BT ON-AIR DECTFAX PLUS User Manual

BT On-Air DECTf@x Plus

F@x machine and digital telephone system

User guide

This equipment is not designed for making emergency telephone calls when the power fails.

Alternative arrangements should be made for access to emergency services.

This product is intended for connection to analogue public switched telephone networks

and private switchboards in the United Kingdom.

Open this page for an ‘At a glance’ guide to your On-Air DECTf@x Plus

This equipment is not designed for

making telephone calls when the

power fails.

Alternative arrangements should be

made for access to emergency services.

Handset functions

Up/Down. Lets you move through the options and lists.

Clear.

OK button. To confirm settings.

Redphone. To end a call and turn the power off.

Greenphone. To answer a call and switch the power on. Redial button. Lets you redial up to 20 of the last

numbers called.

Intercom. Enables internal calls and call transfer between handsets.

Recall. For use with Switchboards and BT Select Services.

Handset display icons

Battery. Shows the status of the handset battery. Silent mode. Displayed when the handset ringer has

been switched off.

In Use. Shows that the handset is in use. In Range. Indicates that you are in range of the base

station.

EXT External Call. Displayed during an external call.

INT Internal (Intercom) Call. Displayed during a call with

another handset (an internal call).

- 1 - Handset number. Unread messages.

Messages played.

1 Memory number.

At a glance

- 1 1

EXT

INT

EXT

- 1 1

INT

Redial Intercom

Recall

Redial

Intercom

Recall

Redial Intercom

Recall

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Resolution button

Adjusts the resolution at which your DECTfax Plus sends documents.

Erase button

Used to delete messages. Enables you to exit the current function in the programming menu and delete calls from the calls list.

Tel Fax Tad button

Sets the machine to receive phone calls, phone calls and faxes or phone calls, faxes and voice messages.

§©

buttons

Moves the cursor left and right and allows you to go through the on-screen menus.

¶Ä

buttons

Scroll up and down through the on-screen menus.

OK Menu button

Accesses the on-screen function menus. Confirms an entry option or change.

- button

Decreases the ringer volume and the loudspeaker volume.

+ button

Increases the ringer volume and the loudspeaker volume.

Hands free button

Used to make calls without using the handset.

Redial button

Automatic redial of the last number dialled.

Recall button

Inserts a pause within a telephone number when dialling an external line through an internal switchboard, used for intercom and call transfer functions.

Directory button

Used to store and dial numbers in the memory.

Web Directory button

Access to web services directory.

Fax button

Prints out received faxes.

Play button

Plays your answering machine messages.

Start button

Sends faxes.

Stop button

Stops any operation in progress. Enables you to exit the menu mode. Any changes which were not confirmed will not be saved.

@ (INTERNET) key

Transmission of faxes via Internet.

QWERTY keyboard

For entering names and text and for accessing names.

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Hints and tips boxes

In this user guide, we’ve included helpful tips and useful notes. These are shown in grey boxes.

At a glance 3 Introduction 7 Setting up 8 Using your fax machine 15 Using your handset 28 Using the answering machine 34 Using Internet functions 39 Using mailboxes 53 Using additional handsets 56 Additional features 60 Help 66 Technical information 71 Technical specification 72 Index 73

In this guide

Introduction

Thank you for choosing a BT product. We expect that you will have many years of excellent service from it.

Your BT On-Air DECTf@x Plus machine is designed for ease of use and built to the high standards demanded by BT.

Please read these instructions carefully before use and retain this user guide for future reference.

For your records

Date of purchase

Place of purchase

Serial number

(on the underside of the machine)

Purchase price

For warranty purposes, proof of purchase is required, so please keep your receipt.

Equipment

Check your BT On-Air DECTf@x Plus is complete when you unpack it. You should have:

• BT On-Air DECTf@x Plus machine with print ribbon* installed

• Power cable

• Telephone cable

• Radio module

• DECT handset

• Handset charger

* The print ribbon supplied with your BT On-Air

DECTf@x Plus is only a ‘starter ribbon’ and has a print life of about 25 pages. Standard ribbons have a print life of up to 230 pages.

Customer Helpline

If you have any problems with your On-Air DECTf@x Plus, call the BT Helpline on 0845 603 1066.

Setting up

Follow these steps to get your BT On-Air DECTf@x

Plus ready to use

1 Connecting the radio module

The radio module acts as a transmitter and receiver for radio signals to and from the handset(s). It goes at the back of the machine on the right-hand side as you face it.

1 Place the spring loaded clip at the bottom of

the module into the slot that runs along the back of the machine.

2 Clip the top part into place by pulling the

module up and towards the machine.

3 Connect the cable to the socket on the side

of the machine.

2 Connecting your On-Air DECTf@x Plus to the telephone line and mains power

1 Plug the telephone line cord into the socket

on the side of the machine, and connect the other end into the telephone wall socket.

IMPORTANT

Before installing the radio module, make sure the machine is not plugged into the mains.

2 Turn your machine upside down.

Connect the power supply cable (1) to the socket (2). Insert the power supply cord (3) to the guide groove (4). Turn your machine back over. Connect the mains plug to a wall socket.

3 When the mains power is switched on the

display shows CHECK DATE to prompt you to set the correct date and time. ‘Setting the date and time’ on page 13 shows you how to do this.

3 Inserting the output paper

1 Open the sheet feeder flap by lifting it up at

the side.

2 Lift the paper support bar.

Setting up

3 Insert up to 30 sheets of paper between

the paper guides and adjust the left paper guide (a) to the width of the paper . Press the clip (b) and allow the paper to fall down into position.

4 Charging the handset

Plug the power adaptor into the wall socket and switch on.

IMPORTANT

Use A4 paper of 80gsm. The paper should be nontransparent and not torn or crumpled.

IMPORTANT

It is important to have the document support bar raised during printing to prevent paper feeding back into the machine.

* Keep the document

support bar raised when printing

Setting up

Install the battery in the handset and charge them for at least 16 hours.

Slide off the battery cover and install the battery. Replace the battery cover.

When the battery has been charged for at least 16 hours the display will show the

symbol.

5 Customising your On-Air DECTf@x Plus

Your BT On-Air DECTf@x Plus can be customised to suit your personal requirements. You can customise your Dect/fax /plus in two ways;

Step by step - by using the

OK/Menu, and

and

buttons to scroll through the on-screen

menus. Direct access - by pressing the

OK/Menu button

and then entering the number of the required function.

Most instructions in this user guide are based on the ‘direct access’ method, which is a more effective way of operating your fax machine.

WARNING

Under no circumstances should non-rechargeable batteries be used. Only use the approved batteries. Using unapproved batteries will invalidate your warranty and may damage the telephone.

Fully discharging the batteries at least once a week will help them to last as long as possible.However, the charge capacity of rechargeable batteries will reduce with time as they wear out, so reducing the talk/standby time of the handset. Eventually they will need to be replaced. New batteries can be obtained from any BT Shop or from the helpline on 0845 601 2476.

Battery low warning

If the handset battery symbol is empty and you hear warning beeps, you will need to recharge your handset before you can use it.

Battery performance

Your handset is supplied with NiMH batteries. These need to be initially charged continuously for 16 hours to reach full charge.

Note that the battery charge icon does not indicate the correct level when the batteries are first installed. The batteries must first be fully charged.

Empty 1/3 2/3 Full

Setting up

To print out a list of all the functions of the OnAir DECTf@x Plus, which allows you to see them at a glance, along with the function codes to carry them out, see ‘Printing out the functions list’ on page 45.

There are a number of buttons which are used to access the functions of your On-Air DECTf@x Plus:

Button What it’s used for

Accesses the function menus Confirms an entry or option and selects the current menu

Exits the function menus. Any changes which were not confirmed will not be saved

Scrolls up through the menus Scrolls down through the menus Moves the cursor right or selects

a displayed menu item Moves the cursor left and deletes,

and takes you back through menu layers

Enables you to exit the current function or go back through the menus

Date and time

It is important that your On-Air DECTf@x Plus is always set to the correct date and time. This information is shown on the fax received by the addressee and is required for faxes programmed to be sent at a later date.

Setting the date and time 1 Press OK/Menu then 2 then 1 then

OK/Menu.

The display shows the date and time currently programmed.

2 Use the keypad to enter the date. For

example, for 27th May 2001, 9.15, press

05 01 09 15.

3 Press OK/Menu to confirm the entry.

Your On-Air DECTf@x Plus can now be used to send and receive faxes.

NOTE

Once the date and time have been set, if you want to make a change press OK/Menu then 2 then 1 then

OK/Menu to access the date and time setting

function.

Use the §and © buttons to move left and right through the display.

Setting up

Connecting to a switchboard

Your BT On-Air DECTf@x Plus has been preset to work on a direct exchange line (PSTN). You will not normally need to alter this setting unless you will be connecting the machine to a switchboard, or PABX. You may also need to change the setting if you are connected to a BT Home Highway line.

To change the network setting 1 Press OK/Menu then 2 then 4. The display

shows NETWORK. Press

OK/Menu, the

display shows PSTN and PABX.

2 Press the

and Äbuttons to scroll through the options. If you are connecting to a switchboard choose PABX.

3 Press OK/Menu to confirm the entry.

To set a dialling prefix

If your PABX requires a number to be dialled to get an outside line, you can program your machine to insert it automatically before dialling numbers stored in the directory.

1 Press OK/Menu then 2 then 5. The display

shows PREFIX.

Entering your own telephone/fax number

Your telephone/fax number can be printed at the top of each fax you send and displayed by the machine you are calling.

You can add your name (such as the name of your company) to be printed at the top of each fax you send.

To enter your own telephone/fax number and your name 1 Press OK/Menu then 2 then 2. The display

shows 22 NUMBER/NAME. Press

OK/Menu.

2 Use the keypad to enter your own number,

up to a maximum of 20 digits. To enter a space, use the

a +, use the +button on the alphabetic keypad.

3 Press OK/Menu to confirm the entry.

4 Enter your name using the alphabetic

keypad to type in the letters. You can enter a maximum of 20 characters.

5 Press OK/Menu to confirm the entry.

To delete a character use the §button. To insert a space use the ©button.

Setting up

2 Press OK/Menu, the display shows WITHOUT

and WITH.

3 Move the cursor to WITH and press OK/Menu

to confirm the entry. The display shows ENTER PREFIX.

Enter the required prefix and press OK/Menu to confirm the entry. The display shows NUMBER LENGTH. This allows you to set the minimum length of numbers which require the prefix and will prevent the prefix being dialled when calling internal numbers. It should be set to at least one more than the length of your longest internal number. So, if your internal numbers are all 4 digits, set it to 5.

5 Press OK/Menu to confirm the entry.

6 Press Stop to return to standby.

Ring settings

To set the number of rings before the machine answers automatically 1 Press OK/Menu then 2 then 6. The display

shows 26 NO OF RINGS. Press

OK/Menu.

2 Use the keypad to enter the number you

require (2-9).

3 Press OK/Menu to confirm the entry.

To set the ring melody 1 Press OK/Menu then 2 then 3. The display

shows 23 RING MELODY. Press

OK/Menu.

You will hear the current ringing tone and the display will show the current setting.

2 Press the

and Äbuttons to scroll through the options. You can also select WITHOUT RING to have no ringer tone at all.

3 Use the + and - buttons to select the volume.

There are 4 levels.

4 Press OK/Menu to confirm your choices.

When WITHOUT RING is selected the

TEL icon

will flash constantly in the display.

Setting up

6 Setting the receive mode

You can set your On-Air DECTf@x Plus to answer calls automatically or manually. There are two auto answer modes, to allow you to receive just telephone calls and faxes or telephone calls, faxes and voice messages.

To set the receive mode

• Press the Tel Fax Tad button to switch

between manual; phone and fax; and phone, fax and answering machine.

Tel mode

When set to Tel mode, the display shows:

All calls must be answered manually. If the call is a fax (you will hear beeps from the other fax machine), wait a few seconds and the base station will automatically switch to fax receive mode. If it does not, press # then

7 on your

handset to activate fax receive mode.

Tel/Fax mode

When set to Tel/Fax mode, the display shows:

Your BT On-Air DECTf@x Plus will automatically answer calls, without ringing, and determine whether an incoming call is a fax or a phone call.

After answering, if fax tones are not detected, the base station and your handset(s) will ring. If you do not take the call within 30 seconds, the answer machine will switch on and prepare to receive a message.

Tel/Fax/Tad mode

When set to Tel/Fax/Tad mode, the display shows:

If a call is unanswered, the call will be taken first by the answering machine. If the call is a fax it will be received automatically.

Your On-Air DECTf@x Plus machine is now fully set up for use. To make any changes to your settings, simply repeat the procedures.

Using your fax machine

Sending a fax

To send a fax 1 Open the sheet feeder flap (if not already

open) and raise the document support bar.

2 Place the document(s) face down into the

document feeder and adjust the left-hand guide (a) to the width of the paper if necessary. The display will show READY when the documents are correctly placed.

3 Dial the fax number you require. You can

dial manually or use the On-Air DECTf@x Plus directory, see page 19.

WARNING

Do not put paper into the machine if:

- it has paper clips, staples or any metal attachment

- it is wet with ink, paste or correcting fluid

- it is too thick or too thin and flimsy

- it has sellotape or other paper stuck on it

You can delete digits using the § button.

The document feeder will take a maximum of 5 sheets. If you are sending more than one sheet, the feeder will automatically take from the bottom of the pile.

Resolution

You can adjust the resolution at which your OnAir DECTf@x Plus sends documents. There are three settings:

Resolution Use with

Normal Documents which do not (Default) contain fine detail eg

a page of text

Fine Documents which include

small characters or drawings

Photo Documents which include

pictures. Colours will be shown in shades of grey.

To adjust the resolution 1 Place the document in the document feeder. 2 Press Fine Photo. An arrow will appear in

the display positioned above the word

FINE.

3 Press Fine Photo again to toggle between

the settings

FINE, PHOTO and NORMAL

Using your fax machine

4 Press Start. The display shows MEM PG 1,

then CALLED NUMBER and begins to send the document.

If the number dialled is engaged, your On-Air DECTf@x Plus will automatically redial the number, after a few minutes. You can redial the number yourself by pressing the

Start button.

With call monitoring

1 Place the document to be sent in the sheet

feeder.

2 Press the Hands Free button. The display

shows HANDS FREE. You will hear the dialling tone.

3 Dial the number you require. 4 Press Start to start sending the fax.

If there is an answering machine at the other end, press Start towards the end of the outgoing message.

After the document has been sent, the resolution setting returns to NORMAL.

Using your fax machine

Delayed send and broadcasting

This allows you to send a fax automatically at a preset time, within the next 24 hours. It also allows you to send a fax to up to 10 different numbers.

To use delayed send and broadcasting 1 Enter the number that you want to send to. 2 If you want to send to more than one number

press the

CALLED PARTY 2. You can enter up to ten numbers using the

next entry.

3 When you have finished entering the

numbers press the

OK/Menu button. The

display shows SEND AT and the current time, with the first digit flashing so that you can enter the time at which the fax is to be sent.

4 Enter the time, using the 24 hour clock at

which you want the fax to be sent then press

OK/Menu. To send the fax immediately, just

press OK/Menu without entering a time.

5 If you have entered only one fax number the

display shows three options (use the

button to see the third): MEMORY, PAPER FEEDER and TYPE MESSAGE. If you have

entered more than one fax number the display shows two options: MEMORY and TYPE

MESSAGE. MEMORY means - the fax that you are sending

will be scanned and sent from memory. PAPER FEEDER means - the fax will be held in the paper feeder until the On-Air DECTf@x Plus is ready to transmit it. TYPE MESSAGE means - you can send a fax by typing in a message instead of scanning pages.

6 Press OK/Menu to confirm your selection.

7 The display gives you two further options

when you have chosen MEMORY or TYPE MESSAGE:

WITH HEADER PG

The document is sent with a fax header sheet which shows your name, the number you are sending to and the number of pages. If selected, the display will show KEY YOUR TEXT. You can type in a text message using the alpha keypad and dialling keypad for numbers

If the number you want to call is stored in the directory press the first letter of the name on the alpha keypad. The first name starting with this letter will be displayed. If thisis not the one you want, use the Äbutton to scroll to the required name.

Using your fax machine

This will be printed as a message on the header page and can be up to 800 characters.

WITHOUT PAGE The document is sent without a

header sheet.

Press OK/Menu to confirm your selection.

8 If you selected MEMORY or PAPER FEEDER,

the display will now show NB PAGES.

9 Enter the number of pages you will be

inserting into the document feeder and press

OK/Menu to confirm. The display will now

show INSERT DOCUMENT.

10Place the document to be sent in the

document feeder and press

OK/Menu. The

fax will proceed automatically.

11If you selected TYPE MESSAGE and WITH

HEADER PG, the fax will now be sent

automatically.

12If you selected TYPE MESSAGE and WITHOUT PAGE,

the display will show KEY YOUR TEXT. Y ou can type in the text of your fax, up to 800 characters, using the alpha keypad and dialling keypad for numbers. Press

OK/Menu when you have

finished. The fax will proceed automatically .

Call back

Call back allows you to interrupt a fax to speak to the person at the other end.

To use call back 1 While the document is being sent or

received is complete, press

Hands Free.

The display will alternate between TRANSMIS, if a document is being sent, or

RECEPTION, if a

document is being received and

PHONE.

2 When the page that is being sent has gone

through, the other person’s telephone will ring and if they pick up, your handset will then ring.

3 Answer the handset as normal and speak.

Receiving a fax

You can set your On-Air DECTf@x Plus to print faxes as they are received or incoming faxes can be stored in the memory , up to 54 Slerexe* pages, and printed out at a later date. The default setting is for memory receive to be switched on.

To switch off memory receive

When memory receive is off, you must ensure paper is in the sheet feeder.

1 Press OK/Menu then 3 then 5. The display

shows 35 MEM RECEIVE.

* Slerexe is the name for the standard fax page.

Using your fax machine

2 Press OK/Menu. The display shows two

options:

YES Incoming faxes are stored in the

memory, even if there is paper in the sheet feeder. This is the default setting.

NO Incoming faxes are printed as

they are received. If there is no paper in the sheet feeder, the faxes are stored in the memory.

3 Use the

and Äbuttons to select NO. Press

OK/Menu to confirm the change.

To print out received faxes

When you have faxes stored in the memory the

Fax button light will flash. You can print in

normal mode or economy mode.

Norm al

• Make sure you have paper in the sheet

feeder. Press the

Fax button. The stored

faxes will print out.

Economy

This allows you to print out messages reduced by 50% vertically so that two pages fit onto one A4 printout.

1 Press OK/Menu then 5 then 7. The display

shows FAXES INMEM.

2 Press OK/Menu. Select ECONOMY. You can

toggle between ECONOMY and NORMAL using the

and Äbuttons.

3 Press OK/Menu to confirm the setting and

the stored faxes are printed in reduced size.

If you answer a call on a telephone that is on the same line as the On-Air DECTf@x Plus, and the call is a fax, you activate the On-Air DECTf@x Plus by pressing # then 7 on the telephone keypad then hanging up the telephone when you hear the tones from the On-Air DECTf@x Plus.

This function works only when printing faxes of two pages or more stored in memory. This function cannot be permanently set, you have to request it each time you print.

To store a number in the directory 1 Press OK/Menu then 1 then 1. The display

shows 11 ADD NAME.

2 Press OK/Menu. The displays shows NAME.

Enter the recipient’s name using the alphabetic keypad.

3 Press OK/Menu. The displays shows

NUMBER. Enter the recipient’s number using the numerical keypad.

4 Press OK/Menu. The displays shows E-MAIL.

Enter the recipient’s e-mail address (if necessary).

5 Press OK/Menu. The display shows WITH

MEMO and WITHOUT MEMO.

You now have the opportunity to record a short voice message which will be played over the speaker of your machine when you receive a call from this caller (you have to subscribe to a Caller Display service to use this feature).

If you have created any mailboxes, before printing you will be asked to enter a mailbox number.

4 Enter the mailbox number you want to print

from, or enter 0 to print from the main memory.

5 Press OK/Menu to confirm the setting and

the stored faxes are printed in reduced size.

Fax memory full

When there are too many faxes in the memory the machine can no longer store any additional faxes. The display will show MEMORY FULL.

To clear space in the memory

• Press the Fax button. The stored faxes will

be printed and subsequently deleted from the memory.

Using the directory to store and dial numbers

Your On-Air DECTf@x Plus can store up to 100 names and numbers in its directory. You can then quickly dial a number from the directory after entering its memory number or letter.

Using your fax machine

To dial a number stored in the directory

This can be to send a fax or to make a hands free phone call.

1 Enter the first few letters of the recipient’s

name using the alphabetical keypad. For example, if you want to call YOUNG enter

Y. The first name beginning with Y appears.

If it is not YOUNG,for example YATES use the

button to scroll through the entries or enter O to display the first name beginning YO.

2 To send a fax load the document to be sent

and press

Start. The fax will automatically be

sent to the required number.

3 To make a hands free call, press the

Hands Free button.

To print out a list of names and numbers stored in the directory

• Press OK/Menu then 1 then 2 then Start.

To edit entries in the directory

1 To edit an entry press OK/Menu then 1,

then

3. The display shows 13 MODIFY.

6 Use the

or Äbuttons to select WITH MEMO if you wish to record a message. Select WITHOUT MEMO if you don’t.

7 Press OK/Menu. If you have selected WITH

MEMO, the display will say PLEASE OFF HOOK. At this point you must press the

green phone

button on your handset and record the message (up to 5 seconds long). Once the Message has been recorded it will be played back to you and then the display will return to the ADD NAME option. If you have selected the WITHOUT MEMO option, the display will return directly to the ADD NAME option.

8 Press OK/Menu to add another entry, or

press

Stop to return to standby.

To insert a pause

If you need to insert a pause in a stored number, press the

Recall button to insert a

pause before keying in the telephone number. A pause is shown in the display as a /.

To edit numbers stored in the directory

You now have the opportunity to record a short message which will be played over the speaker of your machine when you receive a call from this caller (you have to subscribe to a Caller Display service to use this feature).

• If you choose WITH MEMO, and if there is no

voice message already associated with the record, you must record one. The display shows PLEASE OFF HOOK. Use the handset to record the voice message (up to 5 seconds long), then hang up. The display now shows PHONE CALL and FAX CALL.

• If you choose WITH MEMO, and if there is

alr

eady a voice message associated with the

record, the display shows KEEP MEMO and NEW MEMO. Use the

and Äbuttons to scroll

through the options and press

OK/Menu to

select an option:

• If you choose KEEP MEMO, the voice message

associated with the record is kept. The display now shows PHONE CALL and FAX CALL.

• If you choose NEW MEMO, you can record a

new voice message. The display shows PLEASE OFF HOOK. Use the handset to record the voice message (up to 5 seconds long), then hang up.

Using your fax machine

2 Press OK/Menu. The display shows MODIFY

and the first name in the directory. Use the

and Äbuttons to scroll through the entries until you reach the name you want to alter. Press

OK/Menu to select the name,

then use the

button to delete letters.

3 Press OK/Menu. The display shows the

number that was entered with that name, which you can also modify.

4 Press OK/Menu. The display shows the

e-mail adress that was entered with that name, which you can also modify.

5 Press OK/Menu. The display shows the

short number automatically attributed to the recipient which you can also modify (to a number that has not already been allocated).

6 Press OK/Menu. The display shows 1 WITH

MEMO and 2 WITHOUT MEMO.Use the

and

buttons to scroll through the options and press

OK/Menu to select the option.

Using your fax machine

• If you choose WITHOUT MEMO, the display

now shows PHONE CALL and FAX CALL (if there was a voice message associated with the record, it is deleted).

7 At this point, you can customise the ringing

tone for calls received from this contact. You have to subscribe to a Caller Display service to use this feature and DECTf@x Plus has to be set to Tel/Fax mode.

8 Use the

and Äbuttons to scroll through

the options and press

OK/Menu to select an

option. If you normally receive voice calls from this contact, choose PHONE CALL. If you normally receive fax calls from this contact, choose FAX CALL.

• If you choose PHONE CALL, the display

shows MELODY NO X, which is the current ringing melody setting. Use the

and

buttons to scroll through the options and press

OK/Menu to select an option. The

display shows MODIFY.

• If you choose FAX CALL, the display shows

MODIFY (you can’t set the ring tone because

unit does not ring to fax calls).

9 Press OK/Menu to mofify another entry or

press

Stop to return to stanby.

To delete an entry in the directory

1 To delete an entry press OK/Menu then 1,

then

4. The display shows 14 CANCEL.

2 Press OK/Menu. The display shows CANCEL

and the last name in the directory. Use the

and Äbuttons to scroll through the entries until you reach the entry you want to delete, then press

OK/Menu to delete it, then

OK/Menu again to confirm the deletion.

+ 53 hidden pages