Aastra Office 35 Quick User Guide (for Ascotel version i.6 only) Description of keys Fox Key Multifunction "Smart" key. Use for transferring calls and press under the word you want for extra features Deletes the last digit or character entered (for correction) Changes number pad from Numeric to Alpha mode. This is used for the powerful Alpha- search feature described later Clears the display, cancels your last action, takes you back to your caller after an inquiry call, disconnects call. Lowers / Raises volume of the speaker and/or ear-piece, also moves cursor left and right ( to edit or insert digits) Last diverted number (programmable) e.g. to Voicemail Selects hands-free mode, go off hook, activate speaker while on a call. Redials the last 10 dialled numbers (keep pressing to scroll through numbers) ­ Press "Call" or lift handset when desired one is on the display. Backspace Alpha-search key End /break key Volume controls Absence key Speaker Last Number Redial How to use your phone To Answer a call To Dial Internally To Dial Externally To Transfer a call Pick up the handset, or press the speaker key to answer hands-free. Dial the extension number, then lift the handset or press the speaker key, or press Fox key under "Call". Dial the required number (prefixed by 9 for an outside line), then lift the handset or press the speaker key, or press Fox key under "Call". Press the Fox key under "Enquiry_c " (enquiry call), then Dial the extension number, announce the call, if accepted then replace the handset. (You can use `Alpha-search' to find and dial the extension ­ see later) If the enquiry call is refused, return to the caller by pressing the end key NB once only Pressing the Fox key (under "Broker.") alternates between internal and external party. Answer or make an external or internal call, inform the 1st party that you will be setting up a conference, press the Fox key (under "Enquiry_c "), dial the 2nd party (internal or external), inform 2nd party that you are setting up a conference, then press digit 3 ( or "Conf.") ­ then all parties are conferenced. Up to five parties and yourself can be added by repeating the above. "Conference" will show on the display to confirm. If you do not want the other party on line to hear what you are saying, then press the FoxKey under the word "Micro". (abbr. For Microphone). A symbol will appear on the right of the display to confirm this. Press "Micro" again to switch back. When a busy extension is encountered, you will hear the busy tone and " C_back C_ Waiting" will appear on the display, press the Fox key under the word "C_back", the system acknowledgement tones will be heard. Replace the handset. When the busy party becomes free, your phone will ring,. When you answer it your requested callback call will be placed to the other party. NB this only works on internal calls. Return to caller Shuttle / toggle Conference Mute / Secrecy Callback on Busy ! TIP you can also do this when you have an external call on the line, when your inquiry call gets a busy tone, press the Fox key under "C_back", replace the handset, then the external call will be waiting against the busy extension. When that extension becomes free the external call will be presented to them. If the extension remains busy, after the pre-set system time-out, the external call will be returned to you. NB callbacks will not be available if extension is diverted to Voicemail. 1 For Support Please Call The Applegarth Support Line On 08700 605 665 or email support@applegarth.biz Callback on No Reply Pickup Cut-off Alarm Call Park (Extended Hold) i After several rings, the display will show the "C_back" prompt, press the Fox key under "C_back" then your callback request will be shown on their display. To pick up a ringing call in your group ­ press the key marked "Pick up" If you have attempted to transfer an external call, and have not followed the correct procedure, and then replaced the handset, you may hear a continuous ringing (cut-off alarm). This will continue for around 10 seconds, you must pick up the handset again within this time or the call will be lost. If you wish to hold a call for an extended time, you MUST use the "Park" facility. Whilst on a call, if you need to place the caller on hold for longer than 10 seconds, press the Fox key under "Park", then replace the handset. When you wish to retrieve the call, press the Fox key under "Take_back" ­ THEN pick up the handset. You can make/take other calls while a call is parked. NB If you try to hold the call by pressing "Enquiry_c." for longer than 10 seconds, you are in danger of LOSING THE CALL and the cut-off alarm will sound as above! An Press the i key, and the item will be indicated on the display. For example usually "Call_list" is the item. So press the Fox key under "Call_ list " and the last 10 calls that you have not answered will be displayed. Scroll arrows will appear on the display, press the Fox key under them to scroll through the number list. When a name or number you wish to call back appears on the display, then press Fox key under "Call". (or "Delete" or "Edit" as you choose) This powerful system feature allows quick access to all the stored numbers. It accesses the system-wide directory, your private file and your programmed keys. It operates in a very similar way to the name search and dial feature on many Mobile Phones. It saves you having to look up or remember your colleagues' numbers, and saves a lot of time! To use it, simply enter the first 2 or 3 letters of the persons last name (using the letters printed just below the digits of the dial pad) - NB You only need to press the key with the letter you want ONCE each - Then press the Alpha key (ABC key). Any names that match the combination of letters will appear in the display. If more than one name is found, then the Scroll Arrows will appear (and the number of matches) ­ Press the Fox Key under the arrows to scroll through the names until you see the one you want then press the Fox Key under "Call" or lift the handset, or press the speaker key for hands-free. TIPS - You can shorten the search procedure by using the # key for a space. So for example, to find Laver, Fred you simply press 5, 2, #, 3 (L, A, space F). If many matches are found, you can then enter another one or two letters. Most names can be found with 3 or 4 key presses. You can scroll through the list of matches (if more than one is found) by using the Up/Down scrollarrows. You can also search whilst you have a call on-line, either to give out the number to the caller or transfer the call. The stored number is shown when you press the i key. Pressing this takes you through the various extra features available on your phone / system. Just press repeatedly till you see the item you want, then follow the prompts on the display ­ selecting by pressing the Fox key under the desired item. (For full details, see the full User Guide) i appearing in the right of the display indicates that there is information present for you. Alpha-dial / Search or Name Dial ! Menu Key ! Ring Volume TIP - Press and hold down the Menu Key for 2-3 secs, this will take you straight to the Programming menu. You can adjust the ring volume up or down while your phone is ringing using the + & - Keys. OR you can go into the programming menus (see above) and press the Menu key till you see "Ring". Then you can adjust the Volume, Melody and Speed by scrolling through the options. With 8 melodies and 8 speeds you get 64 different Rings. This enables you to distinguish your ringing phone from a colleague's. Free keys can be assigned as "Number keys" or "Team Keys". As a Number key you can store 2 entries ­ accessed by a single or double press respectively (like a mouse). A Team Key 2 Keys For Support Please Call The Applegarth Support Line On 08700 605 665 or email support@applegarth.biz allows an internal extension to be accessed by a single key press. The associated LED (lamp) will indicate the status of that extension. i.e. Solid red ­ extension is busy. Flashing red ­ extension is ringing. (You-can pick up the call by pressing the flashing key). By double pressing a Team key, you can "Announce" or "Tannoy" to that extension. Private File To make a new entry : Press and hold down the ABC key for 2-3 secs, this will take you straight to the Private file entry mode (40 numbers). Press " New_ Entry" , enter the number (don't forget to prefix with 9 [or 6] ), press "OK" , enter the name using the keypad (keys with multiple letters ­ press repeatedly to get the letter you need ­ like a mobile phone) , press "OK" . You can carry on adding more entries or press the "END" key to exit programming mode. To modify an entry, follow above procedure except press " View" instead of "New Entry" , then "Modify" and follow the prompts. To delete an entry : Press and hold down the ABC key for 2-3 secs. Press "Search", scroll to the required entry, then press the MENU key, then "Delete". When a stored party calls you, their NAME will show on your display (unless they have barred their number). To divert your phone to voice mail, dial 500 and then press the "Absence Key" (Door symbol). Subsequently pressing the "Absence key" will toggle diversion to Voicemail on and off. If you have been left a message "Message Voicemail" will appear on your display, then follow the procedure below. To access your voicemail box, press the Fox key under " Listen"­ with the handset either on or off hook. You will be prompted for your 4 digit PIN code (default is 1234), then press 1 to listen to messages, 2, to carry out changes to your mailbox or 3 to change your greeting. You will hear prompts for these. After this, simply follow the prompts. Don't press Foxkey under " Delete" ­ this simply deletes the Notification message which is done automatically when a message is saved or deleted. Tip- you can press the digits immediately if you know the sequence ­ you don't have to wait for all the prompt messages! Eg. To change or record your greeting, access your mailbox, enter your PIN and type 3,2, this takes you straight to the greeting menus. If you miss a call (which has not gone to voicemail), then " Call_list" , will appear in the display. Press the Foxkey under that and you can then scroll through the last 10 missed calls (where the number has been presented) and then press " Call" or "Delete " or "Edit" Press the Menu key, then " Calls" , you can then scroll through the last 10 received calls (where the number has been presented) and then press " Call" or "Delete " Please consult the full user guide ­ downloadable from www.ascotel.com Downloads. Tip ­ just press & hold down the key you want to programme ­ then follow the prompts on the LCD. Private store ­ press & hold down the ABC key when the number is on the display ­ even when on incoming or outgoing call, then add name. ! Voice Mail NB This note only applies to systems fitted with the AVS5150 internal voicemail system. See user guides for more info. ! Missed Calls List Received Calls List Key Programming For Support Please Call The Applegarth Support Line On 08700 605 665 or email support@applegarth.biz 3 ...