Title page. IP Phone User Guide. Nortel Communication Server 1000

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1 Title page Nortel Communication Server 1000 IP Phone 2004 User Guide

2

3 Revision history Revision history August 2005 Standard This document is up-issued to support Nortel Communication Server February 2005 Standard This document is up-issued to support the 8.x Firmware Upgrade for IP Phones. September 2004 Standard This document is up-issued to support Nortel Networks Communication Server October 2003 Standard This document is up-issued to support Succession 3.0 Software and the Net6 Transformation Gateway feature. November 2002 Standard This document is up-issued to support Meridian 1 Release and CSE 1000 Release 2.0. June 2001 Standard

4 Revision history 4

5 Contents Contents About the Nortel IP Phone Basic features Telephone controls Telephone display Call features and Flexible Feature Codes Security features Entering and editing text Entering text using the telephone dialpad Editing text using the soft keys Connecting the components Before you begin Connecting the phone components Configuring options Using the Telephone Option menu Adjusting the volume Adjusting the display screen contrast Selecting a Language Selecting date/time format Enabling OnHook Default Path Enabling/disabling Call Timer Using Display Diagnostics Choosing local dialpad tone Choosing a ring type Changing feature key labels Viewing telephone information Configuring call log options Configuring the Callers List log

6 Contents Configuring New Call indication Configuring Preferred Name Match Configuring Area Code set-up Configuring Name Display format Making a call Using off-hook dialing Using on-hook dialing Using Handsfree dialing Using the Directory applications Making a call using Corporate Directory Making a call using Personal Directory Making a call using the Callers List Making a call using Redial List Using Predial Using AutoDial Using Ring Again Using Redial Using Speed Call Using System Speed Call Using Hot Line Using Intercom calling Answering a call While on an active call Placing a call on hold Transferring a call Using Timed Reminder Recall Using Attendant Recall Using Call Park

7 Contents Recording a Calling Party Number Displaying incoming calls Tracing a malicious call Incoming calls Using Automatic Answerback Using Call Pickup Using Call Waiting While away from your desk Using Call Forward Using Internal Call Forward Using Remote Call Forward Securing your telephone Talking with more than one person Using the Call Join feature Setting up a Conference call Using the Conferee Selectable Display and Disconnect feature Using Group Call Working without interruption Using Make Set Busy Additional call features Using AutoDial Transfer Using the Buzz signal Using Call Page Connect to make an announcement Using Centrex/Exchange Line Switchhook Flash Charging a call or charging a forced call Using Enhanced Override

8 Contents Using Forced Camp-on feature Overriding a busy signal Using Privacy Release Using Radio Page Using Voice Call Additional phone features Using Personal Directory Using Callers List Using Redial List Using Virtual Office Logging in to Virtual Office Using Virtual Office on your remote telephone Using Virtual Office on your office telephone Logging out of Virtual Office Troubleshooting Virtual Office Using Media Gateway 1000B Using Test Local Mode Using Resume Normal Mode Troubleshooting MG 1000B Using Hospitality features Configuring Automatic Wake-Up Activating Message Registration Using Maid Identification Using Display Room Status Accessing External Server Applications Flexible Feature Codes (FFCs) Accessories IP Phone Key Expansion Module (KEM)

9 Contents Terms you should know Index

10 Contents 10

11 About the Nortel IP Phone 2004 About the Nortel IP Phone 2004 The Nortel IP Phone 2004 brings voice and data to the desktop by connecting directly to a Local Area Network (LAN) through an Ethernet connection. Note 1: All features are not available on all telephones. Consult your system administrator to verify which features are available for your use. Note 2: In this guide, programmable line (DN)/feature key labels display beside the key, and soft key labels display directly above the key. Figure 1 shows key labels. Figure 1: Programmable line (DN)/feature key and soft key labels 11

12 About the Nortel IP Phone 2004 Basic features The IP Phone 2004 supports the following features: 12 programmable feature keys: six (physical) user-defined feature key labels and six lines/features accessed by pressing the Shift key four soft keys (self-labeled) providing access to a maximum of 10 features Note: All IP Phone 2004 phones are not configured to support soft key functionality. Consult your system administrator. multi-field LCD display screen speaker for on-hook dialing or on-hook listening volume control bar for adjusting ringer, speaker, handset, and headset volume six specialized fixed keys: Quit Directory Message (Inbox) Outbox/Shift Services Expand to PC four call processing fixed keys: Hold Goodbye Handsfree Mute shared LAN access with a PC headset jack with On/Off key automatic network configuration hearing-aid compatibility 12

13 About the Nortel IP Phone 2004 Figure 2: IP Phone 2004 Telephone controls Note: Some IP Phone 2004 phones are equipped with optional key caps. Text in parenthesis indicates labels appearing on the key caps. For example, (Services). Use the Volume control bar to adjust the volume of the ringer, handset, headset, speaker, and the Handsfree feature. Press the right side of the rocker bar to increase volume, press the left side to decrease volume. 13

14 About the Nortel IP Phone 2004 Use the Primary Directory Number (DN) to access a single line and activate on-hook dialing. Programmable line (DN)/feature keys are extra DNs or feature keys used to access additional features. A steady LCD light beside a line (DN) key indicates that the line is active. A flashing LCD indicates that the line is on hold. A steady LCD light beside a feature key indicates that the feature is active. A flashing LCD indicates that the feature is being programmed. (Goodbye) Use the Goodbye key to terminate an active call. (Hold) Press the Hold key to put an active call on hold. Press the line (DN) key beside the flashing LED indicator to return to the caller on hold. (Msg/Inbox) Press the Message (Inbox) key to access your voice mailbox. Use the Navigation keys to scroll through menus and lists appearing on the LCD display screen. 14

15 About the Nortel IP Phone 2004 (Services) Press the Services key and use the navigation keys to access the following items: Telephone Options: Volume adjustment Contrast adjustment Language Date/Time OnHook Default Path Call Timer Display diagnostics Local DialPad Tone Ring type Change feature key label Set Information Password Admin: Station Control Password Display Network Diagnostics Utilities Note: Only your system administrator or service provider can use Display Network Diagnostics Utilities to perform Internet diagnostics. 15

16 About the Nortel IP Phone 2004 (Services) Continued Virtual Office Login and Virtual Office Logout (if Virtual Office is configured) Test Local Mode and Resume Local Mode (if Media Gateway 1000B is configured) Note 1: Press the Services key to exit from any menu or menu item. Note 2: The Password Admin menu many not be available on your IP Phone Consult your system administrator. Press the Headset key to answer a call using the headset or to switch a call from the handset or handsfree to the headset. Press the Speaker key to activate handsfree. The speaker LED indicator lights to indicate when handsfree is active. (Shift) Press the Outbox/Shift key to toggle between two feature key pages and to access an additional six lines/features and an additional 24 lines on the Nortel IP Phone KEM. (Directory) Press the Directory key to access directory services. 16

17 About the Nortel IP Phone 2004 (Mute) Press the Mute key to listen to the receiving party without transmitting. Press the Mute key again to return to two-way conversation. The Mute key applies to handsfree, handset, and headset microphones. The Mute LED indicator flashes when the Mute option is in use. (Quit) Press the Quit key to end an active application. Pressing the Quit key does not affect the status of calls currently on your telephone. Soft keys (self-labeled) are located below the LCD display screen. The LCD label above the key changes based on the active feature. Note: When a triangle appears before a soft key label, the feature is active. Press the More.. soft key to access the next layer of soft keys (self-labeled). When a message is left for the user, the Message waiting indicator flashes. Also, this indicator flashes when the telephone ringer is ON. (Expand) Use the Expand to PC key to access external server applications. 17

18 About the Nortel IP Phone 2004 Press the Copy key to copy entries to your Personal Directory from other lists, such as the Caller List, Redial List, Corporate Directory, etc. Telephone display The IP Phone 2004 has three display areas: The upper display area provides line and feature key status. The middle display area contains single-line information for items such as caller number, caller name, feature prompt strings, userentered digits, date and time information, and telephone information. The lower display area provides feature soft key label information. Figure 3 shows an idle LCD screen. Figure 3: IP Phone 2004 LCD screen 18

19 About the Nortel IP Phone 2004 Call features and Flexible Feature Codes System administration is required for call features and Flexible Feature Codes (FFCs). Contact your system administrator to configure these features and codes on your telephone. The Call features and FFCs must be assigned to your telephone and supported by system software. Security features Your Station Control Password (SCPW) enables the following security features: Electronic Lock to prevent others from making calls from your telephone. Password-protected telephone features (for example, Personal Directory, Redial List, and Callers List). Your initial SCPW is defined by your system administrator. Please contact your system administrator for detailed information. To change your password (SCPW): (Services) 1. Press the Services key. 2. Press the Up/Down keys to scroll and highlight Password Admin. 3. Press the Select soft key. 19

20 About the Nortel IP Phone Use the dialpad to enter your password at the prompt. 5. Press the Up/Down keys to scroll and highlight New Password. 6. Press the Select soft key. 7. Use the dialpad to enter the new password. 8. Press the Select soft key to accept the new password. Note: If you have been locked out of your IP Phone 2004, or have forgotten your SPCW, please contact your system administrator. Note: The default configuration for Password Protection is off. To turn Password Protection On/Off: (Directory) 1. Press the Directory key. 2. Press the Up/Down navigation keys to scroll and highlight Change Protection Mode. 20

21 About the Nortel IP Phone Use the dialpad to enter your password (if Password Protection is enabled). 4. Press the Enter soft key. 5. Press the Up/Down navigation keys to scroll and highlight one of the following: Enable Password Protection Disable Password Protection or 6. Choose one of the following soft keys: Yes to accept the selection. No to return to the Directory menu. 7. Press the Done soft key. 21

22 Entering and editing text Entering and editing text You can enter and edit text on your IP Phone 2004 using the following methods in conjunction with each other: Enter and edit text using the telephone dialpad Edit text using the soft keys Entering text using the telephone dialpad You can use the dialpad to enter text when you use features such as Personal Directory, Redial List and Callers List. For example, if you want to enter the letter A, press the number 2 key once. If you want to enter the letter C, press the number 2 key three times. Note: No letters are associated with the number 1 or the 0 keys. Editing text using the soft keys You can use soft keys to edit text when you use features such as Personal Directory, Redial List, and Callers List. To edit an entry in your Personal Directory, press the Directory key, and select the desired entry from your Personal Directory. To edit text: 1. Press the Edit soft key. 2. Press the Left/Right navigation keys to move through the text. 3. Select the appropriate editing soft key for the operation you want to perform. 4. If the key you want is not visible, press the More.. soft key to access the next layer of soft keys. 5. Press the Up navigation key to access the symbols. 22

23 Entering and editing text 6. Press the Left/Right navigation keys to move to a specific symbol. 7. Press the Choose soft key to select a symbol. 8. Press the Next soft key to submit your changes. Table 1 describes the soft key editing functions on the IP Phone Table 1: Editing soft key description Soft key Cancel Choose Clear Case Delete Done/Select/Enter More Description Action is cancelled. Select a symbol. Clear the input field. Switch the next character to either uppercase or lowercase. Backspace one character. Meaning depends on application. Access additional soft keys. 23

24 Connecting the components Connecting the components Before you begin CAUTION Damage to Equipment Do not plug the IP Phone 2004 into a regular telephone jack. This results in severe damage to the IP Phone. Consult your system administrator to ensure that you plug your telephone into a 10/100BaseT Ethernet jack. Connecting the phone components 1. Connect one end of the handset cord to the handset jack (identified with a handset icon) on the back of the telephone. Connect the other end to the jack on the handset. 2. Choose one of the following connections: a. For a telephone not sharing LAN access with a PC, connect one end of the CAT5 line cable to the LAN ethernet port located on the back of the telephone (identified with a LAN icon). Plug the other end of the CAT5 line cable into the IP network. b. For a telephone sharing LAN access with a PC, connect one end of the CAT5 line cable to the LAN ethernet port located on the back of the telephone (identified with a LAN icon) and the other end to the IP network. Insert a second CAT5 line cable into the PC ethernet port located on the back of the telephone (identified with a PC icon) and the other end into the computer's Ethernet port. 3. Contact your installation technician for the proper power option. This telephone can be powered by an AC adapter or over a LAN. 4. Thread the cord around the strain relief, retaining hook, and channel provided for a secure power connection. 5. Secure the telephone footstand to the telephone base. Use the angle grip on the top back of the telephone to change position. 24

25 Connecting the components Figure 4 shows connections on the IP Phone Figure 4: IP Phone connections 25

26 Configuring options Configuring options The IP Phone 2004 Services menu lists the following submenus: The Telephone Option menu enables you or your system administrator to configure telephone preferences. The Telephone Option menu offers the options shown in Figure 5 The Password Admin menu enables you or your system administrator to change the Station Control Password. The Virtual Office Login and Test Local Mode (for branch office) menus are listed when an IP Phone 2004 Class of Service is configured for Virtual Office and branch office. (For more information, page 106). Note: The Password Admin, Virtual Office Login, and Test Local Mode menus are not available on all IP Phone 2004 phones. Consult your system administrator. Figure 5: Telephone Option menu Volume adjustment... Contrast adjustment Language... Date/Time format... OnHook Default Path Display Diagnostics Local DialPad Tone Ring type... Change feature key label Set Info Call Timer Note: When an option has a sublist, an ellipsis (...) appears after the option. 26

27 Configuring options Using the Telephone Option menu Use the Telephone Option menu to access the following: Adjusting the volume on page 28 Adjusting the display screen contrast on page 29 Selecting a Language on page 30 Selecting date/time format on page 31 Enabling OnHook Default Path on page 31 Enabling/disabling Call Timer on page 32 Using Display Diagnostics on page 32 Choosing local dialpad tone on page 33 Choosing a ring type on page 34 Changing feature key labels on page 34 Viewing telephone information on page 36 To use the Telephone Option menu: (Services) 1. Press the Services key. 2. Press the Up/Down navigation keys to scroll and highlight Telephone Option. 3. Press the Select soft key. 27

28 Configuring options 4. Press the Up/Down navigation keys to scroll and highlight an option (for example, Language ). 5. Press the Select soft key. The display provides information required to adjust your selection. or 6. Choose one of the following: Press the Select soft key to save changes and return to the Telephone Option menu. Press the Cancel soft key to keep existing configurations. Adjusting the volume To adjust the volume, press the Services key and select Volume adjustment from the Telephone Option menu. Select Ringer, Handset, Handsfree, Headset, or Buzzer. To adjust the volume: 1. Press the Up/Down navigation keys to scroll and highlight one of the following: Ringer Handset listen Handsfree listen Headset listen Buzzer 28

29 Configuring options 2. Press the Select soft key. Down or Up 3. To increase or decrease the volume, do one of the following: or Press the Down/Up soft keys. Press the Up/Down navigation keys. 4. Choose one of the following: or Press the Select soft key to save the volume level and return to the Telephone Option menu. Press the Cancel soft key to keep existing configurations. Adjusting the display screen contrast To adjust the LCD display screen contrast, press the Services key and select Contrast adjustment from the Telephone Option menu. Note: If you have a Nortel IP Phone KEM attached to your telephone, adjusting the telephone s LCD display screen contrast also adjusts the display screen contrast configuration for the IP Phone KEM. 29

30 Configuring options To adjust the display screen contrast: Down or or Up 1. To increase or decrease the display contrast level, choose one of the following: Press the Down/Up soft keys. Press the Up/Down navigation keys. 2. Choose one of the following: or Press the Select soft key to save the changes and return to the Telephone Option menu. Press the Cancel soft key to keep existing configurations. Selecting a Language The display is available in multiple languages. To choose a language, press the Services key and select Language from the Telephone Option menu. To select a language: 1. Press the Up/Down navigation keys to scroll and highlight the desired language (for example, German [Deutsche]). or 2. Choose one of the following: Press the Select soft key to save the desired language and return to the Telephone Option menu. Press the Cancel soft key to keep existing configurations. 30

31 Configuring options Selecting date/time format Several date/time formats are available. Formats are based on the 12-hour and 24-hour clocks. To select a date/time format, press the Services key and choose Date/Time from the Telephone Option menu. To select date and time: 1. Press the Up/Down navigation keys to scroll and highlight the desired format. Sample formats appear on the upperright side of the display area. or 2. Choose one of the following: Press the Select soft key to save the format and return to the Telephone Option menu. Press the Cancel soft key to keep existing configurations. Enabling OnHook Default Path The Onhook Default Path option allows you to use a headset or the Handsfree feature to operate your IP Phone while it is on-hook.to enable OnHook Default Path, press the Services key and select OnHook Default Path from the Telephone Option menu. To enable OnHook Default Path: 1. Press the Up/Down navigation keys to highlight one of the following: Handsfree enable Headset enable 31

32 Configuring options or 2. Choose one of the following: Press the Select soft key. Press the Cancel soft key to keep existing configurations. Enabling/disabling Call Timer The call timer measures how long you are on each call. To enable or disable call timer, press the Services key and select Call Timer from the Telephone Option menu. To enable/disable Call Timer: or 1. Choose one of the following: To enable the call timer, press the On soft key. To disable the call timer, press the Off soft key. or 2. Choose one of the following: Press the Select soft key to save the configuration and return to the Telephone Option menu. Press the Cancel soft key to keep existing configurations. Using Display Diagnostics The Display diagnostics option tests the telephone s display screen and indicator lights.to access display diagnostics, press the Services key and select Display Diagnostics from the Telephone Option menu. 32

33 Configuring options To select Display diagnostics: 1. Press the Up/Down navigation keys to scroll through the list to view display capabilities. 2. Press the Cancel soft key to return to the Telephone Option menu. Choosing local dialpad tone The local dialpad tone option produces Dual-Tone Multi-Frequency (DTMF) sounds, a single tone, or no sound when you press a key on the dialpad. To choose a local dialpad tone, press the Services key and select Local DialPad Tone from the Telephone Option menu. To choose a Local DialPad Tone: 1. Press the Up/Down navigation keys to scroll and highlight one of the following dialpad tones: None to disable all tones. Short Click to enable a single tone for all keys. DTMF to turn on a separate DTMF tone for each key. or 2. Choose one of the following: Press the Select soft key to save the tone selection and return to the Telephone Option menu. Press the Cancel soft key to keep existing configurations. 33

34 Configuring options Choosing a ring type The Ring type option configures the telephone s ring tone. To choose a ring type, press the Services key and select Ring type from the Telephone Option menu. To select a Ring type: 1. Press the Up/Down navigation keys to scroll and highlight one of the ring types. 2. Press the Play soft key to sample the ring tone. 3. Choose one of the following: Press the Select soft key to save the ring type and return to the Telephone Option menu. Press the Stop soft key and use the Up/Down navigation keys to select a different ring type. Press the Cancel soft key to keep existing configurations. Changing feature key labels The Change feature key label option renames the label displayed next to each feature key or restores the default labels to the keys (collectively or individually). To rename feature key labels, press the Services key and select Change feature key labels from the Telephone Option menu. Note: If a feature key is configured as an autodial key, the label does not change if the autodial key configuration changes. 34

35 Configuring options To rename the labels: 1. Press the Select soft key. 2. Press the feature key that is being changed. Note: If you press a prime DN key, an error message displays. 3. Enter the new information for the feature key label. To enter special characters, press the Up navigation key. For information about entering text, refer to Entering text using the telephone dialpad on page 22. or 4. Choose one of the following: Press the Select soft key to save the changes and return to the Telephone Option menu. Press the Cancel soft key to keep existing configurations. Restore the default labels: To restore feature key labels, press the Services key and select Change feature key labels from the Telephone Option menu. 1. Press the Select soft key. 35

36 Configuring options 2. Use the Up/Down navigation keys to scroll and highlight one of the following: a. Restore all key labels Press the Yes soft key to change all feature keys to default values. b. Restore one key label Press the Select soft key. Press the feature key. Press the Yes soft key to change the selected feature key label to the default value. Note: When labels are changed to default values, you cannot undo the change. The label configurations must be re-entered. Viewing telephone information The telephone information option displays the following telephonespecific information: IP address Hardware ID of the IP Phone Current firmware version To view telephone information, press the Services key and select Set Info from the Telephone Option menu. To view telephone information: 1. Press the Up/Down navigation keys to scroll through the list to view telephone information. 36

37 Configuring options 2. Press the Cancel soft key to return to the Telephone Option menu. Configuring call log options Use the call log option to configure the following preferences: Configuring the Callers List log on page 37 Configuring New Call indication on page 38 Configuring Preferred Name Match on page 39 Configuring Area Code set-up on page 40 Configuring the Callers List log You can configure the Callers List to log all incoming calls or only unanswered calls. The default configuration is Log all calls. To log only unanswered calls, press the Services key and select Call Log Option from the Telephone Option menu. To log only unanswered calls: 1. Press the Up/Down navigation keys to scroll and highlight the Log Mode option. 2. Press the Select soft key. 3. Press the Up/Down navigation keys to scroll and highlight Log unanswered calls. 37

38 Configuring options or 4. Choose one of the following: Press the Select soft key to save the configuration. Press the Cancel soft key to keep existing configurations. Configuring New Call indication You can configure the IP Phone 2004 to display a message to indicate a new incoming call was received. The default configuration is On. To configure new call indication, press the Services key and select Call Log Option from the Telephone Option menu. To configure New Call indication: 1. Press the Select soft key to select Incoming Calls. 2. Press the Select soft key. 3. Press the Up/Down navigation keys to scroll and highlight New Call Indication. 4. Press the Select soft key. 38

39 Configuring options 5. Press the Up/Down navigation keys to scroll and highlight one of the following: New call indication off New call indication on or 6. Choose one of the following: Press the Select soft key to save the configuration. Press the Cancel soft key to keep existing configurations. Configuring Preferred Name Match You can configure the IP Phone 2004 to display the name of the caller as defined in your Personal Directory. The default configuration is Off. To configure Preferred Name Match, press the Services key and select Call Log Option from the Telephone Option menu. To configure Preferred Name Match: 1. Press the Up/Down navigation keys to scroll and highlight Preferred Name Match. 2. Press the Select soft key. 3. Press the Up/Down navigation keys to scroll and highlight one of the following: Preferred name match on Preferred name match off 39

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