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Mitel 8568 Telephone User Guide

1. Feature Page Code New Code Page Receive On Off 47 325 Personal Call Routing On 33 363 Personal Call Routing Off 33 362 Personal Call Routing On Off 33 364 Personal Call Routing Handoff 33 388 Program Buttons 18 397 Program Station Password 39 392 Programmable Buttons Return to Default 17 395 Queue Callback Request 21 6 Record A Call 37 385 Redial 22 380 Redirect Call 20 331 Reminder Message 45 305 Reminder Message Cancel 45 306 Remote Programming 39 359 Reverse Transfer Call Pick Up 31 4 Ring Intercom Always On Off 29 377 Ring Tone Selection 11 398 Station Monitor 52 321 Station Speed Dial 23 382 Station Speed Dial Programming 23 383 Steal Call 52 387 System Forward Off 32 353 System Forward On 32 352 System Forward On Off 32 354 System Speed Dial 24 381 Switch Keymap 17 399 Transfer To Hold 30 346 Transfer To Ring 30 345 View Programmable Button Assignments 17 396 Page 16 Mitel 8568 Telephone User Guide Issue 1 November 2009 Personalizing Your Telephone Viewing Button Assignments You can view programmable button key feature assignments To view button assignments 1 With the handset on hook dial 396 PRESS THE KEY TO REVIEW appears 2 Press any of the feature buttons to display the assignment 3 Press or d Speaker to exit Resetting Programmable Buttons You can reset all buttons keys that you have programmed to the default assignments Res
2. NOTE e You already have four parties in your call e Not enough system circuits are currently available e The Agent Help Extension is in DND 2 If not preprogrammed dial the Agent Help extension number If the Agent Help Extension accepts the call AGENT HELP IN PROGRESS appears If the Agent Help Extension rejects the call AGENT HELP REJECTED appears Diverting Hunt Group Calls You can temporarily divert hunt group calls preventing hunt group calls to your extension To divert hunt group calls Dial 324 to divert calls The display shows the feature state DIVERT HUNT GROUP CALLS Dial 324 again to accept calls Mitel 8568 Telephone User Guide Issue 1 November 2009 Page 51 Hunt Groups Hunt Group Supervisor Features The following features can be used by hunt group supervisors only Accepting or Rejecting Agent Help Calls Supervisors can accept or reject Agent Help calls To accept an Agent Help request Answer as usual Your microphone is automatically muted To reject an Agent Help request Dial 376 AGENT HELP REJECTED appears Monitoring Calls You can use Station Monitor to connect to a hunt group call and hear both parties but you cannot be heard by either one Station Monitor stops if the hunt group member terminates transfers or transfers the call You can barge in or steal monitored calls as described in the following sections You can also record the call See Using Record A Call on page 37 for mo
3. 363 e Personal Call Routing Off 362 e Personal Call Routing On Off 364 e Personal Call Routing Handoff push and pull 388 The following call types do not follow Personal Call Routing e Hunt group calls e Hunt group announcement overflow calls e Transfer recalls Hold recalls Conference recalls and Attendant recalls A recall occurs when a feature cannot be completed or the feature times out and NOTE the call returns to the originating extension For example a holding call will recall the extension where it was placed on hold when the hold timer expires Mitel 8568 Telephone User Guide Issue 1 November 2009 Page 33 Call Features When you enable Personal Call Routing your incoming calls are routed as specified by the routing type programmed for you by your system administrator The table below provides descriptions for the default routing types Routing Type Description Mobile Twinning Calls simultaneously ring your desk phone and mobile phone before going to voice mail Delayed Mobile Calls ring your desk phone first and then ring both your desk phone and Twinning mobile phone before going to voice mail Check with your system administrator to see which routing type has been programmed for you Your administrator can modify these routing types by adding or removing routing steps adding or removing destinations and changing the ring timers if required To ensure that calls are routed corr
4. Listening to Background MUSIC oooocooocoon nn RI HH 3h 12 Using Programmable Buttons n e mh 13 Additional Programmable Buttons eee 13 Default Access Codes esca eia pae eye exi EEG A 14 Outside Line Access Codes ees 14 Extension Numbers 2 ern 14 Default Feature Codes 2 hne 14 Viewing Button ASSIgnhMentS ooooocoooo n hh nn 17 Resetting Programmable Buttons e n n hn nn 17 Resetting the Telephone to the Default Settings 0c cece eee eee 17 Switching Keymaps ecl a lu oe lex DA KGG KE ee ee eae ee NA 17 Mitel 8568 Telephone User Guide Issue 1 November 2009 Page vii Contents Answering and Placing Calls 19 Answering Calls 1 1 2 0 0c hh hh hh n hh nnn 19 Answering Waiting Calls 2 es 19 Using Automatic Call Access rh 19 Redirecting Calls eni zusam sarah ae a eR en eee bee 20 Using Automatic Trunk Answer lesen n n hh hn 20 Placing Calls naa epe alee eee eee EUR Ue MEA AA 20 Placing Emergency CallS oooooococcoc nennen nenn 20 Placing Internal Calls 0 2 0 0 00 ccc tenes 21 Requesting a Callback Queuing the Telephone 0 0000 cece eee 21 Using Camp ON usse eae adie id dea ee ae en ads via eee toe 21 Placing External Calls 22 o 22 Redialing a NUImber eer nee en 22 Using Speed Di l erum un aa ua ate temas M eee DANG x guste ble eee 22 Using Sy
5. NOTE you are dialing See Assigning Speed Dial Entries to Programmable Buttons on page 25 2 Japanese characters are available only if the Multilingual feature is enabled and Japanese is installed as the secondary language Page 24 Mitel 8568 Telephone User Guide Issue 1 November 2009 Answering and Placing Calls Deleting Speed Dial Entries To delete a Station Speed Dial entry 1 With the handset on hook dial 383 PROGRAM STN SPD 0 9 OR SCROLL appears 2 Do one of the following e Press A Up or w Down to scroll through the speed dial locations e Enter the speed dial location 0 to 9 3 Press to select the location 4 Press Ma Hold repeatedly until the name is erased and then press to continue 5 Press Hold repeatedly until the number is erased and then press STN SPD BIN number UPDATED appears Assigning Speed Dial Entries to Programmable Buttons You can assign Station or System Speed Dial numbers to your programmable buttons NOTE Before assigning the speed dial number to a programmable button make sure the number has either a Station or System Speed Dial code assigned to it To program a System Station Speed Dial button 1 With the handset on hook dial 397 PRESS THE BUTTON TO PROGRAM appears Press the feature button that you want to program as a speed dial button Dial 382 Station Speed Dial or 381 System Speed Dial Do one of the following e Press A Up or w Down
6. November 2009 Answering and Placing Calls Placing Internal Calls Internal calls are calls placed to other extensions in the system Internal calls are assigned to the Intercom IC button on your telephone Contact your system administrator for a list of extension numbers To place an internal call With or without the handset lifted dial the extension number If you enter incorrect digits you can press Me Hold to move the cursor backward deleting the last digits entered If you are using Handsfree Mode listen for the double tone and then speak If there is no answer or if the extension is busy you can do the following e Request a callback queue See Requesting a Callback Queuing the Telephone below e Camp on to the busy extension See Using Camp on below e Use Off Hook Voice Announce to contact the party See Off Hook Voice Announce below e Leave a message See Leaving Messages at Other Extensions on page 43 Requesting a Callback Queuing the Telephone When you request a callback queue the telephone the system calls you when the extension is available and places a call to the telephone To request a callback If there is no answer or if the extension is busy press OO Special followed by 6 and then hang up QUEUE REGISTERED FOR name appears When the extension becomes available your extension rings To cancel the callback request Press 6 QUEUE REQUEST CANCELED appears Using Ca
7. or lift and replace the handset ANY CALL FORWARD CANCELED appears e Press the Fwd button and then press the FWD OFF menu button System Forwarding You can use System Forwarding to route calls based on the type of call and the idle or busy status of your telephone You cannot program the System Forward destination You can only turn it on or off Contact your system administrator for more information To turn on or turn off System Forwarding Dial 354 to turn System Forwarding on SYSTEM FORWARD ON appears Dial 354 again to turn System Forwarding off Page 32 Mitel 8568 Telephone User Guide Issue 1 November 2009 Call Features Using Personal Call Routing When you enable Personal Call Routing on your phone your incoming calls are automatically routed to one or more preprogrammed associated destinations according to the routing steps programmed for you Typically your desk phone is configured to be your main extension You may be programmed for up to five associated destinations including e softphone e home IP phone e voice mail e mobile phone e home phone Your desk phone softphone home IP phone and voice mail extensions are already programmed in the system so your system administrator can easily include them in your routing steps To include your mobile and home phone numbers in your routing steps you will need to provide these numbers to your system administrator Personal Call Routing also includes the
8. supported on your main extension only You tried to use the Handoff feature ona phantom extension The Handoff feature is not supported on phantom extensions You entered the handoff feature code at the exact time the other party on the call disconnected The call was terminated for some reason Page 55 Index A About Your Telephone 2 Account Codes using 27 ACD Hunt Group Wrap Up Timer stopping 50 ACD Hunt Groups logging in 49 logging out 50 Agent ACD Hunt Group 49 Agent Help accepting 52 rejecting 52 requesting 51 Agent Help Calls accepting 52 rejecting 52 All Parties on Hold placing 36 Audio Problems 54 Automatic Access using 19 Automatic Call Access using 19 Automatic Trunk Answer using 20 B Background Music background 12 listening to 12 Barge In using 52 Button Assignments viewing 17 Buttons feature 4 C Call Forward manual 32 System 32 using 32 Call Logging using 38 Call Logs using 38 Callback Queuing the Telephone requesting 21 Caller ID Information displaying 31 viewing 31 Mitel 8568 Telephone User Guide Issue 1 November 2009 Index Calls answering 19 camping on to telephone 21 conference placing 35 emergency placing 20 external placing 22 forwarding 31 32 logs using 38 monitoring 52 muting the microphone 29 picking up reverse transferring 31 placing 20 placing internal IC 21 recording 37 redirecting 20 redirecting incomin
9. you frequently use the telephone you might find a headset more comfortable See Headset Instructions on page 7 Adjust the viewing angle The built in stand tilts to give you a better view of the buttons See Adjusting the Viewing Angle on page 9 Protect your hearing Because prolonged exposure to loud sounds can contribute to hearing loss keep the volume at a moderate level You can adjust the volume levels of the handset receiver or headset See Changing Volume Levels on page 11 Mitel 8568 Telephone User Guide Issue 1 November 2009 Getting Started Headset Instructions Your telephone is designed to work with a headset that has a 4 pin RJ type connector User satisfaction for any particular headset can be quite subjective so Mitel recommends that you try before buying so you are more likely to be satisfied with the fit quality and cost of the solution This recommendation includes all wired and wireless headsets including the integrated Plantronics CS50 Headset In addition Mitel recommends using a headset with a built in microphone to avoid audio feedback echo Wireless Considerations To operate the Plantronics C850 Wireless Headset must remain within the system s range operating limit from the base Refer to the Plantronics CS50 Wireless Headset System User Guide for more details When using a headset press d Speaker to connect to or disconnect from calls The Headset icon 9 appears when the headset is i
10. 92000 Contact your system administrator for more information about using Select Line Group or ARS access codes Redialing a Number You can quickly redial the last external number dialed You cannot redial extension numbers To use Redial With or without the handset lifted press D REDIAL The system automatically selects a line and dials the number Using Speed Dial You can use speed dial to quickly dial stored phone numbers Speed dial numbers are either stored in the system System Speed Dial or in your telephone Station Speed Dial Using System Speed Dial Your system administrator assigns Speed Dial location numbers which are available to anyone in the system Contact your system administrator for more information To view or dial System Speed Dial numbers 1 Dial 381 REVIEW SYS SPEED code range appears 2 Doone of the following e Press A Up or w Down to scroll through the speed dial locations e Enter the speed dial location 000 to 999 or 0000 to 4999 3 Press to dial the number Page 22 Mitel 8568 Telephone User Guide Issue 1 November 2009 Answering and Placing Calls Using Station Speed Dial You can use Station Speed Dial to store phone numbers for your personal use Other system users do not have access to your Station Speed Dial numbers Storing Station Speed Dial Numbers You can store up to 10 Station Speed Dial numbers To store a Station Speed Dial number 1 2 6
11. Enter the two digit number for the DND message 2 After selecting the message enter the additional text for the DND description if applicable 3 Press d Speaker lift and replace the handset Placing a Page Announcement 1 Press 7 2 Enter the page zone number 0 to 9 3 After the tone make your announcement and then hang up Mitel 8568 Telephone User Guide Issue 1 November 2009 Notice This guide is released by Mitel Networks Corporation and provides information necessary to use the Mitel 8568 Telephone The guide contents which reflect current Mitel standards are subject to revision or change without notice Some features or applications mentioned may require a future release and are not available in the initial release Future product features and applications are subject to availability and cost Some features or applications may require additional hardware software or system administrator assistance For sales service or technical support contact your local authorized provider Enter provider information above If you do not know the contact information for your local provider use the Partners link at the top of the Mitel home page www mitel com to find a location near you If you have any questions or comments regarding this user guide or other technical documentation contact the Technical Publications Department USA at tech pubs mitel com Mitel is a registered trademark of Mitel Netwo
12. Issue 1 November 2009 Personalizing Your Telephone Feature Page Code New Code Automatic Call Access On Off 19 361 Automatic Trunk Call Access On Off 19 360 Automatic Trunk Answer 20 350 Background Music On Off 12 313 Barge in 52 386 Call Forward All Calls 32 355 Call Forward If Busy 32 357 Call Forward If No Answer 32 356 Call Forward No Answer Busy 32 358 Call Logging 38 333 Change Language 12 301 Conference 35 5 Default Station 17 394 Directory 26 307 Display Time And Date 31 300 Do Not Disturb 45 370 Do Not Disturb Cancel 45 371 Do Not Disturb On Off 45 372 Do Not Disturb Override 45 373 Group Listen 37 312 Handsfree On Off 29 319 Headset Off T 316 Headset On 7 315 Headset On Off 2 317 Hold Individual 30 336 Hold System 30 335 Hookflash Recall in Europe 30 330 Hunt Group Remove 51 322 Hunt Group Remove Replace 51 324 Hunt Group Replace 51 323 LCD Contrast Control 11 303 Message Cancel Left Message 44 366 Message Delete Message 44 368 Message Leave Station Message 43 367 Message View Messages 44 365 Microphone Mute On Off 29 314 Page 47 7 Mitel 8568 Telephone User Guide Issue 1 November 2009 Page 15 Personalizing Your Telephone
13. Page 23 Answering and Placing Calls To use the dialpad to enter characters Press the dialpad buttons as shown in the following table Number of Times Button is Pressed 1 2 3 4 5 6 7 8 9 10 11 Button English Spanish Characters Japanese Katakana Characters 1 amp 1 A U E O a 2 A B C 2 KA KI KU KE KO i 3 D E F 3 SA SHI SU SE SO u 4 G H I 4 TA CHI TSU TE TO e 5 J K L 5 NA NI NU NE NO o 6 M N O f 6 HA HI FU HE HO tsu 7 P Q R S 7 MA MI MU ME MO ya 8 T U V 8 YA YU YO E yu 9 W X Y Z 9 RA RI RU RE RO yo 0 Q 0 WA WO N pa ba long For example to enter May 31 you could use the following sequence 1 In Alpha Mode x Message button is lit press 6 once to enter an M 2 Press 2 once to enter an A 3 Press 9 three times to enter a Y 4 Press Message to switch to Numeric Mode 5 Press w Transfer to enter a space 6 Press 3 7 Press 1 8 Press d Speaker or lift the handset to save the entry Dialing Station Speed Dial Numbers To dial a Station Speed Dial number Do one of the following e Dial 382 and then enter the Station Speed Dial location number 0 to 9 The System dials the number e Press A Up or w Down to scroll through the speed dial locations and then press to select the location and dial the number You can also use a Station Speed Dial button assigned to the number
14. Speed Dial using 22 T Telephone 2 blank display 1 changing volume levels 11 comfort and safety 6 default settings returning to 17 error tones 6 features dialpad buttons 4 programmable buttons 13 Ring Message Indicator 3 speaker 3 ring tone selecting 11 signals 6 viewing angle changing 9 Telephone Feature Descriptions 3 Telephone Signals 5 Telephone to the Default Settings resetting 17 Telephone queuing for 21 Time and Date system 54 Tips comfort and safety 6 troubleshooting 54 Troubleshooting Tips 54 V Viewing Angle adjusting 9 Voice Mail User Guides 43 Voice Messages deleting 44 leaving 43 listening to 44 Volume Levels 11 changing 11 W Waiting Calls answering 19 Waiting Inter Station Messages deleting 44 Welcome 1 Wrap Up Timer stopping 50 Y Your System Information viewing 31 Mitel 8568 Telephone User Guide Issue 1 November 2009 Page 60 Part No 550 8033 Issue 1 November 2009
15. System Speed Dial 381 View Button Assignments 396 Answering Calls Lift the handset or press d Speaker to answer a call while using a headset or to answer a call in Handsfree Mode Placing Emergency Calls Dial the emergency number 911 U S or 999 112 Europe The system immediately places the emergency call as soon as you dial the number even if you do not select an outside line Placing Internal Intercom Calls With or without the handset lifted dial the extension number If you enter incorrect digits you can press Me Hold to move the cursor backward deleting the last digits entered If you are using Handsfree Mode listen for the double tone and then begin to speak Placing External Calls Press the Outgoing button an unlit Call button or enter the Outgoing Call access code 8 is the default code and then dial the number Redialing External Numbers With or without the handset lifted press the 2 72 Redial The system automatically selects a line and dials the number Transferring Calls to Other Extensions 1 While on the call press w Transfer and then enter the extension number 2 Do one of the following e Wait for an answer announce the call and then hang up If the extension is unavailable press the flashing IC or Call button to return to the caller e Hang up to transfer the call and disconnect the call from your telephone Forwarding Calls 1 Press the Fwd button
16. Using the Dialpad Buttons to Enter Characters on page 23 SH Message Connects to your voice mailbox and flashes to notify you of waiting messages Toggles between Alpha Mode and Numeric Mode when entering dialpad characters Dialpad Buttons Use the dialpad buttons to dial phone numbers enter feature codes and to enter characters when using features that require text input Page 4 Mitel 8568 Telephone User Guide Issue 1 November 2009 Getting Started Programmable Buttons Your telephone has 16 programmable buttons The first 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 See Using Programmable Buttons on page 13 for instructions Button Action Call 1 Selects an outside line or answers a call Call 2 Selects an outside line or answers a call Intercom Answers an intercom internal call Do Not Disturb Turns Do Not Disturb DND mode on or off Conference Places a conference call Forward Forwards the call to the specified number Outgoing Selects an outgoing line for external calls Software Updates When the telephone is plugged in for the first time or after a system upgrade it may update its firmware The upgrade process can take up to 13 minutes During the upgrade all lamps flash on and off and the display s
17. add a conference party 1 Press the Conf button or the ADD PARTY menu button This leaves the conference parties connected 2 Place a call to the party to be added to the conference and then announce the conference Press the Conf button twice or the CONNECT TO CNF menu button to add the party and rejoin the conference Mitel 8568 Telephone User Guide Issue 1 November 2009 Page 35 Call Features Transferring a Conference You can transfer an existing conference to another extension To transfer a conference 1 During the conference press w Transfer and then dial the extension number 2 Announce the conference if desired and then hang up CONFERENCE TFR from name appears on the called party s display The party must then press the flashing Conf button to connect to the conference Dropping Out of a Conference You can drop out of a conference and return to the conference later To drop out of a conference Press the Conf button or MU Hold and then hang up ENTER EXTENSION NUMBER appears This removes you from the conference but leaves the other parties connected To return to the conference Press the flashing Call button CONFERENCE WAS HOLDING appears and you are reconnected to the conference Ending a Conference and Placing all Parties on Hold You can end a conference and place all conference parties on Individual Hold allowing you to toggle between the held parties and speak to one party a
18. and then enter the feature code if applicable ENTER FORWARD DEST appears 2 Enter the extension number or press the Outgoing button or enter the Outgoing Call access code 8 is the default code and then dial the phone number Placing Conference Calls 1 While on the first call press the Conf button to place the call on hold CALL NEXT PARTY TO CNF appears 2 Place a call to the next conference party For external calls press the Outgoing button or enter the Outgoing Call access code 8 is the default code and then dial the number 3 After the party answers announce the conference and then press the Conf button to place the call on hold If necessary repeat this step to add the remaining conference party 4 Press the Conf button again to start the conference CNF IN PROGRESS appears Viewing and Responding to Messages 1 With the handset on hook press 3 Message Messages are displayed as first in first out If there is more than one message you can repeatedly press Message to scroll through the messages 2 When the desired message is displayed press or lift the handset for privacy and then press to respond If your handset is off hook and you press Message you automatically place a call to the party or message center who left the message Using Do Not Disturb 1 Press the DND button and then do one of the following e Press a Up or ny Down to scroll through the messages e
19. call 1 Dial 367 Leave Message or press MSG and then press the LEAVE MESSAGE menu button LEAVE MESSAGE ON EXTENSION appears 2 Enter the extension number MESSAGE LEFT FOR name appears Mitel 8568 Telephone User Guide Issue 1 November 2009 Page 43 Messages Viewing and Responding to Messages When you have waiting messages the 32g Message button and Message Ring Indicator flash and the display shows the number of waiting messages If your handset or speakerphone is off hook when you view a inter station NOTE message you automatically call the party who left the message The display shows new messages as follows e Inter station messages sent by other internal parties are indicated by the party s programmed user name e Voice messages are indicated by FROM MBOX your extension numbers To view or respond to messages 1 With the handset on hook press 7 Message Messages are displayed as first in first out If there is more than one message you can repeatedly press Sq Message or the NEXT and PREVIOUS menu buttons to scroll through the messages 2 When the desired message is displayed press or lift the handset for privacy and then press to respond If your handset is off hook and you press Message you automatically place a call to the party or message center who left the message Canceling Messages Left at Other Extensions You can cancel messages left at other extensions To ca
20. hh nh 33 Placing Conference Calls ccs eee eee 35 Adding a Conference Party 000s 35 Transferring a CONTerenCe oocoococo eee 36 Dropping Out of a Conference 0 0 cect nenn 36 Ending a Conference and Placing all Parties on Hold 00 cece eee ee eee 36 Using Record A Call lt sesir AA AA a 37 Using Group Liste eee ea a eee 37 Using Call Logging area en a E he dee 38 Using Secondary Extension Buttons enn 39 Remote Programming 000 es cece eee eee eee eee eee hh hh hh hh 39 Entering a Remote Programming Password 0 cee tees 39 Using Remote Programming to Change the Password ooo ooooococooo 40 Using Remote Programming to Change DND Settings 0000 e eee eee 40 Using Remote Programming to Forward Calls 0000 c eee ee eens 41 Using Remote Programming for Personal Call Routing llle 41 Messages 43 Leaving Messages at Other Extensions 2 0c eee eee ee eee eene 43 Viewing and Responding to Messages 0 0c cece eee eee eee IRI III 44 Canceling Messages Left at Other Extensions nsseeeeeeeeneen rennen 44 Deleting Waiting Inter Station MessageS 0 0c cece eee 44 Using Do Not Disturb DND ooooooccocconn ee 45 Using Reminder Messages 00 cece eect eee eee nennen 46 Paging Other System Users 20 00 hn nnn nn nh 47 Placing a Page Announcement liliis en 47 En
21. hunt group the display shows AGENT LOGOUT HG Enter the extension number of the ACD hunt group Stopping the ACD Hunt Group Wrap up Timer Each time you end an ACD hunt group call a wrap up timer starts The default wrap up time is 15 seconds Your system administrator can change the wrap up timer settings Until this timer expires you will not receive another hunt group call however you can stop the wrap up timer to allow calls to your extension To stop the wrap up timer With the handset on hook dial 329 The display shows ACD WRAP UP TERMINATED Page 50 Mitel 8568 Telephone User Guide Issue 1 November 2009 Hunt Groups Other Hunt Group Features The following features can be used by ACD or UCD hunt groups Requesting Agent Help You can use Agent Help to request help from a designated Agent Help Extension usually your supervisor during a call When your request call rings at the Agent Help Extension the supervisor can join the call or reject the request To use Agent Help 1 While you are on a hunt group call press OO Special and then dial 375 If you hear repeating tones one of the following has occurred e The feature is not available at your telephone e You already have four parties in your call e Not enough system circuits are currently available e The Agent Help Extension is in DND If you hear repeating tones one of the following has occurred e The feature is not available at your telephone
22. menu button while the display shows the number To delete individual call log entries Press 0 to delete the displayed entry Or press the DEL ALL menu button to delete all entries in the current call log 2 This feature may or may not be enabled for your system Page 38 Mitel 8568 Telephone User Guide Issue 1 November 2009 Call Features Using Secondary Extension Buttons Secondary Extension buttons must be programmed by your system administrator You can use programmable buttons as secondary extensions Secondary Extensions are assigned to other extensions in the system primary extensions Because Secondary Extension buttons are programmed by the system administrator you cannot change the buttons for example assign features to the buttons When programmed you can use Secondary Extension buttons to e Placean internal call to the primary extension View the call activity at the primary extension Transfer calls to the primary extension Answer a call that is ringing or holding on any Call button at the primary extension The system administrator must set up the Call buttons for internal calls or you cannot use Secondary Extensions at the primary extension You can use Secondary Extension buttons to notify you when a given number NOTES of calls are waiting at the primary extension If a Secondary Extension button is flashing the primary extension has an incoming call you can press before you press th
23. to scroll through the speed dial locations e Enter the speed dial location 0 to 9 for Station Speed Dial or 000 to 999 or 0000 to 4999 for System Speed Dial e O Mitel 8568 Telephone User Guide Issue 1 November 2009 Page 25 Answering and Placing Calls Using the Directory Page 26 You can use the Directory to find internal or external contacts or find and activate system features The directory uses Intelligent Directory Search IDS which is similar to the text on 9 keys T9 predictive search feature used for mobile phones The Directory has the following three subdirectories e Intercom Find and dial internal numbers e Outside Find and dial external numbers listed in the company directory e Feature Find and activate system features When searching the directory dialpad buttons can represent several characters as shown in the following table As you enter characters the entries that best match the characters entered appear The system connects the character sequence to possible directory matches For example to find the name Jones dial 56637 Button Characters Represented 0 0 1 1 2 2ABCabcC a c a 3 3DEFdef eE 4 4GHIghiitii 5 5JKLjkl 6 6MNOmnod6006AN 7 7QPRSqprs 8 8TUVtuviduuu 9 9WXYZwxyzy A Up Scroll to next entry w Down Scroll to previous entry Cancel search Activate selection Me Hold Move the cursor to the left deletin
24. voids this Declaration For a copy of the original signed Declaration of Conformity in full conformance with EN45014 please contact the Regulatory Approvals Manager at the above address Mitel 8568 Telephone User Guide Issue 1 November 2009 Page v Contents Contents Getting Started 1 Welcome 2 2 A ie NE EXE UNE EXE MEER 1 About Your Telephone 22 occ c ilz I an aaa cc eee NN 2 Telephone Feature Descriptions llle 3 Handset a did Ci s Or RA RC bara AA x CRURA AAA 3 Display iuuenum emere ope etr Puer SAL ed hee ur DANG Vendu gen ee Eua 3 Men BUttons ata ie nn med Rea ck oce Rud a ee CR RC 3 Ring Message Indicator 2222 cece II 3 SPEAKER vesical rn nen 3 Feature Buttons 2 2222 0c een 4 Dialpadi Buttons vox seda ensure 4 Programmable Buttons co ku S ened ORC FRE RUBORE EROR ACA a eRe hase 5 Software Updates hh hh 5 Telephone Signals orcs yere He ea ee nn 6 Comfort and Safety TipS oo oocoococcrnr ehh hh hh hh hn 6 Headset INStructiO0NS ooooocoooo ehh hh hh hh 7 Personalizing Your Telephone 9 Adjusting the Viewing Angle ooooooooconnr IRI Ih 9 Installing Designation Cards 0 0c cee RII II Ih 10 Changing Volume Levels 222 2K hh nh n nnn 11 Changing the Ring Tone 20 0 c eee nnn nnnm hn 11 Adjusting the Display Contrast Rn Rh nnn 11 Changing the Language 2 2 2 nun 0 0 nn a a a nn eee 12
25. your hunt group and NOTES you are using a headset you are automatically connected to waiting calls when you log in The first call you receive after you log in rings until you answer it however you are automatically connected to subsequent calls To log in to or out of all ACD hunt groups in which you are a member Dial 328 to log into an ACD hung group followed by your Agent ID if necessary AGENT LOGGED INTO ALL ACDS appears Dial 328 again to log out of an ACD hung group To log in to one or more ACD hunt groups 1 Dial 326 The display shows AGENT LOGIN ACD HG 2 Do one of the following e Enter the ACD hunt group number e Press to log in to all of your ACD hunt groups The display shows AGENT LOGIN AGENT ID 3 Enter your Agent ID if applicable or press if you do not have an agent ID The display shows the log in status for one or all hunt groups Mitel 8568 Telephone User Guide Issue 1 November 2009 Page 49 Hunt Groups Logging out of ACD Hunt Groups You can log out of all ACD hunt groups at once or log out of each hunt group one at a time To log out of one or more ACD hunt group Do one of the following e Dial 328 to log out of all of your ACD hunt groups The display shows AGENT LOGGED OUT OF ALL ACDS e Dial 327 to log out of one hunt group at a time If you were logged in to only one hunt group the display shows AGENT LOGGED OUT OF HUNT GROUP numbers If you were logged in to more than one
26. 390 2 Enter the optional account code and then press To set an account code for all calls placed from your telephone Dial 391 followed by the account code and then press This code is used for all calls made from your telephone until it is disabled To disable the code Dial 391 and then press 4 ACCOUNT CODE CLEARED appears Mitel 8568 Telephone User Guide Issue 1 November 2009 Page 27 Call Features Call Features The following sections describe call related features Using Handsfree Mode You can use Handsfree Mode to activate the speakerphone The Ring Intercom Always feature prevents calls from being answered in Handsfree Mode see the following section You cannot use Handsfree Mode if you are using a headset or if you have more than one telephone assigned to an extension number The telephone uses half duplex audio when using the speakerphone both parties cannot talk at the same time NOTES To use Handsfree Mode With the handset on hook dial 319 HANDSFREE MODE ON appears Dial 319 to turn handset mode off Using Ring Intercom Always If another extension has Handsfree Mode enabled for incoming internal calls see the previous section you can use Ring Intercom Always to override Handsfree Mode on the extension requiring the called party to pick up the handset to answer your call To override Handsfree Mode for the current call 1 Before you enter the extension number press RING EXTE
27. 9 Forwarding Calls You can use Manual Call Forwarding see page 32 or System Forwarding see page 32 to forward calls Mitel 8568 Telephone User Guide Issue 1 November 2009 Page 31 Call Features Manual Call Forwarding The following table describes Manual Call Forwarding options PAM Code Call Forward Feature Description Menu Button Call Forward All Calls All incoming calls are forwarded 355 ALL Call Forward if no All incoming calls are forwarded if not answered 356 Answer The timer is set by the system administrator NO ANSWER Call Forward If Busy When your telephone is busy all incoming calls 357 are forwarded without ringing BUSY Call Forward If No All incoming calls are forwarded if your telephone 358 Answer Busy is busy or if you do not answer NO ANSWER BUSY To use Manual Call Forwarding 1 Press the Fwd button and then press one of the menu buttons as described in the table above or dial the Manual Call Forwarding feature code from the table above ENTER FORWARD DEST appears 2 Enter the extension number or press the Outgoing button or the Outgoing access code default code is 8 and then dial the phone number You can press the MESSAGE CENTER menu button to forward calls to the Message Center voice mailbox FWD ALL CALLS TO number appears To cancel a Manual Call Forwarding request Do one of the following e Press the Fwd button and then press dj Speaker
28. Handoff feature which includes the following functions e Push The Handoff push function allows you to move an active call from your main extension typically your desk phone to an associated destination without disconnecting audio The push function is useful if you are leaving the work area but want to remain connected to an active call The push function rings all associated destinations except voice mail and you select which device to use to answer the call When you answer the call you are immediately connected to the other parties at the new destination When the call is switching over to the new destination there may be a momentary break in audio which may be noticeable to the other parties on the call e Pull The Handoff pull function allows you to pull a call that was previously routed to your mobile or home phone back to the main extension The pull function is useful if you answer a call on your mobile phone and then return to your desk After you pull a call back to the main extension the call is connected immediately and you can then access system features such as conference hold and transfer The Handoff feature is only supported on your main extension typically your desk NOTE phone However if you share a desk phone with one or more coworkers and your main extension is a phantom extension you cannot use the Handoff feature Personal Call Routing includes the following feature codes e Personal Call Routing On
29. Index Password Remote Programming changing 40 entering 39 Personal Call Routing enabling and disabling 34 handoff 34 using 33 Programmable Buttons 5 assigning 13 resetting 17 resetting to default values 17 viewing button assignments 17 R Record A Call using 37 Redialing external numbers 22 Reminder Messages using 46 Remote Programming 39 password changing 40 entering 39 Personal Call Routing 41 to Change DND Settings using 40 to Change the Password using 40 to Forward Calls using 41 using 39 Remote Programming Password entering 39 Reverse Transfer Call Pickup using 31 Ring Intercom Always using 29 Ring Message Indicator 3 Ring Tone changing 11 selection 11 Ring Message Indicator 3 S Secondary Extension Buttons using 39 Settings returning to default 17 Signals telephone 6 Speaker 3 Speaker external 3 Speakerphone description 3 Group Listen using 37 handsfree calls 29 Page 59 Index Speed Dial entries to Programmable Buttons assigning 25 entries deleting 25 Station using 23 System using 22 using 22 STAR Codes telephone company 54 Station Messages canceling 44 deleting 44 leaving 43 replying to 44 viewing 44 Station Monitor using 52 Station Speed Dial numbers deleting 25 dialing 24 storing 23 using 23 Station Speed Dial Numbers dialing 24 storing 23 System forwarding 32 hold 30 information displaying 31 time and date setting 54 System Forwarding 32 System
30. NSION NUMBER appears 2 Dial the extension number To use Ring Intercom Always to always send non handsfree calls With the handset on hook dial 377 RING IC ALWAYS ON appears Dial 377 again to turn Ring Intercom Always off Using Mute You can use Mute to temporarily turn off your microphone preventing the other party on the call from hearing you To mute or unmute the microphone While on a call press NM Mute on MICROPHONE MUTE ON appears When the microphone is muted tri Mute button lamp is lit Press Mute or the UNMUTE menu button again to unmute the microphone Mitel 8568 Telephone User Guide Issue 1 November 2009 Page 29 Call Features Placing Calls On Hold You can place calls on either Individual Hold or System Hold e Individual Hold Places an internal or external call on hold at your telephone e System Hold Places an external call on hold in the system You can then pick up the call from any telephone that indicates a flashing Call button for the call including the telephone that placed it on hold To place a call on Individual Hold 1 Press Ma Hold ENTER EXTENSION NUMBER appears 2 Hang up or place another call To place an outside call on System Hold 1 Press OO Special and then dial 335 ENTER EXTENSION NUMBER appears 2 Hang up or place another call To return to a call that is on hold Press rA m Hold and then lift the handset or press af Speaker lt Caller gt WAS HOLDING app
31. Telephone User Guide Mitel 8568 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 Feature Buttons 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 OO Special to activate the feature before you enter the feature code If you make a mistake when entering numbers or characters you can press Me Hold to move the cursor to the left and delete the characters entered or you can press to cancel the feature Button Action A Up Provides volume control w Down Scrolls through feature options Activates Handsfree Mode Speaker qi Sp Activates features Mutes the microphone during a call N Mute Activates the contact and feature Directory E Directory Activates features while on a call The OO Special button does OO Special not cancel features To cancel features press the Star button 235 Redial Calls the last external number dialed You cannot redial internal numbers Ma Hold Places the current call on hold Left Backspace when entering dialpad characters w Transfer Transfers the current call Right Forward when entering dialpad charac
32. With the handset on hook dial 383 PROGRAM STN SPD 0 9 OR SCROLL appears Do one of the following e Press A Up or Ww Down to scroll through the speed dial locations e Enter the speed dial location 0 to 9 Press to select the location Enter the name of the speed dial contact up to 16 characters For dialpad character descriptions see Using the Dialpad Buttons to Enter Characters below Press to save the name Enter the extension number or external number If you are storing an external number enter the Outgoing Call access code default code is 8 before you enter the number Do not use hyphens or colons in stored speed dial numbers Press to save the location STN SPD BIN number UPDATED appears Using the Dialpad Buttons to Enter Characters You can use the dialpad buttons to enter text or numbers for features such as Do Not Disturb see page 45 and Station Speed Dial The following are guidelines when entering dialpad characters Press Message to switch from Alpha Mode to Numeric Mode The Message button stays lit in Alpha Mode and is off in Numeric Mode Press rA m Hold to move the cursor to the left and delete characters Press w Transfer to move the cursor to the right In Numeric Mode press for a hyphen In Numeric Mode press for a colon Press d Speaker or lift and replace the handset to save entries Mitel 8568 Telephone User Guide Issue 1 November 2009
33. able paging Mitel 8568 Telephone User Guide Issue 1 November 2009 Page 47 Hunt Groups Hunt Groups Hunt groups are groups of internal parties agents who share a common hunt group extension number Calls can either be placed to the hunt group using the hunt group extension number or to a specific agent using the agent s extension number Hunt groups are programmed by the system administrator Hunt groups types are either UCD or ACD e UCD Hunt Groups Uniform Call Distribution UCD agents do not log in to the hunt group to receive calls e ACD Hunt Groups Automatic Call Distribution ACD agents log in to the ACD hunt group to receive calls Calls are distributed by either Agent IDs or extensions o Agent IDs Each agent is assigned an Agent ID number for logging in to the hunt group see the next section Hunt group calls are distributed to logged in agents according to their Agent ID number instead of their extension number Agents can log in to any ACD hunt group phone o Extensions Hunt group members do not use Agent IDs and calls are distributed to phones where the agents are logged in Logging in to ACD Hunt Groups You must log in to an ACD hunt group to receive hunt group calls To stop calls you either log out of the ACD hunt group or divert calls See Diverting Hunt Group Calls on page 51 Only one agent can be logged in to an telephone If the ACD Agent ID Automatic Connect option is enabled for
34. abling or Disabling the Paging Feature 0 0 SR 47 Mitel 8568 Telephone User Guide Issue 1 November 2009 Page ix Contents Hunt Groups 49 Logging in to ACD Hunt Groups 0 ccc tetas 49 Logging out of ACD Hunt Groups rh 50 Stopping the ACD Hunt Group Wrap up Timer esee 50 Other Hunt Group Features 2 4 hh nh nnn nn 51 Requesting Agent Help 0 cee teens 51 Diverting Hunt Group Calls 0 0 rn 51 Hunt Group Supervisor FeatureS 0 00sec eee eee 52 Accepting or Rejecting Agent Help Calls 0 c eee eee 52 Monitoring Calls 0 0 0 cc tne 52 Using Barge Inr ioter eed hw ne aa vA aod eae eh die 52 Stealing Hunt Group Calls 1 0 0 teens 52 Troubleshooting 53 Contact Information 2 26 ede ii ee 53 Error Messages 222222260 P3 BITAG AT eee e cease ates eects edt AR eee ee eee ark rd na 53 Troubleshooting Tips 4 ee ee a a a Rome EA 54 Index 57 Page x Mitel 8568 Telephone User Guide Issue 1 November 2009 Getting Started Getti ng Started Welcome The instructions in this guide are for using the Mitel 8568 Telephone on the Mitel 5000 Communications Platform CP The Quick Reference Guide located at the beginning of this guide is an overview of frequently used features Your telephone should be powered on and ready to use If the display is blank or if the display name extension number or time or date
35. an associated destination device lift the phone handset and dial 388 A confirmation tone is played and the call is pulled back to your phone If you enter the handoff feature code 388 and the display shows NO CALL TO NOTE HANDOFF the call cannot be handed off see page 55 To cancel the Personal Call Routing Handoff feature While the handoff is in progress press OO Special and then dial 388 or press the CANCEL HANDOFF menu button HANDOFF CANCELLED appears on the display for your main extension Page 34 Mitel 8568 Telephone User Guide Issue 1 November 2009 Call Features Placing Conference Calls You can place a conference call with up to three internal or external parties for a total of four parties including yourself To place a conference call 1 While on the first call press the Conf button to place the call on hold CALL NEXT PARTY TO CNF appears 2 Place a call to the next conference party for external calls press the Outgoing button or the Outgoing Call access code 8 is the default code and then dial the number 3 After the party answers announce the conference and then press the Conf button to place the call on hold If necessary repeat this step to add the remaining conference party 4 Press the Conf button again or the CONNECT TO CNF menu button to start the conference CNF IN PROGRESS appears Adding a Conference Party You can add a conference party during the conference To
36. andset volume 11 cannot be saved Changing the Ring Tone You can select one of nine different ring tones To change the ring tone With the handset on hook dial 398 2 Doone of the following to listen to or turn off ring tones e Press 0 or the RINGER OFF menu button to turn the ringer off e Press A Up or w Down or 1 to 9 to listen to ring tones e Press the PREVIOUS or NEXT menu buttons to listen to and select a ring tone 3 Press d Speaker the ACCEPT menu button or lift and replace the handset to select the ring tone Adjusting the Display Contrast You can adjust the display Contrast setting To adjust the Contrast setting 1 While the handset is on hook dial 303 2 Doone of the following to adjust the contrast e Press JA Up or w Down to adjust the contrast e Press a number on the dialpad 1 lightest 8 darkest that corresponds to your desired contrast level 3 To save the setting press or d Speaker Mitel 8568 Telephone User Guide Issue 1 November 2009 Page 11 Personalizing Your Telephone Changing the Language Your system administrator can select two of the following languages as the primary and secondary languages to display text e American English British English e Spanish e Japanese For example if your system administrator programmed your telephone with American English as the primary language American English is used for display text You can change the language by sel
37. are incorrect contact your system administrator for assistance Because a variety of voice mail products work with the 5000 CP this guide does not include voice mail instructions For voice mail instructions refer to the voice mail user guide for your System For example refer to the Enterprise Messaging Basic Voice Mail and Embedded Voice Mail Card User Guide part number 835 3205 or the NuPoint Unified Messaging User Guide on the Mitel Web site http edocs mitel com Contact your system administrator for more information about your voice mail system Because many telephone features can be programmed to perform various tasks NOTE some features may work differently than the descriptions in this guide Contact your system administrator for more information Mitel 8568 Telephone User Guide Issue 1 November 2009 Page 1 Getting Started About Your Telephone Your telephone is equipped with a six line display a hearing aid compatible handset a Message Indicator lamp an internal speaker and microphone and three types of buttons The 8568 Telephone is shown here See Telephone Feature Descriptions on page 3 for more information about the telephone features O o 0 6666 1 Handset 5 Feature buttons 2 Display 6 Dialpad buttons 3 Menu buttons 7 Programmable buttons 4 Ring Message Indicator 8 External speaker Page 2 Mitel 8568 Telephone User Guide Issue 1 November 2009 Getting S
38. ation 16 Unavailable Holiday 07 Call Me At 17 In Conference 08 At the Doctor 18 Away from Desk 09 Ona Trip 19 Gone Home 10 On Break 20 Out to Lunch You can enter a second line of text up to 20 characters for DND messages For example if you select IN MEETING UNTIL you can enter 3 30 on the second line When other internal parties try to call you their displays show IN MEETING UNTIL 3 30 To turn on DND Press the DND button SELECT DND MSG 01 20 appears 1 2 Do one of the following 4 e Press JA Up or w Down to scroll through the messages e Enter the two digit number for the DND message from the preceding table e Press the SCROLL menu button and then press the PREVIOUS or NEXT menu buttons to scroll through the list After selecting the message enter the additional text for the DND description if applicable See Using the Dialpad Buttons to Enter Characters on page 23 for dialpad character descriptions Press d Speaker or the ACCEPT menu button or lift and replace the handset To turn off DND Press the DND menu button and then press DND OFF DO NOT DISTURB OFF appears Mitel 8568 Telephone User Guide Issue 1 November 2009 Page 45 Messages Using Reminder Messages You can use Reminder Messages to alert you at a selected time up to 24 hours in advance At the selected time the Reminder Message signals you with eight short tones and your displ
39. ay shows the message even if you are on a call The following table shows the 20 default Reminder Messages If your system administrator changes your Reminder Messages you can record the new messages in the New Message column for reference Code Default Mes New Message Code Default Mes New Message sage sage 01 Meeting 11 Call Engineering 02 Staff Meeting 12 Call Marketing 03 Sales Meeting 13 Call Accounting 04 Cancel Meeting 14 Cancel DND 05 Appointment 15 Cancel Call Fwd 06 Place Call 16 Take Medication 07 Call Client 17 Make Reservation 08 Call Customer 18 Review Schedule 09 Call Home 19 Lunch 10 Call Corporate 20 Reminder To set a Reminder Message 1 With the handset on hook dial 305 SELECT REMINDER MESSAGE 01 20 appears 2 Do one of the following e Enter the two digit number for the message from the table above e Press A Up or w Down to scroll through the messages e Press the SCROLL menu button and then press the PREVIOUS or NEXT menu buttons to scroll through the list 3 Press or the ACCEPT menu button to select the message 4 Enter the time you wish to receive the message in hours and minutes for example 0900 or 900 for 9 00 Then press The display shows the Reminder Message state If your system is set for 24 hour format you must enter the applicable time 1400 2 00 P M If your syste
40. bers Contact your system administrator with questions that are not covered in this user guide If you need further assistance you can find provider information on the Mitel Web site www mitel com All sales service and support are coordinated at the local level Error Messages The following error messages may appear when using your telephone Message Reason CANNOT ACCESS FEATURE The feature is enabled but other feature related conditions were not met Make sure that all feature related conditions are met and retry CANNOT ACCESS RESERVED Your system does not support the feature Contact your FEATURE system administrator for more information INVALID FEATURE CODE The feature code entered does not exist Retry using the correct feature code see page 14 INVALID EXTENSION NUMBER The extension number entered does not exist Retry using a valid extension number NO UPDATE PERFORMED The feature was not completed or one or more feature conditions were not met Mitel 8568 Telephone User Guide Issue 1 November 2009 Page 53 Troubleshooting Troubleshooting Tips The following table includes troubleshooting tips for telephone and system features You can often correct problems that you may be experiencing by resetting the NOTE Settings on page 17 telephone to the default settings See Resetting the Telephone to the Default Problem Possible Solution The telephone is n
41. ccess codes If your system uses different codes record the codes in the New Code column for reference Outside Line Access Codes Code Type Code New Code Emergency Call 911 999 112 Europe Outgoing Call Default 8 Select Line Group 1 to 208 92001 to 92208 Automatic Route Selection 92000 Extension Numbers Code Type Code New Code Attendant 0 Telephone Extensions 1000 to 1999 Hunt Groups 2000 to 2299 Default Feature Codes The following table lists default feature codes If your system administrator changes any of the default codes you can record the new codes in the New Code column for reference Most of the following feature codes work when your telephone is idle However if NOTE you are on an active call or if the telephone is off hook you may need to press OO Special before you enter the feature code to activate the feature To delete the characters entered Press Ma Hold to move the cursor to the left and delete the characters entered To cancel the feature Press Feature Page Code New Code Account Code Follow Calls 27 391 Account Code Optional 27 390 ACD Agent Log In 49 326 ACD Agent Log In Out 49 328 ACD Agent Log Out 49 327 ACD Agent Wrap up Terminate 50 329 Agent Help Reject 51 376 Agent Help Request 51 375 Answer Ringing Call 19 351 Page 14 Mitel 8568 Telephone User Guide
42. des audio for handsfree calls and background music See Using Handsfree Mode on page 29 for information about handsfree calls See Listening to Background Music on page 12 for more information about background music NOTE The 8568 Telephone uses enhanced speakerphone both parties cannot talk at the same time Mitel 8568 Telephone User Guide Issue 1 November 2009 Page 3 Getting Started Feature Buttons Feature buttons provide quick access to commonly used features See the following table for descriptions Button Action A Up wy Down Provides volume control for the ringer handset and speaker Scrolls through feature options d Speaker Activates Handsfree Mode speakerphone See Using Handsfree Mode on page 29 Activates features N Mute Temporarily turns off your microphone during a call Br Directory Activates the contact and feature Directory See Using the Directory on page 26 OO Special Activates features while on a call The DO Special button does not cancel features To cancel features press the Star button 1235 Redial Calls the last external number dialed You cannot redial internal numbers Ma Hold Places the current call on hold Left backspace when entering dialpad characters See Using the Dialpad Buttons to Enter Characters on page 23 w Transfer Transfers the current call Right forward when entering dialpad characters See
43. e flashing Secondary Extension button to call the primary extension and not answer the incoming call Remote Programming You can use Remote Programming to access the DND Call Forwarding and Personal Call Routing features from another system phone or an external phone A Direct Inward System Access DISA number is required to use Remote NOTE Programming from an external phone Contact your system administrator for more information Entering a Remote Programming Password Before using Remote Programming you should enter a new password To enter a Remote Programming password 1 Dial 392 ENTER PASSWORD appears 2 Enter your current password the default password is your extension number followed by CHANGE PASSWORD TO appears 3 Enter the new password followed by VERIFY PASSWORD appears 4 Enter the new password again followed by DATABASE UPDATED appears To change the station password from another phone see Using Remote Programming to Change the Password on page 40 3 This feature may or may not be enabled for your system Mitel 8568 Telephone User Guide Issue 1 November 2009 Page 39 Call Features Using Remote Programming to Change the Password You can use Remote Programming to change the station telephone password To use Remote Programming to change the station password 1 Do one of the following e Call your DISA number provided by your system administrator If necessary enter yo
44. ears Entering a Hookflash Some telephone companies require you to enter a hookflash a quick hang up and release for feature access To enter a hookflash While off hook press OO Special and then dial 330 or press the FLASH menu button Transferring Calls You can transfer calls to other extensions or external numbers You can also transfer conference calls See Transferring a Conference on page 36 for more information Transferring Calls to Other Extensions To transfer a call to another extension 1 While on the call press w Transfer and then enter the extension number 2 Doone of the following e Wait for an answer announce the call and then hang up If the extension is unavailable press the flashing IC or Call button to return to the caller e Hang up to transfer the call and disconnect the call from your telephone If your system administrator has enabled Transfer on Connect for your telephone you are automatically connected to calls transferred to your NOTE extension after the transferring party hangs up If this option is turned off you must press a Call button to answer calls transferred to your extension Page 30 Mitel 8568 Telephone User Guide Issue 1 November 2009 Call Features Transferring Calls to External Numbers To transfer a call to an external number 1 While on the call press w Transfer 2 Press the Outgoing button or the Outgoing Call access code the default code is 8
45. ecting the secondary language Contact your system administrator for more information To change the language Dial 301 to select either the primary or secondary language The display shows text in the selected language Listening to Background Music If your system is equipped with a music source you can listen to background music or system audio for example organizational conference calls through the external speaker To turn on or turn off background music Dial 313 on off BACKGROUND MUSIC ON or OFF appears 1 This feature may or may not be enabled for your system Page 12 Mitel 8568 Telephone User Guide Issue 1 November 2009 Personalizing Your Telephone Using Programmable Buttons For quick access you can assign feature codes extensions speed dial numbers trunks or other resources to your programmable buttons You can then press the programmed buttons to activate features or place calls See Default Access Codes and Default Feature Codes on page 14 for code lists You cannot reprogram the default button assignments See Programmable Buttons on page 5 To program a button 1 2 3 With the handset on hook dial 397 Press the button that you want to program If the button is e not programmed UNDEFINED KEY appears e programmed the feature or extension programmed for the button appears e not programmable NON PROGRAMMABLE KEY appears Enter the feature code extension number or sp
46. ectly to your mobile and home phones inform your system administrator if either of these phone numbers change To enable Personal Call Routing Dial 363 or 364 PERSONAL ROUTING ON appears on the display To disable Personal Call Routing Dial 362 or 364 PERSONAL ROUTING OFF appears on the display To answer a call routed to your mobile or home phone 1 Answer the call when it rings your phone After you speak the Personal Call Routing prompt is played 2 Do one of the following e Press to accept the call You do not need to wait for the prompt to accept the call You can NOTE accept the call immediately by pressing the button e Press to send the call to the voice mailbox associated with your main extension not your mobile phone or home phone voice mailbox If you do not have a voice mailbox the Press prompt is not played and the call is routed to your main extension If you hang up the call continues to follow your programmed routing steps To use the Personal Call Routing Handoff push feature 1 While on an active call at your phone press OO Special and then dial 388 HANDOFF IN PROGRESS appears on the display and the call rings all of your associated destinations except voice mail 2 Answer the call at one of your associated destinations For mobile and home phones press to accept the call To use the Personal Call Routing Handoff pull feature While on an active call on
47. eed dial code 0 to 9 to be assigned to the button Before assigning a speed dial number to a button the number must be NOTE stored with either a Station or System speed dial code See Using Speed Dial on page 22 After you program a button you can Press the button to place a call to the assigned extension Press the button to access a system feature Press the button and then hang up to transfer a call to the assigned extension If the call is transferred to voice mail you hear repeating double tones Visually monitor the call activity of the assigned extension if the button you assign has a lamp The following table describes the lamp signals and the indicated call activity Lamp Signals Description Continuously Lit The extension is busy or off hook Slowly flashing The extension is in Do Not Disturb DND Quickly flashing The extension has a call ringing in Continuously flashing The extension is causing a Station Off Hook system alarm Additional Programmable Buttons You can also use the Programmable Key Modules PKM to add additional programmable buttons to your telephone You can program buttons the same way as those on the associated telephone as described earlier in this section Contact your system administrator for details Mitel 8568 Telephone User Guide Issue 1 November 2009 Page 13 Personalizing Your Telephone Default Access Codes The following are default system a
48. etach the base unit 3 Hinge the hooks on the base unit into the notches on the back of the telephone and then snap into place as follows e Fora high angle mount hinge the two lower hooks into the bottom set of notches and then snap the two upper hooks into the middle set of notches e Fora low angle mount hinge the two lower hooks into the middle set of notches and then snap the two upper hooks into the top set of notches Mitel 8568 Telephone User Guide Issue 1 November 2009 Page 9 Personalizing Your Telephone Installing Designation Cards If you program buttons on your telephone see page 13 you can install a new paper designation card with the revised button labels Paper designation cards are provided by your System administrator You can usually slide the paper designation card out and replace it without removing the lens if necessary see the following instructions to remove the lens Page 10 You can remove the lens and install a fixed Mylar designation card which has labels for the three menu buttons under the display Contact your system administrator for the Mylar designation card To remove the lens and install the fixed Mylar designation card 1 O o PO EE0558 Remove the screw that holds the option module on the back of the telephone Keep the screw in a safe place you must use it in step 6 Lift the lower edge of the option module until you feel the inner tabs release and then gen
49. etting the programmable buttons does not reset button assignments programmed by the System administrator To reset the feature buttons to the default values With the handset on hook dial 395 FEATURE KEYS DEFAULTED appears Resetting the Telephone to the Default Settings Resetting the telephone to the default settings does the following e Returns all volume settings to the default levels See Changing Volume Levels on page 11 e Cancels Background Music See Listening to Background Music on page 12 e Cancels Callback queue requests See Requesting a Callback Queuing the Telephone on page 21 e Restores Handsfree Mode Using Handsfree Mode on page 29 e Cancels Manual Call Forwarding See Manual Call Forwarding on page 32 e Cancels System Forwarding See System Forwarding on page 32 e Cancels Do Not Disturb DND See Using Do Not Disturb DND on page 45 e Restores Page settings See Paging Other System Users on page 47 e Resets hunt group calls See Hunt Groups on page 49 To reset your telephone to the default settings Dial 394 STATION DEFAULTED appears Switching Keymaps Keymaps are the default button assignments on your telephone Your system may have programmed an alternate keymap allowing you to switch between keymap assignments Contact your system administrator for more information To switch between keymaps when your telephone is idle With the handset on hook dial 399 The display sh
50. first call on hold before you answer the waiting call See Placing Calls On Hold on page 30 Using Automatic Call Access Automatic Call Access connects you to incoming internal or external calls when you pick up the handset or press dj Speaker When Automatic Call Access is turned off you must press the flashing IC or Call button to answer incoming calls To use Automatic Call Access for incoming IC calls With the handset on hook dial 361 to turn on or off AUTO IC ACCESS ON or OFF appears To use Automatic Call Access for incoming external trunk calls With the handset on hook dial 360 to turn on or off AUTO TRNK ACCESS ON or OFF appears Mitel 8568 Telephone User Guide Issue 1 November 2009 Page 19 Answering and Placing Calls Redirecting Calls You can redirect incoming calls to another extension or external number You can use the menu buttons to redirect calls to the following destinations e SEND TO V MAIL Sends the call directly to your voice mailbox You must have a mailbox to use this destination e IC CALL TO DND Places your telephone in DND Mode and blocks the call See Using Do Not Disturb DND on page 45 SEND TO DEST Redirects the call to the extension or phone number entered To redirect calls 1 While a call is ringing dial 331 or press the menu button as previously described 2 Enter the extension number or press the Outgoing button or enter the Outgoing Call access code 8 a
51. g 20 stealing 52 telephone queuing for 21 transferring 30 waiting 19 Calls on Hold placing 30 Calls to External Numbers 31 Calls to Other Extensions transferring 30 Camp On using 21 Characters entering dialpad 23 Codes account 27 default system access 14 feature default 14 Outgoing Call access 20 22 Comfort and Safety Tips 6 Conference dropping 36 ending 36 transferring 36 Conference Calls adding a party to 35 dropping out of 36 ending 36 placing 35 transferring 36 Conference Party adding 35 Contact Information 53 Contrast changing 11 Page 57 Index D Default access codes 14 feature codes 14 programmable buttons resetting to 17 settings returning the telephone to 17 System access codes 14 Designation Cards installing 10 Dialpad buttons 4 characters entering 23 Dialpad Buttons to Enter Characters using 23 Directory using 26 Display 3 contrast changing 11 name changing 54 Display Contrast and Brightness adjusting 11 Display Contrast adjusting 11 Do Not Disturb DND using 45 E Emergency Calls placing 20 Error messages 53 tones telephone 6 Extension Numbers 14 External Calls placing 22 F Feature buttons 4 canceling 4 codes using 14 Features to Programmable Buttons assigning 13 G Group Listen using 37 H Handset 3 off hook 6 off hook on hook 6 on hook 6 Page 58 Handsfree Mode overriding 29 using 29 Headset instructions 7 us
52. g existing characters See the following section on using the directory To search for a directory name or feature 1 Press Er Directory and then press one of the following e 1 for the IC directory e 2 for the Outside directory e 3 for the Feature directory 2 Press the dialpad buttons to enter up to 20 characters See the table on page 26 for dialpad button character descriptions 3 Press a Up or ny Down to scroll through the entries The IC directory may display two similar entries one without an asterisk NOTE and one with an asterisk The entry without an asterisk is the primary extension the entry with an asterisk is a secondary extension 4 Press while the display shows the entry to dial a number or activate a feature code Mitel 8568 Telephone User Guide Issue 1 November 2009 Answering and Placing Calls Using Account Codes Account codes record information for telephone record reports You may be required to enter account codes when placing calls Contact your system administrator for more information about using account codes There are three types of account codes e Standard account codes Automatically entered into the telephone record report whenever you place a call e Forced account codes Entered before you can place an outside call e Optional account codes Entered at any time during a call To enter an optional account code 1 While off hook press DO Special and then dial
53. hows that an upgrade is in process Do not unplug the telephone during the upgrade Mitel 8568 Telephone User Guide Issue 1 November 2009 Page 5 Getting Started Telephone Signals Your telephone has several audio and visual signals to indicate feature activity The following are a few helpful tips Lit or blinking buttons indicate call or feature activity All telephone button lamps illuminate at the same time for a few seconds when the telephone is reset or powered on The following actions may cause an error tone o Pressing an invalid button combination o Selecting a restricted feature o Dialing a restricted or invalid number o Dialing too slowly between digits o Waiting too long before performing the next step To correct an error tone hang up and try again Many features time out if you wait too long before performing the next step If this happens you must start over Off hook means the handset is lifted On hook means the handset is in the cradle If your telephone does not have a lamp under the speaker button the large message indicator lamp on the top right of the telephone indicates that the speakerphone is in use Comfort and Safety Tips Observe the following comfort and safety tips when using the telephone e Do not cradle the handset Prolonged use of the handset can lead to neck shoulder or Page 6 back discomfort especially if you cradle the handset between your neck and shoulder If
54. ing 7 Hold Individual 30 System 30 Hookflash entering 30 Hunt Group Calls diverting 51 stealing 52 Hunt Group Supervisor Features 52 Hunt Groups accepting or rejecting Agent Help 52 Agent Help requesting 51 agent IDs 49 Automatic Call Distribution ACD 49 barge in using 52 calls diverting 51 monitoring 52 stealing 52 logging out of 50 types 49 Uniform Call Distribution UCD 49 wrap up timer 50 Incoming Calls redirecting 20 Individual Hold using 30 Internal Calls placing 21 K Keymaps changing 17 switching 17 L Language changing 12 LCD contrast changing 11 Logs call 38 Mitel 8568 Telephone User Guide Issue 1 November 2009 Manual Call Forwarding 32 Members hunt group 49 Menu Buttons 3 Messages at other extensions leaving 43 canceling 44 deleting 44 Do Not Disturb 45 error 53 leaving 43 left at other extensions canceling 44 pages 47 Reminder 46 replying to 44 responding 44 viewing 44 voice listening to 44 Microphone muting 29 Music background 12 Mute using 29 N Number redialing 22 Numbers redialing external 22 O Off Hook 6 On Hook 6 Other Hunt Group Features 51 Other System Users paging 47 Outgoing Call Access Code 20 22 Outside Line Access Codes 14 P Page Announcement placing 47 Paging enabling or disabling 47 using 47 Paging Feature diabling 47 enabling 47 Mitel 8568 Telephone User Guide Issue 1 November 2009
55. internal parties see when your telephone is in DND See Using Do Not Disturb DND on page 45 e Reminder Messages Messages that you can use to notify yourself of upcoming appointments meetings and so on See Using Reminder Messages on page 46 e Pages Announcements sent over telephone speakers or external speakers See Paging Other System Users on page 47 e Voice messages System voice mail messages Because a variety of voice mail products work with the 5000 CP this guide does not include voice mail instructions For voice mail instructions refer to the voice mail user guide for your system For example refer to the NOTE Enterprise Messaging Basic Voice Mail and Embedded Voice Mail Card User Guide part number 835 3205 or the NuPoint Messenger Messaging User Guide on the Mitel Web site http edocs mitel com Contact your system administrator for more information about your voice mail system Leaving Messages at Other Extensions You can leave inter station or voice messages for other internal parties To leave an inter station or voice message for a busy IC extension 1 Press x Message or the LEAVE MESSAGE menu button HANG UP OR WAIT FOR MSG CENTER appears 2 Do one of the following e Hang up to leave an inter station message MESSAGE LEFT FOR lt name gt appears e Stay on the line to connect to the message center usually voice mail To leave an inter station message without placing an internal
56. m is set for 12 hour display format press 1 for A M or 2 for P M To cancel all Reminder Message requests With the handset on hook dial 306 REMINDER MSGS CANCELED appears To clear a received Reminder Message With the handset on hook press Page 46 Mitel 8568 Telephone User Guide Issue 1 November 2009 Messages Paging Other System Users You can place page announcements through telephone speakers or external speakers if applicable Your system may use page zones to prevent announcements from transmitting through every telephone in the system Each page zone contains a different combination of extensions and external paging equipment Contact your system administrator for page zone information You can use the following table to save the page zone information for future reference Page Zone Name Number Description Placing a Page Announcement To place a page announcement 1 Press 7 2 Enter the page zone number 0 to 9 3 Wait for the tone make your announcement and then hang up Enabling or Disabling the Paging Feature You can enable or disable the Page feature for your extension If your extension is assigned to more than one page zone the Page on off feature code enables or disables your extension for all pages zone you cannot select individual zones To enable or disable paging for your telephone Dial 325 to enable paging PAGE RECEIVE ON appears Dial 325 again to dis
57. ment has been tested and found to comply with the limits for a Class B digital device pursuant to Part 15 of the FCC Rules These limits are designed to provide reasonable protection against harmful interference in a residential installation This equipment generates uses and can radiate radio frequency energy and if not installed and used in accordance with the instructions may cause harmful interference to radio communications However there is no guarantee that interference will not occur in a particular installation If this equipment does cause harmful interference to radio or television reception which can be determined by turning the equipment off and on the user is encouraged to try to correct the interference by one or more of the following measures Reorient or relocate the receiving antenna Increase the separation between the equipment and receiver Connect the equipment into an outlet on a circuit different from that to which the receiver is connected Consult the dealer or an experienced radio TV technician for help Notice to European Customers We Mitel Networks LTD Of Mitel Castlegate Business Park Portskewett Caldicot NP26 5YR UK Declare that for the hereinafter mentioned product the presumption of conformity with the applicable essential requirements of DIRECTIVE 1999 5 EC OF THE EUROPEAN PARLIAMENT RTTE DIRECTIVE AND OF THE COUNCIL is given Mitel Telephone 8568 Any unauthorized modification of the product
58. mp on Camp on keeps you connected to the called extension until it becomes available You cannot use Camp on if the called extension is in DND or if the call is forwarded to voice mail See Using Do Not Disturb DND on page 45 To use Camp on Stay on the line and wait for the extension to become available Do not hang up If Camp on is enabled you hear Music on Hold while you are waiting Mitel 8568 Telephone User Guide Issue 1 November 2009 Page 21 Answering and Placing Calls Placing External Calls The following sections describe features used when placing external calls To place an external call 1 Press the Outgoing button an unlit Call button or enter the Outgoing Call access code 8 is the default code 2 Dial the number If you cannot place an external call because all outgoing lines are busy you can request a callback which prompts the system to contact you when a line becomes available See Requesting a Callback Queuing the NOTES Telephone on page 21 If you are prompted for an account code indicated by a single beep you must enter an account code before you can place your call See Using Account Codes on page 27 Depending on system configuration you may also be able to use one of the following methods to select an outgoing line e Enter the Select Line Group feature code The default codes are 92001 to 92208 e Enter the Automatic Route Selection ARS feature code The default code is
59. n use You cannot use the handset or speakerphone when the telephone is in Headset Mode Disconnecting the headset automatically enables the handset The headset must be hearing aid compatible HAC NOTES f your headset has a power saver mode make sure the system administrator has enabled the Headset Connect Tone feature If this is not enabled you may miss the first few seconds of an incoming call To connect and activate the headset 1 Insert the headset jack into the Headset port 0 located on the back of the telephone 2 Dial 317 Headset on off HEADSET MODE ON appears Because Headset Mode disables the handset and speakerphone you NOTE must turn off Headset Mode before you can use the handset or speakerphone To turn off Headset Mode and activate the handset and speakerphone Dial 317 Headset on off HEADSET MODE OFF appears Mitel 8568 Telephone User Guide Issue 1 November 2009 Page 7 Personalizing Your Telephone Personaliza ng Your Telephone This chapter describes features you can use to personalize your telephone Adjusting the Viewing Angle You can tilt the telephone stand for a better view of the buttons and display NAG E N Y gt Press tabs on both sides to release and detach unit To adjust the viewing angle Turn the telephone so it faces away from you 2 Hold the base firmly and then press the tabs on the sides of the stand to release and d
60. ncel a message left at another extension 1 Dial 366 or press MSG and then press the CANCEL MESSAGE menu button CANCEL MESSAGE ON EXT appears 2 Enter the extension number where you left the message MESSAGE CANCELED FOR name appears Deleting Waiting Inter Station Messages You can delete waiting inter station messages NOTE To delete waiting voice messages you must connect to your voice mailbox To delete waiting inter station messages 1 Press x Message or the VIEW MESSAGE menu button MSG message information appears 2 Press or the DELETE menu button to delete the displayed message Page 44 Mitel 8568 Telephone User Guide Issue 1 November 2009 Using Do Not Disturb DND You can use DND to stop calls and pages to your extension When activated internal calling parties see your selected DND message DND does not block queue callbacks recalls and incoming external calls The following table shows the 20 default DND messages If your System administrator changes your DND messages you can record the new messages in the New Message column for reference Messages Code Default Message New Message Code Default Message New Message 01 Do Not Disturb 11 Out of Town Til 02 Leave a Message 12 Outof Office 03 In Meeting Until 13 Out Until 04 In Meeting 14 With a Client 05 On Vacation 15 With a Guest Holiday Til 06 On Vac
61. nd then enter the external number The call is forwarded to the number entered Using Automatic Trunk Answer You can use Automatic Trunk Answer to answer incoming external calls for other internal parties who are members of an Answer Access list Your system administrator creates Answer Access lists Contact your system administrator for Answer Access list extensions Automatic Trunk Answer answers calls in the order they are received that is the first call received by any extension in the Answer Access list is the first one answered To use Automatic Trunk Answer 1 While an incoming external call is ringing at another Answer Access list extension lift the handset or press d Speaker 2 Dial 350 or press the flashing Trunk number button Placing Calls The following instructions describe how to place calls and related features Placing Emergency Calls Contact your system administrator and your local Mitel provider for important information about dialing emergency services before using your telephone When dialing an emergency number 911 U S or 999 112 Europe you do not have to press the Outgoing button or enter the Outgoing Call access code 8 is the default code The system automatically places emergency calls immediately after you dial the number even if you do not select an outside line 1 This feature may or may not be enabled for your system Page 20 Mitel 8568 Telephone User Guide Issue 1
62. o hear the other party on the call while the other party can only hear you through the handset microphone You cannot use Group Listen in Handsfree Mode To use Group Listen While on a call press OO Special and then dial 312 to turn Group Listen on GROUP LISTEN ON appears and you hear a confirmation tone The other party does not hear the confirmation tone Dial 312 again to turn Group Listen off 1 This feature may or may not be enabled for your system Mitel 8568 Telephone User Guide Issue 1 November 2009 Page 37 Call Features Using Call Logging Your call logs are records of your most recent missed received and dialed calls A maximum of 20 entries are stored in each call log You can use Call Logging to e View recent call activity e View caller ID information e Return or redial calls To use Call Logging 1 Dial 333 or the LOGS menu button 2 Select one of the following options e Press 1 MISS or the MISSED CALLS menu button for missed calls e Press 2 RCV or the RECEIVED CALLS menu button e Press 3 DL or the DIALED CALLS menu button e Press 4 CLR or the CLEAR LOGS menu button 3 Press A Up or ww Down to scroll through the entries The display shows the party s name and the extension or outside number if available and the date and time If no Caller ID information is available UNKNOWN CALLER appears To return a call or redial a number listed in a call log Press or the CALL NOW
63. ot working properly Contact your system administrator cannot use one or more of the features described in this guide The feature may not be enabled Contact your system administrator for more information cannot program System Speed Dial numbers Your system administrator programs System Speed Dial numbers cannot change the time and date on the telephone display Your system administrator programs the time and date Contact your system administrator if you notice that the date and time are incorrect am experiencing audio problems on my telephone such as echo distorted sound or choppiness Contact your system administrator if you are having audio problems The name on the display is incorrect Your system administrator assigns display names cannot use the local phone company star codes for example 82 69 when press the Outgoing button or use the Outgoing Call access code 8 is the default code when calling an external number Rather than pressing the Outgoing button or 8 to access an outside line you must dial a Select Line Group number before you can use the star codes For example if your system is using the default Select Line Group numbers dial 92001 to access that line After you have dial tone you can dial the star code and the number cannot use the Agent Help or Record a Call features Contact your system administrator cannot program a Sta
64. ows either ALTERNATE or STANDARD KEYMAP IS ACTIVE To switch between keymaps during a call Press OO Special and then dial 399 Mitel 8568 Telephone User Guide Issue 1 November 2009 Page 17 Answering and Placing Calls Answering and Placing Calls The following instructions describe how to answer and place internal and external calls and how to use related features By default internal intercom calls are assigned to the IC button and external calls NOTE are assigned to the Call buttons Answering Calls Your telephone may be preset to automatically answer incoming internal calls in Handsfree Mode To disable Handsfree Mode see Using Handsfree Mode on page 29 After disabling Handsfree Mode you can use your handset or headset to answer incoming calls To answer a call Lift the handset or press d Speaker to answer a call while using a headset or to answer a call in Handsfree Mode See Using Handsfree Mode on page 29 If you are currently on a call press the flashing IC or Call button to answer a waiting call See Answering Waiting Calls below Answering Waiting Calls If you receive a call while you are on another call you hear a call waiting tone the IC or Call button flashes and the display shows the Caller ID information if available To answer a waiting call Press the flashing IC or Call button This places the first call on hold and connects you to the waiting call You can also place the
65. rding feature codes e 355 All e 356 No answer e 357 Busy e 358 No Answer Busy 6 Enter either an extension number or 8 followed by a phone number To turn off Call Forwarding Dial 355 and then hang up Using Remote Programming for Personal Call Routing See Using Personal Call Routing on page 33 for more information about Personal Call Routing To use Remote Programming to enable Personal Call Routing 1 Do one of the following e Call your DISA number provided by the system administrator If necessary enter your DISA password e Use any telephone on the system Dial 359 Enter your extension number c m Enter your password followed by Dial 363 Personal Call Routing On e To use Remote Programming to disable Personal Call Routing Follow steps 1 4 above dial 362 Personal Call Routing Off and then hang up Mitel 8568 Telephone User Guide Issue 1 November 2009 Page 41 Messages Messages This section describes the following system messaging features e Inter station messages Inter station messages are alerts sent to your telephone by other internal parties notifying you to contact the party who left the message The Xx Message button and Message Ring Indicator flash to notify you of the new message You can then either delete the message or reply to the message which automatically places a call to the party who left the message e Do Not Disturb DND messages Messages that other
66. re information about recording calls To use Station Monitor Dial 321 and then enter the extension number MONITORING EXT number appears Monitored hunt group members may hear an activation tone when the feature is activated Using Barge in While monitoring a hunt group call you can use Barge in to join the call To barge in to a hunt group call Dial 386 BARGE IN PROGRESS appears Stealing Hunt Group Calls While monitoring a hunt group call you can steal the call from the hunt group member which disconnects the call from the agent and transfers the call to your extension To steal a hunt group call Dial 387 CALL STOLEN FROM EXT number appears Page 52 Mitel 8568 Telephone User Guide Issue 1 November 2009 Troubleshooting Troubleshooting The following sections can help you solve problems that you may be experiencing with your telephone Troubleshooting topics include e Contact Information Information about system administrator contacts e Error Messages Error messages and descriptions e Troubleshooting Tips Possible problems and methods to solve them Contact Information Your system administrator can help you with items such as changing your settings or modifying telephone features System administrator duties include e Adding new user accounts e Setting the date and time e Programming System Speed Dial numbers e Making database changes such as changing user names and extension num
67. rks Corporation All other trademarks mentioned in this document are the property of their respective owners including Mitel Networks Corporation All rights reserved 2009 Mitel Networks Corporation Personal use of this material is permitted However permission to reprint republish this material for advertising or promotional purposes or for creating new collective works for resale or redistribution to servers or lists or to reuse any copyrighted component of this work in other works must be obtained from Mitel Mitel 8568 Telephone User Guide Issue 1 November 2009 Pagei Important Safety Instructions and Precautions Remember the following safety guidelines when using the telephone Programming Emergency Numbers Make sure to do the following when programming emergency numbers and or making test calls to emergency numbers e Remain on the line and briefly explain to the dispatcher the reason for the call e Perform tests during off peak hours such as early morning or late evenings Safety Notices The following notices may appear on the product or in the technical documentation Notice Description Caution indicates a potentially hazardous situation which if not avoided may result in minor or moderate injury and or damage to the equipment or property Warning indicates a potentially hazardous situation which if not avoided could result in death or serious injury Danger indicates an imminently hazardous
68. sh bowl kitchen sink or laundry tub in a wet basement or near a swimming pool Avoid using an telephone other than a cordless type during an electrical storm There may be a remote risk of electric shock from lightning Do not use the telephone to report a gas leak in the vicinity of a leak Do not connect directly to the Public Switched Telephone Network PSTN Any connection of this telephone to an off premise application an out of plant application any other exposed plant application or to any equipment other than the intended application may result in a safety hazard and or defective operation and or equipment damage Exposed plant means where any portion of the circuit is subject to accidental contact with electric lighting or power conductors operating at a voltage exceeding 300 volts between conductors or is subject to lightning strikes The socket outlet if used shall be located near the equipment and shall be easily located by the user Use only Mitel approved power adaptors The handset supplied with the telephone is not certified for use with any other telephone Use of the handset with any other telephone may have the potential to cause hearing loss in the event of a lighting strike on the outside plant wiring Page iv Mitel 8568 Telephone User Guide Issue 1 November 2009 Notice to Canadian Customers The Class B digital apparatus complies with Canadian ICES 003 Notice to U S Customers This equip
69. situation which if not avoided will result in death A ey 3 a or serious injury The exclamation point within an equilateral triangle indicates that important operating and maintenance servicing instructions are included in the literature accompanying the product Maintenance and Repair There are no user serviceable parts inside the telephones For repairs return the telephone to an authorized Mitel provider Changes or modifications not expressly approved by Mitel may void the user s right to operate the NOTE f equipment Page ii Mitel 8568 Telephone User Guide Issue 1 November 2009 Power Requirements Telephone Damage Hazard To avoid damaging the telephone or Programmable Key Module Interface Module PKM IM make sure the PKM IM is connected to the proper power supply before powering on Contact your system administrator for more information When a PKM IM is attached to the telephone the telephone requires the Mitel Universal 24 VDC power adapter part number 50005300 If necessary contact your system administrator for assistance before connecting the PKM IM to the centralized power source Make sure the PKM IM is plugged into an uninterruptible power supply UPS If the PKM IM is plugged into the UPS and the power fails it should remain powered on for about 10 minutes If the PKM IM is not plugged into a UPS and the power fails the current call is dropped and you will not be able to use the
70. stem Speed Dial 2 eee 22 Using Station Speed Dial 0 tees 23 Storing Station Speed Dial Numbers 2 23 Using the Dialpad Buttons to Enter Characters llle 23 Dialing Station Speed Dial Numbers leeren 24 Deleting Speed Dial Entries eere 25 Assigning Speed Dial Entries to Programmable Buttons 0000 0c eee 25 Using the Directory 2224 22 EE EIL Re ERER RUE ei GAGA 26 Using Account Codes eoo ere a EXER RR eee See ee DUE a 27 Call Features 29 Using Handsfree Mode 222 42H rm nnt 29 Using Ring Intercom Always 2 2H RII IIR III IRI hh hh 29 Using Mule 22 coll ill I cR RR RII RT dee eee kn 29 Placing Calls On HOld o coocooccccc eee 30 Entering a Hooktlash 22e eee eee ad ea 30 Transferring Calls sessa RR een en dei RN tee eel 30 Transferring Calls to Other Extensions 000000 eee 30 Transferring Calls to External NUMberS ooococccccco eee 31 Using Reverse Transfer 0 0 0 cee EEE nennen nenn 31 Viewing Your System Information oo coococcccnn nun nennen nennen nenne 31 Viewing Caller ID Information eee eee 31 Forwarding Calls ex te ose ee ne 31 Manual Call Forwarding n se saaana anaua 32 System Forwarding ss ssaa sa pimai aa aaa ernten een tern 32 Page viii Mitel 8568 Telephone User Guide Issue 1 November 2009 Contents Using Personal Call Routing 0 00 eee Rh
71. t a time To end a conference and place all parties on Individual Hold Press the Conf button and then press Mu Hold CONFERENCE PARTIES ON HOLD appears To toggle between the held callers Press Mea Hold twice for internal parties or the applicable Call button for external parties Page 36 Mitel 8568 Telephone User Guide Issue 1 November 2009 Call Features Using Record A Call You can use Record A Call to record an ongoing call as a mailbox message You can then retrieve the message from your voice mailbox The Record A Call feature stays active after the other party hangs up so you can add to the recorded call with your own message To use Record A Call 1 While on a call press OO Special and then dial 385 or press the RECORD A CALL menu button REQUESTING RECORD A CALL appears 2 Enter the voice mailbox number where you want the recording to be saved RECORD A CALL IN PROGRESS appears and both you and the calling party hear a confirmation tone if enabled Your system administrator can assign the Record a Call voice mailbox NOTE ddr destination If so you do not need to enter the voice mailbox number To stop Record A Call Do one of the following e Press QO Special and then dial 385 e Press the CANCEL RECORDING menu button e Hangup Using Group Listen You can use Group Listen to activate the speaker while you use the handset or headset to continue speaking This allows other people t
72. tarted Telephone Feature Descriptions The following sections describe default configurations Your telephone may be programmed differently Contact your system administrator for more information See About Your Telephone on page 2 for telephone feature locations Handset The handset provided with this equipment 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 See Headset Instructions on page 7 and Using Handsfree Mode on page 29 for more information Display The display provides a six line 16 character viewing area for using features and identifying callers When idle the display shows user information and the time and date Menu Buttons The telephone has eight dynamic menu buttons at the top of the display that change depending on the feature and menu currently shown You can use the menu buttons to view and select feature options Ring Message Indicator The Ring Message Indicator flashes or stays lit to indicate call message and feature activity For more information about messaging features see Messages on page 43 Ring Message Indicator signals are described in the following table 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 telephone is idle Speaker The speaker provi
73. telephone until the power is restored Software Updates Telephone Damage Hazard Do not use your telephone or disconnect it while it is updating software The telephone may require occasional software updates when new versions are available The telephone is configured to download the updates automatically Contact your system administrator for more information Product Disposal Instructions This symbol indicates that the product is classified as electrical or electronic equipment and should not be disposed of with Mz other commercial or household waste at the end of its working life For appropriate disposal and recycling instructions contact your local Mitel provider Re The Waste of Electrical and Electronic Equipment WEEE Directive 2002 96 EC was established by the European Union to minimize negative impact on the environment control hazardous substances and curtail landfill expansion by using the best available recovery and recycling techniques Mitel 8568 Telephone User Guide Issue 1 November 2009 Page iii Telephone Usage This equipment is not for connection to the telephone network or public coin telephone service It is only for use when connected to Mitel systems When using your telephone equipment basic safety precautions should always be followed to reduce the risk of fire electric shock and injury to persons including the following Do not use this product near water for example near a bath tub wa
74. ters Connects to voice mailbox and notifies when you have messages SH Message Toggles between Alpha Mode and Numeric Mode when entering dialpad characters Mitel 8568 Telephone User Guide Issue 1 November 2009 Commonly Used Feature Codes Contact your system administrator for more information about system features Feature Code ACD Agent Log In Out 328 Automatic IC Call Access On Off 361 Automatic Trunk Call Access On Off 360 Background Music On Off 313 Call Forward All Calls 355 Call Logging 333 Conference 5 Default Station 394 Directory 307 Display Time And Date 300 Do Not Disturb On Off 372 Handsfree On Off 319 Headset On Off 317 Hold Individual 336 Hold System 335 Hunt Group Remove Replace 324 Message Cancel Left Message 366 Message Delete Message 368 Message Leave Message 367 Message View Messages Menu 365 Microphone Mute On Off 314 Page Receive On Off 325 Personal Call Routing On Off 364 Personal Call Routing Handoff 388 Program Buttons 397 Program Station Password 392 Programmable Buttons Default 395 Queue Callback Request 6 Record A Call 385 Reverse Transfer Call Pick Up 4 Ring Tone Selection 398 Station Speed Dial 382 Station Speed Dial Programming 383 Switch Keymap 399 System Forward On Off 354
75. tion Speed Dial number to the button want Before assigning the speed dial number to a programmable button you must store the number with either a Station or System Speed Dial code When try to use the Personal Call Routing Handoff feature 388 the display shows NO CALL TO HANDOFF The NO CALL TO HANDOFF display indicates that the call cannot be handed off from your mobile phone to your desk phone because one of the following may have occurred e You tried to use the handoff feature on a call that has not been routed by Personal Call Routing e You entered the handoff feature code at the exact time the other party on the call disconnected e The call on your mobile phone was terminated for some reason Mitel 8568 Telephone User Guide Issue 1 November 2009 Troubleshooting Problem Possible Solution When try to use the Personal Call Routing Handoff feature 388 the display shows NO CALL TO HANDOFF Mitel 8568 Telephone User Guide Issue 1 November 2009 The NO CALL TO HANDOFF display indicates that the call cannot be handed off because one of the following may have occurred You tried to use the Handoff feature on a call that has not been routed by Personal Call Routing You tried to use the Handoff feature on a call that the system has not yet recognized as a valid call You tried to use the Handoff feature on an unsupported extension The Handoff feature is
76. tly lift the upper edge of the module To avoid damaging the module or the lens always lift the lower edge of the module first Remove the lens by lifting the upper edge and then sliding the lower edge down Place the fixed Mylar designation card on the face of the telephone Slide the lens tabs into the underside of the telephone Snap the lens tightly into place by applying pressure to both the middle and top of the lens Secure the option module using the screw from step 1 Fixed Mylar designation card Option module Mitel 8568 Telephone User Guide Issue 1 November 2009 Personalizing Your Telephone Changing Volume Levels You can change the following volume levels Ringer alerting tone e Handset e Headset e Background music e External speaker Turning the external speaker volume down to the lowest levels may prevent you NOTE from hearing the feature warning tones that notify you when errors occur for example when you enter an incorrect feature code You must be using the feature to change the volume level For example if you want to change handset volume level you must be using the handset However you can adjust the ringer alerting tone volume level when the telephone is idle To change a volume level While using the feature press AX Up to increase the volume or press Ww Down to decrease the volume To save the volume level Press JA Up and W Down simultaneously H
77. to select an outside line 3 Dial the phone number 4 Doone of the following e Wait for an answer announce the call and then hang up If the extension is unavailable press the flashing Call button to return to the caller e Hang up to transfer the call and disconnect the call from your telephone Using Reverse Transfer You can use Reverse Transfer Call Pick Up to answer calls that are ringing or holding at other extensions For example if you receive a call while you are away from your desk you can pick up the call from another extension To use Reverse Transfer 1 Lift the handset and then press 4 ENTER EXTENSION NUMBER appears 2 Dial the extension or hunt group number where the call is ringing or holding The call is transferred to the telephone you are using and you are connected to the caller See Hunt Groups on page 49 for more information about using hunt groups Viewing Your System Information If you are on a call you can temporarily view your user information your user name and your extension number and the date and time To display your user information and the date and time Press QO Special and then dial 300 Viewing Caller ID Information If you are currently connected to an external caller with Caller ID you can toggle between the caller s name and number If the name is unavailable CANNOT ACCESS FEATURE appears To show the outside party s name number Press VO Special and then dial 37
78. ur DISA password e Use any phone on the system Dial 359 Enter your extension number Enter your password followed by Dial 392 Enter the new password followed by NGI GI RB 0 NN Enter the new password again followed by Using Remote Programming to Change DND Settings See Using Do Not Disturb DND on page 45 for more information about using DND To use Remote Programming to turn on DND 1 Do one of the following e Call your DISA number provided by your system administrator If necessary enter your DISA password e Use any phone on the system Dial 359 Enter your extension number Enter your password followed by Dial 370 Enter the DND message number 01 to 20 and then enter the second line message text if applicable ou um To use Remote Programming to turn off DND Follow steps 1 through 4 above and then dial 371 Page 40 Mitel 8568 Telephone User Guide Issue 1 November 2009 Call Features Using Remote Programming to Forward Calls See Manual Call Forwarding on page 32 for more information about Manual Call Forwarding To use Remote Programming to turn on Manual Call Forwarding 1 Do one of the following e Call your DISA number provided by your system administrator If necessary enter your DISA password e Use any phone on the system Dial 359 Enter your extension number Enter your password followed by mn kh o N Dial one of the following Call Forwa

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