ShoreTel IP 560 User's Guide Page 1

ShoreTel 530/560/560g IP PhoneUser Guide

10Green1000ms on, 1000ms off(Pickup, Pick/Unpark, Pickup NightBell Only) OfferingOrange250ms on, 250ms off(Unpark, Pick/Unpark Only) Held/ParkedToggle

11LOGGING INIf you are using your phone for the first time and no extension has been assigned, the phone's display shows “Available.” You can pla

12MANAGING CALLS – BASIC FEATURESPlacing CallsUsing the HandsetTo place an internal call, pick up the handset and dial the extension. To place an exte

13Answering CallsRing tones, the blinking Incoming Call Icon, and the flashing red LED light in the top right-most corner of your phone all identify a

14Using the HeadsetTo answer a call, press the Headset button . The LED in the button lights green.To end a call, press the Headset button again.Se

15Transferring a CallTo transfer a call from your extension to another number:Step 1 Press the Transfer button . The call is put on hold.Step 2 At th

16After a conference is established, you can use the Show soft key to display all conferenced parties. If you wish to disconnect a party, scroll to th

17Redialing and Checking Missed CallsYou can use the Redial function to dial not only the last number you called, but the last several calls you made

18AUDIO CONTROLSAdjusting Ring Tone VolumeTo adjust the ring volume, while the handset is on hook and the speakerphone is off, press and on the vo

19VOICE MAILA steadily flashing light on your phone’s right-most upper corner and stutter dial tone signifies that you have unheard messages. The numb

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20Choose one of the following options: Reply with a voice message Reply with a call back Return to the previous menu Hear envelope information (time

21After the message is addressed, if desired, you can press: Mark / unmark urgent Request return receipt Listening to Saved MessagesFrom the Main Menu

22 Reassign extensionIf you have the proper permission, you can assign your extension to any phone. The following options are available: Assign the ex

23The following options are available: Confirm Cancel Additional optionsThe following additional options are available: Enable or disable Outlook auto

24Leaving a Message and Message OptionsWhen your call is sent to voice mail, you may leave a message when prompted, or you can use one of the followin

25OPTIONSChanging Call Handling Mode and ForwardingNOTE Use Personal Call Manager or Web Access to configure the modes with different call forwarding

26Step 4 When the desired mode is selected, press the OK soft key and then the Done soft key. NOTE You can "one-touch" toggle between Standa

27Changing Automatic Off Hook PreferenceShoreTel users who frequently use a headset may want to use the Automatic Off Hook Preference feature to selec

28Changing Ring ToneYou can choose between four distinctive ring tones to help you distinguish your phone from neighboring phones.Step 1 Press , ente

29Programming Your Custom ButtonsYou can program the custom buttons on your IP 560/560g phone as shortcuts to operations that would normally require p

3ContentsGETTING STARTED . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .5Your Phone's Display . . . . . .

30longer than five characters that will remind you of the new function of the custom button.NOTE When in alphabet mode, press the appropriate key on t

31Changing the Agent StateIf you are a member of a workgroup and you need to log in to the workgroup at the start of your day, or log out to take a br

32Enabling or Disabling Handsfree ModeHandsfree mode is for analog telephone users who are using headsets.NOTE IP phone users should instead choose th

33DIRECTORYYou can use the Directory to find phone numbers on your network by pressing , then:• Press the keys that correspond with the first few lett

34MANAGING CALLS – ADVANCED FEATURESIn addition to performing the regular functions of placing calls and answering calls, your phone supports several

35• Dial Mailbox – The ShoreTel system allows you to call another user's mailbox without ringing their phone. If you use this feature often, cont

36must record calls for important business reasons. A custom key can be programmed to invoke the record feature for quick, one-touch feature operation

37• Whisper Page – The ShoreTel system allows users with the proper permission to enter a call on another extension and whisper to the recipient witho

38• Outbound to an external emergency number (such as 911) – the emergency identification or a CESID number of that user will be sent.For more informa

39Answering a Monitored Extension's CallIn addition to the visual cues the monitored extension's icons and custom key LED provide, you will

4Bridged Call Appearances. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .37Silent Monitor / Barge In . . . . . . . . . . . . .

40any other phone (e.g., IP100, SoftPhone, or analog phone) the call will appear as a second incoming call.NOTE If you use the Whisper Page feature of

41Using Group PagingSimilar to the paging feature, you can also send an audible message to a select group of users that have been configured for group

42CALL MANAGER SOFTWAREIn addition to using the telephone interface of your 560/560g IP phone to access the ShoreTel features, you can accomplish many

43WEB ACCESSShoreTel Web Access is a browser-based interface by which users can manage personal options and settings from any web browser from anywher

44TROUBLESHOOTINGProblem: The voice mail system is notifying your callers that your mailbox has exceeded its limit and is unable to accept new message

45Problem: Your phone’s display does not show the date and time.Solution: Your phone cannot locate the time server. Contact the system administrator.V

46Rebooting Your PhoneTo reboot your phone, follow these steps:NOTE This should only be done at the direction of your system administrator.Step 1 With

47QUICK REFERENCE OF COMMON STAR CODESOffice Anywhere FeaturesPark a call + ext.UnPark a call + ext.Picking Up a Remote Extension + ext.Picking Up

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5GETTING STARTEDWelcome to your ShoreTel™ IP phone! Your phone has many unique features, including an intuitive visual interface, custom keys, quick d

6Your Phone's DisplayYour ShoreTel IP phone's display shows your name and extension, call handling mode, call appearance, monitored extensio

7Guide to Status IconsYour ShoreTel IP phone offers icons to help indicate the operational state of the device. The table below provides information a

8RedSteady onWhisper Page CallRedSteady onActive Call Whisper MutedExtension Monitor StatesOff IdleOrangeSteady onIdle and DNDOff Idle and Message Wai

9Orange200ms on, 100ms off,200ms on, 500ms offPicked up Monitored Ext. Call and Held + Monitor Ext on Active CallOrange200ms onGreen800ms onOrange200m