Inter-Tel Axxess User Guide
®
Axxess
Standard Display Phone and
Basic Digital Phone User Guide
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 or to respond handsfree.
OR, Press the flashing button.
SPKR 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 emergency number (usually 911). You do not have to press first.
1 1
OUTGOING
ANSWERING AN OUTSIDE CALL
EITHER, Lift the handset.
OR, Press .
ANSWER
OR, Press the flashing button.
©Inter-Tel, Inc. June 2003 printed in US
Part no. 835.2449-3
1
REDIALING AN OUTSIDE NUMBER
Select a line and press . The number is automatically dialed.
REDIAL
PLACING A CALL ON HOLD
HOLD
Press and hang up or place another call.
To return to the call, lift the handset and press the flashing button.
RESPONDING TO A WAITING CALL
If you hear a “call waiting” tone through your handset and/or you see a flashing
lamp, end your current call or place it on hold. Then press or the
ANSWER
flashing button.
PAGING
1. Lift the handset and dial .
2. Dial the desired zone number (0-9).
3. After the tone, make your announcement and hang up.
7
TRANSFERRING A CALL TO ANOTHER EXTENSION
1. Press .
2. Dial the desired extension number.
3. Wait for an answer, announce the call, and then hang up.
TRANSFER
If the number is busy, there is no answer, or the transfer is refused, press the
flashing button to return to the caller.
TRANSFERRING A CALL TO VOICE MAIL
1. Press .
2. Dial the voice mail extension number.
3. EITHER, Dial the desired mailbox number and then hang up.
TRANSFER
OR, Hang up to send the call to the voice mail menu (so that the caller can
enter the mailbox number).
TRANSFERRING A CALL TO AN OUTSIDE NUMBER
1. Press and select an outside line.
2. Dial the desired telephone number.
3. Wait for an answer, announce the call, and then hang up.
TRANSFER
If the number is busy, there is no answer, or the transfer is refused, press the
flashing button to return to the caller.
2
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
FORWARDING CALLS
1. Press . (Executive and Professional Display Phone users must then
2. Do one of the following:
FWD
select a menu button.)
• 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
FWD
Press . (Executive and Professional Display Phone users must then press
the FWD OFF menu button.)
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
EITHER, Press the high or low end of the Volume button.
OR, Press the VOL UP or VOL DN button.
OR, Press the Up or Down arrow on the Volume button.
To save your change:
EITHER, Press both ends of the Volume button at the same time.
OR, Press both buttons at the same time.
OR, Press the middle of the Volume button.
ACCESSING YOUR VOICE MAILBOX
If your MSG 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
SPKR
#
3
If your MSG button is not lit, access your mailbox as follows:
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
VOICE MAIL OPTIONS
Below is a summary of the options you can
use when listening to messages, after playing
messages, and when leaving messages.
# 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 Control
326 ACD Agent Log In 365 Message
327 ACD Agent Log Out 366 Message - Cancel Msg Left
328 ACD Agent Log In/out 368 Message -Cancel Msg On Phone
329 ACD Agent Wrap-up Term. 367 Message - Silent
375 Agent Help Request 314 Microphone Mute
376 Agent Help Reject 7 Page
361 Automatic Intercom Access 325 Page Remove/Replace
360 Automatic Line Access 397 Program B uttons
350 Automatic Line Answer 392 Program Station Password
313 Background Music 6 Queue (Call back) 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 Confere nce 306 Reminder Message Cancel
301 Change Language 359 Remote Programming
394 Default Station 4 Reverse Transfe r
307 Directory 396 Review Buttons
300 Display Time And Date 377 Ring Intercom Always On/off
372 Do-Not-Disturb On/Off 398 Ring Tone Selection
373 Do-Not-Disturb Override 321 Station Monit or
395 Feature Button Default 382 Station Speed Dial
312 Group Listen 383 Station Speed Dial Program
319 Handsfree On/Off 354 System Forward On/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 playing messages, and when
leaving messages.
#
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 dialpad character chart
on next page).
4. Hang up.
To turn off Do-Not-Disturb:
Enter
3 7
1
and hang up.
Dialpad Characters
BUTTON 12345
NOTE: The characters under the 4 digit are depen-
dent on the software version.
NUMBER OF TIMES BUTTON IS PRESSED
1-&( )1
2ABC ' 2
3DEF ! 3
4GH I * 4
5JKL# or /5
6MNOÑ or #6
7PQRS7
8TUV?8
9WXYZ 9
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 UNAVA ILAB 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
GETTING STARTED . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 9
Introduction . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 10
Setting Up Voice Mail . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 10
Making and Receiving Calls . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 13
Placing Calls On Hold . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 18
Placing Conference Calls . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 19
Transferring Calls . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 20
Forwarding Calls . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 21
Redialing a Number . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 23
Displaying Information on Your Phone . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 24
Using a Headset . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 25
Using the Speaker and Microphone . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 26
Using the Message Button . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 27
Accessing Your Mailbox . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 29
Using Voice Mail Messages . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 30
Using Do-Not-Disturb Mode . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 35
Using Reminder Messages . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 37
FINDING YOUR WAY
GETTING STARTED
MOVING ON
MOVING ON . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 39
Introduction . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 40
Setting Preferences . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 40
Speed Dialing. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 48
Using Record-A-Call . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 50
Paging . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 51
Performing a “Hookflash” During a Call . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 52
Programming Your Feature Buttons . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 52
Programming Direct Station Selection Buttons . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 53
Programming Secondary Extension Buttons . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 54
©Inter-Tel, Inc. June 2003 printed in US
LEARNING MORE
i
CONTENTS PAGE
Using Account Codes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 55
Screening Calls . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 56
Using the Directories . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 56
Programming Remote Feature Access . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 59
Requesting Agent Help . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 61
Working in Hunt Groups . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 62
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
ii
Finding Your Way
SECTION CONTENTS PAGE
Welcome . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2
About This Guide . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2
About Your Phone. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3
Standard Display Phone. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .3
Basic Digital Phone . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .4
Feature Button Functions. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .5
Display . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 6
About Voice Mail . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7
What You See and Hear . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 8
FINDING YOUR WAY
Axxess® Standard Display and Basic Digital Phone User Guide
1
WELCOME
It’s time to get connected with the future using your new Standard Display or Basic Digital 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 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
FINDING YOUR WAY
use the features.
ABOUT THIS GUIDE
This guide contains instructions for using the Standard Display and Basic Digital
Phones on the Inter-Tel
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.
®
Axxess® telephone and voice mail systems. To help you find
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
Axxess® Standard Display and Basic Digital Phone User Guide
ABOUT YOUR PHONE
Your phone has two basic types of buttons.
NOTE: The buttons on your phone are sometimes called “keys,” which is why the
phone is sometimes called a “Keyset.”
• Feature Buttons: Provide quick access to various phone and voice mail features.
• 12-Button Dialpad: Allows you to enter numbers and letters.
Standard Display Phone
HEARING AID-COMPATIBLE
(HAC) HANDSET
INTERNAL
SPEAKER
CALL 1
CALL 2
CALL 3
CALL 4
FINDING YOUR WAY
LCD WITH TWO
16-CHARACTER LINES
FEATURE
BUTTONS
HOLD
SYS SPDL REDIAL
SPKR MSG
MUTE FWD
∞
SPECIAL
BUTTON
Axxess® Standard Display and Basic Digital Phone User Guide
RING AND VOICE
VOLUME CONTROL
TRANSFER
REDIAL
IC
DID
CNF
ANSWER
123
GHI
ABC
JKL
OUTGOING
DEF
MNO
45 6
PRS TUV WXY
789
OPER
*
#
0
HANDSFREE
MICROPHONE
(underneath edge)
12-BUTTON
DIALPAD
3
Basic Digital Phone
HEARING AID-COMPATIBLE
(HAC) HANDSET
FEATURE
BUTTONS
FINDING YOUR WAY
INTERNAL
SPEAKER
FEATURE
BUTTONS
SPECIAL
BUTTON
CALL 1
CALL 2
CALL 3
CALL 4
HOLD
TRANSFER
SYS SPDL REDIAL
SPKR MSG
MUTE FWD
∞
ANSWER
123
GHI
45 6
PRS TUV WXY
789
*
ABC
JKL
OPER
0
IC
DND
CNF
OUTGOING
DEF
MNO
#
RING AND VOICE
VOLUME CONTROL
HANDSFREE
MICROPHONE
(underneath edge)
12-BUTTON
DIALPAD
NOTE: The buttons are shown as they appear in the default configuration, yours may
have been programmed differently.
4
Axxess® Standard Display and Basic Digital Phone User Guide
Feature Button Functions
The feature buttons are designed to automate some of the commonly-used functions,
such as dialing an outside number. Each of these is described in the table below.
BUTTON IF YOU... YOU CAN... PG.
ANSWER
ANSWER
OUTGOING
CALL or
LINE
Press Answer a call. 17
OUTGOING
Press and dial the number Place an outgoing call. 16
Press an unlit button or the flashing button Select an outside line or answer a call. 16, 17
FINDING YOUR WAY
IC
DND
CNF
HOLD
TRANSFER
SYS SPD SYS SPD
REDIAL REDIAL
SPKR
MSG
MUTE
FWD
Press Access an intercom call. 13
Press unlit or lit Enable/disable Do-Not-Disturb mode. 35
Press
would like to add to the conference
Press Put a call on hold. 18
TRANSFER
Press and dial the destination
number
Press View or access System Speed-Dial num-
Press Redial a telephone number or save the
SPKR
Press
Press Leave or listen to a message. 27
MUTE
Press Mute the microphone. 26
Press
ber
Press the high or low end of the Volume
button
In addition to the buttons identified in the preceding table, your phone has a Special
button ( ). Depending on how your telephone system is configured, you may
need to press this button before you dial a feature code.
IC
DND
CNF
and dial the numbers you
HOLD
Place a conference call. 19
Transfer a call. 20
bers.
last number dialed.
and hang up Put a call on the speaker.
MSG
FWD
and dial destination num-
Forward calls to the specified number. 21
Adjust volume during a call. 36
∞
49
23
NOTE: Because the telephone system allows customized feature buttons, your phone
may have been reprogrammed so that the feature buttons do not match those
described in this guide.
Axxess® Standard Display and Basic Digital Phone User Guide
5
Display
Your Standard Display 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 reminder messages, DoNot-Disturb (DND) messages, numbers dialed, call sources, elapsed time of calls, current call costs, error messages, etc.
NOTE: The Basic Digital Phone does not have a display.
FINDING YOUR WAY
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)
6
Axxess® Standard Display and Basic Digital Phone User Guide
ABOUT VOICE MAIL
Voice mail is an application that is part of the 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 43). 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 34).
FINDING YOUR WAY
Axxess® Standard Display and Basic Digital Phone User Guide
7
WHAT YOU SEE AND HEAR
As you can see, your Standard Display or Basic Digital Phone and telephone system
come equipped with a lot of “bells and whistles.” To help you understand what everything means, it is recommended that you read the following information before you
use your phone:
• Your telephone system may be programmed for one or two dial tones. Systems
with two dial tones have one for intercom calls and one for outside calls.
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
button combination, tried to select a restricted line, dialed a restricted or invalid
number, dialed too slowly between digits, or waited too long before performing
the next step. Hang up and try again.
• Some phone models have red/green lamps in the feature buttons. Green indicates
a call is ringing, holding, or active on your phone. Red means the call is on
another phone. If the buttons only light red, either your phone does not have the
green lamps, or the system is not programmed to support the two lamp colors.
NOTE: Your phone may be programmed to always use red lamps for calls ringing
directly to your phone.
• The button lamps may be solidly lit or flashing to indicate the status of a call or
feature. To avoid confusion, this guide uses different icons to signify that a lamp
is unlit ( ), lit, ( ), or flashing ( ).
CNF
• “Off-hook” means that either the handset is lifted or the speakerphone is on
SPKR
( 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 is lit when using a directory or entering a message, you are in alphanu-
MSG
meric mode, which allows you to enter letters. If is unlit, you are in
numeric mode and can only enter numbers and special characters.
• “Handsfree” mode indicates that a call is connected through the speakerphone
(i.e., you don’t have to lift the handset to speak). While in handsfree mode, you
can make or receive calls.
CNF CNF
MSG
8
Axxess® Standard Display and Basic Digital Phone User Guide
Getting Started
SECTION CONTENTS PAGE
Introduction . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 10
Setting Up Voice Mail . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 10
Initializing Your Mailbox . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .10
Recording Your Personal Greetings. . . . . . . . . . . . . . . . . . . . . . . . . .11
Recording Your Voice Mail Directory Name. . . . . . . . . . . . . . . . . . . .12
Making and Receiving Calls. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 13
Intercom Calls . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .13
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
To Pick Up (Reverse Transfer) a Call . . . . . . . . . . . . . . . . . . . . . . . .20
Forwarding Calls. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 21
Manual Call Forwarding . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 21
Redirect Call. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 22
Automatic System Forwarding . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .22
Redialing a Number . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 23
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
Enhanced Speakerphone Mode. . . . . . . . . . . . . . . . . . . . . . . . . . . . .27
Using the Message Button. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 27
Leaving Messages . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 28
Retrieving Messages . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .28
Accessing Your Mailbox. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 29
Using Voice Mail Messages . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 30
Listening to Messages . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .30
Undeleting Messages. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .32
Sending Messages. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .33
Canceling Unheard Messages . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .34
Using Do-Not-Disturb Mode. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 35
Using Reminder Messages . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 37
GETTING STARTED
Axxess® Standard Display and Basic Digital Phone User Guide
9
INTRODUCTION
Now that you know what your Standard Display or Basic Digital 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.
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 your
voice mail directory name. See page 43 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.)
GETTING STARTED
NOTE: If you don’t know what the voice mail extension number is, check with your
System Administrator.
2. Press to identify yourself as a subscriber.
3. Enter your mailbox number and default password.
10
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
#
#
# 3
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
#
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.
#
The system then plays a prompt that introduces you to the basic voice mail features.
You can skip this introduction by pressing , if desired.
#
Axxess® Standard Display and Basic Digital Phone User Guide
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 (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
return your call when I return. Thank you.
To change your personal greeting:
1. Access your mailbox as described on page 29.
2. Press to select the Personal Options Menu.
3. Press .
4. Do one of the following:
5. If you pressed , continue to the next step.
6. Hang up.
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.
0
GETTING STARTED
Axxess® Standard Display and Basic Digital Phone User Guide
11
Recording Your Voice Mail Directory Name
Your recorded name is used to identify you in the voice mail directory and to verify
your mailbox number when messages are addressed to you.
To change your directory name:
1. Access your mailbox as described on page 29.
2. Press to select the Personal Options Menu.
3. Press . Your current name is played. (Press to replay your recorded name.)
4. Press to erase and re-record your name.
5. When you hear a tone, record your first and last name, then press .
6. Do one of the following:
7. Hang up.
GETTING STARTED
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
#
12
Axxess® Standard Display and Basic Digital Phone User Guide
MAKING AND RECEIVING CALLS
Making and receiving calls is the basic purpose of any phone. With your Standard
Display or Basic Digital 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:
#
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
To leave a message if there is no answer or the phone is busy:
MSG
Press . Then hang up or wait for their message center to answer. (See page 28
for more message options.)
NOTE: This option appears only if the called phone has a voice mailbox.
3 7 7
. The current status is shown.
GETTING STARTED
Axxess® Standard Display and Basic Digital Phone User Guide
13
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 and hang up. When the
6
phone is available, your phone rings. (To cancel the queue request before the callback, press
6
.)
• To use the Off-Hook Voice Announce feature (if the called phone is programmed
for it): Do not hang up. After the busy signals stop, you are automatically con-
nected and may speak. (If you hear music or if the phone is in DND mode, your
off-hook voice announce call will not go through.) This allows you to talk to the
phone user on his or her handsfree speakerphone, even though the user already
has a call in progress on the handset. This feature is not available if your phone
has the Ring Intercom Always feature enabled.
Receiving Intercom Calls
To receive an intercom call that comes in through your speakerphone:
GETTING STARTED
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.
SPKR IC
14
NOTE: You must lift the handset if the caller has the Ring Intercom Always feature
enabled.
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.)
To redirect a ringing call to another extension or to an outside number:
1. Press and dial .
2. Enter the extension or outside number to which you want to redirect the call. See
∞
3 3
1
page 22 for more information.
Axxess® Standard Display and Basic Digital Phone User Guide
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.)
• To block the call from coming through the speaker: Do the following:
a. Press to allow the incoming intercom call to camp on. The
SPKR
IC
button flashes, and the call is placed on hold.
b. Press to place your phone in DND mode, if desired. (See page 35 for
DND
more information about DND mode.)
NOTE: To use this feature, the installer or System Administrator must program your
phone to receive Off-Hook Voice Announce calls.
GETTING STARTED
Axxess® Standard Display and Basic Digital Phone User Guide
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 55).
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 8).
• Press an unlit
GETTING STARTED
• Press an unlit
CALL, button if you have one.
LINE button, if you have one.
• Dial a Select Line Group feature code (the defaults are 92001-92208 but may differ depending on the software version).
• Dial the Automatic Route Selection (ARS) feature code (the default is 92000 but
may differ depending on the software version).
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 56.
• Use the Station Speed-Dial feature. See page 48.
• Use the System Speed-Dial feature. See page 49.
• Redial the last number you dialed. See page 23.
OUTGOING
OUTGOING
16
Axxess® Standard Display and Basic Digital Phone User Guide
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 CALL button, if you have one.
• Press the flashing LINE button, if you have one.
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 22 for more information.
Emergency Calls
With the telephone system, you do not have to access an outside line (press
OUTGOING
) to dial an emergency number.
To make an emergency call:
9
Dial
1 1
. A call is automatically placed to the preset emergency number.
Call Waiting
If you receive a call while you are already on another call, you will hear a “call waiting” tone and/or you will see a display.
To respond to a waiting call (you hear a single tone and a button is flashing):
• 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 35 for more infor-
mation about DND mode.)
3 3
ANSWER
1
GETTING STARTED
HOLD
DND
Axxess® Standard Display and Basic Digital Phone User Guide
17
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