SHORETEL TELEPHONE QUICK REFERENCE GUIDE

 

To place an internal telephone call
To place and external telephone call
To answer an outside telephone call
To place a telephone call on hold
To mute a telephone call
To redial a telephone number
To transfer a telephone call
To make a confernece telephone call
To change the ring tone of the telephone
To access the telephone directory
To Change the telephone call handling mode

MESSAGE INDICATOR:  Located in the upper right corner of the telephone.  When you have a message in voice mail, this will be flashing red.

SOFT KEYS:  The soft keys are the buttons located at the bottom of the LCD display.

AUDIO CONTROL KEYS:  Located to the left of your dial pad, the audio control keys allow you to do the following:

  • Control volume by pressing up or down on the scroll button
  • Use headset by pressing headset button
  • Mute callers by pressing the mic button on or off
  • Utilize the speaker by pressing the speaker button

TO PLACE AN INTERNAL TELEPHONE CALL:

  • Lift handset
  • Dial 4-digit extension number or press the speed dial line appearance button if speed dial has been set up for you

TO PLACE AN EXTERNAL TELEPHONE CALL:

  • Lift handset
  • Dial your trunk access code 9 and the telephone number for local calls
  • For long distance calls, dial 9+1+AC+telephone number

TO ANSWER AN OUTSIDE CALL:

  • Lift handset, or
  • Press headset or speaker button

TO PLACE A CALL ON HOLD:

  • While on a call, press the Hold button
  • Line key will flash

            Note:  A held call will ring back after 2 minutes

            To Retrieve Held Call:

  • Press the flashing orange line key, ORHold button again

TO PLACE A CALL ON MUTE:

  • Press the Mute button (button will turn red)
  • To take yourself off mute, press the Mute button again

TO REDIAL A NUMBER:

  • Press the History button
  • Use the Navigation button to select the number you wish to call
  • Press the Dial soft key

CALL TRANSFER:

There are two types of call transfers.  The first is a “Blind Transfer” where the answering party does not know the call is being transferred by you.  The second is a “Consultative Transfer” where you notify the answering party of the caller to determine whether or not they wish to take the call.

Blind Transfer

  • While on a call, press the Transfer button
  • Dial the extension or press the speed dial button
  • Press the Transf soft key or Hang Up to complete the transfer

Consultative Transfer – to announce the call before transferring

  • While on a call, press Transfer
  • Dial the extension or outside line
  • Wait for an answer, then announce the call. After consultation, press the Yes soft key, the Transfer button, or Hang Up to complete the transfer, OR
  • Press the Cancel soft key to abandon the transfer and return to the original call

CONFERENCE CALL:

  • While on a call, press Conference. Original caller is put on hold and you are given dial tone
  • Dial the extension of the party you would like to add to the conference
  • After consultation, press the Yes soft key to join the calls OR
  • Press the Cancel soft key to abandon the conference and return to the original two-party call.
  • Repeat to add additional parties (up to 6 callers)

CHANGE RING TONE:

  • Press the Options soft key
  • Enter your password
  • Press the OK soft key
  • Navigate down and select the Change Ring option
  • Press the Edit soft key
  • Scroll through the available ring tones, press the Ring soft key to hear the selected ring tone, and press the OK soft key to save a ring tone

DIRECTORY:

You can use the Company Directory to find phone numbers on your network by pressing the Directory button then…

  • Enter the first few letters of someone’s first or last name using the numeric keypad
  • Use the Navigation button to scroll and select the desired name. Press the Dial soft key to dial the number

CALL HANDLING MODE:

Use the ShoreTel Personal Communicator to configure the modes with different call forwarding destinations and personal greetings.  You can set one of five distinct call handling modes for your extension, including four “Do Not Disturb” options to forward incoming calls or send them to voice mail.  You can record personal greetings, which are linked to the active call handling mode.

By default, your phone is set to Standard mode, which allows you to answer all incoming calls.  Other mode options include In a Meeting, Out of Office, Extended Absence, and Custom.

  • Press the Mode soft key
  • Navigate to the desired setting call handling mode
  • Press the OK soft key