8500 User Guide AXXESS 8500PV

User Manual: AXXESS 8500

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Model 8500
User Guide
1
QUICK REFERENCE GUIDE TO
FREQUENTLY-USED FEATURES
These are the basic instructions for the most frequently-used telephone and
voice mail features for Inter-Tel endpoints. For detailed information about these
and other features, refer to the complete instructions in the appropriate user
guide.
PLACING AN INTERCOM CALL
1. Dial an extension number.
2. If your call goes through handsfree to the called endpoint’s speaker, speak
after you hear a double tone.
If you hear continuous ringing, wait for the call to be answered.
PLACING AN OUTSIDE CALL
1. With or without the handset lifted, press or dial the Outgoing Call
feature code (the default feature code is ).
2. Dial the desired number. (If you hear a single progress tone, you must dial
an account code before you can place your call.)
ANSWERING AN INTERCOM OR OUTSIDE CALL
EITHER, Respond handsfree (if enabled).
OR, Lift the handset for privacy.
OR, Press , , or .
OR, Press the flashing (Intercom) button.
PLACING A CALL ON HOLD
While on a call, press or . Hang up or place another call. To return to
the call, lift the handset an then press , , or the flashing button.
PLACING AN EMERGENCY CALL
Dial (in the U.S.) or (in Europe) to automatically place a
call to the system’s programmed emergency number. You do not have to select
an outside line first.
CAUTION
If you are using an IP or SIP endpoint, consult your system administrator
and your local Inter-Tel servicing company for important information about
dialing emergency services before you begin using it.
OUTGOING
8
SPKR ANSWER
IC
HOLD
HOLD
91 1 9 9 9
© Inter-Tel, Inc. January 2005 printed in US Part no. 835.2449-4
2
PLACING A CONFERENCE CALL
1. While on the first call, press . The call is now on hold.
2. Place an intercom or outside call, then press the flashing button to
place the call on hold. (If necessary, repeat this step to place a third call on
hold.)
3. Press the flashing button to join all of the calls together in the con-
ference.
NOTE: Conference calls are limited to three parties on SIP endpoints.
FORWARDING CALLS
1. Press . (Six-line display model users must then select a menu button.)
2. Do one of the following:
•To forward to an outside telephone number: Select an outside line
and dial a telephone number.
•To forward to an extension number: Dial the extension number.
•To forward to your voice mailbox: Dial the voice mail extension.
To cancel call forwarding:
1. Press .
2. If you have a six-line display endpoint, press the FWD OFF menu button.
If you have a non-display or two-line display endpoint, press , , or
lift and replace the handset.
RESPONDING TO A WAITING CALL
If you hear a “call waiting” tone through your handset or headset, either end
your current call or place it on hold. Then press , , , or the
flashing button.
CHANGING VOLUME LEVELS
EITHER, Press the high ( ) or low ( )end of the Volume button.
OR, Press the Up or Down arrow on the Volume button.
OR, Press the VOL UP or VOL DN button.
To save your change:
EITHER, Press both ends of the Volume button at the same time.
OR, Press the middle of the Volume button.
OR, Press both VOL UP and VOL DN buttons at the same time.
REDIALING A NUMBER
Select an outside line and press or dial . The number is auto-
matically dialed.
CNF
CNF
CNF
FWD
FWD
SPKR
SPKR ANSWER
REDIAL 380
3
PAGING
1. Lift the handset and press or dial .
2. Dial the desired page zone number (0-9).
3. After the tone, make your announcement and hang up.
NOTE: The Page feature is not supported in SIP mode.
TRANSFERRING A CALL TO AN EXTENSION/OUTSIDE NUMBER
1. Press or .
2. Dial the desired extension or telephone number.
3. 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 ,
, or the flashing button to return to the caller. (Press for SIP
mode.)
TRANSFERRING A CALL TO VOICE MAIL
1. Press or .
2. Dial the voice mail extension number.
3. Hang up to send the call to the voice mail menu (so that the caller can enter
the mailbox number).
USING REVERSE TRANSFER (CALL PICKUP)
1. Lift the handset and dial .
2. Dial the extension number where the call is ringing or holding.
ACCESSING YOUR MAILBOX
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 button is lit and you have a message from voice mail:
1. Lift the handset or press or press .
2. Press . A call is automatically placed to the voice mail system.
3. Enter your personal password and press .
If your button is not lit:
1. Dial the voice mail extension number. (You hear the main menu.)
2. During or after the greeting, say “Login” or press to identify yourself as a
subscriber.
3. Say or enter your mailbox number.
4. Enter your mailbox password (if programmed). Then press .
PAGE 7
TRANSFER XFR
SPKR
TRANSFER XFR
4
MSG
SPKR
MSG
#
MSG
#
4
ACCESSING VOICE MAIL MESSAGES
1. Access your mailbox as described on page 3.
2. If E-Mail Reader is enabled for your mailbox, say “Voice Mail” or press .
If E-Mail Reader is not enabled for your mailbox, skip this step.
3. Select one of the following:
• Say “New” or press to listen to new messages.
• Say “Saved” or press to listen to saved messages.
4. While you are listening to a message, you can use the following options:
• Say “Skip” or press to skip to the end of the recording.
• Say “Backup” or press to back up.
• Say “Pause” or press to pause. (Press to continue.)
• Say “Forward” or press to skip ahead.
• Say “Lower” or press to lower the volume.
• Say “Envelope” or press to play the message envelope.
• Say “Higher” or press to raise the volume.
• Say “Save” or press to save the new message in your mailbox.
• Say “Delete” or press to delete the message from your mailbox.
5. When the message has finished playing, you have the following options:
• Say “Replay” or press to replay the message from the beginning.
• Say “Reply” or press to reply to the message.
• Say “Forward” or press to forward a copy of the message.
• Say “Previous” or press to listen to the previous message.
• Say “Envelope” or press to play the introductory message envelope.
• Say “Next” or press to listen to the next message.
• Say “Save” or press to save the new message in your mailbox.
• Say “Delete” or press to delete the message from your mailbox.
RECORDING AND SENDING VOICE MAIL MESSAGES
1. Access your mailbox as described on page 3.
2. Say “Record” or press .
3. Say or enter the mailbox number where you want to leave the message.
4. Say “Yes” or press to accept the subscriber’s name.
5. Record your message after the tone.
6. When finished, hang up to deliver the message or press to access more
options.
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3
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2#
3
4
5
6
7
9
1
2
3
4
5
6
7
9
2
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MESSAGE OPTIONS*
Below is a summary of the options you can
use when accessing messages, after playing
messages, and when recording voice mail
messages.
*Message options vary based on media type.
FEATURE CODES*
*Some feature codes may not apply to your endpoint. For a list of feature
codes specific to your endpoint, consult the user guide.
TELEPHONE SYSTEM AND
VOICE MAIL FEATURE GUIDE
USING VOICE MAIL
To access your mailbox:
1. Dial the voice mail extension number.
2. Say “Login” or press and say or enter
your mailbox number.
3. Enter your password and press .
4. Voice mail plays the main menu for your
mailbox type and guides you through the
available options.
STANDARD VOICE MAILBOX MAIN MENU:
ADVANCED MAILBOX MAIN MENU:
#LISTENING TO MSG AFTER MSG PLAYS LEAVING MSG
1 Back Up Replay the
message
Replay the
message
2 Pause Reply to the
message
Append the
message
3 Skip forward Forward a copy Erase and
re-record
4 Lower volume Listen to previ-
ous msg
—
5 Play envelope Play envelope —
6 Increase vol-
ume
Listen to next
message
—
7 — Save the
message
—
8———
9 — Delete the
message
Access deliv-
ery options
* — — Cancel
# Skip to end — Send message
and exit
CODE FEATURE NAME CODE FEATURE NAME
391 Account Code – All Calls 324 Hunt Group Remove/Replace
390 Account Code – Optional 303 LCD Contrast Control
326 ACD Agent Log In 365 Message
327 ACD Agent Log Out 366 Message - Cancel Msg Left
328 ACD Agent Log In/out 368 Message -Cancel Msg On Endpt.
329 ACD Agent Wrap-up Term. 367 Message - Silent
375 Agent Help Request 314 Microphone Mute
376 Agent Help Reject 7Page
361 Automatic Intercom Access 325 Page Remove/Replace
360 Automatic Line Access 397 Program Buttons
350 Automatic Line Answer 392 Program Station Password
313 Background Music 6Queue (Callback) Request
355 Call Forward All Calls 385 Record-A-Call
357 Call Forward If Busy 380 Redial
356 Call Forward If No Answer 331 Redirect Call
358 Call Fwd. If No Answer/Busy 305 Reminder Message
5Conference 306 Reminder Message Cancel
394 Default Station 359 Remote Programming
307 Directory 4Reverse Transfer
300 Display Time And Date 396 Review Buttons
372 Do-Not-Disturb On/Off 377 Ring Intercom Always On/off
373 Do-Not-Disturb Override 398 Ring Tone Selection
395 Feature Button Default 382 Station Speed Dial
312 Group Listen 383 Station Speed Dial Program
319 Handsfree On/Off 354 System Forward On/Off
317 Headset On/Off 381 System Speed Dial
336 Hold – Individual 399 Switch Keymap
335 Hold – System 346 Transfer To Hold
330 Hookflash (Recall in Europe) 345 Transfer To Ring
TO... SAY PRESS
Access new voice mail messages “New” 1
Record voice mail messages “Record” 2
Access saved voice mail messages “Saved” 3
Access personal mailbox options “Personal” 4
Access message options “Options” 5
Disable Automatic Speech Recognition “Disable” 8
TO... SAY PRESS
Access voice mail messages “Voice mail” 1
Record voice mail messages “Record” 2
Access e-mail messages “E-mail” 3
Access personal mailbox options “Personal” 4
Access message options “Options” 5
Access faxes “Facsimile” 6
Disable Automatic Speech Recognition “Disable” 8
#
REMOTE FEATURE ACCESS
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.
To use Remote Feature Access:
1. EITHER, call _______________ (number
provided by your system administrator). If
required, enter your password.
OR, use any endpoint on the system.
2. Enter .
3. Enter your extension number.
4. Enter your password and press . You
can now use the features described below
and at right.
To change the station password:
1. Enter .
2. Enter your current password and press .
3. Enter the new password and press .
4. Enter the new password again for verifica-
tion and press .
To turn on Do-Not-Disturb:
1. Enter .
2. Enter message number 01-20 (see the
default DND message list below).
3. If desired, enter the optional second-line
message text (see the dialpad character
chart on the next page).
4. Hang up.
To turn off Do-Not-Disturb:
Enter and hang up.
DO-NOT-DISTURB MESSAGES
*VACATION is replaced by HOLIDAY in European systems.
DIALPAD CHARACTERS
NOTE: The characters associated with the 5 and 6 dialpad
digits are dependent on the software version.
To turn on Call Forward:
1. Enter one of the following Call Forward fea-
ture codes:
2. Enter an extension number or enter a line
access code followed by an outside tele-
phone number.
3. Hang up.
To turn off Call Forward:
1. Enter .
2. Press and hang up.
3 5 9
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392
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#
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01 DO-NOT-DISTURB 11 OUT OF TOWN ’TIL
02 LEAVE A MESSAGE 12 OUT OF OFFICE
03 IN MEETING UNTIL 13 OUT UNTIL
04 IN MEETING 14 WITH A CLIENT
05 ON VACATION* ’TIL 15 WITH A GUEST
06 ON VACATION*16 UNAVAILABLE
07 CALL ME AT 17 IN CONFERENCE
08 AT THE DOCTOR 18 AWAY FROM DESK
09 ON A TRIP 19 GONE HOME
10 ON BREAK 20 OUT TO LUNCH
3 7 0
371
NUMBER OF TIMES BUTTON IS PRESSED
BUTTON 12345
1-&( )1
2ABC ' 2
3DEF ! 3
4GH I * 4
5JKL# or /5
6MNOÑ or #6
7PQRS 7
8TUV?8
9WX Y Z 9
All Calls 355
If No Answer 356
If Busy 357
If No Answer/Busy 358
3 5 5
#
Notice
This Inter-Tel® user guide is released by Inter-Tel, Inc. as a guide for end-users. It pro-
vides information necessary to use the Model 8500 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 features or applications may require additional hardware and/
or specific software.
Some system features can only be accessed by an
administrator. For information about these features, see the
Frequently Asked Questions on page 83.
For sales, service, or technical support,
contact your local authorized Inter-Tel reseller.
Comments about this user guide or other
technical documentation should be directed to
Inter-Tel’s Technical Publications Department at:
Tech_Pubs@inter-tel.com
All products and services mentioned in this publication are the trademarks, service marks,
registered marks, or registered service marks of their respective owners.
Inter-Tel®, Axxess®, and Enterprise® are registered trademarks of Inter-Tel, Incorpo-
rated.
Microsoft® and Outlook® are registered trademarks of Microsoft Corporation.
iii
©Inter-Tel, Inc. April 2005 printed in US
CONTENTS PAGE
Table of Contents
FINDING YOUR WAY . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1
Welcome. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2
About This Guide . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2
About Your Endpoint . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3
About Voice Mail . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5
What You See and Hear . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 9
Software Compatibility . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 10
GETTING STARTED . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 11
Introduction . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 12
Adjusting Your Endpoint’s Viewing Angle . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 12
Setting Up Voice Mail . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 13
Making and Receiving Calls. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 16
Placing Calls On Hold. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 20
Placing Conference Calls . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 21
Transferring Calls . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 22
Using Reverse Transfer . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 23
Forwarding Calls . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 24
Redialing a Number . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 25
Using a Headset . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 26
Using the Speaker and Microphone . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 27
Using the Message Button . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 29
Accessing Your Mailbox . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 30
Disabling and Enabling ASR . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 31
Accessing Voice Mail Messages . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 32
Using Do-Not-Disturb Mode . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 38
Using Reminder Messages . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 39
MOVING ON . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 41
Introduction . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 42
Setting Endpoint Preferences . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 42
Setting Mailbox Preferences . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 45
Speed Dialing. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 51
Using Record-A-Call . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 53
Paging . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 54
FINDING YOUR WAY GETTING STARTED MOVING ON USING E-MAIL READER LEARNING MORE
iv
CONTENTS PAGE
Performing a Hookflash During a Call . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 55
Programming Your Feature Buttons . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 55
Programming Direct Station Selection Buttons . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 56
Programming Secondary Extension Buttons. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 57
Using Account Codes. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 58
Screening Calls . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 58
Using the Voice Mail Directory. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 59
Programming Remote Feature Access . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 61
Requesting Agent Help. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 63
Working in Hunt Groups. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 64
USING E-MAIL READER . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 67
Introduction . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 68
E-Mail Reader Features . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 69
Using Your Advanced Mailbox. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 70
Setting Up Your E-Mail Password . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 71
Accessing E-Mail Messages . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 73
Accessing Fax Messages. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 76
Recovering Deleted Messages . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 77
Changing Message Envelopes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 78
Voice Mail Flowchart (Advanced Mailbox) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 79
LEARNING MORE . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 81
Introduction . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 82
What the Administrators Can Do for You . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 82
Frequently Asked Questions (FAQs). . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 83
Default Feature Codes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 86
INDEX . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 91
1
Inter-Tel® Model 8500 User Guide
FINDING YOUR WAY
Finding Your Way
SECTION CONTENTS PAGE
Welcome . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2
About This Guide . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2
About Your Endpoint . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3
Feature Button Functions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4
Message Indicator Lamp . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5
About Voice Mail . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5
Enterprise Messaging. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7
Automatic Speech Recognition (ASR) . . . . . . . . . . . . . . . . . . . 8
What You See and Hear. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 9
Software Compatibility . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 10
2 Inter-Tel® Model 8500 User Guide
FINDING YOUR WAY
WELCOME
Your new Model 8500 provides access to several features, each of which is described
in this guide. The About This Guide section below lists the different sections in this
user guide and describes the type of information you can find there. If you need to
access information quickly, refer to the Quick Reference Guide attached to the front of
this guide. You can also tear out the pocket guide to keep as a handy reference for fea-
tures you are likely to use while away from the office (Remote Feature Access and
Voice Mail).
ABOUT THIS GUIDE
This guide contains instructions for using the Model 8500 on the Inter-Tel® telephone
system. To help you find information more quickly, this guide is divided into five sep-
arate sections, as indicated by the tabs.
These sections include the following:
• Finding Your Way: This section provides you with a picture of the Model 8500
and includes general information designed to help you find what you need.
• Getting Started: This section includes basic endpoint and voice mail informa-
tion, and provides instructions on how to perform everyday tasks, such as
answering calls, making calls, and using voice mail.
• Moving On: In this section you’ll learn how to use advanced endpoint and voice
mail features.
• Using E-Mail Reader: This section includes information on how to use the
advanced messaging features available with E-Mail Reader.
• Learning More: This section outlines how your administrators can help if you
experience a problem with your endpoint. It also provides you with a list of Fre-
quently 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 86) and an
index (see page 91) for easy reference.
NOTE: Because the telephone system is very flexible and programmable, the proce-
dures 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.
3
Inter-Tel® Model 8500 User Guide
FINDING YOUR WAY
ABOUT YOUR ENDPOINT
Your endpoint has two basic types of buttons in addition to a Message Indicator lamp.
• Dialpad Buttons: Allow you to enter numbers and letters.
• Feature Buttons: Provide quick access to various telephone and voice mail fea-
tures.
NOTE: This is the default configuration. Your buttons may have been programmed dif-
ferently. If you are uncertain about the configuration, ask your system administrator.
Hearing Aid-Compatible
Message Indicator Lamp
Hold Button
Volume Control
Ring and Voice
Speaker Button
Internal Speaker
12-Button Dialpad
Feature Buttons
(Underneath Edge)
Handsfree Microphone
Special Button
(HAC) Handset
4 Inter-Tel® Model 8500 User Guide
FINDING YOUR WAY
Feature Button Functions
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 Spe-
cial 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 end-
point may have been reprogrammed so that the feature buttons do not match those
described in this guide.
BUTTON IF YOU... YOU CAN... PG.
Press Answer a call. 19
Press and dial the number Place an outgoing call. 18
Press an unlit button or the flash-
ing button
Select an outside line or answer a call. 18, 19
Press Access an intercom call. 16
Press unlit or lit Enable/disable Do-Not-Disturb mode. 38
Press and dial the numbers you
would like to add to the conference
Place a conference call. 21
Press (International Hold Symbol) Put a call on hold. 20
Press and dial the destination
number
Transfer a call. 22
Press Access System Speed-Dial numbers. 53
Press Access Station Speed-Dial numbers. 51
Press Choose a page zone to place a page. 54
Press Redial a telephone number or save the
last number dialed.
25
Press and hang up Put a call on the speaker. 27
Press Leave or listen to a message. 29
Press Mute the microphone. 27
Press and dial the destination
number
Forward calls to the specified number. 24
Press the high or low end of the volume
button
Adjust volume during a call. 42
ANSWER ANSWER
OUTGOING OUTGOING
CALL CALL
IC IC
DND DND
CNF CNF
TRANSFER TRANSFER
SYS SPDL SYS SPDL
STN SPDL STN SPDL
PAGE PAGE
REDIAL REDIAL
MSG MSG
MUTE MUTE
FWD FWD
5
Inter-Tel® Model 8500 User Guide
FINDING YOUR WAY
Message Indicator Lamp
The Message Indicator lamp (located at the top, right corner of the endpoint) shows
the same indications as the button. The Message Indicator lamp flashes when-
ever 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. Check
with your system administrator if you are unsure what your endpoint’s lamp is pro-
grammed to indicate.
ABOUT VOICE MAIL
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 sub-
scriber) 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. (Unassociated mailboxes are typically used for agents
or other personnel who don’t have a permanent office.)
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. In addition, if your voice mail administrator
sets up one or more “group lists” of mailboxes, you can send a message to a group of
people by entering one number instead of everyone’s individual mailbox number.
MSG
6 Inter-Tel® Model 8500 User Guide
FINDING YOUR WAY
Inter-Tel voice mail systems support the following types of mailboxes:
• Advanced Mailbox: If E-Mail Reader is enabled for your mailbox, you have
access to voice mail, e-mail, and fax messages in your mailbox. You can also cus-
tomize your personal mailbox options, and access advanced messaging features.
See page 67 for information and instructions about using E-Mail Reader features.
For a voice mail flowchart for advanced mailbox users, see page 79.
• Standard Voice Mailbox: This type of mailbox allows you to send and receive
voice mail messages, record personal greetings, and allows you to customize per-
sonal mailbox options. 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 95.
NOTE: If you have the Enterprise® Messaging (EM) voice mail system, you also have
access to advanced communication and messaging features such as E-Mail Reader
and Automatic Speech Recognition (ARS). For more information about EM, see
page 67.
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:
•Initializing your mailbox (see page 13)
•Recording your personal greetings (see page 14)
•Recording your voice mail directory name (see page 13)
•Accessing your mailbox (see page 30)
•Disabling and enabling ASR (see page 31)
•Accessing voice mail messages (see page 32)
•Recording and sending voice mail messages (see page 35)
•Canceling unheard voice mail messages (see page 37)
•Changing your mailbox password (see page 45)
•Changing the call screening transfer method (see page 47)
•Programming a fax destination (see page 48)
•Changing the message search order (see page 48)
•Programming remote messaging (see page 49)
•Screening calls (see page 58)
•Using the voice mail directory (see page 59)
7
Inter-Tel® Model 8500 User Guide
FINDING YOUR WAY
Enterprise Messaging
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 mail-
box. The EM system provides voice mail users with the following advanced messag-
ing features:
• Automatic Speech Recognition (ASR): ASR can be enabled for the entire sys-
tem or it can be enabled for specific applications (like voice mail) or mailboxes.
When ASR is enabled for your mailbox, you can issue spoken commands to navi-
gate 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 mail-
boxes (see page 6). For more information about ASR, see page 8.
• E-Mail Reader: E-Mail Reader allows you to access voice, e-mail, and fax mes-
sages from your mailbox. For e-mail messages, E-mail Reader uses Text-to-
Speech (TTS) capabilities included with EM to convert the text in an e-mail mes-
sage to a .wav file. For fax messages, E-Mail Reader announces the fax enve-
lope. 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 informa-
tion and instructions about how to use E-Mail Reader features, see the Using E-
Mail Reader section, starting on page 67.
Consult your voice mail administrator to see if ASR and/or E-Mail Reader is enabled
for your mailbox.
NOTE: EM also includes Unified Messaging inbound and outbound faxing capabilities.
For information and instructions about Unified Messaging features, see Issue 2.3 of the
Unified Messaging User Guide, part number 550.8121.
8 Inter-Tel® Model 8500 User Guide
FINDING YOUR WAY
Automatic Speech Recognition (ASR)
Automatic Speech Recognition (ASR) is a feature available for systems using EM.
Because ASR is a very flexible feature, it can be enabled or disabled on several differ-
ent levels. 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 directo-
ries 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.
When using ASR, follow these guidelines for best results:
•When completing a mailbox-related task, either say the command each time or
press the dialpad digits each time.
•Use the handset when issuing spoken commands. Your endpoint’s speaker can
pick up background noise and other sounds, which may cause the system to mis-
interpret a command.
•When you use the dialpad digits to complete a task, you are sometimes prompted
to press to indicate to the system that you have finished entering digits. It is
not necessary to say “Pound” or “Hash” when using ASR. The silence that fol-
lows your voice command replaces the digit.
•While you are recording a message, ASR is temporarily disabled, therefore you
cannot issue spoken commands to access options like pause and erase. 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.
•You cannot use ASR to set up your e-mail password (see page 71). For security
reasons, you must enter your e-mail password characters by pressing the appro-
priate dialpad digits. Entering passwords this way prevents others from overhear-
ing your password.
•If the system cannot interpret your voice commands for three consecutive
attempts, ASR is temporarily disabled by the system for the current call. You can
still complete tasks using the dialpad digits; however, you will no longer be
prompted to say a command.
•You can temporarily disable ASR for the current call by selecting option eight
from the main menu.
#
#
9
Inter-Tel® Model 8500 User Guide
FINDING YOUR WAY
WHAT YOU SEE AND HEAR
As you can see, your Model 8500 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:
• Your telephone system may be programmed for one or two dial tones. Systems
with two dial tones have one for intercom calls and one for outside calls.
• Many features “time out” if you wait too long before performing the next step. If
this happens, you must hang up and start again.
• If you hear four fast tones or repeating fast tones, you have pressed an invalid
button combination, 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. Hang up and try again.
• Some endpoint models have red/green lamps in the feature buttons. Green indi-
cates 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 ring-
ing directly to your endpoint.
• The button lamps may be solidly lit or flashing to indicate the status of a call or
feature. To avoid confusion, this guide uses different icons to signify that a lamp
is unlit ( ), lit, ( ), or flashing ( ).
• “Off-hook” means that either the handset is lifted or the speakerphone is on ( is
lit). “On-hook” indicates that the handset is in the cradle or the speakerphone is
off. For example, you must first go “off-hook” to make a call, but you must go
“on-hook” to end a call.
• If the button and the Message Indicator lamp are lit when using a direc-
tory or entering a message, you are in alphanumeric mode, which allows you to
enter letters. If the button and the Message Indicator lamp are unlit, you
are in numeric mode and can only enter numbers and special characters.
• “Handsfree” mode indicates that a call is connected through the speakerphone
(i.e., you don’t have to lift the handset to speak). While in handsfree mode, you
can make or receive calls.
CNF CNF CNF
MSG
MSG
10 Inter-Tel® Model 8500 User Guide
FINDING YOUR WAY
SOFTWARE COMPATIBILITY
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 cur-
rently uses and if there are any features restrictions for your system.
The Model 8500 is compatible with Axxess® system software versions 7.0 and later,
and Inter-Tel® 5000 system software versions 1.1 and later.
Endpoints using Axxess software versions 3.0 to 6.x have limited functionality in the
following areas:
• The button will not work; however, you can still use this feature by dial-
ing the Station Speed-Dial feature code (see page 51).
• The button will not work; however, you can still use this feature by dial-
ing the Page feature code (see page 54).
• The Message Indicator lamp will not work; however, the button will still
function properly (see page 29).
• The , , ,
, and lamps will not
light.
The Model 8500 endpoint does not support software Axxess versions 3.0 and earlier.
NOTE: This information about compatibility applies to endpoints programmed to use
the default button locations. Your buttons may have been programmed differently. If you
are uncertain about the configuration, ask your system administrator.
STN SPDL
PAGE
MSG
TRANSFER ANSWER OUTGOING SYS SPDL REDIAL
11
Inter-Tel® Model 8500 User Guide
GETTING STARTED
Getting Started
SECTION CONTENTS PAGE
Introduction . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 12
Adjusting Your Endpoint’s Viewing Angle . . . . . . . . . . . . . . . . 12
Setting Up Voice Mail. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 13
Initializing Your Mailbox . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 13
Recording Your Personal Greetings. . . . . . . . . . . . . . . . . . . . 14
Recording Your Voice Mail Directory Name. . . . . . . . . . . . . . 15
Making and Receiving Calls . . . . . . . . . . . . . . . . . . . . . . . . . . . . 16
Intercom Calls . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 16
Outside Calls . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 18
Emergency Calls . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 19
Call Waiting . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 19
Placing Calls On Hold . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 20
Placing Conference Calls . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 21
Transferring Calls . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 22
To Another Extension. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 22
To Voice Mail . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 22
To an Outside Number . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 22
Using Reverse Transfer. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 23
Forwarding Calls . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 24
Manual Call Forwarding . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 24
Automatic System Forwarding . . . . . . . . . . . . . . . . . . . . . . . . 24
Redirect Call. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 25
Redialing a Number . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 25
Using a Headset . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 26
Using the Speaker and Microphone . . . . . . . . . . . . . . . . . . . . . . 27
Mute Button . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 27
Group Listen Using the Speaker . . . . . . . . . . . . . . . . . . . . . . 27
Enhanced Speakerphone Mode. . . . . . . . . . . . . . . . . . . . . . . 28
Using the Message Button . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 29
Leaving Messages . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 29
Retrieving Messages . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 29
Accessing Your Mailbox . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 30
Disabling and Enabling ASR. . . . . . . . . . . . . . . . . . . . . . . . . . . . 31
Accessing Voice Mail Messages . . . . . . . . . . . . . . . . . . . . . . . . 32
Recovering Deleted Voice Mail Messages. . . . . . . . . . . . . . . 34
Recording and Sending Voice Mail Messages. . . . . . . . . . . . 35
Canceling Unheard Voice Mail Messages . . . . . . . . . . . . . . . 37
Using Do-Not-Disturb Mode . . . . . . . . . . . . . . . . . . . . . . . . . . . . 38
Using Reminder Messages . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 39
12 Inter-Tel® Model 8500 User Guide
GETTING STARTED
INTRODUCTION
Now that you know what your Model 8500 endpoint can do, it’s time to start using it.
In this section, you’ll learn how to make and receive calls, transfer calls, retrieve
voice mail messages, and much more.
ADJUSTING YOUR ENDPOINT’S VIEWING ANGLE
Your Model 8500 endpoint 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.
If your endpoint has a support mechanism that fits into holes on the base:
1. Position the bottom of the endpoint’s base on a flat surface.
2. Tilt the endpoint to the desired angle.
3. Place the “feet” of the support mechanism in the holes on the base to secure the
position of the endpoint.
If your endpoint has buttons located on the back to release the locking base:
1. Position the bottom of the endpoint’s base on a flat surface.
2. Press both buttons on the back of the endpoint to disengage the base’s locking
mechanism.
3. Tilt the endpoint to the desired angle.
4. Release both buttons to lock the base in place.
NOTE: If you position your endpoint’s viewing angle to 60 degrees or greater, it is rec-
ommended that you flip the handset hanger down to the horizontal position.
13
Inter-Tel® Model 8500 User Guide
GETTING STARTED
SETTING UP VOICE MAIL
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.
NOTE: If your telephone system uses Enterprise Messaging (EM), your mailbox may
have the Automatic Speech Recognition (ASR) feature enabled. When ASR is enabled
for your mailbox, you have the option of issuing a spoken command or pressing a dial-
pad button. See page 8 for ASR guidelines.
ALSO: If your mailbox has E-Mail Reader enabled, you have an advanced mailbox.
See page 67 for information and instructions about using E-Mail Reader features.
Initializing Your Mailbox
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.
To initialize your mailbox:
1. Dial the voice mail extension number. (You hear the main menu.)
NOTE: If you do not know the voice mail extension number, check with your voice
mail administrator.
2. Say “Login” or press to identify yourself as a subscriber.
3. Enter your mailbox number using the dialpad digits.
4. Enter your default password using the dialpad digits.
NOTE: Your mailbox number is your default password.
If you want a password, enter a new password using digits 0-9 (up to 12 digits),
and then press when you are done. The messaging system plays back your
password.
If you do not want to use a password, just say “Skip” or press .
5. Say “Accept” or press to accept the entry or say “Erase” or press to erase
and re-enter your password. The system prompts you to record your directory
name.
#
#
#3
14 Inter-Tel® Model 8500 User Guide
GETTING STARTED
6. After the tone, record your first and last names.
7. When prompted, do one of the following:
• Say “Accept” or press again to accept the name.
• Say “Replay” or press to replay the name you just recorded.
• Say “Append” or press to add to your name.
• Say “Re-record” or press to erase and re-record your name.
NOTE: The system then plays a prompt that introduces you to the basic voice mail
system features. You can skip this introduction by saying “Skip” or by pressing ,
if desired.
Recording Your Personal Greetings
You can store two different personal greetings in your voice mailbox: a primary and
an alternate. You may change or choose to use either greeting at any time. You can
then select which greeting you want played when a caller reaches your voice mailbox.
Because the purpose of this greeting is to tell callers why they have reached your
voice mailbox, you should include the following information:
•Whether or not you are in the office and where you can be reached
•When you will be returning calls
•For callers who do not wish to leave a message, how to exit voice mail (say
“Operator” or press to return to the operator)
The following are some sample greetings to help you plan your message:
• Primary Greeting: Hello, this is __________. I am either on another line or
away from my desk and cannot take your call at this time. If you need to speak to
someone immediately, please dial zero now. Otherwise, leave a detailed message,
and I will return your call as soon as possible. Thank you.
• Alternate Greeting: Hello, this is __________. I will be away from the office
from day/date until day/date. If you need to speak to someone immediately,
please dial zero now. Otherwise, leave a detailed message, and I will return your
call when I return. Thank you.
You can also select the System Greeting if you do not want to record a primary or
alternate greeting. The system greeting states, “Mailbox number (xxxxx) is not avail-
able.” Depending on how your system is programmed, the system greeting may also
include, “After the tone, please record your message. When finished, you may hang
up to deliver the message or press pound for more options.”
#
1
2
3
#
0
15
Inter-Tel® Model 8500 User Guide
GETTING STARTED
To record/change your personal greeting:
1. Access your mailbox as described on page 30.
2. Say “Personal” or press to select the Personal Options Menu.
3. Say “Greeting” or press to record or change your personal greeting.
4. Do one of the following:
• Say “Primary” or press to record and/or enable your primary greeting.
• Say “Alternate” or press to record and/or enable your alternate greeting.
• Say “System” or press to enable the system default mailbox greeting.
5. If you selected the system greeting option, hang up.
If you selected the primary or alternate greeting option, record your greeting
when prompted, then press .
If you already have a primary or alternate greeting, it is played when you select
primary or alternate.
You can then do one of the following:
• Say “Accept” or press to accept the greeting.
• Say “Replay” or press to replay the greeting.
• Say “Append” or press , add to the greeting, and then press .
• Say “Erase” or press to erase and re-record the greeting.
• Say “Cancel” or press to exit without changing your greeting.
6. Hang up.
Recording Your Voice Mail Directory Name
Your recorded name is used to identify you in the voice mail directory and to verify
your mailbox number when messages are addressed to you. Although you record your
name when you first initialize your mailbox, you can change it at any time.
To record your directory name:
1. Access your mailbox as described on page 30.
2. Say “Personal” or press to select the Personal Options Menu.
3. Say “Name” or press . Your recorded name is played.
4. Do one of the following:
• Say “Accept” or press to accept your recorded name.
• Say “Replay” or press to replay your recorded name.
• Say “Append” or press to add to your name.
• Say “Erase” or press to erase and re-record your name. When you hear a
tone, record your first and last name. Then say “Accept” or press to
accept your recorded name.
5. Hang up.
4
1
1
2
3
#
#
1
2#
3
4
2
#
1
2
3
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16 Inter-Tel® Model 8500 User Guide
GETTING STARTED
MAKING AND RECEIVING CALLS
Making and receiving calls is the basic purpose of any endpoint. With your Model
8500 endpoint, you can make/receive intercom and outside calls and make emergency
calls.
Intercom Calls
Your extension number allows other people to place intercom calls to you, without
dialing any extra codes. And, because every endpoint in your telephone system is
assigned an extension number, you can call other people in your system quickly and
easily.
NOTE: Ask your system administrator for a list of extensions.
Placing Intercom Calls
To place an intercom call:
1. Lift the handset and dial an extension number.
2. If your call goes through handsfree to an endpoint’s speaker, speak after your
party answers.
If you hear continuous ringing, wait for the call to be answered.
The telephone system allows you to place a non-handsfree call that will override
handsfree mode on the extension you are calling. If you use the Ring Intercom
Always feature to always send non-handsfree calls, the called party must pick up the
handset to answer the call.
To place a non-handsfree call that will ring at the other endpoint until answered:
Press before dialing the extension number.
To program your endpoint to always send non-handsfree calls using the Ring
Intercom Always feature:
With the handset in the cradle, dial .
#
377
17
Inter-Tel® Model 8500 User Guide
GETTING STARTED
If there is no answer or if the endpoint is busy when you place an intercom call,
you can do any of the following:
• To leave a station message: Press and then hang up.
• To leave a voice mail message: Press and wait for the message center to
answer. (See page 29 for more message options.)
NOTE: This option is only available if the called endpoint has a voice mailbox.
• To camp onto a busy extension: Stay on the line and wait for the endpoint to
become available. Do not hang up. After the system timer expires, you hear
music until the endpoint is available.
NOTE: You cannot camp on to an endpoint if it is in DND mode.
• To request a callback (queue on to the endpoint): Press and hang up. When
the endpoint is available, your endpoint rings. (To cancel the queue request
before the callback, press .)
• To use the Off-Hook Voice Announce feature (if the called endpoint is pro-
grammed for it): Do not hang up. After the busy signals stop, you are automati-
cally connected and may speak. (If you hear music or if the endpoint is in DND
mode, your off-hook voice announce call will not go through.) This allows you to
talk to the endpoint user on his or her handsfree speakerphone, even though the
user already has a call in progress on the handset. This feature is not available if
your endpoint has the Ring Intercom Always feature enabled.
Receiving Intercom Calls
Your endpoint can receive both intercom and non-handsfree intercom calls. If the
handsfree feature is enabled on your endpoint, intercom calls are automatically
answered. Non-handsfree intercom calls (see page 16) override the handsfree option.
If your handsfree feature is disabled, or if you receive a non-handsfree intercom call,
you must pick up the handset or press a button to answer the call.
To enable or disable your endpoint’s handsfree answering feature:
With the handset in the cradle, dial .
To receive an intercom call:
If the handsfree feature is enabled, respond handsfree.
If the handsfree feature is disabled, press or or lift the handset for privacy.
To receive a non-handsfree intercom call:
EITHER, Lift the handset for privacy.
OR, Press or to answer the call.
NOTE: You must lift the handset if the caller has the Ring Intercom Always feature
enabled.
MSG
MSG
6
6
319
IC
IC
18 Inter-Tel® Model 8500 User Guide
GETTING STARTED
To redirect a ringing call to another extension or to an outside number:
1. Press and dial .
2. Enter the extension or outside number to which you want to redirect the call. See
page 25 for more information.
If the Off-Hook Voice Announce feature is enabled for your endpoint, when you hear
a single tone you can do one of the following:
• To accept the call on the speakerphone without ending your current call:
When you hear a double tone, you may talk handsfree with the caller through the
speakerphone. (The caller on the handset will be able to hear both you and the
party on the speakerphone.)
• To block the call from coming through the speaker:
— Press to allow the incoming intercom call to camp on. The button
flashes, and the call is placed on hold.
— Press to place your endpoint in DND mode, if desired. (See page 38
for more information about DND mode.)
Outside Calls
With outside calls, you can talk to people who aren’t members of your telephone sys-
tem. When you make an outside call, however, you must dial any area codes or long
distance digits that your telephone company requires.
Placing Outside Calls
To place an outside call:
1. With or without the handset lifted, press .
2. Dial the desired number.
NOTE: If you hear a single beep, you must dial an account code before you can
place your call (see page 58).
Depending on how your system is programmed, you may be able to use one of the
following methods to select an outgoing line, instead of pressing the but-
ton:
•Dial the Outgoing Call feature code (default is 8).
•Press an unlit button, if you have one.
•Dial a Select Line Group feature code (the defaults are 92001-92208 but may dif-
fer depending on the software version).
•Dial the Automatic Route Selection (ARS) feature code (the default is 92000 but
may differ depending on the software version).
3 3 1
IC
DND
OUTGOING
OUTGOING
CALL
19
Inter-Tel® Model 8500 User Guide
GETTING STARTED
To request a callback (queue on to the line) if all outgoing lines are busy when you
try to call out:
When you hear busy signals, press and hang up. When the line is available, your
endpoint rings.
To cancel the queue request before your endpoint rings:
Press .
When dialing the number, you can do one of the following:
•Use the speed-dial directory. See page 59.
•Use the Station Speed-Dial feature. See page 51.
•Use the System Speed-Dial feature. See page 53.
•Redial the last number you dialed. See page 25.
Receiving Outside Calls
To receive an outside call:
EITHER, Lift the handset.
OR, Press . Depending on how your system is programmed, you may be
able to press the flashing button instead.
To redirect a ringing call to another extension or to an outside number:
1. Press and dial .
2. Enter the extension or outside number to which you want to redirect the call. See
page 25 for more information.
Emergency Calls
With the telephone system, you do not have to access an outside line (press
) to dial an emergency number.
To make an emergency call:
Dial . A call is automatically placed to the preset emergency number.
NOTE: Dial in Europe for emergency services.
Call Waiting
If you receive a call while you are already on another call, you will hear a “call wait-
ing” tone and/or you will see a lamp display.
To respond to a waiting call (you hear a single tone and a button is flashing):
• To end the current call: Hang up. The waiting call rings in.
• To place the current call on hold: Press . Then press the flashing button to
answer the waiting call.
• To have the caller hear DND signals: Press . (See page 38 for more infor-
mation about DND mode.)
6
6
ANSWER
CALL
3 3 1
OUTGOING
91 1
999
DND
20 Inter-Tel® Model 8500 User Guide
GETTING STARTED
PLACING CALLS ON HOLD
You can place calls on hold in one of two ways: individual or system.
• Individual Hold places the call on hold at one endpoint. It can then be directly
picked up at that endpoint or it can be picked up at another endpoint using the
Reverse Transfer (Call Pickup) feature (see page 23).
• System Hold places the call on hold in the system. You can then pick up the call
at any endpoint that has a flashing button for the call, including the endpoint that
placed it on hold.
NOTE: You cannot place intercom calls on system hold.
To place a call on Individual Hold:
1. Press the button.
2. Hang up or place another call.
To place an outside call on System Hold:
1. Press and dial .
2. Hang up or place another call.
To return to a call that is on hold:
Lift the handset and press the flashing button.
3 3 5
21
Inter-Tel® Model 8500 User Guide
GETTING STARTED
PLACING CONFERENCE CALLS
With the Conference feature, you can establish a conference call with up to three
intercom and/or outside parties (four, including you).
To place a conference call:
1. While on the first call, press to put the call on hold.
2. Place another intercom or outside call.
3. Press to place the call on hold. (If necessary, repeat this step to place one
more call on hold.)
4. Press to join all of the calls together in the conference.
During the conference call, you can do the following:
• To place the conference on hold: Press . This places the conference on hold
without disconnecting the parties. To return to the conference, press .
• To drop out of the conference: Press and hang up. This removes your
endpoint from the conference, but leaves the other parties connected.
• To add parties to the conference: Do the following:
a. Press . This leaves the conference parties connected.
b. Place a call to the party to be added to the conference.
c. Press twice to put yourself and the new party into the conference.
• To end the conference and place all parties on individual hold: Press
and then press to place all of the parties on individual hold. You can then
speak to one party at a time by pressing or a flashing button.
• To mute your microphone: Press . This turns your microphone on or off
during the conference. If mute is enabled, you can hear the conferenced parties,
but they cannot hear you.
• To transfer the conference to another extension or to voice mail: Press
and dial the desired extension number. Then hang up when you are
ready to complete the transfer.
CNF
CNF
CNF
CNF
CNF
CNF
CNF
CNF
MUTE
TRANSFER
22 Inter-Tel® Model 8500 User Guide
GETTING STARTED
TRANSFERRING CALLS
Although transferring calls is considered a basic function of an endpoint, your Model
8500 endpoint has many advanced options for this feature. With your endpoint, you
can transfer a call to another extension, voice mail, or even an outside line.
To Another Extension
1. EITHER, Press .
OR, Press and dial to place the call on hold at the other endpoint.
2. Dial the desired extension number.
3. 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 the
flashing button to return to the caller.
NOTE: If you are receiving a transferred call and the Transfer-To-Connect option is
enabled for your endpoint, you are automatically connected to the transferred caller
once the transferring party hangs up. If this option is disabled, you must press a
button to answer the transferred call.
To Voice Mail
1. Press .
2. Dial the voice mail extension number.
3. EITHER, Dial the desired mailbox number and hang up.
OR, Hang up to send the call to the voice mail menu (so that the caller can select
the mailbox number).
To an Outside Number
1. Press .
2. Select an outgoing line and dial the desired telephone number.
3. 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 the flash-
ing button to return to the caller.
TRANSFER
346
CALL
TRANSFER
TRANSFER
23
Inter-Tel® Model 8500 User Guide
GETTING STARTED
USING REVERSE TRANSFER
The Reverse Transfer (Call Pick Up) feature allows you to answer a call that is ring-
ing or holding at another endpoint. For example, if the attendant transfers a call to you
but you have stepped away from your endpoint, you can pick up the call using another
endpoint.
To answer a call ringing or holding at another endpoint:
1. Lift the handset and dial .
2. Dial the extension or hunt group number (see page 64) where the call is ringing
or holding. The call is transferred to the endpoint you are using and you are con-
nected to the caller.
NOTE: If the Group Call Pickup feature is enabled, you can pick up a call ringing at
any station in a hunt group by dialing the hunt group’s extension number.
4
24 Inter-Tel® Model 8500 User Guide
GETTING STARTED
FORWARDING CALLS
With the Forwarding feature, you can have calls follow you (e.g., forwarded to a cell
phone), or you can redirect calls to a voice mail or other extension.
Manual Call Forwarding
Manual call forwarding allows you to send incoming calls to another extension num-
ber. You can even forward calls to outside numbers, if your endpoint is programmed
to allow this.
To forward calls:
1. EITHER, Press .
OR, Dial one of the following feature codes:
• (Call Forward All Calls): All incoming calls are forwarded with-
out ringing at your endpoint.
• (Call Forward If No Answer): All incoming calls are forwarded if
they are not answered before a timer expires.
NOTE: Only the installer or system administrator can adjust this timer.
• (Call Forward If Busy): When your endpoint is busy, all incom-
ing calls are forwarded without ringing at your endpoint.
• (Call Forward If No Answer or Busy): All incoming calls are for-
warded if your endpoint is busy or if you do not answer, as described above.
2. Do one of the following:
• To forward to an outside telephone number: Select an outgoing line and dial
a telephone number.
• To forward to an extension number: Dial the extension number.
• To forward to your message center: Press .
To cancel any call forward request:
EITHER, Press and then .
OR, Dial any one of the feature codes listed above and then press .
Automatic System Forwarding
Automatic System Forwarding allows your system administrator to route calls based
on the type of call and the status of your telephone. Although you cannot program the
path of a system forward, you can enable or disable this feature on your endpoint.
To enable or disable System Forwarding:
Dial .
FWD
3 5 5
3 5 6
3 5 7
3 5 8
MSG
FWD
3 5 4
25
Inter-Tel® Model 8500 User Guide
GETTING STARTED
Redirect Call
The Redirect Call feature allows you to forward any call that is ringing on your end-
point without having to answer the call.
NOTE: You cannot redirect calls to an extension that is in DND or to a restricted out-
side number.
To redirect a call to an extension number:
1. Press and dial .
2. Dial the extension number.
To redirect a call to an outside telephone number:
1. Press and dial .
2. Enter the outside telephone number.
3. Press .
REDIALING A NUMBER
The redial feature allows you to redial the last outside number you dialed. Although
most endpoints redial the last number dialed, your system administrator can program
your endpoint to redial the last number saved.
To use the Last Number Dialed feature (if enabled):
With or without the handset lifted, press . A line is selected automatically, and
the number is dialed.
To use the Last Number Saved feature (if enabled):
• To save the last number dialed: While the endpoint is idle or while listening to
intercom dial tone, press .
• To redial the saved number: After selecting a line, press . The number is
dialed automatically.
3 3 1
3 3 1
#
REDIAL
REDIAL
REDIAL
26 Inter-Tel® Model 8500 User Guide
GETTING STARTED
USING A HEADSET
With an electret headset, you can talk on the endpoint handsfree, without using your
speaker and microphone.
NOTE: If your headset has a power-saver mode, make sure the system administrator
has the Headset Connect Tone flag enabled in the telephone system. If this flag is not
enabled, you may miss the first few seconds of incoming calls.
To connect a headset:
1. Unplug the coiled handset cord from the base of the endpoint. (Leave the hand-
set in the cradle.)
2. Insert the headset plug into the vacant handset jack.
3. While on-hook, enter the Headset On feature code ( ) or the Headset
On/Off feature code ( ).
To disconnect a headset:
1. Unplug the headset cord from the base of the endpoint.
2. Plug the coiled handset cord into the vacant jack.
3. While on-hook, enter the Headset Off feature code ( ) or the Headset
On/Off feature code ( ).
NOTE: If using a headset, press to connect and disconnect calls.
315
317
316
317
27
Inter-Tel® Model 8500 User Guide
GETTING STARTED
USING THE SPEAKER AND MICROPHONE
If you are not using a headset, you can talk handsfree using your speaker and micro-
phone. You can also use the speakerphone for on-hook dialing, call monitoring, and
background music.
Mute Button
To mute the microphone so that you can hear the other party, but they cannot
hear you (this does not put them on hold):
Press .
To return to the call:
Press .
Group Listen Using the Speaker
With the Group Listen feature, you can transmit a conversation over the speaker while
you use the handset or headset to continue speaking. This allows other people to hear
the caller while the caller can only hear you.
NOTE: You cannot use this feature on a handsfree call. You must be on a call using
the handset or a headset before entering the feature code.
To turn the group listen feature on or off during a call:
Press and dial . You hear a confirmation tone (the other party does not
hear this tone).
NOTE: If you are using the handset, the button lamp will remain unlit, even though
the speaker is on. This allows you to place the call into handsfree mode at any time dur-
ing the call by pressing and hanging up. If you are using a headset, however, the
button lamp is lit. Pressing will disconnect the call.
MUTE
MUTE
31 2
28 Inter-Tel® Model 8500 User Guide
GETTING STARTED
Enhanced Speakerphone Mode
The Enhanced Speakerphone Mode improves transmission quality while on a speak-
erphone call over a limited volume level range (typically the range is 1 to 3).
NOTE: To use this feature, the system administrator or installer must program your
endpoint for Enhanced Speakerphone Mode.
To enable enhanced speakerphone mode while on a call:
EITHER, Press and then .
OR, Press and dial . The speakerphone will return to standard mode
when you end the call.
There will be about one second of white noise while the speakerphone circuitry is cal-
ibrated to the call. (Both parties should avoid speaking during this white noise.)
NOTE: On some long-distance calls, the outside party may hear his or her own echo
when speaking to a digital endpoint. If the amount of echo is objectionable, do not use
the Enhanced Speakerphone Mode.
310
29
Inter-Tel® Model 8500 User Guide
GETTING STARTED
USING THE MESSAGE BUTTON
In today’s busy world, it’s almost guaranteed that you will call someone that is on
another call, does not answer, or is in DND. But, with the button, you can let
the other person know you called.
When you leave a message, you can:
• Have the called party return your call. When the party you called responds to
the message indication, a call is automatically placed to your endpoint.
• Leave a message with the called party’s message center (which can be a per-
son or voice mail). When the party you called responds to the message, a call is
automatically placed to his or her message center instead of your endpoint.
To indicate that a message is waiting, your endpoint’s button and lamp flash.
Leaving Messages
To leave a station message while on an intercom call, press and hang up.
To leave a voice mail message while on an intercom call, press and wait for
the message center to answer.
To leave a silent message without placing an intercom call:
1. Dial .
2. Dial the desired extension number and hang up to leave a station message.
To cancel a message that you left at another endpoint:
1. Dial .
2. Dial the extension number of the endpoint where you left the message.
Retrieving Messages
To retrieve a message (Message button and lamp are flashing):
Lift the handset and press . A call is automatically placed to the endpoint or
message center that left the message. (See the following section for information about
accessing your mailbox.)
To cancel a waiting message:
Press .
MSG
MSG
MSG
MSG
367
366
MSG
368
30 Inter-Tel® Model 8500 User Guide
GETTING STARTED
ACCESSING YOUR MAILBOX
If you have a message waiting in your mailbox, you must access your mailbox to
retrieve it.
NOTE: If your telephone system uses Enterprise Messaging (EM), your mailbox may
have the Automatic Speech Recognition (ASR) feature enabled. When ASR is enabled
for your mailbox, you have the option of issuing a spoken command or pressing a dial-
pad button. See page 8 for ASR guidelines.
ALSO: If your mailbox has E-Mail Reader enabled, you have an advanced mailbox.
See page 67 for information and instructions about using E-Mail Reader features.
When you access your mailbox, depending on the voice processing system, enabled
features, and mailbox status, you may hear one of the following messages:
•Mailbox almost full or full: If your mailbox is full, no new messages can be
received until you delete waiting or saved messages.
•Quota grace limit reached: The quota grace limit is an EM feature. If this fea-
ture is enabled, it allows a mailbox to “overfill” beyond normal capacity. When
the quota grace limit has been reached, this announcement is played.
•Message count and type: The system announces the number of new and/or
saved messages that are in your mailbox. The system also informs you if the mes-
sages are priority messages. If E-Mail Reader is enabled for your mailbox, the
media type is indicated.
•Remote Messaging: The system indicates if the Remote Messaging feature is
enabled (see page 54). It also alerts you if a programming error has been detected
when attempting to place a Remote Messaging call.
To access your mailbox:
1. Dial the voice mail extension number. (You hear the main menu.)
2. During or after the greeting, say “Login” or press to identify yourself as a
subscriber.
3. Say or enter your mailbox number.
4. Enter your mailbox password (if programmed), then press . If you do not
have a password, press to bypass the password prompt. See page 45 for
information on programming passwords.
NOTE: Generally, saying “Skip” or pressing during any voice mail operation will
advance you to the next step. For example, when leaving a voice mail message for
another voice mail user, you can say “Skip” or press to skip the person’s introduc-
tory message and proceed directly to the recording phase. Similarly, while listening to
messages, you can say “Skip” or press to skip the system-generated voice prompts
and proceed directly to the playback phase. Also, at any menu level, you can say “Can-
cel” or press to cancel or return to the previous menu.
#
#
#
#
#
31
Inter-Tel® Model 8500 User Guide
GETTING STARTED
DISABLING AND ENABLING ASR
If your telephone system uses Enterprise Messaging (EM), your mailbox may have
the Automatic Speech Recognition (ASR) feature enabled. When ASR is enabled for
your mailbox, you have the option of issuing a spoken command or pressing a dialpad
button.
If your environment prevents you from using ASR, you can temporarily disable it by
accessing option number eight on the main subscriber menu. This option disables
ASR for that particular call only.
Option number eight is used as a toggle, and you can re-enable ASR by pressing the
number eight again on the main subscriber menu only. Also, if you press a dialpad
digit at the main subscriber menu to access mailbox functions, ASR is automatically
turned off and will remain off for the rest of the call.
For ASR guidelines, see page 8.
NOTE: If your mailbox has E-Mail Reader enabled, you have an advanced mailbox.
See page 67 for information and instructions about using E-Mail Reader features.
To temporarily disable ASR:
1. Access your mailbox as described on page 30.
2. Say “Disable” or press to disable ASR for the call.
NOTE: To enable ASR after disabling it, press until you are back at the main menu.
Press to enable ASR.
8
8
32 Inter-Tel® Model 8500 User Guide
GETTING STARTED
ACCESSING VOICE MAIL MESSAGES
When you access your mailbox, you can listen to new and saved voice mail messages.
After listening to your voice mail messages you can access the associated options.
NOTE: If your telephone system uses Enterprise Messaging (EM), your mailbox may
have the Automatic Speech Recognition (ASR) feature enabled. When ASR is enabled
for your mailbox, you have the option of issuing a spoken command or pressing a dial-
pad button. See page 8 for ASR guidelines.
ALSO: If your mailbox has E-Mail Reader enabled, you have an advanced mailbox.
See page 67 for information and instructions about using E-Mail Reader features.
Listening to Messages
To listen to messages:
1. Access your mailbox as described on page 30.
2. If E-Mail Reader is enabled for your mailbox, say “Voice Mail” or press .
If E-Mail Reader is not enabled for your mailbox, skip this step.
3. Select one of the following:
• Say “New” or press to listen to new messages.
• Say “Saved” or press to listen to saved messages.
4. While you are listening to a voice mail message, you can use the following
options:
• Say “Skip” or press to skip to the end of the recording.
• Say “Back up” or press to “rewind” a few seconds and replay the mes-
sage.
• Say “Pause” or press to pause. (Say “Continue” or press to continue.)
• Say “Forward” or press to skip ahead.
• Say “Lower” or press to lower the volume.
• Say “Envelope” or press to play the message envelope.
• Say “Higher” or press to raise the volume.
• Say “Save” or press to save the new message in your mailbox.
• Say “Delete Message” or press to delete the message.
NOTE: You may be prompted to confirm deleting the message. Say “Yes” to
delete the message or “No” to cancel the request to delete the message.
1
1
3
#
1
2#
3
4
5
6
7
9
33
Inter-Tel® Model 8500 User Guide
GETTING STARTED
5. When the message has finished playing, you have the following options:
• Say “Replay” or press to replay the message from the beginning.
• Say “Reply” or press to reply to the message. You have the following
options:
– Say “Voice Mail” or press to leave a voice mail message for the
caller.
If the caller has a mailbox number, you are prompted to verify the desti-
nation by saying “Yes” or by pressing .
If the number was not associated with a mailbox, the prompt requests a
mailbox number.
If the message was from an outside caller, you cannot leave a voice mail
message.
– Say “Call Back” or press to make a return call. Your call will be
transferred automatically to the caller’s extension or telephone number,
if the number is available.
If the user is not available, you will have the option of leaving a voice
mail message.
If the telephone number is not available, you cannot reply to the mes-
sage.
• Say “Forward” or press to forward a copy of the message to another sub-
scriber. If you want to include an introduction, say “Record” or press .
Otherwise, say “Accept” or press to forward the message without addi-
tional comments.
• Say “Previous” or press to listen to the previous message.
• Say “Envelope” or press to play the introductory message envelope (see
page 46 for information on envelope options).
• Say “Next” or press to listen to the next message.
• Say “Save” or press to save the new message in your mailbox.
• Say “Delete Message” or press to delete the message.
NOTE: You may be prompted to confirm deleting the message. Say “Yes” to
delete the message or “No” to cancel the request to delete the message.
6. Hang up.
1
2
1
#
2
3
1
#
4
5
6
7
9
34 Inter-Tel® Model 8500 User Guide
GETTING STARTED
Recovering Deleted Voice Mail Messages
If you accidently delete a voice mail message, you can retrieve it within a specific
time frame (programmed by your system administrator). Any retrieved messages are
then restored to your saved-message queue. Messages that are not undeleted within
the programmed time (up to 24 hours) are automatically erased.
NOTE: If E-Mail Reader is enabled for your mailbox, you can also recover deleted e-
mail and fax messages. See page 77 for instructions about how to recover deleted
voice mail, e-mail, and fax messages.
To recover deleted voice mail messages:
1. Access your mailbox as described on page 30.
2. Say “Options” or press for Message Options.
3. Say “Recover” or press to access undelete options.
4. EITHER, Say “Listen” or press to listen to your deleted messages and choose
which ones to recover. After each message you can:
• Say “Replay” or press to replay the message.
• Say “Reply” or press to reply to the message.
• Say “Forward” or press to forward the message.
• Say “Previous’ or press to listen to the previous message.
• Say “Envelope” or press to play the message envelope.
• Say “Next” or press to listen to the next message.
• Say “Recover” or press to recover the message.
OR, say “Recover” or press to recover all deleted messages.
OR, Say “Purge” or press to permanently delete all deleted messages.
5. Hang up.
5
2
1
1
2
3
4
5
6
7
2
3
35
Inter-Tel® Model 8500 User Guide
GETTING STARTED
Recording and Sending Voice Mail Messages
You can record and send voice mail messages by accessing the record option on the
main menu.
NOTE: If E-Mail Reader is enabled for your mailbox, a reply to an e-mail message (see
page 73) is a recorded voice message that is attached to the e-mail as a .wav file.
To record and send voice mail messages:
1. Access your mailbox as described on page 30.
2. Say “Record” or press .
3. Say or enter the desired mailbox number or group list number. The system
announces the name assigned to the mailbox number or group list number. You
have the following options:
• Say “Yes” or press to accept the subscriber’s name.
• Say “No” or press to start over.
4. Record your message after the tone. While recording, you have the following
options:
• Press to pause while recording. (Say “Continue” or press to con-
tinue.)
• Press to erase and re-record your message.
5. When finished recording, you can press to access the following options:
• Say “Send” or press to send the message and return to the voice mail
options.
• Say “Cancel” or press to cancel the recording.
• Say “Replay” or press to replay your message.
• Say “Append” or press to add to your message.
• Say “Erase” or press to erase and re-record your message.
2
#
2#
3
#
#
1
2
3
36 Inter-Tel® Model 8500 User Guide
GETTING STARTED
• Say “Copy” or press to copy your message to other mailboxes. Say or
enter the desired mailbox number or group list number. The system
announces the name assigned to the mailbox number or group list number.
You have the following options:
– Say “Yes” or press to accept the subscriber’s name.
– Say “No” or press to start over.
Press when you are done adding mailboxes.
• Say “Options” or press to use the special delivery options. You can then
use one or more of the following options:
– Say “Private” or press to mark the message “private.” (This prevents
the recipient from forwarding it to other subscribers.)
– Say “Certified” or press to mark the message “certified.” (When the
recipient listens to the message, you will receive a receipt notice.)
– Say “Priority” or press to mark the message “priority.” (This will
place your message ahead of all other waiting messages in the receiving
mailbox.)
– Say “Send” or press to send the message and return to the voice mail
options.
– Say “Cancel” or press to cancel delivery options.
NOTE: If you select the copy or special delivery options and then do not respond
to the prompts, the system will time out and deliver your message to the original
recipient.
6. Hang up.
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Canceling Unheard Voice Mail Messages
You can cancel unretrieved messages that you have sent to individuals, but not mes-
sages that you sent to group lists.
To cancel unheard voice mail messages:
1. Access your mailbox as described on page 30.
2. While listening to the voice mail main menu, say “Options” or press for
Message Options.
3. Say “Unheard” or press .
4. When prompted, say or enter the number of the mailbox containing the unheard
message.
5. Say “Yes” or press to confirm the mailbox you are selecting. Voice mail will
tell you how many messages you have waiting at the mailbox and play them for
you. After each message, you can:
• Say “Replay” or press to replay the message.
• Say “Append” or press to add to the message.
• Say “Forward” or press to forward the message to another mailbox.
• Say “Previous” or press to listen to the previous message.
• Say “Envelope” or press to play the message envelope.
• Say “Next” or press to listen to the next message.
• Say “Save” or press to save the message in your mailbox.
• Say “Delete Message” or press to delete the message.
NOTE: You may be prompted to confirm deleting the message. Say “Yes” to
delete the message or “No” to cancel the request to delete the message.
6. Hang up.
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USING DO-NOT-DISTURB MODE
If you are away from your desk, or if you do not want to be disturbed, you can use the
DND feature. This halts all pages and calls to your endpoint, except queue callbacks,
recalls, and direct ring-in calls. When other users call your endpoint, they hear a
repeating signal of four fast tones and, if they have a display endpoint, see the DND
message you have selected.
Your telephone system can have up to 20 different DND messages, each of which can
be changed by the system administrator, installer, or programmer. Your trainer or sys-
tem administrator will give you a list of the programmed DND messages. For conve-
nience, you should update the following default list.
To enable DND:
1. Press .
2. Dial the two-digit number corresponding to the message you want to use (see
table above).
3. Press or lift and replace the handset.
To cancel DND mode:
Press .
DEFAULT MESSAGE NEW MESSAGE DEFAULT MESSAGE NEW MESSAGE
01 DO-NOT-DISTURB 11 OUT OF TOWN ’TIL
02 LEAVE A MESSAGE 12 OUT OF OFFICE
03 IN MEETING UNTIL 13 OUT UNTIL
04 IN MEETING 14 WITH A CLIENT
05 ON VACATION/
HOLIDAY ’TIL
15 WITH A GUEST
06 ON VACATION/
HOLIDAY
16 UNAVAILABLE
07 CALL ME AT 17 IN CONFERENCE
08 AT THE DOCTOR 18 AWAY FROM DESK
09 ON A TRIP 19 GONE HOME
10 ON BREAK 20 OUT TO LUNCH
DND
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USING REMINDER MESSAGES
Never be late for a meeting again! With Reminder Messages, you can program your
endpoint, up to 24 hours in advance, to alert you at a specified time. At the pro-
grammed time, the reminder message signals you with eight short tones. If you are on
a call, you still hear the tones.
Your telephone system can have up to 20 different reminder messages, each of which
can be changed by the system administrator, installer, or programmer. Your trainer or
system administrator will give you a list of reminder messages for your system. For
convenience, you should update the following default list
To request a reminder message:
1. With the handset in the cradle, dial .
2. Dial the desired two-digit number for the message that you want.
3. Press .
4. Enter the time you wish to receive the message in hours and minutes. For exam-
ple, 0900 = 9:00. If you dial three digits, such as 900 for 9:00, press .
If your system is set for 24-hour format, you must enter the time appropriately
(e.g., 1400 = 2:00PM).
If your system is set for 12-hour format, press for AM or for PM.
To cancel all reminder message requests before they signal you:
With the handset in the cradle, dial .
To clear a received reminder message:
With the handset in the cradle, press .
DEFAULT MESSAGE NEW MESSAGE DEFAULT MESSAGE NEW MESSAGE
01 MEETING 11 CALL ENGINEERING
02 STAFF MEETING 12 CALL MARKETING
03 SALES MEETING 13 CALL ACCOUNTING
04 CANCEL MEETING 14 CANCEL DND
05 APPOINTMENT 15 CANCEL CALL FWD
06 PLACE CALL 16 TAKE MEDICATION
07 CALL CLIENT 17 MAKE RESERVATION
08 CALL CUSTOMER 18 REVIEW SCHEDULE
09 CALL HOME 19 LUNCH
10 CALL CORPORATE 20 REMINDER
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Moving On
SECTION CONTENTS PAGE
Introduction . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 42
Setting Endpoint Preferences. . . . . . . . . . . . . . . . . . . . . . . . . . . 42
Changing Volume Levels . . . . . . . . . . . . . . . . . . . . . . . . . . . . 42
Selecting a Ring Tone . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 42
Enabling Background Music. . . . . . . . . . . . . . . . . . . . . . . . . . 43
Changing Keymaps . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 43
Enabling Automatic Call Answer . . . . . . . . . . . . . . . . . . . . . . 43
Changing the Language . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 44
Returning to Default Operation. . . . . . . . . . . . . . . . . . . . . . . . 44
Setting Mailbox Preferences . . . . . . . . . . . . . . . . . . . . . . . . . . . . 45
Changing Your Mailbox Password . . . . . . . . . . . . . . . . . . . . . 45
Changing the Voice Mail Message Envelope. . . . . . . . . . . . . 46
Changing the Call Screening Transfer Method . . . . . . . . . . . 47
Programming a Fax Destination. . . . . . . . . . . . . . . . . . . . . . . 48
Changing the Message Search Order . . . . . . . . . . . . . . . . . . 48
Programming Remote Messaging . . . . . . . . . . . . . . . . . . . . . 49
Speed Dialing . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 51
Station Speed Dial . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 51
System Speed Dial. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 53
Using Record-A-Call . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 53
Paging . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 54
Enabling Paging . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 54
Making Pages. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 54
Performing a Hookflash During a Call . . . . . . . . . . . . . . . . . . . . 55
Programming Your Feature Buttons . . . . . . . . . . . . . . . . . . . . . 55
Programming Direct Station Selection Buttons . . . . . . . . . . . . 56
Programming Secondary Extension Buttons . . . . . . . . . . . . . . 57
Using Account Codes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 58
Screening Calls . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 58
Using the Voice Mail Directory . . . . . . . . . . . . . . . . . . . . . . . . . . 59
Programming Remote Feature Access . . . . . . . . . . . . . . . . . . . 61
Remote Access Password . . . . . . . . . . . . . . . . . . . . . . . . . . . 61
Remote Feature Access. . . . . . . . . . . . . . . . . . . . . . . . . . . . . 62
Requesting Agent Help . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 63
Working in Hunt Groups . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 64
Hunt Group Calls Enabled/Disabled. . . . . . . . . . . . . . . . . . . . 64
ACD Hunt Groups . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 64
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INTRODUCTION
Now that you’ve mastered the basics, it’s time to move on to the advanced features. In
this section, you’ll learn how to program your endpoint, use directories, access your
mailbox remotely, and perform various other functions.
SETTING ENDPOINT PREFERENCES
Your endpoint is automatically set to specific defaults. You can, however, configure
many of these settings at any time. Customizable features on your endpoint include
changing volume levels, enabling background music, selecting a ring tone, and others.
Changing Volume Levels
The telephone system has eight volume settings: handset intercom, handset outside
call, speakerphone intercom, speakerphone outside call, background music, ringing,
handset intercom dial tone, and speakerphone intercom dial tone.
NOTE: To change each of these levels, you must be using that feature. For example, if
you want to change the speakerphone level for an intercom call, you must be on a
handsfree intercom call.
To change a volume level:
Press (the high end of the volume button) to increase the volume. Press (the
low end of the volume button) to decrease the volume.
To save your change:
EITHER, Press both ends of the volume button.
OR, Press the middle of the volume button.
Selecting a Ring Tone
The ability to change your ring tone is helpful in close-quartered environments. If
your ring tone is unique, you can quickly identify when a call is ringing on your end-
point.
To select the type of ring tone for your endpoint:
1. With the handset in the cradle, dial .
2. Do one of the following to select your ring tone:
• EITHER, Press for no ringing.
• OR, Press or to scroll to the desired tone.
• OR, Dial 1-9 to select a specific tone.
3. When you hear the tone you want, press or , or lift and replace the handset.
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Enabling Background Music
If your telephone system is equipped with a music source, you can listen to music
through your speaker.
To enable or disable background music:
Dial .
Changing Keymaps
Keymaps identify where feature buttons appear on your endpoint. While all endpoints
are programmed with a standard keymap, some endpoints have alternate keymaps
(ask your system administrator). If you have an alternate keymap, you can switch
between the keymaps by dialing a specific feature code.
To switch between keymaps when your endpoint is idle:
With the handset in the cradle, dial .
To switch between keymaps during a call:
Press and dial .
Enabling Automatic Call Answer
The Automatic Call Answer feature determines whether or not you are automatically
connected to a caller when you lift the handset (or press ). If this feature is enabled,
you are automatically connected when you go off-hook. If it is disabled, you must
first lift the handset (or press ) and then press the flashing button.
To enable/disable this feature for ringing outside calls:
With the handset in the cradle, dial .
To enable/disable this feature for ringing (non-handsfree) intercom calls:
With the handset in the cradle, dial .
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Changing the Language
When your telephone system is installed, the system administrator can choose two of
four different languages (American English, British English, Japanese, or Spanish) as
the primary and secondary languages. You can then change the toggle between the
primary and secondary languages. For example, if the system’s primary language is
American English, and your endpoint is programmed for the primary language, all
prompts are played in American English (unless changed, as outlined below). If the
secondary language is Japanese, and your endpoint is programmed for the secondary
language, all prompts are played in Japanese.
NOTE: You can only use the secondary language voice mail prompts if they are
loaded on the system. By default, all endpoints are set for the primary language. See
your system administrator to determine which languages are programmed for your tele-
phone system.
To change the assigned language for your endpoint:
Dial to change between your system’s primary and secondary languages,
as desired.
Returning to Default Operation
You can return your endpoint to default levels at any time. This feature returns vol-
umes to default levels; cancels DND, manual call forwarding, background music, and
queue requests; and restores handsfree mode, pages, hunt group calls, and system for-
warding all at once.
To return your endpoint to default:
Dial .
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SETTING MAILBOX PREFERENCES
Your mailbox contains personal options to allow you to customize voice mail func-
tions. However, before you change your voice mail options, you must first initialize
your mailbox (see page 13).
NOTE: If your telephone system uses Enterprise Messaging (EM), your mailbox may
have the Automatic Speech Recognition (ASR) feature enabled. When ASR is enabled
for your mailbox, you have the option of issuing a spoken command or pressing a dial-
pad button. See page 8 for ASR guidelines.
ALSO: If your mailbox has E-Mail Reader enabled, you have an advanced mailbox.
See page 67 for information and instructions about using E-Mail Reader features.
Changing Your Mailbox Password
Your password prevents unauthorized access to your mailbox. When you first initial-
ize your mailbox, you are prompted to change your password from the default (your
mailbox number).
You can change your mailbox password at any time. The new password can be up to
12 digits long and must be numeric.
To change your mailbox password:
1. Access your mailbox as described on page 30.
2. Say “Personal” or press to select the Personal Options Menu.
3. Say “Password” or press .
If you want a password, enter a new password using digits 0-9 (up to 12 digits),
and then press when you are done. The messaging system plays back your
password.
If you do not want to use a password, just say “Skip” or press .
4. Say “Accept” or press to accept the password as entered or say “Re-enter” or
press to erase and re-enter your password.
5. Hang up.
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Changing the Voice Mail Message Envelope
When you receive a voice mail message, the voice mail system plays an “envelope”
that can include the time and date the message was left, the source of the message,
and/or the message length. By default, the envelope contains all of this information,
but you can change your envelope, as described below.
NOTE: If E-Mail Reader is enabled for your mailbox, you can also change your e-mail
and fax message envelopes. See page 78 for instructions about how to change your
voice mail, e-mail, and fax message envelopes.
To change your voice mail message envelope:
1. Access your mailbox as described on page 30.
2. Say “Personal” or press to select the Personal Options Menu.
3. Say “Envelope” or press to select the Message Envelope Options Menu.
You can then do any of the following:
• Say “Time, Date” or press to enable or disable the time and date options.
• Say “Source” or press to enable or disable the message source option.
• Say “Length” or press to enable or disable the message length option.
• Say “All Options” or press to enable all options and return to the Per-
sonal Options Menu.
• Say “None” or press to disable the entire envelope and return to the Per-
sonal Options Menu.
• Say “Accept” or press to accept the changes.
• Say “Cancel” or press to return to the Personal Options Menu.
4. Hang up.
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Changing the Call Screening Transfer Method
NOTE: The Call Screening feature is available only if it is enabled for your mailbox.
Contact your voice mail administrator to see if this feature is enabled for your mailbox.
Depending on the transfer method you select, calls that are transferred from your
mailbox may be one of the following:
• Unannounced Calls: Calls are sent directly to your extension.
• Announce-Only Calls: Before voice mail transfers a call to you, a prompt asks
the caller to record his or her name. When you answer, you hear “You have a call
from (caller’s name).” Then the call is sent to your extension.
• Screened Calls: Before voice mail transfers a call to you, a prompt asks the
caller to record his or her name. When you answer, you hear “You have a call
from (caller’s name).” You can choose whether or not to accept the call.
See page 58 for instructions about using the call screening feature.
To change your transfer method (if enabled):
1. Access your mailbox as described on page 30.
2. Say “Personal” or press to select the Personal Options Menu.
3. Say “More” or press for More Options.
4. Say “Transfer” or press . The system tells you what your current transfer
method is. You can then select the desired transfer method, as follows:
• Say “Unannounced” or press to select unannounced transfers.
• Say “Screened” or press to select screened transfers.
• Say “Announce” or press to select announce-only transfers.
• Say “Cancel” or press to return to the Personal Options Menu without
making changes.
5. Hang up.
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Programming a Fax Destination
With the Inter-Tel voice processing system, when you specify a fax destination num-
ber for your mailbox, callers can access your mailbox to send a fax to your fax
machine.
To change your fax destination number:
1. Access your mailbox as described on page 30.
2. Say “Personal” or press to select the Personal Options Menu.
3. Say “More” or press for More Options.
4. Say “Number” or press .
5. Say or enter the number of your fax destination. (If you entered the letters using
the dialpad, press when you are done.)
6. EITHER, say “Accept” or press to accept the number.
OR, say “Re-enter” and press to erase and re-enter the number.
7. Hang up.
Changing the Message Search Order
You can change the order in which you retrieve your messages based on the date and
time you receive them. When more than one message is left in your mailbox, they are
available for you to access in the order you specify. The search order, can be config-
ured as first in/first out, or last in/first out.
NOTE: If E-Mail Reader is enabled for your mailbox, when you change the message
search order, your changes apply to your voice mail, e-mail, and fax messages.
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To change the message search order:
1. Access your mailbox as described on page 30.
2. Say “Personal” or press to select the Personal Options Menu.
3. Say “More” or press for More Options.
4. Say “Order” or press for the Message Search Order.
5. Select one of the following options:
• Say “New” or press to change the search order for new messages.
• Say “Saved” or press to change the search order for saved messages.
6. Your current message search order is played. Select one of the following
options:
• Say “First” or press to retrieve the earliest-received messages first (First
In/First Out).
• Say “Last” or press to retrieve the latest-received messages first (Last In/
First Out).
• Say “Cancel” or press to return to the Personal Options Menu without
making changes.
7. Hang up.
Programming Remote Messaging
NOTE: The Remote Messaging feature is available only if it is enabled for your mail-
box. Contact your voice mail administrator to see if this feature is enabled for your mail-
box.
ALSO: The remote messaging feature is supported for voice mail messages only. If E-
Mail Reader is enabled for your mailbox, you cannot use remote messaging for e-mail
and fax messages.
With Remote Messaging, you can program voice mail to call you when your mailbox
receives new voice mail messages. Using a “cascade” (a series of up to nine telephone
numbers), voice mail will call each number until it successfully connects to a device
(e.g., pager, answering machine, etc.).
Because your mailbox can have a primary and an alternate cascade of numbers, you
can program a cascade to be used during specific days and times. For example, if you
want to be paged when you receive a voice mail message from 5-10 PM on weekdays,
you can set up a primary cascade. If you also want to receive pages for messages
marked “priority” on the weekends, you could set your alternate cascade for all day
on Saturdays and Sundays.
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To set up remote messaging for voice mail messages (if enabled):
1. Access your mailbox as described on page 30.
2. Say “Personal” or press to select the Personal Options Menu.
3. Say “Remote” or press . You have the following options:
• Say “Primary” or press to set up a primary cascade.
• Say “Alternate” or press to set up an alternate cascade.
4. Say “Level” or press and then say or enter the number (1-9) of the level you
wish to program. You then have the following options:
• To set up or change an extension or outside number:
– Say “Number” or press .
– EITHER, say “Internal” or press for an extension number.
OR, say “Outside” or press for an outside number.
– Say or enter the number.
• To set up or change pager notification:
– Say “Pager” or press .
– Say “Personal” or press .
Say “Change” or press to enable or disable the number.
5. Say “Days” or press . Then select one of the following:
• Say “Weekdays” or press for Monday-Friday.
• Say “Days” or press for all days.
• Say “Day” or press to select individual days. You are prompted to say or
press numbers 1-7 which correspond to the days Sunday through Saturday.
6. Say “Time” or press . Then say or enter the times you want the message noti-
fication to start and stop. Enter or say the times with two digits for the hour and
two digits for the minutes (e.g., 0900 = 9:00). If entering the time in 12-hour for-
mat:
• Say “AM” or press for AM.
• Say “PM” or press for PM.
NOTE: For 24-hour notification, program the starting and ending times to be
the same.
7. Say “Category” or press . You have the following options:
• Say “All Messages” or press for all messages.
• Say “Priority” or press for priority messages only.
8. Hang up or press to save the settings and exit.
NOTE: If for some reason voice mail is not able to use your remote notification, your
mailbox will receive a message stating that notification could not be completed.
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SPEED DIALING
Speed dialing allows you (and your system administrator) to store and access fre-
quently dialed numbers. Each number is stored in your endpoint (Station Speed Dial)
or in the telephone system (System Speed Dial) and is identified by a location num-
ber. Once programmed, you can quickly dial these numbers by entering a feature code
and dialing the desired location number. Because the system supports both Station and
System Speed-Dial numbers, you can have access to over 1000 stored numbers.
Station Speed Dial
You can program and use up to ten personal speed-dial numbers on your endpoint. In
addition, if you have programmable feature buttons, you can program them as speed-
dial buttons for one-touch dialing. To use a speed-dial button, you must:
•Store the number in a speed-dial location.
•Program an available feature button as a speed-dial button.
•Associate a speed-dial location with the new speed-dial button.
NOTE: You can use the Speed-Dial feature even if your endpoint does not have
programmable feature buttons.
Programming Station Speed-Dial Numbers
To store a speed-dial number, use the Station Speed-Dial Programming feature code
to program the number in a speed-dial location. Use the following table to list the
numbers that you store in speed-dial locations 0-9.
0 _______________________ 5 _______________________
1 _______________________ 6 _______________________
2 _______________________ 7 _______________________
3 _______________________ 8 _______________________
4 _______________________ 9 _______________________
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To store a number in a Speed-Dial location:
1. With the handset in the cradle, dial .
2. Dial the speed-dial location (0-9) you want to program.
3. Enter the number to be stored at the location you selected in step 2
NOTE: (You cannot use hyphens or colons in the number.) If your number
includes an asterisk, pound, a hookflash (a quick hang up and release), or a pause,
press once for an asterisk, twice for a pound, three times for a hookflash, or
four times for a pause. (Each pause or hookflash counts as one digit.)
4. Press to save the number.
NOTE: To dial outside telephone numbers without first selecting an outgoing line,
enter the Outgoing Call access code (default is ) before the outside telephone
number.
To erase a number in a Speed-Dial location:
1. With the handset in the cradle, dial .
2. Enter the speed-dial location (0-9) you want to erase or press the associated Sta-
tion Speed-Dial button.
3. EITHER, program a new number for the location code.
OR, Press to exit.
Creating Station Speed-Dial Buttons
If your endpoint has programmable buttons, you can program one or more as speed-
dial buttons. After the button is programmed, you must select a speed-dial location to
associate with the button.
NOTE: Before you program a speed-dial button, you need to store a number in a
speed-dial location (see the previous instructions).
To program a speed-dial button:
1. With the handset in the cradle, dial .
2. Press the feature button you want to program as a speed-dial button.
3. Dial .
4. Dial the speed-dial location (0-9) that contains the number you want to associate
with the button.
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Dialing Station Speed-Dial Numbers
To dial a Station Speed-Dial number:
If necessary, select an outgoing line. You have the following options:
• To use a location number: Press or dial and then enter the
desired Station Speed-Dial location number (0-9).
• To use a Station Speed-Dial button: Press the desired Station Speed-Dial button.
System Speed Dial
Your system administrator can store several speed dial numbers in the system speed
dial locations. Depending on the size of your system, you can access up to 1000 or up
to 5000 system speed dial locations, if they have been programmed.
To dial System Speed-Dial numbers:
1. Press or dial .
2. Dial the location code (000-999 or 0000-4999) for the desired number.
3. Press to dial the number.
USING RECORD-A-CALL
If your telephone system is equipped with a Voice Processor (voice mail), you may
have access to the Record-A-Call feature. If so, you can record an ongoing call as a
mailbox message. You can then retrieve the message, just as you would any other
mailbox message.
NOTE: The Record-A-Call feature remains active after the other party hangs up. This
allows you to append the recorded call with your own message.
To use the Record-A-Call feature while on a call:
1. Press and dial .
2. If required, dial the desired mailbox number. (Your endpoint may be pro-
grammed to select the mailbox, or you may be required to dial it.)
You hear a confirmation tone when the Record-A-Call feature is activated.
To turn off Record-A-Call:
EITHER, Press and dial .
OR, Hang up.
STN SPDL 382
SYS SPDL 381
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PAGING
The Paging feature allows you to make an announcement through endpoint speakers
or external speakers (if your system is equipped with external paging equipment). To
prevent announcements from transmitting through every endpoint in the system, this
feature uses page zones. Each zone contains a different combination of extensions and
external paging equipment, and is programmed by your system administrator. Ask
your trainer or system administrator how the zones are programmed, and list them
below for your convenience.
NOTE: The Model 8500 endpoint has a button, which is programmed to a spe-
cific page zone. If you do not know which page zone is programmed for this button, ask
your system administrator.
Enabling Paging
You can enable or disable page receiving for your endpoint by using the Page
Remove/Replace feature code. If your endpoint is assigned to more than one page
zone, all zones are removed or replaced at once (you cannot turn off individual
zones).
To turn paging on and off for your endpoint:
Dial .
Making Pages
To make pages:
1. Press or dial .
2. Dial the desired zone number (0-9).
3. After the tone, make your announcement and hang up.
0 _______________________ 5 _______________________
1 _______________________ 6 _______________________
2 _______________________ 7 _______________________
3 _______________________ 8 _______________________
4 _______________________ 9 _______________________
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PERFORMING A HOOKFLASH DURING A CALL
Certain telephone service companies may require a timed hookflash (a quick hang up
and release).
To generate a hookflash while using a line:
Press and dial .
NOTE: This features is known as a “Recall” in European systems.
PROGRAMMING YOUR FEATURE BUTTONS
Depending on how your system is programmed, some of your feature buttons may be
“user-programmable.” If so, you can program them with any of the feature codes
listed in the back of this user guide. In addition, you can combine the feature button
and Station Speed-Dial functions to program a feature button to dial an outside num-
ber.
NOTE: You cannot program secondary extension buttons as feature buttons (see Pro-
gramming Secondary Extension Buttons on page 56).
To program a user-programmable feature button:
1. With the handset in the cradle, dial .
2. Press the feature button you want to program.
3. Dial the feature code or extension number you want to store under that button.
(See page 86 for default feature codes.)
To return all feature buttons to their original default values:
With the handset in the cradle, dial .
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PROGRAMMING DIRECT STATION SELECTION BUTTONS
A button programmed as a Direct Station Selection/Busy Lamp Field (DSS/BLF) but-
ton provides a way to dial the associated extension with one touch. In addition, if the
button is equipped with a lamp, you can visually monitor the status of the associated
extension.
To assign an extension to a DSS/BLF button:
1. With the handset in the cradle, dial .
2. Press the DSS button(s) and dial the desired extension number.
Once programmed, you can use your DSS button as follows:
• You can place an intercom call to the extension that the DSS button is pro-
grammed for by pressing the button once.
• You can transfer a call to the extension that the DSS button is programmed for by
pressing the button once and hanging up. (For transferred calls that are forwarded
to voice mail you will hear repeating double tones.)
• You can visually monitor the status of the extension. The DSS/BLF lamps indi-
cate the status of the extension or feature assigned to the button. These indica-
tions are shown in the table below.
NOTE: For the DSS buttons to work as described above, your system administrator
must define them as user-programmable in Database Programming.
If the lamp is... Then...
Solidly lit The associated extension is busy, or the associated feature is
enabled.
Flashing slowly The extension is in Do-Not-Disturb.
Flashing rapidly The extension has a call ringing in.
Fluttering continuously The extension is causing a STATION OFF-HOOK system alarm.
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PROGRAMMING SECONDARY EXTENSION BUTTONS
With the Secondary Extension Appearances feature, you can program various buttons
on your endpoint to indicate the call activity at a different extension (primary exten-
sion). In addition to being able to see when a call is ringing, answered, or on hold,
you can use your secondary extension button to answer a call that is ringing at the pri-
mary extension. Your endpoint may also be programmed to ring automatically when a
given number of calls are waiting at the primary extension (ask your system adminis-
trator).
There are two possible types of secondary extension buttons: programmable and non-
programmable. If you have a non-programmable secondary extension button, only the
system administrator can change the associated extension. If you have a programma-
ble button, you can change the extension, as described below.
NOTE: You can only assign the extension for a secondary extension button. You can-
not create or change the secondary extension button (e.g., make it a feature button).
To assign a primary extension to a secondary extension button (if enabled):
1. With the handset in the cradle, dial .
2. Press the secondary extension button and dial the desired extension number.
Once programmed, you can use your secondary extension button as follows:
• You can press your flashing secondary extension button to answer a call that is
ringing or holding on any button at the primary extension.
• You can press your unlit secondary extension button to place an intercom call to
the primary extension.
NOTE: If the secondary button is flashing (i.e., a call is ringing at the primary exten-
sion), you can press before pressing the flashing button to place an intercom call to
the primary extension without answering the call. Or, you can just dial the primary
extension number.
To transfer a call back to the extension after you have answered it on your end-
point:
• To transfer to hold: Press the secondary extension button, announce the call (if
desired), and then hang up.
• To transfer to ring: Press and then the secondary extension button.
You can announce the call, if desired, before hanging up to complete the transfer.
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USING ACCOUNT CODES
If your telephone system is programmed to use the Station Message Detail Recording
(SMDR) feature, you might be required to enter account codes when you place a call.
These codes add information to telephone record reports that the system will periodi-
cally print.
There are three types of account codes:
• Standard account codes are automatically entered into the SMDR report when-
ever you place a call.
• Forced account codes must be dialed before you can place an outside call.
• Optional account codes can be entered at any time during a call.
NOTE: Your system administrator can tell you which types of account codes are used
on your telephone system.
To enter an optional account code:
1. Press and dial .
2. Enter the optional account code. If the account code is not immediately
accepted, press .
To set an account code for all calls placed from your endpoint:
Dial and then the account code. If the account code is not immediately
accepted, press . This code will be used for all calls made from your endpoint until
it is disabled.
To disable the code:
Dial and press .
SCREENING CALLS
If desired, you can screen calls that are transferred from voice mail. This allows you
to accept and/or refuse specific calls. Depending on the call screening transfer method
you select (see page 47), calls from voice mail may be unannounced, announce only,
or screened.
When your mailbox is programmed for screened calls, you have the following options
when you receive a transfer:
• Say “Accept” or press to accept the call.
• Say “Replay” or press to replay the announcement.
• Say “Voice Mail” or press to send the call to voice mail.
• Say “Forward” or press and then enter the extension number to forward the
call to another extension.
• Say “Refuse” or press to refuse the call.
3 9 0
#
3 9 1
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USING THE VOICE MAIL DIRECTORY
With the voice mail directory, subscribers and non-subscribers can use ASR (if
enabled) or dialpad digits to search for names in the directory. Subscriber names are
automatically added to the directory when their mailbox is initialized. ASR may not
be able to locate names that are pronounced differently than they are spelled. For
these types of names, use the alternate search method of spelling the name using the
endpoint dialpad digits (see table below).
You begin a search by dialing the system voice mail extension and selecting the direc-
tory option. You are prompted to say or spell the name of the mailbox user you want
to search for. For example, if you say the name John, the system locates all of the sub-
scribers with the first or last name of John. The list of names returned might include
the names John Smith, John Jones, John Nielson, David John, Robert John, etc.
When one to 10 matches are located, you can browse the list of returned names by
selecting the Previous (say “Previous” or press ) and Next (say “Next” or press
) options. The directory lists are circular. That is, when the end of the list is
reached, the next name played will be the first name in the directory. When the correct
name is played say “Yes” or press to select it.
If the system locates more than 10 matches, you can either browse the list using the
options mentioned above, or filter the list by responding to the filtering questions gen-
erated by the system. Based on your responses, the system filters the list to include
first or last name matches only. If the system cannot locate an exact match, it returns
the closest match found.
To use the dialpad buttons to spell a name: When prompted, press a single digit on
your endpoint dialpad for each letter or character entered. For example, dialpad button
contains the letters ABC, button contains DEF, etc. To enter “JONES,” you
would press . Press for “Q”, for “Z”, and for punctuation
marks.
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To perform a directory search:
1. Dial the voice mail number.
2. Say “Directory” or press .
3. Say the last name of the person you are searching for or press the appropriate
dialpad buttons to spell the name (see page 59).
If 10 or fewer matches are located, you can access and browse the list immedi-
ately (see step 4.)
If the list contains more than 10 matches, you have the option to browse or filter
the list. (skip step 4. and see step 5.)
4. If 10 or fewer matches are located, you have the following options:
• Say “Yes” or press to accept the name that is played.
• Say “Previous” or press to browse to the previous name in the list.
• Say “More” or press to hear more information about the subscriber.
• Say “Next” or press to browse to the next name in the list.
• Say “New” or press to search for a new name.
• Say “Cancel” or press to exit the directory.
5. If more than 10 matches are located, the system prompts you to browse or filter
the list. Do one of the following:
• Say “Yes” or press to browse the list. (See step 4. for options).
• Say “No” or press to select the filter option and then respond to one of
the following filter questions:
– The system begins by asking you if the name you are searching for is the
last name. If it is, say “Yes,” press , say the last name, or spell the last
name.
– If you did not respond to the first question, the system asks if the name
you are searching for is the first name. If it is, say “Yes,” press , say
the first name, or spell the first name.
After the list has been filtered by first or last name, a smaller list of names is
returned. You can then browse the list and select the appropriate name (see step
4.)
#
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1
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PROGRAMMING REMOTE FEATURE ACCESS
If you are away from your desk and forgot to put your endpoint in DND, don’t worry.
With the Remote Feature Access, you can place your endpoint in DND or forward
calls from any other endpoint on the system. And, if you have a special dial-up line,
you can access your endpoint features from an outside line.
NOTE: For your convenience, a pocket-sized guide of the Remote Feature Access is
located in the front of this guide.
Remote Access Password
Before you use Remote Feature Access, you should program a password, as described
below.
To change the password from your endpoint:
1. Dial .
2. Enter your current password, followed by .
NOTE: Your extension number is your password at default.
3. Enter the new password followed by . You hear a confirmation tone.
4. Enter the new password again for verification followed by . You hear a con-
firmation tone.
To change the station password using remote programming, see Remote Feature
Access.
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Remote Feature Access
To access your endpoint from another endpoint:
1. EITHER, Call your Direct Inward System Access number (provided by your
system administrator). If required, enter your password.
OR, Use any endpoint on the system.
2. Enter .
3. Enter your extension number.
4. Enter your password followed by . You can now use any of the following fea-
tures.
To change the station password using Remote Programming:
a. Enter .
b. Enter the new password, followed by .
c. Enter the new password again for verification, followed by .
To turn on DND:
a. Enter .
b. Enter the message number (01-20) and enter the optional second-line mes-
sage text.
To turn off DND: Enter .
To turn on Call Forward:
a. Enter one of the following Call Forward feature codes.
All Calls.......................
If No Answer ................
If Busy.........................
If No Answer or Busy .....
b. Enter an extension number or enter an outside line access code followed by a
telephone number.
To turn off Call Forward: Enter .
5. Hang up.
3 5 9
#
392
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3 7 0
3 7 1
3 5 5
3 5 6
3 5 7
3 5 8
3 5 5
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REQUESTING AGENT HELP
Your telephone system may be programmed to support the Agent Help feature, which
allows you to request help from a designated “Agent Help Extension” (usually your
supervisor) during a call. When your request call rings at the Agent Help Extension,
the supervisor can choose to join the call or reject the request.
If the Agent Help Extension is a digital endpoint, the endpoint’s microphone is auto-
matically muted so that the supervisor cannot be heard unless he or she presses
. If the Agent Help Extension is a single-line endpoint, however, the supervi-
sor can be heard as soon as the conference is established. In either case, the supervi-
sor can hear all other parties on the call.
To use the Agent Help feature while on a call:
1. Press and dial . If you hear repeating tones, the Agent Help fea-
ture is not available at your endpoint, you already have four parties in your call,
not enough system circuits are currently available, or the Agent Help Extension
is in DND.
2. Dial the Agent Help Extension number, if required. (Your endpoint may be pro-
grammed to automatically dial the number, or you may be required to dial it.)
If the Agent Help Extension accepts the call, you hear the Agent Help tone, if it is
enabled, and the supervisor can monitor or join your call.
If the Agent Help Extension rejects the call, you hear a confirmation tone.
MUTE
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WORKING IN HUNT GROUPS
Your system may be programmed with “hunt groups.” Hunt groups are groups of end-
points that share a common extension number in addition to having individual exten-
sion numbers. This allows someone to call anyone in the group (using the common
extension) or a specific member (using the individual extension). The members of
these groups and the common extension(s) are programmed by your system adminis-
trator.
Hunt Group Calls Enabled/Disabled
If you are a member of a hunt group, you can enable or halt hunt group calls to your
extension.
To turn on or off hunt group calls:
Dial .
ACD Hunt Groups
Some hunt groups use a special feature called Automatic Call Distribution (ACD) that
distributes the hunt group calls equally among the available members. These hunt
group members are referred to as “agents,” who log in to the ACD hunt group to
receive calls and log out to halt ACD hunt group calls.
Distributing Calls
Calls are distributed through an ACD hunt group based on Agent IDs or extensions,
as described below.
• Agent IDs: If the hunt group is programmed to use ACD Agent IDs, each agent
is assigned an Agent ID number to enter during the login procedure (see Logging
In and Out of ACD Hunt Groups). The hunt group calls are routed to logged-in
agents, according to their Agent ID number instead of their extension number.
Because the Agent ID is not associated with any extension, the agent can use any
endpoint in the system to log in.
• Members: If the hunt group is not programmed to use Agent IDs, it will have a
pre-programmed list of endpoints and will send calls to the endpoints where
agents are logged in.
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Logging In and Out of ACD Hunt Groups
Agents can log in to and out of the ACD hunt group at any time. While logged in, the
agent receives calls through the ACD hunt group. When the agent is logged out, calls
to that ACD hunt group bypass the agent.
To log in to all of your ACD hunt groups at once using the ACD Agent Login/
Logout feature code:
With or without the handset lifted, dial and enter your Agent ID, if neces-
sary. You will hear a login confirmation tone.
NOTE: This feature code acts as a toggle. If you are already logged in, you hear a con-
firmation tone and you are logged out.
To log in to one or more hunt groups using the ACD Agent Login feature code:
1. With or without the handset lifted, dial .
2. EITHER, Enter the desired ACD hunt group number.
OR, Press to log in to all of your ACD hunt groups at once.
NOTE: If you entered an invalid hunt group number, you hear repeating tones.
3. Do one of the following:
• To log into one or more ACD hunt groups using Agent IDs: Enter your
Agent ID. You are logged into the ACD hunt group using Agent IDs.
NOTE: If another Agent ID is already logged in at this endpoint, you hear
repeating tones. You must have the other agent log out before you can use
that endpoint.
• To log into one or more ACD hunt groups not using Agent IDs: Press .
You are logged into the ACD hunt group that does not use Agent IDs.
NOTE: If you are not a member of the entered hunt group, you hear repeating
tones. Start over.
4. Hang up. Repeat this procedure to log into additional ACD groups, if necessary.
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When you log in to a group, you may be automatically connected to a call after you
hear a short ring burst. If the ACD Agent ID Automatic Connect option is enabled for
your hunt group and you are using a headset, you will be automatically connected. If
this option is not enabled for your hunt group, the call will ring until you answer it or
until it times out to another extension.
NOTE: Even if the ACD Agent ID Automatic Connect option is enabled, the first call
you receive (after you log in or remove your endpoint from DND while logged in) will
ring until you answer it. You will, however, be automatically connected to subsequent
calls.
To log out of one or more ACD hunt group:
1. EITHER, Dial to log out of all of your ACD hunt groups at once. You
hear a confirmation tone.
OR, With or without the handset lifted, dial . If you were logged in to
only one hunt group, the procedure is complete. If you were logged in to more
than one hunt group, dial the extension number of the desired ACD hunt group.
2. Hang up.
Ending an ACD Hunt Group Call
Each time you end an ACD hunt group call, a wrap-up timer is started. Until this
timer expires, you will not receive another call through any ACD hunt group. You
can, however, end the wrap-up session before this timer expires, as described below.
To terminate the ACD Agent wrap-up period before the timer expires:
1. With the handset in the cradle, dial .
2. Hang up.
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USING E-MAIL READER
Using E-Mail Reader
SECTION CONTENTS PAGE
Introduction . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 68
E-Mail Reader Features . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 69
Using Your Advanced Mailbox . . . . . . . . . . . . . . . . . . . . . . . . . . 70
Setting Up Your E-Mail Password . . . . . . . . . . . . . . . . . . . . . . . 71
Accessing E-Mail Messages . . . . . . . . . . . . . . . . . . . . . . . . . . . . 73
Accessing Fax Messages . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 76
Recovering Deleted Messages . . . . . . . . . . . . . . . . . . . . . . . . . . 77
Changing Message Envelopes . . . . . . . . . . . . . . . . . . . . . . . . . . 78
Voice Mail Flowchart (Advanced Mailbox). . . . . . . . . . . . . . . . . 79
68 Inter-Tel® Model 8500 User Guide
USING E-MAIL READER
INTRODUCTION
Enterprise Messaging (EM) is the voice processing system that provides advanced
messaging features with the E-mail Reader feature. This section provides information
and instructions about advanced mailbox tasks for users who have E-Mail Reader
enabled for their mailbox.
If your mailbox does not have E-Mail Reader enabled, you have a standard voice
mailbox (see page 6). The instructions for many voice mail tasks are identical for
standard voice mailbox and advanced mailbox users, therefore, the instructions for
these common mailbox tasks are not repeated in this section.
See the following pages for common mailbox tasks:
•Initializing your mailbox (see page 13)
•Recording your personal greetings (see page 14)
•Recording your voice mail directory name (see page 13)
•Accessing your mailbox (see page 30)
•Disabling and enabling ASR (see page 31)
•Accessing voice mail messages (see page 32)
•Recording and sending voice mail messages (see page 35)
•Canceling unheard voice mail messages (see page 37)
•Changing your mailbox password (see page 45)
•Changing the call screening transfer method (see page 47)
•Programming a fax destination (see page 48)
•Changing the message search order (see page 48)
•Programming remote messaging (see page 49)
•Screening calls (see page 58)
•Using the voice mail directory (see page 59)
NOTE: For a voice mail flowchart for standard mailbox users, see page 95.
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USING E-MAIL READER
E-MAIL READER FEATURES
When E-Mail Reader has been enabled for your mailbox, you have the advanced
mailbox. The advanced mailbox unifies your local voice mail messages and your
remote fax and e-mail messages in one convenient location. E-mail Reader uses Text-
to-Speech (TTS) capabilities to convert the text in an e-mail message to a .wav file.
If E-Mail Reader is enabled for your mailbox, you can access voice mail, e-mail, and
fax messages in your mailbox using your endpoint.
When you access an e-mail message in your mailbox, E-Mail Reader first announces
your e-mail according to the envelope options that you set (see page 78). Then, after
the envelope is played, E-Mail Reader reads the text in the body of the message. Once
you have listened to your e-mail, you can access additional options to reply, forward,
save, or delete the message (see page 73).
When you access a fax message, E-Mail Reader announces the fax envelope accord-
ing to the envelope options that you set (see page 78). Because a fax message is
received by your e-mail account as an attachment to an e-mail message in the form of
a .tif file, E-Mail Reader cannot read the text in the body of the fax. To view the
fax and read it, you must access it from your e-mail account. With your advanced
mailbox you can save, delete, and forward a fax (to another fax machine) using the
available menu options, when prompted (see page 76).
70 Inter-Tel® Model 8500 User Guide
USING E-MAIL READER
USING YOUR ADVANCED MAILBOX
After you set up your mailbox (see page 13), you can use personal or system greetings
to let callers know if you are out of town, on a call, etc. You can send messages to
individuals and to a group of people if your voice mail administrator has programmed
a name for the group. In addition, various options allow you to customize your mail-
box, manage your messages, and screen your calls. To allow the system to retrieve e-
mail and fax messages from your e-mail account, you must first set up your e-mail
password (see page 71).
When you access your mailbox (see page 30), the system announces how many new
and saved voice mail, fax, and e-mail messages you have in your mailbox. You can
choose which type of message you want to access by selecting voice mail, fax, or e-
mail from the main subscriber menu.
Main menu options include the following:
•To access voice mail messages: Say “Voice Mail” or press .
•To record voice mail messages: Say “Record” or press .
•To access e-mail messages: Say “E-Mail or press .
•To access personal mailbox options: Say “Personal” or press .
•To access message options: Say “Options” or press .
•To access facsimile messages: Say “Facsimile” or press .
•To disable ASR (for that call only): Say “Disable” or press .
At any menu level, you can say “Cancel” or press to cancel or return to the previ-
ous menu or say “Accept” or press to accept. For a voice mail flowchart for
advanced mailbox users, see page 79.
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USING E-MAIL READER
SETTING UP YOUR E-MAIL PASSWORD
When E-Mail Reader is enabled for your mailbox, the EM system prompts you to
enter your e-mail password after you or your voice mail administrator do one of the
following:
•Set up your mailbox (see page 13)
•Change your e-mail password for your e-mail client
To access your e-mail and fax messages from your advanced mailbox, you must set
up your e-mail password. While completing the setup, you cannot use Automatic
Speech Recognition (ASR) if it is enabled for your voice mail system. To prevent oth-
ers from overhearing your password, you must use the dialpad digits on your endpoint
to set up your e-mail password.
When setting up your password, the number of times you press a button determines
which character is entered, as shown in the table on the following page. Notice that
the capital letters and lower case letters require different button presses. As you press
the buttons, the system announces the current character to you. For security reasons, it
is recommended that you use the handset and not the speakerphone when you set up
your e-mail password.
E-mail passwords are case-sensitive and your entry must match your e-mail password
exactly. Also, your e-mail password cannot include any characters that are not
included in the table on the following page, and cannot exceed 40 characters. In addi-
tion, your e-mail administrator can set further restrictions for password length,
allowed characters, number of attempts etc. Check with your administrator if you
encounter any difficulties setting up your e-mail password.
72 Inter-Tel® Model 8500 User Guide
USING E-MAIL READER
To enter your e-mail password (see table below):
1. Access your mailbox as described on page 30. The system announces that it was
unable to retrieve your e-mail and fax messages, and gives you the following
options:
• Say “Continue” or press to access your mailbox without access to your e-
mail messages.
• Say “Password” or press to enter your new e-mail password.
NOTE: If your system uses an e-mail server and a separate fax server, you
are prompted twice.
2. When prompted, enter your e-mail password using the dialpad digits, and then
press . (Refer to the table below to determine which buttons correspond to the
characters in your e-mail address.)
3. Your new password is played. You have the following options:
• Say “Accept” or press to accept.
• Say “Re-enter” or press to erase and re-enter the password.
4. Hang up.
*Press seven times for a blank space.
#
1
#
#
3
NUMBER OF TIMES BUTTON IS PRESSED
BUTTON123456789
11-&()_space*
2a b c 2 ‘ ABC
3def3!DEF
4ghi 4* GHI
5j kl 5#JKL
6mno6MNO
7pqr s7PQRS
8t uv8?TUV
9wxyz9WXYZ
00@:.,/+
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USING E-MAIL READER
ACCESSING E-MAIL MESSAGES
NOTE: By default, the message lamp on your endpoint lights when you receive a new
voice mail message. Although the lamp can be programmed for other functions, it can-
not be programmed to indicate that you have received a new e-mail message.
If you have an advanced mailbox you can access e-mail messages by choosing option
three from the main menu. E-Mail Reader does not distinguish between conventional
e-mail messages and meeting invitations and responses, such as those created with
Microsoft® Outlook®. Therefore, e-mail messages and meeting messages (including
invitations, cancellations, and responses) can all be accessed by selecting option three
on the main menu. Envelope settings and options are identical for e-mail and meeting
messages, however, you can only accept, tentatively accept, and decline meetings
using your e-mail application.
When you access your e-mail messages, E-Mail Reader first announces the message
according to the envelope options you select (see page 78). Then E-Mail Reader reads
the text in the body of the message. After you access your message you can replay the
message, listen to the next or previous message, replay the message envelope, save
the message, or delete the message. In addition, you can reply to the message or for-
ward a copy to another recipient.
When you select the reply option, you are prompted to record a message and your
reply is sent as an attachment in the form of a .wav file. If the e-mail has multiple
recipients, you have the option of replying to just the sender, or to all of the recipients.
When you forward an e-mail message, the e-mail is converted to a fax and forwarded
to the fax destination telephone number you specify.
NOTE: The body of Outlook meeting messages contain links that E-Mail Reader inter-
prets as text. These links are displayed if you are using a third-party mail application or
Outlook Express, but they are hidden in Outlook.
For example, Sally User’s supervisor creates a Sales Team meeting invitation in Out-
look and sends it to Sally. Sally accepts the meeting and in the body of her acceptance
e-mail she writes, “I’m looking forward to attending.” When Sally’s supervisor access
Sally’s meeting acceptance using E-Mail Reader, the e-mail is announced according to
the supervisor’s e-mail envelope preferences. Then E-Mail Reader reads Sally’s written
response followed by the hidden link inserted by Outlook, “I’m looking forward to attend-
ing. Microsoft Outlook Web Access: http://TMS-NT-EVS01/Exchange/Sally_User/Inbox/
Accepted%3A%20Sales%20Team%20Meeting-5.EML.”
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To access e-mail messages and the associated options:
1. Access your mailbox as described on page 30.
2. Say “E-Mail” or press to listen to your e-mail messages. Then select one of
the following:
• Say “New” or press to listen to new messages.
• Say “Saved” or press to listen to saved messages.
NOTE: If you have a large number of e-mail messages in your in-box (for
example, more than 500 messages) you may experience a delay (hear
silence) before the first message is played.
3. After the e-mail envelope is played, E-Mail Reader reads the body text of the e-
mail message. While you are listening to a message, you can use the following
options:
• Say “Skip” or press to skip to the end of the recording.
• Say “Back up” or press to “rewind” a few seconds and replay the mes-
sage.
• Say “Pause” or press to pause. Say “Continue” or press to continue.
• Say “Forward” or press to skip ahead.
• Say “Lower” or press to lower the volume.
• Say “Envelope” or press to play the message envelope.
• Say “Higher” or press to raise the volume.
• Say “Delete Message” or press to delete the message.
• Say “Cancel” or press to return to the previous menu.
3
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3
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2#
3
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4. When E-Mail Reader has finished reading the e-mail the message is marked as
saved and you have the following options:
• Say “Replay” or press to replay the message from the beginning.
• Say “Reply” or press to reply to the message. If the e-mail message had
more than one recipient, you have the following options:
– Say “Everyone” or press to reply to all recipients.
– Say “Sender” or press to reply to the sender.
– Say “Hear” or press to hear all recipients.
NOTE: See page 35 for recording and delivery options.
• Say “Forward” or press to forward a copy of the message to a fax desti-
nation. Then say or enter the fax destination number. The system plays the
fax destination number. Select one of the following:
– Say “Yes” or press to verify the number. The system announces that
the fax is scheduled for delivery.
– Say “No” or press to start over.
NOTE: You cannot forward an e-mail message to a mailbox or group list.
When you forward an e-mail message, the e-mail is converted to a fax and for-
warded to the fax destination telephone number that you specify.
• Say “Previous” or press to listen to the previous message.
• Say “Envelope” or press to play the introductory message envelope (see
page 78 for programming instructions).
• Say “Next” or press to listen to the next message.
• Say “Save” or press to save the message.
• Say “Delete Message” or press to delete the message.
NOTE: You may be prompted to confirm deleting the message. Say “Yes” to
delete the message or “No” to cancel the request to delete the message.
5. Hang up.
1
2
1
2
3
3
#
4
5
6
7
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ACCESSING FAX MESSAGES
NOTE: By default, the message lamp on your endpoint lights when you receive a new
voice mail message. Although the lamp can be programmed for other functions, it can-
not be programmed to indicate that you have received a new fax message.
When you access a fax message using option six on the main menu, E-Mail Reader
announces the fax message according to the envelope options that you selected (see
page 78). E-Mail Reader does not have the capability to read the text in a fax. You
can, however, save, delete, and forward a fax (to the fax number that you specify)
using the associated options.
To access fax messages and the associated options:
1. Access your mailbox as described on page 30.
2. Say “Facsimile” or press to access your fax messages. Then select one of the
following:
• Say “New” or press to listen to new messages.
• Say “Saved” or press to listen to saved messages.
3. After the fax envelope is played, you have the following options:
• Say “Forward” or press to forward a copy of the message to another des-
tination. Then say or enter the fax destination number. The system plays the
fax destination number. Select one of the following:
– Say “Yes” or press to verify the number. The system announces that
the fax is scheduled for delivery.
– Say “No” or press to start over.
• Say “Previous” or press to listen to the previous message.
• Say “Envelope” or press to play the introductory message envelope (see
page 78 for programming instructions).
• Say “Next” or press to listen to the next message.
• Say “Save” or press to save the message.
• Say “Delete Message” or press to delete the message.
NOTE: You may be prompted to confirm deleting the message. Say “Yes” to
delete the message or “No” to cancel the request to delete the message.
4. Hang up.
6
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3
3
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4
5
6
7
9
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RECOVERING DELETED MESSAGES
Recovering deleted messages varies based on media type. If you delete a voice mail
message, you can retrieve it within a specific time frame (up to 24 hours, programmed
by your voice mail administrator). The specified time frame for retrieving deleted e-
mail and fax messages is determined by the Exchange administrator. Once you
recover a deleted message, it is then restored to your saved-message queue. Deleted
voice mail, e-mail, and fax messages that are not recovered within the specified time
frames are automatically erased.
NOTE: Contact your system administrator if you want to know how long you have to
recover deleted messages.
To recover deleted messages:
1. Access your mailbox as described on page 30.
2. Say “Options” or press for Message Options.
3. Say “Recover” or press to access undelete options.
4. Specify which media type you would like to recover. Your options are:
• Say “Voice Mail” or press to recover a voice mail message.
• Say “E-Mail” or press to recover an e-mail message.
• Say “Facsimile” or press to recover a fax message.
5. EITHER, Say “Listen” or press to listen to your deleted messages and choose
which ones to recover. After each message you can:
• Say “Replay” or press to replay the message.
• Say “Reply” or press to reply to the message.
• Say “Forward” or press to forward the message.
• Say “Previous’ or press to listen to the previous message.
• Say “Envelope” or press to play the message envelope.
• Say “Next” or press to listen to the next message.
• Say “Recover” or press to recover the message.
OR, say “Recover” or press to recover all deleted messages.
OR, Say “Purge” or press to permanently delete all deleted messages.
6. Hang up.
5
2
1
2
3
1
1
2
3
4
5
6
7
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CHANGING MESSAGE ENVELOPES
When you receive a voice, fax, or e-mail message, a message “envelope” is played.
The envelope can include the time and date the message was left, the source of the
message, and additional information that is associated with the media type. Common
envelope options for voice mail, e-mail, and fax include:
•Time and Date: The time and date the message was received.
•Source: The source of the voice, e-mail, or fax message.
These envelope options vary by media type:
•Length: The recorded time, in minutes, for voice messages.
•Subject: The text in the subject field for e-mail messages.
•Pages: The number of pages included in the fax attachment.
By default, all of the envelope options are enabled for each type of message. How-
ever, you can change your envelope options, as described below.
To change and save your message envelope:
1. Access your mailbox as described in Mailbox Access on page 30.
2. Say “Personal” or press to select the Personal Options Menu.
3. Say “Envelope” or press to select the Message Envelope Options Menu.
4. Select the media type you would like to change:
• Say “Voice Mail” or press. .
• Say “E-Mail” or press .
• Say “Facsimile” or press .
5. You can then do any of the following:
• Say “Time, Date” or press to enable or disable the time and date options.
• Say “Source” or press to enable or disable the message source option.
• For voice mail, say “Length” or press to enable or disable the message
length option.
For e-mail, say “Subject” or press to enable or disable the subject option.
For faxes, say “Pages” or press to enable or disable the pages option.
• Say “All Options” or press to enable all options and return to the Per-
sonal Options Menu.
• Say “None” or press to disable the entire envelope and return to the Per-
sonal Options Menu.
• Say “Accept” or press to accept the changes.
• Say “Cancel” or press to return to the Personal Options Menu.
6. Hang up.
4
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VOICE MAIL FLOWCHART (ADVANCED MAILBOX)
Note: Options vary by media
type.
While the message is playing:
“Back Up”
“Pause”
Move “Forward”
“Lower” (volume)
Play the “Envelope”
“Higher” (volume)
“Save” the Message
“Delete” the Message
“Skip” to the End
After the message:
“Replay” Message
“Reply” to the Message
“Forward” a Copy
Go to “Previous” Message
Play the “Envelope”
Go to “Next” Message
“Save” the Message
“Delete Message”
1
2
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4
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6
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9
#
1
2
3
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ACCESSING MESSAGES
SUBSCRIBER MAILBOX MENU
RECORDING A MESSAGE
MAILBOX ACCESS
•EITHER, Press the Mes-
sage button to respond to a
message from voice mail.
OR, Call the voice mail
extension number, say
“Login” or press , and
say or enter your mailbox
number.
• Enter your password
(press ).
#
• Dial the mailbox number,
reply to a message, or for-
ward a message.
• “Record” your message.
Pause
“Continue”
Erase
• After recording:
“Replay”
“Append”
“Erase,” re-record
“Copy”
Delivery “Options”
2
#
3
1
2
3
4
9
“Private”
“Certified”
“Priority”
“Send”
Send and Exit Hang Up
1
2
3
#
Record “Greeting”
“Primary” Greeting
“Alternate” Greeting
“System” Greeting
(See Recording Options)
Record Directory “Name”
(See Recording Options)
Record “Password”
Change “Envelope” Settings
“Time, Date”
“Source”
“Length/Subj./Pages”
“All Options”
“None”
“Remote” Messaging
“Primary” Cascade
“Alternate” Cascade
“More” Options
Fax “Number”
Message “Order”
“Transfer” Method
1
1
2
3
2
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4
1
2
3
4
5
5
1
2
9
1
2
5
Note: Applies to voice mail only.
Program Cascade “Level”
Enter cascade level number, then:
“Change”
“Personal” #
“Pager” #
Enter “Time” of Day
Set “Days” of Week
“Weekdays”
All “Days”
Individual “Day” 1-7
Select Message “Category”
“All Messages”
“Priority” Messages
1
1
2
3
2
3
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2
3
4
1
2
“New” Messages
“Saved” Messages
1
2
REMOTE MESSAGING
PERSONAL OPTIONS
MESSAGE ORDER
DELIVERY OPTIONS
“Voice Mail”
“Record”
“E-Mail”
“Personal” Options
“Options” Message Options
“Facsimile”
“Disable” ASR
1
2
3
4
5
6
8
N
OTE: At any menu level, you can say “Cancel” or press to cancel or return to the previous
m
enu or say “Accept” or press to accept.
#
Note: Options vary by media
type.
Cancel “Unheard” Messages
“Recover”DeletedMessages
“Voice Mail”
“E-Mail”
“Facsimile”
1
2
1
2
3
MESSAGE OPTIONS
“Unannounced”
“Screened”
“Announce” Only
1
2
3
TRANSFER METHOD
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Learning More
SECTION CONTENTS PAGE
Introduction . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 82
What the Administrators Can Do for You . . . . . . . . . . . . . . . . . 82
Frequently Asked Questions (FAQs) . . . . . . . . . . . . . . . . . . . . . 83
Default Feature Codes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 86
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INTRODUCTION
If you want to know more about your endpoint and voice mail system, this is the sec-
tion for you. With additional information and an FAQ, you should be able to find
answers to most of your questions.
NOTE: Because the telephone system is very flexible and programmable, the proce-
dures 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.
WHAT THE ADMINISTRATORS CAN DO FOR YOU
The administrators are the people to whom you should turn if you have any problems
with your endpoint and/or voice mail. They have access to advanced programming
features and can reset certain settings associated with your endpoint.
The types of administrators that can help you with your endpoint/voice mail are as
follows:
• System Administrator: Performs certain telephone system functions, including:
— Setting the date and time
— Programming System Speed-Dial numbers
— Making database changes, such as programming usernames, toll restriction,
DND messages, and extension numbers
• Voice Mail Administrator: Performs tasks associated with the voice mail sys-
tem, including:
— Recording a broadcast message that is sent to all mailboxes at once
— Performing mailbox maintenance (such as changing your password)
— Customizing voice mail prompts
NOTE: For problems that are network-related, contact your network administrator.
If you are a system administrator or if you need additional information not available
in this guide, refer to your system’s administrator guide. If you are a network adminis-
trator, refer to the latest version of the IP Devices Installation Manual (part number
835.2195).
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FREQUENTLY ASKED QUESTIONS (FAQS)
This section includes some of the most frequently asked questions. If you have prob-
lems with your endpoint or mailbox, refer to this section before you contact your sys-
tem, voice mail, or network administrator or your local Inter-Tel reseller.
Q1. How can I retrieve messages if I don’t know the password for my voice mail?
A1. Try using your extension number, which is your default password. Or, maybe you
don’t have a password, in which case pressing is all you need to do. If these
options don’t work, contact your system administrator, who can change or erase the
password for you. You can then retrieve your messages and reset the password, if
desired (see page 45).
Q2. How do I program System Speed-Dial numbers?
A2. Only your system administrator can program System Speed-Dial numbers. You can,
however, program up to ten Station Speed-Dial numbers (see page 51).
Q3. How can I set the number of rings that are allowed before the call is sent to voice
mail?
A3. Only your system administrator can change the number of rings.
Q4. Why can’t I hear dial tone when I pick up my handset?
A4. Your endpoint may be in headset mode. While on-hook, enter the Headset Off feature
code ( ) or the Headset On/Off feature code ( ).
Q5. Why can’t I retrieve deleted messages?
A5. The system may have erased your message. After a programmed amount of time has
lapsed, up to 24 hours, the system automatically erases all deleted voice mail mes-
sages (see page 34). If you attempted to recover a deleted voice mail message within
this time frame but you were still unsuccessful, your voice mail system may not have
sufficient space programmed to store deleted messages. Or, your telephone system
may not be using a software version that supports this feature. If you are attempting to
recover a deleted e-mail or fax message (E-Mail Reader enabled) contact your voice
mail administrator to see how long you have to recover deleted e-mail and fax mes-
sages.
#
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Q6. Why can’t I program a Station Speed-Dial number to the button I want?
A6. Your system administrator has programmed that button as a non-programmable but-
ton. Because you cannot override system programming from your endpoint, you must
choose another button.
Q7. Why don’t the local telephone company star codes (i.e.*82, *69, etc.) work when I use
the Outgoing Call feature code ( by default) to call an outside number?
A7. Rather than pressing to access an outside line, you must dial a Select Line Group
number before you can use the star codes. For example, if your system is using the
default Select Line Group numbers, dial 92001 to access that line. Once you have dial
tone, you can dial the star code and the number.
Q8. Why can’t I use ASR to enter my e-mail password?
A8. To prevent others from overhearing your password, you must enter it using the dial-
pad buttons on your endpoint. See page 71 for additional information about entering
your e-mail password if E-Mail Reader is enabled for your mailbox.
Q9. If my e-mail password expires for my e-mail client and I have to change it, do I also
have to update it for my mailbox?
A9. Yes. Whenever you change your e-mail password, you will be prompted to update it
for E-Mail Reader. See page 71 for additional information about entering your e-mail
password.
Q10. Why don’t I have e-mail and fax messages in my mailbox?
A10. If your mailbox is the standard voice mailbox (see page 6), you will not receive e-
mail and fax messages in your mailbox. To receive these types of messages, E-Mail
Reader must be enabled for your mailbox. Check with your voice mail administrator
to see if E-Mail Reader is enabled for your mailbox.
Q11. Why do I get the wrong response when I try to complete a task by saying a command?
A11. Several things affect the system’s response to voice commands. One reason the sys-
tem may not be responding to voice commands is that Automatic Speech Recognition
(ASR) may not be enabled on your system. If your system’s voice prompts do not
include the option to “say” a command, then ASR is not enabled. See page 8 for addi-
tional guidelines for using ASR.
Q12. Sometimes I experience audio problems on my endpoint such as echo, distorted
sound, or choppiness. To whom do I report this?
A12. The system has an audio diagnostics feature that users can access to diagnose audio
problems. Contact your system administrator if you are having audio problems. If the
Audio Diagnostics feature is enabled on your system, your administrator can provide
you with instructions about how to use the audio diagnostics feature.
8
8
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Q13. Why can’t I use one of the features described in this guide?
A13. There are a few reasons why you might not be able to access the feature. Some possi-
ble reasons include:
• Your system software version may not support the feature. Check with your sys-
tem administrator to see which software version your telephone system currently
uses and if there are any features restrictions for your system.
• Your system administrator may not have enabled the feature for your endpoint.
• Your system administrator may have programmed your endpoint to block the fea-
ture.
Q14. If I need further assistance, how do I get technical support?
A14. First, contact the appropriate administrator (system, voice mail, or network) if you
have a question that is not covered in this user guide. If you need further assistance,
contact your local authorized Inter-Tel reseller. Resellers can be located using the
Inter-Tel Web site at www.inter-tel.com. All Inter-Tel sales, service, and support are
handled at the local level.
86 Inter-Tel® Model 8500 User Guide
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DEFAULT FEATURE CODES
Use the blank spaces below to enter custom feature codes, if necessary.
OUTSIDE LINE ACCESS CODES
*These defaults may differ depending on the software version.
EXTENSION NUMBERS
ACCESS CODE NAME ACCESS CODE NEW CODE
Select Line Group 1-208 92001-92208*
Automatic Route Selection 92000*
Emergency Call 911 (999 in Europe)
Outgoing Call 8
EXTENSION NAME EXTENSION NUMBER NEW NUMBER
Endpoint Extensions 1000-1999
Hunt Groups 2000-2299
Attendant 0
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GENERAL FEATURE CODES
FEATURE NAME FEATURE CODE NEW CODE
Account Code – Following Calls 391
Account Code – Optional 390
ACD Agent Log In 326
ACD Agent Log Out 327
ACD Agent Log In/Out 328
ACD Agent Wrap-Up Terminate 329
Agent Help Request 375
Agent Help Reject 376
Answer (Ringing Call) 351
Audio Diagnostics 320
Automatic Intercom Access On/Off 361
Automatic Line Access On/Off 360
Automatic Line Answer 350
Background Music On/Off 313
Call Forward All Calls 355
Call Forward If Busy 357
Call Forward If No Answer 356
Call Forward No Answer/Busy 358
Conference 5
Change Language 301
Data 340
Default Station 394
Directory 307
Do-Not-Disturb 370
Do-Not-Disturb Cancel 371
Do-Not-Disturb On/Off 372
Do-Not-Disturb Override 373
Enhanced Speakerphone Enable 310
Feature Button Default 395
Group Listen 312
Handsfree On/Off 319
Headset On 315
Headset Off 316
Headset On/Off 317
Hold – Individual 336
Hold – System 335
Hookflash (Recall in Europe) 330
Hunt Group Remove 322
Hunt Group Replace 323
Hunt Group Remove/Replace 324
Message 365
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Message – Cancel Message Left 366
Message – Cancel Message On Endpt. 368
Message – Silent Message 367
Microphone Mute On/Off 314
Page 7
Page Receive On/Off 325
Program Baud Rate 393
Program Buttons 397
Program Station Password 392
Queue (Callback) Request 6
Record-A-Call 385
Redial 380
Redirect Call 331
Reminder Message 305
Reminder Message Cancel 306
Remote Programming 359
Reverse Transfer (Call Pick-Up) 4
Ring Intercom Always On/Off 377
Ring Tone Selection 398
Routing Off 304
Station Speed Dial 382
Station Speed-Dial Programming 383
System Forward Enable 352
System Forward Disable 353
System Forward On/Off 354
System Speed Dial 381
Switch Keymap 399
Transfer To Hold 346
Transfer To Ring 345
FEATURE NAME FEATURE CODE NEW CODE
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NOTES
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Inter-Tel® Model 8500 User Guide
Index
A
About This Guide 2
About Voice Mail 5, 7
Accessing
e-mail messages 73
fax messages 76
voice mail messages 32
your mailbox 30
Account Codes 58
ACD Agent Wrap-Up Period 66
ACD Hunt Groups 64
Adding Parties to a Conference 21
Adjusting Your Endpoint’s Viewing Angle 12
Administrators 82
Advanced Mailbox
using 70
voice mail flowchart 79
Agent Help 63
Agent IDs 64
Alternate Greeting 14
Assigning Secondary Extension Buttons 56
Automatic Call Answer 43
Automatic Call Distribution (ACD) 64
Automatic Speech Recognition (ASR) 7
Automatic System Forwarding 24
B
Background Music 43
Buttons
DSS/BLF 56
feature 55
lamps 5, 9
mute 27
secondary 56
special 4
C
Call Pick Up (Reverse Transfer) 23
Call Waiting 19
Callbacks 17
Calls
enabling/disabling hunt groups 64
ending ACD 66
forwarding 24
making conference 21
making emergency 19
picking up reverse transfer 23
placing non-handsfree 16
placing on hold 20
receiving non-handsfree 17
receiving off-hook voice announce 17
redirecting 18
returning to held caller 20
transferring 22
waiting for called endpoint 17
Camp On 17
Canceling
call forwarding 24
callback requests 17
do-not-disturb 38
messages 29
queue requests 19
reminder messages 39
unheard voice mail messages 37
Cascade Levels 49
Changing
call screening transfer method 47
directory name 15
e-mail password 72
fax destination number 48
keymaps 43
language 44
message search order 48
personal greeting 15
remote access password 61, 62
transfer method 47
voice mail message envelope 46
voice mail password 45
voice mail, e-mail, and fax message envelope 78
volume levels 42
Clearing Reminder Messages 39
Conference Calls 21
Connecting a Headset 26
D
Default Feature Codes 79
Defaults
do-not-disturb message chart 38
feature codes 86
mailbox password 13
outgoing call feature code 18
reminder message chart 39
Deleting Station Speed-Dial Numbers 52
Delivery Options 36
Dial Tones 42
92 Inter-Tel® Model 8500 User Guide
Dialing Options 16
Direct Station Selection/Busy Lamp Field (DSS/BLF) 56
Disabling
account codes 58
automatic call answer 43
background music 43
call forwarding 24
cascade levels 50
do-not-disturb 38
enhanced speakerphone 28
group listen feature 27
handsfree 16
hunt group calls 64
message envelope options 46
paging 54
record-a-call 53
time/date option 46
Disconnecting a Headset 26
Distributing Calls 64
Do-Not-Disturb 38
Dropping Out of a Conference 21
E
E-Mail Messages 73
E-Mail Reader 7, 71
Emergency Calls 19
Enabling
account codes 58
automatic call answer 43
background music 43
call forwarding 24
cascade levels 50
do-not-disturb 38
enhanced speakerphone 28
group listen feature 27
handsfree 16
hunt group calls 64
paging 54
record-a-call 53
Ending a Conference Call 21
Ending an ACD Hunt Group Call 66
Endpoint Configuration
changing language selection 44
changing volume levels 42
enabling automatic call answer 43
enabling background music 43
returning to default operation 44
selecting a ring tone 42
Enhanced Speakerphone Mode 28
Entering Account Codes 58
Enterprise Messaging 7
Erasing Station Speed-Dial Numbers 52
Exiting a Conference Call 21
F
Fax Destination Number 48
Fax Messages 76
Feature Button Functions 4
Feature Buttons 3
Features
agent help 63
Automatic Speech Recognition (ASR) 8
do-not-disturb 38
E-Mail Reader 71
group listen 27
handsfree 16
hold 20
last number dialed/saved 25
off-hook voice announce 17
record-a-call 53
redial 25
redirect calls 18
reminder messages 39
reverse transfer (call pick up) 23
ring intercom always 16
Flowchart
advanced mailbox 79
standard voice mailbox 95
Forced Account Codes 58
Forwarding Calls 24
manual call forwarding 24
redirecting calls 25
Frequently Asked Questions 83
Full Mailbox 30
G
Generating a Hookflash 55
Green Lamps 9
Greetings 14
Group Listen Using the Speaker 27
H
Handsfree Mode 9
Headset 26
Hold 20
Hunt Group Calls Enabled/Disabled 64
Hunt Groups 64
93
Inter-Tel® Model 8500 User Guide
I
Individual Hold 20
Initializing Your Mailbox 13
Intercom Calls 16
K
Keymaps 43
L
Lamps 5, 9
Language 44
Last Number Dialed/Saved 25
Leaving Messages 29
Listening to Messages 32
Logging In and Out of ACD Hunt Groups 65
M
Mailbox Almost Full/Full 30
Mailbox Preferences 45
Making and Receiving Calls 16
Making Emergency Calls 19
Making Pages 54
Manual Call Forwarding 24
Members, Hunt Group 64
Message
button 29
center 29
indicator lamp 5
search order 48
Message Count and Type 30
Messages
listening 32
listening to messages 32
receiving 32
recording and sending voice mail messages 35
recovering deleted 77
using do-not-disturb 38
using reminder 39
Messaging, Remote 30, 49
Microphone 27
Multilingual Capability 44
Mute Button 27
Muting the Microphone 21
N
Non-Handsfree Calls 16, 17, 43
O
Off-Hook 9
Off-Hook Voice Announce 17
Optional Account Codes 58
Outside Calls 18
P
Paging 54
Performing a Hookflash During a Call 55
Placing
calls on hold 20
conference calls 21
intercom calls 16
non-handsfree calls 16
Primary Greeting 14
Primary Language 44
Programming
cascade levels 49
date and time notification 50
Direct Station Selection buttons 56
fax destination 48
feature buttons 55
remote feature access 61
remote messaging 49
ring intercom always 16
secondary extension buttons 56
station speed-dial numbers 51
Q
Queue the Line 17
R
Receiving
intercom calls 16
messages 29
Record-A-Call 53
Recording
and sending voice mail messages 35
voice mail directory name 15
Recovering Deleted Messages 34, 77
Red Lamps 9
Redial 25
Redirect Call 25
Reminder Messages 39
Remote Access Password 61
Remote Feature Access 62
Remote Messaging 30, 49
94 Inter-Tel® Model 8500 User Guide
Requesting
a callback 17
a reminder message 39
Agent Help 63
agent help 63
Responding to a Waiting Call 19
Retrieving Messages 29
Returning
endpoint to default 44
feature buttons to default 55
to a call 20
Reverse Transfer (Call Pick Up) 23
Ring Intercom Always 16
Ring Types 42
S
Saving Last Number Dialed 25
Saving Volume Levels 42
Screening Calls 58
Search Order 48
Secondary Extension Button Assignments 56
Secondary Language 44
Selecting a Ring Tone 42
Sending Calls to Voice Mail 22
Sending Messages 35
Setting
account codes 58
mailbox preferences 45
personal options 78
preferences 42
remote messaging 49
voice mail preferences 45
your e-mail password 71
SMDR (Station Message Detail Recording) 58
Software Compatibility 10
Speaker 27
Speed Dialing 51
Standard Account Codes 58
Standard Voice Mailbox Flowchart 95
Station Message 17
Station Message Detail Recording 58
Station Speed Dial 51
System Administrator 82
System Hold 20
System Speed Dial 53
T
Terminating ACD Agent Calls 66
Timers 24, 66
Transferring Calls 22
U
Using
account codes 58
advanced mailbox 70
defaults 13, 18, 38, 39
do-not-disturb mode 38
feature buttons 55
group listen 27
headset 26
message button 29
mute button 27
off-hook voice announce 17
record-a-call 53
reminder messages 39
secondary extension buttons 56
speaker and microphone 27
voice mail messages 32
V
Voice Mail
administrator 5
messages 17, 32
options 45
Voice Mail Flowchart
advanced mailbox 79
standard mailbox 95
Voice Mail Messages
canceling unheard messages 37
recording and sending 35
recovering deleted 34
Volume Levels 42
W
Waiting Calls 19
Welcome 2
What the Administrators Can Do for You 82
What You See and Hear 9
Working in Hunt Groups 64
Wrap-Up Timer 66
Z
Zones, Page 54
VOICE MAIL FLOWCHART (STANDARD VOICE MAILBOX)
Record “Greeting”
“Primary” Greeting
“Alternate” Greeting
“System” Greeting
(See Recording Options)
Record Directory “Name”
(See Recording Options)
Record “Password”
Change “Envelope” Settings
“Time, Date”
Message “Source”
Message “Length”
“All Options”
“None”
“Remote” Messaging
“Primary” Cascade
“Alternate” Cascade
“More” Options
Fax “Number”
Message “Order”
“Transfer” Method
1
1
2
3
2
3
4
1
2
3
4
5
5
1
2
9
1
2
5
PERSONAL OPTIONS While the message is playing:
“Back Up”
“Pause”
Move “Forward”
“Lower” (volume)
Play the “Envelope”
“Higher” (volume
“Save” the Message
“Delete” the Message
“Skip” to the End
After the message:
“Replay” Message
“Reply” to the Message
“VoiceMail”Message
“Call Back”
“Forward” a Copy
(See Recording Options)
Go to “Previous” Message
Play the “Envelope”
Go to “Next” Message
“Save” the Message
“Delete Message”
1
2
3
4
5
6
7
9
#
1
2
1
2
3
4
5
6
7
9
LISTENING TO MESSAGES
Program Cascade “Level”
Enter cascade level number, then:
“Change”
“Personal” #
“Pager” #
Enter “Time” of Day
Set “Days” of Week
“Weekdays”
All “Days”
Individual “Day” 1-7
Select Message “Category”
“All Messages”
“Priority” Messages
1
1
2
3
2
3
1
2
3
4
1
2
REMOTE MESSAGING
“New” Messages
“Saved” Messages
1
2
MESSAGE ORDER
N
OTE: At any menu level, you can say “Cancel” or press to cancel or return to the previous
m
enu or say “Accept” or press to accept.
#
“New” Message
“Record”
“Saved” Messages
“Personal” Options
“Message” Options
“Disable” ASR
1
2
3
4
5
8
MAILBOX ACCESS
•EITHER, Press the Mes-
sage button to respond to a
message from voice mail.
OR, Call the voice mail
extension number, say
“Login” or press , and
say or enter your mailbox
number.
• Enter your password
(press ).
#
SUBSCRIBER MAILBOX MENU
“Private”
“Certified”
“Priority”
“Send”
Send and Exit Hang Up
1
2
3
#
DELIVERY OPTIONS
“Unannounced”
“Screened”
“Announce” Only
1
2
3
TRANSFER METHOD
Cancel “Unheard” Messages
“Recover”Deleted Messages
“Listen”
“Recover” All
“Purge” All
1
2
1
2
3
MESSAGE OPTIONS
RECORDING A MESSAGE
• Dial the mailbox number,
reply to a message, or for-
ward a message.
• “Record” your message.
Pause
“Continue”
Erase
• After recording:
“Replay”
“Append”
“Erase,” re-record
“Copy”
Delivery “Options”
2
#
3
1
2
3
4
9
Part No. 550.8114
Issue 9, April 2005
A661/9225A

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