Loyola University Chicago

Information Technology Services

Using Multi-line Digital Telephones

Introduction

The 8403, 8410, and 8434 telephones are multi-line digital voice terminals that are equipped with a message light, volume control, and a number of convenient feature access buttons. These models were installed for receptionists and other areas receiving high numbers of calls.

Terminals have been customized to meet particular needs. In the instructions below, you may see a reference to a button (e.g., PERSONAL LIST) that you do not have. If you do not have a particular button, use the corresponding feature access code (e.g., *7). If you find you use a function frequently, Telecommunications can program a button on your phone to perform the function.

Coverage Tone

The coverage tone means that the call you have just placed is being routed to another extension. It is a long, low tone.

Intercept Tone

The intercept tone indicates that you have dialed incorrectly or that the feature you've requested is not available on your terminal. The intercept tone sounds like a European klaxon siren. If you hear the intercept tone, hang up and dial again. If you hear the tone again, you can assume that your terminal is not able to complete the particular call you have requested.

Abbreviated Dialing

The Abbreviated Dialing feature provides access to pre-programmed telephone numbers that you call frequently. There are three ways that Abbreviated Dialing can save you time: You can program numbers or features onto an abbreviated dialing button; you can establish and use a Personal List; you can use a Group List that someone in your department has established for you.

To Program or Reprogram an Entry onto an Abbreviated Dialing (AD) Button

Please note that this button must first be assigned by the system manager.

  1. Press PROGRAM or dial *0.
  2. Press the AD button to be programmed.
  3. Dial outside number, extension, or feature code you want to store (up to 24 digits).
  4. Press the AD button for confirmation tone.

To Place a Call Using an Abbreviated Dial Button

  1. Get dial tone and press the correct Abbreviated Dial (AD) button.

To Program or Reprogram an Outside Number or Extension into a Personal List

Your Personal List can be programmed with your most commonly called extensions or outside numbers for quick access to those numbers.

  1. Get dial tone.
  2. Press PROGRAM (PROG) or dial *0.
  3. Press PERSONAL LIST (PL) or dial 1.
  4. Dial a two-digit list item number (01–20) as your index number for future use.
  5. Listen for dial tone.
  6. Dial the outside number or extension you want to store exactly as it would normally be dialed (i.e., 9.1.312.555.1212 or 9.555.1212).
  7. Press # to signal the end of the entry.
  8. Repeat steps 5 through 7 to program additional items.

To access a number from the list, get a dial tone, press *7, then press the two-digit code.

To Place a Call Using a Personal or Group List

  1. Press the appropriate button or dial the correct Abbreviated Dialing List Code. Personal: *7 Group: *8 System: *9 (Medical Center only)
  2. Dial desired list entry (1–9); the stored number is automatically dialed.

Call Forward/Follow Me

The Call Forward/Follow Me feature allows you to have your calls follow you to a specific extension on any campus, provided that the extension is not on call-forward or send-calls. Calls are blocked from being forwarded outside the university except by special request. The call forwarding feature can also work in conjunction with existing coverage paths. This means that if you do not answer a call at the forwarding number, it will bounce to the next number in your coverage path, whether another staff member, a receptionist, or your voice mail. (This continuity through the coverage path works only when forwarding to another on-campus extension. If forwarding to an off-campus number, the call will not be redirected to your coverage path or voice mail.)

To Activate Call Forwarding

  1. Get dial tone.
  2. Press CALL FORWARD (CFFM) or dial *2
  3. Dial the extension or number where calls will be sent. If you are forwarding to an off-campus location, be sure to enter the number just as you would dial it if you were making a regular call (i.e., include 9 and 1 plus the area code if applicable).
  4. Hang up.

You will hear a short ring at your phone each time a call placed to your extension is forwarded.

To Cancel Call Forwarding

  1. Get dial tone, then press CALL FORWARD (CFFM) or dial # 2.

Call Pickup

To Answer a Call to a Member of Your Pickup Group If Your Voice Terminal Is Not in Use

  1. Get dial tone.
  2. Press CALL PICKUP (CPU) or dial #4 and you will be connected to the ringing extension in your area.

To Answer a Call to a Member of Your Pickup Group While on Another Call

  1. Press HOLD. The present call is put on hold and the green light flashes.
  2. Select an available line to get dial tone.
  3. Press CALL PICKUP (CPU) or dial #4. The called voice terminal stops ringing and you are connected to ringing call

Five-Party Conferencing

Conference calls can incorporate up to five parties in addition to the person initiating the call.

To make a conference call:

  1. Initiate a regular call with one of the conference parties.
  2. Press the CONFERENCE button. You will hear a dial tone.
  3. Dial the number for the next person you wish to include in the conference call. This number can be internal or external to Loyola. (Remember, though, that any calling restrictions in place for your telephone will limit your calling area.)
  4. Press the CONFERENCE button.
  5. Repeat steps 2–4 (up to three more times) until all parties are connected in the same call.

Note that any call participant, including the person who initiate the conference, can hang up at any time and the others will stay connected.

Drop

To disconnect from a normal call and obtain dial tone without hanging up or to drop the last party added to a conference:

  1. Press DROP.

Hold

To Keep a Call Waiting While You Perform Some Other Task

  1. Press HOLD; green light will flash.

To Return to Held Call.

  1. Press the button for the line on which the held call is waiting; green light will flash.

Last Number Dialed

To Automatically Redial the Last Number You Dialed Inside or Outside

  1. Press LAST NUMBER DIALED (LND) or dial #9. The number will be automatically dialed.

Select Ring

There are eight different ring patterns available. You can select the way your phone will ring so it will sound different from everyone else’s. Only the single long ring (ring pattern 1) allows you to distinguish between inside, outside and priority calls.  Selecting this ring pattern, one long ring signifies the call is from on campus. Two short rings signifies the call is from off campus.  Three short rings signifies that the call is a priority call.

There are two versions of the 8403, 8410, and 8434 type phones. One version has a blue RING button and the other has a blue SHIFT button, please follow the appropriate instructions for your version of the phone.

Blue RING button:

  • Press the RING button. The phone will ring with the current ring pattern.
  • Press the RING button to hear the next ring pattern. Each time the RING button is pressed a new ring pattern is played.
  • When you hear the ring pattern you wish to have, allow the phone to ring 2 additional times. After which you will hear two tones as confirmation and then the phone will return to normal operation.

Blue SHIFT button:

  • Press the SHIFT button and then press the HOLD button, the phone will ring with the current ring pattern.
  • Press the HOLD button to hear the next ring pattern. Each time the HOLD button is pressed a new ring pattern is played.
  • Press the SHIFT button after hearing the ring pattern you wish to have. You will hear two tones as confirmation and then the phone will return to normal operation.

Send All Calls

The Send All Calls feature automatically routes incoming calls to the next point in your coverage path. Your coverage path is the pre-programmed route that your calls will take if your phone is busy or unattended.

To Activate Send All Calls

  1. Press SEND ALL CALLS (SAC) or geta dial tone and dial *3. You will hear a partial ring as each call is sent to coverage. If your SEND ALL CALLS button has a lamp, it will light to remind you that Send All Calls is on.

To Cancel Send All Calls

  1. Press SEND ALL CALLS (SAC) or get a dial tone and press #3.

When your calls go to coverage and your phone stops ringing, it is still possible to pick up the call and answer it if the person covering your call is still answering it. (This does not apply to calls being sent to voice mail.)

Transfer

To Direct the Present Call to Another Extension

  1. Press TRANSFER; current call is put on hold.
  2. Dial number that call is to be transferred to. Remain on line if you wish to announce the transfer.
  3. Press TRANSFER again. Call is sent to dialed number.
  4. Hang up or press DROP.