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Inter-Tel Axxess User Manual

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Executive Display Phone User Guide

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  • Page 1

    Axxess ® Executive Display Phone User Guide...

  • 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 button. Part no. 835.2449-3 ©Inter-Tel, Inc. June 2003 printed in US...

  • Page 4

    EDIALING AN UTSIDE UMBER Select a line and press . The number is automatically dialed. REDIAL 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 button. ESPONDING TO A AITING If you hear a “call waiting”...

  • 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 and Professional Display Phone users must then select a menu button.) Do one of the following: •...

  • Page 6

    If your MSG button is not lit, access your mailbox as follows: 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 7

    OICE PTIONS HONE YSTEM AND EATURE ODES OICE EATURE UIDE Below is a summary of the options you can CODE FEATURE NAME CODE FEATURE NAME Account Code – All Calls Hunt Group Remove/Replace use when listening to messages, after playing Account Code –...

  • Page 8

    To turn on Do-Not-Disturb: EMOTE EATURE CCESS Dialpad Characters Remote Feature Access allows you to place 1. Enter NUMBER OF TIMES BUTTON IS PRESSED your phone in Do-Not-Disturb mode or forward BUTTON 2. Enter message number 01-20 (see default & calls, either from another phone or through a message list below).

  • Page 9: Table Of Contents

    Using Account Codes ........... . 57 ©Inter-Tel, Inc. June 2003 printed in US...

  • 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...

  • Page 11: Finding Your Way

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

  • Page 12: Finding Your Way

    BOUT UIDE ® This guide contains instructions for using the Executive Phone on the Inter-Tel ® Axxess telephone 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

    SPECIAL VOLUME MICROPHONE BUTTON CONTROL (underneath edge) NOTE: This is the default configuration. Your phone’s buttons may have been pro- grammed differently. If you are uncertain about the configuration, ask your System Administrator. ® Axxess Executive Display Phone User Guide...

  • Page 14

    NOTE: Because the system allows customized feature buttons, your phone may have been reprogrammed so that the feature buttons do not match those described in this guide. ® Axxess Executive Display Phone User Guide...

  • Page 15

    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

    With these lists, you can send a message to a group of people by entering one number instead of everyone’s individual mailbox number. NOTE: You cannot cancel unheard (unretrieved) messages that are sent using group lists (see page 35). ® Axxess Executive Display Phone User Guide...

  • Page 17

    “Handsfree” mode indicates that a call is connected through the speaker- phone (i.e., you don’t have to lift the handset to speak). While in handsfree mode, you can make or receive calls while dialing. ® Axxess Executive Display Phone User Guide...

  • Page 18

    ® Axxess Executive Display Phone User Guide...

  • Page 19: Getting Started

    Using Reminder Messages ........38 ® Axxess Executive Display Phone User Guide...

  • Page 20: Initializing Your Mailbox

    • 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: Recording Your Personal Greetings

    • Press to replay the greeting. • Press to add to the greeting. • Press to erase and re-record the greeting. • Press to exit without changing your greeting. Hang up. ® Axxess Executive Display Phone User Guide...

  • Page 22: 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 23: Intercom Calls, Placing Intercom Calls

    • To leave voice mail: Press the menu button to call the LEAVE VOICE MAIL phone’s mailbox. This option appears only if the called phone has a voice mail- box. ® Axxess Executive Display Phone User Guide...

  • Page 24: Receiving Intercom Calls

    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 25

    — IC CALL TO DND: Blocks the call by placing your phone in DND mode. (See page 36 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 26: Outside Calls, Placing 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 24.) ® Axxess Executive Display Phone User Guide...

  • Page 27: Receiving Outside Calls, Emergency Calls, Call Waiting

    Dial A call is automatically placed to the preset emergency number. CAUTION Consult your System Administrator and your local Inter-Tel servicing company for important information about dialing emergency services from your IP Phone before you begin using it. Call Waiting If you receive a call while you are already on another call, you will hear a “call wait-...

  • Page 28

    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 button. ® Axxess Executive Display Phone User Guide...

  • Page 29: C Onference C Alls

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

  • Page 30: To Another Extension, To Voice Mail

    VOICE MAIL 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 31: To An Outside Number, To Pick Up (reverse Transfer) A Call

    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 32: F Orwarding C Alls, Manual Call Forwarding

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

  • Page 33: Automatic System Forwarding, Redirect Calls

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

  • Page 34

    • To redial the saved number: After selecting a line, press . The number is REDIAL automatically dialed. NOTE: If there is no redial number available, the display shows NO NUMBER TO DIAL. ® Axxess Executive Display Phone User Guide...

  • Page 35: Date, Time, Name, And Extension Number, Outside Party's Name/number

    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 36

    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 to connect and disconnect calls. SPKR ® Axxess Executive Display Phone User Guide...

  • Page 37: Mute Button, Group Listen Using The Speaker

    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 button lamp is lit. Pressing will disconnect the call. SPKR SPKR ® Axxess Executive Display Phone User Guide...

  • Page 38: 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 39: Leaving Messages, Retrieving Messages

    REPLY To cancel a waiting message: Press or the menu button to view the message to be VIEW MESSAGE canceled. Press or the menu button to cancel the displayed message. DELETE ® Axxess Executive Display Phone User Guide...

  • Page 40

    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 41: Listening To Messages

    • Press to play the message envelope. • Press or to raise the volume. • Press to save the new message in your mailbox. • Press to delete the message from your mailbox. ® Axxess Executive Display Phone User Guide...

  • Page 42

    • 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 43: Undeleting Messages

    • 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 44: 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 45: 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 46

    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 47

    BUTTON 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 48

    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 49

    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 50

    ® Axxess Executive Display Phone User Guide...

  • Page 51: Table Of Contents

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

  • Page 52: Phone Configuration, Changing Volume Levels

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

  • Page 53: 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 54: Changing The Language

    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 55: Returning To Default Operation, Voice Mail Options, Changing Your Mailbox Password

    If you do not want to use a password, skip this step. Press . Voice mail plays back your password if you entered one. Press to accept the password as entered or press to erase and re-enter your password. Hang up. ® Axxess Executive Display Phone User Guide...

  • Page 56: Changing The Call Screening Transfer Method

    “Screened” Calls: Before voice mail transfers a call to you, a prompt asks the caller to record his or her name. When you answer, you hear “You have a call from (caller’s name).” You can choose whether or not to accept the call (see page 58). ® 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: Changing The Message Search Order

    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: Station Speed Dial

    Once programmed, you can quickly dial these numbers by entering a feature code and dialing the desired location number. Because the Inter-Tel system supports both sta- tion and System Speed-Dial numbers, you can have access to over 1000 stored num- bers.

  • Page 61: System Speed Dial

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

  • Page 62

    You hear a confirmation tone when the Record-A-Call feature is activated. To turn off Record-A-Call: ∞ EITHER, Press and dial OR, Press the menu button. CANCEL RECORDING OR, Hang up. ® Axxess Executive Display Phone User Guide...

  • Page 63: Enabling Paging, Making Pages

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

  • Page 64

    With the handset in the cradle, dial To display the current feature button values: With the handset in the cradle, dial Press the feature button(s) you want displayed. Press to hang up. SPKR ® Axxess Executive Display Phone User Guide...

  • Page 65

    If the DSS button has a lamp, you can visually monitor the status of the exten- sion. NOTE: For the DSS buttons 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

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

  • Page 67

    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: Phone Directory

    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 button 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: Remote Access Password

    . 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 next page. ® 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

    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 menu button. REJECT HELP ® Axxess Executive Display Phone User Guide...

  • Page 74: Acd Hunt Groups, Hunt Group Calls Enabled/disabled

    • 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: Ending An Acd Hunt Group Call

    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: About Your Phone

    System Administrator can tell you how your system differs and how to use the features. If you are a System Administrator or if you need additional information not available in this guide, refer to the Administrator’s Guide (part number 550.8001). ® Axxess Executive Display Phone User Guide...

  • Page 79

    This section includes some of the most frequently asked questions. If you have prob- lems with your phone or voice mailbox, refer to this section before you contact your System Administrator or your local Inter-Tel dealer. How do I program System Speed-Dial numbers? Only your System Administrator can program System Speed-Dial numbers.

  • Page 80

    First, contact your System Administrator if you have a question that is not covered in A11. this user guide. If you need further assistance, contact your local authorized Inter-Tel dealer. All Inter-Tel sales, service, and support are handled at the local level.

  • Page 81

    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

    Headset On Headset Off Headset On/Off Hold – Individual Hold – System Hookflash Hunt Group Remove Hunt Group Replace Hunt Group Remove/Replace Message Message – Cancel Message Left Message – Cancel Message On 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: About Voice Mail

    Dialpad 3 Directories Call Waiting 17 name 12 Callbacks 14, 16 outside 16 Calls phone 58 answering 17 search 60 blocking 15 using 58 ending ACD 66 making 13, 16 voice mail 60 ® Axxess Executive Display Phone User Guide...

  • Page 86

    Listening to Messages 31 Exiting a Conference 19 Logging In and Out of ACD Hunt Groups 65 Fax Destination Number 47 Mailbox Almost Full/Full 30 Feature Button Functions 4 Making an Emergency Call 17 ® Axxess Executive Display Phone User Guide...

  • Page 87

    Reverse Transfer 21 Placing Ring Intercom Always 13 calls on hold 18 conference calls 19 intercom calls 13 non-handsfree call 13 Saving the Last Number Dialed 24 outside calls 16 Saving Volume Levels 42 ® Axxess Executive Display Phone User Guide...

  • Page 88: What You See And Hear

    What the Administrators Can Do for You 68 What You See and Hear 7 Undeleting Messages 33 Working in Hunt Groups 64 User-Programmable Feature Buttons 54 Wrap-Up Timer 66 Using account codes 57 defaults 45 directories 58 Zones, Page 53 ® Axxess Executive Display Phone User Guide...

  • Page 89: Accessing Your Mailbox

    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 Mes- Back Up sage button to respond to a Record Greeting...

  • Page 90

    Part No. 550.8108 Issue 8.0, June 2003 A661/9219A...

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