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User Manual Version 2.3
Sound Big At Any Size
www.8x8.com | 1.866.879.8647
Table of Contents
Virtual Office Features ...................... 1
Introduction ....................................... 2
Phone Parts Checklist ....................... 2
Installation ......................................... 4
Setting Up the Telephone ................. 5
Voicemail System ............................ 10
Calling Features ............................... 13
Extension Manager ......................... 17
Using the Telephone ....................... 17
System Services ............................... 24
System Numbers to Access
Phone Features ................................ 26
Limited Warranty ............................ 27
Support ............................................ 27
Virtual Office Features
• Direct Inward Dial (DID) numbers with any
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1
desired area code for each extension
Unlimited extension to extension dialing
anywhere in the world (regardless of the
users’ geographic location)
Unlimited calling to and from any
telephone number in the United States,
Canada, or any other 8x8 subscriber
anywhere in the world
Business class voicemail
Auto-attendant (access by extension,
name, or company directory)
Conference bridge
On hold music or messaging
Call park/call pick-up
Do not disturb (DND)
Multiple call appearances on one physical
phone/call alternate
Local time zone management (phone
displays the local time zone of the
physical location, local time zone of
message received)
Call transfer: extension to extension (free)
or extension to PSTN (regular 8x8 billing
rate)
-- 1-step transfer (blind transfer) or
2 -step transfer (transfer with
announcement)
Automatic call forwarding with selective
rules per extension
-- on busy
-- on no answer
-- always
-- Internet outage
Automatic call forwarding from:
-- extension to extension
-- extension to PSTN
-- PSTN to PSTN
Three-way conferencing
-- Drop last conference party
-- Add party from extension or PSTN
phone
Caller-ID and call waiting caller-ID
Stutter tone notifications (on call forward,
DND, or new voicemail)
Distinctive ringing (extension call
vs. PSTN call)
• Ring groups
• New voicemail notification via email
•
•
•
•
(alert notification, or with voicemail,
audio file attachment)
Voicemail forward to another extension
Online monthly billing statement (with
call logs of all extensions)
Optional receptionist console software
application
-- Allows multiple call viewing and
handling
-- Direct transfer to extension’s
voicemail
-- Supervised transfers
-- Direct status view of extensions
status: DND, in-use, idle, out of
service
Each Virtual Office extension includes a
Business ST2118 screen telephone and a
Broadband Phone Adapter: BPA 410
-- quality business phone with
ergonomic design
-- Integrated speakerphone with onhook dialing and mute
-- headsetports (RJ11 & 2.5 mm)
-- Date and time display
-- Ringer and receiver volume controls
-- Pre-programmed “Soft keys” to drive
features including:
-- voicemail
-- DND
-- DND off
-- Call forward pick up system or
extension ringing call
-- Phone in-use controls: transfer, hold,
conference
-- Large 9-line back lit 20 character
display
-- Ringer and receiver volume controls
-- Multi-functional FSK indicator light
(for incoming calls, extension in-use,
message waiting, and hold)
-- Caller ID display (100-name and
number memory)
-- 200-name and -number directory
-- 10-number redial
-- Hearing aid compatible
(ADA compliant)
Introduction
Congratulations on the purchase of your 8x8 Virtual Office service and new telephone.
The phone has been manufactured to meet very high standards for convenient and
reliable service.
This telephone will operate according to the preloaded scripts. Please use the
interactive menu and soft buttons to access features provided by your 8x8 Virtual
Office Service.
Phone Parts Checklist
Remember to save your sales receipt in case you ever need warranty service. Check to
make sure your package includes the items described below:
Telephone base
AC/DC adapter
Telephone handset
Wall mount bracket
Phone line
Handset cords
35
36
37
2
1. CD display
2. Hook switch
3. Telephone keypad
4. Volume - to adjust receiver volume for handset, speaker, headset and ringer
5. Message light - visual message waiting indicator
6. LCD Button – to adjust LCD contrast
7. Soft buttons (corresponding to on screen options)
8. Soft buttons (corresponding to on screen options)
9. In Use light – steady light as line in use indicator
10. To review upward from the oldest caller ID record
11. To move cursor left during programming
12. To move cursor right during programming
13. Dial/Enter button – to dial number displayed or to accept entry
14. To review downward from the newest caller ID record
15. Flash button – during a call, to access calling features
16. Directory button – to begin using directory features
17. Button – to connect or to disconnect voice path to headset
18. Redial button – to redial last called number
19. Mute with indicator – to mute transmitter, LED is on when active
20. Pause button – use only in programming
21. Goodbye – to hang up a call at any time
22. Speaker button – to activate or to deactivate speakerphone
23. Menu button – to set telephone operation parameters
24. Save button – to begin programming of memory buttons or directory
25. Delete button – to delete caller ID or directory records
26. M1 – programmable memory button
27. M2 – programmable memory button
28. M3 – programmable memory button
29. M4 – programmable memory button
30. M5 – programmable memory button
31. M6 – programmable memory button
32. M7 – programmable memory button
33. Telephone number label
34. Speakerphone indicator
35. 2mm headset port
36. RJ11 headset port
37. Handset port
3
Installation
Connecting the Broadband Phone Adapter
For the Virtual Office phone to connect to the PBX service, the 8x8 Broadband
Phone Adapter must be connected to the network. The 8x8 Broadband Phone
Adapter is simple to install and displays easy-to-understand indicators.
DHCP: For normal installation, if your network is DHCP (dynamic) enabled, please
skip to the section “Assembling and Activating the Phone” below.
Static: For installation requiring fixed / static IP addresses or special configuration,
please follow this procedure:
If you do not have a DHCP server on your router or local network, you may need to
set the IP address on your adapter manually. Network settings for static/fixed IP
address (including DNS) can be set by holding the [Reset] button on the adapter
while plugging in the power and typing them in via the handset:
1. Hold the [Reset] button while you power on the adapter.
2. Release the button within a few seconds of powering on.
3. You will hear a repeating high-pitched beep sound.
4. Type in static/fixed IP address, net mask, gateway, and DNS address with digits,
[*] and [#]. After each entry is accepted, the beep sound will lower in pitch (type
[#] directly if you want to stay DHCP mode instead of a static/fixed IP address).
For example:
IP Address 192.168.1.10
Net Mask 255.255.255.0
Gateway 192.168.1.1
DNS 63.209.12.18
The key sequence would be as follows:
[Reset] button (high beep)
192*168*1*10# (lower beep)
255*255*255*0# (lower beep)
192*168*1*1# (lower beep)
63*209*12*18# (four beeps to indicate complete)
4
Assembling and Activating the Phone
1. Plug one end of the flat telephone line cord into the line jack on the back of the
phone where it is labeled "Tel Line" and plug the other end into your
Broadband Phone Adapter.
2.Connect the AC adapter to an
electrical wall outlet and then
connect the AC adapter plug to
the “DC 12V” jack on the back of
the phone. Use only with a Class 2
power source plug polarity, 12V
DC, AC adapter.
3.Connect one end of the coiled
handset cord to the handset jack
on the left side of the phone and connect the other end of the coiled handset
cord to the jack on the handset
Activate your extension online at www.8x8.com by entering the MAC number.
Please follow the Read Me instructions included with the equipment.
Wall Mounting
1. Turn the phone over so that you are looking at the bottom of the phone. Insert
tabs at the thin end of the wall mount bracket into the holes at the rear of the
phone bottom. Press and latch the tabs at the thicker end of the wall bracket
into holes at the front end of phone. The back of the phone should then have
two round plastic holes that can be used to hang your phone on the wall.
2. Use the two round holes to hang the phone on the wall plate on your wall.
If you do not wish to mount your phone on the wall, the Wall Mount Bracket can be reversed to raise the angle of the
phone's display when sitting on a table or desk.
Setting Up the Telephone
After powering up the phone initially, press the [Menu] button to enter operational
parameters for this telephone. The menu screen will be displayed.
You can use the button or the button to move the line up or down, and press the
[Dial/Enter] button to select an option. Alternatively, you can just press a digit to select
an option.
If you made a mistake during telephone set up procedures, lift and replace the handset
on the cradle. Set up procedure is terminated and idle state screen will be displayed.
5
Setting Extension Number and Name
1. Press the [Menu] button, then press Enter or [1] button.
2. Use the keypad to enter extension number, then press Save.
3. Use the keypad to enter extension name. You can program the name for this
extension using the telephone keypad. When a telephone button is pressed
during programming, a number or character is displayed alternatively in the
following order:
1: ‘().1
2: ABCabc2
3: DEFdef3
4: GHIghi4
5: JKLjkl5
6: MNOmno6
7: PQRSpqrs7
8: TUVtuv8
9: WXYZwxyz9
*: *
0: space
#: #
Press [Save] button to store the extension number and name.
Selecting Ringing Tone
Use Save to End
You can select one of four ringing tones for this
Use / /Enter To Select
telephone:
1= Ring Tone 1
1. Press the [Menu] button followed by the
2= Ring Tone 2
3= Ring Tone 3
[4] button.
4= Ring Tone 4
2. The phone rings with the Ring Tone 1 for about
2 seconds.
3. Press the [Save] button to select the Ring Tone
1; or
4. Press the button or the button to select another ringing tone.
5. After the end of the desired ringing tone, press the [Save] button to select the
ringing tone.
Clearing Message Waiting Indicator
To Clear Message Waiting indicator.
Note: Only used in the event the Message Warning Indicator does not go away after checking voicemail.
Clearing Message Indicator
Use
/
/Enter To Select
1= Clear Message Indicator
2= No
Adjusting the Display Angle
You can optimize the LCD display by adjusting the
viewing angle. To adjust the LCD viewing angle,
move the top edge of the LCD module up or down.
6
Adjusting the Display Contrast
The display can be adjusted to suit the light level of your room and your viewing
preference. To make the contrast of the display lighter or darker, press the
button to the right of the screen until the desired contrast is reached.
Adjusting Handset Receiver Volume
If you need to adjust the handset receiver volume:
1. Lift the handset and listen to the dial tone.
2. Press the right side of the [Volume] button to increase the receiver volume.
3. Press the left side of the [Volume] button to decrease the receiver volume.
4. Replace the handset when the desired receiver volume is reached.
Adjusting Headset Receiver Volume
If you wish to use a headset with this telephone, we recommend a headset without
built-in amplifier. Amplifier for adjusting headset receiver volume is built into this
telephone. If you need to adjust the headset receiver volume:
1. Press the
[Headset] button and listen to the dial tone.
2. Press the right side of the [Volume] button to increase the receiver volume.
3. Press the left side of the [Volume] button to decrease the receiver volume.
4. Press the
[Headset]button or the [Goodbye] button when the desired
receiver volume is reached.
Adjusting Speakerphone Receiver Volume
The normal setting for speakerphone receiver volume is 6 (ranges from 1-8), if you
need to adjust the speakerphone receiver volume:
1. Press the [Speaker] button and listen to the dial tone.
2. Press the right side of the [Volume] button to increase the receiver volume.
3. Press the left side of the [Volume] button to decrease the receiver volume.
4. Press the [Speaker] button or the [Goodbye] button when the desired receiver
volume is reached.
Flash Button
All the functionality for Virtual Office is available through the flash commands on
the phone. When flash is referred to in the user guide, the fixed flash or soft button
can be used.
Telephone Directory
A directory makes dialing frequently used phone numbers quick and easy. You can
enter the numbers and names by using the telephone keypad or by copying a
caller’s name and number from the Caller ID call log into directory.
You can search for a number in the directory by entering the first character of the
corresponding name entered.
Storing a New Number in Directory or in Memory Button
To store a new number and name in the directory:
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1. Press the [Save] button when the display shows
no caller’s number or name. The “Save To ?”
prompt appears on the display.
2. To make your selection, press the [Directory]
button or one of the memory buttons.
3. Use the keypad to enter the telephone number,
including the long distance prefix that you
need to dial this number. Insert a pause or
multiple pauses where required by using the
[Pause] button. Then press the [Save] button.
Save To ?
Note: Do NOT include the outside line access code in the phone number you entered.
4. “Enter Name” prompt appears on the display.
5. Use the keypad to input the first character of the name. The number and letters
on each telephone button are displayed in turn.
6. When the desired character is displayed, you can enter the next character.
7. If you have to use the same button to enter the next character, press the
button to move the cursor to the next position and enter the next character.
8. If you will use a different button to enter the next character, simply press that
button. The cursor will move to the next position automatically.
9. To insert a space, press the
button to move the cursor to the right.
10. To re-enter a character, press the
button or the
button to move the
cursor to the character you wish to modify.
11. After entering all characters, press the [Save] button.
Copying the Caller’s Number and Name to
the Directory or to a Memory Button
When the number and name you wish to store is
displayed, press the [Save] button.
Save To ?
If you wish to change the name of caller, press the
[Edit Number] button to move cursor to the first
character you wish to modify.
Using the Keypad to Enter a Name
You can program the name for directory entries and memory buttons using the
telephone keypad. When a telephone button is pressed during programming, a
number or character is displayed alternatively in the following order:
1: ‘().1
2: ABCabc2
3: DEFdef3
4: GHIghi4
5: JKLjkl5
6: MNOmno6
7: PQRSpqrs7
8: TUVtuv8
9: WXYZwxyz9
*: *
0: space
#: #
8
1. Use the keypad to input the first character of
Use Save to End
the name. The number and letters on each
telephone button are displayed in turn.
8x8 VoIP
2. When the desired character is displayed, you
_
can enter the next character.
3. If you have to use the same button to enter the
next character, press the
button to move
Enter name
the cursor to the next position and enter the
next character.
4. If you will use a different button to enter the next character, simply press that
button. The cursor will move to the next position automatically.
5. To insert a space, press the
button to move the cursor to the right.
6. To re-enter a character, press the
button or the
button to move the
cursor to the character you wish to modify.
7. After entering all characters, press the [Save] button to save this number/name.
Dialing Telephone Numbers from the Directory
You can search for an entry in the directory when
the phone is in use or idle.
1. Press the [Directory] button and one entry is
displayed.
2. Press the button or the button until the
record you want is displayed.
3. You can also press the appropriate keypad
button one or more times to reach the first
character of the name for which you are
Directory
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914085551212
Fanstel
searching. For example, by pressing 5 , 5 (two times), the first record with a
name starting with “K” is displayed. Press the button and the next K listing
is displayed.
4. To dial the number displayed, press the [Dial/Enter] button. The speakerphone
is activated automatically before dialing.
5. To leave the directory mode at any time, press the [Goodbye] button.
Deleting Entries in the Directory
To delete an individual entry in the directory, press the [Delete] button when the
entry is displayed. The entry is permanently erased.
To delete all entries in directory, press and hold the [Delete] button for 5 seconds
when one of the directory entries is displayed. All entries are permanently erased.
Deleting a Call From the Caller ID List
To delete a caller ID record in the memory, press the [Delete] button when the
record is displayed. The record is permanently erased.
To delete all entries in the caller ID log, press the [DeleteAll] button when one of the
caller ID records is displayed. All records are permanently erased.
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Unavailable and Private Call
Certain messages may appear instead of a caller's name and/or number:
1. The screen will display "--" if a call is made through a telephone company that
does not offer Caller ID service. This can include long distance, international,
and sometimes even local phone calls.
Voicemail System
Virtual Office has a feature-rich, business-class voicemail solution that gives users the
ability to manage their calls when not available to answer the phone, by providing
callers messaging options. In the voicemail system, users can also route their calls to an
alternate number.
To get started, record your first and last name, internal and external greetings,
and set your password. Your default password will be nothing. Press # after the
prompt asks for a password. It is important to record your first and last name to
appear in the dial by name and company directory from the auto-attendant, and
one number access greeting.
To Log into Voicemail
From your extension
1. Dial the access number 555 or press the
[Voicemail] soft key on the Virtual Office
phone.
2. Enter user password and press [#].
From another Virtual Office extension
1. Dial 500.
2. Enter your extension number press [#].
3. Enter voicemail Password [#].
From an outside phone
1. Dial your phone number.
2. Enter [#] during the voicemail greeting.
3. Enter the voicemail password and press [#].
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11:43 PM
00:02:50
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DND On
DND Off
Voicemail
Set Frwd
Cancel Frwd
More
Password Entered Incorrectly: A message saying that the password is invalid is
followed by another chance to enter the password. Three password failure attempts
will lock the user out of the voicemail system. Hang up and try again. If you continue to
have difficulties, call 8x8 tech support with your phone number, email address on file,
and problem.
Note: At any time during the menus, you may press the desired keys to interrupt voicemail prompts.
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Managing Voicemail
Voicemail can be a powerful tool when you are not available to answer the phone.
Different greetings and routing can be accomplished with voicemail. The following
section includes listening, saving, deleting, and forwarding message controls, and
also includes creating, changing, and setting personal name and greeting options.
Complete Voicemail Menu Tree
To listen to your messages, press [1]
Once logging into voicemail, a summary of old and new messages is played, and
you will be prompted to proceed. The system will automatically start playing the
most recent new message and then the oldest saved messages.
• Press [1] for new messages.
• Press [2] for old and new messages.
- To replay message, press [1].
- To listen to next message, press [2].
- To delete message, press [3].
- To play previous message, press [4].
- To call to sender, press [5].
“Voicemail Call Return” enables you to return a call from voicemail
without dialing the number. Simply press 5 while listening to a voicemail, if
caller ID is recognized Virtual Office will call the person back. To return to
voicemail while still on the call press [*] and you will be returned to that
voicemail.
- To return to the main menu, press [*].
- To enable voicemail internationally, contact Tech Support at
1.888.898.8733
• Press 3 for group messages (this prompt is only played if you belong to a group
extension).
• For the main menu, press [*].
To establish or change a greeting, press [2]
• To record your first and last name, press [1]. (This will be the name that callers
hear if they select Dial By Name or Company Directory from the Auto
Attendant. If no name is recorded, your name will not be heard on the
company auto-attendant directory.)
• To record your internal greeting, press [2] (played only to internal callers).
• To record your external greeting, press [3] (played only to external callers).
• To record your after business hours greeting, press [4].
• To record your lunch time greeting, press [5].
• To record your meeting greeting, press [6].
• To record your weekend greeting, press [7].
• To record your vacation greeting, press [8].
• To return to the previous menu, press [*].
• To exit, press [9].
To change user preferences, press [3]
• Password [1]
• Do not disturb [2].
• Call waiting [3].
• Busy, ring no answer, Internet outage handling [4].
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• Email notification [6].
• To return to the previous menu, press [*].
To establish or change forwarding rules, press [4]
• Listen to forwarding rule, press [1].
• Change forwarding rule, press [2].
• To set forwarding rule, press [3].
• To delete forwarding rule, press [4].
• To return to main menu, press [*].
• To exit, press [9].
To set a specific greeting to play, press [5]
• Business hours greeting, press [1].
• After business hours greeting, press [2].
• Lunch time greeting, press [3].
• Meeting greeting, press [4].
• Weekend greeting, press [5].
• Vacation greeting, press [6].
• To listen to the current greeting, press [0].
• Return to the previous menu, press [*].
To turn on/off the announcement only mode, press [6]
To exit, press [9]
To place a call from voicemail press [#]
“Calling out of voicemail” enables users to take advantage of 8x8’s competitive
international rates by dialing any number from inside voicemail. While accessing
your voicemail, press [*] then press [#]. You will hear dial tone. Press 9 and dial the
number to initiate your call. If on a cellular or mobile phone, you can access our low
international calling rates by dialing into your voicemail to originate call.
Note: Contact 8x8 Tech Support to enable this feature..
Message Playback Control
When listening to messages, the system gives the user several options:
• To hear more options, press [0].
• Press [1] to obtain more information about the message.
The following will be heard:
- External or internal message
- Priority type
- From Caller ID or extension
- Timestamp for message
• Press [2] to forward the message to another extension.
• Press [3] to call the sender.
• Press [*] to return to main menu
Note: At any time during the menus, you may press the desired keys to interrupt voicemail prompts.
Forwarding Messages
1.
2.
3.
4.
5.
A user can forward a message to another user to share information.
Log into voicemail and select the message that is to be forwarded.
Press [0] after listening to the message.
Select [2] to forward message.
Enter the extension numbers where the message should be sent.
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Personal Voicemail Greetings
Virtual Office allows an array of greetings to be recorded for different activities.
Users can select which greeting callers will hear when they are not able to answer a
call.
To Record Your Greetings into Voicemail
From voicemail’s main menu, select [2] and then follow the prompts to record each
greeting personally.
• To record your first and last name, press [1].
Note: It is important to record your first and last name to be listed in both the dial by name and the
company directory from the auto-attendant and one number access greeting.
•
•
•
•
•
•
•
To record your internal greeting, press [2].
To record your external greeting, press [3].
To record your after business hours, press [4].
To record your lunchtime greeting, press [5].
To record your meeting greeting, press [6].
To record your weekend greeting, press [7].
To record your vacation greeting, press [8].
Selecting the Voicemail Greeting to Play
From voicemail’s main menu, select [5] and then follow the prompts to select which
greeting callers will hear.
• Business hours greeting, press [1].
• After business hours greeting, press [2].
• Lunch time greeting, press [3].
• Meeting greeting, press [4].
• Weekend greeting, press [5].
• Vacation greeting, press [6].
Calling Features
Call Return - *69
Call Return is a service that allows you to automatically call back the last incoming
call whether you answered it or not, without having to dial the number. To call back
the last party that called, dial the call return feature code *69 and stay on the line to
automatically call the last number that called your number.
Distinctive Ringing
Calls presented to an extension on Virtual Office will ring differently, depending on
where the call originated.
• Internal calls are distinguished by one ring.
• External calls are distinguished by two rings.
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Call Waiting
Call waiting enables more than one call to be taken at a time. If a call comes in while
you’re on the phone, the system will beep up to three times over a 24 second
period before the call is routed into voicemail. You will be presented with caller ID, if
provided by the calling party, and the call waiting indicator tone. Call waiting is
configured at sign-up of service. Changes to enable or disable call waiting can be
done from the Extension Manager. Dial [*][70] before dialing to disable call waiting
on a per call basis.
Call Waiting Disable - *70
You can disable call waiting on a per call basis and send all subsequent new callers
while on the phone, to busy call handling such as voicemail, a busy tone if voicemail
is disabled or one number access (ONA). To disable call waiting dial *70 before
making your call and you will disable the call waiting for that call. You can disable
call waiting for all calls from the Extension Manager. This 8x8 Virtual Office feature is
included with the service.
• [*]70 call waiting disable - This is on a per call basis before a call is placed.
• Full time call disable is an option set from the Extension Manager.
Multiple Call Handling
Multiple call handling allows users to pick up a second ringing call while placing
another one on hold. Multiple call handling also allows users to call out while
already on a phone call. Lastly, multiple call handling gives telephone users the
ability to toggle between calls. Multiple call waiting is configured at sign-up of the
service, and changes to enable or disable multiple call handling can be made on a
per call basis or setup online.
Taking Multiple Calls
While talking on the phone, a new call will be announced by an audio alert beep to
the phone, and call waiting with the caller ID number will display on the phone. To
pick up the second ringing call:
• Press the [Retrieve/Alternate] button, which will pick up the new call and place
the original caller on hold where they will hear music on hold.
Alternate Between Calls
While on the phone with two calls you can:
• Press [Retrieve/Alternate] to switch between callers.
From an Analog Phone - Alternate Between Calls
While on the phone with two calls you can:
Press [Flash] [9] to switch between callers. Plays music for callers on hold.
Caller ID
When an internal extension call is received on a Virtual Office phone, the display
will present an extension name. On an external call, the display will present a caller
number. Additional caller numbers will be displayed with multiple calls.
• To identify the caller number on calls, you should wait at least two rings.
• In some cases, the caller number (or caller-ID) may not be available.
• Can be turned off for all calls from the Extension Manager.
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Caller ID blocking on/off - *67/*68
• You can block the caller ID on outbound calls on a per call basis. By pressing *67
before dialing a number, Caller ID will be blocked on that call. If you would like
caller ID to be displayed again before making the call, press *68 or hang up and
dial the number.
Three-party Conference
Three parties can conference in on the same call. Multiple conference calls can be
added together from other extensions within Virtual Office. Conference calls can be
initiated by calling out of a call and conferencing in, but also by adding a call
waiting to an existing call.
Transferring
Transferring calls provides users with the ability to pass a caller to another person—
either inside the company, or outside to an external phone. Transferring a call can
be done without notifying the recipient (unsupervised), or can be announced
(supervised) by you to the recipient before being passed on.
Do Not Disturb (DND)
Puts the telephone in a state that will not ring, and calls will be automatically
forwarded to voicemail.
Forwarding
Forwarding is an effective tool that helps avoid missing important calls. In some
cases, all calls for a particular extension may be forwarded to a cell phone to give
the impression a mobile person (on a mobile phone) is located in the office.
Forwarding can also be used outside the office, when an important caller is
expected.
All forwarding rules and routing can be managed from a remote location
through an individual’s voicemail or from the Extension Manager.
Quick Dial Sequence Keys
The following “quick keys” control busy, ring no answer, forward all calls and
Internet outage handling. This can also be controlled with the Extension Manager
page and from quick dial sequence [*][023] and [*][033]:
To set or change your current forward on Internet outage handling rule from
the quick dial sequence, pick up your extension handset or press[speaker] and
press *022 then enter the forward on Internet outage handling destination. This
can be an extension on the service such as 555 for voicemail, 444 for the auto
attendant, 588 for one number access, or even an extension or outside number.
An outside number requires the outside access [9] before the [7] or [11] digit
number.
To completely remove all Internet outage call handling, pick up your extension
handset or press[speaker] and press *032 and your phone calls will be
forwarded to voicemail.
15
Forward on Busy
This configuration is done when setting up the service; standard configuration is to
voicemail. This option can be set inside the Extension Manager and from the quick
dial sequences.
Forward on No Answer
This configuration is done when setting up the service. This allows a call to be
forwarded to a location other than voicemail when you do not answer the phone.
The standard configuration forwards a call to voicemail, if not answered. This
option can be set inside the Extension Manager or through quick dial sequences. To
set Forward No Answer settings, dial [*][22] or from quick dial sequence [*] [022]
and [*] [032]:
To set or change your current forward on no answer handling rule from the
quick dial sequence, pick up your extension handset or press [speaker] and
press [*][022] then enter the forward on no answer handling destination. This
can be an extension on the service such as 555 for voicemail, 444 for the auto
attendant, 588 for one number access, or even an extension or outside number.
An outside number requires the outside access [9] before the [7] or [11] digit
number.
To completely remove all forward on no answer call handling, pick up your
extension handset or press [speaker] and press [*][032] and your phone will
simply ring until answered or caller hangs up.
Internet Outage Handling
In addition to busy, ring-no-answer and forward all calls, users can set a unique
number on an extension basis to have calls forwarded in the event of an Internet
outage at the extension’s physical location. This number can be a land line, cell
phone, one number access, voicemail, auto attendant, another 8x8 number or
Virtual Office extension. The standard configuration forwards all calls on an Internet
outage to the extension’s voicemail. This feature can be configured from inside the
Extension Manager or from the quick dial sequence [*][023] and [*][033]:
To set or change your current forward on Internet outage handling rule from
the quick dial sequence, pick up your extension handset or press [speaker] and
press [*][022] then enter the forward on no answer handling destination. This
can be an extension on the service such as 555 for voicemail, 444 for the auto
attendant, 588 for one number access, or even an extension or outside number.
An outside number requires the outside access [9] before the [7] or [11] digit
number.
To completely remove all Internet outage call handling, pick up your extension
handset or press [speaker] and press *032 and your phone will simply ring until
answered or caller hangs up.
16
Extension Manager
Our new Extension Manager web portal with unique extension login allows extension
holders the ability to control all extension settings including busy, ring-no-answer, and
Internet outage handling, ring duration and forwarding destinations. Other settings in
Extension Manager including forwarding rules, one number access, caller ID blocking,
call waiting disable and other unique settings.
Using the Telephone
To Call an Outside Number
Pick up the phone or press Speaker. Dial 9 and then the number (7-digit if in same
area code, or 9+1+area code+number).
To Call Another Extension
Pick up the phone or press Speaker. Dial the extension number.
17
Making a Call
1. Pick up the Handset, press the [Speaker] button, or press the
button (when
a headset is used), and listen for a dial tone.
2. Using the keypad, dial the desired telephone number. The number you are
dialing will appear on the display as you dial. When making a call or talking on
the phone, the “In Use” light will light up indicating the phone is in use. This
light will also be lit whenever another phone on the same phone line is in use.
Multiple Call Handling
To Answer a Subsequent Call:
1. Press [Retrieve/Alternate] to put the first call on hold and simultaneously
connect to the ringing call.
2. Press [Retrieve/Alternate] again to return to the first call.
• If you do not answer the second ringing call, it will default to voicemail.
From an Analog Phone - Multiple Call Handling
1. Press [Flash] [1] and dial the number. This will put the first call on hold and
simultaneously connect to the ringing call.
2. Press [Flash] [1] again to return to the first call.
• If you do not answer the second ringing call, it will default to voicemail.
To Make a Call while On The Phone
1. Press [Hold/New Call] and dial the number.
Editing a Telephone Number before Dialing
You can enter the telephone number you wish to
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dial before lifting handset or pressing the [Speaker]
button.
1. Use the keypad to enter the telephone number. 914085551212
The number is displayed on the screen.
2. If you enter one or more wrong digits, press the
Set Frwd
DND On
Cancel Frwd
button one or more times until the incorrect DND Off
More
Voicemail
digits are cleared.
3. When all digits of a telephone number are
entered, press the [Dial/Enter] button. The speakerphone is activated and the
phone number is dialed automatically.
Receiving a Call
1. When you hear the phone ring, simply pick up
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the handset from the handset cradle. You may
also press the [Speaker] button to answer the
914085551212
call to enable the speakerphone. Press the
button to answer using headset, or [Answer]
softkey.
Answer
2. When you are finished talking, replace the
handset in the handset cradle to end the call. If
you have been talking using the speakerphone,
press the [Speaker] button to hang up. You may press the [Goodbye] button to
hang up at any time.
18
Call Duration Timer and Real Time Clock
When you answer or make a call, the call duration timer is displayed at the upper
right corner of the LCD display. The call duration timer indicates the minutes/
seconds this telephone is in use. This duration can be different from the actual
connection time for the call in the telephone network.
When the first call with calling time information is received, the real time clock is
activated and displayed at the upper left corner of the LCD display. Entering the
time and date into this phone is not required.
Switching Between the Handset and the Speakerphone
To switch a call between the handset and the speakerphone during a conversation:
1. While talking on the handset, press the [Speaker] button to activate the
speakerphone. The call can now be heard from the speakerphone.
2. While talking on the speakerphone, simply lift up the handset and the call will
be transferred to the handset and will no longer be heard on the
speakerphone.
3. Hang up the handset. Hanging up the handset will not disconnect the call
when the Speakerphone is activated. You have to press the [Speaker] or the
[Goodbye] button to disconnect the call.
4. If the speakerphone is not activated, simply hang up the handset and the call
will be disconnected.
Switching Between the Headset and the Speakerphone
To switch between a call from the headset to the speakerphone during a
conversation:
1. While talking on the Headset, press the [Speaker] button to activate the
speakerphone. The call can now be heard from the speakerphone.
2. Press the
[Headset] button if you wish to activate the headset.
3. When you are finished with the conversation, press the [Goodbye] button, and
the call will be disconnected.
Switching Between the Handset and the Headset
To switch a call between the handset and the headset during a conversation:
1. While talking on the handset, press the
[Headset] button to activate the
headset. The call can now be heard from the headset.
2. Press the
[Headset] button again if you wish to switch back to the handset.
3. If you are using the headset, press the
[Headset] button or the [Goodbye]
button to end a call.
4. If you are using the handset, simply hang up the handset to end a call.
19
Redialing
When you press the [Redial] button, a list of previously dialed numbers is displayed.
The most recently dialed number is displayed on the top of the list.
Press the button and the button to move the
highlighted line up and down, respectively. Press
the [Dial/Enter] button once when the desired
number is highlighted.
To edit before dialing, use the soft key labeled [Edit
Number].
Redial List
Use
/
/Enter To Select
408-555-1212
555-1212
1800-555-1212
480-555-1212
555-1234
Muting a Call
To mute the phone so the person on the other end of the line cannot hear what is
said on your end:
1. Press the [Mute] button to mute the call. While a call is muted, the Mute light is
lit. You can continue to hear the person on the other end.
2. To release the mute, press the [Mute] button again and you will be able to
continue the conversation. Do not hang up the phone while a call is muted or
the call will be disconnected.
Transferring
Transferring calls provides users with the ability to pass a caller to another person—
either inside the company, or outside to an external phone. Transferring a call can
be done without notifying the recipient (unsupervised), or can be announced
(supervised) by you to the recipient before being passed on.
Unsupervised Transfer
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From the Virtual Office phone, while on
a call
914085551212
1. Press the [Transfer] button.
2. Dial the extension or phone number of the
Conf In
Transfer
party to whom you wish to transfer the call.
Drop Conf
Hold/NewCall
3. Hang up. The recipient will get the caller ID
More
Retrieve/Alternate
from the call that is transferred.
From any analog phone, while on the phone
1. Press [Flash] [5].
2. Dial the number.
3. Hang up. The recipient will get the caller ID from the call that is transferred.
Transfer to Extension Voicemail
Transfer to voicemail, while on a call
1. Press [Flash] [5][*].
2. Dial the number.
3. Hang up.The recipient will get the caller ID from the call that is transferred.
20
Supervised Transfer
From the Virtual Office phone while on a call
1. Press [Hold/New Call].
2. Call the desired extension (at this point the transferring person can toggle
between both parties by pressing the [Retrieve/Alternate] key).
3. Announce the reason for the call.
4. Press [More] [Join Parties] to connect the parties.
5. Hang up.
From any analog telephone while on a call
1. Press [Flash] [1].
2. Dial the number to transfer the call.
3. Announce the reason for the call.
4. Press [Flash] [4] to connect the parties.
5. Hang up.
To Transfer to the Auto-Attendant
Follow unsupervised transfer instructions and dial 444.
Three-party Conference
Three parties can be conferenced in on the same call. Multiple conference calls
can be added together from other extensions within Virtual Office. Conference
calls can be initiated by calling out of a call and conferencing in, but also by
adding a call waiting to an existing call.
To Call Out and Conference In Someone using the Virtual Office Phone
While on a call
1. Press the [Conf In] button.
2. Call the desired third party’s number.
3. When the third party answers, the conference
will be in session.
From an Analog Phone - While on a call
1. Press [Flash] [7].
2. Call the desired third party’s number.
When the third party answers, the conference
will be in session.
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914085551212
Conf In
Transfer
Drop Conf
Hold/NewCall
More
Retrieve/Alternate
To Supervise Conference In from the Virtual Office Phone
While on a call
1. Press [Hold/New call] button.
2. Call the desired third party. Upon answering, announce the reason for the call.
3. Press [More] [Conf All 3] to connect the parties.
From an analog Phone - While on a call
1. Press [Flash] [1].
2. Call the desired third party. Upon answering, announce the reason for the call.
3. Press [Flash] [1] again to connect the parties.
21
To Conference an Inbound Call While on a Call Using the Virtual Office
Phone
While on a call and another call is presented
1. Press [Retrieve/Alternate] to answer the incoming call and place the original
call on hold.
2. Press [More] [Conf All 3] to connect all three parties.
From an analog Phone - While on a call and another call is presented
1. Press [Flash] [9] to answer the incoming call and place the original call on hold.
2. Press [Flash] [9] again to connect all three parties.
For the Conference Initiator to Drop the Last Added Party
Note: This will drop the last person added to a conference call.
While on a conference call
1. Press the [Drop Conf ] button.
To Join Parties and Drop Yourself
When a call is placed using [Hold/NewCall] or
answered using [Retrieve/Alternate] pressing the
[More] screen use the [Join Parties] to connect the
two callers and drop yourself from the call.
From an analog Phone - To Join Parties and Drop
yourself
Press [Flash] [4]
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91408515121
Join Parties
Conf All 3
Flash
Home
[Conf All 3]: Connecting Three Parties Together
When a call is placed using [Hold/NewCall] or answered using [Retrieve/Alternate],
press [More] and press [Conf All 3] to connect the callers (up to three people or
lines).
From an analog Phone - Connecting Three parties Together
Press [Flash] [8]
Forwarding Calls
From the Virtual Office Phone
1. Press [Set Frwd].
2. Entering the forwarding destination number [9]
and long distance number are required for
outside numbers.
• Destination numbers can be cell phones,
extensions, local, long distance, or
international numbers. Toll charges may apply
when a call is forwarded outside the system,
as it is the same as making an outside call.
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914085551212
DND On
DND Off
Voicemail
Set Frwd
Cancel Frwd
More
22
From any analog phone
1.
2.
3.
4.
Lift handset or press [Speaker].
Press [*] then [2]; you should hear a dial tone.
Dial the desired forwarding number then press [#].
Hang-up or press [Speaker].
Note: If your phone is forwarded when you pick up, there are two consecutive dial tones indicating that
you set “forward calls” on your phone.
To Cancel Forward
From the Virtual Office phone
1. Press [Cancel Frwd].
From any analog phone:
1. Lift handset or press [Speaker].
2. Press [*] then [3].
Do Not Disturb (DND)
Puts the telephone in a state that will not ring, and calls will be automatically
forwarded to voicemail.
Do Not Disturb (DND) ON
On: From the Virtual Office phone in the idle
state
1. Press the [DND On] button (a stuttered dial tone
will indicate activation of DND).
On: From any analog phone
1. Pick up the phone.
2. Press [*][8] to turn on DND (a stuttered dial tone
will indicate activation of DND).
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914085551212
DND On
DND Off
Voicemail
Set Frwd
Cancel Frwd
More
Do Not Disturb (DND) OFF
Off: From the Virtual Office phone in the idle state
1. Press the [DND Off ] button.
Off: From any analog phone
1. Pick up the phone.
2. Press [*][9] to turn off DND (your dial tone will be stuttered when DND is on).
23
System Services
Call Park
You can park calls to a list of extensions and someone else can then pick them up at
a different extension within the system.
To Park Calls (While on a Call)
1. Press [Transfer] or [Flash] [5].
2. Dial the parked extension (system range is 601-605) and hang up.
Note: The parked caller hears music on hold while parked.
There is no indicator that shows a call is parked.
To Pick Up the Parked Calls
Press [More] [Prk Pickup] or [*] [5], followed by the
parked extension number (system range is 601605).
Conference Bridge
A key business tool, the conference bridge allows
users with an extension and voicemail passwords to
schedule and manage conference calls.
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914085551212
Conf In
Transfer
Drop Conf
Hold/NewCall
More
Retrieve/Alternate
Basic functionality includes the ability to create and log into conference bridges.
There are also administrator modes that allow calling out and dropping parties
from the bridge.
Conference bridge supports up to 20 connected callers. An unlimited number of
conference bridges can be in session at the same time.
To Set up a Conference
1. Call into the bridge 556 or from outside the Virtual Office.
2. Select [2] to create a conference bridge:
• Extension and password rights are needed to initiate a conference bridge.
3. From outside or from another extension: enter extension and then press [#].
4. From outside or from another extension: enter password and then press [#].
There are three options:
1. Expires after 2 weeks
2. Non-expiring
3. Custom expiration
• Confirmation voice playback of the bridge passcode, including the expiration
of the bridge at initiation, and an email is sent to the conference bridge
initiator’s email address.
• All conference bridge passwords will expire as scheduled per option chosen.
• The email address that is used to confirm the conference bridge reservation
can be modified and sent to participants of the conference bridge.
To Call into a Conference:
•
Call into the bridge and press [More] [Conf Bridge] or dial 556 via the auto
attendant or dial its DID.
24
•
•
•
Select [1] to enter the conference.
Enter passcode and press #.
If the first and last name are not recorded or caller is external, the caller will be
prompted to record a name that will be presented when being entered into the
bridge.
Controls During the Conference Call:
Pressing [*] by any of the participants will mute the participant from the
conference. Then, he or she will hear the following prompts for action:
• To list the participants in the conference, press [1].
• To return to the conference, press [*].
• To leave the conference, press [9].
• To enter administrator mode, press [5].
- To list all participants in the conference, press [1].
- To add a participant to the conference, press [2].
- To drop a participant from the conference, press [3].
• To return to the conference, press [*].
• To leave the conference, press [9].
25
System Numbers to Access Phone Features
The following numbers access various feature extensions:
444: Auto-Attendant:
This is the internal number to call or transfer a caller to reach the auto-attendant to
access options, which include dial by name (1), dial by extension (2), company
directory (4), or (ext. 500) to reach voicemail. This is also the greeting someone will
get when he or she calls your company and someone does not answer.
446: Company Voicemail and Auto-Attendant Recording:
Extension 446 changes require a system password. The default password is 388045.
We recommend that you change it.
500: Access Voicemail:
This number can be reached from the outside through the attendant to access your
voicemail.
555: Voicemail:
This is the internal number you call from your extension to access voicemail.
556: Conference Bridge:
This is a reservation bridge that users of the syste can employ to schedule
conference calls for internal and/or external use.
588: One Number Access (ONA):
This feature enables callers to the destination extension, the ability to either
continue to search various phone numbers or leave a message.
601-605: Park Extension Range:
These numbers are used to park a call without transferring it to a specific extension.
A parked call can be picked up from any extension phone on the system.
26
Limited Warranty
This warranty applies only to products purchased and used in the United States.
What Is Covered?
Any defect in materials or workmanship for one year. (See 8x8 Virtual Office terms
and conditions.)
Support
Web/FAQs: www.8x8.com/support/faqs
Phone: 1.888.898.8733 and press option [1] for Business, then option [1] for Virtual
Office, then [1] for Technical Support.
Outside the U.S.: 1.408.687.4120
27
Warning!
Toll fraud is committed when individuals unlawfully gain access to a customer’s
telecommunication system. This is a criminal offense. Currently, we do not know of any
telecommunications system that is immune to this type of criminal activity. 8x8, Inc.
will not accept liability for any damages, including long distance charges, which result
from unauthorized and/or unlawful use. Although 8x8, Inc. has designed security
features into its products and services, it is your sole responsibility to use the security
features and to establish security practices within your organization, including
training, security awareness, and call auditing to eliminate security risks.
NOTICE
While every effort has been made to ensure accuracy, 8x8, Inc. will not be
liable for technical or editorial errors or omissions contained within this
documentation. The information contained in this documentation is
subject to change without notice.
This documentation may be used only in accordance with the
terms of the 8x8, Inc. License Agreement.
8x8
Contact Information
• Personal account Web Page:
www.8x8.com
Support
• www.8x8.com/support
• Customer Service, toll-free:
1-888.898.8733
• Customer Service, outside of
the U.S.: 1.408.687.4120
The 8x8, Inc. logo are registered trademarks of 8x8, Inc.
8x8, Inc. is a Nasdaq listed company, symbol EGHT.
© 2009. 8x8, Inc. All rights reserved.
suppo09309
www.8x8.com | 1.866.879.8647
3151 Jay Street
Santa Clara, CA 95054
Tel: 888.898.8733
Fax: 408.980.0432
www.8x8.com