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Aastra Business Communication
Solution
Aastra 1560/1560ip as of OIP R8.3
User’s Guide
Supported platforms:
Aastra 415
Aastra 430
Aastra 470
This user's guide describes the functions, the configuration, and the use of the operator application
Aastra 1560 (rich client application) and Aastra 1560ip (IP softphone).
eud-1431_en / 1.0 – OIP R8.3 – © 02.2012
Welcome to Aastra
Thank you for choosing a product of an Aastra communication solution. Our product meets the strictest requirements with regard to quality and design.
The following user's guide will assist you in using the Aastra 1560/1560ip. If you require further technical support or information about other Aastra products, please refer to our website or our Aastra 400 DocFinder.
Aastra 1560/1560ip: The professional operator application
Using an Aastra 1560/1560ip offers many advantages for operators compared with conventional operator consoles: Call transfer using the mouse, indication of the internal users available, interactive queue for calls pending, quick and convenient dialling by name, simple handling of call lists, unlimited number of contacts, synchronization with a Microsoft Exchange server, direct access to contact databases, to mention but a few. At the same time you also have access to all the added features of Aastra system phones, with the high standard of quality you have come to expect.
Regardless of whether you use the softphone as an Aastra 1560 together with a Aastra 400 system phone or as an Aastra 1560ip with a PC media device via the IP network, you are certain to appreciate its outstanding versatility. You will undoubtedly appreciate the versatile features.
And of course the Aastra 1560/1560ip can also be used as a personal telephone.
Aastra 1560: The Aastra 1560 is a rich client application for PC operator consoles which, with its user-friendly interface, sets the standard for a versatile and modern operator workstation. It integrates ideally into the Office PC environment and considerably broadens the scope of functions of the coupled phones.
Aastra 1560ip: The Aastra 1560ip IP softphone is a fully fledged PC phone that is not coupled to a physical phone (hardphone). The media devices are installed on the PC.
Whether you use the Aastra 1560 or the Aastra 1560ip, the PC monitor tells you at a glance who is calling, who internally is busy or absent, and who has forwarded their phone. If there are several calls waiting, you can select the most important call directly. If users are busy, you can dial their substitution, leave a text message on the
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eud-1431/1.0 – OIP R8.3 – 02.2012 |
Welcome to Aastra
phone or send an e-mail. When connected with Microsoft Exchange you also have access to calendar information and absence information when it comes to forwarding calls.
The Aastra 1560/1560ip runs on the Open Interfaces Platform (OIP). The Open Interfaces Platform (OIP) is the interface between Aastra communication servers and applications (own and third-party suppliers) and guarantee a seamless integration of CTI applications.
Media device for Aastra 1560/1560ip
Your system administrator has equipped your Aastra 1560/1560ip with a media device. Depending on the media device used, the operation of the device may vary slightly from the instructions given here.
Aastra 1560: The media device is a cordless or corded system phone of the
Aastra 400 series. That means that calls are signalled acoustically on the phone and that you use the phone as a listening/speaking device.
Aastra 1560ip: The media device may be a phone handset or headset connected directly to the PC. The Aastra 1560ip has been extensively tested with a whole range of corded and cordless media device (incl. Bluetooth devices). Only use the media devices specifically recommended by the manufacturer.
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Security
Safety Information
Failure to observe this information can be hazardous and infringe existing laws.
User information
DocFinder for the Aastra 400 communica-
www.aastra.com/docfinder
tion platform:
© The information, graphics and layouts featured in the user information are subject to copyright and may not be duplicated, presented or processed without the written consent of Aastra Telecom Schweiz AG.
Your product is supplied with a quick user’s guide, safety information and, where applicable, with other product-specific information.
The user's guide of the Aastra 1560/1560ip is availabe as a PDF version and as online version. For the online version press the F1 key if needed.
These and all other user documents are available for download from the Aastra 400 DocFinder as individual documents or as a documentation set. It is your responsibility to keep up to date with the scope of functions, the proper use and the operation of your product.
•Please make sure you have all the user documents required to operate your product efficiently and correctly.
•Make sure that the versions of the user documents comply with the software level of the Aastra 400 products used and that you have the latest editions.
•Always read the user documents first before you put your product into operation.
•Store the user information within easy reach and refer to it whenever uncertainties arise in connection with the use of the product.
•When handing over your product to others, make sure you enclose the relevant user information.
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Security
Purpose and function
This product is part of the Aastra 400 communication solution.
The software can only be launched if a communication server, configured accordingly, is detected.
The Aastra 1560/1560ip can be used as an operator console on a stand-alone system or in a networked environment with several systems. Besides the wide array of telephone operator functions the phone also provides all the featurephone functions required for personal use.
Aastra 400 is an open, modular and comprehensive communication solution for the business sector with several communication servers of different output and expansion capacity, a comprehensive telephone portfolio and a multitude of expansions.
They include an application server for Unified Communications and multimedia services, an FMC (Fixed Mobile Conversion) controller for integrating mobile phones, an open interface for application developers and a multitude of expansion cards and modules.
The business communication solution with all its components was developed to cover in full the communication requirements of businesses and organisations, in a way that is both userand maintenance-friendly. The individual products and components are coordinated and must not be used for other purposes or replaced by thirdparty products or components (unless it is to connect other approved networks, applications and telephones to the interfaces certified specially for that purpose).
Protection against listening in and recording
The Aastra 400 communication solution comprises features which allow calls to be monitored and recorded without the call parties noticing. Please note that these features can only be used in compliance with national data protection provisions.
Availability
The availability of the Aastra 1560/1560ip depends on a functioning PC with power supply, and the availability of the data network and the communication server (including OIP server). If the Aastra 1560/1560ip is not available, calls are displayed on the coupled phone (Aastra 1560) or routed to a substitute destination set by your system administrator (Aastra 1560ip).
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Security
Exclusion of liability
All parts and components of the Aastra 400 communication solution are manufactured in accordance with ISO 9001 quality guidelines.
The relevant user information has been compiled with the utmost care. The functions of the Aastra 400 products have been tested and approved after comprehensive conformity tests. Nonetheless errors cannot be entirely excluded. 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. Potential hazards are mentioned in the relevant places in the user information. Liability for loss of profit shall be excluded in any case.
Trademarks
Aastra® is a registered trademark of Aastra Technologies Limited.
Microsoft Windows®, Microsoft Exchange® and Microsoft Outlook® are registered trademarks of Microsoft Corporation. Bluetooth® is a registered trademark of Bluetooth SIG, Inc. All other trademarks, product names and logos are trademarks or registered trademarks of their respective proprietors.
The designations used in this manual for software and hardware are registered trademarks and are thus subject to the relevant regulations.
Document information
•Document number: eud-1431
•Document version: 1.0
•Based on software version: OIP R8.3
•Valid as of software version: OIP R8.3
•Copyright © 02.2012 Aastra Technologies Limited
•In PDF Viewer, click on this link to download the latest version of this document:
•https://pbxweb.aastra.com/doc_finder/DocFinder/eud-1431_en.pdf?get&DNR=eud-1431
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Content
Welcome to Aastra . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2
Aastra 1560/1560ip: The professional operator application . . . . . . . . . . . . . . . . . . 2
Security. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4
Working with the Aastra 1560/1560ip . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 9
Starting the Aastra 1560/1560ip . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 10 Setting up the Aastra 1560/1560ip . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 11 Exiting the Aastra 1560/1560ip . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 18
Display symbols, operator prompting and settings . . . . . . . . . . . . . . . . . . . . . . . . . 19
Operating and display elements . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 20 Using the display and operating elements. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 24 Audio settings. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 26 Telephony settings . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 28 Window settings . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 29 Printing lists. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 31 Contact details . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 33
Call queue . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 34
Call queue . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 35 Working in direct mode. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 37 Substitution. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 38
Journal . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 39
Settings of the Journal. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 40 Call lists . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 42 Text messages and voice messages . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 44 Additional functions in the journal . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 46
Phone book . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 47
Settings of the phone book . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 48 Phone Book Management . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 49 Functions in phone book . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 52
Presence indicator and Calendar . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 54
Presence indicator settings . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 55
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Personal presence state . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 59 Groups and items (Presence indicator) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 60 Actions in the presence indicator . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 64 Personal calendar . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 65 Actions in the calendar . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 66
Operator groups . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 67
Agent control . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 68 Working in operator groups . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 69 Making and answering calls. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 71 Making calls in the two-company configuration . . . . . . . . . . . . . . . . . . . . . . . . . . . . 76
Configuration . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 78
Settings in the configuration. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 79
User . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 79
Phone. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 83
Profile. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 89
Index . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 100
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Working with the Aastra 1560/1560ip
The following sections explain the necessary steps you need to take to comfortably integrate Aastra 1560/1560ip in your everyday business life.
Starting the Aastra 1560/1560ip . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 10 Setting up the Aastra 1560/1560ip . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 11 Exiting the Aastra 1560/1560ip . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 18
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Working with the Aastra 1560/1560ip
Starting the Aastra 1560/1560ip
Aastra 1560/1560ip is installed by your system administrator so that it starts automatically whenever you start your PC. You can also start Aastra 1560/1560ip manually by double-clicking the program icon 
on your Desktop. Contact your system administrator for more information.
The system constantly checks whether the latest Aastra 1560/1560ip software version is available. If not, the program is automatically updated.
Starting Aastra 1560/1560ip:
Double-click the 
icon on your Desktop. If required, enter your password and confirm with Ok.
Aastra 1560/1560ip starts.
If you are starting Aastra 1560/1560ip for the first time (if not yet set up by your system administrator):
1.Click 
or select Tools > Settings > Connection.
2.Under Phone number enter your user phone number.
3.Under PIN enter your user PIN.
4.Confirm with Connect.
Aastra 1560/1560ip is connected with your phone.
Note:
The Connection state shows whether connection has been set up correctly.
Using the Aastra 1560/1560ip on different workplaces
You can set up your Aastra 1560/1560ip on several PCs. Calls are then automatically routed to the PC you are currently using. Do you sometimes work in a branch? At soon you start the Aastra 1560/1560ip, the calls are offered automatically.
Note:
Your Aastra 1560/1560ip can only be open on one PC at any given time. If you start the softphone on a second PC, you will be asked whether the application should automatically be closed on the other PC.
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Working with the Aastra 1560/1560ip
Setting up the Aastra 1560/1560ip
After startup of Aastra 1560/1560ip the configuration can be executed via the settings menu.
Click 
or select Tools > Settings.
Enter the settings you want and click Apply to confirm the changes.
Note:
Aastra 1560/1560ip can be integrated into a Citrix or terminal server environment. If your Aastra 1560/1560ip is integrated into a Citrix or terminal server environment, you will find this menu in the context menu of the phone window > Settings. Contact your system administrator for more information.
You can carry out the following settings in the settings menu:
Settings: Operation
Setting |
Description |
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Select the language you want; the language change (selected |
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Language / System |
language or language of your system, if available) will take |
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effect after restarting Aastra 1560/1560ip. |
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Missed event ring tone |
Click |
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to open the list of available audio files. You can listen to |
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the audio files with |
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Start automatically with Windows |
Tick the checkbox if you want the Aastra 1560/1560ip to open |
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automatically with Windows. |
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Idle timeout |
Tick the checkbox and the amount of time after which the |
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Aastra 1560/1560ip is to go to idle state. |
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Tick the checkbox so that "callto:-URLs" on websites are opened |
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Default application for "callto:" URLs |
with Aastra 1560/1560ip. The phone number in the URL |
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address is dialled directly. |
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Working with the Aastra 1560/1560ip
Settings: Hotkeys
Instead of clicking your way through a menu, you want to be able to execute a function with a hotkey of your choice. This is an efficient way for you to carry out recurring actions.
All the functions you can execute using a hotkey were assigned to preset combinations. You can edit, delete or reset them to their default values as required.
The following choice of hotkey combinations is available:
Hotkey |
Example |
Function key |
F1 to F12 |
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Control key + digit |
Ctrl + 3 |
Control key + letter |
Ctrl + E |
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Control key + function key |
Ctrl + F4 |
Control key + Shift key + digit |
Ctrl + Shift + 3 |
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Control key + Shift key + letter |
Ctrl + Shift + E |
Control key + Alt key + digit |
Ctrl + Alt + 1 |
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Setting up hotkeys:
Click 
or select Tools > Settings > Hotkeys.
Select the action you want, enter the combination you want in the free field of
Enter new hotkey and click the Assign button.
Confirm with Apply.
Resetting all the hotkeys:
Click 
or select Tools > Settings > Hotkeys.
Click the Reset all button to reset the hotkeys to their default settings.
Confirm with Apply.
Delete hotkey:
Click 
or select Tools > Settings > Hotkeys.
Select the action you want and click Delete.
Confirm with Apply.
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Working with the Aastra 1560/1560ip
List of hotkeys
Below is a list of all the functions you can operate using a hotkey. The preset values are shown in column 2. You can reset your values to these default settings at any time. In column 3 you can enter your hotkey in the input fields and then print out the page.
Function: Open/activate window |
Default value |
Hotkey |
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Open/activate window: Agent control |
Control + Shift + A |
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Open/activate window: Presence indicator |
F6 |
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Open/activate window: External display |
Control + Shift + E |
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Open/activate window: Journal |
F5 |
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Open/activate window: Calendar |
Control + Shift + C |
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Open/activate window: Configuration |
Control + Shift + O |
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Open/activate window: Contact details |
F8 |
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Open/activate window: Search |
F4 |
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Open/activate window: Phone book |
F7 |
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Open/activate window: Phone window |
F2 |
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Open/activate window: Dial pad |
Control + F2 |
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Open/activate window: Call queue |
F3 |
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Function: Miscellaneous |
Default value |
Hotkey |
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Activate/restore Aastra 1560/1560ip |
F12 |
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Dial selected number |
Control + F12 |
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Mute/unmute microphone |
Control + M |
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Function: Phone window |
Default value |
Hotkey |
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Phone window: End active call |
Control + E |
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Phone window: Park active call |
Control + P |
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Phone window: Transfer active call |
Control + T |
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Phone window: Reject incoming call |
Control + X |
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Phone window: Answer incoming call |
Control + A |
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Phone window: Deflect incoming call |
Control + D |
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Phone window: End call |
Control + H |
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Phone window: Unpark parked call |
Control + U |
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Phone window: Conference |
Control + C |
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Phone window: Brokering |
Control + B |
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Working with the Aastra 1560/1560ip
Function: Phone window |
Default value |
Hotkey |
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Phone window: Write note to active call |
Control + N |
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Phone window: Enquiry call |
Control + Q |
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Phone window: Activate ring tone on active call |
Control + O |
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Phone window: Open redial list |
Control + R |
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Function: Call queue |
Default value |
Hotkey |
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Call queue: Unpark first external parked call |
Control + Alt + 1 |
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Call queue: Unpark first internal parked call |
Control + Alt + 2 |
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Call queue: Answer first external call |
Control + 1 |
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Call queue: Answer first internal call |
Control + 2 |
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Call queue: Seize line for external call |
Control + Shift + 1 |
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Call queue: Seize line for internal call |
Control + Shift + 2 |
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Working with the Aastra 1560/1560ip
Settings: Connection
Your connection data for the OIP server, phone number and user PIN, which your office administrator has already set up, are stored here. Contact your system administrator for more information.
Setting |
Description |
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Server address |
Enter here the host name or IP address of the OIP server. |
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Tick the checkbox if a corresponding OIP user with the same |
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Use Windows login name |
name is open. The system then automatically selects the con- |
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nected phone. |
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If you have registered several phones on your |
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Phone number/PIN |
Aastra 1560/1560ip (e.g. in Twin Mode or One Number user |
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concept), you can enter the user call number and PIN of the |
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phone you want under Call number / PIN. |
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Save PIN |
Tick the checkbox to ensure you are no longer prompted for |
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the password when you restart the Aastra 1560/1560ip. |
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Call connection status |
Indicates the current call connection status of the |
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Aastra 1560/1560ip. |
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Select telephony line |
Select the relevant telephony line. |
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Tick the checkbox if the selection is to be made according to |
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Apply phone selection from OIP |
the OIP user profile. Contact your system administrator for |
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more information. |
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Select phone |
Select the phone you want. |
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Note:
You may link Aastra 1560 to all Aastra 400 system phones.
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15 |
Working with the Aastra 1560/1560ip
Settings: Outlook
Local Outlook integration (Microsoft Exchange synchronization):
Open Interfaces Platform (OIP)supports the integration of an Microsoft Exchange server for directory synchronization. Moreover, for this local Outlook integration, personal Outlook address books are synchronized with private OIP directories, and configured public contact folders with the public OIP directory. Contact your system administrator for more information.
Activate Outlook synchronization:
Activate the checkbox Enable local Outlook synchronisation and answer the security question to set the synchronization settings between Outlook and
Aastra 1560/1560ip you want.
Select from the following settings:
Setting |
Description |
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Use Outlook profile |
Select the Outlook profile you want. |
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Synchronisation period |
Synchronization period Manual or automatically after time. |
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Hotkey to launch synchronisation |
Select the hotkey you want to use to start the synchronization. |
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Select one or both options. Click the |
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button to select a |
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folder. |
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Synchronisation contents: |
Tick the checkbox Include subfolders in the popup window to |
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• |
Synchronise contacts |
enable the synchronisation of all subfolders of the selected |
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• |
Synchronise calendar |
folder. |
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Note: |
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Only private folders can be synchronized. |
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Synchronisation direction:
•Update Outlook data to Aastra 1560/1560ip
•Update Aastra 1560/1560ip data to Outlook data
Select the synchronization direction. Default setting is Update Outlook data to Aastra 1560/1560ip. Select the Master in case of any data conflicts.
Setting up synchronization:
Click 
or select Tools > Settings > Outlook.
Tick Enable Outlook synchronisation to activate the synchronization between Outlook and Aastra 1560/1560ip.
You can select the Outlook profile you want, depending on the user rights given to you by the system administrator.
Select the synchronisation settings you want and click Apply to confirm.Aastra 1560/1560ip and Outlook will be synchronized according to your
settings.
16 |
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Working with the Aastra 1560/1560ip
Starting the synchronization manually:
Click 
or select Tools > Sync with Outlook now.
Manual synchronisation of Outlook and Aastra 1560/1560ip is now triggered.
Synchronization report:
Click 
or select Tools > View sync report.
Last synchronisation is displayed.
Settings: Logging
You can specify the Log level for which a log file is to be written. Contact your system administrator for more information.
Phoning via the Aastra 2380ip (Aastra 1560 only)
You wish to link Aastra 1560 to the Aastra 2380ip softphone. Aastra 2380ip can be used to configure and deploy Aastra 1560 as softphone.
When your system administrator has set up your Aastra 1560 and Aastra 2380ip, you can connect and use Aastra 1560 together with Aastra 2380ip just like with any other phone (see Chapter "Starting the Aastra 1560/1560ip", page 10).
Perform all audio settings, such as media device, ring output and volume, in Aastra 2380ip (see "Aastra 2380ip User’s Guide" on the Aastra 400 DocFinder).
You can start Aastra 1560 after both applications are installed and configured. Aastra 2380ip opens automatically at the background. You can now make you calls comfortably via Aastra 1560 and use all Aastra 1560 functions.
Note:
You may link Aastra 1560 to all Aastra 400 system phones.
Help
Should you have further questions - the Aastra 1560/1560ip help offers you advice and assistance. Choice available to call the help:
Press the F1 key.
Or: Select Help > Help.
Or: Open the context menu and select Help.The Help opens in a new web browser window.
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17 |
Working with the Aastra 1560/1560ip
Exiting the Aastra 1560/1560ip
You want to close the application.
Exiting the Aastra 1560/1560ip:
Close the application using the 
button or select File > Exit.The Aastra 1560/1560ip is closed.
Note:
If the Aastra 1560/1560ip is not available or if the application is closed, calls are displayed on the coupled phone (Aastra 1560) or routed to a substitute destination set by your system administrator (Aastra 1560ip).
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Display symbols, operator prompting and settings
Find out how to customise the look & feel and the settings of your Aastra 1560/1560ip in the following sections.
Operating and display elements . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 20 Using the display and operating elements . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 24 Audio settings . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 26 Telephony settings . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 28 Window settings . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 29 Printing lists . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 31 Contact details . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 33
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19 |
Display symbols, operator prompting and settings
Operating and display elements
Operating elements
1Phone window
Left: Active call window. Right: Enquiry call window.
2Call queue
3Search
4Journal
5Presence indicator
6Contact details
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Display symbols, operator prompting and settings
External display
You can also display on your PC screen alarm messages displayed on your phone display.
You can choose a different ring tone for each alarm message (for example alarm, urgent, message). Information is displayed on the phone according to the defined priority. The priority settings are part of the display profile (see chapter "Notification profiles", page 95).
Open the External display.
Open the context menu and select Settings.
The External display settings window opens.
Select the settings you want and click OK to confirm.The settings are stored.
Display symbols
Toolbar functions
Note to active call
Activate/deactivate acoustic signalling
Operator groups1)
Log agent in to all operator console groups1)
Activate agent pause1)
Agent status: Pause inactive (if agent is logged out)1)
Activate/deactivate substitution for PC operator consoles1)
Settings
Company A or Company B2)
Log agent out of all operator console groups1)
Deactivate agent pause1)
Agent in wrap up mode1)
1)Displayed only if the Aastra 1560/1560ip is configured as a member of an operator console group within the system.
2)Displayed only if the Aastra 1560/1560ip is part of a two-company configuration.
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21 |
Display symbols, operator prompting and settings
Call forwarding display symbols
No forwarding, forward on busy or on no reply
Destination: Voice mail
Call Forwarding Unconditional
Destination: Cordless phone, mobile phone
Destination: Message |
Destination: Operator console1) |
Destination: Do not disturb
1) Displayed only if the Aastra 1560/1560ip is configured as a member of an operator console group within the system.
Phone status display symbols
Available |
Not available |
Absent |
Busy |
Meeting |
Unknown |
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Profile display symbols |
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No active profile |
Profile activated |
Activated profile with changes |
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22 |
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Display symbols, operator prompting and settings
Phone window display symbols
Missed (unanswered) calls |
New text messages |
New voice message |
Redial |
Microphone deactivated |
Microphone activated |
Loudspeaker activated |
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Ring Alone activated |
Ring Alone activated on another phone |
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Call connection states display symbols |
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Incoming internal call
Incoming internal call connected
Outgoing internal call
Outgoing internal call in a call
Outgoing internal call busy
Internal recall
Parked call
Call transferred
Incoming external call
Incoming external call connected
Outgoing external call
Outgoing external call in a call
Outgoing external call busy
External recall
Call on hold
Company A1) |
Company B1) |
1) Displayed only if the Aastra 1560/1560ip is part of a two-company configuration.
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23 |
Display symbols, operator prompting and settings
Using the display and operating elements
The following sections explain how to operate your Aastra 1560/1560ip quickly and simply.
User console
All the windows and functions are to be found in the main user console of the Aastra 1560/1560ip. From the console you can use your PC keyboard to take calls from the queue, make your own personal calls, carry out the configuration, and operate the journal, phone book and presence indicator.
You can customise the look & feel of the user console to suit your requirements. All the setting possibilities are described in Chapter "Adjusting the layout", page 29.
Frequently used functions are operated with the mouse via the Aastra 1560/1560ip toolbar.
The foxkeys provide the telephony functions that are the most useful for each particular situation.
The status field displays the status of switching groups and other functions such as substitute circuits or call diversions.
The queue is used on the one hand to display calls that are pending. You can also seize a line by double-clicking the lines in the queue.
24 |
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Display symbols, operator prompting and settings
Keyboard operation
To scroll in the menus, use the foxkey of Aastra 1560/1560ip, your PC keyboard or your mouse. Select an entry by double-clicking or using the Enter key.
Aastra 1560/1560ip nenu |
Description |
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File
Telephony
Groups1)
Tools
•Opens the Print menu (see Chapter "Printing lists", page 31).
•Exits the application.
All the telephony settings.
•Operator groups.
•Login or pause.
•Opens the Settings menu (see Chapter "Setting up the Aastra 1560/1560ip", page 11).
•Starts the Outlook synchronization (see Chapter "Settings: Outlook", page 16).
Window
• Selects all the windows to be displayed.
• Layout menu (see Chapter "Adjusting the layout", page 29).
Help |
Opens the Help window (see Chapter "Help", page 17). |
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1) Displayed only if the Aastra 1560/1560ip is configured as a member of an operator console group within the system.
PC keyboard |
Description |
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• Confirms your input. |
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Enter key (Enter/Return) |
• In the phone window: |
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– Enter phone number and press Enter key. |
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– End call. |
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Navigation keys |
Selects the entry. |
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25 |
Display symbols, operator prompting and settings
Audio settings
Here you can select the ring device you want, the ring melody for internal and external calls, and the voice output settings.
Activate/deactivate acoustic signalling
You can activate or deactivate the acoustic signal as required.
Acoustic signal off:
Click on 
.
Or: Select Tools > Acoustic signal off.
The acoustic signal is deactivated; 
is displayed.
Activate acoustic signal:
Click on 
.
Or: Select Tools > Acoustic signal off.
The acoustic signal is activated; 
is displayed.
Ring output settings (Aastra 1560ip only)
If you are running the operator application as an IP softphone, indicate the installed output devices and select the audio files for signalling calls or system messages.
Calls can ring on the internal PC speaker, the media device or another connected speaker (external speaker).
Select the ring melody you want for internal and external calls.
Open the Phone window.
Open the context menu and select Ring output.The Ring settings window opens.
Click 
to open the list of available audio files.
You can listen to the audio files with 
.
Click Apply to confirm the selection.
26 |
eud-1431/1.0 – OIP R8.3 – 02.2012 |
Display symbols, operator prompting and settings
Voice output settings (Aastra 1560ip only)
Your system administrator has equipped your PC with a media device. This could be a handset, a headset or a Bluetooth device. Depending on the device, the operation of your media device may differ slightly from these instructions. Ask your system administrator to explain the correct operation in each case.
Select your input and output device and the corresponding settings. In most cases, your system administrator will have already made these settings for the media devices you use.
Setting |
Description |
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Automatic Gain Control: Your voice on the microphone is auto- Automatic gain control matically amplified if you are speaking quietly or the micro-
phone is further away.
Echo cancellation
Automatic Echo Cancellation: Switch on, when your call parties can hear the echo of their own voice.
Noise reduction Reduces the noise levels.
Passband filter
Only audio signals of a certain area are able to pass, audio signals outside this area (high, deep) are attenuated.
Voice Activity Detection: When switched on, no data is sent
Voice activity detection
over the network when the microphone receives no sound. Without Voice Activity Detection data is continuously sent, even when a person is not speaking.
When switched on, the application can directly use the audio
Direct sound
hardware of the system, thus accelerating the speed and reducing the amount of computer power needed to process the sound data.
Open the Phone window.
Open the context menu and select Voice output.
The Voice output settings window opens.
Select the settings you want and click Apply to confirm.
eud-1431/1.0 – OIP R8.3 – 02.2012 |
27 |
Display symbols, operator prompting and settings
Telephony settings
You can carry out your telephony settings after starting your Aastra 1560/1560ip.
General tab
Setting |
Description |
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Tick the checkbox so that external numbers are automatically recognised as external call numbers in the case of an outgoing
Identify external numbers call. Use either the system settings (Use system default settings) or enter the number of digits you want (Mininimal external call number length).
Show CDE information
Tick the checkbox so that an external call coming in via a call distribution element (CDE) is displayed.
Open the Phone window.
Open the context menu and select Telephony settings.
The Telephony settings window opens.
Select the General tab.
Select the settings you want and click Apply to confirm.
Dialling by name tab
In this tab, highlight the phone books for the search and the number of search results.
Setting |
Description |
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Use name dialling
Check if you wish to search or dial by names in the phone window.
Show search results |
Number of results on one page. |
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Open the Phone window.
Open the context menu and select Telephony settings.
The Telephony settings window opens.
Select the Name dialling tab.
Select the settings you want and click Apply to confirm.
28 |
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Display symbols, operator prompting and settings
Window settings
You want to adapt the window settings to your personal needs.
You can show or hide windows and arrange them to suit your needs. Within the windows you can specify which information should be displayed. You can define several layouts and use the appropriate one as required.
Selecting windows
The Window menu provides all the windows of the Aastra 1560/1560ip, all of which you can also open using a hotkey (see Chapter "Settings: Hotkeys", page 12).
You can select many settings and actions by opening the context menu with a rightclick and selecting the corresponding menu.
Adjusting the layout
You can adjust the design of your Aastra 1560/1560ip to suit your needs.
Column setting |
Description |
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Column width |
Use the mouse to drag the right column edge. |
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Column sequence |
Click the header of the column you want and drag it to the |
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desired location. |
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Alignment |
Align left, Align right, Align center |
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Best fit |
The column width automatically adapts to the largest entry. |
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Restore layout:
1.Select Window > Layouts > Restore layout.
2.Select the layout you want and click on Load.Aastra 1560/1560ip is loaded with the new layout.
Save layout:
1.Design the Aastra 1560/1560ip to suit your requirements.
2.Select Window > Layouts > Save layout.
3.Assign a name to the current layout and click Save.
The new layout is stored.
Delete layout:
1.Select Window > Layouts > Delete layout.
2.Select the layout you want and click on Delete.
3.Answer Yes to the security question.
The layout is deleted.
eud-1431/1.0 – OIP R8.3 – 02.2012 |
29 |
Display symbols, operator prompting and settings
Selecting a column, sorting a list
In each window with tables you can select those columns that are to be displayed.
You can sort all the lists: Click the column header once to sort in ascending order and a second time to sort in the opposite order.
Open the window you want.
Click the table and right-click to open the context menu.
Select columns:
Select the Select columns button.
Select the settings you want in the sequence you want and click OK to confirm.The columns are displayed.
Sorting lists:
click the column header once.
The columns are sorted in ascending order. Click the column header a second time.
The columns are sorted in descending order.
Select font
You can select a specific font for each table.
Open the window you want.
Click the table and right-click to open the context menu.
Select font:
Select the Select font button.
Select the font, font style and font size you want and click OK to confirm.The table is displayed in the new font.
Reset font:
Select the Reset font button.
The table is displayed in the standard font.
30 |
eud-1431/1.0 – OIP R8.3 – 02.2012 |
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