ShoreTel IP Phone 485g User Guide March 2014
Legal Notices Document and Software Copyrights Copyright © 2014 by ShoreTel Inc., Sunnyvale, California, USA. All rights reserved. Printed in the United States of America. Contents of this publication may not be reproduced or transmitted in any form or by any means, electronic or mechanical, for any purpose, without prior written authorization of ShoreTel, Inc. ShoreTel, Inc.
Table of Contents Before You Start . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .3 About This Book . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Organization . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Conventions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Table of Contents Placing a Call on Hold or off Hold . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Answering and Switching Among Multiple Calls . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Diverting an Incoming Call to Voicemail or Another Number . . . . . . . . . . . . . . . . . . . . . . Transferring a Call . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Parking and Unparking Calls . .
Before You Start The following sections provide an overview of this book: About This Book.......................................................................................................... 4 Organization ......................................................................................................... 4 Conventions.......................................................................................................... 4 Related Documents .......................................................
Before You Start About This Book About This Book This book is intended for those who use the ShoreTel IP Phone 485g. It describes the phone’s features and how to use the phone. Organization This document is divided into the following chapters: Chapter 1, Getting Started on page 5, provides an overview of the phone and describes how to set up the phone and use it for common tasks. Chapter 2, Customizing Your Phone on page 27, explains how to customize your phone through features such as ring tones.
CHAPTER 1. Getting Started This chapter provides an introduction to the ShoreTel IP Phone 485g. It contains the following information: Overview of the ShoreTel IP Phone 485g ................................................................... 7 Your Phone’s Display............................................................................................ 8 Call Appearance Buttons and Programmable Buttons ......................................... 9 Soft Keys ...............................................
1 Getting Started Dialing a Voice Mailbox from Directory ............................................................... 19 Using the Call History Viewer ............................................................................. 19 Using the Call History Viewer.................................................................................... 19 Viewing a List of All Calls Placed, Received, or Missed ..................................... 20 Placing a Call Using the History Viewer .....................
Overview of the ShoreTel IP Phone 485g Getting Started Overview of the ShoreTel IP Phone 485g Welcome to your ShoreTel™ IP phone! Figure 1 provides an overview of the IP485g phone components. Figure 2 on page 8 shows the ports on the back of the phone. Handset with finger rest Display area Programmable call appearance buttons Eight custom buttons with tri-color LED indicators show active, incoming, and on-hold calls. They can also be configured as shared lines and speed dial keys.
1 Getting Started Your Phone’s Display Handset Jack is hearing aid compatible USB Port Headset Jack Network and Power Port PC Port Figure 2: Ports on the Back of the IP Phone 485g Your Phone’s Display The display screen on your ShoreTel IP phone shows your name, your extension, call appearance buttons, programmed buttons, and other information. Figure 3 shows the elements on the phone display screen.
Call Appearance Buttons and Programmable Buttons Getting Started Voicemail message indicator Missed call indicator Your extension Call appearance buttons show active, incoming, or held calls Programmable buttons provide custom functions such as speed dial or shared lines. Soft keys Context-sensitive keys let you perform actions based on the phone’s status and the call type.
1 Getting Started Your Phone’s Backlight Operation Your Phone’s Backlight Operation To save power, the backlight on your phone’s screen dims after a certain amount of time if the phone is not in use. After hours and when the phone has not been used for a certain length of time, the phone display goes completely dark. The phone screen automatically returns to partial brightness at the start of business hours.
Logging in to the Voicemail System Getting Started Note If the phone is not assigned to a user but the Assign user screen is not displayed, press the first soft key to display it. 1. Enter the phone number that your ShoreTel administrator provided, and then press the Next soft key. 2. Enter the voicemail password that your ShoreTel administrator provided, and then press the OK soft key. Your phone displays your name and extension.
1 Getting Started Placing Calls Placing Calls To place a call, you can use the handset, the speakerphone, or a headset. Using the Handset to Place a Call 1. To place a call, pick up the handset and dial a phone number. 2. To end the call, hang up the handset. Using the Speakerphone to Place a Call 1. To place a call using the speakerphone, press the The LED in the button lights green, and the call is dialed. 2. To end the call, press the The button and dial a phone number. button again.
Answering Calls Getting Started For more information about handling multiple calls, see Answering and Switching Among Multiple Calls on page 22. Using the Handset to Answer a Call 1. To answer a call, pick up the handset when the phone rings. 2. To end a call, hang up the handset. Using the Speakerphone to Answer a Call 1.
1 Getting Started Adjusting the Ring and Listening Volume The button is no longer illuminated. Adjusting the Ring and Listening Volume To adjust the volume on your phone, use the buttons. The volume settings for the ringer, handset, speakerphone, and headset are independent, and you can set them as follows: Adjust the volume of your phone’s ringer while the phone is on hook. Adjust the handset listening volume while the handset is off hook.
Guide to the Icons Displayed on Your Phone The Getting Started button is not illuminated when the mute is not active. Guide to the Icons Displayed on Your Phone Your ShoreTel IP Phone 485g displays icons for phone status and features. These icons are described in the following tables: Title bar icons on the phone’s main screen are described in Table 1. Call appearance button icons on the phone’s main screen are described in Table 2 on page 15.
1 Getting Started Using Voicemail Table 2: Call Appearance Button Icons and LED Colors and Blink Patterns (Continued) Icon LED Color and Blink Pattern Description Green, steady Connected conference call Orange, .25 seconds on/ The call is on hold. .25 seconds off Off Programmed button (left) Off Programmed button (right) Off Shared line extension Red, steady The shared line extension is in a connected call.
Using the Directory Getting Started Using the Directory You can use the Directory to quickly look up and dial a person’s extension. Through the Directory, you can also access your speed dial numbers, dial a person’s voice mailbox, or use the intercom. Making a Call Using Directory 1. Press the Directory button. Tip To close the directory, press the Directory button or press the Exit soft key. 2.
1 Getting Started Finding Detailed Contact Information 3. Do one of the following: Use the and navigation keys to scroll to the number you want to call. Press the number of the entry in the speed dial list. (For example, press 2 to move to the second entry, or press 15 to move to the 15th entry.) 4. With a person’s name highlighted, do one of the following: To dial that person’s number, press the Dial soft key. To contact that person through the intercom, press the Intercom soft key.
Dialing a Voice Mailbox from Directory Getting Started Dialing a Voice Mailbox from Directory 1. Press the Directory button. 2. Use the and navigation keys to scroll to the name of the person whose voice mailbox you want to call. (To scroll quickly, press and hold a navigation key.) 3. Press the Open soft key. The person’s contact details are displayed. 4. Press the Dial VM soft key. The phone calls the voice mailbox of the person you selected.
1 Getting Started Viewing a List of All Calls Placed, Received, or Missed Viewing a List of All Calls Placed, Received, or Missed 1. Press the History button. Tip To close the History viewer, press the History button or the Exit soft key. 2. Use the and navigation keys to scroll through and review your call history. (To scroll quickly, press and hold a navigation key.) 3. To filter the calls in your call history, do the following: a. Press the More soft key. b. Press the Filter soft key. c.
Deleting a Call from the History Viewer Getting Started 2. Use the and navigation keys to scroll through the History list until the person you want to contact through the intercom is highlighted. 3. Press the Intercom soft key. The phone initiates an intercom connection. Deleting a Call from the History Viewer 1. Press the History button. 2. Press the More soft key. 3. Use the and navigation keys to scroll through the History list until the call you want to delete is highlighted. 4.
1 Getting Started Answering and Switching Among Multiple Calls If your phone is on hook while a call is on hold, you hear a reminder ring in 10 seconds and then at one-minute intervals while any call remains on hold. Answering and Switching Among Multiple Calls With the appropriate permissions (set by your ShoreTel administrator), you can receive up to 16 incoming calls at once.
Diverting an Incoming Call to Voicemail or Another Number Getting Started To answer an incoming call that is associated with a call appearance button and put the current active call on hold, do one of the following: Press the green blinking call appearance button for the incoming call. Press the Answer soft key. To answer an incoming call that is off screen and put the current active call on hold, press the Answer soft key.
1 Getting Started Parking and Unparking Calls 3. Do one of the following: Press the Transfer button. Press the Transfer soft key. Hang up. The call is transferred to the designated number. To do a consultative transfer: 1. While engaged in a call, press the Transfer button. 2. Dial the number you want to transfer the call to, and press the Consult soft key.
Picking up an Incoming Call for Another Extension Getting Started Picking up an Incoming Call for Another Extension With the appropriate permissions (set by your ShoreTel administrator), you can pick up a call that is ringing on another extension. 1. If you want to answer a call coming in to another phone, press the Pickup soft key. 2. Dial the extension number for which you want to pick up an incoming call. The call is now an active call on your extension.
1 Getting Started 26 User Guide Picking up an Incoming Call for Another Extension ShoreTel IP Phone 485g
CHAPTER 2. Customizing Your Phone This chapter provides instructions for customizing your ShoreTel IP Phone 485g. It contains the following information: Overview of Customizing Your Phone....................................................................... 28 Using Do Not Disturb (DND) Mode ........................................................................... 28 Changing Call Forwarding Options ...........................................................................
2 Customizing Your Phone Overview of Customizing Your Phone Overview of Customizing Your Phone You can customize your phone by setting a variety of user options.
2 Customizing Your Phone Changing Call Forwarding Options 4. Set the options for Always, which specifies how to handle all calls received when this forwarding option is active, by using the navigation keys to select from the following options: Forward calls specifies when and where to forward calls: On means that calls are forwarded to the Always destination you specify. Off means that calls are not forwarded. Vmail means that calls are forwarded to voicemail.
2 Customizing Your Phone Changing Your Automatic Off-Hook Preference to Headset Changing Your Automatic Off-Hook Preference to Headset If you frequently use a headset with your phone, you might want to designate your headset as the audio path that is automatically activated when you place or receive calls. The speakerphone is the default automatic off-hook preference. 1. Press the Options soft key. The Options menu opens. 2.
2 Customizing Your Phone Changing the Ringtone Figure 6: Active Options Are Indicated with Dark Text Changing the Ringtone 1. Press the Options soft key. The Options menu opens. 2. Press the navigation key to scroll to the Ringtone option. 3. Press the Edit soft key. 4. Press the or navigation keys to scroll through the various ringtones available, and preview the ringtones as follows: To hear the selected ringtone as it would sound for internal calls, press the Preview Internal soft key.
2 Customizing Your Phone Changing the Wallpaper Displayed on the Phone Changing the Wallpaper Displayed on the Phone 1. Press the Options soft key. The Options menu opens. 2. Press the navigation key to scroll to the Wallpaper option. 3. Press the Edit soft key. 4. Press the or navigation keys to scroll through the various wallpaper images, and view the preview image on the right side of the screen. 5. When you have identified the wallpaper image you want to use, highlight it and press the OK soft key.
2 Customizing Your Phone Enabling Handsfree Mode to Suppress Dial Tone for Off-Hook Headsets To change the phone back to the default time zone: 1. Press the Options soft key. The Options menu opens. 2. Press the navigation key to scroll to the Time zone option. 3. Press the Reset soft key. 4. Press the Exit soft key. The time displayed on your phone screen matches the default time zone.
CHAPTER 3. Using Advanced Features This chapter provides instructions for using the advanced features of the ShoreTel IP Phone 485g. It contains the following information: Making a Conference Call......................................................................................... 35 Using the Join Feature to Conference Active Calls................................................... 36 Paging .............................................................................................................
3 Using Advanced Features Making a Conference Call Making a Conference Call A conference call involves more than two parties connected in a call. The number of people you can conference together in a call using your Conference button depends on your system configuration. Contact your ShoreTel administrator for the details about your system’s conference capabilities.
3 Using Advanced Features Using the Join Feature to Conference Active Calls Tip To see the names of the people included in the conference call, press the Show soft key. While showing conference participants, to drop a party from the conference call, use the or navigation keys to scroll to that person’s name within this list. With the name highlighted, press the Drop soft key. To return to the conference screen, press the Back soft key.
3 Using Advanced Features Other Advanced Features Other Advanced Features Your ShoreTel administrator can assign a variety of features and permissions to you that you can access through the programmable buttons on your phone. Some of these features are also available through star codes. Table 4 on page 37 describes these advanced features. These features are available only if your ShoreTel administrator has configured your user profile with the necessary permissions.
CHAPTER 4. Using Voicemail This chapter provides information about using the voicemail system. It contains the following information: Voicemail Overview................................................................................................... 39 Logging in to the Voicemail System .......................................................................... 39 Logging in to Voicemail from Your Phone...........................................................
4 Using Voicemail Voicemail Overview Voicemail Overview A blinking red light in the upper right corner of your phone and the icon at the top of your phone’s display screen indicate that you have unheard voicemail messages. With the ShoreTel IP Phone 485g, you can retrieve your voicemail messages using either the ShoreTel voicemail system, which you access by dialing into the system and navigating through a series of audio prompts, or the ShoreTel Sky Portal.
4 Using Voicemail Recording Your Name Recording Your Name 1. After accessing your voicemail, press * to skip any messages. 2. In the main voicemail menu, press 4. 3. To record your name, press 2. 4. Record your name, and then press #. 5. To save the recording, press 3. Recording a Personal Greeting 1. After accessing your voicemail, press * to skip any messages. 2. In the main voicemail menu, press 4. 3. To record your personal greeting, press 1. 4. Record your greeting, and then press #. 5.
4 Using Voicemail Using Message Playback Options Using Message Playback Options This section provides the list of message options as well as some common tasks. Menu of Message Options After listening to a voicemail message, you can do any of the following: To go to the previous message, press 1. To reply to a ShoreTel voicemail message, press 2. To call the sender, press 3. To replay the message, press 4. To hear envelope information (day, date, and time of the message), press 5.
4 Using Voicemail Forwarding a Message Forwarding a Message 1. Log in to voicemail. 2. To listen to new messages, press 1. 3. After listening to the message you want to forward, press 6. 4. When prompted, enter the extension that you want to forward the message to followed by #. 5. If you want to forward the message to more than one extension, enter the next extension followed by #. 6. After entering all the extensions you want to forward the message to, press #.
CHAPTER 5. Troubleshooting This chapter provides information to help you diagnose and address problems with your phone. It contains the following information: Problems and Solutions ............................................................................................ 44 Getting Help .............................................................................................................. 44 Viewing Phone Information ..............................................................................
5 Troubleshooting Problems and Solutions Problems and Solutions Table 5 shows common problems and solutions. Table 5: Troubleshooting Problem Solution Your phone’s display shows “No Service.” Your phone is temporarily inoperable. Contact your system administrator. Your phone’s display is blank. Try the following solutions: You hear no dial tone when you take the handset off hook, but you hear a dial tone when using either the speaker or a headset. Your phone might be in power-saving mode.
5 Troubleshooting Rebooting Your Phone The LED should not light and you shouldn't hear any tones; if this isn't the case, lift and replace the handset. 2. Dial 4636 (the digits that correspond with I-N-F-O), and then press #. The Admin options menu opens. 3. Use the and navigation keys to scroll through the Admin options menu, and press the Open soft key to open any item and see more details. Rebooting Your Phone 1. With the phone on hook, press the button.
