INDeX 9.1
Contents
1. INDeX 9 1 2010 User Guide Page 2 Contents Contents aldgele let Lee 3 2010 Phone Features 4 Making OE 6 SPEE BI EEE 8 PIN and Account CGodes 9 Busy or Unanswered rrarnrrnrnarnrrnnnnrnernrnernansenernere 10 Actions During aCGall 12 EN a 810 101 ge 14 Transfer Park amp Hold Cales 17 Kc OSE 19 Ringer Controls rrarnnnrnnrnarnnrvnnnnnrnnrnernnnnnvnnsnnnnnnennee 21 PHONG Se UA OS EE 23 Voice Manager 20 GOOG PHONG USAGE EE 217 SON re 28 ME E 29 INDeX 9 1 2010 User Guide 38DHB0002UKCK Issue 4 12 00 Introduction Page 3 Introduction Using This Guide This guide is for the INDeX 2010 phone used on the INDeX telephone system operating under Software Release 9 1 Your system Manager will be able to tell you which Software Release your system is operating under To check what type of phone you have look at the label on its base This guide covers most of the features supported by the INDeX 2010 phone your phone may not be enabled to use all of the features available If you are unsure which features you can use contact your system Manager Network Features Your phone system may be part of a network linking several sites Where possible it treats network calls as internal calls and offers the same features However this depends on the type of network link and type of system at the other end of the link Some links may be to non INDexX telephone systems Further Help In all instances fi2. see page 27 To cancel the callback 1 Press FEATURE 2 at any time to cancel the callback Alarms Triple Ring Music or Recorded Message The System Manager can set system alarms to call a group to which your phone belongs To receive a group alarm your phone does not have to be in group The alarm can consist of ringing music or a recorded message To answer an alarm 1 Press ANSWER RELEASE 38DHB0002UKCK Issue 4 12 00 INDeX 9 1 2010 User Guide Page 16 Answering Calls Answering Other Extensions Call Pickup You can pickup an incoming external call to any ringing extension In addition your INDeX 2010 can store a pickup group number see below You can then pick up external calls ringing any phone in the group To pick up any ringing phone 1 Press ANSWER RELEASE press FEATURE 9 and dial the extension number of the ringing phone 2 Lift the handset or continue handsfree To pick up any ringing phone in a group 1 Without lifting the handset press FEATURE 9 and ANSWER RELEASE to pickup the longest ringing call in the group 2 Lift the handset or continue handsfree To set the 2010 s pickup group 1 Without lifting the handset press FEATURE x 2 Short chirp Dial 4 2 pickup group 3 Double tone Dial the your passcode if you make a mistake dial to restart entry You will then hear either e Deep double ring Passcode not recognised Dial the passcode again or press FEATURE to stop e
3. 22 System Manager 3 System speed dials 8 Take other calls 16 Temporary greeting 25 Time Message en 26 TONE ae 5 Kilo ER Unlocking a terminal 24 Unpark calle 17 Voice mail collection 26 Voice Manager Collecting messages 26 Mailbox customise 25 Volume RINGE use 21 Volume of call 12 Volume ringer step 22 Voluntary account codes 12 Wait on busy esrenrrnn0 11 INDeX 9 1 2010 User Guide Page 30 Performance figures and data quoted in this document are typical and must be specifically confirmed in writing by Avaya before they become applicable to any particular order or contract The company reserves the right to make alterations or amendments to the detailed specifications at its discretion The publication of information in this document does not imply freedom from patent or other protective rights of Avaya or others Intellectual property related to this product including trademarks and registered to Lucent Technologies has been transferred or licensed to Avaya This confidential document is the property of Avaya and without its prior written consent may not be disclosed to a third party nor copied Any comments or suggestions regarding this document should be sent to gsspublishing avaya com Copyright 2000 Avaya Avaya Global SME Solutions Sterling Court 15 21 Mundells Welwyn Garden City Hertfordshire
4. A INDeX 9 1 2010 User Guide 38DHB0002UKCK Issue 4 12 00 Making Calls Page 7 Making Internal Calls The method below uses normal dialling to make internal calls To dial an internal call 1 Dial the extension number A triple tone means that the extension called is diverting calls to an external number 2 If unanswered the 2010 provides options to wait or notify the extension you called see page 10 3 If answered either pickup the handset or continue the call handsfree During the call the 2010 provides a range of further actions see page 12 4 To end press ANSWER RELEASE or replace the handset Making a Page Call You can page any INDeX phone or group of such phones They hear the call without doing anything but you cannot hear them If wanted they can turn the page into a normal call see page 14 If the phone paged is diverting calls the page also diverts except group pages To page an extension or group 1 Press FEATURE 4 2 Pickup the handset or continue handsfree 3 Dial the extension or group number 4 If the extension is busy or set to No Calls you can wait or leave a message see page 10 5 Speak and then press ANSWER RELEASE 38DHB0002UKCK Issue 4 12 00 INDeX 9 1 2010 User Guide Page 8 Speed Dials Speed Dials Using Speed Dials The system can store telephone numbers in speed dial stores You can then ring those numbers by dialling the number of the speed dial store e Sys
5. AL7 1LZ England Tel 44 0 1707 392200 Fax 44 0 1707 376933 Email globalsme Q avaya com Web http www sdxpIc com INDeX 9 1 2010 User Guide 38DHB0002UKCK Issue 4 12 00
6. e f okay to transfer the call press ANSWER RELEASE to transfer the call e f unanswered or not okay to transfer the caller press HOLD to retrieve the first call 4 For an unannounced transfer press ANSWER RELEASE Parking Calls You can retrieve parked calls at any extension on the system You can park several calls at the same time Calls parked and not retrieved may recall to your extension after a short time To park an external call 1 During the call press FEATURE 7 x 2 You can also park a call by pressing HOLD and then replacing the handset or pressing ANSWER RELEASE To unpark calls parked at your extension 1 Press FEATURE 7 38DHB0002UKCK Issue 4 12 00 INDeX 9 1 2010 User Guide Page 18 Transfer Park A Hold Calls Holding Calls INDeX 9 1 2010 User Guide Only the extension that holds a call can retrieve it unless they transfer the call When you hold a call the caller may hear music if installed on your system You can only hold one call at a time To hold a call 1 J Press HOLD 2 If you now press ANSWER RELEASE or replace the handset the system parks the call see page 17 Retrieve the call by pressing HOLD again or while holding the call make another call enquiry call and e To switch between calls press HOLD e To transfer the held call press ANSWER RELEASE e To conference the calls press FEATURE 5 see page 13 To transfer a call using hold 1 Pr
7. phones cannot access features requiring passcode entry They can make external calls but only to special numbers eg emergency numbers The requirement to enter the passcode for many phone functions can be switched off see Phone Feature Passcode on page 4 To change the phone s passcode 1 Without lifting the handset press FEATURE x 2 Short Chirp Dial 70 passcode 3 Double tone Dial the phone s passcode You will then hear either e Deep double ring Passcode not accepted Either dial the passcode again or press FEATURE to stop e Short chirp Passcode accepted Press FEATURE to finish Background Music lf your system has external Music on Hold installed you may be able to play when the 2010 is not in use The phone s speaker volume controls the loudness of the background music see page 12 To switch background music on off 1 Without lifting the handset press FEATURE x 2 Short chirp Dial 50 music on or 51 music off 3 Double tone Dial your passcode If you make a mistake dial to restart entry You will hear either e Deep double ring Passcode not accepted Either dial the passcode again or press FEATURE to stop e Short chirp Passcode accepted 4 Press FEATURE to finish Hotline Operation Hotline operation allows the phone to automatically dial a number or speed dial when left off hook for a set period Your System Manager or maintainer controls this feature 38DHB0002UKCK Issue 4 12 0
8. 0 Diverting Calls Switching a Divert Off A divert is switched off by cancelling the stored divert number To do this follow the process for switching a divert on see page 19 up to step 3 where you should press and then FEATURE Switching No Calls On Off If you switch on no calls after setting a divert all number it diverts all callers and even the divert extension cannot call you If you switch it on without setting a divert all number all callers hear continuous tone With no call is on you hear broken dial tone if you lift the handset or press ANSWER RELEASE but you can still make calls Switching no calls on takes the phone out of group Note Your System Manager can prevent use of the no calls feature To switch no calls on off 1 Without lifting the handset press FEATURE x 2 Short chirp Dial 60 no calls on or 61 no calls off 3 Short chirp Feature set press FEATURE to finish Forwarding Calls Forward allows you to remotely set your calls to divert By default the system bars remote forwarding of a phone Contact your System Manager to enable this feature To set a forward 1 Without lifting the handset press FEATURE 2 Short chirp Dial 20 remote forward 3 Single ring Dial the number of the phone you want to forward to and then You will hear either 4 Double tone Dial that phone s passcode not the passcode of the phone you are using If you make a mistake dial to restart entr
9. 0 INDeX 9 1 2010 User Guide Page 24 Phone Settings Locking Unlocking the Phone You can lock your phone This stops people using it to make external calls they hear continuous tone instead Locked phones can still make external calls to some special numbers eg emergency numbers To lock unlock a phone 1 Without lifting the handset press FEATURE 2 Short chirp Dial 63 lock or 62 unlock 3 Double tone Dial your passcode If you make a mistake dial to restart entry You will hear either e Deep double ring Passcode not accepted Either dial the passcode again or press FEATURE to stop e Short chirp Passcode accepted Press FEATURE to finish Group Your System Manager can include your phone in a group or even in several groups When in group you receive calls made to the group number The group s type sets the order in which group members ring when a Call to the group arrives The types are rotary collective sequential and longest waiting see Glossary on page 28 When in a group where each member rings in turn your phone rings for the time set by its ringer timeout see page 27 Going into group switches divert all and no calls off To join leave group 1 Without lifting the handset press FEATURE x 2 Short Chirp Dial 40 in group or 41 out of group 3 Short Chirp Press FEATURE to finish Night Service The system takes different areas into and out of night service automatically I
10. 0 does not have to be in group the system connects the page after giving a tone You can hear the page but they cannot hear you If you answer a page it turns into a normal call To answer a page 1 Press ANSWER RELEASE 2 Pickup the handset or continue the call handsfree Note that this feature can be switched off for the whole system Answering a Call Waiting A fast flashing lamp during a call means someone has camped on to your 2010 see page 11 To answer a Call waiting 1 Either park press FEATURE 7 or end press ANSWER RELEASE your current call 2 The waiting call rings your 2010 Press ANSWER RELEASE and continue as a normal call INDeX 9 1 2010 User Guide 38DHB0002UKCK Issue 4 12 00 Answering Calls Page 15 Answering a Message Other extensions can leave their number on your 2010 see page 11 Your 2010 can store five such messages When you have a message the 2010 s lamp comes on If your system has a Voice Manager attached it lights the 2010 s lamp when you have new voice mail see page 26 To answer a message 1 Without lifting the handset press FEATURE 0 To cancel a message 1 Without lifting the handset press FEATURE 6 4 Answering a Callback You can arrange a callback from a busy or unanswered extension see page 10 When the callback takes place your 2010 rings When you answer you hear the other extension ringing If you do not answer the callback cancels after a short time
11. CK Issue 4 12 00 2010 Phone Features Page 5 Phone Tones amp Ringing The INDeX 2010 uses various tones and ringing to indicate calls and other events A sample of these appears below You can alter the ringer volume sound switch it on off etc see page 27 Incoming Calls e Repeated Single Ring Internal call e Repeated Double Ring External call e Repeated Triple Ring System alarm e Single Tone Page call see page 14 During Calls e Three tones Enter PIN or account code see page 8 e Repeated Double Pip You have set a camp on see page 11 e Repeated Single Pip Another extension is about to intrude or has intruded on your call Outgoing Calls e Dial Tone Dial number e Broken Dial Tone Phone on divert or no calls see page 19 e Repeated Tone Busy number see page 10 e Repeated Triple Tone Call diverting to external number e Continuous Tone Number called unobtainable or set to no calls Phone locked or barred Phone Lamp The INDeX 2010 uses it s lamp just above the SPEAKER key to show calls and messages F Fast Flashing Lamp Call Waiting see page 14 2 Lamp On Message see page 15 F c K 7008 Repeating Double Flash External call x X Repeating Single Flash Internal call 38DHB0002UKCK Issue 4 12 00 INDeX 9 1 2010 User Guide Page 6 Making Calls Making Calls Notes on Making Calls Your INDeX 2010 phone allows very sim
12. Camp On and Wait If the extension you call is busy you can camp on and wait This flashes the lamp on the busy extension Also if the busy extension has a suitable display it sees your name number and CALL WAITING While camped on you cannot make or receive other calls Your 2010 phone gives regular pips to remind you of the camp on To Camp On to a busy extension 1 Press FEATURE 3 2 To replace the handset without cancelling the camp on press SPEAKER first 3 To end the camp on press ANSWER RELEASE Intrude Some phones on the system can intrude on calls After the intrusion the system gives regular warning pips Your System Manager controls which extensions can intrude and be intruded on To intrude on a call 1 Press FEATURE 6 0 2 There is a short delay during which you and the other parties hear several short pips 3 After the intrusion the system gives regular pips 38DHB0002UKCK Issue 4 12 00 INDeX 9 1 2010 User Guide Page 12 Actions During a Call Actions During a Call General The system provides a range of actions that you can take during a call These are in addition to the transferring holding and parking the caller features see page 17 Changing the Call Volume You can change the caller volume during a call The 2010 has separate volume levels for the speaker and handset To change the call volume 1 During the call press FEATURE 7 0 fo do this without making a call just pr
13. Double ring The 2010 has a pickup number set Either dial to cancel it or press FEATURE to stop e Single ring The 2010 has no pickup number set Press FEATURE to stop or dial a new group number and then You will then hear either e Deep double ring Number entered invalid Press FEATURE to stop or dial a new number and then again e Short chirp Number setup Either select another feature or press FEATURE to finish INDeX 9 1 2010 User Guide 38DHB0002UKCK Issue 4 12 00 Transfer Park amp Hold Calls Page 17 Transfer Park amp Hold Calls Using Transfer Park amp Hold After answering a call you can hold it or transfer it You can also make an enquiry call and then switch between calls You can hold a call where only you can retrieve it or park the call where other extensions can retrieve it Remember that calls transferred to an extension with diverts set follow those diverts just like normal calls Transferring Calls You can transfer a call to an extension that is ringing or giving busy tone If the call waits unanswered for too long it may recall to your extension To transfer a call using hold 1 Press HOLD to hold your current call do not press ANSWER RELEASE or replace the handset as this parks the call see page 17 then to retrieve it you must press FEATURE 7 2 Dial the extension to which you want to transfer the call 3 For an announced transfer wait for the call to be answered
14. You can switch the ringer on or off for internal and or external calls The 2010 s lamp still shows new calls To switch the internal or external ring on off 1 Without lifting the handset press FEATURE x 2 Short chirp Dial either 35 external ring on 36 external ring off 37 internal ring on or 38 internal ring off 3 Double tone Dial your passcode You will then hear either e Deep double ring Passcode not accepted Either dial the passcode again or press FEATURE to stop e Short chirp Passcode accepted Select another feature or press FEATURE to finish Setting a Ringer Step If a call rings unanswered the 2010 can increase the volume on each ring until it reaches its maximum You can select several sizes of increase step This feature is called Persuasive Ringing To set the ringer volume step size 1 Without lifting the handset press FEATURE x 2 Short chirp Dial 32 no step 33 small step or 34 large step 3 Double tone Dial your passcode You will then hear either e Deep double ring Passcode not accepted Either dial the passcode again or press FEATURE to stop e Short chirp Passcode accepted Press FEATURE to finish INDeX 9 1 2010 User Guide 38DHB0002UKCK Issue 4 12 00 Phone Settings Page 23 Phone Settings The Phone Passcode If the phone gives a deep double tone it requires you to enter your passcode Wrong passcode entry can result in the phone becoming barred Barred
15. a 9 if external followed by or press FEATURE to stop 8 Deep double ring Number entered invalid Repeat the step above or press FEATURE to stop 9 Short chirp Select a feature or press FEATURE to finish 38DHB0002UKCK Issue 4 12 00 PIN and Account Codes Page 9 PIN and Account Codes Forced Account Code Entry lf when making an external call you hear three tones then you must enter either an account or PIN code see below to continue Check with your System Manager The INDeX system checks any code against its list of codes before allowing the call You can also enter an account code at any time during a call see page 72 The system can store up to 400 12 digit codes Ask your System Manager for a list of valid codes To enter a forced account code 1 Dial an account code If you make a mistake press FEATURE 6 4 to restart entry 2 When you have entered the full code press FEATURE 3 If you hear the three tones being repeated the system did not recognise the account code Either repeat the steps above or press ANSWER RELEASE to end your call 4 If the tones stop repeating you can continue the call Forced PIN Code Entry If when making an external call you hear three tones then you must enter either an PIN or account code see above to continue Check this with your System Manager The INDeX system checks any code against its list of codes before allowing the call The PIN code you use
16. emal 6 Make internal 7 Call answer eee 14 Call barring seorrrrrnrr000nne 6 Call forward wu 20 Call NOM BE 18 Call park eeren 17 Call pickup n on 16 Call Volume Lagmann 12 Call waiting ANSWEF eee 14 CallbAaCk ee 10 ADSWET meuni 15 Camo ON musaa tren 11 PRIS WOM EA 14 Cancel GAlDACK unten 15 ENEE er 15 Cancel message 15 Change passcode 23 Collecting message 26 Collecting voice mail 26 Common hold 00 17 Conference ieee 13 Copy message 26 Customise mailbox 25 Date Message 26 Day alert number 25 Delete message 15 Delete messages 26 Dialling EIST Aere e D MENA T Divert Set numbers nn 19 Divert ai 19 Remote sei 20 e EE 19 Do not disturb 2 100001000 20 Emergency calls 24 Enter account 9 Enter passcode 23 Enter ll E H Exclusive bold 18 Executive intrusion 11 Extension El Eeer T External call MEL GP 6 External ring on off 22 Fast fonward 26 Fax collechon 26 Fax number 25 Follow me 20 Forced account 9 Forced mirusion 11 Forced RI H Forward 0 0 ceeeeeeeeeeeeeeneees 20 EI UNG EE 25 Group Joining leaving 24 Peas T Handsfree E 12 1 0 6 EE 18 Hotline operation 23 AM JAN anna 24 Idle MUSIC ua 23 NSU ae 24 Internal call MAKE penselen T 38DHB0002UKCK Issue 4 12 00 Internal ring on of
17. eral ways To action a message e Dial 0 and select one of the following e To delete the message Dial e To copy the message to another mailbox Dial 0 e To redirect the message to another mailbox Dial 1 e To record a reply in the senders mailbox Dial 2 e To call the sender Dial 3 e To finish actioning the message Dial INDeX 9 1 2010 User Guide 38DHB0002UKCK Issue 4 12 00 Good Phone Usage Page 27 Good Phone Usage General Phone Usage The phone provides a quick method of communication However think carefully about how you use the phone Your manner is a key part of the company s and your image Since the phone does not convey smiles shrugs nods etc how you speak is all important e Speak clearly and maintain a friendly manner e Be precise and avoid rambling e Position the phone within easy reach for use e Keep a pen and paper near the phone and use them e Keep a list of company and external numbers handy e If you have to talk to someone else in the office during a call inform the caller and then use HOLD see page 78 e Avoid giving your operator unnecessary work e Transfer callers yourself rather than via the operator e Keep your System Manager informed of changes in your department so that they can keep your pickup groups phone directories etc up to date Answering Calls e Answer the phone promptly and identify yourself e Sound helpful and friendly e Get the caller s name and
18. ess ANSWER RELEASE first 2 Dial 1 low 2 medium low 3 medium high or 4 high 3 Repeat the process to change the volume again Switching to Handsfree You can switch between handsfree speaker and handset operation without interrupting the call To switch from the handset to speaker 1 Press SPEAKER 2 You can replace the handset without ending the call Adding Voluntary Account Codes You can enter an account code during any external call If the system records the call on its call log it includes the account code The system checks the code against its stored codes Ask your system Manager for a list of valid codes To enter a voluntary account code 1 During the call press FEATURE 6 3 2 Dial the account code If you make a mistake press FEATURE 6 3 to restart entry 3 When you have dialled the full account code press FEATURE The 2010 does not indicate whether the account code was accepted or rejected INDeX 9 1 2010 User Guide 38DHB0002UKCK Issue 4 12 00 Actions During a Call Page 13 Recall Your phone system may connect to another phone system by a fixed line tie line If this is the case you may occasionally need to use a recall your System Manager will advise To dial a recall 1 Press FEATURE 6 Create a Conference Call During a call you can add callers to create a conference of up to 64 calls If your exchange uses digital lines you can conference severa
19. ess HOLD to hold your current call do not press ANSWER RELEASE or replace the handset as this parks the call to then retrieve it you must press FEATURE 7 Press the extension to which you want to transfer the call For an announced transfer wait for the call to be answered e f okay to transfer the call press ANSWER RELEASE to transfer the call e If unanswered or not okay to transfer the caller press HOLD to retrieve the first call For an unannounced transfer press ANSWER RELEASE immediately even if you hear ringing or busy tone 38DHB0002UKCK Issue 4 12 00 Diverting Calls Page 19 Diverting Calls Using Diverts Your phone can store diverts for different situations i e when busy not answering and to divert all calls You can divert to an extension a or speed dial number e Divert on busy Calls divert when your 2010 is on a call When set callers cannot set a callback or camp on to your phone e Divert on no answer Calls divert after ringing your 2010 for a set period see page 27 e Divert all All calls to your 2010 are diverted Only the extension to which you divert your calls can ring you e No calls Switching no calls on stops all calls Callers hear continuous tone or divert to the Divert All number if set e Remote forward This feature must be permitted by the System Manager Allows you to remotely change the divert all number and switch it on off Switching a Divert On A di
20. f 22 NU Geer 11 Ke D Locking a terminal 24 Loudness RINGET Aes 21 Loudness of call 12 Loudness ringer step 22 Mailbox Genser 26 Mailbox customise 25 Make call EE 6 NEMA Lae T Manager transfer 19 Message KE 11 Message answer 15 Message light number 25 Messages Actioning 26 Mobile access H Music Background sessvnon 23 Name malbox 25 Next message 26 Night service 24 No calls Neas 20 Out of Group 24 Page ew TEE 14 NMEKG eee T Kee 17 Park conference 13 Passcode Wall OX er 25 PANG eee 23 ENEE 4 Permanent greeting 20 Personal speed dials 8 Persuasive Ringing 22 Phone lamp rorornennrnnn0 5 Phone Jock 24 Phone passcode 23 PICKUP E 16 Pickup group 16 Pilot lte le WE 24 Index Page 29 PIN codes FOG H Kaul H Play messages 26 Previous message 26 Record message 26 KE 26 Remote forward 20 Reply to message 26 Rewind message 26 Ringback avden 10 Ringer onloft 22 Ringer sound 22 Ringer step size 22 Ringer volume 008 21 a ale lo seroren 5 Roaming DIN 9 Secretary filter 19 Setup malbon 25 Sound RINGE Hveede 22 Speak to eender 26 SPEAK ua naken 12 Speed AAS 8 Split conference 13 SEP SUE
21. group of which your 2010 is a member ring your 2010 before trying another number e Divert on no answer How long calls ring at your phone before the system uses Divert on No Answer if set To set the ringer timeout 1 Without lifting the handset press FEATURE 2 Short chirp Dial 13 ringer timeout 3 Double tone Dial your passcode If you make a mistake dial to restart entry see page 23 You will hear either Deep double ring Passcode not accepted Either dial the passcode again or press FEATURE to stop Double ring Timeout already set Either dial to cancel it or press FEATURE to stop e Single ring Timeout already set Either dial a timeout 0 to 999 seconds where 10 seconds 3 rings or press FEATURE to stop e Short chirp Press FEATURE to finish 38DHB0002UKCK Issue 4 12 00 INDeX 9 1 2010 User Guide Page 22 Ringer Controls Changing the Ringer Sound The 2010 provides a number of different ringer sounds While selecting the sound the phone rings To change the ringer sound 1 Without lifting the handset press FEATURE x 2 Short chirp Dial 31 ringer sound 3 Double tone Dial your passcode You will then hear either e Deep double ring Passcode not accepted Either dial the passcode again or press FEATURE to stop e Repeated ringing Passcode accepted Dial until you hear the sound you prefer then dial e Short chirp Press FEATURE to finish Switching the Ringer On Off
22. l of these However if your exchange uses any other types of line you can only include one of those in a conference Check with your System Manager To start a conference or add to a conference 1 Press HOLD to hold your current call or conference 2 Dial the number of the person you want to join the call 3 If answered ask if they wish to join a conference e If yes press FEATURE 5 e If no press HOLD 4 If unanswered press HOLD to return to the first call To exit the conference 1 Press ANSWER RELEASE If only two callers remain the conference becomes a normal call To park all the conference parties see page 17 1 Press FEATURE 7 To split a 3 way conference 1 Press FEATURE 6 1 to hold one caller and connect the other 2 To switch between parties press HOLD 38DHB0002UKCK Issue 4 12 00 INDeX 9 1 2010 User Guide Page 14 Answering Calls Answering Calls Answering Normal Calls When calls arrive the phone lamp gives a repeated double flash for external calls a repeated single flash for internal calls If on the ringer also shows the call type by a repeated single or double ring see page 22 To answer the call 1 Press ANSWER RELEASE or lift the handset 2 During the call you can take a range of actions see page 12 3 To end press ANSWER RELEASE or replace the handset Answering a Page Call When someone pages your 2010 see page 7 or a group to which it belongs your 201
23. lamp to warn them you are waiting It also stops other calls interrupting you e Intrude See page 17 Forces the other extension s call into a conference with you not available to all phones Arrange a Callback If the extension you call is busy or just rings you can set a callback When that extension becomes free or is next used your phone rings If you answer the other extension rings After setting a callback you can make other calls the callback will not take place if you are busy You can only arrange one callback at any time The Ringer Timeout sets how long a callback rings your extension before it cancels see page 21 The system also cancels any callbacks that have not taken place after a set period default 2 hours To arrange a Callback 1 Press FEATURE 2 2 The system ends your call unless you already had a callback set 3 You can make and receive other calls while waiting To clear the Callback 1 Press FEATURE 2 again INDeX 9 1 2010 User Guide 38DHB0002UKCK Issue 4 12 00 Busy or Unanswered Page 11 Leaving a Message If the extension you call has a message lamp you can leave a message see page 15 This lights that phone s lamp and stores your number for a return call If your call is diverted the message goes to the extension you first called To leave a message 1 Press FEATURE 1 2 Your call ends unless the phone called has already reached its limit of five stored messages
24. ones Rotary Group A group where the system starts with the first free member after the last member rung If unanswered after a short time the system tries the next free member and so on Sequential Group The system tries the first free members always starting from the front of the group If unanswered after a short time the system tries the next free member and continues to shuttle between the first two free members Software Release The release or version level of software used by a system determines what features are available to users and how those features work Speed Dials Speed dials are used to store phone numbers and sometimes account codes The number can then be dialled by entering just the number of the speed dial store Tenancy The system can be divided into several tenancies each containing different extensions and lines Calls between tenancies are not normally allowed Each tenancy sub divides into areas 38DHB0002UKCK Issue 4 12 00 Index Abbreviated dialling 8 Account code FOL COC BE 9 Voluntan 12 Actioning messages 26 Alert answer niiae 18 En n ul 25 Answer Aam 15 Callback wo cece 15 EE ane 14 Answer an aert 18 Answer call waiting 14 Answer calls cc cee 14 Answer messages 15 Background music 23 Barred phone 00 23 Broadcast PAS WOM neunana 14 VE E T Busy camp on 11 Call Make evt
25. ple and quick dialling to make calls To simplify dialling the system also stores several hundred speed dials for use by any extension see page 8 You can also store your own frequently needed numbers as speed dials Call Barring The system can bar you from dialling particular numbers or types of numbers e g national and international Typically call barring increases when the system puts the phone s area into night service Call barring can also change according to time date and day of the week As the call barring settings vary for each site this guide cannot fully detail their effect Making External Calls The system may apply call barring to some or all external numbers see Call Barring You can also lock your INDeX 2010 see page 24 or bar it by wrong passcode entry see page 23 To dial an external call 1 Dial 9 Your System Manager will inform you if you need to dial a different number 2 If the 2010 gives three tones it requires either a PIN or account code before allowing the call 3 Dial the external telephone number When answered either pickup the handset or continue the call handsfree During the call you can Park hold or transfer the call see page 17 Perform various other actions see page 12 To end press ANSWER RELEASE or replace the handset To redial the last external number used 1 Press REDIAL to repeat the last external number used including speed dials Es CO NO
26. rd such as 1234 0000 or your extension number Regularly change your password Day Alert Number Dial 3 During day service the Voice Manager rings this number if you have new messages This is not used if you set a message light number e Permanent Greeting Dial 4 The Voice Manager plays this to callers diverted to your mailbox e Other Options Dial 38DHB0002UKCK Issue 4 12 00 INDeX 9 1 2010 User Guide Page 26 Voice Manager Collecting Voice Messages Check your mail regularly The system deletes messages after set periods You can check your mailbox from an external phone It must have touch tone MF dialling with and keys After entering your mailbox the Voice Manager tells you what messages you have To collect voice messages 1 Dial the Voice Manager extension number 2 When answered dial for the message desk 3 Dial your ID and your password if requested 4 The Voice Manager will tell you what messages you have 5 Use the options below to play action your messages Playing Messages While playing messages use the following controls To play messages e To hear the next message Dial 3 e To hear the previous message Dial 1 e To rewind the message Dial 4 e To fast forward the message Dials 6 e To hear the message details date amp time Dial 5 e To record a message in another mailbox Dial 2 Actioning Messages Whilst playing a message you can action it in sev
27. rst seek help from your System Manager They will seek further assistance from your system s Maintainer if necessary e System Manager e on Extension This guide is also available in several computer formats Contact your System Manager to obtain copies or download them from the internet site http www sdxplc com 38DHB0002UKCK Issue 4 12 00 INDeX 9 1 2010 User Guide Page 4 2010 Phone Features 2010 Phone Features Introduction to the 2010 The diagram shows the main features of an INDeX 2010 phone Handset Rest Tags Beneath Handset Speaker Lamp Beneath Handset Handset Keypad The system supports a wide range of other phone types for different applications and uses see Glossary on page 28 Handsfree Speaker amp Answer Release On all INDeX telephones you can both dial and hear the call progress without using the handset Known as on hook dialling When answered you can continue the call without using the handset ie handsfree You can switch between handsfree and handset working during a call Pressing the ANSWER RELEASE key has the same effect as lifting or replacing the handset Phone Feature Passcode The requirement to enter your passcode for many of the phone s functions indicated by a double tone can be switched off by the System Manager If this is the case then for non voice mail functions you Can ignore instructions to enter your passcode INDeX 9 1 2010 User Guide 38DHB0002UK
28. sets your call barring and phone status for that call The system stores up to 400 PIN codes of up to 6 digits Ask your system Manager for a list of valid PIN codes To enter a PIN code 1 Dial your PIN code If you think you have made a mistake dial to delete the last digit entered 2 When you have entered your PIN code dial 3 If you hear a continuous tone then the system did not recognise the code Press ANSWER RELEASE to end your call 4 If the three tones stop repeating you can continue the call as normal Roaming Pins You can use PIN codes to override the call barring settings of the phone from which you dial Note that the system automatically prefixes digits to force the call externally To use a roaming PIN 1 Dial The 2010 gives three tones Enter your PIN in the same way as for forced PIN entry see Forced PIN Code Entry above 38DHB0002UKCK Issue 4 12 00 INDeX 9 1 2010 User Guide Page 10 Busy or Unanswered Busy or Unanswered If Busy or Unanswered Your 2010 phone provides several methods for contacting an extension that is busy not answering calls or set to no calls These options work for normal page and diverted calls e Leave a Message See page 11 Lights the lamp of the extension called It also stores your number as a message to reply e Callback See page 10 Rings your phone when the extension called becomes free or is next used e Camp On See page 11 Flashes the extension s
29. t does this following timetables setup by the System Manager The effects of night service vary but typically are e Lines The system directs calls to a night desk number answer phone extension e Phones The type of calls you can make becomes more restricted e g no international or long distance calls INDeX 9 1 2010 User Guide 38DHB0002UKCK Issue 4 12 00 Voice Manager Page 25 Voice Manager Using Voice Manager The system can include a Voice Manager to record messages for you in your own mailbox You can use this by setting the Voice Manager number as your diverts see page 19 Your mailbox ID normally matches your extension number e Voice Manager Functions The INDeX supports a number of different Voice Managers and so the range of options available to you may differ Customising Your Mailbox You can customise your mailbox in many ways We strongly recommend that you set a passcode to keep your mailbox private To customise your mailbox 1 Dial the Voice Manager extension number 2 When answered dial for the message desk 3 Dial your ID and your password if requested 4 You should hear the normal voice manager greeting telling you what messages you have Dial 7 and select one of the following e Temporary Greeting Dial 0 This replaces your permanent greeting until it is automatically deleted atasettime am pm Record Name Dial 1 set Password Dial 2 Do not set an obvious passwo
30. t to ring a busy extension or line as soon as it becomes free and stops you receiving any other calls in the meantime Collective Group A group where the system rings all the free members at the same time INDeX 2030 Similar to 205 but with no handsfree operation INDeX 2050 Fully featured digital display phone Includes full handsfree operation and 8 DSS keys with BLF status lamps Longest Waiting Group The system tries the free members in order of how long they have been free starting with the longest free Manager Secretary Working A name for functions that help one user to make and receive calls for transfer to another user Offline A term used to mean out of service not working INDeX 9 1 2010 User Guide Page A one way call which connects without ringing and uses the speaker of the phone s called Also known as a broadcast call Pickup Group A group of phones within which you can pickup and answer calls ringing at any of the other member extensions PIN Code The system stores up to 400 PIN codes of up to 6 digits Each PIN code has its own associated call barring and phone settings When you use a PIN code its settings temporarily override those of the phone from which you are dialling Your System Manager will keep a record of the valid PIN codes stored on your system POT Plain Ordinary Phone These are also called two wire telephones POT s include devices such as fax machines and answerph
31. tem speed dials All extensions can use these though still subject to call barring Ask your System Manager for a list e Personal speed dials You can store up to 10 speed dials for your own use see below To use a speed dial 1 Press SPEED DIAL and then the speed dial store number 00 to 09 for personal speed dials and 100 899 and 9000 9999 for system speed dials 2 If the 2010 gives three tones it requires either a PIN code or account code before allowing the call check with your System Manager 3 Continue as for a normal external call see page 6 Storing Personal Speed Dials INDeX 9 1 2010 User Guide If external prefix a 9 to the speed dial number this is the normal number to seize an external line Your System Manager will inform you if you have to add a different prefix before external numbers To store a personal speed dial number 1 Without lifting the handset press FEATURE x 2 Short chirp Press SPEED DIAL 3 Double tone Enter the 2010 s passcode If you make a mistake dial to restart entry 4 Deep double ring Passcode not accepted Dial the passcode again or press FEATURE to stop 5 Single Ring Passcode accepted Dial the number of the personal speed dial store to use 0 to 9 6 Double ring The 2010 has a number set Either dial to cancel it or dial a new number prefixed with a 9 if external followed by 7 Single ring The 2010 has no number set Dial a new number prefixed with
32. use it e Do not be bad mannered to wrong numbers always accept the apology Transfer the call to the correct extension if you can e Listen to the caller and let them know you are listening e If taking a message include your name the callers name date time and subject e f cut off wait for the original caller to call back Making Calls 38DHB0002UKCK e Know what you want to say avoid rambling If necessary prepare key point notes before the call e If you get a wrong number always apologize it is not the other person s fault e If cut off callback as soon as possible e If the extension diverts to Voice Mail leave a message Do not hold for the operator unless urgent Issue 4 12 00 INDeX 9 1 2010 User Guide Glossary Page 28 Glossary ACA Automatic Call Announcer Equipment which plays messages to callers waiting to be answered Account Codes A code of up to 12 digits which the systems outputs to its call log along with other call details Codes entered are checked against up to 400 stored on the system before being accepted Area Each extension and line on the system belongs to one of up to 250 areas They then follow the night service timetable linked to that area Call Log The system can log calls that match set criteria eg length direction line extension The log includes call details such as number account codes time etc Camp on A functions which leaves your phone se
33. vert is switched on by setting a divert number It is switched off by cancelling that number When divert all is on you hear broken dial tone if you lift the handset or press ANSWER RELEASE but you can still make calls Switching divert all on takes the 2010 out of group or no calls Selecting a system speed dial for Divert All allows you to divert your calls to an external number When you do this internal callers hear a triple tone to warn them of the external divert To set a divert number 1 Without lifting the handset press FEATURE 3 2 Short chirp Dial 10 divert all or 11 divert on busy or 12 divert on no answer 3 Double tone Enter your passcode If you make a mistake dial to restart entry You will then hear either e Deep double ring Passcode not accepted Dial the passcode again or press FEATURE to stop e Double ring The phone already has a divert number set To stop press FEATURE To clear the stored divert number press X e Single ring The phone has no divert number set Either press FEATURE to stop or dial a new divert number followed by For divert all you can also press SPEED DIAL and enter a system speed dial number followed by for an external divert You will then hear either e Deep double ring The number entered was invalid Press FEATURE to stop or repeat the step above e Short chirp Number entered okay press FEATURE to finish 38DHB0002UKCK Issue 4 12 00 INDeX 9 1 2010 User Guide Page 2
34. y You will hear either e Deep double ring Passcode not accepted Dial the passcode again or press FEATURE to stop e Double ring The phone already has a Divert All number set Dial to cancel it or press FEATURE to stop Single ring The phone has no divert all number set Either dial a number followed by or press FEATURE to stop Deep double ring Number invalid Press FEATURE to stop or repeat the step above e Short chirp Number entered okay press FEATURE to finish To cancel a forward 1 Follow the process above and when you hear a double ring dial and then press FEATURE to finish INDeX 9 1 2010 User Guide 38DHB0002UKCK Issue 4 12 00 Ringer Controls Page 21 Ringer Controls Changing the Ringer Volume While altering the volume the phone rings To change the ringer volume 1 Without lifting the handset press FEATURE x 2 Short chirp Dial 30 ringer volume 3 Double tone Dial your passcode If you make a mistake dial to restart entry You will hear either e Deep double ring Passcode not accepted Dial the passcode again or press FEATURE to stop e Repeated ringing Passcode accepted Dial for the next volume level Repeat until you hear the volume preferred then dial e Short chirp Press FEATURE to finish Setting the Ringer Timeout The ringer timeout controls several actions e Callback How long a callback rings before cancelling e Group hunting How long calls to a
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