SHORE TEL 480 User manual

ShoreTel
480/485g Handset
and Voicemail
Quick Guide
MANAGING MESSAGES
After listening to a message, you can REPLAY (1),
SAVE (2), DELETE (3), FORWARD (4) REPLY TO
SENDER (5) REPLAY DATE & TIME (6)
To replay all of your saved messages
-Press 3 at the Main Menu prompt.
As a safeguard against accidental erasures, the
system retains deleted messages for a few hours.
To listen to your deleted messages
- 1 Press 7 at the Main Menu prompt.
- 2 Press 7again. Voice mail plays all the deleted
messages still available to the system. During
playback, you can manage deleted messages as if
they were newly arrived messages.
To restore a deleted message
- Press 2.
CHANGING EXTENSION ASSIGNMENT -
HOTDESKING
-Press the VOICEMAIL key on the handset you want
to log on to
-Then press Call VM in screen
-Press #if handset is 'available' or assigned to
someone else (If 'anonymous' you will not need to
press #)
-Enter your extension number………..
-Enter your 6 digit password
-At the Main Menu prompt, press 7
-Then Press 3 to re-assign the extension
-Then Press 1to assign the extension
-OR Press 2 to un-assign the extension (the
handset will revert to its original extension)
PROGRAMMING BUTTONS
-Press the Options key in the screen
-Enter the password 123456 (or your voicemail
password if already set up)
-Scroll down to highlight “program buttons”
-Select ‘Edit’
-Select button to program (choose from one of the
four on the left or the bottom two on the right)
-It will say call appearance or dial number –select
“dial number”
-Enter the extn number or a “9” and number if
external
-Enter the name (label) using the key pad
-Select ‘Done’
Additional Guides available at
http://www.swcomms.co.uk/resource-
centre/user-guides-and-manuals
Service Desk 01392 330033
email: servicedes[email protected].uk
Customer Service 01392 315315
email: customer.servic[email protected].uk
Issue 7 06-05-16

CALL HANDLING
Make an internal call
Lift receiver, dial extn number or leave receiver down
and dial extn number for hands free, or if using a
headset press then dial extn number.
To end a call either hang up, press if hands free
or press HANG UP in screen if using a headset
Make an external call
Lift receiver dial ‘9’ and telephone number, if using a
headset press and dial ‘9’
Receive a call
Lift receiver or press to answer hands free, or
press to answer using headset.
To Send An Incoming Call To Voicemail Press #
Directory Dialling
Access to extension numbers and system speed
dials. Press DIRECTORY key- use number pad to type
1st 3 letters of the person you want to call [Search in
predictive]. Use scroll key to select if more than 1
entry. Press DIAL in screen to call.
Hold a call
Press HOLD key to place a caller on or off hold.
Transfer a call –announced
Press TRANSFER (puts caller on hold), dial extn
number, announce call, press YES in screen or hang
up to transfer.
Retrieve a call
If no reply or if extension can’t take call, press
CANCEL to return to the caller.
Transfer a call –unannounced (blind)
Press TRANSFER (puts caller on hold), dial extn and
press TRANSF in screen or simply hang up.
Transfer a call to voice mail
Press TRANSFER, dial extn number, press MORE in
screen, then press TO MB to send caller immediately
to voice mail.
History
This will show calls made , received
and missed from your handset. Use scroll keys
to select the one you want then press DIAL to call.
Park a call
Answer a call, press PARK in screen, dial extn where
you want to park (not your own ext), press PARK
again and hang up.
Retrieve a parked call
From the nominated extension, lift receiver
or from any other handset, dial UNPARK code *12
plus ext where call is parked.
Page
Make an announcement to individuals, or groups via
speaker phones. Dial page ext number ----- wait
for confirmation tone, make announcement then
hang up.
Pick Up
Press PICK UP in screen, dial ringing extn/group
number, then press PICK UP again to intercept call.
Conference calling
Whilst on a call, press CONFERENCE, dial 3rd party,
when they answer you can either press CONSLT to
invite, then press YES in screen to join together, or
press CONFRN to join together immediately.
Exit conference call
Hang up to leave others parties talking, or press
SHOW in screen, then select who you want to leave
using then scroll keys. Press DROP to exit.
Call Forwarding
Select the forward mode required -Standard, In
meeting, Out of Office, Extended Absence, and
Custom.
To select press MODE and use scroll key to select
mode required. Please ensure that you have set the
mode up before selecting it and you have recorded a
voicemail message if applicable.
To change the forward destinations for each mode
Press OPTIONS, enter your password followed by
OK. Highlight CALL HANDLING then press EDIT in
screen, select mode to edit then press EDIT. 1st enter
when you want your calls to be diverted, next, the
destination where you want your calls to
Remember if forwarding to an external number the
cost of the onward call will be charged to you!
VOICE MAIL OPERATIONS
New Voice Mail Indicators
Your voice mailbox contains new messages if:
_ You hear a broken dial tone on the handset OR
_ The phone’s message waiting light flashes
Checking Voice Mail Messages
NOTE If you are logging in for the first time, the
system prompts you for a new password and
asks you to record your name.
To check voice mail from your extension
1Press Voice Mail
2 Press Call VM in handset screen
3 Enter your password 6 digit. (If it is the first time
you have logged in, use the default password,
123456)
4Press #
Voicemail system will list options
To check voice mail from Communicator
1.Click on Voice mail tab at bottom of
Communicator screen (or open it from ‘Windows’ at
top of Communicator screen if it is not already
open)
2.Double click on message to play through handset
or headset
To check voice mail from another extension
1.Press Voice Mail
2. Press Call VM then once answered press #
3.Enter your extension number
4. Enter your password
5. Press #
Voicemail system will list options
To check voice mail from an external phone
1. Dial your voice mail access number --------
2.Press #.
3. Enter your extension.
4. Enter your password (6 digit)
5. Press #.
Voicemail system will list options