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

2
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

3
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.

5
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

6
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.

7
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.

11
Transferring Calls
Transferring To Another Extension
Press (TRANSFER) and dial the desired extension number.
Wait for an answer, announce the call, and then hang u to com lete the
transfer. If the number is busy, there is no answer, or the transfer is refused,
return to the caller being transferred by ressing the flashing (CALL) key.
Transferring To Voice Mail
Press (TRANSFER).
Dial the Voice Mail extension number (By default 2500).
Dial the desired mailbox number (by default the extension or grou number) and
then hang u to com lete the transfer.
Transferring To An Outside Nu ber
Press (TRANSFER)
Select an outgoing line, and dial the desired tele hone number.
Wait for an answer, announce the call, and then hang u to com lete the
transfer. If the number is busy, there is no answer, or the transfer is refused,
return to the caller being transferred by ressing the flashing key.
Picking Up (Reverse Transferring) A Call Fro Another Extension
Lift the handset, and dial 4
Dial the extension or hunt grou number where the call is ringing or holding.

12
Forwarding Calls
Manual Call Forwarding
With manual call forwarding, you can choose to send incoming calls to another
extension number. You can also forward calls to outside numbers, if your hone is
rogrammed to allow it.
To forward calls:
Press (FWD) or enter one of the following feature codes:
• 355 (Call Forward All Calls): All incoming calls are forwarded without ringing
at your hone.
• 356 (Call Forward If No Answer): All incoming calls are forwarded if they are
not answered before a timer ex ires. (This timer is adjusted by the
installer; it cannot be changed at your hone.)
• 357 (Call Forward If Busy): When your hone is busy, all incoming calls are
forwarded without ringing at your hone.
• 358 (Call Forward If No Answer or Busy): All incoming calls are forwarded if
your hone is busy or if you do not answer, as described above.
Then do one of the following:
• To forward to an outside tele hone number, select an outgoing line and dial a
tele hone number.
• To forward to an extension number, dial the extension number.
• To forward to your voicemail box dial 2500.
To cancel any call forward request, press (FWD) then (SPKR)
Auto atic Syste Forwarding
Your hone may be rogrammed with the automatic call forwarding feature called
—System Forwarding - If so, you can use the following rocedure to turn the
System Forwarding feature on and off.
To enable or disable System Forwarding, dial 354

13
Station Speed Dialling
Storing Speed-Dial Nu bers On Your Phone
You can store u to 10 ersonal s eed-dial numbers and associated names in
station s eed-dial “locations” 0-9. These locations are then dialled using a feature
key or code lus one of the numbers 0-9 on your key ad. Or, if you have
rogrammable feature keys, you can create Station S eed-Dial keys for one-
touch s eed dialling. To rogram your station s eed-dial locations:
• With the handset in the cradle, dial 383
• Dial the location code 0-9 to be rogrammed, OR ress a Station S eed-Dial
key that you want to rogram (if you have one).
• Enter the desired name for the s eed-dial number to be rogrammed, as
described below:
o Remain in al hanumeric mode (MSG key lit): Press the key ad keys
to enter the desired characters. The number of times a key is
ressed determines which character is entered. For exam le,
533266 would enter “JEAN” Press # to acce t.
o When adjoining characters are located under the same key, ress
(FWD) once to advance to the next character. For exam le,
66FWD6667776 would enter —NORM.“ (Note that letters
corres ond to the letters rinted on key ad keys 1-9.) Press
o (FWD)twice to leave a s ace. Press (MUTE) if you need to delete.
Enter the extension or tele hone number to be stored. If needed, ress (MUTE)
to backs ace and make corrections, OR ress (FWD) to move to the next s ace.
Hint: f you want to dial outside telephone numbers without first selecting an out-
going line, enter a line access code (8) before entering the telephone number.
Press # to save the number.
To view the current rogramming of Station S eed-Dial keys:
• With the handset in the cradle, dial 382
• Press the Station S eed-Dial key to be viewed.
• Press # or (SPKR) to exit.
To erase a station s eed-dial name and/or number:
• With the handset in the cradle, dial 383
• Dial the location code 0-9 to be erased, OR ress the Station S eed-Dial key
to be erased.
• To remove the name, ress (MUTE) re eatedly until the name is erased.
Press #
• To remove the number, ress (MUTE) re eatedly until the number is erased.
Press #.

14
Dialling Station Speed-Dial Nu bers
If necessary, select an outgoing line.
To use a location number, dial (382) and then the desired station s eed-dial
location number (0-9).
To use a Station S eed-Dial key, ress the desired Station S eed-Dial key.
Syste Speed Dialling
Your system administrator can store u to 1000 s eed-dial numbers in system
s eed-dial locations 000-999.
These s eed-dial numbers can then be dialled using a feature code or the SYS
SPD feature key, lus one of the location numbers 000-999.
To view and/or dial system s eed-dial numbers: Press (SYS SPD), OR dial 381 .
Dial the location code (000-999) for the desired number. The number is
dis layed.
Press # to dial the dis layed number.
Re-Dialling A Nu ber
If you reach a busy number, are disconnected, or if there is no answer, the
number in your redial memory can be redialled easily. An outside line is
automatically selected, and the tele hone number is redialled.
To use the Last Number Dialled feature, with or without the handset lifted, ress
(REDIAL). A line is selected automatically, and the number is dialled.

15
Using The Directories
The o tional directories allow dis lay keyset users to “look u extension numbers,
system s eed-dial numbers, feature codes, and their associated names.
If searching for a name, you do not need to enter the full name. The system will
find the closest match and show the number and its associated name on your
dis lay. If desired, you can then dial the dis layed number.
To erform a directory search:
• With the handset in the cradle, ress 307
• Press 1 for the intercom directory, 2 for the outside directory, or 3 for the
feature directory.
• Enter letters or numbers. Press # to begin the search. If desired, you can
use the high or low end of the VOLUME key to move al habetically through
the directory.
• Press (#) again to dial the number or feature code which is dis layed
Using Do Not Disturb Mode
Placing your hone in do-not-disturb halts all ages and calls to your hone
(exce t for queue callbacks, recalls, and direct ring-in calls). Other users calling
your hone hear a re eating signal of four fast tones. If they have a dis lay, they
also see the do-not-disturb message you have selected. There can be u to 20
different Do-Not-Disturb messages in your tele hone system. They can be
changed by the system administrator, installer, or rogrammer.
To enable do-not-disturb:
• Press (DND)
• Dial the desired two-digit number for the message you wish to use, OR
ress the high or low end of the VOLUME key to scroll through the
messages.
If desired, customize the second dis lay line by dialling the desired numbers as
below.
• Remain in numeric mode (MSG key unlit): Press the key ad keys to dial the
desired numbers. Press (FWD) to leave a s ace or ress (MUTE) to backs ace.
• Change to al hanumeric mode: Press (MSG) and then ress the key ad keys to
enter the desired characters. (Refer to the chart on age 14.) The number of
times a key is ressed determines which character is entered. For exam le,
33377744432999 enters —FRIDAY. When adjoining characters are located under
the same key, ress (FWD) once to advance to the next character.
For exam le, 6 FWD 666 FWD 6632999 enters — MONDAY. (Note that letters
corres ond to the letters rinted on the keys.) Press (FWD) twice to leave a
s ace. Press (MUTE) if you need to backs ace. –Press SPKR OR lift and re lace
the handset.
To cancel do-not-disturb ode, press (DND)

16
.
Using Record A Call
If your tele hone system is equi ed with a voice rocessing unit, your hone
may be rogrammed to use the Record-A-Call feature. If so, you can dial a
feature code whenever you want to record an ongoing call in a mailbox message.
You can retrieve the message later, just as you would any other mailbox
message.
To use the Record-A-Call feature:
While on a call, ress 385 or ress the Feature key. – You hear a confirmation
tone when the Record-A-Call feature is activated.
To turn off Record-A-Call, ress 385 OR hang u .
Paging
The Paging feature allows announcements to be made through keyset s eakers.
If your system is equi ed with o tional external aging equi ment,
announcements can also be made through the external s eaker(s).
There can be u to 10 aging zones. Each aging zone can contain different
combinations of keysets and the external aging equi ment.
Making Pages
To make ages:
Lift the handset.
Dial 7 or ress the feature key
Dial the desired zone number (0-9).
After the tone, make your announcement – Hang u .
Turning Pager On Or Off
You can revent your hone from receiving ages or allow it to receive ages
again using the Page Remove/Re lace feature code 325. If your hone is
assigned to more than one age zone, all zones are removed or re laced at once;
you cannot turn off individual zones.

17
Re inder Messages
Reminder messages are set, like an alarm clock, to signal you at a s ecified time.
You can select the message and time u to 24 hours in advance.
At the rogrammed time, the reminder message signals you with eight short
tones and your dis lay shows the message. If your hone is busy, you still hear
the tones and the message dis lays for 10 seconds during the call. Then the
dis lay returns after you hang u . (Reminder displays interrupt, but do not affect
programming.)
To request a re inder essage:
• With the handset in the cradle, dial 305
• Dial the desired two-digit number for the message that you want, OR ress
the high or low end of the VOLUME key to scroll through the messages.
• While the desired message is dis layed, ress #.
• Enter the time you wish to receive the message in hours and minutes. For
exam le, 0900 = 9:00. (If you dial three digits, such as 900 for 9:00,
ress #)
To cancel a reminder message before they signal you, with the handset in the
cradle dial 305.
To clear a received reminder message (you hear eight short tones and see a
reminder message dis lay), with the handset in the cradle, ress *

18
Re ote Feature Access
Remote Feature Access allows you to lace your hone in Do-Not-Disturb mode
or forward calls, either from another hone.
Re ote Access Password
This assword is used for Remote Feature Access, as described below.
To change the assword from your hone:
• Dial 392.
• Enter your current assword, followed by# (by default the assword is your
extension number.)
• Enter the new assword, followed by #
• Enter the new assword again for verification followed by # You hear a
confirmation tone.
• To change the station assword using remote rogramming, see below. You
hear a confirmation tone.
To use Re ote Feature Access:
• Enter 359.
• Enter your extension number.
• Enter your assword, followed by #
• You can now use any of the following features.
To change the station password using Re ote Progra ing:
• Enter 392.
• Enter the new assword, followed by #
• Enter the new assword again for verification, followed by #
To turn on Do-Not-Disturb:
• Enter 370.
• Enter message number (01-20) and, if desired, enter the o tional second-
line message text.
• Hang u
To turn off Do-Not-Disturb
Enter 371 and hang u
To turn on Call Forward:
• Enter one of the following Call Forward feature codes.
• All Calls 355
• If No Answer 356
• If Busy 357
• If No Answer or Busy 358
• Enter an extension number OR enter an outside line access code followed by
a tele hone number.
• Hang u .
To turn off Call Forward:
Enter 355 , and then ress #
Hang u .

19
Progra ing Your Feature Keys
De ending on how your system is rogrammed, some of your feature keys may
be designated as “user- rogrammable” If so, you can rogram them with any of
the feature codes listed on the back of this user guide or with extension numbers.
To progra a user-progra able feature key:
• With the handset in the cradle, dial 397
• Press the feature key you want to rogram.
• Dial the feature code or extension number you want to
store under that key.
(Refer to the back of this guide for default feature codes.)
To return all feature keys to their original default values, with the handset in the
cra-dle, dial 395
To display the current feature key values:
• With the handset in the cradle, dial 396
• Press the feature key(s) you want dis layed.
• Press (SPKR) to hang u .

20
Setting User Preferences
Change Volu e Levels
The AXXESS system has eight volume settings: handset intercom, handset
outside call, s eaker hone intercom, s eaker hone outside call, background
music, ringing, handset intercom dial tone, and s eaker hone intercom dial tone.
To change a volume level, ress the high or low end of the VOLUME key to
increase or decrease the volume. To save your change, ress both ends of the
VOLUME key at the same time.
Select Ring Tone
To select the ty e of ring tone for your hone:
• With the handset in the cradle, dial 398
• Do one of the following to select your ring tone:
• Press 0 for no ringing.
• Press the high or low end of the VOLUME key to scroll to the desired tone.
• Dial 1-9 to select a s ecific tone.
• When you hear the tone you want, ress #
Background Music
If your tele hone system is equi ed with a music source, you can listen to music
through your s eaker.
To enable or disable background music, dial 313
Returning To Default Operation
This feature returns volumes to default levels; cancels do-not-disturb, manual call
forwarding, background music, and queue requests; and restores handsfree
mode, ages, hunt grou calls, and system forwarding all at once.
To return your hone to default, dial 394
Standard And Alternate Key Maps
Each keyset is rogrammed with a standard key ma that determines where each
feature key a ears on the keyset. Each keyset can also have an alternate key
ma . If you have an alternate key ma , you can switch between the key ma s by
dialling this feature code.
To switch between key ma s when your hone is idle, with the handset in the
cradle, dial 399