Inter-Tel 7000 Model 8690 Powered by Inter-Tel Personal Communicator User Guide
QUICK REFERENCE GUIDE FOR FREQUENTLY USED FEATURES This guide provides basic instructions for frequently used system features. Refer to the user guide for more information on these and other features. PLACING AN EMERGENCY CALL IMPORTANT Before using your endpoint, contact your system administrator to make sure your system is correctly configured for emergency service. Dial 9 1 1 ( 9 9 9 / 1 1 2 Eur.) to place an emergency call. You do not have to select an outside line first.
REDIALING A NUMBER From the endpoint interface, do one of the following: • Tap , and then tap REDIAL. 0 . 0 • Tap PLACING A CALL ON HOLD While on the call, do one of the following: • From the endpoint interface, tap • From the Active Calls view, tap To return to the call, tap , . . , or the flashing button. TRANSFERRING A CALL To transfer a call from the Active Calls view: 1. Select the call, tap , and then type the extension or outside number in the Call Transfer dialog box. 2.
USING HOT RULES To apply a Hot Rule to an incoming call: 1. While the endpoint is ringing, tap Apply Hot Rule from the Hot Rules message box. 2. Select a Hot Rule option from the drop-down list. To apply a Hot Rule from the Active Calls View: 1. Tap and hold the stylus on a displayed call. The Context menu appears. 2. Tap Advanced, and then tap Apply Hot Rule. 3. Select a Hot Rule from the drop-down list. To apply a Hot Rule from the endpoint interface: 1.
LEAVING TEXT MESSAGES 1. Do one of the following from the endpoint interface: • Tap , and then tap LEAVE MESSAGE. 5 2 0 . • Tap 2. Enter the extension number. CANCELING A SENT TEXT MESSAGE 1. Do one of the following from the endpoint interface: • Tap , and then tap CANCEL MESSAGE. 5 2 2 . • Tap 2. Enter the extension number. 3. Tap DELETE to cancel the message. VIEWING, REPLYING TO, OR DELETING A TEXT MESSAGE To view or reply to a text message from the endpoint interface: 1.
ACCESSING YOUR MAILBOX NOTE The following instructions include Automatic Speech Recognition (ASR) spoken commands, which can be used instead of tapping the dialpad buttons if ASR is enabled for your system. Contact your voice mail administrator for the voice mail number and password. To access your mailbox: Dial the system voice mail number, and then enter your password when prompted. If you are not prompted for your password, tap , and then enter your password. Tap # to accept the entry.
FEATURE CODES Tap before entering the feature code.
NOTICE This user guide is released by Inter-Tel, Inc. and provides information necessary to use the Model 8690 endpoint. The guide contents, 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.
REGULATORY INFORMATION 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 GETTING STARTED Table of Contents GETTING STARTED . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1 Welcome. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1 2 3 4 5 6 6 7 8 8 About the Operating System . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Windows CE .Net Help . . . . . . . . . . . . . . . . . . . . .
CONTENTS PAGE Software Upgrades and Updates . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 25 Downloading Upgrades and Updates. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 25 Setting the File Destination for Downloads. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 25 Voice Mail Setup . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
CONTENTS PAGE Using Messages . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Using Text Messages . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Leaving Voice Mail Messages . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Starting an IM Session with a Subscriber. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
CONTENTS PAGE Changing the Message Search Order . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Changing Your Message Envelope . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Recording and Sending Voice Mail Messages . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Canceling Unheard Voice Mail Messages . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Using Special Delivery Options . . . . . . . . . . . . . . . . . . .
GETTING STARTED Getting Started WELCOME The instructions in this user guide are for using the Model 8690 Session Initiation Protocol (SIP) endpoint* on the Inter-Tel® 7000 Network Communications Solution. The removable Quick Reference Guide is an overview of frequently used features. This guide includes the following sections: • Getting Started: An overview of the endpoint, how to set up your endpoint, and how to initialize your voice mail account.
GETTING STARTED ABOUT YOUR ENDPOINT The Model 8690 features include: • Liquid crystal display (LCD): Displays a standard Inter-Tel interface with commonly used components, including: — Menu display — Dialpad — Feature buttons — Menu buttons • Stylus: Activates display elements from the touch-screen. • Headset jack: Connects to a headset. • Handset jack: Connects to a handset. • Two external speakers: Provide audio output. • Message indicator lamp: Flashes when you have a waiting message.
The following guidelines are important for using your endpoint: • Placing emergency calls: Before using your endpoint, contact your system administrator and your local Inter-Tel servicing company for important information about dialing emergency services. • Using memory cards: Make sure there is only one memory card (PCMCIA or CF) inserted when you power on the endpoint (see page 3). If you use both types of memory cards, remove one card before powering on the endpoint.
GETTING STARTED What You See and Hear The following information describes some of the endpoint features: • Using the touch screen: The endpoint has a 640 by 480 pixel LCD touch screen. Unless you are using a mouse or keyboard, use the stylus to gently tap an area on the screen to access screen elements. See page 6 to install a mouse or keyboard. • Accessing right-click menus: To “right-click” a screen element, press and hold the stylus on an icon.
Ports and connectors include: • External microphone jack: Allows you to connect an external microphone to the endpoint. • External speaker jack: Allows you to connect an external speaker to the endpoint. • Reset button: Allows your administrator to restore default settings (see page 23 for details). • CompactFlash (CF) port: Allows you to connect a CF memory card if additional memory is needed.
GETTING STARTED Optional USB Devices You can connect a standard USB device (for example, a mouse, keyboard, or both) to the endpoint using a standard USB cable (not included). Connect the device to the USB host port located on the back of the endpoint (see page 3). The operating system automatically detects the device when the endpoint is powered on. To connect a keyboard: Configure the keyboard properties under Start - Settings Control Panel - Keyboard.
The endpoint interface includes the following features: • Six-line display: Displays subscriber and system information and a menu for accessing additional features. • View tabs: Access Inter-Tel Personal Communicator views (see page 26). • Dialpad buttons: Enter numbers, letters, and special characters. • Volume Control button: Changes volume settings—also used for scrolling through feature options. • Feature buttons: Provide quick access to endpoint and voice mail features.
GETTING STARTED Feature Buttons Feature buttons provide quick access to many commonly used features. The following table lists default feature buttons and the functions they perform. BUTTON ACTION PAGE Set or change your status. 49 Access additional features. 7 Mute the microphone. 39 Enable the speakerphone (for handsfree calls). 32 Place a call on hold. 38 Leave or listen to a message. 44 Activate a feature. 29 Adjust the volume or scroll through feature options.
GETTING STARTED ENDPOINT SETUP Your endpoint should be ready to use. After the endpoint is launched, the interface covers the entire desktop (except the taskbar). To minimize the endpoint interface and access the desktop: Tap the Endpoint Interface icon or the Show Desktop icon on the taskbar. To restore the interface, re-tap either icon.
GETTING STARTED Changing Volume Settings Volume settings for the following features may be adjusted individually as needed: • Handset • Headset • Speakerphone • Background music • Ringer You must be using the feature to change the volume setting. For example, if you want to change the handset volume setting, you must be using the handset. To change a volume setting: While using the feature, tap to decrease the volume or to increase the volume.
To save power and extend display life, you can shut off the backlight before the default sleep mode is activated. The default backlight time-out setting is four hours. To change the default value for the backlight time-out: 1. Tap Start - Settings - Control Panel. 2. Double-tap Display. 3. In the Display Properties dialog box, tap the Backlight tab. 4. Select the Automatically turn off backlight while on external power check box. 5.
GETTING STARTED Using a Headset When using a headset, Tap to connect/disconnect calls. While using the headset, you can switch to the handset by lifting the handset from the cradle. Tap before replacing the handset in the cradle to switch back to the headset. NOTE Headset mode allows you to use a standard telephony analog headset. Plugging a two-pronged PC style headset into the Speaker and Microphone jacks on the back of the endpoint functionally replaces the handsfree speaker and microphone.
The Model 8690 operating system is a customized version of Microsoft® Windows CE .NET® version 4.20. When using Windows CE .NET, you may notice the following: • • • • Windows Viewer applications (Excel®, PowerPoint®, etc.) are for viewing files only. They do not have the full functionality that Windows desktop PC applications have. Many applications that you may normally find in your desktop PC operating system are not included with Windows CE .
GETTING STARTED To save registry settings: 1. Tap Start - Programs - Save Registry. 2. Tap Yes. 3. Tap OK after the Registry Saved Successfully dialog box appears. Viewing and Adjusting System Memory CAUTION Endpoint or Programs Damage Hazard. The endpoint does not have a built-in hard drive. Storage memory is lost when upgrading the operating system unless files are stored in the Mounted Volume folder on the endpoint (see page 2).
Inter-Tel Personal Communicator for the Model 8690 is an integrated software component of the Inter-Tel 7000 Network Communications Solution and adds advanced system features to your endpoint. The Inter-Tel Personal Communicator Home view is shown below. Inter-Tel Personal Communicator features include: • Presence management: Change your status and availability (see page 49). • Call routing: Route calls based on preset conditions (see page 52).
GETTING STARTED The Inter-Tel Personal Communicator system tray icon appears in the Windows system tray when the endpoint interface is running. Icon The System Tray icon displays your current connection status, which is represented by the following icons: You are connected, and your status is available for voice and instant messaging. You are connected, and your status is available for voice only. You are connected, and your status is available for instant messaging only.
If you are unable to see the endpoint interface or the Inter-Tel Personal Communicator icon in your system tray, navigate toMy Computer - Mounted Volume - 8690 Phone, and then double-tap the 8690 Phone icon. If you are still unable to see the endpoint interface or the Inter-Tel Personal Communicator icon in the system tray, contact your system administrator.
GETTING STARTED INTER-TEL PERSONAL COMMUNICATOR OPTIONS Options menu features include: • Connections: View connection settings or connect to Inter-Tel Personal Communicator (see page 16). • Appearance: Change the interface skin or icon sizes. • Behavior: Specify a custom ring or set window or flash message options. • About: View version and copyright information. NOTE The following instructions use the Available Status icon . This icon may change based on your current status and new message activity.
You can change the ring tone, display window, and flash message lamp settings. To specify a custom ring tone: 1. Tap - Options - Behavior. 2. Select Specify custom ring. 3. Tap Browse, and then navigate to Mounted Volume - 8690 Phone. 4. Select the.wav file to be used as the ring tone, and then tap OK. (The audio file must be in the following format: CM 11.025 kHz, 8 Bit, Mono.) To change the display window options: 1. Tap - Options - Behavior. 2.
GETTING STARTED Viewing Version Information The About message box contains software version and copyright information. To view the About tab: Tap - Options - About. Refreshing Inter-Tel Personal Communicator Refresh Inter-Tel Personal Communicator to update new information. For example, if you add a new status (see page 49) to your account using Inter-Tel Personal Communicator for Web, it does not appear as a new status until you do a refresh. To refresh Inter-Tel Personal Communicator: Tap - Refresh.
GETTING STARTED ADVANCED OPTIONS MENU CAUTION Endpoint Damage Hazard. While you can access advanced feature options from the system tray menu, consult your network administrator before making any changes. Your network administrator can supply the network settings and additional information if needed. Advanced options and settings include: • Auto Upgrade: Upgrade newer endpoint and operating system software versions. • Options: View and change diagnostic options.
GETTING STARTED Viewing Diagnostic Options Diagnostic options include disk space, log to file, log extended information, and SIP Outbound Proxy. To view diagnostic options: 1. Tap - Advanced - Options. Enable or disable the following options: • Max disk space: Enter the maximum amount of disk space in kilobytes (KB) that you want to allocate for diagnostic files on the Windows CE .NET subsystem. • Log to file: Diagnostics are logged to a file stored in the My Computer folder on the endpoint.
GETTING STARTED Resetting the Endpoint CAUTION Endpoint Damage Hazard. Do not reset the endpoint unless instructed to do so by your system or network administrator. Desktop shortcuts and any preferences that have not been saved in the registry are lost when you reset the endpoint. Additional programming may be also be required to restore the endpoint to its previous operational state.
GETTING STARTED VLAN PORTS If your endpoint resides on a Virtual Local Area Network (VLAN), your network administrator may instruct you to program the VLAN ID for the ports. NOTE Do not configure the VLAN ID for your endpoint unless instructed to do so by your network administrator. To configure VLAN IDs for the ports: 1. Tap Start - Settings - Control Panel. 2. Double-tap Network and Dial-up Connections. 3. Double-tap AUMAC1. The 'AU1x00 Ethernet Controller' Settings dialog box appears. 4.
The Model 8690 uses three types of software: • Operating system (Windows CE .NET, see page 13). • Firmware (endpoint features and functions). • Inter-Tel Personal Communicator (see page 26). The endpoint requires occasional upgrades (newer software versions) or updates (revisions to existing software versions), which are downloaded from the system server. Downloading Upgrades and Updates Firmware updates and upgrades download automatically. When Inter-Tel Personal Communicator and Windows CE .
GETTING STARTED VOICE MAIL SETUP See Voice Mail Features on page 75 for more information on using system voice mail features. Voice mail instructions include Automatic Speech Recognition (ASR) voice commands, which can be used instead of tapping the dialpad buttons if ASR is enabled for your system (see page 75). Initializing Voice Mail If necessary, contact your voice mail administrator for the voice mail extension number and your voice mail password.
Your personal greeting* informs callers why they have reached your voice mailbox, so you may include some or all of the following information: • Whether or not you are in the office and where you can be reached. • When you will be returning calls. • How to exit voice mail (for callers who do not want to leave a message). For example, “Tap 0 to return to the operator.” The following are sample greetings to help you plan your message: • Hello, this is __________.
GETTING STARTED 28 Inter-Tel® Model 8690 Endpoint User Guide
Basic Features Basic features include answering and placing calls, using features while on a call, and using messages. NOTE Some features work only with Inter-Tel endpoints connected to the Inter-Tel 7000 Network Communications Solution. FEATURE NOT ENABLED If you are unable to access a feature or if a feature is not working properly, contact your system administrator for more information.
Using View Tabs or the Endpoint Interface BASIC FEATURES Most features are accessed from either a view tab or the endpoint interface. When applicable, feature instructions are included for both methods. You can switch from the view tabs to the endpoint interface by doing one of the following: • Tap a view tab to display tab-related contents and features. • Tap to display the endpoint interface. • Tap to display the dialpad.
Using the Active Calls View Context Menu Active Calls view icons and descriptions: A call which you have placed is dialing. An incoming call is ringing. An outgoing call is ringing. You are connected to voice mail. You are connected to a conference call. You have placed the call on hold. You are camped on to a call or you have been placed on hold. Your microphone is muted. Group Listen is currently enabled (see page 57).
ANSWERING CALLS Your endpoint may be preset to automatically answer internal calls using the Auto Answer feature (see below). After disabling Auto Answer, answer calls by using your handset or headset. To answer a call: Lift the handset, or tap to answer a call using a headset or to answer a call handsfree. If you are currently on a call, tap the flashing button to answer waiting calls (see page 33).
Answering Waiting Calls If you receive a call while on another call, the incoming call appears in the Active Calls view, you hear a “call waiting” tone through your handset or headset, and the caller ID information (if available) is displayed. To answer a waiting call and place the first call on hold, do one of the following: • From the Active Calls view, tap Answer. • From the endpoint interface, tap the flashing button.
PLACING CALLS The following instructions are for using basic features associated with placing emergency, intercom, and outside calls. You can also use the Station and System speed dial features when placing a call (see page 37). BASIC FEATURES Placing Emergency Calls IMPORTANT Contact your system administrator to make sure your system is correctly configured for emergency service before using your endpoint.
Placing an Off-Hook Voice Announce (OHVA) An Off-Hook Voice Announce (OHVA) connects you to a subscriber’s speakerphone while the subscriber is on another call. This allows the subscriber to speak and listen to you while on the active call.* The subscriber’s extension does not have to be busy to place an OHVA—you can also place an OHVA while the extension is idle.
Placing Outside Calls Outside calls are calls placed to parties outside of the organization. BASIC FEATURES To place an outside call: 1. With or without the handset lifted, do one of the following: • Tap OUTGOING. • Tap the Outgoing Call access code. The default code is 2. Dial the number. 9 . Using Billing Codes Billing codes are used to categorize calls. If they are used in your organization, you may be prompted to enter one when placing outside calls.
Using Speed Dial Assigning Station Speed Dial Numbers You can assign Station speed dial access codes to Personal contact list entries.* To assign a Station speed dial number to a personal contact: 1. While in the Personal contact list (see page 63), tap the contact list name, and then tap . 2. Tap the Settings tab, and then select an available speed dial access code from the drop-down list. Speed dial access numbers that have already been assigned do not display. 3. Tap OK to accept the changes.
FEATURES USED WHILE ON A CALL The following features are primarily used for active or incoming calls. Placing Calls On Hold When you place a call on hold, the held party hears music-on-hold or silence, depending on system configuration. While the call is on hold, the system periodically rings your endpoint as a reminder. BASIC FEATURES To place a call on hold: 1. Do one of the following: • From the Active Calls view, tap • From the endpoint interface, tap 2. Hang up or place another call. . .
Using the Mute Feature The Mute feature disables your microphone to prevent other parties from hearing you. To enable/disable mute from the Active Calls view: 1. During the call, press and hold the stylus on a displayed call to display the Context menu. 2. Tap Audio - Mute. To enable/disable Mute from the endpoint interface: During the call, tap . BASIC FEATURES Displaying Your User Information You can temporarily display your user information and the system time and date.
Using Annoyance Call Trace Annoyance Call Trace identifies and records an unwelcome caller’s Caller ID information and the time of the call.* However, you must contact your system administrator for the call information. Annoyance Call trace can be used during or immediately after the call. To use Annoyance Call Trace: Tap 5 7 . A confirmation notice appears.
To use Transfer to Hold from the endpoint interface: 4 6 . 1. While on the call, tap 2. Dial the extension number. 3. Announce the call if desired, and then hang up to complete the transfer. A confirmation notice appears. TRANSFER SUCCESSFUL FEATURE REQUEST SUCCEEDED Using Send to Destination Send to Destination allows you to send incoming calls to another extension or outside number. To use Send To Destination: 4 8 . 1. While the call is ringing, tap SEND TO DEST or 2.
Using Directed Call Pickup Directed Call Pickup allows you to answer a call that is ringing or holding at another endpoint (reverse transfer a call). For example, if you receive a call but you are away from your desk, you can answer the call from any system endpoint. BASIC FEATURES To use Directed Call Pickup: 5 3 . 1. Tap 2. Dial the extension number where the call is ringing or holding to connect to the caller. A confirmation notice appears.
CNF IN PROGRESS To place your endpoint on hold and remove yourself from the conference: Tap . This places your endpoint on hold without disconnecting the parties. To return to the conference, tap the flashing button. To add a party to the conference: 1. Do one of the following: • From the Active Calls view, tap . • From the endpoint interface, tap ADD PARTY. 2. Call the party to be added to the conference, announce the conference, and then tap (Active Calls view) or CNF (endpoint interface). 3.
USING MESSAGES You can use your endpoint to leave or retrieve text or voice mail messages. If instant messaging (IM) is enabled, you can use the endpoint to create a group IM conference (see page 45) or send instant messages from the Outbound Communication dialog box (see page 63). Using Text Messages BASIC FEATURES The default text message sent from the endpoint is “Please Call Me.” PLEASE CALL ME You can also create and send text messages from the Contacts view (see below).
Leaving Voice Mail Messages You can leave voice mail messages from the Contacts view or the endpoint interface. To leave a voice mail message from the endpoint interface: 1. Do one of the following: • Tap , and then tap LEAVE VMAIL. 9 3 . • Tap 2. Dial the extension number. Leave the voice mail message, and then hang up. Starting an IM Session with a Subscriber You can start an IM session with a subscriber who is available for IM.* To start an IM session from the Contacts view: 1. Tap . 2.
Paging Subscribers A page is an announcement through endpoint speakers or external speakers. The Paging feature uses page groups to prevent announcements from transmitting through every endpoint in the system. Contact your system administrator for page group numbers and list them below for your convenience. BASIC FEATURES PAGE GROUP NUMBER To use the Page feature: 1. Do one of the following: • Tap , and then tap PAGE. 5 . 7 • Tap 2. Enter the page group number. A confirmation notice appears.
RETRIEVING MESSAGES When you receive new text and voice mail messages, the Message Indicator lamp flashes (if enabled) and the Message icon appears in the system tray. New e-mail, fax, or instant messages do not activate the Message Indicator lamp or change the Message icon status. To retrieve messages from the Message view: 1. Click . BASIC FEATURES 2. Select a message to retrieve (do one of the following): • Double-tap the entry on the line to listen to the voice mail message (see page 76).
BASIC FEATURES 48 Inter-Tel® Model 8690 Endpoint User Guide
Advanced Features The Inter-Tel 7000 Network Communications Solution advanced features provide you with the latest communication technologies. PRESENCE MANAGEMENT Presence management features enable you to: • Inform subscribers of your availability and direct calls based on your status (see below). • Route incoming calls using Reach Me (see page 51). • Use routing rules to set and change how your calls are routed based on the caller, type of call, and destination (see page 52).
To set your status: 1. Do one of the following: • From the Home view, select a status option from the drop-down list. • Tap , and then go to step 2. 2. Do one of the following: • Enter the status identifier from the table on page 49. • Tap BROWSE, and then tap NEXT/PREVIOUS or to scroll through the options. 3. If the status includes a time date, or forwarding number, enter the information using the dialpad buttons. See the following table for dialpad button character descriptions. 4.
Using Reach Me Use Reach Me to route calls to the following (default) destinations:* • At my desk: Calls are sent to your current location based on your status setting. • Voice mail: Calls are sent to voice mail. • Send calls to: Calls are sent to the extension or outside number used as the forwarding number. • Follow rules: Calls or instant messages are routed based on default system routing rules or routing rules created using Inter-Tel Personal Communicator for Web (see page 52).
Enabling or Disabling Routing Rules Routing rules determine how incoming calls or instant messages are routed depending on conditions and actions relating to the caller or sender. For example, you can create a rule that sends a particular caller (or group) to voice mail, plays a pre-recorded greeting, or transfers the call to another number. To view conditions and actions assigned to a routing rule: Tap the plus sign next to the routing rule to display conditions and action(s) assigned to the routing rule.
ADVANCED SUBSCRIBER FEATURES Advanced subscriber features allow you to: • Lock your endpoint (see below). • Bypass routing rules to contact other subscribers (see page 54). • Redirect active or incoming calls using Hot Rules (see page 54). • Find and call contacts using Personal Assistant (see page 55). • Record calls and voice memos using Record-A-Call (see page 55). • Log on to other endpoints using Hot Desking (see page 56). • Allow multiple callers to listen to a caller using Group Listen (see page 57).
Using Direct Endpoint Access Direct Endpoint Access allows you to call a subscriber’s extension and bypass all routing rules enabled by the subscriber.* This ensures the extension endpoint is dialed. To use Direct Endpoint Access: 6 . 9 1. Tap 2. Dial the extension number. Using Direct Account Access Direct Account Access allows you to call a subscriber at the subscriber’s current location and bypass any other enabled routing rules. To use Direct Account Access: 7 . 9 1. Tap 2. Dial the extension number.
Using Personal Assistant Personal Assistant allows you to place a call by saying the name, extension, or outside number of the person you are calling.* To use Personal Assistant: 6 4 . 1. Tap 2. After hearing Personal Assistant’s introduction (“Who would you like to call”?), say the name, extension, or outside number of the person you want to call. Personal Assistant verifies the information or asks you to repeat the request. 3. Say “Yes” to accept, or say “No” to start over.
Recording a Voice Memo You can use Record-A-Memo to record a voice memo and save it to your mailbox or another subscriber’s mailbox as a voice mail message. To record a voice memo: 8 . 5 1. Tap 2. Enter the mailbox number (if not preprogrammed). 3. Record the message. 4. Tap END CALL or hang up to stop recording and end the call. To retrieve the recording: Retrieve the recording as a new message (see Listening to Voice Mail Messages on page 76).
Using Group Listen Group Listen allows you and others to listen to a caller over the speaker while you use the handset or headset to continue speaking. This allows other people in the room to listen to the caller while the caller can only hear you. Because Group Listen uses the external speaker, it cannot be used during a handsfree call. To use Group Listen from the Active Calls view: 1. Tap and hold the stylus on a displayed call to display the Context menu. 2. Tap Audio, and then tap Group Listen.
Using Outbound Communication The Outbound Communication dialog box (below) and menu (see page 59) display when using system features such as the Call Log and contact lists. They allow you to quickly connect to subscribers using system communication options.
The following Outbound Communication options display from the endpoint interface: • FIND ME: Call the subscriber’s “At My Desk” location (see page 51). • MESSAGE: Leave a text message (see page 44). • V-MAIL: Leave a voice mail message (see page 47). • QUEUE: Queue for the subscriber (see page 35). • CALL : Select a number to call from all numbers stored for the contact.* To use the Outbound Communication menu (from the endpoint interface): 1.
Using Your Call Log Your Call Log is a record of recent missed, incoming, and outgoing calls (up to the last 50 calls for each type). For each call, you can see who the call was from/to and when the call occurred. You can also place calls from your Call Log. Calls are displayed from newest to oldest. You can also sort in ascending direction by “Name” or “Call Duration.” ADVANCED FEATURES To use the Call Log from the Call Log view: 1. Tap . 2.
To place calls from the Call Log: 1. Double-tap the Call Log entry. The Place Call dialog box appears. 2. Select a billing code from the drop-down list (if applicable). (See Using Billing Codes on page 36.) 3. If desired, select the Block caller ID on outside calls check box to block your outbound caller ID. 4. Tap Dial to dial the number, or tap Cancel to return to the Call Log. Adding a Call Log Entry to Your Address Book Call Log entries can be added to your Address Book for quick access.
To use the Call Log from the endpoint interface: 1. Do one of the following: 4 1 0 , and then go to step 2. • Tap CALLS or • Enter the feature code from the following table, and then go to step 3. FEATURE CODE CALL LOG OPTION 4 1 1 Missed Calls 4 1 2 Incoming Calls 4 1 3 Outgoing Calls 2. Select one of the following: • Tap 1 or MISSED CALLS for missed calls. • Tap 2 or INCOMING for incoming calls. • Tap 3 or OUTGOING for outgoing calls. 3. Tap NEXT/PREVIOUS or to scroll through the options.
Using Contact Lists There are four types of contact lists:* • Personal: A directory of your personal contacts. Station speed dial numbers (see page 37) can be assigned from the Personal contact list.† • Group: A subset of your personal contacts which have been assigned to a particular group. The default groups are Family, Friends, VIP, and Blocked. • Company: A directory of phone numbers entered by the system administrator. System speed dial numbers (see page 37) are assigned from this contact list.
To access your Personal contact list from the Personal Contacts view: 1. Tap . ADVANCED FEATURES 2. Do one of the following: • Tap on the letter that begins the last name of the contact (use the left and right arrows to scroll through the alphabet). • Tap ALL to display all contacts. • Tap # to display all unknown contacts or contacts that begin with a number or symbol (for example, 3 Sons Roofing). To select a contact list by group: 1. Tap the letter that begins the last name of the contact. 2.
To access a contact list from the endpoint interface: 1. Do one of the following: 0 0 , and then select the contact list name (PER3 • Tap or SONAL, GROUP, COMPANY, DIR). • Enter the feature code from the following table. FEATURE CODE CONTACT LIST 3 0 1 Search For 3 0 2 Browse Groups 3 0 3 Personal 3 0 4 Directory 3 0 5 Company If you selected SEARCH FOR, enter the full or partial name of the person, and then tap SEARCH or # to start the search (see page 66).
Searching for a Contact To search for a contact from the Home View (see page 31): Tap then enter the full or partial name of the contact. , and To use the dialpad to enter characters: Tap the dialpad buttons to enter characters. If the dialpad is currently set to enter numeric characters (numbers), switch to alphanumeric (letters, numbers, and symbols) by tapping ALPHA. Return to numeric by tapping NUMERIC.
Using Inter-Tel Personal Communicator for Voice Inter-Tel Personal Communicator for Voice* is a “voice portal” that allows you to call into the system from any endpoint or phone and access Inter-Tel Personal Communicator features. Because the voice portal uses Text-To-Speech (TTS) and Automatic Speech Recognition (ASR) technologies to activate and play feature selections, it is accessed and used similarly to using your voice mail account.
The voice recognition system understands a variety of word combinations when activating menu commands (see the following table).
“Browse (group)”: Search for and call a group contact. See page 63 for more information on Group contact lists. “Routing”: Review or change routing rule options based on default system routing rules or routing rules created in Inter-Tel Personal Communicator for Web. * You can enable auto logon to the voice portal using Inter-Tel Personal Communicator for Web. Inter-Tel® Model 8690 Endpoint User Guide 69 ADVANCED FEATURES To activate a feature from the voice portal using voice commands: 1.
INTER-TEL PERSONAL COMMUNICATOR FOR VOICE FLOWCHART The following flowchart provides step sequences for activating voice portal features when using the dialpad buttons. Tap in any menu to go back one menu level. Tap # to accept an entry without waiting for the time-out. Contact your system administrator for the voice portal number. Dial the voice portal number, enter your PIN, and then tap # . If you are calling from another system endpoint, tap when prompted for your password.
HUNT GROUPS Your system may be programmed for hunt groups. A hunt group is a group of subscribers who share a common extension in addition to having individual extensions. This allows calls to be routed to anyone in the hunt group (using the hunt group extension number) or to a subscriber in the hunt group (using the member’s extension number). There are two types of hunt groups:* • Basic: You are automatically logged in to the hunt group. You cannot log out of a Basic hunt group.
Requesting Agent Help Using Agent Help, you can request help from a designated Agent Help extension (usually a supervisor) during a call.* When activated, the “helper” can hear you and the other party, but the other party cannot hear the helper. To use Agent Help: 8 4 . 1. While on the call, tap 2. Dial the Agent Help extension number (if not preprogrammed).† 3. Based on whether the call is accepted or rejected, a confirmation notice appears.
Using Bridged Line Appearance Bridged Line Appearance (BLA) allows a subscriber’s endpoint(s) to be monitored by one or more other subscribers, or BLA group members (secondary extensions).* When the subscriber (primary extension) receives a call, it is offered to all BLA group members. Any BLA group member can answer incoming or held calls at the primary extension by tapping an assigned BLA feature button.
ADVANCED FEATURES 74 Inter-Tel® Model 8690 Endpoint User Guide
Voice Mail Features ABOUT VOICE MAIL NOTE See page 26 in the Getting Started section to set up your voice mail account and to select and record personal greetings. Voice mail is an electronic mailbox that usually corresponds to your extension number. However, you can have a mailbox that does not correspond to an extension (for personnel who do not have a permanent office). Your mailbox may also include E-Mail Reader* and Automatic Speech Recognition (ASR), which are advanced voice mail features.
MAILBOX FEATURES Some of the following features may not be enabled for your system. Contact your system administrator for more information. Accessing Your Mailbox Contact your voice mail administrator for the system voice mail and message notification/retrieval (MNR) numbers. The system voice mail number provides access to all voice mail features. The MNR number is used to access messages only.
Changing Your Voice Mail Password You can change your voice mail password. Your voice mail password is also your personal identification number (PIN), which is used for the following system features: • Voice mail password (see page 26) • Unlocking your endpoint (see page 53) • Hot Desking (see page 56) • Inter-Tel Personal Communicator for Voice (see page 67) • Advanced hunt groups (see page 71). NOTE Changing your voice mail password also changes your PIN. To change your mailbox password: 1.
Changing Your Message Envelope When you receive a voice mail (or an e-mail or fax message if applicable), an “envelope” is played.
Using Special Delivery Options You can add special delivery options to voice mail messages sent to other subscribers. The following options are available after recording the message: • Private: This prevents the recipient from forwarding it to other subscribers. • Certified: When the recipient listens to the message, you receive a receipt notice. • Priority: This places your message ahead of all other waiting messages in the receiving mailbox.
Screening Calls You can screen outside calls that are transferred to you from the system Auto Attendant. Calls can be transferred using the following methods: • Unannounced Calls: Calls are sent directly to your extension. • Announce-Only Calls: Before Auto Attendant 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).” Then the call is sent to your extension.
To set up remote messaging for voice mail messages: 1. Access your mailbox as described on page 76. 2. Tap 4 or say “Personal” to select the Personal Options menu. 3. Tap 5 or say “Remote” to select Remote Messaging. 4. Select one of the following options: • Tap 1 or say “Primary” to set up a primary cascade. • Tap 2 or say “Alternate” to set up an alternate cascade. 5. Tap 1 or say “Level,” and then enter or say the number (1 to 9) of the level you wish to program.
VOICE MAIL FLOWCHART (WITHOUT E-MAIL READER) In most menus, you can tap “Accept” to accept the option. MAILBOX ACCESS 1. Tap the Message button to listen to a specific message, or dial the voice mail extension number. 2. Enter your password, and then tap # . If you are not prompted for your password, tap , enter your mailbox number and password, and then tap # .
E-MAIL READER Using E-Mail Reader, you can access voice mail, e-mail, and fax messages from your mailbox.* E-Mail Reader uses Text-to-Speech (TTS) to convert the text in an e-mail message to an audio file. After you listen to your message, you have the same options for saving, forwarding, deleting, etc. as in voice mail. When you reply to an e-mail message, you are prompted to record a message, and then your reply is sent as an audio file attachment in an e-mail to the receiver.
To enter your e-mail password: To repeat menu instructions, say “Help” or tap 0 at any time. 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 85) is automatically disabled to prevent having to hear the invalid password prompt for each subsequent login and to protect against being locked out of your e-mail account. NOTES 1. Access your mailbox as described on page 76.
Using Main Menu E-Mail Reader Count After you set up your E-Mail Reader account, the system announces the number of voice mail, e-mail, and fax messages you have each time you access your mailbox before you can listen to your messages. The voice prompt that indicates the number of e-mail and fax messages is the “Main Menu E-Mail Reader Count” option. Voice mail message prompts are not included in Main Menu E-Mail Reader Count and are always played when you access your mailbox.
VOICE MAIL FLOWCHART (WITH E-MAIL READER) In most menus, you can tap “Accept” to accept the option. 1. Tap the Message button to listen to a specific message, or dial the voice mail extension number. 2. Enter your password, and then tap # . If you are not prompted for your password, tap , enter your mailbox number and password, and then tap # .
Troubleshooting Tools This section includes information to help solve problems that you may be experiencing with your endpoint. Refer to this section before contacting your provider or system administrator. Troubleshooting topics include: • Contact information: Provides information about system administrator contacts. • Troubleshooting tips: Present possible problems and suggest methods to solve them. • Feature and access code tables: Provide feature and access codes used with the Inter-Tel 7000 system.
TROUBLESHOOTING TIPS The following troubleshooting tables include some of the most frequently encountered problems. The table below includes tips for endpoint and system features. The table on page 91 includes tips for voice mail features. Refer to the tables before contacting your system administrator or local Inter-Tel provider. TROUBLESHOOTING TIPS – ENDPOINT AND SYSTEM FEATURES PROBLEM SOLUTION The endpoint is not working properly. Reset the endpoint (see page 23).
TROUBLESHOOTING TIPS – ENDPOINT AND SYSTEM FEATURES PROBLEM I am unable to see my Personal Communicator toolbar(s) in Microsoft® Outlook®. SOLUTION Right-click in the toolbars area of Outlook. If the toolbars are available in the list, select the appropriate toolbar(s) you want to display. If they are not listed, try using the following method: 1.From the Microsoft Outlook Help menu, select “About Microsoft Outlook.” 2.On the About window, click the “Disabled Items” button. 3.
TROUBLESHOOTING TIPS – ENDPOINT AND SYSTEM FEATURES PROBLEM I get the following error message: SOLUTION The system licensing is not configured properly. Contact your system administrator for assistance. INVALID LICENSE I get the following message: REMOTE SURVIVABILITY ON Remote Survivability mode is enabled.
TROUBLESHOOTING TIPS – VOICE MAIL FEATURES PROBLEM SOLUTION I cannot use one or more of the voice mail features described in this guide. Your system may not support the feature, or your system administrator may not have enabled the feature. Contact your voice mail administrator for more information. I get a “Mailbox almost full or full” message. No new messages can be received until waiting or saved messages are deleted. I get a “Mailbox quota grace limit reached” message.
DEFAULT ACCESS CODES The following are default system access codes.
FEATURE CODES The following are default system feature codes and may be changed by your system administrator. If you are notified that a feature code has been changed, record the new code in the “New Code” column for reference.
FEATURE NAME TROUBLESHOOTING TOOLS Contacts – Personal 94 DEFAULT CODE NEW CODE 303 Contacts – Search 301 Contacts – Select Type 300 Direct Account Access 97 Direct Endpoint Access 96 Directed Call Pickup 53 Display User Info/Time/Date 65 Group Call Pickup 54 Group Listen – Off 490 Group Listen – On 491 Group Listen – On/Off 492 Headset – Off 400 Headset – On 401 Headset – On/Off 402 Hold 36 Hot Desking – Log Off 870 Hot Desking – Log On 871 Hot Desking – Log On/Log Of
FEATURE NAME DEFAULT CODE Personal Assistant 64 Queue (Callback) Request 44 Reach Me – At My Desk 561 Reach Me – Browse 560 Reach Me – Follow Rules 564 Reach Me – Forward To 563 Reach Me – Voice Mail 562 Record-A-Call 85 Record-A-Memo 58 Redial 00 Send to Destination 48 Silent Monitor 80 Silent Monitor – Barge In 91 Speed Dial – Station 01 to 19 Speed Dial – System 200 to 299 Station Monitor 83 Status 89 System Mode – Default 681 System Mode – Default/Night Toggle 680
TROUBLESHOOTING TOOLS 96 Inter-Tel® Model 8690 Endpoint User Guide
Index A About message box 20 Access codes 92 Accessing your mailbox 76 Activating features 29 Activation code 9 ActiveSync® 5 Adding a party to conference calls 43 Advanced settings 21 Agent Help, using 72 Alternate greeting, recording 27 Annoyance Call Trace, using 40 Appearance settings, changing 18 Auto Answer Incoming, enabling and disabling 32 Auto Answer Outgoing, enabling and disabling 32 Auto Answer, using 32 Auto Line Answer, using 33 Auto logon 76 Auto Redial, using 36 Automatic Speech Recognition
Canceling a feature 29 Centralized power source 6 Changing your personal greeting 27 Codes access 92 billing 36 default system access 92 feature 93 Outgoing Call Access Code 34 Compact Flash (CF) port 5 Company contact list 63 Conference calls dropping out of 43 hold, placing on 43 party, adding a 43 placing 42 Configuration URL 9 Connectors 3 Contact lists accessing from the endpoint interface 66 accessing from the Home view 30 accessing from the Personal Contacts view 64 Company 63 Directory 63 Group 63 P
F Fax destination number, programming 85 Faxes, accessing using E-Mail Reader 85 Feature activating a 29 buttons 7, 8 canceling 29 codes 93 Feature buttons 7 File destination for downloads, setting 25 Flowchart Inter-Tel Personal Communicator for Voice 70 voice mail (with E-Mail Reader) 86 voice mail (without E-Mail Reader) 82 G Greeting alternate 27 personal 27 personal, changing your 27 primary 27 system 27 Group Call Pickup, using 42 Group contact list 63 Group IM conference, creating 45 Group Listen, u
Message button 8 Message envelope, changing 78 Message Indicator lamp 2, 47 Message lamp, disabling 19 Message Notification/Retrieval (MNR) 76 Message search order, changing 77 Messages IM, starting 45 retrieving 47 text canceling a 44 leaving 44 voice mail leaving 45 listening to 47, 76 Microphone 2 Model 8690 features 2 photo description 2 Monitor Account, using 57 Mute Feature, using 39 O Off-Hook Voice Announce, placing 35 Operating system 13 help files 13 memory and storage 14 Windows CE .
greetings Subscriber Direct Account Access 54 alternate 27 queuing for 35 personal, changing your 27 System greeting 27 primary 27 System memory and storage 14 recording your 27 System Registry, saving settings 13 System Tray 16 T Text messages leaving 44 retrieving 47 Transferring calls Directed Call Pickup 42 hold, placing on 41 Send to Destination, using 41 Transfer to Ring 40 Troubleshooting tips endpoint 87 voice mail 91 U Universal Serial Bus (USB) system 27 mailbox, accessing 76 message e
102 Inter-Tel® Model 8690 Endpoint User Guide
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