AT&T training workbook User Guide

S P I R I T™

C o m m u n i c a t i o n s S y s t e m

U s e r T r a i n i n g W o r k b o o k

AT&T

TABLE OF CONTENTS

CONTENTS

WELCOME

Using Other Training Materials

TELEPHONE OVERVIEW

Recognizing a Call by Ringing Patterns
Flashing Light Patterns
Adjusting the Ringer, Receiver, & Speakerphone Volume

STANDARD FEATURES INTRODUCTION

Placing an Outside Call Using the Receiver
Placing an Outside Call Using the Speakerphone
Placing an Internal Call
Answering an Outside Call
Answering an Internal Call
Hands Free Answering on Intercom
Muting Office Sounds
Re-Calling Without Redialing
Reserving a Line
Picking Up Another’s Call
Placing a Call on Hold
Being Reminded of a Call on Hold
Transferring a Call
Getting Back a Transferred Call

Conducting a Conference Call
Adding an Outside Line to a Call
Additional Conference Call Functions

Making an Announcement to All System Users
Responding to a Page
Leaving Messages for Another
Responding to the Message Indicator
Do Not Disturb

Additional Standard SPIRIT System Features

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2

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6

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PROGRAMMABLE FEATURES INTRODUCTION

The SpeedCall Feature
Storing Personal SpeedCall Numbers

Using SpeedCall

Changing Personal SpeedCall Numbers

Programmable Features only for 24-Button Phones

CUSTOMIZED FEATURES

System Features
Telephone Features

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Getting Started

WELCOME

Using This Self-Guided Workbook

Welcome to the SPIRIT Communications System!
You are about to become acquainted with an easy-to-use communications system. In

about one hour you will know how to use the many features of AT&T’s SPIRIT
Communications System.

Your phone is ready to use the moment it is installed. It offers all of the features you’ll
probably ever need. But if you want to get a little fancier, you have some options, too.

This Workbook will be the primary tool in teaching yourself to use the system. It will

present most of the SPIRIT system’s features to you as follows:

●

A brief description of the feature.

●

An example of how you might use the feature.

●

The step-by-step actions to take in using the feature.

●

The results you can expect from that feature.

Some SPIRIT system features must be programmed into the system. For those, you will
be guided to the programming procedure. All of the custom features are in a separate
section near the back of the Workbook. Because many of the programmable features
affect all phones in the system, someone in your organization should be the System
Administrator to make any necessary changes.

1

Getting Started

Using Other Training Materials

In addition to this Self-Guided Workbook, you have access to other materials to help you
use your telephone system. They are:

●

The

User Manual

features of the system. It also tells you which customized features are available.

●

The

Reference Card

abbreviates even further how to use the system’s basic features. It also has a place
for you to record the names and “SpeedCall” code numbers of those people whom
you call frequently. The Reference Card is small enough to sit near or under your
phone for quick reminders of how to use it.

●

The

Administration Manual

customized features. One Administration Manual comes with each system. The System
Administrator in your organization will be responsible for implementing the customized
features. S/he will keep the Administration Manual and use it as needed.

If possible, team up with one or more SPIRIT system users in your organization and go
through this workbook together. This will be especially helpful when practicing the
intercom features. While you may also find this Workbook useful as a reference later, we
recommend that for your first time through you follow it the way it is presented. Begin
here and move page-by-page to the end.

– A twenty-page booklet that summarizes how to use all of the

– A two-sided card enclosed in a clear vinyl envelope that

– A detailed manual that describes how to program the

Good Luck!

2

TELEPHONE OVERVIEW

SPIRIT System Telephones

Your SPIRIT system telephone looks like one of the drawings below:

Identify which one you have.

6-Button Telephone

24-Button Telephone

3

Recognizing Calls

Recognizing A Call By Ringing Patterns

You will be able to tell what type of call is coming in by listening to the ring. It will
sound differently for different calls.

●

When a call comes in from the OUTSIDE, you will hear TWO SHORT RINGS repeated
until you answer.

●

When you are being called by INTERCOM from another SPIRIT user in your
organization, you will hear ONE LONG RING.

●

When a call is being TRANSFERRED to you, you will hear ONE SHORT RING, ONE
LONG RING.

●

If you have transferred a call and it goes unanswered, or if you have reserved a line
that is busy and it becomes available, you will hear THREE SHORT RINGS.

●

When a call comes in and your telephone is in use, you will hear ONE LOW-VOLUME
RING.

Recognizing A Call By Flashing Light

Whenever there is a call either from the outside or internally, there will be a flashing
light. You can tell how that call is being handled by looking at the pattern of the flash of
the indicator Light. Indicator lights are located next to, and correspond with, the Line
Buttons. (NOTE: Not all of the available lines will necessarily be used on your system.
The SPIRIT system model 308 has a maximum of three lines, and the SPIRIT system
model 616 has a maximum of six.)

6-Button

24-Button

4

Light Patterns

Flashing Light Patterns

The flashing light patterns will vary as follows:

●

If you are using a particular line, the corresponding light will repeat a VERY LONG
ON and VERY SHORT OFF pattern.

●

If someone else is using a line, the corresponding light you see on your phone will be
steadily ON.

●

When a call is coming in, you will see repeated a LONG ON, LONG OFF pattern.

●

When someone has not answered a call you have transferred or a line that you have
reserved becomes available, you will see repeated a SHORT ON, SHORT OFF
flashing pattern.

●

When you place a call on hold, the light next to that line will show a SHORT ON,
VERY LONG OFF flash pattern.

●

If someone else on the system places a call on hold, you will see on your phone TWO
SHORT ONS, VERY LONG OFF pattern.

As you progress further in this Workbook and try out various features, we will remind
you which light flash patterns to look for.

5

Volume Control

Adjusting The Ringer, Receiver, And Speakerphone Volume

Maybe you don’t want to turn your ringer off, but you would like to make it quieter.
When lifting the handset, you might like to increase the volume of the voice on the
other end. And when you are using the speakerphone, you might want to lower the
volume to avoid disturbing your officemate. To adjust each of these volumes individually,
look to the VOLUME CONTROL on the phone.

Ringer Volume

The phone must not be in use when you are adjusting the ringer volume (i.e., you must
not be on the phone). However, you may adjust the volume while the phone is ringing.

ACTION

1. Press the “UP” arrow to RAISE
the volume level.

2. Press the “DOWN” arrow to
LOWER the volume level.

You will hear a brief ring at the new
louder volume.

You will hear a brief ring at the new
quieter volume.

OUTCOME

NOW YOU TRY IT . . .

Follow each of the two action steps and listen for the outcome. Adjust the
volume to your liking.

Receiver Volume

You can only adjust the volume of the receiver while you are using the handset on a
call. While the outside person is talking, move the VOLUME control up and down until
the voice you hear on the receiver is at an acceptable level.

Speakerphone Volume

You can only adjust the volume of the voice coming out of the telephone speaker while
you are using the speakerphone on a call. While the outside person is talking, move the
VOLUME control up and down until the voice you hear over the speakerphone is at an
acceptable level.

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STANDARD FEATURES

Standard Feature Introduction

As we said earlier, the telephone sitting in front of you probably has all the features you
will ever need built right into it. The standard telephone features in the SPIRIT system
include:

●

Placing a call to an outside party.

●

Placing an intercom call to someone in your organization.

●

Answering an outside call.

●

Answering an intercom call.

●

Placing a call on hold.

●

Transferring a call.

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Talking to more than one party at a time.

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Making an announcement throughout the system.

●

Knowing, by looking at your phone, that someone else in your organization has a
message for you.

●

Turning your phone off to outside and transferred calls.

For the next several pages you will learn how to use these features.

7

Outside Call

Placing An Outside Call Using The Receiver

Your system may be set up so all you have to do to get an outside line is:

ACTION

Pick up the receiver.

1.

Dial the number you want. (If your

2.
system is part of a larger PBX or

switchboard system, dial the PBX
code first.)

Even if your system is programmed with the Auto Line Selection feature
need to press a button if you want a
use it, press the corresponding line button before you pick up the receiver and dial.

specific

You’ll hear a dial tone; an indicator
light will go on next to the line you
have accessed. If the above does not
happen when you pick up the receiver,
your system may be programmed with
the Auto Line Selection
also need to press a line button. Find
out how your system is programmed
from your System Administrator.

You’ll be connected with the outside
party.

line (e.g., a WATS line). When you want to

OUTCOME

off.

on,

If so, you

you will still

Placing An Outside Call Using The Speakerphone

If you have used a speakerphone before, you know how convenient it is. The SPIRIT

system allows you to listen and talk to another party without having to use the receiver.
Think of all the times that would be handy: When you want to write or type notes while

on the phone; when you are calling an information service that has a recorded message
such as the weather, time, or stock report; when you call a company and are put on

hold.

Another great use for the speakerphone is to share your phone conversation with one or

more persons in your office.

You can use the receiver and the speakerphone interchangeably for all SPIRIT system
features. When you want to place or answer a call from an outside caller without lifting
the receiver, following these steps:

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Outside Call

ACTION

1. Press the SPEAKER button.

2. Dial the outside number you want.

NOW YOU TRY IT . . .

Think of someone on the outside who is not likely to be too busy and call
that person. Use the receiver initially, and then during the conversation
press the SPEAKER button and hang up the receiver. You can go back
and forth during a call. While you are talking, notice the light flash pattern
of the line you are on: a repeated VERY LONG ON, SHORT OFF. You
might also ask that person to call you in about five minutes so you can
practice answering, holding, and transferring with your SPIRIT phone.

OUTCOME

You will hear a dial tone, an indicator
light will go on next to the speaker
button and next to the line you have
accessed.

You will be connected with the outside
party. You will be able to hear and
speak to the other person.

9

Internal Call

Placing An Internal Call

Calling someone on the intercom is a simple matter of pressing the intercom button
before contacting the other party. Find out what your extension number is and those of
your co-workers. The procedure on a 6-button phone is slightly different than on a
24-button phone.

ACTION

On a 6-Button Phone:

1. Press one of the INTERCOM
buttons.

2. Lift the receiver or press the
SPEAKER button.

3. Dial the intercom extension number.

On a 24-Button Phone:

1. Press one of the INTERCOM
buttons.

2. Press the auto-dial button of the
intercom number of the person you you are calling.
are calling (the speakerphone
automatically turns on - lift the
receiver if you wish to use it.)

NOTE: The intercom light only lights on the sets involved in the intercom call.

You will hear an intercom dial tone
and the light above the intercom
button will go on.

You will be connected with the station
you are calling.

You will be connected with the station

OUTCOME

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Answering Calls

Answering An Outside Call

You can recognize an outside call by TWO SHORT RINGS at your phone. You merely:

ACTION

1. Lift the receiver

You will be connected with the person

OUTCOME

who is calling you. As you are talking,

OR

notice the indicator light flashing a
VERY LONG ON, SHORT OFF

Press the SPEAKER button.

PATTERN. (If a co-worker is on a line,
you will see a STEADY ON light.)

In addition to hearing the two short rings, you will see repeated a LONG ON, LONG

OFF pattern to help identify the incoming call.

Answering An Internal Call

You will know when someone is calling you from within your organization because you

will:

●

Hear

ONE LONG RING, and

●

See

the light above the INTERCOM button flash.

●

With a 24-button set, you can see who is calling from the intercom busy light field.

ACTION

1.

Lift the receiver or press the
SPEAKER button.

You will be connected with the person

who is calling you via the intercom.

OUTCOME

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