MITEL MIVOICE OFFICE 250 BASIC DIGITAL …...2015/10/13 · MITEL MIVOICE OFFICE 250 BASIC DIGITAL...
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MITEL MIVOICE OFFICE 250 BASIC DIGITAL PACKAGE USER GUIDE Version 1 October 1, 2015
Transcript of MITEL MIVOICE OFFICE 250 BASIC DIGITAL …...2015/10/13 · MITEL MIVOICE OFFICE 250 BASIC DIGITAL...
MITEL MIVOICE OFFICE 250
BASIC DIGITAL PACKAGE
USER GUIDE
Version 1 October 1, 2015
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Confidentiality and proprietary statement
This information is SaskTel’s property and it is strictly confidential. Without SaskTel’s prior written permission, this information must not be copied, disclosed or distributed in whole or in part. By receiving this information, the receiving party is bound by these conditions.
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Table of contents
1.0 GENERAL INFORMATION .............................................................................................. 1
1.1 System overview ......................................................................................................... 1
1.2 Support ........................................................................................................................ 2
2.0 SYSTEM SUMMARY ....................................................................................................... 3
2.1 System configuration ................................................................................................. 3
2.2 User access ................................................................................................................. 3 2.2.1 Phone Administrator .............................................................................................................. 3 2.2.2 Voice Mail Administrator ....................................................................................................... 3
2.3 Contingencies and alternate modes of operation .................................................... 3
3.0 USING THE SYSTEM ...................................................................................................... 3
3.1 Auto-Attendant ............................................................................................................ 4 3.1.0 Day Greeting (2503) .............................................................................................................. 4 3.1.1 Closed Greeting (2504) ......................................................................................................... 4
3.2 Call Record .................................................................................................................. 4 3.2.0 Call Recording message (005) .............................................................................................. 5 3.2.1 How to access Call Recordings ............................................................................................ 5
3.3 Restricted Sets ............................................................................................................ 5
3.4 Dynamic Extension ...................................................................................................... 6 3.4.1 Handoff from desk to your mobile device: ............................................................................. 6 3.4.2 Handoff from your mobile device to your desk: ..................................................................... 6
3.5 Door Relay ................................................................................................................... 7
3.6 Call Pick Up ................................................................................................................. 7
3.7 External Music on Hold .............................................................................................. 7
3.8 Sets and Set Operation............................................................................................... 7 3.8.1 8528/68 Telephone quick reference guide ............................................................................ 7 3.8.4 Answering calls ................................................................................................................... 12 3.8.5 Placing emergency calls ..................................................................................................... 12 3.8.6 Placing intercom calls ......................................................................................................... 12 3.8.7 Placing external calls .......................................................................................................... 12 3.8.8 Redialing external numbers ................................................................................................ 12 3.8.9 Using the directory .............................................................................................................. 12 3.8.10 Placing a page announcement ............................................................................................ 12 3.8.11 Call Logging ........................................................................................................................ 12 3.8.12 Transferring calls to other extensions ................................................................................. 13 3.8.13 Transferring calls to an external number ............................................................................ 13 3.8.14 Placing conference calls ..................................................................................................... 13 3.8.15 Forwarding calls .................................................................................................................. 13 3.8.16 Using Do-Not-Disturb .......................................................................................................... 14 3.9.1 Access voice mail away from your desk ............................................................................. 15 3.9.2 Access voice mail away from the office .............................................................................. 15 3.9.3 Access your mailbox from your desk .................................................................................. 15 3.9.4 Listening to messages ........................................................................................................ 15
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3.9.5 Set your password............................................................................................................... 16 3.9.6 Recording your primary and alternate greetings ................................................................. 16 3.9.7 Transferring a caller directly into a mailbox ........................................................................ 17
4.0 ADMINISTRATOR TIPS & TRICKS ............................................................................... 18 4.1 Setting the system date and time ............................................................................................ 18 4.2 Creating System Speed Dial ................................................................................................... 18 4.3 Deleting System Speed Dial names or numbers .................................................................... 19 4.4 Changing user names ............................................................................................................. 19 4.5 Resetting a voice mail passcode ............................................................................................. 19
5.0 PERSONAL SPEED DIALS ........................................................................................... 20 5.1 Adding personal (Station) speed dials to your set .................................................................. 20
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1.0 GENERAL INFORMATION
1.1 System overview
The MiVoice Office 250 simplifies communications, enhances customers service, and increases employee productivity and collaboration while reducing overall telephony costs. The Basic Digital Package is built especially for small businesses and is an ideal solution for businesses with a single location, typically with a first point of contact such as a front desk receptionist. The MiVoice Office 250 Basic Digital Package delivers the following features and applications:
Day and Night Call Routing Messaging features Set Paging Auto Attendant (including back-up) Call Record Restricted Sets Dynamic Extension Door Relay Call Pick Up External Music on hold
The following are some of the benefits received from the MiVoice Office 250:
Owning the equipment saves money Centralized call answering through the MiVoice Office A wide range of features to improve customer service, increase productivity, and reduce
costs A leading edge in technology
Embedded Unified Voice Messaging is also included and offers:
Unified messaging with e-mail synchronization (IP) MP3 and WAV attachments Voice mail Message notification and retrieval Automated attendant Call routing announcements (CRA) Record-a-Call Optional BlackBerry message formatting (BES).
This includes four embedded voice mail ports (up to 32 on the HX Controller) and over 80 hours of voice mail storage (upgradeable to 300 hours). The embedded Unified Voice Messaging forwards voice mail to e-mail in MP3 format and supports the VPIM protocol for voice mail networking. The embedded messaging capabilities offer bidirectional synchronization of deletion and read/heard messages. This synchronization can be associated with e-mail mailboxes stored on Microsoft Exchange, IBM Lotus Notes, or Novell GroupWise. SMTP encryption is used to forward voice messages securely to e-mail servers.
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1.2 Support
For technical support, please call 1-844-SASKTEL. For all programming changes and inquires about your phone system, please contact your SaskTel Representative.
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TEM SUMMARY 2.0 SYSTEM SUMMARY 2.1 System configuration
2.2 User access 2.2.1 Phone Administrator
Extension 221 is known as the Phone Administrator. This phone can be used to perform basic changes to your phone system such as changing the date and time, creating system speed dials, and changing user names.
2.2.2 Voice Mail Administrator
Extension 199 is known as the Voice Mail Administrator. This mailbox is used to access call recordings, record Auto-Attendant greetings, reset passwords, and check to see how much storage is available on the phone system.
2.3 Contingencies and alternate modes of operation
A customer purchased UPS will allow the customer to have service while the power is out for a predetermined amount of time (depending on the UPS they have purchased). If forwarding service is required, Business First must be contacted.
3.0 USING THE SYSTEM
The following customized features should be discussed and configured to your phone system prior to installation. Please contact your Sales prime to inquire or activate the following:
Auto-Attendant (section 3.1)
Call Record (section 3.2)
Restricted Sets (section 3.3)
Dynamic Extension (section 3.4)
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Door Relay (section 3.5)
Call Pick Up (section 3.6)
External Music-on-hold (section 3.7)
3.1 Auto-Attendant
Typically a business will have an Auto-Attendant in their call flow whether it is during the business day, activating it after hours, or having different ones for both. An Auto-Attendant allows callers to be automatically transferred to an extension without the intervention of a receptionist.
3.1.0 Day Greeting (2503)
This must be done from the Voice Mail Administrator’s mailbox (ext 199).
1. Lift the handset and dial 2500 (voice mail). 2. Press * 3. When prompted for a mailbox number enter the Administrator’s mailbox number 199. 4. Enter the password 199 and press #. 5. Press 9 (hidden prompt). 6. Press 3 (recording options). 7. Press 1 (custom recordings). 8. Enter 003 for the Day Greeting recording. To erase and rerecord, press 3. After the tone, begin recording.
For example: “Thank you for calling the (business name). We are currently busy assisting other customers. If you know the extension of the person you are calling please enter it now, or press 0 to leave a message in the general mailbox”.
3.1.1 Closed Greeting (2504)
When the system is in nights, the Closed Greeting message will play.
1. Lift the handset and dial 2500 (voice mail). 2. Press * 3. When prompted for a mailbox number, enter the Administrator’s mailbox number 199. 4. Enter the password 199 and press #. 5. Press 9 (hidden prompt). 6. Press 3 (recording options). 7. Press 1 (custom recordings). 8. Enter 004 for the Closed Recording. The recording will play, at the end of the recording
you will be prompted to Press 3 to erase and rerecord. After the tone, begin recording.
For example: “Thank you for calling (business name), our office is currently closed. Office hours are Monday to Friday from 8 a.m. to 5 p.m. If you know the extension of the person you are calling please enter it now, and if you wish to leave a message in our general mailbox, please press 0.”
3.2 Call Record
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The Call Record feature allows the user to enter a feature code whenever they want to record an on ongoing call. The Voice Mail Administrator can then retrieve the recorded messages, just as they would any other mailbox messages. To record a call:
1. Press the “Special: key and dial 385. The call will record until you hang up or if your call extends 30 minutes.
3.2.0 Call Recording message (005)
This feature allows you to notify the caller that the call is being recorded. This must be done from the Voice Mail Administrator’s mailbox (ext 199).
1. Lift the handset and dial 2500 (voice mail). 2. Press * 3. When prompted for a mailbox number, enter the Administrator’s mailbox number 199. 4. Enter the password 199 and press #. 5. Press 9 (hidden prompt). 6. Press 3 (recording options). 7. Press 1 (custom recordings). 8. Enter 005 for the Call Recording message recording. To erase and rerecord, Press 3. After the tone, begin recording.
For example: “For monitoring purposes, this call is now being recorded”.
3.2.1 How to access Call Recordings
1. Lift the handset and dial 2500 (voice mail). 2. Press * 3. When prompted for a mailbox number, enter the Administrator’s mailbox number 199. 4. Enter the password 199 and press #. 5. Select 1 for New messages (Call Recording) or 3 for Saved messages (Call
Recording). During a message you can perform the following functions: 1) Rewinds the message by 5 seconds.
2) Pauses the message, press # to resume.
3) Forwards the message by 5 seconds.
*) Skips you to the end of the message. After the entire message has played, you can choose from the following options:
1) Replay the message
2) Reply to the message
3) Forward the message
5) Message envelope 7) Delete message 9) Save the message
3.3 Restricted Sets
You can choose to restrict certain phones from placing external calls. Options include restricting the set to:
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On-switch Dialing - Only able to call internally or other extensions on the system
Deny Toll - Able to call internally and any number that is considered to be a local number within your community
3.4 Dynamic Extension
With Dynamic Extension, incoming calls to a user are routed to multiple destinations. For example, the user’s desk phone and mobile phone will ring at the same time. Ringing multiple destinations is called twinning. This feature must be programmed by SaskTel and can be turned on or off at the phone.
Note: Each user with active Dynamic Extension will tie up 2 of your lines for the duration of their calls. Be attentive to how many lines and users you have when asking SaskTel to program this service.
To activate the Dynamic Extension:
1. Press the Special key and dial 364. Dynamic Extension On will display on your screen.
If your screen displays Cannot Access Feature, then this feature has not been
programmed to your desk phone and you will need to contact SaskTel for additional
programming if required.
As a user with Dynamic Extension, you can use the Handoff feature to toggle the call back and forth from your cell to your desk phone.
The Handoff function is useful if the user is leaving the work area but wants to remain
connected to an active call or has answered the call on their mobile device and wishes
to resume the call at their desk.
When the call is switching over to the new destination, there may be a momentary break
in audio, which may be noticeable to other parties on the call.
3.4.1 Handoff from desk to your mobile device:
Call has been answered at your desk and you wish to send the call to your mobile phone.
1. While on an active call, press the Special key and dial 388.
2. Handoff in Progress will appear on the display and your mobile phone will begin to ring.
3.4.2 Handoff from your mobile device to your desk:
Dynamic Extension was active on your desk phone so you have answered the call from your mobile device.
Note: If the user has dialed your mobile number directly this feature will not work.
1. From your desk, do not lift the handset.
2. Press the Special key and dial 388.
3. You will notice the call disconnects from your cell and is now holding on your Call 1 key.
4. Press the Call 1 key and your call is presented to you.
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3.5 Door Relay
When this feature code is entered at an authorized phone, the Door Relay jack on the chassis is activated for a period of time defined by the Door Relay duration timer (default is five seconds), then deactivated automatically. To activate Door Relay:
1. If door rings, all authorized phones will ring. To answer the call, press the Special key
and dial 332. Door Relay Activated will display on your screen. If you are not an
authorized phone, Cannot Access this Feature will display on your screen.
3.6 Call Pick Up
If you have a Call Pick Up key on your set and another phone rings within your Pick Up group, lift the handset and press the Pick Up key. If you don’t have a pick up key programmed to your set, and another phone rings within your Pick Up group, lift the handset and press the Special key and dial 4 followed by the hunt group number. You must know what number your hunt group is.
3.7 External Music on Hold
By default, the system will play “tick tones” as the Music on Hold source. An external device such as a radio, iPod or MP3 player can be physically connected to the music jack on the HX controller. Please contact your SaskTel Representative if you wish to have your Music on Hold source changed.
3.8 Sets and Set Operation 3.8.1 8528/68 Telephone quick reference guide
This guide provides information for frequently used features. For more information about these and other features, refer to the user guide. For voice mail information, refer to the voice mail user guide for your system.
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No. Name Description
1 Handset The handset is hearing aid compatible (HAC). If you are using a headset or if you are in handsfree mode, you do not need to use the handset.
2 Display Provides a two-line, 16-character viewing area for using features and identifying callers. When idle, the display shows user information and the time and date.
3 Ring/Message indicator
Flashes or stays lit to indicate call, message, and feature activity.
Indicator signals Description
Rapidly flashing You have an incoming call.
Slowly flashing You have a waiting message or callback message.
On You are on a call or using a feature.
Off Your IP phone is idle.
4 Feature buttons Provide quick access to commonly used features. See “Feature Buttons” on page 2 for descriptions.
5 Dialpad buttons Use the dialpad buttons to dial phone numbers, enter feature codes, and to enter characters when using features that require text input.
6 Programmable buttons
Provide 16 programmable buttons. The top seven buttons on the telephone are programmed by the system administrator and cannot be reprogrammed. However, you can program the remaining buttons for quick access to features or speed-dial entries.
7 External speaker Provides audio for handsfree calls and background music.
3.8.2 Feature buttons
Feature buttons provide quick access to commonly used features. See the following table for descriptions.
Button Action
Provides volume control.
Scrolls through feature options.
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Activates handsfree mode.
Activates features.
Mutes the microphone during a call.
Activates the contact and feature directory.
or
Activates features while on a call.
The (Special) button does not cancel features. To cancel features, press the star button (*).
Calls the last external number dialed. You cannot redial internal numbers.
Places the current call on hold.
Left/Backspace when entering dialpad characters.
Transfers the current call.
Right/Forward when entering dialpad characters.
Connects to voice mailbox and notifies when you have messages.
Toggles between alpha mode and numeric mode when entering dialpad characters.
3.8.3 Commonly used feature codes
Most of the following feature codes work when your telephone is idle. However, if you are on an
active call or if the telephone is off-hook, you may need to press or (Special) to activate the feature before you enter the feature code. If you make a mistake when entering numbers or characters, you can press (Hold) to move the cursor to the left and delete the characters entered, or you can press * to cancel the feature. Contact your system administrator for more information about system features.
Feature name Code Description
Background Music On/Off 313 Turns on and off background music heard through the phone speaker. (Not used on single line phones)
Call Forward All Calls 355 Immediately forwards all calls to another phone or to an outside phone number.
Call Forward If Busy 357 Immediately forwards all calls to another phone or to an outside phone number when the phone is in use.
Call Forward If No Answer 356 Forwards all calls to another phone or to an outside phone number if not answered within a predetermined time.
Call Forward If No Answer/Busy 358 Forwards all calls to another phone or to an outside phone number if not answered within a predetermined amount of time, or immediately if the phone is in use.
Call Logging 333 Allows users of display phones to view missed, received, and dialed calls.
Conference 5 Connects from three to four parties in a conference. A conference consists of any combination of inside and
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outside parties.
Directory 307 Allows display phones users to search for extension numbers of System Speed Dial numbers. The number can then be dialed, if appropriate.
Display Outside Party Name On/Off
379 When the phone user enters this feature code, while connected to a CO call that has outside party name information, the display will toggle between the caller’s name and number. If there is no outside party name of the Expanded CO Call Information ON Displays flag is disabled, the user will hear a burst of reorder tone and see the CANNOT ACCESS FEATURE display. If the Display Outside Party Name On/Off feature code is programmed in a user programmable button with a lamp, the lamp will be lit when the outside party name is enable and off when the outside party name is enabled.
Display Time and Date 300 Temporarily displays the system date and time, user name, and extension number during a call or when other displays are shown. Feature code 300 displays the IP Address of a phone if it is in SIP mode.
Do-Not-Disturb 370 The Do-Not-Disturb feature code halts all intercom calls, transferred calls, and pages to the phone.
Do-Not-Disturb On/Off 372 The on/off code can be used to turn Do-Not-Disturb on or off.
Handsfree On/Off 319 Disables/enables the phone’s handsfree intercom answering. Incoming intercom calls ring as private calls if handsfree answering is disabled. (Not used on single line phones)
Message 365 This feature code is used for leaving and retrieving a message waiting indication at a called phone or the called phone’s message center. Depending on how the message was left, the called phone user either retrieves the message from their message center or from the phone that left the message.
Message – Cancel 366 Allows the phone user to cancel a message waiting indication that they left at another phone.
Message – Cancel Current 368 Cancels a message waiting indication that is waiting at the phone without requiring the user to respond to it. (Or, press the asterisk [*] button while viewing the message).
Message – Silent 367 Leaves a message waiting indication at a phone without first placing an intercom call.
Microphone Mute – On/Off 314 Turns the microphone on or off during a call. If muted, the phone user can hear the other party, but the party cannot hear the phone user. (Not used on single line phones)
Page 7 When followed by a paging zone code (0-9 or 0-49), it allows announcements to be made through phone speakers and any external paging speakers in the page zone.
Page Receive – On/Off 325 Halts pages through the phone speaker or allows them to be received again. (Not used on single line phones)
Program Buttons 397 User-programmable feature buttons and Stations Speed Dial buttons can be programmed using this feature code. (Not used on single line phones)
Redirect Call 331 Allows the phone user to route ringing outside, intercom, and camped on calls to another phone, hunt group, or outside number. Routing of the redirect call is still subject
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to trunk and toll restrictions. This feature provides these options in addition to the currently available options which allow the phone user to redirect calls to Voice Mail or Do-Not-Disturb. The Redirect Ringing Call feature does not require a software license.
Reverse Transfer (Call Pick-Up) 4 Picks up a call ringing or holding at a phone or hunt group.
Review Keys 396 User-programmable feature buttons and Station Speed Dial buttons can be viewed using this feature code. (Not used on single line phones)
Ring Tone Selection 398 Selects the type of ringing alert tone that will be heard from the phone. (Not used on single line phones)
Station Speed Dial Station Speed Dial Programming
382 383
Dials/programs one of the 10 Station Speed Dial numbers when followed by a location code (0-9).
System Speed Dial 381 Dials one of the 1000 System Speed Dial phone number when followed by a location code (000-999).
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3.8.4 Answering calls Lift the handset, or press to answer a call while using a headset or to answer a call in handsfree mode.
3.8.5 Placing emergency calls Dial the emergency number 9911, or select a line and dial 911. The system immediately places the emergency call as soon as you dial the number, even if you do not select an outside line.
3.8.6 Placing intercom calls With or without the handset lifted, dial the extension number. If you enter incorrect digits, you can press the button or use the left cursor key at the bottom to delete digits entered.
3.8.7 Placing external calls Lift the handset or press the button, press 9 (feature code for outgoing if you are using a Call key) and enter your number.
Local: 9-306-XXX-XXXX
Long Distance: 9-1-XXX-XXX-XXXX
If you are using a “Line” key, dial XXX XXX-XXXX
3.8.8 Redialing external numbers
With or without the handset lifted, press the button. The system automatically selects a line and dials the last number.
3.8.9 Using the directory You can use the directory to look up internal or external numbers. If you need to add an external number into the directory, contact your Administrator (if applicable).
1. Press the Directory key and select 1 to look at internal numbers (IC) or 2 to look at the external numbers.
2. Press the Up or Down to scroll through the list. 3. When you find the correct name, press # to dial the number.
3.8.10 Placing a page announcement
1. With the handset lifted, press the Page Sets key 2. Wait for the tone and speak into the handset. 3. When you are done, press the switch hook or replace the handset.
3.8.11 Call Logging
1. Press the Call Logging key. 2. Press 1 (MISS) to see missed calls, press 2 (RCV) for received calls, press 3 (DL) for
dialed calls or press 4 (CLR) to clear logs. 3. Press Up or Down to scroll through logs.
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4. Press # to return a call or redial the number listed.
3.8.12 Transferring calls to other extensions
Cold transfer: 1. While on the call, press the button. 2. Enter the extension number and hang up.
Warm transfer:
1. Press the button. 2. Dial the extension, advise of the transfer then hang up to release the call.
To cancel a transfer in progress:
If you have misdialed the number and need to pull the call back, press the button to cancel.
If you need to pull back a call that is already ringing at the set, press the button to cancel the transfer and press the Call key to bring the call back.
3.8.13 Transferring calls to an external number Using the Transfer button
While on the call, press the button, dial 9 followed by the area code and number. Hang up to release the call.
Local: 9-306-XXX-XXXX
Long Distance: 9-1-XXX-XXX-XXXX
3.8.14 Placing conference calls
1. While on the first call, press the Conf key to place the call on hold. Dial the extension or external number you wish to conference with. (Remember to dial 9 if external) thus placing a call to the next conference party.
2. After the party answers, press the Conf key to place the call on hold. If necessary, repeat this step to add the remaining parties.
3. Press the Conf key again to start the conference. CNF IN PROGRESS appears. To cancel a conference call in progress:
1. Select the Call key that is blinking on hold. The call is now presented back to you.
3.8.15 Forwarding calls To activate:
1. Press the Forward key. 2. Enter the extension you want your calls forwarded to. (To forward calls to Voice Mail,
enter 2500 or put your phone in DND). To deactivate:
1. Press the Forward key, followed by # or take your phone off DND.
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3.8.16 Using Do-Not-Disturb When a set is placed in DND mode, the set will not accept calls or Pages. To activate:
1. Press the DND key, and then do one of the following: a. Press the DND button again. DND is now active. OR b. Press Up or Down to scroll through the messages and select the message
you want displayed on your set. If you wish to add text to the message (e.g. OUT TO LUNCH BE BACK AT 1:00PM), use the dial pad to enter your message.
NOTE: It will be in number format. If you need Alpha mode, press the button.
In Alpha mode, press 1 to add punctuation (e.g. !,.,/,:,&)
Press the button to backspace.
Press the button to move the cursor over or to add a space. To deactivate:
1. Press the lit up DND key.
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3.9 Voice Mail guide 3.9.1 Access voice mail away from your desk
If working at a different work station within your office, retrieve your voice mail messages by the
following:
1. Dial the voice processing system number 2500. When you hear the Mitel voice
prompts, press *.
2. You will be prompted to enter your mailbox number and passcode.
Note: Your mailbox number is your extension number. If this is the first time you are entering your mailbox, your passcode will also be your extension number.
3.9.2 Access voice mail away from the office
If you are accessing voice mail from outside the office:
1. Dial the main number to your office.
2. If you hear an Auto-Attendant recording, press *. If someone answers the call, ask to be
transferred to voicemail.
3. If you answered the call, you must press the Transfer key followed by and hang up.
4. Press *, and you will be prompted to enter your extension (mailbox number) and
passcode.
Functions available for internal and external access:
1) Retrieve new messages
2) Record a message
3) Retrieve saved messages
4) Personal options
5) Messaging options
3.9.3 Access your mailbox from your desk
1. If the message indicator is lit, lift the handset, and press the button. If you do not
have unheard messages, dial 2500 and press *.
2. Enter your voice mail passcode, and press #.
The following options are available: 1) New – Listen to new messages
2) Record– Record and send a voicemail message.
3) Saved – Listen to saved messages
4) Personal options – Change greetings, passcode recorded name, and envelope
information.
5) Messaging options – Cancel unsent messages or recover deleted messages.
3.9.4 Listening to messages
1. Lift your handset, and press the Message button.
LOGIN
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2. Enter your voice mail passcode, and press #.
3. Select 1 for New messages or 3 for Saved messages. During a message you can
perform the following functions:
4) Rewinds the message by 5 seconds.
5) Pauses the message, press # to resume.
6) Forwards the message by 5 seconds.
*) Skips you to the end of the message. After the entire message has played, you can choose from the following options:
4) Replay the message
5) Reply to the message
6) Forward the message
5) Message envelope 7) Delete message 9) Save the message
3.9.5 Set your password
Password setting guidelines:
Required to be 3-12 digits in length
Cannot start with 0 (zero)
Cannot be consecutive digits or single repeated digits
Cannot be your extension number
Note: if you are already logged into your mailbox, start at step 3.
1. Dial the voice processing system number 2500. When you hear the Mitel voice prompts,
press *.
2. You will be prompted to enter your mailbox number and passcode.
3. Press 4 to access personal options.
4. Press 3 to change your passcode. You will be prompted to enter your new passcode.
5. Enter your new passcode, and press #.
6. To accept, press #. If you wish to re-enter a new passcode, press 3.
3.9.6 Recording your primary and alternate greetings
You can record both a primary and alternate greetings. The primary greeting may be used for normal working days. The alternate greeting can be used for times when you are going to be away from the office for a period of time (e.g. vacation).
Note: if you are already logged into your mailbox, start at step 3.
1. Dial the voice processing system number 2500. When you hear the Mitel voice prompts,
press *.
2. You will be prompted to enter your mailbox number and passcode then press #.
3. Press 4 for personal options.
4. Press 1 to change your personal greetings.
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Press 1, if you wish to change your personal greeting
Press 2 to change your alternate greeting.
5. System will now prompt you to record your greeting after the tone. To stop the recording
press #.
6. Once the recording has stopped, the system will prompt you to choose one of the
following options:
Press 1, to replay the greeting,
Press 2, to append the greeting,
Press 3, to erase and rerecord the greeting
Press # to save the greeting.
3.9.7 Transferring a caller directly into a mailbox
Provides a caller with the ability to leave a message in the mailbox. 1. With the call on the line, press the Transfer button. 2. Dial the voice processing system number 2500. 3. Enter the extension number and hang up.
3.9.8 Inter-station messaging This service is available for internal use only. If you send a message to someone, it will light the message waiting indicator. If you receive an inter-station message, you are to call the individual back as soon as you are available. There is no actual voice message for you to listen to. To send and inter-station message:
1. If you receive a busy signal or a no answer when calling an internal local, press your
key. Your inter-station message has been sent. To reply to an inter-station message:
1. If your message indicator is lit, press to view the message. 2. Press the “Reply” softkey or press # to reply. The phone will instantly dial the
individual who left you the message.
Note: If your set does not display a delete soft key, or you have problems deleting these messages, then dial 368 from your set
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4.0 ADMINISTRATOR TIPS & TRICKS The administrator phone (extension 221) functions as both a standard system phone and an administrator phone. This section describes features that can be programmed by the administrator phone only. Reference the following charts when entering information through the dialpad. Backspace: Moves the cursor to the previous position when entering characters.
(Hold)
Forward: Moves the cursor to the next position when entering characters. (Transfer)
Special: Sometimes required to enter feature codes. or
4.1 Setting the system date and time
Note: At any time, you can press * to return to the previous menu, or press the Speaker button to exit programming and cancel any unsaved changes.
1. Press the Special key and dial 8800. The programmed date appears. If you do not need
to change the Date, press # or the ACCEPT button and this will skip to the time.
2. Use the dialpad buttons to enter the month, day and year. For example, enter 090915 for
September 9, 2015. When finished, the display the current time.
3. Use your dial pad buttons to enter the valid time in hours and minutes. For example,
enter 0900 for 9:00.
4. The system is set for 12 hour display format, select AM or PM (AM=1 PM=2). System
Date and Time Updated should appear.
4.2 Creating System Speed Dial
You can program System Speed Dial numbers and any system user can access these numbers by pressing the Directory key on their set or using the System Speed Dial feature (feature 381).
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Note: At any time, you can press * to return to the previous menu, or press the Speaker button to exit programming and cancel any unsaved changes.
1. Press the Special key and dial 8801. Program Sys Spd (000-999) appears.
2. Enter a bin number. Any number from 0-999 and press #.
3. Enter Speed Dial Name appears on your screen. Using your dial pad, enter the name
and press #.
4. Enter Number appears. Enter the number (for local numbers enter 306XXXXXXX and
for long distance numbers enter 1306XXXXXXX). Press # to accept.
4.3 Deleting System Speed Dial names or numbers
1. Press the Special key and dial 8801. Program Sys Spd (000-999) appears.
2. Enter the speed dial bin number that you want to edit or delete and press #.
3. Enter Name appears. Press the Clear button or the backspace (Hold button) repeatedly
until the name is deleted and press #.
4. Enter Number appears. Press the backspace button (Hold button) repeatedly until the
number is deleted and press # to accept the change.
4.4 Changing user names
You can assign user names (the name shown on the display) to other system phones. You can also change existing user names.
Note: At any time, you can press * to return to the previous menu, or press the Speaker button to exit programming and cancel any unsaved changes.
1. Press the Special key and dial 8932.
2. Press 1 or the Station button. Enter Station Extension appears. Enter the number you
wish change. The circuit number appears (e.g. 1.2.1 – this is just the location of the port
on the Mitel), press #.
3. Press 2 or Station Info button. Enter Station Option (1-2) appears.
4. Press 2 or the Username button.
5. Enter User Name appears. Using the dialpad, enter the name and press # to accept.
4.5 Resetting a voice mail passcode
You will need to be logged in as the Voice Mail Administrator to perform this function.
1. Dial the voice processing system number 2500.
2. When you hear the Mitel voice prompts, press *.
3. Enter the mailbox number 199.
4. Enter your passcode of 199 and press #.
5. Once logged in as the administrator, press 9 (hidden prompt).
6. Press 2 for Mailbox Maintenance.
7. Enter the mailbox or extension of the passcode you are resetting and press #.
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8. Press 3 to change the passcode.
9. System will prompt you to enter a new passcode, enter the user’s extension number and
press #.
10. System will repeat your passcode entry, press # to save and hang up.
11. Advise the user that their passcode has been reset to their extension number and to
change this when they log in.
5.0 PERSONAL SPEED DIALS
5.1 Adding personal (Station) speed dials to your set
You do not need your administrator for this function. A Station speed dial can only be accessed from the set it is programmed to. You can program up to 10 entries and even program some of the entries to any of your undefined keys on your phone.
Note: At any time, you can press * to return to the previous menu, or press the Speaker button to exit programming and cancel any unsaved changes.
1. Press the Special key and dial 383.
2. Prg Stn Spd (0-9) will appear on your screen. Enter a bin number, any number between
0 to 9.
3. Enter Name appears. Using your dial pad, enter the name and press # to accept.
4. Enter Number appears. A Station speed dial can be either an internal or external
number, so you will need to add 9 before any external numbers entries. For example,
internal number for voice mail is 2500 so enter 2500 as your number. If the number is an
external number you must enter the number as 9306XXXXXXX. Press # to accept.
5. Repeat these steps using a different bin number each time if you wish to add more
entries.
5.1.0 Program to an undefined key on your phone
1. Press the Special key and dial 397.
2. Press the Key to Program appears on your display. Press the key you want to
program.
3. Dial 382, Select Stn Spd appears.
4. Enter the bin number of entry you want saved to the key and press # to accept the entry.
