Instruction/ maintenance manual of the product 8500 Inter-Tel
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Axxess Model 8500 Phone User Guide ®.
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1 ©Inter-T el, Inc. June 2003 printed in US Part no. 835.2616-2 M ODEL 8000 S ERIES P HONES Q UICK R EFERENCE G UIDE TO F REQUENTLY U SED F EATURES These are the basic instructions for the most frequently used telephone system and voice mail features.
2 A NSWERING AN O UT SIDE C ALL EITHER, Lift the handset. OR, Press . OR, Press the flashing button. R EDIALING AN O UT SIDE N UMBER Select a line and press . The nu mber is automatically dialed. P LACING A C ALL ON H OLD Press (Hold) and hang up or place another call.
3 T RA NSFERRING A C ALL TO AN O UTSIDE N UMBER 1. Press and select an outside line. 2. Dial the desired t elephone number . 3. W ait for an answer , announce the call, and then hang up. If the number is busy , there is no answer , or the transfer is refused, press the flashing button to ret urn to the caller .
4 If your button is not lit, access your mailbox as follows: 1. Dial the voice mail extension numb er . (Y ou hear the main menu.) 2. During or after the greeting, press to identify yourself as a subscriber . 3. Enter your mailbox number and your personal passwo rd (if programmed).
V OIC E M AIL O PTIONS Below is a summary of the options you can use when listening to messages, af ter playing messages, and when leaving messages. F EATURE C ODES P HONE S YSTEM AND V OIC E M AIL F EATURE G UIDE U SING V OICE M AIL T o access your voice mailbox: 1.
R EMOTE F EATURE A CCESS Remote Feature Access allows you to place your phone in Do-Not-Dist urb mode or f orward calls, either from another phone or through a special dial-up line. If you do not hear a tone af ter each step, or if you hear repeating ton es, you have made a mistake or the feature is restricted.
i ©Inter-T el, Inc. September 200 3 printed in US FINDING Y OUR WAY . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1 Wel come . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
ii CONTENTS P AGE Programming Direct S t ation Selection Buttons . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 52 Programming Second ary Extension Buttons . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 53 Using Account Codes .
FINDING YOUR W A Y 1 Axxess ® Model 8500 Phone User Guide Finding Y our Way SECTION CONTENTS P AGE Wel come . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2 About This Gui de . . . . . . . . . . . .
2 FINDING YOUR W A Y Axxess ® M odel 8500 Phone User Guide W ELCOME Y our new Model 8500 Phone provides access to several features, each of which is described in this g uide. The About This Guide section below lists the dif ferent sec- tions in this user guide and describes the type of information you can find there.
FINDING YOUR W A Y 3 Axxess ® Model 8500 Phone User Guide A BOUT Y OUR P HONE Y our phone has two basic types of buttons in addition to a Message Indicator lamp. • Dialpad Buttons: Allow you to enter numbers and letters. • Feature Buttons: Provide quick access to various ph one and voice mail features.
4 FINDING YOUR W A Y Axxess ® M odel 8500 Phone User Guide Feature Button Functions The feature buttons are designed t o automate some of the commonl y-used functions, such as dialing an outside number . Each of these is described in the table below .
FINDING YOUR W A Y 5 Axxess ® Model 8500 Phone User Guide Message Indicator Lamp The Message Indicator lamp (located at the top, right -hand corner of the phone) shows the same indications as the but ton. This indicator flashes whenever there is a waiting message.
6 FINDING YOUR W A Y Axxess ® M odel 8500 Phone User Guide W HAT Y OU S EE AND H EAR As you can see, your 8500 Phone and telepho ne system come equi pped with a lot o f “bells and whistles.
FINDING YOUR W A Y 7 Axxess ® Model 8500 Phone User Guide S OF TWARE C OMP ATIBILITY Y our phone is compatible with syst em soft ware versions 7.0 and later .
8 FINDING YOUR W A Y Axxess ® M odel 8500 Phone User Guide.
GETTING ST ARTE D 9 Axxess ® Model 8500 Phone User Guide Getting Star ted SECTION CONTENTS P AGE Introduction . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 10 Adjusting Y our Phone’ s Viewing Angle . .
10 GETTING ST ARTE D Axxess ® M odel 8500 Phone User Guide I NTRODUCTION Now that you know what you r Model 8500 Phone can d o, it’ s time to start u sing it. In this section, you’ll learn how to make and receive calls, transfer calls, retrieve voice mail messages, and much mor e.
GETTING ST ARTE D 11 Axxess ® Model 8500 Phone User Guide S ETTING U P V OICE M AIL T o begin using your voice mailbox you will need to complete a few basic set-up pro- cedures to initialize your mailbo x, customi ze your personal greeti ngs, and record your voice mail directory name.
12 GETTING ST ARTE D Axxess ® M odel 8500 Phone User Guide Recording Y our Personal Greetings Y ou can store tw o dif ferent personal greetings in your voice mai lbox: a primary and an alternate. Y ou can then select whic h greeting you want played when a caller reaches your voice mailbox.
GETTING ST ARTE D 13 Axxess ® Model 8500 Phone User Guide Recording Y our V oice Mail Directory Name Y our recorded name is used to identify you in the voice mail directory and to verify your mailbox number when messages are addressed to you. T o change your directory name: 1.
14 GETTING ST ARTE D Axxess ® M odel 8500 Phone User Guide M AKING AND R ECEIVING C ALLS Making and receiving calls is the basic purpose of an y phone. W ith your Model 8500 Phone, you can make/receive intercom and outside calls and make emergency calls.
GETTING ST ARTE D 15 Axxess ® Model 8500 Phone User Guide If there is no answer or if the phone is busy when you place an intercom call, you can do any of the following: • T o leave a stat ion mes sage , press and t hen hang up. • T o leave a voice mail message , press and wait for the message center to answer .
16 GETTING ST ARTE D Axxess ® M odel 8500 Phone User Guide Receiving Intercom Calls Y our phone can receive both intercom and non-handsfree intercom calls. If the hands- free feature is enabled on your phone, inte rcom calls are automatically answered.
GETTING ST ARTE D 17 Axxess ® Model 8500 Phone User Guide Out side Calls W it h outside calls, y ou can talk to people who a ren’t members of your phon e system. When you make an outside call, however , you must dial any area codes or long dis- tance digits that your telephone company requires.
18 GETTING ST ARTE D Axxess ® M odel 8500 Phone User Guide Receiving Out side Calls T o re ceive an outside call: EITHER, Lift the handset. OR, Press . Depending on how your system is programmed, you may be able to press the flashing b utton instead.
GETTING ST ARTE D 19 Axxess ® Model 8500 Phone User Guide P LACING C ALLS O N H OLD Y ou can place calls on hold in one of two ways: individual or system.
20 GETTING ST ARTE D Axxess ® M odel 8500 Phone User Guide P LACING C ONFERENCE C ALLS W ith the Conference feature, you can establish a conference call with up to three intercom and/or outside parties (four, including you). T o place a conference call: 1.
GETTING ST ARTE D 21 Axxess ® Model 8500 Phone User Guide T RANSFERRING C ALLS Although transferring calls is considered a basic function of a phone, your Model 8500 Phone has many advanced options for this feature. W ith your phone, you can transfer to another extension, voi ce mail, or even an outside line.
22 GETTING ST ARTE D Axxess ® M odel 8500 Phone User Guide U SING R EVERSE T RANSFER The Reverse T ransfer (Call Pick Up) feature allows you to answer a call that is ring- ing or holding at another phone. For example, if the attendant transf ers a call to you but you have stepped away from your phone, you can pick up the call using another phone.
GETTING ST ARTE D 23 Axxess ® Model 8500 Phone User Guide F ORWARDING C ALLS W ith 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 Manual call forwarding allows you to send in coming calls to another extension num- ber .
24 GETTING ST ARTE D Axxess ® M odel 8500 Phone User Guide Automatic System Forwarding Automatic System Fo rwarding allows your system administ rator to route calls based on the type of call and the status of you r te lephone. Although you canno t program the path of a system forward, you can enable or disable th is feature on your phone.
GETTING ST ARTE D 25 Axxess ® Model 8500 Phone User Guide R EDIALING A N UMBER Although most phones redial the last n umber dialed , your system administrator can program your phone to redial the last number saved . T o use the Last Number Dialed featur e (if enabled): W ith or without the handset lifted, press .
26 GETTING ST ARTE D Axxess ® M odel 8500 Phone User Guide U SING THE S PEAKER AND M ICROPHONE If you are not using a headset, you can talk handsfree using yo ur speaker and micro- phone. Y ou can also use the speakerphone for on-hoo k dialing, call monitoring, and background music.
GETTING ST ARTE D 27 Axxess ® Model 8500 Phone User Guide Enhanced Speakerphone Mode The Enhanced Speakerphone Mode improves transmission quality while on a speak- erphone call over a limited volume level range (typical ly the range is 1 to 3).
28 GETTING ST ARTE D Axxess ® M odel 8500 Phone User Guide U SING THE M ESSAGE B UTTON In today’ s bu sy world, it’ s almo st guaran teed that you will cal l someone that is on another call, does not answer , or is in DND. But, with the button, you can let the other person know you called.
GETTING ST ARTE D 29 Axxess ® Model 8500 Phone User Guide A CCESSING Y OUR M AILBOX If you have a message waiting in your mailbox, you must access your voice mailbox to retrieve it. TIP: Genera lly , pressing during any voice mail o peration will advance you to the next step.
30 GETTING ST ARTE D Axxess ® M odel 8500 Phone User Guide U SING V OICE M AIL M ESSAGES Once you’ve accessed you r mailbox, the system will tell you how many new an d saved messages you have. Y ou can then lis ten to messages, delete messages, save messages, etc.
GETTING ST ARTE D 31 Axxess ® Model 8500 Phone User Guide 4. When the message has fini shed playing, you have the following op tions: • Press to replay the message from the beginning.
32 GETTING ST ARTE D Axxess ® M odel 8500 Phone User Guide Undeleting Messages NOTE: This feature is available only in software versions 5.1 and later . If you accidently delete a voice mail messa ge, you can retrieve it within a specific time frame (programmed by yo ur system administrator).
GETTING ST ARTE D 33 Axxess ® Model 8500 Phone User Guide Sending Messages T o send a message: 1. Access your mailbox as d escribed on page 29 . 2. Press . 3. Dial the desired mailbox number or group list num ber . 4. Press to accept the subscriber’ s name.
34 GETTING ST ARTE D Axxess ® M odel 8500 Phone User Guide Canceling Unheard Messages NOTE: This feature is available only in versio ns 5.1 and later system software. Y ou can cancel un retrieved messa ges that you have sent to individual s, but not mes- sages that you sent to group lists.
GETTING ST ARTE D 35 Axxess ® Model 8500 Phone User Guide U SING D O -N OT -D ISTURB M ODE If you are away from your d esk, or if you do no t want to be disturbed, you can use the DND feature. This halts all pages and ca lls to your phone, except queue callbacks, recalls, and di rect ring-in call s.
36 GETTING ST ARTE D Axxess ® M odel 8500 Phone User Guide U SING R EMINDER M ESSAGES Never be late for a meeting again! W ith Reminder Messages, you can program your phone, 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.
37 MOVING ON Axxess ® Model 8500 Phone User Guide Moving On SECTION CONTENTS P AGE Introduction . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 38 Setting Preferences . . . . . . . . . . . . . . . . . . .
38 MOVING ON Axxess ® Model 8500 Phone User Guide I NTRODUCTION Now that you’ve mastered the basics, it’ s ti me to move on to th e advanced features. In this section, you’ll learn how to program your phone, use directories, access your voice mailbox remotely , and perform various ot her functions.
39 MOVING ON Axxess ® Model 8500 Phone User Guide Selecting a Ring T one The ability to chang e your ring t one is helpful in clo se-quartered enviro nments. If your ring tone is unique, you can quickly identify when a call is ringing on your phone. T o select the type of ring tone for your phone: 1.
40 MOVING ON Axxess ® Model 8500 Phone User Guide Enabling Automatic Call Answer The Automatic Call Answer feature deter mines whether or not you are automatically connected to a caller when you lift the handse t (or press ). If this feature is enabled, you are automatically connected when you go off-hook.
41 MOVING ON Axxess ® Model 8500 Phone User Guide V oice Mail Options Y our voice mailbox contains personal options that allow you to customize voice mail functions. However, before you change your voice mail options, you must first ini tial- ize your mailbox (see page 1 1 ).
42 MOVING ON Axxess ® Model 8500 Phone User Guide Changing the Call Screening T ransfer Method NOTE: The Call Screening feature i s available on ly if it is enabled for you r mailbox (ask your system administrator).
43 MOVING ON Axxess ® Model 8500 Phone User Guide Programming a Fax Destination NOTE: This feature is available only in versio ns 5.1 and later system software. W ith the In ter-T el V oice Processor , callers can use your mailbox to send you a fax. T o use this feature, you must specify the destination fax number .
44 MOVING ON Axxess ® Model 8500 Phone User Guide Programming Remote Messaging NOTE: Y our installer or system administrator must enable this feature on your voice mailbox. W ith Remote Messaging, you can program th e V oice Process or (voice mail) to call you when your mailbox receives new message s.
45 MOVING ON Axxess ® Model 8500 Phone User Guide T o set up r emote messaging: 1. Access your mailbox as d escribed on page 29 . 2. Press to select the Personal Options Menu. ( If using version 5.0 or earlier softwar e, skip this step.) 3. Press . NOTE: This option is not available if you do not have Remote Messaging enabled.
46 MOVING ON Axxess ® Model 8500 Phone User Guide S PEED D IALING Speed dialing allows you (and your system administrator) to store and access fre- quently dialed numbers. Each number is stored in you r phone (S tation Speed Dial) or in the phone system (System Speed Dial) and is identified by a location number .
47 MOVING ON Axxess ® Model 8500 Phone User Guide Storing S tation S peed-Dial Numbers T o store a speed-dial number , use the St ation Speed-Dial Programming feature co de to program the number in a speed-dial location. Use the following table to list the numbers that you sto re in speed-dial locations 0 -9.
48 MOVING ON Axxess ® Model 8500 Phone User Guide Programming St ation Speed-Dial Numbers If your phone has programmable buttons, you can program one or mo re as speed-dial buttons. After the butto n is programmed, you must select a sp eed-dial location to associate with the button.
49 MOVING ON Axxess ® Model 8500 Phone User Guide U SING R ECORD -A-C ALL If your telephon e system is equipped w i th a V oice Processor (voice mail), you may have access to the Record-A-Call feature. If s o, you can re cord an ongoing call as a mailbox message.
50 MOVING ON Axxess ® Model 8500 Phone User Guide P AGING The Paging feature allows you to make an announcement thro ugh phone speakers or external speakers (if your system is equi pped with ext ernal paging equipment). T o prevent announcements from tran smitting thro ugh ev ery phone in th e system, this fea- ture uses page zones.
51 MOVING ON Axxess ® Model 8500 Phone User Guide P ERFORMING A H OOKFLASH D URING A C ALL Certain telephone service compani es may re quire a timed hookflash (a quick hang up and release). T o generate a hookflash while using a line: Press and dial .
52 MOVING ON Axxess ® Model 8500 Phone User Guide P ROGRAMMING D IRECT S TAT I O N S ELECTION B UTTONS A button programmed as a Direct Station Selection/Busy Lamp Field (DSS/BLF) but- ton provides a way to dial the associated extension with one touch.
53 MOVING ON Axxess ® Model 8500 Phone User Guide P ROGRAMMING S ECONDARY E XTENSION B UTTONS W ith the Secondary Extensio n Appearances feature, you can program various but tons on your phone to indi cate the call activity at a differen t extension (primary phon e).
54 MOVING ON Axxess ® Model 8500 Phone User Guide U SING A CCOUNT C ODES If your teleph one system is prog rammed to use th e S tation Message Detail Recordi ng (SMDR) feature, you might be required to enter acco unt codes when you place a call. These codes add informat ion to phone record repo rts that the system wi ll periodically print.
55 MOVING ON Axxess ® Model 8500 Phone User Guide S CREENING C ALLS NOTE: This feature is a vailable only if your telephone system i s equipped with a V o ice Processor (voice mail). If your voice mailbox is p rogrammed correc tly , you can screen calls that are trans- ferred from voice mail.
56 MOVING ON Axxess ® Model 8500 Phone User Guide U SING THE V OICE M AIL D IRECTORY Whenever voice mail asks you to enter a mailbox number , you can use the mailbox and extension number directories. Y ou can al so use these directories to leave a voice message with another user .
57 MOVING ON Axxess ® Model 8500 Phone User Guide P ROGRAMMING R EMOTE F EATURE A CCESS If you are away from your desk and forgot to put your phone in DND , don’t worry . W ith the Remote Feature Access, you ca n place your phone in DND or forward calls from any other phone on the system.
58 MOVING ON Axxess ® Model 8500 Phone User Guide Remote Feature Access T o access your phone fr om another phone: 1. EITHER, Call your Direct Inward System Access nu mber (provided by your sy s- tem administrator). If required, enter your password. OR , Use any phone on the system.
59 MOVING ON Axxess ® Model 8500 Phone User Guide R EQUESTING A GENT H ELP Y our telephone system may be pro grammed to support the Ag ent Help feature, which allows you to request help from a designat ed “Agent Help Extension” (usually your supervisor) duri ng a call.
60 MOVING ON Axxess ® Model 8500 Phone User Guide W ORK ING IN H UNT G ROUP S Y our syst em may be programmed with “hunt gro ups.” Hunt gr oups are group s of phones that share a common extension number in addition to having individual exten- sion numbers.
61 MOVING ON Axxess ® Model 8500 Phone User Guide Logging In and Out of ACD Hunt Groups Agents can log in to an d out of the AC D hunt group at any time. While logged in, t he agent receives calls through the ACD hunt gr oup. When the a gent is logged out, calls to that ACD hunt group bypass th e agent.
62 MOVING ON Axxess ® Model 8500 Phone User Guide When you log in to a g roup, you may be au tomatically connect ed to a call after you hear a short ring burst. If the ACD Agent ID Automa tic Connect option is enabled for your hunt group and you are using a headset, you will be automatically connected.
GETTING ST ARTED LEARNING MORE 63 Axxess ® Model 8500 Phone User Guide Learning More SECTION CONTENTS P AGE Introduction . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 64 What the Administrators Can Do for Y ou .
64 GETTING ST ARTED LEARNING MORE Axxess ® Model 8500 Phone User Guide I NTRODUCTION If you want to know mo re about your phone and voi ce mail system, this is the section for you. W ith additional information and an F AQ, you should be able to find answers to most of your question s.
GETTING ST ARTED LEARNING MORE 65 Axxess ® Model 8500 Phone User Guide F REQUENTLY A SKED Q UESTIONS (F AQ S ) This section includes some of the most frequently asked questions. If yo u have prob- lems with your phone o r voice mailbox, refer to thi s section before you con tact your system administrator or you r local Inter-T el dealer .
66 GETTING ST ARTED LEARNING MORE Axxess ® Model 8500 Phone User Guide Q8. Why can’ t I use one of the featur es descri bed in this guide? A8. There are a few reasons why you might not be able to access the feature. Some pos si- ble reasons include: • Y our system software version may not supp ort the feature.
GETTING ST ARTED LEARNING MORE 67 Axxess ® Model 8500 Phone User Guide D EFAULT F EATURE C ODES Use the blank spaces below to enter cu stom feature codes, if necessary . O UT SIDE L INE A CCESS C ODES *These defaults may differ depending on the software version.
68 GETTING ST ARTED LEARNING MORE Axxess ® Model 8500 Phone User Guide G ENERAL F EATURE C ODES FEA TURE NAME FEA TURE CODE NEW CODE Account Code – Following Calls 391 Account Code – Optional 390.
GETTING ST ARTED LEARNING MORE 69 Axxess ® Model 8500 Phone User Guide G ENERAL F EATURE C ODES (C ONTINUED ) FEA TURE NAME FEA TURE CODE NEW CODE Microphone Mute On/Off 314 Page 7 Page Receive On/Of.
70 GETTING ST ARTED LEARNING MORE Axxess ® Model 8500 Phone User Guide NOTES.
71 Axxess ® Model 8500 Phone User Guide Index A About This Guide 2 About Voice Mail 5 About Your Phone 3 Accessing Your Mailbox 29 Account Codes 54 ACD Agent Wrap-Up Period 62 ACD Hunt Groups 60 Addi.
72 Axxess ® M odel 8500 Phone User Guide Disabling account codes 54 automatic call answer 40 background mus ic 39 call forwarding 23 cascade levels 45 do-not-disturb 35 enhanced speakerphone 27 group.
73 Axxess ® Model 8500 Phone User Guide L Lamps 6 Language 40 Last Number Dialed/Saved 25 Leaving Messages 28 Listening to Messages 30 Logging In and Out of ACD Hun t Groups 61 M Mailbox Almost Full .
74 Axxess ® M odel 8500 Phone User Guide Remote Access Password 57 Remote Feature Access 58 Remote Messaging 44 Requesting a callback 15 a reminder message 36 Agent Help 59 agent help 59 Responding t.
V OICE M AIL F LOWCHART ACESSING YOUR MAILBOX • EITHER , Press the Mes- sage button to respond t o a message from voice mail. OR, Call the voice mail extension number , press , and enter yo ur mailbox number .
Part No. 550. 81 14 Issue 8.0, September 2003 A661/9225A.
An important point after buying a device Inter-Tel 8500 (or even before the purchase) is to read its user manual. We should do this for several simple reasons:
If you have not bought Inter-Tel 8500 yet, this is a good time to familiarize yourself with the basic data on the product. First of all view first pages of the manual, you can find above. You should find there the most important technical data Inter-Tel 8500 - thus you can check whether the hardware meets your expectations. When delving into next pages of the user manual, Inter-Tel 8500 you will learn all the available features of the product, as well as information on its operation. The information that you get Inter-Tel 8500 will certainly help you make a decision on the purchase.
If you already are a holder of Inter-Tel 8500, but have not read the manual yet, you should do it for the reasons described above. You will learn then if you properly used the available features, and whether you have not made any mistakes, which can shorten the lifetime Inter-Tel 8500.
However, one of the most important roles played by the user manual is to help in solving problems with Inter-Tel 8500. Almost always you will find there Troubleshooting, which are the most frequently occurring failures and malfunctions of the device Inter-Tel 8500 along with tips on how to solve them. Even if you fail to solve the problem, the manual will show you a further procedure – contact to the customer service center or the nearest service center
