Line Button Management

Content

This article provides instructions for managing line buttons for phones in the ShoreTel Sky phone system.

Users and Authorized Contacts can manage and configure the line buttons on any phone as either a speed dial or a shared line. When a line button is set as a speed dial, pressing that line button dials the phone number configured for that line. When a line button is set as a shared line, pressing that line button enables you to answer or place calls from the phone number configured for that line. Note that line buttons are also referred to as "call appearance" buttons.

Table of Contents

Requirements
Adding Speed Dials (via Line Buttons)
Adding Shared Lines
Managing Line Buttons
FAQs
Related Topics

Requirements

One of the following phone models:

Adding Speed Dials (via Line Buttons)

From the Line Buttons tab of the Phone Settings screen in the ShoreTel Sky Portal, you can create and manage speed dials that display next to the line buttons on your phone. Pressing a line button that is setup as a speed dial will dial the desired phone number.

Note: You can also create and use up to 16 speed dials from the Personal Contacts screen in the ShoreTel Sky Portal. These speed dials are also accessible on your phone by pressing a soft key instead of a line button. To learn more, see our Speed Dials article.

  1. Log into https://portal.shoretelsky.com/:
    • Users - Enter your phone number and phone/voicemail PIN or use your business email address (username) and user password.
    • Authorized Contacts (Decision Maker or Phone Manager) - Enter your business email address (username) and user password.
  2. Do one of the following:
    • Users and Authorized Contacts - For your adding your own speed dials, navigate to Home > Settings > Phone Settings and click the Line Buttons tab.
    • Authorized Contacts (Decision Maker or Phone Manager) - For adding speed dials for other users in your organization:
      1. Navigate to Phone System > Users
      2. In the Users screen that opens, click the link in the Service/Phone Name column for the desired user (or right-click within the row of the desired user and select Phone Settings from the pop-up menu that appears).
      3. In the Phone Settings screen that opens displaying the Phone tab, click the Line Buttons tab.
  3. To add a new speed dial to an available Line, click (to highlight) the desired Line number on the screen, click the Add button above, and select "Add Speed Dial" from the menu that appears.
    • Note: The first two line numbers are not available for adding a speed dial on the selected phone.
  4. In the Speed Dial Details dialog that opens, enter the following and click OK.
    • Number - Begin typing the desired phone number or contact name and the system searches existing Directories for a match. Select the desired name/number when it appears in the space below the Number field.
    • Label - The label is the display name associated with the phone number used for the speed dial. If you edit the label, use 16 characters or less.
    • Use Directories - Make sure the appropriate directories (below the Label field) are selected to enable the system search functionality to work.
  5. To edit an existing speed dial, click (to highlight) the desired speed dial on the screen and click the Edit button above. In the Speed Dial Details dialog that opens, edit the Number and Label as desired and click OK.
  6. To delete an existing speed dial, click (to highlight) the desired speed dial on the screen and click the Delete button above.

End User Video:

Authorized Contact Video:

Adding Shared Lines

Shared lines provide the ability to view the status, and share the handling, of an extension or line on another phone. This enables a phone user to access lines on other phones in addition to lines on the user's own phone. Pressing a line button that is setup as a shared line enables answering and placing calls on the line of another phone. To learn more, see our Shared Lines article.

From the Line Buttons tab of the Phone Settings screen, shared lines can be added to display next to line buttons on the associated phones. Only Decision Makers and account-level Phone Managers or ShoreTel Sky Support can add a shared line to a phone as explained in the following instructions:

  1. Log into https://portal.shoretelsky.com/ with business email address (username) and user password.
  2. Navigate to Phone System > Users
  3. In the Users screen that opens, right-click within the row of the desired user and select Phone Settings from the pop-up menu that appears.
    • Alternatively, you can click the link in the Service/Phone Name column for the desired user to open the Phone Settings screen.
  4. In the Phone Settings screen that opens displaying the Phone tab, select the Line Buttons tab.
  5. To add a new shared line to an available Line, click (to highlight) the desired Line number on the screen, click the Add button above, and select "Add Shared Line" from the menu that appears.
    • Note: The first two line numbers are not available for adding a shared line on the selected phone. (However, you can share line numbers 3 or higher with any line number on the phone being shared, as described in the next step).
  6. In the Shared Line Details dialog that opens, enter the following:
    • Number - This is the phone number that you want to share with the selected line number of the selected phone. Begin typing the desired phone number or contact name and the system searches for a match. Select the desired name/number when it appears in the space below the Number field.
    • Label - The label is the display name that is populated based on the number selected above. If you edit the label, use 16 characters or less.
    • Shared Line - Enter the desired line number on the other phone (listed in the Number field) that you want to share with the selected line number on the selected phone.
      • Note: On ShoreTel phones, do not set Shared Line to a number greater than 8 (or calls will be dropped).
    • Ring Pattern - Choose from the following options:
      • Normal - Rings a shared line on a phone using the standard ringtone
      • Distinct - Rings a shared line on a phone using a "chirp" sound instead of the standard ringtone
      • Silent - Does not ring a shared line on a phone (but the phone still displays incoming calls)
        • Note: Shared Lines on ShoreTel phones always play a "Normal" ringtone, even when the Ring Pattern is set to "Silent" or "Distinct."
    • Line Behavior - Choose from the following options:
      • Open Line - Can answer and place calls using the shared number.
      • Pickup Only - Can only answer calls using the assigned number; cannot place calls from the assigned number.
    • Answer Calls - Choose from the following options:
      • Lift Handset - Answer calls by lifting the receiver.
      • Press Button - Answer calls by by pressing the line button.
        • Note: When utilizing a Cisco phone, the "Lift Handset" option allows calls to be answered by lifting the receiver or pressing the associated line button once. With the "Press Button" option, the line button associated with the Shared Line Appearance must be pressed twice in order to answer an incoming phone call (once to select the line, and a second time to answer the call).
  7. Click OK.

Managing Line Buttons

  1. Log into https://portal.shoretelsky.com/:
    • Users - Enter your phone number and phone/voicemail PIN or use your business email address (username) and user password.
    • Authorized Contacts (Decision Maker or Phone Manager) - Enter your business email address (username) and user password.
  2. Do one of the following:
    • Users - For managing your own speed dials, navigate to Home > Settings > Phone Settings and click the Line Buttons tab.
    • Authorized Contacts (Decision Makers and Phone Managers) - For managing speed dials for other users in your organization:
      1. Navigate to Phone System > Users
      2. In the Users screen that opens, click the link in the Service/Phone Name column for the desired user (or right-click within the row of the desired user and select Phone Settings from the pop-up menu that appears).
      3. In the Phone Settings screen that opens, click the Line Buttons tab.
  3. Click (to highlight) the desired Line number on the screen, right-click in the selected row, and select from the following options to manage an existing shared line or speed dial:
    • Move Up - Move the selected line number up to a lower numbered line
    • Move Down - Move the selected line number down to a higher numbered line
    • Edit
      • For Shared Lines - The Shared Line Details screen opens where the settings can be changed. (See step 6 in Adding Shared Lines above for a description of each setting.)
      • For Speed Dials - The Speed Dial Details screen opens where the settings can be changed. (See step 4 in Adding Speed Dials above for a description of each setting.)
    • Delete - Remove the shared line or speed dial.
  4. You can also use the following features located in the tool bar of the Line Buttons screen:
    • Add - Click the drop-down arrow on the left side of the Add button to select Add Speed Dial, Add Shared Line, or Add New Line.
      • Note: Only Decision Makers and account-level Phone Managers can select the Add Shared Line option.
    • Edit - Click to highlight the desired existing shared line or speed dial, then click the Edit button.
    • Delete - Click to highlight the desired existing shared line or speed dial, then click the Delete button.
    • Shared Line Info - Click to view information about all shared lines for this phone number.
    • Reset - Click to reset all shared lines and speed dials. A pop-up confirmation message will ask you "Are you sure you want to reset your current Phone Lines settings?"
      • Click Yes to remove all existing shared lines and speed dials
      • Click No to cancel

FAQs

Q: Can lines be shared between ShoreTel and Cisco phones?
A: No. Lines can only be shared if both phones are the same brand.

Q: Can a phone have both Speed Dial and Shared Line buttons?
A: Yes.

Q: How many Speed Dial line buttons can I have on my phone?
A: This depends on the number of line buttons on your phone. Each of the various models of phones supported by ShoreTel provides a different number of line buttons. Because the first two line buttons are reserved for processing calls, subtract two from the total number of line buttons on your phone to determine the number of line buttons you can use for speed dials. The addition of sidecar devices on some phones also increases the number of possible speed dial line buttons.

Related Topics

Speed Dials
Shared Lines
Supported Phones
Resolve Issues via Support Cases
ShoreTel Sky Portal
ShoreTel Sky Support


Article: 000004378