Axxess IP SoftPhone User Guide.pdf

User GuideIP SoftPhone

Notice

This Axxess IP SoftPhone user guide is released by INTER-TEL INTEGRATEDSYSTEMS, INC. as a guide for system users and trainers. It provides information necessaryto properly install, program, operate, and maintain the system.

The contents of this guide, which reflect current Axxess IP SoftPhone, are subject torevision or change without notice. Software packages released after the publication of thisguide 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-Tels Technical Publications Department at: [email protected]

CONTENTS PAGEIntroduction . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1System Requirements . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2

Hardware . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2Software . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2

Software Installation . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3Software Security Key . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3Installing IP SoftPhone . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3Uninstalling IP SoftPhone . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4

Configuration . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5Device ID . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5Progress Bar . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 6Connection . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 6Password . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 8Finished . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 8

Sound Quality Issues . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 9Voice Connection . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 9Speakers and Microphone versus Headset with Microphone . . . . . . . . . . . . . . . . . . . . . 10Volume Controls . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 11Network Quality . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 11

Using Axxess IP SoftPhone . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 12About IP SoftPhone . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 12

The IP SoftPhone . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 13Feature Key Functions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 14LCD Display Menu Keys. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 15Keyboard Bindings . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 16

About Your Phone System . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 17What You See and Hear. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 17

What The Administrators Can Do For You . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 17About AXXESSORY Talk Voice Mail . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 18

Initializing Your Mailbox . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 18IP SoftPhone Features. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 20

Customizing Keyset Settings . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 20Set Key Font. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 20Set Background Color . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 21Preferences . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 21DSS Map . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 26

Diagnostics . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 27Customizing Feature Keys . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 28

Program . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 28Set Label . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 29

Table of ContentsSet Color. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 29

Review . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 29Cancel . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 29

Telephone System Features . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 30iiiInter-Tel Integrated Systems, Inc. 5/2003 printed in USA

CONTENTS PAGEIntercom Calls . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 30

Placing Intercom Calls . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 30Receiving Intercom Calls . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 31

Outside Calls . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 32Placing Outside Calls . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 32Answering Outside Calls . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 33Using Account Codes. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 33Call Screening . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 34Call Waiting . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 34Displaying Date, Time, Name, and Extension Number . . . . . . . . . . . . . . . . . . . . . . . . . 35Displaying The Outside Partys Name . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 35Performing A Hookflash During A Call. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 35

Placing Calls On Hold . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 36Using The Speaker And Microphone . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 37

Muting The Microphone . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 37Group Listen Using The Speaker . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 37

Placing Conference Calls . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 38Using The Message Key . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 39

Leaving Messages . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 39Receiving Messages . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 40

Transferring Calls . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 41Transferring To Another Extension . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 41Transferring To Voice Mail . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 41Transferring To An Outside Number . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 41To Pick Up (Reverse Transfer) A Call From Another Extension: . . . . . . . . . . . . . . . . . . 42

Forwarding Calls . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 43Manual Call Forwarding . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 43Automatic System Forwarding . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 43

Station Speed Dialing . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 44Storing Speed-Dial Numbers On Your Phone . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 44Dialing Station Speed-Dial Numbers . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 45

System Speed Dialing . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 45Redialing A Number . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 46Using The Directories . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 46Using Do-Not-Disturb Mode . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 47Using Record-A-Call . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 48Paging . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 48

Making Pages . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 49To Turn Paging On Or Off . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 49

Reminder Messages . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 50Remote Feature Access . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 51

Remote Access Password . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 51Remote Feature Access. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 51

Programming Your Feature Keys . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 53iv

Setting User Preferences . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 54Change Volume Levels . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 54

CONTENTS PAGEBackground Music . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 55Returning To Default Operation . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 55Standard And Alternate Keymaps . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 55Automatic Call Answer . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 56Multilingual Capability . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 56

Secondary Extension Appearances . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 57Agent Help . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 58Instructions For Hunt Groups . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 59

To Turn On Or Off Hunt Group Calls . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 59ACD Hunt Groups . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 59

Voice Mail Features . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 62Entering Your Mailbox . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 62Listening To Messages . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 63Undeleting Voice Mail Messages . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 64Sending Messages . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 65

Canceling Unheard Messages . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 66Personal Options . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 67

Recording Your Personal Greetings . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 67Recording Your Voice Mail Directory Name. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 68Mailbox Password . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 68Voice Mail Message Envelope Contents . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 69Remote Messaging . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 69Fax Destination . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 70Call Screening Transfer Method . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 71

Using The Voice Mail Directory . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 72Default Feature Codes. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 73Troubleshooting. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 75v

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1Axxess IP SoftPhone User Guide

IntroductionThank you for purchasing the Internet Protocol (IP) SoftPhone software package. TheAxxess IP SoftPhone provides the functionality that allows you to make phone callsthrough the IP network to the IP Card (IPC) on the Axxess telephone system. Oncethe connection is established, you can use the PC microphone to talk to the caller, andPC speakers or headphone to listen to audio. The IP SoftPhone supports the Executive Keyset Graphical User Interface (GUI) andit 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.)

2 Axxess IP SoftPhone User Guide

System RequirementsThe Axxess IP SoftPhone is a very flexible, programmable software that should beinstalled 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 messagewill appear and the IP SoftPhone will shut down. Also if you want to use the IPSoftPhone with 60 DSS keys, the resolution needs to be 1024 x 768 or higher. Ifthe 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 Environ-ment (JRE) which may not work properly with Intel Pentium 4 processors. If thereis 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\Jav-aSoft\JRE\1.1\bin).

Full-duplex sound card Inter-Tel Axxess system version 3.0 or higherNOTE: Refer to the Axxess IP Devices Installation Instructions (part no. 835.2195)for more information on the Axxess database and IP Card (IPC) programming require-ments.

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INSTALor sound card before starting the installation.

(4) Follow the directions outlined by the installation wizard, selecting Next toadvance to the next screen. Continued on next page...Axxess IP So(3) Select Install Axxess IP SoftPhone Application. The installation wizardwill begin.

NOTE: When starting the installation, if output or input audio device (speaker ormicrophone) is in use by other Windows applications, or output/input audiodevice driver and/or appropriate sound card are not installed on your PC, an errormessage 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/:\_setup (e.g., E:\_setup).c. Select OK.are InstallationARE SECURITY KEYThe software license for Axxess IP SoftPhone is controlled by the use of a softwaresecurity key. The security key is a small device that must be attached to your PCsparallel port to fully enable the IP SoftPhone software. Without the security key, thesoftware will not work. The security key does not affect the functionality of the paral-lel port itself. Any device that you would normally connect to the parallel port canalso be connected through the security key.To install the security key, simply attach the appropriate end of the device to the par-allel port on the back of your PC.

LING IP SOFTPHONEThe IP SoftPhone is supplied on CD-ROM. The following instructions assume that appropriate Windows Operating System isinstalled on your PC and that you are familiar with Windows procedures. To installthe software on your PC, follow these steps:(1) Ensure that Windows is running. (For best results, close all other Windows appli-

cations.)(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 by3ftPhone User Guide

4NOTE: If you want to exit the setup program without completing the installation,press or select Cancel. Then select Exit Setup when the dialog boxappears. 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 SOFTPHONEIf 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.

ESCAxxess IP SoftPhone User Guide

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DEVICAxxess IP So Click on the right top corner of the dialog box or Cancel. This will terminatethe IP SoftPhone application.To cancel the option:Once the Axxess IP SoftPhone is installed, the software must be configured asdescribed below:

E IDWhen the IP SoftPhone first runs, a Device IDdialog box will appear, shown on the right, andyou must enter a Device ID. The Device ID is anumber that is used to connect an IP SoftPhoneto an IP Card (IPC) circuit. IPC and IP Soft-Phone use the same ID to identify the connect-ing device. The Device ID is normally providedby the IPC administrator who has access to the IPC. The format of the Device ID is12 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 AccessControl) address of the connecting device.

NOTE: If you are using an IP Phone+ and want to switch to an IP SoftPhone, youmust disconnect the existing IP Phone+ connection and reconnect with the IP Soft-Phone by launching the application. Ensure the Device Type in IPC Programming isset to any and that both IP Phone+ and IP SoftPhone have the same Device ID sothat 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. Theapplication will automatically insert leading zeros. For instance, if the device IDis 000000000012, you only need to enter 12. The system will insert the leadingzeros.

NOTE: If you enter an invalid length or invalid character such as000000000000 or FFFFFFFFFFFF, an error dialog will appear. Consult yourIPC administrator for a correct Device ID.5ftPhone User Guide

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CONNEentered the Device ID, the ID you entered will automatically appear.continued on next page6CTIONTo change the settings, select Settings on the Progress Bar window. The Preferencesdialog box, shown below, will appear.

IP SoftPhone Device ID: This is an ID for the IP SoftPhone. If you have alreadybut it still does not work, then ask the IPC administrator to check the device typeon the IPC and make sure it is configured to accept an IP SoftPhone connection. ESS BARDuring the connection, the Progress Bar win-dow, shown on the right, appears. This win-dow allows you to change the connectionsettings (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 invalidDevice ID and/or Remote IP Card IP Address. Contact your IPC administrator andget the correct the Device ID and/or Remote IP Card IP Address, then try again. Itcould also be that you have entered a valid device ID and/or Remote IP Card IPAddress but that the IPC is not configured to accept the IP SoftPhone. The IPCmay be configured to accept only an IP Phone+ or something else. If the personthinks they have entered the correct device ID and/or Remote IP Card IP Address,Axxess IP SoftPhone User Guide

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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 dia-log box will automatically insert leading zeros. For instance, if the device IDis 000000000012, you only need to enter 12.

NOTE: If you enter an invalid length or invalid character such as000000000000 or FFFFFFFFFFFF, an error dialog will appear. Consultyour 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 Soft-Phone is connected to a physically different LAN or subnet, the IPC IP Addressis required in order to establish connection between Axxess system and IPC. TheIPC 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 num-

ber [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 socketconnection. 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 IPCadministrator.

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 IPSoftPhone is connected to. If the IP SoftPhone is currently connected to the IPCserver, the IPC IP address will be displayed as shown on the screen on page 6. Ifit is not connected, it will display Not Connected in the field.7ftPhone User Guide

PASSWORDYou can set the IP SoftPhone password for security purpose. It prevents other peoplefrom launching your IP SoftPhone on their PCs. Without the password, if other people

FINISH8To 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 applica-tion will not ask for a password every time youlaunch, check Remember Password. If you selectOK without checking the Remember Password flag,next time you launch the application, the Enter Pass-word dialog box, shown on the right, will appear. If the invalid password wereentered three times, the application will shut down.


EDOnce the connection is established, the Progress Bar window will close and the IPSoftPhone display will appear.

NOTE: The Settings tab in the Preferences dialog box contains settings for AlwaysOn 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 ini-tial configuration. You may program them later using the Settings menu (see page 24).trator.knew your IP SoftPhones device ID and the IPC IP address (Remote IP CardAddress), they could connect as you and run your IP SoftPhone on their PCs. There-fore, it is highly recommended to set the password. The password is stored in the IPCand normally provided by the IPC administrator. It is not necessary to make up yourown password. The maximum length of the password is 9-character long and it mayinclude any characters including spaces. They are case sensitive.

NOTE: DO NOT change the password unless instructed to do so by the IPC adminis-Axxess IP SoftPhone User Guide

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VOICE (6) To change the sound card setting to use full-duplex mode, consult your IPCadministrator.Axxess IP Sosage on the other Sound Recorder.d Quality IssuesFor optimal sound quality, the user's PC must have the following minimum hardwarerequirements: Pentium 200 MHz (or higher) Processor 32MB (or more) RAM Multimedia Capability

CONNECTIONThe IP SoftPhone application provides an audio connection that allows you to useyour PC audio devices (PC sound card, speakers, and microphone) to listen to audioand talk to caller. The application sends user datagram protocol (UDP) voice packetsto an IP Card on your PC or vice versa.In order to provide optimal sound quality, the PC sound card must be set to full-duplex mode. Depending on the card types, some sound cards may not support full-duplex 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 Pro-

gram - Accessories - Multimedia -Sound Recorder. The Sound Recorderdialog 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 mes-

sage 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 youhave full-duplex sound card, you can record a message while playing the mes-9ftPhone User Guide

SPEAKMICROContinued on next page10ERS AND MICROPHONE VERSUS HEADSET WITH PHONE

Although standard PC speakers and a microphone are adequate for IP SoftPhone com-munication, Inter-Tel recommends using a PC headset with its own built-in micro-phone 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 onthe other end will hear his or her voice in the background (echo). Even when using aheadset with a microphone, it is possible that some people will still get echo (audiofeedback).Note that echo can also cause problems with the DTMF digits required by interactivevoice response (IVR) systems, such as voice mail. To prevent DTMF echo, usersshould 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 ( , , or ). 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 multiplevolume control dialog boxes will be displayed on top of the existing one(s). Toadjust the volume correctly, ensure you have only one volume control dialog boxopened.

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To disable the microphone:(1) Select Options - Properties in the

window above. The Properties dialogbox for the playback volume, shown onthe right, will appear.

(2) Disable the microphone by removing

VOLUM

NETWOinclude the speed and capacity of the network configuration, type of connection, rout-ing scheme, and amount of traffic being passed through the network. Inter-Tel hasused 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 invoice quality (distorted sound or static) or cause delays in transmission.The quality of the IP SoftPhone voice transmission, like that of any other devicetransmitting on a data network, is dependent on several variables. These variables canhelp solve certain echo problems.Also, some sound cards have mixing capabilities. In the Windows volume controlapplication (click one of the volume keys; ( , , or ), select Prop-erties from the Options drop-down menu, check Recording, and then select OK. IfMixed input balance is checked, the caller may experience echo even when using aheadset. Uncheck this option and see if the problem disappears. (Note that not allsound cards have this feature.)

RK QUALITY

VOL + VOL - VOL SAVEOne way to control audio quality and/or feedback problems is to adjust the PCs audiocontrols. For example, lowering the speaker volume and the microphone gain maythe check mark from the Mic box in thevolume control field and select OK.

E CONTROLS11ftPhone User Guide

Using Axxess IP SoftPhoneABOUT 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.)12The 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:

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LCD WITH SIX16-CHARACTER LINES

8 LCD MENUSELECTION KEYS

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CONTROL

FEATUREKEYS

SPECIALKEY

NOTE: The buttons on the IP SoftPhone are called keys. The keys are used fordialing and for access to the features of the Axxess telephone system andAXXESSORY Talk voice mail system. The keys are shown as they appear in thedefault configuration, yours my have been programmed differently. Axx 13ess IP SoftPhone User Guide

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SPCLenter a feature code while on a call14call the volume

Special key If the Special key is required for featurecode entry in your telephone system, youmust always press before dialing afeature code. Otherwise, you only need it to

SPCLFeature Key FunctionsThe IP SoftPhone is designed to allow customized feature key layouts. Your trainer orIPC administrator can tell you how your specific phone is arranged. Also, if yourphone has been reprogrammed so that its feature keys do not match the feature keysdescribed in this user guide, refer to the Inter-Tel Axxess Administrator's Guide forprocedures on using feature codes. Default feature codes are listed at the back of thisuser guide.

KEY FUNCTION ACTION REFERENCE PG NUMBERSAnswer call Press page 31, 33Place call Press and dial number page 32

CALL or LINE

Answer a call or select an outside line

Press unlit key to select an outside line orflashing key to answer a call

page 30, 32

Access intercom call Press to access the call page 30Use Do-Not-Disturb mode

Press unlit to turn on Do-Not-Dis-turb or press lit key to turn it off

page 47

Place a conference call

Press and dial number you wouldlike to add to the conference

page 37

Put call on hold Press page 36Transfer a call Press and dial destination number page 41View or dial system speed dial numbers

Press to view the number or selecta line then press the key to dial

page 45

Redial a telephone number

Press page 46

Put a call on the speaker

Press and hang up

Leave or listen to a message

Press page 63

Mute the microphone Press page 37Forward call Press and dial destination number page 43Adjust volume during Click , , or to adjust page 54

ANSWER ANSWER

OUTGOING OUTGOING

IC IC

DND DND

CNF CNF

HOLD HOLD

TRANSFER TRANSFER

SYS SPD SYS SPD

REDIAL REDIAL

SPKR SPKR

MSG MSG

MUTE MUTE

FWD FWD

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LCD Display Menu KeysThe top two lines of the IP SoftPhone display are used to show call information andmessages. The remaining four lines are used to display a menu of options that changesAxxess IP Soaccording to the feature you are using. To select an option, simply press the menuselection key closest to it. When there is only one option on a line, like DO NOT DIS-TURB, pressing the key on either side of the line will select that option.

The following are common abbreviations you may see on your display:ACCT CODE Account CodeCNF ConferenceDEST DestinationDIR DirectoryDND Do-Not-DisturbEXT ExtensionMSG MessageRCL RecallSPKR SpeakerSPKRPHN SpeakerphoneSTN SPD Station Speed DialSYS SPD System Speed DialTFR TransferTG Trunk Group (a group of outside lines)TRNK Trunk (an outside line)

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Key16board BindingsThe IP SoftPhone provides useful binding keys on the PC keyboard that functionexactly same as the keys on the IP SoftPhone keyset display. The keys are as follows:

Ctrl+1

Ctrl+2

Ctrl+3

Ctrl+4

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

F7

F9

F2

Ctrl+

Ctrl+z

F6

F8

F10

F12

Ctrl+

Ctrl+ or

F3

F11 / Backspace

1

4

7

*

2

5

8

3

6

9

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orShift+8

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ABOUTWha

WHAT Make database changes, such as programming user names, toll restriction,do-not-disturb messages, and extension numbers

Continued on next pageAxxess IP Soselect a restricted line, dialed a restricted or invalid number, dialed too slowlybetween digits, or waited too long before performing the next step. If you hearthis signal, hang up and try again.

Each phone in your telephone system has an extension number that allows you toplace intercom calls to it. Some phones belong to hunt groups that have specialextension numbers which route your call through the phones in the group. Yourtrainer or IPC administrator can provide you with a list of extension numbers foryour telephone system.

Some IP SoftPhones have red/green lamps in the feature keys. If you have one ofthese phones, and your telephone system is programmed to use them, the lampswill be green if the associated call is ringing, holding, or active on your phoneand will be red if the call is on another phone. (An exception to this would be ifthe programmer has determined that calls that ring in directly to your phone willalways have red lamps.)

THE ADMINISTRATORS CAN DO FOR YOUThere are two types of Administrators: Axxess IPC administrator and AXXESSORYTalk Voice Mail Administrator. Often these duties are assigned to the same person ora 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 numbersthis happens, you must start over. Four fast tones or repeating fast tones signal that you made a mistake, tried to YOUR PHONE SYSTEMt You See and HearThere are a few things you should know about the Inter-Tel Axxess system before youuse your phone: Your telephone system may have one dial tone for both intercom calls and out-

side calls. Or, it may be programmed to have two dial tones: (1) When you pressthe key, you hear intercom dial tone. (2) When you select an outgoingline, you hear standard outside dial tone.

Many features time out if you wait too long before performing the next step. If

SPKR17ftPhone User Guide

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InitiTo 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 yourpassword.Continued on next page

# Listen to the Voice Mail introductionWhen they first reach the voice mail system, callers hear the Voice Mail companygreeting and recorded instructions that tell them how to access the voice mailboxes.Once in a mailbox, they hear the mailbox owners personal greeting.To make it easier to send messages to a large group of people, the Voice Mail IPCadministrator can program group lists of mailboxes. These lists can be used by anyvoice mail user by entering the group lists number instead of a mailbox number.

alizing Your MailboxThe first time you use your voice mailbox, you must initialize it. The Voice Mail sys-tem will instruct you to: Change the default password number to a personal password Record a name to identify yourself in the company directorymailbox can be programmed to signal a non-matching extension number when itreceives a message. Voice Mail Administrator: The AXXESSORY Talk Voice Mail Administratorhas a special type of voice mailbox that allows him or her to perform the follow-ing 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, referto the Inter-Tel Axxess Administrator's Guide (part number 550.8001).

AXXESSORY TALK VOICE MAILThe AXXESSORY Talk Voice Mail system allows callers to send and receiverecorded messages from any station or touch-tone telephone.The telephone system users are assigned voice mailboxes that usually have numbersthat match the users extension numbers. However, sometimes an unassociatedAxxess IP SoftPhone User Guide

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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 if you wish to re-enter your password.) The system prompts you to record your directory name.

(6) After the tone, record your first and last name. When finished, press or theminus (-) key.

(7) Press or the minus (-) key again to accept the name. (Or, press to replaythe name you just recorded, press to add to your name, or press to eraseand re-record it.)

(8) The system then plays a prompt that introduces you to the basic Voice Mail fea-tures. (You can skip this introduction by pressing or the minus (-) key, ifdesired.)

For complete instructions on using AXXESSORY Talk Voice Mail, see page 62.

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#19ftPhone User Guide

IP SoCUSTOTo 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.20Key FontYou can change font style and front size of the keyset display. When you select SetFont, the screen shown below will appear.Set ftPhone FeaturesMIZING KEYSET SETTINGSAxxess IP SoftPhone offers severalbasic features to customize your key-set settings. Right-clicking the mousebutton on the IP SoftPhone back-ground area will display the optionmenu as shown below. The details ofthe features are described in the fol-lowing pages. Axxess IP SoftPhone User Guide

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Set Background ColorYou can change background color and

PrefAxxess IP Sofeature key colors of the keyset display.When you select Set BackgroundColor, the screen shown below willappear.To change the background color: Select the desired color from the

Swatches window. The color youselected will appear in the Pre-view field. Then select OK. Inaddition, you can select colorsbased on the HSB and RGB colormodels.


erencesThe IP SoftPhone allows you to change the connection settings (Device ID, RemoteIP Card IP Address, UDP (User Datagram Protocol) General Purpose Port, and the IPSoftPhone password. When you select Preferences, the screen shown below willappear. 21ftPhone User Guide

22Connection IP SoftPhone Device ID: This is an ID for the IP SoftPhone. The IPC adminis-

trator 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 dia-log box will automatically insert leading zeros. For example, if the device IDis 000000000012, you only need to enter 12.

NOTE: If you enter an invalid length or invalid character such as000000000000 or FFFFFFFFFFFF, an error dialog will appear. Consultyour IPC administrator for a correct Device ID.


Remote IP Card IP Address: This is an IP address for the IP Card. If the IPSoftPhone is connected to a physically different LAN or subnet, the IPC IPAddress is required in order to establish connection between Axxess system andIPC.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 socketconnection. 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 IPCadministrator.

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 IPSoftPhone is connected to. If the IP SoftPhone is currently connected to the IPCserver, the IPC IP address will be displayed as shown on the screen on the previ-ous page. If it is not connected, it will display Not Connected in the field.Axxess IP SoftPhone User Guide

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Password You can set the IP SoftPhone password for security purpose. It prevents other peoplefrom launching your IP SoftPhone on their PCs. Without the password, if other peopleknew your IP SoftPhones device ID and the IPC IP address (Remote IP CardAddress), they could connect as you and run your IP SoftPhone on their PCs. There-fore, it is highly recommended to set the password. The password is stored in the IPCand normally provided by the IPC administrator. It is not necessary to make up yourown password. The maximum length of the password is 9-character long and it mayinclude any characters including spaces. They are case sensitive. NOTE: DO NOT change the password unless instructed to do so by the IPC adminis-trator.

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 applica-tion will not ask for a password every time youlaunch, check Remember Password. If you selectOK without checking the Remember Password flag,next time you launch the application, the EnterPassword dialog box, shown on the right, will appear. If the invalid passwordwere entered three times, the application will shut down.

Once programming is finished, select OK to save the changes. Or, select Cancel toexit the dialog without saving the changes.

NOTE: In order for the new settings to take effect, you must save the changes, thenexit and restart the IP SoftPhone application.23ftPhone User Guide

24SettingsWhen you select Settings in the Preferenceswindow, the window shown on the rightappears. Always On Top: When this option is

checked, the IP SoftPhone will alwaysappear on top on any application. Forexample, when you launch a Word appli-cation, the IP SoftPhone will appear ontop the Word application. By default, thisoption 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 Soft-Phone keyset display is minimized, when you receive an incoming call or areminder message, the IP SoftPhone will maximize the keyset display and pop upon 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 keybuttons will appear with 3D buttons instead of 2D buttons as shown below. (Toincrease the refresh rate, it is recommended to use 2D buttons.) By default, this isset to 3D buttons.

To change the button to 2D buttons: Check Use 3D Buttons in the option menu.

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Use Voice Buffer: In environments where there is heavy network traffic, theaudio quality of the IP SoftPhone may be effected. The symptom is a loss ofaudio (i.e., the call is choppy). This is caused by lost packets (the audio packetsof voice never make it to the receiving device), or they arrive too late to beplayed in the correct order (known as jitter). If the symptoms described aboveoccur, enable the Voice Buffer option. Enabling this option holds voice transmit-ted from the source device for a period of time to allow a smooth generation ofvoice on a network that delivers packets in variable amounts of time.

NOTE: The Voice Buffer results in better sounding voice, but adds to delay whenthe voice packets are played during the call.

CAUTION

DO NOT enable this option under normal network traffic (not heavy). It willTo improve audio quality: 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 withoutchanging your PCs multimedia volume setting. Select a value (1-9) by whichyou want to increase the incoming (receive) sound volume for all IP SoftPhonecalls.

not improve audio quality, but cause more delay. 25ftPhone User Guide

DSS Map

NOTE: The DSS Map option menu appears only when the DSS keymaps are pro-grammed to the associated circuit in the Axxess Database program.26The IP SoftPhone supports up to 60 DSS keymaps. DSS keymaps provide one-keyaccess 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 x768 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.Axxess IP SoftPhone User Guide

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DIAGNOSTICSThe window shown on the right is usedto diagnose whether you have the opti-mum frame lengths for the audio driverAxxess IP Soand IPC. Having optimum frame lengthsfor audio driver and IPC will helpreduce extra jitter problems as describedon the previous page. The window isused only for reference purpose and thesettings cannot be changed on this win-dow.

Audio Driver Frame Length (ADFL) and Current Frame Length Setting(CFLS): To avoid extra jitter problems, you should have appropriate framelengths for the audio driver and IPC. The Audio Driver Frame Length is the aver-age frame length (milliseconds) that the IP SoftPhone receives from the audiodriver on your PC. The Current Frame Length Setting is the frame length (ms) ofthe voice packets that IPC expects to receive from the IP SoftPhone.Depending on the audio driver installed, the frame length varies. For best results,the IPCs Audio Frames/IP Packet setting should be an even multiple of theaudio drivers frame length. For example, if the audio driver is using 30 msframes, the IPC should use 30 or 60 ms frames (the IPCs Audio Frames/IPPacket setting should be 3 or 6). If the audio driver is using 60 ms frames, theIPC should use 60 ms frames (the IPCs Audio Frames/IP Packet settingshould be 6). If the IPCs setting is set to lower than the audio drivers frame length, consultthe IPC administrator who has access to the IPC to adjust the IPCs setting.

NOTE: If you are satisfied with the audio quality even though the setting is incor-rect, you do not have to change the IPC setting. In most cases, it will not matter ifthe setting is incorrect. The IPC will simply detect extra jitter, handle it with its jit-ter buffer, and play the audio correctly. 27ftPhone User Guide

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ProTo cancel the option: Select Cancel.28(2) Enter the desired name (up to 10 characters) inthe text box and select OK.

(3) If the key had been programmed, the LCDdisplay will show the name and the numberthat are currently programmed. If you knowthe feature code, enter (or overwrite if the cur-rent code exists) the feature code in the KeyValue field, shown on the right, using the key-pad on your keyboard (if Num Lock isenabled). OR select IC DIRECTORY or FEATURE DIR to search a desired extensionnumber or feature name and the code.

(4) After finished programming, the LCD display will automatically return to themain display.mouse. The Set Key Label option menu willappear as shown on the right.MIZING FEATURE KEYSYou can customize any programmable feature keysas desired. If you move the mouse to the desiredprogrammable feature key and right-click themouse on the keyset display, the option menu willappear as shown on the right. The available options are as follows:

gramThis option allows you to customize programmable feature keys.To customize the programmable feature key:(1) Move the mouse pointer to the desired pro-

grammable feature key and right-click theAxxess IP SoftPhone User Guide

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CanTo close the option menu: Select Cancel from the option menu.Axxess IP SoTo cancel the option: Select Cancel.

iewThis 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 right-

clicking the mouse. The feature name currently programmed on the key will be displayed on the LCD

display.

celThis will close the option menu.based on the HSB and RGB color models.To cancel the option: Select Cancel.

ColorYou can change the color of feature key of thekeyset 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 willappear in the Preview field. Then selectOK. In addition, you can select colorsOK.(1) Move the mouse pointer to the desired pro-grammable feature key and right-click themouse.

(2) Select Set Label. The Set Key Labeloption menu will appear as shown on theright.

(3) Enter the desired feature name (up to 10 characters) in the text box and selectTo change the label name of the programmable feature key:LabelThis option allows you to change the label name of programmable feature keys. 29ftPhone User Guide

Telephone System FeaturesINTERCOM CALLS

Placing Intercom CallsThe BasicsTo place an intercom call:(1) Click and wait for a dial tone. SPKR30(2) Move the mouse pointer to the dial pad on the IP SoftPhone and click desirednumbers. OR enter dial numbers using the keypad on your keyboard (if NumLock is enabled). The LCD will display the digit as a digit is entered.

OptionsIf there is no answer or the phone is busy when you place an intercom call, you cando any of the following: You can leave a message: Press or the LEAVE MESSAGE menu key.

Then press lit 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 theirmailbox. (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 follow-ing: 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, thenpress lit to hang up.When the phone is available, your phone rings. (Tocancel the queue request before the callback, press .

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Receiving Intercom CallsThe BasicsTo 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 or .

OptionsTo disable your phones handsfree answering feature and make all incoming callsring until you answer them: Press on the keyboard or using a mouse. (Repeat this step if you want

to turn handsfree answering on again.)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.) 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.)

SPKR ANSWER

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OUTSIDE CALLSPlacContinued on next page32ing Outside CallsThe BasicsTo place an outside call:(1) Click OR press on the keypad.(2) Dial the desired number. (If you see a request for an account code and hear a sin-

gle progress tone, you must dial an account code before you can place your call.)

(3) When finished with the call, press lit to hang up.

NOTE: If an IP SoftPhone user dials 911 from a remote location, the call will beplaced from where the Axxess System is located. Since 911 services use caller ID tohelp locate the caller, emergency service could be misdirected or delayed. Also, the911 service contacted may be local to the Axxess, but not to the IP SoftPhone. Ensureto use a local telephone line for placing emergency calls. Also note that the IP Soft-Phone will not function in the event of a power failure at either the local site or theAxxess location.

OptionsDepending on how your system is programmed, you may be able to use one of thefollowing methods to select an outgoing line, instead of pressing the OUTGOINGkey: 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 93000-

93107). 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 isavailable: To request a callback (queue on to the line): When you hear busy signals, press

the QUEUE menu key and press lit to hang up.When the line is avail-able, your phone rings. (To cancel the queue request before the callback, press

.

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UsinYour customer service representative or IPC administrator can tell you which types ofaccount codes are used on your telephone system.To enter an optional account code: While on an outside call, press , dial , and then dial the optional

account code. If the account code is not immediately accepted, press .

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#call, as described on the preceding page. Optional account codes that can be entered at any time during a call. Press the SEND TO V-MAIL menu key to transfer the call directly to your VoiceMail 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 .(2) Dial the extension number where the call is ringing or holding.

g Account CodesIf your telephone system is programmed to use the Station Message Detail Recording(SMDR) feature, the system will periodically print out a record of telephone callsplaced from the phones within the system. Account codes can be used to add informa-tion 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

4 Press the flashing LINE key, if you have one.Instead of answering, you can send the call to your Voice Mail mailbox: 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.

wering Outside CallsThe Basics Start talking through your microphone OR click or .

OptionsDepending on how your system is programmed, you may be able to use one of thefollowing methods instead of pressing the ANSWER key: Press the flashing CALL key, if you have one.

SPKR ANSWER33ftPhone User Guide

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Call

Call ANSWER: This answers the ringing call. (If you did not place the currentcall 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 andblocks the call. (See page 47 for more information about do-not-disturb.) End your current call, place it on hold, and/or use one of the following menukeys: Announce Only Calls: Before Voice Mail transfers a call to you, a promptasks the caller to record his or her name. When you answer, you hear You have acall from (caller's name).

Screened Calls: Before Voice Mail transfers a call to you, a prompt asks thecaller to record his or her name. When you answer the call from Voice Mail, youhear, 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 . To send the call to voice mail, press the SEND TO V-MAIL menu key or

.

To forward the call to another extension, press the FORWARD menu key or and then enter the extension number.

To refuse the call, press the REFUSE menu key or .

WaitingIf you receive a call while you are already on another call, you will hear a call wait-ing tone and/or you will see a display.To respond to a waiting call (you hear a single tone and a key is flashing):

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3be unannounced (as usual), or one of the following may occur:To set an account code for all calls placed from your phone: Dial 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 phoneuntil it is disabled.

To disable the code: Dial again and then press .

ScreeningThis feature is available only if your telephone system is equipped with an AXXES-SORY Talk voice processing unit. The call screening Transfer Method options canbe programmed through your voice mailbox (see page 67). Depending on the TransferMethod programmed for your phone, transferred calls from AXXESSORY Talk may

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Displaying Date, Time, Name, and Extension NumberThis feature temporarily displays the system date and time, user name, and extensionnumber 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 and dial .

Displaying The Outside Partys NameWhen you enter the following feature code, while connected to an outside call withCaller ID, the display will switch between the callers name and number. If there is nooutside party name available, the display shows CANNOT ACCESS FEATURE.To show the outside partys name: Press and dial .

Performing A Hookflash During A CallA timed hookflash (a quick hang up and release) may be required for certain tele-phone company services. This feature code sends a hookflash over the outside line.To generate a hookflash while using a line: While on a call, press the FLASH menu key OR press and dial

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PLACING CALLS ON HOLDThere are two ways to place a call on hold. The first procedure places a call on indi-vidual 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 reversetransfer (call pick-up) feature.

An outside call on System Hold can be picked up directly at any keyset thatshows 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 or the HOLD menu key.

(2) Press lit to hang up OR place another call.(3) To return to the call, press the flashing key.

HOLD

SPKR36To place an outside call on System Hold:(1) Press and dial .(2) Press lit 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 .(2) Dial the extension number where the call is holding.

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USING THE SPEAKER AND MICROPHONEMuting The Microphone

To mute the microphone so that you can hear the other party but they cannot hearyou (this does not put them on hold): Press or the MUTE menu key.

To return to the call, press or the UNMUTE menu key.

Group Listen Using The Speaker

MUTE

MUTEAxxess IP SoThe Group Listen feature allows you to transmit a conversation over the speakerwhile using a headset. This allows other people in the room to listen to the conversa-tion. However, the microphone remains disabled so that only you can speak throughthe handset or headset.This feature cannot be used on a handsfree call. You must be on a call using a headsetbefore entering the feature code.

NOTE: Since the IP SoftPhone requires speaker or headset to transmit audio, enablingthis feature will not affect its function. Other people in the room can listen to the con-versation 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 and dial . You hear a

confirmation tone and the display shows GROUP LISTEN ON or GROUPLISTEN OFF. (The other party will not hear the confirmation tone.)

NOTE: If you are using the handset, the SPKR key lamp will remain unlit, eventhough the speaker is on.

SPCL 3 1 237ftPhone User Guide

PLACING CONFERENCE CALLS38You can establish multi-party conference calls without operator assistance. You canplace any combination of up to three intercom or outside parties in the conference.

The Basics(1) While on the first call, press or the CNF menu key to put the call on

hold. (2) Place another intercom or outside call. Place it on hold by pressing flashing

or CNF. (If necessary, repeat this step to place one more call on hold.)

(3) Press or the CONNECT TO CONFERENCE menu key to join all ofthe calls together in the conference.

OptionsDuring the conference call you can do the following: Place the conference on hold: Press the HOLD menu key. This places the confer-

ence on hold (the parties are still connected). To return to the conference, pressflashing .

Drop out of the conference: Press flashing . Then press lit to hangup. This removes your phone from the conference, but leaves the other partiesconnected.

Add additional parties to the conference: Do the following: Press the ADD PARTY menu key. This leaves the conference parties con-

nected. Place a call to the party to be added to the conference. Press lit twice (or press lit 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

and then press to place all of the parties on individual hold. Youcan then speak to one party at a time by pressing or a flashing key.

Mute your microphone: Press or the MUTE menu key. This turns yourmicrophone 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 orthe TRANSFER CNF menu key and dial the desired extension number. Thenpress or lit to hang up when you are ready to complete the transfer.

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USING THE MESSAGE KEYIf you call a phone that is busy, does not answer, or is in do-not-disturb, you can usethe Messaging feature to let the other person know you called. To signal that a message is waiting, a keysets MSG key flashes and the display showsthe number of waiting messages. (If you leave a message for a single-line set, the userwill 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.

LeaAxxess IP SoTo cancel a message that you left at another phone:(1) Press and then the CANCEL MESSAGE menu key.(2) Dial the extension number of the phone where you left the message.

MSG(2) Dial the desired extension number. Leave a message with the called party's message center (which can be a per-son or voice mail): When the party you called responds to the message, a call isautomatically placed to his or her message center instead of your phone.

ving MessagesThe BasicsTo leave a message:(1) While on an intercom call, press or the LEAVE MESSAGE menu key.

(2) Press lit to hang up OR wait for the message center to answer.

OptionsTo leave a message without placing an intercom call:(1) Press and then the LEAVE MESSAGE menu key.

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Receiving MessagesThe BasicsWhen you see a flashing MSG key: Press flashing . A call is automatically placed to the phone or message

center that left the displayed message.

OptionsTo 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 PREVIOUSor 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 or the VIEW MESSAGE menu key to view the message

to be canceled.

(2) Press or the DELETE menu key to cancel the displayed message.

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TRANSFERRING CALLSTran

Trancaller being transferred by pressing the flashing key.Axxess IP So(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 to hang up to complete the transfer.

If you want to send the call to the Voice Mail main menu (so that the caller canselect the mailbox number), press lit to hang up to complete the transfer.

sferring To An Outside Number(1) Press 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 to hang up tocomplete the transfer.If the number is busy, there is no answer, or the transfer is refused, return to the

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TRANSFER

SPKRTransferring To Voice Mail(1) Press or the TRANSFER menu key. TRANSFERcaller being transferred by pressing the flashing key.

NOTE: If the special Transfer-To-Connect option has been programmed for yourphone, a transferred call connects immediately once the transferring party hangs up. (Ifthe option is disabled, you must press a Call key to answer the transferred call.) (4) If the number is busy, there is no answer, or the transfer is refused, return to thesferring To Another Extension(1) Press 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 MESSAGECENTER menu key.

(3) Wait for an answer, announce the call, and then press lit to hang up tocomplete the transfer.

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To Pick Up (Reverse Transfer) A Call From Another Extension:

(1) Dial .(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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FORWARDING CALLSManual Call Forwarding

AutAxxess IP So NO ANSWER: All incoming calls are forwarded if they are not answeredbefore a timer expires. (This timer is adjusted by the installer; it cannot bechanged at your phone.)

BUSY: When your phone is busy, all incoming calls are forwarded withoutringing at your phone.

NO ANSWER/BUSY: All incoming calls are forwarded if your phone isbusy 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 , then press the FWD OFF menu key.

omatic System ForwardingYour phone may be programmed with the automatic call forwarding feature calledSystem Forwarding. If so, you can use the following procedure to turn the SystemForwarding feature on and off.To enable or disable System Forwarding: Dial .

FWD

3 5 4 ALL: All incoming calls are forwarded without ringing at your phone.With manual call forwarding, you can choose to send incoming calls to another exten-sion number. You may also be able to forward calls to outside numbers, if your phoneis programmed to allow it.To forward calls: Press and then press one of the following menu keys:FWD43ftPhone User Guide

STATIOStorTo view the current programming of Station Speed-Dial keys:(1) Dial .(2) Press the Station Speed-Dial key to be viewed.

(3) Press to exit.

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SPKR44N SPEED DIALINGing Speed-Dial Numbers On Your PhoneYou can store up to 10 personal speed-dial numbers and associated names in stationspeed-dial locations 0-9. These locations are then dialed using a feature key or codeplus one of the numbers 0-9 on your keypad. Or, if you have programmable featurekeys, you can create Station Speed-Dial keys (as described on page 53) for one-touchspeed dialing.To program your station speed-dial locations:(1) Dial .(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 to leave a space. Press if you need to backspace.

NOTE: If you would like to enter slash (/) or pound (#) key, use the Keypad keyson 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 to

leave a space. Press if you need to backspace.

To enter the numbers:

Enter the desired numbers using the keyboard. Press to leave aspace. Press if you need to backspace.

HINT: If you want to be able to dial outside telephone numbers without firstselecting an outgoing line, enter a line access code (such as the Outgoing Callcode 8) before the outside telephone number.

(6) Press the ACCEPT menu key to save the number.

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To erase a station speed-dial name and/or number:(1) Dial .(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 repeatedly until the name is erased.

(4) Press , the ACCEPT menu key, or the minus (-) key on the keypad to con-tinue.

(5) To remove the number, press repeatedly until the number is erased.

(6) Press , the ACCEPT menu key, or the minus (-) key to exit.

Dial

SYSTE

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Backspace

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Backspace

#(3) To dial the displayed number, press , the ACCEPT menu key, or the minus (-)key on the keypad.

#To view and/or dial system speed-dial numbers:(1) Press OR dial .(2) Dial the location code (000-999) for the desired number. The number is dis-

played.

SYS SPD 3 8 1locations 000-999. These speed-dial numbers can then be dialed using a featurecode or the SYS SPD feature key, plus one of the location numbers 000-999.ing Station Speed-Dial NumbersIf necessary, select an outgoing line.

Using a location number: Dial and then the desired station speed-dial location number (0-9).

Using a Station Speed-Dial key: Press the desired Station Speed-Dial key.

M SPEED DIALINGYour IPC administrator can store up to 1000 speed-dial numbers in system speed-dial

3 8 245ftPhone User Guide

REDIALING A NUMBER

USING46 THE DIRECTORIESThe 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 findthe closest match and show the number and its associated name on your display. Ifdesired, 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 FEATUREDIR).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. To redial the saved number: While on a call or after selecting a line, press. A line is selected automatically and the number is dialed.REDIALIf you reach a busy number, are disconnected, or if there is no answer, the number inyour redial memory can be redialed easily. An outside line is automatically selectedand the telephone number is redialed. Your phone can be programmed to store, in redial memory, the last outside telephonenumber that you dialed or an outside telephone number that you saved. (Your traineror IPC administrator can tell you whether your phone is programmed for Last Num-ber Dialed or Last Number Saved operation.) Choose the appropriate procedurefor your phone:To use the Last Number Dialed feature (if enabled): EITHER, press . A line is selected automatically and the number is dialed.

OR, press the OUTGOING or OUTSIDE CALL menu key and then the REDIALmenu 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 .

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USING

0000000001(4) Press lit .Continued on next page

SPKRAxxess IP SoTo enter the letters or numbers:

Click the USE ALPHA MODE menu key or . Then, enter thedesired letters or numbers using the keyboard. Press to leave aspace. Press if you need to backspace.

NOTE: If you would like to enter slash (/) or pound (#) key, use the Keypad keyson the keyboard or the Dialpad keys on the screen.

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Spacebar

Backspace(2) Dial the desired two-digit number for the message you wish to use OR press theSCROLL menu key (and PREVIOUS or NEXT) to scroll through the messages.

(3) If desired, customize the second display line by entering the desired numbers orletters (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 to leave a space. PressBackspace if you need to backspace.

Spacebar DO-NOT-DISTURB MODEPlacing your phone in do-not-disturb halts all pages and calls to your phone (exceptfor queue callbacks, recalls, and direct ring-in calls). Other users calling your phonehear a repeating signal of four fast tones. If they have a display, they also see the do-not-disturb message you have selected. There can be up to 20 different Do-Not-Dis-turb messages in your telephone system. They can be changed by the IPC administra-tor, installer, or programmer. Your trainer or IPC administrator will give you a list ofDo-Not-Disturb Messages for your system. You can list them here for your conve-nience:

To enable do-not-disturb:(1) Press or the DND menu key.

DEFAULT MESSAGE NEW MESSAGE DEFAULT MESSAGE NEW MESSAGE1 DO-NOT-DISTURB 11 OUT OF TOWN TIL2 LEAVE A MESSAGE 12 OUT OF OFFICE3 IN MEETING UNTIL 13 OUT UNTIL4 IN MEETING 14 WITH A CLIENT5 ON VACATION TIL 15 WITH A GUEST6 ON VACATION 16 UNAVAILABLE7 CALL ME AT 17 IN CONFERENCE8 AT THE DOCTOR 18 AWAY FROM DESK9 ON A TRIP 19 GONE HOME0 ON BREAK 20 OUT TO LUNCH

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To cancel do-not-disturb mode: Press lit .

USINGDNDcall to the device. If your site has limited bandwidth, limit pages.your system is equipped with optional external paging equipment, announcements canalso be made through the external speaker(s).There can be up to 10 paging zones. Each paging zone can contain different combina-tions of keysets and the external paging equipment. Your trainer or IPC administratorcan tell you how your paging zones are programmed. You can list them here for yourconvenience:

NOTE: Using paging on an IP SoftPhone consumes as much bandwidth as a telephone

0 _______________________ 5 _______________________ 1 _______________________ 6 _______________________ 2 _______________________ 7 _______________________ 3 _______________________ 8 _______________________ 4 _______________________ 9 _______________________PAGINGThe Paging feature allows announcements to be made through keyset speakers. If RECORD-A-CALLIf your telephone system is equipped with an AXXESSORY Talk voice processingunit, your phone may be programmed to use the Record-A-Call feature. If so, you candial a feature code whenever you want to record an ongoing call in a mailbox mes-sage. You can retrieve the message later, just as you would any other mailbox mes-sage.To use the Record-A-Call feature:(1) While on a call, press and dial OR press the RECORD-A-

CALL menu key.(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 and dial OR press theCANCEL RECORDING menu key OR press lit to hang up.

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Making Pages(1) Dial .(2) Dial the desired zone number (0-9).(3) After the tone, make your announcement.

(4) Press lit to hang up.

To Turn Paging On Or OffYou can prevent your phone from receiving pages or allow it to receive pages againusing the Page Remove/Replace feature code described below. If your phone isassigned to more than one page zone, all zones are removed or replaced at once; youcannot turn off individual zones.

Dial to turn paging on or off.

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REMINmessage display): Press or the asterisk (*) key on the keypad.50(3) While the desired message is displayed, press , the ACCEPT menu key, orthe minus (-) key on the keypad.

(4) Enter the time you wish to receive the message in hours and minutes. For exam-ple, 0900 = 9:00. (If you dial three digits, such as 900 for 9:00, press or theminus (-) key.)If your system is set for 12-hour display format, press the AM or PM menu key. (Ifit is set for 24-hour format, you do not need this step.)

To cancel all reminder message requests before they signal you: Dial .To clear a received reminder message (you hear eight short tones and see a reminder

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3 0 6To request a reminder message:(1) Dial .(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.

06 PLACE CALL 16 TAKE MEDICATION07 CALL CLIENT 17 MAKE RESERVATION08 CALL CUSTOMER 18 REVIEW SCHEDULE09 CALL HOME 19 LUNCH10 CALL CORPORATE 20 REMINDER

3 0 5DER MESSAGESReminder messages are set, like an alarm clock, to signal you at a specified time. Youcan select the message and time up to 24 hours in advance.At the programmed time, the reminder message signals you with eight short tones andyour display shows the message. If your phone is busy, you still hear the tones and themessage displays for 10 seconds during the call, then the display returns after youhang up. (Reminder displays interrupt, but do not affect, programming.)There can be up to 20 different Reminder messages in your telephone system. Theycan be changed by the IPC administrator, installer, or programmer. Your trainer orIPC administrator will give you a list of Reminder Messages for your system. You canlist

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Axxess IP SoftPhone User Guide.pdf

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