SHORE TEL 480 User manual

ShoreTel IP Phone 480/480g
User Guide
March 2014

Legal Notices
ShoreTel IP Phone 480/480g User Guide 2
Document and Software Copyrights
Copyright © 2014 by ShoreTel Inc., Sunnyvale, California, USA. All rights reserved.
Printed in the United States of America. Contents of this publication may not be reproduced or transmitted in any form or by any means, electronic or mechanical, for
any purpose, without prior written authorization of ShoreTel, Inc. ShoreTel, Inc. reserves the right to make changes without notice to the specifications and materials
contained herein and shall not be responsible for any damage (including consequential) caused by reliance on the materials presented, including, but not limited to
typographical, arithmetic or listing errors.
Trademarks
ShoreTel, ShoreTel (and logo), Brilliantly Simple, Brilliantly Simple Communication, ShoreGear, ShorePhone, and ShoreWare are registered trademarks of
ShoreTel, Inc. in the United States and/or other countries. The ShoreTel logo is a trademark of ShoreTel, Inc. in the United States and/or other countries.
All other copyrights and trademarks herein are the property of their respective owners.
Patents
The ShoreTel IP Phone 480/480g is covered by patents as listed at http://www.shoretel.com/about/patents.html.
Version Information
ShoreTel IP Phone 480/480g User Guide
Document Part Number: 800-1928-01
Date: March 4, 2014
Company Information
ShoreTel, Inc.
960 Stewart Drive
Sunnyvale, California 94085 USA
+1.408.331.3300
+1.408.331.3333 (fax)
www.shoretel.com

ShoreTel IP Phone 480/480g User Guide 1
Before You Start . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .3
About This Book . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4
Organization . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4
Conventions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4
Related Documents . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4
Chapter 1 Getting Started . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .5
Overview of the ShoreTel IP Phone 480/480g . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7
Your Phone’s Display . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 8
Call Appearance Buttons and Programmable Buttons . . . . . . . . . . . . . . . . . . . . . . . . . . . . 9
Soft Keys . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 9
Your Phone’s Backlight Operation . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 10
Adjusting the Display Contrast . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 10
Reducing Glare on the Phone’s Screen . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 10
Headset Compatibility . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 10
Setting up Your Phone . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 10
Assigning Your Extension to the Phone . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 11
Logging in to the Voicemail System . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 11
Unassigning Your Extension from the Phone . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 11
Operating Your Phone . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 12
Placing Calls . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 12
Answering Calls . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 13
Adjusting the Ring and Listening Volume . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 14
Turning off the Phone’s Ringer . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 14
Muting a Call . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 15
Guide to the Icons Displayed on Your Phone . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 15
Using Voicemail . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 17
Using the Directory . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 17
Making a Call Using Directory . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 17
Accessing Speed Dial Numbers in the Directory . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 18
Finding Detailed Contact Information . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 18
Using the Intercom through Directory . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 18
Dialing a Voice Mailbox from Directory . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 19
Using the Call History Viewer . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 19
Viewing a List of All Calls Placed, Received, or Missed . . . . . . . . . . . . . . . . . . . . . . . . . . 20
Placing a Call Using the History Viewer . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 20
Using the Intercom through the History Viewer . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 20
Deleting a Call from the History Viewer . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 21
Table of Contents

Table of Contents
ShoreTel IP Phone 480/480g User Guide 2
Interacting with Calls . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 21
Placing a Call on Hold or off Hold . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 21
Answering and Switching Among Multiple Calls . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 22
Diverting an Incoming Call to Voicemail or Another Number . . . . . . . . . . . . . . . . . . . . . . 23
Transferring a Call . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 23
Parking and Unparking Calls . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 24
Picking up an Incoming Call for Another Extension . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 24
Chapter 2 Customizing Your Phone . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .25
Overview of Customizing Your Phone . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 26
Using Do Not Disturb (DND) Mode . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 26
Changing Call Forwarding Options . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 26
Changing Your Automatic Off-Hook Preference to Headset . . . . . . . . . . . . . . . . . . . . . . . . . . 28
Changing the Ringtone . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 28
Changing the Time Zone of Your Phone . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 29
Enabling Handsfree Mode to Suppress Dial Tone for Off-Hook Headsets . . . . . . . . . . . . . . . 29
Chapter 3 Using Advanced Features . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .31
Making a Conference Call . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 32
Using the Join Feature to Conference Active Calls . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 33
Paging . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 33
Other Advanced Features . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 34
Chapter 4 Using Voicemail . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .35
Voicemail Overview . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 36
Logging in to the Voicemail System . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 36
Changing Your Voicemail Greeting . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 36
Recording Your Name . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 37
Recording a Personal Greeting . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 37
Using Voicemail Options . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 37
Using Message Playback Options . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 38
Menu of Message Options . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 38
Using Shortcut Keys . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 38
Listening to, Replaying, Saving, and Deleting Messages . . . . . . . . . . . . . . . . . . . . . . . . . 38
Forwarding a Message . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 39
Replying to a Message . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 39
Chapter 5 Troubleshooting . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .40
Problems and Solutions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 41
Getting Help . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 41
Viewing Phone Information . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 41
Rebooting Your Phone . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 42

ShoreTel IP Phone 480/480g ShoreTel Hardcopy Style and Template Guide 3
Before You Start
The following sections provide an overview of this book:
About This Book.......................................................................................................... 4
Organization ......................................................................................................... 4
Conventions.......................................................................................................... 4
Related Documents .............................................................................................. 4

4 ShoreTel Hardcopy Style and Template Guide ShoreTel IP Phone 480/480g
Before You Start About This Book
About This Book
This book is intended for those who use the ShoreTel IP Phone 480/480g. It describes the phone’s
features and how to use the phone.
Organization
This document is divided into the following chapters:
Chapter 1, Getting Started on page 5, provides an overview of the phone and describes how to set
up the phone and use it for common tasks.
Chapter 2, Customizing Your Phone on page 25, explains how to customize your phone through
features such as ring tones.
Chapter 3, Using Advanced Features on page 31, describes how to use the phone to perform
advanced tasks, such as making conference calls.
Chapter 4, Using Voicemail on page 35, describes how to use the voicemail system to listen to
messages and perform other tasks related to your voice mailbox.
Chapter 5, Troubleshooting on page 40, provides information about simple approaches to address
issues with your phone.
Conventions
The following typographical conventions are used in this document:
Related Documents
The following documents are also available:
Wall Mount Installation describes how to mount the phone on a wall.
Quick Reference provides shortcuts for performing common tasks with the phone.
Quick Install Guide describes the ports on the back of the phone and how to adjust the tilt angle of
the phone when it is used on a desk.
Font Description
Bold Keys that you press on the phone
Blue Cross references with hyperlinks. Click the blue text to go to the indicated
section. All chapters have a list of section links on the first page.
Note: Table of Contents entries are also links, but they are not blue.

CHAPTER
ShoreTel IP Phone 480/480g User Guide 5
1. Getting Started
This chapter provides an introduction to the ShoreTel IP Phone 480/480g. It contains the following
information:
Overview of the ShoreTel IP Phone 480/480g ............................................................ 7
Your Phone’s Display............................................................................................ 8
Call Appearance Buttons and Programmable Buttons ......................................... 9
Soft Keys .............................................................................................................. 9
Your Phone’s Backlight Operation ...................................................................... 10
Adjusting the Display Contrast ........................................................................... 10
Reducing Glare on the Phone’s Screen ............................................................. 10
Headset Compatibility......................................................................................... 10
Setting up Your Phone .............................................................................................. 10
Assigning Your Extension to the Phone.............................................................. 11
Logging in to the Voicemail System.................................................................... 11
Unassigning Your Extension from the Phone ..................................................... 11
Operating Your Phone............................................................................................... 12
Placing Calls....................................................................................................... 12
Answering Calls.................................................................................................. 13
Adjusting the Ring and Listening Volume ........................................................... 14
Turning off the Phone’s Ringer ........................................................................... 14
Muting a Call....................................................................................................... 15
Guide to the Icons Displayed on Your Phone............................................................ 15
Using the Directory.................................................................................................... 17
Making a Call Using Directory ............................................................................ 17
Accessing Speed Dial Numbers in the Directory ................................................ 18

6UserGuide ShoreTel IP Phone 480/480g
Getting Started
1
Using the Intercom through Directory ................................................................. 18
Dialing a Voice Mailbox from Directory ............................................................... 19
Using the Call History Viewer ............................................................................. 19
Using the Call History Viewer.................................................................................... 19
Viewing a List of All Calls Placed, Received, or Missed ..................................... 20
Placing a Call Using the History Viewer ............................................................. 20
Using the Intercom through the History Viewer .................................................. 20
Deleting a Call from the History Viewer .............................................................. 21
Interacting with Calls ................................................................................................. 21
Placing a Call on Hold or off Hold....................................................................... 21
Answering and Switching Among Multiple Calls................................................. 22
Diverting an Incoming Call to Voicemail or Another Number.............................. 23
Transferring a Call .............................................................................................. 23
Answering and Switching Among Multiple Calls................................................. 22
Parking and Unparking Calls .............................................................................. 24

Overview of the ShoreTel IP Phone 480/480g Getting Started 1
ShoreTel IP Phone 480/480g User Guide 7
Overview of the ShoreTel IP Phone 480/480g
Welcome to your ShoreTel™ IP phone!
Figure 1 provides an overview of the IP480/480g phone components. Figure 2 on page 8 shows the
ports on the back of the phone.
Figure 1: ShoreTel IP Phone 480/480g Components
Handset with
finger rest
Speaker
Delivers high-quality,
wideband sound
Audio Control Keys
Volume button controls handset,
headset, speaker, and ring volume.
Headset, Mute, and Speaker buttons
are illuminated when functions are
active.
Programmable
call appearance buttons
Eight custom buttons with tri-color
LED indicators show active, incoming,
and on-hold calls. They can also be
configured as shared lines and speed
dial keys.
Function Keys
Perform core telephony
functions: Voicemail,
Directory, History,
Transfer, Conference,
and Hold.
Dial Pad
Navigation key
pad and
selector button
Select options in
the interface.
Microphone
Indicator LED
Flashing light alerts
you to incoming calls
and unheard voice
messages.
Display area
Soft Keys
Context-sensitive
functions defined in
display area

8UserGuide ShoreTel IP Phone 480/480g
Getting Started Your Phone’s Display
1
Figure 2: Ports on the Back of the IP Phone 480/480g
Your Phone’s Display
The display screen on your ShoreTel IP phone shows your name, your extension, call appearance
buttons, programmed buttons, and other information. Figure 3 shows the elements on the phone
display screen.
Network and
Power Port
PC Port
Headset Jack
Handset Jack is
hearing aid compatible

Call Appearance Buttons and Programmable Buttons Getting Started 1
ShoreTel IP Phone 480/480g User Guide 9
Figure 3: Elements on the Display of the IP Phone 480/480g
Call Appearance Buttons and Programmable Buttons
Your phone features eight call appearance buttons that show incoming, active, or held calls. These
buttons can also be programmed to speed dial a number. For information about functions that your
ShoreTel administrator can configure for these programmable buttons, see Other Advanced Features
on page 34.
Soft Keys
Your phone includes five soft keys whose function changes depending on the state of your phone. For
example, if your phone is idle, the soft keys let you modify settings such as your or phone options. If
you have an active call, you can use the soft keys to do such things as hang up, park the call, or join
the call with another call to create a conference call. When the label on a soft key is underlined with a
dotted line, you can press the selector button on the navigation key pad to perform the function
identified on that soft key.
Your
extension
Voicemail
message
indicator
Missed call
indicator
Soft keys
Context-sensitive keys let you perform actions based
on the phone’s status and the call type.
Call
appearance
buttons
show active,
incoming, or
held calls
Programmable
buttons provide
custom functions
such as speed
dial or shared
lines.

10 User Guide ShoreTel IP Phone 480/480g
Getting Started Your Phone’s Backlight Operation
1
Your Phone’s Backlight Operation
To save power, the backlight on your phone’s screen dims after a certain amount of time if the phone is
not in use. After hours and when the phone has not been used for a certain length of time, the phone
display goes completely blank.
The phone screen automatically returns to partial brightness at the start of business hours. At any
time, if you press a button on the phone or the phone receives an incoming call, the phone screen
returns to full brightness.
Adjusting the Display Contrast
1. With the phone on hook, press and hold the button.
The LED should not light and you shouldn't hear any tones; if this isn't the case, lift and replace the
handset.
2. Press the or key on the navigation key pad to increase or decrease contrast.
Reducing Glare on the Phone’s Screen
To reduce glare on your phone’s display screen, you can adjust the tilt angle of the stand on the back
of your phone. Detailed instructions are provided in the Quick Install Guide packaged with your phone.
Headset Compatibility
Plantronics CS5xx and Savi 7xx wireless headsets are compatible with the ShoreTel 400-Series IP
phones.
Plantronics wired headsets require that a Plantronics #27190-01 adapter cable be used.
Setting up Your Phone
To use all the functions of your ShoreTel IP phone, your phone needs to be assigned to you and you
need to know your password for the voicemail system. You can determine if your phone is assigned to
you as follows:
If the phone displays your name and extension, your ShoreTel administrator has already assigned
your phone to you, and you do not need to assign your extension to your phone. In this state, you
can receive calls, make calls, and check for new messages using voicemail.
If the phone displays “Available”, use the procedure in Assigning Your Extension to the Phone to
assign your extension to your phone. Until your phone is assigned, you cannot receive or place
calls.

Assigning Your Extension to the Phone Getting Started 1
ShoreTel IP Phone 480/480g User Guide 11
With the appropriate permissions (set by your ShoreTel administrator), you can log in to any ShoreTel
IP phone in the ShoreTel system to assign your extension to that phone.
Assigning Your Extension to the Phone
If your phone displays “Available” and the Assign user window, use this procedure to assign your
extension to your phone.
1. Enter the phone number that your ShoreTel administrator provided, and then press the Next soft
key.
2. Enter the voicemail password that your ShoreTel administrator provided, and then press the OK
soft key.
Your phone displays your name and extension.
Logging in to the Voicemail System
If you are a new user in the ShoreTel system, you need to log in to the voicemail system to record your
name and personal greeting. For details, see Logging in to Voicemail from Your Phone on page 36.
Unassigning Your Extension from the Phone
If you share a phone with others (for example, if you’re a mobile worker who shares an office) or if you
are using a phone temporarily for some other reason, you should unassign your extension when you
are finished using the phone. You can do this through the Options menu.
1. Press the Options soft key.
The Options menu opens.
2. Press the navigation key to scroll to the Unassign user option.
3. With the Unassign user option highlighted, press the Unassign soft key.
4. At the prompt, press the Unassign soft key again.
Your extension is unassigned from the phone.
Note
If the phone is not assigned to a user but the Assign user screen is not displayed, press the first
soft key to display it.

12 User Guide ShoreTel IP Phone 480/480g
Getting Started Operating Your Phone
1
Operating Your Phone
This section provides an overview of the following basic phone tasks:
Placing calls
Answering calls
Sending an incoming call to voicemail
Adjusting the ring and listening volume
Turning off the phone’s ringer
Muting a call
Changing automatic off-hook preference
Placing Calls
To place a call, you can use the handset, the speakerphone, or a headset.
Using the Handset to Place a Call
1. To place a call, pick up the handset and dial a phone number.
2. To end the call, hang up the handset.
Using the Speakerphone to Place a Call
1. To place a call using the speakerphone, press the button and dial a phone number.
The LED in the button lights green, and the call is dialed.
2. To end the call, press the button again.
The button is no longer illuminated.
Using the Headset to Place a Call
1. To place a call using the headset, press the button and dial a phone number.
The LED in the button lights green, and the call is dialed.
2. To end the call, press the button again.
The button is no longer illuminated.

Answering Calls Getting Started 1
ShoreTel IP Phone 480/480g User Guide 13
Answering Calls
Ring tones, a green flashing call appearance button, and the flashing red light in the top right corner of
your phone indicate an incoming call. If the information is available, the caller’s name and number
appear in an incoming call window on your display.
To answer a call, you can use the handset, the speakerphone, or a headset. Depending on how you
set your automatic off-hook preference, you can also answer a call through your speakerphone or
headset using either of the following methods:
Press the blinking green call appearance button.
If the incoming call is shown in the focus window on your phone’s display, press the Answer soft
key.
For more information about handling multiple calls, see Answering and Switching Among Multiple
Calls on page 22.
Using the Handset to Answer a Call
1. To answer a call, pick up the handset when the phone rings.
2. To end a call, hang up the handset.
Using the Speakerphone to Answer a Call
1. To answer a call, do one of the following:
Press the button.
If your automatic off-hook preference is configured to use the speaker, press the blinking
green call appearance button or press the Answer soft key.
The LED in the button lights green.
2. To end the call, press the button again.
The button is no longer illuminated.
Using a Headset to Answer a Call
If you plan to use a headset to answer calls, see Changing Your Automatic Off-Hook Preference to
Headset on page 28 for instructions for how to designate your wireless or wired regular headset as
your default auto off-hook preference.
1. To answer a call using the headset, do one of the following:
If you use a wired headset, press the button.
If you use a wireless headset, go off-hook with your headset.

14 User Guide ShoreTel IP Phone 480/480g
Getting Started Adjusting the Ring and Listening Volume
1
If your automatic off-hook preference is configured to use your headset, press the blinking
green call appearance button or press the Answer soft key. (If you use a wireless headset, the
phone then displays a message prompting you to press the off-hook button on your headset.)
The LED in the button lights green.
2. To end the call, do one of the following:
If you use a wired headset, press the button again.
If you use a wireless headset, put your headset into the on-hook position.
The button is no longer illuminated.
Adjusting the Ring and Listening Volume
To adjust the volume on your phone, use the buttons. The volume settings for the ringer,
handset, speakerphone, and headset are independent, and you can set them as follows:
Adjust the volume of your phone’s ringer while the phone is on hook.
Adjust the handset listening volume while the handset is off hook.
Adjust the speakerphone volume when the button’s LED is illuminated.
Adjust the headset listening volume when the button’s LED is illuminated.
Turning off the Phone’s Ringer
1. Press the Options soft key.
2. Press the navigation key to scroll to the Audible ringer option.
3. To turn off the ringer, use one of the following methods:
Press the Toggle soft key to change the ringer value from On to Off.
Press the selector button on the navigation key pad to toggle between On and Off.
Use the key on the navigation key pad to change the value from On to Off.
Note
When using a wireless headset, if you experience audio problems, ensure that your wireless
headset is configured according to the manufacturer’s instructions. Problems that might result
from improper configuration include the following:
You cannot hear a dial tone.
The volume for you or the other party is not loud enough.
You hear a buzzing or hissing sound.

Muting a Call Getting Started 1
ShoreTel IP Phone 480/480g User Guide 15
4. Press the Exit soft key.
Muting a Call
To mute a call so that the caller doesn’t hear you, press the button.
The LED on the button is illuminated in red when the mute is active.
To unmute a call so that the caller can hear you, press again.
The button is not illuminated when the mute is not active.
Guide to the Icons Displayed on Your Phone
Your ShoreTel IP Phone 480/480g displays icons for phone status and features. These icons are
described in the following tables:
Title bar icons on the phone’s main screen are described in Ta ble 1 .
Call appearance button icons on the phone’s main screen are described in Tab le 2 on page 15.
History icons are described in Ta ble 3 on page 16.
Table 1: Title Bar Icons on the Main Screen
Icon Description
Call mode: Standard
Call mode: Do not disturb
Missed call
Voicemail message indicator
Table 2: Call Appearance Button Icons and LED Colors and Blink Patterns
Icon LED Color and Blink
Pattern Description
Orange, steady Do not disturb
Off Idle

16 User Guide ShoreTel IP Phone 480/480g
Getting Started Guide to the Icons Displayed on Your Phone
1
Green, 1 second on/
1 second off
Incoming call
Green, steady Dialing or off hook
Green, steady Connected call
Green, steady Connected conference call
Orange, .25 seconds on/
.25 seconds off
The call is on hold.
Off Programmed button (left)
Off Programmed button (right)
Off Shared line extension
Red, steady The shared line extension is in a connected call.
Table 3: Call History Icons
Icon Description
Inbound call
Outgoing call
Missed call
Table 2: Call Appearance Button Icons and LED Colors and Blink Patterns (Continued)
Icon LED Color and Blink
Pattern Description

Using Voicemail Getting Started 1
ShoreTel IP Phone 480/480g User Guide 17
Using Voicemail
To access your voicemail messages, press the Voicemail button.
For complete details about voicemail, see Chapter 4, Using Voicemail on page 35.
Using the Directory
You can use the Directory to quickly look up and dial a person’s extension. Through the Directory, you
can also access your speed dial numbers, dial a person’s voice mailbox, or use the intercom.
Making a Call Using Directory
1. Press the Directory button.
2. Locate the name of the person you want to call using one of the following methods:
Use the and navigation keys to scroll through the directory list until the name of the
person you want to call is highlighted. (To scroll quickly, press and hold a navigation key.)
Dial the numbers that correspond with the first few letters in the person’s first or last name,
pressing a number key once for any letter on that key. For example, to find the name Smith,
dial the numbers 76484. You might need to press keys for only the first few letters of the
person’s name before the name is recognized. If the filtered list contains more than one name,
scroll through the list until the name of the person you want to call is highlighted.
3. With the person’s name highlighted, dial the person’s number using one of the following methods:
Press the Dial soft key.
Press the selector button on the navigation keypad.
Press any idle call appearance button.
Pick up the handset to take the phone off hook.
Press the speaker button to take the phone off hook.
Press the headset button to take the phone off hook.
Tip
To close the directory, press the Directory button or press the Exit soft key.
Tip
To delete characters in the filter, press the Backsp soft key. Delete all the characters in the filter
to return to the full Directory list.

18 User Guide ShoreTel IP Phone 480/480g
Getting Started Accessing Speed Dial Numbers in the Directory
1
Accessing Speed Dial Numbers in the Directory
If you have configured speed dial numbers in the ShoreTel Portal, you can access these numbers
through the Directory.
1. Press the Directory button.
2. Press the Speed soft key.
Your configured speed dial numbers are displayed.
3. Do one of the following:
Use the and navigation keys to scroll to the number you want to call.
Press the number of the entry in the speed dial list. (For example, press 2to move to the
second entry, or press 15 to move to the 15th entry.)
4. With a person’s name highlighted, do one of the following:
To dial that person’s number, press the Dial soft key.
To contact that person through the intercom, press the Intercom soft key.
Finding Detailed Contact Information
1. Press the Directory button.
2. Use the and navigation keys to scroll to the name of the person for whom you want to find
contact information.
3. Press the Open soft key.
The person’s contact details are displayed.
4. To return to the main Directory screen, press the Back soft key.
Using the Intercom through Directory
If you have the proper permissions, you can use the Intercom for internal extensions.
1. Press the Directory button.
2. Use the and navigation keys to scroll to the name of the person you want to use the
intercom to contact. (To scroll quickly, press and hold a navigation key.)
3. Press the Open soft key.
Note
Intercom is available only for internal extensions and only if your administrator has given you
Intercom permissions.