Model 8662 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 8662 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 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 43 Introduction . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 44 Setting Endpoint Preferences . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 44 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 Liquid Crystal Display and Menu Buttons. . . . . . . . . . . . . . . . .
FINDING YOUR WAY WELCOME Your new Model 8662 endpoint provides access to several features, each of which is described in this guide. The Model 8662 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 Model 8662 is equipped with a six-line display, a hearing aid-compatible handset, a message indicator lamp, an internal speaker and microphone, and three types of buttons. • Dialpad buttons: Allow you to enter numbers and letters. • Feature buttons: Provide quick access to various endpoint and voice mail features. • Liquid Crystal Display (LCD) menu buttons: Allow you to scroll through displays and make selections based on the active feature.
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... Press CALL and hang up YOU CAN... PG. Answer a call using the speaker. 19 Press the high or low end of the volume button Adjust volume during a call. 44 Press Put a call on hold.
In addition to the various feature buttons, your Model 8662 endpoint contains an LCD with six lines. The top two lines show call information and messages; the remaining four lines display a menu, which changes according to the feature you are using. To select an option, press the menu button closest to it. If there is only one option on a line, such as DO-NOT-DISTURB, you can press the button on either side.
FINDING YOUR WAY Message Indicator Lamp The Message Indicator lamp (located at the top, right corner of the endpoint) shows the same indications as the MSG button. The Message Indicator lamp flashes whenever there is a waiting message. NOTE: By default, the message lamp is programmed to light when you receive a new voice mail message. However, this lamp can be programmed for other functions. Check with your system administrator if you are unsure what your endpoint’s lamp is programmed to indicate.
The Model 8662 has dedicated headset and handset jacks located on the back of the endpoint used to connect a handset or headset. In addition to the headset and handset jacks, the endpoint has connectors that are required for an IP endpoint. Two lightemitting diodes (LEDs) on the PC port and LAN/Power jack indicate link status and the speed of the connections. The Model 8662 endpoint connectors include: Headset Jack: Connects to a headset. Handset Jack: Connects to a handset.
FINDING YOUR WAY During the download process several messages are shown on the display that indicate the status of the download. The final display message, FIRMWARE DOWNLOAD SUCCESS or BOOT DOWNLOAD SUCCESS indicates that the software or firmware update was downloaded successfully. Immediately following the download your endpoint will re-synchronize with the telephone system by performing a reset.
• Advanced Mailbox: If E-Mail Reader is enabled for your mailbox, you have access to voice mail, e-mail, and fax messages in your mailbox. You can also customize your personal mailbox options, and access advanced messaging features. See page 75 for information and instructions about using E-Mail Reader features. For a voice mail flowchart for advanced mailbox users, see page 87.
FINDING YOUR WAY Enterprise Messaging 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.
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.
FINDING YOUR WAY WHAT YOU SEE AND HEAR As you can see, your Model 8662 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.
Getting Started SECTION CONTENTS PAGE Inter-Tel® Model 8662 User Guide (ITP Mode) GETTING STARTED Introduction . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 14 Adjusting Your Endpoint’s Viewing Angle . . . . . . . . . . . . . . . . 14 Adjusting Your Endpoint’s LCD Contrast . . . . . . . . . . . . . . . . . 14 Setting Up Voice Mail. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 15 Initializing Your Mailbox . . . . . . . . . . . . . . . . . . . . . .
INTRODUCTION Now that you know what your Model 8662 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 8662 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.
SETTING UP VOICE MAIL To begin using your mailbox you will need to complete a few basic set-up procedures to initialize your mailbox, customize your personal greetings, and record your voice mail directory name. ALSO: If your mailbox has E-Mail Reader enabled, you have an advanced mailbox. See page 75 for information and instructions about using E-Mail Reader features. Initializing Your Mailbox To access voice mail, the first thing you need to do is initialize your mailbox.
6. After the tone, record your first and last names. 7. When prompted, do one of the following: • • • • Say “Accept” or press # again to accept the name. Say “Replay” or press 1 to replay the name you just recorded. Say “Append” or press 2 to add to your name. Say “Re-record” or press 3 to erase and re-record your name. GETTING STARTED NOTE: The system then plays a prompt that introduces you to the basic voice mail system features.
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 32. 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 8662, 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 8662 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 31 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.
GETTING STARTED Instead of answering a ringing call, you can redirect it by pressing one of the following menu buttons: • SEND TO V-MAIL: Sends the call directly to your voice mailbox. You will not see this option if you do not have a mailbox. • IC CALL TO DND: Places your endpoint in DND mode and blocks the call. (See page 40 for more information about DND mode.) • SEND TO DEST: Redirects the call to the intercom or outside number that you enter.
When dialing the number, you can press one of the following menu buttons: • OUTSIDE DIR: Selects the speed-dial directory. (See page 66.) • STN SPEED DIAL: Selects the Station Speed-Dial feature. (See page 53.) • SYS SPEED DIAL: Selects the System Speed-Dial feature. (See page 55.) • REDIAL: Redials the last outside number you dialed. (See page 28.) Receiving Outside Calls OR, Press ANSWER or the ANSWER menu button.
Call Waiting If you receive a call while you are already on another call, you will hear a “call waiting” tone and the IC or CALL button will flash. GETTING STARTED To respond to a waiting call: End your current call, place it on hold, and/or use one of the following menu buttons: • ANSWER: Answers the ringing call. If you did not place the current call on hold, it is disconnected. • SEND TO V-MAIL: Sends the call directly to your voice mailbox without interrupting the current call.
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 the ADD PARTY menu button. This leaves the conference parties con- nected. 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 8662 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 or the TRANSFER menu button. OR, Press the TRANSFER TO HOLD menu button to place the call on hold at the other endpoint. 2. Dial the desired extension number or press the IC DIRECTORY menu button to look up the number.
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.
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.
REDIALING A NUMBER The Redial feature allows you to quickly redial the last outside number you dialed. Although most endpoints redial the last number dialed, your system administrator can program your endpoint to redial the last number saved. GETTING STARTED To use the Last Number Dialed feature (if enabled): With or without the handset lifted, press REDIAL . A line is selected automatically, and the number is dialed.
USING A HEADSET With an electret headset, you can talk on the endpoint handsfree, without using your speaker and microphone. NOTE: If your headset has a power-saver mode, make sure the system administrator has the Headset Connect Tone flag enabled in the telephone system. If this flag is not enabled, you may miss the first few seconds of incoming calls. NOTE: If using a headset, press to connect and disconnect calls. To disconnect a headset: 1. Unplug the headset cord from the headset jack. 2.
USING THE SPEAKER AND MICROPHONE If you are not using a headset, you can talk handsfree using your speaker and microphone. The microphone has a mute feature, which, when enabled, allows you to hear the other party but they cannot hear you. (This does not put the party on hold.) You can also use the speakerphone for on-hook dialing, call monitoring, and background music. GETTING STARTED Mute Button To mute the microphone: Press MUTE or the MUTE menu button.
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 11 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 11 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 8662 User Guide (ITP Mode) 35 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 81) 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 8662 User Guide (ITP Mode) 39 GETTING STARTED To cancel unheard voice mail messages: 1. Access your mailbox as described on page 32. 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.
3. If desired, customize the second display line by dialing the desired numbers or NUMBER OF TIMES BUTTON IS PRESSED BUTTON 1 2 3 4 5 1 - & ( ) 1 2 A B C ' 2 3 D E F ! 3 4 G H I * 4 5 J K L # or / * 5 6 M N O N or # * 6 7 P Q R S 7 8 T U V ? 8 9 W X Y Z 9 0 @ : . , 0 *The character available depends on the software version. To cancel DND: EITHER, Press DND . OR, Press the DND menu button and then the DND OFF menu button.
USING REMINDER MESSAGES GETTING STARTED 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, and your display shows the message. If you are on a call, you still hear the tones, and the message displays for ten seconds. Then the display returns after you hang up. (Reminder displays interrupt, but do not affect programming.
Moving On Inter-Tel® Model 8662 User Guide (ITP Mode) MOVING ON SECTION CONTENTS PAGE Introduction . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 44 Setting Endpoint Preferences. . . . . . . . . . . . . . . . . . . . . . . . . . . 44 Changing Volume Levels . . . . . . . . . . . . . . . . . . . . . . . . . . . . 44 Selecting a Ring Tone . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 44 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, Spanish, or Japanese*) as the primary and secondary languages. You can then change the display and voice mail prompts on your endpoint by toggling between the primary and secondary languages.
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 11 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 32. 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.
Programming Remote Messaging NOTE: The Remote Messaging 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. ALSO: The remote messaging feature is supported for voice mail messages only. If EMail Reader is enabled for your mailbox, you cannot use remote messaging for e-mail and fax messages. With Remote Messaging, you can program voice mail to call you when your mailbox receives new voice mail messages.
MOVING ON To set up remote messaging for voice mail messages (if enabled): 1. Access your mailbox as described on page 32. 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 frequently dialed numbers for easy dialing. Each number is stored on 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 letters or numbers (up to 10 characters) as described below (see the dialpad button directory on page 65). • Remain in alphanumeric mode (Message button and lamp lit): Press the dialpad buttons to enter the desired characters. The number of times a button is pressed determines which character is entered. For example, 77776444844 would enter “SMITH.
Creating Station Speed-Dial Buttons If your endpoint has programmable buttons, you can program one or more as speeddial buttons. After the button is programmed, you must select a speed-dial location to associate with the button. NOTE: Before you program a speed-dial button, you need to store a number in a speed-dial location (see the previous instructions). Dialing Station Speed-Dial Numbers To dial a Station Speed-Dial number: If necessary, select an outgoing line.
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.
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. 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 CALL LOGGING NOTE: Call Logging may or may not be available depending on your software version and system settings. The Call Logging feature stores a record of your missed, received, and dialed calls. A maximum of 20 entries can be stored in each of the call logs.
USING DIRECTORIES With directories, you can use the dialpad to find names and numbers. You can then use the directory information to make calls, access features, or leave voice mail messages. There are two types of system directories: • • Telephone directory: Search for and connect to contacts or access features. Voice Mail directory: Search for voice mail contacts and leave voice mail messages (see page 66).
To search for a directory name or feature using IDS: 1. If the endpoint is idle, press the DIRECTORY menu button, then press the menu button for the desired directory (IC, OUTSIDE, or FEATURE). If placing a call, choose between IC DIRECTORY and OUTSIDE CALL. 2. Press the dialpad buttons to enter characters (up to 16 characters). (See the fol- lowing table for dialpad button character descriptions.) Each dialpad button represents several characters.
Basic Search Use Basic Search to search the Telephone directory for a contact name or feature. To search the Telephone directory using Basic Search: 1. If your endpoint is idle, press the DIRECTORY menu button, then press the menu button for the desired directory (IC, OUTSIDE, or FEATURE). If placing a call, choose between IC DIRECTORY and OUTSIDE CALL. 2. Press the dialpad buttons to enter characters (see the following table).
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. ASR may not be able to locate names that are pronounced differently than they are spelled. For these types of names, spell the name using the dialpad buttons (see the following table).
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 66). For example, if you say “John,” the system locates all of the subscribers with the first or last name of John. If 10 or fewer matches are located, you can access and browse the list immediately (see step 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. Dial 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. Dial 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. The display shows AGENT LOGGED IN TO ALL ACDS, and you hear a confirmation tone.
When you log in to a group, you may be automatically connected to a call after you hear a short ring burst. If the ACD Agent ID Automatic Connect option is enabled for your hunt group and you are using a headset, you will be automatically connected. If this option is not enabled for your hunt group, the call will ring until you answer it or until it times out to another extension.
MOVING ON 74 Inter-Tel® Model 8662 User Guide (ITP Mode)
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 . . . . . . . . . . . . . . . . . . . . . . . . . . . . Using Main Menu E-Mail Reader Count . . . . .
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 9).
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 15), 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 15) • 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 83) 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 32.
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 32. 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 86 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 86). 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 PERSONAL OPTIONS • 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 88 Inter-Tel® Model 8662 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.
Q8. Why can’t I program a Station Speed-Dial number to the button I want? A8. Your system administrator has programmed that button as a non-programmable button. Because you cannot override system programming from your endpoint, you must choose another button. Q9. Why don’t the local telephone company star codes (i.e.*82, *69, etc.) work when I press OUTGOING or use the Outgoing Call feature code ( 8 by default) to call an outside number? A9.
Q15. Why can’t I use the Agent Help or Record-A-Call features? A15. If your endpoint is configured to use peer-to-peer (P2P) audio, you will not be able to use the Agent Help and Record-A-Call features when you are on a P2P call. To determine if your endpoint is configured to use P2P audio, consult your system administrator. Q16. Why can’t I use one of the features described in this guide? A16. There are a few reasons why you might not be able to access the feature.
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 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 Call Forward If No Ans
FEATURE NAME Message – Cancel Message Left 366 Message – Cancel Message On Endpt 368 Message – Silent Message 367 Microphone Mute On/Off 314 Page 325 Program Buttons 397 Program Station Password 392 Record-A-Call 380 Redirect Call 331 Reminder Message 305 Reminder Message Cancel 306 Remote Programming 359 Review Buttons LEARNING MORE 6 385 Redial Reverse Transfer (Call Pick-Up) NEW CODE 7 Page Receive On/Off Queue (Callback) Request 96 FEATURE CODE 4 396 Ring Intercom Al
NOTES 97 LEARNING MORE Inter-Tel® Model 8662 User Guide (ITP Mode)
LEARNING MORE 98 Inter-Tel® Model 8662 User Guide (ITP Mode)
Index A Abbreviations 5 About Voice Mail 10, 12 About Your Endpoint 3 Accessing e-mail messages 81 fax messages 84 Account Codes 61 ACD 71 ACD Hunt Groups 71 Adding Parties to a Conference 23 Adjusting Your Endpoint’s Viewing Angle 14 Administrators 90 Advanced Mailbox using 78 voice mail flowchart 87 Agent Help 70 Agent IDs 71 Alternate Greeting 16 Assigning Secondary Extension Buttons 59, 60 Automatic Call Answer 45 Automatic Call Distribution (ACD) 71 Automatic Speech Recognition (ASR) 10 Automatic Syste
Dialing Options 18, 20 Dialing Speed-Dial Numbers 55 Dialpad Buttons 3 Direct Station Selection/Busy Lamp Field (DSS/BLF) 59 Directories Basic Search 65 Basic Search dialpad button descriptions 65 IDS dialpad button character descriptions 64 Intelligent Directory Search 63 outside 21 Telephone 63 using 66 Voice Mail 66 voice mail dialpad button descriptions 66 Disabling account codes 61 automatic call answer 45 background music 45 cascade levels 52 do-not-disturb 40 group listen feature 30 handsfree 20, 21
G Generating a Hookflash 58 Greetings 16 Group Listen 30 Group Listen Using the Speaker 30 H Handsfree Mode 20, 21 Hold 23 Hookflash 58 Hunt Group Calls Enabled/Disabled 71 Hunt Groups 71 I Incoming Calls, call log 66 Individual Hold 22 Initializing Your Mailbox 15 Intelligent Directory Search 63 Intercom Calls 18 Inter-Tel Protocol (ITP) Mode 2 K Keymaps 45 L Lamps 6 Language 46 Last Number Dialed/Saved 28 LCD (Liquid Crystal Display) 5 LCD Contrast 14 Leaving Messages 31 Liquid Crystal Display (LCD) M
Programming cascade levels 51 date and time notification 52 Direct Station Selection buttons 59 fax destination 50 feature buttons 58 remote feature access 68 remote messaging 51 ring intercom always 18 secondary extension buttons 59 station speed-dial numbers 53 Q Queue the Line 19 R Receiving intercom calls 18, 19 outside calls 21 Record-A-Call 56 Recording and sending voice mail messages 37 voice mail directory name 17 Recovering Deleted Messages 36, 85 Redialing a Number 28 Redirect Calls 27 Remote Ac
V Viewing Speed-Dial Numbers 55 Voice Mail administrator 8 messages 19 Voice Mail Flowchart advanced mailbox 87 standard mailbox 105 Voice Mail Messages 34 recording and sending 37 recovering deleted 36 Inter-Tel® Model 8662 User Guide (ITP Mode) Volume Levels 44 W Waiting Calls 22 What the Administrators Can Do for You 90 Working in Hunt Groups 71 Wrap-Up Timer 73 Z Zones, Page 57 103
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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.
