Auto Attendant Overview | TMC EV4500 instruction

Answering System

Setting Up and Operating a Telephone as an Auto Attendant

Auto Attendant Overview

If you wish you may set this phone as an Auto Attendant for your system. A phone set as an auto attendant will answer incoming calls and transfer them to other extensions in the system.

Each Auto Attendant can answer only one line at a time, so if you have a busy office you may wish to set one more phone as an Auto Attendant. You can set up to 16 Auto Attendants in your system. (Please see page 79 for instructions if you wish to set more than one Auto Attendant).

Perform the following steps if you wish to set a phone as an Auto Attendant:

1.Set the phone’s answering system to AA (see page 74).

2.Record your Auto Attendant Day OGM, Night OGM and Zero-Out OGM (see page 75).

3.Set the night timer, which will determine the hours that callers will hear the Night OGM (see page 78).

4.Choose how many times you want the Auto Attendant to ring before picking up calls (see page 77). Tip: Many people choose “0” for a quiet office.

NOTE: While most users simply follow these four steps to set a phone as an Auto Attendant, your Auto Attendant is equipped with several advanced and powerful features to allow you to customize the system to your needs. Please refer to Advanced Auto Attendant Features on pages 80-89 for infor- mation regarding these advanced features.

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TMC EV4500 manual Auto Attendant Overview, Setting Up and Operating a Telephone as an Auto Attendant

Contents

Please read before using telephone User’s Guide Important Safety Instructions Getting Started Packing List Before you begin Important Notes for DSL users Getting Started This page intentionally left blank External Paging Adapter Other Optional AccessoriesMusic On Hold Adapter Door Intercom/Door Opener Adapter Table of Contents Memory Dialing Intercom Operation Answering System 58-71 Expanding the Epic System Centrex Operation Additional Information Index Location of Controls Xii Installing Your System Identify Your Existing Wiring System If you have difficulty in identifying wall jacks If you are installing new wiring and jacksLabel the jacks at each location Installing Your System Plan Your Installation Standard Installation Installation Worksheet Stn Connect Second Line Cord Installing Your System Install Desk/Table Top PhonesConnect First Line Cord Verify Proper Installation Connect Power CordInstall Batteries Optional Connect Handset Connect Cords to Wall Installing Your System Install Wall Mounted PhonesConnect Cords to Telephone Reverse Handset Hook Attach Telephone to Wall Using Station Names Installing Your System Verifying Proper Installation Setting Up Your System Setting Up Your System At a Glance Following must be done at each station Following must be done at Station #11 Setting Up Your System Setting Automatic Line Selection To choose which line will be automatically selected Setting Up Your System Setting Distinctive Ringing To assign distinctive rings to one or more lines Setting Up Your System Setting Up Toll Restriction Turning toll restriction on/off at a particular telephone To set the restricted numbers at a particular telephone Worksheet Choices are L1 Normal factory setting To completely restrict specific lines at a telephone To set the allowed numbers at a particular telephone Enter To set system call privacy on/off At Station #11 Setting Up Your System Setting System Call Privacy On/OffChoices are Call PrivacyON factory setting Call PrivacyOFF L2 L2 AUX1 Choices are L2 Shared factory settingTo program Page Intercom Indicator Operating Your System Indicator Light DescriptionLine indicators LCD Station In-Use Indicators Operating Your System To choose how each line will ring Operating Your System Adjusting Volume Levels To set your system to Tone or Pulse Dialing At Station #11 Choices are Dial Tone factory setting Dial PulseOperating Your System Making a Tone/Pulse Selection Operating Your System Making and Answering a Call To make and answer calls using the handsetTo make and answer calls using the speakerphone To redial any of the last five phone numbers you dialed Operating Your System Using RedialTo redial the last phone num- ber you dialed Press Hold to place an outside Call on hold Operating Your System Using HoldTo put an outside call on hold To answer a call ringing on another line To switch between linesTo make a call on another line To conference another station while on an outside call Operating Your System Conferencing CallsTo conference two outside calls Press Transfer To send a call to Another station To use the transfer ring To use one of eight personal rings To see the caller ID informa- tion of an incoming call Operating Your System Using Caller IDTo view numbers in the caller list To use call waiting caller ID Entering Area Codes into your Epic telephone To dial a number in the caller listTo delete numbers from the caller list To use your MSG lamp to indi- cate voice mail messages Operating Your System Using Telephone Company Voice MailTo access your voice mail mes- sages To turn off the MSG lamp Operating Your System Using Flash Operating Your System Using Mute To turn mute on/off during a call Operating Your System To reserve a line that is cur- rently being used Operating Your System Using Line ReserveTo cancel Line Reserve Operating Your System Releasing Call Privacy To release call privacy during a call Operating Your System Using Toll Restriction To view the elapsed time dur- ing your call Operating Your System Using the Call TimerTo restart the timer from zero To view the length of your pre- vious five calls To make and answer a call using the headset Usethe HEADSETbutton totoggle the headset on and offPage Memory Dialing Memory Features Directory Card To dial a memory dial number Memory Dialing Using Memory DialTo store a memory dial num- ber To dial a personal directory number Memory Dialing Using Personal Directory DialTo store a personal directory dial number To dial a shared directory number Memory Dialing Using Shared Directory DialTo store a shared directory dial number At Station #11 Storing a hyphen into memory Memory Dialing Special Memory FeaturesStoring a switchhook flash into memory Storing a dialing pause into memory Predialing Storing one of the last five numbers dialed into memoryStoring a Caller ID number into memory Erasing numbers stored in memory Intercom Operation Making Intercom Calls To intercom another station If your phone is set to Intercom Voice Intercom Operation Answering Intercom CallsIf your phone is set to Intercom Ring If your phone is set to Intercom Handsfree To make an All Intercom Operation Making PagesTo page another station Blocking Pages at your telephone Intercom Operation Answering PagesTo answer a page directed to your station or an All To choose how your phone will respond to intercom calls To respond to an off hook voice announcement Intercom Operation Using Off Hook Voice AnnounceTo make an off hook voice announcement Blocking off hook voice announcements at your telephone Intercom Operation Monitoring a Room Using the Intercom Guide for Entering Names Intercom Operation Naming StationsTo Name a Station in Your Epic System At Station #11 Answering System Overview Setting Up and Operating Your Telephone’s Answering SystemAnswering System Turning your Answering System On/Off To turn your answering sys- tem on/off Follow the instructions at left to record your OGM Recording your OGMTo record your OGM Changing your OGM Reviewing your OGMErasing your OGM Listening to your Messages Saving a message as new Message auto save Using dialpadJump forward Changing Playback Speed To change playback speed To erase all messages Erasing messagesTo erase a message Use the Erase button to erase any or all of your messages Setting your Telephone’s Pickup Delay To set your telephone’s pickup delay Use the xbutton to record a memo or your con- versation Recording a Memo or ConversationTo record a memo or conver- sation Recording a Memo Use the bbutton To screen your calls Toll Saver feature can To set Toll Saver on/off Back Enter Next Setting New Message Beep On/Off To set New Message Beep On/Off Setting Up and Operating a Telephone as an Auto Attendant Auto Attendant Overview Auto Attendant Sequence for Callers Setting your Telephone as an Auto Attendant To set your telephone as an Auto Attendant Choices are AA Day OGM AA Night OGM Recording your Auto Attendant Day, Night and Zero-Out OGMsTo record your Auto Attendant Day, Night and Zero-Out OGMs Reviewing an Auto Attendant OGM Reviewing, Erasing or Changing an Auto Attendant OGMTo review an Auto Attendant OGM Erasing an Auto Attendant OGM Set the AA Delay to 0 for a quiet office Setting the Auto Attendant Pickup DelayTo set the Auto Attendant Pickup Delay Setting the Auto Attendant Day and Night Times To set the Auto Attendant Day and Night Times Setting More than One Phone as an Auto Attendant To set more than one phone as an Auto Attendant To record additional Auto Attendant OGMs Using Additional Auto Attendant OGMsAdvanced Auto Attendant Features You may easily assign separate OGMs to different lines Setting Separate Auto Attendant OGMs for Different LinesTo set separate Auto Attendant OGMs for different lines Turning the Auto Attendant Off on One or More Lines To turn off the Auto Attendant on one or more lines Choosing the Zero-Out Action To choose the Zero-Out Action Answering System Pressing # to Leave a Message at the Auto Attendant To repeat the main menu Repeating an Auto Attendant OGMTo repeat an Auto Attendant OGM Setting the Night Message On/Off by Line To set the Night Message On/Off by Line Transferring Direct to Voice Mail To transfer direct to voice mail Summary of Auto Attendant Actions Caller Dials Auto Attendant Response Remote Operation Use the Remote Code to Connecting with the Answering System To connect with the answering system Private Lines Standard ConfigurationExpanding the Epic System Important Note Auxiliary Lines To assign a distinctive ring to your Centrex line Centrex Operation Using Centrex With Your Epic TelephoneTo set up a private Centrex line at your telephone To store a Centrex code into a memory location Centrex Operation Storing the Centrex Prefix To store the Centrex prefix To set up a telephone as a Centrex console Choices are Centrex CSL OFF factory setting Centrex CSL on To set up a telephone to ring a Centrex console Choices are Ring Console no factory setting Ring Console YES Choices are Centrex TrnfON Centrex Operation Using Centrex Auto AttendantSetting Centrex Transfer On/Off Centrex Operation Storing the Dial Prefix To store the Dial prefix Using fax machines and computer modems Using other Epic intercom telephonesUsing standard telephones Additional Information Data/fax jack is found on the right side of your Epic phone External Feature Module set as a Music On Hold Adapter External Feature Module set as an External Paging Adapter To unlock a magnetic door lock To adjust the door intercom bell volume at your telephoneTo answer a door speaker over the intercom Choices are Line ButSPEAKER factory setting Line ButHEADSET To lock your telephone’s sta- tion assignment Choices are Station #NORMAL factory setting Station #LOCKEDAdditional Information Locking Station Assignments Additional Information Replacing Your Battery Operation During a Power Failure Additional Information Adjusting Held Call Reminder Additional Information Adjusting Auto Hold Drop Time Additional Information Adjusting Flash Length Additional Information Erasing All Feature Settings To erase all feature settings at a particular telephone Additional Information Setting the Loop Voltage Detector To set your telephone’s loop voltage detector Additional Information Troubleshooting Guide Controlled by a wall switch Problem Solution Problem may be caused by DSL microfilters. Note 114 Resetting Procedure Additional Information FCC Information Automatic Dialers How do you make a warranty claim? Additional Information Warranty InformationWhat does your warranty cover? For how long after the original purchase? Limitations and Exclusions Index 32-33, 46-47 , 32-33 121 122 TMC Corporation