Axxess IP SoftPhone User Guide.pdf
Content
User Guide
IP SoftPhone
Notice
This Axxess IP SoftPhone user guide is released by INTER-TEL INTEGRATED
SYSTEMS, INC. as a guide for system users and trainers. It provides information necessary
to properly install, program, operate, and maintain the system.
The contents of this guide, which reflect current Axxess IP SoftPhone, are subject to
revision or change without notice. Software packages released after the publication of this
guide will be documented in addenda to the guide or succeeding issues of the guide.
If additional information is required, please contact your service representative.
If you have any questions or comments regarding this manual or
other technical documentation, contact
Inter-Tel’s Technical Publications Department at:
[email protected]
Table of Contents
CONTENTS
PAGE
Introduction . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1
System Requirements . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2
Hardware . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2
Software . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2
Software Installation . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3
Software Security Key . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3
Installing IP SoftPhone . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3
Uninstalling IP SoftPhone . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4
Configuration . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5
Device ID . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Progress Bar . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Connection . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Password . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Finished . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
5
6
6
8
8
Sound Quality Issues . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 9
Voice Connection . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 9
Speakers and Microphone versus Headset with Microphone . . . . . . . . . . . . . . . . . . . . . 10
Volume Controls . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 11
Network Quality . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 11
Using Axxess IP SoftPhone . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 12
About IP SoftPhone . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 12
The IP SoftPhone . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 13
Feature Key Functions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 14
LCD Display Menu Keys. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 15
Keyboard Bindings . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 16
About Your Phone System . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 17
What You See and Hear. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 17
What The Administrators Can Do For You . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 17
About AXXESSORY Talk Voice Mail . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 18
Initializing Your Mailbox . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 18
IP SoftPhone Features. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 20
Customizing Keyset Settings . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 20
Set Key Font. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 20
Set Background Color . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 21
Preferences . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 21
DSS Map . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 26
Diagnostics . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 27
Customizing Feature Keys . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 28
Program . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 28
Set Label . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 29
Set Color. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 29
Review . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 29
Cancel . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 29
Telephone System Features . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 30
©Inter-Tel Integrated Systems, Inc. 5/2003 printed in USA
iii
CONTENTS
PAGE
Intercom Calls . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Placing Intercom Calls . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Receiving Intercom Calls . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Outside Calls . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Placing Outside Calls . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Answering Outside Calls . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Using Account Codes. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Call Screening . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Call Waiting . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Displaying Date, Time, Name, and Extension Number . . . . . . . . . . . . . . . . . . . . . . . . .
Displaying The Outside Party’s Name . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Performing A “Hookflash” During A Call. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Placing Calls On Hold . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Using The Speaker And Microphone . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Muting The Microphone . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
“Group Listen” Using The Speaker . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Placing Conference Calls . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Using The Message Key . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Leaving Messages . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Receiving Messages . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Transferring Calls . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Transferring To Another Extension . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Transferring To Voice Mail . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Transferring To An Outside Number . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
To Pick Up (Reverse Transfer) A Call From Another Extension: . . . . . . . . . . . . . . . . . .
Forwarding Calls . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Manual Call Forwarding . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Automatic System Forwarding . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Station Speed Dialing . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Storing Speed-Dial Numbers On Your Phone . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Dialing Station Speed-Dial Numbers . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
System Speed Dialing . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Redialing A Number . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Using The Directories . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Using Do-Not-Disturb Mode . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Using Record-A-Call . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Paging . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Making Pages . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
To Turn Paging On Or Off . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Reminder Messages . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Remote Feature Access . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Remote Access Password . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Remote Feature Access. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Programming Your Feature Keys . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Setting User Preferences . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Change Volume Levels . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
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CONTENTS
PAGE
Background Music . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Returning To Default Operation . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Standard And Alternate Keymaps . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Automatic Call Answer . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Multilingual Capability . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Secondary Extension Appearances . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Agent Help . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Instructions For Hunt Groups . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
To Turn On Or Off Hunt Group Calls . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
ACD Hunt Groups . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
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59
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Voice Mail Features . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 62
Entering Your Mailbox . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Listening To Messages . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Undeleting Voice Mail Messages . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Sending Messages . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Canceling Unheard Messages . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Personal Options . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Recording Your Personal Greetings . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Recording Your Voice Mail Directory Name. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Mailbox Password . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Voice Mail Message Envelope Contents . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Remote Messaging . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Fax Destination . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Call Screening Transfer Method . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Using The Voice Mail Directory . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
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Default Feature Codes. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 73
Troubleshooting. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 75
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Introduction
The IP SoftPhone supports the Executive Keyset Graphical User Interface (GUI) and
it has the following features:
•
Feature keys for easy access to the features (See page 14 for basic key functions.)
•
Helpful LCD displays and eight LCD menu selection keys that change functions
according to the feature you are using (See page 15 for more information.)
•
Useful Key Bindings (See page 16 for more information.)
•
Voice connection through PC sound card, speakers, and microphone (See page 9
for more information.)
Axxess IP SoftPhone User Guide
1
INTRODUCTION
Thank you for purchasing the Internet Protocol (IP) SoftPhone software package. The
Axxess IP SoftPhone provides the functionality that allows you to make phone calls
through the IP network to the IP Card (IPC) on the Axxess telephone system. Once
the connection is established, you can use the PC microphone to talk to the caller, and
PC speakers or headphone to listen to audio.
System Requirements
The Axxess IP SoftPhone is a very flexible, programmable software that should be
installed on a PC with the following minimum requirements:
HARDWARE
•
•
•
IBM-compatible PC
200 MHz or faster microprocessor
A monitor (set at 800 x 600 or higher resolution)
NOTE: If you try to run the program with 640 x 480 resolution, an error message
will appear and the IP SoftPhone will shut down. Also if you want to use the IP
SoftPhone with 60 DSS keys, the resolution needs to be 1024 x 768 or higher. If
the resolution is too low, the 60 DSS option will be grayed out.
•
•
•
•
•
•
•
•
•
A mouse
Modem (56K or higher) or Ethernet Card
32 megabytes (Mb) of RAM
20 Mb available hard disk space
Network card with TCP\IP configured (or Dial-up Adapter via TCP\IP if via
modem)
CD-ROM Driver or 3.5-inch (1.44Mb) double-sided, high-density floppy disk
drive
Headset with microphone (or speakers and microphone, but headset is preferred)
One available USB or parallel port (for security key)
A software security key
SOFTWARE
•
For V1.101 - Microsoft Windows 98, 2000, NT, ME, and XP
For V1.003 - Microsoft Windows 95, 98, 2000, and NT
NOTE: IP SoftPhone V1.003 uses an older version of the Java Runtime Environment (JRE) which may not work properly with Intel Pentium 4 processors. If there
is a problem starting the application on a machine with a Pentium 4 processor,
delete the SYMCJIT.DLL file from the JRE directory (e.g., C:\Program Files\JavaSoft\JRE\1.1\bin).
•
•
Full-duplex sound card
Inter-Tel Axxess system version 3.0 or higher
NOTE: Refer to the Axxess IP Devices Installation Instructions (part no. 835.2195)
for more information on the Axxess database and IP Card (IPC) programming requirements.
2
Axxess IP SoftPhone User Guide
Software Installation
The software license for Axxess IP SoftPhone is controlled by the use of a software
security key. The security key is a small device that must be attached to your PC’s
parallel port to fully enable the IP SoftPhone software. Without the security key, the
software will not work. The security key does not affect the functionality of the parallel port itself. Any device that you would normally connect to the parallel port can
also be connected through the security key.
To install the security key, simply attach the appropriate end of the device to the parallel port on the back of your PC.
INSTALLING IP SOFTPHONE
The IP SoftPhone is supplied on CD-ROM.
The following instructions assume that appropriate Windows Operating System is
installed on your PC and that you are familiar with Windows procedures. To install
the software on your PC, follow these steps:
(1) Ensure that Windows is running. (For best results, close all other Windows applications.)
(2) Insert the Axxess IP SoftPhone Installation CD-ROM into the drive.
The set-up wizard should begin. If it does not:
a. From the windows Start menu, select Run.
b. In the text box, type the CD drive location (usually E) followed by
:\_setup (e.g., E:\_setup).
c. Select OK.
(3) Select Install Axxess IP SoftPhone Application. The installation wizard
will begin.
NOTE: When starting the installation, if output or input audio device (speaker or
microphone) is in use by other Windows applications, or output/input audio
device driver and/or appropriate sound card are not installed on your PC, an error
message will be displayed. The error message will terminate the Setup Program.
You must close the applications that are in use, or install appropriate drivers and/
or sound card before starting the installation.
(4) Follow the directions outlined by the installation wizard, selecting Next to
advance to the next screen.
Continued on next page...
Axxess IP SoftPhone User Guide
3
SOFTWARE INSTALLATION
SOFTWARE SECURITY KEY
NOTE: If you want to exit the setup program without completing the installation,
press ESC or select Cancel. Then select Exit Setup when the dialog box
appears. This will stop the setup program and return you to the first screen.
(5) Select Finish to complete the installation.
(6) Select Exit Installation and remove the CD-ROM from the drive.
(7) Restart the computer.
UNINSTALLING IP SOFTPHONE
If necessary, IP SoftPhone can be uninstalled by following these steps:
(1) From Windows, select Start - Settings - Control Panel.
(2) Double-click on Add/Remove Programs.
(3) Highlight the Axxess IP SoftPhone program and then select the Add/
Remove command button.
4
Axxess IP SoftPhone User Guide
Configuration
DEVICE ID
When the IP SoftPhone first runs, a Device ID
dialog box will appear, shown on the right, and
you must enter a Device ID. The Device ID is a
number that is used to connect an IP SoftPhone
to an IP Card (IPC) circuit. IPC and IP SoftPhone use the same ID to identify the connecting device. The Device ID is normally provided
by the IPC administrator who has access to the IPC. The format of the Device ID is
12 hexadecimal characters, XXXXXXXXXXXX where ‘X’ is a hex. character [0-9,
A-F]. Note that the Device ID is NOT necessarily the physical MAC (Media Access
Control) address of the connecting device.
NOTE: If you are using an IP Phone+ and want to switch to an IP SoftPhone, you
must disconnect the existing IP Phone+ connection and reconnect with the IP SoftPhone by launching the application. Ensure the Device Type in IPC Programming is
set to “any” and that both IP Phone+ and IP SoftPhone have the same Device ID so
that the IPC can identify the connecting device.
To enter the device ID:
— Enter a number (up to 12 hexadecimal characters, XXXXXXXXXXXX where
‘X’ is a hex. character [0-9, A-F]) in the Device ID text box, and select OK. The
application will automatically insert leading zeros. For instance, if the device ID
is 000000000012, you only need to enter 12. The system will insert the leading
zeros.
NOTE: If you enter an invalid length or invalid character such as
“000000000000” or “FFFFFFFFFFFF,” an error dialog will appear. Consult your
IPC administrator for a correct Device ID.
To cancel the option:
— Click
on the right top corner of the dialog box or Cancel. This will terminate
the IP SoftPhone application.
Axxess IP SoftPhone User Guide
5
CONFIGURATION
Once the Axxess IP SoftPhone is installed, the software must be configured as
described below:
PROGRESS BAR
During the connection, the Progress Bar window, shown on the right, appears. This window allows you to change the connection
settings (e.g., IP Card address, Device ID,
etc.)
CAUTION
If the Program Bar window appears to be stuck in “Initializing Connection...”
mode and does not disappear for a long time, you may have entered the invalid
Device ID and/or Remote IP Card IP Address. Contact your IPC administrator and
get the correct the Device ID and/or Remote IP Card IP Address, then try again. It
could also be that you have entered a valid device ID and/or Remote IP Card IP
Address but that the IPC is not configured to accept the IP SoftPhone. The IPC
may be configured to accept only an IP Phone+ or something else. If the person
thinks they have entered the correct device ID and/or Remote IP Card IP Address,
but it still does not work, then ask the IPC administrator to check the device type
on the IPC and make sure it is configured to accept an IP SoftPhone connection.
CONNECTION
To change the settings, select Settings on the Progress Bar window. The Preferences
dialog box, shown below, will appear.
•
IP SoftPhone Device ID: This is an ID for the IP SoftPhone. If you have already
entered the Device ID, the ID you entered will automatically appear.
continued on next page
6
Axxess IP SoftPhone User Guide
To change the device ID:
NOTE: If you enter an invalid length or invalid character such as
“000000000000” or “FFFFFFFFFFFF,” an error dialog will appear. Consult
your IPC administrator for a correct Device ID.
To cancel the option:
— Select Cancel.
•
Remote IPC IP Address: This is an IP address for the IP Card. If the IP SoftPhone is connected to a physically different LAN or subnet, the IPC IP Address
is required in order to establish connection between Axxess system and IPC. The
IPC administrator will provide you an IPC IP address.
To enter the IPC IP address:
— Enter a number (up to 12 digits, XXX.XXX.XXX.XXX where ‘X’ is a number [0-9]) in the Remote IP Card IP Address text box.
To cancel the option:
— Select Cancel.
•
UDP General Purpose Port: This is a default port number to establish socket
connection. This port is required to broadcast messages. It is set to 5567.
NOTE: DO NOT change the port number unless instructed to do so by the IPC
administrator.
To change the port:
— Enter new number (range of 1024 - 65535) in the UDP General Purpose
Port text box.
To cancel the option:
— Select Cancel.
•
Current IPC Server: This indicates the IP address for the IPC server that the IP
SoftPhone is connected to. If the IP SoftPhone is currently connected to the IPC
server, the IPC IP address will be displayed as shown on the screen on page 6. If
it is not connected, it will display “Not Connected” in the field.
Axxess IP SoftPhone User Guide
7
CONFIGURATION
— Enter new number (up to 12 hexadecimal characters, XXXXXXXXXXXX
where ‘X’ is a hex. character [0-9, A-F]) in the Device ID text box. The dialog box will automatically insert leading zeros. For instance, if the device ID
is 000000000012, you only need to enter 12.
PASSWORD
You can set the IP SoftPhone password for security purpose. It prevents other people
from launching your IP SoftPhone on their PCs. Without the password, if other people
knew your IP SoftPhone’s device ID and the IPC IP address (Remote IP Card
Address), they could connect as you and run your IP SoftPhone on their PCs. Therefore, it is highly recommended to set the password. The password is stored in the IPC
and normally provided by the IPC administrator. It is not necessary to make up your
own password. The maximum length of the password is 9-character long and it may
include any characters including spaces. They are case sensitive.
NOTE: DO NOT change the password unless instructed to do so by the IPC administrator.
To change the IP SoftPhone password:
— Enter the new circuit password in the Password text box.
•
Remember Password: If you want the application
to remember the new password so that the application will not ask for a password every time you
launch, check Remember Password. If you select
OK without checking the Remember Password flag,
next time you launch the application, the Enter Password dialog box, shown on the right, will appear. If the invalid password were
entered three times, the application will shut down.
To cancel the option:
— Select Cancel.
FINISHED
Once the connection is established, the Progress Bar window will close and the IP
SoftPhone display will appear.
NOTE: The Settings tab in the Preferences dialog box contains settings for Always
On Top, Restore Program When Call Rings, Use 3D Buttons, and Use Voice Buffer.
These are for general purpose use, and are not required to be programmed during initial configuration. You may program them later using the Settings menu (see page 24).
8
Axxess IP SoftPhone User Guide
Sound Quality Issues
•
•
•
Pentium 200 MHz (or higher) Processor
32MB (or more) RAM
Multimedia Capability
VOICE CONNECTION
The IP SoftPhone application provides an audio connection that allows you to use
your PC audio devices (PC sound card, speakers, and microphone) to listen to audio
and talk to caller. The application sends user datagram protocol (UDP) voice packets
to an IP Card on your PC or vice versa.
In order to provide optimal sound quality, the PC sound card must be set to fullduplex mode. Depending on the card types, some sound cards may not support fullduplex mode. If you have a half-duplex sound card, the error message will appear.
To check if your sound card is full-duplex or half-duplex mode:
(1) From the windows Start menu, select Program - Accessories - Multimedia Sound Recorder. The Sound Recorder
dialog box, shown below, will appear.
(2) Record a message using a microphone.
(3) Repeat step (1) to display the second Sound
Recorder dialog box.
(4) Try to record a message using the second Sound Recorder while playing the message you just recorded on the first Sound Recorder.
(5) If your sound card is half-duplex mode, the warning message, shown below, will
appear to inform you that you can only use one Sound Recorder at a time. If you
have full-duplex sound card, you can record a message while playing the message on the other Sound Recorder.
(6) To change the sound card setting to use full-duplex mode, consult your IPC
administrator.
Axxess IP SoftPhone User Guide
9
SOUND QUALITY ISSUES
For optimal sound quality, the user's PC must have the following minimum hardware
requirements:
SPEAKERS AND MICROPHONE VERSUS HEADSET WITH
MICROPHONE
Although standard PC speakers and a microphone are adequate for IP SoftPhone communication, Inter-Tel recommends using a PC headset with its own built-in microphone to minimize any audio feedback. One is available from Inter-Tel using part no.
900.9643.
If using standard PC speakers and a microphone as the sound input/output devices,
the sound from the speakers can be picked up by the microphone so that the caller on
the other end will hear his or her voice in the background (echo). Even when using a
headset with a microphone, it is possible that some people will still get echo (audio
feedback).
Note that echo can also cause problems with the DTMF digits required by interactive
voice response (IVR) systems, such as voice mail. To prevent DTMF echo, users
should mute their microphone during digit entry. To mute or disable the microphone,
follow the instruction below.
To mute the microphone:
(1) Click one of the volume control keys ( VOL + , VOL - , or VOL SAVE ). The volume
control dialog box for the playback will appear as shown below.
(2) Check Mute in the Mic Balance field.
NOTE: If you click one of the volume control keys multiple times, the multiple
volume control dialog boxes will be displayed on top of the existing one(s). To
adjust the volume correctly, ensure you have only one volume control dialog box
opened.
Continued on next page
10
Axxess IP SoftPhone User Guide
SOUND QUALITY ISSUES
To disable the microphone:
(1) Select Options - Properties in the
window above. The Properties dialog
box for the playback volume, shown on
the right, will appear.
(2) Disable the microphone by removing
the check mark from the Mic box in the
volume control field and select OK.
VOLUME CONTROLS
One way to control audio quality and/or feedback problems is to adjust the PC’s audio
controls. For example, lowering the speaker volume and the microphone gain may
help solve certain echo problems.
Also, some sound cards have “mixing” capabilities. In the Windows volume control
application (click one of the volume keys; ( VOL + , VOL - , or VOL SAVE ), select Properties from the Options drop-down menu, check Recording, and then select OK. If
“Mixed input balance” is checked, the caller may experience echo even when using a
headset. Uncheck this option and see if the problem disappears. (Note that not all
sound cards have this feature.)
NETWORK QUALITY
The quality of the IP SoftPhone voice transmission, like that of any other device
transmitting on a data network, is dependent on several variables. These variables can
include the speed and capacity of the network configuration, type of connection, routing scheme, and amount of traffic being passed through the network. Inter-Tel has
used the latest technologies to ensure the best possible quality in all circumstances.
Under optimum conditions, voice quality will not be affected. However, heavy traffic,
complex routing schemes, or poor network connections may cause a degradation in
voice quality (distorted sound or static) or cause delays in transmission.
Axxess IP SoftPhone User Guide
11
Using Axxess IP SoftPhone
ABOUT IP SOFTPHONE
The Axxess IP SoftPhone supports Executive Keyset graphical user interface (GUI)
and it looks like an Axxess Executive Keyset installed directly on the Axxess System.
The IP SoftPhone is shown on the next page.
The IP SoftPhone has the following features:
•
Feature keys for easy access to the features (See page 14 for basic key functions.)
•
Helpful LCD displays and eight LCD menu selection keys that change functions
according to the feature you are using (See page 15 for more information.)
•
Useful Key Bindings (See page 16 for more information.)
•
Voice connection through PC sound card, speakers, and microphone (See page 9
for more information.)
The features that are not supported by the IP SoftPhone are as follows:
•
PCDPM or MDPM
•
Desktop OAI applications
•
It does not support the following Executive Keyset features:
— Enhanced speakerphone mode
— Off-Hook Voice Announce
— Ring Tone Selection
12
Axxess IP SoftPhone User Guide
The IP SoftPhone
LCD WITH SIX
16-CHARACTER LINES
8 LCD MENU
SELECTION KEYS
FEATURE
KEYS
RING AND VOICE
VOLUME
CONTROL
SPECIAL
KEY
12-KEY
PUSHBUTTON
DIALPAD
NOTE: The buttons on the IP SoftPhone are called “keys.” The keys are used for
dialing and for access to the features of the Axxess telephone system and
AXXESSORY Talk voice mail system. The keys are shown as they appear in the
default configuration, yours my have been programmed differently.
Axxess IP SoftPhone User Guide
13
USING AXXESS IP SOFTPHONE
FEATURE
KEYS
Feature Key Functions
The IP SoftPhone is designed to allow customized feature key layouts. Your trainer or
IPC administrator can tell you how your specific phone is arranged. Also, if your
phone has been reprogrammed so that its feature keys do not match the feature keys
described in this user guide, refer to the Inter-Tel Axxess Administrator's Guide for
procedures on using feature codes. Default feature codes are listed at the back of this
user guide.
KEY
ANSWER
OUTGOING
CALL or
LINE
FUNCTION
Answer call
REFERENCE
PG NUMBERS
ACTION
Press
page 31, 33
ANSWER
page 32
Press OUTGOING and dial number
Answer a call or select Press unlit key to select an outside line or page 30, 32
an outside line
flashing key to answer a call
Place call
page 30
IC
Access intercom call
Press
DND
Use Do-Not-Disturb
mode
Press unlit DND to turn on Do-Not-Disturb or press lit key to turn it off
page 47
CNF
Place a conference
call
Press CNF and dial number you would
like to add to the conference
page 37
HOLD
Put call on hold
Press
HOLD
page 36
TRANSFER
Transfer a call
Press
TRANSFER
SYS SPD
View or dial system
speed dial numbers
Press SYS SPD to view the number or select
a line then press the key to dial
page 45
REDIAL
Redial a telephone
number
Put a call on the
speaker
Leave or listen to a
message
Mute the microphone
Press
REDIAL
page 46
Press
SPKR
Press
MSG
page 63
Press
MUTE
page 37
Forward call
Press
FWD
Adjust volume during
call
Click VOL + ,
the volume
Special key
If the Special key is required for feature
code entry in your telephone system, you
must always press SPCL before dialing a
feature code. Otherwise, you only need it to
enter a feature code while on a call
SPKR
MSG
MUTE
FWD
VOL +
VOL -
IC
to access the call
and dial destination number
page 41
and hang up
and dial destination number
VOL -
, or
VOL SAVE
to adjust
page 43
page 54
VOL SAVE
SPCL
14
Axxess IP SoftPhone User Guide
LCD Display Menu Keys
The top two lines of the IP SoftPhone display are used to show call information and
messages. The remaining four lines are used to display a menu of options that changes
according to the feature you are using. To select an option, simply press the menu
selection key closest to it. When there is only one option on a line, like DO NOT DISTURB, pressing the key on either side of the line will select that option.
DISPLAY WITH SIX
16-CHARACTER
LINES
MENU
SELECTION
KEYS
MENU
SELECTION
KEYS
USING AXXESS IP SOFTPHONE
The following are common abbreviations you may see on your display:
ACCT CODE
Account Code
CNF
Conference
DEST
Destination
DIR
Directory
DND
Do-Not-Disturb
EXT
Extension
MSG
Message
RCL
Recall
SPKR
Speaker
SPKRPHN
Speakerphone
STN SPD
Station Speed Dial
SYS SPD
System Speed Dial
TFR
Transfer
TG
Trunk Group (a group of outside lines)
TRNK
Trunk (an outside line)
Axxess IP SoftPhone User Guide
15
Keyboard Bindings
The IP SoftPhone provides useful binding keys on the PC keyboard that function
exactly same as the keys on the IP SoftPhone keyset display. The keys are as follows:
Ctrl+1
Ctrl+5
Ctrl+2
Ctrl+6
Ctrl+3
Ctrl+7
Ctrl+4
Ctrl+8
Ctrl+q
Ctrl+w
Ctrl+e
Ctrl+r
Ctrl+t
Ctrl+y
Ctrl+a
Ctrl+s
Ctrl+d
Ctrl+f
Ctrl+g
Ctrl+h
F5
F6
F7
F8
F9
F10
F11 / Backspace
F12
Ctrl+↑
Ctrl+↓
Ctrl+z
16
Ctrl+← or →
F2
F3
1
2
3
4
5
6
7
8
9
*
0
Keypad ‘-’
or
Shift+3
or
Shift+8
Axxess IP SoftPhone User Guide
ABOUT YOUR PHONE SYSTEM
What You See and Hear
There are a few things you should know about the Inter-Tel Axxess system before you
use your phone:
Your telephone system may have one dial tone for both intercom calls and outside calls. Or, it may be programmed to have two dial tones: (1) When you press
the SPKR key, you hear intercom dial tone. (2) When you select an outgoing
line, you hear standard outside dial tone.
•
Many features “time out” if you wait too long before performing the next step. If
this happens, you must start over.
•
Four fast tones or repeating fast tones signal that you made a mistake, tried to
select a restricted line, dialed a restricted or invalid number, dialed too slowly
between digits, or waited too long before performing the next step. If you hear
this signal, hang up and try again.
•
Each phone in your telephone system has an extension number that allows you to
place intercom calls to it. Some phones belong to “hunt groups” that have special
extension numbers which route your call through the phones in the group. Your
trainer or IPC administrator can provide you with a list of extension numbers for
your telephone system.
•
Some IP SoftPhones have red/green lamps in the feature keys. If you have one of
these phones, and your telephone system is programmed to use them, the lamps
will be green if the associated call is ringing, holding, or active on your phone
and will be red if the call is on another phone. (An exception to this would be if
the programmer has determined that calls that ring in directly to your phone will
always have red lamps.)
WHAT THE ADMINISTRATORS CAN DO FOR YOU
There are two types of Administrators: Axxess IPC administrator and AXXESSORY
Talk Voice Mail Administrator. Often these duties are assigned to the same person or
a small group of people.
•
IPC administrator: There are certain telephone system functions that can be
performed for you only by the IPC administrator. These include:
— Set the date and time
— Program system speed-dial numbers
— Make database changes, such as programming user names, toll restriction,
do-not-disturb messages, and extension numbers
Continued on next page
Axxess IP SoftPhone User Guide
17
USING AXXESS IP SOFTPHONE
•
•
Voice Mail Administrator: The AXXESSORY Talk Voice Mail Administrator
has a special type of voice mailbox that allows him or her to perform the following tasks:
— Record a broadcast message that is sent to all mailboxes at once
— Perform mailbox maintenance (such as changing your password)
— Customize voice mail prompts
If you are a IPC administrator or need more information than this guide covers, refer
to the Inter-Tel Axxess Administrator's Guide (part number 550.8001).
ABOUT AXXESSORY TALK VOICE MAIL
The AXXESSORY Talk Voice Mail system allows callers to send and receive
recorded messages from any station or touch-tone telephone.
The telephone system users are assigned “voice mailboxes” that usually have numbers
that match the users’ extension numbers. However, sometimes an “unassociated”
mailbox can be programmed to signal a non-matching extension number when it
receives a message.
When they first reach the voice mail system, callers hear the Voice Mail company
greeting and recorded instructions that tell them how to access the voice mailboxes.
Once in a mailbox, they hear the mailbox owner’s personal greeting.
To make it easier to send messages to a large group of people, the Voice Mail IPC
administrator can program “group lists” of mailboxes. These lists can be used by any
voice mail user by entering the group list’s number instead of a mailbox number.
Initializing Your Mailbox
The first time you use your voice mailbox, you must initialize it. The Voice Mail system will instruct you to:
•
Change the default password number to a personal password
•
Record a name to identify yourself in the company directory
•
Listen to the Voice Mail introduction
To initialize your mailbox:
(1) Dial the Voice Mail extension number. (You hear the main menu.)
(2) Press
to identify yourself as a subscriber.
(3) Enter your mailbox number and default password. (Your default password is your
mailbox number.)
(4) If you want a password, enter a new password using digits 0-9 (up to 12 digits).
Then press # or the minus (-) key on the keypad. Voice Mail plays back your
password.
Continued on next page
18
Axxess IP SoftPhone User Guide
If you do not want to use a password, just press
#
or the minus (-) key.
(5) Press # or the minus (-) key to accept the entry. (Or, press 3 if you wish to reenter your password.) The system prompts you to record your directory name.
(6) After the tone, record your first and last name. When finished, press
minus (-) key.
#
or the
(7) Press # or the minus (-) key again to accept the name. (Or, press 1 to replay
the name you just recorded, press 2 to add to your name, or press 3 to erase
and re-record it.)
(8) The system then plays a prompt that introduces you to the basic Voice Mail features. (You can skip this introduction by pressing # or the minus (-) key, if
desired.)
For complete instructions on using AXXESSORY Talk Voice Mail, see page 62.
USING AXXESS IP SOFTPHONE
Axxess IP SoftPhone User Guide
19
IP SoftPhone Features
CUSTOMIZING KEYSET SETTINGS
Axxess IP SoftPhone offers several
basic features to customize your keyset settings. Right-clicking the mouse
button on the IP SoftPhone background area will display the option
menu as shown below. The details of
the features are described in the following pages.
Set Key Font
You can change font style and front size of the keyset display. When you select Set
Font, the screen shown below will appear.
To change the font style and/or size:
— Select the desired font style and/or size from the Set Key Font window, then
select OK.
To cancel the option:
— Select Cancel.
20
Axxess IP SoftPhone User Guide
Set Background Color
You can change background color and
feature key colors of the keyset display.
When you select Set Background
Color, the screen shown below will
appear.
To change the background color:
— Select the desired color from the
Swatches window. The color you
selected will appear in the Preview field. Then select OK. In
addition, you can select colors
based on the HSB and RGB color
models.
Preferences
The IP SoftPhone allows you to change the connection settings (Device ID, Remote
IP Card IP Address, UDP (User Datagram Protocol) General Purpose Port, and the IP
SoftPhone password. When you select Preferences, the screen shown below will
appear.
Axxess IP SoftPhone User Guide
21
IP SOFTPHONE FEATURES
To cancel the option:
— Select Cancel.
Connection
•
IP SoftPhone Device ID: This is an ID for the IP SoftPhone. The IPC administrator will provide the number.
To change the device ID:
— Enter new number (up to 12 hexadecimal characters, XXXXXXXXXXXX
where ‘X’ is a hex. character [0-9, A-F]) in the Device ID text box. The dialog box will automatically insert leading zeros. For example, if the device ID
is 000000000012, you only need to enter 12.
NOTE: If you enter an invalid length or invalid character such as
“000000000000” or “FFFFFFFFFFFF,” an error dialog will appear. Consult
your IPC administrator for a correct Device ID.
To cancel the option:
— Select Cancel.
•
Remote IP Card IP Address: This is an IP address for the IP Card. If the IP
SoftPhone is connected to a physically different LAN or subnet, the IPC IP
Address is required in order to establish connection between Axxess system and
IPC.
To change the IPC IP address:
— Enter new number (up to 12 digits, XXX.XXX.XXX.XXX where ‘X’ is a
number [0-9]) in the Remote IP Card IP Address text box.
To cancel the option:
— Select Cancel.
•
UDP General Purpose Port: This is a default port number to establish socket
connection. This port is required to broadcast messages. It is set to 5567.
NOTE: DO NOT change the port number unless instructed to do so by the IPC
administrator.
To change the port:
— Enter new number (range of 1024 - 65535) in the UDP General Purpose
Port text box.
To cancel the option:
— Select Cancel.
•
22
Current IPC Server: This indicates the IP address for the IPC server that the IP
SoftPhone is connected to. If the IP SoftPhone is currently connected to the IPC
server, the IPC IP address will be displayed as shown on the screen on the previous page. If it is not connected, it will display “Not Connected” in the field.
Axxess IP SoftPhone User Guide
Password
You can set the IP SoftPhone password for security purpose. It prevents other people
from launching your IP SoftPhone on their PCs. Without the password, if other people
knew your IP SoftPhone’s device ID and the IPC IP address (Remote IP Card
Address), they could connect as you and run your IP SoftPhone on their PCs. Therefore, it is highly recommended to set the password. The password is stored in the IPC
and normally provided by the IPC administrator. It is not necessary to make up your
own password. The maximum length of the password is 9-character long and it may
include any characters including spaces. They are case sensitive.
NOTE: DO NOT change the password unless instructed to do so by the IPC administrator.
To change the IP SoftPhone password:
— Enter the new circuit password in the Enter Password text box.
Remember Password: If you want the application
to remember the new password so that the application will not ask for a password every time you
launch, check Remember Password. If you select
OK without checking the Remember Password flag,
next time you launch the application, the Enter
Password dialog box, shown on the right, will appear. If the invalid password
were entered three times, the application will shut down.
Once programming is finished, select OK to save the changes. Or, select Cancel to
exit the dialog without saving the changes.
NOTE: In order for the new settings to take effect, you must save the changes, then
exit and restart the IP SoftPhone application.
Axxess IP SoftPhone User Guide
23
IP SOFTPHONE FEATURES
•
Settings
When you select Settings in the Preferences
window, the window shown on the right
appears.
•
Always On Top: When this option is
checked, the IP SoftPhone will always
appear on top on any application. For
example, when you launch a Word application, the IP SoftPhone will appear on
top the Word application. By default, this
option is disabled.
To enable this option:
— Check Always On Top in the
option menu.
To cancel this option:
— Check Always On Top again.
•
Restore Program When Call Rings: If this option is checked and the IP SoftPhone keyset display is minimized, when you receive an incoming call or a
reminder message, the IP SoftPhone will maximize the keyset display and pop up
on the desktop. By default, this option is disabled.
To enable this option:
— Check Restore Program When Call Rings in the option menu.
To cancel this option:
— Check Restore Program When Call Rings again.
•
Use Three Dimension (3D) Buttons: When this option is checked, the dial key
buttons will appear with 3D buttons instead of 2D buttons as shown below. (To
increase the refresh rate, it is recommended to use 2D buttons.) By default, this is
set to 3D buttons.
2D Buttons
3D Buttons
To change the button to 2D buttons:
— Check Use 3D Buttons in the option menu.
24
Axxess IP SoftPhone User Guide
•
Use Voice Buffer: In environments where there is heavy network traffic, the
audio quality of the IP SoftPhone may be effected. The symptom is a loss of
audio (i.e., the call is ‘choppy’). This is caused by lost packets (the audio packets
of voice never make it to the receiving device), or they arrive too late to be
played in the correct order (known as jitter). If the symptoms described above
occur, enable the Voice Buffer option. Enabling this option holds voice transmitted from the source device for a period of time to allow a smooth generation of
voice on a network that delivers packets in variable amounts of time.
NOTE: The Voice Buffer results in better sounding voice, but adds to delay when
the voice packets are played during the call.
CAUTION
DO NOT enable this option under normal network traffic (not heavy). It will
not improve audio quality, but cause more delay.
— Check Use Voice Buffer in the option menu.
To cancel this option:
— Check Use Voice Buffer again.
•
Boost Incoming Audio: This option adds receive gain to each call without
changing your PC’s multimedia volume setting. Select a value (1-9) by which
you want to increase the incoming (receive) sound volume for all IP SoftPhone
calls.
Axxess IP SoftPhone User Guide
25
IP SOFTPHONE FEATURES
To improve audio quality:
DSS Map
NOTE: The DSS Map option menu appears only when the DSS keymaps are programmed to the associated circuit in the Axxess Database program.
The IP SoftPhone supports up to 60 DSS keymaps. DSS keymaps provide one-key
access to extension numbers. It also shows the status of the station or hunt group
(local or off-node) associated with the key, unless the station is an off-node device.
NOTE: If you want to use the 60 DSS keys, the display resolution needs to be 1024 x
768 or higher. If the resolution is too low, the 60 DSS option will be grayed out.
To show the DSS keymaps on the keyset display:
— Select DSS Map from the option menu and check either 20 Keys, 40 Keys, or
60 Keys. The DSS keymaps will appear on the right side of the keyset display.
For example, if you select 60 Keys, the screen shown below will appear.
To close the DSS keymaps:
— Check Close in the DSS Map option menu.
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Axxess IP SoftPhone User Guide
DIAGNOSTICS
The window shown on the right is used
to diagnose whether you have the optimum frame lengths for the audio driver
and IPC. Having optimum frame lengths
for audio driver and IPC will help
reduce extra jitter problems as described
on the previous page. The window is
used only for reference purpose and the
settings cannot be changed on this window.
•
Depending on the audio driver installed, the frame length varies. For best results,
the IPC’s Audio Frames/IP Packet setting should be an even multiple of the
audio driver’s frame length. For example, if the audio driver is using 30 ms
frames, the IPC should use 30 or 60 ms frames (the IPC’s Audio Frames/IP
Packet setting should be 3 or 6). If the audio driver is using 60 ms frames, the
IPC should use 60 ms frames (the IPC’s Audio Frames/IP Packet setting
should be 6).
If the IPC’s setting is set to lower than the audio driver’s frame length, consult
the IPC administrator who has access to the IPC to adjust the IPC’s setting.
NOTE: If you are satisfied with the audio quality even though the setting is incorrect, you do not have to change the IPC setting. In most cases, it will not matter if
the setting is incorrect. The IPC will simply detect extra jitter, handle it with its jitter buffer, and play the audio correctly.
Axxess IP SoftPhone User Guide
27
IP SOFTPHONE FEATURES
Audio Driver Frame Length (ADFL) and Current Frame Length Setting
(CFLS): To avoid extra jitter problems, you should have appropriate frame
lengths for the audio driver and IPC. The Audio Driver Frame Length is the average frame length (milliseconds) that the IP SoftPhone receives from the audio
driver on your PC. The Current Frame Length Setting is the frame length (ms) of
the voice packets that IPC expects to receive from the IP SoftPhone.
CUSTOMIZING FEATURE KEYS
You can customize any programmable feature keys
as desired. If you move the mouse to the desired
programmable feature key and right-click the
mouse on the keyset display, the option menu will
appear as shown on the right.
The available options are as follows:
Program
This option allows you to customize programmable feature keys.
To customize the programmable feature key:
(1) Move the mouse pointer to the desired programmable feature key and right-click the
mouse. The Set Key Label option menu will
appear as shown on the right.
(2) Enter the desired name (up to 10 characters) in
the text box and select OK.
(3) If the key had been programmed, the LCD
display will show the name and the number
that are currently programmed. If you know
the feature code, enter (or overwrite if the current code exists) the feature code in the Key
Value field, shown on the right, using the keypad on your keyboard (if Num Lock is
enabled).
OR select IC DIRECTORY or FEATURE DIR to search a desired extension
number or feature name and the code.
(4) After finished programming, the LCD display will automatically return to the
main display.
To cancel the option:
— Select Cancel.
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Axxess IP SoftPhone User Guide
Set Label
This option allows you to change the label name of programmable feature keys.
To change the label name of the programmable feature key:
(1) Move the mouse pointer to the desired programmable feature key and right-click the
mouse.
(2) Select Set Label. The Set Key Label
option menu will appear as shown on the
right.
(3) Enter the desired feature name (up to 10 characters) in the text box and select
OK.
To cancel the option:
— Select Cancel.
Set Color
IP SOFTPHONE FEATURES
You can change the color of feature key of the
keyset display. When you select Set Color,
the screen shown below will appear.
To change the color of the feature key:
— Select the desired color from the Swatches
window. The color you selected will
appear in the Preview field. Then select
OK. In addition, you can select colors
based on the HSB and RGB color models.
To cancel the option:
— Select Cancel.
Review
This option allows you to view the feature keys.
To review the feature key:
— Move the mouse pointer to the desired feature key and select Review by rightclicking the mouse.
— The feature name currently programmed on the key will be displayed on the LCD
display.
Cancel
This will close the option menu.
To close the option menu:
— Select Cancel from the option menu.
Axxess IP SoftPhone User Guide
29
Telephone System Features
INTERCOM CALLS
Placing Intercom Calls
The Basics
To place an intercom call:
(1) Click
SPKR
and wait for a dial tone.
(2) Move the mouse pointer to the dial pad on the IP SoftPhone and click desired
numbers. OR enter dial numbers using the keypad on your keyboard (if Num
Lock is enabled). The LCD will display the digit as a digit is entered.
Options
If there is no answer or the phone is busy when you place an intercom call, you can
do any of the following:
— You can leave a message: Press MSG or the LEAVE MESSAGE menu key.
Then press lit SPKR to hang up OR wait for their message center to answer.
(See page 39 for more Message options.)
— You can leave voice mail: Press the LEAVE VOICE MAIL menu key to call their
mailbox. (This option appears only if the called phone has a Voice Mail mailbox.)
If the phone is busy when you place an intercom call, you can do any of the following:
— You can stay on the line and wait for the phone to become available: Do not hang
up. After a system timer expires, you hear music until the phone is available.
(You cannot do this if the called phone is in do-not-disturb mode.)
— To request a callback (queue on to the phone): Press the QUEUE menu key, then
press lit SPKR to hang up.When the phone is available, your phone rings. (To
cancel the queue request before the callback, press 6 .
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Axxess IP SoftPhone User Guide
Receiving Intercom Calls
The Basics
To receive an intercom call that comes in through your speaker or headset:
— Start talking through your microphone.
To receive a ringing (non-handsfree) intercom call:
— Click
SPKR
or
ANSWER
.
Options
To disable your phone’s handsfree answering feature and make all incoming calls
ring until you answer them:
— Press 3 1 9 on the keyboard or using a mouse. (Repeat this step if you want
to turn handsfree answering on again.)
— IC CALL TO DND: This places your phone in do-not-disturb mode and blocks
the call. (See page 47 for more information about do-not-disturb mode.)
Axxess IP SoftPhone User Guide
31
TELEPHONE SYSTEM FEATURES
Instead of answering a ringing call, you can press one of the following menu keys:
— SEND TO V-MAIL: This sends the call directly to your Voice Mail mailbox.
(You will not see this option if you do not have a mailbox.)
OUTSIDE CALLS
Placing Outside Calls
The Basics
To place an outside call:
(1) Click
OUTGOING
OR press
8
on the keypad.
(2) Dial the desired number. (If you see a request for an account code and hear a single progress tone, you must dial an account code before you can place your call.)
(3) When finished with the call, press lit
SPKR
to hang up.
NOTE: If an IP SoftPhone user dials 911 from a remote location, the call will be
placed from where the Axxess System is located. Since 911 services use caller ID to
help locate the caller, emergency service could be misdirected or delayed. Also, the
911 service contacted may be local to the Axxess, but not to the IP SoftPhone. Ensure
to use a local telephone line for placing emergency calls. Also note that the IP SoftPhone will not function in the event of a power failure at either the local site or the
Axxess location.
Options
Depending on how your system is programmed, you may be able to use one of the
following methods to select an outgoing line, instead of pressing the OUTGOING
key:
— Dial the Outgoing Call feature code (default is 8).
— Press an unlit CALL key, if you have one.
— Press an unlit LINE key, if you have one.
— Dial a Select Line Group feature code (defaults are 9201-9299 and 9300093107).
— Dial the Automatic Route Selection (ARS) feature code (default is 9200).
If the line is busy when you try to call out, you can request a callback when it is
available:
— To request a callback (queue on to the line): When you hear busy signals, press
the QUEUE menu key and press lit SPKR to hang up.When the line is available, your phone rings. (To cancel the queue request before the callback, press
6 .
Continued on next page
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Axxess IP SoftPhone User Guide
When dialing the number, you can press one of the following menu keys:
— OUTSIDE DIR: This selects the speed-dial directory. See page 46.
— STN SPEED DIAL: This selects the station speed-dial feature. See page 44.
— SYS SPEED DIAL: This selects the system speed-dial feature. See page 45.
— REDIAL: This redials the last outside number you dialed. See page 46.
Answering Outside Calls
The Basics
— Start talking through your microphone OR click
SPKR
or
ANSWER
.
Options
Depending on how your system is programmed, you may be able to use one of the
following methods instead of pressing the ANSWER key:
— Press the flashing CALL key, if you have one.
Instead of answering, you can send the call to your Voice Mail mailbox:
— Press the SEND TO V-MAIL menu key to transfer the call directly to your Voice
Mail mailbox. (You will not see this option if you do not have a mailbox.)
To pick up (reverse transfer) a call that is ringing or holding at another phone:
(1) Dial
4
.
(2) Dial the extension number where the call is ringing or holding.
Using Account Codes
If your telephone system is programmed to use the Station Message Detail Recording
(SMDR) feature, the system will periodically print out a record of telephone calls
placed from the phones within the system. Account codes can be used to add information to these reports. There are three types of account codes:
•
Standard account codes that are entered into the SMDR report automatically
whenever you place a call.
•
Forced account codes that you must dial before being allowed to place an outside
call, as described on the preceding page.
•
Optional account codes that can be entered at any time during a call.
Your customer service representative or IPC administrator can tell you which types of
account codes are used on your telephone system.
To enter an optional account code:
— While on an outside call, press SPCL , dial 3 9 0 , and then dial the optional
account code. If the account code is not immediately accepted, press # .
Continued on next page
Axxess IP SoftPhone User Guide
33
TELEPHONE SYSTEM FEATURES
— Press the flashing LINE key, if you have one.
To set an account code for all calls placed from your phone:
— Dial 3 9 1 and then the account code. If the account code is not immediately
accepted, press # . This code will be used for all calls made from your phone
until it is disabled.
— To disable the code: Dial
3
9
1
again and then press
#
.
Call Screening
This feature is available only if your telephone system is equipped with an AXXESSORY Talk voice processing unit. The call screening “Transfer Method” options can
be programmed through your voice mailbox (see page 67). Depending on the Transfer
Method programmed for your phone, transferred calls from AXXESSORY Talk may
be unannounced (as usual), or one of the following may occur:
•
“Announce Only” Calls: Before Voice Mail transfers a call to you, a prompt
asks the caller to record his or her name. When you answer, you hear “You have a
call from (caller's name).”
•
“Screened” Calls: Before Voice Mail transfers a call to you, a prompt asks the
caller to record his or her name. When you answer the call from Voice Mail, you
hear, “You have a call from (caller's name),” You have the following options:
— To accept the call, press the ACCEPT menu key or
.
#
— To replay the announcement, press the REPLAY menu key or
1
.
— To send the call to voice mail, press the SEND TO V-MAIL menu key or
2 .
— To forward the call to another extension, press the FORWARD menu key or
3 and then enter the extension number.
— To refuse the call, press the REFUSE menu key or
.
Call Waiting
If you receive a call while you are already on another call, you will hear a “call waiting” tone and/or you will see a display.
To respond to a waiting call (you hear a single tone and a key is flashing):
— End your current call, place it on hold, and/or use one of the following menu
keys:
34
•
ANSWER: This answers the ringing call. (If you did not place the current
call on hold, it is disconnected.)
•
SEND TO V-MAIL: This sends the call directly to your Voice Mail mailbox.
(You will not see this option if you do not have a mailbox.)
•
IC CALL TO DND: This places your phone in do-not-disturb mode and
blocks the call. (See page 47 for more information about do-not-disturb.)
Axxess IP SoftPhone User Guide
Displaying Date, Time, Name, and Extension Number
This feature temporarily displays the system date and time, user name, and extension
number during a call or when other displays are shown.
To show the date and time display (while on a call, in do-not-disturb, etc.):
— Press
SPCL
and dial
3
0
0
.
Displaying The Outside Party’s Name
When you enter the following feature code, while connected to an outside call with
Caller ID, the display will switch between the caller’s name and number. If there is no
outside party name available, the display shows “CANNOT ACCESS FEATURE.”
To show the outside party’s name:
— Press
SPCL
and dial
3
7
9
.
Performing A “Hookflash” During A Call
To generate a hookflash while using a line:
— While on a call, press the FLASH menu key OR press
0 .
Axxess IP SoftPhone User Guide
SPCL
and dial
3
3
35
TELEPHONE SYSTEM FEATURES
A timed hookflash (a quick hang up and release) may be required for certain telephone company services. This feature code sends a hookflash over the outside line.
PLACING CALLS ON HOLD
There are two ways to place a call on hold. The first procedure places a call on individual hold; the second places it on system hold.
•
Individual Hold places the call on hold at one phone. It can then be directly
picked up at that phone or it can be picked up at another phone using the reverse
transfer (call pick-up) feature.
•
An outside call on System Hold can be picked up directly at any keyset that
shows a flashing key for the call, including the keyset that placed it on hold.
(Intercom calls cannot be placed on system hold.)
To place a call on Individual Hold:
(1) Press
HOLD
(2) Press lit
or the HOLD menu key.
SPKR
to hang up OR place another call.
(3) To return to the call, press the flashing key.
To place an outside call on System Hold:
(1) Press
SPCL
(2) Press lit
and dial
SPKR
3
3
5
.
to hang up OR place another call.
(3) To return to a call on system hold at any keyset with a flashing key, press the
flashing key.
To pick up (reverse transfer) a call that is holding at another phone:
(1) Dial
4
.
(2) Dial the extension number where the call is holding.
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Axxess IP SoftPhone User Guide
USING THE SPEAKER AND MICROPHONE
Muting The Microphone
To mute the microphone so that you can hear the other party but they cannot hear
you (this does not put them on hold):
— Press
MUTE
or the MUTE menu key.
— To return to the call, press
MUTE
or the UNMUTE menu key.
“Group Listen” Using The Speaker
The “Group Listen” feature allows you to transmit a conversation over the speaker
while using a headset. This allows other people in the room to listen to the conversation. However, the microphone remains disabled so that only you can speak through
the handset or headset.
NOTE: Since the IP SoftPhone requires speaker or headset to transmit audio, enabling
this feature will not affect its function. Other people in the room can listen to the conversation whether or not this feature is turned on.
To turn the group listen feature on or off during a call:
— While on a call using the headset, press SPCL and dial 3 1 2 . You hear a
confirmation tone and the display shows GROUP LISTEN ON or GROUP
LISTEN OFF. (The other party will not hear the confirmation tone.)
NOTE: If you are using the handset, the SPKR key lamp will remain unlit, even
though the speaker is on.
Axxess IP SoftPhone User Guide
37
TELEPHONE SYSTEM FEATURES
This feature cannot be used on a handsfree call. You must be on a call using a headset
before entering the feature code.
PLACING CONFERENCE CALLS
You can establish multi-party conference calls without operator assistance. You can
place any combination of up to three intercom or outside parties in the conference.
The Basics
(1) While on the first call, press
hold.
CNF
or the CNF menu key to put the call on
(2) Place another intercom or outside call. Place it on hold by pressing flashing
CNF
or CNF. (If necessary, repeat this step to place one more call on hold.)
(3) Press CNF or the CONNECT TO CONFERENCE menu key to join all of
the calls together in the conference.
Options
During the conference call you can do the following:
— Place the conference on hold: Press the HOLD menu key. This places the conference on hold (the parties are still connected). To return to the conference, press
flashing CNF .
— Drop out of the conference: Press flashing CNF . Then press lit SPKR to hang
up. This removes your phone from the conference, but leaves the other parties
connected.
— Add additional parties to the conference: Do the following:
•
Press the ADD PARTY menu key. This leaves the conference parties connected.
•
Place a call to the party to be added to the conference.
•
Press lit CNF twice (or press lit CNF once and then press CONNECT
TO CONFERENCE) to put yourself and the new party into the conference.
— End the conference and place all parties on individual hold: Press flashing
CNF
and then press HOLD to place all of the parties on individual hold. You
can then speak to one party at a time by pressing HOLD or a flashing key.
— Mute your microphone: Press MUTE or the MUTE menu key. This turns your
microphone on or off during the conference. You can hear the conference parties,
but they cannot hear you.
— Transfer the conference to another extension or to voice mail: Press TRANSFER or
the TRANSFER CNF menu key and dial the desired extension number. Then
press or lit SPKR to hang up when you are ready to complete the transfer.
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Axxess IP SoftPhone User Guide
USING THE MESSAGE KEY
If you call a phone that is busy, does not answer, or is in do-not-disturb, you can use
the Messaging feature to let the other person know you called.
To signal that a message is waiting, a keyset’s MSG key flashes and the display shows
the number of waiting messages. (If you leave a message for a single-line set, the user
will hear six short tones after lifting the pressing the hookswitch.)
There are two ways to leave messages:
•
Have the called party return your call. When the party you called responds to
the message indication, a call is automatically placed to your phone.
•
Leave a message with the called party's message center (which can be a person or voice mail): When the party you called responds to the message, a call is
automatically placed to his or her message center instead of your phone.
The Basics
To leave a message:
(1) While on an intercom call, press
(2) Press lit
SPKR
MSG
or the LEAVE MESSAGE menu key.
to hang up OR wait for the message center to answer.
Options
To leave a message without placing an intercom call:
(1) Press
MSG
and then the LEAVE MESSAGE menu key.
(2) Dial the desired extension number.
To cancel a message that you left at another phone:
(1) Press
MSG
and then the CANCEL MESSAGE menu key.
(2) Dial the extension number of the phone where you left the message.
Axxess IP SoftPhone User Guide
39
TELEPHONE SYSTEM FEATURES
Leaving Messages
Receiving Messages
The Basics
When you see a flashing MSG key:
— Press flashing MSG . A call is automatically placed to the phone or message
center that left the displayed message.
Options
To select the message you want to answer first:
— Press the VIEW MESSAGE menu key to view the waiting message (if more
than one message is waiting, scroll to the desired message using the PREVIOUS
or NEXT menu key), then press the REPLY menu key to respond.
To cancel a message while it is displayed without answering it:
(1) Press flashing
to be canceled.
(2) Press
40
MSG
or the VIEW MESSAGE menu key to view the message
or the DELETE menu key to cancel the displayed message.
Axxess IP SoftPhone User Guide
TRANSFERRING CALLS
Transferring To Another Extension
(1) Press TRANSFER or the TRANSFER menu key. (Or, press the TRANSFER TO
HOLD menu key if you want to place the call on hold at the other phone.)
(2) Dial the desired extension number OR press the IC DIRECTORY menu key to
look up the number. To transfer to your message center, press the MESSAGE
CENTER menu key.
(3) Wait for an answer, announce the call, and then press lit
complete the transfer.
SPKR
to hang up to
(4) If the number is busy, there is no answer, or the transfer is refused, return to the
caller being transferred by pressing the flashing key.
Transferring To Voice Mail
(1) Press
TRANSFER
or the TRANSFER menu key.
(2) Press the VOICE MAIL menu key.
(3) If you want to send the call to a specific Voice Mail mailbox, dial the desired
mailbox number and then press lit SPKR to hang up to complete the transfer.
If you want to send the call to the Voice Mail main menu (so that the caller can
select the mailbox number), press lit SPKR to hang up to complete the transfer.
Transferring To An Outside Number
(1) Press
TRANSFER
or the TRANSFER menu key.
(2) Select an outgoing line by pressing the OUTSIDE PHONE menu key.
(3) Dial the desired telephone number.
(4) Wait for an answer, announce the call, and then press lit
complete the transfer.
SPKR
to hang up to
If the number is busy, there is no answer, or the transfer is refused, return to the
caller being transferred by pressing the flashing key.
Axxess IP SoftPhone User Guide
41
TELEPHONE SYSTEM FEATURES
NOTE: If the special “Transfer-To-Connect” option has been programmed for your
phone, a transferred call connects immediately once the transferring party hangs up. (If
the option is disabled, you must press a Call key to answer the transferred call.)
To Pick Up (Reverse Transfer) A Call From Another
Extension:
(1) Dial
4
.
(2) Dial the extension or hunt group number where the call is ringing or holding.
(See page 59 for more information about hunt groups.)
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Axxess IP SoftPhone User Guide
FORWARDING CALLS
Manual Call Forwarding
With manual call forwarding, you can choose to send incoming calls to another extension number. You may also be able to forward calls to outside numbers, if your phone
is programmed to allow it.
To forward calls:
— Press
FWD
and then press one of the following menu keys:
ALL: All incoming calls are forwarded without ringing at your phone.
•
NO ANSWER: All incoming calls are forwarded if they are not answered
before a timer expires. (This timer is adjusted by the installer; it cannot be
changed at your phone.)
•
BUSY: When your phone is busy, all incoming calls are forwarded without
ringing at your phone.
•
NO ANSWER/BUSY: All incoming calls are forwarded if your phone is
busy or if you do not answer, as described above.
— To forward to an outside telephone number: Do the following:
•
Press the OUTSIDE PHONE menu key.
•
Dial a telephone number OR press the OUTSIDE DIR menu key to look up
and select a number.
— To forward to an extension number: Dial the extension number OR press the IC
DIRECTORY menu key to look up and select a number.
— To forward to your Voice Mail mailbox: Press the VOICE MAI menu key.
— To forward to your message center: Press the MESSAGE CENTER menu key.
To cancel any call forward request:
— Press lit
FWD
, then press the FWD OFF menu key.
Automatic System Forwarding
Your phone may be programmed with the automatic call forwarding feature called
“System Forwarding.” If so, you can use the following procedure to turn the System
Forwarding feature on and off.
To enable or disable System Forwarding:
— Dial
3
Axxess IP SoftPhone User Guide
5
4
.
43
TELEPHONE SYSTEM FEATURES
•
STATION SPEED DIALING
Storing Speed-Dial Numbers On Your Phone
You can store up to 10 personal speed-dial numbers and associated names in station
speed-dial “locations” 0-9. These locations are then dialed using a feature key or code
plus one of the numbers 0-9 on your keypad. Or, if you have programmable feature
keys, you can create Station Speed-Dial keys (as described on page 53) for one-touch
speed dialing.
To program your station speed-dial locations:
(1) Dial
3
8
3
.
(2) Dial the location code 0-9 to be programmed OR press a Station Speed-Dial key
that you want to program (if you have one).
(3) Enter the desired name for the speed-dial number to be programmed as described
below:
To enter the letters or numbers:
— Enter the desired letters or numbers (up to 16 characters) using the keyboard.
Press Spacebar to leave a space. Press Backspace if you need to backspace.
NOTE: If you would like to enter slash (/) or pound (#) key, use the Keypad keys
on the keyboard or the Dialpad keys on the screen.
(4) Press the ACCEPT menu key to save the name.
(5) Enter the extension number or telephone number to be stored. Press
leave a space. Press Backspace if you need to backspace.
Spacebar
to
To enter the numbers:
— Enter the desired numbers using the keyboard. Press
space. Press Backspace if you need to backspace.
Spacebar
to leave a
HINT: If you want to be able to dial outside telephone numbers without first
selecting an outgoing line, enter a line access code (such as the Outgoing Call
code “8”) before the outside telephone number.
(6) Press the ACCEPT menu key to save the number.
To view the current programming of Station Speed-Dial keys:
(1) Dial
3
9
6
.
(2) Press the Station Speed-Dial key to be viewed.
(3) Press
44
SPKR
to exit.
Axxess IP SoftPhone User Guide
To erase a station speed-dial name and/or number:
(1) Dial
3
8
3
.
(2) Dial the location code 0-9 to be erased OR press the Station Speed-Dial key to be
erased.
(3) To remove the name, press
(4) Press
tinue.
#
Backspace
, the ACCEPT menu key, or the minus (-) key on the keypad to con-
(5) To remove the number, press
(6) Press
#
repeatedly until the name is erased.
Backspace
repeatedly until the number is erased.
, the ACCEPT menu key, or the minus (-) key to exit.
Dialing Station Speed-Dial Numbers
If necessary, select an outgoing line.
3
8
2
and then the desired station speed-
— Using a Station Speed-Dial key: Press the desired Station Speed-Dial key.
SYSTEM SPEED DIALING
Your IPC administrator can store up to 1000 speed-dial numbers in system speed-dial
“locations” 000-999. These speed-dial numbers can then be dialed using a feature
code or the SYS SPD feature key, plus one of the location numbers 000-999.
To view and/or dial system speed-dial numbers:
(1) Press
SYS SPD
OR dial
3
8
1
.
(2) Dial the location code (000-999) for the desired number. The number is displayed.
(3) To dial the displayed number, press
key on the keypad.
Axxess IP SoftPhone User Guide
#
, the ACCEPT menu key, or the minus (-)
45
TELEPHONE SYSTEM FEATURES
— Using a location number: Dial
dial location number (0-9).
REDIALING A NUMBER
If you reach a busy number, are disconnected, or if there is no answer, the number in
your redial memory can be redialed easily. An outside line is automatically selected
and the telephone number is redialed.
Your phone can be programmed to store, in redial memory, the last outside telephone
number that you dialed or an outside telephone number that you saved. (Your trainer
or IPC administrator can tell you whether your phone is programmed for “Last Number Dialed” or “Last Number Saved” operation.) Choose the appropriate procedure
for your phone:
To use the Last Number Dialed feature (if enabled):
— EITHER, press
REDIAL
. A line is selected automatically and the number is dialed.
OR, press the OUTGOING or OUTSIDE CALL menu key and then the REDIAL
menu key. The number is dialed.
To use the Last Number Saved feature (if enabled):
— To save a number: While the phone is idle or while listening to intercom dial
tone, press REDIAL .
— To redial the saved number: While on a call or after selecting a line, press
REDIAL . A line is selected automatically and the number is dialed.
USING THE DIRECTORIES
The optional directories allow display keyset users to “look up” extension numbers,
system speed-dial numbers, and feature codes, and their associated names.
If searching for a name, you do not need to enter the full name. The system will find
the closest match and show the number and its associated name on your display. If
desired, you can then dial the displayed number.
To perform a directory search:
(1) If your phone is idle, press the DIRECTORY menu key, then press the menu key
for the desired directory (IC DIRECTORY, OUTSIDE DIR, or FEATURE
DIR).
If placing a call, press the OUTSIDE DIR or IC DIRECTORY menu key.
(2) Enter letters or numbers (up to 10 characters) using the keyboard.
(3) Press the SEARCH menu key to begin the search. If desired, you can use
SCROLL to move alphabetically through the directory.
(4) To dial a number/code while it is displayed: Press the CALL or ACCEPT
menu key.
46
Axxess IP SoftPhone User Guide
USING DO-NOT-DISTURB MODE
Placing your phone in do-not-disturb halts all pages and calls to your phone (except
for queue callbacks, recalls, and direct ring-in calls). Other users calling your phone
hear a repeating signal of four fast tones. If they have a display, they also see the donot-disturb message you have selected. There can be up to 20 different Do-Not-Disturb messages in your telephone system. They can be changed by the IPC administrator, installer, or programmer. Your trainer or IPC administrator will give you a list of
Do-Not-Disturb Messages for your system. You can list them here for your convenience:
DEFAULT MESSAGE
DO-NOT-DISTURB
LEAVE A MESSAGE
IN MEETING UNTIL
IN MEETING
ON VACATION ’TIL
ON VACATION
CALL ME AT
AT THE DOCTOR
ON A TRIP
ON BREAK
NEW MESSAGE
11
12
13
14
15
16
17
18
19
20
DEFAULT MESSAGE
OUT OF TOWN ’TIL
OUT OF OFFICE
OUT UNTIL
WITH A CLIENT
WITH A GUEST
UNAVAILABLE
IN CONFERENCE
AWAY FROM DESK
GONE HOME
OUT TO LUNCH
NEW MESSAGE
To enable do-not-disturb:
(1) Press
DND
or the DND menu key.
(2) Dial the desired two-digit number for the message you wish to use OR press the
SCROLL menu key (and PREVIOUS or NEXT) to scroll through the messages.
(3) If desired, customize the second display line by entering the desired numbers or
letters (up to 16 characters) as described below:
To enter the numbers:
— Enter the desired numbers using the keypad on your keyboard. The numbers
will appear on the second display line. Press Spacebar to leave a space. Press
Backspace if you need to backspace.
To enter the letters or numbers:
— Click the USE ALPHA MODE menu key or MSG . Then, enter the
desired letters or numbers using the keyboard. Press Spacebar to leave a
space. Press Backspace if you need to backspace.
NOTE: If you would like to enter slash (/) or pound (#) key, use the Keypad keys
on the keyboard or the Dialpad keys on the screen.
(4) Press lit
SPKR
.
Continued on next page
Axxess IP SoftPhone User Guide
47
TELEPHONE SYSTEM FEATURES
01
02
03
04
05
06
07
08
09
10
To cancel do-not-disturb mode:
— Press lit
DND
.
USING RECORD-A-CALL
If your telephone system is equipped with an AXXESSORY Talk voice processing
unit, your phone may be programmed to use the Record-A-Call feature. If so, you can
dial a feature code whenever you want to record an ongoing call in a mailbox message. You can retrieve the message later, just as you would any other mailbox message.
To use the Record-A-Call feature:
(1) While on a call, press
CALL menu key.
SPCL
and dial
3
8
5
OR press the RECORD-A-
(2) If required, dial the desired mailbox number. (Your phone may be programmed to
select the mailbox, or you may be required to dial it.)
(3) You hear a confirmation tone when the Record-A-Call feature is activated.
To turn off Record-A-Call: Press SPCL and dial
CANCEL RECORDING menu key OR press lit SPKR
3
5 OR press the
8
to hang up.
PAGING
The Paging feature allows announcements to be made through keyset speakers. If
your system is equipped with optional external paging equipment, announcements can
also be made through the external speaker(s).
There can be up to 10 paging zones. Each paging zone can contain different combinations of keysets and the external paging equipment. Your trainer or IPC administrator
can tell you how your paging zones are programmed. You can list them here for your
convenience:
0 _______________________
5 _______________________
1 _______________________
6 _______________________
2 _______________________
7 _______________________
3 _______________________
8 _______________________
4 _______________________
9 _______________________
NOTE: Using paging on an IP SoftPhone consumes as much bandwidth as a telephone
call to the device. If your site has limited bandwidth, limit pages.
48
Axxess IP SoftPhone User Guide
Making Pages
(1) Dial
7
.
(2) Dial the desired zone number (0-9).
(3) After the tone, make your announcement.
(4) Press lit
SPKR
to hang up.
To Turn Paging On Or Off
You can prevent your phone from receiving pages or allow it to receive pages again
using the Page Remove/Replace feature code described below. If your phone is
assigned to more than one page zone, all zones are removed or replaced at once; you
cannot turn off individual zones.
— Dial
3
2
5
to turn paging on or off.
TELEPHONE SYSTEM FEATURES
Axxess IP SoftPhone User Guide
49
REMINDER MESSAGES
Reminder messages are set, like an alarm clock, to signal you at a specified time. You
can select the message and time up to 24 hours in advance.
At the programmed time, the reminder message signals you with eight short tones and
your display shows the message. If your phone is busy, you still hear the tones and the
message displays for 10 seconds during the call, then the display returns after you
hang up. (Reminder displays interrupt, but do not affect, programming.)
There can be up to 20 different Reminder messages in your telephone system. They
can be changed by the IPC administrator, installer, or programmer. Your trainer or
IPC administrator will give you a list of Reminder Messages for your system. You can
list them here for your convenience:
DEFAULT MESSAGE
01
02
03
04
05
06
07
08
09
10
NEW MESSAGE
MEETING
STAFF MEETING
SALES MEETING
CANCEL MEETING
APPOINTMENT
PLACE CALL
CALL CLIENT
CALL CUSTOMER
CALL HOME
CALL CORPORATE
DEFAULT MESSAGE
11
12
13
14
15
16
17
18
19
20
NEW MESSAGE
CALL ENGINEERING
CALL MARKETING
CALL ACCOUNTING
CANCEL DND
CANCEL CALL FWD
TAKE MEDICATION
MAKE RESERVATION
REVIEW SCHEDULE
LUNCH
REMINDER
To request a reminder message:
(1) Dial
3
0
5
.
(2) Dial the desired two-digit number for the message that you want OR press the
SCROLL menu key to begin scrolling through the messages.
(3) While the desired message is displayed, press
the minus (-) key on the keypad.
#
, the ACCEPT menu key, or
(4) Enter the time you wish to receive the message in hours and minutes. For example, 0900 = 9:00. (If you dial three digits, such as 900 for 9:00, press # or the
minus (-) key.)
If your system is set for 12-hour display format, press the AM or PM menu key. (If
it is set for 24-hour format, you do not need this step.)
To cancel all reminder message requests before they signal you:
— Dial
3
0
6
.
To clear a received reminder message (you hear eight short tones and see a reminder
message display):
— Press
50
or the asterisk (*) key on the keypad.
Axxess IP SoftPhone User Guide
REMOTE FEATURE ACCESS
Remote Feature Access allows you to place your phone in Do-Not-Disturb mode or
forward calls, either from another phone or through a special dial-up line. For your
convenience, a pocket-sized guide is attached to the card stapled in the middle of this
guide.
Remote Access Password
This password is used for Remote Feature Access, as described below.
To change the password from your phone:
(1) Dial
3
9
2
.
(2) Enter your current password, followed by
extension number.)
(3) Enter the new password followed by
#
#
. (At default the password is your
. You hear a confirmation tone.
#
. You hear a confir-
To change the station password using remote programming: See below.
Remote Feature Access
(1) EITHER, Call your Axxess number (provided by your IPC administrator). If
required, enter your password.
OR, Use any phone on the system.
(2) Enter
3
5
9
.
(3) Enter your extension number.
(4) Enter your password followed by
tures.
#
. You can now use any of the following fea-
To change the station password using Remote Programming:
— Enter 3 9 2 .
— Enter the new password, followed by
#
.
— Enter the new password again for verification, followed by
#
.
To turn on Do-Not-Disturb:
— Enter 3 7 0 .
— Enter message number (01-20) and, if desired, enter the optional second-line
message text.
— Press lit
SPKR
to hang up.
Continued on next page
Axxess IP SoftPhone User Guide
51
TELEPHONE SYSTEM FEATURES
(4) Enter the new password again for verification followed by
mation tone.
To turn off Do-Not-Disturb:
— Enter
3
7
1
and press lit
SPKR
to hang up.
To turn on Call Forward:
— Enter one of the following Call Forward feature codes.
All Calls............................ 355
If No Answer .................... 356
If Busy .............................. 357
If No Answer or Busy....... 358
— Enter an extension number or enter an outside line access code followed by a
telephone number.
— Hang up.
To turn off Call Forward:
— Enter 3 5 5 and then press
52
#
and hang up.
Axxess IP SoftPhone User Guide
PROGRAMMING YOUR FEATURE KEYS
Depending on how your system is programmed, some of your feature keys may be
designated as “user-programmable.” If so, you can program them with any of the feature codes listed on the back of this user guide or with extension numbers.
To program a user-programmable feature key:
(1) Dial
3
9
7
.
(2) Press the feature key you want to program.
(3) Dial the feature code or extension number you want to store under that key.
(Refer to the back of this guide for default feature codes.)
To return all feature keys to their original default values:
— Dial
3
9
5
.
To display the current feature key values:
3
9
6
.
TELEPHONE SYSTEM FEATURES
(1) Dial
(2) Press the feature key(s) you want displayed.
(3) Press lit
Axxess IP SoftPhone User Guide
SPKR
to hang up.
53
SETTING USER PREFERENCES
Change Volume Levels
The IP SoftPhone can adjust the playback and recording volume.
To change the playback volume:
(1) Click one of the volume control keys ( VOL + , VOL - , or VOL SAVE ). The volume
control window for the playback will appear as shown below.
(2) Adjust the volume balance as desired. Ensure the Microphone Balance is muted
to avoid generating echoes. (For more information on avoiding echoes, see
page 9.)
NOTE: If you click one of the volume control keys multiple times, the multiple
volume control windows will be displayed on top of the existing one(s). To adjust
the volume correctly, ensure you have only one volume control window opened.
To change the recording volume on the microphone:
(1) Select Options - Properties in the window above. The Properties window,
shown on the right, will appear.
(2) Select Recording from the Adjust volume for field. Ensure the Mic is selected
in the volume control field. Then select
OK.
54
Axxess IP SoftPhone User Guide
(3) Selecting the OK button will display the Recording Control
window as shown on the right.
Ensure the Select text box is
checked in the Mic Balance
field. Then, adjust the volume
balance as desired.
Background Music
To enable or disable background music:
— Dial
3
1
3
.
NOTE: Using background music on an IP SoftPhone consumes as much bandwidth as
a telephone call to the device. If your site has limited bandwidth, do not enable background music.
Returning To Default Operation
This feature returns volumes to default levels; cancels do-not-disturb, manual call forwarding, background music, and queue requests; and restores handsfree mode, pages,
hunt group calls, and system forwarding all at once.
To return your phone to default:
— Dial
3
9
4
.
Standard And Alternate Keymaps
Each keyset is programmed with a standard keymap that determines where each feature key appears on the keyset. Each keyset can also have an alternate keymap. If you
have an alternate keymap, you can switch between the keymaps by dialing this feature
code.
To switch between keymaps when your phone is idle:
— Dial
3
9
9
.
To switch between keymaps during a call:
— While on a call, press
Axxess IP SoftPhone User Guide
SPCL
and dial
3
9
9
.
55
TELEPHONE SYSTEM FEATURES
If your telephone system is equipped with a music source, you can listen to music
through your speaker.
Automatic Call Answer
The “Automatic Call Answer” feature determines the method you will use to answer
outside calls and intercom calls. You can choose to answer simply by pressing the
Speaker key. Or, you can choose to answer by first pressing the Speaker key and then
pressing the flashing key.
To specify how ringing outside calls are answered:
— Dial 3 6 0 to turn on or off automatic line answer (If you turn it on, you will
answer outside calls automatically by pressing SPKR ).
To specify how ringing (non-handsfree) intercom calls are answered:
— Dial 3 6 1 to turn on or off automatic intercom answer (If you turn it on,
you will answer ringing intercom calls automatically by pressing SPKR ).
Multilingual Capability
Your telephone system may provide a choice between English, Spanish, and Japanese
prompts and displays. An option in the database determines the language that will be
used by each phone. If your phone is programmed for English, all displays appear in
English and all AXXESSORY Talk voice mail prompts are delivered in English
(unless changed, as outlined below). If programmed for Spanish, all displays appear
in Spanish characters and all voice prompts are played in Spanish. By default, all
phones are set for English.
User-programmed messages can include English, Spanish, or Japanese characters, or
a combination. In displayed lists, such as directories, the English (or Spanish) characters are alphabetized before the Japanese characters. Therefore, Japanese names will
appear after the English (or Spanish) names.
NOTE: Japanese prompts and displays are currently not supported.
To change the assigned language for your phone:
— Dial 3 0 1 to change between English and Spanish, as desired. Your display
shows the current language.
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Axxess IP SoftPhone User Guide
SECONDARY EXTENSION APPEARANCES
The Secondary Extension Appearances feature allows calls that are ringing or on individual hold at one “primary” phone to appear on a “secondary extension key” at
another keyset. For example, a secretary or assistant can have a secondary extension
key for a supervisor's phone, or one keyset can have several secondary extension
keys, each associated with a different primary phone.
There are two ways the installers can make a secondary extension key. They can create a non-programmable secondary extension key that cannot be changed at your keyset. Or, they can make a programmable secondary extension key so that you can
determine the associated phone for the key, as outlined below. In addition, the
installer can program your phone to ring when a given number of calls are waiting at
the primary phone.
To display the current secondary extension key assignment(s):
(1) Dial
3
9
6
.
To assign a primary phone to a secondary extension key (if enabled):
(1) Dial
3
9
7
.
(2) Press the secondary extension key and dial the desired extension number.
If you have a secondary extension key, it functions as follows:
•
When a call is ringing or holding on any Call key at the primary phone, pressing
your flashing secondary extension key for that phone will answer the call.
•
If your secondary extension key is unlit, pressing the key places an intercom call
to the primary phone.
NOTE: If the key is flashing, you can still place an intercom call to the primary phone
without answering the incoming call by pressing # or the minus (-) key before pressing the flashing secondary extension key. (Or, of course, you can just dial the primary
phone's extension number.)
After answering a call on the secondary extension key, you can transfer it back to the
primary phone using one of the following methods:
•
Transfer to hold: To transfer the call to hold at the primary phone, press the secondary extension key, announce the call (if desired), and then press lit SPKR to
hang up.
•
Transfer to ring: To transfer the call to the primary phone, press TRANSFER and
then the secondary extension key. You can announce the call, if desired, before
hanging up to complete the transfer.
Axxess IP SoftPhone User Guide
57
TELEPHONE SYSTEM FEATURES
(2) Press the secondary extension key(s) you want displayed.
AGENT HELP
Your telephone system may be programmed to support the Agent Help feature, which
allows you to request help from a designated “Agent Help Extension” (usually your
supervisor) during a call. When your request call rings at the Agent Help Extension,
the supervisor can choose to join the call or reject the request.
If the Agent Help Extension is a keyset, the keyset’s microphone is muted and the
supervisor cannot be heard unless he or she presses the MUTE key. If the Agent Help
Extension is a single-line set, the supervisor can be heard as soon as the conference is
established. In either case, the supervisor can hear all other parties on the call.
To use the Agent Help feature while on a call:
(1) Press SPKR and dial 3 7 5 . If you hear repeating tones, the Agent Help
feature is not available at your phone, you already have four parties in your call,
not enough system circuits are currently available, or the Agent Help Extension is
in do-not-disturb.
(2) If required, dial the Agent Help Extension number. (Your phone may be programmed to automatically dial the number, or you may be required to dial it.)
(3) If the Agent Help Extension accepts the call, you hear the Agent Help tone, if it is
enabled, and the supervisor can monitor or join your call.
(4) If the Agent Help Extension rejects the call, you hear a confirmation tone and the
display shows AGENT HELP REJECTED.
To respond to an Agent Help request at a display keyset:
— When you receive an Agent Help, your display shows <name> REQUESTS
HELP. You can do one of the following:
58
•
To accept the call: Answer as usual. Your microphone is muted and you
cannot be heard by either party unless you press lit MUTE .
•
To reject the call: Press the REJECT HELP menu key.
Axxess IP SoftPhone User Guide
INSTRUCTIONS FOR HUNT GROUPS
Your system may be programmed with “hunt groups.” These are groups of phones
that share a common extension number in addition to having individual extension
numbers. (A phone that is part of a hunt group can be called directly using its individual extension number.) The phone or phones that receive the call when a hunt group
extension number is dialed is determined by a list programmed in your telephone system's software.
To Turn On Or Off Hunt Group Calls
If you are a member of a hunt group, you can use the following Hunt Group Remove/
Replace feature code to determine when you will receive hunt group calls.
— Dial
3
2
4
to stop or restart hunt group calls.
ACD Hunt Groups
ACD Agent IDs
There is an ACD hunt group option that allows the use of Agent ID numbers in place
of extension numbers in the hunt group list.
An ACD hunt group can be programmed to circulate calls to agents in two ways:
•
Agent IDs: If the hunt group is programmed to use ACD Agent IDs, each agent
is assigned an Agent ID number to enter during the login procedure (described on
the next page). The hunt group calls are routed to logged-in agents, according to
their Agent ID number instead of their extension number. Because the Agent ID
is not associated with any extension, the agent can use any phone in the system to
log in and does not have to use the same phone every time.
•
Members: If the hunt group is not programmed to use Agent IDs, it will have a
pre-programmed list of phones and will send calls to the phones where agents are
logged in.
Axxess IP SoftPhone User Guide
59
TELEPHONE SYSTEM FEATURES
Some hunt groups use a special feature called “Automatic Call Distribution” (ACD)
that distributes the hunt group calls equally among the available members. ACD hunt
group members are referred to as “agents.” Agents log in to the ACD hunt group to
receive calls and log out to halt ACD hunt group calls.
ACD Hunt Group Login And Logout
Agents can log in to and out of the ACD hunt group at any time. While logged in, the
agent will receive calls through the ACD hunt group. When the agent is logged out,
calls to that ACD hunt group will bypass the agent. If your phone is in an ACD hunt
group, use the following procedures to log in and out.
To log in to all of your ACD hunt groups at once using the ACD Agent Login/Logout
feature code:
— Dial
3
2
8
.
If you were already logged in, the display shows AGENT LOGGED OUT OF
ALL ACDS and you hear a confirmation tone.
To log in to one or more hunt groups using the ACD Agent Login feature code:
(1) Dial
3
2
6
. The display shows AGENT LOGIN ACD NUMBER.
(2) Enter the desired ACD hunt group number. (Or you can press
key to log in to all of your ACD hunt groups at once.)
#
or the minus (-)
If you entered an invalid hunt group number, the display shows NOT AN ACD
HUNT GROUP and you hear repeating tones.
(3) The display shows AGENT LOGIN AGENT ID. Then do one of the following:
•
To log into ACD hunt group(s) using Agent IDs: Enter your Agent ID. The
display shows AGENT LOGGED INTO ALL ACDS. You are logged into
the ACD hunt group(s) that you requested above that use the Agent ID you
entered in this step. If another Agent ID is already logged in at this phone,
you hear repeating tones and the display shows DIFFERENT AGENT ID
ALREADY USED. You must have the other agent log out before you can
use that phone.
•
To log into ACD hunt group(s) that do not use Agent IDs: Press # . The display shows AGENT LOGGED INTO ALL ACDS. You are logged into the
ACD hunt group(s) that you requested above that do not use Agent IDs. If
you were already logged in, the display shows ALREADY LOGGED INTO
<hunt group>. If you are not a member of the entered hunt group, the display shows NOT AN AGENT IN THIS HUNT GROUP and you hear
repeating tones. Start over.
(4) Press lit SPKR to hang up. Repeat this procedure to log into additional ACD
groups, if necessary.
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Axxess IP SoftPhone User Guide
To log out of one or more ACD hunt group:
(1) EITHER, dial 3 2 8 to log out of all of your ACD hunt groups at once. The
display shows AGENT LOGGED OUT OF ALL ACDS and you hear a confirmation tone. Press lit SPKR to hang up if off hook.
OR, dial
3
2
7
. One of the following displays will appear:
•
If you were logged in to only one hunt group, the display shows AGENT
LOGGED OUT OF <hunt group>. The procedure is complete.
•
If you were logged in to more than one hunt group, the display shows
AGENT LOGOUT ACD NUMBER. Dial the extension number of the
desired ACD hunt group.
•
If you were not logged in to any hunt group, the display shows NOT
LOGGED INTO ANY ACD GROUP.
(2) Press lit
SPKR
to hang up.
Each time you end an ACD hunt group call, a timer is started. Until that timer expires,
you will not receive another call through any ACD hunt group. If you wish to end the
wrap-up session before the timer expires, you can use the following procedure.
To terminate the ACD Agent wrap-up period before the timer expires:
— Dial 3 2 9 . (If you were not logged in to an ACD hunt group, the display
shows CANNOT ACCESS RESERVED FEATURE.)
ACD Agent ID Automatic Connect Flag
If the “ACD Agent ID Automatic Connect” option is programmed for your hunt
group, and you are using a headset, ACD hunt group calls will automatically be connected following a short ring burst.
When you log in as an ACD Agent or remove your phone from do-not-disturb mode
while you are logged in, the first call you receive will ring until you answer it. However, every time an ACD hunt group call is received after the first call, you will hear
the ring burst in the headset and the call will be automatically connected.
Axxess IP SoftPhone User Guide
61
TELEPHONE SYSTEM FEATURES
ACD Agent Wrap-Up Terminate
Voice Mail Features
The first time you use your Voice Mail mailbox, you need to initialize it, as described
on page 18.
ENTERING YOUR MAILBOX
When you enter your mailbox, the system may play one of the following messages:
•
Mailbox almost full or full: If your mailbox is full, no new messages can be
received until you delete waiting or saved messages.
•
Message count: The system tells you how many messages are waiting to be
heard, if any, and how many are priority messages.
•
Remote messaging: The system will indicate whether primary or alternate
remote messaging is selected when remote messaging is enabled. It will also alert
you if a programming error has been detected and/or whether it encountered busy
system resources when attempting to place a remote messaging call.
Enter your mailbox by following these steps:
(1) Dial the Voice Mail extension number. (You hear the main menu.)
(2) During or after the greeting, press
identify yourself as a subscriber.
or the asterisk (*) key on the keypad to
(3) Enter your mailbox number and your personal password (if programmed). Then
press # . If you do not have a password, just press # or the minus (-) key.
If your MSG key is lit and you have a message from Voice Mail:
(1) Press
SPKR
.
(2) Press flashing
MSG
.
(3) Enter your personal password and press
62
#
.
Axxess IP SoftPhone User Guide
LISTENING TO MESSAGES
Whenever you enter your mailbox, you are told how many new and saved messages
you have.
To listen to messages:
(1) Enter your mailbox as described on page 62.
(2) EITHER, Press
OR, Press
3
1
to listen to your new messages.
to listen to your saved messages.
(3) The system plays each message in the queue selected. While you are listening to
a message, you can use the following options:
Press
#
or the minus (-) key to skip to the end of the recording.
•
Press
1
to back up.
•
Press
2
to pause. (Then press any key to continue.)
•
Press
3
to skip ahead.
•
Press
4
to lower the volume.
•
Press
5
to play the message envelope again.
•
Press
6
to raise the volume.
•
Press
7
to save the new message in your mailbox.
•
Press
9
to delete the message from your mailbox.
VOICE MAIL FEATURES
•
(4) When the message has finished playing, you have the following options:
•
Press
1
to replay the message from the beginning.
•
Press
2
to reply to the message. You can then do one of the following:
•
—
Press 1 to leave a voice mail message for the caller. If the caller had a
mailbox number, it will ask you to verify the destination by pressing #
or the minus (-) key. If the number was not associated with a mailbox,
it will ask you to enter a mailbox number. If the message was from an
outside caller, you cannot leave a voice mail message.
—
Press 2 to make a return call. Your call will be transferred automatically to the caller’s extension or telephone number, if available. If the
extension number is not available, you will have the option of leaving
voice mail. If the telephone number is not available, you cannot reply
to the message.
Press 3 to forward a copy of the message to another subscriber. If you want
to include introductory comments, press 1 and record an introduction. If
Axxess IP SoftPhone User Guide
63
not, press
duction.
#
or the minus (-) key to forward the message without an intro-
•
Press
4
to listen to the previous message.
•
Press
5
to play the introductory message “envelope” again.
•
Press
6
to listen to the next message.
•
Press
7
to save the new message in your mailbox.
•
Press
9
to delete the message from your mailbox.
UNDELETING VOICE MAIL MESSAGES
This feature allows you to “undo” the Delete Message operation and restore previously deleted messages. The messages will be restored to your saved-message queue.
You have up to 24 hours to restore your deleted messages. After that, voice mail will
erase them.
To recover deleted messages:
(1) Enter your mailbox as described on page 62.
(2) Press
5
.
(3) The next prompt gives you the option of recovering deleted messages. Press
to continue.
2
(4) Your options are:
•
64
Press 1 to listen to your deleted messages and choose which ones to delete
or recover. After each message you can:
—
Press
1
to replay the message.
—
Press
2
to reply to the message.
—
Press
3
to forward the message to another mailbox.
—
Press
4
to listen to the previous message.
—
Press
5
to replay the message envelope.
—
Press
6
to listen to the next message.
—
Press
7
to recover the message.
—
Press
9
to purge the message from your mailbox.
•
Press 2 to recover all of your deleted messages and store them as saved
messages.
•
Press
3
to erase all of your deleted messages.
Axxess IP SoftPhone User Guide
SENDING MESSAGES
(1) Enter your mailbox as described on page 62.
(2) Press
2
.
(3) Dial the desired mailbox number or group list number.
(4) After hearing the subscriber's name, press
or the minus (-) key to accept it.
#
(5) When you hear the tone, record your message.
•
To pause while recording, press
•
To erase and re-record your message, press
2
. To continue, press any key.
3
.
(6) When you have completed your message, you have the following options:
To exit: Press lit
the next step.
SPKR
to hang up. OR, press
1
To add to your message: Press
2
or the minus (-) key and go to
.
and continue your message.
To erase and re-record your message: Press
3
To use the special delivery options: Press
of the following steps:
. You can perform
9
.
one or more
•
Press 1 to mark the message “private.” (This prevents the recipient from
forwarding it to other subscribers.)
•
Press 2 to mark the message “certified.” (When a certified message is
heard by the recipient, you will receive a receipt notice.)
•
Press 3 to mark the message “priority.” (This will place your message
ahead of all other waiting messages in the receiving mailbox.)
•
Press
•
Press # to deliver the message. (If you wish to mark the message certified,
private, and/or priority, do so before completing this step.)
to cancel delivery options.
(7) After the message has been sent, you may choose either of the following options:
•
Press # or the minus (-) key and enter another mailbox number to send the
message to another destination.
•
Press
Axxess IP SoftPhone User Guide
to exit.
65
VOICE MAIL FEATURES
To replay your message: Press
#
CANCELING UNHEARD MESSAGES
You can cancel voice messages you have sent to other voice mailboxes, provided the
messages have not yet been heard by their recipients and they were not sent to a group
list.
To cancel unheard messages:
(1) While listening to the voice mail main menu, press
OPTIONS menu key.
(2) Press
1
5
or the MESSAGE
.
(3) When prompted, enter the number of the mailbox that has the unheard message.
Then you will be asked to confirm the mailbox you selected by pressing # or
the minus (-) key.
(4) It will tell you how many messages you have waiting at the mailbox and play
them for you. After each message, you can:
66
•
Press
1
to replay the message.
•
Press
2
to add to the message.
•
Press
3
to forward the message to another mailbox
•
Press
4
to listen to the previous message.
•
Press
5
to replay the message envelope.
•
Press
6
to listen to the next message.
•
Press
7
to save the message in your mailbox and remove it from theirs.
•
Press
9
to delete the message.
Axxess IP SoftPhone User Guide
PERSONAL OPTIONS
Personal Options allow you to customize your mailbox. Voice Mail has the following
personal options:
•
Personal Greetings
•
Voice Mail Directory Name
•
Mailbox Password
•
Voice Mail Message “Envelope” Contents
•
Remote Messaging
•
Fax Destination
•
Call Screening Transfer Method
Each option is described in detail in the following pages.
Recording Your Personal Greetings
•
Whether you are in the office and where you can be reached
•
When you will be returning calls
•
For callers who do not wish to leave a message, how to exit (They can press 0 to
return to the operator.)
Here are some sample greetings to help you plan your message:
•
Primary Greeting: Hello, this is __________. I am either on another line or
away from desk and cannot take your call at this time. If you need to speak to
someone immediately, please dial zero now. Otherwise, please leave a detailed
message and I will return your call as soon as possible. Thank you.
•
Alternate Greeting: Hello, this is __________. I will be away from the office
from day/date until day/date. If you need to speak to someone immediately,
please dial zero now. Otherwise, please leave a detailed message and I will return
your call when I return. Thank you.
To change your personal greeting:
(1) Enter your mailbox as described on page 62. Then press
Options Menu.
(2) Press
1
to select the Personal
.
(3) EITHER, Press
OR, Press
Axxess IP SoftPhone User Guide
4
2
1
to record and/or enable your primary greeting.
to record and/or enable your alternate greeting.
67
VOICE MAIL FEATURES
Your primary or alternate greeting is played to callers when they reach your mailbox.
When recording your Voice Mail greeting the following information may be helpful
for your callers:
OR, Press
3
to enable the system default mailbox greeting.
(4) If you pressed 1 or 2, the current greeting is played (if one exists). Then do one of
the following:
•
EITHER, Press # to accept the greeting. (Or, press 1 if you wish to replay
the greeting, press 2 to add to the greeting, or press 3 to erase and rerecord the greeting.)
•
OR, Press
to exit without changing your greeting.
Recording Your Voice Mail Directory Name
Your recorded name is used to identify you in the voice mail directory and to verify
your mailbox number when messages are addressed to you.
To change your directory name:
(1) Enter your mailbox as described on page 62. Then press
Options Menu.
(2) Press 2 . Your current name is played. (Press
if desired.)
(3) Press
1
4
to select the Personal
to replay your recorded name,
to erase and re-record your name.
3
(4) When you hear a tone, record your first and last name, then press
minus (-) key.
#
or the
(5) Press # or the minus (-) key again to accept your recorded name. (Or, press 1
to replay your recorded name, press 2 to add to your name, or press 3 to erase
and re-record your name.)
Mailbox Password
Your password prevents unauthorized access to your mailbox.
To change your password:
(1) Enter your mailbox as described on page 62. Then press
Options Menu.
(2) Press
3
4
to select the Personal
.
(3) If you want to have a password, enter a new password, using up to 12 digits.
If you do not want to use a password, skip this step.
(4) Press # or the minus (-) key. Voice Mail plays back your password if you
entered one.
(5) Press # or the minus (-) key to accept the password as entered. Or, press
you want to erase and re-enter your password.
68
3
if
Axxess IP SoftPhone User Guide
Voice Mail Message Envelope Contents
Each voice mail message is preceded by an “envelope” message that can include time
and date the message was left, the source of the message, and/or the message length.
To change your message envelope:
(1) Enter your mailbox as described on page 62. Then press
Options Menu.
(2) Press
4
4
to select the Personal
. You can then do any of the following:
To enable or disable the time/date option, press
1
.
To enable or disable the message source option, press
2
.
To enable or disable the message length option, press
3
.
To enable all options, press
4
To disable the envelope, press
To accept the envelope, press
.
5
#
.
or the minus (-) key.
.
Remote Messaging
Remote Messaging is a voice mail feature that can be enabled by your installer. If
your mailbox has this feature turned on, you may program a remote programming
“cascade” (a series of up to nine telephone numbers) for the voice mail system to call
when your mailbox receives new messages.
Each mailbox can have a Primary and an Alternate cascade of numbers. Each cascade
can be programmed to be used during specific days and times. For example, if you
want to be paged when you receive a message from 5-10 PM, on weekdays, you can
set up a Primary cascade. If you also want to receive pages for messages marked “priority” on the weekends, your Alternate cascade could be set for all day on Saturdays
and Sundays. If you need to enter more than one number (just in case the pager number is busy or out of service) you can enter up to nine numbers for each cascade.
If for some reason Voice Mail is not able to use your remote notification (due to busy
facilities or invalid programming), your mailbox will receive a message stating that
notification could not be completed.
To set up remote messaging:
(1) Enter your mailbox as described on page 62. Then press
Options Menu.
(2) Press
5
(3) Press
1
Axxess IP SoftPhone User Guide
4
to select the Personal
.
to set up a Primary cascade OR press
2
to set up an Alternate cascade.
69
VOICE MAIL FEATURES
To return to the Personal Options menu without changing the envelope, press
(4) A prompt tells you what the cascade's current status is. Perform one of the following steps.
• To program a cascade level: Press 1 and enter the number of the level you
wish to program (1-9). You then have the following options:
•
—
To enable or disable the cascade level: Press 1 . (You cannot enable
the level until a notification number is programmed.)
—
To set up or change an extension or telephone number: Press 2 .
Then press 1 if it is an extension number OR press 2 if it is an outside number. Then enter the number.
—
To set up or change a
ber.
pager number: Press
3
. Then enter the num-
To set up time of day for notification: Press 2 . Then enter the time you
want the message notification start and stop. Enter the times with two digits
for the hour and two digits for the minutes. If entering the time in 12-hour
format, you will be prompted to press 1 for AM or press 2 for PM.
NOTE: If you wish to have 24-hour notification, program the starting and
ending times to be the same.
•
To set up the days of the week for notification: Press 3 . Then select one
of the following: Press 1 for Monday-Friday, 2 for all days, or 3 to
select individual days. If you selected individual days, you will be prompted
to press digits 1-7 which correspond to the days Sunday through Saturday.
•
To select all or priority-only message notification: Press
1 for all messages or 2 for priority messages only.
4
. Then press
(5) The list of options returns. Either select another option, as described above, or
press # to save the settings and exit.
Fax Destination
To change your Fax Destination Number:
(1) Enter your mailbox as described on page 62. Then press
Options Menu.
(2) Press
9
for More Options and then press
1
70
#
to select the Personal
.
(3) Enter the number of your fax destination, followed by
(4) To accept press
4
#
.
. Or, to erase the number and re-enter it press
3
.
Axxess IP SoftPhone User Guide
Call Screening Transfer Method
This feature is available only if your mailbox has the option enabled. Depending on
the Transfer Method you select, transferred calls from AXXESSORY Talk may be
unannounced (as usual), or one of the following may occur:
•
“Announce Only” Calls: Before Voice Mail transfers a call to you, a prompt
asks the caller to record his or her name. When you answer, you hear “You have a
call from (caller's name).”
•
“Screened” Calls: Before Voice Mail transfers a call to you, a prompt asks the
caller to record his or her name. When you answer, you hear “You have a call
from (caller's name),” You can choose whether to accept the call. (See page 34.)
To change your Transfer Method (if allowed):
(1) Enter your mailbox as described on page 62. Then press
Options Menu.
4
to select the Personal
To select unannounced transfers, press
To select screened transfers, press
2
1
.
3
.
.
To select announce only transfer, press
To return to the Personal Options menu without changing the Transfer Method,
press .
Axxess IP SoftPhone User Guide
71
VOICE MAIL FEATURES
(2) Press 9 for More Options and then press 5 . The system tells you what your
current Transfer Method is. You can then select the desired Transfer Method, as
follows:
USING THE VOICE MAIL DIRECTORY
The mailbox and extension number directories can be used any time Voice Mail asks
you to enter a mailbox number. You use the keypad keys to enter the name. The system then plays the closest matching directory name that corresponds to the entry.
Press the keys to enter the name. The number of times a key is pressed determines
which character is entered, as shown below. When adjoining characters are under the
same key, press FWD to advance to the next character. For example, 5666 FWD
66337777 enters JONES.
NUMBER OF TIMES KEY IS
PRESSED
KEY
1
2
3
4
1
-
&
(
)
5
1
2
A
B
C
'
2
3
D
E
F
!
3
4
G
H
I
# or /*
4
5
J
K
L
Ñ or #*
5
6
M
N
O
#
6
7
P
Q
R
S
7
8
T
U
V
?
8
9
W
X
Y
Z
9
0
@
:
.
,
0
*The characters under the 4 digit are dependent on the software version.
If you press 0 at any time while spelling a name, the voice mail system will play a
helpful prompt instructing you how to enter a name.
To use the directory:
(1) Dial the Voice Mail extension number, then press
Directory Services.
or the minus (-) key for
#
(2) Enter the desired name, as described above, then press
#
or the minus (-) key.
(3) The selected name is played. Do one of the following:
72
•
To accept the name, press
•
To hear the previous name in the directory, press
•
To hear additional information for the selected name (if allowed), press
•
To hear the next name in the directory, press
•
To spell a different name, press
•
To switch the first/last name sort order, press
#
or the minus (-) key.
4
3
1
.
2
.
.
and spell a new name as described above.
5
.
Axxess IP SoftPhone User Guide
Default Feature Codes
Use the blank spaces below to enter custom feature codes if your telephone system
has been reprogrammed with new codes.
OUTSIDE LINE ACCESS CODES
ACCESS CODE NAME
Select Line Group 1-208
Automatic Route Selection
Emergency Call
Outgoing Call
ACCESS CODE
NEW CODE
9201-9299, 93000-93107
9200
911
8
EXTENSION NUMBERS
EXTENSION NAME
Phone Extensions
Hunt Groups
Attendant
Axxess IP SoftPhone User Guide
NEW NUMBER
1000-1511
2000-2074
0
FEATURE CODE
DEFAULT FEATURE CODES
FEATURE NAME
Account Code – Following Calls
Account Code – Optional
ACD Agent Log In
ACD Agent Log Out
ACD Agent Log In/Out
ACD Agent Wrap-Up Terminate
Agent Help Request
Agent Help Reject
Answer (Ringing Call)
Automatic Intercom Access On/Off
Automatic Line Access On/Off
Automatic Line Answer
Background Music On/Off
Call Forward All Calls
Call Forward If Busy
Call Forward If No Answer
Call Forward No Answer/Busy
Conference
Change Language
Data
Default Station
Directory
Display Time And Date
Do-Not-Disturb
Do-Not-Disturb Cancel
Do-Not-Disturb On/Off
EXTENSION NUMBER
NEW CODE
391
390
326
327
328
329
375
376
351
361
360
350
313
355
357
356
358
5
301
340
394
307
300
370
371
372
73
FEATURE NAME
Do-Not-Disturb Override
Feature Key Default
Group Listen
Hold – Individual
Hold – System
Hookflash
Hunt Group Remove
Hunt Group Replace
Hunt Group Remove/Replace
Message
Cancel Message That You Left
Cancel Message On Your Phone
Silent Message
Microphone Mute On/Off
Page
Page Receive On/Off
Program Baud Rate
Program Keys
Program Station Password
Queue (Callback) Request
Record-A-Call
Redial
Reminder Message
Reminder Message Cancel
Remote Programming
Reverse Transfer (Call Pick-Up)
Review Keys
Ring Intercom Always On/Off
Station Speed Dial
Station Speed Dial Programming
System Forward Enable
System Forward Disable
System Forward On/Off
System Speed Dial
Switch Keymap
Transfer To Hold
Transfer To Ring
74
FEATURE CODE
NEW CODE
373
395
312
336
335
330
322
323
324
365
366
368
367
314
7
325
393
397
392
6
385
380
305
306
359
4
396
377
382
383
352
353
354
381
399
346
345
Axxess IP SoftPhone User Guide
Troubleshooting
Unable to install the IP SoftPhone software
If output or input audio device (speaker or microphone) is in use by other Windows
applications, or output/input audio device driver and/or appropriate sound card are not
installed on your PC, an error message will be displayed. The error message will terminate the Setup Program. You must close the applications that are in use, or install
appropriate drivers and/or sound card before starting the installation.
Q:
A:
Unable to startup the application
If the Program Bar window appears to be stuck in “Initializing Connection...” mode
and does not disappear for a long time, you may have entered the invalid Device ID
and/or Remote IP Card IP Address. Contact your IP Card (IPC) administrator and get
the correct the Device ID and/or Remote IP Card IP Address, then try again. It could
also be that you have entered a VALID device ID and/or Remote IP Card IP Address
but that the IPC is not configured to accept the IP SoftPhone. The IPC may be configured to accept only an IP Phone+ or something else. If the person thinks they have
entered the correct device ID and/or Remote IP Card IP Address, but it still does not
work, then ask the IPC administrator to check the device type on the IPC and make
sure it is configured to accept an IP SoftPhone connection.
A:
If you try to run the program with 640 x 480 resolution, an error message will appear
and the IP SoftPhone will shut down. Also, if you want to use the IP SoftPhone with
60 DSS keys, the resolution needs to be 1024 x 768 or higher. If the resolution is too
low, the 60 DSS option will be grayed out.
Q:
A:
Unable to use the UDP General Purpose Port
The port number of UDP General Purpose Port is currently used by other application.
Contact your administer to change the UDP General Purpose Port in the IPC, also you
have to change the IP SoftPhone General Purpose Port in the IP SoftPhone as well.
Q:
A:
Unable to change the Device ID, IPC IP Address, and/or UDP Port
If you have trouble changing the Device ID, and/or IPC IP Address using the Preferences dialog box, use the connect.properties file to change the settings. To do
this, open the connect.properties file in the Axxess IP SoftPhone directory using
the Microsoft Word. The file contains various settings that are required for the IP
SoftPhone operation. Change the deviceID field for the Device ID, the defaultIPCaddr field for the IPC IP Address, and the udpGeneralPurposePort field for
the UDP Port. Once the changes are made, save the file as text only and close it.
CAUTION
DO NOT make any unnecessary changes in the connect.properties file. Unnecessary changes will cause corruption of the IP SoftPhone.
Axxess IP SoftPhone User Guide
75
TROUBLESHOOTING
Q:
A:
Q:
A:
Unable to allocate the audio Device
The audio device is currently in use by other application. If you want to run the IP
SoftPhone, close the application that is using the audio device. Then, launch the IP
SoftPhone application again.
Q:
A:
Unable to hear any sounds
If you are having audio problems, check to see if the volume setting is set properly.
To do so, click one of the volume control keys ( VOL + , VOL - , or VOL SAVE ). The volume control window will appear. For more details on sound quality issues, refer to
“Change Volume Levels” on page 54 and “Sound Quality Issues” on page 9.
Q:
A:
Audio quality is bad
In environments where there is heavy network traffic, the audio quality of the IP SoftPhone may be effected. The symptom is a loss of audio (i.e., the call is ‘choppy’).
This is caused by lost packets (the audio packets of voice never make it to the receiving device), or they arrive too late to be played in the correct order (known as jitter).
If the symptoms described above occur, enable the Voice Buffer option. Enabling this
option holds voice transmitted from the source device for a period of time to allow a
smooth generation of voice on a network that delivers packets in variable amounts of
time.
NOTE: The Voice Buffer results in better sounding voice, but adds to delay when the
voice packets are played during the call. Also DO NOT enable this option under normal network traffic (not heavy). It will not improve audio quality, but cause more
delay.
Q:
A:
Switching from IP Phone+ to IP SoftPhone
If you are using an IP Phone+ and want to switch to an IP SoftPhone, you must disconnect the existing IP Phone+ connection and reconnect with the IP SoftPhone by
launching the application. Ensure that both IP Phone+ and IP SoftPhone have the
same Device ID so that the IPC could identify the devices and the Device Type (in
IPC Programming) is set to “any.”
NOTICE
If you cannot locate the troubleshooting information you need in this section, call
your Inter-Tel dealer or branch for additional assistance.
76
Axxess IP SoftPhone User Guide
Part No. 835.2196
Issue 2, May 2003
A946/32:7A
IP SoftPhone
Notice
This Axxess IP SoftPhone user guide is released by INTER-TEL INTEGRATED
SYSTEMS, INC. as a guide for system users and trainers. It provides information necessary
to properly install, program, operate, and maintain the system.
The contents of this guide, which reflect current Axxess IP SoftPhone, are subject to
revision or change without notice. Software packages released after the publication of this
guide will be documented in addenda to the guide or succeeding issues of the guide.
If additional information is required, please contact your service representative.
If you have any questions or comments regarding this manual or
other technical documentation, contact
Inter-Tel’s Technical Publications Department at:
[email protected]
Table of Contents
CONTENTS
PAGE
Introduction . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1
System Requirements . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2
Hardware . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2
Software . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2
Software Installation . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3
Software Security Key . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3
Installing IP SoftPhone . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3
Uninstalling IP SoftPhone . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4
Configuration . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5
Device ID . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Progress Bar . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Connection . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Password . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Finished . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
5
6
6
8
8
Sound Quality Issues . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 9
Voice Connection . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 9
Speakers and Microphone versus Headset with Microphone . . . . . . . . . . . . . . . . . . . . . 10
Volume Controls . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 11
Network Quality . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 11
Using Axxess IP SoftPhone . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 12
About IP SoftPhone . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 12
The IP SoftPhone . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 13
Feature Key Functions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 14
LCD Display Menu Keys. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 15
Keyboard Bindings . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 16
About Your Phone System . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 17
What You See and Hear. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 17
What The Administrators Can Do For You . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 17
About AXXESSORY Talk Voice Mail . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 18
Initializing Your Mailbox . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 18
IP SoftPhone Features. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 20
Customizing Keyset Settings . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 20
Set Key Font. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 20
Set Background Color . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 21
Preferences . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 21
DSS Map . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 26
Diagnostics . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 27
Customizing Feature Keys . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 28
Program . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 28
Set Label . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 29
Set Color. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 29
Review . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 29
Cancel . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 29
Telephone System Features . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 30
©Inter-Tel Integrated Systems, Inc. 5/2003 printed in USA
iii
CONTENTS
PAGE
Intercom Calls . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Placing Intercom Calls . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Receiving Intercom Calls . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Outside Calls . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Placing Outside Calls . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Answering Outside Calls . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Using Account Codes. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Call Screening . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Call Waiting . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Displaying Date, Time, Name, and Extension Number . . . . . . . . . . . . . . . . . . . . . . . . .
Displaying The Outside Party’s Name . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Performing A “Hookflash” During A Call. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Placing Calls On Hold . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Using The Speaker And Microphone . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Muting The Microphone . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
“Group Listen” Using The Speaker . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Placing Conference Calls . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Using The Message Key . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Leaving Messages . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Receiving Messages . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Transferring Calls . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Transferring To Another Extension . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Transferring To Voice Mail . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Transferring To An Outside Number . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
To Pick Up (Reverse Transfer) A Call From Another Extension: . . . . . . . . . . . . . . . . . .
Forwarding Calls . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Manual Call Forwarding . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Automatic System Forwarding . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Station Speed Dialing . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Storing Speed-Dial Numbers On Your Phone . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Dialing Station Speed-Dial Numbers . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
System Speed Dialing . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Redialing A Number . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Using The Directories . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Using Do-Not-Disturb Mode . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Using Record-A-Call . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Paging . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Making Pages . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
To Turn Paging On Or Off . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Reminder Messages . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Remote Feature Access . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Remote Access Password . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Remote Feature Access. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Programming Your Feature Keys . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Setting User Preferences . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Change Volume Levels . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
iv
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CONTENTS
PAGE
Background Music . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Returning To Default Operation . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Standard And Alternate Keymaps . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Automatic Call Answer . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Multilingual Capability . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Secondary Extension Appearances . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Agent Help . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Instructions For Hunt Groups . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
To Turn On Or Off Hunt Group Calls . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
ACD Hunt Groups . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
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Voice Mail Features . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 62
Entering Your Mailbox . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Listening To Messages . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Undeleting Voice Mail Messages . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Sending Messages . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Canceling Unheard Messages . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Personal Options . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Recording Your Personal Greetings . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Recording Your Voice Mail Directory Name. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Mailbox Password . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Voice Mail Message Envelope Contents . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Remote Messaging . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Fax Destination . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Call Screening Transfer Method . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Using The Voice Mail Directory . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
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Default Feature Codes. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 73
Troubleshooting. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 75
v
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Introduction
The IP SoftPhone supports the Executive Keyset Graphical User Interface (GUI) and
it has the following features:
•
Feature keys for easy access to the features (See page 14 for basic key functions.)
•
Helpful LCD displays and eight LCD menu selection keys that change functions
according to the feature you are using (See page 15 for more information.)
•
Useful Key Bindings (See page 16 for more information.)
•
Voice connection through PC sound card, speakers, and microphone (See page 9
for more information.)
Axxess IP SoftPhone User Guide
1
INTRODUCTION
Thank you for purchasing the Internet Protocol (IP) SoftPhone software package. The
Axxess IP SoftPhone provides the functionality that allows you to make phone calls
through the IP network to the IP Card (IPC) on the Axxess telephone system. Once
the connection is established, you can use the PC microphone to talk to the caller, and
PC speakers or headphone to listen to audio.
System Requirements
The Axxess IP SoftPhone is a very flexible, programmable software that should be
installed on a PC with the following minimum requirements:
HARDWARE
•
•
•
IBM-compatible PC
200 MHz or faster microprocessor
A monitor (set at 800 x 600 or higher resolution)
NOTE: If you try to run the program with 640 x 480 resolution, an error message
will appear and the IP SoftPhone will shut down. Also if you want to use the IP
SoftPhone with 60 DSS keys, the resolution needs to be 1024 x 768 or higher. If
the resolution is too low, the 60 DSS option will be grayed out.
•
•
•
•
•
•
•
•
•
A mouse
Modem (56K or higher) or Ethernet Card
32 megabytes (Mb) of RAM
20 Mb available hard disk space
Network card with TCP\IP configured (or Dial-up Adapter via TCP\IP if via
modem)
CD-ROM Driver or 3.5-inch (1.44Mb) double-sided, high-density floppy disk
drive
Headset with microphone (or speakers and microphone, but headset is preferred)
One available USB or parallel port (for security key)
A software security key
SOFTWARE
•
For V1.101 - Microsoft Windows 98, 2000, NT, ME, and XP
For V1.003 - Microsoft Windows 95, 98, 2000, and NT
NOTE: IP SoftPhone V1.003 uses an older version of the Java Runtime Environment (JRE) which may not work properly with Intel Pentium 4 processors. If there
is a problem starting the application on a machine with a Pentium 4 processor,
delete the SYMCJIT.DLL file from the JRE directory (e.g., C:\Program Files\JavaSoft\JRE\1.1\bin).
•
•
Full-duplex sound card
Inter-Tel Axxess system version 3.0 or higher
NOTE: Refer to the Axxess IP Devices Installation Instructions (part no. 835.2195)
for more information on the Axxess database and IP Card (IPC) programming requirements.
2
Axxess IP SoftPhone User Guide
Software Installation
The software license for Axxess IP SoftPhone is controlled by the use of a software
security key. The security key is a small device that must be attached to your PC’s
parallel port to fully enable the IP SoftPhone software. Without the security key, the
software will not work. The security key does not affect the functionality of the parallel port itself. Any device that you would normally connect to the parallel port can
also be connected through the security key.
To install the security key, simply attach the appropriate end of the device to the parallel port on the back of your PC.
INSTALLING IP SOFTPHONE
The IP SoftPhone is supplied on CD-ROM.
The following instructions assume that appropriate Windows Operating System is
installed on your PC and that you are familiar with Windows procedures. To install
the software on your PC, follow these steps:
(1) Ensure that Windows is running. (For best results, close all other Windows applications.)
(2) Insert the Axxess IP SoftPhone Installation CD-ROM into the drive.
The set-up wizard should begin. If it does not:
a. From the windows Start menu, select Run.
b. In the text box, type the CD drive location (usually E) followed by
:\_setup (e.g., E:\_setup).
c. Select OK.
(3) Select Install Axxess IP SoftPhone Application. The installation wizard
will begin.
NOTE: When starting the installation, if output or input audio device (speaker or
microphone) is in use by other Windows applications, or output/input audio
device driver and/or appropriate sound card are not installed on your PC, an error
message will be displayed. The error message will terminate the Setup Program.
You must close the applications that are in use, or install appropriate drivers and/
or sound card before starting the installation.
(4) Follow the directions outlined by the installation wizard, selecting Next to
advance to the next screen.
Continued on next page...
Axxess IP SoftPhone User Guide
3
SOFTWARE INSTALLATION
SOFTWARE SECURITY KEY
NOTE: If you want to exit the setup program without completing the installation,
press ESC or select Cancel. Then select Exit Setup when the dialog box
appears. This will stop the setup program and return you to the first screen.
(5) Select Finish to complete the installation.
(6) Select Exit Installation and remove the CD-ROM from the drive.
(7) Restart the computer.
UNINSTALLING IP SOFTPHONE
If necessary, IP SoftPhone can be uninstalled by following these steps:
(1) From Windows, select Start - Settings - Control Panel.
(2) Double-click on Add/Remove Programs.
(3) Highlight the Axxess IP SoftPhone program and then select the Add/
Remove command button.
4
Axxess IP SoftPhone User Guide
Configuration
DEVICE ID
When the IP SoftPhone first runs, a Device ID
dialog box will appear, shown on the right, and
you must enter a Device ID. The Device ID is a
number that is used to connect an IP SoftPhone
to an IP Card (IPC) circuit. IPC and IP SoftPhone use the same ID to identify the connecting device. The Device ID is normally provided
by the IPC administrator who has access to the IPC. The format of the Device ID is
12 hexadecimal characters, XXXXXXXXXXXX where ‘X’ is a hex. character [0-9,
A-F]. Note that the Device ID is NOT necessarily the physical MAC (Media Access
Control) address of the connecting device.
NOTE: If you are using an IP Phone+ and want to switch to an IP SoftPhone, you
must disconnect the existing IP Phone+ connection and reconnect with the IP SoftPhone by launching the application. Ensure the Device Type in IPC Programming is
set to “any” and that both IP Phone+ and IP SoftPhone have the same Device ID so
that the IPC can identify the connecting device.
To enter the device ID:
— Enter a number (up to 12 hexadecimal characters, XXXXXXXXXXXX where
‘X’ is a hex. character [0-9, A-F]) in the Device ID text box, and select OK. The
application will automatically insert leading zeros. For instance, if the device ID
is 000000000012, you only need to enter 12. The system will insert the leading
zeros.
NOTE: If you enter an invalid length or invalid character such as
“000000000000” or “FFFFFFFFFFFF,” an error dialog will appear. Consult your
IPC administrator for a correct Device ID.
To cancel the option:
— Click
on the right top corner of the dialog box or Cancel. This will terminate
the IP SoftPhone application.
Axxess IP SoftPhone User Guide
5
CONFIGURATION
Once the Axxess IP SoftPhone is installed, the software must be configured as
described below:
PROGRESS BAR
During the connection, the Progress Bar window, shown on the right, appears. This window allows you to change the connection
settings (e.g., IP Card address, Device ID,
etc.)
CAUTION
If the Program Bar window appears to be stuck in “Initializing Connection...”
mode and does not disappear for a long time, you may have entered the invalid
Device ID and/or Remote IP Card IP Address. Contact your IPC administrator and
get the correct the Device ID and/or Remote IP Card IP Address, then try again. It
could also be that you have entered a valid device ID and/or Remote IP Card IP
Address but that the IPC is not configured to accept the IP SoftPhone. The IPC
may be configured to accept only an IP Phone+ or something else. If the person
thinks they have entered the correct device ID and/or Remote IP Card IP Address,
but it still does not work, then ask the IPC administrator to check the device type
on the IPC and make sure it is configured to accept an IP SoftPhone connection.
CONNECTION
To change the settings, select Settings on the Progress Bar window. The Preferences
dialog box, shown below, will appear.
•
IP SoftPhone Device ID: This is an ID for the IP SoftPhone. If you have already
entered the Device ID, the ID you entered will automatically appear.
continued on next page
6
Axxess IP SoftPhone User Guide
To change the device ID:
NOTE: If you enter an invalid length or invalid character such as
“000000000000” or “FFFFFFFFFFFF,” an error dialog will appear. Consult
your IPC administrator for a correct Device ID.
To cancel the option:
— Select Cancel.
•
Remote IPC IP Address: This is an IP address for the IP Card. If the IP SoftPhone is connected to a physically different LAN or subnet, the IPC IP Address
is required in order to establish connection between Axxess system and IPC. The
IPC administrator will provide you an IPC IP address.
To enter the IPC IP address:
— Enter a number (up to 12 digits, XXX.XXX.XXX.XXX where ‘X’ is a number [0-9]) in the Remote IP Card IP Address text box.
To cancel the option:
— Select Cancel.
•
UDP General Purpose Port: This is a default port number to establish socket
connection. This port is required to broadcast messages. It is set to 5567.
NOTE: DO NOT change the port number unless instructed to do so by the IPC
administrator.
To change the port:
— Enter new number (range of 1024 - 65535) in the UDP General Purpose
Port text box.
To cancel the option:
— Select Cancel.
•
Current IPC Server: This indicates the IP address for the IPC server that the IP
SoftPhone is connected to. If the IP SoftPhone is currently connected to the IPC
server, the IPC IP address will be displayed as shown on the screen on page 6. If
it is not connected, it will display “Not Connected” in the field.
Axxess IP SoftPhone User Guide
7
CONFIGURATION
— Enter new number (up to 12 hexadecimal characters, XXXXXXXXXXXX
where ‘X’ is a hex. character [0-9, A-F]) in the Device ID text box. The dialog box will automatically insert leading zeros. For instance, if the device ID
is 000000000012, you only need to enter 12.
PASSWORD
You can set the IP SoftPhone password for security purpose. It prevents other people
from launching your IP SoftPhone on their PCs. Without the password, if other people
knew your IP SoftPhone’s device ID and the IPC IP address (Remote IP Card
Address), they could connect as you and run your IP SoftPhone on their PCs. Therefore, it is highly recommended to set the password. The password is stored in the IPC
and normally provided by the IPC administrator. It is not necessary to make up your
own password. The maximum length of the password is 9-character long and it may
include any characters including spaces. They are case sensitive.
NOTE: DO NOT change the password unless instructed to do so by the IPC administrator.
To change the IP SoftPhone password:
— Enter the new circuit password in the Password text box.
•
Remember Password: If you want the application
to remember the new password so that the application will not ask for a password every time you
launch, check Remember Password. If you select
OK without checking the Remember Password flag,
next time you launch the application, the Enter Password dialog box, shown on the right, will appear. If the invalid password were
entered three times, the application will shut down.
To cancel the option:
— Select Cancel.
FINISHED
Once the connection is established, the Progress Bar window will close and the IP
SoftPhone display will appear.
NOTE: The Settings tab in the Preferences dialog box contains settings for Always
On Top, Restore Program When Call Rings, Use 3D Buttons, and Use Voice Buffer.
These are for general purpose use, and are not required to be programmed during initial configuration. You may program them later using the Settings menu (see page 24).
8
Axxess IP SoftPhone User Guide
Sound Quality Issues
•
•
•
Pentium 200 MHz (or higher) Processor
32MB (or more) RAM
Multimedia Capability
VOICE CONNECTION
The IP SoftPhone application provides an audio connection that allows you to use
your PC audio devices (PC sound card, speakers, and microphone) to listen to audio
and talk to caller. The application sends user datagram protocol (UDP) voice packets
to an IP Card on your PC or vice versa.
In order to provide optimal sound quality, the PC sound card must be set to fullduplex mode. Depending on the card types, some sound cards may not support fullduplex mode. If you have a half-duplex sound card, the error message will appear.
To check if your sound card is full-duplex or half-duplex mode:
(1) From the windows Start menu, select Program - Accessories - Multimedia Sound Recorder. The Sound Recorder
dialog box, shown below, will appear.
(2) Record a message using a microphone.
(3) Repeat step (1) to display the second Sound
Recorder dialog box.
(4) Try to record a message using the second Sound Recorder while playing the message you just recorded on the first Sound Recorder.
(5) If your sound card is half-duplex mode, the warning message, shown below, will
appear to inform you that you can only use one Sound Recorder at a time. If you
have full-duplex sound card, you can record a message while playing the message on the other Sound Recorder.
(6) To change the sound card setting to use full-duplex mode, consult your IPC
administrator.
Axxess IP SoftPhone User Guide
9
SOUND QUALITY ISSUES
For optimal sound quality, the user's PC must have the following minimum hardware
requirements:
SPEAKERS AND MICROPHONE VERSUS HEADSET WITH
MICROPHONE
Although standard PC speakers and a microphone are adequate for IP SoftPhone communication, Inter-Tel recommends using a PC headset with its own built-in microphone to minimize any audio feedback. One is available from Inter-Tel using part no.
900.9643.
If using standard PC speakers and a microphone as the sound input/output devices,
the sound from the speakers can be picked up by the microphone so that the caller on
the other end will hear his or her voice in the background (echo). Even when using a
headset with a microphone, it is possible that some people will still get echo (audio
feedback).
Note that echo can also cause problems with the DTMF digits required by interactive
voice response (IVR) systems, such as voice mail. To prevent DTMF echo, users
should mute their microphone during digit entry. To mute or disable the microphone,
follow the instruction below.
To mute the microphone:
(1) Click one of the volume control keys ( VOL + , VOL - , or VOL SAVE ). The volume
control dialog box for the playback will appear as shown below.
(2) Check Mute in the Mic Balance field.
NOTE: If you click one of the volume control keys multiple times, the multiple
volume control dialog boxes will be displayed on top of the existing one(s). To
adjust the volume correctly, ensure you have only one volume control dialog box
opened.
Continued on next page
10
Axxess IP SoftPhone User Guide
SOUND QUALITY ISSUES
To disable the microphone:
(1) Select Options - Properties in the
window above. The Properties dialog
box for the playback volume, shown on
the right, will appear.
(2) Disable the microphone by removing
the check mark from the Mic box in the
volume control field and select OK.
VOLUME CONTROLS
One way to control audio quality and/or feedback problems is to adjust the PC’s audio
controls. For example, lowering the speaker volume and the microphone gain may
help solve certain echo problems.
Also, some sound cards have “mixing” capabilities. In the Windows volume control
application (click one of the volume keys; ( VOL + , VOL - , or VOL SAVE ), select Properties from the Options drop-down menu, check Recording, and then select OK. If
“Mixed input balance” is checked, the caller may experience echo even when using a
headset. Uncheck this option and see if the problem disappears. (Note that not all
sound cards have this feature.)
NETWORK QUALITY
The quality of the IP SoftPhone voice transmission, like that of any other device
transmitting on a data network, is dependent on several variables. These variables can
include the speed and capacity of the network configuration, type of connection, routing scheme, and amount of traffic being passed through the network. Inter-Tel has
used the latest technologies to ensure the best possible quality in all circumstances.
Under optimum conditions, voice quality will not be affected. However, heavy traffic,
complex routing schemes, or poor network connections may cause a degradation in
voice quality (distorted sound or static) or cause delays in transmission.
Axxess IP SoftPhone User Guide
11
Using Axxess IP SoftPhone
ABOUT IP SOFTPHONE
The Axxess IP SoftPhone supports Executive Keyset graphical user interface (GUI)
and it looks like an Axxess Executive Keyset installed directly on the Axxess System.
The IP SoftPhone is shown on the next page.
The IP SoftPhone has the following features:
•
Feature keys for easy access to the features (See page 14 for basic key functions.)
•
Helpful LCD displays and eight LCD menu selection keys that change functions
according to the feature you are using (See page 15 for more information.)
•
Useful Key Bindings (See page 16 for more information.)
•
Voice connection through PC sound card, speakers, and microphone (See page 9
for more information.)
The features that are not supported by the IP SoftPhone are as follows:
•
PCDPM or MDPM
•
Desktop OAI applications
•
It does not support the following Executive Keyset features:
— Enhanced speakerphone mode
— Off-Hook Voice Announce
— Ring Tone Selection
12
Axxess IP SoftPhone User Guide
The IP SoftPhone
LCD WITH SIX
16-CHARACTER LINES
8 LCD MENU
SELECTION KEYS
FEATURE
KEYS
RING AND VOICE
VOLUME
CONTROL
SPECIAL
KEY
12-KEY
PUSHBUTTON
DIALPAD
NOTE: The buttons on the IP SoftPhone are called “keys.” The keys are used for
dialing and for access to the features of the Axxess telephone system and
AXXESSORY Talk voice mail system. The keys are shown as they appear in the
default configuration, yours my have been programmed differently.
Axxess IP SoftPhone User Guide
13
USING AXXESS IP SOFTPHONE
FEATURE
KEYS
Feature Key Functions
The IP SoftPhone is designed to allow customized feature key layouts. Your trainer or
IPC administrator can tell you how your specific phone is arranged. Also, if your
phone has been reprogrammed so that its feature keys do not match the feature keys
described in this user guide, refer to the Inter-Tel Axxess Administrator's Guide for
procedures on using feature codes. Default feature codes are listed at the back of this
user guide.
KEY
ANSWER
OUTGOING
CALL or
LINE
FUNCTION
Answer call
REFERENCE
PG NUMBERS
ACTION
Press
page 31, 33
ANSWER
page 32
Press OUTGOING and dial number
Answer a call or select Press unlit key to select an outside line or page 30, 32
an outside line
flashing key to answer a call
Place call
page 30
IC
Access intercom call
Press
DND
Use Do-Not-Disturb
mode
Press unlit DND to turn on Do-Not-Disturb or press lit key to turn it off
page 47
CNF
Place a conference
call
Press CNF and dial number you would
like to add to the conference
page 37
HOLD
Put call on hold
Press
HOLD
page 36
TRANSFER
Transfer a call
Press
TRANSFER
SYS SPD
View or dial system
speed dial numbers
Press SYS SPD to view the number or select
a line then press the key to dial
page 45
REDIAL
Redial a telephone
number
Put a call on the
speaker
Leave or listen to a
message
Mute the microphone
Press
REDIAL
page 46
Press
SPKR
Press
MSG
page 63
Press
MUTE
page 37
Forward call
Press
FWD
Adjust volume during
call
Click VOL + ,
the volume
Special key
If the Special key is required for feature
code entry in your telephone system, you
must always press SPCL before dialing a
feature code. Otherwise, you only need it to
enter a feature code while on a call
SPKR
MSG
MUTE
FWD
VOL +
VOL -
IC
to access the call
and dial destination number
page 41
and hang up
and dial destination number
VOL -
, or
VOL SAVE
to adjust
page 43
page 54
VOL SAVE
SPCL
14
Axxess IP SoftPhone User Guide
LCD Display Menu Keys
The top two lines of the IP SoftPhone display are used to show call information and
messages. The remaining four lines are used to display a menu of options that changes
according to the feature you are using. To select an option, simply press the menu
selection key closest to it. When there is only one option on a line, like DO NOT DISTURB, pressing the key on either side of the line will select that option.
DISPLAY WITH SIX
16-CHARACTER
LINES
MENU
SELECTION
KEYS
MENU
SELECTION
KEYS
USING AXXESS IP SOFTPHONE
The following are common abbreviations you may see on your display:
ACCT CODE
Account Code
CNF
Conference
DEST
Destination
DIR
Directory
DND
Do-Not-Disturb
EXT
Extension
MSG
Message
RCL
Recall
SPKR
Speaker
SPKRPHN
Speakerphone
STN SPD
Station Speed Dial
SYS SPD
System Speed Dial
TFR
Transfer
TG
Trunk Group (a group of outside lines)
TRNK
Trunk (an outside line)
Axxess IP SoftPhone User Guide
15
Keyboard Bindings
The IP SoftPhone provides useful binding keys on the PC keyboard that function
exactly same as the keys on the IP SoftPhone keyset display. The keys are as follows:
Ctrl+1
Ctrl+5
Ctrl+2
Ctrl+6
Ctrl+3
Ctrl+7
Ctrl+4
Ctrl+8
Ctrl+q
Ctrl+w
Ctrl+e
Ctrl+r
Ctrl+t
Ctrl+y
Ctrl+a
Ctrl+s
Ctrl+d
Ctrl+f
Ctrl+g
Ctrl+h
F5
F6
F7
F8
F9
F10
F11 / Backspace
F12
Ctrl+↑
Ctrl+↓
Ctrl+z
16
Ctrl+← or →
F2
F3
1
2
3
4
5
6
7
8
9
*
0
Keypad ‘-’
or
Shift+3
or
Shift+8
Axxess IP SoftPhone User Guide
ABOUT YOUR PHONE SYSTEM
What You See and Hear
There are a few things you should know about the Inter-Tel Axxess system before you
use your phone:
Your telephone system may have one dial tone for both intercom calls and outside calls. Or, it may be programmed to have two dial tones: (1) When you press
the SPKR key, you hear intercom dial tone. (2) When you select an outgoing
line, you hear standard outside dial tone.
•
Many features “time out” if you wait too long before performing the next step. If
this happens, you must start over.
•
Four fast tones or repeating fast tones signal that you made a mistake, tried to
select a restricted line, dialed a restricted or invalid number, dialed too slowly
between digits, or waited too long before performing the next step. If you hear
this signal, hang up and try again.
•
Each phone in your telephone system has an extension number that allows you to
place intercom calls to it. Some phones belong to “hunt groups” that have special
extension numbers which route your call through the phones in the group. Your
trainer or IPC administrator can provide you with a list of extension numbers for
your telephone system.
•
Some IP SoftPhones have red/green lamps in the feature keys. If you have one of
these phones, and your telephone system is programmed to use them, the lamps
will be green if the associated call is ringing, holding, or active on your phone
and will be red if the call is on another phone. (An exception to this would be if
the programmer has determined that calls that ring in directly to your phone will
always have red lamps.)
WHAT THE ADMINISTRATORS CAN DO FOR YOU
There are two types of Administrators: Axxess IPC administrator and AXXESSORY
Talk Voice Mail Administrator. Often these duties are assigned to the same person or
a small group of people.
•
IPC administrator: There are certain telephone system functions that can be
performed for you only by the IPC administrator. These include:
— Set the date and time
— Program system speed-dial numbers
— Make database changes, such as programming user names, toll restriction,
do-not-disturb messages, and extension numbers
Continued on next page
Axxess IP SoftPhone User Guide
17
USING AXXESS IP SOFTPHONE
•
•
Voice Mail Administrator: The AXXESSORY Talk Voice Mail Administrator
has a special type of voice mailbox that allows him or her to perform the following tasks:
— Record a broadcast message that is sent to all mailboxes at once
— Perform mailbox maintenance (such as changing your password)
— Customize voice mail prompts
If you are a IPC administrator or need more information than this guide covers, refer
to the Inter-Tel Axxess Administrator's Guide (part number 550.8001).
ABOUT AXXESSORY TALK VOICE MAIL
The AXXESSORY Talk Voice Mail system allows callers to send and receive
recorded messages from any station or touch-tone telephone.
The telephone system users are assigned “voice mailboxes” that usually have numbers
that match the users’ extension numbers. However, sometimes an “unassociated”
mailbox can be programmed to signal a non-matching extension number when it
receives a message.
When they first reach the voice mail system, callers hear the Voice Mail company
greeting and recorded instructions that tell them how to access the voice mailboxes.
Once in a mailbox, they hear the mailbox owner’s personal greeting.
To make it easier to send messages to a large group of people, the Voice Mail IPC
administrator can program “group lists” of mailboxes. These lists can be used by any
voice mail user by entering the group list’s number instead of a mailbox number.
Initializing Your Mailbox
The first time you use your voice mailbox, you must initialize it. The Voice Mail system will instruct you to:
•
Change the default password number to a personal password
•
Record a name to identify yourself in the company directory
•
Listen to the Voice Mail introduction
To initialize your mailbox:
(1) Dial the Voice Mail extension number. (You hear the main menu.)
(2) Press
to identify yourself as a subscriber.
(3) Enter your mailbox number and default password. (Your default password is your
mailbox number.)
(4) If you want a password, enter a new password using digits 0-9 (up to 12 digits).
Then press # or the minus (-) key on the keypad. Voice Mail plays back your
password.
Continued on next page
18
Axxess IP SoftPhone User Guide
If you do not want to use a password, just press
#
or the minus (-) key.
(5) Press # or the minus (-) key to accept the entry. (Or, press 3 if you wish to reenter your password.) The system prompts you to record your directory name.
(6) After the tone, record your first and last name. When finished, press
minus (-) key.
#
or the
(7) Press # or the minus (-) key again to accept the name. (Or, press 1 to replay
the name you just recorded, press 2 to add to your name, or press 3 to erase
and re-record it.)
(8) The system then plays a prompt that introduces you to the basic Voice Mail features. (You can skip this introduction by pressing # or the minus (-) key, if
desired.)
For complete instructions on using AXXESSORY Talk Voice Mail, see page 62.
USING AXXESS IP SOFTPHONE
Axxess IP SoftPhone User Guide
19
IP SoftPhone Features
CUSTOMIZING KEYSET SETTINGS
Axxess IP SoftPhone offers several
basic features to customize your keyset settings. Right-clicking the mouse
button on the IP SoftPhone background area will display the option
menu as shown below. The details of
the features are described in the following pages.
Set Key Font
You can change font style and front size of the keyset display. When you select Set
Font, the screen shown below will appear.
To change the font style and/or size:
— Select the desired font style and/or size from the Set Key Font window, then
select OK.
To cancel the option:
— Select Cancel.
20
Axxess IP SoftPhone User Guide
Set Background Color
You can change background color and
feature key colors of the keyset display.
When you select Set Background
Color, the screen shown below will
appear.
To change the background color:
— Select the desired color from the
Swatches window. The color you
selected will appear in the Preview field. Then select OK. In
addition, you can select colors
based on the HSB and RGB color
models.
Preferences
The IP SoftPhone allows you to change the connection settings (Device ID, Remote
IP Card IP Address, UDP (User Datagram Protocol) General Purpose Port, and the IP
SoftPhone password. When you select Preferences, the screen shown below will
appear.
Axxess IP SoftPhone User Guide
21
IP SOFTPHONE FEATURES
To cancel the option:
— Select Cancel.
Connection
•
IP SoftPhone Device ID: This is an ID for the IP SoftPhone. The IPC administrator will provide the number.
To change the device ID:
— Enter new number (up to 12 hexadecimal characters, XXXXXXXXXXXX
where ‘X’ is a hex. character [0-9, A-F]) in the Device ID text box. The dialog box will automatically insert leading zeros. For example, if the device ID
is 000000000012, you only need to enter 12.
NOTE: If you enter an invalid length or invalid character such as
“000000000000” or “FFFFFFFFFFFF,” an error dialog will appear. Consult
your IPC administrator for a correct Device ID.
To cancel the option:
— Select Cancel.
•
Remote IP Card IP Address: This is an IP address for the IP Card. If the IP
SoftPhone is connected to a physically different LAN or subnet, the IPC IP
Address is required in order to establish connection between Axxess system and
IPC.
To change the IPC IP address:
— Enter new number (up to 12 digits, XXX.XXX.XXX.XXX where ‘X’ is a
number [0-9]) in the Remote IP Card IP Address text box.
To cancel the option:
— Select Cancel.
•
UDP General Purpose Port: This is a default port number to establish socket
connection. This port is required to broadcast messages. It is set to 5567.
NOTE: DO NOT change the port number unless instructed to do so by the IPC
administrator.
To change the port:
— Enter new number (range of 1024 - 65535) in the UDP General Purpose
Port text box.
To cancel the option:
— Select Cancel.
•
22
Current IPC Server: This indicates the IP address for the IPC server that the IP
SoftPhone is connected to. If the IP SoftPhone is currently connected to the IPC
server, the IPC IP address will be displayed as shown on the screen on the previous page. If it is not connected, it will display “Not Connected” in the field.
Axxess IP SoftPhone User Guide
Password
You can set the IP SoftPhone password for security purpose. It prevents other people
from launching your IP SoftPhone on their PCs. Without the password, if other people
knew your IP SoftPhone’s device ID and the IPC IP address (Remote IP Card
Address), they could connect as you and run your IP SoftPhone on their PCs. Therefore, it is highly recommended to set the password. The password is stored in the IPC
and normally provided by the IPC administrator. It is not necessary to make up your
own password. The maximum length of the password is 9-character long and it may
include any characters including spaces. They are case sensitive.
NOTE: DO NOT change the password unless instructed to do so by the IPC administrator.
To change the IP SoftPhone password:
— Enter the new circuit password in the Enter Password text box.
Remember Password: If you want the application
to remember the new password so that the application will not ask for a password every time you
launch, check Remember Password. If you select
OK without checking the Remember Password flag,
next time you launch the application, the Enter
Password dialog box, shown on the right, will appear. If the invalid password
were entered three times, the application will shut down.
Once programming is finished, select OK to save the changes. Or, select Cancel to
exit the dialog without saving the changes.
NOTE: In order for the new settings to take effect, you must save the changes, then
exit and restart the IP SoftPhone application.
Axxess IP SoftPhone User Guide
23
IP SOFTPHONE FEATURES
•
Settings
When you select Settings in the Preferences
window, the window shown on the right
appears.
•
Always On Top: When this option is
checked, the IP SoftPhone will always
appear on top on any application. For
example, when you launch a Word application, the IP SoftPhone will appear on
top the Word application. By default, this
option is disabled.
To enable this option:
— Check Always On Top in the
option menu.
To cancel this option:
— Check Always On Top again.
•
Restore Program When Call Rings: If this option is checked and the IP SoftPhone keyset display is minimized, when you receive an incoming call or a
reminder message, the IP SoftPhone will maximize the keyset display and pop up
on the desktop. By default, this option is disabled.
To enable this option:
— Check Restore Program When Call Rings in the option menu.
To cancel this option:
— Check Restore Program When Call Rings again.
•
Use Three Dimension (3D) Buttons: When this option is checked, the dial key
buttons will appear with 3D buttons instead of 2D buttons as shown below. (To
increase the refresh rate, it is recommended to use 2D buttons.) By default, this is
set to 3D buttons.
2D Buttons
3D Buttons
To change the button to 2D buttons:
— Check Use 3D Buttons in the option menu.
24
Axxess IP SoftPhone User Guide
•
Use Voice Buffer: In environments where there is heavy network traffic, the
audio quality of the IP SoftPhone may be effected. The symptom is a loss of
audio (i.e., the call is ‘choppy’). This is caused by lost packets (the audio packets
of voice never make it to the receiving device), or they arrive too late to be
played in the correct order (known as jitter). If the symptoms described above
occur, enable the Voice Buffer option. Enabling this option holds voice transmitted from the source device for a period of time to allow a smooth generation of
voice on a network that delivers packets in variable amounts of time.
NOTE: The Voice Buffer results in better sounding voice, but adds to delay when
the voice packets are played during the call.
CAUTION
DO NOT enable this option under normal network traffic (not heavy). It will
not improve audio quality, but cause more delay.
— Check Use Voice Buffer in the option menu.
To cancel this option:
— Check Use Voice Buffer again.
•
Boost Incoming Audio: This option adds receive gain to each call without
changing your PC’s multimedia volume setting. Select a value (1-9) by which
you want to increase the incoming (receive) sound volume for all IP SoftPhone
calls.
Axxess IP SoftPhone User Guide
25
IP SOFTPHONE FEATURES
To improve audio quality:
DSS Map
NOTE: The DSS Map option menu appears only when the DSS keymaps are programmed to the associated circuit in the Axxess Database program.
The IP SoftPhone supports up to 60 DSS keymaps. DSS keymaps provide one-key
access to extension numbers. It also shows the status of the station or hunt group
(local or off-node) associated with the key, unless the station is an off-node device.
NOTE: If you want to use the 60 DSS keys, the display resolution needs to be 1024 x
768 or higher. If the resolution is too low, the 60 DSS option will be grayed out.
To show the DSS keymaps on the keyset display:
— Select DSS Map from the option menu and check either 20 Keys, 40 Keys, or
60 Keys. The DSS keymaps will appear on the right side of the keyset display.
For example, if you select 60 Keys, the screen shown below will appear.
To close the DSS keymaps:
— Check Close in the DSS Map option menu.
26
Axxess IP SoftPhone User Guide
DIAGNOSTICS
The window shown on the right is used
to diagnose whether you have the optimum frame lengths for the audio driver
and IPC. Having optimum frame lengths
for audio driver and IPC will help
reduce extra jitter problems as described
on the previous page. The window is
used only for reference purpose and the
settings cannot be changed on this window.
•
Depending on the audio driver installed, the frame length varies. For best results,
the IPC’s Audio Frames/IP Packet setting should be an even multiple of the
audio driver’s frame length. For example, if the audio driver is using 30 ms
frames, the IPC should use 30 or 60 ms frames (the IPC’s Audio Frames/IP
Packet setting should be 3 or 6). If the audio driver is using 60 ms frames, the
IPC should use 60 ms frames (the IPC’s Audio Frames/IP Packet setting
should be 6).
If the IPC’s setting is set to lower than the audio driver’s frame length, consult
the IPC administrator who has access to the IPC to adjust the IPC’s setting.
NOTE: If you are satisfied with the audio quality even though the setting is incorrect, you do not have to change the IPC setting. In most cases, it will not matter if
the setting is incorrect. The IPC will simply detect extra jitter, handle it with its jitter buffer, and play the audio correctly.
Axxess IP SoftPhone User Guide
27
IP SOFTPHONE FEATURES
Audio Driver Frame Length (ADFL) and Current Frame Length Setting
(CFLS): To avoid extra jitter problems, you should have appropriate frame
lengths for the audio driver and IPC. The Audio Driver Frame Length is the average frame length (milliseconds) that the IP SoftPhone receives from the audio
driver on your PC. The Current Frame Length Setting is the frame length (ms) of
the voice packets that IPC expects to receive from the IP SoftPhone.
CUSTOMIZING FEATURE KEYS
You can customize any programmable feature keys
as desired. If you move the mouse to the desired
programmable feature key and right-click the
mouse on the keyset display, the option menu will
appear as shown on the right.
The available options are as follows:
Program
This option allows you to customize programmable feature keys.
To customize the programmable feature key:
(1) Move the mouse pointer to the desired programmable feature key and right-click the
mouse. The Set Key Label option menu will
appear as shown on the right.
(2) Enter the desired name (up to 10 characters) in
the text box and select OK.
(3) If the key had been programmed, the LCD
display will show the name and the number
that are currently programmed. If you know
the feature code, enter (or overwrite if the current code exists) the feature code in the Key
Value field, shown on the right, using the keypad on your keyboard (if Num Lock is
enabled).
OR select IC DIRECTORY or FEATURE DIR to search a desired extension
number or feature name and the code.
(4) After finished programming, the LCD display will automatically return to the
main display.
To cancel the option:
— Select Cancel.
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Axxess IP SoftPhone User Guide
Set Label
This option allows you to change the label name of programmable feature keys.
To change the label name of the programmable feature key:
(1) Move the mouse pointer to the desired programmable feature key and right-click the
mouse.
(2) Select Set Label. The Set Key Label
option menu will appear as shown on the
right.
(3) Enter the desired feature name (up to 10 characters) in the text box and select
OK.
To cancel the option:
— Select Cancel.
Set Color
IP SOFTPHONE FEATURES
You can change the color of feature key of the
keyset display. When you select Set Color,
the screen shown below will appear.
To change the color of the feature key:
— Select the desired color from the Swatches
window. The color you selected will
appear in the Preview field. Then select
OK. In addition, you can select colors
based on the HSB and RGB color models.
To cancel the option:
— Select Cancel.
Review
This option allows you to view the feature keys.
To review the feature key:
— Move the mouse pointer to the desired feature key and select Review by rightclicking the mouse.
— The feature name currently programmed on the key will be displayed on the LCD
display.
Cancel
This will close the option menu.
To close the option menu:
— Select Cancel from the option menu.
Axxess IP SoftPhone User Guide
29
Telephone System Features
INTERCOM CALLS
Placing Intercom Calls
The Basics
To place an intercom call:
(1) Click
SPKR
and wait for a dial tone.
(2) Move the mouse pointer to the dial pad on the IP SoftPhone and click desired
numbers. OR enter dial numbers using the keypad on your keyboard (if Num
Lock is enabled). The LCD will display the digit as a digit is entered.
Options
If there is no answer or the phone is busy when you place an intercom call, you can
do any of the following:
— You can leave a message: Press MSG or the LEAVE MESSAGE menu key.
Then press lit SPKR to hang up OR wait for their message center to answer.
(See page 39 for more Message options.)
— You can leave voice mail: Press the LEAVE VOICE MAIL menu key to call their
mailbox. (This option appears only if the called phone has a Voice Mail mailbox.)
If the phone is busy when you place an intercom call, you can do any of the following:
— You can stay on the line and wait for the phone to become available: Do not hang
up. After a system timer expires, you hear music until the phone is available.
(You cannot do this if the called phone is in do-not-disturb mode.)
— To request a callback (queue on to the phone): Press the QUEUE menu key, then
press lit SPKR to hang up.When the phone is available, your phone rings. (To
cancel the queue request before the callback, press 6 .
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Axxess IP SoftPhone User Guide
Receiving Intercom Calls
The Basics
To receive an intercom call that comes in through your speaker or headset:
— Start talking through your microphone.
To receive a ringing (non-handsfree) intercom call:
— Click
SPKR
or
ANSWER
.
Options
To disable your phone’s handsfree answering feature and make all incoming calls
ring until you answer them:
— Press 3 1 9 on the keyboard or using a mouse. (Repeat this step if you want
to turn handsfree answering on again.)
— IC CALL TO DND: This places your phone in do-not-disturb mode and blocks
the call. (See page 47 for more information about do-not-disturb mode.)
Axxess IP SoftPhone User Guide
31
TELEPHONE SYSTEM FEATURES
Instead of answering a ringing call, you can press one of the following menu keys:
— SEND TO V-MAIL: This sends the call directly to your Voice Mail mailbox.
(You will not see this option if you do not have a mailbox.)
OUTSIDE CALLS
Placing Outside Calls
The Basics
To place an outside call:
(1) Click
OUTGOING
OR press
8
on the keypad.
(2) Dial the desired number. (If you see a request for an account code and hear a single progress tone, you must dial an account code before you can place your call.)
(3) When finished with the call, press lit
SPKR
to hang up.
NOTE: If an IP SoftPhone user dials 911 from a remote location, the call will be
placed from where the Axxess System is located. Since 911 services use caller ID to
help locate the caller, emergency service could be misdirected or delayed. Also, the
911 service contacted may be local to the Axxess, but not to the IP SoftPhone. Ensure
to use a local telephone line for placing emergency calls. Also note that the IP SoftPhone will not function in the event of a power failure at either the local site or the
Axxess location.
Options
Depending on how your system is programmed, you may be able to use one of the
following methods to select an outgoing line, instead of pressing the OUTGOING
key:
— Dial the Outgoing Call feature code (default is 8).
— Press an unlit CALL key, if you have one.
— Press an unlit LINE key, if you have one.
— Dial a Select Line Group feature code (defaults are 9201-9299 and 9300093107).
— Dial the Automatic Route Selection (ARS) feature code (default is 9200).
If the line is busy when you try to call out, you can request a callback when it is
available:
— To request a callback (queue on to the line): When you hear busy signals, press
the QUEUE menu key and press lit SPKR to hang up.When the line is available, your phone rings. (To cancel the queue request before the callback, press
6 .
Continued on next page
32
Axxess IP SoftPhone User Guide
When dialing the number, you can press one of the following menu keys:
— OUTSIDE DIR: This selects the speed-dial directory. See page 46.
— STN SPEED DIAL: This selects the station speed-dial feature. See page 44.
— SYS SPEED DIAL: This selects the system speed-dial feature. See page 45.
— REDIAL: This redials the last outside number you dialed. See page 46.
Answering Outside Calls
The Basics
— Start talking through your microphone OR click
SPKR
or
ANSWER
.
Options
Depending on how your system is programmed, you may be able to use one of the
following methods instead of pressing the ANSWER key:
— Press the flashing CALL key, if you have one.
Instead of answering, you can send the call to your Voice Mail mailbox:
— Press the SEND TO V-MAIL menu key to transfer the call directly to your Voice
Mail mailbox. (You will not see this option if you do not have a mailbox.)
To pick up (reverse transfer) a call that is ringing or holding at another phone:
(1) Dial
4
.
(2) Dial the extension number where the call is ringing or holding.
Using Account Codes
If your telephone system is programmed to use the Station Message Detail Recording
(SMDR) feature, the system will periodically print out a record of telephone calls
placed from the phones within the system. Account codes can be used to add information to these reports. There are three types of account codes:
•
Standard account codes that are entered into the SMDR report automatically
whenever you place a call.
•
Forced account codes that you must dial before being allowed to place an outside
call, as described on the preceding page.
•
Optional account codes that can be entered at any time during a call.
Your customer service representative or IPC administrator can tell you which types of
account codes are used on your telephone system.
To enter an optional account code:
— While on an outside call, press SPCL , dial 3 9 0 , and then dial the optional
account code. If the account code is not immediately accepted, press # .
Continued on next page
Axxess IP SoftPhone User Guide
33
TELEPHONE SYSTEM FEATURES
— Press the flashing LINE key, if you have one.
To set an account code for all calls placed from your phone:
— Dial 3 9 1 and then the account code. If the account code is not immediately
accepted, press # . This code will be used for all calls made from your phone
until it is disabled.
— To disable the code: Dial
3
9
1
again and then press
#
.
Call Screening
This feature is available only if your telephone system is equipped with an AXXESSORY Talk voice processing unit. The call screening “Transfer Method” options can
be programmed through your voice mailbox (see page 67). Depending on the Transfer
Method programmed for your phone, transferred calls from AXXESSORY Talk may
be unannounced (as usual), or one of the following may occur:
•
“Announce Only” Calls: Before Voice Mail transfers a call to you, a prompt
asks the caller to record his or her name. When you answer, you hear “You have a
call from (caller's name).”
•
“Screened” Calls: Before Voice Mail transfers a call to you, a prompt asks the
caller to record his or her name. When you answer the call from Voice Mail, you
hear, “You have a call from (caller's name),” You have the following options:
— To accept the call, press the ACCEPT menu key or
.
#
— To replay the announcement, press the REPLAY menu key or
1
.
— To send the call to voice mail, press the SEND TO V-MAIL menu key or
2 .
— To forward the call to another extension, press the FORWARD menu key or
3 and then enter the extension number.
— To refuse the call, press the REFUSE menu key or
.
Call Waiting
If you receive a call while you are already on another call, you will hear a “call waiting” tone and/or you will see a display.
To respond to a waiting call (you hear a single tone and a key is flashing):
— End your current call, place it on hold, and/or use one of the following menu
keys:
34
•
ANSWER: This answers the ringing call. (If you did not place the current
call on hold, it is disconnected.)
•
SEND TO V-MAIL: This sends the call directly to your Voice Mail mailbox.
(You will not see this option if you do not have a mailbox.)
•
IC CALL TO DND: This places your phone in do-not-disturb mode and
blocks the call. (See page 47 for more information about do-not-disturb.)
Axxess IP SoftPhone User Guide
Displaying Date, Time, Name, and Extension Number
This feature temporarily displays the system date and time, user name, and extension
number during a call or when other displays are shown.
To show the date and time display (while on a call, in do-not-disturb, etc.):
— Press
SPCL
and dial
3
0
0
.
Displaying The Outside Party’s Name
When you enter the following feature code, while connected to an outside call with
Caller ID, the display will switch between the caller’s name and number. If there is no
outside party name available, the display shows “CANNOT ACCESS FEATURE.”
To show the outside party’s name:
— Press
SPCL
and dial
3
7
9
.
Performing A “Hookflash” During A Call
To generate a hookflash while using a line:
— While on a call, press the FLASH menu key OR press
0 .
Axxess IP SoftPhone User Guide
SPCL
and dial
3
3
35
TELEPHONE SYSTEM FEATURES
A timed hookflash (a quick hang up and release) may be required for certain telephone company services. This feature code sends a hookflash over the outside line.
PLACING CALLS ON HOLD
There are two ways to place a call on hold. The first procedure places a call on individual hold; the second places it on system hold.
•
Individual Hold places the call on hold at one phone. It can then be directly
picked up at that phone or it can be picked up at another phone using the reverse
transfer (call pick-up) feature.
•
An outside call on System Hold can be picked up directly at any keyset that
shows a flashing key for the call, including the keyset that placed it on hold.
(Intercom calls cannot be placed on system hold.)
To place a call on Individual Hold:
(1) Press
HOLD
(2) Press lit
or the HOLD menu key.
SPKR
to hang up OR place another call.
(3) To return to the call, press the flashing key.
To place an outside call on System Hold:
(1) Press
SPCL
(2) Press lit
and dial
SPKR
3
3
5
.
to hang up OR place another call.
(3) To return to a call on system hold at any keyset with a flashing key, press the
flashing key.
To pick up (reverse transfer) a call that is holding at another phone:
(1) Dial
4
.
(2) Dial the extension number where the call is holding.
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Axxess IP SoftPhone User Guide
USING THE SPEAKER AND MICROPHONE
Muting The Microphone
To mute the microphone so that you can hear the other party but they cannot hear
you (this does not put them on hold):
— Press
MUTE
or the MUTE menu key.
— To return to the call, press
MUTE
or the UNMUTE menu key.
“Group Listen” Using The Speaker
The “Group Listen” feature allows you to transmit a conversation over the speaker
while using a headset. This allows other people in the room to listen to the conversation. However, the microphone remains disabled so that only you can speak through
the handset or headset.
NOTE: Since the IP SoftPhone requires speaker or headset to transmit audio, enabling
this feature will not affect its function. Other people in the room can listen to the conversation whether or not this feature is turned on.
To turn the group listen feature on or off during a call:
— While on a call using the headset, press SPCL and dial 3 1 2 . You hear a
confirmation tone and the display shows GROUP LISTEN ON or GROUP
LISTEN OFF. (The other party will not hear the confirmation tone.)
NOTE: If you are using the handset, the SPKR key lamp will remain unlit, even
though the speaker is on.
Axxess IP SoftPhone User Guide
37
TELEPHONE SYSTEM FEATURES
This feature cannot be used on a handsfree call. You must be on a call using a headset
before entering the feature code.
PLACING CONFERENCE CALLS
You can establish multi-party conference calls without operator assistance. You can
place any combination of up to three intercom or outside parties in the conference.
The Basics
(1) While on the first call, press
hold.
CNF
or the CNF menu key to put the call on
(2) Place another intercom or outside call. Place it on hold by pressing flashing
CNF
or CNF. (If necessary, repeat this step to place one more call on hold.)
(3) Press CNF or the CONNECT TO CONFERENCE menu key to join all of
the calls together in the conference.
Options
During the conference call you can do the following:
— Place the conference on hold: Press the HOLD menu key. This places the conference on hold (the parties are still connected). To return to the conference, press
flashing CNF .
— Drop out of the conference: Press flashing CNF . Then press lit SPKR to hang
up. This removes your phone from the conference, but leaves the other parties
connected.
— Add additional parties to the conference: Do the following:
•
Press the ADD PARTY menu key. This leaves the conference parties connected.
•
Place a call to the party to be added to the conference.
•
Press lit CNF twice (or press lit CNF once and then press CONNECT
TO CONFERENCE) to put yourself and the new party into the conference.
— End the conference and place all parties on individual hold: Press flashing
CNF
and then press HOLD to place all of the parties on individual hold. You
can then speak to one party at a time by pressing HOLD or a flashing key.
— Mute your microphone: Press MUTE or the MUTE menu key. This turns your
microphone on or off during the conference. You can hear the conference parties,
but they cannot hear you.
— Transfer the conference to another extension or to voice mail: Press TRANSFER or
the TRANSFER CNF menu key and dial the desired extension number. Then
press or lit SPKR to hang up when you are ready to complete the transfer.
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Axxess IP SoftPhone User Guide
USING THE MESSAGE KEY
If you call a phone that is busy, does not answer, or is in do-not-disturb, you can use
the Messaging feature to let the other person know you called.
To signal that a message is waiting, a keyset’s MSG key flashes and the display shows
the number of waiting messages. (If you leave a message for a single-line set, the user
will hear six short tones after lifting the pressing the hookswitch.)
There are two ways to leave messages:
•
Have the called party return your call. When the party you called responds to
the message indication, a call is automatically placed to your phone.
•
Leave a message with the called party's message center (which can be a person or voice mail): When the party you called responds to the message, a call is
automatically placed to his or her message center instead of your phone.
The Basics
To leave a message:
(1) While on an intercom call, press
(2) Press lit
SPKR
MSG
or the LEAVE MESSAGE menu key.
to hang up OR wait for the message center to answer.
Options
To leave a message without placing an intercom call:
(1) Press
MSG
and then the LEAVE MESSAGE menu key.
(2) Dial the desired extension number.
To cancel a message that you left at another phone:
(1) Press
MSG
and then the CANCEL MESSAGE menu key.
(2) Dial the extension number of the phone where you left the message.
Axxess IP SoftPhone User Guide
39
TELEPHONE SYSTEM FEATURES
Leaving Messages
Receiving Messages
The Basics
When you see a flashing MSG key:
— Press flashing MSG . A call is automatically placed to the phone or message
center that left the displayed message.
Options
To select the message you want to answer first:
— Press the VIEW MESSAGE menu key to view the waiting message (if more
than one message is waiting, scroll to the desired message using the PREVIOUS
or NEXT menu key), then press the REPLY menu key to respond.
To cancel a message while it is displayed without answering it:
(1) Press flashing
to be canceled.
(2) Press
40
MSG
or the VIEW MESSAGE menu key to view the message
or the DELETE menu key to cancel the displayed message.
Axxess IP SoftPhone User Guide
TRANSFERRING CALLS
Transferring To Another Extension
(1) Press TRANSFER or the TRANSFER menu key. (Or, press the TRANSFER TO
HOLD menu key if you want to place the call on hold at the other phone.)
(2) Dial the desired extension number OR press the IC DIRECTORY menu key to
look up the number. To transfer to your message center, press the MESSAGE
CENTER menu key.
(3) Wait for an answer, announce the call, and then press lit
complete the transfer.
SPKR
to hang up to
(4) If the number is busy, there is no answer, or the transfer is refused, return to the
caller being transferred by pressing the flashing key.
Transferring To Voice Mail
(1) Press
TRANSFER
or the TRANSFER menu key.
(2) Press the VOICE MAIL menu key.
(3) If you want to send the call to a specific Voice Mail mailbox, dial the desired
mailbox number and then press lit SPKR to hang up to complete the transfer.
If you want to send the call to the Voice Mail main menu (so that the caller can
select the mailbox number), press lit SPKR to hang up to complete the transfer.
Transferring To An Outside Number
(1) Press
TRANSFER
or the TRANSFER menu key.
(2) Select an outgoing line by pressing the OUTSIDE PHONE menu key.
(3) Dial the desired telephone number.
(4) Wait for an answer, announce the call, and then press lit
complete the transfer.
SPKR
to hang up to
If the number is busy, there is no answer, or the transfer is refused, return to the
caller being transferred by pressing the flashing key.
Axxess IP SoftPhone User Guide
41
TELEPHONE SYSTEM FEATURES
NOTE: If the special “Transfer-To-Connect” option has been programmed for your
phone, a transferred call connects immediately once the transferring party hangs up. (If
the option is disabled, you must press a Call key to answer the transferred call.)
To Pick Up (Reverse Transfer) A Call From Another
Extension:
(1) Dial
4
.
(2) Dial the extension or hunt group number where the call is ringing or holding.
(See page 59 for more information about hunt groups.)
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Axxess IP SoftPhone User Guide
FORWARDING CALLS
Manual Call Forwarding
With manual call forwarding, you can choose to send incoming calls to another extension number. You may also be able to forward calls to outside numbers, if your phone
is programmed to allow it.
To forward calls:
— Press
FWD
and then press one of the following menu keys:
ALL: All incoming calls are forwarded without ringing at your phone.
•
NO ANSWER: All incoming calls are forwarded if they are not answered
before a timer expires. (This timer is adjusted by the installer; it cannot be
changed at your phone.)
•
BUSY: When your phone is busy, all incoming calls are forwarded without
ringing at your phone.
•
NO ANSWER/BUSY: All incoming calls are forwarded if your phone is
busy or if you do not answer, as described above.
— To forward to an outside telephone number: Do the following:
•
Press the OUTSIDE PHONE menu key.
•
Dial a telephone number OR press the OUTSIDE DIR menu key to look up
and select a number.
— To forward to an extension number: Dial the extension number OR press the IC
DIRECTORY menu key to look up and select a number.
— To forward to your Voice Mail mailbox: Press the VOICE MAI menu key.
— To forward to your message center: Press the MESSAGE CENTER menu key.
To cancel any call forward request:
— Press lit
FWD
, then press the FWD OFF menu key.
Automatic System Forwarding
Your phone may be programmed with the automatic call forwarding feature called
“System Forwarding.” If so, you can use the following procedure to turn the System
Forwarding feature on and off.
To enable or disable System Forwarding:
— Dial
3
Axxess IP SoftPhone User Guide
5
4
.
43
TELEPHONE SYSTEM FEATURES
•
STATION SPEED DIALING
Storing Speed-Dial Numbers On Your Phone
You can store up to 10 personal speed-dial numbers and associated names in station
speed-dial “locations” 0-9. These locations are then dialed using a feature key or code
plus one of the numbers 0-9 on your keypad. Or, if you have programmable feature
keys, you can create Station Speed-Dial keys (as described on page 53) for one-touch
speed dialing.
To program your station speed-dial locations:
(1) Dial
3
8
3
.
(2) Dial the location code 0-9 to be programmed OR press a Station Speed-Dial key
that you want to program (if you have one).
(3) Enter the desired name for the speed-dial number to be programmed as described
below:
To enter the letters or numbers:
— Enter the desired letters or numbers (up to 16 characters) using the keyboard.
Press Spacebar to leave a space. Press Backspace if you need to backspace.
NOTE: If you would like to enter slash (/) or pound (#) key, use the Keypad keys
on the keyboard or the Dialpad keys on the screen.
(4) Press the ACCEPT menu key to save the name.
(5) Enter the extension number or telephone number to be stored. Press
leave a space. Press Backspace if you need to backspace.
Spacebar
to
To enter the numbers:
— Enter the desired numbers using the keyboard. Press
space. Press Backspace if you need to backspace.
Spacebar
to leave a
HINT: If you want to be able to dial outside telephone numbers without first
selecting an outgoing line, enter a line access code (such as the Outgoing Call
code “8”) before the outside telephone number.
(6) Press the ACCEPT menu key to save the number.
To view the current programming of Station Speed-Dial keys:
(1) Dial
3
9
6
.
(2) Press the Station Speed-Dial key to be viewed.
(3) Press
44
SPKR
to exit.
Axxess IP SoftPhone User Guide
To erase a station speed-dial name and/or number:
(1) Dial
3
8
3
.
(2) Dial the location code 0-9 to be erased OR press the Station Speed-Dial key to be
erased.
(3) To remove the name, press
(4) Press
tinue.
#
Backspace
, the ACCEPT menu key, or the minus (-) key on the keypad to con-
(5) To remove the number, press
(6) Press
#
repeatedly until the name is erased.
Backspace
repeatedly until the number is erased.
, the ACCEPT menu key, or the minus (-) key to exit.
Dialing Station Speed-Dial Numbers
If necessary, select an outgoing line.
3
8
2
and then the desired station speed-
— Using a Station Speed-Dial key: Press the desired Station Speed-Dial key.
SYSTEM SPEED DIALING
Your IPC administrator can store up to 1000 speed-dial numbers in system speed-dial
“locations” 000-999. These speed-dial numbers can then be dialed using a feature
code or the SYS SPD feature key, plus one of the location numbers 000-999.
To view and/or dial system speed-dial numbers:
(1) Press
SYS SPD
OR dial
3
8
1
.
(2) Dial the location code (000-999) for the desired number. The number is displayed.
(3) To dial the displayed number, press
key on the keypad.
Axxess IP SoftPhone User Guide
#
, the ACCEPT menu key, or the minus (-)
45
TELEPHONE SYSTEM FEATURES
— Using a location number: Dial
dial location number (0-9).
REDIALING A NUMBER
If you reach a busy number, are disconnected, or if there is no answer, the number in
your redial memory can be redialed easily. An outside line is automatically selected
and the telephone number is redialed.
Your phone can be programmed to store, in redial memory, the last outside telephone
number that you dialed or an outside telephone number that you saved. (Your trainer
or IPC administrator can tell you whether your phone is programmed for “Last Number Dialed” or “Last Number Saved” operation.) Choose the appropriate procedure
for your phone:
To use the Last Number Dialed feature (if enabled):
— EITHER, press
REDIAL
. A line is selected automatically and the number is dialed.
OR, press the OUTGOING or OUTSIDE CALL menu key and then the REDIAL
menu key. The number is dialed.
To use the Last Number Saved feature (if enabled):
— To save a number: While the phone is idle or while listening to intercom dial
tone, press REDIAL .
— To redial the saved number: While on a call or after selecting a line, press
REDIAL . A line is selected automatically and the number is dialed.
USING THE DIRECTORIES
The optional directories allow display keyset users to “look up” extension numbers,
system speed-dial numbers, and feature codes, and their associated names.
If searching for a name, you do not need to enter the full name. The system will find
the closest match and show the number and its associated name on your display. If
desired, you can then dial the displayed number.
To perform a directory search:
(1) If your phone is idle, press the DIRECTORY menu key, then press the menu key
for the desired directory (IC DIRECTORY, OUTSIDE DIR, or FEATURE
DIR).
If placing a call, press the OUTSIDE DIR or IC DIRECTORY menu key.
(2) Enter letters or numbers (up to 10 characters) using the keyboard.
(3) Press the SEARCH menu key to begin the search. If desired, you can use
SCROLL to move alphabetically through the directory.
(4) To dial a number/code while it is displayed: Press the CALL or ACCEPT
menu key.
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Axxess IP SoftPhone User Guide
USING DO-NOT-DISTURB MODE
Placing your phone in do-not-disturb halts all pages and calls to your phone (except
for queue callbacks, recalls, and direct ring-in calls). Other users calling your phone
hear a repeating signal of four fast tones. If they have a display, they also see the donot-disturb message you have selected. There can be up to 20 different Do-Not-Disturb messages in your telephone system. They can be changed by the IPC administrator, installer, or programmer. Your trainer or IPC administrator will give you a list of
Do-Not-Disturb Messages for your system. You can list them here for your convenience:
DEFAULT MESSAGE
DO-NOT-DISTURB
LEAVE A MESSAGE
IN MEETING UNTIL
IN MEETING
ON VACATION ’TIL
ON VACATION
CALL ME AT
AT THE DOCTOR
ON A TRIP
ON BREAK
NEW MESSAGE
11
12
13
14
15
16
17
18
19
20
DEFAULT MESSAGE
OUT OF TOWN ’TIL
OUT OF OFFICE
OUT UNTIL
WITH A CLIENT
WITH A GUEST
UNAVAILABLE
IN CONFERENCE
AWAY FROM DESK
GONE HOME
OUT TO LUNCH
NEW MESSAGE
To enable do-not-disturb:
(1) Press
DND
or the DND menu key.
(2) Dial the desired two-digit number for the message you wish to use OR press the
SCROLL menu key (and PREVIOUS or NEXT) to scroll through the messages.
(3) If desired, customize the second display line by entering the desired numbers or
letters (up to 16 characters) as described below:
To enter the numbers:
— Enter the desired numbers using the keypad on your keyboard. The numbers
will appear on the second display line. Press Spacebar to leave a space. Press
Backspace if you need to backspace.
To enter the letters or numbers:
— Click the USE ALPHA MODE menu key or MSG . Then, enter the
desired letters or numbers using the keyboard. Press Spacebar to leave a
space. Press Backspace if you need to backspace.
NOTE: If you would like to enter slash (/) or pound (#) key, use the Keypad keys
on the keyboard or the Dialpad keys on the screen.
(4) Press lit
SPKR
.
Continued on next page
Axxess IP SoftPhone User Guide
47
TELEPHONE SYSTEM FEATURES
01
02
03
04
05
06
07
08
09
10
To cancel do-not-disturb mode:
— Press lit
DND
.
USING RECORD-A-CALL
If your telephone system is equipped with an AXXESSORY Talk voice processing
unit, your phone may be programmed to use the Record-A-Call feature. If so, you can
dial a feature code whenever you want to record an ongoing call in a mailbox message. You can retrieve the message later, just as you would any other mailbox message.
To use the Record-A-Call feature:
(1) While on a call, press
CALL menu key.
SPCL
and dial
3
8
5
OR press the RECORD-A-
(2) If required, dial the desired mailbox number. (Your phone may be programmed to
select the mailbox, or you may be required to dial it.)
(3) You hear a confirmation tone when the Record-A-Call feature is activated.
To turn off Record-A-Call: Press SPCL and dial
CANCEL RECORDING menu key OR press lit SPKR
3
5 OR press the
8
to hang up.
PAGING
The Paging feature allows announcements to be made through keyset speakers. If
your system is equipped with optional external paging equipment, announcements can
also be made through the external speaker(s).
There can be up to 10 paging zones. Each paging zone can contain different combinations of keysets and the external paging equipment. Your trainer or IPC administrator
can tell you how your paging zones are programmed. You can list them here for your
convenience:
0 _______________________
5 _______________________
1 _______________________
6 _______________________
2 _______________________
7 _______________________
3 _______________________
8 _______________________
4 _______________________
9 _______________________
NOTE: Using paging on an IP SoftPhone consumes as much bandwidth as a telephone
call to the device. If your site has limited bandwidth, limit pages.
48
Axxess IP SoftPhone User Guide
Making Pages
(1) Dial
7
.
(2) Dial the desired zone number (0-9).
(3) After the tone, make your announcement.
(4) Press lit
SPKR
to hang up.
To Turn Paging On Or Off
You can prevent your phone from receiving pages or allow it to receive pages again
using the Page Remove/Replace feature code described below. If your phone is
assigned to more than one page zone, all zones are removed or replaced at once; you
cannot turn off individual zones.
— Dial
3
2
5
to turn paging on or off.
TELEPHONE SYSTEM FEATURES
Axxess IP SoftPhone User Guide
49
REMINDER MESSAGES
Reminder messages are set, like an alarm clock, to signal you at a specified time. You
can select the message and time up to 24 hours in advance.
At the programmed time, the reminder message signals you with eight short tones and
your display shows the message. If your phone is busy, you still hear the tones and the
message displays for 10 seconds during the call, then the display returns after you
hang up. (Reminder displays interrupt, but do not affect, programming.)
There can be up to 20 different Reminder messages in your telephone system. They
can be changed by the IPC administrator, installer, or programmer. Your trainer or
IPC administrator will give you a list of Reminder Messages for your system. You can
list them here for your convenience:
DEFAULT MESSAGE
01
02
03
04
05
06
07
08
09
10
NEW MESSAGE
MEETING
STAFF MEETING
SALES MEETING
CANCEL MEETING
APPOINTMENT
PLACE CALL
CALL CLIENT
CALL CUSTOMER
CALL HOME
CALL CORPORATE
DEFAULT MESSAGE
11
12
13
14
15
16
17
18
19
20
NEW MESSAGE
CALL ENGINEERING
CALL MARKETING
CALL ACCOUNTING
CANCEL DND
CANCEL CALL FWD
TAKE MEDICATION
MAKE RESERVATION
REVIEW SCHEDULE
LUNCH
REMINDER
To request a reminder message:
(1) Dial
3
0
5
.
(2) Dial the desired two-digit number for the message that you want OR press the
SCROLL menu key to begin scrolling through the messages.
(3) While the desired message is displayed, press
the minus (-) key on the keypad.
#
, the ACCEPT menu key, or
(4) Enter the time you wish to receive the message in hours and minutes. For example, 0900 = 9:00. (If you dial three digits, such as 900 for 9:00, press # or the
minus (-) key.)
If your system is set for 12-hour display format, press the AM or PM menu key. (If
it is set for 24-hour format, you do not need this step.)
To cancel all reminder message requests before they signal you:
— Dial
3
0
6
.
To clear a received reminder message (you hear eight short tones and see a reminder
message display):
— Press
50
or the asterisk (*) key on the keypad.
Axxess IP SoftPhone User Guide
REMOTE FEATURE ACCESS
Remote Feature Access allows you to place your phone in Do-Not-Disturb mode or
forward calls, either from another phone or through a special dial-up line. For your
convenience, a pocket-sized guide is attached to the card stapled in the middle of this
guide.
Remote Access Password
This password is used for Remote Feature Access, as described below.
To change the password from your phone:
(1) Dial
3
9
2
.
(2) Enter your current password, followed by
extension number.)
(3) Enter the new password followed by
#
#
. (At default the password is your
. You hear a confirmation tone.
#
. You hear a confir-
To change the station password using remote programming: See below.
Remote Feature Access
(1) EITHER, Call your Axxess number (provided by your IPC administrator). If
required, enter your password.
OR, Use any phone on the system.
(2) Enter
3
5
9
.
(3) Enter your extension number.
(4) Enter your password followed by
tures.
#
. You can now use any of the following fea-
To change the station password using Remote Programming:
— Enter 3 9 2 .
— Enter the new password, followed by
#
.
— Enter the new password again for verification, followed by
#
.
To turn on Do-Not-Disturb:
— Enter 3 7 0 .
— Enter message number (01-20) and, if desired, enter the optional second-line
message text.
— Press lit
SPKR
to hang up.
Continued on next page
Axxess IP SoftPhone User Guide
51
TELEPHONE SYSTEM FEATURES
(4) Enter the new password again for verification followed by
mation tone.
To turn off Do-Not-Disturb:
— Enter
3
7
1
and press lit
SPKR
to hang up.
To turn on Call Forward:
— Enter one of the following Call Forward feature codes.
All Calls............................ 355
If No Answer .................... 356
If Busy .............................. 357
If No Answer or Busy....... 358
— Enter an extension number or enter an outside line access code followed by a
telephone number.
— Hang up.
To turn off Call Forward:
— Enter 3 5 5 and then press
52
#
and hang up.
Axxess IP SoftPhone User Guide
PROGRAMMING YOUR FEATURE KEYS
Depending on how your system is programmed, some of your feature keys may be
designated as “user-programmable.” If so, you can program them with any of the feature codes listed on the back of this user guide or with extension numbers.
To program a user-programmable feature key:
(1) Dial
3
9
7
.
(2) Press the feature key you want to program.
(3) Dial the feature code or extension number you want to store under that key.
(Refer to the back of this guide for default feature codes.)
To return all feature keys to their original default values:
— Dial
3
9
5
.
To display the current feature key values:
3
9
6
.
TELEPHONE SYSTEM FEATURES
(1) Dial
(2) Press the feature key(s) you want displayed.
(3) Press lit
Axxess IP SoftPhone User Guide
SPKR
to hang up.
53
SETTING USER PREFERENCES
Change Volume Levels
The IP SoftPhone can adjust the playback and recording volume.
To change the playback volume:
(1) Click one of the volume control keys ( VOL + , VOL - , or VOL SAVE ). The volume
control window for the playback will appear as shown below.
(2) Adjust the volume balance as desired. Ensure the Microphone Balance is muted
to avoid generating echoes. (For more information on avoiding echoes, see
page 9.)
NOTE: If you click one of the volume control keys multiple times, the multiple
volume control windows will be displayed on top of the existing one(s). To adjust
the volume correctly, ensure you have only one volume control window opened.
To change the recording volume on the microphone:
(1) Select Options - Properties in the window above. The Properties window,
shown on the right, will appear.
(2) Select Recording from the Adjust volume for field. Ensure the Mic is selected
in the volume control field. Then select
OK.
54
Axxess IP SoftPhone User Guide
(3) Selecting the OK button will display the Recording Control
window as shown on the right.
Ensure the Select text box is
checked in the Mic Balance
field. Then, adjust the volume
balance as desired.
Background Music
To enable or disable background music:
— Dial
3
1
3
.
NOTE: Using background music on an IP SoftPhone consumes as much bandwidth as
a telephone call to the device. If your site has limited bandwidth, do not enable background music.
Returning To Default Operation
This feature returns volumes to default levels; cancels do-not-disturb, manual call forwarding, background music, and queue requests; and restores handsfree mode, pages,
hunt group calls, and system forwarding all at once.
To return your phone to default:
— Dial
3
9
4
.
Standard And Alternate Keymaps
Each keyset is programmed with a standard keymap that determines where each feature key appears on the keyset. Each keyset can also have an alternate keymap. If you
have an alternate keymap, you can switch between the keymaps by dialing this feature
code.
To switch between keymaps when your phone is idle:
— Dial
3
9
9
.
To switch between keymaps during a call:
— While on a call, press
Axxess IP SoftPhone User Guide
SPCL
and dial
3
9
9
.
55
TELEPHONE SYSTEM FEATURES
If your telephone system is equipped with a music source, you can listen to music
through your speaker.
Automatic Call Answer
The “Automatic Call Answer” feature determines the method you will use to answer
outside calls and intercom calls. You can choose to answer simply by pressing the
Speaker key. Or, you can choose to answer by first pressing the Speaker key and then
pressing the flashing key.
To specify how ringing outside calls are answered:
— Dial 3 6 0 to turn on or off automatic line answer (If you turn it on, you will
answer outside calls automatically by pressing SPKR ).
To specify how ringing (non-handsfree) intercom calls are answered:
— Dial 3 6 1 to turn on or off automatic intercom answer (If you turn it on,
you will answer ringing intercom calls automatically by pressing SPKR ).
Multilingual Capability
Your telephone system may provide a choice between English, Spanish, and Japanese
prompts and displays. An option in the database determines the language that will be
used by each phone. If your phone is programmed for English, all displays appear in
English and all AXXESSORY Talk voice mail prompts are delivered in English
(unless changed, as outlined below). If programmed for Spanish, all displays appear
in Spanish characters and all voice prompts are played in Spanish. By default, all
phones are set for English.
User-programmed messages can include English, Spanish, or Japanese characters, or
a combination. In displayed lists, such as directories, the English (or Spanish) characters are alphabetized before the Japanese characters. Therefore, Japanese names will
appear after the English (or Spanish) names.
NOTE: Japanese prompts and displays are currently not supported.
To change the assigned language for your phone:
— Dial 3 0 1 to change between English and Spanish, as desired. Your display
shows the current language.
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Axxess IP SoftPhone User Guide
SECONDARY EXTENSION APPEARANCES
The Secondary Extension Appearances feature allows calls that are ringing or on individual hold at one “primary” phone to appear on a “secondary extension key” at
another keyset. For example, a secretary or assistant can have a secondary extension
key for a supervisor's phone, or one keyset can have several secondary extension
keys, each associated with a different primary phone.
There are two ways the installers can make a secondary extension key. They can create a non-programmable secondary extension key that cannot be changed at your keyset. Or, they can make a programmable secondary extension key so that you can
determine the associated phone for the key, as outlined below. In addition, the
installer can program your phone to ring when a given number of calls are waiting at
the primary phone.
To display the current secondary extension key assignment(s):
(1) Dial
3
9
6
.
To assign a primary phone to a secondary extension key (if enabled):
(1) Dial
3
9
7
.
(2) Press the secondary extension key and dial the desired extension number.
If you have a secondary extension key, it functions as follows:
•
When a call is ringing or holding on any Call key at the primary phone, pressing
your flashing secondary extension key for that phone will answer the call.
•
If your secondary extension key is unlit, pressing the key places an intercom call
to the primary phone.
NOTE: If the key is flashing, you can still place an intercom call to the primary phone
without answering the incoming call by pressing # or the minus (-) key before pressing the flashing secondary extension key. (Or, of course, you can just dial the primary
phone's extension number.)
After answering a call on the secondary extension key, you can transfer it back to the
primary phone using one of the following methods:
•
Transfer to hold: To transfer the call to hold at the primary phone, press the secondary extension key, announce the call (if desired), and then press lit SPKR to
hang up.
•
Transfer to ring: To transfer the call to the primary phone, press TRANSFER and
then the secondary extension key. You can announce the call, if desired, before
hanging up to complete the transfer.
Axxess IP SoftPhone User Guide
57
TELEPHONE SYSTEM FEATURES
(2) Press the secondary extension key(s) you want displayed.
AGENT HELP
Your telephone system may be programmed to support the Agent Help feature, which
allows you to request help from a designated “Agent Help Extension” (usually your
supervisor) during a call. When your request call rings at the Agent Help Extension,
the supervisor can choose to join the call or reject the request.
If the Agent Help Extension is a keyset, the keyset’s microphone is muted and the
supervisor cannot be heard unless he or she presses the MUTE key. If the Agent Help
Extension is a single-line set, the supervisor can be heard as soon as the conference is
established. In either case, the supervisor can hear all other parties on the call.
To use the Agent Help feature while on a call:
(1) Press SPKR and dial 3 7 5 . If you hear repeating tones, the Agent Help
feature is not available at your phone, you already have four parties in your call,
not enough system circuits are currently available, or the Agent Help Extension is
in do-not-disturb.
(2) If required, dial the Agent Help Extension number. (Your phone may be programmed to automatically dial the number, or you may be required to dial it.)
(3) If the Agent Help Extension accepts the call, you hear the Agent Help tone, if it is
enabled, and the supervisor can monitor or join your call.
(4) If the Agent Help Extension rejects the call, you hear a confirmation tone and the
display shows AGENT HELP REJECTED.
To respond to an Agent Help request at a display keyset:
— When you receive an Agent Help, your display shows <name> REQUESTS
HELP. You can do one of the following:
58
•
To accept the call: Answer as usual. Your microphone is muted and you
cannot be heard by either party unless you press lit MUTE .
•
To reject the call: Press the REJECT HELP menu key.
Axxess IP SoftPhone User Guide
INSTRUCTIONS FOR HUNT GROUPS
Your system may be programmed with “hunt groups.” These are groups of phones
that share a common extension number in addition to having individual extension
numbers. (A phone that is part of a hunt group can be called directly using its individual extension number.) The phone or phones that receive the call when a hunt group
extension number is dialed is determined by a list programmed in your telephone system's software.
To Turn On Or Off Hunt Group Calls
If you are a member of a hunt group, you can use the following Hunt Group Remove/
Replace feature code to determine when you will receive hunt group calls.
— Dial
3
2
4
to stop or restart hunt group calls.
ACD Hunt Groups
ACD Agent IDs
There is an ACD hunt group option that allows the use of Agent ID numbers in place
of extension numbers in the hunt group list.
An ACD hunt group can be programmed to circulate calls to agents in two ways:
•
Agent IDs: If the hunt group is programmed to use ACD Agent IDs, each agent
is assigned an Agent ID number to enter during the login procedure (described on
the next page). The hunt group calls are routed to logged-in agents, according to
their Agent ID number instead of their extension number. Because the Agent ID
is not associated with any extension, the agent can use any phone in the system to
log in and does not have to use the same phone every time.
•
Members: If the hunt group is not programmed to use Agent IDs, it will have a
pre-programmed list of phones and will send calls to the phones where agents are
logged in.
Axxess IP SoftPhone User Guide
59
TELEPHONE SYSTEM FEATURES
Some hunt groups use a special feature called “Automatic Call Distribution” (ACD)
that distributes the hunt group calls equally among the available members. ACD hunt
group members are referred to as “agents.” Agents log in to the ACD hunt group to
receive calls and log out to halt ACD hunt group calls.
ACD Hunt Group Login And Logout
Agents can log in to and out of the ACD hunt group at any time. While logged in, the
agent will receive calls through the ACD hunt group. When the agent is logged out,
calls to that ACD hunt group will bypass the agent. If your phone is in an ACD hunt
group, use the following procedures to log in and out.
To log in to all of your ACD hunt groups at once using the ACD Agent Login/Logout
feature code:
— Dial
3
2
8
.
If you were already logged in, the display shows AGENT LOGGED OUT OF
ALL ACDS and you hear a confirmation tone.
To log in to one or more hunt groups using the ACD Agent Login feature code:
(1) Dial
3
2
6
. The display shows AGENT LOGIN ACD NUMBER.
(2) Enter the desired ACD hunt group number. (Or you can press
key to log in to all of your ACD hunt groups at once.)
#
or the minus (-)
If you entered an invalid hunt group number, the display shows NOT AN ACD
HUNT GROUP and you hear repeating tones.
(3) The display shows AGENT LOGIN AGENT ID. Then do one of the following:
•
To log into ACD hunt group(s) using Agent IDs: Enter your Agent ID. The
display shows AGENT LOGGED INTO ALL ACDS. You are logged into
the ACD hunt group(s) that you requested above that use the Agent ID you
entered in this step. If another Agent ID is already logged in at this phone,
you hear repeating tones and the display shows DIFFERENT AGENT ID
ALREADY USED. You must have the other agent log out before you can
use that phone.
•
To log into ACD hunt group(s) that do not use Agent IDs: Press # . The display shows AGENT LOGGED INTO ALL ACDS. You are logged into the
ACD hunt group(s) that you requested above that do not use Agent IDs. If
you were already logged in, the display shows ALREADY LOGGED INTO
<hunt group>. If you are not a member of the entered hunt group, the display shows NOT AN AGENT IN THIS HUNT GROUP and you hear
repeating tones. Start over.
(4) Press lit SPKR to hang up. Repeat this procedure to log into additional ACD
groups, if necessary.
60
Axxess IP SoftPhone User Guide
To log out of one or more ACD hunt group:
(1) EITHER, dial 3 2 8 to log out of all of your ACD hunt groups at once. The
display shows AGENT LOGGED OUT OF ALL ACDS and you hear a confirmation tone. Press lit SPKR to hang up if off hook.
OR, dial
3
2
7
. One of the following displays will appear:
•
If you were logged in to only one hunt group, the display shows AGENT
LOGGED OUT OF <hunt group>. The procedure is complete.
•
If you were logged in to more than one hunt group, the display shows
AGENT LOGOUT ACD NUMBER. Dial the extension number of the
desired ACD hunt group.
•
If you were not logged in to any hunt group, the display shows NOT
LOGGED INTO ANY ACD GROUP.
(2) Press lit
SPKR
to hang up.
Each time you end an ACD hunt group call, a timer is started. Until that timer expires,
you will not receive another call through any ACD hunt group. If you wish to end the
wrap-up session before the timer expires, you can use the following procedure.
To terminate the ACD Agent wrap-up period before the timer expires:
— Dial 3 2 9 . (If you were not logged in to an ACD hunt group, the display
shows CANNOT ACCESS RESERVED FEATURE.)
ACD Agent ID Automatic Connect Flag
If the “ACD Agent ID Automatic Connect” option is programmed for your hunt
group, and you are using a headset, ACD hunt group calls will automatically be connected following a short ring burst.
When you log in as an ACD Agent or remove your phone from do-not-disturb mode
while you are logged in, the first call you receive will ring until you answer it. However, every time an ACD hunt group call is received after the first call, you will hear
the ring burst in the headset and the call will be automatically connected.
Axxess IP SoftPhone User Guide
61
TELEPHONE SYSTEM FEATURES
ACD Agent Wrap-Up Terminate
Voice Mail Features
The first time you use your Voice Mail mailbox, you need to initialize it, as described
on page 18.
ENTERING YOUR MAILBOX
When you enter your mailbox, the system may play one of the following messages:
•
Mailbox almost full or full: If your mailbox is full, no new messages can be
received until you delete waiting or saved messages.
•
Message count: The system tells you how many messages are waiting to be
heard, if any, and how many are priority messages.
•
Remote messaging: The system will indicate whether primary or alternate
remote messaging is selected when remote messaging is enabled. It will also alert
you if a programming error has been detected and/or whether it encountered busy
system resources when attempting to place a remote messaging call.
Enter your mailbox by following these steps:
(1) Dial the Voice Mail extension number. (You hear the main menu.)
(2) During or after the greeting, press
identify yourself as a subscriber.
or the asterisk (*) key on the keypad to
(3) Enter your mailbox number and your personal password (if programmed). Then
press # . If you do not have a password, just press # or the minus (-) key.
If your MSG key is lit and you have a message from Voice Mail:
(1) Press
SPKR
.
(2) Press flashing
MSG
.
(3) Enter your personal password and press
62
#
.
Axxess IP SoftPhone User Guide
LISTENING TO MESSAGES
Whenever you enter your mailbox, you are told how many new and saved messages
you have.
To listen to messages:
(1) Enter your mailbox as described on page 62.
(2) EITHER, Press
OR, Press
3
1
to listen to your new messages.
to listen to your saved messages.
(3) The system plays each message in the queue selected. While you are listening to
a message, you can use the following options:
Press
#
or the minus (-) key to skip to the end of the recording.
•
Press
1
to back up.
•
Press
2
to pause. (Then press any key to continue.)
•
Press
3
to skip ahead.
•
Press
4
to lower the volume.
•
Press
5
to play the message envelope again.
•
Press
6
to raise the volume.
•
Press
7
to save the new message in your mailbox.
•
Press
9
to delete the message from your mailbox.
VOICE MAIL FEATURES
•
(4) When the message has finished playing, you have the following options:
•
Press
1
to replay the message from the beginning.
•
Press
2
to reply to the message. You can then do one of the following:
•
—
Press 1 to leave a voice mail message for the caller. If the caller had a
mailbox number, it will ask you to verify the destination by pressing #
or the minus (-) key. If the number was not associated with a mailbox,
it will ask you to enter a mailbox number. If the message was from an
outside caller, you cannot leave a voice mail message.
—
Press 2 to make a return call. Your call will be transferred automatically to the caller’s extension or telephone number, if available. If the
extension number is not available, you will have the option of leaving
voice mail. If the telephone number is not available, you cannot reply
to the message.
Press 3 to forward a copy of the message to another subscriber. If you want
to include introductory comments, press 1 and record an introduction. If
Axxess IP SoftPhone User Guide
63
not, press
duction.
#
or the minus (-) key to forward the message without an intro-
•
Press
4
to listen to the previous message.
•
Press
5
to play the introductory message “envelope” again.
•
Press
6
to listen to the next message.
•
Press
7
to save the new message in your mailbox.
•
Press
9
to delete the message from your mailbox.
UNDELETING VOICE MAIL MESSAGES
This feature allows you to “undo” the Delete Message operation and restore previously deleted messages. The messages will be restored to your saved-message queue.
You have up to 24 hours to restore your deleted messages. After that, voice mail will
erase them.
To recover deleted messages:
(1) Enter your mailbox as described on page 62.
(2) Press
5
.
(3) The next prompt gives you the option of recovering deleted messages. Press
to continue.
2
(4) Your options are:
•
64
Press 1 to listen to your deleted messages and choose which ones to delete
or recover. After each message you can:
—
Press
1
to replay the message.
—
Press
2
to reply to the message.
—
Press
3
to forward the message to another mailbox.
—
Press
4
to listen to the previous message.
—
Press
5
to replay the message envelope.
—
Press
6
to listen to the next message.
—
Press
7
to recover the message.
—
Press
9
to purge the message from your mailbox.
•
Press 2 to recover all of your deleted messages and store them as saved
messages.
•
Press
3
to erase all of your deleted messages.
Axxess IP SoftPhone User Guide
SENDING MESSAGES
(1) Enter your mailbox as described on page 62.
(2) Press
2
.
(3) Dial the desired mailbox number or group list number.
(4) After hearing the subscriber's name, press
or the minus (-) key to accept it.
#
(5) When you hear the tone, record your message.
•
To pause while recording, press
•
To erase and re-record your message, press
2
. To continue, press any key.
3
.
(6) When you have completed your message, you have the following options:
To exit: Press lit
the next step.
SPKR
to hang up. OR, press
1
To add to your message: Press
2
or the minus (-) key and go to
.
and continue your message.
To erase and re-record your message: Press
3
To use the special delivery options: Press
of the following steps:
. You can perform
9
.
one or more
•
Press 1 to mark the message “private.” (This prevents the recipient from
forwarding it to other subscribers.)
•
Press 2 to mark the message “certified.” (When a certified message is
heard by the recipient, you will receive a receipt notice.)
•
Press 3 to mark the message “priority.” (This will place your message
ahead of all other waiting messages in the receiving mailbox.)
•
Press
•
Press # to deliver the message. (If you wish to mark the message certified,
private, and/or priority, do so before completing this step.)
to cancel delivery options.
(7) After the message has been sent, you may choose either of the following options:
•
Press # or the minus (-) key and enter another mailbox number to send the
message to another destination.
•
Press
Axxess IP SoftPhone User Guide
to exit.
65
VOICE MAIL FEATURES
To replay your message: Press
#
CANCELING UNHEARD MESSAGES
You can cancel voice messages you have sent to other voice mailboxes, provided the
messages have not yet been heard by their recipients and they were not sent to a group
list.
To cancel unheard messages:
(1) While listening to the voice mail main menu, press
OPTIONS menu key.
(2) Press
1
5
or the MESSAGE
.
(3) When prompted, enter the number of the mailbox that has the unheard message.
Then you will be asked to confirm the mailbox you selected by pressing # or
the minus (-) key.
(4) It will tell you how many messages you have waiting at the mailbox and play
them for you. After each message, you can:
66
•
Press
1
to replay the message.
•
Press
2
to add to the message.
•
Press
3
to forward the message to another mailbox
•
Press
4
to listen to the previous message.
•
Press
5
to replay the message envelope.
•
Press
6
to listen to the next message.
•
Press
7
to save the message in your mailbox and remove it from theirs.
•
Press
9
to delete the message.
Axxess IP SoftPhone User Guide
PERSONAL OPTIONS
Personal Options allow you to customize your mailbox. Voice Mail has the following
personal options:
•
Personal Greetings
•
Voice Mail Directory Name
•
Mailbox Password
•
Voice Mail Message “Envelope” Contents
•
Remote Messaging
•
Fax Destination
•
Call Screening Transfer Method
Each option is described in detail in the following pages.
Recording Your Personal Greetings
•
Whether you are in the office and where you can be reached
•
When you will be returning calls
•
For callers who do not wish to leave a message, how to exit (They can press 0 to
return to the operator.)
Here are some sample greetings to help you plan your message:
•
Primary Greeting: Hello, this is __________. I am either on another line or
away from desk and cannot take your call at this time. If you need to speak to
someone immediately, please dial zero now. Otherwise, please leave a detailed
message and I will return your call as soon as possible. Thank you.
•
Alternate Greeting: Hello, this is __________. I will be away from the office
from day/date until day/date. If you need to speak to someone immediately,
please dial zero now. Otherwise, please leave a detailed message and I will return
your call when I return. Thank you.
To change your personal greeting:
(1) Enter your mailbox as described on page 62. Then press
Options Menu.
(2) Press
1
to select the Personal
.
(3) EITHER, Press
OR, Press
Axxess IP SoftPhone User Guide
4
2
1
to record and/or enable your primary greeting.
to record and/or enable your alternate greeting.
67
VOICE MAIL FEATURES
Your primary or alternate greeting is played to callers when they reach your mailbox.
When recording your Voice Mail greeting the following information may be helpful
for your callers:
OR, Press
3
to enable the system default mailbox greeting.
(4) If you pressed 1 or 2, the current greeting is played (if one exists). Then do one of
the following:
•
EITHER, Press # to accept the greeting. (Or, press 1 if you wish to replay
the greeting, press 2 to add to the greeting, or press 3 to erase and rerecord the greeting.)
•
OR, Press
to exit without changing your greeting.
Recording Your Voice Mail Directory Name
Your recorded name is used to identify you in the voice mail directory and to verify
your mailbox number when messages are addressed to you.
To change your directory name:
(1) Enter your mailbox as described on page 62. Then press
Options Menu.
(2) Press 2 . Your current name is played. (Press
if desired.)
(3) Press
1
4
to select the Personal
to replay your recorded name,
to erase and re-record your name.
3
(4) When you hear a tone, record your first and last name, then press
minus (-) key.
#
or the
(5) Press # or the minus (-) key again to accept your recorded name. (Or, press 1
to replay your recorded name, press 2 to add to your name, or press 3 to erase
and re-record your name.)
Mailbox Password
Your password prevents unauthorized access to your mailbox.
To change your password:
(1) Enter your mailbox as described on page 62. Then press
Options Menu.
(2) Press
3
4
to select the Personal
.
(3) If you want to have a password, enter a new password, using up to 12 digits.
If you do not want to use a password, skip this step.
(4) Press # or the minus (-) key. Voice Mail plays back your password if you
entered one.
(5) Press # or the minus (-) key to accept the password as entered. Or, press
you want to erase and re-enter your password.
68
3
if
Axxess IP SoftPhone User Guide
Voice Mail Message Envelope Contents
Each voice mail message is preceded by an “envelope” message that can include time
and date the message was left, the source of the message, and/or the message length.
To change your message envelope:
(1) Enter your mailbox as described on page 62. Then press
Options Menu.
(2) Press
4
4
to select the Personal
. You can then do any of the following:
To enable or disable the time/date option, press
1
.
To enable or disable the message source option, press
2
.
To enable or disable the message length option, press
3
.
To enable all options, press
4
To disable the envelope, press
To accept the envelope, press
.
5
#
.
or the minus (-) key.
.
Remote Messaging
Remote Messaging is a voice mail feature that can be enabled by your installer. If
your mailbox has this feature turned on, you may program a remote programming
“cascade” (a series of up to nine telephone numbers) for the voice mail system to call
when your mailbox receives new messages.
Each mailbox can have a Primary and an Alternate cascade of numbers. Each cascade
can be programmed to be used during specific days and times. For example, if you
want to be paged when you receive a message from 5-10 PM, on weekdays, you can
set up a Primary cascade. If you also want to receive pages for messages marked “priority” on the weekends, your Alternate cascade could be set for all day on Saturdays
and Sundays. If you need to enter more than one number (just in case the pager number is busy or out of service) you can enter up to nine numbers for each cascade.
If for some reason Voice Mail is not able to use your remote notification (due to busy
facilities or invalid programming), your mailbox will receive a message stating that
notification could not be completed.
To set up remote messaging:
(1) Enter your mailbox as described on page 62. Then press
Options Menu.
(2) Press
5
(3) Press
1
Axxess IP SoftPhone User Guide
4
to select the Personal
.
to set up a Primary cascade OR press
2
to set up an Alternate cascade.
69
VOICE MAIL FEATURES
To return to the Personal Options menu without changing the envelope, press
(4) A prompt tells you what the cascade's current status is. Perform one of the following steps.
• To program a cascade level: Press 1 and enter the number of the level you
wish to program (1-9). You then have the following options:
•
—
To enable or disable the cascade level: Press 1 . (You cannot enable
the level until a notification number is programmed.)
—
To set up or change an extension or telephone number: Press 2 .
Then press 1 if it is an extension number OR press 2 if it is an outside number. Then enter the number.
—
To set up or change a
ber.
pager number: Press
3
. Then enter the num-
To set up time of day for notification: Press 2 . Then enter the time you
want the message notification start and stop. Enter the times with two digits
for the hour and two digits for the minutes. If entering the time in 12-hour
format, you will be prompted to press 1 for AM or press 2 for PM.
NOTE: If you wish to have 24-hour notification, program the starting and
ending times to be the same.
•
To set up the days of the week for notification: Press 3 . Then select one
of the following: Press 1 for Monday-Friday, 2 for all days, or 3 to
select individual days. If you selected individual days, you will be prompted
to press digits 1-7 which correspond to the days Sunday through Saturday.
•
To select all or priority-only message notification: Press
1 for all messages or 2 for priority messages only.
4
. Then press
(5) The list of options returns. Either select another option, as described above, or
press # to save the settings and exit.
Fax Destination
To change your Fax Destination Number:
(1) Enter your mailbox as described on page 62. Then press
Options Menu.
(2) Press
9
for More Options and then press
1
70
#
to select the Personal
.
(3) Enter the number of your fax destination, followed by
(4) To accept press
4
#
.
. Or, to erase the number and re-enter it press
3
.
Axxess IP SoftPhone User Guide
Call Screening Transfer Method
This feature is available only if your mailbox has the option enabled. Depending on
the Transfer Method you select, transferred calls from AXXESSORY Talk may be
unannounced (as usual), or one of the following may occur:
•
“Announce Only” Calls: Before Voice Mail transfers a call to you, a prompt
asks the caller to record his or her name. When you answer, you hear “You have a
call from (caller's name).”
•
“Screened” Calls: Before Voice Mail transfers a call to you, a prompt asks the
caller to record his or her name. When you answer, you hear “You have a call
from (caller's name),” You can choose whether to accept the call. (See page 34.)
To change your Transfer Method (if allowed):
(1) Enter your mailbox as described on page 62. Then press
Options Menu.
4
to select the Personal
To select unannounced transfers, press
To select screened transfers, press
2
1
.
3
.
.
To select announce only transfer, press
To return to the Personal Options menu without changing the Transfer Method,
press .
Axxess IP SoftPhone User Guide
71
VOICE MAIL FEATURES
(2) Press 9 for More Options and then press 5 . The system tells you what your
current Transfer Method is. You can then select the desired Transfer Method, as
follows:
USING THE VOICE MAIL DIRECTORY
The mailbox and extension number directories can be used any time Voice Mail asks
you to enter a mailbox number. You use the keypad keys to enter the name. The system then plays the closest matching directory name that corresponds to the entry.
Press the keys to enter the name. The number of times a key is pressed determines
which character is entered, as shown below. When adjoining characters are under the
same key, press FWD to advance to the next character. For example, 5666 FWD
66337777 enters JONES.
NUMBER OF TIMES KEY IS
PRESSED
KEY
1
2
3
4
1
-
&
(
)
5
1
2
A
B
C
'
2
3
D
E
F
!
3
4
G
H
I
# or /*
4
5
J
K
L
Ñ or #*
5
6
M
N
O
#
6
7
P
Q
R
S
7
8
T
U
V
?
8
9
W
X
Y
Z
9
0
@
:
.
,
0
*The characters under the 4 digit are dependent on the software version.
If you press 0 at any time while spelling a name, the voice mail system will play a
helpful prompt instructing you how to enter a name.
To use the directory:
(1) Dial the Voice Mail extension number, then press
Directory Services.
or the minus (-) key for
#
(2) Enter the desired name, as described above, then press
#
or the minus (-) key.
(3) The selected name is played. Do one of the following:
72
•
To accept the name, press
•
To hear the previous name in the directory, press
•
To hear additional information for the selected name (if allowed), press
•
To hear the next name in the directory, press
•
To spell a different name, press
•
To switch the first/last name sort order, press
#
or the minus (-) key.
4
3
1
.
2
.
.
and spell a new name as described above.
5
.
Axxess IP SoftPhone User Guide
Default Feature Codes
Use the blank spaces below to enter custom feature codes if your telephone system
has been reprogrammed with new codes.
OUTSIDE LINE ACCESS CODES
ACCESS CODE NAME
Select Line Group 1-208
Automatic Route Selection
Emergency Call
Outgoing Call
ACCESS CODE
NEW CODE
9201-9299, 93000-93107
9200
911
8
EXTENSION NUMBERS
EXTENSION NAME
Phone Extensions
Hunt Groups
Attendant
Axxess IP SoftPhone User Guide
NEW NUMBER
1000-1511
2000-2074
0
FEATURE CODE
DEFAULT FEATURE CODES
FEATURE NAME
Account Code – Following Calls
Account Code – Optional
ACD Agent Log In
ACD Agent Log Out
ACD Agent Log In/Out
ACD Agent Wrap-Up Terminate
Agent Help Request
Agent Help Reject
Answer (Ringing Call)
Automatic Intercom Access On/Off
Automatic Line Access On/Off
Automatic Line Answer
Background Music On/Off
Call Forward All Calls
Call Forward If Busy
Call Forward If No Answer
Call Forward No Answer/Busy
Conference
Change Language
Data
Default Station
Directory
Display Time And Date
Do-Not-Disturb
Do-Not-Disturb Cancel
Do-Not-Disturb On/Off
EXTENSION NUMBER
NEW CODE
391
390
326
327
328
329
375
376
351
361
360
350
313
355
357
356
358
5
301
340
394
307
300
370
371
372
73
FEATURE NAME
Do-Not-Disturb Override
Feature Key Default
Group Listen
Hold – Individual
Hold – System
Hookflash
Hunt Group Remove
Hunt Group Replace
Hunt Group Remove/Replace
Message
Cancel Message That You Left
Cancel Message On Your Phone
Silent Message
Microphone Mute On/Off
Page
Page Receive On/Off
Program Baud Rate
Program Keys
Program Station Password
Queue (Callback) Request
Record-A-Call
Redial
Reminder Message
Reminder Message Cancel
Remote Programming
Reverse Transfer (Call Pick-Up)
Review Keys
Ring Intercom Always On/Off
Station Speed Dial
Station Speed Dial Programming
System Forward Enable
System Forward Disable
System Forward On/Off
System Speed Dial
Switch Keymap
Transfer To Hold
Transfer To Ring
74
FEATURE CODE
NEW CODE
373
395
312
336
335
330
322
323
324
365
366
368
367
314
7
325
393
397
392
6
385
380
305
306
359
4
396
377
382
383
352
353
354
381
399
346
345
Axxess IP SoftPhone User Guide
Troubleshooting
Unable to install the IP SoftPhone software
If output or input audio device (speaker or microphone) is in use by other Windows
applications, or output/input audio device driver and/or appropriate sound card are not
installed on your PC, an error message will be displayed. The error message will terminate the Setup Program. You must close the applications that are in use, or install
appropriate drivers and/or sound card before starting the installation.
Q:
A:
Unable to startup the application
If the Program Bar window appears to be stuck in “Initializing Connection...” mode
and does not disappear for a long time, you may have entered the invalid Device ID
and/or Remote IP Card IP Address. Contact your IP Card (IPC) administrator and get
the correct the Device ID and/or Remote IP Card IP Address, then try again. It could
also be that you have entered a VALID device ID and/or Remote IP Card IP Address
but that the IPC is not configured to accept the IP SoftPhone. The IPC may be configured to accept only an IP Phone+ or something else. If the person thinks they have
entered the correct device ID and/or Remote IP Card IP Address, but it still does not
work, then ask the IPC administrator to check the device type on the IPC and make
sure it is configured to accept an IP SoftPhone connection.
A:
If you try to run the program with 640 x 480 resolution, an error message will appear
and the IP SoftPhone will shut down. Also, if you want to use the IP SoftPhone with
60 DSS keys, the resolution needs to be 1024 x 768 or higher. If the resolution is too
low, the 60 DSS option will be grayed out.
Q:
A:
Unable to use the UDP General Purpose Port
The port number of UDP General Purpose Port is currently used by other application.
Contact your administer to change the UDP General Purpose Port in the IPC, also you
have to change the IP SoftPhone General Purpose Port in the IP SoftPhone as well.
Q:
A:
Unable to change the Device ID, IPC IP Address, and/or UDP Port
If you have trouble changing the Device ID, and/or IPC IP Address using the Preferences dialog box, use the connect.properties file to change the settings. To do
this, open the connect.properties file in the Axxess IP SoftPhone directory using
the Microsoft Word. The file contains various settings that are required for the IP
SoftPhone operation. Change the deviceID field for the Device ID, the defaultIPCaddr field for the IPC IP Address, and the udpGeneralPurposePort field for
the UDP Port. Once the changes are made, save the file as text only and close it.
CAUTION
DO NOT make any unnecessary changes in the connect.properties file. Unnecessary changes will cause corruption of the IP SoftPhone.
Axxess IP SoftPhone User Guide
75
TROUBLESHOOTING
Q:
A:
Q:
A:
Unable to allocate the audio Device
The audio device is currently in use by other application. If you want to run the IP
SoftPhone, close the application that is using the audio device. Then, launch the IP
SoftPhone application again.
Q:
A:
Unable to hear any sounds
If you are having audio problems, check to see if the volume setting is set properly.
To do so, click one of the volume control keys ( VOL + , VOL - , or VOL SAVE ). The volume control window will appear. For more details on sound quality issues, refer to
“Change Volume Levels” on page 54 and “Sound Quality Issues” on page 9.
Q:
A:
Audio quality is bad
In environments where there is heavy network traffic, the audio quality of the IP SoftPhone may be effected. The symptom is a loss of audio (i.e., the call is ‘choppy’).
This is caused by lost packets (the audio packets of voice never make it to the receiving device), or they arrive too late to be played in the correct order (known as jitter).
If the symptoms described above occur, enable the Voice Buffer option. Enabling this
option holds voice transmitted from the source device for a period of time to allow a
smooth generation of voice on a network that delivers packets in variable amounts of
time.
NOTE: The Voice Buffer results in better sounding voice, but adds to delay when the
voice packets are played during the call. Also DO NOT enable this option under normal network traffic (not heavy). It will not improve audio quality, but cause more
delay.
Q:
A:
Switching from IP Phone+ to IP SoftPhone
If you are using an IP Phone+ and want to switch to an IP SoftPhone, you must disconnect the existing IP Phone+ connection and reconnect with the IP SoftPhone by
launching the application. Ensure that both IP Phone+ and IP SoftPhone have the
same Device ID so that the IPC could identify the devices and the Device Type (in
IPC Programming) is set to “any.”
NOTICE
If you cannot locate the troubleshooting information you need in this section, call
your Inter-Tel dealer or branch for additional assistance.
76
Axxess IP SoftPhone User Guide
Part No. 835.2196
Issue 2, May 2003
A946/32:7A
