Using Your ShoreTel 530/560 IP Phone
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Contents GETTING STARTED . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5 Logging In . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 6 Your Phone's Display . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7 Guide to Status Icons. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7 PHONE OPERATION . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Viewing Phone Information . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 29 Rebooting Your Phone . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 29 QUICK REFERENCE OF COMMON TASKS . . . . . . . . . . . . . . . . . . . . . . . . . .
GETTING STARTED Welcome to your ShoreTel™ IP phone! Your phone has many unique features, including an intuitive visual interface, custom keys, quick dialer directory, call handling modes for when you do not want to be disturbed, intercom, conferencing up to six lines, and much more. Handset with Finger Rest LCD Display 160 x 80 pixel, 2-bit grayscale Scroll Button Select options in interface. Soft Keys Context-sensitive functions defined on display.
Logging In If you are using your phone for the first time, the phone's display will most likely read "Available," which means you can place calls but not receive them. You need to log in and assign this phone as your permanent extension. To log in: V o ic e M a i l Step 1 Press Step 2 Dial the extension number assigned to you. Step 3 If your administrator assigned you a password, enter it now (otherwise enter a default password of 1234), and press .
Your Phone's Display Your ShoreTel IP phone's display shows information about name and extension, call handling mode, call lines, monitored extensions, calls, duration of call, voice messages, date and time, soft key functions, and your phone’s operating status.
PHONE OPERATION About Your Custom Keys Your custom keys can be configured based on the way you use your phone. Call - The default function of a custom key is a call key, which shows the status of any incoming or outgoing calls from extensions you are not monitoring. At least one key on your phone must be configured this way, but your administrator can set a higher minimum in Director's User's Personal Options page.
To place an external call, dial the trunk access code, then the phone number. If you have a monitored extension or a speed dial configured, you can also press that custom key to dial the corresponding phone number. The call is displayed next to the first available call key, and on the ShoreTel 560, the key is lit green.
Using the Directory You can use the Directory to find phone numbers on your network by pressing , then: D ire cto r y • Press the keys that correspond with the first few letters of the extension's owner's first or last name to have the Directory narrow the number of entries for you. Press for a space in a person's name and press for any character. If you press an incorrect key, press the Back soft key to delete the character. • Press and on the Scroll button next to the display to select the desired name.
Speed Dialing Speed dial allows you to dial an extension with one touch. There are two possible ways to use the speed dial feature: • Assign a speed dial entry to a custom key on your phone (assuming there are enough free custom keys) • Assign a speed dial entry to any number on your keypad. Note that this must be performed with Personal Call Manager or via the web client.
Making a Conference Call To conference an extension (or an external party) into a connected call: C o n fe re n c e Step 1 Press Step 2 A the prompt, dial the third party’s extension, or press the extension's custom key, or use the Directory to find the right party. Step 3 Press the Confrn soft key to ring the party directly. to put the call on hold. or Dial the number and press the Conslt soft key to speak with the recipient before ringing him or her into the conference call.
You can dial the recipient's number on the keypad, then press the Intcom soft key; press the HangUp soft key to hang up. NOTE An intercom call overrides all other call handling modes on the dialed extension. Redialing and Checking Missed Calls You can use the Redial function to dial not only the last number you called, but the last several calls you made and received, including those you missed (denoted by the icon). The date and time information appears directly above the soft keys for the selected call.
Transfer to assistant Rerecord Send message, transfer to assistant Send message, forward to recipient’s FindMe destination, if enabled Send message, transfer to auto-attendant NOTE Hanging up sends the message. Paging If your phone and other phones at your site are configured for paging, you can speak a message that will be heard on a connected speaker, usually overhead.
To answer the call, lift the handset, or you can press the Answer soft key. You can also press or . Regardless of how you answer a call, you can't accidentally hang up a call that is on hold. Sending a Call to Voice Mail When an incoming call arrives, a To VM soft key becomes available. Press the To VM soft key to send the caller directly to your voice mailbox.
Adjusting the Ring and Listening Volume Pressing and on the Volume button adjusts: • The volume of your phone’s ring while the handset is on hook, and the speakerphone and headset are off. • The listening volume while the handset is off hook, or the speakerphone or headset are on. Answering Call Waiting If you receive an incoming call while you are on another line, you’ll hear a beep on the call.
LED Color Guide for ShoreTel 560 Custom Keys Your ShoreTel 560 phone also provides color cues to help you determine the operational status as follows: Steady Green - in use by you Blinking Green - on hold or call parked Steady Red - in use by owner Blinking Red - incoming call, owner on a call Steady Orange - extension's call handling set to Do Not Disturb mode Blinking Orange - incoming call Answering a Monitored Extension's Call In addition to the visual cues the monitored extension's icons and custom ke
The call will stay on the owner's phone for the length of time specified by the system administrator for Park Timeout before ringing back to your phone. (The administrator can change this default timeout in Director's Call Control Options page.
Interacting with Calls Muting a Call To mute the phone so the caller doesn’t hear you, press Mute button lights red. . The LED in the Placing a Call On or Off Hold H o ld To place a call on hold, press , or press the call's custom key, if available. On the ShoreTel 560 phone, the custom key blinks green. To take the call off hold, press the Unhold soft key or press the custom key again.
Parking and Unparking Calls With the appropriate permissions (set by your administrator in Director's Telephony Class of Service), you can park a connected call on another extension by doing the following: Step 1 Press the Park soft key. Step 2 Dial the extension, press its custom key, or use the Directory to find the party. Step 3 Press the Park soft key again. To unpark the call, press Unpark, repeat step 2, and press Unpark again.
Mode options include Standard, In a Meeting, Out of Office, Extended Absence, and Custom. O p t io n s You can also select the active mode using . Changing Extension Assignment With the appropriate permissions (set by your administrator in Director's Telephony Class of Service), you can assign your extension to any system phone. The permanent user's calls will go to the destination defined in Personal Call Manager or Web Access when there is no answer. Step 1 Log in to voice mail from the target phone.
Adjusting the Display Contrast To adjust the contrast of your display, press and hold while repeatedly pressing and on the Scroll button to add more or less contrast.
VOICE MAIL A steadily flashing light on your phone’s corner LED and stutter dial tone signifies that you have unheard messages. Next to the icon on your phone is the number of unheard messages you have. Logging Into the Main Menu V o ic e M a i l To log in to the main voice mail menu, press , then dial your password followed by . (Your default password is 1234.
Reply with a call back Return to the previous menu Hear the envelope information (time and date sent, user’s name recording) Move back While listening to a message, you may “rewind” to several seconds earlier in the message. Pause Move forward While listening to a message, you may “fast forward” to several seconds later in the message. Continue to next message Sending Messages from Voice Mail From the Main Menu, you can send messages by pressing options are available while recording your message: .
From the Main Menu, you can listen to saved messages by pressing . To interact with saved messages, press any one of the options under “Listening to and Interacting with New Messages” on page 23 (except for option 2). Mailbox Options Press to access various options for your personal mailbox, then press one of the following: Record personal greeting NOTE When you record a personal greeting, it is linked to the active call handling mode.
Set your password Enter your new password, followed by and repeat to confirm. Press To cancel. Disable or enable envelope information Use this option to enable recipients of your messages to hear the date and time of your message’s delivery as well as your name.
Enable e-mail delivery with voice message attached Mark voice mail heard after e-mail delivery Change agent state Log in and assign extension Log out Log in without assigning extension Change FindMe forwarding state Your FindMe forwarding destination is a temporary number where all calls are forwarded when enabled. Set this destination in Personal Call Manager or Web Access.
TROUBLESHOOTING Problem: You hear a periodic alert ring, but can’t find any calls on your display. Solution: Your call stack is overflowing. Answer the ring and the first call will appear normally on your phone. You can also use Personal Call Manager software to manage the call stack overflow. Problem: Your system is notifying your callers that your mailbox has exceeded its limit and is unable to accept new messages.
H o ld • To place a call on or off hold, press NOTE If you have several calls on hold, press . H o ld twice and repeat as necessary to make the next call in the stack active and find the call you want. C o n fe re n c e • To place a conference call, press , dial the extension of the party you would like to conference and consult with the recipient, then press C o n fe re n c e C o n fe re n c e again. Pressing a third time drops the last party.
QUICK REFERENCE OF COMMON TASKS PHONE OPERATION Placing Calls Off and On Hook Using the Speakerphone or a Headset Using the Directory Speed Dialing Making a Conference Call Using the Intercom Redialing and Checking Missed Calls Paging Answering Calls or D ire cto r y press and hold number / press custom key C o n fe re n c e + ext. + In t e r c o m or + ext.
+ Adjusting the Display Contrast Troubleshooting Viewing Phone Information + I-N-F-O + Rebooting Your Phone + R-E-S-E-T + VOICEMAIL Logging Into Main Menu Logging In from Another Extension Logging In from an External Phone V o ic e M a i l + password + + ext. + password + access number+ +ext.
Additional Options Log Off Return to Auto-Attendant Hear Mailbox Status 32
