Mitel 3600 User Reference Manual

MITEL IP PHONE USER REFERENCE GUIDE

Release 4.0

NOTICE

The information contained in this document is believed to be accurate in all respects but is not warranted by Mitel Networks™ Corporation (MITEL

). The information is subject to change without notice an d should not be construed in any way as a commitment by Mitel or any of its affiliates or subsidiaries. Mitel and its affiliates and subsidiaries assume no responsibility for any errors or omissions in this document. Revisions of this document or new editions of it may be issued to incorporate such changes.

No part of this document can be reproduced or transmitted in any form or by any means - electronic or mechanical - for any purpose without written pe rmission from Mitel Networks Corporation.

Trademarks

M Mitel (design) is a registered trademark of Mitel Networks Corporation. Other product names mentioned in this document may be trademarks of their respective companies and

are hereby acknowledged.

Mitel 3600 Hosted Key System – Mitel IP Phone User Reference Guide

Release 4.0

February 2008

®,™ Trademark of Mitel Networks Corporation

Table of Contents

iii

Introduction. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1

Setting your language . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2

Setting your language for the web interface . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2

Setting your language for the phone text . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .3

Language for Voice Mail . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .3

What's new in Release 4.0 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4

Using the phone system . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4

Using Mitel

5340 IP phones . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .5

Mitel 5340 IP phone . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .5

Initial setup for 5340 phone service . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .6

Activating a 5340 phone . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .6

Answering a call on the 5340 phone . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .7

Using features via the 5340 phone . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 9

Voice mail on the 5340 phone . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .25

Volume control on the 5340 phone . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .25

Using the Mitel 5020/5220/5224 IP phone . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .26

Mitel 5224 IP Phone . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .26

Mitel 5020/5220 IP Phone . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .28

Initial set-up for phone service . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .28

Answering a call . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .30

Making a call . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .32

Using features via the phone . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .33

Account codes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .34

Using call lists . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .36

Company speed dial . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .38

Forwarding your phone . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .39

Handsfree answerback . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .41

Hold . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .41

Intercom Calls . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .42

Join/Leave group . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .42

Line appearance . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .43

Login . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .43

Logout . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .44

Monitored groups . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .45

Monitor call . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .46

Monitor Phone . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .47

Mute . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .47

One-Touch speed dial . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .47

Page . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .47

Park and retrieve . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .48

Speaker . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .49

Transfer call . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .49

Transferring a call to voice mail . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .50

Twinned calls . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .50

Using voice mail . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .51

Mitel IP Phone User Reference Guide

Using volume control . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .51

Using the Mitel 5212 IP Phone . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .52

Initial set-up for Mitel 5212 IP phone service . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .52

Answering a call on the 5212 IP phone . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .53

Making a call on the 5212 IP phone . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .55

Using features via the 5212 IP phone . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .56

Account codes on the 5212 IP phone . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .57

Call list on the 5212 phone . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .59

Redial on the 5212 IP phone . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .60

Company speed dial on the 5212 IP phone . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .60

Directory on the 5212 IP phone . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .61

Forwarding your 5212 IP phone . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .61

Handsfree answerback on the 5212 phone . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .63

Hold on the 5212 IP phone . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .63

Intercom calls on the 5212 phone . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .63

Join/Leave group on the 5212 IP phone . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .64

Line appearance on 5212 IP phone . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .65

Message on the 5212 IP phone . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .65

Monitor Groups on 5212 IP phone . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .65

Monitor Call on 5212 IP phone . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .66

Monitor Phone on 5212 IP phone . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .67

Mute on 5212 IP phone . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .67

One touch speed dial on 5212 IP phone . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .67

Page on the 5212 IP phone . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .67

Park and retrieve on the 5212 IP phone . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .68

Speaker on the 5212 IP phone . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .69

Transfer call on the 5212 IP phone . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .69

Transfer to voice mail from the 5212 IP phone . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .70

Twinned Calls on the 5212 IP phone . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .70

Voice mail on 5212 IP phone . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .70

Volume control on the 5212 IP phone . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .71

Using the Telematrix 3000 phone . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .71

Telematrix 3000 phone . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .72

Initial setup for Telematrix 3000 phone . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .72

Activating a Telematrix 3000 phone . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .73

Answering a call on the Telematrix 3000 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .73

Using the Telematrix 3000 handset . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .73

Using the Telematrix 3000 speakerphone . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .73

Switch from speakerphone to handset on the Telematrix 3000 . . . . . . . . . . . . . . . . . . . . . .74

Answering a second call on the Telematrix 3000 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .74

Making a call on the Telematrix 3000 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .74

Making a second call on the Telematrix 3000 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .74

Using features via the Telematrix 3000 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .75

Joining two calls on the Telematrix 3000 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .75

Account code speed entry on the Telematrix 3000 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .75

Table of Contents

Redial on the Telematrix 3000 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .76

Company speed dial on the Telematrix 3000 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .76

Forwarding the Telematrix 3000 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .76

Handsfree answerback on the Telematrix 3000 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .78

Hold on the Telematrix 3000 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .78

Intercom to co-worker on the Telematrix 3000 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .78

Join/Leave group on the Telematrix 3000 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .78

Line appearance on the Telematrix 3000 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .79

Message on the Telematrix 3000 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .79

Monitor Groups on the Telematrix 3000 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .79

Mute on Telematrix 3000 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .81

One touch speed dial on the Telematrix 3000 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .81

Page on the Telematrix 3000 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .81

Speaker on the Telematrix 3000 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .82

Transfer call on the Telematrix 3000 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .82

Transfer to voice mail from the Telematrix 3000 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .82

Twinned Calls on the Telematrix 3000 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .83

Voice mail on the Telematrix 3000 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 83

Volume control on the Telematrix 3000 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .83

Using a headset . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .84

Connect and configure the headset . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .84

Answer a Call . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .84

End a Call . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 84

Mute . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .85

To make a call . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .85

Switching to the handset . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .85

Using a Programmable Key Module . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .85

Mitel 5310 IP Conference Unit . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .86

Using other phones . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .86

Personalizing phone usage via the web. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 87

Web login . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 87

To stop the security alert at log in . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .88

Forgotten PIN . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .88

Change PIN . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .88

Web logout . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .89

Quick set-up . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .89

Change user details . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .90

Record your name for the Auto Attendant . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .90

Permissions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .91

Permission types . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .92

Configure phone . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .92

Program memory keys . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .93

Program memory keys on PKM . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .94

Programmable memory key features . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .95

Select key mapping profile . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .100

Mitel IP Phone User Reference Guide

Print phone labels . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .100

Call Coverage . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .100

Twinning . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .101

Call groups . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .102

Join/leave call groups . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .102

Directories . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .102

View the internal directory . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .103

View the external directory . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .103

Sort directory list . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .103

Find a person in the internal directory . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .103

Find an entry in the external directory . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .103

Click to Call . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .103

Print a directory . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .104

Dynamic site . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .104

Create a dynamic site . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .105

Release a dynamic site . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .105

View dynamic site information . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .105

Connect your phone on a dynamic site . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .106

Web pages . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .106

My settings . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .106

Company directories . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .107

Getting more help. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 108

Phone Messages. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 108

Glossary . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 111

Index . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 117

Introduction

This document is provided as a reference guide for the use and configuration of your Mitel® 5212 IP Phone, Mitel 5020 IP Phone, Mitel 5220 IP Phone, Mitel 5 224 IP phone, Mitel 5340 IP phone, and Telematrix 3000 phone and the phone system features. The document has two main sections:

1. “Using the phone system” on page 4 provides information on

• The phones and their features

• Making and answering calls

• Using the phones’ features

2. “Personalizing phone usage via the web” on p age 87 provides inform ation on customizing your phone based on your personal preference. Information includes how to

• Set up your call coverage

• Program your memory keys

• Change your PIN

• Record your name announcement for the auto attendant

• View your personal information

Customizations are performed using a web inte rf ace.

Note: The information in this document is also accessible online in the web interface by selecting the Help button at the top or bottom of any page. Context-sensitive help is available by selecting the icon on any page.

Mitel IP Phone User Reference Guide

Setting your language

If your system has been set up for multiple languages, you can set the lan guage for your access to the web interface as well as the phone’s LCD display.

Setting your language for the web interface

To set your language for the web interface, you need four things: (1) your extension, (2) your PIN, (3) the Login URL, and (4) access to the Internet using Internet Explorer 6.0 or later or Firefox 1.5.0.4 or later. These are all available from your administrator.

You first need to determine the Language Selection URL. Your administrator will provide you with a Login URL. The Login URL should be of the form:

https://<Name or IP Address>/webadmin/login/<YourCompany>

Replace the bold part with "select_language" to create the Select Language URL:

https://<Name or IP Address>/webadmin/select_language/company

For example, if your Login URL is:

https://78.1.2.3/webadmin/login/MyCompany

then the Select Language URL will be

https://78.1.2.3/webadmin/select_language/MyCompany

To change your language for the web interface, follow these steps:

1. Start your web browser.

2. Enter the Select Language URL you determined above.

3. Choose your language by selecting the appropriate button.

4. Bookmark this page and use it for all future logins to the system.

5. Type your User ID (your extension).

6. Type your PIN.

7. Select the Login button. The Home page should be displayed.

Setting your language

Setting your language for the phone text

To change your language for the phone text, follow these steps:

1. After logging in to the web interface, select My Personal Details in the Navigation pane. The Personal Details page is displayed with your personal details in the Information p ane.

2. Select your language from the pull down list in the Language for Phone field.

3. Select the Save button to save the information.

Language for Voice Mail

If you have a voice mail box, the language used for the voice mail box will be the same as the language that was originally set (by your Administrator when creating your extension) in the "Language for Phone” field. Modifying the field does not change the voice mail language. If you wish to change the language for your voice mail box, contact your service provider.

Mitel IP Phone User Reference Guide

What's new in Release 4.0

The following document summarizes the changes between Release 3.1 and Release 4.0 of Mitel® 3600 Hosted Key System (3600 HKS).

• Mitel 5340 IP phone—The new 5340 IP phone is a fully-supported MiNET phone in the 3600 HKS system with the same features and capabilities as the existing Mitel 5224 IP phone and with display, memory key, softkey, and fixed key enhancements.

• T eleworking support for noma dic users—With the configured permissions from a telco administrator, user s can create a unique site (Dynamic Site Support) with an IP conne ction to the service provider. A PC reference client monitors any IP address change from which a new site can be created.

• Emergency routing override—On a per-DID basis, a user can set an override to route calls to a PSTN, a mobile, or an alternative extension.

• T enant administrator reco rding of name a nnouncements—T enant administra tors can record the auto attendant name announcement on behalf of the phone end user.

• Monitor keys in key profiles—Users can now add Mo nitor Call and Monitor Phone options to a phone key profile.

Using the phone system

This section explains your phone features and h ow to use them af ter they h ave been enabled through the web interface.

The Mitel 5340 IP phone provides support for all the user functiona lity . It also includes Memory key label LCD display . The setup and operatio n of this phone is described in ““Using Mitel 5340 IP phones” on page 5.

The Mitel 5020 IP phone and the Mitel 5020/5220 IP phone have the same functionality. The Mitel 5224 IP Phone has similar functionality with different feature keys. The setup and operation of these phones are described in “Using the Mitel 5020/5220/5224 IP phone” on page 26.

The Mitel 5212 IP Phone has a smaller set of memory and feature keys than the others. This phone’s setup and operation are described in “Using the Mitel 5212 IP Phone” on page 52.

The Telematrix 3000 phone has similar functionality but without the LCD display . This phone's setup and operation are described in “Using the Telematrix 3000 phone” on page 71.

A Mitel 5310 conference unit can also be connecte d to a Mitel 5224 IP phone to provide optimal hands-free sound quality. See “Mitel 5224 IP Phone” on page 26.

Using the phone system

Using Mitel 5340 IP phones

This section describes the Mitel 5340 IP phones. To set up your new phone service, see “Initial setup for 5340 phone service” on page 6. For a description of your phone, see “Mitel 5340 IP phone” on page 5. Other topics covered in this section are: “Answering a call on the 5340 phone” on page 7, “Making a call on the 5340 phone” on page 8, “Using features via the 5340 phone” on page 9, “Volume control on the 5340 phone” on page 25, and “Voice mail on the 5340 phone” on page “Volume control on the 5340 phone” on page 25.

Mitel 5340 IP phone

The Mitel 5340 IP phone has the following features:

Handsfree speakerphone

• Date/Time Display

• 2-line 20-character backlit Information Area Display

• 3 pages of 16 (total 48) multi-function memory keys with color LEDs

• Memory key label LCD display

• 6 Fixed function keys

• Mute and Speaker keys

• Message Waiting Lamp

• Dedicated headset jack

• Wall mountable

Figure 1: Mitel 5340 IP Phone

Mitel IP Phone User Reference Guide

The Information Area Display shows information about the current telephone call (such as name and number).

There are six softkeys (the three on the right are currently not used). The meaning of each softkey is displayed directly beside the key.

There are three pages of 16 memory keys. The icons a t the bottom of the phone indicate which page is current. The page navigation buttons can be used to switch p ages. The memory ke y labels are also displayed beside each one.

Initial setup for 5340 phone service

To set up your new phone service, follow these steps:

1. Activate your phone. See “Activating a 5340 phone” on page 6.

2. Perform a Quick Set-up. See “Quick set-up” on page 89.

Activating a 5340 phone

To activate a phone you need (1) an extension, (2) a phone, and (3) a PIN. The administrator can provide you with an extension and an initial PIN.

To activate your phone, follow these steps:

1. Disconnect your computer from the network.

2. Plug the phone into the network.

3. Plug the computer into the phone at the port marked PC.

4. Connect one end of the phone power p ack into your phone and the other end into a power

outlet.

Note: If your network is configured with Power Over Ethernet (POE), the above step is not necessary.

5. Wait for the Information Display Area to show "Logg ed Out" (this may t ake 3 0 seconds or

more).

6. Press the ACTIVATE softkey.

The Information Display Area will prompt you for your "Extension:"

7. Enter your extension.

8. If you have login/logout privileges, the Information Display Area will prompt you for your

"PIN:" Enter your PIN, then press the ENTER softkey.

9. If you do not have login/logout privileges, the Information Area Display will show your

extension

Press the YES softkey. You have now successfully activated the phone, and can make calls. See “Quick set-up” on page 89 for information about initial settings you should configure through

the web interface.

Using the phone system

Answering a call on the 5340 phone

When an incoming call is received on a phone, several things happen: (1) the phone r ings, (2) a Line Appearance flashes, and (3) the Information Area Di splay shows the ph one number of the caller and, if known, the name of the caller.

You can answer an incoming call by picking up the handset, pressing the flashing Line Appearance key, pressing the ANSWER softkey, or by pressing the key.

Because the Mitel 5340 IP phone has multiple pages of programmable memory keys, it is possible that the call could appear on a Line Appearance key located on a different page from the one being displayed. In this case, you can still answer the call by picking up the handset, pressing the ANSWER softkey, or by pressing the key.

You can pull back a call that has been answered by a twinned target phone by pressing the corresponding Line Appearance key. See “Twinned calls on the 5340 phone” on page 24

Using the 5340 handset

To answer your phone using the handset, follow these steps:

1. Lift the handset.

Note: If you choose to ignore the incoming call and select a different line appearance,

the line appearance continues to flash but the phone stops ringing.

To end a call while using the speakerphone, choose one of the following:

• Press the END softkey.

• Press the handset.

Using the 5340 speakerphone

To switch from the handset to the speakerphone during a call, follow these steps:

1. Press the key.

2. Replace the handset.

To end a call while using the speakerphone, choose one of the following:

1. Press the END softkey.

2. Press the key.

Mitel IP Phone User Reference Guide

Switch from speakerphone to handset on the 5340 phone

To switch from the speakerphone to the handset during a call, pick up the handset.

To end the call while using the handset, choose one of the following:

• Press the END softkey.

• Replace the handset.

Answering a second call on the 5340 phone

A second incoming call causes three things to happen: (1) the phone rings once, (2) a line appearance flashes, and (3) the Information Area Display shows the number and name of the caller, if known. If the name of the caller is unknown, either the phone number or "Unknown Caller" is displayed.

To answer a second call, choose one of the following:

• Press the flashing Line Appearance key. This puts the active call on hold and answers the

second call.

• End the first call by replacing the handset. The phone will start ringing. Pick up the handset

again to answer the second call.

T o switch between two active calls, press the flashing Line Appearance ke y. This put s the active call on hold, and activates the other call.

Note: If the display shows )) prior to the number calling, this indicates that it is a second call.

Answering a call group call on the 5340 phone

When an incoming call to a call group is received on a phone, the secon d line of the Information Display Area shows the name of the group that was called. The first line continues to display the number and name of the caller, if known.

321: Robin Jones

For: Sales Group

You can answer an incoming call group call by using the handset or the speakerphone.

Making a call on the 5340 phone

To make a call, follow these steps:

1. Lift the handset. This will select the next available Line Appearance. You can also start

dialing the number without lifting the handset. This will automatically select the next avail-

able Line Appearance and operate in speakerphone mode.

Using the phone system

2. T o make an internal call, dial the extension. T o make an external call, dial the prefix required

for external dialing (usually 9) followed by the number you want to call.

When you finish dialing the number the call is placed. If you place an internal call, the Information Area Display shows the extension and name of the connected party once the call is answered. If you place an external call, the Information Area Display shows the name of the connected party, or if the name is unknown, the phone number.

3. To end the call, choose one of the follow ing :

• Press the END softkey.

• Replace the handset.

Note: To use the speakerphone for step 1, press an available Line Appearance key or the key instead of lifting the handset.

4. To end the call before you have completed dialing, choose one of the following:

• Replace the handset if using the handset.

• Select the key if using the speakerphone.

• Press the END softkey.

Making a second call on the 5340 phone

To make a second call while on an active call, follow these steps:

1. Press any available Line Appearance key . This puts the active call on hold, and provides dial tone for a second call.

2. T o make an internal call, dial the extension. T o make an external call, dial the prefix required for external dialing (usually 9) followed by the number you want to call.

3. When you finish dialing the number the call is placed.

4. If you place an internal call, the Information Ar ea Disp lay sho ws th e e xtension and n ame

of the connected party once the call is answered. If you place an external call, the Information Area Display shows the name of the connected party, or if the name is unknown, just the phone number.

5. T o switch between two active calls, press the flashing Line Appeara nce key. This puts the active call on hold, and activates the other call.

Ending one call keeps the second call on hold. To reconnect to the second call, press the flashing Line Appearance key.

Using features via the 5340 phone

This section explains the features available from your phone. Some of these features must be pre-programmed in order to be available. T o learn how to program features to keys see “Program memory keys” on page 93.

Mitel IP Phone User Reference Guide

3-way call on the 5340 phone

Using 3-Way Call, you can set up a phone call among three separate parties.

To activate 3-Way Call, follow these steps:

1. While on an active call, press the CONF softkey. This places the first call on hold, and selects an available Line Appearance. The Information Area Display pr ompts you to enter who to "Conf with:"

2. Enter the phone number of the third party.

3. The system dials the number and displays a "Calling" message along with the caller ID.

4. When the third party answers the call, the Information Area Display updates with the caller

ID.

5. Press the CONF softkey again. The 3-Way Call is now activated.

Notes:

Until the CONF softkey is pressed a second time, the first party will remain on hold and you can talk with the second party privately. By putting a 3-Way Call on hold, the other parties can continue talking. Y o u can use the key instead of the CONF softkey. When using this key you must press twice to activate a 3-way call or you will initiate a transfer instead. If you want the option to leave the conference and leave the two parties connected (when both parties are external), you must have the permission Redirect Inbound Call to External Number enabled. Once the 3-Way Call is established, you can use the transfer feature to transfer both parties to another party.

Joining two calls on the 5340 phone

The 3-way call feature allows you to conference together two calls on your phone's Line appearances. To activate a 3-way call in these circumstances, follow these steps:

1. While on an active call, press the CONF softkey.

2. Select the Line Appearance of the person on hold that is to be connected.

3. Press the CONF softkey again. The 3-Way Call is now activated.

Account codes on the 5340 phone

Users can enter account codes against incoming and outgoing calls to associate those calls with a particular client or account. Once entered, account codes are logged in the call records kept by your service provider and can be provided to you on request. Your administrator can enable and disable the Account Code feature for your busine ss and sp ecify the minimum and maximum valid account code length.

Note: To use the Account Code feature, a user must have a memory key prog ram med with the Account Code feature or be using a phone key profile that has been programmed with the Account Code feature.

Using the phone system

Account code entry on the 5340 phone

Account codes can be entered against incoming and ou tg oin g calls to as so ciat e th os e calls with a particular client or account. Account code entry is accepted before a call is placed or during a call.

To enter an account code before you place a call, follow these steps:

1. Select the Account Code key.

2. Enter the account number using the phone keypad.

3. Press the CALL softkey to start your call. The next available line appearance is selected,

dialtone is heard and your phone display updates.

4. Proceed with making your call.

To enter an account code during a call, follow these steps:

1. Select the Account Code key.

2. Enter the account number using the phone keypad. Y ou hear a tone as you press the phone

keys, but the person on the other end does not. The Informatio n Area Display shows the account code entered.

3. Press the ENTER softkey when you have finished entering the account code.

Notes:

Y ou can re-enter an account code for a call multiple times. The last account code entered is the account code that will be assigned to the call. To cancel the account code entry, press the QUIT softkey. If you enter an account code with an invalid length, the Information Area Display briefly shows "Invalid Account Code". Contact your system administrator to determ ine the valid account code length for your business. You cannot assign an account code to a call once it has been completed.

Account code speed entry on the 5340 phone

Account code entry is accepted before a call is placed or during a call. To use this feature, it must be enabled for your business and you must have a memory key programmed with Account Code and a pre-programmed account code. See “Program memory keys” on page 93.

To enter a pre-programmed account code before you place a call, follow these steps:

1. Select the Account Code key. The Information Area Display briefly shows the account code that has been pre-programmed.

2. The next available line appearance is selected, dialtone is heard an d your phone display updates.

3. Proceed with making your call.

To enter a pre-programmed account code during a call, follow these steps:

1. Select the Account Code key. The Information Area Display briefly shows the account code that has been pre-programmed.

Mitel IP Phone User Reference Guide

Notes:

Y ou can re-enter an account code for a call multiple times. The last account code entered is the account code that will be assigned to the call. To cancel account code entry before the call is placed, replace the handset (or, if using the speakerphone, press the key). Account code speed entry during a ca ll cannot be cancelled. If the pre-programmed account code has an invalid length, the phone LCD briefly displays "Invalid Account Code". Contact your system administrator to determ ine the valid account code length for your business. You cannot assign an account code to a call once it has been completed.

Call Lists on the 5340 phone

Call list on the 5340 phone

Call list keeps a list of the calls that you make and receive. The call list is accessible from your phone. Y ou can redial any calls that you made from the call list. See “Redial on the 5340 phone ” on page 13. You may be able to dial a number from your incoming call list if it is supported by your service provider.

To view the list of incoming calls received, follow these steps:

1. Press the CALLS softkey on your phone. If you have programmed one of your programmable keys as Incoming Calls List, you can press this key instead. The caller's name of the most recent call that you received is displayed. If the name of the caller is not known, the number will be displayed.

2. Use the keys to navigate the list.

3. Press the TIME softkey if you wish to display the time and date of the call.

4. Press the NUMBER softkey if you wish to display the number of the caller.

5. Press the NAME softkey if you wish to display the name of the caller again. If the name is

not known, this option is not available.

6. Press the QUIT softkey to exit from the call list.

To call a number from your incoming calls list (only available if dialing from the incoming call list is supported by your Service Provider):

1. Press the CALLS softkey on your phone (or the Incoming Calls List programmed ke y). The caller's name of the most recent call that you received is displayed.

2. Use the keys to navigate the list.

3. Press the DIAL softkey to make a call to the displayed number.

The next available Line Appearance is selected and the system will attempt to dial the displayed number by prefixing it with the appropriate digits for external dialing (usually "9" or "91" depending on configuration). If the number can be dialed as such, you will hear ringing once the call has been placed. If the number cannot be dialed as such, the call will fail and you will have to dial the number manually remembering to include the proper prefix digits.

Using the phone system

Notes:

The position of the call in the call list is displayed in front of the phone number. The * symbol beside the position of the call means that the call was not answered. *CALLS means that there has been at least one unanswered call since the last time you viewed the list of calls you received.

Redial on the 5340 phone

Using Redial you can view a list of calls that were made and also redial a number in that list without using the keypad. The maximum amount of numbers in your redial list is typically ten but is dependant on your service provider.

To use Redial, follow these steps:

1. Press the REDIAL softkey or the key . The number that you most recently dialed is displayed.

2. Use the keys to navigate the list (if required).

3. Press the TIME softkey if you wish to display the time and date of the call.

4. Press the NUMBER softkey if you wish to display the number dialed.

5. Once the required number is displayed, press the DIAL sof tkey to make the call. The next

available Line Appearance is selected and you will hear ringing once the number has been dialed.

Notes:

The * symbol beside the position number means that the call was not answered. The position of the call in the call list is displayed in front of the phone number. Press the QUIT softkey or the key to exit from the call list .

Company speed dial on the 5340 phone

Using Company S peed Dia l, you can call a numb er from the Exte rnal Dir ectory by pressing a single memory key on your phone. T o use this fea ture, you must have a phone key programmed with Company Speed Dial. See “Program memory keys” on page 93.

To make a call using the company speed dial, choose one of the following:

•Press the Company Speed Dial key for the number you want to call. The system will select

the next available Line Appearance for you and activate the speakerphone.

• Activate the speakerphone and press the Company Speed Dial key.

• Select an available Line Appearance. This will activate the speakerphone. Press the Com-

pany Speed Dial key

• Lift the handset and press the Company Speed Dial key for the numb er you want to call.

Mitel IP Phone User Reference Guide

Directory on the 5340 phone

Using the Directory , you can view the Internal Directory on your phon e's LCD screen and make calls.

Y o u can access the directory with the phone on-hook or of f-hook. To view the directory, follow these steps:

1. Press the MENU softkey. The phone displays the menu options.

2. Press the DIR softkey. The system displays the first name in the directory on the first line of the Information Area Display.

3. Use one of the following options to locate the person that you would like to call:

• Press the number on the keypad for the appropriate first letter of the person's last name. For example, press "5" twice for "K".

• Scroll down or up, using the keys to find the name you want.

4. Once the correct name is displayed, press the DIAL softkey.

Forwarding your 5340 phone

Using the forwarding features, you can forward your phone by following the procedures described in the following sections:

• “Forwarding your 5340 phone to auto attendant” on page 14

• “Forwarding your 5340 phone to co-worker” on page 14

• “Forwarding your 5340 phone to coverage” on page 15

• “Forwarding your 5340 phone to number” on page 15

• “Forwarding your 5340 phone to prompt” on page15.

Forwarding your 5340 phone to auto attendant

Using Forward to Auto Attendant, you can send all incoming calls to a selected auto attendant. Press the Forward to AA key once to turn the feature on. Pres s the key a second time to turn the feature off. The LED on the program med key indicates when the phone is being forwarded.

To use this feature, you must have a key programmed with Forward to Auto At tendant. See “Program memory keys” on page 93.

Note: Note: If you have this feature turned on when you log out of your phone all your calls will be forwarded to the auto attendant.

Forwarding your 5340 phone to co-worker

Using Forward to Co-worker, you can send all incoming calls to a selected co-worker. Press the Forward to Co-worker key once to turn the feature on. Press the key a second time to turn the feature off. The LED on the programmed key indicates when the phone is being forwarded.

Using the phone system

To use this feature, you must have a key programmed with Forward to Co-worker. See “Program memory keys” on page 93.

Note: If you have this feature turned on when you log out of your phone all your calls will be forwarded to your co-worker.

Forwarding your 5340 phone to coverage

Using Forward to Coverage, you can send all incoming calls to the option you selected from My Call Coverage. Press the Forward to Coverage key once to turn the featur e on. Press the key a second time to turn the feature off. The L ED on the programm ed key indicates when the phone is being forwarded.

To use this feature, you must have a key programmed with Forward to Coverage. See “Program memory keys” on page 93.

Note: If you have this feature turned on when you log out of your phone all your calls will be forwarded to coverage.

Forwarding your 5340 phone to number

Using Forward to Number, you can send all incoming calls to a preset phone number. Press the Forward to Number key once to turn the feature on. Press the key a se co nd time to tu rn the feature off. The LED on the progr ammed key indicates when the ph one is being forwarded.

T o use this feature, you must have a key programmed with Forward to Number . See “Program memory keys” on page 93.

Note: If you forward your phone to an external phone number, you must have permission to make that external call and Redirect Inbound Call to External Number permissio n. See “Permissions“ on page “Permissions” on page 91 for instructions on how to view your call permissions. If you have this feature turned on when you log out of your phone all your calls will be forwarded to the number defined.

Forwarding your 5340 phone to prompt

Using Forward to Prompt, you can send all incoming calls to a phone number that you have entered via your phone. The LED on the programmed key indica te s wh en the phone is b ein g forwarded.

To forward to prompt, follow these steps:

1. Press the Forward to Prompt key on your phone. The system will ask you to enter a phone number.

2. Enter the phone number on the phone keypad.

3. Press the ENTER softkey.

To change the phone number for the forward to prompt, repeat the above three steps.

Mitel IP Phone User Reference Guide

To turn forward to prompt off, follow these steps:

1. Press the Forward to Prompt key.

2. Press the FWDOFF softkey.

Notes:

To use this feature, you must have a key programmed with Forward to Prompt. See “Program memory keys” on page 93. The system stores internal extensions, therefore you do not need to press the ENTER softkey. If you forward your phone to an external phone number, you must have permission to make that external call and Redirect Inbound Call to Exter nal Numb er permission. See “Permissions” on page 91 for instructions on how to view your call permissions. If you have this feature turned on when you log out of your phone all your calls will be forwarded to the prompt defined.

Handsfree answerback on the 5340 phone

Using Handsfree answerback, you can have intercom calls automatically answered so that you have a two-way speech connection. See “Intercom to co-worker on the 5340 phone” on page 17.

Press the Handsfree answerback key to turn the feature on. Press the key a seco nd time to turn the feature off. The LED on the programmed key indicates when the Handsfree answerback feature is turned on.

T o be able to activate and deactivate this feature with a key, you must have a key programmed with Handsfree answerback. See “Program memory keys” on page 93.

Y o u can also enable the feature without a key by checking the box for Handsfree Answerback on your Personal Details page (see “Change user details” on page 90).

Hold on the 5340 phone

Using Hold, you can put an active call on hold, and make other calls. The LED of the Line Appearance key flashes to indicate the call is on hold.

To place a call on hold, follow these steps:

1. While on an active call, press the key.

2. The indicator light next to the active Line Appearance changes from green to red and

flashes slowly.

3. To remove the call from hold, press the Line Appearance key.

Using the phone system

Intercom calls on the 5340 phone

Using the intercom features, you can make a page to a selected co-worke r that is broadcast through the speaker on your co-worker's phone.

Intercom to co-worker on the 5340 phone

Using Intercom to Co-worker , you can make a p age to a selected co-worker that is b roadcast through the speaker on your co-worker's phone. Pick up the handset or select a Line Appearance key , then press the Intercom to Co-worker key to start the page to your co-worker . If you press the Intercom to Co-worker key with no line active, the next available line appea rance key will automatically be selected. Note that if your phone is active on a call or in a ringing state, you must select an available line appearance key before pressing the Intercom to Co-worker key.

If your co-worker has the Handsfree Answerback feature configured and activated, then you will also be able to hear your co-worker speak. (See “Handsfree answerback on the 5340 phone” on page 16)

To use this feature, you must have a key programmed with Intercom to Co-worker. See “Program memory keys” on page 93.

Intercom to prompt on the 5340 phone

Using Intercom to Prompt, you can make a page to any co-worker whose number you enter on the phone.

To make a call with Intercom to prompt, follow these steps:

1. Press the Intercom to Prompt key on your phone. The system will ask you to enter a phone number.

If your phone is already active on a call or ringing, you need to press an available Line Appearance key or put the current call on hold before you can use the Intercom to Prompt feature.

2. Enter the phone number of your co-worker on the phone keypad.

Y ou will then be connected to your co-worker and you can speak through their speaker. If your co-worker has the Handsfree Answerback feature configured and activated, then you will also be able to hear your co-worker speak. (See “Handsfree an swerback on the 5340 phone” on page 16).

T o use this feature, you must have a key programmed with Intercom to Prompt. See “Program memory keys” on page 93.

Internal 5340 phone settings

T o configur e internal 5340 phone settings (such as displa y brightness and contrast), select the

key and follow the prompts.

Mitel IP Phone User Reference Guide

Join/Leave group on the 5340 phone

Using the Join/Leave Group feature you can join a Broadcast, Hunt or Rollover call group of which you are a member, using your phone. Only the phones of members who are joined in the group will ring when the call group is called. See “Call groups” on page 102. Press the Join/Leave Group key once to turn the feature on. Press the key a second time to turn the feature off. The LED on the programm ed key indicates when you are logged into the call group.

To use this feature, you must have a key programmed with Join/Leave Group. See “Program memory keys” on page 93.

Line Appearance key on the 5340 phone

Line Appearance keys are required in order to receive incoming calls and to make outgoing calls. The LED on the programmed key indicates the status of the Line Appearance.

• Key is unlit - the Line Appearance is available for an incoming or outgoing call.

• Key is flashing green with a ring tone - an incoming call is available to be answered.

• Key is flashing red without a ring tone - a call is on hold.

• Key is solid - a call is active. If this is green, then a call is active. If this is red, then a twinned call is active on the twinned target phone.

When you have multiple Line Appearance keys, they are ordered from bottom to top, right to left. An incoming call will appear on the first available Line Appearance key.

Y o ur phone will normally have two or three pre-programmed Line Appearances. To be able to handle more simultaneous calls, you must program additional keys with Line Appearance. See “Program memory keys” on page 93.

Note: You can only program Line Appearance keys on page one of the three progammable pages.

Using Login, you can enter your extension into any phone and take ownership of that phone. By doing this, you can direct all incoming calls for your extension to that phone. You must have the appropriate privileges to log out of a phone.

Y ou can only log in to an una ssigned phone (a phone without a user logged in). If a phone has a user logged in, you can log the u ser out b y fo llowing the pr oced ure d escr ibe d in Lo go ut on the 5340 phone. An unassigned phone displays "Logged Out".

To log in to a phone, follow these steps:

1. Press the ACTIVATE softkey on an unassigned phone (a pho ne without a user logged in)

The system prompts you to enter an extension.

2. Enter your extension.

The system prompts you to enter your PIN.

Using the phone system

3. Enter your PIN. Press the # key or the ENTER softkey once you have finished entering

your PIN. The system verifies that the PIN is valid and then it logs you into the phone.

Notes:

If you log in while you are logged in to another phone, the system will log you out of the original phone. You cannot log in or out, or activate a phone, while the phone is on an active call. If you are not logged into a phone, all calls to your extension will go directly to call coverage. If you have not been assigned the privileges required to log out of your phone you will not be prompted for a PIN when you log in. Y ou will not be prompted for a PIN when you log in to a phone with a location extension.

Logout on the 5340 phone

To log out of a phone, follow these steps when your phone has no calls connected:

1. Press the MENU softkey.

2. Press the LOGOUT softkey. The phone displays a confirmation message.

3. Press the YES softkey to proceed. The phone will display the message "Logout successful",

confirming that you are logged out of the phone and the system. Incoming calls will be forwarded to Call Coverage. The phone returns to a logged out/unassigned idle state.

Notes:

If your phone has been locked you cannot log out of the phone. The LOGOUT softkey is not be displayed on your phone. Contact your system administrator for assistance. You cannot log in or out, or activate a phone, while the phone is on an active call. You can use the key instead of the QUIT softkey. After you have logged out of the phone, callers to your extension will be directed to your call coverage target. If no call coverage target is set, the phone will ring until the caller hangs up. If the primary member of a Monitor Group logs out of the phone, calls to the Monitor Group will still ring any secondary phones and will redirect to the primary member's call coverage target after the configured number of rings. For more information about Monitor Groups, se e “Monitor call on the 5340 phone” on page 20. If a logged out phone has twinning configured, the twinning target phone will ring and the call will be redirected to the logged-out phone's call coverage target after the configured number of rings.

Monitor groups on the 5340 phone

Using the Monitor Groups feature, your calls can be monitored and answered by other users or you can have your phone monitored for activity. T o enable the Monitor feature, cont act your administrator and provide a list of users that you would like to have monitor your calls or phon e. The administrator will create a Monitor group in your name with the people in your list as members of the group. There is no other action that needs to be taken on your part.

Mitel IP Phone User Reference Guide

If you requested to have your calls monitored, calls to o ne or m or e of your Li ne App ear an ce s will automatically ring on your Monitor group member phones provided that they have configured the appropriate number of Monitor Call or Monitor Call Silent keys on their phone.

When a member of your Monitor group has answered one o f your calls, the Line Appear ance on your phone will still indicate the state of the call.

• A flashing key without a ring tone indicates that the call is on hold.

• A lit key indicates that the Line Appearance is in use.

If you requested to have your phone monitored, wh en your phone is in use the group member s phones will show a lit LED against the Monitor Phone key they have configured on their phone.

Notes:

If you are part of a Monitor Group, you can put a call on hold and either the primary group member or other phones in the group can pick up the call. Your call coverage still applies when you are in a monitor group. A Monitor Phone key also acts a speed dial to the monitored extension. Monitor Groups is only applicable to users who are using Mitel IP phones.

Monitor call on the 5340 phone

Using the Monitor Call or Monitor Call Silent feature, you can monitor and pick up calls occurring on another user's phone. To use this feature,

• You must be a member of a Monitor group. A Monitor group defines the user that is being monitored (primary group member) and which users can mo nitor calls for the primary group member (secondary group members). Only the administrator can add a Monitor group or change the members of an existing Monitor group.

• Y ou must have the same number of p hone keys programmed with Monitor Call or Monitor Call Silent as the number of simultaneous calls that you want to monitor on the primary group member's phone. The maximum n umber of simultane ous calls that you can monitor for one Monitor Primary equals the number of Line Appearan ces that the Mon itor Primary has programmed on their phone.

For example, if you have one Monitor Call/Monitor Call Silent key pr ogrammed for a Monitor Primary, you will only be able to monitor one incoming or outgoing call at a time. If you have two Monitor Call/Monitor Call Silent keys programmed for a Monitor Primary, you will be able to monitor two incoming or outgoing calls at a time and so on. There is no direct correspondence between a Monitor Call/Monitor Call Silent key and a Line Appearance key on the Monitor Primary's phone. The Line Appearance that the first call occurs on (not necessarily the first Line Appearance) will be monitored by the first Monitor Call/Monitor Call Silent key, the Line Appearance that the second call occurs on (not necessarily the second line appearance) will be monitored by the second Monitor Call/Monitor Call Silent key and so on. See “Program memory keys” on page 93.

The Monitor Call/Monitor Call Silent key indicates the state of the Line Appearance on the primary group member's phone that is being monito red. The only dif ference between Monitor

Using the phone system

Call and Monitor Call Silent is that your phone will not ring to indicate an incoming call to the

Primary member. For example:

• A flashing Monitor Call key with a ring tone indicates an incoming call to the Line Appearance.

• A flashing Monitor Call key without a ring tone indicates that the call is on hold.

• A flashing Monitor Call Silent key without a ring tone indicates an incoming call to the Line Appearance or that the call is on hold.

• A lit Monitor Call/Monitor Call Silent key indicates that the Line Appearance is in use.

To answer a call occurring on the primary group member's phone, follow these steps:

1. When the Monitor Call/Monitor Call Silent key is flashing, lift the handset.

2. Press the Monitor Call/Monitor Call Silent key.

1. Press the Monitor Call/Monitor Call Silent key to answer the call in speaker mode.

Note: By putting a call on hold, either the primary group member or other Monitor phones

can pick up the call.

Monitor phone on the 5340 phone

Using the Monitor Phone feature, your phone ca n be monitor ed by other user s. To enable the Monitor Phone feature, contact your administrator and provide a list of users that you would like to have monitor your phone. The administrator will create a Monitor group in your name with the people in your list as members of the group. There is no other action that needs to be taken on your part. When you are using your phone, members of your call group will be able to see that the phone is in use provided that they have programmed a memory key to view activity on your phone.

When you use your phone a member of your Monitor group will see the LED of the memory key that they have programmed to monitor your phone light up.

Mute on the 5340 phone

Using Mute, you can silence any sound from the phone. This does not p revent incoming sound from being heard. Press the key during a call to activate Mute. The LED on the key indicates when Mute is active.

One touch speed dial on the 5340 phone

Using One Touch Speed Dial, you can make a call to a pre-programmed number. To use this feature, a programmable key must be programmed as a One T ouch Sp eed Dial. See “Program memory keys” on page 93.

Mitel IP Phone User Reference Guide

To use One Touch Speed Dial, choose one of the following:

• Lift the handset and press the One Touch Speed Dial key.

• Press an available Line Appearance key, to activate the speakerphone, and then press the One Touch Speed Dial key.

•Press the One Touch Speed Dial key. This will select an available Line Appearance and activate the speakerphone.

Page on the 5340 phone

Using Page, you can send a page to all of the phones at your site. The page is broadcast through the speaker of each available phone. To use this feature, you must have a memory key programmed as a Page key. See “Program memory keys” on page 93.

To page all of the phones at your site, follow these steps:

1. Select a memory key programmed with the Page feature.

2. Your Information Area Display shows "Calling: Site Page" while the system identifies the

available phones at your site. When the system is ready for you to begin your page, you will hear an alert tone and the Information Area Display shows the number of phones being paged.

3. Speak into the handset or the speakerphone.

4. To end the page, you have the following options:

• Replace the handset if using the handset.

• Select the key.

• Select the END softkey.

Note: A page will not be broadcast on phones that are busy. If you select Page while there is already a page in progress, the system will wait until the page in progress is completed before your pa ge is started. Y our Information Area Display will show "Calling: Site Page" and you will hear ringing while you are waiting. On the phones receiving a page, the phone LCD screen displays the name of the user who originated the page and an END softkey. The user receiving the page can stop the page to their phone by selecting the END softkey.

Park and retrieve on the 5340 phone

Using Park and Retrieve, you can put a call on hold at a p ark location so that it can be retrieved from any other phone at your business. T o use this feature, a memory key must be programmed as a Park/Retrieve key. See “Program memory keys” on page 93.

To put a call on hold at a park location, follow this step:

1. While on an active call, select a memory key programmed with the Park/Retrieve feature.

The system places the call on hold at a park location. The park location is displayed on your Information Area Display. You are no longer connected with the caller and your phone returns to the idle state.

Using the phone system

To retrieve a parked call, follow these steps:

1. From an idle phone, lift the handset. This will select the next available Line Appearance. Select a memory key programmed with the Park/Retrieve feature. The Information Area Display prompts you for the "Park Location:".

2. Enter the required park location using the phone keypad. The system connects you with the caller who was on hold at the park location . Th e Info rmation Area Display shows the caller's name (if known) or number.

Notes:

To cancel the retrieval of the parked call, press the QUIT softkey. If you enter a park location where there is no caller on hold, the Information Area Display will briefly show "No Parked Call". There are nine park locations a vailable (1 through 9). If all park loca tions are in use when you try to park a call, the Information Area Display will briefly show "Park Locations Full" and the call will be placed on hold. If the call is left parked for 30 seconds, the phone of the person who parked the call will beep and the Information Area Display will briefly show "Call parked at: " with the park location number to remind you that a call that you parked has not been retrieved.

Speaker on the 5340 phone

Using Speaker, you can turn the speakerphone on your phone on and off. To use Speaker, press the key.

Transfer call on the 5340 phone

Using Transfer, you can transfer a call from one phone to another. To transfer a call, follow these steps:

1. While on an active call, press the TRANS softkey. The system places the call on hold, and the Information Area Display prompts you with the "Transfer To:" message.

2. Enter the extension or phone number of the person to whom you want to transfer the call, or press a One-Touch Speed Dial key, or press a Line Appearance key that has a call on hold.

3. Press the TRANSFER softkey once you hear ringing. Y ou can also press the TRANSFER softkey after the additional party has answered. The Information Area Display shows the message "Transfer Complete" for approximately five seconds before returning to an idle state.

If you enter an invalid extension during a transfer , th e Information Area Display sho ws "Invalid Extension". To reconnect with the original caller, follow these steps:

1. Press the END softkey.

2. Press the flashing Line Appearance key.

3. Try to transfer the call again.

Mitel IP Phone User Reference Guide

If you choose not to complete the transfer , press the QUIT softkey, then press the flashing Line Appearance key to retrieve the original call.

Note: You can use the key instead of the TRANS or TRANSFER softkey.

Transfer to voice mail from the 5340 phone

If your administrator has configured an auto attendant for voice mail deposit, you can transfer a caller directly to a co-worker's voice mail box.

To transfer a call to voice mail, follow these steps:

1. While on an active call, press the key or the TRANS softkey. The system places the call on hold, and the Information Area Display prompts you with the "Transfer To:" message.

2. Enter the extension of the auto attendant that your administrator h as created for voice mail deposit.

3. Select the auto attendant voice mail deposit optio n and enter the extension of the co-worker to whom you are transferring.

4. Press the TRANSFER softkey (or the key) to complete the transfer . The Informa- tion Area Display shows the message "Transfer Complete" for approximately five seconds before returning to an idle state.

Twinned calls on the 5340 phone

If you have configured your phone to be twinned to another external phone (the twinning target), then incoming calls will simultaneously ring the other phone as well.

If you answer the call on your desk phone, the twinning target phone will stop ringing.

If you answer the call on your twinning target phone, the Line Appearance key on your desk phone will remain lit. To pull back the call to your desk phone, simply press the corresponding Line Appearance key. The call will be disconnected from the twinning target phone and you will be connected on your desk phone.

Note that if neither your desk phone nor the twinning target phone answer an incoming call, your call coverage setting will determine what happens to the call (see “Call Coverage” on page 100). If the other phone has a voice messag e service associated with it, then your twinning target phone's voice message service may answer the call first. If you want to avoid this situation, then you should ensure that your call coverage is co nfigured to answer calls before the twinning target phone's voice message service.

+ 98 hidden pages

Mitel 3600 User Reference Manual

Specifications and Main Features

Frequently Asked Questions

User Manual

Introduction

Setting your language

Setting your language for the web interface

Setting your language for the phone text

Language for Voice Mail

What's new in Release 4.0

Using the phone system

Using Mitel 5340 IP phones

Mitel 5340 IP phone

Initial setup for 5340 phone service

Activating a 5340 phone

Answering a call on the 5340 phone

Using features via the 5340 phone