ShoreTel 212k User Manual
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ShoreTel 212k User Manual

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ShoreTel 212k IP Phone User Guide

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Summary of Contents for ShoreTel 212k

  • Page 1 ShoreTel 212k IP Phone User Guide...

  • Page 2: Version Information

    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

    Guide to Status Icons........7 LED Color Guide for ShoreTel 212k Custom Buttons ....7 LOGGING IN .
  • Page 4 Using Group Paging ........37 Parking and Unparking Calls .

  • Page 5: Getting Started

    GETTING STARTED Welcome to your ShoreTel™ IP phone! This user guide will help you configure your phone, learn how to make and take calls, as well as use advanced features. Function Keys Function Keys overlay Indicator LED Perform core Vinyl overlay imprinted Flashing light alerts telephony functions.

  • Page 6: Your Phone's Display

    Your Phone's Display Your ShoreTel IP phone displays information about name and extension, call handling mode, call lines, monitored extensions, calls, duration of call, voice messages, date and time, soft key functions, and your phone’ s operating status. ShoreTel 212k Interface...

  • Page 7: Guide To Status Icons

    In Wrap-Up Logged Out of Workgroup LED Color Guide for ShoreTel 212k Custom Buttons Your ShoreTel 212k phone also provides color cues to help you determine the operational status as follows: Steady Green - in use by you Blinking Green - (Fast) on hold or call parked...

  • Page 8: Logging In

    You are now logged in. Your phone can receive calls, and you can check for new messages. With appropriate permissions (granted by your system administrator), you can log into any ShoreTel IP phone on your network to assign your extension to that phone.

  • Page 9: Managing Calls - Basic Features

    To place an external call, enter the trunk access code, then the phone number. To end a call, press the Headset button again. The figure below shows the information that appears on your ShoreTel 212k IP phone when an outbound call is placed. Outbound call: ShoreTel 212k Call Recipient’s Name...

  • Page 10: Answering Calls

    A double ring signifies an internal call while a single ring indicates an external caller. The caller’ s name and number may appear on your display if the information is available. Inbound call: ShoreTel 212k Caller’s Name (alternates with...

  • Page 11: Sending A Call To Voice Mail

    Sending a Call to Voice Mail When an incoming call arrives, you can press the Menu button which will cause the following menu to appear: Press the custom button next to the To VM soft key to send the caller directly to your voice mailbox.

  • Page 12: Answering Additional Calls

    Answering Additional Calls With the appropriate permissions (set by your system administrator), your 212k phone can receive up to 12 incoming calls at once simply by pressing one of the custom buttons which has been programmed for a call appearance.

  • Page 13: Using The Intercom

    , or press the call's custom H o l d key, if available. On the ShoreTel 212k phone, the custom key blinks green, at which point you can safely place the handset on hook (or press the speaker or headset button) without ending the call. To take the call off hold, press the...

  • Page 14: Redialing And Checking Missed Calls

    . Press it again to dial the last number you called. R e d i a l Press the Redial button to display a list of previously dialed numbers, as shown below. ShoreTel 212k Redial Interface Pressing Show button displays date and time number was...

  • Page 15: Audio Controls

    AUDIO CONTROLS Adjusting Ring Tone Volume To adjust the ring volume while the handset is on hook and the speakerphone is off, press on the volume button. By pressing repeatedly, you can turn the ringer volume off. Adjusting Handset Volume To adjust the handset volume while the handset is off hook, press on the volume button.

  • Page 16: Voice Mail

    VOICE MAIL A steadily flashing light on your phone’ s upper right corner, as well as stutter dial tone, signifies that you have unheard messages. The number of unheard messages appears on the idle screen of your phone’ s display by the icon Logging Into the Main Menu V o i c e M a i l To log in to the main voice mail menu, press the Voice Mail button...
  • Page 17 Choose one of the following options: Reply with a voice message Reply with a call back Return to the previous menu Hear envelope information (time and date sent) Move backward While listening to a message, you may “rewind” to several seconds earlier in the message.
  • Page 18 After the message is addressed, if desired, you can press: Mark / unmark urgent Request return receipt Listening to Saved Messages 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 19 Reassign extension 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. Set your password Enter your new password, followed by and repeat to confirm.
  • Page 20 The following options are available: Confirm Cancel Additional options The following additional options are available: Enable or disable Outlook automated call handling Change e-mail delivery options Disable e-mail delivery Enable e-mail delivery Enable e-mail delivery with voice message attached Mark voice mail heard after e-mail delivery Change agent state (See “Changing the Agent State”...

  • Page 21: 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. Transfer to assistant.

  • Page 22: Options

    OPTIONS You can manage various options on your 212k by pressing the options button and entering your password. You can configure your call handling mode, automatic off-hook preference, ring tone, programmable keys, agent state as well as handsfree mode. Pressing the Options button, followed by your...
  • Page 23 Asterisk indicates this is currently selected mode Step 2 Press the custom key to the left of Call Handling. Step 3 Press the custom key to the left of the desired call handling mode. Change the Call Forward Always or No Answer destination by doing the following: Press the custom button on the right.

  • Page 24: Changing Automatic Off Hook Preference

    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 (speakerphone or headset) is automatically activated when placing or receiving calls. You can control the call activity with PCM.

  • Page 25: Changing Ring Tone

    Changing Ring Tone You can set your IP212k phone to ring with one of four different ring tones. By default, your phone is set to the Standard ring tone. O p t i o n s You can use the Options button to select the desired ring tone by doing the following: O p t i o n s...

  • Page 26: Programming Your Custom Buttons

    Programming Your Custom Buttons You can program the custom buttons on your IP 212k phone as shortcuts to operations that would normally require pressing two or three buttons to accomplish the same task. After a function is assigned to one of the 12 custom buttons, you can enter a label of up to six characters, and this label appears on the LED display next to the custom button.
  • Page 27 ShoreWare Director. However, your choices are limited to just Call Appearance and Dial Number (i.e. Speed Dial) when programming the buttons via the 212k interface. To program one of the other functions to your custom buttons, please contact your system administrator.

  • Page 28: Changing The Agent State

    Note that the Agent State option is only available if your PCM client type is one of the following: Workgroup Agent, Workgroup Supervisor, or Operator. To change the agent state on your IP 212k phone, follow the procedure below: O p t i o n s...

  • Page 29: Enabling Or Disabling Handsfree Mode

    Enabling or Disabling Handsfree Mode Handsfree mode is for analog telephone users who are using headsets. IP phone users should instead choose the Auto Off-Hook Preference. See “Changing Automatic Off Hook Preference” on page -24 for more information. With handsfree mode enabled, you can place or receive calls by using a headset or the speakerphone.

  • Page 30: Directory

    D i r e c t o r y by pressing the Directory button , to display the following: ShoreTel 212k Directory Interface To limit the search results, start spelling the person’ s name using the keypad. to enter a wildcard character and to enter a space.

  • Page 31: Managing Calls - Advanced Features

    Programmable Custom Buttons The 212k IP phone has eleven 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 32 IP phones. Please see “Overhead Paging” on page -37 and “Using Group Paging” on page -37 for more information. • Park – The ShoreTel system allows users to park a connected call on another extension. Please see “Parking and Unparking Calls” on page -37 for more information.
  • Page 33 • Send Digits Over Call – The ShoreTel system allows users to send a preconfigured set of DTMF tones out a trunk during a call. This feature is useful to quickly navigate external IVR systems as well as external systems requiring an account code.

  • Page 34: Bridged Call Appearances

    • Unpark – The ShoreTel system allows users to unpark a connected call from another extension. Please see “Parking and Unparking Calls” on page -37 for more information. • Whisper Page – The ShoreTel system allows users with the proper permission to enter a call on another extension and whisper just to that one party.

  • Page 35: Silent Monitor / Barge In

    • Outbound to an external number – the caller-id will be used in following order, based on availability: • Outbound caller-id configured for that BCA • DID number configured for that BCA • External identification or caller-id number of the user that initiated the BCA call •...

  • Page 36: Whisper Page

    To issue a Whisper Page to another user who is on a call, enter , plus the extension of that user. Note that the recipient must be on a ShoreTel IP phone (except the IP100). If a Whisper Page call is sent to any other phone (e.g., IP100, SoftPhone, or analog phone) the call will be treated as an...

  • Page 37: Toggling The Hunt Group Status

    By dialing the paging group extension associated with those users, you can record a message that will be broadcast over the individual speakers of those users’ ShoreTel IP phones. To use this feature, enter the Group Paging Extension given to you by your system administrator and wait for the confirmation tone.
  • Page 38 To unpark the call from a different location: Step 1 Press the Menu button and press the custom key next to the word “Unpark,” which appears on the display. Step 2 Enter the extension number from which you want to unpark the call.

  • Page 39: Call Manager Software

    ShoreTel IP phone system, including unified messaging, point-and-click call management, customizable call-handling, and visual voice mail from your Windows-based PC. The software works in concert with your 212k IP phone to let you perform the following tasks: • dial by name •...

  • Page 40: Web Access

    WEB ACCESS ShoreTel Web Access is a browser-based interface by which users can manage personal options and settings from any web browser from anywhere in the world. Call handling details and notification settings can be managed securely and easily from anywhere.

  • Page 41: Troubleshooting

    TROUBLESHOOTING Problem: Your system is notifying your callers that your mailbox has exceeded its limit and is unable to accept new messages. Solution: The voice mail system includes recently deleted messages still residing in the mailbox in the total count. If your mailbox is full, first purge any backlog of deleted messages: Step 1...

  • Page 42: Viewing Phone Information

    Problem: Your phone’ s display does not show the date and time. Solution: Your phone cannot locate the time server. Contact the system administrator. Viewing Phone Information To view information about your phone, such as IP address, subnet mask, version, and MAC address, follow these steps: Step 1 With the phone on hook, press the Mute button The LED should not light and you shouldn't hear any tones;...

  • Page 43: Rebooting Your Phone

    Rebooting Your Phone To reboot your phone, follow these steps: Step 1 With the phone on hook, press the Mute button The LED should not light and you shouldn't hear any tones; if this isn't the case, lift and replace the handset. Step 2 Dial R-E-S-E-T on the keypad and then press .

  • Page 44: Quick Reference Of Common Star Codes

    QUICK REFERENCE OF COMMON STAR CODES Park a call + ext. UnPark a call + ext. Picking Up a Remote Extension + ext. Picking Up the Night Bell Using the Intercom + ext. Barge In + ext. Silent Monitor + ext. Toggling the Hunt Group Status + HG ext.

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