Inter-Tel Axxess Analog Keyset And Axxessory Talk Voice Mail Guide

							





	







	

Part No. 550.8110
Issue 5.1, March, 2000 
						

							If you have questions or comments about this User 
Guide, contact Inter-Tel Technical Publications at:
[email protected] 
						

							i CONTENTS PAGE©Inter-Tel Integrated Systems, Inc. 9/99 printed in USA
Welcome . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .  1
About This Guide  . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .  1
Quick-Start Instructions   . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .  1
About Your Phone  . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .  1
Feature Key Functions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .  2
About Your Phone System   . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .  3
What You See And Hear  . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .  3
What The Administrators Can Do For You. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .  4
About AXXESSORY Talk Voice Mail  . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .  5
Initializing Your Mailbox . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .  5
Telephone System Features . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .  6
Intercom Calls   . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .  6
Placing Intercom Calls . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .  6
Receiving Intercom Calls . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .  7
Outside Calls   . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .  8
Placing Outside Calls . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .  8
Answering Outside Calls  . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .  9
Using Account Codes. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .  9
Call Screening  . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .  10
Call Waiting  . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 10
Displaying Date, Time, Name, and Extension Number  . . . . . . . . . . . . . . . . . . . . . . . . .  10
Displaying The Outside Party’s Name . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .  11
Performing A “Hookflash” During A Call . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .  11
Placing Calls On Hold  . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 11
Using The Speaker And Microphone  . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .  12
Muting The Microphone . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .  12
“Group Listen” Using The Speaker  . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .  12
Placing Conference Calls   . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .  13
Using The Message Key   . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .  14
Leaving Messages . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .  14
Receiving Messages  . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .  15
Transferring Calls   . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .  16
Transferring To Another Extension  . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .  16
Transferring To Voice Mail . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .  16
Transferring To An Outside Number  . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .  16
To Pick Up (Reverse Transfer) A Call From Another Extension: . . . . . . . . . . . . . . . . . .  16
Forwarding Calls   . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .  17
Manual Call Forwarding . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .  17
Automatic System Forwarding . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .  17
Station Speed Dialing   . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 18
Storing Speed-Dial Numbers On Your Phone . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .  18
Dialing Station Speed-Dial Numbers  . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .  19
System Speed Dialing  . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 19 
						

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CONTENTS PAGE
Redialing A Number . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 20
Using The Directories   . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 21
Using Do-Not-Disturb Mode   . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .  22
Using Record-A-Call   . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 23
Paging  . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .  23
Making Pages  . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .  23
To Turn Paging On Or Off  . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .  23
Reminder Messages   . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 24
Remote Feature Access   . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .  25
Remote Access Password . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .  25
Remote Feature Access. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .  25
Programming Your Feature Keys  . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .  26
Setting User Preferences   . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .  27
Change Volume Levels  . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .  27
Select Ring Tone . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .  27
Background Music . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .  27
Returning To Default Operation . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .  27
Standard And Alternate Keymaps  . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .  28
Automatic Call Answer . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .  28
Multilingual Capability  . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .  28
Secondary Extension Appearances  . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .  29
Agent Help   . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .  30
Instructions For Hunt Groups . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .  31
To Turn On Or Off Hunt Group Calls . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .  31
ACD Hunt Groups  . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .  31
Voice Mail Features . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .  34
Entering Your Mailbox  . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 34
Listening To Messages  . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 35
Undeleting Voice Mail Messages   . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .  36
Sending Messages . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 37
Canceling Unheard Messages   . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .  38
Personal Options  . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .  39
Recording Your Personal Greetings  . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .  39
Recording Your Voice Mail Directory Name . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .  40
Mailbox Password  . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .  40
Voice Mail Message Envelope Contents  . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .  41
Remote Messaging  . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .  41
Fax Destination  . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .  42
Call Screening Transfer Method  . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .  43
Using The Voice Mail Directory   . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .  44
Default Feature Codes. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .  45 
						

							ABOUT THIS GUIDE
1AXXESS Analog Keyset and AXXESSORY Talk Guide


ABOUT THIS GUIDE
This user guide contains instructions for using the Inter-Tel Analog Keysets on the
AXXESS telephone system and the AXXESSORY Talk Voice Mail system.
The tabs on the edge of each page will help you find the features more quickly.
•Keyset and Telephone System feature pages have tabs at the top of the page like
the one shown at right.
•Voice Mail feature pages have tabs in the middle of the page.
•Default Feature Code pages have the tab at the bottom of the page.
Note The AXXESS telephone system is a very flexible, programmable system.
Depending on the version of software your system uses and your system’s custom pro-
gramming, the procedures for using the features might vary slightly from the descrip-
tions in this guide. If so, your trainer or system administrator can tell you how your
system differs and how to use the features. If your telephone system uses a different
voice mail system, you will be provided with a separate user guide for that system.
QUICK-START INSTRUCTIONS
For quick access to basic instructions, refer to the Quick Reference Guide attached to
the center of this user guide. It also includes a tear-out pocket guide that has instruc-
tions for the features you are likely to use while away from the office (Remote Fea-
ture Access and Voice Mail).
ABOUT YOUR PHONE
The buttons on your phone are called “keys,” which is why the phone is called a
“Keyset.” The keys are used for dialing and for access to the features of the AXXESS
telephone system and AXXESSORY Talk voice mail system.
Analog keysets are available in display and non-display models. The display keysets
have two-line displays with 16 characters per line. When the keyset is not in use, the
display shows the extension number, user name, time of day, and date. Other displays
include: reminder messages, do-not-disturb messages, numbers dialed, call sources,
elapsed time of calls, current call costs, error messages, etc 
						

							2
ABOUT YOUR PHONE
AXXESS Analog Keyset and AXXESSORY Talk Guide
Feature Key Functions
The AXXESS telephone system is designed to allow customized feature key layouts.
Your trainer or system administrator can tell you how your specific phone is arranged.
Also, if your phone has been reprogrammed so that its feature keys do not match the
feature keys described in this user guide, refer to the Inter-Tel AXXESS Administra-
tor’s Guide for procedures on using feature codes. Default feature codes are listed at
the back of this user guide.
KEYFUNCTIONACTIONREFERENCE 
PAGE NUMBERS
Answer call
Press page 7, 9
Place call
Press   and dial numberpage 8
CALL or 
LINE
Answer a call or select an 
outside linePress unlit key to select an outside 
line or flashing key to answer a callpage 7, 9
Access intercom call
Press  to access the callpage 6
Use Do-Not-Disturb mode
Press unlit  to turn on Do-Not-
Disturb or press lit key to turn it offpage 22
Place a conference call
Press  and dial numbers you 
would like to add to the conferencepage 13
Put call on hold
Press  page 11
Transfer a call
Press  and dial destination 
numberpage 16
View or dial system speed 
dial numbersPress   to view the number or 
select a line then press the key to dialpage 19
Redial a telephone number
Press page 20
Put a call on the speaker
Press  and hang up
Leave or listen to a message
Press 
page 14
Mute the microphone
Press page 12
Forward call
Press  and dial destination 
numberpage 17
Adjust volume during call
Press   increase or   to 
decrease the volumepage 27
Special key If the Special key is required for fea-
ture code entry in your telephone 
system, you must always press it 
before dialing a feature code. Other-
wise, you only need it to enter a fea-
ture code while on a call
ANSWERANSWER
OUTGOINGOUTGOING
ICIC
DNDDND
CNFCNF
HOLDHOLD
TRANSFERTRANSFER
SYS SPDSYS SPD
REDIALREDIAL
SPKRSPKR
MSGMSG
MUTEMUTE
FWDFWD
VOL UP
VOL DN
VOL UPVOL DN
SPCL 
						

							ABOUT YOUR PHONE SYSTEM
3AXXESS Analog Keyset and AXXESSORY Talk Guide
ABOUT YOUR PHONE SYSTEM
What You See And Hear
There are a few things you should know about the Inter-Tel AXXESS telephone sys-
tem before you use your phone:
•Your telephone system may have one dial tone for both intercom calls and out-
side calls. Or, it may be programmed to have two dial tones: (1) When you lift
the handset or press the   key, you hear intercom dial tone. (2) When you
select an outgoing line, you hear standard outside dial tone.
•Many features “time out” if you wait too long before performing the next step. If
this happens, you must start over.
•Four fast tones or repeating fast tones signal that you made a mistake, tried to
select a restricted line, dialed a restricted or invalid number, dialed too slowly
between digits, or waited too long before performing the next step. If you hear
this signal, hang up and try again.
•Each phone in your telephone system has an extension number that allows you to
place intercom calls to it. Some phones belong to “hunt groups” that have special
extension numbers which route your call through the phones in the group. Your
trainer or system administrator can provide you with a list of extension numbers
for your telephone system. 
•In this guide, keys equipped with lamps are represented as unlit, lit, or flashing.
For example, an unlit conference (CNF) key is represented as  , a lit CNF
key is  , and a flashing CNF key is  .
•A phone is considered to be “off hook” when either the handset is lifted or the
speakerphone is on (the   key is lit). You can hang up or be “on hook” by
placing the handset in the cradle or turning the speakerphone off. When a call is
on the speakerphone, the call is in “handsfree” mode.
SPKR
CNF
CNFCNF
SPKR 
						

							4
ABOUT YOUR PHONE SYSTEM
AXXESS Analog Keyset and AXXESSORY Talk Guide
What The Administrators Can Do For You
There are two types of Administrators: AXXESS System Administrator and AXXES-
SORY Talk Voice Mail Administrator. Often these duties are assigned to the same
person or a small group of people.
•System Administrator: There are certain telephone system functions that can be
performed for you only by the System Administrator. These include:
—Set the date and time
—Program system speed-dial numbers
—Make database changes, such as programming user names, toll restriction,
do-not-disturb messages, and extension numbers
•Voice Mail Administrator: The AXXESSORY Talk Voice Mail Administrator
has a special type of voice mailbox that allows him or her to perform the follow-
ing tasks:
—Record a broadcast message that is sent to all mailboxes at once
—Perform mailbox maintenance (such as changing your password)
—Customize voice mail prompts
If you are a system administrator or need more information than this guide covers,
refer to the Inter-Tel AXXESS Administrator’s Guide (part number 550.8001).  
						

							ABOUT AXXESSORY TALK VOICE MAIL
5AXXESS Analog Keyset and AXXESSORY Talk Guide
ABOUT AXXESSORY TALK VOICE MAIL
The AXXESSORY Talk Voice Mail system allows callers to send and receive
recorded messages from any station or touch-tone telephone.
The telephone system users are assigned “voice mailboxes” that usually have numbers
that match the users’ extension numbers. However, sometimes an “unassociated”
mailbox can be programmed to signal a non-matching extension number when it
receives a message.
When they first reach the voice mail system, callers hear the Voice Mail company
greeting and recorded instructions that tell them how to access the voice mailboxes.
Once in a mailbox, they hear the mailbox owner’s personal greeting.
To make it easier to send messages to a large group of people, the Voice Mail System
Administrator can program “group lists” of mailboxes. These lists can be used by any
voice mail user by entering the group list’s number instead of a mailbox number. 
Initializing Your Mailbox
The first time you use your voice mailbox, you must initialize it. The Voice Mail sys-
tem will instruct you to:
•Change the default password number to a personal password
•Record a name to identify yourself in the company directory
•Listen to the Voice Mail introduction
To initialize your mailbox:
—Dial the Voice Mail extension number. (You hear the main menu.)
—Press   to identify yourself as a subscriber.
—Enter your mailbox number and default password. (Your default password is your
mailbox number.)
—If you want a password, enter a new password using digits 0-9 (up to 12 digits).
Then press  . Voice Mail plays back your password.
If you do not want to use a password, just press  .
—Press 
 to accept the entry. (Or, press  if you wish to re-enter your pass-
word.) The system prompts you to record your directory name.
—After the tone, record your first and last name. When finished, press  .
—Press 
 again to accept the name. (Or, press  to replay the name you just
recorded, press 
 to add to your name, or press  to erase and re-record it.)
—The system then plays a prompt that introduces you to the basic Voice Mail fea-
tures. (You can skip this introduction by pressing  , if desired.)
For complete instructions on using AXXESSORY Talk Voice Mail, see page 34.
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INTERCOM CALLS
AXXESS Analog Keyset and AXXESSORY Talk Guide
	


INTERCOM CALLS
Placing Intercom Calls
The Basics
To place an intercom call:
—With or without the handset lifted, dial an extension number.
—If your call goes through handsfree to a keyset’s speaker, speak after you hear a
double tone.
If you hear continuous ringing, wait for the call to be answered.
Options
If you want to place a non-handsfree call that will ring at the other keyset until
answered:
—Press   before dialing the extension number.
Your phone can be programmed to always
 send non-handsfree calls using the “Ring
Intercom Always” feature. To enable or cancel the Ring Intercom Always feature:
—With the handset in the cradle, dial  .
If there is no answer or the phone is busy when you place an intercom call, you can
leave a message:
—Press  . Then hang up OR wait for their message center to answer. (See
page 14 for more Message options.)
If the phone is busy when you place an intercom call, you can do any of the follow-
ing:
—You can stay on the line and wait for the phone to become available: Do not hang
up. After a system timer expires, you hear music until the phone is available.
(You cannot do this if the called phone is in do-not-disturb mode.)
—To request a callback (queue on to the phone): Press   and hang up. When the
phone is available, your phone rings. (To cancel the queue request before the call-
back, press 
.)
—You can use the “Off-Hook Voice Announce” feature (if the called keyset is pro-
grammed for it): This allows you to talk to the keyset user on his or her handsfree
speakerphone, even though the user already has a call in progress on the handset.
Do not hang up. After the busy signals stop, you are automatically connected and
may speak. (If you hear music, or if the phone is in do-not-disturb mode, your
off-hook voice announce call will not go through.)
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MSG
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