User manual ASCOM ASCOTEL OFFICE TERMINALS - FEATURES

Ascotel Office terminals by ascom Function Overview www.ascom.com/pbx 20321641en_ba_b0 Contents Contents What is this document about? . . . . . . . . . . . . . . . . . . . . . . . . 3 Using Supplementary Features for More Efficiency . . . . . . . 8 Personalizing Your Phone. . . . . . . . . . . . . . . . . . . . . . . . . . . 22 Other Features Line .Keys . Deska. . Operator . . . You Want Team Member . .inof Call . . . .a. Call . . . Situations. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .8 Are Away Your Phone as .Efficiently in Special . . . . . . . Using from Your a a Convenient Way. anMaking Console to Use. Functions . Your Phone . ... .. */# Procedures . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 31 Defining Functions. Properties Configuring Line the. Abbreviated Management . System Phone the the Operator Console. . . . . . . . . . . . SettingBookRinging Functions Basic Settings of. Keys. . . . . . . . . . Dialling Memory. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .22 Phone Management . Keys Terminal Model Overview . . . . . . . . . . . . . . . . . . . . . . . . . . 35 Index. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 36 Reference to Other Documents . . . . . . . . . . . . . . . . . . . . . . 40 2 What is this document about? What is this document about? Availability of Functions Usually the most convenient way to activate the functions on your phone is to use the Foxkey. This applies in particular to phones with an integrated display whose Foxkey is assigned with a multitude of useful functions to suit every situation. The following applies irrespective of whether a phone has a display or a corresponding Foxkey allocation: You can activate any of the functions supported by the system by using */# procedures on your phone. This also applies to all other commercially available ISDN and analogue telephones. Information on All the Functions Unlike the Operating Instructions the Functions Guide contains a description of all the functions supported by the system. The following pages contain two overviews of these functions: · Using Supplementary Features for More Efficiency · Personalizing your Phone These two overviews tell you which functions are provided by the system for each particular application. The functions are categorised according to application and are sorted according to importance. 3 Functions for Comfort Operation Functions for Comfort Operation You Want a Convenient Way of Making a Call.......................................... 8 Dialling by Name ­ Quickdial.............................................................................. 8 Dialling by Name................................................................................................ 8 Dialling with the Alpha Keyboard ....................................................................... 8 Dialling from the Call List ................................................................................... 8 Dialling from the List of Answered Calls ............................................................. 8 Using Abbreviated Dialling ................................................................................. 8 Dialling with a Configurable Key ­ Number Key ................................................. 9 Dialling with a Configurable Hotkey ................................................................... 9 Dialling with the Notepad .................................................................................. 9 Request Callback................................................................................................ 9 Sending/Cancelling a Callback Message ............................................................. 9 Answering Call Waiting.................................................................................... 11 Intruding on an Internal Subscriber................................................................... 12 Initiating an Announcement............................................................................. 12 Receiving an Announcement............................................................................ 12 You Want to Use Functions in a Call ........................................................... 8 Enquiry Call during an Active Call..................................................................... 10 Brokering between an Enquiry Call Party and Your Call Partner ........................ 11 Transferring a Call Partner ................................................................................ 11 Parking a Call Partner....................................................................................... 11 Setting up a Conference Call............................................................................ 11 Saving the Info Line onto the Notepad ............................................................. 12 You Are Away from Your Desk ................................................................... 8 Using the Absence Key....................................................................................... 9 Diverting a Call ................................................................................................ 10 Forwarding a Call............................................................................................. 10 Leaving a Message ........................................................................................... 16 Locking your Phone.......................................................................................... 16 Unlocking your Phone ...................................................................................... 16 You Are a Team Member ............................................................................. 8 Using the Team Key ......................................................................................... 12 Calling a Team Partner ..................................................................................... 12 Substituting for a Team Partner........................................................................ 13 Initiating an Announcement to a Team Partner ................................................ 13 You Want to Use Your Phone Efficiently in Special Situations................. 8 Sending a Message .......................................................................................... 15 Reading a Message .......................................................................................... 15 Answering or Rejecting a Callback Message ..................................................... 15 Picking up a Call .............................................................................................. 15 Using the DTMF Mode ..................................................................................... 16 4 Functions for Comfort Operation Unlocking the Phone for One Call.................................................................... 17 Paging an Internal Subscriber........................................................................... 17 Answering a Pager........................................................................................... 17 Answering a General Call ................................................................................ 17 Tracing Malicious Calls..................................................................................... 18 Switching Networks......................................................................................... 19 You Are Using Line Keys.............................................................................. 8 Answering a Call on a Line Key ........................................................................ 13 Making a Call via a Line Key ............................................................................ 13 Parking a Call Partner on a Line key ................................................................. 13 Switching Active Lines ..................................................................................... 13 You Are Using Your Phone as an Operator Console ................................. 8 Answering a Call on the Personal Key .............................................................. 13 Answering a Call on a Line Key ........................................................................ 14 Making a Call via the Personal Key................................................................... 14 Making a Call via a Line Key ............................................................................ 14 Parking a Call Partner on a Line Key................................................................. 14 Transferring an Exchange Line ......................................................................... 14 Activating a Substitution for the Operator Console .......................................... 14 Phoning with a Two-Company System ............................................................. 15 Answering Calls to a Two-Company System .................................................... 15 Other Features .............................................................................................. 8 Logging into or out of a User Group ................................................................ 16 Using Appointment Reminder Calls.................................................................. 17 Deactivating Active Services ............................................................................. 18 Intruding in a Call ............................................................................................ 18 Selecting a Cost Centre before a Call............................................................... 19 Transferring an Exchange Line ......................................................................... 19 Announcements for Waiting Callers................................................................. 19 Activating/Deactivating Functions by Remote Control ...................................... 20 Follow Me ....................................................................................................... 20 Control Relays ................................................................................................. 20 Do Not Disturb ................................................................................................ 20 Routing Calls and Functions via User Groups.................................................... 21 Taking Over a Call ........................................................................................... 21 Open Door ...................................................................................................... 21 5 Telephone Settings Telephone Settings Basic Settings .............................................................................................. 22 Setting the Display Contrast ............................................................................. 22 Setting the Persistence of the Display Backlighting ........................................... 22 Configuring the DTMF Mode ........................................................................... 22 Setting the System Parameters on the phone ................................................... 22 Selecting a Language ....................................................................................... 22 Setting the Volume during a Call...................................................................... 23 Using the Headset............................................................................................ 24 Changing the Code.......................................................................................... 24 Entering the Display Text for the Idle State ....................................................... 24 Selecting the Banner Page for the Idle State ..................................................... 24 Automatic Handsfree Mode ............................................................................. 25 Setting the Alpha Keyboard to Your Language................................................. 25 Setting the Ringing Properties .................................................................. 22 Setting the Ringing Properties on the Phone..................................................... 23 Activating Vibra Call......................................................................................... 23 Deactivating Vibra Call ..................................................................................... 23 Setting the Ringing Volume on the Phone while it is Ringing ............................ 23 Setting the Ringing Properties on the Phone..................................................... 24 Phone Book Management.......................................................................... 22 Creating a new Phone Book Entry .................................................................... 24 Editing a Phone Book Entry .............................................................................. 25 Management of the Abbreviated Dialling Memory ................................ 22 Creating or overwriting a new entry in the abbreviated dialling memory .......... 25 Configuring the Keys.................................................................................. 22 Storing a Number under a Key ­ Number Key .................................................. 25 Storing a Function under a Key ­ Function Key ................................................. 26 Storing a Team Partner under a Key ­ Team Key .............................................. 26 Clearing a Key.................................................................................................. 27 Configuring Line Keys ................................................................................ 22 Setting the Response of a Line Key................................................................... 26 Defining Functions...................................................................................... 22 Foxkey Function ............................................................................................... 25 Function Commands ........................................................................................ 27 Configuring the Operator Console............................................................ 22 Configuring the Response of Line Keys............................................................. 26 Setting the Number of Line Keys ...................................................................... 27 Configuring Phone Functions .................................................................... 22 Switching the Phone On................................................................................... 22 6 Telephone Settings Switching the Phone Off.................................................................................. 23 Logging your Phone On ................................................................................... 28 Logging your Phone Off................................................................................... 28 Switching Systems for Your Phone................................................................... 28 Configuring your Phone for Call Answering ..................................................... 28 Linking the Charging Contact to a Function..................................................... 28 Linking the Charging Contact to Direct Answering .......................................... 28 Twin Mode ...................................................................................................... 29 Twin Comfort .................................................................................................. 29 Locking/Unlocking Your Phone's Keys.............................................................. 29 Activating/Deactivating the Key Confirmation Tone ......................................... 29 Activating/Deactivating Discreet Ringing on your Phone................................... 30 Configuring the System ............................................................................. 22 Overview of Settings Available with the "System Assistant" ............................. 30 7 Using Supplementary Features for More Efficiency Using Supplementary Features for More Efficiency The following sections explain the supplementary features provided by your phone for more efficient use. Other Features Line Phone as Efficiently a Call You Are Away fromKeys Way of Call Want Team Member Desk Making in ConsoleSituations Using Your Your in an Operator Special a a Convenient to Use Functions Your Phone a Dialling by Name ­ Quickdial You want to make a call by entering a name. With Quickdial you only need to press the digit keys for each letter once, even though each key is assigned several letters. A clever algorithm provides quick search results. Requirement: The name and the corresponding phone number have to be stored on the phone or in the system. The surname and first name have to be separated by a space, for example "no s" (6 6 # 7) for Noble Stephen. Use the #-key to enter spaces. Ask your system administrator whether you should start with the surname or the first name. Dialling by Name You want to make a call by entering a name. The dialling-by-name function is provided specifically for this purpose. You can look up the name in the phone's or the system's phone book. The surname and first name have to be separated by a space, for example "no s" for Noble Stephen. Use the #-key to enter spaces. Ask your system administrator whether you should start with the surname or the first name. Dialling with the Alpha Keyboard You have connected an Alpha keyboard to your phone and want to make a call by entering a name. The Alpha keyboard is a convenient way to find a phone book entry. All you have to do is enter the first letter with the Alpha keyboard. Dialling by name is automatically activated. The surname and first name have to be separated by a space, for example "no s" for Noble Stephen. Ask your system administrator whether you should start with the surname or the first name. Dialling from the Call List You want to call someone who has previously tried to reach you. Your phone has automatically stored the person's phone number in the call list. You can now call the person back using the call list. Dialling from the List of Answered Calls You want to call back someone whose call you answered. Your phone automatically stored the person's phone number on the list of answered calls. You can call the person back using the list of answered calls. Using Abbreviated Dialling You want to call someone stored in your abbreviated dialling memory. You can call the person by simply pressing the corresponding digit key. 8 Using Supplementary Features for More Efficiency Dialling with a Configurable Key ­ Number Key You want to call someone whose phone number is stored under a configurable key. You can dial the person by pressing the corresponding number key. Dialling with a Configurable Hotkey You want to call someone whose phone number is stored under a configurable hotkey. Select the person by pressing the corresponding Foxkey in the hotkey menu. Dialling with the Notepad You have stored a someone's phone number on your electronic notepad and now want to call that person. The Notepad contains a maximum of 10 entries. Request Callback You want to talk to a certain person. The person is busy or does not answer. You can make callback requests to both internal and external subscribers. Not all providers support this function. If the called party is busy, you can request an automatic callback. In this case, your phone will start ringing as soon as the party you are trying to reach goes on-hook. When you pick up the handset, the called party's phone will start ringing. If the called party does not answer, you can also request a callback. The called party will see a continuous visual reminder of your callback request. Sending/Cancelling a Callback Message You want to talk to a certain person. The person does not answer. You want to ask the person to call you back. By activating a callback message, you can let the person know that you want him to call you back. The person can either answer or delete your callback message. You can also delete the callback message, i.e. cancel the callback request. Using the Absence Key You want to leave your desk and set up your phone for your absence. Your phone has an Absence key. It is factory set as a call diversion key. By simply pressing the Absence key you can activate a call diversion. The Absence key can be configured as a function key or digit key. You need to press the Absence key and to hold it down for a moment to activate the configuration mode. 9 Using Supplementary Features for More Efficiency Diverting a Call You want to leave your desk. Calls for you are to be diverted to a different destination (e.g. phone or pager). You can divert incoming calls to a different destination using call diversion. If the other destination is a phone, you can then only be reached on your number from that phone. You can also: · Deactivate an existing call diversion · Protect against a new call diversion to your phone this does not, however, deactivate existing call diversions to your phone -­ you can, of course, once again deactivate this protection · Activate or deactivate a call diversion to the phone number last configured (not possible with remote control) · Activate or deactivate a call diversion to a phone number configured in the system · Activate or deactivate a call diversion to a standard message · Activate or deactivate a call diversion to a pager or to a general bell · Activate or deactivate a call diversion that only divert calls when your phone is busy · Activate a call diversion to the phone number last configured that only diverts calls if your phone is busy (not possible with remote control) · Carry out all these settings by remote control, unless indicated otherwise Forwarding a Call You want calls that you receive on your phone to be forwarded to another destination. Both your own phone and the other destination will then start ringing. The system configuration determines whether or not there is a ringing delay at the other destination. Whoever goes off-hook first, answers the call. Depending on the system configuration, call forwarding can also be activated when your phone is busy. You can also: · Deactivate an existing call forwarding · Protect against a new call forwarding to your phone this does not, however, deactivate existing call forwarding operations to your phone ­ you can, of course, once again deactivate this protection · Activate or deactivate call forwarding to the phone number last configured (not possible with remote control) · Activate or deactivate call forwarding to a phone number configured in the system · Activate or deactivate call forwarding to a pager or to a general bell · Carry out all these settings by remote control, unless indicated otherwise Enquiry Call during an Active Call You want to call someone else briefly without losing your current call partner. Then you want to resume your conversation with your original call partner. With the enquiry call function you can call someone else in the middle of a call and put your original call partner on hold. You can make enquiry calls to both internal and external subscribers. 10 Using Supplementary Features for More Efficiency Brokering between an Enquiry Call Party and Your Call Partner You are talking with an enquiry call party and have your original call partner on hold. You want to be able to switch back and forth between the two. In an enquiry call you can use the brokering1) function to switch back and forth between an enquiry call party and the party on hold. Brokering is possible with both internal and external subscribers. You can also broker between conference parties as a group and an enquiry call party. Transferring a Call Partner You want to put your call partner through to someone else. With the enquiry call function you can connect your call partner with someone else. You can connect internal external subscribers with one another. Parking a Call Partner You want to put your call partner on hold without using a phone channel as a result. You can park your call partner both locally and centrally. A locally parked call party can only be retrieved by the phone that originally parked the call. Local parking is possible only with the Foxkey menu. With central parking your call partner is parked on the system's parking position and can be retrieved from any phone. Central parking can only be used with */# Procedure *76. Setting up a Conference Call You are in a call and have a call party on hold at the same time. You want to include the party on hold in the conversation and hold a conference call. With the conference function you can include a call party on hold in the current conversation. From the conference call you can initiate an enquiry call to someone else. You can broker between the conference parties as a group and the enquiry call party. Depending on the system, a conference call can consist of up to 6 conference participants. You can hold a conference call with internal and external subscribers. You can also: · Connect yourself and other subscribers into a conference call from the idle state · Connect subscribers into a current conference call · End a current conference · Exclude all internal subscribers from a current conference · Activate a conference with set subscribers from the idle state using a conference number Answering Call Waiting You are in a call and hear the call waiting tone. Someone is urgently trying to reach you. You can either answer or reject the call. On certain phones you can protect yourself against call waiting by using the "lokking" function. 1) Depending on the type of system, this function is called "brokering" or "2nd call" 11 Using Supplementary Features for More Efficiency Intruding on an Internal Subscriber You want to talk to an internal subscriber. However, the person is busy. As a result of your call waiting, the person hears a call waiting tone and your phone number or name appears on his display. The person can either answer or reject your call. Initiating an Announcement You want to address internal subscribers directly via their loudspeaker, if available, without waiting for a reply (like an an intercom system). You can initiate an announcement to the selected subscribers, provided your system administrator has enabled your phone accordingly. Receiving an Announcement After an attention tone you will be addressed via your loudspeaker. You can listen to the announcement or stop it. On certain phones you can protect yourself against an announcement by using the "locking" function. Saving the Info Line onto the Notepad In a call you want to save the entry on the info line. This may be the phone number of your call partner or a phone number you entered during the conversation. With the Notepad key you can save the info line entry onto the Notepad without interrupting the conversation. Using the Team Key You and your team partners want to be reachable at all times as a team and be able to communicate with one another as quickly as possible. By pressing a single key you can call a team partner or answer a call for anyone in the team. When a team partner receives or makes a call, the LED on your Team key is activated, acting as a busy display. It flashes when the team partner receives a call. It remains lit while he is in a call. A red LED signals an external call, a yellow LED an internal call. Calling a Team Partner You want to call a team partner as quickly as possible. Requirement: You have configured a configurable key as a Team key and stored the team partner's phone number under it. 12 Using Supplementary Features for More Efficiency Substituting for a Team Partner Your team partner is called. The LED next to his Team key begins to flash. You know that your team partner is not at his desk at present and therefore decide to answer the call. You can answer the call using the Team key. As soon as you have answered the call, your team partner is free again. Initiating an Announcement to a Team Partner You want to tell a team partner something without waiting for a reply. With the Team key you can initiate an announcement to a team partner. Answering a Call on a Line Key You are called on one or more Line keys. The LEDs next to the Line keys flash rapidly. You want to answer the call on one of the Line keys. To decide which call to answer on which Line key, simply press one of the Line keys. If you pick up the receiver without pressing a Line key, you are connected with the call on the line with the highest priority. Making a Call via a Line Key You want to make a call via a Line key. You can make a call via any free Line key. Each Line key has its own phone number; in other words when you make a phone call you transfer the phone number belonging to the active Line key. The call charges are recorded separately for each Line key. Parking a Call Partner on a Line key You are connected with your call partner via a Line key and decide to park the call. You can park your call partner on the current Line key. Switching Active Lines You are in a call and want to answer a call on another Line key or make a call. You can switch lines by pressing a single key. The caller is automatically parked locally and later reactivated by pressing the corresponding Line key. Answering a Call on the Personal Key You receive a call on your personal phone number on your Operator Console. The LED on your Personal key begins to flash. To answer the call, proceed as follows: You can take the call without having to press your Personal key. 13 Using Supplementary Features for More Efficiency Answering a Call on a Line Key You are called on a Line key. The LED next to the Line key begins to flash rapidly. To answer the call, proceed as follows: Depending on the configuration, you can decide which call to answer next by pressing the corresponding Line key. Making a Call via the Personal Key You want to make a calls without seizing a Line key. You can make a call via your Personal key using the Operator Console. Your Operator Console then acts as an ordinary phone; in other words, when making a call you will be transmitting your personal phone number. Making a Call via a Line Key You want to make a call via a Line key. You can make a call via any available Line key using the Operator Console. Your phone acts like an Operator Console, i.e. when phoning you will be transmitting the phone number that has been configured for Operator Consoles in the system. Parking a Call Partner on a Line Key You are connected with your call partner via a Line key and decide to park the party. You can park your call partner with the current Line key. Transferring an Exchange Line You want to transfer an exchange line to an internal subscriber who does not have exchange access. Not only can you hand over an exchange line, you can also dial the call partner's phone number and announce him to the call destination required. Activating a Substitution for the Operator Console You want to divert calls to your Operator Console to a different destination. The substitution function is used to divert calls intended for Operator Consoles. The substitution is automatically activated for all the other Operator Consoles as well. Calls to your Personal key are not affected by the diversion. 14 Using Supplementary Features for More Efficiency Phoning with a Two-Company System You are operating a two-company system and want to appear either as Company A or as Company B, as necessary. Requirement: The system and your Operator Console have been set up by the system administrator. You have the following options: · Each individual Line key allows you to appear as Company A or B. · Call lists are not kept separately according to company. · The call charges are recorded separately for each company. · A substitution will apply equally to both companies. Answering Calls to a Two-Company System Your two-company system rings. The LED next to the Line key begins to flash. The display shows whether the call is intended for Company A or B. Sending a Message You are unable to reach an internal subscriber and thus want to leave a message. You can send a message to an internal subscriber. The message will appear on the person's display. Requirement: The internal subscriber must have a phone capable of receiving messages. You can select the contents of your message from a list of 16 predefined texts. These texts can be edited to suit your requirements. The predefined texts are specified in the system configuration. You can also send a message to a "Group" or to "All". To do so, enter the phone number for a group or for "All". The subscribers belonging either to "Group" or to "All" are stored in the system's configuration. Reading a Message Your display shows "New message received" or "Other message received", followed by "Message ...". The Indicator LED is active. The read function is used to retrieve a received message from the memory so you can read it. The first message shown is the first message to have been received. Answering or Rejecting a Callback Message Someone has asked you to call back. You can tell that there is a callback request because the Indicator LED is lit in the idle state. The display shows "Please call back" and a phone number. You can either answer or reject the callback request. Picking up a Call You hear a phone ringing in your vicinity and want to pick up the call. With the call pick-up function you can pick up the call from the other phone on your own phone. 15 Using Supplementary Features for More Efficiency Leaving a Message You cannot be reached on your phone. You want any internal subscriber who calls you to get a message. Requirement: The internal subscriber must have a phone capable of receiving messages. Subscribers whose phone cannot receive messages are put through to your phone or rerouted to a destination predefined within the system. You can select the contents of your message from a list of 16 predefined texts. These texts can be edited to suit your requirements. The predefined texts are specified in the system configuration. Logging into or out of a User Group You belong to one or more user groups, a team for example. You decide you want to be reachable again via the user group or no longer reachable via the user group. You can log on or log out · Centrally on all the user groups · Specifically on certain user groups only. If you activate a call diversion, you are automatically logged out of all the user groups. Using the DTMF Mode You want to be able to use your phone to control other equipment or to access certain services,such as remote polling of an answering machine or telebanking. For these services you need the DTMF mode. When DTMF is activated, you hear a tone every time you press a key. When you make a call, DTMF is automatically activated: If you enter a phone number while in a call, your call partner will also hear the tones. On some phones, the DTMF mode can be deactivated and activated via the menu. Locking your Phone You need to leave your desk and want to ensure that no-one can alter your phone's settings, look at your private data, or make outside calls from your phone. You can lock your phone with a 2 to 12 digit code, see "Changing the Code". The factory code setting is 0000. You can lock the phone without entering a code. The code last used is then automatically activated. You need the code to unlock the phone. Unlocking your Phone The display shows "Phone locked". You want to unlock your phone. You can use the code to unlock your phone. If you have forgotten the code, consult your system administrator. 16 Using Supplementary Features for More Efficiency Unlocking the Phone for One Call You want to make a call on a phone that is locked or restricted for chargeable calls, for example a corridor phone or a phone in a meeting room. Authorized subscribers can activate such phones so they can make one chargeable call. To do so, you will need your own phone number and a PIN. Any call charges incurred will be charged to you on a "user pays" basis. This type of phone lock has to be differentiated from the phone barring which anyone can apply locally to his own phone. A phone lock is activated either locally by its owner or centrally by the system administrator. Paging an Internal Subscriber You are unable to reach an internal subscriber and thus want to page him. If the system is equipped with a paging system (PS), the person can be paged. The paged person can answer from any phone. If a call is not answered, you can immediately page the person you tried to reach. You do not even have to enter the person's phone number a second time. If you try to page someone and the paging system is deactivated, the person you are trying to reach is automatically called by general call with his personal ringing pattern. Answering a Pager Your pager is ringing and shows the phone number of the person trying to reach you. You can answer from any internal phone. Answering a General Call Via the general call, you hear either your personal ringing pattern or the general ringing signal. You can answer from any internal phone. Using Appointment Reminder Calls You want your phone to remind you of important appointments. Two different appointment reminder call types are available: · One-off appointment reminder: The appointment reminder call will ring once within the next 24 hours and is then cancelled. · Permanent appointment reminder: The appointment reminder call will ring daily (even on Saturdays and Sundays) at the set time. When the set time is reached, your phone will ring for a whole minute. If the phone is busy at the set time, the appointment reminder call will start ringing as soon as the line is free again. You can cancel both the one-off appointment reminder and the permanent appointment reminder. If call diversion, call forwarding, or do not disturb is activated, the appointment reminder call is not diverted. It remains on your phone. 17 Using Supplementary Features for More Efficiency Tracing Malicious Calls You feel threatened or molested by a call and want the caller to be traced. With the MCID function, the provider is able to record the following call data: · Your phone number · The caller's phone number · The date and time of the call MCID has to be enabled by your provider. Your provider will inform you about accessing the recorded call data. Calls you did not answer can be recorded automatically. Deactivating Active Services You have set up a number of services on your phone and would like to deactivate all the active services with a single command. You can deactivate all the active services (except for night service, user group, and appointment calls) with a single procedure. This applies to the following services: · Do not disturb · Follow me · Call diversion · Call forwarding · Callback · Protect against call forwarding · Protect against intrusion · Protect against announcements · Protect against call waiting Intruding in a Call You want to call an internal subscriber who is busy. Nonetheless, you urgently need to speak to the person. Providing you have been authorized to do so by the system administrator, you can intrude on the internal subscriber's current call. You can then speak to the person and hear his call partner. The person can respond to your intrusion request in the following ways: · By accepting with "Answer": the person's call partner goes on hold. ­ you are now through to the person. · By accepting with "End": the person's call partner is disconnected. ­ you are now through to the person. · By rejecting with "Reject": the person stays connected with the call partner. ­ you are not connected. If conference tone is deactivated in the system configuration, the person you wanted to intrude on will not hear an attention tone. Make sure you comply with the applicable national data protection regulations. You can use */# procedures to allow intrusion on your own set and to protect yourself against intrusion. 18 Using Supplementary Features for More Efficiency Selecting a Cost Centre before a Call You want to allocate the call charges incurred to a specific cost centre. You can allocate the cost centre · before a call · during a call (change of cost centre) Transferring an Exchange Line You want to make an exchange line available to an internal subscriber without exchange line authorisation, and are willing to accept the call charges incurred. You can provide an exchange line to an internal subscriber by activating a charge recall. As soon as the person has completed his exchange call, you will obtain a recall, either immediately or with a delay, with an indication of the call charge. Once the person has completed his exchange call, his exchange access is automatically cancelled. If a delay is configured for the charge recall (0 to 120 seconds), the person will have time to make further exchange calls after completing his initial exchange call. After picking up the handset, he will automatically hear a dialing tone and can set up a new exchange connection directly. If the person does not pick up the handset again within the set delay, the charge recall will be made. Switching Networks Your provider's telephone network is overloaded. You want to switch to a different network. With the LCR (Fallback) function the system can carry out an alternative routing for 1 call, either automatically or manually. Your system administrator will determine whether or not the LCR (Fallback) function is available. For the manual alternative routing you need to enter the relevant */# Procedure. Your system administrator will determine which phone network you can switch to. The next call but one is then automatically set up in your network provider's phone network. Announcements for Waiting Callers You want external callers to hear an announcement after they have been waiting for a set amount of time (example: "Please hold the line."). The callers should then once again hear the ring back tone. The Courtesy Service is an announcement service for incoming external calls. If an external call is not answered after a set delay, the caller will hear an announcement. After the announcement the caller will once again hear the ring back tone. An exchange line has to be set up to send the announcement, in other words the caller incurs call charges from that moment onwards. Depending on the system, up to 2 different announcement groups can be activated/deactivated. The maximum length for any announcement is 25 seconds. Depending on the system, each announcement group can issue different announcements for different switch positions. There are 3 different switch positions possible. You can record the announcement text on tape from your phone or transfer it from another tape. You can test and erase the announcement text. 19 Using Supplementary Features for More Efficiency Activating/Deactivating Functions by Remote Control You are not at your desk and want to set various functions on your phone from a different phone. You can activate/deactivate many of your phone's functions by remote control from a different phone. Remote control has to be enabled for your phone in the system. Remote control is possible from within and from outside the system. For external remote control, the system administrator has to give you the dial-in number. The remote control is initiated using a special */# procedure. You can then enter the function commands and */# procedures in the usual way. Follow Me You have left your desk for a short meeting with a colleague. You realize that the meeting is going to last a longer than scheduled and want to divert any calls intended for you to your colleague's phone. This setting is entered directly on the destination phone. The diversion will remain activated until you answer again on your own phone. Follow me overwrites a previously activated call diversion. Follow me interrupts call diversion chains. Control Relays You want to operate electrical equipment (for example a gate or lighting system) from your phone. System relays can be used to control various equipment or devices. For example you can use your phone to open and close electric gates or to switch the lights on or off throughout a building. The system consists either of 1 free relay with changeover contacts or 2 free relays (relay 1 and relay 2) with double changeover contacts. Do Not Disturb You do not want to be disturbed by the phone and want to divert incoming calls to a configured internal phone. You can divert incoming calls to an internal phone that is configured in the system (for example a switchboard). You can then only be reached directly on your phone with that phone. The configured phone applies to the entire system. 20