User manual AASTRA M725

User guide M725 © AASTRA MATRA Telecom Table of contents Description · Your M725 · Connections · Accessories for the M725 · Tips and safety · Presentation of the M725 · The set's display Call modes · Using the handset · Using the group listening mode · Adjusting the listening volume level Making a call · Making an internal call · Making an external call · Calling an operator (switchboard) · Redialing the last number dialed · Using the program keys · Calling an internal party by name · Using the automatic callback function · Using the store and redial function Receiving a call · Setting the ringer volume · Interrupting the ringer · Answering the call · Intercepting a call intended for another extension During a call · Using the mute function · Placing a party on hold and resuming the call on the same set · Placing a party on hold and resuming the call on another set · Transferring a call · Calling a second party 16 16 16 17 17 14 14 14 15 16 9 9 10 10 10 11 12 13 14 7 8 8 9 1 2 2 3 4 6 7 1 I 3 Table of contents · Answering a second call · Switching between two parties · Releasing one of the parties · Setting up a conference call · Other features during a call · Terminating a call The directories of abbreviated numbers · Programming a personal abbreviated number · Erasing a personal abbreviated number · Dialing a personal abbreviated number · Dialing a common abbreviated number The inbound call log · Consulting the new inbound calls that have not been answered · Consulting the inbound call log · Calling a party from the inbound call log · Erasing all the numbers stored The programmable keys · Programming a key · Modifying programming · Erasing programming · Identifying the programmed keys The call forwarding function · Forwarding calls to another set · Forwarding calls to voicemail · Canceling forwarding · Programming forwarding on a program key · Overriding the call forwarding function Voicemail system · Configuring and personalizing your voice mailbox · Consulting new messages 32 33 28 29 29 30 31 32 24 27 27 27 28 22 22 23 23 24 20 20 21 21 22 18 18 18 18 19 19 20 II Table of contents The multi-key function · Communicating with the multi-key function The multi-line function · Communicating with the multi-line function The supervision function · Programming the supervision function · Communicating with the supervision function The filter function · Communicating with the filter function The virtual desking function · Restoring your subscriber rights on a set · Disabling relocation of your subscriber rights The agenda function · Programming an appointment · Canceling an appointment · Canceling all appointments The "Do not disturb" function · Using the "Do not disturb" function · Overriding the "Do not disturb" function · Programming the "Do not disturb" function on a programmable key Other functions · The squatt function · The line protection function during data transmission 47 47 45 45 46 47 44 44 44 45 42 43 44 40 42 38 39 40 37 38 34 36 34 III Table of contents Locking the set · Enabling the set lock · Calling an outside party from the locked set · Calling an emergency number from the locked set · Disabling the set lock Set settings · Selecting and adjusting the set ringer · Adjusting the screen contrast · Adjusting the volume level of the beeps heard when a key is pressed · Personalizing the set's secret code Miscellaneous · Glossary (terms you need to know) · Troubleshooting ... 52 53 50 50 50 51 52 48 48 49 49 50 48 IV Description Your M725 A new telephone set has just been installed for you. Your M725 digital set gives you access to all the services and features associated to NeXspan telephone systems. Your M725 digital set is a complete and efficient tool that is also quick and easy to use, thanks to: - an inbound call log (last 5 calls), - the call by name function using the internal directory, - a message indicator, - a set of 4 memory keys (to program numbers or functions), - a mute function. The purpose of this guide is to guide you step by step in getting started with this new tool. Take time to read it thoroughly. It is simply a matter of getting acquainted with the everyday operations. There is nothing difficult or impossible to understand. Simply read and follow the instructions. You will then discover the speed and gain in time and you will no longer be able to do without this set that fully meets your requirements. This document presents the standard codes to access the various functions. However, these accesses can be personalized by the operator. Example: the call pick-up function: - Successively press keys or a call intended for a set in your group. 541 to pick up If this is the case, your system operator will give you the specific access codes for these functions. You can then enter this information in the space provided in the document. Now...follow the guide 1 Description Description Connections Slot for the line cord in the desktop position Option not available Socket for handset cord connector Socket for line cord connector Accessory for the M725 * The wall mounting kit: The M725 can be mounted on the wall. A wall mounting kit is proposed as an option. * Consult the system operator 2 Description Tips and safety Caution! Do not install the equipment in a damp room or near a water outlet. This device must be used at a temperature between 5°C and 45°C. This equipment cannot be connected to the public network. This telephone set is designed to be installed with a private switching system from the NeXspan ranges. The voltages present on this network are classed TRT1 (Telephone Network Voltage) according to standard EN 60950. Certifies that the equipment complies with the regulations that apply in accordance with the directive R&TTE 1999/5/CE. First use a cloth moistened with slightly soapy water, then wipe with a dry cloth. Do not use solvents or household cleaning products, so that your set will retain its new look. Telephone connection: CE marking: Maintenance: Important! Some functions described in this guide may not be available, depending on the version of the associated system. To quickly find out the authorized features, the following test is proposed: - Press the key . If the display proposes accessing the directory of abbreviated numbers, the features described on a hatched background cannot be accessed with the associated system version. Otherwise (the display prompts you to call by name), the features described on a hatched background in this guide can be accessed. Note: other features, notably using the handset or the key, depend on the programming done by the system operator; these are indicated. 0->9 ?_ ABC...? _ If in doubt, contact your system operator. 3 Description Presentation of the M725 Telephone handset Display Set of 4 programmable keys and associated indicators Call by name function: keys to search for an internal party Alphanumeric keypad Message indicator (Inbound call indication and message notification) CALL BACK MAIL BOX Display: in standby, it indicates the date and time; depending on the case, it shows information (set status, party identity, feature acceptance or refusal report...). The display flashes to indicate that there is a new unanswered call in the log. 4 programmable keys (symbolized in this guide by store: - the numbers of your regular parties, - the functions that you use most frequently. ), to M.MARTIN Indicators associated to the programmable keys used to display the status of the line or programmed function: - inbound call: indicator flashing slowly, - party on hold: indicator flashing rapidly, - set on line or function enabled: indicator continuously lit, - line free/function disabled: indicator off. Call an internal party by name function: consult names, display the previous or next name, correct or erase a character that has been entered. The indicator on the key lights to indicate that the function is available. 4 Description Green key, in standby or during a call: - used to redial the last number dialed (LNR function), - to call the number displayed (call by name function). Red key, used to: - cut off the ringer when there is an inbound call (the message indicator continues to flash), - to disable the handset microphone during a call and have a completely confidential conversation without the party being able to hear you, - cancel a setting when programming or terminate a programming sequence. Volume level setting keys (listening, ringer, tone heard when a key is pressed). Consult keys in call by name mode Directory key, in standby or during a call, used to: - dial a personal abbreviated number, - call an internal party by name, - consult the inbound call log.* Program key, used to access: - key programming (numbers and functions), - the set's settings (ringer and contrast). Loudspeaker key, used during a call to: - enable or disable group listening mode. R key (Flashing), used during a call to: - access dialing (e.g.: call a second party). Consult key, used to access: - the different system messages given by the display, - inbound calls in the log. Voicemail direct access key*, in standby: - used to automatically call back the messaging system whether or not there is a notification. Alphanumeric keypad, used to: - dial the numbers, - call a party by name using the directory of internal numbers. *Depending on the features granted by the system operator 5 Description The set's display The M725 set is equipped with a display associated with a consult key. Note: You can adjust the screen contrast (see Set settings section). In standby: The display indicates the day, date and time: Th 22 Jul - 14:30 If an event occurs (for example, a message is left on the voicemail), the display shows the information: CALL BACK MAIL BOX Other possible messages can be accessed by pressing the key (for example, programming call forwarding) or the date and time. - If at least one new unanswered call has entered the inbound call log, the display flashes. Th 22 Jul Pressing the log. 14:30 key displays the las call stored in the During a call: The display shows the name of the party: C. CHARLES or the number of the party: XXXXXXXXXX 6 Call modes Call modes Using the handset Depending on the system associated to your M725, you can access the functions on your set after lifting the handset or without lifting it. Lift the handset before calling a party: You must lift the handset to call a party: 1 - Pick up the handset. 2 - Dial the party's number. Note: you can also use the keys , or a programmed key. When the called party answers, the conversation takes place in discreet mode. Lift the handset when the called party answers: You can dial the number directly without lifting the handset: 1 - Dial the party's number. Note: you can also use the keys , or a programmed key. The loudspeaker outputs the dial tone. When the called party answers: 2 - Pick up the handset. The conversation takes place in discreet mode. 7 Call modes Using the group listening mode The group listening mode is used to listen to a party on the loudspeaker so that other people can take part in the conversation. Enable group listening: You talk in discreet mode (using the handset): Press the key . The conversation is output on the loudspeaker. Disable group listening: You talk in group listening mode: Press the key again . The conversation continues in discreet mode. Adjusting the listening volume level The listening volume level of the handset and loudspeaker can be adjusted over 8 levels. During a call: Successively press keys or the volume level. The set stores the last setting. to reduce or increase 8 Making a call Making a call Several ways exist to make a call, depending on whether your party's number is new or has already been stored by the set. Note: depending on the associated system version, you must lift the handset before carrying out the operation. Making an internal call* To call a party inside the company: - Dial the party's extension number. The display shows the name of the internal party. When the called party answers, pick up the handset to talk. Making an external call* To call a party outside the company: 1 - Dial the outside line access code 0 or *. 2 - Dial the party's number. The display shows the number dialed. When the called party answers, pick up the handset to talk. *Depending on the programming done by the system operator 9 Making a call Calling an operator (switchboard)* To reach the person who is responsible for the greeting service: Dial 9 or *. When the called party answers, pick up the handset to talk. Redialing the last number dialed The LNR function (last number redial) is used to automatically redial the last number that was dialed. To dial the last number that you dialed: Press the green key . The set automatically calls the party. The display shows the last number dialed. When the called party answers, pick up the handset to talk. Using the programmable keys The programmable keys on your set can be assigned to the numbers of parties that you call regularly (internal or external). Press the programmed key. The set automatically calls the party. The display shows the number (or name) of the party called. When the called party answers, pick up the handset to talk. *Depending on the programming done by the system operator 10 Making a call Calling an internal party by name If you do not know your internal party's number, you can access it by entering their name on the alphanumeric keypad. With the set in standby mode: 1 - Press the key . he screen prompts you to enter the beginning of the name you are looking for. 7 = PQRS7 8 = TUV8 9 = WXYZ9 0=0 *=* #=# 2 - Select the required character by successively pressing the corresponding key: Example: - pressing the key - pressing the key - pressing the key once displays the letter A, twice displays the letter B, three times displays the letter C. ABC...? 1 = space - !"%,./:?+<=> 2 = ABC2 3 = DEF3 4 = GHI4 5 = JKL5 6 = MNO6 To enter a letter that is located in another key: - Press another key immediately to enter the next letter based on the same principle. To enter another letter that is located in the same key: - Wait (3 seconds) for the cursor to flash at the next position. If required, press the Erase key to erase the last character selected. 3 - Press the Consult/Next key to display the first answer. Note: if several answers exist, the Consult/Next key remains lit. - Successively press the Consult/Next key until the required name is displayed. - Use the keys or to display the first name and the number that is associated to this name. To go back to the previous name: - Press the Previous key. To change the entry: - Press the Correct key. 4 - Press the green key to call the party whose name is displayed. The set automatically calls the party. The display shows the name of the internal party. 11 Making a call If your party does not answer: Using the automatic callback function* You can ask for an internal number to be called back automatically if it does not answer or is busy. Disable the automatic callback function: Before replacing the handset: 1 - Press the key . 2 - Press the key or *. An audible message and the display indicate that the action has been validated. As soon as the called party in question is free (if the line was busy) or has enabled their telephone (if absent), your handset rings. When you answer, your called party's set that is "in callback" also rings. Enable automatic callback: Note: depending on the associated system version, you may need to lift the handset before carrying out the operation. - Successively press the keys or The callback function is no longer enabled. *. *Depending on the programming done by the system operator 12 Making a call Using the store and redial function If your party does not answer or is busy, you can temporarily record their number in order to call them back later (even if you dial other numbers in the meantime). Notes: - if you use this function regularly, consult your system operator who will program the function on a program key on your set*. - depending on the associated system version, you may need to lift the handset before carrying out the operation. Call the stored number: Your party is busy or does not answer: Successively press the keys or *. An audible message and the display indicate that the action has been validated. This number remains stored until it is redialed or erased. Erase the stored number: You want to redial this number: Successively press the keys or *. Note: you can also simply lift the handset and wait 5 seconds. The set automatically calls the stored number. When the called party answers, pick up the handset to talk. After the party has answered in callback mode, the number is no longer stored. Store the number: You want to erase the stored number (for example, in order to store another number): Successively press the keys or *. An audible message and the display indicate that the action has been validated. The number is erased. *Depending on the programming done by the system operator 13 Receiving a call Receiving a call M.MARTIN During an inbound call, the set rings and the message indicator flashes. When the caller is stored in one of the common directories (internal or external*), the display indicates the associated name. Notes: - By default, the number (or type of line) is displayed on the screen. - When the call follows on from forwarding, it is indicated by an arrow to the right of the display. Setting the ring volume You can adjust the ringer volume level during the ringing phase. Successively press keys or to reduce or increase the volume level (5 levels are available, including ringer off). The set stores the last setting. Interrupting the ringer During the ringing phase, you can choose to cut the ringer - for the call that is in progress only. Press the red key . The set no longer rings. The message indicator continues to flash notifying you that you have an inbound call. Note : pressing the key restores the ringer. The set will ring again the next time it is called. Answering a call Pick up the handset. The conversation with the party takes place in discreet mode. Note : a call that is not answered within a given time is transferred to the operator.* *Depending on the programming done by the system operator 14 Receiving a call Intercepting a call intended for another extension* You can intercept calls intended for another extension when its designated user is absent. Note : depending on the associated system version, you may need to lift the handset before carrying out the operation. Pick up a call meant for a set in your group*: You are part of a call pick-up group, i.e. all the people in this group can quickly recover calls from a ringing set inside the same group: Successively press keys or lifting the handset to talk to the party. * before Pick up a call meant for any set: You can intercept the call on a set when its designated user is absent: 1 - Successively press the keys or *. 2 - Dial the extension number before lifting the handset to talk to the party. Note : if this situation arises frequently with the same sets, ask the system operator to become part of the same call group. Pick up a common bell call*: The operator is absent and you want to recover a common bell call: Successively press keys or before lifting the handset to talk to the party. *, *Depending on the programming done by the system operator 15