ShoreTel IP Phone 420 Quick Reference

Transcription

1 SheTel IP Phone 420 Quick Reference PHONE OPERATION Place calls Use the handset, the speakerphone, a headset Lift handset press Make a blind conference call Ext. Make a consultative conference call Ext. wait Use the Directy to select Dial from Histy to select Ext. to select Change Call Handling Mode Passwd Change extension assignment Passwd Unassign extension assignment Passwd Assign extension to external number Passwd OFFICE ANYWHERE CODES Transfer a call destination Conference a call destination Hold a call Note: To close Directy Histy, press that key again. Hang up Answer calls Access other star codes Answer a call Lift handset press Answer call waiting (incoming call) Press blinking call appearance button Answer an off-screen incoming call Press QUICK REFERENCE OF COMMON STAR CODES while offscreen call is displayed Interact with calls Adjust volume of handset, headset, speakerphone when off hook; adjust ringer volume when on hook to select Place a call on off hold Transfer a call (blind) Ext. hang up Transfer a call (with a consultation) Ext. wait Divert an incoming call to Voic to select Ext. Unpark a call Ext. Pick up a remote extension Ext. Log in to Voic Main Menu Passwd Log in from another extension Passwd Use the intercom Ext. Barge in Ext. Silent monit Ext. Toggle hunt group status Hunt Group's Ext. Whisper page Ext. Silent coach TROUBLESHOOTING Press and hold VOIC Log in out of wkgroup Park a call Pick up the night bell Mute a call Adjust the display contrast (star code from below) Ext. Passwd View phone infmation Reboot your phone (INFO#) Note: F details about using the phone, see the SheTel IP Phone 420 User Guide. SheTel, Inc., 960 Stewart Drive Sunnyvale, Califnia USA Phone: Fax: (RESET#)

2 SheTel IP Phone 420 Quick Reference Handset with finger rest Display area Function Keys Perfm ce telephony functions (Transfer, Conference, Directy, Histy, Voic , Hold) Indicat LED Flashing light alerts the user to incoming calls and unheard voice messages. PORTS ON THE PHONE Call appearance buttons Indicate active, incoming, on-hold calls Handset pt Headset pt PC pt Netwk pt Navigation key pad and select button Select options in the interface STATUS ICONS The following icons are displayed on the phone to indicate operational status: Off-screen call (on main display) Voic message indicat (on main display) Secure call Speaker Delivers high-quality sound Audio Control Keys Volume buttons control handset, speaker, and ring volume. Headset, Mute, and Speaker buttons illuminate when functions are active. Dial Pad Microphone GUIDE TO LEDS Your SheTel IP Phone 420 provides visual cues about its operational status: Steady Green: Phone is in use (dialing off hook) Blinking Green (Fast): Call on hold call parked Blinking Green (Slow): Incoming call Missed call (on main display and in Histy) Inbound call (in Histy) Outbound call (in Histy) Transferred call (in Histy) Wkgroup Agent logged in Wkgroup Agent logged out Wkgroup Agent wrap up PN The SheTel logo is a trademark of SheTel, Inc. in the United States and/ other countries. The SheTel IP Phone 420 is covered by patents as listed at The product is also covered by other pending patent applications. SheTel, Inc. All rights reserved.

3 SheTel Voice Mail Quick Reference VOICE MAIL OPERATIONS (Instructions f Voice Mail owners) New Voice Mail Indicats Your voice mailbox contains unplayed messages if: You hear a stutter tone on the handset. OR The phone s message waiting light flashes. Checking Voice Mail To check voice mail from your extension 1 Press Voice Mail lift the handset and press #. 2 At the prompt, use the dial pad to enter your passwd. (If you have not been assigned a passwd, use the default passwd, 1234.) 3 Press #. NOTE If you are logging in f the first time, the system prompts you f a new passwd and asks you to recd your name. To check voice mail from another extension 1 Press # twice. 2 Enter your extension. 3 Enter your passwd. 4 Press #. To check voice mail from an external phone 1 Dial your voice mail access number. 2 Press #. 3 Enter your extension. 4 Enter your passwd. 5 Press #. Listening To Messages At the Main Menu prompt, press 1. The voice mail system plays urgent messages first, then newly arrived messages. The system gives the delivery date and time f each message. (You can disable this feature from the Mailbox Options Menu.) Managing Messages After listening to a message, you can replay it, send a reply to the person who left the message, fward it to someone else, replay the date and time infmation, save it, delete it. To replay all of your saved messages Press 3 at the Main Menu prompt. As a safeguard against accidental erasures, the system retains deleted messages f a few hours. To listen to your deleted messages 1 Press 7 at the Main Menu prompt. 2 Press 7. Voice mail plays all the deleted messages still available to the system. During playback, you can manage deleted messages as if they were newly arrived messages. To reste a deleted message Press 2. To send a recded message from voice mail After recding a message, voice mail asks you to supply an address. 1 Address the message to individual recipients by entering their extension numbers. 2 Specify groups of recipients by entering a distribution list number. To identify a recipient by name, specify a personal distribution list, broadcast to all extensions, press 0 and follow the prompts. To mark a message as urgent After addressing the message and confirming the addressee(s), press 1. To fward the message you're reviewing 1 Press 4 and follow the recded prompts. To reply to the message you're reviewing 1 Press 5 and follow the recded prompts. 2 Press 1 to reply with a voice mail, press 2 to reply with a call back, press 3 to reply to all with a voice message. Changing Mailbox Options Personalize your voice mail by changing your name, passwd, personal greeting. To change personal settings from the Main Menu, press 7 and follow the recded prompts. Enabling Office Anywhere (On-Net) If you have the proper permission, you can assign your extension to any phone on the system. 1 Log in to voice mail from the target phone an extension other than your own. 2 At the Main Menu prompt, press 7. 3 Press 3 to re-assign the extension. Press 1 to assign the extension. Press 2 to un-assign the extension. (The phone reverts to its iginal extension.) (Off-Net Extension Re-assignment cannot be configured through the voic system and must be configured through PCM. Refer to the Administration Guide f details.) Setting Call Handling and Fwarding NOTE Use SheWare Call Manager to configure the modes with different call fwarding destinations and personal greetings. You can set one of five distinct call handling modes f your extension. When you recd a personal greeting, it is linked to the active call handling mode. To enable one of the five distinct call handling modes: Press 2, then follow the prompts. Changing Notification Options To select a notification profile f the Escalation Notification feature: Press 9 f additional mailbox options. Press 2, then follow the prompts. NOTE You must have notification profiles previously configured befe a notification profile can be activated. Enabling FindMe To enable disable FindMe Fwarding so that callers can fward their calls to your destination: Press 9 f additional mailbox options. Press 5, then follow the prompts. NOTE You must have permission to use FindMe Fwarding. Troubleshooting If the number of messages in your mailbox exceeds the limit, the system notifies callers that your mailbox is full and unable to accept new messages. (Recently deleted messages remain in the mailbox and are included in the total count.) If your mailbox is full, first purge any backlog of deleted messages. To purge deleted messages 1 At the Main Menu prompt, press 7. 2 Press 8 to remove deleted messages. 3 Press 1 to confirm deletion * to cancel. LEAVING A MESSAGE (Voice mail options when in mailbox) Leave Message When dialing into a SheTel system, if the person you are trying to reach does not answer, your call will be sent to a mailbox and you will hear a standard greeting. You can select from the following options: # Bypass greeting 0 Transfer to assistant 1 Fward to recipient s FindMe destination 9 Transfer to Auto-Attendant Message Recding If you choose to leave a recded message, the following options are available after recding your message: # Message options * Re-recd 0 Send message, transfer to assistant 1 Send message, fward to recipient s FindMe destination 9 Send message, transfer to Auto-Attendant NOTE Hanging up sends the message. # Message Options When leaving a message, select from the following options: # Send message 1 Review 2 Re-recd 3 Mark/unmark urgent 0 Send message, transfer to assistant 9 Send message, transfer to Auto-Attendant SheTel, Inc., 960 Stewart Drive Sunnyvale, Califnia USA Phone: Fax: This product is covered by one me of the following patents: United States Patent 6,996,059, United States Patent 7,003,091, United States Patent 7,167,486, United States Patent 7,379,540, and PN United States Patent 7,386,114. SheTel, Inc. All rights reserved.

4 SheTel Voice Mail Quick Reference PRESS Main Menu f Voice Mail Operations Listen to Messages 5 Reply Log In: Internal Log In: External 1 Select one of the following options during at the end of a message: 0 Additional options 1 Replay 2 Save 3 Delete 4 Fward 5 Reply 6 Play envelope 7 Move backward 8 Pause 9 Move fward # Skip Select one of the following : 1 Reply with a voice mail 2 Reply with a call back 3 Reply to all with a voice message a) From your own extension, lift the handset, press #, enter passwd, and press # b) From another extension, press # twice, enter extension, enter passwd, and press # Call your voice mail access number, enter extension, enter passwd, and press # Send a Message # Accept # Conclude Addressing 1 Address by Name 2 3 Recd your message at the tone. When finished, press # and select from the following options: # Accept 1 Review 2 Re-recd Listen to Saved Messages Refer to Listen to Messages f message options while listening to saved messages. Enter the extension the system distribution list to receive the message: # Conclude addressing 0 Additional addressing options last address * # Send 1 Mark/unmark urgent 2 Mark/unmark f return receipt 3 Enter additional addresses 0 Addressing Options 1 Address by name 2 Address by personal distribution list 3 Broadcast Spell the name of the person, last name first. Press 7 f Q and 9 f Z. Note: System returns to Addressing after name is entered. 2 Address by Personal Distribution List Enter the two-digit personal distribution list number. Change Mailbox Options 1 Recd Greeting 3 Re-assign Extension 6 Recd Name 9 Additional Options Recd greeting 2 Set call handling mode 3 Re-assign extension 4 Set passwd 5 Enable/disable envelope infmation 6 Recd name 7 Listen to deleted messages 8 Remove deleted messages 9 Additional options Log Off Return to Auto-Attendant Transfer to Assistant Recd your greeting f the currently active mode at the tone. When finished, press # and select from the following options: # Accept 3 Delete 1 Review 2 Re-recd 2 Set Call Handling Mode 1 Standard 5 Custom 2 In a meeting 6 No change 3 Out of office 4 Extended absence 1 Assign to this telephone 2 Un-assign 3 Assign ext. to last external number 4 Set Passwd Enter passwd twice in response to the prompts. 5 Enable Envelope Info Press either 1 to enable, 2 to disable Recd your name at the tone. When finished, press # and select from the following options: # Accept 3 Delete 1 Review 2 Re-recd 8 Remove Deleted Messages 1 Confirm 1 Enable disable Outlook automated call handling 2 Change notification options 3 Change agent state 5 Change Find Me Fwarding state 2 Notification Options 1-9 Enter the number associated with a Notification Profile 0 Disable Notification # No change 3 Agent State 1 Log in and assign extension 2 Log out 3 Log in without assigning extension 5 Find Me Fwarding # Hear Mailbox Status 1 Enable Find Me Fwarding 2 Disable Find Me Fwarding SheTel, Inc., 960 Stewart Drive Sunnyvale, Califnia USA Phone: Fax:

5 SheTel Connect Client Quick Reference Guide Signing in to the SheTel Connect Client Sign in using your Windows SheTel credentials. 1. Double-click the SheTel Connect client icon and enter: Username Passwd Select the Use Windows Credentials checkbox if you want to use your Windows credentials. Select the Remember this and log me in automatically next time checkbox. 2. Click Show Advanced..., and then do the following: In the Domain name, enter the domain name. In the Server field, enter the fully qualified domain name (FQDN). 3. Click Log In. To sign out, click the <username> tab and click Log Out. Accessing Voic Messages 2. Click the Recent tab. 3. Click the drop-down list on the top-left cner of the second pane, and select Voic s. To listen to your voic message: 2. Click on the left. 3. Choose the phone speaker icon, and then click the play icon. You can reply to, fward, delete the received voic . Making a Call From the Search bar: 2. Type a contact's name, number, address in 3. (next to dial pad icon). 3. Double-click the contact, click the contact and then click in the third pane. From the dial pad: 2. Click 3. Dial the extension the mobile number, and press enter. From the directy: 2. Click the People tab. 3. Scroll down to find the contact. 4. Double-click the contact, click the contact and then click in the third pane. To view infmation f a contact, click the contact on the second pane, and click Info on the third pane. Sending an Instant Message 2. Find the contact. 3. Click the contact on the second pane. 4. In the IM input field, type the message and press Enter. Creating a Conference 2. Click the Events tab. 3. Click New Event at the bottom of the second pane. 4. Enter the details of the conference. The event invitation page is displayed in the third pane. If the Connect client is integrated with Microsoft Exchange, a meeting invite is launched in Office Outlook. The event invite must be ed to the participants. The event is added to your Office Outlook calendar. If you want to add the event to your personal calendar, then you can download the icalendar file as described in the SheTel Connect Client User Guide. Joining a Conference from the Events Tab 2. Click the Events tab. 3. Click the Upcoming tab to view all upcoming conferences. 4. Select the conference to join. 5. Click Join Meeting. 6. Do one of the following: To take the call through the softphone (your computer and headset), click Call via Computer Audio. To configure a call back, click the Call Me option, enter the number, and click Call Me. Click on the second pane. If you have assigned a desk phone a cell phone to the SheTel Connect client, the assigned phone will ring. 7. Click to end the audio conference. SheTel, Inc. 960 Stewart Dr. Sunnyvale, CA