ESI C-Plus, C-Plus Executive, 40D, Compact, Heavy-duty User Manual

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ESI Phone

User’s Guide

FOR ESI C-Plus AND ESI C-Plus Executiv e

0450-1177

Rev. D

For on-li n e he lp , vi sit www.esi-estech.com/users.

About ESI

ESI (Este c h Syst em s, Inc. ) i s a priv at el y hel d cor porati on bas e d in Pla no, T exas. Fou nd ed i n 1987, ESI desi g ns and builds innovative telecom m unications pr oducts for businesses like yours. Because of their powerful com bination of value and features, ESI products are consistently reco gnized by industry publications and leaders.

Copyright © 2011 ESI (Estech Systems, Inc.). Esi-Dex, Quick Groups, Quick Moves, Virt ual Mailbox Key, AutoPage, Quick Page, and Verbal User Guide are trademarks of ESI. Information contained herein is subject to change without notice. ESI products are protected by various U.S. Patents, granted and pending. Visit ESI on the Web at www.esi-estech.com.

Table of contents

Introduction.............................................................................A.1

ESI 40D Business Phone.......................................................A.2

48-Key Feature Phone................................ ...........................A.3

24-Key Feature Phone................................ ...........................A.4

12-Key Feature Phone (legac y produ ct).................................A.5

ESI Cordless Handsets..........................................................A.6

Connecting your ESI phone...................................................A.7

Help mode (Verbal User’s Guide)......................................B.1

User programming: An introduction................................C.1

User programming menu.......................................................C.1

Voice mail operation.............................................................D.1

VOICE MAIL key....................................................................D.1

Personal greetings.................................................................D.1

Leaving messages . . ............................................................D.2

Moving a message.................................................................D.2

Off-premise s “reach me”........................................................D.3

Message retrieval...................................................................D.3

Live recording........................................................................D.6

Off-premises me ssage deli ver y................................ ..............D.7

Message Recycle Bin (un-delete)..........................................D.8

Status indicator lamp.............................................................D.8

Optional voice mail feature: Guest mailboxes........................D.8

Optional voice mail feature: Broadcast mailbox (500).......... D.10

Optional voice mail feature: Cascade notification mailboxes D.11

ESI phone operation .............................................................E.1

Display...................................................................................E.1

Caller ID.................................................................................E.1

Keys.......................................................................................E.1

Dial tone.................................................................................E.3

Basic phone use....................................................................E.4

Direct station sele ctio n...........................................................E.5

Transferring an outside call . . ...............................................E.6

Transferring an internal call . . ...............................................E.7

Conference calling................................................................. E.8

Call forwarding.......................................................................E.9

Call waiting.......................................................................... E.11

Hold/exclusive hold operation..............................................E.12

Paging.................................................................................E.14

Call pickup...........................................................................E.14

Optional features..................................................................E.15

Special keys............................................................................F .1

Esi-Dex...................................................................................F.2

Override ring ................................ ................................ ...........F.9

Message monitor mode (live call screeni ng ).........................F.10

Personal greeting reminder..................................................F.10

Headset operation................................................................F.10

Outside dial tone preference.................................................F.11

Line keys..............................................................................F.11

Optional features..................................................................F.12

Analog stations .....................................................................G.1

Caller ID................................................................................G.1

Placing calls..........................................................................G.1

Transferring calls...................................................................G.2

Conference calling................................................................. G.2

Call forwarding......................................................................G.3

Call waiting............................................................................G.3

Call hold................................................................................G.3

Paging...................................................................................G.4

Call pick-up............................................................................G.4

Voice mail operation from an analog station..........................G.4

Analog station progr amming ................................ ..................G.7

Index

User’s Guide Introduction

Introduction

Acces sin g the ri ch ESI f eat ure set i s sim pl e and ea s y thr ou gh the st raightf orw ar d d esi gn of E SI de skt op p ho ne s and the ESI Digital Cordless Handset. Each feature has been design ed for ease of use while providing capabilities needed in an advanced business phone.

You will be able to learn many of the features by simply using your phone; and this User’s Guide will introduce you to the wide variet y of features offered by your ESI system an d how to use you r phone effectively to achieve maximum benefits.

What it covers

This User’s Guide covers the use of the followi ng with your ESI system:

• ESI 40D Busi ness Ph o ne

• 48-Key Di git al Fe at ur e Ph one

• 24-Key Di git al Fe at ur e Ph one

• ESI Digital Cordless Handset

• [Legacy] 1 2-Key Digital Feature Phone

• Analog station

How it’s arranged

• Sectio n A — Introdu ct i on an d ph one il l ust r ati o n s

• Section B — Us er help

• Section C — User programming

• Section D — Voice mail operation

• Section E — Phone oper ation

• Section F — Special keys and features

• Section G — Analog station s

• Index

Important: If you’re using a 48-Key Feature Phone, please note that this phone has separate PROGRAM and HELP

keys, rather than the combo PROG/HELP key found on the other models supported by your ESI system. Therefore, you should press PROGRAM if programming your phone and the instructions tell you to press PROG/HELP; or , similarly, you should press HELP if the instructions tell you to press PROG/HELP to obtain assistance from the Verbal User Guide described herein (see page B.1).

Voice mail options

Your ESI C-Plus phone system comes with ESI’s award- winning voice mail, including an automated attendant and a de dicated mailbox for each stat ion.

The automated attendant provides up to 18 branches that conveniently route c allers to their desir ed extensions or departments, or even destinations outside the system.

Some fe atures are enabled by the Inst aller or System Administrator. Cons ult your System Admini strator if you are unsure about what ESI features ar e available.

A.1

User’s Guide Introduction

ESI 40D Business Phone

Available for the ESI C -Plus Executive system, the ESI 40D Business P hone has a variety of progr am m abl e an d built- i n features. The ESI 40 D Busi n es s Pho ne’ s bu il t - in voice mail features and v oic e prompts ma ke it eas y to program and us e. Up to two ESI 40D Business Phones (or two 48-Key Feature Phones, or one of each) may be instal l ed on an ESI C - Pl us Ex ecut i ve s yst em.

Items referenced elsewhere

Item Page Item Page

PROG/HELP soft feature key C.2 Verbal User Guide and tutorial B.1 P/UP (pickup) key E.14 Status indicator lamp D.8 Fixed feature keys E.1 ESI-DEX soft feature key F.2 VOICE MAIL key D.1 RECORD key D.6 Programmable feature keys C.2 PAGE key E.14

Hint: On any of these ESI phone varieties, you can perform direct programming by holding down a

programmable feature key for at least two seconds (similar to how you might program a car radio button). This isn’t applicable to the fixed-feature keys which, as their name implies, are already programmed.

A.2

User’s Guide Introduction

48-Key Feature Phone

The 48- K ey Fe ature Phone has a variety of programmable and built-i n features. The 48- Key Feature Phone’s built- in voice mail f eatures and voice prompts make it easy to program and use. Up to two 48-Key Feature Phones (or two ESI 40D Business Phones, or one of each) may be instal led on an ESI C-Plus Executive system.

Items referenced elsewhere

Item Page Item Page

PROGRAM soft feature key C.2 HELP key for Verbal User Guide and tutorial B.1 P/UP (pickup) key E.14 Status indicator lamp D.8 Fixed feature keys E.1 ESI-DEX soft feature key F.2 VOICE MAIL key D.1 RECORD key D.6 Programmable feature keys C.2 PAGE key E.14

Hint: On any of these ESI phone varieties, you can perform direct programming by holding down a

A.3

User’s Guide Introduction

24-Key Feature Phone

Available for all ESI C-Plus systems, the 24-Key Feature Ph one has a variety of progr am ma bl e and b uil t - in features. The 24- Key Feature Ph one’s built-in voi ce mail featur es and voice prom pts mak e it easy to program and use.

Items referenced elsewhere

Item Page Item Page

Hint: On any of these ESI phone varieties, you can perform direct programming by holding down a

A.4

User’s Guide Introduction

12-Key Feature Phone (legacy product)

The legacy 12-K ey Fe at ur e Pho ne, still in use on many installed ESI systems, includes the basic, most commonly used phone features. This simplified model supports neither speakerphone operation

nor Esi-Dex.

Items referenced elsewhere

Item Page Item Page

PROG/HELP soft feature key C.2 HELP key for Verbal User Guide and tutorial B.1 P/UP (pickup) key E.14 Status indicator lamp D.8

Fixed feature keys E.1 PAGE key E.14 Programmable feature keys D.1

Note: The following features aren’t available on a 12-Key Feature Phone:

Hint: On any of these ESI phone varieties, you can perform direct programming by holding down a

The 12-Key Feature Phone la cks a hands-free microphone, and therefore can’t serve as a true two-way speakerphone. Its speaker plays pages.

• Certain special keys and features (see “Special keys,” page F.1).

• Esi-Dex. Additionally: to use voice mail, conference calling and mute/DND on a 12-Key Feature Phone, you must

program these features into programmable featu re keys (see “Programma ble feature keys,” page C.3, and “Optional features,” page F.12).

A.5

User’s Guide Introduction

ESI Cordless Handsets

Available for all ESI C-Plus systems, ESI’s digital Cordless Handsets come in two models — compact and heavy-duty — b ut each offers the same features. Note that t hey do not have the following features found on some ESI desktop phones: speakerphone, Esi-Dex support (or ESI-DEX key), Caller ID key, Virtual Mailbox Key support, or Verbal User Guide (or PROG/HELP k e y) . Each mod el com es wit h a ch arg er /AC a da pter, base st ati on, belt clip, battery pack, and wall mount.

Two-line, 32-character display; third line contains status icons

VOICE MAIL key (pg. D.1)

Other fixed feature keys (pg. E.1)

Four programmable feature keys (pg. C.2)

Compact model Heavy-duty model

CHANNEL key

TALK key

A.6

User’s Guide Introduction

Connecting your ESI phone

Depending on which ESI phone y ou have, use the appropriate diagram (below) to conn ect it. Each diagram represents the panel on the phone’s underside.

Notes: The “Top of phone” and “Bottom of phone” references in these diagrams show the correct vertical

orientation of the phone — i.e., the part with the display is the top. When the phone is in the highest upright position, use the wall-mount hook located under the handset to

secure the handset when you’re not using the phone.

24-Key Featur e P hone 12-Key Featur e P hone

• Connects like a basic phone.

• Hand set plugs into right-side jack.

• Line cord plugs into left-sid e jack.

(legacy product)

ESI 40D Business Phone

Connects in a similar additi on to the 24-Key Feature Phone mentioned above.

Note: The ESI 40D Business Phone can accept an

optional Expansion Console when used on most other ESI systems, but this functionality is unavailable on an ESI C-Plus or ESI C-Plus Executive system.

48-Key Digita l Fea tur e P hone

Connects in a similar additi on to the 24-Key Feature Phone mentioned above.

Note: The 48-Key Digital Feature Phone can accept

an optional Expansion Console when used on most other ESI systems, but this functionality is unavailable on an ESI C-Plus or ESI C-Plus Executive system.

A.7

User’s Guide Introduction

ESI Cordless Handset connection

Each ESI Cor dl e ss Hand s et comes w it h:

• A charger/cradle to charge the Handset.

• An AC adapter for use with only the charger.

• A base statio n to provide a di gital interface between the ESI phone system and ESI Cordles s Handset. This base station is line-powered and thus needs no AC power.

• Wall-mount(s), a belt clip, and a Quick Ref er enc e Gui de .

Base station installation

Due to each site’s unique characteristics, the range and distance information we’ll provide herein is only approximate.

Characterist ics that positively affect performance:

• The b ase station should be installed so it has a clear line-of-sight with the Cordless Handset.

• The base stat i on a nt enn a sh oul d al wa ys be pointed in it s up per most ver t ic al po si ti o n.

Characterist ics that negatively aff ect per f or ma nc e:

• Large amo unt s of metal sh el vin g ( su ch as in ma nuf acturi ng or war e hou se ar ea s) .

• Close proximi ty to (within one mile of) a r adio tower.

• Concrete walls that divide spaces where Cordless Handsets are used (as suming the base statio ns are in

one location) .

Don’t install the base station:

• Close to a wall wit h met al st uds.

• On a metal wall.

• Next to a device that emits RFI or EMI

fluorescent light fixture, or fax machine.

• Next to any other 9 00 MHz device — e.g., a hand-held inventory contr ol device.

• In a ceiling that has foil-backed insulation.

• Behind doors that typically are closed, tinte d windows, one-way glass, or other areas th at limit or

cut off transmission to the Cordless Handset.

Base stations must be installed at least 10 feet apart, regardless of whether the base stati on is for the small-model or larg e-model Cordless Handset. Don’t inst all more than six base stations in one area (such as a network room). Choose a location at least 30 feet away if more than six base stations are needed in a building.

A Digit al Cordless Handset base station requires only a line cord t o the phone system; AC power is n’t needed becaus e the base station receives power from the phone system via the line cord.

Once t he base stations are installed and the Cordless Ha ndsets charged, chang e each Handset’ s channe l by pressing its CH key . Each Handset should have its own channel. There are 30 avail able channels on the small Cordless Handset and 10 on the large Cor dless Handset.

— e.g., a tele vision, radio, computer, computer printer,

Note: Feedback may result if the Cordless Handset is within three inches of an ESI desktop phone.

RFI is radio frequency interference. EMI is electromagnetic interference.

A.8

User’s Guide Help mode (Verbal User’s Guide)

Help mode (Verbal User’s Guide)

Your ESI system’s Help mode (als o called the Verbal User’s Guide) — a caref ull y c once i ved c ombinati on of spoke n information, display readouts and even key illumination when appropri ate — is a powerful tool to help you learn how to use the system’s many featur es.

Notes: As explained on page A.1, your ESI phone has a combo PROG/HELP key unless it is a 48-Key Feature

The ESI Cordless Handsets have no access to the Verbal User Guide (and, thus, no key to invoke it).

Phone (which has separate PROGRAM and HELP keys). Under the circumstances described in this section, the PROG/HELP key will invoke Help mode.

Tutorial

When your stat ion is i dle, press PROG/HELP, and then follow the spoken Help menu to:

• Learn how to us e the ph on e • Hear a description of how an y ke y is use d

• Learn how to us e voi c e mail f e atures • Hear a compl et e tu tor i al on ph on e op erat i on

Help during st ation program m ing

T o hear a detailed des cription of a function you wi sh to program, press PROG/HELP while pro gr am min g it.

Help during a c al l

Press PROG/HELP while on a call and this will place the call on hold, whereupon you can us e Help mode to hear a description of the function you wish to perform. When you exit Help mode, you will be reconnected to the call .

While you are either in Help mode or programming your phone, your station will be temporarily placed in DND (see “MUTE/DND,” page E.3). Anyone calling your station while you are in DND will be forwarded to your mailbox (or other destination set by the installer).

Exiting Help mode

T o exit Help mode, simply hang up.

Visit www.esi-estech.com/users for up-to- date help.

B.1

User’s Guide User programming: An introduction

User programming: An introduction

Voice prompts will play menu and sub-menu options to access the desired feature. You don't have to wait for the entire prompt to be played. Therefore, once you’ve become familiar with the prompts (consult “User programming menu” on t he next page), you can quickly set an y frequently u sed feature.

Program m ing hel p

During any of the programming steps, press PROG/HELP to h ear a mor e detail ed description of th e feature and related programm ing opti ons.

Exiting pr ogr am m i ng mode

To exit programming mode, simply hang up.

User programming menu

Overview

1 Select personal gr eet i ng 1 Record 2 Delete 3 Hear

2 Programmable feature keys (Station keys, line keys, speed-dial keys, other featur e keys)

3 Station options

1 Call waiting/background announce 2 Personal greeting reminder 4 Outs ide dial tone preference 5 Hands-free answer 6 Message monitor 7 Power-saving mode

Note: Background announce and selections 5 and 6 under Station Opt ions are not available on the

legacy 12-Key Feature Phone. Option 7 is available on only the ESI Cordless Handset.

4 Station audibles

1 Station ring tone 2 Station ring volume 3 Message ring

5 Password

1 Enter 2 Delete 3 Hear 4 Security level

6 External me ssage notification

1 Delivery options 2 Phone delivery 3 Pager notification

9 Un-delete

For use with only ESI Cordless Handsets.

C.1

User’s Guide User programming: An introduction

1 Select personal greeting

Select t he d esir ed gr e et i ng — 1, 2 or 3. The system will play the current greeting, followed by prompts to rerecord, del et e or he ar agai n — or select the current gre eti n g by pr es si ng #.

1 Record personal greeting

Begin recordi ng at the tone. Press 1 to stop. The new personal greeting automatically replaces the previous greet ing.

2 Delete personal greeting

When prompted, press 2 again to confirm deletion.

Warning: Your mailbox is disabled if no personal greeting exists. Never delete all of your existing personal

greetings before you record at least one new one.

3 Hear current personal greeting

2 Programmable feature keys

There are two m ethods for programming of your phone:

• Dir ect pr o gram mi ng — Select the key you wa nt to program, and hold it down for at least tw o se conds. This not onl y in it iates programming but al so l ets y ou im me diately pr ogr am t hat sp e cif ic k ey.

• Traditional programming — Press PROG/HELP. The Verbal User’s Guide will speak to you, walking you through the full m enu, during whi ch you can choos e the appropriate option.

Direct programming example:

You wish to set one of the keys to dial a co-worker, whose extension is 105. Hold down the key for at least two seconds. This automatically puts you in feature key programming. Follow the prompts to enter 1 0 5. (This has allowed you to skip two steps — pressing PROG/HELP and selecting a menu option — that you’d have had to perform if using traditional programming.)

C.2

User’s Guide User programming: An introduction

How the programmable feature keys can be set

• Line keys — Programming a li ne number (1 through 8) i nto a programmable feature key makes it a line key , which pro vides the appropriate lamp information and manual outside-line access.

• Station keys — If the digits entered constitute a three-digit number, the programmable feature key will become a station key, providing the appropr iate lamp inf o rmation and easy access or transfer. Thr eedigit nu mb ers entered ca n be:

— User extensions (100–115) — Cascade mailboxes (520–529) — Depart ment num bers (290–299) — System speed-dial numbers (600–6 99) — Guest/info mailboxes (300–489)

• Speed-dial keys — In addition t o progr am m ing a programm able feature key with a system speed-dial number , you can cr eat e personal speed-dial keys for automatic dialing of frequently called outside number s. If you program 9 (or 8 or 7) plus a phone number, the programmable feature key becomes a speed-dial key. When you program a s peed-dial key, there's no need to i nsert a pause after the 9 (or 8 or 7). Th e spe e d-dial number ca n be up to 24 characters long. Use the up scroll key () to enter special ch ar acters in a dial str i ng.

• Other feature keys — I f you enter a feature code, the programmabl e feature key will serve as an enable/disable key f o r that feature. The Installer may have programm ed certain stat ions for accessing additi onal features (see “O ptional features,” p age F.12); c onsult your System Adm inistr ator to determine your a ccess.

Keys’ LED activity during programming

Key type and LED indica t ion

Mode

Currently being programmed and previously assigned

Currently being programmed and previously unassigned

Programming mode — Was assigned or viewed in current session

Assigned in a previous programming session and not yet viewed in current session

Never assigned and not yet viewed in curren t se ss i on

Station key or

Virtual Mailbox Key

Flashing red Flashing green Flashing amber

Flashing red Flashing red Flashing red

Blinking red Blinking green Blinking amber

Solid red Solid green Solid amber

Off Off Off

Line key

Feature key

or speed-dial key

Note: Each ESI Cordless Handset has only one LED color — red — with similar blinking rates.

C.3

User’s Guide User programming: An introduction

3 Station optio ns

The station options su b- m en u (PROG/HELP 3) lets y ou activate or deacti vate several feature s your station can provide. At each option sub-menu, 1 en ables the optio n and 0 disa bl es it . (E ach opt i on l ist ed b el ow is explained elsewhere in this manual, as noted.)

1 Call waiting/background announce

See page E.11 for call waiting and page E.12 for background announce.

Note: Background announce is not available on a 12-Key Feature Phone.

2 Personal greeting reminder

See page F.10.

4 Outside dial tone preference

See page F.11.

5 Hands-free answer

Note: With an ESI Cordless Handset, use of this feature requires a headset.

See page E.2.

Note: Not available on a legacy 12-Key Feature Phone.

6 Message monitor

See page F.10.

Note: Not available on a legacy 12-Key Feature Phone.

7 Power-saving mode

Note: Applicable to only an ESI Cordless Handset.

Allows yo u to ena bl e or di sable an ESI Cordl e ss Hands et’ s po wer - sa vi ng m ode. Ena bl i ng thi s mo de he lp s achiev e full b att er y lif e. Ho we ver, if full - t ime st at us mo ni tor i n g is re quired, you ca n dis ab le t his m ode. In power-saving mode, the phone system blocks al l status updates Handset has be en idle f or 30 se conds. Pressing the Cordles s Handset’s keys or receivin g an incom ing call on it will discontinue power-saving mode.

Note: When the handset has received no calls or status updates1 for five minutes, the Cordless Handset

to the Cordless Handset when the

enters deep-sleep mode. During it, the display is blank and the LEDs don’t light up. If the system sends any updates to the Cordless Handset, it will discontinue deep-sleep mode.

For example: If you have a programmable feature key set as a station key for someone’s extension, the system updates your Cordle ss Handse t

based on that extension’s current status (busy, idle, or do-not-disturb).

C.4

User’s Guide User programming: An introduction



4 Station audibl es

The station audible s progr am m ing provides control of the foll owing audible items:

Notes: Only the third setting, message ring, is applicable to the ESI Cordless Handset. Your phone has a secondary ring tone you’ll hear (if your phone system has been programmed

1 Station ri ng t one

You can select from six possible to nes t o help disting uish it f rom other nearby ringi ng phon es. Press

2 Station ri ng v olume

Press  and  to set the desired ringer volume (range: off to high), then press # to accept it.

accordingly by your Installer) when call waiting occurs — i.e., a second call rings in for you while you’re already on another one — on live-ring calls.

or  to select a tone, then press # to accept it.

Note: (Not applicable to ESI Cordless Handset or legacy 12-Key Feature Phone)

If the ringer volume is turned off, the status indicator lamp will not “flutter” when an incoming or recalled call is presented to the phone (see “Status indicator lamp,” page D.8).

3 Message ring

When enabled, this feature will periodically generate a short ring tone at your station as an additional alert that you ha ve ne w messa ge s.

5 Password

1 Enter new password

Your password m ay consist of 2–8 dig its followed by # (0 cannot be the first digit). Entering only 0 as t he password will turn off the password requirement.

2 Delete current password

Resets the password to the default password.

3 Hear current password

Displays and plays back the current password.

4 Password security level

Selection Result

0 No password required for access from any phone 1 Password required only for remote access, either off-premises or from other stations within the system 2 Password always required

C.5

User’s Guide User programming: An introduction



6 External message notification

1 Delivery options

1 Delivery to phone number only

2 Notify pager only

0 No off-premises deli very

2 Phone delivery

1 Enter phone number

Enter the phone number (24 digits, maximum) followe d by #. Do not include an outside line access code (i.e., don’t add 9, 8, or 7) before the number. Use the  scroll key to enter special charact ers; use the the scroll keys to view the number after it ’s saved. To change the number, you must delete it and then re-ent er it as d esired.

2 Delete phone number

Delete s the cur r ent l y pr o gramm ed p ho ne nu mb er.

scroll key to backspace. You also can us e

3 Display current phone number

Displays the c urrently programmed phone number.

3 Pager notification

1 Enter pager number

Enter the pager number ( 24 digits, maximum) followed by #. Do not include an outside line access code (i.e., don’t add 9, 8, or 7) before the numb e r. Use the  scroll key to enter special charact ers; use the the scroll keys to view the number after it ’s saved. To change the number, you must delete it and then re-ent er it as d esired.

2 Delete pager number

Deletes the currently programmed p ager num ber.

3 Display current pager number

Displays the currently programmed pager number.

9 Message Recycle Bin (un-delete)

Your 10 most recently deleted messages will be played first. Press 9 to move to the next message. Press 8 to re store the message to your mailbox as an old mes sage.

scroll key to backspace. You also can us e

C.6

User’s Guide Voice mail operation

Voice mail operation

Your phone system provides accurate and timely messages. Others will become more comfortable leaving you voice m essage s if you promptly retr ieve and respond to your messa ges.

VOICE MAIL key

For dire ct ac ce s s to all voice mail f eat ur es, su c h as pic ki ng up mes s ag es or tr an sf err i ng di re ct l y to mai l bo x es:

• On an ESI 40 Business Phone, 48-Key Feature Phone, or 24-Key Fe ature Phone — Use the blue VOICE MAIL key. It will blink whenever you have one or more new messages, an d the display will show you how many new and old messages are stored for you on the ESI system.

• On a legacy 12-Key Fe at ure Ph on e — Assign key co de 579 to a programmable feature key (see “Programmable feature keys, ” page C.2, and “Optional features,” page F.12). Until t his has been done for your phone, your mailbox is disabled. (When you try to access a disabled mailbox, the system will notify you that it’s disabled.) You still can retrieve previously left messages and access user programming, but the mailbox won’t be able to receive n ew voice m essag es. Therefore, to enable the mailbox, assig n key co de 579 to a programmable feature key.

• On an ESI Cordless Handset, use the blue-out lined VOICE MAI L key. The displ ay, dir ectl y ab ove t he

VOICE MAIL key , will show an “envelope” icon when you have one or more new messages.

Personal greetings

Initially, your mailbox has a generic greeting: “You have reached the mailbox for extension xxx. Dial 0 to reach the operator or begin recording at t he tone.” You can record up to three different personal greetings in your own

voice indicating your availability to return calls.

Examples

Sample greeting 1: Hi, this is [name]. I’m away from my desk or on the phone right now; so please either dial zero to

Sample greeting 2: Hi, this is [name]. I’m out of the office. You may dial 1 2 2 for my assistant or, if you prefer, you

Sample greeting 3: Hi, this is [name]. I’m away from my desk at the moment. To reach the operator, dial zero.

Dependi ng o n auto at t end a nt usa g e and yo ur personal pr ef er e nc es, y ou may wish to include one or more of these opt io ns i n yo ur per s onal gre et i ng s:

Option Instruction

0 To reach the operator 1 To skip directly to the record tone (or “beep”) 4 To perform off-premises “reach-me” (see “Off-premises ‘reach-me,’” page D.3) 8 To the main greeting (if your system is using the auto attendant)

XXX An extension number of another user

Note: Option 4 is available only when personal greeting 2 has been recorded.

You can change any personal greetin g as often as necessary, by just recording over a previously recorded personal greeting.

Warning: Do not delete all of your personal greetings; make sure at least one always remains. Deleting all the

greetings will turn off your mailbox.

reach our operator, or leave me your name, number and message at the tone and I’ll get back to you as soon as I can.

may leave me a voice message at the tone — I’ll check in regularly — or, if it’s important, dial 4 to reach me on my cell phone.1

Otherwise, leave your name and phone number at the beep so I can return your call.

These sample greeting s refer to certai n featu res whi ch may not be acti vated for your exten sion ; consult your Sy stem Admi nistrator for additional

information, if necessary.

D.1

User’s Guide Voice mail operation

Personal greeting keys

You can progra m a programmable feature key as a per sonal gr eeting key for any one of the three personal greetings (s ee page F.14). Once created, this shortcut can the n be used to activate th e associated p ersonal greeting (the key’s LED will glow green and the greeting played as confirmation).

Note: (Not applicable to ESI Cordless Handset or legacy 12-Key Feature Phone)

Press RECORD while the confirmation is playing and follow the prompts to record the greeting. Otherwise, listen to the greeting to the end and follow the prompts.

Leaving messages . . .

If you call another station that is DND, bus y or does not answer — or if you c all a spe cial mailbox (such as a guest mailbox) — you will be transferred to the mailbox. You can skip the mailbox’s personal greeting by pressing 1; this takes you directly to the record tone.

. . . directly in another user’s mailbox

The procedure for going dir ectly t o another user’s mailb ox without ringi ng his/her extension depends upon whether you have that user’s extension set as one of your station keys:

• If you do, press VOICE MAIL and then the pe rson’s station key.

• If you don’t, press VOICE MAIL and TRANSFER and then dial the extension number.

Either will connect you directly to that user’s personal greeting.

. . . in several users’ mailboxes using a Quick Group

You can leave a direct message in several u sers' mailboxes at t he same time by pr essing VOICE MAIL and the desired statio n keys — thus cr eating a Quick Group. You can also move messages or recording s to a Quick Group i n the sam e manner.

Notes: You can use only station keys to select the additional mailboxes for Quick Groups.

If you have a department programmed as a station key, pressing VOICE MAIL and then the department’s station key will leave a message for all members of the department.

Moving a message

When you move a messag e (by pressing 6), a prompt will ask whether you wish to move the message with or without an introduction. Once you’ve moved the me ssage, you’ll be given the normal options to handle the message in your mailbox: save, delete, et c.

D.2

User’s Guide Voice mail operation

Off-premises “reach me”

After a caller has been forwarded to your voice mailbox and is listening to your personal greeting, this feature allows the caller to be forwarded to a number outside the system — i.e., a regular phone number rather than an extension.

Note: This feature is activated only if your System Administrator enables it on your station.

You must have personal greeting 2 selected and it must tell callers to press 4 for this feature. T o use this feature, follow these steps:

1. From your ESI desktop phone, pres s PROG/HELP 6 2 1 and ent er the telephone number to which you want calls forwarded when you’re off-premises.

2. Record and act iv at e p ers on al gr eet in g 2. Be s ure t o tell the c aller to press 4 during the greeti ng to be conne cted to your alt ernate phone. (See the sample greeting, below.)

When you receive a call forwarded in this fashion, you’ll be prompted to “press any key” to accept the call. If you don’t answer the call, the caller is returned to your voice mailbox on the ESI system. Off-premises “reachme” is avail a ble on guest mailboxes, as well. Sampl e perso nal greet ing 2 for off-premi ses “reach me”:

“Hello. This is Rick. I’m currently out of the office. T o attempt to reach me on my mobile phone, please press 4 now. Otherwise, please leave me a message after the tone and I will return your call as soon as possible.”

Message retrieval

Message(s) waiting display

If you have at l east one new message, your ESI deskt op phone’s VOI CE MAIL key will bli nk (except on a legacy 12-Key Feature Phone) and your display will show the number of new and old messages in your mailbox.

On an ESI Cordless Handset, an “envel ope” icon on the displ ay also appears when you have at least one new messa ge.

Note: Message status information (shown in the example above as NEW 3 OLD 1) appears on an ESI

desktop phone (except on a legacy 12-Key Feature Phone) only when new messages exist.

Retrieving voice mail messages fr om your ESI phone

1. Press VOICE MAIL.

2. Enter your password if required (you may change the requi rement for a password in user progr am m ing menu 5; see "Password,” page C.5).

3. The ESI system will start playback of messages with the oldest new message and continue until all messages are played. The display will show the origination of the message, the countdown duration of the me ssage, whether new or old, and the time/date of when the m essage was left.

ESI phone with two-line display

(Continued)

ESI phone with three-line display (also shows running playback time in reverse)

This is also the same number used for message notification phone delivery (see “Off-premises message delivery,” page D.7).

A 12-Key Feature Phone will display only the date and time.

D.3

User’s Guide Voice mail operation



4. At the end of each message, the ESI system prompts you for instructions (see the chart, “Keys’ functions during voice mail message ret rieval ,” below). Onc e you’ve learned these prompts, you can proceed more r apidly by pressing one of the a ppropriate keys any ti me during a message or during a prompt.

5. To exit play ba ck of mes s ag es, si m pl y han g up yo ur ph on e.

Note: If you hang up during playback of a message, the system saves that message as new and all

others not deleted.

Keys’ functions d uri ng voi ce m ail m es sag e r etrieval from an ES I desk to p pho ne

Key Function name Description

1 Pause Pauses for one minute or until you press 1 again. 2 Time and date/

number toggle

3 Reply Replies to the originator of a message (possible only if message came from another user

4 Back up

(rewind)

5 Fast forward Advances playback 4 seconds for each key-press.

6 Move Moves a copy of the message to another user’s mailbox.

7 Delete Deletes the message from the mailbox (see “Message Recycle Bin,” page D.8). 9 Save Saves the message (it will play as an old message the next tim e you retrie ve messages).

9 9 Save as new Skips over a new message and leaves it as a new message (i.e., it will be played as a

REDIAL Auto-callback Exits your mailbox without erasing the message, and then automatically dials

Toggles the bottom line of the display between the message’s time/date and the caller’s number.

in the system). Record your reply at the tone and then press 1 to stop, after which the system returns you to your mailbox and the message to which you were replying.

• If pressed during message playback, rewinds 4 seconds for each key-press.

• If pressed after the playback has finished, returns to beginning of message.

(Not available from an analog phone or off-premises location.)

You may move the copy with or without an introduction. After the move, the system returns you to your mailbox and the original message.

new message the next time you pick up messages). You must press the 9 key twice within two seconds.

the number.

(Not available from an analog phone or off-premises location.)

ESI-DEX Store If Caller ID is present, saves to your Personal Dex for later use.

# Leave

a message Check

other box

(Not available from an ESI Cordless Handset, analog phone, or off-premises location.)

Lets you record a message in another mailbox. At the prompt, enter the desired mailbox number.

Checks messages in another mailbox (may require a password, depending on the mailbox’s setting; see “Password,” page C.5).

Retrieving voice mail messages using anoth er user ’s ESI desktop phone

1. Press VOICE MAIL and then .

2. Dial your ext en sio n num ber.

3. Follow the pr ocedures described in “Retrieving voice mai l mes sages from your ESI desktop p hone” (page D.3).

Virtual Ma ilbox Key™

If you frequently pick up your messages from another user’s ESI desktop phone or have others help pick up your messages, you may want to program a programmable feature key on that phone as a Virtual Mailbox Key for your mailbox. When you have new messages, the key will blink, press it to automatically connect to your mailbox. This feature does not affect your ability to pick up messages from your own phone.

Note: Assign to the programmable key the following — VOIC E MAIL  and then your extension number or

mailbox number (see “Programmable feature keys,” page C.2).

A local call may not be dialed correctly, depending on the limitations of the local dialing plan. You may need to dial some of these calls manually.

D.4



User’s Guide Voice mail operation

Retrieving messages from an off-premises location

You can pick up messages when a w ay from the off ice or from an analog stati on. Since the di splay is not available to you, message handling will operate slightly differently .

To retrieve your message from a remote location:

1. If the auto atte nd ant’s main gre eting answ ers y our ca l l, pres s If the operat or or another user answers your call, have the person transfer you (by pressing VOICE MAIL

, then pre ssi ng y our st at ion k ey [or e nt eri ng yo ur mai lbo x num ber ] an d t hen han gi n g up).

2. If required, enter your password.

3. The ESI system will announce the number of new and old messages, and will start playback of messag es st ar ti n g wit h the ol dest n ew mes sag e and c ontinue unti l al l mes s ag es and r ec ordings hav e played or you pre s s

to disconnect.

For more infor m ation, see page C.6.

Additional functions available during off-premises voice mail message retrieval

Key Function Description

2 Hear time/date Pauses the message, plays the time/date when the message was left and resumes. 5 Access user

programming

8 Main greeting Goes to the main greeting. 0 Operator Transfers you to the operator. # To other

mailbox Disconnect Disconnects you from the system. Always press  before hanging up (if you press it

Access certain user-programmable features.

Note: Fast forwa rd is not available fr om a remote location .

To leave a message in another user’s mailbox.

during message playback, the system will save the playing message and any other currently unsaved messages in your mailbox).

and enter your mailbox number.

D.5

User’s Guide Voice mail operation

Live recording

(Not available on legacy 12 -Key F eature Phone.)

Note: To use th is f ea tur e on an E SI Co rdle ss Ha nd se t, it must ha ve a pro gra mma ble fe atu re ke y se t for key cod e 582.

T o begin recording both side s of the conversation during a call, press RECORD. Recording will continue until either you press RECORD again, the cal l is completed or the maximum recording length

(See “Optional features,” page F.12.) It then functions like the RECORD key described herein.

is reached (default is 10 min utes). To resume recor ding, you must press RECORD again. During recording, the RECORD LED will “flutter” (blink rapidly) green and RECORDING will appear on the display.

Note: The Installer may have programmed your system to insert a short tone every 15 seconds while recording.

You can record any conversation, including a conference call. You also can make a personal recording — useful for recor di n g per so nal r eminders, in office conv ersati ons or meet in gs — b y lif ti n g the ha nd set or pre ss in g SPEAKER and then pressing RECORD. Internal dial tone will stop and recording of your station will begin until either RECORD is pr es se d agai n or you han g up, whi ch ev er o cc ur s fir st.

Note: Interruptions in conversation may compromise the quality of the recording.

Quick Move™

The Quick Move feature is perfect f or use by a receptioni st or, indeed, a nyone wh o receives a call that would be more appropriate f or one or more other curr ently unavailable co-workers (for whom you hav e programmed station keys on your phone). Let’s say s om eone calls and wants to speak to one of your co-workers. Y ou say that the co-worker isn’t there now but you’ll be happy to let the caller leave a voice message. However, the caller protests that he does n’t “want to talk to a r ecording” a nd wants you to write down the message. Worse, you know that some of your other co-workers will want to hear what this caller has to say.

But here’s all you ha ve to do: just pr ess RECORD and then, whi le recording (and “taking down” the message, as far as the caller knows), press the st ation keys for t hose to whom you wish t o Q uick Move the message . You can do this for as many stations as you have station keys programmed on your phone.

Each designated user’s mailbox will receive the recording as a new message, but your mailbox will not have the recor di n g. Thi s fe at ur e sav e s you a num ber of ste ps — i.e., you won’t need to access your m ailbox and move t he recording and delete the r ecording from your mailbox.

Playback of recordings

If you have recorded conversations, they will play after your old messages, or you can access them directly by pressi n g VOI CE MAIL, RECORD. This will play back the recordings, starting with the newest recording. Recordings can be handled j ust lik e other messages (see n e xt item) .

Adjustable by only the Installer.

D.6

User’s Guide Voice mail operation

Off-premises message delivery

T o program this, pres s PROG/HE LP 6.

Introduction

The ESI syst em ca n be pro gr am me d to del iv er mes sage s to an of f -pr emi s es ph o ne or to pa ge y ou when yo ur voice m ailbox recei ves a mes sage. You can set the phone number (cell phone, home number, another extension, etc.), a delay t ime (the period that the system is t o wait before at tempting to del iver the message), or the pager number.

The administrator can also set for your station the:

• Number to be called or paged

• Delay period

• Number of attempts

• Interval between attempts (in i ncrements of 30 minutes)

• "Quiet period” which suspends message delivery for late night, etc.

If you have programmed both an off-premise delivery number and a pager number , the system will prompt you to choose one of the following delivery options:

• Phone-only

• Pager-only

• No off-premises delivery

Message delivery

. . . To a phone

Whenever your mailbox receives a new message, the system will call the number that you have programmed and play the prompt: "You have messages. Please enter your password.” The prompt will repeat three t imes before the system assumes that no one has answered (i.e., because it h as "heard” no password) and disconnects.

Upon answering, enter your password (if you have set your password options for no password, you must enter 0 as your passw or d) .

Warning: A “” response instead of the password will cause the system to suspend calling you until it receives

You will then be connected to your mailbox and can proceed with normal remote operation (see "Retrieving voice mail messages from an off-prem ises lo cation,” page D.5).

. . . To an external pager

You can have the system call and activate your external pager whenever the first new message is left in your ma ilbox and repeat the page (at the interval programmed by t he administrat or) unti l all new messages have been retrieved.

Note: You can toggle the feature on or off in user programming (PROG/HELP 6 1 ).

the next new message.

D.7

User’s Guide Voice mail operation

Message Recycle Bin (un-delete)

The ESI system stores your 10 most recently deleted messages in a Mes sa ge Recy cl e Bin to allow you to recover, or "un-del ete,” messag es that may have been deleted in error.

You acc ess the M essage Recycle Bin through user pro grammi ng (PROG/HELP 9). Press 9 to advance through deleted messages. Press 8 to restore a message to your m ailbox as an old messa ge.

Status indicator lamp

(Not on ESI Cordless Handset or legac y 12- Key Feature Phone.)

The red status indicator lamp is located at the top of an ESI 40 Business Phone, 48-Key Feature Phone, or 24-Key Feature Phone. The status indicator lamp indicates three conditions:

• Phone is off-hook — Light glo ws s ol id r ed.

• Phone is ringing — Light “flutters” continuously.

Note: The light won’t “flutter” if the ringer volume is turned off.

• Phone has at least one new voice mail message — Light bli nk s.

For example, if a user is weari ng a hea dset, it can be difficult to know whet her he/she is on a call. Therefore, just look at the status indicator lamp — if it’s glowing solid red, the person is, indeed on a call.

Note: If more than one of these three conditions is true at the same station, the status indicator lamp will behave

according to the following priority: off-hook, then ringing, then new voice mail. Here’s an example. You have a new voice mail message waiting, which makes the status indicator lamp blink. However, if the phone begins to ring, the status indicator lamp will “flutter” continuously because ringing has a higher priority than new voice mail; and, if you then pick up the handset or press SPEAKER to take the call, the status indicator lamp glows solid red because the off-hook condition has the highest priority of the three conditions.

Optional voice mail feature: Guest mailboxes

Important: This is a special, optional feature not explained in the tutorial. Be sure to get your guest mailbox number

Guest mailboxes are perfect for personnel such as out si de sales or manuf a ctur i n g per son n el who do not have

an internal extension assigned to them but still need a mailbox. You can handle a guest mailbox as it were a regular ext e nsi on (i.e., list it in the directory, assign a programmable feature key for tr ansfer to it, etc.).

Notes: A guest mailbox must have at least one personal greeting recorded to be activated and, thus, able to

You also can use the off-premises “reach-me” feature (see page D.3) with a guest mailbox.

Personal gr eet i ngs

You can record up to three different greetings in your own voice indicating the availability to return calls. Also, you ca n change the greetings as ofte n as nece ssary by recording over a previously recorded greeting. (See “Select personal greeting,” pag e D.1, to learn how to program these greet ings.)

(Continued)

from the Adm inistrator.

accept messages.

D.8

User’s Guide Voice mail operation

Program m ing y our guest mailbox from an ES I Feature Phone

Press PROG/HELP , then the mailbox number and then # to confirm. You will be prompted to: record the greeti n g, ch an ge the p as sw ord, ent er an ext er nal pa gin g num b er , or exit b y hangi n g up.

You can record up t o three dif fer ent personal gr eeti ngs in your own voice indi cati ng your avail ability to return calls.

Tip: If necessary, review “Personal greetings” on page D.1, for options and sample greetings.

You can change any personal greetin g as often as necessary, by just recording over a pr eviously recorded personal greeting.

Warning: Do not delete all of your personal greetings; make sure at least one always remains. Deleting all the

greetings will not revert to the initial default greeting and will turn off your mailbox.

Select the desired greeting number — 1, 2, or 3. The current greeting will be played followed by prompts to re-re cor d, delete, hear agai n, or sel ect as t he cur re nt greet i ng by pr e ssi n g #.

1 Record personal greeting

Begin recordi ng at the tone, press 1 to stop. The new personal greeting automatically repl aces the previous greet ing.

Important: Your mailbox will work only if at least one personal greeting exists for it. However, a legacy 12-Key

Digital Feature Phone must also have code 579 (VOICE MAIL) programmed on a programmable feature key.

2 Delete personal gree ti ng

When prompted, press 2 again t o confir m deletion. (S ee “Important” note, above.)

3 Hear current personal greeting

Password

See “Password,” page C.5.

Off-premises message delivery

See “Off-premises m essage d elivery,” page D.7.

Message Recycle Bin (un-delete)

See “Me ssage Recycle Bin,” page D.8.

D.9

User’s Guide Voice mail operation

Optional voice mail feature: Broadcast mailbox (500)

Important: This is a special, optional feature not explained in the tutorial.

Introduction to broadcast m ailbox

The broadcast mailbox lets you br oadcast a “master” message to all system users’ mailboxes. When y ou record a mast er messa ge in the broadcast mailbox, the ESI system instantly copi es it into the mailbo x of each user w ho has recorded a personal greet ing.

For easily contacting all system users, the ESI system’s broadcast mailbox (500) automatically consists of all station mailboxes (not guest mail boxes) w ith personal greetings recorded.

Note: A user can only delete or save his copy of a broadcast message; the broadcast mailbox will retain a

The master message remains in the br oadcast m ailbox until all users have saved their copies or deleted them from their mailboxes.

You may give the broadcast mailbox password to others to allow them to also record master messages. Setti ng “0” as the password eliminates the password requirement.

saved group message until deleted by every member of the group.

Leaving a broadcast message

Dial 500 and enter the appropriate password (if required) .

Deleting a broadcast message from the broadcast mailbox

Enter broadcast mailbox programming by pressing VOICE M AIL, , then dial 500. You will hear any previously r ecorde d broadcast mes sages not yet deleted by all system users. Delete by pressing 7. Exit by hanging u p.

Warning: If you delete the master message from the broadcast mailbox, all remaining copies will automatically be

deleted from the user’s mailboxes. Example:

You have left a broadcast message reminding everyone of a meeting for Friday. The following Monday, if the message is still in the broadcast mailbox (indicating that at least one of the persons has not deleted the message), you can delete it from the broadcast mailbox which will delete it from all user mailboxes who have not yet heard the message and deleted from their mailbox.

An impor tant note about Quick Groups

Any user can us e t he Quick Groups™ feature to send a message to any combination of users (for each of whom a st ation key has been pr ogrammed) without having to create specific group mailboxes. No programming is required to initiate Quick Groups.

D.10

User’s Guide Voice mail operation

Optional voice mail feature: Cascade notification mailboxes

Important: This is a special, optional feature not explained in the tutorial. Be sure to get your cascade notification

mailbox number from the Administrator.

A cascade noti ficati on mail b ox dials u p to three desig nated numbers (of up to 24 digits each) in a s equenc e called a cascade.

If a cascade notification mailbox receives a new message, the ESI system dials the first number for a set number of times. If it receives no response, the ESI system then dials a second number for a set number of times. If, again, there is no re sponse, the ESI system dials the third number ; and the system then dials all three numbers, in sequence, until s omeone does fin ally ret rieve the m essage. This is useful for a variet y of individuals who must be “on-call” after hours, s uch as d octors, plumbers, te chnical support representatives, wrecker driver s and volunteer fire fighters.

Programming your cascade notification mailbox

Cascade mailbox options

You can program up to three external numbers, of up to 24 digits each, to be called or paged whenever the mailbox takes a new or urgent message. The system will dial the first number (for the number of times liste d), then dial the second paging number (for t he number of times list e d), and f inally dial the third number, continuing in thi s sequen ce to call all three numbers until the message has been retrieved.

520 2145553232 PHONE 2 2145554254 PHONE 3 2145555452 PAGER

T o program a ca scade mai lbox, press PROG/HELP  and the mailbox numb er, followed b y #. Then, if prompted, if enter the password (th e default password is the same a s the mailbox number). I f this is the first time you’ve pr ogrammed the mailbox, it will prompt you to record the mailbox greeting. Otherwise, press 6 1 to enter programming of the foll owing cascade mailbox options:

1. The mailbox number — Range: 520–5 29. [ Th en pre s s 1 to enter num ber pr o gr amming, and proceed to Step 2.]

2. First number — The numb er to be di al ed ( without the CO line group).

3. Type — PHONE or PAGER. Use scroll keys to select.

4. Attempts — How many times the system will call before adding the second number. Range: 0–99 (0 immediately pa ges all numbers). Default: 1.

5. Second number — The number to be dialed (without the CO line gr oup).

6. Type — PHONE or PAGER. Use scroll keys to select.

7. Attempts — How many times the system will call before adding the third number. Range: 0–99. Default: 1.

8. Third num b er — The number to be dialed (without the C O line group).

1st Number

Type

Attempts

2nd Number

Type

Attempts

3rd Number

Type

Note: Use the  scroll key to enter special characters; use the  scrol l ke y to back space. Press # to

confirm the inserted character and continue. Press # # to complete the entry. To change the number, delete and then re-enter it.

D.11

User’s Guide Voice mail operation



Cascade notification parameters

The cascade notification mailboxes will use the same CO line group and pager dialing pause as programmed by the Installer.

Notifica ti o n interval

T o program the notification interval parameter for a cascade notification mailbox:

1. From t he programming menu for that mailbox, press 6 2.

2. Enter the number of minutes f or the interval between attempts. Range: 1–1440. Default: 30.

Notes: Enter only the number ; do not include a line access code (such as 9). Use the  scroll ke y to enter

special characters; use the  scroll key to backspace. You also can use the scroll keys to view the number after it’s saved. To change the number, you must delete it and then re-enter it as desired.

For those situations where more than one cascade notification mailbox is in operation, the ESI

system automatically sends the mailbox number to the display of a cell phone or digital pager, to indicate which mailbox has new messages.

Retrieving cascade notification mailbox messages

Retrieving messages when off-premises

If using an off-premises phone

1. Your off-premises phone ring. When you answer, you’ll hear: “You have new messages in mailbox number [xxx]. Please enter your password. To stop notif icatio n, press the

2. Enter the mailbox number and (if necessary) password. The system then will play any new messag es in t he ca s cade n ot if ic at i on mai l bo x.

If using a pager

1. Call the main number.

2. If the auto attendant main greeting answers, press If a live operator answers, have the operator tr ansfer you (by pressing VOICE MAIL and follo wed by entry of t he cascade paging mailbox numb er).

key .”

and the cas cade paging mailbox num ber .

Retrieving messages when using an ESI desktop phone

Press VOICE MAI L  and then enter the mailbox number .

Virtual Ma ilbox Key

See “Virtual M ailbox Key,” page D.4.

Message Recycle Bin (un-delete)

See “Me ssage Recycle Bin,” page D.8.

D.12

User’s Guide ESI phone operation

ESI phone operation

Display

When your phone (or station) is not in use, the display will show the current date and time, activated features such a s DND (do not disturb; s ee “MUTE/DND,” page E.3), monitor mode, and — on a n ESI desktop phone (other than t he legacy 12-Key Feature Pho ne) — the system’s current line usage.

Note: An ESI Cordless Handset’s display is similar to that of the 24-Key Feature Phone; one difference is that a

On an ESI 40D Business Phone, 48-Key

Cordless Handset doesn’t show line usage.

Two-line display Three-line display

Feature Phone, or 24-Key Feature Phone, each block on the bottom line of the display will represent an individual line (as in the examples, right). Incoming calls usually are assign ed begi nning with Li ne 1 at the f ar left line indicator. Outgoing calls are assigned from the highest-number ed line beginning at t he far right.

As you use your ESI de skt o p phon e, its di splay chang e s fre qu ently to give y ou det ailed inform at i on dur i ng c all processing and voice mail operations.

Caller ID

If you subscribe to Caller ID from your telephone service provider, the phone’s display will show an outside caller ’s nam e and/or number. such as UNAVAILABLE, PRIVATE or NO DATA SENT.

In som e instances, t he service provider can send only a general caller status —

Keys

Programmable feature keys

The phone’s program mable feature keys have been pre-programmed by the installer. The following chart indicates th e number of programmable feat ure keys on each ESI pho ne that your ESI system supports:

ESI phone model(s) Number of programmable feature keys

ESI 40 Business Phone 16 48-Key Feature Phone 30 24-Key Feature Phone 12 ESI Cordless Handset 4 12-Key Feature Phone (legacy product) 9

You may wish to add to or change some of these keys t o per form dif f erent f unct ions expl ained t hroughout t his manual. Press PROG/HELP to verif y current settings (s ee “ Station pro gra mmi n g,” page C. 1) .

Important: Each ESI Cordless Handset has a combination TRANS/CONF/PRG key that you should press when this

Note: T o use voice mail, conference calling and mute/DND on a legacy 12-Key Feature Phone, or to use call

If you don’t subscribe to Caller ID, the LCD will show which line is receiving the call, instead of the caller’s name or number.

Each Cordless Handset has no access to the system’s Verbal User Guide (“help mode”).

User’s Guide instructs you to press PROG/HELP.2

recording or do-not-disturb mode on an ESI Cordless Handset, you must program these features into programmable feature keys (see “Optional features,” page F.12).

E.1

User’s Guide ESI phone operation

Fixed-feature keys

The fi x ed-f eature keys on t h e phone ar e p erm ane nt l y la bel e d as to th eir us age. Th e FLASH/REDIAL and MUTE/DND key on a n ESI phone each have two purposes; your ESI system will govern this b y permitting

only the appropriat e functi on when either is pressed, depending on the c ircumstances at that moment. The diff erent ph one m odels have some di f f erent fi x ed -featur e key s.

Keys’ LEDs (lamps)

The LEDs (light-emitting diodes), or lamps, associated wit h the programma b le and fixed keys aid in determining the status of their f unction. In general:

• Green indicates a function associated with your phone.

• Red indicates an o cc urr e nce at anot her st at io n.

• A solidly lit lamp indicates in-us e status.

• Blinking indicates an action, such as ringing or holding, is required; a fast blink calls for immediate action.

As an ex ample, a blinking red key is a call ringing at another station; blinkin g green signifies ringing at your station. (Se e also “Line keys,” pa ge F.11.)

Note: Each ESI Cordless Handset has only red LEDs, and only on its four programmable feature keys.

The illumination activity (such as blinking) otherwise is similar to that described above.

SPEAKER key and speakerphone oper ation

Note: The ESI Cordless Handset models and legacy 12-Key Feature Phone each lack a speakerphone.

For hands- f re e co nversati on, u se t he SPEAKER key. When an outsi de call rings, you can press SPEAKER to connect to the caller via your phone’s built-in speakerphone. This lights the SPEAKER key’s LED. Or, while using t he hands et, you can swit ch a call to the speakerphone b y pressing SPEAKER and ha ngi ng up the handset. (To revert to the handset from speakerphone mode, lift the handset again.) To perfor m group listening — i.e., have a handset conversation along with th e caller’ s voi ce bro ad c ast o ver your sp eaker — press SPEAKER while o n a hands et conversation but do not ha ng up t he ha ndse t.

Hands-free answer (internal calls only)1

Note: T o use this feature on an ESI Cordless Handset, you must be using a headset.

You can progra m your phone to enable or disabl e hands-free an swer1 — press PROG/HELP 3 5. With hands-free enabled, an inter nal c all to your stat i on g en er at e s a short ri ng an d a doubl e c onne ct ton e, then automatically connects the caller to your speakerphone. With hands-free disabled, an internal call to your stat i on ge ner at e s a sin gle - ring caden ce; out si d e cal l s ri ng wi th a dou bl e- ring caden c e.

Note: The legacy 12-Key Feature Phone only supports hands-free listening. You must pick up the handset

to respond to the caller.

The legacy 12-Key Feature Phone supports only hands-free listening. To answer, you must pick up the handset.

E.2

User’s Guide ESI phone operation



Volume/scroll keys

The tw o smaller keys labeled  an d , lo cat e d just ab ove t he dial pa d, serve two pur po ses:

• Adjusting the volume heard through the handset and speaker — Your phone will maintain the chosen volume setting until you change it.

• Serving as scroll keys for oper ations (such as Esi-Dex or program m ing) that may show se veral entries on the displ ay, such as special character s: #,

Notes: Each ESI Cordless Handset lacks scroll keys, and thus doesn’t support features like Esi-Dex. To control volume on a Cordless Handset, use the buttons on the Handset’s side.

, P, and F.

MUTE/DND key

To disable your handset or speaker microphone during a conversation (either with the handset or speaker), press MUTE/DND. While the mute function is activated, the MUTE/DND LED will blink rapidly and the display shows “ M UTED.”

When your phone is idl e and you wish t o make sure its calls go straight to voice m a il, press MUTE/DND to toggle your phone in or out of DND (do-not-disturb) mode. The display will show DND and the MUTE/DND LED will glow amber.

Notes: If you press MUTE/DND while your phone is ringing, this forwards the call to your voice mailbox (see

On each Cordless Handset, muting is handled by the side-mounted MUTE button. For DND capability,

“Voice mail operation,” page D.1) and your station will be placed in DND.

assign key code 578 to a programmable feature key (see “Optional features,” page F.12).

Soft feature keys

Soft feature keys are dynamic: when used, they constantly change your ESI phone’s status. These soft keys, locate d un der t he di spl ay, include ESI-DEX and displayed commands, they guide you through t he use of Esi- Dex (pa ge F.2), various programming activi ties and cont rollin g the volume of your pho n e’s ha n dset and sp ea ker.

, PROG/HELP, and scroll keys ( and ). Along with spoken

Dial tone

When you first lift your handset, you will hear an internal dial t one that allows you to call ot her stations or perform other internal functions. To gain an outside dial ton e, dial 9 (or 8 or 7) key that has been set as a line key. (A line key, when press ed, automatical ly gains an outside line. Consult your System Administrator if you have questions.)

Note: On an ESI Cordl ess Handset, to recei ve:

• . . . internal dial tone, press TALK.

• . . . external dial tone, press 9 (or 8 or 7).2 (If the Handset is in sleep mode, press TALK first.)

or press a programmable feature

Not available on the legacy 12-Key Feature Phone.

What you dial to reach an outside line depends on your system’s particula r setup. If you’ re not sure , consult your admini strator.

E.3

User’s Guide ESI phone operation

Basic phone use

Outside calls

To answer (double-ring caden ce): Lift the ha nd set or pr e ss SPEAKER. If using a Cordless Handset, either press TALK or remove the Cor dless Handset fr om its charging cradle.

To place: Lift the handset or press SPEAKER. Then eith er pre ss an u nl it li ne key or di al 9 (or 8 or 7)1 to be assign ed an o utside dial tone.

To hang up: Repl ace the handset or pre ss RELEAS E or — if using the speakerphone — pre ss SPEAKER. If using a Cordless Handset, press TALK or put the Ha ndset in its ch arging cradle.

Internal calls

To answer (single-ring cadence): In hands-free mode, answer directly through the speakerphone or pick u p the handset. Or, to answer a ringing call, lift the handset or press SPEAKER. If usi ng a Cor dl e ss Ha nd set , either press TALK or remove the Cordl ess Hand set for i ts charging cr adle. (To receive a “hands -free- answer” call on a Cordless Handset, you must be using a head set.)

To place: Lift the handset and dial the extension number or press a stati on key (see “Direct st ation selection,” page E.5). On a Cordless Handset, press TALK or dial the ext ension.

To hang up: Repl ace the handset or press RELEASE or pres s th e stat i on ke y ag ain or — if using the speak er p hone — pre s s SPEAKER. If using a Cordless Handset, press TALK or put the Handset in its charging cradle.

On a Cordless Handset, press TALK and dial 9 (or 8 or 7).1

Shortcut for either outside or internal calls on speakerphone-equipped ESI phones:

If you press a station key or dial an extension number, the ESI system automatically activates

the speakerphone.

What you dial to reach an outside line depends on your sy stem’s parti cula r setup. If you’ re not sure , consult your admini stra tor.

E.4

User’s Guide ESI phone operation

Direct station selection

Programm ing som e of the programmable f eature keys (see p. C.2) as stat i on ke ys will provide direct access to those stations as well as pr oviding lamp information as to their status. The station keys’ LE Ds indicates t he status of the stati on assigned to each key:

If a station key’s LED is . . . The station assigned to that key is . . .

Unlit Available; currently unused Red; steadily lit In use Red; blinking Ringing from another call Green; steadily lit Connected to you (including via voice mail) Green; blinking Ringing from your call Amber; steadily lit In DND mode

Note: Each ESI Cordless Handset has only red LEDs, and only on its four programmable feature keys.

The illumination activity (such as blinking) otherwise is similar to that described above.

T o call another station programmed into one of your stati on keys:

1. Press an availab le ( unli t) st at io n key.

2. The called station will sound a short ring followed by a double connect tone.

3. The phone system will activate the called station’s speakerphone (or the station wi ll ring if that station’s user has hands- free answer disable d).

4. To disconne ct when finished, do one of the following:

• Replace the handset.

• If in hands-free mode, either press the station key a gain or press SPEAKER.

• Press RELEASE. (With a Cordless Handset, pr ess TALK or put the Handset in its char ging cr adle.)

If you press a key for a station that’s in use (red; steadily lit), you will “camp onto” the station, where its Feature Phone’s display will tell its user that you’re waiting (see “Call waiting,” page E.11).

If you press a key f or a stat ion that’ s in DND (amber; steadi ly lit), you’ll be forwarded direct ly to t he person’ s mail box.

E.5

User’s Guide ESI phone operation

Transferring an outside call . . .

. . . to another station

Blind transfer

1. While connected to an outside call, press a station key (or press TRANSFER and th en dial t he extension numb er) .

2. Hang up.

Note: If the called person doesn’t answer, the caller will be forwarded either to the called person’s

mailbox or another destination the Installer has programmed.

Supervi s e d t ransfer — announcing the ca l ler to the called pe rson

1. While connected to an outside call, press a station key (or press TRANSFER and then dial the extension numb er) and wait until the called person answers.

2. Announce the caller ( e. g. , “Hello; I’ve got Bill on the line and I’m transferring him to you now.”)

3. Hang up.

Note: If the transferred-to person doesn’t answer in step 1, press the station key again or press

FLASH to be reconnected to the original caller.

. . . to another pho ne num be r (tr unk-to-trunk transfer)

Important: USE OF FEATURES, SUCH AS TRUNK-TO-TRUNK TRANSFER, THAT REQUIRE TRUNK-TO-TRUNK

Blind transfer

1. While connected to an outside call, press TRANSFER and then the lin e acces s code (9, 8, or 7) ,

2. Hang up. Now bot h out si de li ne s ar e co nne ct ed vi a a tru nk -to-trunk conn ection.

CONNECTIONS WILL INCREASE THE RISK OF TOLL FRAUD. IN NO EVENT SHALL ESTECH SYSTEMS, INC. BE LIABLE FOR ANY DIRECT, INDIRECT, INCIDENTAL OR CONSEQUENTIAL DAMAGES WHATSOEVER INCLUDING, BUT NOT LIMITED TO, FRAUDULENT TOLL CHARGES, LOSS OF BUSINESS PROFITS, BUSINESS INTERRUPTIONS, OR ANY OTHER COSTS OR DAMAGES RELATED THERETO, ARISING FROM THE USE OF THESE FEATURES.

and then the telephone number t o which you want to tra nsfer.

Note: If, at any point during the trunk-to-trunk transfer, you wish to return to the origi nal call (e.g.,

Supervi s e d t ransfer — announcing the ca l ler to the called person

1. While connected to an outside call, press TRANSFER and then th e l i n e a cc e s s co d e (9 , 8, or 7); then dial the p hone nu mb er to whi ch you wa nt to tran sfer, and wait until the called person answers.

2. Announce the caller (e.g., “Hello; I’ve got Bill on the line and I’m transferring him to you now.”)

3. Hang up. Now both out si de li ne s are co n ne cte d via a tr u nk -to-t run k co nnect i o n.

Note: If, at any point during the trunk-to-trunk transfer, you wish to return to the origi nal call (e.g.,

perhaps you received a busy signal at the remote end, or the recipient simply won’t take the call), just press FLASH. This disconnects the second outside connection, returning you to (and removing from hold) the original call.

E.6

User’s Guide ESI phone operation



. . . to a voice mailbox

Transferring a caller to a mailbox to leave a message

1. While connected to an outside call, press VOICE MAIL and t he appr o pri at e st ation key — or, if your phone h as no station key programmed f or this desti nation, press VOICE M AIL and TRANSFER, and th en dial t he extension number.

2. You and the caller will be connected to that user’s personal greeting. You may choose either to hang up immediately or list en to a portion of the personal greeting (i. e., to a ssur e yo ur sel f t hat y ou have placed the caller into the correct mailbo x).

Note: Regardless of when you hang up, the caller will hear the entire personal greeting. To insure the

privacy of the message, you will automatically be disconnected at the record tone.

Transferring a user to his/her own mailbox for message pickup

You can t ransfer a user who’s calling from the outside directly to his/ her mailbox for message pick-up by pressing VOICE MAIL

and the appropriate station key , or dialing the mailbox number and hanging up.

. . . to the main greeting

T o transfer an o ut si de c all er t o the m ain gr e eti ng, pr es s VOICE MAIL an d hang up.

Transferring an internal call . . .

. . . to another station

Blind transfer

1. While connected to an internal call, press TRANSFER and then either press a station key or dial an extension numb er.

2. Hang up.

Supervi s e d t ransfer — announcing the ca l ler to the called pe rson

1. While connected to an internal call, press TRANSFER and then either press a station key or dial an exten si on nu mb er; then, wait until the c all e d per so n an swer s.

2. Announce the caller ( e.g., “Hello; I’ve got Bill on the line and I’m transferring him to you now.”)

3. Hang up.

. . . to another pho ne num ber

Blind transfer

1. While connected to an intern al call, pres s TRANSFER followed by the lin e access code (9, 8, or 7) and the telephone num ber to which you want to transf er.

2. Hang up.

Supervi s e d t ransfer — announcing the ca l ler to the called pe rson

1. While connected to an internal call, press TRANSFER follo wed by the line access code (9, 8, or 7) and the telephone num ber to which you want to transf er, and wait until the called person a nswers.

2. Announce the caller (e. g., “Hello; I’ve got Bill on the line and I’m transferring him to you now.”)

3. Hang up.

E.7

User’s Guide ESI phone operation

. . . to a voice mailbox

Transferring a caller to a mailbox to leave a message

1. While connected to an internal call, press TRANSFER, then press VOICE MAI L, and then press a stati on k ey or di al an extensi on n umb er.

2. You and the caller will be connected to that user’s personal greeting. You may choose either to hang up immediately or list en to a portion of the personal gre eting (i. e., to ass ur e yourself that you have placed the caller int o the correct mailbox) .

Note: Regardless of when you hang up, the caller will hear the entire personal greeting. To insure the

privacy of the message, you will automatically be disconnected at the record tone.

Conference calling

Up to two conferences, with up to four members each, can be conducted at the same time per system. Contact your syst em Inst al ler t o verif y if your syst em i s confi gu r ed to handl e two si multaneous conf er ences.

Note: On stations with a legacy 12-Key Digital Feature phone, a programmable feature key must be set to 570 in

T o create a co nfer e nce cal l :

1. Establish th e first call.

2. Press CONF

3. Place a second c al l as yo u norm al ly wo ul d.

4. Once connected to the second call, press CONF again to connect all of you together.

Note: Repeat these steps to add a fourth member to the conference.

If the newest added- on member does not answer, press his/her st ation key again or press FLASH to return to the original conferees. If you place any incoming caller on HOLD or exclusive HOLD (see “Hold/exclusi ve hold operation,” pa ge E. 12) , yo u ca n add that c all er, as well, to the c onf er e nce by pr e ssi n g CONF, ret rieving the call from hold (or exclusive hol d) and pressing CONF again.

Any member of t he conference can drop out by simply hanging up. However, when the station that created the conference hangs up, all mem bers in the conference are disconnected. I ndividual stations or lines connected to the conference can be dropped from the conference by pressing t heir station or line key (lit green).

order to initiate a conference call. For more information, see page F.12.

to place the cal l on hold.

Note: Your installer or System Administrator may have enabled trunk-to-trunk conferencing (unsupervised

Important: USE OF FEATURES, SUCH AS TRUNK-TO-TRUNK TRANSFER, THAT REQUIRE TRUNK-TO-TRUNK CONNECTIONS WILL

conferencing) for your station. If so, the steps to initiating such a conference are the same as for performing any other conference (see above); the difference is that you may hang up, thus exiting the conference, but the remaining members won’t be disconnected. (If this feature isn’t enabled, your hanging up disconnects all members.)

INCREASE THE RISK OF TOLL FRAUD. IN NO EVENT SHALL ESTECH SYSTEMS, INC. BE LIABLE FOR ANY DIRECT, INDIRECT, INCIDENTAL OR CONSEQUEN TIAL D AM AGES WHAT SOEVER INCLUDING, BUT NOT LIMITED TO, FRAUDULENT TOLL CHARGES, LOSS OF BUSINESS PROFITS, BUSINESS INTERRUPTIONS, OR ANY OTHER COSTS OR DAMAGES RELATED THERETO, ARISING FROM THE USE OF THESE FEATURES.

If you’re using an ESI Cordless Handset, use the TRANS/CONF/PRG key each time these instructions tell you to use CONF.

E.8

User’s Guide ESI phone operation

Call forwarding

Your station h as been pre-programmed by the inst aller t o “call-forward” your phone when it is busy or does not answer (usually to y our mailbox). I n addition, you can temporarily call-forward all of your calls t o another stati on or another user’s mai lbox.

1. Dial 5 6 5.

2. Dial the ext e nsi on n umb er (or VOICE MAIL and then the mailbox num ber) to which the system sho uld forward all calls.

Note: If the forwarded-to station is busy or does not answer a forwarded call, the call will be returned to

If you frequent ly cal l -f orward your phone, you can progr am a program mable f eat ure key as a call f or warding key to automatically turn forwarding on and off . If you a lways forward to the s ame extension, you can program a key with bot h 5 6 5 and the extension number. (For m ore infor mation, see “Pr ogrammable fe ature keys,” pp. C.2) The call forwarding key will be solid green to indicate that it is active.

your mailbox.

Call forwa r ding/no -a nswe r

Note: The ESI Cordless Handsets a nd legacy 12-Key Feature Phone do not sup port call forwarding/no-answer.

One special for m of call forwar di ng your phone can do i s call ed call forwarding/no -answer . As the term implies, it’s a forwarding that occurs only after a call to your extension goes unanswered; so, essentially, this gives you a chanc e to answ er the phone in case you’re there and wish to take the call, but automatically fo rwards as programmed if you’re either away from your phone or just choose not to t ake the call. You can set your phone to call-forward/no-answe r to an extensi on or mailbox. For you t o set this, either the extension must have an assign ed ca ll - for w ar d/ n o- ans wer ke y assigned or yo u can di al 5 6 7 followed by the destination number.

When you set call forwarding/no-answer:

• Outside calls coming into the extension will ring there for a pr edetermined ti m e and then be forwarded to a designated extension or mailbox.

• If the call isn’t answered within a predetermined time, the caller will be r o uted to the original extension’s voice m ailbox.

• If the extension is in DND mode, the call will be forwarded immediately to the extension or mailbox.

• If the extension is busy — i.e., of f -hoo k on an oth er call — and not in DND m ode, call for war ding/no answer will not be followed; instead, call waiting will be initiated (if allowed) and if the call is not answered, will follow the fixed call forward setting (normally your voice mailbox).

To set or cancel call forwarding/no-answer:

1. Dial 5 6 7.

2. Enter th e extension or mai lbox to which y ou are forwardi ng.

3. Press # to confirm.

4. Press a scroll k ey ( or ) to select either ENABLE or DISABLE for call forwarding/no-answer.

5. Press # to confirm.

E.9

User’s Guide ESI phone operation



Call forwa r ding/ of f -pr e mise s

Y ou m ay1 also be able to call-forward to an outside number. This is called call forw arding/off-premises. When this i s set, outside calls t hat are direct ed to your extension wi ll be f orwarded to the outsid e number. If the call isn’t ans wered

in time, the caller will be routed to the extension’s voice mailbox.

To set:

1. Press CFWD (or dial 5 6 5).

Enter the number (in clu ding the line gr ou p acce ss co d e , such as “9”) to which you’re f orwarding.

3. Press # to confirm.

Example: To call forward to 214 555-4141, press CFWD (or dial 5 6 5) and dial 9 2 1 4 5 5 5 4 1 4 1 # .

To cancel:

1. Press the CFWD key (or dial 5 6 5)

2. Press

to cancel.

Call forwa r ding/no-answer/of f -pr em i ses

Note: The ESI Cordless Handsets and 12-Key Feature Phone do not support call forwarding/no-answer.

You may1 also be abl e to cal l -forward/no- an sw er to an outside (“off-premises”) number. This is called call-forward/no-answer/off-premises. When this is set, outside calls that are directed to your extension will ring for a pre determined time, and t hen be forwarded to the out side number. If the call isn’t answered

in time,

the caller will be ro uted to the extension’s voice mailbox.

To set or cancel:

1. Dial 5 6 7 (or press an assigned call forwarding/no-answer programmable feature key; if necessary, review the instructions on page E.9).

Enter the number (in clu ding the line gr ou p acce ss co d e , such as “9”) to which you’re f orwarding.

3. Press # to confirm.

4. Press a scroll key ( or ) to select either ENABLE or DISABLE for call forwarding/no-answer.

5. Press # to confirm.

Your extension may not be allowed to have this feature. Contact your ESI Reseller for more information.

You must press 1 to answer the forwarded call (just as with off-premises “reach-me”; see page D.3).

E.10

User’s Guide ESI phone operation

Call waiting

If you’v e en able d call waiting for your station ( PROG/HELP 3 1 ) a nd a s ec ond cal l c ome s i n whil e you’ r e on another, a tone in your earpiece and the bottom line of your display will indicate that a second call is waiting. Y ou can ignore the waiti ng call and it will be transf er red t o your mail box (or ot her destinat ion set by the I nstal l er). T o toggle between the two call s, pr es s FLASH/RDL (or FLASH on c er tai n le g acy ph on es) . To drop either call, pre ss RELEASE while connected to the call to be dropped: this di sconne cts it a nd autom atically re-connects you to t he other call.

On a le gacy 12-Key Feature Phone, press the hook switch quickly to toggle between two calls (FLASH), or hold the hook switch down to release the call (RELEASE).

Call waiting display

Be sure to che ck the display when you’re using call waiting. Ini tially, the first line shows the name or n umber of your original call (depending on how the call was created) and the call duration. The second line shows the name or number of the call waiting along with the duration of that call. The arrow on the display will move between the first and second lines, indicating to which call you are connected.

1. You’re connected to XYZ Comp any, when you he ar a beep and see that Joe Smith is calling:

Here’s an example:

ESI phone with two-line display

(In t his example, Joe’s call is being transfer red to you; it’s bee n in the system for 31 seconds.)

2. You press FLASH/RDL (or FLASH on certain legacy phones) and are connected to Joe. Note how the arrow moves to indicate the c hange of connection:

ESI phone with two-line display

Note: If Caller ID is not used, the line number will appear instead of the caller’s name or number. If Caller ID is

used, in some instances the local telephone service provider will only show a general caller status such as Unavailable, Private, or No Data Sent.

Station-to-station call waiting

You can call, or tran sfer a call to, anoth er station that is in use (as i ndicated by the fact t hat its station key, if one exists for it on your ESI phone, is glow ing red). This gener ates a call waiting tone in the other station’s earpiece and puts a call waiting indication on the bottom line of that station’s display, as explained i n “Call waiti ng di spl ay” (above). If the person ignores the call waiting, your call or the transferred call will be forwarded to the person’s mai lbox (or other destination set by the installer).

ESI phone with three-line display

A legacy 12-Key Feature Phone will show only the first caller. Even if you hang up from the first call, the second call’s Caller ID information won’t appear.

E.11

User’s Guide ESI phone operation



Background announce fea tur e

(Not available on legacy 12-Key Feature Phone.) During cal l wai t in g, you can also make a bri ef, private background announcement to the station's earpie ce

(if its user has enabled the background announce feature; see “ Station options,” page C. 4). A background announce key mu st have been programmed at your station by programmi ng code 5 6 9 at a programmable feature key (se e p. C.2).

1. During c all w ait i ng (as de scribed pr eviousl y), pre s s a n d hold the progr amm ed a nn ou nce k ey to s pe ak; t he ke y will glow green if background announce is permitted or red if it isn’t permitted. The called station will hear your voice over the out side per son’ s voi ce. The out side cal ler , however , cannot hear you. The call ed person can re spon d by pr e ssi ng FLASH/RDL (or FLASH on certain legacy phones), which places the original call on hold.

2. Release t he key wh en y ou ar e fi ni sh ed spe aki n g.

Note: This feature works only between ESI phones (i.e., non-ESI analog phones on the system can neither send

nor receive background announcement) — and onl y if (a .) th e calle d p erso n has al l o wed ca l l waiting and background announce and (b. ) the ca lled per son i s using hi s/he r hand set. The backg rou nd announce key will be green (if these conditions are met), indicating that a background announce can be made.

Hold/exclusive hold operation

The difference between hold and exclusive hold

Your ESI phone l ets y ou put a cal l (i nt er n al or out side) on eith e r hold or exclusive hold. Each puts a cal l i nto a st a nd by mo de, but her e’ s th e dif f er en ce betw e en t he two:

• Hold allows anyone on the ESI system to retr ieve the call. User s connected to o utside calls can pre ss HOLD to place the call on hold. The system identifies held calls as being in numerically identified lines — e.g., “Line One,” “Line Four,” etc. For example, if you ne ed to transfer a call t o another stati on and k now the person is in the building but not at his/h er de sk, y ou mig ht pag e him/ h er to pi ck up a “ call on Li n e One. ”

• Exclusive hol d keeps the call only at the station where the user pressed HOLD.

Note: The way the HOLD key operates will depend on how HOLD key operation was programmed by the Installer.

Hold

(If you’re unsure about which hold feature is activated when following the instructions, contact your System Administrator.) For future reference, place a checkmark next to the feature that’s activated — either hold or exclusive hold — when you follow the instructions.

Exclusive hold

To place a call on hold

While on a call , pr e ss HOLD to place the call on hold. The HOLD key LED will light solid red on your ESI phone and will blink red on all other phones. Also, your ESI phone’s display will show the quant ity, and numerical line identifications, of the calls currently on hold throughout your ESI system:

ESI phone with two-line display

Oldest (and recallin

Newest

ESI phone with three-line display

Oldest (and recallin

E.12

Newest

12-Key Feature Phone (legacy product)

Oldest (and Newest Calls recalling) holding

User’s Guide ESI phone operation



To retrieve a held call

To retrieve a held call from the same ESI phone where it was put on hold, press HOLD again and dial t he appropriate l ine num ber (usi ng the display for reference). To retrieve a held call from any idle ESI p hone on the system , press HOLD a nd dial t he appropriate line number. After call retrieval, the ESI phon e display will update to show lines currentl y holdin g calls.

Notes: If your phone has any line keys programmed (see page F.11), each will blink red when a call is on

If your phone has station keys programmed (see page C.3), each will slowly blink when a call

hold on its lines; in such cases, just press that line key to retrieve the held call. On the phone where the call was originally placed on hold, such a line key will blink green.

involving its assigned station is placed on hold. If you were the one who placed it on hold, the blink will be green; otherwise, the blink will be red. To retrieve the call, just press the station key.

After yo u pres s HOLD, the display will help you choose the line number to retrieve: the top row will show how many calls are on hold and the second row will show all held calls in the system. Newly held calls are added from the right side of the sec ond row .

Hold

Note: If more calls are on hold than the display can show, each side of the display’s second row will show an

arrow, indicating that more lines have calls on hold. Press the corresponding scroll key (either  to scroll to the left or  to scroll to the right) to view the other line numbers where calls are holding.

Exclusive hold

To place a call on exclusive hold

T o place a call on exclusive hold on an ESI phone, press HOLD for at least one second. The display will briefly appear as follows . . .

ESI phone with two-line display

ESI phone with three-line display

. . . and then r eturn to its normal state. This exclusive hold will cause the HOLD key to light solid red on just that ESI ph one ( i. e., where the key w as pres sed) and none other in the system.

12-Key Feature Phone (legacy product)

To retrieve a call from exclusive hold

T o reconnect to a call from the ESI phone where the call was placed on exclusive hold, you may do any of the following:

(a.) From a phone idle stat e, press HOLD for at le ast one full second. (b.) Press the bl inking programmable feature key (see pp. C.2) t hat you know is pre-programmed for

that outside (or “virtual”) line or station. This will reconnect you immediately to the call.

(c.) Press HOLD briefly and dial the appropriate line number. Only the ESI ph one where the call wa s

placed on exclusive hold will display an “E” next to the line (identified by number) on which the call is holding. (That li ne number won’t appear on the hold display on any other ESI phone, because no other ESI phone can retrieve that cal l.) In the exam ple below, the ESI phone has a call on exclusive hold on line 12.

ESI phone with two-line display

ESI phone with three-line display

E.13

12-Key Feature Phone (legacy product)

User’s Guide ESI phone operation

Paging

Your ESI system can be programm ed to all ow paging through an overhea d paging system and/or paging through some (if pag e zones have been creat ed) or the speakers of all of the system’s ES I phones.

Overhead pagi ng

Stati on num ber 199 is designated as the overhead paging port. If the ESI system has been connected to an overhea d pa gin g sy st em , you c an pa ge by di aling 1 9 9 and making your announcement after the tones. If you frequently page, assign 1 9 9 to a programmable feature key (see p. C.2).

Paging through phones

Press PAGE1 0 to page through the speakers of all of the ESI phones. Pre ss PAGE and then 1, 2, or 3 to access a programmed paging zone. (See the administrator for a list of page zones.) The Installer may have added a n overhead page system t o one or m ore of these page zones.

Note: Phones in use or in do-not-disturb mode will not carry a page through their speakers.

To page for pickup of an outsi de c all

T o page someone to pic k up an outside cal l:

1. Place t he call on hold by pressing HOLD.

2. Verify the line number from the display.

3. Page the person and announce the hold location for ret rieval . For example: “Sarah, you have a call on Line Two — Sarah, Line Two, please.”

Call pickup

From your station, you can answer a call ringing at another station or department by pressing PICK UP2 and then either dialing the extension or (if the destination is programmed into one of your keys ; see “Programmable feat ure keys,” p. C.2) pressing the station key for the ringing station.

During night m ode (see page F.13), if a night bell i s in use instead of the night auto attendant, press PICK UP 0 to access the ringing outside call.

The PAGE key is also the # key.

The PICK UP key is also the  key.

E.14

User’s Guide ESI phone operation

Optional features

Live outside call s

If your station has been designated to receive live outside cal ls — i.e., those that have neither come through the auto attendant nor been transferred — your ESI phone will: (a.) Display that you are receivin g an outside call (b.) Ring with a double cadence (internal calls ring with a single cadence).

While you’re on a call, additional live calls to your station will ring with a secondary ring (see page C.5). T o answer any a ddit i on al calls, yo u must do one of the fol lowing:

• Disconnect from the current call.

• Tr ansf er the cur r ent cal l .

• Place t he c urr ent call on hol d.

You can press RELEASE t o drop a current call an d automatically be connected to the next ringing call.

Note: If your station is able to receive both live outside calls and calls transferred to you from the auto

attendant, you may wish to turn off call waiting at your station (to avoid confusion between a call waiting tone in your earpiece and a secondary ring from a live outside call).

Operator station

If your station has been designated as the operator st ation, you will also receive calls when a caller dials 0 in the auto att e nd ant or from a stat i on.

Your display will indicate that the call ringing is one of the following:

• A call for t he operator — Someone dialed 0.

• A call for your ext ension — Someone dial your extension number.

As the operator, you may be responsible to manually change the Day/Night Mode of the system; if so, you must program a progra m m able feature k ey to perform this (initially, the upper left key will be t he day/night mode Key). Each time the key is pressed the display will change: DA Y, NGT, HDAY, or AUTO. DAY (day mode) or NGT (night mode) the system will operate in the selected mode until you manually change it agai n.

If you select

AUTO indicates that th e system will f oll ow the day/ni ght mode table s p rogram med by the Inst aller .

E.15

User’s Guide Special keys

Special keys

FLASH/RDL

The FLASH/RDL key1 is used for both flash functions and redial functions.

Flash functions

While you’re on a call, pre ssing FLASH/RDL al lows you to perform these fl ash functions:

o Getting a fresh dial tone without replacing the handset — When connect ed t o an out side line,

press FLASH/RDL to automatically disconnect and receive fresh outside dial tone. (See also “RELEASE,” below.)

o Sending a flash ho ok sig nal — If operating b ehind Centrex

flash hook signal automatically to either the phone company’s central office or the host PBX. Either may

use this signal to provide you with additional fe atures.

o Toggling betw ee n calls — If y ou hear a call waiting tone while on a call, press FLASH/RDL to toggle

betwe en the two calls.

Redial functions

If your phone is idl e, pressing FLASH/RDL all ow s yo u to aut o mati c all y cal l a st or ed nam e an d num ber as shown b elow:

or a PBX, press FLASH/RDL to transmit a

To . . . Press FLASH/RDL . . .

Redial the last number called When your station is idle

. . . or . . .

After first lifting the handset or pressing SPEAKER

Automatically respond to a message During message playback with Caller ID

Note: If using an ESI Cordless Handset, you must assign the redial function to a programmable feature key

(see “Optional features,” page F.12).

RELEASE

The RELEASE key serves several purposes:

• If pressed when connected to a call through the handset, it disconne cts the call and gives you internal dial t one.

• If pressed when you’re connected to a cal l via the speakerphone, it disconnects the call.

• If pressed durin g call wai ting, it drops the current call and autom atically conn ects to t he waiting call .

Notes: The hookswitch also acts as a combination FLASH/RELEASE key (and is the only way to perform these

To hang up when u si ng an ESI Cordless Handset, press TALK or put the handset in its charging cradle.

functions on a legacy 12-Key Feature Phone, which has neither a FLASH/RDL key nor a RELEASE key). To send a flash hook signal, quickly press the hookswitch once. To release (disconnect), hold down the hookswitch for one second.

Certain legacy phones have separate FLASH and REDIAL key s.

A special service your phone company may offer. See your administrator for further details.

F.1

User’s Guide Special keys





Esi-Dex

(Not available on ESI Cordless Hand sets or l egacy 1 2-Key Featur e Phone. ) Esi-Dex (“easy Dex”) is a powerful feature that lets you access and auto-dial stored names and numbers. You may

acces s names and numbers from as many a s four different Dexes (i.e., indexes):

Dex Source

Personal Dex Names you’ve stored for your use (see “Adding names to your Personal Dex,” below) Station Dex All station, department, and guest mailbox names programmed by the Installer System Dex1 All system speed-dial names set up by the System Administrator

Esi-Dex prom pts displayed on an E SI phone with a three-line display

Prompt What it means

[Arrows] Move in the direction of the arrow as desired

BACK

DEL

DIAL

EDIT

NEW

PAUSE

PER

STA

STOR

SYS

Moves backward to previous screen/record Deletes a specific name and/or number shown on the display Dials the phone number Edits information shown on the display Creates a new record in Esi-Dex Moves to next record or programming prompt Inserts a three-second pause in a phone number (if required for proper dialing) Selects Personal Dex Selects Station Dex Stores a name and phone number Selects System Dex

. . . On an ESI phone with a two-line di s play

1. While your station is idle (or just after receiving internal dial tone), repeatedly press ESI-DEX to select the desired Dex:

Notes: System Dex isn’t available on every system. For the remainder of this example, we’ll assume you selected Personal Dex. However, the

procedure is the same for any of the other Dexes.

2. Choose the desir ed na me from the sel e cte d Dex, usi n g one of t wo met hod s.

Either:

(a.) Scroll — Press the scroll keys (

and ) to l ook up an d down through the Dex until you find

the name (names will appear in the order in which they were stored in the Dex).

. . . Or . . .

(b.) Dial-by-name — Dial up to the first three characters

mailbox name. For example: if you want to call John Doe, dial 5 6 4 (because it spells J O H). You’ll begin to see names that begin with those letters. You can then use the scroll keys (

) until you find the desired name and number.

and

3. Press ESI-DEX ag ain t o dial the n umb er.

of the extensi on, department , or guest

The System Dex is available only if the System Admi nistrator has programmed system-wide speed-dial numbers.

You can also dial just one or two characters, and then press # to enter.

F.2

User’s Guide Special keys





. . . On an ESI phone wi t h a t hr e e-line display

1. While your stat i on is i dl e (or just aft er re cei vi n g dial ton e) , pr e ss ESI-DEX. This causes the Esi-Dex menu to ap pear, as shown:

2. Press a key to ch oose the appropriate Dex —Station Dex (STA), System Dex ( SYS), or Personal Dex (PER) — or press RELEASE to cancel the procedure.

Notes: System Dex isn’t available on every system. For the remainder of this example, we’ll assume you selected Personal Dex. However, the

procedure is the same for any of the other Dexes.

The display now reads:

3. Choose the desir ed na me from the sel e cte d Dex, usi n g one of t wo met hod s.

Either:

(a.) Scroll — Press the scroll keys (

and ) to l ook up an d down through the Dex until you find

the name (names will appear in the order in which they were stored in the Dex).

. . . Or . . .

(b.) Dial-by-name — Dial up to the first three characters

of the extensi on, department, or guest mailbox name. For example: if you want to call John Doe, dial 5 6 4 (because it spells J O H). You’ll begin to see names that begin with those letters. You can then use the scroll keys (

) until you find the desired name and number.

and

4. Press DIAL to place the call.

You can also dial just one or two characters, and then press # to enter.

F.3

User’s Guide Special keys



Adding names to yo ur P e r sonal De x

You can add nam e s to your Pers o nal De x by usi ng ei t her the Caller ID method or the manual method. The Caller ID meth od is the same regardless of whether you’r e using a ESI phone with a two-line display or an ESI phone with a three-line display; however, the manual method is used differently on each phone model.

Caller ID m e t hod ( on an ESI phone with a two- or three-line display)

Whenever a Call er ID nam e app e ars on y our LCD di spl ay ( while talki ng on an i ncom i n g call or dur in g message retrieval) press ESI-DEX to automaticall y store the name and number in your Personal Dex. The displ ay co nfi r m s:

Manual m e t hod (on an ESI phon e w ith a two-line dis pl a y )

While your st ati on i s idle, pres s ESI-DEX until prompted to “ADD-A-NAME” . . .

. . . and then enter the name and the number as prompted.

Note: If needed, press PROG/HELP for a ssistan ce .

1. To enter each character for the name, press the di alpad key that includes the desired character. The ke y’s possible character entr ies will change each time you press the key.

2. When the desired character appears, press # to confirm its entry. The cursor will move to the next character position. Use

Example: To enter a B, press 2 twice (the possible options through which to scroll are A, B, C and 2).

When B appears, press # to confirm and move to the next entry.

and  (the scroll keys) to back up or to insert a spac e.

3. Repeat steps 1–2 until the name is complete. The name may contain up to 12 characters (a s pace is a character, too).

4. Press # again when finished entering the name.

5. Now, enter the number — includ ing, if necess ary, the line access code 9 (or 8 or 71–76).

Note: Use the  scroll key to enter special characters; use the  scroll key to backspace. You also

can use the scroll keys to view the number after it’s saved. To change the number, you must delete it and then re-enter it as desired.

6. Press # to confirm the entry.

F.4

User’s Guide Special keys



Manual me t hod (on an ESI phon e w ith a three-line di s play)

1. While your stat i on is i dl e (or just aft er re cei vi n g dial ton e) , pr e ss ESI-DEX. This causes the Esi-Dex menu to ap pear, as shown:

Note: Your display may differ, depending upon the availability of certain Dexes on your system.

2. Press PER to choose the Pers onal Dex.

The display now reads:

3. Press NEW.

4. To enter each character for the name, press the di alpad key that i ncludes the desired character. The ke y’s possible character entr ies will change ea ch time you pre ss the key.

5. When the desired character appears, press # to confirm its entry. The cursor will move to the next character position. Use

Example: To enter a B, press 2 twice (the possible options to scroll through are A, B, C and 2). When B

appears, press # to confirm and move to the next entry.

and  (the scroll keys) to back up or to insert a space.

6. Repeat steps 4–5 until the name is com plete. The name may contain up to 12 characters (a sp ace is a character, too).

7. Press NEXT when finished entering the name. You will see the display for entering the number that goes with t he nam e you entered.

(Continued)

F.5

User’s Guide Special keys





8. Enter the number — includi ng, if necessary, the line access c ode 9 (or 8 or 71–76). To insert a two- secon d pause, press PAUSE.

Note: Use the  scroll key to enter special characters; use the  scroll key to backspace. You also

can use the scroll keys to view the number after it’s saved. To change the number, you must delete it and then re-enter it as desired.

9. Press STOR to confirm the entry, which the phone will show briefly before returning to the Personal Dex di splay.

10. To make another n ame/number entry, repeat steps 3–9. To finish, press BACK.

Deleting nam es fr om y our P ersonal De x

. . . On an ESI phone with a two-line di s play

1. While your station is idle (or just af ter receivin g dial tone), repeatedly press ESI-DEX to select the

Personal Dex:

2. Choose the desir ed na me fr om the Personal De x, usi ng on e of two m eth od s.

Either:

(a.) Scroll — Press the scroll keys (

and ) to l ook up an d down through the Dex until you find

the name (names will appear in the order in which they were stored in the Dex).

. . . Or . . .

(b.) Dial-by-name — Dial up to the first three characters

of the name. For example: to br ing up the li sting for First International Bank, dial 3 4 7 (because it spells F I R). You’ll begin to see names t hat begin with those letters. You can then us e the scroll keys ( the desired name and num ber.

3. When the desired name and number appears . . .

. . . delete the entry by pressing eith er

or HOLD.

and ) until you f ind

You can also dial just one or two characters, and then press # to enter.

F.6

User’s Guide Special keys



. . . On an ESI phone wi t h a t hr e e-line display

1. While your stat i on is i dl e (or just aft er re ceiving dial tone) , pr e ss ESI - DEX. This causes the Esi-Dex menu to ap pear, as shown:

2. Press PER to choose the Pers onal Dex.

3. Choose the desir ed na me fr om the Personal De x, usi ng on e of two m eth od s.

Either:

(a.) Scroll — Press the scrol l keys (

and ) to l ook up an d down through the Dex until you find

the name (names will appear in the order in which they were stored in the Dex).

. . . Or . . .

(b.) Dial-by-name — Dial up to the first three characters

4. Delete the entr y by pr e ssi n g HOLD.

and ) until you f ind

You can also dial just one or two characters, and then press # to enter.

F.7

User’s Guide Special keys



Using Esi-Dex: An example

Let’s sa y yo u’r e on a call wit h the XY Z Comp an y — XYZ COMPANY appears on your dis pla y — an d you wish to save the name and number for future use. Just press ESI-DEX. Your display will confirm that the inform at i on ha s be en stored. for each model of ESI phone.

. . . On an ESI phone with a two-line di s play

1. Press ESI-DEX unti l y ou se e PERSONAL DEX on the display.

Then, to call the XYZ Company in the future, use Esi-Dex as described below

2. Enter 9 2 5 (W A L). The display will show the first stored name that starts with the character range from WAJ to YCL.

3. Press the scroll keys (

and ) until XYZ COMPANY appears i n the display.

4. Press ESI-DEX ag ain. Thi s di al s the n umb er for the XY Z Com pa ny.

Important: The number dialed (if stored from a Caller ID) will be the number for the actual line used by

the caller, and may be diffe re nt than the ca ller ’ s listed number. Add itiona lly , some lo cal cal l s may not be auto-dialed correctly, depending on the limitations of your area’s local dialing plan. You may wish to create a manual listing for these. Consult your Administrator if you need more help.

. . . On an ESI phone wi t h a t hr e e-line display

1. While your stat i on is i dl e (or just aft er re cei vi n g dial t on e) , pr e ss ESI-DEX.

2. Press PER to select the Personal Dex.

(Continued)

If the number is already in your Personal Dex, the message ALREADY STORED will appear on the display. This indicates Esi-Dex has prevented

storing the same number multiple times.

F.8

User’s Guide Special keys



3. Enter 9 2 5 (W A L). The display will show the first stored name that starts with the character range from WAJ to YCL.

4. Press the scroll keys (

and ) until XYZ COMPANY appears i n the display.

5. Press DIAL. This di al s the nu mb er for the XY Z Com pany.

Important: The number dialed (if stored from a Caller ID) will be the number for the actual line used by

the caller, and may be different than the caller’s listed number. Additionally, some local calls may not be auto-dialed correctly, depending on the limitations of your area’s local dialing plan. You may wish to create a manual listing for these. Consult your administrator if you need further assistance.

System speed-dialing with Esi-Dex

If your administrato r has program m ed system speed-dial numbers, you can a ccess one of these numbers either via Esi-Dex, as explained in the foregoing discussion, or auto-dial it by dialin g its corresponding three-digit access number.

Example: If an out-of -to wn fa cto r y loca ti on has be en prog r ammed a s syst em sp eed-dial access nu mb er 60 5 , you can

lift the handset, receive internal dial tone, dial 6 0 5 and this will automatically dial the factory’s number. You may also program 605 (in this example) as a programmable feature key (see page C.2).

Override ring

(Not available on legacy 12-Key Feature Phone.) The override ring feature lets you place a call — station-to-station or outside line — or leave a voice message

when another c all i s ringing.

Placing a ca ll us ing the ov er r i de r ing fe atur e

First, pr o gram a feature key1 to be an Override Ring Key — by assigning to it the function code 5 8 0. Then, to bypass an incomin g station or line call:

1. Before you be gin the call, press the Overr ide Ring Key you programmed. When you do this, don’t take the handset off-hook and don’t press either a pre-assigned headset key (see page F.13), a preprogrammed line key or SPEAKER.

2. Once you rec eive dial tone, pick up the handset and proceed with your call as you n ormally would. The incoming call will be rerouted to the forwarding destination (such as your voice mailbox) your Installer or System Admini strator has set for your stat ion.

Notes: Any other fe ature ke ys not mention ed above wil l nei the r answer a call nor init ia te the o verride rin g featu re . Use of the Override Ring Key also overrides any outside dial tone preference (see page F.11) that may

See “Program mable feature keys,” page C.2, for full details.

The override ring feature has no effect on calls ringing in from a hold recall or a queued line.

have been set for your station.

F.9

User’s Guide Special keys



Message monitor mode (live call screening)

(Not available on legacy 12-Key Feature Phone.) Message monitor mode , or live cal l screeni ng, lets you hear a caller leavi ng a message i n your mai l box, just as

with your home answering machine. You turn this feature on or off as part of user programming — PROG/HELP

3 6. While you hear the caller through your speaker, you have the f ollowing options:

Option Result

Lift the handset You intercept the call Do nothing The system records the message to your mailbox for your later retrieval Press MUTE/DND Temporarily mutes your speaker (the system continues to record the message to

your mailbox)

Note: During monitor mode, you will hear a call ring, then subdued ringing while the caller is hearing your personal

greeting, then their message. You can intercept the call at any time.

Personal greeting reminder

If you frequently change your personal greeting, use this option; it sets your station to remind you of your current gre et i ng. The fi r st ti me yo u us e yo ur pho ne af ter it h as be en idl e (f or t he per i od y ou set i n thi s f u n ct i o n) , the system automatically plays your current greeting (and gives you the option to change it). The range is 0 (no reminder) to 500 hours. To set this, press PROG/HELP 3 2.

Example: If you change your personal greeting only when out of town for a few days, set the reminder interval to 60

hours; you’ll be reminded if your phone has not been used for three days. If it’s Friday, set the reminder for 36 hours and you will be reminded every Monday morning or if you are away for a couple of days. If you change your greeting several times a day, set the reminder for about 3 hours.

Headset operation

You can use a hea dset1 with your ESI phone. Unless you’re using an ESI Cordless Handset2, you mu st program one of your programma ble feature keys to be a headset k ey use to connect to or disconnect f rom a call . The key wi ll bli nk gr een when a call i s ringi ng and glow gr een when connected. If you have a headset conn ect ed and the phone i s of f-hook, pressing the scroll keys ( adjust the headset volume. After you init iate or answer a call using the headset key, lifting the phone’s handset automatically take s you out of headset mod e . To switch back to headset mode while on a call, pr ess the headset key ag ain and then place the phone’s handset on-hook.

Note: If a headset key is programmed, the phone handset must be in the cradle for proper headset operation.

(see “Optional features,” pp. F.12–F.15) that you’ll

and ) will

Not all headsets are compatible with your ESI phone; contact your ESI Reseller for a list of compatible models.

Once a headset is plugged into an ESI Cordless Handset, audio is automatically transferred to the headset, so there is no need to program a

headset key i f using a Cordless Handset. For headset use with a Cordless Hands et, ESI supports only the headset that’s sold specifically for th e two Cordless Handset models. Contact your System Administrator for more information.

Not available on a legacy 12-Key Feature Phone.

F.10

User’s Guide Special keys

Outside dial tone preference

If you make mostly outside calls, you may find this setting helpful. It tells your station to connect automatically to an available outside line; i.e., you don’ t have to dial 9 (or 8 or 7) bef ore the phone num ber. Therefore, when you lift the handset or press SPEAKER, you will immediately receive an outside dial tone from the highest-numbered line available to you.

Notes: To place an internal call while in this mode, press the appropriate station key or (a.) press TRANSFER to

On a Cordless Handset, press TALK to receive internal dial tone.

switch to internal dial tone and (b.) then dial the extension number.

Line keys

If some of your programmable feature keys have bee n programmed as line keys (you can prog ram line keys by using PROG/HELP 2), pr ess an unlit key to access the l ine. An outside call transferre d to your stati on can be answer ed by sim ply lifting t he handset or pressing SPEAKER. You do not have to press the line key. The LED indications for the line k eys are:

LED Line status LED Line status

Solid red In use Blinking green Ringing at your station Solid green Connected to your station Slowly blinking red On hold by another station Blinking red Ringing at another station Slowly blinking green Held by you

Notes: Dialing 9 (or 8 or 7) to be assigned a line automatically is always available. Each ESI Cordless Handset has only red LEDs, and only on its four programmable feature keys.

Privacy release

This feature makes it easy to “conferen ce -in” on a call : just press a l ine key assigned to the outside li ne the call is using, and you’ll automatically join the call.

Private line

The illumination activity (such as blinking) otherwise is similar to that described above.

If a private line has been assigned to your station, you must have a line key programmed (see page C.2) in order to access it.

This aspect (i.e., that it’s always the highest line available to you) can’t be changed.

This feature may not be available on your system, depending on how it has been programmed. If you wish to enable this feature on your phone

system, contact your System Admini strator.

F.11

User’s Guide Special keys

Optional features

The following optional features may be acc essible f rom yo ur stati on. See the Administrator for details. In m any of the cases you can dial the appropr iate feature code (one that starts with 5) to activate or use the feature. In som e instances, you must use a programmable feat ure key to serve as an on/off key for the fe ature (see “Programmable feature keys, ” page C.2).

Note: In the codes below, XXX = extension number..

Code Feature key Page

199 Overhead page E.14 560 Manual day/night mode F.13 Y Y 564 Headset key F.13 Y 565 Call forward key F.13 Y Y Y

565XXX Forward to a destination F.13 Y Y Y

566 Redial F.13 Y 567 Call forward/no-answer key E.9 Y 568 Message monitor key F.10 Y Y 569 Background announce key F.13 Y Y 570 Conference E.8 Y 571 Personal Greeting 1 F.14 Y Y Y 572 Personal Greeting 2 F.14 Y Y Y 573 Personal Greeting 3 F.14 Y Y Y 574 Caller ID key F.14 Y

575 and 576 Virtual answer keys F.15 Y Y

578 Mute/DND F.15 Y (DND only) 579 Voice mail F.15 Y 580 Override ring key F.9 Y Y 582 Record F.16 Y 583 Quick Switch F.16 Y 584 Account codes F.17 Y Y Y

(Continued)

(legacy)

12-Key Phone

ESI Cordless

Handset

ESI 40D, 24-Key,

(legacy) 16-Key Phones

F.12

User’s Guide Special keys

Manual day/ni ght m ode (C ode 560)

You can use a programmable feature key to manually c hange the system ’s main auto-attendant greeting, incoming call destinations, and CO line group access. among: DAY, NGT, HDAY (holiday) or AUTO.

Tip: To keep the system from being taken out of this mode, place it in auto and then delete the

programmable feature key’s programming.

Notes: The System Administrator can also change the mode and/or re-record the holiday greeting remotely to

handle unexpected closings, such as for inclement weather.

Each time the key is pressed, the display switches

Headset key (Code 564)

Note: It’s unnecessary to program this key on an ESI Cordless Handset; one simply plugs in or unplugs a

This key provides for easy connecting to/disconnecting from calls when operating in headset mode (see “Head set operat ion,” page F.10). Press the key to recei ve dial tone or to an swer a ringing call. Press the key again or pr e ss RELEASE to disconnect fr om the call.

headset as desired.

Call-forward key (Code 565 or 565XXX)

Note: Your ESI phone may have a dedicated call-forward key (CFWD).

If you frequently call-forward your phone (see “Call f orwarding,” page E.9), yo u can program a programmable feature key as a call forwar ding key to automatically t urn forwarding on and off. If you alw ays forward to the same extension, you can program a key with both 5 6 5 and the extension number.

Redial (Code 566)

This redials the outbound n um ber (i.e., not internal ext en sio n) most re ce ntl y di al ed fr om your st at i on.

Call-forward/no-answer key (Code 567)

Note: Not available on an ESI Cordless handset.

Enables or disables the call -forwarding/no-answer f eature. When this feat ure is enabled and someone calls your station but receives no answer, the call will go to the destination you’ve programmed (for more details, see pag e E.9). The difference between this fe ature ( Code 567) and traditional cal l forwarding (Code 565) is that, with this feat ure, your phone actually rings first bef ore going to the select ed destinatio n.

Message monitor key (Code 568)

Easily toggle the mes sage monitor mode on or off with this key. (Otherwise, you can perform the tog gle by pressing PROG/HELP 3 6 a nd foll owing the prompts.)

Background announce key (C o de 569)

During cal l wai t i n g, you c an al so ma ke a bri ef , pri v at e background announcement (see “Background announ ce feature,” p age E.12) to t he stati on's earpiece ( if the statio n user has enabled this feature). Hold down t he key until you hear a beep, then begin talking; release the key when fini shed.

Depending on how the Installer has programmed your system, day and night mode for incoming calls and CO line group access may n ot change

upon use of this key.

AUTO indicates that th e system will foll ow the day/ night mode table s p rogram med by the Inst all er.

F.13

User’s Guide Special keys



 

Personal greeting keys (Codes 571–573)

These keys will provide for easy activation of one or more of your personal greetings (see “Personal greetings,” page D.1). The key's LED will be green for the associated personal greeting that is active. These keys can be use d in place of or in conjunction with manual act ivati on of the greeti ngs in programm ing mode.

Caller ID key (Code 574)

Notes: Not available on an ESI Cordless Handset. This works only if you are receiving Caller ID service from your provider. Consult your Administrator,

Press this programmable feature key to see the stored Caller ID records for your ext ension’s 25 mo st recent ly received calls. Use the scroll keys ( / ) to view Caller ID information from different calls. (The system stores Caller ID records for only extensions which have a Caller ID key assigned; so, when you first assign the key, you’ll have no previous records through which to scroll.)

if needed.

Note: The Caller ID key will light only when there’s a missed call. Although voice mail messages’ Caller ID

information also is stored by the system, waiting voice mail lights only the VOICE MAIL key.

The phone display will also indicate each call’s classification as shown in this chart; also, if this is the first time you’re seeing this particular cal l’s re cord,

Classification

Answered by the station Missed call (abandoned call) Went to your voice mailbox Answered by “other” means (call-forwarding, use of

someone else’s PICK UP key , etc.) New record

appears to the left of this indication.

On third line of phone with three-line display

ANS A

MISS M

VM V RE R

On second line of phone

with two-line display

While a record is on t he display, you may do the following:

• To dial the call er di spl ay e d, pr es s REDIAL.

• To view the telephone numb er (rat her than the name), press 2.

• To delete a record, press 7 while the record is on the display.

• To store the record in your Personal Dex, press ESI-DEX.

To finish, press the Caller ID key again (or press RELEASE).

Not applicable to a 48-Key Feature Phone, which shows both the number and (if included in the Caller ID record) the name.

F.14

User’s Guide Special keys

Virtual Answer Keys (Codes 575, 576)

Note: This works only if call waiting is enabled for your station. Consult your administrator if needed.

You can progra m a V i rt ual An sw er Key to play a greeting to a caller when your exte nsion is busy and route the caller to a desired destination by pressing this key. Program a programmabl e functi on key with either 5 7 5 or 5 7 6. Prompts will instruct you in how to record the greeting and program the caller’s destination.

The destinati on can be either the default call waiting or another station; the system takes the caller there after playing the r ecorded gr eeti ng. Wi th call wai ting, the system places the caller on hold as call wai ti ng (“campi ng on”) for your station; if the caller can’t wait, he/she may (a.) press 1 to r each yo ur voice mail, (b.) enter anot her extension or (c.) press 0 to reach the Operator. With another station selected, the call is forwarded to the station.

T o record the gr eeting from an idle phone:

1. Press the chosen programmable function key; then press RECORD.

2. Follow the pr ompts to record the greetin g and program the destinat ion.

Sample greeti ngs for Virtual Answer Keys:

“Hello. This is Harvey. I’m currently on another l ine, but I’d really like to speak to you. Please hold and I’ll be with you sh or tly. However, if you don’t wis h to wait on ho ld, pre ss 1 to leave me a voice mes sage . You may also either dial another extension or press 0 to reach the Operator.”

“Hello. This is Bill. I’m currently on another line, but I have been notified of your call. I am sending your call to our Sales Departm ent administrator for more imm ediate assistance. Please r emain on the line as your call i s being transferred. Thank y ou.”

Note: If a caller presses 1 to go to your voice mail, the call will go into that extension’s mailbox, regardless of

Here’s an example. The Installer has set the call-forwarding for extension 101 to go to mailbox 102.

whatever call-forwarding settings your ESI Installer has made.

The user at extension 102 uses a Virtual Answer Key to answer a call, and the caller presses 1 when prompted to go to voice mail. That caller will go to mailbox 101 — not mailbox 102.

Mute/DND key (Code 578)

This multi-mode key’ s function varies, depending upon wh ether the phone is on a call or idle:

• If the phone is on a call (off-hook) — Mutes the m icrophone so that the person on the other end of th e line can’ t he ar yo u.

• If phone is idle (on-hook) — Puts the phon e into do-not-disturb (DND ) mode, sending callers dir ectly t o your voice mailbox

Note: When programmed on an ESI Cordless Handset, this key performs only the DND function; to mute or

“un-mute” an ESI Cordless Handset, use the keys on its side.

Voice mail (Code 579)

Allows a legacy 12-Key Feature Phone (which lacks a dedicated VOICE MAIL key) to have voice mail access.

Warning: To use voice mail from a legacy 12-Key Feature Phone, you must assign this code to a programmable

feature key. Failing to do so will disable the mailbox. (When you try to access a disabled mailbox, the system will notify you that it’s disabled.) You still can retrieve previously left messages and access user programming, but the mailbox won’t be able to receive new voice messages. Therefore, to enable the mailbox, assign key code 579 to a programmable feature key.

Override ring (Code 580)

The override ring feature lets you place a call — station-to-station or outside line — or leave a message when another call is ringing. For full d etails on use of this f eature, see “Override ring,” page F.9.

Or, alternatively , to other routing ( su ch as the Ope rator or anothe r coworke r’ s extension ) set by the In staller .

F.15

User’s Guide Special keys

Record (Code 582)

Note: Available for only ESI Cordless Handsets and the legacy 12-Key Feature Phone.

Press this key to record any phone conversation — or, when the Cordless Handset is idle, to record a personal memo. For more details on using your ESI system’s call recording features, refer to “Live recording,” page D.6.

Quick Switch™ (Code 583)

Note: Not available on an ESI Cordless Handset or legacy 12-Key Feature Phone.

Important: For the Quick Switch feature to work, your Installer or System Administrator must have programmed a

relationship between your desktop extension and Cordless Handset. Program the key on the ESI

desktop phone.

Press thi s key t o tr an sfer an a cti ve cal l between a des kto p ESI Fe ature Phone and an ESI Cor dl e ss Hand s et (eith er direction — to or fr om the ESI desktop phone).

Quick Sw itch ring options

When bot h the desktop extension and Cordless Handset are id le, pres s the Quick Switch key. Follo w the visual and au di ble pr o mpt s and u se t he scr oll k eys t o cha nge t he pr ogr am ma ble options concerning what happen s when a caller dials ( or is tr ansferred to) either your desktop phone or Cordle ss Ha nd set:

• RING DESKTOP — Only the desktop phone will ring.

• RING CORDLESS — Only the Cordless Handset will ring.

In either of the two cases above, re-routing (including to a voice mailbox) will follow the desktop phone. The other choice is:

• NO RING OPT — If a caller dials (or is transfer red to) the desktop phone, only that phone rings. If the caller dials (or is transfer red to) the Cor dless Handset, only t he Cordless Handset ri ngs. Re-r outing follo ws whi c hever ph o ne ran g.

(Continued)

F.16

User’s Guide Special keys

Performing Quick Switch

While you’re on a call , or while a call is ringing to the desktop, the Qui ck Switch key on your desktop phone glows solid green; this indicates that you can perform a Quick Switch. To transfer the call to your Cordle ss Hand s et:

1. Press the Quick Switch Key. This “blind-transfers” the call to the ESI Cordless Handset, causing it to ring, while simultaneously disconnecting the desktop phone.

2. On the Cordless Handset, answer the ri nging call by pr essing TALK. Once a gain, t he Quick Switch key on the desktop Feature Phone glows green to indicate the ability to perform a Quick Switch.

3. When and if desired, press the Quick Switch key on the deskop phone. This “blind -tr ansfers” the call back to t he desktop phone, causing it to ring, while simult aneously disconnecting the Cordle ss Hand s et.

Of course, yo u can do this in exactly the r everse order — i.e., if you start out wi th a call on your Cordless Handset, you can Quick Switch it to your desktop phone and, if desired, back again.

Notes: If you transfer a call unintentionally, pressing FLASH won’t retrieve the call. However, you can

If (a.) you’re on a call and (b.) another call comes in and (c.) you Quick Switch the active call to the

perform another Quick Switch or use the PICKUP key to pick the call from the ringing extension (i.e., press  followed by the extension number).

other phone (desktop or Cordless) . . . the call-waiting caller will continue to ring and follow regular system routing (such as to your voice mailbox) if not answered in some manner.

Account codes (Code 584)

The ac count codes key lets you assign an acc ount code to a specifi c call. The syst em stores this in a re cord which your company can use for tracking purposes. This can be especiall y helpful in environments such as legal offices, con sultancies, a dvertising agencies, and ot hers where it is criti cal to confirm billable hour s for your clients.

Note: For exact codes to be used, consult your System Administrator.

During a call, press the key and enter a designated account code. The code must be numer ical only — i.e., between 0 and 9, only — and no more than 10 digits long.

For great er con ve nie n ce, yo u ca n as sig n fr equ e ntl y u sed acco unt code s t o programmabl e f eat ur e ke y s. In each case, just program 5 8 4 followed by the desired account code.

General information regardi ng us e of ac c ount codes

• Account c od es ar e applicabl e to onl y out side calls ( not i nt er n al “ int er com” c all s).

• You can enter more than one account cod e duri ng t he s ame c onversat io n — part ic ul ar ly u sef ul in a

conference ca ll that involves multiple clients or customers.

• Neither an incoming caller or a person being called will hear the tones as you enter account codes.

• If yo u enter an incorrect account code, j ust press the account code key again and enter the

desire d num ber.

• Pressing th e account code k ey won’t affect the recording of a cal l.

• It’s not necessary to enter an account code to pl ace an outbound call.

• The phone system won’t prevent entr y of an invali d account code.

F.17

User’s Guide Analog stations

Analog st ations

If your station has been installed as an a nal og station, it will be able to use only a standard-type telephone. Becaus e the phone isn’t digit ally i ntegrated to t he phone system (like the ESI phones), i ts operation and capabilities will be different.

Note: The following ESI system features are not available to analog stations:

Tip: To use a non-ESI cordle ss phone in conjunction with an ES I phone, program a programmable feature key (or

• Call forwarding.

• DND.

• Exclusive hold.

• Call recordi ng.

• Overhead paging access (unless overhead paging is included in a paging zone).

use CFWD) to easily forward calls to the cordless phone when out of your office. Have the Installer program the cordless phone’s station programming to forward unanswered calls to your ESI phone’s mailbox.

FLASH

A flash-hook, or FLASH — a mome ntary break in the conn ection — is require d to perform many of the station operations below. You can generate a FLAS H by momentarily depressing the hook switch ( or, if your pho ne is so equipp ed, pre s s the sp ecial key on yo ur pho n e) .

Caller ID

If you subscribe to Caller ID from your telephone service provider, the Caller ID display will show an outside caller ’s nam e and/or number. such as UNAVAILABLE, PRIVATE, or NO DATA SENT.

On internal station-to-station calls, the Caller ID display will show the extension number as the calling number, and the stat i on na me as t he c all er’s name.

Note: Caller ID will not display with call-waiting.

In some insta nces, the service provider can sen d only a general caller status —

Placing calls

When you first lift the handset you will hear internal dial tone. Dial 9 (or 8 or 7) to access an outside line and dial the number. To place an internal call, simply dial the extension number, department number, etc.

If you're not sure about the install ation of yo ur statio n, conta ct your administ rator.

If you don’t subscribe to Caller ID, the display will show (instead of the caller’s name or number ) whi ch line is recei ving the call .

G.1

User’s Guide Analog stations

Transferring calls

Transferring outside calls

While connected to an outside call, FLASH and dial the extension number. Hang up immediately t o perform a blind t ransfer, wait until the called person answers, annou nce the caller and then hang up. If the transf erred-to person does not answer, FLASH to be r econnected to the ori ginal caller.

Transferring a call to a mailbox

To transfer an outsi de call er to anot her user’ s mail box, FLASH and dial # and t he mail box number . Y ou and the caller will be connected to that user’s personal greeti ng. You may choose to hang up immediately or l isten to a portion of t he personal greeting to assure yourself that you h ave placed the caller into the correct mail box. If not, FLASH to exit the m ailbox and be reconnected to the original ca ller .

Note: Regardless of when you hang up, the caller will hear the entire personal greeting. To insure the privacy

of the message, you will automatically be disconnected at the record tone.

Transferring a call to the main greeting

T o transfer an outside caller to the main gre eting, FLASH , dial #, and hang up.

Transferring a user to his/her mailbox

T o transfer to his/her mailbox a user who's calli ng from the outsi de to pick up me ssages, FLASH, dial , and the appropriate mailbox num ber and hang up.

Conference calling

T o create a co nfer e nce cal l :

1. Establish th e first call.

2. FLASH t w ice (wai t one second between FLASHes) to place the call on hold.

3. Place a second c al l as yo u norm al ly wo ul d.

4. Once connected to the second call, FLASH again to connect all of you together.

Notes: To add a fourth member to the conference, FLASH once and then repeat steps 3–4. A total of 24 members can be in conferences within the system at any one time; however, no more than

To remove or disconnect a conference you’re in, just hang up (disconnect). To cancel adding someone to a conference, hang up if:

• The p hone is ringin g the add-in member’s number.

• The add-in member answers the call (you will have only the option to disconnect).

• You’re routed to a voice mailbox (if it’s a station-to-station call).

In all cases, when the analog station disconnects to cancel the add-in member, the call will ring back and connect to the original station or outside line. You will be automatically reconnected to the three-member conference w hen cancelling the addition of a fourth member.

four members can be in a single conference.

Note: Once you FLASH twice to create a new conference, you can’t toggle between calls or transfer a connection.

This is the same when adding a fourth member to an existing conference.

G.2

User’s Guide Analog stations

 

Call forwarding

Your station h as been pre-pr ogrammed by the Installer to call-forward your phone when it is busy or does not answer (usually to your mailbox). In addition you can temporarily call-forward all of your cal ls to another station or another user’s mai lbox.

Lift the handset, dial 5 6 5 and dial the extension number (or # and the mailbox number) to which the system should forward all calls.

Note: If the forwarded-to station is busy or does not answer a forwarded call, the ESI system will return the call to

T o turn off call forwarding, dial 5 6 5 * without sel e cti ng a dest i n at io n, and han g up.

your mailbox.

Call waiting

T o enable call wai ting for yo ur stat i on, pre s s  XXX 5 3, where xxx represents your analog station’s extension number. Then, if someone calls you while you’re already on a call, you’ll hear a tone in your earpiece. FLASH to toggle between the original call a nd the call waiting. To drop either call, hang up while connected to th e call to be dropped. When your phone rings, lift the handset and you will be reconnected to the other caller.

Call hold

This is used to place external callers1 on hold for retrieval from any stati on within the ESI system.

Putting a call on hold

While on an out si d e call , FLA SH an d dial   . A short voice prompt will tell which line number the call is using; you will then receive internal dial tone.

Retrievi ng a cal l fr om on hol d

From internal dial tone, dial   and the line number where the call is on hold. Dial

Hold recall

0 to answer the oldest hel d call i n the system.

If a held call is not retrieved during the period of time (set by the Installer), it will recall to your phone if your station is idle. You will hear three short ring tones. Lift the handset; you will be connected to the held call.

If you are on a call when the recall occurs, you will hear a call waiting tone. To toggle between the two calls, FLASH (or hang up, wait for ring, then answer).

An analog station can’t place an in ternal call on hold.

G.3

User’s Guide Analog stations

Paging

This function al l ows for pagi ng thr ough an overhead pagi ng syste m and/or designat ed avai labl e tel ephone speakers. Press # and 0 to access all av ailable st ations. Press # and 1, 2 or 3 to acces s a pr ogr amm ed pa gi ng zo ne.

Note: A page will not be sent to the speakers of phones in use.

Tip: To page for pick up of an outside call, put the caller on hold by dialing   . A voice prompt will indicate

the line number. Then page the person and announce the line number for retrieval. For example: “John, you have a call on line 1. John, pick up line 1, please.”

Overhead pagi ng

Call pick-up

A call ringi ng at another station can be picked-up by pressing  and dialing t he extension num ber. Dialing  0 will answer the longest ringing outside call.

Voice mail operation from an analog station

The ESI system will provide accurate and timely messages. Others will become more comfortable leaving you voice m essage s if you pick-up and respond to your m essage s promptly.

Personal gr eet ings

Initially, your mai lbox has a generic greeting: “You have reached the mailb ox for extension xxx, dial z ero to reach the operator or begin recordi ng at the tone.” You can record up to three di fferent personal greetings in

your ow n voice indicat ing your availability to return calls.

Sample greeting 1: Hi, this is [name]. I’m away from my desk or on the phone right now; so please either dial zero to

Sample greeting 2: Hi, this is [name]. I’m out of the office. You may dial 1 2 2 for my assistant or, if you prefer, you

Sample greeting 3: Hi, this is [name]. I’m away from my desk at the moment. To reach the operator, dial zero.

reach our operator, or leave me your name, number and message at the tone and I’ll get back to you as soon as I can.

may leave me a voice message at the tone — I’ll check in regularly — or, if it’s important, dial 4 to reach me on my cell phone.1

Otherwise, leave your name and phone number at the beep so I can return your call.

(Continued)

These sample greetings refer to certain features which may not be activated for your extension; consult your System Administrator for additional

information, if necessary.

G.4

User’s Guide Analog stations



Following is a list of options that you may wish to i nclude in your personal greet ings:

Option Instruction

XXX An extension number of another user

Note: Option 4 is available only when Personal Greeting 2 has been recorded.

Shortcut: When leaving a message in another mailbox, press 1 during the personal greeting to advance directly to

the record tone without having to listen to the remainder of the greeting.

You can cha nge th e per so nal gr eet i ng s as oft e n as nec es sar y by r ec ord in g over a pre vi ou sl y rec or de d personal greeting.

Warning: Deleting your personal greeting won’t revert to the initial default greeting, but will turn off your mailbox.

Message waiting indication

If you have new messages, you will hear a short pr ompt (“You have new messages”) followed by internal dial tone whenever you lift the handset to place a call. You can choose to retrieve your messages then, or place the call.

Note: The ESI system doesn’t support any visual message-waiting indication on an analog station.

Retrieving messages

You can pick up m es sa ge s fro m your st at i o n, whe n awa y fro m t he of f ice or from an ot her us er’ s ESI ph on e.

1. Lift the han dset, and the n dial you hear the main gre eting, press you by pressing VOICE MAIL

2. If required, enter your password. the ESI system will announce the number of new and old messages and will start playback of messages with the oldest new message and continue until all messages and recordings have pl ay ed.

Voice-prompted instructions will be played at the end of each message. Once you've learned these prompts (see the chart, “Fun ctions availa ble during analog stat ion voice mail message retrieval,” page G.6) you can proceed more rapidly by pressing o ne of the foll owing keys any time during the message or duri ng a pro m pt.

followed by your extension number . If calling from the outside, when

and enter y our ext en si on num ber; or have t he op er at or tr an sf er

and then entering your extension number.

G.5

User’s Guide Analog stations



Functions available during analog station voice mail message retrieval

Note: Functions tinted light gray, below, either change or are not available when you’re using an ESI phone

Key Function Description

1 Pause Pauses for one minute or until 1 i s pressed again. 2 Hear time/date Pauses the message, plays the time/date of when the message was left

4 Back up (rewind) When pressed during message playback, rewinds 4 seconds for each keypress.

5 Access user programming Accesses user programming menu. 6 Move Moves a copy of the message to another user’s mailbox.

7 Delete Deletes the message from the mailbox (see “Message Recycle Bin,” page D.8). 8 Main greeting Goes to the main greeting (if your system is using the built-in auto attendant).

9 Save Saves the message (it will be played as an old message the next time

9 9 Save as new Saves the message as new.

0 Operator Transfers you to the operator.

# To other mailbox To leave a message in another user’s mailbox.

(see page D.4).

and resumes.

If pressed after the message has finished, it returns you to the beginning of the message.

To move the message without an introduction, press 6 when prompted. To add an introduction, press 1 when prompted. When you’ve finished your recording, press 1 to stop; You will be returned to the original message in your mailbox.

messages are picked up).

To disconnect Always press  before hanging up (pressing it during message playback saves

the message and any other unsaved messages).

Retrieving messages from another user ’s ESI phone

Press VOICE MAI L  and dial your ext e nsi on n umb er. Foll ow the pr o ce dur e s descr i be d on pa ge G.5.

G.6

User’s Guide Analog stations

Analog station programming

After logging into your mailbox (pressing  foll owed by the mailbox number), di al 5 t o program.

1 Select personal greeting

Select t he de sir ed gr e eting numb er: 1, 2 or 3. The system will prompt to re-record, delete, hear, or select as the curr ent gr e eting by pres sin g #.

1 Record personal greeting

Begin recordi ng at the tone; press 1 to stop. The new personal greeting automatically repla ces the previous greet ing.

Note: Your mailbox will be disabled if no personal greeting exists.

2 Delete personal greeting

When prompted, press 2 again to confirm deletion.

Warning: Don't delete all of your greetings. If you do, the system will turn off your mailbox until there is once

again at least one greeting.

3 Hear current personal greeting

3 Call waiting

1 Enable call waiting 0 Disable call waiting

5 Password

The password will apply to station programming, voice mail retrieval and certain other features (when activate d).

1 Enter new pass w ord

Your password m ay consist of 2–8 dig its followed by # (0 cannot be the first digit). Entering 0 (zero) as the sole password will turn off the password requirement.

2 Delete current password 3 Hear current password 4 Password security level

Select one of t he following p assword levels.

Selection Result

0 No password required for access from any phone 1 Password required only for remote access, either off-premises or from other stations within the

2 Password always required

system

G.7

User’s Guide Analog stations

Off-premises message delivery

The ESI syst em ca n be pro gr am me d to deliver me ssa ge s to an of f - premises phone and/or t o pa ge yo u whe n your voice mailbox receive s a message. You can set t he phon e number (cell phone, home number, another extension, etc.) or the pa ger num ber and a delay time (the period that the system i s to wait before attempting to deliver t he message/pag e).

Note: You must record and use Personal Greeting #2 for this feature.

The Admi nist r at or ca n al so set for your st ati o n the:

• Number to be called or paged

• Delay period before attempting me ssage delivery

• Number of attempts

• Interval between at tempts (in increments of 30 m inutes)

• "Quiet period” which suspends message delivery for late night, etc.

If you have programmed both an off-premises delivery number and a pager number, the system will prompt you to choose one of the following delivery options:

• Phone-only

• Pager-only

• No off-premises delivery

Phone delivery

Whenever it receives a new message into your mailbox, the system will call the number that you have programmed and play the prompt “You have messages; please enter your password.” The prompt will repeat t hre e tim es before ass umi ng t hat no one ha s an sw ere d an d dis co nn ect in g.

Upon an swering, enter your password (if no password is set, you must enter 0). You will then be conne cted to your mailbox and can proceed with normal m essag e retrieval operation.

Note: A “” response instead of the password will cause the system to suspend calling until another new

message is received.

Pager notification

Pager notification can be programmed to operate as t he sole notification. You can have th e system call and activate your external pager whenever the first new message i s left in

your ma ilbox and repeat the page (at the int erval programmed by the administrator) until all new messages have been retrieved.

Note: Entering or deleting the phone number that is to be called for off-premises delivery or to activate your

pager will turn the feature on or off, respectively.

G.8

User’s Guide Analog stations

6 Off-premises message delivery

1 Delivery options

1 Delivery to phone number only

2 Notify pager only

0 No off-premises deli very

2 Phone delivery

1 Enter phone number

Enter the phone number follow ed by # (24 di gi ts ma xi m um) . Do not include an outside line access code (i.e., don’t add 9, 8 or 7) before the number.

2 Delete phone number

Delete s the cur r ent ph on e number.

3 Hear current phone number

Plays ba ck th e current phon e num ber.

3 Pager notification

1 Enter pager number

Enter the pager number followed by # (2 4 digit s m aximum) . Do not incl ude an outside line access co de (i.e., 9, 8 or 7) b efore th e number.

2 Delete pager number

Delete s the cur r ent l y pr o gr amm ed p ager num ber.

3 Hear current pager number

Plays back the currently programmed pager number.

9 Message Recycle Bin (un-delete)

Each user’s 10 most recently deleted messages will be stored in a Message Recycle Bin to allow the user to recover messages that may have been deleted in error.

The most recently deleted message will be played first. Press 9 to move to the next message. Press 8 to restor e the m ess a ge t o your mai l bo x as an ol d mes sa ge.

G.9

Index

/ keys. See Volume/scroll keys Analog stations

Off-pre m i ses de li v ery, G.8 Programming, G.7

Voice mail operations from, G.4 Attendan t op er a t io n, E.1 5 Backgro un d an no un c e, E.1 2 Backgro un d an no un c e key, F.13 Basic phon e u se , E .4 Blind transfer, E.6, E.7 Broadcast mailbox, D.10 Call forward key, F.13 Call forwarding, E.9

Call forwarding/ no- an sw er , E. 9, E.1 0

Call forwarding/off-premises, E.10 Call pick-up, E.14 Call waiting, E.11

Backgro un d an no un c e, E.1 2

Station- to-stat ion, E .11 Caller ID, E.1

Analog stations, G.1

Caller ID key, F.14 Cascade notification mail box programming, D.11 Conference calling, E.8

Analog stations, G.2 Day/night mode, F.13 Dial tone , E. 3

Preference, F. 11 Dire ct stat ion se le c t , E .5 DSS. See Direct st at i on se le c t Esi-Dex, F.2

Adding names to Personal Dex, F.4

Deletin g na me s from Per s on al De x, F.6

System spee d di a l ing, F.9 Fixed feat ure keys, E. 2 FLASH/RDL key, F. 1 Gues t mailboxes

Off-pre m ise s de li ver y , D. 9

Programming, D.9 Hands-fr e e an sw er , E.2 Headset key, F.13, G.1 Headset operation, F .10 Hold, E.12

Exclusive hold

Retrieving a call, E.13

Retrieving a held call, E.13 Interna l ca l l s, E.4

Blind transfer, E.7

Supervised transfer, E.7

Transferring, E.7 Leaving messages , D.2 LEDs, E.2 Line keys , F.11 Live call screening (Message monitor mode), F.10 Live out sid e ca ll s , E. 15 Mailboxes

Cascade notification, D. 11–D.12

Manual day/night mode, F.13 Message monitor key, F.13 Message mo ni to r mo de ( liv e ca ll screening) , F.10 Message Recycle Bin (un-delete), C.6, D.8, D.9, D.12 Message retrieval, D.3

Off-pre m ise s de li ver y , D. 7 Message(s) waiting, D.3 MUTE/DND ke y, E.3 Off-pre m ise s del i ver y , D. 7, G.8 Operat or s ta ti on , E .1 5 Outs ide call s , E. 4

Blind transfer, E.6

Supervised transfer, E.6 Outside dial tone preference. See Dial tone Paging, internal, E.14

Overhead pagin g port (199), E.14, G.4

Paging through phones, E.14

Zones, E.14 Password, C.5 Perso n a l Dex. See Esi-Dex Personal greetings, D.1, F .10, G.4

Personal greeting keys, F.14

Reminder, F.10 Phone u se

Basi c, E. 4 Playba ck of rec ord i ng s. See Live recording Programmable feature keys, C.2, E.1 Programming

Cascade notification mail boxes, D.11 Quick Groups, D.2, D.10 Quick Move, D.6

RECORD key, D. 6 RELEASE key, F.1

Retrieving messages, D.4, D.7 Ring tone, C.5 Ring volum e, C.5 Scroll keys. See Volume/scroll keys SPEAKER key, E.2 Speed-dial keys, C.3 Station keys, C.3 Station options, C.4

Station audibles, C.5

Ring tone, C.5

Ring volum e, C.5 Supervised transfer, E.6, E.7 Transferring an internal call, E.7 Un-delete. See Message Recycle Bin User programming

Exiting pr o gr am m in g mo de , C. 1 Programmable feature keys, C.2

Select personal greeting, C.2 VIP Softphone, F.16 Virtual Answer Keys, F.15 Voice mail

VOICE MAIL key, D .1 Voice mail programming

Cascade notific ation mail boxes, D.11–D.12 Volume/scroll keys, E.3

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ESI C-Plus, C-Plus Executive, 40D, Compact, Heavy-duty User Manual

Specifications and Main Features

Frequently Asked Questions

User Manual