AJ standard User manual

Standard and Basic Digital Keysets and Voice Mail User Guide
A J Business Solutions Limited
16 Browning Street, Stafford ST16 3AX
t: 08707 18900
f: 08704 10141
Company reg.no 04223216
Part of the Concordia Group

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Table of Contents
About Your Phone System 4
What You See And Hear 4
Initializing Your Mailbox 5
Tele hone System Features 5
Intercom Calls 6
Placing Intercom Calls 6
Receiving Intercom Calls 6
Outside Calls 6
Placing Outside Calls 6
Answering Outside Calls 6
Call Screening 7
Call Waiting 7
Using The S eaker And Micro hone 8
Muting The Micro hone 8
Grou Listen Using The S eaker 8
Dis laying Date, Time, Name, and Extension Number 9
Dis laying The Outside Party‘s Name 9
Placing Calls On Hold 9
Placing Conference Calls 10
Using The Message Key 10
Leaving Messages 10
Receiving Messages 10
Transferring Calls 11
Transferring To Another Extension 11
Transferring To Voice Mail 11
Transferring To An Outside Number 11
Picking U (Reverse Transferring) A Call From Another Extension 11
Forwarding Calls 12
Manual Call Forwarding 12
Automatic System Forwarding 12
Station S eed Dialling 13
Storing S eed-Dial Numbers On Your Phone 13
Dialling Station S eed-Dial Numbers 14
System S eed Dialling 14
Redialling A Number 14

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Using The Directories 15
Using Do-Not-Disturb Mode 15
Using Record-A-Call 16
Paging 16
Making Pages 16
Turning Paging On Or Off 16
Reminder Messages 17
Remote Feature Access 18
Remote Access Password 18
Remote Feature Access 18
Programming Your Feature Keys 19
Setting User Preferences 20
Change Volume Levels 20
Select Ring Tone 20
Background Music 20
Returning To Default O eration 20
Standard And Alternate Key Ma s 20
Automatic Call Answer 21
Secondary Extension A earances 22
Agent Hel 23
Instructions For Hunt Grou s 24
Turning On Or Off Hunt Grou Calls 24
ACD Hunt Grou s 25
Voice Mail Features 27
Entering Your Mailbox 27
Listening To Messages 28
Undeleting Voice Mail Messages 29
Sending Messages 30
Cancelling Unheard Messages 31
Personal O tions 32
Recording Your Personal Greetings 33
Recording Your Voice Mail Directory Name 33
Mailbox Password 33
Voice Mail Message Envelo e Contents 34
Call Screening Transfer Method 34
Message Search Order 35
Remote Messaging 36
Default Feature Codes 38

4
About Your Phone Syste
Feature Key Functions
The tele hone system is designed to allow customized feature key layouts. Your
system administrator can tell you how your s ecific hone is arranged. Also, if
your hone has been re rogrammed so that its feature keys do not match the
feature keys described in this user guide, refer to your system administrator.
Default feature codes are listed at the back of this user guide.
What You See And Hear:
There are a few things you should know about the tele hone system before you
use your hone:
• Your tele hone system may have one dial tone for both intercom calls and
outside calls. Or, it may be rogrammed to have two dial tones: (1) When you lift
the handset or ress the (SPKR) key, you hear intercom dial tone; (2) When you
select an outgoing line, you hear standard outside dial tone.
• Many features “time out” if you wait too long before erforming the next ste . If
this ha ens, you must start again.
• Four fast tones or re eating fast tones signal that you made a mistake, tried to
select a restricted line, dialled a restricted or invalid number, dialled too slowly
between digits, or waited too long before erforming the next ste . If you hear
this signal, hang u and try again.
• Each hone in your tele hone system has an extension number that allows you
to lace intercom calls to it. Some hones belong to “hunt grou s” that have
s ecial extension numbers which route your call through the hones in the grou .
• A hone is considered to be “off hook” when either the handset is lifted or the
s eaker hone is on (the (SPKR) key is lit). You can hang u or be “on hook“ by
lacing the handset in the cradle or turning off the s eaker hone. When a call is
on the s eaker hone, the call is in “handsfree” mode.

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About Voice Mail
The Voice Mail system allows callers to send and receive recorded messages from
any keyset or touch-tone tele hone.
The tele hone system users are assigned “voice mailboxes” which usually have
numbers that match the users‘ extension numbers. However, sometimes an
“unassociated” mailbox can be rogrammed to signal a non-matching extension
number when it receives a message.
To make it easier to send messages to a large grou of eo le, the Voice Mail
System Administrator can rogram “grou lists“ of mailboxes. These lists can be
used by any Voice Mail user by entering the grou list‘s number instead of a
mailbox number.
Initializing Your Mailbox
The first time you use your voice mailbox, you must initialize it. The Voice Mail
sys-tem will instruct you to:
• Change the default assword number to a ersonal assword
• Record a name to identify yourself in the com any directory
• Listen to the Voice Mail introduction
To initialize your ailbox:
 Dial the Voice Mail extension number. (by default 2500)
 Press (*) to identify yourself as a subscriber.
 Enter your mailbox number and default assword. (Your default assword
is your mailbox number.)
 If you want to have a assword, enter a new assword using digits 0-9 (u
to 12 digits). Then ress (#). If you do not want to use a assword, just
ress (#). The voicemail lays back your assword. Press (#) to acce t
the entry.
The system rom ts you to record your directory name. After the tone, record
your name. When finished, ress (#). Press (#) again to acce t the name.
The system then lays a rom t that introduces you to the basic Voice Mail
features. (You can ski this introduction by ressing (#) if desired)
For com lete instructions on using Voice Mail, see age 26

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Interco Calls
Placing Interco Calls
To lace an intercom call:
With or without the handset lifted, dial an extension number.
O tions; If the call is not answered and you wish to request a callback (queue on
to the hone), ress 6 and hang u . When the hone is available, your hone
rings.
(To cancel the queue request before the callback, ress 6 again.)
Receiving Interco Calls
To receive a ringing (non-handsfree) intercom call, lift the handset for rivacy,
OR ress answer to res ond handsfree.
Placing Outside Calls
To lace an outside call:
With or without the handset lifted, ress (Outgoing) or 9. Dial the desired
number. When finished with the call, hang u .
Note - To make an emergency call, simply dial 999. (You do not have to press the
OUTGO NG key first.)
To request a callback (queue on to the line) if the line is busy when you try to call
out, when you hear busy signals, ress 6 and hang u . When the line is available,
your hone rings.
To cancel the queue request before the callback, ress 6
Answering Outside Calls
To answer an outside call, lift the handset, OR ress (ANSWER)
O tions:
Press the flashing CALL key.
To ick u (reverse transfer) a call that is ringing or holding at another hone:
• Lift the handset, and dial (4)
• Dial the extension or grou number where the call is ringing or holding.

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Call Screening
This feature is available only if your tele hone system is equi ed with a voice
rocessing unit. The call screening “Transfer Method” o tions can be rogrammed
through your voice mailbox. De ending on the Transfer Method rogrammed for
your hone, transferred calls may be unannounced (as usual), or one of the
following may occur:
“Announce Only” Calls: Before Voice Mail transfers a call to you, a rom t asks
the caller to record his or her name. When you answer, you hear “You have a call
from (caller's name)”
“Screened” Calls: Before Voice Mail transfers a call to you, a rom t asks the
caller to record his or her name. When you answer the call from Voice Mail, you
hear, “You have a call from (caller's name)” You have the following o tions:
• Press (#) to acce t the call.
• Press (1) to re lay the announcement.
• Press (2) to send the call to Voice Mail.
• Press (3) and enter the extension number to forward the call to another
extension.
• Press (*) to refuse the call.
Call Waiting
If you receive a call while you are already on another call, you will hear a “call
wait-ing” tone through your handset and/or you will see a dis lay.
To res ond to a waiting call (you hear a single tone and a key is flashing) end the
current call or lace it on hold. Press the second lit CALL KEY or (ANSWER). If you
did not lace the current call on hold it is disconnected. 7

8
Using The Speaker and The Microphone
Muting The Microphone
To mute the micro hone so that you can hear the other arty but they cannot
hear you (this does not ut them on hold), ress (MUTE). To return to the call,
ress (MUTE).
Group Listen Using The Speaker
The “Grou Listen” feature allows you to transmit a conversation over the
s eaker while using a handset or headset. This allows other eo le in the room to
listen to the conversation. However, the micro hone remains disabled so that
only you can s eak through the handset or headset.
This feature cannot be used on a handsfree call. You must be on a call using the
handset or a headset before entering the feature code.
To turn the grou listen feature on or off during a call, while on a call using the
handset or a headset, ress (∞) and dial 312
Note If you are using the handset, the SPKR key lam will remain unlit, even
though the s eaker is on. This allows you to lace the call into handsfree mode at
any time during the call by ressing the SPKR key. If you are using a headset, the
SPKR key lam is lit. Pressing the SPKR key will disconnect the call.

9
Handset Display Options
Displaying Date, Ti e, Na e, and Extension Nu ber
This feature tem orarily dis lays the system date and time, user name, and
extension number during a call or when other dis lays are shown.
Press (∞) and dial 300
Displaying The Outside Party‘s Na e
Press (∞) and dial 379, while connected to an outside call with CLIP, the dis lay
will switch between the caller's name and number. If there is no outside arty
name available, the dis lay shows “CANNOT ACCESS FEATURE”.
Placing Calls On Hold
Press the (HOLD) button. Hang u or lace another call.
To return to the call, lift the handset and ress the flashing key.
To ick u (reverse transfer) a call that is holding at another hone:
• Lift the handset, and dial 4
• Dial the extension number where the call is holding.

10
Placing Conference Calls
You can establish multi- arty conference calls without o erator assistance. You
can lace any combination of u to three internal or outside arties in the
conference.
To establish a conference call:
• While on the first call, ress (CNF) to ut the call on hold.
• Place another intercom or outside call. Place it on hold by ressing the (CNF)
key. (If necessary, re eat this ste to lace one more call on hold.)
• Press the (CNF) key twice to join all of the calls together in the conference.
During the conference call, you can do the following:
• To lace the conference on hold, ress (HOLD)
• This laces the conference on hold (the arties are still connected). To
return to the conference, ress (CNF)
• To dro out of the conference, ress (CNF). Then hang u . This removes
your hone from the conference, but leaves the other arties connected.
• To transfer the conference to another extension ress (TRANSFER) and dial
the desired extension number. Then hang u when you are ready to
com lete the transfer.
Using The Message Key
If you call a hone that is busy, does not answer, or is in do-not-disturb, you can
use
the Messaging feature to let the other erson know you called. To signal that a
message is waiting, a keyset's MSG key flashes and the dis lay shows the
number of waiting messages.
To have the called party return your call;
When the arty you called res onds to the message indication, a call is
automatically laced to your hone.
While on an intercom call, ress MSG. Hang u ,.
To cancel a message that you left at another hone: Press 366 and dial the
extension number of the hone where you left the message.
To receive a essage (you see a flashing MSG key), lift the handset and ress
the flashing MSG key. A call is automatically laced to the hone that left the
dis layed message.
To cancel a waiting essage: Press (MSG) key re eatedly to view your waiting
messages. When the message you wish to cancel is dis layed, remain on hook
and ress (*). The message is cancelled.