Integral T3 / T3 IP Classic

Transcription

1 Integral T3 / T3 IP Classic connected to Integral 55 Services Internet Call / Contact Center CTI / CRM Messaging Telephony Networking User s guide

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3 Table of Contents Table of Contents Table of Contents... 3 Familiarize yourself with your telephone Table of Contents...11 Important notes...12 Which systems can you connect your telephone to?...12 Declaration of conformity (T3)...12 Declaration of conformity (T3 IP)...12 To which system is your telephone connected? (T3)...13 To which system is your telephone connected? (T3 IP)...13 Hints for the location of the phone...13 Repairs...14 Notes on the description of the operating procedures...14 Additional functions...14 User manual in other languages...14 Your T3(IP) Classic at a glance...15 All keys at a glance...16 Getting to know your telephone Table of Contents...17 The display helps you...18 Basic rules of operation...19 Selecting functions from the menu...19 Cancelling or exiting an operation...19 What is shown on the idle display?...19 Display keys...20 Display keys on five levels...20 Entering text telephoning made easy...23 Putting the telephone into service...24 Connecting the telephone (T3 IP only)...24 If the automatic search does not find a gatekeeper (T3 IP only)...24 Entering your own call number and PIN (T3 IP only)...24 Selecting the language for the display and minimails...25 Making calls as usual Table of Contents...27 Making a call

4 Table of Contents 4 Making calls within your telephone system Making calls outside your telephone system Using a destination key to make a call If the line is busy (automatic callback) Deleting automatic callback Redialling a call number Deactivating the call number and charge display Reactivating the call number and charge display Cutting in on another call (cut-in)* Ending cut-in* Using the T3 telephone outside the company network (SoHo)* Logging the T3 telephone onto the company PBX system Logging the T3 telephone off the company PBX system Making calls from a distant telephone via the system* Answering calls If you receive a call If another telephone receives a call (pick-up call) Putting a call on hold Making calls without the handset Listening to the opposite party via the loudspeaker (monitoring) Making a call with the handset on the hook (handsfree operation) Continuing a call in handsfree mode with the handset off the hook Continuing a call with the handset in handsfree mode Ending a call in handsfree mode Establishing several connections Forwarding callers Answering an additional call (second call) Consulting someone during a call (refer-back) Speaking with parties alternately Putting through a second caller Conference - connecting a subscriber to a call Conference - connecting a party to a call using refer-back Speaking with only one specific conference party Connecting conference partners with each other Ending a conference Diverting calls Diverting all calls for your telephone Diverting calls if your line is busy*... 41

5 Table of Contents Diverting internal calls after a certain period of time*...42 Diverting external calls after a certain period of time*...42 Setting up and activating a double-call destination*...42 Deactivating a call diversion...42 Changing a call diversion from a distant phone*...43 Answering calls somewhere else (follow-me)*...44 Preparing follow me on your own telephone...44 Activating follow me on an external telephone...44 Deactivating follow me on your own telephone...44 Activating follow me on an external telephone...44 Making calls with ease Table of Contents...45 Editing the Redial list...46 Dialling an entry from the redial list...46 Deleting an entry...46 Deleting all entries...46 Transferring an entry to the phone book...47 Editing the call list...48 Symbols in the call list...48 Selecting an entry from the call list...48 Deleting an entry...49 Deleting all entries...49 Transferring an entry to the phone book...49 Editing the journal...50 Symbols in the journal...50 Dialling an entry from the journal...50 Deleting an entry...51 Deleting all entries...51 Transferring an entry to the phone book...51 Viewing audio data (T3 IP only)...51 Using the phone book...52 Creating a new entry in the phone book...52 Dialling an entry from the phone book...52 Editing entries in the phone book...53 Deleting an entry...53 Dialling an entry from the central phone book*...54 Calling up messages...55 Diverting calls to voic

6 Table of Contents Listening to voice messages* Deactivating a call diversion to voic Deleting a message* Deleting all messages* Viewing charges Viewing the charge display Deleting the call charge meter Switching the charge display to units Recording charges for private calls and projects* Setting reminders (appointments) Entering a new appointment Viewing an appointment Appointment message Cancelling an appointment Deleting an appointment Sending and receiving text messages Selecting and sending a prepared text message Writing and sending your own text message Sending a text message to all subscribers Viewing and deleting received text messages Locking the telephone Changing the PIN (Personal Identification Number) Locking the telephone Unlocking the telephone Telephoning with partners* Table of Contents Setting up partner names Information about partners on display keys Information about partners on function keys Calling partners Answering a call for a partner Assigning a partner to another key Masking partner keys Activating partner beep Assigning a partner to a DSS module* Diverting calls to partners Diverting partner calls to your telephone Diverting calls from one partner to another

7 Table of Contents Setting up the deputy key...80 Extending a partner group*...81 Reducing a partner group*...82 Restricting partner signalling*...83 Enabling partner signalling*...84 Seizing a line as the executive line...85 Establishing a connection for a partner...86 Telephoning with Multiline* Table of Contents...87 Setting up line names...88 Information about lines on display keys...89 Information about lines on function keys and DSS module...90 Seizing a line...91 Answering a call for the telephone on a specific line...92 Answering calls while you are speaking on a line...93 Automatic hold (default setting)...94 Manual hold...95 Exclusive hold...96 Activating a refer-back call...97 Initiating a conference via lines*...98 Setting up a call diversion...99 Deactivating a call diversion Dialling a number from the local call list Dialling a number from the central call list Locking lines Unlocking lines Sending a minimail Assigning lines to other line keys Masking line keys Activating line beep Setting up the information display Assigning all lines to the DSS module* Customizing the telephone Table of Contents Do not disturb Assigning functions or call numbers to keys Assigning functions to keys Creating a new destination and assigning it to keys

8 Table of Contents 8 Assigning a destination from the phone book to keys Changing an existing destination Deleting key assignments Displaying the key assignment Labelling function keys Function keys with LEDs Creating a new destination and saving it as a DSS direct call destination* Saving a destination from the phone book as a DSS direct call destination* Setting up macro functions Setting up a macro (call diversion and pick-up) Setting up a macro (partner diversion) Making anonymous calls* Deactivating second call Deactivating direct dialling Deactivating autom. tone dialling (DTMF) Changing the DTMF pulse duration Activating key beep tones Time zones Private User Mobility* Logging on to the telephone Logging off the telephone Saving emergency numbers Setting up your own call number Relocating with the telephone (T3) Relocating with the telephone* (T3 IP) Saving personal data Saving data locally immediately Saving data locally automatically Saving data centrally immediately* Blocking central data saving Setting up VIP functions* Using the executive telephone as a two-way intercom system to the secretary 136 Setting up the executive telephone Setting up the secretary telephone Announcements from the executive telephone Setting up the executive telephone Setting up the secretary telephone Using the VIP functions

9 Table of Contents Activating "Handsfree answer back"* Setting the acoustics, contrast and language Setting the acoustics Selecting the ringing tone melody Setting the contrast Changing the language for the display and minimails Setting handsfree operation Activating "CSTA answer call"* Leaving a hunt group* Logging on to automatic call distribution* Viewing and changing user data (T3 IP only) Logging off users Changing your PIN Deleting your PIN Viewing and changing IP settings (T3 IP only) Viewing IP settings Sending ping Blocking browser access to the telephone Logging on a CTI application* Saving user data Loading user data Links* Table of Contents CTI-Link (T3 only) CTI/Audio-Link (T3 only) Setting a CTI application Setting an auxiliary device DSS-Link (T3 only) Analog-Link (T3 only) Selecting a service Assigning an MSN Entering parameters for the ringing frequency, flash signal and busy tone Headset-Link AEI/Headset-Link (T3 IP only) Auxiliary devices* Table of Contents The DSS module Dialling with the DSS module

10 Table of Contents Activating an additional loudspeaker Activating the headset Headset - making a call Headset - answering calls Continuing a call over the headset with the handset picked up Setting the CTI application (T3 IP only) Look it up whenever in doubt Table of Contents Function keys Information on the idle display Ringing and handset tones Tones for internal and external calls Tones on the handset Menu overview Troubleshooting Key words

11 Table of Contents Familiarize yourself with your telephone Familiarize yourself with your telephone Table of Contents Important notes...12 Your T3(IP) Classic at a glance...15 All keys at a glance

12 Important notes Familiarize yourself with your telephone Important notes Which systems can you connect your telephone to? This telephone is only intended for connection to Tenovis PBX systems. It may not be connected directly to a PSTN. Declaration of conformity (T3) We, Tenovis GmbH & Co. KG, declare that the T3 Classic telephone complies with the basic requirements and other relevant regulations of the EU directive 1999/5/EU (radio and telecommunication terminal equipment, R&TTE). This telephone is intended for connection to digital interfaces of Tenovis PBX systems and meets the fundamental requirements in accordance with the EU directive 1999/5/EU (radio and telecommunication terminal equipment, R&TTE). This telephone has been designed in such a way that it is unsuitable for direct operation on interfaces of public telecommunication networks. When using links and DSS modules: This link / DSS module is intended for connection to T3 telephones and meets the fundamental requirements in accordance with the EU directive 1999/5/EU (radio and telecommunication terminal equipment, R&TTE). This link / DSS module has been designed in such a way that it is only suitable for operation with T3 telephones. If any problems occur during operation, please first contact your specialist dealer or Tenovis Service. The complete declaration of conformity can be obtained at the following internet address: verzeichnis/conformance.htm. You can also look under "Declaration of conformity" in the index. Declaration of conformity (T3 IP) We, Tenovis GmbH & Co. KG, declare that the T3 IP Classic telephone complies with the basic requirements and other relevant regulations of the EU directive 1999/5/EU (radio and telecommunication terminal equipment, R&TTE). This telephone is designed for connection to Ethernet/LAN interfaces of IP-compatible PBX systems from Tenovis and complies with the basic requirements of the EU directive 1999/5/EU (R&TTE). Tenovis cannot guarantee successful operation of the telephone in LAN/intranet environments in which no Tenovis PBX system is present. When using links and DSS modules: 12

13 Important notes Familiarize yourself with your telephone This link / DSS module is intended for connection to T3 IP telephones and meets the fundamental requirements of the EU directive 1999/5/EU (Radio and Telecommunication Terminal Equipment, R&TTE). The design of this link / DSS module makes it suitable for operation with T3 IP telephones only. If any problems occur during operation, please first contact your specialist dealer or Tenovis Service. The complete declaration of conformity can be obtained at the following internet address: verzeichnis/conformance.htm. You can also look under "Declaration of conformity" in the index. To which system is your telephone connected? (T3) You can find out which system your telephone is connected to as follows: Press the "Menu" key during a call or with the handset picked up: The "Info/Service" menu appears, but only if your telephone is connected to the Integral 55 communication server. In this menu you can also view, for example, the type, order number and software version. To which system is your telephone connected? (T3 IP) You can tell which Tenovis telephone system your telephone is connected to as follows: When logging on for the first time: If your telephone is connected to the Integral 5 communication server, a log-on window appears at first where you can enter your extension number and PIN. No log-on window appears if your telephone is connected to the Integral 55 communication server. If you have already logged on: Press the "Menu" key during a call or with the handset picked up: The "Info/Service" menu appears, but only if your telephone is connected to the Integral 55 communication server. You can view various IP settings there. Hints for the location of the phone Place the telephone on a non-slip surface, especially if the furniture is new or has recently been cleaned or polished. Varnish or cleaning agents can contain substances which soften the base parts of your telephone, resulting in undesired marks on your furniture. Tenovis cannot assume liability for this sort of damage. 13

14 Important notes Familiarize yourself with your telephone Repairs The telephone set may only be opened or repaired by qualified technicians. Do not open the telephone yourself. This could otherwise result in damage to the telephone, making it inoperable. Notes on the description of the operating procedures All the procedures described in this user manual assume a standard assignment of the function keys. When reprogramming function keys, please bear in mind that this may change the operating procedures. Additional functions Functions marked by a * are not standard features of your telephone. Further functions may be disabled or, depending on the system software, unavailable. Please consult Tenovis Service if you want to use any of these functions. User manual in other languages If you want to read this user manual in another language, you can access our document database via the Tenovis homepage Take a look there to find out whether the language version you want is available for download. 14

15 Familiarize yourself with your telephone Your T3(IP) Classic at a glance Your T3(IP) Classic at a glance 1 Display 2 Level-switching key for display keys 3 Clear key 4 Arrow keys for navigating within the display 5 OK key 6 Escape key 7 Alphanumeric keys 8 Function keys (some of them with LEDs) 9 Volume/contrast keys 10 Call display 11 Display keys for destinations, functions, partners and lines 15

16 Familiarize yourself with your telephone All keys at a glance All keys at a glance... Alphanumeric keys: for dialling call numbers and vanity numbers Star and hash: for special functions Escape: terminates the current connection during a call. Also used to cancels entries (the next higher menu level then appears on the display). Clear: deletes the character above the cursor. The last character is deleted if the cursor is positioned behind the last character. If the Clear key is held down, the characters entered last are deleted one after another (as with a PC). This key can also be used to delete entries from a list (e.g. from the call list or phone book). This can be done as follows: First select the entry and then press the Clear key. The selected entry then starts to flash. The entry is deleted if you either press OK or press Clear again while the entry is flashing. Arrow up / down: moves the cursor up or down within the display + / -: Increases or decreases the volume or contrast. Arrow left / right: moves the cursor on the display to the left or right Enter: opens a selected menu item or is used to confirm an entry Level switch: activates the next level for the display keys. The display keys return to level 1 if the key is pressed for a longer period of time. Function keys: 4 display keys below the display 8 freely-programmable function keys next to the numeric keypad (all with LEDs) 3 function keys with permanent assignment: Menu, Redial and Refer-back 16

17 Table of Contents Getting to know your telephone Getting to know your telephone Table of Contents The display helps you...18 Basic rules of operation telephoning made easy...23 Putting the telephone into service

18 The display helps you Getting to know your telephone The display helps you The information on the display is intended to help you through operating procedures step by step. The display provides you with a great deal of information, such as the status of your current call. The call number of each external ISDN caller appears on the display, provided they have not disabled calling line identification presentation. This enables you to see who is calling. If your phone book already contains the name and call number of the caller, his/her name is displayed when he/she calls. The 4 display keys can be assigned different functions. You can read the current function of each key on the display. 18

19 Basic rules of operation Getting to know your telephone Basic rules of operation The following pages provide a short description of the basic rules of operation for your telephone: Selecting functions from the menu Press the "Menu" function key. or Scroll to the desired menu item. The selected function is displayed. In many cases a submenu also appears. You can scroll through the submenu in the same way as in the menu. If you go to a menu, the corresponding LED goes on and remains on until you leave the menu. Menu items or list entries that do not completely fit on the display due to the length of their text are abbreviated using "...". You can, however, use the arrow keys and to scroll through the entire text. If you press the "Menu" function key while you are making a call or with the handset pikked up, you can view information on the model, order number, software version (T3) or IP settings (T3 IP) and even make settings yourself (T3 IP only). Cancelling or exiting an operation If you have made an input or parameter error: Press (several times if necessary) to cancel the procedure. You will then move up one menu level or go to the idle display. What is shown on the idle display? The idle display shows: Date and time Your name and call number (ifset up [ 131]) Additional information on the status of your telephone, e.g. "Appointment enabled" 19

20 Basic rules of operation Getting to know your telephone Display keys The display keys can have different functions. You can read the current function of each key on the display. Example: "Behrma": The selected display key can be used to call "Brown". Display keys on five levels The display shows one level with 4 key assignments. However, you can assign several functions to each key. You can assign destinations (levels 1 to 5), functions (levels 1 to 5), partners (for partner functions, levels 1 to 3) and lines (for multiline, levels 1 to 3) to the display keys of the five levels. You can tell on which level you are at present by the level indicator. Press the level-switching key to display the individual levels. Level 1 is reactivated if the level-switching key is held down. 20

21 21 Getting to know your telephone Basic rules of operation Entering text Enter the desired text using the alphanumeric keys. You can find out how many times you have to press the relevant key to obtain the desired character in the following table: Example: If you want to enter the name "Böhm": Press the digit key "2" twice: B Press the digit key "6" six times: ö Press the digit key "4" twice: h Press the digit key "6" once: m Key ?!., 1 ; :? 2 A a B b C c 2 Ä ä Á á Â â À à Å å Ç ç 3 D d E e F f 3 É é Ê ê È è Ë ë 4 G g H h I i 4 Í í Î î Ì ì Ï ï 5 J j K k L l 5 6 M m N n O o 6 Ñ ñ Ö ö Ó ó Ô ô Ò ò 7 P p Q q R r S s 7 ß 8 T t U u V v 8 Ü ü Ú ú Û û Ù ù 9 W w X x Y y Z z 9 Ý ý 0 Spa ce & % $ _ * * + - = ( ) / \ < > # # cap/ lc

22 Getting to know your telephone Basic rules of operation General key controls Deleting characters with the Clear key: The Clear key has a backspace function if the cursor is to the right of the entered text. (the entered characters are deleted from right to left). If the cursor is within the entered text, the marked character is deleted by pressing the Clear key and the character to the right shifts to the left. "Spaces" are entered using the "0" key (see table). Using the # key to switch from upper to lower case : The first letter and the letter after a space are automatically written in upper case. The hash key # is used to switch permanently to capital letters or, by it pressing again, to lower case (toggling). If a text does not completely fit on the display, this is represented by "...". You can use the arrow keys and to scroll through the text. 22

23 Getting to know your telephone... telephoning made easy... telephoning made easy You can make the following settings immediately or during your first telephone calls: Adapt thevolume [ 141] of the ringing tone, the handset and the handsfree settings to your surroundings Adapt thecontrast [ 142] of the display to your lighting conditions Select which language [ 143] all display information is to appear in. The languages available are English, German, French and Italian. Save frequently used call numbers to a personal phone book [ 52]. You can edit personal phone book entries yourself. 23

24 Putting the telephone into service Getting to know your telephone Putting the telephone into service Connecting the telephone (T3 IP only) After connecting the telephone to the LAN (Local Area Network) and to the power supply (only if the telephone is not powered via the LAN) the telephone software is activated and a search for a gatekeeper (responsible for access authorization) then starts automatically. Usually a gatekeeper is found, and you can then make a call right away. However it will not yet be possible to answer calls. To do this you first have to enter your call number and PIN in the "User administration" menu (seeentering your own call number and PIN [ 24]). If the automatic search does not find a gatekeeper (T3 IP only) The automatic search for a gatekeeper does not come up with anything. The display of your telephone has been displaying the message "...Searching Network..." for some time. However, it is now possible for you to select a gatekeeper from the gatekeeper list, provided entries are available: Scroll to the Gatekeeper list menu item. Select a gatekeeper, e.g. GKxyz The search for the entered gatekeeper now starts. After about 10 seconds at the latest, a message appears on the display on whether the log-on has been successful. Entering your own call number and PIN (T3 IP only) Scroll to the status message Log on new user.... Enter the extension number. Scroll to the PIN menu item.... Enter your PIN (up to 6 digits are possible). Important: Do not forget your PIN! The display then shows the message "Log on complete!". From now on you are also available under the entered call number (extension number). You are always only available at one telephone under your call number (extension number). If you therefore log on to a second telephone number with PIN and extension number, you will then be available there under your call number (extension number) but no longer at the first telephone. 24

25 Putting the telephone into service Getting to know your telephone Selecting the language for the display and minimails Scroll to the status messaged/gb/f/i (T3) or D/GB/F/I/E/NL/H/SLO/PL/CZ/RU (T3 IP). Select the desired language for display texts, e.g. German. Select the language for minimail texts, e.g. German. You can change the language at any time later. More information can be found in the section titled Setting the acoustics, contrast and language [ 141]. 25

26 Putting the telephone into service Getting to know your telephone 26

27 Table of Contents Making calls as usual Making calls as usual Table of Contents Making a call...28 Answering calls...33 Making calls without the handset...35 Establishing several connections...37 Diverting calls...41 Answering calls somewhere else (follow-me)*

28 Making a call Making calls as usual Making a call You can make calls as usual both from within and outside your telephone system. Internal: Dial the desired extension number directly. External: Depending on the system, first dial the external line code, e.g. "0". With the destination keys, you can redial the last ten call numbers dialled and also call frequently used call numbers. You can have calls returned automatically within your telephone system when a busy line is free again. You can also switch off the call number and charge display. You can cut in on another call within your system, if you have something urgent to tell one of the subscribers. Making calls within your telephone system... Enter the call number. Pick up the handset. You can, of course, pick up the handset first and then dial the number. However, in this case you will not be able to correct any input errors. Press the "Mute" key if you do not want your opposite party to hear what is being said at your end. The opposite party can hear you again after pressing this key again. Making calls outside your telephone system Enter the external line code, e.g Enter the call number. Pick up the handset. Using a destination key to make a call Press the destination key for the desired subscriber. 28

29 Making a call Making calls as usual Pick up the handset. You can find out how to assign a call number to a destination key in the section titledassigning functions or call numbers to keys [ 113]. If the line is busy (automatic callback) The dialled internal connection is busy: Press the "Callback" function key. Replace the handset. Your telephone rings as soon as the other line is free. Pick up the handset. The other line is called automatically via the telephone system. Deleting automatic callback Press the "Callback" function key. Scroll to the Delete callback menu item. Redialling a call number The dialled connection is busy. Scroll to the Automatic redial menu item. Replace the handset. The number is dialled up to nine times at intervals of 30 seconds. Automatic redialling is stopped if you press any key or pick up the handset. Deactivating the call number and charge display During a call: Scroll to the Call no. display on/off menu item. The call number and name of the opposite party are no longer displayed and the call number is not saved in the redial list or journal. Furthermore, the charge display is deactivated. However, the charges continue to be counted internally. 29

30 Making a call Making calls as usual Reactivating the call number and charge display Select the Call display off/on menu item again. Cutting in on another call (cut-in)* If you want to make a call with a subscriber whose line is busy: Scroll to the Cut-in menu item. All of the call parties hear a cut-in tone. You are now included in the call and can communicate with the subscribers. Cutting in on a call is only possible within your system and must be enabled for your telephone and the other telephone concerned. Consult your Tenovis Service if necessary. Ending cut-in* Scroll to the End cut-in menu item. The cut-in call can also be ended by pressing the "Esc" key or by simply hanging up. Using the T3 telephone outside the company network (SoHo)* With your T3 Classic you can call via your company PBX system even from outside your company network. For this to be possible, your telephone must be connected to the public ISDN network via an ibus-k box. You also need to log your telephone onto the company system. This is done by simply pressing a key. All of the functions of your PBX system will then be able to be used via your telephone without any restrictions. 30

31 Making a call Making calls as usual Logging the T3 telephone onto the company PBX system Press the "Login/Logout" function key. The information message Start login appears. After logging on successfully, the status message Online appears and the LED in the function key goes on. If you have not assigned "Login/Logout" to a function key, you can log on via the "Settings -> Keys" menu. Answering an incoming call does not automatically log you on. However you can log on while you are making a call. If you are logged on but do not establish any connection with your company system for five minutes, you are logged off automatically. Logging the T3 telephone off the company PBX system Your telephone is in idle mode: Press the "Login/Logout" function key. The information message Start logout appears. After logging off successfully, the status message Logged off appears and the LED in the function key goes out. If you try to make a call or use a disabled function of your telephone while you are logged off, the message "Please log on" will be displayed. However, you cannot log off while you are making a call. Once you are logged off the partner display disappears. If you are no longer logged onto the company system, you are able to answer incoming calls but not make any calls yourself. Your call charges will be registered in the PBX system. Making calls from a distant telephone via the system* You can call your PBX system from a distant telephone in order to, for example, make expensive international calls via the system. The charges are then incurred by the system. This is possible from any telephone with DTMF suffix dialling. external telephone. Dial the call number of your PBX system, e.g , from the Enter the tie line discrimination code of your system, e.g. 89. You will hear a dial tone as confirmation. 31

32 Making a call Making calls as usual If necessary, enter your PIN, e.g Enter the system s external line code and the call number you want to call via the PBX system, e.g This call number is dialled immediately. "Making calls from a distant phone via the system" must be enabled by Tenovis Service. The service department will also tell you the tie line discrimination code and whether a PIN is required. In some cases, you will only able to make calls via the system from certain pre-defined telephones. The service department will provide with the corresponding information. 32

33 Answering calls Making calls as usual Answering calls You can pick up the handset and speak with the caller as usual. It is also possible to answer a call using the handsfree key and then make the call with the handset hung up. If another subscriber within your system receives a call, you can divert the call to your phone (pick-up call). It is also possible to put calls on hold, instead of answering them immediately. This allows you to complete any operating procedures you have already started (e.g. editing a phone book entry). If you receive a call Your telephone rings. A call is shown on the display. Pick up the handset. To make calls without the handset, press the "Monitoring/Handsfree" function key. You can tell the difference between internal and external calls by the different ringing tones. More information can be found in the section titledtones for internal and external calls [ 178]. Press the "Mute" key if you do not want your opposite party to hear what is being said at your end. The opposite party will be able to hear you again after pressing this key again. 33

34 Answering calls Making calls as usual If another telephone receives a call (pick-up call) Another telephone rings.... With the handset on the hook, enter the number of the ringing telephone. Scroll to the Pick-up call menu item. Confirm your selection and wait until the call is signalled on your telephone. Pick up the handset. You can alsoset up a macro [ 120]if want to pick up calls for a particular phone. When this telephone rings, you will be able to pick up the call by pressing a single key. There is another way of picking up a call, provided your telephone system is set accordingly. All you have to do is enter a code. After picking up the handset, enter, for example, "*6" for the "Pick-up" function and then dial the number of the ringing phone. You will then hear a special dial tone for about one second. The call is then directly put through. Please contact Tenovis Service if you have any questions. Putting a call on hold If you receive a call but first want to complete an operating procedure on your telephone: Scroll to the Put on hold menu item. You can now continue your operating procedure. The ringing tone is deactivated, the call LED continues to flash. After finishing the operating procedure, the ringing tone sounds again and you can answer the call. 34

35 Making calls as usual Making calls without the handset Making calls without the handset The Monitoring function (you can hear your call partner over the loudspeaker) and Handsfree function (your call partner is heard over the loudspeaker and you can speak to him using the built-in microphone) can be operated using the "Monitoring/Handsfree" function key. Handsfree operation is activated by pressing the "Monitoring/Handsfree" function key before establishing a connection. If you press the "Monitoring/Handsfree" function key during a call, only monitoring is activated. The handsfree mode can be switched to by pressing the function key again. You can tell whether "Monitoring" or "Handsfree" is activated by the status of the LED: LED on: monitoring (loudspeaker switched on) LED flashes: handsfree (loudspeaker and handsfree microphone are on) LED off: loudspeaker and handsfree microphone are switched off Listening to the opposite party via the loudspeaker (monitoring) During a call with the handset off the hook: Press the "Monitoring/Handsfree" function key (LED on). You are now in monitoring mode and can hear the opposite party via the loudspeaker. The loudspeaker volume can be set using the keys and. If you press "Monitoring/Handsfree" again, you will switch to handsfree mode (LED flashes). Pressing the key again deactivates the handsfree microphone and the loudspeaker (LED off). However you can continue the call over the handset. Making a call with the handset on the hook (handsfree operation)... Enter the call number. Press the "Monitoring/Handsfree" function key (LED flashes). If the desired party answers, you will be able to hear him over the loudspeaker and also speak with him with the handset on the hook. To end the call, press the "Monitoring/Handsfree" function key once more. Continuing a call in handsfree mode with the handset off the hook During a call: Press the "Monitoring/Handsfree" function key twice (LED flashes). Replace the handset. You can hear the opposite party over the loudspeaker and talk to him with the handset on the hook. 35

36 Making calls without the handset Making calls as usual Continuing a call with the handset in handsfree mode During a call in handsfree mode: Pick up the handset (LED off). Ending a call in handsfree mode During a call in handsfree mode: Press the "Monitoring/Handsfree" function key (LED goes out). 36

37 Establishing several connections Making calls as usual Establishing several connections You can accept another call while you are already making a call (second call [ 123]). You can speak with several parties alternately and switch back and forth between them as desired. You can speak with two callers simultaneously (conference). Forwarding callers If you want to put your opposite party through, for example to the call number 1234: Press the "Refer-back" function key. Enter the number to which you want to connect your opposite party (in this example 1234). If the called party answers, you can announce the caller to him/her. The first party is put on hold. Scroll to the Transfer to... menu item. If the called subscriber answers, you can put the first party through simply by hanging up. If the called subscriber does not answer, you can return to the first party by pressing "Esc". Answering an additional call (second call) If you receive another call during an existing call, e.g. from : Scroll to the Call from menu item. You are connected to the second caller. The first caller is put on hold and cannot hear your conversation. If you want to end the existing call because of a second call, press the "Esc" key. 37

38 Establishing several connections Making calls as usual Consulting someone during a call (refer-back) During a call: Press the "Refer-back" function key. The opposite party is put on hold.... Enter the number you wish to refer back to. You can also start the refer-back call under the menu item "new call to...". Speaking with parties alternately If you want to speak to a subscriber (e.g ) who has been put on hold: Scroll to the back to menu item. Putting through a second caller If you receive another call during an existing call, e.g. from : Scroll to the Call from menu item. You are connected to the second caller. The first caller is put on hold and cannot hear your conversation. Now you want to forward the second caller, e.g. to the call number 1234: Press the "Refer-back" function key. Enter the number of the extension you want to connect the second caller to (1234 in this example). You can now announce the caller. The first party is put on hold. Scroll to the Transfer to menu item. 38

39 Establishing several connections Making calls as usual Conference - connecting a subscriber to a call During a call: Scroll to the Conference with... menu item.... Enter the call number of the second conference party. You can immediately hold a three-party conference once you are connected with the subscriber. If the third subscriber whom you are calling does not answer, press the "Esc" key to switch back to the first party. Conference - connecting a party to a call using refer-back During a call (e.g. with ): Press the "Refer-back" function key. The opposite party is put on hold.... Enter the call number of the second conference party. You can set up the conference once you are connected to this subscriber. Scroll to the Conference with menu item. If the third subscriber whom you are calling does not answer, press the "Esc" key to switch back to the first party. You can also set up a "Conference" function key. Detailed information on setting up function keys can be found in the section titled Assigning functions or call numbers to keys [ 113]. A conference between a second caller and the first party is not possible. Speaking with only one specific conference party If you, for example, want to remove the conference party with call number from the conference in order to be able to speak with the other conference party on his/her own: Scroll to the out of conference menu item. You can now speak with the desired subscriber alone. If you want to speak with both parties again, select the Conference with menu item. 39

40 Establishing several connections Making calls as usual Connecting conference partners with each other During the conference: Scroll to the Transfer to... menu item. You can also connect the two conference parties with each another by replacing the handset. Ending a conference During the conference: Press "ESC". There is no longer a connection between the conference parties. 40

41 Diverting calls Making calls as usual Diverting calls You can divert your calls to another line. You can also activate a further call diversion destination in order for calls only to be diverted if your line is busy. It is also possible to set up a call diversion so that it kicks in after a certain period of time. In this case, you can set your telephone in such a way that internal or external calls are only forwarded to the set-up destination after, for examples, ringing three times. In this way, you can decide whether to answer a call or not. In the call diversion menu, you can also set up your telephone in such a way that it rings together with another telephone in the event of a call (double call). You can have your calls diverted to voic , provided it is connected to your system. Callers can then leave messages for you in the same way as with an answering machine. A particularly convenient way of setting up a call diversion is by using amacro [ 120]. You can then enable or disable this call diversion at the press of a single key. Diverting all calls for your telephone Press the "Call diversion" function key. Scroll to the to: menu item. Enter the call number to which you want to divert the calls, e.g. to The call diversion is now activated. The status message DIV to 1234 appears on the display and the LED goes on. Diverting calls if your line is busy* Press the "Call diversion" function key. Scroll to the on busy: menu item. Enter the internal call number to which you want to divert the calls, e.g. to The call diversion is now activated. The status message DIV on busy to 1234 appears on the display. 41

42 Diverting calls Making calls as usual Diverting internal calls after a certain period of time* Press the "Call diversion" function key. Scroll to the Int.aft.time: menu item. Enter the internal call number to which you want to divert the internal calls after the set period of time, e.g. to The call diversion is now activated. The status message Delayed intl div 1234 appears on the display. Diverting external calls after a certain period of time* Press the "Call diversion" function key. Scroll to the Ex.aft.time: menu item. Enter the internal call number to which you want to divert the external calls after the set period of time, e.g. to The call diversion is now activated. The status message Delayed ext. div 1234 appears on the display. Setting up and activating a double-call destination* Press the "Call diversion" function key. Scroll to the Double Call: menu item. Enter the internal call number of your double-call destination. Double call is now activated. The message Double call to 1234 appears on the display. Deactivating a call diversion Press the "Call diversion" function key. Select an active call diversion (marked by "on"), e.g. to 1234 (on) The call diversion is now deactivated. You can also select the active call diversion on the status display and then deactivate it as described above. 42

43 Diverting calls Making calls as usual Changing a call diversion from a distant phone* You can call your PBX system from an external telephone in order to set up or change a call diversion for your telephone or other telephones. This is possible from any telephone with DTMF suffix dialling. Select the subscribers whose call diversion you want to change: external telephone. Dial the call number of your PBX system, e.g , from the Enter the tie line discrimination code of your system, e.g. 89. You will hear a dial tone as confirmation. Enter the call number of the subscriber for whom you want to change the call diversion, e.g Enter your PIN, e.g Set up, change or deactivate the call diversion now: Setting up or changing a call diversion: Enter a code for "Activate follow-me", e.g. star, 14. Enter the system s external line code and the call number to which you want to divert calls, e.g An acknowledgement tone sounds after a short time for confirmation. Deactivating a call diversion: Enter the code for "Deactivate follow-me", e.g. hash, 14. "Changing a call diversion from a distant phone" must be enabled by Tenovis Service. The service department will also tell you the tie line discrimination code and the PIN. In some cases, you will only able to set up the call diversion from certain pre-defined telephones. The service department will provide with the corresponding information. 43

44 Answering calls somewhere else (follow-me)* Making calls as usual Answering calls somewhere else (follow-me)* You can also use another telephone to set up a call diversion for your own telephone. You first have to prepare this function at your own telephone. The follow me function is activated and deactivated by certain codes. Please ask your Tenovis Service for the valid codes. Preparing follow me on your own telephone Pick up the handset. Press the "star" key and enter the code, e.g. "13". Replace the handset. Activating follow me on an external telephone On an external phone: Pick up the handset. Press the "star" key and enter the code, e.g. "14".... Dial your own call number. Replace the handset. Incoming calls to your telephone are now diverted to another telephone. Deactivating follow me on your own telephone Pick up the handset. Press the "hash" key and enter the code, e.g. "13". Replace the handset. Activating follow me on an external telephone On an external phone: Pick up the handset. Press the "hash" key and enter the code, e.g. "14".... Dial your own call number. Replace the handset. 44

45 Table of Contents Making calls with ease Making calls with ease Table of Contents Editing the Redial list...46 Editing the call list...48 Editing the journal...50 Using the phone book...52 Calling up messages...55 Viewing charges...57 Setting reminders (appointments)...59 Sending and receiving text messages...61 Locking the telephone

46 Editing the Redial list Making calls with ease Editing the Redial list You can view the last ten call numbers dialled in the redial list. The last call number dialled is at the top of the list. You can dial the individual entries, delete them or relocate them to the phone book. Dialling an entry from the redial list Press the "Redial" function key. Scroll to the desired call number, e.g Pick up the handset. You can also first select the desired entry with "OK" and then establish the connection via "Select entry". Your telephone automatically switches to handsfree mode. Deleting an entry Press the "Redial" function key. Scroll to the desired entry, e.g Press the "Clear" key. The selected entry starts flashing. Press "Clear" again while the entry is flashing to confirm. You can also first select the desired entry with "OK" and then select "Delete entry". The selected entry can also be deleted by pressing the "OK" key after pressing "Clear". Deleting all entries Press the "Redial" function key. Scroll to the Delete all entries menu item. The selected menu item starts flashing. Press the key again while the entry is flashing to confirm your selection. 46

47 Editing the Redial list Making calls with ease Transferring an entry to the phone book Press the "Redial" function key. Scroll to the desired entry, e.g Scroll to the Reallocate to phone book menu item. The entry can then be edited in thephone book. [ 52] 47

48 Making calls with ease Editing the call list Editing the call list Unanswered calls are saved in the call list with their date and time. The LED next to the "Call list" function key then goes on. You can display this list at any time and return calls to the subscribers entered in it. The list contains the 30 most recent entries. Symbols in the call list An entry in the call list could look like this: :36 3! Number of the caller 14:36 Time of the last call 3 Number of calls from the subscriber or VIP Call with message (VIP number)! Call not yet viewed If a call list entry is a VIP call, "VIP" is displayed instead of the number of calls from the "VIP" subscriber. Selecting an entry from the call list Press the "Call list" function key. Scroll to the desired entry, e.g Pick up the handset. You can also first select the desired entry with "OK" and then establish the connection via "Select entry". Your telephone automatically switches to handsfree mode. If you call back a caller from the call list and a connection is established, the entry is automatically deleted from the call list. If both the name and number of the caller are stored in the phone book, the name of the caller is displayed in the call list instead of the number. The LED next to the "Call list" function key remains on until you have scrolled through all new entries. 48