Inter-tel unified messaging download

In numeric mode, the dialpad buttons are used to enter numbers , the. In alphanumeric mode, dialpad buttons are used to enter the desired letters,. Because diagnostics mode affects system performance, it is recommended that you run the diagnostics program when the system is idle.

You must enable diagnostics mode before you can enter a diagnostics feature code 99xx. It provides information necessary to properly administer the system. 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.

Software packages released after the publication of this guide will be documented in addenda to the guide or succeeding issues of the guide. For sales, service, or technical support, contact your local authorized Inter-Tel dealer. If you have any questions or comments regarding this guide or other technical documentation, contact.

All products and services mentioned in this publication are the trademarks, service marks, registered marks, or registered service marks of their respective owners. FCC Regulations. Safety Regulations. Telephone System. Voice Processor. System Administrator Features. Voice Mail Administrator Features. Station Instruments. Optional System Equipment. Call Transfer. Automated Attendant. Call Routing Announcement. Voice Mail. Using Voice Mail. This equipment complies with Part 68 of FCC rules.

On the side of the equipment cabinet is a label that contains, among other information, the FCC registration number and ringer equivalence number REN for this equipment.

Customers connecting this equipment to the telephone network shall, before such connection is made, give notice to the telephone company of the particular line s to which such connection is to be made, and shall provide the telephone company with the following information:.

Excessive RENs on the telephone line may result in the devices not ringing in response to an incoming call. In most, but not all areas, the sum of the RENs should not exceed five 5. To be certain of the number of devices that may be connected to the line, as determined by the total RENs, contact the telephone company to determine the maximum REN for the calling area.

The telephone company should also be given notice upon final disconnection of this equipment from the particular line s.

It is also the responsibility of the customer to provide the telephone company with registration numbers of any other devices which are configured for connection to the telephone network. This equipment cannot be used on public coin service provided by the telephone company.

Connection to party line service is subject to state tariffs. Contact the state public utility commission, public service commission, or corporation commission for information. If this equipment causes harm to the telephone network, the telephone company will notify the customer in advance that service may be temporarily discontinued. But if advance notice is not practical, the telephone company will notify the customer as soon as possible.

Also, the customer will be advised of the right to file a complaint with the FCC, if necessary. The telephone company may make changes in its facilities, equipment, operations, or procedures which may affect the operation of this equipment. If so, the customer shall be given advance notice so that any necessary modifications can be made in order to maintain uninterrupted service. The customer, users, and unauthorized technicians should not repair, make adjustments to, or attempt to service this equipment in any way.

In the event of trouble with the telephone line s , this equipment must be disconnected from the telephone line s. If trouble ceases, the equipment must be repaired by an authorized factory service representative. If the trouble continues to occur with the equipment disconnected, the telephone company should be notified that they have a problem.

If this is the case, repairs or adjustments made by the telephone company will be made at their expense. Allowing this equipment to be operated in such a manner as to not provide proper answer supervision signaling is in violation of Part 68 of FCC rules. This equipment returns answer supervision signals to the public telephone network when: answered by the called station, answered by the attendant, routed to a recorded announcement that can be administered by the equipment user, and routed to a dial prompt.

This equipment also returns answer supervision on all DID calls forwarded back to the public telephone network. Permissible exceptions are: a call is unanswered, busy tone is received, and reorder tone is received. This equipment is capable of providing users access to interstate providers of operator services through the use of equal access codes. Operation of this equipment in a residential area may cause unacceptable interference to radio and TV reception requiring the operator to take whatever steps are necessary to correct the interference.

However, there is no guarantee that interference will not occur in a particular installation. If this equipment does cause interference to radio or television reception, which can be determined by turning the equipment off and on, the user is encouraged to try to correct the interference by one or more of the following measures:.

This booklet is available from the U. Government Printing Office, Washington, D. Before installation, also check the local electrical codes for important information concerning the installation of telephone and electronic equipment. The following safety information is reprinted from UL When using your telephone equipment, basic safety precautions should always be followed to reduce the risk of fire, electric shock, and injury to persons, including the following:.

Read and understand all instructions. Follow all warnings and instructions marked on the product. Unplug this product from the wall outlet before cleaning. Do not use liquid cleaners or aerosol cleaners. Use a damp cloth for cleaning. Do not use this product near water for example, in a wet basement.

Do not place this product on an unstable cart, stand, or table. The product may fall, causing serious damage to the product. Slots and openings in the cabinet and the back or bottom are provided for ventilation, to protect it from overheating; these openings must not be blocked or covered. This product should never be placed near or over a radiator or heat register. This product should not be placed in a built-in installation unless proper ventilation is provided.

This product should be operated only from the type of power source indicated in the manual. If you are not sure of the type of power source to your building, consult your dealer or local power company. This product is equipped with a three-wire grounding type plug, a plug having a third grounding pin. This plug will only fit into a grounding type power outlet.

This is a safety feature. If you are unable to insert the plug into the outlet, contact your electrician to replace your obsolete outlet. Do not defeat the safety purpose of the grounding type plug. Do not allow anything to rest on the power cord. Do not locate this product where the cord will be abused by persons walking on it. The AC outlet for this product should not be used for any other electrical equipment. Never push objects of any kind into this product through cabinet slots as they may touch dangerous voltage points or short out parts that could result in a risk of fire or electric shock.

Never spill liquid of any kind on the product. To reduce the risk of electric shock, do not disassemble this product, but take it to a qualified serviceman when some service or repair work is required. Opening or removing covers may expose you to dangerous voltages or other risks. Incorrect reassembly can cause electric shock when the product is subsequently used.

Unplug this product from the wall outlet and refer servicing to qualified service personnel under the following conditions:.

When the power supply cord or plug is damaged or frayed. If liquid has been spilled into the product. If the product has been exposed to rain or water. If the product does not operate normally by following the operating instructions. Adjust only those controls that are covered by the operating instructions because improper adjustment of other controls may result in damage and will often require extensive work by a qualified technician to restore the product to normal operation.

If the product has been dropped or the cabinet has been damaged. If the product exhibits a distinct change in performance. Avoid using a telephone other than a cordless type during an electrical storm. There may be a remote risk of electric shock from lightning. Do not use the telephone to report a gas leak in the vicinity of the leak. System Administrator Duties. Voice Mail Networks. Voice Mail Administrator Duties.

Refer to the user guide provided with each phone for simplified instructions on using telephone and voice mail system features. As a hybrid system, it incorporates many of the user-friendly features of key systems with many of the expanded features and flexibility of private branch exchange PBX systems. The system is designed to meet the needs of growing businesses. The modular design makes the system easy to install and service.

With system software versions 5. To the user, the network appears as though it is one integrated system. With few exceptions, the user can perform all of the functions across the network that he can within a single phone system. Administrator features are described in detail beginning on page 8. Any Inter-Tel phone can be designated as an administrator station through Database Programming.

All designated administrator stations should be equipped with display phones to show system alarms and make programming easier. NOTE: Single-line sets can not be used as an administrator station. Callers will hear the main company greeting, followed by a menu of available options.

Stations can forward or transfer calls directly to their mailbox. Calls can transfer, forward, or directly ring in to an automated attendant. When an automated attendant answers a call, it plays a recording that gives dialing instructions.

After hearing the recording or at any time while it is playing , the caller may then dial an extension or mailbox number. The Recall Destination announces that the station is unavailable and allows the caller to leave a message if the station has an associated mailbox or dial another extension. The playback device function is especially useful for programming hunt group announcement and overflow stations. When called, the Call Routing Announcement application will play a recording and then hang up.

If programmed, the mailbox plays a greeting to indicate that the recording is in progress. With STAR, applications can be programmed to play alternative greetings for holidays and weekends. The applications are programmed to play the greetings, not the STAR application.

The STAR routes the call to the right application. A Voice Processor can be installed on any or all nodes in the system network. These Voice Processors can also be networked together to allow a caller to leave a message on the local Voice Processor for a mailbox located on another Voice Processor in the network. System traffic may limit the actual number of nodes that can be supported without affecting system performance.

As the voice mail administrator, you can use special features that are not provided to other voice mail users. The system administrator mailbox has all standard subscriber features plus the ability to do the following:. Voice mail administrator features are described in detail on page Placing the System in Night Mode.

Station Programming. Broadcasting Messages. All administrator stations should be equipped with display phones to show system alarms and to make programming easier. This section gives you all of the instructions for using the Administrator Features of the system and voice mail. A quick reference card is located in the front of this book for your convenience.

Refer to the System Features and Voice Processing Features chapters for detailed descriptions of the system and Voice Processor and for general user procedures. As an administrator, you must know which language is considered Primary and which is Secondary for the system.

Any display Inter-Tel phone attendant or non-attendant can be assigned as a telephone system administrator. System administrator stations provide the following services:. Any Inter-Tel phone station can be programmed to be an administrator station by the database programmer or by another administrator station.

An administrator station can place the local node in day or night mode. The relays are activated when the system is placed in night mode. You hear a single confirmation tone. An administrator station can place one or more nodes in day or night mode.

While on hook, enter the Enable Network Night feature code You are prompted to enter a node number. Enter the desired node number. While on hook, enter the Enable Network Day feature code NOTE: Software versions 8.

In systems running software versions 8. A system administrator can manually reset the system time or date when it is necessary for example, when the system is defaulted or for daylight-saving time. Any administrator can change the date and time that appears on all display phones and in the SMDR reports. The day of the week is automatically calculated and set by the system when the date is entered.

Your display shows DATE. Use the dialpad buttons to enter the month, day, and year. For example, press for February 3, When finished, the display shows TIME current time.

For example, for February 3, Use the dialpad buttons to enter the time in hours and minutes. Occasionally, the network time or date needs to be reset for example, when the system is defaulted or for daylight-saving time. Any administrator can change the date and time that appears on all display phones and in the SMDR reports in the network.

While on hook, enter the Set Network Date and Time feature code Your display shows DATE current date. Administrators can synchronize the minutes past the hour across the network without changing the hour. This is useful when the nodes are in different time zones. NOTE: If a node's time is off by more than 30 minutes, synchronizing the minutes may cause the hour to change.

Also, network time is automatically synchronized every day at AM , using the time setting on the node with the lowest number. An administrator can synchronize the clocks in all nodes in the network using the following procedure.

While on hook, enter the Synchronize Network Time feature code Any administrator station can perform database programming using an Inter-Tel phone. However, it requires a display phone, and an Executive Display, Professional Display or Model Phone is strongly recommended. The database areas that can be programmed by an administrator station include the following:. Entry to the Database Programming feature at the administrator station can be protected using a password.

A password would prevent unauthorized users from altering the system database. NOTE: Passwords are very important to system security. Without sufficient password protection, the telephone system database is vulnerable to unauthorized access. Depending on the database changes you make, the system may require a reset after programming. If so, the system will prompt you for a reset and ask if it should be done immediately or delayed. Delaying the reset would prevent interruption in service.

However, if a reset is required it should be done as soon as possible to permit proper system operation. NOTE: A system reset will drop all calls in progress.

The number of times a button is pressed determines which character is entered. When adjoining charac-. Note that letters correspond to the letters. The Japanese characters will be available only if the. Multilingual Support premium feature is included in your software license, Japanese is. You can use your administrator station to program the following station information:.

You cannot program this for your own station or a single-line station. Station toll restrictions are described in detail on page The Station Database Programming process is summarized in the flowchart shown on page See page 65 for a Program Planning Sheet. NOTE: If necessary, you can press the asterisk or Speaker button to cancel programming and discard any unsaved changes, at any time during the following procedure. While on hook, enter the Program Database feature code Use the dialpad to enter your digit password and press.

Enter the extension number of the station to be programmed using one of the following methods. If you enter an invalid extension number, you hear reorder tones and must try again. Enter a complete number: Enter the extension number using your dialpad.

When the circuit information is displayed, press again to continue. The display shows the extension number, username and circuit number of the station that most closely matches the partial extension number. Select one of the following:.

There are three flags that can be programmed: Administrator, Attendant, and House Phone. However, you cannot program the Administrator flag for your own station or for a single-line station.

To program the flags, do the following:. To enable or disable a displayed flag: Press 1 or the ON menu button to enable the flag. Or, press 2 or the OFF menu button to disable the flag. To save your programming when all flags are set correctly: Press or. Enter the desired extension number. Or, to cancel. Enter the new. Then do the following:. The default COS numbers are as follows. See page Or, press 2 or the OFF menu button to disable it. Dial the desired extension or telephone number.

Wait 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 ,. Dial the voice mail extension number. Hang up to send the call to the voice mail menu so that the caller can enter the mailbox number. Lift the handset and dial 4. Dial the extension number where the call is ringing or holding.

NOTE: If your voice mail system has Automatic Speech Recognition ASR capability and it is enabled for your mailbox, you can complete voice mail tasks by issuing spoken commands or by pressing dialpad digits. If your MSG button is lit and you have a message from voice mail:. Lift the handset or press or press SPKR.

Press MSG. A call is automatically placed to the voice mail system. Enter your personal password and press. If your MSG button is not lit:. You hear the main menu. Say or enter your mailbox number. Enter your mailbox password if programmed. Then press. Access your mailbox as described on page 3. If E-Mail Reader is not enabled for your mailbox, skip this step.

Select one of the following:. While you are listening to a message, you can use the following options:. When the message has finished playing, you have the following options:. Say or enter the mailbox number where you want to leave the message. Record your message after the tone. When finished, hang up to deliver the message or press to access more options. Below is a summary of the options you can use when accessing messages, after playing messages, and when recording voice mail messages.

For a list of feature codes specific to your endpoint, consult the user guide. Enter your password and press. Voice mail plays the main menu for your mailbox type and guides you through the available options.

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. If required, enter your password. Enter 3 5 9. Enter your extension number. You can now use the features described below and at right. Enter 3 9 2. Enter your current password and press. Enter the new password and press.

Enter the new password again for verification and press. Enter 3 7 0. Enter message number see the default DND message list below. If desired, enter the optional second-line message text see the dialpad character chart on the next page.

Enter 3 7 1 and hang up. NOTE: The characters associated with the 5 and 6 dialpad digits are dependent on the software version. Enter an extension number or enter a line access code followed by an outside telephone number. Enter 3 5 5. Press and hang up. It provides information necessary to use the Model 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. Some system features can only be accessed by an administrator. For information about these features, see the Frequently Asked Questions on page For sales, service, or technical support, contact your local authorized Inter-Tel reseller. All products and services mentioned in this publication are the trademarks, service marks, registered marks, or registered service marks of their respective owners.

About This Guide. About Your Endpoint. About Voice Mail. What You See and Hear. Software Compatibility. Setting Endpoint Preferences.

Setting Mailbox Preferences. Speed Dialing. Using Record-A-Call. Programming Your Feature Buttons. Programming Direct Station Selection Buttons. Programming Secondary Extension Buttons.

Using Account Codes. Screening Calls. Using the Directories. Programming Remote Feature Access. Requesting Agent Help. Working in Hunt Groups. E-Mail Reader Features.

Using Your Advanced Mailbox. Accessing E-Mail Messages. Accessing Fax Messages. Recovering Deleted Messages.

Changing Message Envelopes. Voice Mail Flowchart Advanced Mailbox. Feature Button Functions. Message Indicator Lamp. Enterprise Messaging. To help you find information more quickly, this guide is divided into five separate sections, as indicated by the tabs.

It also provides you with a list of Frequently Asked Questions FAQs so you can troubleshoot problems and learn more about the system. In addition, this guide contains a list of default feature codes see page 94 and an index see page 99 for easy reference. 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.

Your endpoint has two basic types of buttons in addition to a display and a Message Indicator lamp. Speaker Button. Handsfree Microphone. NOTE: This is the default configuration. Your buttons may have been programmed differently. If you are uncertain about the configuration, ask your system administrator.

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. In addition to the buttons identified in the preceding table, your endpoint has a Special button.

Depending on how your telephone system is configured, you may need to press this button before you dial a feature code. NOTE: Because the telephone system allows customized feature buttons, your endpoint may have been reprogrammed so that the feature buttons do not match those described in this guide. Your Model has two lines of display with 16 characters per line. When your endpoint is idle, this display shows your extension number, your username, the time of day, and the date.

At other times, it may display reminder messages, Do-Not-Dis- turb DND messages, numbers dialed, call sources, elapsed time of calls, current call costs, error messages, etc. Because the display can only support 16 characters, you may see a few abbreviations.

The most commonly used abbreviations are provided in the table below. 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.

This optional unit adds 16 user-programmable buttons to your endpoint. These buttons can be programmed as any of the following:. These indications are shown in the table below. Voice mail is an application that is part of the Inter-Tel voice processing system. Using voice mail, you and other callers can send and receive recorded messages from any supported endpoint on the system.

To use voice mail features, each user or subscriber is assigned a mailbox, which usually corresponds to the extension number assigned to your endpoint.

You can, however, have an unassociated mailbox that does not correspond to an extension. With your mailbox, you can use personal or system greetings to let callers know if you are out of town, on a call, etc.

If a caller reaches your mailbox, they can leave a message, hang up, or access an attendant. 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 A standard voice mailbox does not allow you to access e- mail and fax messages. For a voice mail flowchart for standard mailbox users, see page For more information about EM, see page 9.

The instructions for many voice mail tasks are identical for standard voice mailbox and advanced mailbox users. The instructions for the following common mailbox tasks are included in the Getting Started and Moving On sections of this guide:. Enterprise Messaging EM is the Inter-Tel messaging system that uses industry-stan- dard protocols for communication and messaging.

EM unifies communication and messaging by providing access to voice mail, fax, and e-mail messages in your mailbox. The EM system provides voice mail users with the following advanced messaging features:. 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.

ASR can be enabled for standard voice mailboxes and advanced mailboxes see page 7. For more information about ASR, see page For fax messages, E-Mail Reader announces the fax envelope.

If E-Mail Reader has been enabled for your mailbox, your voice mail, e- mail, and fax messages are unified in one convenient location. For more information and instructions about how to use E-Mail Reader features, see the Using E- Mail Reader section, starting on page For information and instructions about Unified Messaging features, see Issue 2. Because ASR is a very flexible feature, it can be enabled or disabled on several different levels.

ASR also allows subscribers and non-subscribers to navigate automated attendant menus, call routing applications, and search the directories using voice commands.

When you access voice mail, if you are given the option to say a command or press a dialpad digit to complete a task, then ASR is enabled for your mailbox.

If you are only prompted to press a dialpad digit, ASR is not enabled for your mailbox. If your mailbox is not ASR-enabled, you can still navigate the menus and perform tasks by pressing the appropriate dialpad digits when prompted by the system. The silence that follows your voice command replaces the digit. If you attempt to issue a spoken command while you are recording, your recording will include the command you issued.

To access the pause and erase options, you must press the appropriate dialpad digits. For security reasons, you must enter your e-mail password characters by pressing the appropriate dialpad digits. Entering passwords this way prevents others from overhearing your password.

You can still complete tasks using the dialpad digits; however, you will no longer be prompted to say a command. As you can see, your Model 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:. Systems with two dial tones have one for intercom calls and one for outside calls. If this happens, you must hang up and start over. Hang up and try again.

Green indicates a call is ringing, holding, or active on your endpoint. Red means the call is on another endpoint. If the buttons only light red, either your endpoint does not have the green lamps, or the system is not programmed to support the two lamp colors.

NOTE: Your endpoint may be programmed to always use red lamps for calls ringing directly to your endpoint. To avoid confusion, this guide uses different icons to signify that a lamp. If the MSG button and the Message Indicator lamp are unlit, you are in numeric mode and can only enter numbers and special characters. While in handsfree mode, you can make or receive calls. Depending upon which software version your telephone system is using, some of the features included in this guide may not be available for your endpoint.

Check with your system administrator to see which software version your telephone system currently uses and if there are any features restrictions for your system. Endpoints using Axxess software versions 3.

The Model endpoint is not supported by software Axxess versions 3. NOTE: This information about compatibility applies to endpoints programmed to use the default button locations. Initializing Your Mailbox. Making and Receiving Calls. Intercom Calls.

Placing Calls On Hold. To Another Extension. Using Reverse Transfer. Manual Call Forwarding. Redialing a Number. Date, Time, Name, and Extension Number. Using a Headset.

Mute Button. Using the Message Button. Leaving Messages. Accessing Your Mailbox. Listening to Voice Mail Messages. Using Do-Not-Disturb Mode. Your Model has an adjustable base that allows you to tilt your endpoint to enhance the viewing angle. There are two types of bases available on the endpoint, each of which allow you to adjust the angle of the endpoint.

Use the appropriate instructions listed below to adjust the angle of your endpoint. Tilt the endpoint to the desired angle. Release both buttons to lock the base in place. Some endpoints have a contrast control wheel that allows you to manually adjust the Liquid Crystal Display LCD contrast.

This wheel is located on the back of the endpoint and can be adjusted while viewing the LCD screen. For endpoints that do not have a contrast control wheel, you can use a feature code and the volume buttons to adjust the contrast on the LCD. Depending on the type of display your endpoint has, you can adjust the contrast on your LCD using one of the following methods.

When you adjust the contrast on the LCD, the endpoint must be in an idle state. While viewing the LCD screen, locate the contrast control wheel on the back, upper-right section of the endpoint. Adjust the contrast of the LCD screen by turning the wheel clockwise lighter or counterclockwise darker. With the handset in the cradle, dial 3 0 3.

Adjust the contrast level of the LCD screen by one of the following methods:. Accept and save the contrast level by one of the following methods:. 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. When ASR is enabled for your mailbox, you have the option of issuing a spoken command or pressing a dialpad button.

See page 10 for ASR guidelines. To access voice mail, the first thing you need to do is initialize your mailbox. This allows you to change the default password for your mailbox, record your name for the company directories, and listen to the voice mail introduction. NOTE: If you do not know the voice mail extension number, check with your voice mail administrator.