Inter-Tel Axxess Standard And Basic Digital Keysets And Axxessory Talk Voice Mail Guide

							





	
	
	






	






Part No. 550.8109
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
The Standard Digital Keyset  . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .  2
The Basic Digital Keyset  . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .  3
Feature Key Functions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .  4
About Your Phone System   . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .  5
What You See And Hear  . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .  5
What The Administrators Can Do For You. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .  6
About AXXESSORY Talk Voice Mail  . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .  7
Initializing Your Mailbox . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .  7
Telephone System Features . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .  8
Intercom Calls   . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .  8
Placing Intercom Calls . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .  8
Receiving Intercom Calls . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .  9
Outside Calls   . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .  10
Placing Outside Calls . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .  10
Answering Outside Calls  . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .  11
Using Account Codes. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .  11
Call Screening  . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .  12
Call Waiting  . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 12
Displaying Date, Time, Name, and Extension Number  . . . . . . . . . . . . . . . . . . . . . . . . .  12
Displaying The Outside Party’s Name . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .  13
Performing A “Hookflash” During A Call . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .  13
Placing Calls On Hold  . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 13
Using The Speaker And Microphone  . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .  14
Muting The Microphone . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .  14
“Group Listen” Using The Speaker  . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .  14
Placing Conference Calls   . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .  15
Using The Message Key   . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .  16
Leaving Messages . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .  16
Receiving Messages  . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .  17
Transferring Calls   . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .  18
Transferring To Another Extension  . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .  18
Transferring To Voice Mail . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .  18
Transferring To An Outside Number  . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .  18
To Pick Up (Reverse Transfer) A Call From Another Extension: . . . . . . . . . . . . . . . . . .  18
Forwarding Calls   . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .  19
Manual Call Forwarding . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .  19
Automatic System Forwarding . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .  19
Station Speed Dialing   . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 20
Storing Speed-Dial Numbers On Your Phone . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .  20
Dialing Station Speed-Dial Numbers  . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .  21 
						

							ii
CONTENTS PAGE
System Speed Dialing  . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 21
Redialing A Number . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 22
Using The Directories   . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 23
Using Do-Not-Disturb Mode   . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .  24
Using Record-A-Call   . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 25
Paging  . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .  26
Making Pages  . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .  26
To Turn Paging On Or Off  . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .  26
Reminder Messages   . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 27
Remote Feature Access   . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .  28
Remote Access Password . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .  28
Remote Feature Access. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .  28
Programming Your Feature Keys  . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .  30
Setting User Preferences   . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .  31
Change Volume Levels  . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .  31
Select Ring Tone . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .  31
Background Music . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .  31
Returning To Default Operation . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .  31
Standard And Alternate Keymaps  . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .  32
Automatic Call Answer . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .  32
Multilingual Capability  . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .  32
Secondary Extension Appearances  . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .  33
Agent Help   . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .  34
Instructions For Hunt Groups . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .  35
To Turn On Or Off Hunt Group Calls . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .  35
ACD Hunt Groups  . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .  35
Voice Mail Features . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .  38
Entering Your Mailbox  . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 38
Listening To Messages  . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 39
Undeleting Voice Mail Messages   . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .  40
Sending Messages . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 41
Canceling Unheard Messages   . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .  42
Personal Options  . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .  43
Recording Your Personal Greetings  . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .  43
Recording Your Voice Mail Directory Name . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .  44
Mailbox Password  . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .  44
Voice Mail Message Envelope Contents  . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .  45
Remote Messaging  . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .  45
Fax Destination  . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .  46
Call Screening Transfer Method  . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .  47
Using The Voice Mail Directory   . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .  48
Default Feature Codes. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .  49 
						

							ABOUT THIS GUIDE
1AXXESS Standard and Basic Keyset and AXXESSORY Talk Guide


ABOUT THIS GUIDE
This user guide contains instructions for using the Inter-Tel AXXESS Standard and
Basic Digital Keysets 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 Stan-
dard or Basic “Keyset.” The keys are used for dialing and for access to the features of
the AXXESS telephone system and AXXESSORY Talk voice mail system.
The Standard and Basic Keysets are shown on the next two pages.
Basic keysets are available in non-display models only. Standard keysets are available
in both display and non-display models. The Standard 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 Standard and Basic Keyset and AXXESSORY Talk Guide
The Standard Digital Keyset
OPTIONAL LCD WITH TWO
16-CHARACTER LINES HEARING AID-COMPATIBLE
(HAC) HANDSET
FEATURE
KEYS
12-KEY
PUSHBUTTON
KEYPAD
HANDSFREE
MICROPHONE RING AND VOICE
VOLUME 
CONTROLS INTERNAL
SPEAKER
FEATURE
KEYS
SPECIAL
KEY
(underneath edge)
NOTE The keys are shown as they appear in the default keymap configuration.
SPKR MSG
MUTE FWD
∞
CALL 1
CALL 2
CALL 3
CALL 4
IC
DID
CNF
ANSWER
OUTGOING
HOLD
SYS SPDL REDIALTRANSFER
12 3
45 6
78 9
0#DEF
PRS TUV WXYABC
MNO JKL GHI
*OPER
REDIAL 
						

							ABOUT YOUR PHONE
3AXXESS Standard and Basic Keyset and AXXESSORY Talk Guide
The Basic Digital Keyset
HEARING AID-COMPATIBLE
(HAC) HANDSETFEATURE
KEYS
12-KEY
PUSHBUTTON
KEYPAD HANDSFREE
MICROPHONE RING AND VOICE
VOLUME 
CONTROLS INTERNAL
SPEAKER
FEATURE
KEYS
SPECIAL
KEY
(underneath edge)
NOTE The keys are shown as they appear in the default keymap configuration.
SPKR MSG
MUTE FWD
∞
CALL 1
CALL 2
CALL 3
CALL 4IC
DND
CNF
ANSWER
OUTGOI NG
HOLD
SYS SPDL REDIALTRANSFER
12 3
45 6
78 9
0#DEF
PRS TUV WXYABC
MNO JKL GHI
*OPER 
						

							4
ABOUT YOUR PHONE
AXXESS Standard and Basic 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 
PG NUMBERS
Answer call
Press page 9, 11
Place call
Press   and dial numberpage 10
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 9, 11
Access intercom call
Press  to access the callpage 8
Use Do-Not-Disturb 
modePress unlit  to turn on Do-Not-
Disturb or press lit key to turn it offpage 24
Place a conference call
Press  and dial numbers you 
would like to add to the conferencepage 15
Put call on hold
Press  page 13
Transfer a call
Press  and dial destination 
numberpage 18
View or dial system 
speed dial numbersPress   to view the number or 
select a line then press the key to dialpage 21
Redial a telephone num-
berPress page 22
Put a call on the speaker
Press  and hang up
Leave or listen to a mes-
sagePress 
page 16
Mute the microphone
Press page 14
Forward call
Press  and dial destination 
numberpage 19
Adjust volume during call Press the high or low end of the key 
to increase or decrease the volumepage 31
Special key If the Special key is required for fea-
ture code entry in your telephone 
system, you must always press 
 before dialing a feature code. 
Otherwise, you only need it to enter a 
feature code while on a call
ANSWERANSWER
OUTGOINGOUTGOING
ICIC
DNDDND
CNFCNF
HOLDHOLD
TRANSFERTRANSFER
SYS SPDSYS SPD
REDIALREDIAL
SPKRSPKR
MSGMSG
MUTEMUTE
FWDFWD
∞
∞ 
						

							ABOUT YOUR PHONE SYSTEM
5AXXESS Standard and Basic 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. 
•Some keyset models have red/green lamps in the feature keys. If you have one of
these keysets, and your telephone system is programmed to use them, the lamps
will be green if the associated call is ringing, holding, or active on your phone
and will be red if the call is on another phone. (An exception to this would be if
the programmer has determined that calls that ring in directly to your phone will
always have red lamps.)
•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 
						

							6
ABOUT YOUR PHONE SYSTEM
AXXESS Standard and Basic 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).