Inter Tel Ip Phone 8560 Users Manual Display And 8660 User Guide

Inter-Tel IP Phone 8560 _8560_AND_8660_USER_GUIDE

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2015-02-04

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User Guide
Model 8560 Display Phone
Model 8660 IP Phone

AXXESS MODEL 8000 SERIES
QUICK REFERENCE GUIDE TO
FREQUENTLY USED FEATURES
These are the basic instructions for the most frequently used telephone system
and voice mail features. For detailed information on these and other features,
refer to the complete instructions in the User Guide.

PLACING AN INTERCOM CALL
1. With or without the handset lifted, dial an extension number.
2. If your call goes through handsfree to the called phone's speaker, speak after

you hear a double tone.
If you hear continuous ringing, wait for the call to be answered.

ANSWERING AN INTERCOM CALL
To answer an intercom call that comes in through your speakerphone:
EITHER, Respond handsfree.
OR, Lift the handset for privacy.
To answer a ringing (non-handsfree) intercom call:
EITHER, Lift the handset for privacy.
OR, Press
(Speaker) or ANSWER to respond handsfree.
OR, Press the flashing IC
(Intercom) key.

PLACING AN OUTSIDE CALL
1. With or without the handset lifted, press

OUTGOING

2. Dial the desired number. (If you see a request for an account code and hear a

single progress tone, you must dial an account code before you can place
your call.)

MAKING AN EMERGENCY CALL
Dial 9 1 1 to automatically place a call to the system’s programmed emergency number (usually 911). You do not have to press OUTGOING first.
CAUTION
If using an IP Phone, consult your System Administrator and your local
Inter-Tel servicing company for important information about dialing emergency services from your phone before you begin using it.

©Inter-Tel, Inc. January 2003, Printed in US

Part no. 835.2616-1

ANSWERING AN OUTSIDE CALL
EITHER, Lift the handset.
OR, Press ANSWER .
OR, Press the flashing key.

REDIALING AN OUTSIDE NUMBER
While on a call or after selecting a line, press
matically, and the number is dialed.

REDIAL

. A line is selected auto-

PLACING A CALL ON HOLD
Press

(Hold) and hang up or place another call.

To return to the call, lift the handset and press the flashing key.

RESPONDING TO A WAITING CALL
If you hear a “call waiting” tone through your handset and/or you see a flashing
lamp, end your current call or place it on hold. Then press ANSWER or the
flashing key.

PAGING
1. Lift the handset and press

PAGE

, or dial

2. Dial the desired zone number (0-9).
3. After the tone, make your announcement and hang up.

PICKING UP A CALL FROM ANOTHER EXTENSION
1. Lift the handset and dial

2. Dial the extension number where the call is ringing or holding.

TRANSFERRING A CALL TO ANOTHER EXTENSION
1. Press

TRANSFER .

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 key to return to the caller.

TRANSFERRING A CALL TO VOICE MAIL
1. Press TRANSFER .
2. Dial the voice mail extension number.
3. EITHER, Dial the desired mailbox number and then hang up.

OR, Hang up to send the call to the voice mail menu (so that the caller can
enter the mailbox number).

TRANSFERRING A CALL TO AN OUTSIDE NUMBER
1. Press

TRANSFER

and select an outside line.

2. 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
flashing key to return to the caller.

FORWARDING CALLS
1. Press

FWD

. (Model 8560 and 8660 users must then select a menu key.)

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.

CANCELING CALL FORWARD
Press FWD . (Model 8560 and 8660 users must then press the FWD OFF
menu key.)

PLACING CONFERENCE CALLS
1. While on the first call, press

CNF

. The call is now on hold.

2. Place an intercom or outside call, then press the flashing

CNF
to place the
call on hold. (If necessary, repeat this step to place a third call on hold.)

3. Press the flashing

CNF

to join all of the calls together in the conference.

CHANGING VOLUME LEVELS
Press
(the high end) or
To save your change:

(the low end) of the Volume key.

EITHER, Press both ends of the Volume key at the same time.
OR, Press the middle of the key.

ACCESSING YOUR VOICE MAILBOX
If your MSG key is lit and you have a message from voice mail:
1. Lift the handset or press
2. Press

MSG

3. Enter your personal password and press

If your MSG key is not lit, access your mailbox by following these steps:
1. Dial the voice mail extension number. (You hear the main menu.)
2. During or after the greeting, press

to identify yourself as a subscriber.

3. Enter your mailbox number and your personal password (if programmed).

Then press

LISTENING TO VOICE MAIL MESSAGES
1. Access your mailbox as described on page 3.
2. Press

1 to listen to your new messages. While you are listening to a message, you can use the following options:
• Press # to skip to the end of the recording.

•

Press

to back up.

•

Press

to pause. (Press any key to continue.)

•

Press

to skip ahead.

•

Press

to lower the volume.

•

Press

to play the message envelope.

•

Press

to raise the volume.

•

Press

to save the new message in your mailbox.

•

Press

to delete the message from your mailbox.

3. When the message has finished playing, you have the following options:

•

Press

to replay the message from the beginning.

•

Press

to reply to the message (or make a return call, if enabled).

•

Press

to forward a copy of the message to another subscriber.

•

Press

to listen to the previous message.

•

Press

to play the introductory message envelope.

•

Press

to listen to the next message.

•

Press

to save the new message in your mailbox.

•

Press

to delete the message from your mailbox.

SENDING VOICE MAIL MESSAGES
1. Access your mailbox as described on page 3.
2. Press

3. Dial the mailbox number where you want to leave the message.
4. Press

to accept the subscriber’s name.

5. Record your message after the tone.
6. When finished, hang up or press

and listen for more options.

VOICE MAIL OPTIONS

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 Phone

329

ACD Agent Wrap-up Term.

367

Message – Silent

375

Agent Help Request

314

Microphone Mute

376

Agent Help Reject

361

Automatic Intercom Access

325

Page Remove/Replace

360

Automatic Line Access

397

Program Keys

392

Program Station Password

Queue (Callback) Request

LISTENING TO MSG

AFTER MSG PLAYS

LEAVING MSG

Back Up

Replay the
Message

Replay Your
Message

Reply to the
Message

Add to Your
Message

Forward a Copy

Erase and
Re-record

350

Automatic Line Answer

313

Background Music

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

2
3
4

Pause
Skip Forward
Lower
Volume

Listen to
Previous Msg

—

Play Envelope

—

Increase
Volume

Listen to Next
Message

—

Save the
Message

—

Delete the
Message

Delivery
Options

—

Cancel

*
#

—
Skip to End

PHONE SYSTEM AND
VOICE MAIL FEATURE GUIDE

FEATURE CODES

Below is a summary of the options you can
use when listening to messages, after the
message has played, and when leaving a message.

—

Send Message
and Exit

5
301

Page

Conference

306

Reminder Message Cancel

Change Language

359

Remote Programming

394

Default Station

307

Directory

DND

Do-Not-Disturb

EXT

Extension

MSG

Message

RCL

Recall

SPKR

Speaker

SPKRPHN

Speakerphone

STN SPD

Station Speed Dial

SYS SPD

System Speed Dial

TFR

Transfer

Trunk Group (a group of outside lines)

TRNK

Trunk (an outside line)

Model 8560 Display Phone and Model 8660 IP Phone User Guide

FINDING YOUR WAY

LCD Menu Keys

FINDING YOUR WAY

Message Indicator Lamp
The Message Indicator lamp (located at the top, right-hand corner of the phone)
shows the same indications as the Message key. The Message Indicator lamp flashes
whenever there is a waiting message.
NOTE: Because the telephone system allows for customization, you phone’s Message
Indicator lamp may have been reprogrammed to indicate a different feature.

DSS/BLF and Mini-DSS
Generally, the Model 8450 Direct Station Selection/Busy Lamp Field (DSS/BLF) unit
is used by individuals that handle a high volume of incoming calls, such as receptionists. The DSS/BLF provides one-key access to up to 50 extension numbers or a programmable feature. For more information about programming and using the DSS,
refer to the current Axxess Administrator’s Guide (part no. 550.8001).
The Model 8416 Mini-DSS unit is a scaled-down version of the full-sized DSS/BLF
unit. This optional unit adds 16 user-programmable keys to your phone. These keys
can be programmed as any of the following:
•

DSS keys: Provide one-key access to extension numbers and display the status of
the extension associated with the key (see page 57).

•

Feature keys: Provide quick access to frequently-used features (see page 56).

•

Secondary extensions: Allow one-key access to calls ringing or holding at
another station (see page 58).
NOTE: Instructions for attaching the Mini-DSS to your phone are included with the
unit.

The DSS/BLF and Mini-DSS lamps indicate the status of the extension or feature
assigned to the key. These indications are shown in the table below.
If the lamp is...

Then...

Solidly lit

The associated extension is busy, or the associated feature is on.

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.

Model 8560 Display Phone and Model 8660 IP Phone User Guide

The 8660 IP Phone looks and functions almost identically to the 8560. The only
exceptions are:
•

The 8660 does not support the Off-Hook Voice Announce feature (see page 18).

•

The 8660 does not support the Enhanced Speakerphone Mode feature (see
page 31).

•

The 8660 has additional jacks on the phone that are used for Internet connections.
CAUTION

Consult your System Administrator and your local Inter-Tel servicing company for
important information about dialing emergency services from your IP Phone
before you begin using it.

ABOUT VOICE MAIL
Voice mail is an application that is part of the Inter-Tel Voice Processor. With the
voice mail application, you and other callers can send and receive recorded messages
from any station or touchtone telephone. To use this and other features, each user (you
included) is assigned a “voice mailbox,” which usually corresponds to a valid extension number. 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 voice mailbox, you can use personal or system greetings to let callers know
if you are out of town, on a call, etc. (see page 34). If a caller reaches your voice mailbox, they can leave a message, hang up, or access an attendant.
In addition, the Voice Mail Administrator can program the name for “group lists” of
mailboxes. With these lists, you can send a message to a group of people by entering
one number instead of everyone’s individual mailbox number.
NOTE: You cannot cancel unheard (unretrieved) messages that are sent using group
lists (see page 38).

Model 8560 Display Phone and Model 8660 IP Phone User Guide

FINDING YOUR WAY

IP Phone Exceptions

FINDING YOUR WAY

WHAT YOU SEE AND HEAR
As you can see, your 8560 Display Phone, 8660 IP Phone, and Axxess system come
equipped with a lot of “bells and whistles.” To help you understand what everything
means, it is recommended that you read the following information before you use
your phone.
•

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 key
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 Model 8560 Display Phones and 8660 IP Phones have red and green lamps
in the feature keys. Green indicates a call is ringing, holding, or active on your
phone. Red means the call is on another phone. If the keys only light red, either
your phone does not have the green lamps, or the system may not be programmed
to support the two lamp colors.
NOTE: Your phone may be programmed to always use red lamps for calls ringing
directly to your phone. If you are uncertain about the configuration, ask your System Administrator.

•

The key 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 ( CNF ), lit ( CNF ), or flashing ( CNF ).

•

“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 MSG key and the Message Indicator Lamp are lit when using a directory
or entering a message, you are in alphanumeric mode, which allows you to enter
letters. If the MSG key 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.

Model 8560 Display Phone and Model 8660 IP Phone User Guide

Your phone is fully compatible with Axxess system software versions 7.0 and later.
Phones using system software versions 3.0 to 6.x have limited functionality in the following areas:
•

The Station Speed-Dial key will not work; however, you can still use this feature
by dialing the Station Speed-Dial feature code (see page 52).

•

The Page key will not work; however, you can still use this feature by dialing the
Page feature code (see page 55).

•

The Message Indicator lamp will not work; however, the Message key will still
function properly (see page 32).

•

The dedicated headset audio jack will not work; however, you can still use the
headset by plugging the headset into the handset jack and dialing the Headset On/
Off feature code (see page 29).

•

The optional Mini-DSS will not work.

•

The Transfer, Answer, Outgoing, System Speed-Dial and Redial lamps will not
light.

The 8560 and 8660 Phones are not supported by software versions 3.0 and earlier.
NOTE: This information about compatibility applies to phones programmed to use the
default key locations. Your keys may have been programmed differently. If you are
uncertain about the configuration, ask your System Administrator.

Model 8560 Display Phone and Model 8660 IP Phone User Guide

FINDING YOUR WAY

SOFTWARE COMPATIBILITY

FINDING YOUR WAY

Model 8560 Display Phone and Model 8660 IP Phone User Guide

Getting Started
SECTION CONTENTS

PAGE

Introduction . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 12

Model 8560 Display Phone and Model 8660 IP Phone User Guide

GETTING STARTED

Adjusting Your Phone’s Viewing Angle . . . . . . . . . . . . . . . . . . . . . . . . 12
Adjusting Your Phone’s LCD Contrast . . . . . . . . . . . . . . . . . . . . . . . . . 12
Setting up voice mail . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 13
Initializing Your Mailbox . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 13
Making and Receiving Calls. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 16
Intercom Calls . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 16
Outside Calls . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 19
Emergency Calls . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 20
Call Waiting . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 20
Placing Calls On Hold. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 21
Placing Conference Calls . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 22
Transferring Calls . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 23
To Another Extension. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 23
To Voice Mail . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 23
To an Outside Number . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 24
To Pick Up (Reverse Transfer) a Call . . . . . . . . . . . . . . . . . . . . . . . 24
Forwarding Calls . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 25
Manual Call Forwarding . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 25
Automatic System Forwarding . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 26
Redirect Calls . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 26
Redialing a Number . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 27
Displaying Information on Your Phone. . . . . . . . . . . . . . . . . . . . . . . . . 28
Date, Time, Name, and Extension Number . . . . . . . . . . . . . . . . . . . 28
Outside Party’s Name/Number. . . . . . . . . . . . . . . . . . . . . . . . . . . . . 28
Using a Headset . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 29
Using the Speaker and Microphone . . . . . . . . . . . . . . . . . . . . . . . . . . . 30
Mute Key . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 30
Group Listen Using the Speaker . . . . . . . . . . . . . . . . . . . . . . . . . . . 30
Enhanced Speakerphone Mode. . . . . . . . . . . . . . . . . . . . . . . . . . . . 31
Using the Message Key . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 32
Leaving Messages . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 32
Retrieving Messages . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 32
Accessing Your Mailbox. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 33
Using Voice Mail Messages . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 34
Listening to Messages . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 34
Undeleting Messages. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 36
Sending Messages. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 37
Canceling Unheard Messages . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 38
Using Do-Not-Disturb Mode . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 39
Using Reminder Messages . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 41

INTRODUCTION
Now that you know what your 8560/8660 Phone 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 PHONE’S VIEWING ANGLE
Your 8560/8660 Phone has an adjustable base that allows you to tilt your phone to
enhance the viewing angle.

GETTING STARTED

To adjust your phone’s viewing angle:
1. Place the phone (with the keys facing up) on a flat surface.
2. Locate the buttons on the back of either side of the phone.
3. While ensuring that the base remains in contact with the surface, press both buttons on the phone simultaneously to disengage the base’s locking mechanism.
4. Tilt the phone to the desired angle.
5. Release the buttons to lock the adjustable base in place.
NOTE: If you position your phone’s viewing angle to 60 degrees or greater, it is recommended that you flip the handset hanger down to the horizontal position.

ADJUSTING YOUR PHONE’S LCD CONTRAST
Your phone has a feature that allows you to adjust the LCD contrast. This feature is
only available when the phone is in the idle state. You can choose from eight different
contrast levels by using the volume key, using the LCD menu keys, or by using the
keypad digits.
To adjust your phone’s LCD contrast:
1. With the handset in the cradle, dial 3 0 3 .
2. Adjust the contrast level of the LCD screen by one of the following methods:
EITHER, use the Volume key (
= darker,
= lighter).
OR, use the LCD menu keys.
OR, press a number on the keypad (1=lightest through 8=darkest) that corresponds to your desired contrast level.
3. Accept and save the contrast level by one of the following methods:
EITHER, press .
OR, lift and replace the handset.
OR, press the ACCEPT menu key on the LCD screen.

Model 8560 Display Phone and Model 8660 IP Phone User Guide

SETTING UP VOICE MAIL
To begin using your voice mail box you will need to complete a few basic set-up procedures to initialize your mailbox, customize your personal greetings, and record you
voice mail directory name. See page 47 for additional voice mail options.

Initializing Your Mailbox
The first thing you should do is initialize your mailbox. This allows you to:

NOTE: If you don’t know what the voice mail extension number is, check with your
System Administrator.

to identify yourself as a subscriber.
2. Press
3. Enter your mailbox number and default password.
NOTE: Your mailbox number is your default password.
4. If you want a password, enter a new password using digits 0-9 (up to 12 digits).

Then press # . Voice mail plays back your password.
If you do not want to use a password, just press # .
5. Press

# to accept the entry or press 3 to re-enter your password. The system
prompts you to record your directory name.
6. After the tone, record your first and last name. When finished, press # .
7. Do one of the following:
• Press # again to accept the name.
• Press 1 to replay the name you just recorded.
• Press 2 to add to your name.
• Press 3 to erase and re-record your name.
The system then plays a prompt that introduces you to the basic voice mail features.
You can skip this introduction by pressing # , if desired.

Model 8560 Display Phone and Model 8660 IP Phone User Guide

GETTING STARTED

• Change the default password number to a personal password.
• Record a name to identify yourself in the company directory.
• Listen to the voice mail introduction.
To initialize your mailbox:
1. Dial the voice mail extension number. (You hear the main menu.)

Recording Your Personal Greetings
You can store two different personal greetings in your voice mailbox: a primary and
an alternate. 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 (press
to return to the operator)

GETTING STARTED

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, please 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, please leave a detailed message, and I will
return your call when I return. Thank you.

To change your personal greeting:
1. Access your mailbox as described on page 33.
2. Press 4 to select the Personal Options Menu.
3. Press 1 .
4. Do one of the following:
• Press 1 to record and/or enable your primary greeting.
• Press 2 to record and/or enable your alternate greeting.
• Press 3 to enable the system default mailbox greeting.
5. If you pressed 3 , continue to the next step.
If you pressed 1 or 2 , the current greeting is played (if one exists). You can
then do one of the following:
• Press
• Press
• Press
• Press
• Press
6. Hang up.

#
1
2
3

to accept the greeting.
to replay the greeting.
to add to the greeting.
to erase and re-record the greeting.
to exit without changing your greeting.

Model 8560 Display Phone and Model 8660 IP Phone User Guide

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.

Model 8560 Display Phone and Model 8660 IP Phone User Guide

GETTING STARTED

To change your directory name:
1. Access your mailbox as described on page 33.
2. Press 4 to select the Personal Options Menu.
3. Press 2 . Your current name is played. (Press 1 to replay your recorded name.)
4. Press 3 to erase and re-record your name.
5. When you hear a tone, record your first and last name, then press # .
6. Do one of the following:
• Press # again to accept your recorded name.
• Press 1 to replay your recorded name.
• Press 2 to add to your name.
• Press 3 to erase and re-record your name.
7. Hang up.

MAKING AND RECEIVING CALLS
Making and receiving calls is the basic purpose of any phone. With your Display
Phone, 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 phone in your phone 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.

GETTING STARTED

Placing Intercom Calls
To place an intercom call:
1. With or without the handset lifted, dial an extension number.
2. If your call goes through handsfree to a phone’s speaker, speak after you hear a
double tone.
If you hear continuous ringing, wait for the call to be answered.
To place a non-handsfree call that will ring at the other phone until answered:
Press # before dialing the extension number.
To program your phone to always send non-handsfree calls using the Ring Intercom Always feature:
With the handset in the cradle, dial 3 7 7 . The current status is shown.
If there is no answer or the phone is busy when you place an intercom call, you
can do any of the following:
• To leave a message: Press MSG or the LEAVE MESSAGE menu key. Then
hang up or wait for their message center to answer. (See page 32 for more message options.)
•

To leave voice mail: Press the LEAVE VOICE MAIL menu key to call the
phone’s mailbox. This option appears only if the called phone has a voice mailbox.

Model 8560 Display Phone and Model 8660 IP Phone User Guide

If the phone is busy when you place an intercom call, you can do any of the following:
• To stay on the line and wait for the phone to become available: Do not hang up.
After a system timer expires, you hear music until the phone is available. (You
cannot do this if the called phone is in DND mode.)
To request a callback (queue on to the phone): Press the QUEUE menu key and
hang up. When the phone is available, your phone rings. (To cancel the queue
request before the callback, press 6 .)

•

To use the Off-Hook Voice Announce feature (if the called phone is programmed
for it): Do not hang up. After the busy signals stop, you are automatically connected and may speak. (If you hear music or if the phone is in DND mode, your
off-hook voice announce call will not go through.) This allows you to talk to the
phone 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 phone
has the Ring Intercom Always feature enabled.

Receiving Intercom Calls
To receive an intercom call that comes in through your speakerphone:
EITHER, Respond handsfree.
OR, Lift the handset for privacy.
To receive a ringing (non-handsfree) intercom call:
EITHER, Lift the handset for privacy.
OR, Press

to respond handsfree.

NOTE: You must lift the handset if the caller has the Ring Intercom Always feature
enabled.

Model 8560 Display Phone and Model 8660 IP Phone User Guide

GETTING STARTED

•

To disable your phone’s handsfree answering feature:
With the handset in the cradle, dial 3 1 9 . (Repeat this step if you want to enable
this feature again.)
Instead of answering a ringing call, you can press one of the following menu keys:
• SEND TO V-MAIL: Sends the call directly to your voice mailbox. You will not
see this option if you do not have a mailbox.
•

IC CALL TO DND: Places your phone in DND mode and blocks the call. (See
page 39 for more information about DND mode.)

•

SEND TO DEST: Redirects the call to the intercom or outside number that you
enter. (See page 26 for more information about the Redirect Call feature).

GETTING STARTED

To receive an Off-Hook Voice Announce call (a call through your speaker) while
you are on a call:
When you hear a single tone and see an incoming call display, you can do 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 one of the following
menu keys:
— SEND TO BUSY: Returns a busy signal to the caller.
— SEND TO V-MAIL: Sends the call to your voice mailbox (if you have one).
— IC CALL TO DND: Blocks the call by placing your phone in DND mode.
(See page 39 for more information about DND mode.)

NOTE: To use this feature, the installer or System Administrator must program your
phone to receive Off-Hook Voice Announce Calls. This feature is not available on the
8660 Phone.

Model 8560 Display Phone and Model 8660 IP Phone User Guide

Outside Calls
With outside calls, you can talk to people who aren’t members of your phone system.
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
key.
2. Dial the desired number.

OUTGOING

or the OUTGOING menu

dial an account code before you can place your call (see page 59).

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 OUTGOING
key:
•

Dial the Outgoing Call feature code (default is 8).

•

Press an unlit

•

Press an unlit LINE key, if you have one.

•

Dial a Select Line Group feature code (defaults are 92001-92208 but may differ
depending on the software version).

•

Dial the Automatic Route Selection (ARS) feature code (default is 92000 but
may differ depending on the software version).

CALL

key, if you have one.

To request a callback (queue on to the line) if all outgoing lines are busy when you
try to call out:
Press the QUEUE menu key when you hear busy signals and hang up. When the line
is available, your phone rings.
To cancel the queue request before your phone rings:
Press 6 .
When dialing the number, you can press one of the following menu keys:
• OUTSIDE DIR: Selects the speed-dial directory. (See page 60.)
•

STN SPEED DIAL: Selects the Station Speed-Dial feature. (See page 52.)

•

SYS SPEED DIAL: Selects the System Speed-Dial feature. (See page 53.)

•

REDIAL: Redials the last outside number you dialed. (See page 27.)

Model 8560 Display Phone and Model 8660 IP Phone User Guide

GETTING STARTED

NOTE: If you see a request for an account code and hear a single beep, you must

Receiving Outside Calls
To receive an outside call:
EITHER, Lift the handset.
OR, Press

ANSWER

or the ANSWER menu key.

Depending on how your system is programmed, you may be able to use one of the
following methods instead of pressing ANSWER :
•

Press the flashing

•

Press the flashing LINE key, if you have one.

CALL

key, if you have one.

GETTING STARTED

Instead of answering a ringing call, you can press one of the following menu keys:
• SEND TO V-MAIL: Sends the call directly to your voice mailbox. You will not
see this option if you do not have a mailbox.
•

SEND TO DEST: Redirects the call to the intercom or outside number that you
entered. (See page 26 for more information about the Redirect Call feature).

Emergency Calls
With the Axxess phone system, you do not have to access an outside line (press
OUTGOING ) to dial an emergency number.
To make an emergency call:
Dial 9 1 1 . A call is automatically placed to the preset emergency number.
CAUTION
Consult your System Administrator and your local Inter-Tel servicing company for
important information about dialing emergency services from your IP Phone
before you begin using it.

Call Waiting
If you receive a call while you are already on another call, you will hear a “call waiting” tone and/or you will see a display.
To respond to a waiting call (you hear a single tone and a key is flashing):
End your current call, place it on hold, and/or use one of the following menu keys:

•

ANSWER: Answers the ringing call. If you did not place the current call on
hold, it is disconnected.

•

SEND TO V-MAIL: Sends the call directly to your voice mailbox without interrupting the current call. (You will not see this option if you do not have a mailbox.)

•

IC CALL TO DND: Places your phone in DND mode and blocks the call without interrupting the current call. (See page 39 for more information about DND
mode.)
Model 8560 Display Phone and Model 8660 IP Phone User Guide

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 phone. It can then be directly
picked up at that phone or it can be picked up at another phone using the Call
Pickup (Reverse Transfer) feature (see page 24).

•

System Hold places the call on hold in the system. You can then pick up the call
at any phone that has a flashing key for the call, including the phone that placed it
on hold.
NOTE: You cannot place intercom calls on system hold.

GETTING STARTED

To place a call on Individual Hold:
1. Press
or the HOLD menu key.
2. Hang up or place another call.
To place an outside call on System Hold:
1. Press
and dial 3 3 5 .
2. Hang up or place another call.
To return to a call that is on hold:
Lift the handset and press the flashing key.

Model 8560 Display Phone and Model 8660 IP Phone User Guide

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).

GETTING STARTED

To place a conference call:
1. While on the first call, press CNF
or the CNF menu key to put the call on
hold.
2. Place another intercom or outside call.
3. Press CNF or the CNF menu key to place the call on hold. (If necessary, repeat
this step to place one more call on hold.)
4. Press CNF
or the CONNECT TO CONFERENCE menu key 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 the HOLD menu key. This places the conference on hold without disconnecting the parties. To return to the conference,
press CNF .
•

To drop out of the conference: Press CNF and hang up. This removes your
phone from the conference, but leaves the other parties connected.

•

To add additional parties to the conference: Do the following:
a. Press the ADD PARTY menu key. This leaves the conference parties connected.
b. Place a call to the party to be added to the conference.
c. EITHER, Press CNF twice.
OR, Press CNF once, and then press CONNECT TO CONFERENCE.
You and the new party are added to the conference.

•

To end the conference and place all parties on individual hold: Press CNF and
then press
to place all of the parties on individual hold. You can then speak to
one party at a time by pressing the Hold key or a flashing key.

•

To mute your microphone: Press MUTE or the MUTE menu key. 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 TRANSFER
or the TRANSFER CNF menu key and dial the desired extension number. Then
hang up when you are ready to complete the transfer.

Model 8560 Display Phone and Model 8660 IP Phone User Guide

TRANSFERRING CALLS
Although transferring calls is considered a basic function of a phone, Display Phone
has many advanced options for this feature. With your phone, you can transfer to
another extension, voice mail, or even an outside line.

To Another Extension
TRANSFER or the TRANSFER menu key.
OR, Press the TRANSFER TO HOLD menu key to place the call on hold at the
other phone.

1. EITHER, Press

2. Dial the desired extension number or press the IC DIRECTORY menu key to

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 key to return to the caller.
NOTE: If you are receiving a transferred call and the Transfer-To-Connect option is
enabled for your phone, you are automatically connected to the transferred caller once
the transferring party hangs up. If this option is disabled, you must press a CALL key
to answer the transferred call.

To Voice Mail
1. Press TRANSFER or the TRANSFER menu key.
2. Press the VOICE MAIL menu key.
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).

Model 8560 Display Phone and Model 8660 IP Phone User Guide

GETTING STARTED

look up the number.
To transfer to your message center, press the MESSAGE CENTER menu key.

To an Outside Number
1.
2.
3.
4.

Press TRANSFER or the TRANSFER menu key.
Select an outgoing line by pressing the OUTSIDE PHONE menu key.
Dial the desired telephone number.
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 key to return to the caller.

To Pick Up (Reverse Transfer) a Call
GETTING STARTED

1. Lift the handset and dial 4 .
2. Dial the extension or hunt group number where the call is ringing or holding.

(See page 66 for more information about hunt groups.)
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 (available in
software versions 5.2 and later).

Model 8560 Display Phone and Model 8660 IP Phone User Guide

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 number. You can even forward calls to outside numbers, if your phone is programmed to
allow this.

•

NO ANSWER: All incoming calls are forwarded if they are not answered
before a timer expires.
NOTE: You cannot adjust this timer. Only the installer or System Administrator can.

•

BUSY: When your phone is busy, all incoming calls are forwarded without
ringing at your phone.

•

NO ANSWER/BUSY: All incoming calls are forwarded if your phone is
busy or if you do not answer, as described above.

2. Do one of the following:

•

To forward to an outside telephone number:
a. Press the OUTSIDE PHONE menu key.
b. Dial a telephone number or press the OUTSIDE DIR menu key to look
up and select a number. (See page 60 for more information on directories.)

•

To forward to an extension number: Dial the extension number. OR, press
the IC DIRECTORY menu key to look up and select a number.
• To forward to your voice mailbox: Press the VOICE MAIL menu key.
• To forward to your message center: Press the MESSAGE CENTER menu
key.
To cancel any call forward request:
Press FWD and then press the FWD OFF menu key.

Model 8560 Display Phone and Model 8660 IP Phone User Guide

GETTING STARTED

To forward calls:
1. Press FWD and then press one of the following menu keys:
• ALL: All incoming calls are forwarded without ringing at your phone.

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 phone.
To enable or disable System Forwarding:
Dial 3 5 4 .

Redirect Calls
NOTE: This feature is available only on systems with software versions 5.3 and later.

GETTING STARTED

The Redirect Call feature allows you to forward any call that is ringing on your phone
without having to answer the call.
NOTE: You cannot redirect calls to an extension that is in DND or to a restricted outside number.

To redirect a call to an extension number:
1. EITHER, Press
and dial 3 3 1 .
OR, Press the SEND TO DEST menu key.
2. Dial the extension number or press the IC DIRECTORY menu key to look up

and select a number.
To redirect a call to an outside telephone number:
1. EITHER, Press
and dial 3 3 1 .
OR, Press the SEND TO DEST menu key.
2. EITHER, Press the OUTSIDE CALL menu key and enter the telephone number.

OR, Use a speed-dial number (see page 52).
3. Press

Model 8560 Display Phone and Model 8660 IP Phone User Guide

REDIALING A NUMBER
Although most phones redial the last number dialed, your System Administrator can
program your phone to redial the last number saved.
To use the Last Number Dialed feature (if enabled):
EITHER, With or without the handset lifted, press REDIAL . A line is selected automatically, and the number is dialed.
OR, With or without the handset lifted, press the OUTGOING or OUTSIDE CALL
menu key and then the REDIAL menu key. The number is dialed.

•

To redial the saved number: While on a call or after selecting a line, press
REDIAL . A line is selected automatically, and the number is dialed.

Model 8560 Display Phone and Model 8660 IP Phone User Guide

GETTING STARTED

To use the Last Number Saved feature (if enabled):
• To save the last number dialed: While the phone is idle or while listening to intercom dial tone, press REDIAL .

DISPLAYING INFORMATION ON YOUR PHONE
Your 8560/8660 Phone has two lines of display where you can view information, such
as the date and time or the outside party’s name/number.

Date, Time, Name, and Extension Number
You can temporarily display the system date and time, your user name, and your
extension number at any time.
To show the date and time display (while on a call, in DND, etc.):
Press
and dial 3 0 0 .

GETTING STARTED

Outside Party’s Name/Number
NOTE: This feature is available only in software versions 4.4 and later.
If you are currently connected to an outside caller with Caller ID, you can toggle
between displaying the caller’s name and number.
To show the outside party’s name:
Press
and dial 3 7 9 .
NOTE: If there is no outside party name available, the display shows CANNOT
ACCESS FEATURE.

Model 8560 Display Phone and Model 8660 IP Phone User Guide

USING A HEADSET
With an electret headset, you can talk on the phone 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.

NOTE: If using a headset, press

to connect and disconnect calls.

To disconnect a headset:
1. Unplug the headset cord from the headset jack.
2. With the handset in the cradle, dial 3 1 6 (Headset Off feature code) or dial
3
7 (Headset On/Off feature code). The display shows HEADSET MODE
1
OFF.
NOTE: If you have both a headset and handset connected to your phone and you are
using the headset, you can quickly transfer audio to the handset by lifting the handset
from the cradle. Press
to transfer the call back to the headset before replacing the
handset in the cradle.

Model 8560 Display Phone and Model 8660 IP Phone User Guide

GETTING STARTED

To connect a headset:
1. Insert the headset plug into the headset jack.
2. With the handset in the cradle, dial 3 1 5 (Headset On feature code) or dial
3
7 (Headset On/Off feature code). The display shows HEADSET MODE
1
ON.

USING THE SPEAKER AND MICROPHONE
If you are not using a headset, you can talk handsfree using your speaker and microphone. You can also use the speakerphone for on-hook dialing, call monitoring, and
background music.

Mute Key
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 MUTE or the MUTE menu key.

GETTING STARTED

To return to the call:
Press MUTE or the UNMUTE menu key.

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 3 1 2 . You hear a confirmation tone and the display shows
GROUP LISTEN ON or GROUP LISTEN OFF. (The other party will not hear the
confirmation tone.)
NOTE: If you are using the handset, the key lamp will remain unlit, even though the
speaker is on. This allows you to place the call into handsfree mode at any time during
the call by pressing
and hanging up. If you are using a headset, however, the
key
lamp is lit. Pressing will disconnect the call.

Model 8560 Display Phone and Model 8660 IP Phone User Guide

Enhanced Speakerphone Mode
The Enhanced Speakerphone Mode improves transmission quality while on a speakerphone 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
phone for Enhanced Speakerphone Mode. This feature is not available on the 8660
Phone.

To enable enhanced speakerphone mode while on a call:
EITHER, Press
and then the .
3

. The speakerphone will return to standard mode

There will be about one second of white noise while the speakerphone circuitry is calibrated to the call. (Both parties should avoid speaking during this white noise.) If the
speakerphone cannot be calibrated correctly, the display shows CANNOT ENABLE
ENHANCED MODE.
NOTE: Two Display Phones cannot be in enhanced mode while on a call together;
one phone must be off-hook to allow the other phone to enter enhanced speakerphone
mode. Also, on some long-distance calls, the outside party may hear his or her own
echo when speaking to a Display Phone. If the amount of echo is objectionable, do not
use the Enhanced Speakerphone Mode.

Model 8560 Display Phone and Model 8660 IP Phone User Guide

GETTING STARTED

OR, Press
and dial
when you end the call.

USING THE MESSAGE KEY
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 MSG key, you can let the
other person know you called.

GETTING STARTED

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 phone.

•

Leave a message with the called party’s message center, (which can be a person 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 phone.

To indicate that a message is waiting, your phone’s
play shows the number of waiting messages.

MSG

key flashes, and the dis-

Leaving Messages
To leave a message while on an intercom call:
1. Press MSG or the LEAVE MESSAGE menu key.
2. Hang up or wait for the message center to answer.
To leave a message without placing an intercom call:
1. Press MSG and then the LEAVE MESSAGE menu key.
2. Dial the desired extension number.
To cancel a message that you left at another phone:
1. Press MSG and then the CANCEL MESSAGE menu key.
2. Dial the extension number of the phone where you left the message.

Retrieving Messages
To retrieve a message (Message key and lamp are flashing):
Lift the handset and press MSG . A call is automatically placed to the phone or message center that left the message. (See the following section for information about
accessing your mailbox.)
To select the message you want to answer first:
1. With the handset in the cradle, press the VIEW MESSAGE menu key to view
the waiting message. If more than one message is waiting, scroll to the desired
message using the PREVIOUS or NEXT menu keys or press the
(high) or
(low) end of the Volume key.
2. Press the REPLY menu key to respond to the desired message.
To cancel a waiting message:
1. Press MSG or the VIEW MESSAGE menu key to view the message to be canceled.
2. Press
or the DELETE menu key to cancel the displayed message.

Model 8560 Display Phone and Model 8660 IP Phone User Guide

ACCESSING YOUR MAILBOX
If you have a message waiting in your mailbox, you must access your voice mailbox
to retrieve it.
TIP: Generally speaking, 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 press # to skip the person’s introductory message and proceed
directly to the recording phase. Similarly, while listening to messages, you can press #
to skip the system-generated voice prompts and proceed directly to the playback
phase. You can also press
to cancel or return to the previous menu at any menu
level.

•

Mailbox almost full or full: If your mailbox is full, no new messages can be
received until you delete waiting or saved messages.

•

Message count: The system tells you how many messages are waiting to be
heard, if any, and how many are priority messages.

•

Remote Messaging: The system will indicate whether primary or alternate
Remote Messaging is selected when the Remote Messaging feature is enabled
(see page 50). It will also alert you if a programming error has been detected and/
or if it encountered busy system resources when attempting to place a Remote
Messaging call.

NOTE: All of the menu options used for voice mail features are presented as numeric
entries in the following instructions. You can, however, access these options using the
menu selection keys beside the display.
To access your mailbox:
1. Dial the voice mail extension number. (You hear the main menu.)
2. During or after the greeting, press
to identify yourself as a subscriber.
3. Enter your mailbox number and your personal password (if programmed). Then
press # .
NOTE: If you do not have a password, just press

. See page 47 for information

on programming passwords.

Model 8560 Display Phone and Model 8660 IP Phone User Guide

GETTING STARTED

When you access your mailbox, the system may play one of the following messages:

USING VOICE MAIL MESSAGES
Once you’ve accessed your mailbox, the system will tell you how many new and
saved messages you have. You can then listen to messages, delete messages, save
messages, etc.

Listening to Messages

GETTING STARTED

To listen to messages:
1. Access your mailbox as described on page 33.
2. EITHER, Press 1 to listen to your new messages.
OR, Press 3 to listen to your saved messages.
3. While you are listening to a message, you can use the following options:

•

Press

to skip to the end of the recording.

•

Press

to back up.

•

Press

to pause. Then press any key to continue.

•

Press

to skip ahead.

•

Press

•

Press

to play the message envelope.

•

Press

•

Press

to save the new message in your mailbox.

•

Press

to delete the message from your mailbox.

to lower the volume.
to raise the volume.

Model 8560 Display Phone and Model 8660 IP Phone User Guide

4. When the message has finished playing, you have the following options:

•

Press

•

Press
to reply to the message. If you are using version 5.1 or later software, you have the following options (earlier versions only leave voice mail
messages):

to replay the message from the beginning.

— Press 1 or press the LEAVE VOICE MAIL menu key to leave a voice
mail message for the caller.
If the caller had a mailbox number, it will ask you to verify the destination by pressing # .

If the message was from an outside caller, you cannot leave a voice mail
message.
— Press 2 or press the RETURN CALL menu key, to make a return call.
Your call will be transferred automatically to the caller’s extension or
telephone number, if available.
If the extension number is not available, you will have the option of
leaving voice mail.
If the telephone number is not available, you cannot reply to the message.
•

Press 3 to forward a copy of the message to another subscriber. If you want
to include an introduction, press 1 . If not, press # to forward the message
without additional comments.

•

Press

•

Press
to play the introductory message envelope (see page 48 for information on envelope options).

•

Press

to listen to the next message.

•

Press

to save the new message in your mailbox.

•

Press

to delete the message from your mailbox.

to listen to the previous message.

5. Hang up.

Model 8560 Display Phone and Model 8660 IP Phone User Guide

GETTING STARTED

If the number was not associated with a mailbox, it will ask you to enter
a mailbox number.

Undeleting Messages
NOTE: This feature is available only in software versions 5.1 and later.
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.

GETTING STARTED

To recover deleted messages:
1. Access your mailbox as described on page 33.
2. Press 5 for Message Options.
3. Press 2 to access undelete options. Your options are:
• Press 1 to listen to your deleted messages and choose which ones to delete
or recover. After each message you can:
— Press

to replay the message.

— Press

to reply to the message.

— Press

to forward the message to another mailbox.

— Press

to listen to the previous message.

— Press

to play the message envelope.

— Press

to listen to the next message.

— Press

to recover the message.

— Press

to purge the message from your mailbox.

•

Press 2 to recover all of your deleted messages and store them as saved
messages.

•

Press

to erase all of your deleted messages.

4. Hang up.

Model 8560 Display Phone and Model 8660 IP Phone User Guide

Sending Messages
To send a message:
1. Access your mailbox as described on page 33.
2. Press 2 .
3. Dial the desired mailbox number or group list number.
4. Press # to accept the subscriber’s name.
5. Record your message after the tone. While recording, you have the following
options:
• Press 2 to pause while recording. Then press any key to continue.
•

Press

to erase and re-record your message.
to access the following options.
to send the message and return to the voice mail options.
#

•

Press

•

Press

to replay your message.

•

Press

to add to your message.

•

Press

to erase and re-record your message.

•

Press
to use the special delivery options. You can then use one or more
of the following options:
9

— Press 1 to mark the message “private.” (This prevents the recipient
from forwarding it to other subscribers.)
— Press 2 to mark the message “certified.” (When the recipient listens to
the message, you will receive a receipt notice.)
— Press 3 to mark the message “priority.” (This will place your message
ahead of all other waiting messages in the receiving mailbox.)
— Press

to cancel delivery options.

— Press
to deliver the message. (If you want to mark the message certified, private, and/or priority, you must do so before completing this
step.) You may choose either of the following options:
#

•

Press # and enter another mailbox number to send the message to
another destination.

•

Press

to exit and return to voice mail options.

7. Hang up.

Model 8560 Display Phone and Model 8660 IP Phone User Guide

GETTING STARTED

6. When finished recording, hang up or press

Canceling Unheard Messages
NOTE: This feature is available only in software versions 5.1 and later.
You can cancel unretrieved messages that you have sent to individuals, but not messages that you sent to group lists.

GETTING STARTED

To cancel unheard messages:
1. Access your mailbox as described on page 33.
2. While listening to the voice mail main menu, press 5 for Message Options.
3. Press 1 .
4. When prompted, enter the number of the mailbox containing the unheard message.
5. 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:
• Press 1 to replay the message.
•

Press

to add to the message.

•

Press

to forward the message to another mailbox.

•

Press

to listen to the previous message.

•

Press

to play the message envelope.

•

Press

to listen to the next message.

•

Press

to save the message in your mailbox.

•

Press

to delete the message.

6. Hang up.

Model 8560 Display Phone and Model 8660 IP Phone User Guide

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 phone, except queue callbacks,
recalls, and direct ring-in calls. When other users call your phone, they hear a repeating signal of four fast tones and, if they have a display phone, 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
System Administrator will give you a list of the programmed DND messages. For
convenience, you should update the following default list.
NEW MESSAGE

DEFAULT MESSAGE

DO-NOT-DISTURB

OUT OF TOWN ’TIL

LEAVE A MESSAGE

OUT OF OFFICE

IN MEETING UNTIL

OUT UNTIL

IN MEETING

WITH A CLIENT

ON VACATION ’TIL

WITH A GUEST

ON VACATION

UNAVAILABLE

CALL ME AT

IN CONFERENCE

AT THE DOCTOR

AWAY FROM DESK

ON A TRIP

GONE HOME

ON BREAK

OUT TO LUNCH

NEW MESSAGE

Because the system DND message only uses one line of your display, you can enter a
second line of text, up to 16 characters. For example, if you select 03 (IN MEETING
UNTIL) as your first line of text, you can enter “3:30” as your second line. Callers
will then see, “IN MEETING UNTIL 3:30.”

Model 8560 Display Phone and Model 8660 IP Phone User Guide

GETTING STARTED

DEFAULT MESSAGE

To enable DND:
1. Press DND or the DND menu key.
2. EITHER, Dial the two-digit number corresponding to the message you want to
use.
OR, Press the SCROLL menu key (and PREVIOUS or NEXT) or press the
(high) and
(low) end of the Volume key to scroll through the messages.
3. If desired, customize the second display line by dialing the desired numbers or

GETTING STARTED

letters as described below:
• Remain in numeric mode (Message key and lamp unlit): Press the keypad
keys to dial the desired numbers. Press # for a hyphen (-),
for a colon
(:), FWD to leave a space, or MUTE to backspace.
• Change to alphanumeric mode (Message key and lamp lit): Press MSG or
the USE ALPHA MODE menu key and then press the keypad keys to enter
the desired characters. (Refer to the chart below.) The number of times a key
is pressed determ ines which character is entered. For example,
33377744432999 enters “FRIDAY.” When adjoining characters are located
under the same key, press FWD once to advance to the next character. For
example, 6 FWD 666 FWD 6632999 enters “MONDAY.” (Note that letters correspond to the letters printed on the keys.) Press FWD twice to
leave a space or press MUTE if you need to backspace.
4. Press

or lift and replace the handset.
To cancel DND:
EITHER, Press DND .
OR, Press the DND menu key and then the DND OFF menu key.
NUMBER OF TIMES KEY IS PRESSED
5

)

SHI

CHI

TSU

# or /*

Ñ or #*

tsu

long

KEY

(

JAPANESE CHARACTERS**

ENGLISH CHARACTERS

*The character available depends on the software version.
**The Japanese characters are only available if the Multilingual feature is enabled.

Model 8560 Display Phone and Model 8660 IP Phone User Guide

USING REMINDER MESSAGES
Never be late for a meeting again! With Reminder Messages, you can program your
phone, up to 24 hours in advance, to alert you at a specified time. At the programmed
time, the reminder message signals you with eight short tones, and your display
shows the message. If you are on a call, you still hear the tones, and the message displays for ten seconds. Then the display returns after you hang up. (reminder displays
interrupt, but do not affect programming.)

DEFAULT MESSAGE

NEW MESSAGE

DEFAULT MESSAGE

MEETING

CALL ENGINEERING

STAFF MEETING

CALL MARKETING

SALES MEETING

CALL ACCOUNTING

CANCEL MEETING

CANCEL DND

APPOINTMENT

CANCEL CALL FWD

PLACE CALL

TAKE MEDICATION

CALL CLIENT

MAKE RESERVATION

CALL CUSTOMER

REVIEW SCHEDULE

CALL HOME

LUNCH

CALL CORPORATE

REMINDER

Model 8560 Display Phone and Model 8660 IP Phone User Guide

NEW MESSAGE

GETTING STARTED

Your phone 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 3 0 5 .
2. EITHER, Dial the desired two-digit number for the message that you want.
OR, Press the SCROLL (and PREVIOUS and NEXT) or press the
(high)
and
(low) end of the Volume key to scroll through the messages.
3. While the desired message is displayed, press # or the ACCEPT menu key.
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

NOTE: If your system is set for 24-hour format, you must enter the time appropriately (e.g., 1400 = 2:00PM).

GETTING STARTED

If your system is set for 12-hour display format, press the AM or PM menu key.
To cancel all reminder message requests before they signal you:
With the handset in the cradle, dial 3 0 6 .
To clear a received reminder message (you hear eight short tones and see a
reminder message display):
With the handset in the cradle, press .

Model 8560 Display Phone and Model 8660 IP Phone User Guide

Moving On
SECTION CONTENTS

PAGE

Introduction . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 44
Setting Preferences . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 44
Phone Configuration. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 44
Voice Mail Options . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 47
Speed Dialing . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 52
Station Speed Dial . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 52
System Speed Dial. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 53
Using Record-A-Call . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 54
Paging . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 55
Making Pages. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 55
Enabling Paging . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 55
Performing a “Hookflash” During a Call. . . . . . . . . . . . . . . . . . . . . . . . 55
Programming Your Feature Keys . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 56
Programming Direct Station Selection Keys . . . . . . . . . . . . . . . . . . . . 57
Programming Secondary Extension Keys . . . . . . . . . . . . . . . . . . . . . . 58
Using Account Codes. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 59
Screening Calls . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 60
60
60
62
63
63
64
65

MOVING ON

Using the Directories . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Phone Directory . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Voice Mail Directory . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Programming Remote Feature Access. . . . . . . . . . . . . . . . . . . . . . . . .
Remote Access Password . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Remote Feature Access. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Requesting Agent Help . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

Working in Hunt Groups. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 66
Hunt Group Calls Enabled/Disabled. . . . . . . . . . . . . . . . . . . . . . . . . 66
ACD Hunt Groups . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 66

Model 8560 Display Phone and Model 8660 IP Phone User Guide

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 phone, use directories, access your
voice mailbox remotely, and perform various other functions.

SETTING PREFERENCES
Your phone and voice mailbox are automatically set to specific defaults. You can,
however, configure many of these settings at any time.

Phone Configuration
Customizable features on your phone include changing volume levels, enabling background music, selecting a ring tone, and others.

Changing Volume Levels
The phone 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.

MOVING ON

To change a volume level:
Press
(the high end of the Volume key) to increase the volume. Press
end of the Volume key) to decrease the volume.

(the low

To save your change:
Press both ends of the Volume key.

Model 8560 Display Phone and Model 8660 IP Phone User Guide

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
phone.
To select the type of ring tone for your phone:
1. With the handset in the cradle, dial 3 9 8 .
2. Do one of the following to select your ring tone:
• Press 0 or the RINGER OFF menu key for no ringing.
•

Press the PREVIOUS or NEXT menu key to scroll to the desired tone.

•

Dial 1-9 to select a specific tone.

3. When you hear the tone you want, you can do any of the following:

•
•
•
•

Press # .
Press the ACCEPT menu key.
Press .
Lift and replace the handset.

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 3 1 3 .

Keymaps identify where feature keys appear on your phone. While all phones are programmed with a standard keymap, some phones 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 phone is idle:
With the handset in the cradle, dial 3 9 9 .
To switch between keymaps during a call:
Press
and dial 3 9 9 .

Model 8560 Display Phone and Model 8660 IP Phone User Guide

MOVING ON

Changing Keymaps

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 key.
To enable/disable this feature for ringing outside calls:
With the handset in the cradle, dial 3 6 0 .
To enable/disable this feature for ringing (non-handsfree) intercom calls:
With the handset in the cradle, dial 3 6 1 .

Changing the Language
When your phone 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 display and voice mail
prompts on your phone by toggling between the primary and secondary languages.
For example, if the system’s primary language is American English, and your phone
is programmed for the primary language, all displays appear in American English,
and your voice mail prompts are played in American English (unless changed, as outlined below). If the secondary language is Japanese, and your phone is programmed
for the secondary language, all displays appear in Japanese (Katakana) characters, and
your voice mail prompts are played in Japanese.
NOTE: You can only use the secondary language voice mail prompts if they are

MOVING ON

loaded on the system. By default, all phones are set for the primary language. See your
System Administrator to determine which languages are programmed for your phone
system.

You can also program messages using English/Spanish or Japanese characters, or a
combination of both (see page 61 for a list of characters). In displayed lists, such as
directories, the English/Spanish characters are alphabetized before the Japanese characters.
To change the assigned language for your phone:
Dial 3 0 1 to change between your system’s primary and secondary languages,
as desired. Your display shows the current language.

Model 8560 Display Phone and Model 8660 IP Phone User Guide

Returning to Default Operation
You can return your phone to default levels at any time. This feature returns volume
to default levels; cancels DND, manual call forwarding, background music, and queue
requests; and restores handsfree mode, pages, hunt group calls, and system forwarding all at once.
To return your phone to default:
Dial 3 9 4 .

Voice Mail Options
Your voice mailbox contains personal options to allow you to customize voice mail
functions. However, before you change your voice mail options, you must first initialize your mailbox (see page 13).

Changing Your Mailbox Password
Your password prevents unauthorized access to your mailbox.
To change your password:
1. Access your mailbox as described on page 33.
2. Press 4 to select the Personal Options Menu.
3. Press 3 .
4. If you want to have a password, enter a new password, using up to 12 digits.
If you do not want to use a password, skip this step.
. Voice mail plays back your password if you entered one.
to accept the password as entered or press 3 to erase and re-enter your
password.
7. Hang up.
#

Model 8560 Display Phone and Model 8660 IP Phone User Guide

MOVING ON

5. Press
6. Press

Changing the Voice Mail Message Envelope
When you receive a voice mail message, voice mail plays the message in 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.
To change and save your message envelope:
1. Access your mailbox as described on page 33.
2. Press 4 to select the Personal Options Menu.
3. Press 4 to select the Message Envelope Options Menu. You can then do any of
the following:
• Press 1 to enable or disable the time/date option.
• Press 2 to enable or disable the message source option.
• Press 3 to enable or disable the message length option.
• Press 4 to enable all options and return to the Personal Options Menu.
• Press 5 to disable the entire envelope and return to the Personal Options
Menu.
• Press # or
to return to the Personal Options Menu.
4. Hang up.

Changing the Call Screening Transfer Method
NOTE: The Call Screening feature is available only if it is enabled for your mailbox
(ask your System Administrator).

MOVING ON

Depending on the transfer method you select, transferred calls from voice mail may
be unannounced (as usual), or one of the following may occur:
•

“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).”

•

“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 60).

To change your transfer method (if allowed):
1. Access your mailbox as described on page 33.
2. Press 4 to select the Personal Options Menu.
3. Press 9 for More Options. (If using version 5.0 or earlier software, skip this
step.)

Model 8560 Display Phone and Model 8660 IP Phone User Guide

4. Press

5 . The system tells you what your current transfer method is. You can
then select the desired transfer method, as follows:
• Press 1 to select unannounced transfers.

•

Press

to select screened transfers.

•

Press

to select announce only transfers.

•

Press

to return to the Personal Options Menu without making changes.

5. Hang up.

Programming a Fax Destination
NOTE: This feature is available only in software versions 5.1 and later.
With the Inter-Tel Voice Processor, callers can use your mailbox to send you a fax. To
use this feature, you must specify the destination fax number.
To change your fax destination number:
1. Access your mailbox as described on page 33.
2. Press 4 to select the Personal Options Menu.
3. Press 9 for More Options.
4. Press 1 .
5. Enter the number of your fax destination, followed by
6. EITHER, Press # to accept the number.
OR, Press 3 to erase the number and re-enter it.

7. Hang up.

NOTE: This feature is available only in software versions 5.2 and later.
When more than one message is left in your voice mailbox, you can change the order
in which you retrieve your messages, based on the date and time they were received.
To change the listening order of your messages:
1. Access your mailbox as described on page 33.
2. Press 4 to select the Personal Options Menu.
3. Press 9 for More Options.
4. Press 2 for the Message Search Order.
5. Press 1 to change the search order for new messages or press 2 to change the
search order for saved messages. You have the following options:
• Press 1 to retrieve the earliest-received messages first (First In/First Out).
•

Press

•

Press

to retrieve the latest-received messages first (Last In/First Out).
to return to the Personal Options Menu without making changes.

6. Hang up.
Model 8560 Display Phone and Model 8660 IP Phone User Guide

MOVING ON

Changing the Message Search Order

Programming Remote Messaging
NOTE: Your installer or System Administrator must enable this feature on your voice
mailbox.

With Remote Messaging, you can program the Voice Processor (voice mail) to call
you when your mailbox receives new 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 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.
NOTE: If for some reason voice mail is not able to use your remote notification, your

MOVING ON

mailbox will receive a message stating that notification could not be completed.

Model 8560 Display Phone and Model 8660 IP Phone User Guide

To set up remote messaging:
1. Access your mailbox as described on page 33.
2. Press 4 to select the Personal Options Menu. (If using version 5.0 or earlier
software, skip this step.)
3. Press 5 .
NOTE: This option is not available if you do not have Remote Messaging enabled.
4. Press

1 to set up a primary cascade or press 2 to set up an alternate cascade. A
prompt tells you what the cascade’s current status is.
5. Do one of the following:
• To program a cascade level: Press 1 and enter the number of the level you
wish to program (1-9). You then have the following options:

— To enable or disable the cascade level: Press 1 . (You cannot enable the
level until a notification number is programmed.)
— To set up or change an extension or telephone number: Press 2 . Then
press 1 for an extension number or 2 for an outside number. Then
enter the number.
— To set up or change a pager number: Press
•

. Then enter the number.

To set up time of day for notification: Press 2 . Then enter the time you
want the message notification to start and stop. Enter the times with two digits for the hour and two digits for the minutes (e.g., 0915 = 9:15). If entering
the time in 12-hour format, you are prompted to press 1 for AM or press
2 for PM.
the same.

•

To set up the days of the week for notification: Press
of the following:
— Press

for Monday-Friday.

— Press

for all days.

. Then select one

— Press 3 to select individual days. You are prompted to press digits 1-7
which correspond to the days Sunday through Saturday.
•

To select all or priority-only message notification: Press
1 for all messages or 2 for priority messages only.

6. Either select another option, as described above, or press

. Then press

to save the settings

and exit.

Model 8560 Display Phone and Model 8660 IP Phone User Guide

MOVING ON

NOTE: For 24-hour notification, program the starting and ending times to be

SPEED DIALING
Speed dialing allows you (and your System Administrator) to store frequently dialed
numbers for easy dialing. Each number is stored on your phone (Station Speed Dial)
or in the phone system (System Speed Dial) and is identified by a location number.
Once programmed, you can quickly dial these numbers by entering a feature code and
dialing the desired location number. Because the Inter-Tel Axxess system supports
both station and System Speed-Dial numbers, you can have access to over 1000
stored numbers.

Station Speed Dial
You can store up to ten personal speed-dial numbers and associated names in Station
Speed-Dial locations 0-9. If you have programmable feature keys, you can also create
Station Speed-Dial keys for one-touch speed dialing (see page 56).

Storing Station Speed-Dial Numbers

MOVING ON

To program your Station Speed-Dial locations:
1. With the handset in the cradle, dial 3 8 3 .
2. Dial the location code (0-9) to be programmed or press a Station Speed-Dial key
that you want to program (if you have one).
3. Enter the desired name for the speed-dial number, as described below:
• Alphanumeric mode (Message key and lamp lit): Press the keypad keys to
enter the desired characters. (Refer to the chart on page 60.) The number of
times a key is pressed determines which character is entered. For example,
533266 would enter “JEAN.” When adjoining characters are located under
the same key, press FWD once to advance to the next character. For example, 66 FWD 6667776 would enter “NORM.” (Note that letters correspond
to the letters printed on keypad keys 1-9.) Press FWD twice to leave a
space. Press MUTE if you need to backspace.
•

Press the ACCEPT menu key on the display to save the name.

4. Dial the extension number or telephone number to be stored, as described below:

•

Numeric mode (Message key and lamp unlit): Enter the number. Press # for
a hyphen (-),
for a colon (:), FWD to leave a space, or MUTE to backspace.
If your number includes an asterisk, pound, hookflash, or pause, use the
menu keys to enter the special character.

•

Press the ACCEPT menu key on the display to save the number.

TIP: To dial outside telephone numbers without first selecting an outgoing line,
enter a line access code (such as the Outgoing Call code “8”) before the outside
telephone number.

Model 8560 Display Phone and Model 8660 IP Phone User Guide

To view how your Station Speed-Dial keys are programmed:
NOTE: These instructions assume that you have already programmed the feature key
as a speed-dial key. See page 56 for instructions on programming your feature keys.
1. With the handset in the cradle, dial 3 9 6 .
2. Press the desired Station Speed-Dial key. The name and number will be dis-

played.
3. Press # or to exit.
To erase a Station Speed-Dial name and/or number:
1. With the handset in the cradle, dial 3 8 3 .
2. Dial the desired location code (0-9) or press the desired Station Speed-Dial key.
3. Press MUTE repeatedly until the name is erased.
4. Press # or the ACCEPT menu key to continue.
5. Press MUTE repeatedly until the number is erased.
6. Press # or the ACCEPT menu key to exit.

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 STN SPDL or dial
Station Speed-Dial location number (0-9).

•

To use a Station Speed-Dial key: Press the desired Station Speed-Dial key.

and then the desired

Your System Administrator can store up to 1000 speed-dial numbers in System
Speed-Dial locations 000-999.
To view and/or dial System Speed-Dial numbers:
1. Press SYS SPDL or dial 3 8 1 .
2. Dial the location code (000-999) for the desired number.
3. Press # or the ACCEPT menu key to dial the displayed number.

Model 8560 Display Phone and Model 8660 IP Phone User Guide

MOVING ON

System Speed Dial

USING RECORD-A-CALL
If your telephone system is equipped with an Axxess 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.
To use the Record-A-Call feature while on a call:
1. EITHER, Press
and dial 3 8 5 .
OR, Press the RECORD-A-CALL menu key.
2. If required, dial the desired mailbox number. (Your phone may be programmed 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, Press the CANCEL RECORDING menu key.

MOVING ON

OR, Hang up.

Model 8560 Display Phone and Model 8660 IP Phone User Guide

PAGING
The Paging feature allows you to make an announcement through phone speakers or
external speakers (if your system is equipped with external paging equipment). To
prevent announcements from transmitting through every phone 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
here for your convenience:
0 _______________________

5 _______________________

1 _______________________

6 _______________________

2 _______________________

7 _______________________

3 _______________________

8 _______________________

4 _______________________

9 _______________________

NOTE: The 8560/8660 Phone has a PAGE key which may be programmed to access
a specific page zone. If you do not know which page zone is programmed for this key,
ask your System Administrator.

Making Pages

Enabling Paging
You can enable or disable page receiving for your phone by using the Page Remove/
Replace feature code. If your phone 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 phone:
Dial 3 2 5 .

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:
EITHER, Press the FLASH menu key. If the FLASH menu key is not visible, press
MORE until you see FLASH.
OR, Press

and dial

Model 8560 Display Phone and Model 8660 IP Phone User Guide

MOVING ON

To make pages:
1. Lift the handset and press PAGE or dial 7 .
2. Dial the desired zone number (0-9).
3. After the tone, make your announcement and hang up.

PROGRAMMING YOUR FEATURE KEYS
Depending on how your system is programmed, some of your feature keys may be
“user-programmable.” If so, you can program them with any of the feature codes
listed in the back of this user guide or with extension numbers.The keys on the MiniDSS can also be programmed as feature keys. In addition, you can combine the feature key and Station Speed-Dial functions to program a feature key to dial an outside
number.
NOTE: You cannot program secondary extension keys as feature keys (see Programming Secondary Extension Keys on page 58).

To program a user-programmable feature key:
1. With the handset in the cradle, dial 3 9 7 .
2. Press the feature key you want to program.
3. Dial the feature code or extension number you want to store under that key.
(Refer to the back of this guide for default feature codes.)
To return all feature keys to their original default values:
With the handset in the cradle, dial 3 9 5 .

MOVING ON

To display the current feature key values:
1. With the handset in the cradle, dial 3 9 6 .
2. Press the feature key(s) you want displayed.
3. Press to hang up.

Model 8560 Display Phone and Model 8660 IP Phone User Guide

PROGRAMMING DIRECT STATION SELECTION KEYS
A key programmed as a Direct Station Selection/Busy Lamp Field (DSS/BLF) key
provides a way to dial the associated extension with one touch. In addition, if the key
is equipped with a lamp, you can visually monitor the status of the associated extension.
To assign an extension to a DSS/BLF key:
1. With the handset in the cradle, dial 3 9 7 .
2. Press the DSS key(s) and dial the desired extension number.
Once programmed, you can use your DSS key as follows:
•

You can place an intercom call to the extension that the DSS key is programmed
for by pressing the key once.

•

You can transfer a call to the extension that the DSS key is programmed for by
pressing the key once and hanging up. (For transferred calls that are forwarded to
voice mail you will hear repeating double tones and the display will show DEST
FORWARDED TO VOICE MAIL.)

•

If the DSS key has a lamp, you can visually monitor the status of the extension.

NOTE: For the DSS keys to work as described above, your System Administrator must
define them as user-programmable in Database Programming.

MOVING ON

Model 8560 Display Phone and Model 8660 IP Phone User Guide

PROGRAMMING SECONDARY EXTENSION KEYS
With the Secondary Extension Appearances feature, you can program various keys on
your phone (and on the Mini-DSS) to indicate the call activity at a different extension
(primary phone). In addition to being able to see when a call is ringing, answered, or
on hold, you can use your secondary extension key to answer a call that is ringing at
the primary phone. Your phone may also be programmed to automatically ring when a
given number of calls are waiting at the primary phone (ask your System Administrator).
There are two possible types of secondary extension keys: programmable and nonprogrammable. If you have a non-programmable secondary extension key, only the
System Administrator can change the associated extension. If you have a programmable key, you can change the extension, as described below.
NOTE: You can only assign the extension for a secondary extension key. You cannot
create or change the secondary extension key (e.g., make it a feature key).

MOVING ON

To display the current secondary extension key assignment(s):
1. With the handset in the cradle, dial 3 9 6 .
2. Press the secondary extension key(s) you want displayed.
To assign a primary phone to a secondary extension key (if enabled):
1. With the handset in the cradle, dial 3 9 7 .
2. Press the secondary extension key and dial the desired extension number.
Once programmed, you can use your secondary key as follows:
•

You can press your flashing secondary extension key to answer a call that is ringing or holding on any CALL key at the primary phone.

•

You can press your unlit secondary extension key to place an intercom call to the
primary phone.

NOTE: If the secondary key is flashing (i.e., a call is ringing at the primary phone), you
can press # before pressing the flashing key to place an intercom call to the primary
phone without answering the call. Or, you can just dial the primary phone's extension
number.
To transfer a call back to the extension after you have answered it on your phone:
• To transfer to hold: Press the secondary extension key, announce the call (if
desired), and then hang up.
•

To transfer to ring: Press TRANSFER and then the secondary extension key. You
can announce the call, if desired, before hanging up to complete the transfer.

Model 8560 Display Phone and Model 8660 IP Phone User Guide

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 phone record reports that the system will periodically
print.
There are three types of account codes:
•

Standard account codes are automatically entered into the SMDR report whenever 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 3 9 0 .
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 phone:
Dial 3 9 1 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 phone until it
is disabled.
#

MOVING ON

To disable the code:
Dial 3 9 1 and press

Model 8560 Display Phone and Model 8660 IP Phone User Guide

SCREENING CALLS
NOTE: This feature is available only if your telephone system is equipped with a
Axxess Voice Processor (voice mail).

If your voice mailbox is programmed correctly, you can screen calls that are transferred from voice mail. This allows you to accept and/or refuse specific calls.
Depending on the transfer method you use, calls from voice mail may be unannounced, announce only, or screened calls (see page 48 for details).
If your voice mailbox is programmed for screened calls, you have the following
options when you receive a transfer:
•

Press the ACCEPT menu key or

to accept the call.

•

Press the REPLAY menu key or

to replay the announcement.

•

Press the SEND TO V-MAIL menu key or

•

Press the FORWARD menu key or
forward the call to another extension.

•

Press the REFUSE menu key or

to send the call to voice mail.

and then enter the extension number to

to refuse the call.

USING THE DIRECTORIES
With directories, you can use your phone keypad to find names, numbers and features.
You can then use the directory information to make calls, access features, or leave
voice mail messages.

MOVING ON

Phone Directory
The phone directory contains a list of the extension numbers, system speed-dial numbers, feature codes, and their associated names. To search for an item, you can enter
the full or partial name. The system will then find the closest match. Once the correct
match is displayed on your phone, you can dial the number or press a key to access
that extension or feature.

Model 8560 Display Phone and Model 8660 IP Phone User Guide

To perform a directory search:
1. If your phone is idle, press the DIRECTORY menu key, then press the menu key
for the desired directory (IC DIRECTORY, OUTSIDE DIR, or FEATURE DIR).
If placing a call, choose between OUTSIDE DIR and IC DIRECTORY.
2. Enter letters or numbers (up to 10 characters) as described below:

•

Remain in alphanumeric mode (Message key and lamp lit): Press the keypad
keys to enter the desired characters. (Note that letters correspond to the letters printed on keypad keys 1-9.) The number of times a key is pressed determines which character is entered. For example, 77776444844 would enter
“SMITH.” When adjoining characters are located under the same key, press
FWD
once to advance to the next character. For example, 5666 FWD
66337777 would enter “JONES.” Press FWD once to advance and twice to
leave a space. Press MUTE to backspace.
• Change to numeric mode (Message key and lamp unlit): Press the keypad
keys to enter an extension number. Press MUTE to backspace.
3. Press the SEARCH menu key to begin the search. If desired, you can use the
PREVIOUS and NEXT menu keys or the high/low end of the Volume key to
move alphabetically through the directory.
4. Press the CALL (for IC or OUTSIDE DIRECTORIES) or ACCEPT (for FEATURE DIR) menu key to dial a number or feature code while it is displayed.
NUMBER OF TIMES KEY IS PRESSED
KEY

JAPANESE CHARACTERS**

ENGLISH CHARACTERS
-

(

)

a
i

SHI

CHI

TSU

# or /*

Ñ or #*

tsu

long

*The character available depends on the software version.
**The Japanese characters are only available if the Multilingual feature is enabled and
Japanese is installed as the secondary language.

Model 8560 Display Phone and Model 8660 IP Phone User Guide

MOVING ON

1
2

Voice Mail Directory
Whenever voice mail asks you to enter a mailbox number, you can use the mailbox
and extension number directories. You can also use these directories to leave a voice
message with another user. Like the phone directories, you don’t have to enter the full
name because the system finds the closest match based on your entry.
To perform a directory search:
When prompted, press the keys to enter the name. The number of times a key is
pressed determines which character is entered, as shown below. When adjoining characters are under the same key, press FWD to advance to the next character. For
example, 5666 FWD 66337777 enters “JONES.”
NUMBER OF TIMES KEY IS
PRESSED
KEY

(

)

# or /*

Ñ or #*

*The character available depends on the software version.

MOVING ON

To use the directory to leave a voice mail message:
1. Dial the voice mail extension number.
2. Press # for Directory Services.
3. Enter the desired name, as described above, and press
played.
4. Do one of the following:
• Press # to accept the name.

. The selected name is

•

Press

to hear the previous name in the directory.

•

Press

to hear additional information for the selected name (if allowed).

•

Press

to hear the next name in the directory.

•

Press

and spell a new name to search for a different name.

•

Press

to switch the first/last name sort order.

Model 8560 Display Phone and Model 8660 IP Phone User Guide

PROGRAMMING REMOTE FEATURE ACCESS
If you are away from your desk and forgot to put your phone in DND, don’t worry.
With the Remote Feature Access, you can place your phone in DND or forward calls
from any other phone on the system. And, if you have a special dial-up line, you can
access your phone 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 phone:
1. Dial 3 9 2 .
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 confir-

mation tone.
To change the station password using remote programming, see the next page.

MOVING ON

Model 8560 Display Phone and Model 8660 IP Phone User Guide

Remote Feature Access
To access your phone from another phone:
1. EITHER, call your Direct Inward System Access (DISA) number (provided by
your System Administrator). If required, enter your password.
OR, Use any phone on the system.
2. Enter 3 5 9 .
3. Enter your extension number.
4. Enter your password followed by

# . You can now use any of the following features.
To change the station password using Remote Programming:
a. Enter 3 9 2 .

b. Enter the new password, followed by

MOVING ON

c. Enter the new password again for verification, followed by # .
To turn on DND:
a. Enter 3 7 0 .
b. Enter message number (01-20) and the optional second-line message text.
To turn off DND: Enter 3 7 1 .
To turn on Call Forward:
a. Enter one of the following Call Forward feature codes.
All Calls ....................... 3 5 5
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 3 5 5 .
5. Hang up.

Model 8560 Display Phone and Model 8660 IP Phone User Guide

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 phone, the phone’s microphone is automatically muted so that the supervisor cannot be heard unless he or she presses MUTE . If
the Agent Help Extension is a single-line phone, however, the supervisor can be
heard as soon as the conference is established. In either case, the supervisor can hear
all other parties on the call.
To use the Agent Help feature while on a call:
1. Press
and dial 3 7 5 . If you hear repeating tones, the Agent Help feature
is not available at your phone, 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 phone may be programmed 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, and the
display shows AGENT HELP REJECTED.

•

To accept the call: Answer as usual. Your microphone is muted and you cannot
be heard by either party unless you press MUTE .

•

To reject the call: Press the REJECT HELP menu key.

Model 8560 Display Phone and Model 8660 IP Phone User Guide

MOVING ON

To respond to an Agent Help request at a display phone:
When you receive an Agent Help request, your display shows REQUESTS
HELP. You can do one of the following:

WORKING IN HUNT GROUPS
Your system may be programmed with “hunt groups.” Hunt groups are groups of
phones that share a common extension number in addition to having individual extension 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 Administrator.

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 3 2 4 .

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

MOVING ON

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 (described on
the next page). 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 phone 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 phones and will send calls to the phones where agents are
logged in.

Model 8560 Display Phone and Model 8660 IP Phone User Guide

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 3 2 8 and enter your Agent ID, if necessary. The display shows AGENT LOGGED IN TO ALL ACDS, and you hear a confirmation tone.
NOTE: This feature code acts as a toggle. If you were already logged in, the display
shows AGENT LOGGED OUT OF ALL ACDS, and you hear a confirmation tone.

To log in to one or more hunt groups using the ACD Agent Login feature code:
1. With or without the handset lifted, dial 3 2 6 . The display shows AGENT
LOGIN ACD NUMBER.
2. EITHER, Enter the desired ACD hunt group number.
OR, Press # to log in to all of your ACD hunt groups at once. The display shows
AGENT LOGIN AGENT ID.
NOTE: If you entered an invalid hunt group number, the display shows NOT AN
ACD HUNT GROUP, and you hear repeating tones.
3. Do one of the following:

•

NOTE: If another Agent ID is already logged in at this phone, you hear
repeating tones, and the display shows DIFFERENT AGENT ID ALREADY
USED. You must have the other agent log out before you can use that phone.
•

To log into one or more ACD hunt groups that does not use Agent IDs:
Press # . The display shows AGENT LOGGED INTO ALL ACDS. You are
logged into the ACD hunt group that does not use Agent IDs.

If you were already logged in, the display shows ALREADY LOGGED INTO
.
If you are not a member of the entered hunt group, the display shows NOT AN
AGENT IN THIS HUNT GROUP, and you hear repeating tones. Start over.
4. Hang up if off-hook. Repeat this procedure to log into additional ACD groups, if

necessary.

Model 8560 Display Phone and Model 8660 IP Phone User Guide

MOVING ON

To log into ACD hunt groups using Agent IDs: Enter your Agent ID. The
display shows AGENT LOGGED INTO ALL ACDS. You are logged into
the ACD hunt group that uses the Agent ID you entered in this step.

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 phone 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 3 2 8 to log out of all of your ACD hunt groups at once. The
display shows AGENT LOGGED OUT OF ALL ACDS, and you hear a confirmation tone.
OR, With or without the handset lifted, dial 3 2 7 . One of the following displays will appear:
•

If you were logged in to only one hunt group, the display shows AGENT
LOGGED OUT OF . The procedure is complete.

•

If you were logged in to more than one hunt group, the display shows
AGENT LOGOUT ACD NUMBER. Dial the extension number of the
desired ACD hunt group.

•

If you were not logged in to any hunt group, the display shows NOT
LOGGED INTO ANY ACD GROUP.

MOVING ON

2. Hang up if off-hook.

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:
With the handset in the cradle, dial 3 2 9 .
NOTE: If you were not logged in to an ACD hunt group, the display shows CANNOT
ACCESS RESERVED FEATURE.

Model 8560 Display Phone and Model 8660 IP Phone User Guide

Learning More
SECTION CONTENTS

PAGE

Introduction . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 70
What the Administrators Can Do for You . . . . . . . . . . . . . . . . . . . . . . . .70
Frequently Asked Questions (FAQs) . . . . . . . . . . . . . . . . . . . . . . . . . . . 71
Default Feature Codes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 73

LEARNING MORE

Model 8560 Display Phone and Model 8660 IP Phone User Guide

INTRODUCTION
If you want to know more about your phone and voice mail system, this is the section
for you. With additional information and an FAQ, you should be able to find answers
to most of your questions.

WHAT THE ADMINISTRATORS CAN DO FOR YOU
The administrators are the people to whom you should turn if you have any problems
with your phone and/or voice mail. They have access to advanced programming features and can reset certain settings associated with your phone.
The types of administrators that can help you with your phone/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 user names, toll restriction,
DND messages, and extension numbers
• Voice Mail Administrator: Performs tasks associated with the voice mail system, 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: Because the Axxess telephone system is very flexible and programmable, the
procedures 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.

LEARNING MORE

If you are a System Administrator or if you need additional information not available in this
guide, refer to the Inter-Tel Axxess Administrator’s Guide (part number 550.8001).

Model 8560 Display Phone and Model 8660 IP Phone User Guide

FREQUENTLY ASKED QUESTIONS (FAQS)
This section includes some of the most frequently asked questions. If you have problems with your phone or voice mailbox, refer to this section before you contact your
System Administrator or Inter-Tel.
How do I program System Speed-Dial numbers?

A1.

Only your System Administrator can program System Speed-Dial numbers. You can,
however, program up to ten Station Speed-Dial numbers (see page 52).

Q2.

How do I change the time and date on my phone?

A2.

Only your System Administrator can change the time and date. Please contact your
System Administrator if you notice that the date and time are incorrect.

Q3.

How can I retrieve messages if I don’t know the password for my voice mail?

A3.

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 47).

Q4.

Why can’t I retrieve deleted messages?

A4.

Voice mail may have erased your message. After a programmed amount of time has
lapsed, up to 24 hours, voice mail automatically erases all deleted messages (see
page 36). If you attempted to undelete a voice mail within this time frame, however,
your telephone system may not have the latest software (the “undelete” feature was a
recent addition). Or, your voice mail system may not have sufficient space programmed to store deleted messages. Contact your System Administrator to determine
if this feature is available.

Q5.

How can I set the number of rings that are allowed before the call is sent to voice
mail?

A5.

Only your System Administrator can change the number of rings that are allowed
before the call is forwarded to voice mail.

Q6.

How can I change the name displayed on my phone?

A6.

Only your System Administrator can change the user names assigned to extensions.

Q7.

How do I scroll the display screen?

A7.

Press
(the low end of the Volume key) to scroll down or
(the high end of the
Volume key) to scroll up. Or, you can use the PREVIOUS or NEXT menu keys.

Model 8560 Display Phone and Model 8660 IP Phone User Guide

LEARNING MORE

Q1.

Q8.

Why can’t I program a Station Speed-Dial number to the key I want? It keeps saying
that the key is non-programmable.

A8.

Your System Administrator has programmed that key as a non-programmable key.
Because you cannot override system programming from your phone, you must choose
another key.

Q9.

Why can’t I use one of the features described in this guide?

A9.

There are a few reasons why you might not be able to access the feature. Some possible reasons include:
• Your system software version may not support the feature. This guide covers
software versions 3.0 and later. (See page 9 for more information about software
compatibility.)
• Your System Administrator may not have enabled the feature for your phone.
• Your System Administrator may have programmed your phone to block the feature.
What do I do if my IP Phone loses audio?

A10.

Loss of audio on an IP Phone may indicate a firewall conflict. Contact your System
Administrator to resolve this issue.

Q11.

If I need further assistance, how do I get technical support?

A11.

First, contact your System Administrator if you have a question that is not covered in
this user guide. If you need further assistance, contact your local authorized Inter-Tel
dealer. All Inter-Tel sales, service, and support are handled at the local level.

LEARNING MORE

Q10.

Model 8560 Display Phone and Model 8660 IP Phone User Guide

DEFAULT FEATURE CODES
Use the blank spaces below to enter custom feature codes, if necessary.
OUTSIDE LINE ACCESS CODES
ACCESS CODE NAME

Select Line Group 1-208
Automatic Route Selection
Emergency Call
Outgoing Call

ACCESS CODE

NEW CODE

92001-92208*
92000*
911
8

* These defaults may differ based on the software version.

EXTENSION NUMBERS
EXTENSION NAME

Phone Extensions
Hunt Groups
Attendant

EXTENSION NUMBER

NEW NUMBER

1000-1999
2000-2299
0

LEARNING MORE

Model 8560 Display Phone and Model 8660 IP Phone User Guide

LEARNING MORE

GENERAL FEATURE CODES

FEATURE NAME

FEATURE CODE

Account Code – Following Calls
Account Code – Optional
ACD Agent Log In
ACD Agent Log Out
ACD Agent Log In/Out
ACD Agent Wrap-Up Terminate
Agent Help Request
Agent Help Reject
Answer (Ringing Call)
Automatic Intercom Access On/Off
Automatic Line Access On/Off
Automatic Line Answer
Background Music On/Off
Call Forward All Calls
Call Forward If Busy
Call Forward If No Answer
Call Forward No Answer/Busy
Conference
Change Language
Data
Default Station
Directory
Display Time And Date
Do-Not-Disturb
Do-Not-Disturb Cancel
Do-Not-Disturb On/Off
Do-Not-Disturb Override
Enhanced Speakerphone Enable
Feature Key Default
Group Listen
Handsfree On/Off
Headset On
Headset Off
Headset On/Off
Hold – Individual
Hold – System
Hookflash
Hunt Group Remove
Hunt Group Replace
Hunt Group Remove/Replace
LCD Contrast Control
Message
Message – Cancel Message Left
Message – Cancel Message On Phone

391
390
326
327
328
329
375
376
351
361
360
350
313
355
357
356
358
5
301
340
394
307
300
370
371
372
373
310
395
312
319
315
316
317
336
335
330
322
323
324
303
365
366
368

NEW CODE

Model 8560 Display Phone and Model 8660 IP Phone User Guide

GENERAL FEATURE CODES (CONTINUED)
FEATURE NAME

Message – Silent
Microphone Mute On/Off
Page
Page Receive On/Off
Program Baud Rate
Program Keys
Program Station Password
Queue (Callback) Request
Record-A-Call
Redial
Redirect Call
Reminder Message
Reminder Message Cancel
Remote Programming
Reverse Transfer (Call Pick-Up)
Review Keys
Ring Intercom Always On/Off
Ring Tone Selection
Routing Off
Station Speed Dial
Station Speed-Dial Programming
System Forward Enable
System Forward Disable
System Forward On/Off
System Speed Dial
Switch Keymap
Transfer To Hold
Transfer To Ring

FEATURE CODE

NEW CODE

367
314
7
325
393
397
392
6
385
380
331
305
306
359
4
396
377
398
304
382
383
352
353
354
381
399
346
345

LEARNING MORE

Model 8560 Display Phone and Model 8660 IP Phone User Guide

LEARNING MORE

NOTES

Model 8560 Display Phone and Model 8660 IP Phone User Guide

Index
A
Abbreviations 5
About This Guide 2
About Voice Mail 7
About Your Phone 3
Accessing Your Mailbox 33
Accessing Your Phone 64
Account Codes 59
ACD Hunt Groups 66
Adding Parties to a Conference 22
Adjusting Your Phone’s LCD Contrast 12
Administrators 70
Agent Help 65
Agent IDs 66
Alphanumeric Mode 8
Alternate Greeting 14
Answering Calls 20
Assigning Secondary Extension Keys 58
Automatic Call Answer 46
Automatic System Forwarding 26

B
Background Music 45
Blocking Calls 18

C
Call Waiting 20
Callbacks 17, 19
Calls
answering 20
blocking 18
ending ACD 68
making 16, 19
making conference 22
picking up (reverse transferring) 24
placing a non-handsfree 16
placing on hold 21
receiving 17, 20
receiving an off-hook voice announce 18
receiving non-handsfree 17
returning to a held caller 21
waiting for called phone 17
Canceling
messages 32
unheard messages 38

Cascade Levels 51
Changing
call screening transfer method 48
directory name 15
fax destination number 49
keymaps 45
language 46
message envelope 48
message search order 49
personal greeting 14
remote feature access password 64
transfer method 48
voice mail message envelope 48
voice mailbox password 47
volume levels 44
Clearing Reminder Messages 42
Compatibility 9
Conference Calls 22
Connecting a Headset 29

D
Date, Time, Name, and Extension Number 28
Default Feature Codes 73
Default Key Configuration 2
Defaults 47, 56
Deleting Station Speed-Dial Numbers 53
Delivery Options 37
Dial Tones 8
Dialing Options 19
Dialing Speed-Dial Numbers 53
Direct Station Selection/Busy Lamp Field (DSS/BLF) 57
Directories
name 15
outside 19
phone 60
search 62
using 60
voice mail 62
Disabling
account codes 59
automatic call answer 46
background music 45
call forwarding 64
do-not-disturb 64
group listen feature 30
handsfree 18
hunt group calls 66
paging 55
record-a-call 54
system forwarding 26

Model 8560 Display Phone and Model 8660 IP Phone User Guide

Disconnecting a headset 29
Displaying
date and time 28
feature keys 56
information 28
outside party’s name 28
secondary extension keys 58
speed-dial numbers 53
Displays, LCD 5
Distributing Calls 66
Do-Not-Disturb 64
Dropping Out of a Conference 22
DSS/BLF 6

E
Emergency Calls 20
Enabling
automatic call answer 46
background music 45
call forwarding 64
do-not-disturb 40
enhanced speakerphone 31
group listen feature 30
handsfree 18
hunt group calls 66
paging 55
record-a-call 54
system forwarding 26
Ending a Conference Call 22
Ending an ACD Hunt Group Call 68
Enhanced Speakerphone Mode 31
Entering Account Codes 59
Erasing Station Speed-Dial Numbers 53
Exiting a Conference 22

F
Fax Destination Number 49
Feature Key Functions 4
Features
agent help 65
group listen 30
handsfree 18
hold 21
last number dialed/saved 27
record-a-call 54
ring intercom always 16
Forced Account Codes 59
Forwarding Calls 25
Frequently Asked Questions (FAQ) 71

Full Mailbox 33

G
Generating a Hookflash 55
Green Lamps 6, 8
Greetings 14
Group Listen Using the Speaker 30

H
Handsfree Mode 8, 18
Hold 22
Hookflash 55
Hunt Group Calls Enabled/Disabled 66
Hunt Groups 67

I
Individual Hold 21
Initializing Your Mailbox 13
Intercom Calls 16
Introduction 44
IP (Internet Protocol) Phone 3
IP Phone
exceptions 7

K
Keymaps 45
Keypad Keys 3
Keys
Direct Station Selection 57
feature 56
keypad 3
lamps 6, 8
LCD menu 5
message 32
mute 22
secondary extension 58
special 4

L
Lamps 6, 8
Language 46
Last Number Dialed/Saved 27
LCD Contrast 12
LCD Menu Keys 5
Leaving Messages 32
Listening to Messages 34
Logging In and Out of ACD Hunt Groups 67
Model 8560 Display Phone and Model 8660 IP Phone User Guide

M
Mailbox Almost Full/Full 33
Making an Emergency Call 20
Making and Receiving Calls 14
Making Calls 16, 19
Making Pages 55
Manual Call Forwarding 25
Members, Hunt Group 66
Menu Keys 5
Message
count 33
envelope 48
notification 51
search order 49
Message Indicator Lamp 6
Messages
recovering deleted 36
using reminder 41
Messaging, Remote 33
Microphone 22, 30
Mini-DSS 6
Multilingual Capability 46
Mute Key 22, 30
Muting the Microphone 22

N
Non-Handsfree Calls 17
Notification Days and Times 51
Number of Messages 33
Numeric Mode 8, 61

O
Off-Hook 8
Off-Hook Voice Announce 17
On-Hook 8
Outside
calls 19
directory 19
Outside Calls 19
Outside Party’s Name/Number 28

P
Paging 55
Parking 17, 19
Passwords 47
Performing a Directory Search 62
Phone Configuration 44
Phone Directory 60
Picking Up a Call 24

Placing
calls on hold 21
conference calls 22
intercom calls 16
non-handsfree call 16
outside calls 19
Placing Calls On Hold 21
Placing Conference Calls 22
Primary Greeting 14
Primary Language 46
Programming
cascade levels 51
direct station selection keys 57
Direct Station Selection keys 57
fax destination 49
feature keys 56
notification days and times 51
remote feature access 63
remote messaging 50
ring intercom always 16
secondary extension keys 57
station speed-dial numbers 52

Q
Queueing on the Line 19

R
Receiving
intercom calls 17
off-hook voice announce Call 18
outside calls 20
Record-A-Call 54
Recording Personal Greetings 14
Recording Voice Mail Directory Name 15
Recovering Deleted Messages 36
Red Lamps 6, 8
Redialing a Number 27
Redirect Calls 26
Reminder Messages 41
Remote Access Password 63
Remote Feature Access 64
Remote Messaging 33
Requesting a Callback 17, 19
Requesting a Reminder Message 42
Requesting Agent Help 65
Responding to a Waiting Call 20
Responding to Agent Help 65
Retrieving Messages 32
Returning Feature Keys to Default 56
Returning to a Call 30

Model 8560 Display Phone and Model 8660 IP Phone User Guide

Returning to a Held Call 21
Returning Your Phone to Default 47
Reverse Transfer 24

Undeleting Messages 36

Ring Intercom Always 16

User-Programmable Feature Keys 56
Using

account codes 59
defaults 47

Saving the Last Number Dialed 27
Saving Volume Levels 44
Screening Calls 60
Search Order 49
Searching in the Directories 62
Secondary Extension Keys 58
Secondary Language 46
Selecting a Ring Tone 45
Selecting Message Order 32
Sending Calls to Voice Mail 20
Sending Messages 37
Setting Account Codes 59
Setting Preferences 44

directories 60
do-not-disturb mode 39
headset 29
message key 32
off-hook voice announce 17
record-a-call 54
reminder messages 40
secondary extension keys 58
speaker and microphone 30
voice mail messages 34

Setting Remote Messaging 51

Viewing Speed-Dial Numbers 53

Setting Up Voice Mail 12

Voice Mail 7, 70

SMDR (Station Message Detail Recording) 59

administrator 70

Software Compatibility 9

delivery options 37

Speaker 30

directory name 15

Speed Dialing 52

message envelope 48

Standard Account Codes 59

password 47

Station Message Detail Recording (SMDR) 59

Voice Mail Options 47

Station Speed Dial 52

Voice Processor 7

Switching Keymaps 45

Volume Levels 44

System Administrator 70
System Hold 21
System Speed Dial 53

T
Terminating the ACD Agent Call 68
Timers 8
To Pick Up (Reverse Transfer) a Call 24
Tones, Dial 8
Transferring Back to the Primary Phone 58
Transferring Calls 23

W
Waiting Calls 20
Waiting for Called Phone 17
What the Administrators Can Do for You 70
What You See and Hear 8
Working in Hunt Groups 66
Wrap-Up Timer 68

Z
Zones, Page 55
Model 8560 Display Phone and Model 8660 IP Phone User Guide

VOICE MAIL FLOW CHART
NOTE: At any menu level, you can press
ACCESSING YOUR MAILBOX
• EITHER, Press the MSG
key to respond to a message from voice mail.
OR, Call the voice mail
extension number, press
, and enter your mailbox
number.
• Enter your password and
then # .

SUBSCRIBER MAILBOX MENU

to cancel or return to the previous menu or press # to accept.

Record Greeting
Primary Greeting

Alternate Greeting

3
System Greeting
Also see Recording Options
Record Directory Name
See Recording Options

Record Password

Change Envelope Settings

Listen to New Message

Send A Message

Time and Date

Listen to Saved Messages

Message Source

Personal Options

Message Length

Message Options

All Options

No Options

• Dial the mailbox number, reply
to a message, or forward a
message.
• Record your message.
To pause press 2
To erase press 3
• Hang up to send OR
Press # for options.

Primary Cascade

Alternate Cascade

Send and Exit

Hang Up

Delete the Message

Skip to the End

Replay to Message

Reply to the Message

Return Call

Forward a Copy
See Recording Options

Save the Message

Transfer Method

Delete the Message

REMOTE MESSAGING

New Messages

Saved Messages

Save the Message

Message Order

Delivery Options

Send to Other Mailboxes

Unannounced

Increase the Volume

Priority

Play the Envelope

Listen to Next Message

Erase and Re-Record

Certified

Lower the Volume

Play the Envelope

Move Forward

Fax Destination

Add

Private

Listen to Previous Message 4
9

More Options

Replay

DELIVERY OPTIONS

Pause

Voice Mail Message 1

MESSAGE ORDER

RECORDING OPTIONS

Back Up

After the message:

Remote Messaging
SENDING A MESSAGE

LISTENING TO MESSAGES
While the message is playing:

PERSONAL OPTIONS

1
Program Cascade Level
Enter cascade level number, then:
Enable/Disable

Enter Personal #

Enter Pager #

Screened

Enter Time of Day

Announce Only

Set Days of Week

TRANSFER METHOD

MESSAGE OPTIONS
Cancel Unheard Messages

Recover Deleted Messages

Listen

Recover All

Erase All

2
3

Monday-Friday

All Days

Individual Days 1-7

3
4

Select Message Types
All Messages

Priority Messages

Part No. 550.8113
Issue 7.0, January 2003
A661/9224A

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Modify Date                     : 2003:01:17 14:39:56-07:00
Create Date                     : 2003:01:15 13:15:43Z
Subject                         : Model 8560 Display Phone and 8660 IP Phone
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Metadata Date                   : 2003:01:17 14:39:56-07:00
Creator                         : hbrowton
Title                           : Model 8560 Display Phone and 8660 IP Phone User Guide
Description                     : Model 8560 Display Phone and 8660 IP Phone
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