ShoreTel 230 User Manual⁚ Getting Started
Welcome to your ShoreTel IP phone! This manual guides you through initial setup, including logging in, assigning extensions, and understanding the phone’s display and status icons. Get started quickly and efficiently.
Logging In and Assigning Extensions
To begin using your ShoreTel 230 phone, you’ll need to log in and assign your extension. The process is straightforward. First, locate the designated button on your phone’s keypad typically labeled “Voice Mail” or a similar indication. Press this button to initiate the login sequence. You will then be prompted to enter your extension number and PIN or password, which should have been provided by your system administrator. After entering your credentials correctly, press the appropriate confirmation key, often depicted as a checkmark or similar symbol.
Once logged in, your phone is ready to receive calls, and you can access your voicemail. If you need to reassign your extension to a different ShoreTel 230 phone, you might find options for extension reassignment within the phone’s settings menu or by contacting your system administrator for assistance. They can guide you through the specific steps involved. Remember to consult your company’s IT department or your ShoreTel 230 phone’s quick reference guide for detailed instructions and troubleshooting if needed.
Understanding Your Phone’s Display and Status Icons
The ShoreTel 230 phone features a clear display showing crucial information and status indicators. The screen typically displays your name and extension number, providing immediate identification. Call handling mode (e.g., Do Not Disturb) is also prominently shown, ensuring you’re aware of your current call settings. Call appearances, indicating active calls or monitored extensions, are visually represented, allowing for efficient call management. The display also shows the duration of active calls, providing a convenient timer. Voicemail notification icons alert you to new messages, preventing you from missing important communications.
In addition to text, various icons provide visual cues about your phone’s status. These icons represent different call states, such as an incoming call, an active call, a call on hold, or a muted call. Understanding these icons is essential for quickly interpreting the phone’s operational state. The colors of these icons (e.g., green, orange, red) may further indicate the type of call or alert. Refer to the ShoreTel 230 user manual for a complete list and description of all status icons and their meanings.
Managing Calls⁚ Basic Features
This section details fundamental call handling⁚ answering, ending, placing on hold, and sending calls to voicemail. Master these core functions for efficient communication.
Answering and Ending Calls
Answering incoming calls on your ShoreTel 230 is straightforward. A single ring indicates an external call, while a double ring signals an internal one. The call key will blink green on both ShoreTel 230 and 230g models, indicating an incoming call. If available, the caller’s name and number will appear on the display. To answer, simply lift the handset or press the speakerphone button. Alternatively, you can use a connected headset. The visual interface provides clear indications of incoming calls, simplifying the process of answering. The display will show the caller’s information, allowing you to identify the incoming call before answering.
Ending a call is equally simple. To disconnect, press the headset button again, or replace the handset if you are using one. If you are using the speakerphone, press the speakerphone button to end the call. The intuitive design ensures that call termination is quick and easy, enhancing the overall user experience. The clear visual cues guide you through the process effectively and efficiently.
Placing Calls on Hold
The ShoreTel 230 offers a convenient way to place calls on hold, allowing you to temporarily pause a conversation without disconnecting. This feature is particularly useful when needing to attend to another task or address an interruption during a call. To place an active call on hold, simply press the dedicated “Hold” button located on your phone’s keypad. This will immediately pause the call, and the display will show the appropriate indicator, confirming that the call is now on hold. The held call will remain connected, allowing you to easily resume the conversation at your convenience. The intuitive interface ensures that placing a call on hold is a simple, one-step process. No complex menus or sequences of button presses are needed, making this feature accessible and easy to use.
Alternatively, if available on your specific ShoreTel 230 model, you can utilize the “custom key” to place a call on hold. This custom key will usually blink green to indicate that the call is successfully placed on hold and ready for resumption. After placing the call on hold using either method, the system will provide visual confirmation, ensuring you are aware of the call’s status. This design promotes clarity and ease of use, minimizing potential confusion or errors during the process.
Sending Calls to Voicemail
The ShoreTel 230 simplifies call management by providing a straightforward method for directing incoming calls directly to your voicemail. This feature proves invaluable when you’re unavailable to answer a call personally but still wish to receive the message. When an incoming call arrives, a dedicated “To VM” soft key will appear on your phone’s display. Simply pressing this key sends the caller directly to your voicemail, ensuring that they can leave a message without keeping you from other tasks. This eliminates the need to answer the call and then manually transfer it to voicemail.
Alternatively, if you prefer to divert the call before it even rings, the ShoreTel 230 also supports call diverting. This allows you to send incoming calls to an alternate extension or external number, providing flexibility in managing call routing. These features offer enhanced control over your call handling, allowing you to manage incoming calls effectively even when you are unable to answer them immediately. The system’s intuitive interface ensures that sending calls to voicemail is a quick and easy process. The clear visual cues and streamlined process make call management efficient and user-friendly.
Advanced Call Features
Explore enhanced call capabilities, including conference calling, intercom functionality, and flexible call handling modes and forwarding options for streamlined communication.
Making Conference Calls
The ShoreTel 230 phone simplifies conference calling, allowing you to connect with multiple participants simultaneously for efficient group discussions. To initiate a conference call, begin by placing a call to the first participant. Once connected, use the “Add” or “Conference” soft key (depending on your system configuration) to add another participant. The system will then prompt you to dial the additional participant’s number. Repeat this process for each participant you wish to include in the conference.
During the conference, you can mute individual participants or place them on hold as needed, ensuring a smooth and organized conversation. Remember to press the “End” or “Disconnect” soft key to conclude the conference call for all participants. Consult your system administrator for specific instructions or limitations concerning the maximum number of participants allowed in a single conference call, as this can vary based on your network’s configuration.
Efficiently manage multi-party conversations using the ShoreTel 230’s intuitive interface. The conference call feature enhances collaborative communication, allowing for simultaneous interaction among multiple participants, boosting productivity and facilitating group decision-making.
Using Intercom
The ShoreTel 230’s intercom feature provides a quick and efficient way to communicate directly with another person on the same network without initiating a formal phone call. This eliminates the need for a full call setup, saving time and resources. To use the intercom, locate the “Intercom” button or soft key on your phone’s interface. Press this button and then enter the extension number of the person you wish to contact.
The intercom connection is established instantly, allowing for immediate communication. This direct line avoids the usual ringing process, making it ideal for brief announcements or quick questions. Remember that both you and the recipient must have the necessary permissions enabled by your system administrator to use this feature; This is usually configured on a per-user or per-group basis. The intercom function is particularly useful in office environments where quick, private communication is often necessary.
Intercom functionality streamlines internal communication for enhanced efficiency. This feature ensures quick and seamless exchanges between users within the same network, facilitating swift responses and streamlined workflows.
Call Handling Modes and Forwarding
The ShoreTel 230 offers flexible call handling options to manage incoming calls effectively. You can configure various call handling modes, such as “Do Not Disturb,” to prevent interruptions during focused work periods. Alternatively, you can set up call forwarding to direct calls to another extension, voicemail, or an external number. This is particularly useful when you’re unavailable or working remotely. To access these settings, usually you’ll need to use the phone’s interface or a web-based administration tool provided by your system administrator.
These settings allow you to customize how incoming calls are managed. You can choose different forwarding destinations and even record personalized greetings for each mode. Remember to check with your IT department to ensure you have the appropriate permissions before making changes. Proper configuration of call handling modes and forwarding significantly improves call management and enhances productivity.
Efficient call routing and management features boost communication efficiency and workflow optimization.
Voicemail and Messaging
Learn how to access, manage, and leave voicemail messages using your ShoreTel 230 phone. This section details message retrieval and composition.
Accessing and Managing Voicemail Messages
A steadily flashing light on your phone’s top-right corner, accompanied by a stutter dial tone, indicates unread messages. The number of unread messages is displayed on the idle screen next to the message waiting indicator icon. To access your voicemail, press the dedicated Voice Mail button. The main voicemail menu provides several options⁚
- Listening to New Messages⁚ Navigate through new messages using the provided controls. Options include replying with a voice message, initiating a callback, returning to the previous menu, and reviewing envelope information (date and time sent).
- Interacting with Messages⁚ While listening, rewind several seconds. Mark or unmark messages as urgent, and request a return receipt. These features help manage your messages efficiently.
- Saved Messages⁚ Access saved messages from the main menu. Interact with them using similar options as with new messages.
Remember to utilize the available options for efficient voicemail management. These include marking messages as urgent, requesting return receipts, and easily navigating between messages.
Leaving Voicemail Messages
When your call is directed to voicemail, you’ll be prompted to leave a message. Alternatively, while listening to the mailbox greeting, several options are available⁚
- Bypass Greeting⁚ Directly begin recording your message; hang up to send it.
- Transfer to Assistant⁚ This option routes the call to an alternate extension, useful for delegating messages.
During message recording, utilize available features for clarity and efficiency. Ensure your message is clear and concise, providing all necessary information. Remember to state your name, contact information, and the reason for your call. After recording, hang up to send the message. Consider the recipient’s needs when structuring your message.
For more advanced voicemail message options, consult your system administrator or refer to the ShoreTel system documentation. Proper message etiquette will ensure efficient communication;