Inter-Tel 8620 User Manual
®
Axxess
Model 8620 Phone User Guide
Axxess IP Mode
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 or dial the Outgoing Call
feature code (default is ).
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.)
8
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 select an outside line first.
If using an IP phone, consult your system administrator and your local InterTel servicing company for important information about dialing emergency
services from your phone before you begin using it.
© Inter-Tel, Inc. October 2003 printed in US
1 1
CAUTION
Part no. 835.2616-3
1
ANSWERING AN OUTSIDE CALL
EITHER, Lift the handset.
OR, Press .
ANSWER
OR, Press the flashing button.
REDIALING AN OUTSIDE NUMBER
Select a line. Then press or dial . The number is automatically
REDIAL
dialed.
3
0
8
PLACING A CALL ON HOLD
Press (Hold) and hang up or place another call.
To return to the call, lift the handset. Then press or 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 , ,
ANSWER
or the
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 or .
2. Dial the desired extension number.
3. Wait for an answer, announce the call, and then hang up.
TRANSFER XFR
If the number is busy, there is no answer, or the transfer is refused, press
or the flashing button to return to the caller.
TRANSFERRING A CALL TO VOICE MAIL
1. Press or .
2. Dial the voice mail extension number.
3. EITHER, Dial the desired mailbox number and then hang up.
TRANSFER XFR
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 or and select an outside line.
2. Dial the desired telephone number.
3. Wait for an answer, announce the call, and then hang up.
TRANSFER XFR
If the number is busy, there is no answer, or the transfer is refused, press
or the flashing button to return to the caller.
FORWARDING CALLS
1. Press . (Six-line display model 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 . (Six-line display model 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 button to
place the call on hold. (If necessary, repeat this step to place a third call on
hold.)
3. Press the flashing button to join all of the calls together in the con-
CNF
ference.
CNF
CNF
CHANGING VOLUME LEVELS
Press the (high) or (low) end of the Volume button to change the volume
level. 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 365 Message
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 366 Message - Cancel Msg Left
327 ACD Agent Log Out 368 Message -Cancel Msg On Phone
328 ACD Agent Log In/out 367 Message - Silent
329 ACD Agent Wrap-up Term. 314 Microphone Mute
375 Agent Help Request 7 Page
3. Enter your password and press .
376 Agent Help Reject 325 Page Remove/Replace
• Press to listen to new messages.
4. You have the following options:
361 Automatic Intercom Access 397 Prog ram Buttons
360 Automatic Line Access 392 Program Station Passwo rd
350 Automatic Line Answer 6 Queue (Callback) Re quest
4
• Press to leave a message.
• Press to listen to saved messages.
• Press to program personal options
313 Background Music 385 Record-A-Call
355 Call Forward All Calls 380 Redial
357 Call Forward If Busy 331 Redirect Call
5
and remote message notification (if
enabled).
messages or cancel unheard sent mes-
sages).
• Press for message options (undelete
5 Conference 359 Remote Programmin g
356 Call Forward If No Answer 305 Reminder Message
358 Call Fwd. If No Answer/Busy 306 Reminder Message Cancel
394 Default Station 4 Reverse Transfer
Voice mail will guide you through the options
with voice prompts. For your convenience,
the table inside this guide summarizes the
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 Monitor
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
options available when listening to mes-
sages, after playing messages, and when
leaving messages.
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
*Some feature codes may not apply to your phone. For a list of
feature codes specific to your phone, consult the user guide.
Message
Replay Your
Message
# LISTENING TO MSG AFTER MSG PLAYS LEAVING MSG
VOICE MAIL OPTIONS
Below is a summary of the options you can
1 Back Up Replay the
use when listening to messages, after playing
messages, and when leaving messages.
Message
Add to Your
Message
2 Pause Reply to the
—
Re-record
Listen to
3 Skip Forward Forward a Copy Erase and
4 Lower
Previous Msg
Volume
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
BUTTON 12345
8TUV?8
Dialpad Characters
.
3 7 0
default message list below).
message text (see the dialpad character
chart on the next page).
To turn on Do-Not-Disturb:
1. Enter
2. Enter message number 01-20 (see the
3. If desired, enter the optional second-line
4. Hang up.
9WXYZ9
NOTE: The characters under the 4 digit are depen-
1
and hang up.
3 7
To turn off Do-Not-Disturb:
Enter
dent on the software version.
To turn on Call Forward:
1. Enter one of the following Call Forward fea-
Do-Not-Disturb Messages
.
#
3 5 5
All Calls 355
If No Answer 356
If Busy 357
02 LEAVE A MESSAGE 12 OUT OF OFFICE
If No Answer/Busy 358
03 IN MEETING UNTIL 13 OUT UNTIL
04 IN MEETING 14 WITH A CLIENT
2. Enter an extension number or enter a line
05 ON VACATION ’TIL 15 WITH A GUEST
access code followed by an outside tele-
phone number.
06 ON VACATION 1 6 U NAVAI LAB LE
07 CALL ME AT 17 IN CONFERENCE
3. Hang up.
To turn off Call Forward:
08 AT THE DOCTOR 18 AWAY FROM DESK
09 ON A TRIP 19 GONE HOME
1. Enter
2. Press and hang up.
10 ON BREAK 20 OUT TO LUNCH
ture codes:
01 DO-NOT-DISTURB 11 OUT OF TOWN ’TIL
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.
provided by your system administrator). If
To use Remote Feature Access:
1. EITHER, call _______________ (number
required, enter your password.
OR, use any phone on the system.
.
3 5 9
2. Enter
3. Enter your extension number.
#
below and at right.
4. Enter your password followed by .
5. You can now use the features described
.
#
2
.
3 9
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-
#
tion and press .
Table of Contents
CONTENTS PAGE
FINDING YOUR WAY . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1
Welcome . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2
About This Guide . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2
About Your Phone . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3
About Voice Mail . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7
Software Compatibility . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7
What You See and Hear . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 8
GETTING STARTED . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 9
Introduction . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 10
Adjusting Your Phone’s Viewing Angle . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 10
Adjusting Your Phone’s LCD Contrast . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 10
Setting Up Voice Mail . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 11
Making and Receiving Calls . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 14
Placing Calls On Hold . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 18
Placing Conference Calls . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 19
Transferring Calls . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 20
Using Reverse Transfer . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 21
Forwarding Calls . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 22
Redialing a Number . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 24
Displaying Information on Your Phone . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 24
Using a Headset . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 25
Using the Speaker and Microphone . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 26
Using the Message Button . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 27
Accessing Your Mailbox . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 28
Using Voice Mail Messages . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 29
Using Do-Not-Disturb Mode . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 34
Using Reminder Messages . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 36
FINDING YOUR WAY
GETTING STARTED
MOVING ON
LEARNING MORE
MOVING ON . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 37
Introduction . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 38
Setting Preferences . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 38
Speed Dialing. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 46
Using Record-A-Call . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 49
Paging . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 50
© Inter-Tel, Inc. November 2003 printed in US
i
CONTENTS PAGE
Performing a “Hookflash” During a Call . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 51
Programming Your Feature Buttons . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 51
Programming Direct Station Selection Buttons . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 52
Programming Secondary Extension Buttons . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 53
Using Account Codes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 54
Screening Calls . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 55
Using the Directories . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 55
Programming Remote Feature Access . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 58
Requesting Agent Help . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 60
Working in Hunt Groups . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 61
LEARNING MORE . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 65
Introduction . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 66
What the Administrators Can Do for You . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 66
Frequently Asked Questions (FAQs) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 67
Default Feature Codes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 69
INDEX . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 73
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
Incorporated.
PowerSense™ is a trademark of Red Hawk/CDT, Incorporated.
®
, Axxess®, and Unified Communicator® are registered trademarks of Inter-Tel,
ii
Finding Your Way
SECTION CONTENTS PAGE
Welcome . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2
About This Guide . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2
About Your Phone. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3
Feature Button Functions. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4
Display . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5
Message Indicator Lamp . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 6
Power Requirements . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 6
About Voice Mail . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7
Software Compatibility . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7
What You See and Hear . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 8
FINDING YOUR WAY
Axxess
®
Model 8620 Phone User Guide – Axxess IP Mode
1
WELCOME
Your new Model 8620 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 Fea-
FINDING YOUR WAY
ture Access and Voice Mail).
ABOUT THIS GUIDE
This guide contains instructions for using the Model 8620 Phone in Axxess IP mode
on the Inter-Tel
mation 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 you with a photo of the Model 8620
Phone and includes general information designed to help you find what you need.
• Getting Started: This section not only includes basic phone and voice mail
information, it also provides instructions on how to perform everyday tasks, such
as answering calls, making calls, and accessing voice mail.
• Moving On: In this section you’ll learn how to use advanced phone and voice
mail features.
• Learning More: This section outlines how your administrators can help if you
experience a problem with your phone. It also provides you with a list of Frequently Asked Questions (FAQs) so you can troubleshoot problems and learn
more about the system.
In addition, this guide contains a list of default feature codes (see page 69), an index
(see page 73), and a voice mail flowchart (see page 77) 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.
®
Axxess® telephone and voice mail systems. To help you find infor-
2
Axxess® Model 8620 Phone User Guide – Axxess IP Mode
ABOUT YOUR PHONE
Your Model 8620 Phone is equipped with a two-line display, a hearing aid-compatible
handset, a message indicator lamp, an internal speaker and microphone, and two basic
types of buttons.
• Dialpad buttons: Allow you to enter numbers and letters.
• Feature buttons: Provide quick access to various phone and voice mail features.
The photo below displays the external components of the phone.
Internal Speaker
(Underneath Handset)
16-Character Lines
LCD with two
FINDING YOUR WAY
Message Indicator Lamp
Volume
Hold
Special
Axxess
Answer
Handsfree Microphone
Feature Buttons
(Underneath Edge)
Hearing Aid-Compatible
(HAC) Handset
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 8620 Phone User Guide – Axxess IP Mode
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.
Press and hang up Answer a call using the speaker.
Press the high or low end of the Volume
button
FINDING YOUR WAY
Press (International Hold Symbol) Put a call on hold.
Adjust volume during a call.
15
38
18
CALL
IC
MUTE
DND
PAG E
STN SPDL
SYS SPDL
REDIAL
CNF
TRANSFER
MSG
FWD
ANSWER
Press an unlit
button
Press Access an intercom call.
Press Mute the microphone.
Press unlit or lit Enable/disable Do-Not-Disturb mode.
Press Choose a page zone to place a page. 50
Press View or dial Station Speed-Dial num-
Press View or access System Speed-Dial
Press Redial a telephone number or save the
Press and dial the numbers you
would like to add to the conference
Press and dial the destination
number
Press Leave or listen to a message.
Press and dial the destination
number
Press Answer a call.
IC
MUTE
PAG E
STN SPDL
SYS SPDL
REDIAL
CNF
TRANSFER
MSG
FWD
ANSWER
button or the flashing
CALL
DND
Select an outside line or answer a call.
bers.
numbers.
last number dialed.
Place a conference call.
Transfer a call.
Forward calls to the specified number.
16,
17
14
26
34
46
48
24
19
20
27
22
17
OUTGOING
4
Press and dial the number Place an outgoing call.
OUTGOING
16
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. Consult your system administrator
if you have questions about how your system is configured.
Axxess® Model 8620 Phone User Guide – Axxess IP Mode
Display
Your Model 8620 Phone has two lines of display with 16 characters per line. When
your phone is idle, this display shows your extension number, your username, the
time of day, and the date. At other times, it may display Do-Not-Disturb (DND) messages, numbers dialed, call sources, elapsed time of calls, current call costs, error
messages, etc.
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.
FINDING YOUR WAY
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)
Axxess
®
Model 8620 Phone User Guide – Axxess IP Mode
5
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.
MSG
Power Requirements
The Model 8620 Phone requires either an individual power supply unit or a centralized power source to power the phone. Check with your system administrator about
FINDING YOUR WAY
the specific power requirements for your phone.
Before connecting a power supply unit, make sure it is compatible with your phone.
The following individual power supply units are compatible with the Model 8620
Phone:
• Inter-Tel Power Supply Unit (Part Number 806.1114)
• Red Hawk Single Port PowerSense
• An industry-standard IEEE 802.3 Power Supply Unit
It is recommended that you plug your phone’s individual power supply unit into an
Uninterruptible Power Supply (UPS). If your phone’s power supply unit is not
plugged into a UPS and the power fails, the current phone call will be dropped.
NOTE: Contact your system administrator to order a new power supply unit for your
phone.
Your system may be configured to use a centralized power source (power over Ethernet) rather than an individual power supply unit. Your system administrator will
explain how to connect your phone to the centralized power source. If your phone
uses power over Ethernet, do not connect an individual power supply unit to the
phone.
™
(Part Number 901.0407)
6
Axxess® Model 8620 Phone User Guide – Axxess IP Mode
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, touchtone telephone, or other device on the phone system. To use
this and other features, each user is assigned a “voice mailbox,” which usually corresponds to a valid extension number. You can, however, have an “unassociated” mailbox that does not correspond to an extension. Unassociated mailboxes are typically
used for agents or other personnel who don’t have a permanent office.
With your voice mailbox, you can use personal or system greetings to let callers know
if you are out of town, on a call, etc. (see page 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.
NOTE: You cannot cancel unheard (unretrieved) messages that are sent using group
lists (see page 33).
SOFTWARE COMPATIBILITY
Your Model 8620 Phone is compatible with the following Inter-Tel software:
• Axxess system software V8.1 and later
• Unified Communicator
• CT Gateway V4.1 and later
®
V2.1 and later
FINDING YOUR WAY
Axxess
®
Model 8620 Phone User Guide – Axxess IP Mode
7
WHAT YOU SEE AND HEAR
Your Model 8620 Phone and the telephone system come equipped with many features. To help you understand what everything means, it is recommended that you
read the following information before you use your phone:
• A red lamp indicates that a call is ringing, holding, or active on your phone.
• The phone’s 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
FINDING YOUR WAY
is unlit ( ), lit, ( ), or flashing ( ).
CNF
• If you hear four fast tones or repeating fast tones (reorder tone), you have pressed
an invalid button combination, tried to select a restricted line, dialed a restricted
or invalid number, dialed too slowly between digits, or waited too long before
performing the next step. Hang up and try again.
• Your telephone system may be programmed for one or two dial tones. Systems
with two dial tones have one for intercom calls and one for outside calls.
• Many features “time out” if you wait too long before performing the next step. If
this happens, you must hang up and start over.
• “Off-hook” means that the handset is lifted, and “on-hook” indicates that the
handset is in the cradle. For example, you must first go “off-hook” to make a call,
but you must go “on-hook” to end a call.
CNF
CNF
8
Axxess® Model 8620 Phone User Guide – Axxess IP Mode
Getting Started
SECTION CONTENTS PAGE
Introduction . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 10
Adjusting Your Phone’s Viewing Angle . . . . . . . . . . . . . . . . . . . . . . . . 10
Adjusting Your Phone’s LCD Contrast . . . . . . . . . . . . . . . . . . . . . . . . . 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 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 16
Emergency Calls . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 17
Call Waiting . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 17
Placing Calls On Hold. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 18
Placing Conference Calls. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 19
Transferring Calls . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 20
To Another Extension. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 20
To Voice Mail . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 20
To an Outside Number. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 20
Using Reverse Transfer . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 21
Forwarding Calls. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 22
Manual Call Forwarding . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 22
Automatic System Forwarding . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 23
Redirect Call. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 23
Redialing a Number . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 24
Displaying Information on Your Phone. . . . . . . . . . . . . . . . . . . . . . . . . 24
Date, Time, Name, and Extension Number . . . . . . . . . . . . . . . . . . . 24
Outside Party’s Name/Number. . . . . . . . . . . . . . . . . . . . . . . . . . . . . 24
Using a Headset . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 25
Using the Speaker and Microphone . . . . . . . . . . . . . . . . . . . . . . . . . . . 26
Mute Button . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 26
Group Listen Using the Speaker . . . . . . . . . . . . . . . . . . . . . . . . . . . 26
Using the Message Button. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 27
Leaving Messages . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 27
Retrieving Messages . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 27
Accessing Your Mailbox. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 28
Using Voice Mail Messages . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 29
Listening to Messages . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 29
Undeleting Messages. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 31
Sending Messages. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 32
Canceling Unheard Messages . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 33
Using Do-Not-Disturb Mode. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 34
Using Reminder Messages . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 36
GETTING STARTED
®
Axxess
Model 8620 Phone User Guide – Axxess IP Mode
9
INTRODUCTION
Now that you know what your 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 8620 Phone has an adjustable base that allows you to tilt your phone to
enhance the viewing angle.
To adjust the viewing angle of the phone:
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.
ADJUSTING YOUR PHONE’S LCD CONTRAST
Your Model 8620 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
GETTING STARTED
eight different contrast levels by using the Volume button or the dialpad 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 button ( = darker, = lighter).
OR, Press a number on the dialpad (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.
3 0 3
10
Axxess® Model 8620 Phone User Guide – Axxess IP Mode
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 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
#
#
#
®
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Model 8620 Phone User Guide – Axxess IP Mode
11
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 28.
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
12
Axxess® Model 8620 Phone User Guide – Axxess IP Mode
Recording Your Voice Mail Directory Name
Your recorded name is used to identify you in the voice mail directory and to verify
your mailbox number when messages are addressed to you.
To change your directory name:
1. Access your mailbox as described on page 28.
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
®
Axxess
Model 8620 Phone User Guide – Axxess IP Mode
13
MAKING AND RECEIVING CALLS
Making and receiving calls is the basic purpose of any phone. With your Model 8620
Phone, you can make/receive intercom and outside calls and make emergency calls.
Consult your system administrator and your local Inter-Tel servicing company for
important information about dialing emergency services from your Model 8620
Phone before you begin using it.
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:
GETTING STARTED
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.
The phone system allows you to place a non-handsfree call that will override handsfree mode on the extension you are calling. If you choose to use the Ring Intercom
Always feature to always send non-handsfree calls, the called party must pick up the
handset to answer the call.
To place a non-handsfree call that will ring at the other 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
CAUTION
3 7 7
.The current status is shown.
14
Axxess® Model 8620 Phone User Guide – Axxess IP Mode
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 27 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
.)
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, the call is automatically answered.
If the handsfree feature is disabled, either press to answer, or lift the handset for pri-
vacy.
To receive a non-handsfree intercom call:
EITHER, Press or
IC
to answer.
OR, Lift the handset for privacy.
NOTE: You must lift the handset if the caller has the Ring Intercom Always feature
(377) enabled.
1
.
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
page 23 for more information.
®
Axxess
Model 8620 Phone User Guide – Axxess IP Mode
3 3
1
15
Outside Calls
With outside calls, you can talk to people who aren’t members of your phone system.
When you make an outside call, however, you must dial any area codes or long distance digits that your telephone company requires.
Placing Outside Calls
To place an outside call:
1. With or without the handset lifted, press .
2. Dial the desired number.
NOTE: If you see a request for an account code and hear a single beep, you must
dial an account code before you can place your call (see page 51).
Depending on how your system is programmed, you may be able to use one of the
following methods to select an outgoing line, instead of pressing the button:
• Dial the Outgoing Call feature code (default is ).
• Press an unlit button, if you have one.
GETTING STARTED
• Dial a Select Line Group feature code (the defaults are 92001-92208).
CALL
• Dial the Automatic Route Selection (ARS) feature code (the default is 92000).
NOTE: Check with your system administrator to see if your system uses custom-
ized feature and access codes.
OUTGOING
OUTGOING
8
16
To request a callback (queue on to the line) if all outgoing lines are busy when you
try to call out:
When you hear busy signals, press and hang up. When the line is available, your
6
phone rings.
To cancel the queue request before your phone rings:
6
Press
.
When dialing the number, you can do one of the following:
• Use the speed-dial directory. See page 55.
• Use the Station Speed-Dial feature. See page 46.
• Use the System Speed-Dial feature. See page 48.
• Redial the last number you dialed. See page 24.
Axxess® Model 8620 Phone User Guide – Axxess IP Mode
Receiving Outside Calls
To receive an outside call:
EITHER, Lift the handset.
OR, Press . Depending on how your system is programmed, you may be
ANSWER
able to use one of the following methods instead of pressing :
• Press the flashing button, if you have one.
• Press .
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
page 23 for more information.
Emergency Calls
With the telephone system, you do not have to access an outside line (press
OUTGOING
To make an emergency call:
Dial
Consult your system administrator and your local Inter-Tel servicing company for
important information about dialing emergency services from your Model 8620
Phone before you begin using it.
) to dial an emergency number.
9
1 1
. A call is automatically placed to the preset emergency number.
CALL
3 3
ANSWER
1
GETTING STARTED
CAUTION
Call Waiting
If you receive a call while you are already on another call, you will hear a “call waiting” tone and the or
To respond to a waiting call:
• To end the current call: Hang up. The waiting call rings in.
• To place the current call on hold: Press then press the flashing button to
answer the waiting call.
• To have the caller hear DND signals: Press . (See page 34 for more infor-
mation about DND mode.)
®
Axxess
Model 8620 Phone User Guide – Axxess IP Mode
IC CALL
button will flash.
DND
17
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