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Inter-Tel Axxess User Manual

Executive display phone
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User Guide

Executive Display Phone

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  • Page 1: User Guide

    User Guide Executive Display Phone...
  • Page 3 (usually 911). You do not have to press first. OUTGOING NSWERING AN UTSIDE EITHER, Lift the handset. OR, Press ANSWER OR, Press the flashing key. ©Inter-Tel, Inc. October 2002, Printed in US Part no. 835.2449-2...
  • Page 4 EDIALING AN UTSIDE UMBER While on a call or after selecting a line, press . A line is selected auto- REDIAL matically, and the number is dialed. LACING A ALL ON Press and hang up or place another call. HOLD To return to the call, lift the handset and press the flashing key.
  • Page 5 ICKING ALL FROM NOTHER XTENSION Lift the handset and dial Dial the extension number where the call is ringing or holding. ORWARDING ALLS Press . (Executive, Professional, and Model 8560 Display Phone users must then select a menu key.) Do one of the following: •...
  • Page 6 If your MSG key is not lit, access your mailbox by following these steps: Dial the voice mail extension number. (You hear the main menu.) During or after the greeting, press to identify yourself as a subscriber. Enter your mailbox number and your personal password (if programmed). Then press ISTENING TO OICE...

  • Page 9: Table Of Contents

    Programming Secondary Extension Keys ........56 Axxess Executive Display Phone User Guide...
  • Page 10 INDEX ............. . 75 For sales, service, or technical support, contact your local authorized Inter-Tel dealer. If you have questions or comments about this User Guide, contact Inter-Tel Technical Publications at: Tech_Pubs@inter-tel.com Axxess Executive Display Phone User Guide...

  • Page 11: Finding Your Way

    What You See and Hear ........7 Axxess Executive Display Phone User Guide...

  • Page 12: Welcome

    UIDE This guide contains instructions for using the Executive Display Phones on the Inter- Tel Axxess and voice mail systems. To help you find information more quickly, this guide is divided into four separate sections, as indicated by the tabs.

  • Page 13: About Your Phone

    RING AND VOICE HANDSFREE SPECIAL VOLUME MICROPHONE CONTROL (underneath edge) NOTE: This is the default configuration. Your keys may have been programmed differ- ently. If you are uncertain about the configuration, ask your System Administrator. Axxess Executive Display Phone User Guide...

  • Page 14: Feature Key Functions

    ). Depending on how your telephone system is configured, you may need to press this key before you dial a feature code. NOTE: Because the Axxess telephone system allows customized feature keys, your phone may have been reprogrammed so that the feature keys do not match those described in this guide.

  • Page 15: Lcd Menu Keys

    DEST Destination Directory Do-Not-Disturb Extension Message Recall SPKR Speaker SPKRPHN Speakerphone STN SPD Station Speed Dial SYS SPD System Speed Dial Transfer Trunk Group (a group of outside lines) TRNK Trunk (an outside line) Axxess Executive Display Phone User Guide...

  • Page 16: About Voice Mail

    BOUT OICE Voice mail is an application that is part of the Inter-Tel Voice Processor. With the voice mail application, you and other callers can send and receive recorded messages from any station or touchtone telephone. To use this and other features, each user (you included) is assigned a “voice mailbox,”...

  • Page 17: What You See And Hear

    EE AND As you can see, your Executive Display Phone and Axxess system come equipped with a lot of “bells and whistles.” To help you understand what everything means, it is recommended that you read the following information before you use your phone.
  • Page 18 Axxess Executive Display Phone User Guide...

  • Page 19: Getting Started

    Using Reminder Messages ........36 Axxess Executive Display Phone User Guide...

  • Page 20: Introduction

    • Press to erase and re-record your name. The system then plays a prompt that introduces you to the basic voice mail features. You can skip this introduction by pressing , if desired. Axxess Executive Display Phone User Guide...

  • Page 21: Making And Receiving Calls

    • To leave voice mail: Press the LEAVE VOICE MAIL menu key to call the phone’s mailbox. This option appears only if the called phone has a voice mail- box. Axxess Executive Display Phone User Guide...
  • Page 22 To receive a ringing (non-handsfree) intercom call: EITHER, Lift the handset for privacy. OR, Press to respond handsfree. SPKR NOTE: You must lift the handset if the caller has the Ring Intercom Always feature enabled. Axxess Executive Display Phone User Guide...
  • Page 23 — IC CALL TO DND: Blocks the call by placing your phone in DND mode. (See page 34 for more information about DND mode.) NOTE: To use this feature, the installer or System Administrator must program your phone to receive Off-Hook Voice Announce Calls. Axxess Executive Display Phone User Guide...

  • Page 24: Outside Calls

    STN SPEED DIAL: Selects the Station Speed-Dial feature. (See page 50.) • SYS SPEED DIAL: Selects the System Speed-Dial feature. (See page 51.) • REDIAL: Redials the last outside number you dialed. (See page 22.) Axxess Executive Display Phone User Guide...

  • Page 25: Receiving Outside Calls

    (See page 21 for more information about the Redirect Call feature). Emergency Calls With the Axxess phone system, you do not have to access an outside line (press ) to dial an emergency number. OUTGOING To make an emergency call: Dial A call is automatically placed to the preset emergency number.

  • Page 26: Placing Calls On Hold

    To place an outside call on System Hold: ∞ Press and dial Hang up or place another call. To return to a call that is on hold: Lift the handset and press the flashing key. Axxess Executive Display Phone User Guide...

  • Page 27: Placing Conference Calls

    To transfer the conference to another extension or to voice mail: Press TRANSFER the TRANSFER CNF menu key and dial the desired extension number. Then hang up when you are ready to complete the transfer. Axxess Executive Display Phone User Guide...

  • Page 28: Transferring Calls

    Press the VOICE MAIL menu key. EITHER, Dial the desired mailbox number and hang up. OR, Hang up to send the call to the voice mail menu (so that the caller can select the mailbox number). Axxess Executive Display Phone User Guide...

  • Page 29: To An Outside Number

    If the Group Call Pickup feature is enabled, you can pick up a call ringing at any station in a hunt group by dialing the hunt group’s extension number (available in software versions 5.2 and later). Axxess Executive Display Phone User Guide...

  • Page 30: Forwarding Calls

    To forward to your voice mailbox: Press the VOICE MAIL menu key. • To forward to your message center: Press the MESSAGE CENTER menu key. To cancel any call forward request: and then press the FWD OFF menu key. Press Axxess Executive Display Phone User Guide...

  • Page 31: Automatic System Forwarding

    ∞ EITHER, Press and dial OR, Press the SEND TO DEST menu key. EITHER, Press the OUTSIDE CALL menu key and enter the telephone number. OR, Use a speed-dial number (see page 50). Press Axxess Executive Display Phone User Guide...

  • Page 32: Redialing A Number

    To save the last number dialed: While the phone is idle or while listening to inter- com dial tone, press REDIAL • To redial the saved number: While on a call or after selecting a line, press . A line is selected automatically, and the number is dialed. REDIAL Axxess Executive Display Phone User Guide...

  • Page 33: Displaying Information On Your Phone

    If you are currently connected to an outside caller with Caller ID, you can toggle between displaying the caller’s name and number. To show the outside party’s name: ∞ Press and dial NOTE: If there is no outside party name available, the display shows CANNOT ACCESS FEATURE. Axxess Executive Display Phone User Guide...

  • Page 34: Using A Headset

    While on-hook, enter the Headset Off feature code ( ) or the Headset On/Off feature code ( ). The display shows HEADSET MODE OFF. NOTE: If using a headset, press the key to connect and disconnect calls. SPKR Axxess Executive Display Phone User Guide...

  • Page 35: Using The Speaker And Microphone

    This allows you to place the call into handsfree mode at any time during the call by pressing and hanging up. If you are using a headset, SPKR however, the key lamp is lit. Pressing will disconnect the call. SPKR SPKR Axxess Executive Display Phone User Guide...

  • Page 36: Enhanced Speakerphone Mode

    Also, on some long-distance calls, the outside party may hear his or her own echo when speaking to a Display Phone. If the amount of echo is objectionable, do not use the Enhanced Speakerphone Mode. Axxess Executive Display Phone User Guide...

  • Page 37: Using The Message Key

    Press the REPLY menu key to respond to the desired message. To cancel a waiting message: or the VIEW MESSAGE menu key to view the message to be can- Press celed. or the DELETE menu key to cancel the displayed message. Press Axxess Executive Display Phone User Guide...

  • Page 38: Accessing Your Mailbox

    Enter your mailbox number and your personal password (if programmed). Then press NOTE: If you do not have a password, just press . See page 45 for information on programming passwords. Axxess Executive Display Phone User Guide...

  • Page 39: Using Voice Mail Messages

    If the number was not associated with a mailbox, it will ask you to enter a mailbox number. If the message was from an outside caller, you cannot leave a voice mail message. Axxess Executive Display Phone User Guide...
  • Page 40 • Press to listen to the next message. • Press to save the new message in your mailbox. • Press to delete the message from your mailbox. Hang up. Axxess Executive Display Phone User Guide...

  • Page 41: Undeleting Messages

    — Press to purge the message from your mailbox. • Press to recover all of your deleted messages and store them as saved messages. • Press to erase all of your deleted messages. Hang up. Axxess Executive Display Phone User Guide...

  • Page 42: Sending Messages

    You may choose either of the following options: • Press and enter another mailbox number to send the message to another destination. • Press to exit and return to voice mail options. Hang up. Axxess Executive Display Phone User Guide...

  • Page 43: Canceling Unheard Messages

    • Press to play the message envelope. • Press to listen to the next message. • Press to save the message in your mailbox. • Press to delete the message. Hang up. Axxess Executive Display Phone User Guide...

  • Page 44: Using Do-Not-Disturb Mode

    16 characters. For example, if you select 03 (IN MEETING UNTIL) as your first line of text, you can enter “3:30” as your second line. Callers will then see, “IN MEETING UNTIL 3:30.” Axxess Executive Display Phone User Guide...
  • Page 45 NUMBER OF TIMES KEY IS PRESSED ENGLISH CHARACTERS JAPANESE CHARACTERS & # or / Ñ or # long *The character available depends on the software version. **The Japanese characters are only available if the Multilingual feature is enabled. Axxess Executive Display Phone User Guide...

  • Page 46: Using Reminder Messages

    STAFF MEETING CALL MARKETING SALES MEETING CALL ACCOUNTING CANCEL MEETING CANCEL DND APPOINTMENT CANCEL CALL FWD PLACE CALL TAKE MEDICATION CALL CLIENT MAKE RESERVATION CALL CUSTOMER REVIEW SCHEDULE CALL HOME LUNCH CALL CORPORATE REMINDER Axxess Executive Display Phone User Guide...
  • Page 47 To cancel all reminder message requests before they signal you: With the handset in the cradle, dial To clear a received reminder message (you hear eight short tones and see a reminder message display): With the handset in the cradle, press Axxess Executive Display Phone User Guide...
  • Page 48 Axxess Executive Display Phone User Guide...

  • Page 49: Moving On

    ACD Hunt Groups ........64 Axxess Executive Display Phone User Guide...

  • Page 50: Introduction

    To change a volume level: Press the high or low end of the Volume key to increase or decrease the volume. To save your change: Press both ends of the Volume key at the same time. Axxess Executive Display Phone User Guide...

  • Page 51: Selecting A Ring Tone

    To switch between keymaps when your phone is idle: With the handset in the cradle, dial To switch between keymaps during a call: ∞ Press and dial Axxess Executive Display Phone User Guide...

  • Page 52: Enabling Automatic Call Answer

    English/Spanish characters are alphabetized before the Japanese char- acters. To change the assigned language for your phone: Dial to change between your system’s primary and secondary languages, as desired. Your display shows the current language. Axxess Executive Display Phone User Guide...

  • Page 53: Voice Mail Options

    Alternate Greeting: Hello, this is __________. I will be away from the office from day/date until day/date. If you need to speak to someone immediately, please dial zero now. Otherwise, please leave a detailed message, and I will return your call when I return. Thank you. Axxess Executive Display Phone User Guide...

  • Page 54: Recording Your Voice Mail Directory Name

    Do one of the following: • Press again to accept your recorded name. • Press to replay your recorded name. • Press to add to your name. • Press to erase and re-record your name. Hang up. Axxess Executive Display Phone User Guide...

  • Page 55: Changing Your Mailbox Password

    Personal Options Menu. • Press to disable the entire envelope and return to the Personal Options Menu. • Press to return to the Personal Options Menu. Hang up. Axxess Executive Display Phone User Guide...

  • Page 56: Changing The Call Screening Transfer Method

    • Press to select unannounced transfers. • Press to select screened transfers. • Press to select announce only transfers. • Press to return to the Personal Options Menu without making changes. Hang up. Axxess Executive Display Phone User Guide...

  • Page 57: Programming A Fax Destination

    NOTE: This feature is available only in software versions 5.1 and later. With the Inter-Tel Voice Processor, callers can use your mailbox to send you a fax. To use this feature, you must specify the destination fax number. To change your fax destination number:...

  • Page 58: Programming Remote Messaging

    Saturdays and Sundays. NOTE: If for some reason voice mail is not able to use your remote notification, your mailbox will receive a message stating that notification could not be completed. Axxess Executive Display Phone User Guide...
  • Page 59 To select all or priority-only message notification: Press . Then press for all messages or for priority messages only. Either select another option, as described above, or press to save the settings and exit. Axxess Executive Display Phone User Guide...

  • Page 60: Speed Dialing

    (System Speed Dial) and is identified by a location number. Once programmed, you can quickly dial these numbers by entering a feature code and dialing the desired location number. Because the Inter-Tel Axxess system supports both station and System Speed-Dial numbers, you can have access to over 1000 stored numbers.

  • Page 61: System Speed Dial

    Speed-Dial locations 000-999. To view and/or dial System Speed-Dial numbers: Press SYS SPD or dial Dial the location code (000-999) for the desired number. Press or the ACCEPT menu key to dial the displayed number. Axxess Executive Display Phone User Guide...

  • Page 62: Using Record-A-Call

    SING ECORD If your telephone system is equipped with an Axxess Voice Processor (voice mail), you may have access to the Record-A-Call feature. If so, you can record an ongoing call as a mailbox message. You can then retrieve the message, just as you would any other mailbox message.

  • Page 63: Paging

    To generate a hookflash while using a line: EITHER, Press the FLASH menu key. If the FLASH menu key is not visible, press MORE until you see FLASH. ∞ OR, Press and dial Axxess Executive Display Phone User Guide...

  • Page 64: Programming Your Feature Keys

    To return all feature keys to their original default values: With the handset in the cradle, dial To display the current feature key values: With the handset in the cradle, dial Press the feature key(s) you want displayed. Press to hang up. SPKR Axxess Executive Display Phone User Guide...

  • Page 65: Programming Direct Station Select Keys

    If the DSS key has a lamp, you can visually monitor the status of the extension. NOTE: For the DSS keys to work as described above, your System Administrator must define them as user-programmable in Database Programming. Axxess Executive Display Phone User Guide...

  • Page 66: Programming Secondary Extension Keys

    To transfer to hold: Press the secondary extension key, announce the call (if desired), and then hang up. • To transfer to ring: Press TRANSFER and then the secondary extension key. You can announce the call, if desired, before hanging up to complete the transfer. Axxess Executive Display Phone User Guide...

  • Page 67: Using Account Codes

    If the account code is not immediately accepted, press . This code will be used for all calls made from your phone until it is disabled. To disable the code: Dial and press Axxess Executive Display Phone User Guide...

  • Page 68: Screening Calls

    The system will then find the closest match. Once the correct match is displayed on your phone, you can dial the number or press a key to access that extension or feature. Axxess Executive Display Phone User Guide...
  • Page 69 # or / Ñ or # long *The character available depends on the software version. **The Japanese characters are only available if the Multilingual feature is enabled and Japanese is installed as the secondary language. Axxess Executive Display Phone User Guide...

  • Page 70: Voice Mail Directory

    (if allowed). • Press to hear the next name in the directory. • Press and spell a new name to search for a different name. • Press to switch the first/last name sort order. Axxess Executive Display Phone User Guide...

  • Page 71: Programming Remote Feature Access

    . You hear a confirmation tone. Enter the new password again for verification followed by . You hear a confir- mation tone. To change the station password using remote programming, see the following section. Axxess Executive Display Phone User Guide...

  • Page 72: Remote Feature Access

    ......If Busy ..If No Answer or Busy b. Enter an extension number or enter an outside line access code followed by a telephone number. To turn off Call Forward: Enter Hang up. Axxess Executive Display Phone User Guide...

  • Page 73: Requesting Agent Help

    To accept the call: Answer as usual. Your microphone is muted and you cannot be heard by either party unless you press MUTE • To reject the call: Press the REJECT HELP menu key. Axxess Executive Display Phone User Guide...

  • Page 74: Working In Hunt Groups

    • Members: If the hunt group is not programmed to use Agent IDs, it will have a pre-programmed list of phones and will send calls to the phones where agents are logged in. Axxess Executive Display Phone User Guide...
  • Page 75 If you are not a member of the entered hunt group, the display shows NOT AN AGENT IN THIS HUNT GROUP, and you hear repeating tones. Start over. Hang up if off-hook. Repeat this procedure to log into additional ACD groups, if necessary. Axxess Executive Display Phone User Guide...
  • Page 76 To terminate the ACD Agent wrap-up period before the timer expires: With the handset in the cradle, dial NOTE: If you were not logged in to an ACD hunt group, the display shows CANNOT ACCESS RESERVED FEATURE. Axxess Executive Display Phone User Guide...

  • Page 77: Learning More

    Default Feature Codes ........71 Axxess Executive Display Phone User Guide...

  • Page 78: Introduction

    — Customizing voice mail prompts NOTE: Because the Axxess telephone system is very flexible and programmable, the procedures for using the features might vary slightly from the descriptions in this guide. If so, your trainer or System Administrator can tell you how your system differs and how to use the features.

  • Page 79: Frequently Asked Questions (Faq)

    How do I scroll the display screen? Press the low end of the volume key to scroll down or the high end to scroll up. Or, you can use the PREVIOUS or NEXT menu keys. Axxess Executive Display Phone User Guide...
  • Page 80 First, contact your System Administrator if you have a question that is not covered in A10. this user guide. If you need further assistance, contact your local authorized Inter-Tel dealer. All Inter-Tel sales, service, and support is handled at the local level.

  • Page 81: Default Feature Codes

    92001-92208* Automatic Route Selection 92000* Emergency Call Outgoing Call * These defaults may differ based on the software version. XTENSION UMBERS EXTENSION NAME EXTENSION NUMBER NEW NUMBER Phone Extensions 1000-1999 Hunt Groups 2000-2299 Attendant Axxess Executive Display Phone User Guide...
  • Page 82 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 Axxess Executive Display Phone User Guide...
  • Page 83 Ring Intercom Always On/Off Ring Tone Selection Routing Off Station Speed Dial Station Speed-Dial Programming System Forward Enable System Forward Disable System Forward On/Off System Speed Dial Switch Keymap Transfer To Hold Transfer To Ring Axxess Executive Display Phone User Guide...
  • Page 84 NOTES Axxess Executive Display Phone User Guide...

  • Page 85: Index

    13 hunt group calls 64 receiving non-handsfree 12 paging 53 returning to a held caller 16 record-a-call 52 waiting for called phone 12 system forwarding 21 Canceling Disconnecting a Headset 25 messages 27 Displaying Axxess Executive Display Phone User Guide...
  • Page 86 Making an Emergency Call 15 Forced Account Codes 57 Making and Receiving Calls 11 Forwarding Calls 20 Making Calls 11, 14 Frequently Asked Questions (FAQ) 69 Making Pages 53 Full Mailbox 28 Manual Call Forwarding 20 Axxess Executive Display Phone User Guide...
  • Page 87 Saving Volume Levels 40 non-handsfree call 11 Screening Calls 58 outside calls 14 Search Order 47 Primary Greeting 43 Searching in the Directories 60 Primary Language 42 Secondary Extension Keys 56 Programming Secondary Language 42 Axxess Executive Display Phone User Guide...

  • Page 88: Axxess Executive Display Phone User Guide

    What the Administrators Can Do for You 68 What You See and Hear 7 Undeleting Messages 31 Working in Hunt Groups 64 User-Programmable Feature Keys 54 Wrap-Up Timer 66 Using account codes 57 defaults 43 directories 58 Zones, Page 53 Axxess Executive Display Phone User Guide...
  • Page 89 OICE HART NOTE: At any menu level, you can press to cancel or return to the previous menu or press to accept. LISTENING TO MESSAGES ACCESSING YOUR MAILBOX While the message is playing: PERSONAL OPTIONS • EITHER, Press the MSG Back Up key to respond to a mes- Record Greeting...
  • Page 90 Part No. 550.8108 Issue 7.0, October 2002 A661/9219A...

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