AT&T Spirit Communications System Installation guide

SPIRIT™
C o m m u n i c a t i o n s S y s t e m
U s e r T r a i n i n g W o r k b o o k
AT&T

CONTENTS
TABLE OF CONTENTS
WELCOME
Using Other Training Materials
TELEPHONE OVERVIEW
Recognizing a Call by Ringing Patterns
Flashing Light Patterns
Adjusting the Ringer, Receiver, & Speakerphone Volume
STANDARD FEATURES INTRODUCTION
Placing an Outside Call Using the Receiver
Placing an Outside Call Using the Speakerphone
Placing an Internal Call
Answering an Outside Call
Answering an Internal Call
Hands Free Answering on Intercom
Muting Office Sounds
Re-Calling Without Redialing
Reserving a Line
Picking Up Another’s Call
Placing a Call on Hold
Being Reminded of a Call on Hold
Transferring a Call
Getting Back a Transferred Call
Conducting a Conference Call
Adding an Outside Line to a Call
Additional Conference Call Functions
Making an Announcement to All System Users
Responding to a Page
Leaving Messages for Another
Responding to the Message Indicator
Do Not Disturb
Additional Standard SPIRIT System Features
PROGRAMMABLE FEATURES INTRODUCTION
The SpeedCall Feature
Storing Personal SpeedCall Numbers
Using SpeedCall
Changing Personal SpeedCall Numbers
Programmable Features only for 24-Button Phones
CUSTOMIZED FEATURES
System Features
Telephone Features
1
2
3
4
5
6
7
8
8
10
11
11
12
13
13
14
15
16
16
17
18
19
21
21
23
23
24
25
26
27
28
29
30
32
32
33
36
36
36
i

Getting Started
WELCOME
Using This Self-Guided Workbook
Welcome to the SPIRIT Communications System!
You are about to become acquainted with an easy-to-use communications system. In
about one hour you will know how to use the many features of AT&T’s SPIRIT
Communications System.
Your phone is ready to use the moment it is installed. It offers all of the features you’ll
probably ever need. But if you want to get a little fancier, you have some options, too.
This Workbook will be the primary tool in teaching yourself to use the system. It will
present most of the SPIRIT system’s features to you as follows:
● A brief description of the feature.
● An example of how you might use the feature.
● The step-by-step actions to take in using the feature.
● The results you can expect from that feature.
Some SPIRIT system features must be programmed into the system. For those, you will
be guided to the programming procedure. All of the custom features are in a separate
section near the back of the Workbook. Because many of the programmable features
affect all phones in the system, someone in your organization should be the System
Administrator to make any necessary changes.
1

Getting Started
Using Other Training Materials
In addition to this Self-Guided Workbook, you have access to other materials to help you
use your telephone system. They are:
●
●
●
The User Manual – A twenty-page booklet that summarizes how to use all of the
features of the system. It also tells you which customized features are available.
The
Reference Card – A two-sided card enclosed in a clear vinyl envelope that
abbreviates even further how to use the system’s basic features. It also has a place
for you to record the names and “SpeedCall” code numbers of those people whom
you call frequently. The Reference Card is small enough to sit near or under your
phone for quick reminders of how to use it.
The
Administration Manual – A detailed manual that describes how to program the
customized features. One Administration Manual comes with each system. The System
Administrator in your organization will be responsible for implementing the customized
features. S/he will keep the Administration Manual and use it as needed.
If possible, team up with one or more SPIRIT system users in your organization and go
through this workbook together. This will be especially helpful when practicing the
intercom features. While you may also find this Workbook useful as a reference later, we
recommend that for your first time through you follow it the way it is presented. Begin
here and move page-by-page to the end.
Good Luck!
2

TELEPHONE OVERVIEW
SPIRIT System Telephones
Your SPIRIT system telephone looks like one of the drawings below:
Identify which one you have.
6-Button Telephone 24-Button Telephone
3

Recognizing Calls
Recognizing A Call By Ringing Patterns
You will be able to tell what type of call is coming in by listening to the ring. It will
sound differently for different calls.
●
●
●
●
●
When a call comes in from the OUTSIDE, you will hear TWO SHORT RINGS repeated
until you answer.
When you are being called by INTERCOM from another SPIRIT user in your
organization, you will hear ONE LONG RING.
When a call is being TRANSFERRED to you, you will hear ONE SHORT RING, ONE
LONG RING.
If you have transferred a call and it goes unanswered, or if you have reserved a line
that is busy and it becomes available, you will hear THREE SHORT RINGS.
When a call comes in and your telephone is in use, you will hear ONE LOW-VOLUME
RING.
Recognizing A Call By Flashing Light
Whenever there is a call either from the outside or internally, there will be a flashing
light. You can tell how that call is being handled by looking at the pattern of the flash of
the indicator Light. Indicator lights are located next to, and correspond with, the Line
Buttons. (NOTE: Not all of the available lines will necessarily be used on your system.
The SPIRIT system model 308 has a maximum of three lines, and the SPIRIT system
model 616 has a maximum of six.)
6-Button
24-Button
4

Light Patterns
Flashing Light Patterns
The flashing light patterns will vary as follows:
●
●
●
●
●
●
If you are using a particular line, the corresponding light will repeat a VERY LONG
ON and VERY SHORT OFF pattern.
If someone else is using a line, the corresponding light you see on your phone will be
steadily ON.
When a call is coming in, you will see repeated a LONG ON, LONG OFF pattern.
When someone has not answered a call you have transferred or a line that you have
reserved becomes available, you will see repeated a SHORT ON, SHORT OFF
flashing pattern.
When you place a call on hold, the light next to that line will show a SHORT ON,
VERY LONG OFF flash pattern.
If someone else on the system places a call on hold, you will see on your phone TWO
SHORT ONS, VERY LONG OFF pattern.
As you progress further in this Workbook and try out various features, we will remind
you which light flash patterns to look for.
5

Volume Control
Adjusting The Ringer, Receiver, And Speakerphone Volume
Maybe you don’t want to turn your ringer off, but you would like to make it quieter.
When lifting the handset, you might like to increase the volume of the voice on the
other end. And when you are using the speakerphone, you might want to lower the
volume to avoid disturbing your officemate. To adjust each of these volumes individually,
look to the VOLUME CONTROL on the phone.
Ringer Volume
The phone must not be in use when you are adjusting the ringer volume (i.e., you must
not be on the phone). However, you may adjust the volume while the phone is ringing.
ACTION OUTCOME
1. Press the “UP” arrow to RAISE
You will hear a brief ring at the new
the volume level.
louder volume.
2. Press the “DOWN” arrow to
You will hear a brief ring at the new
LOWER the volume level.
quieter volume.
NOW YOU TRY IT . . .
Follow each of the two action steps and listen for the outcome. Adjust the
volume to your liking.
Receiver Volume
You can only adjust the volume of the receiver while you are using the handset on a
call. While the outside person is talking, move the VOLUME control up and down until
the voice you hear on the receiver is at an acceptable level.
Speakerphone Volume
You can only adjust the volume of the voice coming out of the telephone speaker while
you are using the speakerphone on a call. While the outside person is talking, move the
VOLUME control up and down until the voice you hear over the speakerphone is at an
acceptable level.
6

STANDARD FEATURES
Standard Feature Introduction
As we said earlier, the telephone sitting in front of you probably has all the features you
will ever need built right into it. The standard telephone features in the SPIRIT system
include:
●
●
●
●
●
●
●
●
●
Placing a call to an outside party.
Placing an intercom call to someone in your organization.
Answering an outside call.
Answering an intercom call.
Placing a call on hold.
Transferring a call.
Talking to more than one party at a time.
Making an announcement throughout the system.
Knowing, by looking at your phone, that someone else in your organization has a
message for you.
Turning your phone off to outside and transferred calls.
●
For the next several pages you will learn how to use these features.
7

Outside Call
Placing An Outside Call Using The Receiver
Your system may be set up so all you have to do to get an outside line is:
1.
2.
ACTION
Pick up the receiver.
OUTCOME
You’ll hear a dial tone; an indicator
light will go on next to the line you
have accessed. If the above does not
happen when you pick up the receiver,
your system may be programmed with
the Auto Line Selection
off. If so, you
also need to press a line button. Find
out how your system is programmed
from your System Administrator.
Dial the number you want. (If your You’ll be connected with the outside
system is part of a larger PBX or
party.
switchboard system, dial the PBX
code first.)
Even if your system is programmed with the Auto Line Selection feature on, you will still
need to press a button if you want a
specific line (e.g., a WATS line). When you want to
use it, press the corresponding line button before you pick up the receiver and dial.
Placing An Outside Call Using The Speakerphone
If you have used a speakerphone before, you know how convenient it is. The SPIRIT
system allows you to listen and talk to another party without having to use the receiver.
Think of all the times that would be handy: When you want to write or type notes while
on the phone; when you are calling an information service that has a recorded message
such as the weather, time, or stock report; when you call a company and are put on
hold.
Another great use for the speakerphone is to share your phone conversation with one or
more persons in your office.
You can use the receiver and the speakerphone interchangeably for all SPIRIT system
features. When you want to place or answer a call from an outside caller without lifting
the receiver, following these steps:
8

Outside Call
ACTION OUTCOME
1. Press the SPEAKER button. You will hear a dial tone, an indicator
light will go on next to the speaker
button and next to the line you have
accessed.
You will be connected with the outside
party. You will be able to hear and
speak to the other person.
2. Dial the outside number you want.
NOW YOU TRY IT . . .
Think of someone on the outside who is not likely to be too busy and call
that person. Use the receiver initially, and then during the conversation
press the SPEAKER button and hang up the receiver. You can go back
and forth during a call. While you are talking, notice the light flash pattern
of the line you are on: a repeated VERY LONG ON, SHORT OFF. You
might also ask that person to call you in about five minutes so you can
practice answering, holding, and transferring with your SPIRIT phone.
9

Internal Call
Placing An Internal Call
Calling someone on the intercom is a simple matter of pressing the intercom button
before contacting the other party. Find out what your extension number is and those of
your co-workers. The procedure on a 6-button phone is slightly different than on a
24-button phone.
ACTION
On a 6-Button Phone:
1. Press one of the INTERCOM
buttons.
2. Lift the receiver or press the
SPEAKER button.
3. Dial the intercom extension number.
On a 24-Button Phone:
OUTCOME
You will hear an intercom dial tone
and the light above the intercom
button will go on.
You will be connected with the station
you are calling.
1. Press one of the INTERCOM
buttons.
2. Press the auto-dial button of the You will be connected with the station
intercom number of the person you you are calling.
are calling (the speakerphone
automatically turns on - lift the
receiver if you wish to use it.)
NOTE: The intercom light only lights on the sets involved in the intercom call.
10

Answering Calls
Answering An Outside Call
You can recognize an outside call by TWO SHORT RINGS at your phone. You merely:
ACTION OUTCOME
1. Lift the receiver You will be connected with the person
who is calling you. As you are talking,
OR
notice the indicator light flashing a
VERY LONG ON, SHORT OFF
Press the SPEAKER button. PATTERN. (If a co-worker is on a line,
you will see a STEADY ON light.)
In addition to hearing the two short rings, you will see repeated a LONG ON, LONG
OFF pattern to help identify the incoming call.
Answering An Internal Call
You will know when someone is calling you from within your organization because you
will:
●
●
●
1.
Hear ONE LONG RING, and
See the light above the INTERCOM button flash.
With a 24-button set, you can see who is calling from the intercom busy light field.
ACTION
OUTCOME
Lift the receiver or press the You will be connected with the person
SPEAKER button. who is calling you via the intercom.
11

Answering Calls
Hands Free Answering On Intercom
There may be an occasion where you will want to respond to an Intercom call without
necessarily being near your phone. You might be sitting at a conference table in your
office and waiting for another person in your organization to phone in the name of a
client. Rather than having to get up to answer the call, you would like to get the
information from where you are sitting.
The SPIRIT system allows this with its “HFAI” feature — Hands Free Answer on
Intercom.
When the MUTE/HFAI button is pushed when the telephone is not in use (the HFAI light
above the volume control will turn on), the phone acts as a two-way speakerphone
where all you have to do is talk and the person calling on the intercom will hear you.
You need not press the SPEAKER button or lift the receiver.
1.
2.
3.
ACTION OUTCOME
Press the MUTE/HFAI button when The HFAI light above the Volume
your phone is not in use. control will go on.
Someone else in the organization You will hear a brief tone indicating
calls you via intercom. someone is calling you.
Begin talking. The person on the other phone will
hear you clearly.
When the other party hangs up, your telephone will also hang up and you will be ready
to receive the next inside call.
NOW YOU TRY IT . . .
Ask someone in the organization to help you try out this convenient
feature. Follow the steps above.
12

Mute/Re-Call
Muting Office Sounds To A Caller
If you are talking to an outside party and want others in your office to take part in the call,
you can use the speakerphone. Those in the room and the outside party can speak to
and hear each other.
On occasion, however, you might want to confer with someone in your office while
talking to an outside party without that party hearing your discussion. For example, you
want to confer with your supervisor as the outside party is trying to negotiate a price.
SPIRIT has a “mute” feature that allows you to hear the outside party (on the receiver
or speakerphone), but s/he cannot hear you or the sounds around you.
ACTION
OUTCOME
1. Press the MUTE button. The light above the MUTE/HFAI button
will go on. You will hear the outside
party, but s/he will not hear you.
Turn the mute feature off by pressing the MUTE button again.
Re-Calling Without Redialing
If “the boss” were to walk in while you were on the phone to an outside party just now
you might tell the person on the other end of the line, “I’ll call you back in a few
minutes.” When the boss leaves, and you’re about to re-call that person, your phone
remembers the number (provided you manually dialed the call originally and you have
made no manually dialed calls in between). To use the Last Number Redial feature of
the SPIRIT system:
ACTION
OUTCOME
1. Press the MEMORY button. The speakerphone will turn on
automatically. (If you want to use the
receiver, just lift it.)
2. Dial “0” (zero).
You will reach the number you last
dialed on the phone.
13

Reserving Line
Reserving A Line
Many organizations now have special long-distance lines; for example, a WATS line that
allows you to make long-distance calls at a reduced rate. Let’s say you want to make a
lengthy long-distance call and plan to use the WATS line but someone else is using it.
Rather than constantly checking your phone to see if the indicator light is off (signifying
the line is not in use), you would like to be notified when it’s available.
With the SPIRIT system, you may reserve a line that is busy and be “told” when it’s
available.
1.
2.
3.
ACTION OUTCOME
Without lifting the receiver, press
When the line become free you will
the button of the line you want to hear three SHORT RINGS every four
reserve. Because the line is in use seconds for twelve seconds. You will
by someone other than you, the also see the corresponding light
light will be steadily ON. pattern of SHORT ON, SHORT OFF.
Lift the receiver or press the The short rings will stop. You’ll hear a
SPEAKER button.
dial tone; an indicator light will go on.
Place your call.
NOW YOU TRY IT . . .
Ask a co-worker to occupy a specific line on his/her phone for a few
minutes (s/he need only press that line button and lift the receiver).
From your phone you will see that line’s indicator light steadily ON.
Follow STEP 1 above. When your co-worker hangs up, you will hear
three SHORT RINGS. Lift the receiver to stop the ringing.
14

Picking Up Call
Picking Up Another’s Call
Suppose your co-worker in the office next to you has stepped out for coffee. You hear
his phone ring with the two short rings of an outside call. You want to answer it for him.
Rather than running to his desk and risk missing the call, you answer it from your own
desk.
ACTION
OUTCOME
On a 6-Button Phone:
1.
2.
3.
4.
Press the INTERCOM button.
Lift the receiver or press the
SPEAKER button.
Dial “ ★ ” and “8.”
Dial the intercom extension number
of the station receiving the call.
On a 24-Button Phone:
You will hear a tone and the light
above the intercom button will go on.
You will be connected with the caller.
1.
2.
3.
4.
Press the INTERCOM button.
Lift the receiver or press the
SPEAKER button.
Dial “ ★ ” and “8.”
Press the auto-dial button of the You will be connected with the caller.
You will hear a tone and the light
above the intercom button will go on.
station receiving the call.
NOW YOU TRY IT . . .
You’ll need three phones to try this one out. Ask co-worker A to call co-
worker B on the intercom. Ask co-worker B not to answer it. You,
knowing B’s intercom extension number, can follow STEPS 1 through 4
above.
15

Hold
Placing A Call On Hold
You will need to place calls on hold for a variety of reasons - to check your calender, to
ask a colleague’s opinion, to get a file from your cabinet.
It’s simple, and the same for both intercom and outside calls.
ACTION OUTCOME
1. Press the HOLD/PAUSE button.
The call will remain connected but the
caller will not hear anything nor be
heard. The light will repeat SHORT
ON, VERY LONG OFF while the
person is holding.
To prevent those at other stations from accidentally picking up the call you’ve placed on
hold, you merely: (This is only necessary on outside lines. An intercom call cannot be
retrieved from a third set.)
ACTION
OUTCOME
1. Press the HOLD/PAUSE button Same as above, but the call may be
a second time. retrieved only at your phone.
.
To get reconnected with an outside call, press the held line button; with an inside call,
press the held INTERCOM button.
Being Reminded Of A Call On Hold
Occasionally after you’ve put a call on hold you get sidetracked and forget about it. The
person waiting on the other end is keenly aware that you have forgotten him or her.
The SPIRIT system can remind you that you have a call waiting. If you have not picked
up a held call after one minute (or more, depending on how it is programmed), your
phone will give you a periodic short ring to remind you that someone is waiting. You
needn’t do anything to use this feature – it’s automatic (unless your system has been
programmed at the “0” setting, for
no Held Call Reminder feature).
NOW YOU TRY IT . . .
Ask your friend on the outside (outside line) or a co-worker (intercom) to
let you put him/her on hold. Say that you will be leaving him/her on hold
for a little longer than a minute. Put the person on hold and wait for the
reminder. If an outside person is helping you, press the held line button
to reconnect; press INTERCOM for a co-worker.
16

Transferring Calls
Transferring A Call
Sometimes calls come in to your phone that should have gone to someone else’s. Or
you may finish talking with someone and want to reroute the call to another internal
person. Transferring with the SPIRIT system is easy.
ACTION
OUTCOME
On a 6-Button Phone:
1.
2.
3.
Press the TRANSFER button.
Call is automatically placed on “hold”
such that the caller cannot hear you or
be heard.
Dial the intercom extension number The person at that station will hear
of the person to whom you want to ONE SHORT, ONE LONG ring,
transfer the call. signifying the call has been
transferred.
Hang up.
On a 24-Button Phone:
1.
2.
3.
Press the TRANSFER button.
Call is automatically placed on “hold”
such that the caller cannot hear you or
be heard.
Press the auto-dial button of the The person at that station will hear
person to whom you want to ONE SHORT, ONE LONG ring,
transfer the call. signifying the call has been
transferred.
Hang up.
This feature works for transferring outside calls only; you cannot transfer inercom calls.
17

Transferred Calls
Getting Back A Transferred Call
When calling someone it’s aggravating to be transferred and then only hear endless
ringing – the person isn’t there. Usually you have to hang up and call back to leave a
message with someone. With the SPIRIT system, callers are automatically “sent back”
to the original person whom they were talking. If you send a call to a line that is
busy, the busy party will hear an abbreviated ring. If s/he doesn’t answer it within twelve
seconds the call will return to you.
You will know that a transferred call is being returned to you because you will:
●
Hear three SHORT RINGS, and
●
See a repeated light flashing pattern of SHORT ON, SHORT OFF until you answer
the phone.
●
At a 24-button set, the busy light associated with the phone to which the call was
transferred will flash rapidly.
To respond to a returned transferred call:
ACTION OUTCOME
1. Pick up the receiver or press the
You will be re-connected with the
SPEAKER button. transferred party.
NOW YOU TRY IT . . .
Ask a co-worker to wait for the phone to ring, but not answer it. Call a
friend on the outside who is willing to help you and transfer him to your
co-worker. When s/he does not answer the call, wait for it to come back to
you. Listen for the special ring and watch for the light flashing pattern.
Then take the action step above.
18