SHORE TEL AP 100 User manual

Note: The
ShoreTel
AP 110 is
headset
compatible.
(Language, date and time, ring
tone, clear messages waiting, area
code, contrast level)
Hold Status
Light
Goodbye Options
LCD Display
Soft Keys
Callers List
Navigation
Keys
Services
CopyMuteSpeaker
Speaker Volume Directory
ShoreTel AP 100/110
New Voice Mail Indicators
Your phone’s message waiting light flashes when your
voice mailbox contains unplayed messages.
Checking Voice Mail
To check voice mail from your extension
1Press the VMail soft key.
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 sys-
tem 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
To listen to messages
QAt 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 of 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
*Press 3at the Main Menu prompt.
To listen to your deleted messages
As a safeguard against accidental erasures, the system
retains deleted messages for a few hours.
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 delet-
ed 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 sup-
ply an address.
QAddress the message to individual recipients
by entering their extension numbers.
QEnter a distribution list number.
QTo identify a recipient by name, specify a personal
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, or press 2to reply
with a call back.
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, purge any deleted messages.
To purge deleted messages
1At the Main Menu prompt, press 7.
2Press 8to remove deleted messages.
3Press 1to confirm deletion.
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.
Changing Extension Assignment
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.
4Press 1to assign the extension.
5Press 2to un-assign the extension.
(The phone reverts to the extension
originally assigned to it.)
Setting Call Handling And Forwarding
NOTE Use Call Manager to configure the modes with
different call forwarding destinations 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.
LCD PANEL
ShoreTel Telephone Quick Reference AP 100/110
To enable or disable FindMe Forwarding so that callers
can forward their calls to your destination:
1Press 7at the Main Menu prompt.
2Press 9for additional mailbox options.
3Press 5, then follow the prompts.
NOTE
You must have permission to use FindMe Forwarding.
PHONE OPERATIONS
Muting A Call
Press Mute to mute the active call. A “Microphone
muted” message appears in the display status area.
Press Mute again to turn off muting.
Using The Directory
Press to display the Directory, which stores up to
200 names and numbers in alphabetical order.
Follow the prompts to dial new names and numbers,
change or delete existing entries, or dial from the
Directory. To copy entries from the Callers List, Redial
List, or Display to the Directory, see the manufacturer’s
documentation for the ShoreTel AP 100/110.
Dialing From The Directory
Press to open the Directory. Browse the list by
pressing or , or by entering the first letter of the
person’s name. (Press the Quit soft key to close.)
When the number you want is selected, lift the handset
to autodial the number, or press the Dial soft key to
connect using the speakerphone feature.
Using The Callers List
The Callers List stores the last 100 callers in the order of
receipt. The display indicates when there are new call-
ers. Press to open the Callers List. Use or to
scroll through the list.
Follow the prompts to dial numbers or manage the
Callers List. For more information, see the manufactur-
er’s documentation.
Placing Calls
To place an internal call, pick up the handset and dial
the extension.
To place an external call, dial the trunk access code and
area code (if necessary) before the phone number. To
end a call, hang up the handset.
NOTE Hang up for at least two seconds between
calls to avoid accidentally transferring or placing
calls on hold.
Answering Calls
A single ring tone identifies an incoming call from an
external number. A double ring tone indicates a call
from an internal extension. If the information is avail-
able, the caller’s name and extension or phone number
appear on the display.
To answer the call
QPick up the handset.
Date and Time Panel
July 1 3:00pm
ShoreTel
- Pickup
- VMail
- Greetng
Flash -
Mode -
Redial
Your ShoreTel AP 100/110 LCD panel displays informa-
tion about calls, the operating status of the phone, and
labels for the multipurpose soft keys.
To view date and time, press
Goodbye
when the handset is in
the cradle.
Headset
Jack
ServicesCopy
Directory Callers
List
AP 110
Function Keys
Dial
Pad

OR
QTo pick up a remote extension, dial *13 followed by
the extension of the remote phone.
QPress the Answer soft key to use the speakerphone
feature.
The Hold , Park , Transfr , Flash , Hangup , and Conf soft
keys become available when an incoming call is answered.
Call Waiting
If you are enabled for call waiting and hear the call wait-
ing tone, press the Flash soft key to answer the incom-
ing call and place the first call on hold. The new caller's
ID appears in the display panel.
To return to the first call, press the Hangup softkey.
Placing A Call On Hold
To place a call on hold
QPress Hold .
To return to the call
QP
ress the Unhold soft key.
When a call is on hold, the indicator light on your phone
flashes and the phone rings every 90 seconds to remind
you that a caller is waiting.
Transferring A Call
To transfer a call
1Press the Transfr soft key.
2Enter the extension (or (9) + outside number) and
hang up the handset or press the Back soft key to
cancel and return to the original caller.
Making A Conference Call
To conference someone into an existing call
1Press the Conf soft key.
2Enter the extension (or (9) + outside number) you wish
to add to the conference.
3
Wait for the party to answer and press the Conf soft key,
or p
ress the Back soft key to cancel and return to the
original caller.
To add more callers to the conference
1
Press the AddConf soft key and enter the extension
(or (9) + outside number) you wish to add to the con-
ference.
2Wait for the party to answer and press the Conf key.
3Repeat until you have added all the desired parties.
Silently Monitoring And Barging In
With the appropriate permissions, you can listen to a call
without being heard, or join a call as a fully conferenced
participant (“barge in.”).
To silently monitor a call
QDial *17, then the extension on which the call is
active.
To barge in on a call
QDial *16, then the extension on which the call is
active.
Answering Calls On Another Extension
To redirect a call coming in on another extension to
your phone
1Press the Pickup soft key.
2Press the Ext soft key and enter the extension that is
ringing.
3Press the OK soft key to connect.
Picking Up The Night Bell
To pick up the night bell
1Press the Pickup soft key.
2Press the Night soft key to be connected.
Parking And Unparking Calls
To park an incoming call (internal only)
QPress the Park soft key and enter the extension
where you want to park the call OR
QPress Hold , followed by *11, plus the extension.
To unpark a call
QPress the Unpark
soft key and enter the extension
where the call is parked OR
QPress *12 followed by the extension.
Using The Flash Soft Key
Press the Flash soft key to invoke manual operation for
dialing, transferring, conferencing, and parking calls.
Toggling the Hunt Group Status
With the appropriate permissions, you can toggle the
hunt group status from busy to not busy (or vice versa)
by dialing *18. This feature is especially useful when
hunt group members are in a meeting or leave work
early.
Changing Your Greeting
To change your greeting
1Press the Greetng soft key.
2At the prompt, use the dial pad to enter your pass-
word.
3Press the OK soft key. Follow the directions to
record your new greeting.
4Press the Hangup soft key to exit the process.
Using The Intercom
With the appropriate permissions, you can speak with a
caller hands-free.
1Dial *15 and enter the extension.
If you are calling an analog phone, the dialed extension
rings. If you are calling an IP phone, your call is immedi-
ately active on the speaker of the dialed extension.
NOTE An intercom call overrides all other call handling
modes on the dialed extension.
ShoreTel Voice Mail Telephone User Interface
ShoreTel, Inc. 960 Stewart Drive Sunnyvale, California 94085 Phone: [phone] +1.800.425.9385 Fax: [phone] www.shoretel.com The ShoreTel logo and ShorePhone are trademarks of ShoreTel, Inc. in the United States and/or other countries. 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.
PN 850-1030-04
PRESS
1
2
3
7
8
9 #
Main Menu
Send a Message
Change Mailbox Options
# Accept
Hear Mailbox Status Return to Auto-Attendant Log Off Leave Message
Mailbox Greeting Message Recording
During mailbox greeting, select from the following options: #Bypass greeting 0Transfer to assistant 1Forward to recipient’s Find
Me destination
9Transfer to Auto-Attendant
# 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
Listen to Messages
Select one of the following options during or at the end of a message:
5 Reply
1Reply with a voice mail 2Reply with a call back
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
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
3 Re-assign
1Assign 2Un-assign
6 Record Name
Record your name at the tone. When finished, press # and select from the following options: #Accept 3Delete 1Review
9 Additional Options
1Enable or disable Outlook auto-
mated call handling
2Change email delivery options 3Change Agent state 5Change FindMe Forwarding state *Cancel
2 Email Delivery
1Disable email delivery 2Enable email delivery 3Enable email delivery with voice
message attached
8Mark voice messages heard after email delivery
3 Agent State
1Log in and assign extension 2Log out 3Log in without assigning
extension
8 Remove Deleted
1Confirm *Cancel
5 FindMe Forwarding
Press either 1to enable, or 2to disable
4 Set Password
Enter password twice in response to the prompts. *Cancel
2 Set Call Handling Mode
1Standard 5Custom 2In a meeting 6No change 3Out of office *Cancel 4Extended absence
After message recording, select from the following options: #Message options *Re-record 0Send message, transfer to assistant 1Send message, forward to recipient’s
FindMe destination
a) From your own extension, press the VMail soft key,
enter you 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 #
Refer to “Listen to Messages” for mes- sage options while listening to saved messages.
# Conclude Addressing
#Send 1Mark/unmark urgent 2Mark/unmark for return receipt *Cancel
0 Addressing Options
1Address by name 2Address by personal distribution list 3Broadcast
1 Address by Name
Spell the name of the person, last name first. Press 7 for Q and 9for Z *Cancel Note: System returns to Addressing after name is entered.
2 Address by Personal Distribution
Enter the two-digit personal distribution list number. *Cancel
Log In: Internal Log In: External
1Replay 2Save 3Delete
8Pause 9Move Forward #Skip *Cancel
Enter the extension or the system distribu- tion list to receive the message: #Conclude addressing 0Additional addressing options *Cancel last address ** Cancel
Listen to Saved Messages
Record your message at the tone. When finished, press # and select from the following options: # Accept 1 Review 2 Re-record
4Forward 2Reply 3Play envelope 7Move Backward
Note: Hanging up sends the message.