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User Guide
Analog Phone

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   Summary of Contents for Inter-Tel Axxess

  • Page 1: User Guide

    User Guide Analog Phone...

  • Page 3

    (usually 911). You do not have to press first. OUTGOING NSWERING AN UTSIDE EITHER, Lift the handset. OR, Press ANSWER OR, Press the flashing key. ©Inter-Tel, Inc. June 2001, printed in US Part no. 835.2449-1...

  • Page 4

    EDIALING AN UTSIDE UMBER While on a call or after selecting a line, press . A line is selected auto- REDIAL matically, and the number is dialed. LACING A ALL ON Press and hang up or place another call. HOLD To return to the call, lift the handset and press the flashing key.

  • Page 5: C Onference C Alls

    ICKING ALL FROM NOTHER XTENSION Lift the handset and dial Dial the extension number where the call is ringing or holding. ORWARDING ALLS Press . (Executive and Professional Display Phone users must then select a menu key.) Do one of the following: •...

  • Page 6

    If your MSG key is not lit, enter your mailbox by following these steps: Dial the voice mail extension number. (You hear the main menu.) During or after the greeting, press to identify yourself as a subscriber. Enter your mailbox number and your personal password (if programmed). Then press ISTENING TO OICE...

  • Page 9: Table Of Contents

    Screening Calls ............48 Axxess Analog Phone User Guide...

  • Page 10

    INDEX ............. . 63 If you have questions or comments about this User Guide, contact Inter-Tel Technical Publications at: Tech_Pubs@inter-tel.com...

  • Page 11: Finding Your Way

    About This Guide ..........4 ELCOME It’s time to get connected with the future using your new Inter-Tel Analog Phone. But before you do, you should understand a few things about your phone, the Inter-Tel voice mail system, and this guide.

  • Page 12: Feature Keys

    SPCL press this key before you dial a feature code. NOTE: Because the Axxess telephone system allows customized feature keys, your phone may have been reprogrammed so that the feature keys do not match those described in this guide. Axxess Analog Phone User Guide...

  • Page 13: About Voice Mail

    26). EE AND As you can see, your Analog Phone and Axxess system come equipped with a lot of “bells and whistles.” To help you understand what everything means, it is recom- mended that you read the following information before you use your phone.

  • Page 14: About This Guide

    If your telephone system uses a different voice mail system, you will be pro- vided with a separate user guide for that system. This guide contains instructions for using Analog Phones on the Inter-Tel Axxess and voice mail systems. To help you find information more quickly, this guide is divided into four separate sections, as indicated by the tabs.

  • Page 15: Getting Started

    Using Reminder Messages ........29 Axxess Analog Phone User Guide...

  • Page 16: Welcome

    · Press to erase and re-record your name. The system then plays a prompt that introduces you to the basic voice mail features. You can skip this introduction by pressing , if desired. Axxess Analog Phone User Guide...

  • Page 17: Making And Receiving Calls

    . The current status is shown. To leave a message if there is no answer or the phone is busy: Press . Then hang up or wait for their message center to answer. (See page 19 for more Message options.) Axxess Analog Phone User Guide...

  • Page 18: Receiving Intercom Calls

    Enter the extension or outside number to which you want to redirect the call. See page 15 for more information. To disable your phone’s handsfree answering feature: With the handset in the cradle, dial . (Repeat this step if you want to enable this feature again.) Axxess Analog Phone User Guide...

  • Page 19: Outside Calls

    Dial a Select Line Group feature code (defaults are 92001-92208 but may differ depending on the software version). · Dial the Automatic Route Selection (ARS) feature code (default is 92000 but may differ depending on the software version). Axxess Analog Phone User Guide...

  • Page 20: Receiving Outside Calls

    Enter the extension or outside number to which you want to redirect the call. See page 15 for more information. Emergency Calls With the Axxess phone system, you do not have to access an outside line (press ) to dial an emergency number. OUTGOING To make an emergency call: Dial A call is automatically placed to the preset emergency number.

  • Page 21: Placing Calls On Hold

    To place an outside call on System Hold: Press and dial SPCL Hang up or place another call. To return to a call that is on hold: Lift the handset and press the flashing key. Axxess Analog Phone User Guide...

  • Page 22: Placing Conference Calls

    · To transfer the conference to another extension or to voice mail: Press TRANSFER and dial the desired extension number. Then hang up when you are ready to com- plete the transfer. Axxess Analog Phone User Guide...

  • Page 23: Transferring Calls

    Wait for an answer, announce the call, and then hang up. If the number is busy, there is no answer, or the transfer is refused, press the flash- ing key to return to the caller. Axxess Analog Phone User Guide...

  • Page 24: Forwarding Calls

    To forward to an outside telephone number: Select an outgoing line and dial a telephone number. · To forward to an extension number: Dial the extension number. · To forward to your message center: Press Axxess Analog Phone User Guide...

  • Page 25: Redialing A Number

    SPKR Redirect Calls NOTE: This feature is available only with versions 5.3 and higher Axxess software. The Redirect Call feature allows you to forward any call that is ringing on your phone without having to answer the call. NOTE: You cannot redirect calls to an extension that is in Do-Not-Disturb or to a restricted outside number.

  • Page 26: Displaying Information On Your Phone

    SPCL Outside Party’s Name NOTE: This feature is available only in versions 4.4 and higher Axxess software. If you are currently connected to an outside caller with Caller ID, you can toggle between displaying the caller’s name and number. To show the outside party’s name:...

  • Page 27: Using A Headset

    While on hook, enter the Headset Off feature code ( ) or the Headset On/Off feature code ( ). The display shows HEADSET MODE OFF. NOTE: If using a headset, press to connect and disconnect calls. SPKR Axxess Analog Phone User Guide...

  • Page 28: Using The Speaker And Microphone

    This allows you to place the call into handsfree mode at any time during the call by pressing and hanging up. If you are using a headset, SPKR however, the key lamp is lit. Pressing will disconnect the call. SPKR SPKR Axxess Analog Phone User Guide...

  • Page 29: Using The Message Key

    To leave a message without placing an intercom call: Press Dial the desired extension number. To cancel a message that you left at another phone: Press Dial the extension number of the phone where you left the message. Axxess Analog Phone User Guide...

  • Page 30: Retrieving Messages

    To cancel a waiting message with a display phone: Press repeatedly to view your waiting messages. Press to cancel the desired message. To cancel a waiting message with a non-display phone: While on hook, press Axxess Analog Phone User Guide...

  • Page 31: Entering Your Mailbox

    Enter your mailbox number and your personal password (if programmed). Then press NOTE: If you do not have a password, just press . See page 37 for information on programming passwords. Axxess Analog Phone User Guide...

  • Page 32: Using Voice Mail Messages

    If the number was not associated with a mailbox, it will ask you to enter a mailbox number. If the message was from an outside caller, you cannot leave a voice mail message. Axxess Analog Phone User Guide...

  • Page 33

    · Press to listen to the next message. · Press to save the new message in your mailbox. · Press to delete the message from your mailbox. Hang up. Axxess Analog Phone User Guide...

  • Page 34: Undeleting Messages

    Undeleting Messages NOTE: This feature is available only in versions 5.1 and higher Axxess software. If you accidently delete a voice mail message, you can retrieve it within a specific time frame (programmed by your System Administrator). Any retrieved messages are then restored to your saved-message queue.

  • Page 35: Sending Messages

    You may choose either of the following options: • Press and enter another mailbox number to send the message to another destination. • Press to exit and return to voice mail options. Hang up. Axxess Analog Phone User Guide...

  • Page 36: Canceling Unheard Messages

    Canceling Unheard Messages NOTE: This feature is available only in versions 5.1 and higher Axxess software. You can cancel unretrieved messages that you have sent to individuals, but not mes- sages that you sent to group lists. To cancel unheard messages:...

  • Page 37: Using Do-not-disturb Mode

    16 characters. For example, if you select 03 (IN MEETING UNTIL) as your first line of text, you can enter “3:30” as your second line. Callers will then see, “IN MEETING UNTIL 3:30.” Axxess Analog Phone User Guide...

  • Page 38

    NUMBER OF TIMES KEY IS PRESSED ENGLISH CHARACTERS JAPANESE CHARACTERS & # or / Ñ or # long *The character available depend on the software version. **The Japanese characters are only available if the Multilingual feature is enabled. Axxess Analog Phone User Guide...

  • Page 39: Using Reminder Messages

    14 CANCEL DND 05 APPOINTMENT 15 CANCEL CALL FWD 06 PLACE CALL 16 TAKE MEDICATION 07 CALL CLIENT 17 MAKE RESERVATION 08 CALL CUSTOMER 18 REVIEW SCHEDULE 09 CALL HOME 19 LUNCH 10 CALL CORPORATE 20 REMINDER Axxess Analog Phone User Guide...

  • Page 40

    To cancel all reminder message requests before they signal you: With the handset in the cradle, dial To clear a received reminder message (you hear several short tones and see a reminder message display): With the handset in the cradle, press Axxess Analog Phone User Guide...

  • Page 41: Moving On

    Now that you’ve mastered the basics, it’s time to move on to the advanced features. In this section, you’ll learn how to program your phone, use directories, access your voice mailbox remotely, and perform various other functions. Axxess Analog Phone User Guide...

  • Page 42: Setting Preferences

    Changing Volume Levels The Axxess system has eight volume settings: handset intercom, handset outside call, speakerphone intercom, speakerphone outside call, background music, ringing, hand- set intercom dial tone, and speakerphone intercom dial tone.

  • Page 43: Enabling Background Music

    ) and then press the flashing key. SPKR To enable/disable this feature for ringing outside calls: With the handset in the cradle, dial To enable/disable this feature for ringing (non-handsfree) intercom calls: With the handset in the cradle, dial Axxess Analog Phone User Guide...

  • Page 44: Changing The Language

    You can return your phone to default levels at any time. This feature returns volumes to default levels; cancels Do-Not-Disturb, manual call forwarding, background music, and queue requests; and restores handsfree mode, pages, hunt group calls, and system forwarding all at once. To return your phone to default: Dial Axxess Analog Phone User Guide...

  • Page 45: Voice Mail Options

    · Alternate Greeting: Hello, this is __________. I will be away from the office from day/date until day/date. If you need to speak to someone immediately, please dial zero now. Otherwise, please leave a detailed message, and I will return your call when I return. Thank you. Axxess Analog Phone User Guide...

  • Page 46: Recording Your Voice Mail Directory Name

    Do one of the following: · Press again to accept your recorded name. · Press to replay your recorded name. · Press to add to your name. · Press to erase and re-record your name. Hang up. Axxess Analog Phone User Guide...

  • Page 47: Changing Your Mailbox Password

    · Press to enable all options. · Press to disable the entire envelope. · Press to accept the envelope. · Press to return to the Personal Options menu without changing the enve- lope. Hang up. Axxess Analog Phone User Guide...

  • Page 48: Changing The Call Screening Transfer Method

    Transfer Method, as follows: · Press to select unannounced transfers. · Press to select screened transfers. · Press to select announce only transfers. · Press return to the Personal Options menu without making changes. Hang up. Axxess Analog Phone User Guide...

  • Page 49: Programming A Fax Destination

    NOTE: This feature is available only in versions 5.1 and higher Axxess software. With the Inter-Tel Voice Processing Unit, callers can use your mailbox to send you a fax. To use this feature, you must specify the destination fax number.

  • Page 50: Programming Remote Messaging

    — To set up or change an extension or telephone number: Press . Then press for an extension number or for an outside number. Then enter the number. — To set up or change a pager number: Press . Then enter the number. Axxess Analog Phone User Guide...

  • Page 51

    · To select all or priority-only message notification: Press . Then press for all messages or for priority messages only. Either select another option, as described above, or press to save the settings and exit. Axxess Analog Phone User Guide...

  • Page 52: Speed Dialing

    (System Speed-Dial) and is identified by a location number. Once programmed, you can quickly dial these numbers by entering a feature code and dialing the desired location number. Because the Inter-Tel Axxess system supports both station and System Speed-Dial numbers, you can have access to over 1000 stored numbers.

  • Page 53: System Speed Dial

    Your System Administrator can store up to 1000 speed-dial numbers in System Speed-Dial locations 000-999. To view and/or dial System Speed-Dial numbers: Press or dial SYS SPD Dial the location code (000-999) for the desired number. Press to dial the displayed number. Axxess Analog Phone User Guide...

  • Page 54: Using Record-a-call

    SING ECORD If your telephone system is equipped with an Axxess Voice Processing Unit (voice mail), you may have access to the Record-A-Call feature. If so, you can record an ongoing call as a mailbox message. You can then retrieve the message, just as you would any other mailbox message.

  • Page 55: Performing A "hookflash" During A Call

    To return all feature keys to their original default values: With the handset in the cradle, dial To display the current feature key values: With the handset in the cradle, dial Press the feature key(s) you want displayed. Press to hang up. SPKR Axxess Analog Phone User Guide...

  • Page 56: Programming Secondary Extension Keys

    · To transfer to hold: Press the secondary extension key, announce the call (if desired), and then hang up. · To transfer to ring: Press and then the secondary extension key. You can TRANSFER announce the call, if desired, before hanging up to complete the transfer. Axxess Analog Phone User Guide...

  • Page 57: Using Account Codes

    If the account code is not immediately accepted, press . This code will be used for all calls made from your phone until it is disabled. To disable the code: Dial and press Axxess Analog Phone User Guide...

  • Page 58: Screening Calls

    NOTE: This feature is available only if your telephone system is equipped with an Axxess Voice Processing Unit (voice mail). If you voice mailbox is programmed correctly, you can screen calls that are trans- ferred from voice mail. This allows you to accept and/or refuse specific calls.

  • Page 59

    NUMBER OF TIMES KEY IS PRESSED ENGLISH CHARACTERS JAPANESE CHARACTERS & # or / Ñ or # long *The character available depend on the software version. **The Japanese characters are only available if the Multilingual feature is enabled. Axxess Analog Phone User Guide...

  • Page 60: Voice Mail Directory

    . Press “Q”, for “Z”, and for punctuation marks. NOTE: If you need help, press at any time while spelling a name. Voice mail will play a helpful prompt instructing you how to enter a name. Axxess Analog Phone User Guide...

  • Page 61: Programming Remote Feature Access

    Enter the new password followed by . You hear a confirmation tone. Enter the new password again for verification followed by . You hear a confir- mation tone. To change the station password using remote programming, see the following section. Axxess Analog Phone User Guide...

  • Page 62: Remote Feature Access

    If No Answer ......If Busy ..If No Answer or Busy b. Enter an extension number or enter an outside line access code followed by a telephone number. To turn off Call Forward: Enter Hang up. Axxess Analog Phone User Guide...

  • Page 63: Requesting Agent Help

    HELP. You can do one of the following: · To accept the call: Answer as usual. Your microphone is muted and you cannot be heard by either party unless you press MUTE · To reject the call: Dial Axxess Analog Phone User Guide...

  • Page 64: Working In Hunt Groups

    · Members: If the hunt group is not programmed to use Agent IDs, it will have a pre-programmed list of phones and will send calls to the phones where agents are logged in. Axxess Analog Phone User Guide...

  • Page 65

    If you are not a member of the entered hunt group, the display shows NOT AN AGENT IN THIS HUNT GROUP, and you hear repeating tones. Start over. Hang up if off hook. Repeat this procedure to log into additional ACD groups, if necessary. Axxess Analog Phone User Guide...

  • Page 66: Ending An Acd Hunt Group Call

    To terminate the ACD Agent wrap-up period before the timer expires: With the handset in the cradle, dial NOTE: If you were not logged in to an ACD hunt group, the display shows CANNOT ACCESS RESERVED FEATURE. Axxess Analog Phone User Guide...

  • Page 67: Learning More

    If you are a System Administra- tor or if you need additional information not available in this guide, refer to the Inter- Tel Axxess Administrator’s Guide (part number 550.8001). Axxess Analog Phone User Guide...

  • Page 68: Frequently Asked Questions (faq)

    Only your System Administrator can change the number of rings. You cannot alter this at your phone. How can I change the name displayed on my phone? Only your System Administrator can change the user names assigned to extensions (display phones only). Axxess Analog Phone User Guide...

  • Page 69

    · Your system software version may not support the feature (this guide covers all versions). · Your System Administrator may not have enabled the feature for your phone. · Your System Administrator may have programmed your phone to block the fea- ture. Axxess Analog Phone User Guide...

  • Page 70: Default Feature Codes

    Automatic Line Answer Background Music On/Off Call Forward All Calls Call Forward If Busy Call Forward If No Answer Call Forward No Answer/Busy Conference Change Language Data Default Station Directory Display Time And Date Do-Not-Disturb Do-Not-Disturb On/Off Axxess Analog Phone User Guide...

  • Page 71

    Review Keys Ring Intercom Always On/Off Ring Tone Selection Station Speed Dial Station Speed-Dial Programming System Forward Enable System Forward Disable System Forward On/Off System Speed Dial Switch Keymap Transfer To Hold Transfer To Ring Axxess Analog Phone User Guide...

  • Page 72

    NOTES Axxess Analog Phone User Guide...

  • Page 73: Index

    9 Dial Tones 3 receiving non-handsfree 8 Dialing Options 9, 10 redirecting 8, 10 Dialing Speed-Dial Numbers 43 responding to waiting 11 Directories returning to a held caller 11 name 36 Axxess Analog Phone User Guide...

  • Page 74

    Ending an ACD Hunt Group Call 56 Keys Ending Conference Calls 12 feature 1, 45 Entering Account Codes 47 keypad 1 Entering Your Mailbox 21 message 3, 19 Envelope 37 mute 12, 18 Erasing Station Speed-Dial Numbers 43 secondary extension 46 Axxess Analog Phone User Guide...

  • Page 75

    Non-Handsfree Calls 7, 8 Notification Days and Times 41 Receiving Number of Messages 21 calls 7 Numeric Mode 3, 49 intercom calls 8 off-hook voice announce call 9 outside calls 10 Off Hook 3 Record-A-Call 44 Axxess Analog Phone User Guide...

  • Page 76

    What You See and Hear 3 Storing Station Speed-Dial Numbers 42 Working in Hunt Groups 54 Switching Keymaps 33 Wrap-Up Timer 56 System Administrator 57 System Forwarding 15 System Hold 11 System Speed Dial 43 Zones, Page 44 Axxess Analog Phone User Guide...

  • Page 77

    OICE HART NOTE: At any menu level, you can press to Cancel or return to the Previous Menu or press to Accept. LISTENING TO MESSAGES ENTERING YOUR MAILBOX While the message is playing: PERSONAL OPTIONS • EITHER, Press the MSG Back Up key to respond to a mes- Record Greeting...

  • Page 78

    Part No. 550.8110 Issue 6.0, January 2002 A661/9221A...

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