SHORE TEL IP480 User manual

ShoreTel Quick Reference Guide
IP480 IP485
To Place an Internal Call:
Dial 3-digit extension number
To Place an External Call:
Dial 9 + Telephone number
To Retrieve Voicemail from outside of Office:
Dial your own Direct Number and press *# when you hear
your own greeting
6 Fixed Feature Buttons-located on the right of Dial Pad
5 Soft Feature Keys –Located at bottom of Display area
Adjust Ring and Listen Volume: Press for Ring Volume and when using your Handset, Speakerphone or Headset
TO PLACE A CALL
1. Lift handset or press HANDSFREE
2. Dial 9+ the number for external calls
3. When finished, press HANDSFREE
OR, hang up handset
TO PLACE AN INTERNAL CALL
1. Lift handset or press HANDSFREE
2. Dial 3-digit extension
3. When finished, press HANDSFREE
OR, hang up handset
TO ANSWER A CALL
1. Lift handset or Press HANDSFREE
2. When finished, press Hang Up (Soft Key)
TO ANSWER AN ADDITIONAL CALL
1. Hear Call Waiting tone on call
2. Press Hold to put current call on hold
3. Press flashing Call Appearance Key to answer second call
4. Or, Press flashing Call Appearance Key to answer second
call (FIRST call is automatically put on hold)
Note: To join two lines together, press Merge soft key
SEND AN INCOMING CALL TO VOICEMAIL
Send a call directly to your Voicemail
1. Call is ringing, press To VM key (Soft Key)
2. Caller is sent directly to your Voicemail box
DIVERTING AN INCOMING CALL
Send a call to another location, without answering
1. Call is ringing
2. Press Transfer, enter extension number
3. Press Transfer (soft key) to complete transfer
HANDSFREE
Allows you to speak without using the handset
1. Press HANDSFREE, (Button solid GREEN)
2. Press Mute Button (Button turns RED)
3. To Un-Mute, press the Mute Button again
TRANSFER
Consult Transfer:
1. You have a caller on the line
2. Press Transfer (caller is automatically put on hold)
3. Dial extension number (announce call privately)
4. Press Yes (Soft Key) ….or…Hang Up
Blind Transfer:
1. You have a caller on the line
2. Press Transfer (caller is automatically put on hold)
3. Dial extension number
4. Press Transfer (Soft Key) ...or...Hang Up
Note: if unable to connect press Cancel (Soft Key) to rejoin
party on hold
CALLER ON HOLD
1. Press Hold, (extension line will start Flashing on hold)
2. Press Flashing line to connect back with caller
Note: If you leave the call on hold too long, the system will
ring you a reminder tone in 10 seconds and then at one-minute
intervals.
AUTOMATIC HOLD
1. While on a call, hear Call Waiting Beep
2. Press Ringing Line (Flashing Green)
First call is automatically placed on Hold
3. To return to call... Press Line that is Flashing on Hold

CALL HISTORY VIEWER
Scroll and Dial the last numbers automatically
1. Press History, see the last number called
2. Use Navigation Key to scroll and select number
3. Press Dial (Soft Key) to dial
..or..
4. To Filter for specific calls; press the More (Soft Key)
5. Press the Filter (Soft Key)
6. Select To (outbound calls), From (inbound) or Missed calls
CONFERENCE (Up to 3 Parties)
1. Call first party
2. Press Conference, (call is automatically placed on hold)
3. Dial the number of the next party...wait to be answered
4. Press Yes (Soft Key) , all three parties are connected
*Note: Press Show (Soft Key) and then the scroll bar to view
all calls on the Conference call. To Disconnect a party, select
the party you wish to disconnect and press Drop.
CALL PARK
Allows a call to be picked up anywhere
1. You have caller on line
2. Press PARK (Soft Key)
3. Dial Extension Number
(Call will now be removed from your phone and placed
on hold on the extension you just entered)
4. To Retrieve, Press Unpark (Soft Key), dial extension
number, Press Unpark (Soft Key) again
5.
CALL PICKUP (if applicable)
Answers a ringing extension with in your assigned group
1. Hear ringing extension number
2. Press Pickup (Soft Key)
DIRECTORY
A List of all extensions in the system
1. Press Directory
2. Use Navigation Key to scroll up or down….or….
on the Dial Pad, spell the name to locate your destination.
3. Once Entry is found, make sure it is highlighted on Display
4. Press Dial (Soft Key)
Note: To Sort the Directory by First Name or Last Name,
Press the Soft Key under the Display area.
VOICEMAIL TRANSFER
To Transfer calls to a Mailbox
1. Press Transfer (caller is automatically placed on hold)
2. Enter extension
3. Press More (Soft Key)
4. Press To VM (Soft Key)
OR
1. Press XferVM Button
2. Enter extension
3.Hang up
Note: You must be quick to press the More and To VM soft
keys or the feature will time out and the call will start to ring
on the actual phone instead of being placed into the mailbox.
AVAILABILITY STATE (DO NOT DISTURB)
1. Press State (Soft Key)
2. Use Navigation Key to scroll and Select a State
Six States are available to choose from:
1=Available (allows calls to ring at phone)
2=In a Meeting
3=Out of Office
4=Vacation
5=Custom
6=Do Not Disturb
3. Press OK (Soft Key)
4. To Cancel; Press State (Soft Key) and select Available
CUSTOMIZE CALL AVAILABILITY STATES
(CALL FORWARDING) (if Applicable)
You can set up to 6 distinct Available states for your extension
1. Press Options Key; enter voicemail password
2. Press OK
3. Highlight Availability; press Edit (soft key)
4. Scroll to desired Availability Option; press Edit (soft key)
5. Highlight Always Destination Entry
6. Press Backspace soft key to remove existing number and
replace with desired new destination number;
7. Press BACK (Soft Key) and OK.
8. Press Exit when done to exit
PAGE (if applicable)
A voice announcement to sets, overhead or sets and overhead
1. Lift handset
2. Press Page button
3. When you hear tone you are connected
4. Make your announcement and hang-up the handset
Note: 1 way conversation
Change Phone Assignment (if applicable)
To Assign
Press Voicemail key
Press Call VM
Press #
Extension
Password #
Dial 731 to unassign dial 732

OPTIONS (Soft Key):
Password is required (same as Voicemail password)
With you Navigation Button, highlight one of the following
features and use the Soft Keys to select OK, Edit, Cancel, or
Done.
Availability:
To Customize a Status, Select 1 of 6 Available States to make
your change. (1-Standard, 2-In a Meeting, 3-Out of Office,
4-Vacation, 5-Custom or 6-Do Not Disturb)
Auto Off-Hook:
Device automatically activated when placing or receiving calls
when handset is not used (Speakerphone or Headset)
Headset Type:
Choose what type of Headset you may be using
(Wired vs. Wireless)
Ringtone: (Change Ring Tones)
1) Press Option (soft key)
2) Enter your Voicemail password, Press OK
3) Use Navigation Key to scroll down to
Ringtones
4) Press your Edit (Soft Key)
5) Scroll to preview and select the preferred ringtone
6) Press internal or external to play the ringtone
7) Highlight Ringtone you wish to save and Press OK
OPTIONS (Soft Key):
Audible Ringer:
On/Off
Program Buttons: (if applicable)
Program Speed Dial on a spare button:
1) Press Option (soft key)
2) Enter your Voicemail password, Press OK
3) On your display, scroll down to Program Buttons
and Press your Edit (Soft Key)
4) On your display, it will ask you the Button you wish
to program. Press the actual button you wish to
create
5) Highlight Dial Number on your display and Press
Select (Soft key).
6) Enter your speed dial number and Press Next (Soft
Key)
7) Enter a Label name for your number from Dial Pad
(this will the label on your phone display next to the
speed dial button you choose)
8) Press Done (Soft Key)
9) Press Exit (Soft Key)
Handsfree Mode:
IP phone users should instead use Auto Off-Hook feature
(recommended to keep setting at the default)
Time Zone:
By default, your phone uses the time zone specified by the
system installed. No need to adjust.