ESI Feature Phone User’s Guide FOR WITH 0450-0329 Rev. E Visit www.esiusers.com for up-to-date help.
About ESI ESI (Estech Systems, Inc.) is a privately held corporation based in Plano, Texas, near the internationally known “Telecom Corridor.” 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 © 2005 ESI (Estech Systems, Inc.). Visit ESI on the Web at www.esi-estech.com.
Table of contents User’s Guide introduction .......................................................................................................................................A.1 What it covers...............................................................................................................................................................................................A.1 How it’s arranged ......................................................................................................
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User’s Guide Introduction User’s Guide introduction Accessing the rich ESI feature set is simple and easy through the straightforward design of ESI’s Feature Phones. Each feature has been designed for ease of use while providing capabilities needed in an advanced business phone.
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 light (pg. D.8) 2-line, 32-character display ESI-DEX feature key (pg. F.1) 12 programmable feature keys (pg. C.2) Speaker VOICE MAIL feature key (pg. D.1) P/UP (pickup) key (pg. E.10) PAGE key (pg. E.
User’s Guide Introduction 12-Key Digital 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 P/UP (pickup) key (pg. E.10 PROG/HELP combo fixed feature key for phone programming as well as access to Verbal User’s Guide and tutorial PAGE key (pg. E.10) Fixed feature keys Note: The following features are not available on the 12-Key Digital Feature Phone.
Introduction User’s Guide Connecting your ESI phone Use the diagram (below) to connect your ESI phone. The 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. Handset Line cord to wall 12-Key Digital Feature Phone 24-Key Digital Feature Phone • Connects like a basic phone. • Handset plugs into right-side jack.
User’s Guide Help mode (Verbal User’s Guide) Help mode (Verbal User’s Guide) Your ESI phone system’s Help mode (also called the Verbal User’s 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.
Help mode (Verbal User’s Guide) (This page included for pagination purposes only.) B.
User’s Guide User programming: An introduction User programming: An introduction Voice prompts will play menu and sub-menu options to access the desired feature. You don't have to wait for the entire prompt to be played. Therefore, once you’ve become familiar with the prompts (consult “User programming menu” on the next page), you can quickly set any frequently used feature.
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 Keys’ LED activity during programming Key type and LED indication Station key or Virtual Mailbox Key Line key Feature key or speed-dial key Currently being programmed and previously assigned Flashing red Flashing green Flashing amber Currently being programmed and previously unassigned Flashing red Flashing red Flashing red Programming mode — Was assigned or viewed in current session Blinking red Blinking green Blinking amber Solid red Solid g
User programming: An introduction User’s Guide 4 Station audibles The station audibles programming provides control of the following audible items: 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. 2 Station ring volume Press and to set the desired ringer volume (range: off to high), then press # to accept it.
User’s Guide User programming: An introduction 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. To insert a special character, press the right scroll key ( ) to select the desired special code: # , , F or P. Press # to confirm the inserted character and continue. Press # # to complete the entry.
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User’s Guide Voice mail operation Voice mail 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 all voice mail features, such as picking up messages or transferring directly to mailboxes.
Voice mail operation User’s Guide Personal greeting keys You can program a programmable feature key as a personal greeting key for any one of the three personal greetings (see page F.8). Once created, this shortcut can then be used to activate the associated personal greeting (the key’s LED will glow green and the greeting played as confirmation). Note: On a 24-Key Digital Feature Phone, press RECORD while the confirmation is playing and follow the prompts to record the greeting.
User’s Guide Voice mail operation Off-premises “reach me” After a caller has been forwarded to your voice mailbox and is listening to your personal greeting, this feature allows the caller to be forwarded to a number outside the system — i.e., a regular phone number rather than an extension. You must have personal greeting 2 selected and it must tell callers to press 4 for this feature.
Voice mail operation User’s Guide Key functions during voice mail message retrieval from an ESI Feature Phone Key Function name Description 1 Pause Pauses for one minute or until you press 1 again. 2 Time and date/ number toggle Toggles the bottom line of the display between the message’s time/date and the caller’s number. 3 Reply Replies to the originator of a message (possible only if message came from another user in the system).
User’s Guide Voice mail operation Retrieving voice mail messages using another user’s ESI Feature Phone 1. Press VOICE MAIL and then . 2. Dial your extension number. 3. Follow the procedures described in “Retrieving voice mail messages from your ESI Feature Phone” (page D.3).
Voice mail operation User’s Guide Live recording 1 To begin recording both sides of the conversation during a call, press RECORD. Recording will continue 2 until either you press RECORD again, the call is completed or the maximum record limit is reached (default is 10 minutes). To resume recording, you must press RECORD again. During recording, the RECORD LED will “flutter” (blink rapidly) green and RECORDING will appear on the display.
User’s Guide Voice mail operation If you have programmed both an off-premise delivery number and a pager number, the system will prompt you to choose one of the following delivery options: • Phone-only • Pager-only • No off-premises delivery Message delivery . . . To a phone Whenever your mailbox receives a new message, the system will call the number that you have programmed and play the prompt: "You have messages. Please enter your password.
Voice mail operation User’s Guide Status indicator lamp The red status indicator lamp located at the top of the 24-Key Digital Feature Phone indicates three conditions: • Phone is off-hook — Light glows solid red. • Phone is ringing — Light “flutters” continuously. • Phone has at least one new voice mail message — Light blinks. For example, if a user is wearing a handset, it can be difficult to know whether he/she is on a call.
User’s Guide Voice mail operation You can change any personal greeting as often as necessary, by just recording over a previously recorded personal greeting. Warning: Do not delete all of your personal greetings; make sure at least one always remains. Deleting all the greetings not only doesn’t revert to the initial default greeting, it also will turn off your mailbox. Select the desired greeting number — 1, 2, or 3.
Voice mail operation User’s Guide (This page included for pagination purposes only.) D.
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.2, call forward, etc.) and for a 24-Key Digital Feature Phone, the system’s current line usage. Each block on the bottom line of the display will represent an individual line (as in the examples, right).
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 MUTE/DND key To disable your handset or speaker microphone during a conversation (either with the handset or speaker), press MUTE/DND. While the mute function is activated, the MUTE/DND LED will blink rapidly and the display shows “MUTED.” When your phone is idle and you wish to make sure its calls go straight to voice mail, press MUTE/DND to toggle your phone in or out of DND (do-not-disturb) mode. The display will show DND and the MUTE/DND LED will glow amber.
ESI Feature Phone operation User’s Guide Direct station selection Programming some of the programmable feature keys (see pp. 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 . . . The station assigned to that key is . . .
User’s Guide ESI Feature Phone operation Transferring an outside call . . . . . . to another station Blind transfer 1. While connected to an outside call, press a station key (or press TRANSFER and then dial the extension number). 2. Hang up immediately to perform a blind transfer. Note: If the called person does not answer, the caller will be forwarded either to the called person’s mailbox or another destination the Installer has programmed. . . .
ESI Feature Phone operation User’s Guide Conference calling 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.7. To create a conference call: 1. 2. 3. 4. Establish the first call. Press CONF to place the call on hold. Place a second call as you normally would. Once connected to the second call, press CONF again to connect all of you together.
User’s Guide ESI Feature Phone operation Call forwarding Your station has been pre-programmed by the installer to “call-forward” your phone when it is busy or does not answer (usually to your mailbox). In addition, you can temporarily call-forward all of your calls to another station or another user’s mailbox. On an ESI phone: 1. Dial 5 6 5. 2. Dial the extension number (or VOICE MAIL and then the mailbox number) to which the system should forward all calls.
ESI Feature Phone operation User’s Guide Station-to-station call waiting You can call, or transfer a call to, another station that is in use (as indicated by the fact that its station key, if one exists for it on your ESI Feature Phone, is glowing red). This generates a call waiting tone in the other station’s earpiece and puts a call waiting indication on the bottom line of that station’s display, as explained in “Call waiting display” (above).
User’s Guide ESI Feature Phone operation 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. After call retrieval, the Feature Phone display will update to show lines currently holding calls.
ESI Feature Phone operation User’s Guide Paging Your ESI phone system can be programmed to allow paging through an overhead paging system and/or paging through some (if page zones have been created) 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.
User’s Guide ESI Feature Phone operation Operator station If your station has been designated as the operator station, you will also receive calls when a caller dials 0 in the auto attendant or from a station. Your display will indicate that the call ringing is one of the following: • A call for the operator — Someone dialed 0. • A call for your extension — Someone dial your extension number.
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User’s Guide Special keys Special keys FLASH/RDL The FLASH/RDL key serves several purposes: • Getting a fresh dial tone without replacing the handset — When connected to an outside line, press FLASH/RDL to automatically disconnect and receive fresh outside dial tone. 1 • Sending a flash hook signal — If operating behind Centrex or a PBX, press FLASH/RDL to transmit a flash hook signal automatically to either the phone company’s central office or the host PBX.
Special keys User’s Guide Auto-dialing using Esi-Dex . . . On the 24-Key ESI Feature Phone 1. While your station is idle (or just after receiving dial tone), repeatedly press ESI-DEX to select the desired Dex: 2. Choose the desired name from the selected Dex, using one of the two following methods: Press repeatedly ... or (scroll keys) To ... (A dialpad key) Scroll through only the names that correspond to the three letters on the key Scroll through all names in the list from the beginning or end 3.
User’s Guide Special keys 3. Repeat steps 1–2 until the name is complete. The name may contain up to 15 characters (a space is a character, too). 4. Press # again when finished entering the name. 5. Now, enter the number — including the line access code 9 (or 8 or 7). To insert a special character, press the right scroll key ( ) to select the desired special code: # , , F or P. Press # to confirm the inserted character and continue. Press # # to complete the entry.
Special keys User’s Guide 3. Continue to press 9 until XYZ COMPANY appears in the display. 4. Press ESI-DEX again. 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. Additionally, some local calls may not be autodialed correctly, depending on the limitations of your area’s local dialing plan. You may wish to create a manual listing for these.
User’s Guide Special keys Message monitor mode (live call screening) (Not available on 12-Key Feature Phone.) Message monitor mode, or live call screening, lets you hear a caller leaving a message in your mailbox, just as with your home answering machine. You turn this feature on or off as part of user programming — PROGRAM 3 6.
Special keys User’s Guide Line keys If some of your programmable feature keys have been programmed as line keys (or you can program line keys using PROG/HELP 2), press an unlit key to access the line. An outside call transferred to your station can be answered by simply lifting the handset or pressing SPEAKER. You do not have to press the line key.
User’s Guide Special keys 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).
Special keys User’s Guide Message monitor key (Code 568) Easily toggle the message monitor mode on or off with this key. (Otherwise, you can perform the toggle by pressing PROG/HELP 3 6 and following the prompts.) Background announce key (Code 569) During call waiting, you can also make a brief, private background announcement (see “Background announce feature,” page E.8) to the station's earpiece (if the station user has enabled the background announce feature).
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. Tip: To use a cordless phone in conjunction with an ESI Feature Phone, program a programmable feature key (565) to easily forward calls to the cordless phone when out of your office.
Analog stations User’s Guide Transferring a call to the main greeting To transfer an outside caller to the main greeting, FLASH, dial # and hang up. Transferring a user to his/her mailbox To transfer to his/her mailbox a user who's calling from the outside to pick up messages, FLASH, dial , and the appropriate mailbox number and hang up. Conference calling To create a conference call: 1. 2. 3. 4. Establish the first call. FLASH twice, rapidly, to place the call on hold.
User’s Guide Analog stations Call hold This is used to place callers on hold for retrieval from any station within the ESI phone system. Putting a call on hold While on an outside call, FLASH and dial . A short voice prompt will tell which line number the call is using; you will then receive internal dial tone. Retrieving a call from on hold From internal dial tone, dial and the line number where the call is on hold. Dial 0 to answer the oldest held call in the 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. Personal greetings Initially, your mailbox has a generic greeting: “You have reached the mailbox for extension xxx, dial zero to reach the operator or begin recording at the tone.
User’s Guide Analog stations Voice-prompted instructions will be played at the end of each message. Once you've learned these prompts (see the chart, “Functions available during analog station voice mail message retrieval,” below) you can proceed more rapidly by pressing one of the following keys at any time during the message or during a prompt.
Analog stations User’s Guide Analog station programming After logging into your mailbox (pressing followed by the mailbox number), dial 5 to program. Select personal greeting 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 personal greeting Begin recording at the tone; press 1 to stop. The new personal 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 your voice 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).
Analog stations User’s Guide Off-premises message delivery 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 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.3 24-Key Digital Feature Phone, A.2 Analog stations Off-premises delivery, G.7 Programming, G.6 Voice mail operations from, G.4 Attendant operation, E.11 Background announce, E.8 Background announce key, F.8 Basic phone use, E.3 Blind transfer, E.5 Call forward key, F.7 Call forwarding, E.7 Call pick-up, E.10 Call waiting, E.7 Background announce, E.8 Station-to-station, E.8 Caller ID, E.1 Analog stations, G.1 Conference calling, E.
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