SHORE TEL 420 User manual

ShoreTel IP Phone 420 Quick Reference
PHONE OPERATION
Place calls
Use the handset, the speakerphone,
or a headset Lift handset or press or + Ext.
Make a blind conference call + Ext. +
Make a consultative conference call + Ext. + wait + to select +
Use the Directory + to select +
Dial from History + to select +
Note: To close Directory or History, press that key again.
Answer calls
Answer a call Lift handset or press or
Answer call waiting (incoming call) Press blinking call appearance button
Answer an off-screen incoming call Press while offscreen call is displayed
Interact with calls
Adjust volume of handset, headset,
or speakerphone when off hook;
adjust ringer volume when on hook to select
Mute a call
Place a call on or off hold
Transfer a call (blind) + Ext. + hang up or
Transfer a call (with a consultation) + Ext. + wait + to select +
Divert an incoming call to Voicemail or
Adjust the display contrast Press and hold + or
VOICEMAIL
Log in to Voicemail Main Menu + Password +
Log in from another extension ++ Ext. + Password +
Log in or out of workgroup + Password + + + or
Change Call Handling Mode + Password + +
Change extension assignment + Password + +
Unassign extension assignment + Password + +
Assign extension to external number + Password + +
OFFICE ANYWHERE CODES
Transfer a call + destination +
Conference a call + destination +
Hold a call
Hang up
Access other star codes + (star code from below)
QUICK REFERENCE OF COMMON STAR CODES
Park a call + Ext.
Unpark a call + Ext.
Pick up a remote extension + Ext.
Pick up the night bell
Use the intercom + Ext.
Barge in + Ext.
Silent monitor + Ext.
Toggle hunt group status + Hunt Group's Ext.
Whisper page + Ext.
Silent coach
TROUBLESHOOTING
View phone information + (INFO#)
Reboot your phone + (RESET#)
ShoreTel, Inc., 960 Stewart Drive Sunnyvale, California 94085 USA Phone: [phone] +1.800.425.9385 Fax: [phone] www.shoretel.com
Note: For details about using the phone, see the ShoreTel IP Phone 420 User Guide.

ShoreTel IP Phone 420 Quick Reference
Display
area
Handset with
finger rest
Indicator LED
Flashing light alerts
the user to incoming
calls and unheard
voice messages
.
Function Keys
Perform core
telephony functions
(Transfer, Conference,
Directory, History,
Voicemail, Hold)
Dial Pad
Audio Control Keys
Volume buttons control
handset, speaker, and ring
volume. Headset, Mute,
and Speaker buttons
illuminate when functions
are active.
Speaker
Delivers high-quality
sound
The ShoreTel logo is a trademark of ShoreTel, Inc. in the United States and/or other countries. The ShoreTel IP Phone 420 is covered by patents as listed at http://www.shoretel.com/about/patents.html. The product is
also covered by other pending patent applications. ShoreTel, Inc. All rights reserved.
PN 800-1763-01
PORTS ON THE PHONE
Navigation key pad
and
selector button
Select options in the
interface
Call appearance
buttons
Indicate active,
incoming, or
on-hold calls
Off-screen call (on main display)
Voicemail message indicator (on main display)
Secure call
Missed call (on main display and in History)
Inbound call (in History)
Outbound call (in History)
Transferred call (in History)
Workgroup Agent logged in
Workgroup Agent logged out
Workgroup Agent wrap up
STATUS ICONS
The following icons are displayed on the phone to indicate operational status:
Microphone
Your ShoreTel IP Phone 420 provides visual cues
about its operational status:
Steady Green: Phone is in use (dialing or off hook)
Blinking Green (Fast): Call on hold or call parked
Blinking Green (Slow): Incoming call
GUIDE TO LEDS
Network
port
Handset
port
Headset
port
PC port

New Voice Mail Indicators
Your voice mailbox contains unplayed messages
if:
QYou hear a stutter tone on the handset.
OR
QThe phone’s message waiting light flashes.
Checking Voice Mail
To check voice mail from your extension
1Press Voice Mail or lift the handset and press #.
2At the prompt, use the dial pad to enter your
password. (If you have not been assigned a
password, use the default password, 1234.)
3Press #.
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 another extension
1Press #twice.
2Enter your extension.
3Enter your password.
4Press #.
To check voice mail from an external phone
1Dial your voice mail access number.
2Press #.
3Enter your extension.
4Enter your password.
5Press #.
Listening To Messages
At the Main Menu prompt, press 1. The voice
mail system plays urgent messages first, then
newly arrived messages.
The system gives the delivery date and time for
each message. (You can disable this feature from
the Mailbox Options Menu.)
Managing Messages
After listening to a message, you can replay it,
send a reply to the person who left the message,
forward it to someone else, replay the date and
time information, save it, or delete it.
To replay all of your saved messages
QPress 3at the Main Menu prompt.
As a safeguard against accidental erasures, the sys-
tem retains deleted messages for a few hours.
To listen to your deleted messages
1Press 7at the Main Menu prompt.
2Press 7.
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
QPress 2.
To send a recorded message from voice mail
After recording a message, voice mail asks you to
supply an address.
1Address the message to individual recipients
by entering their extension numbers.
2Specify groups of recipients by entering a
distribution list number.
To identify a recipient by name, specify a person-
al distribution list, or broadcast to all extensions,
press 0and follow the prompts.
To mark a message as urgent
QAfter addressing the message and confirming
the addressee(s), press 1.
To forward the message you're reviewing
1Press 4and follow the recorded prompts.
To reply to the message you're reviewing
1Press 5and follow the recorded prompts.
2Press 1to reply with a voice mail, press 2to
reply with a call back, or press 3to reply to all
with a voice message.
Changing Mailbox Options
Personalize your voice mail by changing your
name, password, or personal greeting.
To change personal settings from the Main Menu,
press 7and follow the recorded prompts.
Enabling Office Anywhere (On-Net)
If you have the proper permission, you can assign
your extension to any phone on the system.
1Log in to voice mail from the target phone–
an extension other than your own.
2At the Main Menu prompt, press 7.
3Press 3to re-assign the extension.
QPress 1to assign the extension.
QPress 2to un-assign the extension.
(The phone reverts to its original extension.)
(Off-Net Extension Re-assignment cannot be
configured through the voicemail system and
must be configured through PCM. Refer to the
Administration Guide for details.)
Setting Call Handling and Forwarding
NOTE Use ShoreWare Call Manager to configure
the modes with different call forwarding destina-
tions and personal greetings.
You can set one of five distinct call handling
modes for your extension. When you record a
personal greeting, it is linked to the active call
handling mode.
To enable one of the five distinct call handling
modes:
QPress 7at the Main Menu prompt.
QPress 2, then follow the prompts.
Changing Notification Options
To select a notification profile for the Escalation
Notification feature:
QPress 7at the Main Menu prompt.
QPress 9for additional mailbox options.
QPress 2, then follow the prompts.
NOTE You must have notification profiles previously config-
ured before a notification profile can be activated.
Enabling FindMe
To enable or disable FindMe Forwarding so that
callers can forward their calls to your destination:
QPress 7at the Main Menu prompt.
QPress 9for additional mailbox options.
QPress 5, then follow the prompts.
NOTE You must have permission to use FindMe Forwarding.
Troubleshooting
If the number of messages in your mailbox
exceeds the limit, the system notifies callers that
your mailbox is full and unable to accept new
messages. (Recently deleted messages remain in
the mailbox and are included in the total count.)
If your mailbox is full, first purge any backlog of
deleted messages.
To purge deleted messages
1At the Main Menu prompt, press 7.
2Press 8to remove deleted messages.
3Press 1to confirm deletion or * to cancel.
VOICE MAIL OPERATIONS
(Instructions for Voice Mail owners)
ShoreTel® Voice Mail Quick Reference
Leave Message
When dialing into a ShoreTel system, if the
person you are trying to reach does not answer,
your call will be sent to a mailbox and you will
hear a standard greeting. You can select from
the following options:
#Bypass greeting
0Transfer to assistant
1Forward to recipient’s FindMe destination
9Transfer to Auto-Attendant
Message Recording
If you choose to leave a recorded message, the
following options are available after recording
your message:
#Message options
*Re-record
0Send message, transfer to assistant
1Send message, forward to recipient’s
FindMe destination
9Send message, transfer to Auto-Attendant
NOTE Hanging up sends the message.
# Message Options
When leaving a message, select from the
following options:
#Send message
*Cancel
1Review
2Re-record
3Mark/unmark urgent
0Send message, transfer to assistant
9Send message, transfer to Auto-Attendant
LEAVING A MESSAGE
(Voice mail options when in mailbox)
ShoreTel, Inc., 960 Stewart Drive Sunnyvale, California 94085 USA Phone: [phone] +1.800.425.9385 Fax: [phone] www.shoretel.com
PN 800-1032-04 This product is covered by one or more of the following patents: United States Patent 6,996,059, United States Patent 7,003,091, United States Patent 7,167,486, United States Patent 7,379,540, and
United States Patent 7,386,114. ShoreTel, Inc. All rights reserved.

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ShoreTel, Inc., 960 Stewart Drive Sunnyvale, California 94085 USA Phone: [phone] +1.800.425.9385 Fax: [phone] www.shoretel.com
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Main Menu for Voice Mail Operations
Listen to Messages
Select one of the following options during or at the end of a message:
0Additional options
1Replay
2Save
3 Delete
4Forward
5Reply
6Play envelope
7Move backward
8Pause
9Move forward
#Skip
*Cancel
5 Reply
Select one of the following :
1Reply with a voice mail
2Reply with a call back
3Reply to all with a voice
message
Send a Message # Accept
Enter the extension or the system
distribution list to receive the message:
#Conclude addressing
0Additional addressing options
*Cancel last address
** Cancel
Record your message at the tone.
When finished, press #and select
from the following options:
#Accept
1Review
2Re-record
*Cancel
Listen to Saved Messages
Change Mailbox Options
1Record greeting
2Set call handling mode
3Re-assign extension
4Set password
5Enable/disable envelope information
6Record name
7Listen to deleted messages
8Remove deleted messages
9Additional options
*Cancel
1 Record Greeting
Record your greeting for the currently
active mode at the tone. When finished,
press # and select from the following
options:
#Accept 3Delete
1Review *Cancel
2Re-record
2 Set Call Handling Mode
1Standard 5Custom
2In a meeting 6No change
3Out of office *Cancel
4Extended absence
Refer to “Listen to Messages” for
message options while listening to
saved messages.
Hear Mailbox Status
Return to
Auto-Attendant
Log Off
6 Record Name
Record your name at the
tone. When finished, press
# and select from the fol-
lowing options:
#Accept 3Delete
1Review *Cancel
2Re-record
8 Remove Deleted
Messages
1Confirm *Cancel
# Conclude Addressing
#Send
1Mark/unmark urgent
2Mark/unmark for return receipt
3Enter additional addresses
*Cancel
0 Addressing Options
1Address by name
2Address by personal distribution list
3Broadcast
2 Address by Personal Distribution List
Enter the two-digit personal distribution list number.
* Cancel
1 Address by Name
Spell the name of the person, last name first.
Press 7 for Q and 9 for Z. * Cancel
Note: System returns to Addressing after name is entered.
a) From your own extension, lift the handset,
press #, enter password, and press #
b) From another extension, press #twice,
enter extension, enter password, and press #
Call your voice mail access
number, enter extension,
enter password, and press #
Log In: Internal Log In: External
PRESS
ShoreTel® Voice Mail Quick Reference
2 Notification Options
1-9 Enter the number associated
with a Notification Profile
0Disable Notification
#No change
3 Agent State
1Log in and assign extension
2Log out
3Log in without assigning extension
1Enable or disable Outlook
automated call handling
2Change notification options
3Change agent state
5Change Find Me Forwarding state
*Cancel
9 Additional Options
5 Enable Envelope Info
Press either 1to enable,
or 2to disable
4 Set Password
Enter password twice in
response to the prompts.
*Cancel
3 Re-assign Extension
1Assign to this telephone
2Un-assign
3Assign ext. to last external
number
*Cancel
Transfer to Assistant 5 Find Me Forwarding
1Enable Find Me Forwarding
2Disable Find Me Forwarding

Signingin to the ShoreTelConnect Client
Sign in using your Windows or ShoreTel credentials.
1. Double-click the ShoreTel Connect client icon and enter:
•Email or Username
•Password
•Select the Use Windows Credentials checkbox if
you want to use your Windows credentials.
•Select the Remember this and log me in
automatically next time checkbox.
2. Click +Show Advanced..., and then do the following:
•In the Domain name, enter the domain name.
•In the Server field, enter the fully qualified domain
name (FQDN).
3. Click Log In.
To sign out, click the <username> tab and click Log Out.
Accessing Voicemail Messages
1. Launch the ShoreTel Connect client.
2. Click the Recent tab.
3. Click the drop-down list on the top-left corner of the
second pane, and select Voicemails.
To listen to your voicemail message:
1. Launch the ShoreTel Connect client.
2. Click on the left.
3. Choose the phone or speaker icon, and then click the play
icon.
You can reply to, forward, or delete the received voicemail.
Creating a Conference
1. Launch the ShoreTel Connect client.
2. Click the Events tab.
3. Click +New Event at the bottom of the second pane.
4. Enter the details of the conference.
The event invitation page is displayed in the third pane. If the Connect
client is integrated with Microsoft Exchange, a meeting invite is
launched in Office Outlook. The event invite must be emailed to the
participants. The event is added to your Office Outlook calendar. If you
want to add the event to your personal calendar, then you can
download the iCalendar file as described in the ShoreTel Connect
Client User Guide.
Joininga Conference from the Events Tab
1. Launch the ShoreTel Connect client.
2. Click the Events tab.
3. Click the Upcomingtab to view all upcoming conferences.
4. Select the conference to join.
5. Click Join Meeting.
6. Do one of thefollowing:
•To take the call through the softphone (your computer and
headset), click Call via Computer Audio.
•To configure a call back, click the Call Me option, enter the
number, and click Call Me.
•Click on the second pane. If you have assigned a desk
phone or a cell phone to the ShoreTel Connect client, the
assigned phone will ring.
7. Click to end the audio conference.
ShoreTel Connect Client
Quick Reference Guide
ShoreTel, Inc.
960 Stewart Dr.
Sunnyvale, CA 94085
http://www.shoretel.com:
Making a Call
From the Search bar:
1. Launch the ShoreTel Connect client.
2. Type a contact's name, number, or email address in
3. (next to dial pad icon).
3. Double-click the contact, or click the contact and
then click in the third pane.
From the dial pad:
1. Launch the ShoreTel Connect client.
2. Click
3. Dial the extension or the mobile number, and press
enter.
From the directory:
1. Launch the ShoreTel Connect client.
2. Click the People tab.
3. Scroll down to find the contact.
4. Double-click the contact, or click the contact and
then click in the third pane.
To view information for a contact, click the contact
on the second pane, and click +Info on the third
pane.
Sending an Instant Message
1. Launch the ShoreTel Connect client.
2. Find the contact.
3. Click the contact on the second pane.
4. In the IM input field, type the message and press
Enter.