Inter-Tel 8560, 8660 User Manual
User Guide
Model 8560 Display Phone
Model 8660 IP Phone
AXXESS MODEL 8000 SERIES
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) key.
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. January 2003, Printed in US Part no. 835.2616-1
1 1
OUTGOING
CAUTION
1
ANSWERING AN OUTSIDE CALL
EITHER, Lift the handset.
OR, Press .
ANSWER
OR, Press the flashing key.
REDIALING AN OUTSIDE NUMBER
While on a call or after selecting a line, press . A line is selected automatically, and the number is 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 key.
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 key.
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 key 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 key to return to the caller.
FORWARDING CALLS
1. Press . (Model 8560 and 8660 users must then select a menu key.)
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 key.)
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 end) or (the low end) of the Volume key.
To save your change:
EITHER, Press both ends of the Volume key at the same time.
OR, Press the middle of the key.
ACCESSING YOUR VOICE MAILBOX
If your MSG key 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
#
3
If your MSG key is not lit, access your mailbox by following these steps:
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 key 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
VOICE MAIL OPTIONS
Below is a summary of the options you can
use when listening to messages, after the
message has played, and when leaving a message.
# LISTENING TO MSG AFTER MSG PLAYS LEAVING MSG
1 Back Up Replay the
2 Pause Reply to the
Message
Message
3 Skip Forward Forward a Copy Erase and
4 Lower
Volume
Listen to
Previous Msg
5 Play Envelope Play Envelope —
6 Increase
Volume
7 — Save the
Listen to Next
Message
Message
8———
9 — Delete the
Message
* — — Cancel
# Skip to End — Send Message
Replay Your
Message
Add to Your
Message
Re-record
—
—
—
Delivery
Options
and Exit
FEATURE CODES
CODE FEATURE NAME CODE FEATURE NAME
391 Account Code – All Calls 324 Hunt Group Remove/Replace
390 Account Code – Optional 303 LCD Contrast Cont rol
326 ACD Agent Log In 365 Mes sage
327 ACD Agent Log Out 366 Message – Cancel Msg Le ft
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
376 Agent Help Reject 7 Page
361 Automatic Intercom Access 325 Page Remove/Replace
360 Automatic Line Access 397 Pr ogram Keys
350 Automatic Line Answer 392 Program Station Password
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
358 Call Fwd. If No Answer/Busy 305 Reminder Message
5 Conference 306 Reminder Message Cancel
301 Change Language 359 Remote Programming
394 Default Station 4 Reverse Transfer
307 Directory 396 Review Keys
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 Monitor
395 Feature Key Default 382 Station Speed Dial
312 Group Listen 383 Station Speed Dial Program
319 Handsfree On/Off 354 System Forward On/Off
317 Headset On/Off 381 System Speed Dial
336 Hold – Individual 399 Switch Keymap
335 Hold – System 346 Transfer To Hold
330 Hookflash 345 Transfer To Ring
PHONE SYSTEM AND
V
OICE MAIL FEATURE GUIDE
USING VOICE MAIL
To access your voice mailbox:
1. Dial the Voice Mail extension number.
2. Press and enter your mailbox number.
3. Enter your password and press .
4. You have the following options:
• Press to listen to new messages.
• Press to leave a message.
• Press to listen to saved messages.
• Press to program personal options
1
2
3
4
and remote message notification (if
enabled).
• Press for message options (undelete
5
messages or cancel unheard sent mes-
sages).
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 messages, after the message, and when leaving
a message.
#
REMOTE FEATURE ACCESS
Remote Feature Access allows you to place
your phone in Do-Not-Disturb mode or forward
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.
To use Remote Feature Access:
1. EITHER, call _______________ (number
provided by your system administrator). If
required, enter your password.
OR, use any phone on the system.
2. Enter
3. Enter your extension number.
4. Enter your password followed by .
5. You can now use the features described
To change Station Password:
1. Enter
2. Enter your current password and press
3. Enter the new password and press .
4. Enter the new password again for verifica-
3 5 9
.
below and at right.
3 9
tion and press .
2
.
#
#
#
#
To turn on Do-Not-Disturb:
3 7 0
1. Enter
.
2. Enter message number 01-20 (see default
message list below).
3. If desired, enter the optional second-line
message text (see keypad character chart
on next page).
4. Hang up.
To turn off Do-Not-Disturb:
Enter
3 7
1
and hang up.
Keypad Key Characters
KEY 12345
1- & ( ) 1
2A B C ' 2
3D E F ! 3
4G H I * 4
5J K L# or /5
6M N OÑ or #6
7P Q R S 7
8T U V ? 8
9W X Y Z 9
NOTE: The characters under the 4 digit are dependent on the software version.
NUMBER OF TIMES KEY IS PRESSED
To turn on Call Forward:
Do-Not-Disturb Messages
01 DO-NOT-DISTURB 11 OUT OF TOWN ’TIL
02 LEAVE A MESSAGE 12 OUT OF OFFICE
03 IN MEETING UNTIL 13 OUT UNTIL
04 IN MEETING 14 WITH A CLIENT
05 ON VACATION ’TIL 15 WITH A GUEST
06 ON VACATION 1 6 U NAVAI LAB LE
.
07 CALL ME AT 17 IN CONFERENCE
08 AT THE DOCTOR 18 AWAY FROM DESK
09 ON A TRIP 19 GONE HOME
10 ON BREAK 20 OUT TO LUNCH
1. Enter one of the following Call Forward feature codes:
All Calls 355
If No Answer 356
If Busy 357
If No Answer/Busy 358
2. Enter an extension number or enter a line
access code followed by an outside telephone number.
3. Hang up.
To turn off Call Forward:
1. Enter
2. Press and hang up.
3 5 5
.
#
Table of Contents
CONTENTS PAGE
FINDING YOUR WAY . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1
Welcome . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2
About This Guide . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2
About Your Phone . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3
About Voice Mail . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7
What You See and Hear . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 8
Software Compatibility . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 9
GETTING STARTED . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 11
Introduction . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 12
Adjusting Your Phone’s Viewing Angle . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 12
Adjusting Your Phone’s LCD Contrast . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 12
Setting up voice mail . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 13
Making and Receiving Calls . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 16
Placing Calls On Hold . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 21
Placing Conference Calls . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 22
Transferring Calls . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 23
Forwarding Calls . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 25
Redialing a Number . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 27
Displaying Information on Your Phone . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 28
Using a Headset . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 29
Using the Speaker and Microphone . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 30
Using the Message Key . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 32
Accessing Your Mailbox . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 33
Using Voice Mail Messages . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 34
Using Do-Not-Disturb Mode . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 39
Using Reminder Messages . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 41
MOVING ON . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 43
Introduction . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 44
Setting Preferences . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 44
Speed Dialing . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 52
Using Record-A-Call . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 54
Paging . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 55
Performing a “Hookflash” During a Call. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 55
Programming Your Feature Keys . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 56
FINDING YOUR WAY
GETTING STARTED
MOVING ON
LEARNING MORE
Model 8560 Display Phone and Model 8660 IP Phone User Guide
i
CONTENTS PAGE
Programming Direct Station Selection Keys . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 57
Programming Secondary Extension Keys . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 58
Using Account Codes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 59
Screening Calls . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 60
Using the Directories . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 60
Programming Remote Feature Access . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 63
Requesting Agent Help . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 65
Working in Hunt Groups . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 66
LEARNING MORE . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 69
Introduction . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 70
What the Administrators Can Do for You . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 70
Frequently Asked Questions (FAQs) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 71
Default Feature Codes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 73
INDEX . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 77
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
ii
Model 8560 Display Phone and Model 8660 IP Phone User Guide
Finding Your Way
SECTION CONTENTS PAGE
Welcome . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2
About This Guide . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2
About Your Phone. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3
Feature Key Functions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4
LCD Menu Keys . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5
Message Indicator Lamp . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 6
DSS/BLF and Mini-DSS . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 6
IP Phone Exceptions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7
About Voice Mail . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7
What You See and Hear . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 8
Software Compatibility . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 9
FINDING YOUR WAY
Model 8560 Display Phone and Model 8660 IP Phone User Guide
1
WELCOME
It’s time to get connected with the future using your new Model 8560 Display Phone and Model 8660 IP (Internet Protocol) Phone. The About This Guide section lists the different sections of this user guide, along with a brief explanation of the information covered in each section.
NOTE: Because the Axxess telephone system is very flexible and programmable, the
FINDING YOUR WAY
procedures 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.
ABOUT THIS GUIDE
This guide contains instructions for using the 8560 Display Phone and 8660 IP Phone
on the Inter-Tel Axxess 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.
• Getting Started: If you need to make a call, this is the section for you. It not
• Moving On: Once you’ve got the basics down, it’s time to move on to the
• Learning More: This is the place where the answers are. With a Frequently
In addition, this guide contains an index, a list of default feature codes, and a voice
mail flow chart for easy reference.
It includes figures and general information designed to help you find what you
need.
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.
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.
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.
NOTE: 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).
2
Model 8560 Display Phone and Model 8660 IP Phone User Guide
ABOUT YOUR PHONE
NOTE: The Model 8660 IP Phone is very similar to the Model 8560 Display Phone.
Because they are so similar, the information in this user guide applies to both phones
unless otherwise indicated. For IP Phone exceptions, see page 7.
The buttons on your phone are called “keys,” which is why the phone is sometimes
called a “Keyset.” Your phone has three basic types of keys.
• Keypad keys: Allow you to enter numbers and letters.
• Feature keys: Provide quick access to various phone and voice mail features.
• Liquid Crystal Display (LCD) Menu Keys: Allow you to scroll through dis-
plays and make selections based on the active feature.
LCD With Six
16-Character Lines
FINDING YOUR WAY
Message Indicator Lamp
Eight LCD Menu Keys
Feature
Keys
Internal Speaker
Hearing Aid Compatible
(HAC) Handset
NOTE: This is the default configuration. Your keys may have been programmed differ-
ently. If you are uncertain about the configuration, ask your System Administrator.
Model 8560 Display Phone and Model 8660 IP Phone User Guide
Speaker Key
Ring and Voice
Volume Control
Special Key
12-Key Keypad
Hold Key
Feature
Keys
Handsfree Microphone
(Underneath Edge)
3
Feature Key Functions
The feature keys 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.
KEY IF YOU... YOU CAN... PG.
Press Answer a call. 17, 20
ANSWER
OUTGOING
FINDING YOUR WAY
CALL
or LINE
IC
DND
CNF
ANSWER
Press and dial the number Place an outgoing call. 19
OUTGOING
Press an unlit
key
Press Access an intercom call. 17
Press unlit or lit Enable/disable Do-Not-Disturb mode. 39
Press
would like to add to the conference
Press (International Hold Symbol) Put a call on hold. 21
IC
CNF
key or the flashing
CALL
DND
and dial the numbers you
Select an outside line or answer a
call.
Place a conference call. 22
19, 20
TRANSFER
SYS SPDL
STN SPDL
PAG E
REDIAL REDIAL
MSG
MUTE
FWD FWD
Press and dial the destination
TRANSFER
number
Press View or access System Speed-Dial
SYS SPDL
Press View or access Speed-Dial numbers. 52
STN SPDL
Press Choose a page zone to place a page. 55
PAG E
Press Redial a telephone number or save
Press and hang up Put a call on the speaker. 30
Press Leave or listen to a message. 32
MSG
Press Mute the microphone. 30
MUTE
Press
ber
Press the high or low end of the Volume key Adjust volume during a call. 44
In addition to the keys identified in the preceding table, your phone has a Special key
( ). Depending on how your telephone system is configured, you may need to press
this key before you dial a feature code.
NOTE: Because the Axxess telephone system allows customized feature keys, your
phone may have been reprogrammed so that the feature keys do not match those
described in this guide.
and dial the destination num-
Transfer a call. 23
53
numbers.
the last number dialed.
Forward calls to the specified number.
27
25
4
Model 8560 Display Phone and Model 8660 IP Phone User Guide
LCD Menu Keys
In addition to the various feature keys, your phone contains an LCD with six different
lines. The top two lines show call information and messages; the remaining four lines
display a menu, which changes according to the feature you are using.
To select an option, press the menu selection key closest to it. If there is only one
option on a line, such as DO-NOT-DISTURB, you can press the key on either side.
DISPLAY WITH SIX
16-CHARACTER
LINES
Because the display can only support 16 characters, you may see a few abbreviations.
The most commonly used abbreviations are provided in the table below.
ACCT CODE Account Code
CNF Conference
DEST Destination
DIR Directory
DND Do-Not-Disturb
EXT Extension
MSG Message
RCL Recall
SPKR Speaker
SPKRPHN Speakerphone
STN SPD Station Speed Dial
SYS SPD System Speed Dial
TFR Transfer
TG Trunk Group (a group of outside lines)
TRNK Trunk (an outside line)
FINDING YOUR WAY
MENU
SELECTION
KEYS
Model 8560 Display Phone and Model 8660 IP Phone User Guide
5
Message Indicator Lamp
The Message Indicator lamp (located at the top, right-hand corner of the phone)
shows the same indications as the Message key. The Message Indicator lamp flashes
whenever there is a waiting message.
NOTE: Because the telephone system allows for customization, you phone’s Message
Indicator lamp may have been reprogrammed to indicate a different feature.
FINDING YOUR WAY
DSS/BLF and Mini-DSS
Generally, the Model 8450 Direct Station Selection/Busy Lamp Field (DSS/BLF) unit
is used by individuals that handle a high volume of incoming calls, such as receptionists. The DSS/BLF provides one-key access to up to 50 extension numbers or a programmable feature. For more information about programming and using the DSS,
refer to the current Axxess Administrator’s Guide (part no. 550.8001).
The Model 8416 Mini-DSS unit is a scaled-down version of the full-sized DSS/BLF
unit. This optional unit adds 16 user-programmable keys to your phone. These keys
can be programmed as any of the following:
• DSS keys: Provide one-key access to extension numbers and display the status of
the extension associated with the key (see page 57).
• Feature keys: Provide quick access to frequently-used features (see page 56).
• Secondary extensions: Allow one-key access to calls ringing or holding at
another station (see page 58).
NOTE: Instructions for attaching the Mini-DSS to your phone are included with the
unit.
The DSS/BLF and Mini-DSS lamps indicate the status of the extension or feature
assigned to the key. These indications are shown in the table below.
If the lamp is... Then...
Solidly lit The associated extension is busy, or the associated feature is on.
Flashing slowly The extension is in Do-Not-Disturb.
Flashing rapidly The extension has a call ringing in.
Fluttering continuously The extension is causing a STATION OFF-HOOK system alarm.
6
Model 8560 Display Phone and Model 8660 IP Phone User Guide
IP Phone Exceptions
The 8660 IP Phone looks and functions almost identically to the 8560. The only
exceptions are:
• The 8660 does not support the Off-Hook Voice Announce feature (see page 18).
• The 8660 does not support the Enhanced Speakerphone Mode feature (see
page 31).
• The 8660 has additional jacks on the phone that are used for Internet connections.
Consult your System Administrator and your local Inter-Tel servicing company for
important information about dialing emergency services from your IP Phone
before you begin using it.
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 34). 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
CAUTION
NOTE: You cannot cancel unheard (unretrieved) messages that are sent using group
lists (see page 38).
Model 8560 Display Phone and Model 8660 IP Phone User Guide
7
WHAT YOU SEE AND HEAR
As you can see, your 8560 Display Phone, 8660 IP Phone, and Axxess 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.
FINDING YOUR WAY
• Many features “time out” if you wait too long before performing the next step. If
this happens, you must hang up and start again.
• If you hear four fast tones or repeating fast tones, you have pressed an invalid key
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 Model 8560 Display Phones and 8660 IP Phones have red and green lamps
in the feature keys. Green indicates a call is ringing, holding, or active on your
phone. Red means the call is on another phone. If the keys only light red, either
your phone does not have the green lamps, or the system may not be 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. If you are uncertain about the configuration, ask your System Administrator.
• The key 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
CNF
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 key and the Message Indicator Lamp are lit when using a directory
MSG
or entering a message, you are in alphanumeric mode, which allows you to enter
letters. If the key and the Message Indicator Lamp are unlit, you are in
MSG
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.
8
Model 8560 Display Phone and Model 8660 IP Phone User Guide
SOFTWARE COMPATIBILITY
Your phone is fully compatible with Axxess system software versions 7.0 and later.
Phones using system software versions 3.0 to 6.x have limited functionality in the following areas:
• The Station Speed-Dial key will not work; however, you can still use this feature
by dialing the Station Speed-Dial feature code (see page 52).
• The Page key will not work; however, you can still use this feature by dialing the
Page feature code (see page 55).
• The Message Indicator lamp will not work; however, the Message key will still
function properly (see page 32).
• The dedicated headset audio jack will not work; however, you can still use the
headset by plugging the headset into the handset jack and dialing the Headset On/
Off feature code (see page 29).
• The optional Mini-DSS will not work.
• The Transfer, Answer, Outgoing, System Speed-Dial and Redial lamps will not
light.
The 8560 and 8660 Phones are not supported by software versions 3.0 and earlier.
NOTE: This information about compatibility applies to phones programmed to use the
default key locations. Your keys may have been programmed differently. If you are
uncertain about the configuration, ask your System Administrator.
FINDING YOUR WAY
Model 8560 Display Phone and Model 8660 IP Phone User Guide
9
FINDING YOUR WAY
10
Model 8560 Display Phone and Model 8660 IP Phone User Guide
Getting Started
SECTION CONTENTS PAGE
Introduction . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 12
Adjusting Your Phone’s Viewing Angle . . . . . . . . . . . . . . . . . . . . . . . . 12
Adjusting Your Phone’s LCD Contrast . . . . . . . . . . . . . . . . . . . . . . . . . 12
Setting up voice mail . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 13
Initializing Your Mailbox . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 13
Making and Receiving Calls. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 16
Intercom Calls . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 16
Outside Calls . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 19
Emergency Calls . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 20
Call Waiting . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 20
Placing Calls On Hold. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 21
Placing Conference Calls. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 22
Transferring Calls . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 23
To Another Extension. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 23
To Voice Mail . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 23
To an Outside Number. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 24
To Pick Up (Reverse Transfer) a Call . . . . . . . . . . . . . . . . . . . . . . . 24
Forwarding Calls. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 25
Manual Call Forwarding . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 25
Automatic System Forwarding . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 26
Redirect Calls . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 26
Redialing a Number . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 27
Displaying Information on Your Phone . . . . . . . . . . . . . . . . . . . . . . . . . 28
Date, Time, Name, and Extension Number . . . . . . . . . . . . . . . . . . . 28
Outside Party’s Name/Number. . . . . . . . . . . . . . . . . . . . . . . . . . . . . 28
Using a Headset . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 29
Using the Speaker and Microphone . . . . . . . . . . . . . . . . . . . . . . . . . . . 30
Mute Key . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 30
Group Listen Using the Speaker . . . . . . . . . . . . . . . . . . . . . . . . . . . 30
Enhanced Speakerphone Mode. . . . . . . . . . . . . . . . . . . . . . . . . . . . 31
Using the Message Key . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 32
Leaving Messages . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 32
Retrieving Messages . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 32
Accessing Your Mailbox. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 33
Using Voice Mail Messages . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 34
Listening to Messages . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 34
Undeleting Messages. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 36
Sending Messages. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 37
Canceling Unheard Messages . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 38
Using Do-Not-Disturb Mode. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 39
Using Reminder Messages . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 41
GETTING STARTED
Model 8560 Display Phone and Model 8660 IP Phone User Guide
11
INTRODUCTION
Now that you know what your 8560/8660 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 8560/8660 Phone has an adjustable base that allows you to tilt your phone to
enhance the viewing angle.
To adjust your phone’s viewing angle:
1. Place the phone (with the keys facing up) on a flat surface.
2. Locate the buttons on the back of either side of the phone.
3. While ensuring that the base remains in contact with the surface, press both but-
tons on the phone simultaneously to disengage the base’s locking mechanism.
4. Tilt the phone to the desired angle.
5. Release the buttons to lock the adjustable base in place.
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.
GETTING STARTED
ADJUSTING YOUR PHONE’S LCD CONTRAST
Your phone has a feature that allows you to adjust the LCD contrast. This feature is
only available when the phone is in the idle state. You can choose from eight different
contrast levels by using the volume key, using the LCD menu keys, or by using the
keypad digits.
To adjust your phone’s LCD contrast:
1. With the handset in the cradle, dial .
2. Adjust the contrast level of the LCD screen by one of the following methods:
EITHER, use the Volume key ( = darker, = lighter).
OR, use the LCD menu keys.
OR, press a number on the keypad (1=lightest through 8=darkest) that corre-
sponds to your desired contrast level.
3. Accept and save the contrast level by one of the following methods:
EITHER, press .
OR, lift and replace the handset.
OR, press the ACCEPT menu key on the LCD screen.
3 0 3
12
Model 8560 Display Phone and Model 8660 IP Phone User Guide
SETTING UP VOICE MAIL
To begin using your voice mail box you will need to complete a few basic set-up procedures to initialize your mailbox, customize your personal greetings, and record you
voice mail directory name. See page 47 for additional voice mail options.
Initializing Your Mailbox
The first thing you should do is initialize your mailbox. This allows you to:
• Change the default password number to a personal password.
• Record a name to identify yourself in the company directory.
• Listen to the voice mail introduction.
To initialize your mailbox:
1. Dial the voice mail extension number. (You hear the main menu.)
NOTE: If you don’t know what the voice mail extension number is, check with your
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 or 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
#
#
#
Model 8560 Display Phone and Model 8660 IP Phone User Guide
13
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 33.
2. Press to select the Personal Options Menu.
3. Press .
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
14
Model 8560 Display Phone and Model 8660 IP Phone User Guide
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 33.
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
Model 8560 Display Phone and Model 8660 IP Phone User Guide
15
MAKING AND RECEIVING CALLS
Making and receiving calls is the basic purpose of any phone. With your Display
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. With or without the handset lifted, dial an extension number.
2. If your call goes through handsfree to a phone’s speaker, speak after you hear a
double tone.
If you hear continuous ringing, wait for the call to be answered.
To place a non-handsfree call that will ring at the other phone until answered:
GETTING STARTED
#
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
If there is no answer or the phone is busy when you place an intercom call, you
can do any of the following:
• To leave a message: Press or the LEAVE MESSAGE menu key. Then
hang up or wait for their message center to answer. (See page 32 for more message options.)
• To leave voice mail: Press the LEAVE VOICE MAIL menu key to call the
phone’s mailbox. This option appears only if the called phone has a voice mailbox.
3 7 7
. The current status is shown.
MSG
16
Model 8560 Display Phone and Model 8660 IP Phone User Guide
If the phone is busy when you place an intercom call, you can do any of the following:
• To stay on the line and wait for the phone to become available: Do not hang up.
After a system timer expires, you hear music until the phone is available. (You
cannot do this if the called phone is in DND mode.)
• To request a callback (queue on to the phone): Press the QUEUE menu key and
hang up. When the 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.
Receiving Intercom Calls
To receive an intercom call that comes in through your speakerphone:
EITHER, Respond handsfree.
OR, Lift the handset for privacy.
To receive a ringing (non-handsfree) intercom call:
EITHER, Lift the handset for privacy.
OR, Press or to respond handsfree.
IC
GETTING STARTED
NOTE: You must lift the handset if the caller has the Ring Intercom Always feature
enabled.
Model 8560 Display Phone and Model 8660 IP Phone User Guide
17
To disable your phone’s handsfree answering feature:
With the handset in the cradle, dial
3
9
1
. (Repeat this step if you want to enable
this feature again.)
Instead of answering a ringing call, you can press one of the following menu keys:
• SEND TO V-MAIL: Sends the call directly to your voice mailbox. You will not
see this option if you do not have a mailbox.
• IC CALL TO DND: Places your phone in DND mode and blocks the call. (See
page 39 for more information about DND mode.)
• SEND TO DEST: Redirects the call to the intercom or outside number that you
enter. (See page 26 for more information about the Redirect Call feature).
To receive an Off-Hook Voice Announce call (a call through your speaker) while
you are on a call:
When you hear a single tone and see an incoming call 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.)
GETTING STARTED
• To block the call from coming through the speaker: Press one of the following
menu keys:
— SEND TO BUSY: Returns a busy signal to the caller.
— SEND TO V-MAIL: Sends the call to your voice mailbox (if you have one).
18
— IC CALL TO DND: Blocks the call by placing your phone in DND mode.
(See page 39 for more information about DND mode.)
NOTE: To use this feature, the installer or System Administrator must program your
phone to receive Off-Hook Voice Announce Calls. This feature is not available on the
8660 Phone.
Model 8560 Display Phone and Model 8660 IP Phone User Guide
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