www.8x8.com | 1.866.879.8647

Sound Big At Any Size

User Manual Version 2.3

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 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 on-hook 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)

1

IntroductionCongratulations 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 ChecklistRemember 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

37

35

36

2

1. CD display2. Hook switch3. Telephone keypad4. Volume - to adjust receiver volume for handset, speaker, headset and ringer5. Message light - visual message waiting indicator6. LCD Button – to adjust LCD contrast7. 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 indicator10. To review upward from the oldest caller ID record11. To move cursor left during programming12. To move cursor right during programming13. Dial/Enter button – to dial number displayed or to accept entry14. To review downward from the newest caller ID record15. Flash button – during a call, to access calling features16. Directory button – to begin using directory features17. Button – to connect or to disconnect voice path to headset18. Redial button – to redial last called number19. Mute with indicator – to mute transmitter, LED is on when active20. Pause button – use only in programming21. Goodbye – to hang up a call at any time22. Speaker button – to activate or to deactivate speakerphone23. Menu button – to set telephone operation parameters24. Save button – to begin programming of memory buttons or directory25. Delete button – to delete caller ID or directory records26. M1 – programmable memory button27. M2 – programmable memory button28. M3 – programmable memory button29. M4 – programmable memory button30. M5 – programmable memory button31. M6 – programmable memory button32. M7 – programmable memory button33. Telephone number label34. Speakerphone indicator35. 2mm headset port36. RJ11 headset port37. Handset port

3

Installation

Connecting the Broadband Phone AdapterFor 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 192.168.1.10Net Mask 255.255.255.0Gateway 192.168.1.1DNS 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 Phone1. 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 Mounting1. 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 TelephoneAfter 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 Name1. 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:

Press [Save] button to store the extension number and name.

Selecting Ringing ToneYou can select one of four ringing tones for this telephone:1. Press the [Menu] button followed by the

[4] button.2. The phone rings with the Ring Tone 1 for about

2 seconds.3. Press the [Save] button to select the Ring Tone

1; or4. 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 Indica-tor does not go away after checking voicemail.

Adjusting the Display AngleYou 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.

1: ‘().1 2: ABCabc2 3: DEFdef3

4: GHIghi4 5: JKLjkl5 6: MNOmno6

7: PQRSpqrs7 8: TUVtuv8 9: WXYZwxyz9

*: * 0: space #: #

Use Save to End

Use / /Enter To Select

1= Ring Tone 12= Ring Tone 23= Ring Tone 34= Ring Tone 4

Clearing Message Indicator

Use / /Enter To Select

1= Clear Message Indicator2= No

6

Adjusting the Display ContrastThe 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 VolumeIf 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 VolumeIf 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 VolumeThe 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 ButtonAll 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 DirectoryA 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:

7

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.

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 ButtonWhen the number and name you wish to store is displayed, press the [Save] button.

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 NameYou 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 #: #

Save To ?

Save To ?

8

1. Use the keypad to input the first character of the name. The number and letters on each telephone button are displayed in turn.

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 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 DirectoryYou 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

searching. For example, by pressing , (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 DirectoryTo 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 ListTo 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.

_

Use Save to End

8x8 VoIP

Enter name

914085551212Fanstel

Directory #6

5 5

9

Unavailable and Private CallCertain 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 SystemVirtual 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 VoicemailFrom your extension1. 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 extension1. Dial 500.2. Enter your extension number press [#].3. Enter voicemail Password [#].

From an outside phone1. Dial your phone number.2. Enter [#] during the voicemail greeting.3. Enter the voicemail password and press [#].

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.

01/16 11:43 PM 00:02:50

914085551212

DND On DND OffVoicemail

Set FrwdCancel Frwd

More

10

Managing VoicemailVoicemail 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 TreeTo 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].

11

• 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 ControlWhen 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 Messages1. A user can forward a message to another user to share information.2. Log into voicemail and select the message that is to be forwarded.3. Press [0] after listening to the message.4. Select [2] to forward message.5. Enter the extension numbers where the message should be sent.

12

Personal Voicemail GreetingsVirtual 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 VoicemailFrom 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 PlayFrom 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 - *69Call 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 RingingCalls 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.

13

Call WaitingCall 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 - *70You 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 HandlingMultiple 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 CallsWhile 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 CallsWhile on the phone with two calls you can:• Press [Retrieve/Alternate] to switch between callers.

From an Analog Phone - Alternate Between CallsWhile on the phone with two calls you can:Press [Flash] [9] to switch between callers. Plays music for callers on hold.

Caller IDWhen 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.

14

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 ConferenceThree 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.

TransferringTransferring 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.

ForwardingForwarding 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 KeysThe 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 BusyThis 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 AnswerThis 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 ManagerOur 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 NumberPick 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 ExtensionPick 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 HandlingTo 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 Handling1. 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 Phone1. Press [Hold/New Call] and dial the number.

Editing a Telephone Number before DialingYou can enter the telephone number you wish to dial before lifting handset or pressing the [Speaker] button.1. Use the keypad to enter the telephone number.

The number is displayed on the screen.2. If you enter one or more wrong digits, press the

button one or more times until the incorrect 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 Call1. When you hear the phone ring, simply pick up

the handset from the handset cradle. You may also press the [Speaker] button to answer the

call to enable the speakerphone. Press the button to answer using headset, or [Answer] softkey.

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.

01/16 11:43 PM 00:02:50

914085551212

DND On DND OffVoicemail

Set FrwdCancel Frwd

More

01/16 11:43 PM 00:02:50

914085551212

Answer

18

Call Duration Timer and Real Time ClockWhen 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 SpeakerphoneTo 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 SpeakerphoneTo 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 HeadsetTo 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

RedialingWhen 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].

Muting a CallTo 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.

TransferringTransferring 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 TransferFrom the Virtual Office phone, while on a call1. Press the [Transfer] button.2. Dial the extension or phone number of the

party to whom you wish to transfer the call.3. Hang up. The recipient will get the caller ID

from the call that is transferred.From any analog phone, while on the phone1. 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 VoicemailTransfer to voicemail, while on a call1. Press [Flash] [5][*].2. Dial the number.3. Hang up.The recipient will get the caller ID from the call that is transferred.

Redial ListUse / /Enter To Select

408-555-1212555-12121800-555-1212480-555-1212555-1234

01/16 11:43 PM 00:02:50

914085551212

TransferHold/NewCallRetrieve/Alternate

Conf InDrop Conf

More

20

Supervised TransferFrom the Virtual Office phone while on a call1. 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 call1. 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-AttendantFollow unsupervised transfer instructions and dial 444.

Three-party ConferenceThree 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 PhoneWhile on a call1. 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 call1. Press [Flash] [7].2. Call the desired third party’s number.

When the third party answers, the conference will be in session.

To Supervise Conference In from the Virtual Office PhoneWhile on a call1. 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 call1. 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.

01/16 11:43 PM 00:02:50

914085551212

TransferHold/NewCallRetrieve/Alternate

Conf InDrop Conf

More

21

To Conference an Inbound Call While on a Call Using the Virtual Office PhoneWhile on a call and another call is presented1. 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 presented1. 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 PartyNote: This will drop the last person added to a conference call.

While on a conference call1. Press the [Drop Conf ] button.

To Join Parties and Drop YourselfWhen 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 yourselfPress [Flash] [4]

[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 TogetherPress [Flash] [8]

Forwarding Calls

From the Virtual Office Phone1. 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.

01/16 11:43 PM 00:02:50

91408515121

Join Parties Conf All 3 FlashHome

01/16 11:43 PM 00:02:50

914085551212

DND On DND OffVoicemail

Set FrwdCancel Frwd

More

22

From any analog phone1. Lift handset or press [Speaker].2. Press [*] then [2]; you should hear a dial tone.3. Dial the desired forwarding number then press [#].4. 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 phone1. 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) ONOn: From the Virtual Office phone in the idle state1. Press the [DND On] button (a stuttered dial tone

will indicate activation of DND).On: From any analog phone1. Pick up the phone.2. Press [*][8] to turn on DND (a stuttered dial tone

will indicate activation of DND).

Do Not Disturb (DND) OFFOff: From the Virtual Office phone in the idle state1. Press the [DND Off ] button.

Off: From any analog phone1. Pick up the phone.2. Press [*][9] to turn off DND (your dial tone will be stuttered when DND is on).

01/16 11:43 PM 00:02:50

914085551212

DND On DND OffVoicemail

Set FrwdCancel Frwd

More

23

System Services

Call ParkYou 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 CallsPress [More] [Prk Pickup] or [*] [5], followed by the parked extension number (system range is 601-605).

Conference BridgeA key business tool, the conference bridge allows users with an extension and voicemail passwords to schedule and manage conference calls.

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 Conference1. 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 weeks2. Non-expiring3. 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.

01/16 11:43 PM 00:02:50

914085551212

TransferHold/NewCallRetrieve/Alternate

Conf InDrop Conf

More

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 FeaturesThe 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 WarrantyThis 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.)

SupportWeb/FAQs: www.8x8.com/support/faqsPhone: 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.

NOTICEWhile 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.

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

8x8Contact 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

3151 Jay StreetSanta Clara, CA 95054

Tel: 888.898.8733Fax: 408.980.0432

www.8x8.com

www.8x8.com | 1.866.879.8647