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Inter-Tel 5.2 Phone User Manual

Associate display phone and basic digital phone.
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User Guide
Associate Display Phone
and Basic Digital Phone


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   Summary of Contents for Inter-Tel 5.2 Phone

  • Page 1: User Guide

    User Guide Associate Display Phone and Basic Digital Phone...

  • Page 2

    If you have questions or comments about this User Guide, contact Inter-Tel Technical Publications at:

  • Page 3

    UICK REQUENTLY These are the basic instructions for the most frequently used telephone system and voice mail features. For detailed information on these and other features, refer to the complete instructions in the User Guide. LACING NTERCOM — With or without the handset lifted, dial an extension number.

  • Page 4

    RANSFERRING — Press TRANSFER and select an outside line. — Dial the desired telephone number. — Wait for an answer, announce the call, and then hang up to complete the transfer. — If the number is busy, there is no answer, or the transfer is refused, return to the caller being transferred by pressing the flashing key.

  • Page 5

    — Dial the extension number where the call is ringing or holding. ORWARDING — Press FWD. The key should be lit. — To forward to an outside telephone number: Select and outside line and dial a telephone number. To forward to an extension number: Dial the extension number.

  • Page 6

    ISTENING OICE — Enter your mailbox as described on page 3. — Press to listen to your new messages. While you are listening to a mes- sage, you can use the following options: • Press to skip to the end of the recording. •...

  • Page 9: Table Of Contents

    Initializing Your Mailbox ..........7 Telephone System Features Headsets .

  • Page 10

    CONTENTS Forwarding Calls ............21 Manual Call Forwarding .

  • Page 11

    CONTENTS Recording Your Voice Mail Directory Name........45 Mailbox Password .

  • Page 13: Welcome

    Basic Digital Phones on the Eclipse telephone and Voice Mail systems. The tabs on the edge of each page will help you find the features more quickly. • Phone and Telephone System feature pages have tabs at the top of the page like the one shown at right. •...

  • Page 14: The Associate Display Phone


  • Page 15: The Basic Digital Phone


  • Page 16: Feature Key Functions

    Feature Key Functions The Eclipse telephone system is designed to allow customized feature key layouts. Your trainer or System Administrator can tell you how your specific phone is arranged. Also, if your phone has been reprogrammed so that its feature keys do not match the keys described in this user guide, see your System Administrator.

  • Page 17: About Your Phone System

    BOUT HONE What You See And Hear There are a few things you should know about the Eclipse telephone system before you use your phone: • Your telephone system may have one dial tone for both intercom calls and out- side calls.

  • Page 18: What The Administrators Can Do For You

    Often these duties are assigned to the same person or a small group of people. • System Administrator: There are certain telephone system functions that can be performed for you only by the System Administrator. These include: — Set the date and time —...

  • Page 19: About Voice Mail

    OICE The Eclipse Voice Processing Unit contains a voice mail application that allows call- ers to send and receive recorded messages from any station or touch-tone telephone. The telephone system users are assigned “voice mailboxes” that usually have numbers that match the users’ extension numbers. However, sometimes an “unassociated”...

  • Page 20: Telephone System Features

    For convenience, you can connect an electret headset to your phone. If your headset has a power-saver mode, make sure the System Administrator has the Headset Con- nect Tone flag enabled in the telephone system. If this flag is disabled, you may miss portions of incoming calls.

  • Page 21: Receiving Intercom Calls

    Options To place a non-handsfree call that will ring at the other phone until answered: — Press before dialing the extension number. You can program your phone to always send non-handsfree calls using the Ring Inter- com Always feature. To enable or disable the Ring Intercom Always feature: —...

  • Page 22: Outside Calls

    Options To disable your phone’s handsfree answering feature and make all incoming calls ring until you answer them: — With the handset in the cradle, dial handsfree answering on again.) If your phone is programmed for it, you may receive an Off-Hook Voice Announce call (a call through your speaker) while you are on a call using the handset: —...

  • Page 23: Answering Outside Calls

    Options Depending on how your system is programmed, you may be able to use one of the following methods to select an outgoing line, instead of pressing the OUTGOING key: — Dial the Outgoing Call feature code (default is 8). —...

  • Page 24: Using Account Codes

    Using Account Codes If your telephone system is programmed to use the Station Message Detail Recording (SMDR) feature, the system will periodically print out a record of telephone calls placed from the phones within the system. Account codes can be used to add informa- tion to these reports.

  • Page 25: Call Screening

    Call Screening This feature is available only if your telephone system is equipped with an Eclipse Voice Processing Unit. The call screening “Transfer Method” options can be pro- grammed through your voice mailbox (see Method programmed for your phone, transferred calls from voice mail may be unan- nounced (as usual), or one of the following may occur: •...

  • Page 26: Call Waiting

    Call Waiting If you receive a call while you are already on another call, you will hear a “call wait- ing” tone and/or you will see a display. To respond to a waiting call (you hear a single tone and a key is flashing): —...

  • Page 27: Placing Calls On Hold

    LACING ALLS There are two ways to place a call on hold. The first procedure places a call on indi- vidual hold, the second places it on system hold. • Individual Hold places the call on hold at one phone. It can then be directly picked up at that phone or it can be picked up at another phone using the Call Pickup (Reverse Transfer) feature, accessed by dialing described on...

  • Page 28: Using The Speaker And Microphone

    SING PEAKER Muting The Microphone To mute the microphone so that you can hear the other party but they cannot hear you (this does not put them on hold): — Press the MUTE key. — To return to the call, press the MUTE key. “Group Listen”...

  • Page 29: Placing Conference Calls

    LACING ONFERENCE You can establish multi-party conference calls without operator assistance. You can place any combination of up to three intercom or outside parties in the conference. The Basics To place a conference call: — While on the first call, press the CNF key to put the call on hold. —...

  • Page 30: Using The Message Key

    SING ESSAGE If you call a phone that is busy, does not answer, or is in do-not-disturb, you can use the Messaging feature to let the other person know you called. To signal that a message is waiting, a phone’s MSG key flashes and the display shows the number of waiting messages.

  • Page 31: Receiving Messages

    Receiving Messages The Basics When you see a flashing MSG key: — Lift the handset and press the flashing MSG key. A call is automatically placed to the phone or message center that left the displayed message. Options To select the message you want to answer first (display phones only): —...

  • Page 32: Transferring Calls

    Transferring To An Outside Number — Press the TRANSFER key. — Select an outgoing line and dial the desired telephone number. — Wait for an answer, announce the call, and then hang up to complete the transfer. If the number is busy, there is no answer, or the transfer is refused, return to the caller being transferred by pressing the flashing key.

  • Page 33: Forwarding Calls

    Your phone may be programmed with the automatic call forwarding feature called System Forwarding. This allows the System Administrator to route calls based on the type of call and the status of your telephone. If this feature is available, you can turn it on and off.

  • Page 34: Station Speed Dialing

    — Press to save the name. — Dial the extension number or telephone number to be stored. If your number includes an asterisk, pound, a hookflash (a quick hangup and release), or a pause, press the SPCL key once for an asterisk, twice for a pound, three times for a hookflash, or four times for a pause.

  • Page 35: Dialing Station Speed-dial Numbers

    To view the current programming of Station Speed-Dial keys: — With the handset in the cradle, dial — Press the Station Speed-Dial key to be viewed. — Press to exit. To erase a station speed-dial name and/or number: — With the handset in the cradle, dial —...

  • Page 36: Redialinga Number

    An outside line is automatically selected and the telephone number is redialed. Your phone can be programmed to store, in redial memory, the last outside telephone number that you dialed or an outside telephone number that you saved. Your System Administrator can tell you whether your phone is programmed for Last Number Dialed or Last Number Saved operation.

  • Page 37: Using The Directories

    SING IRECTORIES The optional directories allow display phone users to “look up” extension numbers, system speed-dial numbers, and feature codes, and their associated names. If searching for a name, you do not need to enter the full name. The system will find the closest match and show the number and its associated name on your display.

  • Page 38: Using Do-not-disturb Mode

    There can be up to 20 different do-not-disturb messages in your telephone system. They can be changed by the System Administra- tor, installer, or programmer. Your trainer or System Administrator will give you a list of do-not-disturb messages for your system.

  • Page 39: Using Record-a-call

    SING ECORD If your telephone system is equipped with an Eclipse Voice Processing Unit, your phone may be programmed to use the Record-A-Call feature. If so, you can dial a fea- ture code whenever you want to record an ongoing call as a mailbox message. You can retrieve the message later, just as you would any other mailbox message.

  • Page 40: Paging

    AGING The Paging feature allows announcements to be made through phone speakers. If your system is equipped with optional external paging equipment, announcements can also be made through the external speaker(s). There can be up to ten paging zones. Each paging zone can contain different combina- tions of phones and the external paging equipment.

  • Page 41: Reminder Messages

    (Reminder displays interrupt, but do not affect, programming.) There can be up to 20 different Reminder messages in your telephone system. They 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 42: Remote Feature Access

    EMOTE EATURE Remote Feature Access allows you to place your phone in do-not-disturb mode or for- ward calls, either from another phone or through a special dial-up line. For your con- venience, a pocket-sized guide is attached to the front of this guide. Remote Access Password This password is used for Remote Feature Access, as described below.

  • Page 43: Programming Your Feature Keys

    If No Answer ... If Busy ... If No Answer or Busy... • Enter an extension number or enter an outside line access code followed by a telephone number. To turn off Call Forward: • Enter — Hang up. ROGRAMMING Depending on how your system is programmed, some of your feature keys may be designated as “user-programmable.”...

  • Page 44: Setting User Preferences

    Dial 1-9 to select a specific tone. — When you hear the tone you want, press 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: —...

  • Page 45: Standard And Alternate Keymaps

    Multilingual Capability Your telephone system may provide a choice between a Primary and Secondary Lan- guages. An option in the database determines the language (i.e., American English, British English, Japanese, or Spanish) that will be used by each phone. If the system’s...

  • Page 46: Secondary Extension Appearances

    ECONDARY XTENSION The Secondary Extension Appearances feature allows calls that are ringing or on indi- vidual hold at one “primary” phone to appear on a “secondary extension key” at another phone. For example, a secretary or assistant can have a secondary extension key for a supervisor's phone, or one phone can have several secondary extension keys, each associated with a different primary phone.

  • Page 47: Agent Help

    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 48: Instructions For Hunt Groups

    (A phone that is part of a hunt group can be called directly using its individ- ual extension number.) The phone or phones that receive the call when a hunt group extension number is dialed is determined by a list programmed in your telephone sys- tem's software.

  • Page 49

    ACD Hunt Group Login And Logout Agents can log in to and out of the ACD hunt group at any time. While logged in, the agent will receive calls through the ACD hunt group. When the agent is logged out, calls to that ACD hunt group will bypass the agent.

  • Page 50

    To log out of one or more ACD hunt group: — EITHER, Dial display shows AGENT LOGGED OUT OF ALL ACDS and you hear a confir- mation tone. Hang up if off hook. OR, With or without the handset lifted, dial plays will appear: •...

  • Page 51: Voice Mail Features

    Voice Mail Features The first time you use your voice mailbox, you need to initialize it, as described on page 7. For an overview of the voice mail procedures, refer to the flow chart on page TIP: Generally speaking, pressing to the next step.

  • Page 52: Listening To Messages

    If the extension number is not available, you will have the option of leaving voice mail. If the telephone number is not available, you cannot reply to the message. •...

  • Page 53: Undeleting Voice Mail Messages

    NDELETING OICE This feature allows you to “undo” the Delete Message operation and restore previ- ously deleted messages. The messages will be restored to your saved-message queue. System programming determines how long you have (up to 24 hours) to restore your deleted messages.

  • Page 54: Sending Messages

    ENDING ESSAGES — Enter your mailbox as described on — Press — Dial the desired mailbox number or group list number. — After hearing the subscriber's name, press — When you hear the tone, record your message. • To pause while recording, press •...

  • Page 55: Canceling Unheard Messages

    ANCELING NHEARD You can cancel voice messages you have sent to other voice mailboxes, provided the messages have not yet been heard by their recipients and they were not sent to a group list. To cancel unheard messages: — Enter your mailbox as described on —...

  • Page 56: Personal Options

    ERSONAL PTIONS Personal Options allow you to customize your mailbox. Voice mail has the following personal options: • Personal Greetings • Voice Mail Directory Name • Mailbox Password • Voice Mail Message Envelope Contents • Remote Messaging • Fax Destination •...

  • Page 57: Recording Your Voice Mail Directory Name

    — EITHER, Press OR, Press to record and/or enable your alternate greeting. OR, Press to enable the system default mailbox greeting. — If you pressed 1 or 2, the current greeting is played (if one exists). Then do one of the following: •...

  • Page 58: Voice Mail Message Envelope Contents

    Remote Messaging is a voice mail feature that can be enabled by your installer. If your mailbox has this feature turned on, you may program a remote programming “cascade” (a series of up to nine telephone numbers) for the Voice Processing Unit to call when your mailbox receives new messages.

  • Page 59

    (1-9). You then have the following options: — To enable or disable the cascade level: Press level until a notification number is programmed.) — To set up or change an extension or telephone number: Press press number. Then enter the number.

  • Page 60: Fax Destination

    Fax Destination If your station is programmed to receive incoming faxes, you can program the exten- sion number of the fax machine that will receive the faxes sent to your mailbox. To change your Fax Destination Number: — Enter your mailbox as described on —...

  • Page 61: Message Search Order

    Message Search Order This feature allows you to determine the order in which to retrieve your messages based on the date and time they were received. To change the listening order of your messages: — Enter your mailbox as described on —...

  • Page 62: Using The Voice Mail Directory

    FWD key to advance to the next character. For example, 5666 FWD 66337777 enters “JONES.” • Non-Display Phones: Press a single digit on your telephone dial pad for each let- ter or character entered. For example, keypad key DEF, etc. To enter “JONES,” you would press are not shown on the keys: for “Q”...

  • Page 63: Voice Mail Flow Chart

    OICE NOTE: At any menu level, you can press ENTERING YOUR MAILBOX • EITHER, Press the MSG key to respond to a mes- sage from voice mail. OR, Call the voice mail extension number, press , and enter your mailbox number.

  • Page 64: Default Feature Codes

    Default Feature Codes Use the blank spaces below to enter custom feature codes if your telephone system has been reprogrammed with new codes. UTSIDE CCESS ACCESS CODE NAME Select Line Group 1-208 Automatic Route Selection Emergency Call Outgoing Call XTENSION...

  • Page 65

    ENERAL EATURE FEATURE NAME Do-Not-Disturb On/Off Do-Not-Disturb Override Feature Key Default Group Listen Handsfree On/Off Headset On Headset Off Headset On/Off Hold – Individual Hold – System Hookflash Hunt Group Remove Hunt Group Replace Hunt Group Remove/Replace Message Cancel Message That You Left Cancel Message On Your Phone Silent Message Microphone Mute On/Off...

  • Page 68

    Part No. 560.8003 Issue 1, March 2001 A671/9115A...

This manual also for:

Eclipse 2

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