VTech AM18447, CM18445 User Manual
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CM18445/
AM18447
4-Line
Small Business System
Main Console
User’s manual
Congratulations
on your purchase of this VTech product. Before using this product, please read
the Important safety information.
This user’s manual provides you with the complete installation, setup and
operation instructions.
For customer service or product information, visit our website at
www.vtechphones.com or call 1 (800) 595-9511. In Canada, please dial
1 (800) 267-7377.
Model number: CM18445/AM18447
Type: 4-Line Small Business System Main Console
Serial number:
Purchase date:
Place of purchase:
Both the model and serial numbers of your VTech product can be found on the
bottom of the console.
Save your sales receipt and original packaging in case it is necessary to return
your telephone for warranty service.
Telephones identified with this logo have reduced noise and interference when
used with most T-coil equipped hearing aids and cochlear implants. The TIA-1083
Compliant Logo is a trademark of the Telecommunications Industry Association.
Used under license.
Phone lines
CM18445 console
(Ext. 0)
CM18245 deskset
(Ext. 1, 2, 3...)
CM18045 handset
(Ext. 1, 2, 3...)
IS6100 headset
(Ext. 9, 8, 7...)
TL80133 speakerphone
(Ext. 9, 8, 7...)
DECT
DECT
DECT
DECT
DECT
Introduction
System Overview
The CM18445/AM18447 is the main console of your new 4-line telephone
system. It can be used as a standalone telephone when a single user monitors
up to four telephone lines provided by your telephone service provider.
You can also expand the system by adding a combination of up to nine
cordless handsets (VTech model CM18045/AM18047), cordless desksets
(VTech model CM18245/AM18247), cordless headsets (VTech model IS6100)
and cordless speakerphones (AT&T model TL80133).
As the cordless devices communicate with the console over the wireless DECT
technology, there is no need to plug telephone lines into the cordless devices.
All telephone lines only connect to the console.
Purchase up to nine cordless
accessories:
Cordless handsets (VTech model
•
CM18045/AM18047)
DECT 6.0 expansion desksets
•
(VTech model CM18245/AM18247)
Cordless headsets (VTech model
•
IS6100)
Cordless speakerphones (AT&T
•
model TL80133)
To order them, visit our website at
www.vtechphones.com or call
1 (800) 595-9511. In Canada, please
dial 1 (800) 267-7377.
CM18445/AM18447 console
(Ext. 0)
Optional
corded headset
(purchased
separately)
Optional
cordless
accessories
(purchased
separately)
CM18245/AM18247
deskset
(Ext. 1, 2, 3...)
CM18045/AM18047
handset
(Ext.1, 2, 3...)
IS6100 headset
(Ext. 9, 8, 7...)
TL80133 speakerphone
(Ext. 9, 8, 7...)
NOTES:
Each telephone system contains a maximum of 10 stations, consisting of one console and up to
•
any nine of the mentioned cordless DECT devices. Each station has a unique extension number,
used to identify each device for system operations such as intercom, paging, and call transfer.
Each system supports up to four traditional POTs or PSTN lines. To allow proper operation of
•
the digital answering system and auto attendant, you should connect only one telephone system
to the desired telephone lines.
If you have cordless accessories, for optimum range and better reception, place the console in a
•
central and open location.
Introduction
System Overview
The following pages illustrate two possible scenarios of how your 4-line
telephone system can be setup in your workplace. The actual setup depends
on the environment and settings in your workplace.
Scenario 1
4-single-line connection, with four CM18245/AM18247 desksets and five
CM18045/AM18047 handsets
Your CM18445/AM18447 console is placed in the reception. There are only
single-line wall jacks in your workplace. The 4 single-line cords (model RJ11;
purchased separately) are connected to L1, L2, L3, and L4 jacks of the console
and 4 single-line wall jacks.
Your CM18445/AM18447 console is pre-assigned Ext. 0.
In your workplace, there are four CM18245/AM18247 deskets (Ext. 1, 2, 3, and
4) and five CM18045/AM18047 handsets (Ext. 5, 6, 7, 8, and 9) registered to
the console.
You can use any of the ten stations (Ext. 0, and 1-9) to make and receive a
call with any line from LINE 1, LINE 2, LINE 3, or LINE 4, according to your
preference and need.
NOTE: If your workplace is using two-line wall jacks, please refer to Scenario 2. For three-line wall
jacks, you must first split the lines into 3 single-lines to be connected to L1/2, L2, and L3/4 ports
respectively, or a two-line plus a single line to be connected to L1/2 and L3/4 ports respectively.
Introduction
System Overview
Scenario 2
2-double-line connection, with three CM18445/AM18447 desksets, two CM18045/
AM18047 handsets, two IS6100 headsets, and two AT&T model TL80133 speakerphones
Your CM18445/AM18447 console is placed in the reception. There are twoline wall jacks in your workplace. Two of the telephone line cords provided are
connected to L1/2 and L3/4 jacks of the console and 2 two-line wall jacks.
Your CM18445/AM18447 console is pre-assigned Ext. 0.
In your workplace, there are three CM18245/AM18247 Deskets (Ext. 1, 2, and 3), two
CM18045/AM18047 handsets (Ext. 4 and 5), two IS6100 headsets (Ext. 6 and 7), and
two AT&T model TL80133 speakerphone (Ext. 8 and 9) registered to the console.
You can link IS6100 Headset(s) and/or AT&T model TL80133 speakerphone(s)
to any extensions occupied by the console, and any desket and handset.
You can use any of the ten stations (Ext. 0, and 1-9) to make and receive a
call with any line from LINE 1, LINE 2, LINE 3, or LINE 4, according to your
preference and need.
Before you make or receive a call at IS6100 Headsets or AT&T model TL80133
Speakerphone, you will first need to choose a line at the Main Console or a
specific Deskset/Handset, where the Headsets/Speakerphone are linked.
NOTE: If your workplace is using three-line wall jacks, you must first split the lines into 3 singlelines to be connected to L1/2, L2, and L3/4 ports respectively, or a two-line plus a single line to
be connected to L1/2 and L3/4 ports respectively. Make sure there is no more than total of 4
lines connect to the L1/2, L2, L3/4, and L4 ports; otherwise, the lines cannot function normally.
Parts checklist
Your telephone package contains the following items. Save your sales receipt
and original packaging in the event warranty service is necessary.
User’s manual
Console
Mounting bracket
Quick start guide
Power adapter
Two directory cards
Addendum sheet
(IS6100 & TL80133)
Audio cable
(Music On Hold)
Extension number
label for cordless
headset and
speakerphone
Handset with coiled
cord installed
Four telephone line
cords (4-conductor)
i
i
Table of contents
Installation setup .................................... 1
Insert backup battery ................................2
Assemble your new console .....................3
Connect your new console ....................... 4
Mount your new console (optional) ...........6
Tabletop to wall installation ................... 6
Wall to tabletop installation ....................9
Register devices to your new
console .................................................. 10
Add and register a cordless deskset ......10
Add and register a cordless handset ......11
Add and register other cordless
accessories ......................................... 12
Adding a corded headset (optional) ........13
Answering system basic setup............14
Date and time for messages ...................14
Set date and time ................................ 14
Line mode for unanswered calls ............. 15
Set Line mode ..................................... 15
Auto attendant setup ..............................16
Activate auto attendant ........................16
Number of rings (auto attendant) ........16
Announcement (auto attendant) .......... 17
Auto attendant operation ........................ 21
Using the auto attendant .................... 21
Auto attendant (AA) flow chart ............22
General mailbox setup ............................23
Activate general mailbox ..................... 23
Number of rings (general mailbox) ......23
Announcement (general mailbox) .......24
Announce only setup ..............................26
Activate announce only ....................... 26
Number of rings (announce only) ........26
Announcement (announce only) .........27
Telephone operation basic setup........28
Calls management ..................................28
Ring group ........................................... 28
Call privacy .......................................... 29
Music on hold (M.O.H.) .......................30
Overview ................................................ 33
Console overview ................................... 33
Table 1 - Main menu (Press MENU/
SELECT in idle screen) ........................36
Table 2 - Answering system setup
sub-menu (Select Ans sys setup in
main menu) ......................................... 37
Console screen icons ............................. 39
Alert tones and lights ..............................40
Telephone settings ............................... 41
Console setup .........................................41
Menu settings ......................................41
Ringer volume ..................................... 41
Ringer tone .......................................... 42
Do not disturb (DND) ........................... 42
LCD contrast .......................................43
Key tone .............................................. 43
LCD language .....................................44
Primary line .........................................44
Area codes .......................................... 45
Console name ..................................... 46
Hold reminder ...................................... 46
Dial mode ............................................ 47
User support ........................................ 47
Console info ........................................48
Telephone operation ............................ 49
Console operation ..................................49
Line indicators ..................................... 49
Making and ending a call .....................49
On hook dialing (predialing) ................50
Full-duplex speakerphone ...................50
Answering a call .................................. 50
Temporary ringer silencing .................. 50
ii
Options while on calls ............................. 51
Call waiting ..........................................51
Volume control ....................................51
Mute ....................................................51
Temporary tone dialing ........................51
Hold .....................................................52
Switching between lines ......................52
Recording a call ...................................53
Chain dialing ........................................54
Redial .....................................................55
View the 10 most recently dialed
numbers .............................................. 55
Redial a number ..................................55
Copy a redial entry to directory ...........55
Delete a number .................................. 56
Auto-redial ...........................................56
Conference call .......................................57
Establish a conference call ..................57
Options during a conference call ......... 58
Intercom ..................................................59
Make an intercom call to an extension 59
Answer an intercom call ...................... 59
End an intercom call ............................ 59
Answer an incoming call during an
intercom call ........................................60
Hold an intercom call ........................... 60
Handle an intercom call by the general
mailbox ................................................ 60
Call transfer ............................................ 61
Blind transfer ....................................... 61
Call transfer using intercom .................... 62
Transfer a call and speak to the
receiving party ..................................... 62
Paging ....................................................63
Make a paging call to an extension .....63
Make a paging call to multiple
extensions ...........................................63
Set and edit a group for paging calls ... 64
Delete the group settings ....................64
End a paging call ................................ 64
Speed dial ...............................................65
Assign a speed dial entry .................... 65
Dial a speed dial entry ......................... 67
Delete a speed dial entry .....................67
COVM ..................................................... 68
COVM (central office voicemail) .......... 68
COVM reset .........................................68
Directory ................................................ 69
About the directory .................................69
Capacity ..............................................69
Exit the directory ..................................69
Create directory entries .......................... 70
Create a new directory entry ............... 70
Review directory entries ......................71
Search directory .....................................72
Search by name .................................. 72
Dial, delete or edit entries ....................... 73
Display dial ..........................................73
Delete an entry ....................................73
Edit an entry ........................................ 73
Call history ............................................ 74
About the caller ID ..................................74
Information about caller ID with call
waiting .................................................74
Caller ID information ............................... 75
How the caller ID information works .... 75
Caller ID operation ..................................76
Memory match .....................................76
Missed (new) calls indicator ................ 76
Review the caller ID information ..........76
View dialing options .............................77
Dial a call history entry ........................ 77
Caller ID operation ..................................78
Save a caller history entry to the
directory ..............................................78
Delete entries ...................................... 78
Reasons for missing caller ID
iii
information .............................................. 79
Limited warranty ..................................107
Answering system.................................80
About the answering system ..................80
Answering system capacity .................81
Answering system setup .........................83
Call screening ......................................83
Message length ...................................83
Call intercept .......................................84
Set remote access code ...................... 84
Message alert tone .............................. 85
Voice language ....................................85
Answering system operation ..................86
New message indication .....................86
Call screening ......................................86
Call intercept .......................................86
Message playback ...............................86
Options during playback ...................... 87
Transfer messages ..............................87
Delete all general mailbox messages ..88
Record and deliver memos .................88
Remaining time ...................................88
Remote access ....................................... 89
Technical specifications .....................109
Index .....................................................110
Frequently asked questions.................93
Top questions for installation ...............93
Top questions for operations ............... 94
Top questions for features ...................96
Top questions related to telephone
service providers .................................98
Common cure for electronic
equipment. ...........................................99
Maintenance .........................................100
Important safety information..............101
FCC part 15 ..........................................104
For C-UL compliance only ..................105
iv
Installation setup
Install the console close to the telephone jacks and a power outlet not
controlled by a wall switch. The console can be placed on a flat surface or
vertically mounted on the wall (pages 6-9).
NOTE: If you subscribe to high-speed Internet service (DSL - digital subscriber line) through
your telephone lines, you must install DSL filters between the telephone line cords and the
telephone wall jacks (see page 4 or page 5). The filter prevents noise and caller ID problems
caused by DSL interference. Please contact your DSL service provider for more information
about DSL filters.
Your product may be shipped with a protective sticker covering the console
display - remove it before use.
For customer service or product information, visit our website at
www.vtechphones.com or call 1 (800) 595-9511. In Canada, please dial
1 (800) 267-7377.
Avoid placing the console too close to:
Communication devices such as television sets, VCRs, or other
•
cordless telephones.
Excessive heat sources.
•
Noise sources such as a window with traffic outside, motors, microwave
•
ovens, refrigerators, or fluorescent lighting.
Excessive dust sources such as a workshop or garage.
•
Excessive moisture.
•
Extremely low temperature.
•
Mechanical vibration or shock such as on top of a washing machine or
•
work bench.
1
Getting started
Backup battery installation
To maintain normal system operation in the event of a power failure, please
purchase and install four AA alkaline batteries to this console before use. If
power fails with working batteries installed, all functions work properly except for
the display illumination.
Install the batteries, as shown below:
Press the tab and pull to remove the battery compartment cover. Insert four
1.
AA alkaline batteries (purchased separately) following the polarity markings
in the battery compartment.
Align the cover flat against the battery compartment, then press down until it
2.
clicks into place.
NOTES:
appears steadily on the screen when backup batteries are installed.
•
When the backup battery is running low, the low battery icon displays and flashes on the
•
screen.
2
Installation setup
Assemble your new console
Install the mounting bracket for tabletop use.
1.
Low tabletop position: Insert the fixed tabs of the mounting bracket into slots
and . Press the flexible tabs into slots and until they click into place.
Low tabletop position
High tabletop position: Insert the fixed tabs of the mounting bracket into slots
and . Press the flexible tabs into slots and until they click into place.
High tabletop position
2. Connect the telephone line cord(s) and the power cord to the console.
See the illustration on the next page to connect to four single-line wall jacks;
or see page 5 to connect to two 2-line wall jacks.
3
Installation setup
Connect your new console
Option 1: If you have four single-line wall jacks, install your console, as shown
below.
Line 3 Line 2Line 4
One end of the coiled telephone line cord has already been plugged into the
1.
Line 1
handset. Make sure it is plugged in firmly. Plug the other end of the coiled
handset cord into the left side of the console.
Open the line jack covers and plug one end of the telephone line cords into
2.
the telephone line jacks of the console.
Plug the other end of the telephone line cords into the single-line telephone
3.
wall jacks, as shown above.
Insert the connector of the power adapter to the power jack on the back of
4.
the console.
Connect the plug head of the power adapter to the power outlet that is not
5.
controlled by a wall switch.
Once the installation is successful, you can make and receive calls on the
console. Now, you can also register your cordless devices or start to configure
your console.
NOTES:
Use only the power adapter supplied with this product. To order a replacement power adapter,
•
visit our website at www.vtechphones.com or call 1 (800) 595-9511. In Canada, please dial
1 (800) 267-7377.
If you are installing less than four telephone line cords to the console, plug the telephone line
•
cords in ascending order starting from the L1/2 jack. Avoid having unoccupied telephone jack
between other occupied telephone jacks.
4
Installation setup
Connect your new console
Option 2: If you have two 2-line wall jacks, install your console, as shown below.
Line 1/2Line 3/4
One end of the coiled telephone line cord has already been plugged into the
1.
handset. Make sure it is plugged in firmly. Plug the other end of the coiled
handset cord into the left side of the console.
Open the line jack covers and plug one end of the telephone line cords into
2.
the L1/2 and L3/4 jacks on the back of the console.
Plug the other end of the telephone line cords into the 2-line telephone wall jacks.
3.
Insert the connector of the power adapter to the power jack on the back of
4.
the console.
Connect the plug head of the power adapter to the power outlet that is not
5.
controlled by a wall switch.
Once the installation is successful, you can make and receive calls on the
console. Now, you can also register your cordless devices or start to configure
your console.
NOTES:
Use only the power adapter supplied with this product. To order a replacement power adapter,
•
visit our website at www.vtechphones.com or call 1 (800) 595-9511. In Canada, please dial
1 (800) 267-7377.
A 2-line wall jack supports two telephone numbers in one wall jack. Contact your telephone
•
service provider for details.
The spared L2 and L4 jacks can be connected to non-system telephones, sharing those
•
particular telephone lines. Do not connect a fifth or sixth telephone line to the L2 and L4 jacks as
it is not the intended purpose of those jacks.
5
Installation setup
Mount your new console (optional)
Tabletop to wall installation
To install your console in the wall installation position, make sure you first
unplug the power adapter from the electrical outlet and the telephone line cords
from the wall outlet.
Place your corded handset aside. Use a coin to rotate the handset tab
1.
180 degrees. The protruding edge holds the corded handset when the
console is mounted on the wall.
Protruding edge
Handset tab
2. Press in the direction indicated by the arrows to release and remove the
mounting bracket from the console.
Low tabletop position High tabletop position
3. Place the corded handset back to the console. Plug the small end of the
power adapter cord into the power jack on the back of the console.
6
Installation setup
Mount your new console (optional)
4. Plug the telephone line cords into the wall jacks.
Option 1: If you have four single-line wall jacks, connect the telephone line
cords, as shown below.
Line 1
Line 3Line 2 Line 4
Option 2: If you have two 2-line wall jacks, connect the telephone line cords,
as shown below.
Line 1/2
Line 3/4
7
Installation setup
Mount your new console (optional)
5. Wrap the telephone line cords, as shown below. Mount the telephone on the
mounting plate until it is held securely into position. Plug the large end of the
power adapter into an electrical outlet not controlled by a wall switch.
8
Installation setup
Mount your new console (optional)
Wall to tabletop installation
To return the console from wall installation to tabletop position:
Unwrap the telephone line cords. Remove the console from the wall. Unplug
1.
the telephone line cords from the telephone wall jack and the power adapter
cord from the electrical outlet.
2. Place the corded handset aside. Use a coin to rotate the handset tab
180 degrees.
3. Follow the steps in Console installation on pages 3-5 to install your console
for tabletop use.
9
Register devices to your new console
Add and register a cordless deskset
You can add desksets (CM18245/AM18247,
purchased separately) to your console. Each deskset
must be registered with the console before use.
The desksets are assigned with available extension
numbers starting from 1 in ascending order (1 to 9).
You can register a maximum of nine cordless devices
to the console.
To register a deskset to your console
The CM18245/AM18247 deskset shows 1) Press MENU
on Console ->Registration ->Register Ext. and 2) Press
# on this extension to register. alternately before you
begin registration.
1. On the console, press MENU/SELECT.
2. Press or to scroll to Registration, then press
MENU/SELECT or SKIP .
3. Press MENU/SELECT or SKIP again to select
Register Ext.
4. On the deskset, press #. The deskset shows
Registering....
5. You hear a beep when the registration is successful.
Both the console and the deskset show Deskset X
registered. (X represents the extension number,
ranged from 1 to 9). It takes up to 60 seconds to
complete the registration.
6. Lift the handset. If you hear a dial tone, the registration
was successful.
NOTES:
If the registration is not successful, the console screen displays
•
Registration failed. Try the registration process again.
You can continue to register a second deskset by following step 3
•
on the console and step 4 on the deskset. If no action is taken, the
console will return to idle mode.
CM18245/AM18247:
CM18445/AM18447:
10
Register devices to your new console
Add and register a cordless handset
You can add cordless handsets (CM18045/AM18047, purchased
separately) to your console. Each handset must be registered with
the console before use. The handsets are assigned with available
extension numbers starting from 1 in ascending order (1 to 9).
Make sure the cordless handset is properly installed before you
begin registration. Refer to the user’s manual of the cordless
handset for details. If the handset does not have enough power to
proceed with the registration, you need to charge the new handset
for at least five minutes.
To register a handset to your console
Make sure the CM18045/AM18047 handset is out of the
CM18045/AM18047:
charger and the screen shows 1) Press MENU on Console
->Registration ->Register Ext. 2) Press # on this
extension to register. before you begin registration.
1. On the console, press MENU/SELECT.
2. Press or to scroll to Registration, then press
MENU/SELECT or SKIP .
3. Press MENU/SELECT or SKIP again to select
CM18445/AM18447:
Register Ext.
4. On the handset, press #. The handset shows The handset shows
Registering....
5. The handset beeps once and begins registering to
the console. It takes up to 60 seconds to complete
the registration. There is a beep sound when the
registration is successful. Both the console and the
handset show Handset X registered. (X represents
the extension number, ranged from 1 to 9). It takes up
to 60 seconds to complete the registration.
6. Press a line key (LINE 1 - LINE 4). If you hear a dial
tone, the registration was successful.
NOTES:
If the registration is not successful, the console screen displays
•
Registration failed. Try the registration process again.
You can continue to register a second handset by following step 3 on the console and step 4 on
•
the handset. If no action is taken, the console will return to idle mode.
11
Register devices to your new console
Add and register other cordless accessories
You can add cordless headsets (VTech model IS6100), or cordless
speakerphones (AT&T model TL80133) to the console. The cordless
accessories are sold separately.
Make sure the cordless headset or speakerphone is charged before use. Refer
to the corresponding user’s manual for details. You can register a maximum
of nine cordless devices to the console. The registered cordless headsets and
speakerphones are assigned with available extension numbers starting from 9
in descending order (9 to 1), and they behave as individual stations.
After registration, you have an option to link them with the console, deskset
or cordless handset. As cordless headsets and speakerphones rely on other
stations within the system to make outgoing calls, linking them with other
extensions allows you to make a call handsfree. Besides, information about
which line the cordless headset or speakerphone is operating will display on
the screen of the linked extension.
For details about registration, linking and operations of the cordless accessories,
refer to the separate addendum sheet that comes with the package.
VTech IS6100 AT&T TL80133
12
Register devices to your new console
Adding a corded headset (optional)
You can use this console handsfree when you install any industry-standard
2.5mm corded telephone headset (purchased separately). See page 50 for
instructions on using the corded headset with this telephone.
To add a corded headset to the console
Side view of the console
Lift open and rotate the plastic cover.
1.
Plug a 2.5 mm headset into the CORDED HEADSET ( ) jack on the side of
2.
the console.
NOTE: If you have corded and cordless headsets connected to yourIf you have corded and cordless headsets connected to your
console, the HEADSET button only controls the corded headset.
For more details on the operation of the corded headset, refer to the
user’s manual for the corded headset.
13
Answering system basic setup
Date and time for messages
Set date and time
The answering system displays the date and time of the message while playing
messages. Before using the answering system, follow the steps below to set
the month, day, year and time.
When the console is idle, press MENU/SELECT.
1.
Press or to scroll to Date and time, then press MENU/SELECT or
2.
/SKIP.
Use the dialing keys to enter the month (MM), day (DD) and year (YY), or
3.
press or to increase or decrease the digits, then press MENU/SELECT.
Press /REPEAT or /SKIP to scroll between month, day and year.
Press MENU/SELECT to move to the time setting.
4.
Use the dialing keys to enter the hour and minute, or press or to
5.
increase or decrease the digits, then press MENU/SELECT. Press or to
toggle between am and pm, then press MENU/SELECT. Press /REPEAT or
/SKIP to scroll between the hour (HH), minute (MM) and am/pm.
If you enter digits larger then 12 in the hour field, the system automatically
•
converts to the 12-hour time format.
6. Press MENU/SELECT to save the setting and return to the previous menu.
To exit without making changes, press CANCEL.
NOTES:
If the date and time are not set when a message is recorded, the system does not display date
•
and time on the screen while playing messages.
The date and time settings on the console are synchronized with other extensions automatically.
•
14
Answering system basic setup
Line mode for unanswered calls
Set Line mode
Use this feature to set each of the telephone lines to respond to unanswered
incoming calls in one of the four possible line modes, as shown in the chart below.
Incoming call - the called
line flashes and rings on
every extension
Call not answered -
Line mode becomes active
The caller is prompted to leave a message
Line mode:
Gen MB only
Line mode:
Auto attendant
in the general mailbox, which a person at
any deskset or handset can review.
The general mailbox stores incoming
messages, memos and call conversations
(see pages 86-88 for more information).
Caller can select an extension, leave a
message in the general mailbox or listen to
the user-recorded directory.
When the auto attendant directs a call to
an extension but it is not answered, the
auto attendant prompts the caller to leave a
message for that extension.
Line mode:
Announce only
The answering system plays an
announcement only and then the call
is dropped. You can use the default
announcement or record your own
announcement.
Line mode:
No answer
The system does not respond to the
incoming call. The call rings until the caller
hangs up.
To select the line mode:
When the console is idle, press MENU/SELECT.
1.
Press or to scroll to Line mode, then press MENU/SELECT or /SKIP.
2.
3. Press or to select the desired line (Line 1, Line 2, Line 3 or Line 4) or
All lines, then press MENU/SELECT or /SKIP.
4. Press or to choose the desired line mode (Gen MB only, Auto
attendant, Announce only or No answer).
5. Press MENU/SELECT oror /SKIP to confirm. To exit without making changes,
press CANCEL or /REPEAT.
15
Answering system basic setup
Auto attendant setup
You can set up the auto attendant to answer outside calls, provide callers with
a company directory, direct calls to a specified extension, and enable callers
to record voice messages by forwarding the calls to the console’s general
mailbox. You can use the default announcement or record up to two outgoing
announcements and one directory announcement. For details on how to use
the auto attendant features, see the Auto attendant operation on page 21 of
this user’s manual.
Activate auto attendant
The console displays AuAt above the line key(s) when the auto attendant is
turned on for the particular line(s).
When the console is idle, press MENU/SELECT.
1.
Press or to scroll to Line mode, then press MENU/SELECT or /SKIP.
2.
3. Press or to select the desired line (Line 1, Line 2, Line 3 or Line 4) or
All lines, then press MENU/SELECT or /SKIP.
4. Press or to scroll to Auto attendant, then press MENU/SELECT or
/SKIP.
NOTE: The auto attendant settings, including number of rings and announcement, apply to all
lines where the corresponding line mode is activated.
Number of rings (auto attendant)
Use this feature to set the number of times the system rings before the auto
attendant picks up a call.
When the console is idle, press MENU/SELECT.
1.
Press or to scroll to Ans sys setup, then press MENU/SELECT or
2.
/SKIP.
Press or to scroll to Auto att setup, then press MENU/SELECT or
3.
/SKIP.
Press MENU/SELECT or /SKIP again to select No. of rings.
4.
Press or to choose the desired number of rings (2-7 or Toll saver).
5.
Toll saver - the answering system answers a call after two rings when
•
there are new messages, and after four rings when there are no new
messages. This enables you to check for new messages without paying
for a toll call.
6. Press MENU/SELECT or /SKIP to save the setting and return to the
previous menu.
16
Answering system basic setup
Auto attendant setup
Announcement (auto attendant)
Use this feature to record up to three new announcements so that you
can have different announcements for daytime and after hours, and an
announcement for the company directory. You can easily switch among the
recorded announcements. Each announcement can be up to 90 seconds.
You can record an announcement for daytime recording (Daytime annc) and
an announcement for after hours recording (Night time annc). You can also
record a directory announcement, which provides an extension list of your
company to the caller.
Daytime announcement - The default announcement is “Hello. Thank you
for calling our company. If you know any party’s extension, you may dial it
followed by # (pound key). To leave a message at the general mailbox, press
(star key) twice.”
Night time announcement - The default announcement is “Hello. Thank
you for calling our company. We are currently closed. If you know any party’s
extension, you may dial it followed by # (pound key). To leave a message at
the general mailbox, press (star key) twice.”
Directory announcement - If you have many extensions, record a separate
extension list in the Record directory menu item and reference it in your
auto attendant announcement as shown in Sample announcement 1 below.
If you have only a few extensions, you can list them in the auto attendant
announcement as shown in Sample announcement 2 below without the
separate extension list.
Sample announcement 1: “Hello, you have reached XYZ Corp. Please enter
your party’s extension. To hear a list of extensions, dial # (pound key) twice.”
Sample announcement 2: “Hello, you have reached XYZ Corp. For sales,
press 2 pound; for service, press 3 pound; for shipping, press 4 pound; or
press 0 pound for the receptionist.”
If you have recorded a directory announcement, the caller hears “For
company directory, dial # (pound key) twice” after the daytime or night time
announcement.
17
Answering system basic setup
Auto attendant setup
To record the daytime or nighttime announcement:
When the console is idle, press MENU/SELECT.
1.
Press or to scroll to Ans sys setup, then press MENU/SELECT or
2.
/SKIP.
Press or to scroll to Auto att setup, then press MENU/SELECT or
3.
/SKIP.
Press or to choose Daytime annc, Night time annc, then press
4.
MENU/SELECT or /SKIP.
The pointer (>) indicates whether the default or user-recorded
5.
announcement is used currently. Press or to scroll to User anncment,
then press MENU/SELECT or /SKIP.
If you have recorded your own announcement before, press or to
•
scroll to Change, then press MENU/SELECT or /SKIP.
6. Press MENU/SELECT to start recording. Lift the handset or face the console
to record your announcement.
7. Press MENU/SELECT again to stop recording. You hear the playback of the
recording.
8. Press or to choose OK to save the recording, or choose Change to
record again if desired. Pressress MENU/SELECT or /SKIP.
To record a directory announcement:
Follow steps 1-3 above.
1.
Press or to choose Record directory, then press MENU/SELECT or
2.
/SKIP.
If you have recorded your own announcement before, press or to
•
scroll to Change, then press MENU/SELECT or /SKIP.
3. Press MENU/SELECT to start recording. Lift the handset or face the console
to record your announcement.
4. Press MENU/SELECT again to stop recording. You hear the playback of the
recording.
5. Press or to choose OK to save the recording, choose Change to
record again if desired, or choose Clear to clear the recording. Pressress
MENU/SELECT or /SKIP.
18
Answering system basic setup
Auto attendant setup
To set the start and end time of auto attendant announcement:
You can set the start and end time of the daytime announcement. The system
plays the nighttime announcement in the rest of the time.
When the console is idle, press MENU/SELECT.
1.
Press or to scroll to Ans sys setup, then press MENU/SELECT or
2.
/SKIP.
Press or to scroll to Auto att setup, then press MENU/SELECT or
3.
/SKIP.
Press or to choose Set annc time, then press MENU/SELECT or
4.
/SKIP.
Press /REPEAT or /SKIP to scroll between the hour (HH), minute (MM)
5.
and AM/PM of start time and end time.
Press or to increase or decrease the digits and toggle between am and
6.
pm. You can also press the dialing keys to enter the correct digits.
If you enter digits larger then 12 in the hour field, the system automatically
•
converts to the 12-hour time format.
7. Press MENU/SELECT to save the setting.
NOTE: The start time and the end time of the daytime announcement cannot be the same.
Otherwise, the setting cannot be saved.
19
Answering system basic setup
Auto attendant setup
To play the recorded auto attendant announcement:
When the console is idle, press MENU/SELECT.
1.
Press or to scroll to Ans sys setup, then press MENU/SELECT or
2.
/SKIP.
Press or to scroll to Auto att setup, then press MENU/SELECT or
3.
/SKIP.
Press or to choose Daytime annc, Night time annc or Record
4.
directory, then press MENU/SELECT or /SKIP.
If you choose Record directory, the current announcement plays.
•
If you select Daytime annc or Night time annc, pressress or to scroll
•
to User anncment, then press MENU/SELECT or /SKIP to play the
announcement.
To play and select the default auto attendant announcement:
When the console is idle, press MENU/SELECT.
1.
Press or to scroll to Ans sys setup, then press MENU/SELECT or
2.
/SKIP.
Press or to scroll to Auto att setup, then press MENU/SELECT or
3.
/SKIP.
Press or to choose Daytime annc or Night time annc, then press
4.
MENU/SELECT or /SKIP.
Press MENU/SELECT or /SKIP again to choose Default. The default
5.
announcement plays.
Press MENU/SELECT or /SKIP to save the setting.
6.
To clear the recorded directory announcement:
When the console is idle, press MENU/SELECT.
1.
Press or to scroll to Ans sys setup, then press MENU/SELECT or
2.
/SKIP.
Press or to scroll to Auto att setup, then press MENU/SELECT or
3.
/SKIP.
Press or to choose Record directory, then press MENU/SELECT or
4.
/SKIP.
The current directory announcement plays. Press or to choose Clear,
5.
then press MENU/SELECT or /SKIP to clear the recording.
20
Answering system basic setup
Auto attendant operation
Using the auto attendant
When auto attendant is on, it automatically picks up the ringing line after the
number of rings you programmed (see Number of rings (auto attendant) on
page 16), and plays the appropriate auto attendant announcement. You can
choose from one of the following options.
Enter the extension number you want to call after the auto attendant
•
announcement is played. The system plays, “Please wait.”
If the mailbox of the destination extension is off and user does not pick
up the call after five rings, the system announces, “Extension X is
not available to answer your call right now.” The auto attendant
announcement will replay. If no command is entered after the second
replay of the auto attendant announcement, the call will be dropped.
If the mailbox on the destination extension is on and user does not pick
up the call after the number of rings set in the extension, the extension
announces, “Extension X is not available to answer your call right
now. Please leave a message after the tone,” then you can record a
private message in that extension mailbox.
If the mailbox on the destination extension is on and the Announce
only answer mode is selected, the system announces, “Extension X is
not available to answer your call right now. Please call again later.
Goodbye.”
Press (star key) twice to enter the general mailbox and leave a message.
•
If you have recorded a directory announcement, press # (pound key)
•
twice to play the directory announcement. The caller can enter the desired
extension number anytime during the directory announcement is being
played.
Enter the remote access code when the auto attendant announcement is
•
being played to access the answering system remotely.
If the caller does not enter a command after about five seconds, the auto
attendant announcement will replay. If no command is entered after the second
replay of the auto attendant announcement, the call will be dropped.
21
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