ShoreTel 420 User Manual
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Summary of Contents for ShoreTel 420
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Page 1: User Guide
ShoreTel IP Phone 420 User Guide July 26, 2016... -
Page 2: Version Information
Printed in the United States of America. Contents of this publication may not be reproduced or transmitted in any form or by any means, electronic or mechanical, for any purpose, without prior written authorization of ShoreTel, Inc. ShoreTel, Inc. reserves the right to make changes without notice to the specifications and materials contained herein and shall not be responsible for any damage (including consequential) caused by reliance on the materials presented, including, but not limited to typographical, arithmetic or listing errors. -
Page 3: Table Of Contents
Assigning Your Extension to Your Phone ......... 9 Provisioning a Phone in a ShoreTel Connect CLOUD System ..... . 9 Logging in to the Voicemail System and Setting up Your Phone . - Page 4 Rebooting Your Phone ............41 ShoreTel IP Phone 420...
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Page 5: Before You Start
Before You Start The following sections provide an overview of the book: About This Book......................Organization ......................Conventions......................Related Documents ....................ShoreTel IP Phone 420 User Guide... -
Page 6: About This Book
About This Book About This Book This book is intended for those who use the ShoreTel IP Phone 420 in a ShoreTel Connect CLOUD or ShoreTel Connect ONSITE system. It describes the phone’s features and how to use the phone. -
Page 7: Chapter 1 Getting Started
CHAPTER Getting Started This chapter provides an introduction to the ShoreTel IP Phone 420. It contains the following information: Overview of the ShoreTel IP Phone 420 ..............Call Appearance Buttons ..................Reducing Glare on the Phone’s Screen ............... Adjusting the Display Contrast ................ -
Page 8: Shoretel Ip Phone 420 User Guide
Getting Started Setting User Options ....................ShoreTel IP Phone 420 User Guide... -
Page 9: Overview Of The Shoretel Ip Phone 420
Getting Started Overview of the ShoreTel IP Phone 420 Overview of the ShoreTel IP Phone 420 Welcome to your ShoreTel™ IP phone! Figure 1 provides an overview of the IP420 phone components. Display area Navigation key pad and selector button Handset with Select options in the interface. -
Page 10: Call Appearance Buttons
Headset Network port port Figure 2: Ports on the Back of the IP Phone 420 Call Appearance Buttons Your phone features two call appearance buttons that show incoming, active, or held calls. You cannot program these buttons for other functions. -
Page 11: Assigning Your Extension To Your Phone
Provisioning a Phone in a ShoreTel Connect CLOUD System When a phone is first added to a ShoreTel Connect CLOUD system, you must first register the phone with the system. If the phone displays DID, it indicates that it has not been registered with the system. -
Page 12: Logging In To The Voicemail System And Setting Up Your Phone
1. Press the Voicemail button. 2. Enter the extension number assigned to you by your system administrator. 3. Enter the password provided by your ShoreTel Connect administrator or authorized contact and press #. 4. If prompted, enter a new password followed by #. -
Page 13: Operating Your Phone
1. To place a call using the speakerphone, press the button and dial a phone number. The LED in the button lights green, and the call is dialed. 2. To end the call, press the button again. button is no longer illuminated. ShoreTel IP Phone 420 User Guide... -
Page 14: Answering Calls
To answer a call, you can use the handset, the speakerphone, or a headset. Depending on how you set your automatic off-hook preference in the ShoreTel Connect client or how your administrator set this option in ShoreTel Connect Director, you can also answer a call through your speakerphone or headset using either of the following methods: Press a blinking green call appearance button. - Page 15 Using a Headset to Answer a Call If you plan to use a headset to answer calls, use the ShoreTel Connect client to designate your wireless or wired regular headset as your default auto off-hook preference.
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Page 16: Adjusting The Ring And Listening Volume
You cannot hear a dial tone. The volume for you or the other party is not loud enough. You hear a buzzing or hissing sound. ShoreTel IP Phone 420 User Guide... -
Page 17: Muting A Call
button is not illuminated when the mute is not active. Guide to Status Icons Your ShoreTel IP Phone 420 displays icons for phone status and calls placed or received. These icons are shown in Table Table 1: Status Icons... -
Page 18: Using The Directory
Pick up the handset. Press the speaker button. Press the headset button. (If you use a wireless headset, the phone then displays a message prompting you to press the off-hook button on your headset.) ShoreTel IP Phone 420 User Guide... -
Page 19: Checking Call History
Pick up the handset. Press the speaker button. Press the headset button. (If you use a wireless headset, the phone then displays a message prompting you to press the off-hook button on your headset.) ShoreTel IP Phone 420 User Guide... -
Page 20: Interacting With Calls
To send an incoming call to voicemail: While the incoming call is displayed, do one of the following: Press the Voicemail button. Press #. To transfer an incoming call to another number without answering the call: ShoreTel IP Phone 420 User Guide... -
Page 21: Transferring A Call
To complete the transfer, use one of the following methods: Press the Transfer button. Use the navigation key pad to highlight Complete transfer, and then press the selector button. The call is transferred. ShoreTel IP Phone 420 User Guide... -
Page 22: Answering Additional Calls
The transfer is canceled, and the original call remains connected. Answering Additional Calls With the appropriate permissions (set by your ShoreTel Connect administrator), you can receive up to 16 incoming calls at once. When you receive an incoming call while you are on another call, you hear a beep on the call, the call appearance button blinks green, and your phone displays the caller ID information for the incoming call. -
Page 23: Setting User Options
Setting User Options Setting User Options You can change options such as ring tone and call routing through the ShoreTel Connect client or the ShoreTel Connect CLOUD portal. For details, see your ShoreTel Connect client documentation or the portal articles on the ShoreTel Support website. -
Page 24: Chapter 2 Using Advanced Features
CHAPTER Using Advanced Features This chapter provides instructions for using the advanced features of the ShoreTel IP Phone 420. It contains the following information: Making a Conference Call..................Using the Intercom ....................Changing Availability State and Forwarding.............. Changing a Phone’s Extension Assignment ............. -
Page 25: Making A Conference Call
Using the Intercom The Intercom function allows you to connect with another person without waiting for that person to answer the phone. To use this feature, you and the other person must use ShoreTel IP phones and have the necessary permissions. -
Page 26: Changing Availability State And Forwarding
Custom Do not disturb You can change your active availability state using the ShoreTel Connect client or the voicemail system. To change your active availability state through the voicemail system: 1. Press the Voicemail button. 2. Enter your password followed by #. -
Page 27: Changing A Phone's Extension Assignment
If your phone and other phones at your site are configured for paging, you can speak a message to be heard on a connected speaker, usually overhead. To use the paging function, your ShoreTel Connect administrator must give you access. -
Page 28: Picking Up The Night Bell
Dial *18 and then the extension associated with the hunt group. Silently Monitoring a Call With the appropriate permissions (set by your ShoreTel Connect administrator), you can listen to a call without being heard. To silently monitor a call: Dial *17 and then the extension on which the call is active. -
Page 29: Silently Coaching In A Call
Silently Coaching in a Call Silently Coaching in a Call With the appropriate permissions (set by your ShoreTel Connect administrator), you can listen to and coach someone during a call without the outside party hearing. To coach in a call: Dial *22 and then the extension on which the call is active. -
Page 30: Using Voicemail
Setting Your Password ..................Assigning Your Extension to a Phone..............Changing Your Availability State ................. Enabling or Disabling Envelope Information............Listening to Your Deleted Messages ..............Removing Deleted Messages................Enabling or Disabling Automated Call Handling in Outlook........ ShoreTel 420 IP Phone User Guide... - Page 31 Listening to Your Deleted Messages ..............Removing Deleted Messages................Enabling or Disabling Automated Call Handling in Outlook........ Enabling or Disabling a Notification Profile............Changing the Workgroup Agent State ..............Enabling or Disabling Find Me Forwarding............ShoreTel 420 IP Phone User Guide...
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Page 32: Logging In To Voicemail
2. Enter your password, and then press #. Logging in to Voicemail from Another Extension You can log in to the voicemail system from another extension in your ShoreTel Connect system, whether it is an IP phone or an analog phone. -
Page 33: Interacting With New Messages
To review the prefacing remark, press 1. To rerecord the prefacing remark, press 2. To cancel the recording, press *. After addressing a message, you can press 1 to mark it urgent. ShoreTel 420 IP Phone User Guide... -
Page 34: Replying To A Message
To review the message, press 1. To rerecord the message, press 2. 4. After you are satisfied with your recording, press # to finish recording. 5. At the prompt, enter the recipient’s extension. ShoreTel 420 IP Phone User Guide... -
Page 35: Leaving A Message And Using Message Options
To send the message and transfer to an assistant, press 0. To send the message and transfer to the auto-attendant, press 9. To send the message and forward it to the recipient’s Find Me destination (if enabled), press 1. ShoreTel 420 IP Phone User Guide... -
Page 36: Using Mailbox Options
Recording a Personal Greeting 1. Log in to voicemail. 2. Press 7 to access mailbox options. 3. Press 1 to record a personal greeting. Note The personal greeting is linked to the active availability state. ShoreTel 420 IP Phone User Guide... -
Page 37: Setting Your Password
To change your availability state: 1. Log in to voicemail. 2. From the voicemail Main Menu, press 7 to access mailbox options. 3. Press 2 to set an availability state. ShoreTel 420 IP Phone User Guide... -
Page 38: Enabling Or Disabling Envelope Information
For Custom, press 5. For Do Not Disturb, press 6. To enable calling additional phones (configured by your ShoreTel Connect administrator), press 7. To cancel, press *. The availability state stays in effect until you change it. However, if Outlook automated call handling is active, Outlook modifies your availability state based on your status. -
Page 39: Enabling Or Disabling Automated Call Handling In Outlook
2. From the voicemail Main Menu, press 7 to access mailbox options. 3. Press 9. 4. Press 3. 5. Chose one of the following options: To log in, press 1. To log out, press 2. ShoreTel 420 IP Phone User Guide... -
Page 40: Enabling Or Disabling Find Me Forwarding
Your ShoreTel Connect administrator enabled the Find Me option for you, and you configured a Find Me destination in the ShoreTel Connect client. You used the ShoreTel Connect client to enable the Find Me option and to configure a Find Me destination. -
Page 41: Chapter 4 Troubleshooting
CHAPTER Troubleshooting This chapter provides information to help you diagnose and address problems with your phone. It contains the following information: Problems and Solutions .................... Viewing Phone Information ..................Rebooting Your Phone ....................ShoreTel IP Phone 420 User Guide... -
Page 42: Problems And Solutions
You can view information about your phone, such as its IP address, subnet mask, version, and MAC address. 1. With the phone on hook, press the button. The LED should not light and you shouldn't hear any tones; if this isn't the case, lift and replace the handset. ShoreTel IP Phone 420 User Guide... -
Page 43: Rebooting Your Phone
While it is also possible to reboot your phone by unplugging the Ethernet cable from the back of your phone and plugging it in again, the preferred method is the one described in this procedure because it maintains the PC connection. ShoreTel IP Phone 420 User Guide...
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