ESI IP Series User Manual

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Page 1

User’s Guide

0450-0189

Rev. C

Extensive user help is always available

www.esiusers.com.

Page 2

About ESI

ESI (Estech Systems, Inc.) is a privately held corporation based in Plano, Texas, in the internationally known “Telecom Corridor.” Founded in 1987, ESI designs and builds innovative telecommunications products for businesses like yours. Because of their powerful combination of value and features, ESI products are consistently recognized by industry publications and leaders. In fact, ESI also creates telecommunications products for major companies to market under their well-known brand names.

Visit ESI on the Web at http://www.esi-estech.com.

Microsoft is a registered trademark of Microsoft Corporation. Intel is a registered trademark of Intel Corporation.

IP Series products are protected by U.S. Patents No. 6,067,349 and 6,252,944, and others pending.

ESI is an ISO 9001-certified company.

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Table of contents

IP Feature Phone operation.................................................................................................. A.1

Liquid crystal display (LCD)...................................................................................................................................................A.1

Caller ID.................................................................................................................................................................................A.2

Programmable feature keys..................................................................................................................................................A.2

Fixed-feature keys .................................................................................................................................................................A.2

LED lamps .............................................................................................................................................................................A.2

Help mode.............................................................................................................................................................................A.2

Dial tone................................................................................................................................................................................A.3

SPEAKER................................................................................................................................................................................A.3

Volume/scroll keys................................................................................................................................................................A.4

MUTE/DND............................................................................................................................................................................A.4

Basic phone use....................................................................................................................................................................A.4

Direct station select...............................................................................................................................................................A.5

Transferring an outside call . . ...............................................................................................................................................A.6

Conference calling.................................................................................................................................................................A.7

Call forwarding ......................................................................................................................................................................A.8

Call waiting............................................................................................................................................................................ A.8

Park/hold operation............................................................................................................................................................A.10

System-wide hold................................................................................................................................................................A.11

Paging .................................................................................................................................................................................A.12

Call pickup...........................................................................................................................................................................A.12

Special keys ........................................................................................................................................................................A.13

Esi-Dex.................................................................................................................................................................................A.14

Message monitor mode (live call screening) ......................................................................................................................A.16

Personal greeting reminder.................................................................................................................................................A.16

Headset operation ..............................................................................................................................................................A.17

Outside dial tone preference...............................................................................................................................................A.17

Line keys..............................................................................................................................................................................A.17

Optional features ................................................................................................................................................................A.18

Voice mail operation: an introduction.................................................................................................................................A.21

Leaving messages . . . .........................................................................................................................................................A.22

New message skip..............................................................................................................................................................A.22

AutoPage.............................................................................................................................................................................A.23

Move and delete message..................................................................................................................................................A.23

Off-premises “reach me” ....................................................................................................................................................A.23

Live recording......................................................................................................................................................................A.24

Message retrieval................................................................................................................................................................A.24

Exiting voice mail message playback..................................................................................................................................A.25

Keys’ functions during voice mail message retrieval from an IP Feature Phone.................................................................A.26

Retrieving voice mail messages using another user’s IP Feature Phone ............................................................................A.27

Retrieving messages from an off-premises location...........................................................................................................A.27

Off-premises message delivery...........................................................................................................................................A.28

Message Recycle Bin (un-delete)........................................................................................................................................A.29

User programming: an introduction....................................................................................................................................A.30

User programming menu overview.....................................................................................................................................A.31

1 Select personal greeting..................................................................................................................................................A.32

2 Programmable feature keys ............................................................................................................................................A.32

3 Station options................................................................................................................................................................A.34

4 Station audibles..............................................................................................................................................................A.34

5 Password.........................................................................................................................................................................A.35

6 External message notification.........................................................................................................................................A.35

9 Message Recycle Bin (un-delete)....................................................................................................................................A.36

Analog stations................................................................................................................... B.1

Analog station operation.......................................................................................................................................................B.1

Voice mail operation from an analog station........................................................................................................................B.3

Analog station programming................................................................................................................................................B.6

1 Select personal greeting....................................................................................................................................................B.6

5 Password...........................................................................................................................................................................B.7

Off-premises message delivery.............................................................................................................................................B.7

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Urgent messages...................................................................................................................................................................B.9

9 Message Recycle Bin (un-delete).......................................................................................................................................B.9

ACD agent operation............................................................................................................C.1

Programming the agent log-on/off key .................................................................................................................................C.1

Wrap mode............................................................................................................................................................................C.1

LED indicator..........................................................................................................................................................................C.2

Display indications................................................................................................................................................................C.2

While logged on: no DND, monitor mode or call forward......................................................................................................C.3

Call waiting ............................................................................................................................................................................C.3

ACD administrator key...........................................................................................................................................................C.3

Guest mailboxes ..................................................................................................................D.1

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

Retrieving guest mailbox messages from an IP Feature Phone............................................................................................D.2

Programming your guest mailbox from an IP Feature Phone ................................................................................................D.5

5 Password ...........................................................................................................................................................................D.6

Off-premises message delivery.............................................................................................................................................D.7

Urgent messages...................................................................................................................................................................D.9

9 Message Recycle Bin (un-delete).......................................................................................................................................D.9

Group/broadcast mailboxes..................................................................................................E.1

Before we proceed: A note about Quick Groups ...................................................................................................................E.1

Introduction to group mailboxes........................................................................................................................................... E.1

Introduction to the broadcast mailbox..................................................................................................................................E.1

Leaving a group message......................................................................................................................................................E.2

Deleting a group message from the group mailbox..............................................................................................................E.2

Programming a group mailbox.............................................................................................................................................. E.2

Cascade paging mailboxes.................................................................................................... F.1

Programming your cascade paging mailbox..........................................................................................................................F.1

Retrieving cascade paging mailbox messages.......................................................................................................................F.1

Message Recycle Bin (un-delete) ...........................................................................................................................................F.2

Q & A mailboxes .................................................................................................................G.1

Programming Q & A mailboxes ............................................................................................................................................ G.1

Retrieving messages from an IP Feature Phone ................................................................................................................... G.2

Live outside calls Operator station ....................................................................................... H.1

Live outside calls.................................................................................................................................................................. H.1

Operator station ................................................................................................................................................................... H.1

64-Key Expansion Console.....................................................................................................I.1

Index

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IP Series IP Feature Phone operation

IP Feature Phone operation

Your IP Feature Phone is equipped with a speakerphone for hands-free conversation, an LCD display for call handling status, and both fixed and programmable feature keys for simplified operation. Its built-in voice mail features and voice prompting make it easy to program and use.

Liquid crystal display (LCD)

ESIDEX

QZ_

ABC DEF

GHI JKL MNO

PRS TUV WXY

PICK

PROG/HELP

RELEASE

OPER

FLASH

3 6

TRANSFER

Liquid crystal display (LCD)

Programmable feature keys

Esi-Dex key

VOICEMAIL

RECORD

PARK

HOLD

PAGE

MUTE/DND

CONFREDIAL

SPEAKER

Volume/ scroll keys

Fixed feature keys

Microphone

When your phone (or station) is not in use, the liquid crystal display (LCD) will show the current date and time, activated features such as DND (do not disturb; see “MUTE/DND,” page A.4), monitor mode, etc.) and the system’s current line usage.

Lines in use Available lines

If your system has 16 or fewer lines, each block on the bottom line of the display will represent an individual line (as in the seven-line example, above). Incoming calls usually are assigned beginning with Line 1 at the far-left line indicator. Outgoing calls are assigned from the highest numbered line beginning at the far right.

If your system has 17 or more lines, then the bottom line of the display will provide a graphical representation of relative line usage (see right). The ratio of bars on the left and right will indicate the relative amount

A high percentage of lines in use

of incoming and outgoing lines in use. The relative size of the blank area in the center will indicate lines not in use.

As you use your IP Feature Phone, its display changes frequently to provide detailed information during call processing and voice mail operations.

Fewer lines in use

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IP Feature Phone operation IP Series

Caller ID

If you subscribe to Caller ID from your telephone service provider, the phone’s display will show an outside caller’s name and/or number. general caller status such as

UNAVAILABLE, PRIVATE

In some instances, the service provider can send only a

NO DATA SENT

Programmable feature keys

The 16 programmable feature keys at the top of the phone have been pre-programmed by the installer. You may wish to add to or change some of these keys to perform different functions explained throughout this manual. Press PROG/HELP, 0, 3 and any key to verify the current settings (see “Station programming,” page A.31).

Fixed-feature keys

The fixed-feature keys on the phone are permanently labeled as to their usage. The PROG/HELP and MUTE/DND keys have two purposes each; however the IP Series phone system will govern this by permitting only the appropriate function when either is pressed, depending on the circumstances at that moment.

LED lamps

The LEDs associated with the programmable and fixed keys aid in determining the status of their function. In general, green indicates a function associated with your phone, while red indicates an occurrence at another station. A solid lamp indicates in use, blinking means an action is required such as ringing or holding and a fast blink means immediate action. As an example, a blinking red key is a call ringing at another station; blinking green signifies ringing at your station.

Help mode

Your IP Series phone system’s Help mode — a carefully conceived combination of spoken information, display readouts and even key illumination when appropriate — is a powerful tool to help you learn how to use the system’s many features.

Tutorial

When your station is idle, press PROG/HELP, 0, and then follow the spoken Help menu to:

Learn how to use the phone

•

Learn how to use voice mail features

•

Hear a description of how any key is used

•

Hear a complete tutorial on phone operation

•

Help during station programming

Press PROG/HELP while programming a function to hear a detailed description of the function.

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

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IP Series IP Feature Phone operation

Help during a call

Press PROG/HELP while on a call and this will place the call on hold, whereupon you can use 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 A.4). 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

To exit Help Mode, simply hang up.

Extensive user help is always available at www.esiusers.com.

Dial tone

When you first lift your handset, you will hear an internal dial tone that allows you to call other stations or perform other internal functions. To gain an outside dial tone, dial 9 (or 8 or 71–76) press a programmable feature key that has been set as a line key. (A line key, when pressed, automatically gains an outside line. Consult your system’s administrator if you have questions.)

SPEAKER

For hands-free conversation, use the SPEAKER key. If you press SPEAKER when an outside call rings, this will connect you to the caller via your phone’s

built-in speakerphone and light the SPEAKER LED (light-emitting diode). While using the handset, pressing SPEAKER and hanging up the handset will switch the caller to

your speaker. To revert to the handset from speakerphone mode, lift the handset again.

Group listening

To have a handset conversation along with the caller’s voice broadcast over your speaker, press SPEAKER while on a handset conversation but do not hang up the handset.

Hands-free answer (internal calls only)

You can program your phone either to enable or disable hands-free answer (PROG/HELP 3 5). With hands-free enabled, an internal call to your station generates a short ring and a double

connect tone, then automatically connects the caller to your speakerphone. With hands-free disabled, an internal call to your station generates a single ring cadence. Note: Outside calls ring with a double ring cadence.

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

your administrator.

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IP Feature Phone operation IP Series

Volume/scroll keys

The two smaller keys just above the dialpad labeled ▲ and ▼ serve two purposes:

• 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 operations, such as Esi-Dex or programming, that may show several

entries on the display.

MUTE/DND

Mute

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 “MUTED.”

DND

When your phone is idle and you wish to make sure its calls go straight to voice mail, press MUTE/DND to toggle your phone in or out of do-not-disturb mode. The display will show DND and the MUTE/DND LED will glow amber.

Note: If you press MUTE/DND while your phone is ringing, this forwards the call to your voice

mailbox (see “Voice mail operation,” page A.21) and your station will be placed in DND.

Basic phone use

Outside calls

To answer (double-ring cadence): Lift the handset or press SPEAKER. To place: Lift the handset or press SPEAKER. Then either press an unlit line key or dial 9 (or 8 or

71–76) to be assigned an outside dial tone.

Shortcut: From idle, dial 9 (or 8 or 71–76); the phone system automatically turns on the

speakerphone and you hear an outside dial tone. Then dial the number.

To hang up: Replace the handset or press RELEASE or — if using the speakerphone — press SPEAKER.

Important: Your outside phone lines’ quality can affect the audio quality of local and Remote

IP Feature Phone(s). Due to the interface between advanced, packet-based phone systems and the traditional public telephone network, a poor-quality phone line can degrade audio quality, causing an echo on outside calls. An occasional echo isn’t unusual and doesn’t necessarily indicate a problem with your system or lines; however, if this problem occurs persistently, contact your Certified ESI Reseller for assistance.

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IP Series IP Feature Phone operation

Internal calls

To answer (single-ring cadence): In hands-free mode, answer directly through the speakerphone or pick up the handset. Or, to answer a ringing call, lift the handset or press SPEAKER.

To place: Lift the handset and dial the extension number or press a station key (see “Direct station select,” below).

Shortcut: Press a station key or dial the extension number; the phone system automatically

turns on the speakerphone.

To hang up: Replace the handset or press RELEASE or press the station key again or — if using the speakerphone — press SPEAKER.

Direct station select

Programming some of the programmable keys as station keys will provide direct access to those stations as well as providing lamp information as to their status. The station keys’ LEDs indicates the status of the station assigned to each key:

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

Unlit Red; steadily lit Red; blinking Green; steadily lit Green; blinking Amber; steadily lit

Available; currently unused In use Ringing from another call Connected to you (including via voice mail) Ringing from your call In DND mode

To call another station programmed into one of your station keys:

1. Press an available (unlit) station 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 will ring if that

station’s user has hands-free answer disabled).

4. To disconnect when finished, either:

(a.) Replace the handset. or (b.) (if in hands-free mode) Press the station key again. or (c.) Press RELEASE. or (d.) Press SPEAKER (if in hands-free mode).

If you press a station key that is in use (red; steadily lit) you will “camp onto” the station, telling the other user, via his/her phone’s display, that you are waiting (see “Call waiting,” page A.8).

If you press a station key that is in DND (amber; steadily lit), you will be forwarded directly to the user’s mailbox.

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IP Feature Phone operation IP Series

Transferring an outside call . . .

. . . to another station

Blind transfer

While connected to an outside call, press a station key (or press TRANSFER and then dial the extension number).

2. Hang up immediately to perform a blind transfer. Note: If the called party does not answer, the caller will be forwarded either to the called

party’s mailbox or another destination the Installer has programmed.

Supervised transfer — announcing the caller to the called party

Do not hang up (as in “Blind transfer,” above); instead, wait until the called party 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.

This is a supervised transfer. Note: If the transferred-to party does not answer in step 1, press the station key again or press

FLASH to be reconnected to the original caller.

. . . to another phone number (trunk-to-trunk transfer)

Important:

Blind transfer

While connected to an outside call, press TRANSFER and then the line access code (9, 8, or 71–76), and then the telephone number to which you want to transfer.

2. Hang up immediately to perform a blind transfer. Now both CO lines are connected via a trunk-

to-trunk connection.

Note: If, at any point during the trunk-to-trunk transfer, you wish to return to the original call —

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

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

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IP Series IP Feature Phone operation

Supervised transfer — announcing the caller to the called party

While connected to an outside call, press TRANSFER and then the line access code (9, 8, or 71–76, and then dial the telephone number to which you want to transfer.

2. Do not hang up; instead, wait until the called party answers.

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

4. Hang up, completing the supervised transfer. Now both CO lines are connected via a trunk-to-

trunk connection.

Note: If, at any point during the trunk-to-trunk transfer, you wish to return to the original call —

. . . to a voice mailbox

Transferring a caller to a mailbox to leave a message

Press VOICEMA IL and the appropriate station key — or, if your phone has no station key programmed for this destination, press VOICEMAIL and TRANSFER, and then dial the 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 listen to a portion of the personal greeting (i. e., to assure yourself that you have placed the caller into 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.

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

You can transfer a user who’s calling from the outside directly to his/her mailbox for message pickup by pressing VOICEMAIL, * and the appropriate Station Key, or dialing the mailbox number and hanging up.

. . . to the main greeting

To transfer an outside caller to the main greeting, press VOICEMAIL and hang up.

Conference calling

To create a conference call:

1. Establish the first call.

2. Press CONF. This places the call on hold.

3. Place a second call as you normally would.

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

5. Repeat these steps to add additional parties to the conference.

If the newest added-on party does not answer, press his/her station key again or press FLASH to return to the original conferees. If you place any incoming caller on park (see “Park/hold operation,” page A.10) or hold, you can add that caller, too, to the conference by pressing CONF, retrieving the call from park or hold and pressing CONF again.

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IP Feature Phone operation IP Series

Any member of the conference can drop out by simply hanging up. However, when the station that created the conference hangs up, all parties in the conference are disconnected. Individual stations or lines connected to the conference can be dropped from the conference by pressing their station or line key (lit green).

Note: A total of 24 parties can be in conferences within the system at any one time.

No more than four parties can be in a single conference.

Note: Your installer or system administrator may have enabled trunk-to-trunk conferencing

(unsupervised 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 parties won’t be disconnected. (If this feature isn’t enabled, your hanging up disconnects all parties.)

Important:

USE OF FEATURES, SUCH AS TRUNK-TO-TRUNK TRANSFER, THAT REQUIRE TRUNK-TO-TRUNK CONNECTIONS WILL INCREASE THE RISK OF TOLL FRAID. 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.

Call forwarding

Your station has been pre-programmed 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 calls to another station or another user’s mailbox:

1. Lift the handset.

2. Dial 5 6 5.

3. Dial the extension number (or VOICEMAIL and then 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 call will be

returned to your mailbox.

To turn off call forward, dial 5 6 5 without selecting a destination and hang up. If you frequently call-forward your phone, you can program a programmable feature key as a call

forwarding key to automatically turn forwarding on and off. If you always forward to the same extension, you can program a key with both 5 6 5 and the extension number. (For more information, see “Programmable feature keys,” page A.32.) The call forwarding key will be solid green to indicate that it is active.

Call waiting

If you have enabled call waiting for your station (PROG/HELP 3 1) and a second call comes in while you are on another, you’ll hear a tone in your earpiece and the bottom line of your display will indicate that a second call is waiting. You can ignore the call waiting and it will be transferred to your mailbox (or other destination set by the installer). To toggle between the two calls, press FLASH. To drop either call, press RELEASE while connected to the call to be dropped: this disconnects the call and automatically re-connects you to the other call.

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IP Series IP Feature Phone operation

Call waiting display

Be sure to check the display when you’re using call waiting. Initially, the top line shows the name or number of your original call (depending on how the call was created) and the call duration. The bottom 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 top and bottom line, indicating to which call you are connected. Here’s an example:

1. You’re connected to XYZ Company, when you hear a beep and see that Joe Smith is calling:

XYZ COMPAN 4:12

SMITH, JOE 0:31

(In this example, Joe’s call is being transferred to you; it’s been in the system for 31 seconds.)

2. You press FLASH and are connected to Joe. Notice how the arrow moves to indicate the change

of connection:

XYZ COMPAN 4:13

SMITH, JOE 0:32

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 transfer a call to, another station that is in use (as indicated by the fact that its station key, if one exists for it on your IP Feature Phone, is glowing red). This generates 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 in “Call waiting display” (above). If the person ignores the call waiting, your call or the transferred call will be forwarded to the person’s mailbox (or other destination set by the installer).

Background announce feature

During call waiting, you can also make a brief, private background announcement to the station's earpiece (if its user has enabled the background announce feature; see “Station options,” page A.34). A background announce key must have been programmed at your station by programming code 569 at a programmable feature key (see “Programmable feature keys,” page A.32).

1. During call waiting (as described previously), press and hold the programmed announce key to

speak; the key will glow green if background announce is permitted or red if it isn’t permitted. The called station will hear your voice over the outside party’s voice. The outside caller, however, cannot hear you. The called party can respond by pressing FLASH, which places the original call on hold.

2. Release the key when you are finished speaking.

Note: The background announce feature works only between IP Feature Phones, only if the called

party has allowed call waiting and background announce, and if the called party is using their handset. The background announce key will be green (only if these conditions are met) indicating that a background announce can be made.

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IP Feature Phone operation IP Series

Park/hold operation

park

and

hold

The difference between

Your IP Feature Phone lets you put a call on either park or hold. Each puts a call into a standby mode, but here’s the difference between the two:

• Park allows anyone on the IP Series system to retrieve the call. The system stores parked calls in

several park zones you’ll identify numerically — e.g., “Park One,” “Park Four,” etc. For example, if you need to transfer a call to another station and know the person is in the building but not at his/her desk, you might page him/her to pick up a “call on Park One.”

• Hold keeps the call exclusively where a user pressed HOLD, allowing no other station to retrieve

it unless system-wide hold is enabled and line appearances are programmed on the phone (see “System-wide hold,” page A.11).

Park

To park a call

While on an outside call, press the PARK key to park the call. The Park Key LED will blink green on your phone and blink red on all other phones. The display will indicate “PARKED ON: XX” (where XX is the line number).

2023456562 1:43 PARKED ON: 12

If your phone has line keys programmed, the corresponding line key will blink green. On other phones the corresponding line key will blink red.

Note: The line numbers of calls that you have parked will remain displayed on the bottom line of

your display until retrieved.

To retrieve a parked call

To retrieve the parked call from any idle phone, press PARK and dial its line number (e.g., press 1 2 for Line 12).

Note: If your phone has any line keys programmed (see “Programmable feature keys,” page A.32),

each will blink red when a call is parked on its lines; in such cases, just press that line key to retrieve the parked call.

Note: You can retrieve the oldest parked call by pressing PARK and then 0. The display will help you choose the line number to retrieve. After pressing PARK, the top line of the

display will show how many calls are parked and the bottom line of the display will show all parked calls in the system. Newly parked calls are added from the right side of the display.

CALLS PARKED: 3

R11 9 12

Oldest (and recalling) Newest

Note: If more calls are parked than the display can show, each side of the display will show an arrow,

indicating that more lines are parked. Press the corresponding scroll key (either ▼ to scroll to the left or ▲ to scroll to the right) to view the other parked line numbers.

How many park zones you have depends on how many incoming phone lines you have.

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IP Series IP Feature Phone operation

Hold

To place a call on hold

Press HOLD to place an outside call on hold exclusively for the station you’re using. The HOLD LED will blink green. If your phone has line keys programmed, the corresponding line key will also blink green (it will show as busy at all other stations).

To retrieve a held call

To reconnect to a call on hold, press HOLD (blinking green) again. Or, if your phone has line keys programmed, press the corresponding (blinking green) line key.

Park/hold recall

If you don’t retrieve a parked or held call within a certain period of time (set by the installer), your phone will “recall” it. You’ll hear three short ring tones and the LCD display will show “PARK RECALL XX” (where XX refers to the line involved) or “HOLD RECALL”:

PARK RECALL: 5 R5 2

To answer the recall, lift the handset or press SPEAKER. To perform another action — such as placing an outside call — during a recall, you must first answer the recall and transfer it, park again, etc., and then place the call. An “R” will appear on other phones’ displays to show that the call is being recalled.

Note: A park or hold recall will ring the extension six times, then follow the extension’s call-forward

setting (the default is that it goes to the extension’s mailbox).

System-wide hold

Your Installer may have enabled this feature, which is used in conjunction with line key appearances programmed at your station (see page A.32). This allows you to press the HOLD key to place the caller on hold so that anyone with line key appearances programmed at his/her station can retrieve the call; the appropriate line key will blink green at your station and blink red at those other stations. To retrieve the call from hold, simply press its line key. Note: If your station doesn’t have line key appearances, pressing HOLD causes an exclusive hold;

i.e., the line key remains solidly lit on all other stations with that line key programmed.

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IP Feature Phone operation IP Series

Paging

The IP Series system can be programmed to allow paging through an overhead paging system and/or paging through some (if page zones have been created) all of the system’s IP Feature Phone speakers.

Overhead paging

Station number 199 is designated as the OH paging port. If the IP Series system has been connected to an overhead paging system, you can page by dialing 1 9 9 and making your announcement after the tones. If you frequently page, program a programmable feature key with 199.

Paging through phones

Press PAGE 0 to page through all of the IP Feature Phone speakers. Press PAG E 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 an overhead page system to one or more of these page zones.

Note: Phones in use will not carry a page through their speakers.

To page for pickup of an outside call

To page someone to pick up an outside call:

1. Park the call by pressing PARK.

2. Verify the line number from the display.

3. Page the person and announce the park location for retrieval. For example:

“Sarah, you have a call on Park Two — Sarah, Park Two, please.”

Call pickup

From your station, you can answer a call ringing at another station or department by pressing PICK UP and then either dialing the extension or (if the destination is programmed into one of your keys;

see “Programmable feature keys,” page A.32) pressing the appropriate ringing station key. During night mode (see page A.18), if a night bell is in use instead of the night auto attendant,

press PICK UP 0 to access the ringing outside call.

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IP Series IP Feature Phone operation

Special keys

FLASH

The FLASH key serves several purposes:

• Getting a fresh dial tone without replacing the handset — When connected to an outside line,

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

• Sending a flash hook signal — If operating behind Centrex

or a

PBX, press FLASH to transmit a

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 features.

• Toggling between calls — If you hear a call waiting tone while on a call, press FLASH to toggle

between the two calls.

REDIAL

The REDIAL key allows you to automatically call a stored name and number as shown below:

To ... Press REDIAL ...

Redial the last number called

• When your station is idle ... or ...

• After first lifting the handset

or pressing SPEAKER

Automatically respond

During message playback with Caller ID

to a message

RELEASE

The RELEASE key serves several purposes:

• If pressed when connected to a call through the handset, it disconnects the call and gives you

internal dial tone.

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

• If pressed during call waiting, it drops the current call and automatically connects to the

waiting call.

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

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IP Feature Phone operation IP Series

Esi-Dex

Esi-Dex (“easy Dex”) is a powerful feature that allows you to access and auto-dial stored names and numbers. You may access names and numbers from three different sources:

Dex Source

Personal Dex Names that you have 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 Dex All system speed-dial names set up by the administrator

Auto-dialing using Esi-Dex

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

3/15 10:12 AM

PERSONAL DEX

Note: The System Dex is not available if the administrator has programmed no system-wide speed-

dial numbers.

Choose the desired name from the selected Dex, using one of the two following methods:

3/15 10:12 AM

STATION DE X

3/15 10:12 AM

SYSTEM DEX

Press repeatedly ... To ...

▼ or ▲ (scroll keys) Scroll through all names in the list from the beginning

or end

(A dialpad key) Scroll through only the names that correspond to the

three letters on the key.

When the desired name and number appears, press ESI-DEX again to dial the number.

ELDRIDGE CORP 5559409434

Adding names to your Personal Dex

Caller ID method

Whenever a Caller ID name appears on your LCD display (while talking on an incoming call or during message retrieval) press ESI-DEX to automatically store the name and number in your Personal Dex. The display confirms:

XYZ COMPANY 3:21

CID STORED

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IP Series IP Feature Phone operation

Manual method

While your station is idle, press ESI-DEX until prompted to ADD-A-NAME, then enter the name and the number as prompted (if needed, use the PROG/HELP Key for assistance):

ADD-A-NAME NAME:

1. To enter each character for the name, press the dial pad key that includes the desired character.

The key’s possible character entries will change each time you press the key.

2. When the desired character is displayed, press # to confirm the character. The cursor will move

to the next character position. Use the ▼ / ▲ keys to back up or to insert a space.

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

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

3. Repeat steps 1–2 until the name is complete. The name may contain up to 15 characters (a

space is a character, too).

4. Press # again when finished entering the name.

5. Now, enter the number — including, if necessary, the line access code 9 (or 8 or 71–76).

Note: To insert a two-second pause, press CONF. To insert a flash (F) press FLASH. For a star (*)

tone, press REDIAL. For a pound (#) tone, press TRANSFER.

6. Press # to confirm the entry.

Deleting names from your Personal Dex

Select the name to delete (using the procedure described in “Auto-dialing using Esi-Dex,” page A.14) and press * (or HOLD) to delete.

Using Esi-Dex: An example

Let’s say you’re on a call with the XYZ Company — XYZ COMPANY appears on your display — and you wish to save the name and number for future use. Just press ESI-DEX. Your display will confirm that the information has been stored. Now, to call the SK Company in the future:

1. Press ESI-DEX until you see PERSONAL DEX on the display.

3/15 10:12 AM

PERSONAL DEX

2. Press the 9 key (corresponding to WXY). The display will show the first stored name that starts

with W, X or Y.

WALTON AND SONS 9095551020

3. Continue to press 9 until XYZ COMPANY appears in the display.

XYZ COMPANY 3185559421

4. Press ESI-DEX again. This dials the number for the XYZ Company.

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.

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IP Feature Phone operation IP Series

System speed-dialing with Esi-Dex

If your administrator has programmed system speed-dial numbers, you can access one of these numbers either via Esi-Dex, as explained in the foregoing discussion, or auto-dial it by dialing its corresponding three-digit access number (in the range 600–699).

Example: If an out-of-town factory location has been programmed as system speed-dial access

number 605, 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 A.32).

Message monitor mode (live call screening)

Message monitor mode, also known as live call screening, lets you hear a caller leaving a message in your mailbox — 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 following 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 greeting. The first time you use your phone after it has been idle (for the period you set in this function), 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. Set it 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.

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IP Series IP Feature Phone operation

Headset operation

You can use your phone with a headset connected to the handset jack. You must have a headset key programmed as one of your programmable feature keys (see “Other feature keys,” page A.33) to be used to connect or disconnect from a call. (See also “RELEASE key,” page A.13.)The key will blink green when a call is ringing and glow green when connected. You turn Headset Mode on or off as part of user programming (PROG/HELP 3 3).

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 71–76) before the phone number. 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.

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

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

Line keys

If some of your programmable feature keys have been programmed as line keys (or you can program line keys using PROG/HELP 2), press an unlit key to access the line. An outside call transferred to your station can be answered by simply lifting the handset or pressing SPEAKER. You do not have to press the line key. The LED indications for the line keys are:

LED Line status

Glowing red In use Green Connected to your station Blinking red Ringing at another station Blinking green Ringing at your station

Slowly blinking red Parked by another station

Slowly blinking green Held or parked by you

Note: Dialing 9 (or 8 or 71–76) to be assigned a line automatically is always available.

Private line

If a private line has been assigned to your station, you must have a line key programmed (see pages A.32–A.33) in order to access it.

This aspect (

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

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IP Feature Phone operation IP Series

Optional features

The following optional features may be accessible from your station. See the administrator for details. In many of the cases you can dial the appropriate feature code (one that starts with 5), to activate or use the feature. In some instances, you must use a programmable feature key to serve as an on/off key for the feature (see “Programmable feature keys,” page A.32).

Manual day/night mode (Code 560)

The system’s main greeting can be manually changed using a programmable feature key. Each time the key is pressed, the display switches among the following: DAY, NIGHT, HDAY (holiday) or AUTO (AUTO indicates that the system will follow the day/night mode tables programmed by the Installer).

Tip: Placing the system in auto, then deleting the key’s programming, will keep the system from

being taken out of this mode.

Note: The administrator can also change the mode and/or re-record the holiday greeting remotely

to handle unexpected closings, such as for inclement weather.

Service observing (Code 561)

Your administrator may assign service observing capability to those users who need to monitor others’ calls silently (e.g., in order to aid in quality assurance of call activity).

Press the assigned programmable feature key (or dial code 5 6 1), followed by an extension number or station key, to begin service observing. To discontinue observing, press the station key again or hang up. While you observe another station’s incoming call, your display shows to whom that station is connected and how long the call has lasted.

Note: The administrator must authorize service observing for your station and the Installer must

program the list of allowed extensions.

Headset key (Code 564)

This key provides for easy connecting to/disconnecting from calls when operating in headset mode (see “Headset operation,” page A.17). Press the key to receive dial tone or to answer a ringing call. Press the key again or press RELEASE to disconnect from the call.

Call forward key (Code 565 or 565XXX)

If you frequently call-forward your phone (see “Call forwarding,” page A.8), you can program a programmable feature key as a call forwarding key to automatically turn forwarding on and off. If you always forward to the same extension, you can program a key with both 5 6 5 and the extension number.

Message monitor key (Code 568)

Easily toggle the message monitor mode on or off with this key. (Otherwise, you can perform the toggle by pressing PROG/HELP 3 6 and following the prompts.)

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IP Series IP Feature Phone operation

Background announce key (Code 569)

During call waiting, you can also make a brief, private background announcement (see “Background announce feature,” page A.9) to the station's earpiece (if the station user has enabled the background announce feature). Press the key to talk and release when finished.

Personal greeting key (Codes 571–573)

These keys will provide for easy activation of one or more of your personal greetings (see “Personal greetings,” page A.21). The key's LED will be green for the associated personal greeting that is active. These keys can be used in place of or in conjunction with manual activation of the greetings in Programming mode.

Note: For ACD key programming, see “ACD agent operation,” pages CC.1–C.3.)

Missed call key (Code 574)

Note: This works only if you are receiving Caller ID service from your provider. Consult your

administrator if needed.

A programmable feature key with this code will flash whenever you have a missed call — i.e., both (a.) you don’t answer a call to your station; and (b.) the caller doesn’t leave a message in your voice mailbox. When the key is flashing, press it to see the stored Caller ID record for the most recent missed call. Use the scroll keys (▼ / ▲) to view records for other missed calls; the IP Series system will store Caller ID records for up to 10 missed calls.

Note: When your station receives its 11th missed call, this will delete the oldest missed call. Additionally, while a record is on the display, you may do the following:

• To dial the caller displayed, press REDIAL.

• To view the telephone number (rather 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.

Note: If your station is forwarded to another extension, any calls will be considered answered and

the missed call key will not flash. However, if that other extension has a missed call key programmed, that key will flash (under conditions (a.) and (b.), as described above) even if the call is actually forwarded from your extension.

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IP Feature Phone operation IP Series

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 program a virtual answer key to play a greeting to a caller when your extension is busy and

route the caller to a desired destination by pressing this key. Program a programmable function 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 destination can be either the default call waiting or another station; the system takes the caller there after playing the recorded greeting. With call waiting, the system places the caller on hold as call waiting (“camping on”) for your station; if the caller can’t wait, he/she may (a.) press 1 to reach your voice mail, (b.) enter another extension or (c.) press 0 to reach the Operator. With another station selected, the call is forwarded to the station.

To record the greeting from an idle phone:

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

2. Follow the prompts to record the greeting and program the destination.

Sample greetings for call waiting keys:

“Hello. This is Harvey. I’m currently on another line, but I’d really like to speak to you. Please hold and I’ll be with you shortly. However, if you do not wish to wait on hold, press 1 to leave me a voice message. 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 Department administrator for more immediate assistance. Please remain on the line as your call is being transferred. Thank you.”

QuickPage (Code 577)

Normally used by an operator, this key lets you quickly park and page a station user. After programming a key as a quick page key, you can — while on an outside phone call — press the key, then enter a station number (or press a programmable feature key programmed for an extension) and the system will automatically page the person mailbox if he/she doesn’t answer.

The system will access the paging zone for the extension and play the user’s name as recorded in the directory (if no

name is recorded, it will page by extension number) followed by the phrase “you have a call on park” and the line on which the caller is parked — e.g.,

“John Doe, you have a call on park 21.”

, then forward the call to the person’s voice

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IP Series IP Feature Phone operation

Voice mail operation: an introduction

Your phone system provides accurate and timely messages. Others will become more comfortable leaving you voice messages if you promptly retrieve and respond to your messages.

VOICEMAIL

The VOICEMAIL key is used for direct access to all voice mail features, such as picking up messages or transferring directly to mailboxes.

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 the tone.” You can record up to three different

personal greetings in your own voice indicating your availability to return calls.

Examples

Greeting 1:

Greeting 2: Hi, this is [name]. I’m out of the office. You may dial 122 for my assistant. If you prefer, you

Greeting 3: Hi, this is [name]. It’s after normal business hours here, so please leave a message at the tone

Depending on auto attendant usage and your personal preferences, you more of these options in your personal greetings:

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

to 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 2 now to leave me an urgent message that will page me automatically.

and I'll respond on the next business day.

may wish to include one or

Option Instruction

0 To reach the operator 1 To skip directly to the record tone (or “beep”) 2 To mark this message as 8 To the main greeting (if your system is using the IP Series auto attendant)

XXX An extension number of another user

urgent

(see “Urgent messages,” page A.29)

You can change any personal greeting 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 not only doesn’t revert to the initial default greeting, it also will turn off your mailbox.

Personal greeting keys

You can program a programmable feature key as a personal greeting key for any one of the three personal greetings (see page A.19). Once created, this shortcut can then be used to activate the associated personal greeting (the key’s LED will glow green and the greeting played as confirmation).

Note: If you wish to re-record this greeting, press RECORD while the confirmation is playing and

follow the prompts.

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IP Feature Phone operation IP Series

Leaving messages . . .

If you call another station that is DND, busy or does not answer — or if you call a special mailbox (such as a guest or group 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 directly to another user’s mailbox without ringing his/her extension depends upon whether you have that user’s extension set as one of your station keys:

• If you do, press VOICEMAIL and then the person’s station key.

• If you don’t, press VOICEMAIL 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 users' mailboxes at the same time by pressing VOICEMAIL and the desired station keys — thus creating a Quick Group. You can also move messages or recordings to a Quick Group in the same manner.

Note: You can use only station keys to select the additional mailboxes for Quick Groups. Note: If you have a department programmed as a station key, pressing VOICEMAIL and then the

department’s station key will leave a message for all members of the department.

New message skip

When listening to new messages, press 9 twice (within two seconds) to save a message as new. This message will be played again as a new message the next time you access your voice mail.

Note: When you press 9 once to save the message as old, there is a short delay before the system

tells you it has saved the message. To bypass this delay after pressing 9, just press # to hear the next message.

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IP Series IP Feature Phone operation

AutoPage

This feature lets you have outside callers internally page you after they’ve been forwarded to your voice mailbox and are listening to your personal greeting (see “Voice mail operation: an introduction,” pages A.21–A.21). You must have personal greeting 3 selected and it must tell callers to press 3 for this feature. If the caller dials 3 during the personal greeting, he/she is placed on park; the system then pages you by name, followed by the phrase “You have a call on Park” and the line on which the caller’s parked (e.g., “John Doe, you have a call on Park 21”). If you don’t answer the page within a programmed interval, the caller is forwarded back to your extension/voice mailbox.

(This feature is active if your administrator authorizes your station for it, you have set your mailbox to play personal greeting 3, and a directory name is recorded for your station.)

Sample personal greeting 3 for auto page:

“Hello. This is Rick. I’m currently unable to receive your call. To have me paged throughout the building, please press 3 now. Otherwise, please leave me a message after the tone and I will return your call as soon as possible.”

Move and delete message

When you move a message, the system accesses another submenu to determine whether you want to move and delete a message, or move and save it. After you press 6 to move a message, the prompt will ask whether you wish to:

• Move the message but also save a copy of it in your voice mailbox or

• Move the message and delete it from your mailbox. (This feature is activated only if your Installer enables it on your system.)

Off-premises “reach me”

After a caller has been forwarded to your voice mailbox and is listening to your personal greeting, this feature allows a caller to be forwarded to a number outside the system — i.e., a regular phone number rather than an extension. You must have personal greeting 2 selected and it must must tell callers to press 4 for this feature. When the caller presses 4 during your greeting, the system forwards them to the number you entered for “phone delivery” under “external message notification” (PROG/HELP 6 2 — for more details, see pages A.35–A.36). If that number doesn’t answer, the caller is returned to your voice mailbox. When you receive a forwarded call, you’ll be prompted to “press any key” to accept the call.

(This feature is activated only if your administrator enables it on your station and you have set your mailbox to play personal greeting 2.)

Sample personal greeting 2 for off-premises “reach me”:

“Hello. This is Rick. I’m currently out of the office. To 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.”

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IP Feature Phone operation IP Series

Live recording

RECORD

To begin recording both sides of the conversation during a call, press RECORD. Recording will continue until either you press RECORD again, the call is completed or the maximum record limit reached (default is 10 minutes). To resume recording, you must press RECORD again. During recording, the RECORD LED will “flutter” (blink rapidly) green and the LCD will display RECORDING.

You can record any conversation, including a conference call or service observing call. Note: The Installer may have programmed your system to insert a short tone every 15 seconds

while recording.

You can also make a personal recording — useful for recording personal reminders, in office conversations or meetings —by lifting the handset or pressing SPEAKER and then pressing RECORD. Internal dial tone will stop and recording of your station will begin until RECORD is pressed again or you hang up.

Quick Move™

The Quick Move feature is perfect for those times when you are on a call you know would be more appropriate for one or more other, currently unavailable co-workers (for whose stations you have programmed station keys on your phone). While you record a conversation, you can move (not copy) the recording to other stations by pressing one or more station keys; each designated user's mailbox will receive the recording as a new message, but your mailbox will not have the recording. This feature saves you many steps when you know, while recording, that you want the recording to be saved in another user’s mailbox. You won’t need to access your mailbox, move the recording, and then delete the recording 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 pressing VOICEMAIL, RECORD. This will play back the recordings, starting with the newest recording. Recordings can be handled just like other messages (see next item).

Message retrieval

Message(s) waiting display

If you have at least one new message, the VOICEMAIL LED will blink and your display will show the number of new and old messages in your mailbox.

10/12 11:09 AM NEW 3 OLD 1

Note: Message status (shown in the example above as NEW 3 OLD 1) appears only when new

messages exist.

Adjustable by only the Installer.

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IP Series IP Feature Phone operation

Retrieving voice mail messages from your IP Feature Phone

1. Press VOICEMAIL.

2. Enter your password if required (you may change the requirement for a password in user

programming menu 5; see "Password,” page A.30).

3. The IP Series 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 message, whether new or old, and the time/date of when the message was left.

XYZ COMPANY 2:13 NEW 12:33 10/12

4. At the end of each message, the IP Series system prompts you for instructions (see the chart,

“Keys’ functions during voice mail message retrieval,” next page). Once you’ve learned these prompts, you can proceed more rapidly by pressing one of the appropriate keys any time during a message or during a prompt.

Note: If, while picking up messages, you receive a call-waiting tone, hang up. When your phone

rings, lift the handset and you will be connected to the waiting call. Alternatively, you may simply press RELEASE when you hear the call-waiting tone. This automatically connects you to the waiting call without your having to first hang up, then pick back up, the handset.

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

not deleted.

Exiting voice mail message playback

To finish playback of messages, simply hang up your phone (please see the second Note below step 4, above).

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Keys’ functions during voice mail message retrieval from an IP Feature Phone

Key Function name Description

1 Pause Pauses for one minute or until you press 1 again. 2

Time and date/ number toggle

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

3 Reply Replies to the originator of a message (possible only

if message came from another user 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.

4 Back up (rewind)

• When pressed during message playback,

rewinds 4 seconds for each key-press.

• If pressed after the playback has finished,

returns to beginning of message.

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

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

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

7 Delete Deletes the message from the mailbox (see

“Message Recycle Bin,” page A.29).

9 Save Saves the message (it will play as an old message

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

REDIAL

Auto-callback Exits your mailbox (without erasing the message)

and automatically dials the number.

ESI-DEX8 Store If Caller ID is present, saves to your Personal Dex for

# Leave a message Lets you record a message in another mailbox. At the

* Check other box Checks messages in another mailbox (may require a

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.

These functions aren’t available from an analog phone or off-premises location (see page B.5).

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later use.

prompt, enter the desired mailbox number.

password, depending on the mailbox’s setting; see “Password,” page A.30).

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IP Series IP Feature Phone operation

Retrieving voice mail messages using another user’s IP Feature Phone

1. Press VOICEMAIL and then *.

2. Dial your extension number.

3. Follow the procedures described in “Retrieving voice mail messages from your IP Feature

Phone” (page A.25).

Virtual Mailbox Key™

If you frequently pick up your messages from another user’s IP Feature 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 pickup messages from your own phone.

Note: Program the Programmable Key with VOICEMAIL, *, and your extension number (see

“Programmable feature keys,” page A.32).

Retrieving messages from an off-premises location

You can pick up messages when away from the office or from an analog station. Since the display is not available to you, message handling will operate slightly differently.

To retrieve your message from a remote location:

1. If the auto attendant’s main greeting answers your call, press * and enter your mailbox number.

If the operator or another user answers your call, have the person transfer you (by pressing VOICEMAIL and *, then pressing your station key [or entering your mailbox number] and then hanging up).

2. If required, enter your password.

3. The IP Series system will announce the number of new and old messages, and will start

playback of messages starting with the oldest new message and continue until all messages and recordings have played or you press * to disconnect.

For more information, see page A.35.

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

Access user

programming

8 Main greeting Goes to the main greeting. 0 Operator Transfers you to the operator. # To other mailbox To leave a message in another user’s mailbox.

* Disconnect Disconnects you from the system. Always press * before hanging

left and resumes. Access certain user-programmable features.

Note: Fast forward is not available from a remote location.

up (if you press it during message playback, the system will save the playing message and any other currently unsaved messages in your mailbox).

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IP Feature Phone operation IP Series

Off-premises message delivery

The IP Series system can be programmed to deliver messages to an off-premises phone and/or to page you when your voice mailbox receives a message. You can set the phone number (cell phone, home number, another extension, etc.), a delay time (the period that the system is to wait before attempting to deliver the message), and the pager number. You can further set the system to deliver only messages marked as urgent (see "Urgent messages,” next page).

The administrator can also set for your station the:

• Number to be called or paged

• Delay period

• Number of attempts

• Interval between attempts (in increments 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

• Phone, then pager — Attempts phone delivery until the maximum number of attempts has been

tried, then follows paging programming.

• Phone and page at the same time

• No off-premises delivery

Message delivery to a phone

Whenever your mailbox receives a new/urgent message (see "Urgent messages,” below), 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 times before the system assumes that no one has answered (i.e., because it has "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 password). You will then be connected to your mailbox and can proceed with normal remote operation (see "Retrieving voice mail messages from an off-premises location,” page A.27).

Note: A “*” response instead of the password will cause the system to suspend calling you until it

receives the next new/urgent message.

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IP Series IP Feature Phone operation

Message notification to an external pager

You can program pager notification to operate either as the sole notification method or in conjunction with phone delivery.

You can have the system call and activate your external pager whenever the first new/urgent message is left in your mailbox and repeat the page (at the interval programmed by the administrator) until all new messages have been retrieved.

Note: Inputting 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.

Urgent messages

You can have all new messages delivered or choose to have only urgent messages delivered. If you have enabled the urgent message feature as part of user programming (PROG/HELP 6 4), you must include, in your personal greeting, instructions for the caller to press 2 to mark the message as urgent. If you have new, urgent messages, your VOICEMAIL key's LED will "flutter” (blink rapidly) and, when you retrieve your messages, the system will play urgent messages ahead of other new messages.

Message Recycle Bin (un-delete)

The IP Series system stores your most recently deleted 10 messages in a Message Recycle Bin to allow you to recover, or "un-delete,” messages that may have been deleted in error.

You access the Message Recycle Bin through user programming (PROG/HELP 9). Press 9 to advance through deleted messages. Press 8 to restore a message to your mailbox as an old message.

I.e., if pager notification was enabled as described.

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IP Feature Phone operation IP Series

User programming: an introduction

All user-controlled features can be programmed from your station by following the voice-prompted menus to:

• Set or record personal greetings (see “Select personal greeting,” page A.32 )

• Set or change the programmable feature keys (see "Programmable feature keys,” page A.32)

• Enable/disable station options (see "Station options,” page A.34)

• Set station ring tone or ring volume (see “Station audibles,” page A.34)

• Set or change your password (see “Password,” page A.35)

• Set message delivery options (see “External message notification,” page A.35)

• Recover messages deleted in error (see “Message Recycle Bin [un-delete],” page A.36)

Enter programming mode by pressing the PROG/HELP Key (your station will be placed in DND mode until you exit).

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 overview” on the next page), you can quickly set any frequently used feature.

Example: Press PROG/HELP 3 3 1 and then hang up to: enter programming; turn on headset

mode; and exit programming (3 3 0 rather than 3 3 1 would turn off headset mode).

Programming help

During any of the programming steps, press PROG/HELP again to hear a more detailed description of the feature and related programming options.

Exiting programming mode

To exit programming mode, simply hang up.

Password

Your password may consist of 2–8 digits followed by # (0 cannot be the first digit). The password will apply to station programming, voice mail retrieval and certain other features when activated. If you prefer not to have to enter a password, enter 0 as your password or select one of the following

password 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 system

2 Password always required

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IP Series IP Feature Phone operation

User programming menu overview

1 Select personal greeting 1 Record 2 Delete 3 Hear

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

3 Station options

1 Call waiting/background announce 2 Personal greeting reminder 3 Headset operation 4 Outside dial tone preference 5 Hands-free answer 6 Message monitor

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 message notification

1 Delivery options 2 Phone delivery 3 Pager notification 4 Urgent message

9 Un-delete

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IP Feature Phone operation IP Series

1 Select personal greeting

Select the desired greeting — 1, 2 or 3. The system will play the current greeting, followed by prompts to re-record, delete or hear again — or select the current greeting by pressing #.

1 Record personal greeting

Begin recording at the tone. Press 1 to stop. The new personal greeting automatically replaces the previous greeting.

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

personal greetings unless you then promptly record at least one new one.

3 Hear current personal greeting

2 Programmable feature keys

Once you’ve entered program mode and have reached the programmable feature key sub-menu (PROG/HELP 2), you will be prompted to press the desired programmable feature key location, then dial the digits to program and then confirm by pressing the same programmable feature key again.

Esi-Dex for programmable feature keys

As above, when you have pressed the desired programmable feature key: Use Esi-Dex to select a name/number to insert by using the Esi-Dex key (page A.14). You may use

an entry from any of the three lists: Personal, Station, or System. To help you further, a special fourth Esi-Dex selection, FEATURE KEYS, includes the functions and

codes for automatic creation of function keys as described in the following section.

To exit Esi-Dex during programming, press *.

How the programmable feature keys can be set

• Line keys — If a line number (1 through 66) is programmed, the programmable feature key

becomes a line key providing the appropriate lamp information and manual outside-line access.

• Station keys — If the dialed digits input are a three-digit number, the programmable feature key

will become a Station Key providing the appropriate lamp information and easy access or transfer. Three-digit numbers input can be:

— User extensions (100–195 and 200–229) — Group mailboxes (500–516) — Department pilot numbers (290–299) — Cascade paging mailboxes (520–529) — Guest/info mailboxes (300–489) — System speed dial numbers (600–699) — Q & A mailboxes (490–499)

•

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IP Series IP Feature Phone operation

Speed-dial keys

•

— In addition to programming a programmable feature key with a system speed-dial number, you can create personal speed-dial keys for automatic dialing of frequently called outside numbers. If you program 9 (or 8 or 71–76) plus a phone number, the programmable feature key becomes a speed-dial key. When you program a speed-dial Key, there's no need to insert a pause after the 9 (or 8 or 71–76). However, if a pause is necessary later in the dialing string, press the CONF Key to insert a 2-second pause. Additionally, you can press FLASH to insert a hook-flash or # key to insert a #. The speed-dial number can be up to 24 characters long.

• Other feature keys — If you enter one of the following feature codes, the programmable feature

key will serve as an enable/disable key for that feature. The Installer may have programmed certain stations for accessing additional features (consult the administrator for your access).

Code(s) Key usage (with reference to page explaining feature)

199 560 561

5XXX11

562

563XXX10

564 565

565YYY10

568 569 571 572 573 574

575 and 576

577

Overhead page (page A.12) Manual day/night/holiday mode (page A.18) Service observing (page A.18) ACD agent log on/off (page CC.1) ACD agent wrap (page CC.1) ACD administrator (page CC.1) Headset operation (page A.18) Call forward (page A.18) Call forward to a specific extension (page A.18) Message monitor key (page ) Background announce (page A.19) Personal greeting 1 (page A.19) Personal greeting 2 (page A.19) Personal greeting 3 (page A.19) Missed call key (page A.19) Virtual answer keys (page A.20) QuickPage (page A.20)

XXX = ACD department Number; YYY = extension number.

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IP Feature Phone operation IP Series

3 Station options

The station options sub-menu (PROG/HELP 3) lets you activate or deactivate several features your station can provide. At each option sub-menu, 1 enables the option and 0 disables it. (Each option listed below is explained elsewhere in this manual, as noted.)

1 Call waiting/background announce

See page A.8 for call waiting and page A.9 for background announce.

2 Personal greeting reminder

See page A.16.

3 Headset operation

See page A.17.

4 Outside dial tone preference

See page A.17.

5 Hands-free answer

See page A.3.

6 Message monitor

See page A.16.

4 Station audibles

The station audibles programming provides control of the following audible items:

1 Station ring tone

You can select from six possible tones to help distinguish it from other nearby ringing phones. Press ▼ or ▲ to select a tone, then press # to accept it.

2 Station ring volume

Press ▼ or ▲ to set the desired ringer volume (range: off to high), then press # to accept it.

3 Message ring

When enabled, this feature will periodically generate a short ring tone at your station as an additional alert that you have new messages.

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IP Series IP Feature Phone operation

5 Password

1 Enter new password

Your password may consist of 2–8 digits followed by # (0 cannot be the first digit). Entering only 0 as the 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 1

No password required for access from any phone Password required only for remote access, either off-premises or

from other stations within the system Password always required

6 External message notification

1 Delivery options

1 Delivery to phone number only

2 Notify pager only

3 Call phone first, then page

4 Call and page at the same time

0 No off-premises delivery

2 Phone delivery

1 Enter phone number

Enter the phone number (24 digits, maximum) followed by #. Do not include a CO line access code (i.e., don’t add 9, 8 or 71–76) before the number. To insert a “*”to be dialed, press REDIAL. To insert a “#”to be dialed, press MUTE/DND. To insert a two- second pause, press CONF.

2 Delete phone number

Deletes the currently programmed phone number.

3 Display current phone number

Displays the currently programmed phone number.

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IP Feature Phone operation IP Series

3 Pager notification

1 Enter pager number

Enter the pager number (24 digits, maximum) followed by #. Do not include a CO line access code (i.e., don’t add 9, 8 or 71–76) before the number. To insert a “*”to be dialed, press REDIAL. To insert a “#”to be dialed, press MUTE/DND. To insert a two- second pause, press CONF.

2 Delete pager number

Deletes the currently programmed pager number.

3 Display current pager number

Displays the currently programmed pager number.

4 Urgent message activation

1 Urgent messages only

Only urgent messages will be delivered. Note: Remember to say in your personal greeting that callers should press 2 to mark a

message as urgent. (For more on personal greetings, see page A.21.)

2 All new messages

Any new message will be delivered.

9 Message Recycle Bin (un-delete)

The most recently deleted message will be played first. Press 9 to move to the next message. Press 8 to restore the message to your mailbox as a new message.

Important: The features described in the remainder of this document may not have been

assigned to your station. If you have any questions about this, consult your system administrator.

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IP Series Analog stations

Analog stations

If your station has been installed as an analog station, it will be able to use only a standard-type telephone. Because the phone isn’t digitally integrated to the phone system (like the IP Feature Phones), its operation and capabilities will be different.

Tip: To use a cordless phone in conjunction with an IP Feature Phone, program a programmable

feature key to easily call forward calls to the cordless phone when out of your office. Have the Installer program the cordless phone’s station programming to forward calls not sent to the mailbox associated with your IP Feature Phone.

Flash

A flash-hook, or FLASH — a momentary break in the connection — is required to perform many of the station operations below. You can generate a FLASH by momentarily depressing the hook switch (or, if your phone is so equipped, press the special key on your phone).

Analog station operation

Placing calls

When you first lift the handset you will hear internal dial tone. Dial 9 (or 8 or 71–76) to access an outside line and dial the number. To place an internal call, simply dial the extension number, department number, etc.

Transfer of outside calls

While connected to an outside call, FLASH and dial the extension number. Hang up immediately to perform a blind transfer, wait until the called party answers, announce the caller and then hang up. If the transferred-to party does not answer, FLASH to be reconnected to the original caller.

Conference

You cannot originate a conferences from an analog station. Instead, transfer the call to an IP Feature Phone and initiate the conference from that phone.

Transfer a call to a mailbox

To transfer an outside caller to another user’s mailbox, FLASH and dial # and the mailbox number. You and the caller will be connected to that user’s personal greeting. You may choose to hang up immediately or listen to a portion of the personal greeting to assure yourself that you have placed the caller into the correct mailbox. If not, FLASH to exit the mailbox and be reconnected to the original caller.

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.

Transfer a call to the main greeting

To transfer an outside caller to the main greeting, FLASH, dial # and hang up.

If you're not sure about the installation of your station, contact your administrator.

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Analog stations IP Series

Transfer a user to his/her mailbox

To transfer to his/her mailbox a user who's calling from the outside to pick up messages, FLASH, dial *, and the appropriate mailbox number and hang up.

Call forwarding

Your station has been pre-programmed 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 calls to another station or another user’s mailbox.

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 IP Series system

will return the call to your mailbox.

To turn off call forwarding, dial 5 6 5 * without selecting a destination, and hang up.

Call pick-up

A call ringing at another station can be picked-up by pressing * and dialing the extension number. Dialing * 0 will answer the longest ringing outside call.

Call waiting

If you have enabled call waiting for your station (* xxx 5 3, where xxx represents your extension number), you will hear a tone in your earpiece. FLASH to toggle between the original call and the call waiting. To drop either call, hang up while connected to the call to be dropped. When your phone rings, lift the handset and you will be reconnected to the other caller.

Call park

Park is used to place callers on “hold” for retrieval from any station within the IP Series system.

To park a call

While on an outside call, FLASH and dial * * *. A short voice prompt will tell which line number the parked call is using; you will then receive internal dial tone.

To retrieve a parked call

From internal dial tone, dial * * and the line number on which the call is parked. Dial * * 0 to answer the oldest parked call in the system.

Park recall

If a parked or 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 parked 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).

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IP Series Analog stations

Page

This key allows for paging through an overhead paging system and/or designated available telephone speakers. Press # and 0 to access all available stations. Press # and 1, 2 or 3 to access a programmed paging zone.

Note: A page will not be output to the speakers of phones in use. Tip: To page for pick up of an outside call, park the caller 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 Park 1. John, pick up Park 1, please.”

Voice mail operation from an analog station

The IP Series system will provide accurate and timely messages. Others will become more comfortable leaving you voice messages if you pick-up and respond to your messages promptly.

Personal greetings

Initially, your mailbox has a generic greeting: “You have reached the mailbox for extension xxx, dial zero to reach the operator or begin recording at the tone.” You can record up to three different

personal greetings in your own voice indicating your availability to return calls. Example: Greeting 1: “Hi, this is Bill, I’m away from my desk or on the phone, dial zero for the operator, or

leave me a detailed message at the tone and I’ll respond to it promptly.” Greeting 2: “Hi, this is Bill, I’m out of the office, dial 122 for my assistant, leave me a message

at the tone, I’ll be checking in regularly, or dial 2 now to leave me an urgent message and I’ll be paged .”

Following is a list of options that you may wish to include in your personal greetings:

Option Instruction

0 To reach the operator 1 To skip directly to the record tone 2 To mark this message as urgent

(See “Urgent Messages,” page A.29)

8 To the main greeting

(if your system is using the built-in auto attendant)

XXX [An extension number of another user]

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 change the personal greetings as often as necessary by recording over a previously recorded personal greeting.

Warning: Deleting your personal greeting will not revert to the initial default greeting but will turn

your mailbox off.

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Analog stations IP Series

Message waiting indication

If you have new messages, you will hear a short prompt "You have messages" and then internal dial tone whenever you lift the handset to place a call. You can choose to retrieve your messages then or place the call.

Retrieving messages

You can pick up messages from your station, when away from the office or from another user’s IP Feature Phone.

1. Lift the handset, and then dial * followed by your extension number. If calling from the outside, at the Main Greeting, press * and input your extension number or have the operator transfer you by pressing VOICEMAIL, * , and inputting your extension number.

2. If required, input your password. the IP Series 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 played.

Note: If, while picking up messages, you receive a call waiting tone, hang up, lift the handset and

you will be connected to the waiting call. If you hang up during the playback of a message, the message will be saved.

Voice prompted instructions will be played at the end of each message. Once you've learned these prompts (see the chart, “Functions available during analog station voice mail message retrieval,” on the next page) you can proceed more rapidly by pressing one of the following keys any time during the message or during a prompt.

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IP Series Analog stations

Functions available during analog station voice mail message retrieval

Key Function Description

1 Pause

Pauses for one minute or until 1 is pressed again.

213 Hear time/date Pauses the message, plays the time/date of when

the message was left and resumes.

3 Reply Replies to the originator of a message (if from a user

in the system). Record your reply at the tone; press 1 to stop. You will be returned to your mailbox and the original message.

4 Back up (rewind) When pressed during message playback, rewinds 4

seconds for each key press. If pressed after the message has finished, it returns you to the beginning of the message.

512

Access user

Accesses user programming menu.

programming

6 Move Moves a copy of the message to another

user’s mailbox. 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.

7 Delete Deletes the message from the mailbox

(see “Message Recycle Bin,” page A.29).

812 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 messages are picked up).

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

012 Operator Transfers you to the operator.

# To other mailbox To leave a message in another user’s mailbox.

* To disconne ct Always press * before hanging up (if you press it

during playback of a message, the message and any other unsaved messages will be saved).

These functions either change or are not available when you’re using an IP Feature Phone (see page A.26).

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Analog stations IP Series

Retrieving messages from another user’s IP Feature Phone

Press VOICEMAIL, * , and dial your extension number. Follow the procedures described previously (see page B.4).

Virtual Mailbox Key™

If you frequently pick up your messages from another user’s IP Feature Phone (or allow that person to pick up your messages), you may 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.

Program the programmable key with VOICEMAIL, * and your extension number (see “Programmable feature keys,” page A.32).

Analog station programming

After logging into your mailbox (pressing * followed by the mailbox number), dial 5 to program.

1 Select personal greeting

Select the desired greeting number: 1, 2 or 3. The system will prompts to re-record, delete, hear, or select as the current greeting by pressing #.

1 Record personal greeting

Begin recording at the tone; press 1 to stop. The new personal greeting automatically replaces the previous greeting.

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 at

least there is once again at least one greeting.

3 Hear current personal greeting

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IP Series Analog stations

5 Password

The password will apply to station programming, voice mail retrieval and certain other features (when activated).

1 Enter new password

Your password may consist of 2–8 digits followed by # (0 cannot be the first digit). Entering 0 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 the following password levels.

Selection Result

0 No password required for access from any phone. 1 Password required only for remote access from the outside or

other stations.

2 Password always required.

Off-premises message delivery

The IP Series system can be programmed to deliver messages to an off-premises phone and/or to page you when your voice mailbox receives a message. You can set the phone number (cell phone, home number, another extension, etc.) and a pager number. You can further set the system to deliver only messages marked as urgent (see “Urgent messages,” page A.29).

The administrator can also set for your station the:

• Number to be called or paged

• Delay period before attempting message delivery

• Number of attempts

• Interval between attempts (in increments of 30 minutes)

• "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

• Phone, then pager — Attempts phone delivery until the maximum number of attempts has

been tried, then follows paging programming.

• Phone and page at the same time

• No off-premises delivery

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Analog stations IP Series

Phone delivery

Whenever it receives a new/urgent 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 three times before assuming that no one has answered and disconnecting.

Upon answering, enter your password (if no password is set, you must enter 0). You will then be connected to your mailbox and can proceed with normal message retrieval operation.

Note: A “*” response instead of the password will cause the system to suspend calling until

another urgent/new message is received.

Pager notification

Pager notification can be programmed to operate as the sole notification method or in conjunction with phone delivery.

Note: Inputting or deleting the phone number that is to be called for off-premise delivery or to

activate your pager will turn the feature on or off, respectively.

6 Off-premises message delivery

1 Delivery options

1 Delivery to phone number only

2 Notify pager only

3 Call phone first, then page

4 Call phone and page at the same time

0 No off-premises delivery

2 Phone delivery

1 Enter phone number

Enter the phone number followed by # (24 digits maximum line access code (i.e., don’t add 9, 8 or 71–76) before the number.

2 Delete phone number

Deletes the current phone number.

3 Hear current phone number

Plays back the current phone number.

). Do not include a CO

If pauses or other special dialing characters are required, contact the administrator.

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IP Series Analog stations

3 Pager notification

1 Enter pager number

Enter the pager number followed by # (24 digits maximum access code (i.e., 9, 8 or 71–76) before the number.

2 Delete pager number

Deletes the currently programmed pager number.

3 Hear current pager number

Plays back the currently programmed pager number.

4 Urgent message activation

1 Urgent messages only

Only urgent messages (see “Urgent messages,” below) will be delivered. Note: Remember to say in your personal greeting that callers should press 2 to mark a

message as urgent. (For more on personal greetings, see page A.21.)

2 All new messages

Any new message will be delivered.

Urgent messages

). Do not include a CO line

You can have all new messages delivered as explained in the previous discussion or only those marked as urgent. If you have enabled urgent messages as part of user programming, you must include, in your personal greeting, instructions to the caller to press 2 to mark the message as urgent. In addition, messages marked urgent will be played ahead of other new messages during message retrieval.

9 Message Recycle Bin (un-delete)

Each user’s most recently deleted 10 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 restore the message to your mailbox as an old message.

If pauses or other special dialing characters are required, contact the administrator.

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Analog stations IP Series

(This page included for pagination purposes only.)

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IP Series Special feature: ACD

ACD agent operation

Important: You are being assigned a special feature not explained in the regular station

user guide or tutorial. Be sure to get your ACD department number from the system administrator.

An ACD16 department is made up of agents who, when logged on, can receive calls for that department. Calls go to the logged-on agents who has been idle for the longest time. If all loggedon agents are busy, the IP Series system places the calls in a holding queue and automatically connects the longest-holding call when an agent becomes available. While holding, callers hear periodic prompts to continue to hold. As an ACD department agent, you must have one of your phone's programmable feature keys programmed as an agent log-on/off key ACD department to which you are assigned. This key lets you manually place yourself in or out of service for that department’s calls.

Notes: Even though you may have been assigned to more than one ACD department, you can be

logged into only one department at a time. Never program any of your programmable feature keys as line keys if system-wide hold has been enabled (if you’re not sure, consult your system administrator). If no agents are logged on, incoming calls immediately follow that department’s call-forwarding routing.

(see below) for each

Programming the agent log-on/off key

1. Enter the phone’s help mode by pressing PROG/HELP 0. Then press 3.

2. Press each programmable feature key to determine the location of the log on/off key (the keys

have been assigned beginning with the lower left hand programmable feature key).

3. To program a new key location (or if one has not previously been programmed):

(a.) Access programmable feature key programming (PROG/HELP 2). (b.) Press the key of the desired location. (c.) Dial 5 plus the department number (the department number will be from 290 to 299). (d.) Press the programmable feature key again.

Note: Programming an ACD department key inserts you, as a member, into that department.

Wrap mode

If you have paperwork or other wrap-up activities following a call, you'll appreciate the system's wrap mode. While you're logged on as an agent, pressing the programmed wrap key (or placing the call on Hold) prior to disconnecting from a call will set your station in wrap mode — this delays immediate assignment of the next call until you have had time to complete any wrap-up activities. Press the wrap key again to release your station from wrap mode and be available for the next call.

Note: The Installer may have set a maximum allowable wrap time. If so, when you're in wrap mode,

the upper-right portion of the display will show a count-down timer indicating the amount of time remaining in wrap mode. At the expiration of this timer, you will automatically be available for the next call.

Aut omati c call dist rib uti on.

This key is automatically assigned when an extension is set up as a member of an ACD department.

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Special feature: ACD IP Series

Programming the wrap key

Use the phone’s Help Mode (PROG/HELP) to verify the location of the wrap key (it has been assigned to the third row, left hand programmable feature key).

To program a new key location (or if one has not been previously programmed):

1. Access programmable feature key programming (PROG/HELP 2).

2. Press the key of the location where you wish the key to be located.

3. Dial 5 6 2.

4. Press the programmable feature key again.

5. Press RELEASE to exit programming mode.

LED indicator

The LED on the agent log-on/off key will indicate your agent status as follows:

LED Status

Green Logged on Amber In wrap mode Red Logged off Flashing red Automatically logged off

Note: If you leave your desk and forget to log off, and the system sends a call to your station that is

not answered, your station will be automatically logged off. You must log back on, upon returning to your station, to be available again for calls for that department.

Display indications

While you are logged on, the display will show the department’s call status as shown below.

• If you're logged on but idle:

10/12 11:09 AM Q: 0 WAIT

• If you're logged on and you are on a call, the display shows the Caller ID (or line number) and

duration of the current call on the top line of the display. The bottom line shows the Department name momentarily and then is replaced by the number of calls waiting in queue and the longest hold time:

XYZ CO 2:13 Q: 2 WAIT 1:09

Additionally, to help alert agents that calls are in queue, a short beep tone will be heard each time a new call is added to the queue.

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IP Series Special feature: ACD

While logged on: no DND, monitor mode or call forward

While you are logged on as an agent, the system will deny your station the ability to place your phone in DND or monitor mode or to call-forward calls.

When you log off, your station returns to normal regarding these capabilities.

Call waiting

While you are logged on as an agent, calls routed to you as a member of an ACD department will not call-wait to your station. However, calls that have dialed your extension number directly will call-wait.

ACD administrator key

A programmable feature key allows a user to view the call activity of an ACD group. Set a programmable feature key with 5 6 3 and the ACD department number (for example, 5 6 3 2 9 0), and then press the key. It will glow green and the bottom line of an ACD group's display will appear until you press the key again.

To program an ACD administrator key:

1. Enter feature key programming mode by pressing PROG/HELP 2.

2. Press the desired programmable feature key.

3. Press 5 6 3 followed by the ACD department number.

Note: If you don’t know the department number, contact your system administrator.

4. Press the same programmable feature key again.

5. Press RELEASE to exit programming mode.

Note: While you’re logged on, your phone’s display will show the department’s call status

(see “Display indications,” page C.2); however, department calls won’t be directed to your extension.

C.3

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Special feature: ACD IP Series

(This page included for pagination purposes only.)

C.4

Page 55

IP Series Special feature: Guest mailboxes

Guest mailboxes

Important: You are being assigned a special feature not explained in the regular station user

guide or tutorial. Be sure to get your guest mailbox number from the administrator.

Guest mailboxes (300–489) are perfect for personnel such as outside sales or manufacturing personnel 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 extension (i.e., list it in the directory, assign a programmable feature key for transfer to it, etc.).

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

to accept messages.

Personal greetings

You can record up to three different personal greetings in your own voice indicating your availability to return calls. Also, you can change the personal greetings as often as necessary by recording over a previously recorded personal greeting. (See “Select personal greeting,” page A.21, to learn how to program these greetings.)

Examples

Greeting 1: Hi, this is [name] at [company]. I’m away from my desk or on the phone right now; so

please either dial zero to 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.

Greeting 2: Hi, this is [name] at [company]. I’m outside of the office. You may dial 122 for my

assistant. If you prefer, you may leave me a voice message at the tone — I’ll be checking in regularly — or, if it’s important, dial 2 now to leave me an urgent message that will page me automatically.

Greeting 3: Hi, this is [name] at [company]. It’s after normal business hours here, so please leave

a message at the tone and I'll respond on the next business day.

Following is a list of options that you may wish to include in your personal greetings:

Option Instruction

0 1 2 8 XXX

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.

To reach the operator To skip directly to the record tone (or “beep”) To mark this message as urgent (see “Urgent messages,” page A.29) To the main greeting (if your system is using its auto attendant) An extension number of another user

Warning: Deleting all of your personal greetings will turn your mailbox off.

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Special feature: Guest mailboxes IP Series

Retrieving guest mailbox messages from an IP Feature Phone

1. Press VOICEMAIL, *, and the guest mailbox number.

2. Enter your password if required (you may change the requirement for a password in user

programming menu 5; see “Password,” page A.30).

3. The IP Series 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 message, whether new or old, and the time/date of when the message was left.

XYZ COMPANY 2:13 NEW 12:33 10/12

4. At the end of each message, the IP Series system prompts you for instructions (see the chart, “Keys’ functions during voice mail message retrieval,” next page). Once you’ve learned these prompts, you can proceed more rapidly by pressing one of the appropriate keys any time during a message or during a prompt.

Note: If, while picking up messages, you receive a call-waiting tone, hang up. When your phone

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

not deleted.

Exiting voice mail message playback

To finish playback of messages, simply hang up your phone (please see the second Note below step 4, above).

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IP Series Special feature: Guest mailboxes

Keys’ functions during voice mail message retrieval

Key Function name Description

Time and date/ number toggle

Toggles the bottom line of the display between the

message’s time/date and the caller’s number.

3 Reply Replies to the originator of a message (possible only

4 Back up (rewind) When pressed during message playback, rewinds 4

seconds for each key-press. If pressed after the playback has finished, returns to

beginning of message.

5 Fast forward Advances playback 4 seconds for each key-press. 6 Move Moves a copy of the message to another user’s

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

7 Delete Deletes the message from the mailbox (see

“Message Recycle Bin,” page A.29).

9 Save Saves the message (it will play as an old message

the next time you retrieve 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 new message the next time you pick up messages). You must press the

9 key twice within two seconds.

# Leave message Lets you leave a message in another mailbox. At the

prompt, enter the desired mailbox number.

* Check other box Checks messages in another mailbox (may require a

password, depending on the mailbox’s setting; see “Password,” page A.30).

REDIAL Auto-callback Exits your mailbox (without erasing the message)

and automatically dials the number.*

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.

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Special feature: Guest mailboxes IP Series

Virtual Mailbox Key

If you frequently pick up messages from another user’s IP Feature Phone or have someone else monitor your mailbox, ask the user to dedicate a programmable feature key (see also “Programmable feature keys,” page A.32) on his/her IP Feature Phone as a Virtual Mailbox Key for your mailbox. Then, when you have new messages, the designated key on the other user's IP Feature Phone will blink rapidly, whereupon you can press it to connect automatically to your mailbox. To set the programmable feature key as a Virtual Mailbox Key, press VOICEMAIL * [your guest mailbox number] — for example, if your guest mailbox number is 485, press VOICEMAIL * 4 8 5 on the other user's IP Feature Phone.

You can pick up messages when away from the office or from an analog station. Since the display is not available to you, message handling will operate slightly differently.

To retrieve your message from a remote location:

1. If the auto attendant’s main greeting answers your call, press * and enter your mailbox number. If the operator or another user answers your call, have the person transfer you (by pressing VOICEMAIL and *, then pressing your station key [or entering your mailbox number] and then hanging up).

2. If required, enter your password.

3. The IP Series system will announce the number of new and old messages, and will start

playback of messages starting with the oldest new message and continue until all messages and recordings have played or you press * to disconnect.

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.

8 Main greeting Goes to the main greeting. 0 Operator Transfers you to the operator. # Leave message Lets you leave a message in another mailbox. At the

* Disconnect Disconnects you from the system. Always press *

Access user programming

Access certain user-programmable features. Note: Fast forward is not available from a

remote location.

prompt, enter the desired mailbox number.

before hanging up (if you press it during message playback, the system will save the playing message and any other currently unsaved messages in your mailbox).

D.4

Page 59

IP Series Special feature: Guest mailboxes

Programming your guest mailbox from an IP Feature Phone

Press PROG/HELP, *, the mailbox number and then # to confirm. You will be prompted to: record the greeting, change the password, enter an external paging number, or exit by hanging up.

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 the tone.” You can record up to three different

personal greetings in your own voice indicating your availability to return calls. To record a personal greeting, press PROG/HELP 1 and then follow the instructions you’ll hear.

Examples

Greeting 1:

Greeting 2: Hi, this is [name]. I’m out of the office. You may dial 122 for my assistant. If you prefer, you

Greeting 3: Hi, this is [name]. It’s after normal business hours here, so please leave a message at the tone

Depending on auto attendant usage and your personal preferences, you more of these options in your personal greetings:

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

to 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 2 now to leave me an urgent message that will page me automatically.

and I'll respond on the next business day.

may wish to include one or

Option Instruction

0 To reach the operator 1 To skip directly to the record tone (or “beep”) 2 To mark this message as 8 To the main greeting (if your system is using the IP Series auto attendant)

XXX An extension number of another user

urgent

(see “Urgent messages,” page A.29)

You can change any personal greeting 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 not only doesn’t revert to the initial default greeting, it also will turn off your mailbox.

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Page 60

Special feature: Guest mailboxes IP Series

Select the desired greeting number — 1, 2, or 3. The current greeting will be played followed by prompts to re-record, delete, hear again, or select as the current greeting by pressing #.

1 Record personal greeting

Begin recording at the tone, press 1 to stop. The new personal greeting automatically replaces the previous greeting.

Important: Your mailbox will work only if at least one personal greeting exists for it.

2 Delete personal greeting

When prompted, press 2 again to confirm deletion. (See “Important” note, above.)

3 Hear current personal greeting

5 Password

The password will apply to station programming, voice mail retrieval and certain other features (when activated).

1 Enter new password

Your password may consist of 2–8 digits followed by # (0 cannot be the first digit). Entering 0 as the sole password will turn off the password requirement.

2 Delete current password

Resets the password to the default password.

3 Hear current password

Plays back the current password.

4 Password security level

Select one of the following password levels.

Selection Result

0 1

No password required for access from any phone Password required only for remote access from the outside or other

stations within the system Password always required

D.6

Page 61

IP Series Special feature: Guest mailboxes

Off-premises message delivery

The IP Series system can be programmed to deliver messages to an off-premises phone and/or to page you when your voice mailbox receives a message. You can set the phone number (cell phone, home number, another extension, etc.), the pager number and a delay time (the period that the system is to wait before attempting to deliver the message/page). You can further set the system to deliver only messages marked as urgent (see "Urgent messages,” next page).

The administrator can also set for your station the:

• Number to be called or paged

• Delay period

• Number of attempts

• Interval between attempts (in increments 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

• Phone, then pager-- attempts phone delivery until maximum number of attempts has been tried,

then follows paging programming.

• Phone and page at the same time

• No off-premises delivery

Message delivery to a phone

Note: A “*” response instead of the password will cause the system to suspend calling you until it

receives the next new/urgent message.

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Page 62

Special feature: Guest mailboxes IP Series

Message notification to an external pager

You can program pager notification to operate either as the sole notification method or in conjunction with phone delivery.

Note: Inputting 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.

6 Off-premises message delivery

1 Delivery options

1 Delivery to phone number only

2 Notify pager only

3 Call phone first, then page

4 Call phone and page at the same time

0 No off-premises delivery

2 Phone delivery

1 Enter phone number

Enter the phone number followed by # (24 digits maximum line access code (i.e., don’t add 9, 8 or 71–76) before the number.

2 Delete phone number

Deletes the current phone number.

3 Hear current phone number

Plays back the current phone number.

). Do not include a CO

If pauses or other special dialing characters are required, contact the administrator.

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IP Series Special feature: Guest mailboxes

3 Pager notification

1 Enter pager number

Enter the pager number followed by # (24 digits maximum access code (i.e., 9, 8 or 71–76) before the number.

2 Delete pager number

Deletes the currently programmed pager number.

3 Hear current pager number

Plays back the currently programmed pager number.

4 Urgent message activation (see “Urgent messages,” below)

1 Urgent messages only

Only urgent messages will be delivered. Note: Remember to say in your personal greeting that callers should press 2 to mark a

message as urgent. (For more on personal greetings, see page A.21.)

2 All new messages

Any new message will be delivered.

Urgent messages

). Do not include a CO line

9 Message Recycle Bin (un-delete)

The IP Series system stores your most recently deleted 10 messages in a Message Recycle Bin to allow you to recover, or "un-delete,” messages that may have been deleted in error.

You access the Message Recycle Bin through user programming (PROG/HELP 9). Press 9 to advance through deleted messages. Press 8 to restore a message to your mailbox as an old message.

If pauses or other special dialing characters are required, contact the administrator.

D.9

Page 64

Special feature: Guest mailboxes IP Series

(This page included for pagination purposes only.)

D.10

Page 65

IP Series Special feature: Group/broadcast mailboxes

Group/broadcast mailboxes

Important: You are being assigned a special feature not explained in the regular

station user guide or tutorial. Be sure to get your group mailbox number from the administrator.

Before we proceed: A note about Quick Groups

™

Any user can use the Quick Groups each of whom a station key has been programmed) without having to create specific group mailboxes. No programming is required to initiate Quick Groups.Group Mailboxes are used if the members of the group rarely change or if members want to be able to easily leave messages for one another, etc.

Introduction to group mailboxes

Group mailboxes let you broadcast a “master” message to all members of a pre-defined group of users (or guest mailboxes). When you record a master message in the group mailbox, the IP Series system instantly copies it into the mailbox of each member who has recorded a personal greeting.

feature to send a message to any combination of users (for

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

a saved group message until deleted.

The master message remains in the group mailbox until all members have saved their copies or deleted them from their mailboxes. If you delete the master message from the group mailbox, all

remaining copies will automatically be deleted from the member's mailboxes. Example: You have left a group message reminding everyone in the group of a meeting for Friday.

The following Monday, if the message is still in the group mailbox (indicating that at least one of the parties has not deleted the message), you can delete it from the group mailbox which will delete it from all member mailboxes who have not yet heard the message and deleted from their mailbox

You may give the group mailbox number and password to others to allow them to also record master messages. Setting “0” as the password eliminates the password requirement.

Introduction to the broadcast mailbox

So that you may easily contact all users on the system, the IP Series system’s Group Mailbox 500 automatically consists of all station users who have personal greetings recorded.

E.1

Page 66

Special feature: Group/broadcast mailboxes IP Series

Leaving a group message

Call the mailbox number and enter the appropriate password (if required).

Deleting a group message from the group mailbox

Enter group mailbox programming by pressing VOICEMAIL, *, and the group mailbox number. You will hear any previously recorded group messages not yet deleted by all members of the group. Delete by pressing 7. Exit by hanging up.

Programming a group mailbox

Press PROG/HELP, *, and the group mailbox number. You will be prompted to record the mailbox greeting, change the password, or edit the list of members. Exit by hanging up.

For frequent access to leave group messages, program a group mailbox number as a programmable feature key. (See “Programmable feature keys,” page A.32).

Virtual Mailbox Key™

To help monitor that all messages have been picked up, you can program a programmable feature key on any IP Feature Phone as a Virtual Mailbox Key for the group mailbox. When new messages exist, the key will blink rapidly; press it to connect automatically to the mailbox.

Program the programmable feature key with VOICEMAIL, * , and the mailbox number (see “Programmable feature keys,” page A.32).

E.2

Page 67

IP Series Special feature: Cascade paging mailboxes

Cascade paging mailboxes

Important: You are being assigned a special feature not covered in the regular station user

guide or tutorial. Be sure to get your cascade paging mailbox number from the system administrator.

A cascade paging mailbox pages up to three designated numbers (of up to 24 digits each) in a sequence called a cascade.

If a cascade paging mailbox receives a new message, the IP Series system will page the first number for a set number of times. If it receives no response, the IP Series system then pages a second number for a set number of times. If, again, there is no response, the IP Series system pages the third paging number; and the system will then page all three pagers, in sequence, until someone does finally retrieve the message. This is useful for a variety of individuals who must be “on-call” after hours, such as doctors, plumbers, technical support representatives, wrecker drivers and volunteer fire fighters.

Programming your cascade paging mailbox

Press PROG/HELP, * , and the cascade paging mailbox number. You will be prompted for recording mailbox greetings; password administration, programming the pager numbers and intervals; and accessing previously deleted messages.

To set the pager numbers, you will be prompted to enter each paging number and the number of times that it is to be paged before the next paging number is also paged.

Note: Enter only the paging number; do not include the line access code (9, 8 or 71–76). To insert

a two-second pause, press CONF.

Note: For those situations where more than one cascade paging mailbox is in operation, the IP

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

Retrieving cascade paging mailbox messages

Retrieving messages when off-premises

1. Call the main number.

2. If the auto attendant main greeting answers, press * and the cascade paging mailbox number.

If a live operator answers, have the operator transfer you (by pressing VOICEMAIL and *, followed by entry of the mailbox number).

Retrieving messages when using an IP Feature Phone

Press VOICEMAIL and *, followed by entry of the mailbox number.

F.1

Page 68

Special feature: Cascade paging mailboxes IP Series

Virtual Mailbox KeyTM

To help monitor that all messages have been picked up, you can program a programmable feature key on any IP Feature Phone as a Virtual Mailbox Key for the cascade paging mailbox. When new messages exist, the key will blink rapidly; press it to connect automatically to the mailbox.

Program the programmable feature key with VOICEMAIL, *, and the mailbox number (see “Programmable feature keys,” page A.32).

Message Recycle Bin (un-delete)

The IP Series system stores your most recently deleted 10 messages in a Message Recycle Bin to allow you to recover, or "un-delete,” messages that may have been deleted in error.

You access the Message Recycle Bin through user programming (PROG/HELP 9). Press 9 to advance through deleted messages. Press 8 to restore a message to your mailbox as an old message.

F.2

Page 69

IP Series Special feature: Q & A mailboxes

Q & A mailboxes

Important: You are being assigned a special feature not covered in the regular station user

guide or tutorial. Be sure to get your Q & A mailbox number from the system administrator.

Q & A (question and answer) mailboxes allow you to ask callers for more detailed information, such as on an employment questionnaire or a survey.

As a Q & A mailbox owner, you can record up to 10 questions. the system groups the individual answers and plays them back as a single message (separated by short beep tones). Normal message handling capability — delete, save, etc. — applies to all answers within the message.

Note: Each answer can have a maximum length of a regular message as programmed by the

Installer.

Include in the first question instructions to conclude each answer by pressing 1 or to pause for the next question: “Record your name at the tone, then press 1 or pause for the next question.” [Next:] “Record your address at the tone…” [etc.]

At the conclusion the caller can be forwarded to another extension, mailbox, or automatically disconnected. Include in the last question the appropriate information such as: “This is the last question. After you have finished, please hang up….”

Note: If the caller does not respond to two questions in a row, the call will be disconnected. Q & A mailboxes are turned “on” only when questions have been recorded. Deleting all questions

will turn “off” the mailbox.

Programming Q & A mailboxes

1. Press PROG/HELP, *, and the Q & A mailbox number.

2. You will be prompted to do one of the following:

(a.) Record the questions (b.) Change the password or (c.) Access previously deleted messages. (See the following explanations.)

3. When finished, exit by hanging up.

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Page 70

Special feature: Q & A mailboxes IP Series

1 Select question

Select the desired question number, 1–10. the IP Series system will play the question and give you the option to perform one of the following:

1 Record question

Begin recording at the tone; press 1 to stop. The new question automatically replaces the old one with that question number.

Note: The mailbox will not be enabled if no questions exist.

2 Delete question

When prompted, press 2 again to confirm deletion. If you delete a question in the middle of a list without replacing it, the playback numbers of the other messages will not change (this is important only for your knowledge in programming, since the system itself won’t introduce each question to the caller as “Question 3,” “Question 6,” etc.).

Example: If you deleted question number 3 out of 5 questions, the system would play

only questions 1, 2, 4, and 5 to a caller. When you retrieve the playback, two beep tones will separate answers 2 and 4.

3 Hear current question

2 Password

The password may consist of 2 to 8 digits followed by # (0 cannot be the first digit). If you prefer not to have to enter a password, enter 0 as the entire password.

9 Message Recycle Bin (un-delete)

The IP Series system stores your most recently deleted 10 messages in a Message Recycle Bin to let you recover, or "un-delete,” messages that may have been deleted in error. Press 9 to advance through deleted messages. Press 8 to restore a message to your mailbox as an old message.

Retrieving messages from an IP Feature Phone

Press VOICEMAIL, * , and the mailbox number.

Virtual Mailbox Key™

To help monitor that all messages have been picked up, you can program a programmable feature key on any IP Feature Phone as a Virtual Mailbox Key for the Q & A mailbox. When new messages exist, the key will blink rapidly; press it to connect automatically to the mailbox.

Program the programmable feature key with VOICEMAIL, *, and the mailbox number (see “Programmable feature keys,” page A.32).

Retrieving messages when off-premises

1. Call the main number.

2. If the auto attendant main greeting answers, press * and the Q & A mailbox number.

If a live operator answers, have the operator transfer you (by pressing VOICEMAIL and *, followed by entry of the mailbox number).

G.2

Page 71

IP Series Live outside calls • Operator station

Live outside calls Operator station

Live outside calls

If your station has been designated to receive live outside calls — i.e., those that have neither come through the auto attendant nor been transferred — your IP Feature Phone will: (a.) Display that you are receiving 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 subdued ring. To answer any additional calls, you must do one of the following:

• Disconnect from the current call.

• Transfer the current call.

• Place the current call on hold or park.

You can press RELEASE to drop a current call and 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 subdued ring from a live outside call).

Operator station

If your station has been designated as the operator station, you will also receive calls when a caller dials 0 in the auto attendant or from a station.

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

• A call for the operator — Someone dialed 0.

• A call for your extension — 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 programmable feature key to perform this (initially, the upper left key will be the day/night mode Key). Each time the key is pressed the display will change: DAY, NGT, HDAY or AUTO. If you select either DAY, NGT or HOL, the system will operate in day, night or holiday mode until you manually change it again. (If the Installer has programmed an automatic calendar, selecting AUTO will set the system to follow that calendar.)

H.1

Page 72

Live outside calls • Operator station IP Series

(This page included for pagination purposes only.)

H.2

Page 73

IP Series 64-Key Expansion Console

64-Key Expansion Console

The 64-Key Expansion Console adds 64 more programmable feature keys to your station (for a station total of 80).

You program and operate the Console exactly the same as you do the 16 programmable feature keys on your IP Feature Phone.

To program the console:

1. Press PROG/HELP and then 2.

2. Press the desired programmable feature key.

3. Dial the digits to program the key.

4. Confirm the programming by pressing, again, that same programmable feature key.

Note: The system will prompt you through steps 2–4 after you perform step 1.

See “Programmable feature keys,” page A.32, for the options available. Note: Only one key can exist per extension, feature or operation.

If you program a second key for the same extension, feature or operation, this automatically erases the first key so programmed, thus making it available for a new extension, feature or operation.

Hint: You may find it easier to write in the names on the overlay before you program the keys and

attach the overlay to the Console.

I.1

Page 74

64-Key Expansion Console IP Series

(This page included for pagination purposes only.)

I.2

Page 75

Index

▲/▼ keys, A.4 ACD

Administrator display, C.3 Agent log-on/off key, C.1 Display indications, C.2 LED indicator, C.2 Wrap mode, C.1

Analog stations

Off-premises delivery, B.7 Operation, B.1 Programming, B.6

Voice mail operations from, B.3 Attendant operation, H.1 Auto page, A.23 Background announce, A.9 Background announce key, A.19 Basic phone use, A.4 Blind transfer, A.6

See

Broadcast mailbox. Call forward key, A.18 Call forwarding, A.8 Call pick-up, A.12 Call waiting, A.8

Background announce, A.9

Station-to-station, A.9 Caller ID, A.2 Caller ID missed-call key, A.19 Cascade paging mailbox programming, F.1 Conference calling, A.7 Day/night mode, A.18 Dial tone, A.3

Preference, A.17 Direct station select, A.5 DND, A.4

See

DSS. Esi-Dex, A.14

Fixed feature keys, A.2 FLASH key, A.13 Group listening, A.3 Group/broadcast mailboxes, E.1

Guest mailboxes

Hands-free answer, A.3 Headset key, A.18 Headset operation, A.17 Hold, A.10, A.11

Internal calls, A.5 LCD display, A.1 Leaving messages, A.22 Line keys, A.17

Direct station select

Personal Dex, A.14

Deleting names from, A.15

System speed dialing, A.16

Programming, E.2

Off-premises delivery, D.7

Pager notification, D.8

Phone delivery, D.7

Programming, D.5

Retrieving a call on hold, A.11

Private line, A.17

Group/broadcast mailboxes

Live call screening (Message monitor mode), A.16 Live outside calls, H.1 Live recording, A.24 Manual day/night mode, A.18 Message monitor key, A.18 Message monitor mode (live call screening), A.16 Message Recycle Bin (un-delete), A.29, A.36, D.9, F.2,

G.2

Message retrieval, A.24

Off-premises delivery, A.28, A.29

Urgent messages, A.29 Message(s) waiting, A.24 Mute, A.4 MUTE/DND key, A.4 Off-premises delivery, A.28, B.7 Operator station, H.1 Optional features, A.18 Outside calls, A.4

Blind transfer, A.6

Supervised transfer, A.6, A.7

Transferring, A.6

See

Outside dial tone preference. Paging, internal, A.12

Zones, A.12 Park, A.10

Retrieving a parked call, A.10 Park/hold operation, A.10

Difference between the two, A.10

Recall, A.11, A.12

System-wide hold, A.11 Password, A.35

See

Personal Dex. Personal greeting, A.16

Reminder, A.16

Samples, A.21, D.1, D.5 Personal greeting key, A.19 Personal greetings, A.21, B.3, D.5 Phone use

Basic, A.4 Playback of recordings. Programmable feature keys, A.2, A.32 Programming

Cascade paging mailboxes, F.1

Group/broadcast mailboxes, E.2

Q & A mailboxes, G.1

Esi-Dex

See

Dial tone

Live recording

Page 76

Quick Groups, A.22, E.1 Quick Move, A.24 Quick page, A.20 RECORD key, A.24 REDIAL key, A.13 RELEASE KEY, A.13 Retrieving messages, A.25, A.27, A.28, D.7 Ring tone, A.34 Ring volume, A.34 Samples of personal greetings, A.21, D.5 Scroll keys, A.4 Service observing, A.18 SPEAKER key, A.3 Speed-dial keys, A.33 Station keys, A.32 Station options, A.34

Station audibles, A.34

Ring tone, A.34

Ring volume, A.34

Supervised transfer, A.6, A.7 System speed-dialing with Esi-Dex. Transferring an outside call, A.6

See

Un-delete. Urgent messages, A.29, B.9, D.9 User programming, A.30

Exiting programming mode, A.30 Password, A.30 Programmable feature keys, A.32

Select personal greeting, A.32 Virtual answer keys, A.20 Virtual Mailbox Key, D.4, E.2, G.2 Voice mail , A.7 Voice mail operation, A.21 VOICEMAIL key, A.21 Volume keys, A.4 Volume/scroll keys, A.4

Message Recycle Bin

See

Esi-Dex