Using Your ShoreTel Phone

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1 Using Your ShoreTel Phone Placing Calls A. Using the Handset a. To place an internal call, pick up the handset and dial the extension. b. To place an external call, dial 9, then the phone number. c. To end a call, hang up the handset. B. Using the Speakerphone a. To place an internal call, press the Speakerphone button and dial the extension. b. To place an external call, dial 9, then the phone number. c. To end a call, press the Speakerphone button again. Answering Calls Ring tones, the blinking Incoming Call Icon, and the flashing red LED light in the top right-most corner of your phone all identify an incoming call on your phone. A double ring signals an internal call, while a single ring signals an external call. On ShoreTel 230 phones, the call key also blinks green. If the information is available, the caller s name, number, and the incoming call icon appear on your display, as shown in the figure below. (The caller's name may be abbreviated to fit on one line.) Updated 2/1/2013 Page 1 of 8

2 To answer the call, do one of the following: A. Using the Handset a. To answer a call, pick up the handset when the phone rings. b. To end a call, hang up the handset. B. Using the Speakerphone a. To answer a call, press the Speakerphone button. The LED in the button lights green. b. To end a call, press the Speakerphone button again. Sending a Call to Voice Mail A. When an incoming call arrives, a To VM soft key becomes available. a. Press the To VM soft key to send the caller directly to your voice mailbox. Transferring a Call A. To transfer a call from your extension to another number: a. Press the Transfer button. The call is put on hold. b. At the prompt, dial the number (or use the Directory to find the party), then do one of the following: i. Complete a blind transfer by hanging up or by pressing the Transf soft key. ii. Speak to the recipient before transferring by pressing the Conslt soft key. After consultation, press the Yes soft key to complete the transfer, or press the Cancel soft key to abandon the transfer and return to the original call. Redialing and Checking Missed Calls You can use the Redial function to dial not only the last number you called, but the last several calls you made and received, including those you missed. The date and time information appears directly above the soft keys for the selected call. A. To redial a call: a. Press Redial. b. Press it again to dial the last number you called. c. Or use the Scroll button to select the number you want to call, then press the Dial soft key. Updated 2/1/2013 Page 2 of 8

3 Audio Controls A. Adjusting Ring Tone Volume a. To adjust the ring volume, while the handset is on hook and the speakerphone is off, press and on the volume button. b. By pressing repeatedly, you can turn the ringer volume off. B. Adjusting Handset Volume a. To adjust the handset volume, while the handset is off hook, press and on the volume button. C. Adjusting Speakerphone Volume a. To adjust the speakerphone volume, while the speakerphone LED is illuminated, press and on the volume button. Muting an Active Call A. To mute the active call, a. Press the Mute button. b. The LED turns red. c. To un-mute the call, press the button again. Voice Mail A steadily flashing light on your phone s right-most upper corner and stutter dial tone signifies that you have unheard messages. The number of unheard messages appears on the phone s display by the icon. A. Logging Into the Main Menu a. To log in to the main voice mail menu, press the Voice Mail button b. Then dial your password followed by a #. (The default system password is 1234.) B. Logging In from Another Extension a. To log in to the main voice mail menu from another extension, press the Voice Mail button, followed by #, then your extension, followed by your password, and then #. C. Logging In from an External Phone a. To log in to the main voice mail menu from an external phone, dial the main One-Stop number ( Daytona Beach, Orange City or Palm Coast). b. When you hear the message begin, press #. c. When prompted enter your extension number, then your password followed by #. Updated 2/1/2013 Page 3 of 8

4 D. Listening to and Interacting with New Messages a. From the Main Menu, you can listen to and replay new messages by pressing 1. b. To interact with new messages, press one of the following: i. 1 to Replay the message ii. 2 to Save the message iii. 3 to Delete the message iv. 4 to Forward the message Using the Directory A. You can use the Directory to find phone numbers on your network by pressing Directory then: a. Press the keys that correspond with the first few letters of the extension's owner's first or last name to have the Directory narrow the number of entries for you. Press # for a space in a person's name and press * for any character. If you press an incorrect key, press the Back soft key to delete the character. b. Press and on the Scroll button next to the display to select the desired name. c. Press the Dial soft key to dial the number. To Conference a Third Party into Your Call A. To Conference: a. Make or receive a call to the first party as normal b. Press the Conference Button and dial the number of the third party. c. Press the Confrn Soft Key. d. All three of parties should be on the call. Updated 2/1/2013 Page 4 of 8

5 Forwarding Your Phone to Another Number Forwarding your phone is a two-step process. First you need to edit a Call Handling Option. Once this is done, you never have to do this step again, if you will be forwarding to this same number (like your cell phone). Second, before leaving the office, you need to change your Call Handling Mode to the Forward Option. A. Step 1 Edit your Call Handling Mode a. Press Options key and enter your Voice Mail password followed by #. b. Choose Call Handling from the menu by using the and key and press the Edit Soft key. c. We will use the Out of Office Mode. Use the and keys to scroll down to Out of Office and press the Edit Soft key. d. Use the Back Soft key to delete what is there and key the number that you want to forward to just like you were dialing it. For example, e. Press OK f. Press OK g. Press Done If you will be forwarding to this number frequently, you do not have to do this step again. B. Step 2 Forward Your Phone a. Press the Mode Soft key on your phone. b. Use the and scroll key to scroll down to Out of Office Mode c. Press OK Your phone is forwarded. C. To Unforward Your Phone a. Press the Mode Soft key b. Press OK Your phone should be back to Standard Mode Updated 2/1/2013 Page 5 of 8

6 Assigning Your Extension to a Phone at a Different Location If you will be working at a different desk than your own, or in a different office, you can log into any available phone and temporarily make it your own. Follow these steps: 1. Log in to the main voice mail menu by pressing the Voice Mail button, followed by #, then your extension, followed by your password, and then #. 2. While listening to the Voice Mail Options, Press This is now your phone. Setting it back to your normal phone: 4. When you are done working at that location, Press Voice Mail Button and enter your voice mail password followed by #. 5. Then Press Your extension will revert your primary telephone. Recording Your Personal Greetings The ShoreTel System comes with four call handling modes. The four modes are Standard, In a Meeting, Out of Office and Extended Absence. When you record a personal greeting, it is applied only to the current call handling mode. To record a greeting, do the following: A. Set Your Call Handling Mode a. Press the Mode Soft key on your phone. b. Use the and scroll key to scroll down to the desired mode. c. Press OK Your call handling mode is set. B. Record Your Greeting a. Press the Voice mail Button and enter your password b. Press 7 c. Press 1 d. Record your greeting by following the prompts. Note that this greeting is applied ONLY to the ACTIVE call handling mode. In other words, you can have different greetings for Extended Absence, Standard, In a Meeting, etc. Updated 2/1/2013 Page 6 of 8

7 Advanced Features Using the Intercom You can use the intercom feature to talk to any extension on the network. It does not require the other extension to pick up the phone or answer your call. It comes straight through their speaker on the phone. 1. Press the Intercom Button. 2. Dial the party s extension or choose it from the directory. 3. Press the Intcom soft key 4. To end the call, press the Hang Up soft key. Parking and Unparking a Call If you need to put a call on hold and then pick it up at another phone, you can park the call, go to the other phone and unpark it. 1. While you are on the call, press the Park soft key. 2. Dial extension (We have set up this extension for parked calls.) 3. Press the Park soft key again. 4. Then go to the other phone where you would like to pick up the call and press the Unpark soft key. 5. Dial extension 8000 and press Unpark soft key again (Sometimes this key reads Unhold). Group Paging We can setup specific extensions to be included in an extension list. Then a Paging Group can be set up for any specific extension list. We have two such groups set up at this time, DEO Daytona (8010) and DEO Orange City (8020). If you wish to have a paging group set up, please enter a Help Desk Ticket to request it. 1. Dial the proper Group Paging Extension (8010 DEO Daytona, 8020 DEO Orange City) 2. Wait for the confirmation tone, and then begin speaking. 3. Note that you are creating a recording that will be set to the group when you hang up. 4. Hang up and your message will be sent to each extension in the group. Updated 2/1/2013 Page 7 of 8

8 Picking Up Another Extension s Incoming Call If you are working in an area and need to answer a coworker s phone, it is possible to pick up the coworkers call using the Pickup feature. 1. When you hear the other phone ringing, press the Pickup soft key. 2. Enter the extension number of the phone that is ringing or select it from the Directory. 3. You will be connected to the call. 4. When finished, press the Hang Up soft key. Updated 2/1/2013 Page 8 of 8

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