ESI Phone Systems

ESI-DEX Store If Caller ID is present, saves to your Personal Dex for later use.
(Not available from an analog phone or off-premises location.)
# Leave a message Lets you record a message in another mailbox. At the
prompt, enter the desired mailbox number.
* Check other box Checks messages in another mailbox (may require a
password, depending on the mailbox’s setting.
Note: When you press 9 once to save the message as old, there is a short delay before the system tells you it
has saved the message. To bypass this delay after pressing 9, just press # to hear the next message.
1 A local call may not be dialed correctly depending on the limitations of the local dialing plan. You may need to dial some of these

Live recording

To begin recording1 both sides of the conversation during a call, press RECORD. Recording will continue until either you press RECORD again, the call is completed or the maximum record limit2 is reached (default is 10 minutes). To resume recording, you must press RECORD again. During recording, the RECORD LED will “flutter” (blink rapidly) green and RECORDING will appear on the display.
Note: The Installer may have programmed your system to insert a short tone every 15 seconds while recording.
You can record any conversation, including a conference call. You also can make a personal recording useful for recording personal reminders, in office conversations or meetings — by lifting the handset or pressing SPEAKER and then pressing RECORD. Internal dial tone will stop and recording of your station will begin until either RECORD is pressed again or you hang up, whichever occurs first.
Note: Interruptions in conversation may compromise the quality of the recording.

Quick Move™

The Quick Move feature is perfect for use by a receptionist or, indeed, anyone who receives a call that would be more appropriate for one or more other currently unavailable co-workers (for whom you have programmed station keys on your phone). Let’s say someone calls and wants to speak to one of your co-workers. You say that the co-worker isn’t there now but you’ll be happy to let the caller leave a voice message. However, the caller protests that he doesn’t “want to talk to a recording” and wants you to write down the message. Worse, you know that some of your other co-workers will want to hear what this caller has to say.
But here’s all you have to do: just press RECORD and then, while recording (and “taking down” the
message, as far as the caller knows), press the station keys for those to whom you wish to Quick Move the message. You can do this for as many stations as you have station keys programmed on your phone. Each designated user’s mailbox will receive the recording as a new message, but your mailbox will not have the recording. This feature saves you a number of steps — i.e., you won’t need to access your mailbox and move the recording and delete the recording from your mailbox.

Playback of recordings
If you have recorded conversations, they will play after your old messages, or you can access them
directly by pressing VOICE MAIL, RECORD. This will play back the recordings, starting with the newest recording. Recordings can be handled just like other messages.

Blind transfer

1. While connected to an outside call, press a station key (or press TRANSFER and then dial the
extension number).
2. Hang up immediately to perform a blind transfer.
Note: If the called person does not answer, the caller will be forwarded either to the called person’s
mailbox or another destination the Installer has programmed.

. . . to a voice mailbox
Transferring a caller to a mailbox to leave a message
1. Press VOICE MAIL and the appropriate station key — or, if your phone has no station key
programmed for this destination, press VOICE MAIL and TRANSFER, and then dial the
extension number.
2. You and the caller will be connected to that user’s personal greeting. You may choose either to
hang up immediately or listen to a portion of the personal greeting (i. e., to assure yourself that you
have placed the caller into the correct mailbox).
Note: Regardless of when you hang up, the caller will hear the entire personal greeting. To insure the privacy
of the message, you will automatically be disconnected at the record tone.

Transferring a user to his/her own mailbox for message pickup
You can transfer a user who’s calling from the outside directly to his/her mailbox for message pick-up by pressing VOICE MAIL * and the appropriate station key, or dialing the mailbox number and hanging up.

. . . to the main greeting
To transfer an outside caller to the main greeting, press VOICE MAIL and hang up.

Conference calling

Note: On stations with a 12-Key Digital Feature phone, a programmable feature key must be set to 570 in
order to initiate a conference call.
To create a conference call:
1. Establish the first call.
2. Press CONF to place the call on hold.
3. Place a second call as you normally would.
4. Once connected to the second call, press CONF again to connect all of you together.
Notes: Repeat these steps to add a fourth member to the conference.
A total of four members can be in conferences at any one time.
If the newest added-on members does not answer, press his/her station key again or press


to return to the original conferees. If you place any incoming caller on hold or exclusive hold , you can add that caller, as well, to the conference by
pressing CONF, retrieving the call from hold (or exclusive hold) and pressing CONF again.
Any member of the conference can drop out by simply hanging up. However, when the station that
created the conference hangs up, all members in the conference are disconnected. Individual stations
or lines connected to the conference can be dropped from the conference by pressing their station or
line key (lit green).
Note: Your installer or System Administrator may have enabled trunk-to-trunk conferencing (unsupervised
conferencing) for your station. If so, the steps to initiating such a conference are the same as for
performing any other conference; the difference is that you may hang up, thus exiting the
conference, but the remaining members won’t be disconnected. (If this feature isn’t enabled, your
hanging up disconnects all members.)

Privacy release

This feature makes it easy to “conference-in” on a call: just press a line key assigned to the outside line the call is using, and you’ll automatically join the call.
This feature may not be available on your system, depending on how it has been programmed. If you wish to enable this feature on your phone system, contact your System Administrator.

Call forwarding

Your station has been pre-programmed by the installer to “call-forward” your phone when it is busy or does not answer (usually to your mailbox). In addition, you can temporarily call-forward all of your calls to another station or another user’s mailbox.

On an ESI phone:
1. Dial 5 6 5.
2. Dial the extension number (or VOICE MAIL and then the mailbox number) to which the system
should forward all calls.
Note: If the forwarded-to station is busy or does not answer a forwarded call, the call will be returned to your mailbox.
If you frequently call-forward your phone, you can program a programmable feature key as a call forwarding key to automatically turn forwarding on and off. If you always forward to the same extension, you can program a key with both 5 6 5 and the extension number. The call forwarding key will be solid green to indicate that it is active.

Call waiting

If you have enabled call waiting for your station (PROG/HELP 3 1) and a second call comes in while you are on another, you’ll hear a tone in your earpiece and the bottom line of your display will indicate that a second call is waiting. You can ignore the call waiting and it will be transferred to your mailbox (or other destination set by the installer).
To toggle between the two calls, press FLASH/RDL, or quickly press the hook switch. To drop either call, press the hook switch while connected to the call to be dropped: this disconnects the call and automatically re-connects you to the other call.

Call waiting display

Be sure to check the display when you’re using call waiting. Initially, the first line shows the name or number of your original call (depending on how the call was created) and the call duration. The second line shows the name or number of the call waiting along with the duration of that call. The arrow on the display will move between the first and second lines, indicating to which call you are connected. A 12-Key Digital Feature Phone will only show the first caller. Even if you hang up from the first call, the second caller’s information will not display. Here’s an example:
1. You’re connected to XYZ Company, when you hear a beep and see that Joe Smith is calling:
(In this example, Joe’s call is being transferred to you; it’s been in the system for 31 seconds.)
2. You press FLASH/RDL and are connected to Joe. Note how the arrow moves to indicate the
of connection:
Note: If Caller ID is not used, the Line number will appear instead of the caller’s name or number. If Caller ID is used, in some instances the local telephone service provider will only show a general caller status such as Unavailable, Private, or No Data Sent.

Station-to-station call waiting

You can call, or transfer a call to, another station that is in use (as indicated by the fact that its station
key, if one exists for it on your ESI Feature Phone, is glowing red). This generates a call waiting tone in the other station’s earpiece and puts a call waiting indication on the bottom line of that station’s display, as explained in “Call waiting display”.. If the person ignores the call waiting, your call or the transferred call will be forwarded to the person’s mailbox (or other destination set by the installer).

Background announce feature

During call waiting, you can also make a brief, private background announcement1 to the station’s
earpiece (if its user has enabled the background announce feature.
A background announce key must have been programmed at your station by programming code 5 6 9
at a programmable feature key .
1. During call waiting (as described previously), press and hold the programmed announce key to
speak; the key will glow green if background announce is permitted or red if it isn’t permitted. The
called station will hear your voice over the outside person’s voice. The outside caller, however,
cannot hear you. The called person can respond by pressing FLASH/RDL, which places the
original call on hold.
2. Release the key when you are finished speaking.
Note: The background announce feature works only between ESI Feature Phones2 — and only if (a.) the called person has allowed call waiting and background announce and (b.) the called person is using his/her handset. The background announce key will be green (if these conditions are met), indicating that a background announce can be made.

Hold/exclusive hold operation

The difference between hold and exclusive hold
Your ESI Feature Phone lets you put a call on either hold or exclusive hold. Each puts a call into a
standby mode, but here’s the difference between the two:
• Hold3 allows anyone on the ESI phone system to retrieve the call. Users connected to outside calls
can press HOLD to place the call on hold. The system identifies held calls as being in numerically
identified lines — e.g., “Line One,” “Line Four,” etc.
For example, if you need to transfer a call to another station and know the person is in the building
but not at his/her desk, you might page him/her to pick up a “call on Line One.”
• Exclusive hold4 keeps the call only at the station where the user pressed HOLD.


To place a call on hold
While on an outside call, press HOLD to place the call on hold. The HOLD key LED will light solid red on your ESI Feature Phone and will blink red on all other phones. Also, the second line of your ESI Feature Phone’s display will show the quantity, and numerical line identifications, of the calls currently on hold throughout your ESI phone system:
1 Not available on the 12-Key Digital Feature Phone.
2 I.e., non-ESI analog phones on the system can neither send nor receive background announcements.
3 On previous ESI systems, this feature was called park.
4 On previous ESI systems, this feature was called just hold.
Oldest (and recalling) Newest
Oldest (and recalling) Newest Calls holding

To retrieve a held call

To retrieve a held call from the same ESI Feature Phone where it was put on hold, press HOLD again and dial the appropriate line number (using the display for reference).
To retrieve a held call from any idle ESI Feature Phone on the system, press HOLD and dial the
appropriate line number. After call retrieval, the Feature Phone display will update to show lines
currently holding calls.
Note: If your phone has any line keys programmed , each will blink red when a call is on
hold on its lines; in such cases, just press that line key to retrieve the held call.
After you press HOLD, the display will help you choose the line number to retrieve: the top row will
show how many calls are on hold and the second row will show all held calls in the system. Newly held calls are added from the right side of the second row.
Note: If more calls are on hold than the display can show, each side of the display’s second row will show an arrow, indicating that more lines have calls on hold. Press the corresponding scroll key (either _ to scroll to the left or _ to scroll to the right) to view the other line numbers where calls are holding.

Exclusive hold

To place a call on exclusive hold
To place an outside call on exclusive hold on an ESI Feature Phone, press HOLD for at least one
second. The display will briefly appear as follows . . .
12-Key Feature
. . . and then return to its normal state. This exclusive hold will cause the HOLD key to light solid red on just that Feature Phone (i.e., where the key was pressed) and none other in the system.

To retrieve a call from exclusive hold
To reconnect to a call from the ESI Feature Phone where the call was placed on exclusive hold, you
may do any of the following:
(a.) From a phone idle state, press HOLD for at least one full second.
(b.) Press the blinking programmable feature key that you know is pre-programmed
for that outside line. This will reconnect you immediately to the call.
(c.) Press HOLD briefly and dial the appropriate outside line number. Only the ESI Feature Phone
where the call was placed on exclusive hold will display an “E” next to the line (identified by
number) on which the call is holding. (That line number won’t appear on the hold display on any
other ESI Feature Phone, because no other Feature Phone can retrieve that call.) In the example
below, the Feature Phone has a call on exclusive hold on line 9.
12-Key Feature


Your ESI phone system can be programmed to allow paging through an overhead paging system and/or paging through some (if page zones have been created) or all of the system’s Feature Phone speakers.

Overhead paging

Station number 199 is designated as the overhead paging port. If the ESI phone system has been
connected to an overhead paging system, you can page by dialing 1 9 9 and making your announcement after the tones. If you frequently page, assign 1 9 9 to a programmable feature key .

Paging through phones

Press PAGE 0 to page through all of the ESI Feature Phone speakers. Press PAGE and then 1, 2, or 3 to access a programmed paging zone. The Installer may
have added an overhead page system to one or more of these page zones.
Note: Phones in use or in do-not-disturb mode will not carry a page through their speakers.

To page for pickup of an outside call
To page someone to pick up an outside call:
1. Place the call on hold by pressing HOLD.
2. Verify the line number from the display.
3. Page the person and announce the hold location for retrieval. For example:
Sarah, you have a call on Line Two — Sarah, Line Two, please.

Call pickup

From your station, you can answer a call ringing at another station or department by pressing * and
then either dialing the extension or (if the destination is programmed into one of your keys; see
“Programmable feature keys,” pp. C.2–C.3) pressing the station key for the ringing station.
During night mode , if a night bell is in use instead of the night auto attendant, press
PICK UP 0 to access the ringing outside call.

Live outside calls

If your station has been designated to receive live outside calls — i.e., those that have neither come
through the auto attendant nor been transferred — your ESI Feature Phone will:
(a.) Display that you are receiving an outside call
(b.) Ring with a double cadence (internal calls ring with a single cadence).
While you’re on a call, additional live calls to your station will ring with a subdued ring.
To answer any additional calls, you must do one of the following:
-Disconnect from the current call.
-Transfer the current call.
-Place the current call on hold.
Note: If your station is able to receive both live outside calls and calls transferred to you from the auto attendant, you may wish to turn off call waiting at your station (to avoid confusion between a call waiting tone in your earpiece and a subdued ring from a live outside call).

Auto-dialing using Esi-Dex

. . . On the 24-Key ESI Feature Phone
1. While your station is idle (or just after receiving dial tone), repeatedly press ESI-DEX to select the desired Dex:
2. Choose the desired name from the selected Dex, using one of the two following methods:

Press repeatedly … To …
_ or _(scroll keys) Scroll through all names in the list from the beginning or end
(A dialpad key) Scroll through only the names that correspond to the three letters on the key
3. When the desired name and number appears . . .
. . . press ESI-DEX again to dial the number.

Adding names to your Personal Dex

You can add names to your Personal Dex by using either the Caller ID method or the manual method.
Caller ID method (on the 24-Key Feature Phone)
Whenever a Caller ID name appears on your LCD display (while talking on an incoming call or during message retrieval) press ESI-DEX to automatically store the name and number in your Personal Dex. The display confirms.

Manual method

While your station is idle, press ESI-DEX until prompted to “ADD-A-NAME” . . .
. . . and then enter the name and the number as prompted.
Note: If needed, press PROG/HELP for assistance.
1. To enter each character for the name, press the dial pad key that includes the desired character.
The key’s possible character entries will change each time you press the key.
2. When the desired character appears, press # to confirm its entry. The cursor will move to the next
character position. Use _ and _ (the scroll keys) to back up or to insert a space.
Example:To enter a B, press 2 twice (the possible options through which to scroll are A, B, C and 2).
When B appears, press # to confirm and move to the next entry.
3. Repeat steps 1–2 until the name is complete. The name may contain up to 15 characters (a space is a character, too).
4. Press # again when finished entering the name.
5. Now, enter the number — including the line access code 9 (or 8 or 7).
To insert a special character, press the right scroll key (_) to select the desired special code: # , *,
F or P. Press # to confirm the inserted character and continue. Press # # to complete the entry.

Code What it produces

# # DTMF tone
* * DTMF tone
F Flash hook
P 2-second pause
Use the down arrow key (_) to backspace.
Once the number is saved you can use the scroll keys to move back and forth to view the number.
To edit the number, you must delete it and enter the correct number.
6. Press # to confirm the entry.

Deleting names from your Personal Dex

1. While your station is idle (or just after receiving dial tone), repeatedly press ESI-DEX to select the Personal Dex:
2. Choose the desired name from the selected Dex, using one of the two following methods:

Press repeatedly … To …
_ or _ (scroll keys) Scroll through all names in the list from the beginning or end
(A dialpad key) Scroll through only the names that correspond to the three letters on the key
3. When the desired name and number appears . . .
. . . delete the entry by pressing either * or HOLD.

Using Esi-Dex: An example
Let’s say you’re on a call with the XYZ Company — XYZ COMPANY appears on your display — and
you wish to save the name and number for future use. Just press ESI-DEX. Your display will confirm
that the information has been stored.1 Then, to call the XYZ Company in the future, use Esi-Dex as
described below for each model of ESI Feature Phone.
1. Press ESI-DEX until you see PERSONAL DEX on the display.
2. Press 9 (W X Y). The display will show the first stored name that starts with W, X or Y.

1 If the number is already in your Personal Dex, the message ALREADY STORED will appear on the display. This indicates Esi-Dex has prevented storing the same number multiple times.

3. Continue to press 9 until XYZ COMPANY appears in the display.
4. Press ESI-DEX again. This dials the number for the XYZ Company.

Important: The number dialed (if stored from a Caller ID) will be the number for the actual line used by the caller, and may be different than the caller’s listed number. Additionally, some local calls may not be autodialed correctly, depending on the limitations of your area’s local dialing plan. You may wish to create a manual listing for these. Consult your administrator if you need further assistance.

System speed-dialing with Esi-Dex

If your administrator has programmed system speed-dial numbers, you can access one of these
numbers either via Esi-Dex, as explained in the foregoing discussion, or auto-dial it by dialing its
corresponding three-digit access number (in the range 600–699).
Example: If an out-of-town factory location has been programmed as system speed-dial access number 605, you can lift the handset, receive internal dial tone, dial 6 0 5 and this will automatically dial the factory’s number. You may also program 605 (in this example) as a programmable feature key