Inter-Tel Axxess, Eclipse 2 User Manual

Download

User Guide

Executive Display Phone

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 IC key.

SPKR ANSWER

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

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 . OR, Press the flashing key.

©Inter-Tel, Inc. October 2002, Printed in USPart no. 835.2449-2

ANSWER

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

HOLD

Press 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 dial .

2. Dial the desired zone number (0-9).

3. After the tone, make your announcement and hang up.

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).

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.

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.

FORWARDING CALLS

1. Press . (Executive, Professional, and Model 8560 Display Phone

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

FWD

Press . (Executive, Professional, and Model 8560 Display Phone users must then press the FWD OFF menu key.)

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

CHANGING VOLUME LEVELS

EITHER, Press the high or low end of the Volume key. OR, Press the VOL UP or VOL DN key. OR, Press the Up or Down arrow on the Volume key.

To save your change:

EITHER, Press both ends of the Volume key at the same time. OR, Press both keys 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

SPKR

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:

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.

SENDING VOICE MAIL MESSAGES

1. Access your mailbox as described on page 3.

2. Press .

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.

PHONE SYSTEM AND

FEATURE CODES

OICE MAIL FEATURE GUIDE

391 Account Code – All Calls 324 Hunt Group Remove/Replace

390 Account Code – Optional 365 Message

CODE FEATURE NAME CODE FEATURE NAME

• Press to listen to new messages.

• Press to leave a message.

• Press to listen to saved messages.

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:

326 ACD Agent Log In 366 Cancel Message You Left

327 ACD Agent Log Out 368 Cancel M sg On Your Phone

328 ACD Agent Log In/Out 367 Silent Message

329 ACD Agent Wrap-up Term. 314 Microphone Mute

375 Agent Help Request 7 Page

376 Agent Help Reject 325 Page Remove/Rep lace

361 Automatic Intercom Access 397 Program Keys

360 Automatic Line Access 392 Program Station Password

350 Automatic Line Answer 6 Queue (Callback ) Request

313 Background Music 385 Record-A-Call

355 Call Forward All Calls 380 Redial

• Press to program personal options

5 Conference 359 Remote Programming

357 Call Forward If Busy 331 Redirect Call

356 Call Forward If No Answer 305 Reminder Message

358 Call Fwd. If No Answer/Busy 306 Reminder Message Cancel

and remote message notification (if

enabled).

messages or cancel unheard sent mes-

sages).

• Press for message options (undelete

301 Change Language 4 Reverse Transfer

394 Default Station 396 Review Keys

307 Directory 377 Ring Intercom Always On/Off

300 Display Time And Date 398 Ring Tone Selection

Voice Mail will guide you through the options

with voice prompts. For your convenience,

the table inside this guide summarizes the

options available when listening to mes-

372 Do-Not-Disturb On/Off 321 Station Monitor

373 Do-Not-Disturb Override 382 Station Speed Dial

395 Feature Key Default 383 Station Speed Dial Program

312 Group Listen 354 System Forward On/Off

319 Handsfree On/Off 381 System Speed Dial

317 Headset On/Off 399 Switch Keymap

336 Hold – Individual 346 Transfer To Hold

335 Hold – System 345 Transfer To Ring

sages, after the message, and when leaving

a message.

330 Hookflash

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 mes-

sage.

# LISTENING TO MSG AFTER MSG PLAYS LEAVING MSG

Replay Your

1 Back Up Replay the

—

Message

Add to Your

2 Pause Reply to the

Erase and

Message

3 Skip Forward Forward a

Re-record

Copy

Listen to

4 Lower

Previous Msg

Volume

5 Play Envelope Play Envelope —

—

Listen to Next

6 Increase

—

Options

Delivery

Message

and Exit

Volume

* — — Cancel

7— Save the

8———

9 — Delete the

# Skip to End — Send Message

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

KEY NUMBER OF TIMES KEY IS PRESSED

9W X Y Z 9

Keypad Key Characters

NOTE: The characters under the 4 digit are depen-

dent on the software version.

To turn on Call Forward:

1. Enter one of the following Call Forward fea-

3 5 5

All Calls 355

If No Answer 356

If Busy 357

ture codes:

If No Answer/Busy 358

2. Enter an extension number or enter a line

access code followed by an outside tele-

phone number.

3. Hang up.

To turn off Call Forward:

1. Enter

2. Press and hang up.

To turn on Do-Not-Disturb:

REMOTE FEATURE ACCESS

3 7 0

1. Enter

Remote Feature Access allows you to place

your phone in Do-Not-Disturb mode or forward

message list below).

message text (see keypad character chart

on next page).

2. Enter message number 01-20 (see default

3. If desired, enter the optional second-line

calls, either from another phone or through a

special dial-up line.

If you do not hear a tone after each step, or if

you hear repeating tones, you have made a

mistake or the feature is restricted. Start over.

4. Hang up.

To use Remote Feature Access:

and hang up.

3 7

Enter

To turn off Do-Not-Disturb:

provided by your system administrator). If

1. EITHER, call _______________ (number

required, enter your password.

OR, use any phone on the system.

Do-Not-Disturb Messages

3 5 9

2. Enter

3. Enter your extension number.

01 DO-NOT-DISTURB 11 OUT OF TOWN ’TIL

02 LEAVE A MESSAGE 12 OUT OF OFFICE

4. Enter your password followed by .

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 16 UNAVA ILA BLE

3 9

below and at right.

5. You can now use the features described

To change Station Password:

1. Enter

07 CALL ME AT 17 IN CONFERENCE

2. Enter your current password and press

08 AT THE DOCTOR 18 AWAY FROM DESK

09 ON A TRIP 19 GONE HOME

3. Enter the new password and press .

10 ON BREAK 20 OUT TO LUNCH

tion and press .

4. Enter the new password again for verifica-

CONTENTS PAGE

FINDING YOUR WAY . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1

Welcome . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2

About This Guide . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2

About Your Phone . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3

About Voice Mail . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 6

What You See and Hear . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7

GETTING STARTED . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 9

Introduction . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 10

Initializing Your Mailbox . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 10

Making and Receiving Calls . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 11

Placing Calls On Hold . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 16

Placing Conference Calls . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 17

Transferring Calls . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 18

Forwarding Calls . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 20

Redialing a Number . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 22

Displaying Information on Your Phone . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 23

Using a Headset . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 24

Using the Speaker and Microphone . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 25

Using the Message Key . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 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

MOVING ON . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 39

Introduction . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 40

Setting Preferences . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 40

Speed Dialing . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 50

Using Record-A-Call . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 52

Paging . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 53

Performing a “Hookflash” During a Call. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 53

Programming Your Feature Keys . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 54

Programming Direct Statio n Select Keys . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 55

Programming Secondary Extension Keys . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 56

Axxess Executive Display Phone User Guide

LEARNING MORE

CONTENTS PAGE

Using Account Codes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 57

Screening Calls . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 58

Using the Directories . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 58

Programming Remote Feature Access . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 61

Requesting Agent Help . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 63

Working in Hunt Groups . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 64

LEARNING MORE . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 67

Introduction . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 68

What the Administrators Can Do for You . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 68

Frequently Asked Questions (FAQ) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 69

Default Feature Codes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 71

INDEX . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 75

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

Axxess Executive Display 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

About Voice Mail . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .6

What You See and Hear . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .7

FINDING YOUR WAY

Axxess Executive Display Phone User Guide

WELCOME

It’s time to get connected with the future using your new Executive Display Phone. The About This Guide section lists the different sections of this user gu ide, along wit h a brief explanation of the information covered in each section.

NOTE: Because the Axxess telephone syste m is very flexible and programmabl e, the

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

FINDING YOUR WAY

to use the features.

ABOUT THIS GUIDE

This guide contains instructions for using the Executive Display Phones on the InterTe l 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 instructi ons 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 nee d 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).

Axxess Executive Display Phone User Guide

ABOUT YOUR PHONE

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.

FINDING YOUR WAY

HEARING AID-COMPATIBLE

(HAC) HANDSET

INTERNAL

SPEAKER

FEATURE

KEYS

LCD WITH SIX

16-CHARACTER LINES

CALL 1 CALL 2 CALL 3

TRANSFER

HOLD

SYS SPDLREDIAL

SPKR MSG MUTE FWD

∞

CALL 4 IC DND

ANSWER

GHI

PRS WXY

7 *

8 LCD MENU

SELECTION KEYS

CNF

OUTGOING

ABC

DEF

JKL

MNO

TUV

OPER

PUSHBUTTON

FEATURE

KEYS

12-KEY

KEYP AD

SPECIAL

KEY

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.

Axxess Executive Display Phone User Guide

RING AND VOICE

VOLUME

CONTROL

HANDSFREE

MICROPHONE

(underneath edge)

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.

ANSWER

OUTGOING

FINDING YOUR WAY

CALL

or LINE

DND

CNF

HOLD

TRANSFER

SYS SPD

REDIAL REDIAL

SPKR

Press Answer a call. 12, 15

OUTGOING

Press and dial the number Place an outgoing call. 14 Press an unlit key or the flashing key Select an outside line or answer a

call. Press Access an intercom call. 12 Press unlit or lit Enable/disable Do-Not-Disturb

Press would like to add to the conference

Press Put a call on hold. 16

Press and dial the destination number

Press View or access System Speed-Dial

Press Redial a telephone number or save

Press and hang up Put a call on the speaker. 25

DND

CNF

and dial the numbers you

HOLD

TRANSFER

SYS SPD

SPKR

mode.

Place a conference call. 17

Transfer a call. 18

numbers.

the last number dialed.

14, 15

MSG

MUTE

FWD

Press Leave or listen to a message. 27

MUTE

Press Mute the microphone. 25 Press

Press the high or low end of the Volume key Adjust volume during a call. 40

and dial destination number Forward calls to the specified num-

FWD

ber.

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 custo mized feature keys, your

phone may have been reprogrammed so that the feature keys do not match those described in this guide.

Axxess Executive Display 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

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 S peakerphone 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)

LINES

FINDING YOUR WAY

SELECTION

KEYS

Axxess Executive Display Phone User Guide

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

FINDING YOUR WAY

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 29). 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 “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 delete messages that are sent using group lists (see page 33).

Axxess Executive Display Phone User Guide

WHAT YOU SEE AND HEAR

As you can see, your Executive Display 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.

• 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 lExecutive Display Phones have red and green lamps in the feature keys. Green indicates a call is ringing, holding, or active on yo ur pho ne. Red means t he 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

CNF

unlit ( ), lit ( ), or flashing ( ).

• “Off-hook” means that either the handset is lifted or the speakerphone is

SPKR

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 is lit when using a directory or entering a message, you are in alphanumeric mode, which allows you to enter letters. If is unlit, yo u are in numeric mode and can on ly enter numbers and

MSG

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

FINDING YOUR WAY

MSG

Axxess Executive Display Phone User Guide

FINDING YOUR WAY

Axxess Executive Display Phone User Guide

Getting Started

SECTION CONTENTS PAGE

Introduction . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .10

Initializing Your Mailbox . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .10

Making and Receiving Calls . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .11

Intercom Calls . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 11

Outside Calls . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 14

Emergency Calls . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 15

Call Waiting . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 15

Placing Calls On Hold . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .16

Placing Conference Calls . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .17

Transferring Calls . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .18

To Another Extension. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 18

To Voice Mail . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 18

To an Outside Number. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 19

To Pick Up (Reverse Transfer) a Call . . . . . . . . . . . . . . . . . . . . . . . 19

Forwarding Calls . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .20

Manual Call Forwarding . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 20

Automatic System Forwarding . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 21

Redirect Calls. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 21

Redialing a Number . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .22

Displaying Information on Your Phone . . . . . . . . . . . . . . . . . . . . . . . . .23

Date, Time, Name, and Extension Number . . . . . . . . . . . . . . . . . . . 23

Outside Party’s Name/Number. . . . . . . . . . . . . . . . . . . . . . . . . . . . . 23

Using a Headset . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .24

Using the Speaker and Microphone . . . . . . . . . . . . . . . . . . . . . . . . . . . .25

Mute Key . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 25

Group Listen Using the Speaker . . . . . . . . . . . . . . . . . . . . . . . . . . . 25

Enhanced Speakerphone Mode. . . . . . . . . . . . . . . . . . . . . . . . . . . . 26

Using the Message Key . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .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 Executive Display Phone User Guide

INTRODUCTION

Now that you know what your Executive Display 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.

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.

2. Press to id entify yourself as a subscriber.

3. Enter your mailbox number and default password.

GETTING STARTED

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

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.

to replay the name you just recorded.

to add to your name.

to erase and re-record your name.

Axxess Executive Display Phone User Guide

MAKING AND RECEIVING CALLS

Making and receiving calls is the basic purpose of any phone. With your Executive 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 unti l answered:

Press befo re dial ing 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 27 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

GETTING STARTED

Axxess Executive Display 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 availa ble: 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 .)

• 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

NOTE: You must lift the handset if the caller has the Ring Intercom Always feature

enabled.

Axxess Executive Display Phone User Guide

To disable your phone’s handsfree answering feature:

With the handset in the cradle, dial

. (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 34 for more in for mation about DND mode.)

• SEND TO DEST: Redirects the call to t he intercom or outside number that you enter. (See page 21 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 ca ll on the speakerphone without ending your current call: When you hear a double tone, you may talk handsfree with the caller throug h the speak erphone. (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: 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 mai lbo x (if you have one).

GETTING STARTED

— IC CALL TO DND: Blocks the call by placing your phone in DND m ode.

(See page 34 for more inf ormation about DND mode.)

NOTE: To use this feature, the installer or System Administrator must program your

phone to receive Off-Hook Voice Announce Calls.

Axxess Executive Display Phone User Guide

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 or the OUTGOING menu

key.

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 57).

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 OUTGOING key:

• Dial the Outgoing Call feature code (default is 8).

• Press an unlit CALL key, if you have one.

GETTING STARTED

• Press an unlit LINE key, if you have one.

• Dial a Select Line Group feature code (defaults are 92001-92208 but may differ

depending on the software version).

• Dial the Automatic Route Selection (ARS) feature code (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:

Press the QUEUE menu key when you hear busy signals and hang up. When the line is available, your phone rings.

To cancel the queue request before your phone rings:

Press .

When dialing the number, you can press one of the following menu keys:

• OUTSIDE DIR: Selects the speed-dial directory. (See page 58).

• STN SPEED DIAL: Selects the Station Speed-Dial feature. (See page 50.)

• SYS SPEED DIAL: Selects the System Speed-Dial feature. (See page 51.)

• REDIAL: Redials the last outside number you dialed. (See page 22.)

OUTGOING

Axxess Executive Display Phone User Guide

Receiving Outside Calls

To receive an outside call:

EITHER, Lift the handset. OR, Press or the ANSWER menu key.

ANSWER

Depending on how your system is programmed, you may be able to use one of the following methods instead of pressing :

• Press the flashing CALL key, if you have one.

• Press the flashing LINE key, if you have one.

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.

• SEND TO DEST: Redirects the call to t he intercom or outside number that you entered. (See page 21 for more information about the Redirect Call feature).

Emergency Calls

With the Axxess phone system, you do not have to access an outside line (press

OUTGOING

) to dial an emergency number.

To make an emergency call:

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 key is flashing):

End your current call, place it on hold, and/or use one of the following menu keys:

• ANSWER: Answers the ringing call. If you did not place the current call on hold, it is disconnected.

• SEND TO V-MAIL: Sends the call directly to your voice mailbox withou t inter- rupting the current call. (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 with- out interrupting the current call. (See page 34 for more information about DND mode.)

ANSWER

GETTING STARTED

Axxess Executive Display Phone User Guide

PLACING CALLS ON HOLD

You can place calls on hold in one of two ways: individual or system.

• Individual Hold places the call on hold at one phone. It can then be directly picked up at that phone or it can be picked up at another p hone using the Call Pickup (Reverse Transfer) feature (see page 19).

• System Hold places the call on hold in the system. You can then pick up the call at any phone that has a flashing key for the call, including the phone that placed it on hold.

NOTE: You cannot place intercom calls on system hold.

To place a call on Individual Hold:

1. Press or the HOLD menu key.

2. Hang up or place another call.

To place an outside call on System Hold:

1. Press and dial .

2. Hang up or place another call.

GETTING STARTED

To return to a call that is on hold:

Lift the handset and press the flashing key.

HOLD

∞

3 3 5

Axxess Executive Display Phone User Guide

PLACING CONFERENCE CALLS

With the Conference feature, you can establish a conference call with up to three intercom and/or outside parties (four, including you).

To place a conference call:

1. While on the first call, press or the CNF menu key to put the call on

hold.

2. Place another intercom or outside call.

3. Press or the CNF menu key to place the call on hold. (If necessary, repeat

4. Press or the CONNECT TO CONFERENCE menu key to join all of

During the conference call, you can do the following:

• To place the conference on hold: Press the HOLD menu key. This places the con-

• To drop out of the conference: Press and hang up. This removes your

• To add additio nal parties to the conference: Do the following:

• To end the conference and place all parties on individual hold: Press and

• To mute your microphone: Press

• To transfer the conference to another extension or to voice mail: Press or

CNF

this step to place one more call on hold.)

CNF

the calls together in the conference.

ference on hold without disconnecting the parties. To return to the conference,

CNF

press .

phone from the conference, but leaves the other parties connected.

a. Press the ADD PARTY menu key. This leaves the conference parties con-

nected.

b. Place a call to the party to be added to the conference. c. EITHER, Press twice.

OR, Press once, and then press CONNECT TO CONFERENCE.

CNF

You and the new party are added to the conference.

then press to place all of the parties on individual hold. You can then

HOLD

speak to one party at a time by pressing or a flashing key.

microphone on or off during the conference. If mute is enabled, you can hear the conferenced parties, but they cannot hear you.

the TRANSFER CNF menu key and dial the desired extension number. Then hang up when you are ready to complete the transfer.

CNF

HOLD

MUTE

or the MUTE menu key. This turns your

GETTING STARTED

CNF

TRANSFER

Axxess Executive Display Phone User Guide

TRANSFERRING CALLS

Although transferring calls is considered a basic function of a phone, Executive Display Phone has many advanced options for this feat ure. With your phone, you can transfer to another extension, voice mail, or even an outside line.

To Another Extension

1. EITHER, Press or the TRANSFER menu key.

OR, Press the TRANSFER TO HOLD menu key to place the call on hold at the other phone.

2. Dial the desired extension number or press the IC DIRECTORY menu key to

look up the number. To transfer to your message center, press the MESSAGE CENTER menu key.

3. Wait for an answer, announce the call, and then hang up.

If the number is busy, there is no answer, or the transfer is refused, press the flashing key to return to the caller.

NOTE: If you are receiving a transferred call and the Transfer-To-Connect option is

enabled for your phone, you are automatically connected to the transferred caller once

GETTING STARTED

To Voice Mail

the transferring party hangs up. If this option is disabled, you must press a CALL key to answer the transferred call.

1. Press or the TRANSFER menu key.

2. Press the VOICE MAIL menu key.

3. EITHER, Dial the desired mailbox number and hang up.

OR, Hang up to send the call to the voice mail menu (so that the caller can select the mailbox number).

TRANSFER

Axxess Executive Display Phone User Guide

To an Outside Number

1. Press or the TRANSFER menu key.

2. Select an outgoing line by pressing the OUTSIDE PHONE menu key.

3. Dial the desired telephone number.

4. 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.

To Pick Up (Reverse Transfer) a Call

1. Lift the handset and dial .

2. Dial the extension or hunt group number where the call is ringing or holding.

(See page 64 for more information about hunt groups.)

NOTE: If the Group Call Pickup feature is enabled, you can pick up a call ringing at

any station in a hunt group by dialing the hunt group’s extension number (available in software versions 5.2 and later).

GETTING STARTED

Axxess Executive Display Phone User Guide

FORWARDING CALLS

With the Forwarding feature, you can have calls follow you (e.g., forwarded to a cell phone), or you can redirect calls to a voice mail or other extension.

Manual Call Forwarding

Manual call forwarding allows you to send incoming calls to another extension number. You can even forward calls to outside numbers, if your phone is programmed to allow this.

To forward calls:

1. Press and then press one of the following menu keys:

• ALL: All incoming calls are forwarded without ringing at your phone.

• NO ANSWER: All incoming calls are forwarded if they are not answered

• BUSY: When your phone is busy, all incoming calls are forwarded without

GETTING STARTED

• NO ANSWER/BUSY: All incoming calls are forwarded if your phone is

2. Do one of the following:

• To forw ard to an outside telephone number:

• To forward to an extension number: Dial the extension number. OR, press

• To forward to your voice mailbox: Press the VOICE MAIL menu key.

• To forward to your message center: Press the MESSAGE CENTER menu

To cancel any call forward request:

Press and then press the FWD OFF menu key.

FWD

before a timer expires.

NOTE: Only the installer or System Administrator can adjust this timer.

ringing at your phone.

busy or if you do not answer, as described above.

a. Press the OUTSIDE PHONE menu key. b. Dial a telephone number or press the OUTSIDE DIR menu key to look

up and select a number. (See page 58 for more information on directories.)

the IC DIRECTORY menu key to look up and select a number.

key.

FWD

Axxess Executive Display Phone User Guide

Automatic System Forwarding

Automatic System Forwarding allows your System Administrator to ro ute calls based on the type of call and the status of your telephone. Althoug h you cannot program the path of a system forward, you can enable or disable this feature on your phone.

To enable or disable System Forwarding:

Dial

3 5

Redirect Calls

NOTE: This feature is available only on systems with software versions 5.3 and later.

The Redirect Call feature allows you to forward any call that is ringing on your phone without having to answer the call.

NOTE: You cannot redirect calls to an extension that is in DND or to a restricted ou t-

side number.

To redirect a call to an extension number:

3 3

1. EITHER, Press and dial .

∞

OR, Press the SEND TO DEST menu key.

2. Dial the extension number or press the IC DIRECTORY menu key to look up

and select a number.

To redirect a call to an outside telephone number:

3 3

1. EITHER, Press and dial .

∞

OR, Press the SEND TO DEST menu key.

2. EITHER, Press the OUTSIDE CALL menu key and enter the telephone number.

OR, Use a speed-dial number (see page 50).

3. Press .

GETTING STARTED

Axxess Executive Display Phone User Guide

REDIALING A NUMBER

Although most phones redial the last number dialed , your System Administrator can program your phone to redial the last number saved.

To use the Last Number Dialed feature (if enabled):

EITHER, With or without the handset lifted, press . A line is selected automat - ically, and the number is dialed.

OR, With or without the handset lifted, press the or OUTSIDE CALL menu key and then the REDIAL menu key. The number is dialed.

To use the Last Number Saved feature (if enabled):

• To save the last number dialed: While the phone is idle or while listening to inter- com dial tone, press .

• To redial the saved number: While on a call or after selecting a line, press

REDIAL

GETTING STARTED

REDIAL

OUTGOING

REDIAL

. A line is selected automatically, and the number is dialed.

Axxess Executive Display Phone User Guide

DISPLAYING INFORMATION ON YOUR PHONE

Your Executive Display Phone has two lines of display where you can view information, such as the date and time or the outside party’s name/number.

Date, Time, Name, and Extension Number

You can temporarily display the system date and time, your user name, and your extension number at any time.

To show the date and time display (while on a call, in DND, etc.):

Press and dial

∞

Outside Party’s Name/Number

NOTE: This feature is available only in software versions 4.4 and later.

If you are currently connected to an outside caller with Caller ID, you can toggle between displaying the caller’s name and number.

To show the outside party’s name:

Press and dial

NOTE: If there is no outside party name available, the display shows CANNOT

ACCESS FEAT URE.

∞

3 0 0

3 7 9

GETTING STARTED

Axxess Executive Display Phone User Guide

USING A HEADSET

With an electret headset, you can talk on the phone handsfree, without using your speaker and microphone.

NOTE: If your headset has a power-saver mode, make sure the System Admini strator

has the Headset Connect Tone flag enab led in the telephone system. If th is flag is not enabled, you may miss the first few seconds of incoming calls.

To connect a headset:

1. Unplug the coiled handset cord from the base of the phone. (Leave the handset in

2. Insert the headset plug into the vacant handset jack.

3. While on-hook, enter the Headset On feature code ( ) or the Headset

To disconnect a headset:

1. Unplug the headset cord from the base of the phone.

2. Plug the coiled handset cord into the vacant jack.

3. While on-hook, enter the Headset Off feature code ( ) or the Headset

GETTING STARTED

the cradle.)

On/Off feature code (

). The display shows HEADSET MODE ON.

). The display shows HEADSET MODE OFF.

NOTE: If using a headset, press the key to connect and disconnect calls.

SPKR

Axxess Executive Display Phone User Guide

USING THE SPEAKER AND MICROPHONE

If you are not using a headset, you can talk handsfree using your speaker and microphone. You can also use the speakerphone for on-hook dialing, call monitoring, and background music.

Mute Key

To mute the microphone so that you can hear the other party, but they cannot hear you (this does not put them on hold):

MUTE

Press or the MUTE menu key.

To return to the call:

MUTE

Press or the UNMUTE menu key.

Group Listen Using the Speaker

With the Group Listen feature, you can transmit a conversation over the speaker while you use the handset or headset to continue speaking. This allows other people to hear the caller while the caller can only hear you.

NOTE: You cannot use this feature on a handsfree call. You must be on a call using

the handset or a headset before entering the feature code.

To turn the group listen feature on or off during a call:

Press and dial

∞

GROUP LISTEN ON or GROUP LISTEN OFF. (The other party will not hear the confirmation tone.)

1 2

. You hear a confirmation ton e and the display shows

GETTING STARTED

NOTE: If you are using the handset, the key lamp will remain unlit, even

though the speaker is on. This allows you to place the call into handsfree mo de at any time during the call by pressing and hanging up. If you a re using a headset, however, the key lamp is lit. Pressing will disconnect the call.

Axxess Executive Display Phone User Guide

SPKR SPKR

SPKR

Enhanced Speakerphone Mode

The Enhanced Speakerphone Mode improves transmission quality while on a speakerphone call over a limited volume level range (typically the range is 1 to 3).

NOTE: To use this feature, the System Administrator or installer must program your

phone for Enhanced Speakerphone Mode.

To enable enhanced speakerphone mode while on a call:

EITHER, Press and then . OR, Press and dial

∞

when you end the call. There will be about one second of white noise while the speakerphone circuitry is cal-

ibrated to the call. (Both parties should avoid speaking during this white noise.) If the speakerphone cannot be calibrated correctly, the display shows CANNOT ENABLE ENHANCED MODE.

NOTE: Two Display Phones cannot be in enhanced mode while on a call together;

one phone must be off-hook to allow the other phone to enter enhanced speake rphon e mode. Also, on some long-distance calls, the outside party may hear his or her own

GETTING STARTED

echo when speaking to a Display Phone. If the amount of echo is objectionable, do not use the Enhanced Speakerphone Mode.

SPKR

. The speakerphone will return to standard mode

Axxess Executive Display Phone User Guide

USING THE MESSAGE KEY

In today’s busy world, it’s almost guaranteed that you will call someone that is on another call, does not answer, or is in DND. But, with the key, you can let the other person know you called.

When you leave a message, you can:

• Have the called party return your call. When the party you called responds to the message indication, a call is automatically placed to your phone.

• Leave a message with the called party’s message center, (which can be a person or voice mail). When the party you called responds to the message, a call is

automatically placed to his or her message center instead of your phone.

To indicate that a message is waiting, your phone’s key flashes, and the display shows the number of waiting messages.

Leaving Messages

To leave a message while on an intercom call:

1. Press or the LEAVE MESSAGE menu key.

2. Hang up or wait for the message center to answer.

To leave a message without placing an intercom call:

1. Press and then the LEAVE MESSAGE menu key.

2. Dial the desired extension number.

To cancel a message that you left at another phone:

1. Press and then the CANCEL MESSAGE menu key.

2. Dial the extension number of the phone where you left the message.

MSG

GETTING STARTED

MSG

Retrieving Messages

To retrieve a message (Message key is flashing):

Lift the handset and press . A call is automatically placed to the phone or message center that left the message. (See the following section for information about accessing your mailbox.)

To select the message you want to answer first:

1. With the handset in the cradle, press the VIEW MESSAGE menu key to view

the waiting message. If more than one message is waiting, scroll to t he desired message using the PREVIOUS or NEXT menu keys or the high/low end of the Volume key.

2. Press the REPLY menu key to respond to the desired message.

To cancel a waiting message:

1. Press or the VIEW MESSAGE menu key to view the message to be can-

2. Press or the DELETE menu key to cancel the displayed message.

Axxess Executive Display Phone User Guide

MSG

celed.

MSG

ACCESSING YOUR MAILBOX

If you have a message waiting in your mailbox, you must access your voice mailbox to retrieve it.

TIP: Generally speaking, pressing during any voice mail operation will advance you

to the next step. For example, when leaving a voice mail message for another voice mail user, you can press to skip the person’s introductory message and proceed directly to the recording phase. Similarly, while listening to messages, you can press to skip the system-generated voice prompts and proceed directly to the playback phase. You ca n also press to cancel or return to the previous menu at any men u level.

When you access your mailbox, the system may play one of the following messages:

• Mailbox almost full or full: If your mailbox is full, no new messages can be received until you delete waiting or saved messages.

• Message count: The system tells you how many messages are waiting to be heard, if any, and how many are priority messages.

• Remote Messaging: The system will indicate whether primary or alternate

GETTING STARTED

Remote Messaging is selected when the Remote Messaging feature is enabled (see page 48). It will also alert you if a programming error has been detected and/ or if it encountered busy system resources when attempting to place a Remote Messaging call.

NOTE: All of the menu options used for voice mail features are presented a s numeric

entries in the following instructions. You can, however, access these opti ons using the menu selection keys beside the display.

To access your mailbox:

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 prog rammed). Then

press .

NOTE: If you do not have a password, just press . See page 45 for information

on programming passwords.

Axxess Executive Display Phone User Guide

USING VOICE MAIL MESSAGES

Once you’ve accessed your mailbox, the system will tell you how many new and saved messages you have. You can then listen to messages, delete messages, save messages, etc.

Listening to Messages

To listen to messages:

1. Access your mailbox as described on page 28.

2. EITHER, Press to listen to your new messages.

OR, Press to listen to your saved messages.

3. While you are listening to a message, you can use the following options:

• Press

• Press to back up.

• Press to pause. Then 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.

4. When the message has finished playing, you have the following options:

• Press to replay the message from the beginning.

• Press to reply to the message. If you are using version 5.1 or l ater soft-

ware, you have the following options (earlier versions only leave voice mail messages):

— Press or press the LEAVE VOICE MAIL menu key to leave a voice

mail message for the caller. If the caller had a mailbox number, it will ask you to verify the destin a-

tion by pressing . If the number was not associated with a mailbox , it will ask you to enter

a mailbox number. If the message was from an outside caller, you cannot leave a voice mail

message.

to skip to the end of the recording.

1 2 3 4 5 6 7 9

GETTING STARTED

Axxess Executive Display Phone User Guide

— Press or press the R ETURN CALL menu key, to make a return call.

Your call will be transferred automatically to the caller’s extension or telephone number, if available.

If the extension number is not available, you will have the option of leaving voice mail.

If the telephone number is not available, you cannot reply to the message.

• Press to forward a copy of the message to another subscriber. If you want

to include an introduction, press . If not, press to forward the message

without additional comments.

• Press to listen to the previous message.

• Press to play the introductory message envelope (see page 45 for infor-

mation on envelope options).

• Press to listen to the next message.

• Press to save the new message in your mailbox.

• Press to delete the message from your mailbox.

5. Hang up.

6 7 9

GETTING STARTED

Axxess Executive Display Phone User Guide

Undeleting Messages

NOTE: This feature is available only in software versions 5.1 and later.

If you accidently delete a voice mail message, you can retrieve it within a specific time frame (programmed by your System Administrator). Any retrieved messages are then restored to your saved-message queue. Messages that are not undeleted within the programmed time (up to 24 hours) are automatically erased.

To recover deleted messages:

1. Access your mailbox as described on page 28.

2. Press for Message Options.

3. Press to access undelete options. Your options are:

4. Hang up.

• Press to listen to your deleted messages and choose which ones to delete

or recover. After each message you can: — Press to replay the message. — Press to reply to the message. — Press to forward the message to another mailbox. — Press to listen to the previous message. — Press to play the message envelope. — Press to listen to the next message. — Press to recover the message. — Press to purge the message from your mailbox.

• Press to recover all of your deleted messages and store them as saved

messages.

• Press to erase all of your deleted messages.

GETTING STARTED

Axxess Executive Display Phone User Guide

Sending Messages

To send a message:

1. Access your mailbox as described on page 28.

2. Press .

3. Dial the desired mailbox number or group list number.

4. Press to accept the subscriber’s name.

5. Record your message after the tone. While recording, you have the following

6. When finished recording, hang up or press to access the following options.

GETTING STARTED

options:

• Press to pause while recording. Then press any key to continue.

• Press to erase and re-record your message.

• Press to send the message and return to the voice mail options.

• Press to replay your message.

• Press to add to your message.

• Press

• Press to use the special delivery options. You can then use one or more

2 3

# 1 2 3

to erase and re-record your message.

of the following options: — Press to mark the message “private.” (This prevents the recipient

from forwarding it to other subscribers.)

— Press to mark the message “certified.” (When the recipient listens to

the message, you will receive a receipt notice.)

— Press to mark the message “priority.” (This will place your message

ahead of all other waiting messages in the receiving mailbox.) — Press to cancel delivery options. — Press to deliver the message. (If you want to mark the message certi-

fied, private, and/or priority, you must do so before completing this

step.) You may choose either of the following opt ions:

• Press and enter another mailbox number to send the message to

another destination.

• Press to exit and return to voice mail options.

7. Hang up.

Axxess Executive Display Phone User Guide

Canceling Unheard Messages

NOTE: This feature is available only in software versions 5.1 and later.

You can canc el unretrieved me ssages that you have sent to ind ividuals, but no t messages that you sent to group lists.

To cancel unheard messages:

1. Access your mailbox as described on page 28.

2. While listening to the voice mail main menu, press for Message Options.

3. Press .

4. When prompted, enter the number of the mailbox containing the unheard mes-

5. Press to confirm the mailbox you are selecting. Voice mail wil l tell you how

6. Hang up.

sage.

many messages you have waiting at the mailbox and play them for you. After each message, you can:

• Press to replay the message.

• Press to add to the message.

• Press to forward the message to another mail box.

• Press to listen to the previous message.

• Press to play the message envelope.

• Press to listen to the next message.

• Press to save the message in your mailbox.

• Press to delete the message.

1 2 3 4 5 6 7 9

GETTING STARTED

Axxess Executive Display Phone User Guide

USING DO-NOT-DISTURB MODE

If you are away from your desk, or if you do not want to be di sturbed, you can u se the DND feature. This halts all pages and calls to your phone, except queue callbacks, recalls, and direct ring-in calls. When other users call your phone, they hear a repeating signal of four fast tones and, if they have a display phone, see the DND message you have selected.

Your telephone system can h ave up to 20 different DND messages, each of which can be changed by the System Administrator, installer, or programmer. Your trainer or System Administrator will give you a list of the programmed DND messages. For convenience, you should update the following default list.

DEFAULT MESSAGE NEW MESSAGE DEFAULT MESSAGE NEW MESSAGE 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

GETTING STARTED

06 ON VACATION 16 UNAVAILABLE 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

Because the system DND message only uses one line of your display, you can enter a second line of text, up to 16 characters. For example, if you select 03 (IN MEETING UNTIL) as your first line of text, you can enter “3:30” as your second line. Callers will then see, “IN MEETING UNTIL 3:30.”

Axxess Executive Display Phone User Guide

To enable DND:

1. Press or the DND menu key.

2. EITHER, Dial the two-digit number correspon ding to the message you want to

DND

use. OR, Press the SCROLL menu key (and PREVIOUS or NEXT) or the high/low

ends of the Volume key to scroll through the messages.

3. If desired, customize the second display line by dialing the desired numbers or

letters as described below:

• Remain in numeric mode (Message key unlit): Press the keypad keys to dial the desired numbers. Press for a hyphen (-), for a colon (:), to leave a space, or to backspace.

MUTE

• Change to alphanumeric mode (Message key lit): Press or the USE

MSG

FWD

ALPHA MODE menu key and then press the keypad keys to enter the

desired characters. (Refer to the chart below.) The number of times a key is pressed determines which character is entered. For example, 33377744432999 enters “FRIDAY.” When adjoining characters are located under the same key, press once to advance to the next character. For example, 6 666 6632999 enters “MONDAY.” (Note that let-

FWD FWD

ters correspond to the letters printed on the keys.) Press twice to leave a space or press if you need to backspace.

4. Press or lift and replace the handset.

SPKR

FWD

MUTE

To cancel DND:

EITHER, Press

DND

OR, Press the DND menu key and then the DND OFF menu key.

NUMBER OF TIMES KEY IS PRESSED

KEY12345

ENGLISH CHARACTERS

1-&( ) 1A I U E O a 2ABC ' 2 3DEF ! 3 4GH I * 4 5JKL

6MN O 7PQR S 7

8TU V ? 8 9WX Y Z 9 0@ : . , 0

# or /

Ñ or #

6 7 8 9 10 11

JAPANESE CHARACTERS**

KA KI KU KE KO i SA SHI SU SE SO u TA CHI TSU TE TO e

5 NA NI NU NE NO o 6 HA HI FU HE HO tsu

MA MI MU ME MO ya YA YU YO . , yu RA RI RU RE RO yo

WA WO N pa ba long

*The character available depends on the software version. **The Japanese characters are only available if the Multilingual feature is enabled.

GETTING STARTED

Axxess Executive Display Phone User Guide

USING REMINDER MESSAGES

Never be late for a meeting again! With Reminder Messages, you can program your phone, up to 24 hours in advance, to alert you at a specified time. At the programmed time, the reminder message signals you with eight short tones, and your display shows the message. If you are on a call, you still hear the tones, and the message di splays for ten seconds. Then the display returns after you hang up. (reminder displays interrupt, but do not affect programming.)

Your phone system can have up to 20 different reminder messages, each of which can be changed by the System Administrator, installer, or programmer. Your trainer or System Administrator will give you a list of reminder messages for your system. For convenience, you should update the following default list.

DEFAULT MESSAGE NEW MESSAGE DEFAULT MESSAGE NEW MESSAGE

01 MEETING 11 CALL ENGINEERING 02 STAFF MEETING 12 CALL MARKETING 03 SALES MEETING 13 CALL ACCOUNTING 04 CANCEL MEETING 14 CANCEL DND

GETTING STARTED

05 APPOINTMENT 15 CANCEL CALL FWD 06 PLACE CALL 16 TAKE MEDICATION 07 CALL CLIENT 17 MAKE RESERVATION 08 CALL CUSTOMER 18 REVIEW SCHEDULE 09 CALL HOME 19 LUNCH 10 CALL CORPORATE 20 REMINDER

Axxess Executive Display Phone User Guide

To request a reminder message:

1. With the handset in the cradle, dial .

2. EITHER, Dial the desired two-digit number for the message that you want.

3 0 5

OR, Press the SCROLL (and PREVIOUS and NEXT) or the high/low ends o f the Volume key to scroll through the messages.

3. While the desired message is displayed, press or the ACCEPT menu key.

4. Enter the time you wish to receive the message in hours and minutes. For exam-

ple, 0900 = 9:00. If you dial three digits, such as 900 for 9:00, press .

NOTE: If your system is set for 24-hour format, you must enter the time appropri-

ately (e.g., 1400 = 2:00PM).

If your system is set for 12-hour display format, press the AM or PM menu key.

To cancel all reminder message requests before they signal you:

With the handset in the cradle, dial

3 0 6

To clear a received reminder message (you hear eight short tones and see a reminder message display):

With the handset in the cradle, press .

GETTING STARTED

Axxess Executive Display Phone User Guide

GETTING STARTED

Axxess Executive Display Phone User Guide

Moving On

SECTION CONTENTS PAGE

Introduction . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .40

Setting Preferences . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .40

Speed Dialing . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .50

Using Record-A-Call . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .52

Paging . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .53

Performing a “Hookflash” During a Call . . . . . . . . . . . . . . . . . . . . . . . .53

Programming Your Feature Keys . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .54

Programming Direct Station Select Keys . . . . . . . . . . . . . . . . . . . . . . .55

Programming Secondary Extension Keys . . . . . . . . . . . . . . . . . . . . . .56

Using Account Codes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 57

Screening Calls . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .58

Using the Directories . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .58

Programming Remote Feature Access . . . . . . . . . . . . . . . . . . . . . . . . .61

Requesting Agent Help . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .63

Working in Hunt Groups . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .64

Phone Configuration. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 40

Voice Mail Options . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 43

Station Speed Dial . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 50

System Speed Dial. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 51

Making Pages. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 53

Enabling Paging. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 53

Phone Directory . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 58

Voice Mail Directory . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 60

Remote Access Password . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 61

Remote Feature Access. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 62

Hunt Group Calls Enabled/Disabled. . . . . . . . . . . . . . . . . . . . . . . . . 64

ACD Hunt Groups . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 64

MOVING ON

Axxess Executive Display Phone User Guide

INTRODUCTION

Now that you’ve mastered the basics, it’s time to move on to the advanced features. In this section, you’ll learn how to program your phone, use directories, access your voice mailbox remotely, and perform various other functions.

SETTING PREFERENCES

Your phone and voice mailbox are automatically set to specific defaults. You can, however, configure many of these settings at any time.

Phone Configuration

Customizable features on your phone include changing volume l evels, enabling background music, selecting a ring tone, and others.

Changing Volume Leve ls

The phone has eight volume settings: handset intercom, handset outside call, speakerphone intercom, speakerphone outside call, background music, ringing, handset in tercom dial tone, and speakerphone intercom dial tone.

NOTE: To change each of these levels, you must be using that feature. For example, if

you want to change the speakerphone level for an intercom call, you must be on a handsfree intercom call.

To change a volume level:

Press the high or low end of the Volume key to increase or decrease the volume.

To save your change:

Press both ends of the Volume key at the same time.

MOVING ON

Axxess Executive Display Phone User Guide

Selecting a Ring Tone

The ability to change your ring tone is helpful in close-quartered environments. If your ring tone is unique, you can quickly identify when a call is ringing on your phone.

To select the type of ring tone for your phone:

1. With the handset in the cradle, dial .

2. Do one of the following to select your ring tone:

• Press or the RINGER OFF menu key for no ringing.

3 9

• Press the PREVIOUS or NEXT menu key to scroll to the desired tone.

• Dial 1-9 to select a specific tone.

3. When you hear the tone you want, you can do any of the following:

• Press

• Press the ACCEPT menu key.

• Press

SPKR

• Lift and replace the handset.

Enabling Background Music

If your telephone system is equipped with a music source, you can listen to music through your speaker.

To enable or disable background music:

Dial

Changing Keymaps

Keymaps identify where feature keys appear on your phone. While all phones are programmed with a standard keymap, some phones have alternat e keymaps (ask your System Administrator). If you have an alternate keymap, you can switch between the keymaps by dialing a specific feature code.

To switch between keymaps when your phone is idle:

With the handset in the cradle, dial

To switch between keymaps during a call:

Press and dial

∞

3 9 9

MOVING ON

Axxess Executive Display Phone User Guide

Enabling Automatic Call Answer

The Automatic Call Answer feature determines whether or not you are automatically connected to a caller when you lift the handset (or press ). If this feature is

SPKR

enabled, you are automatically connected when you go off-hook. If it is disabled, you must first lift the handset (or press ) and th en press the flash ing key.

SPKR

To enable/disable this feature for ringing outside calls:

With the handset in the cradle, dial

3 6 0

To enable/disable this feature for ringing (non-handsfree) intercom calls:

With the handset in the cradle, dial

3 6

Changing the Language

When your phone system is installed, the System Administrator can choose two of four different languages (American English, British English, Japanese, or Spanish) as the primary and secondary languages. You can then change the display and voice mail prompts on your phone by toggling between the primary and secondary languages. For example, if the system’s primary language is American English, and your phone is programmed for the primary language, all displays appear in American English, and your voice mail prompts are played in American English (unless changed, as outlined below). If the secondary language is Japanese, and your phone is programmed for the secondary language, all displays appear in Japanese (Katakana) characters, and your voice mail prompts are played in Japanese.

NOTE: You can only use the secondary language voice mail prompts if they are

loaded on the system. By default, all phones are set for the primary language. See your System Administrator to determine which languages are programmed for your phone system.

MOVING ON

You can also program messages using English/Spanish or Japanese characters, or a combination of both (see page 59 for a list of characters). In displayed lists, such as directories, the English/Spanish characters are alphabetized before the Japanese characters.

To change the assigned language for your phone:

Dial

3 0

to change between your system’s primary and secondary languages,

as desired. Your display shows the current langu age.

Axxess Executive Display Phone User Guide

Returning to Default Operation

You can return your phone to default levels at any time. This feature returns volume to default levels; cancels DND, manual call forwarding, backgroun d m usic, and queue requests; and restores handsfree mode, page s, hunt group calls, an d system forwarding all at once.

To return your phone to default:

Dial

3 9

Voice Mail Options

Your voice mailbox contains personal options that allow you to customize your personal greetings, directory name, password, etc.

NOTE: You cannot ch ange your personal options until you have initialized your ma il-

box (see page 10).

Recording Your Perso nal 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, pleas e 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.

MOVING ON

Axxess Executive Display Phone User Guide

MOVING ON

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 1

4. Do one of the following:

• 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.

5. If you pressed , continue to the next step.

If you pressed or

1 2 3

1 2

, the current greeting is played (if one exists). You can

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.

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

Axxess Executive Display Phone User Guide

Changing Your Mailbox Password

Your password prevents unauthorized access to your mailbox.

To change your password:

1. Access your mailbox as described on page 28.

2. Press to select the Personal Options Menu.

3. Press .

4. If you want to have a password, enter a new password, using up to 12 digits.

4 3

If you do not want to use a password, skip this step.

5. Press . Vo ice mail plays back you r password if yo u entered one.

6. Press to accept the password as entered or press to erase and re-enter your

# 3

password.

7. Hang up.

Changing the Voice Mail Message Envelope

When you receive a voice mail message, voice mail plays the message in an “envelope” that can include the time and date the message was left, the source of the message, and/or the message length. By default, the envelope contains all of this information, but you can change your envelope, as described below.

To change and save your message envelope:

1. Access your mailbox as described on page 28.

2. Press to select the Personal Options Menu.

3. Press to select the Message Envelope Options Menu. You can then do any of

4. Hang up.

the following:

• Press to enable or disable the time/date option.

• Press to enable or disable the message source optio n.

• Press to enable or disable the message leng th option.

• Press to enable all options and return to the Personal Opti ons Menu.

• Press to disabl e the entire envelope and return to the Personal Options

1 2 3 4

Menu.

• Press

or to return to the Personal Options Menu.

MOVING ON

Axxess Executive Display Phone User Guide

Changing the Call Screening Transfer Method

NOTE: T he Call Screening feature is available only if it is enabled for your mailbox

(ask your System Administrator).

Depending on the transfer method you select, transferred calls from voice mail may be unannounced (as usual), or one of the following may occur:

• “Announce Only” Calls: Before voice mail transfers a call to you, a prompt asks

the caller to record his or her name. When you answer, you hear “You have a call

from (caller’s name).”

• “Screened” Calls: Before voice mail transfers a call to you, a prompt asks the

caller to record his or her name. When you answer, you hear “You have a call from (caller’s name).” You can choose whether or not to accept the call (see

page 58).

To change your transfer method (if allowed):

1. Access your mailbox as described on page 28.

2. Press to select the Personal Options Menu.

3. If using version 5.0 or earlier software, skip this step.

4. Press . The system tells you what your current transfer method is. You can

5. Hang up.

If using version 5.1 or later software, press for More Options.

then select the desired transfer method, as follows:

• Press to select unannounced transfers.

• Press to select screened transfers.

• Press to select announce only transfers.

1 2 3

• Press to return to the Personal Options Menu without making changes.

MOVING ON

Axxess Executive Display Phone User Guide

Programming a Fax Destination

NOTE: This feature is available only in software versions 5.1 and later.

With the Inter-Tel Voice Processor, callers can use your mailbox to send you a fax. To use this feature, you must specify the destination fax number.

To change your fax destina tio n number:

1. Access your mailbox as described on page 28.

2. Press to select the Personal Options Menu.

3. Press for More Options.

4. Press .

5. Enter the number of your fax destination, followed by .

6. EITHER, Press to accept the number.

7. Hang up.

4 9

OR, Press to erase the number and re-enter it.

Changing the Message Search Order

NOTE: This feature is available only in software versions 5.2 and later.

When more than one message is left in yo ur voice mailbo x, you can change the order in which you retrieve your messages, based on the date and time they were received.

To change the listening order of your messages:

1. Access your mailbox as described on page 28.

2. Press to select the Personal Options Menu.

3. Press for More Options.

4. Press for the Message Search Order.

5. Press to change the search order for new messages or press to change the

6. Hang up.

4 9

2 1 2

search order for saved messages. You have the following options:

• Press to retrieve the earliest-received messages first (First In/First Out).

• Press to retrieve the latest-received messages first (Last In/First Out).

1 2

• Press to return to the Personal Options Menu withou t maki ng changes.

MOVING ON

Axxess Executive Display Phone User Guide

Programming Remote Messaging

NOTE: Your installer or System Administrator must enable this feature on your voice

mailbox.

With Remote Messaging, you can program the Voice Processor (voice mail) to call you when your mailbox receives new messages. Using a “cascade” (a series of up to nine telephone numbers), voice mail will call each number until it successfully connects to a device (e.g., pager, answering machine, etc.).

Because your mailbox can have a primary and an alternate cascade of numbers, you can program a cascade to be used during specific days and times. For example, if you want to be paged when you receive a message from 5-10 PM on weekdays, you can set up a primary cascade. If you also want to receive pages for messages marked “priority” on the weekends, you could set your alternate cascade for all day on Saturdays and Sundays.

NOTE: If for some reason voice mail is not able to use your remote notification, your

mailbox will receive a message stating that notification could not be completed.

MOVING ON

Axxess Executive Display Phone User Guide

To set up remote messaging:

1. Access your mailbox as described on page 28.

2. If using version 5.0 or earlier software, skip this step.

If using version 5.1 or later software, press to select the Personal Options

Menu.

3. Press .

NOTE: This option is not available if you do not have Remote Messaging enabled.

4. Press to set up a primary cascade or press to set up an alternate cascade. A

1 2

prompt tells you what the cascade’s current status is.

5. Do one of the following:

• To program a cascade level: Press and enter the number of the level you

wish to program (1-9). You then have the following op tions: — To enable or disable the cascade level: Press . (You cannot enable the

level until a notification number is programmed.)

— To set up or ch ange an extension or telephone number: Press . Then

1 2

press for an extension number or for an outside number. Then

enter the number.

— To set up or change a pager number: Press . Then enter the number.

• To set up time of day for notification: Press . Then enter the time you

3 2

want the message notification to start and stop. Enter the times with two digits for the hour and two digits for the minutes (e.g., 0915 = 9:15). If entering the time in 12-hour format, you are prompted to press for AM or press

for PM.

NOTE: For 24-hour no tification, program the starting and ending time s to be

the same.

• To set up the days of the week for notificat ion: Press . Then select one

of the following: — Press fo r Monday-Friday. — Press fo r all days. — Press to select individual days. You are prompted to press di gits 1-7

1 2 3

which correspond to the days Sunday through Saturday.

• To select all or priority-only m essage notification: Press . Then press

1 2

for all messages or for priority messages only.

6. Either select another option, as described above, or press to save the settings

and exit.

MOVING ON

Axxess Executive Display Phone User Guide

SPEED DIALING

Station Speed Dial

MOVING ON

Speed dialing allows you (and your System Administrator) to store frequently dialed numbers for easy dialing. Each number is stored on your phone (Station Speed Dial) or in the phone system (System Speed Dial) and is identified by a location number. Once programmed, you can quickly dial these numbers by entering a feature code and dialing the desired location number. Because the Inter-Tel Axxess system supports both station and System Speed-Dial numbers, you can have access to over 1000 stored numbers.

You can store up to ten personal speed-dial numbers and associated names in Station Speed-Dial locations 0-9. If you have programmable feature keys, you can also create Station Speed-Dial keys for one-touch speed dialing (see page 54).

Storing Station Speed-Dial Numbers

To program your Station Speed-Dial locations:

1. With the handset in the cradle, dial .

2. Dial the location code 0-9 to be programmed or press a Station Speed-Dial key

that you want to program (if you have one).

3. Enter the desired name for the speed-dial number, as described below:

• Alphanumeric mode (Message key lit): Press the keypad keys to enter the desired characters. (Refer to the chart on page 58.) The number of times a key is pressed determines which character is entered. For example, 533266 would enter “JEAN.” When adjoining characters are located under the same key, press once to advance to the next character. For example, 66

FWD

6667776 would enter “NORM.” (Note that letters correspond to the

letters printed on keypad keys 1-9.) Press twice to leave a space.

MUTE

Press if you need to backspace.

• Press the ACCEPT menu key on the display to save the name.

4. Dial the extension number or telephone number to be stored, as described below:

• Numeric mode (Message key unlit): Enter the number. Press for a hyphen (-), for a colon (:), to leave a space, or to backspace.

FWD MUTE

If your number includes an asterisk, pound, hookflash, or pause, use the menu keys to enter the special character.

FWD

• Press the ACCEPT menu key on the display to save the number.

TIP: To dial outside telephone numbers without first selecting an outgoing line,

enter a line access code (such as the Outgoing Call code “8”) before the ou tside telephone number.

Axxess Executive Display Phone User Guide

To view how your Station Speed-Dial keys are programmed:

1. With the handset in the cradle, dial .

2. Press the desired Station Speed-Dial key. The name and number will be dis-

played.

3. Press or to exit.

SPKR

To erase a Station Speed-Dial name and/or number:

1. With the handset in the cradle, dial .

2. Dial the desired location code (0-9) or press the desired Station Speed-Dial key.

3. Press repeatedly until the name is erased.

4. Press or the ACCEPT menu key to continue.

5. Press repeatedly until the number is erased.

6. Press or the ACCEPT menu key to exit.

MUTE

Dialing Station Speed-Dial Numbers

To dial a Station Speed-Dial number:

If necessary, select an outgoing line. You have the following options:

• To use a location number: Dial

Dial location number (0-9).

• To use a Station Speed-Dial key: Press the desired Station Speed-Dial key.

System Speed Dial

Your System Administrator can store up to 1000 speed-dial numbers in System Speed-Dial locations 000-999.

To view and/or dial System Speed-Dial numbers:

1. Press or dial .

2. Dial the location code (000-999) for the desired number.

3. Press or the ACCEPT menu key to dial the displayed number.

SYS SPD

3 9 6

and then the desired Station Speed-

MOVING ON

Axxess Executive Display Phone User Guide

USING RECORD-A-CALL

If your telephone system is equipped with an Axxess Voice Processor (voice mail), you may have access to the Record-A-Call feature. If so, you can record an ongoing call as a mailbox message. You can then retrieve th e message, just as you would any other mailbox message.

To use the Record-A-Call feature while on a call:

1. EITHER, Press and dial .

OR, Press the RECORD-A-CALL menu key .

2. If required, dial the desired mailbox number. (Your phone may be programmed to

select the mailbox, or you may be required to dial it.)

You hear a confirmation tone when the Record-A-Call feature is activated.

To turn off Record-A -Call:

EITHER, Press and dial OR, Press the CANCEL RECORDING menu key. OR, Hang up.

∞

MOVING ON

Axxess Executive Display Phone User Guide

PAGING

The Paging feature allows you to make an announcement through phone speakers or external speakers (if your system is equipped with external paging equipment). To prevent announcements from transmitting through every phone in the system, this feature uses Page Zones. Each zone contains a different combination of extensions and external paging equipment, and is programmed by your System Administrator. Ask your trainer or System Administrator how the zones are programmed, and list them here for your convenience:

Making Pages

To make pages:

1. Lift the handset and press dial .

2. Dial the desired zone number (0-9).

3. After the tone, make your announcement and hang up.

Enabling Paging

You can enable or disable page receiving for your phone by using the Page Remove/ Replace feature code. If your phone is assigned to more than one Page Zone, all zones are removed or replaced at once (you cannot turn off individual zones).

To turn paging on and off for your phone:

Dial

0 _______________________ 5 _______________________ 1 _______________________ 6 _______________________ 2 _______________________ 7 _______________________ 3 _______________________ 8 _______________________ 4 _______________________ 9 _______________________

MOVING ON

PERFORMING A “HOOKFLASH” DURING A CALL

Certain telephone service companies may require a timed hookflash (a quick hang up and release).

To generate a hookflash while using a li ne:

EITHER, Press the FLASH menu key. If the FLASH menu key is not visible, press MORE until you see FLASH.

OR, Press and dial

Axxess Executive Display Phone User Guide

∞

3 3 0

PROGRAMMING YOUR FEATURE KEYS

Depending on how your system is programmed, some of your feature keys may be “user-programmable.” If so, you can program them with any of the fea ture codes listed in the back of this user guide or with extension numbers. In addition, you can combine the feature key and Station Speed-Dial functions to program a feature key to dial an outside number.

NOTE: You cannot program secondary extension keys as feature keys (see Program-

ming Secondary Extension Keys on page 56).

To program a user-programmable feature key:

1. With the handset in the cradle, dial .

2. Press the feature key you want to program.

3. Dial the feature code or extension number you want to store under that key.

(Refer to the back of this guide for default feature codes.)

To return all feature keys to their original default values:

With the handset in the cradle, dial

To display the current feature key values:

1. With the handset in the cradle, dial .

2. Press the feature key(s) you want displayed.

3. Press to hang up.

SPKR

3 9 7

3 9 5

3 9 6

MOVING ON

Axxess Executive Display Phone User Guide

PROGRAMMING DIRECT STATION SELECT KEYS

A key programmed as a Direct Station Select/Busy Lamp Field (DSS/BLF) key pro vides a way to dial the associated extension with one touch. In addition, if the key is equipped with a lamp, you can visually monitor the status of the associated extension.

To assign an extension to a DSS /BLF key:

1. With the handset in the cradle, dial .

2. Press the DSS key(s) and dial the desired extension number.

Once programmed, you can use your DSS key as follows:

• You can place an intercom call to the extension that the DSS key is programmed for by pressing the key once.

• You can transfer a call to the extension that the DSS key is programmed for by pressing the key once and hanging up. (For transferred calls that are forwarded to voice mail you will hear repeating double tones and the display will show DEST FORWARDED TO VOICE MAIL.)

• If the DSS key has a lamp, you can visually monitor the status of the extension.

NOTE: For the DSS keys to work as described above, your System Administrator must

define them as user-programmable in Database Programming.

3 9 7

Axxess Executive Display Phone User Guide

MOVING ON

PROGRAMMING SECONDARY EXTENSION KEYS

With the Secondary Extension Appearances feature, you can program various keys on your phone (and to indicate the call activity at a different extension (primary phone). In addition to being able to see when a call is ringing, answered, or on hold, you can use your secondary extension key to answer a call that is ringing at the primary phone. Your phone may also be programmed to automatically ring when a given number of calls are waiting at the primary phone (ask your System Administrator).

There are two possible types of secondary extension keys: programmable and nonprogrammable. If you have a non-programmable secondary extension key, only the System Administrator can change the associated extension. If you have a programmable key, you can change the extension, as described below.

NOTE: You can only assign the extension for a secondary extension key. You cannot

create or change the secondary extension key (e.g., make it a feature key).

To display the current secondary extension key assignment(s):

1. With the handset in the cradle, dial .

2. Press the secondary extension key(s) you want displayed.

To assign a primary phone to a secondary extension key (if enabled):

1. With the handset in the cradle, dial .

2. Press the secondary extension key and dial the desired extension number.

Once programmed, you can use your secondary key as follows:

• You can press your flash ing secondary extensio n key to answer a call that is ringing or holding on any CALL key at the primary phone.

• You can press your unlit secondary extension key to place an intercom call to the primary phone.

3 9 6

3 9 7

MOVING ON

NOTE: If the secondary key is flashing (i.e., a call is ringing at the primary phone), you

can press before pressing the flashing key to place an intercom call to the primary phone without answering the call. Or, you can just dial the primary phone's extension number.

To transfer a call back to the extension after you have answered it on your phone:

• To transfer to hold: Press the secondary extension key, announce the call (if desired), and then hang up.

• To transfer to ring: Press and then the secondary extension key. You can

TRANSFER

announce the call, if desired, before hanging up to complete the transfer.

Axxess Executive Display Phone User Guide

USING ACCOUNT CODES

If your telephone system is programmed to use the Station Message Detail Recording (SMDR) feature, you might be required to enter account codes when you place a call. These codes add information to phone record reports that the system will periodically print.

There are three types of account codes:

• Standard account codes are automatically entered into the SMDR report whenever you place a call.

• Forced account codes must be dialed before you can place an outside call.

• Optional account codes can be entered at any time during a call.

NOTE: Your System Administrator can tell you which types of account codes are used

on your telephone system.

To enter an optional account code:

1. Press and dial .

2. Enter the optional account code. If the account code is not immediately accepted,

press .

To set an account code for all calls placed from your phone:

Dial accepted, press . This code will be used for all calls made from your phone until it is disabled.

To disable the code:

Dial

∞

3 9

and then the account code. If the account code is not immediately

and press .

3 9 0

MOVING ON

Axxess Executive Display Phone User Guide

SCREENING CALLS

NOTE: This feature is available only if your telephone system is equipped with an

Axxess Voice Processor (voice mail).

If your voice mailbox is programmed correctly, you can screen calls that are transferred from voice mail. This allows you to accept and/or refuse specific calls. Depending on the transfer method you use, calls from voice mail may be unannounced, announce only, or screened calls (see page 46 for details).

If your voice mailbox is programmed for screened calls, you have the following options when you receive a transfer:

• Press the ACCEPT menu key or to accept the call.

• Press the REPLAY menu key or to replay the announcement.

• Press the SEND TO V-MAIL menu key or to send the call to voice mail.

• Press the FORWARD men u key or

forward the call to another extension.

• Press the REFUSE menu key or to refuse the call.

USING THE DIRECTORIES

With directories, you can use your phone keypad to find names and numbers. You can then use the directory information to make calls, access features, or leave voice mail messages.

and then enter the extension number to

Phone Directory

MOVING ON

The phone directory contains a list of the extension numbers, system speed-dial numbers, feature codes, and their associated names. To search for an item, you can enter the full or partial name. The system will then find the closest match. Once the correct match is displayed on your phone, you can dial the number or press a key to access that extension or feature.

Axxess Executive Display Phone User Guide

To perform a directory search:

1. If your phone is idle, press the DIRECTORY menu key, then press the menu key

for the desired directory (IC DIRECTORY, OUTSIDE DIR, or FEATURE DIR). If placing a call, choose between OUTSIDE DIR and IC DIRECTORY.

2. Enter letters or numbers (up to 10 characters) as described below:

• Remain in alphanumeric mode (Message key lit): Press the keypad keys to

enter the desired characters. (Note that letters correspond to the letters printed on keypad keys 1-9.) The number of times a key is pressed determines which character is entered. For example, 77776444844 would enter “SMITH.” When adjoining characters are located under the same key, press

FWD FWD

once to advance to the next character. For example, 5666 66337777 would enter “JONES.” Press once to advance and twice to leave a space. Press to backspace.

MUTE

FWD

• Change to numeric mode (Message key unlit): Press the keypad keys to enter an extension number. Press to backspace.

3. Press the SEARCH menu key to begin the search. If desired, you can use the

MUTE

PREVIOUS and NEXT menu keys or the high/low end of the Volume key to

move alphabetically through the directory.

4. Press the CALL (for IC or OUTSIDE DIRECTORIES) or ACCEPT (for FEA-

TURE DIR) menu key to dial a number or feature code while it is displayed.

NUMBER OF TIMES KEY IS PRESSED

KEY 1 2 3 4 5

ENGLISH CHARACTERS

1-&()1A I U E O a 2ABC' 2 3DEF !3 4GHI * 4 5 J K L # or / 6MNOÑ or # 7PQRS7 8TUV?8 9WXYZ 9 0@:. , 0

* 5 NA NI NU NE NO o

* 6 HA HI FU HE HO tsu

6 7 8 9 10 11

JAPANESE CHARACTERS**

KA KI KU KE KO i SA SHI SU SE SO u TA CHI TSU TE TO e

MA MI MU ME MO ya YA YU YO . , yu RA RI RU RE RO yo

WA WO N pa ba long

*The character available depends on the software version. **The Japanese characters are only available if the Multilingual feature is enabled and

Japanese is installed as the secondary language.

MOVING ON

Axxess Executive Display Phone User Guide

Voice Mail Directory

MOVING ON

Whenever voice mail asks you to enter a mailbox number, you can use the mailbox and extension number directories. You can also use these directories to leave a voice message with another user. Like the phone directories, you don’t have to enter the full name because the system finds the closest match based on your entry.

To perform a directory search:

When prompted, press the keys to enter the name. The number of times a key is pressed determines which character is entered, as shown below. When adjoining characters are under the same key, press to advance to the next character. For example, 5666 66337777 enters “JONES.”

FWD

KEY12345

1-&( )1 2ABC ' 2 3DEF ! 3 4GHI * 4 5 J K L # or / 6MNOÑ or # 7PQRS7 8TUV ?8 9WXY Z 9 0@:. , 0

FWD

NUMBER OF TIMES KEY IS

PRESSED

* 5

* 6

*The character available depends on the software version.

To use the directory to leave a voice mail message:

1. Dial the voice mail extension number.

2. Press for Directory Services.

3. Enter the desired name, as described above, and press . The selected name is

played.

4. Do one of the following:

• Press to accept the name.

• Press to hear the previous name in the directory.

• Press to hear additional information for the selected name (if allowed).

• Press to hear the next name in the directory.

• Press and spell a new name to search for a different name.

• Press

# 1 2 3 4

to switch the first/last nam e sort order.

Axxess Executive Display Phone User Guide

PROGRAMMING REMOTE FEATURE ACCESS

If you are away from your desk and forgot to put your phone in DND, don’t worry. With the Remote Feature Access, you can place your phone in DND or forward calls from any other phone on the system. And, if you have a special dial-up line, you can access your phone features from an outside line.

NOTE: For your convenience, a pocket-sized guide of the Remote Feature Access is

located in the front of this guide.

Remote Access Password

Before you use Remote Feature Access, you should program a password, as described below.

To change the password from your phone:

1. Dial .

2. Enter your current password, followed by .

3 9

NOTE: Your extension number is your password at default.

3. Enter the new password followed by . You hear a confirmation tone.

4. Enter the new password again for verification followed by . You hear a confir-

mation tone.

T o change the station password using remote programming, see the following section.

MOVING ON

Axxess Executive Display Phone User Guide

Remote Feature Access

To access your phone from another phone:

1. EITHER, call your Direct Inward System Access (DISA) number (provid ed 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 . You can n ow use any of the following fea-

3 5 9

tures.

To change the station password using Remote Programming:

a. Enter .

3 9

b. Enter the new password, followed by . c. Enter the new password again for verification, followed by .

To turn on DND:

a. Enter

3 7 0

b. Enter message number (01-20) and the optional second-line message text. To turn off DND: Enter

3 7

To turn on Call Forward:

a. Enter one of the following Call Forward feature codes.

All Calls

.......................

3 5 5

MOVING ON

If No Answer ................

If Busy.........................

If No Answer or Busy.....

3 5 6

3 5 7

3 5

b. Enter an extension number or enter an outside line access code followed by a

telephone number.

3 5 5

To turn off Call Forward: Enter

5. Hang up.

Axxess Executive Display Phone User Guide

REQUESTING AGENT HELP

Your telephone system may be programmed to support the Agent Help feature, which allows you to request help from a designated “Agent Help Extension” (usually your supervisor) during a call. When your request call rings at the Agent Help Extension, the supervisor can choose to join the call or reject the request.

If the Agent Help Extension is a digital phone, the phone’s microphone is automatically muted so that the supervisor cannot be heard unless he or she presses . If the Agent Help Extension is a single-line phone, however, the supervisor can be heard as soon as the conference is established. In either case, the supervisor can hear all other parties on the call.

To use the Agent Help feature while on a call:

1. Press and dial . If you hear repeating tones, the Agent Help

∞

feature is not available at your phone, you already have four parties in y our call, not enough system circuits are currently available, or the Agent Help Extension is in DND.

2. Dial the Agent Help Extension number, if required. (Your phone may be pro-

grammed to automatically dial the number, or you may be required to dial it.) If the Agent Help Extension accepts the call, you hear the Agent Help tone, if it is

enabled, and the supervisor can monitor or join your call. If the Agent Help Extension rejects the call, you hear a confirmation tone, and the

display shows AGENT HELP REJECTED.

To respond to an Agent Help request at a display phone:

When you receive an Agent Help request, your display shows <name> REQUESTS HELP. You can do on e of the fo llowing:

• To accept the call: Answer as usual. Your microphone is muted and you cannot

be heard by either party unless you press

• To reject the call: Press the REJECT HELP menu key.

3 7 5

MUTE

MOVING ON

Axxess Executive Display Phone User Guide

WORKING IN HUNT GROUPS

Your system may be programmed with “hunt groups.” Hunt groups are groups of phones that share a common extension number in addition to having individual extension numbers. This allows someone to call anyone in the group (using the common extension) or a specific member (using the individual extension). The members of these groups and the common extension(s) are programmed by your System Administrator.

Hunt Group Calls Enabled/Disabled

If you are a member of a hunt group, you can enable or halt hunt group calls to your extension.

To turn on or off hunt group calls:

ACD Hunt Groups

MOVING ON

Dial

Some hunt groups use a special feature called Automatic Call Distribution (ACD) that distributes the hunt group calls equally among the available members. These hunt group members are referred to as “agents,” who log in to the ACD hunt group to receive calls and log out to halt ACD hunt group calls.

Distributing Calls

Calls are distributed through an ACD hunt group based on Agent IDs or extensions, as described below.

• Agent IDs: If the hunt group is programmed to use ACD Agent IDs, each agent

is assigned an Agent ID number to enter during the login procedure (described on the next page). The hunt group calls are routed to logged-in agents, according to their Agent ID number instead of their extension number. Because the Agent ID is not associated with any extension, the agent can use any phone in the system to log in.

• Members: If the hunt group is not programmed to use Agent IDs, it will have a

pre-programmed list of phones and will send calls to the phones where agents are logged in.

Axxess Executive Display Phone User Guide

Logging In and Out of ACD Hunt Groups

Agents can log in to and out of the ACD hunt group at any time. W hile logged in, the agent receives calls through the ACD hunt group. When the agent is logged out, calls to that ACD hunt group bypass the agent.

To log in to all of y our ACD hunt groups at once using the ACD Agent Login/ Logout feature code:

With or without the handset lifted, dial sary. The display shows AGENT LOGGED IN TO ALL ACDS, and you hear a confirmation tone.

NOTE: This feature code acts as a toggle. If you were already logged in, the display

shows AGENT LOGGED OUT OF ALL ACDS, and you hear a confirmation tone.

To log in to one or more hunt groups using the ACD Agent Login feature code:

1. With or without the handset lifted, dial . The display shows AGENT

2. EITHER, Enter the desired ACD hunt group number.

OR, Press to log in to all of your ACD hunt groups at once. The display shows

AGENT LOGIN AGENT ID.

NOTE: If you entered an invalid hunt group number, the display shows NOT AN

ACD HUNT GROUP, and you hear repeating tones.

3. Do one of the following:

• To log into ACD hunt group(s) using Agent IDs: Enter your Agent ID. The display shows AGENT LOGGED INTO ALL ACDS. You are logged into

the ACD hu nt group(s) that you requested that use the Agent ID you

entered in this step.

and enter your Agent ID, if neces-

MOVING ON

NOTE: If another Agent ID is already logged in at this phone, you hear

repeating tones, and the display shows DIFFERENT AGENT ID ALREADY USED. You must have the other agent log out before you can use that phone.

• To log into ACD hunt group(s) that do not use Agent IDs: Press . The display shows AGENT LOGGED INTO ALL ACDS. You are logged into the ACD hunt group(s) that you requested that do not use Agent IDs.

If you were already logged in, the display shows ALREADY LOGGED INTO <hunt group>.

If you are not a member of the entered hunt group, the display shows NOT AN

AGENT IN THIS HUNT GROUP, and you hear repeating tones. Start over.

4. Hang up if off-hook. Repeat this procedure to log into additional ACD groups, if

necessary.

Axxess Executive Display Phone User Guide

When you log in to a group, you may be automatically connected to a call after you hear a short ring burst. If the ACD Agent ID Automatic Connect option is enabled for your hunt group and you are using a headset, you will be automatically connected. If this option is not enabled for your hunt group, the call will ring until you answer it or until it times out to another extension.

NOTE: Even if the ACD Agent ID Automati c Connect option is enabled, the first call

you receive (after you log in or remove your phone from DND while logged in) will ring until you answer it. You will, however, be automatically connected to subsequent calls.

To log out of one or more ACD hunt group:

1. EITHER, Dial to log out of all of your ACD hu nt groups at once. The

display shows AGENT LOGGED OUT OF ALL ACDS, and you hear a confirmation tone.

OR, With or without the handset lifted, dial

. One of the following dis-

plays will appear:

• If you were logged in to only one hunt group, the display shows AGENT LOGGED OUT OF <hunt group>. The procedure is complete.

• If you were logged in to more than one hunt group, the display shows AGENT LOGOUT ACD NUMBER. Dial the extension number of the desired ACD hunt group.

• If you were not logged in to any hunt group, the display shows NOT LOGGED INTO ANY ACD GROUP.

2. Hang up if off-hook.

MOVING ON

Ending an ACD Hunt Group Call

Each time you end an ACD hunt group call, a wrap-up timer is started. Until this timer expires, you will not receive another call through any ACD hunt group. You can, however, end the wrap-up session before this timer expires, as described below.

To terminate the ACD Agent wrap-up period before the timer expires:

With the handset in the cradle, dial

NOTE: If you were not logged in to an ACD hunt group, the display shows CANNOT

ACCESS RESERVED FEATURE.

Axxess Executive Display Phone User Guide

Learning More

SECTION CONTENTS PAGE

Introduction . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .68

What the Administrators Can Do for You . . . . . . . . . . . . . . . . . . . . . . . .68

Frequently Asked Questions (FAQ) . . . . . . . . . . . . . . . . . . . . . . . . . . . .69

Default Feature Codes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .71

Axxess Executive Display Phone User Guide

LEARNING MORE

INTRODUCTION

If you want to know more about your phone and voice mail system, t his is the section for you. With additional information and an FAQ, you should be able to find answers to most of your questions.

WHAT THE ADMINISTRATORS CAN DO FOR YOU

The administrators are the people to whom you should turn if you have any problems with your phone and/or voice mail. They have access to advanced programming features and can reset certain settings associated with your phone.

The types of administrators that can help you with your phone/voice mail are as follows:

• System Administrator: Performs certain telephone system functions, including:

— Setting the date and time — Programming System Speed-Dial numbers — Making database changes, such as programming user names, toll restriction,

DND messages, and extension numbers

• Voice Mail Administrator: Performs tasks associated with the voice mail sys-

tem, including: — Recording a broadcast message that is sent to all mailboxes at once

— Performing mailbox maintenance (such as changing your password)

LEARNING MORE

— Customizing voice mail prompts

NOTE: Because the Axxess telephone syste m is very flexible and programmabl e, the

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.

If you are a System Administrator or if you need additional information not available in this guide, refer to the Inter-Tel Axxess Administrator’s Guide (part number 550.8001).

Axxess Executive Display Phone User Guide

FREQUENTLY ASKED QUESTIONS (FAQ)

This section includes some of the most frequently asked questions. If you have problems with your phone or voice mailbox, refer to this section be fore you contact your System Administrator or Inter-Tel.

Q1. How do I program System Speed-Dial numbers?

A1. Only your System Administrator can program System Speed-Dial numbers. You can,

however, program up to ten Station Speed-Dial numbers (see page 50).

Q2. How do I change the time and date on my phone?

A2. Only your System Administrator can change the time and date. Please contact your

System Administrator if you notice that the date and time are incorrect.

Q3. How can I retrieve messages if I don’t know the password for my voice mail?

A3. Try using your extension number, which is your default password. Or, maybe you

don’t have a password, in which case pressing is all you need to do. If these options don’t work, contact your System Administrator, who can change or erase the password for you. You can then retrieve your messages and reset the password, if desired (see page 45).

Q4. Why can’t I retrieve deleted messages?

A4. Voice mail may have erased your message. After a programmed amount of time has

lapsed, up to 24 hours, voice mail automatically erases all deleted messages (see

page 31). If you attempted to undelete a voice mail within this time frame, however,

your telephone system may not have the latest software (the “undelete” feature was a recent addition). Or, your voice mail system may not have sufficient space programmed to store deleted messages. Contact your System Administrator to determine if this feature is available.

Q5. How can I set the numb er of rings that are allowed before the call is sent to voice

mail?

A5. Only your System Administrator can change the number of rings that are allowed

before the call is forwarded to voice mail.

Q6. How can I change the name displayed on my phone?

A6. Only your System Administrator can change the user names assigned to extensions.

Q7. How do I scroll the display screen?

A7. Press the low end of the volume key to scroll down or the high end to scroll up. Or,

you can use the PREVIOUS or NEXT menu keys.

Axxess Executive Display Phone User Guide

LEARNING MORE

Q8. Why can’t I program a Station Speed-Dial number to the key I want? It keeps saying

that the key is non-programmable.

A8. Yo ur System Administrator has programm ed that key as a non-programmable key.

Because you cannot override system programming from your phone, you must choose another key.

Q9. Why can’t I use one of the features described in this guide?

A9. There are a few reasons why you might not be able to access the feature. Some possi-

ble reasons include:

• Your system software version may not support t he feature (this guide covers all versions).

• Your System Administrator may not have enabled the feature for your phone.

• Your System Administrator may have programmed your phone to blo ck the fea-

ture.

Q10. If I need further assistance, how do I get technical support?

A10. First, contact your System Administrator if you have a question that is not covered in

this user guide. If you need further assistance, contact your local authorized Inter-Tel dealer. All Inter-Tel sales, service, and support is handled at the local level.

LEARNING MORE

Axxess Executive Display Phone User Guide

DEFAULT FEATURE CODES

Use the blank spaces below to enter custom feature codes, if necessary.

UTSIDE LINE ACCESS CODES

ACCESS CODE NAME ACCESS CODE NEW CODE

Select Line Group 1-208 92001-92208* Automatic Route Selection 92000* Emergency Call 911 Outgoing Call 8

* These defaults may differ based on the software version.

EXTENSION NUMBERS

EXTENSION NAME EXTENSION NUMBER NEW NUMBER

Phone Extensions 1000-1999 Hunt Groups 2000-2299 Attendant 0

Axxess Executive Display Phone User Guide

LEARNING MORE

GENERAL FEATURE CODES

FEATURE NAME FEATURE CODE NEW CODE

Account Code – Following Calls 391 Account Code – Optional 390 ACD Agent Log In 326 ACD Agent Log Out 327 ACD Agent Log In/Out 328 ACD Agent Wrap-Up Terminate 329 Agent Help Request 375 Agent Help Reject 376 Answer (Ringing Call) 351 Automatic Intercom Access On/Off 361 Automatic Line Access On/Off 360 Automatic Line Answer 350 Background Music On/Off 313 Call Forward All Calls 355 Call Forward If Busy 357 Call Forward If No Answer 356 Call Forward No Answer/Busy 358 Conference 5 Change Language 301 Data 340 Default Station 394 Directory 307 Display Time And Date 300 Do-Not-Disturb 370 Do-Not-Disturb Cancel 371 Do-Not-Disturb On/Off 372 Do-Not-Disturb Override 373 Enhanced Speakerphone Enable 310 Feature Key Default 395 Group Listen 312 Handsfree On/Off 319 Headset On 315 Headset Off 316 Headset On/Off 317 Hold – Individual 336 Hold – System 335 Hookflash 330 Hunt Group Remove 322 Hunt Group Replace 323 Hunt Group Remove/Replace 324 Message 365 Cancel Message That You Left 366 Cancel Message On Your Phone 368

Axxess Executive Display Phone User Guide

GENERAL FEATURE CODES CONT.

FEATURE NAME FEATURE CODE NEW CODE

Silent Message 367 Microphone Mute On/Off 314 Page 7 Page Receive On/Off 325 Program Baud Rate 393 Program Keys 397 Program Station Password 392 Queue (Callback) Request 6 Record-A-Call 385 Redial 380 Redirect Call 331 Reminder Message 305 Reminder Message Cancel 306 Remote Programming 359 Reverse Transfer (Call Pick-Up) 4 Review Keys 396 Ring Intercom Always On/Off 377 Ring Tone Selection 398 Routing Off 304 Station Speed Dial 382 Station Speed-Dial Programming 383 System Forward Enable 352 System Forward Disable 353 System Forward On/Off 354 System Speed Dial 381 Switch Keymap 399 Transfer To Hold 346 Transfer To Ring 345

Axxess Executive Display Phone User Guide

LEARNING MORE

NOTES

LEARNING MORE

Axxess Executive Display Phone User Guide

Index

Abbreviations 5 About This Guide 2 About Voice Mail 6 About Your Phone 3 Accessing Your Mailbox 28 Accessing Your Phone 62 Account Codes 57 ACD Hunt Groups 64 Adding Parties to a Conference 17 Adjusting Your Phone’s Viewing Angle 10 Administrators 68 Agent Help 63 Agent IDs 64 Alphanumeric Mode 7 Alternate Greeting 43 Answering Calls 15 Assigning Secondary Extension Keys 56 Automatic Call Answer 42 Automatic System Forwarding 21

Background Music 41 Blocking Calls 13

Call Waiting 15 Callbacks 12, 14 Calls

answering 15 blocking 13 ending ACD 66 making 11, 14 making conference 17 picking up (reverse transferring) 19 placing a non-handsfree 11 placing non-handsfree 11 placing on hold 16 receiving 12, 15 receiving an off-hook voice announce 13 receiving non-handsfree 12 returning to a held caller 16 waiting for called phone 12

Canceling

messages 27

unheard messages 33 Cascade Levels 49 Changing

call screening transfer method 46

directory name 44

fax destination number 47

keymaps 41

language 42

message envelope 45

message search order 47

personal greeting 44

remote feature access password 62

transfer method 46

voice mail message envelope 45

voice mailbox password 45

volume levels 40 Clearing Reminder Messages 37 Conference Calls 17 Connecting a Headset 24

Date, Time, Name, and Extension Number 23 Default Feature Codes 71 Default Key Configuration 2 Defaults 43, 54 Deleting Station Speed-Dial Numbers 51 Delivery Options 32 Dial Tones 7 Dialing Options 14 Dialing Speed-Dial Numbers 51 Directories

name 44

outside 14

phone 58

search 60

voice mail 60 Disabling

account codes 57

automatic call answer 42

background music 41

call forwarding 62

do-not-disturb 62

group listen feature 25

handsfree 13

hunt group calls 64

paging 53

record-a-call 52

system forwarding 21 Disconnecting a Headset 25 Displaying

Axxess Executive Display Phone User Guide

date and time 23 feature keys 54 information 23 outside party’s name 23 secondary extension keys 56

speed-dial numbers 51 Displays, LCD 5 Distributing Calls 64 Do-Not-Disturb 62 Dropping Out of a Conference 17

Emergency Calls 15 Enabling

automatic call answer 42

background music 41

call forwarding 62

do-not-disturb 35

enhanced speakerphone 26

group listen feature 25

handsfree 13

hunt group calls 64

paging 53

record-a-call 52

system forwarding 21 Ending a Conference Call 17 Ending an ACD Hunt Group Call 66 Enhanced Speakerphone Mode 26 Entering Account Codes 57 Erasing Station Speed-Dial Numbers 51 Executive Keyset Displays 5 Exiting a Conference 17

Generating a Hookflash 53 Green Lamps 7 Greetings 43 Group Listen Using the Speaker 25

Handsfree Mode 7, 13 Hold 17 Hookflash 53 Hunt Group Calls Enabled/Disabled 64 Hunt Groups 65

Individual Hold 16 Initializing Your Mailbox 10 Intercom Calls 11

Keymaps 41 Keypad Keys 3 Keys

feature 54 keypad 3 lamps 7 LCD menu 5 message 27 mute 17 secondary extension 56 special 4

Fax Destination Number 47 Feature Key Functions 4 Features

agent help 63

group listen 25

handsfree 13

hold 16

last number dialed/saved 22

last number dialled/saved 22

record-a-call 52

ring intercom always 11 Forced Account Codes 57 Forwarding Calls 20 Frequently Asked Questions (FAQ) 69 Full Mailbox 28

Lamps 7 Language 42 Last Number Dialed/Saved 22 LCD Menu Keys 5 Leaving Messages 27 Listening to Messages 29 Logging In and Out of ACD Hunt Groups 65

Mailbox Almost Full/Full 28 Making an Emergency Call 15 Making and Receiving Calls 11 Making Calls 11, 14 Making Pages 53 Manual Call Forwarding 20

Axxess Executive Display Phone User Guide

Members, Hunt Group 64 Menu Keys 5 Message

count 28

envelope 45

notification 49

search order 47 Message Indicator Lamp 6 Messages

recovering deleted 31

using reminder 36 Messaging, Remote 28 Microphone 17, 25 Multilingual Capability 42 Mute Key 17, 25 Muting the Microphone 17

Non-Handsfree Calls 11, 12 Notification Days and Times 49 Number of Messages 28 Numeric Mode 7, 59

Off-Hook 7 Off-Hook Voice Announce 12 On-Hook 7 Outside

calls 14

directory 14 Outside Party’s Name/Number 23

Paging 53 Parking 12, 14 Passwords 45 Performing a Directory Search 60 Phone Configuration 40 Phone Directory 58 Picking Up a Call 19 Placing

calls on hold 16

conference calls 17

intercom calls 11

non-handsfree call 11

outside calls 14 Primary Greeting 43 Primary Language 42 Programming

cascade levels 49 fax destination 47 feature keys 54 notification days and times 49 remote feature access 61 remote messaging 48 ring intercom always 11 secondary extension keys 55 station speed-dial numbers 50

Queueing on the Line 14

Receiving

intercom calls 12 off-hook voice announce Call 13

outside calls 15 Record-A-Call 52 Recording Personal Greetings 43 Recording Voice Mail Directory Name 44 Recovering Deleted Messages 31 Red Lamps 7 Redialing a Number 22 Redirect Calls 21 Reminder Messages 36 Remote Access Password 61 Remote Feature Access 62 Remote Messaging 28 Requesting a Callback 12, 14 Requesting a Reminder Message 37 Requesting Agent Help 63 Responding to a Waiting Call 15 Responding to Agent Help 63 Retrieving Messages 27 Returning Feature Keys to Default 54 Returning to a Call 25 Returning to a Held Call 16 Returning Your Phone to Default 43 Reverse Transfer 19 Ring Intercom Always 11

Saving the Last Number Dialed 22 Saving Volume Levels 40 Screening Calls 58 Search Order 47 Searching in the Directories 60 Secondary Extension Keys 56 Secondary Language 42

Axxess Executive Display Phone User Guide

Selecting a Ring Tone 41 Selecting Message Order 27 Sending Calls to Voice Mail 15 Sending Messages 32 Setting Account Codes 57 Setting Preferences 40 Setting Remote Messaging 49 SMDR (Station Message Detail Recording) 57 Speaker 25 Speed Dialing 50 Standard Account Codes 57 Station Message Detail Recording (SMDR) 57 Station Speed Dial 50 Switching Keymaps 41 System Administrator 68 System Hold 16 System Speed Dial 51

Terminating the ACD Agent Call 66 Timers 7 To Pick Up (Reverse Transfer) a Call 19 Tones, Dial 7 Transferring Back to the Primary Phone 56 Transferring Calls 18

Undeleting Messages 31 User-Programmable Feature Keys 54 Using

account codes 57 defaults 43 directories 58

do-not-disturb mode 34

headset 24

message key 27

off-hook voice announce 12

record-a-call 52

reminder messages 35

secondary extension keys 56

speaker and microphone 25

voice mail messages 29

Viewing Speed-Dial Numbers 51 Voice Mail 68

administrator 68

delivery options 32

directory name 44

message envelope 45

password 45 Voice Mail Options 43 Voice Processor 6 Volume Levels 40

Waiting Calls 15 Waiting for Called Phone 12 What the Administrators Can Do for You 68 What You See and Hear 7 Working in Hunt Groups 64 Wrap-Up Timer 66

Zones, Page 53

Axxess Executive Display Phone User Guide

VOICE MAIL FLOW CHART

OTE: At any menu level, you can press to cancel or return to the previous menu or press to accept.

ACCESSING YOUR MAILBOX

• EITHER, Press the MSG key to respond to a message from voice mail.

OR, Call the voice mail extension number, press

, and enter your mailbox

number.

• Enter your password and then .

SUBSCRIBER MAILBOX MENU

Listen to New Message Send A Message Listen to Saved Messages Personal Options Message Options

SENDING A MESSAGE

• Dial the mailbox number, reply to a message, or forward a message.

• Record your message. T o pause press

To erase press

• Hang up to send OR

Replay Add Erase and Re-Record Delivery Options

Press for options.

RECORDING OPTIONS

DELIVERY OPTIONS

Private Certified Priority Send to Other Mailboxes

Send and Exit Hang Up

PERSONAL OPTIONS

Record Greeting

Primary Greeting Alternate Greeting System Greeting

Also see Recording Options

Record Directory Name

See Recording Options

Record Password

1 2 3 4

1 2 3 9

1 2 3 #

Change Envelope Settings

Time and Date Message Source Message Length All Options No Options

Remote Messaging

Primary Cascade Alternate Cascade

More Options

Fax Destination Message Order Transfer Method

MESSAGE ORDER

New Messages Saved Messages

TRANSFER METHOD

Unannounced Screened Announce Only

MESSAGE OPTIONS

Cancel Unheard Messages Recover Deleted Messages

Listen Recover All Erase All

1 1 2 3

4 1 2 3 4 5

5 1 2

9 1 2 5

1 2

2 1 2 3

LISTENING TO MESSAGES

While the message is playing:

Back Up Pause Move Forward Lower the Volume Play the Envelope Increase the Volume Save the Message Delete the Message Skip to the End

After the message:

Replay to Message Reply to the Message

Voice Mail Message Return Call

Forward a Copy

See Recording Options

Listen to Previous Message Play the Envelope Listen to Next Message Save the Message Delete the Message

LISTENING TO MESSAGES

Program Cascade Level

Enter cascade level number, then:

Enable/Disable Enter Personal # Enter Pager #

Enter Time of Day Set Days of Week

Monday-Friday All Days Individual Days 1-7

Select Message Ty pes

All Messages Priority Messages

1 2

1 2 3

1 2

1 2 3 4

5 6 7 9 #

1 2

5 6 7 9

2 3

Part No. 550.8108 Issue 7.0, October 2002

A661/9219A

Inter-Tel Axxess, Eclipse 2 User Manual

Specifications and Main Features

Frequently Asked Questions

User Manual

Table of Contents

Finding Your Way

WELCOME

It’s time to get connected with the future using your new Executive Display Phone. The About This Guide section lists the different sections of this user gu ide, along wit h a brief explanation of the information covered in each section.

ABOUT YOUR PHONE

Feature Key Functions

LCD Menu Keys

ABOUT VOICE MAIL

WHAT YOU SEE AND HEAR

Getting Started

INTRODUCTION

INITIALIZING YOUR MAILBOX

MAKING AND RECEIVING CALLS

Intercom Calls

Outside Calls

Emergency Calls

Call Waiting

PLACING CALLS ON HOLD

PLACING CONFERENCE CALLS

TRANSFERRING CALLS

To Another Extension

To Voice Mail

To an Outside Number

To Pick Up (Reverse Transfer) a Call

FORWARDING CALLS

Manual Call Forwarding

Automatic System Forwarding

Redirect Calls

REDIALING A NUMBER

DISPLAYING INFORMATION ON YOUR PHONE

Date, Time, Name, and Extension Number

Outside Party’s Name/Number

USING A HEADSET

USING THE SPEAKER AND MICROPHONE

Mute Key

Group Listen Using the Speaker

Enhanced Speakerphone Mode

USING THE MESSAGE KEY

Leaving Messages

Retrieving Messages

ACCESSING YOUR MAILBOX

USING VOICE MAIL MESSAGES

Listening to Messages

Undeleting Messages

Sending Messages

Canceling Unheard Messages

USING DO-NOT-DISTURB MODE

USING REMINDER MESSAGES

Moving On

INTRODUCTION

SETTING PREFERENCES

Phone Configuration

Voice Mail Options

SPEED DIALING

Station Speed Dial

System Speed Dial

USING RECORD-A-CALL

PAGING

Making Pages

Enabling Paging

PERFORMING A “HOOKFLASH” DURING A CALL

PROGRAMMING YOUR FEATURE KEYS

PROGRAMMING DIRECT STATION SELECT KEYS

PROGRAMMING SECONDARY EXTENSION KEYS

USING ACCOUNT CODES

SCREENING CALLS

USING THE DIRECTORIES

Phone Directory

Voice Mail Directory

PROGRAMMING REMOTE FEATURE ACCESS

Remote Access Password

Remote Feature Access

REQUESTING AGENT HELP

WORKING IN HUNT GROUPS

Hunt Group Calls Enabled/Disabled

ACD Hunt Groups