Inter-Tel 8500 User Manual
®
Axxess
Model 8500 Phone User Guide
MODEL 8000 SERIES PHONES
QUICK REFERENCE GUIDE TO
FREQUENTLY USED FEATURES
These are the basic instructions for the most frequently used telephone system
and voice mail features. For detailed information on these and other features,
refer to the complete instructions in the User Guide.
PLACING AN INTERCOM CALL
1. With or without the handset lifted, dial an extension number.
2. If your call goes through handsfree to the called phone’s speaker, speak after
you hear a double tone.
If you hear continuous ringing, wait for the call to be answered.
ANSWERING AN INTERCOM CALL
To answer an intercom call that comes in through your speakerphone:
EITHER, Respond handsfree.
OR, Lift the handset for privacy.
To answer a ringing (non-handsfree) intercom call:
EITHER, Lift the handset for privacy.
OR, Press (Speaker) or to respond handsfree.
OR, Press the flashing (Intercom) button.
ANSWER
IC
PLACING AN OUTSIDE CALL
1. With or without the handset lifted, press .
2. Dial the desired number. (If you see a request for an account code and hear a
single progress tone, you must dial an account code before you can place
your call.)
OUTGOING
MAKING AN EMERGENCY CALL
9
Dial to automatically place a call to the system’s programmed emer-
gency number (usually 911). You do not have to press first.
If using an IP Phone, consult your System Administrator and your local
Inter-Tel servicing company for important information about dialing emergency services from your phone before you begin using it.
©Inter-Tel, Inc. June 2003 printed in US
1 1
OUTGOING
CAUTION
Part no. 835.2616-2
1
ANSWERING AN OUTSIDE CALL
EITHER, Lift the handset.
OR, Press .
ANSWER
OR, Press the flashing button.
REDIALING AN OUTSIDE NUMBER
Select a line and press . The number is automatically dialed.
REDIAL
PLACING A CALL ON HOLD
Press (Hold) and hang up or place another call.
To return to the call, lift the handset and press the flashing button.
RESPONDING TO A WAITING CALL
If you hear a “call waiting” tone through your handset and/or you see a flashing
lamp, end your current call or place it on hold. Then press or the
ANSWER
flashing button.
PAGING
1. Lift the handset and press , or dial .
2. Dial the desired zone number (0-9).
3. After the tone, make your announcement and hang up.
PAG E
7
PICKING UP A CALL FROM ANOTHER EXTENSION
1. Lift the handset and dial .
2. Dial the extension number where the call is ringing or holding.
4
TRANSFERRING A CALL TO ANOTHER EXTENSION
1. Press .
2. Dial the desired extension number.
3. Wait for an answer, announce the call, and then hang up.
TRANSFER
If the number is busy, there is no answer, or the transfer is refused, press the
flashing button to return to the caller.
TRANSFERRING A CALL TO VOICE MAIL
1. Press .
2. Dial the voice mail extension number.
3. EITHER, Dial the desired mailbox number and then hang up.
TRANSFER
OR, Hang up to send the call to the voice mail menu (so that the caller can
enter the mailbox number).
2
TRANSFERRING A CALL TO AN OUTSIDE NUMBER
1. Press and select an outside line.
2. Dial the desired telephone number.
3. Wait for an answer, announce the call, and then hang up.
TRANSFER
If the number is busy, there is no answer, or the transfer is refused, press the
flashing button to return to the caller.
FORWARDING CALLS
1. Press . (Model 8560 and 8660 users must then select a menu button.)
2. Do one of the following:
FWD
• To forward to an outside telephone number: Select an outside line and
dial a telephone number.
• To forward to an extension number: Dial the extension number.
• To forward to your voice mailbox: Dial the voice mail extension.
CANCELING CALL FORWARD
Press . (Model 8560 and 8660 users must then press the FWD OFF
menu button.)
FWD
PLACING CONFERENCE CALLS
1. While on the first call, press . The call is now on hold.
2. Place an intercom or outside call, then press the flashing to place the
call on hold. (If necessary, repeat this step to place a third call on hold.)
3. Press the flashing to join all of the calls together in the conference.
CNF
CNF
CNF
CHANGING VOLUME LEVELS
Press the (high) or (low) end of the Volume button.
To save your change:
EITHER, Press both ends of the Volume button at the same time.
OR, Press the middle of the Volume button.
ACCESSING YOUR VOICE MAILBOX
If your button is lit and you have a message from voice mail:
1. Lift the handset or press .
2. Press .
3. Enter your personal password and press .
MSG
MSG
#
3
If your button is not lit, access your mailbox as follows:
MSG
1. Dial the voice mail extension number. (You hear the main menu.)
2. During or after the greeting, press to identify yourself as a subscriber.
3. Enter your mailbox number and your personal password (if programmed).
Then press .
#
LISTENING TO VOICE MAIL MESSAGES
1. Access your mailbox as described on page 3.
2. Press to listen to your new messages. While you are listening to a mes-
3. When the message has finished playing, you have the following options:
1
sage, you can use the following options:
•Press
• Press to back up.
• Press to pause. (Press any button to continue.)
• Press to skip ahead.
• Press to lower the volume.
• Press to play the message envelope.
• Press to raise the volume.
• Press to save the new message in your mailbox.
• Press to delete the message from your mailbox.
• Press to replay the message from the beginning.
• Press to reply to the message (or make a return call, if enabled).
• Press to forward a copy of the message to another subscriber.
• Press to listen to the previous message.
• Press to play the introductory message envelope.
• Press to listen to the next message.
• Press to save the new message in your mailbox.
• Press to delete the message from your mailbox.
#
to skip to the end of the recording.
1
2
3
4
5
6
7
9
1
2
3
4
5
6
7
9
SENDING VOICE MAIL MESSAGES
1. Access your mailbox as described on page 3.
2. Press .
2
3. Dial the mailbox number where you want to leave the message.
4. Press to accept the subscriber’s name.
#
5. Record your message after the tone.
6. When finished, hang up or press and listen for more options.
#
4
#
PHONE SYSTEM AND
FEATURE CODES
OICE MAIL FEATURE GUIDE
V
391 Account Code – All Calls 324 Hunt Group Remove/Replace
390 Account Code – Optional 303 LCD Contrast Control
CODE FEATURE NAME CODE FEATURE NAME
123
USING VOICE MAIL
To access your voice mailbox:
1. Dial the Voice Mail extension number.
2. Press and enter your mailbox number.
326 ACD Agent Log In 365 Message
327 ACD Agent Log Out 366 Message - Cancel Msg Left
328 ACD Agent Log In/out 368 Message -Cancel Msg On Phone
329 ACD Agent Wrap-up Term. 367 Message - Silent
375 Agent Help Request 314 Microphone Mute
3. Enter your password and press .
376 Agent Help Reject 7 Page
4. You have the following options:
361 Automatic Intercom Access 325 Page Re move/Replace
360 Automatic Line Access 397 Program B uttons
• Press to listen to new messages.
350 Automatic Line Answer 392 Program Station Password
4
• Press to leave a message.
• Press to listen to saved messages.
• Press to program personal options
313 Background Music 6 Queue (Callback) Request
355 Call Forward All Calls 385 Record-A-Call
357 Call Forward If Busy 380 Redial
356 Call Forward If No Answer 331 Redirect Call
5
and remote message notification (if
enabled).
messages or cancel unheard sent mes-
sages).
• Press for message options (undelete
5 Conference 306 Reminder Message Cance l
358 Call Fwd. If No Answer/Busy 305 Reminder Message
301 Change Language 359 Remote Programming
Voice Mail will guide you through the options
with voice prompts. For your convenience,
the table inside this guide summarizes the
options available when listening to mes-
sages, after playing messages, and when
394 Default Station 4 Reverse Transfer
307 Directory 396 Review Buttons
300 Display Time And Date 377 Ring Intercom Always On/off
372 Do-Not-Disturb On/Off 398 Ring Tone Selection
373 Do-Not-Disturb Override 321 Station Monit or
395 Feature Button Default 382 Station Speed Dial
312 Group Listen 383 Station Speed Dial Program
319 Handsfree On/Off 354 System Forward On/O ff
317 Headset On/Off 381 System Speed Dial
leaving messages.
336 Hold – Individual 399 Switch Keymap
335 Hold – System 346 Transfer To Hold
330 Hookflash 345 Transfer To Ring
Replay Your
# LISTENING TO MSG AFTER MSG PLAYS LEAVING MSG
VOICE MAIL OPTIONS
Below is a summary of the options you can
use when listening to messages, after playing
1 Back Up Replay the
messages, and when leaving messages.
Message
Add to Your
Message
2 Pause Reply to the
Message
Re-record
Message
3 Skip Forward Forward a Copy Erase and
—
Listen to
Previous Msg
Volume
4 Lower
5 Play Envelope Play Envelope —
—
—
Message
Listen to Next
Volume
6 Increase
7 — Save the
Options
Delivery
Message
Message
8———
9 — Delete the
* — — Cancel
and Exit
# Skip to End — Send Message
NUMBER OF TIMES BUTTON IS PRESSED
1-&()1
2ABC'2
3DEF!3
4GHI*4
5JKL# or /5
6MNOÑ or #6
7PQRS7
8TUV?8
BUTTON 12345
9WXYZ9
Dialpad Characters
NOTE: The characters under the 4 digit are depen-
dent on the software version.
1
To turn on Call Forward:
1. Enter one of the following Call Forward fea-
.
#
3 5 5
All Calls 355
If No Answer 356
If Busy 357
ture codes:
If No Answer/Busy 358
2. Enter an extension number or enter a line
access code followed by an outside tele-
phone number.
3. Hang up.
To turn off Call Forward:
1. Enter
2. Press and hang up.
To turn on Do-Not-Disturb:
REMOTE FEATURE ACCESS
.
3 7 0
1. Enter
Remote Feature Access allows you to place
your phone in Do-Not-Disturb mode or forward
message list below).
message text (see dialpad character chart
on next page).
2. Enter message number 01-20 (see default
3. If desired, enter the optional second-line
calls, either from another phone or through a
special dial-up line.
If you do not hear a tone after each step, or if
you hear repeating tones, you have made a
mistake or the feature is restricted. Start over.
4. Hang up.
To use Remote Feature Access:
and hang up.
3 7
Enter
To turn off Do-Not-Disturb:
provided by your system administrator). If
1. EITHER, call _______________ (number
required, enter your password.
OR, use any phone on the system.
01 DO-NOT-DISTURB 11 OUT OF TOWN ’TIL
Do-Not-Disturb Messages
.
3 5 9
2. Enter
3. Enter your extension number.
02 LEAVE A MESSAGE 12 OUT OF OFFICE
03 IN MEETING UNTIL 13 OUT UNTIL
04 IN MEETING 14 WITH A CLIENT
#
below and at right.
4. Enter your password followed by .
5. You can now use the features described
05 ON VACATION ’TIL 15 WITH A GUEST
06 ON VACATION 1 6 UNAVA ILAB LE
07 CALL ME AT 17 IN CONFERENCE
08 AT THE DOCTOR 18 AWAY FROM DESK
.
#
2
.
3 9
To change Station Password:
1. Enter
2. Enter your current password and press
09 ON A TRIP 19 GONE HOME
10 ON BREAK 20 OUT TO LUNCH
#
#
tion and press .
3. Enter the new password and press .
4. Enter the new password again for verifica-
Table of Contents
CONTENTS PAGE
FINDING YOUR WAY . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1
Welcome . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2
About This Guide . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2
About Your Phone . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3
About Voice Mail . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5
What You See and Hear . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 6
Software Compatibility . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7
GETTING STARTED . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 9
Introduction . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 10
Adjusting Your Phone’s Viewing Angle . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 10
Setting Up Voice Mail . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 11
Making and Receiving Calls . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 14
Placing Calls On Hold . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 19
Placing Conference Calls . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 20
Transferring Calls . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 21
Using Reverse Transfer . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 22
Forwarding Calls . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 23
Redialing a Number . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 25
Using a Headset . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 25
Using the Speaker and Microphone . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 26
Using the Message Button . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 28
Accessing Your Mailbox . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 29
Using Voice Mail Messages . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 30
Using Do-Not-Disturb Mode . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 35
Using Reminder Messages . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 36
FINDING YOUR WAY
GETTING STARTED
MOVING ON
MOVING ON . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 37
Introduction . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 38
Setting Preferences . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 38
Speed Dialing. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 46
Using Record-A-Call . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 49
Paging . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 50
Performing a Hookflash During a Call . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 51
Programming Your Feature Buttons . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 51
©Inter-Tel, Inc. September 2003 printed in US
LEARNING MORE
i
CONTENTS PAGE
Programming Direct Station Selection Buttons . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 52
Programming Secondary Extension Buttons . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 53
Using Account Codes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 54
Screening Calls . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 55
Using the Voice Mail Directory . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 56
Programming Remote Feature Access . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 57
Requesting Agent Help . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 59
Working in Hunt Groups . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 60
LEARNING MORE . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 63
Introduction . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 64
What the Administrators Can Do for You . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 64
Frequently Asked Questions (FAQs) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 65
Default Feature Codes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 67
INDEX . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 71
For sales, service, or technical support, contact your local
authorized Inter-Tel dealer.
If you have questions or comments about this User Guide,
contact Inter-Tel Technical Publications at:
Tech_Pubs@inter-tel.com
All products and services mentioned in this publication are the trademarks, service marks, regis-
tered marks, or registered service marks of their respective owners.
Inter-Tel
®
and Axxess® are registered trademarks of Inter-Tel, Inc.
ii
Finding Your Way
SECTION CONTENTS PAGE
Welcome . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2
About This Guide . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2
About Your Phone. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3
Feature Button Functions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4
Message Indicator Lamp . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5
About Voice Mail . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5
What You See and Hear . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 6
Software Compatibility . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7
FINDING YOUR WAY
®
Model 8500 Phone User Guide
Axxess
1
WELCOME
FINDING YOUR WAY
Your new Model 8500 Phone provides access to several features, each of which is described in this guide. The About This Guide section below lists the different sections in this user guide and describes the type of information you can find there. If you need to access information quickly, refer to the Quick Reference Guide attached to the front of this guide. You can also tear out the pocket guide to keep as a handy reference for features you are likely to use while away from the office (Remote Feature Access and Voice Mail).
ABOUT THIS GUIDE
This guide contains instructions for using the Model 8500 Phone on the Inter-Tel
Axxess® telephone and voice mail systems. To help you find information more
quickly, this guide is divided into four separate sections, as indicated by the tabs.
These sections include the following:
• Finding Your Way: This section provides the map for your phone and this guide.
It includes figures and general information designed to help you find what you
need.
• Getting Started: If you need to make a call, this is the section for you. It not
only includes basic phone and voice mail information, but it provides instructions
on how to perform everyday tasks, such as answering calls, making calls, accessing voice mail, etc.
• Moving On: Once you’ve got the basics down, it’s time to move on to the
advanced features. In this section, you’ll learn how to program speed-dial numbers, use remote messaging, define secondary extensions, and access other helpful features.
• Learning More: This is the place where the answers are. With a Frequently
Asked Question (FAQ) section and additional information about the phone and
voice mail systems, you can perform basic troubleshooting and learn more about
the system.
In addition, this guide contains a list of default feature codes (see page 67), an index
(see page 71), and a voice mail flowchart (see page 75) for easy reference.
®
NOTE: Because the telephone system is very flexible and programmable, the proce-
dures for using the features might vary slightly from the descriptions in this guide. If so,
your trainer or system administrator can tell you how your system differs and how to
use the features.
®
Model 8500 Phone User Guide
2
Axxess
ABOUT YOUR PHONE
Your phone has two basic types of buttons in addition to a Message Indicator lamp.
• Dialpad Buttons: Allow you to enter numbers and letters.
• Feature Buttons: Provide quick access to various phone and voice mail features.
Internal Speaker
FINDING YOUR WAY
Message Indicator Lamp
Speaker Button
Ring and Voice
Volume Control
Hold Button
Special Button
Hearing Aid-Compatible
NOTE: This is the default configuration. Your buttons may have been programmed dif-
ferently. If you are uncertain about the configuration, ask your system administrator.
®
Model 8500 Phone User Guide
Axxess
(HAC) Handset
Feature Buttons
Handsfree Microphone
(Underneath Edge)
12-Button Dialpad
3
Feature Button Functions
The feature buttons are designed to automate some of the commonly-used functions,
such as dialing an outside number. Each of these is described in the table below.
BUTTON IF YOU... YOU CAN... PG.
ANSWER
OUTGOING
CALL
FINDING YOUR WAY
IC
DND
CNF
ANSWER
Press Answer a call. 18
OUTGOING
Press and dial the number Place an outgoing call. 17
Press an unlit button or the flashing button
Press Access an intercom call. 14
Press unlit or lit Enable/disable Do-Not-Disturb mode. 35
Press
would like to add to the conference
Press
CALL
IC
DND
CNF
and dial the numbers you
Select an outside line or answer a call. 17, 18
Place a conference call. 20
(International Hold Symbol) Put a call on hold. 19
Press and dial the destination
TRANSFER
SYS SPDL
STN SPDL
PAG E
REDIAL REDIAL
MSG
MUTE
FWD
TRANSFER
number
SYS SPDL
Press Access System Speed-Dial numbers. 48
STN SPDL
Press Access Station Speed-Dial numbers. 46
Press Choose a page zone to place a page. 50
PAG E
Press Redial a telephone number or save the last
Press
MSG
Press Leave or listen to a message. 28
MUTE
Press Mute the microphone. 26
FWD
Press
number
Press the high or low end of the Volume
button
In addition to the buttons identified in the preceding table, your phone has a Special
button ( ). Depending on how your telephone system is configured, you may need
to press this button before you dial a feature code.
NOTE: Because the telephone system allows customized feature buttons, your phone
may have been reprogrammed so that the feature buttons do not match those
described in this guide.
Transfer a call. 21
number dialed.
25
and hang up Put a call on the speaker. 26
and dial the destination
Forward calls to the specified number. 23
Adjust volume during a call. 38
®
Model 8500 Phone User Guide
4
Axxess
Message Indicator Lamp
The Message Indicator lamp (located at the top, right-hand corner of the phone)
shows the same indications as the button. This indicator flashes whenever
there is a waiting message.
NOTE: Because the telephone system allows for customization, your phone’s mes-
sage indicator may have been reprogrammed to indicate a different feature.
ABOUT VOICE MAIL
Voice mail is an application that is part of the Inter-Tel Voice Processor. With the
voice mail application, you and other callers can send and receive recorded messages
from any station or touchtone telephone. To use this and other features, each user (you
included) is assigned a “voice mailbox,” which usually corresponds to a valid extension number. You can, however, have an “unassociated” mailbox that does not correspond to an extension. Unassociated mailboxes are typically used for agents or other
personnel who don’t have a permanent office.
With your voice mailbox, you can use personal or system greetings to let callers know
if you are out of town, on a call, etc. (see page 12). If a caller reaches your voice mailbox, they can leave a message, hang up, or access an attendant.
In addition, the voice mail administrator can program the name for “group lists” of
mailboxes. With these lists, you can send a message to a group of people by entering
one number instead of everyone’s individual mailbox number.
FINDING YOUR WAY
MSG
NOTE: You cannot cancel unheard (unretrieved) messages that are sent using group
lists (see page 34).
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5
WHAT YOU SEE AND HEAR
As you can see, your 8500 Phone and telephone system come equipped with a lot of
“bells and whistles.” To help you understand what everything means, it is recommended that you read the following information before you use your phone:
• Your telephone system may be programmed for one or two dial tones. Systems
with two dial tones have one for intercom calls and one for outside calls.
• Many features “time out” if you wait too long before performing the next step. If
FINDING YOUR WAY
this happens, you must hang up and start again.
• If you hear four fast tones or repeating fast tones, you have pressed an invalid
button combination, tried to select a restricted line, dialed a restricted or invalid
number, dialed too slowly between digits, or waited too long before performing
the next step. Hang up and try again.
• Some phone models have red/green lamps in the feature buttons. Green indicates
a call is ringing, holding, or active on your phone. Red means the call is on
another phone. If the buttons only light red, either your phone does not have the
green lamps, or the system is not programmed to support the two lamp colors.
NOTE: Your phone may be programmed to always use red lamps for calls ringing
directly to your phone.
• The button lamps may be solidly lit or flashing to indicate the status of a call or
feature. To avoid confusion, this guide uses different icons to signify that a lamp
is unlit ( ), lit, ( ), or flashing ( ).
CNF
• “Off-hook” means that either the handset is lifted or the speakerphone is on ( is
lit). “On-hook” indicates that the handset is in the cradle or the speakerphone is
off. For example, you must first go “off-hook” to make a call, but you must go
“on-hook” to end a call.
• If the button and the Message Indicator lamp are lit when using a direc-
MSG
tory or entering a message, you are in alphanumeric mode, which allows you to
enter letters. If the
are in numeric mode and can only enter numbers and special characters.
• “Handsfree” mode indicates that a call is connected through the speakerphone
(i.e., you don’t have to lift the handset to speak). While in handsfree mode, you
can make or receive calls.
CNF
button and the Message Indicator lamp are unlit, you
MSG
CNF
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SOFTWARE COMPATIBILITY
Your phone is compatible with system software versions 7.0 and later. Phones using
software versions 3.0 to 6.x have limited functionality in the following areas:
• The button will not work; however, you can still use this feature by dial-
• The button will not work; however, you can still use this feature by dial-
• The Message Indicator lamp will not work; however, the button will still
• The , , ,
The Model 8500 Phone does not support software versions 3.0 and earlier.
NOTE: This information about compatibility applies to phones programmed to use the
default button locations. Your buttons may have been programmed differently. If you are
uncertain about the configuration, ask your system administrator.
STN SPDL
ing the Station Speed-Dial feature code (see page 46).
PAG E
ing the Page feature code (see page 50).
function properly (see page 28).
TRANSFER ANSWER OUTGOING
light.
SYS SPDL
MSG
REDIAL
, and lamps will not
FINDING YOUR WAY
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7
FINDING YOUR WAY
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Getting Started
SECTION CONTENTS PAGE
Introduction . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 10
Adjusting Your Phone’s Viewing Angle . . . . . . . . . . . . . . . . . . . . . . . . 10
Setting Up Voice Mail . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 11
Initializing Your Mailbox . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 11
Recording Your Personal Greetings. . . . . . . . . . . . . . . . . . . . . . . . . 12
Recording Your Voice Mail Directory Name. . . . . . . . . . . . . . . . . . . 13
Making and Receiving Calls. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 14
Intercom Calls . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 14
Outside Calls . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 17
Emergency Calls . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 18
Call Waiting . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 18
Placing Calls On Hold. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 19
Placing Conference Calls. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 20
Transferring Calls . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 21
To Another Extension. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 21
To Voice Mail . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 21
To an Outside Number . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 21
Using Reverse Transfer . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 22
Forwarding Calls. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 23
Manual Call Forwarding . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 23
Automatic System Forwarding . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 24
Redirect Call. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 24
Redialing a Number . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 25
Using a Headset . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 25
Using the Speaker and Microphone . . . . . . . . . . . . . . . . . . . . . . . . . . . 26
Mute Button . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 26
Group Listen Using the Speaker . . . . . . . . . . . . . . . . . . . . . . . . . . . 26
Enhanced Speakerphone Mode. . . . . . . . . . . . . . . . . . . . . . . . . . . . 27
Using the Message Button. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 28
Leaving Messages . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 28
Retrieving Messages . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 28
Accessing Your Mailbox. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 29
Using Voice Mail Messages . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 30
Undeleting Messages. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 32
Sending Messages. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 33
Canceling Unheard Messages . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 34
Using Do-Not-Disturb Mode. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 35
Using Reminder Messages . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 36
GETTING STARTED
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INTRODUCTION
Now that you know what your Model 8500 Phone can do, it’s time to start using it. In
this section, you’ll learn how to make and receive calls, transfer calls, retrieve voice
mail messages, and much more.
ADJUSTING YOUR PHONE’S VIEWING ANGLE
Your Model 8500 Phone has an adjustable base that allows you to tilt your phone to
enhance the viewing angle. There are two types of bases available on the phone, each
of which allow you to adjust the angle of the phone. Use the appropriate instructions
(listed below) to adjust the angle of your phone.
If your phone has a support mechanism that fits into holes on the base:
1. Position the bottom of the phone’s base on a flat surface.
2. Tilt the phone to the desired angle.
3. Place the “feet” of the support mechanism in the holes on the base to secure the
position of the phone.
If your phone has buttons located on the back to release the locking base:
1. Position the bottom of the phone’s base on a flat surface.
GETTING STARTED
2. Press both buttons on the back of the phone to disengage the base’s locking
mechanism.
3. Tilt the phone to the desired angle.
4. Release both buttons to lock the base in place.
10
NOTE: If you position your phone’s viewing angle to 60 degrees or greater, it is recom-
mended that you flip the handset hanger down to the horizontal position.
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SETTING UP VOICE MAIL
To begin using your voice mailbox you will need to complete a few basic set-up procedures to initialize your mailbox, customize your personal greetings, and record your
voice mail directory name. See page 41 for additional voice mail options.
Initializing Your Mailbox
One of the first things you should do is initialize your mailbox. This allows you to:
• Change the default password number to a personal password.
• Record a name to identify yourself in the company directory.
• Listen to the voice mail introduction.
To initialize your mailbox:
1. Dial the voice mail extension number. (You hear the main menu.)
NOTE: If you don’t know what the voice mail extension number is, check with your
system administrator.
Press to identify yourself as a subscriber.
2.
3. Enter your mailbox number and default password.
NOTE: Your mailbox number is your default password.
4. If you want a password, enter a new password using digits 0-9 (up to 12 digits).
Then press . Voice mail plays back your password.
If you do not want to use a password, just press .
5. Press to accept the entry. Press to re-enter your password. The system
prompts you to record your directory name.
6. After the tone, record your first and last name. When finished, press .
7. Do one of the following:
• Press
• Press
• Press
• Press
The system then plays a prompt that introduces you to the basic voice mail features.
You can skip this introduction by pressing , if desired.
#
# 3
#
again to accept the name.
1
to replay the name you just recorded.
2
to add to your name.
3
to erase and re-record your name.
GETTING STARTED
#
#
#
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Recording Your Personal Greetings
You can store two different personal greetings in your voice mailbox: a primary and
an alternate. You can then select which greeting you want played when a caller
reaches your voice mailbox. Because the purpose of this greeting is to tell callers why
they have reached your voice mailbox, you should include the following information:
• Whether or not you are in the office and where you can be reached
• When you will be returning calls
• For callers who do not wish to leave a message, how to exit voice mail (press
to return to the operator)
The following are some sample greetings to help you plan your message:
• Primary Greeting: Hello, this is __________. I am either on another line or
away from my desk and cannot take your call at this time. If you need to speak to
someone immediately, please dial zero now. Otherwise, please leave a detailed
message, and I will return your call as soon as possible. Thank you.
• Alternate Greeting: Hello, this is __________. I will be away from the office
from day/date until day/date. If you need to speak to someone immediately,
please dial zero now. Otherwise, please leave a detailed message, and I will
GETTING STARTED
return your call when I return. Thank you.
To change your personal greeting:
1. Access your mailbox as described on page 29.
2. Press to select the Personal Options Menu.
3. Press to record/change your personal greeting.
4. Do one of the following:
5. If you pressed , continue to the next step.
4
1
• Press to record and/or enable your primary greeting.
• Press to record and/or enable your alternate greeting.
• Press to enable the system default mailbox greeting.
If you pressed or , the current greeting is played (if one exists). You can
1
2
3
3
1 2
then do one of the following:
• Press to accept the greeting.
• Press to replay the greeting.
• Press to add to the greeting.
• Press to erase and re-record the greeting.
#
1
2
3
• Press to exit without changing your greeting.
6. Hang up.
0
12
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Recording Your Voice Mail Directory Name
Your recorded name is used to identify you in the voice mail directory and to verify
your mailbox number when messages are addressed to you.
To change your directory name:
1. Access your mailbox as described on page 29.
2. Press to select the Personal Options Menu.
3. Press . Your current name is played. (Press to replay your recorded name.)
4. Press to erase and re-record your name.
5. When you hear a tone, record your first and last name, then press .
6. Do one of the following:
7. Hang up.
4
2 1
3
• Press again to accept your recorded name.
• Press to replay your recorded name.
• Press to add to your name.
• Press to erase and re-record your name.
#
1
2
3
#
GETTING STARTED
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MAKING AND RECEIVING CALLS
Making and receiving calls is the basic purpose of any phone. With your Model 8500
Phone, you can make/receive intercom and outside calls and make emergency calls.
Intercom Calls
Your extension number allows other people to place intercom calls to you, without
dialing any extra codes. And, because every phone in your phone system is assigned
an extension number, you can call other people in your system quickly and easily.
NOTE: Ask your system administrator for a list of extensions.
Placing Intercom Calls
To place an intercom call:
1. Lift the handset and dial an extension number.
2. If your call goes through handsfree to a phone’s speaker, speak after your party
answers.
If you hear continuous ringing, wait for the call to be answered.
The phone system allows you to place a non-handsfree call that will override hands-
GETTING STARTED
free mode on the extension you are calling. If you use the Ring Intercom Always feature to always send non-handsfree calls, the called party must pick up the handset to
answer the call.
To place a non-handsfree call that will ring at the other phone until answered:
#
Press before dialing the extension number.
To program your phone to always send non-handsfree calls using the Ring Intercom Always feature:
With the handset in the cradle, dial
3 7 7
.
14
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If there is no answer or if the phone is busy when you place an intercom call, you
can do any of the following:
• To leave a station message, press and then hang up.
• To leave a voice mail message, press and wait for the message center to
MSG
MSG
answer. (See page 28 for more message options.)
NOTE: This option is only available if the called phone has a voice mailbox.
• To camp onto a busy extension, stay on the line and wait for the phone to become
available. Do not hang up. After the system timer expires, you hear music until
the phone is available.
NOTE: You cannot camp on to a phone if it is in DND mode.
GETTING STARTED
• To request a callback (queue on to the phone): Press and hang up. When the
6
phone is available, your phone rings. (To cancel the queue request before the callback, press
6
.)
• To use the Off-Hook Voice Announce feature (if the called phone is programmed
for it): Do not hang up. After the busy signals stop, you are automatically con-
nected and may speak. (If you hear music or if the phone is in DND mode, your
off-hook voice announce call will not go through.) This allows you to talk to the
phone user on his or her handsfree speakerphone, even though the user already
has a call in progress on the handset. This feature is not available if your phone
has the Ring Intercom Always feature enabled.
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15
Receiving Intercom Calls
Your phone can receive both intercom and non-handsfree intercom calls. If the handsfree feature is enabled on your phone, intercom calls are automatically answered.
Non-handsfree intercom calls (see page 14) override the handsfree option.
If your handsfree feature is disabled, or if you receive a non-handsfree intercom call,
you must pick up the handset or press a button to answer the call.
To enable or disable your phone’s handsfree answering feature:
3
9
With the handset in the cradle, dial
To receive an intercom call:
If the handsfree feature is enabled, respond handsfree.
If the handsfree feature is disabled, press
To receive a non-handsfree intercom call:
EITHER, Lift the handset for privacy.
OR, Press or to answer the call.
IC
NOTE: You must lift the handset if the caller has the Ring Intercom Always feature
enabled.
GETTING STARTED
To redirect a ringing call to another extension or to an outside number:
1. Press and dial .
2. Enter the extension or outside number to which you want to redirect the call. See
3 3
1
page 24 for more information.
To receive an Off-Hook Voice Announce call (through your speaker) while you
are on a call:
When you hear a single tone and see an incoming call lamp display, you can do the
following:
• To accept the call on the speakerphone without ending your current call: When
you hear a double tone, you may talk handsfree with the caller through the speakerphone. (The caller on the handset will be able to hear both you and the party on
the speakerphone.)
• To block the call from coming through the speaker:
a. Press to allow the incoming intercom call to camp on. The button
flashes, and the call is placed on hold.
1
.
IC
or or lift the handset for privacy.
IC
16
b. Press to place your phone in DND mode, if desired. (See page 35 for
DND
more information about DND mode.)
NOTE: To use this feature, the Off-Hook Voice Announce feature must be enabled.
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