Dictaphone Ansafone 680 Operating Procedures Manual

CONTENTS

Model

680

INTRODUCTION

Features How this Manual is Organized Conventions Used in this Manual

.......................................................................

QUICK START 3

Installation Setting the Clock Compose the Announcement Recording the Announcement Redoing Your Recording Setting Up the Day Program Setting the Unit to Answer Calls

....................................................................

OPERATING PROCEDURES

What to do First

Setup Procedures Setting the Clock Setting the Ring Delay Setting the Repeat Cycle

Recording Announcements

How to Record an Announcement How to Record Music How to Erase an Announcement How to Listen to an Announcement 9

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1

1 2 2

3 3 3

4 4 4 4

5

5 5

6

7

7 7

8 9

SPECIAL FUNCTIONS 20

Recording Announcements from Saving Announcements to a Cassette Recorder Adding Memory Modules CPC Switch (Rear of Unit)

..............................................

.......................

a20

Cassette Recorder

..........

21 22

............................................

22

CUSTOMER SATISFACTION GUARANTEE 23 NOTICES

......................................

.............................................

23

Programming Modes

Week Program Setup Procedure Special Program Setup Procedure Day Program Setup Procedure

Music Program Setup Procedure How to Check Existing Program Settings How to Remove Programs

How to Set the Unit to Answer Calls

Automatic Answer

How to Play Music to a PBX Checking Calls

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.

Call Counter

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10 11 14 17 17

18 18

19

20

Model

680 090190

Coni~rrn

M;

vh

Aux. Volume Control Record Monitor (Speaker Volume) Erase Display Numeric

control

Play

stop

/

1

i

Clear ;;,;ram

Call Counter Special

MODEL 680 ANSAFONE" TELEPHONE ANSWERING MACHINE

\A\

\

!F

Week

Set

Keypad

\

Memory Module Companmenf Mon. Jack Aux. Jack Telephone Line Inpits

CPC Switch Mic. Jack Reset Button Power Cord

MODEL 680

(Rear

View)

090190

INTRODUCTION

Model

680

The Model 680 is a programmable, announce-only,

telephone answering machine that uses digital technol-

to

ogy answer calls from, and play announce messages to, three telephone lines simultaneously. The unit has three modular plugs for the telephone line connections.

exactly when there are four, let you pick the days, times, and announcements you want to use. You can record your announcements, up crophone.

store and play messages. The Model 680 can

Since the unit is programmable, you can tell it

to

answer calls. The program modes,

to

four, with the unit's hand mi-

The Model 680 also has three external jacks. You

can connect a

PBX

or a recorder, you can create your messages with the recorder and then transfer them to the Model 680. You can also save your Model 680 messages by transferring them acassette. If you record music with the Model 680, you

casssette recorder, external music source

sytem to these jacks. If you have a cassette

to

FEATURES:

Three, RJ11, telephone line inputs Able to automatically answer all lines simultaneously

Able to play an announcement to one line or all lines simultaneously

64

seconds of record time - Expandable to 128,192,

or 320 seconds

Messages digitally stored - no cassettes or tapes

Records up to 4 messages and music Able to transfer messages to a cassette recorder for storage Able to retrieve messages from a cassette recorder Can play music to PBX systems that have music-on-

hold jack

Hand microphone & internal speaker Volume controls - Monitor, Aux, & Mic.

Record/playback controls - Play, Stop, Record,

Erase

Digital display - shows status plus day and time

can use you unit system. (The tacle.)

The Model 680 does not use cassette tapes for storing announcements. Instead, it uses internal as the storage medium. The unit can record up seconds worth of announcements. You can expand the record time to 128, 192, or 320 seconds by adding optional memory modules.

The unit also incorporates a digital display. The

display performs a variety of functions. In addition to

showing the current day and the status of each programming mode, the number of calls received for each line, the correct audio level during record, the number of times a message will replay, and the number of rings the unit will answer a call on. The unit uses for the time. The following is a complete list of the features found in the Model 680:

Four programming modes: Week, Special, Day, Music Can run multiple telephone answering programs simultaneously Programs can be set and left to operate automatically Can specify the day and time messages will play Can confirm, erase or edit program settings

Ring Delay (answer on 1 to 10 rings)

Repeat Cycle (replay message 1 to 10 times) Call Counter - displays calls for each line CPC onlofflmon switch

Battery Backup - Approximately 8 hours of backup

(14

-

16

&

as a Music-on-hold source for a

PBX

must have a music-on-hold recep-

time,thedisplay also shows

a

24-hour format

hour charge time)

MODEL

680

memory,RAM,

(00:00

PBX

to

64

to 23:59)

&

Model

680

HOW THIS MANUAL IS ORGANIZED

The manual is divided into three parts:

.

Quick Start

.

Operating Procedures

.

Special Functions

If you need to use the Model 680 right away, then

read the Quick Start section. It presents a complete

step-by-step procedure for setting up the unit quickly.

Whether you use the Quick Start procedure or not, you should review the entire Operating Procedures section. Pay particular attention to the steps outlined under the "WHAT TO DO FIRST heading. Also, read over the PROGRAMMING MODES This heading explains how the various programming modes operate. Once you understand how they work, you will be able requirements.

The last heading, Special Functions, explains how

to use a cassette recorder with your Model 680. It

also explains how to add memory modules and how

to use the

CPC

to

set up a program that meets your

switch.

...

heading.

Conventions Used in this Manual

090190

MOVE have been dropped. For instance, if you see the word

entire operating procedure. The step-by-step listing supplies all of the detailed information that is not covered in the quick reference. Typically, you will only need first learn the operation of the unit. Once you familiar with the unit, you can use the quick reference as a fast way to refresh your memory on a particular operation.

[Stop],

The explanation provides a description of the

it means to press the Stop key.

to

use the step-by-step procedure when you

are

Quick Reference

Operation

/

Plug Microphone into

Press

1,

2,3,

or

Record the message.

[Stopl

-

Your recording plays.

4.

Mic.

jack

This manual uses several conventions that you

should

be

aware of. All of the Keys or buttons on the Model 680 that you must press ets, [Stop].

part,

For the most four parts: a quick reference, an explanation, a stepby-step operating procedure, and a heading entitled,

"Additional Information." The quick reference

precedes each operation and provides a cryptic

listing of buttons that you must press to function.

The names that appear in brackets in the quick reference are the names of the keys you should press to start an operation. To keep the quick reference as simple as possible, the commands for PRESS or

each operating procedure has

appearin brack-

perform a

v

QUICK REFERENCE EXAMPLE

Indicates Button you should press

QUICK

Naturally, you probably would like to have your unit answering calls as soon possible, preferably right after installation. The whole idea of the Quick Start procedure is to give you enough informa-

tion to get you going. After you have the unit up and running, take time to read about the unit's other programming features. You can switch to any of these features at any time.

The Quick Start procedures will

explain how to

.

Install the Model

.

Set the Clock

.

Compose an announce message

.

Record an announce message

.

Redo your recording, if necessary

.

Setup the Day program

.

Set the unit to answer calls using the Day program.

The Quick Start procedure uses the Day program. (Your unit has four program modes: Week, Special, Day, and Music.) Once activated, the Day program automatically answers your calls and plays will continue to answer calls until you

turn it off. Basically, you should turn the

Day program on when you leave the

START

-

680

an

announce message. It

as

Model

office. You can turn it off when you return. Of course, you can turn the program on or off at whatever time suits your schedule. The following headings represent the Quick Start procedure. Make sure you operations presented here.

perform all of the

680

INSTALLATION

1. Plug the unit's power cord into a

AC

grounded

2. Connect your telephone lines to the unit's modular jacks. There are three

jacks located at the rear of unit.

outlet.

SETTING THE CLOCK

Locate the numeric keypad.

To set the clock

1. Press

2.

3. Press

4. Enter the time with the numeric

5. Press

[DayITime].

Select the current day. (For Sunday press

l/Sun, etc.)

[Set].

keypad. Use a 24-hour format

2359). For example: Enter 0815 for 8: 15 AM or 1530 for

short beeps if you make a mistake.

[Set].

-

(0000

3:30 PM. You will hear 3

to

COMPOSE THE ANNOUNCEMENT

The following is a sample message

that you can use for your first announcement. If it doesn't suit your purposes, you can create your own message.

Sample Announcement (length about

12

seconds):

-

Model

680

"Thank you for calling (enter your name) but our Please call back during our regular business hours: through Friday

ofices are not open at this time.

(8:15 to 5:30, Monday

-

use your times.)

.

I'm sorry

RECORDING THE ANNOUNCEMENT

To record your announcement

1.

Plug the microphone into the Mic. Jack, rear of unit.

2.

Adjust the their midpoint positions.

3.

Press

your message. When you press the next step, the unit begins recording.

4.

Press

message.

Watch the Rec Level on the display. A and off as you speak. If a red block

with a P flashes,

level by adjusting the Mic. knob. The display shows the total amount of recording time left

time decrements

5.

Press

The unit will automatically replay

your message. Use the Monitor knob

to

adjust the volume. If the recording is OK, go to the "Setting up the Day program." "Redoing Your Recording" heading.

Mic.

and

[Record].

[4/Wed],

Get ready to record

and record your

red

block should flash on

turn

in

as

you record.

[Stop]

to end the recording.

If

it isn't OK, then go to the

-

Monitor

down the record

the unit. The

knobs to

4

in

1.

Press

[Erase].

2.

Press

[4/Wed]

3.

Press

[Erase].

verification tones. If you don't, repeat the procedure.

4.

Repeat the "Recording the Announce-

ment" procedure.

.

You should hear

three

SETTING UP THE DAY PROGRAM

The following sets the Day program to

use message

1.

Press

2.

Press

3.

Press

4.

Press

A white square appears on the left side of the display near the letter D.

4

as

its announce message.

[Program]. [Day]. [4/Wed]. [Set].

SETTING THE UNIT TO ANSWER

CALLS

Use the following procedures the Day program on or off. This program answers all calls 24-hours a day. The Day program will remain on until you turn it off.

Toturniton-

.

Press

[Day].

A

red

box appears on the

display next to the letter D.

turn

it off

To

.

Press

-

[Day].

The red box disappears.

to

turn

Redoing Your Recording

Use this procedure if you need to erase

and redo your announcement.

Automatic Answer

Model

680

OPERATING

PROCEDURES

WHAT TO DO FIRST

If you

are

installing a unit for the first time, perform each of the steps listed in the following. If you need to have your unit up and running right away, refer the Quick Start procedure.

1.

Perform the Setup Procedures.

Refer to headings

.

Installation

.

Setting theclock

.

Setting the Ring Delay

.

Setting the Repeat Cycle.

2.

Record your announcements

(messages 1,2,3,4, or Music). Refer to headings

.

How to Record an Announcement

.

How to Record Music

.

How

to

Erase an Announcement or

Music

3.

Set

the programming mode

Special, Day or Music). Refer to the

following headings:

.

Week Program Setup Procedures

.

Special Program Setup Procedures

.

Day Program Setup Procedures

.

Music Program Setup Procedures

4.

Set the unit to answer your calls.

Refer to heading

.

How to Set the Unit

-

to

Answer Calls

to

(Week,

-

Additional Information

.

Automatic Time The unit will automatically cancel your selection no keys or buttons pressed. The time out does not cancel entries you saved with the [SET] button. Any entry that was not saved, automatically reverts to its original value.

ajier ten seconds of inactivity,

Out

(10

seconds)

SETUP PROCEDURES

Installation

Use this procedure to connect the

and

wires

to

cables

1. Plug unit into a grounded AC outlet.

2.

Connect the telephone lines to the

unit. There are three located at the

your unit.

rear

of the unit.

RJ11

receptacles

Setting the Clock

Use this procedure day and time. You will have time using a 24-hour format

1390

).

To set the clock

1. You must turn off any telephone answering programs before you can set

the

clock. Press [Week], [Special],

[Day] or [Music] to cancel these programs. Active programs indicated by a red S, D, or M on the display.

2.

Press the days of the week will flash.

[DayITime]

-

to

enter the current

to

enter the

(1:OO PM

are

box

the

button. The

W,

=

Model

680

.

Turn off any active telephone

answering programs. (Press Week,

if

Special, Day or Music,

.

[Dayflimel

.

Select a day. (Press l/Sun, 2/Mon, etc.)

.

[SET]

.

Enter time. Use 24-hour format (0000 to 2359). for

8.1

5

AM, or press 1530 for 3:30

PM.

)

.

[SET]

3. Press the button that corresponds to the current day etc. The day you select will stop flashing.

4.

Press

[SET]

The hours begin flashing.

5.

Enter the current time. Use a 24-hour

format

(0000

zeros for the hours before Enter 0830 for 8:30 after

1200 noon, enter the time

hour format ( e.g.,

6.

Press

[SET]

(e.g., press 0815

-

[l/SunI, [2MonI,

to save your selection.

to

2359).

to save the time.

on).

Enter leading

AM.

For the hours

5:00

PM

10:OO

=

AM.

in

17:OO).

24-

Setting the Ring Delay

You can set the number of rings the

unit will answer calls on. You

to

from 1

. .

.

1. Press

2.

3. Enter a number (1 to 10).

4.

10 rings.

[Program] [Ring]

"BELL>

Enter a number

[SET]

#"

appears in the display.

(1

to

10)

to save the entry.

[Program].

Press

[Ring].

number appear in the display. The number will answer your calls on.

Press

[SET]

The word "Bell> " and

is

the number of rings the unit

to save the entry.

090190

can

select

a

Additional Information

.

You

do

not have to enter a new Ring Delay number. To keep the existing entry, press [SET] to save it.

090190

Model

680

Setting the Repeat Cycle

Repeat

.

[Program]

.

[Play]

-

"CYCLE>

the display

.

Enter a number

.

[SET]

to save the entry

The repeat cycle is the number of times the unit will repeat your announce message to a caller. The repeat cycle is designed to give the caller a second chance to listen to your message, actually up to

10

chances. The caller will be able to double check your message by waiting for it to replay.

1. Press

2. Press

3. Press a number from 1 to

4. Press

Additional Information

.

repeat cycle is set to one

[Program]. [Play].

and a number appear on the display.

[SET]

The message will play once

Cycle

f"

appears on

(1

to

10)

The word "CYCLE>"

10.

to save the entry.

when

(I).

the

RECORDING ANNOUNCEMENTS

.

Plug Microphone into (rear).

.

[Record]

.

Press

1,

2,3,

or

.

Record the message.

.

[Stop]

-

Your recording plays.

Mic. jack

4.

How to Record an Announcement

The standard record time for the unit

is

64

seconds. You can increase this to

128,192 or 320 by adding a memory

module, optional. If you are going to

record four messages, make sure they do

not exceed the available record time. Time each announce message before you

record it. Also, if you want to, you can

dictate your messages to a cassette recorder and then transfer them to your unit. (See from a Cassette Recorder.")

To record your announcement

1.

jack, rear of unit.

2.

3.

4.

"Recording Announcements

-

Plug the Microphone into the Mic.

Adjust the Mic. and Monitor knobs to their middle range setting. Press the display will flash the announce

message characters musical note symbol). The number of seconds available for recording appears on the display. When you are ready, press a number (1,2,3 or 4) and begin speaking into

the microphone. The time display will

[Record]

button. The

(1,2,3,4 and a

Model

680

begin to count down (e.g., 64,63, 62,

...

etc).

Watch the Rec Level indicators on the right side of the display. A red square should light as you speak. The red square with a the Mic. knob if the

5.

Press [Stop] to end the recording. The unit automaticallys plays your message.

6. Repeat this procedure for each message you want to record.

P

should not. Adjust

P

appears.

How to Record Music

Record

.

Connect

Aux.

jack

.

[Record]

.

Adjust volume - Aux. knob & music

source

.

[Music]

.

[Stop]

See the "Music Program Setup

Procedure" heading for more information about the Music feature. This procedure assumes that you have a cable that will connect your music source to the Model 680 Aux. input (rear of unit).

-

to end

Music

music source

to begin record

to

To record music

1.

Connect a music source to the Aux.

input at the rear of the unit.

2. Cancel any active telephone answering modes (Week, Special, Day, or Music).

3.

Press [Record]. You will hear the

music source through the unit's speaker. The display shows the available recording time.

4. Adjust the record volume. To do this, first adjust the volume control of the music source. Next, adjust the [Aux.]

knob of the Model 680 to fine tune the record level.

5.

Press [Music]. The unit begins

I

recording the music.

6. Press [Stop] to finish the recording. The music you recorded plays. the Monitor knob to adjust the speaker volume.

Additional Information

.

You should either unplug the hand

microphone or turn the Mic. knob down before you begin recording. This will eliminate any possibility of recording unwanted background noise.

-

Turn

090190

Model

680

How to Erase an Announcement

How to Listen to an

or Music Announcement

.

[Play]

.

Select the message. (Press

.

[Erase]

(Press [Stop] before pressing [Erase] to exit without erasing.)

Use the following procedure to erase

an existing announcement.

1.

Press [Erase]. The messages that you can erase appear on the display.

2.

Press the message you want to erase. The

message you select stops flashing.

3.

Press [Erase] to delete the message, or press Stop to exit without deleting. Three tones play to verify the dele-

tion.

Additional Information

.

You cannot erase messages while a

program (Week, Special,

.

If

you erase a message that is being

used by a program (Week, Special, Day,

or Music) you will automatically cancel

that program.

-

Three tones will play.

1,2,3,4,

or [Music] to select

1,2,3,

etc.) is active.

.

Select the message. (Press

4,

or

Music.)

.

Turn

Monitor

volume.

You can use the following procedure

to playback your announce messages.

1.

Press [Play]. The display lists all of

the messages you have recorded.

2.

Select the message you want to. (Press unit plays your message.

3.

Turn

the

volume.

Additional Information

.

If

you don't want to listen to the entire

message, press [Stop] to cancel playback.

knob to adjust

1,2,3,4, or [Music]

Monitor knob to adjust the

1,2,3,

to

listen

.)

The

Model

680

PROGRAMMING MODES

The unit has four programming

modes: Week, Special, Day and Music.

The Week program sets the unit's weekly schedule for answering telephone calls. Use this program to tell the unit on what days and times to play announcements

l,2,

and 3.

The Special program lets you pick a message that you can play at special

times. You can pick one message

or 4), and you can specify the time and

day, or days, you want it to play.

The Day program answers all calls twenty-four hours a day. This program lets you pick one announcement or 4)

to

play

to

callers.

(l,2,3,

power interruptions. The backup time is approximately require 14 avoid losing messages and program information, the Model unplugged for extended periods of time.

Additional Information

.

Before you can use any of the programs, you must first record the appropriate announce messages.

try to use a program without first

recording your messages, you will hear a

series of beeps indicating an entry error.

8

hours. The batteries

-

16

hours

to

charge fully. To

680

should not

If

you

be

The Music program is designed for use with PBX systems that have a music on hold feature. You can record music with your unit and then play it back to a PBX system. The PBX system and the Model

680

connect through an interface cable. The PBX system must have a jack that will accept the cabling.

The following presents each of the programming procedures. If you are a first-time user, look over programming modes carefully before you proceed. Some sample programs are supplied with each procedure. Use these programs own programs.

Battery Backup

batteries that retain the recorded mes-

sages and program information during

as

The Model

a reference for creating your

-

680

all

of the

contains rechargeable

090190

Model

680

Week Program Setup Procedure

.

Record messages

.

[Program]

.

[Week]

.

Enter

day(s)

(6

days max.)

(Example:

Sat] for Saturday, etc.) Messages 2 message

.

[SET]

.

Enter message 2 stop playing at (Example: Starts stops at Use 24-hour time

.

[SET]

.

Enter message 3 start at

12:OO midnight). (Example: Starts at at

12:OO AM. Enter 1730.)

.

[SET]

[1/Sun] for Sunday, [7/

1

12:OO midnight).

8.1 5 AM. Enter 081 5.)

1,

2, & 3 first.

message 1 will play

&

3 play on days that

does not play.

time (Starts

at

12:OO AM,

(00:OO to 23:59).

time (Stops

5:30 PM, stops

programmed start time to 12:OO midnight.

Message

before you access the Week program, is decide on the day, or days, you want message one to play. You can pick from

one seven). For example, you can use message one for a Saturday and Sunday

announcement.

Example:

Message one as a 24-hour, Saturday

Sunday, announcement.

"Thank you for calling the Smart Company. I'm sorry but our offices are closed on Saturday and Sunday. Please call back during our regular business hours. Our hours are from

Eastern standard Friday."

1

-

The first thing you need to do, even

to

six days (you cannot pick

Week

Display

time

-

Monday through

8:15

all

to

5:30

&

-

Use the Week program to setup your announce messages for an entire week. The purpose of this programming is play messages while you are out of the

To

office. must record at least three (3) messages (numbered uses the messages in a preset format. It plays message one (1) for 24 hours. It plays message two (2) from midnight to a programmed stop time, and it plays message three (3) from a

use the Week program, you

1,2, and 3). The program

12:00

to

Messages

Messages two and three play on those

days that message one does not play on.

For instance, if you play message one on

Saturday and Sunday, then messages two and three will automatically play Monday through Friday. You have to enter a stop, and a start time for these messages. Message two automatically starts playing at

12:OO midnight. If your work day starts

at

8:

message

2

&

3

-

15

AM,

you can program that

two stop time. On the other

as

the

Model

680

090190

hand, message three plays until 12:W midnight. You have to tell the unit when

start

playing message three. For

to instance, if your work day ends at you can program that

as

the message

530,

three start time. If you use these stop and start times, the unit will not answer calls between the hours of

8:

15 AM and 530

PM on Monday through Friday. The

following examples illustrate how you might make use of messages two and three:

Example-

Message two startsplaying at

12:OO

midnight

"Thank you for calling the Smart Company. I'm sorry but our not open yet. starts at

8:15

Ow

regular business day

AM.

Please call back

during our regular business hours

offices are

-

8:15

to 5:30."

ExampleMessage three stops playing at

12:OO

midnight

"Thank you for calling the Smart Company. close at

I'm

sorry but our main offices

5:30. Some of our branch offices

remain open until 8:00 PM. The

following is a list of the offices that you

can call until

8:00 in the evening:

... (A

list of ofices and phone numbers plays.)"

To use the Week program

1.

Record all messages

-

(1,2,

&

3)

before

attempting to use the Week program.

2. Press the

3. Press the

[Program] [Week]

button. The days of

button.

the week appear flashing on the display. A white block next to the

W

is also flashing.

4.

Enter the day(s) you want message

one

to play (maximum of 6 days).

DAY

sun

HOUR

[f

1

Message3

PLAYS

ALL DAY

a:istosa(w

--

Rays

horn

On

lim

(660

pm)

WEEK PROGRAM EXAMPLE

.~dql

1012

midrim

May

lhru

F&y

Message

Saturday and Sunday while messages two and three play

Friday. To set

~onda~ through

up

this type of program,

you would select Saturday and Sunday

for message one. Then, you would set

message two to stop playing at 8:15

AM.

Notice, message two startsplaying

12:OO

automatically at

midnight. Next,

you would program message three to

start playing at

5:30 PM (17:30).

Notice, message three stops playing

automatically at

Numbers

12:OO midnight.

090190

Press [l/Sun], [7/Sat], etc.

day(s) you select stop flashing. If

The you pick the wrong day, cancel that selection by pressing its day key again.

5. Press [SET] to save your selection(s). The time setting for message two begins flashing.

6.

Enter the time you want message to

stop

playing. Message two starts playing at time

1200 midnight. Enter the

in

a 24-hour format (00:00 to

2359). Example: For an 8: 15 stop time, enter

7.

Press [SET] to save the time. The time setting for message

08

15.

three

two

AM

begins

flashing.

8. Enter the time you want message

three

to

start

playing. Message

three stops playing at

12:OO midnight.

Enter the time in a 24-hour format

(00.00

to 2359). Example: For a 5:30

PM start time, enter 1730.

9.

Press [SET] to save the time.

Model

680

Additional Information

.

If

you make an incorrect entry, the unit will play three beeps when you press [SET].

DAY

HOUR

Message1

--PI.ylln124houmm~ynd8atuId.y

Message

2

-

PIw

Corn

12

~~age3-~t.y.hom0n1bna

WEEK PROGRAM

dhW4

lo

011inw

(63030)

(8:lSm) Mond.y

tol~~~aday~*u~rid.y

EXAMPLE

lhu

hhy

Week Program Example

The keystrokes used for creating this example are listed here. In this example, the Week program plays message one for twenty-four hours on Sunday and Saturday. Message two plays on Monday Friday from three plays from

Key strokes used

1. Press [Program].

2.

3. Press

4.

5.

6.

7.

12:00

midnight to

5:30

PM to

8:15

AM, and message

12:OO

midnight.

-

Press [Week].

[IISun]

and

[7/Sat].

(Programs message 1 to play Saturday.) Press [SETI. Press

0815.

(Programs message 2 stop time.)

Press ISET]. Press 1730. (Programs message 3 start time.)

on

Sunday

through

&

Model

680 090190

Special Prooram Setup Procedure

Special

.

Record a message first (1, 2, 3, or

4).

.

[Program]

.

[Special]

.

Select a message (1,2,3, or 4).

.

[SET1

.

Enter the day(s) you want to play message (7 Sun] for Sunday, [7/Sat] for Saturday, etc.

.

tsET1

.

Enter

start time

(Example: Enter 11 00 for 11 :00

AM

.)

Use 24-hour time (00:OO to 23:59).

.

[SET]

.

Enter

stop time

(Example: Enter 1300 for

-

[SET]

The Special program lets you pick a

message that you can play at any time.

You can use any one of your messages as a special message

ing upon your application, you can either record a new message or use an existing one. For instance, you can keep messages

1,2, and 3 for the Week program and

create a new recording, message

the Special program.

Suppose no one is available to answer your telephone during lunch time, you can use the special message as an out-tolunch message. You can play it from

11:00 to 12:00, Monday through Friday.

You can use the Special program by

Program

max.). Example: [I/

for message

1 :00

PM.)

(1,2,3, or 4). Depend-

4,

for

itself, or you can use it to supplement the Day program. They can both operate simultaneously.

Speaal

Display

To use the Special program

1. Record, or select, a Special message (1,2,3, or 4) before attempting to use the Special program.

2. Press the

3.

Press the

the week, the message numbers and the A the S on the display.

4. Pick a special message (Press message you pick stops flashing.

5. Press The days of the week begin flashing.

6.

Enter the day(s) of the week that you want the message to play (maximum of 7 days). (Press etc.) Your selection stops flashing. If

you pick the wrong selection by pressing its day key

again.

7.

Press The start time for the message begins

flashing.

8.

Enter the time at which you want the message time 23:59). (Example: Enter 1100 for an

11:00

[Program]

[Special]

onfoff times appear on the display.

flashing white block appears next to

[llSun], [2/Monl, etc.) The

[SET]

to save your selection.

[SET]

to save your selection.

to

start

playing. Enter the

in

a 24-hour format

AM

start time.)

-

button.

button. The days of

(1,2,3, or 4).

[l/Sun], [7lSatl,

day, cancel that

(00:OO

to

090 190

9.

Press

[SET]

to save the time.

10. Enter the time at which you want your message to (Example: Enter 1330 for

stop

playing.

1:30

PM

stop time.)

1 1. Press

[SET]

to save your selection.

Additional Information

.

If

you make an incorrect entry, the

unit will play three beeps when you press

[SET].

.

You can change a time entry before you press [SET] by reentering the correct digits.

Model

.

If

you pick the wrong day, cancel that

680

selection by pressing its day key again.

Special Program Example- Wednesday

This example shows the keystrokes used to create the sample program.

In this example, the Special program is set to play from

12:OO noon on Wednesdays. Note that message 2 is the Special message

to and that it is also used in the Week program. The remaining times and messages shown represent those of the Week program. (Message Sunday and Saturday while messages 2 and 3 play Monday through Friday.)

DAY

Wed

Thur

Frl

sped&

HOUR

MB~.

(41

SPECIAL

PROGRAM

12:00 midnight

1 plays on

Keystrokes

1. Press [Program].

2. Press [Week].

3. Press Sun and Sat.

4. Press [SET].

5. Press 0815.

6. Press [SET].

7. Press 1730.

8. Press [SET].

9. Press [Stop]. (Use [Stop] to exit the Week

10. Press [Program]. 1

1.

12. Press 2. (Selects message 2)

13. Press [SET].

14.Press Wed.

15. Press [SET].

16. Press 0000. (Selects

17. Press [SET].

18. Press 1200. (Selects

19. Press [SET].

used

-

(Programs days that message

(Programs message 2 off time.)

(Programs message

program quickly.) Press [Special].

3

12:OO midnight start time) 12:OO noon stop time)

1 will play.)

start time.)

Model

680

090190

Special Program Example - Saturday

In this example, the Special program is set to play message 4 from 1:00 PM

to

12:OO

midnight on Saturdays. The remaining times and messages represent

those of the Week program. (Message

1 plays on Sunday. Messages 2 and 3 play Monday through Saturday. Note that message 3 does not play during the special program time.)

DAY

HOUR

SPECIAL PROGRAM

'

Specid

Mes'e

141

Special Program Example - Mon. Thru Fri.

In this example, the Special program is set to play message 4 from 12:OO noon to 1:00 PM on Monday through Friday. Remaining times and messages represent the Week program. (Message

8

Messages 2

DAY

swtn

p~ayi

st~sml

3 play Monday through Friday.)

HOUR

Mon

Tub

Wed

Thur

Frl

at

12:~

aprn

nmn

SPECIAL PROGRAM

1 plays on Sunday 8 Saturday.

Keystrokes used

1. Press [Program].

2.

Press [Week].

-

'

3. Press Sun. (Programs day message

4.

Press [SET].

1 plays.)

5. Press 0815. (Programs message 2 stop time.)

6. Press [SET].

7. Press 1730.

(Programs message 3 start time.)

8. Press [SET].

9. Press [Stop]. (Use [Stop] to exit the Week program quickly.)

10. Press [Program]. 1 1. Press [Special].

12. Press

(Selects message

4)

4.

13. Press [SET].

14. Press Sat. (Selects Saturday)

15. Press [SET].

16. Press 1300. (Selects

1:00 PM start time)

17. Press [SET].

18. Press 2359. (Selects

12:OO midnight stop time)

19. Press [SET].

Keystrokes used

-

1. Press [Program].

2. Press [Week].

3. Press Sun and Sat.

4.

Press [SET].

Days message Iplays

.)

(

5. Press 0815. (Programs message 2 stop time.)

6.

Press [SET].

7. Press 1730. (Programs message

3

start time.)

8. Press [SET].

9.

Press [Stop]. (Use [Stop] to exit the Week program.)

10. Press [Program].

11. Press [Special].

12. Press

(Selects message

4)

4.

13. Press [SET].

14. Press Mon, Tue, Wed, Thu, and Fri. (Selects Monday through Friday)

15. Press [SET].

16. Press 1200. (Selects

12:OO noon start time)

17. Press [SET].

18. Press 1300. (Selects

1:00 PM stop time)

19. Press [SET].

090190

Model

680

Day Program Setup Procedure

Day Program

.

Record a message (1,2,3, or

.

[Program]

.

[Day]

.

Select a message

.

[SET]

The message you pick to play for the Day program will play 24-hours a day, seven days a week. It will play to each caller until you cancel it. This message overrides your Week and Special programs, if they are set. (It does not cancel the Week and Special programs. They

are

reactivated when you cancel the

day program.)

(1,

2, 3, or

4).

To use the Day program

1. Record a message (1.2.3, or you attempt to use the Day program.

2. Press the

3.

Press the

numbers appear on the display. A flashing white block appears next to the

4. Pick a message [l/Sun] for message 1, etc.) The message you pick stops flashing.

5.

Press

[Program]

[Day]

D

on the display.

[SET]

to save your selection.

-

button.

(1,2,3, or

The

4)

before

message

4).

(Press

Music Program Setup Procedure

.

Make a music recording. (See "Recording Music.")

all

That's

you have to do.

Day Display

The Day program is useful for broadcasting the same message continuously. For instance, the Day program can announce movie listings or convention agendas. You can also use this program for special occasions. leave the office during the day, you can select the Day program to play a message while you are out. When you return, you can cancel the program.

'1f you periodically

The Music program is designed for

use with PBX systems that have music on

hold. Your unit can record music through

the Aux. input jack. It can also play

music to a PBX system through jack. (The Aux. and Mon. jacks rear of the unit.) If your PBX system has

an input receptacle for music on hold,

you can connect it to the Mon. input at

the rear of the unit.

Music plays continuously when you

activate the Music program. If you record

64

seconds of music, then every seconds the music will recycle. The music will continue to play until you cancel the automatic answering mode for music.

its

are

64

Mon.

at the

Model

680

To use the Music program

1. Make a music recording. That's have to do. There are no other buttons

to press. (See "How to Record

Also

Music."

Unit to Answer Calls...")

Additional Information

.

The unit will not answer telephone calls when the Music program is on. It will only play music through the Mon.

jack.

.

The

cable for connecting to a

system is not supplied with the unit.

Consult your

for proper cable

iMormation.

see,

PBX

system representative

and

-

all

"How to Set the

PBX

connection

you

How to Check Existing Program Settings

message one will play.

Time (left) Time (right) Special Program

Message # - The message selected Days Time (left) Time (right) Day Program

Message

3. Press [Stop] to cancel the display, or wait ten seconds for the display automatically time out.

-

The time message two stops playing.

-

The time message three starts playing.

-

play (1,2,3, or4).

The day@) the message will play.

-

The time the message starts playing.

-

The time the message stops playing.

-

#

-

The message selected to

play (1,2, 3, or 4).

to

How to Remove Programs

Checking Programs

.

Turn off any active programs

.

Press

[Confirm]

.

Press

[Week], [Special],

To check the existing program settings

1. Press [Confirm].

2. Press [Week], [Special] or [Day]. The

unit shows the current setting for your selection. The information shown

represents the following:

Week Program Message

Days

#

-

The Week program uses messages The day(s) on which new program from scratch.

1,2,

&

or

[Dayl.

-

3.

Removing Programs

.

Turn off any active programs

.

Press

[Clear]

.

Press

[Week], [Special],

to erase. Press [Stop], before you

press a program key, to exit without clearing. The unit plays 3 tones to verify erasure.

Use the [Clear] button to erase all of

the settings for a particular program:

or

Week, Special, a program, all of your original settings

are

lost forever. Generally, use the

[Clear] button when you want to create a

Day. When you erase

or

[Day]

090 190

Model

680

To clear a program

1.

Tum

off any active programs: Week,

Special, Day, or Music.

2.

Press [Clear]. The time is temporarily cleared from the screen, and the blocks indicating the various programs begin flashing.

3.

Select the program you want to erase

(Press Week, Special, or Day), or press [Stop] Three tones play to verify that the program has been erased.

-

to

exit without erasing.

HOW TO SET THE UNIT TO

ANSWER CALLS

-

AUTOMATIC ANSWER

Automatic

To Set Automatic Answer

.

[Weekl, [Special],

To Cancel

.

-

[Weekl, [Special],

Answer

-

and/or

[Day]

and/or

[Day]

After you finish programming the unit, you have to activate it for answering telephone calls. Make sure the appropriate telephone lines are connected to the unit. Remember, you can set more than one program at a time; however, the Day program will ovemde the Week and Special programs, and the Music program will overide all three programs.

To

set

automatic answering

.

Press [Week], [Special], or [Day].

red square appears next

D on the display. The unit is set to answer incoming calls.

To cancel automatic answering

.

Press [Week], [Special], or [Day].

The

red

square next to the W,

extinguishes.

Additional Information

.

Day Program suspends the operation of the Week and Special programs; however, their indicators will remain lit. Music overrides Week, Special, and Day.

-

The

-

to

the W,

-

S,

or

Day program

S,

A

or

D

HOW TO PLAY MUSIC TO A PBX

If you have recorded music for the music on hold feature of a PBX system, use the following

that music to the PBX.

To play music

1.

Connect a cable from the PBX, music-

on-hold input to the

unit).

2.

Move the CPC switch to the

position.

procedure for playing

-

Mon.

jack (rear of

mon.

Model

680

3.

Press

[Music].

in the display. You will hear the music through the units internal speaker. Turn the Monitor knob to adjust the volume.

To cancel music

1.

Press

[Music].

symbol disappears.

2.

Move the CPC switch to the

position.

A musical note appears

-

The musical note

on

090190

To display the number of calls

1.

Press the display the call counter. The display shows the number of calls received by telephone line one.

2.

Additional depressions of the [Call

Counter] button display telephone lines

3.

Press

To clear the call counter

[Call Counter]

2

and

3.

[Stop]

to

cancel the call counter.

-

button

-

to

Additional Information

.

When you turn on the music, all other

programs are suspended.

.

The unit will not answer telephone

calls when music is on.

Call Counter

To View

.

. . .

To reset counter to zero

. . .

CHECKING CALLS CALL COUNTER

-

[Call

Counterl

[Call

Counterl

[Cali

Counterl

[Call

Counterl

[Call

Counterl

-

tel line

-

tel line

-

tel line 3.

-

to return to tel

line

[Clear]

Repeat for each line.

-

1.

2.

1.

-

1.

Press the

you display the line you want to clear.

2.

Press

3.

Press

[Call Counter]

[Clear]

[Stop]

to reset the counter.

to

cancel the call counter.

button until

SPECIAL

FUNCTIONS

Record From Cassette

.

Connect cable - From recorder's

Earphone

.

[Record]

.

Select message - [I], [2], [3], [4],

or [Music]

.

Start playback - cassette recorder

.

[Stop]

jack

to unit's

-to end record, Model

Mlc.

jack

680

I

The call counter shows the number

calls received for each telephone line.

of

RECORDING ANNOUNCEMENTS FROM A CASSETTE RECORDER

You can record your announcements

with a cassette recorder and then transfer

Model

680

them to the Model you store several types of messages on a cassette. You can actually create a library of messages for holidays and other special occasions. Also, if you need to update messages regularly, a cassette

recorder offers an easy way of doing it.

You create your new messages at a time that is convenient for you. Then when telephone activity is low, you transfer them.

To transfer a cassette recording to the

680

Model

1. Connect a cable from the cassette recorder's earphone jack to the Model

680

Mic. input jack (rear of unit).

2. Move the recorder's volume control to its midway position.

3. Press [Record], Model

4. Select the message you are going to

(1,2,3,4 or Music).

record

5.

Place the cassette recorder in playback. You can monitor the playback through the Model Adjust the cassette recorder's volume control, or the Model to obtain the correct recording level. The speaker volume does not affect the record volume level.

6.

Press [Stop] to save the message. Your recording plays back automati-

cally. If you need to, you can erase the message and record it again. (See "How

to

Music.")

680.

This feature lets

-

680.

680

speaker.

680

Mic. knob,

Erase an Announcement or

SAVING ANNOUNCEMENTS TO A

CASSETTE RECORDER

~ou'can create your announcements

680

on the Model

and then transfer them

Saving to a Cassette

.

Connect cable - From recorder's

Microphone

jack

.

Select

.

Start record - cassette recorder

.

[Play]

.

Select message or [Music]. Transfer starts.

.

Stop record - cassette recorder

.

[Stop]

.

Select

to a cassette tape for storage. This is a convenient way of saving existing messages prior to recording new ones.

To save your announcements

1.

Connect a cable from the cassette recorder's microphone jack to the

680

Model

2. Note the position of the

(rear of unit). Move the switch to the mon. position.

3. Start the cassette recorder

mode.

4. Press [Play], Model

5.

Press the number of the message you want to transfer You can monitor the recording through the unit's speaker. Turn the Monitor knob to adjust the volume.

6.

Repeat step 5 for each message you

want to transfer.

7.

Stop the cassette recorder - stop

record.

8.

Press [Stopl, Model

unit time out after transferring the last

message.

9.

Move the original position (default

jack

to unit's

mon.

-

CPC Switch

-

[I],

play - music transfer only

on

-

CPC Switch

Mon. jack (rear of unit).

680.

(1,2,3,4, or Music).

680,

CPC

switch back to its

Mon.

[2],

[3],

to

cassette

CPC

switch

-

record

or let the

=

on).

[4],

-

Model 680

ADDING MEMORY MODULES

A qualified Service representative can add additional recording time to your unit by installing a memory module. The modules come in 64,128, and 256 second sizes. These modules add to your existing record time of 64 seconds. They can increase your record time to the following:

.

128 seconds (64+64)

.

192 seconds (64+128)

.

320 seconds (64+256) To add a memory module

1. Transfer the announce messages that you want to keep to cassette tape. Installing a new memory module will erase your existing messages.

2.

IMPORTANT: Before you remove or install a module, ground yourself to discharge any static electricity.

While the unit is plugged in, grasp

it so that your fingers touch the metal bottom. This will discharge any static electricity.

3.

Unplug the unit's power cable.

4.

Unplug the telephone lines.

5.

Remove the memory module cover from the rear panel (two screws).

6. If the unit has a module installed, remove it. Install the new module.

prevent static electricity damage,

avoid touching any of the plug-in

contacts of the module.

7.

Replace the cover and connect the

power and telephone cables.

8.

Press the

[Reset]

-

To

button on the rear

panel. This will erase all memory.

9.

Record your messages on the new

memory module.

CPC SWITCH

The

CPC

on, off, and mon. The following explains each position:

on

-CPC is the abbreviation for Calling

Party Control. Telephone systems that

use

CPC generate a disconnect signal when a caller hangs up. The Model 680 can detect this signal if the CPC switch is on. This means that the Model 680 will hang up if a caller hangs up during an announcement. This will free your phone line immedi-

ately for the next call.

off

-If the switch is off, the unit will not

be able to detect a

signal. If a caller hangs up during an

announcement, the unit will play the entire announcement, plus any repeat cycles, before hanging up. If your telephone system is causing unwanted disconnects, then you may want to set

the switch to off.

mon.

-Put the switch in the monitor

position if you want to play your

messages out through the mon. jack (rear of unit). You can use this feature for

transfemng your announcements

to a cassette recorder. (See "SAVING

ANNOUNCEMENTS TO A CAS-

SETTE.")

(REAR

switch has three positions:

OF UNIT)

CPC disconnect

090 190

Model

680

DICTAPHONE CORPORATION CUSTOMER

The Dictaphone Corporation is committed to providing you with the worlds finest products backed our guarantee of your complete satisfaction. The Dictaphone guarantee is provided to all of our customers on all of our products, for a period of

replacement product also does not meet Dictaphone specifications, we will remove the product and give you a full refund.

Our commitment beyond product performance. concerns that you might have will Your billing statements will understood. tions that you may generate will and courteous manner.

Dictaphone is committed to making you a permanent customer of our company.

lapsed

product quality and customer satisfaction, please call the

office of the President at satisfbd until you're satisfied.

NOTICES

LIMITED

For equipment other than portables, Dictaphone will:

(a) for a period of ninety delivery make at its expense all necessary adjustments, repairs and parts replacements not occasioned accident, misuse or casualty, and (b) for a period of nine (9) months after said ninety wiil replace without chargeany ribbons. wint wheels and non-recharaeable ktteries)

which de'come broken or defective except

accident, misuse or casualty. adjustment required during such nine (9) month period for the installation of said Purchaser or at Purchasers expense. Dictaphone's obligations during such nine (9) month period shall limited to repair or replacement of broken or defective

SATISFACTION GUARANTEE

90

days following

you

installation. Thereafter,

option to annually extend this

guarantee

Should we

iiect a repair, we will replace the

uctat

Any

telephone calls or written communica-

in

any way regarding this guarantee and policy of

WARRANTY

for up to five years

purchaing annual maintenance

agreements.The guarantee

ensures that you will with the utilization of within your establishment. If the

product does not perform to

specifications for

Dictaphone will repair the

product at no additional cost to you.

be

no

additional cost

to

your satisfaction also extends

Any

be

accurate and easily

be

If,

in your opinion, we have

(800)-343-5838.

(90)

days from the date of

(90)

.park

Any

parts

shall

have the

be

satisfied

the

product

any

reason,

unable to promptly

to

you. If the

Dictaphone Ansafone 680 Operating Procedures Manual

Specifications and Main Features

Frequently Asked Questions

User Manual