Aastra Telecom 1600IP User Manual
Ascotel Office 1600IP
User's Guide
Ascotel IntelliGate Telecommunication Systems
Office 1600IP
Page 2
Content
Security information................................................................................................ 3
Before you get started ............................................................................................ 5
Customise the phone to meet your needs............................................................ 13
Make general settings ..................................................................................... 14
Make media settings (Office 1600IP only) ...................................................... 16
Make advanced media settings
(Office 1600IP only) ........................................................................................ 17
Set tones and melodies (Office 1600IP only) .................................................. 18
Setting up the voice mailbox ........................................................................... 19
Telephony made simple ....................................................................................... 20
You are receiving a call ................................................................................... 21
You want to place a call .................................................................................. 24
During the call ................................................................................................. 31
Learn about the journal ................................................................................... 33
Use the phone like a professional ........................................................................ 36
Use convenience functions ............................................................................. 37
Use functions during a call .............................................................................. 39
Manage absence............................................................................................. 42
Cope with special situations............................................................................ 44
Use number keys ............................................................................................ 45
Use team keys ................................................................................................ 47
Use function keys ............................................................................................ 50
Use function codes.......................................................................................... 54
Use text messages............................................................................................... 58
Send text messages........................................................................................ 59
Receive text messages ................................................................................... 61
Maintain contacts ................................................................................................. 63
Create a new contact ...................................................................................... 64
Edit a contact .................................................................................................. 67
External phone book ...................................................................................... 68
Call within the group............................................................................................. 69
Member in a workgroup .................................................................................. 70
Enter phone calls ............................................................................................ 75
Manage workgroups........................................................................................ 77
Office 1600IP
Security information
Page 3
Security information
Notes on these instructions
Please read this manual before you use your Office 1600/1600IP in your daily work.
Your system administrator has fitted your PC containing Office 1600/1600IP with a
media device. This could be a telephone handset, headset, or a Bluetooth device.
Depending on the type of system, operation of your Office 1600/1600IP may differ
slightly from these instructions.
These instructions are also available online in HTML format in Office 1600/1600IP
under ?/Help.
Compare the version of this document with the version of the online document. If
the versions are not the same, download the PDF document again by clicking on
the relevant link in the online document.
Document no.: Document: eud-0002, Version 2.0
Notes on the product
Purpose
This softphone is a system terminal and can only be used in conjunction with the
appropriate PBX systems. The software can only be run if an appropriately configured PBX system is recognized. The PC telephone is suitable for use as a featurephone on a stationary or mobile workstation or as a telephone for workgroup
agents. It can be operated in twin mode together with a mobile phone.
Functional scope
In addition to the many additional functions specific to a PC and team telephone,
the functional scope mainly corresponds to that of a Office 35 system terminal.
However, it cannot be used as a key telephone.
Office 1600IP
Security information
Page 4
Availability
The availability of the softphone depends on a functioning PC with power supply,
and the availability of the data network and the telecommunication system (including the OIP server). If the softphone is not available, calls are diverted to an alternative destination set up by your system administrator.
Additional equipment
The Office 1600IP has been tried and tested with a series of corded and cordless
media devices (including Bluetooth equipment). Only use media devices expressly
recommended by the manufacturer.
Exclusion of liability
This product was manufactured in accordance with ISO 9001 quality criteria. The
accompanying user information was assembled with utmost care. The product's
functions 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 on the part of a product. Potential hazards are mentioned in the relevant places in the User Guides. Liability for loss of
profit shall be excluded in any case.
Office 1600IP
Before you get started
Page 5
Before you get started
Welcome to Office 1600/1600IP. With its user-friendly interface the intuitive softphone expands the limits of Office system terminals and perfectly integrates your
PC environment.
Designed as a team phone for small to medium-sized workgroups it offers powerful
group functions, making it the ideal professional tool for users of your hotline for
example.
Whether you use the softphone as an Office 1600 together with an Office system
terminal or as an Office 1600IP with a PC media device via the IP network: You will
appreciate the wide range of features it has to offer.
The IP version (Office 1600IP) also provides tried and tested support for individual
users with high mobility requirements. Thanks to central information management,
Office 1600IP users have direct access to call lists, phone books, messages and so
on from home, the office or any location via a connection to the company’s IP network.
Topics overview
Flexible use of Office 1600/1600IP . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Page 5
Operating Office 1600/1600IP. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Page 7
Flexible use of Office 1600/1600IP
With its two modes of operation (Office 1600 / Office 1600IP) and its array of features the softphone highly versatile, adapting to a wide range of uses.
Use Office 1600/1600IP on an individual workstation
Office 1600/1600IP offers many advantages over conventional telephones for people who use the PC often: Fast and easy dialling by name, easier handling of call
lists using the journal, an unlimited number of private contacts, direct access to the
contacts database, and much more. At the same time, you also have all the userfriendly functions of Office system terminals in the high quality that you have come
to expect.
Office 1600IP
Before you get started
Page 6
Use of Office 1600/1600IP as a group tool
If several people deal with customer matters on the phone, it makes sense to create
workgroups. Regardless of whether you work in a booking office, on a help desk,
for an info line or customer service centre, Office 1600/1600IP is a user-friendly
group tool. For more information on this, see "Call within the group", Page 69.
Note: The group functions are not included in the standard licence of the
Office 1600/1600IP.
Use Office 1600/1600IP on multiple workstations
You can set up your personal Office 1600/1600IP on multiple PCs. The calls are
then offered automatically on the PC you are currently using. Do you sometimes
work from home, and have a connection to your company’s IP network? At soon
you start Office 1600IP, the calls are offered automatically. If you display a connection, the person you are calling sees your office number on their display.
Note: Your Office 1600/1600IP can be open on only one PC at a time. When
you start the softphone on a second PC, you are asked whether the
application at the other PC is to be closed automatically.
Use Office 1600IP on a portable PC
If you installed your Office 1600IP on a portable PC, you can use the phone anywhere where you can log on from your PC to the company network with the
Office 1600IP server. As soon as you start the softphone, the calls are automatically
offered to you, wherever you are. If you display a connection, the person you are
calling sees your office number on their display.
Use Office 1600/1600IP together with a mobile system terminal
If you’re not already using a mobile system terminal (cordless DECT handset) as a
media device for your Office 1600, you can also use your Office 1600/1600IP in
Twin mode with the handset: While the handset is in the charging bay, the calls are
diverted to Office 1600/1600IP. As soon as you remove the handset from the charging bay, calls are forwarded to the handset.
In Twin Comfort mode, your handset also copies the entries of the call lists, the lastnumber redial entries and the private telephone book entries (max. 100 entries).
Office 1600IP
Twin and Twin Comfort are also available if you use Office 1600/1600IP as group
tool.
Before you get started
Page 7
Alternative destination if your Office 1600/1600IP is not started
If your Office 1600/1600IP is not started, the calls are forwarded to preconfigured
destinations. You can of course forward the calls yourself to the alternative destination you want before exiting the program.
Operating Office 1600/1600IP
Starting Office 1600/1600IP
Your Office 1600/1600IP is installed as standard so that it is opened automatically
when the PC starts up. You can also use the program icon on your desktop to start
Office 1600/1600IP manually.
Each time you start Office 1600/1600IP, the system checks whether the latest software version of the program is being used. If the system does not find the latest version, the program is updated automatically.
The first time you start the application, you are asked to enter your user name and
PIN. Under User name, enter the internal call number of your Office 1600/1600IP.
Next change the preset PIN (0000) with a PIN of your choice. Click Remember PIN
if you do not want to see the message next time you start the application.
Note: Remember that a stored PIN can be retrieved for malicious purposes
and that your phone can then be used without your consent.
Click OK. Your Office 1600/1600IP is started.
Office 1600IP
Before you get started
Page 8
Learn about the graphical user interface
The main view is the central user console in Office 1600/1600IP. From here, you
place your calls or open additional views to access the message editor, contacts,
groups or the journal.
The Status display shows the phone's current state.
Use the Operation keys to operate the phone and the workgroups.
The Foxkeys are context-sensitive and provide additional functions.
Office 1600IP
You use toolbar to activate a forwarding destination (see "Forward call (call forwar-
ding)", Page 42) or open additional views of Office 1600/1600IP:
• Contacts opens your phone book (see "Maintain contacts", Page 63)
• Group opens key fields for Number keys, Team keys and Function keys (see
"Use number keys", Page 45, "Use team keys", Page 47 and "Use function
keys", Page 50). If you belong to workgroups, you also see the other group mem-
bers and their current status here (see "Call within the group", Page 69). The
keys used most frequently can be dragged from the group field into the desktop.
• Journal opens the log in which all incoming and outgoing calls and text messages are entered (see "Learn about the journal", Page 33). If you belong to
workgroups, you can also open and edit work tickets here (see "Call within the
group", Page 69).
Before you get started
Page 9
Learn about the Media device (Office 1600)
Your system administrator has coupled your Office 1600 softphone with a corded
or mobile hardphone from the Office family. This means that calls are signalled
acoustically on this device and that you can use the device as a receiver/speaker
system.
You can initiate and answer your calls either on the PC using the mouse or keyboard or with the hardphone.
While this User’s Guide describes the procedure for handling calls on the PC, it
applies accordingly for the coupled hardphone, too. If you have questions about the
operation of the hardphone, please refer to the relevant User’s Guide. The Guide
can be downloaded from the internet from the Ascom Docfinder.
Familiarizing yourself with the media device (Office 1600IP)
Your system administrator has fitted your PC containing Office 1600IP with a media
device. This could be a telephone handset, headset, or a Bluetooth device.
Depending on the type of system, operation of your Office 1600IP may differ slightly
from these instructions. Ask your system administrator to explain the correct operation in each case.
Office 1600IP
Before you get started
Page 10
Learn about Operation keys/Foxkeys
You use the operation keys to execute the basic functions. The Foxkeys are context-sensitive and provide the most useful telephony functions:
.
Click the Call key to initiate or terminate a call.
.
The Last-number redial key gives you access to the last 10 call
numbers dialled.
.
Use the Open listening key to hear your call party through your
PC's sounder (is not currently available).
.
Click the Mute key if you do not want your call party to hear what you
are saying to a third party in the room.
.
Depending on when you click the Volume keys you are changing
the volume of the dialling tone or the voice reception volume.
.
This key is visible only while you are logged into a workgroups (see
"Call within the group", Page 69).
If you click the Break key, incoming calls to the workgroup are no
longer offered on your Office 1600/1600IP until you click the key
again.
This key is visible only while you are logged into a workgroup (see
"Call within the group", Page 69).
.
The Continue key gives you the option to exit the wrap up time
early. This key is visible only while you are logged into a workgroup.
This key is visible only while you are logged into a workgroup (see
"Call within the group", Page 69).
.
The Foxkeys provide you with context-sensitive telephony functions.
Office 1600IP
Before you get started
Page 11
Learn about key combinations
Key combinations help you to carry out recurring operating steps more efficiently.
Your Office 1600/1600IP provides you with the following key combinations for making calls:
Key combination Situation Action
<Enter> Incoming call Answer call
<Enter>
<Enter>
<Escape> Open selection list
<Escape> During the call Call is terminated
<Escape>
<Escape> While there is a call waiting Call rejected
<Ins> In call
<Space> followed by
the entry of letters
<Break> Call on hold Call taken back
<Break> During the call Call put on hold
<Arrow pointing up> Focus in the input field
The input field contains a
call number
The input field does not
contain a call number
While a call is being signalled
Focus in the input field
Call being set up
Ring back tone sounding.
Numbers entered now are
transmitted immediately
(overlap dial)
List is closed and selection
discarded
Call rejected
Activate and deactivate DTMF
mode
Selection list is opened and
the system searches for
entries that have the same
first few letters of the second
name
Last-number redial list is
opened.
Office 1600IP
Key combination Situation Action
Before you get started
Page 12
<Arrow pointing
down>
<Back> Focus in the input field
Entry of letters Focus in the input field
Focus in the input field
Last-number redial selection
list is opened
Entry deleted character by
character
Selection list is opened and
the system searches for
entries that have the same
first few letters (dialling by
name)
Office 1600IP
Customise the phone to meet your
needs
Customise the phone to meet your needs
You can adjust the behaviour of Office 1600/1600IP to meet your requirements so
that making calls is combined with the other activities on your PC in the most effective way.
Some settings are used to adjust Office 1600/1600IP to the hardware components
you use.
The information provided here explains how you can make the settings, and what
effect they have.
Most of the settings are distributed among 3 tabs in the Settings menu.
Note: Please do not make any changes to the Advanced tab. These settings
are for fine tuning and are reserved for the system administrator.
The settings for the workgroups can only be accessed by the group administrator,
and can be found in the Workgroup / Manage workgroups... menu (see "Manage
workgroups", Page 77).
Topics overview
Make general settings . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Page 14
Make media settings (Office 1600IP only). . . . . . . . . . . . . . . . . . . . . . . . . Page 16
Make advanced media settings (Office 1600IP only) . . . . . . . . . . . . . . . . Page 17
Set tones and melodies (Office 1600IP only) . . . . . . . . . . . . . . . . . . . . . . Page 18
Setting up the voice mailbox . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Page 19
Office 1600IP
Customise the phone to meet your
needs
Make general settings
Make general settings
The settings are located under Settings / General.
Change PIN
Proceed as follows to change your PIN:
1. Enter the current PIN under Current PIN, and the new PIN under New PIN and
under Confirm PIN.
A 2 to 10 digit combination is allowed as a PIN.
2. Click Remember PIN if you do not want to enter your PIN when you start the
application in future.
3. Click Apply to save the settings.
Note: Remember that a stored PIN can be retrieved for malicious purposes
and that your phone can then be used without your consent.
Determine view behaviour
You can determine which views are opened when you start Office 1600/1600IP:
• Open on startup:
The views selected are automatically opened when you start the Office 1600/
1600IP.
• Minimized (only in combination with Open on startup):
The views selected are displayed minimized as a pushbutton on the taskbar
when you start the Office 1600/1600IP.
• Pop Up (main view):
Main view is displayed in the foreground of the screen when the phone rings.
• Pop Up (message):
The menu window is opened when a message is received.
• Pop Up (group):
In workgroups: Opens the workgroups window as soon as a call is offered to another member (the function is not available if the key of a workgroup member is
dragged onto the desktop).
• On Top:
Keys on the desktop are always in the foreground of the screen.
Office 1600IP
Customise the phone to meet your
needs
Make general settings
To set the response of the views, proceed as follows:
1. Select the options you want by clicking the check boxes
2. Click Apply to save the settings.
Change user language
You can change the user language without having to restart Office 1600/1600IP:
1. Under Language, select the language required.
2. Click Apply to save the setting.
The user language is changed.
Enter address of Internet phone book
In the contacts view, you can open a phone book on the Internet. Enter the address
as follows:
1. In the Web phone book address, enter the Internet address of the directory
you want (for example, "http://www.tel.search.com").
2. Click Apply to save the setting.
Enter own email address
You can also send text messages as emails (see "Use text messages", Page 58).
To do so, you must enter your own email address:
1. In the Local email address field, enter your own email address (for example,
charlie.chaplin@provider.co.uk).
2. Click Apply to save the setting. The next time you send a text message as an
email, this sender address is entered.
Office 1600IP
Customise the phone to meet your
needs
Make media settings (Office 1600IP
Make media settings (Office 1600IP only)
The Media Devices tab contains the settings for the connected Media Devices
such as the handset, headset, and speakers. In most cases, your system administrator will have already made these settings for the devices you use.
Select voice reproduction
You use these settings to define which media device is to be used:
1. Under Handset/Headset, select one of the available devices.
2. Select the appropriate sound device under Connected to (e.g. a USB sound
device or a sound card).
Select ring devices
Calls can ring on the internal PC sounder, the media device or another connected
speaker (external speaker):
1. On the Ring devices tab, select the devices that you want the calls to ring on.
2. If you selected External speaker, in the pull down menu you select which
sound device is to be used (e.g. a sound card) to control the external speaker.
3. Click Apply to save the settings.
Note: If you are not sure whether your PC is fitted with a sound card, ask your
system administrator.
Set volume
You use the three slider controls to define the volume that is set when you start your
Office 1600/1600IP:
1. Under Microphone adjust the volume of the microphone of your handset or
headset if your call partners find your voice too loud or too quiet.
2. Under Earpiece, adjust the volume of your handset or headset speakers if you
find the voices of your call partners too loud or too quiet.
3. Under Speakers, adjust the volume of the internal speakers if the ring device is
too quiet.
4. Click Apply to save the settings.
Note: You can also adjust the volume temporarily on the main view (see
"Learn about Operation keys/Foxkeys", Page 10)
Office 1600IP
Customise the phone to meet your
needs
Make advanced media settings
Make advanced media settings (Office 1600IP only)
The settings for the media stack and the AIN bandwidth area are found in the Media
devices tab behind the Advanced... pushbuttons.
Note: Only make changes to these settings in consultation with your system
administrator.
Select bandwidth area
Here, you can choose the bandwidth area in the IP network in which your
Office 1600/1600IP is located. If you always use the softphone in the same location,
leave the setting as it is. If you also use the softphone outside the company LAN,
select the appropriate bandwidth area each time you start the Office 1600/1600IP.
Your system administrator knows which bandwidth areas you need to set and
where.
Make media stack settings
Usually, the media stack uses the optimum settings automatically. If you want to
change the settings manually, proceed as follows:
1. Deactivate Automatic Configuration.
2. Choose AGC (Automatic Gain Control) if you want your voice to be amplified on
the microphone if you are speaking quietly or the microphone is further away.
3. Select AEC (Automatic Echo Cancellation) if your call parties can hear the echo
of their own voice.
4. Choose VAD (Voice Activity Detection) if you want surrounding noise to be fil-
tered out when you speak into the microphone.
5. Click Apply to save the settings.
Office 1600IP
Customise the phone to meet your
needs
Set tones and melodies (Office 1600IP
Set tones and melodies (Office 1600IP only)
In the Sound tab, you can select tones and melodies that Office 1600/1600IP plays
to signal a call or the receipt of a message.
You can listen to the tones and melodies under Ring test.
1. In the Ring devices column, set the tones/melodies that you want played on
the external speaker and on the handset/headset.
When doing so, check whether the devices required have been selected under
Ring devices in the Media devices tab (see "Select ring devices", Page 16).
2. In the PC sounder column, set the tones/melodies that you want played on the
internal PC sounder.
When doing so, check whether the internal PC sounder has been selected
under Ring devices in the Media devices tab (see "Select ring devices",
Page 16).
3. Click Apply to save the settings.
If you want to set the tones and melodies back to the factory setting, click Set
defaults.
Office 1600IP
Customise the phone to meet your
needs
Setting up the voice mailbox
Setting up the voice mailbox
The Voice Mailbox tab allows you to manage your mailbox greetings: You have a
choice of three personal greetings, which can be activated, recorded and monitored
here.
Note: Your voice mailbox must first be set up by your system administrator.
Activate / deactivate greeting
You can record three personal greetings (e.g. one for short absences, one for
absences of a whole day, and one for longer absences).
1. To activate the appropriate greeting, select it in the Active Greeting frame.
Select Standard Greeting if you want callers to obtain the standard company
greeting instead of a personal greeting.
2. Click Apply to save the settings.
Playing back a personal greeting
To play greetings that have already been recorded, proceed as follows:
1. Select the relevant greeting from the dropdown menu in the Edit Greeting
frame
2. Click Listen
The greeting is now played back.
Record personal greeting
To record a personal greeting, proceed as follows:
1. Select the relevant greeting from the dropdown menu in the Edit Greeting
frame
2. Click Record
You will hear a signalling tone
3. Start recording the greeting at the end of the signalling tone.
A signalling tone similar to the busy tone will tell you that the maximum recording time has been reached.
4. Click Apply to save the settings.
Office 1600IP
Telephony made simple
Page 20
Telephony made simple
Office 1600/1600IP is user-friendly and easy to use. With just a few mouse clicks
or keyboard commands, you can answer a call or establish a call connection.
Here you learn how to work with Office 1600/1600IP straight away, and learn about
the main user prompts.
Note: The description here may differ slightly from actual operation, depen-
ding on the media device used. For example, some handsets support
the initiation and conclusion of a call by removal of the handset from the
mount. The following description assumes that this function is not
available.
Topics overview
You are receiving a call . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Page 21
You want to place a call . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Page 24
Learn about the journal . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Page 33
Office 1600IP
Telephony made simple
You are receiving a call
Page 21
You are receiving a call
Order no.: Set volume of the ringing signal (Office 1600IP only)
You want to change the volume of the ringing signal.
Your Office 1600/1600IP is calling.
If the ringing signal is too loud or too quiet, click several times on the
relevant Volume key, until the signal is at the level you require. To
adjust the volume in general for all calls, change the media settings
(see "Set volume", Page 16).
Suppress ringing signal (discrete ringing) - (Office 1600IP only)
You want to suppress the ringing signal without immediately answering the call.
Your Office 1600/1600IP is calling.
Discrete rin-
ging
Click the Discrete ringing Foxkey. The ringing signal for the current
call is suppressed.
Office 1600IP
Telephony made simple
You are receiving a call
Page 22
Answer a call
Your Office 1600/1600IP is calling.
Hold the media device to your ear and click the Call key or press the
Enter key on your keyboard.
The connection is established.
Note: For keyboard operation: Depending on the operating system (Windows
2000, Windows XP) the focus is not automatically placed on the
Office 1600/1600IP when it calls. If so, use the key combination
<Alt>+<Tab> to place the focus on the Office 1600/1600IP pictograph
and then answer the call with <Enter>.
Adjust volume of voice reproduction (Office 1600IP only)
See "Set the call volume (Office 1600IP only)", Page 31 if you want to adapt the
volume for the current call only.
See "Set volume", Page 16 if you want to adapt the volume in general for all calls.
End a call
You are taking the call.
Click the Call key or press the Escape key on your PC keyboard.
The call is terminated.
Office 1600IP
Telephony made simple
You are receiving a call
Page 23
Save the caller's name and call number
You have terminated a call and want to save the caller's number and call number.
Your Office 1600/1600IP is idle.
Click Journal in the toolbar and select the call entry of the subscriber
required.
Click Save in Contacts and edit the input fields.
Click Save and close to save the data and return to the main view.
Office 1600IP
Telephony made simple
You want to place a call
Page 24
You want to place a call
Dial with the call number
Your Office 1600/1600IP is idle.
Enter the call number in the input field.
Hold the media device to your ear and click the Call key or press the
Enter key on your keyboard.
The subscriber is called.
Note: You can enter numbers in international format (+4112345678) or natio-
nal format (0012345678). You only need to enter the leading digit for
exchange access if you use national format (in the example, this is the
leading 0).
To make the number easier to read, you can use spaces and hyphens
(0-01 234 5678). Office 1600/1600IP does not understand any other
characters.
Office 1600IP
Dial by name
Your Office 1600/1600IP is idle.
Enter the first few letters of the required name in the input field:
• If the name you are looking for is listed under the surname in the
• If the name you are looking for is listed under the first name in the
• To look for a combination of first name and surname, type the first
The selection list then displays all the names that match your input.
Click the name you were looking for. The name is copied to the input
field and the selection list is closed.
Hold the media device to your ear and click the Call key.
Telephony made simple
You want to place a call
Page 25
phone book, enter the first few letters of the surname.
phone book, enter the first few letters of the first name.
few letters of the first name followed by a space and the first few letters of the surname (e.g. "Mi Ba" for "Mike Ballantine").
The subscriber is called.
Note: You can also search for the second part of the name: Press the space
bar in the empty input field, followed by the first letter of the second part
of the name.
Note: Several phone numbers can be stored under a name in the phone
book. Office 1600/1600IP dials the number selected in the contact
entry (see "Enter phone numbers, email, and URL", Page 65).
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