ShoreTel 565g User Manual
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ShoreTel 565g User Manual

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Summary of Contents for ShoreTel 565g

  • Page 1 ShorePhone IP 565g Telephone User Guide...

  • Page 2: Document And Software Copyrights

    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

    Contents GETTING STARTED ..........5 Your Phone's Display .
  • Page 4 Pairing with a Bluetooth Wireless Headset ..... . . 33 DIRECTORY ..........35 MANAGING CALLS –...

  • Page 5: 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. Handset with TFT-LCD Color Display Indicator LED Finger Rest 3.5 inch...

  • Page 6: Your Phone's Display

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

  • Page 7: Guide To Status Icons

    LED color references apply to the IP265, IP560/560g, and IP565g models, which support three-color LED display for the custom keys. Values shown in the table below apply to ShoreTel 6.1 (build 11.15.2603.0) and higher. Blink...
  • Page 8 Blink LED Color and Icon State Icon Blink Pattern Whisper Page Call Steady on Active Call Whisper Muted Steady on Extension Monitor States Idle Orange Idle and DND Steady on Idle and Message Waiting Orange Idle, Message Waiting and DND Steady on Green Offering Call...
  • Page 9 Blink LED Color and Icon State Icon Blink Pattern Green Picked up Monitored Ext. Call + 800ms on Monitor Ext on Active Call Orange 200ms on Orange Picked up Monitored Ext. Call 200ms on, 100ms off, and Held + Monitor Ext on 200ms on, 500ms off Active Call Orange...
  • Page 10 Blink LED Color and Icon State Icon Blink Pattern Orange Steady on (Dial/Transfer Mailbox Only) MWI Steady on Green (Pickup, Pick/Unpark, Pickup 1000ms on, 1000ms off NightBell Only) Offering Orange (Unpark, Pick/Unpark Only) Held/ 250ms on, 250ms off Parked Toggle Functions (Record, Whisper Mute) Function Off Orange...

  • Page 11: Logging In

    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 12: Managing Calls - Basic Features

    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 13: Answering Calls

    A double ring signals an internal call, while a single ring signals an external call. On ShoreTel 565g phones, the call key also blinks green. If the information is available, the caller’ s name, number, and the incoming call icon appear on your display, as shown in the figure below.

  • Page 14: Sending A Call To Voice Mail

    To end a call, press the Headset button again, or press the call control button on your Bluetooth headset. Sending a Call to Voice Mail When an incoming call arrives, a To VM soft key becomes available, as shown in the figure on the previous page. Press the To VM soft key to send the caller directly to your voice mailbox.

  • Page 15: Transferring A Call

    Transferring a Call To transfer a call from your extension to another number: Transfe r Press the Transfer button . The call is put on hold. Step 1 Step 2 At the prompt, dial the number (or press the extension's custom key, or use the Directory to find the party), then do one of the following: Complete a blind transfer by hanging up or by pressing...

  • Page 16: Using The Intercom

    To place a call on hold, press the Hold button , or press the call's custom key, if available. On the ShoreTel 565g phone, the custom key blinks orange, at which point you can safely place the handset on hook (or press the speaker or headset button) without ending the call.

  • Page 17: Redialing And Checking Missed Calls

    Redialing and Checking Missed Calls You can use the Redial function to dial not only the last number you called, but the last several calls you made and received, including those you missed (denoted by the icon). The date and time information appears directly above the soft keys for the selected call.

  • Page 18: Audio Controls

    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 19: Voice Mail

    VOICE MAIL A steadily flashing light on your phone’ s right-most upper corner and 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 Voice Mai l To log in to the main voice mail menu, press the Voice Mail button...
  • Page 20 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 21: Mailbox Options

    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 22 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 23 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 messages heard after e-mail delivery Change agent state Log in and assign extension Log out...

  • Page 24: 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 25: Options

    OPTIONS Changing Call Handling Mode and Forwarding Use ShoreWare Call Manager or Web Access to configure the modes NOTE with different call forwarding destinations and personal greetings. You can set one of five distinct call handling modes for your extension, including four “Do Not Disturb”...

  • Page 26: Call Handling

    Call Handling *1. Standard Asterisk 2. In a Meeting indicates that this is the current 3. Out of Office mode. 4. Extended Absenc 5. Custom Edit Cancel Step 4 When the desired mode is selected, press the OK soft key and then the Done soft key.

  • Page 27: 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 is automatically activated when placing or receiving calls. You can control the call activity with ShoreWare Call Manager.

  • Page 28: Changing Ring Tone

    Changing Ring Tone You can choose between four distinctive ring tones to help you distinguish your phone from neighboring phones. Options Step 1 Press , enter your password, and press the OK soft key. Step 2 Scroll to Change Ring and press the Edit soft key. Step 3 Use the Scroll button to scroll through the available ring tones (see below), and then press the Ring soft key to hear...

  • Page 29: 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...
  • Page 30 Press the soft key to shift the key pad between Step 8 numeric and alphabet mode, and enter a descriptive label no longer than five characters that will remind you of the new function of the custom button. When in alphabet mode, press the appropriate key on the dial pad NOTE multiple times to scroll through the alphabet letters associated with that key.

  • Page 31: Changing The Agent State

    Note that the Agent State option is only available if your ShoreWare Call Manager client type is one of the following: Workgroup Agent, Workgroup Supervisor, or Operator. To change the agent state on your IP 565g phone, follow the procedure below: Options Press the Options button...

  • Page 32: Enabling Or Disabling Handsfree Mode

    Enabling or Disabling Handsfree Mode In general, handsfree mode is for analog telephone users who are using headsets. NOTE IP phone users should instead choose the Auto Off-Hook Preference. See “Changing Automatic Off Hook Preference” on page 27 for more information.

  • Page 33: Pairing With A Bluetooth Wireless Headset

    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.
  • Page 34 To have audio automatically routed to your Bluetooth headset, See • “Changing Automatic Off Hook Preference” on page 27. 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”.

  • Page 35: Directory

    DIRECTORY You can use the Directory to find phone numbers on your network by pressing Di rector y , then: Name: Alice Low Amanda Kurle Andrea Dice Andrew Absinthe Andy Meringue Dial Intcom Speed Cancel Press the keys that correspond with the first few letters of the extension's •...

  • Page 36: 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 37 Please see “Overhead Paging” on page 42 and “Using Group Paging” on page 43 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 43 for more information.
  • Page 38 If you need this feature, please review with your system administrator. 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 39: Bridged Call Appearances

    Whisper Page – The ShoreTel system allows users with the proper • permission to enter a call on another extension and whisper to the recipient without the other party hearing. The call recipient can talk back to you privately using the whisper page mute feature.

  • Page 40: Silent Monitor / Barge In

    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.

  • Page 41: Answering A Monitored Extension's Call

    To issue a Whisper Page to another user who is on a call, dial , 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...

  • Page 42: Picking Up The Night Bell

    sent to any other phone (e.g., IP100, SoftPhone, or analog phone) the call will appear as a second incoming call. NOTE If you use the Whisper Page feature often, you should have your system administrator configure a custom key to provide one-button Whisper Page operation.

  • Page 43: Using Group Paging

    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, dial the Group Paging Extension given to you by your system administrator and wait for the confirmation tone.

  • Page 44: 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 565g IP phone to let you perform the following tasks: dial by name or number •...

  • Page 45: 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 46: Troubleshooting

    TROUBLESHOOTING Problem: The voice mail system is notifying your callers that your mailbox has exceeded its limit and is unable to accept new messages. Solution: Your mailbox is full. You must delete messages you no longer need: At the Main Menu prompt, press to replay the message.

  • Page 47: 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 48: Rebooting Your Phone

    Rebooting Your Phone To reboot your phone, follow these steps: This should only be done at the direction of your system administrator. NOTE With the phone on hook, press the Mute button Step 1 The LED should not light and you shouldn't hear any tones; if this isn't the case, lift and replace the handset.

  • Page 49: 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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