If you use music-on-hold to broadcast certain copyrighted music or material, including songs or other material from radio broadcasts, you may be required to obtain the permission of the copyright owner. One way to obtain permission is to contact ASCAP, BMI, and/or similar performing rights organizations, to obtain a license. Or, you can purchase a Magic on Hold® system from AT&T, which does not require you to obtain such a license. AT&T disclaims any liability arising out of the failure to obtain such a license, if required.

1-2 Overview

CONTROL UNIT

206 Modules

Primary

Carrier

Main Circuit

Breaker

Modules

400

Expansion

Carrier

Main Circuit

Breaker

Primary Processor Module

Grounding Screw Outside Line Jacks

Power Indicators

(LEDs)

Extension Jacks (206 modules only)

MUSIC ON HOLD Volume Adjustment Screw

MUSIC ON HOLD Jack (for RCA phono plug)

SYSTEM PHONES

MLS-34D® Phone

(with optional MLS-CA24

Intercom Autodialer)

MLS-18D® Phone

Expansion Processor

Module

Outside Line

Jacks

PAGE Jack SMDR Jack

Expansion

Cable

Optional Devices

(for the control unit)

AT&T Serial Printer

PARTNER MAIL VS voice messaging system

AT&T Paging System

Power Indicators

(LEDs)

Optional Devices

(for extension jacks)

PARTNER MAIL voice messaging system

Standard Touch-Tone Phone

MLS-12D® Phone

MLS-6® Phone MLC-6 Phone

MLS-12® Phone

Figure 1-1. Sample System Components

AT&T Call Accounting Terminal (Basic or Plus)

AT&T Magic on Hold® deck

Fax Machine

Doorphone

Answering Machine

Alert

Overview

1-3

System Modules

The following system modules can be installed in your system:

■

Primary Processor Module provides the software intelligence that controls the system’s features. It has jacks for a music-on-hold audio source, a loudspeaker paging system, and a call reporting (SMDR) device, such as a printer. It also has a green-wire grounding screw to properly ground the control unit.

■

Expansion Processor Module extends the primary processor module’s software capabilities to the lines and extensions located on modules in the expansion carrier.

■

206E Module has jacks to connect a maximum of two outside telephone lines and six extensions to the system. You can connect telephones and other telecommunications devices (such as fax machines and modems) to the extension jacks (either directly or through your building’s modular wall jacks). Each 206E module has a green power indicator that shows it is receiving power. The system requires at least one 206E module.

400E Module is similar to the 206E module, but without extension jacks.

■

It has four outside line jacks. This module is an inexpensive way to add lines when you do not need more extensions.

■

206EC/400EC Modules provide the same capabilities as the 206E and 400E modules, but add support for Caller ID information on system display phones. To get Caller ID, first you must subscribe to the service from your local phone company (if it is available) on a per-line basis, then connect those lines associated with Caller ID to the line jacks on the 206EC and/or 400EC modules. Any users with system display phones who have Caller ID lines assigned to their extensions will get Caller ID. For more information, see “Caller ID” in Chapter 5.

If you are upgrading from a PARTNER or PARTNER Plus system, you can still use its 200 modules, each providing two line jacks.

If you want message waiting capability on standard phones that are equipped with message waiting lights, you must connect those phones to extension jacks on Release 3.1 (R3.1) 206 modules. Additionally, you need an R3.1 primary processor module.

Hereafter, references to 206 modules include 206E, 206EC, and all 206 modules used the previous release on the product. Similarily references to 400 modules include 400E, 400EC, and all 400 modules used with previous releases of the product.

System Capacity

The combination of 206 and 400 modules installed determines the number of available lines and extensions. The system allows up to 24 lines and up to 48

extensions; however, these maximums cannot be achieved simultaneously:

■

For maximum line capacity (24 lines), install four 206 modules and four 400 modules. This arrangement allows up to 24 extensions.

■

For maximum extension capacity (48 extensions), install eight 206 modules. This arrangement allows up to 16 lines.

1-4 Overview

Telephones System Telephones

This guide refers to AT&T telephones specifically designed to work with the system as system phones. These include the MLS-34D, MLS-18D, MLS-12D, MLS-12, MLS-6, and MLC-6 telephones.

System phones have several buttons in common: volume control buttons, and

Feature ], [ Conf ], [ Transfer ], and [ Hold ] buttons. In addition, each phone has

the [

programmable buttons that can be used for outside lines, extension numbers, outside phone numbers, or system features. Outside lines, as well as some

system features, require buttons with status lights. Programmable buttons without lines assigned to them can be programmed with numbers or features, so you can use the feature or dial the number with one touch. The number in each model name indicates the number of programmable buttons with status lights plus two [

If the system phone has a display, indicated by a “D” in the model name, users receive messages and prompts when making calls and programming. (More information about the display is provided in Chapter 5.) A system display phone is required for system programming. It must be as large as the largest phone in

the system, since an MLS-12D or MLS-18D cannot program an MLS-34D. Similarly, an MLS-12D cannot program an MLS-18D.

Table 1-1 summarizes system phone features.

Intercom ] buttons.

Table 1-1. System Phones

MLS-34D MLS-18D

Total Number of Programmable Buttons

Line Capacity (Number of Programmable Buttons with Status Lights)

Intercom Buttons Display Speaker Microphone

✶

The MLS-34D has 32 programmable buttons with status lights. Since the system supports a maximum of 24 lines, up to 24 buttons on the MLS-34D can be used for outside lines.

24*

✔ ✔ ✔

2 2 2 2 2

✔ ✔ ✔ ✔ ✔ ✔

MLS-12D

✔

MLS-12

— —

✔ ✔

MLS-6

4 4

— —

MLC-6

— —

Overview

1-5

Intercom Autodialers

The system phones at extensions 10 and 11 each support up to two MLS-CA24 Call Assistant™ Intercom Autodialers, which provide Auto Dial buttons for all of the extensions in your system (up to 48). Users can program the Auto Dial buttons for either intercom ringing, voice signaling, or manual signaling. (Note that each user can have only one Auto Dial button—either on the system phone or on the autodialer—for another extension in the system.) The Auto Dial buttons allow the user to dial, signal, or transfer calls to system extensions with one touch. The status lights for the buttons indicate calling activity at each extension. For more information about Auto Dial buttons, see “Auto Dialing” in Chapter 5.

Standard Telephones

You can also use industry-standard single-line rotary or touch-tone telephones, including feature phones with built-in feature buttons and lights, with the system. This guide refers to such telephones as standard phones. AT&T-certified standard phones, such as the 8110 Analog Telephone, are recommended.

The following standard phones with message waiting lights are compatible with the system:

■

Single-Line Telephone with Message Waiting Light and Recall Button (2500 YMGK)

■

7102 Plus Analog Voice Terminal

Check with your local AT&T Authorized Dealer to find out if other standard phones with message waiting lights will work.

NOTE:

For message waiting capability, you must connect standard phones with message waiting lights to Release 1 (R3.1) 206 modules, and equip the system with an R3.1 primary processor module. This message waiting capability does not apply to standard phones with neon-type message waiting lights.

1-6

Overview

Auxiliary Equipment

You can connect many types of telecommunications devices to your system without expensive adapters or additional phone lines. Many industy-standard, single-line devices will work with the system regardless of the manufacturer:

■

Touch-tone, rotary, and cordless telephones (such as those you might have in your home)

■

Fax machines

■

Answering machines

■

Modems

■

Credit card scanners

There are several other devices that may be compatible with the system. For more information, refer to the list in Chapter 4 or contact your local AT&T Authorized Dealer. Also, see Chapter 4 for advice on setting up auxiliary equipment to work effectively with the system.

Requirements

An industry-standard device must meet the following conditions:

■

It must be non-proprietary. That is, it cannot be made specifically for use on a particular telephone system. (For example, you cannot connect an

AT&T MERLIN® system phone because it is specifically designed for use on a MERLIN system.)

Its Ringer Equivalence Number (REN*) cannot be greater than 2.0. (The

■

REN is shown on a label on the device, usually on the bottom.) You can connect a standard two-line device to the system, but for best

■

results it should be installed and used as if it were a single-line device.

Connecting Standard Devices

You can connect a standard device so that it is on an extension by itself, or so that it shares an extension with another piece of equipment (either another standard device or a system phone) as long as the REN of the two devices together does not exceed 2.0. (System phones have 0.0 REN.) For example, you can connect a standard phone and an answering machine to the same

extension. An extension with two devices connected to it is called a combination extension. You cannot connect two system phones on one extension. The PARTNER II Communications System Installation guide provides installation instructions.

✶

REN is a measure of the power it takes to ring a phone. The typical home phone line handles 4.0–5.0 RENs; each extension jack in your system handles up to 2.0 RENs.

Overview

1-7

Programming

Contents

Overview Hardware Considerations Initial System Setup

Setting the System Clock

■

Assigning Lines

■

Customizing Extensions

■

Copy Settings

■

Changing Settings after Installation

Changing the System Clock

■

Adding New Lines

■

Adding New Extensions

■

Swapping Extensions

■

Changing Settings to Support PBX or Centrex Services

Recall Setting

■

Dialing Restrictions

■

Speed Dial and Auto Dial Numbers

■

System Programming Options

Speed Dialing

■

Dialing Restrictions and Permissions

Restricting Access to Outside Lines Controlling Calls on Outside Lines Overriding Dialing Restrictions

Summary

■

Setting Up Groups of Extensions

■

Setting Up Auxiliary Equipment

■

Hospitality Features

2-1 2-2 2-3

2-3

2-3 2-4 2-4

2-5 2-5

2-5 2-5 2-5

2-6 2-6

2-7 2-7

2-7 2-7 2-8 2-8 2-9 2-10 2-10 2-11

2-i

Contents

Using System Programming

■

The Programming Overlays

■

Programming Mode

■

Changing Programming Types 2-14

Telephone Programming Options

■

Automatic Line Selection

■

Extension Name Display

■

Line Ringing

■

Personal Speed Dialing

■

Programming Telephone Buttons

■

Programming a Receptionist’s Extension

Call Handling Options Backup Answering Options

Button Programming

Using Telephone Programming

■

Telephone Models

■

Using Centralized Telephone Programming

■

Changing Programming Type

■

Using Extension Programming

2-12 2-12

2-14

2-15 2-15

2-15 2-15 2-15 2-15 2-16 2-16 2-16 2-17

2-18 2-18

2-18 2-21 2-21

2-ii

Programming

Overview

After the system hardware is installed, you can customize the system and individual telephones. This chapter explains how to use programming to accomplish that.

There are two types of programming:

System Programming allows you to customize the system to meet the

■

needs of your business. When the system is first installed, it uses factory settings that reflect the most commonly used options. You can change system settings as needed.

You can perform System Programming from either extension 10 or 11. Because an extension cannot be in programming mode and handle calls at the same time, consider using extension 11 for programming. Doing so gives you the ability to program without disrupting call handling by the receptionist at extension 10.

■

Telephone Programming allows telephones to be customized to meet

individual users’ needs. Individual telephones can be programmed either from extension 10 or 11 (called Centralized Telephone Programming), or from a user’s own extension using a system phone (called Extension

Programming).

A system display phone is required for System and Centralized Telephone Programming. Make sure that the programming phone is as large as the largest phone in the system, because an MLS-12D or MLS-18D cannot program an MLS-34D. Similarly, an MLS-12D cannot program an MLS-18D.

This chapter provides general information on programming procedures. When a specific feature name is referenced, it is printed in bold type. For detailed descriptions and step-by-step instructions, refer to that name in Chapter 5. (Brief summaries of all programming procedures are at the end of this book.)

Programming

2-1

Hardware Considerations

Programming procedures use line and extension numbers. The line number represents the line jack on a 206 or 400 module to which the outside line is

connected. Similarly, the extension number represents the extension jack on a

206 module to which the system phone or standard device is connected. For each 206 module, the system assigns two lines and six extensions; for each

400 module, the system assigns four lines. The system numbers lines and extensions consecutively. Figure 2-1 shows the numbering scheme for a

system with maximum lines. Figure 2-2 shows the numbering scheme for a

system with maximum extensions. However, your system can have any number of lines and extensions up to the maximum.

206 Modules 400 Modules

Line

Jacks

Extension

Jacks

Figure 2-1. Maximum Lines

206 Modules

Line

Jacks

Line

Jacks

Line

Jacks

206 Modules

Line

Jacks

Extension

Jacks

Figure 2-2. Maximum Extensions

2-2 Programming

Extension

Jacks

Initial System Setup

After the control unit is installed, you set up the system using a combination of system and telephone programming procedures. In this guide, System Programming procedures are identified by a code (# and three digits); Telephone Programming procedures are identified by the feature name only.

Use the System Planner as a guide when programming. The following sections provide an overview of the procedures you use for initial system setup. See Chapter 5 for more information on specific procedures. Other programming procedures are optional, but strongly recommended to make the most of your investment. (See “System Programming Options” and “Telephone Programming Options” later in this chapter for details.)

Setting the System Clock

After supplying power to the control unit, use the following procedures:

System Date (#101)

■

System Day (#102)

■

System Time (#103)

■

Assigning Lines

For initial setup only, use Number of Lines (#104) to specify the number of lines that will be assigned to all system extensions. Then use the following procedures as needed:

Dial Mode (#201) to identify any rotary lines (the default for all lines is

■

“touch-tone”).

■

Line Assignment (#301) to assign lines to specific extensions (if the line

was not assigned using the Number of Lines procedure), to remove lines from some extensions, or to change the button used to pick up a line at a

specific extension.

Line Access Restriction (#302) to limit an extension’s access to a

■

specific line.

■

Line Ringing (Centralized Telephone Programming) to specify when a line will start ringing at each extension that has the line. For additional

information on line ringing options, see “Programming a Receptionist’s

Extension” later in this chapter.

to set the month and day.

to set the day of the week.

to set the hour and minutes.

■

Automatic Line Selection (Centralized Telephone Programming) to specify the order in which the system tries to select an available line (intercom or outside), when a user at the extension lifts the handset or presses [

Spkr ] to make a call without first selecting a specific line button.

For extensions with standard phones, set Automatic Line Selection to intercom first. This enables standard phones to access equipment features, including intercom calling. When users lift the handsets on standard phones, they hear intercom dial tone. To access an outside line, they must dial 9.

Programming

2-3

Customizing Extensions

In addition to line assignments, the following procedures can be used to customize an extension:

■

Display Language (#303) to specify the language (English, French, or Spanish) for messages that appear on a system display phone.

■

Automatic Extension Privacy (#304) to prevent other extensions with the same line from joining a call at the extension. This feature is also useful for extensions connected to a modem, fax, or any device whose function can be disrupted by someone trying to join it.

■

Forced Account Code Entry (#307) to prevent the extension from making an outside call until a required account code is entered. You can also use Forced Account Code List (#409) to create a list of valid account codes.

■

Outgoing Call Restriction (#401) to prevent the extension from making certain types of outgoing calls (on all system lines).

■

Disallowed List Assignments (#405) to assign one or more Disallowed Phone Number Lists to the extension. Use Disallowed Phone Number Lists (#404) to create the lists of outside numbers that extensions cannot dial.

■

Allowed List Assignments (#408) to assign one or more Allowed Phone

Number Lists to the extension. Use Allowed Phone Number Lists (#407) to create the lists of outside numbers that otherwise-restricted extensions can dial.

■

Pickup Group Extensions (#501), Calling Group Extensions (#502), Night Service Group Extensions (#504), and Hunt Group Extensions

■

Fax Machine Extensions (#601), Doorphone Extension (#604 and

identify the extension as one of these equipment types.

“Setting Up Auxiliary Equipment” later in this chapter provides an overview of the procedures you use for setting up devices, such as hotline phones, voice messaging systems, and call reporting devices. Also, Chapter 4 provides detailed information and example applications for auxiliary equipment.

Copy Settings

The recommended way to set up your system is to program one extension for each type of phone in the system, then use Copy Settings (#399) to program other phones of the same type. For example, you can program one MLS-12D phone and then copy its settings to any other extensions that have MLS-12D or MLS-12 phones. See “Copy Settings” in Chapter 5 for a list of the programmed settings that are copied.

(#505) to place the extension in any of these groups. See “Setting Up

Groups of Extensions” later in this chapter for more information.

#605), Doorphone Alert Extensions (#606), or AA Extensions (#607) to

2-4 Programming

Changing Settings after Installation

As your business grows or changes, you will probably need to change the way your system was originally programmed. This section provides some examples and lists the procedures you would use to change settings after installation. For specific details on a procedure, refer to the procedure name in Chapter 5.

Changing the System Clock

You may need to change the system clock for daylight saving time, after a prolonged power failure, or after a system reset. Use System Date (#101), System Day (#102), and System Time (#103) to set the current date, day, and time.

Adding New Lines

If you add an outside line to your system, you may need to adjust some line

settings. In particular, use Dial Mode (#201) if the new line is a rotary line, Line Assignment (#301) to assign the line to specific extensions, Line Ringing (Centralized Telephone Programming) to specify when the line will start ringing at each extension that has the line, and Line Access Restriction (#302) to limit

an extension’s access to the line. Additionally, the system automatically assigns the new line as the last line in the Automatic Line Selection sequence. If you want to change the order, use Automatic Line Selection (Centralized Telephone Programming).

IMPORTANT:

Do not use Number of Lines (#104) if you add lines to the system after initial setup, because it changes Line Access Restriction (#302), Automatic Line Selection, Line Ringing, and Hold Disconnect Time (#203) for existing lines back to factory settings. To change line assignments without affecting other settings, use

Line Assignment (#301).

Adding New Extensions

If you add an extension to your system, you can probably use Copy Settings

(#399) to copy the settings of an existing extension. If you wish to further adjust

a new extension’s settings, see “Customizing Extensions” earlier in this chapter.

Swapping Extensions

If a user changes physical locations but wants to keep the same extension

number, you can make the change easily by swapping modular connections at

the control unit.

For example, if the users at extensions 29 and 32 switch offices, you can

disconnect the modular plug from extension jack 29 in the control unit, and

reconnect it at extension jack 32. Likewise, unplug the wire that was connected

to extension jack 32 and reconnect it at extension jack 29. Then, the users can

take their respective phones to their new location to keep the same extension

number and retain the phone’s programmed settings.

Programming

2-5

Changing Settings to Support PBX or Centrex Services

This section applies only if you use PBX or Centrex services with your system. If it does not apply, go to the next section, “System Programming Options.”

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PBX services are provided by a private telephone switch.

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Centrex services are provided by your local telephone company from a Central Office (CO) outside your premises. These services include the Centrex lines connected to your control unit modules and some set of features—such as hold, conference, or transfer—that are available on those lines. Centrex services may be offered in your area under a different name. For specific Centrex features to be available to you, your company must subscribe to those features. For specific information on using Centrex, see the Centrex documentation provided by your local telephone company.

Some of the issues you should consider when setting up your system to work effectively behind a PBX or Centrex system are discussed below. Chapter 5 explains how to use the programming procedures discussed here.

Recall Setting

To set up your equipment to work properly with a PBX or Centrex system, first set Recall Timer Duration (#107) to match the setting used by your PBX or Centrex system (usually 800 msec., or 32). This setting affects the length of a Recall signal sent by the control unit to access Centrex services.

Dialing Restrictions

Outgoing Call Restriction (#401) is an equipment restriction intended to limit an extension’s dialing to “inside calls only” (using the [ system phones) or to “inside and local calls only” (allowing calls within the PBX or Centrex system and local calls outside the PBX or Centrex system). However, if users in your system use a dial-out code (9 on most PBX or Centrex systems) before dialing numbers outside the PBX or Centrex system, the equipment will not be able to prevent toll calls for extensions restricted to “inside and local calls only” (unless you use Disallowed Phone Number Lists to prevent dialing to specific classes of numbers).

If your PBX or Centrex system includes dialing restrictions, use those instead of the equipment restrictions. If you have PBX or Centrex dialing restrictions on a line and also program equipment restrictions, both the PBX or Centrex system and equipment restrictions apply. However, equipment dialing permissions will not override PBX or Centrex system restrictions.

Speed Dial and Auto Dial Numbers

When you program numbers outside the PBX or Centrex system as Speed Dial and Auto Dial numbers, include the PBX or Centrex system dial-out code (9 on most PBX or Centrex systems), followed by a pause, in the stored number.

Intercom ] buttons on

2-6

Programming

System Programming Options

This section discusses programming options that involve multiple procedures (such as dialing restrictions and auxiliary equipment settings), as well as features that can be used throughout your system (such as Speed Dialing). You can use a combination of programming procedures to set up your system to operate most efficiently, taking into account your company’s telephone service, personnel, and equipment, as well as the special needs of particular departments. This section lists the procedures you can use; for details on using a particular procedure, refer to the procedure name in Chapter 5.

Speed Dialing

You can program up to 60 frequently dialed phone numbers—such as suppliers, repair services, or customers—so that all users in the system can dial them by pressing three buttons: [ two-digit code. These are called System Speed Dial Numbers.

Dialing Restrictions and Permissions

The system has several procedures for restricting telephone use, and several for overriding those restrictions. You can use any combination of these procedures to design a system that meets your needs.

When a user makes a call, the system checks the number dialed against all of

the dialing restrictions that apply to the extension making the call. When the

number dialed passes a restriction, it goes to the next one, if necessary. When a number violates a restriction, the call is stopped and the user hears a reorder

tone (fast busy signal).

Feature ] (or [ # ] on a standard phone) plus a

IMPORTANT:

While procedures that restrict dialing are very effective, absolute protection against misuse cannot be guaranteed. System phones give more protection than standard phones. Therefore, we strongly recommend that you install system phones where restricting phone use is important.

Restricting Access to Outside Lines

A user can access a line either by pressing the line button on the phone or by dialing a feature code (Direct Line Pickup). If you do not want a user to access a specific outside line, you can use Line Access Restriction (#302) to control an extension’s access to a certain line (whether the line is assigned to the extension or not). Table 2-1 provides examples of settings that can be used to restrict an extension’s access to specific outside lines.

NOTE:

If Forced Account Code Entry (#307) is programmed for an extension, that extension is required to enter an account code before dialing an outside number—even those on the Emergency Phone Number List (#406)

the lines assigned to that extension. If Forced Account Code List (#409)

contains entries, the system checks the account code against the list. If the account code is on the list, line access is allowed; if not, line access is denied.

—on all of

Programming

2-7

Controlling Calls on Outside Lines

When an extension is allowed access to an outside line, you can use the following procedures to control calling:

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Outgoing Call Restriction (#401) defines the type of calls (inside only, local only, or inside, local, and long-distance) that users can make from

all lines available on an extension. Outgoing Call Restriction Button (#114) allows the receptionist at extension 10 to quickly change an

extension’s current Outgoing Call Restriction setting.

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Disallowed Phone Number Lists (#404) creates up to four lists of numbers that cannot be dialed. After creating Disallowed Phone Number Lists, use Disallowed List Assignments (#405) to assign one or more

lists to a specific extension.

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Night Service with System Password (#403) restricts users at extensions in the Night Service Group from dialing outside phone numbers (except Emergency numbers and Marked System Speed Dial

numbers) unless the password is entered first.

Table 2-2 provides examples of settings that can be used to restrict an extension’s dialing once it gets an outside line.

Overriding Dialing Restrictions

The following programming procedures provide ways to override all dialing restrictions, provided the user has access to an outside line:

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Emergency Phone Number List (#406) defines a list of up to ten

numbers that can be dialed from any extension. A typical number is 911.

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Marked System Speed Dial Numbers are specially identified System

Speed Dial numbers, which a user can dial by pressing [

Feature ] (or [ # ]

on a standard phone) followed by a two-digit code.

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System Password (#403) creates a password that can be entered at any

system phone (except an MLC-6) to override dialing restrictions for the

duration of a call.

To override all dialing restrictions except Line Access Restriction (#302) and

Night Service with System Password (#403), use Allowed Phone Number Lists (#407) to create lists of outside numbers that otherwise-restricted

extensions can dial. Then use Allowed List Assignments (#408) to assign one or more of the lists to an extension.

2-8 Programming

Summary

Tables 2-1 and 2-2 summarize the available dialing restrictions and permissions, showing how they can be combined in a variety of ways to customize an extension’s dialing privileges.

Table 2-1. Settings that Restrict an Extension’s Access to a Specific Line

Type of Restictions or Permissions for the Extension

Can receive and place intercom (inside) calls only

Cannot use a specific outside line

Can only monitor call activity and pick up held calls on a specific line

Can only receive calls on a specific line

Can only place outgoing calls on a specific line

Setting for Line Assignment (#301)

All outside lines* “not assigned”

Outside line “not assigned”

Outside line “assigned”

Outside line* may be “assigned”

Setting for Line Access Restriction (#302)

“No access” for all lines

“No access” for that line

“Incoming only” for that line

“Outgoing only” for that line

Table 2-2. Settings that Restrict an Extension’s Dialing Once It Gets an Outside Line

Type of Restrictions or Permissions for the Extension

Can place intercom and local calls only (and can answer any call)

Can place intercom, local and longdistance calls (and can answer any call)

Setting for Setting for Line

Assignment (#301)

Outside line* may be “assigned”

Line Access Restriction Restriction (#302)

“No restriction” “Local only”

“No restriction” “No restriction”

Setting for Setting for Outgoing Call

Disallowed Phone Number

(#401)

Lists (#404)

Any local numbers the extension should not dial

Any local and long-distance numbers the extension should not dial

✶

If a line is not assigned to the extension, a user can use Direct Line Pickup to access the line. Emergency numbers, Marked System Speed Dial numbers, Allowed Phone numbers, and numbers dialed using the System Password Override all dialing restrictions if a user has access to an outside line to place the call. If Forced Account Code Entry is programmed for an extension, the user must enter an account code before accessing an outside line. If there are entries in the Forced Account Code List, the entered account code must match an entry on the list.

Programming

2-9

Setting Up Groups of Extensions

You can set up four types of extension groups:

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Pickup Group Extensions (#501) assigns extensions to one of four Pickup Groups. A Pickup Group lets any user in the system answer calls for any extension in that group.

Calling Group Extensions (#502) assigns extensions to one of four

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Calling Groups. A Calling Group lets users ring or page all extensions in that group simultaneously or transfer calls into the group.

Night Service Group Extensions (#504) assigns extensions to the Night

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Service Group. When Night Service is activated at extension 10, calls ring immediately at Night Service extensions regardless of how they ring at other times (only the lines assigned to an extension will ring).

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Hunt Group Extensions (#505) assigns extensions to one of seven Hunt Groups. (Hunt Group 7 is used exclusively for the voice messaging system.) A Hunt Group lets users ring or voice signal the first available (non-busy) extension in that group. If a ringing call is not answered, the system tries each available extension in turn until the call is answered. If a voice-signaled call is not answered, the call does not keep hunting. Also use Group Call Distribution (#206) to assign outside lines to a Hunt Group if you want outside calls to ring directly into a group.

Setting Up Auxiliary Equipment

The following programming procedures help you manage auxiliary equipment. See Chapter 4 for more information on auxiliary equipment configurations or refer to Chapter 5 for details on using the procedure:

Fax Machine Extensions (#601) identifies extensions to which fax

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machines are connected.

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Music on Hold (#602) activates or deactivates the MUSIC ON HOLD jack on the primary processor module. When this jack is activated and an audio source is connected, callers hear recorded or messages while on hold. Also, Background Music lets users with system phones (other than the MLC-6) play the recorded material through their phone’s speaker

when the phone is not in use.

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Hotline (#603) identifies hotline extensions, so when a person lifts the handset of the hotline phone, a predetermined extension automatically rings.

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Doorphone Extension (#604 and #605) identifies extensions to which doorphones are connected. Doorphone Alert Extensions (#606) identifies extensions that signal when the doorphone button is pressed.

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AA Extensions (#607)

identifies extensions to which PARTNER Attendants are connected. This lets the system notify users with display phones when they are receiving a call that has been transferred from the PARTNER Attendant. Also, Transfer Return Extension (#306) lets you identify the extension to which a call transferred by the PARTNER Attendant should be routed if the destination extension does not answer.

2-10 Programming

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SMDR Record Type (#608) specifies the type of calls that you want to record for call reporting—either all calls or outgoing calls only. Account Code Entry lets users specify account codes for outside telephone calls; if used, the account codes are included on the call report. SMDR Top of Page (#609) notifies the system that the printer has been aligned to the top of a new page.

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The voice messaging system uses the following procedures:

Hunt Group Extensions (#505) assigns the extensions associated

with the voice messaging system hardware to Hunt Group 7—the VMS Hunt Group. (The PARTNER MAIL system uses two or four extensions; the PARTNER MAIL VS system uses two extensions.)

- Group Call Distribution (#206) assigns lines to the VMS Hunt Group so calls can ring directly into the voice messaging system and receive Automated Attendant Service or directly into the voice mailbox of a specific subscriber.

VMS Hunt Delay (#506) determines when outside calls should be answered by the Automated Attendant Service of the voice messaging system. You can set the system for either immediate call handling or delayed call handling. The setting you select is used for both day and night operation.

VMS Hunt Schedule (#507) determines when outside calls should

ring the VMS Hunt Group (always, day only, or night only) depending

on the status of the Night Service Button (#503) at extension 10. Automatic VMS Cover (#310) determines whether or not an

extension’s unanswered intercom and transferred calls are automatically covered by the voice messaging system.

Transfer Return Extension (#306) identifies the extension to which a

call transferred by the voice messaging system should be routed if the destination extension does not answer and does not have voice mail

coverage active. (The transfer return extension for the voice

messaging system is typically extension 10.)

Hospitality Features

The following hospitality features are for special applications, such as the Bed and Breakfast and Hotel/Motel industries:

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Outgoing Call Restriction Button (#114) lets you program a button on the system phone at extension 10 to change an extension’s current Outgoing Call Restriction setting without entering System Programming mode. For example, after a guest’s departure, a hotel manager can change the No Restriction setting of the guest room phone to Inside Only so outside calls cannot be made from the phone after the guest checks out.

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Wake Up Service Button (#115) lets you program a button on the system phone at extension 10 to be used for scheduling wake-up or reminder calls for specified system extensions.

Programming

2-11

Using System Programming

System Programming changes settings for the system as a whole, or for individual lines or extensions. You can use System Programming to set up dialing restrictions, define groups, or set up auxiliary equipment. Refer to the filled-out System Planner when you are changing system settings, and be sure that any changes in programming are recorded there.

The Programming Overlays

System Programming requires a programming overlay placed over the dial pad of the MLS-34D, MLS-18D, or MLS-12D system phone at extension 10 or 11. (Overlays are provided with the system documentation. Replacements can be

ordered through the AT&T Sourcebook.) Figure 2-3 illustrates the programming

overlays. During System Programming, the normal functions of several buttons on the

display phone at extension 10 or 11 change. For example, the left [ button becomes [

The programming overlay identifies these buttons.

You use the following special button while programming:

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[ Next Procedure ] and [ Prev Procedure ] cycle forward and backward through the programming procedures. You can use these buttons to select a procedure.

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Next Item ] and [ Prev Item ] cycle forward and backward through a

[ procedure’s parameters. A parameter is typically an outside line, an

extension, or a telephone list entry.

System Program ], the button used to enter programming mode.

Intercom ]

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Next Data ] and [ Prev Data ] cycle forward and backward through the valid

[ entries. These buttons work only for fixed data, such as a line or extension number. They do not work for variable data such as date, time, password, telephone numbers, or doorphone assignments.

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Remove ] returns the current setting to the factory setting—or when using

[ Line Assignment (#301), removes lines from an extension.

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Enter ] ends an entry of variable length, such as a telephone number in an

[ Allowed Phone Number List.

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System Program ] starts the System Programming process.

[

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Central Tel Program ] starts the Centralized Telephone Programming process

[ (to customize individual telephones centrally from extension 10 or 11).

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Feature ] when followed by [ 0 ] [ 0 ], enters or exits programming mode.

[

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Wild ] enters a “wildcard” (a character that matches any digit dialed) in

[ telephone numbers in Allowed Phone Number Lists (#407), Disallowed Phone Number Lists (#404), and the Forced Account Code List (#409).

2-12 Programming

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