Welcome to your new ShoreTel 230 voice over IP telephone.

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1 ShoreTel 230

2 Table of Contents Preparing for your new phone:... 3 Set up:... 3 Record Multiple Greetings... 4 Retrieving Voice Mail... 5 ShoreTel Call Manager... 6 Call Manager Voice Mail... 8 Call Manager History... 9 Call Manager Directory ShoreTel Links Training Check List

3 Welcome to your new ShoreTel 230 voice over IP telephone. Preparing for your new phone: Phone extensions will NOT change. The existing extension numbers will be assigned to the new ShoreTel phone. Before the ShoreTel 230 is installed and set up please make sure all your voice mail has been retrieved from your Erickson telephone. Voice mails saved or not listened to on the Erickson phone will NOT be transferred or saved on the new ShoreTel. Your old mailbox will be closed and a new one set up. * Note that you cannot forward voic s across the ShoreTel and Erickson phone systems. Now that you have a ShoreTel phone you cannot transfer a voice mail to someone who still has the Erickson phone. Set up: When you first receive your phone the display will show Available, you will need to follow the steps below for the initial set up. Step 1: Press the Voice Mail button on the phone Step 2: Enter your existing phone extension Step 3: Enter the default password: 1234 and press # Step 4: Enter a new password (must be at least 4 digits long) and press # Step 5: Speak your name and press #, and then chose one of the following to either accept or re-record your name: # Accept 1 Review 2 Re-Record 3 Delete * Cancel 3

4 Step 6: Assign your extension to this phone by pressing 7 for voice mail options, then press 3 to assign your extension and then press 1 to complete the process. Record Multiple Greetings There are five different call handling options available. Standard In a Meeting Out of Office Extended Absence Custom There are two ways to set up the personal greetings for the different call handling options. The steps below are for using the phone handset. The default call handling option is set to Standard. * Note: when you record a personal greeting, it is linked to the current active call handling mode. Step 1: Press the voice mail button on the phone handset Step 2: Enter your password then press # Step 3: Press 7 Step 4: Press 1 Step 5: Record your greeting and then press # and then chose one of the following to either accept or re-record your name: # Accept 1 Review 2 Re-Record 3 Delete * Cancel 4

5 To chose a different call handling option press the Mode button on the phone (Mode appears on the phone display and its button is directly below it). Press the Mode button to scroll through the options and click the OK button (OK appears on the phone display and its button is directly below it). After you select a different call handling option repeat the same steps for setting up your initial greeting. Retrieving Voice Mail You can retrieve your on campus from the ShoreTel handset or the ShoreTel call manager. Step 1: Press the Voice Mail button located on the ShoreTel handset. Step 2: Enter your password then press # Step 3: Press 1 to listen to your messages To replay to the message press 1 To save the message press 2 To delete the message press 3 To forward the message press 4 To reply to the message press 5 To access your voic from off-campus dial extension 7000 then follow the prompts. During any voice mail greeting you can press 9 to dial another extension. To bypass someone s recorded greeting you may press #. *Note: You can select the option to send notification when you receive a new voice mail with the message attached. You can listen to the message through the handset or the computer. If you delete this the voice mail will no longer be stored on the handset. (Depending on the settings you may retrieve the message from the Deleted items folder until it has been emptied. However, the message will only be available from the attached file in the .) 5

6 ShoreTel Call Manager Call Manager Software is installed on your computer to accompany the ShoreTel handset. This software allows you to manage calls, voice mails and personal settings all from your computer. 6

7 When you have an incoming call you will see the caller information on the screen: You can select to answer the call or send the call to voice mail using your computer. You can also pick up the handset to answer the call or press the button on the handset directing the call to voice mail. The call manager allows you to do many of the handset options using your computer. 7

8 Call Manager Voice Mail You can also see: new voice mail messages, saved messages and deleted messages using the call manager: By clicking on the message you can listen to it through your computer. 8

9 Call Manager History Call manager also gives you a history of incoming, outgoing, and missed calls: 9

10 Call Manager Directory Using the call manager directory you can easily look up the extension of others on campus: By entering a name or the first few letters of the name call manager will display the directory. To dial an extension double click on it or use the handset and dial the extension. 10

11 Call manager has many useful features, such as recording greetings, changing the call handling mode and many others. ShoreTel Links Below are links to training videos and comprehensive user guides for the handset and call manger: Call manager user guide anager_user_guide.pdf#page=2 ShoreTel IP 230 User Guide 20IP230_User_Guide.pdf ShoreTel IP phone training video Training Check List Document card for voic and handset Handset Record Name Assign handset to the extension Record Greetings Review call handling modes Retrieved Ericsson voic by dialing 5000 and #. Your Ericsson mailbox will be deleted by 4:00pm on the day you received your new phone. Dial 7000 to access your voic from off campus Call Manager Global address book (search and dial) Dialing phone numbers (internal & external) Review call handling modes Voic retrieval voic notification 11

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