ATT Spirit Training Workbook Manual

							Outside Call
ACTIONOUTCOME
1. Press the SPEAKER button.
You will hear a dial tone, an indicator
light will go on next to the speaker
button and next to the line you have
accessed.
You will be connected with the outside
party. You will be able to hear and
speak to the other person. 2. Dial the outside number you want.
NOW YOU TRY IT . . .
Think of someone on the outside who is not likely to be too busy and call
that person. Use the receiver initially, and then during the conversation
press the SPEAKER button and hang up the receiver. You can go back
and forth during a call. While you are talking, notice the light flash pattern
of the line you are on: a repeated VERY LONG ON, SHORT OFF. You
might also ask that person to call you in about five minutes so you can
practice answering, holding, and transferring with your SPIRIT phone.
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							Internal Call
Placing An Internal Call
Calling someone on the intercom is a simple matter of pressing the intercom button
before contacting the other party. Find out what your extension number is and those of
your co-workers. The procedure on a 6-button phone is slightly different than on a
24-button phone.
ACTION
On a 6-Button Phone:
1. Press one of the INTERCOM
buttons.
2. Lift the receiver or press the
SPEAKER button.
3. Dial the intercom extension number.
On a 24-Button Phone:
OUTCOME
You will hear an intercom dial tone
and the light above the intercom
button will go on.
You will be connected with the station
you are calling.
1. Press one of the INTERCOM
buttons.
2. Press the auto-dial button of theYou will be connected with the station
intercom number of the person youyou are calling.
are calling (the speakerphone
automatically turns on - lift the
receiver if you wish to use it.)
NOTE: The intercom light only lights on the sets involved in the intercom call.
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							Answering Calls
Answering An Outside Call
You can recognize an outside call by TWO SHORT RINGS at your phone. You merely:
ACTIONOUTCOME
1. Lift the receiverYou will be connected with the person
who is calling you. As you are talking,
ORnotice the indicator light flashing a
VERY LONG ON, SHORT OFF
Press the SPEAKER button.PATTERN. (If a co-worker is on a line,
you will see a STEADY ON light.)
In addition to hearing the two short rings, you will see repeated a LONG ON, LONG
OFF pattern to help identify the incoming call.
Answering An Internal Call
You will know when someone is calling you from within your organization because you
will:
l
l
l
1.
Hear ONE LONG RING, and
See the light above the INTERCOM button flash.
With a 24-button set, you can see who is calling from the intercom busy light field.
ACTIONOUTCOME
Lift the receiver or press theYou will be connected with the person
SPEAKER button.who is calling you via the intercom.
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							Answering Calls
Hands Free Answering On Intercom
There may be an occasion where you will want to respond to an Intercom call without
necessarily being near your phone. You might be sitting at a conference table in your
office and waiting for another person in your organization to phone in the name of a
client. Rather than having to get up to answer the call, you would like to get the
information from where you are sitting.
The SPIRIT system allows this with its “HFAI” feature — Hands Free Answer on
Intercom.
When the MUTE/HFAI button is pushed when the telephone is not in use (the HFAI light
above the volume control will turn on), the phone acts as a two-way speakerphone
where all you have to do is talk and the person calling on the intercom will hear you.
You need not press the SPEAKER button or lift the receiver.
1.
2.
3.
ACTION
OUTCOME
Press the MUTE/HFAI button whenThe HFAI light above the Volume
your phone is not in use.control will go on.
Someone else in the organizationYou will hear a brief tone indicating
calls you via intercom.someone is calling you.
Begin talking.The person on the other phone will
hear you clearly.
When the other party hangs up, your telephone will also hang up and you will be ready
to receive the next inside call.
NOW YOU TRY IT . . .
Ask someone in the organization to help you try out this convenient
feature. Follow the steps above.
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							Mute/Re-Call
Muting Office Sounds To A Caller
If you are talking to an outside party and want others in your office to take part in the call,
you can use the speakerphone. Those in the room and the outside party can speak to
and hear each other.
On occasion, however, you might want to confer with someone in your office while
talking to an outside party without that party hearing your discussion. For example, you
want to confer with your supervisor as the outside party is trying to negotiate a price.
SPIRIT has a “mute” feature that allows you to hear the outside party (on the receiver
or speakerphone), but s/he cannot hear you or the sounds around you.
ACTIONOUTCOME
1. Press the MUTE button.The light above the MUTE/HFAI button
will go on. You will hear the outside
party, but s/he will not hear you.
Turn the mute feature off by pressing the MUTE button again.
Re-Calling Without Redialing
If “the boss” were to walk in while you were on the phone to an outside party just now
you might tell the person on the other end of the line, “I’ll call you back in a few
minutes.” When the boss leaves, and you’re about to re-call that person, your phone
remembers the number (provided you manually dialed the call originally and you have
made no manually dialed calls in between). To use the Last Number Redial feature of
the SPIRIT system:
ACTIONOUTCOME
1. Press the MEMORY button.The speakerphone will turn on
automatically. (If you want to use the
receiver, just lift it.)
2. Dial “0” (zero).You will reach the number you last
dialed on the phone.
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							Reserving Line
Reserving A Line
Many organizations now have special long-distance lines; for example, a WATS line that
allows you to make long-distance calls at a reduced rate. Let’s say you want to make a
lengthy long-distance call and plan to use the WATS line but someone else is using it.
Rather than constantly checking your phone to see if the indicator light is off (signifying
the line is not in use), you would like to be notified when it’s available.
With the SPIRIT system, you may reserve a line that is busy and be “told” when it’s
available.
1.
2.
3.
ACTION
OUTCOME
Without lifting the receiver, pressWhen the line become free you will
the button of the line you want to
hear three SHORT RINGS every four
reserve. Because the line is in use
seconds for twelve seconds. You will
by someone other than you, the
also see the corresponding light
light will be steadily ON.
pattern of SHORT ON, SHORT OFF.
Lift the receiver or press the
The short rings will stop. You’ll hear a
SPEAKER button.dial tone; an indicator light will go on.
Place your call.
NOW YOU TRY IT . . .
Ask a co-worker to occupy a specific line on his/her phone for a few
minutes (s/he need only press that line button and lift the receiver).
From your phone you will see that line’s indicator light steadily ON.
Follow STEP 1 above. When your co-worker hangs up, you will hear
three SHORT RINGS. Lift the receiver to stop the ringing.
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							Picking Up Call
Picking Up Another’s Call
Suppose your co-worker in the office next to you has stepped out for coffee. You hear
his phone ring with the two short rings of an outside call. You want to answer it for him.
Rather than running to his desk and risk missing the call, you answer it from your own
desk.
ACTIONOUTCOME
On a 6-Button Phone:
1.
2.
3.
4.Press the INTERCOM button.
Lift the receiver or press the
SPEAKER button.
Dial “ H ” and “8.”
Dial the intercom extension number
of the station receiving the call.
On a 24-Button Phone:You will hear a tone and the light
above the intercom button will go on.
You will be connected with the caller.
1.
2.
3.
4.Press the INTERCOM button.
Lift the receiver or press the
SPEAKER button.
Dial “ H ” and “8.”
Press the auto-dial button of theYou will be connected with the caller. You will hear a tone and the light
above the intercom button will go on.
station receiving the call.
NOW YOU TRY IT . . .
You’ll need three phones to try this one out. Ask co-worker A to call co-
worker B on the intercom. Ask co-worker B not to answer it. You,
knowing B’s intercom extension number, can follow STEPS 1 through 4
above.
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							Hold
Placing A Call On Hold
You will need to place calls on hold for a variety of reasons - to check your calender, to
ask a colleague’s opinion, to get a file from your cabinet.
It’s simple, and the same for both intercom and outside calls.
ACTIONOUTCOME
1. Press the HOLD/PAUSE button.The call will remain connected but the
caller will not hear anything nor be
heard. The light will repeat SHORT
ON, VERY LONG OFF while the
person is holding.
To prevent those at other stations from accidentally picking up the call you’ve placed on
hold, you merely: (This is only necessary on outside lines. An intercom call cannot be
retrieved from a third set.)
ACTIONOUTCOME
1. Press the HOLD/PAUSE button
Same as above, but the call may be
a second time.retrieved only at your phone..
To get reconnected with an outside call, press the held line button; with an inside call,
press the held INTERCOM button.
Being Reminded Of A Call On Hold
Occasionally after you’ve put a call on hold you get sidetracked and forget about it. The
person waiting on the other end is keenly aware that you have forgotten him or her.
The SPIRIT system can remind you that you have a call waiting. If you have not picked
up a held call after one minute (or more, depending on how it is programmed), your
phone will give you a periodic short ring to remind you that someone is waiting. You
needn’t do anything to use this feature –it’s automatic (unless your system has been
programmed at the “0” setting, for 
no Held Call Reminder feature).
NOW YOU TRY IT . . .
Ask your friend on the outside (outside line) or a co-worker (intercom) to
let you put him/her on hold. Say that you will be leaving him/her on hold
for a little longer than a minute. Put the person on hold and wait for the
reminder. If an outside person is helping you, press the held line button
to reconnect; press INTERCOM for a co-worker.
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							Transferring Calls
Transferring A Call
Sometimes calls come in to your phone that should have gone to someone else’s. Or
you may finish talking with someone and want to reroute the call to another internal
person. Transferring with the SPIRIT system is easy.
ACTIONOUTCOME
On a 6-Button Phone:
1.
2.
3.Press the TRANSFER button.Call is automatically placed on “hold”
such that the caller cannot hear you or
be heard.
Dial the intercom extension numberThe person at that station will hear
of the person to whom you want toONE SHORT, ONE LONG ring,
transfer the call.signifying the call has been
transferred.
Hang up.
On a 24-Button Phone:
1.
2.
3.Press the TRANSFER button.Call is automatically placed on “hold”
such that the caller cannot hear you or
be heard.
Press the auto-dial button of theThe person at that station will hear
person to whom you want toONE SHORT, ONE LONG ring,
transfer the call.signifying the call has been
transferred.
Hang up.
This feature works for transferring outside calls only; you cannot transfer inercom calls.
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							Transferred Calls
Getting Back A Transferred Call
When calling someone it’s aggravating to be transferred and then only hear endless
ringing – the person isn’t there. Usually you have to hang up and call back to leave a
message with someone. With the SPIRIT system, callers are automatically “sent back”
to the original person whom they were talking. If you send a call to a line that is
busy, the busy party will hear an abbreviated ring. If s/he doesn’t answer it within twelve
seconds the call will return to you.
You will know that a transferred call is being returned to you because you will:
lHear three SHORT RINGS, and
lSee a repeated light flashing pattern of SHORT ON, SHORT OFF until you answer
the phone.
lAt a 24-button set, the busy light associated with the phone to which the call was
transferred will flash rapidly.
To respond to a returned transferred call:
ACTIONOUTCOME
1. Pick up the receiver or press theYou will be re-connected with the
SPEAKER button.transferred party.
NOW YOU TRY IT . . .
Ask a co-worker to wait for the phone to ring, but not answer it. Call a
friend on the outside who is willing to help you and transfer him to your
co-worker. When s/he does not answer the call, wait for it to come back to
you. Listen for the special ring and watch for the light flashing pattern.
Then take the action step above.
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