SHORE TEL IP 560 User manual

ShoreTel
560/565 Handset
Quick Guide
AUDIO CONTROLS
Adjusting Ring Tone Volume
To adjust the ring volume, while the handset is on
hook and the speakerphone is off, press
the volume button. By pressing down repeatedly,
you can turn the ringer volume off.
Adjusting Handset Volume
To adjust the handset volume, while the handset
is off hook, press
Adjusting Headset Volume
To adjust the headset volume, while the headset
LED is illuminated, press
Adjusting Speakerphone Volume
To adjust the speakerphone volume, while the
speakerphone LED is illuminated, press
Muting an Active Call
To mute the active call, press the Mute button
The LED turns red. To cancel mute, press the
same button again.
Changing Extension Assignment –HOT DESKING
If you have the proper permission, you can assign
your extension to any phone on the system.
- Press the VOICE MAIL key on the phone you want
to log on to.
- Press #
- Enter your ext number………..
- Enter your 6 digit password
- At the Main Menu prompt, press 7.
Now select the option you require from the follow
prompts
- Press 3to re-assign the extension.
- Press 1 to assign the extension.
- Press 2 to un-assign the extension. (The phone
will revert to its original extension.)
Issue 6 5.11.13

USING YOUR PHONE FOR THE FIRST TIME
If your screen says ‘available’ you must assign your
extension number to the handset to enable you to
receive calls. Please check your emails for full
registration details or simply follow the instructions
below:
Press VOICE MAIL key, enter your extn number. If you
have been given a 6 digit password enter it now then
press #. (If not use the default password –123456#)
Now enter a new 6 digit password followed by #. Repeat
to confirm new password. Next you need to record your
name then press #. Press # again to accept the
recording, or press 2 to re record. Finally you have to
select the following options in this order. Press 7(voice
mail options), then 3 (assign your extn number), then 1.
You are now logged in and your phone can receive calls
and voice mail messages.
Call Handling
Make an internal call
Lift receiver, dial extn number or
Leave receiver down, dial extn number and press dial in
display for hands free, or if using a headset press
then dial extn. To end call press HANG UP in screen
Make an external call
Lift receiver, dial ‘9’ and telephone number, and press
DIAL in display, 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.
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 arrows at side of screen 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
and press CONSULT in screen, announce call, press YES
in screen 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.
Deflecting a call
Send an incoming call to another extension or external
number without answering. Press TRANSFER, dial extn
number or external number, press TRANSF in screen
Redial/ Missed calls
Press REDIAL –this will bring up a list of calls made,
received and missed from your handset. Use scroll keys
by side of screen to select number, 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: 110/115 handset –
Screen will say ‘Call on hold’ lift receiver to connect.
212 handset –Press flashing line key or press UNHOLD
or from any other handset, press UNPARK in screen,
enter ext where call is parked, Press UNPARK again to
retrieve caller.
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 extension or 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
Simply hang up to leave others parties talking, or
press SHOW in screen, then select who you want to
leave using then scroll keys by screen. Press DROP
to exit.
Call Forwarding
Select the forward mode required - Standard , In
meeting, Out of Office, Extended Absence, and
Custom.
To select press OPTIONS, enter your password,
press #. Use scroll keys to highlight CALL
HANDLING, then press EDIT in screen. Then select
mode required and press OK and DONE to set.
To change the forward destinations for each mode
Press OPTIONS, enter your password followed by #.
Use scroll key to highlight CALL HANDLING,
press EDIT, highlight mode you want to edit then
press EDIT again. Select whento forward: eg
always,no answer/busy or never . Enter destination
to receive calls eg. extn number, voice mail extn or
external number), then press OK twice and DONE.
Remember if forwarding to an external number the
cost of the onward call will be charged to you!
Find Me Forwarding (check permission rights)
Allows you to route calls from voice mail to one of 2
numbers where you can be located.
Press VOICE MAIL key and enter your 6 digit
password followed by #.
Select option 7
Press 9for additional mailbox options
Press 5 then follow voice prompts
Don’t forget to change your voice mail greeting to
give callers the option to use Find me. You need to
say in your message ‘ to use find me press 1’