ShoreTel 565g User Manual
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ShoreTel 565g User Manual

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ShoreTel IP Phone 565g
User Guide
September 28, 2015

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Summary of Contents for ShoreTel 565g

  • Page 1 ShoreTel IP Phone 565g User Guide September 28, 2015...
  • Page 2 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. ShoreTel, Inc. reserves the right to make changes without notice to the specifications and materials contained herein and shall not be responsible for any damage (including consequential) caused by reliance on the materials presented, including, but not limited to typographical, arithmetic or listing errors.

  • Page 3: Table Of Contents

    ShoreTel IP Phone 565g ........
  • Page 4 Parking and Unparking Calls ....... . 42 SHORETEL CONNECT CLIENT SOFTWARE ..... 42 WEB ACCESS .

  • Page 5: Shoretel Ip Phone 565G

    CHAPTER ShoreTel IP Phone 565g GETTING STARTED....................Your Phone's Display.................... Adjusting Display Contrast ................... Backlight Operation ....................Guide to Status Icons.................... LOGGING IN......................MANAGING CALLS – BASIC FEATURES ............... Placing Calls ....................... Answering Calls ....................Answering Additional Calls ................. Transferring a Call ....................
  • Page 6 ShoreTel IP Phone 565g Logging In from Another Extension ..............Logging In from an External Phone ..............Leaving a Message and Message Options ............OPTIONS ........................Changing Availability States and Forwarding ............. Changing Automatic Off Hook Preference............Changing Ring Tone ...................

  • Page 7: Getting Started

    ShoreTel IP Phone 565g GETTING STARTED GETTING STARTED Welcome to your ShoreTel™ IP phone! Your phone has many unique features, including an intuitive visual interface, custom keys, quick dialer directory, color display, Bluetooth headset support, gigabit Ethernet speeds, and more.

  • Page 8: Your Phone's Display

    ShoreTel IP Phone 565g Your Phone's Display Your Phone's Display Your ShoreTel IP phone's display shows your name and extension, Availability state, call appearance, monitored extensions, calls, duration of call, voice messages, date and time, soft key functions, and operating status.

  • Page 9: Guide To Status Icons

    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 10 ShoreTel IP Phone 565g Guide to Status Icons Blink LED Color and Icon State Icon Blink Pattern Extension Monitor States Idle Orange Idle and DND Steady on Idle and Message Waiting Orange Idle, Message Waiting and Steady on Green Offering Call...
  • Page 11 ShoreTel IP Phone 565g Guide to Status Icons Blink LED Color and Icon State Icon Blink Pattern Extension Monitor States Orange Picked up Monitored Ext. 200ms on, 100ms Call and Held + Monitor Ext off, on Active Call 200ms on, 500ms off Orange Picked up Monitored Ext.

  • Page 12: Logging In

    ShoreTel IP Phone 565g LOGGING IN Blink LED Color and Icon State Icon Blink Pattern Feature Key With Extension Target States Idle or Offering Call Connected or Held Call Steady on Orange Steady on (Dial/Transfer Mailbox Steady on Only) MWI...

  • Page 13: Managing Calls - Basic Features

    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 14: Answering Calls

    To end a call, press the Headset button again. The figure below shows the information that appears on your ShoreTel 565g 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 15 ShoreTel IP Phone 565g Answering Calls Tyrone Prontius Incoming call icon 4155534321 Recipient’s extension Caller’s name Caller’s number frtDsk 0:09 Answer To VM Call duration Soft key functions To answer the call, do one of the following: Using the Handset To answer a call, pick up the handset when the phone rings.

  • Page 16: Answering Additional Calls

    ShoreTel IP Phone 565g Answering Additional Calls Transfe r Press  Enter the number, or press the extension's custom key.  Press the Transf soft key to complete the transfer to an extension.  Answering Additional Calls With the appropriate permissions, you can receive up to 16 incoming calls at once. (The maximum number is set by your system administrator.) If you receive an incoming call while you are on the...

  • Page 17: 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 18: Redialing And Checking Missed Calls

    ShoreTel IP Phone 565g Redialing and Checking Missed Calls If you have multiple calls on hold, you can press the blinking LED associated with the call that has been placed on hold to answer that call. Note that the LED associated with an active call will light solid green, while calls that have been placed on hold will continue to blink orange.

  • Page 19: Adjusting Headset Volume

    The IP 565g phone offers a coordinated volume control with the Bluetooth headset, such that volume adjustments to either the phone or the Bluetooth headset will be displayed on the phone. The phone is capable of 10 volume levels, while the number of levels that the Bluetooth headset is capable of is typically less and may vary by headset manufacturer.

  • Page 20: Logging In From An External Phone

    ShoreTel IP Phone 565g Logging In from an External Phone Logging In from an External Phone To log in to the main voice mail menu from an external phone, dial the voice mail access number provided by your system administrator, press...
  • Page 21 ShoreTel IP Phone 565g Logging In from an External Phone Pause Move forward While listening to a message, you may “fast forward” to several seconds later in the message. Followed by to Transfer to Assistant While listening to a message, you may contact the assistant to inquire or share information about a voice mail.
  • Page 22 ShoreTel IP Phone 565g Logging In from an External Phone 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 20 (except for option 2).
  • Page 23 ShoreTel IP Phone 565g Logging In from an External Phone 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.
  • Page 24 By enabling Find Me, callers who are routed to your voice mail box can be instructed to press 1 and the voice mail system will call you at one of two possible numbers where you can be located. To set the Find Me destinations, use the ShoreTel Connect client. Enable...

  • Page 25: Leaving A Message And Message Options

    ShoreTel IP Phone 565g 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.

  • Page 26: Options

     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 is automatically activated when placing or receiving calls. You can control the call activity with the ShoreTel Connect client.

  • Page 27: Changing Ring Tone

    ShoreTel IP Phone 565g Changing Ring Tone To configure Automatic Off-Hook Preference, follow the procedure below: Options Press the Options button , followed by your password and then  Scroll to Auto Off-Hook and press the Edit soft key. ...

  • Page 28: Programming Your Custom Buttons

     Programming Your Custom Buttons You can program the custom buttons on your IP 565g 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 565g phone, follow the procedure below:...

  • Page 29: Changing The Agent State

    IP 565g interface. Note that the Agent State option is only available if your ShoreTel Connect client type is one of the following: Workgroup Agent, Workgroup Supervisor, or Operator.

  • Page 30: Enabling Or Disabling Handsfree Mode

    ShoreTel IP Phone 565g Enabling or Disabling Handsfree Mode Available options for agents are LoggedIn and LoggedOut, and available options for supervisors  are Logged In, Logged Out, and Wrap-Up. Scroll to the desired option (see below) and press the OK soft key.

  • Page 31: Pairing With A Bluetooth Wireless Headset

    Your IP 565g phone can be used with certain Bluetooth wireless headsets. Note Please contact your ShoreTel representative for the latest list of supported Bluetooth headset models. The Bluetooth functions supported by the IP 565g include call answering, call transfers to the headset or phone, end call and make call. Note Your Bluetooth headset may have additional features that are not addressed in this document.
  • Page 32 Check the documentation that came with your headset for this security code and enter it on your IP 565g phone using the keypad. Press the OK soft key when finished. After a moment a screen appears indicating that the pairing is complete. Press the OK soft key.

  • Page 33: Directory

     Preference on page 26. The IP 565g can only pair with one headset at a time. Attempting to pair with a second headset will  result in the first headset being “bumped”. Once a headset is paired, it should automatically connect with the IP 565g whenever it is in range.

  • Page 34: Managing Calls - Advanced Features

    Programmable Custom Buttons The 565g IP phone has six custom buttons that can be programmed with different functions. The system administrator can configure the custom buttons via ShoreWare Director on behalf of a user or can enable permissions for an individual user so that the user can modify the custom buttons on the IP phone via the telephone interface.
  • Page 35 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 36: Bridged Call Appearances

    If you need this feature, please review with your system administrator. Transfer Blind – The ShoreTel system allows you to transfer a call to another party without having ...

  • Page 37: Silent Monitor / Barge In

    ShoreTel IP Phone 565g Silent Monitor / Barge In and the associated button turns solid red on all of the other phones. If the call is placed on hold, the associated LEDs on all phones blink green. A button can be programmed for each position in the call stack.

  • Page 38: Silent Coach

    ShoreTel phones display softkey options while a Silent Monitor option is active. The following figure displays the ShoreTel 565g IP Phone User Interface for a user that initiated a Silent Coach session. Softkey options available to the Silent Coach initiator: SilMon: Transitions the session into a Silent Monitor session ...

  • Page 39: Shared Call Appearences

    The inbound call flashes an aBCA indicator on the assistant’s and executive’s calling devices –  ShoreTel Phone or the ShoreTel Connect client.The executive can answer the call at this time and eliminate the assistant’s role. The assistant user answers the call that is flashing on the aBCA button and determines the caller’s ...

  • Page 40: Extension Monitoring

    Additionally, you can see when the monitored extension has unheard messages by the icon. The ShoreTel 565g phone displays icons in the monitored extension's label area to help you determine the operational status of the monitored extension. Answering a Monitored Extension's Call The monitored extension's icons and custom key LED provide visual cues to announce an incoming call on a monitored extension.

  • Page 41: Picking Up The Night Bell

    , plus the extension of that user. Note that the recipient must be on an IP110, IP210, IP212k, IP230, IP530 or IP560/560g/565g handset. If a Whisper Page call is sent to any other phone (e.g., IP100, SoftPhone, or analog phone) the call will appear as a second incoming call.

  • Page 42: Using Group Paging

    SHORETEL CONNECT CLIENT SOFTWARE In addition to using the telephone interface of your 565g IP phone to access the ShoreTel features, ShoreTel Connect client provides a visual, information-rich interface for managing and controlling communications – both telephone calls and voice mail.

  • Page 43: Web Access

    PC  The ShoreTel Connect client frees you from tasks, such as playing phone tag, looking up numbers, struggling to set up conference calls, or interacting with voice mail messages. Integrated presence eliminates phone tag by letting you know if a line is busy or if an employee has redirected calls to another destination –...

  • Page 44: Viewing Phone Information

    ShoreTel IP Phone 565g Viewing Phone Information Press to delete the message.  Your display reads "No Service." Problem: Your phone is temporarily inoperable. Contact your system administrator. Solution: No one can hear you when you talk on the speakerphone.

  • Page 45: Rebooting Your Phone

    ShoreTel IP Phone 565g Rebooting Your Phone Gateway  Link Speed  FTP Server  Media Gateway Controller (MGC) Server  SNTP Server (IP address)  802.1Q VLAN ID setting  Application File Name  Boot File Name  Config File Date ...

  • Page 46: Quick Reference Of Common Star Codes

    ShoreTel IP Phone 565g QUICK REFERENCE OF COMMON STAR CODES QUICK REFERENCE OF COMMON STAR CODES Park a call + ext. UnPark a call + ext. Picking Up a Remote + ext. Extension Picking Up the Night Bell Using the Intercom + ext.

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