Page Dial-Code Features Dial-Code Features Dial-code features are features that you access by dialing a feature code at the telephone keypad. From a system phone, you can dial followed by the two-digit code or press a programmed Auto Dial button ; from a standard phone, you typically dial have intercom dial tone. Page Overview Using Auxiliary Equipment Overview There are many ways to set up auxiliary equipment—the setup you choose depends upon your needs and the number of devices you have. This chapter presents some common setups.
It does not cover how to physically connect the equipment, or how to program the features. Page 55 In addition, you can connect the following devices to your system: Doorphones allow visitors to signal extensions by pressing a button on the doorphone; the person who answers a doorphone call can then speak with the visitor at the doorphone.
A doorphone is especially useful for providing access to offices or departments after hours. Page If A Device Has Trouble Specialty Handsets are designed for those individuals who need greater functionality than that provided by the handsets on system phones and standard phones. For example, an amplified handset is available for certain system phones for hard-of-hearing users.
In-Range Out-of-Building IROB protectors are required to prevent electrical surges from damaging your system when phones are installed in another building, but on the same continuous property. Page Answering Machines Answering Machines You can use an answering machine to answer calls at night when no one is around, or during business hours when no one can get to the phone.
The answering machine is connected to its own extension, and can cover all the lines in the system, or as many lines as you assign to it. Page Multiple Answering Machines Multiple Answering Machines If a single answering machine cannot handle all your calls, you can set up two or more machines at different extensions Figure so that a call does not go unanswered.
If one answering machine is busy, a second call will be answered by the second machine. Page Personal Answering Machine Personal Answering Machine A personal answering machine is used to answer all the calls that ring at a certain extension Figure It is useful for the following situations: When you do not want to dedicate an extension to an answering machine When the extension receives a lot of intercom calls When outside calls come through a receptionist and are transferred to the extension Call reporting information provides you with the ability to: Detect any unauthorized calls Bill clients or projects Bill back by departments Reduce telephone costs by identifying the need to change telecommunications services like adding a WATS line for calls to a particular area code Page Call Reports Call Reports A call report is a page of information that begins with a header.
The header includes field names that describe the information in each call record. The call record is a line of information that includes the fields shown in Figure If a report cannot print because the printer is jammed or out of paper, the system will store up to 45 records in its memory until they can be printed. Additional calls will not be recorded. Page Credit Card Scanners Credit Card Scanners Many retail businesses and restaurants use credit card scanners to get instant approval of credit card purchases.
The system allows your credit card scanners to share the lines in your system as shown in Figure Page Fax Machines Fax Machines This section suggests several ways you can set up fax machines to work with your system. Page Transferring A Call To The Fax Machine Transferring a Call to the Fax Machine There are two situations in which you would want to transfer a call to your fax machine: You answer an outside call and hear a fax machine signaling.
A fax signal is a single beep sequence— beep.. If you hear this, you should transfer the call immediately to the fax machine extension. If you set the fax extension to select intercom first and the machine has an auto dial feature, program a 9 and a few pauses before each Auto Dial number. The fax machine has its own line Line A , the number of which is published as the fax number. The fax line can be used by other phones when all other lines are busy.
The fax machine is connected to its own extension extension X. Page Fax Line Saver Fax Line Saver If you do not use your fax machine enough to justify paying for its own outside line, you can put the machine on its own extension. With this setup, you must transfer calls to it manually. Page Send And Receive Fax Machines Send and Receive Fax Machines If your business has high-volume fax traffic, you can set up two fax machines, one that only sends and the other that only receives.
For example, in Figure , fax 1 is the send machine, fax 2 is the receive machine. Line A is the fax line, the number of which is published as the fax number. Y If the fax machine has the Notify feature, set it to select intercom first. If the fax machine does not have the Notify feature and you want it to be able to dial out when fax 1 is unavailable, set Automatic Line Selection for extension Y to select outside lines first line A selected last.
Page Modems Modems There are several ways to use modems with your system, as described below. NOTE: Modems can connect directly to an extension jack without an adapter. However, if you connect a high-speed modem through the control unit, you may experience some degradation of efficiency and throughput, depending on the quality of the central office lines connected to the system.
This setup makes line A the primary modem line, but keeps the line available for users at other extensions when all other lines are busy.
Figure Page Night Service With Auxiliary Equipment Night Service with Auxiliary Equipment You can set up modems, fax machines, and answering machines to receive calls automatically after hours. When Night Service is on, calls ring immediately at the appropriate extensions, so that no human intervention is required to transfer calls to the fax, modem, or answering machine.
Page 75 NOTE: If answering machines are connected to Night Service extensions, you can join a call that was already answered by an answering machine from any system phone. Features are listed in alphabetical order. System Programming procedures include the procedure code and three-digit number in the heading; dial-code features include the feature code F for plus a two-digit code.
Related Features When a user is on a call and Abbreviated Ringing is on, any incoming call rings only once. The green light next to the line button flashes until the call is answered or the caller hangs up or for a transferred call, until it returns to the transfer return extension.
Page Account Code Entry F12 Account Code Entry F12 Description This feature lets a user with a system phone enter an account code up to 16 digits for an outside call incoming or outgoing. An account code is typically used to identify a department, project, or client for charge-back or tracking purposes.
Page 86 If a Forced Account Code List exists, you can check to see if an account code is valid when entering or changing an account code by pressing Feature valid, you will hear a denial tone. Page 87 To enter or change a forced account code: From a system phone, if a password is programmed for the system, you must enter it before lifting the handset.
See System Password for more information. Lift the handset or press Press the programmed Account Code Entry button or press If the Account Code Entry button has lights, the green light turns on. Page Allowed Phone Number Lists Allowed Phone Number Lists Description This System Programming procedure specifies telephone numbers that users can dial regardless of other dialing restrictions, as long as they have access to an outside line.
For example, if you restrict an entire category of calls through Disallowed Phone Number Lists , you can permit calls to a specific number in that category by placing that number on an Allowed Phone Number List.
Page Answering Calls Answering Calls Description This section describes how users can answer calls ringing at their own extensions. Related Features A user can answer an outside call, an intercom call, or a transferred call that is ringing at a specific extension or at any extension in a group.
Page 92 How to Answer Calls Ringing at Your Extension System Phone You can answer a call on any line that is ringing, or select a specific line if more than one is ringing: When the telephone is ringing, lift the handset. You are connected to the incoming call. Page Auto Dialing Auto Dialing Description This Telephone Programming procedure lets users dial outside numbers, extension numbers, feature codes, or account codes with a single touch, by pressing a programmed button.
An Auto Dial number can be stored on any programmable button a button with no line assigned on a system phone. Related Features To set up a Fax Management button, program the fax extension number on an Auto Dial button with lights.
Enter the phone number up to 20 digits exactly as you would dial it. For example, to program , press Extension Number. Page Automatic Extension Privacy Automatic Extension Privacy Description This System Programming procedure lets you either allow users to join active calls at an extension or prevent users from joining active calls at the extension. When Automatic Extension Privacy is Assigned for an extension, other users cannot join active calls at that extension.
Page Automatic Line Selection Automatic Line Selection Description This Telephone Programming procedure determines the line a user is connected to after lifting the handset to make a call. When the user picks up the handset, the system looks for lines in the order specified by this procedure and selects the first available line.
Page 97 Examples System Phone With Automatic Line Selection at its factory setting, the system first searches to find an idle outside line in numerical order starting with line 1. Then, if all outside lines are busy, the system searches for an idle intercom line.
This order can be changed, however, to accommodate your business needs. Background Music plays the recorded material from the Music On Hold audio source. Related Features Background Music is available only if Music On Hold is active and an audio source is connected to the processor module. If the Background Music button has lights, the green light turns on. Users can activate this feature from their own extension Call Forwarding or from any other extension in the system Call Follow-Me.
Dial the extension number at which you want the calls to ring. Call Forwarding is activated on a button with lights, the green light is on. To remove Call Forwarding: Press the programmed button or press Dial your extension number twice. Considerations You can program a Call Pickup button on a system phone to pick up a call ringing at another specified extension with one touch.
Any user in the system can ring or page all extensions in a Calling Group at the same time; the first extension to pick up the call is connected to the caller. Page Conference Calls Conference Calls Description This section explains how to set up conference calls using the system phone or the switchhook on a standard phone. A conference call connects up to five parties including the conference originator in a single call. Users can connect both outside and inside parties in a conference call, but the call cannot include more than two outside parties.
Page Using System Phone Set up the call to the first party. You can call the party, pick up the call from hold, or answer an incoming call. You are connected with the first party. Press Conf The first party is now on hold. Set up the call to the second party. Page Conference Drop F06 Conference Drop F06 Description This feature drops the last outside party added to a conference call, without disconnecting the other parties. Related Features For instructions on setting up conference calls on system and standard phones, see Conference Calls.
You can use Outside Conference Denial to disallow conference calls with multiple outside parties. You should check with your local phone company if you are not sure which type of line is being provided to you.
Related Features If you are having difficulty using touch-tone phones on rotary lines, you may need to adjust the Rotary Dialing Timeout This feature is useful for picking up a ringing or held call or joining a call on a line that is not assigned to a phone. Page Using System Phone If you want, lift the handset. Press a button programmed with Direct Line Pickup—Active Line, then dial the two-digit line number 01—12 of the line you want to pick up or join; or press Intercom If you did not lift the handset, the speaker comes on automatically.
Standard Phone Lift the handset. This feature is useful for accessing a line that is not assigned to a phone. Related Features If a line is in use, users cannot access it with this feature. Related Features You must use Disallowed Phone Number Lists to create up to four lists of disallowed telephone numbers before you use this procedure.
Considerations When a Disallowed Phone Number List is assigned to an extension, the list applies to all of the lines to which the extension has access.
For example, you may want to prevent calls to a specific telephone number or to categories of numbers, such as international numbers. Use this procedure to create up to four lists of up to 10 telephone numbers each. The following entries prevent calls to the exchange since area codes have a 0 or 1 as the second digit, entries in the form!
Page Display Display Description System display phones have a 2-line, character per line display area on the top-right corner, for calling and programming feedback. Specifically, the display shows: Current date excluding year , day, and time when the phone is idle Number dialed when making calls Duration of calls call timer Number and name if programmed of the extension calling when receiving an intercom call or transferred call Page Considerations The current date, day, and time is the default display.
The call timer records the time a user is active on a call. It begins when the handset is lifted off-hook and ends when either the handset is placed back in the cradle or the call is placed on hold.
Page Display Language Display Language Description This System Programming procedure identifies the language in which display messages appear if the extension has a system display phone. The language is set for each extension, so phones in the same system can display different languages. Considerations Change the setting to Not Active if a standard device such as a modem or answering machine does not pick up intercom or transferred calls. Page Do Not Disturb F01 Do Not Disturb F01 Description This feature lets a system phone user press a programmed button to prevent incoming calls for the extension from audibly alerting lights still flash ; but transferred calls that are not answered and return to the extension where Do Not Disturb is active still ring.
Page Doorphone Alert Extensions Doorphone Alert Extensions Description This System Programming procedure identifies up to 24 extensions to signal when a doorphone button is pressed. When a person uses the doorphone, it signals all alert extensions at the same time. If the alert extension is a system phone, the call signals with a unique ding-dong sound to distinguish it from other calls. Page Doorphone Extension And Doorphone Extension and Description These System Programming procedures identify extensions to which doorphones are connected.
A doorphone is usually placed near an entrance, to screen visitors. You can connect up to two doorphones to the system—use Doorphone 1 Extension to identify the extension to which the first doorphone is connected and Doorphone 2 Extension to identify the extension to which the second doorphone is connected. Page Emergency Phone Number List Emergency Phone Number List Description This System Programming procedure creates a list of up to 10 telephone numbers that all users can dial regardless of dialing restrictions provided they have access to an outside line.
Typical list entries include fire, police, and emergency services numbers. For example, to select the third entry, press The display reads: EmergencyList 03 Data Enter the telephone number. To save the telephone number in memory, you must press At this point: To enter other phone numbers, press entry and repeat Steps 3 and 4. When a user lifts the handset of an emergency phone, a predetermined outside number is dialed automatically. The emergency phone number might be, for example, the fire department, police, or a poison control center.
For example, to program extension 30 as the emergency phone, press To assign or unassign the extension, press value displays. Page Exclusive Hold F02 Exclusive Hold F02 Description This feature prevents other extensions from picking up outside calls placed on hold at a specific extension with a system phone. Related Features You can use the fixed Hold button to put calls on regular hold any extension can pick up the held call. Then, when that extension is used to make an intercom call, group call, or transferred call, the name appears on the system display phone receiving the call.
Similarly, users receiving a transfer return call see the name of the person assigned to the extension that did not answer the transferred call. Page Programming To assign a name to an extension: Press Feature Enter the number of the extension to be programmed. For example, to program extension 12, press Press left Intercom 12 Enter Name If a name was previously assigned to this extension, it displays instead. Enter the two-digit code for each character you want to enter. Page Forced Account Code Entry Forced Account Code Entry Description This System Programming procedure identifies specific extensions at which users must enter an account code prior to making outside calls.
The account code can be used to charge telephone calls to a department or client; it prints on call reports if you are using SMDR Station Message Detail Recording or a call accounting package. For example, to program extension 15, press To assign or unassign Forced Account Code Entry, press until the appropriate value displays.
Page Forced Account Code List Forced Account Code List Description This System Programming procedure lets you identify a list of up to 99 account code verification entries for extensions that are forced to enter account codes.
Once a list is created, any user at an extension programmed for Forced Account Code Entry must enter a valid account code—one that matches a list entry— Page Wildcard Characters. You can use wildcard characters in list entries. For example, your company has a three digit account code—the first digit represents the department and the second and third digits represent the individuals in the department. You enter 4!! Doing so allows outside calls to ring directly into a Hunt Group instead of being answered and transferred by the receptionist.
You can assign lines to Hunt Groups 1—7. Page Programming To program a Calling Group button: Press Feature Enter the number of the extension to be programmed with this feature. Press a programmable button.
If you want calls to ring the group, press left If you want calls to page the group, press left Dial a Calling Group number 1—4. When an intercom or transferred call is placed to a Hunt Group where G is a Hunt Group number from 1—7 , the system rings or voice signals the first available non-busy extension in the group, passing over busy extensions or those with Do Not Disturb active in a circular hunt.
Page If you have a voice messaging system, you can program Hunt Group 7 Intercom Examples Here are some useful applications for a Hunt Group: Place the extensions of employees who work in a department sharing calls, such as a customer service group, in a Hunt Group so that when a call comes in to the receptionist it may be transferred to the next available extension.
Page To ring or voice signal a Hunt Group manually: Lift the handset and press You hear intercom dial tone. To make a ringing call, dial The next available extension in the Hunt Group rings.
If no one answers within three rings, the call hunts to the next available extension. To make a voice-signaled call, press After the beep, start talking. In other words, when an outside call rings at an extension that is in a Pickup Group, users at any extension in the system can answer the call, without knowing which extension or line is ringing and without being in the same Pickup Group.
To use manually: Lift the handset and press You hear intercom dial tone. Dial and a group number 1—4 to pick up an outside call ringing at any extension in the group. Page Hold Hold Description This section explains how to place and retrieve calls on hold, using either the button on a system phone or the switchhook on a standard phone.
Users Hold can make and receive other calls on another line while a call is on hold. Related Features System phone users can use Exclusive Hold to put calls on hold that can be retrieved only from their own extension. Page Standard Phone To put a call on hold, press the switchhook down once rapidly. You hear intercom dial tone. The call is on hold. Do not hang up the handset while the call is on hold.
If you hang up the handset, the phone rings. Lifting the handset reconnects you with the held call. To retrieve a call that you put on hold: Hang up. When a caller on hold hangs up, the local telephone company may send a special signal to the system to free the line. There are two possible signals: a long signal milliseconds used by most telephone companies, or a short signal 50 milliseconds used by a few telephone companies.
Page Hotline Hotline Description This System Programming procedure identifies a hotline extension and its alert extension. When a user lifts the handset of the hotline phone, the alert extension rings. You can set up several hotline and alert extension arrangements. The alert extension can be the same or different for one or more hotline extensions. The system supports up to seven Hunt Groups; however, Hunt Group 7 is used exclusively for the voice messaging system.
For example, to select group 1, press Hunt Group 1 Extension: Enter the number of the extension to be programmed. It may be necessary to change this setting to Machine outside line dial tone for an autodialing device, such as a fax or modem, that has trouble making calls. Page Joining Calls Joining Calls Description Joining is adding yourself to a call in progress, the same way you do on a home telephone by picking up an extension.
Up to three system extensions can join a call on an outside line for a total of one outside and four inside parties. Page How to Join a Call System Phone A steady red light at a line button indicates a call is in progress at another extension. To join a call: Press the line button next to the steady red light and lift the handset, or Lift the handset and press number. This feature is useful for immediately redialing a busy number. Related Features You can use Save Number Redial if you want to temporarily save the last number dialed.
Page Programming To restrict an extension from making calls on a specific line: Press Feature At the Extension: prompt, enter the extension number to be programmed. For example, to program extension 23, press At the Line: prompt, enter the line number to be restricted at this extension. For example, to restrict line 2, press displays. Page Line Assignment Line Assignment Description This System Programming procedure assigns the outside lines that are available at an extension.
The default order of line assignment to the buttons on a system phone is from left to right, starting with the bottom row of line buttons. To put the lines in a different order, first use this procedure to remove all assigned lines; For example, to program extension 15, press A red light appears next to each line button that has a line assigned.
A line can ring immediately, ring with a 20 second delay, or not ring at all. Page Programming To change the way outside lines ring at an extension: Press Feature Enter the number of the extension to be programmed for Line Ringing.
The green lights next to the line buttons on the phone show the current Line Ringing settings for all lines assigned to the extension. If a line is not assigned to a button, the green light next to that button is off. The following ringing options can be shown by the line button lights: Immediate Ring. Related Features You can specify the loudspeaker paging system as a hotline alert extension so that the hotline phone can be used to make announcements over the loudspeaker.
Page Standard Phone To make an announcement over the loudspeaker paging system: Lift the handset. Dial Speak into the handset. Your voice is heard through the loudspeaker system. For touch-tone phones only, if your paging system supports announcements to zoned areas, refer to the instructions packaged with the device to make zoned announcements.
Page Making Calls Making Calls Description A user can make a call by dialing an outside phone number or an extension number.
Related Features You can store an outside number, an intercom number, or a feature code on a telephone button, so users can dial the number with a single touch. Page Considerations The following instructions assume that system phones are set using Automatic Line Selection to automatically select outside lines first, and standard phones are set to select intercom first. This means that when a user with a system phone lifts the handset, the user hears outside dial tone if an outside line is available ; Page To make an outside call on a specific line: Lift the handset.
You hear intercom dial tone Dial plus the two-digit line number. Dial the phone number. How to Make an Intercom Call An intercom call, or inside call, is a call between two extensions without using an outside line. Page Standard Phone Lift the handset. To ring the extension, dial the two-digit extension number, or To voice-signal a system phone at the extension, press two-digit extension number and listen for one of the following responses: If you hear one beep, you have reached an idle system phone.
Considerations This feature turns off the message light on system phones and standard phones that have message lights. Page Using System Phone To turn off the message light: Press the programmed button or press Dial the two-digit extension number of the phone whose message light you want to turn off, or use an Auto Dial button. Standard Phone To turn off the message light: Lift the handset. Considerations This feature turns on the message light on system phones and standard phones that have message lights.
Page Using System Phone To turn on the message light: Press the programmed button or press Dial the two-digit extension number of the phone whose message light you want to turn on, or use an Auto Dial button.
Standard Phone To turn on the message light: Lift the handset. To provide recorded music or messages to callers on hold, the jack must be active and an audio source must be connected to the jack.
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