Inter-Tel Axxess User Manual
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Inter-Tel Axxess User Manual

Professional display phone
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Professional Display Phone User Guide

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  • Page 1 Axxess ® Professional 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 Professional Display Phone User Guide...

  • Page 12: Welcome

    This guide contains instructions for using the Professional Display Phone on the Inter- ® ® 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: About Your Phone

    12-BUTTON VOLUME CONTROL MICROPHONE DIALPAD (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 Professional Display Phone User Guide...

  • Page 14: Feature Button Functions

    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 Professional Display Phone User Guide...

  • Page 15: Lcd Menu Buttons

    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 Professional Display Phone User Guide...

  • Page 16: About Voice Mail

    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 Professional Display Phone User Guide...

  • Page 17: What You See And Hear

    “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 Professional Display Phone User Guide...
  • Page 18 ® Axxess Professional Display Phone User Guide...

  • Page 19: Getting Started

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

  • Page 23: Making And Receiving 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 Professional 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 the button to respond handsfree. SPKR NOTE: You must lift the handset if the caller has the Ring Intercom Always feature enabled. ® Axxess Professional 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 Professional Display Phone User Guide...

  • Page 26: 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 Professional Display Phone User Guide...

  • Page 27: Receiving Outside Calls

    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: Placing Calls On Hold

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

  • Page 29: Placing Conference Calls

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

  • Page 30: Transferring Calls

    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 Professional Display Phone User Guide...

  • Page 31: 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 Professional Display Phone User Guide...

  • Page 32: Forwarding Calls

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

  • Page 33: Automatic System Forwarding

    EITHER, Press and dial SPCL 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 Professional Display Phone User Guide...

  • Page 34: Redialing A Number

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

  • Page 35: 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 SPCL NOTE: If there is no outside party name available, the display shows CANNOT ACCESS FEATURE. ® Axxess Professional Display Phone User Guide...

  • Page 36: 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 SPKR to connect and disconnect calls. ® Axxess Professional Display Phone User Guide...

  • Page 37: Using The Speaker And Microphone

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

  • Page 39: Using The Message Button

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

  • Page 40: 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 Professional Display Phone User Guide...

  • Page 41: Using Voice Mail 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 Professional 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 Professional 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 Professional 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 Professional 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 Professional Display Phone User Guide...

  • Page 46: 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 Professional Display Phone User Guide...
  • Page 47 EITHER, Press the button OR, Press the menu button and then the menu button. DND OFF NUMBER OF TIMES BUTTON IS PRESSED BUTTON ENGLISH CHARACTERS JAPANESE CHARACTERS & # or / Ñ or # long ® Axxess Professional Display Phone User Guide...

  • Page 48: 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 Professional 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 several short tones and see a reminder message display): With the handset in the cradle, press ® Axxess Professional Display Phone User Guide...
  • Page 50 ® Axxess Professional Display Phone User Guide...

  • Page 51: Moving On

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

  • Page 52: Introduction

    To change a volume level: Press the up or down button arrow button( ) to increase or decrease the volume. To save your change: Press both the up and down arrow buttons. ® Axxess Professional 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 SPCL ® Axxess Professional Display Phone User Guide...

  • Page 54: 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 Professional Display Phone User Guide...

  • Page 55: Returning To Default Operation

    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 Professional Display Phone User Guide...

  • Page 56: Changing The Voice Mail Message Envelope

    “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 Professional Display Phone User Guide...

  • Page 57: Programming A Fax Destination

    Personal Options Menu without making changes. Hang up. Programming a Fax Destination 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 Professional 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 Professional Display Phone User Guide...

  • Page 60: Speed Dialing

    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

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

  • Page 62: Using Record-A-Call

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

  • Page 63: Paging

    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 SPCL ® Axxess Professional Display Phone User Guide...

  • Page 64: Programming Your Feature Buttons

    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 the button to hang up. SPKR ® Axxess Professional Display Phone User Guide...

  • Page 65: Programming Direct Station Selection Buttons

    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 Professional Display Phone User Guide...

  • Page 66: Programming Secondary Extension Buttons

    • To transfer to ring: Press the button and then the secondary exten- TRANSFER sion button. You can announce the call, if desired, before hanging up to complete the transfer. ® Axxess Professional 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 Professional 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 button to access that extension or feature. ® Axxess Professional Display Phone User Guide...
  • Page 69 (for FEA- CALL ACCEPT TURE DIR) menu button to dial a number or feature code while it is displayed. NUMBER OF TIMES BUTTON IS PRESSED BUTTON ENGLISH CHARACTERS JAPANESE CHARACTERS & Ñ long ® Axxess Professional 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 Professional 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 next page. ® Axxess Professional 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 Professional 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 menu button. REJECT HELP ® Axxess Professional 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 Professional 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 Professional 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 Professional Display Phone User Guide...

  • Page 77: Learning More

    Default Feature Codes ........71 ® Axxess Professional Display Phone User Guide...

  • Page 78: Introduction

    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 Professional Display Phone User Guide...

  • Page 79: Frequently Asked Questions (Faqs)

    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: Default Feature Codes

    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 Professional 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 Professional 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 Professional Display Phone User Guide...
  • Page 84 NOTES ® Axxess Professional Display Phone User Guide...

  • Page 85: Index

    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 Professional Display Phone User Guide...
  • Page 86 LCD Menu Buttons 5 Entering Account Codes 57 Leaving Messages 29 Erasing Station Speed-Dial Numbers 51 Listening to Messages 31 Exiting a Conference 19 Logging In and Out of ACD Hunt Groups 65 ® Axxess Professional Display Phone User Guide...
  • Page 87 Performing a Directory Search 60 Retrieving Messages 29 Phone Configuration 42 Returning Feature Buttons to Default 54 Phone Directory 58 Returning to a Call 27 Picking Up a Call 21 Returning to a Held Call 18 ® Axxess Professional Display Phone User Guide...
  • Page 88 What You See and Hear 7 Transferring Back to the Primary Phone 56 Transferring Calls 20 Working in Hunt Groups 64 Wrap-Up Timer 66 Undeleting Messages 33 User-Programmable Feature Buttons 54 Zones, Page 53 ® Axxess Professional 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 Mes- Back Up sage button to respond to a Record Greeting...
  • Page 90 Part No. 560.8002 Issue 8.0, June 2003 A671/9113A...

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