Page 22 Customizing Extensions In addition to line assignments, the following procedures can be used to customize an extension: Display Language to specify the language English, French, or Spanish for messages that appear on a system display phone. Automatic Extension Privacy to prevent other extensions with the same line from joining a call at the extension. Page Changing Settings After Installation Changing Settings after Installation As your business grows or changes, you will probably need to change the way your system was originally programmed.
This section provides some examples and lists the procedures you would use to change settings after installation. For specific details on a procedure, refer to the procedure name in Chapter 5. Centrex services are provided by your local telephone company from a Central Office CO outside your premises.
Page System Programming Options System Programming Options This section discusses programming options that involve multiple procedures such as dialing restrictions and auxiliary equipment settings , as well as features that can be used throughout your system such as Speed Dialing.
Page 26 Controlling Calls on Outside Lines When an extension is allowed access to an outside line, you can use the following procedures to control calling: Outgoing Call Restriction defines the type of calls inside only, local only, or inside, local, and long-distance that users can make from all lines available on an extension.
Table A Pickup Group lets any user in the system answer outside calls for any extension in that group. Calling Group Extensions assigns extensions to one of four Calling Groups. Page 29 SMDR Record Type specifies the type of calls that you want to record for call reporting—either all calls or outgoing calls only. Account Code Entry lets users specify account codes for outside telephone calls; if used, the account codes are included on the call report.
Page Using System Programming Using System Programming System Programming changes settings for the system as a whole, or for individual lines or extensions. You can also use System Programming to set up dialing restrictions, define groups, or set up auxiliary equipment. Refer to the filled-out System Planner when you are changing system settings, and be sure that any changes in programming are recorded there.
Page Telephone Programming Options Telephone Programming Options System telephones are ready to use when they are installed, but they can be customized to meet the needs of your business and individual users. This customization is accomplished through Telephone Programming. If the receptionist should answer all calls, use Line Assignment to assign all lines to extension Set Line Ringing for all lines at extension 10 to Immediate Ring; Page 36 During Centralized Telephone Programming, the display phone at extension 10 or 11 takes on the characteristics of the telephone being programmed, including any System Programming settings and lines assigned to the phone.
To erase the current programming from a button, press the button, then press To change the settings for another extension, press dial the new extension number. To exit programming mode, you can press off-hook, then place it back in the cradle. Page Learning About Telephones Learning About Telephones This chapter explains how system and standard phones work with the system, as well as combination extensions where more than one phone or standard device is installed.
System phones are described first, followed by standard phones on page and combination extensions on page In addition, call handling features are listed on page MLSD, MLSD, and MLSD only Shows date, day, and time when phone is idle, number dialed when placing a call, extension number and name if programmed calling you or transferring a call to you, and duration while a call is in progress.
Page 42 Spkr all models except the MLC Press to turn on and off speaker and microphone if available , so you can dial and have a conversation without lifting the handset. The light next to this button shows when the speaker is turned on. Page Lights Lights Each line button has a green light and a red light. The meaning of these lights varies, depending on whether a button is used to access an outside line, is programmed with a system feature, or is programmed for Auto Dialing an extension number Intercom Auto Dial button.
An intercom call will ring BEEP. Page Hands-Free Answer On Intercom Hfai If you prefer to dial and conduct calls without lifting the handset, you can use the speaker and the microphone instead.
Use these techniques to make calls with the speaker and the microphone if you have one : To make a call without lifting the handset, press then dial the number and you will hear the call ringing. When you use Voice Interrupt on Busy to interrupt another user on a call, the interrupted user hears two beeps before hearing your voice.
Page Ringing Patterns Standard phones can do many of the things that system phones can do, and you can save money by using them in certain situations when a system telephone is not needed. Follow these guidelines when using standard phones: Use standard phones as power failure backups. In the event of a power failure, standard phones at extensions 10, 16, 22, and 28 connect to lines 1, 3, 5, and 7, respectively, for continued operation; Page Dial Tones Dial Tones Standard phones have two different dial tones: Outside dial tone is generated by your local telephone company to indicate that you are connected with an outside line.
Intercom dial tone is generated by the system to indicate that you are connected with an inside line. Do not use Forced Account Code Entry with a standard phone, because the phone will bot be able to get dial tone and make calls.
Page Using Telephones The lights on the system phone show what the standard telephone is doing as well as what the system phone is doing. If Privacy is active at a combination extension, no other extension can join a call in progress at either a system phone or a standard device.
Page Dial-Code Features Dial-Code Features Dial-code features are features that you access by dialing a feature code at the telephone keypad. From a system phone, you can dial followed by the two-digit code or press a programmed Auto Dial button ; from a standard phone, you typically dial have intercom dial tone. Page Overview Using Auxiliary Equipment Overview There are many ways to set up auxiliary equipment—the setup you choose depends upon your needs and the number of devices you have.
This chapter presents some common setups. It does not cover how to physically connect the equipment, or how to program the features.
Page 55 In addition, you can connect the following devices to your system: Doorphones allow visitors to signal extensions by pressing a button on the doorphone; the person who answers a doorphone call can then speak with the visitor at the doorphone. A doorphone is especially useful for providing access to offices or departments after hours. Page If A Device Has Trouble Specialty Handsets are designed for those individuals who need greater functionality than that provided by the handsets on system phones and standard phones.
For example, an amplified handset is available for certain system phones for hard-of-hearing users. In-Range Out-of-Building IROB protectors are required to prevent electrical surges from damaging your system when phones are installed in another building, but on the same continuous property. Page Answering Machines Answering Machines You can use an answering machine to answer calls at night when no one is around, or during business hours when no one can get to the phone. The answering machine is connected to its own extension, and can cover all the lines in the system, or as many lines as you assign to it.
Page Multiple Answering Machines Multiple Answering Machines If a single answering machine cannot handle all your calls, you can set up two or more machines at different extensions Figure so that a call does not go unanswered.
If one answering machine is busy, a second call will be answered by the second machine. Page Personal Answering Machine Personal Answering Machine A personal answering machine is used to answer all the calls that ring at a certain extension Figure It is useful for the following situations: When you do not want to dedicate an extension to an answering machine When the extension receives a lot of intercom calls When outside calls come through a receptionist and are transferred to the extension Call reporting information provides you with the ability to: Detect any unauthorized calls Bill clients or projects Bill back by departments Reduce telephone costs by identifying the need to change telecommunications services like adding a WATS line for calls to a particular area code Page Call Reports Call Reports A call report is a page of information that begins with a header.
The header includes field names that describe the information in each call record. The call record is a line of information that includes the fields shown in Figure If a report cannot print because the printer is jammed or out of paper, the system will store up to 45 records in its memory until they can be printed.
Additional calls will not be recorded. Page Credit Card Scanners Credit Card Scanners Many retail businesses and restaurants use credit card scanners to get instant approval of credit card purchases. The system allows your credit card scanners to share the lines in your system as shown in Figure Page Fax Machines Fax Machines This section suggests several ways you can set up fax machines to work with your system. Page Transferring A Call To The Fax Machine Transferring a Call to the Fax Machine There are two situations in which you would want to transfer a call to your fax machine: You answer an outside call and hear a fax machine signaling.
A fax signal is a single beep sequence— beep.. If you hear this, you should transfer the call immediately to the fax machine extension. If you set the fax extension to select intercom first and the machine has an auto dial feature, program a 9 and a few pauses before each Auto Dial number.
The fax machine has its own line Line A , the number of which is published as the fax number. The fax line can be used by other phones when all other lines are busy.
The fax machine is connected to its own extension extension X. Page Fax Line Saver Fax Line Saver If you do not use your fax machine enough to justify paying for its own outside line, you can put the machine on its own extension.
With this setup, you must transfer calls to it manually. Page Send And Receive Fax Machines Send and Receive Fax Machines If your business has high-volume fax traffic, you can set up two fax machines, one that only sends and the other that only receives.
For example, in Figure , fax 1 is the send machine, fax 2 is the receive machine. Line A is the fax line, the number of which is published as the fax number. Y If the fax machine has the Notify feature, set it to select intercom first.
If the fax machine does not have the Notify feature and you want it to be able to dial out when fax 1 is unavailable, set Automatic Line Selection for extension Y to select outside lines first line A selected last. Page Modems Modems There are several ways to use modems with your system, as described below. NOTE: Modems can connect directly to an extension jack without an adapter.
However, if you connect a high-speed modem through the control unit, you may experience some degradation of efficiency and throughput, depending on the quality of the central office lines connected to the system. This setup makes line A the primary modem line, but keeps the line available for users at other extensions when all other lines are busy. Figure Page Night Service With Auxiliary Equipment Night Service with Auxiliary Equipment You can set up modems, fax machines, and answering machines to receive calls automatically after hours.
When Night Service is on, calls ring immediately at the appropriate extensions, so that no human intervention is required to transfer calls to the fax, modem, or answering machine. Page 75 NOTE: If answering machines are connected to Night Service extensions, you can join a call that was already answered by an answering machine from any system phone. Features are listed in alphabetical order. System Programming procedures include the procedure code and three-digit number in the heading; dial-code features include the feature code F for plus a two-digit code.
Related Features When a user is on a call and Abbreviated Ringing is on, any incoming call rings only once. The green light next to the line button flashes until the call is answered or the caller hangs up or for a transferred call, until it returns to the transfer return extension.
Page Account Code Entry F12 Account Code Entry F12 Description This feature lets a user with a system phone enter an account code up to 16 digits for an outside call incoming or outgoing. An account code is typically used to identify a department, project, or client for charge-back or tracking purposes. Page 86 If a Forced Account Code List exists, you can check to see if an account code is valid when entering or changing an account code by pressing Feature valid, you will hear a denial tone.
Page 87 To enter or change a forced account code: From a system phone, if a password is programmed for the system, you must enter it before lifting the handset. See System Password for more information. Lift the handset or press Press the programmed Account Code Entry button or press If the Account Code Entry button has lights, the green light turns on.
Page Allowed Phone Number Lists Allowed Phone Number Lists Description This System Programming procedure specifies telephone numbers that users can dial regardless of other dialing restrictions, as long as they have access to an outside line. For example, if you restrict an entire category of calls through Disallowed Phone Number Lists , you can permit calls to a specific number in that category by placing that number on an Allowed Phone Number List.
Page Answering Calls Answering Calls Description This section describes how users can answer calls ringing at their own extensions. Related Features A user can answer an outside call, an intercom call, or a transferred call that is ringing at a specific extension or at any extension in a group. Page 92 How to Answer Calls Ringing at Your Extension System Phone You can answer a call on any line that is ringing, or select a specific line if more than one is ringing: When the telephone is ringing, lift the handset.
You are connected to the incoming call. Page Auto Dialing Auto Dialing Description This Telephone Programming procedure lets users dial outside numbers, extension numbers, feature codes, or account codes with a single touch, by pressing a programmed button.
An Auto Dial number can be stored on any programmable button a button with no line assigned on a system phone. Related Features To set up a Fax Management button, program the fax extension number on an Auto Dial button with lights. Enter the phone number up to 20 digits exactly as you would dial it. For example, to program , press Extension Number.
Page Automatic Extension Privacy Automatic Extension Privacy Description This System Programming procedure lets you either allow users to join active calls at an extension or prevent users from joining active calls at the extension.
When Automatic Extension Privacy is Assigned for an extension, other users cannot join active calls at that extension.
Page Automatic Line Selection Automatic Line Selection Description This Telephone Programming procedure determines the line a user is connected to after lifting the handset to make a call.
When the user picks up the handset, the system looks for lines in the order specified by this procedure and selects the first available line.
Page 97 Examples System Phone With Automatic Line Selection at its factory setting, the system first searches to find an idle outside line in numerical order starting with line 1. Then, if all outside lines are busy, the system searches for an idle intercom line. This order can be changed, however, to accommodate your business needs.
Background Music plays the recorded material from the Music On Hold audio source. Related Features Background Music is available only if Music On Hold is active and an audio source is connected to the processor module.
If the Background Music button has lights, the green light turns on. Users can activate this feature from their own extension Call Forwarding or from any other extension in the system Call Follow-Me. Dial the extension number at which you want the calls to ring.
Call Forwarding is activated on a button with lights, the green light is on. To remove Call Forwarding: Press the programmed button or press Dial your extension number twice.
Considerations You can program a Call Pickup button on a system phone to pick up a call ringing at another specified extension with one touch. Any user in the system can ring or page all extensions in a Calling Group at the same time; the first extension to pick up the call is connected to the caller.
Page Conference Calls Conference Calls Description This section explains how to set up conference calls using the system phone or the switchhook on a standard phone. A conference call connects up to five parties including the conference originator in a single call. Users can connect both outside and inside parties in a conference call, but the call cannot include more than two outside parties. Page Using System Phone Set up the call to the first party.
You can call the party, pick up the call from hold, or answer an incoming call. You are connected with the first party. Press Conf The first party is now on hold. Set up the call to the second party. Page Conference Drop F06 Conference Drop F06 Description This feature drops the last outside party added to a conference call, without disconnecting the other parties. Related Features For instructions on setting up conference calls on system and standard phones, see Conference Calls.
You can use Outside Conference Denial to disallow conference calls with multiple outside parties. You should check with your local phone company if you are not sure which type of line is being provided to you. Related Features If you are having difficulty using touch-tone phones on rotary lines, you may need to adjust the Rotary Dialing Timeout This feature is useful for picking up a ringing or held call or joining a call on a line that is not assigned to a phone.
Page Using System Phone If you want, lift the handset. Press a button programmed with Direct Line Pickup—Active Line, then dial the two-digit line number 01—12 of the line you want to pick up or join; or press Intercom If you did not lift the handset, the speaker comes on automatically.
Standard Phone Lift the handset. This feature is useful for accessing a line that is not assigned to a phone. Related Features If a line is in use, users cannot access it with this feature. Related Features You must use Disallowed Phone Number Lists to create up to four lists of disallowed telephone numbers before you use this procedure. Considerations When a Disallowed Phone Number List is assigned to an extension, the list applies to all of the lines to which the extension has access.
For example, you may want to prevent calls to a specific telephone number or to categories of numbers, such as international numbers. Use this procedure to create up to four lists of up to 10 telephone numbers each. The following entries prevent calls to the exchange since area codes have a 0 or 1 as the second digit, entries in the form! Page Display Display Description System display phones have a 2-line, character per line display area on the top-right corner, for calling and programming feedback.
Specifically, the display shows: Current date excluding year , day, and time when the phone is idle Number dialed when making calls Duration of calls call timer Number and name if programmed of the extension calling when receiving an intercom call or transferred call Page Considerations The current date, day, and time is the default display.
The call timer records the time a user is active on a call. It begins when the handset is lifted off-hook and ends when either the handset is placed back in the cradle or the call is placed on hold.
Page Display Language Display Language Description This System Programming procedure identifies the language in which display messages appear if the extension has a system display phone. The language is set for each extension, so phones in the same system can display different languages. Considerations Change the setting to Not Active if a standard device such as a modem or answering machine does not pick up intercom or transferred calls.
Page Do Not Disturb F01 Do Not Disturb F01 Description This feature lets a system phone user press a programmed button to prevent incoming calls for the extension from audibly alerting lights still flash ; but transferred calls that are not answered and return to the extension where Do Not Disturb is active still ring.
Page Doorphone Alert Extensions Doorphone Alert Extensions Description This System Programming procedure identifies up to 24 extensions to signal when a doorphone button is pressed. When a person uses the doorphone, it signals all alert extensions at the same time. If the alert extension is a system phone, the call signals with a unique ding-dong sound to distinguish it from other calls. Page Doorphone Extension And Doorphone Extension and Description These System Programming procedures identify extensions to which doorphones are connected.
A doorphone is usually placed near an entrance, to screen visitors. You can connect up to two doorphones to the system—use Doorphone 1 Extension to identify the extension to which the first doorphone is connected and Doorphone 2 Extension to identify the extension to which the second doorphone is connected.
Page Emergency Phone Number List Emergency Phone Number List Description This System Programming procedure creates a list of up to 10 telephone numbers that all users can dial regardless of dialing restrictions provided they have access to an outside line. Typical list entries include fire, police, and emergency services numbers.
For example, to select the third entry, press The display reads: EmergencyList 03 Data Enter the telephone number. To save the telephone number in memory, you must press At this point: To enter other phone numbers, press entry and repeat Steps 3 and 4.
When a user lifts the handset of an emergency phone, a predetermined outside number is dialed automatically. The emergency phone number might be, for example, the fire department, police, or a poison control center. For example, to program extension 30 as the emergency phone, press To assign or unassign the extension, press value displays.
Page Exclusive Hold F02 Exclusive Hold F02 Description This feature prevents other extensions from picking up outside calls placed on hold at a specific extension with a system phone.
Related Features You can use the fixed Hold button to put calls on regular hold any extension can pick up the held call. Then, when that extension is used to make an intercom call, group call, or transferred call, the name appears on the system display phone receiving the call. Similarly, users receiving a transfer return call see the name of the person assigned to the extension that did not answer the transferred call. Page Programming To assign a name to an extension: Press Feature Enter the number of the extension to be programmed.
For example, to program extension 12, press Press left Intercom 12 Enter Name If a name was previously assigned to this extension, it displays instead.
Enter the two-digit code for each character you want to enter. Page Forced Account Code Entry Forced Account Code Entry Description This System Programming procedure identifies specific extensions at which users must enter an account code prior to making outside calls. The account code can be used to charge telephone calls to a department or client; it prints on call reports if you are using SMDR Station Message Detail Recording or a call accounting package.
For example, to program extension 15, press To assign or unassign Forced Account Code Entry, press until the appropriate value displays. Page Forced Account Code List Forced Account Code List Description This System Programming procedure lets you identify a list of up to 99 account code verification entries for extensions that are forced to enter account codes.
Once a list is created, any user at an extension programmed for Forced Account Code Entry must enter a valid account code—one that matches a list entry— Page Wildcard Characters. You can use wildcard characters in list entries. For example, your company has a three digit account code—the first digit represents the department and the second and third digits represent the individuals in the department. You enter 4!! Doing so allows outside calls to ring directly into a Hunt Group instead of being answered and transferred by the receptionist.
You can assign lines to Hunt Groups 1—7. Page Programming To program a Calling Group button: Press Feature Enter the number of the extension to be programmed with this feature. Press a programmable button. If you want calls to ring the group, press left If you want calls to page the group, press left Dial a Calling Group number 1—4. When an intercom or transferred call is placed to a Hunt Group where G is a Hunt Group number from 1—7 , the system rings or voice signals the first available non-busy extension in the group, passing over busy extensions or those with Do Not Disturb active in a circular hunt.
Page If you have a voice messaging system, you can program Hunt Group 7 Intercom Examples Here are some useful applications for a Hunt Group: Place the extensions of employees who work in a department sharing calls, such as a customer service group, in a Hunt Group so that when a call comes in to the receptionist it may be transferred to the next available extension.
Page To ring or voice signal a Hunt Group manually: Lift the handset and press You hear intercom dial tone. To make a ringing call, dial The next available extension in the Hunt Group rings. If no one answers within three rings, the call hunts to the next available extension. To make a voice-signaled call, press After the beep, start talking.
In other words, when an outside call rings at an extension that is in a Pickup Group, users at any extension in the system can answer the call, without knowing which extension or line is ringing and without being in the same Pickup Group. To use manually: Lift the handset and press You hear intercom dial tone.
Dial and a group number 1—4 to pick up an outside call ringing at any extension in the group. Page Hold Hold Description This section explains how to place and retrieve calls on hold, using either the button on a system phone or the switchhook on a standard phone. Users Hold can make and receive other calls on another line while a call is on hold.
Related Features System phone users can use Exclusive Hold to put calls on hold that can be retrieved only from their own extension. Page Standard Phone To put a call on hold, press the switchhook down once rapidly. You hear intercom dial tone. The call is on hold. Do not hang up the handset while the call is on hold. If you hang up the handset, the phone rings. Lifting the handset reconnects you with the held call. To retrieve a call that you put on hold: Hang up.
When a caller on hold hangs up, the local telephone company may send a special signal to the system to free the line. There are two possible signals: a long signal milliseconds used by most telephone companies, or a short signal 50 milliseconds used by a few telephone companies.
Page Hotline Hotline Description This System Programming procedure identifies a hotline extension and its alert extension. When a user lifts the handset of the hotline phone, the alert extension rings. You can set up several hotline and alert extension arrangements. Dwayne H. Stephen D. Robert J. Swinburne C. Kurt K. Hilary T. Wes H. Kim C. Doreen B. Brian M. John A. Excellent experience, long time customer, great prices and fast shipping.
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