ShoreTel IP 560 Manuals

New Voice Mail Indicators Your voice mailbox contains unplayed messages if:
You hear a stutter tone on the handset. OR
The phone’s message waiting light flashes. Checking Voice Mail To check voice mail from your extension 1 Press Voice Mail or lift the handset and press #. 2 At the prompt, use the dial pad to enter your password. (If you have not been assigned a password, use the default password, 1234.) 3 Press #. NOTE If you are logging in for the first time, the system prompts you for a new password and asks you to record your name. To check voice mail from another extension 1 Press # twice. 2 Enter your extension. 3 Enter your password. 4 Press #. To check voice mail from an external phone 1 Dial your voice mail access number. 2 Press #. 3 Enter your extension. 4 Enter your password. 5 Press #. Listening To Messages At the Main Menu prompt, press 1. The voice mail system plays urgent messages first, then newly arrived messages. The system gives the delivery date and time for each message. (You can disable this feature from the Mailbox Options Menu.) Managing Messages After listening to a message, you can replay it, send a reply to the person who left the message, forward it to someone else, replay the date and time information, save it, or delete it. To replay all of your saved messages
Press 3 at the Main Menu prompt. As a safeguard against accidental erasures, the sys- tem retains deleted messages for a few hours. To listen to your deleted messages 1 Press 7 at the Main Menu prompt. 2 Press 7. 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. To send a recorded message from voice mail After recording a message, voice mail asks you to supply an address. 1 Address the message to individual recipients by entering their extension numbers. 2 Specify groups of recipients by entering a distribution list number. To identify a recipient by name, specify a person- al distribution list, or broadcast to all extensions, press 0 and follow the prompts. To mark a message as urgent
After addressing the message and confirming the addressee(s), press 1. To forward the message you're reviewing 1 Press 4 and follow the recorded prompts. To reply to the message you're reviewing 1 Press 5 and follow the recorded prompts. 2 Press 1 to reply with a voice mail, press 2 to reply with a call back, or press 3 to reply to all with a voice message. Changing Mailbox Options Personalize your voice mail by changing your name, password, or personal greeting. To change personal settings from the Main Menu, press 7 and follow the recorded prompts. Changing Extension Assignment If you have the proper permission, you can assign your extension to any phone on the system. 1 Log in to voice mail from the target phone– an extension other than your own. 2 At the Main Menu prompt, press 7. 3 Press 3 to re-assign the extension. 4 Press 1 to assign the extension. 5 Press 2 to un-assign the extension. (The phone reverts to its original extension.) Setting Call Handling And Forwarding NOTE Use ShoreWare Call Manager to configure the modes with different call forwarding destina- tions and personal greetings. You can set one of five distinct call handling modes for your extension. When you record a personal greeting, it is linked to the active call handling mode. To enable one of the five distinct call handling modes:
Press 7 at the Main Menu prompt.
Press 2, then follow the prompts. Enabling FindMe To enable or disable FindMe Forwarding so that callers can forward their calls to your destination:
Press 7 at the Main Menu prompt.
Press 9 for additional mailbox options.
Press 5, then follow the prompts. NOTE You must have permission to use FindMe Forwarding. Troubleshooting If the number of messages in your mailbox exceeds the limit, the system notifies callers that your mailbox is full and unable to accept new messages. (Recently deleted messages remain in the mailbox and are included in the total count.) If your mailbox is full, first purge any backlog of deleted messages. To purge deleted messages 1 At the Main Menu prompt, press 7. 2 Press 8 to remove deleted messages. 3 Press 1 to confirm deletion or * to cancel. Leave Message When dialing into a ShoreTel system, if the per- VOICE MAIL OPERATIONS (Instructions for Voice Mail owners) ShoreTel Voice Mail Quick Reference son you are trying to reach does not answer, your call will be sent to a mailbox and you will hear a standard greeting. You can select from the follow ing options: # Bypass greeting 0 Transfer to assistant 1 Forward to recipient’s FindMe destination 9 Transfer to Auto-Attendant Message Recording If you choose to leave a recorded message, the following options are available after recording yo message: # Message options * Re-record 0 Send message, transfer to assistant 1 Send message, forward to recipient’s FindMe destination 9 Send message, transfer to Auto-Attendant NOTE Hanging up sends the message. # Message Options When leaving a message, select from the follow- ing options: # Send message * Cancel 1 Review 2 Re-record 3 Mark/unmark urgent 0 Send message, transfer to assistant 9 Send message, transfer to Auto-Attendant LEAVING A MESSAGE (Voice mail options when in mailbox) 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 PN 800-1032-02

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 PN 800-1034-01 ShoreTel 530/560 IP Phone Quick Reference PHONE OPERATION Place Calls Off and On Hook Use the Speakerphone or a Headset Mute Mute Speaker Redial Directory Options Voice Mail Hold Intercom Conference Transfer Headset or Mute Mute Speaker Redial Directory Options Voice Mail Hold Intercom Conference Transfer Headset Use the Directory Directory + to select + #ONFRN #ONSLT #ANCEL 4RANSF )NTCOM *OIN !NSWER 0ARK 4O6- 0ICKUP5N0ARK -ODE 0ICKUP $IAL /+ Make a Conference Call Conference + ext. + #ONFRN #ONSLT #ANCEL 4RANSF )NTCOM *OIN !NSWER 0ARK 4O6- 0ICKUP5N0ARK -ODE 0ICKUP $IAL /+ or #ONFRN #ONSLT #ANCEL 4RANSF )NTCOM *OIN !NSWER 0ARK 4O6- 0ICKUP5N0ARK -ODE 0ICKUP $IAL /+ Use the Intercom Intercom + ext. + #ONFRN #ONSLT #ANCEL 4RANSF )NTCOM *OIN !NSWER 0ARK 4O6- 0ICKUP5N0ARK -ODE 0ICKUP $IAL /+ Redial and Check Missed Calls Redial + to select + #ONFRN #ONSLT #ANCEL 4RANSF )NTCOM *OIN !NSWER 0ARK 4O6- 0ICKUP5N0ARK -ODE 0ICKUP $IAL /+ Dial Paging Extension number provided by administrator Answer Calls lift handset or #ONFRN #ONSLT #ANCEL 4RANSF )NTCOM *OIN !NSWER 0ARK 4O6- 0ICKUP5N0ARK -ODE 0ICKUP $IAL /+ or Mute Mute Speaker Redial Directory Options Voice Mail Hold Intercom Conference Transfer Headset or Mute Mute Speaker Redial Directory Options Voice Mail Hold Intercom Conference Transfer Headset Send a Call to Voice Mail #ONFRN #ONSLT #ANCEL 4RANSF )NTCOM *OIN !NSWER 0ARK 4O6- 0ICKUP5N0ARK -ODE 0ICKUP $IAL /+ Divert a Call Transfer + ext. + #ONFRN #ONSLT #ANCEL 4RANSF )NTCOM *OIN !NSWER 0ARK 4O6- 0ICKUP5N0ARK -ODE 0ICKUP $IAL /+ Select a Ring Tone Options + password + 5 4 6 2 1 3 8 7 9 0 * # + Adjust the Volume Volume Answer Call Waiting select appropriate call key Pick Up the Night Bell lift handset or Mute Mute Speaker Redial Directory Options Voice Mail Hold Intercom Conference Transfer Headset + 5 4 6 2 1 3 8 7 9 0 * # 5 4 6 2 1 3 8 7 9 0 * # 5 4 6 2 1 3 8 7 9 0 * # Interact with Calls Mute a Call Mute Mute Speaker Redial Directory Options Voice Mail Hold Intercom Conference Transfer Headset Place a Call On or Off Hold Hold Transfer a Call Transfer + ext. + #ONFRN #ONSLT #ANCEL 4RANSF )NTCOM *OIN !NSWER 0ARK 4O6- 0ICKUP5N0ARK -ODE 0ICKUP $IAL /+ or #ONFRN #ONSLT #ANCEL 4RANSF )NTCOM *OIN !NSWER 0ARK 4O6- 0ICKUP5N0ARK -ODE 0ICKUP $IAL /+ Join Calls #ONFRN #ONSLT #ANCEL 4RANSF )NTCOM *OIN !NSWER 0ARK 4O6- 0ICKUP5N0ARK -ODE 0ICKUP $IAL /+ Park Calls #ONFRN #ONSLT #ANCEL 4RANSF )NTCOM *OIN !NSWER 0ARK 4O6- 0ICKUP5N0ARK -ODE 0ICKUP $IAL /+ + #ONFRN #ONSLT #ANCEL 4RANSF )NTCOM *OIN !NSWER 0ARK 4O6- 0ICKUP5N0ARK -ODE 0ICKUP $IAL /+ + ext. Unpark Calls lift handset or Mute Mute Speaker Redial Directory Options Voice Mail Hold Intercom Conference Transfer Headset + #ONFRN #ONSLT #ANCEL 4RANSF )NTCOM *OIN !NSWER 0ARK 4O6- 0ICKUP5N0ARK -ODE 0ICKUP $IAL /+ + ext. + #ONFRN #ONSLT #ANCEL 4RANSF )NTCOM *OIN !NSWER 0ARK 4O6- 0ICKUP5N0ARK -ODE 0ICKUP $IAL /+ Silently Monitor lift handset or Mute Mute Speaker Redial Directory Options Voice Mail Hold Intercom Conference Transfer Headset + 5 4 6 2 1 3 8 7 9 0 * # 5 4 6 2 1 3 8 7 9 0 * # 5 4 6 2 1 3 8 7 9 0 * # + ext. Barge In lift handset or Mute Mute Speaker Redial Directory Options Voice Mail Hold Intercom Conference Transfer Headset + 5 4 6 2 1 3 8 7 9 0 * # 5 4 6 2 1 3 8 7 9 0 * # 5 4 6 2 1 3 8 7 9 0 * # + ext. Change Call Handling Mode #ONFRN #ONSLT #ANCEL 4RANSF )NTCOM *OIN !NSWER 0ARK 4O6- 0ICKUP5N0ARK -ODE 0ICKUP $IAL /+ + + #ONFRN #ONSLT #ANCEL 4RANSF )NTCOM *OIN !NSWER 0ARK 4O6- 0ICKUP5N0ARK -ODE 0ICKUP $IAL /+ Change Extension Assignment 5 4 6 2 1 3 8 7 9 0 * # 5 4 6 2 1 3 8 7 9 0 * # + ext. + password + 5 4 6 2 1 3 8 7 9 0 * # + 5 4 6 2 1 3 8 7 9 0 * # 5 4 6 2 1 3 8 7 9 0 * # 5 4 6 2 1 3 8 7 9 0 * # Unassign Extension and Go Home Voice Mail + password + 5 4 6 2 1 3 8 7 9 0 * # + 5 4 6 2 1 3 8 7 9 0 * # 5 4 6 2 1 3 8 7 9 0 * # 5 4 6 2 1 3 8 7 9 0 * # Log In and Out of Workgroups Options + password + 5 4 6 2 1 3 8 7 9 0 * # + Toggle the Hunt Group Status lift handset or Mute Mute Speaker Redial Directory Options Voice Mail Hold Intercom Conference Transfer Headset + 5 4 6 2 1 3 8 7 9 0 * # 5 4 6 2 1 3 8 7 9 0 * # 5 4 6 2 1 3 8 7 9 0 * # + HG ext. Adjust the Display Contrast press and hold Mute Mute Speaker Redial Directory Options Voice Mail Hold Intercom Conference Transfer Headset + VOICE MAIL Log Into Main Menu Voice Mail + password + 5 4 6 2 1 3 8 7 9 0 * # Log In from Another Extension 5 4 6 2 1 3 8 7 9 0 * # 5 4 6 2 1 3 8 7 9 0 * # + ext. + password + 5 4 6 2 1 3 8 7 9 0 * # TROUBLESHOOTING View Phone Information Mute Mute Speaker Redial Directory Options Voice Mail Hold Intercom Conference Transfer Headset + I-N-F-O + 5 4 6 2 1 3 8 7 9 0 * # Reboot Your Phone Mute Mute Speaker Redial Directory Options Voice Mail Hold Intercom Conference Transfer Headset + R-E-S-E-T + 5 4 6 2 1 3 8 7 9 0 * #

ShoreTel 530/560/560g IP Phone User Guide

ShoreTel IP Phone 530/560/560g User Guide September 28, 2015

ShoreTel 530/560/560g IP Phone User Guide

ShoreTel® 530/560 IP Phone User Guide

ShoreTel 560 IP Phone Quick Install Guide & Warranty

ShoreTel 560/565 Handset Quick Guide AUDIO CONTROLS Adjusting Ring Tone Volume To adjust the ring volume, while the handset is on hook and the speakerphone is off, press the volume button. By pressing down repeatedly, you can turn the ringer volume off. Adjusting Handset Volume To adjust the handset volume, while the handset is off hook, press Adjusting Headset Volume To adjust the headset volume, while the headset LED is illuminated, press Adjusting Speakerphone Volume To adjust the speakerphone volume, while the speakerphone LED is illuminated, press Muting an Active Call To mute the active call, press the Mute button The LED turns red. To cancel mute, press the same button again. Changing Extension Assignment – HOT DESKING If you have the proper 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.) Issue 6 5.11.13

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 560/560g IP Phone Quick Reference PHONE OPERATION Place Calls Use the Speakerphone or a Headset Mute Mute Speaker Redial Directory Options Voice Mail Hold Intercom Conference Transfer Headset or Mute Mute Speaker Redial Directory Options Voice Mail Hold Intercom Conference Transfer Headset + ext. Use the Directory Directory + to select + Confrn Conslt Cancel Transf Intcom Merge Answer Park To VM Pickup UnPark State Pickup Dial OK  Make a Conference Call Conference + ext. + Confrn Conslt Cancel Transf Intcom Merge Answer Park To VM Pickup UnPark State Pickup Dial OK or Confrn Conslt Cancel Transf Intcom Merge Answer Park To VM Pickup UnPark State Pickup Dial OK Use the Intercom Intercom + ext. + Confrn Conslt Cancel Transf Intcom Merge Answer Park To VM Pickup UnPark State Pickup Dial OK Redial and Check Missed Calls Redial + to select + Confrn Conslt Cancel Transf Intcom Merge Answer Park To VM Pickup UnPark State Pickup Dial OK Dial Paging Extension number provided by administrator Answer Calls lift handset or Confrn Conslt Cancel Transf Intcom Merge Answer Park To VM Pickup UnPark State Pickup Dial OK or Mute Mute Speaker Redial Directory Options Voice Mail Hold Intercom Conference Transfer Headset or Mute Mute Speaker Redial Directory Options Voice Mail Hold Intercom Conference Transfer Headset Send a Call to Voice Mail Confrn Conslt Cancel Transf Intcom Merge Answer Park To VM Pickup UnPark State Pickup Dial OK Divert a Call Transfer + ext. + Confrn Conslt Cancel Transf Intcom Merge Answer Park To VM Pickup UnPark State Pickup Dial OK Select a Ring Tone Options + password + 5 4 6 2 1 3 8 7 9 0 * # + to select Adjust Handset, Headset or Speakerphone Volume Volume to select Answer Call Waiting select appropriate call key Interact with Calls Mute a Call Mute Mute Speaker Redial Directory Options Voice Mail Hold Intercom Conference Transfer Headset Place a Call On or Off Hold Hold Transfer a Call Transfer + ext. + Confrn Conslt Cancel Transf Intcom Merge Answer Park To VM Pickup UnPark State Pickup Dial OK or Confrn Conslt Cancel Transf Intcom Merge Answer Park To VM Pickup UnPark State Pickup Dial OK Merge Calls select Merge Park Calls Confrn Conslt Cancel Transf Intcom Merge Answer Park To VM Pickup UnPark State Pickup Dial OK + Confrn Conslt Cancel Transf Intcom Merge Answer Park To VM Pickup UnPark State Pickup Dial OK + ext. Unpark Calls lift handset or Mute Mute Speaker Redial Directory Options Voice Mail Hold Intercom Conference Transfer Headset + Confrn Conslt Cancel Transf Intcom Merge Answer Park To VM Pickup UnPark State Pickup Dial OK + ext. + Confrn Conslt Cancel Transf Intcom Merge Answer Park To VM Pickup UnPark State Pickup Dial OK Change Availability State Confrn Conslt Cancel Transf Intcom Merge Answer Park To VM Pickup UnPark State Pickup Dial OK + to select + Confrn Conslt Cancel Transf Intcom Merge Answer Park To VM Pickup UnPark State Pickup Dial OK Log In and Out of Workgroups Options + password + 5 4 6 2 1 3 8 7 9 0 * # + to select Adjust the Display Contrast press and hold Mute Mute Speaker Redial Directory Options Voice Mail Hold Intercom Conference Transfer Headset + to select VOICE MAIL Log Into Main Menu Voice Mail + password + 5 4 6 2 1 3 8 7 9 0 * # Log In from Another Extension 5 4 6 2 1 3 8 7 9 0 * # 5 4 6 2 1 3 8 7 9 0 * # + ext. + password + 5 4 6 2 1 3 8 7 9 0 * # Note: For more information about voice mail features, please consult the Voice Mail Quick Reference. OFFICE ANYWHERE CODES Transfer a call 5 4 6 2 1 3 8 7 9 0 * # 5 4 6 2 1 3 8 7 9 0 * # + destination + 5 4 6 2 1 3 8 7 9 0 * # 5 4 6 2 1 3 8 7 9 0 * # Conference a call 5 4 6 2 1 3 8 7 9 0 * # 5 4 6 2 1 3 8 7 9 0 * # + destination + 5 4 6 2 1 3 8 7 9 0 * # 5 4 6 2 1 3 8 7 9 0 * # Hold a call 5 4 6 2 1 3 8 7 9 0 * # 5 4 6 2 1 3 8 7 9 0 * # Hang up 5 4 6 2 1 3 8 7 9 0 * # 5 4 6 2 1 3 8 7 9 0 * # Access other star codes 5 4 6 2 1 3 8 7 9 0 * # 5 4 6 2 1 3 8 7 9 0 * # + (star code from below) QUICK REFERENCE OF COMMON STAR CODES Park a call 5 4 6 2 1 3 8 7 9 0 * # 5 4 6 2 1 3 8 7 9 0 * # 5 4 6 2 1 3 8 7 9 0 * # + ext. UnPark a call 5 4 6 2 1 3 8 7 9 0 * # 5 4 6 2 1 3 8 7 9 0 * # 5 4 6 2 1 3 8 7 9 0 * # + ext. Pick Up a Remote Extension 5 4 6 2 1 3 8 7 9 0 * # 5 4 6 2 1 3 8 7 9 0 * # 5 4 6 2 1 3 8 7 9 0 * # + ext. Pick Up the Night Bell 5 4 6 2 1 3 8 7 9 0 * # 5 4 6 2 1 3 8 7 9 0 * # 5 4 6 2 1 3 8 7 9 0 * # Use the Intercom 5 4 6 2 1 3 8 7 9 0 * # 5 4 6 2 1 3 8 7 9 0 * # 5 4 6 2 1 3 8 7 9 0 * # + ext. Barge In 5 4 6 2 1 3 8 7 9 0 * # 5 4 6 2 1 3 8 7 9 0 * # 5 4 6 2 1 3 8 7 9 0 * # + ext. Silent Monitor 5 4 6 2 1 3 8 7 9 0 * # 5 4 6 2 1 3 8 7 9 0 * # 5 4 6 2 1 3 8 7 9 0 * # + ext. Toggle the Hunt Group Status 5 4 6 2 1 3 8 7 9 0 * # 5 4 6 2 1 3 8 7 9 0 * # 5 4 6 2 1 3 8 7 9 0 * # + HG ext. Whisper Page 5 4 6 2 1 3 8 7 9 0 * # 5 4 6 2 1 3 8 7 9 0 * # 5 4 6 2 1 3 8 7 9 0 * # + ext. Change Avail. State and Forwarding Voice Mail + password + 5 4 6 2 1 3 8 7 9 0 * # + 5 4 6 2 1 3 8 7 9 0 * # 5 4 6 2 1 3 8 7 9 0 * # Change Extension Assignment Voice Mail + password + 5 4 6 2 1 3 8 7 9 0 * # + 5 4 6 2 1 3 8 7 9 0 * # 5 4 6 2 1 3 8 7 9 0 * # 5 4 6 2 1 3 8 7 9 0 * # Unassign Extension Assignment Voice Mail + password + 5 4 6 2 1 3 8 7 9 0 * # + 5 4 6 2 1 3 8 7 9 0 * # 5 4 6 2 1 3 8 7 9 0 * # 5 4 6 2 1 3 8 7 9 0 * # Assign Extension to External Number Voice Mail + password + 5 4 6 2 1 3 8 7 9 0 * # + 5 4 6 2 1 3 8 7 9 0 * # 5 4 6 2 1 3 8 7 9 0 * # 5 4 6 2 1 3 8 7 9 0 * # TROUBLESHOOTING View Phone Information Mute Mute Speaker Redial Directory Options Voice Mail Hold Intercom Conference Transfer Headset + I-N-F-O + 5 4 6 2 1 3 8 7 9 0 * # Reboot Your Phone Mute Mute Speaker Redial Directory Options Voice Mail Hold Intercom Conference Transfer Headset + R-E-S-E-T + 5 4 6 2 1 3 8 7 9 0 * # Note: For additional details on the information contained in this Quick Reference card, please consult the 560/560g User Guide.