ShoreTel 480 User Manual
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ShoreTel 480 User Manual

Shoretel ip phone 480/480g user guide
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ShoreTel IP Phone 480/480g

User Guide

August 2013

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Summary of Contents for ShoreTel 480

  • Page 1: User Guide

    ShoreTel IP Phone 480/480g User Guide August 2013...

  • Page 2: Version Information

    ShoreTel, ShoreTel (and logo), Brilliantly Simple, Brilliantly Simple Communication, ShoreGear, ShorePhone, and ShoreWare are registered trademarks of ShoreTel, Inc. in the United States and/or other countries. The ShoreTel logo is a trademark of ShoreTel, Inc. in the United States and/or other countries.

  • Page 3: Table Of Contents

    Overview of the ShoreTel IP Phone 480/480g ........
  • Page 4 Problems and Solutions ............66 User Guide ShoreTel IP Phone 480/480g...
  • Page 5 Rebooting Your Phone ............67 ShoreTel IP Phone 480/480g...
  • Page 6 Table of Contents User Guide ShoreTel IP Phone 480/480g...

  • Page 7: Before You Start

    Before You Start The following sections provide an overview of this book: About This Book......................Organization ......................Conventions......................Related Documents ....................ShoreTel IP Phone 480/480g User Guide...

  • Page 8: About This Book

    Before You Start About This Book About This Book This book is intended for those who use the ShoreTel IP Phone 480/480g. It describes the phone’s features and how to use the phone. Organization This document is divided into the following chapters:...

  • Page 9: Chapter 1 Getting Started

    CHAPTER Getting Started This chapter provides an introduction to the ShoreTel IP Phone 480/480g. It contains the following information: Overview of the ShoreTel IP Phone 480/480g ............Your Phone’s Display..................Call Appearance Buttons and Programmable Buttons ........Soft Keys ......................
  • Page 10 Placing a Call on Hold or off Hold............... Answering and Switching Among Multiple Calls..........Diverting an Incoming Call to Voicemail or Another Number......Transferring a Call ....................Answering and Switching Among Multiple Calls..........Parking and Unparking Calls ................User Guide ShoreTel IP Phone 480/480g...

  • Page 11: Overview Of The Shoretel Ip Phone 480/480G

    Overview of the ShoreTel IP Phone 480/480g Getting Started Overview of the ShoreTel IP Phone 480/480g Welcome to your ShoreTel™ IP phone! Figure 1 provides an overview of the IP480/480g phone components. Figure 2 on page 10 shows the ports on the back of the phone.

  • Page 12: Your Phone's Display

    Figure 2: Ports on the Back of the IP Phone 480/480g Your Phone’s Display The display screen on your ShoreTel IP phone shows your name and extension, call handling mode, call appearance buttons, workgroup agent status, programmed buttons, and other information.

  • Page 13: Call Appearance Buttons And Programmable Buttons

    Context-sensitive keys let you perform actions based on the phone’s status and the call type. Figure 3: Elements on the Display of the IP Phone 480/480g Call Appearance Buttons and Programmable Buttons Your phone features eight call appearance buttons that show incoming, active, or held calls. These buttons can also be programmed to speed dial a number or perform one-button call functions such as silent monitor.

  • Page 14: Your Phone's Backlight Operation

    Setting up Your Phone To use all the functions of your ShoreTel IP phone, your phone needs to be assigned to you and you need to know your password for the voicemail system. You can determine if your phone is assigned to...

  • Page 15: Assigning Your Extension To The Phone

    Your phone displays your name and extension. Logging in to the Voicemail System If you are a new user in the ShoreTel system, you need to log in to the voicemail system to record your name and personal greeting. For details, see Logging in to Voicemail from Your Phone on page 55.

  • Page 16: Operating Your Phone

    To place a call, you can use the handset, the speakerphone, or a headset. Using the Handset to Place a Call 1. To place a call, pick up the handset and dial a phone number. 2. To end the call, hang up the handset. User Guide ShoreTel IP Phone 480/480g...

  • Page 17: Answering Calls

    To answer a call, you can use the handset, the speakerphone, or a headset. Depending on how you set your automatic off-hook preference or how your administrator set this option in ShoreTel Director, you can also answer a call through your speakerphone or headset using either of the following methods: Press the blinking green call appearance button.
  • Page 18 2. To end the call, do one of the following: If you use a wired headset, press the button again.  If you use a wireless headset, put your headset into the on-hook position.  button is no longer illuminated. User Guide ShoreTel IP Phone 480/480g...

  • Page 19: Adjusting The Ring And Listening Volume

    5. Press the Exit soft key. Muting a Call To mute a call so that the caller doesn’t hear you, press the button.  The LED on the button is illuminated in red when the mute is active. ShoreTel IP Phone 480/480g User Guide...

  • Page 20: Guide To The Icons Displayed On Your Phone

    Guide to the Icons Displayed on Your Phone Your ShoreTel IP Phone 480/480g displays icons for phone status and features. These icons are described in the following tables: Title bar icons on the phone’s main screen are described in Table ...
  • Page 21 .25 seconds off Green, steady The call is on hold remotely. Programmed button (left) Orange, steady The designated extension for the programmed button (left) has a “do not disturb” call handling mode active. Programmed button (right) ShoreTel IP Phone 480/480g User Guide...
  • Page 22 .1 seconds off/.2 and has a call on hold. seconds on/.5 seconds Green, .2 seconds on/ The monitored extension is in a connected call .1 seconds off/ and is receiving another call. .7 seconds on/1 second User Guide ShoreTel IP Phone 480/480g...
  • Page 23 Red, steady The call is being recorded, and the recording operation was initiated through ShoreTel Communicator and the recording mailbox is not the user’s own mailbox. Red, steady Whisper page mute is active.

  • Page 24: Using Voicemail

    The user’s extension is on hold or has a call parked on it. Do not disturb On a call Using Voicemail To access your voicemail messages, press the Voicemail button. For complete details about voicemail, see Chapter 4, Using Voicemail on page 49. User Guide ShoreTel IP Phone 480/480g...

  • Page 25: Using The Directory

    In addition, if your ShoreTel administrator has added detailed contact information to the system, you can see information in the Directory such as a person’s email address, alternate phone numbers, and alternate contacts.

  • Page 26: Accessing Speed Dial Numbers In The Directory

    Accessing Speed Dial Numbers in the Directory If the ShoreTel administrator has enabled presence for the user, the presence icon in the Directory indicates the current status of the person you want to call. For details about the presence icons, Table 4 on page 22.

  • Page 27: Using The Intercom Through Directory

    The phone calls the voice mailbox of the person you selected. Sending a Whisper Page through Directory If your ShoreTel administrator has given you the necessary permissions, you can break into an active call to speak with someone on an internal extension without the remote caller hearing the interruption.

  • Page 28: Using The Call History Viewer

    (To scroll quickly, press and hold a navigation key.) 3. To filter the calls in your call history, do the following: a. Press the More soft key. b. Press the Filter soft key. User Guide ShoreTel IP Phone 480/480g...

  • Page 29: Placing A Call Using The History Viewer

    Deleting a Call from the History Viewer 1. Press the History button. 2. Press the More soft key. 3. Use the navigation keys to scroll through the History list until the call you want to delete is highlighted. ShoreTel IP Phone 480/480g User Guide...

  • Page 30: Interacting With Calls

    Answering and Switching Among Multiple Calls With the appropriate permissions (set by your ShoreTel administrator), you can receive up to 16 incoming calls at once. You are alerted to an incoming call with one or more of the following indicators: If you receive the call while you are on another call, you hear a beep on the call.

  • Page 31: Diverting An Incoming Call To Voicemail Or Another Number

    Diverting an Incoming Call to Voicemail or Another Number Whether your phone is idle or you are engaged in a call, you can send an incoming call to your voice mailbox or to another number without answering it. ShoreTel IP Phone 480/480g User Guide...

  • Page 32: Transferring A Call

    The call is transferred to the designated number. To do a consultative transfer: 1. While engaged in a call, press the Transfer button. 2. Dial the number you want to transfer the call to. User Guide ShoreTel IP Phone 480/480g...

  • Page 33: Parking And Unparking Calls

    The parked call is returned to your extension. Picking up an Incoming Call for Another Extension With the appropriate permissions (set by your ShoreTel administrator), you can pick up a call that is ringing on another extension. 1. If you want to answer a call coming in to another phone, press the Pickup soft key.
  • Page 34 Getting Started Picking up an Incoming Call for Another Extension User Guide ShoreTel IP Phone 480/480g...

  • Page 35: Chapter 2 Customizing Your Phone

    CHAPTER Customizing Your Phone This chapter provides instructions for customizing your ShoreTel IP Phone 480/480g. It contains the following information: Overview of Customizing Your Phone............... Configuring Programmable Buttons ................Understanding Call Handling Modes................. Changing Your Active Call Handling Mode ............

  • Page 36: Overview Of Customizing Your Phone

     you can configure programmable buttons to dial an extension or external number with one touch. Your ShoreTel administrator can assign a variety of special functions such as call monitoring or  silent coach to your call appearance buttons to provide a fast way to perform functions by pressing just one button instead of several.

  • Page 37: Understanding Call Handling Modes

    With your phone, you can configure options for each call handling mode, such as call forwarding destinations, number of rings, and simultaneous ring. (You can also configure these options in ShoreTel Communicator.) ShoreTel IP Phone 480/480g User Guide...

  • Page 38: Changing Your Active Call Handling Mode

    Edit soft key. 5. Specify when to forward calls by pressing the Edit soft key, using the navigation key pad to scroll to and highlight one of the following values, and pressing the OK soft key: User Guide ShoreTel IP Phone 480/480g...

  • Page 39: Changing Your Automatic Off-Hook Preference To Headset

    6. For the Simulring option, select On or Off depending on whether you want the phones that you have configured through ShoreTel Communicator to ring simultaneously with your extension. (However, if you choose to always forward calls to another number, your extension does not ring.) 7.

  • Page 40: Changing The Ringtone

    By default, your phone uses the time zone specified by the voice switch that controls it. You can override the default time zone to specify another time zone. 1. Press the Options soft key. User Guide ShoreTel IP Phone 480/480g...

  • Page 41: Enabling Simultaneous Ring

    The time displayed on your phone screen matches the default time zone. Enabling Simultaneous Ring If your ShoreTel administrator has configured simultaneous ring capability for your phone, you can designate up to two other phones to ring simultaneously when your phone rings. This is useful if you are away from the office and want any calls to your extension to also ring a mobile or other phone number.

  • Page 42: Enabling Handsfree Mode To Suppress Dial Tone For Off-Hook Headsets

    4. Press the Edit soft key. 5. Press the navigation key to highlight the workgroup agent state that you want to change to, as follows: To log in, highlight Login and press the OK soft key.  User Guide ShoreTel IP Phone 480/480g...

  • Page 43: Enabling Or Disabling Simultaneous Ringing On Additional Phones

    ShoreTel Communicator, or your ShoreTel administrator can configure this capability for you. After these additional phones are configured, you can enable or disable simultaneous ringing for these phones by using soft keys on your phone.

  • Page 44: Moving A Call To Another Phone

    The additional phones ring, and the call is moved when you answer one of the additional phones. To move an in-progress call from an additional phone to your desk phone, press the Move soft key  on your desk phone. The call is moved to your desk phone without ringing. User Guide ShoreTel IP Phone 480/480g...

  • Page 45: Chapter 3 Using Advanced Features

    CHAPTER Using Advanced Features This chapter provides instructions for using the advanced features of the ShoreTel IP Phone 480/480g. It contains the following information: Making a Conference Call..................Using the Join Feature to Conference Active Calls........... Using the Intercom ....................

  • Page 46: Making A Conference Call

    A conference call involves more than two parties connected in a call. The number of people you can conference together in a call using your Conference button depends on your system configuration. Contact your ShoreTel administrator for the details about your system’s conference capabilities. You can set up a conference call using either of the following approaches: In a blind conference call, you conference the people together without the other person first ...

  • Page 47: Using The Join Feature To Conference Active Calls

    The Intercom function allows you to connect with another party without ringing the party through a call line. To use this feature, you and the other party must use ShoreTel IP phones and have the necessary permissions enabled by your ShoreTel administrator.

  • Page 48: Paging

    To use either type of paging function, your ShoreTel administrator must give you access. To send a page: 1. Dial the number your ShoreTel administrator provided and wait for the confirmation tone, and then begin speaking into the handset. 2. Hang up when you are finished.
  • Page 49 You might also be able to use the monitored extension button to quickly dial that extension, depending on how your ShoreTel administrator has configured the button. Page You can access the overhead paging extension at your site.
  • Page 50 Whisper Page Mute If you receive a whisper page, you can speak privately to the person who is speaking to you through the whisper page. User Guide ShoreTel IP Phone 480/480g...

  • Page 51: Using Voicemail

    Sending Messages from Voicemail ................Leaving a Message and Using Message Options............. Using Mailbox Options ....................Recording Your Name ..................Recording a Personal Greeting ................Setting Your Password ..................Assigning Your Extension to a Phone..............ShoreTel IP Phone 480/480g User Guide...
  • Page 52 Listening to Your Deleted Messages ..............Removing Deleted Messages................Enabling or Disabling Automated Call Handling in Outlook........ Enabling or Disabling a Notification Profile............Changing the Workgroup Agent State ..............Enabling or Disabling Find Me Forwarding............User Guide ShoreTel IP Phone 480/480g...

  • Page 53: Voicemail Overview

    A blinking red light in the upper right corner of your phone and the icon at the top of your phone’s display screen indicate that you have unheard voicemail messages. With the ShoreTel IP Phone 480/ 480g, you an access your voicemail messages using either of the following methods: Visual voicemail, available using your phone’s interface, lets you see details about your messages...

  • Page 54: Interacting With Messages In Visual Voicemail

    4. Do one of the following to listen to your messages. (You will not hear dial tone.) If you want to listen to your messages with the handset, pick up the handset.  User Guide ShoreTel IP Phone 480/480g...

  • Page 55: Viewing Saved Messages In Visual Voicemail

     Note If your ShoreTel system is configured to notify you that new or saved messages will be deleted after a certain number of days, you receive this type of notification as a message in your visual voicemail inbox. The notification appears as a message from yourself. When you select the message, the notification is displayed as a warning in a pop-up message on the phone rather than played as an audio file.

  • Page 56: Deleting Messages In Visual Voicemail

    4. With the message highlighted, press the Delete soft key. The message is deleted. 5. For each message that you want to delete, repeat steps 3-4. 6. When you’re finished deleting messages, press the Exit soft key. User Guide ShoreTel IP Phone 480/480g...

  • Page 57: Using The Voicemail System

    The first time you log into the voicemail system, you are prompted to record your name. Logging in to Voicemail from Another Extension You can log in to the voicemail system from another extension in your ShoreTel system, whether it is an IP phone or an analog phone.

  • Page 58: Interacting With New Messages In The Voicemail System

    Interacting with New Messages in the Voicemail System Logging in to Voicemail from an External Phone 1. Dial the voicemail access number provided by your ShoreTel administrator. 2. At the prompt, press # and then dial your extension. 3. Enter your password, and then press #.

  • Page 59: Listening To Saved Messages

    To review the message, press 1.  To rerecord the message, press 2.  4. After you are satisfied with your recording, press # to finish recording. 5. At the prompt, enter the recipient’s extension. ShoreTel IP Phone 480/480g User Guide...

  • Page 60: Leaving A Message And Using Message Options

    To send the message and transfer to an assistant, press 0.  To send the message and transfer to the auto-attendant, press 9.  To send the message and forward it to the recipient’s Find Me destination (if enabled), press 1.  User Guide ShoreTel IP Phone 480/480g...

  • Page 61: Using Mailbox Options

    Recording a Personal Greeting 1. Log in to voicemail. 2. Press 7 to access mailbox options. 3. Press 1 to record a personal greeting. Note The personal greeting is linked to the active call handling mode. ShoreTel IP Phone 480/480g User Guide...

  • Page 62: Setting Your Password

    This feature is helpful if you are using someone else’s office and phone temporarily. Depending on how your phone was configured, you can also use your phone or ShoreTel Communicator to assign or unassign an extension.

  • Page 63: Changing Your Call Handling Mode

     For Extended Absence Mode, press 4.  For Custom mode, press 5.  For enabling or disabling calling additional phones (configured by your ShoreTel  administrator), press 6. To cancel, press *.  The call handling mode stays in effect until you change it. However, if Outlook automated call handling is active, Outlook modifies your call handling mode based on your status.

  • Page 64: Removing Deleted Messages

    For the workgroup agent state icons and descriptions, see Table 1 on page 18. 1. Log in to voicemail. 2. From the voicemail Main Menu, press 7 to access mailbox options. 3. Press 9. User Guide ShoreTel IP Phone 480/480g...

  • Page 65: Enabling Or Disabling Find Me Forwarding

    However, you hear the option to enable or disable Find Me forwarding only if it is configured in one of the following ways: Your ShoreTel administrator enabled the Find Me option for you, and you configured a Find Me ...
  • Page 66 Using Voicemail Using Mailbox Options User Guide ShoreTel IP Phone 480/480g...

  • Page 67: Chapter 5 Troubleshooting

    CHAPTER Troubleshooting This chapter provides information to help you diagnose and address problems with your phone. It contains the following information: Problems and Solutions .................... Viewing Phone Information ..................Rebooting Your Phone ....................ShoreTel IP Phone 480/480g User Guide...

  • Page 68: Problems And Solutions

    “n” number of messages, where “n” is a countdown from 10 to 0. This message is played each time you log into the voicemail system until you delete enough messages to reduce the number of messages below the threshold. User Guide ShoreTel IP Phone 480/480g...

  • Page 69: Viewing Phone Information

    While it is also possible to reboot your phone by unplugging the Ethernet cable from the back of your phone and plugging it in again, the preferred method is the one described in this procedure because it maintains the PC connection. ShoreTel IP Phone 480/480g User Guide...
  • Page 70 Troubleshooting Rebooting Your Phone User Guide ShoreTel IP Phone 480/480g...

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