Model 8600 Inter-Tel Protocol Mode User Guide
QUICK REFERENCE GUIDE TO FREQUENTLY USED FEATURES These are the basic instructions for the most frequently used telephone and voice mail features for Inter-Tel endpoints. For detailed information about these and other features, refer to the complete instructions in the appropriate user guide. PLACING AN INTERCOM CALL 1. Dial an extension number. 2. If your call goes through handsfree to the called endpoint’s speaker, speak after you hear a double tone.
PLACING A CONFERENCE CALL 1. While on the first call, press CNF . The call is now on hold. 2. Place an intercom or outside call, then press the flashing CNF button to place the call on hold. (If necessary, repeat this step to place a third call on hold.) 3. Press the flashing CNF button to join all of the calls together in the conference. NOTE: Conference calls are limited to three parties on SIP endpoints. FORWARDING CALLS 1. Press FWD . (Six-line display model users must then select a menu button.
PAGING 1. Lift the handset and press PAGE or dial 7 . 2. Dial the desired page zone number (0-9). 3. After the tone, make your announcement and hang up. NOTE: The Page feature is not supported in SIP mode. TRANSFERRING A CALL TO AN EXTENSION/OUTSIDE NUMBER 1. Press TRANSFER or XFR . 2. Dial the desired extension or telephone number. 3. Wait for an answer, announce the call, and then hang up.
ACCESSING VOICE MAIL MESSAGES 1. Access your mailbox as described on page 3. 2. If E-Mail Reader is enabled for your mailbox, say “Voice Mail” or press 1 . If E-Mail Reader is not enabled for your mailbox, skip this step. 3. Select one of the following: • Say “New” or press 1 to listen to new messages. • Say “Saved” or press 3 to listen to saved messages. 4. While you are listening to a message, you can use the following options: • Say “Skip” or press # to skip to the end of the recording.
MESSAGE OPTIONS* FEATURE CODES* Below is a summary of the options you can use when accessing messages, after playing messages, and when recording voice mail messages.
REMOTE FEATURE ACCESS Remote Feature Access allows you to change your station password, place your endpoint in Do-Not-Disturb mode, and forward calls from another endpoint 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. To use Remote Feature Access: 1. EITHER, call _______________ (number provided by your system administrator). If required, enter your password.
Notice This Inter-Tel® user guide is released by Inter-Tel, Inc. as a guide for end-users. It provides information necessary to use the Model 8600 endpoint. The contents of this user guide, which reflect current Inter-Tel standards, are subject to revision or change without notice. Some features or applications mentioned may require a future release and are not available in the initial release. Future product features and applications are subject to availability and cost.
PRODUCT DISPOSAL INSTRUCTIONS This symbol indicates that the product is classified as electrical or electronic equipment and should not be disposed of with other commercial or household waste at the end of its working life. For appropriate disposal and recycling instructions, contact your local recycling authority or Inter-Tel provider.
CONTENTS PAGE FINDING YOUR WAY . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1 FINDING YOUR WAY Table of Contents Welcome. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2 About This Guide . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2 About Voice Mail . . . . . . . . . . . . . . . . . . . . . . . . .
CONTENTS PAGE MOVING ON . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 41 Introduction . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 42 Setting Endpoint Preferences . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 42 Setting Mailbox Preferences . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
FINDING YOUR WAY Finding Your Way SECTION CONTENTS PAGE Welcome . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2 About This Guide . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2 About Your Endpoint . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3 Feature Button Functions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4 Message Indicator Lamp . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
FINDING YOUR WAY WELCOME Your new Model 8600 endpoint provides access to several features, each of which is described in this guide. The Model 8600 endpoint supports two different modes of network protocols, and can operate in either Inter-Tel Protocol (ITP) mode or Session Initiation Protocol (SIP) mode. The operating mode determines which features and options are enabled on the endpoint. This guide is for endpoints operating in ITP mode.
Your endpoint has two basic types of buttons in addition to a Message Indicator lamp. • Dialpad Buttons: Allow you to enter numbers and letters. • Feature Buttons: Provide quick access to various telephone and voice mail features. NOTE: The Model 8600 does not have an external microphone. Internal Speaker Message Indicator Lamp (Underneath Handset) Volume Hold Special Answer Hearing Aid-Compatible (HAC) Handset 12-Button Dialpad NOTE: This is the default configuration.
FINDING YOUR WAY Feature Button Functions The feature buttons 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. BUTTON IF YOU... YOU CAN... PG. Press Answer a call. 19 Press the low or high end of the volume button Adjust volume during a call. 42 Press Put a call on hold. 22 (International Hold Symbol) XFR Press XFR Transfer a call.
The Model 8600 requires either an individual power supply unit or a centralized power source to power the endpoint. Check with your system administrator about the specific power requirements for your endpoint. Before connecting a power supply unit, make sure it is compatible with your endpoint. The following individual power supply units are compatible with the Model 8600: • Inter-Tel Power Supply Unit (Part Number 806.1114/806.1117 in Europe) • Red Hawk Single Port PowerSense™ (Part Number 901.
FINDING YOUR WAY Software and Firmware Updates Your endpoint comes pre-installed with Inter-Tel-provided firmware that allows it to communicate with the telephone system. Firmware is software that is embedded in a hardware device (e.g., your endpoint) that allows it to operate. Endpoints may require updates when a new version of software or firmware is available. Your endpoint may be configured to download firmware and software updates from a configured server automatically.
Voice mail is an application that is part of the Inter-Tel voice processing system. Using voice mail, you and other callers can send and receive recorded messages from any supported endpoint on the system. To use voice mail features, each user (or subscriber) is assigned a mailbox, which usually corresponds to the extension number assigned to your endpoint. You can, however, have an unassociated mailbox that does not correspond to an extension.
FINDING YOUR WAY The instructions for many voice mail tasks are identical for standard voice mailbox and advanced mailbox users.
Enterprise Messaging (EM) is the Inter-Tel messaging system that uses industry-standard protocols for communication and messaging. EM unifies communication and messaging by providing access to voice mail, fax, and e-mail messages in your mailbox. The EM system provides voice mail users with the following advanced messaging features: • Automatic Speech Recognition (ASR): ASR can be enabled for the entire system or it can be enabled for specific applications (like voice mail) or mailboxes.
FINDING YOUR WAY Automatic Speech Recognition (ASR) Automatic Speech Recognition (ASR) is a feature available for systems using EM. Because ASR is a very flexible feature, it can be enabled or disabled on several different levels. When ASR is enabled for your mailbox, you can issue spoken commands to navigate the voice mail menus. ASR also allows subscribers and non-subscribers to navigate automated attendant menus, call routing applications, and search the directories using voice commands.
As you can see, your Model 8600 and telephone system come equipped with many features. To help you understand what everything means, it is recommended that you read the following information before you use your endpoint: • A red lamp indicates that a call is ringing, holding, or active on your endpoint. • The endpoint’s lamps may be solidly lit or flashing to indicate the status of a call or feature.
FINDING YOUR WAY 12 Inter-Tel® Model 8600 User Guide (ITP Mode)
Getting Started Inter-Tel® Model 8600 User Guide (ITP Mode) GETTING STARTED SECTION CONTENTS PAGE Introduction . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 14 Adjusting Your Endpoint’s Viewing Angle . . . . . . . . . . . . . . . . 14 Setting Up Voice Mail. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 14 Initializing Your Mailbox . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 15 Recording Your Personal Greetings. . . . . . . . . . . . .
INTRODUCTION Now that you know what your Model 8600 endpoint 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 ENDPOINT’S VIEWING ANGLE GETTING STARTED Your Model 8600 has an adjustable base that allows you to tilt your endpoint to enhance the viewing angle. To adjust the viewing angle of the endpoint: 1. Position the bottom of the endpoint’s base on a flat surface. 2.
Initializing Your Mailbox To access voice mail, the first thing you need to do is initialize your mailbox. This allows you to change the default password for your mailbox, record your name for the company directories, and listen to the voice mail introduction. To initialize your mailbox: 1. Dial the voice mail extension number. (You hear the main menu.) mail administrator. to identify yourself as a subscriber. 2. Say “Login” or press 3. Enter your mailbox number using the dialpad buttons. 4.
Recording Your Personal Greetings You can store two different personal greetings in your voice mailbox: a primary and an alternate. You may change or choose to use either greeting at any time. 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. Although you record your name when you first initialize your mailbox, you can change it at any time. To record your directory name: 1. Access your mailbox as described on page 30. 2. Say “Personal” or press 4 to select the Personal Options Menu. 3. Say “Name” or press 2 . Your recorded name is played. 4.
MAKING AND RECEIVING CALLS Making and receiving calls is the basic purpose of any endpoint. With your Model 8600, you can make/receive intercom and outside calls and make emergency calls. CAUTION GETTING STARTED Consult your system administrator and your local Inter-Tel servicing company for important information about dialing emergency services from your Model 8600 before you begin using it.
If there is no answer or if the endpoint is busy when you place an intercom call, you can do any of the following: • To leave a station message: Press MSG and then hang up. • To leave a voice mail message: Press MSG and wait for the message center to answer. (See page 29 for more message options.) NOTE: This option is only available if the called endpoint has a voice mailbox. To camp onto a busy extension: Stay on the line and wait for the endpoint to become available. Do not hang up.
To receive a non-handsfree intercom call: Lift the handset to respond to the caller. NOTE: You must lift the handset if the caller has the Ring Intercom Always feature (377) enabled. GETTING STARTED To redirect a ringing call to another extension or to an outside number: 1. Press and dial 3 3 1 . 2. Enter the extension or outside number to which you want to redirect the call. See page 27 for more information.
When dialing the number, you have the following options: • Use the voice mail directory. See page 59. • Use the Station Speed-Dial feature. See page 51. • Use the System Speed-Dial feature. See page 52. • Redial the last number you dialed. See page 27. To receive an outside call: Lift the handset to respond to the caller. To redirect a ringing call to another extension or to an outside number: 1. Press and dial 3 3 1 . 2. Enter the extension or outside number to which you want to redirect the call.
PLACING CALLS ON HOLD GETTING STARTED You can place calls on hold in one of two ways: individual or system. • Individual Hold places the call on hold at one endpoint. It can then be directly picked up at that endpoint or it can be picked up at another endpoint using the Reverse Transfer (Call Pickup) feature (see page 25). • System Hold places the call on hold in the system.
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). • To drop out of the conference: Press CNF and hang up. This removes your endpoint from the conference, but leaves the other parties connected. • To add parties to the conference: a. Press CNF . This leaves the conference parties connected. b. Place a call to the party to be added to the conference. c.
TRANSFERRING CALLS Although transferring calls is considered a basic function of an endpoint, your Model 8600 endpoint has many advanced options for this feature. With your endpoint, you can transfer a call to another extension, voice mail, or even an outside line. To Another Extension GETTING STARTED 1. EITHER, Press OR, Press XFR . and dial 3 4 6 to place the call on hold at the other endpoint. 2. Dial the desired extension number. 3. Wait for an answer, announce the call, and then hang up.
USING REVERSE TRANSFER The Reverse Transfer (Call Pick Up) feature allows you to answer a call that is ringing or holding at another endpoint. For example, if the attendant transfers a call to you but you have stepped away from your endpoint, you can pick up the call using another endpoint. To answer a call ringing or holding at another endpoint: or holding. The call is transferred to the endpoint you are using, and you are connected to the caller.
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 GETTING STARTED Manual call forwarding allows you to send incoming calls to another extension number. You can even forward calls to outside numbers, if your endpoint is programmed to allow this. To forward calls: 1. EITHER, Press FWD .
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. Although you cannot program the path of a system forward, you can enable or disable this feature on your endpoint. To enable or disable System Forwarding: Dial 3 5 4 . The Redirect Call feature allows you to forward any call that is ringing on your endpoint without having to answer the call.
USING A HEADSET With an electret headset, you can talk on the endpoint handsfree. 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. GETTING STARTED To connect a headset: 1. Unplug the coiled handset cord from the base of the endpoint. (Leave the handset in the cradle.) 2. Insert the headset plug into the vacant handset jack. 3.
USING THE MESSAGE BUTTON 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 button, you can let the other person know you called. 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 endpoint. • Leave a message with the called party’s message center, (which can be a person or voice mail).
ACCESSING YOUR MAILBOX If you have a message waiting in your mailbox, you must access your mailbox to retrieve it. GETTING STARTED NOTE: If your telephone system uses Enterprise Messaging (EM), your mailbox may have the Automatic Speech Recognition (ASR) feature enabled. When ASR is enabled for your mailbox, you have the option of issuing a spoken command or pressing a dialpad button. See page 10 for ASR guidelines. ALSO: If your mailbox has E-Mail Reader enabled, you have an advanced mailbox.
DISABLING AND ENABLING ASR If your telephone system uses Enterprise Messaging (EM), your mailbox may have the Automatic Speech Recognition (ASR) feature enabled. When ASR is enabled for your mailbox, you have the option of issuing a spoken command or pressing a dialpad button. Option number eight is used as a toggle, and you can re-enable ASR by pressing the number eight again on the main subscriber menu only.
ACCESSING VOICE MAIL MESSAGES When you access your mailbox, you can listen to new and saved voice mail messages. After listening to your voice mail messages you can access the associated options. GETTING STARTED NOTE: If your telephone system uses Enterprise Messaging (EM), your mailbox may have the Automatic Speech Recognition (ASR) feature enabled. When ASR is enabled for your mailbox, you have the option of issuing a spoken command or pressing a dialpad button. See page 10 for ASR guidelines.
5. When the message has finished playing, you have the following options: NOTE: You may be prompted to confirm deleting the message. Say “Yes” to delete the message or “No” to cancel the request to delete the message. 6. Hang up. Inter-Tel® Model 8600 User Guide (ITP Mode) 33 GETTING STARTED • Say “Replay” or press 1 to replay the message from the beginning. • Say “Reply” or press 2 to reply to the message.
Recovering Deleted Voice Mail Messages 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. NOTE: If E-Mail Reader is enabled for your mailbox, you can also recover deleted eGETTING STARTED mail and fax messages.
Recording and Sending Voice Mail Messages You can record and send voice mail messages by accessing the record option on the main menu. NOTE: If E-Mail Reader is enabled for your mailbox, a reply to an e-mail message (see page 73) is a recorded voice message that is attached to the e-mail as a .wav file. NOTE: If you select the copy or special delivery options and then do not respond to the prompts, the system will time out and deliver your message to the original recipient.
GETTING STARTED • Say or enter the mailbox number or group list number. The system announces the name assigned to the mailbox number or group list number. You have the following options: – Say “Yes” or press # to accept the subscriber’s name. – Say “No” or press to start over. Press when you are done adding mailboxes. • Say “Options” or press 9 to use special delivery options. You can then use one or more of the following options: – Say “Private” or press 1 to mark the message “private.
Canceling Unheard Voice Mail Messages You can cancel unretrieved messages that you have sent to individuals, but not messages that you sent to group lists. NOTE: You may be prompted to confirm deleting the message. Say “Yes” to delete the message or “No” to cancel the request to delete the message. 6. Hang up. Inter-Tel® Model 8600 User Guide (ITP Mode) 37 GETTING STARTED To cancel unheard voice mail messages: 1. Access your mailbox as described on page 30. 2.
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 endpoint, except queue callbacks, recalls, and direct ring-in calls. When other users call your endpoint, they hear a repeating signal of four fast tones and, if they have a display endpoint, see the DND message you have selected.
USING REMINDER MESSAGES Never be late for a meeting again! With Reminder Messages, you can program your endpoint, 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. If you are on a call, you still hear the tones.
GETTING STARTED 40 Inter-Tel® Model 8600 User Guide (ITP Mode)
Moving On SECTION CONTENTS PAGE Inter-Tel® Model 8600 User Guide (ITP Mode) MOVING ON Introduction . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 42 Setting Endpoint Preferences. . . . . . . . . . . . . . . . . . . . . . . . . . . 42 Changing Volume Levels . . . . . . . . . . . . . . . . . . . . . . . . . . . . 42 Selecting a Ring Tone . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 42 Enabling Background Music. . . . . . . . . . . . . . . . . . . . . . . .
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 endpoint, use directories, access your mailbox remotely, and perform various other functions. SETTING ENDPOINT PREFERENCES Your endpoint is 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 buttons appear on your endpoint. While all endpoints are programmed with a standard keymap, some endpoints 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 telephone 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 toggle between the primary and secondary languages. For example, if the system’s primary language is American English, and your endpoint is programmed for the primary language, all prompts are played in American English (unless changed, as outlined below).
SETTING MAILBOX PREFERENCES Your 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 15). NOTE: If your telephone system uses Enterprise Messaging (EM), your mailbox may have the Automatic Speech Recognition (ASR) feature enabled. When ASR is enabled for your mailbox, you have the option of issuing a spoken command or pressing a dialpad button. See page 10 for ASR guidelines.
Changing the Voice Mail Message Envelope When you receive a voice mail message, the voice mail system plays an “envelope” that can include the time and date the message was left, the source of the message, and/or the message length. By default, the envelope contains all of this information, but you can change your envelope, as described below. NOTE: If E-Mail Reader is enabled for your mailbox, you can also change your e-mail and fax message envelopes.
Changing the Call Screening Transfer Method NOTE: The Call Screening feature is available only if it is enabled for your mailbox. Contact your voice mail administrator to see if this feature is enabled for your mailbox. Depending on the transfer method you select, calls that are transferred from your mailbox may be one of the following: • Unannounced Calls: Calls are sent directly to your extension.
Programming a Fax Destination With the Inter-Tel voice processing system, when you specify a fax destination number for your mailbox, callers can access your mailbox to send a fax to your fax machine. To change your fax destination number: 1. Access your mailbox as described on page 30. 2. Say “Personal” or press 4 to select the Personal Options Menu. 3. Say “More” or press 9 for More Options. 4. Say “Number” or press 1 . 5. Say or enter the number of your fax destination.
To change the message search order: 1. Access your mailbox as described on page 30. 2. Say “Personal” or press 4 to select the Personal Options Menu. 3. Say “More” or press 9 for More Options. 4. Say “Order” or press 2 for the Message Search Order. 5. Select one of the following options: • Say “New” or press 1 to change the search order for new messages. • Say “Saved” or press 2 to change the search order for saved messages. 6. Your current message search order is played.
MOVING ON To set up remote messaging for voice mail messages (if enabled): 1. Access your mailbox as described on page 30. 2. Say “Personal” or press 4 to select the Personal Options Menu. 3. Say “Remote” or press 5 . You have the following options: • Say “Primary” or press 1 to set up a primary cascade. • Say “Alternate” or press 2 to set up an alternate cascade. 4. Say “Level” or press 1 and then say or enter the number (1-9) of the level you wish to program.
SPEED DIALING Speed dialing allows you (and your system administrator) to store and access frequently dialed numbers. Each number is stored in your endpoint (Station Speed Dial) or in the telephone system (System Speed Dial) and is identified by a location number. Once programmed, you can quickly dial these numbers by entering a feature code and dialing the desired location number. Because the system supports both Station and System Speed-Dial numbers, you can have access to over 1000 stored numbers.
To store a number in a Speed-Dial location: 1. With the handset in the cradle, dial 3 8 3 . 2. Dial the speed-dial location (0-9) you want to program. 3. Enter the number to be stored at the location you selected in step 2 NOTE: (You cannot use hyphens or colons in the number.) If your number includes an asterisk, pound, a hookflash (a quick hang up and release), or a pause, press once for an asterisk, twice for a pound, three times for a hookflash, or four times for a pause.
USING RECORD-A-CALL NOTE: This feature is not supported on peer-to-peer (P2P) calls. Ask your system administrator if your endpoint is configured to use P2P audio. 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. NOTE: The Record-A-Call feature remains active after the other party hangs up.
PAGING The Paging feature allows you to make an announcement through endpoint speakers or external speakers (if your system is equipped with external paging equipment). To prevent announcements from transmitting through every endpoint 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 . NOTE: This features is known as a “Recall” in European systems. PROGRAMMING YOUR FEATURE BUTTONS Depending on how your system is programmed, some of your feature buttons may be “user-programmable.” If so, you can program them with any of the feature codes listed in the back of this user guide.
PROGRAMMING DIRECT STATION SELECTION BUTTONS A button programmed as a Direct Station Selection/Busy Lamp Field (DSS/BLF) button provides a way to dial the associated extension with one touch. In addition, if the button is equipped with a lamp, you can visually monitor the status of the associated extension. MOVING ON To assign an extension to a DSS/BLF button: 1. With the handset in the cradle, dial 3 9 7 . 2. Press the DSS button(s) and dial the desired extension number.
PROGRAMMING SECONDARY EXTENSION BUTTONS With the Secondary Extension Appearances feature, you can program various buttons on your endpoint to indicate the call activity at a different extension (primary extension). In addition to being able to see when a call is ringing, answered, or on hold, you can use your secondary extension button to answer a call that is ringing at the primary extension.
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 telephone 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.
USING THE VOICE MAIL DIRECTORY With the voice mail directory, subscribers and non-subscribers can use ASR (if enabled) or dialpad buttons to search for names in the directory. Subscriber names are automatically added to the directory when their mailbox is initialized. ASR may not be able to locate names that are pronounced differently than they are spelled. For these types of names, use the alternate search method of spelling the name using the endpoint dialpad buttons (see table below).
To perform a directory search: 1. Dial the voice mail number. 2. Say “Directory” or press # . 3. Say the last name of the person you are searching for or press the appropriate dialpad buttons to spell the name (see page 59). If 10 or fewer matches are located, you can access and browse the list immediately (see step 4.) If the list contains more than 10 matches, you have the option to browse or filter the list. (skip step 4. and see step 5.) 4.
PROGRAMMING REMOTE FEATURE ACCESS If you are away from your desk and forgot to put your endpoint in DND, don’t worry. With the Remote Feature Access, you can place your endpoint in DND or forward calls from any other endpoint on the system. And, if you have a special dial-up line, you can access your endpoint 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 endpoint from another endpoint: 1. EITHER, Call your Direct Inward System Access number (provided by your system administrator). If required, enter your password. OR, Use any endpoint 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 NOTE: This feature is not supported on peer-to-peer (P2P) calls. Ask your system administrator if your endpoint is configured to use P2P audio. 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.
WORKING IN HUNT GROUPS Your system may be programmed with “hunt groups.” Hunt groups are groups of endpoints 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. You will hear a login 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.
Using E-Mail Reader SECTION CONTENTS PAGE Introduction . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . E-Mail Reader Features . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Using Your Advanced Mailbox . . . . . . . . . . . . . . . . . . . . . . . . . . Setting Up Your E-Mail Password . . . . . . . . . . . . . . . . . . . . . . . Accessing E-Mail Messages . . . . . . . . . . . . . . . . . . . . . . . . . . . . Accessing Fax Messages . . . . . . . . . . . .
INTRODUCTION Enterprise Messaging (EM) is the voice processing system that provides advanced messaging features with the E-mail Reader feature. This section provides information and instructions about advanced mailbox tasks for users who have E-Mail Reader enabled for their mailbox. If your mailbox does not have E-Mail Reader enabled, you have a standard voice mailbox (see page 7).
E-MAIL READER FEATURES When E-Mail Reader has been enabled for your mailbox, you have the advanced mailbox. The advanced mailbox unifies your local voice mail messages and your remote fax and e-mail messages in one convenient location. E-mail Reader uses Textto-Speech (TTS) capabilities to convert the text in an e-mail message to a.wav file. If E-Mail Reader is enabled for your mailbox, you can access voice mail, e-mail, and fax messages in your mailbox using your endpoint.
USING YOUR ADVANCED MAILBOX After you set up your mailbox (see page 14), you can use personal or system greetings to let callers know if you are out of town, on a call, etc. You can send messages to individuals and to a group of people if your voice mail administrator has programmed a name for the group. In addition, various options allow you to customize your mailbox, manage your messages, and screen your calls.
SETTING UP YOUR E-MAIL PASSWORD When E-Mail Reader is enabled for your mailbox, the EM system prompts you to enter your e-mail password after you or your voice mail administrator does one of the following: • Set up your mailbox (see page 14) • Change your e-mail password for your e-mail client To access your e-mail and fax messages from your advanced mailbox, you must set up your e-mail password.
To enter your e-mail password: NOTE: To repeat menu instructions, say “Help” or press 0 at any time. ALSO: If you enter an incorrect password, or if you choose to skip setting a new E-Mail Reader password, the Main Menu E-Mail Reader Count option (see page 75) is automatically disabled to prevent having to hear the invalid password prompt for each subsequent login and to protect against being locked out from your e-mail account. 1. Access your mailbox as described on page 30.
ACCESSING E-MAIL MESSAGES NOTE: By default, the message lamp on your endpoint lights when you receive a new voice mail message. Although the lamp can be programmed for other functions, it cannot be programmed to indicate that you have received a new e-mail message. E-Mail Reader does not distinguish between conventional e-mail messages and meeting invitations and responses.
To access your e-mail with E-Mail Reader: NOTE: To repeat menu instructions, say “Help” or press 0 at any time. 1. Access your mailbox as described on page 30. 2. Say “E-Mail” or press 3 to listen to your e-mail messages. Then select one of the following: • Say “New” or press 1 to listen to new messages. • Say “Saved” or press 3 to listen to saved messages. NOTE: You may experience a delay if you have a large number of e-mail messages in your in-box (for example, more than 500 messages). 3.
NOTE: You cannot forward an e-mail message to a mailbox or group list. When you forward an e-mail message, the e-mail is converted to a fax and forwarded to the fax destination telephone number that you specify. • Say “Previous” or press 4 to listen to the previous message. • Say “Envelope” or press 5 to play the introductory message envelope (see page 78 for programming instructions). • Say “Next” or press 6 to listen to the next message. • Say “Save” or press 7 to save the message.
ACCESSING FAX MESSAGES NOTE: By default, the message lamp lights when you receive a new voice mail message. Although the lamp can be programmed for other functions, it cannot be programmed to indicate that you have received a new fax message. When you access a fax message using option six on the main menu, E-Mail Reader announces the fax message according to the envelope options that you selected (see page 78). E-Mail Reader does not have the capability to read the text in a fax.
RECOVERING DELETED MESSAGES Recovering deleted messages varies based on media type. If you delete a voice mail message, you can retrieve it within a specific time frame (up to 24 hours, programmed by your voice mail administrator). The specified time frame for retrieving deleted email and fax messages is determined by the Exchange administrator. Once you recover a deleted message, it is then restored to your saved-message queue.
CHANGING MESSAGE ENVELOPES When you receive a voice, fax, or e-mail message, a message “envelope” is played. The envelope can include the time and date the message was left, the source of the message, and additional information that is associated with the media type. Common envelope options for voice mail, e-mail, and fax include: • Time and Date: The time and date the message was received. • Source: The source of the voice, e-mail, or fax message.
VOICE MAIL FLOWCHART (ADVANCED MAILBOX) NOTE: In most menus, you can say “Cancel” or press “Accept” or press # to return to the previous menu. Say * to accept the option. MAILBOX ACCESS • EITHER, Press the Message button to respond to a message from voice mail. OR, Call the voice mail extension number, say “Login” or press , and say or enter your mailbox number. • Enter your password (press # ).
USING E-MAIL READER 80 Inter-Tel® Model 8600 User Guide (ITP Mode)
Learning More SECTION CONTENTS PAGE Introduction . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . What the Administrators Can Do for You . . . . . . . . . . . . . . . . . Frequently Asked Questions (FAQs) . . . . . . . . . . . . . . . . . . . . . Default Feature Codes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
INTRODUCTION If you want to know more about your endpoint and voice mail system, this is the section for you. With additional information and FAQs, you should be able to find answers to most of your questions. NOTE: Because the telephone system is very flexible and programmable, the procedures for using the features might vary slightly from the descriptions in this guide. If so, your trainer or system administrator can tell you how your system differs and how to use the features.
FREQUENTLY ASKED QUESTIONS (FAQS) This section includes some of the most frequently asked questions. If you have problems with your endpoint or mailbox, refer to this section before you contact your system, voice mail, or network administrator or your local Inter-Tel provider. How can I retrieve messages if I don’t know the password for my voice mail? A1. Try using your extension number, which is your default password. Or, maybe you don’t have a password, in which case pressing # is all you need to do.
LEARNING MORE 84 Q7. Why don’t the local telephone company star codes (i.e.*82, *69, etc.) work when I use the Outgoing Call feature code ( 8 by default) to call an outside number? A7. Rather than pressing 8 to access an outside line, you must dial a Select Line Group number before you can use the star codes. For example, if your system is using the default Select Line Group numbers, dial 92001 to access that line. Once you have dial tone, you can dial the star code and the number. Q8.
Q13. Why can’t I use one of the features described in this guide? A13. There are a few reasons why you might not be able to access the feature. Some possible reasons include: • Your system software version may not support the feature. Check with your system administrator to see which software version your telephone system currently uses and if there are any features restrictions for your system. • Your system administrator may not have enabled the feature for your endpoint.
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 (999 in Europe) 8 *These defaults may differ depending on the software version.
GENERAL FEATURE CODES FEATURE NAME FEATURE CODE Account Code – Following Calls 391 Account Code – Optional 390 ACD Agent Log In 326 ACD Agent Log Out 327 ACD Agent Log In/Out 328 ACD Agent Wrap-Up Terminate 329 Agent Help Request 375 Agent Help Reject 376 Answer (Ringing Call) 351 Audio Diagnostics 320 Automatic Intercom Access On/Off 361 Automatic Line Access On/Off 360 Automatic Line Answer 350 Background Music On/Off 313 Call Forward All Calls 355 Call Forward If Busy 357
FEATURE NAME FEATURE CODE Message – Cancel Message On Endpt.
NOTES 89 LEARNING MORE Inter-Tel® Model 8600 User Guide (ITP Mode)
LEARNING MORE 90 Inter-Tel® Model 8600 User Guide (ITP Mode)
Index A About Voice Mail 9 Accessing e-mail messages 73 fax messages 76 your mailbox 30 Account Codes 58 ACD Agent Wrap-Up Period 66 ACD Hunt Groups 64 Adding Parties to a Conference 23 Adjusting Your Endpoint’s Viewing Angle 14 Administrators 82 Advanced Mailbox using 70 voice mail flowchart 79 Agent Help 63 Agent IDs 64 Alternate Greeting 16 Assigning Secondary Extension Buttons 55, 56 Automatic Call Answer 43 Automatic Call Distribution (ACD) 64 Automatic Speech Recognition (ASR) 9 B Background Music 43
background music 43 cascade levels 50 do-not-disturb 38 group listen feature 28 handsfree 18 hunt group calls 64 message envelope options 46 paging 54 record-a-call 53 time/date option 46 Disconnecting a Headset 28 Distributing Calls 64 Do-Not-Disturb 38 Dropping Out of a Conference 23 E E-Mail Messages 73 E-Mail Reader 9, 71 Emergency Calls 21 Enabling automatic call answer 43 background music 43 call forwarding 26 cascade levels 50 do-not-disturb 38 group listen feature 28 handsfree 18 hunt group calls 6
Last Number Dialed 27 Last Number Saved 27 Leaving Messages 29 Listening to Messages 32 Logging In and Out of ACD Hunt Groups 65 M Mailbox Almost Full/Full 30 Main Menu E-Mail Reader Count 75 Making Emergency Calls 21 Making Pages 54 Manual Call Forwarding 26 Members, Hunt Group 64 Message button 29 center 29 indicator lamp 4 search order 48 Message Count and Type 30 Messages listening 32 listening to messages 32 recording and sending voice mail messages 35 recovering deleted 77 using do-not-disturb 38 usi
S account codes 55, 58 advanced mailbox 70 Saving Volume Levels 42 defaults 15, 38, 39 Screening Calls 58 Search Order 48 Secondary Extension Button Assignments 55, 56 do-not-disturb mode 38 feature buttons 55 Secondary Language 44 headset 28 Selecting a Ring Tone 42 message button 29 Sending Messages 35 record-a-call 53 Setting reminder messages 39 account codes 58 reverse transfer 25 personal options 78 secondary extension buttons 55, 56 preferences 42 speaker and microphone 28 remote
VOICE MAIL FLOWCHART (STANDARD VOICE MAILBOX) NOTE: At any menu level, you can say “Cancel” or press menu or say “Accept” or press # to cancel or return to the previous to accept. MAILBOX ACCESS • EITHER, Press the Message button to respond to a message from voice mail. OR, Call the voice mail extension number, say “Login” or press , and say or enter your mailbox number. • Enter your password (press # ).
Part No. 550.
