Inter-Tel 8664 Operation & User’s Manual

mation necessary to use the Model 8664/8665 endpoints. The contents of this user guide, which reflect current Inter-Tel standards, are subject to revision or change without notice. Some features or applications mentioned may require a future release and are not available in the initial release. Future product features and applications are subject to availability and cost. Some features or applications may require additional hardware and/or specific software. Some system features can only be accessed by an administrator. For information about these features, see the Frequently Asked Questions on page 97. For sales, service, or technical support, contact your local authorized Inter-Tel reseller. Comments about this user guide or other technical documentation should be directed to Inter-Tel’s Technical Publications Department at: [email protected] All products and services mentioned in this publication are the trademarks, service marks, regis- tered marks, or registered service marks of their respective owners. Inter-Tel®, Axxess®, Enterprise®, Unified Communicator®, and CommSource® are registered trademarks of Inter-Tel, Incorporated. SpectraLink® is a registered trademark of SpectraLink Corporation. Microsoft® and Outlook® are registered trademarks of Microsoft Corporation.

Model 8664 and 8665 wireless IP endpoints. Detailed information about how to use the Model 8664 and 8665 wireless IP endpoints are described throughout the guide. NOTE CONCERNING THE WIRELESS TELEPHONES These devices comply with part 15 of the FCC Rules. Operation is subject to the fol- lowing two conditions: (1) This device may not cause harmful interference, and (2) this device must accept any interference received, including interference that may cause undesired operation. RADIO FREQUENCY (RF) INFORMATION This equipment has been tested and found to comply with the limits for a Class B dig- ital device, pursuant to Part 15 of the FCC Rules. These limits are designed to provide reasonable protection against harmful interference in a residential installation. This equipment generates, uses and can radiate radio frequency energy and, if not installed and used in accordance with the instructions, may cause harmful interference to radio communications. However, there is no guarantee that interference will not occur in a particular installation. If this equipment does cause harmful interference to radio or television reception, which can be determined by turning the equipment off and on, the user is encouraged to try to correct the interference by one or more of the follow- ing measures: • Reorient or relocate the receiving antenna. • Increase the separation between the equipment and receiver. • Connect the equipment into an outlet on a circuit different from that to which the receiver is connected. • Consult the dealer or an experienced radio/TV technician for help. WARNING: Changes or modifications to this equipment not approved by Inter- Tel, Inc. may cause this equipment to not comply with part 15 of the FCC rules and void the user’s authority to operate this equipment. WARNING: Inter-Tel products contain no user-serviceable parts inside. Refer ser- vicing to qualified service personnel.

Your wireless handheld portable telephone is a low power radio transmitter and receiver. When it is ON, it receives and also sends out radio frequency (RF) signals. In August 1996, the Federal Communications Commissions (FCC) adopted RF expo- sure guidelines with safety levels for hand-held wireless IP endpoints. Those guide- lines are consistent with the safety standards previously set by both U.S. and international standards bodies: • ANSI C95.1 (1992) American National Standards Institute • NCRP - Report 86 (1986) National Council on Radiation Protection and Mea- surements • ICNIRP (1996) International Commission on Non-Ionizing Radiation Protection; • DHWC - Safety Code 6 Department of Health and Welfare Canada Those standards were developed by independent scientific organizations through peri- odic and thorough evaluation of scientific studies. The standards include a substantial safety margin designed to assure the safety of all persons, regardless of age and health. The exposure standard for wireless mobile endpoints employs a unit of mea- surement known as the Specific Absorption Rate, or SAR. The SAR limit set by the FCC is 1.6W/kg.1 Tests for SAR are conducted using standard operating positions specified by the FCC with the endpoint transmitting at its highest certified power level in all tested frequency bands. Although the SAR is determined at the highest certified power level, the actual SAR level of the endpoint while operating can be well below the maximum value. This is because the endpoint is designed to operate at multiple power levels so as to use only the power required to reach the network. In general, the closer you are to a wireless base station antenna, the lower the power out- put. Before an endpoint model is available for sale to the public, it must be tested and certified to the FCC that it does not exceed the limit established by the government- adopted requirement for safe exposure. The tests are performed in positions and loca- tions (e.g., at the ear and worn on the body) as required by the FCC for each model. While there may be differences between the SAR levels of various endpoints and at various positions, they all meet the government requirement for safe exposure. The FCC has granted an Equipment Authorization for this model endpoint with all reported SAR levels evaluated as in compliance with the FCC RF emission guide- lines. SAR information on this model endpoint is on file with the FCC and can be found under the Display Grant section of http://www.fcc.gov/oet/fccid after searching on FCC ID IYGRNP2400. 1. In the United States and Canada, the SAR limit for mobile endpoints used by the public is 1.6 watts/kg (W/kg) averaged over one gram of tissue. The standard incorporates a substantial margin of safety to give additional protection for the public and to account for any variations in measure- ments.

lular Telecommunications Industry Association (CTIA) Web site at http://www.wow- com.com. The only authorized headsets that may be utilized with the Model 8664 and 8665 Wireless Telephones are those obtainable from SpectraLink or it’s reseller partners. The measured SAR of the SNP2400 Wireless Telephone is 0.0495W/kG @ 2412 Mhz (head) and 0.0309W/kG @ 2412 Mhz (body). The measured SAR of the RNP2400 Wireless Telephone is 0.166W/kG @ 2462 MHz (head) 0.0162W/kG @ 2412 MHz (body). CAUTION Endpoint Operation Normal Position: Hold the endpoint as you would any other telephone, with the earpiece to your ear and speak into the microphone. The internal antenna is then positioned properly.

NOTE: Nearly every electronic device is susceptible to electromagnetic interference (EMI) if inadequately shielded, designed or otherwise configured for electromagnetic compatibility. Facilities: To avoid electromagnetic interference and/or compatibility conflicts, turn off your radio product in any facility where posted notices instruct you to do so. Hos- pitals or health care facilities may be using equipment that is sensitive to external RF energy. NOTE: It is recommended that standard acceptance procedures be followed prior to operating this equipment in proximity of life-support systems. Pacemakers: The Health Industry Manufacturers Association recommends that a minimum separation of 6 inches (15 cm) be maintained between a handheld wireless radio product and a pacemaker. These recommendations are consistent with the inde- pendent research by, and recommendations of, Wireless Technology Research. Per- sons with pacemakers should: • ALWAYS keep the radio product more than 6 inches (15 cm) from their pace- maker when the radio product is turned ON. • Not carry the radio product in a breast pocket. • Use the ear opposite the pacemaker to minimize the potential for interference. • Turn the radio product OFF immediately if you have any reason to suspect that interference is taking place. NOTE: To minimize risk of interference, pacemaker users should not carry the Wire- less Telephone next to the pacemaker. Hearing Aids: Some digital wireless radio products may interfere with some hearing aids. In the event of such interference, you may want to consult your hearing aid man- ufacturer to discuss alternatives. Other Medical Devices: If you use any other personal medical device, consult the manufacturer of your device to determine if it is adequately shielded from external RF energy. Your physician may be able to assist you in obtaining this information. Use While Driving: Check the laws and regulations on the use of radio products in the area where you drive. Always obey them. When using the radio product while driving, please: • Give full attention to driving and to the road. • Use handsfree operation, if available. • Pull off the road and park before making or answering a call if driving conditions so require.

the area over the air bag or in the air bag deployment area. An air bag inflates with great force. If a portable radio is placed in the air bag deployment area and the air bag inflates, the radio product may be propelled with great force and cause serious injury to occupants of the vehicle. Potentially Explosive Atmospheres: Turn off your radio product, prior to entering any area with a potentially explosive atmosphere, unless it is a radio product type especially qualified for use in such areas (for example, Factory Mutual Approved). Do not remove, install, or charge batteries in such areas. Sparks in a potentially explo- sive atmosphere can cause an explosion or fire resulting in bodily injury or even death. Batteries: All batteries can cause property damage and/or bodily injury, such as burns if a conductive material such as jewelry, keys, or beaded chains touches exposed ter- minals. The conductive material may complete an electrical circuit (short circuit) and become quite hot. Exercise care in handling any charged battery, particularly when placing it inside a pocket, purse, or other container with metal objects. Cleaning and Drying Considerations: Using a leather carry case may help protect the surfaces and help prevent liquids (e.g., rain) from entering into the interior of the radio product. This product is not waterproof, and exposing the unit to liquids may result in permanent damage to the unit. If your wireless endpoint interior gets wet, do not try to accelerate drying with the use of an oven or a dryer as this will damage the wireless endpoint and void the warranty. Instead, do the following: 1. Immediately power off the Wireless Telephone. 2. Remove Battery Pack from Wireless Telephone. 3. Shake excess liquid from Wireless Telephone. 4. Place the Wireless Telephone and Battery Pack in an area that is at room tempera- ture and has good airflow. 5. Let the Wireless Telephone and Battery Pack dry for 72 hours before reconnect- ing the Battery Pack and/or powering on the Wireless Telephone. If the Wireless Telephone does not work after following the steps listed above, contact your dealer for servicing information. CAUTION The areas with potentially explosive atmospheres referred to above include fueling areas such as below decks on boats, fuel or chemical transfer or storage facilities, areas where the air contains chemicals or particles, such as grain, dust or metal powders, and any other area where you would normally be advised to turn off your vehicle engine. Areas with potentially explosive atmospheres are often but not always posted.

CONTENTS PAGE Table of Contents FINDING YOUR WAY . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1 Welcome. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2 About This Guide . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2 About Your Endpoint . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3 About Operating Modes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 10 About Battery Packs and Chargers. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 11 About Voice Mail . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 13 What You See and Hear . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 17 Software Compatibility . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 17 GETTING STARTED . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 19 Introduction . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 20 Turning Your Endpoint On and Off . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 20 Setting Up Voice Mail . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 21 Making and Receiving Calls. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 24 Placing Calls On Hold. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 28 Placing Conference Calls . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 29 Transferring Calls . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 30 Using Reverse Transfer . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 31 Forwarding Calls . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 32 Redialing a Number . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 34 Displaying Information on Your Endpoint . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 35 Using the Mute Feature . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 35 Using the Message Feature . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 36 Accessing Your Mailbox. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 38 Disabling and Enabling ASR . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 39 Accessing Voice Mail Messages . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 40 Using Do-Not-Disturb Mode . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 46 Using Reminder Messages . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 48 MOVING ON . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 49 Introduction . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 50 Setting Endpoint Preferences . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 50 Setting Mailbox Preferences . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 53 Changing Volume Levels . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 59 Table of Contents CONTENTS PAGE FINDING YOUR WAY GETTING STARTED MOVING ON USING E-MAIL READER LEARNING MORE

Speed Dialing. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 60 Using Record-A-Call . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 64 Paging . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 65 Performing a “Hookflash” During a Call. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 66 Programming Softkeys. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 66 Using Account Codes. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 68 Screening Calls . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 69 Using the Directories . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 69 Programming Remote Feature Access . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 73 Requesting Agent Help. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 75 Working in Hunt Groups. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 76 Using the Push-to-Talk Feature . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 79 USING E-MAIL READER . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 81 Introduction . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 82 E-Mail Reader Features . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 83 Using Your Advanced Mailbox. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 84 Setting Up Your E-Mail Password . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 85 Accessing E-Mail Messages . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 87 Accessing Fax Messages. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 90 Recovering Deleted Messages . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 91 Changing Message Envelopes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 92 Voice Mail Flowchart (Advanced Mailbox) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 93 LEARNING MORE . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 95 Introduction . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 96 What the Administrators Can Do for You . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 96 Frequently Asked Questions (FAQs). . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 97 Default Feature Codes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 100 INDEX . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 105

FINDING YOUR WAY Finding Your Way SECTION CONTENTS PAGE Welcome . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2 About This Guide . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2 About Your Endpoint. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3 General Care . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3 Model 8664. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4 Model 8665. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5 Status Indicators. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 6 Feature Buttons . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7 Display and Menu Button . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 8 Function Button and Softkeys . . . . . . . . . . . . . . . . . . . . . . . . . 9 Line Button . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 10 Headset Jack . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 10 About Operating Modes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 10 About Battery Packs and Chargers . . . . . . . . . . . . . . . . . . . . . . 11 Desktop Charger . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 12 Model 8665 Gang Charger. . . . . . . . . . . . . . . . . . . . . . . . . . . 12 About Voice Mail . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 13 Enterprise Messaging. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 15 Automatic Speech Recognition (ASR) . . . . . . . . . . . . . . . . . . 16 What You See and Hear. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 17 Software Compatibility . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 17

FINDING YOUR WAY WELCOME Your new Model 8664/8665 endpoint provides access to several features, each of which is described in this guide. The About This Guide section below lists the differ- ent sections in this user guide and describes the type of information you can find there. Because the Model 8664 and 8665 function almost identically, the information in this user guide applies to both endpoints unless otherwise indicated. The About This Guide section below lists the different sections in this user guide and describes the type of information you can find there. ABOUT THIS GUIDE This guide contains instructions for using the Model 8664 and 8665 wireless IP end- points on the Inter-Tel® telephone system. To help you find information quickly, this guide is divided into five separate sections, as indicated by the tabs. These sections include the following: • Finding Your Way: This section provides you with a picture of the Model 8664/ 8665 and includes general information designed to help you find what you need. • Getting Started: This section includes basic endpoint and voice mail informa- tion, and provides instructions on how to perform everyday tasks, such as answering calls, making calls, and using voice mail. • Moving On: In this section you’ll learn how to use advanced endpoint and voice mail features. • Using E-Mail Reader: This section includes information on how to use the advanced messaging features available with E-Mail Reader. • Learning More: This section outlines how your administrators can help if you experience a problem with your endpoint. It also provides you with a list of Fre- quently Asked Questions (FAQs) so you can troubleshoot problems and learn more about the system. In addition, this guide contains a list of default feature codes (see page 100) and an index (see page 105) for easy reference. NOTE: Because the telephone system is very flexible and programmable, the proce- dures 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.

FINDING YOUR WAY ABOUT YOUR ENDPOINT Your Model 8664/8665 endpoint is equipped with several features that allow you to perform various functions. These features include: • Liquid Crystal Display (LCD): Shows call, system, and feature information. • Dialpad Buttons: Allow you to enter numbers, letters, and special characters. • Feature Buttons: Allow you to power the endpoint on and off, switch modes, select a line, and access endpoint features. • Softkeys: Allow you to quickly access frequently used features and functions you have programmed. • Battery Pack and Charger: Charges the battery and provides several hours of active talk time. General Care Follow these guidelines to care for your wireless endpoint: • It is recommended that you keep your wireless endpoint in idle mode (see page 10) and always return it to the charger when you are not using it. • Contact your system administrator if your endpoint needs servicing. Do not disas- semble your endpoint. Doing so will void your warranty. • Avoid dropping the endpoint or knocking it against hard surfaces. Carrying the endpoint in a holster or carrying case may help protect it. • Wiping the handset surface with a water-dampened cloth or paper towel will remove most films or residues. Be sure to turn off the wireless endpoint and unplug the charger before cleaning them.

FINDING YOUR WAY Model 8664 The illustration below displays the external components of the Model 8664 endpoint. Earpiece Display Softkeys Power Off/End Call Menu Line Function Power On/Start Call Microphone Down Select Up Volume Buttons Charging Contacts Headset Jack Dialpad

FINDING YOUR WAY Model 8665 The illustration below displays the external components of the Model 8665 endpoint. Earpiece Display Softkeys Power Off/End Call Menu Line Function Power On/Start Call Microphone Down Select Up Volume Buttons Charging Contacts Headset Jack Dialpad

FINDING YOUR WAY Status Indicators To indicate various states, your endpoint uses icons and sounds. The table below lists the endpoint’s status indicators and explains what each indicator means. INDICATOR STATUS No Service If the endpoint cannot receive or place calls, an alarm sounds and a message is displayed. The in-service tone indicates when service has been re-estab- lished. If your receive the No Service message, you may be outside of the covered area. Return to the coverage area. If the endpoint still does not function, note the error message and contact your system administrator. If the battery pack charge is low, the battery icon is displayed, and a soft beep sounds. This indicates that the endpoint’s battery has 15-30 minutes of charge remaining. Battery Low If the battery is critically low, the endpoint displays the Battery low status and an alarm sounds while the endpoint is idle. The endpoint cannot be used until the battery pack is charged. If you have a voice mail or station message, the message icon is displayed. NOTE: This icon also indicates that the endpoint is in alpha mode when inputting information text for DND messages (see page 46) and using the directories (see page 69). Melody The Charge Complete melody is played when the endpoint is first powered on after a completed charge.

FINDING YOUR WAY Feature Buttons The feature buttons on your endpoint provide access to endpoint features and options. The table below lists the various feature buttons on the endpoint and provides a brief description of what you can do with them. In addition to the feature buttons, the endpoint has the following buttons: • Up and Down Volume and Select Buttons: Increase, decrease, and save volume levels (see page 59). • Push-to-Talk Button*: Broadcasts messages to other Push-to-Talk group mem- bers (see page 79). • Battery Release Buttons*: Releases the battery pack from the endpoint (see page 12). *Model 8665 endpoint only. BUTTON IF YOU... YOU CAN... Press Power on the endpoint and make a call. Press Power off the endpoint, end a call, and place the endpoint in idle mode. Press View options and access features using the menu. Press Set endpoint preferences and access softkey func- tions. Press Select an intercom or outgoing line. MENU MENU FCN FCN LINE LINE

FINDING YOUR WAY Display and Menu Button In addition to the various feature buttons, your endpoint contains a display that shows information about status, modes, call information, and available features. When the endpoint is in the active mode, pressing , , or will bring up options on the display. To access an option, press the number on your dialpad that corresponds to the number on the display. While the four-line menu display is showing, all button presses relate to the menu options only. To make a call, you must return to the two- line display. The button allows you to toggle between the two- and four-line displays. For example, the illustration below on the left shows what the two-line display looks like when you are on an active IC call to Jane Jones. When you press , the display changes from the two-line informational display to the four-line menu option display. To put your call to Jane on HOLD press on your dialpad. Because the display can only support 15 characters, you may see a few abbreviations. The most commonly used abbreviations are provided in the table below. NOTE: The backlight comes on when any button is pressed or when there is an incom- ing call. This light turns off after 10 seconds if another button is not pressed within that period. ABBREVIATION WORD/PHRASE ACCT CODE Account Code CNF Conference DEST Destination DIR Directory DND Do-Not-Disturb EXT Extension MSG Message RCL Recall 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) MENU FCN LINE MENU MENU 1 Two-Line Display Four-Line Display IC TO JANE JONES 5 1 HOLD 2 3 TRANSFER CNF 4 TRANSFER-T-HLD MUTE >> 8 5 7 5

FINDING YOUR WAY Function Button and Softkeys Your endpoint has a (Function) button that provides access to frequently used features. To access the function features, the endpoint must be in active mode (see page 10). Pressing repeatedly scrolls through the softkey displays, and allows you to view the sixteen available function features. To access a feature displayed on the function menu, press the feature’s associated dialpad number or softkey. While the four-line function display is showing, all button presses relate to the function options only. The following table lists the available function features and the default dialpad and softkey buttons that are associated with the feature. For detailed instructions on how to access the features listed, refer to the corresponding page number. NOTE: Depending on how your telephone system is configured, you may need to use the Feat softkey before you dial a feature code. FCN FCN FUNCTION DIALPAD BUTTON SOFTKEY PG. Place a call on Hold. Hold 28 Access the Message menu or toggle between alpha/numeric mode. Msg 36 Mute the microphone, or backspace. Mute 35 Forward a call to another destination or voice mail, or forward space. Fwd 32 Transfer a call to another destination or voice mail. Xfer 30 Communicate with several different parties on one call. Conf 29 Enable and disable Do-Not-Disturb mode. DND 46 Redial an outside number or save the last number dialed. Redl 34 View or access System Speed-Dial numbers. SySp 63 View or access Station Speed-Dial numbers. StSp 60 Access additional features using feature codes. Feat N/A Access programmable buttons for specific features. Pgm1 Pgm2 Pgm3 Pgm4 Pgm5 66 1 2 3 4 5 6 7 8 9 0 * #

FINDING YOUR WAY Line Button The Line button ( ) provides access to four CALL lines (1-4) and one IC line (5). While the line display is showing, all button presses relate to the line options only. After you select a line, the line number flashes at the top of the display. Headset Jack Both the Model 8664 and 8665 endpoints have a headset jack located next to the charging pins on the bottom of the endpoint. To use a headset, plug the headset con- nector into the headset jack. Once it is connected, audio is transferred to the headset. NOTE: Operation of the wireless endpoint may produce an audible noise noticeable to hearing aid users. It is recommended that a hearing aid-compatible headset be used by hearing aid users. ABOUT OPERATING MODES The default mode for the Model 8664 and 8665 endpoints is the idle mode, which is also the power-saving mode. If the display shows just the extension number, the end- point is in idle mode. While the endpoint is in idle mode, the various endpoint fea- tures, functions, and menus are not available. To place the endpoint in idle mode from the two-line display, press (two presses are required from the four-line display). If you press from the idle mode, the endpoint is powered off. NOTE: You must place the endpoint in idle mode to charge the battery pack using the desktop charger (see page 11). You must place the endpoint in active mode to place a call and access endpoint fea- tures. When the endpoint is in active mode, the two- or four-line display is visible, and the features, functions, and menus are available. Battery resources are required whenever the endpoint is turned on whether in active or idle mode. To place the end- point in active mode you can either press or while in idle mode. LINE CAUTION To safeguard against accidental ring bursts in the user’s ear, the endpoint will only ring when it is in idle mode. If the endpoint is in active mode (two or four-line dis- play is visible) and you receive a call, the ring will not be audible, however, the display will indicate that there is an incoming call. To prevent missed calls, and to ensure that your endpoint’s battery pack is adequately charged, it is strongly recommended that you return your endpoint to idle mode and place it in the desktop charger when you are not using it. MENU

FINDING YOUR WAY ABOUT BATTERY PACKS AND CHARGERS The Model 8664 and 8665 endpoints require a charged battery pack to operate. The Nickel Metal Hydride (NiMH) rechargeable battery pack will need to be charged peri- odically. A charged battery pack provides four hours of talk time or 80 hours of idle time. To save battery power, it is recommended that you place the endpoint in idle mode at the end of every call (see page 10). When the charge on the battery pack is low, the battery icon ( ) is displayed. If you are on a call, you will hear a soft beep through the earpiece every six seconds. You have 15-30 minutes of battery life left. If the battery pack is critically low, and you are not on a call, the Low Battery message is displayed, and a loud beep will sound. When the battery pack is critically low, the endpoint will not work until the battery pack is charged. At some point you may need to replace the battery pack for your endpoint. NOTE: If you attempt to remove and replace your endpoint’s battery pack while on a call, the call will be dropped. To remove and replace the battery pack on the Model 8664: Press down on the latch on the battery pack to release the battery. The battery pack releases outward and you can remove it from the endpoint. To replace the battery pack, slide the lip of the battery pack into the bottom of the cavity and push the top of the battery pack until it snaps into place. To remove and replace the battery pack on the Model 8665: Press both battery release buttons to release the battery. The battery pack releases out- ward and you can remove it from the endpoint. To replace the battery pack, slide it straight into the cavity until it snaps into place. NOTE: Improper disposal of Battery Packs can damage the environment. Contact your system administrator for instructions on how to recycle or properly dispose of used bat- tery packs. You can charge the endpoint’s battery pack using a desktop charger (Models 8664 and 8665) or the gang charger (Model 8665). Both the desktop charger and gang charger require approximately one and one half to two hours to charge the battery pack com- pletely.

FINDING YOUR WAY Desktop Charger The desktop charger will only charge the battery pack if the endpoint is in idle mode or if it is powered off. If you place the endpoint in the charger while it is in active mode, the battery pack will not charge and the endpoint will continue to deplete the battery. NOTE: Make sure you are using the charger that is designed specifically for your end- point. The chargers for the Model 8664 and 8665 endpoints are different sizes and you must use the charger that is compatible with your endpoint. To use the desktop charger to charge the battery pack: 1. EITHER, Press (once or twice depending on the current display) to place the endpoint in idle mode. OR, Press and hold to power off the endpoint. 2. Place the endpoint into the desktop charger slot facing forward. If the endpoint is placed correctly, the red indicator light will come on. NOTE: The desktop charger’s indicator light will not come on if the charger is empty, if it is not receiving power, or if the endpoint is seated incorrectly. Model 8665 Gang Charger The gang charger allows you to charge multiple Model 8665 battery packs at one time. You may prefer to use a gang charger to charge your Model 8665 battery pack if you are not able to regularly charge your endpoint’s battery pack using a desktop charger. To charge your endpoint’s battery pack using a gang charger, you must first remove the battery pack from your endpoint. To use the gang charger to charge the battery pack: 1. Remove the battery pack from the endpoint. 2. Insert the battery pack into one of the four charging bays. The light above the bay indicates that the battery pack is being charged. 3. Remove the fully-charged battery pack when the charging light goes out. NOTE: A blinking light above the charging bay indicates that the battery pack is not seated correctly or that the battery pack is unstable. Re-seat the battery. If the light continues to blink, do not continue to charge the battery. Contact your system administrator to order a new battery pack.

FINDING YOUR WAY ABOUT VOICE MAIL Voice mail is an application that is part of the Inter-Tel voice processing system. Using voice mail, you and other callers can send and receive recorded messages from any supported endpoint on the system. To use voice mail features, each user (or sub- scriber) is assigned a mailbox, which usually corresponds to the extension number assigned to your endpoint. 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 mailbox, you can use personal or system greetings to let callers know if you are out of town, on a call, etc. If a caller reaches your mailbox, they can leave a message, hang up, or access an attendant. In addition, if your voice mail administrator sets up one or more “group lists” of mailboxes, you can send a message to a group of people by entering one number instead of everyone’s individual mailbox number. Inter-Tel voice mail systems support the following types of mailboxes: • Advanced Mailbox: If E-Mail Reader is enabled for your mailbox, you have access to voice mail, e-mail, and fax messages in your mailbox. You can also cus- tomize your personal mailbox options, and access advanced messaging features. See page 81 for information and instructions about using E-Mail Reader features. For a voice mail flowchart for advanced mailbox users, see page 93. • Standard Voice Mailbox: This type of mailbox allows you to send and receive voice mail messages, record personal greetings, and allows you to customize per- sonal mailbox options. A standard voice mailbox does not allow you to access e- mail and fax messages. For a voice mail flowchart for standard mailbox users, see page 111. NOTE: If you have the Enterprise® Messaging (EM) voice mail system, you also have access to advanced communication and messaging features such as E-Mail Reader and Automatic Speech Recognition (ARS). For more information about EM, see page 15.

FINDING YOUR WAY The instructions for many voice mail tasks are identical for standard voice mailbox and advanced mailbox users. The instructions for the following common mailbox tasks are included in the Getting Started and Moving On sections of this guide: • Initializing your mailbox (see page 21) • Recording your personal greetings (see page 22) • Recording your voice mail directory name (see page 23) • Accessing your mailbox (see page 38) • Disabling and enabling ASR (see page 39) • Accessing voice mail messages (see page 40) • Recording and sending voice mail messages (see page 43) • Canceling unheard voice mail messages (see page 45) • Changing your mailbox password (see page 53) • Changing the call screening transfer method (see page 55) • Programming a fax destination (see page 56) • Changing the message search order (see page 56) • Programming remote messaging (see page 57) • Screening calls (see page 69) • Using the voice mail directory (see page 71)

FINDING YOUR WAY Enterprise Messaging Enterprise Messaging (EM) is the Inter-Tel messaging system that uses industry-stan- dard protocols for communication and messaging. EM unifies communication and messaging by providing access to voice mail, fax, and e-mail messages in your mail- box. The EM system provides voice mail users with the following advanced messag- ing features: • Automatic Speech Recognition (ASR): ASR can be enabled for the entire sys- tem or it can be enabled for specific applications (like voice mail) or mailboxes. When ASR is enabled for your mailbox, you can issue spoken commands to navi- gate the voice mail menus. ASR also allows subscribers and non-subscribers to navigate automated attendant menus, call routing applications, and search the directories. ASR can be enabled for standard voice mailboxes and advanced mail- boxes (see page 13). For more information about ASR, see page 16. • E-Mail Reader: E-Mail Reader allows you to access voice, e-mail, and fax mes- sages from your mailbox. For e-mail messages, E-mail Reader uses Text-to- Speech (TTS) capabilities included with EM to convert the text in an e-mail mes- sage to a .wav file. For fax messages, E-Mail Reader announces the fax enve- lope. If E-Mail Reader has been enabled for your mailbox, your voice mail, e- mail, and fax messages are unified in one convenient location. For more informa- tion and instructions about how to use E-Mail Reader features, see the Using E- Mail Reader section, starting on page 81. Consult your voice mail administrator to see if ASR and/or E-Mail Reader is enabled for your mailbox. NOTE: EM also includes Unified Messaging inbound and outbound faxing capabilities. For information and instructions about Unified Messaging features, see Issue 2.3 of the Unified Messaging User Guide, part number 550.8121.

FINDING YOUR WAY Automatic Speech Recognition (ASR) Automatic Speech Recognition (ASR) is a feature available for systems using EM. Because ASR is a very flexible feature, it can be enabled or disabled on several differ- ent levels. When ASR is enabled for your mailbox, you can issue spoken commands to navigate the voice mail menus. ASR also allows subscribers and non-subscribers to navigate automated attendant menus, call routing applications, and search the directo- ries using voice commands. When you access voice mail, if you are given the option to say a command or press a dialpad digit to complete a task, then ASR is enabled for your mailbox. If you are only prompted to press a dialpad digit, ASR is not enabled for your mailbox. If your mailbox is not ASR-enabled, you can still navigate the menus and perform tasks by pressing the appropriate dialpad digits when prompted by the system. When using ASR, follow these guidelines for best results: • When completing a mailbox-related task, either say the command each time or press the dialpad digits each time. • Use the handset when issuing spoken commands. Your endpoint’s speaker can pick up background noise and other sounds, which may cause the system to mis- interpret a command. • Voice mail command words are shown on display endpoints. If your endpoint has a display and you don’t hear the command word when the prompt is announced, look at the display for the appropriate voice command. • When you use the dialpad digits to complete a task, you are sometimes prompted to press to indicate to the system that you have finished entering digits. It is not necessary to say “Pound” or “Hash” when using ASR. The silence that fol- lows your voice command replaces the digit. • While you are recording a message, ASR is temporarily disabled, therefore you cannot issue spoken commands to access options like pause and erase. If you attempt to issue a spoken command while you are recording, your recording will include the command you issued. To access the pause and erase options, you must press the appropriate dialpad digits. • You cannot use ASR to set up your e-mail password (see page 85). For security reasons, you must enter your e-mail password characters by pressing the appro- priate dialpad digits. Entering passwords this way prevents others from overhear- ing your password. • If the system cannot interpret your voice commands for three consecutive attempts, ASR is temporarily disabled by the system for the current call. You can still complete tasks using the dialpad digits; however, you will no longer be prompted to say a command. • You can temporarily disable ASR for the current call by selecting option eight from the main menu. # #

FINDING YOUR WAY WHAT YOU SEE AND HEAR As you can see, your Model 8664/8665 and telephone system come equipped with many features. To help you understand what everything means, it is recommended that you read the following information before you use your endpoint: • If you hear four fast tones or repeating fast tones (reorder tone), you have pressed an invalid button 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. • 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 over. • “Off-hook” means that your endpoint is ready to make a call. To go off-hook or make a call, press and release . You hear dial tone and the display prompts you to enter an extension number. “On-hook” means that the endpoint is not in use and you can receive calls. To go on-hook or to end a call, press and release . SOFTWARE COMPATIBILITY Depending upon which software version your telephone system is using, some of the features included in this guide may not be available for your endpoint. Check with your system administrator to see which software version your telephone system cur- rently uses and if there are any features restrictions for your system. Your Model 8664/8665 is compatible with the following Inter-Tel software: • Inter-Tel® 5000 system software v1.0 and later • Axxess® system software v8.2 and later • Unified Communicator® v2.1 and later • Enterprise® Messaging v1.0 and later • SpectraLink® NetLink SVP Server Vxxx.110 or later

GETTING STARTED Getting Started SECTION CONTENTS PAGE Introduction . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 20 Turning Your Endpoint On and Off . . . . . . . . . . . . . . . . . . . . . . 20 Setting Up Voice Mail. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 21 Initializing Your Mailbox . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 21 Recording Your Personal Greetings. . . . . . . . . . . . . . . . . . . . 22 Recording Your Voice Mail Directory Name. . . . . . . . . . . . . . 23 Making and Receiving Calls . . . . . . . . . . . . . . . . . . . . . . . . . . . . 24 Intercom Calls . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 24 Outside Calls . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 26 Emergency Calls . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 27 Call Waiting . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 27 Placing Calls On Hold . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 28 Placing Conference Calls . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 29 Transferring Calls . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 30 To Another Extension. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 30 To Voice Mail . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 30 To an Outside Number. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 30 Using Reverse Transfer. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 31 Forwarding Calls . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 32 Manual Call Forwarding . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 32 Automatic System Forwarding . . . . . . . . . . . . . . . . . . . . . . . . 33 Redirect Calls. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 33 Redialing a Number . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 34 Displaying Information on Your Endpoint. . . . . . . . . . . . . . . . . 35 Date, Time, Name, and Extension Number . . . . . . . . . . . . . . 35 Outside Party’s Name/Number. . . . . . . . . . . . . . . . . . . . . . . . 35 Using the Mute Feature . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 35 Using the Message Feature. . . . . . . . . . . . . . . . . . . . . . . . . . . . . 36 Leaving Messages . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 36 Retrieving Messages . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 37 Accessing Your Mailbox . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 38 Disabling and Enabling ASR. . . . . . . . . . . . . . . . . . . . . . . . . . . . 39 Accessing Voice Mail Messages . . . . . . . . . . . . . . . . . . . . . . . . 40 Listening to Messages . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 40 Recovering Deleted Voice Mail Messages. . . . . . . . . . . . . . . 42 Recording and Sending Voice Mail Messages. . . . . . . . . . . . 43 Canceling Unheard Voice Mail Messages . . . . . . . . . . . . . . . 45 Using Do-Not-Disturb Mode . . . . . . . . . . . . . . . . . . . . . . . . . . . . 46 Using Reminder Messages . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 48

GETTING STARTED INTRODUCTION Now that you know what your Model 8664/8665 endpoint 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. TURNING YOUR ENDPOINT ON AND OFF The and buttons are used to power on and power off the endpoint as well as begin and end calls. To turn the Model 8664/8665 endpoint on: Press and hold (the Power On button) for about one second. Two chirps will sound. When the button is released, the in-service tone sounds and the extension num- ber is displayed. The endpoint is now in idle mode and ready to receive calls. NOTE: It is recommended that you keep your endpoint in idle mode (see page 10) and always return it to the charger when you are not using it. To turn the Model 8664/8665 endpoint off: While in idle mode press and hold (the Power Off button). One chirp will sound and the endpoint will turn off. The endpoint cannot be turned off during a call. You must end the call before you can turn the endpoint off.

GETTING STARTED SETTING UP VOICE MAIL To begin using your mailbox you will need to complete a few basic set-up procedures to initialize your mailbox, customize your personal greetings, and record your voice mail directory name. All of the options used for voice mail features in this user guide are presented as numeric entries which correspond to the voice prompts from the system. Although you can access voice mail display prompts by pressing , note that the display option numbers DO NOT correspond to the numeric entries in these instruc- tions. It is recommended that you follow the voice prompts and these instructions when completing voice mail tasks. NOTE: If your telephone system uses Enterprise Messaging (EM), your mailbox may have the Automatic Speech Recognition (ASR) feature enabled. When ASR is enabled for your mailbox, you have the option of issuing a spoken command or pressing a dial- pad button. See page 16 for ASR guidelines. ALSO: If your mailbox has E-Mail Reader enabled, you have an advanced mailbox. See page 81 for information and instructions about using E-Mail Reader features. Initializing Your Mailbox To access voice mail, the first thing you need to do is initialize your mailbox. This allows you to change the default password for your mailbox, record your name for the company directories, and listen to the voice mail introduction. To initialize your mailbox: 1. Press . 2. Dial the voice mail extension number. (You hear the main menu.) NOTE: If you don’t know what the voice mail extension number is, check with your system administrator. 3. Say “Login” or press to identify yourself as a subscriber. 4. Enter your mailbox number using the dialpad digits. 5. Enter your default password using the dialpad digits. NOTE: Your mailbox number is your default password. If you want a password, enter a new password using digits 0-9 (up to 12 digits), and then press when you are done. The messaging system plays back your password. If you do not want to use a password, just press . 6. Say “Accept” or press to accept the entry or say “Erase” or press to erase and re-enter your password. The system prompts you to record your direc- tory name. MENU * # # # 3

GETTING STARTED 7. After the tone, record your first and last name. 8. When prompted, do one of the following: • Say “Accept” or press again to accept the name. • Say “Replay” or press to replay the name you just recorded. • Say “Append” or press to add to your name. • Say “Re-record” or press to erase and re-record your name. NOTE: The system then plays a prompt that introduces you to the basic voice mail system features. You can skip this introduction by saying “Skip” or by pressing , if desired. Recording Your Personal Greetings You can store two different personal greetings in your voice mailbox: a primary and an alternate. You may change or choose to use either greeting at any time. 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 (say “Operator” or press to return to the operator) 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, 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, leave a detailed message, and I will return your call when I return. Thank you. You can also select the System Greeting if you do not want to record a primary or alternate greeting. The system greeting states, “Mailbox number (xxxxx) is not avail- able.” Depending on how your system is programmed, the system greeting may also include, “After the tone, please record your message. When finished, you may hang up to deliver the message or press pound for more options.” # 1 2 3 # 0

GETTING STARTED To record/change your personal greeting: 1. Access your mailbox as described on page 38. 2. Say “Personal” or press to select the Personal Options Menu. 3. Say “Greeting” or press to record or change your personal greeting. 4. Do one of the following: • Say “Primary” or press to record and/or enable your primary greeting. • Say “Alternate” or press to record and/or enable your alternate greeting. • Say “System” or press to enable the system default mailbox greeting. 5. If you selected the system greeting option, hang up. If you selected the primary or alternate greeting option, record your greeting when prompted, then press . If you already have a primary or alternate greeting, it is played when you select primary or alternate. You can then do one of the following: • Say “Accept” or press to accept the greeting. • Say “Replay” or press to replay the greeting. • Say “Append” or press , add to the greeting, and then press . • Say “Erase” or press to erase and re-record the greeting. • Say “Cancel” or press to exit without changing your greeting. 6. Press to hang up. 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. Although you record your name when you first initialize your mailbox, you can change it at any time. To record your directory name: 1. Access your mailbox as described on page 38. 2. Say “Personal” or press to select the Personal Options Menu. 3. Say “Name” or press . Your recorded name is played. 4. Do one of the following: • Say “Accept” or press to accept your recorded name. • Say “Replay” or press to replay your recorded name. • Say “Append” or press to add to your name. • Say “Erase” or press to erase and re-record your name. When you hear a tone, record your first and last name. Then say “Accept” or press to accept your recorded name. 5. Press to hang up. 4 1 1 2 3 # # 1 2 # 3 * 4 2 # 1 2 3 #

GETTING STARTED MAKING AND RECEIVING CALLS Making and receiving calls is the basic purpose of any endpoint. With your endpoint, you can make/receive intercom and outside calls as well as 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 endpoint in your telephone 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. Placing Intercom Calls To place an intercom call: 1. Press . 2. Dial an extension number. 3. Wait for the call to be answered. 4. When finished, press to end the call. If there is no answer or if the endpoint is busy when you place an intercom call, you can do any of the following: • To leave a station message, press the Msg softkey and then hang up. • To leave a voice mail message, press the Msg softkey and wait for the message center to answer. (See page 36 for more message options.) NOTE: This option is only available if the called endpoint has a voice mailbox. • To camp onto a busy extension, stay on the line and wait for the endpoint to become available. Do not hang up. After the system timer expires, you hear music until the endpoint is available. NOTE: You cannot camp on to an endpoint if it is in DND mode. • To request a callback (queue on to the endpoint), press and hang up. When the endpoint is available, your endpoint rings. (To cancel the queue request before the callback, press .) CAUTION Consult your system administrator and your local Inter-Tel servicing company for important information about dialing emergency services from your Model 8664/ 8665 before you begin using it. 6 6

GETTING STARTED The telephone system allows certain devices to be placed in handsfree mode, which means that the user does not have to lift the handset or press a button to answer a call. Although the Model 8664/8665 endpoints do not support handsfree mode, they do support the two features that will override handsfree mode on another extension. To override handsfree mode on an extension that you are calling, you can use the Force Ring feature. If you press before you dial an extension, the called party will need to either pick up the handset or press the answer button to answer the call. To always override handsfree mode on every extension that you call, enable the Ring Intercom Always feature on your endpoint. To place a call that will override handsfree mode: 1. Press . 2. Press . 3. Dial the extension number. To enable/disable the Ring Intercom Always feature: 1. Press . 2. Dial . The current status is shown. If there is no answer or if the endpoint is busy when you place an intercom call, you can do any of the following: • To leave a station message, press the Msg softkey and then hang up. • To leave a voice mail message, press the Msg softkey and wait for the message center to answer. (See page 36 for more message options.) NOTE: This option is only available if the called endpoint has a voice mailbox. • To camp onto a busy extension, stay on the line and wait for the endpoint to become available. Do not hang up. After the system timer expires, you hear music until the endpoint is available. NOTE: You cannot camp on to an endpoint if it is in DND mode. • To request a callback (queue on to the endpoint), press and hang up. When the endpoint is available, your endpoint rings. (To cancel the queue request before the callback, press .) # # 3 7 7 6 6

GETTING STARTED Receiving Intercom Calls When you receive an incoming intercom call, you can either answer the call or redi- rect it. To answer an intercom call: Press . Instead of answering a ringing call, you can press and redirect it with one of the following options: • 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 endpoint in DND mode and blocks the call. (See page 46 for more information about DND mode.) • SEND TO DEST: Redirects the call to the intercom or outside number that you enter. (See page 33 for more information about the Redirect Call feature.) Outside Calls With outside calls, you can talk to people who aren’t members of your telephone sys- tem. 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. Press . 2. EITHER, Press (the default Outgoing Call feature code). OR, Press and select an outgoing Call line (1-4). 3. Dial the desired number. NOTE: If you see a request for an account code and hear a single beep, you must dial an account code before you can place your call (see page 68). After you press , you can press to access one of the following options: • STN SPEED DIAL: Selects the Station Speed-Dial feature. (See page 60.) • SYS SPEED DIAL: Selects the System Speed-Dial feature. (See page 63.) • REDIAL: Redials the last outside number you dialed. (See page 34.) To request a callback (queue on to the line) if all outgoing lines are busy when you try to call out: When you hear busy signals, press and hang up. When the line is available, your endpoint rings. To cancel the queue request before your endpoint rings: Press . MENU 8 LINE FCN 6 6

GETTING STARTED Receiving Outside Calls To receive an outside call: Press . Instead of answering a ringing call, you can press and redirect it with one of the following options: • 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 33 for more information about the Redirect Call feature.) Emergency Calls With the telephone system, you do not have to access an outside line to dial an emer- gency number. To make an emergency call: 1. Press . 2. Dial . A call is automatically placed to the preset emergency number. NOTE: Dial in Europe for emergency services. Call Waiting If you receive a call while you are already on another call, you will hear a “call wait- ing” tone. To respond to a waiting call: End your current call, place it on hold, and/or press to access one of the follow- ing options: • 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 inter- rupting the current call. (You will not see this option if you do not have a mail- box.) • IC CALL TO DND: Places your endpoint in DND mode and blocks the call with- out interrupting the current call. (See page 46 for more information about DND mode.) MENU CAUTION Consult your system administrator and your local Inter-Tel servicing company for important information about dialing emergency services from your Model 8664/ 8665 before you begin using it. 9 1 1 9 9 9 MENU

GETTING STARTED 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 endpoint. It can then be directly picked up at that endpoint or it can be picked up at another endpoint using the Call Pickup (Reverse Transfer) feature (see page 31). • System Hold places the call on hold in the system. You can then pick up the call at any endpoint that has a flashing button for the call, including the endpoint that placed it on hold. NOTE: You cannot place intercom calls on system hold. To place a call on Individual Hold: 1. Press until the Hold softkey is available. 2. Press the Hold softkey. To return to the caller: Press the Hold softkey again. NOTE: When you place a call on hold, the flashing line number on the two-line display indicates which line is holding. If you place a call on hold and return the endpoint to idle mode, the display does not indicate that a call is holding, however, the holding call will recall your endpoint after the recall timer has expired. The default recall timer is set to 60 seconds. To place an outside call on System Hold: 1. EITHER, Press - . OR, Press until the Feat softkey is available and then press the Feat softkey. 2. Dial the System Hold feature code, . 3. Hang up or place another call. To return to a call that is on System Hold: 1. Press . 2. Press the flashing Call line number (1-4). FCN FCN 7 FCN 3 3 5 LINE

GETTING STARTED 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). To place a conference call: 1. While on the first call, press - , or the Conf softkey to place the call on hold. 2. Place another intercom or outside call. 3. Press the Conf softkey to place the second call on hold. (If necessary, repeat this step to place one more call on hold.) 4. Press the Conf softkey twice 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 until the Hold softkey is available. Press the Hold softkey. This places the conference on hold without disconnecting the parties. To return to the conference, press the Hold softkey. • To drop out of the conference: Press and then press the number that cor- responds to the DISCONNECT option. This removes your endpoint from the con- ference, but leaves the other parties connected. • To add parties to the conference: a. Press the Conf softkey to place the conference on hold. b. Place another intercom or outside call. c. Press the Conf softkey twice to join all of the calls together in the confer- ence. • To end the conference and place all parties on individual hold: a. Press the Conf softkey. b. Press until the Hold softkey is available. c. Press the Hold softkey to place all of the parties on individual hold. You can then speak to one party at a time by pressing the Hold softkey. • To mute your microphone: Press the Mute softkey. This turns your microphone off during the conference. If mute is enabled, you can hear the conferenced par- ties, but they cannot hear you. To unmute, press the Mute softkey again. • To transfer the conference to another extension: a. Press . b. Press the number that corresponds to the TRANSFER option. Dial the desired extension number and then hang up when you are ready to complete the transfer. FCN 2 FCN MENU FCN MENU

GETTING STARTED TRANSFERRING CALLS Although transferring calls is considered a basic function of an endpoint, your Model 8664/8665 endpoint has many advanced options for this feature. With your endpoint, you can transfer a call to another extension, voice mail, or even an outside line. To Another Extension 1. Press and then press the number that corresponds to the TRANSFER option. 2. Dial the desired extension number or press for the following options: • OUTSIDE PHONE: Transfers the call to an outside number. • IC DIRECTORY: Provides access to the directory to look up the number (see page 69). • MESSAGE CENTER: Transfers the call to your message center. 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 until the Xfer softkey is available. Press the Xfer softkey twice to return to the caller. NOTE: If you are receiving a transferred call and the Transfer-To-Connect option is enabled for your endpoint, you are automatically connected to the transferred caller once the transferring party hangs up. If this option is disabled, you must press and then select a Call line (1-4) to answer the transferred call. To Voice Mail 1. Press and then press the TRANSFER option. 2. Press and then press the MESSAGE CENTER option. 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). To an Outside Number 1. Press and then press the TRANSFER option. 2. Press and then press the OUTSIDE PHONE option. 3. Dial the desired telephone number. 4. 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: EITHER, Press - twice to return to the caller. OR, Press until the Xfer softkey is available and then press the Xfer softkey twice to return to the caller. MENU MENU FCN LINE MENU MENU MENU MENU FCN 1 FCN

GETTING STARTED USING REVERSE TRANSFER The Reverse Transfer (Call Pick Up) feature allows you to answer a call that is ring- ing or holding at another endpoint. For example, if the attendant transfers a call to you but you have stepped away from your endpoint, you can pick up your call at another endpoint. To answer a call ringing or holding at another endpoint: 1. While in idle mode, press to bring up the two-line display. 2. Dial (the default Reverser Transfer feature code). 3. Dial the extension or hunt group (see page 76) number where the call is ringing or holding. The call is transferred to the endpoint you are using and you are con- nected to the caller. 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. MENU 4

GETTING STARTED 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 num- ber. You can even forward calls to outside numbers, if your endpoint is programmed to allow this. To forward calls: 1. While in idle mode, press to bring up the two-line display. 2. Press the Fwd softkey and then press for the following options: • ALL: All incoming calls are forwarded without ringing at your endpoint. • NO ANSWER: All incoming calls are forwarded if they are not answered before a timer expires. NOTE: Only the installer or system administrator can adjust this timer. • BUSY: When your endpoint is busy, all incoming calls are forwarded without ringing at your endpoint. • NO ANSWER/BUSY: All incoming calls are forwarded if your endpoint is busy or if you do not answer, as described above. 3. Press for the following options: • To forward to an outside telephone number: – Press the number that corresponds to the OUTSIDE PHONE option. – Dial a telephone number or press for the OUTSIDE DIR option. (See page 69 for more information on directories.) • To forward to an extension number: Dial the extension number. OR, press the number that corresponds to the IC DIRECTORY option. (See page 69 for more information on directories.) • To forward to your voice mailbox: Press the number that corresponds to the VOICE MAIL option. • To forward to your message center: Press the number that corresponds to the MESSAGE CENTER option. To cancel any call forward request: 1. While in idle mode, press to bring up the two-line display. 2. Press until the Fwd softkey is available. 3. Press the Fwd softkey and then press . 4. Press the number that corresponds to the FWD OFF option. MENU MENU MENU MENU MENU FCN MENU

GETTING STARTED 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 endpoint. To enable or disable System Forwarding: 1. While in idle mode, press to bring up the two-line display. 2. Dial . Redirect Calls The Redirect Call feature allows you to forward any call that is ringing on your end- point without having to answer the call. NOTE: You cannot redirect calls to an extension that is in DND or to a restricted out- side number. To redirect a call to an extension number: 1. Press . 2. Press the number that corresponds to the SEND TO DEST option. 3. Dial the extension number or press for the IC DIRECTORY option. (See page 69 for more information on directories.) To redirect a call to an outside telephone number: 1. Press . 2. Press the number that corresponds to the SEND TO DEST option. 3. Press and then press the number that corresponds to the OUTSIDE CALL option. 4. Dial the outside telephone number, or use a speed-dial number (see page 60). 5. Press . MENU 3 5 4 MENU MENU MENU MENU #

GETTING STARTED REDIALING A NUMBER The Redial feature allows you to quickly redial the last outside number you dialed. Although most endpoints redial the last number dialed, your system administrator can program your endpoint to redial the last number saved. To use the Last Number Dialed feature: 1. While in idle mode, press to bring up the two-line display. 2. EITHER, Press - . OR, Press until the Redl softkey is available and then press the Redl softkey. A line is selected automatically, and the number is dialed. To save a number if your system uses the Last Number Saved feature: While the endpoint is idle or while listening to intercom dial tone, EITHER, Press - . OR, Press until the Redl softkey is available and then press the Redl softkey. The last number you dialed is saved. To redial a number if your system uses the Last Number Saved feature: 1. While in idle mode, press to bring up the two-line display. 2. Press and select an outgoing Call line (1-4). 3. EITHER, Press - . OR, Press until the Redl softkey is available and then press the Redl softkey. A line is selected automatically, and the saved number is dialed. NOTE: If there is no redial number available, the display shows NO NUMBER TO DIAL. MENU FCN 4 FCN FCN 4 FCN MENU LINE FCN 4 FCN

GETTING STARTED DISPLAYING INFORMATION ON YOUR ENDPOINT In addition to the four lines on the display that are dedicated to the menu, your end- point 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.): 1. EITHER, Press - . OR, Press until the Feat softkey is available and then press the Feat softkey. 2. Dial . Outside Party’s Name/Number 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: 1. EITHER, Press - . OR, Press until the Feat softkey is available and then press the Feat softkey. 2. Dial . NOTE: If there is no outside party name available, the display shows CANNOT ACCESS FEATURE. USING THE MUTE FEATURE Your endpoint has a mute feature, which, when enabled, allows you to hear the other party but they cannot hear you. (This does not put the party on hold.) To use the mute feature: 1. Press until the Mute softkey is available. 2. Press the Mute softkey. To turn the mute feature off: Press the Mute softkey. FCN 7 FCN 3 0 0 FCN 7 FCN 3 7 9 FCN

GETTING STARTED USING THE MESSAGE FEATURE 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 Message feature, you can let the other person know you called. 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 endpoint. • Leave a message with the called party’s message center, (which can be a per- son 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 endpoint. NOTE: To indicate that a message is waiting, the message icon ( ) is displayed. Leaving Messages To leave a station message while on an intercom call: 1. Press until the Msg softkey is available. 2. Press the Msg softkey. 3. Hang up to leave a station message. To leave a voice mail message while on an intercom call: 1. Press until the Msg softkey is available. 2. Press the Msg softkey. 3. Wait for the message center to answer. To leave a silent message without placing an intercom call: 1. While in idle mode, press to bring up the two-line display. 2. Press the Msg softkey. 3. Press and then press the number that corresponds to the LEAVE MES- SAGE option. 4. Dial the desired extension number and hang up to leave a station message. To cancel a message that you left at another endpoint: 1. While in idle mode, press to bring up the two-line display. 2. Press the Msg softkey. 3. Press and then press the number that corresponds to the CANCEL MES- SAGE option. 4. Dial the extension number of the endpoint where you left the message. # FCN FCN MENU MENU MENU MENU

GETTING STARTED Retrieving Messages To indicate that a message is waiting, the message icon ( ) is displayed along with the number of messages you currently have waiting. To retrieve a message: 1. While in idle mode, press to bring up the two-line display. 2. Press the Msg softkey. (If you have more than one message, scroll to the desired message by pressing the Msg softkey.) 3. Press and then press the number that corresponds to the REPLY option. A call is automatically placed to the endpoint or message center (see page 36) that left the message. To cancel a waiting message: 1. While in idle mode, press to bring up the two-line display. 2. Press the Msg softkey. (If you have more than one message, use the Msg softkey to scroll to the desired message.) 3. Press and then press the number that corresponds to the DELETE option to delete the message. # MENU MENU MENU MENU

GETTING STARTED ACCESSING YOUR MAILBOX If you have a message waiting in your mailbox, you must access your mailbox to retrieve it. NOTE: If your telephone system uses Enterprise Messaging (EM), your mailbox may have the Automatic Speech Recognition (ASR) feature enabled. When ASR is enabled for your mailbox, you have the option of issuing a spoken command or pressing a dial- pad button. See page 16 for ASR guidelines. ALSO: If your mailbox has E-Mail Reader enabled, you have an advanced mailbox. See page 81 for information and instructions about using E-Mail Reader features. When you access your mailbox, depending on the voice processing system, enabled features, and mailbox status, you may hear one of the following messages: • Mailbox almost full or full: If your mailbox is full, no new messages can be received until you delete waiting or saved messages. • Quota grace limit reached: The quota grace limit is an EM feature. If this fea- ture is enabled, it allows a mailbox to “overfill” beyond normal capacity. When the quota grace limit has been reached, this announcement is played. • Message count and type: The system announces the number of new and/or saved messages that are in your mailbox. The system also informs you if the mes- sages are priority messages. If E-Mail Reader is enabled for your mailbox, the media type is indicated. • Remote Messaging: The system indicates if the Remote Messaging feature is enabled (see page 57). It also alerts you if a programming error has been detected when attempting to place a Remote Messaging call. To access your mailbox: 1. Press . 2. During or after the greeting, say “Login” or press to identify yourself as a subscriber. 3. Say or enter your mailbox number. 4. Enter your mailbox password (if programmed), then press . If you do not have a password, press to bypass the password prompt. See page 53 for information on programming passwords. NOTE: Generally, saying “Skip” or 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 say “Skip” or press to skip the person’s introduc- tory message and proceed directly to the recording phase. Similarly, while listening to messages, you can say “Skip” or press to skip the system-generated voice prompts and proceed directly to the playback phase. Also, at any menu level, you can say “Cancel” or press to cancel or return to the previous menu. * # # # # # *

GETTING STARTED DISABLING AND ENABLING ASR If your telephone system uses Enterprise Messaging (EM), your mailbox may have the Automatic Speech Recognition (ASR) feature enabled. When ASR is enabled for your mailbox, you have the option of issuing a spoken command or pressing a dialpad button. If your environment prevents you from using ASR, you can temporarily disable it by accessing option number eight on the main subscriber menu. This option disables ASR for that particular call only. Option number eight is used as a toggle, and you can re-enable ASR by pressing the number eight again on the main subscriber menu only. Also, if you press a dialpad digit at the main subscriber menu to access mailbox functions, ASR is automatically turned off and will remain off for the rest of the call. For ASR guidelines, see page 16. NOTE: If your mailbox has E-Mail Reader enabled, you have an advanced mailbox. See page 81 for information and instructions about using E-Mail Reader features. To temporarily disable ASR: 1. Access your mailbox as described on page 38. 2. Say “Disable” or press to disable ASR for the call. NOTE: To enable ASR after disabling it, press until you are back at the main menu. Press to enable ASR. 8 * 8

GETTING STARTED ACCESSING VOICE MAIL MESSAGES When you access your mailbox, you can listen to new and saved voice mail messages. After listening to your voice mail messages you can access the associated options. NOTE: If your telephone system uses Enterprise Messaging (EM), your mailbox may have the Automatic Speech Recognition (ASR) feature enabled. When ASR is enabled for your mailbox, you have the option of issuing a spoken command or pressing a dial- pad button. See page 16 for ASR guidelines. ALSO: If your mailbox has E-Mail Reader enabled, you have an advanced mailbox. See page 81 for information and instructions about using E-Mail Reader features. Listening to Messages To listen to messages: 1. Access your mailbox as described on page 38. 2. If E-Mail Reader is enabled for your mailbox, say “Voice Mail” or press . If E-Mail Reader is not enabled for your mailbox, skip this step. 3. Select one of the following: • Say “New” or press to listen to new messages. • Say “Saved” or press to listen to saved messages. 4. While you are listening to a voice mail message, you can use the following options: • Say “Skip” or press to skip to the end of the recording. • Say “Back up” or press to “rewind” a few seconds and replay the mes- sage. • Say “Pause” or press to pause. (Say “Continue” or press to con- tinue.) • Say “Forward” or press to skip ahead. • Say “Lower” or press to lower the volume. • Say “Envelope” or press to play the message envelope. • Say “Higher” or press to raise the volume. • Say “Save” or press to save the new message in your mailbox. • Say “Delete Message” or press to delete the message. NOTE: You may be prompted to confirm deleting the message. Say “Yes” to delete the message or “No” to cancel the request to delete the message. 1 1 3 # 1 2 # 3 4 5 6 7 9

GETTING STARTED 5. When the message has finished playing, you have the following options: • Say “Replay” or press to replay the message from the beginning. • Say “Reply” or press to reply to the message. You have the following options: – Say “Voice Mail” or press to leave a voice mail message for the caller. If the caller has a mailbox number, you are prompted to verify the desti- nation by saying “Yes” or by pressing . If the number was not associated with a mailbox, the prompt requests a mailbox number. If the message was from an outside caller, you cannot leave a voice mail message. – Say “Call Back” or press to make a return call. Your call will be transferred automatically to the caller’s extension or telephone number, if the number is available. If the user is not available, you will have the option of leaving a voice mail message. If the telephone number is not available, you cannot reply to the mes- sage. • Say “Forward” or press to forward a copy of the message to another subscriber. If you want to include an introduction, say “Record” or press . Otherwise, say “Accept” or press to forward the message without additional comments. • Say “Previous” or press to listen to the previous message. • Say “Envelope” or press to play the introductory message envelope (see page 48 for information on envelope options). • Say “Next” or press to listen to the next message. • Say “Save” or press to save the new message in your mailbox. • Say “Delete Message” or press to delete the message. NOTE: You may be prompted to confirm deleting the message. Say “Yes” to delete the message or “No” to cancel the request to delete the message. 6. Press to hang up. 1 2 1 # 2 3 1 # 4 5 6 7 9

GETTING STARTED Recovering Deleted Voice Mail Messages 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. NOTE: If E-Mail Reader is enabled for your mailbox, you can also recover deleted e- mail and fax messages. See page 91 for instructions about how to recover deleted voice mail, e-mail, and fax messages. To recover deleted voice mail messages: 1. Access your mailbox as described on page 38. 2. Say “Options” or press for Message Options. 3. Say “Recover” or press to access undelete options. 4. EITHER, Say “Listen” or press to listen to your deleted messages and choose which ones to recover. After each message you can: • Say “Replay” or press to replay the message. • Say “Reply” or press to reply to the message. • Say “Forward” or press to forward the message. • Say “Previous’ or press to listen to the previous message. • Say “Envelope” or press to play the message envelope. • Say “Next” or press to listen to the next message. • Say “Recover” or press to recover the message. OR, say “Recover” or press to recover all deleted messages. OR, Say “Purge” or press to permanently delete all deleted messages. 5. Press to hang up. 5 2 1 1 2 3 4 5 6 7 2 3

GETTING STARTED Recording and Sending Voice Mail Messages You can record and send voice mail messages by accessing the record option on the main menu. NOTE: If E-Mail Reader is enabled for your mailbox, a reply to an e-mail message (see page 87) is a recorded voice message that is attached to the e-mail as a .wav file. To record and send voice mail messages: 1. Access your mailbox as described on page 38. 2. Say “Record” or press . 3. Say or enter the desired mailbox number or group list number. The system announces the name assigned to the mailbox number or group list number. You have the following options: • Say “Yes” or press to accept the subscriber’s name. • Say “No” or press to start over. 4. Record your message after the tone. While recording, you have the following options: • Press to pause while recording. (Say “Continue” or press to con- tinue.) • Press to erase and re-record your message. 5. When finished recording, you can press to access the following options: • Say “Send” or press to send the message and return to the voice mail options. • Say “Cancel” or press to cancel the recording. • Say “Replay” or press to replay your message. • Say “Append” or press to add to your message. • Say “Erase” or press to erase and re-record your message. 2 # * 2 # 3 # # * 1 2 3

GETTING STARTED • Say “Copy” or press to copy your message to other mailboxes. Say or enter the desired mailbox number or group list number. The system announces the name assigned to the mailbox number or group list number. You have the following options: – Say “Yes” or press to accept the subscriber’s name. – Say “No” or press to start over. Press when you are done adding mailboxes. • Say “Options” or press to use the special delivery options. You can then use one or more of the following options: – Say “Private” or press to mark the message “private.” (This pre- vents the recipient from forwarding it to other subscribers.) – Say “Certified” or press to mark the message “certified.” (When the recipient listens to the message, you will receive a receipt notice.) – Say “Priority” or press to mark the message “priority.” (This will place your message ahead of all other waiting messages in the receiving mailbox.) – Say “Send” or press to send the message and return to the voice mail options. – Say “Cancel” or press to cancel delivery options. NOTE: If you select the copy or special delivery options and then do not respond to the prompts, the system will time out and deliver your message to the original recipient. 6. Press to hang up. 4 # * * 9 1 2 3 # *

GETTING STARTED Canceling Unheard Voice Mail Messages You can cancel unretrieved messages that you have sent to individuals, but not mes- sages that you sent to group lists. To cancel unheard voice mail messages: 1. Access your mailbox as described on page 38. 2. While listening to the voice mail main menu, say “Options” or press for Message Options. 3. Say “Unheard” or press . 4. When prompted, say or enter the number of the mailbox containing the unheard message. 5. Say “Yes” or 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: • Say “Replay” or press to replay the message. • Say “Append” or press to add to the message. • Say “Forward” or press to forward the message to another mailbox. • Say “Previous” or press to listen to the previous message. • Say “Envelope” or press to play the message envelope. • Say “Next” or press to listen to the next message. • Say “Save” or press to save the message in your mailbox. • Say “Delete Message” or press to delete the message. NOTE: You may be prompted to confirm deleting the message. Say “Yes” to delete the message or “No” to cancel the request to delete the message. 6. Press to hang up. 5 1 # 1 2 3 4 5 6 7 9

GETTING STARTED 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 endpoint, except queue callbacks, recalls, and direct ring-in calls. When other users call your endpoint, they hear a repeating signal of four fast tones and, if they have a display endpoint, 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 sys- tem administrator will give you a list of the programmed DND messages. For conve- nience, you should update the following default list. 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 with a display endpoint will then see, “IN MEETING UNTIL 3:30.” To enable DND: 1. While in idle mode, press to bring up the two-line display. 2. Press and then press the number that corresponds to the DND option. DEFAULT MESSAGE NEW MESSAGE DEFAULT MESSAGE NEW MESSAGE 01 DO-NOT-DISTURB 11 OUT OF TOWN ’TIL 02 LEAVE A MESSAGE 12 OUT OF OFFICE 03 IN MEETING UNTIL 13 OUT UNTIL 04 IN MEETING 14 WITH A CLIENT 05 ON VACATION/ HOLIDAY ’TIL 15 WITH A GUEST 06 ON VACATION/ HOLIDAY 16 UNAVAILABLE 07 CALL ME AT 17 IN CONFERENCE 08 AT THE DOCTOR 18 AWAY FROM DESK 09 ON A TRIP 19 GONE HOME 10 ON BREAK 20 OUT TO LUNCH MENU MENU

GETTING STARTED 3. Dial the two-digit number corresponding to the message you want to use. 4. If desired, customize the second display line by dialing the desired numbers or letters as described below: • Remain in numeric mode: Press the dialpad buttons to dial the desired num- bers. Press for a hyphen (-), for a colon (:), the Fwd softkey to leave a space, or press the Mute softkey to backspace. NOTE: Press the Msg softkey to switch back and forth between numeric and alphanumeric mode when you are customizing the second display line. When the icon is displayed, the endpoint is in alphanumeric mode. • Change to alphanumeric mode: Press the dialpad buttons to enter the desired characters. (Refer to the chart below.) The number of times a button is pressed determines which character is entered. For example, 33377744432999 enters “FRIDAY.” When adjoining characters are located under the same button, press the Fwd softkey 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 buttons.) Press Fwd twice to leave a space or press the Mute softkey if you need to backspace. 5. Press and then press the number that corresponds to the ACCEPT option. *The Japanese characters are only available if the Multilingual feature is enabled and Japanese is installed as the secondary language. **The character available depends on the software version. To cancel DND: 1. While in idle mode, press to bring up the two-line display. 2. Press until the DND softkey is available and then press the DND softkey. # * # MENU NUMBER OF TIMES BUTTON IS PRESSED BUTTON 1 2 3 4 5 6 7 8 9 10 11 ENGLISH CHARACTERS JAPANESE CHARACTERS* 1 - & ( ) 1 A I U E O a 2 A B C ' 2 KA KI KU KE KO i 3 D E F ! 3 SA SHI SU SE SO u 4 G H I * 4 TA CHI TSU TE TO e 5 J K L #or /** 5 NA NI NU NE NO o 6 M N O N or # ** 6 HA HI FU HE HO tsu 7 P Q R S 7 MA MI MU ME MO ya 8 T U V ? 8 YA YU YO . , yu 9 W X Y Z 9 RA RI RU RE RO yo 0 @ : . , 0 WA WO N pa ba long MENU FCN

GETTING STARTED USING REMINDER MESSAGES Never be late for a meeting again! With Reminder Messages, you can program your endpoint, up to 24 hours in advance, to alert you at a specified time. At the pro- grammed time, the reminder message signals you with eight short tones, and your dis- play 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 dis- plays interrupt, but do not affect programming.) Your telephone 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. While in idle mode, press to bring up the two-line display. 2. Dial . 3. Dial the desired two-digit number for the message that you want, press and then press the number that corresponds to the ACCEPT option. 4. While the desired message is displayed, press . 5. 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 appropri- ately (e.g., 1400 = 2:00PM). If your system is set for 12-hour display format, press for AM or for PM. To cancel all reminder message requests before they signal you: 1. While in idle mode, press to bring up the two-line display. 2. Dial . To clear a received reminder message: Press . DEFAULT MESSAGE NEW MESSAGE DEFAULT MESSAGE NEW MESSAGE 01 MEETING 11 CALL ENGINEERING 02 STAFF MEETING 12 CALL MARKETING 03 SALES MEETING 13 CALL ACCOUNTING 04 CANCEL MEETING 14 CANCEL DND 05 APPOINTMENT 15 CANCEL CALL FWD 06 PLACE CALL 16 TAKE MEDICATION 07 CALL CLIENT 17 MAKE RESERVATION 08 CALL CUSTOMER 18 REVIEW SCHEDULE 09 CALL HOME 19 LUNCH 10 CALL CORPORATE 20 REMINDER MENU 3 0 5 MENU # # 1 2 MENU 3 0 6 *

MOVING ON Moving On SECTION CONTENTS PAGE Introduction . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 50 Setting Endpoint Preferences. . . . . . . . . . . . . . . . . . . . . . . . . . . 50 Changing the Ring Type. . . . . . . . . . . . . . . . . . . . . . . . . . . . . 51 Setting Noise Options. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 51 Enabling Push-to-Talk . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 52 Selecting a Push-to-Talk Channel . . . . . . . . . . . . . . . . . . . . . 52 Setting Mailbox Preferences. . . . . . . . . . . . . . . . . . . . . . . . . . . . 53 Changing Your Mailbox Password . . . . . . . . . . . . . . . . . . . . . 53 Changing the Voice Mail Message Envelope. . . . . . . . . . . . . 54 Changing the Call Screening Transfer Method . . . . . . . . . . . 55 Programming a Fax Destination. . . . . . . . . . . . . . . . . . . . . . . 56 Changing the Message Search Order . . . . . . . . . . . . . . . . . . 56 Programming Remote Messaging . . . . . . . . . . . . . . . . . . . . . 57 Changing Volume Levels . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 59 Returning to Default Operation. . . . . . . . . . . . . . . . . . . . . . . . . . 59 Speed Dialing . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 60 Station Speed Dial . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 60 System Speed Dial. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 63 Using Record-A-Call . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 64 Paging . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 65 Making Pages. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 65 Performing a “Hookflash” During a Call . . . . . . . . . . . . . . . . . . 66 Programming Softkeys . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 66 Feature Buttons . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 66 DSS/BLF Buttons . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 67 Using Account Codes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 68 Screening Calls . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 69 Using the Directories. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 69 Telephone Directory. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 69 Voice Mail Directory . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 71 Programming Remote Feature Access . . . . . . . . . . . . . . . . . . . 73 Remote Access Password . . . . . . . . . . . . . . . . . . . . . . . . . . . 73 Remote Feature Access. . . . . . . . . . . . . . . . . . . . . . . . . . . . . 74 Requesting Agent Help . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 75 Working in Hunt Groups . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 76 Hunt Group Calls Enabled/Disabled. . . . . . . . . . . . . . . . . . . . 76 ACD Hunt Groups . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 76 Using the Push-to-Talk Feature . . . . . . . . . . . . . . . . . . . . . . . . . 79

MOVING ON 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 set preferences for your endpoint, program buttons, use directories, access your voice mailbox remotely, and perform various other func- tions. SETTING ENDPOINT PREFERENCES Your endpoint is automatically set to specific defaults. You can, however, configure many of these settings at any time. Customizable features on your endpoint include changing the ring type, eliminating background noise with the high noise feature, enabling and disabling the Push-to-Talk (PTT) feature (Model 8665 only), and select- ing a PTT channel (Model 8665 only). An asterisk (*) indicates that an option is selected. When the endpoint is in idle mode, press to display user options. To navigate through the menu, use the buttons listed in the following table. NOTE: In addition to the endpoint configuration options mentioned above, you can view certain administrator settings from this menu such as IP Address, etc. Only your administrator can change these options. BUTTON ACTION Displays the next menu item Displays the previous menu item Selects or edits the item Returns to the previous menu level Exits the menus FCN # * 0 FCN

MOVING ON Changing the Ring Type The ability to change your endpoint’s ring type is helpful in close-quartered environ- ments. Ring types include Normal Ring, Vibrator Ring, Vib/Norm Ring. To select the ring type for your endpoint: 1. While in idle mode, press . 2. Press to edit Ring Type. 3. Press to edit the Telephone Ring. 4. Press and to view the three available ring types. Options include: • Normal Ring: Uses the factory default ring type. • Vibrator Ring: Causes the endpoint to vibrate for a non-audible call alert. • Vib/Norm Ring: Causes the endpoint to vibrate for five seconds and then ring. 5. Press to select the ring type. 6. Press to exit out of the menus and return the endpoint to the idle display. Setting Noise Options The wireless endpoint has three noise options that you can set. The High and Severe noise options adjust the audio on the endpoint to account for excessive background noise. To set noise options: 1. While in idle mode, press . 2. Press once and then press to edit High Noise Mode. 3. Press and to view the three available high noise options. Options include: • Normal: Used for most office environments. • High: Used for moderate background noise. • Severe: Used for extremely noisy conditions. 4. After you select an option, press to exit out of the menus and return the end- point to the idle display. FCN 0 0 # * 0 FCN FCN # 0 # * FCN

MOVING ON Enabling Push-to-Talk 1. While in idle mode, press . 2. Press until the Push-to-Talk option is available. 3. Press to edit Push-to-Talk. 4. Press . The Enable/Disable option is displayed. 5. Press to edit Enable/Disable. 6. Press to enable/disable the Push-to-Talk feature. 7. Press to exit out of the menus and return the endpoint to the idle display. Selecting a Push-to-Talk Channel 1. While in idle mode, press . 2. Press until the Push-to-Talk option is available. 3. Press to edit Push-to-Talk. The Channel option is displayed. 4. Press to edit the Channel and select a channel (1-8) for two-way radio transmission (1-8). 5. Press to exit out of the menus and return the endpoint to the idle display. FCN # 0 # 0 0 FCN FCN # 0 0 FCN

MOVING ON SETTING MAILBOX PREFERENCES Your mailbox contains personal options to allow you to customize voice mail func- tions. However, before you change your voice mail options, you must first initialize your mailbox (see page 21). NOTE: If your telephone system uses Enterprise Messaging (EM), your mailbox may have the Automatic Speech Recognition (ASR) feature enabled. When ASR is enabled for your mailbox, you have the option of issuing a spoken command or pressing a dial- pad button. See page 16 for ASR guidelines. ALSO: If your mailbox has E-Mail Reader enabled, you have an advanced mailbox. See page 81 for information and instructions about using E-Mail Reader features. Changing Your Mailbox Password Your password prevents unauthorized access to your mailbox. When you first initial- ize your mailbox, you are prompted to change your password from the default (your mailbox number). You can change your mailbox password at any time. The new password can be up to 12 digits long and must be numeric. To change your mailbox password: 1. Access your mailbox as described on page 38. 2. Say “Personal” or press to select the Personal Options Menu. 3. Say “Password” or press . If you want a password, enter a new password using digits 0-9 (up to 12 digits), and then press when you are done. The messaging system plays back your password. If you do not want to use a password, just say “Skip” or press . 4. Say “Accept” or press to accept the password as entered or say “Re-enter” or press to erase and re-enter your password. 5. Press to hang up. 4 3 # # # 3

MOVING ON Changing the Voice Mail Message Envelope When you receive a voice mail message, the voice mail system plays 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. NOTE: If E-Mail Reader is enabled for your mailbox, you can also change your e-mail and fax message envelopes. See page 92 for instructions about how to change your voice mail, e-mail, and fax message envelopes. To change your voice mail message envelope: 1. Access your mailbox as described on page 38. 2. Say “Personal” or press to select the Personal Options Menu. 3. Say “Envelope” or press to select the Message Envelope Options Menu. You can then do any of the following: • Say “Time, Date” or press to enable or disable the time and date options. • Say “Source” or press to enable or disable the message source option. • Say “Length” or press to enable or disable the message length option. • Say “All Options” or press to enable all options and return to the Per- sonal Options Menu. • Say “None” or press to disable the entire envelope and return to the Personal Options Menu. • Say “Accept” or press to accept the changes. • Say “Cancel” or press to return to the Personal Options Menu. 4. Press to hang up. 4 4 1 2 3 4 5 # *

MOVING ON Changing the Call Screening Transfer Method NOTE: The Call Screening feature is available only if it is enabled for your mailbox. Contact your voice mail administrator to see if this feature is enabled for your mailbox. Depending on the transfer method you select, calls that are transferred from your mailbox may be one of the following: • Unannounced Calls: Calls are sent directly to your extension. • 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).” Then the call is sent to your extension. • 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 69 for instructions about using the call screening feature. To change your transfer method (if enabled): 1. Access your mailbox as described on page 38. 2. Say “Personal” or press to select the Personal Options Menu. 3. Say “More” or press for More Options. 4. Say “Transfer” or press . The system tells you what your current transfer method is. You can then select the desired transfer method, as follows: • Say “Unannounced” or press to select unannounced transfers. • Say “Screened” or press to select screened transfers. • Say “Announce” or press to select announce-only transfers. • Say “Cancel” or press to return to the Personal Options Menu without making changes. 5. Press to hang up. 4 9 5 1 2 3 *

MOVING ON Programming a Fax Destination With the Inter-Tel voice processing system, when you specify a fax destination num- ber for your mailbox, callers can access your mailbox to send a fax to your fax machine. To change your fax destination number: 1. Access your mailbox as described on page 38. 2. Say “Personal” or press to select the Personal Options Menu. 3. Say “More” or press for More Options. 4. Say “Number” or press . 5. Say or enter the number of your fax destination. (If you entered the letters using the dialpad, press when you are done.) 6. EITHER, say “Accept” or press to accept the number. OR, say “Re-enter” and press to erase and re-enter the number. 7. Press to hang up. Changing the Message Search Order You can change the order in which you retrieve your messages based on the date and time you receive them. When more than one message is left in your mailbox, they are available for you to access in the order you specify. The search order, can be config- ured as first in/first out, or last in/first out. NOTE: If E-Mail Reader is enabled for your mailbox, when you change the message search order, your changes apply to your voice mail, e-mail, and fax messages. To change the message search order: 1. Access your mailbox as described on page 38. 2. Say “Personal” or press to select the Personal Options Menu. 3. Say “More” or press for More Options. 4. Say “Order” or press for the Message Search Order. 5. Select one of the following options: • Say “New” or press to change the search order for new messages. • Say “Saved” or press to change the search order for saved messages. 6. Your current message search order is played. Select one of the following options: • Say “First” or press to retrieve the earliest-received messages first (First In/First Out). • Say “Last” or press to retrieve the latest-received messages first (Last In/First Out). • Say “Cancel” or press to return to the Personal Options Menu without making changes. 7. Press to hang up. 4 9 1 # # 3 4 9 2 1 2 1 2 *

MOVING ON Programming Remote Messaging NOTE: The Remote Messaging feature is available only if it is enabled for your mail- box. Contact your voice mail administrator to see if this feature is enabled for your mail- box. ALSO: The remote messaging feature is supported for voice mail messages only. If E- Mail Reader is enabled for your mailbox, you cannot use remote messaging for e-mail and fax messages. With Remote Messaging, you can program voice mail to call you when your mailbox receives new voice mail 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 voice mail 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.

MOVING ON To set up remote messaging for voice mail messages (if enabled): 1. Access your mailbox as described on page 38. 2. Say “Personal” or press to select the Personal Options Menu. 3. Say “Remote” or press . You have the following options: • Say “Primary” or press to set up a primary cascade. • Say “Alternate” or press to set up an alternate cascade. 4. Say “Level” or press and then say or enter the number (1-9) of the level you wish to program. You then have the following options: • To set up or change an extension or outside number: – Say “Number” or press . – EITHER, say “Internal” or press for an extension number. OR, say “Outside” or press for an outside number. – Say or enter the number. • To set up or change pager notification: – Say “Pager” or press . – Say “Personal” or press . Say “Change” or press to enable or disable the number. 5. Say “Days” or press . Then select one of the following: • Say “Weekdays” or press for Monday-Friday. • Say “Days” or press for all days. • Say “Day” or press to select individual days. You are prompted to say or press numbers 1-7 which correspond to the days Sunday through Satur- day. 6. Say “Time” or press . Then say or enter the times you want the message notification to start and stop. Enter or say the times with two digits for the hour and two digits for the minutes (e.g., 0900 = 9:00). If entering the time in 12-hour format: • Say “AM” or press for AM. • Say “PM” or press for PM. NOTE: For 24-hour notification, program the starting and ending times to be the same. 7. Say “Category” or press . You have the following options: • Say “All Messages” or press for all messages. • Say “Priority” or press for priority messages only. 8. Hang up or press to save the settings and exit. NOTE: If for some reason voice mail is not able to use your remote notification, your mailbox will receive a message stating that notification could not be completed. 4 5 1 2 1 2 1 2 1 2 1 3 1 2 3 2 1 2 4 1 2 #

MOVING ON CHANGING VOLUME LEVELS You can change the volume level of the handset on the Model 8664 and Model 8665 endpoints with the volume buttons located on the side of the endpoint (see page 4 and page 5 for photos). NOTE: The ring volume is also adjustable for the Model 8665 endpoint. To adjust the ring volume for the Model 8665, use the volume buttons as indicated below. To change the volume level of the handset, press the Up button on the side of the end- point to increase the volume. Press the Down button on the side of the endpoint to decrease the volume. Your changes are automatically saved. RETURNING TO DEFAULT OPERATION You can return your endpoint to default levels at any time. This feature cancels DND, manual call forwarding, and queue requests; and restores pages, hunt group calls, and system forwarding all at once. To return your endpoint to default: 1. While in idle mode, press to bring up the two-line display. 2. Dial . The message STATION DEFAULTED is displayed. MENU 3 9 4

MOVING ON SPEED DIALING Speed dialing allows you (and your system administrator) to store frequently dialed numbers for easy dialing. Each number is stored on your endpoint (Station Speed Dial) or in the telephone 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 system supports both sta- tion and System Speed-Dial numbers, you can have access to over 5000 stored num- bers. Station Speed Dial You can program and use up to ten personal speed-dial numbers on your endpoint. In addition, if you have programmable softkey buttons, you can program them as speed- dial buttons for one-touch dialing. To use a speed-dial button, you must: • Store the number in a speed-dial location. • Use the StSp softkey ( - ) or the SySp softkey ( - ) to access the stored numbers. • Program an available softkey as a speed-dial button by associating the speed-dial location with the button. NOTE: You can use the Speed-Dial feature even if your endpoint does not have programmable softkey buttons. Programming Station Speed-Dial Numbers To store a speed-dial number, use the Station Speed-Dial Programming feature code to program the number in a speed-dial location. Use the following table to list the numbers that you store in speed-dial locations 0-9. FCN 6 FCN 5 0 _______________________ 5 _______________________ 1 _______________________ 6 _______________________ 2 _______________________ 7 _______________________ 3 _______________________ 8 _______________________ 4 _______________________ 9 _______________________

MOVING ON To store a number in a Speed-Dial location: 1. While in idle mode, press to bring up the two-line display. 2. Dial . 3. Dial the speed-dial location (0-9) you want to program. 4. Enter the desired name for the speed-dial number, as described below: • Alphanumeric mode: Press the dialpad buttons to enter the desired charac- ters. (Refer to the chart on page 70.) The number of times a button is pressed determines which character is entered. For example, 533266 would enter “JEAN.” When adjoining characters are located under the same button, press the Fwd softkey once to advance to the next character. For example, 66 Fwd 6667776 would enter “NORM.” (Note that letters correspond to the letters printed on dialpad buttons 2-9.) Press Fwd twice to leave a space. Press the Mute softkey if you need to backspace. • Press to save the name. 5. Dial the extension number or telephone number to be stored, as described below: • Numeric mode: Press the dialpad buttons to dial the desired numbers. NOTE: You cannot use hyphens or colons in the telephone number. If your number includes an asterisk, pound, hookflash, or pause, press and use the menu options to enter the special character. • Press to save the number. NOTE: To dial outside telephone numbers without first selecting an outgoing line, enter the Outgoing Call access code (default is ) before the outside telephone num- ber.ber. To erase a Station Speed-Dial name and/or number: 1. While in idle mode, press to bring up the two-line display. 2. Dial . 3. Dial the desired location code (0-9) you want to erase. 4. Press the Mute softkey repeatedly until the name is erased. 5. Press to continue. 6. Press Mute repeatedly until the number is erased. 7. Press to save the changes. MENU 3 8 3 # MENU # 8 MENU 3 8 3 # #

MOVING ON Creating Station Speed-Dial Buttons If your telephone system supports it, you can program the programmable softkeys (Pgm1- 5) as speed-dial buttons by selecting a speed-dial number to associate with the button. NOTE: Before you program a speed-dial button, you need to store a number in a speed-dial location (see the previous instructions). To program a speed-dial button: 1. While in idle mode, press to bring up the two-line display. 2. Press until the programmable softkeys (Pgm 1- 5) are available. 3. Dial . 4. Press the programmable softkey you want to program as a speed-dial button. 5. Dial . 6. Dial the speed-dial location (0-9) or select the location on your display that con- tains the number you want to associate with the button. To view how your Station Speed-Dial buttons are programmed: 1. While in idle mode, press to bring up the two-line display. 2. Press until the programmable softkeys (Pgm 1- 5) are available. 3. Dial . 4. Press the desired Station Speed-Dial button. The name and number are dis- played. 5. Press to exit. Dialing Station Speed-Dial Numbers To dial a Station Speed-Dial number using a location number: 1. While in idle mode, press to bring up the two-line display. 2. EITHER, Press - . OR, Press until the StSp softkey is available and then press the StSp softkey. 3. Press the number that corresponds to the desired Station Speed-Dial location number (0-9). To dial a Station Speed-Dial number using a speed-dial button: 1. While in idle mode, press to bring up the two-line display. 2. EITHER, Press , followed by the number or character that corresponds to the speed-dial button. (For example, press - to dial the speed-dial number programmed under the Pgm1 softkey.) OR, Press until the speed-dial buttons are displayed, and then press the appropriate speed-dial button (Pgm1- 5). MENU FCN 3 9 7 3 8 2 MENU FCN 3 9 6 # MENU FCN 6 FCN MENU FCN FCN 8 FCN

MOVING ON System Speed Dial Your system administrator can store several speed dial numbers in the system speed dial locations. Depending on the size of your system, you can access up to 1000 or up to 5000 system speed dial locations, if they have been programmed. To view and dial System Speed-Dial numbers: 1. While in idle mode, press to bring up the two-line display. 2. EITHER, Press - . OR, Press until the SySp softkey is available and then press the SySp soft- key. 3. Dial the location code (000-999 or 0000-4999) and press to view the num- ber. 4. When the number is displayed, press for the following options: • PREVIOUS: Displays the previous location code on the System Speed-Dial list. • NEXT: Displays the next location code on the System Speed-Dial list. • START OVER: Returns to step 4 (above). • CALL: Automatically calls the number displayed. MENU FCN 5 FCN # MENU

MOVING ON USING RECORD-A-CALL NOTE: This feature is not supported on peer-to-peer (P2P) calls. Ask your system administrator if your endpoint is configured to use P2P audio. If your telephone system is equipped with a 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. NOTE: The Record-A-Call feature remains active after the other party hangs up. This allows you to append the recorded call with your own message. To use the Record-A-Call feature while on a call: 1. EITHER, Press - . OR, Press until the Feat softkey is available and then press the Feat softkey. 2. Dial . 3. If required, dial the desired mailbox number. (Your endpoint may be pro- grammed 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 the Feat softkey and then dial . OR, Press . FCN 7 FCN 3 8 5 3 8 5

MOVING ON PAGING The Paging feature allows you to make an announcement through endpoint speakers or external speakers (if your system is equipped with external paging equipment). To prevent announcements from transmitting through every endpoint 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 below for your convenience. NOTE: Although you can make pages from the Model 8664 and 8665, you cannot receive them. Making Pages To make pages: 1. While in idle mode, press to bring up the two-line display. 2. Dial and then select the desired page zone (0-9). 3. After the tone, make your announcement and hang up. 0 _______________________ 5 _______________________ 1 _______________________ 6 _______________________ 2 _______________________ 7 _______________________ 3 _______________________ 8 _______________________ 4 _______________________ 9 _______________________ MENU 7

MOVING ON 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: 1. EITHER, Press - . OR, Press until the Feat softkey is available and then press the Feat softkey. 2. Dial . NOTE: This features is known as a “Recall” in European systems. PROGRAMMING SOFTKEYS Depending on how your system is programmed, some of your softkeys (Pgm 1-5) may be “user-programmable.” If so, you can program them as feature, Direct Station Selection/Busy Lamp Field (DSS/BLF), or Station Speed-Dial (see page 60) buttons. To view how your programmable softkeys are programmed: 1. While in idle mode, press to bring up the two-line display. 2. Press until the programmable softkeys (Pgm 1-5) are available. 3. Dial . 4. Press the desired programmable softkey. The feature programmed for the soft- key is displayed. NOTE: If the display shows UNDEFINED KEY, the softkey is programmable, but has not yet been programmed. 5. Press to exit. To return all programmable softkeys to their original default values: 1. While in idle mode, press to bring up the two-line display. 2. Dial . Feature Buttons A softkey programmed as a feature button provides a way to quickly access the associ- ated feature. To program a softkey as a feature button: 1. While in idle mode, press to bring up the two-line display. 2. Press until the programmable softkeys (Pgm 1-5) are available. 3. Dial . 4. Press the softkey you want to program. 5. Dial the feature code you want to store under that button. (Refer to page 100 for default feature codes.) FCN 7 FCN 3 3 0 MENU FCN 3 9 6 # MENU 3 9 5 MENU FCN 3 9 7

MOVING ON DSS/BLF Buttons A button programmed as a Direct Station Selection/Busy Lamp Field (DSS/BLF) softkey provides a way to dial the associated extension with one touch. To assign an extension to a DSS/BLF button: 1. While in idle mode, press to bring up the two-line display. 2. Press until the programmable softkeys (Pgm 1-5) are available. 3. Dial . 4. Press the softkey you want to program. 5. Dial the extension number you want to store under that button. Once programmed, you can use your DSS button as follows: • You can place an intercom call to the extension that the DSS button is pro- grammed for by pressing the button once. • You can transfer a call to the extension that the DSS button is programmed for by pressing the button once and hanging up. (For transferred calls that are forwarded to voice mail you will hear repeating double tones.) • You can visually monitor the status of the extension. The DSS/BLF lamps indi- cate the status of the extension or feature assigned to the button. These indica- tions are shown in the table below. NOTE: For the DSS buttons to work as described above, your system administrator must define them as user-programmable in Database Programming. If the lamp is... Then... Solidly lit The associated extension is busy, or the associated feature is enabled. 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. MENU FCN 3 9 7

MOVING ON 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 telephone record reports that the system will periodi- cally print. There are three types of account codes: • Standard account codes are automatically entered into the SMDR report when- ever 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 while on a call: 1. EITHER, Press - . OR, Press until the Feat softkey is available and then press the Feat softkey. 2. Dial . 3. Dial the optional account code. If the account code is not immediately accepted, press . To set an account code for all calls placed from your endpoint: 1. While in idle mode, press to bring up the two-line display. 2. Dial and then the account code. If the account code is not imme- diately accepted, press . This code will be used for all calls made from your endpoint until it is disabled. To disable the account code you set for your endpoint: 1. While in idle mode, press to bring up the two-line display. 2. Dial and press . FCN 7 FCN 3 9 0 # MENU 3 9 1 # MENU 3 9 1 #

MOVING ON SCREENING CALLS If desired, you can screen calls that are transferred from voice mail. This allows you to accept and/or refuse specific calls. Depending on the call screening transfer method you select (see page 55), calls from voice mail may be unannounced, announce only, or screened. When your mailbox is programmed for screened calls, you have the following options when you receive a transfer: • Say “Accept” or press to accept the call. • Say “Replay” or press to replay the announcement. • Say “Voice Mail” or press to send the call to voice mail. • Say “Forward” or press and then enter the extension number to forward the call to another extension. • Say “Refuse” or press to refuse the call. USING THE DIRECTORIES With directories, you can use your endpoint’s dialpad to find names and numbers. You can then use the directory information to make calls, access features, or leave voice mail messages. NOTE: If ASR is enabled for the voice mail directory, you can search the directory using spoken commands (see page 16). Telephone Directory The endpoint 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 endpoint, you can dial the number or press a but- ton to access that extension or feature. NOTE: When using the directories, press the Msg softkey to switch back and forth between numeric and alphanumeric mode. When the icon is displayed, the endpoint is in alpahnumeric mode. # 1 2 3 * #

MOVING ON To search the telephone directory using your dialpad buttons (see table below): 1. While in idle mode, press to bring up the two-line display. 2. Press and then press the number that corresponds to the DIRECTORY option, then select the directory type. If placing a call, choose between OUT- SIDE DIR and IC DIRECTORY. 3. Enter letters or numbers (up to 10 characters) as described below: • Remain in alphanumeric mode: Press the dialpad buttons to enter the desired characters. (Note that letters correspond to the letters printed on dialpad but- tons 2-9.) The number of times a button is pressed determines which charac- ter is entered. For example, 77776444844 would enter “SMITH.” When adjoining characters are located under the same button, press the Fwd soft- key 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 the Mute softkey to backspace. • Change to numeric mode: Press the dialpad buttons to enter an extension number. Press the Mute softkey to backspace. 4. Press and then press the number that corresponds to the SEARCH option. 5. The search results are displayed. EITHER, press for the PREVIOUS, NEXT, and START OVER options. OR, press ACCEPT/CALL to call the name/number displayed. *The Japanese characters are only available if the Multilingual feature is enabled and Japanese is installed as the secondary language. **The character available depends on the software version. MENU MENU MENU MENU NUMBER OF TIMES BUTTON IS PRESSED BUTTON 1 2 3 4 5 6 7 8 9 10 11 ENGLISH CHARACTERS JAPANESE CHARACTERS* 1 - & ( ) 1 A I U E O a 2 A B C ' 2 KA KI KU KE KO i 3 D E F ! 3 SA SHI SU SE SO u 4 G H I * 4 TA CHI TSU TE TO e 5 J K L #or /** 5 NA NI NU NE NO o 6 M N O N or # ** 6 HA HI FU HE HO tsu 7 P Q R S 7 MA MI MU ME MO ya 8 T U V ? 8 YA YU YO . , yu 9 W X Y Z 9 RA RI RU RE RO yo 0 @ : . , 0 WA WO N pa ba long

MOVING ON Voice Mail Directory With the voice mail directory, subscribers and non-subscribers can use ASR (if enabled) or dialpad digits to search for names in the directory. Subscriber names are automatically added to the directory when their mailbox is initialized. ASR may not be able to locate names that are pronounced differently than they are spelled. For these types of names, use the alternate search method of spelling the name using the endpoint dialpad digits (see table below). You begin a search by dialing the system voice mail extension and selecting the direc- tory option. You are prompted to say or spell the name of the mailbox user you want to search for. For example, if you say the name John, the system locates all of the sub- scribers with the first or last name of John. The list of names returned might include the names John Smith, John Jones, John Nielson, David John, Robert John, etc. When one to 10 matches are located, you can browse the list of returned names by selecting the Previous (say “Previous” or press ) and Next (say “Next” or press ) options. The directory lists are circular. That is, when the end of the list is reached, the next name played will be the first name in the directory. When the correct name is played say “Yes” or press to select it. If the system locates more than 10 matches, you can either browse the list using the options mentioned above, or filter the list by responding to the filtering questions gen- erated by the system. Based on your responses, the system filters the list to include first or last name matches only. If the system cannot locate an exact match, it returns the closest match found. To use the dialpad buttons to spell a name: When prompted, press the appropriate dialpad buttons to spell the name. The number of times a button is pressed determines which character is entered, as shown in the table below. When adjoining characters are under the same button, press Fwd to advance to the next character. For example, 5666Fwd66337777 enters “Jones.” NUMBER OF TIMES BUTTON IS PRESSED BUTTON 1 2 3 4 5 1 - & ( ) 1 2 A B C ‘ 2 3 D E F ! 3 4 G H I * 4 5 J K L # 5 6 M N O ñ 6 7 P Q R S 7 8 T U V ? 8 9 W X Y Z 9 0 @ : . , 0 1 3 #

MOVING ON To perform a directory search: 1. Dial the voice mail number. 2. Say “Directory” or press . 3. Say the last name of the person you are searching for or press the appropriate dialpad buttons to spell the name (see page 71). If 10 or fewer matches are located, you can access and browse the list immedi- ately (see step 4.) If the list contains more than 10 matches, you have the option to browse or filter the list. (skip step 4. and see step 5.) 4. If 10 or fewer matches are located, you have the following options: • Say “Yes” or press to accept the name that is played. • Say “Previous” or press to browse to the previous name in the list. • Say “More” or press to hear more information about the subscriber. • Say “Next” or press to browse to the next name in the list. • Say “New” or press to search for a new name. • Say “Cancel” or press to exit the directory. 5. If more than 10 matches are located, the system prompts you to browse or filter the list. Do one of the following: • Say “Yes” or press to browse the list. (See step 4. for options). • Say “No” or press to select the filter option and then respond to one of the following filter questions: – The system begins by asking you if the name you are searching for is the last name. If it is, say “Yes,” press , say the last name, or spell the last name. – If you did not respond to the first question, the system asks if the name you are searching for is the first name. If it is, say “Yes,” press , say the first name, or spell the first name. After the list has been filtered by first or last name, a smaller list of names is returned. You can then browse the list and select the appropriate name (see step 4.) # # 1 2 3 4 * 1 2 1 1

MOVING ON PROGRAMMING REMOTE FEATURE ACCESS If you are away from your desk and forgot to put your endpoint in DND, don’t worry. With the Remote Feature Access, you can place your endpoint in DND or forward calls from any other endpoint on the system. And, if you have a special dial-up line, you can access your endpoint features from an outside line. Remote Access Password Before you use Remote Feature Access, you should program a password, as described below. To change the password from your endpoint: 1. While in idle mode, press to bring up the two-line display. 2. Dial . 3. Enter your current password, followed by . NOTE: Your extension number is your password at default. 4. Enter the new password followed by . You hear a confirmation tone. 5. Enter the new password again for verification followed by . You hear a con- firmation tone. To change the station password using remote programming, see Remote Feature Access. MENU 3 9 2 # # #

MOVING ON Remote Feature Access To access your endpoint from another endpoint: 1. EITHER, Call your Direct Inward System Access number (provided by your system administrator). If required, enter your password. OR, Use any endpoint on the system. 2. Dial . 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. Dial . b. Enter the new password, followed by . c. Enter the new password again for verification, followed by . To turn on DND: a. Dial . b. Enter the message number (01-20) and enter the optional second-line mes- sage text. To turn off DND: Dial . To turn on Call Forward: a. Enter one of the following Call Forward feature codes. All Calls....................... 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: Dial . 5. Press to hang up. 3 5 9 # 3 9 2 # # 3 7 0 3 7 1 3 5 5 3 5 6 3 5 7 3 5 8 3 5 5

MOVING ON REQUESTING AGENT HELP NOTE: This feature is not supported on peer-to-peer (P2P) calls. Ask your system administrator if your endpoint is configured to use P2P audio. 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 endpoint, the endpoint’s microphone is auto- matically muted so that the supervisor cannot be heard unless he or she presses the mute button. If the Agent Help Extension is a single-line endpoint, 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. EITHER, Press - . OR, Press until the Feat softkey is available and then press the Feat softkey. 2. Dial . If you hear repeating tones, the Agent Help feature is not available at your endpoint, you already have four parties in your call, not enough system circuits are currently available, or the Agent Help Extension is in DND. 3. Dial the Agent Help Extension number, if required. (Your endpoint may be pro- grammed 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 respond to an Agent Help request: When you receive an Agent Help request, your endpoint’s display shows REQUESTS HELP. You can do one of the following: • To accept the call: Press . Your microphone is muted and you cannot be heard by either party unless you press the Mute softkey. • To reject the call: Press and then press the number that corresponds to the REJECT HELP option. FCN 7 FCN 3 7 5 MENU

MOVING ON WORKING IN HUNT GROUPS Your system may be programmed with “hunt groups.” Hunt groups are groups of end- points that share a common extension number in addition to having individual exten- sion 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 adminis- trator. Hunt Group Calls Enabled/Disabled If you are a member of a hunt group, you can divert or accept hunt group calls to your extension. To divert or accept hunt group calls: 1. While in idle mode, press to bring up the two-line display. 2. Dial . 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 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 (see Logging In and Out of ACD Hunt Groups). 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 endpoint 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 endpoints and will send calls to the endpoints where agents are logged in. MENU 3 2 4

MOVING ON 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: 1. While in idle mode, press to bring up the two-line display. 2. Dial 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. While in idle mode, press to bring up the two-line display. 2. Dial . The display shows AGENT LOGIN ACD HG #. 3. 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. 4. Do one of the following: • To log into one or more 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 using Agent IDs. • If another Agent ID is already logged in at this endpoint, 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 endpoint. • To log into one or more ACD hunt groups not using 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. 5. Press to return to the two-line display. Repeat this procedure to log into additional ACD groups, if necessary. MENU 3 2 8 MENU 3 2 6 # #

MOVING ON 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 endpoint 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. While in idle mode, press to bring up the two-line display. 2. EITHER, Dial 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, Dial . 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. 3. Press . 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: Dial . NOTE: If you were not logged in to an ACD hunt group, the display shows CANNOT ACCESS RESERVED FEATURE. MENU 3 2 8 3 2 7 3 2 9

MOVING ON USING THE PUSH-TO-TALK FEATURE NOTE: This feature is not available on the Model 8664 endpoint. The Push-to-Talk (PTT) feature allows Model 8665 users to broadcast and receive voice messages among the PTT group by broadcasting the message on a shared chan- nel, similar to the way a handheld, two-way radio operates. The endpoint supports eight multicast channels with the current channel saved in memory on the endpoint (see page 52). When a member of the PTT group broadcasts a message, all members of the group that are monitoring that channel will hear the transmission. A low-volume ring announces the incoming call, and a system message is displayed. When you or another member terminates a broadcast session, the endpoint remains in the receive state. To initiate a PTT broadcast: 1. While in idle mode, press the PTT button located on the right side of the end- point. 2. Wait two seconds to activate the channel before talking. The display screen shows the current active channel, and the “start transmit” sound is played. You may begin talking. 3. Hold the endpoint two inches from your mouth and talk into the microphone. When the PTT button is released, the “end transmit” sound is played. To make or answer a telephone call when you are in a PTT broadcast session: Press . The PTT broadcast is pre-empted by the telephone call. To return to an in-progress PTT broadcast session: Press . The PTT broadcast session becomes active again on your endpoint. To change the volume on a PTT broadcast: Press the Up and Down volume buttons on the side of the endpoint. To mute a PTT broadcast: 1. Press the Mute softkey. The Mute Two-Way Radio? prompt is displayed. 2. Press the Yes softkey. To unmute the broadcast, press the Unmute softkey. To terminate an incoming PTT broadcast: 1. Press the Terminate softkey. 2. Press the Yes softkey. PTT audio is immediately stopped for your endpoint only. NOTE: When you terminate an incoming PTT broadcast, no other endpoint is affected, and only the current broadcast is terminated for the endpoint you are using. You may rejoin an active session by initiating a new PTT call.

USING E-MAIL READER Using E-Mail Reader SECTION CONTENTS PAGE Introduction . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 82 E-Mail Reader Features . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 83 Using Your Advanced Mailbox . . . . . . . . . . . . . . . . . . . . . . . . . . 84 Setting Up Your E-Mail Password . . . . . . . . . . . . . . . . . . . . . . . 85 Accessing E-Mail Messages . . . . . . . . . . . . . . . . . . . . . . . . . . . . 87 Accessing Fax Messages . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 90 Recovering Deleted Messages . . . . . . . . . . . . . . . . . . . . . . . . . . 91 Changing Message Envelopes . . . . . . . . . . . . . . . . . . . . . . . . . . 92 Voice Mail Flowchart (Advanced Mailbox). . . . . . . . . . . . . . . . . 93

USING E-MAIL READER INTRODUCTION Enterprise Messaging (EM) is the voice processing system that provides advanced messaging features with the E-mail Reader feature. This section provides information and instructions about advanced mailbox tasks for users who have E-Mail Reader enabled for their mailbox. If your mailbox does not have E-Mail Reader enabled, you have a standard voice mailbox (see page 13). The instructions for many voice mail tasks are identical for standard voice mailbox and advanced mailbox users, therefore, the instructions for these common mailbox tasks are not repeated in this section. See the following pages for common mailbox tasks: • Initializing your mailbox (see page 21) • Recording your personal greetings (see page 22) • Recording your voice mail directory name (see page 23) • Accessing your mailbox (see page 38) • Disabling and enabling ASR (see page 39) • Accessing voice mail messages (see page 40) • Recording and sending voice mail messages (see page 43) • Canceling unheard voice mail messages (see page 45) • Changing your mailbox password (see page 53) • Changing the call screening transfer method (see page 55) • Programming a fax destination (see page 56) • Changing the message search order (see page 56) • Programming remote messaging (see page 57) • Screening calls (see page 69) • Using the voice mail directory (see page 71) NOTE: For a voice mail flowchart for standard mailbox users, see page 111.

USING E-MAIL READER E-MAIL READER FEATURES When E-Mail Reader has been enabled for your mailbox, you have the advanced mailbox. The advanced mailbox unifies your local voice mail messages and your remote fax and e-mail messages in one convenient location. E-mail Reader uses Text- to-Speech (TTS) capabilities to convert the text in an e-mail message to a .wav file. If E-Mail Reader is enabled for your mailbox, you can access voice mail, e-mail, and fax messages in your mailbox using your endpoint. When you access an e-mail message in your mailbox, E-Mail Reader first announces your e-mail according to the envelope options that you set (see page 92). Then, after the envelope is played, E-Mail Reader reads the text in the body of the message. Once you have listened to your e-mail, you can access additional options to reply, forward, save, or delete the message (see page 87). When you access a fax message, E-Mail Reader announces the fax envelope accord- ing to the envelope options that you set (see page 92). Because a fax message is received by your e-mail account as an attachment to an e-mail message in the form of a .tif file, E-Mail Reader cannot read the text in the body of the fax. To view the fax and read it, you must access it from your e-mail account. With your advanced mailbox you can save, delete, and forward a fax (to another fax machine) using the available menu options, when prompted (see page 90).

USING E-MAIL READER USING YOUR ADVANCED MAILBOX After you set up your mailbox (see page 21), you can use personal or system greetings to let callers know if you are out of town, on a call, etc. You can send messages to individuals and to a group of people if your voice mail administrator has programmed a name for the group. In addition, various options allow you to customize your mail- box, manage your messages, and screen your calls. To allow the system to retrieve e- mail and fax messages from your e-mail account, you must first set up your e-mail password (see page 85). When you access your mailbox (see page 38), the system announces how many new and saved voice mail, fax, and e-mail messages you have in your mailbox. You can choose which type of message you want to access by selecting voice mail, fax, or e- mail from the main subscriber menu. Main menu options include the following: • To access voice mail messages: Say “Voice Mail” or press . • To record voice mail messages: Say “Record” or press . • To access e-mail messages: Say “E-Mail or press . • To access personal mailbox options: Say “Personal” or press . • To access message options: Say “Options” or press . • To access facsimile messages: Say “Facsimile” or press . • To disable ASR (for that call only): Say “Disable” or press . At any menu level, you can say “Cancel” or press to cancel or return to the pre- vious menu or say “Accept” or press to accept. For a voice mail flowchart for advanced mailbox users, see page 93. NOTE: All of the menu options and instructions for using the advanced mailbox are presented as voice commands and numeric entries. If you have a six-line display end- point, you can also access menus and options by pressing the associated menu button on the display. Longer menu options are abbreviated to fit the display. 1 2 3 4 5 6 8 * #

USING E-MAIL READER SETTING UP YOUR E-MAIL PASSWORD When E-Mail Reader is enabled for your mailbox, the EM system prompts you to enter your e-mail password after you or your voice mail administrator do one of the following: • Set up your mailbox (see page 21) • Change your e-mail password for your e-mail client To access your e-mail and fax messages from your advanced mailbox, you must set up your e-mail password. While completing the setup, you cannot use Automatic Speech Recognition (ASR) if it is enabled for your voice mail system. To prevent oth- ers from overhearing your password, you must use the dialpad digits on your endpoint to set up your e-mail password. When setting up your password, the number of times you press a button determines which character is entered, as shown in the table on the following page. Notice that the capital letters and lower case letters require different button presses. As you press the buttons, the system announces the current character to you. For security reasons, it is recommended that you use the handset and not the speakerphone when you set up your e-mail password. E-mail passwords are case-sensitive and your entry must match your e-mail password exactly. Also, your e-mail password cannot include any characters that are not included in the table on the following page, and cannot exceed 40 characters. In addi- tion, your e-mail administrator can set further restrictions for password length, allowed characters, number of attempts etc. Check with your administrator if you encounter any difficulties setting up your e-mail password.

USING E-MAIL READER To enter your e-mail password (see table below): 1. Access your mailbox as described on page 38. The system announces that it was unable to retrieve your e-mail and fax messages, and gives you the following options: • Say “Continue” or press to access your mailbox without access to your e-mail messages. • Say “Password” or press to enter your new e-mail password. NOTE: If your system uses an e-mail server and a separate fax server, you are prompted twice. 2. When prompted, enter your e-mail password using the dialpad digits, and then press . (Refer to the table below to determine which buttons correspond to the characters in your e-mail address.) 3. Your new password is played. You have the following options: • Say “Accept” or press to accept. • Say “Re-enter” or press to erase and re-enter the password. 4. Hang up. *Press seven times for a blank space. # 1 # # 3 NUMBER OF TIMES BUTTON IS PRESSED BUTTON 1 2 3 4 5 6 7 8 9 1 1 - & ( ) _ space* 2 a b c 2 ‘ A B C 3 d e f 3 ! D E F 4 g h i 4 * G H I 5 j k l 5 # J K L 6 m n o 6 M N O 7 p q r s 7 P Q R S 8 t u v 8 ? T U V 9 w x y z 9 W X Y Z 0 0 @ : . , / + 1

USING E-MAIL READER ACCESSING E-MAIL MESSAGES NOTE: By default, the message lamp on your endpoint lights when you receive a new voice mail message. Although the lamp can be programmed for other functions, it can- not be programmed to indicate that you have received a new e-mail message. If you have an advanced mailbox you can access e-mail messages by choosing option three from the main menu. E-Mail Reader does not distinguish between conventional e-mail messages and meeting invitations and responses, such as those created with Microsoft® Outlook®. Therefore, e-mail messages and meeting messages (including invitations, cancellations, and responses) can all be accessed by selecting option three on the main menu. Envelope settings and options are identical for e-mail and meeting messages, however, you can only accept, tentatively accept, and decline meetings using your e-mail application. When you access your e-mail messages, E-Mail Reader first announces the message according to the envelope options you select (see page 92). Then E-Mail Reader reads the text in the body of the message. After you access your message you can replay the message, listen to the next or previous message, replay the message envelope, save the message, or delete the message. In addition, you can reply to the message or for- ward a copy to another recipient. When you select the reply option, you are prompted to record a message and your reply is sent as an attachment in the form of a .wav file. If the e-mail has multiple recipients, you have the option of replying to just the sender, or to all of the recipients. When you forward an e-mail message, the e-mail is converted to a fax and forwarded to the fax destination telephone number you specify. NOTE: The body of Outlook meeting messages contain links that E-Mail Reader inter- prets as text. These links are displayed if you are using a third-party mail application or Outlook Express, but they are hidden in Outlook. For example, Sally User’s supervisor creates a Sales Team meeting invitation in Out- look and sends it to Sally. Sally accepts the meeting and in the body of her acceptance e-mail she writes, “I’m looking forward to attending.” When Sally’s supervisor access Sally’s meeting acceptance using E-Mail Reader, the e-mail is announced according to the supervisor’s e-mail envelope preferences. Then E-Mail Reader reads Sally’s written response followed by the hidden link inserted by Outlook, “I’m looking forward to attend- ing. Microsoft Outlook Web Access: http://TMS-NT-EVS01/Exchange/Sally_User/Inbox/ Accepted%3A%20Sales%20Team%20Meeting-5.EML.”

USING E-MAIL READER To access e-mail messages and the associated options: 1. Access your mailbox as described on page 38. 2. Say “E-Mail” or press to listen to your e-mail messages. Then select one of the following: • Say “New” or press to listen to new messages. • Say “Saved” or press to listen to saved messages. NOTE: If you have a large number of e-mail messages in your in-box (for example, more than 500 messages) you may experience a delay (hear silence) before the first message is played. 3. After the e-mail envelope is played, E-Mail Reader reads the body text of the e- mail message. While you are listening to a message, you can use the following options: • Say “Skip” or press to skip to the end of the recording. • Say “Back up” or press to “rewind” a few seconds and replay the mes- sage. • Say “Pause” or press to pause. Say “Continue” or press to con- tinue. • Say “Forward” or press to skip ahead. • Say “Lower” or press to lower the volume. • Say “Envelope” or press to play the message envelope. • Say “Higher” or press to raise the volume. • Say “Delete Message” or press to delete the message. • Say “Cancel” or press to return to the previous menu. 3 1 3 # 1 2 # 3 4 5 6 9 *