Monthly Archives: May 2016

stacytips

Stacy’s Tip of the Week 5.27.16 Answer and Transfer Calls

Answering Calls

ShoreTel telephones notifies incoming calls three ways. Pick up the handset to answer the call and the Call Appearance light becomes solid green.

  • Call Appearance button blinks green
  • Audible ring tone
  • Call will show in Display Area

 

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Transferring Calls

There are two ways to transfer a call:

  • Blind transfer: transfer a call without identifying the other party
    • Press the Transfer button
    • Dial the extension
    • Press the Transfer button or hang up
  • Consultative transfer: transfer a call identifying/introducing the caller and subject matter
    • Press the Transfer button
    • Dial the extension
    • Make the announcement
    • Press the Yes soft key

You may cancel a transfer by pressing the Cancel soft key before the other party answers.

 

ShoreTel Communicator for Windows: Answer and Transfer Calls

MUST be approved by your IT Department and installed on computer.

Note: CAUTION: Using ShoreTel Communicator for Windows will view differently on a MAC.

Answering

Active Call area of ShoreTel Communicator

  • Double-click on the call in the Active Call area
  • In the Active Call area, click the Answer icon associated with the call
  • In the Active Call area, right-click on the call and select Answer from the resulting menu
  • Select the call in the Active Call area, on the Call toolbar and click Answer 
  • Click Answer from an Incoming Call alert. The alert, which appears in the bottom right corner of your monitor screen, indicates the caller’s name and number.

 

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Transfer

Using Communicator allows transfers to another person, number or device.

  • In the Active Call area, click the Transfer icon associated with the call.

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  • Right-click in the Active Call area and select Transfer from the drop down menu.

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  • Select the call in the Active Call area, and click Transfer on the Call toolbar

The call is placed on hold.

  • Using the Transfer dialog box, enter the call recipient’s name or number in the field at the top.

Matches from the directory are displayed below as the text is entered.

  • Select the call recipient.

The Dial Digits field shows the number that will be dialed.

  • Click Transfer.

 

 

Thank you for reading your ShoreTel Tip. Have a great week!

 

You can save and download this tip of the week by clicking here: SHORETEL TIP OF THE WEEK! AnswerTransfer SHORETEL TIP OF THE WEEK! Communicator_AnswerTransfer

stacytips

Stacy’s Tip of the Week 5.20.16 Call Handling: Greetings

Greetings

Set up your voice greeting for the active Call Handling Mode. ShoreTel allows you to do this with the phone or Communicator. There are five (5) Call Handling Mode options available: Standard, In a Meeting, Out of Office, Extended Absence and Custom.

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Aurelius recommends 2 greetings be recorded: Standard and Out of Office. These Call Handling Mode options can be used for daytime and nighttime callers. Below are some examples of messages that the caller will hear before they leave a voice message.

Standard,” Thank you for calling. You have reached _____, I am currently on another line or with a client. Please leave your name, number and a brief message. I will return your call as soon as possible.”

Out of the Office,” Thank you for calling. You have reached _____, I am currently out of the office. Please leave your name, number and a brief message. I will return your call on the next business day.”

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Follow the same procedures to record a greeting for all Call Handling Modes: Standard, In a Meeting, Out of Office, Extended Absence and Custom.

 

ShoreTel Communicator for Windows

Note: CAUTION: Using Communicator on a MAC may have different operations and viewing.

From the Options and Preferences window, click Call Handling Mode > Standard

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Click “Record Greeting”. This will be the greeting that callers hear when they reach your voice mailbox.

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Click Record button . Then speak into your telephone handset or headset.

When done, click Stop button .

Use Play button to review the recording.

When satisfied with the recording, click OK.

Follow the same procedures to record a greeting for all Call Handling Modes: Standard, In a Meeting, Out of Office, Extended Absence and Custom.

 

 

Thank you for reading your ShoreTel Tip. Have a great week!

 

 

You can save and download this tip of the week by clicking here: SHORETEL TIP OF THE WEEK! CallHandlingMode_Greeting

stacytips

Stacy’s Tip of the Week 5.13.16 Audio Control

Audio Control Buttons

ShoreTel phones allow you to adjust the audio as needed. There are multiple audio settings to help you. Volume button controls handset, headset, speaker, and ring volume.

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IP 230                                                                       IP480

Ringer Volume

Too LOUD…too quiet! Just make the audio adjustment by rocking the volume buttons.

24      IP230: Adjusting the volume where no bars are showing will silence the ringer.

23 IP480: You can silence your ringer by turning the Phone Ringer Off.

  1. Press the Options soft key
  2. Enter your voicemail password, and press the OK soft key. The Options menu opens.
  3. Press the navigation key to scroll to the Audible ringer option.
  4. To turn off the ringer, use one of the following methods:
  • Press the Toggle soft key to change the ringer value from On to Off.
  • Press the selector button on the navigation key pad to toggle between On and Off.
  • Use the key on the navigation key pad to change the value from On to Off.
  1. Press the Exit soft key

 

Note:

CAUTION: if the ringer volume is off, the phone will be silenced. The only indication of an incoming call will be the flashing green Call Appearance Buttons.


Handset/Headset/Speaker Volume

Handset

26Can’t hear a caller, increase the volume. Sounds like the caller is YELLING, decrease the volume. Use the Volume keys to adjust. While on the call or the handset is off  hook, adjust the volume as necessary.

Note:

When using a wireless headset and experiencing audio problems, ensure the wireless headset is configured according to manufacturer’s instructions.

 

Mute

27You can mute the caller so that you can sneeze, cough or even have a conversation so the caller doesn’t hear you.

 

Speaker

28Tired of holding the handset or don’t have a headset. Make sure you are in a quiet place. Activate the Speaker button and the caller is instantly heard by all. Make sure the volume is at a level that your neighbor doesn’t complain.

 

Headset, Mute, and Speaker buttons illuminate when the function is active.

 

Thank you for reading your ShoreTel Tip. Have a great week!

 

 

You can save and download this tip of the week by clicking here: SHORETEL TIP OF THE WEEK! AudioControl

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Stacy’s Tip of the Week 5.6.16 Changing Ring Tone

Changing Ring Tone – IP230/IP480

Are you in a busy office? Want your ring tone to be different? You can have your ring tone sound different and easier to recognize an incoming call. Today’s tip will show you how!

IP230

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  1. Press the Options button on your phone
  2. Enter voicemail password and press the soft key OK
  3. Scroll down to Change Ring (Options 3)
  4. Press the soft key Done
  5. Arrow down to the Ring tone
  6. Press Ring to hear the tone desired and OK

IP480

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  1. Press the Options button on your phone
  2. Enter your voicemail password and press the soft key OK
  3. Scroll down to Change Ring (Option 3)
  4. Press the soft key Edit
  5. Press the directional arrow down to desired Ring tone
  6. Press Preview to hear the desired tone and OK
  7. Press Exit to return phone to home screen

 

Thank you for reading your ShoreTel Tip. Have a great week! 

 

 

You can save and download this tip of the week by clicking here:SHORETEL TIP OF THE WEEK! ChangingRingTone