ESI Feature Phone User’s Guide FOR WITH Integrated Answering Machine 0450-0484 Rev. H For on-line help, visit www.esiusers.com.
About ESI ESI (Estech Systems, Inc.) is a privately held corporation based in Plano, Texas. Founded in 1987, ESI designs and builds innovative telecommunications products for businesses like yours. Because of their powerful combination of value and features, ESI products are consistently recognized by industry publications and leaders. Copyright © 2006 ESI (Estech Systems, Inc.).
Table of contents Introduction...............................................................................................................................................................A.1 What it covers...............................................................................................................................................................................................A.1 How it’s arranged ............................................................................................
(This page included for pagination purposes only.
User’s Guide Introduction Introduction Accessing the rich ESI feature set is simple and easy through the straightforward design of ESI Feature Phones. Each feature has been designed for ease of use while providing capabilities needed in an advanced business phone. As for the IVX S-Class phone system itself, its Integrated Answering Machine™ functions like a traditional answering machine but with additional, special features.
Introduction User’s Guide 48-Key Feature Phone The 48-Key Feature Phone has a variety of programmable and built-in features. Additionally, it supports the optional 60-Key Expansion Console. The 48-Key Feature Phone’s built-in voice mail features and voice prompts make it easy to program and use. Status indicator lamp (pg. D.6) 3-line, 56-character display Volume/scroll keys PROGRAM soft feature key (pg. C.2) ESI-DEX soft feature key (pg. F.2) HELP key for access to Verbal User Guide and tutorial (pg. B.
User’s Guide Introduction Optional 60-Key Expansion Console for use with the 48-Key Feature Phone The 60-Key Expansion Console adds 60 more programmable feature keys to your 48-Key Feature Phone. You program the Expansion Console’s keys just as you do the programmable feature keys on your ESI Feature Phone, using either direct or traditional programming (see pages C.2). Note: Only one key can exist per extension, feature or operation.
Introduction User’s Guide 24-Key Feature Phone The 24-Key Feature Phone has a variety of programmable and built-in features. The 24-Key Feature Phone’s built-in voice mail features and voice prompts make it easy to program and use. Volume/scroll keys Status indicator lamp (pg. D.6) ESI-DEX key (pg. F.2) 2-line, 32-character display Speaker 12 programmable feature keys (p. C.2) P/UP (pickup) key (pg. E.13) VOICE MAIL key (pg. D.1) PROG/HELP combo key for phone programming (pg. C.
User’s Guide Introduction 12-Key Feature Phone The 12-Key Digital Feature Phone includes the basic, most commonly used phone features. Volume/scroll keys 1-line, 16-character display Speaker 9 programmable feature keys (pg. C.2) P/UP (pickup) key (pg. E.13) PAGE key (pg. E.13) PROG/HELP combo key for phone programming (pg. C.2) and access to Verbal User Guide and tutorial (pg. B.1) Fixed feature keys (pg. E.2) Notes: The following features are not available on the 12-Key Digital Feature Phone.
Introduction User’s Guide ESI Cordless Handsets ESI’s digital Cordless Handsets come in two models — small and large — but each offers the same features. Note that they do not have the following features found on some ESI desktop phones: speakerphone, Esi-Dex support (or ESI-DEX key), Caller ID key, or Verbal User Guide (or HELP key). Each model comes with a charger/AC adapter, base station, belt clip, battery pack, and wall mount.
User’s Guide Introduction Connecting your ESI phone Use the diagram (below) to connect your ESI phone. Each diagram represents the panel on the phone’s underside. Note: The “Top of phone” and “Bottom of phone” references in this diagram shows the correct vertical orientation of the phone — i.e., the part with the display is the top. 12-Key Feature Phone 24-Key Feature Phone Handset • Connects like a basic phone. • Handset plugs into right-side jack. • Line cord plugs into left-side jack.
Introduction User’s Guide 60-Key Expansion Console connection Notes: The 60-Key Expansion Console can be connected to only a 48-Key Feature Phone. 1. The 60-Key Expansion Console (right) includes an expansion cable. Connect one end of the expansion cable to the appropriate connector on the bottom of the Feature Phone (below). Then, connect the other end of the expansion cable to the 60-Key Expansion Console. 2.
User’s Guide Introduction ESI Cordless Handset connection Each ESI Cordless Handset comes with: • A charger/cradle to charge the Handset. • An AC adapter for use with only the charger. • A base station to provide a digital interface between the ESI phone system and ESI Cordless Handset. This base station is line-powered and thus needs no AC power. • Wall-mount(s), a belt clip, and a Quick Reference Guide.
Introduction User’s Guide (This page included for pagination purposes only.) A.
User’s Guide Help mode (Verbal User Guide) Help mode (Verbal User’s Guide) Your ESI phone system’s help mode (also called the Verbal User Guide) — a carefully conceived combination of spoken information, display readouts and even key illumination when appropriate — is a powerful tool to help you learn how to use the system’s many features. Notes: As explained on page E.1, each of the two smaller Feature Phones, 12-Key and 24-Key, has a combo PROG/HELP key.
Help mode (Verbal User Guide) User’s Guide (This page included for pagination purposes only.) B.
User’s Guide User programming: An introduction User programming: An introduction The answering machine can record up to two simultaneous calls. When a message is left, the VOICE MAIL key on the 12, 24, or 48-Key Feature Phone will light; the envelope icon will appear on the ESI Cordless Handset. Messages can be retrieved by any authorized ESI Phone or remotely from an off-premises location. Only one user can access the mailbox at a time.
User programming: An introduction User’s Guide 1 Select personal greeting Select the desired greeting — 1, 2 or 3. The system will play the current greeting, followed by prompts to re-record, delete or hear again — or select the current greeting by pressing #. 1 Record personal greeting Begin recording at the tone. Press 1 to stop. The new personal greeting automatically replaces the previous greeting. 2 Delete personal greeting When prompted, press 2 again to confirm deletion.
User’s Guide User programming: An introduction How the programmable feature keys can be set 1 • Line keys — Programming a line number (1 through 12) into a programmable feature key makes it a line key, which provides the appropriate lamp information and manual outside-line access. • Station keys — If the digits entered constitute a three-digit number, the programmable feature key will become a station key, providing the appropriate lamp information and easy access or transfer.
User programming: An introduction User’s Guide 3 Station options The station options sub-menu (PROGRAM 3) lets you activate or deactivate several features your station can provide. At each option sub-menu, 1 enables the option and 0 disables it. (Each option listed below is explained elsewhere in this manual, as noted.) 1 Call waiting/background announce See page E.10 for call waiting and page E.11 for background announce. Note: Background announce is not available on a 12-Key Feature Phone.
User’s Guide User programming: An introduction 4 Station audibles The station audibles programming provides control of the following audible items: Note: Only the third setting, message ring, is applicable to the ESI Cordless Handset. 1 Station ring tone You can select from six possible tones to help distinguish it from other nearby ringing phones. Press or to select a tone, then press # to accept it.
User programming: An introduction User’s Guide 6 External message notification 1 Delivery options 1 Delivery to phone number only 2 Notify pager only 0 No off-premises delivery 2 Phone delivery 1 Enter phone number Enter the phone number (24 digits, maximum) followed by #. Do not include an outside line access code (i.e., don’t add 9, 8, or 7) before the number. Use the scroll key to enter special characters; use the scroll key to backspace.
User’s Guide Integrated Answering Machine operation Integrated Answering Machine operation Introduction Your phone system provides accurate and timely messages. Others will become more comfortable leaving you voice messages if you promptly retrieve and respond to your messages. VOICE MAIL key The VOICE MAIL key is used for direct access to voice mail features. Warning: On stations with a 12-Key Feature Phone, a programmable feature key must be set to code 5 7 9 (for VOICE MAIL key).
Integrated Answering Machine operation User’s Guide Greeting keys You can program a programmable feature key as a greeting key for any one of the three greetings (see page F.13). Once created, this shortcut can then be used to activate the associated greeting (the key’s LED will glow green and the greeting played as confirmation). Note: On an ESI phone with a RECORD key, press RECORD while the confirmation is playing and follow the prompts to record the greeting.
User’s Guide Integrated Answering Machine operation Message retrieval Message(s) waiting display If there’s at least one new message, the VOICE MAIL LED will blink and your display will show the number of new and old messages in the mailbox. The 12-Key Feature Phone displays only the date and time. Cordless Handset or 24-Key Feature Phone 48-Key Feature Phone On an ESI Cordless Handset, an “envelope” icon on the display also appears when there is at least one new message.
Integrated Answering Machine operation User’s Guide Key functions during voice mail message retrieval from an ESI Feature Phone Key 4 Function name Back up (rewind) Description • If pressed during message playback, rewinds 4 seconds for each key-press. • If pressed after the playback has finished, returns to beginning of message. 7 Delete 9 Save FLASH/RDL Auto-callback Deletes the message from the mailbox (see “Message Recycle Bin,” page D.6).
User’s Guide Integrated Answering Machine operation Off-premises message delivery Introduction The ESI phone system can be programmed to deliver messages to an off-premises phone or to page you when the voice mailbox receives a message. You can set the phone number (cell phone, home number, another extension, etc.), a delay time (the period that the system is to wait before attempting to deliver the message), or the pager number.
Integrated Answering Machine operation User’s Guide Message Recycle Bin (un-delete) The ESI phone system stores the Integrated Answering Machine’s 10 most recently deleted messages in a Message Recycle Bin to allow you to recover, or "un-delete,” messages that may have been deleted in error. You access the Message Recycle Bin through user programming (PROGRAM 9). Press 9 to advance through deleted messages. Press 8 to restore a message to the mailbox as an old message.
User’s Guide ESI Feature Phone operation ESI Feature Phone operation Display When your phone (or station) is not in use, the display will show the current date and time, activated features such as DND (do not disturb; see “MUTE/DND,” page E.3), monitor mode, etc., and — on a 48- or 24-Key Feature Phone — the system’s current line usage. A 12-Key Feature Phone does not display line usage.
ESI Feature Phone operation User’s Guide Fixed-feature keys The fixed-feature keys on the phone are permanently labeled as to their usage. The FLASH/RDL and MUTE/DND keys both have dual purposes; your ESI phone system will govern this by permitting only the appropriate function when either is pressed, depending on the circumstances at that moment. The different phone models have some different fixed-feature keys.
User’s Guide ESI Feature Phone operation Volume/scroll keys The two smaller keys labeled and , located just above the dial pad, serve two purposes: • Adjusting the volume heard through the handset and speaker — Your phone will maintain the chosen volume setting until you change it. • Serving as scroll keys for operations (such as Esi-Dex or programming) that may show several entries on the display, such as special characters: #, , P, and F.
ESI Feature Phone operation User’s Guide Basic phone use Outside calls To answer (double-ring cadence): Lift the handset or press SPEAKER. If using a Cordless Handset, either press TALK or remove the Cordless Handset from its charging cradle. 1 To place: Lift the handset or press SPEAKER. Then either press an unlit line key or dial 9 (or 8 or 7) 1 to be assigned an outside dial tone. On a Cordless Handset, press TALK and dial 9 (or 8 or 7).
User’s Guide ESI Feature Phone operation Direct station selection Programming some of the programmable feature keys (see p. C.2) as station keys will provide direct access to those stations as well as providing lamp information as to their status. The station keys’ LEDs indicates the status of the station assigned to each key: If a station key’s LED is . . . Unlit Red; steadily lit Red; blinking Green; steadily lit Green; blinking Amber; steadily lit The station assigned to that key is . . .
ESI Feature Phone operation User’s Guide Supervised transfer — announcing the caller to the called person 1. While connected to an outside call, press a station key (or press TRANSFER and then dial the extension number) and wait until the called person answers. 2. Announce the caller (e. g., “Hello; I’ve got Bill on the line and I’m transferring him to you now.”) 3. Hang up.
User’s Guide ESI Feature Phone operation . . . to the Integrated Answering Machine mailbox 1. While connected to an internal call, press TRANSFER, then VOICE MAIL and either dial 5 0 1 or press a station key programmed for 5 0 1. 2. You and the caller will be connected to the mailbox greeting. Hang up immediately. Note: Regardless of when you hang up, the caller will hear the entire greeting. To insure the privacy of the message, you will automatically be disconnected at the record tone.
ESI Feature Phone operation User’s Guide Conference calling Up to two conferences, with up to four members each, can be conducted at the same time per system. Contact your system Installer to verify if your system is configured to handle two simultaneous conferences. Note: On stations with a 12-Key Digital Feature phone, a programmable feature key must be set to 570 in order to initiate a conference call. For more information, see page F.12. To create a conference call: 1. 2. 3. 4.
User’s Guide ESI Feature Phone operation Call forwarding Your station has been pre-programmed by the Installer to “call-forward” your phone to the mailbox when your station is busy or does not answer. In addition, you can temporarily call-forward all of your calls to another station or the Integrated Answering Machine. On the 24-Key Feature Phone or an ESI Cordless Handset: 1. Dial 5 6 5. 2. Dial the extension number (or VOICE MAIL and then mailbox number 501) to which the system should forward all calls.
ESI Feature Phone operation User’s Guide Call waiting If you have enabled call waiting for your station (PROGRAM 3 1) and a second call comes in while you are on another, you’ll hear a tone in your earpiece and the bottom line of your display will indicate that a second call is waiting. You can ignore the call waiting and it will be transferred to mailbox 501 (or other destination set by the Installer). To toggle between the two calls on a 48 or 24-Key Feature Phone, press FLASH.
User’s Guide ESI Feature Phone operation Background announce feature (Not available on 12-Key Feature Phone.) During call waiting, you can also make a brief, private background announcement to the station's earpiece (if its user has enabled the background announce feature; see “Station options,” page C.4). A background announce key must have been programmed at your station by programming code 5 6 9 at a programmable feature key (see p. C.2). 1.
ESI Feature Phone operation User’s Guide To retrieve a held call To retrieve a held call from the same ESI Feature Phone where it was put on hold, press HOLD again and dial the appropriate line number (using the display for reference). To retrieve a held call from any idle ESI Feature Phone on the system, press HOLD and dial the appropriate line number. Notes: If your phone has any line keys programmed (see page F.
User’s Guide ESI Feature Phone operation Paging Your ESI phone system can be programmed to allow paging through an overhead paging system and/or paging through some or all of the system’s Feature Phone speakers. Overhead paging Station number 199 is designated as the overhead paging port. If the ESI phone system has been connected to an overhead paging system, you can page by dialing 1 9 9 and making your announcement after the tones.
ESI Feature Phone operation User’s Guide (This page included for pagination purposes only.) E.
User’s Guide Special keys Special keys FLASH, REDIAL, RELEASE FLASH The FLASH key serves several purposes: • Getting a fresh dial tone without replacing the handset — When connected to an outside line, press FLASH to automatically disconnect and receive fresh outside dial tone. (See also “RELEASE,” below.) 1 • Sending a flash hook signal — If operating behind Centrex or a PBX, press FLASH to transmit a flash hook signal automatically to either the phone company’s central office or the host PBX.
Special keys User’s Guide Esi-Dex (Not available on ESI Cordless Handsets or 12-Key Feature Phone.) Esi-Dex (“easy Dex”) is a powerful feature that lets you access and auto-dial stored names and numbers. You may access names and numbers from as many as four different Dexes (i.e., indexes): Dex Personal Dex Station Dex 1 System Dex Source Names you’ve stored for your use (see “Adding names to your Personal Dex,” pp. F.4–F.
User’s Guide Special keys . . . On the 48-Key Feature Phone 1. While your station is idle (or just after receiving dial tone), press ESI-DEX. This causes the Esi-Dex menu to appear, as shown: 2. Press a key to choose the appropriate Dex —Station Dex (STA), System Dex (SYS), or Personal Dex (PER) — or press RELEASE to cancel the procedure. Notes: System Dex is not available on every system. For the remainder of this example, we’ll assume you selected Personal Dex.
Special keys User’s Guide Adding names to your Personal Dex You can add names to your Personal Dex by using either the Caller ID method or the manual method. The Caller ID method is the same regardless of whether you’re using a 24-Key or 48-Key Feature Phone; however, the manual method is used differently on each phone model.
User’s Guide Special keys Manual method (on the 48-Key Feature Phone) 1. While your station is idle (or just after receiving dial tone), press ESI-DEX. This causes the Esi-Dex menu to appear, as shown: Note: Your display may differ, depending upon the availability of certain Dexes on your system. 2. Press PER to choose the Personal Dex. The display now reads: 3. Press NEW. 4. To enter each character for the name, press the dialpad key that includes the desired character.
Special keys User’s Guide 8. Enter the number — including the line access code 9 (or 8 or 7). To insert a two-second pause, press PAUSE. Note: Use the scroll key to enter special characters; use the scroll key to backspace. You also can use the scroll keys to view the number after it’s saved. To change the number, you must delete it and then re-enter it as desired. 9. Press STOR to confirm the entry, which the phone will show briefly before returning to the Personal Dex display. 10.
User’s Guide Special keys . . . On the 48-Key Feature Phone 1. While your station is idle (or just after receiving dial tone), press ESI-DEX. This causes the Esi-Dex menu to appear, as shown: 2. Press PER to choose the Personal Dex. 3. Select the desired name from the selected Dex, using one of two methods. Either: (a.) Press the scroll keys ( and ) to look up and down through the Dex until you find the name (names will appear in the order in which they were stored in the Dex); . . . Or . . . (b.
Special keys User’s Guide Using Esi-Dex: An example Let’s say you’re on a call with the XYZ Company — XYZ COMPANY appears on your display — and you wish to save the name and number for future use. Just press ESI-DEX. Your display will confirm 1 that the information has been stored. Then, to call the XYZ Company in the future, use Esi-Dex as described below for each model of ESI Feature Phone. . . . On the 24-Key Feature Phone 1. Press ESI-DEX until you see PERSONAL DEX on the display. 2.
User’s Guide Special keys 3. Press 9 (W X Y). The display will show the first stored name that starts with W, X or Y. 4. Continue to press 9 until XYZ COMPANY appears in the display. 5. Press DIAL. This dials the number for the XYZ Company. Important: The number dialed (if stored from a Caller ID) will be the number for the actual line used by the caller, and may be different than the caller’s listed number.
Special keys User’s Guide Message monitor mode (live call screening) (Not available on 12-Key Feature Phone.) Note: This is for use on only the Master Station (see “Integrated Answering Machine operation,” pp. D.1–D.6). Message monitor mode, or live call screening, lets you hear a caller leaving a message in the mailbox, just as with your home answering machine. You turn this feature on or off as part of user programming — PROGRAM 3 6.
User’s Guide Special keys Outside dial tone preference If you make mostly outside calls, you may find this setting helpful. It tells your station to connect automatically to an available outside line; i.e., you don’t have to dial 9 (or 8 or 7) before the phone number. Therefore, when you lift the handset or press SPEAKER, you will immediately receive an 1 outside dial tone from the highest-numbered line available to you.
Special keys User’s Guide Optional features The following optional features may be accessible from your station. See the Administrator for details. In many of the cases you can dial the appropriate feature code (one that starts with 5) to activate or use the feature. In some instances, you must use a programmable feature key to serve as an on/off key for the feature (see “Programmable feature keys,” page C.2). Note: In the codes below, DDD = ACD department number and XXX = extension number..
User’s Guide Special keys Manual day/night mode (Code 560) You can use a programmable feature key to manually change the system’s main auto-attendant 1 greeting, incoming call destinations, and CO line group access. Each time the key is pressed, the display switches between DAY and NGT. Notes: The System Administrator can also change the mode and/or re-record the mailbox greeting remotely to handle unexpected closings, such as for inclement weather.
Special keys User’s Guide Caller ID key (Code 574) Notes: Not available on an ESI Cordless Handset. This works only if you are receiving Caller ID service from your provider. Consult your Administrator, if needed. Press this programmable feature key to see the stored Caller ID records for your extension’s 25 most recently received calls. Use the scroll keys ( / ) to view Caller ID information from different calls.
User’s Guide Special keys Virtual Answer Keys (Codes 575, 576) Note: This works only if call waiting is enabled for your station. Consult your administrator if needed. You can program a Virtual Answer Key to play a greeting to a caller when your extension is busy and route the caller to a desired destination by pressing this key. Program a programmable function key with either 5 7 5 or 5 7 6. Prompts will instruct you in how to record the greeting and program the caller’s destination.
Special keys User’s Guide Override ring (Code 580) The override ring feature lets you place a call — station-to-station or outside line — or leave a message when another call is ringing. For full details on use of this feature, see “Override ring,” page F.9.
User’s Guide Special keys Account codes (Code 584) The account codes key lets you assign an account code to a specific call. The system stores this in a record which your company can use for tracking purposes. This can be especially helpful in environments such as legal offices, consultancies, advertising agencies and others where it is critical to confirm billable hours for your clients. Note: For exact codes to be used, consult your System Administrator.
Special keys User’s Guide (This page included for pagination purposes only.) F.
User’s Guide Analog stations Analog stations If your station has been installed as an analog station, it will be able to use only a standard-type telephone. Because the phone isn’t digitally integrated to the phone system (like the ESI Feature 1 Phones), its operation and capabilities will be different. Note: The following ESI system features are not available to analog stations: • Call forwarding. • DND. • Exclusive hold. • Call recording.
Analog stations User’s Guide Transferring calls Transferring outside calls While connected to an outside call, FLASH and dial the extension number. Hang up immediately to perform a blind transfer, wait until the called person answers, announce the caller and then hang up. If the transferred-to person does not answer, FLASH to be reconnected to the original caller. Transferring a call to the mailbox To transfer an outside caller to the mailbox, FLASH and dial #501.
User’s Guide Analog stations Call waiting If you have enabled call waiting for your station (press 5 0 1 5 3), you will hear a tone in your earpiece. FLASH to toggle between the original call and the call waiting. To drop either call, hang up while connected to the call to be dropped. When your phone rings, lift the handset and you will be reconnected to the other caller. Call hold 1 This is used to place external callers on hold for retrieval from any station within the ESI phone system.
Analog stations User’s Guide Voice mail operation from an analog station The ESI phone system will provide accurate and timely messages. Others will become more comfortable leaving you voice messages if you pick-up and respond to your messages promptly. Greetings Note: This is for use on only the Master Station (see “Integrated Answering Machine operation,” pp. D.1–D.6).
User’s Guide Analog stations Retrieving messages You can pick up messages from your station, when away from the office or from another user’s ESI Feature Phone. 1. Lift the handset, and dial 501. 2. If calling from outside, when the operator or another user answers your call, have them transfer you by pressing VOICE MAIL and hanging up. 3. You will hear the mailbox greeting. Press 8 # to hear the messages. 4. If required, enter your password. 5.
Analog stations User’s Guide Analog station programming After logging into the mailbox (pressing followed by the mailbox number), dial 5 to program. 1 Select greeting (Master Station user only) Select the desired greeting number: 1, 2 or 3. The system will prompts to re-record, delete, hear, or select as the current greeting by pressing #. 1 Record greeting Begin recording at the tone; press 1 to stop. The new greeting automatically replaces the previous greeting.
User’s Guide Analog stations Off-premises message delivery The ESI phone system can be programmed to deliver messages to an off-premises phone and/or to page you when the mailbox receives a message. You can set the phone number (cell phone, home number, another extension, etc.) or the pager number and a delay time (the period that the system is to wait before attempting to deliver the message/page). Note: You must record and use Greeting #2 for this feature.
Analog stations User’s Guide 6 Off-premises message delivery 1 2 3 Delivery options 1 Delivery to phone number only 2 Notify pager only 0 No off-premises delivery Phone delivery 1 Enter phone number Enter the phone number followed by # (24 digits maximum). Do not include an outside line access code (i.e., don’t add 9, 8 or 7) before the number. 2 Delete phone number Deletes the current phone number. 3 Hear current phone number Plays back the current phone number.
Index / keys. See Volume/scroll keys 12-Key Digital Feature Phone, A.5 24-Key Digital Feature Phone, A.4 Analog stations Off-premises delivery, G.7 Programming, G.6 Voice mail operations from, G.4 Attendant operation, E.13 Background announce, E.11 Background announce key, F.13 Basic phone use, E.4 Blind transfer, E.5, E.6, E.7 Call forward key, F.13 Call forwarding, E.9 Call pick-up, E.13 Call waiting, E.10 Background announce, E.11 Station-to-station, E.10 Caller ID, E.1 Analog stations, G.
www.esi-estech.
