shoretel phones user guide

Welcome to ShoreTel Phones, a feature-rich communication solution designed for seamless connectivity. With an intuitive visual interface, custom keys, and quick dialer directory, ShoreTel phones enhance productivity and user experience. Known for high-quality audio and reliability, these phones offer advanced call handling, conferencing, and customization options. This guide provides comprehensive setup, configuration, and troubleshooting insights to maximize your ShoreTel phone’s potential.

1.1 Overview of ShoreTel IP Phones

ShoreTel IP Phones are advanced communication tools designed for high-quality voice and video calls. They feature intuitive interfaces, custom keys, and robust call handling options. With wideband audio support, these phones deliver crystal-clear sound, enhancing user experience. Suitable for various work environments, ShoreTel IP Phones offer flexibility, reliability, and seamless integration with other systems, making them a versatile choice for modern communication needs.

1.2 Key Features of ShoreTel Phones

ShoreTel phones offer advanced communication features, including an intuitive visual interface, custom keys, and a quick dialer directory. They support high-quality wideband audio for clear calls and include options like call handling modes, intercom functionality, and conferencing for up to six parties. These phones also provide customizable settings, such as ring tones and availability states, ensuring a tailored experience for users.

Setting Up Your ShoreTel Phone

Setting up your ShoreTel phone involves physical installation, connectivity checks, and initial configuration. Follow the setup guide for a smooth and efficient installation process.

2.1 Physical Setup and Installation

Begin by unpacking your ShoreTel phone and connecting the necessary cables, such as the Ethernet and power cords. Place the phone on a flat, stable surface. Ensure proper power supply using the provided adapter or PoE (Power over Ethernet) connection. Connect the handset and install the stand if required. Refer to the included setup guide for detailed instructions to ensure correct installation and connectivity.

2.2 Initial Configuration and Connectivity

After physical setup, connect the Ethernet cable to your network and ensure power via PoE or the provided adapter. Access the phone’s web interface to configure network settings. Use DHCP for automatic IP assignment or set a static IP manually. Once connected, test the network link to confirm connectivity and prepare for feature activation.

Understanding the Phone Interface

The ShoreTel phone features an intuitive visual interface with a clear LCD display, easy-to-navigate menus, and soft keys for quick access to essential functions and settings.

3.1 Hardware Components and Layout

The ShoreTel phone features a sleek design with essential hardware components, including a high-resolution LCD display, navigation buttons, and soft keys for menu access. Programmable buttons allow customization, while the handset, headset port, and speaker enable hands-free calling. The phone also includes an indicator LED for notifications and a scroll button for easy navigation through menus and options.

3.2 Navigating the Visual Interface

The ShoreTel phone’s visual interface is user-friendly, featuring a clear LCD display with intuitive menus; Soft keys provide quick access to common functions, while the scroll button allows easy navigation through options. Icons and labels guide users seamlessly, ensuring efficient access to call handling, settings, and advanced features with minimal effort and visual confirmation for each action.

Making and Managing Calls

ShoreTel phones simplify call management with intuitive controls for placing, receiving, and handling calls. Features like hold, transfer, and conference enable efficient call handling, enhancing productivity and communication flow.

4.1 Placing and Receiving Calls

To place a call, lift the handset or press the speakerphone button, then dial the number using the keypad. For receiving calls, press the Answer soft key or lift the handset. The phone supports call waiting and call notifications via LED indicators. Use the quick dial directory or programmable keys for efficient call handling and management.

4.2 Basic Call Handling Features

ShoreTel phones offer essential call management tools, including hold, transfer, and mute functions. Call waiting allows handling multiple calls simultaneously, while the do-not-disturb mode routes calls directly to voicemail. The LED indicator signals incoming calls and messages, ensuring prompt responses. These features, accessible via programmable buttons or the visual interface, streamline communication and enhance efficiency.

4.3 Advanced Call Management Options

ShoreTel phones offer advanced call management features, including call parking, which allows calls to be held and retrieved from another phone. Intercom functionality enables direct communication between users without ringing. Conferencing supports up to six parties, while custom call handling modes let users define how calls are routed based on time or availability. These options enhance flexibility and collaboration.

Customizing Your ShoreTel Phone

Customize your ShoreTel phone by personalizing ring tones, setting custom keys for quick access to frequently used functions, and defining availability states to manage calls efficiently.

5.1 Personalizing Ring Tones and Sounds

ShoreTel phones allow you to customize ring tones and sounds to suit your preferences. Choose from a variety of preloaded tones or upload custom sounds for personalization. This feature ensures your phone’s audio alerts align with your work environment, enhancing your overall communication experience with a tailored auditory setup.

5.2 Configuring Custom Keys and Functions

Custom keys on ShoreTel phones can be programmed to perform specific functions, enhancing workflow efficiency. Users can assign keys to speed dial, call handling modes, or advanced features. Administrators and users alike can easily configure these settings through the phone’s interface or system software, ensuring tailored functionality to meet individual or organizational needs effectively.

5.3 Setting Up Availability States

Availability states on ShoreTel phones allow users to set their status, such as available, busy, or out of office. This feature helps manage incoming calls and informs others about your current availability. Easily configurable through the phone interface or system software, availability states enhance communication efficiency and ensure calls are handled appropriately based on your status.

Accessing and Managing Voicemail

ShoreTel phones offer an efficient way to manage voicemail, enabling users to access and retrieve messages seamlessly. This section guides you through setting up, accessing, and organizing your voicemail effectively.

6.1 Setting Up Voicemail and PIN

Welcome to voicemail setup! To begin, access the voicemail system by dialing the designated voicemail access number. Create a secure PIN, ensuring it meets your system’s requirements. Follow the prompts to record your name and a personalized greeting. Once complete, your voicemail is ready to receive messages. Refer to your user manual for detailed guidance.

6.2 Accessing Voicemail Messages

To access voicemail, dial the voicemail access number and enter your PIN. Listen to messages, save, or delete them using menu options. The phone’s LED indicator flashes when new messages arrive, ensuring you never miss important calls. Refer to your ShoreTel phone’s user guide for detailed instructions on navigating the voicemail system efficiently.

6.3 Managing Voicemail Settings

Configure your voicemail settings by accessing the phone’s menu. Change your PIN, record a greeting, and set up notifications for new messages. Adjust message storage limits and enable email notifications for voicemail receipts. Refer to your ShoreTel phone’s user guide for step-by-step instructions on customizing these settings to suit your preferences.

Using Special Features

ShoreTel phones offer advanced features like intercom, conferencing, and call parking. These tools streamline communication, enabling efficient collaboration and call management. Use them to enhance productivity seamlessly.

7.1 Intercom Functionality

The intercom feature on ShoreTel phones allows direct communication with another party without ringing. To use it, both users must have ShoreTel IP phones and proper permissions. Simply lift the handset, dial the intercom code or extension, and speak. This feature is ideal for quick, efficient communication, eliminating the need for traditional call setup and minimizing interruptions.

7.2 Conferencing and Multi-Party Calls

ShoreTel phones support conferencing with up to six parties, enabling collaborative discussions. To initiate, dial the first participant, then use the “Confrn” soft key to add others. The conference can be managed directly from the phone interface, allowing you to mute participants or disconnect individuals. This feature enhances team collaboration without requiring external tools or complex setups.

7.3 Call Parking and Retrieval

Call Parking allows you to place a call on hold in a virtual “parking spot” for another user to retrieve. To park a call, press the “Park” soft key and confirm the parking orbit. The call remains parked until retrieved by dialing the assigned parking number. This feature simplifies call management and ensures calls are not missed.

Troubleshooting Common Issues

Resolve connectivity, audio, and configuration problems with ShoreTel phones. Check network settings, restart the device, or reset to factory defaults for quick solutions.

8.1 Resolving Connectivity Problems

Ensure your ShoreTel phone is properly connected to the network. Power cycle the phone and check Ethernet cables. Verify DHCP settings for IP assignment. Restart your router if necessary. If issues persist, check for firmware updates or restore factory settings. Consult the user manual or contact support for advanced troubleshooting steps.

8.2 Addressing Audio Quality Issues

To resolve audio quality issues with your ShoreTel phone, first check all physical connections, ensuring cables are secure. Test with the handset and a different headset to isolate the problem. Adjust noise cancellation settings and optimize network settings for VoIP traffic. Update firmware and reset to factory settings if issues persist. Consult the user manual for detailed troubleshooting steps.

8.3 Resetting the Phone to Factory Settings

To reset your ShoreTel phone to factory settings, access the admin menu via the web interface. Enter the admin password, navigate to the “Maintenance” or “Reset” option, and confirm the factory reset. This will erase all custom settings and restore default configurations. Ensure all critical settings are backed up before proceeding, as data loss may occur during the reset process.

Advanced Configuration Options

ShoreTel phones support custom call handling modes, integration with other systems, and advanced network settings. These options allow users to tailor their phone system to specific needs, enhancing functionality and efficiency for businesses and individuals alike.

9.1 Customizing Call Handling Modes

Customize ShoreTel phone’s call handling modes to manage calls efficiently. Set Do Not Disturb to silence incoming calls, or configure forwarding to redirect calls to voicemail or another number. Use the intuitive interface to define availability states, ensuring calls are handled according to your preferences. Adjust settings via the phone’s menu or an online portal for enhanced flexibility and control.

9.2 Integrating with Other Systems

ShoreTel phones seamlessly integrate with CRM systems, helpdesk software, and other business applications, enhancing productivity. This integration allows features like screen pops, call logging, and advanced routing. Compatibility with platforms like Salesforce and Zendesk streamlines workflows, ensuring efficient communication and data synchronization. Use ShoreTel’s open APIs to tailor integrations and optimize business processes effectively.

ShoreTel phones offer high-quality communication with advanced features and customization options. For further assistance, visit Mitel’s Document Center or explore ShoreTel’s official support resources online.

10.1 Summary of Key Features

ShoreTel phones are feature-rich communication tools offering an intuitive visual interface, custom keys, and a quick dialer directory. They support advanced call handling, intercom functionality, conferencing for up to six parties, and call parking. High-quality audio, reliability, and customization options make them ideal for enhancing productivity and user experience in various work environments.

10.2 Where to Find Additional Support

For additional support, visit the official ShoreTel website or refer to the detailed user manuals provided with your phone. Technical support is available through Mitel’s Document Center, Security Advisories, and the Mitel User Group. You can also access resources like quick reference guides and installation manuals for troubleshooting and advanced configurations.