Page 1
Note: The
ShoreTel
AP 110 is
headset
compatible.
(Language, date and time, ring
tone, clear messages waiting, area
code, contrast level)
Hold
Status
Light
Goodbye
Options
LCD Display
Soft Keys
Callers List
Navigation
Keys
Services
CopyMuteSpeaker
Speaker Volume
Directory
ShoreTel AP 100/110
New Voice Mail Indicators
Your phone’s message waiting light flashes when your
voice mailbox contains unplayed messages.
Checking Voice Mail
To check voice mail from your extension
1 Press the VMail
soft key.
2 At the prompt, use the dial pad to enter your
password. (If you have not been assigned a
password, use the default password, 1234.)
3 Press #.
NOTE
If you are logging in for the first time, the sys-
tem prompts you for a new password and asks you to
record your name.
To check voice mail from another extension
1 Press # twice.
2 Enter your extension.
3 Enter your password.
4 Press #.
To check voice mail from an external phone
1 Dial your voice mail access number.
2 Press #.
3 Enter your extension.
4 Enter your password.
5 Press #.
Listening To Messages
To listen to messages
Q
At the Main Menu prompt, press 1.
The voice mail system plays urgent messages first,
then newly arrived messages.
The system gives the delivery date and time of each
message. (You can disable this feature from the Mailbox
Options Menu.)
Managing Messages
After listening to a message, you can replay it, send a
reply to the person who left the message, forward it to
someone else, replay the date and time information,
save it, or delete it.
To replay all of your saved messages
* Press 3 at the Main Menu prompt.
To listen to your deleted messages
As a safeguard against accidental erasures, the system
retains deleted messages for a few hours.
1 Press 7 at the Main Menu prompt.
2 Press 7.
Voice mail plays all the deleted messages still available
to the system. During playback, you can manage deleted messages as if they were newly arrived messages.
To restore a deleted message
Q
Press 2 .
To send a recorded message from voice mail
After recording a message, voice mail asks you to supply an address.
Q
Address the message to individual recipients
by entering their extension numbers.
Q
Enter a distribution list number.
Q
To identify a recipient by name, specify a personal
distribution list, or broadcast to all extensions,
press 0 and follow the prompts.
To mark a message as urgent
Q
After addressing the message and confirming the
addressee(s), press 1.
To forward the message you're reviewing
1
Press 4 and follow the recorded prompts
To reply to the message you're reviewing
1 Press 5 and follow the recorded prompts.
2 Press 1 to reply with a voice mail, or press 2 to reply
with a call back.
Troubleshooting
If the number of messages in your mailbox exceeds the
limit, the system notifies callers that your mailbox is full
and unable to accept new messages. (Recently deleted
messages remain in the mailbox and are included in the
total count.)
If your mailbox is full, purge any deleted messages.
To purge deleted messages
1 At the Main Menu prompt, press 7.
2 Press 8 to remove deleted messages.
3 Press 1 to confirm deletion.
Changing Mailbox Options
Personalize your voice mail by changing your name,
password, or personal greeting.
To change personal settings from the Main Menu,
press 7 and follow the recorded prompts.
Changing Extension Assignment
If you have the proper permission, you can assign your
extension to any phone on the system.
1 Log in to voice mail from the target phone
–
an extension other than your own.
2 At the Main Menu prompt, press 7.
3 Press 3 to re-assign the extension.
4 Press 1 to assign the extension.
5 Press 2 to un-assign the extension.
(The phone reverts to the extension
originally assigned to it.)
Setting Call Handling And Forwarding
NOTE Use Call Manager to configure the modes with
different call forwarding destinations and personal
greetings.
You can set one of five distinct call handling modes for
your extension. When you record a personal greeting, it
is linked to the active call handling mode.
LCD PANEL
ShoreTel Telephone Quick Reference
AP 100/110
To enable or disable FindMe Forwarding so that callers
can forward their calls to your destination:
1 Press 7 at the Main Menu prompt.
2 Press 9 for additional mailbox options.
3 Press 5, then follow the prompts.
NOTE
You must have permission to use FindMe
Forwarding.
PHONE OPERATIONS
Muting A Call
Press
Mute
to mute the active call. A “Microphone
muted” message appears in the display status area.
Press
Mute
again to turn off muting.
Using The Directory
Press to display the Directory, which stores up to
200 names and numbers in alphabetical order.
Follow the prompts to dial new names and numbers,
change or delete existing entries, or dial from the
Directory. To copy entries from the Callers List, Redial
List, or Display to the Directory, see the manufacturer’s
documentation for the ShoreTel AP 100/110.
Dialing From The Directory
Press to open the Directory. Browse the list by
pressing
or , or by entering the first letter of the
person’s name. (Press the Quit soft key to close.)
When the number you want is selected, lift the handset
to autodial the number, or press the Dial soft key to
connect using the speakerphone feature.
Using The Callers List
The Callers List stores the last 100 callers in the order of
receipt. The display indicates when there are new callers. Press
to open the Callers List. Use or to
scroll through the list.
Follow the prompts to dial numbers or manage the
Callers List. For more information, see the manufacturer’s documentation.
Placing Calls
To place an internal call, pick up the handset and dial
the extension.
To place an external call, dial the trunk access code and
area code (if necessary) before the phone number. To
end a call, hang up the handset.
NOTE
Hang up for at least two seconds between
calls to avoid accidentally transferring or placing
calls on hold.
Answering Calls
A single ring tone identifies an incoming call from an
external number. A double ring tone indicates a call
from an internal extension. If the information is available, the caller’s name and extension or phone number
appear on the display.
To answer the call
Q
Pick up the handset.
Date and Time Panel
July 1 3:00pm
ShoreTel
- Pickup
- VMail
- Greetng
Flash Mode -
Redial
Your ShoreTel AP 100/110 LCD panel displays information about calls, the operating status of the phone, and
labels for the multipurpose soft keys.
To view date and time, press
Goodbye
when the handset is in
the cradle.
Headset
Jack
ServicesCopy
Directory
Callers
List
AP 110
Function Keys
Dial
Pad
Page 2
OR
Q
To pick up a remote extension, dial *13 followed by
the extension of the remote phone.
Q
Press the Answer soft key to use the speakerphone
feature.
The
Hold, Park, Transfr, Flash, Hangup
, and
Conf
soft
keys become available when an incoming call is answered.
Call Waiting
If you are enabled for call waiting and hear the call waiting tone, press the Flash soft key to answer the incoming call and place the first call on hold. The new caller's
ID appears in the display panel.
To return to the first call, press the Hangup softkey.
Placing A Call On Hold
To place a call on hold
Q
Press
Hold
.
To return to the call
Q
P
ress the
Unhold
soft key.
When a call is on hold, the indicator light on your phone
flashes and the phone rings every 90 seconds to remind
you that a caller is waiting.
Transferring A Call
To transfer a call
1 Press the Transfr soft key.
2 Enter the extension (or (9) + outside number) and
hang up the handset or press the Back soft key to
cancel and return to the original caller.
Making A Conference Call
To conference someone into an existing call
1 Press the Conf soft key.
2 Enter the extension (or (9) + outside number) you wish
to add to the conference.
3
Wait for the party to answer and press the
Conf
soft key,
or p
ress the Back soft key to cancel and return to the
original caller.
To add more callers to the conference
1
Press the AddConf soft key and enter the extension
(or (9) + outside number) you wish to add to the conference.
2 Wait for the party to answer and press the Conf key.
3 Repeat until you have added all the desired parties.
Silently Monitoring And Barging In
With the appropriate permissions, you can listen to a call
without being heard, or join a call as a fully conferenced
participant (“barge in.”).
To silently monitor a call
Q
Dial *17, then the extension on which the call is
active.
To barge in on a call
Q
Dial *16, then the extension on which the call is
active.
Answering Calls On Another Extension
To redirect a call coming in on another extension to
your phone
1 Press the Pickup soft key.
2 Press the Ext soft key and enter the extension that is
ringing.
3 Press the OK soft key to connect.
Picking Up The Night Bell
To pick up the night bell
1 Press the Pickup soft key.
2 Press the Night soft key to be connected.
Parking And Unparking Calls
To park an incoming call (internal only)
Q
Press the Park soft key and enter the extension
where you want to park the call OR
Q
Press
Hold
, followed by *11, plus the extension.
To unpark a call
Q
Press the Unpark
soft key
and enter the extension
where the call is parked OR
Q
Press *12 followed by the extension.
Using The Flash Soft Key
Press the Flash soft key to invoke manual operation for
dialing, transferring, conferencing, and parking calls.
Toggling the Hunt Group Status
With the appropriate permissions, you can toggle the
hunt group status from busy to not busy (or vice versa)
by dialing *18. This feature is especially useful when
hunt group members are in a meeting or leave work
early.
Changing Your Greeting
To change your greeting
1 Press the Greetng soft key.
2 At the prompt, use the dial pad to enter your pass-
word.
3 Press the OK soft key. Follow the directions to
record your new greeting.
4 Press the Hangup soft key to exit the process.
Using The Intercom
With the appropriate permissions, you can speak with a
caller hands-free.
1 Dial *15 and enter the extension.
If you are calling an analog phone, the dialed extension
rings. If you are calling an IP phone, your call is immediately active on the speaker of the dialed extension.
NOTE An intercom call overrides all other call handling
modes on the dialed extension.
ShoreTel Voice Mail Telephone User Interface
ShoreTel, Inc. 960 Stewart Drive Sunnyvale, California 94085 Phone: +1.408.331.3300 +1.800.425.9385 Fax: +1.408.331.3333 www.shoretel.com
The ShoreTel logo and ShorePhone are trademarks of ShoreTel, Inc. in the United States and/or other countries. This product is covered by one or more of the following patents: United States
Patent 6,996,059, United States Patent 7,003,091, United States Patent 7,167,486, United States Patent 7,379,540, and United States Patent 7,386,114. ShoreTel, Inc. All rights reserved.
PN 850-1030-04
PRESS
1
2
3
7
8
9
#
Main Menu
Send a Message
Change Mailbox Options
# Accept
Hear Mailbox
Status
Return to
Auto-Attendant
Log Off
Leave Message
Mailbox Greeting
Message Recording
During mailbox greeting,
select from the following
options:
# Bypass greeting
0 Transfer to assistant
1 Forward to recipient’s Find
Me destination
9 Transfer to Auto-Attendant
# Message Options
When leaving a message, select from
the following options:
# Send message
* Cancel
1 Review
2 Re-record
3 Mark/unmark urgent
0 Send message, transfer to assistant
9 Send message, transfer
Listen to Messages
Select one of the following options during or at the end of a message:
5 Reply
1 Reply with a voice mail
2 Reply with a call back
1 Record greeting
2 Set call handling mode
3 Re-assign extension
4 Set password
5 Enable/disable envelope information
6 Record name
7 Listen to deleted messages
8 Remove deleted messages
9 Additional options
1 Record Greeting
Record your greeting for the currently
active mode at the tone. When finished,
press # and select from the following
options:
# Accept 3 Delete
1 Review * Cancel
2 Re-record
3 Re-assign
1 Assign 2 Un-assign
6 Record Name
Record your name at
the tone. When finished,
press # and select from
the following options:
# Accept
3 Delete
1 Review
9 Additional Options
1 Enable or disable Outlook auto-
mated call handling
2 Change email delivery options
3 Change Agent state
5 Change FindMe Forwarding state
* Cancel
2 Email Delivery
1 Disable email delivery
2 Enable email delivery
3 Enable email delivery with voice
message attached
8 Mark voice messages heard
after email delivery
3 Agent State
1 Log in and assign extension
2 Log out
3 Log in without assigning
extension
8 Remove Deleted
1 Confirm
* Cancel
5 FindMe Forwarding
Press either 1 to enable,
or 2 to disable
4 Set Password
Enter password twice in
response to the prompts.
* Cancel
2 Set Call Handling Mode
1 Standard 5 Custom
2 In a meeting 6 No change
3 Out of office * Cancel
4 Extended absence
After message recording, select from
the following options:
# Message options
* Re-record
0 Send message, transfer to assistant
1 Send message, forward to recipient’s
FindMe destination
a) From your own extension, press the VMail soft key,
enter you password, and press #
b) From another extension, press # twice, enter
extension, enter password, and press #
Call your voice mail access
number, enter extension,
enter password, and press #
Refer to “Listen to Messages” for mes-
sage options while listening to saved
messages.
# Conclude Addressing
# Send
1 Mark/unmark urgent
2 Mark/unmark for return receipt
* Cancel
0 Addressing Options
1 Address by name
2 Address by personal distribution list
3 Broadcast
1 Address by Name
Spell the name of the person, last name first.
Press 7 for Q and 9 for Z * Cancel
Note: System returns to Addressing after name is
entered.
2 Address by Personal Distribution
Enter the two-digit personal distribution list number.
* Cancel
Log In: Internal Log In: External
1 Replay
2 Save
3 Delete
8 Pause
9 Move Forward
# Skip
* Cancel
Enter the extension or the system distribu-
tion list to receive the message:
# Conclude addressing
0 Additional addressing options
* Cancel last address
** Cancel
Listen to Saved Messages
Record your message at the tone.
When finished, press # and select
from the following options:
# Accept
1 Review
2 Re-record
4 Forward
2 Reply
3 Play envelope
7 Move Backward
Note: Hanging up sends the message.
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