ShoreTel 480 Manuals

ShoreTel Quick Reference Guide MESSAGE INDICATOR: Located in the upper right corner of the telephone. When you have a message in voicemail, this will be flashing red. SOFT KEYS: The soft keys are the buttons located at the bottom of the LCD display. When phone is idle:  Pickup allows users to pick up another ringing extension  Unpark retrieve a parked call  Mode change your call handling mode  Options customize your phone AUDIO CONTROL KEYS: Located to the left of your dial pad, the audio control keys allow you to do the following:  Control volume by pressing up or down on the scroll button  Use headset by pressing headset button  Mute callers by pressing the mic button on or off  Utilize the speaker by pressing speaker button TO PLACE AN INTERNAL TELEPHONE CALL:  Lift handset.  Dial extension number or press the speed dial line appearance button TO PLACE AN EXTERNAL TELEPHONE CALL:  Lift handset  Dial 8 or 9 and the telephone number TO ANSWER AN OUTSIDE CALL:  Lift handset OR  Press headset or speaker button TO PLACE A CALL ON HOLD:  While on a call, press the Hold button  Line key will flash Note: A held call will ring back after 2 minutes To Retrieve Held Call:  Press the Flashing orange Line Key, OR Hold button again TO PLACE A CALL ON MUTE:  Press the Mute button (button will turn red),  To take yourself off mute, press the Mute button again. Telephone Features Continued REDIAL  Press the History button  Use the Navigation button to select the number to you wish to call.  Press the Dial soft key CALL TRANSFER:  While on a call, press the Transfer button  Dial the extension or press the speed dial button  Press the Transf soft key or Hang Up to complete the transfer To announce the call before transferring:  While on a call, press Transfer  Dial the extension or outside line  Press the Conslt soft key Wait for an answer then announce the call. After consultation, press the Yes soft key to complete the transfer or Hang Up to complete the transfer OR  Press the Cancel soft key to abandon the transfer and return to the original call To transfer a call directly to voice mail:  While on a call, press Transfer  Dial the extension or press the speed dial button  QUICKLY press the More soft key then press the To MB soft key CONFERENCE CALL:  While on a call, press Conference original caller is put on hold and you are given dial tone  Dial the extension of the party you would like to conference  Press the Confrn soft key to ring the party directly OR  Dial the number and press the Conslt soft key to speak with the recipient before ringing him or her into the conference call.  After consultation , press the Yes soft key to join the calls OR  Press the Cancel soft key to abandon the conference and return to the original two-party call.  Repeat to add additional parties PARK:  While on a call, press the Park soft key  Dial the extension you wish to park the call on  Press the Park soft key again Note: A parked call will return if it is unanswered after 2 minutes UNPARK: To retrieve a call parked on your phone:  Press the flashing line key To retrieve a call parked on another phone  Press the Unpark soft key  Dial the extension the call is parked on  Press the Unpark soft key PAGE:  Lift handset  Dial paging code _______  Speak then press the Hang Up soft key  Replace handset CHANGE RING TONE:  Press the Options soft key  Enter your password  Press the OK soft key  Navigate down and select the Change Ring option.  Press the Edit soft key.  Scroll through the available ring tones, press the Ring soft key to hear the selected ring tone  Press the OK soft key to save a ring tone DIRECTORY: You can use the Company Directory to find phone numbers on your network by pressing the Directory button then • Enter the first few letters of someone’s first or last name • Use the Navigation button to scroll and select the desired name. Press the Dial soft key to dial the number CALL HANDLING MODES: Use the ShoreTel Personal Communicator to configure the modes with different call forwarding destinations and personal greetings. You can set one of five distinct call handling modes for your extension, including four “Do Not Disturb” options to forward incoming calls or send them to voice mail. You can record personal greetings, which are linked to the active call handling mode. By default, your phone is set to Standard mode, which allows you to answer all incoming calls. Other mode options include In a Meeting, Out of Office, Extended Absence, and Custom.

Required Items: l Pencil l Drill l One Torx T20 screwdriver l One Philips screwdriver l Stud Finder (optional) Included Items: l 4 each, wood screws l 4 each, “molly” hollow wall anchors l 8 each, 18mm M4 Torx T20 screws l 2 each, Ethernet cables l ShoreTel IP Phone Wall Mount Adapter Remove the Phone Stand 1. Grasp the phone stand in one hand and the base of the phone in the other. Pull the stand off the base until it unsnaps. Set the stand aside. 2. Disconnect the handset cable from the rear of the ShoreTel IP Phone and set it aside. IP Phone 480/480G/485G Wall Mount Installation ShoreTel, Inc. l www.shoretel.com Refer to http://support.shoretel.com/products/ip_phones/ for more information Part Number 800-1545-01 4 1 Mount the Phone 1. Insert the Wall Mount Bracket’s upper two tabs into the slots on the phone’s Mounting Adapter and pivot the base of the phone toward the lower tabs until the phone snaps in. 2. Insert two Torx screws at the base of the Mounting Adapter to secure the Mounting Adapter to the Wall Mount Bracket. 3. Replace the handset in the cradle and position the coiled handset cable in the well of the Wall Mount Bracket. 4. Wait for the phone to reboot before attempting to place a call. 1 2 3 4 2 1

1 2 2 1 Adjusting the Viewing Angle of the Phone (Optional) The ShoreTel IP Phone stand supports two tilt angles for the phone on desk. The stand is shipped in the low position. Use these instructions to change the tilt angle. Remove the Stand: 1. Grasp the phone base in one hand and the stand in the other. 2. Pull the stand off the base until it unsnaps. Replace the Stand: 1. Rotate the stand 180 degrees. Seat the stand firmly in the hooks. 2. Push the stand into the base until it snaps into place. Connecting to Power over Ethernet Required Items: l Ethernet cable for ShoreTel IP Phone (included) l Network wall port that supports power or Power over Ethernet (PoE) Note: This configuration describes a Power over Ethernet connection. Refer to Connecting to Power and the Network on page 2 if your network wall port or data switch does not support Power over Ethernet. IP Phone 480/480g/485g Quick Install Guide Connecting a Headset (Optional) The ShoreTel IP Phone supports use of an optional Headset, as shown. After connecting the headset, select the Headset button on the front panel of the ShoreTel IP Phone. Remove Replace ShoreTel, Inc. l www.shoretel.com Refer to http://www.shoretel.com/products/ip_phones for more information Part Number: 800-1540-01 4 1 Connect Power over Ethernet: 1. Connect one end of the Ethernet cable to the Ethernet port on the ShoreTel IP Phone. 2. Connect the other end of the Ethernet cable to a network wall port that supports Power over Ethernet. After a few seconds, the ShoreTel IP Phone powers on and runs through a series of system tests. Note: IP Phone 480 supports 10/100 Ethernet network speed. IP Phones 480g/485g support 10/100/1000 network speed. Low angle High angle 1 2

ShoreTel 480/485g Handset and Voicemail Quick Guide MANAGING MESSAGES After listening to a message, you can REPLAY (1), SAVE (2), DELETE (3), FORWARD (4) REPLY TO SENDER (5) REPLAY DATE & TIME (6) To replay all of your saved messages - Press 3 at the Main Menu prompt. As a safeguard against accidental erasures, the system retains deleted messages for a few hours. To listen to your deleted messages - 1 Press 7 at the Main Menu prompt. - 2 Press 7 again. Voice mail plays all the deleted messages still available to the system. During playback, you can manage deleted messages as if they were newly arrived messages. To restore a deleted message - Press 2. CHANGING EXTENSION ASSIGNMENT - HOTDESKING -Press the VOICEMAIL key on the handset you want to log on to -Then press Call VM in screen -Press #if handset is 'available' or assigned to someone else (If 'anonymous' you will not need to press #) -Enter your extension number……….. -Enter your 6 digit password -At the Main Menu prompt, press 7 -Then Press 3 to re-assign the extension -Then Press 1 to assign the extension -OR Press 2 to un-assign the extension (the handset will revert to its original extension) PROGRAMMING BUTTONS -Press the Options key in the screen -Enter the password 123456 (or your voicemail password if already set up) -Scroll down to highlight “program buttons” -Select ‘Edit’ -Select button to program (choose from one of the four on the left or the bottom two on the right) -It will say call appearance or dial number – select “dial number” -Enter the extn number or a “9” and number if external -Enter the name (label) using the key pad -Select ‘Done’ Additional Guides available at http://www.swcomms.co.uk/resource- centre/user-guides-and-manuals Service Desk 01392 330033 email: [email protected] Customer Service 01392 315315 email: [email protected] Issue 7 06-05-16

ShoreTel 480/485g Handset Quick Guide Changing Extension Assignment – HOT DESKING If you have the relevant permission, you can assign your extension to any phone on the system. - Press the VOICE MAIL key on the phone you want to log on to. - Press # - Enter your ext number……….. - Enter your 6 digit password - At the Main Menu prompt, press 7. Now select the option you require from the follow prompts - Press 3 to re-assign the extension. - Press 1 to assign the extension. - Press 2 to un-assign the extension. (The phone will revert to its original extension.) Fault line Tel:0844 8712020 email:[email protected] Customer service email:[email protected] Issue 8 16.1.14

ShoreTel, Inc., 960 Stewart Drive Sunnyvale, California 94085 USA Phone: +1.408.331.3300 +1.800.425.9385 Fax: +1.408.331.3333 www.shoretel.com ShoreTel IP Phone 480/480g Quick Reference Note: For details about using the phone, see the ShoreTel IP Phone 480/480g User Guide. PHONE OPERATION Place Calls Use the speakerphone or a headset or + Ext. Use the Directory + to select + Make a conference call (while on a call) + Ext. + or Make a call from History + to select + Use the Intercom (through Directory) + to select + + Answer Calls Answer a call Lift handset or or or Send a call to voicemail or or Divert an incoming call + Ext. + Adjust volume of handset, headset, or speakerphone when off hook; adjust ringer volume when on hook to select Answer call waiting (incoming call) Press green blinking call appearance button or Pick up a call for another extension + Ext. Interact with Calls Mute a call Place a call on hold or press call appearance button Take a call off hold or press orange blinking call appearance button Transfer a call + Ext. + or Join calls Park a call on another extension + Ext. Unpark a call + Ext. VOICEMAIL Log in to voicemail main menu + Password + Log in to voicemail from another extension Dial your Ext.+ Press * during greeting + Password + EXTENSION ASSIGNMENT Unassign user + + + + Assign a phone number to a phone Phone number + + Password + CUSTOMIZE YOUR PHONE Set do-not-disturb mode Set call-forwarding options + + + + + + + Change automatic off-hook setting + + + + + + Set headset type + + + + + + Select a ringtone + + + + + + Turn ringer on or off + + + + + Set handsfree mode + + + + + Change time zone + + + + + + TROUBLESHOOTING View phone information + (INFO#) Reboot your phone + (RESET#) Call the Help Desk

ShoreTel, Inc., 960 Stewart Drive Sunnyvale, California 94085 USA Phone: +1.408.331.3300 +1.800.425.9385 Fax: +1.408.331.3333 www.shoretel.com ShoreTel IP Phone 480/480g Quick Reference Note: For details about using the phone, see the ShoreTel IP Phone 480/480g User Guide. PHONE OPERATION Place Calls Use the speakerphone or a headset or + Ext. Use the Directory + to select + Make a conference call + Ext. + or Make a call from History + to select + Use the Intercom (through Directory) + to select + + Answer Calls Answer a call Lift handset or or or Send a call to voicemail or or Divert an incoming call + Ext. + Adjust volume of handset, headset, or speakerphone when off hook; adjust ringer volume when on hook to select Answer call waiting (incoming call) Press green blinking call appearance button or Pick up a call for another extension + Ext. Interact with Calls Mute a call Place a call on hold or press call appearance button Take a call off hold or press orange blinking call appearance button Transfer a call + Ext. + or Join calls Park a call on another extension + Ext. Unpark a call + Ext. VOICEMAIL Check visual voicemail + Password + Log in to voicemail main menu + + Password + Log in from another extension + + + Ext.+ Password + EXTENSION ASSIGNMENT Using Phone Interface Assign ext. to Available or Anonymous phone + Ext. + Password + Unassign extension +Password+ + + + + Assign your ext. to an assigned phone + + Ext. + Password + Using Voicemail System Change ext. assignment + + + Ext. + Password + + Unassign extension + + + Ext. + Password + + CUSTOMIZE YOUR PHONE Select a ringtone +Password+ + + + + + Change call handling mode (CHM) + to select + Change CHM and call forwarding +Password+ + + + + + Change automatic off-hook setting +Password+ + + + + + Change time zone +Password+ + + + + + Log in or out of workgroup +Password+ + + + + + TROUBLESHOOTING View phone information + (INFO#) Reboot your phone + (RESET#)

ShoreTel IP Phone 480/480g User Guide March 2014