ANSWERING SYSTEM
Auto-Attendant Operation
You can set this phone to function as the Auto-Attendant for a multi-phone system. A phone designated as an Auto-Attendant will pick up and redirect incoming calls to other extensions in the system.
Each Auto-Attendant can pick up only one line at a time, so you may wish to have more than one Auto-Attendant within your 964 system. You can designate up to 12 Auto-Attendants in your system. (See “Using Multiple Auto-Attendants” for further information.)
When you designate a phone to be an Auto-Attendant, you will need to program the Day and Night Times (see “Program the Day and Night Times for Auto-Attendant” in SET UP SYSTEM FEATURES). The Auto-Attendant will use the times you program to determine which Outgoing Message to play.
There are three different Auto-Attendant outgoing messages (see “Recording an Auto-Attendant Outgoing Message”).
Press 4to select the Auto-Attendant Day Outgoing Message, which is played during the Day Time you program. The pre-recorded announcement is: “Thank you for calling our company. If you know your party’s extension, you may dial it at any time. For a directory, please dial zero.”
Press 5to select the Auto-Attendant Night Outgoing Message, which is played during the Night Time you program. The pre-recorded announcement is: “Thank you for calling. We are currently closed. If you would like to leave a message and you know your party’s extension, you may dial it now. For a directory, please dial zero.”
Press 6to select the Auto-Attendant Auxiliary Outgoing Message, which is played when an outside caller presses 0after hearing the Day or Night Message. The pre-recorded announcement is: “Please enter the extension number.”
NOTE: If you will be retaining the pre-recorded Auto-Attendant Day and Night Outgoing Messages, you MUST record your directory of extension assignments as the Auto-Attendant Auxiliary Outgoing Message. (See “Recording an Auto-Attendant Outgoing Message” for instructions.) If you do not record your directory of extension assignments, callers who do not know the extension of the party they wish to reach will be transferred to all extensions and then dropped if their call is not picked up within three minutes. (See “Auto-Attendant Sequence for Callers” for more details.)
ANSWERING SYSTEM
Auto-Attendant Operation
Turn Auto-Attendant Function On/Off
NOTE: If you are using this phone as a single phone instead of as part of a multi-phone system, leave the Auto-Attendant Off and see “Set Your Phone for Single Phone Operation” in SET UP SYSTEM FEATURES.
Press ato switch the Auto-Attendant function on or off (the default setting is off). The ANSWER light will flash if Auto-Attendant is turned on.
Auto-Attendant Sequence for Callers
When Auto-Attendant is on, this phone automatically picks up a ringing line after the pickup time you programmed (see “Set Auto-Attendant Pickup Delay” in SET UP SYSTEM FEATURES), and plays the appropriate Auto-Attendant outgoing message.
When a caller enters an extension number after hearing the message, the Auto-Attendant transfers the call to that extension.
The Auto-Attendant continues to monitor the call after it is transferred. If the requested extension doesn’t pick up within one minute, the Auto-Attendant begins to ring all extensions in the group. If the call is not picked up by any extension within the next two minutes, the call is dropped.
NOTE: If someone at the requested extension picks up the call and subsequently places the call on hold again, that extension must pick up the call again within three minutes or the call will be dropped.
This is true each time the same call is placed on hold.
If the caller does not enter an extension number after hearing the message, the Auto-Attendant waits about 20 seconds and replays the Outgoing Message for the caller. If the caller still does not enter an extension number, the message will play a third time.
If the caller still doesn’t enter an extension after the third request, the system announces “Please wait a moment,” and the caller’s line rings at all extensions sharing that line for two to three minutes. (The caller hears silence and the Hold Reminder sounds at the Auto-Attendant phone.) If the call is not picked up at a ringing extension, the call is dropped.
If the caller presses 0after hearing the message, the Auto-Attendant Auxiliary Outgoing Message plays. The caller can then enter an extension number or not and the Auto-Attendant responds as described above.
