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© 2014–16 Advanced American Telephones. All Rights Reserved. AT&T and the AT&T logo are trademarks of AT&T Intellectual Property licensed to Advanced
American Telephones, San Antonio, TX 78219. Synapse® is a registered trademark of Advanced American Telephones. Issue 3.1 02/16
AT&T SB67035 Deskset
User’s Guide
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Synapse SB67035 Deskset User’s Guide
Preface ..............................................................................................................6
Additional Documentation .................................................................................................................................6
Topic Navigation ..................................................................................................................................................... 7
Text Conventions....................................................................................................................................................7
C
ONTENTS
Overview...........................................................................................................8
Synapse System Overview ................................................................................................................................. 9
Deskset Description............................................................................................................................................ 10
Deskset Hard Keys............................................................................................................................. 11
Deskset Idle Screen........................................................................................................................... 12
Modes of Operation ........................................................................................................................................... 13
Call Appearance Mode .................................................................................................................... 13
Line Appearance Mode.................................................................................................................... 14
Setting Your Password...................................................................................................................................... 14
Deskset Soft Keys................................................................................................................................................ 15
Deskset Status Indicators................................................................................................................................ 16
Call Indicators in Call Appearance Mode................................................................................................ 16
Call Indicators in Line Appearance Mode ............................................................................................... 17
Call Status Icons................................................................................................................................. 18
Call Status LEDs.................................................................................................................................. 19
Deskset Dial-Pad Entry..................................................................................................................................... 19
Using the Speakerphone.................................................................................................................................. 20
Using Help Screens............................................................................................................................................. 20
About the Auto Attendant .............................................................................................................................. 21
Caller Options ...................................................................................................................................... 21
AT&T DECT 6.0 Cordless Headset (Optional)......................................................................................... 22
Outgoing Calls...............................................................................................23
Active Call Screen............................................................................................................................................... 24
Predialing................................................................................................................................................................. 25
Live Dialing ............................................................................................................................................................. 26
Making a Call from a List................................................................................................................................. 27
Calling a Busy Extension ................................................................................................................................. 28
Making an Intercom Call.................................................................................................................................. 29
Calling a Restricted Number.......................................................................................................................... 30
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Synapse SB67035 Deskset User’s Guide
Calling Restricted Numbers on Your Extension.................................................................. 30
Calling Restricted Numbers Using Another Extension .................................................... 31
Making Calls with a Cordless Headset ..................................................................................................... 31
Incoming Calls ...............................................................................................32
Incoming Call Screen......................................................................................................................................... 33
Incoming Call Indication .................................................................................................................................. 34
Incoming Calls in Line Appearance Mode ............................................................................. 35
Answering a Call.................................................................................................................................................. 35
Ignoring a Call....................................................................................................................................................... 36
Forwarding All Calls........................................................................................................................................... 36
Call Screening ....................................................................................................................................................... 37
Auto Answering.................................................................................................................................................... 38
Answering Direct Intercom Calls................................................................................................ 39
Answering Calls in the Call Queue............................................................................................................. 39
Answering Calls from Idle Mode................................................................................................. 40
Viewing the Queued Calls List..................................................................................................... 40
Call Management ..........................................................................................41
Call Management................................................................................................................................................. 42
Putting a Call on Hold in Call Appearance Mode............................................................................... 43
Putting a Call on Hold in Line Appearance Mode .............................................................................. 44
Transferring a Call in Call Appearance Mode ....................................................................................... 45
Transferring a call to a busy extension................................................................................... 47
Transferring a Call in Line Appearance Mode....................................................................................... 47
Making a Conference Call............................................................................................................................... 49
Putting a Conference on Hold.....................................................................................................50
Ending a Conference ........................................................................................................................ 51
Parking a Call........................................................................................................................................................ 51
Retrieving a Parked Call ................................................................................................................. 52
Call Management Using a Headset ............................................................................................................ 53
Accessing Items in Lists ..............................................................................54
Accessing the Queued Calls List ................................................................................................................. 55
Accessing the Park List .................................................................................................................................... 56
Accessing Voicemail........................................................................................................................................... 57
About the Extension List.................................................................................................................................. 58
Accessing the Extension List ........................................................................................................ 59
Accessing the Quick-Dial List........................................................................................................................ 60
Editing Quick Dial Entries............................................................................................................... 61
About the Redial List......................................................................................................................................... 62
Accessing the Redial List ............................................................................................................... 63
Deleting Redial Entries .................................................................................................................... 64
Searching the Directory or Extension Lists Using the Dial Pad................................................... 65
Accessing the Held Calls List ........................................................................................................................ 66
Directory .........................................................................................................67
Using the Directory............................................................................................................................................. 68
Viewing Directory Entries ................................................................................................................................ 69
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Synapse SB67035 Deskset User’s Guide
Creating a New Personal List Entry.......................................................................................................... 71
Editing a Personal List Entry.......................................................................................................................... 72
Storing Directory Entries from the Call Log or Redial List............................................................. 73
Deleting a Personal List Entry ...................................................................................................................... 74
Sorting Directory Entries.................................................................................................................................. 74
Voicemail ........................................................................................................75
Voicemail Overview ............................................................................................................................................ 76
Group Mailbox Overview ................................................................................................................ 78
Accessing Your Messages ............................................................................................................................... 79
Message Playback..............................................................................................................................81
Forwarding a Message..................................................................................................................... 83
Forwarding a Voicemail Message ...................................................................................... 83
Recording an Introduction to Send with a Forwarded Message........................ 85
Sending a New Message to a Distribution List..................................................................................... 86
Deleting Messages.............................................................................................................................................. 88
New Message Status Indications (! Icons)............................................................................................... 89
Accessing Your Voicemail Remotely.......................................................................................................... 90
Call Log ...........................................................................................................93
Using the Call Log .............................................................................................................................................. 94
Managing Missed Calls...................................................................................................................................... 95
Reviewing the Call Log List............................................................................................................................ 96
Listening to Voicemail From the Call Log.............................................................................. 97
Storing Call Log Entries.................................................................................................................................... 98
Deleting Call Log Entries................................................................................................................................. 99
Paging........................................................................................................... 100
Paging All Extensions or a Paging Zone ...............................................................................................101
Single-Zone Overhead Paging ....................................................................................................................102
Multi-Zone Overhead Paging.......................................................................................................................102
Deskset Settings ........................................................................................ 104
Deskset Menu......................................................................................................................................................105
Deskset Settings ................................................................................................................................................106
Display ...................................................................................................................................................107
Sounds ...................................................................................................................................................107
Preferred Audio.................................................................................................................................108
User Settings........................................................................................................................................................109
Greetings ..............................................................................................................................................110
Recording a Greeting.............................................................................................................111
Call Forward All and Call Forward–No Answer ................................................................113
Automatic Answering .....................................................................................................................115
Voicemail Memory............................................................................................................................116
Name Recording ...............................................................................................................................117
Registering an Optional Cordless Headset .........................................................................119
Deregistering a Cordless Headset ...........................................................................................120
Deregistering the Cordless Headset without the Deskset..................................120
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Synapse SB67035 Deskset User’s Guide
Cordless Headset Registration and Deregistration Time-Out....................................121
Setting and Changing Your Password ...................................................................................122
Setting the Voicemail to Email Mode.....................................................................................123
Admin Settings....................................................................................................................................................123
Deskset Information.........................................................................................................................................124
Using Do Not Disturb (DND) ........................................................................................................................125
Auto-Attendant Settings................................................................................................................................125
Web Interface ............................................................................................. 127
Accessing the Web User Interface (WebUI).........................................................................................128
Error Handling....................................................................................................................................129
Basic Settings......................................................................................................................................................129
Personal Directory ............................................................................................................................................131
Quick-Dial Keys ..................................................................................................................................................133
Voicemail Distribution .....................................................................................................................................134
Help ..........................................................................................................................................................................137
Troubleshooting ......................................................................................... 138
Common Troubleshooting Procedures...................................................................................................139
Display Messages...............................................................................................................................................140
Calls Generally....................................................................................................................................................142
Incoming Calls.....................................................................................................................................................146
Outgoing Calls ....................................................................................................................................................149
Voicemail ...............................................................................................................................................................151
Other Deskset Features..................................................................................................................................153
WebUI......................................................................................................................................................................155
PC/Deskset Interaction ..................................................................................................................................156
AT&T DECT 6.0 Cordless Headset..............................................................................................................157
Appendixes.................................................................................................. 162
Appendix A: Soft Keys.....................................................................................................................................162
Appendix B: Technical Specifications......................................................................................................164
Appendix C: Maintenance..............................................................................................................................164
Appendix D: Important Safety Instructions...........................................................................................165
Appendix E: GPL License Information .....................................................................................................166
Glossary ....................................................................................................... 167
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Synapse SB67035 Deskset User’s Guide Back to Contents
P
REFACE
This User’s Guide provides instructions for using your Synapse SB67035 telephone with
software version 3.1.1 or newer, and its optional accessories. See page 124 for
instructions on checking the software version on the Deskset. Although the Quick Start
Guides also include information on using the devices, this guide has information on
setting up the devices and more complete information on feature usage.
Before using this AT&T product, please read “Appendix D: Important Safety Instructions”
on page 165. Please thoroughly read this user’s guide for all the feature operations and
troubleshooting information necessary to operate your new AT&T product.
For customer service or product information, contact the person who installed
your system. If your installer is unavailable, visit our web site at
www.telephones.att.com/smb or call 1 (888) 916-2007. In Canada,
dial
1 (888) 883-2474.
Additional Documentation
Downloadable copies of all Synapse documents, including user’s and
administrator’s guides, installation instructions and Quick Start Guides, are
available at
www.telephones.att.com/synapseguides.
Preface 6
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Synapse SB67035 Deskset User’s Guide Back to Contents
CallFwd
Notes provide important information
about a feature or procedure.
A caution means that loss of data or
unintended circumstances may result.
Topic Navigation
This Synapse SB67035 Deskset User’s Guide features easy navigation between topics and
the ability to return to your original topic.
Text in blue indicates a link to another page in the document.
indicates a hyperlink to an external web site.
You can also click the arrows at the bottom of the page to move around this document.
Go back to the last page viewed.
Go to the previous page.
Go to the next page.
Bold text in blue
Text Conventions
Table 1 lists text formats and describes how they are used in this guide.
Table 1. Description of Text Conventions
Text Format Description
Screen Identifies text that appears on a device screen or
a WebUI page in a title, menu, or prompt.
HARD KEY or DIAL-PAD KEY Identifies a hard key, including the dial-pad keys.
Identifies a soft key.
Line Appearance
mode
Text in the left-hand margin identifies a step or
paragraph that applies to a specific configuration
or Synapse device.
Example of a Note.
Example of a Caution.
Preface 7
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Synapse SB67035 Deskset User’s Guide Back to Contents
C HAPTER
1
O
VERVIEW
The Synapse® Business Phone System from AT&T is for businesses that need up to 100
extensions. This system is scalable from 1 to 39 outside lines, so as your business grows,
your phone system can too. The Synapse Business Phone System provides simplicity
without sacrifice — it's simple to install, manage, and use, without sacrificing any of the
features you need and expect from a business telephone system.
This chapter introduces the SB67035 Deskset and accessories and provides an overview
of the Synapse System and the external features of the Deskset.
“Synapse System Overview” on page 9
“Deskset Description” on page 10
“AT&T DECT 6.0 Cordless Headset (Optional)” on page 22.
Overview 8
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Synapse SB67035 Deskset User’s Guide Back to Contents
blue lines = telephone
green line = T1
red lines = Ethernet
orange lines = audio
Synapse System Overview
You r Des kset is pa rt of the Synapse System. Synapse differs from conventional telephone
systems in that calls are not coordinated by a central controller. Instead, Synapse uses
a distributed control system over a Local Area Network (LAN). Figure 1 illustrates a
sample system.
Overview 9
Figure 1. Sample Synapse System
Page 10
Synapse SB67035 Deskset User’s Guide Back to Contents
Quick
Dial
FwdVMAnswer Ignore
12:30PM Thu Feb 25 2010
Mary Williams 305-555-0134 0:02
Graham Bell 9-1-800-222-3111 0:13
ABC Account... 503-555-0194 5:32
1
2
3
4
5
6
7
8
Deskset Description
The key external features of the Deskset are shown in Figure 2 and described in Table 2.
Table 2. Deskset External Features
1. Liquid Crystal Display (LCD) Provides controls and information for using the
2. Soft Keys Four keys that produce different actions, depending
3. Corded Handset Traditional 2-conductor wiring (FXO — Foreign
4. Hard Keys Fixed-function keys. See “Deskset Hard Keys” on
5. Navigation Key Moves the cursor up/down/left/right on the display.
6. Quick Dial or Call Queue Key Provides easy access to frequently dialed numbers
7. Call Appearance/Line
Appearance Keys
8. Voicemail Indicator Illuminates when there are new voicemail messages.
Overview 10
Figure 2. Deskset External Features
Deskset.
on the LCD labels.
Exchange Office Ports).
page 11.
or to the Call Queue, depending on your system
setup.
Five keys that access active calls and held calls.
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Synapse SB67035 Deskset User’s Guide Back to Contents
1
2
3
4
5 6 7 8
9 10
11
1213
14
Deskset Hard Keys
The hard keys include the standard telephone dial-pad keys and the function keys shown
in Figure 3 and defined in Table 3.
.
Figure 3. Deskset Function Keys
Table 3. Deskset Function Keys
1. MENU Accesses the configuration menu.
2. DIRECTORY Accesses the Directory.
3. CALL LOG Accesses the incoming Call Log.
4. MESSAGES Accesses voicemail.
5. HELP Accesses Help.
6. REDIAL Accesses the Redial list.
7. HOLD Puts current active call on hold. Allows access to other calls and
features while maintaining call connection.
8. SPEAKER During a call, switches voice to and from the speakerphone. Can be
used to answer or start a call, or to hang up.
9. MUTE Mutes the microphone. When on, the other party cannot hear you.
Does not mute the optional cordless headset.
10. VOL+/VOL– Increases or decreases the ringer and voice volume.
11. HEADSET Routes audio to corded headset or cordless headset. Can be used to
go off hook.
12. CANCEL Cancels the most recent operation and returns to previous function.
13. SELECT
14. Navigation Moves the cursor up (), down (), left (), right () on the
Overview 11
Usually selects a highlighted option. Dials highlighted phone numbers.
display.
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Synapse SB67035 Deskset User’s Guide Back to Contents
Quick
Dial
More 1/2PageDND CallFwd
12:30PM Thu Feb 25 2010
Press or to move highlight, then
press SELECT.
1
2
3
4
5
6
7
8
9
10
Deskset Idle Screen
Figure 4 identifies the basic elements of the Idle screen in Call Appearance mode (see
“Modes of Operation” on page 13). Table 4 describes the call functions displayed on the
Idle Screen. The Idle screen appears when the system is first turned on and when there
is no call activity. The display is backlit when you are using it, but the backlight turns off
30 seconds after the most recent button press.
Figure 4. Idle Screen
Table 4. Idle Screen
1. Time and Date
2. Extension Number and
Name
3. New Missed Calls (Call
Appearance mode only)
Your extension number and name appear in the Idle
screen. Extensions may be 3 or 4 digits.
Press SELECT when this is highlighted to display the
name, number, and time of recently received calls.
4. New Messages Press SELECT when this is highlighted to access the list
of new voicemail messages.
5. Help Brief, context-sensitive help for the current screen.
6. Soft Keys See “Deskset Soft Keys” on page 15.
7. Quick Dial or Call Queue When the nearby key is pressed, the Call/Line
Appearance icons change to display up to six quick-dial
numbers. If Call Queue is set up (Call Appearance mode
only), pressing the key displays the Call Queue list,
where you can view and retrieve calls in the Call Queue.
8. Call Appearance/Line
Appearance Icons
Show whether there is an active, conference, or held
call, or whether there is a line available for making a call.
9. Status Indicators Status indicators appear in this space. See “Deskset
Status Indicators” on page 16.
10. Navigation Arrows Press the
or navigation key to highlight Missed
Calls or New Messages.
Overview 12
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Synapse SB67035 Deskset User’s Guide Back to Contents
Call Appearance Icons
Correspond to five
Call Appearance keys
on the Deskset.
Quick
Dial
More 1/2PageDND CallFwd
12:30PM Thu Feb 25 2010
Press or to move highlight, then
press SELECT.
Modes of Operation
The system administrator can configure the Synapse system to operate in one of two
different modes: Call Appearance mode and Line Appearance mode. Your Deskset
operates differently in each mode. The appearance mode affects how you make, answer,
and manage calls. Each mode provides a unique set of configurable features. This User’s
Guide includes information about, and procedures for, both Call Appearance mode and
Line Appearance mode.
You know your Deskset is in Call Appearance mode when the Idle screen displays New
Missed Calls, as shown in Figure 5. The Idle screen appears when the Deskset is first
turned on and when there is no call activity. In Line Appearance mode, the Deskset does
not display missed calls.
Call Appearance Mode
Figure 5. Idle Screen in Call Appearance mode
In Call Appearance mode, your Deskset has five virtual “lines” on which you can make
and receive calls. These lines are called Call Appearances in this User’s Guide. You can
use Call Appearances for calls to and from external numbers (232-555-0176, for
example) or to and from other Synapse Deskset extensions (Extension 220, for example).
You can access each Call Appearance by pressing a Call Appearance key, as shown in
Figure 2 on page 10.
Overview 13
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Synapse SB67035 Deskset User’s Guide Back to Contents
Quick
Dial
ExtListDNDHoldList Page
12:30PM Thu Feb 25 2010
New Missed Calls
does not appear.
Intercom Icon
Indicates the Intercom line
for internal calls.
Line Appearance Icons/
Line Names
Correspond to Line Appearance
keys on the Deskset. Your
system administrator can enter
line names that replace these
icons.
Line Appearance Mode
In Line Appearance mode, the Idle Screen appears as shown in Figure 6.
.
Figure 6. Idle Screen in Line Appearance mode
In Line Appearance mode, each line corresponds to a Line Appearance key on the
Deskset as shown in Figure 2 on page 10. Unlike Call Appearance mode, each Line
Appearance key represents an actual physical line connected to the PSTN Gateway (the
Synapse system can have up to four PSTN Gateways providing up to 16 lines). The system
administrator can configure your Deskset with up to four lines on which you can make
and receive external calls. One key is reserved for “Intercom” calls to other Synapse
Deskset extensions.
Setting Your Password
Other Desksets in the system share these lines and display the line status. Incoming calls
on a line will ring at all Desksets that share that line. The Line Appearance key LED
indicates whether a line is ringing, busy, or on hold.
The Line Appearance keys are used for receiving and making calls to external numbers.
To call another extension in your office, you must use an Intercom key. By default, the
Intercom key is the fifth key, but your system administrator can configure additional
Intercom keys.
You can protect your Deskset by setting a password that prevents other users from
accessing your User Settings and voicemail. If you create a password, you will need to
enter it before accessing User Settings, voicemail, and the WebUI. You will also need to
enter your password before calling a restricted number. See “Calling a Restricted
Number” on page 30.
For more information, see “Setting and Changing Your Password” on page 122.
Overview 14
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Synapse SB67035 Deskset User’s Guide Back to Contents
Call Appearance mode
Line Appearance mode
Quick
Dial
ExtListDNDHoldList Page
12:30PM Thu Feb 25 2010
Quick
Dial
More 1/2PageDND CallFwd
12:30PM Thu Feb 25 2010
Press or to move highlight, then
press SELECT.
DND
CallFwd
Page
More
ExtList
ParkList
HoldList
Page
DND
ExtList
Deskset Soft Keys
The Deskset provides soft keys, as illustrated in Figure 7. The soft key labels change
according to the current task. For example, if you are holding a call, the key labels
displayed are different from those displayed if you are making a call. See “Appendix A:
Soft Keys” on page 162 for an alphabetical list of the labels that appear above the soft
keys.
Table 5 and Table 6 describe the Deskset Idle screen soft keys, as shown in Figure 7.
Figure 7. Deskset Idle Screen
Table 5. Idle Screen Soft Keys (Call Appearance Mode)
Key Description Key Description
Turns Do Not Disturb on or
Turns Call Forward on or off.
off.
Pages internal extensions. Moves to the next set of soft
keys. If this key appears, there
are more than four soft keys
available. More 1/2 indicates
that you are on page one of
two.
Accesses Extension list. Accesses Park list.
Table 6. Idle Screen Soft Keys (Line Appearance Mode)
Key Description Key Description
Accesses Held Calls list. Pages internal extensions.
Turns Do Not Disturb on or off. Accesses Extension list.
Overview 15
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Synapse SB67035 Deskset User’s Guide Back to Contents
Quick
Dial
More 1/2PageDND CallFwd
12:30PM Thu Feb 25 2010
Press or to move highlight, then
press SELECT.
DND ON
DND ON
FWD ON
ANS ON
INT ON
VM Full
< 5 Min
Deskset Status Indicators
Status indicators appear in the upper right-hand corner of the Deskset display, as shown
in Figure 8.
Figure 8. Example of DND On
Status messages include:
Do Not Disturb is on.
Call Indicators in Call Appearance Mode
Call Forward All is on (Call Appearance mode only).
Auto Answer is on. See “Auto Answering” on page 38.
Direct Intercom is on (Call Appearance mode only). See “Answering
Direct Intercom Calls” on page 39.
Voicemail is full.
Less than five minutes of voicemail recording time is available.
Ringer volume set to zero. The ringer is silent.
Audible Ring Delay is 10 seconds. The number indicates the delay
you have set (Call Appearance mode only).
The silent ringer and the voicemail indicators alternate with each other and the
other status indications. When Do Not Disturb is on, there is no indication for
Auto Answer, Direct Intercom, or Audible Ring Delay. When Call Forward All is
on, the Do Not Disturb, Auto Answer, Direct Intercom, and Audible RIng Delay
indicators do not appear.
If your system is set to Call Appearance mode, the five Call Appearance keys, as shown
in Figure 9, allow you to manage your calls. The Deskset presents call information next
to the Call Appearance keys at the side of the display. When there is an incoming call,
the Call Appearance key LED flashes. Icons on the screen identify the status of each call.
Press
or to move the highlight. The soft keys change accordingly. See “Call Status
Icons” on page 18 for a complete description of the available icons.
Overview 16
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Synapse SB67035 Deskset User’s Guide Back to Contents
Quick
Dial
FwdVMAnswer Ignore
12:30PM Thu Feb 25 2010
Mary Williams 305-555-0134 0:02
Graham Bell 9-1-800-222-3111 0:13
ABC Account... 503-555-0194 5:32
Highlight Bar
Call Information
Call Appearance Icons
Call Appearance LEDs
Call Appearance Keys
Timer
Displays the duration of
the current call status,
such as how long the
call has been held.
Quick
Dial
Answer Ignore
12:30PM Thu Feb 25 2010
Mary Williams 305-555-0134 0:02
Graham Bell 232-555-0176 0:13
Charlie John... 503-555-0194 5:32
Line 2
Call Information
Line Appearance Keys
Intercom Key
Line Appearance LED
Line Appearance Icons
Timer
Displays the duration of
the current call status,
such as how long the
call has been held.
Figure 9. Sample Call Appearance Screen
Conferencing or transferring external calls requires two Call Appearances; one for each
call. When you are in a feature such as the Directory, Call Log, Redial, or voicemail,
pressing a Call Appearance key does not dial a highlighted list entry.
Call Indicators in Line Appearance Mode
If your system is set to Line Appearance mode, the Line Appearance keys, as shown in
Figure 9, allow you to manage your calls. The Deskset presents call information next to
the Line Appearance keys at the side of the display. When there is an incoming call, the
Line Appearance key LED flashes. Icons on the screen identify the status of each call.
When there are several lines active, press Line Appearance keys to access calls. The soft
keys change accordingly. See “Call Status Icons” on page 18 for a complete description
of the available icons.
Overview 17
Figure 10. Sample Line Appearance Screen
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Synapse SB67035 Deskset User’s Guide Back to Contents
Call Status Icons
Table 7 shows and describes the call status icons.
Table 7. Deskset Call Status Icons
Icon Status Icon Status
Available
Indicates an available Call
Appearance (or Line Appearance
if the system administrator has
not named your lines). Lifting the
corded handset changes the icon
from Available to Off Hook.
Intercom
Line Appearance mode only —
Indicates an available Intercom
line for internal calls.
Off Hook
Indicates that you have lifted the
corded handset, pressed
SPEAKER or HEADSET, or you
are on a phone call.
Conference
Incoming Call
Indicates an incoming call when
there are no other calls.
Ringing call and silenced call
Indicates an incoming call.
Ring Group or Call Queue
Ringing
Ring Group or Call Queue
Silenced
Indicates incoming Ring Group
or (in Call Appearance mode)
Call Queue calls.
Predial
Indicates a conference call.
Call Appearance mode only —
Indicates that you have pressed
at least one dial-pad key. These
numbers are dialed when you go
off hook.
On Hold
Indicates you have put the call
on hold.
Call Screening
Call Appearance mode only —
Indicates the caller is leaving a
message. You can answer the
call, listen to the recording in
progress, or return to the idle
screen.
Conference On Hold
Indicates you have put a
conference call on hold.
Overview 18
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Synapse SB67035 Deskset User’s Guide Back to Contents
12 3
45 6
7
89
0
ABC DEF
GHI JKL MNO
PQRS TUV WXYZ
OPER
#
*
Call Status LEDs
The Call Status LED flash patterns indicate call status, as described in Table 8. In Call
Appearance mode, the LEDs indicate call status for a single Deskset. In Line Appearance
mode, all Desksets that share lines also display the same LED activity. For example, if
someone puts a call on line 3 on hold, the Line Appearance key for line 3 flashes slowly
on all the Desksets that share line 3.
Table 8. Deskset Call Status LED Activity
LED Activity Description
Off No Call
Steady On Active Call
Fast Flash Ringing Call
Slow Flash Held Call
Deskset Dial-Pad Entry
Use the dial-pad keys to enter letters and numbers into a text field. Keys 2, 3, 4, 5, 6,
and 8 have three assigned letters, while keys 7 and 9 have four assigned letters, as
shown in Figure 11.
Pressing 1 once enters a space; pressing it twice enters a 1.
Pressing a key numbered 2 to 9 enters characters in the following order:
1. Uppercase letters.
Figure 11. Dial Pad
2. Key number.
Overview 19
3. Lowercase letters.
For example, pressing 2 cycles through A, B, C, 2, a, b, c. Pressing 7 cycles through P, Q,
R, S, 7, p, q, r, s.
For text fields that accept only numbers, pressing a key once enters a number.
Page 20
Synapse SB67035 Deskset User’s Guide Back to Contents
HELP
1. Idle Screen Information
3. Directory
2. Voicemail
Use or to scroll then press
SELECT or press 1-8.
Quick
Dial
4. Call Log and Redial List
Exit
5. Making a Call
6. Call Management
7. Incoming Calls
Exit
You can enter special characters by pressing the # and * keys.
Press # to cycle through the special characters # & ‘ , – . @ (in that order).
Press * to cycle through the special characters ! ( ) * + ? (in that order).
Using the Speakerphone
When the speakerphone is active, the SPEAKER key is lit.
To use the speakerphone:
1. To initiate a call, press SPEAKER. The key lights up and you hear a dial tone. Begin
dialing.
2. To end a call, press SPEAKER. The key light goes out.
During an active call, if you are using the corded handset or any corded or cordless
headset, pressing SPEAKER switches audio to the speakerphone. If the corded handset
is not “hung up,” pressing SPEAKER switches audio between the corded handset and the
speakerphone.
Using Help Screens
In addition to the brief Help messages at the bottom of each screen, you can view more
Help on the Deskset screen. These are very brief descriptions of how to use some of the
features.
To use the Deskset Help:
1. Press HELP. The Help menu appears. (Call Appearance mode shown. The Help menu
in Line Appearance mode is slightly different.)
2. Press
3. Press SELECT.
or to highlight the desired feature.
4. Press to exit the Help.
Overview 20
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About the Auto Attendant
The Synapse system features an Auto Attendant that transfers incoming calls to an
interactive voice menu that can guide callers to the desired extension or extension’s
voicemail. Different menus can be set for different times of day.
In Line Appearance mode, the Auto Attendant can be enabled to answer calls during
periods when your office is closed or when calls go otherwise unanswered.
In Call Appearance mode, the Auto Attendant is usually enabled. When the Auto
Attendant is disabled, all external calls go to the system operator or to a target that the
system administrator assigns, which could be a group of extensions.
The default menu instructs callers to “Enter the extension number or enter 0 for the
operator.” Your system administrator can create customize menus with your own
greeting message and instructions to callers.
The Auto Attendant may be set up so that callers can access the Auto Attendant
directory. This allows callers to use any touch-tone phone's dial pad to spell your name,
followed by pressing the pound (#) sign, to reach your extension.
You may want to give your extension number to frequent callers so they can easily dial
your extension number when the Auto Attendant answers.
Caller Options
Until callers get through to a live person, they can press 0 at any time to redirect their
call to the system operator, if the system administrator has enabled this feature.
When a caller is redirected to voicemail, the caller has the option to press 5 to skip the
greeting.
If your system administrator has set up Direct Inward Dialing (available in Call
Appearance mode only), callers can dial the Direct Inward Dial telephone number to
reach you directly, bypassing the Auto Attendant. Your callers can also call your
company's main number and be transferred to your extension.
Overview 21
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AT&T DECT 6.0 Cordless Headset (Optional)
The optional cordless headset, shown in Figure 12, provides a 500-foot range and easy
one-button answering once it is registered to your Deskset. Use your Deskset to register
your cordless headset. See “To register the AT&T cordless headset:” on page 119.
Figure 12. Optional AT&T DECT 6.0 Cordless Headset
For more information about installing and operating the cordless headset, see your
cordless headset user manual. For more information about using the Deskset with a
cordless headset, see:
“Making Calls with a Cordless Headset” on page 31
“Answering a Call” on page 35
“Call Management Using a Headset” on page 53.
Overview 22
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C HAPTER
2
O
UTGOING
C
ALLS
The Deskset provides several methods for making a call. You can also use an optional
cordless headset to complete a call that you dialed on the Deskset.
If you are in Idle mode or have calls on hold, you can predial a phone number and then
go off hook to call the number. You can make a call at any time by choosing an off-hook
method, and then dialing a number. This is referred to as Live Dialing. You can also predial
or live dial using phone numbers from lists, such as the Directory, Call Log, Redial, Quick
Dial, and Messages.
In Call Appearance mode, you can dial the extension for the system operator by pressing
0 (zero).
The procedures in this chapter apply to both Call Appearance and Line Appearance
mode, unless otherwise noted.
“Active Call Screen” on page 24
“Predialing” on page 25
“Live Dialing” on page 26
“Making a Call from a List” on page 27
“Calling a Busy Extension” on page 28
“Making an Intercom Call” on page 29
“Calling a Restricted Number” on page 30
“Making Calls with a Cordless Headset” on page 31.
Outgoing Calls 23
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12:30PM Thu Feb 25 2010
Graham Bell 232-555-0176 2:51
Transfer Conf
Quick
Dial
Flash More 1/2
12:30PM Thu Feb 25 2010
Graham Bell 232-555-0176 0:11
Transfer Conf
Quick
Dial
Park More 1/3
Call Appearance Mode
Line Appearance Mode
Transfer
Conf
Park
More
Page
DND
CallFwd
ParkList
Flash
HoldList
Active Call Screen
The active call screen, as shown in Figure 13, appears while you are on a call.
Figure 13. Active Call Screen
Table 9. Active Call Screen Description
Key Description Key Description
Begins transfer of a call. Begins a conference call.
Call Appearance mode only
Parks an external call.
—
Moves to the next set of soft
keys.
More 1/3
you are on page one of three.
Pages all extensions. Turns Do Not Disturb on or off.
Call Appearance mode only —
Turns Call Forward on or off.
External calls in Line
Appearance mode only —
Call Appearance mode only —
Displays the Park list.
Line Appearance mode only
Displays the Held Calls list.
Simulates a hook flash, which
signals your telephone service
provider to activate a feature.
indicates that
—
Outgoing Calls 24
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Quick
Dial
12:30PM Thu Feb 25 2010
To call, lift receiver, or press SPEAKER,
HEADSET, or key next to icon.
PauseCallStore Backspc
91232
Store
Backspc
Pause
Call
Quick
Dial
12:30PM Thu Feb 25 2010
More 1/3ParkTransfer Conf
9-1-232-555-0176 0:01
Predialing
Predial is only available when the Deskset is idle or when all calls are on hold. In Predial
mode, there is no dial tone. You can only predial one phone number at a time. To begin
Predial, press a dial-pad key.
To make a Predial call:
1. Enter an extension number or phone number (for example: 9-1-232-555-0176)
using the dial pad. The predial screen appears (Call Appearance mode shown).
Call Appearance mode only — For external calls, dial 9 or whatever digit,
if any, that must be dialed first.
Before you call the number, you can press:
to store the number in your Personal list.
to delete the last digit entered.
to insert a two-second pause into the phone number.
CANCEL to cancel predial.
2. Lift the corded handset, or press SPEAKER, HEADSET, , or a Call
Appearance or Line Appearance key to go off hook and call the number.
Outgoing Calls 25
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Quick
Dial
12:30PM Thu Feb 25 2010
PageExtList ParkList
91232
Quick
Dial
12:30PM Thu Feb 25 2010
More 1/3ParkTransfer Conf
9-1-232-555-0176 0:01
Live Dialing
You can make a call by going off hook, and then dialing a phone number.
To dial a live number:
1. Do one of the following to go off hook (to hear the dial tone) from Idle mode:
Lift the corded handset.
Press SPEAKER or HEADSET.
Press an available Call Appearance or Line Appearance key.
2. Enter the extension number or phone number you want to dial, as shown below (Call
Appearance mode shown).
Call Appearance mode only — For external calls, enter 9 or whatever digit, if any,
that must be dialed first.
The active call screen appears (Call Appearance mode shown).
Outgoing Calls 26
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Directory
Graham Bell Personal
232-555-0176
Heather Phillips 732-555-7318
Ian Stevens 604-555-0184
John Lee 503-555-0194
John Smith 249
Karl Anders 204
Call
13/48
LastNme
Quick
Dial
New More 1/3
Use or to scroll or use dial pad
for quick search.
Call
12:30PM Thu Feb 25 2010
Graham Bell 232-555-0176 0:11
Transfer Conf
Quick
Dial
Park More 1/3
Making a Call from a List
To make a call from a list:
1. Access the desired list entry. For example, press DIRECTORY. The Directory screen
appears. See “Accessing Items in Lists” on page 54.
2. Press
or until you highlight the desired entry.
3. Press or SELECT to dial the highlighted number. The Deskset dials the
number and the active call screen appears (Call Appearance mode shown).
Phone numbers are dialed as they appear in the lists. Call Appearance
mode only — For external calls, enter 9 or whatever digit, if any, that must
be dialed before the phone number. When you dial from the Call Log, any
required external calling prefix digit is automatically added.
Outgoing Calls 27
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Amy Lee
is on a call
Continue Go Vmail
Quick
Dial
Extension Status
Press Continue to call the Extension or
Go Vmail to go to voicemail.
Amy Lee
is Busy
Continue Go Vmail
Quick
Dial
Extension Status
Press Continue to call the Extension or
Go Vmail to go to voicemail.
Extension with Active Call or Paging Extension with DND ON
Continue
Go Vmail
Calling a Busy Extension
If yo u call an e x tensio n that is o n a call o r busy, your Deskset displays an Extension Status
screen, shown in Figure 14. The Extension Status screen notifies you that the other party
may not be available to answer your call. When the Extension Status screen appears, you
can choose to call the other Deskset anyway, or go directly to the Deskset’s voicemail.
The Extension Status screen applies to internal calls in Call Appearance mode
only.
If the person you are calling is on an active call or is paging, the Extension Status reads
on a call.
If the other extension has Do Not Disturb ON, the Extension Status reads Busy.
Figure 14. Extension Status Screens
When the Extension Status screen appears, you can press:
to call the other extension. Your incoming call appears on the other
Deskset’s screen.
to go directly to the other extension’s Personal Mailbox. If you leave
a message, the other extension displays a New Message notification on the
Deskset Idle screen.
CANCEL or hang up using the handset or SPEAKER key to return your Deskset
to the previous screen.
Outgoing Calls 28
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12:30PM Thu Feb 25 2010
ExtList Page
Quick
Dial
Line 2
Line 3
Line 4
Line 1
ExtList
Call
12:30PM Thu Feb 25 2010
Graham Bell 219 0:20
HoldList Conf
Quick
Dial
Line 2
Line 3
Line 4
Line 1
DND Page
Making an Intercom Call
Intercom Calls apply to Line Appearance mode only.
To make an internal (extension-to-extension) call, you must press the INTERCOM key as
shown in Figure 10 on page 17. By default, key 5 is the Intercom key, but your system
administrator can configure additional Intercom keys to give you more Intercom lines.
By default, your Deskset uses an outside line any time you go off hook by lifting the
handset, pressing
administrator can configure your Deskset to use the Intercom line any time you go off hook.
To make an intercom call:
1. With the Deskset in Idle mode, go off hook by lifting the handset, pressing SPEAKER,
or by some other method.
2. If necessary, press the INTERCOM key, and then dial the extension number.
SPEAKER
, or by some other method. However, your system
Instead of dialing after pressing the
the desired extension number, and then press or
3. When your Intercom call is answered, the active call screen appears.
Outgoing Calls 29
INTERCOM
key, you can press , highlight
SELECT
to dial the number.
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Enter your Extension Number, followed
by the Password:
Backspc
Quick
Dial
Restricted Call
Use dial pad to enter Ext. + Password.
Press SELECT when done.
*****
Press or to move highlight, then
press SELECT.
Quick
Dial
PageExtList ParkList
12:30PM Thu Feb 25 2010
Restricted Call.
Your settings prohibit you from
calling this number
Press
SELECT
Calling a Restricted Number
Call Restriction Settings apply to Call Appearance mode only.
Your system administrator can configure Call Restriction settings that may prohibit you
from making calls to certain types of numbers — international long-distance numbers, for
example.
Call Restriction settings are specific to each extension in the system. For example, your
extension may have no call restrictions, but other users may be restricted to making only
local calls from their Desksets.
You can always answer and transfer incoming calls from restricted numbers.
To call a restricted number, you must create a User Password on the User Settings menu
or the WebUI. To create a User Password, see “Setting and Changing Your Password” on
page 122 or “Basic Settings” on page 129.
Calling Restricted Numbers on Your Extension
You cannot complete a call to a number that the system administrator has restricted for
your Deskset. If you dial a restricted number and go off hook, a password screen appears.
After you enter your extension number and password, the Restricted Call screen
appears, as shown in Figure 15.
Figure 15. Restricted Call
You can press CANCEL or hang up to return to the Idle screen immediately.
Outgoing Calls 30
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ON/OFF
Calling Restricted Numbers Using Another Extension
If you need to use someone else’s Deskset to call a number that is restricted on that
Deskset, you can enter your Extension number and User Password to complete the call.
To make a restricted call:
1. On a Synapse Deskset other than your own, dial the number as described in
“Predialing” on page 25 or “Live Dialing” on page 26.
If the number is restricted on the Deskset, the Restricted Call screen appears as
shown in Figure 15.
2. Enter your own extension number and user password.
If the dialed number is not restricted for your extension number, the Deskset dials
the number.
Making Calls with a Cordless Headset
If you have an optional AT&T DECT 6.0 cordless headset registered to your Deskset, you
can make calls with the headset. Use the Deskset dial pad to dial the number.
To make a call with the cordless headset:
1. Press ON/OFF on the headset. The headset is active when you hear a dial tone.
2. Dial the extension or phone number on the Deskset.
3. Press
OR
1. Predial the extension or phone number on the Deskset.
2. Press ON/
3. Press
ON/OFF on the headset to end the call.
OFF on the headset to initiate dialing and transfer the audio to the headset.
ON/OFF on the headset to end the call.
Outgoing Calls 31
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C HAPTER
3
I
NCOMING
C
ALLS
When a call comes in, the Deskset rings and the incoming call information appears as
shown in Figure 16 on page 33. The screen displays the caller’s name and number (if
available). If there is more than one incoming call, they are displayed on the five Call
Appearances or up to four Line Appearances on the screen. You can answer or ignore
each call.
You can also answer calls with an optional cordless headset. When you hear the ring,
press ON/
phone connected via an optional Analog Terminal Adapter (ATA), you can also answer
phone calls with that telephone.
The procedures in this chapter apply to both Call Appearance and Line Appearance
mode, unless otherwise noted.
The following sections describe handling incoming calls:
OFF on the headset. If you have an analog telephone such as a conference
“Incoming Call Screen” on page 33
“Incoming Call Indication” on page 34
“Answering a Call” on page 35
“Ignoring a Call” on page 36
“Call Screening” on page 37
“Auto Answering” on page 38
“Answering Calls in the Call Queue” on page 39.
Incoming Calls 32
Page 33
Synapse SB67035 Deskset User’s Guide Back to Contents
$QVZHU ,JQRUH )ZG9 0
/LI WUHFHLY HU RUSUHVV $QVZHU63($.(5
+($'6(7 RUI ODVKLQJ& DOO$SSHDUDQFH
Incoming Call
Active Call
Press
Answer
12:30PM Thu Feb 25 2010
Graham Bell 232-555-0176 0:11
Transfer Conf
Quick
Dial
Park More 1/3
Answer
Ignore
FwdVM
Incoming Call Screen
The incoming call and active call screens are shown in Figure 16.
.
Figure 16. Incoming Call and Active Call
.
Table 10. Incoming Call Screen Soft Keys
Key Description
Answers incoming call.
Silences ringer during incoming call.
Call Appearance mode only — Forwards incoming call to voicemail.
Incoming Calls 33
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INCOMING CALL
Graham Bell
232-555-0176
Ring Group:
Sales
Lift receiver, or press Answer, SPEAKER,
HEADSET, or key next to
Answer Ignore
INCOMING CALL
Graham Bell
232-555-0176
FwdVMAnswer Ignore
Lift receiver, or press Answer, SPEAKER,
HEADSET, or key next to
Incoming Call Incoming Ring Group Call
12:30PM Thu Feb 25 2010
Angela Martin 732-555-7318 5:01
FwdVMAnswer Ignore
Graham Bell 232-555-0176 0:12
Quick
Dial
12:30PM Thu Feb 25 2010
Angela Martin 732-555-7318 5:01
Answer Ignore
Graham Bell RG: Sales
Quick
Dial
Incoming Call with
an Existing Call
Incoming Ring Group Call
with an Existing Call
Incoming Call Indication
When there is an incoming call, the Deskset rings. See “Sounds” on page 107.
Do Not Disturb and Audible Ring Delay both affect the onset of ringing. See
“Using Do Not Disturb (DND)” on page 125 and “Sounds” on page 107.
When there are no active or held calls, an incoming call screen appears, as shown in
Figure 17.
Figure 17. Incoming Call Screens
If your extension is part of a Ring Group, a group of extensions may ring all at once or
in a sequence for the same call.
When there are active or held calls, or you are live dialing, an incoming call screen
appears, as shown in Figure 18. The incoming call screen for a Ring Group call is also
shown in Figure 18. There is a single, short beep. The incoming call is highlighted and a
flashing bell icon appears next to the call information. (Graham Bell is the caller in these
figures.) You cannot forward Incoming Ring Group Calls to voicemail.
Figure 18. Multiple Incoming Call Screens
If your company has caller ID, the incoming call screen displays caller information. If the
Incoming Calls 34
caller ID information is absent because it is unavailable, UNKNOWN NAME and
UNKNOWN NUMBER display. If the caller chooses not to send the information, PRIVATE
NAME and PRIVATE NUMBER display.
Page 35
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FwdVM
Answer
Answer
Ignore
12:30PM Thu Feb 25 2010
Graham Bell 232-555-0176 2:51
Transfer Conf
Quick
Dial
Flash More 1/2
12:30PM Thu Feb 25 2010
Graham Bell 232-555-0176 0:11
Transfer Conf
Quick
Dial
Park More 1/3
Call Appearance Mode Line Appearance Mode
Ignore
FwdVM
When there are no available Call Appearances, incoming calls are forwarded according
to the Call Forward–No Answer setting customized by the system administrator. The
default setting for Call Forward–No Answer is Voicemail.
Incoming Calls in Line Appearance Mode
Incoming calls appear as shown in Figure 17 and Figure 18, except that the soft
key and the navigation arrows (
and ) do not appear. To switch between active calls,
press the Line Appearance key for the desired call.
If someone at another Deskset answers the call, your Deskset returns to Idle mode.
If your extension is part of a Ring Group, a group of extensions may ring all at once.
Answering a Call
To answer a call:
Lift the corded handset.
Press to answer using the Preferred Audio Mode. See “Preferred Audio”
on page 108.
Press SPEAKER to use the speakerphone.
Press HEADSET to use a cordless or corded headset. See “Call Management
Using a Headset” on page 53.
For multiple incoming calls, press or press the corresponding Call
Appearance or Line Appearance key to answer each call. You can also press
to return the highlight to your active call.
The active call screen appears.
If you are listening to voicemail when a call comes in, press or (in
Call Appearance mode) to redirect the call and allow message
playback to continue.
If Auto Answer is enabled, the call is automatically answered after the set
time delay. See “Auto Answering” on page 38.
Incoming Calls 35
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Ignore
12:30PM Thu Feb 25 2010
Angela Martin 732-555-7318 0:05
FwdVMAnswer
Graham Bell 232-555-0176 3:34
Quick
Dial
Ignore
Answer
Answer
CallFwd
FWD ON
CallFwd
Ignoring a Call
You can ignore an incoming call by pressing to silence the ringer. The silenced
ringer icon appears, as shown in Figure 19. If you are on an active or held call, after the
ignored call has been forwarded, the highlight moves back to whatever call you were on
before the incoming call.
Figure 19. Ignored Call
Once a call is ignored:
The key is no longer available on the incoming call screen.
The Call Appearance or Line Appearance key LED continues to flash.
You can press the key or the flashing Call Appearance key or Line
Appearance key to answer the incoming call.
Going off hook does not answer the call, but starts a new call on the next
available Call Appearance or Line Appearance.
When the system is in Line Appearance mode, your system administrator can set
your Deskset to ignore all incoming calls on selected lines. If your Deskset has
one or more lines configured this way, your Deskset automatically ignores
incoming calls on those lines. Your Deskset does not ring, and you can answer
the call by pressing the key or the flashing Line Appearance key.
Forwarding All Calls
This feature applies to Call Appearance mode only.
You can forward all incoming calls to the destination that you specified in the User
Settings. See “Call Forward All and Call Forward–No Answer” on page 113.
To forward all calls:
Press when the telephone is idle. appears in the upper right corner of
the display.
Incoming Calls 36
Press again to cancel forwarding all calls.
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Listen
Listen
Stop
12:30PM Thu Feb 25 2010
Graham Bell 232-555-0176
Answer Clear
Quick
Dial
Listen
12:30PM Thu Feb 25 2010
Graham Bell 232-555-0176
Answer Clear
Quick
Dial
Stop
Call Screening, Listen
Call Screening, Stop
Press
Listen
Answer
Clear
Stop
Call Screening
This feature applies to Call Appearance mode only.
When an incoming call goes to voicemail, the Message icon ( ) indicates that
recording is in progress. You can listen to the recording in progress and interrupt it at
any time by answering the call. If another incoming call occurs while screening a call, the
highlight moves to the new call and there is an abbreviated ring.
To screen a call:
If there is more than one active call, press or to highlight the call marked with the
Message icon.
Press to listen to a message that is being recorded. The soft
key changes to .
Press to interrupt the recording and talk to the caller.
Press to cancel call screening for this call and return to the previous
Call Appearance or the previous screen.
Press to stop listening to the message being recorded.
Call screening is not available on the optional cordless headset.
Incoming Calls 37
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ANS ON
DND ON
FWD ON
Quick
Dial
More 1/2PageDND CallFwd
12:30PM Thu Feb 25 2010
ANS ON
Press or to move highlight, then
press SELECT.
12:30PM Thu Feb 25 2010
Graham Bell 232-555-0176 0:01
Transfer Conf
Quick
Dial
Park More 1/3
Call Answered.
Speak after the tone.
FwdVM
Auto Answering
You can set your Deskset to answer calls automatically, without your having to touch the
phone to answer. See “Automatic Answering” on page 115. When you enable Auto
Answer, appears at the top of the Deskset screen if and are
not active, since Auto Answer is disabled if they are on.
In Line Appearance mode, you can enable Auto Answer for Intercom (extension to
extension) calls only.
To respond to an Auto Answered call:
In Idle mode, all incoming calls ring for the amount of time specified in the Auto Answer
Delay. See “Automatic Answering” on page 115. After the last ring, a two-second
notification screen appears, and you hear a warning tone. Talk after the tone.
If the Auto Answer Delay is set to zero, you hear no ring. Instead, the Call
Answered screen appears and you hear the warning tone.
If you do not want the Deskset to automatically answer the call, you can press IGNORE
to send the call to the Call Forward–No Answer target (see “Call Forward All and Call
Forward–No Answer” on page 113). In Call Appearance mode, you can press to
send the call to voicemail immediately.
If there are multiple incoming calls, Auto Answer applies to the first (oldest) incoming
call. Subsequent incoming calls are handled according the Call Forward–No Answer
setting.
Incoming Calls 38
Auto Answer does not apply to Ring Group calls. See “Incoming Call Indication” on
page 34.
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INT ON
Call
More 1/2PageDND CallFwd
12:30PM Thu Feb 25 2010
Press or to move highlight, then
press SELECT.
Answering Direct Intercom Calls
This feature applies to Call Appearance mode only.
Direct Intercom is an automatic-answering feature that your system administrator can set
for your Deskset. When Direct Intercom is enabled, appears at the top of the
Deskset screen. Your Deskset will auto answer internal calls from certain extensions or
all extensions, depending on how your system administrator has set Direct Intercom. The
system administrator can also enable the Deskset to auto answer all external calls.
Your Deskset responds to Direct Intercom calls the same way it does to Auto Answered
calls. For more information, see “Auto Answering” on page 38.
Once Direct Intercom is enabled, you cannot override the feature with the Deskset Auto
Answer feature. See your system administrator if you need to disable or change Direct
Intercom settings.
Answering Calls in the Call Queue
This feature applies to Call Appearance mode only.
Your system administrator may have set up your Deskset as a Call Queue Agent. The key
in the bottom right corner will have a Call Queue label. Incoming calls are directed to
your Deskset and all other assigned Call Queue Agents.
Incoming Calls 39
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Queued Calls
Graham Bell 232-555-0176 3:01
Charlie Johnson 212-555-0154 2:58
Mary Williams 706-555-0162 2:47
Linda Miller 317-555-0129 2:32
ABC Accountants 305-555-0134 1:44
Unknown Caller 443-555-0625 1:24
Milford Taxi 732-555-7318 0:35
Use or to scroll, then press
Retrieve to answer the call.
1/10
Retrieve
Call
Queue
Answering Calls from Idle Mode
When your Deskset is idle, incoming Call Queue calls ring at your extension and at all
other idle Call Queue extensions.
To answer a call in the Call Queue:
You can answer these calls as described in “Answering a Call” on page 35.
If no one answers an incoming call from the Call Queue, it rings indefinitely. Call
Forward–No Answer rules (see “Call Forward All and Call Forward–No Answer” on
page 113) do not apply to calls that are directed to Call Queue extensions.
Your system administrator can configure a wrap-up time, which defines a period
during which your Deskset will not ring for another queued call after you
complete a Call Queue call.
Depending on how your system is set up, calls from the Call Queue may ring at
your Deskset while you are on a call that isn’t from the Call Queue.
Viewing the Queued Calls List
When all Call Queue Agents are busy, incoming calls are held in the Call Queue. The Call
Queue key LED flashes orange slowly when calls are waiting in the Call Queue. You can
view and answer queued calls from the Queued Calls list. For more information, see
“Accessing the Queued Calls List” on page 55.
Incoming Calls 40
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C HAPTER
4
C
ALL
M
ANAGEMENT
This chapter describes the call management features of the Deskset. The Deskset enables
you to put calls on hold, transfer calls, park calls, and create conference calls.
Call management features and procedures differ depending on whether your system is
in Call Appearance or Line Appearance mode. This chapter describes the differences
between the two modes.
“Call Management” on page 42
“Putting a Call on Hold in Call Appearance Mode” on page 43
“Putting a Call on Hold in Line Appearance Mode” on page 44
“Transferring a Call in Call Appearance Mode” on page 45
“Transferring a Call in Line Appearance Mode” on page 47
“Making a Conference Call” on page 49
“Parking a Call” on page 51
“Call Management Using a Headset” on page 53.
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12:30PM Thu Feb 25 2010
Graham Bell 232-555-0176 2:51
Transfer Conf
Quick
Dial
Flash More 1/2
12:30PM Thu Feb 25 2010
Graham Bell 232-555-0176 0:11
Transfer Conf
Quick
Dial
Park More 1/3
Call Appearance Mode
Line Appearance Mode
Transfer
Conf
Park
More
Flash
CallFwd
DND
ParkList
Page
HoldList
Call Management
The Deskset call management functions begin with the active call screen shown in
Figure 20.
.
Figure 20. Active Call Screen
Table 11. Active Call Screen Description
Key Description Key Description
Begins transfer of a call. Begins a conference call.
Call Appearance mode only —
Parks an external call.
Moves to the next set of soft
keys. More 1/3 indicates that
you are on page one of three.
External calls in Line
Appearance mode only —
Call Appearance mode only —
Turns Call Forward on or off.
Simulates a hook flash, which
signals your telephone service
provider to activate a feature.
Turns Do Not Disturb on or off. Call Appearance mode only —
Accesses Park list.
Pages all extensions. Line Appearance mode only —
Access the Held Calls list.
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Transfer Conf
Quick
Dial
Page More 1/3
To retrieve held call, press key next to
icon.
Putting a Call on Hold in Call Appearance Mode
To hold calls and manage held calls:
1. When you are on an active call, press HOLD.
The Held Call Appearance icon appears next to the highlighted call.
After the call has been on hold for a delay period set by your system
administrator (the default setting is three minutes), the Deskset reminds you with
a brief ring every 30 seconds.
When a call is on hold, you can use the Deskset Menu to access other functions.
When a call is on hold, you can also press any soft key to perform that action.
2. To take the call off hold, highlight the call and press SELECT, or press the associated
Call Appearance key.
Lifting the corded handset, or pressing SPEAKER or HEADSET, takes you off
hook on an idle line; it does not take the highlighted call off hold.
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HoldList
Quick
Dial
DND Page
Putting a Call on Hold in Line Appearance Mode
In Line Appearance mode, all Desksets that share assigned lines can view held calls and
take calls off hold.
To hold calls and manage held calls:
1. When you are on an active call, press HOLD.
The Held Call icon appears and the Line Appearance LED flashes slowly.
On other Desksets that are assigned that line, the Line Appearance LED flashes
slowly. Someone at any other Deskset assigned that line can press the flashing
Line Appearance key to take the call off hold, making it an active call on their
Deskset.
All Desksets, including those that are not assigned that line, can view and take
your call off hold from the Held Calls list. See “Accessing the Held Calls List” on
page 66.
When you put an Intercom call on hold, only you can take the call off hold.
When a call is on hold, you can use the Deskset Menu to access other functions.
After the call has been on hold for a delay period set by your system
administrator (the default setting is three minutes), the Deskset rings to remind
you that the call is still on hold.
2. To take the call off hold, press SELECT or press the Line Appearance key for that call.
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Transfer
12:30PM Thu Feb 25 2010
232-555-0176 Awaiting Transfer
Make a call, retrieve a call, or choose
transfer destination from a list.
Quick
Dial
ParkListExtList Vmail More 1/2
Active Call Transfer Setup
Press
Transfer
12:30PM Thu Feb 25 2010
Graham Bell 232-555-0176 0:11
Transfer Conf
Quick
Dial
Park More 1/3
ExtList
ParkList
12:30PM Thu Feb 25 2010
232-555-0176 Awaiting Transfer
2325557
To call, lift receiver, or press SPEAKER,
HEADSET, or key next to icon.
PauseCallStore Backspc
Quick
Dial
Transferring a Call in Call Appearance Mode
You can transfer an active or a held call to:
an internal extension or external number
an extension’s voicemail, Group Mailbox (if available), or your Personal Mailbox
an Auto Attendant
a Call Queue or Ring Group (if available).
The transfer recipient does not have to talk to you before receiving the transferred call.
If you do not talk to the transfer recipient before transferring the call, you are making an
“unsupervised” transfer. If you talk to the transfer recipient before completing the
transfer, you are making a “supervised” transfer.
You can transfer a call to an external number only if this function has been enabled by
your system administrator. The call transfer function is enabled by default.
To transfer a call:
1. Press from the active call screen. The call is automatically put on hold and
the Transfer Setup screen appears.
2. Select a transfer target. You can:
dial an external number (as shown below) or an extension, or make a call from
a list by pressing or .
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VMail
VMList
MBList
Personal
Select a transfer
destination.
VMList MBList
Transfer to Voicemail
Personal
Page 1/2
AutoAtt
Call Q
RingGrp
Xfer?
12:30PM Thu Feb 25 2010
232-555-0176 Awaiting Transfer
Quick
Dial
232-555-7154 0:32
Press Xfer? to confirm transfer, or
press CANCEL.
Xfer?
When the new call is established, you can speak to the person to whom you are
transferring the call and announce the transfer. If you decide not to complete the
transfer, you can cancel the Transfer Setup screen on the first call by pressing
CANCEL. The first call remains on hold.
transfer the call directly to voicemail by pressing . The Transfer to
Voicemail screen appears, on which you can press:
to select an extension‘s Personal Mailbox
to select a Group Mailbox (if available)
to transfer the call to your Personal mailbox.
press to view the next set of transfer options, which includes:
to select an Auto Attendant to which to transfer the call.
to select a Call Queue (if available) to which to transfer the call. All
available phones in the selected Call Queue ring immediately.
to select a Ring Group (if available) to which to transfer the call.
3. To complete the transfer, press .
A Call Transferred screen appears for two seconds. When the transfer is complete,
the screen returns to Idle mode.
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Amy Lee
is on a call
Continue
Quick
Dial
Extension Status
Press Xfer VM to transfer waiting party
to Extensions voicemail.
Xfer VM
Amy Lee
is Busy
Continue
Quick
Dial
Extension Status
Press Xfer VM to transfer waiting party
to Extensions voicemail.
Xfer VM
Extension with Active Call or Paging Extension with DND ON
Continue
Xfer VM
Transferring a call to a busy extension
If you try to transfer a call to an extension in your office that is on an active call or is
paging, the Extension Status screen reads on a call, as shown in Figure 21.
If the other extension has Do Not Disturb ON, the Extension Status screen reads Busy,
as shown in Figure 21.
Figure 21. Extension Status Screens
You can press:
to call the other extension. Your incoming call appears on the other
Deskset’s screen, and the other party can answer your call if they wish.
to transfer the waiting party directly to the other extension’s Personal
Mailbox.
Transferring a Call in Line Appearance Mode
You can transfer an active call to:
an internal extension
an external number, if this function has been enabled by your system administrator
another extension‘s voicemail, Group Mailbox, or your Personal mailbox
an Auto Attendant.
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Transfer
12:30PM Thu Feb 25 2010
232-555-0176 Awaiting Transfer
Make a call, retrieve a call, or choose
transfer destination from a list.
Quick
Dial
HoldListExtList Vmail AutoAtt
ExtList
HoldList
Vmail
VMList
MBList
Personal
Select a transfer
destination.
VMList MBList
Transfer to Voicemail
Personal
AutoAtt
Xfer?
To transfer a call:
1. Press from the active call screen. The call is automatically put on hold and
the Transfer Setup screen appears.
2. Select a transfer target. You can:
press the Intercom key and dial an extension number.
press an available Line key and dial an external number. Depending on your
system configuration, transferring calls to an outside line may be disabled.
call a number from a list. For example, press and select an extension to
call.
take a held call off hold or press to retrieve a held call.
transfer the call directly to voicemail by pressing . The Transfer to
Voicemail screen appears, on which you can press:
to select an extension‘s Personal Mailbox.
to select a Group Mailbox (if available).
to transfer the call to your Personal mailbox.
Press to select an Auto Attendant to which to transfer the call.
3. When the new call is established, you are ready to transfer the first call. You can:
speak to the person to whom you are transferring the call and announce the
transfer.
cancel the Transfer Setup screen on the first call by pressing CANCEL. The call
4. To complete the transfer, press . A Call Transferred screen appears for
remains on hold.
two seconds. When the transfer is complete, the screen returns to Idle mode.
Call Management 48
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Conf
12:30PM Thu Feb 25 2010
Graham Bell 232-555-0176 0:11
Transfer Conf
Quick
Dial
Park More 1/3
12:30PM Thu Feb 25 2010
232-555-0176 Waiting to Join
Call 2nd number or retrieve held or
parked call.
Quick
Dial
ExtList ParkList
Active Call Waiting to Join Conference
Press
Conf
Join?
12:30PM Thu Feb 25 2010
232-555-0176 Waiting to Join
Quick
Dial
232-555-7154 0:32
Press Join? to start conference with
this call or press CANCEL.
Join?
Join?
12:30PM Thu Feb 25 2010
232-555-0176 Conference Call
Quick
Dial
232-555-7154 Conference Call
EndConf Drop Page
Making a Conference Call
You can set up a conference call with yourself and two telephone numbers (either
internal, external, or with both). The pictures below show Call Appearance mode, but the
procedure is the same in Line Appearance mode.
To make a conference call:
1. Press from an active call screen. The call is put on hold and the Conference
Setup screen appears.
2. Establish a second call. You can dial the second call normally, or you can select a
held call and take it off hold, or you can start the second call from a list. See
“Accessing Items in Lists” on page 54.
When the second call has been established, the soft key appears.
3. To join the calls, press .
Your extension is now in conference with the other two phone numbers.
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12:30PM Thu Feb 25 2010
232-555-0176 Conference Call
Quick
Dial
232-555-7154 Conference Call
Drop Page
To retrieve held conference, press key
next to either conference call.
Conf
If you hang up while on the conference, the conference ends. If you make or answer
another call, the conference continues without you. You can rejoin by pressing a
corresponding Call Appearance or Line Appearance key.
Putting a Conference on Hold
The pictures below show Call Appearance mode, but the procedure is the same in Line
Appearance mode.
To put a conference on hold:
1. Press HOLD.
The other callers can continue communicating with each other. The icon
indicates the conference is on hold.
is unavailable during an active call if you have another conference on
hold.
A conference is automatically put on hold when you:
Press an available Call Appearance or Line Appearance key to start a new call.
Answer an incoming call.
To take a conference call off hold:
1. Press a corresponding Call Appearance or Line Appearance key.
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EndConf
Drop
12:30PM Thu Feb 25 2010
232-555-0176 Conference Call
Quick
Dial
232-555-7154 Conference Call
EndConf Drop Page
Park
More
Park
12:30PM Thu Feb 25 2010
Graham Bell 232-555-0176 0:11
Transfer Conf
Quick
Dial
Park More 1/3
Ending a Conference
To end a conference:
From the Conference screen, you can press:
to end the conference. Both calls hang up and your Deskset returns to
the Idle screen or the Call Appearance or Line Appearance you were on before
the conference call.
to end the highlighted call. The other call remains active.
Parking a Call
Parking a call is similar to putting a call on Hold, but any extension on the system can
retrieve a parked call. You can park external calls only.
To park a call:
1. Press or to highlight the external call you want to park.
2. Press . If necessary, press a soft key to display the soft key.
This feature applies to Call Appearance mode only.
A notification screen appears for five seconds, and then the Idle screen appears.
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Press or to move highlight, then
press SELECT.
Quick
Dial
More 1/2PageDND CallFwd
12:30PM Thu Feb 25 2010
Graham Bell
232-555-0176
Call Parked on Extension 101.
Press ParkList to retrieve call.
Answer
More
ParkList
ParkList
Parked Calls
232-555-0176 101
David Carter 102
Press or to scroll, then press
Retrieve to unpark call.
1/2
Retrieve Page
Quick
Dial
Retrieve
12:30PM Thu Feb 25 2010
Graham Bell 232-555-0176 0:11
Transfer Conf
Quick
Dial
Park More 1/3
If no one retrieves the parked call after a time delay set by your system administrator
(the default setting is three minutes), your Deskset rings and the parked call appears. To
answer the call, press .
Retrieving a Parked Call
You can retrieve parked calls from any extension in the system.
To retrieve a parked call:
If you know the extension number of the parked call, dial it. You will retrieve the parked call.
OR
1. Press the soft key until the soft key appears.
2. Press to display the Parked Calls list.
3. Press
or to highlight the desired entry.
4. Press to retrieve the parked call. The active call screen appears.
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Call Management Using a Headset
You can use an AT&T DECT 6.0 cordless headset (shown in Figure 22) or a corded headset
with the Deskset. To register a cordless headset to your Synapse Deskset, see “To register
the AT&T cordless headset:” on page 119.
Figure 22. AT&T DECT 6.0 Cordless Headset
To learn more about compatible AT&T DECT 6.0 cordless headsets, visit our web
site at
Canada, dial
www.telephones.att.com/smb or call 1 (888) 916-2007. In
1 (888) 883-2474.
To use a headset:
From Idle mode or during a call using the corded handset or speakerphone, press
HEADSET.
If you have a headset connected to the jack on the back of the Deskset, that
headset becomes active.
If you have an AT&T cordless headset registered to the Deskset, the cordless
headset becomes active.
To send audio from the headset to the Deskset speakerphone, press SPEAKER.
To send audio from the headset to the corded handset, lift the handset. If the
handset is already off hook, press HEADSET to send audio to the handset. While
the handset is off hook, you can press HEADSET again to return audio to the
headset.
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C HAPTER
5
A
CCESSING ITEMS IN
L
ISTS
The Deskset has lists of phone numbers that are used for making calls and for call
management. Some of the lists, like Voicemail, are explained elsewhere in this guide. In
this chapter, you learn how to access an individual item in a list. All instructions start
from the Idle screen.
The Deskset may provide access to the following lists:
Queued Calls List — See “Accessing the Queued Calls List” on page 55
Park List — See “Accessing the Park List” on page 56
Directory List — See Chapter 6, “Directory” on page 67
Voicemail List — See Chapter 7, “Voicemail” on page 75
Call Log — See Chapter 8, “Call Log” on page 93
Extension List — See “Accessing the Extension List” on page 59
Quick Dial — See “Accessing the Quick-Dial List” on page 60
Redial List — See “Accessing the Redial List” on page 63
Held Calls List — See “Accessing the Held Calls List” on page 66.
Accessing Items in Lists 54
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Queued Calls
Graham Bell 232-555-0176 3:01
Charlie Johnson 212-555-0154 2:58
Mary Williams 706-555-0162 2:47
Linda Miller 317-555-0129 2:32
ABC Accountants 305-555-0134 1:44
Unknown Caller 443-555-0625 1:24
Milford Taxi 732-555-7318 0:35
Use or to scroll, then press
Retrieve to answer the call.
1/10
Retrieve
Call
Queue
Retrieve
Accessing the Queued Calls List
This feature applies to Call Appearance mode only.
The system administrator can configure the system to forward incoming calls to the Call
Queue. The Queued Calls list contains unanswered calls. If the system administrator has
assigned your extension to the Call Queue, queued calls ring at your extension when your
extension becomes idle. You can also view and answer queued calls by accessing the
Queued Calls list.
Your system administrator may have set up your Deskset screen to show the Call Queue
key in the bottom right corner. The Call Queue key LED flashes orange slowly when there
are calls waiting in the Call Queue, as shown in Figure 23.
To access the Queued Calls list:
1. Press the Call Queue key. The Queued Calls list appears.
The oldest queued call is at the top of the list.
2. Press
3. Press or SELECT to answer the queued call.
You can press CANCEL at any time to exit the Queued Calls list.
Accessing Items in Lists 55
or to highlight the desired entry.
Figure 23. Call Queue Key
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More
ParkList
ParkList
Parked Calls
232-555-0176 101
David Carter 102
Press or to scroll, then press
Retrieve to unpark call.
1/2
Retrieve Page
Quick
Dial
Retrieve
12:30PM Thu Feb 25 2010
Graham Bell 232-555-0176 0:11
Transfer Conf
Quick
Dial
Park More 1/3
Accessing the Park List
This feature applies to Call Appearance mode only.
Use the Parked Calls screen to access parked calls from any extension. See “Parking a
Call” on page 51.
To access an entry in the Park list:
1. Press until the soft key appears.
2. Press . The Parked Calls list appears.
3. Press
or to highlight the desired entry.
4. Press to retrieve the parked call. The active call screen appears.
Accessing Items in Lists 56
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Messages
Graham Bell ! 10:17a
232-555-0176 Feb 25
Private ! 8:05a
Mary Williams ! Feb 14
Press for next or for previous
message.
Call
1/3
DelMsg
Quick
Dial
Play More 1/3
Messages
Do you wish to leave a new
message or listen to your
messages ?
Press LvMsg to record a new message,
or Listen to review your messages.
Listen
Quick
Dial
LvMsg
Lv Msg
Listen
Accessing Voicemail
For more information about voicemail, see “Voicemail” on page 75.
To access your voicemail:
1. From the Idle screen, press MESSAGES.
If necessary, use the dial pad to enter your user password and press SELECT.
Once you have entered your password, you do not have to enter it again
while you are reviewing messages. However, if you exit the Messages
screen or go to another feature, you will need to enter your password to
access the Message list.
The screen that appears depends on your system configuration.
If you do not have voicemail distribution enabled or access to a Group Mailbox, the
Messages list appears.
If you have enabled voicemail distribution (see “Voicemail Distribution” on page 134),
the Leave New Message or Listen screen appears.
Press to create a message to send to a voicemail distribution list. See
“Sending a New Message to a Distribution List” on page 86.
Press to view the Mailbox list (if you have Group Mailboxes), or the
Messages list.
Accessing Items in Lists 57
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Messages
Press or to move highlight, then
press SELECT.
Quick
Dial
[1 New, 6 Old] Personal
[1 New, 12 Old] Sales
Extensions
Amy Lee 203
Douglas Lewis 205
Edgar Williams 211
Gary Keys 202
John Smith 225
Karl Anders 204
Nick Gibson 212
Use or to scroll or use dial pad
for quick search.
Call
1/16
LastNme
Quick
Dial
Press to sort list by last
name or first name.
Press to dial the
selected entry
Extension number
Highlighted extension
number position/total
number of extensions
First and last name
(if available)
If your system administrator has assigned a Group Mailbox to you, a list of your
Personal Mailbox and Group Mailboxes appears.
a. If necessary, press
b. Press SELECT. The Messages list appears.
2. Press
or until you highlight the desired Messages entry.
See “Voicemail” on page 75 for more information about Group Mailboxes.
3. Press CANCEL to exit the Voicemail list.
About the Extension List
You can access the Extension list illustrated in Figure 24 from Idle, Live Dialing, Transfer,
and Conference Setup modes.
or to highlight the desired Mailbox.
Accessing Items in Lists 58
Figure 24. Extension List Functions
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ExtList
More 1/2
ExtList
ExtList
ExtList
Extensions
Amy Lee 203
Douglas Lewis 205
Edgar Williams 211
Gary Keys 202
John Smith 225
Karl Anders 204
Nick Gibson 212
Use or to scroll or use dial pad
for quick search.
Call
1/16
LastNme
Quick
Dial
Call
Accessing the Extension List
You can access the Extension list as part of the Directory when the phone is idle. See
“Using the Directory” on page 68. When you go off-hook, you can access the Extension
list using the soft key that appears.
To access the Extension list:
1. Call Appearance mode: From the Idle screen, press and then press
.
Line Appearance mode: From the Idle screen, press .
OR
When dialing live (off hook), press .
The Extensions list appears.
2. Press
or until you highlight the desired entry.
OR
Use the dial pad to jump to the first name that begins with the first letter of the key
that you press.
3. Press to call the highlighted extension.
You can also access the Extension list from the following:
Accessing Items in Lists 59
Transfer — See “Transferring a Call in Call Appearance Mode” on
page 45.
Conference Setup — See “Making a Conference Call” on page 49.
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Quick
Dial
More 1/2PageDND CallFwd
12:30PM Thu Feb 25 2010
Press or to move highlight, then
press SELECT.
Press key next to name to call
the quick dial number.
BackEdit List
12:30PM Thu Feb 25 2010
Kate
Enrico
Doug
<Empty>
Titan
<Empty>
Accessing the Quick-Dial List
The quick-dial list provides up to six entries for frequently called numbers.
To access and dial quick-dial numbers:
1. Press the button to the right of .
Quick-dial labels appear.
2. Press a quick-dial button to the right of a label to dial that number.
Accessing Items in Lists 60
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Edit List
Press key next to quick dial
entry to edit or add.
12:30PM Thu Feb 25 2010
Kate
Enrico
Doug
<Empty>
Titan
<Empty>
Pick a Quick Dial to
Add or Edit
Backspc
Fill out Name and Number fields
using dialing keys.
12:30PM Thu Feb 25 2010
Kate
Name: Kate
Number: 915550143
Backspc
Save
Pause
Save
Editing Quick Dial Entries
After you access a quick-dial entry, you can add and edit quick-dial entries using the
Deskset or the WebUI. To edit entries using the WebUI, see
To edit quick dial from the Deskset:
1. Press the key to the right of to display the quick-dial list.
2. Press to add or edit a quick-dial entry. The quick-dial edit screen appears.
“Quick-Dial Keys” on page 133
.
3. Press the key to the right of the entry you want to edit.
4. Enter the desired name and number. Press to erase the highlighted
character if there is one, or else the character before the cursor.
a. Enter the name.
b. Press
and enter the number.
Enter the digit 9 or whatever digit, if any, that must be dialed for external calls
before the phone number to dial an external number. To include a pause in the
number, press .
5. Press to store the number. The quick-dial list appears.
Accessing Items in Lists 61
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Redial
Mary Williams 8:55a
9-1-888-722-7702 May 23
Wanda Peters 8:23a
Unknown Caller May 22
9-1-533-555-0124 May 22
Charlie Johnson May 20
9-1-788-555-0139 May 20
To call, press SELECT or Call.
1/12
Quick
Dial
Call
DeleteStore More 1/2
Name and number
displayed
(if available)
Current Redial
entry number and
the total number
of stored entries
Time and date
of highlighted
call entry
Store
Delete
Call
More
Details
DelAll
About the Redial List
The last 20 phone numbers that you dialed are recorded in the Redial list, as shown in
Figure 25.
Table 12. Redial List Function
Key Description Key Description
Stores number in
Personal list.
Dials the selected entry. Moves to the next set of soft keys. If
Shows more details for
a particular entry.
Accessing Items in Lists 62
Figure 25. Redial List
Deletes an entry.
this key appears, there are more than
four soft keys available. More 1/2
indicates that you are on page one of
two.
Deletes all entries.
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Call
More 1/2
Details
Redial
Mary Williams
9-1-888-722-7702
To call, press SELECT or Call
1/12
Quick
Dial
Call
DeleteStore
8:55AM
Sun, May 23, 2010
Store
Personal Entry
First Name: Mary Williams
Last Name:
Phone #: 918887227702
Use dial pad to enter letters.
Quick
Dial
Backspc
Save
Save
Accessing the Redial List
To access a Redial entry:
1. Press REDIAL to display the Redial list, as shown in Figure 25.
2. Press
or until you highlight the desired entry.
3. Press:
to redial the number.
, and then to display details about the highlighted entry.
to store the caller’s number. The Personal Entry screen appears with
the First Name and number filled in.
If necessary, edit the name and number. Press to move the cursor to the
Last Name and Phone # entries.
Press to save the entry.
The system does not check for duplicate entries.
4. Press CANCEL to exit the Redial list.
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Delete
More 1/2
DelAll
DelAll
Redial
Are you sure you want to
delete all Redial entries ?
Press Yes to delete all entries. Press No to
cancel.
No
Yes
Yes
Deleting Redial Entries
You can delete a single Redial entry from the Redial list or all Redial entries. Ensure the
entry you wish to delete is highlighted.
To delete a single entry:
1. Press REDIAL to access the Redial list.
2. Press
or until you highlight the desired entry.
3. Press .
4. Press CANCEL to exit the Redial list.
To delete all Redial entries:
1. Press REDIAL to access the Redial list.
2. Press to display the soft key.
3. Press . A Confirmation screen appears.
4. Press to confirm deletion.
5. Press CANCEL to exit the Redial list.
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Directory
ABC Accountants Personal
503-555-0194
Amy Lee 203
Angela Martin 732-555-7318
Charlie Johnson 888-883-2445
David Carter 443-555-0625
Davis Caterer 317-555-0129
Call
1/48
LastNme
Quick
Dial
New More 1/3
Use or to scroll or use dial pad
for quick search.
Directory
Graham Bell Personal
232-555-0176
Heather Phillips 732-555-7318
Ian Stevens 604-555-0184
John Lee 503-555-0194
John Smith 249
Karl Anders 204
Call
13/48
LastNme
Quick
Dial
New More 1/3
Use or to scroll or use dial pad
for quick search.
Searching the Directory or Extension Lists Using the Dial Pad
Use the dial pad to view the first entry that starts with any letter.
To search for a list entry on the Deskset:
1. Select a list to search, such as the Directory.
2. Press the dial-pad keys to cause the Deskset to search for an exact match or the
closest match. For example:
If you press 4 once, the Deskset searches for names beginning with G.
If you press 4 twice, the Deskset searches for names beginning with H.
See “Deskset Dial-Pad Entry” on page 19 for information on entering other
individual letters. This searching function uses only the uppercase letters.
When an exact match is found, the entry is highlighted. If you enter a letter and the
Deskset cannot find an exact match, the entry with the next closest alphabetical
match is highlighted.
Accessing Items in Lists 65
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HoldList
Calls on Hold
Graham Bell Line 3 3:32
Line 1 2:10
Amy Lee Line 8 1:46
1-800-123-1234 Line 2 0:12
Press or to scroll, then press
Retrieve to un-hold call.
Quick
Dial
Page
1/4
Retrieve
Accessing the Held Calls List
This feature applies to Line Appearance mode only.
When you or anyone else in y our office p uts an exter nal call on h old , the call is displayed
in the Held Calls list. From the Held Calls list, you can view and retrieve any held call in
the system.
Your Deskset Line Appearance LEDs also show which lines have held calls on them, but
only for the lines assigned to that Deskset. All Desksets in the system may not have the
same lines assigned to them. For example, your department may have lines 1 to 4
assigned to your Desksets. Another department in your company may have lines 5 to 8
assigned to their Desksets. Using the Held Calls list at your Deskset, you can access calls
being held on lines 1 to 8.
You can view and retrieve any held call in the system from the Held Calls list. If the held
call is on a line that is not assigned to your Deskset, retrieving the call will route it to the
Intercom line on your Deskset.
To view and retrieve calls from the Held Calls list:
1. Press .
The Calls on Hold screen appears.
2. Press
3. Press SELECT to retrieve the call.
or to highlight the desired call.
If the held call used a line that was not assigned to your Deskset, the call becomes
active on your Intercom line. Any previous active call on your Deskset goes on hold.
Accessing Items in Lists 66
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C HAPTER
6
D
IRECTORY
The Synapse system provides three Directory lists. By default, the system displays entries
from all three lists when you press DIRECTORY. See “Viewing Directory Entries” on
page 69 to learn how you can limit this display to one of the three lists.
Personal — You can add, edit, and delete up to 50 entries in this Personal
directory from the Deskset or the WebUI (referred to as “Extension Directory” on
the WebUI). These entries are available only at your extension.
System — This public directory is created and maintained by the system
administrator. You can view and sort this directory, but you cannot modify it.
Extension — This is a list of all extensions in the system. It contains the Display
Names that the administrator entered and the extension number of each
Deskset. You can view and sort this directory, but you cannot modify it.
“Using the Directory” on page 68
“Viewing Directory Entries” on page 69
“Creating a New Personal List Entry” on page 71
“Editing a Personal List Entry” on page 72
“Storing Directory Entries from the Call Log or Redial List” on page 73
“Sorting Directory Entries” on page 74.
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Directory
ABC Accountants Personal
503-555-0194
Amy Lee 203
Angela Martin 732-555-7318
Charlie Johnson 888-883-2445
David Carter 443-555-0625
Davis Caterer 317-555-0129
Call
1/48
LastNme
Quick
Dial
New More 1/3
Use or to scroll or use dial pad
for quick search.
Full name and
number displayed
in highlight bar
Position in list/
number of items
in list
Entry classification
(Personal, System,
or Extension)
New
FirstNme
LastNme
Call
More
Edit
Delete
List
Details
Using the Directory
Access the Directory by pressing DIRECTORY to display the screen shown in Figure 26.
Figure 26. Directory Screen Description
Table 13. Directory Screen Description
Key Description Key Description
Creates a new entry in
the Personal list.
Dials the selected entry.
Allows you to change
previously entered
information.
Opens the Directory List
Options menu.
Switches between first and last
name sort in Directory and
Extension list.
Moves to the next set of soft keys. If
this key appears, there are more than
eight soft keys available.
More 1/3
indicates that you are on page one
of three.
Deletes the highlighted entry.
Displays entry details.
Directory 68
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Directory
ABC Accountants Personal
503-555-0194
Amy Lee 203
Angela Martin 732-555-7318
Charlie Johnson 888-883-2445
David Carter 443-555-0625
Davis Caterer 317-555-0129
Call
1/48
LastNme
Quick
Dial
New More 1/3
Use or to scroll or use dial pad
for quick search.
More
Details
Details
Directory
ABC Accountants
503-555-0194
[Personal]
To call, press SELECT or Call.
1/48
Quick
Dial
Call
DeleteEdit
Call
Viewing Directory Entries
You can view all Directory entries in one list, or you can view only the Personal list,
System list, or Extension list. Within a list, you can press a dial-pad key to see the first
name that starts with the first letter on that key. If there is no match, the set displays the
next entry in the alphabetical list.
To view and call Directory entries:
1. Press DIRECTORY. The Directory list appears.
2. Press
or to highlight the desired entry.
3. If necessary, press until appears, and then press to see
names and numbers that are too long to be displayed on the Directory screen.
4. Press to dial the displayed phone number.
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More 1/3
Directory
ABC Accountants Personal
503-555-0194
Amy Lee 203
Angela Martin 732-555-7318
Charlie Johnson 888-883-2445
David Carter 443-555-0625
Davis Caterer 317-555-0129
List
1/48
Delete
Quick
Dial
Edit More 2/3
Use or to scroll or use dial pad
for quick search.
Edit
Delete
List
Directory List
1. All
3. System list
2. Personal list
Use or to scroll then press
SELECT or press 1-4.
Quick
Dial
4. Extension list
List:
[Set]
Set?
List
Set?
To change Directory settings:
1. From the Directory list, press to display the second set of
If the Directory is empty, and do not appear.
2. Press . The Directory List appears.
Directory
soft keys.
3. Press
or to highlight the desired list, and press SELECT.
The selected list appears.
4. Press to display the Directory List screen again.
5. To change the default list, press
.
6. Press CANCEL to return to the Directory.
Directory 70
or to highlight the desired list, and then press
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Directory
ABC Accountants Personal
503-555-0194
Amy Lee 203
Angela Martin 732-555-7318
Charlie Johnson 888-883-2445
David Carter 443-555-0625
Davis Caterer 317-555-0129
Call
1/48
LastNme
Quick
Dial
New More 1/3
Use or to scroll or use dial pad
for quick search.
New
Backspc
Pause
Save
Creating a New Personal List Entry
You can add up to 50 personal entries to the Directory. These personal entries are only
visible at your extension.
To create a new Personal list entry:
1. Press DIRECTORY to display the Directory.
2. Press to display the Personal Entry screen with the cursor positioned in
the First Name field.
3. Edit the First Name, Last Name, and Phone # fields using the dial pad. See
“Deskset Dial-Pad Entry” on page 19. The name text fields are limited to 20
characters each and the number field is limited to 32 digits.
4. When editing the entry, you have the following options:
Press or to move the cursor.
Press or to move to the previous or next field.
Press to erase the highlighted character if there is one, or else the
character before the cursor.
Press to insert a two-second pause into the phone number. The pause
appears as a P in the field and is counted as a digit.
For external phone numbers, enter a 9, or whatever digit, if any, that must be
dialed first to indicate this is an external call.
5. Press . The Directory appears.
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More 1/3
Edit
Personal Entry
Use dial pad to enter letters.
Quick
Dial
Backspc
Save
First Name: Graham Bell
Last Name:
Phone #: 912325550176
Edit
Backspc
Pause
Save
Editing a Personal List Entry
You can edit any Personal list entry while viewing the Directory.
To edit a Personal list entry:
1. Press DIRECTORY to display the Directory.
2. Press
or to highlight a Personal entry.
3. Press and . The Personal Entry edit screen appears.
The key is not available when a System or Extension entry is
highlighted in the Directory list.
4. Edit the First Name, Last Name, and Phone # fields using the dial pad. See
“Deskset Dial-Pad Entry” on page 19. The name text fields are limited to 20
characters each and the number field is limited to 32 digits.
5. When editing the entry, you have the following options:
Press or to move the cursor.
Press or to move to the previous or next field.
Press to erase the highlighted character if there is one, or else the
character before the cursor.
Press to insert a two-second pause into the phone number. The pause
appears as a P in the field and is counted as a digit.
For external phone numbers, enter a 9, or whatever digit, if any, that must be
dialed first to indicate this is an external call.
6. Press . The Directory appears.
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Store
More 1/3
Store
Personal Entry
First Name: Mary Williams
Last Name:
Phone #: 918887227702
Use dial pad to enter letters.
Quick
Dial
Backspc
Save
Backspc
Pause
Save
Storing Directory Entries from the Call Log or Redial List
To store a Call Log or Redial entry into your Personal list:
1. Press CALL LOG or REDIAL to access either list.
2. Press
or until you highlight the desired entry.
3. Press to store the entry in your Personal list. (Press to display
on the Call Log screen.) The Personal Entry screen appears.
The Deskset automatically fills in the name and number, if available.
If necessary, edit the name and number. Press to move the cursor to the Last
Name: and Phone #: entries.
Press to erase the highlighted character if there is one, or else the
character before the cursor.
Press to insert a two-second pause into the phone number. The pause
appears as a P in the field and is counted as a digit.
For external phone numbers, enter a 9, or whatever digit, if any, that must be
dialed first to indicate this is an external call.
4. Press to save the entry.
Directory 73
The system does not check for duplicate entries.
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More 1/3
Delete
Delete
Directory
Are you sure you want to
delete this entry ?
Press Yes to delete or No to cancel.
No
Yes
Yes
Delete
LastNme
FirstNme
Deleting a Personal List Entry
You can delete any one of your personal list entries while viewing the Directory.
To delete a Personal list entry:
1. Press DIRECTORY to display the Directory.
2. Press
or to highlight the entry to be deleted.
3. Press to display the soft key.
4. Press . The confirmation screen appears.
5. To confirm the deletion, press .
The key is not available when a System or Extension entry is
highlighted in the Directory.
Sorting Directory Entries
The Directory entries are sorted by first or last names. When you use the dial pad to
search, the system searches for the names in the sort order.
To sort Directory entries:
1. Press DIRECTORY to display the Directory.
2. To sort the entries by last name, press .
To sort the entries by first name, press .
The Directory stays in the chosen sort order until you change it.
Directory 74
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C HAPTER
7
V
OICEMAIL
Your Synapse system records and saves incoming voicemail messages. You can play,
delete, or forward those messages to one or many other extensions. The MESSAGE
WAITING LED, shown in Figure 27 on page 76, lights up when there is at least one new
message.
Each message can be up to 2 minutes long. The Personal Mailbox at your Deskset has 30
minutes of recording time.
Your system administrator may give you access to one or more Group Mailboxes. Group
Mailboxes allow more than one person access to voicemail messages.
You can also record a message and send it to a voicemail distribution group that you
have created. See “Voicemail Distribution” on page 134.
To record your voicemail greeting message, see “Recording a Greeting” on
page 111.
The following sections describe how to listen to and manage voicemail on your Deskset:
“Voicemail Overview” on page 76
“Accessing Your Messages” on page 79
“Sending a New Message to a Distribution List” on page 86
“Accessing Your Voicemail Remotely” on page 90.
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MESSAGE
WAITING LED
Messages
Graham Bell ! 10:17a
232-555-0176 Feb 25
Private ! 8:05a
Mary Williams ! Feb 14
Press for next or for previous
message.
Call
1/3
DelMsg
Quick
Dial
Play More 1/3
1
2
3
4
5
Voicemail Overview
When there is at least one new message, the MESSAGE WAITING LED lights up, as shown
in Figure 27.
Figure 27. Message Waiting LED
To access your messages, see “Accessing Your Messages” on page 79. Messages appear
in a list, as shown in Figure 28. Pressing
or displays options for dialing the number.
or highlights messages in the list. Pressing
1. Name and number displayed
2. Arrows Indicate dialing options available.
3. Exclamation mark (!) Indicates a new message.
4. Time and date when
message was recorded
5. Message Counter Highlighted message number and total number of
Voicemail 76
Figure 28. Messages List
Both are shown for highlighted messages. Only the
time appears for unhighlighted messages received
on the day they are viewed, and only the date
appears for unhighlighted older messages.
messages.
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Play
DelMsg
Call
More
FwdMsg
DelAll
PlayAll
MrkNew
ClerNew
Table 14. Messages List Soft Key Description
Key Description Key Description
Plays message. Deletes highlighted voicemail
message from Message list.
Dials the selected entry. Moves to the next set of soft keys.
If this key appears, there are more
than eight soft keys available.
More 1/3 indicates that you are
on page one of three.
Initiates Message Forward
Deletes all messages.
function.
Plays all messages. Marks an old message as new.
Marks all messages as old.
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Messages
Press or to move highlight, then
press SELECT.
Quick
Dial
[1 New, 6 Old] Personal
[1 New, 12 Old] Sales
Listen
Messages
Do you wish to leave a new
message or listen to your
messages ?
Press LvMsg to record a new message,
or Listen to review your messages.
Listen
Quick
Dial
LvMsg
Group Mailbox Overview
Group Mailboxes provide general delivery of voicemail messages to a group within an
organization. Group Mailboxes are different from your Personal Mailbox in that messages
in Group Mailboxes are not stored in your Deskset. Even if your Personal Mailbox is full,
there may be space available in some of your Group Mailboxes.
If your system administrator has given you access to a Group Mailbox, the
# New Messages count on the Idle screen includes your new private messages and
new messages in any Group Mailboxes to which you are assigned.
If you select # New Messages, or press MESSAGES and have not enabled voicemail
distribution, a list of mailboxes appears, as shown in Figure 29.
Figure 29. Group Mailbox List
If you press MESSAGES and have enabled voicemail distribution, you will see a screen
that allows you to press to see the list of mailboxes.
Figure 30. Leave New Message or Listen Screen
From the Mailbox list screen, you can access your personal voicemail and messages
stored in Group Mailboxes, such as the sales department shown in Figure 29. Your
Personal Mailbox is always at the top of the list of mailboxes.
Select a mailbox to access the messages stored in that mailbox.
The list of messages in that mailbox appears. When you access a Group Mailbox, the
name of the Group Mailbox appears at the top of the screen.
Additionally, the following conditions apply when you access a Group Mailbox:
When a mailbox is nearly full, [<5 Min] appears, and when it is full, [FULL]
appears next to that Group Mailbox, as shown in Figure 31. Delete messages to
make more room.
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Messages
Quick
Dial
[1 New, 6 Old] Personal
[FULL] Sales
[< 5 min] Support
Press or to move highlight, then
press SELECT.
Figure 31. Full Group Mailboxes
After someone listens to a message, the [NEW] indicator for that message is
removed from the screens of all participants of that group.
If someone else is listening to a message when you delete it, the message is not
deleted until the listener exits the voicemail session.
Message playback is not interrupted if you receive a call while playing Group
Mailbox voicemail. The incoming call appears on the Deskset screen
accompanied by a call-waiting tone. (There is no call-waiting tone in Line
Appearance mode.)
Accessing Your Messages
Access to your messages is different depending on whether or not you have access to
any Group Mailboxes, and whether you have enabled voicemail distribution. If you do not
have access to a Group Mailbox, and you have not enabled voicemail distribution, you
can access just your new messages by selecting # New Messages on the Idle screen.
A list of your new messages appears. You can also access all messages (old and new) by
pressing MESSAGES. A list of all messages appears.
To access your voicemail:
1. From the Idle screen, press MESSAGES. If necessary, use the dial pad to enter your
user password and press SELECT.
Once you have entered your password, you do not have to enter it again
while you are reviewing messages. However, if you exit the Messages
screen, you will need to enter your password to access the Message list.
The screen that appears depends on your system configuration.
If you do not have voicemail distribution enabled or access to a Group Mailbox, the
Messages list appears.
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Messages
Graham Bell ! 10:17a
232-555-0176 Feb 25
Private ! 8:05a
Mary Williams ! Feb 14
Press for next or for previous
message.
Call
1/3
DelMsg
Quick
Dial
Play More 1/3
“New Messages”
appears when you
select # New Messages
from the Idle screen.
Messages
Do you wish to leave a new
message or listen to your
messages ?
Press LvMsg to record a new message,
or Listen to review your messages.
Listen
Quick
Dial
LvMsg
LvMsg
Listen
Messages
Press or to move highlight, then
press SELECT.
Quick
Dial
[1 New, 6 Old] Personal
[1 New, 12 Old] Sales
If you have enabled voicemail distribution (see “Voicemail Distribution” on page 134),
the Leave New Message or Listen screen appears.
Press to create a message to send to a voicemail distribution list. See
“Sending a New Message to a Distribution List” on page 86.
Press to view the Mailbox list (if you have Group Mailboxes), or the
Messages list.
If your system administrator has assigned a Group Mailbox to you, a list of your
Personal Mailbox and Group Mailboxes appears.
a. If necessary, press
or to highlight the desired Mailbox.
b. Press SELECT. The Messages list appears.
2. Press
or until you highlight the desired Messages entry.
3. Press CANCEL to exit the Voicemail list.
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New Messages
Graham Bell ! 10:17a
232-555-0176 Feb 25
Private ! 8:05a
Press for next or for previous
message.
Call
1/2
DelMsg
Quick
Dial
Play More 1/3
Play
More 1/3
PlayAll
New Messages
Press for next or for previous
message.
Jump
1/2
Delete
Quick
Dial
Pause Jump
10:17a
Duration: 0:24 Time Remaining: 0:14
Pause
Delete
Jump
Jump
Message Playback
You can play either a single message or all of the voicemail messages in a Mailbox.
To play new messages:
1. On the Idle screen, select # New Messages. The New Messages list appears.
2. Press
or to highlight the desired message, and then press .
OR
Press , and then press . All messages begin to play, starting with
the oldest. There is a short beep between messages.
NEW appears on messages that are being played for the first time.
During message playback, you can pick up the handset to listen to messages
privately, or press:
to pause message playback.
to delete the message. If there are more messages, the next message
is highlighted.
or to skip back or forward by 8 seconds.
or to skip to the previous or next message.
CANCEL to cancel playback and leave the highlight on the last played message.
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Play
More 1/3
PlayAll
New Messages
Press for next or for previous
message.
Jump
1/2
Delete
Quick
Dial
Pause Jump
10:17a
Duration: 0:24 Time Remaining: 0:14
Pause
Delete
Jump
Jump
To play old and new messages:
1. Press MESSAGES to view the entire Messages list, as described in “Accessing Your
Messages” on page 79. The list is sorted with the newest messages at the top of the
list.
2. To play a specific message only, press
or to highlight the desired message, and
then press .
OR
To play all messages, press and then press .
The Message Playback screen appears.
During message playback, you can pick up the handset to listen to messages
privately, or press:
to pause message playback.
to delete the message. If there are more messages, the next message
is selected.
or to skip back or forward by 8 seconds.
or to skip to the previous or next message.
CANCEL to cancel playback and leave the highlight on the last played message.
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More 1/3
FwdMsg
Messages
Graham Bell ! 10:17a
232-555-0176 Feb 25
Private ! 8:05a
Mary Williams ! Feb 14
Press for next or for previous
message.
PlayAll
1/3
DelAll
Quick
Dial
FwdMsg More 2/3
FwdMsg
Forward Message
Press SELECT when done.
MBList
DistrList
Quick
Dial
VMList
Or press key below to
select target.
Enter a target Extension:
VMList
Forwarding a Message
You can forward a message to an extension or extensions, a voicemail distribution list (if
enabled), or a Group Mailbox (if enabled). You can also record a message and forward it
to a distribution list.
“Forwarding a Voicemail Message”
“Recording an Introduction to Send with a Forwarded Message” on page 85.
Forwarding a Voicemail Message
You have several options for forwarding a message, depending on how your system has
been set up.
To forward a voicemail message:
1. Open a Messages list, as described in “Accessing Your Messages” on page 79.
2. Press
or to highlight the desired message.
3. Press to display the soft key.
4. Press to begin the forwarding process. The Forward Message screen
appears.
5. Select a target for the forwarded message. Enter an extension number using the dial
pad, or:
Press to display the Voicemails screen. Press or to highlight the
desired extension and press SELECT. The Forward Message screen appears. Go
to Step 6.
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Forward Message
Press Send to forward the message to
listed extension(s).
IntroDelExt
Quick
Dial
AddExt
Forward message to:
Send
John Smith - 225
DistrList
MBList
AddExt
DelExt
Intro
Send
Messages
Graham Bell ! 10:17a
232-555-0176 Fév 25
Private ! 8:05a
Mary Williams ! Fév 14
Call
1/3
DelMsg
Quick
Dial
Play More 1/3
Message Forwarded
Press for next or for previous
message.
If you have enabled voicemail distribution, you can press to display
voicemail distribution lists. Press
List and press SELECT. The Forward Message screen appears. Go to Step 7.
If your system has Group Mailboxes, you can press to display the Group
Mailbox list. Press
or to highlight the desired Mailbox and press SELECT.
The Forward Message screen appears. Go to Step 7.
6. Before forwarding the message, you can press:
to add another extension. Messages can be forwarded to three
extensions simultaneously. Enter the desired extension and press SELECT.
or to highlight the desired Distribution
to remove the currently highlighted extension from the list.
7. Optional: to record an introductory message. See “To record a message
introduction:” on page 85.
8. Press to forward the message.
The Message Forwarded message appears. The forwarded message appears in the
recipient’s Messages list.
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Intro
Intro
Forward Message
Press Record to create a short (less
than 30 seconds) introduction.
Record
Exit
Quick
Dial
Message Introduction
Record
Stop
Forward Message
Press Stop when you are finished
recording.
Stop
Quick
Dial
Message Introduction
RECORDING
Duration: 6s Max allowed: 30s
Stop
Forward Message
Press Play to review or Record to
create a new intro.
Quick
Dial
Message Introduction
Duration: 23s Max allowed: 30s
RecordDeletePlay Exit
Play
Delete
Record
Exit
Send
Recording an Introduction to Send with a Forwarded Message
You can record an audio introduction to send with a forwarded message. To begin
recording the introduction, press while forwarding a message.
To record a message introduction:
1. Press after selecting the target for a forwarded message. The Message
Introduction screen appears.
2. Press to begin recording. The soft key changes to .
3. When finished recording, press . Reaching the 30-second limit automatically
stops recording. The message review screen appears.
You have options to , , and the introduction again.
4. Press . The Forward Message screen with [Message Introduction
Attached] appears.
5. Press to forward the message with the introduction message attached.
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Messages
Do you wish to leave a new
message or listen to your
messages ?
Press LvMsg to record a new message,
or Listen to review your messages.
Listen
Quick
Dial
LvMsg
LVMsg
Distribution Lists
Press or to move highlight, then
press SELECT.
Quick
Dial
Record Message
Press Record to create a message for
distribution.
Record
Exit
Quick
Dial
Message
Sending a New Message to a Distribution List
If you have enabled voicemail distribution and created at least one distribution list, you
can record a new message and send it to a distribution list. To create a distribution list,
see “Voicemail Distribution” on page 134.
To record and send a new message:
1. Press MESSAGES. With voicemail distribution enabled, the Leave New Message or
Listen screen appears.
2. Press . The Distribution Lists screen appears.
3. Press
or to highlight the desired distribution list.
4. Press SELECT. The Record Message screen appears.
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Record
Stop
Record Message
Press Stop when you are finished
recording.
Stop
Quick
Dial
Message
RECORDING
Duration: 17s Max allowed: 120s
Exit
Stop
Record Message
Press Send to distribute the message
or press CANCEL to exit.
Quick
Dial
Message
Duration: 43s Max allowed: 120s
RecordDeletePlay Send
Play
Delete
Record
Send
5. Press to begin recording. The soft key changes to .
OR
Press to return to the previous screen.
6. When finished recording, press . The message review screen appears.
Reaching the 120-second limit automatically stops recording.
You have options to , , and the message again.
7. Press to forward the message.
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DelMsg
More 1/3
DelAll
Messages
Are you sure you want to
delete all messages ?
Press Yes to delete all messages. Press No to
cancel.
No
Yes
Yes
Deleting Messages
You can delete a single message or all messages from the Messages list. You can also
delete a single message during message playback as described in “Message Playback”
on page 81.
To delete a single message or all messages:
1. Open a Messages list, as described in “Accessing Your Messages” on page 79.
2. Press
or to highlight the desired message.
3. Press to delete the message.
The system removes the message from the list and highlights the next message.
OR
To delete all messages:
a. Press and then press .
The confirmation screen appears.
b. Press to confirm.
All messages are deleted, whether they are new (unheard) or not.
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More 1/3
More 2/3
ClerNew
MrkNew
Messages
Graham Bell ! 10:17a
232-555-0176 Feb 25
Private ! 8:05a
Mary Williams ! Feb 14
Press for next or for previous
message.
ClerNew
1/3
Quick
Dial
MrkNew More 3/3
ClerNew
Messages
Graham Bell 10:17a
232-555-0176 Feb 25
Private 8:05a
Mary Williams Feb 14
Press for next or for previous
message.
ClerNew
1/3
Quick
Dial
MrkNew More 3/3
MrkNew
New Message Status Indications (! Icons)
You can add a new message indication (! icon) or delete all new indications from the
Messages list. Messages display with an exclamation point to indicate that the message
has not been played.
To clear and restore new message indications:
1. Open the Messages list, as described in “Accessing Your Messages” on page 79. A
Messages list appears.
2. Press then to display the and soft keys.
3. Press to clear all new message indications and display the Message list
without exclamation points. If you have no other new messages in any Group
Mailboxes, the MESSAGE WAITING LED turns off.
4. If desired, press to restore the ! icon for a selected message, marking the
message as new again. The MESSAGE WAITING LED lights up again.
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Accessing Your Voicemail Remotely
Remote access allows you to listen to Personal Messages or change the recorded
greeting when you are away from your Deskset. Follow the voice prompts and press the
appropriate dial-pad keys to navigate through the system. The voice prompts in a menu
list are repeated three times with a 5-second pause between. After three times with no
action, the voice says “Goodbye” and the remote call is disconnected.
Listening to the time/date stamp information of a message does not count as listening
to the message. If you access the voicemail through remote access and skip to another
message while the time or date is playing, the message is still considered new.
You may be able to access certain Group Mailboxes if they have “virtual” extension
numbers assigned to them. Ask your system administrator for more information. To
access a Group Mailbox with a virtual extension number, follow the steps below.
When the system is in Line Appearance mode, you can access your voicemail
remotely only if you can reach your extension from an outside line. The Call
Forward–No Answer destination for the outside line must be set to Auto
Attendant or to your extension. For more information, see your system
administrator.
To access voicemail remotely:
1. Dial your company phone number.
2. After the call is answered, enter your extension number.
3. Immediately press the star twice (
followed by the pound sign.”
4. Enter your user password (if you have created one), and then enter pound (#) to
listen to your messages.
Even if you have not created a password, you must still enter the pound (#).
You need to get to your Personal Mailbox to access your messages remotely. If
Call Forward All or Call Forward–No Answer is on and set to an extension or an
outside line, or if Auto Answer is on, remote access to voicemail is not supported
as calls do not access your mailbox.
If your mailbox is full, your voicemail greeting does not play. Instead you hear
“Voicemail is full” before being disconnected. To access your voicemail when
your mailbox is full, quickly press the star key twice (
is full” announcement begins.
). You will hear, “Enter your access code,
* *
) just as the “Voicemail
* *
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To access voicemail remotely – listen to messages:
Once you have accessed the system, the Main Menu plays. From this menu you can listen
to old or new messages, as illustrated in Figure 32. You have the following options:
To listen to new messages, press 1.
To listen to old messages, press 2.
Once you press 1 or 2, and the messages start playing, you have the following options:
To change voicemail options, press 8.
To stop message playback and replay options, press 5.
To delete the current message, press 3.
To repeat the previous message, press 4.
To skip this message, press 6.
To jump back 8 seconds, press 7.
To jump forward 8 seconds, press 9.
To return to the previous menu, press star
Figure 32. Remote Voicemail Access
.
*
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To access voicemail remotely – voicemail greeting setup:
1. To set up the voicemail greeting, access the system and press 8. As illustrated in the
flow diagram in Figure 33, you have the following options:
To record a primary greeting, press 1.
To record an alternate greeting, press 2.
To choose the Primary or Alternate greeting, press 7.
2. Begin recording after the tone.
3. To end the recording, press 5.
4. Select one of the following options:
To review the recording, press 1.
To record over the greeting, press 3.
To accept the greeting, press 9.
Voicemail 92
Figure 33. Remote Voicemail Greeting Setup
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C HAPTER
8
C
ALL
L
OG
The Call Log provides available name and number information for the last 50 calls
received. The newest entries replace the oldest.
“Using the Call Log” on page 94
“Managing Missed Calls” on page 95
“Reviewing the Call Log List” on page 96
“Storing Call Log Entries” on page 98
“Deleting Call Log Entries” on page 99.
You can view the Call Log shown in Figure 34 on page 94 by pressing CALL LOG. In Call
Appearance mode, you can view the unanswered calls that you have not yet seen by
highlighting # New Missed Calls on the Idle screen and pressing SELECT.
This system has a caller ID feature that works with the caller identification
service offered through your telephone service provider. There is a fee for this
service, and it might not be available in all areas. This telephone can provide
information only if both you and the caller are in areas offering caller
identification service, and if both telephone service providers use compatible
equipment.
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Call Log
Graham Bell 9:55a
305-555-0176 Feb 25
Mary Williams NEW 9:55a
Unknown Caller NEW 12:31p
503-555-0194 NEW 4:23p
555-0134 NEW Jan 27
443-555-0625 Jan 22
Call
1/7
Delete
Quick
Dial
PlayMsg More 1/3
Press or for dialing options.
1
2
3
4
5
6
PlayMsg
Delete
Call
More
Store
DelAll
ClerNew
Details
Using the Call Log
The Call Log soft keys, as shown in Figure 34 and described in Table 15, are available
whenever the Call Log has at least one entry.
Figure 34. Call Log Functions
1. Arrows Indicate dialing options available.
2. NEW Indicates call was not answered and has not
3. Ring Group or Call Queue Indicates a call to a Ring Group or Call Queue.
4. Voicemail message available for
playback.
5. Time and date of highlighted
call entry
6. Current Call Log entry number/
total number of entries
Table 15. Call Log Soft keys
Key Description Key Description
Plays message. Only present
when there is a message
recorded.
Dials the highlighted entry. Moves to the next set of soft
Stores number in your
Personal list.
Marks all new calls as old. Shows you more details.
Call Log 94
been reviewed.
The voicemail icon replaces this icon when both
would apply.
Exclamation mark (!) indicates message is new.
Deletes the highlighted entry.
keys. More 1/3 indicates that
you are on page one of three.
Deletes all entries.
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More 1/3
More 2/3
Details
Call Log
3:23PM
Wed, Feb. 24, 2010
Msg Length - 1:34
Press or for dialing options.
1/48
Quick
Dial
CallDeletePlayMsg
Graham Bell
More 1/2
232-555-0176
NEW
Entries not highlighted display the time for calls received on the current day. Calls before
the current day display the date.
If the caller ID information is absent because it is unavailable, UNKNOWN NAME and
UNKNOWN NUMBER appear. If the caller chooses not to send the information,
PRIVATE NAME and PRIVATE NUMBER appear.
To access the Call Log list:
1. From the Idle screen, press CALL LOG. The Call Log list appears with the most recent
entry at the top.
To view details for a Call Log entry, press , then , and then
. The Call Log details screen appears.
Call Log entries may not be in the proper format for dialing. In some areas, you
need to remove the area code or add or remove a 1. Press
dialing options.
2. Press CANCEL to exit the Call Log.
Managing Missed Calls
All incoming calls are recorded in the Call Log unless Call Forward All is on and calls are
forwarded to another extension or external phone number (Call Appearance mode only).
Unanswered calls that have not been reviewed are indicated by NEW.
To view missed calls:
1. Press CALL LOG. The newest call appears first.
Call Appearance mode only — The Deskset notifies you of New Missed Calls on the
Idle screen. To display the New Missed Calls list, highlight # New Missed Calls and
press SELECT.
or to view the
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Quick
Dial
Press or f or dialing options .
New Missed Calls
1/4
Graham Bell NEW 9:55a
232-555-0176 Feb 25
Mary Williams 9:55a
Unknow n Caller 12:31p
604-555-0153 4:23p
NEW
NEW
NEW
Del etePla y Ms g Ca ll Mor e 1/3
Call Log
Graham Bell 9:55a
305-555-0176 Feb 25
Mary Williams NEW 9:55a
Unknown Caller NEW 12:31p
503-555-0194 NEW 4:23p
555-0134 NEW Jan 27
443-555-0625 Jan 22
Call
1/7
Delete
Quick
Dial
PlayMsg More 1/3
Press or for dialing options.
Call
Delete
A call record is no longer considered new once you highlight it.
Once a new call is reviewed, the # New Missed Calls is reduced by one.
Reviewing the Call Log List
To review the Call Log list:
1. Press CALL LOG to display the Call Log.
2. Press
or to highlight the desired Call Log entry.
Press to dial the highlighted number in the Call Log.
Call Log entries may not be in the proper format for dialing. In some areas, you
need to remove the area code or add or remove a 1. Press
dialing options. The following dialing options are available:
nnn-nnnn (7 digits)
1-nnn-nnnn (8 digits)
nnn-nnn-nnnn (10 digits)
1-nnn-nnn-nnnn (11 digits).
Press to delete the selected entry.
To view details for any entry, see “To access the Call Log list:” on page 95.
Call Log 96
3. Press CANCEL to exit the Call Log.
or to view the
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Call Log
Graham Bell 9:55a
305-555-0176 Feb 25
Mary Williams NEW 9:55a
Unknown Caller NEW 12:31p
503-555-0194 NEW 4:23p
555-0134 NEW Jan 27
443-555-0625 Jan 22
Call
1/7
Delete
Quick
Dial
PlayMsg More 1/3
Press or for dialing options.
PlayMsg
Call Log
Press for next or for previous
message.
Jump
1/7
Delete
Quick
Dial
Pause Jump
9:55a
Duration: 0:24 Time Remaining: 0:14
PlayMsg
Delete
Listening to Voicemail From the Call Log
If the caller left a voicemail message, you can play the message from the Call Log list or
from Call Log Details.
To play a voicemail message from the Call Log:
1. Press CALL LOG to display the Call Log.
2. Press
or to highlight the desired message, and then press . The
message review screen appears.
only appears if the call has an associated voicemail.
If necessary, use the dial pad to enter your user password and press SELECT.
3. Press while the message is playing to delete the voice message. There is a
slight delay until the message indicators change.
4. When the message playback completes, the Call Log appears.
5. Press CANCEL to exit the Call Log.
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More 1/3
Store
Store
Personal Entry
Use dial pad to enter letters.
Quick
Dial
Backspc
Save
First Name: Graham Bell
Last Name:
Phone #: 912325550176
Save
Storing Call Log Entries
To store a Call Log entry into your Personal list:
1. From the desired Call Log entry, press to view the soft key.
2. Press to store the entry in your Personal list. The Personal Entry screen
appears.
The caller information fills in the First Name and Number fields.
3. To enter the Last Name, press
and use the dial pad to enter letters. See “Deskset
Dial-Pad Entry” on page 19.
4. Press
and edit the Number if necessary.
When entering a phone number, you must add a 9, or whatever digit, if any,
that must be dialed first to indicate this is an external call, and 1 if it is a
long-distance number.
The system does not check for duplicate entries.
5. Press to store the entry and return to the Call Log.
6. Press CANCEL to exit the Call Log.
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Delete
More 1/3
DelAll
Call Log
Graham Bell 9:55a
305-555-0176 Feb 25
Mary Williams NEW 9:55a
Unknown Caller NEW 12:31p
503-555-0194 NEW 4:23p
555-0134 NEW Jan 27
443-555-0625 Jan 22
ClerNew
1/7
DelAll
Quick
Dial
Store More 2/3
Press or for dialing options.
DelAll
Call Log
Are you sure you want to
delete all Call Log entries ?
Press Yes to delete all entries. Press No to
cancel.
No
Yes
Yes
Call Log 0/0
Quick
Dial
The Call Log is empty. Press CANCEL to
exit.
Deleting Call Log Entries
You can delete a single Call Log entry, or all Call Log entries.
To delete a single Call Log entry:
1. From a highlighted Call Log entry, press . The entry is removed from the list
and the next entry is highlighted.
2. Press CANCEL to exit the Call Log.
You can delete all entries only when viewing the Call Log list from Idle mode.
To delete all Call Log entries:
1. From the Call Log, press to display the soft key.
2. Press to delete all entries in the Call Log. The confirmation screen appears.
3. Press to confirm the deletion. The empty Call Log appears.
4. Press CANCEL to exit the Call Log.
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C HAPTER
9
P
AGING
Paging allows you to broadcast what you say to more than one ext ension. If your system
administrator has set up Paging Zones, you can page all extensions or a zone.
If your Synapse system includes an optional overhead paging (OHP) system, you may be
able to page through loudspeakers. If the OHP is a single-zone paging system, it is
included when you page All Extensions. The single-zone OHP may also be included in
an individual Paging Zone. If the OHP is a multi-zone paging system, it is not included
when you page all extensions. However, it appears as Overhead Page as the last entry
in the Paging Zones list.
“Paging All Extensions or a Paging Zone” on page 101
“Single-Zone Overhead Paging” on page 102
“Multi-Zone Overhead Paging” on page 102.
Paging 100
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