AT&T Partner II R3 - Programming and Use

AT&T

PARTNER® II
Communications System
Release 3

Programming and Use

Copyright © 1992 AT&T
All Rights Reserved
Printed in U.S.A.

AT&T 518-455-311
Issue 1
July 1992

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. These limits are designed to provide reasonable protection against

harmful interference when the equipment is operated in a commercial environment. This equipment
generates, uses, and can radiate radio frequency energy and, if not installed and used in
accordance with the instruction manual, may cause harmful interference to radio communications.
Operation of this equipment in a residential area is likely to cause harmful interference, in which case
the user will have to correct the interference at his or her own expense. For additional FCC
information, see Appendix C of this book.

Canadian Emmissions 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
Communicatlons.

Le present appareil numerique n’emet pas de bruits radioelectriques depassant les limites

applicables aux apareils numeriques de la classe A prescrites dans le Reglement sur le brouillage

radioelectrique edicte par le ministere des Communications du Canada.

Trademarks

MLS-34D, MLS-18D, MLS-12D, MLS-12, MLS-6, Call Assistant, PARTNER MAIL, and SYSTIMAX are
trademarks of AT&T. PARTNER, Magic on Hold, MERLIN, and PagePac are registered trademerks
of AT&T.

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 518-455-311. To order additional books, call 1 800 432-6600 in the
U.S. and 1 800 255-1242 in Canada. For more information on how to order this and other system
reference materials, replacement parts, accessories, and other compatible equipment, refer to
“Product Ordering Information” in Appendix B.

Support Telephone Numbers

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

1

2

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

iii

1-i

1-ii

1-1
1-2
1-6

2-i
2-1
2-2
2-3
2-5

2-6
2-7
2-11
2-14
2-17

3

4

Learning About Telephones

■

System Telephones

■

Standard Telephones

■

Combination Extensions

■

Using Telephones

Using Auxiliary Equipment

■

Overview

■

Fax Machines

■

Answering Machines

■

Modems

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

4-i
4-1
4-3
4-9
4-13

i

■

PARTNER MAIL

■

PARTNER Attendant

■

Credit Card Scanners

■

Night Service with Auxiliary Equipment
Call Reporting Devices (SMDR)

■

4-15
417
4-18
4-19
4-20

5

6

A

B

Feature Reference

Troubleshooting

■

When You Need Help

■

Power Failure Operation

■

Problems and Solutions

Specifications

Maintenance, Repair, and
Ordering Information

5-i

6-i
6-1
6-1
6-2

A-1

B-1

C

GL

IN

ii

FCC Information

Glossary

Index

Programming Quick References

C-1

GL-1

IN-1

Inside back cover

About This Guide

Purpose

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

II

Communications System can do, provides instructions for

How to Use This Guide

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

■

Getting Acquainted.

and hardware components.

■

Programming the System.

easily to accommodate new or expanding needs. Chapter 2 provides
general programming information, while Chapter 5 provides detailed
instructions for programming specific system features.

Training Co-Workers.

■

phones work with the system. To help train co-workers on telephone
basics, you can share this information with them. Also, give each
telephone user a Quick Reference card and a filled-in copy of the “Speed
Dial” form from the System Planner.

■

Using Auxiliary Equipment.

auxiliary equipment, including fax machines, modems, answering
machines, and call reporting devices. Chapter 4 provides advice on
setting up these devices to work effectively with the system.

■

Daily Operation.

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.

Chapter 1 provides an overview of system features

You can change your system’s settings

Chapter 3 explains how system and standard

The system supports a wide variety of

Depending on how your system is set up, you may

About This Guide

iii

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
up the name in Chapter 5, “Feature Reference,” for additional information on the
feature.

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
A. Sherwood, AT&T, 99 Jefferson Road (Room 2A-25), Parsippany, NJ 07054
(FAX [phone]).

bold

so you can easily look

iv

About This Guide

Overview

Contents

1

Important Safety Instructions
Features and Capabilities
System Components

■

Control Unit

System Modules
System Capacity

■

Telephones

System Telephones
Intercom Autodialers
Standard Telephones

Auxiliary Equipment

■

Industry-Standard Devices

Requirements
Connecting and Using Standard Devices

■

Other Devices

1-ii
1-1

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

1-6
1-6

1-6
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1-7

1-i

Important Safety Instructions

Always follow these basic safety precautions when using the system:

1.

Read and understand all instructions.
Follow all warnings and instructions marked on the product.

2.
Never spill liquid on the product or drop objects into the ventilation

3.
slots and openings. Doing so may result in serious damage to the
components.

4.

Repair or service must be performed by a qualified repair person.
The product is provided with a three-wire grounding type plug. This is

5.
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.

DO NOT use the product near water or in a wet or damp place (such as

6.
a wet basement).

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 MLS- and MLC-model system phones, providing access to
multiple lines from a single phone at each extension.

1

■

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

■

Modular connections to the control unit, making it easy to reconfigure
your system or to add lines and/or extensions as your business grows.

■

Direct connections for industy-standard devices—including most
standard phones, fax machines, answering machines, modems, and
credit card scanners.

■

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 an extension or voice signal it using a system phone’s speaker.

■

Easy-to-use programming procedures, making it easy for you to manage
your system and telephones. System display phones provide feedback
during programming.

■

Flexible dialing restrictions and permissions so you can control telephone
activity and phone bills.

■

Grouping of extensions for flexibility in directing and answering calls.

■

Caller ID support on system display phones (provided that Caller ID
service is available from your local telephone company and you
subscribe to it).

■

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

Overview

1-1

■

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

■

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.)

■

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.

■

Optional equipment support, including doorphones, hotline phones,
answering machines, loudspeaker paging systems, music on hold*, call
reporting (often referred to as Station Message Detail Recording or
SMDR) devices, PARTNER Attendants, and extra alerts.

■

PARTNER MAIL™ functionally integrated into the PARTNER
allowing immediate or delayed call handling so callers can reach a
desired extension or group without operator assistance and leave
messages at unanswered or busy extensions.

System Components

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

II

system,

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 equipment that rebroadcasts music or other copyrighted materials, you may be required to obtain

*

a license from a third party such as ASCAP or BMI. Or, you can purchase a Magic on Hold® system from
AT&T, which does not require you to obtain such a license.

1-2

Overview

CONTROL UNIT

206 Modules

Primary

Carrier

206 Module

Circuit Breakers

Main Circuit

Breaker

400

Modules

Expansion

Carrier

Main Circuit

Breaker

Primary
Processor Module

Grounding Screw
Outside Line Jacks

Power Indicators

(LEDs)

Extension Jacks
(206 modules only)

MUSIC ON HOLD Jack
(for RCA phono plug)

SYSTEM PHONES

MLS-34D™ Phone

(with optional MLS-CA24

Intercom Autodialer)

MLS-18D™ Phone

Extension
Processor

Module

Outside Line

Jacks

PAGE Jack
SMDR Jack

Expansion

Cable

Optional Devices

(that connect to the control unit)

AT&T Serial Printer

AT&T Paging System

Power Indicators

(LEDs)

Optional Devices

(that connect to extension jacks)

Standard

PARTNER MAIL

Touch-Tone
Phone

MLS-12D™ Phone MLS-12™ Phone

MLS-6™ Phone

MLC-6 Phone

Figure 1-1. Sample System Components

AT&T Call Accounting
Terminal (Basic or Plus)

AT&T Magic on Hold® deck

Fax Machine

Doorphone

Overview

Answering
Machine

Bell

1-3

System Modules

The following system modules can be installed in your system:

■

Primary Processor Module

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

software capabilities to the lines and extensions located on modules in
the expansion carrier.

■

206E Module

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

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

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.

provides the software intelligence that

extends the primary processor module’s

has jacks to connect a maximum of two outside telephone

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

provide the same capabilities as the 206E and

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

Hereafter, references to 206 modules include 206E, 206EC, and all 206 modules
used with previous releases of the product. Similarly, 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
PARTNER
MLS-12D, MLS-12, MLS-6, and MLC-6 model telephones.

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

Feature

programmable buttons that can be used for outside lines, extension numbers,

outside phone numbers, or system feature codes. 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 phone number with one touch. The number

in each model name indicates the number of programmable buttons with status
lights plus two [

If the phone has a display, indicated by a “D” in the model name, users will
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. System Phones

Total Number of
Programmable Buttons

Line Capacity (Number of
Programmable Buttons with
Status Lights)

Display
Speaker

Microphone

II

system as system phones. These include the MLS-34D, MLS-18D,

], [

Conf

Intercom

], [

Transfer

], and [

Hold

] buttons. In addition, each phone has

] buttons. Table 1-1 summarizes system phone features.

MLS-34D MLS-18D

32

32

✔
✔
✔

16 16

16 10

✔
✔
✔

MLS-12D MLS-12

16

10

✔
✔
✔

—

✔
✔

MLS-6

4

4

—

✔

—

MLC-6

4

4

—
—
—

Intercom Autodialers

The system telephones at extensions 10 and 11 support up to two MLS-CA24
Call Assistant™ Intercom Autodialers, which allow you to program Auto Dial

buttons for all of the extensions in your system (up to 48). The Auto Dial buttons
allow the autodialer users to dial, signal, and transfer calls to programmed
extensions with one touch. The lights for the buttons also indicate calling
activity at programmed extensions. Each autodialer has 24 buttons that are

factory-set for intercom ringing system extensions; however, they can be

reprogrammed for intercom paging or manual signaling. For more information,
see “Auto Dialing” and “Manual Signaling” in Chapter 5.

Overview

1-5

Standard Telephones

You can also use industy-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, are recommended. “Industry-Standard
Devices” in the following section provides more information on standard phones.

Auxiliary Equipment

You can connect many types of telecommunications devices to your system
without expensive adapters or additional phone lines.

Industry-Standard Devices

Many industry-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

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® 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 multiple-line device to the system, but for best results
it should be installed and used as if it were a single-line device.

Connecting and Using 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. 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. The PARTNER
Communications System Installation guide provides installation instructions.

II

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.

1-6

Overview

Other Devices

In addition, you can connect the following devices to your system:

■

■

■

■

■

■

■

PARTNER MAIL

allows callers to reach a desired extension or group
without receptionist assistance and prompts callers to leave messages at
unanswered or busy extensions, In addition, system subscribers can
retrieve messages left in their mailboxes, send messages to other
subscribers, and record their own personal greetings. (PARTNER MAIL
is available in a 2-port system, supporting up to 20 subscribers or a
4-port system, supporting up to 40 subscribers.)

PARTNER Attendant

answers calls and routes them to appropriate

extensions based on user responses to recorded messages.

Doorphones

allow visitors to ring any number of extensions at once by
pressing a button on the doorphone; the person who answers a
doorphone call can then speak with the visitor at the doorphone.

Loudspeaker paging systems

allow you to broadcast a message over a

large area.

Music-on-hold systems

allow you to play recorded music to callers

while they are on hold.

Extra alerts

are strobes, lights, chimes, horns, or bells that light or ring to
alert users when calls come in. For example, you can use an audible
alert (chime, horn, or bell) to replace a phone ring in a noisy area, such
as a factory. Similarly, you can use a visual alert (strobe or light) to

replace a phone ring in a quiet area, such as a library.

Speakerphones

can be combined with MLS-model phones or standard
phones in conference rooms or offices, to provide an inexpensive way for
people at a meeting to conference in other parties. (MLS-model phones
have built-in speakers, but they are designed for individual—not
group—use.)

■

Headsets

■

Handsets for hard-of-hearing users

allow users to hold private, hands-free conversations.

with MLS-34D telephones allow

even more amplification than is provided by the phones’ volume controls.

■

In-Range Out-of-Building (IROB) protectors

are required to prevent
electrical surges from damaging your system when phones are installed
in another building, but on the same continuous property.

■

Electromagnetic Interference (EMI) filters

allow you to block “noise”

generated by a nearby radio station, as well as most electrical devices.

■

Caller ID devices,

such as a PC with Caller ID software, support
applications for storing or processing Caller ID information (provided you
subscribe to the service from your local phone company). The system
provides functionally integrated, multi-line Caller ID on system display
phones; but you can also connect other devices to Caller ID lines.

Most of these devices can be ordered through AT&T—see “Product Ordering
Information” in Appendix B for details.

Overview

1-7

Refer to the manufacturer’s instructions packaged with the device for installation
and usage information. In addition, the PARTNER
Installation guide provides installation instructions. Chapter 4 of this guide
provides information on setting up devices to work with the system.

II

Communications System

1-8

Overview

Programming

Contents

2

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 Progamming Options

■

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

■

Speed Dialing

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

2-6
2-7

2-7
2-7

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

2-i

Contents

Using System Programming

■

Programming Mode

■

The Programming Overlays

Telephone Programming Options

■

Automatic Line Selection

■

Line Ringing

■

Personal Speed Dialing
Programming Telephone Buttons

■

■

Programming a Receptionist’s Extension

Call Handling Options
Backup Answering Options
Button Programming

■

Using a Second Programming Extension

Using Telephone Programming

■

Telephone Models

■

Using Centralized Telephone Programming

■

Using Extension Programming

2-11
2-12

2-12
2-14

2-14
2-14
2-14
2-14
2-15
2-15
2-15
2-15
2-17

2-17
2-17

2-17
2-19

2-ii

Programming

Overview

2

After the system hardware is installed as described in the PARTNER
Communications System Installation guide, 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

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, you can program from extension 11 while the
receptionist at extension 10 continues to handle calls.

Telephone Programming

■

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.

allows you to customize the system to meet the

allows telephones to be customized to meet

II

This chapter provides general information on programming procedures. For
detailed descriptions and step-by-step instructions, refer to the appropriate
procedure name in Chapter 5. (Brief summaries of all programming procedures
are on the inside back cover 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 that the outside line is
connected to. Similarly, the extension number represents the extension jack on
a 206 module that the system phone or standard device is connected to.

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—01
through 24—for a system with maximum lines. Figure 2-2 shows the numbering
scheme—10 through 57—for a system with maximum extensions. However,
your system can have any number of lines and extensions up to the maximum.

206 Modules

Line

Jacks

Extension

Jacks

Figure 2-1. Maximum Lines

206 Modules

Line

Jacks

400 Modules

206 Modules

Line

Jacks

Line

Jacks

Line

Jacks

2-2

Programming

Extension

Jacks

Figure 2-2. Maximum Extensions

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 installing system hardware and supplying power to the control unit, set the

system clock. Use the following procedures:

■

System Date (#101)

■

System Day (#102)

■

System Time (#103)

to set the month and day.

to set the day of the week.

to set the hour and minutes.

Assigning Lines

For initial setup only, use

that will be assigned to all system extensions. Then use the following

procedures as needed:

■

Dial Mode (#201)

“touch-tone”).

■

Line Assignment (#301)

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)

specific line.

■

Line Ringing

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.

■

Automatic Line Selection

specify the order in which the system tries to select an available line
(intercom or outside) for an outgoing call, when a user at the extension
lifts the handset or presses [
specific line button.

Number of Lines (#104)

to specify the number of lines

to identify any rotary lines (the default for all lines is

to assign lines to specific extensions (if the line

to limit an extension’s access to a

(Centralized Telephone Programming) to specify when a

(Centralized Telephone Programming) to

Spkr

] to make a call without first selecting a

Programming

2-3

For extensions with standard phones, set

(Centralized Telephone Programming) 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.

Customizing Extensions

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

■

Display Language (#303)

Spanish) for messages that appear on a system display phone.

■

Automatic Extension Privacy (#304)

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.

Automatic Line Selection

to specify the language (English, French, or

to prevent other extensions with

Forced Account Code Entry (#307)

■

to prevent the extension from

making an outside call until a required account code is entered.

■

Outgoing Call Restriction (#401)

to prevent the extension from making

certain types of outgoing calls (on all system lines).

Disallowed List Assignments (#405)

■

Phone Number Lists
Lists (#404)

to create the lists of outside numbers that extensions cannot

to the extension. Use

to assign one or more

Disallowed

Disallowed Phone Number

dial.

Allowed List Assignments (#408)

■

List to the extension. Use

Allowed Phone Number Lists (#407)

to assign an Allowed Phone Number

to create

a list of outside numbers that otherwise restricted extensions can dial.

■

Pickup Groups (#501), Calling Groups (#502), Night Service Group
(#504),

and

Hunt Groups (#505)

to place the extension in any of these

groups.

■

Fax Machine Extension (#601), Doorphone 1/2 Extension (#604/#605),
Doorphone Alert Extension (#606),

or

AA Extension (#607)

to identify

the new 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 fax machines, hotline
phones, 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
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.)

2-4

Programming

Copy Settings (#399)

to program

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 Day (#102),

time.

Adding New Lines

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

settings. In particular, use

Assignment (#301)

(Centralized Telephone Programming) to specify when the line will start ringing

at each extension that has the line, and
an extension’s access to the line.

IMPORTANT:

Do not use
setup, because it changes

Selection, Line Ringing,

back to factory settings. To change line assignments without affecting other

settings, use

Number of Lines (#104)

Line Assignment (#301).

and

System Time (#103)

Dial Mode (#201)

to assign the line to specific extensions,

Line Access Restriction (#302)

if you add lines to the system after initial

Line Access Restriction (#302), Automatic Line

and

Hold Disconnect Time (#203)

System Date (#101),

to set the current date, day, and

if the new line is a rotary line,

Line Ringing

for existing lines

Line

to limit

Adding New Extensions

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

(#399)

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

to copy the settings of an existing extension. If you wish to further adjust

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 32 and reconnect it at 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.

Copy 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. ”

■

PBX services are provided by a private telephone switch.

■

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)

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.

to match the setting used by your PBX or

Dialing Restrictions

Outgoing Call Restriction (#401)

“inside calls only” (using the [
“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.

enables you to limit an extension’s dialing to

Intercom

] buttons on MLS-model phones) or to

2-6

Programming

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 (if
any), followed by a pause, in the stored number.

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.

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. Tables 2-1 and 2-2 later in this
chapter summarize available dialing restrictions and permissions.

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).

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.

Programming

2-7

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
an extension’s access to a certain line (whether the line is assigned to the

extension or not).

NOTE:

If

Forced Account Code Entry (#307)

extension will be required to enter an account code before dialing an outside

number—even those on the Emergency List—on all of the lines assigned to the

extension.

Controlling Calls on Outside Lines

When an extension is allowed access to an outside line, you can use the

following procedures to control calling:

■

Outgoing Call Restriction (#401)

on an extension.

■

Disallowed Phone Number Lists (#404)

numbers that cannot be dialed. After creating Disallowed Phone Number
Lists, use
to a specific extension.

Disallowed List Assignment (#405)

Line Access Restriction (#302)

to control

is programmed for an extension, that

controls calling for all lines available

creates up to four lists of

to assign one or more lists

■

Night Service

with
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.

Overriding Dialing Restrictions

The following programming procedures provide ways to override all dialing

restrictions, provided the user has access to an outside line:

■

Emergency Phone Number List (#406)

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

■

Marked System Speed Dial Numbers

Speed Dial numbers that a user can dial automatically by pressing
[

Feature

] (or [

#

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

■

System Password (#403)

MLS-model phone (not an MLC-6 or standard phone) overrides dialing
restrictions for the duration of a call.

To override all dialing restrictions, except

Night Service
Lists (#407).

more lists to an extension.

with a

System Password (#403),

Then use

Allowed List Assignments (#408)

System Password (#403)

restricts users at

defines a list of up to ten

are specially marked System

creates a password that, when entered at any

Line Access Restriction (#302)

use

Allowed Phone Number

and

to assign one or

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 Restrictions or Setting for Setting for
Permission 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 Outside line* may be “Outgoing only” for that line
on a specific line “assigned”

Line Assignment Line Access Restriction
(#301)

No outside lines* “assigned”

Outside line “not assigned”

Outside line “assigned”

Outside line “assigned”

(#302)

“No access” for all lines

“No access” for that line

“No access” for that line

“Incoming 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 may be
local calls only
(and can answer

any call)
Can place

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

Setting for Setting for Setting for
Line Line Access
Assignment Restriction Restriction Phone Number
(#301) (#302) (#401) Lists (#404)

Outside line*
“assigned”

Outside line* “No restriction” “No restriction” Any local and
may be

“assigned” numbers the

Outgoing call

“No restriction” “Local only”

Setting for
Disallowed

Any local
numbers the
extension should
not dial

long-distance
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.

Programming

2-9

Setting Up Groups of Extensions

You can set up four types of extension groups:

■

Pickup Group Extensions (#501)

Pickup Groups. A Pickup Group lets any user in the system answer calls
for any extension in that group.

■

Calling Group Extensions (#502)

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)

Service Group. When Night Service is on, calls ring immediately at Night
Service extensions (only the lines assigned to an extension will ring).

■

Hunt Group Extensions (#505)

Groups. (Hunt Group 7 is used exclusively for PARTNER MAIL.) A Hunt
Group lets users ring or voice signal the first available (non-busy)

extension in that group. If the ringing call is not answered, the system
tries each available extension in turn until the call is answered. Also use

Group Call Distribution (#206)

you want outside calls to ring directly in 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 the procedure name in Chapter 5 for details on programming and using
the procedure:

■

Fax Machine Extensions (#601)

a fax machine is installed.

■

Music on Hold (#602)

on the primary processor module.

■

Hotline (#603)

person lifts the handset of the Hotline phone, a predetermined extension
automatically rings.

■

Doorphone Extensions (#604

which doorphones are installed.
identifies any number of extensions that ring when the button on a
doorphone is pressed.

■

AA Extensions (#607)

Attendants are installed. This lets the system notify users with display
phones when they are receiving a call that has been transferred from the
PARTNER Attendant. Also, use
identify the extension to which a call transferred by the PARTNER
Attendant should be routed if the destination extension does not answer.

allows you to identify Hotline extensions, so that when a

assigns extensions to one of four

assigns extensions to one of four

assigns extensions to the Night

assigns extensions to one of seven Hunt

to assign outside lines to a Hunt Group if

lets you identify an extension on which

activates or deactivates the MUSIC ON HOLD jack

and

#605)

identifies the extensions on

Doorphone Alert Extensions (#606)

identifies extensions on which PARTNER

Transfer Return Extension (#306)

to

2-10

Programming

■

SMDR Record Type (#608)

specifies the type of calls that you want to

record for call reporting—either all calls or outgoing calls only. (The

Account Code Entry

printed on call reports for telephone calls.

(#307)

identifies extensions that will be required to enter an account code

feature lets users assign account codes that will be

Forced Account Code Entry

prior to making outside calls.)
PARTNER MAIL uses the following procedures:

■

–

Hunt Group Extensions (#505)

assigns PARTNER MAIL extensions
to Hunt Group 7—the VMS Hunt Group. (A 2-port system uses two
extensions and supports up to 20 subscribers; a 4-port system uses
four extensions and supports up to 40 subscribers.)

Group Call Distribution (#206)

–

assigns lines to the VMS Hunt Group

so calls can ring there directly and receive Automated Attendant

service.

–

VMS Hunt Delay (#506)

determines when outside calls should be

answered by PARTNER MAIL to receive Automated Attendant service.

You can set the system for either immediate call handling or delayed
call handling. Delayed call handling allows the receptionist to answer

calls first.

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 at extension 10.

Automatic VMS Cover (#310)

–

determines whether or not an
extension’s unanswered calls are automatically covered by PARTNER
MAIL.

–

Transfer Return Extension (#306)

identifies the extension to which a

call transferred by PARTNER MAIL should be routed if the destination

extension does not answer and does not have voice mail coverage
active.

Speed Dialing

You can program frequently dialed phone numbers—such as suppliers, repair
services, customers, or other business associates—so that all users in the

system can dial them by pressing three buttons: [
phone) plus a two-digit code. These are called System Speed Dial Numbers.

Using System Programming

System Programming changes settings for the system as a whole, or for
individual lines or extensions. You can also 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.

System Programming requires an MLS-34D, MLS-18D, or MLS-12D phone at

extension 10 or extension 11, with a programming overlay placed over the

phone’s dial pad. System Programming procedures in this guide are identified

by # and a three-digit code (for example,

Feature

System Date

] (or [

#

] on a standard

is

#101),

Programming

2-11

Programming Mode

To enter programming mode, you press [
[

System Program

] [

System Program

].

Feature

] [

0

] [

0

], followed by

Once you are in programming mode, you can access a programming
procedure in one of two ways:

■

Direct Method

to dial the code for that procedure. This method is best
when you are using only a few procedures during a programming session
and you know the codes.

■

Cycle Method

to cycle through the procedures in numerical order.

Once you are in programming mode, you can also move between System
Programming and Centralized Telephone Programming. To do so, press the
right [

Intercom

left [

Intercom

To exit programming mode, you can press [

] button to move to Centralized Telephone Programming and the

] button to move back to System Programming.

Feature

] [

0

] [

0

] or lift the handset

off-hook, then place it back in the cradle.

NOTE:

You can be talking on the phone while you program. This is useful if you need
to talk with someone at the AT&T Helpline about programming. However, you

must call before you enter programming mode, and you must use the handset to
talk, not the speaker and microphone.

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. (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 buttons while programming:

■

[

Next Procedure

the programming procedures. You can use these buttons to select a
procedure.

■

[

Next Item

procedure’s parameters. A parameter is typically an outside line, an
extension, or a telephone list entry.

■

[

Next Data

list 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.

■

[

Remove

Line Assignment (#301),

System Program

] and [

] and [

] and [

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

Prev Procedure

Prev Item

Prev Data

Intercom

]

], the button used to enter programming mode.

] cycle forward and backward through

] cycle forward and backward through a

] cycle forward and backward through the valid

removes lines from an extension.

2-12

Programming

MLS–34D

MLS-18D/MLS12D

Figure 2-3. Programming Overlays for System Display Phones

Programming

2-13

■

[

Enter

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

Allowed Phone Number List.

■

[

System Program

■

[

Central Tel Program

] starts the System Programming process.

] starts the Centralized Telephone Programming process

(that is, customizing individual telephones centrally from extension 10 or

11).

■

[

Feature

] when followed by [

■

[

Wild

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

0

] [

0

telephone numbers in Allowed and Disallowed Phone Number Lists.

Telephone Programming Options

System telephones are ready to use when they are installed, but they can be
customized to meet the needs of your business and individual users. This
customization is accomplished through Telephone Programming.

Automatic Line Selection

When a user lifts the handset of a telephone, the system chooses an idle line

automatically.
looks for an idle line. You can set the system to look for lines in any desired

order. For standard phones, or for any phone used mainly to call other

extensions, select an inside (intercom) line first.

Automatic Line Selection

], enters or exits programming mode.

sets the order in which the system

Line Ringing

Line Ringing

at an extension, you can specify “immediate ring,” “delayed ring” (phone rings

after a 20-second delay), or “no ring.”

defines when each outside line will ring at a phone. For each line

Personal Speed Dialing

Personal Speed Dial numbers are outside phone numbers that a user dials by
pressing [

Feature

] (or [

#

] on a standard phone) plus a two-digit code. Unlike
System Speed Dial numbers, which are available to all users in the system,
Personal Speed Dial numbers are available only at the extension for which they
are programmed.

Programming Telephone Buttons

Telephone buttons without lines assigned to them can be programmed to store

dial-code features—

are accessed by a dial code—or telephone numbers, so you can use the
feature or dial the phone number with one touch. Once programmed, these
buttons are called Auto Dial buttons, because simply pressing the button
automatically dials the feature code or the telephone number.

A user who has a system phone with programmable buttons should consider
programming them with a combination of frequently used dial-code features and
outside and intercom telephone numbers.

features such as Exclusive Hold or Conference Drop that

2-14

Programming

Programming a Receptionist’s Extension
Call Handling Options

If you set up a centralized telephone answering position at extension 10, use the
following settings to customize it:

■

Immediate call answering.

use

Line Assignment #301

Ringing

for all lines at extension 10 to “immediate ring;” set the lines

If the receptionist should answer all calls,

to assign all lines to extension 10. Set

assigned at each user’s extension to “delayed ring” or “no ring.”

■

Backup call answering.

If the receptionist should answer some lines
only when a user does not pick up, set
“delayed ring.”

■

No answering.

at all, either set

If some lines should not be picked up by the receptionist

Line Ringing

extension to “no ring” or simply use
those lines from the receptionist’s extension. In either case,

Restriction (#302)

should be set to “no access” to prevent the

receptionist from using the Direct Line Pickup code.

See “Line Assignment” and “Line Ringing” in Chapter 5 for specific instructions
on programming these settings for call coverage.

Backup Answering Options

Line Ringing

for those lines to

for those lines at the receptionist’s

Line Assignment (#301)

to remove

Line Access

Line

If you want to program backup answering features to assist the receptionist in
handling calls, consider the following features:

■

Automatic System Answer.

answer outside calls while the receptionist is busy on other calls. When
activated, this feature answers incoming calls after a specified number of
rings, plays a customized greeting, and then places the call on hold until
the receptionist (or another extension) can retrieve it.

■

Direct Extension Dial.

specific extension or Hunt Group. When activated, this feature answers
incoming calls after a specified number of rings and plays a customized
message prompting the caller to dial the digits of the designated
extension or hunt group.

■

Call Forwarding/Call Follow-Me.

desk for any period of time. Calls can be forwarded to a backup
answering extension.

Button Programming

The MLS-34D phone shown in Figure 2-4 illustrates dial-code and system
features programmed on six buttons just above lines 5–8.

Useful during peak calling periods to

Useful for routing outside callers directly to a

Useful when a receptionist leaves the

Programming

2-15

It also shows buttons programmed for:

■

Extension Numbers.

Auto Dial buttons are programmed for extensions
11 through 28, starting with the top left button shown in Figure 2-4. The
receptionist can use these buttons to dial or transfer calls to the
extensions with one touch. In addition, the lights of this Auto Dial button
show the status of the extension, so the receptionist can tell whether the
phone at the extension is idle (no lights), busy (red on), calling the
receptionist (green flash), or ringing back after the receptionist
transferred a call (green flutter).

Alternatively, the receptionist can use an MLS-CA24 Intercom
Autodialer for the extensions the receptionist dials most frequently.
This leaves buttons on the phone free for more auto dial numbers or
features.

■

Manual Signaling.

If a Manual Signaling button is programmed for an
extension, the receptionist can use it to signal the target extension. When
the button is pressed, the user at the target extension will hear a tone for

as long as the button is pressed. This feature is typically used by a
receptionist to alert the boss of an important incoming call when the boss
is already on a call. The lights of a Manual Signaling button work like an
Auto Dial button to show the status of the target extension. Additionally, a
Manual Signaling button can be used to place intercom calls. See
“Manual signaling” in Chapter 5 for more information.

NOTE:

You can have only one button for a destination extension per extension.
The button can be programmed as a Manual Signaling button or as an
Auto Dial button for intercom ringing or voice signaling.

■

Fax Management.

If a fax extension is programmed as an Auto Dial
button, the button also shows when the fax machine at the extension is
not responding (for example, when it is out of paper). (For more
information, see “Fax Management Feature” in Chapter 4).

MLS-34D
Phone

Line/
Programmable
Buttons

Any unused
line button is
programmable

2-16

Figure 2-4. Button Programming for Receptionist’s Phone

Programming

Using a Second Programming Extension

You may want to connect an MLS-34D, MLS-18D, or MLS-12D telephone to

extension 11 for system and telephone programming. Using a second

programming extension gives you the ability to program without disrupting call

handling by the receptionist at extension 10.

Using Telephone Programming

There are two ways to program a telephone: Centralized Telephone
Programming from extension 10 or 11 (see below), and Extension Programming

from a user’s own extension (see page 2-19).

Telephone Models

Figure 2-5 illustrates the system telephone models: MLS-34D, MLS-18D,
MLS-12D, MLS-12, MLS-6, and MLC-6. As you program buttons, mark their
functions on the phone’s labeling sheet (see the examples in Figure 2-5).

NOTE:

An MLS-6 phone with 4 lines assigned to it has no programmable buttons, The
MLC-6 cordless phone looks just like an MLS-6 phone when you program it
centrally.

Using Centralized Telephone Programming

Use Centralized Telephone Programming to program features or store
telephone numbers for individual extensions from extension 10 or 11.

Automatic Line Selection

Centralized Telephone Programming; all other features can be programmed on
a system phone at the user’s extension. If a user has a standard phone,
Personal Speed Dial numbers for the extension can be programmed only by
using Centralized Telephone Programming.

During Centralized Telephone Programming, the display phone at extension 10
or 11 takes on the characteristics of the telephone being programmed, including
any System Programming settings and the lines assigned to the phone. Make
sure the programming phone is as large as the largest phone in the system,
because an MLS-18D phone cannot program an MLS-34D phone and an
MLS-12D cannot program an MLS-18D. When you enter Centralized Telephone
Programming, green lights appear next to any line buttons that are already
assigned.

To program a phone from extension 10 or 11, use the following procedure:

Place the Programming Overlay over the dial pad of the system display phone

1.
at extension 10 or 11—see “The Programming Overlays” earlier in this
chapter for more information.

To start programming, press [

2.
[

Central Tel Program

and

Line Ringing

Feature

].

must be programmed using

] [

0

] [

0

] [

System Program

] [

System Program

]

Programming

2-17

MLS-34D
Phone

Line/
Programmable
Buttons

Any unused
line button is
programmable

MLS-18D Phone

Line/
Programmable
Buttons

Any unused
line button is
programmable

MLS-12D/MLS-12
Phone

(display on
MLS-12D only)
Programmable
Buttons

(without lights)

Line/
Programmable
Buttons

Any unused
line button is

programmable

MLS-6 Phone

Line/
Programmable
Buttons

Any unused
line button is
programmable

Figure 2-5. Programmable Buttons and Labeling Sheets on System Phones

2-18

Programming

Dial the extension number to be programmed.

3.

Buttons on which lines are assigned for the extension light up to show the
current Line Ringing settings. Remaining buttons can be programmed
with Auto Dial numbers or features.

4.

At this point, you can:

■

Use

Automatic Line Selection

to change the order in which the
telephone tries to select a line when the user picks up the handset.
(If you want to change

Automatic Line Selection

for an extension, you
must do so immediately after you enter programming mode and select
the extension.)

■

Use

■

Program

Line Ringing

Personal Speed Dial Numbers

to change the ringing for an individual line.

or

Auto Dial

numbers or

features.

To program another button, press the new button, then dial the feature code.

5.
To change the settings for another extension, press [

6.
dial the new extension number.

To erase a button feature, press the button, then press [

7.

To end programming:

■

Dial [

Feature

] [

0

] [

■

Lift the handset off-hook, then place it back in the cradle.

Using Extension Programming

Users can program features or store telephone numbers on buttons from their
own phones using Extension Programming.

Line Ringing

all other features can be programmed using a system phone at the user’s
extension. If the user has a standard phone, Personal Speed Dial numbers for
the extension must be programmed using Centralized Telephone Programming.

To program at the extension, use the following procedure:

1. To start programming, dial [

Buttons on which lines are assigned for the extension light up to show the
current Line Ringing settings. Remaining buttons can be programmed
with Auto Dial numbers or features.

To change the programming for a button, press the button, then dial the code

2.
for the feature.

must be programmed using Centralized Telephone Programming;

0

] or

Feature

Central Tel Program

Mic

Automatic Line Selection

] [

0

] [

0

].

], then

].

and

You can also program Personal Speed Dial numbers for the extension.
To program another button, press the new button, then dial the feature code.

3.
To erase a button feature, press the button and then press [

4.

To end programming:

■

Dial [

Feature

■

Lift the handset off-hook, then place it back in the cradle.

] [

0

] [

0

] or

Mic

].

Programming

2-19

Learning About Telephones

Contents

3

System Telephones

■

Buttons and Indicators

■

Lights

■

Ringing Patterns

■

Dial Tones

■

Using the Handset, Speaker, and Microphone

Hands-Free Answer on Intercom (HFAI)
Speakerphone Performance Tips

Standard Telephones

■

Ringing Patterns

■

Dial Tones

■

Using the Switchhook

■

Limitations

■

Feature Phones

Combination Extensions
Using Telephones

■

Basic Call Handling Features

■

Dial-Code Features

3-1
3-2

3-4
3-5
3-5
3-5
3-6
3-6

3-7
3-8

3-8
3-8
3-8
3-9

3-10
3-11

3-11
3-11

3-i

Learning About Telephones

This chapter explains how system and standard phones work with the system,

as well as combination extensions where more than one phone or standard

device is installed. System phones are described first, followed by standard

phones on page 3-7 and combination extensions on page 3-10. In addition, call
handling features are listed on page 3-11. See the feature name in Chapter 5

for more details on a specific feature.

3

System Telephones

System phones have some common buttons and indicators. The following
pages explain where they are and how they work.

Learning About Telephones

3-1

Buttons and Indicators

MLS-34D

Display

Line/Programmable
Buttons

Intercom Buttons (2)

MLS-18D

The following buttons and displays appear on system phones. (Some controls and indicators are not available on all phones.)
Display. (MLS-34D, MLS-18D, and MLS-12D only) Shows date, day, and time when phone is idle, number dialed when placing

a call, extension number calling when receiving an intercom call, extension number dialed when transferring a call, and duration
while a call is in progress. When programming, shows settings, options, and prompts. To adjust the MLS-18D display contrast,
see Volume Control Buttons.

Line/Programmable Buttons. Used for outside lines or (if no line is assigned on a button) for programming telephone or
extension numbers, or other dialing sequences (such as dial-code features). When a line is assigned, you can press the line
button to make a call on a specific line (lights show status of line). When no line is assigned, the button may be programmed.
The MLS-34D has 32 line/programmable buttons (all with lights); the MLS-18D has 16 line/programmable buttons (all with lights);
the MLS-12D and MLS-12 have 16 programmable buttons (10 with lights); the MLS-6 and MLC-6 phones have 4 line/
programmable buttons (all with lights).

Intercom Buttons Press either button to place an intercom (inside) call to another extension.
Other Buttons and Indicators (shown in exploded views)

Feature. Press to change programmed settings or use dial-code features.
Conf (Conference). Press to add other parties to your call.
Transfer. Press to transfer a call to another extension.

Hold. Press to put a call on hold.

Learning About Telephones

3-2

Display (not on MLS-12)
Programmable Buttons

(6 without lights)

Line/Programmable
Buttons

Intercom Buttons (2)

MLS-12D/MLS-12

MLS-6

MLC-6

Line/Programmable
Buttons(4)

Intercom Buttons (2)

Earpiece Volume
Control

Line/Programmable
Buttons

Intercom Buttons

Spkr (Speaker) (all models except the MLC-6). Press to talk without lifting the handset. Turn on speaker and microphone (if
available), so you can dial or have a conversation without lifting the handset.

Mic (Microphone) (MLS-34D, MLS-18D, MLS-12D, and MLS-12 only). Leave on to use Hands-Free Answer on Intercom (HFAI)
feature. The light next to this button shows when the microphone is turned on; press this button to turn off the microphone when you
are using the built-in speaker.

Message Indicator. Lights when someone signals you with the Message Light On feature.
Volume Control Buttons. Press

■ To adjust ringer volume, press ▼ or ▲ while the phone is idle and the handset is on the phone.

■ To adjust speaker volume, press ▼ or ▲ while listening to a call through the speaker.

■ To adjust handset volume, press ▼ or ▲ while listening through the handset.

To adjust the display contrast on the MLS-18D phone, press [

▼ to decrease or ▲ to increase the volume of the ringer, speaker, and handset:

★

] and then ▼ to decrease the brightness or ▲ to increase the brightness,

while the phone is idle and the handset is in the cradle.

On/Off (MLC-6 only). Turns the handset on and off. (You must turn the handset on to make calls.)
Status (MLC-6 only). Quickly updates the display on the MLC-6 handset.
Talk (MLC-6 only). Lights when handset is lifted and turned on.
Charge (MLC-6 only). Lights when handset is placed on the base and handset batteries are charging.

Learning About Telephones

3-3

Lights

Each line button has a green light and a red light. The meaning of these lights
varies, depending on whether a button is used to access an outside line, is
programmed with a dial-code feature, or is programmed with an Intercom Auto
Dial number. (Auto Dial buttons for fax extensions show additional information;
these “Fax Management” buttons are described in Chapter 4.)

Table 3-1 shows the meanings of the various light patterns for each possible
button assignment.

Table 3-1. Light Patterns for System Phones

Light Pattern

Steady On

Off Line is idle (not being used).

(steady off)

Flash

(long on, long off)

Alternating Red/Green Flash

(red on, green on, red on,
green on) connected in a conference call.

Wink

(long on, short off)

Flutter Green flutter means a call is on

(short on, short off)

Line Button

Line is busy. Green means your
phone is busy; red means someone
at another extension is busy on the
line.

A call is ringing on the line. Green —
flash means a call is ringing at your
extension. Red flash means a call is
ringing on the line, but not at your
extension.

Alternating green and red flash
appears at both extensions in a
joined call, and at any extension

A call on the line is on hold. When
the green light winks, the call is on
hold at your extension. When the red
light winks, the call is on hold at
another extension. (Anyone who has
the line can retrieve the call.)

exclusive hold at your extension (and
can only be retrieved from your
extension).

Feature
Button

Intercom Auto Dial/
Manual Signaling
Button

Feature* Red means the extension
is on

Feature*
is off being used).

—

—

Caller ID Green flutter means either
Inspect
is on

is busy (making or
answering a call).

Extension is idle (not

Green flash means
someone at another
extension is calling you.

—

—

a call transferred to the
extension is now returning
to your phone or you are
being manually signaled
by the extension.

Red Broken flutter

(short on/off, long off)

*Applies to Automatic System Answer, Caller ID Name Display, Direct Extension Dial, Do Not Disturb,

Night Service, Privacy, and VMS Cover, all of which require programming on a button with lights.
(For more information about programming these features, see Chapter 5.)

—

—

Fax Management only—
the fax extension is not
answering calls (may be
out of paper).

NOTE:

When a phone is in programming mode, the lights show information about
programmed settings. See Chapter 2 for details.

3-4

Learning About Telephones

Ringing Patterns

You can tell what kind of call you are receiving by the way your telephone rings.

■

A single ring (ring . . . ring . . . ring . . .) means that you are receiving an
outside call.

■

A ring and a beep (ring BEEP . . . ring BEEP . . . ring BEEP . . .) means
that someone is calling you from another extension. If you have a system

phone with a display, the caller’s extension number will show on the

display.

■

A ring and two beeps (ring BEEP BEEP . . . ring BEEP BEEP . . . ring
BEEP BEEP . . .) means either that a transferred call is coming in, or that a

transferred call that was not answered is ringing back.

NOTE:

If you use the system with PBX or Centrex lines, the PBX/Centrex ringing
patterns are not passed to phones. Phones use the ringing patterns described
here instead.

Dial Tones

You will encounter two different dial tones when calling with a system phone:

■

Outside dial tone

that you are connected with an outside line.

is generated by your local phone company to indicate

■

Intercom dial tone

is generated by the system to indicate that you are
connected with an inside line. You hear this dial tone when you are
making an inside, or intercom, call.

To hear the difference between the two types of dial tones on a system phone,
press a line button. The dial tone you hear is an outside dial tone. To hear an

intercom dial tone, press [

Intercom

].

Using the Handset, Speaker, and Microphone

Every MLS-model telephone has a speaker, which you can turn on by pressing
[

Spkr

]. When the green light next to [

MLS-34D, MLS-18D, MLS-12D, and MLS-12 phones also have a microphone.
On these phones, pressing [

Spkr

microphone. In addition, you can turn just the microphone on and off by
pressing [

Mic

]. When the green light next to [

If you prefer to dial and conduct calls without lifting the handset, you can use
the speaker and the microphone instead. Use these techniques to make calls
with the speaker and the microphone (if you have one):

■

To make a call without lifting the handset, press [
then dial the number and you will hear the call ringing. When the other
party answers, you can talk without lifting the handset. On MLS-6 phones
(which have no microphone), you must lift the handset to talk when the
other party answers.

Spkr

] is on, the speaker is on.

] turns on both the speaker and the

Mic

] is on, the microphone is on.

Spkr

] to get a dial tone;

Learning About Telephones

3-5

To turn off the microphone when you are using the speaker, press [

■

This will mute your voice so the other party cannot hear you.
If you are already on a call, you can switch from the handset to the

■

speaker and microphone (on an MLS-34D, MLS-18D, MLS-12D, or
MLS-12 phone) by pressing [

Spkr

Conversely, if you are using the speaker and microphone and want to
switch to the handset, lift the handset and the speaker and microphone
will turn off.

■

Use the Hands-Free Answer on Intercom (HFAI) feature to answer
voice-signaled calls without lifting the handset (see below).

Hands-Free Answer on Intercom (HFAI)

When you receive a voice-signaled intercom call, your phone beeps to indicate
that your speaker has been turned on automatically, and you hear the caller’s
voice over your phone’s speaker. If you leave the microphone on your phone on
all the time, you can simply start talking when you hear the caller, without lifting
the handset. This feature is called Hands-Free Answer on Intercom.

NOTE:

Since MLS-6 phones do not have microphones, you must lift the handset to
answer voice-signaled calls to those phones.

Any user in the system can make a voice-signaled call to a system telephone by
pressing [
voice-signaled call from either a system phone or a standard phone. However,
if you try to make a voice-signaled call to a standard phone or MLC-6 cordless
phone, it will ring.)

✳

] and then dialing an extension number. (You can make a

] and hanging up the handset.

Mic

].

NOTES:

1.

The HFAI feature can only be turned on or off when your phone is idle.
Muting your voice while you are on a call only turns off the microphone for
the duration of the call.

If HFAI is on and you are already on a call, you will not receive any

2.
voice-signaled calls to your extension—they will ring instead.

Speakerphone Peformance Tips

The speaker on your MLS-34D, MLS-18D, MLS-12D, or MLS-12 telephone has a
sensitive sound-activated switch. Room acoustics and background noise can
affect the proper operation of the speakerphone. To ensure that your
speakerphone works effectively, follow these guidelines:

■

Avoid placing your phone in areas with high background noise caused
by loud voices, radios, printers, copiers, typewriters, other noisy office
equipment, and heater and air conditioning fans.

Avoid rustling papers near the microphone (lower right corner of your

■

phone).

■

Avoid talking before the other person is finished speaking. When you
both talk at the same time, only one person’s voice comes through.

3-6

Learning About Telephones

■

Do not use your speaker to make announcements over a loudspeaker
paging system connected to your phone system.

■

When talking, always face your phone and stay within two feet of it.

■

Place your phone at least six inches away from the edge of your desk.

■

If you have difficulty hearing the other party, try increasing the speaker
volume. If you have background noise, try turning off the microphone
when the party at the other end is speaking and turning it on when you
speak. If the difficulty persists, lift your handset to continue the
conversation.

■

In conference rooms, a separate speakerphone (such as the AT&T S203
Speakerphone) is recommended, since the built-in speaker on a system
phone is designed for individual use.

Standard Telephones

In addition to system phones, you can connect industry-standard touch-tone or

rotary dial telephones—and even some feature phones (which have built-in
calling features)—directly to the system. You can also combine standard
phones on the same extension with system phones or other devices, without
using expensive adapters or connectors.

Standard telephones can do many of the things that system telephones can do,
and you can save money by using them in certain situations when a system
telephone is not needed. Follow these guidelines when using standard phones:

■

Use standard phones as power failure backups. In the event of a power
failure, standard phones at extensions 10, 16, 22, 28, 34, 40, 46, and 52
connect to lines 1, 3, 5, 7, 9, 11, 13, and 15, respectively, for continued

operation; but system phones will not work. You can connect standard
phones in combination with system phones at power failure extensions, or
you can simply keep spare standard phones at those extensions to serve
as replacements in case of a power failure.

■

To use a dial-code feature, press [

#

] (in place of [

Feature

] used on system

phones) followed by its dial code when you hear the intercom dial tone.
For dial-code features that use [

Intercom

] on system phones, dial only the

two-digit code when you hear intercom dial tone. (Instructions for using
these features on standard phones are included in Chapter 5, “Feature
Reference.”)

■

To use a Speed Dial number, press [

#

] followed by its two-digit code
when you hear intercom dial tone. (For details, see “System Speed Dial
Numbers” in Chapter 5.)

■

Use the switchhook on a standard phone to place calls on hold, transfer a
call, or set up a conference call. (For details, see “Using the Switchhook”
on next page, or “Hold,” “Transfer,” and “Conference Calls” in
Chapter 5.)

Learning About Telephones

3-7

Ringing Patterns

Standard phones have these ringing patterns:

■

An outside call will ring . . . ring . . . ring.

■

An intercom call will ring-ring . . . ring-ring . . . ring-ring.

■

A transferred call or a held call ringing back will ring-ring-ring . . .
ring-ring-ring . . . ring-ring-ring.

NOTE:

If you use the system with PBX or Centrex lines, the PBX/Centrex ringing
patterns are not passed to telephones. Telephones use the ringing patterns
described here instead.

Dial Tones

Standard phones have two different dial tones:

■

Outside dial tone

indicate that you are connected with an outside line.

■

Intercom dial tone

connected with an inside line. You hear this dial tone when you are
making an inside, or intercom, call.

To hear the difference between the two dial tones, lift the handset. The dial tone
you hear (assuming the phone is set to select intercom first, as recommended in
this guide) is an intercom dial tone. To hear an outside dial tone, press [

is generated by your local telephone company to

is generated by the system to indicate that you are

9

].

Using the Switchhook

Some of the call handling instructions in Chapter 5 direct you to “rapidly press
and release the switchhook.” Pressing the switchhook for 1/4 to 1 second sends
a signal over the line called a switchhook flash. However, do not press the
switchhook too quickly. If you press the switchhook and nothing happens, try
again and press it a little longer.

NOTE:

If your feature phone has a button labeled “Recall” or “Flash,” use the button
instead of pressing the switchhook. If you use the system with PBX or Centrex
lines, your PBX or Centrex documentation may tell you to press the switchhook
to access PBX or Centrex features. Use the Recall feature instead (See “Recall”
in Chapter 5).

Limitations

Because standard phones do not have system line buttons, feature buttons, or
dedicated function buttons, basic call handling procedures are sometimes
different from those for system telephones. In addition, the following actions
cannot be performed at a standard telephone:

■

You cannot enter programming mode.

3-8

Learning About Telephones

■

Because there are no line buttons on standard phones, users must use
the dial code for Direct Line Pickup to select a specific line; otherwise, the
system selects an idle line automatically when the user dials a 9 at
intercom dial tone. (For information on Automatic Line Selection, see
Chapter 5.)

■

If a standard phone is in use, there is no indication of a second call and
an inside caller will hear a busy tone.

■

Users can make a voice-signaled call from a standard phone, but if users
try to make a voice-signaled call to a standard phone, it will ring because
it does not have a system speaker.

■

Users cannot use the System Password.

■

Users cannot access the following dial-code features: Account Code
Entry, Caller ID Name, Caller ID Inspect, Do Not Disturb, Exclusive Hold,
Manual Signaling, Privacy, Save Number Redial, VMS Cover, or Voice
Mailbox.

■

Do not use Forced Account Code Entry with a standard phone, because
the phone will not be able to get dial tone and make calls.

■

If the standard phone has a message waiting light, it will not work.

■

A display on a standard phone will not show Caller ID information or
system messages.

Feature Phones

A feature phone is a standard telephone that has feature buttons in addition to
the regular 12-key dial pad. For example, there are feature phones that have
programmable auto dial buttons, last number redial buttons, hold buttons, and
built-in speaker. Most of the features on these phones will work with the system.
You can use most of the system’s dial-code features from a feature phone, and
program them onto a feature phone button. However, there are some limitations
to what these phones can do.

The capabilities of a feature phone are in the phone itself. For example, if you
store a number on a feature phone’s auto dial button, that number is stored in
the feature phone. (This is different from storing a number on a system phone’s
Auto Dial button. When you program a button on a system phone, the number is
actually stored in the control unit.) Similarly, when you press a Hold button on a
feature phone, the call is held at the phone itself. (Callers will not hear the
system’s music-on-hold.) Other phones in the system cannot see that the call is
on hold (it appears as a busy line).

If you want to program an outside number on a feature phone’s auto dial button,
you must add a [
outside line, and the Pause allows a few seconds to get an outside dial tone.)
See “Special Dialing Functions” in Chapter 5 for information about Pause.

Note that the feature phone’s last number redial button may not work for an
outside call. To redial the last number, use the system’s Last Number Redial
feature by pressing [

9

] Pause Pause before each outside number. (The 9 gets an

#

] [

0

] [

5

].

Learning About Telephones

3-9

Combination Extensions

A combination extension is an extension with two devices connected to
it—either two standard devices, or a system phone and a standard device (but
not two system phones). (For instructions on how to install a combination
extension, see the PARTNER

The following are examples of useful combination extensions:

■

System phone plus standard telephone, for power failure backup on
extensions 10, 16, 22, 28, 34, 40, 46, and 52

■

System phone plus answering machine

■

System phone plus fax machine
System phone plus headset

■

System phone plus an external alert (such as a bell or chime).

■

Using the telephones in a combination extension is fairly simple. The main point
to understand is that the two telephones share a single extension in the same
way several home telephones share a single line. A system telephone works
like it always does and a standard telephone works like it always does when
connected to the system. Only one phone or device can be used at a time,
unless you want to join the two on a single call (the same way two people can
pick up the same call on different telephones at home). Furthermore:

II

Communications System Installation guide.)

■

Both phones share the same extension number.

■

Both phones share the same voicepath; that is, when either phone is
busy, the extension is busy.

If Privacy is active at a combination extension, no other extension can join

■

a call in progress at either a system phone or a standard device.
(However, a phone can interrupt a call on a standard device at the same
extension. For example, if a system phone and modem are combined at
an extension, picking up the handset of the system phone could interrupt
a modem transmission, even if Privacy is active.)

The lights on the system phone show what the standard telephone is

■

doing as well as what the system phone is doing. For an explanation of
light patterns, see “Lights” at the beginning of this chapter.

■

Calls ring at both phones.

■

You can handle a call on the standard telephone by pressing buttons on
the system phone. For example, you can use the system phone to select
a specific outside line, and conduct the call on the standard phone. Or, if
someone is on a call using the standard telephone, someone else can
put that call on hold by pressing [

Hold

] on the system phone. To do this,
it is not necessary to lift the handset of the system phone. Held calls do
not ring back at a standard phone in a combination extension. To retrieve
a held call from the standard phone, use Direct Line Pickup.

3-10

■

You can also use dial-code features at the system phone while the
standard phone is on a call.

Learning About Telephones

■

A second call can ring at the system phone while the standard phone is
busy, but do not use the system phone to answer the second call until the
standard phone is idle or the first call will be disconnected.

If you make a voice-signaled intercom call to a combination extension

■

with a system phone, only the system phone signals.
If you have Caller ID, only the system phone can display the Caller ID

■

information.

■

The ringer equivalence number (REN) of a standard device or the
combined REN of two devices cannot be greater than 2.0. (The REN of a
system phone is 0.0.)

Using Telephones

Your system provides intuitive operation of basic call handling features, plus
dial-code features that make it easy for users to handle calls flexibly and
efficiently from both system and standard phones. For more information on
basic call handling features and dial-code features, refer to the feature name in
Chapter 5.

Basic Call Handling Features

The following features are available from both system and standard telephones:

■

Making Calls

■

Answering Calls

■

Hold (placing a call on hold)

■

Transfer (transferring a call to another system extension)
Conference calls (making a conference call)

■

Joining Calls

■

Dial-Code Features

Dial-code features are features that you access by dialing a feature code at the
telephone keypad. From a system phone, you can dial [
followed by the dial code (or press a preprogrammed Auto Dial button); from a
standard phone, you typically dial [
intercom dial tone. Some dial-code features are not available on standard
phones, as noted by an asterisk (*) in the following list.

■

Account Code Entry*

■

Call Forwarding/Call Follow-Me

■

Call Pickup

■

Caller ID Inspect*

■

Caller ID Name Display*

Feature

] or [

Intercom

#

] followed by the dial code when you have

],

Conference Drop

■

Learning About Telephones

3-11

Direct Line Pickup—Active Line

■

■

Direct Line Pickup—Idle Line

■

Do Not Disturb*

■

Exclusive Hold*

■

Group Calling—Ring/Page

■

Group Hunting—Ring/Voice Signal

■

Group Pickup

■

Last Number Redial
Loudspeaker Paging

■

■

Manual Signaling*
Message Light Off

■

Message Light On

■

■

Personal Speed Dial Numbers

■

Privacy*

■

Recall

■

Save Number Redial*

■

System Speed Dial Numbers

■

Touch-Tone Enable
VMS Cover*

■

Voice Mailbox*

■

* Available only on system telephones.

3-12

Learning About Telephones

Using Auxiliary Equipment

Contents

4

Overview
Fax Machines

■

Using Fax Machines

Fax Management Feature
Transferring a Call to the Fax Machine
Using the Fax Machine’s Notify Feature

■

Setting Up Fax Machines

Restricting Dialing from a Fax Machine

■

Single Fax Machine

■

Fax Line Saver

■

Send and Receive Fax Machines

Answering Machines

■

Single Answering Machine

■

Multiple Answering Machines

■

Personal Answering Machine

Modems

■

Stand-Alone Modem for Placing Calls Only

■

Send and Receive Modem

PARTNER MAIL

■

PARTNER MAIL and Delayed Call Handling

4-1
4-3

4-3
4-3
4-4
4-5
4-5
4-6
4-6
4-7
4-8

4-9
4-10

4-11
4-12

4-13
4-13

4-14
4-15

4-15

PARTNER Attendant

■

PARTNER Attendant Used as Backup for Receptionist

Credit Card Scanners
Night Service with Auxiliary Equipment

4-17
4-17

4-18
4-19

4-i

Contents

Call Reporting Devices (SMDR)

■

Programming
Call Reports

■

Considerations

■

Output Format
Serial Printers

■

■

Call Accounting Devices

4-20
4-20

4-21
4-22
4-22
4-22
4-22

4-ii

Using Auxiliary Equipment

Overview

There are many ways to set up auxiliary equipment—the setup you choose

depends upon your needs and the number of devices you have. This chapter
presents the most common setups and provides advice on setting them up.
(This chapter does not cover how to physically connect the equipment, or how
to program the procedures. See the PARTNER
Installation guide for installation instructions, Chapter 5 for programming
instructions, and the manufacturer’s documentation for complete details on the
equipment you connect.)

4

II

Communications System

This chapter shows various applications for the following types of equipment:

Fax Machines

■

Answering Machines

■

■

Modems

■

PARTNER MAIL
PARTNER Attendant

■

■

Credit Card Scanners

■

Call Reporting Devices

In addition, you can connect the following devices to your system:

■

Doorphones

pressing a button on the doorphone; the person who answers a
doorphone call can then speak with the visitor at the doorphone. The
system supports up to two AT&T PARTNER Plus/
can be installed indoors or outdoors. A doorphone is especially useful for
providing access to offices or departments after hours. For example, you
can install a doorphone outside your building entrance to allow visitors to
ring telephones inside the building when the receptionist is not there and
the front door is locked.

allow visitors to ring any number of extensions at once by

II

doorphones, which

Using Auxiliary Equipment

4-1

■

Loudspeaker paging systems

allow you to broadcast a message over a
large area, by connecting the paging system directly to the PAGE jack on
the processor module. The system supports all AT&T paging systems.
For information on how to use a loudspeaker paging system with the
system, see Chapter 5.

■

Music-on-hold systems

allow you to play recorded music to callers
while they are on hold, by connecting the music-on-hold system to the
processor module. The system supports the AT&T Magic on Hold®
system and most models from other manufacturers. (If you use
equipment that rebroadcasts music or other copyrighted materials, you
may be required to obtain a license from a third party such as ASCAP or
BMI.)

■

Extra alerts

are strobes, lights, chimes, horns, or bells that light or ring
when calls come in. For example, you can use an audible alert (chime,
horn, or bell) to replace a phone ring in a noisy area, such as a factory.
Similarly, you can use a visual alert (strobe or light) to replace a phone
ring in a quiet area, such as a library. AT&T offers several compatible
alerts.

■

Speakerphones

provide hands-free two-way operation of a phone
without lifting the handset. Combining a speakerphone with an
MLS-model system phone or a standard phone on an extension in a
conference room or office is an inexpensive way for several people at a
meeting to conference in other parties. The system supports the AT&T
S203 speakerphone.

■

Headsets

allow users to hold private, hands-free conversations. A
headset is a combination earphone and microphone worn on the head,
useful for receptionists, salespeople, or others who need to have their

hands free while talking on the phone. AT&T offers several compatible
headsets.

■

Handsets for hard-of-hearing users

who need even more amplification than is provided by the volume
controls on their phones. Although the volume controls on system
phones significantly reduce the need for an amplified handset,
hard-of-hearing users may find that the AT&T K6S handset meets their
needs.

■

In-Range Out-of-Building (IROB) protectors

electrical surges from damaging your system when phones are installed
in another building, but on the same continuous property. The system
supports the AT&T IROB protector, which provides coverage over a
distance of 3,000 feet for standard phones and 1,000 feet for MLS- and
MLC-model phones.

■

Electromagnetic Interference (EMI) filters

generated by a nearby radio station, as well as most electrical devices.

4-2

Using Auxiliary Equipment

can be used by MLS-34D users

are required to prevent

allow you to block “noise”

■

Caller ID devices,

applications for storing or processing Caller ID information. Although the
system provides functionally integrated, multi-line Caller ID on system
display phones, you can connect other devices provided you subscribe
to the service from your local phone company and connect the device
directly to the Caller ID line. To install other devices, refer to “Connecting
Caller ID Devices” in the PARTNER
Installation guide for details.

Follow the manufacturer’s instructions packaged with these devices. To order

auxiliary equipment, refer to “Product Ordering Information” in Appendix B.

NOTE:

Two System Programming procedures can be used to adjust the system
settings for auxiliary equipment installed at an extension, if a device has trouble
answering calls or dialing out. If a device (such as an answering machine) does

not pick up transferred or intercom calls, you can use

change the ringing, so that all calls ring like outside calls at that extension. If an
autodialing device (such as a fax machine) has trouble autodialing, use

Intercom Dial Tone (#309)

“machine” (central office dial tone).

Fax Machines

such as a PC with Caller ID software, support

II

Communications System

Distinctive Ring (#308)

to change the intercom dial tone for the extension to

to

This section presents several ways that you can set up fax machines to work
with your system. It includes instructions for programming and using a Fax
Management button on a system phone (in order to monitor the status of a fax
machine and transfer calls to it with a single touch), transferring calls to the fax
machine extension, and using an AT&T fax machine’s Notify feature.

Using Fax Machines

Fax Management Feature

On any system phone, you can program a button with lights to serve as a Fax
Management button. The lights next to this button tell you when the fax machine
is in use, when it is available, or when it is not answering (for example, when it is
out of paper). You can also use the button to transfer calls from your extension
to the fax machine with a single touch.

Programming for Fax Management

To program a Fax Management button, first designate the fax machine
extension using
details.) Then program an Auto Dial button for the fax machine extension. For
more information, see “Auto Dialing” in Chapter 5.

Fax Machine Extensions (#601).

Using the Fax Management Button

The lights next to the Fax Management button show what is happening at the fax
machine—see Table 4-1.

(See Chapter 5 for more

Using Auxiliary Equipment

4-3

Table 4-1. Fax Management Button Light Patterns

Light Pattern

Red broken
flutter

Red steady

Green flash

Green flutter

Indicates...

Fax trouble. The fax machine is not answering.
If broken flutter occurs because the fax machine
is out of paper, refill the paper. The light clears
the next time the machine transmits or receives a
call. If the machine takes longer than four rings
to answer, the light shows fax trouble; when the
machine does answer, the light changes to fax

busy (red steady).
Fax busy. The fax machine is busy transmitting

or receiving a call.
Fax calling. The green flash indicates that the

fax machine extension is calling you. An AT&T
fax machine with the “Notify” feature can call you
automatically after it receives a transmission.
See “Using the Fax Machine’s Notify Feature” on
the next page.

Fax transfer return. A call you transferred to
the fax machine was not answered and is
returning to you.

Transferring a Call to the Fax Machine

There are two situations where you would want to transfer a call to your fax
machine:

■

You might answer an outside call and hear a fax machine signaling. (A
fax signal is a single beep sequence—

beep . . . . beep . . . . beep). If

you hear this, you should transfer the call immediately to the fax machine
extension.

■

You might be on a call and the person to whom you are speaking has a
fax machine connected to his or her phone and wants to fax you
something. You can receive the fax by transferring the call to the fax
extension. Tell the other party to wait until he or she hears the fax tone
before pressing the [

Start

] button on their fax machine.

In addition, if you have PARTNER MAIL and a fax call comes in on a line
covered by PARTNER MAIL, its Automated Attendant service will automatically
transfer the call to a fax extension or (if you have multiple fax machines) to the
extension hunt group for the fax machines.

There are four ways to transfer the call to the fax extension:

■

If you have a Fax Management button, simply press the button and when
the fax machine answers, hang up.

■

If you do not have a Fax Management button, press [

Transfer

] plus the fax

machine’s extension number. When the fax machine answers, hang up.

■

On a standard phone, rapidly press and release the switchhook to place
the call on hold, then dial the fax extension number and hang up.

■

If you have multiple fax machines in an extension hunt group, press

[

Transfer

], then [

Intercom

] [

7

] [

7

], plus the fax extension hunt group number.

When a fax machine answers, hang up.

4-4

Using Auxiliary Equipment

Using the Fax Machine’s Notify Feature

Some AT&T fax machines (for example, models 5300, 5350, 9025 Plus, and
9035 PIus) have a feature called Notify. After such a machine receives a fax
call, it automatically dials a number and plays a recorded message, such as,
“You have just received a fax.” If you need to know exactly when a fax comes
in, or if your fax machine is located in an isolated part of your building, you can

use Notify in any of the following ways:

■

Program the fax machine to make a ringing or voice-signaled intercom
call to an individual extension or to a group. (Program the fax machine to
dial [

✳

] plus the extension number for a voice-signaled call; [
group number (1–4) for a call to a Calling Group; [
number (1–6) for a call to a Hunt Group.)

■

Program the fax machine to turn on the Message light at someone’s
extension by dialing [

■

Program the fax machine to dial [
announcement over your loudspeaker paging system.

#

] [

0

] [

9

7

] [

7

] and a group

] plus the extension number.

7

] [

0

] to make its recorded

7

] and a

For all of the above examples, program the fax machine extension’s

Line Selection

for “intercom first,” followed by whatever outside lines you want
to assign to it. (If you set the fax extension to select “intercom first” and the
machine has an auto dial feature, program [
Dial number. For information about Pause, see “Special Dialing Functions” in
Chapter 5. When manually making a call, dial [
instructions on how to set the

Setting Up Fax Machines

There are many ways to set up fax machines. The following configurations are
basic and easy to use:

■

Single fax machine.

setup uses a published fax number.

■

Fax machine line saver.

published fax number.

■

Send and receive fax machines.

machine sends, the other receives.

You can install both a telephone and a fax machine on the same extension—see
“Combination Extensions” in the PARTNER

Installation guide). This lets you receive both voice and fax calls on the same
line (but not at the same time). If you pick up the phone and hear a fax signal,
push the [

Start

] button on your fax machine and then hang up.

Automatic

9

] Pause Pause before each Auto

9

] to get an outside line. For

Automatic Line Selection,

see Chapter 5.)

Good for light or moderate fax traffic. This basic

Good for light fax traffic, with no need for a

Good for high-volume fax traffic. One

II

Communications System

If you are using PARTNER MAIL Automated Attendant service, PARTNER MAIL
transfers fax calls to the fax extension automatically. If you are using multiple
fax machines, put all of the fax extensions into a single Hunt Group (any of
groups 1–6), and identify the fax destination to PARTNER MAIL (using the
appropriate programming procedures). PARTNER MAIL will automatically
transfer fax calls to the fax Hunt Group.

Using Auxiliary Equipment

4-5

Restricting Dialing from a Fax Machine

You can use dialing restrictions to restrict calling activity on a fax machine. For
example, you can use

Outgoing Call Restriction (#401)

machine to local calls only. For a more detailed discussion of dialing

restrictions, see Chapter 2.

Single Fax Machine

The single fax machine setup (shown in Figure 4-1) is good for moderate traffic.
The fax machine has its own line (Line A), the number of which is published as
the fax number. (The fax line can be used by other phones when all other lines
are busy.) The fax machine is connected to its own extension (extension X).

Fax
Line A

CONTROL

UNIT

Ext
X

to restrict the fax

FAX

Figure 4-1. Single Fax Machine

To Use

The fax machine automatically answers all calls that come in on the fax line. If a
call comes in on another line, you can transfer the call to the fax extension (see
“Transferring a Call to the Fax Machine”). If you have programmed a Fax
Management button, you can transfer a call to the fax machine with a single
touch, as well as monitor the status of the fax machine (see “Fax Management
Feature” earlier in this chapter).

When you send a fax, the system automatically selects the fax line.

To Program

1.

Use

Line Assignment (#301)

Set

2.

3.

Automatic Extension Privacy (#304)

To monitor the fax machine, use
extension X as a fax extension and program a Fax Management button.

4.

Make sure extension X is not assigned to any

Pickup Groups (#501),
Groups (#505).

Set

5.

Line Ringing

for line A on extension X to “immediate ring.” On all other

extensions, set line A to “delayed ring” or “no ring. ”

to assign only line A to extension X.

for extension X to “on.”

Fax Machine Extensions (#601)

Calling Groups (#502),

the

Night Service Group (#504),

or any

to identify

any

Hunt

4-6

Using Auxiliary Equipment

6.

Fax Line Saver

If you don’t use your fax machine enough to justify paying for its own outside
line, you can put the machine on its own extension. With this setup, you must

transfer calls to it manually. If you have programmed a Fax Management
button, you can transfer a call to the fax machine with a single touch, as well as
monitor the status of the fax machine (see “Fax Management Feature” earlier in
this chapter). Figure 4-2 shows the setup.

Set

Automatic Line Selection

Line Selection

to select line A last on all other extensions or remove line A

for extension X to “line A only”. Set

if all other extensions should not use it to make outgoing calls.

Automatic

Lines

A
B

C

CONTROL

UNIT

Ext X

FAX

Figure 4-2. Fax Line Saver Setup

To Use

When a person answers a call and hears a fax machine signaling on the other
end, the person can transfer the call to extension X—the fax machine extension.
To send a fax transmission in this setup, simply lift the handset on the fax
machine—an outside line will be automatically selected.

To Program

1.

Use

Line Assignment (#301)

2.

Set

Automatic Extension Privacy (#304)

To monitor the fax machine, use

3.
extension X as a fax extension and program a Fax Management button.

Make sure extension X is not assigned to any

4.

Pickup Groups (#501),
Groups (#505).

to assign all lines to extension X.

for extension X to “on.”

Fax Machine Extensions (#601)

Calling Groups (#502),

the

Night Service Group (#504),

or any

to identify

any

Hunt

5.

6.

Set

Line Ringing

Set

Automatic Line Selection

for all lines on extension X to “no ring.”

for extension X to “Lines A, B, C,...”.

Using Auxiliary Equipment

4-7

Send and Receive Fax Machines

If your business has high-volume fax traffic, you can set up two fax machines,
one that only sends and the other that only receives. For example, in Figure 4-3,
there are two fax machines. Fax 1 is the send machine, fax 2 is the receive
machine. Line A is the fax line, the number of which is published as the fax
number. If fax 2 doesn’t answer line A, fax 1 will.

Fax
Line A

CONTROL

UNIT

Lines

Ext X

Ext Y

FAX 1

Send

FAX 2

Receive

Figure 4-3. Send and Receive Fax Machines

To Use

When you send a fax, an outside line will be automatically selected. Incoming
fax calls on the fax line are answered automatically by fax 2. If a fax comes in
on a line other than line A, you can transfer the call to fax 2 (see “Transferring a
Call to the Fax Machine” earlier in this chapter). If you have programmed a Fax
Management button, you can transfer a call to the fax machine with a single
touch, as well as monitor the status of the fax machine (see “Fax Management
Feature” earlier in this chapter). If fax 1 is set for “delayed” ring on line A, fax 1
can pick up fax transmissions when fax 2 does not answer.

To Program Fax 1 (Send—Ext. X)

1.

Use

Line Assignment (#301)

(including line A).

2.

Set

Automatic Extension Privacy (#304)

3.

To monitor the fax machine at extension X, use

(#601)

Management button.

4.

Make sure extension X is not assigned to any

Pickup Groups (#501),
Groups (#505).

5.

Set

Automatic Line Selection

selected last).

6.

Set

Line Ringing

4-8

Using Auxiliary Equipment

to assign one or more lines to extension X

for extension X to “on.”

Fax Machine Extensions

to identify extension X as a fax extension and program a Fax

Calling Groups (#502),

the

Night Service Group (#504),

or any

any

Hunt

for extension X to “outside lines first” (line A

for line A to “delayed ring;” set all other lines to “no ring.”

To Program Fax 2 (Receive—Ext. Y)

1.

Use

2.

Line Assignment (#301)

Set

Automatic Extension Privacy (#304)

to assign only line A to extension Y.

for extension Y to “on.”

To monitor the fax machine at extension Y, use

3.

(#601)

to identify extension Y as a fax extension and program a Fax

Management button.

4.

Make sure extension Y is not assigned to any

Calling Groups (#502),
Groups (#505).

If the fax machine has the Notify feature, set it to “intercom first.” If the fax

5.
machine does not have the Notify feature and you want it to be able to dial
out when fax 1 is unavailable, set
Y to “outside lines first” (line A selected last).

6.

Set

Line Ringing

Y to “no ring.” (For all other extensions, set line A to “no ring” or “delayed
ring.”)

Answering Machines

You can use an answering machine to answer calls at night when no one is
around, or during business hours when no one can get to the phone. If you
have an AT&T answering machine with the Call Intercept feature, you can pick
up a call that has been answered by the answering machine by joining the call
from any system phone. When you do so, the system sends the answering
machine a signal that makes it hang up.

Fax Machine Extensions

Pickup Groups (#501),

the

Night Service Group (#504),

Automatic Line Selection

or any

for extension

any

Hunt

for line A to “immediate ring;” set all other lines at extension

The following are ways you can connect answering machines to your system:

■

Single answering machine.

This basic setup can cover all the lines in

the system. Anyone on the system can call the machine to retrieve
messages.

■

Multiple answering machines.

If you get too many calls for one

machine to cover, connect two or more machines to cover all calls.

■

Personal answering machine.

An answering machine can share an

extension with a phone to answer calls to the extension.

NOTE:

If you have an answering machine and a phone on the same extension, the
answering machine will only be able to answer calls when the phone is idle.

Using Auxiliary Equipment

4-9

Single Answering Machine

The single answering machine setup (Figure 4-4) serves the entire system. The
answering machine is connected to its own extension, and can cover all the
lines in the system, or as many lines as you assign to it.

Figure 4-4. Single Answering Machine

To Use

■

Go to the machine to manually play back messages.
From any system extension, make an intercom call to the answering

■

machine extension. When the machine answers, dial its message retrieval
code.

Lines

CONTROL

UNIT

Telephone

(optional)

Ext X

ANS

MACH

From outside the system, call in on any line assigned to the machine.

■

When the machine answers, dial its message retrieval code.

To Program

1.

Use

Line Assignment (#301)

want the answering machine to cover.
Make sure extension X is not assigned to any

2.

Pickup Groups (#501),
Groups (#505).

3.

Set

Line Ringing

4.

Adjust the answering machine to answer according to your needs. For

for all lines assigned to extension X to “immediate ring.”

example, set the machine at 4 rings during the day so someone has a
chance to pick up the call.

to assign all the lines to extension X that you

Calling Groups (#502),

the

Night Service Group (#504),

or any

any

Hunt

4-10

Using Auxiliary Equipment

Multiple Answering Machines

If a single answering machine cannot handle all your calls, you can set up two
or more machines (Figure 4-5) so that a call does not go unanswered. If the
answering machine is busy, a second call will be answered. A setup such as
this might be used by a movie theater to announce movie times to people
calling for information.

To Use

■

■

■

Lines

CONTROL

UNIT

Ext X

Ext Y

ANS

MACH

1

ANS

MACH

2

Figure 4-5. Multiple Answering Machines

Go to the machines to manually play back messages.
From any system extension, make an intercom call to an answering

machine extension. When the machine answers, dial its message
retrieval code.

From outside the system, call in on any line assigned to the machine.
When the machine answers, dial its message retrieval code. Note,
however, that when calling in from outside, you can only retrieve
messages from the first machine that answers.

To Program

1.

Use

Line Assignment (#301)

you want the machines to cover.

2.

Make sure extensions X and Y are not assigned to any

(#502),

any

3.

For extensions X and Y, set

4.

Adjust both answering machines to answer on a different number of rings (so

any

Pickup Groups (#501),

Hunt Groups (#505).

they don’t both try to pick up the same call). For example, set answering
machine 1 to 4 rings and answering machine 2 to 6 rings. (If you can’t
adjust the two answering machines to answer on a different number of
rings, assign some lines to “immediate ring” at extension X, and other lines

to “immediate ring” at extension Y.)

to assign all the lines to extensions X and Y that

Calling Groups

the

Night Service Group (#504),

Line Ringing

for all lines to “immediate ring.”

Using Auxiliary Equipment

or

4-11

Personal Answering Machine

A personal answering machine is used to answer all the calls that ring on the
lines at a certain extension (Figure 4-6). It is useful for the following situations:

■

When you don’t want to dedicate an extension to an answering machine

■

When the extension receives a lot of intercom calls

■

When outside calls come through a receptionist and are transferred to the
extension

■

When an extension has a private line

Lines

Figure 4-6. Personal Answering Machine

To Use

■

Go to the machine to manually retrieve messages.

■

From any system extension, make an intercom call to the extension.
When the machine answers, dial the message retrieval code.

■

From outside the system, call in and have someone transfer you to the
extension. When the machine answers, dial the message retrieval code.
Or, call in when no one will answer before the answering machine does.

To Program

1.

Set

Line Ringing

(immediate, delayed, or no ring).

for all lines assigned to extension X to the desired ring

CONTROL

UNIT

Ext X

ANS

MACH

4-12

2.

If the lines assigned to extension X are also assigned to other extensions,
adjust the answering machine to answer on the third or fourth ring so that it
does not answer calls before someone else can.

NOTE:

If you intercept a call from the answering machine, you will hear a click to notify
you that the answering machine has turned off.

Using Auxiliary Equipment

Modems

There are several ways to use modems with your system, as described below.

NOTE:

Modems can connect directly to an extension jack without an adapter.
However, if you connect a high-speed modem through the control unit, you may
experience some degradation of efficiency and throughput, depending on the
quality of the outside lines connected to the system. To solve the problem,
either connect modems directly to the network interface jacks, or contact your
local telephone company for information about upgrading line quality.

Stand-Alone Modem for Placing Calls Only

A modem and a terminal allow you to dial out and connect to computer bulletin
boards and other data services. This setup, which lets you dial out but not
receive calls, is shown in Figure 4-7. Note that the telephone is optional and
can be used if you want the terminal to share an extension with a phone.

Lines

CONTROL

UNIT

Telephone

(optional)

Ext

X

Modem

PC or

Terminal

Figure 4-7. Stand-Alone Modem for Placing Calls Only

To Use

Follow the modem manufacturer’s instructions.

To Program

1.

Use

Line Assignment (#301)

2.

Set

Automatic Extension Privacy (#304)

Make sure extension X is not assigned to any

3.

Pickup Groups (#501),
Groups (#505).

to assign one or more lines to extension X.

for extension X to “on.”

the

Night Service Group (#504),

Calling Groups (#502),

or any

any

Hunt

4.

If the modem will only dial outside the system, set

Automatic Line Selection

for extension X to “outside lines first.” If you will also use the modem for

calls within the system, set

Automatic Line Selection

to “intercom first,”

and include a 9 in the modem’s dialing sequence for outside calls.

5.

Set the auto answer feature of the modem to “off.”

6.

Set

Line Ringing

to “no ring.”

Using Auxiliary Equipment

4-13

Send and Receive Modem

If you need to place and receive calls with the modem, use the setup shown in
Figure 4-8. This setup makes line A the primary modem line, but keeps the line
available for users at other extensions when all other lines are busy.

Modem
Line A

Lines

CONTROL

UNIT

Ext

X

MODEM

Figure 4-8. Send and Receive Modem

To Use

Calls on the modem line (line A) ring only at extension X. Likewise, line A is the
last line selected by other extensions in the system, so the modem line is
unavailable for the modem only when all other lines in the system are being

used.

To Program

1.

Use

Line Assignment (#301)

2.

Set

3.

Line Ringing

Set

Automatic Line Selection

for line A on extension X to “immediate ring.”

line in the select sequence. That way, the modem line is used for outgoing
voice calls only when all other lines are busy.

to assign only line A to modem extension X.

for all other extensions so that line A is the last

4-14

4.

Set

Automatic Extension Privacy (#304)

Using Auxiliary Equipment

for extension X to “on.”

PARTNER MAIL

PARTNER MAIL is a voice messaging system, which is functionally integrated
into your PARTNER
complete call processing features. Specifically, PARTNER MAIL:

■

Insures that incoming calls are answered and directed to destination
extensions correctly and efficiently.

■

Answers and routes calls during the day and after normal business hours.
Alleviates the problem of inaccurate or incomplete message by allowing

■

callers to leave detailed, confidential messages for subscribers.

■

Identifies and directs incoming fax calls to fax machines.

■

Provides immediate or delayed call handling—immediate call handling
allows PARTNER MAIL to answer all calls, while delayed call handling
allows the receptionist to answer calls first. It permits outside callers to

leave messages or transfer to another extension when an extension does
not answer. Finally, it allows subscribers to retrieve messages, send
messages to each other, and change personal greetings, among other
administrative tasks.

You can refer to the documentation provided with PARTNER MAIL for complete
details.

II

system. The integrated system offers your business

NOTE:

If you want calls answered and routed to designated extensions, but do not
require voice mail coverage, you can use either the Automated Attendant
service of PARTNER MAIL, a PARTNER Attendant, or the Direct Extension Dial
feature. It is recommended that you use only one automated answering option
for incoming calls.

PARTNER MAIL and Delayed Call Handling

Figure 4-9 shows a PARTNER MAIL setup that provides delayed call handling.
This setup allows the receptionist at extension 10 to provide personalized
service by answering calls during the day. PARTNER MAIL (at extensions Z1
and Z2) is used to handle calls when the receptionist is busy or not available, so
calls do not go unanswered. PARTNER MAIL also answers calls received after
business hours and prompts callers to leave messages in the general mailbox.

This example also includes two user extensions (X and Y), which are not
automatically covered by PARTNER MAIL. This allows the receptionist to give
the caller personalized service because when the receptionist transfers a call to
extension X or Y and extension X or Y does not answer, the call will return to the
receptionist. However, the receptionist can then send calls directly to either
extension’s mailbox when the extension is not available to take calls.

Using Auxiliary Equipment

4-15

Lines

PARTNER MAIL

Ext. Z1
Ext. Z2

CONTROL

UNIT

Ext. 10

Ext. X

Ext. Y

Receptionist’s

(not automatically
covered by

PARTNER MAIL)

Desk

Figure 4-9. PARTNER MAIL and Delayed Call Handling

To Use

First, follow the instructions packaged with the PARTNER MAIL to install it.
During the day, when PARTNER MAIL operates with delayed call handling, the

receptionist picks up all calls at extension 10. If the receptionist cannot answer
within four rings, PARTNER

II

will route the call to PARTNER MAIL where the

Day greeting and menu will play to the caller.
At night (when Night Service is activated on the PARTNER

II

system), outside
calls are answered directly by PARTNER MAIL. However, any user who is still in
the office can pick up calls before PARTNER MAIL answers.

To Program

The following list summarizes the programming procedures you use on
PARTNER

II

for implementing the previous example:

1.

Use

Hunt Group Extensions (#505)

to assign extensions Z1 and Z2 to Hunt

Group 7—the VMS hunt group.

2.

Use

Transfer Return Extension (#306)

for extensions Z1 and Z2 to ensure
that calls transferred to extensions Z1 and Z2 return to extension 10 if they
are not answered.

3.

Use

Group Call Distribution (#206)

to assign outside lines to the VMS hunt

group.

4.

Set the

5.

Set the
Make sure that a

6.

VMS Hunt Delay (#506)
VMS Hunt Schedule (#507)

to “Delayed.”

to “Always.”

Night Service Button (#503)

is assigned at extension
10—the receptionist’s extension. When Night Service is on, PARTNER
MAIL’s Automated Attendant Night greeting and menu will play for callers
who call in when no one is available to answer their calls.

7.

Program a

Voice Mailbox

button at extension 10, to enable the receptionist to
transfer calls directly to extension Z1’s and Z2’s mailboxes without first
ringing their phones. (This is especially useful when the receptionist
knows that the users at extensions Z1 and Z2 are away from their desk.)

Program an Auto Dial button for the PARTNER MAIL Hunt Group ([

8.
[

7

] [

7

]) at extensions Z1 and Z2 to allow the subscribers to call in and

Intercom

retrieve their messages with one touch.

] [

7

]

4-16

Using Auxiliary Equipment

PARTNER Attendant

The PARTNER Attendant answers calls and redirects them to a specified
extension or to a Calling Group or Hunt Group (based on the digits a caller dials
after listening to a list of choices in a recorded greeting). For example, your
company might have PARTNER Attendant answer calls and tell callers to press
1 for Sales, 2 for Parts, 3 for Service, and so on.

NOTE:

If you want calls answered and routed to designated extensions, but do not
require voice mail coverage, you can use either the Automated Attendant
service of PARTNER MAIL, a PARTNER Attendant, or the Direct Extension Dial
feature. It is recommended that you use only one automated answering option
for incoming calls.

PARTNER Attendant Used as Backup for Receptionist

One common use of PARTNER Attendant is as a backup for a receptionist. In
this situation, PARTNER Attendant handles any calls that the receptionist cannot
pick up within a specified number of rings. This prevents calls from going
unanswered. Figure 4-10 shows how the PARTNER Attendant would be

connected to your system.

PARTNER
Attendant

Lines

CONTROL

UNIT

Ext.

X

Ext.

10

Receptionist’s

Desk

Figure 4-10. PARTNER Attendant Used as Backup

for Receptionist

To Use

Follow the instructions packaged with the PARTNER Attendant. Make sure that
the unit is in backup call answering mode.

When callers call the main number for your company, the receptionist normally
picks up the call. If the receptionist is busy, the PARTNER Attendant answers
and plays a pre-recorded message. For example, the PARTNER Attendant
might play the following message:

“Please hold for the receptionist or dial an extension number now.”

Using Auxiliary Equipment

4-17

To Program

1.

Set

Line Ringing

ring.”

2.

Set the PARTNER Attendant to pick up within a specific number of rings, so if
the receptionist does not pick up a call, the PARTNER Attendant will.

Credit Card Scanners

Many retail businesses and restaurants use credit card scanners to get instant
approval of credit card purchases. The system allows your credit card
scanners to share the lines in your system (as shown in Figure 4-11). You can
install a credit card scanner on an extension by itself, or combine it with a
system phone or a standard phone on the same extension (see “Combination
Extensions” in the PARTNER

for all lines assigned to the PARTNER Attendant to “delayed

II

Communications System Installation guide).

Telephone

Lines

(optional)

CONTROL

UNIT

Ext.

X

Credit

Card

Scanner

Figure 4-11. Credit Card Scanner

To Use

When you make a call on the credit card scanner, an outside line is
automatically selected. If you combine the credit card scanner with a system
phone or standard phone, you cannot use the phone while the credit card
scanner is operating.

To Program

1.

Use

Line Assignment (#301)

to extension X.

2.

Set

Automatic Extension Privacy (#304)

3.

Set

Automatic Line Selection

4.

If the scanner has an auto answer feature, turn it off.

to assign the lines you want the scanner to use

for extension X to “on.”

for extension X to “outside lines first.”

4-18

For multiple scanners, repeat Steps 1–4 for each extension.

5.

Using Auxiliary Equipment

Night Service with Auxiliary Equipment

You can set up modems, fax machines, and answering machines to receive
calls automatically after hours. When Night Service is on, calls ring immediately
at the appropriate extensions, so that no human intervention is required to
transfer calls to the fax, modem, or answering machine. When Night Service is
off, you can use the auxiliary equipment lines for normal business purposes, so
that lines are dedicated to auxiliary equipment only after hours.

By putting auxiliary equipment in the Night Service Group as described in this
section, auxiliary equipment can start ringing and answering calls whenever you
turn Night Service on. In other words, the Night Service button at extension 10
acts as a switch, turning auxiliary equipment on and off, as well as putting the
system into Night Service.

NOTE:

If you have PARTNER MAIL, turning Night Service on also activates Night
Service operation of the PARTNER MAIL System.

Figure 4-12 shows a system with a fax machine and a modem connected to
separate extensions. Line A is published as the fax line, and line B is published
as the modem line.

Lines

A

B

C

CONTROL

UNIT

Ext

X

Ext

Y

Ext

Z

FAX

MODEM

Figure 4-12. Night Service with Fax Machine and Modem

To Use

During the day, lines A and B do not ring at extensions X and Y (according to
Line Ringing settings). When you turn Night Service on, calls on line A ring
immediately at the fax (extension X). Since that line is not assigned to any other
extension in the Night Service Group, only extension X receives fax
transmissions. Likewise, with Night Service on, calls on line B ring immediately
at the modem (extension Y). All lines ring at the system phone at extension Z.

NOTE:

If answering machines are connected to Night Service extensions, you can join
a call that was already answered by an answering machine from any system
phone. If you have an AT&T answering machine with the Call Intercept feature,
the answering machine drops off the call when you join it.

Using Auxiliary Equipment

4-19

To Program

1.

Use

Line Assignment (#301)

machine to cover), line B to extension Y (for the modem to cover), and all
lines to extension Z.

to assign Line A to extension X (for the fax

Make sure extensions X and Y are not assigned to any

2.

(#502),

Assign a

3.
X and Y to the

4.

Set

any

Pickup Groups (#501),

Night Service Button (#503)

Night Service Group (#504).

Line Ringing

for Line A at extension X and for Line B at extension Y to “no

ring.”

Call Reporting Devices (SMDR)

SMDR (Station Message Detail Recording) is a call reporting feature that
provides records of call activity. Call reporting information provides you with the
ability to:

■

Detect any unauthorized calls

■

Bill clients or projects

■

Bill back by departments

■

Reduce telephone costs by identifying the need to change
telecommunications services (like adding a WATS line for calls to a
particular area code)

■

Print Caller ID information

Call reporting information is recorded after each call is completed. The system
sends the information via a 1200-baud serial interface to either a serial printer or
a call accounting device.

Calling Groups

or any

Hunt Groups (#505).

at extension 10 and assign extensions

The device connects directly to the SMDR jack on the processor module. The
system records information for each call that lasts at least 10 seconds. For
outgoing calls, the timing begins when you get a dial tone. For incoming calls,
the timing begins when you answer the call. Timing stops when the call is
disconnected.

Programming

Use the following programming procedures for call reporting:

■

■

■

■

4-20

Using Auxiliary Equipment

SMDR Record Type (#608)

to specify the type of calls that you want to

record for call reporting—either all calls or outgoing calls only.

SMDR Top of Page (#609)

to notify the system that the printer has been

aligned to the top of a new page.

Forced Account Code Entry (#307)

to identify extensions that will be

required to enter an account code prior to making outside calls.

Display Language (#303)

to specify the language to be used for display

messages. The call report header is printed in the same language as is
specified for extension 10.

Call Reports

A call report is a page of information that begins with a header. The header
includes field names that describe the information in each call record. The call
record is a line of information that includes the fields shown in Figure 4-13.

DATE TIME

C 07/17/92 11:11
C 07/17/92 11:34
I 07/17/92 13:35
I 07/17/92 13:38 9085559111

NUMBER

12015558014
19085556036 00:04:28

Figure 4-13. Sample Call Report

Each page includes 59 records. The report has the following fields:

■

Call Type.

“C” indicates outgoing calls;

(SMDR Record Type (#608)

reported.)

■

Date.

The date of the call is shown in mm/dd/yy format, where mm is the
month, dd is the day, and yy is the year. The system uses the date set
with

System Date (#101).

■

Time.

The time of the connection is shown in hh:mm format, where hh is

the hour and mm is the minute. The system uses the time set with

System Time (#103)

■

Number.

For an outgoing call, this is the dialed number (first 15 digits
only) or the speed dial code of a Marked System Speed Dial number
(preceded by an “F”). For an incoming call, “IN” appears in this field,
unless the system is set up to receive Caller ID information. If this is the
case, telephone numbers of incoming calls on lines with Caller ID service
will print in this field instead. (See “Caller ID” in Chapter 5 for more
information.)

LINE

08
02

01
12

“I”

indicates incoming calls.

STN.

48
32
10
15

IN

DUR.

00:01:40

00:02:12
00:01:22

defines whether or not incoming calls are

and is shown in 24-hour (military) time.

ACCOUNT

1725

A “*” character prints as the last digit of a dialed number if the called
party hangs up before the system user, or a “?” prints if the number of
digits dialed exceeds the 15 digits that this field can hold.

■

Duration.

The duration of the call is shown in hh:mm:ss format, where hh

is the hour, mm is the minutes, and ss is the seconds.

■

Line Number.

This is the outside line (01–24) that was used to make or

receive the call.

■

Station (Extension).

In general, this is the extension that answered or
placed the call. For redirected incoming calls, the last extension on the
call will be shown on the report, as follows:

–

For transferred incoming calls: the destination extension.

–

For transferred outgoing calls: the originating extension.

–

For pickup calls: the extension picking up the call.

–

For forwarded calls: the extension answering the forwarded call.

Using Auxiliary Equipment

4-21

■

Considerations

■

■

■

■

■

■

Output Format

The following serial transmission protocol is used for SMDR records:

■

■

Account Code.

This is the account code (up to 16 digits) assigned to
the call. This code is typically used for charging calls to a specific
project or department.

The

System Date (#101)

and

System Time (#103)

must be set correctly

to ensure accurate call reports.
If a report cannot print because the printer is jammed or out of paper, the

system will store up to 45 records in its memory until they can be printed.
Additional calls will not be recorded.

In the event of a power failure, records of any calls in progress are lost.
Inside (intercom) calls are not recorded.
If you place a call on hold and the caller hangs up, the call is considered

complete and the record is sent to the call reporting device.
Conference calls appear as two outside calls. (This means two records

will be generated on the report.)

1200 baud
no parity

■

8 data bits

■

2 stop bits

The call reporting feature also supports XON/XOFF protocol, carriage returns,
and line feeds.

Serial Printers

Use a 355A adapter, which converts a modular jack interface to an RS-232
25-pin connector, to connect a serial printer to the primary processor module. If
you connect a printer, make sure the printer can receive SMDR data in the
format described above (refer to the printer’s instructions if you need help).

Call Accounting Devices

You can send call information to a call accounting device (such as AT&T’s Call
Accounting Terminal Printer) if you want to further analyze call activity. The
device stores rate table information and processes the information it receives
into meaningful reports that can help you optimize your communications system.
For example, you can use it to determine the best combination of local and long
distance lines for your business.

The call accounting device connects directly to the SMDR jack on the primary
processor module and can also print out reports that include summaries by
hour, line, and extension. Refer to the manual provided with the call accounting
device for instructions on connecting it to your system.

4-22

Using Auxiliary Equipment

Feature Reference

Contents

5

Overview
AA Extensions (#607)
Abbreviated Ringing (#305)
Account Code Entry (F12)
Allowed List Assignments (#408)
Allowed Phone Number Lists (#407)
Answering Calls
Auto Dialing
Automatic Extension Privacy (#304)
Automatic Line Selection
Automatic System Answer Button (#111)
Automatic System Answer Delay (#110)
Automatic System Answer Lines (#204)
Automatic System Answer Record/Playback (I891)
Automatic VMS Cover (#310)

Call Forwarding/Call Follow-Me (F11,XX,XX)

5-1
5-2
5-3
5-4
5-6
5-7
5-9
5-11
5-13
5-14
5-16
5-18
5-19
5-21
5-23
5-24

Call Pickup (I6XX)
Caller ID
Caller ID Inspect (F17)

Caller ID Name Display (F16)
Calling Group Extensions (#502)
Conference Calls
Conference Drop (F06)
Copy Settings (#399)
Dial Mode (#201)

5-26
5-27
5-29
5-30
5-31
5-32
5-34
5-35
5-36

5-i

Contents

Direct Extension Dial Button (#113)
Direct Extension Dial Delay (#112)
Direct Extension Dial Lines (#205)
Direct Extension Dial Record/Playback (I892)
Direct Line Pickup—Active Line (I68LL)
Direct Line Pickup—Idle Line (I8LL)
Disallowed List Assignments (#405)
Disallowed Phone Number Lists (#404)
Display
Display Language (#303)
Distinctive Ring (#308)
Do Not Disturb (F01)
Doorphone Alert Extensions (#606)
Doorphone Extensions (#604 and #605)
Emergency Phone Number List (#406)
Exclusive Hold (F02)
Fax Machine Extensions (#601)

5-37
5-39
5-40
5-42
5-44
5-46
5-47
5-48
5-50
5-52
5-53
5-54
5-55
5-56
5-57
5-59
5-60

Forced Account Code Entry (#307)
Group Call Distribution (#206)
Group Calling—Ring/Page (I7G/I*7G)
Group Hunting—Ring/Voice Signal (I77G/I*77G)
Group Pickup (I66G)
Hold
Hold Disconnect Time (#203)
Hotline (#603)
Hunt Group Extensions (#505)
Intercom Dial Tone (#309)
Joining Calls
Last Number Redial (F05)
Line Access Restriction (#302)
Line Assignment (#301)
Line Ringing
Loudspeaker Paging
Making Calls

5-61
5-62
5-64
5-67
5-70
5-72
5-74
5-75
5-77
5-79
5-80
5-81

5-82
5-84

5-86
5-88
5-89

5-ii

Contents

Manual Signaling (F13)
Message Light Off (F10XX)
Message Light On (F09XX)
Music On Hold (#602)
Night Service Button (#503)
Night Service Group Extensions (#504)
Number of Lines (#104)
Outgoing Call Restriction (#401)
Outside Conference Denial (#109)
Personal Speed Dial Numbers
Pickup Group Extensions (#501)
Privacy (F07)
Recall (F03)
Recall Timer Duration (#107)
Rotary Dialing Timeout (#108)
Save Number Redial (F04)
SMDR Record Type (#608)

5-92
5-94
5-95
5-96
5-97
5-99
5-100
5-101
5-102
5-103
5-105
5-106
5-107
5-109
5-110
5-111
5-112

SMDR Top Of Page (#609)
Special Dialing Functions

System Date (#101)
System Day (#102)
System Password (#403)
System Reset—Programming Saved (#728)
System Speed Dial Numbers
System Time (#103)
Toll Call Prefix (#402)
Touch-Tone Enable (F08)
Transfer
Transfer Return Extension (#306)

Transfer Return Rings (#105)
VMS Cover (F15)
VMS Hunt Delay (#506)
VMS Hunt Schedule (#507)

5-113
5-114
5-116
5-117
5-118
5-119
5-120
5-123
5-124
5-125
5-126
5-128
5-129
5-130
5-131
5-132

Voice Mailbox (F14)

5-133

5-iii

Feature Reference

Overview

This chapter provides reference information for programming and using system
features. Features are listed in alphabetical order. System Programming
procedures include the procedure code (# and three-digit number) in the
heading; dial-code features include the feature code (F for [
[

Intercom

XX for a two-digit extension number from 10–57, LL for a two-digit line number

from 01–24, or G for a single-digit group number. Headings without codes are
general call-handling topics or Telephone Programming procedures.

], plus a two-digit code). Some feature codes also include a variable:

5

Feature

] or I for

Each feature includes the following information, if applicable:

■

Description

■

Related Features

■

Considerations
Valid Entries (

■

This chapter gives step-by-step instructions, using the following conventions:

■

Programming instructions tell you to use the [
values for specific settings. You can, however, enter a value via the
keypad directly if you prefer. Similarly, there are different ways to exit
programming mode—use the method with which you are most
comfortable.

For Telephone Programming, this chapter provides only the instructions

■

for Centralized Telephone Programming. To program from individual
extensions, users should refer to their Quick Reference cards.

All of the instructions in this chapter assume that system phones select outside
lines first and standard phones select intercom first (as determined by each
extension’s setting for

See Chapter 2 for a review of the methods and buttons you can use while in
programming mode.

✔

= factory setting)

Automatic Line Selection).

■

Examples

■

Programming

■

Using

Next Data

] button to change

Overview

5-1

AA Extensions (#607)

Description

This System Programming procedure identifies extensions where PARTNER
Attendants are connected to the system. Doing so lets the system notify users
with display phones when they are receiving a call that has been transferred
from the PARTNER Attendant. To identify a PARTNER Attendant (AA) extension,
use this procedure to change the setting for the extension to “Assigned.” (This
procedure applies only to PARTNER Attendants—do not use it with the
Automated Attendant service of PARTNER MAIL.)

Related Features

■

For each PARTNER Attendant extension, use

(#306)

destination extension does not answer.

■

Set
PARTNER Attendant extension if you want to be able to intercept calls
routed to the device.

Considerations

Chapter 4 provides information on using PARTNER Attendants with the

■

system.

■

On system display phones, “AA” displays when a call is being transferred

from a PARTNER Attendant. “Transfer from AA” displays if a call is returning

to your extension after a call transferred by a PARTNER Attendant was not

answered.

to identify an extension to which a call should be routed if the

Automatic Extension Privacy (#304)

Transfer Return Extension

to “Not Assigned” for the a

Valid Entries

1 = Assigned
2 = Not Assigned

Programming

To identify an extension where a PARTNER Attendant is installed:

1.

2.

3.

4.

5.

5-2

AA Extensions (#607)

✔

Press [

Feature

] [

0

] [

0

] [

System Program

] [

Sytem Program

] [

#

] [

6

] [

0

] [

7

].

Enter the extension number to which the PARTNER Attendant is connected.
For example, to select extension 27, press [

To assign or unassign the extension, press [

2

] [

7

].

Next Data

] until the appropriate

value displays.
To assign or unassign a second PARTNER Attendant extension, press

[

Next Item

] or [

Prev Item

] until the extension number shows on the display.

Then repeat Step 3.
Select another procedure or exit programming mode.

Abbreviated Ringing (#305)

Description

This System Programming procedure turns Abbreviated Ringing on or off at a
specific extension. When a user is on a call and Abbreviated Ringing is on, any
incoming calls ring only once. The green light next to the line button flashes
until the call is answered or the caller hangs up (or for a transferred call, until it

returns to the transfer return extension). This feature prevents incoming calls
from distracting users when they are busy on another call. To allow calls to ring
repeatedly, set Abbreviated Ringing to “Not Active.”

Considerations

■

Receptionists, and others who handle many calls quickly, often turn
Abbreviated Ringing off, so they have an audible reminder of incoming calls.

■

Abbreviated Ringing works for outside, transferred, and intercom calls.

Valid Entries

1 = Active (incoming calls ring once)
2 = Not Active (incoming calls ring repeatedly)

Programming

To change the Abbreviated Ringing setting for an extension:

1.

2.

3.

4.

5.

✔

Press [

Feature

] [

0

] [

0

] [

System Program

] [

System Program

] [

#

] [

3

] [

0

] [

5

]. The

display reads:

Abbrev.

Ring

Extension:

Enter the number of the extension to be programmed. For example, to
program extension 12, press [

To set Abbreviated Ringing to Active or Not Active, press [

1

] [

2

].

Next Data

] until the

appropriate value displays.

To program another extension, press [

Next Item

] or [

Prev Item

] until the extension

number shows on the display. Then repeat Step 3.
Select another procedure or exit programming mode.

Abbreviated Ringing (#305)

5-3

Account Code Entry (F12)

Description

This feature lets a user with a system phone enter an account code (up to 16
digits) for an outside call (incoming or outgoing). An account code is typically
used to identify a department, project, or client for charge-back or tracking
purposes.

Related Features

Use Forced

■

required to enter an account code prior to dialing any outside number
(including those on the Emergency Phone Number List). A forced account
code must be entered at the beginning of a call; however, a different
account code can be entered any time during the call. (Use Forced
Account Code Entry only for extensions with system phones.)

For faster entry of frequently-used account codes, you can program an

■

account code on an Auto Dial button or as a System or Personal Speed Dial
number (but not as a Marked System Speed Dial number). See

Dialing, System Speed Dial Numbers,
Numbers

Considerations

■

Account codes can be changed during a call. If a new code is entered, the
previous account code is cancelled.

■

When an account code is entered during a call, the caller on the other end
will not hear the touch-tone digits dialed.

■

If SMDR is used, the account code assigned to incoming or outgoing calls
will print on call reports. See “Call Reporting (SMDR) Devices” in Chapter 4
for more information on call reporting.

If an account code is entered for an outgoing call, and the call is transferred

■

to another extension, the call report will show the originating extension as
the owner of the call. Conversely, if an account code is entered for an
incoming call, and the call is transferred to another extension, the call report
will show the destination extension as the owner of the call. In either case, if
a different account code is entered, the last one entered is the one that
prints for the owner of the call.

Account Code Entry (#307)

and

for programming instructions.

to identify extensions that will be

Auto

Personal Speed Dial

■

The AT&T Call Accounting Terminal uses less than 16 digits for an account
code. Refer to the device’s documentation to determine the maximum
digits.

■

This feature can be used only from a system phone.

■

It is recommended that this feature be programmed on a button with lights.

5-4

Account Code Entry (F12)

Programming

You can program the Account Code Entry feature code on an Auto Dial button
to use the feature with one touch. (This button can be used for optional Account
Code Entry or Forced Account Code Entry.) To program the button:

Using

Press [

1.

2.

Enter the number of the extension to be programmed with this feature.
Press a programmable button, preferably one with lights.

3.
Press [

4.
Program another button for this extension or exit programming mode.

5.

Feature

Feature

] [

] [

0

1

] [

0

] [

System Program

] [

2

].

] [

System Program

] [

Central Tel Program

To enter an optional account code:

If a password is programmed for the system, you must enter it before lifting

1.
the handset. (See

After lifting the handset (or while already active on an outside call), press a

2.
programmed button or press [

System Password (#403)

Feature

] [

for more information.)

1

] [

2

].

If the Account Code Entry button has lights, the green LED turns on.

Enter an account code using one of the following methods:

3.

■

Dial it manually using the phone’s keypad

■

Dial a System or Personal Speed Dial number programmed with the
account code

■

Press an Auto Dial button programmed with the account code.

4.

Press the programmed button or press [

Feature

] [

1

] [

2

] to indicate the end of

the code.

If the Account Code Entry button has lights, the green LED turns off.

].

To enter a forced account code:

1.

If a password is programmed for the system, you must enter it before lifting
the handset. (See

Lift the handset or press [

2.
Press a programmed button or press [

3.

System Password (#403)

Spkr

].

Feature

for more information.)

] [

1

] [

2

].

If the Account Code Entry button has lights, the green LED turns on.

4.

Enter an account code using one of the following methods:

■

Dial it manually using the phone’s keypad

■

Dial a System or Personal Speed Dial number programmed with the
account code

■

Press an Auto Dial button programmed with the account code.

Press an idle line button.

5.

If the Account Code Entry button has lights, the green LED turns off.

Make the telephone call.

6.

Account Code Entry (F12)

5-5

Allowed List Assignments (#408)

Description

This System Programming procedure lets you assign up to four Allowed Phone
Number Lists to specified extensions.

Related Features

Use

Allowed Phone Number Lists (#407)

telephone numbers before you use this procedure.

Valid Entries

1 = Assigned to extension
2 = Not Assigned to extension

Programming

To assign Allowed Phone Number Lists to an extension:

✔

to create up to four lists of allowed

1.

Press [

Feature

] [

0

] [

0

] [

System Program

] [

System Program

] [

#

] [

4

] [

0

] [

8

display reads:

AllowTo
Extension:

2.

Enter the number of the extension to be programmed. For example, to
program extension 27, press [

2

] [

7

]. The display reads:

AllowTo 27
List No:

Enter the list number (1–4). For example, to select list 1, press [

3.

4.

To assign or unassign the list, press [

Next Data

] until the appropriate value

1

displays.
At this point:

5.

■

To assign or unassign another list to this extension, press [
[

Prev Item

] until the list number shows on the display. Then repeat Step

Next Item

4.

■

To program another extension, press [

Next Procedure

] [

Prev Procedure

begin at Step 2.

6.

Select another procedure or exit programming mode.

]. The

].

] or

] and

5-6

Allowed List Assignments (#408)

Allowed Phone Number Lists (#407)

Description

This System Programming procedure specifies telephone numbers that users
can dial regardless of other dialing restrictions, as long as they have access to
an outside line. For example, if you restrict an entire category of calls through

Disallowed Phone Number Lists (#404),

number in that category by placing that number on an Allowed Phone Number
List. Using this procedure, you can create up to four lists of up to 10 telephone
numbers each.

Related Features

■

After completing this procedure, use
assign the Allowed Phone Number Lists to specified extensions.

■

Allowed Phone Number Lists override

(#404)
Restriction (#302)
Password (#403).

Marked

(#406),

■

The entries you must make to permit or restrict toll calls differ depending on
the setting for
“0” (for operator-assisted calls) or “1” (for direct-dial calls) is required when
you make toll calls.

and

Outgoing Call Restriction (#401),

or

Night Service Button (#503)

(There are other ways of overriding restrictions—see

System Speed Dial Numbers, Emergency Phone List Numbers

and

System Password (#403)

Toll Call Prefix (#402).

you can permit calls to a specific

Allowed List Assignments (#408)

Disallowed Phone Number Lists

This setting tells the system whether a

but not

Line Access

with a

System

for more information.)

to

Considerations

■

Each list entry can include up to 12 digits. You can use the wildcard
character (by pressing the [
single digit (it appears as ”!” on the telephone display).

■

If you are restricting an extension from placing toll calls, do not place
numbers beginning with a “0” on an Allowed Phone Number List for the
extension. Once a user is active on an operator-assisted call, the user will
be able to avoid dialing restrictions by asking the operator to dial restricted
numbers.

■

If you want to go to another programming procedure when entering phone
numbers in a list, you must use [
since entering [
telephone number.

Valid Entries

Digits 0–9, [

#

], [

Hold

] button on a system phone) to match any

Next Procedure

#

] and a three-digit code will be considered data for the

✳

], and [

Hold

] (any single digit)

] or [

Prev Procedure

] to do so

Allowed Phone Number Lists (#407)

5-7

Examples

The examples below show how you would enter telephone numbers for an
Allowed Phone Number List in Step 4 of “Programming.” When an Allowed List
is assigned to an extension, users can dial numbers on that list, even if the
numbers would otherwise be restricted.

■

■

Programming

To create a list of Allowed Phone Numbers:

Specific Telephone Numbers

Enter the phone number exactly as you
would dial it. For example, to allow calls to the number 201 555-1111, make
the following entries:

–

Toll Call Prefix required

12015551111

–

Toll Call Prefix not required

2015551111

All Telephone Numbers in One Area Code.

The following list entries allow

calls to the 800 area code:

–

Toll Call Prefix required

1800

Toll Call Prefix not required

–

800

1.

Press [

At the

2.
1, press [

At the

3.
01, press [

4.

At the

To save the telephone number in memory,

5.
At this point:

6.

■

Feature

] [

0

] [

0

] [

System Program

List No:

1

].

Entry:

0

] [

Data

prompt, enter a list number (1–4). For example, to select list

prompt, select a list entry (01–10). For example, to select entry

1

].

------------ prompt, enter the first telephone number.

To enter other phone numbers in this list, press [
Steps 4 and 5.

■

To change the phone number you just entered, press [
repeat Steps 4 and 5.

■

To delete the phone number you just entered, press [

■

To create another list, press [

Next Procedure

Step 2.

7.

Select another procedure using [
programming mode.

] [

System Program

Next Procedure

] [

#

] [

4

] [

0

you must press [

Next Item

] [

Prev Procedure

] or [

Prev Procedure

] and repeat

Remove

Remove

] and go to

] [

7

Enter

] and

].

] or exit

].

].

5-8

Allowed Phone Number Lists (#407)

Answering Calls

Description

This section describes how users can answer calls ringing at their own
extensions. Additional features enable users to pick up calls ringing at other
extensions—see “Related Features” below.

Related Features

■

A user can answer an outside call, an intercom call, or a transferred call that
is ringing at a specific extension or at any extension in a group. For more
information, see

■

A user can program
lines not assigned to the user’s phone.

■

A user can join a call in progress at another extension, as long as
not on for that extension. See

Considerations

■

There are several ways to access a line for answering calls:

On either a system phone or a standard phone, lift the handset to answer

–

a ringing call (if more than one call is ringing at a system phone, you get
the call that has been ringing longest).

Call Pickup

and

Group Pickup.

Direct Line Pickup—Active Line

Joining Calls.

to answer calls on

Privacy

is

—

On a system phone, press a specific line or [

Intercom

] button. You can
also use Direct Line Pickup to pick up a ringing or held call, or to join an
active call, by dialing [

–

On a standard phone, you can use Direct Line Pickup to pick up a

Intercom

] [

6

] [

8

] and the two-digit line number.

ringing or held call, or to join an active call on a specific line: at intercom
dial tone, dial [

■

If you are using an MLC-6 cordless phone, make sure the handset is on

6

] [

8

] and the two-digit line number.

before using the following instructions.

System Phone

You can answer a call on any line that is ringing, or select a specific line if more
than one is ringing:

■

When the telephone is ringing, lift the handset.

You are connected to the incoming call. If the call is an intercom call and
you have a display phone, the caller’s extension number briefly appears on
your display.

■

To answer a call on a specific line:

1.

Press the line button for the line you want to answer.

2.

Lift the handset or press [

You are connected to the call.

Spkr

].

Answering Calls

5-9

■

To answer a call when you are already on a call:

1. Press [

Hold

].

The call you are on is placed on hold.

2.

Press the button for the new call.

You are connected to the new call.

3.

To return to the first call, put the second call on hold and press the line
button for the first call.

■

To answer a voice-signaled call (your phone beeps and you hear the caller’s
voice):

–

If the microphone is on, you can speak after the beep.
If the microphone is not on, press [

–

Mic

] or lift the handset.

Standard Phone

When the telephone is ringing, lift the handset.

You are connected to the incoming call.

5-10

Answering Calls

Auto Dialing

Description

This Telephone Programming procedure lets users dial outside numbers,
extension numbers, feature codes, or account codes with a single touch, by
pressing a programmed button. An Auto Dial number can be stored on any
programmable button (a button with no line assigned) on a system phone.

Related Features

To set up a Fax Management button, program the fax extension as an Auto

■

Dial number on a button with lights. Special light patterns on the Auto Dial
button for the fax extension indicate fax machine status. Chapter 4 provides
more information on using a Fax Management button. Identify fax
extensions using

■

You can include special functions, such as a Pause, in the phone number.

Special Dialing Functions

Considerations

■

Users can program only one Auto Dial button for each specific extension in
the system. The Auto Dial button can be programmed for intercom ringing,
intercom voice signaling, or manual signaling.

If you program an extension number on a button with lights, the lights show

■

calling activity at the extension (see “Lights” in Chapter 3). Similarly, you
can connect MLS-CA24 Intercom Autodialers to the system phones at
extension 10 and 11 to have Auto Dial buttons for all of the extensions in
your system (up to 48); this lets the users at extensions 10 and 11 transfer
calls to any extension by pressing one button, and view call activity at all
extensions with a glance.

■

When programming emergency numbers for Auto Dialing and/or making test
calls to those numbers, you should: 1) Remain on the line and briefly explain
to the dispatcher the reason for the call before hanging up and 2) Perform
such activities in the off-peak hours, such as early morning or late evening.

■

Auto Dial buttons do not override dialing restrictions for an extension.

Fax Machine Extensions (#601).

provides more information on these functions.

■

MLS-6 and MLC-6 system phones only have four buttons available for lines
and/or features.

■

For PBX or Centrex systems that require a dial-out code to make calls
outside the PBX or Centrex system, include the dial-out code on an Auto
Dial button for a number outside the PBX or Centrex system.

■

Auto Dial buttons can be programmed only on system phones.

Auto Dialing

5-11

Examples

The examples below show some possible entries for an Auto Dial number in
Step 4 of “Programming.”

■

■

■

Programming

To program an Auto Dial button:

1.

2.

3.

Outside Phone Number.

as you would dial it. For example, to program 555-2398, press [
[

3

] [

9

] [

8

].

Extension Number.

extension number. Include a [

Enter the phone number (up to 20 digits) exactly

5

] [

5

] [

Press the left [

Intercom

✳

] before the extension number to voice

] button and the two-digit

5

] [

2

]

signal an extension. For example, to program extension 20 for voice
signaling, press [

Intercom

] [

✳

] [

2

] [

0

]. The display reads:

Intercom *2O

Dial-Code Feature.

Enter the appropriate code. For example, to program

the Message Light On feature code and extension 20 on a button, press
[

Feature

] [

0

] [

9

] [

2

] [

0

].

Press [

Feature

] [

0

] [

0

] [

System Program

] [

System Program

] [

Central Tel Program

].
Enter the number of the extension to be programmed.
Press a programmable button.

Using

4.

Enter an outside phone number, feature code, account code, or PBX/Centrex
feature access code; or press left [

Repeat Steps 3 and 4 to program additional Auto Dial buttons, or exit

5.

Intercom

] and enter an extension number.

programming mode.

To dial an outside number or extension number (you can lift the handset or
press [

1.

Spkr

] first, but you do not have to do so):

If you want to call on a specific line, press the line button (or dial [

8

] and the

two-digit line number) before pressing the Auto Dial button.

If you did not lift the handset, the lights next to [

Spkr

] and [

Mic

] go on, and

you are active on the speakerphone.

2.

Press the Auto Dial button on which the outside number or extension number
is programmed.

The systern automatically selects a line if you did not specify one, turns on
the speaker (if the handset is on the hook), and dials the Auto Dial number.
The number being dialed will show on display phones.

To dial a feature code, follow the directions for the feature you want to use.

5-12

Auto Dialing

Automatic Extension Privacy (#304)

Description

This System Programming procedure automatically prevents users from joining
active calls at the extension where the feature is assigned. This feature is
typically used for extensions connected to fax machines, modems, and credit
card scanners, which make and receive data calls that should not be
interrupted.

Related Features

To override Automatic Extension Privacy, users can program the
on a button with lights. Users can then press the Privacy button to activate the
feature (green LED on) or deactivate the feature (green LED off) when they want
someone to join a call at their extension.

Considerations

If you want to be able to intercept calls routed to an auxiliary device—such

■

as an answering machine or a PARTNER Attendant—make sure Automatic

Extension Privacy is “Not Assigned” for the auxiliary equipment extension.
Standard phones and system phones without a programmed Privacy button

■

cannot override this feature once it is assigned to an extension.

Valid Entries

1 = Assigned
2 = Not Assigned

Programming

To change the Automatic Extension Privacy setting for an extension:

1.

✔

Press [

Feature

] [

display reads:

Auto Privacy
Extension:

0

] [

0

] [

System Program

] [

System Program

] [

#

] [

Privacy

3

] [

0

] [

feature

4

]. The

2.

Enter the number of the extension to be programmed. For example, to
program extension 16, press [

To assign or unassign Automatic Extension Privacy, press

3.
[

Next Data

4.

To program another extension, press [

] until the appropriate value displays.

1

] [

6

].

Next Item

] or [

Prev Item

] until the extension

number shows on the display. Then repeat Step 3.

5.

Select another procedure or exit programming mode.

Automatic Extension Privacy (#304)

5-13

Automatic Line Selection

Description

This Telephone Programming procedure determines the line a user is

connected to after Iifting the handset to make a call. When the user picks up the
handset, the system looks for lines in the order specified by this procedure and
selects the first available line. For example, if you specify outside lines first for
an extension, but all outside lines are busy, the user will hear the intercom dial
tone after lifting the handset.

Related Features

■

To copy the Automatic Line Selection setting (as well as other system

settings) to other extensions, use

■

If

Forced Account Code Entry (#307)

Automatic Line Selection for that extension does not apply. This means the
user must manually select a line after entering the required account code.

Considerations

This feature must be programmed from extension 10 or 11 only, using

■

Centralized Telephone Programming. Individual users cannot program this
feature directly.

■

You must set Automatic Line Selection when you first enter Centralized
Telephone Programming, before programming any other features.

Copy Settings (#399).

is assigned to an extension,

■

■

■

■

Valid Entries

Outside lines 01–24, Left Intercom

Examples

System Phone

With Automatic Line Selection at its factory setting, the system first searches to

find an idle outside line in numerical order (starting with the lowest line number).

Then, if all outside lines are busy, the system searches for an idle intercom line.

This order can be changed, however, to accommodate your business needs.

For example, a telemarketing firm with a WATS line (line 5) to reduce telephone

expenses would set Automatic Line Selection for all telemarketers’ extensions to

“5, 1, 2, 3, 4, Intercom.” This way the WATS line would be selected first.

For standard touch-tone or rotary phones, or for any phone used mainly to
call other extensions, program the extension to select “Intercom first.”

For combination extensions, the automatic line selection for both devices

(including a standard device) follows the automatic line selection for the

extension.
For hotline and doorphones, program the extension to select only the

intercom, with no outside lines in the selection sequence.
You do not need to include all available lines for an extension, only the ones

you want the system to search through and connect automatically.

✔

5-14

Automatic Line Selection

Standard Phone

If a standard phone user intends to place intercom calls and access system
features, Automatic Line Selection for his or her extension must be set to
“intercom first” for proper operation. For example, the setting for a standard
phone in a lobby, used for calling employees or making local calls on line 1,
would be set to “Intercom, 1.”

Programming

To program Automatic Line Selection for an extension:

Press [

1.
Enter the number of the extension to be programmed for Automatic Line

2.

Feature

] [

0

] [

0

] [

System Program

] [

System Program

] [

Central Tel Program

Selection.

3. Press [

4.

✳

] [

✳

].

Press the line and/or intercom buttons in the desired order. For each button
pressed, the display reads:

Auto Line Select

To exit Automatic Line Selection, press [

5.

6.

Press [

Central Tel Program

] and enter a new extension number or exit

✳

] [

✳

].

programming mode.

].

Automatic Line Selection

5-15

Automatic System Answer Button (#111)

This System Programming procedure identifies a button on the system phone at
extension 10 to be used to turn Automatic System Answer on and off.

Related Features

■

Automatic System Answer affects incoming calls only on lines identified
using

Automatic System Answer Lines (#204).

■

Calls that ring on lines programmed with Automatic System Answer are
picked up after 2 rings, as a default. To change this number, use

Automatic System Answer Delay (#110).

■

To record the greeting callers hear when the system answers an incoming
call, use

Considerations

An Automatic System Answer button must be programmed on a button with

■

lights on the MLS-model display phone at extension 10. (This feature will
not work if it is programmed on a button without lights.)

■

This feature is not available on standard phones.

Valid Entries

Automatic System Answer Record/Playback.

1 = Assigned
2 = Not Assigned
3 = Select button (and then press a programmable button to assign Automatic

Programming

To assign or unassign an Automatic System Answer button with lights at
extension 10:

1.

2.

✔

System Answer to that button)

Press [

Feature

] [

0

] [

0

] [

System Program

] [

System Program

] [

#

] [

1

] [

1

] [

1

].

If you want to assign Automatic System Answer to the first available button on
the system phone, press [

Next Data

] until the display reads:

ASA Button
1 Assigned–Ext10

If you want to unassign Automatic System Answer, press [

Next Data

] until

the display reads:

ASA Button
2 Not Assigned

5-16

Automatic System Answer Button (#111)

Using

If you want to assign Automatic System Answer to a specific button, press
[

3

]. The display reads:

ASA Button
3 Select Button

Then press a programmable button with lights to assign Automatic System
Answer to that button.

3.

Select another procedure or exit programming mode.

4.

Label the Automatic System Answer button at extension 10.

To turn Automatic System Answer on:
Press the Automatic System Answer button at extension 10.

The light is steady green and Automatic System Answer is on. If calls are
ringing when Automatic System Answer is turned on, the calls will be answered
immediately by the system.

To turn Automatic System Answer off:
Press the Automatic System Answer button at extension 10.

The green light goes out and Automatic System Answer is off. Any calls in the
process of being answered by the system will continue to hear the recorded
message and will be placed on hold.

Automatic System Answer Button (#111)

5-17

Automatic System Answer Delay (#110)

This System Programming procedure specifies the number of times (0–9) an
incoming call should ring before it is answered by the system.

Related Features

■

Automatic System Answer affects incoming calls only on lines identified
using

Automatic System Answer Lines (#204).

■

A button must be programmed on the MLS-display phone at extension 10 to
turn Automatic System Answer on and off. Use

Button (#111)

■

To record the greeting callers hear when the system answers an incoming
call, use

Considerations

This feature works independently of Line Ringing, which determines how an
outside call rings at the extension—
at all. Automatic System Answer Delay specifies the number of rings a caller
hears before the system answers the call.

Valid Entries

to program the button.

Automatic System Answer Record/Playback.

immediately, after a 20 second delay, or not

Automatic System Answer

0–9 (0 rings =
2 ✔

Programming

To change the number of times an incoming call rings at extension 10 before the
system answers it:

1.

2.

3.

answered immediately)

Press [
To change the number of rings, press [

Feature

] [

0

] [

0

] [

System Program

] [

System Program

Next Data

] [

#

] [

] until the appropriate value

displays—see “Valid Entries” above.
Select another procedure or exit programming mode.

1

] [

1

] [

0

].

5-18

Automatic System Answer Delay (#110)

Automatic System Answer Lines (#204)

This System Programming procedure identifies the lines on which incoming calls
should be answered and placed on hold by the system. This feature helps the
receptionist answer calls during busy periods. When an outside call rings on a
line programmed with Automatic System Answer (ASA), the system answers it
after a specified number of rings, plays a short greeting to the caller, and then
places the call on hold until the receptionist or another extension can retrieve it.

Related Features

■

An Automatic System Answer button must be programmed onto the
MLS-display phone at extension 10 to turn this feature on and off. Use

Automatic System Answer Button (#111)

System Answer button.

■

Use

Automatic System Answer Delay (#110)

times a call should ring at extension 10 before it is answered by the system.

■

Use

Automatic System Answer Record/Playback

callers hear when the system answers an incoming call. If there is no
message recorded for Automatic System Answer, the caller will be placed
on hold immediately after the system answers.

■

Direct Extension Dial

outside callers dial an extension or Hunt Group number directly, without the
aid of the receptionist.

is an alternative system answering feature that lets

to program the Automatic

to specify the number of

to record the greeting

Considerations

■

All lines programmed with Automatic System Answer should be assigned to
extension 10.

■

Only outside calls are answered automatically. Intercom, transferred, and
transfer-return calls are not answered automatically.

■

Calls answered with this feature are placed on hold at extension 10;
however, any extension with access to the line on which the call is held can
retrieve the call.

■

Calls placed on hold will hear music-on-hold, if it is available.

■

If a call is placed on hold for longer than one minute, the system generates a
short Hold Reminder Tone at extension 10. This tone sounds once every
minute until the held call is retrieved, or until the caller hangs up.

■

To intercept a call while the message is playing—the LED for the call will be
steady red—press the line button and lift the handset. The message will
stop playing when the call is retrieved.

Valid Entries

1 = Assigned
2 = Not Assigned

✔

Automatic System Answer Lines (#204)

5-19

Programming

To identify the lines on which outside calls should be answered by the system:

1.

2.

Press [

Feature

] [

0

] [

0

] [

System Program

] [

System Program

] [

#

] [

2

] [

0

] [

4

].

Enter the two-digit line number (01–24) of the desired line. For example, to
specify line 1, enter [

0

] [

1

].

To assign or unassign the line, press [

3.

Next Data

] until the appropriate value

displays.

4.

To identify another line, press [

Next Item

] or [

Prev Item

] until the correct line

number shows on the display. Then repeat Step 3.
Repeat Steps 3 and 4 for all the lines that you want to identify.

5.

6.

Select another procedure or exit programming mode.

5-20

Automatic System Answer Lines (#204)

Automatic System Answer Record/Playback (I891)

This feature lets you record and play back the message that callers hear when a
call is placed on hold with the Automatic System Answer feature. The maximum
length of the message for Automatic System Answer is 10 seconds.

Related Features

■

Automatic System Answer affects incoming calls only on lines identified
using

Automatic System Answer Lines (#204).

■

A button must be programmed on the MLS-display phone at extension 10 to
turn Automatic System Answer on and off. Use

Button (#111)

■

Calls that ring on lines programmed with Automatic System Answer are
picked up after 2 rings, as a default. To change this number, use

Automatic System Answer Delay (#110).

Considerations

■

You should record a message before using Automatic System Answer since
there is no default message.

■

If you do not record a message for Automatic System Answer, calls will be
placed on hold immediately after the system answers.

to program the button.

Automatic System Answer

■

■

■

Programming

To record an Automatic System Answer message:

1.

2.

3.

4.

You must record the Automatic System Answer message from the system
display phone at extension 10 or 11.

You cannot record or play a message while Automatic System Answer or
Direct Extension Dial is answering a call. When you want to record or play a
message, turn off Automatic System Answer and Direct Extension Dial and
wait for any calls in the process of being answered by the system to be
completed.

If you have a music-on-hold device connected to the system, the caller
hears the music as soon as the call is placed on hold; otherwise, the caller
hears silence.

Turn off Automatic System Answer and Direct Extension Dial and wait for any

calls in the process of being answered by these features to be completed.
Lift the handset of the MLS-display phone at extension 10 or 11.
Press the [ Intercom ] button.

Dial [

8

] [

9

] [

1

]. The current time of day remains on the second line of the

display for the duration of this procedure. The top line of the display reads:

ASA: 1=Record

Automatic System Answer Record/Playback (I891)

5-21

If a message has been previously recorded, the display reads:

5.

ASA:

Press [

1=Rec 2=Play

1

]. The following message displays for 3 seconds:

Record at tone

After 3 seconds, you will hear a confirmation tone and you can begin
recording your message. While you are recording, the following message
displays:

Press # to stop

6.

Press [

#

] when you are done recording.

If the allotted time (10 seconds) for the message is completed before you
press [

#

], you will hear a tone to let you know the system has stopped

recording.
When you have finished recording, the display reads:

ASA: 1=Rec 2=Play

7.

At this point:

■

To re-record the message, follow the instructions from Step 5 above.

■

To play back the message, follow the instructions from Step 5 below.

■

To exit from the procedure, hang up the handset.

To play back an Automatic System Answer message:

1.

Turn off Automatic System Answer and Direct Extension Dial and wait for any
calls in the process of being answered by these features to be completed.

Lift the handset of the MLS-display phone at extension 10 or 11.

2.

3.

4.

Press the [
Dial [

8

] [

Intercom

9

] [

] button.

1

]. The following message displays:

ASA: 1=Rec 2=Play

5.

Press [

2

]. The following message displays:

Message Playback

After the message is played back, you will hear a confirmation tone and
the system display reads:

ASA: 1=Rec 2=Play

At this point:

6.

■

To re-record the message, follow the instructions from Step 5 for
recording a message.

■

To play back the message, follow the instructions from Step 5 directly
above.

■

To exit from the procedure, hang up the handset.

5-22

Automatic System Answer Record/Playback (I891)

Automatic VMS Cover (#310)

Description

This System Programming procedure automatically routes an extension’s
unanswered intercom and transferred calls to the Call Answer service of
PARTNER MAIL after 3 rings, so callers can leave a message.

Related Features

To turn VMS Cover on and off, users can program a

■

lights. Users can then press the VMS Cover button to activate (green LED
on) or deactivate (green LED off) VMS Cover.

■

If an extension has VMS Cover and
transferred calls go directly to PARTNER MAIL.

If an extension has VMS Cover and

■

the forwarding destination, but they will not be covered by PARTNER MAIL.

Considerations

PARTNER MAIL features require special hardware. For more information, see
“PARTNER MAIL” in Chapter 4.

Valid Entries

1 = Assigned
2 = Not Assigned

Programming

To change the Automatic VMS Cover setting for an extension:

1.

✔

Press [

Feature

] [

0

display reads:

AutoVMS Cover
Extension:

] [

0

] [

System Program

VMS Cover

Do Not Disturb

active, intercom and

Call Forwarding

] [

System Program

button with

active, calls will ring at

] [

#

] [

3

] [

1

] [

0

]. The

2.

Enter the number of the extension to be covered by PARTNER MAIL. For
example, to program extension 11, enter [

To assign or unassign Automatic VMS Cover, press [

3.

1

] [

1

].

Next Data

] until the

appropriate value displays.

4.

To program another extension, press [

Next Item

] or [

Prev Item

] until the extension

number shows on the display. Then repeat Step 3.

5.

Select another procedure or exit programming mode.

Automatic VMS Cover (#310)

5-23