MITEL 6863 SIP
PHONE + VOICEMAIL
USER MANUAL

INSTALLING YOUR MITEL 6863 SIP PHONE

KEY:

| HANDSET: Plug your handset into this port.
---|---
| COMPUTER: Plug your computer into this port if your computer is connecting through your phone.
| ETHERNET: Plug into this port to connect to your network.
| EXTERNAL POWER SUPPLY : If your network does not provide Power Over Ethernet (P.O.E.), a
separate power supply will accompany your

MITEL 6863 SIP PHONE KEYS + FEATURES

1. HANDSET: Lift to answer or make calls

2. LABELS: Labels for P1 – P3 configurable keys

3. MESSAGE LAMP /RINGING INDICATOR: Slow RED flash: new voicemail messages. Fast RED flash: Indicates ringing call

4. P1 – P3 FUNCTION KEYS: Configurable keys that are preconfigured by a System Administrator.
   + System Menu
   + Redial List
   + Call Transfer

5. DISPLAY: Monochrome display shows call information and Softkey functions

6. NAVIGATION KEYS: Navigates through menus, lists and Softkey functions on the display by scrolling right and left or up and down. OK / CONFIRM KEY: Confirms selections

7. TRANSFER KEY: P3 Key

8. LINE (L1and L2) KEYS: Make or receive internal and external calls. Flash when ringing/Light when in use.

9. SPEAKER: Toggles between handset and speaker

10. HASH (#) KEY: Used for entering special characters

11. dial pad: Used to enter digits and characters

12. ASTERISK () STAR KEY: Used to enter a or a space

13. MUTE KEY: Mutes the microphone of the handset or speaker (you can still hear the caller, they can’t hear you)

14. VOLUME KEYS: Adjust the volume of the handset or speaker or when the phone is idle adjust the ringer volume

15. OPTION (MENU) KEY: Customize settings on your telephone (reserved for System Administrator)

16. HOLD KEY: Places an active call on “exclusive” hold, retrieves call from the held condition

17. END KEY: Ends an active call, returns to display when in idle state/exits without making changes in menus

18. SPEAKER: Broadcasts conversations/sounds/ringing

NOTE: Additional functions appear on the display as you navigate calls, actions, and menus. Use the Navigation Keys to select the Softkey function. FOR EXAMPLE, DIAL will display with the word DIAL and a right arrow indicating to press the right navigation key to dial.

CALL PROCESSING

ANSWERING CALLS
TO ANSWER INCOMING CALLS:
+ Phone rings, indicator flashes slow
+ Lift handset or Press SPEAKER Key
TO ANSWER THE SECOND CALL:
+ Hear Call Waiting tone
+ Line Key flashes
+ Press Line Key of a new call, the first call holds
PLACING CALLS
TO PLACE A CALL: Lift the handset or press the SPEAKER Key
Internal: Enter the extension number and select DIAL (>)
External: Dial 1and the the10-digit number and select DIAL (>)
OR: Enter the number and lift the handset
TO PLACE A SECOND CALL:
+ Press available Line Key
+ the First call automatically holds
+ Enter number
+ Select DIAL Softkey

NAVIGATING CONNECTED CALLS

SPEAKER: Press to make or answer any call without lifting the handset.
TO SWITCH TO SPEAKER FROM HANDSET: Press SPEAKER Key, replace the handset in the cradle.
TO RESUME PRIVACY: Lift the handset.
TO END SPEAKERPHONE CALL: Press END Key
MUTE: Turns off your microphone (Speaker or Handset) to allow you to speak privately.
TO USE: Press MUTE Key, key flashes, and speak privately
TO RESUME CONVERSATION: Press MUTE Key again Hold Places an active call on hold. This is an exclusive hold to your telephone. No one else can retrieve it.
TO HOLD A CALL: Press HOLD Key or Line Key you wish to place on hold, the indicator flashes
TO RETURN TO CALLER: Press flashing Line Key or press HOLD Key again
TRANSFER
TRANSFER: Connect your call to someone else (with call online)

holds)
+ Enter extension number + select DIAL(>)| + Enter extension number + select DIAL (>)
+ Wait for the party to answer, (speak privately)| + Press TRANSFER (P3) Key

TO COMPLETE TRANSFER: Press TRANSFER (P3) Key (call is connected)
TO RETURN TO HELD CALL: Select DROP (>) Disconnects you from the called party, the caller remains on hold. Press Line Key of the held call.
TO DROP A CALLED PARTY: Press END Key, which disconnects you from the called party, the caller remains on hold

NAVIGATING CONNECTED CALLS

TRANSFER TO VOICEMAIL: Sends a caller directly to voicemail without ringing the phone
Press TRANSFER Key, call is automatically held
Press 99 and EXTENSION Number and Select DIAL (>)
Press TRANSFER (P3) Key immediately
CALL PARK
TO PARK A CALL: Places an active call on a system hold to be retrieved from another telephone Press the TRANSFER (P3) Key, call is automatically held
Press 13 and Select DIAL (>), the system audibly advises the Orbit Code call is parked on Press TRANSFER (P3) Key, the call is parked, advise the party of Orbit Code
TO RETRIEVE PARKED CALL: Press 14 and Orbit Code Number Select DIAL (>), call is connected
CALL PICK UP
GROUP PICK UP: Pick up another phone ringing in your group (must be programmed by System Administrator)
TO USE: Hear another phone ringing in your preprogrammed group Press 11 and select DIAL (>), begin speaking, call is connected
DIRECTED PICK UP: This allows you to pick up a “specific” extension you hear ringing
TO USE: Hear another phone ringing that is not in your preprogrammed group Press *12 and select DIAL (>) Enter the extension number you wish to pick up
REDIAL
REDIAL: Displays the last numbers dialed and dials selected numbers
TO USE: Press REDIAL (P2) Key Displays show recently dialed calls
Press UP/DOWN Arrow keys to highlight the number you wish to dial Lift Handset or Press the Speaker key to dial the selection
NOTE: The screen will tell you the number of missed calls.

PHONE BOOK

There are two types of directories included in the PHONE BOOK (DIRECTORY) Key
LOCAL: Numbers that you can program into your telephone
ALL: Entries stored by the system administrator to be used by all users, this includes internal extensions
TO SEARCH: Press SYSTEM MENU (P1) Key Scroll to DIRECTORY Select ALL Select SEARCH Spell name using the dial pad (You must hit each key the correct number of times for each letter)
TO DIAL: Lift handset or press SPEAKER Key

HUNT GROUPS

When you are a member of a group (Hunt group or SACD), your account phone is programmed to ring when a choice is made by an automated attendant or when the hunt group number is dialed. You may be required to log in to the hunt group to receive calls. You can log in to a group from any device that your account phone number is active on, or from CommPortal. See the CommPortal User Guide.
If you are a member of more than one group, you will need to know the group number in order to log in and out of the individual groups. If you do not know your group numbers, you can obtain this information from the System Administrator.
+ To log in: Dial 44, enter the group number and press #. If you are a member of multiple Hunt Groups you will need to log in to each group individually.
+ To log out: Dial 44. If you are a logged in to multiple Hunt Groups, the system announces how many groups you are logged into and will prompt you to press 0# to log out of all hunt groups, or to enter the hunt group number followed by # to log out of an individual hunt group.

RINGS + INDICATORS

Your telephone rings differently for different types of calls
EXTERNAL: Two Short rings repeated (a new external call or a transferred external call)
INTERNAL: Single ring repeated
ADJUST RING VOLUME: You can adjust the volume while the phone is ringing or idle
+ Press PLUS/MINUS VOLUME CONTROL Keys to adjust the volume when your phone is idle

YOUR VOICEMAIL

VOICEMAIL: The voicemail system is voice prompted with easy-to-follow instructions and commands.
FIRST TIME VOICEMAIL SET UP

TO SET UP VOICEMAIL FOR THE FIRST TIME: Dial *99 and select DIAL Softkey.
NOTE: Follow the audio instructions to create a password, record your name + record your personal greeting. There are multiple greeting types available for you to choose from:
+ PERSONAL GREETING: Plays to everyone that calls you.
+ EXTENDED ABSENCE: Plays when you will be away from your office or phone for meetings/vacation, etc.  You can turn off message acceptance when using the extended absence greeting. The system will remind you extended absence greeting is playing.
+ SYSTEM GENERATED: A synthesized greeting that’s set up to include your phone number or recorded name.
+ BUSY: Plays when you have active calls on all available lines.
+ OUT OF HOURS: Can be set to play outside of your normal business hours, weekends and holidays.
+ FORWARDED TO VM: Plays when you have your phone set to forward to voicemail.

NOTES: Through the Self Service CommPortal, you are able to:
+ Record and change greetings
+ Choose your voicemail to email options
+ Change your login for voicemail so you’re not required to enter your mailbox and pin each time you dial*99
+ Change other voicemail and telephone settings

LOG IN TO VOICEMAIL
From any internal extension:
+ Dial 99 and select Dial (>)
+ Enter your 10-digit telephone number and press the # Key
+ Enter your pin and press the # Key
NOTE: Through CommPortal, you can change your settings so dialing 99 automatically logs you in at your own extension.
From any external telephone:
+ Dial: 315-671-0031
+ Enter your 10 digit telephone number and press the # key
+ Enter your pin and press the # key

COMMON VOICEMAIL COMMANDS

1 Listen to messages
2 Send a message to another user
3 Work with personal greetings
4 Mailbox settings
5 Work with Reminder Messages
6 Access deleted messages
7 Switch Account (log into another account)
0 Access Help

• Exit Voicemail or return to the previous menu| 1 Repeat
  2 Save
  3 Erase
  4 Reply
  5 Send a copy
  6 Increases the message volume
  7 Slows the message playback down
  8 Pause / Resume
  9 Speeds the message playback up

  Next Message

  11 Previous Message
  77 Skip backward 5 seconds
  99 Skip forward 5 seconds

NOTE: Star (*) will always back you up to the previous menu. Pound (#) will bypass a user’s personal greeting.

BYPASS RINGS
TO TRANSFER A CALLER TO VOICEMAIL:
Transfers a caller to voicemail without ringing the phone.
+ Press TRANSFER Key, call is automatically held
+ Press *99 and EXTENSION Number and Select DIAL (>)
+ Press TRANSFER (P3) Key immediately

TO LEAVE A MESSAGE FOR ANOTHER SUBSCRIBER WITHOUT RINGING THE PHONE:
+ Press *99
+ Enter Extension Number and Select DIAL (>)

ADDITIONAL VOICEMAIL SETTINGS

There are additional voicemail settings available in the main menu. Some settings are only available when you log in through a telephone. See page 7 for how to log in from any telephone. See the CommPortal User Guide for settings that are available through Commportal.
GREETING SETTINGS
From the Main Menu, press 3 to work with Greetings. The following greeting settings are available.
+ Press 1 to work with the personal greeting
+ Press 2 to work with the extended absence greeting
+ Press 3 to choose a system-generated greeting or to work with your recorded name
+ Press 5 to work with the greeting that plays when your phone is busy
+ Press 6 to work with your out-of-hours greeting (this allows you to set a schedule for a greeting that plays outside of your normal business hours). See also the CommPortal User Guide.
+ Press 9 to work with the greeting callers hear when your phone is set to forward all calls to voicemail

WORK WITH TIMESAVER AND CONVENIENCE SETTINGS
From the Main Menu, press 4 to work with Settings. The following settings are available.
+ Press 1 to work with group lists – add / edit / delete group lists.
+ Press 2 to work with timesaver settings – turn autoplay on / off, work with Urgent Message settings and change your message header and body settings.
+ Press 3 to work with Security – change the pin, set fast login or set skip pin.
+ Press 5 to work with Notifications – message waiting for indicator, email notifications, and phone notifications.
+ Press 6 for Additional Settings – Check the Operator number or turn Marketing broadcasts on / off.
+ Press 0 to hear helpful hints.

Need support? Connect with us at www.northland.net/support or Dial 4357 (HELP) or 315-671-6262 to speak to a Northland Training Representative

References

• Business Unlimited Support | Northland University

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