Loffler ShorTel 560 User manual

ShoreTel Quick Reference Guide
MESSAGE INDICATOR: Located in the upper right
corner of the telephone. When you have a message in
voicemail, this will be flashing red.
SOFT KEYS: The soft keys are the buttons located at the
bottom of the LCD display.
When phone is idle:
Pickup allows users to pick up another ringing
extension
Unpark retrieve a parked call
Mode change your call handling mode
AUDIO CONTROL KEYS:
Located to the left of your dial pad, the audio control keys
allow you to do the following:
Control volume by pressing up or down on the scroll
button
Use headset by pressing headset button
Mute callers by pressing the mic button on or off
Utilize the speaker by pressing speaker button
TO PLACE AN INTERNAL TELEPHONE CALL:
Lift handset.
Dial extension number or press Speed dial button
TO PLACE AN EXTERNAL TELEPHONE CALL:
Lift handset
Dial your trunk access code 8 or 9 and the
telephone number
TO ANSWER AN OUTSIDE CALL:
Lift handset and press Line key if necessary OR
Press headset or speaker button
TO PLACE A CALL ON HOLD:
While on a call, press the Hold button
Line key will flash
Note: A held call will ring back after 2 minutes
To Retrieve Held Call:
Press the Flashing Line Key, Unhold soft key OR
Hold button again
REDIAL
Press the Redial button twice to dial the last
number called OR
Press Redial and use the scroll button to select the
number you want to call, then press the Dial soft
key or lift the handset to place the call.
Telephone Features Continued
CALL TRANSFER:
While on a call, press TRANSFER
Dial the extension or press the speed dial button
Press the Transf soft key or Hang Up to complete the
transfer
To announce the call before transferring:
While on a call, press TRANSFER
Dial the extension or outside line
Press the Conslt soft key
Wait for an answer then announce the call. After
consultation, press the Yes soft key to complete the
transfer or Hang Up to complete the transfer OR
Press the Cancel soft key to abandon the transfer and
return to the original call
To transfer a call directly to voice mail:
While on a call, press TRANSFER
Dial the extension or press the speed dial button
QUICKLY press the More soft key then press the
To MB soft key
CONFERENCE CALL:
While on a call, press CONFERENCE, original caller
is put on hold and you are given dial tone
Dial the extension of the party you would like to
conference
Press the Confrn soft key to ring the party directly OR
Dial the number and press the Conslt soft key to
speak with the recipient before ringing him or her into
the conference call.
After consultation , press the Yes soft key to join the
calls OR
Press the Cancel soft key to abandon the conference
and return to the original two-party call.
Repeat to add additional parties
PARK:
While on a call, press the Park soft key
Dial the extension you wish to park the call on
Press the Park soft key again
Note: A parked call will return if it is unanswered
after 2 minutes
UNPARK:
To retrieve a call parked on your phone:
Press the flashing line key
To retrieve a call parked on another phone
Press the Unpark soft key
Dial the extension the call is parked on
Press the Unpark soft key
PAGE:
Lift handset
Dial paging code ____ (check with system
administrator) or press speed dial button
Speak then press the Hang Up soft key
Replace handset
CHANGE RING TONE:
Press OPTIONS
Enter your password
Press the OK soft key
Scroll to the Change Ring option.
Press the Edit soft key.
Scroll through the available ring tones, press the
Ring soft key to hear the selected ring tone
Press the OK soft key to save a ring tone
DIRECTORY:
You can use the Company Directory to find phone
numbers on your network by pressing DIRECTORY then
•Enter the first few letters of someone’s first or
last name
•Press the up and down arrows on the Scroll
button next to the display to select the desired
name. Press the Dial soft key to dial the number
CALL HANDLING MODES:
Use the ShoreTel Personal Communicator to configure the
modes with different call forwarding destinations and
personal greetings. You can set one of five distinct call
handling modes for your extension, including four “Do Not
Disturb” options to forward incoming calls or send them to
voice mail. You can record personal greetings, which are
linked to the active call handling mode.
By default, your phone is set to Standard mode, which
allows you to answer all incoming calls. Other mode
options include In a Meeting, Out of Office, Extended
Absence, and Custom.
•Press the Mode soft key
•Scroll to the desired setting call handling mode
•Press the OK soft key
You can also change the call forward destination
for each call handling mode:
•Press OPTIONS
•Enter your password
•1. Call Handling should be selected
•Press the Edit soft key.
•Select the desired call handling mode and press
the Edit soft key.
•Enter the desired number and press the OK soft
key.

EXTENSION REASSIGNMENT
If you have a voice mail box, you can move your extension to
any other phone in the office. From the phone you want to
move to:
Hit the Voicemail button
Enter #
Enter your personal extension
Enter your personal password, then #
Press 7 for Mailbox Options
Press 3 to reassign extension
Press 1 to assign to this telephone
Press 2 to un-assign your phone
ShoreTel Voicemail Reference Guide
Getting Started
Press the Voice Mail key from your telephone
Enter your password followed by a # (the default
password is 1234)
The system will prompt you to record your name
and set up your password
Checking Messages from Outside the System
Dial___________ (check with system administrator)
Wait for the system to answer then press #
Enter your extension
Enter your password followed by a #
OR
Dial your direct number
Wait for voicemail to pickup, then press *#
Enter your extension
Enter your password followed by a #
Checking Messages from Your Telephone
Press Voicemail button
Enter your password followed by a #
Checking Messages from another Extension
Press Voicemail button
Press #
Enter your extension
Enter your password followed by a #
Main Menu
Press 1 Listen to Messages
Press 2 Send a Message
Press 3 Listen to Saved Messages
Press 7 Change Mailbox Options
Press 8 Log Off
Press 9 Return to Auto Attendant
Press 0 Transfer to an assistant
Press # Hear Mailbox Status
Message Handling Menu
Press 0 Additional Options
Press 1 Replay
Press 2 Save
Press 3 Delete
Press 4 Forward
Press 5 Reply
Press 6 Play envelope
Press 7 Move backward
Press 8 Pause
Press 9 Move forward
Press # Skip
Press * Cancel
ShoreTel End User Guide
IP Phone and Voicemail