Ascotel Office terminals by ascom Office 25 Operating Instructions with safety information www.ascom.com/pbx/ascotel/terminals 20321611en_ba_a0 Operating and Display Elements Operating and Display Elements 11 12 13 14 1 2 3 4 1 2 34 ABC MENU END 1 4 7 PQR 2 5 8 TUV ABC 3 MNO DEF GHI JKL 6 S WXY 9 Z 0 7 10 9 8 7 6 5 www.ascom.com/pbx/ascotel/terminals 2 20321611en_ba_a0 Operating and Display Elements 1 2 Display · Top: Information, Foxkey functions · Bottom: Symbols 9 Loudspeaker key/Volume/ cursor key · 1x short: Loudspeaker on/off · 2x short: Volume normal/loud Foxkey Multifunction key: · Short: Activates corresponding function · Long: Reverses scroll direction 10 Redial key · Short: Last phone number dialled · Long: List of answered calls 3 4 Info key Calls up further information 11 Loudspeaker 12 Hook switch 13 END/correction key MENU · In a call: Disconnects, ready for END dialling · Menu/configuration: Back/cancel without saving · Enter: Deletes last character Menu key Menu access key · Short: Scrolls through Foxkey functions · Long: Configuration mode 5 6 7 8 Indicator LED · Flashing: Call · Lit: Callback, message, report 14 Alpha key Switches between digit input and character input ABC Keypad Enters digits or letters (in text mode) Write-on label Configurable keys Configurable as: Number key: · 1x short:Calls up first phone number · 2x short: Calls up second phone number · Long: Configures key Function key: · 1x short: Activates function · 2x shortShort: Deactivates function · Long: Configures key 20321611en_ba_a0 3 Operating and Display Elements Display symbols Loudspeaker on 1st (top) configurable key activated Callback activated Phone lock activated 1 2 3 4 Second configurable key activated 3rd configurable key activated 4th configurable key activated Call diversion activated Configuration mode activated Text mode activated Information available Other menu items available 4/\ Scrolls up (figure indicates entry number) Reversing direction: Press Foxkey and hold down for a moment Note For a detailed description of the operating and display elements, please refer to the section "Using the Display and Operating Elements". 4 20321611en_ba_a0 Contents Contents Operating and Display Elements . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2 Equipment Provided . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 6 Safety and Liability . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7 Receiving and Making Calls . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 8 Receiving a Call . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 8 Making a Call . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 8 Using the Display and Operating Elements . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 10 Display . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 10 Keys . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 10 Input . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 11 Navigation. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 13 Signals. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 13 Using Supplementary Features for More Efficiency . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 14 You Want a Convenient Way of Making a Call . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 14 You Want to Use Functions in a Call . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 18 You Are Away from Your Desk . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 21 You Want to Use Your Phone Efficiently in Special Situations. . . . . . . . . . . . . . . . . . . . . . 25 Personalizing Your Phone . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 31 Basic Settings . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 31 Setting the Ringing Properties . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 33 Phone Book Management . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 34 Configuring the Keys. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 36 Defining Functions. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 38 Installation and First-Time Operation . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 39 Troubleshooting . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 40 */# Procedures . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 41 Menu Overview . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 45 Index . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 47 Declaration of Conformity . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 51 Reference to Other Documents . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 52 20321611en_ba_a0 5 Equipment Provided Equipment Provided Phone Handset Phone cord Handset cord 1 2 34 ABC M END 1 4 7 PQR S 2 5 8 TUV ABC GHI JKL 3 MNO DEF 6 WXYZ 9 0 6 20321611en_ba_a0 Safety and Liability Safety and Liability Safety Information Failure to observe this information can be hazardous and infringe existing laws. Please read the Operating Instructions and keep them for future reference. When handing over your phone to others, make sure you enclose these Operating Instructions. Maintenance Use original accessories only. Make sure all installation and repair work is carried out by a specially qualified technician. Always use a soft, moistened or antistatic cloth to clean your telephone. Do not use chemicals or other chemical products. Ambient conditions Do not operate the phone outside the temperature range of +5 °C to approx. +35 °C. Avoid direct sunlight and other sources of heat. Protect your phone against the wet, excessive dust, corrosive liquids and steam. Do not expose your phone to electromagnetic fields (electric motors, household appliances). The speech quality could be affected. To prevent interference, avoid placing your phone in the immediate vicinity of computers, radios, TV sets, VCRs and other telephone sets. Disposal Be sure to dispose of your phone and its packaging in an environmentally compatible way; alternatively send it back to your supplier or servicing agent. Exclusion of Liability This product is manufactured in accordance with ISO 9001 quality criteria. This product and the user information supplied with it have been produced with the utmost care. The product's functions have been tested and approved after comprehensive conformity tests. Nonetheless errors cannot be entirely excluded. The warranty is limited to the replacement of defective hardware. The manufacturers shall not be liable for any direct or indirect damage that may be caused by incorrect handling, improper use or any other faulty behaviour on the part of a product. Liability for loss of profit shall be excluded in any case. 20321611en_ba_a0 7 Receiving and Making Calls Receiving and Making Calls Receiving a Call This section explains how you can answer a call. Answering a Call Your phone rings and the indicator LED flashes. To answer the call: Pick up the handset. Note The caller's number appears on the display if it was transmitted . The caller's name is also shown if the number is in the phone's or system's memory. If there is not enough space on the display, a "+" appears. Use the Info key to display more information. Ending the Call To end the call: The call duration is automatically displayed after the call is ended. You can also call it up using the Info key. The call charges of outgoing calls are displayed after the call is ended ­ if this feature is supported by your provider. Put the handset on-hook. ­ or ­ END Press the END key. The display shows "ENTER NUMBER" Note After pressing the END key, the phone is ready to accept a number. Making a Call This section explains various ways of making a call. Dialling a Phone Number You want to enter a phone number to call someone. Enter the number using the digit keys. The display shows the number. Note Use the Correction key to delete wrong digits. Pick up the handset. The number is dialled. 8 20321611en_ba_a0 Receiving and Making Calls Using the Redial List You want to call someone you called recently. Your phone uses the redial list to automatically store the numbers of the persons you have called ­ including their names, if available. You can use the redial function to call these persons again. Press the Redial key. The display shows the first number on the redial list. To scroll through the last 4 numbers (max.), press the Redial key repeatedly. Pick up the handset. The displayed number is dialled. Using the Open Listening Mode You want other persons in the room to be able listen to the conversation. In the open listening mode, the loudspeaker is also switched on. During a call: Press the Loudspeaker key. The open listening mode is activated. Note You can continue to use the handset in the usual way. Deactivating the open listening mode: Press the Loudspeaker key again. The open listening mode is deactivated. Note To end a call in the open listening mode, press the Loudspeaker key and put the handset on-hook. If you only put the handset on-hook, the loudspeaker will still be on. 20321611en_ba_a0 9 Using the Display and Operating Elements Using the Display and Operating Elements Display Abbreviations Depending on the display space available, certain terms may be abbreviated, e.g. "Announ." for "Announcement". The abbreviations though can be easily understood. Navigating through the Foxkey Menu The Foxkey provides the functions available for the current situation. The default display shows the info line. Use the Menu key to go to the Foxkey menu . An "M" in the display's symbol area tells you that you can use the Menu key to show further Foxkey options. MENU Press the Menu key repeatedly until you come to the option you want. Navigating through Info Lines The display shows an "i" in idle state or an "+" for further text. An "i" in the display tells you that there is a list of callers, messages, or active functions available in various info lines. Use the Info key to call up info lines. If there is not enough space on the display to show the entire text, a "+" appears. Press the Info key to see the rest of the text. To call up info lines: Press the Info key repeatedly until the information is displayed. Note After the last info line, the display shows the first info line again. To see the rest of the text: Press the Info key. The display shows the continuation of the text. Note Press the Info key as often as necessary to read the entire text. Keys Pressing a Key Depending on the current situation, a key may have various functions. The function activated depends on the number of times the key is pressed or whether it is pressed quickly or held down for a moment. Here are some examples: Press the key. Keep the key held down for a moment (about 2 seconds). MENU 10 20321611en_ba_a0 Using the Display and Operating Elements <2x short> ABC Press the key twice in quick succession. <2x, 3x, 4x, etc.> WXYZ In text mode, press the key twice, three times, four times, etc. 9 Using the Foxkey The Foxkey has variable functions. These functions are displayed above the key. There are several contacts under the Foxkey to detect where it is pressed. So you need to press the Foxkey right under the function you want. If the display shows the info line instead of the Foxkey menu, the functions can still be activated by pressing the Foxkey at right spot. Right at the fox symbol, the Foxkey is usually assigned with the "Call up" function when scrolling through lists and with "OK" for settings. To avoid errors when the functions are not shown, an "M" on the display tells you that they can be made visible by pressing the Menu key. Press the Foxkey under the desired function on the display. Input Entering Digits The digit keys are used to enter the digits 0 to 9. Entering Letters and Special Characters You can also use the digit keys to enter letters and special characters. A number of letters and special characters are assigned to each key. To enter letters and special characters with the digit keys, you need to be in text mode. The display shows the " " symbol when your are in text mode. You can switch back and forth between number mode and text mode during your input. To switch between number mode and text mode during your input: Press the Alpha key. ABC Note If the phone is expecting a text input, the text mode is automatically activated. 20321611en_ba_a0 11 Using the Display and Operating Elements The characters are assigned to the digit keys as follows: -.?1 ABC ABC2 1 DEF 2 DEF3 3 GHI GHI4 4 JKL JKL5 5 MNO MNO6 6 PQRS PQRS7 7 TUV TUV8 8 WXYZ WXYZ9 +0 9 0 * Space # <1x, 2x, 3x, etc.> Press the digit key repeatedly until you get the character you want. Entering a Phone Number in Call Preparation You want to enter a phone number without it being dialled automatically, so as to have time to check the number and, if necessary, to correct it. The number is not dialled until you go off-hook, for example by picking up the handset. Enter a phone number in call preparation. The display shows the phone number. Correcting your Input You notice you have entered a wrong digit or character. You can delete an incorrect input either character by character or completely. To delete the last character: Press the END/Correction key. END END To end the input without saving: Press the END/Correction key and hold it down a moment. 12 20321611en_ba_a0 Using the Display and Operating Elements Navigation Reversing the Scroll Direction The Foxkey menu shows an arrow symbol for scrolling, but you want to scroll in the opposite direction. Hold the key down for a moment to reverse the direction of the arrow. /\ or \/ Press the "/\" or "\/" Foxkey and hold it down for a moment. The direction of the arrow is reversed. Undoing Actions You can undo the last action without saving it by pressing the END/Correction key. Press the END/Correction key. Undoes the last action. END Note To put the phone back into idle state, you may have to press the END/Correction key several times. Signals Indicator LED Signals LED flashing Phone is ringing LED is not lit Phone is in idle state LED is lit in idle state Voice mail, message, or callback was received, but not yet answered 20321611en_ba_a0 13 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. You Want a Convenient Way of Making a Call This section explains some convenient features provided by your phone for making a call. 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. Press the corresponding digit key once for each letter. For each letter, the display shows the corresponding digit, for example a "6" for the letter "n". Press the Alpha key. The phone searches for matching names. You may have to enter another letter before the name you want or a list of names is displayed. Use the "/\" Foxkey to scroll through the names until the display shows the name you are looking for. To call the person whose name is displayed: Pick up the handset. The person is called. ABC /\ 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. To search in all phone books: Press the Alpha key. Letter input is activated. The display shows "DIALLING BY NAME". Enter the first letter. The phone searches for matching names. ABC 14 20321611en_ba_a0 Using Supplementary Features for More Efficiency Note If the phone is unable to find a matching name, "LIST EMPTY" will appear on the display. You may have to enter another letter before the name you want or a list of names is displayed. Use the "/\" Foxkey to scroll through the names until the display shows the name you are looking for. To call the person whose name is displayed: Pick up the handset. The person is called. /\ 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. The call list contains a maximum of 4 entries. Press the Info key repeatedly until the display shows "CALL LIST". Note CALL LIST "CALL LIST" is available only if there are entries in the list. Press the "CALL LIST" Foxkey. /\ To scroll through entries: Press the "/\" Foxkey. To call the person whose name is displayed: Pick up the handset. Once the call has been successfully connected, the entry is deleted from 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. The list of answered calls contains a maximum of 4 entries. MENU LIST OF ANSWERED CALLS Press the Menu key repeatedly until the display shows "LIST OF ANSWERED CALLS". Press the "LIST OF ANSWERED CALLS" Foxkey. /\ To scroll through the list of answered calls: Press the "/\" Foxkey. 20321611en_ba_a0 15 Using Supplementary Features for More Efficiency Pick up the handset. The person is called. Note You can also access the list of answered calls by pressing the Redial key and holding it down for a moment. 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. Activate the key's first allocated function: Press the key once. The key's first allocated function is shown on the display. ­ or ­ <2x short> Activate the key's second allocated function: Press the key twice in quick succession. The key's second allocated function is shown on the display. To call the person displayed: Pick up the handset. The person is called. 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. Situation MENU CALLBACK You called someone and hear the busy tone or idle tone. To activate a callback reqest: Press the Menu key. Press the "CALLBACK" Foxkey. The display shows "DONE". Put the handset on-hook. The display shows "CALL EXPECTED". Note You can have 1 active callback request at a time. Your callback request will automatically be cancelled by the system after approx. half an hour. You can also cancel the callback request beforehand. Press the Menu key. The display shows "CANCEL". Cancelling the callback request: Press the "CANCEL" Foxkey. MENU CANCEL 16 20321611en_ba_a0 Using Supplementary Features for More Efficiency 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. MENU ANSWER Press the Menu key. To answer the call: Press the "ANSWER" Foxkey. 1. Your original call partner is put on hold. You are now connected with the party who initiated the call waiting. ­ or ­ REJECT To reject the call: Press the "REJECT" Foxkey. You remain connected with your original call partner. The call-waiting party hears the busy tone. ­ or ­ END To reject the call: Press the END/correction key. You remain connected with your original call partner. The call-waiting party hears the busy tone. ­ or ­ MENU END Press the Menu key repeatedly until the display shows "END". Ending the current call and answering the call-waiting call: Press the "END" Foxkey. 1. The first call is terminated. You are now connected with the party who initiated the call waiting. 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. MENU CALL WAITING Press the Menu key. Press the "CALL WAITING" Foxkey. You hear the dialling tone. If the person rejects your call request or if call waiting is not possible, the call is disconnected (busy tone). Note 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. Enter the phone number of the subscriber or group. 20321611en_ba_a0 17 Using Supplementary Features for More Efficiency MENU ANNOUNCEMENT Press the Menu key repeatedly until the display shows "ANNOUNCEMENT". Press the "ANNOUNCEMENT" Foxkey. Pick up the handset. The call party hears the acknowledgement tone. The display shows "ANNOUNCEMENT TO: ...". You can now talk. Receiving an Announcement After an attention tone you will be addressed via your loudspeaker. You can listen to the announcement or stop it. To continue the announcemnt as a phone call: Pick up the handset. You are now connected to the person who initiated the announcement. Note All the other recipients of the announcement are excluded. ­ or ­ To stop the announcement: Press the END/correction key. END You Want to Use Functions in a Call This section explains the different options provided by your phone while you are in a call. 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. MENU ENQUIRY CALL Press the Menu key repeatedly until the display shows "ENQUIRY CALL". Press the "ENQUIRY CALL" Foxkey. Your original call partner is put on hold. Enter the phone number of the enquiry call party. The enquiry call party is called. You hear the ring back tone. To end the enquiry call: Press the END/correction key. You are now back through to your original call partner. END 18 20321611en_ba_a0 Using Supplementary Features for More Efficiency Note If your enquiry call party hangs up and you also go on-hook by mistake, you will hear a continuous ringing signal for 10 seconds to draw your attention to the person still on hold. If you pick up the receiver during the continuous ringing, you will be reconnected with your call partner. 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. MENU BROKERING To broker: Press the Menu key repeatedly until the display shows "BROKERING". Press the "BROKERING" Foxkey. Your call partner changes. The other call party is put on hold. To terminate the current connection: Press the END/correction key. The call party is disconnected. You are connected with the party on hold. END 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. MENU ENQUIRY CALL Press the Menu key repeatedly until the display shows "ENQUIRY CALL". Press the "ENQUIRY CALL" Foxkey. Your original call partner is put on hold. Enter the other party's phone number. The other party is called. Connecting with notification: Wait until the person has answered the call. Announce the call party. Put the handset on-hook. Your call partner and the other party are now connected with each other. ­ or ­ Connecting without notification: 1. Wait for the ringing tone, then hang up. The other party is then called directly by your original call partner. Note Recall: If the other party does not answer, the call comes back to your phone. 1) Depending on the type of system, this function is called "brokering" or "2nd call" 20321611en_ba_a0 19 Using Supplementary Features for More Efficiency 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. MENU PARK Press the Menu key repeatedly until the display shows "PARK". Press the "PARK" Foxkey. Your call partner is now parked locally. The display shows "Done". Put the handset on-hook. The display shows "CALL PARKED". MENU RETRIEVE To retrieve a parked call party: Press the Menu key repeatedly until the display shows "RETRIEVE". Press the "RETRIEVE" Foxkey. Pick up the handset. You are now connected with the parked call party. 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. MENU CONFERENCE To connect the call party on hold: Press the Menu key repeatedly until the display shows "CONFERENCE". Press the "CONFERENCE" Foxkey. The call party on hold is now included in the call: Conference call. You may hear an attention tone. This depends on the system's configuration. Leaving a conference call: Put the handset on-hook. The other conference parties remain in the call. Note 20 20321611en_ba_a0