Inter-Tel 8500 User Manual

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Model 8500
User Guide

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   Summary of Contents for Inter-Tel 8500

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    Model 8500 User Guide...

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    UICK REQUENTLY These are the basic instructions for the most frequently used telephone and voice mail features for Inter-Tel endpoints. For detailed information about these and other features, refer to the complete instructions in the appropriate user guide. LACING AN NTERCOM Dial an extension number.

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    . (Six-line display model users must then select a menu button.) Do one of the following: • To forward to an outside telephone number: Select an outside line and dial a telephone number. • To forward to an extension number: Dial the extension number.

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    RANSFERRING A Press TRANSFER Dial the desired extension or telephone number. 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 or the flashing button to return to the caller. (Press SPKR mode.)

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    CCESSING OICE Access your mailbox as described on If E-Mail Reader is enabled for your mailbox, say “Voice Mail” or press If E-Mail Reader is not enabled for your mailbox, skip this step. Select one of the following: • Say “New” or press •...

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    ESSAGE PTIONS Below is a summary of the options you can use when accessing messages, after playing messages, and when recording voice mail messages. LISTENING TO MSG AFTER MSG PLAYS LEAVING MSG Back Up Replay the Replay the message message Pause Reply to the Append the...

  • Page 8

    EMOTE EATURE CCESS Remote Feature Access allows you to change your station password, place your endpoint in Do-Not-Disturb mode, and forward calls from another endpoint or through a special dial-up line. If you do not hear a tone after each step, or if you hear repeating tones, you have made a mistake or the feature is restricted.

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    Inter-Tel, Inc. as a guide for end-users. It pro- vides information necessary to use the Model 8500 endpoint. The contents of this user guide, which reflect current Inter-Tel standards, are subject to revision or change without notice.

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    RODUCT This symbol indicates that the product is classified as electrical or electronic equipment and should not be disposed of with other com- mercial or household waste at the end of its working life. For appro- priate disposal and recycling instructions, contact your local recycling authority or Inter-Tel provider.

  • Page 11

    Table of Contents CONTENTSPAGE FINDING YOUR WAY ........... 1 Welcome.

  • Page 12

    CONTENTSPAGE MOVING ON ............41 Introduction .

  • Page 13: Finding Your Way

    Software Compatibility ....... . 10 ® Inter-Tel Model 8500 User Guide PAGE...

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    ELCOME Your new Model 8500 provides access to several features, each of which is described in this guide. The About This Guide section below lists the different sections in this user guide and describes the type of information you can find there. If you need to access information quickly, refer to the Quick Reference Guide attached to the front of this guide.

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    Your endpoint has two basic types of buttons in addition to a Message Indicator lamp. • Dialpad Buttons: Allow you to enter numbers and letters. • Feature Buttons: Provide quick access to various telephone and voice mail fea- tures. Internal Speaker Hearing Aid-Compatible...

  • Page 16

    In addition to the buttons identified in the preceding table, your endpoint has a Spe- cial button ( ). Depending on how your telephone system is configured, you may need to press this button before you dial a feature code.

  • Page 17: Message Indicator Lamp

    In addition, if your voice mail administrator sets up one or more “group lists” of mailboxes, you can send a message to a group of people by entering one number instead of everyone’s individual mailbox number. ® Inter-Tel Model 8500 User Guide...

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    Screening calls (see • Using the voice mail directory (see ® Messaging (EM) voice mail system, you also have page page page page page page page page page page page page page page page page ® Inter-Tel Model 8500 User Guide...

  • Page 19: Enterprise Messaging

    EM also includes Unified Messaging inbound and outbound faxing capabilities. For information and instructions about Unified Messaging features, see Issue 2.3 of the Unified Messaging User Guide, part number 550.8121. ® Inter-Tel Model 8500 User Guide 6). For more information about ASR, see page page 8.

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    • You can temporarily disable ASR for the current call by selecting option eight from the main menu. to indicate to the system that you have finished entering digit. page 71). For security ® Inter-Tel Model 8500 User Guide...

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    EE AND As you can see, your Model 8500 and telephone system come equipped with many features. To help you understand what everything means, it is recommended that you read the following information before you use your endpoint: • Your telephone system may be programmed for one or two dial tones. Systems with two dial tones have one for intercom calls and one for outside calls.

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    • TRANSFER light. The Model 8500 endpoint does not support software Axxess versions 3.0 and earlier. NOTE: This information about compatibility applies to endpoints programmed to use the default button locations. Your buttons may have been programmed differently. If you are uncertain about the configuration, ask your system administrator.

  • Page 23: Getting Started

    Using Reminder Messages ......39 ® Inter-Tel Model 8500 User Guide PAGE...

  • Page 24

    NTRODUCTION Now that you know what your Model 8500 endpoint can do, it’s time to start using it. In this section, you’ll learn how to make and receive calls, transfer calls, retrieve voice mail messages, and much more. DJUSTING Your Model 8500 endpoint has an adjustable base that allows you to tilt your endpoint to enhance the viewing angle.

  • Page 25: Initializing Your Mailbox

    NOTE: If your telephone system uses Enterprise Messaging (EM), your mailbox may have the Automatic Speech Recognition (ASR) feature enabled. When ASR is enabled for your mailbox, you have the option of issuing a spoken command or pressing a dial- pad button.

  • Page 26: Recording Your Personal Greetings

    ® Inter-Tel Model 8500 User Guide...

  • Page 27: Recording Your Voice Mail Directory Name

    Then say “Accept” or press accept your recorded name. Hang up. ® Inter-Tel Model 8500 User Guide page to select the Personal Options Menu. to record or change your personal greeting. to record and/or enable your primary greeting.

  • Page 28: Intercom Calls, Placing Intercom Calls

    AKING AND ECEIVING Making and receiving calls is the basic purpose of any endpoint. With your Model 8500 endpoint, you can make/receive intercom and outside calls and make emergency calls. Intercom Calls Your extension number allows other people to place intercom calls to you, without dialing any extra codes.

  • Page 29: Receiving Intercom Calls

    NOTE: You must lift the handset if the caller has the Ring Intercom Always feature enabled. ® Inter-Tel Model 8500 User Guide and then hang up. and wait for the message center to for more message options.) page 16) override the handsfree option.

  • Page 30: Outside Calls, Placing Outside Calls

    DND mode.) Outside Calls With outside calls, you can talk to people who aren’t members of your telephone sys- tem. When you make an outside call, however, you must dial any area codes or long distance digits that your telephone company requires.

  • Page 31: Receiving Outside Calls, Emergency Calls, Call Waiting

    Enter the extension or outside number to which you want to redirect the call. See page 25 for more information. Emergency Calls With the telephone 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.

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    To place an outside call on System Hold: Press and dial Hang up or place another call. To return to a call that is on hold: Lift the handset and press the flashing button. page 23). ® Inter-Tel Model 8500 User Guide...

  • Page 33: C Onference C Alls

    Then hang up when you are TRANSFER ready to complete the transfer. ® Inter-Tel Model 8500 User Guide ALLS to put the call on hold. . This places the conference on hold and hang up. This removes your .

  • Page 34: T Ransferring C Alls, To Another Extension, To Voice Mail, To An Outside Number

    Although transferring calls is considered a basic function of an endpoint, your Model 8500 endpoint has many advanced options for this feature. With your endpoint, you can transfer a call to another extension, voice mail, or even an outside line.

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    If the Group Call Pickup feature is enabled, you can pick up a call ringing at any station in a hunt group by dialing the hunt group’s extension number. ® Inter-Tel Model 8500 User Guide page where the call is ringing...

  • Page 36: F Orwarding C Alls, Manual Call Forwarding, Automatic System Forwarding

    Automatic System Forwarding allows your system administrator to route calls based on the type of call and the status of your telephone. Although you cannot program the path of a system forward, you can enable or disable this feature on your endpoint.

  • Page 37: Redirect Call

    To save the last number dialed: While the endpoint is idle or while listening to intercom dial tone, press • To redial the saved number: After selecting a line, press dialed automatically. ® Inter-Tel Model 8500 User Guide . A line is selected automatically, and REDIAL REDIAL . The number is REDIAL...

  • Page 38

    NOTE: If your headset has a power-saver mode, make sure the system administrator has the Headset Connect Tone flag enabled in the telephone system. If this flag is not enabled, you may miss the first few seconds of incoming calls.

  • Page 39: Mute Button, Group Listen Using The Speaker

    Pressing ® Inter-Tel Model 8500 User Guide ICROPHONE . You hear a confirmation tone (the other party does not button lamp will remain unlit, even though and hanging up. If you are using a headset, however, the...

  • Page 40: Enhanced Speakerphone Mode

    On some long-distance calls, the outside party may hear his or her own echo when speaking to a digital endpoint. If the amount of echo is objectionable, do not use the Enhanced Speakerphone Mode. ® Inter-Tel Model 8500 User Guide...

  • Page 41: Leaving Messages, Retrieving Messages

    (See the following section for information about accessing your mailbox.) To cancel a waiting message: Press ® Inter-Tel Model 8500 User Guide UTTON . A call is automatically placed to the endpoint or button, you can let button and lamp flash. and hang up.

  • Page 42

    NOTE: If your telephone system uses Enterprise Messaging (EM), your mailbox may have the Automatic Speech Recognition (ASR) feature enabled. When ASR is enabled for your mailbox, you have the option of issuing a spoken command or pressing a dial- pad button.

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    ISABLING AND NABLING If your telephone system uses Enterprise Messaging (EM), your mailbox may have the Automatic Speech Recognition (ASR) feature enabled. When ASR is enabled for your mailbox, you have the option of issuing a spoken command or pressing a dialpad button.

  • Page 44: Listening To Messages

    After listening to your voice mail messages you can access the associated options. NOTE: If your telephone system uses Enterprise Messaging (EM), your mailbox may have the Automatic Speech Recognition (ASR) feature enabled. When ASR is enabled for your mailbox, you have the option of issuing a spoken command or pressing a dial- pad button.

  • Page 45

    If the user is not available, you will have the option of leaving a voice mail message. If the telephone number is not available, you cannot reply to the mes- sage. • Say “Forward” or press scriber.

  • Page 46: Recovering Deleted Voice Mail Messages

    Inter-Tel ® Model 8500 User Guide...

  • Page 47: Recording And Sending Voice Mail Messages

    “Special Delivery Options” menu after sending the message to the first recipient (see page 36 ® Inter-Tel Model 8500 User Guide page to accept the subscriber’s name. to start over. to access the following options: to send the message and return to the voice mail to cancel the recording.

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    “priority.” (This will to cancel delivery options. to send the message and return to voice mail and then enter the next to send the message or press to exit and return to voice mail ® Inter-Tel Model 8500 User Guide...

  • Page 49: Canceling Unheard Voice Mail Messages

    “No” to cancel the request to delete the message. Hang up. ® Inter-Tel Model 8500 User Guide page to confirm the mailbox you are selecting. Voice mail will to replay the message. to add to the message.

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    DND message you have selected. Your telephone system can have up to 20 different DND messages, each of which can be changed by the system administrator, installer, or programmer. Your trainer or sys- tem administrator will give you a list of the programmed DND messages.

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    If you are on a call, you still hear the tones. Your telephone system can have up to 20 different reminder messages, each of which can be changed by the system administrator, installer, or programmer. Your trainer or system administrator will give you a list of reminder messages for your system.

  • Page 52

    ® Inter-Tel Model 8500 User Guide...

  • Page 53: Table Of Contents

    ACD Hunt Groups ....... . . 64 ® Inter-Tel Model 8500 User Guide PAGE...

  • Page 54: Changing Volume Levels, Selecting A Ring Tone

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

  • Page 55: Enabling Background Music, Changing Keymaps, Enabling Automatic Call Answer

    Enabling Background Music If your telephone system is equipped with a music source, you can listen to music through your speaker. To enable or disable background music: Dial Changing Keymaps Keymaps identify where feature buttons appear on your endpoint. While all endpoints are programmed with a standard keymap, some endpoints have alternate keymaps (ask your system administrator).

  • Page 56: Changing The Language, Returning To Default Operation

    Changing the Language When your telephone system is installed, the system administrator can choose two of four different languages (American English, British English, Japanese, or Spanish) as the primary and secondary languages. You can then change the toggle between the primary and secondary languages.

  • Page 57: Changing Your Mailbox Password

    NOTE: If your telephone system uses Enterprise Messaging (EM), your mailbox may have the Automatic Speech Recognition (ASR) feature enabled. When ASR is enabled for your mailbox, you have the option of issuing a spoken command or pressing a dial- pad button.

  • Page 58: Changing The Voice Mail Message Envelope

    Per- to disable the entire envelope and return to the Per- to accept the changes. to return to the Personal Options Menu. Inter-Tel ® Model 8500 User Guide...

  • Page 59: Changing The Call Screening Transfer Method

    • Say “Announce” or press • Say “Cancel” or press making changes. Hang up. ® Inter-Tel Model 8500 User Guide page to select the Personal Options Menu. for More Options. . The system tells you what your current transfer to select unannounced transfers.

  • Page 60: Programming A Fax Destination, Changing The Message Search Order

    Personal Options Menu. for More Options. when you are done.) to accept the number. to erase and re-enter the number. ® Inter-Tel Model 8500 User Guide...

  • Page 61: Programming Remote Messaging

    With Remote Messaging, you can program voice mail to call you when your mailbox receives new voice mail messages. Using a “cascade” (a series of up to nine telephone numbers), voice mail will call each number until it successfully connects to a device (e.g., pager, answering machine, etc.).

  • Page 62

    . Then say or enter the times you want the message noti- for AM. for PM. . You have the following options: for all messages. for priority messages only. to save the settings and exit. ® Inter-Tel Model 8500 User Guide...

  • Page 63: Station Speed Dial

    Each number is stored in your endpoint (Station Speed Dial) or in the telephone system (System Speed Dial) and is identified by a location num- ber. Once programmed, you can quickly dial these numbers by entering a feature code and dialing the desired location number.

  • Page 64

    (Each pause or hookflash counts as one digit.) Press to save the number. NOTE: To dial outside telephone numbers without first selecting an outgoing line, enter the Outgoing Call access code (default is number. To erase a number in a Speed-Dial location:...

  • Page 65: System Speed Dial

    SING ECORD If your telephone system is equipped with a Voice Processor (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 66: Enabling Paging, Making Pages

    2 _______________________ 3 _______________________ 4 _______________________ NOTE: The Model 8500 endpoint has a cific page zone. If you do not know which page zone is programmed for this button, ask your system administrator. Enabling Paging You can enable or disable page receiving for your endpoint by using the Page Remove/Replace feature code.

  • Page 67

    ERFORMING A OOKFLASH Certain telephone service companies may require a timed hookflash (a quick hang up and release). To generate a hookflash while using a line: Press and dial NOTE: This features is known as a “Recall” in European systems.

  • Page 68

    Then... The associated extension is busy, or the associated feature is enabled. The extension is in Do-Not-Disturb. The extension has a call ringing in. The extension is causing a STATION OFF-HOOK system alarm. UTTONS ® Inter-Tel Model 8500 User Guide...

  • Page 69

    To transfer to ring: Press You can announce the call, if desired, before hanging up to complete the transfer. ® Inter-Tel Model 8500 User Guide XTENSION button at the primary extension. CALL before pressing the flashing button to place an intercom call to and then the secondary extension button.

  • Page 70

    CCOUNT ODES If your telephone system is programmed to use the Station Message Detail Recording (SMDR) feature, you might be required to enter account codes when you place a call. These codes add information to telephone record reports that the system will periodi- cally print.

  • Page 71

    For example, dialpad button contains the letters ABC, button contains DEF, etc. To enter “JONES,” you would press . Press for “Q”, for “Z”, and for punctu- ation marks. ® Inter-Tel Model 8500 User Guide...

  • Page 72

    (See step 4. to select the filter option and then respond to one of , say the last name, or spell the last for options). , say step ® Inter-Tel Model 8500 User Guide...

  • Page 73: Remote Access Password

    Enter the new password again for verification followed by firmation tone. To change the station password using remote programming, see Access. ® Inter-Tel Model 8500 User Guide EATURE CCESS . You hear a confirmation tone. . You hear a con- Remote Feature...

  • Page 74: Remote Feature Access

    Enter an extension number or enter an outside line access code followed by a telephone number. To turn off Call Forward: Enter Hang up. . You can now use any of the following fea- ® Inter-Tel Model 8500 User Guide...

  • Page 75

    EQUESTING GENT Your telephone system may be programmed to support the Agent Help feature, which allows you to request help from a designated “Agent Help Extension” (usually your supervisor) during a call. When your request call rings at the Agent Help Extension, the supervisor can choose to join the call or reject the request.

  • Page 76: Acd Hunt Groups, Hunt Group Calls Enabled/disabled

    Members: If the hunt group is not programmed to use Agent IDs, it will have a pre-programmed list of endpoints and will send calls to the endpoints where agents are logged in. ROUPS Groups). The hunt group calls are routed to logged-in Logging ® Inter-Tel Model 8500 User Guide...

  • Page 77

    If you are not a member of the entered hunt group, you hear repeating tones. Start over. Hang up. Repeat this procedure to log into additional ACD groups, if necessary. ® Inter-Tel Model 8500 User Guide and enter your Agent ID, if neces-...

  • Page 78: 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 Hang up. to log out of all of your ACD hunt groups at once. You . If you were logged in to ® Inter-Tel Model 8500 User Guide...

  • Page 79

    Changing Message Envelopes ......78 Voice Mail Flowchart (Advanced Mailbox)....79 ® Inter-Tel Model 8500 User Guide...

  • Page 80

    • Using the voice mail directory (see NOTE: For a voice mail flowchart for standard mailbox users, see page page page page page page page page page page page page page page page page ® Inter-Tel Model 8500 User Guide...

  • Page 81

    With your advanced mailbox you can save, delete, and forward a fax (to another fax machine) using the available menu options, when prompted (see page 76). ® Inter-Tel Model 8500 User Guide...

  • Page 82

    AILBOX page 13), you can use personal or system greetings page 30), the system announces how many new to cancel or return to the previ- to accept. For a voice mail flowchart for page Inter-Tel ® Model 8500 User Guide...

  • Page 83

    Also, your e-mail password cannot include any characters that are not included in the table on the following page and cannot exceed 40 characters. Check with your administrator if you encounter any difficulties setting up your e-mail pass- word. ® Inter-Tel Model 8500 User Guide ASSWORD page...

  • Page 84

    NUMBER OF TIMES BUTTON IS PRESSED & ‘ at any time. page 75) is auto- space* ® Inter-Tel Model 8500 User Guide...

  • Page 85

    Then E-Mail Reader reads Sally’s written response followed by the hidden link inserted by Outlook, “I’m looking forward to attending. Microsoft Outlook Web Access: http://TMS-NT-EVS01/Exchange/ Sally_User/Inbox/Accepted%3A%20Sales%20Team%20Meeting-5.EML.” ® Inter-Tel Model 8500 User Guide ESSAGES page 78). Then E-Mail Reader reads...

  • Page 86

    35 for recording and delivery options. to forward a copy of the message to a fax desti- to verify the number. The system announces that to start over. at any time. to continue. ® Inter-Tel Model 8500 User Guide...

  • Page 87

    You cannot forward an e-mail message to a mailbox or group list. When you forward an e-mail message, the e-mail is converted to a fax and for- warded to the fax destination telephone number that you specify. • Say “Previous” or press •...

  • Page 88

    The system announces that to start over. to listen to the previous message. to play the introductory message envelope (see to listen to the next message. to save the message. to delete the message. Inter-Tel ® Model 8500 User Guide...

  • Page 89

    • Say “Recover” or press OR, say “Recover” or press OR, Say “Purge” or press Hang up. ® Inter-Tel Model 8500 User Guide ESSAGES page for Message Options. to access undelete options. to recover a voice mail message. to recover an e-mail message.

  • Page 90

    Per- to disable the entire envelope and return to the Per- to accept the changes. to return to the Personal Options Menu. page ® Inter-Tel Model 8500 User Guide...

  • Page 91

    Delivery “Options” DELIVERY OPTIONS “Private” “Certified” “Priority” “Send” Send and Exit Hang Up ® Inter-Tel Model 8500 User Guide DVANCED AILBOX to return to the previous menu. Say PERSONAL OPTIONS Record “Greeting” “Primary” Greeting “Alternate” Greeting “System” Greeting (See Recording Options) Record Directory “Name”...

  • Page 92

    ® Inter-Tel Model 8500 User Guide...

  • Page 93: Learning More

    Default Feature Codes ....... . . 86 ® Inter-Tel Model 8500 User Guide...

  • Page 94

    NOTE: Because the telephone system is very flexible and programmable, the proce- dures for using the features might vary slightly from the descriptions in this guide. If so, your trainer or system administrator can tell you how your system differs and how to use the features.

  • Page 95

    Or, your telephone system may not be using a software version that supports this feature. If you are attempting to...

  • Page 96

    Your system administrator has programmed that button as a non-programmable but- ton. Because you cannot override system programming from your endpoint, you must choose another button. Why don’t the local telephone company star codes (i.e.*82, *69, etc.) work when I use the Outgoing Call feature code ( Rather than pressing number before you can use the star codes.

  • Page 97

    • Your system software version may not support the feature. Check with your sys- tem administrator to see which software version your telephone system currently uses and if there are any features restrictions for your system. •...

  • Page 98

    *These defaults may differ depending on the software version. XTENSION UMBERS EXTENSION NAME Endpoint Extensions Hunt Groups Attendant ODES ODES ACCESS CODE 92001-92208* 92000* 911 (999 in Europe) EXTENSION NUMBER 1000-1999 2000-2299 NEW CODE NEW NUMBER ® Inter-Tel Model 8500 User Guide...

  • Page 99

    Group Listen Handsfree On/Off Headset On Headset Off Headset On/Off Hold – Individual Hold – System Hookflash (Recall in Europe) Hunt Group Remove Hunt Group Replace Hunt Group Remove/Replace Message ® Inter-Tel Model 8500 User Guide ODES FEATURE CODE NEW CODE...

  • Page 100

    Ring Tone Selection Routing Off 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 FEATURE CODE NEW CODE ® Inter-Tel Model 8500 User Guide...

  • Page 101

    NOTES ® Inter-Tel Model 8500 User Guide...

  • Page 102

    ® Inter-Tel Model 8500 User Guide...

  • Page 103

    64 ending ACD 66 forwarding 24 making conference 21 ® Inter-Tel Model 8500 User Guide making emergency 19 picking up reverse transfer 23 placing non-handsfree 16 placing on hold 20 receiving non-handsfree 17 receiving off-hook voice announce 17...

  • Page 104

    Frequently Asked Questions 83 Full Mailbox 30 Generating a Hookflash 55 Green Lamps 9 Greetings 14 Group Listen Using the Speaker 27 Handsfree Mode 9 Headset 26 Hold 20 Hunt Group Calls Enabled/Disabled 64 Hunt Groups 64 ® Inter-Tel Model 8500 User Guide...

  • Page 105

    Multilingual Capability 44 Mute Button 27 Muting the Microphone 21 Non-Handsfree Calls 16, 17, 43 ® Inter-Tel Model 8500 User Guide Off-Hook 9 Off-Hook Voice Announce 17 Optional Account Codes 58 Outside Calls 18 Paging 54 Performing a Hookflash During a Call 55...

  • Page 106

    34 Volume Levels 42 Waiting Calls 19 What the Administrators Can Do for You 82 What You See and Hear 9 Working in Hunt Groups 64 Wrap-Up Timer 66 Zones, Page 54 ® Inter-Tel Model 8500 User Guide...

  • Page 107

    OICE LOWCHART NOTE: At any menu level, you can say “Cancel” or press menu or say “Accept” or press MAILBOX ACCESS • EITHER, Press the Mes- sage button to respond to a message from voice mail. OR, Call the voice mail extension number, say “Login”...

  • Page 108

    Part No. 550.8114 Issue 11, March 2006 A661/9225A...

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