ShoreTel 530 User Manual
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ShoreTel 530 User Manual

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ShoreTel 530/560/560g IP Phone
User Guide

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Summary of Contents for ShoreTel 530

  • Page 1 ShoreTel 530/560/560g IP Phone User Guide...

  • Page 2: Version Information

    Document and Software Copyrights Copyright © 1998–2010 by ShoreTel, Inc., Sunnyvale, California, U.S.A. All rights reserved. Printed in the United States of America. Contents of this publication may not be reproduced or transmitted in any form or by any means, electronic or mechanical, for any purpose, without prior written authorization of ShoreTel, Inc.

  • Page 3: Table Of Contents

    Contents GETTING STARTED ..........5 Your Phone's Display .
  • Page 4 Manually Configuring a ShorePhone ......34 Configuring the User Name and Password ..... . . 35 Programmable Custom Buttons .

  • Page 5: Getting Started

    Speaker, and Headset keys illuminated when functions are active. NOTE This User Guide also applies to IP 530 Phone. The older 530 model has three plain custom keys while the IP 560/560g models have six custom keys with LEDs embedded.

  • Page 6: Your Phone's Display

    Your Phone's Display Your ShoreTel IP phone's display shows your name and extension, call handling mode, call appearance, monitored extensions, calls, duration of call, voice messages, date and time, soft key functions, and your phone’ s operating status. ShoreTel 560/560g Idle Display...

  • Page 7: Guide To Status Icons

    Guide to Status Icons Your ShoreTel IP phone offers icons to help indicate the operational state of the device. The table below provides information about these icons, as well as additional information about the LED colors and blink patterns associated with the various operational states.
  • Page 8 Blink LED Color and Icon State Icon Blink Pattern Whisper Page Call Steady on Active Call Whisper Muted Steady on Extension Monitor States Idle Orange Idle and DND Steady on Idle and Message Waiting Orange Idle, Message Waiting and DND Steady on Green Offering Call...
  • Page 9 Blink LED Color and Icon State Icon Blink Pattern Orange Picked up Monitored Ext. Call 200ms on, 100ms off, and Held + Monitor Ext on 200ms on, 500ms off Active Call Orange Picked up Monitored Ext. Call + 200ms on Monitor Ext held Active Call Green 800ms on...
  • Page 10 Blink LED Color and Icon State Icon Blink Pattern Green (Pickup, Pick/Unpark, Pickup 1000ms on, 1000ms off NightBell Only) Offering Orange (Unpark, Pick/Unpark Only) Held/ 250ms on, 250ms off Parked Toggle Functions (Record, Whisper Mute) Function Off Orange Function Available Steady on Orange Record Active...

  • Page 11: Logging In

    You are now logged in. Your phone can receive calls, and you can check for new messages. With appropriate permissions (set by your system administrator), you can log into any ShoreTel IP phone on your network to assign your extension to that phone.

  • Page 12: Managing Calls - Basic Features

    To end a call, press the Headset button again. The figure below shows the information that appears on your ShoreTel 560/ 560g IP phone when an outbound call is placed. Note that the soft key functions at the bottom of the window are different from those that appear when the phone is idle –...

  • Page 13: Answering Calls

    A double ring signals an internal call, while a single ring signals an external call. On ShoreTel 560/560g phones, the call key also blinks green. If the information is available, the caller’ s name, number, and the incoming call icon appear on your display, as shown in the figure below.

  • Page 14: Using The Headset

    Using the Headset To answer a call, press the Headset button . The LED in the button lights green. To end a call, press the Headset button again. Sending a Call to Voice Mail When an incoming call arrives, a To VM soft key becomes available, as shown in the figure on the previous page.

  • Page 15: Transferring A Call

    Transferring a Call To transfer a call from your extension to another number: Transfe r Step 1 Press the Transfer button . The call is put on hold. Step 2 At the prompt, dial the number (or press the extension's custom key, or use the Directory to find the party), then do one of the following: Complete a blind transfer by hanging up or by pressing...

  • Page 16: Using The Intercom

    The Intercom function allows you to connect with another party without ringing the party through a call line. Both you and the recipient must be using a ShoreTel IP phone and have permission to use this feature (set by your system administrator). To intercom another party:...

  • Page 17: Redialing And Checking Missed Calls

    Redialing and Checking Missed Calls You can use the Redial function to dial not only the last number you called, but the last several calls you made and received, including those you missed (denoted by the icon). The date and time information appears directly above the soft keys for the selected call.

  • Page 18: Audio Controls

    AUDIO CONTROLS Adjusting Ring Tone Volume To adjust the ring volume, while the handset is on hook and the speakerphone is off, press on the volume button. By pressing repeatedly, you can turn the ringer volume off. Adjusting Handset Volume To adjust the handset volume, while the handset is off hook, press on the volume button.

  • Page 19: Voice Mail

    VOICE MAIL A steadily flashing light on your phone’ s right-most upper corner and stutter dial tone signifies that you have unheard messages. The number of unheard messages appears on the idle screen of your phone’ s display by the icon Logging Into the Main Menu Voice Mai l To log in to the main voice mail menu, press the Voice Mail button...
  • Page 20 Choose one of the following options: Reply with a voice message Reply with a call back Return to the previous menu Hear envelope information (time and date sent) Move backward While listening to a message, you may “rewind” to several seconds earlier in the message.
  • Page 21 After the message is addressed, if desired, you can press: Mark / unmark urgent Request return receipt Listening to Saved Messages From the Main Menu, you can listen to saved messages by pressing To interact with saved messages, press any one of the options under “Listening to and Interacting with New Messages”...
  • Page 22 Reassign extension If you have the proper permission, you can assign your extension to any phone. The following options are available: Assign the extension Unassign the extension (The phone reverts to the extension originally assigned to it.) To assign to your extension to your last external number. Set your password Enter your new password, followed by and repeat to confirm.
  • Page 23 The following options are available: Confirm Cancel Additional options The following additional options are available: Enable or disable Outlook automated call handling Change e-mail delivery options Disable e-mail delivery Enable e-mail delivery Enable e-mail delivery with voice message attached Mark voice messages heard after e-mail delivery Change agent state Log in and assign extension Log out...

  • Page 24: Leaving A Message And Message Options

    Leaving a Message and Message Options When your call is sent to voice mail, you may leave a message when prompted, or you can use one of the following options while listening to the mailbox greeting: Bypass greeting and leave a message, then hang up to send it. Transfer to assistant.

  • Page 25: Options

    OPTIONS Changing Call Handling Mode and Forwarding NOTE Use Personal Call Manager or Web Access 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, including four “Do Not Disturb”...
  • Page 26 Asterisk indicates that this is the current mode. Step 4 When the desired mode is selected, press the OK soft key and then the Done soft key. NOTE You can "one-touch" toggle between Standard and In a Meeting by using the Mode soft key (located on the phone display) without having to log in under the Options button.

  • Page 27: Changing Automatic Off Hook Preference

    Changing Automatic Off Hook Preference ShoreTel users who frequently use a headset may want to use the Automatic Off Hook Preference feature to select which audio path (speakerphone or headset) is automatically activated when placing or receiving calls. You can control the call activity with Personal Call Manager.

  • Page 28: Changing Ring Tone

    Changing Ring Tone You can choose between four distinctive ring tones to help you distinguish your phone from neighboring phones. Options Step 1 Press , enter your password, and press the OK soft key. Step 2 Scroll to select the Change Ring option. Step 3 Press the Edit soft key.

  • Page 29: Programming Your Custom Buttons

    Programming Your Custom Buttons You can program the custom buttons on your IP 560/560g phone as shortcuts to operations that would normally require pressing two or three buttons to accomplish the same task. To program the custom buttons on your IP 560/560g phone, follow the procedure below: NOTE Contact your system administrator to verify that you have permissions...
  • Page 30 longer than five characters that will remind you of the new function of the custom button. NOTE When in alphabet mode, press the appropriate key on the dial pad multiple times to scroll through the alphabet letters associated with that key. Example: For the letter ‘C’ you would press the #2 digit three times on the dial pad.

  • Page 31: Changing The Agent State

    Changing the Agent State If you are a member of a workgroup and you need to log in to the workgroup at the start of your day, or log out to take a break, you can change your agent state via the IP 560/560g interface. Note that the Agent State option is only available if your PCM client type is one of the following: Workgroup Agent, Workgroup Supervisor, or Operator.

  • Page 32: Enabling Or Disabling Handsfree Mode

    Enabling or Disabling Handsfree Mode Handsfree mode is for analog telephone users who are using headsets. NOTE IP phone users should instead choose the Auto Off-Hook Preference. See “Changing Automatic Off Hook Preference” on page 27 for more information. With handsfree mode enabled, you can place or receive calls by using a headset or the speakerphone, and you can stay off-hook and dial tone will not be played.

  • Page 33: Directory

    DIRECTORY You can use the Directory to find phone numbers on your network by pressing Di rector y , then: Press the keys that correspond with the first few letters of the extension's • owner's first or last name to have the Directory narrow the number of entries for you.

  • Page 34: Managing Calls - Advanced Features

    VPN Phones VPN Phone that provides secure audio communications for ShorePhones located remotely from ShoreGear switches through open VPN SSL tunnels. To support VPN phone, ShoreTel provides two VPN Concentrators capable of supporting up to 100 calls through VPN tunnels.

  • Page 35: Configuring The User Name And Password

    SETUP translates numerically to 73887 Step 2 Enter the phone’ s password, followed by #. Step 3 Press the # button to step through the phone options. Configuring the User Name and Password The user name and password is stored in non-volatile RAM on the phone. Power cycling and normal phone operations have no effect on the stored name and password.
  • Page 36 Please see “Overhead Paging” on page 44 and “Using Group Paging” on page 45 for more information. Park – The ShoreTel system allows users to park a connected call on • another extension. Please see “Parking and Unparking Calls” on page 45 for more information.
  • Page 37 Pickup – The ShoreTel system allows users with proper permission to • pick up a ringing extension. Pickup Night Bell – The ShoreTel system allows calls to route to an • extension that will ring on an overhead speaker. This feature can be convenient for off-hours when a caller needs to speak with anyone at a site.

  • Page 38: Bridged Call Appearances

    Please see “Transferring a Call” on page 15 for more information. Transfer to Mailbox – The ShoreTel system allows you to transfer a call • directly to another party's mailbox. Please see “Diverting a Call” on page 14 for more information.

  • Page 39: Silent Monitor / Barge In

    The specified user is the only call participant that can hear the initiator. A Telephony Class of Service assigns Silent Coach rights. Silent Coach can be initiated through various ShoreTel IP Phones. To perform a Silent Coach from a ShorePhone programmable button, press the...

  • Page 40: Shared Call Appearence

    Enter the *22 code, followed by the number of the target extension. • ShoreTel phones display softkey options while a Silent Monitor option is active. The following figure displays the ShorePhone 560 Telephone User Interface for a user that initiated a Silent Coach session.

  • Page 41: Programmable Buttons

    or more assistants to manage inbound calls and initiate outbound calls for an executive. Programmable Buttons Executives and Assistant users access aBCAs and the hotline circuit from Call Manager or ShorePhones through programmable buttons configured for Bridged Call Appearances. Buttons for Executive Extensions are not configurable as Call Appearances.

  • Page 42: Extension Monitoring

    Additionally, you can see when the monitored extension has unheard messages by the icon. The ShoreTel 560/560g phone displays icons in the monitored extension's label area to help you determine the operational status of the monitored extension.

  • Page 43: Answering A Monitored Extension's Call

    Answering a Monitored Extension's Call In addition to the visual cues the monitored extension's icons and custom key LED provide, you will also hear a different ring when a call comes in, and if you're on a call, you will hear a higher pitched call waiting tone. An incoming call for a monitored extension appears on your phone like this (below): Monitored...

  • Page 44: Picking Up The Night Bell

    any other phone (e.g., IP100, SoftPhone, or analog phone) the call will appear as a second incoming call. NOTE If you use the Whisper Page feature often, you should have your system administrator configure a custom key to provide one-button Whisper Page operation.

  • Page 45: Using Group Paging

    By dialing the paging group extension associated with those users, you can record a message that will be broadcast over the individual speakers of those users’ ShoreTel IP phones. To use this feature, dial the Group Paging Extension given to you by your system administrator and wait for the confirmation tone.

  • Page 46: Call Manager Software

    CALL MANAGER SOFTWARE In addition to using the telephone interface of your 560/560g IP phone to access the ShoreTel features, you can accomplish many of the same tasks with ShoreTel’ s Call Manager software. ShoreTel's Call Manager software provides a visual, information-rich interface for managing and controlling communications –...

  • Page 47: Web Access

    WEB ACCESS ShoreTel Web Access is a browser-based interface by which users can manage personal options and settings from any web browser from anywhere in the world. Call handling details and notification settings can be managed securely and easily from anywhere.

  • Page 48: Troubleshooting

    TROUBLESHOOTING Problem: The voice mail system is notifying your callers that your mailbox has exceeded its limit and is unable to accept new messages. Solution: The voice mail system includes recently deleted messages still residing in the mailbox in the total count. If your mailbox is full, first purge any backlog of deleted messages: Step 1...

  • Page 49: Viewing Phone Information

    Problem: Your phone’ s display does not show the date and time. Solution: Your phone cannot locate the time server. Contact the system administrator. Viewing Phone Information To view information about your phone, such as IP address, subnet mask, version, and MAC address, follow these steps: Step 1 With the phone on hook, press the Mute button The LED should not light and you shouldn't hear any tones;...

  • Page 50: Rebooting Your Phone

    Rebooting Your Phone To reboot your phone, follow these steps: NOTE This should only be done at the direction of your system administrator. Step 1 With the phone on hook, press the Mute button The LED should not light and you shouldn't hear any tones; if this isn't the case, lift and replace the handset.

  • Page 51: Quick Reference Of Common Star Codes

    QUICK REFERENCE OF COMMON STAR CODES Park a call + ext. UnPark a call + ext. Picking Up a Remote Extension + ext. Picking Up the Night Bell Using the Intercom + ext. Barge In + ext. Silent Monitor + ext. Toggling the Hunt Group Status + HG ext.

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