Inter-Tel Axxess Executive Digital Keyset And Axxessory Talk Voice Mail Guide

							




	







Part No. 550.8108
Issue 5.1, March 2000 
						

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

							i CONTENTS PAGE©Inter-Tel Integrated Systems, Inc. 9/99 printed in USA
Welcome . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .  1
About This Guide  . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .  1
Quick-Start Instructions   . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .  1
About Your Phone  . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .  1
The Executive Digital Keyset . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .  2
Feature Key Functions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .  3
LCD Display Menu Keys  . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .  4
About Your Phone System   . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .  5
What You See And Hear  . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .  5
What The Administrators Can Do For You. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .  6
About AXXESSORY Talk Voice Mail  . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .  7
Initializing Your Mailbox . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .  7
Telephone System Features . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .  8
Intercom Calls   . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .  8
Placing Intercom Calls . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .  8
Receiving Intercom Calls . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .  9
Outside Calls   . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .  10
Placing Outside Calls . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .  10
Answering Outside Calls  . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .  11
Using Account Codes. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .  11
Call Screening  . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .  12
Call Waiting  . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 12
Displaying Date, Time, Name, and Extension Number  . . . . . . . . . . . . . . . . . . . . . . . . .  12
Displaying The Outside Party’s Name . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .  13
Performing A “Hookflash” During A Call . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .  13
Placing Calls On Hold  . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 13
Using The Speaker And Microphone  . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .  14
Muting The Microphone . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .  14
“Group Listen” Using The Speaker  . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .  14
Enhanced Speakerphone Mode. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .  14
Placing Conference Calls   . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .  15
Using The Message Key   . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .  16
Leaving Messages . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .  16
Receiving Messages  . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .  17
Transferring Calls   . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .  18
Transferring To Another Extension  . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .  18
Transferring To Voice Mail . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .  18
Transferring To An Outside Number  . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .  18
To Pick Up (Reverse Transfer) A Call From Another Extension: . . . . . . . . . . . . . . . . . .  18
Forwarding Calls   . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .  19
Manual Call Forwarding . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .  19
Automatic System Forwarding . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .  19
Station Speed Dialing   . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 20
Storing Speed-Dial Numbers On Your Phone . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .  20
Dialing Station Speed-Dial Numbers  . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .  21 
						

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

							ABOUT THIS GUIDE
1AXXESS Executive Keyset and AXXESSORY Talk Guide


ABOUT THIS GUIDE
This user guide contains instructions for using the Inter-Tel AXXESS Executive Digi-
tal Keyset and the AXXESSORY Talk Voice Mail system.
The tabs on the edge of each page will help you find the features more quickly.
•Executive Keyset and Telephone System feature pages have tabs at the top of the
page like the one shown at right.
•Voice Mail feature pages have tabs in the middle of the page.
•Default Feature Code pages have the tab at the bottom of the page.
Note The AXXESS telephone system is a very flexible, programmable system.
Depending on the version of software your system uses and your system’s custom pro-
gramming, the procedures for using the features might vary slightly from the descrip-
tions in this guide. If so, your trainer or system administrator can tell you how your
system differs and how to use the features. If your telephone system uses a different
voice mail system, you will be provided with a separate voice mail user guide for that
system.
QUICK-START INSTRUCTIONS
For quick access to basic instructions, refer to the Quick Reference Guide attached to
the center of this user guide. It also includes a tear-out pocket guide that has instruc-
tions for the features you are likely to use while away from the office (Remote Fea-
ture Access and Voice Mail).
ABOUT YOUR PHONE
The buttons on your phone are called “keys,” which is why the phone is called an
Executive “Keyset.” The keys are used for dialing and for access to the features of the
AXXESS telephone system and AXXESSORY Talk voice mail system.
 The Executive Keyset, shown on the next page, has the following features:
•Feature keys for easy access to the features (See page 3 for basic key functions.)
•Helpful LCD displays and eight LCD menu selection keys that change functions
according to the feature you are using (See page 4 for more information.)
•Hearing aid-compatible handset
•Integrated speakerphone 
						

							2
ABOUT YOUR PHONE
AXXESS Executive Keyset and AXXESSORY Talk Guide
The Executive Digital Keyset
CALL 1 CALL 2 CALL 3CALL 4 IC DND
CNF
HOLD
SYS SPDL REDIAL
LCD WITH SIX
16-CHARACTER LINES HEARING AID-COMPATIBLE
(HAC) HANDSET8 LCD MENU
SELECTION KEYS
FEATURE
KEYS
12-KEY
PUSHBUTTON
KEYPAD
HANDSFREE
MICROPHONE RING AND VOICE
VOLUME 
CONTROL INTERNAL
SPEAKER
FEATURE
KEYS
SPECIAL
KEY
(underneath edge)
12 3
45 6
78 9
0#DEF
PRS TUV WXY
NOTE The keys are shown as they appear in the default configuration, 
SPKR MSG
MUTE FWD
∞
ANSWEROUTGOING
TRANSFER
ABC
MNO JKL GHI
*OPER
yours may have been programmed differently. 
						

							ABOUT YOUR PHONE
3AXXESS Executive Keyset and AXXESSORY Talk Guide
Feature Key Functions
The AXXESS telephone system is designed to allow customized feature key layouts.
Your trainer or system administrator can tell you how your specific phone is arranged.
Also, if your phone has been reprogrammed so that its feature keys do not match the
feature keys described in this user guide, refer to the Inter-Tel AXXESS Administra-
tor’s Guide for procedures on using feature codes. Default feature codes are listed at
the back of this user guide.
KEYFUNCTIONACTIONREFERENCE 
PG NUMBERS
Answer call
Press page 9, 11
Place call
Press   and dial numberpage 10
CALL or 
LINE
Answer a call or select 
an outside linePress unlit key to select an outside 
line or flashing key to answer a callpage 8, 10
Access intercom call
Press  to access the callpage 8
Use Do-Not-Disturb 
modePress unlit  to turn on Do-Not-
Disturb or press lit key to turn it offpage 24
Place a conference call
Press  and dial numbers you 
would like to add to the conferencepage 15
Put call on hold
Press  page 13
Transfer a call
Press  and dial destination 
numberpage 18
View or dial system 
speed dial numbersPress   to view the number or 
select a line then press the key to dialpage 21
Redial a telephone num-
berPress page 22
Put a call on the speaker
Press  and hang up
Leave or listen to a mes-
sagePress 
page 39
Mute the microphone
Press page 14
Forward call
Press  and dial destination 
numberpage 19
Adjust volume during call Press the high or low end of the key 
to increase or decrease the volumepage 31
Special key If the Special key is required for fea-
ture code entry in your telephone 
system, you must always press 
 before dialing a feature code. 
Otherwise, you only need it to enter a 
feature code while on a call
ANSWERANSWER
OUTGOINGOUTGOING
ICIC
DNDDND
CNFCNF
HOLDHOLD
TRANSFERTRANSFER
SYS SPDSYS SPD
REDIALREDIAL
SPKRSPKR
MSGMSG
MUTEMUTE
FWDFWD
∞
∞ 
						

							4
ABOUT YOUR PHONE
AXXESS Executive Keyset and AXXESSORY Talk Guide
LCD Display Menu Keys
The top two lines of the Executive Keyset display are used to show call information
and messages. The remaining four lines are used to display a menu of options that
changes according to the feature you are using. To select an option, simply press the
menu selection key closest to it. When there is only one option on a line, like DO
NOT DISTURB, pressing the key on either side of the line will select that option.
The following are common abbreviations you may see on your display:
ACCT CODE Account Code
CNF Conference
DEST Destination
DIR 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
TG Trunk Group (a group of outside lines)
TRNK Trunk (an outside line)
DISPLAY WITH SIX
16-CHARACTER
LINESMENU
SELECTION
KEYS 
						

							ABOUT YOUR PHONE SYSTEM
5AXXESS Executive Keyset and AXXESSORY Talk Guide
ABOUT YOUR PHONE SYSTEM
What You See And Hear
There are a few things you should know about the Inter-Tel AXXESS telephone sys-
tem before you use your phone:
•Your telephone system may have one dial tone for both intercom calls and out-
side calls. Or, it may be programmed to have two dial tones: (1) When you lift
the handset or press the   key, you hear intercom dial tone. (2) When you
select an outgoing line, you hear standard outside dial tone.
•Many features “time out” if you wait too long before performing the next step. If
this happens, you must start over.
•Four fast tones or repeating fast tones signal that you made a mistake, tried to
select a restricted line, dialed a restricted or invalid number, dialed too slowly
between digits, or waited too long before performing the next step. If you hear
this signal, hang up and try again.
•Each phone in your telephone system has an extension number that allows you to
place intercom calls to it. Some phones belong to “hunt groups” that have special
extension numbers which route your call through the phones in the group. Your
trainer or system administrator can provide you with a list of extension numbers
for your telephone system. 
•Some Executive Keyset models have red/green lamps in the feature keys. If you
have one of these keysets, and your telephone system is programmed to use them,
the lamps will be green if the associated call is ringing, holding, or active on your
phone and will be red if the call is on another phone. (An exception to this would
be if the programmer has determined that calls that ring in directly to your phone
will always have red lamps.)
•In this guide, keys equipped with lamps are represented as unlit, lit, or flashing.
For example, an unlit conference (CNF) key is represented as  , a lit CNF
key is  , and a flashing CNF key is  .
•A phone is considered to be “off hook” when either the handset is lifted or the
speakerphone is on (the   key is lit). You can hang up or be “on hook” by
placing the handset in the cradle or turning the speakerphone off. When a call is
on the speakerphone, the call is in “handsfree” mode.
SPKR
CNF
CNFCNF
SPKR 
						

							6
ABOUT YOUR PHONE SYSTEM
AXXESS Executive Keyset and AXXESSORY Talk Guide
What The Administrators Can Do For You
There are two types of Administrators: AXXESS System Administrator and AXXES-
SORY Talk Voice Mail Administrator. Often these duties are assigned to the same
person or a small group of people.
•System Administrator: There are certain telephone system functions that can be
performed for you only by the System Administrator. These include:
—Set the date and time
—Program system speed-dial numbers
—Make database changes, such as programming user names, toll restriction,
do-not-disturb messages, and extension numbers
•Voice Mail Administrator: The AXXESSORY Talk Voice Mail Administrator
has a special type of voice mailbox that allows him or her to perform the follow-
ing tasks:
—Record a broadcast message that is sent to all mailboxes at once
—Perform mailbox maintenance (such as changing your password)
—Customize voice mail prompts
If you are a system administrator or need more information than this guide covers,
refer to the Inter-Tel AXXESS Administrator’s Guide (part number 550.8001).