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IP Office

4400, 4600, 6400 & TransTalk MDW

9040 Telephones

40DHB0002USAL - Issue 7 (2nd October 2003)

 

Introduction

Page ii

 

 

 

 

Contents

 

Introduction..............................

3

4400, 4600 and 6400 Telephones ...............

3

TransTalk® MDW 9040 ................................

4

Phone Key Symbols.....................................

5

The Display ..................................................

6

Making Calls.............................

7

Make a Call ..................................................

7

Using the Directory ......................................

7

Redial...........................................................

8

Make a Page Call.........................................

8

Leave a Message.........................................

8

Arrange a Callback ......................................

9

Leave a Message in Voicemail ....................

9

Answering Calls.....................

10

Answer a Call.............................................

10

Internal Auto-Answer .................................

10

Direct Pickup..............................................

10

Answering a Message Indicator .................

11

Answering a Page Call...............................

11

Other Call Controls................

12

Account Codes...........................................

12

Recording a Call ........................................

12

Handsfree Operation..................................

12

Drop a Call .................................................

13

Mute a Call.................................................

13

Display the Call History..............................

13

Conferencing Calls.....................................

14

Lock/Unlock the Phone..............................

21

Change the Login Code.............................

22

Change the Extension Name.....................

22

Change the Phone Language....................

22

Changing the System Date and Time........

23

DSS Key Functions ................

24

Overview....................................................

24

Storing Abbreviated Dialing Under a DSS

 

Key ............................................................

24

Storing User, Park Slot and Queue

 

Numbers....................................................

25

Programming Functions Against DSS

 

Keys ..........................................................

26

Admin Functions........................................

27

System Features.....................

31

Introduction................................................

31

Making Calls ..............................................

31

Answering Calls.........................................

31

Call Waiting ...............................................

32

Call Forwarding .........................................

32

Diverting Calls ...........................................

32

Do Not Disturb ...........................................

33

Voicemail...................................................

33

The System Administrator .........................

34

Default Speed Dial and Feature Codes .....

34

Index ........................................

35

Diverting Calls........................

15

Switch Divert On ........................................

15

Call Forwarding..........................................

15

Send All Calls (Do Not Disturb)..................

16

Setting Absence Text.................................

16

Hold, Park & Transfer ............

17

Parking Calls..............................................

17

Holding Calls..............................................

18

Transfer a Call ...........................................

18

Phone Controls ......................

19

 

Labeling Softkey Functions ........................

19

 

Display the Date and Time.........................

19

 

Call Timer...................................................

19

 

Display Call Information .............................

20

 

Changing the Volume.................................

20

 

Changing the Ringer Sound.......................

20

 

Using Headsets..........................................

20

 

Hot Desking ...............................................

21

 

Group Enable/Disable................................

21

 

4400, 4600, 6400 & TransTalk MDW 9040 Telephones

Page ii

IP Office

40DHB0002USAL - Issue 7 (2nd October 2003)

Introduction

Page 3

 

 

Introduction

4400, 4600 and 6400 Telephones

This guide covers the use of most 4400, 4600 and 6400 series telephones on IP Office telephone systems.

Note that this guide assumes that the phone you are using has its default settings. Be aware that the System Administrator can reprogram the system and/or individual extensions to offer different sets of features. If in doubt please contact your System Administrator.

Default Buttons

Each phone is configured by default with 3 Call Appearance buttons. These buttons are located on the top 3 buttons of the leftmost column. They are used to make and receive calls.

DSS Keys

This guide details accessing many functions by pressing Menu . Many of those functions can be assigned to the DSS keys on your phone. See"DSS Key Functions" on page24. Note that the 4406D+, 4606D+ sets do not have theMenu button. For those sets, a user can either have a button programmed through the manager (contact your system administrator) or by using the shortcodes. When using these sets, use shortcodes. This operation is described beginning in theSystem Features section on page31.

4450 DSS Module

Some phones have a DSS port which allows the number of DSS keys available to can be increased by the addition of a DSS module. The 4450 DSS module is available for use with both the 4412D+ and 4424D+ sets. When using the 4450, ensure that the power supply must be connected to the phone. The 4450 DSS module enhances functionality by providing an array of buttons that can be used to track Extensions, Users or Park fields, or be programmed for other functions that help the user to handle calls more efficiently.

System & User Short Codes

The system has a wide range of features that are triggered by dialing a particular sequence. These shortcodes can be system-wideor specific to an individual user. For details of the shortcodes available to you contact your System Administrator. For details of the normal default shortcodes see"System Features" on page31.

4400, 4600, 6400 & TransTalk MDW 9040 Telephones

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IP Office

40DHB0002USAL - Issue 7 (2nd October 2003)

Introduction

Page 4

TransTalk® MDW 9040

The TransTalk® MDW 9040 set is a wireless set that can be used with the system. It is plugged into a DS port on either the base Control Unit or a DS expansion module. When using the set, the user must configure it to work with the system, by defining the button map to be used. This can be done by going to the set and pressing the Menu button, then using the arrow button to select Configuration, then Button Map and then selecting Merlin Magix.

Although the TransTalk® MDW 9040 has aMenu button, this button is local to the set and is used for features local to the set. For this reason, when using this set, an administrator must program the buttons for the user. Features can also be accessed on these sets via shortcodes.

4400, 4600, 6400 & TransTalk MDW 9040 Telephones

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IP Office

40DHB0002USAL - Issue 7 (2nd October 2003)

Introduction

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Phone Key Symbols

Your phone may use either text or icon markings for some keys.

Spkr:

The light above the key is lit when working handsfree. See "Handsfree Operation" on page12.

Mute:

The light above the key is lit or blinking when using mute. See "Mute a Call" on page13.

Hold:

See "Holding Calls" on page18.

Redial:

See "Redial" on page8.

Trnsfr:

See "Transfer a Call" on page18.

Conf:

See "Conferencing Calls" on page14.

Message Indicator:

See "Answering a Message Indicator" on page11.

Menu:

Used to access features and functions (Not available on the 4406D+, 4606D+ and TransTalk® MDW 9040).

The two keys are used to make display selections and data entry (Not available on the 4406D+, 4606D+ and TransTalk® MDW 9040).

Exit:

Use this key to exit the administration menus and return to

normal phone operation (Not available on the 4406D+, 4606D+ and TransTalk® MDW 9040).

4400, 4600, 6400 & TransTalk MDW 9040 Telephones

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IP Office

40DHB0002USAL - Issue 7 (2nd October 2003)

Introduction Page 6

The Display

B Phone locked:

Internal calls only, see "Lock/Unlock the Phone" on page21.

DCall Forwarding On:

See "Call " on page15.

GIn Group:

HHeld Call:

Shows the number of held calls, see "Holding Calls" on page18.

NDo Not Disturb On: See"Send All Calls (Do Not Disturb)" on page16.

P

Parked Calls:

 

 

Shows the number of parked calls, see Parking Calls on page

 

 

17.

U

Unavailable:

 

 

This is displayed on the calling station when the called station

 

 

has Do Not Disturb activated, but is not being covered by

 

 

Voicemail.

V

Voicemail:

 

 

This is displayed on the calling station when the called station

 

 

has Do Not Disturb activated, but is being covered by

 

 

Voicemail.

01

DISC

CONN

CONF

PAGE

Calls in Call History:

See "Display the Call History" on page13.

Disconnected:

Press Spkr to end the call.

Connected:

You are on a call.

Conference Call:

You are part of a conference call, see "Conferencing Calls" on page14. This is displayed on the left hand side of the display

Page Call:

See "Answering a Page Call" on page11.

Time & Date:

See "Display the Date and Time" on page19.

Timer:

See "Call Timer" on page19.

Indicates that the displayed item is either the currently selected value or has selectable sub-options.

Pressing Menu gives access to up to 12 softkey functions. Use

and to show the functions and press the display key beneath an option to select it.

Pressing Menu twice gives access to additional functions.

4400, 4600, 6400 & TransTalk MDW 9040 Telephones

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IP Office

40DHB0002USAL - Issue 7 (2nd October 2003)

Making Calls

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Making Calls

Make a Call

All phones in these series have a handsfree speaker so that you can dial and hear the call progress without having to pickup the handset.

On some models this facility is only one-wayso you must use the handset to be heard once the call is connected

To make a call:

1.Dial the number you require.

If ENTER ACCOUNT appears then you are required to enter an account code before making calls, see page12.

2.When answered either pickup the handset or, if your phone supports it, continue handsfree, see "Handsfree Operation" on page12.

3.To end the call either put down the handset or if working handsfree press Spkr .

Using the Directory

The phone can display a directory of group names, extension names or directory names from which you can select and then dial. This feature is not supported on phones without Menu and keys.

Note: This feature can work in two modes, Classic or Dial Name mode (the default). Contact your System Administrator if unsure which mode your telephone system uses.

To use the directory:

1.Press Menu and selectDir (this feature can also be set under a DSS key, see page24).

• Alternatively, press Menu twice. Pressand then selectDir.

2.Select from INDeX (internal extensions),Group (hunt groups) orExtrn (numbers in the IP Office Directory).

3.The next steps depend on which mode of working your system is using:

Dial Name Mode

a.Using the letter keys, start dialing the name that you want, eg. for names starting with John dial5646. Ignore any spaces in the name.

b.The display will show the first match to the letters entered so far. Either enter further letters or:

Press the and keys on either side of the current name to display

 

the other matches found so far.

If NO MATCH is displayed press to go back to the previous step.

c.When the name you want is shown select Call.

d.If you cannot find the name you want press Exit twice.

Classic Mode

a.Press the dialpad button that matches the first letter of the name you want. For example, to select L press the5 key three times.

b. Use the and keys to move through the matching entries. You can press another key on the dialing pad to select a different first letter.

c.When the name you want is shown select Call.

d.If you cannot find the name you want press Exit twice.

4400, 4600, 6400 & TransTalk MDW 9040 Telephones

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IP Office

40DHB0002USAL - Issue 7 (2nd October 2003)

Making Calls

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Redial

The phone stores a record of the numbers that you have dialed. You can display and select a number from that record.

4406D+, 4606D+ and TransTalk® MDW 9040 sets can use redial. When the button is pressed, the last number that was dialed is used.

To redial a number dialed:

1.Press Redial .

2.The display shows numbers that you have recently dialed.

3. Use the and keys to move through the stored numbers.

4.Press the key below a number to redial it or press Exit to leave the display without making a call.

Make a Page Call

You can make page calls to any extension or group of extensions that have suitable handsfree speakers. You call is only heard by those extension that are free.

4406D+ users can make a page call via the shortcodes. Contact your system administrator for the appropriate code.

TransTalk® MDW 9040 users can make Page Calls, but cannot receive them. 4600 Series phones cannot make or receive page calls.

To make a page call:

1.Press Menu twice.

2.Select Call.

3.Enter the extension or group number (use the top-leftdisplay key to backspace).

4.Select Page.

Leave a Message

When you call another extension that doesn't answer you can leave them a message indication. Depending on the type of their phone, they may have a message indicator lamp, which lights (stations that do not have the Menu button and softkeys do not light). If their phone has a display it may also display your name and number for a return call.

On your phone the lamp indicates when you have messages, seeAnswering a Message Indicator on page11.

To send a message indication:

1.Press Menu twice.

2.Select Call.

3.Enter the extension number (use the top-leftdisplay key to backspace).

4.Select Messa.

5.Press Exit .

4400, 4600, 6400 & TransTalk MDW 9040 Telephones

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IP Office

40DHB0002USAL - Issue 7 (2nd October 2003)

Making Calls

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Arrange a Callback

If an extension is busy, or does not answer when you call you can arrange a callback rather than leave a message. With a callback set, after that extension is next used you phone will ring and when you answer the extension is rung.

To set a callback during a call:

1. If when you make a call you are not answered or the station is busy,

press Menu

.

2. Using the and

keys, display and select AutCB (This feature can also

be set under a DSS key, see page 24).

3.End your call attempt.

4.After the extension you were calling is next used, your phone will ring and when you answer the other extension is rung. Your phone rings the number of times that has been specified in the Allocated Answer Interval (either for the system, or if there has been an individual one set for your user id). The default is three rings.

5.Press Exit if you desire.

To arrange a callback without making a call:

1.Press Menu twice.

2.Select Call.

3.Enter the extension number (use the top-leftdisplay key to backspace).

4. Press and select CallB.

5.Press Exit .

6.When that extension becomes free, you phone is rung and if you answer the other extension then rings. Your phone rings the number of times that has been specified in the Allocated Answer Interval (either for the system, or if there has been an individual one set for your user id). The default is three rings.

Leave a Message in Voicemail

You can leave a message for directly in voicemail for an extension without ringing the extension. This will light that extension message indicator if they have one.

4406D+, 4606D+ and TransTalk® MDW 9040 users can leave a message for an extension via the shortcodes. Contact your system administrator for the appropriate code.

To leave a message directly in voicemail:

1.Press Menu twice.

2.Select Call.

3.Enter the extension or group number (use the top-leftdisplay key to backspace).

4. Press and select Vmail.

5.You should hear the mailbox greeting and then be prompted to leave a message.

4400, 4600, 6400 & TransTalk MDW 9040 Telephones

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IP Office

40DHB0002USAL - Issue 7 (2nd October 2003)

Answering Calls

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Answering Calls

Answer a Call

To answer a call:

1.Your display will show whatever information the system has about the calling party.

2.Press Spkr to answer handsfree or pickup the handset.

Internal Auto-Answer

Internal auto-answerconnects your internal calls after just one ring. This feature also applies when a user is in Headset Mode (SeeUsing Headsets on Page20).

TransTalk® MDW 9040 users do not have access to Internal Auto Answer.

To set/cancel internal auto-answer:

1.Press Menu .

2.Select HfAns (This feature can also be set under a DSS key, see page24).

3.Press Exit .

Direct Pickup

You can pickup a call ringing at another extension if you know the extension number.

4406D+, 4606D+ and TransTalk® MDW 9040 users can pickup a call for an extension via the shortcodes. Contact your system administrator for the appropriate code or if using the default shortcodes seeAnswering Calls on page31.

To do a direct pickup:

 

1.

When you here the extension ringing, press Menu

.

2.

Using the and keys, display and then select DpkUp (This feature

 

can also be set under a DSS key, see page 24).

 

3.Enter the extension number and then select Done. Note that a DSS key cannot be used to enter the extension number.

4400, 4600, 6400 & TransTalk MDW 9040 Telephones

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IP Office

40DHB0002USAL - Issue 7 (2nd October 2003)