Ascom AASTRA OFFICE 25 Quick User Guide

Aastra Office 25 Quick user guide (for Ascotel version i.6 only)

Description of keys

Fox Key Multifunction “Smart” key. Use for transferring calls

and press under the word you want for extra features

Alpha-search key Changes number pad from Numeric to Alpha mode. This
is used for the powerful Alpha- search feature described later

End /break key / Backspace Clears the display, cancels your last action, takes you back

to your caller after an inquiry call, disconnects call. Deletes the last
digit or character entered (for correction)

Speaker / Volume control Go off hook, activate speaker while on a call. Lowers / Raises

volume of the speaker and/or ear-piece (RAPID double click for Low
or High).

Last Number Redial Redials the last 4 dialled numbers (keep pressing to scroll through

numbers) – Press left side of Fox key or lift handset when desired
one is on the display.

How to use your phone

To Answer a call Pick up the handset.
To Dial Internally Dial the extension number, then lift the handset or press the speaker key. NB Pick up

the handset when the other party answers – there is no microphone!

To Dial Externally Dial the required number (prefixed by 9 for an outside line), then lift the handset or press

the speaker key.(NB Some companies use another digit instead of 9 )

To Transfer a call Press the left hand side of Fox key, then Dial the extension number, announce the call,

if accepted then replace the handset. (You can use “ Alpha-search to find and dial the
extension – see later)

Return to caller If the enquiry call is refused, return to the caller by pressing the end key NB once only
Shuttle / toggle Pressing the left hand side of the Fox key alternates between internal and external

party. ( or press Menu – then “Broker”)

Conference Answer or make an external or internal call, inform the 1st party that you will be setting

up a conference, press the left hand side of the Fox key, dial the 2nd party (internal or
external), inform 2nd party that you are setting up a conference, then press right hand
side of the Fox key (alternatively you can press the Menu key and then the Fox key
under the “Conf “ prompt ) --then all parties are conferenced. Up to five* parties and
yourself can be added by repeating the above. “Conference” will show on the
display to confirm. *(2 other parties with Ascotel 2025/2045 systems)

Callback on Busy When a busy extension is encountered, you will hear the busy tone. To set a “Call

Back” – press the left Fox key (or press Menu and “C_Back” ) - the system
acknowledgement tones will be heard. Replace the handset. Your display will show
“CALL expected”. When the busy party becomes free, your phone will ring,. When
you answer it your requested callback call will be placed to the other party. If you wish to
cancel the Call Back before it matures – press the Menu key, and “reSeT”. NB this

only works on internal calls & if they are not diverting to Voicemail.

TIP you can also do this when you have an external call on the line, when your

inquiry call gets a busy tone, press the left Fox key, replace the handset, then

!

the external call will be waiting against the busy extension. When that
extension becomes free the external call will be presented to them. If the
extension remains busy, after the pre-set system time-out, the external call will
be returned to you. NB callbacks will not be available if extension is diverted to

Voicemail.

1

2

Callback on No Reply After several rings, if the other party does not answer, press the left Fox key, then a

callback request will be displayed on their phone & they can call you. NB only internal

Pickup To pick up a ringing call in your group – press the key marked “Pick up”
Cut-off Alarm If you have attempted to transfer an external call, and have not followed the correct

procedure, and then replaced the handset, you may hear a continuous ringing (cut-off

alarm). This will continue for around 10 seconds, you must pick up the handset again

within this time or the call will be lost.

Call Park If you wish to hold a call for an extended time, you MUST use the “Park” facility. Whilst
(Extended Hold) on a call, if you need to place the caller on hold for longer than 10 seconds, press the

right Fox key, then replace the handset. The display will show “CALl parked“ When

you wish to retrieve the call, press the Fox key anywhere – THEN pick up the handset.
You can make/take other calls while a call is parked.

NB If you try to hold the call by pressing left Fox key for longer than 10

seconds, you are in danger of LOSING THE CALL and the cut-off alarm will
sound as above!

i

An

i

appearing in the right of the display indicates that there is information present for

you. Press the
usually “CALL_LiST” is the item. So press the Fox key under “CALL_LiST“ and the

last 4 calls that you have not answered will be displayed. Scroll arrows will appear on
the right of the display, press the Fox key under them to scroll through the number list.
When a name or number you wish to call back appears on the display, pick up the
handset or press the left Fox key. (or Menu & CALLor Delete )

Alpha-dial / Search This powerful system feature allows quick access to all the stored numbers. It

or

Name Dial accesses the system-wide directory, your private file and your programmed keys.

It operates in a very similar way to the name search and dial feature on many Mobile
Phones. It saves you having to look up or remember your colleagues’ numbers, and
saves a lot of time!
To use it, simply enter the first 2 or 3 letters of the persons last name (using the letters
printed just below the digits of the dial pad) - NB You only need to press the key

with the letter you want ONCE each - Then press the Alpha key (ABC key). Any

names that match the combination of letters will appear in the display. If more than one
name is found, then the Scroll Arrows will appear (and the number of matches) –
Press the Fox Key under the arrows to scroll through the names until you see the one
you want then press the left Fox Key, or Menu & “CALL” or lift the handset, or press
the speaker key for on-hook dial.

TIPS - You can shorten the search procedure by using the # key for a space. So
for example, to find Laver, Fred you simply press 5, 2, #, 3 (L, A, space F). If

many matches are found, you can then enter another one or two letters. Most
names can be found with 3 or 4 key presses. You can scroll through the list of
matches (if more than one is found) by using the Up/Down scrollarrows.
You can also search whilst you have a call on-line, either to give out the
number to the caller or transfer the call. The stored number is shown when you
press the

Menu Key Pressing this takes you through the various extra features available on your phone /

system. Just press repeatedly till you see the item you want, then follow the prompts
on the display – selecting by pressing the Fox key under the desired item. (For full
details, see the full User Guide)

TIP - Press and hold down the Menu Key for 2-3 secs, this will take you

straight to the Programming menu.

i key

i

key. NB This example assumes names are stored surname first.

, and the item will be indicated on the display. For example