User Guide Model 8520 Display Phone
AXXESS MODEL 8000 SERIES QUICK REFERENCE GUIDE TO FREQUENTLY USED FEATURES These are the basic instructions for the most frequently used telephone system and voice mail features. For detailed information on these and other features, refer to the complete instructions in the User Guide. PLACING AN INTERCOM CALL 1. With or without the handset lifted, dial an extension number. 2. If your call goes through handsfree to the called phone's speaker, speak after you hear a double tone.
ANSWERING AN OUTSIDE CALL EITHER, Lift the handset. OR, Press ANSWER . OR, Press the flashing key. REDIALING AN OUTSIDE NUMBER While on a call or after selecting a line, press matically, and the number is dialed. REDIAL . A line is selected auto- PLACING A CALL ON HOLD Press (Hold) and hang up or place another call. To return to the call, lift the handset and press the flashing key.
TRANSFERRING A CALL TO AN OUTSIDE NUMBER 1. Press TRANSFER and select an outside line. 2. Dial the desired telephone number. 3. Wait for an answer, announce the call, and then hang up. If the number is busy, there is no answer, or the transfer is refused, press the flashing key to return to the caller. FORWARDING CALLS 1. Press FWD . (Model 8560 and 8660 users must then select a menu key.) 2.
If your MSG key is not lit, access your mailbox by following these steps: 1. Dial the voice mail extension number. (You hear the main menu.) 2. During or after the greeting, press to identify yourself as a subscriber. 3. Enter your mailbox number and your personal password (if programmed). Then press # . LISTENING TO VOICE MAIL MESSAGES 1. Access your mailbox as described on page 3. 2. Press 1 to listen to your new messages.
VOICE MAIL OPTIONS CODE FEATURE NAME CODE FEATURE NAME 391 Account Code – All Calls 324 Hunt Group Remove/Replace 390 Account Code – Optional 303 LCD Contrast Control 326 ACD Agent Log In 365 Message 327 ACD Agent Log Out 366 Message – Cancel Msg Left 328 ACD Agent Log In/Out 368 Message – Cancel Msg on Phone 329 ACD Agent Wrap-up Term.
REMOTE FEATURE ACCESS To turn on Do-Not-Disturb: Remote Feature Access allows you to place your phone in Do-Not-Disturb mode or forward calls, either from another phone or through a special dial-up line. If you do not hear a tone after each step, or if you hear repeating tones, you have made a mistake or the feature is restricted. Start over. 1. Enter 3 7 0 . 2. Enter message number 01-20 (see default message list below). 3.
CONTENTS PAGE FINDING YOUR WAY . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1 Welcome . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2 About This Guide . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2 About Your Phone . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
CONTENTS PAGE Programming Your Feature Keys . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 56 Programming Direct Station Selection Keys . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 57 Programming Secondary Extension Keys . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 58 Using Account Codes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 59 Screening Calls . . . . .
SECTION CONTENTS FINDING YOUR WAY Finding Your Way PAGE Welcome . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2 About This Guide . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2 About Your Phone . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3 Feature Key Functions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4 Display . . . . . . . . . . . . . . .
FINDING YOUR WAY WELCOME It’s time to get connected with the future using your new Model 8520 Display Phone. The About This Guide section lists the different sections of this user guide, along with a brief explanation of the information covered in each section. NOTE: Because the Axxess telephone system is very flexible and programmable, the procedures for using the features might vary slightly from the descriptions in this guide.
The buttons on your phone are called “keys,” which is why the phone is sometimes called a “Keyset.” Your phone has two basic types of keys in addition to a display and a Message Indicator lamp. • Keypad keys: Allow you to enter numbers and letters. • Feature keys: Provide quick access to various phone and voice mail features. • Display: Displays vital information about calls, status, and features. • Message Indicator lamp: Flashes to indicate a waiting message.
FINDING YOUR WAY Feature Key Functions The feature keys are designed to automate some of the commonly-used functions, such as dialing an outside number. Each of these is described in the table below. KEY IF YOU... ANSWER OUTGOING CALL or LINE IC Press YOU CAN... PG. Answer a call. 20 Press OUTGOING and dial the number Place an outgoing call. 19 Press an unlit CALL key Select an outside line or answer a call. Press ANSWER key or the flashing IC 19, 20 Access an intercom call.
Your Model 8520 Display Phone has two lines of display with 16 characters per line. When your phone is idle, this display shows your extension number, your username, the time of day, and the date. At other times, it may display reminder messages, DoNot-Disturb (DND) messages, numbers dialed, call sources, elapsed time of calls, current call costs, error messages, etc. Because the display can only support 16 characters, you may see a few abbreviations.
FINDING YOUR WAY Message Indicator Lamp The Message Indicator lamp (located at the top, right-hand corner of the phone) shows the same indications as the MSG key. The Message Indicator lamp flashes whenever there is a waiting message. NOTE: Because the telephone system allows for customization, your phone’s message indicator may have been reprogrammed to indicate a different feature.
Voice mail is an application that is part of the Inter-Tel Voice Processor. With the voice mail application, you and other callers can send and receive recorded messages from any station or touchtone telephone. To use this and other features, each user (you included) is assigned a “voice mailbox,” which usually corresponds to a valid extension number. You can, however, have an “unassociated” mailbox that does not correspond to an extension.
FINDING YOUR WAY WHAT YOU SEE AND HEAR As you can see, your Model 8520 Display Phone and Axxess system come equipped with a lot of “bells and whistles.” To help you understand what everything means, it is recommended that you read the following information before you use your phone: • Your telephone system may be programmed for one or two dial tones. Systems with two dial tones have one for intercom calls and one for outside calls.
Your phone is compatible with Axxess software versions 7.0 and later. Phones using software versions 3.0 to 6.x have limited functionality in the following areas: • The Station Speed-Dial key will not work; however, you can still use this feature by dialing the Station Speed-Dial feature code (see page 52). • The Page key will not work; however, you can still use this feature by dialing the Page feature code (see page 55).
FINDING YOUR WAY 10 Model 8520 Display Phone User Guide
Getting Started SECTION CONTENTS PAGE Introduction . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 12 Model 8520 Display Phone User Guide 12 12 13 13 14 15 16 16 19 20 20 21 22 23 23 23 23 24 24 25 25 26 26 26 26 27 28 28 28 29 30 30 31 32 33 33 35 36 37 38 40 GETTING STARTED Adjusting Your Phone’s Viewing Angle . . . . . . . . . . . . . . . . . . . . . . . . Adjusting Your Phone’s LCD Contrast . . . . . . . . . . . . . . . . . . . . . . . . .
INTRODUCTION Now that you know what your Display Phone can do, it’s time to start using it. In this section, you’ll learn how to make and receive calls, transfer calls, retrieve voice mail messages, and much more. ADJUSTING YOUR PHONE’S VIEWING ANGLE Your Model 8520 Display Phone has an adjustable base that allows you to tilt your phone to enhance the viewing angle. GETTING STARTED To adjust your phone’s viewing angle: 1. Place the phone (with the keys facing up) on a flat surface. 2.
SETTING UP VOICE MAIL To begin using your voice mail box you will need to complete a few basic set-up procedures to initialize your mailbox, customize your personal greetings, and record you voice mail directory name. See page 47 for additional voice mail options. Initializing Your Mailbox One of the first things you should do is initialize your mailbox.
Recording Your Personal Greetings You can store two different personal greetings in your voice mailbox: a primary and an alternate. You can then select which greeting you want played when a caller reaches your voice mailbox.
Recording Your Voice Mail Directory Name Your recorded name is used to identify you in the voice mail directory and to verify your mailbox number when messages are addressed to you. Model 8520 Display Phone User Guide 15 GETTING STARTED To change your directory name: 1. Access your mailbox as described on page 32. 2. Press 4 to select the Personal Options Menu. 3. Press 2 . Your current name is played. (Press 1 to replay your recorded name.) 4. Press 3 to erase and re-record your name. 5.
MAKING AND RECEIVING CALLS Making and receiving calls is the basic purpose of any phone. With your Model 8520 Display Phone, you can make/receive intercom and outside calls and make emergency calls. Intercom Calls Your extension number allows other people to place intercom calls to you, without dialing any extra codes. And, because every phone in your phone system is assigned an extension number, you can call other people in your system quickly and easily.
If the phone is busy when you place an intercom call, you can do any of the following: • To stay on the line and wait for the phone to become available: Do not hang up. After a system timer expires, you hear music until the phone is available. (You cannot do this if the called phone is in DND mode.) To request a callback (queue on to the phone): Press 6 and hang up. When the phone is available, your phone rings. (To cancel the queue request before the callback, press 6 .
Receiving Intercom Calls To receive an intercom call that comes in through your speakerphone: EITHER, Respond handsfree. OR, Lift the handset for privacy. To receive a ringing (non-handsfree) intercom call: EITHER, Lift the handset for privacy. OR, Press or IC to respond handsfree. NOTE: You must lift the handset if the caller has the Ring Intercom Always feature GETTING STARTED enabled. To disable your phone’s handsfree answering feature: With the handset in the cradle, dial 3 1 9 .
Outside Calls With outside calls, you can talk to people who aren’t members of your phone system. When you make an outside call, however, you must dial any area codes or long distance digits that your telephone company requires. Placing Outside Calls To place an outside call: 1. With or without the handset lifted, press 2. Dial the desired number. OUTGOING .
Receiving Outside Calls To receive an outside call: EITHER, Lift the handset. OR, Press ANSWER . Depending on how your system is programmed, you may be able to use one of the following methods instead of pressing ANSWER : • Press the flashing • Press the flashing LINE key, if you have one. CALL key, if you have one. GETTING STARTED To redirect a ringing call to another extension or to an outside number: 1. Press and dial 3 3 1 . 2.
PLACING CALLS ON HOLD You can place calls on hold in one of two ways: individual or system. • Individual Hold places the call on hold at one phone. It can then be directly picked up at that phone or it can be picked up at another phone using the Call Pickup (Reverse Transfer) feature (see page 23). • System Hold places the call on hold in the system. You can then pick up the call at any phone that has a flashing key for the call, including the phone that placed it on hold.
PLACING CONFERENCE CALLS With the Conference feature, you can establish a conference call with up to three intercom and/or outside parties (four, including you). GETTING STARTED To place a conference call: 1. While on the first call, press CNF to put the call on hold. 2. Place another intercom or outside call. 3. Press CNF to place the call on hold. (If necessary, repeat this step to place one more call on hold.) 4. Press CNF to join all of the calls together in the conference.
TRANSFERRING CALLS Although transferring calls is considered a basic function of a phone, your Model 8520 Display Phone has many advanced options for this feature. With your phone, you can transfer to another extension, voice mail, or even an outside line. To Another Extension 1. EITHER, Press OR, Press TRANSFER . and dial 3 4 6 to place the call on hold at the other phone. 2. Dial the desired extension number. 3. Wait for an answer, announce the call, and then hang up.
FORWARDING CALLS With the Forwarding feature, you can have calls follow you (e.g., forwarded to a cell phone), or you can redirect calls to a voice mail or other extension. Manual Call Forwarding Manual call forwarding allows you to send incoming calls to another extension number. You can even forward calls to outside numbers, if your phone is programmed to allow this. GETTING STARTED To forward calls: 1. EITHER, Press FWD .
Redirect Call NOTE: This feature is available only with versions 5.3 and later Axxess software. The Redirect Call feature allows you to forward any call that is ringing on your phone without having to answer the call. NOTE: You cannot redirect calls to an extension that is in DND or to a restricted outside number. Automatic System Forwarding Automatic System Forwarding allows your System Administrator to route calls based on the type of call and the status of your telephone.
REDIALING A NUMBER Although most phones redial the last number dialed, your System Administrator can program your phone to redial the last number saved. To use the Last Number Dialed feature (if enabled): With or without the handset lifted, press REDIAL . A line is selected automatically, and the number is dialed. GETTING STARTED To use the Last Number Saved feature (if enabled): • To save the last number dialed: While the phone is idle or while listening to intercom dial tone, press REDIAL .
USING A HEADSET With an electret headset, you can talk on the phone handsfree, without using your speaker and microphone. NOTE: If your headset has a power-saver mode, make sure the System Administrator has the Headset Connect Tone flag enabled in the telephone system. If this flag is not enabled, you may miss the first few seconds of incoming calls. NOTE: If using a headset, press to connect and disconnect calls. To disconnect a headset: 1. Unplug the headset cord from the headset jack. 2.
USING THE SPEAKER AND MICROPHONE If you are not using a headset, you can talk handsfree using your speaker and microphone. You can also use the speakerphone for on-hook dialing, call monitoring, and background music. Mute Key To mute the microphone so that you can hear the other party, but they cannot hear you (this does not put them on hold): Press MUTE . GETTING STARTED To return to the call: Press MUTE .
Enhanced Speakerphone Mode The Enhanced Speakerphone Mode improves transmission quality while on a speakerphone call over a limited volume level range (typically the range is 1 to 3). NOTE: To use this feature, the System Administrator or installer must program your phone for Enhanced Speakerphone Mode. To enable enhanced speakerphone mode while on a call: EITHER, Press and then . OR, Press and dial when you end the call. 3 1 0 .
USING THE MESSAGE KEY In today’s busy world, it’s almost guaranteed that you will call someone that is on another call, does not answer, or is in DND. But, with the MSG key, you can let the other person know you called. GETTING STARTED When you leave a message, you can: • Have the called party return your call. When the party you called responds to the message indication, a call is automatically placed to your phone.
Retrieving Messages To retrieve a message (Message key and lamp are flashing): Lift the handset and press MSG . A call is automatically placed to the phone or message center that left the message. (See the following section for information about entering your mailbox.) While on-hook, press Model 8520 Display Phone User Guide 3 6 8 . 31 GETTING STARTED To select the message you want to answer first: 1. With the handset in the cradle, press MSG repeatedly to view your waiting messages. 2.
ACCESSING YOUR MAILBOX If you have a message waiting in your mailbox, you must access your voice mailbox to retrieve it. GETTING STARTED TIP: Generally speaking, pressing # during any voice mail operation will advance you to the next step. For example, when leaving a voice mail message for another voice mail user, you can press # to skip the person’s introductory message and proceed directly to the recording phase.
USING VOICE MAIL MESSAGES Once you’ve accessed your mailbox, the system will tell you how many new and saved messages you have. You can then listen to messages, delete messages, save messages, etc. Listening to Messages To listen to messages: 1. Access your mailbox as described on page 32. 2. EITHER, Press 1 to listen to your new messages. OR, Press 3 to listen to your saved messages. GETTING STARTED 3.
4. When the message has finished playing, you have the following options: • Press • Press 2 to reply to the message. If you are using version 5.1 or later software, you have the following options (earlier versions only leave voice mail messages): 1 to replay the message from the beginning. — Press 1 to leave a voice mail message for the caller. If the caller had a mailbox number, it will ask you to verify the destination by pressing # .
Undeleting Messages NOTE: This feature is available only in versions 5.1 and later Axxess software. If you accidently delete a voice mail message, you can retrieve it within a specific time frame (programmed by your System Administrator). Any retrieved messages are then restored to your saved-message queue. Messages that are not undeleted within the programmed time (up to 24 hours) are automatically erased. — Press 1 to replay the message. — Press 2 to reply to the message.
Sending Messages To send a message: 1. Access your mailbox as described on page 32. 2. Press 2 . 3. Dial the desired mailbox number or group list number. 4. Press # to accept the subscriber’s name. 5. Record your message after the tone. While recording, you have the following options: • Press 2 to pause while recording. Then press any key to continue. GETTING STARTED • Press 3 to erase and re-record your message. 6.
Canceling Unheard Messages NOTE: This feature is available only in versions 5.1 and later Axxess software. You can cancel unretrieved messages that you have sent to individuals, but not messages that you sent to group lists. • Press 2 to add to the message. • Press 3 to forward the message to another mailbox. • Press 4 to listen to the previous message. • Press 5 to play the message envelope. • Press 6 to listen to the next message. • Press 7 to save the message in your mailbox.
USING DO-NOT-DISTURB MODE If you are away from your desk, or if you do not want to be disturbed, you can use the DND feature. This halts all pages and calls to your phone, except queue callbacks, recalls, and direct ring-in calls. When other users call your phone, they hear a repeating signal of four fast tones and, if they have a display phone, see the DND message you have selected.
To enable DND: 1. Press DND . 2. EITHER, Dial the two-digit number corresponding to the message you want to use. OR, Press the (high) or (low) end of the Volume key to scroll through the messages. 3.
USING REMINDER MESSAGES Never be late for a meeting again! With Reminder Messages, you can program your phone, up to 24 hours in advance, to alert you at a specified time. At the programmed time, the reminder message signals you with eight short tones, and your display shows the message. If you are on a call, you still hear the tones, and the message displays for ten seconds. Then the display returns after you hang up. (Reminder displays interrupt, but do not affect, programming.
To request a reminder message: 1. With the handset in the cradle, dial 3 0 5 . 2. EITHER, Dial the desired two-digit number for the message that you want. OR, Press the (high) or (low) end of the Volume key to scroll through the messages. 3. While the desired message is displayed, press # . 4. Enter the time you wish to receive the message in hours and minutes. For exam- ple, 0900 = 9:00. If you dial three digits, such as 900 for 9:00, press # .
GETTING STARTED 42 Model 8520 Display Phone User Guide
Moving On SECTION CONTENTS PAGE Introduction . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 44 Setting Preferences . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Phone Configuration. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Voice Mail Options . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Speed Dialing . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
INTRODUCTION Now that you’ve mastered the basics, it’s time to move on to the advanced features. In this section, you’ll learn how to program your phone, use directories, access your voice mailbox remotely, and perform various other functions. SETTING PREFERENCES Your phone and voice mailbox are automatically set to specific defaults. You can, however, configure many of these settings at any time.
Enabling Background Music If your telephone system is equipped with a music source, you can listen to music through your speaker. To enable or disable background music: Dial 3 1 3 . Changing Keymaps Keymaps identify where feature keys appear on your phone. While all phones are programmed with a standard keymap, some phones have alternate keymaps (ask your System Administrator). If you have an alternate keymap, you can switch between the keymaps by dialing a specific feature code.
Changing the Language When your phone system is installed, the System Administrator can choose two of four different languages (American English, British English, Japanese, or Spanish) as the primary and secondary languages. You can then change the display and voice mail prompts on your phone by toggling between the primary and secondary languages.
Voice Mail Options Your voice mailbox contains personal options to allow you to customize voice mail functions. However, before you change your voice mail options, you must first initialize your mailbox (see page 13). Changing Your Mailbox Password Your password prevents unauthorized access to your mailbox. To change your password: 1. Access your mailbox as described on page 32. 2. Press 4 to select the Personal Options Menu. 3. Press 3 . 4.
Changing the Call Screening Transfer Method NOTE: The Call Screening feature is available only if it is enabled for your mailbox (ask your System Administrator). Depending on the transfer method you select, transferred calls from voice mail may be unannounced (as usual), or one of the following may occur: • “Announce Only” 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).
Programming a Fax Destination NOTE: This feature is available only in versions 5.1 and later Axxess software. 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: 1. Access your mailbox as described on page 32. 2. Press 4 to select the Personal Options Menu. 3. Press 9 for More Options. 4. Press 1 . 5. Enter the number of your fax destination, followed by 6.
Programming Remote Messaging NOTE: Your installer or System Administrator must enable this feature on your voice mailbox. With Remote Messaging, you can program the Voice Processor (voice mail) to call you when your mailbox receives new messages. Using a “cascade” (a series of up to nine telephone numbers), voice mail will call each number until it successfully connects to a device (e.g., pager, answering machine, etc.).
To set up remote messaging: 1. Access your mailbox as described on page 32. 2. Press 4 to select the Personal Options Menu. (If using version 5.0 or earlier software, skip this step.) 3. Press 5 . NOTE: This option is not available if you do not have Remote Messaging enabled. 4. Press 1 to set up a primary cascade or press 5. Do one of the following. • 2 to set up an alternate cascade. To program a cascade level: Press 1 and enter the number of the level you wish to program (1-9).
SPEED DIALING Speed dialing allows you (and your System Administrator) to store frequently dialed numbers for easy dialing. Each number is stored on your phone (Station Speed Dial) or in the phone system (System Speed Dial) and is identified by a location number. Once programmed, you can then quickly dial these numbers by entering a feature code and dialing the desired location number.
TIP: To dial outside telephone numbers without first selecting an outgoing line, enter a line access code (such as the Outgoing Call code “8”) before the outside telephone number. To view how your Station Speed-Dial keys are currently programmed: 1. With the handset in the cradle, dial 3 9 6 . 2. Press the desired Station Speed-Dial key. 3. Press # to exit. To erase a Station Speed-Dial name and/or number: 1. With the handset in the cradle, dial 3 8 3 . 2.
USING RECORD-A-CALL If your telephone system is equipped with a Voice Processor (voice mail), you may have access to the Record-A-Call feature. If so, you can record an ongoing call as a mailbox message. You can then retrieve the message, just as you would any other mailbox message. To use the Record-A-Call feature while on a call: 1. Press and dial 3 8 5 . 2. If required, dial the desired mailbox number. (Your phone may be programmed to select the mailbox, or you may be required to dial it.
PAGING The Paging feature allows you to make an announcement through phone speakers or external speakers (if your system is equipped with external paging equipment). To prevent announcements from transmitting through every phone in the system, this feature uses page zones. Each zone contains a different combination of extensions and external paging equipment, and is programmed by your System Administrator.
PERFORMING A “HOOKFLASH” DURING A CALL Certain telephone service companies may require a timed hookflash (a quick hang up and release). To generate a hookflash while using a line: Press and dial 3 3 0 . PROGRAMMING YOUR FEATURE KEYS Depending on how your system is programmed, some of your feature keys may be “user-programmable.” If so, you can program them with any of the feature codes listed in the back of this user guide or with extension numbers.
PROGRAMMING DIRECT STATION SELECTION KEYS A key programmed as a Direct Station Selection/Busy Lamp Field (DSS/BLF) key provides a way to dial the associated extension with one touch. In addition, if the key is equipped with a lamp, you can visually monitor the status of the associated extension. To assign an extension to a DSS/BLF key: 1. With the handset in the cradle, dial 3 9 7 . 2. Press the DSS key(s) and dial the desired extension number.
PROGRAMMING SECONDARY EXTENSION KEYS With the Secondary Extension Appearances feature, you can program various keys on your phone (and on the Mini-DSS) to indicate the call activity at a different extension (primary phone). In addition to being able to see when a call is ringing, answered, or on hold, you can use your secondary extension key to answer a call that is ringing at the primary phone.
USING ACCOUNT CODES If your telephone system is programmed to use the Station Message Detail Recording (SMDR) feature, you might be required to enter account codes when you place a call. These codes add information to phone record reports that the system will periodically print. There are three types of account codes: • Standard account codes are automatically entered into the SMDR report whenever you place a call. • Forced account codes must be dialed before you can place an outside call.
SCREENING CALLS NOTE: This feature is available only if your telephone system is equipped with an Axxess Voice Processor (voice mail). If your voice mailbox is programmed correctly, you can screen calls that are transferred from voice mail. This allows you to accept and/or refuse specific calls. Depending on the transfer method you use, calls from voice mail may be unannounced, announce only, or screened calls (see page 48 for details).
To perform a directory search: 1. With the handset in the cradle, press 3 0 7 . 2. Press 1 for the intercom directory, 2 for the outside directory, or 3 for the feature directory. 3. Enter letters or numbers (up to 10 characters) as described below: • Remain in alphanumeric mode (Message key and lamp lit): Press the keypad keys to enter the desired characters. (Note that letters correspond to the letters printed on keypad keys 1-9.) The number of times a key is pressed determines which character is entered.
Voice Mail Directory Whenever voice mail asks you to enter a mailbox number, you can use the mailbox and extension number directories. You can also use these directories to leave a voice message with another user. Like the phone directories, you don’t have to enter the full name because the system finds the closest match based on your entry. To perform a directory search: When prompted, press the keys to enter the name.
PROGRAMMING REMOTE FEATURE ACCESS If you are away from your desk and forgot to put your phone in DND, don’t worry. With the Remote Feature Access, you can place your phone in DND or forward calls from any other phone on the system. And, if you have a special dial-up line, you can access your phone features from an outside line. NOTE: For your convenience, a pocket-sized guide of the Remote Feature Access is located in the front of this guide.
Remote Feature Access To access your phone from another phone: 1. EITHER, Call your Direct Inward System Access number (provided by your System Administrator). If required, enter your password. OR, Use any phone on the system. 2. Enter 3 5 9 . 3. Enter your extension number. 4. Enter your password followed by # . You can now use any of the following features. To change the station password using Remote Programming: a. Enter 3 9 2 . b. Enter the new password, followed by # . c.
REQUESTING AGENT HELP Your telephone system may be programmed to support the Agent Help feature, which allows you to request help from a designated “Agent Help Extension” (usually your supervisor) during a call. When your request call rings at the Agent Help Extension, the supervisor can choose to join the call or reject the request. If the Agent Help Extension is a digital phone, the phone’s microphone is automatically muted so that the supervisor cannot be heard unless he or she presses MUTE .
WORKING IN HUNT GROUPS Your system may be programmed with “hunt groups.” Hunt groups are groups of phones that share a common extension number in addition to having individual extension numbers. This allows someone to call anyone in the group (using the common extension) or a specific member (using the individual extension). The members of these groups and the common extension(s) are programmed by your System Administrator.
Logging In and Out of ACD Hunt Groups Agents can log in to and out of the ACD hunt group at any time. While logged in, the agent receives calls through the ACD hunt group. When the agent is logged out, calls to that ACD hunt group bypass the agent. To log in to all of your ACD hunt groups at once using the ACD Agent Login/ Logout feature code: With or without the handset lifted, dial 3 2 8 and enter your Agent ID, if necessary. The display shows AGENT LOGGED IN TO ALL ACDS, and you hear a confirmation tone.
When you log in to a group, you may be automatically connected to a call after you hear a short ring burst. If the ACD Agent ID Automatic Connect option is enabled for your hunt group and you are using a headset, you will be automatically connected. If this option is not enabled for your hunt group, the call will ring until you answer it or until it times out to another extension.
Learning More SECTION CONTENTS PAGE Introduction . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 70 What the Administrators Can Do for You . . . . . . . . . . . . . . . . . . . . . . . 70 Frequently Asked Questions (FAQs). . . . . . . . . . . . . . . . . . . . . . . . . . . 71 Default Feature Codes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
INTRODUCTION If you want to know more about your phone and voice mail system, this is the section for you. With additional information and an FAQ, you should be able to find answers to most of your questions. WHAT THE ADMINISTRATORS CAN DO FOR YOU The administrators are the people to whom you should turn if you have any problems with your phone and/or voice mail. They have access to advanced programming features and can reset certain settings associated with your phone.
FREQUENTLY ASKED QUESTIONS (FAQS) This section includes some of the most frequently asked questions. If you have problems with your phone or voice mailbox, refer to this section before you contact your System Administrator or Inter-Tel. How do I program System Speed-Dial numbers? A1. Only your System Administrator can program System Speed-Dial numbers. You can, however, program up to ten Station Speed-Dial numbers (see page 52). Q2. How do I change the time and date on my phone? A2.
Q7. How do I scroll the display screen? A7. Press (the low end of the Volume key) to scroll down or Volume key) to scroll up. Q8. Why can’t I program a Station Speed-Dial number to the key I want? It keeps saying that the key is non-programmable. A8. Your System Administrator has programmed that key as a non-programmable key. Because you cannot override system programming from your phone, you must choose another key. Q9. Why can’t I use one of the features described in this guide? A9.
DEFAULT FEATURE CODES Use the blank spaces below to enter custom feature codes, if necessary. OUTSIDE LINE ACCESS CODES ACCESS CODE NAME Select Line Group 1-208 Automatic Route Selection Emergency Call Outgoing Call ACCESS CODE NEW CODE 92001-92208* 92000* 911 8 *These defaults may differ depending on the software version.
LEARNING MORE GETTING STARTED GENERAL FEATURE CODES 74 FEATURE NAME FEATURE CODE Account Code – Following Calls Account Code – Optional ACD Agent Log In ACD Agent Log Out ACD Agent Log In/Out ACD Agent Wrap-Up Terminate Agent Help Request Agent Help Reject Answer (Ringing Call) Automatic Intercom Access On/Off Automatic Line Access On/Off Automatic Line Answer Background Music On/Off Call Forward All Calls Call Forward If Busy Call Forward If No Answer Call Forward No Answer/Busy Conference Change Lang
GENERAL FEATURE CODES (CONTINUED) FEATURE NAME Microphone Mute On/Off Page Page Receive On/Off Program Baud Rate Program Keys Program Station Password Queue (Callback) Request Record-A-Call Redial Redirect Call Reminder Message Reminder Message Cancel Remote Programming Reverse Transfer (Call Pick-Up) Review Keys 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 S
LEARNING MORE GETTING STARTED NOTES 76 Model 8520 Display Phone User Guide
Index A Abbreviations 5 About This Guide 2 About Voice Mail 7 About Your Phone 3 Accessing Your Mailbox 32 Account Codes 59 ACD Hunt Groups 66 Adding Parties to a Conference 22 Adjusting Your Phone’s LCD Contrast 12 Adjusting Your Phone’s Viewing Angle 12 Administrators 70 Agent Help 65 Agent IDs 66 Alphanumeric Mode 8 Alternate Greeting 14 Assigning Secondary Extension Keys 57 Automatic Call Answer 45 Automatic System Forwarding 25 B Background Music 45 C Call Waiting 20 Callbacks 17 Calls enabling/disab
message envelope options 47 paging 55 record-a-call 54 system forwarding 25 time/date option 47 Disconnecting a Headset 27 Display 5 Displaying Information 26 date, time, name, and extension number 26 feature key current values 56 outside party’s name 26 secondary extension key assignments 57 speed-dial assignments 53 speed-dial key assignments 53 Distributing Calls 66 Do-Not-Disturb 38 Dropping Out of a Conference 22 DSS/BLF 6 E Emergency Calls 20 Enabling automatic call answer 45 background music 45 call
Leaving Messages 30 Listening to Messages 33 Logging In and Out of ACD Hunt Groups 67 M Mailbox Almost Full 32 Making and Receiving Calls 16 Making Pages 55 Manual Call Forwarding 24 Members, Hunt Group 66 Message center 30 count 32 notification 51 search order 49 Message Indicator Lamp 6 Message Key 30 Messages leaving 30 receiving 33 recovering deleted 35 sending 36 using do-not-disturb 38 using reminder 40 Messaging, Remote 50 Microphone 28 Mini-DSS 6 Multilingual Capability 46 Mute Key 28 N Non-Handsf
U Requesting a Callback 17 Requesting a Reminder Message 41 Requesting Agent Help 65 Undeleting Messages 35 Responding to a Waiting Call 20 Using Responding to Agent Help 65 account codes 59 Retrieving Messages 31 defaults 13, 19, 38, 40 Returning Feature Keys to Default 56 directories 60 Returning Phone to Default 46 do-not-disturb mode 38 Reverse Transfer 23 feature keys 56 Ring Intercom Always 16 group listen 28 Ring Types 44 headset 27 S Saving Last Number Dialed 26 message key 30 mu
VOICE MAIL FLOW CHART NOTE: At any menu level, you can press ACCESSING YOUR MAILBOX • EITHER, Press the MSG key to respond to a message from voice mail. OR, Call the voice mail extension number, press , and enter your mailbox number. • Enter your password and then # . SUBSCRIBER MAILBOX MENU to cancel or return to the previous menu or press # to accept.
Part No. 550.8112 Issue 7.
