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Summary of Contents for AJ basic
- Page 1 Standard and Basic Digital Keysets and Voice Mail User Guide A J Business Solutions Limited 16 Browning Street, Stafford ST16 3AX t: 08707 518900 f: 08704 101415 Company reg.no 04223216 Part of the Concordia Group...
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Page 2: Table Of Contents
Table of Contents About Your Phone System 4 What You See And Hear 4 Initializing Your Mailbox 5 Telephone System Features 5 Intercom Calls 6 Placing Intercom Calls 6 Receiving Intercom Calls 6 Outside Calls 6 Placing Outside Calls 6 Answering Outside Calls 6 Call Screening 7 Call Waiting 7... - Page 3 Setting User Preferences 20 Change Volume Levels 20 Select Ring Tone 20 Background Music 20 Returning To Default Operation 20 Standard And Alternate Key Maps 20 Automatic Call Answer 21 Secondary Extension Appearances 22 Agent Help 23 Instructions For Hunt Groups 24...
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Page 4: About Your Phone System
(SPKR) key, you hear intercom dial tone; (2) When you select an outgoing line, you hear standard outside dial tone. • Many features “time out” if you wait too long before performing the next step. If this happens, you must start again. -
Page 5: Initializing Your Mailbox
About Voice Mail The Voice Mail system allows callers to send and receive recorded messages from any keyset or touch-tone telephone. The telephone system users are assigned “voice mailboxes” which usually have numbers that match the users‘ extension numbers. However, sometimes an “unassociated”... -
Page 6: Intercom Calls
Intercom Calls Placing Intercom Calls To place an intercom call: With or without the handset lifted, dial an extension number. Options; If the call is not answered and you wish to request a callback (queue on to the phone), press 6 and hang up. When the phone is available, your phone rings. -
Page 7: Call Screening
Call Screening This feature is available only if your telephone system is equipped with a voice processing unit. The call screening “Transfer Method” options can be programmed through your voice mailbox. Depending on the Transfer Method programmed for your phone, transferred calls may be unannounced (as usual), or one of the following may occur: “Announce Only”... -
Page 8: Using The Speaker And Microphone
Using The Speaker and The Microphone 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 (MUTE). To return to the call, press (MUTE). -
Page 9: Displaying Date, Time, Name, And Extension Number
Handset Display Options Displaying Date, Time, Name, and Extension Number This feature temporarily displays the system date and time, user name, and extension number during a call or when other displays are shown. Press (∞) and dial 300 Displaying The Outside Party‘s Name Press (∞) and dial 379, while connected to an outside call with CLIP, the display will switch between the caller's name and number. -
Page 10: Placing Conference Calls
Placing Conference Calls You can establish multi-party conference calls without operator assistance. You can place any combination of up to three internal or outside parties in the conference. To establish a conference call: • While on the first call, press (CNF) to put the call on hold. •... -
Page 11: Transferring Calls
Transferring Calls Transferring To Another Extension Press (TRANSFER) and dial the desired extension 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 (CALL) key. -
Page 12: Forwarding Calls
Forwarding Calls Manual Call Forwarding With manual call forwarding, you can choose to send incoming calls to another extension number. You can also forward calls to outside numbers, if your phone is programmed to allow it. To forward calls: Press (FWD) or enter one of the following feature codes: •... -
Page 13: Station Speed Dialling
Station Speed Dialling Storing Speed-Dial Numbers On Your Phone You can store up to 10 personal speed-dial numbers and associated names in station speed-dial “locations” 0-9. These locations are then dialled using a feature key or code plus one of the numbers 0-9 on your keypad. Or, if you have programmable feature keys, you can create Station Speed-Dial keys for one- touch speed dialling. -
Page 14: Dialling Station Speed-Dial Numbers
Dialling Station Speed-Dial Numbers If necessary, select an outgoing line. To use a location number, dial (382) and then the desired station speed-dial location number (0-9). To use a Station Speed-Dial key, press the desired Station Speed-Dial key. System Speed Dialling Your system administrator can store up to 1000 speed-dial numbers in system speed-dial locations 000-999. -
Page 15: Using The Directories
Using The Directories The optional directories allow display keyset users to “look up extension numbers, system speed-dial numbers, 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 16: Using Record-A-Call
Using Record A Call If your telephone system is equipped with a voice processing unit, your phone may be programmed to use the Record-A-Call feature. If so, you can dial a feature code whenever you want to record an ongoing call in a mailbox message. You can retrieve the message later, just as you would any other mailbox message. -
Page 17: Reminder Messages
Reminder Messages Reminder messages are set, like an alarm clock, to signal you at a specified time. You can select the message and time up to 24 hours in advance. At the programmed time, the reminder message signals you with eight short tones and your display shows the message. -
Page 18: Remote Feature Access
Remote Feature Access Remote Feature Access allows you to place your phone in Do-Not-Disturb mode or forward calls, either from another phone. Remote Access Password This password is used for Remote Feature Access, as described below. To change the password from your phone: •... -
Page 19: Programming Your Feature Keys
Programming Your Feature Keys Depending on how your system is programmed, some of your feature keys may be designated as “user-programmable” If so, you can program them with any of the feature codes listed on the back of this user guide or with extension numbers. To program a user-programmable feature key: •... -
Page 20: Setting User Preferences
To return your phone to default, dial 394 Standard And Alternate Key Maps Each keyset is programmed with a standard key map that determines where each feature key appears on the keyset. Each keyset can also have an alternate key map. -
Page 21: Automatic Call Answer
Automatic Call Answer The Automatic Call Answer feature determines the method you will use to answer outside calls and intercom calls. You can choose to answer simply by lifting the hand-set (or pressing the SPKR key). Or, you can choose to answer by first lifting the handset (or pressing the SPKR key) and then pressing the flashing key. -
Page 22: Secondary Extension Appearances
Secondary Extension Appearances The Secondary Extension Appearances feature allows calls that are ringing or on individual hold at one “primary” phone to appear on a “secondary extension key” at another keyset. For example, a secretary or assistant can have a secondary extension key for a supervisor's phone, or one keyset can have several secondary extension keys, each associated with a different primary phone. -
Page 23: Agent Help
Agent Help 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 24: Instructions For Hunt Groups
Instructions For Hunt Groups Your system may be programmed with “hunt groups” These are groups of phones that share a common extension number in addition to having individual extension numbers. (A phone that is part of a hunt group can be called directly using its individual extension number.) The phone or phones that receive the call when a hunt group extension number is dialled is determined by a list programmed in your telephone system's software. -
Page 25: Acd Hunt Groups
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. If your phone is in an ACD hunt group, use the following procedures to log in and out. - Page 26 To log out of one or more ACD hunt groups: EITHER, Dial 328 to log out of all of your ACD hunt groups at once. (The display shows AGENT LOGGED OUT OF ALL ACDS, and you hear a confirmation tone.) Hang up if off hook.
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Page 27: Voice Mail Features
Voice Mail Features Entering your mailbox. The first time you use your Voice Mail mailbox, you need to initialize it, as described on page 3. When you enter your mailbox, the system may play one of the following messages: • Mailbox almost full or full: If your mailbox is full, no new messages can be received until you delete waiting or saved messages. -
Page 28: Listening To Messages
Listening to Messages Whenever you enter your mailbox, you are told how many new and saved messages you have. To hear these: enter your mailbox as described on page 26. • EITHER, Press 1 to listen to your new messages. OR, Press 3 to listen to your saved messages. -
Page 29: Undeleting Voice Mail Messages
Undeleting Voice Mail Messages 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. You have up to 24 hours to restore your deleted messages. After that, Voice Mail will erase them. -
Page 30: Sending Messages
Sending Messages To send a message: Enter your mailbox as described on page 26. • Press 2 • Dial the desired mailbox number or group list number. • After hearing the subscriber's name, press # to accept it. • When you hear the tone, record your message. •... -
Page 31: Cancelling Unheard Messages
Cancelling Unheard Messages 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: While listening to the Voice Mail main menu, press 5 Press 1 When prompted, enter the number of the mailbox that has the unheard message. -
Page 32: Personal Options
Personal Options 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 • Call Screening Transfer Method • Fax Destination Number •... -
Page 33: Recording Your Personal Greetings
To change your personal greeting Enter your mailbox as described on page 26. • Press 4 to select the Personal Options Menu. • Press 1 • EITHER, Press 1 to record and/or enable your primary greeting. • OR press 2 to record and/or enable your alternate greeting. •... -
Page 34: Voice Mail Message Envelope Contents
Voice Mail Message Envelope Contents Each Voice Mail message is preceded by an “envelope” message that can include the time and date the message was left, the source of the message, and/or the message length. To change your message envelope: Enter your mailbox as described on page 26 Press 4 to select the Personal Options Menu. -
Page 35: Message Search Order
Message Search Order This feature allows you to determine how 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 26. • Press 4 to select the Personal Options Menu. •... -
Page 36: Remote Messaging
Remote Messaging 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 Mail system to call when your mailbox receives new messages. - Page 37 Remote Messaging (Continued) To set up the days of the week for notification, press 3. Then select one of the following: Press 1 for Monday-Friday, 2 for all days, or 3 to select individual days. If you selected individual days, you will be prompted to press digits 1-7 which correspond to the days Sunday to Saturday.
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Page 38: Default Feature Codes
Default Feature Codes Feature Name Feature Code Account Code oe Following Calls Account Code oe Optional ACD Agent Log In ACD Agent Log Out ACD Agent Log In/Out ACD Agent Wrap-Up Terminate Agent Help Request Agent Help Reject Answer (Ringing Call) Automatic Intercom Access On/Off Automatic Line Access...
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