ShoreTel IP 100 Quick Reference

ShoreTel Telephone Quick Reference
IP100/IP100 Multiline
LCD PANEL
Your ShoreTel IP Phone LCD panel displays informa­tion about calls, the operating status of the phone, and labels for the multipurpose soft keys.
Call
Stack
Indicators
Soft Keys
Information Panel
VOICE MAIL
New Voice Mail Indicators
Your phone’s indicator light flashes when your voice mailbox contains unplayed messages
Checking Voice Mail
To check voice mail from your extension
1 Press
2 At the prompt, use the dial pad to enter your pass-
word. (If you have not been assigned a password, use the default password,
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
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.)
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1234.)
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 delet ed messages as if they were newly arrived messages.
To restore a deleted message
Press 2 .
To send a recorded message from voice mail
After recording a message, voice mail asks you to supply an address.
Address the message to individual recipients
by entering their extension numbers
Specify groups of recipients by entering a
distribution list number
To identify a recipient by name, specify a personal
distribution list, or broadcast to all extensions, press and follow the prompts
To mark a message as urgent
After addressing the message and confirming the
addressee(s), press
To forward the message you're reviewing
1 Press 4 and follow the recorded prompts.
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1.
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0
ShoreTel IP 100 Phone
Audio
Control
Keys
Call Stack Keys
Keys manage up to 3 active calls identified in the display panel.
Speaker
Mute
Headset
Function Keys
Volume Keys
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 your callers that your mailbox is full and unable to accept new messages.
(The voice mail system includes recently deleted messages in the total message count.)
If your mailbox is full, first purge any backlog of 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.)
Indicator Light
Flashes to indicate incoming call, message waiting, or arrival of administration message.
Display
LCD Display
Panel
Soft Keys
Functions change depending on labels in display.
Navigation Keys
Delete Key
Intercom Key
Function Keys
Hold Key
Dial Pad
.
Setting Call Handling And Forwarding
NOTE Use ShoreWare 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.
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
Placing Calls
To place an internal call
Pick up the handset or press 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 or press
.
Using A Headset
Plug your headset into the back of your IP phone and
. A headset icon appears in the display status
press area to indicate that the mode is active. Press to return to handset mode.
again
Muting A Call
Press to mute the active call. A mute icon appears in the display status area to indicate that the phone’s microphone is muted. Press
again to turn off muting.
Speed Dialing
If you configured speed dialing in Call Manager, you can make one-touch calls by selecting people or extensions in the display area.
Browse the listing by press­ing the Prev and Next soft keys, or by pressing (Press the close the directory.)
When the person or number you want is selected, press the
Dial
Speed Dial
Press
panel
Cancel
soft key, or press
to display the directory in the display
and.
soft key to
Sel
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ShoreTel Voice Mail Telephone User Interface
Answering Calls
A single ring tone identifies an incoming call from an external number on standard IP100 phones. IP100 Multiline models use multiple ring tones to identify incoming calls. flashing bell icon in one of the display.
If the information is avail­able, the caller’s name and extension or phone num­ber appear on the display.
Press the ToVM soft key to send the caller directly to your voice mailbox.
To answer the call, pick up your handset or press the
Answer soft key.
Call Waiting
If your phone is set up for call waiting, a call waiting tone sounds and the new caller’s ID appears in the dis­play panel.
Press the corresponding call stack button to answer the incoming call. When you pick up the second call, your current call is automatically put on hold, and an [H] appears in the call stack resenting the first call.
To return to the first call, press the call stack button associated with the original call.
Placing A Call On Hold
To place a call on hold, press . An [H] appears in the associated call stack button
To return to the call, press the associated call stack but­ton. While a call is on hold, your phone rings intermit­tently to remind you that a caller is waiting.
Transferring A Call
Press
Press the
Both models signal incoming calls with a
call stack indicators
indicator rep-
.
Transfer
. At the prompt, dial the number and:
Transf
soft key to complete the transfer.
on the
Call 1
Call 2
Call 3
OR
Press the Conslt soft key to speak to the recipient
before transferring. (Your original call is placed on hold.) After consultation, press the Yes soft key to complete the transfer, or press the abandon the transfer and return to the original call.
Making A Conference Call
To conference a third person into a call, press the prompt, dial the third party’s extension and press the
Confrn
soft key to ring the party directly.
Cancel soft key to
Conference
. At
OR
Dial the number and press the Conslt soft key to speak with the recipient before bringing him or her into the conference call. After consultation, press the Yes soft key to initiate the conference call, or press the Cancel soft key to return to the original two-party call.
Joining Calls
If you answer a se call is placed on hold, and the available. Press the way call with the first caller.
cond call during an active call, your first
Join soft key becomes
Join soft key to establish a three-
Answering Calls On Another Extension
To redirect a call coming in on another extension to your phone:
Press the Pickup soft key and enter the extension of
the ringing phone.
Press the Pickup soft key again.
Picking Up The Night Bell
If you have access to the night bell function, press
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. Thi hunt group members are in a meeting or leave work early.
Silently Monitoring And Barging In
With the proper permissions, you can listen to a call without being heard, or join a call as a fully conferenced participant (“barge in”).
s feature is especially useful when
To silently monitor a call
Dial *17, then the extension of the active call.
To barge in on a call
Dial *16, then the extension of the active call.
*14
.
Parking And Unparking Calls
To park an incoming or connected call:
1 Press the Park soft key and enter the extension where
you want to park the call.
2 Press the Park soft key again.
To unpark a call:
1 Press the Unpark soft key and enter an extension.
2 Press the Unpark soft key again.
Using The Intercom
To initiate an intercom call
Intercom
1 Press
and enter the extension.
2 Press the intercom soft key.
NOTE An intercom call overrides all other call handling
Adjusting Display Contrast
To adjust the contrast:
1 Hold down the + andVolume keys, then press 0 on
the dial pad until a second slide bar appears on the display.
2
Use the + and – Volume keys to adjust the display con­trast on the second slide bar.
Press the Flash soft key to return to normal opera­tions.
Log In: Internal Log In: External
5 Reply
Main Menu
PRESS
#
enter password, and press
number, enter extension,
Call your voice mail access ,
enter you password, and press #
a) From your own extension, press the VMail soft key
b) From another extension, press # twice, enter
2 Reply with a call back
1 Reply with a voice mail
9 Move Forward
8 Pause
2 Reply
4 Forward
Select one of the following options during or at the end of a message:
Listen to Messages
2 Save
1 Replay
1
1 Address by Name
extension, enter password, and press #
# Conclude Addressing
* Cancel
# Skip
7 Move Backward
3 Play envelope
3 Delete
entered.
Note: System returns to Addressing after name is
Press 7 for Q and 9 for Z * Cancel
Spell the name of the person, last name first.
* Cancel
2 Mark/unmark for return receipt
1 Mark/unmark urgent
# Send
tion list to receive the message:
Enter the extension or the system distribu-
# Accept
When finished, press # and select
Record your message at the tone.
Send a Message
2
2 Address by Personal Distribution
0 Addressing Options
** Cancel
* Cancel last address
0 Additional addressing options
# Conclude addressing
1 Review
# Accept
from the following options:
Enter the two-digit personal distribution list number.
1 Address by name
2 Re-record
* Cancel
3 Broadcast
2 Address by personal distribution list
1 Enable or disable Outlook auto-
9 Additional Options
Record your name at
6 Record Name
1 Assign 2 Un-assign
3 Re-assign
1 Record Greeting
Record your greeting for the currently
sage options while listening to saved
Refer to “Listen to Messages” for mes-
Listen to Saved Messages
3
mated call handling
2 Change email delivery options
the following options:
press # and select from
the tone. When finished,
4 Set Password
options:
press # and select from the following
active mode at the tone. When finished,
messages.
5 Change FindMe Forwarding state
3 Change Agent state
# Accept
Enter password twice in
1 Review * Cancel
# Accept 3 Delete
Change Mailbox Options
* Cancel
1 Review
3 Delete
response to the prompts.
2 Re-record
1 Record greeting
* Cancel
3 Re-assign extension
2 Set call handling mode
7
2 Enable email delivery
1 Disable email delivery
2 Email Delivery
1 Confirm
8 Remove Deleted
Press either 1 to enable,
5 FindMe Forwarding
2 Set Call Handling Mode
1 Standard 5 Custom
7 Listen to deleted messages
6 Record name
5 Enable/disable envelope information
4 Set password
8 Mark voice mail heard
after email delivery
* Cancel
or 2 to disable
3 Out of office * Cancel
2 In a meeting 6 No change
8 Remove deleted messages
9 Mark voice mail unheard
4 Extended absence
9 Additional options
after email delivery
1 Log in and assign extension
3 Agent State
# Message Options
Message Recording
Mailbox Greeting
Leave Message
Log Off
8
extension
3 Log in without assigning
2 Log out
2 Re-record
1 Review
* Cancel
# Send message
the following options:
When leaving a message, select from
1 Send message, forward to recipient’s
0 Send message, transfer to assistant
* Re-record
# Message options
the following options:
After message recording, select from
1 Forward to recipient’s
0 Transfer to assistant
# Bypass greeting
options:
select from the following
During mailbox greeting,
Hear Mailbox
Auto-Attendant
Return to
#
9
9 Send message, transfer
0 Send message, transfer to assistant
3 Mark/unmark urgent
FindMe destination
Note: Hanging up sends the message.
FindMe destination
9 Transfer to Auto-Attendant
Status
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
PN 850-1040-01