T3 Comfort connected to IP Office

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1 elephony IP T Contact Centers Moblty Servces T3 Comfort connected to IP Offce Benutzerhandbuch User s gude Manual de usuaro Manuel utlsateur Manuale d uso Gebrukersdocumentate

2 Contents Content Famlarse yourself wth your telephone Important notes... 3 Your T3 (IP) Comfort at a glance... 7 The keys at a glance... 8 Commssonng the T3 IP telephone... 9 Basc rules of operaton Telephonng as usual Answerng calls Call someone Makng several connectons Telephonng wthout recever Telephonng wth ease Usng the call lst Dvertng calls (IP Offce) See charges (IP Offce) Lockng the telephone Telephonng wth partners Usng the drectory Loggng nto another telephone (Hot Deskng) Customsng your telephone Settng audo, contrast and language Assgnng functons/call numbers to keys Changng general settngs IP-specfc settngs Add-on equpment* Lnks* The DSS module Headset Consult the manual as requred Telephone functons and symbols Menu overvew Troubleshootng Index

3 Important notes Famlarse yourself wth your telephone Important notes Famlarse yourself wth your telephone Whch systems can you connect your telephone to? Ths telephone s only ntended for connecton to telecommuncatons systems from Avaya. It must not be connected drectly to a PSTN. Declaraton of conformty We, Avaya GmbH & Co. KG, declare that the T3 Comfort telephone comples wth the basc requrements and other relevant rules n accordance wth drectve 1999/5/ EU (Rado and Telecommuncaton Termnal Equpment, R&TTE). Ths telephone s ntended for connecton to dgtal nterfaces of Avaya telecommuncatons systems and meets the fundamental requrements formulated n EC drectve 1999/5/EC (Rado and Telecommuncaton Termnal Equpment, R&TTE). The desgn of ths telephone makes t unsutable for drect operaton on nterfaces of publc telephone networks. If any problems should occur durng operaton, please ntally contact your specalst dealer or your system admnstrator. The complete Declaraton of Conformty can be requested at the followng Internet address: or look for "Conformty" n the ndex. Declaraton of Conformty IP We, Avaya GmbH & Co. KG, declare that the T3 IP Comfort telephone comples wth the basc requrements and other relevant rules n accordance wth drectve 1999/5/ EU (Rado and Telecommuncaton Termnal Equpment, R&TTE). Ths telephone s desgned for connecton to Ethernet/LAN nterfaces of IP-compatble telecommuncatons systems from Avaya and comples wth the fundamental requrements formulated n drectve 1999/5/EU (R&TTE). Avaya cannot guarantee successful operaton of the telephone n LAN or Intranet envronments n whch no Avaya telecommuncatons system s present. Declaraton of Conformty (Lnks) When usng lnks and DSS modules: Ths lnk / DSS module s ntended for connecton to T3 telephones and meets the fundamental requrements of EC drectve 1999/5/EC (Rado and Telecommuncaton Termnal Equpment, R&TTE). The desgn of ths Lnk/DSS module makes t sutable for use wth T3 telephones only. 3

4 Famlarse yourself wth your telephone Important notes Lcense Software Lcense USE OR INSTALLATION OF THE PRODUCT INDICATES THE END USERíS ACCEPTANCE OF THE TERMS SET FORTH HEREIN AND THE GENERAL LICENSE TERMS AVAILABLE ON THE AVAYA WEBSITE AT support.avaya.com/lcenseinfo/ ("GENERAL LICENSE TERMS"). IF YOU DO NOT WISH TO BE BOUND BY THESE TERMS, YOU MUST RETURN THE PRO- DUCT(S) TO THE POINT OF PURCHASE WITHIN TEN (10) DAYS OF DELIVERY FOR A REFUND OR CREDIT. Avaya grants End User a lcense wthn the scope of the lcense types descrbed below. The applcable number of lcenses and unts of capacty for whch the lcense s granted wll be one (1), unless a dfferent number of lcenses or unts of capacty s specfed n the Documentaton or other materals avalable to End User. "Desgnated Processor" means a sngle stand-alone computng devce. "Server" means a Desgnated Processor that hosts a software applcaton to be accessed by multple users. "Software" means the computer programs n object code, orgnally lcensed by Avaya and ultmately utlzed by End User, whether as stand-alone Products or prenstalled on Hardware. "Hardware" means the standard hardware Products, orgnally sold by Avaya and ultmately utlzed by End User. Lcense Type(s): Desgnated System(s) Lcense (DS). End User may nstall and use each copy of the Software on only one Desgnated Processor, unless a dfferent number of Desgnated Processors s ndcated n the Documentaton or other materals avalable to End User. Avaya may requre the Desgnated Processor(s) to be dentfed by type, seral number, feature key, locaton or other specfc desgnaton, or to be provded by End User to Avaya through electronc means establshed by Avaya specfcally for ths purpose. Thrd-party Components Certan software programs or portons thereof ncluded n the Product may contan software dstrbuted under thrd party agreements ("Thrd Party Components"), whch may contan terms that expand or lmt rghts to use certan portons of the Product ("Thrd Party Terms"). Informaton dentfyng Thrd Party Components and the Thrd Party Terms that apply to them s avalable on Avayaís web ste at: support.avaya.com/thrdpartylcense/ Tps on phone locaton Place the telephone on a non-slp surface, especally f the furnture s new or has recently been cleaned or polshed. Varnshes or cleanng agents may contan substances whch soften the base parts of your telephone, and softened bases can leave undesrable marks on furnture. Avaya cannot assume lablty for damages of ths knd. 4

5 Important notes Repars Famlarse yourself wth your telephone The equpment may only be opened or repared by a qualfed techncan. Do not open the telephone yourself. Dong so could damage the unt and cause t to malfuncton. What you should defntely read You should defntely read the followng sectons. These sectons explan all the parts of your telephone. You wll fnd out how to use your telephone. Overvew of your telephone ( p. 7) Basc rules of operaton ( p. 11) You wll often fnd ths nformaton lne at the end of a secton or chapter. It contans addtonal nformaton that wll help you to make better use of the functons. Addtonal functons Functons marked by an * are not actvated as standard for your telephone. If you wsh to use one of these functons, please contact your system admnstrator.... telephonng made easy You can make the followng settngs mmedately or durng your frst telephone calls: TheVolume ( p. 50) for rngng, for the recever and the settngs for Handsfree ( p. 51) to your surroundngs. Adaptng the contrast of the dsplay ( p. 50) to the lghtng condtons where you are. Selectng whch Language ( p. 52) should be used for all dsplays. The languages avalable are Englsh, German, French, Spansh, Dutch and Italan. Savng frequently used numbers n the drectory ( p. 45). You can modfy the ndvdual drectory entres yourself. User manual n other languages Would you prefer to read these operatng nstructons n a dfferent language? Va our homepage you can access our document database. Look there to fnd out whether the language verson you want s avalable for download. 5

6 Famlarse yourself wth your telephone Important notes Always dspose of old equpment correctly - keep our envronment tdy Old electrcal and electronc equpment marked wth ths symbol can contan substances hazardous to human bengs and the envronment. Never dspose of these tems together wth unsorted muncpal waste (household waste). In order to protect the envronment, publc collecton ponts have been set up to ensure the correct dsposal of old electrcal and electronc equpment marked wth ths symbol. To reduce the rsk of these substances beng released nto the envronment and to reduce the burden on natural resources, t s also possble to partcpate n Avaya s used equpment return system. Ths system ensures the correct recyclng of old equpment as well as the re-utlsaton of ndvdual components. 6

7 Famlarse yourself wth your telephone Your T3 (IP) Comfort at a glance Your T3 (IP) Comfort at a glance 1 Dsplay 2 Level swtch for dsplay keys 3 Clear key 4 Arrow keys for navgaton around the dsplay 5 OK key 6 Escape key 7 Cover wth alpha keypad underneath 8 Dgt keys wth letters 9 Functon keys partally wth LED 10 Volume/Contrast keys 11 Call ndcator 12 Dsplay keys for destnatons, functons and partners 7

8 Famlarse yourself wth your telephone The keys at a glance The keys at a glance... Dgt keys wth letters: For dallng call numbers and enterng codes. The alphabetc labellng allows you to dal wth letters (vanty numbers). Star and hash: For specal functons Escape: Ends the current connecton durng a call and also cancels entres (the next hgher menu level then appears on the dsplay). Clear: Deletes the character above the marker. If the marker comes after the last character, the last character s deleted. Arrow up / down: Moves the cursor up or down n the dsplay. + / -: Increases or decreases the volume or contrast. Arrow left / rght: Moves the cursor to the left or rght n the dsplay. Enter: Opens a selected menu tem or confrms an nput. Swtch level: Actvates the next level for the dsplay keys. Functon keys: 10 dsplay keys below the dsplay. 12 user-defnable functon keys next to the numerc block, 6 of these wth LEDs. 5 fxed functon keys: Menu (the key s well accentuated on the top), handsfree/ montorng, mute (swtch off mcrophone), redal and hold. Bult-n alphabetc keypad: for convenent text entry. The default assgnment for the functon keys s prnted on the enclosed label strps. 8

9 Famlarse yourself wth your telephone Commssonng the T3 IP telephone Commssonng the T3 IP telephone Please read and follow the followng nstructons regardng the commssonng of an IP telephone. Connectng and regsterng the telephone ( p. 10) Modfyng language for the regsterng procedure and IP settngs ( p. 10) IP-specfc settngs are descrbed n separate chapters ( p. 65) user manual. 9

10 Famlarse yourself wth your telephone Commssonng the T3 IP telephone Connectng and regsterng the T3 IP telephone After connectng to the LAN (Local Area Network) and to the power supply (only f the telephone s not powered va the LAN), the telephone software s actvated and subsequently searches automatcally for a gatekeeper (responsble for access authorsaton). A gatekeeper s normally found. If ths s the case, the regstraton wndow appears next:... Enter extenson number. Scroll to thepin menu tem. Enter PIN. No PIN s allocated to the IP Offce n delvery condton. Confrm selecton. The dle dsplay appears next. You can now also be reached under the number you have entered (extenson number). You can changelanguage ( p. 10) for the regstraton procedure. If you have cancelled regstraton (.e. you have exted the regstraton wndow va the Escape key) n order to change or vew settngs n the menu, you can reregster va the User admnstraton menu tem. Selectng the language for the regsterng procedure and IP settngs If your telephone has not yet been regstered, you can choose between 11 dfferent languages (German/Englsh/French/Italan/Spansh/Dutch/Hungaran/Slovenan/ Polsh/Czech/Russan): Press the "Menu" functon key. Scroll to the "Swtch language" menu tem. Confrm selecton. Select the desred language, e.g. Englsh. Confrm selecton. When frst settng up your telephone you can choose your preferred language n other ways: When the regstraton wndow appears, press the Escape key twce. "D/GB/F/I/E/NL..." appears. Subsequently select your preferred language. "D/GB/F/I/E/NL..." dsappears once the language has been changed. 10

11 Basc rules of operaton Famlarse yourself wth your telephone Basc rules of operaton You can select and use most of the functons usng the menu. To make operaton easer, you can assgn frequently used functons to the functon keys. Some keys have already been assgned functons n ther factory settngs. Selectng functons n the menu Press the "Menu" functon key. or scroll to the desred menu tem. Confrm your selecton. The selected functon s dsplayed. A submenu also appears n many cases. You can scroll n the submenu just as you can n the menu. s You can fnd all the functons n the menu overvew ( p. 76). Cancellng or extng an operaton If you have made an nput or parameter error: Press (several tmes f necessary) to cancel the procedure. You then move up one menu level or go to the dle dsplay. Settngs whch you have changed usng the OK key cannot be reset wth the Escape key. The dsplay helps you The dsplays gude you through operaton step by step. The dsplay provdes you wth a great deal of nformaton, such as the status of your current connecton. The phone number of all external ISDN callers appears n the dsplay, assumng they have not dsabled call number ID dsplay. Ths allows you to see who s callng. If name and call number of the caller have been stored n your telecommuncatons system, you wll see the caller s name. The 10 dsplay keys can be assgned dfferent functons. You can read the current functon of each key n the dsplay. 11

12 Famlarse yourself wth your telephone Basc rules of operaton What does the dle dsplay show? The dle dsplay shows: Your name and call number Day, date and tme Assgnment of dsplay keys The dsplay key level Status messaged f requred Status messages If requred, your telephone dsplays addtonal text n the dle dsplay. Ths happens when there s mportant nformaton for you (e.g. new entry n the call lst) or you have actvated specal functons (e.g. "Dvert to"). You can call the assocated menu tem drectly from a status message, e.g. to change the settng. Scroll to the desred status message. Confrm your selecton. Dsplay keys Your telephone has 10 specal functon keys, the dsplay keys. The current allocaton of each key s shown n the dsplay. Examples You can call Partner 1 (= Part 1) usng the top left key. If you press the second key n the bottom row, the call lst appears. 12

13 Basc rules of operaton Dsplay keys n several levels Famlarse yourself wth your telephone The dsplay keys of the frst level can be assgned partners or any desred functons. Normally, you wll see the frst level dsplayed. You can assgn destnatons to dsplay keys n other levels. You can change between the levels usng the "Swtch level" key. The T3 Comfort has a maxmum of 8 dfferent levels. The level tabs show you whch level s n use. Level 2 s actve n the llustraton. Press. The next level of the dsplay keys wll be shown. The current destnatons are shown n the dsplay. Press. Return to the frst level. 13

14 Famlarse yourself wth your telephone Basc rules of operaton Enterng text Your telephone has ts own keypad wth letter keys ( p. 7). The keys are arranged n a smlar manner to a computer keyboard. The default layout corresponds to the letters prnted n whte on the keys. For upper case letters, the shft key (up arrow) must be held down. Specal characters are shown n blue. For specal characters, the ALT key must be held down. Country-specfc specal characterstcs can be created as follows: Frst select the specal dacrtc character shown n blue (e.g. an accent). Then enter the normal letter for that key. Example: You want to enter the character Á. Press and hold the ALT key. Press (above the D) on the mddle row of keys. Release both buttons. Press and hold the Shft key. Press the A key. Release both buttons. The character Á wll be shown n the dsplay. If you have a telephone wth an unprnted alphanumerc keypad ( p. 53) you must place a keypad template over the alphanumerc keypad. The approprate letters and symbols are prnted on the template. 14

15 Answerng calls Telephonng as usual Answerng calls Telephonng as usual You can lft the recever and speak wth the caller as usual. If another subscrber wthn your system receves a call, you can pck up the call at your phone. It s also possble to answer calls usng the handsfree key and then to telephone wth the recever on-hook. You can set your telephone to actvate handsfree mode automatcally when t receves an nternal call. You wll not need to lft the recever, but can mmedately start speakng to the caller (automatc handsfree when called ( p. 59)). It s also possble to reset calls, rather than answer them mmedately. Ths allows you to complete any operatng procedures you have already started (e.g. edtng a drectory entry). You can also dvert a caller wthout answerng the call. If you receve unwanted anonymous calls, you can let the number of the caller be dentfed (trap call). If you receve a call ( p. 16) Answerng a call for a partner ( p. 16) If another telephone rngs (pck-up) ( p. 16) If a group s beng called (group pck-up) ( p. 16) Call durng a conversaton (call watng) ( p. 17) Call durng a programmng procedure ( p. 17) Forward ( p. 17) Trap call* ( p. 18) 15

16 Telephonng as usual Answerng calls If you receve a call Your telephone rngs. The call s shown n the dsplay. s Lft the handset. Telephonng wthout the recever: Press the "Handsfree/Montorng" functon key. When you receve a dverted call, you wll be shown the number or the name that the caller has dalled. If you do not want the caller to hear what s beng sad at your end, press the "Mute" key. The opposte party wll be able to hear you agan after pressng ths key agan. Answerng a call for a partner If you have assgned a partner to a functon key or dsplay key: A partner s beng called. Press the dsplay key or functon key for the partner beng called. Lft the handset. If another telephone rngs (pck-up) Another telephone rngs. Press the "Pck-up" functon key.... Enter the number of the rngng telephone. Lft the handset. You can now talk wth the caller. If a group s beng called (pck-up) A group s beng called. A group member s telephone rngs. Press the "Pck-up" functon key. It dsplays all the groups of whch you are a member. s Scroll to a group of whch the rngng telephone s a member. Lft the handset. You can now talk wth the caller. Instead of selectng the group, you can also enter the group call number drectly. 16

17 Answerng calls Call durng a conversaton (call watng) Telephonng as usual You are on the phone. Someone else calls you. You hear a sngle rngng tone. The caller s shown as the top tem on the menu. Answerng a call. The frst caller s watng and cannot hear your conversaton. In order for a second caller to be dsplayed, call watng has to be actvated. Call durng a programmng procedure You receve a call but want to fnsh what you are dong on your telephone frst. You are programmng your phone. A call arrves. Scroll to the Place call on hold menu tem. Confrm your selecton. You can contnue wth your programmng. After completon, the held call wll be shown. Forward You receve a call and wsh to dvert the call to a dfferent phone number: Scroll to the Follow me to menu tem. Confrm your selecton.... Enter the external call number to whch calls are to be dverted. The call s dverted. 17

18 Telephonng as usual Answerng calls Trap call* You are talkng wth an external caller. "Telephone number suppressed" s dsplayed nstead of the caller s name or number. If you would lke to know the caller s number, you can regster for ths wth your network provder. Scroll to the Trap call menu tem. Confrm selecton. The message "Call regstered" s dsplayed. The phone number of the caller s now stored wth your network provder. You wll have to apply to your network provder to use trap call and there wll be a charge for ths servce. You can only use trap call when the external lne beng used supports ths feature. Please ask your network provder how they wll nform you of a number whch has been dentfed. 18

19 Call someone Telephonng as usual Call someone You can use the telephone as usual wthn and outsde your telephone system: Dal the nternal extenson number or external call number drectly. You can use the dsplay keys to redal the 10 most recently called numbers and to dal frequently requred numbers. If a number s busy, you can be automatcally called back when the lne s free agan. You can cut n on another call wthn your system, f you have somethng urgent to tell one of the subscrbers. If you do not want the person you are callng to see who s callng, you can call anonymously. You can also page subscrbers n your telephone system va the loudspeakers ftted n the telephones. You can talk to ndvdual subscrbers or groups. Makng a call wthn and outsde your telephone system ( p. 20) Makng a call wth one key stroke ( p. 20) Redallng ( p. 20) Auto callback* ( p. 21) Jonng another call (cut-n)* ( p. 21) Anonymous callng ( p. 22) Pagng ( p. 22) Many telephone systems requre a specal dal code to be predalled for external calls, the so-called external lne code. You can obtan more nformaton from your system admnstrator. 19

20 Telephonng as usual Call someone Makng a call wthn and outsde your telephone system s... Enter the desred number. Lft the handset. You can, of course, pck up the handset frst and then dal the number. However, n ths case you cannot correct an nput error. If you have deactvateddrect dal ( p. 60), you can correct nput errors before dallng. If necessary, you have to predal an external lne code for external calls. For more nformaton, contact your system admnstrator. Makng a call wth one key stroke Press the dsplay key or functon key for the desred subscrber. Lft the handset. You can assgn numbersto keys yourself. Redallng You can redal one of the last 10 numbers called. Press the "Redal" functon key. Scroll to the desred number, e.g Lft the handset. 20

21 Call someone If the person you have called cannot be reached (auto callback)* The number you called s busy. Scroll to the Callback menu tem. Confrm selecton. Telephonng as usual Replace the handset. Your telephone rngs as soon as the other lne s free. Lft the handset when your telephone rngs. The other lne s called automatcally by the telephone system. In the case of external calls, you can only use "Auto callback" f the network provder, type of system connecton and connected party support t. For nternal calls, you can also ntate "Auto callback" f the extenson dalled was not busy and the call was not pkked up. Jonng another call (cut-n)* You call an nternal extenson. The user already has a call. You want to cut n on the call: Scroll to the Cut-n menu tem. Confrm your selecton. All subscrbers hear a cut-n tone. You are now ncluded n the conversaton and can gve the subscrbers your message. Cut-n s only possble wthn your system. It must be enabled for your telephone and the target telephone. If you requre ths opton, contact your system admnstrator. Endng the cut-n: Replace the handset or press the Escape key. 21

22 Telephonng as usual Call someone Anonymous callng... Enter the desred number. Scroll to the Anonymous call menu tem. Confrm "anonymous callng". Lft the handset. Your call partner cannot see your number. "Anonymous callng" must be supported by your network operator. Pagng Press the "Menu" functon key. Scroll to the Pagng menu tem. Confrm your selecton.... Enter the call number or group number whch you want to page. Lft the handset. You can now carry out pagng. The ndvdual subscrber or all the group members can now hear you. Instead of enterng a group number, you can also select a dsplayed group and confrm t va the OK key. You wll only hear the pagng announcement n your handset after pckng t up. 22

23 Makng several connectons Telephonng as usual Makng several connectons You can also accept another call whle you are already on the phone (Call watng ( p. 61)). You can speak to several partes alternately and swtch back and forth between them as you wsh. You can speak wth several callers smultaneously (conference). Consultaton durng a call (hold) ( p. 24) Swtchng between two external callers (brokerng) ( p. 24) Forwardng callers ( p. 24) Forwardng addtonal callers ( p. 25) Conference - 3 partcpants ( p. 25) Conference - several partcpants ( p. 26) Connectng conference partners wth each other ( p. 26) 23

24 Telephonng as usual Makng several connectons Consultaton durng a call (hold) Durng a call: Press the "Hold" functon key. The caller wats and cannot hear what you say.... Enter the number you wsh to hold. Carry out hold conversaton. If necessary, dsconnect the hold extenson. Scroll to the Return to... menu tem. Confrm your selecton. You wll now be able to talk to the frst party agan. The other party s on hold. You can also call the hold extenson wth a functon key f t s set up as a partner key or s assgned to that extenson number (Destnaton key). Swtchng between two external callers (brokerng) If you want to speak wth a call party (e.g ) who has been put on hold: Scroll to the Back to menu tem. Confrm your selecton. The other caller s now watng. Forwardng callers Your caller wshes to be connected to another extenson: Press the "Hold" functon key. The caller wats and cannot hear what you say.... Enter the number to whch you want to forward the call. Replace the handset. The hold extenson wll be connected to the frst caller. s You do not need to wat untl the hold extenson pcks up the call. 24

25 Makng several connectons Forwardng addtonal callers Someone calls you whle you are on another call, e.g. from : Scroll to the Call menu tem. Telephonng as usual Confrm your selecton. You are connected to the second caller. The frst caller s on hold and cannot hear your other conversaton. Now you want to forward the addtonal caller, e.g. to call number 1234: Press the "Hold" functon key. Enter the number of the extenson you want to connect the caller to, n ths example You can now announce the caller. The frst party s watng. Scroll to the Transfer call to menu tem. Confrm your selecton. You wll now be able to talk to the frst party agan. Conference operaton - addng a party to a call Durng a call (e.g. wth ): Press the "Hold" functon key. The other party s on hold.... Enter the number of second conference partcpant. When you are connected to ths subscrber, you can ntate the conference. s Scroll to the Conference menu tem. Confrm your selecton. Endng the conference: Any partcpant can swtch out of the conference. Replace the recever. If the thrd subscrber whom you are callng does not answer, select the Return to subs... menu tem to return to the frst partcpant. 25

26 Telephonng as usual Makng several connectons Conference wth more than three partes You are telephonng wth the frst call partner who wshes to partcpate n the conference: Press the "Hold" functon key. The other party s on hold.... Enter the number of second conference partcpant. Wat untl you are connected to ths subscrber. Press the "Hold" functon key agan. The two ntal partes are put on hold. In case further partes call and are also put "on hold". Scroll to the Conference menu tem. Confrm your selecton. You are now n a conference wth all the partes who were on hold. s Endng the conference: Any partcpant can swtch out of the conference. Replace the handset. If the new subscrber you are callng does not answer: Select the Return to subs... menu tem to return to the watng partcpant. Connectng conference partners wth each other Durng the conference: Replace the handset. 26

27 Telephonng wthout recever Telephonng as usual Telephonng wthout recever You can actvate the loudspeaker of your telephone n order to hear the caller wthout havng to use the handset. You can also make a call wth handsfree. You do not then need to pck up the recever. You can also actvate handsfree mode durng a call and then contnue the conversaton wth the recever on-hook. Montorng / Handsfree ( p. 28) Makng a call wth the recever on-hook (handsfree) ( p. 28) Handsfree - endng a call ( p. 28) Tps for handsfree montorng and handsfree callng ( p. 29) 27

28 Telephonng as usual Telephonng wthout recever Swtch on montorng/handsfree durng a call Whle telephonng wth the recever lfted: Swtchng to montorng: Press the "Handsfree/Montorng" functon key (LED lghts up). You can then hear the caller through the bult-n loudspeaker. Swtchng to handsfree: Press the "Handsfree/Montorng" functon key agan (LED flashes). The bult-n mcrophone s actvated. You can replace the handset and speak handsfree. Adjustng the loudspeaker volume: Press keys + and. Makng a call wth the recever on-hook (handsfree)... Enter the desred number. Press the "Handsfree/Montorng" functon key (LED flashes). When the desred party answers, you can hear them out loud and you can also talk to them wth the recever on-hook. The LED next to the functon key flashes whenever you swtch to handsfree. If you want to make a handsfree call, you can also select the number from the call lst or the redal lst. Handsfree - contnung the call usng the recever Durng a handsfree call: Lft the recever (LED goes out). Handsfree - endng a call Whle you are telephonng handsfree wth the recever on the hook: Press the "Handsfree/Montorng" functon key (LED goes out). You can also end the call wth the Escape key. 28

29 Telephonng wthout recever Tps for handsfree montorng and handsfree callng Telephonng as usual Perhaps you can t remember whether call montorng or handsfree are actually actvated? Here are a couple of smple tps: If the recever s not on the hook, the "Handsfree/Montorng" functon key toggles between call montorng (LED on), handsfree (LED flashng) and normal telephone operaton (LED off). None of these wll end the call. If, however, the recever s on the hook, the call wll be ended the next tme the key s pressed! 29

30 Telephonng wth ease Usng the call lst Usng the call lst Telephonng wth ease If you do not answer a call t s stored n the call lst wth the tme and date. You can dsplay ths lst at any tme and return calls to the subscrbers entered n t. The call lst also dsplays all the calls whch have been made. The lst contans the 10 most recent entres. Selectng an entry from the call lst ( p. 31) Deletng an entry ( p. 31) Deletng all entres ( p. 31) Symbols n the call lst ( p. 32) 30

31 Usng the call lst Selectng an entry from the call lst Press the "Call lst" functon key. Scroll to the desred entry, e.g Telephonng wth ease s Lft the handset. If you call an entry from the call lst, the entry s automatcally deleted. Deletng an entry Press the "Call lst" functon key. Scroll to the entry you want to delete, e.g Delete entry. Deletng all entres Press the "Call lst" functon key. Scroll to the Delete all menu tem. Confrm your selecton. 31

32 Telephonng wth ease Usng the call lst Symbols n the call lst Examples of an entry n the call lst:! Th :13 2* Wagner :34 Clark We : We :31 Meanng! New entry whch has not yet been vewed Entry whch has already been shown Call that you have had wth an external caller Phone number of caller Clark Caller s name We :31 Day and tme of last call 2* The caller called twce Wagner 14 In the case of a call dverson to your telephone: Caller and the number of the telephone whch has dverted Overlong entres wll not ft n ther entrety n the dsplay. You can vew the complete call lst entry wth the left and rght arrows. You can accept a call lst entry ( p. 47) nto the drectory. 32

33 Dvertng calls (IP Offce) Telephonng wth ease Dvertng calls (IP Offce) You can dvert ncomng calls to another extenson. You may have calls dverted to your telephone from another connecton. You can actvate forward uncondtonal to a prevously entered phone number. You have the choce whether ths should always take place, only f the telephone s busy or only f the telephone s not answered wthn a specfed tme perod. You can also set ths up for other telephones f you have the authorsaton to do so. You can also let a call sgnal at two telephones at the same tme, e.g. at your offce telephone and at your GSM moble phone. Dvertng calls for your telephone ( p. 34) Dvertng calls to your telephone ( p. 34) Forward, deactvatng ( p. 34) Forward uncondtonal ( p. 35) Forward uncondtonal after tme and f busy ( p. 35) Deletng forward uncondtonal destnaton ( p. 36) Forwardng calls for another telephone* ( p. 37) Sgnallng a call at two telephones (moble twnnng*) ( p. 38) The tme that elapses before forward uncondtonal "after tme" takes place s set n the system. 33

34 Telephonng wth ease Dvertng calls (IP Offce) Dvertng calls for your telephone Press the "Menu" functon key. Scroll to the Dvert call menu tem. Confrm selecton. Scroll to the Dvert call to menu tem. Confrm selecton. Enter the call number to whch you want to dvert calls, e.g. to Confrm the number. The followng status appears n the dsplay Dvert call to Informaton You can also press an approprate destnaton or partner key nstead of enterng the call number. Dvertng calls to your telephone Press the "Follow me here" functon key. Enter the nternal number of the subscrber for whom you want to set up call dverson to your own telephone, e.g. from Confrm the number. The status ndcaton of the dverted telephone Dvert to 1234 appears n the dsplay. Forward, deactvatng In the status menu: Scroll to the desred call dverson, e.g. Follow me to 1234 Confrm your selecton. Scroll to the Deactvate menu tem. Delete call dverson. 34

35 Dvertng calls (IP Offce) Forward uncondtonal Press the "Forward uncondtonal" functon key. Telephonng wth ease Enter the call number or, f necessary, correct the one dsplayed to whch the calls are to be forwarded (e.g. to 1234). An addtonal external lne code probably has to be predalled for an external call number (usually "0"). Scroll to the On menu tem. Confrm your selecton. The entry Follow me to appears n the status messages. Forward uncondtonal after tme and f busy Press the "Menu" functon key. Scroll to the Forward menu tem. Confrm your selecton. Scroll to the Forward on busy/na menu tem. Confrm your selecton. Enter the call number or, f necessary, correct the one dsplayed to whch the calls are to be forwarded (e.g. to 1234). An addtonal external lne code probably has to be predalled for an external call number (usually "0"). If necessary, scroll to the If free (after tme) or If busy menu tem. Confrm your selecton. The entry Follow me to 1234 appears n the status messages. In addton, a clock symbol s shown for forward uncondtonal "If free" and a B for forward uncondtonal "If busy". You can smultaneously actvate forward uncondtonal after tme and f busy. Calls are forwarded to the same call number. You can forward calls "after tme" and "f busy" to a dfferent call forwardng staton than the one used for "normal" forward uncondtonal. As standard, only the calls whch are specfcally for your telephone are forwarded. You can also dvert the calls whch you receve as a member of a group. In the Forward > Forward uncondtonal menu set the menu tem Forward group calls to "On". 35

36 Telephonng wth ease Dvertng calls (IP Offce) Deletng forward uncondtonal destnaton Press the "Menu" functon key. Scroll to the Forward menu tem. Confrm your selecton. Scroll to the Forward uncondtonal or Fwd. uncond. busy/after tme menu tem. Confrm your selecton. Scroll to the Delete menu tem. Confrm your selecton. The call number has been deleted. Even f you deactvate forward uncondtonal, the entry for the forward uncondtonal destnaton stll remans. 36

37 Dvertng calls (IP Offce) Forward uncond. for another telephone* Press the "Menu" functon key. Scroll to the Forward menu tem. Confrm your selecton. Scroll to the Forward uncondtonal for menu tem. Confrm your selecton. Telephonng wth ease Enter the nternal number of the subscrber for whom you want to set up call dverson to your own telephone, e.g. from Confrm your entry. Enter the PIN for ths subscrber, e.g Scroll to the Forward uncondtonal or Fwd. uncond. busy/after tme menu tem. Confrm your entry. Enter the call number or, f necessary, correct the one dsplayed to whch the calls are to be forwarded (e.g. to 1234). An addtonal external lne code probably has to be predalled for an external call number (usually "0"). If necessary, scroll to the If free (after tme) or If busy menu tem. Confrm your selecton. You can also press an approprate destnaton or partner key nstead of enterng the call number. 37

38 Telephonng wth ease Dvertng calls (IP Offce) Sgnallng a call at two telephones (moble twnnng*) Press the "Menu" functon key. Scroll to the Call dverson menu tem. Confrm selecton. Scroll to the Twnnng menu tem. Confrm selecton.... enter the external number of the telephone whch should also rng when a call s receved, e. g Confrm the number. The followng status appears n the dsplay of the telephone Twnnng (on). Now f your T3 telephone s called, the external telephone also rngs. You can take the call on both telephones. If twnnng s assgned to a dsplay or functon button, the dsplay flashes f you answer a call on your moble phone. You can transfer the call to your T3 telephone wth one press of ths button. 38

39 See charges (IP Offce) Telephonng wth ease See charges (IP Offce) Durng a call you can have the currently ncurred charges, converted to your local currency, shown n the dsplay ( p. 61). You can vew the charges for your most recent call. Your call charges ncurred snce the last reset are totalled and stored n the telephone system. Vewng the charge for the last call ( p. 40) Vewng the sum of the charges ( p. 40) Resettng the call charge meter ( p. 40) Charges can only be dsplayed f your network operator supports ths. For techncal reasons, the charges dsplayed may dffer from those calculated. In the case of a conference wth two external subscrbers, the sum of the charges for both external connectons s shown. Charges whch are ncurred by an external call dverson appear as a message. 39

40 Telephonng wth ease See charges (IP Offce) Vewng the charge for the last call Press the "Menu" functon key. Scroll to the Charges menu tem. Confrm selecton. The charge for the last call, e.g. Last call 1.19 s dsplayed. Vewng the sum of the charges Press the "Menu" functon key. Scroll to the Charges menu tem and confrm. Scroll to the Total menu tem. The sum of the charges so far, e.g. Total s dsplayed. Resettng the call charge meter Press the "Menu" functon key. Scroll to the Charges menu tem and confrm. Scroll to the Reset menu tem and confrm. 40

41 Lockng the telephone Telephonng wth ease Lockng the telephone You can protect your telephone aganst unauthorsed use by lockng t wth a PIN (Personal Identfcaton Number). You can enter ths PIN yourself and also change t at any tme. It s stll possble to answer all ncomng calls and dal nternal numbers when the telephone s locked. Changng the PIN (Personal Identfcaton Number) ( p. 42) Lockng the telephone ( p. 42) Unlockng the telephone ( p. 42) 41

42 Telephonng wth ease Lockng the telephone Changng the PIN (Personal Identfcaton Number) Press the "Menu" functon key. Scroll to the Lock menu tem. Confrm your selecton. Scroll to the Set PIN menu tem. Confrm your selecton.... Enter the current PIN.... Enter the new PIN. Confrm PIN. s No PIN s allocated upon delvery. The PIN may be up to 31 characters long. If you make a mstake when enterng your PIN: Press the Escape key and start agan from the begnnng. Lockng the telephone Press the "Menu" functon key. Scroll to the Lock menu tem. Confrm your selecton. Scroll to the Lock telephone menu tem. Confrm your selecton. The telephone s now locked. Unlockng the telephone In the dle dsplay: Scroll to the status message Telephone locked. Confrm your selecton.... Enter the current PIN. If necessary, confrm PIN. If you make a mstake when enterng your PIN: Press the Escape key and start agan from the begnnng. No PIN s set upon delvery. 42

43 Telephonng wth partners Telephonng wth ease Telephonng wth partners A (user) can be any nternal subscrber to your telecommuncatons system. You can have partner keys set up. These can be dsplay keys or other functon keys. The dsplay or the LEDs n the functon keys provde nformaton about the actvtes of each partner. Callng partners ( p. 44) Answerng a call for a partner ( p. 44) Informaton about partners on dsplay keys ( p. 44) You can set up all the freely programmable functon keys and the frst 10 dsplay keys (frst level) as partner keys. 43

44 Telephonng wth ease Telephonng wth partners Callng partners Press the key for the desred partner. Lft the handset. Answerng a call for a partner A partner telephone rngs and the correspondng dsplay flashes: Press the partner key. Lft the handset. Informaton about partners on dsplay keys The followng nformaton s shown n the dsplay felds. Partner s free Partner busy (on a call, or recever off-hook) (name s shown n nverse) Partner s beng called (name and bell flashng alternately) 44

45 Usng the drectory Telephonng wth ease Usng the drectory The drectory conssts of a central and a personal secton. It contans up to 1000 entres. The entres from the central secton are dsplayed at each telephone. They can only be changed usng the "Manager" admnstraton tool. You can add and change personal entres n your drectory. These personal entres are only avalable at your telephone. You can then dal all these entres quckly and easly. Dallng an entry from the drectory ( p. 46) Enterng new numbers nto the drectory ( p. 46) Edtng entres n the drectory ( p. 46) Savng redal numbers n the drectory ( p. 47) Savng a call lst entry n the drectory ( p. 47) 45

46 Telephonng wth ease Usng the drectory Dallng an entry from the drectory... Enter one or more frst letters of the name untl the desred subscrber s shown. If necessary, scroll to the desred subscrber. Lft the handset. The number s dalled. s You can also scroll to the desred number usng the arrow keys. Enterng new numbers nto the drectory Press the "Drectory" functon key. Scroll to the New personal entry menu tem. Confrm your selecton.... Enter the desred number. Confrm the number.... Enter the name. Confrm the name and add the ndvdual entry to the drectory. You may need to enter an external lne code n front of an external call number. You can obtan more nformaton from your system admnstrator. Edtng entres n the drectory You can change all the personal entres whch you have added to the drectory. Press the "Drectory" functon key.... Enter one or more frst letters of the name untl the desred subscrber s shown. Confrm your selecton. Scroll to the Edt menu tem. Confrm your selecton. Edt the number. Confrm your selecton. Edt the name. Accept new settngs. 46

47 Usng the drectory Savng a call lst entry n the drectory Press the "Call lst" functon key. Scroll to the desred entry, e.g Confrm your selecton. Scroll to the Drectory entry menu tem. Confrm your selecton.... Enter a name for ths number. Save n the drectory. Savng redal numbers n the drectory Press the "Redal" functon key. Scroll to the desred entry, e.g Confrm your selecton. Scroll to the Drectory entry menu tem. Confrm your selecton.... Enter a name for ths number. Save n the drectory. You can also save a call lst entry n your drectory. Telephonng wth ease 47

48 Telephonng wth ease Loggng nto another telephone (Hot Deskng) Loggng nto another telephone (Hot Deskng) Hot enables you to log n at another telephone. The telephone accepts your nternal extenson number and the settngs of your normal telephone (e.g. drectory and assgnment of the functon keys). Hot Deskng s only possble f you have set a PIN for t. The PIN s the same as the lock PIN ( p. 42). Hot Deskng s also possble n a SCN (Small Communty Network). Loggng n to the telephone You can log nto every other telephone f you have set a correspondng PIN. At another phone: Press the "Menu" functon key. Scroll to the Logn menu tem. Confrm selecton.... Enter current PIN. If necessary, confrm PIN. You are logged n at ths telephone. You have been automatcally logged out of the telephone at whch you were prevously logged n. Loggng out from the telephone You can logout from your own telephone or from another one at whch you used Hot Deskng to log n: Press the "Menu" functon key. Scroll to the Logout menu tem. Confrm selecton. You are now logged out of ths telephone. If you logged nto ths telephone va Hot Deskng, the standard user of ths telephone s automatcally logged n agan. You are automatcally logged nto your standard telephone agan. It s possble to call other nternal subscrbers from a telephone at whch no user s logged n. 48

49 Customsng your telephone Settng audo, contrast and language Settng audo, contrast and language Customsng your telephone You can modfy varous audo settngs and the dsplay contrast to sut your requrements. You can deactvate the rng tone. If your telephone has a keypad wth nothng prnted on the keys, select a letterng template. You can change the language for the text dsplay va the language settng. If you are not avalable, you can dvert calls to your vocemal. Settng the acoustcs and contrast ( p. 50) Set handsfree ( p. 51) Do not dsturb ( p. 51) Settng the language ( p. 52) Vocemal ( p. 52) Select alphanumerc keypad ( p. 53) 49

50 Customsng your telephone Settng audo, contrast and language Settng the acoustcs and contrast You can quckly modfy the dsplay and tones of your telephone to sut changng envronmental condtons (e.g. sun dazzle, loud repar work). Press the "Menu" functon key. Scroll to the Settngs menu tem. Confrm your selecton. Scroll to the Dsplay / Audo menu tem. Confrm your selecton. Scroll to the Audo / Contrast menu tem. Confrm your selecton. Scroll to the desred menu tem. Increase or decrease the settng. New rng settngs are sounded mmedately so you can check them. If necessary scroll to further menu optons and change ther settngs. Ext menu. The new settngs have been saved. You can access the acoustcs and contrast menu drectly from your telephone s basc status usng the "+" und "-" keys. You can also change any settng by pressng the numerc key for the desred settng. If you want to reset the acoustcs and contrast settngs to ther factory settngs, scroll to the Basc settng menu tem and confrm t va the OK key. 50

51 Customsng your telephone Settng audo, contrast and language Set handsfree Press the "Menu" functon key. Scroll to the Settngs menu tem. Confrm your selecton. Scroll to the Dsplay / Audo menu tem. Confrm your selecton. Scroll to the Audo / Contrast menu tem. Confrm your selecton. Scroll to the Handsfree menu tem. Increase or decrease the settng. Ext menu. The new settngs have been saved. There are four possble settngs for handsfree mode: Level 1: Normal connecton (medum volume) Level 2: Quet or long-dstance connecton Level 3: Loud connecton, purely dgtal or nternal connecton Level 4: When you have connected an addtonal loudspeaker. Level 3 s normally the best settng f you are usng your telephone s bult-n loudspeaker. Do not dsturb If you do not wsh to be dsturbed, you can temporarly deactvate the rng tone. s Press the "Do Not Dsturb" functon key. If you have actvated "Do not dsturb": A caller s dverted to your vocemal f t has been actvated. You can stll make nternal and external calls wthout any restrctons, even f you have actvated "Do not dsturb". 51

52 Customsng your telephone Settng audo, contrast and language Settng the language Press the "Menu" functon key. Scroll to the Settngs menu tem. Confrm your selecton. Scroll to the Dsplay / Audo menu tem. Confrm your selecton. Scroll to the Language menu tem. Confrm your selecton. The currently set language s hghlghted. Select the desred language. Ext menu. Your telephone wll reset tself. All dsplay texts wll now be n the selected language. Actvate vocemal If vocemal (answerng machne) has been set up n your telecommuncatons system: After actvatng vocemal, all ncomng calls are automatcally dverted to vocemal after a certan perod of tme. Callers can leave a message there. Press the "Menu" functon key. Scroll to the Settngs menu tem and confrm. Scroll to the Dsplay / Audo menu tem and confrm. Scroll to the Vocemal menu tem. The current settng s dsplayed at the rght-hand edge of the lne. Change settng. The new settng s dsplayed at the rght-hand edge of the lne. Ext menu. Follow me or forward uncondtonal settngs are consdered frst, before a call s dverted to vocemal. If you have messages on your vocemal, a "Vocemal" entry appears n the status menu. The number of messages s also stated after ths entry. You can call up the vocemal drectly va the status menu entry. Please read the respectve operatng nstructons to learn about vocemal operaton. 52

53 Customsng your telephone Settng audo, contrast and language Selectng alphanumerc keypad* If your telephone has a keypad wth nothng prnted on the keys, you can place one of the three letterng templates provded over the keypad. When the telephone s put nto commsson, letters wll automatcally be assgned to the keys. Here you can select the letterng scheme whch wll be used for ths. If you want to use a dfferent template, you can change the letter assgnment at any tme: Press the "Menu" functon key. Scroll to the Settngs menu tem. Confrm your selecton. Scroll to the Dsplay / Audo menu tem. Confrm your selecton. Scroll to the Keypad menu tem. The current settng s shown on the rght. If necessary, press the key for the requred settng several tmes: QWERTZ, e.g. for the German keypad layout, QWERTY, e.g. for the Englsh keypad layout, AZERTY, e.g. for the French keypad layout. Ext menu. When you reboot the telephone, the desred letterng scheme wll be set. The names of the layouts represent the letters assgned to the fve top left letter keys. The QWERTZ keyboard template s set as the default. The telephone keyboard wll not be changed whle the telephone s on. 53

54 Customsng your telephone Assgnng functons/call numbers to keys Assgnng functons/call numbers to keys Functons ( p. 74) whch you often use can be assgned to dsplay and functon keys. Call numbers can be assgned as destnatons to dsplay keys. You can then execute the functons or dal the phone numbers smply by pressng the key. You can assgn partners to dsplay keys or other functon keys. The dsplay or LEDs, f present, wll then nform you about the telephone status of each partner. s Assgnng destnatons to keys ( p. 55) Functon keys wth an LED ( p. 56) Labellng functon keys ( p. 57) Please contact your system admnstrator f you want a specfc functon and dsplay key assgnment. 54

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