Axxess Interface 8690 User Manual

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Axxess

Model 8690 User Guide

Inter-Tel Protocol (ITP) Mode

NOTICE

This Inter-Tel® Axxess® User Guide is released by INTER-TEL, INC. as a guide for endusers. It provides information necessary to use the Model 8690 endpoint. The contents of this user guide, which reflect current Inter-Tel standards, are subject to revision or change without notice. Some features or applications mentioned may require a future release and are not available in the initial release. Future product features and applications are subject to availability and cost. Some features or applications may require additional hardware and/or specific software.

For sales, service, or technical support,

contact your local authorized Inter-Tel dealer.

If you have any questions or comments regarding this

user guide or other technical documentation, contact

Inter-Tel’s Technical Publications Department at:

Tech_Pubs@inter-tel.com

All products and services mentioned in this publication are the trademarks, service marks, registered marks, or registered service marks of their respective owners.

Inter-Tel marks of Inter-Tel, Incorporated.

Microsoft tered trademarks of Microsoft Corporation.

, Axxess®, Unified Communicator®, and CommSource®, are registered trade-

Windows®, MSN®, Outlook®, and ActiveSync® are trademarks or regis-

CONTENTS PAGE

FINDING YOUR WAY . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1

Welcome . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2

About This Guide . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2

About Your endpoint . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3

Telephone Interface . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7

About the Operating System . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 12

About Voice Mail . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 15

What You See and Hear . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 16

Guidelines for Using the Model 8690 Endpoint . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 17

Endpoint Basics . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 18

Voice Mail Basics . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 22

GETTING STARTED . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 27

Introduction . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 28

Calibrating the Screen . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 28

Setting Backlight Options . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 29

Configuring VLAN Ports . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 30

Using the System Tray Menu . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 31

Installing Software Upgrades . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 38

Making and Receiving Calls . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 40

Placing Calls On Hold . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 45

Placing Conference Calls . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 46

Transferring Calls . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 47

Using Reverse Transfer . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 48

Forwarding Calls . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 48

Redialing a Number . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 51

Using Voice Mail Messages . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 51

Using Do-Not-Disturb Mode . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 56

FINDING YOUR WAY

GETTING STARTED

MOVING ON

USING UC

MOVING ON . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 59

Introduction . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 60

Setting Preferences . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 60

Speed Dialing . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 67

Using Record-A-Call . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 69

Paging . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 70

Performing a “Hookflash” During a Call . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 71

LEARNING MORE

iii

CONTENTS PAGE

Using Account Codes. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 71

Screening Calls . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 72

Using the Directories . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 72

Programming Remote Feature Access . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 75

Requesting Agent Help . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 77

Working in Hunt Groups . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 78

USING UC . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 81

Introduction . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 82

Logging On and Off of UC . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 82

Using UC Views . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 83

Unified Communicator View . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 84

Messages View . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 90

Call List View . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 91

Call Log View . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 95

Address Book View . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 99

Call Routing View . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 106

LEARNING MORE . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 109

Introduction . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 110

What the Administrators Can Do for You . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 110

Frequently Asked Questions (FAQs) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .111

Default Feature Codes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 114

INDEX . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 117

Finding Your Way

SECTION CONTENTS PAGE

Welcome . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2

About This Guide . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2

About Your endpoint. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3

Ports and Connectors. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4

Optional USB Devices . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5

Message Indicator Lamp . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5

Reset Button. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5

Power Requirements . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 6

Software Compatibility . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 6

Telephone Interface . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7

Feature Buttons . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 8

Display and Menu. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 9

Unified Communicator Elements . . . . . . . . . . . . . . . . . . . . . . . . . . . 10

Interface Skins . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 11

About the Operating System . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 12

Input Panel. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 13

System Memory and Storage. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 13

System Registry. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 14

Operating System Help . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 14

About Voice Mail . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 15

What You See and Hear . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 16

Guidelines for Using the Model 8690 Endpoint . . . . . . . . . . . . . . . . . . 17

Endpoint Basics . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 18

Adjusting Your Endpoint’s Viewing Angle . . . . . . . . . . . . . . . . . . . . 18

Displaying Information on Your Endpoint. . . . . . . . . . . . . . . . . . . . . 18

Using the Speakers and Microphone . . . . . . . . . . . . . . . . . . . . . . . . 19

Using the Message Button. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 20

Using a Headset. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 21

Voice Mail Basics . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 22

Initializing Your Mailbox . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 22

Recording Your Personal Greetings. . . . . . . . . . . . . . . . . . . . . . . . . 23

Recording Your Voice Mail Directory Name. . . . . . . . . . . . . . . . . . . 24

Accessing Your Mailbox. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 25

FINDING YOUR WAY

Axxess® Model 8690 User Guide – ITP Mode

WELCOME

Your new Model 8690 is a network endpoint (telephone or other communication device) that provides communications services to your desktop. The Model 8690 supports two different modes of network protocols, and can operate in either Inter-Tel

FINDING YOUR WAY

Protocol (ITP) mode or Session Initiation Protocol (SIP) mode. The operating mode determines which features and options are enabled on the endpoint. This guide is for endpoints operating in ITP mode. If your endpoint is configured to operate in SIP mode, request a copy of the Model 8690 User Guide: Session Initiation Protocol (SIP) Mode (part number 550.8025) from your system administrator.

ABOUT THIS GUIDE

This guide contains instructions for using the Model 8690 in ITP mode on an Inter-

Tel

telephone system. To help you find information quickly, this guide is divided

into five separate sections, as indicated by the tabs. These sections include the following:

• Finding Your Way: This section provides you wit h a photo of the Model 8690

and includes general information designed to help you find what you need.

• Getting Started: This section includes basic telephone and voice mail informa-

tion, and provides instructions on how to perform everyday tasks, such as answering calls, making calls, and using voice mail.

• Moving On: In this section you’ll learn how to use advanced endpoint and voice

mail features.

• Using UC: This section includes information on how to use the advanced com-

munication features available with Unified Communicator

• Learning More: This section outlines how your administrators can help if you

experience a problem with your endpoint. It also provides you with a list of Frequently Asked Questions (FAQs) so you can troubleshoot problems and learn more about the system.

In addition, this guide contains a list of default feature codes (see page 114), an index (see page 117), and a voice mail flowchart (see page 123) for easy reference.

For administration-level information not covered in this guide, see the Model 8690 Administrator’s Guide (part no. 550.8120).

(UC).

NOTE: Because the telephone system is very flexible and programmable, the proce-

dures for using the features might vary slightly from the descriptions in this guide. If so, your trainer or system administrator can tell you how your system differs and how to use the features.

Axxess® Model 8690 User Guide – ITP Mode

ABOUT YOUR ENDPOINT

Your Model 8690 is a desktop endpoint that uses the technolo gy available with a Personal Data Assistant (PDA). The operating system on the endpoint is a customized version of Microsoft Display (LCD) touch screen that displays an interface with traditional telephone elements that include a display, dialpad, feature buttons, and menu buttons. A stylus pen provides access to elements on the interface.

Your endpoint has a port on the back (see page 4) for connecting to your company’s Local Area Network (LAN). This connection provides access to the UC server and the advanced communication features that UC provides. For more information about using UC on your endpoint, see page 81.

Additional endpoint features include:

• Handset and Headset Jacks: Allow you to connect a handset and headset at the

same time.

• Two Speakers: Provide audio output.

• Message Indicator Lamp: Flashes when you have a waiting message.

• Built-In High Fidelity Microphone: Allows you to use the endpoint handsfree.

• Hearing Aid-Compatible (HAC) Handset: Allows you to make and receive

calls privately.

Headset/Handset

Jacks

Windows® CE .NET 4.2. The Model 8690 has a Liquid Crystal

Speakers

FINDING YOUR WAY

Message Indicator Lamp

Hearing Aid-Compatible

Axxess® Model 8690 User Guide – ITP Mode

Touch Screen

Stylus

Microphone

(HAC) Handset

Ports and Connectors

Your Model 8690 also provides several different types of ports and connectors (pictured below) for advanced functions. These include the following:

• Light Emitting Diodes (LEDs): Shows the status of the network connection.

FINDING YOUR WAY

• External Microphone Jack: Connects to an external microphone.

• External Speaker Jack: Connects to an external speaker.

• Reset Button: Resets the connection to the network.

• Compact Flash (CF) Port: Connects to a CF memory card if additional memory

is needed.

• Personal Computer Memory Card International Association (PCMCIA) Port: Connects to a PCMCIA memory card if additional memory is needed.

• LAN/PWR Jack: Connects to a network hub/switch.

• Secure Digital (SD) Port: Reserved for future use.

• Universal Serial Bus (USB) Client: Connects to a keyboard, mouse, etc.

• USB Host: Connects to a host computer running ActiveSync

• Three PC Ports: Connects your endpoint to your PC.

Back

RESET BUTTON

LAN/PWR

MIC SPKR

PCMCIA

LEDs

PCs 1, 2, and 3

USB HOST

USB CLIENT

NOTE: The Model 8690 endpoint is not designed to be wall mounted.

Axxess® Model 8690 User Guide – ITP Mode

Optional USB Devices

You can connect a standard USB keyboard to your Model 8690 endpoint using the USB client port on the back of the endpoint (see page 4). The operating system will automatically detect the device when the endpoint is powered on. You can configure the keyboard properties under Start - Settings - Control Panel -

Instead of connecting an external keyboard, you can use the USB client port to connect a mouse. If you would like to connect both a mouse and a keyboard to the endpoint, connect the mouse to the keyboard, and then connect the keyboard to the USB client port on the endpoint. The operating system recognizes all daisy-chained USB devices. You can configure mous e properties unde r Start - Settings - Control Pane l -

Mouse.

Message Indicator Lamp

The Message Indicator lamp (located at the top, right corner of the endpoint) flashes whenever there is one or more waiting messages. In addition, the display indicates the number of messages you have waiting. See page 21 for instructions on retrieving messages.

NOTE: The lamp indicates new messages by default, but can also be programmed for

other functions.

FINDING YOUR WAY

Keyboard.

If desired, you can program the endpoint so that the message lamp does not flash, even when new messages are waiting. For details, see page see page 32.

Reset Button

The Reset Button on the back of the endpoint immediately shuts do wn the operating system and any applications that are currently running on the endpoint. When the Reset Button is pushed, the screen goes blank, and the default settings are restored. After a few moments the operating system restarts and the client applica tion re-opens when network connectivity is re-established.

Do not press the Reset button on your endpoint unless you are told to do so by your system or network administrator. Desktop shortcuts and any prefer-

ences that have not been saved in the registry are lost when you press the Reset button. In addition, the endpoint will require additio nal programming to rest ore it to its previous operational state.

Axxess® Model 8690 User Guide – ITP Mode

CAUTION

Power Requirements

The Model 8690 should remain powered on at all times. The endpoint receives power from an individual power supply unit. It is important to use a power supp ly unit that is compatible with the endpoint. The Inter-Tel Universal Power Supply (part number

FINDING YOUR WAY

806.1119) is compatible with the Model 8690 and is available through Inter-Tel’s

CommSource It is recommended that you plug your endpoint’s power supply unit into an Uninter-

ruptible Power Supply (UPS). If your endpoint’s power supply unit is not plugged into a UPS and the power fails, the current call will be dropped.

NOTE: Contact your network administrator to order a new power supply unit for your

endpoint.

Your system may be configured to use a centralized power source (power over Ethernet) as a backup power source. Your network administrator will explain how to connect your endpoint to the centralized power source. If your power supply unit fails and your system is running power over Ethernet, you will be able to use the audio portion only of the endpoint. Power over Ethernet does not support the display portion of the endpoint.

division.

Software Compatibility

Your Model 8690 is compatible with the following software:

• Axxess system software V8.1 and later

• Unified Communicator

• CT Gateway V4.1 and later

V2.1 and later

Axxess® Model 8690 User Guide – ITP Mode

TELEPHONE INTERFACE

The Model 8690 user interface contains elements that simulate a traditional Inter-Tel six-line display endpoint. These elements allow you to place and receive calls and access endpoint and voice mail features from the Model 8690 just like a conventional Inter-Tel endpoint. The interface includes the following elements:

• Navigation buttons: Provide access to UC views (see page 10).

• Six-line display: Provides extension and system information and a menu for

accessing additional options or features.

• Menu buttons: Allow you to scroll through options and mak e selections based on the active feature.

• Dialpad buttons: Allow you to enter numbers and letters.

• Feature buttons: Provide quick access to various telephone and voice mail fea-

tures.

Navigation

Buttons

Extension and Name

Time, Day, Date

FINDING YOUR WAY

25698 SALLY USER

10:15 THUR SEP 4

Menu Buttons

Alphanumeric

Dialpad Buttons

Navigation

Buttons

NOTE: The instructions throughout this user gu ide assume that you a re using the sty-

lus with the endpoint. When you are instructed to “press” an area on the screen, gently tap the appropriate area of the touch screen with the stylus.

Axxess® Model 8690 User Guide – ITP Mode

OUTGOING DIRECTORY OTHER FEATURES

DND

Display

Feature Buttons

The feature buttons are designed to automate some of the commonly used functions, such as dialing an outside number. Each of these is described in the table below.

BUTTON IF YOU... YOU CAN... PG.

FINDING YOUR WAY

Mute

Fwd

Answer

Speaker

Outgoing

Hold

Message

Volume Up

Volume Down

Auto Dial

In addition to the buttons identified in the preceding table, your endpoint has a Special button ( ). Depending on how your telephone system is configured, you may need to press this button before you dial a feature code. Consult your system adm inistrator if you have questions about how your system is configured.

Press Mute Mute the microphone. 19 Press Fwd Forward your calls. 48 Press Answer Answer a call. 42, 44 Press Speaker Put a call on the speaker. 19 Press Outgoing and dial

the number Press Hold Put a call on hold. 45

Press Message Leave or listen to a message. 20 Press the Up or Down Volume

arrow Press the Auto Dial button (@) Enable/disable the auto dial feature. 33

Place an outgoing call. 43

Adjust volume. 60

Axxess® Model 8690 User Guide – ITP Mode

Display and Menu

The six-line display area of the interface provides basic system information as well as a menu to access more advanced endpoint features. The first two lines of the display contain user and system information. The lower four lines of the display contain menu options that change according to the feature that you are currently using. To select an option on the menu, press the menu button closest to it. If there is only one option on a line, you can press the button on either side. (You can also select the text in the display.)

Because the menu display can only support 16 characters, you may see a few abbreviations. The most commonly used abbreviations are provided in the table below.

ACCT CODE Account Code CNF Conference DEST Destination DIR Directory DND Do-Not-Disturb EXT Extension MSG Message RCL Recall SPKR Speaker SPKRPHN Speakerphone STN SPD Station Speed Dial SYS SPD System Speed Dial TFR Transfer TG Trunk Group (a group of outside lines) TRNK Trunk (an outside line)

FINDING YOUR WAY

Axxess® Model 8690 User Guide – ITP Mode

Unified Communicator Elements

Unified Communicator (UC) is a productivity tool designed to help you manage your communication effectively. UC allows you to interact with the software through personal computers, desktop phones, cell phones, handheld organizers, and speech. With

FINDING YOUR WAY

multiple interfaces, you can access features and functionality, no matter where you are.

The UC elements on the telephone interface consist of the system tray icon in the system tray and the navigation buttons on the telephone interface. Information about these elements appears below. For instructions on how to use UC features and options on your endpoint, see page 81.

System Tray Icon

When the client application is running, the system tray icon appears in the Windows system tray. The system tray is located in the lower-right portion of the taskbar near the clock. If you press the icon, the system tray menu is displayed. For menu options and instructions, see page 30.

The system tray icon represents the current UC status as one of the following: You are not currently logged on to UC.

You are currently logged on to UC and your status is available. You are currently logged on to UC and your status is unavailable.

Navigation Buttons

The navigation buttons on the interface provide access to UC views. Pressing a navigation button highlights the button and displays the asso ciated view. Pressing the button again closes the view. At any time, you can press the navigation buttons to return to the display or dialpad.

•

Unified Communicator: Provides access to advanced UC features (see page 84).

•

Messages: Displays a list of various messages (see page 91).

• Call List: Displays a list of your current calls (see page 91).

•

Call Log: Allows you to view a history of your recent calls (see page 95).

•

Address Book: Allows you to store and manage contact information (see

page 99).

•

Call Routing: Allows you to enable and disable call routing rules (see page 106).

Display or Dialpad

NOTE: The names for the navigation bu ttons may vary slightly depending on the skin

that you are using. The instructions in this user guide assume you are using the default skin (Globe).

Axxess® Model 8690 User Guide – ITP Mode

Interface Skins

You can customize your endpoint’s appearance by selecting a “skin” and applying it to the interface. All skin options include navigation buttons, a display, a dialpad, and feature buttons. Skin options for the interface are shown below.

FINDING YOUR WAY

Facets

Heavy Metal

Retro

Globe

(Default Skin)

Flower Power

To select a skin for the interface:

1. Press the system tray icon (see page 10), then select Options from the menu. The

Options dialog box opens to the Session tab.

2. Press the Appearance tab, then enable the Specify alternate appea ra nce option.

3. Press Browse to navigate to the program fol der where the desired skin is stored,

and select the skin specification file. (The specification file has an .xml file extension.)

4. Press OK.

Axxess® Model 8690 User Guide – ITP Mode

ABOUT THE OPERATING SYSTEM

The operating system on the Model 8690 is a customized version of Microsoft Windows CE .NET V4.2. When you first power up your endpoint, the screen remains blank for approximately 10 seconds. After this period, the Windows CE .NET desktop

FINDING YOUR WAY

appears, followed by the Loading Application Appearance dialog box. This dialog box signals that the telephone application is launching. Once it has launched, t he telephone interface (see page 7) covers the entire desktop except the taskbar.

To minimize the telephone interface and access the desktop area of the screen, press the telephone icon or the Show Desktop icon located on the taskbar, as shown below. When you minimize the interface, you have access to the desktop. To restore the interface, press either icon again.

Telephone Application Icon

The version of Windows CE .NET running on the Model 8690 has been customized specifically for the endpoint. This version is different from Windows PC operating systems and Windows handheld/mobile device operating systems. When using Windows CE .NET, you may notice the following differences:

• The Windows Viewer applications that are included in the operating system do not have the full functionality that their counterparts do on Windows PC operating systems. These applications include Word, Excel, PowerPoint, Media Player, and Internet Explorer.

• A range of applications, tools, and functionality normally included in PC operat ing systems, such as Microsoft Outlook included with Windows CE .NET.

• Some applications will not work with Windows CE .NET. Before running an application, make sure it is compatible with Windows CE .NET.

• Because Windows CE .NET has limited RAM available for executing programs, you may experience much slower processing times than you are accustomed to on your desktop PC.

Taskbar

, administrator tools, fonts, etc., are not

Show Desktop Icon

Axxess® Model 8690 User Guide – ITP Mode

Input Panel

The operating system includes an on-screen keyboard function called the Input Panel. When a feature requires you to enter characters, the Input Panel pops to the front of the screen. To access the Input Panel, press the Input Panel icon ( ) located in the far-right corner of the taskbar. Then select cate the Input Panel by pressing the title bar with the stylus and draggin g it to another area of the screen. To hide the Input Panel, press the Input Panel icon and then press

Hide Input Panel.

If you connect an external keyboard to your endpoint (see page 5), it is recommended that you disable the Input Panel.

To disable the Input Panel:

1. Press Start - Settings - Control Panel.

2. Double-press Input Panel.

3. Disable the Allow applications to change the input panel state option.

4. Press OK.

5. Save the registry (see page 14).

System Memory and Storage

The Model 8690 ships with 128 MB of RAM and 64 MB of flash RAM. The telephone application is pre-loaded on the de vice, and you have a pproximately 5 M B of RAM available for use.

FINDING YOUR WAY

LargeKB (large keyboard). You can relo-

The Model 8690 does not have a built-in hard drive. Storage memory will not survive a reset or an upgrade to the operating system unless the files are stored in the Mounted Volume folder on the endpoint (My Computer\Mounted Volume) or on a host that is accessible from the Model 8690.

Desktop shortcuts and any preferences that have not been saved in the registry (including UC preferences) will be lost if you upgrade the operating system or if the endpoint resets.

You can view the available amount of system memory using the System Properties dialog box. System memory is divided into Storage Memory (see caution above) and Program Memory. Program Memory is used for executing programs.

To view system memory:

1. Press Start - Settings - Control Panel.

2. Double-press System.

3. Select the Memory tab.

NOTE: While using the Memory tab, you can re-assign the system memory. Check

with your network administrator before adjusting this.

Axxess® Model 8690 User Guide – ITP Mode

CAUTION

System Registry

The information stored in the Windows CE .NET registry is not accessible. The registry contains a number of settings and preferences that are saved in two separate locations for backup purposes.

FINDING YOUR WAY

To safeguard registry settings, it is recommended that you save the registry after you make changes to operating system preferences using the Control Panel, and to UC preferences using the system tray menu. If the endpoint loses power during a registry update, the registry will be destroyed. However, the last saved version of the registry can be recovered upon reboot.

Saving the registry takes approximately 60 seconds to complete. To avoid locking up the endpoint, do not make additional changes to your preferences until the “Registry Saved Successfully” dialog box is displayed.

NOTE: Normally , the endpoint should remain powered on at all times. If your system or

network administrator tells you to power off your endpoint, it is recommended that you save the registry first.

To save registry settings:

1. Press Start - Programs - Save Registry.

2. Press Yes to save registry settings.

When the “Registry Saved Successfully” message appears, press

OK.

Operating System Help

A help file is provided with the Windows CE .NET operating system and can be accessed under the Start menu. The information in this file is provided by Microsoft and is limited to Windows CE .NET and the viewer applications that come with the operating system. Because the operating system has been customized, some of the information provided in this file may not apply to your endpoint. See page 37 for more information about accessing the help files created specifically for the telephone and UC.

Axxess® Model 8690 User Guide – ITP Mode

ABOUT VOICE MAIL

Vo ice mail is an application that is part of the Inter-Tel Voice Processor. With the voice mail application, you and other callers can send and receive recorded messages from any digital endpoint, multi-protocol endpoint, or other device on the telephone system. To use voice mail, each user is assigned a voice mailbox, which usually corresponds to a valid extension number. You can, however, have an “unassociated” mailbox that does not correspond to an extension. Unassociated mailboxes are typically used for agents or other personnel who don’t have a permanent office.

With your voice mailbox, you can use personal or system greetings to let callers know if you are out of town, on a call, etc. (see page 51). If a caller reaches your voice mailbox, they can leave a message, hang up, or access the attendant.

In addition, the voice mail administrator can program the name for “group lists” of mailboxes. With these lists, you can send a message to a group of people by entering one number instead of everyone’s individual mailbox number.

NOTE: You cannot cancel unheard (unretrieved) messages that are sent using group

lists (see page 55).

FINDING YOUR WAY

Axxess® Model 8690 User Guide – ITP Mode

WHAT YOU SEE AND HEAR

Your Model 8690 and the telephone system come equipped with many features. To help you understand what everything means, it is rec ommended tha t you read the fol lowing information before you use your endpoint:

FINDING YOUR WAY

• The endpoint has a 640x480 pixel LCD touch screen. To access the elements on the screen, use the stylus that is shipped with the endpoint. When yo u are instructed to “press” an area on the screen, gently tap the appropriate area of the touch screen with the stylus.

• To “right-click” an element on the screen, press and hold the stylus on an icon. A ring of black dots appears indicating a right mouse click, and the “right-click” menu appears.

• If the endpoint remains idle for more than four hours, the backlight on the screen will time out and the screen will go dark (see page 29 to change the default backlight timeout). To “wake” the screen, either lift the handset or touch the screen. The display automatically “wakes” when you make or receive a call.

• To enter letters and numbers when using basic endpoint features, use the dialpad on the interface. To switch to alphanumeric mode from numeric mode, press

Message. If the Message Indicator lamp is lit, you are in alphanumeric mode,

which allows you to enter letters. If the Message Indicator lamp is unlit, you are in numeric mode and can only enter numbers and special characters. When entering letters and numbers, to backspace press ward space, press

• The telephone application’s audio feature has priority over the operating system’s audio feature. For example, if you are running Windows Media Player to play music and your endpoint receives a call, the audio for Media Player is cut off, and audio output switches to the call. When the call ends, audio is switched back to Media Player. You can configure audio properties under Start - Settings - Control Panel -

• If you hear four fast tones or repeating fast tones, you have pressed an invalid button combination, tried to select a restricted line, dialed a restricted or invalid number, dialed too slowly between digits, or waited too long before performing the next step. Hang up and try again.

• Your telephone system may be programmed for one or two dial tones. Systems with two dial tones have one for intercom calls and one for outside calls.

• Many features “time out” if you wait too long before performing the next step. If this happens, you must hang up and start over.

• Off-hook” means that the handset is lifted and “on-hook” indicates that the handset is in the cradle. For example, you must first go “off-hook” to make a call, but you must go “on-hook” to end a call.

Fwd.

Volume & Sounds.

Mute to backspace. To insert a for-

Axxess® Model 8690 User Guide – ITP Mode

GUIDELINES FOR USING THE MODEL 8690 ENDPOINT

It is recommended that you read the following guidelines before using your Model 8690 endpoint:

• Consult your system administrator and your local Inter-Tel servicing company for important information about dialing emergency services from your Model 8690 before you begin using it.

• There can only be one memory card (PCMCIA or CF) inserted when you power on the endpoint. If you use both types of memory cards, remove one card before powering up the endpoint.

• Generally the endpoint should remain powered on at all times. Do not power down the endpoint unless you are instructed to do so by your network administrator. If you are instructed to power down your endpoint, save the registry first (see

page 14). If you do not save the registry, your preferences will be lost when you

power down the endpoint.

• Consult your network administrator before setting options in the Advanced submenu (see page 35). Although you can access these options from the system tray menu, you should not use them unless your network administrator has supplied you with all of the network settings and additional information that are required.

• Periodically, the endpoint checks for software upgrades. When an upgrade is available, the Software Upgrade dialog box opens, and you are prompted to install the upgrade. You must take certain precautions to safeguard data and preferences before performing an upgrade to the operating system. See

page 38 for important information about installing software upgrades.

• To avoid a flash memory conflict, do not make o r receive calls while upgrading the operating system. See page 38 for important information about installi ng software upgrades.

• Because the Model 8690 does not contain a battery, any data and/or files in stor- age memory that are not saved in the Mounted Volume folder will be lost when the device looses power.

• Because the Model 8690 has a limited storage capacity, it is recommended that you save applications and data on a host, such as a desktop PC or a memory card (see page 4) that is accessible from the endpoint. For example, using a 128 MB Compact Flash memory card significantly increases the available storage on the Model 8690. Any data or files saved on the memory card will be saved even if the endpoint loses power or resets.

• Before you begin using UC on your endpoint, note that some options must be changed or implemented from the UC Web Client on your PC (see page 83). You cannot access the UC Web Client URL from your endpoint’s browser.

For additional information about Windows CE .NET, go to www.microsoft.com/windows/embedded/ce.net/default.asp.

FINDING YOUR WAY

Axxess® Model 8690 User Guide – ITP Mode

ENDPOINT BASICS

Before you begin using your endpoint, take a moment to learn how to complete basic tasks such as adjusting the angle of the endpoint, using the speaker and the microphone, and using a headset.

FINDING YOUR WAY

Adjusting Your Endpoint’s Viewing Angle

Your Model 8690 has an adjustable base that allows you to tilt your endpoint to enhance the viewing angle.

To adjust the viewing angle of the endpoint:

1. Position the bottom of the endpoint’s base on a flat surface.

2. Tilt the endpoint to the desired angle.

3. Place the “feet” of the support mechanism in the holes on the base to secure the

position of the endpoint.

Displaying Information on Your Endpoint

Your Model 8690 has two lines of display that contain system and call information, such as the date and time or the outside party’s name/number.

Date, Time, Name, and Extension Number

You can temporarily display the system date and time, your username, and your extension number at any time.

To show the date and time display (while on a call, in DND, etc.):

Press and dial

3 0 0

Outside Party’s Name/Number

If you are currently connected to an outside caller with Caller ID, you can toggle between displaying the caller’s name and number.

To show the outside party’s name:

Press and dial

NOTE: If there is no outside party name available, the display shows CANNOT

ACCESS FEAT URE.

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Axxess® Model 8690 User Guide – ITP Mode

Using the Speakers and Microphone

If you are not using a headset, you can talk handsfree using your speakers and microphone. The microphone has a mute feature, which, when enabled, allows you to hear the other party but they cannot hear you. (This does not put the party on hold.) You can also use the speakerphone for on-hook dialing, call monitoring, and background music.

Mute Button

To mute the microphone:

Press

Mute or the MUTE menu button.

To turn the mute feature off:

Press

Mute or the UNMUTE menu button.

NOTE: The Mute button is also used to backspace when you are using the dialpad to

input letters or numbers.

Group Listen Using the Speaker

With the Group Listen feature, you can transmit a conversation over the speaker while you use the handset or headset to continue speaking. This allows other people to hear the caller while the caller can only hear you.

FINDING YOUR WAY

NOTE: You cannot use this feature on a handsfree call. You must be on a call using

the handset or a headset before entering the feature code.

To turn the group listen feature on or off during a call:

Press and dial . You hear a confirmation tone and the display shows GROUP LISTEN ON or GROUP LISTEN OFF. (The other party will not hear the confirmation tone.)

Axxess® Model 8690 User Guide – ITP Mode

3 1 2

Using the Message Button

In today’s busy world, it’s almost guaranteed that you w ill call someone that is on another call, does not answer, or is in DND. But, with the let the other person know you called.

FINDING YOUR WAY

When you leave a message, you can:

• Have the called party return your call. When the party you called responds to the message indication, a call is automatically placed to your endpoint.

• Leave a message with the called party’s message center, (which can be a person or voice mail). When the party you called responds to the message, a call is

automatically placed to his or her message center instead of your endpoint.

To indicate that a message is waiting, the

Message button and the Message Indicator

lamp flash, and the display shows the number of waiting messages.

Leaving Messages

To leave a station message while on an intercom call: Press Message or the LEAVE

MESSAGE

To leave a voice mail message while on an intercom call: Press

LEAVE MESSAGE menu button and wait for the message center to answer.

To leave a silent message without placing an intercom call:

1. Press Message and then press the LEAVE MESSAGE menu button.

2. Dial the desired extension number and hang up.

To cancel a message that you left at another endpoint:

1. Press Message and then the CANCEL MESSAGE menu button.

2. Dial the extension number of the endpoint where you left the message.

menu button and hang up.

Message button, you can

Message or the

Axxess® Model 8690 User Guide – ITP Mode

Retrieving Messages

To retrieve a message (Message Indicator lamp is flashing):

Lift the handset and press message center that left the message. (See page 2 5 for information about accessing your mailbox.)

To select the message you want to answer first:

1. With the handset in the cradle, press the VIEW MESSAGE menu button to view

the waiting message. If more than one message is waiting, scroll to t he desired message using the arrow) or

2. Press the REPLY menu button to respond to the desired message.

low (down arrow) end of the Volume button.

To cancel a waiting message:

1. Press Message or the VIEW MESSAGE menu button to view the message to be

canceled.

2. Press or the DELETE menu button to cancel the displayed message.

Using a Headset

With an electret headset, you can talk on the endpoint handsfree, without using your speaker and microphone.

FINDING YOUR WAY

Message. A call is automatically placed to the endpoint or

PREVIOUS or NEXT menu buttons or press the high (up

NOTE: If your headset has a power-saver mode, make sure the system administrator

has the Headset Connect Tone flag enabled in the telephone system. If this flag is not enabled, you may miss the first few seconds of incoming calls.

To connect a headset:

1. Insert the headset plug into the headset jack.

2. With the handset in the cradle, dial (Headset On feature code) or

3 1 7

dial (Headset On/Off feature code). The display shows HEADSET MODE ON.

NOTE: If using a headset, press Speaker to connect and disconnect calls.

To disconnect a headset:

1. Unplug the headset cord from the headset jack.

2. With the handset in the cradle, dial (Headset Off feature code) or

3 1 7

dial (Headset On/Off feature code). The display shows HEADSET MODE OFF.

NOTE: If you have both a headset and a handset connected to your endpoint and you

are using the headset, you can quickly transfer audio to the handset by lifting the handset from the cradle. Press Speaker to transfer the call back to the headset before replacing the handset in the cradle.

Axxess® Model 8690 User Guide – ITP Mode

3 1 5

3 1 6

VOICE MAIL BASICS

To begin using your voice mailbox, you need to complete a few basic setup procedures to initialize your mailbox, customize your personal greetings, record your voice mail directory name, and access your mailbox. For additional voice mail options, see

FINDING YOUR WAY

Initializing Your Mailbox

page 62.

NOTE: All of the menu options used for voice mail features are presented a s numeric

entries in the following instructions. You can, however, access these options using the menu selection buttons on the display.

The first thing you should do is initialize your mailbox. This allows you to:

• Change the default password number to a personal password.

• Record a name to identify yourself in the company directory.

• Listen to the voice mail introduction.

To initialize your mailbox:

1. Dial the voice mail extension number. (You hear the main menu.)

NOTE: If you don’t know what the voice mail extension number is, check with your

voice mail administrator.

2. Press to identify yourself as a subscriber.

3. Enter your mailbox number and default password.

NOTE: Your mailbox number is your default password.

4. If you want a password, enter a new password using digits 0-9 (up to 12 digits).

Then press . Voice mail plays back your password. If you do not want to use a password, just press .

5. Press to accept the entry or press to re-enter yo ur password. The sys-

tem prompts you to record your directory name.

6. After the tone, record your first and last name. When finished, press .

7. Do one of the following:

• Press

again to accept the name.

to replay the name you just recorded.

to add to your name.

to erase and re-record your name.

The system then plays a prompt that introduces you to the basic voice mail features. You can skip this introduction by pressing , if desired.

Axxess® Model 8690 User Guide – ITP Mode

Recording Your Personal Greetings

You can store two different personal greetings in your voice mailbox: a primary and an alternate. You can then select which greeting you want played when a caller reaches your voice mailbox. Because the purpose of this greeting is to tell callers why they have reached your voice mailbox, you should include the following information:

• Whether or not you are in the office and where you can be reached

• When you will be returning calls

• For callers who do not wish to leave a message, how to exit voice mail (press

to return to the operator)

The following are some sample greetings to help you plan your message:

• Primary Greeting: Hello, this is __________. I am either on another line or away from my desk and cannot take your call at this time. If you need to speak to someone immediately, please dial zero now. Otherwise, please leave a detailed message, and I will return your call as soon as possible. Thank you.

• Alternate Greeting: Hello, this is __________. I will be away from the office from day/date until day/date. If you need to speak to someone immediately, please dial zero now. Otherwise, please leave a detailed message, and I will return your call when I return. Thank you.

T o change your personal greeting:

1. Access your mailbox as described on page 25.

2. Press to select the Personal Options Menu.

3. Press to record/change your personal greeting.

4. Do one of the following:

• Press to record and/or enable your primary greeting.

• Press to record and/or enable your alternate greeting.

• Press to enable the system default mailbox greeting.

5. If you pressed , continue to the next step.

If you pressed or , the current greeting is played (if one exists). You can then do one of the following:

• Press to accept the greeting.

• Press to replay the greeting.

• Press to add to the greeting.

• Press to erase and re-record the greeting.

• Press to exit without changing your greeting.

6. Hang up.

1 2

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Axxess® Model 8690 User Guide – ITP Mode

Recording Your Voice Mail Directory Name

Your recorded name is used to identify you in the voice mail directory and to verify your mailbox number when messages are addressed to you.

To change your directory name:

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1. Access your mailbox as described on page 25.

2. Press to select the Personal Options Menu.

3. Press . Your current name is played. (Press to replay your recorded

2 1

name.)

4. Press to erase and re-record your name.

5. When you hear a tone, record your first and last name, then press .

6. Do one of the following:

• Press again to accept your recorded name.

• Press to replay your recorded name.

• Press to add to your name.

• Press to erase and re-record your name.

7. Hang up.

Axxess® Model 8690 User Guide – ITP Mode

Accessing Your Mailbox

If you have a message waiting in your mailbox, you must access your voice mailbox to retrieve it.

FINDING YOUR WAY

TIP: Generally, pressing during any voice mail operation will advance you to the

next step. For example, when leaving a voice mail message for another voice mail user, you can press to skip the person’s introductory message and proceed directly to the recording phase. Similarly, while listening to messages, you can press to skip the system-generated voice prompts and proceed directly to the playback phase. You can also press to cancel or return to the previous menu at any menu level.

When you access your mailbox, the system may play one of the following messages:

• Mailbox almost full or full: If your mailbox is full, no new messages can be

received until you delete waiting or saved messages.

• Message count: The system tells you how many messages are waiting to be

heard, if any, and how many are priority messages.

• Remote Messaging: The system will indicate whether primary or alternate

Remote Messaging is selected when the Remote Messaging feature is enabled (see page 65). It will also alert you if a programming error has been detected and/ or if it encountered busy system resources when attempting to place a Remote Messaging call.

To access your mailbox:

1. Dial the voice mail extension number. (You hear the main menu.)

2. During or after the greeting, press to identify yourself as a subscriber.

3. Enter your mailbox number and your personal password (if prog rammed). Then

press .

NOTE: If you do not have a password, press . See page 62 for information on

programming passwords.

Axxess® Model 8690 User Guide – ITP Mode

FINDING YOUR WAY

Axxess® Model 8690 User Guide – ITP Mode

Getting Started

SECTION CONTENTS PAGE

Introduction. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 28

Calibrating the Screen . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 28

Setting Backlight Options . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 29

Configuring VLAN Ports. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 30

Using the System Tray Menu. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 31

Setting Options. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .31

Adding a .NET Passport. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .35

Using Advanced Options . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .35

Using Help . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .37

Installing Software Upgrades. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 38

Making and Receiving Calls. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 40

Intercom Calls . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .40

Outside Calls . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .43

Emergency Calls . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .44

Call Waiting . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .44

Placing Calls On Hold. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 45

Placing Conference Calls . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 46

Transferring Calls . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 47

To Another Extension. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .47

To Voice Mail . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .47

To an Outside Number. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .47

Using Reverse Transfer . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 48

Forwarding Calls. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 48

Manual Call Forwarding . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .49

System Forwarding . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .50

Redirect Call. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .50

Redialing a Number . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 51

Using Voice Mail Messages . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 51

Listening to Messages . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .51

Undeleting Messages. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .53

Sending Messages. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .54

Canceling Unheard Messages. . . . . . . . . . . . . . . . . . . . . . . . . . . . . .55

Using Do-Not-Disturb Mode. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 56

GETTING STARTED

Axxess® Model 8690 User Guide – ITP Mode

GETTING STARTED

INTRODUCTION

Now that you know what your Model 8690 can do, it’s time to start using it. In this section, you’ll learn how to set system tray menu options, install software upgrades, and use basic endpoint and voice mail features. Most of the features in this section do not require the endpoint to be logged on to UC. For instructions on how to use UC advanced features on your endpoint, see page 81.

For additional information about client application and operating system options and settings, see the Model 8690 Administrator’s Guide.

CALIBRATING THE SCREEN

Before using the touch screen, it is important to calibrate it. Calibration ensures the display interprets the stylus presses accurately. These settings are stored in the Windows CE .NET registry and may need to be configured again if the registry is lost or reset.

To test and calibrate the screen:

1. Press Start - Settings - Control Panel.

2. Double-press Stylus.

3. Test your settings using the icons on the Double-Tap tab.

4. If the screen does not respond to your presses properly, press the Calibration tab.

5. Press Recalibrate.

6. Press and hold the stylus on the center of the target in every position on the

screen.

7. T ap the screen to save the settings in the registry.

8. Press OK.

Axxess® Model 8690 User Guide – ITP Mode

SETTING BACKLIGHT OPTIONS

To save power and extend the l ife of the display, you can set an option that will automatically shut off the display’s backlight. When the endpoint remains inactive for the specified amount of time, the display automatically goes into “sleep” mode and the screen goes dark. To “wake” the screen, either lift the handset or touch the screen. An incoming call or input from an external mouse or keyboard will also “wake” the screen.

The default backlight timeout is four hours. You can select a different backlight timeout as explained below.

NOTE: UC Message alerts (see page 106) and status alerts (see page 107) do not

“wake” the screen, however software upgrade prompts (see page 38) do.

To change the default value for the backlight timeout:

1. Press Start - Settings - Control Panel.

2. Double-press Display.

3. Select the Backlight tab.

4. Select the Automatically turn off backlight while on external power option.

5. Select the amount of time you want the endpoint to remain idle before the back -

light turns off. Timeout choices include:

• 1 minute

• 2 minutes

• 5 minutes

• 10 minutes

• 15 minutes

• 30 minutes

• 1 hour

• 4 hours

6. Press OK.

GETTING STARTED

Axxess® Model 8690 User Guide – ITP Mode

GETTING STARTED

CONFIGURING VLAN PORTS

To improve voice quality and security, your network administrator may place your endpoint in a Virtual Local Area Network (VLAN).

A VLAN is a network of computers that behave as if they are connected to the same wire, even though they may be physically located on different segments of a LAN. VLANs minimize congestion on the network because they allow voice and data to be routed more efficiently. If your endpoint resides on a VLAN, your network administrator may instruct you to program the VLAN ID for the ports.

NOTE: Do not configure the VLAN ID for your endpoint unless instructed to do so by

your network administrator.

To configure VLAN IDs for the ports:

1. Press Start - Settings - Control Panel.

2. Double-press Network and Dial-up Connections.

3. Double-press AUMAC1. The 'AU1x00 Ethernet Controller' Settings dialog box

opens as shown above.

4. Select the VLAN tab.

5. Select the VLAN ID number (supplied by your network administrator) for the

Phone Port and the Downlink Ports using the associated scroll buttons.

6. Press OK.

7. Save the registry (see page 14).

Axxess® Model 8690 User Guide – ITP Mode

USING THE SYSTEM TRAY MENU

To access the system tray menu, press the system tray icon (see page 10) to display the menu. Menu-accessible options are discussed throughout this section.

Setting Options

The system tray menu provides access to the Options dialog box, which allows you to set options for your client application. The Options dialog box contains the Session, Appearance, Behavior, Advanced and About tabs. These tabs have options you can set and information about the endpoint.

The following instructions explain how to set the available options in the Options dialog box. Some of these settings require information you must obtain from your network administrator. To open the Options dialog box, press the system tray icon, then select

Options from the menu. The Options dialog box opens to the Session tab.

Session Tab

To set or edit options on the Session tab:

1. Enter the Web Address that you use to access UC.

2. Enter your account Username. (This is the same username that you use to l og on

to UC on your desktop PC.)

3. Enter your account Password. (This is the same password that you use to log on

to UC on your desktop PC.)

4. Enable the Automatically log on option if you would like UC to launch without

having to enter the Web address, username, and password information. If this option is enabled, the application will not prompt you for Web address,

username and password information, unless you have not already provided it or the logon fails.

GETTING STARTED

NOTE: Enabling the Automatically log on option will not automatically launch

UC. See page 82 for instructions on how to log on to UC.

Press OK in the upper-right corner of the Options d ialog b ox or select an other t ab

to edit.

NOTE: Check with your network administrator before changing these fields.

Axxess® Model 8690 User Guide – ITP Mode

GETTING STARTED

Appearances Tab

To set or edit options on the Appearance tab:

1. Select Specify alternate appearance to change the default skin (see page 11).

2. Select the UC functions where you would like to use l arge icons. You may want

to use large icons so that screen items are easier to read. However, less information will be displayed. Options include:

• Search Results (see page 85)

• Messages (see page 90)

• Call List (see page 91)

• Call Log (see page 95)

• Address Book (see page 99)

• Call Routing (see page 106)

3. Press OK in the upper-right corner of the Options d ialog b ox or select an other t ab

to edit.

Behavior Tab

To set or edit options on the Behavior tab:

1. If desired, change the endpoint’s ring from the default:

a. Enable b. Press

c. Press

2. Enable or disable the option for the client application to b e displayed using the

Display window when field. Select from the following options:

• Phone goes off-hook (when you lift the handset or press

• Incoming call received (when your endpoint receives a call)

3. Enable or disable the option to display alert messages using the Show alerts when

to specific events. Select from the following options:

• I receive a new message

• The status of a contact in my speed-dial list changes

• I receive a new call

Specify custom ring.

Browse to navigate to the folder where .wav files are stored. Select

from a list of .wav files you want to use. The .wav files must be in the following format: PCM 11.025 kHz, 8 Bit, Mono.

OK.

Speaker)

field. An “alert” is a system tray popup window that draws your attention

NOTE: Alerts are only shown when you are logged on to UC.

Enable or disable the Flash message lamp for new messages option.

5. Press OK in the upper-right corner of the Options d ialog b ox or select an other t ab

to edit.

Axxess® Model 8690 User Guide – ITP Mode

Advanced Tab

To set or edit options on the Advanced tab:

1. Enable or disable the Auto Dial option. If you enable this option, you must pro-

vide a telephone number. When Auto Dial is enabled, the lighted. Pressing the

@ symbol quickly enables/disables the Auto Dial option.

When Auto Dial is enabled, picking up the handset dials the number you chose for the Auto Dial option.

NOTE: Typically, you would enter the extension of the Unified Communicator

telephone client (or an attendant) in this field. When the endpoint auto dials the UC telephone client, you can use the UC Voice User Interface (VUI) to issue voice commands such as, “Call Bob Smith” to make calls. Check with your network administrator to obtain your system’s telephone client number. You must enable the auto-logon option (using the Web Client - My Account link - Advanced tab options) to use the Auto Dial option to dial the Unified Communicator telephone client.

2. Enter the number for the Backup Number option.

NOTE: Th is field allows you to specify a backup telephone numbe r that the end-

point will automatically dial when you go off hook if the Windows CE .NET subsystem is down. Typically, you would enter a telephone number (such as the attendant’s) in this field. If “0” is not the number you use to reach an attendant or operator, then provide the number here. Check with your network administrator to obtain your system’s backup number .

3. Enter the maximum amount of disk space in KB that you want to allocate for

endpoint diagnostic files on the Windows CE .NET subsystem. By default, this is 200 KB, but is limited by the amount of available RAM on the endpoint.

@ symbol is high-

GETTING STARTED

NOTE: Check with your network administrator before changing this fie ld. If this

field value is set too high, the endpoint may run out of available memory.

Axxess® Model 8690 User Guide – ITP Mode

4. Enable or disable the following options:

• Log to file: Diagnostics are logged to a file stored in the My Computer

folder on the endpoint. This option is ON by default.

NOTE: This file is stored in an area of the file system that will be lost if you

reset the endpoint. If you are asked to provide this file to technical support, either copy the file off of the device, or copy the file to the Mounted Volume folder (My Computer\Mounted Volume) before resetting the endpoint.

• Log to telephone syste m: Diagnostics are logged to a location on the tele-

phone system. This option is OFF by default.

• Log extended information: Additional diagnostic information is logged.

This option is usually only enabled when a network administrator need s to troubleshoot endpoint issues. Enabling this option may affect client application performance.

GETTING STARTED

NOTE: Check with your network administrator before changing these fields.

5. Press OK in the upper-right corner of the Options dialog box to save and apply

your selections.

About Tab

The About tab contains read-only and copyright information about your endpoint. This information includes:

• Model number (Model 8690)

• User Interface Version

• Firmware Version

• Operating System Version

Axxess® Model 8690 User Guide – ITP Mode

Adding a .NET Passport

NOTE: This option is only available when you are logged on to UC.

Microsoft Passport is a “universal login” service that allows users to log in to many Web sites using one account. Working with .NET Messenger service, passport holders can also send messages online or through the telephone system if it is configured to handle calls from this type of endpoint. Ask your network administrator if y our endpoint system is configured to handle .NET Messenger calls..

At the time of this publication, Microsoft had disabled connectivity to the MSN network for third-party products like Unified Communicator, in preparation for a licensing model which had not yet been disclosed. Currently, the .NET Passport dialog box allows you to enter information, but the functionality has been dis- abled. When Inter-Tel is able to determine licensing requirements (if any) and how that will affect the future functionality of this product, the documentation will be updated accordingly.

To add passport information:

1. Press the system tray icon, then select Passport from the menu.

2. Enter your .NET passport Username and Password in the fields provided.

3. Enable Handle passport calls.

4. Press OK.

GETTING STARTED

NOTICE

Using Advanced Options

This section details how to use the advanced options available on your client application. Instructions for advanced options are located in the Model 8690 Administrator’s Guide (part no. 550.8120) and the IP Devices Installation Manual (835.2195). It is strongly recommended that you check with your network administrato r before using advanced options.

Consult your network administrator before setting options on the Advanced submenu. Although you can access these options from the sy stem tray menu, you should not use them unless your network administrator has supplied you with all of the network settings and additional information that are required.

Axxess® Model 8690 User Guide – ITP Mode

CAUTION

GETTING STARTED

Auto Upgrade and Pending Upgrades

Although your endpoint automatically checks for upgrades, you can run the Auto Upgrade feature using the Advanced option on the system tray me nu. If there are no new upgrades available, you will not be notified, and your endpoint will function normally. If there is an upgrade available, the Software Upgrade dialog box opens, and you are prompted to install the upgrade. You can choose to install the upgrade immediately by pressing

To run the Auto Upgrade feature:

1. Press the system tray icon, then select Advanced – Auto Upgrade – Check for New Versions

2. Press OK to allow the system to search for software upgrades. You are not

informed if upgrades are not available.

In addition to running the Auto Upgrade feature, you can view, install, or cancel pending upgrades using the Advanced options.

To view and install pending upgrades:

1. Press the system tray icon, then select Advanced – Auto Upgrade – Pending Upgrades

the following:

• Firmware

• Phone Application

• Operating System

NOTE: The Upgrade Now option indicates a pending software upgrade.

OK or set a reminder to install it later (see page 40).

. The upgrade search dialog box opens.

. The Pending Upgrades dialog box opens and displays the status for

2. Press Upgrade Now next to the upgrade you want to install. There is one button

for each upgrade type.

3. When the Software Upgrade dialog box opens, press OK to install the upgrade.

To cancel pending upgrades:

1. Press the system tray icon, then select Advanced – Auto Upgrade – Pending Upgrades

. The Pending Upgrades dialog box opens and displays the status for

the following:

• Firmware

• Phone Application

• Operating System

2. Press Cancel n ext to the upgrade t hat you want to cancel. There is one but ton for

each upgrade type.

3. Press OK.

Axxess® Model 8690 User Guide – ITP Mode

Station Password

NOTE: This option is only available when you are logged on to UC.

The station password allows you to quickly add your endpoint as a device to UC.

To set the station password:

1. Press the system tray icon, then select Advanced – Set Station Password.

2. Enter your old password.

3. Enter a new password.

4. Enter the new password again to confirm it.

5. Press OK.

Default Configuration

The Default Configuration option restores t he endpoint configuration to its defau lt state. When this option is selected, your network administrator will need to reconfigure the network settings on your endpoint if they differ from the default. In addition, you will need to re-enter your UC login information on the Session tab of the Options dialog box, as indicated in the following instructions.

NOTE: Do not sel ect the Default Configuration option unless you are instructed to do

so by your network administrator.

GETTING STARTED

Self Test

The Self Test option is used as a diagnostics tool by your network administrator. The self test can help determine if the endpoint is operating properly.

NOTE: Do not select the Self Test option unless you are instructed to do so by your

network administrator.

Setup Wizard

The first time your network administrator runs the client application on your Model 8690, the setup wizard automatically launches. Once the endpoint setup is complete, the wizard will not run again unless you default the endpoint.

NOTE: Do not select the Setup Wizard option unless you are instructed to do so by

your network administrator.

Using Help

The system tray menu includes a Help option for access to telephone and UC user information. Pressing of the help file for assistance.

Axxess® Model 8690 User Guide – ITP Mode

Help opens the online help file. Navigate to the appropriate area

GETTING STARTED

INSTALLING SOFTWARE UPGRADES

Periodically, your endpoint automatically checks for the following upgrades:

• Firmware: You are notified that the upgrade is starting, and the client application

continues to run. You can monitor the progress of the upgrade on the six-line display. When the upgrade is complete, the endpoint resets.

• Phone Application: The client application exits and the upgrade application

launches. The upgrade application downloads the new version of the client application from the TFTP server, and you can monitor the download progress. When the download completes, the upgrade application launches the Windows CE .NET installation mechanism and installs the new client application version. At this point, you are prompted for where you would like to install the new files (t he default is \\Mounted Volume\8690 Phone). Press tion. Press the upgrade is complete. The upgrade application launches the new version of the client application and then exits.

Do not press Cancel when the installation dialog box prompts you where you would like to install the new files. At this point the previous client application has been deleted and if you cancel the upgrade, you will need to contact your network administrator to manually reinstall the client application. Also, do not change the default location (\\Mounted Volume\8690 Phone) specified in the installation di alog box. The client application must be installed in the Mounted Volume folder to survive a reset or an upgrade to the operating system.

Yes when prompted to overwrite existing files. You are notified when

CAUTION

OK to continue with the installa-

Axxess® Model 8690 User Guide – ITP Mode

• Operating System: The client application exits, and the upgrade application

launches. An upgrade of the operating system takes approximately 30 minutes to complete.

CAUTION

It is imperative that you do not interrupt the operating system upgrade process before it completes. If you attempt to use the endpoint during an upgrade you may render it inoperable. To replace the operating system your administrator will need to send the endpoint back to Inter -Tel for repair.

The upgrade application erases the existing version of the operating system from the persistent memory. Upon completion, the upgrade application downloads the new version of the operating system from the TFTP server. As the new version of the operating system is downloaded, it is simultaneously written to persistent memory, and you can monitor the progress. When the download and installation completes, you are notified and the endpoint resets. The registry settings are lost when the operating system is upgraded. This means that certain client application settings stored in the registry are lost as well. These include the session and diagnostic options.

CAUTION

Desktop shortcuts, and any preferences that have not been saved in the registry (including UC preferences) will be lost if you upgrade the operating system or if the endpoint resets. Do not attempt to use the endpoint while an upgrade is in progress or the endpoint may be rendered unusable.

GETTING STARTED

Axxess® Model 8690 User Guide – ITP Mode

GETTING STARTED

When an upgrade is available, the Software Upgrade dialog box opens, and you are prompted to install the upgrade. To install the upgrade immediately, press install the upgrade later, you can set a reminder (see instructions below). When the reminder timer has expired, the Software Upgrade dialog box automatically prompts you to install the pending upgrade.

To set a reminder to install an upgrade:

1. On the Software Upgrade dialog box, set the reminder timer using the drop-down

box. Your options are:

1 hour

•

• 1 day

• 3 days

Press Remind Me Later. When the specified time has elapsed, the Software

Upgrade dialog box opens, and you are prompted to install the pending upgrade.

The Auto Upgrade option (see page 36) on the Ad vanced submenu allows you to search for new software versions, and access pending upgrades.

MAKING AND RECEIVING CALLS

Making and receiving calls is the basic purpose of any endpoint. With your endpoint, you can make/receive intercom and outside calls and make emergency calls.

CAUTION

Consult your system administrator and your local Inter-Tel servicing company for important information about dialing emergency services from your Model 8690 before you begin using it.

OK. To

Intercom Calls

Your extension number allows other people to place intercom calls to you, without dialing any extra codes. And, because every endpoint in your system is assigned an extension number, you can call other people in your system quickly and easily.

NOTE: Ask your system administrator for a list of extensions.

Axxess® Model 8690 User Guide – ITP Mode

Placing Intercom Calls

To place an intercom call:

1. With or without the handset lifted, dial an extension number.

2. If your call goes through handsfree to an endpoint’s speaker, speak after you hear

a double tone. If you hear continuous ringing, wait for the call to be answered.

The system allows you to place a non-handsfree call that will override handsfree mode on the extension you are calling. If you choose to use the Ring Intercom Always feature to always send non-handsfree calls, the called party must pick up the handset to answer the call.

To place a non-handsfree call that will ring at the other endpoint until answered:

Press before dialing the extension numb er.

GETTING STARTED

NOTE: Dialing before the extension number forces the called extension to ring

and overrides the handsfree option.

To program your endpoint to always send non-handsfree calls using the Ring Intercom Always feature:

7 7

With the handset in the cradle, dial . The current status is shown.

If there is no answer or if the endpoint is busy when you place an intercom call, you can do any of the following:

• To leave a station message: Press

Message or the LEAVE MESSAGE menu but-

ton and then hang up.

• To leave a voice mail message: Press

Message or the LEAVE VOICE MAIL menu

button and wait for the message center to answer. (See page 51 for more message options.)

NOTE: This option is only available if the called endpoint has a voice mailbox.

• To camp onto a busy extension: Stay on the line and wait for the endpoint to become available. Do not hang up. After the system timer expires, you hear music until the endpoint is available.

NOTE: You cannot camp on to an endpoint if it is in DND mode.

• To request a callback (queue on to the endpoint): Press and hang up. W hen

the endpoint is available, your endpoint rings. (To cancel the queue request before the callback, press

Axxess® Model 8690 User Guide – ITP Mode

GETTING STARTED

Receiving Intercom Calls

Your endpoint can receive both intercom and non-handsfree intercom calls. If the handsfree feature is enabled on your endpoint, intercom calls are automatically answered. Non-handsfree intercom calls (see page 41) override the handsfree option.

If your handsfree feature is disabled, or if you receive a non-handsfree intercom call, you must pick up the handset or press the

When you use Unified Communicator to route incoming calls to your endpoint, calls will always ring the endpoint, even if you have chosen to use the handsfree feature. Without this initial ring, your endpoint would terminate the routing of the call, potentially preventing you from receiving the call on a cell phone or other device while you are away from your desk.

To enable or disable your endpoint’s handsfree answering feature:

With the handset in the cradle, dial

To receive an intercom call:

If the handsfree feature is enabled, the call is automatically answered. If the handsfree feature is disabled, either press the

or lift the handset for privacy.

To receive a non-handsfree intercom call:

EITHER, Press the

Answer.

OR, Lift the handset for privacy.

NOTE: You must lift the handset if the caller has the Ring Interco m Always feature

(377) enabled.

Answer button to answer the call.

3 1 9

Answer button to answer the call,

Instead of answering a ringing call, you can press one of the following menu buttons:

• SEND TO V-MAIL

: Sends the call directly to your voice mailbox. You will not

see this option if you do not have a mailbox.

• IC CALL TO DND

: Places your endpoint in DND mode and blocks the call.

(See page 56 for more information about DND mode.)

• SEND TO DEST

: Redirects the call to the intercom or outside number that you

enter. (See page 50 fo r more information about the Redirect Call feature.)

Axxess® Model 8690 User Guide – ITP Mode

Outside Calls

With outside calls, you can talk to people who aren’t members of your telephone system. When you make an outside call, however, you must dial any area codes or long distance digits that your telephone company requires.

Placing Outside Calls

To place an outside call:

1. With or without the handset lifted, press Outgoing or the OUTGOING menu but-

ton.

2. Dial the desired number.

NOTE: If you see a request for an account code and hear a single beep, you must

dial an account code before you can place your call (see page 71).

Depending on how your system is programmed, you may be able to use one of the following methods to select an outgoing line, instead of pressing the ton:

• Dial the Outgoing Call access code (default is ).

• Dial a Select Line Group access code (defaults are 92001-92208).

• Dial the Automatic Route Selection (ARS) access code (default is 92000).

NOTE: Check with your system administrator to see if your system uses cu stom-

ized feature/access codes, or if the auto dial feature (see page 33) allows you to dial out directly.

GETTING STARTED

Outgoing but-

To request a callback (queue on to the line) if all outgoing lines ar e busy when you try to call out:

When you hear busy signals, press and hang up. When the line is available, your endpoint rings.

To cancel the queue request before your endpoint rings:

Press

When dialing the number, you can press one of the following menu buttons:

• OUTSIDE DIR: Selects the speed-dial directory. (See page 72.)

• STN SPEED DIAL: Selects the Station Speed-Dial feature. (See page 67.)

• SYS SPEED DIAL: Selects the System Speed-Dial feature. (See page 68.)

• REDIAL: Redials the last outside number you dialed. (See page 51.)

Axxess® Model 8690 User Guide – ITP Mode

GETTING STARTED

Receiving Outside Calls

To receive an outside call:

EITHER, Lift the handset. OR, Press

Instead of answering a ringing call, you can press one of the following menu buttons:

• SEND TO V-MAIL

• SEND TO DEST

Answer or the ANSWER menu button.

not available if you do not have a mailbox.

entered. (See page 50 for more information about the Redirect Call feature.)

Emergency Calls

With the Axxess system, you do not have to access an outside line (press the Outgo-

ing

menu button ) to dial an emergency number.

To make an emergency call:

9 1 1

Dial

Consult your system administrator and your local Inter-Tel servicing company for important information about dialing emergency services from your Model 8690 before you begin using it.

: Sends the call directly to your voice mailbox. This option is

: Redirects the call to the intercom or outside number that you

. A call is automatically placed to the preset emergency number.

CAUTION

Call Waiting

If you receive a call while you are already on another call, you will hear a “call waiting” tone.

To respond to a waiting call (you hear a single tone):

End your current call, place it on hold, and/or use one of the following menu buttons:

• ANSWER: Answers the ringing call. If you did not place the current call on

• SEND TO V-MAIL: Sends the call directly to your voice mailbox withou t inter-

• IC CALL TO DND: Places your endpoint in DND mode and blocks the call

hold, it is disconnected.

rupting the current call. (You will not see this option if you do not have a mailbox.)

without interrupting the current call. (See page 56 for more information about DND mode.)

Axxess® Model 8690 User Guide – ITP Mode

PLACING CALLS ON HOLD

You can place calls on hold in one of two ways: individual or system.

• Individual Hold places the call on hold at one endpoint. It can then be directly picked up at that endpoint or it can be picked up at another endpoint using the Call Pickup (Reverse Transfer) feature (see page 48).

• System Hold places the call on hold in the system. You can then pick up the call at any endpoint that has a flashing button for the call, including the endpoint that placed it on hold.

NOTE: You cannot place intercom calls on system hold.

To place a call on Individual Hold:

1. Press Hold.

2. Hang up or place another call.

To place an outside call on System Hold:

1. Press and dial .

2. Hang up or place another call.

To return to a call that is on hold:

Lift the handset and press

3 3 5

Hold.

GETTING STARTED

Axxess® Model 8690 User Guide – ITP Mode

GETTING STARTED

PLACING CONFERENCE CALLS

With the Conference feature, you can establish a conference call with up to three intercom and/or outside parties (four, including you).

To place a conference call:

1. While on the first call, press the CNF menu button to put the call on hold.

2. Place another intercom or outside call.

3. Press the CNF menu button to place the call on hold. (If necessary, repeat steps 2

and 3 to add another caller to the conference.)

4. Press the CONNECT TO CONFERENCE menu button to join all of the calls

together in the conference.

During the conference call, you can do the following:

• To place the conference on hold: Press the conference on hold without disconnecting the parties. To return to the conference, press the

• To drop out of the conference: Press the removes your endpoint from the conference, but leaves the other parties connected.

• To add parties to the conference:

a. Press the ADD PARTY menu button. Th is leaves the conference parties con-

b. Place a call to the party to be added to the conference. c. Press the CNF menu button o nce, and then press CONNECT TO CONFER-

• To end the conference and place all parties on individual hold: Press the menu button and then press the HOLD menu button to place all of the parties on individual hold. You can then speak to one party at a time by pressing the menu button.

• To mute your microphone: Press the phone on or off during the conference. If mute is enabled, you can hear the conferenced parties, but they cannot hear you.

• To transfer the conference to another extension or to voice mail: Press the

TRANSFER CNF menu button and dial the d esired extension number. Then hang

up when you are ready to complete the transfer.

CNF menu button.

nected.

ENCE

. You and the new party are added to the conference.

HOLD menu button. This places the

CNF menu button and hang up. This

CNF

HOLD

MUTE menu button. This turns your micro -

Axxess® Model 8690 User Guide – ITP Mode

TRANSFERRING CALLS

Although transferring calls is considered a basic function of an endpoint, the Model 8690 has many advanced options for this feature. With your endpoint, you can transfer a call to another extension, voice mail, or even an outside line.

To Another Extension

1. EITHER, Press the TRANSFER menu button.

OR, Press the other endpoint.

2. Dial the desired extension number or press the IC DIRECTORY menu button to

look up the number. To transfer to your message center, press the

3. Wait for an answer, announce the call, and then hang up.

If the number is busy, there is no answer, or the transfer is refused, press to return to the caller.

NOTE: If you are receiving a transferred call and the Transfer-To-Connect option is

enabled for your endpoint, you are automatically connected to the transferred caller once the transferring party hangs up. If this option is disabled, you must press Answer or lift the handset to answer the transferred call.

TRANSFER TO HOLD menu button to place the call on hold at the

To Voice Mail

1. Press the TRANSFER menu button.

2. Press the VOICE MAIL menu button.

3. EITHER, Dial the desired mailbox number and hang up.

OR, Hang up to send the call to the voice mail menu (so that the caller can select the mailbox number).

GETTING STARTED

MESSAGE CENTER menu button.

Answer

To an Outside Number

1. Press the TRANSFER menu button.

2. Select an outgoing line by pressing the OUTSIDE PHONE menu button.

3. Dial the desired telephone number.

4. Wait for an answer, announce the call, and then hang up.

If the number is busy, there is no answer, or the transfer is refused, press the flashing button to return to the caller.

Axxess® Model 8690 User Guide – ITP Mode

USING REVERSE TRANSFER

The Reverse Transfer (Call Pick Up) feature allows you to answer a call that is ringing or holding at another endpoint. For example, if you are away from your work station and you are aware that a party is holding for you at your extension, you can pick up the call from any extension using the Reverse Transfer (Call Pick Up) feature.

To answer a call ringing or holding at another endpoint:

1. Lift the handset and dial .

2. Dial the extension or hunt group number (see page 77) where the call is ringing

or holding. The call is transferred to the endpoint you are using, and you are connected to the caller.

NOTE: If the Group Call Pickup feature is enabled, you can pick up a call ringing at

any station in a hunt group by dialing the hunt group’s extension number.

GETTING STARTED

FORWARDING CALLS

With the Forwarding feature, you can have calls follow you (e.g., forwarded to a cell phone), or you can redirect calls to a voice mail or other extension. For greater flexibility with status changes and call forwarding, use the composite status (see page 84) and call routing features (see page 106) provided in Unified Communicator instead of DND and device forwarding.

NOTE: The Fwd button is also used to inse rt a space when you are using the dialpad

to input letters or numbers.

Axxess® Model 8690 User Guide – ITP Mode

Manual Call Forwarding

Manual call forwarding allows you to send incoming calls to another extension number. You can even forward calls to outside nu mbers, if your endpoint i s programmed to allow this.

To forward calls:

1. Press Fwd.

2. Select one of the following menu buttons:

•

ALL: All incoming calls are forwarded without ringing at your endpoint.

• NO ANSWER: All incoming calls are forwarded if they are not answered

before a timer expires.

NOTE: Only the installer or system administrator can adjust this timer.

• BUSY: When your endpoint is busy, all incoming calls are forwarded without

ringing at your endpoint.

•

NO ANSWER/BUSY: All incoming calls are forwarded if your endpo int is

busy or if you do not answer, as described above.

3. Do one of the following:

• To forward to an outside telephone number:

— Press the — Dial a telephone number or press the

look up and select a number. (See page 72 for more information on directories.)

• To forward to an extension number: Dial the extension number. OR, press

the

IC DIRECTORY menu button to look up and select a number.

• To forward to your voice mailbox: Press the

• To forward to your message center: Press the

button.

To cancel any call forward request:

1. Press Fwd.

2. Press the FWD OFF menu button.

OUTSIDE CALL menu button.

GETTING STARTED

OUTSIDE DIR menu button to

VOICE MAIL menu button.

MESSAGE CENTER menu

Axxess® Model 8690 User Guide – ITP Mode

System Forwarding

System Forwarding allows the system to automatically route calls based on the type of call and the status of your telephone. Although you cannot program the path of a system forward, you can enable or disable this feature on your endpoint.

To enable or disable System Forwarding:

3 5 4

Dial .

NOTE: Manual forwarding overrides System Forwarding.

Redirect Call

The Redirect Call feature allows you to forward any call that is ringing on your endpoint without having to answer the call.

GETTING STARTED

NOTE: You cannot redirect calls to an extension that is in DND or to a restricted ou t-

side number.

To redirect a call to an extension number:

1. EITHER, Press and dial .

OR, Press the

2. Dial the extension number or press the IC DIRECTORY menu button to look up

SEND TO DEST menu button.

3 3 1

and select a number.

To redirect a call to an outside telephone number:

1. EITHER, Press and dial .

OR, Press the

2. EITHER, Press the OUTSIDE CALL menu button and enter the telephone number.

SEND TO DEST menu button.

3 3 1

OR, Use a speed-dial number (see page 67).

3. Press .

Axxess® Model 8690 User Guide – ITP Mode

REDIALING A NUMBER

The Redial feature allows you to quickly redial the last outside number you dialed. Although most phones redial the last number dialed, your system administrator can program your endpoint to redial the last number saved. For UC redial options, see

page 89.

To use the Last Number Dialed feature (if enabled):

With or without the handset lifted, press the the

REDIAL menu button. The number is dialed.

To use the Last Number Saved feature (if enabled):

• To save the last number dialed: While the endpoint is idle or while listening to intercom dial tone, press the

REDIAL menu button.

• To redial the saved number: Press the

REDIAL menu button. The number is dialed. If there is no redial number avail-

able, the display shows NO NUMBER TO DIAL.

USING VOICE MAIL MESSAGES

Once you’ve accessed your mailbox, the system will tell you how many new and saved messages you have. You can then listen to messages, delete messages, save messages, etc.

Listening to Messages

To listen to messages:

1. Access your mailbox as described on page 25.

2. EITHER, Press to listen to your new messages.

OR, Press to listen to your saved messages.

3. While you are listening to a message, you can use the following options:

• Press

• Press to back up.

• Press to pause. Then press any button to continue.

• Press to skip ahead.

• Press to lower the volume.

• Press to play the message envelope.

• Press to raise the volume.

• Press to save the new message in your mailbox.

• Press to delete the message from your mailbox.

to skip to the end of the recording.

GETTING STARTED

OUTSIDE CALL menu button and then

OUTSIDE CALL menu button and then the

Axxess® Model 8690 User Guide – ITP Mode

GETTING STARTED

4. When the message has finished playing, you have the following options:

• Press to replay the message from the beginning.

• Press to reply to the message. You have the following options:

— Press to leave a voice mail message for the caller.

If the caller had a mailbox number, it will ask you to verify the destination by pressing .

If the number was not associated with a mailbox , it will ask you to enter a mailbox number.

If the message was from an outside caller, you cannot leave a voice mail message.

— Press to make a return call. Your call will be transferred automati-

cally to the caller’s extension or telephone number, if available. If the extension number is not available, you will have the option of

leaving a voice mail message. If the telephone number is not available, you cannot reply to the mes-

sage.

• Press to forward a copy of the message to another subscriber. If you

want to include an introduction, press . If not, press to forward the

message without additional comments.

• Press to listen to the previous message.

• Press to play the introductory message envelope (see page 63 for infor-

mation on envelope options).

• Press to listen to the next message.

• Press to save the new message in your mailbox.

• Press to delete the message from your mailbox.

5. Hang up.

Axxess® Model 8690 User Guide – ITP Mode

Undeleting Messages

If you accidently delete a voice mail message, you can retrieve it within a specific time frame (programmed by your voice mail administrator). Any retrieved messages are then restored to your saved-message queue. Messages that are not undeleted within the programmed time (up to 24 hours) are automatically erased.

To recover deleted messages:

1. Access your mailbox as described on page 25.

2. Press for Message Options.

3. Press to access undelete options. Your options are:

• Press to listen to your deleted messages and choose which ones to

• Press to recover all of your deleted messages and store them as saved

• Press to erase all of your deleted messages.

4. Hang up.

delete or recover. After each message you can: — Press to replay the message. — Press to reply to the message. — Press to forward the message to another mailbox. — Press to listen to the previous message. — Press to play the message envelope. — Press to listen to the next message. — Press to recover the message. — Press to purge the message from your mailbox.

messages.

GETTING STARTED

Axxess® Model 8690 User Guide – ITP Mode

GETTING STARTED

Sending Messages

To send a voice mail message:

1. Access your mailbox as described on page 25.

2. Press .

3. Dial the desired mailbox number or group list number.

4. Press to accept the subscriber’s name.

5. Record your message after the tone. While recording, you have the following

options:

• Press to pause while recording. Then press any button to continue.

• Press to erase and re-record your message.

6. When finished recording, hang up or press to access the following options:

• Press to send the message and return to the voice mail options.

• Press to replay your message.

• Press to add to your message.

• Press

• Press to use the special delivery options. You can then use one or more

to erase and re-record your message.

of the following options: — Press to mark the message “private.” (This prevents the recipient

from forwarding it to other subscribers.)

— Press to mark the message “certified.” (When the recipient listens

to the message, you will receive a receipt notice.)

— Press to mark the message “priority.” (This will place your mes-

sage ahead of all other waiting messages in the receiving mailbox.) — Press to cancel delivery options. — Press to deliver the message. (If yo u want to mark the message cer-

tified, private, and/or priority, you must do so before completing this

step.) You may choose either of the following options:

7. Hang up.

• Press and enter another mailbox number to send the message

to another destination.

• Press to exit and return to voice mail options.

Axxess® Model 8690 User Guide – ITP Mode

Canceling Unheard Messages

You can cancel unretrieved messa ges that you ha ve sent to ind ividuals, but not messages that you sent to group lists.

To cancel unheard messages:

1. Access your mailbox as described on page 25.

2. While listening to the voice mail main menu, press for Message Options.

3. Press .

4. When prompted, enter the number of the mailbox containing the unheard mes-

sage.

5. Press to confirm the mail box you are selecting. Voice mail will tell you how

many messages you have waiting at the mailbox and play them for you. After each message, you can:

• Press to replay the message.

• Press to add to the message.

• Press to forward the message to another mailbox.

• Press to listen to the previous message.

• Press to play the message envelope.

• Press to listen to the next message.

• Press to save the message in your mailbox.

• Press to delete the message.

6. Hang up.

GETTING STARTED

Axxess® Model 8690 User Guide – ITP Mode

GETTING STARTED

USING DO-NOT-DISTURB MODE

If you are away from your desk, or if you do not want to be di sturbed, you can u se the DND feature. This halts all pages and calls to your endpoint, except queue callbacks, recalls, and direct ring-in calls. When other users call your endpoint, they hear a repeating signal of four fast tones and, if the y have a display endp oint, see the DND message you have selected.

Your telephone system can have up to 20 different DND messages, each of which can be changed by the system administrator, installer, or programmer. Your trainer or system administrator will give you a list of the programmed DND messages. For convenience, you should update the following default list.

DEFAULT MESSAGE NEW MESSAGE DEFAULT MESSAGE NEW MESSAGE

01 DO-NOT-DISTURB 11 OUT OF TOWN ’TIL 02 LEAVE A MESSAGE 12 OUT OF OFFICE 03 IN MEETING UNTIL 13 OUT UNTIL 04 IN MEETING 14 WITH A CLIENT 05 ON VACATION ’TIL 15 WITH A GUEST 06 ON VACATION 16 UNAVAILABLE 07 CALL ME AT 17 IN CONFERENCE 08 AT THE DOCTOR 18 AWAY FROM DESK 09 ON A TRIP 19 GONE HOME 10 ON BREAK 20 OUT TO LUNCH

Because the system DND message only uses one line of your display, you can enter a second line of text, up to 16 characters. For example, if you select 03 (IN MEETING UNTIL) as your first line of text, you can enter “3:30” as your second line. Callers will then see, “IN MEETING UNTIL 3:30.”

NOTE: By defau lt, call routing is enabled when ru nning Unified Communicator. If you

do not want to receive calls while in DND or your status is “unavailable,” either turn ca ll routing off, or create a rule for internal callers and external callers so that your calls are routed appropriately (for example, to voice mail). If you want callers to know your DND status, create greetings for each of the statuses on the system or create greetings for the statuses you use, then use these greetings in routing rules (based on the DND statuses). If using greetings in your call routing rules, turn off system forwarding.

Axxess® Model 8690 User Guide – ITP Mode

To enable DND:

1. Press the DND menu button.

2. EITHER, Dial the two-digit number corresponding to the message you want to

use. OR, Press the

ume

high button (up arrow) or Volume low button (down arrow) to scroll through

SCROLL menu button (and PREVIOUS or NEXT) or press the Vol-

the messages.

3. If desired, customize the second display line by dialing the desired numbers or

letters as described below:

• Remain in numeric mode (Message lamp unlit): Press the dialpad buttons to dial the desired numbers. Press for a hyphen (-), for a colon (:),

Fwd to leave a space, or Mute to backspace.

• Change to alphanumeric mode (Message lamp lit): Press

USE ALPHA MODE menu button and then press the dialpad buttons to enter

Message or the

the desired characters. (Refer to the chart below.) The number of times a button is pressed determines which character is entered. For example, 33377744432999 enters “FRIDAY.” When adjoining characters are located under the same button, press example, 6

Fwd666Fwd6632999 enters “MONDAY.” (Note that letters corre-

spond to the letters printed on the buttons.) Press or press

4. Press the ACCEPT menu button or lift and replace the handset.

Mute to backspace.

Fwd once to advance to the next character. For

Fwd twice to leave a space

To cancel DND:

1. Press the DND menu button.

2. Press the DND OFF menu button.

NUMBER OF TIMES BUTTON IS PRESSED

BUTTON 1 2 3 4 5

1-&()1 2ABC'2 3DEF!3 4GHI

5JKL#5 6MNOÑ6 7PQRS7 8TUV?8 9WXYZ9 0@:. ,0

GETTING STARTED

Axxess® Model 8690 User Guide – ITP Mode

GETTING STARTED

Axxess® Model 8690 User Guide – ITP Mode

Moving On

SECTION CONTENTS PAGE

Introduction. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 60

Setting Preferences . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 60

Speed Dialing . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 67

Using Record-A-Call. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 69

Paging . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 70

Performing a “Hookflash” During a Call. . . . . . . . . . . . . . . . . . . . . . . . 71

Using Account Codes. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 71

Screening Calls. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 72

Using the Directories . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 72

Programming Remote Feature Access. . . . . . . . . . . . . . . . . . . . . . . . . 75

Requesting Agent Help . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 77

Working in Hunt Groups. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 78

Endpoint Configuration. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 60

Voice Mail Options . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 62

Station Speed Dial . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 67

System Speed Dial. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 68

Enabling Paging. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 70

Making Pages. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 70

Telephone Directory. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 72

Voice Mail Directory . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 74

Remote Access Password . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 75

Remote Feature Access. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 76

Hunt Group Calls Enabled/Disabled. . . . . . . . . . . . . . . . . . . . . . . . . 78

ACD Hunt Groups . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 78

MOVING ON

Axxess® Model 8690 User Guide – ITP Mode

INTRODUCTION

In this section, you’ll learn how to program your endpoint, use directories, access your voice mailbox remotely, and perform various other functions. The features in this section do not require the endpoint to be logged on to UC. For instructions on how to use UC advanced features on your endpoint, see page 81.

For additional programming information, see the Model 8690 Administrator’s Guide.

SETTING PREFERENCES

Your endpoint and voice mailbox are automatically set to specific defaults. You can, however, configure many of these settings at any time.

Endpoint Configuration

Customizable features on your endpoint include cha nging volume levels, en abling background music, selecting a ring tone, and others.

Changing Volume Levels

The endpoint has eight volume settings accessed through “soft” buttons on the interface: handset intercom, handset outside call, speakerphone intercom, speakerphone outside call, background music, ringing, handset intercom dial tone, and speakerphone intercom dial tone.

MOVING ON

NOTE: To change each of these levels, you must be using that feature. For example, if

you want to change the speakerphone level for an intercom call, you must be on a handsfree intercom call.

To change a volume level:

Press the Up to decrease the volume.

To save your change:

Press

Volume to save your changes.

Volume button to increase the volume. Press the Down Volume button

Axxess® Model 8690 User Guide – ITP Mode

Selecting a Ring Tone

The ability to change your ring tone is helpful in close-quartered environments. If your ring tone is unique, you can quickly identify when a call is ringing on your endpoint.

To select the type of ring tone for your endpoint:

1. With the handset in the cradle, dial .

2. Do one of the following to select your ring tone:

• Press or the

• Press the

PREVIOUS or NEXT menu button to scroll to the desired tone.

RINGER OFF menu button for no ringing.

• Press the high (up arrow) or low (down arrow)

3 9 8

end of the Volume button to

scroll to the desired tone.

• Dial 1-9 to select a specific tone.

3. When you hear the tone you want, you can do any of the following:

• Press

• Press the ACCEPT menu button.

• Press

Answer.

• Lift and replace the handset.

Enabling Background Music

If your telephone system is equipped with a music source, you can listen to music through your speaker.

To enable or disable background music:

3 1 3

Dial .

MOVING ON

Axxess® Model 8690 User Guide – ITP Mode

Voice Mail Options

MOVING ON

Enabling Automatic Call Answer

The Automatic Call Answer feature determines whether or not you are automatically connected to a caller when you lift the handset (or press

Answer). If this feature is

enabled, you are automatically connected when you go off-hook. If it is disabled, you must first lift the handset (or press

Answer) and then press the flashing button.

To enable/disable this feature for ringing outside calls:

With the handset in the cradle, dial .

3 6 0

To enable/disable this feature for ringing (non-handsfree) intercom calls:

With the handset in the cradle, dial .

3 6 1

Returning to Default Operation

You can return your endpoint to default levels at any time. This feature cancels DND, manual call forwarding, background music, and queue requests; and restores handsfree mode, pages, hunt group calls, and system forwarding all at once. To default the endpoint configuration and firmware, see page 35.

To return your endpoint to default:

3 9 4

Dial .

NOTE: See page 60 for instructions on changing volume levels.

Your voice mailbox contains personal options to allow you to customize voice mail functions. However, before you change your voice mail options, you must first initialize your mailbox (see page 22).

Changing Your Mailbox Password

Your password prevents unauthorized access to your mailbox.

To change your password:

1. Access your mailbox as described on page 25.

2. Press to select the Personal Options Menu.

3. Press .

4. If you want to have a password, enter a new password, using up to 12 digits.

If you do not want to use a password, skip this step.

5. Press . Voice mail plays back your password if you entered one.

6. Press to accept the password as entered or press to erase and re-enter

your password.

7. Hang up.

# #

Axxess® Model 8690 User Guide – ITP Mode

Changing the Voice Mail Message Envelope

When you receive a voice mail message, voice mail plays the message in an “envelope” that can include the time and date the message was left, the source of the message, and/or the message length. By default, the envelope contains all of this information, but you can change your envelope, as described below.

To change and save your message envelope:

1. Access your mailbox as described on page 25.

2. Press to select the Personal Options Menu.

3. Press to select the Message Envelope Optio ns Menu. You can then do any

of the following:

• Press to enable or disable the time/date option.

• Press to enable or disable the message source option.

• Press to enable or disable the message length option.

• Press to enable all options and return to the Personal Options Menu.

• Press to disable the entire envelope and return to the Personal Options

• Press

4. Hang up.

Menu.

or to return to the Personal Options Menu.

MOVING ON

Axxess® Model 8690 User Guide – ITP Mode

MOVING ON

Changing the Call Screening Transfer Method

NOTE: The Call Screening feature is available only if it is enabled for your mailbox

(ask your voice mail administrator).

Depending on the transfer method you select, transferred calls from voice mail may be unannounced (as usual), or one of the following may occur:

• “Announce Only” Calls: Before voice mail transfers a call to you, a prompt asks

the caller to record his or her name. When you answer, you hear “You have a call

from (caller’s name).”

• “Screened” Calls: Before voice mail transfers a call to you, a prompt asks the

caller to record his or her name. When you answer, you hear “You have a call from (caller’s name).” You can choose whether or not to accept the call (see

page 72).

To change your transfer method (if allowed):

1. Access your mailbox as described on page 25.

2. Press to select the Personal Options Menu.

3. Press for More Options.

4. Press . The system tells you what your current transfer method is. You can

then select the desired transfer method, as follows:

• Press to select unannounced transfers.

• Press to select screened transfers.

• Press to select announce only transfers.

• Press to return to the Personal Options Menu without making changes.

5. Hang up.

Programming a Fax Destination

With the Voice Processor, callers can use your mailbox to send you a fax. To use this feature, you must specify the destination fax number.

To change your fax destination number:

1. Access your mailbox as described on page 25.

2. Press to select the Personal Options Menu.

3. Press for More Options.

4. Press .

5. Enter the number of your fax destination, followed by .

6. EITHER, Press to accept the number.

OR, Press to erase and re-enter the number.

7. Hang up.

Axxess® Model 8690 User Guide – ITP Mode

Changing the Message Search Order

When more than one message is left in yo ur voice mailbo x, you can change the order in which you retrieve your messages, based on the date and time they were received.

To change the listening order of your messages:

1. Access your mailbox as described on page 25.

2. Press to select the Personal Options Menu.

3. Press for More Options.

4. Press for the Message Search Order.

5. Press to change the search order for new messages or press to change

1 2

the search order for saved messages. You have the following options:

• Press to retrieve the earliest-received messages first (First In/First Out).

• Press to retrieve the latest-received messages first (Last In/First Out).

• Press to return to the Personal Options Menu without making changes.

6. Hang up.

Programming Remote Messaging

NOTE: Your installer or voice mail administrator must enable this feature on your voice

mailbox.

With Remote Messaging, you can program the Voice Processor (voice mail) to call you when your mailbox receives new messages. Using a “cascade” (a series of up to nine telephone numbers), voice mail will call each number until it successfully connects to a device (e.g., pager, answering machine, etc.).

Because your mailbox can have a primary and an alternate cascade of numbers, you can program a cascade to be used during specific days and times. For example, if you want to be paged when you receive a message from 5-10 PM on weekdays, you can set up a primary cascade. If you also want to receive pages for messages marked “priority” on the weekends, you could set your alternate cascade for all day on Saturdays and Sundays.

NOTE: If for some reason voice mail is not able to use your remote notification, your

mailbox will receive a message stating that notification could not be completed.

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Axxess® Model 8690 User Guide – ITP Mode

To set up remote messaging:

1. Access your mailbox as described on page 25.

2. Press to select the Personal Options Menu.

3. Press .

NOTE: This option is not available if you do not have Remote Messaging enabled.

MOVING ON

4. Press to set up a primary cascade or press to set up an alternate cas-

1 2

cade.

5. Do one of the following.

• To program a cascade level: Press and enter the number of the level

you wish to program (1-9). You then have the following options: — To set up or change an extension or telephone number: Press .

Then press for an extension number or press for an outside

1 2

number. Then enter the number.

— To set up or change a pager number: Press . Then enter the number. — To enable or disable the cascade level: Press . (You cannot enable

the level until a notification number is programmed.)

• To set up the time of day for notif ication: Press . Then enter the time

you want the message notification to start and stop . Enter the times with tw o digits for the hour and two digits for the minutes (e.g., 0900 = 9:00). If entering the time in 12-hour format, you are prompted to press for AM or

for PM.

NOTE: For 2 4-hour notification, program the starting and ending times to b e

the same.

• To set up the days of the week for notifica tion: Press . Then select

one of the following: — Press for Monday-Friday. — Press for all days. — Press to select individual days. You are prompted to press digits 1-

7 which correspond to the days Sunday through Saturday.

• To select all or priority-only message notification: Press . Then press

1 2

for all messages or for priority messages only.

6. Either select another option, as described above, or press to save the settings

and exit.

Axxess® Model 8690 User Guide – ITP Mode

SPEED DIALING

Speed dialing allows you (and your system administrator) to store frequently dialed numbers for easy dialing. Each number is stored on your endpoint (Station Speed Dial) or in the telephone system (System Speed Dial) and is identified by a location number. Once programmed, you can quickly dial these numbers by entering a feature code and dialing the desired location number. Because the system supports both station and system speed-dial numbers, you can have access to over 1000 stored numbers.

You can also use the speed-dial buttons through t he Unified Communicator in terface (see page 89). These buttons are not limited in the number you can have and they display real-time status. The Unified Communicator speed-dial list and the speed-dial functionality discussed here are not related.

Station Speed Dial

You can program and use up to 10 personal speed-dial numbers on your endpoint.

Programming Station Speed-Dial Numbers

To store a speed-dial number, use the Station Speed-Dial Programming feature code to program the number in a speed-dial location. Use the following table to list the numbers that you store in speed-dial locations 0-9.

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0 _______________________ 5 _______________________ 1 _______________________ 6 _______________________ 2 _______________________ 7 _______________________ 3 _______________________ 8 _______________________ 4 _______________________ 9 _______________________

To store a number in a speed-dial location:

1. With the handset in the cradle, dial .

2. Dial the speed-dial location (0-9) you want to program.

3. Enter the desired name for the speed-dial number, as described below:

• Alphanumeric mode (Message lamp lit): Press the dialpad buttons to enter the desired characters. (Refer to the chart on page 74.) The number of times a button is pressed determines which chara cter is entered. For example, 533266 would enter “JEAN.” When adjoining characters are located under the same button, press ple, 66

Fwd6667776 would enter “NORM.” (Note that letters correspond to

the letters printed on dialpad buttons 2-9.) Press Press

Mute if you need to backspace.

• Press the

Axxess® Model 8690 User Guide – ITP Mode

ACCEPT menu button to save the name.

3 8 3

Fwd once to advance to the next character. For exam-

Fwd twice to leave a space.

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4. Dial the extension number or telephone number to be stored, as described below:

• Numeric mode (Message lamp unlit): Enter the number.

NOTE: You cannot use hyphens or colons in the number. If your number

includes an asterisk, pound, hookflash, or pause, use the menu buttons to

enter the special character.

• Press the ACCEPT menu button on the display to save th e nu mber.

TIP: To dial outside telephone numbers without first selecting an outgoing line,

enter the Outgoing Call access code (default is ) before the outside telephone number.

To erase a Station Speed-Dial name and/or number:

1. With the handset in the cradle, dial .

2. Dial the desired location code (0-9).

3. Press Mute repeatedly until the name is erased.

4. Press or the ACCEPT menu button to continue.

5. Press Mute repeatedly until the number is erased.

6. Press or the ACCEPT menu button to exit.

Dialing Station Speed-Dial Numbers

To dial a Station Speed-Dial number:

1. If necessary, select an outgoing line and press the SPEED DIAL menu button.

2. Press the USE STN SPEED menu button.

3. Press the desired Station Speed-Dial location number (0-9).

System Speed Dial

Your system administrator can store several speed-dial numbers in System Speed-Dial locations 0000-4999.

To view and/or dial System Speed-Dial numbers:

1. Dial or press the SPEED DIAL menu button.

2. Press the SYS SPEED DIAL menu button.

3. Dial the location code (0000-4999) for the desired number.

4. Press or the ACCEPT menu button to dial the displayed number.

Axxess® Model 8690 User Guide – ITP Mode

USING RECORD-A-CALL

NOTE: This feature is not supported on peer-to-peer (P2P) calls. Ask your network

administrator if your endpoint is configured to use P2P audio.

If your telephone system is equipped with a Voice Processor (voice mail), you may have access to the Record-A-Call feature. If so, you can record an ongoing call as a mailbox message. You can then retrieve the message, just as you would any other mailbox message.

To use the Record-A-Call feature while on a call:

1. EITHER, Press and dial .

OR, Press the RECORD-A-CALL menu button.

2. If required, dial the desired mailbox number. (Your endpoint may be programmed

to select the mailbox, or you may be required to dial it.)

You hear a confirmation tone when the Record-A-Call feature is activated.

To turn off Record-A-Call you have the following options:

• Press and dial

• Press the CANCEL RECORDING menu button.

• Hang up.

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Axxess® Model 8690 User Guide – ITP Mode

PAGING

The Paging feature allows you to make an announcement through endpoint speakers or external speakers (if your system is equipped with external paging equipment). To prevent announcements from transmitting through every endpoint in the system, this feature uses page zones. Each zone contains a different combination of extensions and external paging equipment, and is programmed by your system administrator. Ask your trainer or system administrator how the zones are programmed, and list them below for your convenience:

Enabling Paging

You can enable or disable page receiving for your endpoint by using the Page Remove/Replace feature code. If your endpoint is assigned to more than one page zone, all zones are removed or replaced at once (you cannot turn off individual zones).

To turn paging on and off for your endpoint:

3 2 5

Dial .

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Making Pages

To make pages:

1. Dial .

2. Dial the desired zone number (0-9).

3. After the tone, make your announcement and hang up.

Axxess® Model 8690 User Guide – ITP Mode

PERFORMING A “HOOKFLASH” DURING A CALL

Certain telephone service companies may require a timed hookflash (a quick hang up and release).

To generate a hookflash while using a line:

EITHER, Press the press

MORE until you see FLASH.

OR, Press and dial .

FLASH menu button. If the FLASH menu button is not visible,

3 3 0

USING ACCOUNT CODES

If your telephone system is programmed to use the Station Message Detail Recording (SMDR) feature, you might be required to enter account codes when you place a call. These codes add information to telephone record reports that the system will periodically print.

There are three types of account codes:

• Standard account codes are automatically entered into the SMDR report whenever you place a call.

• Forced account codes must be dialed before you can place an outside call.

• Optional account codes can be entered at any time during a call.

NOTE: Your system administrator can tell you which types of account codes are used

on your telephone system.

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To enter an optional account code:

1. Press and dial .

2. Enter the optional account code. If the account code is not immediately accepted,

press .

To set an account code for all calls placed from your endpoint:

3 9 1

Dial and then the account code. If the account code is not immediately accepted, press . This code will be used for all calls made from your endpoint

until it is disabled.

To disable the code:

3 9 1

Dial and press

Axxess® Model 8690 User Guide – ITP Mode

3 9 0

SCREENING CALLS

NOTE: This feature is available only if your telephone system is equipped with a Voice

Processor (voice mail).

If your voice mailbox is programmed correctly, you can screen calls that are transferred from voice mail. This allows you to accept and/or refuse specific calls. Depending on the transfer method you use, calls from voice mail may be unannounced, announce only, or screened calls (see page 64 for details).

If your voice mailbox is programmed for screened calls, you have the following options when you receive a transfer:

• Press to accept the call.

• Press to replay the announcement.

• Press to send the call to voice mail.

• Press

extension.

• Press to refuse the call.

USING THE DIRECTORIES

With directories, you can use your endpoint dialpad to find names, numbers and features. You can then use the directory information to make calls, access features, or

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Telephone Directory

leave voice mail messages.

The telephone directory contains a list of the extension numbers, system speed-dial numbers, feature codes, and their associated names. To search for an item, you can enter the full or partial name. The system will then find the closest match. Once the correct match is displayed on your endpoint, you can dial the number or press a button to access that extension or feature.

and then enter the extension number to forward the call to another

Axxess® Model 8690 User Guide – ITP Mode

To perform a directory search using your dialpad buttons:

1. If your endpoint is idle, press the DIRECTORY menu button, then press the menu

button for the desired directory (IC DIRECTORY, OUTSIDE DIR, or FEATURE DIR).

If placing a call, choose between

2. Enter letters or numbers (up to 10 characters) as described below:

OUTSIDE DIR and IC DIRECTORY.

• Remain in alphanumeric mode (Message lamp lit): Press the dialpad buttons

to enter the desired characters. (Note that letters correspond to the letters printed on dialpad buttons 2-9.) The numb er of times a button is pressed determines which character is entered. For example, 77776444844 would enter “SMITH.” When adjoining characters are located under the same button, press 5666 or press

Fwd once to advance to the next character. For example,

Fwd66337777 would enter “JONES.” Press Fwd twice to leave a space

Mute to backspace.

• Change to numeric mode (Message lamp unlit): Press the dialpad buttons to

enter an extension number. Press

3. Press the SEARCH menu button to begin the search. If desired, you can use the

PREVIOUS and NEXT menu buttons or the high/low arrows next to the Volume

Mute to backspace.

button to move alphabetically through the directory.

4. Press the CALL (for IC or OUTSIDE DIR) or ACCEPT (for FEATURE DIR)

menu button to dial a number or feature code while it is displayed.

NUMBER OF TIMES BUTTON IS PRESSED

BUTTON12345

1-&()1 2ABC'2 3DEF!3 4GHI

5JKL#5 6MNOÑ6 7PQRS7 8TUV?8 9WXYZ9 0@:. ,0

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Axxess® Model 8690 User Guide – ITP Mode

Voice Mail Directory

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Whenever voice mail asks you to enter a mailbox number, you can use the mailbox and extension number directories. You can also use these directories to leave a voice message with another user. Like the telephone directory, you don’t have to enter the full name because the system finds the closest match based on your entry.

To perform a directory search using your dialpad buttons:

When prompted, press the buttons to enter the name. The number of times a button is pressed determines which character is entered, as shown below. When adjoining characters are under the same button, press example, 5666

Fwd66337777 enters “JONES.”

NUMBER OF TIMES BUTTON IS PRESSED

BUTTON 1 2 3 4 5

1-&()1 2ABC'2 3DEF!3 4GHI

5JKL#5 6MNOÑ6 7PQRS7 8TUV?8 9WXYZ9 0@:. ,0

Fwd to advance to the next character. For

To use the directory to leave a voice mail message:

1. Dial the voice mail extension number.

2. Press for Directory Services.

3. Enter the desired name, as described above, and press .The selected name is

played.

4. Do one of the following:

• Press to accept the name.

• Press to hear the previous na me in th e direct ory.

• Press to hear additional information for the selected name (if allowed).

• Press to hear the next name in the directory.

• Press and spell a new name to search for a different name.

• Press

to switch the first/last name sort order.

Axxess® Model 8690 User Guide – ITP Mode

PROGRAMMING REMOTE FEATURE ACCESS

If you are away from your desk and forgot to put your endpoint in DND , don’t worry. With the Remote Feature Access, you can place your endpoint in DND or forward calls from any other endpoint on the system. And, if you have a special dial-up line, you can access your endpoint features from an outside line.

Remote Access Password

Before you use Remote Feature Access, you should program a password, as described below.

To change the password from your endpoint:

1. Dial .

2. Enter your current password, followed by .

3 9 2

NOTE: Your extension number is your password by default.

3. Enter the new password followed by . You hear a confirmation tone.

4. Enter the new password again for verification followed by . You hear a con-

firmation tone.

To change the station password using remote programming, see the next page. To change your station password using Unified Communicator, see “Using Advanced Options” on page 35.

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Axxess® Model 8690 User Guide – ITP Mode

Remote Feature Access

To access your endpoint from another endpoint:

1. EITHER, Call your Direct Inward System Access (DISA) number (provided by

your system administrator). If required, enter your password. OR, Use any endpoint on the system.

2. Enter .

3. Enter your extension number.

4. Enter your password followed by . You can now use any of the following

features.

To change the station password using Remote Programming:

a. Enter . b. Enter the new password, followed by . c. Enter the new password again for verification, followed by .

To turn on DND:

a. Enter . b. Enter the message number (01-20) and the optional second-line message text.

To turn off DND: Enter . To turn on Call Forward:

a. Enter one of the following Call Forward feature codes.

3 5 9

3 9 2

3 7 0

All Calls

.......................

3 7 1

3 5 5

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If No Answer ................

If Busy.........................

If No Answer or Busy.....

3 5 6

3 5 7

3 5

b. Enter an extension number or enter an outside line access code followed by a

telephone number.

To turn off Call Forward: Enter .

5. Hang up.

3 5 5

Axxess® Model 8690 User Guide – ITP Mode

REQUESTING AGENT HELP

NOTE: This feature is not supported on peer-to-peer (P2P) calls. Ask your network

administrator if your endpoint is configured to use P2P audio.

Your telephone system may be programmed to support the Agent Help feature, which allows you to request help from a designated “Agent Help Extension” (usually your supervisor) during a call. When your request call rings at the Agent Help Extension, the supervisor can choose to join the call or reject the request.

If the Agent Help Extension is a digital endpoint, the endpoint’s microphone is automatically muted so that the supervisor cannot be heard unless he or she presses the

Mute button. If the Agent Help Extension is a sin gle-line set, howev er, the supervisor

can be heard as soon as the conference is established. In either case, the supervisor can hear all other parties on the call.

To use the Agent Help feature while on a call:

1. Press and dial . If you hear repeating tones, the Agent Help

feature is not available at your endpoint, you already have four parties in your call, not enough system circuits are currently available, or the Agent Help Extension is in DND.

2. Dial the Agent Help Extension number, if required. (Your endpoint may be pro-

grammed to automatically dial the number, or you may be required to dial it.) If the Agent Help Extension accepts the call, you hear the Agent Help tone, if it is

enabled, and the supervisor can monitor or join your call. If the Agent Help Extension rejects the call, you hear a confirmation tone, and the

display shows AGENT HELP REJECTED.

To respond to an Agent Help request:

When you receive an Agent Help request, your display shows <name> REQUESTS HELP. You can do one of the following:

• To accept the call: Answer as usual. Your microphone is muted and you cannot be heard by either party unless you press the

• To reject the call: Press the REJECT HELP menu button.

3 7 5

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Mute button.

Axxess® Model 8690 User Guide – ITP Mode

WORKING IN HUNT GROUPS

Your system may be programmed with “hunt groups.” Hunt groups are groups of phones that share a common extension number in addition to having individual extension numbers. This allows someone to call anyone in the group (using the common extension) or a specific member (using the individual extension). The members of these groups and the common extension(s) are programmed by your system administrator.

When logged on to Unified Communicator and call ro uting is enabled, hunt group calls continue to work as usual. You can use Unified Communicator call routing in conjunction with your role as a hunt group member to receive personal calls while in DND or to simply route personal calls as desired.

Hunt Group Calls Enabled/Disabled

If you are a member of a hunt group, you can enable or halt hunt group calls to your extension.

To turn on or off hunt group calls:

3 2 4

Dial .

ACD Hunt Groups

Some hunt groups use a special feature called Automatic Call Distribution (ACD) that distributes the hunt group calls equally among the available members. These hunt group members are referred to as “agents,” who log in to the ACD hunt group to

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receive calls and log out to halt ACD hunt group calls.

Distributing Calls

Calls are distributed through an ACD hunt group based on Agent IDs or extensions, as described below.

• Agent IDs: If the hunt group is programmed to use ACD Agent IDs, each agent is assigned an Agent ID number to enter during the login procedure (described on the next page). The hunt group calls are routed to logged-in agents, according to their Agent ID number instead of their extension number. Because the Agent ID is not associated with any extension, the agent can use any endpoint in the system to log in.

• Members: If the hunt gro up is not programmed to use Agent IDs, it will have a pre-programmed list of phones and will send calls to the phones where agents are logged in.

Axxess® Model 8690 User Guide – ITP Mode

Logging In and Out of ACD Hunt Groups

Agents can log in to and out of the ACD hunt group at any time. W hile logged in, the agent receives calls through the ACD hunt group. When the agent is logged out, calls to that ACD hunt group bypass the agent.

To log in to all of your ACD hunt groups at once using the ACD Agent Login/ Logout feature code:

With or without the handset lifted, dial and enter your Agent ID, if necessary. The display shows AGENT LOGGED IN TO ALL ACDS, and you hear a confirmation tone.

NOTE: This feature code acts as a toggle. If you were already logged in, the display

shows AGENT LOGGED OUT OF ALL ACDS, and you hear a confirmation tone.

To log in to one or more hunt groups using the ACD Agent Login feature code:

1. With or without the handset lifted, dial . The display shows

AGENT LOGIN ACD NUMBER.

2. EITHER, Enter the desired ACD hunt group number.

OR, Press to log in to all of your ACD hunt groups at once. The display

shows AGENT LOGIN AGENT ID.

NOTE: If you entered an invalid hunt group number, the display shows NOT AN

ACD HUNT GROUP, and you hear repeating tones.

3. Do one of the following:

• To log into ACD hunt groups using Agent IDs: Enter yo ur Agent ID. Th e dis-

play shows AGENT LOGGED INTO ALL ACDS. You are logged into ACD hunt group using Agent IDs.

3 2 8

3 2

the

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NOTE: If another Agent ID is already logged in a t this endpoint, you hear

repeating tones, and the display shows DIFFERENT AGENT ID ALREADY USED. You must have the other agent log out before you can use that endpoint.

• To log into one or more ACD hunt groups not using Agent IDs: Press .

The display shows AGENT LOGGED INTO ALL ACDS. You are logged into the ACD hunt group that does not use Agent IDs.

If you were already logged in, the display shows ALREA DY LOGGED INTO <hunt group>.

If you are not a member of the entered hunt group, the display shows NOT AN

AGENT IN THIS HUNT GROUP, and you hear repeating tones. Start over.

4. Hang up if off-hook. Repeat this procedure to log into additional ACD groups, if

necessary.

Axxess® Model 8690 User Guide – ITP Mode

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When you log in to a group, you may be automatically connected to a call after you hear a short ring burst. If the ACD Agent ID Automatic Connect option is enabled for your hunt group and you are using a headset, you will be automatically connected. If this option is not enabled for your hunt group, the call will ring until you answer it or until it times out to another extension.

NOTE: Even if the ACD Agent ID Automatic Connect option is enabled, the first call

you receive (after you log in or remove your endpoint from DND while logged in) will ring until you answer it. You will, however, be automatically connected to subsequent calls.

To log out of one or more ACD hunt group:

1. EITHER, Dial to log out of all of your ACD hunt groups at once.

3 2 8

The display shows AGENT LOGGED OUT OF ALL ACDS, and you hear a confirmation tone.

OR, With or without the handset lifted, dial . One of the following

3 2 7

displays will appear:

• If you were logged in to only one hunt group, the display shows AGENT

LOGGED OUT OF <hunt group>. The procedure is complete.

• If you were logged in to more than one hunt group, the display shows

AGENT LOGOUT ACD NUMBER. Dial the extension number of the desired ACD hunt group.

• If you were not logged in to any hunt group, the display shows NOT

LOGGED INTO ANY ACD GROUP.

2. Hang up if off-hook.

Ending an ACD Hunt Group Call

Each time you end an ACD hunt group call, a wrap-up timer is started. Until this timer expires, you will not receive another call through any ACD hunt group. You can, however, end the wrap-up session before this timer expires, as described below.

To terminate the ACD Agent wrap-up period before the timer expires:

With the handset in the cradle, dial .

NOTE: If you were not logged in to an ACD hunt group, the display shows CANNOT

ACCESS RESERVED FEATURE.

3 2 9

Axxess® Model 8690 User Guide – ITP Mode

Using UC

SECTION CONTENTS PAGE

Introduction. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 82

Logging On and Off of UC . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 82

Using UC Views. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 83

Unified Communicator View . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 84

Messages View . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 90

Call List View. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 91

Call Log View. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 95

Address Book View. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 99

Call Routing View . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 106

Placing a Call . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 83

Changing Web Client Options . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 83

Changing Your Status . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 84

Creating a Temporary Status. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 84

Performing a Search . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 85

Redialing a Number . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 88

Running Feature Code Favorites. . . . . . . . . . . . . . . . . . . . . . . . . . . 88

Working With the Speed-Dial List. . . . . . . . . . . . . . . . . . . . . . . . . . . 89

Call Log Main Screen. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 95

Call Details Dialog Box. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 98

Sorting Address Book Contacts . . . . . . . . . . . . . . . . . . . . . . . . . . . 99

Filtering Address Book Contacts . . . . . . . . . . . . . . . . . . . . . . . . . . 100

Adding a Linked Contact . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 103

Receiving New Message Alerts . . . . . . . . . . . . . . . . . . . . . . . . . . . 106

Receiving Status Change Alerts. . . . . . . . . . . . . . . . . . . . . . . . . . . 107

Receiving Incoming Call Alerts. . . . . . . . . . . . . . . . . . . . . . . . . . . . 107

Axxess® Model 8690 User Guide – ITP Mode

USING UC

INTRODUCTION

In this section you’ll learn how to log on and off of Unified Communicator (UC) and use UC views to access advanced endpoint features and presence management options.

NOTE: Before you use UC on your Model 8690, you must create a UC account using

the Web Client, which is the primary UC client that runs on your PC desktop (see

page 83). In addition, some UC options can only be changed or implemented from the

Web Client. For information about using the Web Client, see the latest version of the

Unified Communicator User Guide.

LOGGING ON AND OFF OF UC

The client application is configured to start automatically when the en dpoint powers up. Although the client application may be running, you may not be logged on to UC (as indicated with the system tray icon ). If the client application is not running, you can launch it manually by navigating to My Computer\Mount ed Volume\8690 Phone and then double-pressing 8690Phone.exe.

To log on to UC:

1. Press the system tray icon, then select Log on from the menu. If UC is not con-

figured to log on automatically, you are prompted for the following information:

a. Enter the

format http://<UC Machine Name or IP Address>/uc. (It is the same address you use to log on to UC from your Web Client on your PC.)

b. Enter your account

log on to UC on your desktop PC.)

c. Enter your account

log on to UC on your desktop PC.)

2. Enable the Automatically log on option if you would like to log on automatically

to UC without entering the Web address, username, and password information. If this option is enabled, the application will not prompt you for Web address,

username and password information, unless you have not already provided it or the logon fails.

3. Press OK in the upper, right corner of the dialog box.

Web Address that you use to access UC. The Web address is in the

Username. (This is the same username that you use to

Password. (This is the same password that you use to

NOTE: If you enter the wrong username/password on three consecutive attempts,

an error message appears, the logon dialog box closes, and you must attempt another logon from the system tray menu.

To log off of UC:

Press the system tray icon, then select

Log off from the menu. The UC view items on

the main interface are disabled.

Axxess® Model 8690 User Guide – ITP Mode

USING UC VIEWS

This section provides instructions on how to use UC features and options from your Model 8690.

Placing a Call

The most common task you can complete using UC is to place a call. You can place a call using any of the following features in the UC view:

• Search feature (page 85)

• Redial feature (page 88)

• Speed-Dial list (page 89)

You can also place a call from the following UC views:

• Call Log (page 95)

• Messages (page 90)

• Address Book (page 99)

Changing Web Client Options

Before you begin using UC on your endpoint, note that some options must be changed or implemented from the Web Client on your PC. These options include:

• Synchronizing your Address Book

• Editing your Favorites list (list of often-used feature codes)

• Changing DND on a device

• Changing Manual Forwarding on a device

• Editing personal account information and preferences

• Using Advanced Search

• Adding, editing, and deleting the following:

— Devices

USING UC

—Statuses — Groups — Call Routing Rules — Greetings — Speed-Dial buttons

NOTE: You cannot access the UC Web Client URL from your endpoint’s browser.

For instructions on using the Web Client on your desktop PC, see the latest version of the Unified Communicator User Guide.

Axxess® Model 8690 User Guide – ITP Mode

USING UC

UNIFIED COMMUNICATOR VIEW

The Unified Communicator view displays an icon of your current status next to your current location in the upper-left portion of the screen. The icon indicates that you are available. The icon indicates that you are unavailable. On the right side of the screen, there is a drop-down list that contains all of your saved status en tries. You can use this list to change your status to any of the saved status entries. In addition, you can create a temporary status by pressing the icon located to the right of the drop-down list.

Changing Your Status

NOTE: You must use the Web Client to delete and edit your Status as well as to create

your new, permanent composite status. Yo u can however, create a temporary status using your endpoint.

You can change your UC status using the status drop-down box in th e UC view next to the composite status icon.

To change your status:

1. Press Unified Communicator on the endpoint display.

2. Select a status from the drop-down list next to the icon. Your status icon

changes to reflect the selected status.

Creating a Temporary Status

There are times when you may not be able to create a new composite status with the Web Client. For example, you may be going to a new locati on for a short time. In this case, you can create a new temporary composite status for this location.

To create a temporary composite status:

1. Press Unified Communicator on the endpoint display.

2. Press .

3. Select a status in the Temporary Status dialog box. Your choices are:

• Available

• Unavailable

4. Enter an extension number where you can be reached.

5. Press Create Status. Your status switches to the new temporary composite status,

and the temporary status is saved in the status drop-down list.

Axxess® Model 8690 User Guide – ITP Mode

Performing a Search

NOTE: You must use the Web Client to use the Advanced Search function. ALSO: Unified Communicator will automatically try to eliminate duplicate results from

the search results list. If the search matches an account, as well as one or more devices owned by the account, the search results only display the matching account.

The type-ahead search function allows you to search for contacts, accounts, or devices. The search function searches the following contact fields:

• first name

• middle name

• last name

• company

• device username

• device description

• device extension

Each search will match on the search text if it appears anywhere within one of the above fields. For example, a search for “sc” would match on all of the following:

• Contact with First Name: Scott

• Contact with Last Name: Prescott

• Contact with Middle Name: Rosco

• Contact with Company: Bill’s Scooters

Axxess® Model 8690 User Guide – ITP Mode

USING UC

Search results appear in a table under the following columns as you type:

• Name: Indicates the type of contact displayed with an icon and the contact or device name. If the contact is an account or a device in your address book, the icon also indicates the current status. If the contact is an account or device that is not in your address book, the icon indicates the result type, but it will indicate an unknown status. The search area results may include one or more of the foll owing icons:

Account icons

Indicates that the status of the user is currently unknown. Press this icon

to retrieve a snapshot of the status. The snapshot reverts back to an

unknown state in approximately 30 seconds. Indicates that a user is currently available. Indicates that a user is currently unavailable. Indicates that a user is currently on a call.

Device icons

Indicates that the DND status for the device is currently unknown. This

icon displays if the type-ahead results display a device that is not cur-

rently in your address book. Press this icon to retrieve the status. The

snapshot reverts back to an unknown state in approximately 30 second s.

This icon can also appear when the node the device belongs to is down

or when the connection between UC and the CT Gateway is down. Indicates that the DND status for the device is currently OFF. Indicates that the DND status for the device is currently ON. Indicates that the device is currently on a call.

Static contact icons

Indicates a simple contact in your address book. No status information

is available for this result type. Indicates a simple company contact in your address book. No status

information is available for this result type.

• Source: Indicates where the search result was found. The source may be one of

the following: address book, accounts, or devices.

• Options: Pressing the icon opens the Call dialog box. You can place a new

call or transfer the selected call in your Call List to this contact.

Axxess® Model 8690 User Guide – ITP Mode

To perform a search:

1. Press Unified Communicator on the endpoint display.

2. Press Search.

3. Use the Input Panel to enter search information by contact or device name or by

number.

4. When the search is complete, do any of the following:

• To add the search result to the address book or speed-dial list:

a. Select the search result. b. Press

Add to Address Book or Add to Speed Dial. Adding a contact to

your speed dial-list automatically adds it to your address book.

• To place a call: Press the icon next to a contact to open a Call dialog box that lists the telephone numbers for the contact. You can also double-press a search result to open the place call dialog. This icon does not appear if no telephone numbers exist (i.e., number field is blank). Select from any of the following options:

— Press one of the numbers in the list to initiate a call to that number. — Press

Find Me to place a call to the account’s primary device, allowing

the account’s call routing rules to route the call to the appropriate location. This option is only available if the contact is linked to an account, and the account has at least one device associated with it.

— If the contact is linked to an account with at least one device, or if the

contact is linked to a device, there will be two addit ional options in the popup menu: Vo icemail and Leave Message. Press voice mail of the given person/device. Press

Voicemail to call the

Leave Message to leave a

station message for the given person/device. If you leave a station message, the station message is left at the current location, or it is left at the primary device if the current location is not a UC device.

USING UC

Axxess® Model 8690 User Guide – ITP Mode

Redialing a Number

The Redial feature displays the last five outgoing calls (from the call log) as b uttons containing information about the call. You can press one of the buttons to place a return call.

To redial a number:

1. Press Unified Communicator on the endpoint display.

2. Press Redial. The Redial dialog box appears.

3. Press one of the five buttons in the list. The Call dialog box appears.

4. Select from any of the following options:

• Press one of the numbers in the list to initiate a call to that number.

• Press

Find Me to place a call to the account’s primary device, allowing the

account’s call routing rules to route the call to the appropriate location. This option is only available if the contact is linked to an account, and the account has at least one device associated with it.

Leave Message to leave a station message for

the given person/device. If you leave a station message, the station message is left at the current location, or it is left at the primary device if the current location is not a UC device.

Running Feature Code Favorites

Voicemail to call the voice mail of the

USING UC

NOTE: You must use the Web Client to set up your Favorites list.

The Favorites button displays a list of feature code favorites for each device you own.

To run a feature code favorite:

1. Press Unified Communicator on the endpoint display.

2. Press Favorites. The Feature Code Favorites dialog box appears.

3. Press the feature code you want to run.

NOTE: Some feature codes may require additional input on the display.

Axxess® Model 8690 User Guide – ITP Mode

Working With the Speed-Dial List

If you have added contacts to your speed-dial list, the list is located below the Search,

Redial, and Favorites buttons (the location may vary depending on the display skin

used). The speed-dial list provides quick access to frequently called numbers and shows the current status of accounts and devices.

NOTE: If you have several speed-dial entries, they are displayed (in alphabetical

order) on two or more pages labeled “Page 1,” “Page 2,” etc. Click the page label to switch to that page of buttons.

To add contacts to the speed-dial list, use one of the following options:

• To use the address book, press an address book entry to select it, then press

To Speed Dial

• To use the type-ahead search, press a search results item to select it, then press

Add to Speed Dial. Refer to page 85 for information on the using the Search fea-

ture.

TIP: To select a range of items, activate the Input Panel (see page 13). Select the

first item in your list, press the SHIFT key on the Input Panel, then select the last item in the list. You can also select one item, then press the CTRL key and select additional items.

To delete speed-dial list buttons:

Use the Web Client from your desktop to delete speed-dial buttons from the speeddial list, or to add/edit the list directly.

To make a call using a speed-dial button:

1. Press Unified Communicator on the endpoint display.

2. Press a speed-dial button.

3. Select from any of the following options:

• Press one of the numbers in the list to initiate a call to that number.

• Press

• If the contact is linked to an account with at least one device, or if the contact is linked to a device, there will be two additional options in the popup menu: Voicemail and Leave Message. Press given person/device. Press the given person/device. If you leave a station message, the station message is left at the current location, or it is left at the primary device if the current location is not a UC device.

Find Me to place a call to the account’s primary device, allowing the

Leave Message to leave a station message for

Add

USING UC

Voicemail to call the voice mail of the

Axxess® Model 8690 User Guide – ITP Mode

MESSAGES VIEW

The Messages view displays a list of voice mail, station, and system messages. Additional details are provided when pressing .

The messages are listed in a table containing the following columns:

• From: Specifies the message type. This column also indicates the number (and

the name, when available) of the caller that left the station or voice mail message. If the message is a system message, this column displays the message.

• Mailbox: Indicates the mailbox where the voice mail message was left.

• Number: Indicates the number of voice mail messages left in the mailbox.

• Options: Contains icons allowing access to voice mail, station, or system mes-

sages.

To check voice mail, station, or system messages:

Press

Messages on the endpoint display. The actions you take depend on the message

type. Message types include the following:

Station Message: Press the icon next to a station message to place a

call to the person that left the station message, or double-press the station message to place the call.

Voice Mail Message: Press the icon next to a voice mail message to

place a call to your voice mail system, or double-press the voice mail message to place the call.

System Message: Press the icon to open a dialog box showing the

system message text. You can also select the button below the message list to open a dialog box displaying the complete system message text.

To delete station or system messages:

1. Press Messages on the endpoint display.

2. Select one or more station or system messages, then press Delete.

USING UC

NOTE: You can only delete voice mail messages using the voice mail system.

Axxess® Model 8690 User Guide – ITP Mode

CALL LIST VIEW

The Call List view displays a list of your current calls. These include calls that are ringing, connected, or holding. The Call List view automatically appears any time you place or receive a call and remain active until you navigate to a different view. When the last call in the list ends, the previous view is displayed. You cannot sort the call list. The call list shows all call activity for every device you own (in addition to the Model 8690).

If an incoming caller is positive ly identi fied, a Caller ID icon ( )appears next to the caller’s name. This indicates the caller was positively identified and the call followed any routing rules you may have set up for the caller. Calls are displayed under three columns:

• State: Indicates the current call state. Call states include the following:

• Name: Indicates the name of the party on the other end of the call. A name is

only displayed if it is known. Next to the name, the icon indicates positive Caller ID.

Indicates a call that is currently in the dialing stage. Indicates an incoming ringing call. Double-press to answer. Indicates an outgoing ringing call. Indicates a connected call. Indicates a muted, connected call. Indicates a connected conference call.

A combination of these two icons indicates a muted, connected

conference call. Indicates a call you placed on hold. Double-press to answer. Indicates you are currently holding for a connected call. Indicates a call in an error state. The most common example is a call

you place to an endpoint that is in DND. When this occurs, you hear a fast busy tone for approximately on e minute before the call terminates. During this time, the call is displayed in the call list where you can terminate the call earlier if desired.

Indicates that group listen is currently enabled on the call.

Indicates that the given call is currently being recorded.

USING UC

Axxess® Model 8690 User Guide – ITP Mode

• Number: Indicates the number (if known) of the party on the other end of the

call.

• Call Control Buttons: Below the call list, buttons appear that allow you to con-

trol the selected call(s). If you select a call from the call list, the state of the call determines which Call Control buttons are displayed. Call Control buttons include:

Places the selected call on hold. This button is only present if the

selected call is in a connected state.

Answers the selected call. This button is only present if the selected

call is an incoming ringing call or if the call is on hold.

Transfers the selected call. Refer to page93 for more information

about transferring a call.

Toggles the Mute feature on and off for the selected call. You can

tell whether or not the selected call is currently muted based on the icon displayed in the state column (see page 91). If your cu rrent active call is muted, the

Mute button on the dialpad is shown in a

selected state. Depending on the skin you are using, the button may appear with a lamp next to it, or it may appear highlighted.

Toggles the Record-A-Call feature on or off for the selected call.

You can tell whether or not the selected call is currently being recorded based on the icon in the state column (see page 91). After the call is recorded, it is sent to your voice mail. If you have selected the option to receive message alerts, a popup message indicates the mailbox number.

Ends the call.

Deletes the selected item from the list. Displays detailed information for the selected item in the list.

USING UC

NOTE: Call Control buttons are displayed based on the features that are enabled on

the system and the state of the displayed call. The operating mode of the endpoint dictates which features are supported. For example, if the Record-A-Call feature is not enabled, is not displayed. Similarly, if the call is in a state that does not support the Record-A-Call feature (i.e., on hold), is not displayed.

When UC receives a call from a number that it cannot match to a contact in the address book, it uses positive Caller ID to try to identify the caller. If the caller is identified as a contact in your address book, a wizard automatically launches after you answer the call to allow you to save the new number for the contact.

The following instructions are for common tasks that you can perform using the Call List view.

Axxess® Model 8690 User Guide – ITP Mode

To save a new telephone number for an identified contact:

1. Select the contact type to associate with the number (e.g., Mobile, Home, etc.).

2. Press OK to store the number or Cancel to cancel.

3. Select the check box if you do not want to be prompted to save telephone numbers

in the future. You can also set this preference by navigating to

My Account on the

Web Client.

To place a call on hold:

1. Select the call you want to place on hold.

2. Press .

The icon indicates that a call is on hold. To answer a call on hold, press .

To transfer a call using :

1. Select the call you want to transfer.

2. Press .

3. To transfer to a number: Enter the digits and press OK to transfer the call.

To search for the party to which you want to transfer: Press the

Search button.

Your cursor is placed in the type-ahead search box. Type the name of the person to which you want to transfer the call. The search results include a transfer icon ( ) in the features column. Press the icon to transfer the call to that person.

To transfer a call using a type-ahead search:

1. Select the call you want to transfer.

2. Go directly to the type-ahead search and search for a person.

3. Press next to the search result to transfer the call to that person.

To mute a call:

1. Select the call you want to mute.

2. Press .

NOTE: The icon indicates that a call is muted . To unmute a call, select the call

and press .

USING UC

To record a call:

1. Select the call you want to record.

2. Press .

To stop recording the call, select the call and press .

NOTE: Recorded calls are saved in voice mail. When you record a call, a voice mail

message icon indicates that you have a new voice mail message, and a voice mail indication appears on your endpoint. If you have chosen to receive message alerts, you also receive a message alert.

Axxess® Model 8690 User Guide – ITP Mode

To create a conference call, use one of the following options:

• To conference selected or holding calls: Select two or more connected or holding calls in your call list. Press .

• To conference all calls: With one call selected, press .

The selected connected and/or holding calls disappear from your call list, and a new conference call appears.

NOTE: is only pres ent if you have two or mo re call s in yo ur call li st that ca n

be conferenced. The conference call displays as a single call in the call list indicated with CONFERENCE. Each conference memb er is displayed under the call by name (if available) or by number.

To drop a party from a conference call:

Press the icon next to the name of the person, or select the name of the person you want to drop from the conference, and then press . This option is only visible in the call list of the conference originator.

To end a conference call:

Select the call and press .

USING UC

Axxess® Model 8690 User Guide – ITP Mode

Axxess Interface 8690 User Manual

Specifications and Main Features

Frequently Asked Questions

User Manual

NOTICE

Table of Contents

Finding Your Way

WELCOME

ABOUT THIS GUIDE

ABOUT YOUR ENDPOINT

Ports and Connectors

Optional USB Devices

Message Indicator Lamp

Reset Button

Power Requirements

Software Compatibility

TELEPHONE INTERFACE

Feature Buttons

Display and Menu

Unified Communicator Elements

Interface Skins

ABOUT THE OPERATING SYSTEM

Input Panel

System Memory and Storage

System Registry

Operating System Help

ABOUT VOICE MAIL

WHAT YOU SEE AND HEAR

GUIDELINES FOR USING THE MODEL 8690 ENDPOINT

ENDPOINT BASICS

Adjusting Your Endpoint’s Viewing Angle

Displaying Information on Your Endpoint

Using the Speakers and Microphone

Using the Message Button

Using a Headset

VOICE MAIL BASICS

Initializing Your Mailbox

Recording Your Personal Greetings

Recording Your Voice Mail Directory Name

Accessing Your Mailbox

Getting Started

INTRODUCTION

CALIBRATING THE SCREEN

SETTING BACKLIGHT OPTIONS

CONFIGURING VLAN PORTS

USING THE SYSTEM TRAY MENU

Setting Options

Adding a .NET Passport

Using Advanced Options

Using Help

INSTALLING SOFTWARE UPGRADES

MAKING AND RECEIVING CALLS

Intercom Calls

Outside Calls

Emergency Calls

Call Waiting

PLACING CALLS ON HOLD

PLACING CONFERENCE CALLS

TRANSFERRING CALLS

To Another Extension

To Voice Mail

To an Outside Number

USING REVERSE TRANSFER

FORWARDING CALLS

Manual Call Forwarding

System Forwarding

Redirect Call

REDIALING A NUMBER

USING VOICE MAIL MESSAGES

Listening to Messages

Undeleting Messages

Sending Messages

Canceling Unheard Messages

USING DO-NOT-DISTURB MODE

Moving On

INTRODUCTION

SETTING PREFERENCES

Endpoint Configuration

Voice Mail Options

SPEED DIALING