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

49 Editing the call list Making calls with ease Deleting an entry Press the "Call list" function key. Scroll to the desired entry, e.g Press the "Clear" key. The selected entry starts flashing. Press the key again while the entry is flashing to confirm your selection. You can also first select the desired entry with "OK" and then select "Delete entry". If you call back a caller from the call list and a connection is established, the entry is automatically deleted from the call list. The LED next to the "Call list" function key remains on until you have scrolled through all new entries. The selected entry can also be deleted by pressing the "OK" key after pressing "Clear". Deleting all entries Press the "Call list" 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. Transferring an entry to the phone book Press the "Call list" 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] 49

50 Editing the journal Making calls with ease Editing the journal The journal provides you with an overview of all of your telephone activities. The call list (max. 30 entries) and redial list (max. 10 entries) have been integrated in the journal and can each be called up separately using the menu or function keys. The journal also displays the call numbers of subscribers (max. 10 entries) who have called you and with whom you have spoken. You can tell what type of entry it is by the respective symbol. The most recent entry is at the top of the list. You can select specific call numbers and dial them as you like. You can easily transfer call numbers from the journal to your phone book. Symbols in the journal You can tell the type of entry by the symbols in the journal: The date and time are also displayed for each entry. Additional symbols are displayed for entries of calls that were not answered. You can find out what these symbols mean in the subsection titled Symbols in the call list [ 48]. Dialling an entry from the journal Calls you have not answered Calls you have answered Call numbers you dialled last Press the "Journal" 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. 50

51 Editing the journal Making calls with ease Deleting an entry Press the "Journal" function key. Scroll to the desired entry, e.g Press the "Clear" key. The selected entry starts flashing. Press the "Clear" key again while the entry is flashing to confirm your selection. 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 "Journal" 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. Transferring an entry to the phone book Press the "Journal" 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] Viewing audio data (T3 IP only) The journal also contains the audio data for every call entered there (information on the voice quality during the calls). Press the "Journal" function key. Scroll to the desired entry, e.g Scroll to the Audio data menu item. You will then see some parameters regarding the voice quality during this connection. 51

52 Using the phone book Making calls with ease Using the phone book Your telephone has a personal phone book. You can save up to 267 phone numbers in it with together with the respective names, which will only be available on your telephone. You can then dial these call numbers quickly and easily. You can edit personal phone book entries yourself. If you have authorization to access the central phone book, you can also find and dial entries there. Entries in theredial list [ 47], call list [ 49] andjournal [ 51] can be transferred easily to the phone book. Creating a new entry in the phone book Press the "Phone book" function key. Scroll to the Create new entry menu item. Confirm your selection and enter the desired data. Scroll to the Save entry menu item. Dialling an entry from the phone book Press the "Phone book" function key. Scroll to the desired entry, e.g. Monica 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. To go to the desired entry more quickly, you can also enter one or more of the first letters of the name. You can also search for a name or phone number by using "*" (in the same way as on your PC). If you enter "*mobile", for example, all entries which include the string "mobile" are displayed. 52

53 Using the phone book Making calls with ease Editing entries in the phone book Press the "Phone book" function key. Scroll to the desired entry, e.g. Monica You can now edit the entry. Scroll to the Save entry menu item. To go to the desired entry more quickly, you can also enter one or more of the first letters of the name. You can also search for a name or phone number by using "*" (in the same way as on your PC). If you enter "*mobile", for example, all entries which include the string "mobile" are displayed. Deleting an entry Press the "Phone book" function key. Scroll to the desired entry, e.g. Monica Press the "Clear" key. The selected entry starts flashing. Press the "Clear" key again while the entry is flashing to confirm your selection. 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". To go to the desired entry more quickly, you can also enter one or more of the first letters of the name. You can also search for a name or phone number by using "*" (in the same way as on your PC). If you enter "*mobile", for example, all entries which include the string "mobile" are displayed. 53

54 Using the phone book Making calls with ease Dialling an entry from the central phone book* Press the "Phone book" function key. Scroll to the Search main phone book menu item. Enter one or more of the first letters of the name. Scroll to the desired entry, e.g. Wagner 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. You can also search for a name or phone number by using "*" (in the same way as on your PC). If you enter "*mobile", for example, all entries which include the string "mobile" are displayed. 54

55 Calling up messages Making calls with ease Calling up messages Callers can leave messages for you in the same way as with an answering machine, provided your system is connected to voic . You can call up these voice messages by making a call. It is also possible to receive text messages from a server. Whether the LED next to the "Message" function key indicates voice or text messages depends on the voic used. You can obtain detailed information from your Tenovis Service. Diverting calls to voic Press the "Call diversion" function key. Scroll to the to: menu item. Enter the internal call number set up for voic on your system, e.g The call diversion is now activated. The status message DIV to 4321 appears on the display and the LED goes on. Listening to voice messages* The LED next to the Message function key is on: Press the "Message" function key. Scroll to the desired entry, e.g. Voic Your telephone automatically switches to handsfree operation and dials the voic number. You are then guided through the operation of the voic . Deactivating a call diversion to voic Press the "Call diversion" function key. Select an active call diversion to voic (marked by "on"), e.g. to: 4321 (on). The call diversion is now deactivated. Deleting a message* The LED next to the Message function key is on: Press the "Message" function key. Scroll to the desired entry, e.g. Voic Press "Clear". The selected entry starts flashing. 55

56 Calling up messages Making calls with ease Press "Clear" again while the entry is flashing to confirm your selection. The selected entry can also be deleted by pressing the "OK" key after pressing "Clear". Deleting all messages* Press the "Message" function key. Scroll to the Delete all messages menu item. The selected menu item starts flashing. Press the key again while the entry is flashing to confirm your selection. 56

57 Viewing charges Making calls with ease Viewing charges All call charges incurred since the last reset are saved and added up in your telephone system. You can view the charges for your last four calls and delete the display. You can also have the current charges displayed during a call either in units or in your local currency. Furthermore your telephone system can also record and account for the call charges for single projects or private calls separately. Viewing the charge display Press the "Menu" function key. Scroll to the Call charges menu item. Deleting the call charge meter Press the "Menu" function key. Scroll to the Call charges menu item. Scroll to the Delete single counter menu item. The charges for the single call are deleted. You can also delete every single entry by pressing the "Clear" key twice. If you also want to delete the total charges of all calls, you must have this function enabled by Tenovis Service. Switching the charge display to units Press the "Menu" function key. Scroll to the Call charges menu item. Scroll to the Charge display (Amount) menu item. Scroll to the Units menu item. 57

58 Viewing charges Making calls with ease Recording charges for private calls and projects* If you want to dial a call number with a project PIN or private PIN: Enter the external line code that has been set up in your telephone system for dialling with a project or private code, e.g. "1". This external line code may have 1 to 5 digits. Enter the code that has been set up in your telephone system for private calls or the respective project, e.g. "3433". This code may have 1 to 12 digits.... Enter the desired call number. Pick up the handset. The charges for this call are now recorded and posted in the system with the appropriate project or private code. For security reasons, the code is not shown on the display or in the redial list or journal. The number with the code cannot be transferred to the phone book. If you would like to call back a call number from the call list or the journal with a project code, you have to enter the external line code and project code manually on the call list or journal display. 58

59 Setting reminders (appointments) Making calls with ease Setting reminders (appointments) You can have your telephone remind you of important appointments. You can enter up to 10 appointments. You can specify whether you wish to be reminded once or every day. At the time of the appointment, a signal tone sounds and the message you have entered for the appointment appears on the display. You can delete entered appointments specifically. Entering a new appointment Press the "Menu" function key. Scroll to the Appointments menu item. Scroll to the Enter new appointment menu item. Confirm your selection and enter the desired appointment data and text. Scroll to the one-time appointment or daily appointment menu item. The message Appointment enabled appears on the idle display. In the "Call number" field, you can also enter the number of a party you would like to speak to after the appointment message appears. You can also dial this call number at any time using the Select entry menu item. The maximum text length is 26 characters. Viewing an appointment Press the "Menu" function key. Scroll to the Appointments menu item. The existing appointments are displayed. 59

60 Setting reminders (appointments) Making calls with ease Appointment message The signal tone sounds and the appointment message appears on the display at the respective date. Press the ESC key to turn off the signal tone. The message Appointment expired now appears on the idle display. If you entered a call number when entering the appointment, it appears on the display after acknowledging the appointment signal. You then only need to pick up the handset or press the "Monitoring/Handsfree" function key to call the subscriber with this call number. You can also dial this call number at any time using the Select entry menu item. The "Appointment expired" message remains on the display until you have scrolled through all the expired entries (marked with "!") in the "Appointments" menu. Cancelling an appointment Scroll to the status message Appointment enabled. Scroll to the desired appointment, e.g. today 15:00 meeting. Scroll to the Cancel appointment menu item. Deleting an appointment Press the "Menu" function key. Scroll to the Appointments menu item. Scroll to the desired appointment, e.g :00 Meeting (on). Press the "Clear" key. The selected appointment starts flashing. Press Clear again while the appointment is flashing to confirm your selection. The selected entry can also be deleted by pressing the "OK" key after pressing "Clear". 60

61 Making calls with ease Sending and receiving text messages Sending and receiving text messages You can send short text messages to one or more recipients. A total of 10 texts are available to you: 7 prepared texts, which you can either edit or supplement 3 texts which you can enter yourself. You can also receive text messages. The mailbox is a call list for text messages. Your callers can leave up to 10 short minimails here. You can see whether you have received a new minimail on the telephone display. Selecting and sending a prepared text message Press the "Menu" function key. Scroll to the Messages menu item. Scroll to the Send minimail menu item. Scroll to the desired entry, e.g. Meeting 00: Edit the entry, if necessary. Add the date and time for example. Confirm the entry. Scroll to a line with no call number, e.g. Recipient 2: (off). This step is not required when entering a call number for the first time. This step is not required when entering a call number for the first time.... Enter the call number of the desired subscriber, e.g Scroll to the Recipient on menu item. Scroll to the Send to selected users menu item. You can see on the display whether or not the message has been successfully sent: " ":The message is on its way. " ": The message has arrived. "-": The subscriber was not available. 61

62 Sending and receiving text messages Making calls with ease You can set the desired language for the prepared minimail texts. The languages available are English, German, French and Italian. More information can be found in the section titledsetting the acoustics, contrast and language [ 141]. Writing and sending your own text message Press the "Menu" function key. Scroll to the Messages menu item. Scroll to the Send minimail menu item. Scroll to the desired entry, e.g. Text 1: and then enter the desired text. Confirm the entry. Scroll to a line with no call number, e.g. Recipient 2: (off). This step is not required when entering a call number for the first time. This step is not required when entering a call number for the first time.... Enter the call number of the desired subscriber, e.g Scroll to the Recipient on menu item. Scroll to the Send to selected users menu item. You can see on the display whether or not the message has been successfully sent: " ":The message is on its way. " ": The message has arrived. "-": The subscriber was not available. 62

63 Sending and receiving text messages Making calls with ease Sending a text message to all subscribers Press the "Menu" function key. Scroll to the Messages menu item. Scroll to the Send minimail menu item. Scroll to the desired entry.... Edit the entry, if necessary. Add the date and time for example. Confirm the entry and then enter the call numbers of the desired subscribers. Scroll to the Send minimail to all menu item. You can see on the display whether or not the message has been successfully sent: " ":The message is on its way. " ": The message has arrived. "-": The subscriber was not available. Viewing and deleting received text messages The status message Text message appears on the idle display: Scroll to the status message Text message. Scroll to the desired text message, e.g. Meeting 14: This step is no longer required if there is only one text message available. This step is no longer required if there is only one text message available. Scroll to the Delete entry menu item. You can view the mailbox at any time even if you have not received any new messages. To do this, select the "View mailbox" menu item from the "Messages" menu. 63

64 Making calls with ease Locking the telephone Locking the telephone You can protect your telephone against unauthorized use by locking it with a PIN (personal identification number). You can enter this PIN yourself and change it at any time. The following functions are still available when the phone is locked: Answering calls Dialling internal call numbers Dialling set-upemergency call numbers [ 130] Activating and deactivating call diversions Changing the PIN (Personal Identification Number) Press the "Menu" function key. Scroll to the Lock menu item. Scroll to the Change PIN menu item.... Enter the current PIN (default setting: 0000; see also below) Scroll to the New PIN menu item.... Enter the new PIN. Scroll to the Reenter PIN: menu item.... Enter the new PIN again for confirmation. Scroll to the Save PIN menu item. If central locking happens to be enabled in the system, the default setting may also be (if five-digit) or (if six-digit). Please contact Tenovis Service if you have any questions. The PIN to be entered may consist of four to six digits. The first digit of the PIN may not be an 0 or 1. Please contact Tenovis Service if you have any questions. 64

65 Locking the telephone Making calls with ease Locking the telephone Press the "Menu" function key. Scroll to the Lock menu item. Scroll to the Lock telephone menu item. Unlocking the telephone On the idle display: Scroll to the status message Telephone locked.... Enter the current PIN. Confirm the entry. If you enter the wrong PIN three times in succession, the telephone is blocked for 15 minutes. The PIN to be entered may have four to six digits. Please contact Tenovis Service if you have any questions. 65

66 Locking the telephone Making calls with ease 66

67 Table of Contents Telephoning with partners* Telephoning with partners* Table of Contents Setting up partner names...68 Information about partners on display keys...69 Information about partners on function keys...70 Calling partners...71 Answering a call for a partner...72 Assigning a partner to another key...73 Masking partner keys...74 Activating partner beep...75 Assigning a partner to a DSS module*...76 Diverting calls to partners...77 Diverting partner calls to your telephone...78 Diverting calls from one partner to another...79 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 Tenovis Service can interconnect up to 10 telephones in your system to form a partner group. The display informs you about the activities of each partner. In this way, you can set up your telephone in such a way that you hear a short tone when one of your partners is called (partner beep). You can also set up and, if necessary, delete several partner diversions at the press of a few keys. The "Deputy key" function key must be set up in order to do this. 67

68 Setting up partner names Telephoning with partners* Setting up partner names Press the "Menu" function key. Scroll to the Settings menu item. Scroll to the Applications / Partner menu item. Scroll to the Partner menu item. Scroll to the Adapt my partners menu item. Scroll to the Set partner name menu item. Scroll to the partner call number to which you want to assign a name. You can now assign the respective name to the selected call number. Two fields are available for this purpose. You can enter up to six letters in the "Long name" field. This text then appears on the display, provided no partner call diversion is set up. However, if a call diversion is set up to or from the partner, the text which you have entered in the "Short name" field (up to two letters) then appears on the display. Scroll to the Save entry menu item. If the "Short name" field is empty, the first two letters of the name entered in the "Long name" field appear if a call diversion is set up to or from the partner. To go more quickly to the Partner menu, you can set up a "Partner" function key or, with the handset on the hook, press a partner key and then select the "Partner setup" menu item. 68

69 Telephoning with partners* Information about partners on display keys Information about partners on display keys By default, all partners are assigned to display keys so that you can see the activities of each partner in the respective display fields. If there are less than five partners, all partners are shown on display key level 1. If there are more than 4 partners, the partners 5 to 8 are shown on the second display key level, and (if necessary) partners 9 and 10 on the third level. If there are more than 4 partners, "Level 1" and "Level 2" are assigned to the top two function keys of the right-hand row of function keys. If there are more than 8 partners, "Level 3" is assigned to the third function key of the right-hand row of function keys. This is only the case however, if the function has not already been assigned to another key. The respective function key LED flashes rapidly as soon as a partner makes a call on the respective display key level. This key enables you to switch to the corresponding display key level. The following information is shown in the display fields. Partner "Behrma" is available The partner "Behrma" is being called. (name and bell flashing alternately) Partner "Behrma" is being called by two different callers simultaneously. (name and two bells flashing alternately) Partner "Duglas" is busy. (name is displayed inversely) Partner "Duglas" is called while he/she is busy (inverse name and bell flashing alternately). Partner "He" has set up a partner diversion to partner "Kr" 69

70 Telephoning with partners* Information about partners on function keys Information about partners on function keys By default, all partners are assigned to display keys. You can however use the Partner > 4 to fct. key menu item in the Adapt my partners menu to display the status of partners 5 to 10 on the 6 function keys on the right-hand row of function keys instead of on the second and third display key level (the overwritten functions then appear in the menu). The partner statuses are indicated by the LEDs of the function keys: Partner status Free Call Call / diversion destination Second call Busy Busy / call Free / call diversion to... active Free / call diversion destination LED Off Flashes slowly Flashes slowly Flashes quickly On On Flashes slowly Off 70

71 Calling partners Telephoning with partners* Calling partners Pick up the handset. Press the key for the desired partner. 71

72 Answering a call for a partner Telephoning with partners* Answering a call for a partner A partner telephone rings and the corresponding display flashes: Press the Partner key and wait until you receive the call. Pick up the handset. 72

73 Assigning a partner to another key Telephoning with partners* Assigning a partner to another key Press the "Menu" function key. Scroll to the Settings menu item. Scroll to the Applications / Partner menu item. Scroll to the Partner menu item. Scroll to the Adapt my partners menu item. Scroll to the Change partner position menu item. Select the partner you want to assign to another key, e.g. Behrma. Press the partner or function key that you want to reassign. Confirm Save entry. The partner is now assigned to the new key. 73

74 Masking partner keys Telephoning with partners* Masking partner keys Press the "Menu" function key. Scroll to the Settings menu item. Scroll to the Applications / Partner menu item. Scroll to the Partner menu item. Scroll to the Adapt my partners menu item. Scroll to the Hide/Show partner keys menu item. Select the partner key that is not to appear on your display anymore, e.g. Partner key Behrma. Scroll to the off menu item. 74

75 Activating partner beep Telephoning with partners* Activating partner beep Press the "Menu" function key. Scroll to the Settings menu item. Scroll to the Applications / Partner menu item. Scroll to the Partner menu item. Scroll to the Adapt my partners menu item. Scroll to the Set partner beep menu item. Scroll to the partner for whom you want to activate partner beep, e.g. for Schwin (off). Scroll to the Beep menu item. If your partner is called, you now hear a short tone (beep). If you set "Ringing tone" instead of "Beep", the normal ringing tone sounds on your telephone if your partner is called. 75

76 Assigning a partner to a DSS module* Telephoning with partners* Assigning a partner to a DSS module* Press the "Menu" function key. Scroll to the Settings menu item. Scroll to the Applications / Partner menu item. Scroll to the Partner menu item. Scroll to the Adapt my partners menu item. Scroll to the Partner to DSS module menu item. The partners are transferred in their current order to the top row of keys of the DSS module. The "Partners on telephone" menu item can be used to transfer the partners back to the telephone. The DSS module does not belong to the standard scope of delivery of your telephone. 76

77 Diverting calls to partners Telephoning with partners* Diverting calls to partners Press the "Menu" function key. Scroll to the Settings menu item. Scroll to the Applications / Partner menu item. Scroll to the Partner menu item. Scroll to the Team diversion menu item. Scroll to the Partn.div. from my phone menu item. Scroll to the partner to whom you want to divert calls, e.g. to Schwin (off). Scroll to the on menu item. The partner diversion to the partner "Schwin" is now activated. You can also activate the diversion to a partner by scrolling to the Partn. div. from my phone menu item and then pressing the key for the partner to whom you wish to divert calls. The partner diversion is then activated immediately. You can set up a call diversion in a particularly easy way by using a macro. An exact description can be found in the section titled"setting up a macro (team diversion)" [ 121]. 77

78 Diverting partner calls to your telephone Telephoning with partners* Diverting partner calls to your telephone Press the "Menu" function key. Scroll to the Settings menu item. Scroll to the Applications / Partner menu item. Scroll to the Partner menu item. Scroll to the Team diversion menu item. Scroll to the Partner div. to my phone menu item. Scroll to the partner from whom you want to divert calls to yourself, e.g. from Schwin (off). Scroll to the on menu item. The partner diversion from the partner "Schwin" to you is now activated. You can also activate diversion from a partner by scrolling to the Partner div. to my phone menu item and then pressing the key of the partner from whom calls are to be diverted you. The partner diversion is then activated immediately. It is also possible for you to divert calls from several partners to yourself. Set-up partner diversions can be deleted by pressing "Clear" twice. 78

79 Diverting calls from one partner to another Telephoning with partners* Diverting calls from one partner to another Press the "Menu" function key. Scroll to the Settings menu item. Scroll to the Applications / Partner menu item. Scroll to the Partner menu item. Scroll to the Team diversion menu item. Scroll to the Partn. div. from/to others menu item. Scroll to the Set partner diversion menu item. Scroll to the partner from whom you want to divert calls, e.g. from Schwin. Now you have to select the partner to whom you want to divert the calls, e.g. from Schwin to Behrma. Scroll to the from Schwin to Behrma (off) menu item. Scroll to the on menu item. The partner diversion is now activated. Instead of having to scroll through the selection list to find the desired partner, you can simply press the key assigned to that partner. Set-up partner diversions can be deleted by pressing "Clear" twice. 79

80 Setting up the deputy key Telephoning with partners* Setting up the deputy key Press the "Menu" function key. Scroll to the Settings menu item. Scroll to the Applications / Partner menu item. Scroll to the Partner menu item. Scroll to the Team diversion menu item. Scroll to the Set deputy key menu item. Scroll to the Deputy after menu item. Scroll to the partner to whom you want to divert calls, e.g. to Behrma. Scroll to the Select partner menu item. Then select the partners for whom calls are to be diverted. Exit the submenu. Scroll to the Divert select. partners menu item. The calls for the selected partners are now diverted to the entered partner. This diversion destination can be your own call number. You can now set up afunction key [ 113] with the name "Deputy key". This key activates the partner diversions in the idle menu according to the following pattern: First press of a key: Set up selected partner diversion Second press of a key: Delete selected partner diversion 80

81 Extending a partner group* Telephoning with partners* Extending a partner group* Press the "Menu" function key. Scroll to the Settings menu item. Scroll to the Applications / Partner menu item. Scroll to the Partner menu item. Scroll to the Adapt partner group size menu item. Scroll to the Expand partner group menu item.... Enter the call number of the subscriber you want to add to your partner group. Press the key to which you want to assign the partner s call number. After entering the partner s call number, you can also press the OK key. The call number of the partner is then entered in the next empty display field. The call numbers of the subscribers in the partner groups must be set up by Tenovis Service. 81

82 Reducing a partner group* Telephoning with partners* Reducing a partner group* Press the "Menu" function key. Scroll to the Settings menu item. Scroll to the Applications / Partner menu item. Scroll to the Partner menu item. Scroll to the Adapt partner group size menu item. Scroll to the Reduce partner group menu item. Scroll to the partner whom you want to delete, e.g. Schwin. Press the "Clear" key. The selected partner entry start to flash. Press Clear again while the entry is flashing to confirm your selection. The selected partner entry can also be deleted by pressing the OK key after pressing Clear. 82

83 Restricting partner signalling* Telephoning with partners* Restricting partner signalling* Press the "Menu" function key. Scroll to the Settings menu item. Scroll to the Applications / Partner menu item. Scroll to the Partner menu item. Scroll to the Adapt partner group size menu item. Scroll to the Restrict sign. menu item. The partners can no longer see on their display whether you are making a call, whether you are being called, whether there is a call diversion for you, and so on. The "Restricted partner signalling" function must be enabled by Tenovis Service. 83

84 Enabling partner signalling* Telephoning with partners* Enabling partner signalling* Press the "Menu" function key. Scroll to the Settings menu item. Scroll to the Applications / Partner menu item. Scroll to the Partner menu item. Scroll to the Adapt partner group size menu item. Scroll to the Enable signals menu item. The partners can now again see on their display whether you are making a call, whether you are being called, whether there is a call diversion for you, and so on. 84

85 Seizing a line as the executive line Telephoning with partners* Seizing a line as the executive line You can establish a connection for another partner telephone (executive) from your telephone within a partner group. In this way a secretary, for example, can seize a line for the executive. To do this, an "Executive line" function key must be set up on the secretary s telephone. Press the "EXLN" function key. Press the key for the partner for whom you want to seize a line. The status message "Line busy" appears on the display of the partner telephone. The partner can continue to make calls as usual. You can now establish aconnection [ 86] for him/her. Calls for the partner are diverted to you. 85

86 Establishing a connection for a partner Telephoning with partners* Establishing a connection for a partner You have seized a line [ 85] for a partner telephone and would like to establish a connection for this partner.... Enter the desired call number. Pick up the handset. If the opposite party answers: Scroll to the new call to... menu item. Press the partner key. Replace the handset. The partner is now connected to the other party. Your own telephone is now free again. The partner call diversion is cancelled. If you pick up the handset and replace it immediately, the line is released, unless you have initiated "Automatic redial". 86

87 Table of Contents Telephoning with Multiline* Telephoning with Multiline* Table of Contents 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* Tenovis Service has set up the telephone system for your team in such away that you and each of your colleagues has access to each line (up to 32 are possible) in order to answer or make calls. The display provides you with information on the status of each line. Lines can also be assigned to function keys or keys of the DSS module. You can find the available functions of your telephone with multiline on the following pages: 87

88 Setting up line names Telephoning with Multiline* Setting up line names Press the "Menu" function key. Scroll to the Settings menu item. Scroll to the Applications menu item. Scroll to the Lines menu item. Scroll to the Set line names menu item. Scroll to the call number of the line to which you want to assign a name. Confirm your selection and then enter the desired name. Scroll to the Save entry menu item. 88

89 Telephoning with Multiline* Information about lines on display keys Information about lines on display keys By default, all lines are assigned to display keys, so that the statuses of the lines are shown in the corresponding display fields. If there are less than five lines, all lines are shown on display key level 1. If there are more than 4 lines, the lines 5 to 8 are shown on the second display key level, and (if necessary) lines 9 and 10 on the third level. If there are more than 4 lines, "Level 1" and "Level 2" are assigned to the top two function keys of the right-hand row of function keys. If there are more than 8 lines, "Level 3" is assigned to the third function key of the righthand row of function keys. This is only the case however, if the function has not already been assigned to another key. If a line on a display key level is busy, the corresponding function key LED flashes rapidly. This key enables you to switch to the corresponding display key level. The line statuses are shown in the display fields as follows: "Behrma" s telephone is idle. Your telephone is busy (call or handset picked up). (The name of the line you have seized flashes in white on a black background.) "Behrma" s line is busy (call or handset picked up). (name is displayed inversely) "Behrma" is being called. (name and bell flashing alternately) Call for "Behrma" has been put on hold. (name and "HOLD" flashing alternately) There is a signal that "Behrma" s call has been on hold for too long (the time is set in the system). (name and bell/clock quickly flashing alternately) Call for "Behrma" has been put on hold exclusively. (name and "EXHOLD" flashing slowly alternately) There is a signal that "Brown" s call has been on exclusive hold for too long (the time is set in the system). (name and "XHLD"/ bell/clock quickly flashing alternately) Six spaces are available per Multiline key for information on the display fields: If the line name has been entered, the first six characters of this name are displayed. 89

90 Information about lines on function keys and DSS module Telephoning with Multiline* Information about lines on function keys and DSS module By default, all lines are assigned to display keys. You can use the Line > 4 to funct. key menu item in the Lines menu however, to display the status of lines 5 to 10 on the 6 function keys on the right-hand row of function keys instead of on the second and third display key level. If a DSS module is connected to your telephone, you can also assign lines to the keys of the DSS module. The line statuses are displayed via the function key LEDs or the keys of the DSS module as follows: Line status Free Busy Call Hold Hold - recall after interval Exclusive hold Exclusive hold - recall after interval LED Off On Flashes quickly Flashes slowly Flashes quickly Flashes slowly Flashes quickly 90

91 Seizing a line Telephoning with Multiline* Seizing a line Press the desired line key. Your telephone automatically switches to handsfree operation. The line is seized. You can now call a subscriber as usual. Your own line is seized automatically if you pick up the handset instead of pressing a line key. 91

92 Answering a call for the telephone on a specific line Answering a call for the telephone on a specific line Telephoning with Multiline* A telephone rings. The corresponding line display flashes. Press the line key The call on this line is diverted to you and "Handsfree" mode is automatically activated on your telephone. You are connected immediately to the caller. If you want to answer the call with the handset, you must first pick up the handset and only then press the line key. 92

93 Answering calls while you are speaking on a line Telephoning with Multiline* Answering calls while you are speaking on a line Press the key for the line that you want to pick up. The other active connection is put on hold (seeautomatic hold (default setting) [ 94]). Answering the call depends on your telephone s settings (seesetting up the information display [ 109]). The connection is disconnected if the inspector has deactivated automatic hold. 93

94 Automatic hold (default setting) Telephoning with Multiline* Automatic hold (default setting) If you are speaking on a line and want to pick up another line: Press the desired line key. The current connection is first put on hold and then the selected call is picked up. 94

95 Manual hold Telephoning with Multiline* Manual hold If you want to put a call on hold: Press the "Hold" function key. This function can only be performed if there is no refer-back for the call. If this is the case however, the message "Function not possible" is displayed. If no function key has been assigned with the "Hold" function, you can put a call on hold using the Hold menu item. 95

96 Exclusive hold Telephoning with Multiline* Exclusive hold If you want to put a call on exclusive hold: Press the "Exclusive hold" function key. In contrast to the "Hold" function, no other subscribers can "pick up" this connection. This function can only be performed if there is no refer-back for the call. If this is the case however, the message "Function not possible" is displayed. If the "Exclusive hold" function is not assigned to a function key, you can put a call on exclusive hold using the Exclusive hold menu item. 96

97 Activating a refer-back call Telephoning with Multiline* Activating a refer-back call During a call: Initiate a refer-back call. The opposite party is on hold.... Enter the number you wish to refer back to. Once the refer-back subscriber has answered, it is possible to initiate aconference. [ 39] You can set up your telephone in such a way that you only have to press the destination key (not the line key) of the subscriber you wish to refer back to. He/She is called immediately, without you having to first press the "Refer-back" function key. No multiline functions are available during a refer-back call or conference. That is why the following functions are not possible during a refer-back call or conference: - Manual hold - Retrieving subscribers put on hold - Picking up a call on another line - Seizing a new line In these cases the message "Function not possible" appears on the information line. The multiline functions are fully available again after ending the refer-back call or conference. 97

98 Initiating a conference via lines* Telephoning with Multiline* Initiating a conference via lines* It is only possible to set up a conference via lines if there is an active connection and a connection on hold. A "Conference" function key must also be set up: Press the "Conference" function key. Press the line key for the connection on hold (within 3 seconds). No multiline functions are available during a refer-back call or conference. That is why the following functions are not possible during a refer-back call or conference: - Manual hold - Retrieving subscribers put on hold - Picking up a call on another line - Seizing a new line In these cases the message "Function not possible" appears on the information line. The multiline functions are fully available again after ending the refer-back call or conference. Detailed information on setting up function keys can be found in the section titledassigning functions to keys [ 113]. "Initiating a conference via lines" must be set up in the system. Consult Tenovis Service if necessary. 98

99 Setting up a call diversion Telephoning with Multiline* Setting up a call diversion Press the "Call diversion" function key. You are now in the call diversion menu for your first call number. Scroll to the desired call diversion type, e.g. to: Enter the internal call number to which you want to divert the calls, e.g. to The call diversion that has been set up is now shown on the display. If you want to set up call diversions for other lines assigned to you, you first have to select the respective line via the "Select line" menu item. 99

100 Deactivating a call diversion Telephoning with Multiline* 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. 100

101 Dialling a number from the local call list Telephoning with Multiline* Dialling a number from the local call list A call for a line assigned to you has not been answered. The message "Call list" appears on the idle display. Scroll to the status message Call list. Scroll to the desired entry. Pick up the handset. 101

102 Dialling a number from the central call list Telephoning with Multiline* Dialling a number from the central call list A call on a line that has been neither been assigned to you nor any of your colleagues has not been answered. The message "Line call list" appears on the idle display: Scroll to the status message Line call list. You can now see the lines for which there are call list entries. Scroll to the desired line to be selected, e.g. Schwin. You can now see the call list data for the selected line. Scroll to the desired entry. Pick up the handset. Instead of picking up the handset immediately, you can also display the individual entry using "OK". The call list entries are deleted from the call list automatically once a connection has been established. The operating sequence may be other than the one described above, depending on the number of lines which have received calls and on the number of calls for the respective line. 102

103 Locking lines Telephoning with Multiline* Locking lines Press the "Menu" function key. Scroll to the Lock menu item. You can now see which lines you can lock. Scroll to the desired line to be selected, e.g. Schwin. This step is not required if you only have one call number of your own. This step is not required if you only have one call number of your own. Scroll to the Lock telephone menu item. The display now shows how many of your own call numbers are locked. If you have locked a line, the local functions of the telephone are disabled. "Lock line" is only possible with a central lock (lock in the system) with the same PIN length for all subscribers of the multiline group. Please contact Tenovis Service if you have any questions. 103

104 Unlocking lines Telephoning with Multiline* Unlocking lines Press the "Menu" function key. Scroll to the Lock menu item. You can now see which lines you can unlock. Scroll to the desired line to be selected, e.g. Schwin. This step is not required if you only have one call number of your own. This step is not required if you only have one call number of your own.... Enter the current PIN for this line. Confirm the entry. 104

105 Sending a minimail Telephoning with Multiline* Sending a minimail Press the "Menu" function key. Scroll to the Messages menu item. Scroll to the Send minimail menu item. Select a line for which you want to send a minimail, e.g. Schwin. This step is not required if you only have one call number of your own. Scroll to the desired entry, e.g. Meeting 00: Edit the entry as required. Enter the date and time for example. Confirm the entry. Scroll to a line with no call number, e.g. Recipient 2: (off). This step is not required when entering a call number for the first time. This step is not required when entering a call number for the first time.... Enter the call number of the desired subscriber, e.g Confirm the entry. Scroll to the respective menu item, e.g. Recipient 2: 7500 (off). Scroll to the on menu item. Scroll to the Send to selected users menu item. You can see on the display whether or not the message has been successfully sent: "?": The message is on its way. " ": The message has arrived. "-": The subscriber was not available. 105

106 Assigning lines to other line keys Telephoning with Multiline* Assigning lines to other line keys Press the "Menu" function key. Scroll to the Settings menu item. Scroll to the Applications menu item. Scroll to the Lines menu item. Scroll to the Modify line position menu item. Select the line you want to assign to another key, e.g. from Behrma. Press the line or function key that you want to reassign. Confirm Save entry. The line is now assigned to a new key. If the desired line is neither on the display nor indicated by the LEDs, it can be displayed using the "Lines 1-10", "Lines 11-20", "Lines 21-30" or "Lines 31-32" menu item. If you have a DSS module, you can also assign individual lines to the DSS module or reassign lines from the DSS module to the line keys or function keys of the telephone. 106

107 Masking line keys Telephoning with Multiline* Masking line keys Press the "Menu" function key. Scroll to the Settings menu item. Scroll to the Applications menu item. Scroll to the Lines menu item. Scroll to the Hide/Show line names menu item. Select the line key that is no longer to appear on your display, e.g. Partner key Behrma. Scroll to the off menu item. 107

108 Activating line beep Telephoning with Multiline* Activating line beep Press the "Menu" function key. Scroll to the Settings menu item. Scroll to the Applications menu item. Scroll to the Lines menu item. Scroll to the Set line beep menu item. Scroll to the line for which you want to activate the line beep, e.g. for Schwin (off). Scroll to the Beep menu item. You will now hear a short tone (beep) if there is a call on this line. If you prefer a ringing tone for the selected line, select "Ringing tone" instead of "Beep". The only lines displayed are those which you have made visible. 108

109 Telephoning with Multiline* Setting up the information display Setting up the information display Press the "Menu" function key. Scroll to the Settings menu item. Scroll to the Applications menu item. Scroll to the Lines menu item. Scroll to the Set info display menu item. You can now define whether you want to pick up a call directly or whether you want to go to the calling line or line on hold via an information enquiry. This makes various operating procedures necessary: Info Retrieve on: 1. Press the line key for the connection on hold. (display: "HOLD"). The call number of the subscriber on hold is shown on the display. 2. Pick up the handset. The connection is established. Info Retrieve off: Press the line key for the connection on hold ("HOLD" display, handsfree operation is switched on), or pick up the handset. The connection is established. Info Answer call on: 1. Press the line key on which a call is being signalled. The caller can be seen on the display. 2. Pick up the handset. The connection is established. Info Answer call off: Press the line key on which a call is being signalled. (handsfree operation is activated) or pick up the handset. The connection is established. 109

110 Assigning all lines to the DSS module* Telephoning with Multiline* Assigning all lines to the DSS module* Press the "Menu" function key. Scroll to the Settings menu item. Scroll to the Applications menu item. Scroll to the Lines menu item. Scroll to the Lines on DSS module menu item. All lines available are now only indicated by theleds of the DSS module. [ 90] The "Lines on telephone" menu item can be used to display the first 10 lines on your telephone. Lines 11 to 32 are not available. The DSS module is not supplied as standard with your telephone. 110

111 Table of Contents Customizing the telephone Customizing the telephone Table of Contents Do not disturb Assigning functions or call numbers to keys Setting up macro functions 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* Saving emergency numbers Setting up your own call number Relocating with the telephone (T3) Relocating with the telephone* (T3 IP) Saving personal data Setting up VIP functions* Activating "Handsfree answer back"* Setting the acoustics, contrast and language 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) Viewing and changing IP settings (T3 IP only)

112 Do not disturb Customizing the telephone Do not disturb You can switch off the ringing tone, the signal tone and the VIP ringing tone, e.g. if you are in a meeting. If you are then called, you will only hear the alert tone. Press the "Menu" function key. Scroll to the Settings menu item. Scroll to the Display / Acoustics menu item. Scroll to the Do not disturb menu item. Scroll to the desired menu item, e.g. Signal tone (on). Scroll to the off menu item. To re-activate any of these tones, scroll to the respective menu item and select "on". 112

113 Assigning functions or call numbers to keys Customizing the telephone Assigning functions or call numbers to keys Functions [ 172] and call numbers which you frequently use can be assigned to display keys or to freely programmable function keys. You can then execute these functions or dial the call numbers simply at the press of a key. Assigning functions to keys Press the "Menu" function key. Scroll to the Settings menu item. Scroll to the Keys menu item. Scroll to the Set function keys menu item. Scroll to the function you want to assign to the key, e.g. Call charges. Press the key to which you want to assign the new function. You can now see which function or call number was previously assigned to the key. Confirm Save entry. The function keys Menu, Redial and Refer-back are permanently programmed and cannot be changed. 113

114 Assigning functions or call numbers to keys Customizing the telephone Creating a new destination and assigning it to keys Press the "Menu" function key. Scroll to the Settings menu item. Scroll to the Keys menu item. Scroll to the Set destination keys menu item. Confirm Set new destination and then enter the name and call number. Scroll to the Assign destination menu item. Press the key to which you want to assign a new destination. You can now see which function or call number was previously assigned to the key. Confirm Save entry. You can also directly press an unassigned key in idle mode. You can then immediately enter the call number you want to save there. 114

115 Assigning functions or call numbers to keys Customizing the telephone Assigning a destination from the phone book to keys Press the "Menu" function key. Scroll to the Settings menu item. Scroll to the Keys menu item. Scroll to the Set destination keys menu item. Confirm Set new destination. Scroll to the Copy phone book entry menu item. Scroll to the desired entry, e.g. Monika The name and call number are displayed and can be edited as required. Scroll to the Assign destination menu item. Press the key to which you want to assign a new destination. You can now see which function or call number was previously assigned to the key. Confirm Save entry. You can also directly press an unassigned key in idle mode. You can then immediately enter the call number you want to save there. To go to the desired entry more quickly, you can also enter one or more of the first letters of the name. 115

116 Assigning functions or call numbers to keys Customizing the telephone Changing an existing destination Press the "Menu" function key. Scroll to the Settings menu item. Scroll to the Keys menu item. Scroll to the Set destination keys menu item. Scroll to the Edit destination key menu item. Press the key that you want to edit. You can now change the name and the call number. Scroll to the Save entry menu item. You can also change the existing destination by pressing the corresponding function key and selecting the "Edit destination key" menu item. Deleting key assignments Press the "Menu" function key. Scroll to the Settings menu item. Scroll to the Keys menu item. Scroll to the Set function keys or Set destination keys menu item. Scroll to the Delete entry or Delete destination key menu item. Press the key whose assignment you want to delete. You can now see which function or destination was previously assigned to the key. Confirm Delete entry or Delete destination key. The key is now free again. 116

117 Assigning functions or call numbers to keys Customizing the telephone Displaying the key assignment You can see on your telephone display which function, destination, partner or line has been assigned to a key of your telephone or of your DSS module. Press the "Menu" function key. Scroll to the Settings menu item. Scroll to the Keys menu item. Scroll to the Display key assignment menu item. Press the desired display key, function key or key at the DSS module. You can now see which function, destination, partner or line is currently assigned to this key. You can quit the menu by pressing the "Esc" key. Labelling function keys All function keys are pre-assigned by default with frequently used functions. You can insert the labelling strips next to the corresponding rows of function keys,. These can be found on the supplied sheet. If change the assignment of the function keys, you can use the spare label strips from the sheet (for hand-written entries) or the file on the CD-ROM (for entries using the PC). Function keys with LEDs Your telephone has 9 function keys with LEDs. The LED indicates the current status of the key function. You can then see whether the corresponding function is, for example, switched on or off. 117

118 Assigning functions or call numbers to keys Customizing the telephone Creating a new destination and saving it as a DSS direct call destination* Press the "Menu" function key. Scroll to the Settings menu item. Scroll to the Applications menu item. Scroll to the DSS direct call menu item. Scroll to the Set DSS direct call dest. menu item. Confirm your selection and then enter the name and call number. Scroll to the Assign DSS direct dest. menu item. Press the key on the DSS module to which you want to assign the new destination. You can now see which function or call number was previously assigned to the key. Confirm Save entry. If you have set up any DSS direct call destinations, handsfree operation is automatically activated on your telephone by pressing the direct call key. This is ignored if the called subscriber has deactivated the second call function. With direct call destinations, the LED shows whether the subscriber is free (LED off) or busy (LED on). You can find information on the DSS module in the section titledauxiliary devices [ 161]. 118

119 Assigning functions or call numbers to keys Customizing the telephone Saving a destination from the phone book as a DSS direct call destination* Press the "Menu" function key. Scroll to the Settings menu item. Scroll to the Applications menu item. Scroll to the DSS direct call menu item. Scroll to the Set DSS direct call dest. menu item. Scroll to the Copy phone book entry menu item. Scroll to the desired entry, e.g. Tanja The name and call number are displayed and can be edited as required. Scroll to the Assign DSS direct dest. menu item. Press the key on the DSS module to which you want to assign the new destination. You can now see which function or call number was previously assigned to the key. Confirm Save entry. If you have set up any DSS direct call destinations, handsfree operation is automatically activated on your telephone by pressing the direct call key. This is ignored if the called subscriber has deactivated the second call function. With direct call destinations, the LED shows whether the subscriber is free (LED off) or busy (LED on). You can find information on the DSS module in the section titledauxiliary devices [ 161]. 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. 119

120 Setting up macro functions Customizing the telephone Setting up macro functions You can assign multi-step macro functions to your telephone s function keys. As a consequence you can, for example, activate and deactivate a permanent call diversion at the press of a single key. If you assign a partner diversion to a function key, you can activate a partner diversion or switch between two permanent diversion destinations at the press of a single key. Setting up a macro (call diversion and pick-up) Press the "Menu" function key. Scroll to the Settings menu item. Scroll to the Keys menu item. Scroll to the Set macro function menu item. Scroll to the macro function you want to assign to the key, e.g. Call diversion Enter the call number to which you want to divert calls (call diversion) or from which you want to pick up calls on your telephone (pick-up). Scroll to the assign menu item. Press the key to which you want to assign the macro function. You can now see which function or call number was previously assigned to the key. Confirm with store. You can set up each function twice. 120

121 Setting up macro functions Customizing the telephone Setting up a macro (partner diversion) Scroll to the Settings menu item. Scroll to the Keys menu item. Scroll to the Set macro function menu item. Scroll to the macro function you want to assign to the key, e.g. Partner diversion 1. Scroll to the Modify entry menu item. Scroll to the partner from whom you want to divert calls, e.g. from Schwin. Now you have to select the partner to whom you want to divert the calls, e.g. from Schwin to Behrma. Now you have to select whether you need an alternative call diversion destination (e.g. from Schwin to Behrma or Frank) or whether you only need one destination (in this example: from Schwin to Behrma). Press the key to which you want to assign the macro function. You can now see which function or call number was previously assigned to the key. Confirm with store. If you have set up the partner diversion with two destinations, you can switch between these two destinations at the press of a key. The partner diversion with two destinations can only be deactivated via the menu. Call up the basic partner menu and select the menu item "Partner diversion from/to others" in the "Set/delete partner diversion" menu. Then select the desired diversion from the list in order to deactivate the partner diversion. If you have only selected one destination, the function key activates and deactivates the entered call diversion. 121

122 Making anonymous calls* Customizing the telephone Making anonymous calls* You can determine whether your call number is to be shown to other parties. This function must be enabled in the system. Press the "Menu" function key. Scroll to the Settings menu item. Scroll to the Dial settings menu item. Scroll to the Anonymous (off) menu item. Scroll to the on menu item. Scroll to the "Anonymous (on)" menu item and select "off" if you want the opposite party to be able to see your call number again. 122

123 Deactivating second call Customizing the telephone Deactivating second call You can deactivate second call if you do not want to answer any additional calls (second calls) during an existing call. Scroll to the status message Second call on. Scroll to the off menu item. To deactivate second call again, scroll to the "Second call (on)" menu item in the "Display/Acoustics" menu and select "off". 123

124 Deactivating direct dialling Customizing the telephone Deactivating direct dialling By default, the respective number is dialled immediately as soon as a destination or digit key is pressed. This feature can be disabled however. Press the "Menu" function key. Scroll to the Settings menu item. Scroll to the Dial settings menu item. Scroll to the Direct dial menu item. Scroll to the desired menu item, e.g. Direct dest. dial (off). Scroll to the off menu item. To deactivate direct dialling for destinations again, scroll to the "Direct dest. dial (off)" menu item and select "on". 124

125 Deactivating autom. tone dialling (DTMF) Customizing the telephone Deactivating autom. tone dialling (DTMF) By default, your telephone is set in such a way that all digit keys subsequently dialled during a connection are transmitted as tones. This allows you, for example, to call up voic or remote control an answering machine. These digits are neither displayed nor entered in the redial memory. Press the "Menu" function key. Scroll to the Settings menu item. Scroll to the Dial settings menu item. Scroll to the DTMF switchover (on) menu item. Scroll to the off menu item. To re-activate tone dialling, scroll to the "DTMF switchover (off)" menu item and select "on". 125

126 Changing the DTMF pulse duration Customizing the telephone Changing the DTMF pulse duration You can change the DTMF pulse duration (DTMF = dual-tone multi-frequency dialling method). This may be necessary if an answering machine does not react to signals from your telephone. A pulse duration of 1000 ms (slow) is required for certain answering machines, 500 ms (average) for others. Your telephone is preset to 100 ms (fast). Press the "Menu" function key. Scroll to the Settings menu item. Scroll to the Dial settings menu item. Scroll to the DTMF duration (quick) menu item. Select the desired DTMF pulse duration, e.g. medium. 126

127 Activating key beep tones Customizing the telephone Activating key beep tones You can have every press of a key signalled by a beep (key beep tone). Press the "Menu" function key. Scroll to the Settings menu item. Scroll to the Keys menu item. Scroll to the Key beep (off) menu item. Scroll to the on menu item. To deactivate the key beep again, scroll to the "Key beep (on)" menu item and select "off". 127

128 Time zones Customizing the telephone Time zones You can have the current time in 26 cities around the world displayed. Press the "Menu" function key. Scroll to the Time zones menu item. The display shows the current time in 26 cities. The time that your telephone shows for a city can vary from the actual time in that city due to differences in summer and winter times in the various countries. 128

129 Private User Mobility* Customizing the telephone Private User Mobility* The private user mobility feature allows you to log onto any telephone within your system. You can then be reached on this telephone under your own call number and the charge units incurred are allocated to your call number. This function is protected by a PIN. In order for you to be able to use this function, it must be enabled in the system and two function keys must have the functions "Log on" and "Log out" assigned to them. Logging on to the telephone Press the "Log in user" function key or the "IN" display key (depending on whether you have assigned the function to a function or display key).... Enter your personal call number. Scroll to the Password: menu item.... Enter your PIN. The digits of the PIN are shown as asterisks "*" on the display. Scroll to the Log in user menu item. A status message appears on the display. You are now logged onto this telephone can use it as if it were your own connection. Logging off the telephone Press the "Log out user" function key or the "OUT" display key (depending on whether you have assigned the function to a function key or display key). You are now logged off this telephone. Your personal settings (journal, call list, redial, call diversion, entered callbacks) are deleted. You are logged off automatically if another subscriber logs onto this telephone with his/ her personal call number. 129

130 Saving emergency numbers Customizing the telephone Saving emergency numbers You can save two emergency numbers which can be dialled even if your telephone is locked. Press the "Menu" function key. Scroll to the Settings menu item. Scroll to the Safety menu item. Scroll to the Set emergency numbers menu item. Scroll to the Emergency destin. SOS 1 or Emergency destin. SOS 2 menu item. Confirm the entry and then enter the call number. Scroll to the assign menu item. Press the key to which you want to assign the emergency number. You can now see which function or call number was previously assigned to the key. Confirm with store. If you press the function key to which the emergency number is assigned, your telephone will automatically switch to handsfree operation and dial the saved emergency number. 130

131 Setting up your own call number Customizing the telephone Setting up your own call number You can save your own call number to have it shown on the display. Press the "Menu" function key. Scroll to the Settings menu item. Scroll to the Display / Acoustics menu item. Scroll to the Set own call number menu item. Confirm the entry and enter the name and call number. Scroll to the Save entry menu item. 131

132 Relocating with the telephone (T3) Customizing the telephone Relocating with the telephone (T3) If you move to a different location in the same telephone system, you can continue to use your call number and the corresponding features there. Preparing to relocate: Press the "Menu" function key. Scroll to the Settings menu item. Scroll to the Safety menu item. Scroll to the Relocate telephone menu item. The data is now saved locally in the telephone. The status message "Relocation prepared" appears. Starting the relocation: When your telephone is plugged in at your new location, the status message "Relocation initiated" appears on the idle display. The message "Telephone relocated" then appears and the "Relocation initiated" status message is deleted. If you select the "Relocate telephone" menu item again in the "Safety" menu while the status "Relocation prepared" is displayed, your relocation request will be cancelled. For telephones with an S0 interface, an MSN must be set up by the service technician before this feature is able to be used. You can obtain detailed information from Tenovis Service. 132

133 Relocating with the telephone* (T3 IP) Customizing the telephone Relocating with the telephone* (T3 IP) If you move to a different location in the same telephone system, you can log on with your previous call number and previous PIN in order to access your personal settings and phone book there. Before relocating: Before relocating, you need tolog off [ 148]. Your personal settings and your phone book are then saved and will no longer be available at this telephone. After relocating: To be able to access your personal settings and phone book again, you will need tolog on with your own phone number and PIN. [ 24]. This feature is not enabled by default. Please contact Tenovis Service if you have any questions. 133

134 Saving personal data Customizing the telephone Saving personal data For security reasons, you can save your personal telephone settings both locally in the telephone itself and - if enabled by Tenovis Service - centrally in your telephone system. Your data is protected in the telephone system by a password. Tenovis Service can save or play back your personal telephone data centrally. You can prevent data from being saved centrally by blocking central data saving. Saving data locally immediately Press the "Menu" function key. Scroll to the Settings menu item. Scroll to the Safety menu item. Scroll to the Save data menu item. Scroll to the Save data locally menu item. Saving data locally automatically Press the "Menu" function key. Scroll to the Settings menu item. Scroll to the Safety menu item. Scroll to the Save data menu item. Scroll to the Save data at 00:00 menu item.... Enter the time at which you want the local data to be saved. Confirm the entry. 134

135 Saving personal data Customizing the telephone Saving data centrally immediately* Press the "Menu" function key. Scroll to the Settings menu item. Scroll to the Safety menu item. Scroll to the Save data menu item. Scroll to the Save data centrally menu item.... Enter your PIN. The digits of the PIN are shown as asterisks "*" on the display. Confirm the entry. The message "Saving your settings" appears briefly on the display. Your data has now been saved. Blocking central data saving Press the "Menu" function key. Scroll to the Settings menu item. Scroll to the Safety menu item. Scroll to the Save data menu item. Scroll to the Save centrally (free) menu item.... Enter your PIN. The digits of the PIN are shown as asterisks "*" on the display. Confirm the entry. Scroll to the Barred menu item. Your data can now not be saved from a central position. To re-activate central data saving, scroll to the "Save centrally (barred)" menu item and select "free". 135

136 Setting up VIP functions* Customizing the telephone Setting up VIP functions* You can set up special functions between telephones of your system, provided you have made the appropriate preparations. To do this, certain pre-settings have to be the same on both the sending and the receiving telephone. The following pages describe typical cases of application for VIP functions. The sending telephone is referred to as the executive telephone here and the receiving telephone as the secretary telephone. Using the executive telephone as a two-way intercom system to the secretary Setting up the executive telephone Press the "Menu" function key. Scroll to the Settings menu item. Scroll to the VIP menu item.... Enter the current PIN. Confirm the entry. Scroll to the Send VIP functions menu item. Scroll to the Authorized users menu item. Scroll to the Set VIP partner menu item. Scroll to the Entry from phone book or Entry from key assign. or Partner menu item. Scroll to the entry for the secretary telephone. Scroll to the send to user menu item. Scroll to the Ann.&Ackn menu item. 136

137 Customizing the telephone Setting up VIP functions* If you select on instead of Ann.&Ackn, only the VIP ringing tone is heard on the secretary phone when the secretary phone is called by the executive phone. Severalsettings [ 137] have to be made on the secretary phone for this purpose. Setting up the secretary telephone Press the "Menu" function key. Scroll to the Settings menu item. Scroll to the VIP menu item.... Enter the current PIN. Confirm the entry. Scroll to the Receive VIP functions menu item. In order to receive VIP messages, set the "Receive VIP functions" menu item to "All callers" if you want VIP functions to be possible for all subscribers, "Authorized users" if you want VIP functions only to be available to subscribers determined in the "Set VIP partner" menu. Scroll to the Set VIP partner menu item. Scroll to the Entry from phone book or Entry from key assign. or Partner menu item. Scroll to the entry for the executive telephone. Scroll to the receive from user menu item. Scroll to the on menu item. 137

138 Setting up VIP functions* Customizing the telephone Announcements from the executive telephone Setting up the executive telephone Press the "Menu" function key. Scroll to the Settings menu item. Scroll to the VIP menu item.... Enter the current PIN. Confirm the entry. Scroll to the Send VIP functions menu item. Scroll to the Authorized users menu item. Scroll to the Set VIP partner menu item. Scroll to the Entry from phone book or Entry from key assign. or Partner menu item. Scroll to the entry for the secretary telephone. Scroll to the send to user menu item. Scroll to the announcm. menu item. If you select on instead of announcm., only the VIP ringing tone is heard on the secretary phone when the secretary phone is called by the executive phone. Severalsettings [ 139] have to be made on the secretary phone for this purpose. 138

139 Customizing the telephone Setting up VIP functions* Setting up the secretary telephone Press the "Menu" function key. Scroll to the Settings menu item. Scroll to the VIP menu item.... Enter the current PIN. Confirm the entry. Scroll to the Receive VIP functions menu item. In order to receive VIP messages, set the "Receive VIP functions" menu item to "All callers" if you want VIP functions to be possible for all subscribers, "Authorized users" if you want VIP functions only to be available to subscribers determined in the "Set VIP partner" menu. Scroll to the Set VIP partner menu item. Scroll to the Entry from phone book or Entry from key assign. or Partner menu item. Scroll to the entry for the executive telephone. Scroll to the receive from user menu item. Scroll to the on menu item. Using the VIP functions Using announcements or the two-way intercom system: Press the respective destination key for the secretary telephone or select the phone book entry. Press the "Monitoring/Handsfree" function key or pick up the handset. "Handsfree" is automatically activated on the secretary telephone. The two parties can now speak to one another. With "Announcement", the loudspeaker is activated on the secretary telephone. You can make an announcement. 139

140 Activating "Handsfree answer back"* Customizing the telephone Activating "Handsfree answer back"* You can set up your telephone so that calls are answered immediately. In the event of a call, you will hear only a short signal tone and your telephone s microphone and loudspeaker will be activated immediately. You can therefore speak to the caller straightaway. Press the "Menu" function key. Scroll to the Settings menu item. Scroll to the Handsfree answer (off) menu item. Scroll to the on menu item. The status message Handsfree Answer Back on appears on the display. To deactivate "Handsfree answer back" again, scroll to the "Handsfree Answer (on)" menu item in the "Settings" menu and select "off". 140

141 Customizing the telephone Setting the acoustics, contrast and language Setting the acoustics, contrast and language You can edit various acoustic settings and the contrast of the display to meet your own requirements. The language for the display texts can be changed at any time. Irrespective of this, you can also specify the language in which you want the prepared minimail texts to appear. The languages available are English, German, French and Italian. Setting the acoustics Press the "Menu" function key. Scroll to the Settings menu item. Scroll to the Display / Acoustics menu item. Scroll to the Set acoustics menu item. Scroll to the desired menu item, e.g. Ringing tone. Increase or reduce the volume. New ringing settings are sounded immediately in order to be checked. Confirm the entry. The new setting is saved. You can go directly to the acoustics menu from the initial condition of your telephone using the keys and. You can also change any setting by pressing the digit key for the desired setting or by pressing and. To reset all of the acoustic settings to the default settings, select the "Default settings" menu item. 141

142 Setting the acoustics, contrast and language Customizing the telephone Selecting the ringing tone melody You can assign different ringing tunes to the various types of calls (internal, external, VIP, partner/line, MSN). Press the "Menu" function key. Scroll to the Settings menu item. Scroll to the Display / Acoustics menu item. Scroll to the Set acoustics menu item. Scroll to the Ringing tone melody menu item. Scroll to the desired call type, e.g. Internal calls (Melody 1). Select the desired melody, e.g. Melody 2. The selected melody has now been saved and is played immediately in order to check it. You can change the speed of the melody under Set melody. You can go directly to the acoustics menu from the initial condition of your telephone using the keys and. Setting the contrast Press the "Menu" function key. Scroll to the Settings menu item. Scroll to the Display / Acoustics menu item. Scroll to the Set contrast menu item. Increase or reduce the contrast. Confirm the entry. The new setting is saved. 142

143 Customizing the telephone Setting the acoustics, contrast and language You can also change any setting by pressing the digit key for the desired setting or by pressing and. Changing the language for the display and minimails Press the "Menu" function key. Scroll to the Settings menu item. Scroll to the Display / Acoustics menu item. Scroll to the Switch language menu item. Select the language you want to use for display texts, e.g. Italiano. Select the language you want to use for minimail texts, e.g. English. If you change the language for minimail texts, all texts which you have entered or edited yourself are reset to their initial state. 143

144 Setting handsfree operation Customizing the telephone Setting handsfree operation You can use the available menu items to adapt the handsfree settings to the conditions prevailing in your office and surroundings. Press the "Menu" function key. Scroll to the Settings menu item. Scroll to the Display / Acoustics menu item. Scroll to the Set handsfree menu item. Select the desired setting, e.g. Office normal. 144

145 Activating "CSTA answer call"* Customizing the telephone Activating "CSTA answer call"* You can also answer calls on your PC if your telephone network and your PC network are linked together for CSTA (computer service telephony application) and the CSTA answer call function is activated. When the phone rings, click on the CSTA Answer Call icon on your PC screen. The telephone is automatically set to "Handsfree" and you can speak with the caller. Press the "Menu" function key. Scroll to the Settings menu item. Scroll to the Applications menu item. Scroll to the CSTA Answer Call (off) menu item.... Enter your PIN. Confirm the entry. Scroll to the on menu item. To deactivate, repeat these steps and select "off" instead of "on". 145

146 Leaving a hunt group* Customizing the telephone Leaving a hunt group* If you are a member of a hunt group, you can leave the hunt group temporarily. Calls are then diverted to the next hunt group subscriber. Press the "Menu" function key. Scroll to the Settings menu item. Scroll to the Applications menu item. Scroll to the Part of group line (on) menu item. Scroll to the off menu item. To rejoin the hunt group, scroll to the "Part of group line (off)" menu item and select "on". 146

147 Logging on to automatic call distribution* Customizing the telephone Logging on to automatic call distribution* Tenovis Service must provide your telephone with a personal call number (max. 5 digits) and a personal password (6 digits) for call centre functions. You must log on with the call number and password. Press the "Menu" function key. Scroll to the Settings menu item. Scroll to the Applications menu item. Scroll to the CC user function menu item.... Enter your personal call number of a maximum of 5 digits. Scroll to the Password: menu item.... Enter your personal six-digit password. Confirm with Log in. To log off, confirm the status message User: xxx with "OK" and then select Log out. Detailed information on the call centre functions can be found in the operating manual, "Integral T3 Call Centre, Integral T3 Comfort/Classic". 147

148 Viewing and changing user data (T3 IP only) Customizing the telephone Viewing and changing user data (T3 IP only) The set-up call number is displayed in the "User administration" menu. You can also log off the telephone, change your PIN or delete it completely. Logging off users Press the "Menu" function key. Scroll to the Settings menu item. Scroll to the User administration menu item. Select the call number Scroll to the Log out user menu item.... Enter the current PIN. The message "Log out complete!" then appears on the display. 148

149 Viewing and changing user data (T3 IP only) Customizing the telephone Changing your PIN Press the "Menu" function key. Scroll to the Settings menu item. Scroll to the User administration menu item. Select a call number Scroll to the Change PIN menu item.... Enter the current PIN. Scroll to the New PIN menu item.... Enter the new PIN. Scroll to the Reenter PIN menu item.... Enter the new PIN again for confirmation. The message "PIN changed" then appears on the display. Deleting your PIN Press the "Menu" function key. Scroll to the Settings menu item. Scroll to the User administration menu item. Select a call number Scroll to the Delete PIN menu item.... Enter the current PIN. The message "PIN deleted" then appears on the display. 149

150 Viewing and changing IP settings (T3 IP only) Customizing the telephone Viewing and changing IP settings (T3 IP only) You can view various IP(Internet protocol)-specific settings in the "IP settings" menu. You can also check the accessibility of individual network components ("Sending Ping") and load or save user data. Your telephone has been released in order for Tenovis Service or your PBX system administrator to be able to access your telephone and adjust certain settings via a web browser on a PC. You can block this access. Furthermore, you can also make settings to allow CTI applications to log onto your telephone. Viewing IP settings Press the "Menu" function key. Scroll to the Settings menu item. Scroll to the IP settings menu item. Scroll to the Gatekeeper list or Network settings menu item. You can now see various IP settings such as the gatekeeper list or the IP address of your telephone. Sending ping Press the "Menu" function key. Scroll to the Settings menu item. Scroll to the IP settings menu item. Scroll to the Sending Ping menu item. Scroll to the network component whose accessibility you want to check, e.g.def. Gat.. You then receive an information message on whether the selected network component was reached. Under IP address you can yourself enter an IP address whose accessibility you want to check. 150

151 Viewing and changing IP settings (T3 IP only) Customizing the telephone Blocking browser access to the telephone Press the "Menu" function key. Scroll to the Settings menu item. Scroll to the IP settings menu item. Scroll to the Safety menu item. Scroll to the Web Browser menu item. Confirm Web Browser (free). Scroll to the Barred menu item. Logging on a CTI application* In order to control your telephone via a CTI application (e.g. Tenovis Com4Tel), the CTI application must first be logged on: Press the "Menu" function key. Scroll to the Settings menu item. Scroll to the IP settings menu item. Scroll to the Safety menu item. Scroll to the CTI application menu item. Scroll to the Login mode menu item.... Enter the PIN. 151

152 Viewing and changing IP settings (T3 IP only) Customizing the telephone Confirm the entry. Log-on mode is now activated for one minute. You must start the CTI application (e.g. Tenovis Com4Tel) on the PC during this time. After logging on successfully, the log-on mode is immediately ended and the message "CTI applic. registered" is displayed. If you wish to register a CTI application on a different PC on your telephone, you must first select "CTI log out" from the "CTI application" menu and enter the PIN. You can then register the CTI application on the other PC under "Login mode" (see operating procedure above). Saving user data Press the "Menu" function key. Scroll to the Settings menu item. Scroll to the IP settings menu item. Scroll to the User data menu item. Scroll to the Data download menu item. Your personal settings and your phone book are saved now. Loading user data Press the "Menu" function key. Scroll to the Settings menu item. Scroll to the IP settings menu item. Scroll to the User data menu item. Scroll to the Data upload menu item. The saved data is loaded now. 152

153 Links* Table of Contents Links* Table of Contents CTI-Link (T3 only) CTI/Audio-Link (T3 only) DSS-Link (T3 only) Analog-Link (T3 only) Headset-Link AEI/Headset-Link (T3 IP only) One particular advantage of your telephone is the flexible linking concept. The following links can be plugged into the two available slots: CTI-Link (with V. 24 interface for connecting a PC for TAPI applications (e.g. Tenovis Com4Tel) or other CTI applications CTI /Audio-link (with V. 24 interface for connecting a PC for TAPI applications (e.g. Tenovis Com4Tel) or other CTI applications and an interface (X/Y) for connecting a DSS module, a switching-contact module, a headset, an external handsfree device, a second handset or a recording device) DSS-Link (with one interface (Y) for connecting a DSS module or a switching-contact module and one interface for connecting an external loudspeaker) Analog-Link (with one analogue interface for connecting analogue terminals and one interface for connecting the 40-V power supply unit) S0-Link (with two interfaces for connecting further S0 terminals or a power supply unit for the S0 bus) Headset-Link (with an interface for connecting a headset) AEI/Headset-link (with one AEI XY interface for connecting a DSS module, a headset, an external handsfree device, a second handset or a recording device and one interface for connecting a headset) 153

154 CTI-Link (T3 only) Links* CTI-Link (T3 only) The "TAPI" CTI application is set on your telephone as a default. This means that you do not need to make any further settings in order to run a TAPI application (e.g. Tenovis Com4Tel). You have to proceed as follows however, if another CTI application has been connected: Press the "Menu" function key. Scroll to the Settings menu item. Scroll to the respective menu item, e.g. CTI link Port 1 (if the CTI-Link has been connected to port 1). Scroll to the CTI application (TAPI) menu item. Scroll to the Other CTI menu item. You now have to use the "CTI setup" menu item to make additional settings for this CTI application, such as "Baud rate" or "Dialling mode". 154

155 CTI/Audio-Link (T3 only) Links* CTI/Audio-Link (T3 only) Setting a CTI application The "TAPI" CTI application is set on your telephone by default. This means that you do not need to make any further settings in order to run a TAPI application (e.g. Tenovis Com4Tel). You have to proceed as follows however, if another CTI application has been connected: Press the "Menu" function key. Scroll to the Settings menu item. Scroll to the respective menu item, e.g. CTI/Audio link Port 1 (if the CTI/Audio-Link has been connected to port 1). Scroll to the CTI application (TAPI) menu item. Scroll to the Other CTI menu item. You now have to use the "CTI setup" menu item to make additional settings for this CTI application, such as "Baud rate" or "Dialling mode". Setting an auxiliary device Press the "Menu" function key. Scroll to the Settings menu item. Scroll to the respective menu item, e.g. CTI/Audio link Port 1 (if the CTI/Audio-Link has been connected to port 1). Scroll to the desired menu item, e.g. Headset (off). Make the appropriate settings, e.g. at handset. 155

156 DSS-Link (T3 only) Links* DSS-Link (T3 only) Setting auxiliary equipment or applications: Press the "Menu" function key. Scroll to the Settings menu item. Scroll to the respective menu item, e.g. DSS link Port 1 (if the DSS-Link has been connected to port 1). Select the respective application, e.g. DSS module (off). Scroll to the on menu item. You may have to make further settings, depending on the application. 156

157 Analog-Link (T3 only) Links* Analog-Link (T3 only) The Analog-Link is not an analogue device connection. Only the basic features are provided: refer-back, switching between lines, transferring, and message waiting. Selecting a service Your T3 telephone must be informed which analogue terminal is connected to the Analog-Link: Press the "Menu" function key. Scroll to the Settings menu item. Scroll to the respective menu item, e.g. Analogue Link Port 1 (if the Analog-Link has been connected to port 1). Scroll to the Service menu item. Select the desired service, e.g. Telephone. You can connect any of the analogue devices available for selection if you select "all svcs". You should however bear in mind that the connected device will also responds to other services. A connected analogue telephone, for example, will ring if a fax call is received. 157

158 Analog-Link (T3 only) Links* Assigning an MSN The analogue terminals connected via the Analog-Link can be assigned their own MSN: Press the "Menu" function key. Scroll to the Settings menu item. Scroll to the respective menu item, e.g. Analogue Link Port 1 (if the Analog-Link has been connected to port 1). Scroll to the MSN menu item.... Enter the call number for the analogue terminal. Scroll to the Save entry menu item. In the Use MSN menu you will still need to activate the MSN set up by selecting on. Entering parameters for the ringing frequency, flash signal and busy tone You can enter the parameters Ringing frequency, Flash signal and Busy tone for the analogue terminal on your T3 telephone: Press the "Menu" function key. Scroll to the Settings menu item. Scroll to the respective menu item, e.g. Analogue Link Port 1 (if the Analog-Link has been connected to port 1). Scroll to the desired menu item, e.g. Dial frequency. Select the desired dialling frequency, e.g. 25 Hz. 158

159 Headset-Link Links* Headset-Link You can connect a headset to your telephone via the Headset-Link. Press the "Menu" function key. Scroll to the Settings menu item. Scroll to the respective menu item, e.g. Headset-Link Port 1 (if the Headset-Link has been connected to port 1). Scroll to the desired menu item, e.g. At Headset-Link. If you select at handset the headset needs to be connected to the handset interface. 159

160 AEI/Headset-Link (T3 IP only) Links* AEI/Headset-Link (T3 IP only) Setting auxiliary devices: Press the "Menu" function key. Scroll to the Settings menu item. Scroll to the AEI/Headset-Link menu item. Scroll to the desired menu item, e.g. DSS module (off). Scroll to the on menu item. 160

161 Auxiliary devices* Table of Contents Auxiliary devices* Table of Contents The DSS module Dialling with the DSS module 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) You can connect various auxiliary devices to the individual interfaces of thelinks: [ 153] Com4Tel for operating the most important telephone features from a PC Other CTI applications for PC-supported dialling (such as Lotus Organizer) Headset for making calls conveniently without the handset. External handsfree devices for high handsfree quality Second handset for monitoring a telephone call Recording device for recording a telephone call External loudspeaker to improve the quality of handsfree operation DSS module for using further keys, e.g. for call numbers of your partners, individual destinations (frequently used call numbers), line keys (multiline) and so on Door device for indicating certain statuses Second alarm for additionally signalling a call You can also operate the features of your telephone from your PC using Tenovis Com4Tel or other CTI applications (e.g. Lotus Organizer). In some cases it is necessary to make further settings on your telephone. Most of the auxiliary devices listed here have their own operating and commissioning manuals. That is why only those devices are described in the following which are not described in their respective manuals. 161

162 Auxiliary devices* The DSS module The DSS module A DSS module has 36 keys which Tenovis Service can assign according to your preferences. The following options are available to you: Call numbers of your partners Individual destinations (frequently used call numbers) Line keys (for multiline) 1: Keys with LEDs 2: Strips for labelling 162

163 Auxiliary devices* Dialling with the DSS module Dialling with the DSS module Pick up the handset. Press the DSS key for the desired subscriber. With partner keys, the LED indicates whether the line is free or busy. Partner status Free Call Second call Busy LED Off Flashes slowly Flashes quickly On Instead of first picking up the handset, you can also first press the DSS key for the desired subscriber first and then pick up the handset (dialling with handset on the hook). 163

164 Activating an additional loudspeaker Auxiliary devices* Activating an additional loudspeaker You can connect an additional loudspeaker to your telephone via thedss-link [ 156] to improve handsfree quality. You then only need to make the following settings in your telephone menu: Press the "Menu" function key. Scroll to the Settings menu item. Scroll to the DSS link Port X menu item. Scroll to the ext. loudspeaker (off) menu item. Scroll to the on menu item. The external loudspeaker is now activated. You can adjust the volume of theacoustics menu [ 141] as required. Please only use the connecting cable supplied with the loudspeaker to connect the loudspeaker to the DSS-Link. Place the loudspeaker at least 1 metre away from the telephone in order to obtain optimum handsfree quality. 164

165 Activating the headset Auxiliary devices* Activating the headset You can connect a conventional or convenience headset (e.g. Ellipse) to your telephone via thecti/audio-link. [ 155] If you have connected a headset to the CTI/Audio-Link you only need to change the following setting in your telephone menu: Press the "Menu" function key. Scroll to the Settings menu item. Scroll to the respective menu item, e.g. CTI/Audio link Port 1 (if the CTI/Audio-Link has been connected to port 1). Scroll to the Headset (off) or Convenience headset (off) menu item. Scroll to the AEI (X/Y) menu item. The status message Headset enabled appears on the display. You can also set up the "Headset to AEI/Link" function key in order to be able to activate or deactivate the headset quickly and easily. You can even do this while making a call over the headset. You can then switch on the headset via the "Monitoring/Handsfree" function key. If you are using a headset at which sleep mode has to be deactivated, select Wake-up tone heads instead of AEI (X/Y) (not if "Auto Answer" is activated at CC or if Handsfree Answer Back is activated). Please contact Tenovis Service if you have any questions. 165

166 Headset - making a call Auxiliary devices* Headset - making a call... Enter the desired call number on the telephone. Press the "Monitoring/Handsfree" function key. The LED next to the function key begins to flash and you can speak to the desired subscriber via the headset as soon as he/she answers. If you want to end the call: Press the "Monitoring/Handsfree" function key again (LED goes out). If the call number that you want to dial is in one of the lists (call list, journal, phone book), you can also select it there and then press the "Monitoring/Handsfree" function key. If you are using a convenience headset (e.g. Ellipse), you can also press the corresponding key on the headset instead of pressing the "Monitoring/Handsfree" function key on the telephone. Brief connecting delays are possible when answering on the telephone. If you want someone else to be able to hear your call loud in the room, you have two options: 1. Select the Monitoring menu item and press the "OK" key. The opposite party can now also be heard over the loudspeaker. 2. Pick up the handset. The opposite party can now also be heard over the handset (speaking over the handset is not possible). You can deactivate monitoring again by pressing "OK" again (in the first case) or replacing the handset (in the second case). If you do not want the caller to hear what is being said at your end, press the "Mute" function key on the telephone or press the corresponding key on the headset. The caller will be able to hear you again once you have pressed this key again,. 166

167 Headset - answering calls Auxiliary devices* Headset - answering calls If you receive a call: Press the "Monitoring/Handsfree" function key. The LED next to the function key begins to flash and you can speak to the caller via the headset. If you want to end the call: Press the "Monitoring/Handsfree" function key again (LED goes out). If you are using a convenience headset (e.g. Ellipse), you can also press the corresponding key on the headset to answer the call instead of pressing the "Monitoring/Handsfree" function key on the telephone. Brief connecting delays are possible when answering on the telephone. If you want someone else to be able to hear your call loud in the room, you have two options: 1. Select the Monitoring menu item and press the "OK" key. The opposite party can now also be heard over the loudspeaker. 2. Pick up the handset. The opposite party can now also be heard over the handset (speaking over the handset is not possible). You can deactivate monitoring again by pressing "OK" again (in the first case) or replacing the handset (in the second case). If you do not want the caller to hear what is being said at your end, press the "Mute" function key on the telephone or press the corresponding key on the headset. The caller will be able to hear you again once you have pressed this key again,. 167

168 Continuing a call over the headset with the handset picked up Auxiliary devices* Continuing a call over the headset with the handset picked up If you are making a call over the handset but now want to continue the call with the headset: Press the "Monitoring/Handsfree" function key. The LED next to the function key begins to flash and you can speak to the caller via the headset. It is no longer possible to speak over the handset (only listening). If you want to end the call: Press the "Monitoring/Handsfree" function key again (the LED goes out and you can use the handset to make calls again). Replace the receiver. If you use a convenience headset (e.g. Ellipse), you can also press the corresponding key on the headset to answer the call instead of pressing the "Monitoring/Handsfree" function key on the telephone (monitoring over the handset is then no longer possible however). If you want someone else in the room to be able to listen to your call, in addition to monitoring over the handset, you also have the possibility of selecting the Monitoring menu item and then pressing the "OK" key. Now the caller can also be heard over the headset and the loudspeaker of your telephone. You can switch off monitoring again by pressing "OK" again. If you do not want the caller to hear what is being said at your end, press the "Mute" function key on the telephone or press the corresponding key on the headset. The caller will be able to hear you again once you have pressed this key again,. 168

169 Setting the CTI application (T3 IP only) Auxiliary devices* Setting the CTI application (T3 IP only) The "TAPI" CTI application is set on your telephone by default. This means that you do not need to make any further settings in order to run a TAPI application (e.g. Tenovis Com4Tel). You must proceed as follows however, if another CTI application has been connected: Press the "Menu" function key. Scroll to the Settings menu item. Scroll to the CTI application (TAPI) menu item. Scroll to the Other CTI menu item. You now need to make additional settings for this CTI application via the "CTI setup" menu item, such as the protocol type or dialling method. You can find out how to log on a CTI application in the section titledlogging on a CTI application* [ 151]. 169

170 Setting the CTI application (T3 IP only) Auxiliary devices* 170

171 Table of Contents Look it up whenever in doubt Look it up whenever in doubt Table of Contents Function keys Information on the idle display Ringing and handset tones Menu overview Troubleshooting

172 Function keys Look it up whenever in doubt Function keys Look up the function name, "Code dialling" for example, if you do not know what it actually means. This alphabetical list contains the functions that can be assigned to the programmable function keys or to the display keys. Function keys Tone ringing off [ 112] Switch off the ringing tone. You will hear a single alert tone in the event of a call instead Switch to level 1 You can switch to the display key level 1. Switch to level 2 You can switch to the display key level 2. Switch to level 3 You can switch to the display key level 3. Switch to level 4 You can switch to the display key level 4. Switch to level 5 You can switch to the display key level 5. Call charges [ 57] You can view a list of the telephone costs incurred. Headset to AEI/Link The function "Headset to AEI/Link" is activated or deactivated to save the path via the menu. Pick-up call [ 34] You can use this function to pick up calls from another telephone of which the call number is shown on the display. Enter the relevant number and press "Pick-up call". If you have activated "Direct dial", you must also press this key before pressing the first digit key. View journal [ 50] The journal provides you with an overview of all of your telephone activities. It includes the call lists (max. 30 entries) and the redial list (max. 10 entries). The journal also displays the call numbers of subscribers (max. 10 entries) who have called you and with whom you have spoken. You can tell what type of entry it is by the respective symbol. The most recent entry is at the top of the list. 172

173 Function keys Look it up whenever in doubt Function keys Set contrast [ 142] Set the contrast according to your lighting conditions. View mailbox [ 63] You can check whether you have received a minimail. Request server message You can check whether you have received a voice or text message. Send minimail [ 61] You can send short text messages to one or more recipients. Partner* [ 67] You can divert calls to other partners, deactivate diversions, have calls for a partner signalled on your telephone and change the partner display. Call diversion [ 41] You can divert calls to other telephones within your system. Lock [ 64] You can protect your telephone against unauthorised use. Local phone book [ 52] In the local phone book, you can save entries yourself and then call them up and dial them later. Main phone book* [ 54] The central phone book (CETB) is a call number memory in your telephone system. You can find and dial call numbers here in the same way as with your own telephone. You can make it easier to search for a call number in the central phone book by assigning the search function to a function key. Appointments [ 59] You can enter an appointment with a short text. The text is shown on the display at the entered time. A signal tone also sounds. Tone dial on [ 125] During a call, you can change the dialling method if you, for example, want to remote control an answering machine. Door device* You can activate or deactivate a door device by pressing a single key. This function can only be used if it has been enabled and a door device is connected to your telephone. Transfer call [ 38] You answer an additional call during a call. You forward it to another subscriber during a refer-back call. You can also connect the two other parties with one another during a three-party conference. 173

174 Function keys Look it up whenever in doubt Function keys Deputy key [ 80] You can use this key on the idle menu to set up (first press of a key) or delete (second press of a key) the selected partner diversions. Time zones [ 128] This allows you to display the current time in other parts of the world. Sec. call on/off [ 123] If you deactivate the second call, no additional calls are signalled during an existing call. 174

175 Information on the idle display Look it up whenever in doubt Information on the idle display The idle display provides important information on the status of your telephone (e.g. Divert to 1234). The idle display always appears after a minute, provided you do not make a call or press a key. Information on the idle display Anonymous Your opposite party cannot see your call number or your name on their display. Appointment enabled Appears if you have activated an appointment Appointment expired A date of appointment has expired. You can either change or delete it. Call diversions enabled Call diversions have been set up for several of your own call numbers Call list Someone has tried to call you in your absence or while you were making a call. You can view the corresponding information. Callback enabled You have initiated an automatic callback. Your telephone rings as soon as the called telephone is free again. Data download failure (T3 IP only) Your user data was not able to be saved. Please contact Tenovis Service if you have any questions. Data upload failure (T3 IP only) Your user data was not able to be loaded. Please contact Tenovis Service if you have any questions. Delayed ext. DIV xxxx External calls are diverted to another telephone after a specified period of time. Delayed intl DIV xxxx Internal calls are diverted to another telephone after a specified period of time. Deutsch/English/Français/Italiano (T3) ord/gb/f/i/e/nl//h/slo/pl/cz/ru (T3 IP) Select the line to set the language for the display texts. This message is only displayed at the start when you put your telephone into service. You can set the language in the menu later on. DIV on busy to xxxx If you are making a call, all calls are diverted to another telephone. 175

176 Information on the idle display Look it up whenever in doubt Information on the idle display DIV on busy xxxx for xxxx If this line is busy, all calls are diverted to another connection. DIV to xxxx for xxxx All calls for line xxxx are diverted to another telephone. DIV to xxxx All calls to your telephone are diverted to another telephone. Door device enabled The door device is activated. To deactivate it: select the line or press the corresponding function key. Double call to 5595 If you receive a call, the call is also signalled on the specified line, e.g. on Gatekeeper offline (T3 IP only) No gatekeeper was found and the search was stopped. Restart the search by selecting this menu item and pressing OK. Please contact Tenovis Service if you have any questions. Handsfree Answer Back on "Handsfree answer back" is activated. Your telephone is set up in such a way that calls can be answered immediately. In the event of a call, you will hear only a short signal tone and your telephone s microphone and loudspeaker will be activated immediately. You can therefore speak to the caller straightaway. Headset enabled This message appears on the idle display, if a headset is connected and switched on. To switch off the headset, go to the corresponding menu and select the appropriate line. Hunt group x off You have removed your telephone from hunt group x. Line busy This status message appears on your display: An external line has been seized for your connection by a partner telephone. You can now dial or have a connection established from the partner telephone. Line call list A call on a line that has been neither been assigned to you nor any of your colleagues has not been answered. You can view the corresponding information. No network (T3 IP only) Your telephone is not connected to the LAN. Please contact Tenovis Service if you have any questions. 176

177 Information on the idle display Look it up whenever in doubt PUM user: 5595 Schneider You are logged on to another telephone and you can use it exactly like your own connection. The call number and name are specified here as an example. Restr. partn. signalling The partners can no longer see on their display whether you are making a call, are being called or whether there is a call diversion for you etc. Ringing tone off You can deactivate the ringing tone during a call. Second call on Additional callers are allowed during a call. You can activate "Second call" in the "Display / Acoustics" menu. Seize line for PAxx ("PAxx" represents the name of the partner from your partner group). You have seized an external line for a telephone of your partner group. You can now establish a connection for this partner. Server message waiting There is a voice or text message for you on the server. Telephone locked xxxx of xxxx You can see how many of your own call numbers are locked. Enter the appropriate PIN to unlock a line again. Telephone locked Your telephone is locked. Select the "Lock" menu item and enter your PIN to unlock the telephone. Text messages You have received a new text message. Information on the idle display 177

178 Look it up whenever in doubt Ringing and handset tones Ringing and handset tones Tones for internal and external calls Normal ringing tone for external calls: You candeactivate this tone. [ 112]. Normal ringing tone for internal calls: You candeactivate this tone [ 112]. Alert tone: Additional call during a conversation; partner beep Executive call: VIP function; you candeactivate this tone [ 112]. Call with "Handsfree answer back": Announcement (also with reply), Message if busy: special tone Tones on the handset Tone during a cut-in call Signal tone: When switching on monitoring, handsfree operation and dialling with the handset on the hook. The opposite party can also hears this tone. Appointment signal: You candeactivate this tone [ 112]. 178

179 Look it up whenever in doubt Menu overview Menu overview You can find an overview of the menu structure of the T3 Classic telephone below. The first three menu levels are displayed. The menu structure shown here may differ from the actual menu structure of your telephone. It may vary from the menu overview shown here, depending on the features used, the accessories in use and the assignment of the function keys. Comments and notes are displayed in italics. Menu line in main menu One menu level lower One menu level lower Call diversion > to to on busy Ext. after time Int. after time Double Call Call diversion key 1 > Call number: assign Delete entry Call diversion key 2 > Call number: assign Delete entry Appointment data (only if an Appointments > appointment has been entered) Enter new appointment Call charges > Charge display for last call Charge display for last call but one Charge display for third-last call Charge display for fourth-last call Total call charges Call charges > on off must be kept Call charges Charge display > Amount Units must be kept 179

180 Look it up whenever in doubt Menu overview Menu line in main menu One menu level lower One menu level lower Delete single counter Lock > Lock telephone Change PIN > Old PIN New PIN Reenter PIN Save PIN Messages > Send minimail > Text 1 Text 2 Tel. conf... Text 3 Meeting... Text 4 Meeting rescheduled Text 5 Dictation please! Text 6 Call a taxi please! Text 7 cup(s) of tea! Text 8 cup(s) of coffee! Text 9 Text 10 View mailbox > Mailbox entries Time zones > Current time zone Settings > Display / Acoustics > Second call Do not disturb Set acoustics Set contrast Switch language Set handsfree Set own call number Time/Partner/Line/DSS Keys > Set destination keys Set function keys Set macro function Display key assignment Key beep Settings Dial settings > Anonymous DTMF duration DTMF switchover Direct dial Applications > Part of group line Partner CC user function CSTA Answer Call 180

181 Look it up whenever in doubt Menu overview Menu line in main menu One menu level lower One menu level lower Lines DSS direct call Safety > Save data Set emergency numbers CTI application (T3 IP only) > TAPI Other CTI CTI setup (only appears if "Other CTI" has been set) > Protocol Dialling mode AEI/Headset-Link (T3 only, only appears if AEI/Headset- Link is connected) > Headset Convenience headset Ext. Handsfree Second handset Call recording DSS module Door device Second alarm CTI/Audio-Link(T3 only, only appears if CTI/Audio-Link is connected) > CTI application Headset Convenience headset Ext. Handsfree Second handset Call recording DSS module Settings Door device Second alarm CTI-Link(T3 only, only appears > if CTI-Link is connected) CTI application DSS-Link(T3 only, only appears if DSS-Link is connected) > ext. loudspeaker DSS module Door device Second alarm Analogue Link (T3 only, only appears if Analog-Link is connected) > Service 181

182 Look it up whenever in doubt Menu overview Menu line in main menu One menu level lower One menu level lower MSN Use MSN Dial frequency Flash signal Alerting tone volume Headset-Link (only appears if Headset-Link is connected) > none at handset at Headset-Link Headset(only appears if no CTI/Audio-Link is connected) > off at handset must be kept Test mode > Info Tone ringing Display Keypad Speech path Test memory User administration (T3 IP only) > No. xxxx Log out user Change PIN Delete PIN Settings IP settings (T3 IP only) > Gatekeeper list Network settings Sending Ping Safety User data VIP > Receive VIP functions Send VIP functions Set VIP partner Handsfree AB > off on must be kept 182

183 Troubleshooting Look it up whenever in doubt Troubleshooting Incorrect date and time are displayed Select the Time/Partner/Line/DSS menu item. The time and date are updated by the system. Unknown message on the display Take a look in the sectioninformation on the idle display [ 175] to see what the display means. The number of a caller is not displayed Call has been transferred without call number, e.g. an analogue call or the caller has switched off calling line identification presentation. Partner or line display has disappeared The partner or line display has been deactivated in the Partner or Multiline menu. You can switch it on again there. or Select the Time/Partner/Line/DSS menu item. The partner or line display is updated by the system. Note: The display is automatically updated when a partner or one of your colleagues uses his/ her telephone. Short tones during a call A second call is signalled. Please refer to the section titledestablishing several connections [ 37] to find out about possible operating steps. or You have activated monitoring or handsfree operation. You and the opposite party both hear a short alert tone. or Cut-in tone You are taking part in a cut-in call. or Appointment signal An appointment is signalled. A function does not work The function may first have to be enabled by Tenovis Service. Telephone aborts programming prematurely Maybe no key has been pressed for about 60 seconds. This always terminates every programming procedure. Programming is also terminated by answering a call. It is not possible to set up a call diversion Ask your Tenovis Service whether this feature has been activated for your telephone. A call number dialled with code dialling cannot be extended Maybe the "Suffix dialling" feature for the code dialling destination has not been enabled in the telephone system. Ask your Tenovis Service. A call is shown on the display but your telephone does not ring Check whether the ringing tone is deactivated (in the Do not disturb menu). 183

184 Troubleshooting Look it up whenever in doubt 184

185 Key words Key words... telephoning made easy 23 A Activating "CSTA answer call"* 145 Activating "Handsfree answer back"* 140 Activating a refer-back call 97 Activating an additional loudspeaker 164 Activating follow me on an external telephone 44 Activating key beep tones 127 Activating line beep 108 Activating partner beep 75 Activating the call number display 30 Activating the headset 165 Additional call 37 Additional functions 14 Additional loudspeaker 164 AEI/Headset-Link (T3 IP only) 160 Alert tone 108 All keys at a glance 16 Analog-Link (T3 only) 157 Announcement 138 Announcements from the executive telephone 138 Answering a call 33, 92 Answering a call for a partner 72 Answering a call for the telephone on a specific line 92 Answering an additional call (second call) 37 Answering calls 33 Answering calls somewhere else (follow-me)* 44 Answering calls while you are speaking on a line 93 Appointment

186 Key words Appointment message 60 Assigning a destination from the phone book to keys 115 Assigning a partner to a DSS module* 76 Assigning a partner to another key 73 Assigning all lines to the DSS module* 110 Assigning an MSN 158 Assigning functions or call numbers to keys 113 Assigning functions to keys 113 Assigning lines to other line keys 106 Automatic connection 140 Automatic hold 94 Automatic hold (default setting) 94 Automatic redial 29 Auxiliary devices* 161 B Basic rules of operation 19 Blocking 64 Blocking browser access to the telephone 151 Blocking central data saving 135 Busy 29 C Call charges 57 Call diversion 41, 99 Call during a conversation 37 Call list 48 Call number display 18 Call number on destination key 114, 115 Callback 29 Calling 28, 71, 91 Calling back 48 Calling partners 71 Calling up messages 55 Cancelling an appointment

187 Key words Cancelling an entry 19 Cancelling an operation 19 Cancelling or exiting an operation 19 Capitalß letters 21 Central call list 102 Changing a call diversion from a distant phone* 43 Changing an existing destination 116 Changing the dialling mode 125 Changing the DTMF pulse duration 126 Changing the language for the display and minimails 143 Changing the PIN (Personal Identification Number) 64 Changing your PIN 149 Charges for private calls and projects 58 Compiling groups 81 Conference 39, 98 Conference - connecting a party to a call using refer-back 39 Conference - connecting a subscriber to a call 39 Connecting 37, 38 Connecting conference partners with each other 40 Connecting the telephone 12 Connecting the telephone (T3 IP only) 24 Consulting someone during a call (refer-back) 38 Continuing a call in handsfree mode with the handset off the hook 35 Continuing a call over the headset with the handset picked up 168 Continuing a call with the handset in handsfree mode 36 Creating a new destination and assigning it to keys 114 Creating a new destination and saving it as a DSS direct call destination* 118 Creating a new entry in the phone book 52 CTI/Audio-Link (T3 only) 155 CTI-Link (T3 only) 154 Customizing the telephone 111 Cutting in on another call 30 Cutting in on another call (cut-in)* 30 D Date / time 19 Deactivating a call diversion 42,

188 Key words Deactivating a call diversion to voic 55 Deactivating a diversion 42 Deactivating autom. tone dialling (DTMF) 125 Deactivating direct dialling 124 Deactivating follow me on your own telephone 44 Deactivating ringing 112 Deactivating second call 123 Deactivating the call number and charge display 29 Deactivating the call number display 29 Deactivating the charge display 29 Declaration of conformity (T3 IP) 12 Declaration of conformity (T3) 12 Deleting a message 55 Deleting a message* 55 Deleting all entries 46, 49, 51 Deleting all messages* 56 Deleting an appointment 60 Deleting an entry 46, 49, 51, 53 Deleting automatic callback 29 Deleting key assignments 116 Deleting the call charge meter 57 Deleting your PIN 149 Deputy key 80 Destination key 28, 114, 115 Dialling a call number from the journal 50 Dialling a number from the central call list 102 Dialling a number from the local call list 101 Dialling an entry from the central phone book* 54 Dialling an entry from the journal 50 Dialling an entry from the phone book 52 Dialling an entry from the redial list 46 Dialling from the central phone book 54 Dialling from the phone book 52 Dialling with the DSS module 163 Display 18, 19 Display information with multiline 89 Display keys 18, 20 Display keys on five levels

189 Key words Displaying the key assignment 117 Diversion 77 Diverting 41 Diverting a call 41 Diverting all calls for your telephone 41 Diverting calls 41 Diverting calls from one partner to another 79 Diverting calls if your line is busy* 41 Diverting calls to partners 77 Diverting calls to voic 55 Diverting external calls after a certain period of time* 42 Diverting internal calls after a certain period of time* 42 Diverting partner calls to your telephone 78 Diverting partners 78, 79 Do not disturb 112 Double call 75 DSS direct call destination 118, 119 DSS link 164 DSS module 76 DSS-Link (T3 only) 156 DTMF suffix dialling 125 E Editing entries in the phone book 53 Editing the call list 48 Editing the journal 50 Editing the Redial list 46 Enabling partner signalling* 84 Enabling signalling 84 Ending a call in handsfree mode 36 Ending a conference 40 Ending cut-in* 30 Entering a call number 24, 52 Entering a gatekeeper manually 24 Entering a name 21 Entering a new appointment 59 Entering a PIN

190 Key words Entering an appointment 59 Entering parameters for the ringing frequency, flash signal and busy tone 158 Entering text 21 Entering your own call number and PIN (T3 IP only) 24 Establishing a connection for a partner 86 Establishing several connections 37 Exclusive hold 96 Extending a partner group* 81 External 28 External line code 28 F Familiarize yourself with your telephone 11 Finding a gatekeeper 24 Forwarding 37, 38 Forwarding callers 37 Function keys 70, 90, 172 Function keys with LEDs 117 Functions 172 G Gatekeeper 24 Getting to know your telephone 17 H Handsfree answer back 140 Handsfree operation 35 Handsfree operation with additional loudspeaker 164 Headset 161 Headset - answering calls 167 Headset - making a call 166 Headset-Link 159 Hints for the location of the phone 13 Hunt group

191 Key words I Idle display 19 If another telephone receives a call (pick-up call) 34 If the automatic search does not find a gatekeeper (T3 IP only) 24 If the line is busy (automatic callback) 29 If you receive a call 33 Important notes 12 Information about lines on display keys 89 Information about lines on function keys and DSS module 90 Information about partners on display keys 69 Information about partners on function keys 70 Information on the idle display 175 Initiating a conference via lines* 98 Integral T3 Classic and Integral T3 IP Classic 11 Internal 28 J Journal 50 K Keys 16, 70, 90 L Labelling function keys 117 Language 25 Language versions of the user manual 14 Leaving a hunt group* 146 LED display 70, 90 Letters 21 Levels 20 Line beep 108 Lines on DSS module 110 Links*

192 Key words Listening to messages 55 Listening to the opposite party via the loudspeaker (monitoring) 35 Listening to voice messages* 55 Loading user data 152 Local call list 101 Lock 64 Locking 65 Locking lines 103 Locking the telephone 64, 65 Logging off 129, 148 Logging off the telephone 129 Logging off users 148 Logging on 24, 129 Logging on a CTI application* 151 Logging on to automatic call distribution* 147 Logging on to the telephone 129 Logging the T3 telephone off the company PBX system 31 Logging the T3 telephone onto the company PBX system 31 Look it up whenever in doubt 171 Lower-case letters 21 M Mailbox 63 Making a call 28 Making a call with the handset on the hook (handsfree operation) 35 Making anonymous calls* 122 Making calls as usual 27 Making calls from a distant telephone via the system* 31 Making calls outside your telephone system 28 Making calls with ease 45 Making calls with the DSS module 163 Making calls within your telephone system 28 Making calls without the handset 35 Manual hold 95 Masking line keys 107 Masking partner keys 74 Menu 19,

193 Key words Menu overview 179 Message 55, 61 Monitoringö 35 Multiline 87 Mute 28, 33 N Notes on the description of the operating procedures 14 O Overview 15 P Partner 67, 121 Partner beep 75 Partner on DSS module 76 Phone book 52 Picking up 34 Picking up a call 34 Pick-up 34 PIN 64 Preparing follow me on your own telephone 44 Private User Mobility* 129 Programming 19 Protection 64 Putting a call on hold 34 Putting the telephone into service 24 Putting through a second caller 38 R Reactivating the call number and charge display 30 Receiving a minimail 63 Recording charges for private calls and projects*

194 Key words Redialling a call number 29, 46 Reducing a partner group* 82 Reducing groups 82 Refer-back 38 Relocating a call number 47, 49, 51 Relocating with the telephone (T3) 132 Relocating with the telephone* (T3 IP) 133 Repairs 14 Restricting partner signalling* 83 Restricting signalling 83 Ringing and handset tones 178 Ringing tone 112 S Saving a destination from the phone book as a DSS direct call destination* 119 Saving data centrally immediately* 135 Saving data locally automatically 134 Saving data locally immediately 134 Saving emergency numbers 130 Saving personal data 134 Saving user data 152 Searching for names 52, 54 Second call 37 Seizing a line 91 Seizing a line as the executive line 85 Selecting a service 157 Selecting an entry from the call list 48 Selecting and sending a prepared text message 61 Selecting functions from the menu 19 Selecting the language 143 Selecting the language for the display and minimails 25 Selecting the ringing tone melody 142 Sending a minimail 61, 105 Sending a text message to all subscribers 63 Sending and receiving text messages 61 Sending messages 61 Sending ping

195 Key words Setting a CTI application 155 Setting an auxiliary device 155 Setting handsfree operation 144 Setting reminders (appointments) 59 Setting the acoustics 141 Setting the acoustics, contrast and language 141 Setting the contrast 142 Setting the CTI application (T3 IP only) 169 Setting up a call diversion 99 Setting up a macro (call diversion and pick-up) 120 Setting up a macro (partner diversion) 121 Setting up and activating a double-call destination* 42 Setting up function keys 120, 121 Setting up line names 88 Setting up macro functions 120 Setting up partner names 68 Setting up the deputy key 80 Setting up the executive telephone 136, 138 Setting up the information display 109 Setting up the secretary telephone 137, 139 Setting up VIP functions* 136 Setting up your own call number 131 Settings 23 Signal tone 112 SoHo 30 Speaking with only one specific conference party 39 Speaking with parties alternately 38 Status 19 Switching between calls 38 Switching between lines 37, 38 Switching between parties 38 Switching on the charge display 30 Switching the charge display to units 57 Symbols in the call list 48 Symbols in the journal 50 System

196 Key words T Telephone placement 13 Telephone systems for your telephone 12, 13 Telephoning made easy 23 Telephoning with Multiline* 87 Telephoning with partners* 67 Text messages 61 The display helps you 18 The DSS module 162 Time zones 128 To which system is your telephone connected? (T3 IP) 13 To which system is your telephone connected? (T3) 13 Tones for internal and external calls 178 Tones on the handset 178 Transferring an entry to the phone book 47, 49, 51 Troubleshooting 183 Two-way communication 136 U Unlocking 65 Unlocking lines 104 Unlocking the telephone 65 ÜOverview 16 User manual in other languages 14 Using a destination key to make a call 28 Using the executive telephone as a two-way intercom system to the secretary 136 Using the phone book 52 Using the T3 telephone outside the company network (SoHo)* 30 Using the VIP functions 139 Using VIP functions 139 V Viewing an appointment

197 Key words Viewing and changing IP settings (T3 IP only) 150 Viewing and changing user data (T3 IP only) 148 Viewing and deleting received text messages 63 Viewing audio data (T3 IP only) 51 Viewing charges 57 Viewing IP settings 150 Viewing the charge display 57 VIP ringing tone 112 Voic 55 W What is shown on the idle display? 19 Which systems can you connect your telephone to? 12 Writing and sending your own text message 62 Y Your T3(IP) Classic at a glance

198 198 Key words

199 Key words 199

200 (Germany) T F (International) T F /03 T3 SW E07/T210/T2.xIP gb Printed in Germany Modifications reserved.