Mitel 6930 SIP User Manual

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MIVOICE OFFICE 400

MITEL 6930 SIP

USER GUIDE

eud-1764_en / 2.1 – R6.0 – 10.2018

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NOTICE

The information contained in this document is believed to be accurate in all respects but is not warranted by Mitel Networks Corporation. The information is subject to change without notice and 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 documen t can be reproduced or transmitted in any form or by any means

- electronic or mechanical - for any purpose without written permission from Mitel Networks Corporation.

TRADEMARKS

The trademarks, service marks, logos and graphics (collectively “Trademarks”) appearing on Mitel's Internet sites or in its publications are registered and unregistered trademarks of Mitel Networks Corporation (MNC) or its subsidiaries (collectively "Mitel") or others. Use of the Trademarks is prohibited without the express consent from Mitel. Please contact our legal department for additional information: legal@mitel.com

For a list of the worldwide Mitel Networks Corporation registered trademarks, please refer to the website: http://www.mitel.com/trademarks

Mitel 6930 SIP

eud-1764/2.1 – 10.2018

®, ™ Trademark of Mitel Networks Corporation

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Welcome...

Welcome to the user guide for the desk phones Mitel 6930 SIP for MiVoice Office 400 communication systems.

This user's guide will assist you with the use of your phone and introduce you step by step to the functions and configuration. If you require further technical support or information on other products of Mitel, please visit our website www.mitel.com

Mitel eDocs.

This user's guide is relevant only for Mitel SIP phones connected to a MiVoice Office 400 communication system. Other user’s guides are available for operation on other communication systems or for direct operation via a SIP provider. Consult your system administrator if you are unsure whether you have the correct user’s guide for your requirements.

Notes: • Not all listed functions are available by default. Contact your system

administrator to learn more about the available features and services in the MiVoice Office 400 communication system.

• Your system administrator has the option to individually set some of the phone's features. In this case your default values will differ from the default values described in this user's guide.

• Some functions are offered both from the MiVoice Office 400 communication system and locally from your Mitel SIP phone. Since the MiVoice Office 400 communication system does not fully support local functions, we recommend you to always have your system administrator do the configuration work or use the Self Service Portal yourself (see chapter

MiVoice Office 400 Self Service Portal", page 9).

, use our Mitel DocFinder or find the document on

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Welcome...

Safety information

Failure to observe this information can be hazardous and infringe existing laws.

Connections

Always plug the phone cable connectors into the appropriate sockets. Do not modify the connections in any way.

Power supply

Your phone can be supplied with power in various ways. Pay attention to the information given by the system administrator.

Note: The device will be inoperable when the mains power for the communication sys-

tem fails.

Metal objects

Telephone receivers produce magnetic fields that can attract small metallic objects such as pins and staples. To avoid injury, do not place the handset where such objects can be picked up.

Maintenance

• Make sure all installation and repair work is carried out by a specially qualified technician.

• Always use a soft, moistened, or anti static cloth to clean your device. Do not use chemicals or other chemical products.

Cost control and data protection

You should protect your phone with a PIN so that no-one can make phone calls at your expense. A code will also protect your personal settings.

Ambient conditions

• Only operate the device in a temperature range of +5 °C to approx. +40 °C.

• Avoid direct sunlight and other sources of heat.

• Protect your device against the moisture, excessive dust, corrosive liquids and steam.

• Do not expose your device to electromagnetic fields (for example: electric motors, household appliances). The speech quality could be affected.

Disposal

Be sure to dispose of your device, batteries and its packaging in an environmentally compatible way. Electrical equipment does not belong in domestic waste. Deposit it at a return center.

Accessories

Use original accessories or specifically approved accessories only. The use of other accessories may decrease performance or pose a risk to your health or safety.

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Welcome...

Document information

• Document number: eud-1764

• Document version: 2.1

• Based on: MiVoice Office 400 R6.0

• Valid as of: MiVoice Office 400 R6.0

• Document date: 10.2018

• In PDF Viewer, click on this link to download the latest version of this

document:

https://pbxweb.aastra.com/doc_finder/DocFinder/eud-1764_en.pdf?get&DNR=eud-1764

or find the document on: Mitel eDocs.

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Content

Welcome... . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3

Safety information . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4

Document information. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5

Information about the MiVoice Office 400 communication system. . . . . . 8

Keys, display, and menu guidance. . . . . . . . . . . . . . . . . . . . . . . . . . . . . 10

Key designations and sockets. . . . . . . . . . . . . . . . . . . . . . . . . . . 11

Display symbols . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 14

Operating your phone . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 17

Accessory support. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 23

Phoning . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 30

Making calls . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 31

Initiating calls. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 34

Using functions before/while in a call . . . . . . . . . . . . . . . . . . . . . 41

Using further functions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 53

Overview of available functions. . . . . . . . . . . . . . . . . . . . . . . . . . 59

Organizing absences from the desk . . . . . . . . . . . . . . . . . . . . . . 64

Operating call lists and voice messages. . . . . . . . . . . . . . . . . . . 69

Operating system events . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 72

Organization within the team (busy lamp field) . . . . . . . . . . . . . . 73

Line keys on a key telephone . . . . . . . . . . . . . . . . . . . . . . . . . . . 76

Using functions with Mitel OpenCount . . . . . . . . . . . . . . . . . . . . 77

Setting functions by remote control. . . . . . . . . . . . . . . . . . . . . . . 78

Personalizing your phone. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 80

Configuring the display . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 81

Configuring the audio properties . . . . . . . . . . . . . . . . . . . . . . . . . 81

Configuring general phone settings . . . . . . . . . . . . . . . . . . . . . . 84

Protecting yourself against calls . . . . . . . . . . . . . . . . . . . . . . . . . 88

Phone book management. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 89

Configuring voice mail. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 90

Configuring presence profile . . . . . . . . . . . . . . . . . . . . . . . . . . . . 91

Configuring keys . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 93

Operator phone . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 96

Operator phone. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 97

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Setting the operator phone. . . . . . . . . . . . . . . . . . . . . . . . . . . . 100

Using an operator phone . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 101

Auxiliary reception phone. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 105

Auxiliary reception phone . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 106

Operating the auxiliary reception phone. . . . . . . . . . . . . . . . . . 107

Product and safety information . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 116

Safety information. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 117

Product information . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 117

Data protection . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 118

Index . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 119

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Information about the MiVoice Office 400 communication system

One number user concept

Your system administrator can set up several phones for you, all of which have the same phone number (one number user concept). You have only one name and phone number with which to identify yourself to your call partners, regardless of which of the phones you use to make your calls. The advantage is that callers can reach you by using the same phone number, wherever you happen to be.

With personal call routing, you can define to which phone (or phones) incoming calls must be routed (see the chapter " routing", page 53).

Some of the benefits of the one number user concept are:

• With Ring Alone, you can choose on which phone calls are signaled

acoustically (see chapter "

• Your system administrator can set whether you are busy for further

incoming calls (indicate to the caller that you are busy if you are on another call).

• You can make outgoing calls using the other terminals while you are

already on a call.

• Call lists and contacts stored on the MiVoice Office 400 communication

system are available on all your phones and are automatically synchronized.

• An announcement is made on all phones that support announcements.

• Fast Take (*88) allows you to receive an incoming call on any of the

phones while you are already on a call on another phone.

Activating Ring Alone", page 55).

Activating personal call

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Information about the MiVoice Office 400 communication system

MiVoice Office 400 Self Service Portal

The Self Service Portal is a web-based application for phones on a MiVoice Office 400 communication system. The Self Service Portal helps you configure and modify your personal phone settings (for example: key configurations, labels for configurable keys, display language, and so on) directly and autonomously using your PC.

After you receive your user account details for the Self Service Portal from your system administrator and after you log on to the portal, the home page displays an overview of all your phones. See the Self Service Portal online help for further information about specific topics.

Contact your system administrator for the credentials for access to the Self Service Portal.

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Keys, display, and menu guidance

The following sections provide an overview of the keys and sockets available on your phone and their usage.

Key designations and sockets . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 11

Display symbols . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 14

Operating your phone. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 17

Accessory support . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 23

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Keys, display, and menu guidance

Key designations and sockets

The following figure shows the keys on the phone.

S1...S24

1011

T1... ...T44

Mitel 6930 SIP Phone

The following table describes the keys on the phone with regard to the figure:

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Keys, display, and menu guidance

No.Key icon Key name Description and Usage

1 Handset 2Display Color screen:

• top left: line number, name

• top right: status display (displays symbols)

• bottom right: status notifications

• Middle: Display, depends on phone status

3 Message LED Color and status signal a specific event.

4 Navigation key with

selection key

Horizontal navigation keys

Vertical navigation keys Navigating in the sub-menus of the options list.

Selection key • Selecting a menu item.

5 End key

6 Redial key Calling up the list of last dialed numbers.

7 Hold key • Holding an active call.

8 Mute key

10 Hash key Entering # or special characters.

Loudspeaker/headset key with LED

Four directional keys (up, down, left, and right) on the navigation cluster that can be used to navigate through the various applications and settings menus. The centre key acts as a Select button.

• Switching between the display in idle state and line selection.

• Navigating in the options list.

• Confirming settings.

• Ending a call.

• Back to display in idle state.

• Exiting editor without changes.

• Taking back a call from hold.

Muting the microphone so that the caller cannot hear you (the LED beside the key turns on when the microphone is on mute).

• Activating/deactivating open listening.

• Activating/deactivating handset microphone.

• Activating/deactivating headset microphone.

11 Alphanumeric keys (A-Z,

a-z, 0-9)

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Entering characters and digits.

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Keys, display, and menu guidance

No.Key icon Key name Description and Usage

12 Asterisk key Entering * or space.

13 Volume keys Adjusting volume.

14 Settings key Calling up a local settings menu (options list).

15 Voice mail Accessing your voice mail service.

16 Call history • Calling up the call history menu:

– unanswered – answered – redial list

17 Directory lookup Calling up the directory lookup.

18 Bottom softkeys S1-S24 Five freely configurable keys on which a total of

24 functions or call numbers can be configured. Default functions are automatically set by the MiVoice Office 400 communication system. You can configure additional functions. If more than five functions or call numbers are configured, the fifth key is used to switch levels. The next levels give access to functions or call numbers on keys on or above key five.

19 Rear:

• Connection for expansion key module.

• Connection for power supply.

• Connection for USB 2.0; this port can also be used to plug a headset with an audio dongle.

• GigE dual connection for PC and LAN.

• Connection for headset.

• Connection for Power over Ethernet (PoE), class 2.

• Connection for wall mounting.

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Keys, display, and menu guidance

No.Key icon Key name Description and Usage

20 Speaker

21 Left/right programma-

depending on the configuration

ble keys T1-T44 with LED

Twelve freely configurable keys that can be set up for various functions, call numbers, or busy lamp fields. If more than twelve functions, call numbers, or busy lamp fields are configured, the bottom key is used to switch levels. The next levels give access to functions or call numbers on keys on or above key twelve. The LED associated with the key indicates the functional state.

Display symbols

Status bar

Missed calls

New voice message

Note: If there are more than nine missed calls, the number of missed calls are dis-

Note: The icon USB deactivated is displayed when the phone is powered using Power

14 Mitel 6930 SIP

played as exclamation mark. The exclamation mark is also displayed in special circumstances, for example, if there is a voice mail message or a notification / call back request.

Headset connected

Unconditional call forwarding activated

Do not disturb (if busy)

Operator queue

USB deactivated

over Ethernet or if one or more expansion key modules are connected. In order to be able to use the USB connection, you must power your phone using PoE+ or the power supply available as an option.

Call recording activated

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Keys, display, and menu guidance

Status bar

Presence state: Available (default)

Presence state: Meeting

Presence state: Absent

Presence state: Busy

Presence state: Not available

Phone locked

Call connection states, information (main window)

Phone in dial mode

Incoming call

Call connected

Outgoing call

Call on hold

Active conference

More keys available

Voice message unread

Voice message retrieved

Mitel Hi-Q™ audio technology

Voice Mail mode: Recording allowed

• Data/voice encryption

• Voice Mail mode: Recording not allowed

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Keys, display, and menu guidance

Presence state

Available (default)

Meeting

Absent

Busy

Not available

Settings key

Language

Time and Date

• Settings

• Time Zone

• Set Date and Time

Operating your phone

Most keys and functions are described in the key legend. Other overviews and operating aids can also be found here.

Overview system menu

The system menu is accessed using the softkey Menu. This contains the following menu entries. Refer to the relevant chapters of this user’s guide for further information on these menu entries.

MiVoice Office 400 System menu

1. Hotel menu

2. System events

3. Call lists

4. Directory Lookup

5. Voice Mail

6. Call forwarding

7. Presence

8. Personal call routing

9. Lock / Unlock phone

10. Alarm melodies

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Keys, display, and menu guidance

MiVoice Office 400 System menu

11. Software Version

Note: • The Hotel menu appears only when your system administrator has

defined you phone as a auxiliary reception phone in the system.

• The System events option appears only when there is a new system events for your phone.

• Few options may or may not appear in the System menu depending on the configuration done by your system administrator in the MiVoice Office 400 communication server.

Using a softkey/navigation key

Softkeys are the keys that are automatically configured with contextdependent functions by the MiVoice Office 400 communications system. The functions are displayed on screen and operated with the navigation key. The softkeys are set to the most commonly used functions, with the right softkey always being the More key ( ) when more softkeys are configured than can be displayed. The More key is needed to switch between the key levels. The number of dots indicates the number of levels as well as on which level you currently are.

A menu can have several sub-menus. Press the suggested softkey to access the sub-menu or the selection of available editing options or to carry out an action.

Free configurable keys

Your phone is equipped with freely configurable keys. Popular functions are set for a specific configurable key by default by your system administrator (see " page 19). The remaining configurable keys can be configured with a specific action type: Call number, function, KT line, busy lamp field. The KT lines and the busy lamp fields can be configured only on the top softkeys and the keys of an expansion key module.

As soon as you have configured more keys than can be displayed, the More key ( ) will appear. The number of dots indicates the number of levels as well as relative position. Press the More key in order to switch from one level to another.

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Function key configuration (default key setting) - Overview",

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Keys, display, and menu guidance

The key configuration is not made directly on the phone. Available settings for the key configuration:

• MiVoice Office 400 communication system: The configuration is made by your system administrator in the communication system.

• Self Service Portal: You can use the Self Service Portal (see chapter

MiVoice Office 400 Self Service Portal", page 9) where you can config-

" ure, change, or delete the keys.

For information about freely configurable keys, see the chapter "Configuring keys", page 93.

Note: A key that you have configured locally on your phone can not be displayed

or overwritten in the Self Service Portal. Therefore, always configure your keys using the Self Service Portal of the MiVoice Office 400 communication server.

Function key configuration (default key setting) Overview

The phone on the MiVoice Office 400 communication system is delivered with the default function key configurations summarized in the following table. Note that your system administrator might change the default configuration and your phone configuration might therefore differ from the default configuration.

Function key Mitel 6930 SIP Mitel 6930 SIP if defined as free seating

phone

Key T1 Personal Line 1 Personal Line 1 Key T2 Personal Line 2 Personal Line 2

Key T3-T44 Empty Empty

Key S1 System menu System menu Key S2 Call forwarding menu Free seating: Log in/Log out Key S3 Take (pick up own call) Request a callback Key S4 Call routing menu Empty Key S5 Empty Empty Key S6 Phone lock on/off Empty Key S7 Request a callback Empty

Key S8-S24 Empty Empty

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Keys, display, and menu guidance

Overview alphanumeric keyboard

The alphanumeric keyboard has a dialpad with digits from 0 through 9, a * key, and a # key. Of these, keys 2 through 9 contain letters of the alphabet. These dialpad keys can be used for entering digits, password, text, and special characters, and also for quickdial. You can use the alphanumeric keyboard to dial a phone number to make a call and to press keys as required by an Interactive Voice Response (IVR) system. Press the relevant key repeatedly until the character you want is displayed.

The alphanumeric keypad is set to the characters listed in the following

table.

Upper case Lower case

1 . : ; = _ , - ’ & ( ) [ ] $ ! 1 . : ; = _ , - ’ & ( ) [ ] $ !

A B C 2 Ä Á À Â Ã Æ Å Ç А Б В Г a b c 2 ä á à â ã æ å ç a б в г

D E F 3 É Ê Д Е Ё Ж Э d e f 3 é è ê Д e ë ж з

G H I 4 Í Ï Î И Й К Л g h i 4 ì í ï î и й к л

J K L 5 М Н О П j k l 5 м н о п

M N O 6 Ñ Ö Ó Ò Ô Õ Ø Р С Т У m n o 6 ñ ö ó ò ô õ ø р с т у

P Q R S 7 ß Ф Х Ц Ч p q r s 7 ß ф х Ч ч

T U V 8 Ü Ú Ù Û Ш

W X Y Z 9 Ь З Ю Я w x y z 9 ь з ю я

* <Space> * <Space>

# / \ @ # / \ @

Please note that actual key configuration depends on which keypad is used.

Please note that the actual character selection is dependent on the language

selected.

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Щ Ъ Ы t u v 8 ü ú ù û ш щ ъ ы

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Keys, display, and menu guidance

Entering text

Entering numbers and letters: In text mode, you can switch between digit and letter input using the abc / ABC / 123 softkey.

Correcting entries: To delete an incorrect character, use the Backspace softkey.

Confirming entries: To confirm an entry or selection, use the Select soft- key.

Resetting entries: An entry or selection can be reset using the Reset soft- key.

Closing editor without saving: With the Back softkey, you can cancel the entry without saving or go back to the idle state in the menu.

LED overview

Message LED: State Description

Flashes fast • Incoming call

• Appointment call

Flashes slowly • New voice message

• Callback requested / Notification

Lit Phone locked

LED in line key: State Description

Does not light up Line free

Flashes fast (in red) Incoming call

Lit (in solid red) Connected

LED function key or busy lamp field key: State Description

Does not light up • Function is deactivated

• User free (busy lamp field )

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Keys, display, and menu guidance

LED function key or busy lamp field key: State Description

Flashes fast User is being called (busy lamp field )

Lit • Function is activated

• User busy (busy lamp field )

LED call list key: State Description

Lit Missed calls

Note:

If your system administrator selected the call list display type Picture ID (see chapter " list", page 69), the LED will only light up when you press the call list key.

Editing options for the call

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Keys, display, and menu guidance

Accessory support

Mitel M695 Programmable Key Module (PKM)

Connecting programmable key modules to your phone gives you additional, freely configurable keys. You can connect up to three Mitel M695 PKMs next to each other on the right of the phone. The Mitel M695 module has three levels, each with 28 keys; therefore giving 84 configurable keys in total on one module.The Mitel M695 PKM has the following properties:

• Features a 4.3 in. 480x272 pixel color backlit LCD display that provides a unified graphical user experience with the phone.

• 84 configurable keys (28 keys on each level). Three expansion key modules give 252 configurable keys.

• Each key has an LED for visual signaling.

• The keys on the module support room key and operator-key configurations.

• The configurable keys of the module are operated the same way as the configurable keys of your phone.

• The image icons for the busy lamp field keys do not appear on the Mitel M695 expansion module. The expansion module shows only icons with the initial letters.

• The keys must have been configured either by your system administrator or by yourself in the Self Service Portal (see chapter " Office 400 Self Service Portal", page 9).

MiVoice

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Keys, display, and menu guidance

No.Key Description

1 A1-A84 function keys

(3 key levels, 28 keys each)

2 Function key for level 1,

2, 3

Freely configurable keys. An LED is located next to each function key signaling the functional state.

Call up the desired level.

Mitel Wireless LAN Adapter

The Mitel Wireless LAN Adapter is a wireless bridge that can add wireless connectivity functionality to your phone. It allows your Ethernet-enabled phone to join a secure, high-speed network. It is software transparent, which means that in order to use the adapter, no changes to drivers, management tools, or applications are needed.

Following are the main features of the Mitel Wireless LAN Adapter:

• Adds robust, secure wireless capabilities to Ethernet devices: The Mitel Wireless LAN Adapter enables any Ethernet device to become an

802.11a/b/g/n dual band wireless network device, so that the device can be operational anywhere in your premises.

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Keys, display, and menu guidance

• Dual band IEEE 802.11a/b/g/n support: The adapter is designed to communicate in the 2.4-GHz and 5-GHz bands. Radio interference encountered in the commonly used 2.4-GHz band can be avoided by using the 5-GHz band.

• Gigabit Ethernet support: The wired LAN port supports 10/100/1000BASE-T (auto-recognition).

• Simple to set up and use: It is easy to set up the adapter using the enclosed network setup cable. No special drivers or software are required.

• Enterprise security: The Mitel Wireless LAN Adapter supports the following security functions:

– WEP (64 Bit/128 Bit) – WPA-PSK (TKIP/AES) – WPA2-PSK (AES) – IEEE 802.1X EAP-PEAP, EAP-TLS, EAP-TTLS, EAP-FAST, EAP-

LEAP

Mitel Wireless LAN Adapter

Analog, DHSG/EHS, and USB headset

The phone accepts analog and DHSG/EHS headsets through the modular RJ22/RJ45 port on the back of the phone or USB headsets through the USB port.

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Keys, display, and menu guidance

Contact your telephone equipment retailer or distributor to purchase a compatible headset.

Mitel Cordless Bluetooth Handset

The phone provides support for the optional Mitel cordless Bluetooth handset. With a range up to 10 meters (30 feet), the Bluetooth handset offers convenience and corridor mobility for Mitel 6930 SIP phone users.

The main features of the Mitel cordless Bluetooth handset are the following:

• Hookswitch (initiate call/end call) key

• Volume control keys

• Mute key

• Built-in handset ringer

• LED indicators to indicate both connectivity and charging status

• At least six hours talk time

• Over 40 hours standby time

• Handset battery recharge time of three hours or less

• Operating range of up to 30 feet (10 meters) from the IP phone

• Wideband audio capability

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Mitel Cordless Bluetooth handset

Keys, display, and menu guidance

Blue-Indicates that the handset is in use.

1LED

Green-Indicates that the handset battery is charging.

Lifting the handset from the cradle activates the handset. If the handset is already out of the cradle, pressing the Hookswitch key is equivalent to taking the handset off the hook.

2 Hookswitch key

Pressing the key again is equivalent to placing the handset on hook. Pressing the Hookswitch key while on a call on a speaker phone moves the call to the cordless handset.

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Keys, display, and menu guidance

Mitel Cordless Bluetooth handset

3 Mute key

4 Volume controls

Powering on/off the Bluetooth cordless handset

To power on the Bluetooth cordless handset, place the handset on the phone’s cradle.

To power off the Bluetooth cordless handset, press the Hookswitch key for approximately six seconds until the LED indicator turns blue and then turns completely off.

Mutes the handset microphone so that the person you are connected to cannot hear you.

Adjusts the volume of audio. Press the key above the Mute key to increase the volume and press the key below the mute key to decrease the volume.

Mitel Integrated DECT Headset

The Mitel Integrated DECT headset is a professional wireless headset designed for quality performance.

It is simple to set up and features intuitive call control functions for rapid user adoption. With its adjustable ringtone volume and five different selectable ringtones, the Mitel Integrated DECT headset makes it easy for users to identify that it is their phone ringing–and not their colleague’s–which is particularly important in large-scale wireless deployments.

This headset brings the freedom and convenience of wireless communication within everyone’s reach. You can now walk and talk up to 350 feet (120 meters) away from your desk, which improves collaboration, multitasking, and productivity.

The headset is compatible with phone. Before you connect the Mitel Integrated headset to the phone, ensure that you disconnect all other headsets.

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Mitel Integrated DECT handset

Click

Keys, display, and menu guidance

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Phoning

The following sections explain the features provided by your phone for more efficient use.

Making calls . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 31

Initiating calls . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 34

Using functions before/while in a call. . . . . . . . . . . . . . . . . . . . . . . . . . . 41

Using further functions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 53

Overview of available functions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 59

Organizing absences from the desk. . . . . . . . . . . . . . . . . . . . . . . . . . . . 64

Operating call lists and voice messages . . . . . . . . . . . . . . . . . . . . . . . . 69

Line keys on a key telephone. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 76

Using functions with Mitel OpenCount . . . . . . . . . . . . . . . . . . . . . . . . . . 77

Setting functions by remote control . . . . . . . . . . . . . . . . . . . . . . . . . . . . 78

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Phoning

Making calls

This section explains how to set your calls.

Answering, ending or rejecting a call

Answering a call: The phone rings and the message LED and line key LED flash. If the caller's phone number or name is received, it is shown on the display. If the phone number or user picture is stored in the private phone book or in the MiVoice Office 400 communication system, the display also shows the corresponding name or the corresponding picture.

Open listening: With the open listening mode function, the loudspeaker is activated in addition to the handset so that other people in the room can listen to the call.

Rejecting a call: As long as you have not answered a call, you can reject it during the ringing phase.

Deflecting a call: As long as you have not picked up a call, you can deflect it to another call number.

Silencing a call: You can silence the ringing of an incoming call, but it is still signaled optically and you can answer it in the normal way.

Answering a call with the handset:

Pick up the handset.

Answer a call with the line key

Press the line key and pick up the handset.

Answering a call with the softkey

Press the Answer softkey and pick up the handset.

Open listening during a call:

Activate: Press the loudspeaker/headset key. Deactivate: Press the loudspeaker/headset key again.

Ending a call in open listening mode:

Press the loudspeaker/headset key and put down the handset.

Note: If you merely replace the handset, the phone switches to the hands-free mode.

Ending a call:

Put the handset on-hook or press the End key.

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Rejecting a call:

Press the End key or the Ignore softkey during the ringing phase.

➔The connection is rejected and, depending on the system configuration, the

caller either hears the busy tone or is forwarded to a preconfigured destination.

Deflecting a call:

1. Press the Deflect softkey during the ringing phase.

2. Enter the number to which you want to deflect the call and press the Deflect softkey.

➔The call is redirected to the destination call number.

Silencing a call:

Press the Silence softkey during the ringing phase.

➔The ringing of the incoming call is stopped. The call is still signaled optically

and can be answered in the normal way.

Using your phone in hands-free mode

You want other people to join the conversation or to have your hands free while making the call.

The hands-free mode function activates the loudspeaker and the microphone. Make sure the hands-free microphone is not obstructed. The sound quality is improved if you set the volume of your phone to a low setting.

Automatic hands-free mode: The function Automatic hands-free allows you to answer a call without picking up the handset or pressing a key. The following settings are available. This function Automatic hands-free can only be activated/deactivated by your system administrator in the MiVoice Office 400 communication system.

Menu Description

Off Automatic hands-free is always deactivated. Announcement only Automatic hands-free is only activated when you are

receiving an announcement.

On Automatic hands-free is always activated. Your phone

signals an incoming call with two short signal tones and then switches to hands-free mode automatically.

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Answering/ending a call in hands-free mode:

Answer: Press the loudspeaker/headset key or the line key. End: Press the End key.

Hands-free during a call:

1. Press the loudspeaker/headset key.

➔Open listening is activated.

2. Put the handset on-hook.

➔Hands-free is activated.

To continue the call with the handset:

Pick up the handset.

➔The loudspeaker and hands-free microphone are now deactivated.

Ending a call:

Put the handset on-hook.

Answering/ending a call in Automatic hands-free mode:

Answer: Your phone signals an incoming call with two short signal tones and then switches to hands-free mode automatically. End: Press the End key.

Muting the microphone

In the middle of a call you want to talk briefly with other persons in the room without your call partner hearing your conversation.

You can switch the microphone on and off during a call, regardless of whether you are using the handset, headset or hands-free system.

Switching the microphone on and off during a call:

Activate: Press Microphone key. Deactivate: Press the Microphone key once again.

➔Microphone is activated/deactivated, the LED on the Microphone key

flashes/does not flash.

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Using a headset

To make a phone call with the headset. If you answer a call in headset mode using the loudspeaker/headset key,

the call is provided on the headset. Alternatively you can also answer the call by picking up the handset.

All headset mode configuration options can be found in chapter "Setting the audio properties", page 83. Further information can be found in the user guide for your headset.

Answering a call with the headset:

Press the key on the headset or the loudspeaker/headset key on the phone.

Ending a call with the headset:

Press the key on the headset or the loudspeaker/headset key on the phone.

Initiating calls

This section explains some convenient features provided by your phone for making a call.

Dialing with the phone number

You want to call someone and key in that person's phone number. With call preparation you can enter a phone number without it being dialed

automatically, so you have time to check the number and, if necessary, correct it. The number is not dialed until you go off-hook, for example by picking up the handset or by pressing the dial softkey.

Dialing with the phone number:

Press the digit keys of the phone number.

➔Incorrectly entered digits can be deleted using the Backspace softkey or with

the navigation key to the right.

Pick up the handset or press the Dial softkey.

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Dialing from the phone book (directory lookup)

You want to make a call by entering a name. With directory lookup, you can search for a contact in your private phone

book, system phone book or a connected external phone book. The response time may vary depending on the size and the number of phone books connected. The following search options are available:

Menu Description

Quickdial With Quickdial you only need to press the digit keys for

each letter once, even though each key is assigned several letters. An efficient algorithm provides quick search results.

Dial by name Enter the corresponding letter for dialing by name. Advanced search If you select Advanced search, you can search directly in

the connected external phone books. This function is not available if no external phone book is connected.

Tips for

input:

• Press each of the corresponding digit keys once for the first few letters of the name you are looking for. For each letter, the display shows the corresponding digit, for example a "6" for the letter "n".

• Ask your system administrator whether you should start with the surname or the first name.

• The search function is not affected by upper/lower case and special characters.

• More information on the phone books can be found in chapter "

Phone

book management", page 89.

Directory Lookup:

Press the Directory Lookup key. Using the dialpad keys, input the first few letters of the contact’s name to initial-

ize the search, which displays a list of contacts. Or, use the navigation key to display a list of contacts.

From the list of contacts, use the navigation key to highlight the contact you want to call. If the contact has multiple phone numbers defined, press the navigation key to navigate to the required number.

Press the Dial softkey or the Select button or the Loudspeaker/Headset button, or pick up the handset to dial the contact’s phone number.

Or,

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Phoning

Directory lookup:

Press the Menu softkey or press the function key for the Menu if you have defined it. Alternatively, you can also press Phone book function key (if defined).

Scroll to Directory Lookup and press the Select softkey.

➔The Quickdial and the Dial by name option appears.

Directory lookup with quickdial: In the Quickdial field, enter the first few let- ters of the name you are looking for using the corresponding digits. Directory lookup with dialing by name: In the Dial by name field, enter the first few letters of the name you want.

Press the Lookup softkey.

➔Names list (or List empty, if the phone is unable to find a matching user) is dis-

played.

Scroll through the list and select the user you want.

Pick up the handset.

➔The phone number displayed is dialed.

Selecting from the call list

You want to call a user from one of the three call lists. You can choose from the following call lists:

Menu Description

Unanswered calls List of callers who tried to reach you when you were

Answered calls List of calls answered. Redial list List of calls made.

Your phone automatically stores the person's phone number and name in a call list in the MiVoice Office 400 communication system. Within the one number user concept (see chapter " you can call back users through one of these call lists. An individual call list contains a maximum of 30 entries. More information on call lists can be found in chapter "

The call lists can be operated through the call list key, the redial key, the system menu, or a function key (see chapter "Configuring keys", page 93).

absent. The number of missed calls are signaled on the display ( ); the LED on the call list key (if defined as a function key) is red. If your system administrator selected the call list display type Picture ID (see chapter " list", page 69), the LED lights up when you press the call list key.

Editing options for the call

One number user concept", page 8)

Editing options for the call list", page 69.

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Phoning

Call list for unanswered/answered calls:

Press the Call lists key.

Or, Press the Menu > Call lists softkey or press the function key for the Menu (if

defined). Alternatively, you can also press Call lists or Answered/Unanswered/Redial key (if defined as function key).

Scroll to Unanswered calls, or Answered calls and press the Select key.

➔A list of the most recent unanswered or answered calls (including the pres-

ence status of the contact) is displayed. You can also press the navigation key to the right to view the most recent unanswered/answered calls/conversations.

Use the up and down navigation keys to scroll through the entries and select the user you want.

Press the Detail softkey, or right navigation key, or Select key to view the detailed information about the selected user.

Press the Dial softkey, or the Loudspeaker/Headset button, or pick up the handset to dial the selected user’s phone number.

Note: After the call has been successfully connected, the entry is deleted from the

unanswered call list.

Redial list:

Press the Redial key.

➔A list of the most recent dialed numbers (including the presence status of the

contact) is displayed. Use the up and down navigation keys to scroll through the entries and select the

user you want. Press the right navigation key or the Select key to view detailed information

about the selected user. Press the Dial softkey, or the Loudspeaker/Headset button, or pick up the hand-

set to dial the selected user’s phone number.

➔The call number of the user is dialed.

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Phoning

Dialing with a configurable key/ busy lamp field

You want to call someone whose phone number is stored under a configurable key or a busy lamp field.

To find out how to configure a configurable key, refer to chapter "Configuring keys", page 93.

Phoning with the handset:

1. Pick up the handset.

2. Press the desired configurable key/busy lamp field.

➔The phone number is dialed.

Using your phone in hands-free mode:

Press the desired configurable key/busy lamp field.

➔The phone number is dialed.

Dialing with the line key

You can make a call through a line key. Your phone is equipped with two dedicated line keys with LED (two top

softkeys configured as line keys). Your system administrator can set up to ten additional line keys (twelve in

total). The actual number of line keys depends on the system configuration. Press a set line key directly or select a line by using the horizontal right navigation key. The display shows the dialed line number (L1, L2 etc.). If a line is free, then the New Call softkey at the bottom left of the display can be used.

Line keys are stored on configurable keys by your system administrator (see chapter "

Line keys on a key telephone", page 76).

Dialing with the line key:

Enter the phone number. Press a free line key.

➔The phone number is dialed. The LED on the line key lights up.

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Phoning

Holding the call and switching lines:

Press a second, free line key or select a new line key with the horizontal navigation key.

Enter the phone number.

➔The call is held on line key 1 and the call on line key 2 is active.

Note: Press line key 1 to return to your conversation partner on line 1 (see also chap-

ter "

Brokering between an enquiry call party and your call partner", page 45).

Activating another Mitel phone for making calls

You want to make a call on another Mitel phone using your personal settings, for example on a colleague’s phone or in a meeting room.

You can activate another Mitel phone to make an internal or external call using your personal settings, even if the phone is locked for external calls. You can activate the phone for a business or private call. Once you have activated the phone using a function code and your PIN, dialing by your private phone book is available. The called party's display shows your personal phone number and not the number of the phone from which you are making your call. Any call charges incurred will be charged to you. The call number dialed is not stored in the last-number redial list.

Business calls:

1. Enter function code #36 for a business call.

2. Enter your internal phone number.

3. Enter your PIN.

4. Enter the internal or external phone number with the exchange access digit. Pick up the handset.

➔The phone number displayed is dialed.

Note: When you hang up, dialing by name and your private phone book remain avail-

able for a whole minute so you can make another call.

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Phoning

Private calls:

1. Enter function code #46 for a private call.

2. Enter your internal phone number.

3. Enter your PIN.

4. Enter the external call number directly, without the exchange access digit.

5. Pick up the handset.

➔The phone is now enabled; the external user is called.

Note: The default PIN setting ‘0000’ is not accepted (for more information on the PIN,

see chapter "

Changing the PIN", page 86).

Automatic call waiting in case of internal user

You would like to talk to an internal user whose line is currently busy. By using the function Automatic call waiting, this user in informed that you

would like to talk to him. When you use the call waiting function, the user receives a call waiting tone (duration and frequency of the tone depend on system settings) and your phone number or name appear on their display. The user may accept or refuse your call.

Requirements:

• Your system administrator must authorise you to use the function call waiting in the MiVoice Office 400 communication system.

• The internal user must not have blocked the function call waiting on their phone (see chapter " page 88 for configuration).

Note: If the user is making an enquiry call or is in a conference, the function

Automatic call waiting cannot be used.

Activating protection against call types",

Call waiting:

The person you want to talk to is busy. The phone automatically executes the function call waiting.

Note: If the user declines the call request or if the function call waiting cannot be exe-

cuted, the connection is terminated (busy tone) or the call is redirected to a predefined phone, depending on the system configuration.

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Replying to call waiting

Answering the call:

Press the Answer softkey or the line key.

➔The first conversation partner is put on hold. Connected to the party using the

call waiting function.

Note: Please see chapter "

enquiry call party and your call partner", page 45 or chapter "Making a conference call", page 46 for further information.

Rejecting a call:

Press the Ignore or the End softkey.

➔You will still be connected to the original partner. Depending on the system

configuration, the caller either hears the busy tone or is forwarded to a preconfigured destination.

Using functions before/while in a call

This section explains the special features provided by your phone before you make a (second) call or while you are in a call.

Phoning

Enquiry call during a call", page 44, "Brokering between an

Request a callback

You want to talk to a certain person. The person is busy or does not answer. You can make callback requests to both internal and external users. Not all providers support this function.

If the called party is busy, you can activate an automatic callback. In this case, your phone will start ringing as soon as the party you are trying to reach goes on-hook. When you pick up the handset, the person you want to call is dialed directly. If the called party does not answer, you can also request a callback. The user then obtains a message indicating your callback request on his display.

You must save this function to a configurable key using Self Service Portal (see chapter "

Notes: • You can activate only one callback at a time.

• An unanswered callback will be automatically cancelled by the system after about 30 minutes.

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Configuring or deleting a key assignment", page 94).

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Phoning

Activating callback:

You called someone and hear the busy tone or the ring-back tone. Press the function key for Callback.

➔Depending on the communication system, you hear the acknowledgement

tone.

Put the handset on-hook.

➔The display shows Call expected. The LED on the function key lights up.

Clear callback:

Press the function key for Callback.

➔Callback request is deleted.

To answer the callback request

Someone has asked you to call back. The display shows Callback requested from number (for example: Callback 56022).

You cannot automatically answer a callback request on your phone. You can either enter the call number manually or use a CTI client, for example the Mitel OfficeSuite.

Answering the callback request:

Enter a phone number in call preparation.

Pick up the handset or press the Dial softkey.

Note: You cannot delete a callback request.

Hide number

You do not want your call number to appear on the terminal display of a called party in the public network. The following options are available here:

Menu Description

Permanent The call number is never displayed. Per call Call number should only be restricted for certain calls.

This function must be activated before dialing the call number.

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Phoning

You must save this function to a configurable key using Self Service Portal (see chapter "Configuring or deleting a key assignment", page 94).

Notes: • Your call number can only be hidden if you select an external call num-

ber.

• This feature depends on the range of services offered by your provider.

Activating/deactivating calling line identification restriction permanently:

Press the function key for Hide number.

➔Function is activated/deactivated, LED on the function key is switched on/off.

You phone number is hidden in all outgoing calls.

Activating CLIR per call:

1. Press the function key for Hide number.

2. Enter the call number and press the Select softkey.

➔Call number is dialed and your number is not displayed to the called party.

Putting a call partner on hold

You want to briefly interrupt the active call. You can put the call party on hold and then take them back again on the

same phone.

Putting the active call party on hold:

Press the Hold key.

➔The call party is put on hold, is displayed and the LED of the line key flashes.

Take back the call party on hold:

Press the Hold key, the flashing line key, or the Pick up softkey.

➔The call is active again.

Parking conversation partner

You would like to keep the person you are talking to on hold without blocking a phone line.

You may park the person you are talking to and then pick up the call again on the same phone on which you parked the person.

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Phoning

You must save this function to a configurable key using Self Service Portal (see chapter "Configuring or deleting a key assignment", page 94).

Parking the active call party:

Press the function key for Park and put down the handset.

➔The call party is parked. The LED of the function key is red.

Notes: The display returns to idle. The person you talked to will remain parked until they

put down the handset.

Recommence conversation with the parked call party:

1. Press the function key for Park.

➔Hand-free mode is activated.

2. Pick up the handset.

➔You are connected via the handset.

Enquiry call during a call

You want to call someone else briefly without losing your current call partner. Then you want to resume your conversation with your original call partner.

With the Enquiry function you can call someone else in the middle of a call and put your original call partner on hold. You can make enquiry calls to both internal and external users.

Setting up an enquiry call (you are in a call):

Press a free line key (select using the horizontal navigation key, if necessary, and confirm with the selection key).

Enter the call number of the enquiry partner and press the Dial softkey.

➔Enquiry call party is called; first call partner is put on hold.

Notes: • You can also set up an enquiry call by pressing the busy lamp field key to

which you have saved the enquiry call party.

• If the other user does not answer, you can cancel the enquiry call with the

Cancel softkey or with the End key and recommence the first call with the

flashing line key.

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Phoning

Ending the enquiry call:

Press the Drop softkey or the End key.

Recommence conversation with the first call party:

Press the Pick up softkey or the flashing line key.

Brokering between an enquiry call party and your call partner

You are talking with an enquiry call party and have your first call partner on hold. You want to be able to switch back and forth between the two.

In an enquiry call you can use the brokering function to switch back and forth between an enquiry call party and the party on hold. Brokering is possible with both internal and external users. You can also broker between conference parties as a group and an enquiry call party.

Note: See chapter "

Brokering (to switch back and forth between the callers):

You are in an active call and have set up a connect to another call party with the Enquiry function. Press the respective flashing line key or select the other call party with the horizontal navigation key.

➔Your call partner changes. The other call party is put on hold.

Note: You can also switch between call parties by pressing the corresponding busy

lamp field key to which you have saved the call party.

Terminating a call:

Press the Drop softkey or the End key.

Recommence conversation with the first call party:

Press the Pick up softkey or the flashing line key.

Enquiry call during a call", page 44 for enquiry calls.

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Making a conference call

You want to make a conference call. A conference call allows you to connect three call parties. From a confer-

ence call, you can initiate an enquiry call to someone else. You can broker between the conference participants and the enquiry call party. Depending on the system configuration, a conference call can consist of up to six conference participants. You can hold a conference call with internal and external users.

Note: If you have a user account for the Self Service Portal, you can create con-

ference rooms there (see chapter " page 9).

Setting up a conference (you are connected):

Press the Conference softkey.

Enter the phone number of the second conference call party.

Press the Dial softkey.

➔The conference party answers the call.

Press the Conference softkey.

MiVoice Office 400 Self Service Portal",

Notes: • You can also set up a conference by pressing the busy lamp field keys to

which you have saved the call party.

• You can change the procedure by first starting an enquiry call before you set up a conference.

Leaving a conference call:

Put the handset on-hook or press the End key.

➔The other conference parties remain in the call.

Transferring a call

You want to put your call partner through to someone else. With the call transfer function you can connect your call partner with some-

one else. You can connect internal and external users with one another. You can transfer the call with or without prior notice.

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Phoning

Menu Description

Call transfer with prior notice

Call transfer without prior notice

You only transfer the call after you have first talked to the second call party yourself.

Without talking to the second call party, you transfer the call to them by hanging up the handset immediately after dialing the call number.

Take (pick up own call)

You want to transfer a call from one phone to another without interrupting the connection (for example, from a desk phone to a cordless phone).

The take function can be used to transfer calls between your phones. Requirements: You are using the one number user concept (see chapter

One number user concept", page 8).

" You must save this function to a configurable key using Self Service Portal

(see chapter "Configuring or deleting a key assignment", page 94).

Picking up your own call (you are in an active call):

Press the function key for Take .

➔After a brief moment, you are connected with the caller on another phone.

Starting announcement

You want to speak directly to an internal user or an announcement group via the loudspeaker - where available - without expecting an answer (similar to an intercom). The recipient is alerted to the announcement by two short signal tones. You are immediately unilaterally connected via the loudspeaker.

If the internal user has secured their phone against announcements (configuration see chapter " you cannot contact them using an announcement. You will get the engaged tone.

The announcement function must be saved to a configurable function key with Self Service Portal (see " page 94). You can either configure the function key directly with a designated user or input the call number manually each time.

Starting the emergency announcement:

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Activating protection against call types", page 88),

Configuring or deleting a key assignment",

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In addition to normal announcements, the MiVoice Office 400 communication system also allows for emergency announcements. It differs from a normal announcement in the following aspects:

• You cannot reply to or stop an emergency announcement.

• You cannot block an emergency announcement.

• An emergency announcement may only be executed using function codes. You will find a list of all function codes in the user's guide “Features Overview Mitel 415/430/470” on the Mitel DocFinder

Announcement to a group:

• The announcement will only be received by phones which both have authorisation to receive announcements and are not in use.

• If receipt of announcements is not authorised on any of the phones in the announcement group or all the phones are in use, you will hear the busy tone.

• Group announcements are always conducted with a one-sided connection.

• The group number must be entered as two digits.

Start announcement to a user:

1. Press the function key for <Announcement to a user>.

2. Depending on settings, enter the number and press the Select softkey.

➔The user is alerted to the announcement by two short tones on the loud-

speaker. The one-sided connection is made, you can talk.

Start announcement to a group:

1. Press the function key for <Announcement to a group>.

2. Depending on the settings, enter the two digit group number.

➔The user group is alerted to the announcement by two short tones on the

loudspeaker. The one-sided connection is made, you can talk.

Receiving an announcement

You will be alerted to the announcement with two short signal tones and spoken to directly via the loudspeaker over a one-way connection. The display shows Announcement from.

In order to be able to receive an announcement, your phone must be neither in use nor block announcements (configuration see chapter "Activating protection against call types", page 88).

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Receiving the emergency announcement:

In addition to normal announcements, the MiVoice Office 400 communication system also allows for emergency announcements. It differs from a normal announcement in the following aspects:

• You cannot reply to or stop an emergency announcement, but listen to it with the handset.

• You cannot block an emergency announcement.

Announcement to a group:

• The announcement will only be received by phones which both have authorisation to receive announcements and are not in use.

• If receipt of announcements is not authorised on any of the phones in the announcement group or all the phones are in use, you will hear the busy tone.

• Group announcements are always conducted with a one-sided connection.

You will be alerted to the announcement with two short signal tones and spoken to directly via the loudspeaker.

Stop announcement:

Press the End key.

Recording a call

You want to record an active call with your call partner. You may record an active call as soon as your system administrator has

configured at least one of your e-mail addresses in the MiVoice Office 400 communication system. Your call party can be an internal or an external user. The recordings are made and backed up only as wave files in your individual e-mail boxes. You can find a call recording overview in your email box. Contact your system administrator for more information.

You can start recording calls in the following situations:

• during an active call;

• During a conference call (with maximum two participants)

• During an incoming/outgoing call

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• in call preparation;

• During dialing with a busy line. Call recording only starts when the connection is set up. Therefore, no

ring-back tones or wait tones are recorded. Call recording is temporarily interrupted during an enquiry and an e-mail is

sent with the recording made up till then. Recording restarts automatically once the call connection with the enquiry call party is set up and/or once the call connection with the first correspondent is restored.

The maximum recording time for each .wave file depends on the system configuration. When the predefined or maximum recording time is reached, the recording stops automatically, the file is sent to your e-mail address and a new recording starts at the same time. Contact your system administrator for more information.

You must save this function to a configurable key using Self Service Portal (see chapter "

Notes: • Recording calls may infringe on your national data protection provisions

or be permitted only under certain circumstances. If you intend to use this function notify your call party in advance.

• You cannot record a conversation involving more than two call parties (enquiry call, conference). The recording is automatically stopped if you park your call party or put him on hold.

Configuring or deleting a key assignment", page 94).

Recording a call:

Press the function key for Call recording: start/stop as soon as you have an incoming/outgoing call or an active call.

➔The discussion is recorded and the LED on the function key is switched on.

Stopping the call:

End the recording by pressing the function key Call recording: start/stop again.

➔The recording is sent to your e-mail address.

Note: The LED on the function key remains lit while the recording is in progress. The

LED starts to flash before the recording reaches its maximum preset duration. Once the maximum duration is reached (or the memory is full), the recording is stopped and the LED goes off.

Activating discreet ring

You do not want to be disturbed by the ring of the phone. You do not, however, want to switch off the phone.

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As an alternative to the usual ring, your phone has a discreet ring option. If you have activated discreet ring, the phone only rings once.

This function must be saved to a function key over the Self Service Portal (see chapter "Configuring or deleting a key assignment", page 94).

Activating/deactivating discreet ring:

Press the function key for Discreet ring on/off.

➔The function is activated/deactivated, is displayed and the LED on the

function key lights up/does not light up.

Activating do not disturb

You do not want to receive any calls for the time being. With the do not disturb function, you can stop calls being made to you if

you are busy or are not otherwise able to take any calls. Your phone does not ring and is set to busy for incoming calls. Your incoming calls are automatically forwarded to a call forwarding destination that has been configured by your system administrator.

Your system administrator must enable this function in the MiVoice Office 400 communication system.

This function must be saved to a function key over the Self Service Portal (see chapter "

Configuring or deleting a key assignment", page 94).

Menu Description

Do not disturb (busy) on/off

Do not disturb (forwarding) on/off

Activating/deactivating do not disturb:

Press the function key for Do not disturb (busy) on/off or Do not disturb (forward-

ing) on/off.

Your phone does not ring and is set to busy for incoming calls.

Your phone does not ring and is set to busy for incoming calls. Incoming calls are automatically forwarded to a destination that has been configured by your system administrator.

➔The function is activated/deactivated, and is displayed in the status bar.

The LED on the function key lights up/does not light up. Your callers hear the busy tone.

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Activate/reply to intrusion

You want to implement intrusion in a current call. Intrusion allows you to access a current call between two call parties and

listen to their conversation. The call party to which you have initiated intrusion is notified (display and sound signals). Your call party can then respond to intrusion or reject it.

You can block intrusion; see chapter "Protecting yourself against calls", page 88.

You must save this function to a configurable key using Self Service Portal (see chapter "Configuring or deleting a key assignment", page 94).

Notes: • Your system administrator must grant you intrusion rights.

• Intrusion may infringe on your national data protection provisions or be permitted only under certain circumstances. If you intend to use this function, you should therefore notify your call party in advance.

Activating intrusion (the users are talking):

1. Press the function key for Intrusion.

2. Enter the call number of the user you want as per the key configuration.

➔The intrusion tone indicates that the function has been activated. ➔If the user has blocked intrusion, connection set up will be cancelled.

Answering intrusion:

Press the Answer softkey.

➔You will be connected with the user who has activated intrusion; the first call

party is put on hold.

Rejecting intrusion:

Press the End softkey.

➔Intrusion will be rejected; you remain connected to your first call party.

Activating/answering silent intrusion

Silent intrusion (intrusion without prior notice) is a variation of the intrusion function and is primarily used in call centres.

Another user can connect to your active call and listen to the conversation without you or your call party noticing. Unlike with intrusion, there is neither a display nor a sound signal to indicate use of the function.

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You cannot reject silent intrusion (but you can block it; see chapter "Protecting yourself against calls", page 88). The microphone of the third user remains off. The third user can, however, enter the conversation at any point by enabling his or her microphone or pressing the intrusion function key.

You must save this function to a configurable key using Self Service Portal (see chapter "

Notes: • Silent intrusion must be enabled in the communication system.

• Your system administrator must grant you silent intrusion rights.

• Silent intrusion may infringe on your national data protection provisions or be permitted only under certain circumstances. If you intend to use this function, you should therefore notify your call party in advance.

Activating silent intrusion (the users are talking):

1. Press the function key for Silent intrusion.

2. Enter the call number of the user you want as per the key configuration.

➔The function is activated. ➔If the user has blocked intrusion, connection set up will be cancelled.

Answering silent intrusion:

There are neither display nor sound signals on your phone to indicate silent intrusion.

Configuring or deleting a key assignment", page 94).

Using further functions

This section explains some more convenient features provided by your phone. All functions you can save under a configurable key can be found in chapter "Overview of available functions", page 59.

Activating personal call routing

You want to specify which of your phone shall ring when you receive a call. You can specify the phone on which a call is signaled with personal call

routing. Your system administrator set up multiple phones with the same phone

number in the one number user concept for you (see chapter"One number user concept", page 8). The system administrator has also assigned you

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permission to configure routing in the Self Service Portal. This allows you to set up 5 routings in the Self Service Portal for a range of situations ("Office", "Home Office", "On the road").

You can only answer a call on the phone on which the call is signaled. If you have not configured a call routing, the default setting (all phones are ringing) is used as standard.

The following options are available on your phone for further editing of personal call routing:

Menu Description

Activate Activating personal call routing. Modify Renaming personal call routing. Change settings The personal call routing settings can only be changed

by your system administrator or yourself in the Self Service Portal.

Delete A personal call routing can only be deleted by your sys-

tem administrator or yourself in the Self Service Portal.

Activating/deactivating personal call routing

Press the function key for Menu. Scroll to Personal call routing and press the navigation key to the right or press

the Select softkey.

➔A list of your routings is displayed.

Select the call routing you want and confirm with the Activate softkey.

➔The selected routing is activated and another is deactivated.

Renaming personal call routing:

Press the function key for Menu. Scroll to Personal call routing and press the navigation key to the right or press

the Select softkey.

➔A list of your routings is displayed.

1. Scroll to the call routing you want to rename and press the softkey Modify.

2. Enter the name and confirm with the Select softkey.

You can also store your individual call routing profiles over the Self Service Portal on a function key and quickly activate or deactivate your desired call routing profile by simply pressing that key.

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Press the function key for the desired call routing profile.

➔Call routing is activated/deactivated, LED of the function key is switched

on/off.

Activating Ring Alone

You want to specify the phone on which an incoming call is signaled acoustically.

If your system administrator has set up one phone number for several phones (see " to define on which phone a call will be signaled acoustically. As soon as you activate Ring Alone on one phone, the ring tone is deactivated for all other phones. An incoming call is signaled in the display of all phones. You can answer the call on any of the phone; once the call is answered, other phones go back to the idle state.

You must save this function to a configurable key using Self Service Portal (see chapter "

Note: When you have activated ring alone but deactivated the personal call rout-

ing for a phone in parallel, an incoming call is not acoustically but only visually signaled.

One number user concept", page 8),you can use Ring Alone

Configuring or deleting a key assignment", page 94).

Activating/deactivating ring alone

Press the function key for Ring Alone on/off.

➔Function is activated/deactivated, LED on the function key is switched on/off.

Locking/Unlocking your phone

You need to leave your desk and want to ensure that no-one can alter your phone's settings, look at your private data, or make calls from your phone.

You can lock your phone with a 2 to 10-digit PIN (for more information on the PIN, see chapter "

You must save this function to a configurable key using Self Service Portal (see chapter "Configuring or deleting a key assignment", page 94).

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Activating the phone lock:

Press the function key for Phone lock on/off.

➔The phone is locked and can only be unlocked using your PIN. is displayed

in the status line.

Deactivate the phone lock:

1. Press the function key for Phone lock on/off.

2. Enter the PIN and confirm with the Enter softkey.

3. Confirm the security prompt with the Yes softkey.

Note: Use the following function codes (see also Features Overview Mitel

415/430/470 user guide on the Mitel DocFinder phone lock for all phones within the one number user concept (see " ber user concept", page 8):

• Activating the phone lock: Enter the function code *33* <PIN> #

• Deactivate the phone lock: Enter the function code #33* <PIN> #

), to activate or deactivate the

Acknowledging an appointment call

You can set a call to remind you about an appointment, for example.

Appointment call is displayed as soon as an appointment call is received.

Without acknowledgement, the appointment call will ring for 1 minute. The following options are available: You have to enter or change the time

in the Self Service Portal.

One num-

Menu Description

Single appointment call on/off

Repeat appointment call on/off

Activate appointment call on a one-off basis.

Activate appointment call permanently

You must save this function to a configurable key using Self Service Portal (see chapter "

Configuring or deleting a key assignment", page 94).

Notes: • If you activated forwarding, the appointment call is not forwarded.

• If you are in call, the appointment call is made as soon as you end the call.

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Activates/deactivates appointment call permanently:

Press the function key for Appointment call.

➔Function is activated/deactivated, LED on the function key is switched on/off.

Activate single appointment call:

Press the function key for Appointment call.

➔Function is activated/deactivated, LED on the function key is switched on/off.

Confirming an appointment call:

Pick up the handset and then hang up immediately.

➔The appointment call is confirmed and ended.

Free seating

Free Seating is proposed for workplaces/phones shared by several employees. It allows you to log in on each free seating phone and to use it with your personal settings as long as you are logged in. Ask your system administrator which phones are proposed for free seating.

Logging into a free seating phone:

You log in with your call number and your PIN on a free seating phone. Once you are logged in, your personal call lists, phone book and all your other personal settings and Hotkeys are available to you immediately. If your profile contains expansion key modules, but the phone you have logged in to does not, the keys in question will not be available to you. Various sequences of expansion key modules are correctly recognised.

Notes: • You can only log in to a phone if no other user has yet logged in to that

phone for free seating purposes.

• You can only log on once to a Free Seating phone. The moment you log in to another free seating phone, you are automatically logged off the original phone.

Logging off a free seating phone:

To free up a phone, you need to log off again. To ensure a phone is not blocked for other users if you forget to log off, your system administrator can set up a log off process with an automatic time limit:

• After certain time after log in (e.g. six hours and 30 minutes).

• At a certain time (e.g. 6:30 p.m.)

Notes: • If no user is currently logged in a free seating phone, possibly only

emergency calls are allowed.

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• As long as you do not have your own phone or are not logged on to a Free Seating phone, your caller will obtain either the busy signal or be forwarded to a preconfigured destination, depending on the system configuration.

• The call list display type Picture ID (see chapter " call list", page 69) is not available for free seating phones.

Press the Free Seating: Log in/out softkey. Enter phone number and PIN and confirm with the OK softkey.

➔You are now logged in and can use the free seating phone with your personal

settings.

Note: The default PIN setting ‘0000’ is not accepted (for more information on the PIN,

see chapter "

Log out free seating:

1. Press the Free Seating: Log in/out softkey.

Changing the PIN", page 86).

➔The display with the call number is displayed.

2. Depending on the system configuration, enter the PIN and confirm with the

OK softkey.

➔You are now logged off; the free seating phone is now available again to

other users.

Note: You are automatically logged off if your system administrator has set up an auto-

matic log off process.

Editing options for the

Hotline

The hotline is typically used for lift phones, emergency phones, or for baby alarms or hotline in the hospitality/hotel branch.

A user requires help and picks up the handset or presses the loudspeaker/headset key. The user is automatically routed to the preconfigured hotline destination number stored in the MiVoice Office 400 communication system. The person responsible answers the call and is connected with the user seeking help.

Alarm cancellation delay: Your system administrator can set a delay (160 seconds, depending on the Mitel system phone). During this delay the user can enter another call number in order not to trigger a call on the hotline destination number. If the user does not dial another phone number

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during this predefined time or puts the handset back down again, a connection with the Hotline number is automatically set up. Contact your system administrator for more information.

Using the hotline:

User needs help. They pick up the handset of their phone or press the loudspeaker/headset key.

➔A connection with the hotline number is automatically set up after a pre-

defined time without the user having to do anything else.

Overview of available functions

This section contains a list of all the functions you can store under a configurable key via the Self Service Portal. Please note that the selection of functions depends on the selected phone and its authorisation level.

Notes: • More information on how to save functions to a configurable key using

function commands and a function code can be found in the online help for the Self Service Portal (see chapter " Portal", page 9).

• You will find a list of all function codes in the user's guide “Features Overview Mitel 415/430/470” on the Mitel DocFinder function codes can only be used as prefix dialing on your phone.

MiVoice Office 400 Self Service

. Please note that

Function Description

Agent: Log in/log out Log into/out of the queue as an agent (control of call

routing in the queue).

Agent: Pause on/off Activate/deactivate agent break.

Agent: Wrap-up time on /off

Announcement to group Speak directly to a group of internal users via the

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Activate/deactivate agent wrap-up time.

loudspeaker - where available - without them having to first pick up the call. An announcement is a onesided connection and is indicated by two short signal tones on the recipient phone. Announcement groups will be defined by your system administrator. The group number must be entered as two digits.

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Function Description

Announcement to user Speak directly to an internal user via the loudspeaker

- where available - without them having to first pick up the call. An announcement is a one-sided connection and is indicated by two short signal tones on the recipient phone.

Appointment call: Repeat on/off

Appointment call: Single on/off

Call forw. (CFU) to text message on/off

Call forw. (CFU) to user on/off

Call forw. (CFU) to VM on/off

Call forw. if busy (CFB) to user on/off

Call forw. if busy (CFB) to VM on/off

Call forw. on no reply (CFNR) to user on/off

Call forw. on no reply (CFNR) to VM on/off

Call forwarding menu Direct access to the system menu Forwarding (see

Call forwarding protection on/off

Call list: Menu Direct access to the system menu Call list. Call list: Answered Call list for answered calls. Call list: Redial Call list for dialed call numbers. Call list: Unanswered Call list for unanswered calls. Call recording: Start/stop Record a call. The recordings are stored in your indi-

Call transfer Transfer a call to another user with or without prior

Activates/deactivates an appointment call (see chapter "

Acknowledging an appointment call", page 56).

Activates/deactivates an appointment call on a oneoff basis (see chapter " ment call", page 56).

Incoming calls are automatically forwarded to a specific destination.

Incoming calls are automatically forwarded to voice mail.

If you are busy, incoming calls will be forwarded to specific destination (user).

If you are busy, incoming calls will be forwarded to specific destination (voice mail).

Incoming calls are forwarded to another destination (user).

Incoming calls are forwarded to another destination (voice mail).

chapter " Call forwarding to your phone is not allowed.

vidual e-mail inbox only (see chapter " call", page 49). Contact your system administrator to configure this function on your phone.

notice.

Call forwarding", page 67).

Acknowledging an appoint-

Recording a

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Function Description

Control output on/off You can control external electric equipment or instal-

lations using control outputs. For example you can use your phone to open and close electric gates or to switch the lights on or off throughout a building.

Discreet ring on/off When this function is on, the phone only rings once.

For further information, please see " creet ring", page 50.

Do not disturb (busy) on/off

Do not disturb (forwarding) on/off

Your phone does not ring and is set to busy for incoming calls.

Your phone does not ring and is set to busy for incoming calls. Incoming calls are automatically forwarded to a destination that has been configured by your system administrator.

Empty The key assignment is configured with an empty

function. The key serves as a place-holder. If configuration on any key is deleted, the configurations on the subsequent keys shift their position. This can be avoided if instead of deleting the configuration, you configure the Empty function on that key.

Free configurable You can use function commands to define a function

to suit your personal requirements. A function can consist of one or more function commands, function codes, and the phone number. You can either carry out a function directly or store it under a key (see

Free seating: Log in/log out

chapter " Log into/out of a free seating phone (see chapter

Free seating", page 57).

Overview of available functions", page 59).

Hide number on/off Permanently prevents your number from being dis-

played to the caller (see chapter " page 42).

Hide number per call Prevents your number from being displayed to the

caller once (see chapter "

Hide number", page 42).

Home Alone on/off If calls to a user group can only be answered by one

user, the user in question can activate Home Alone on the user group. Then if the user is already in a call, all subsequent internal or external calls to the user group obtain a busy tone.

Intrusion This function allows you to intrude on a call of a busy

user with notification (see chapter " intrusion", page 52).

Activating dis-

Hide number",

Activate/reply to

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Function Description

Meeting centre This function enables access to the MiCollab Audio,

Web, and Video conferencing from your SIP phones. Contact your system administrator to know more about the configuration of MiCollab Meeting Centre function on your phone.

Message This function triggers a call back or plays a voice

Operator phone: Queue overview

Park call You would like to keep the person you are talking to

Personal call routing menuDirect access to the system menu Call routing (see

Personal call routing profile on/off

Phone book:: Local Access to your local phone book. Contacts in the

Phone book:: System Direct access to the Directory Lookup system menu.

Phone lock on/off Activate/deactivate phone lock. Outgoing calls are

Picking up a call from a user group

mail. If the message key is pressed, a call is triggered or the guest is connected to the voice mail system and can listen to the voice message. The function code for the Message function is *#38.

Displays the total number of internal and external calls in the queue. It also displays an additional information such as number of external calls and the period of time (in minutes) the longest call has been in the queue. You can view the different pieces of information by toggling the arrow on the softkey representing queue overview key. Contact your system administrator to configure this function on your phone.

on hold without blocking a phone line.

chapter " Activate/deactivate call routing profile (under the one

number user concept).

local phone book are stored on the phone only (see chapter "

Contacts in the system phone book are integrated in the MiVoice Office 400 communication system (see chapter "

not possible, but incoming calls can be answered (see chapter " page 55).

Pick up a call for another user in the user group. Contact your system administrator to configure this function on your phone.

Activating personal call routing", page 53).

Phone book management", page 89).

Locking/Unlocking your phone",

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Function Description

PIN call Function with OpenCount. Independently from the

phone you can make external calls for a fee. Credit may be limited (see chapter " phony", page 78).

PIN call rebook Function with OpenCount. You can enter the charges

and the call information of your outgoing and incoming calls into specific projects (see chapter " ing PIN telephony", page 78).

Presence menu Direct access to the system menu Presence (see

chapter "

Controlling the presence status", page 65).

Presence profile on/off Activate/deactivate presence profile. You can select

a presence profile (profile number 1-4, see chapter "

Controlling the presence status", page 65).

Redkey:Trigger Actuating a redkey triggers the function configured

on the connected third party system. Contact your system administrator for more information.

Remote maintenance on/off

Remote maintenance onetime on/off

This function lets you set remote maintenance access to your communication system permanently.

This function lets you set remote maintenance access to your communication system on a one-off basis.

Request a callback Request a callback if the called party is busy or can-

not be reached (see chapter " page 41).

Ring Alone on/off This function lets you specify which of your phones

signals incoming calls acoustically (as part of the one-number user concept, see chapter " Ring Alone", page 55).

Run XML function You system administrator creates customer-specific

XML services (weather report, stock exchange, etc.) which you can use on your SIP phone.Redkey:Trigger

Set up conference Set up a conference with two call parties. Show alarm state Display of the current alarm state. Contact your sys-

tem administrator to configure this function on your phone.

Silent intrusion This function intrusion without prior notice allows you

to intrude on the call of a busy user without notification (see chapter "

Activating/answering silent intru-

sion", page 52).

Activating PIN tele-

Activat-

Request a callback",

Activating

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Function Description

Substitution This function lets you to forward calls intended for the

operator phone to a destination number.

Switch group x, position 2 Switch group x, position 3

System events Displays list of system events on your phone. For

System menu Access to the MiVoice Office 400 system menu. Take (pick up own call) Transfer a call from your phone to another phone

Transparent data This function takes charge of the transparent

User group all: Log in/log out

User group: Log in/log outLog in/out of a user group. In the user group incoming

Voice mail greeting on/off Activates/deactivates a selected voice mail greeting. Voice mail greeting: Play Plays back a selected voice mail greeting.

Voice mail greeting: Record

Voice mail menu Direct access to the Voice mail system menu.

Welcome announcement for announcement service on/off

This function lets you route calls and functions via switch groups (with two switch positions).

more information about how to access the system events on your phone, see the section " system events", page 72.

under the one number user concept (see chapter "

Take (pick up own call)", page 47).

exchange of data between the communication server and external applications.

Log in/out of all user groups. In the user group incoming and internal calls are routed to a group of internal destinations according to a preconfigured call distribution.

and internal calls are routed to a group of internal destinations according to a preconfigured call distribution.

Records a selected voice mail greeting.

Announcement service for incoming internal and external calls. If you do not answer an external call after a set delay, the user who is calling will obtain an announcement. After the announcement the caller will then hear the ring-back tone again.

Operating

Organizing absences from the desk

This section explains the different options provided by your phone when you want to leave your desk.

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The presence function enables you on the one hand to quickly set your personal presence state and hence to route the incoming calls to the destination you want. It also tells you directly whether the user you want is reachable or absent without you having to call him. The information details depend on the type of telephone.

Controlling the presence status

You have a choice of five presence profiles for managing your presence status:

Profile number Presence profile

0 Available (default)

1 Absent

2 Meeting

3 Busy

4 Not available

You can call up the presence of the user you want in the following situations.

• in Directory Lookup

• in a call list

• in the presence menu.

Notes: • Connected CTI applications can affect your presence status. Contact

your system administrator for more information.

• All configuration options for a presence profile can be found in chapter

Configuring presence profile", page 91.

• Calls you receive while your presence status is busy will be indicated in the call list.

The presence status can be managed via the system menu, a function key (see chapter " chapter "MiVoice Office 400 Self Service Portal", page 9).

Configuring keys", page 93), or the Self Service Portal (see

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Activate/deactivate presence profile:

Press the function key for Menu. Scroll to Presence and press the navigation key to the right or press the Select

softkey. Select the presence profile you want and press the Activate softkey.

➔ The presence profile is activated.

To check a user's presence:

Press the function key for Menu.

Scroll to Presence and press the Select softkey.

1. Press the Presence? softkey.

2. Enter the call number and press the Select softkey.

Absence information

You wish to give your caller detailed information about your absence. If you have configured call forwarding to voice mail in your presence pro-

file, you can choose whether the currently active greeting, the global greeting, one of your personal greetings or an absence information should be played back to the caller.

The absence information is available for each presence profile, with the exception of Available. Absence information consists of a languagedependent, predefined audio text. The time and/or date are also given as an option. Depending on voice mail configuration, your caller then immediately has the possibility of leaving a message.

Example: The person you have called is not available until 02:00 p.m. on 31st January. Please leave a message after the tone.

The absence information is an integral part of a presence profile. All configuration possibilities for this option can be found in chapter " presence profile", page 91.

Note: If your Outlook calendar is not synchronised via Mitel Open Interfaces

Platform (OIP) with your communication server, you have to manually enter and delete the time and date.

Configuring

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Set up the absence information:

Press the function key for Menu.

Scroll to Presence and press the Select softkey.

Select the presence profile where you want to give your caller detailed information about your absence and press the Modify softkey.

Select or enter the settings you want and confirm with the Select softkey. You can set the following absence information:

1. Scroll to Description and press the Modify softkey.

2. Enter description and confirm with the Select softkey

3. Scroll to Time/date and press the Modify softkey.

4. Make the changes and confirm with the Select softkey.

5. Scroll to Personal call routing and press the Modify softkey.

6. Make the changes and confirm with the Select softkey.

7. Scroll to Call forwarding and press the Modify softkey.

8. Make the changes and confirm with the Select softkey

9. Select Voice mail greeting and confirm with the Modify softkey.

10.Make the changes and confirm with the Select softkey

➔Settings are saved. Your caller hears the selected absence information, fol-

lowed, if applicable, by time and date.

Call forwarding

You want to leave your desk. Calls for you are to be forwarded to a different destination (e.g.another user, your voice mail).

With call forwarding, you can forward incoming calls directly to a different destination. The following call forwarding options can be selected.

Notes: • One call forwarding applies to all connected phones, in one number

user concept.

• Only one call forwarding variant at a time is possible.

Menu Description

Call forwarding off No CFU is carried out. Always (CFU) Incoming calls are automatically forwarded to another

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Menu Description

If busy (CFB) Incoming calls are forwarded directly to a different desti-

nation if you are busy (Call Forwarding if Busy).

On no reply (CFNR) Additionally, incoming calls are forwarded to another

destination. Both your own phone and the other destination will then start ringing. The system configuration determines whether or not the phone at the other destination rings with delay. Whoever goes off-hook first, answers the call. Depending on the system configuration, Call Forwarding on No Reply can also be activated when your phone is busy. Existing call forwarding settings at the selected destination cannot be executed. Contact your system administrator for more information.

Available call forwarding destinations:

Menu Description

User Incoming calls are forwarded to an internal user or a call

Voice Mail Incoming calls are forwarded to your voice mail, provid-

number.

ing it has been set up by your system administrator. You can use the global greeting or your personal greeting (see chapter " further information on voice mail, please see the user's guide “User Guide Voice Mail Systems” on Mitel

DocFinder.

Configuring voice mail", page 90). For

Operation of call forwarding is available via the system menu, a function key (see chapter "Configuring keys", page 93), or the Self Service Portal (see chapter "

MiVoice Office 400 Self Service Portal", page 9).

Activating call forwarding to a call number or to a voice mail:

Press the function key for Menu. Scroll to Call forwarding and press the navigation key to the right or press the

Select softkey.

Select the call forwarding option you want and confirm with the Select softkey.

➔The call forwarding is activated.

If you want to activate call forwarding to a call number or to a voice mail, select the call forwarding option you want and press the Modify softkey.

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For activating call forwarding to a call number, select User as the call forwarding option and confirm with the Select softkey.

Enter the forwarding destination call number and confirm with the Select softkey.

➔The call forwarding is activated to the destination call number.

For activating call forwarding to a voice mail, select Voice Mail as the call forwarding option and confirm with the Select softkey.

➔The call forwarding is activated to the voice mail.

Deactivate call forwarding:

Press the function key for Menu. Scroll to Call forwarding and press the navigation key to the right or press the

Select softkey.

Select the option Call forwarding off and confirm with the Select softkey.

➔The call forwarding is deactivated.

Operating call lists and voice messages

In this section, you will learn how to use call lists and voice messages which are stored in the MiVoice Office 400 communication system.

Editing options for the call list

The call lists (unanswered/answered calls and redial list) include a maximum of 30 entries each. Once the list is full, the oldest entry on the list will be deleted.

Missed calls are signaled on the display; the LED of the call list key (if defined as a function key) is red. The following options are available for further editing of the entries:

The form in which the call is displayed depends on the settings your system administrator selected in the MiVoice Office 400 communication system: Advanced or Picture-ID. Contact your system administrator for more information.

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Menu Description

Delete all Deleting all entries from a specific call list. Detail Available detailed information:

• Call number / name

• Call date and time

• Number of call attempts

• Presence status of the user

Delete Delete entry.

Note: If you delete an entry in the unanswered calls list, then

any voice messages for this entry are also deleted.

Dial Calling a user back.

The call lists can be operated via the call lists key, the system menu or a function key, or via the redial key (see "Configuring keys", page 93).

More information on call lists can be found in chapter "Selecting from the call list", page 36.

Options in the call list: (Unanswered calls, Answered calls, Redial list)

Press the call list key.

Scroll to the call list you want and press the Select softkey.

Scroll through the list and select the user you want.

Calling a user from the call list:

Pick up the handset or press the Dial softkey.

➔The call number of the user is dialed. Once the call has been successfully

connected, the user is deleted from the unanswered call list.

Calling up detailed information on an entry:

Select the entry you want and press the Detail softkey.

Deleting an entry from the call list:

Select the entry you want and press the Delete softkey.

Deleting all entries from the call list:

1. Select an entry and delete all entries with the Delete all softkey.

2. Confirm the security question with Yes .

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Editing options for voice messages

Your display signals new voice message as follows: . The message LED flashes red slowly.

The following options are available for further editing of the voice messages:

Menu Description

Delete all Deleting all voice messages. Greetings How to configure a voice mail greeting (see chapter

Managing personal voice mail greeting", page 90).

Detail Available detailed information:

• Call number / name

• Call date and time

Delete Delete voice message Dial Call the person who left the voice message. Forward Forward the voice message to another user. You can

decide whether to keep a copy of each voice message. A forwarded voice message is indicated by an additional letter which is the first letter of the softkey.

Play Play voice message.

Notes: • Depending on the system configuration your system administrator can

specify that you are notified by e-mail whenever you receive a new voice message (with the voice message attached). Contact your system administrator for more information.

• To find out how to configure a voice mail, refer to chapter "

Configuring voice mail", page 90 or the user guide “User Guide Voice Mail Systems” on the Mitel DocFinder

• Voice messages to another voice mailbox that you are entitled to access are listed in the same voice mailbox as your own. You have the same editing options.

Voice messages can be managed through the system menu, the voice mail key, a function key (see chapter "

Configuring keys", page 93), or the Self Service Portal (see chapter "MiVoice Office 400 Self Service Portal", page 9).

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Press the function key for Voice mail.

Play voice message:

Select the entry you want and press the Play softkey.

Calling up detailed information on a voice message:

Select the entry you want and press the Detail softkey.

Deleting a voice message:

Select the entry you want and press the Delete softkey.

Deleting all voice messages:

Select an entry and delete all entries with the Delete all softkey.

Call the contact person who left the voice message:

Select the entry you want and press the Dial softkey.

Forwarding voice messages:

1. Select the entry you want and press the Forward softkey.

2. Enter the call number and press the Send softkey.

3. If you wish to keep a copy of the voice message, answer the question with the

Yes softkey.

Operating system events

In this section, you will learn how to access system events on your phone.

The system events (also called alarms) can be signaled on the SIP phones registered with the MiVoice Office 400 communication system. Your phone displays a yellow warning triangle icon on the top line (status bar) for new system events. The phone also signals new system events acoustically with a beep-beep. The LED of the function key is also lit. The phone displays a maximum of 16 entries in the system event list. Once this limit is exceeded, you are prompted to delete some entries.

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Press the function key for System Events or go to th e Menu > System Events on the phone.

➔ The phone displays a list of system events.

Read a system event:

Select the entry you want and press the Read softkey.

Delete a system event:

Select the entry you want and press the Delete softkey.

Note: If there is a new system event, the phone (when idle) displays information about

the number of new system events, marking new events with a yellow warning triangle icon in the status bar. Once an event message is read, the icon does not appear in the status bar.

Organization within the team (busy lamp field)

This section explains the different options provided by your phone to communicate in a team.

Using the busy lamp field key

You and your team partners want to be reachable at all times as a team and be able to communicate with one another as quickly as possible.

By pressing a single key you can call a team partner or answer a call for anyone in the team. When a team partner makes a call, the LED for the corresponding busy lamp field key lights up. This tells you when a team partner is busy. The busy lamp field key LED flashes to indicate that the team partner is receiving a call.

To be able to use the busy lamp field key, it must have been configured as such with the call number of the team partner, either by your system administrator or by yourself in the Self Service Portal (see chapter " uring keys", page 93).

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The busy lamp field keys on the phone have two states:

• Line state: Line state shows the various states of the line, such as, idle, ringing, and busy. This is indicated by the LED on the phone.

• Presence state: It shows the presence state of the user such as available, absent, in a meeting, busy, or not available. The presence state is set by the team partner manually. This is indicated by the small circle on the right side of the key on the phone.The green circle indicates the team partner as available, grey as absent, yellow as in a meeting, red as busy, and black as not available.

Note: • The line state and the presence state are independent of each other.

The presence state does not change when the line state is idle or busy (ringing, connected, or on hold).

• A busy lamp field can only be saved on the top softkeys and on the keys of the expansion module.

• The expansion key module does not show image icons; it shows only icons with the initial letters. On expansion key module, line state is represented by LED. The LED is off when idle, solid red when connected, and flashing red when ringing.The presence state is represented by the LCD on the display.

The following table shows the line state of a busy lamp field key, and the corresponding LED behavior.

Busy lamp field key line state LED behavior

Idle Off

Ringing Fast flashing red

Connected Solid red

On hold Solid red

The following table shows the softkey icons and the presence state of the user on a busy lamp field key.

Softkey Icon Presence on busy lamp field key

Available

Absent

Meeting

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Softkey Icon Presence on busy lamp field key

Busy

Not available

Check presence status:

1. Press the info key.

2. Press the desired busy lamp field key.

➔The phone status of the team partner is displayed.

Note:

Press another busy lamp field key to receive additional contact information.

Calling a team partner:

Press the required busy lamp field key to call the team partner.

Answering a call for a team partner

Your team partner is called. The LED on the busy lamp field key flashes. You know that your team partner is not at his desk at present and therefore decide to answer the call.

You take over the call by pressing the busy lamp field key. As soon as you have answered the call, your team partner is free again.

Answering a call for a team partner:

Pick up the handset as long as the busy lamp field key LED is flashing.

➔You hear the dialing tone.

Press the busy lamp field key.

➔You are connected with the person who is calling your team partner.

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Line keys on a key telephone

This section explains the different options provided by your phone when your system administrator has assigned one of more configurable keys as KT line keys. KT line keys make your phone a key telephone.

KT lines are the external line keys. A KT line is associated with a call distribution element (CDE) number. External user can reach you on the KT line using the Direct Dial In (DDI) number associated with the KT line. Contact your system administrator for more information. One or usually multiple phones can be connected to the KT line, for example, all employees in a travel agency who work with Europe as a destination. The KT line key belonging to the KT line shows the status of the KT line through the LED and allows you to accept calls which are made to this KT line. When there is an incoming call on a KT line of a phone while the phone is engaged in another call, an audio alert notifies you of the incoming call.

Your phone becomes a key telephone as soon as your system administrator has assigned a KT line to a configurable key. With the configuration of a KT line key, your system administrator can also set up a personal line on which you can make your personal calls. All other function keys retain their function.

You can make some changes in the KT line configurations through Self Service Portal. You can activate the call list option and can give a name for the KT line. You can also assign up to 15 ring melodies.

KT lines can only be configured on the top softkeys and the keys of the expansion key module.

Note: You can assign up to nine priority levels to your line keys.

Answering a call on the KT line key

You are being called on one or more KT line keys. The KT line key(s) flash quickly. You want to answer a call on a KT line key.

If you want to answer a call on another KT line key first, press this KT line key in order to pick up the call. If you pick up the handset without pressing a KT line key, you will be connected to the highest priority KT line.

Note: If an incoming call meets a busy KT line, the call is forwarded to the other

available KT line. Only if no more KT lines are free, your caller hears a busy tone.

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Pick up the handset.

➔Connection to the KT line with the highest priority.

Or:

1. Press KT line key.

➔KT line is selected.

2. Pick up the handset.

➔Connection to the selected KT line.

Initiating a call through a KT line key

You want to make a call through a KT line key. You can call through any free KT line key. Each KT line is associated with

a call distribution element (CDE) number. This means that, by phoning, you transmit the call number associated with the active KT line key.

Charges are accrued separately for each KT line key.

Enter the phone number.

Press a free KT line key.

➔The LED on the KT line key lights up. KT line is selected.

Pick up the handset.

➔The phone number is dialed.

Using functions with Mitel OpenCount

Mitel OpenCount is a software package for call logging management in communication systems and offers a clear overview over all cost structures. The application can be integrated into your MiVoice Office 400 communication system and enables the logging, the administration, and the analysis of all call and connection data.

If a Mitel OpenCount is integrated into your MiVoice Office 400 communication system, the following additional feature is also available on your phone.

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Activating PIN telephony

The PIN telephone service is part of Mitel OpenCount. The possible applications of the PIN telephony depend on the area of use, for example in the area of health care and accommodation/hotel:

• Independently from the phone you can make external calls for a fee. The credit may be limited.

• You can charge the charges and the call information of your outgoing and incoming calls to specific projects.

You must save this function to a configurable key using Self Service Portal (see chapter "

For further information, please see the product-specific user guides for Mitel OpenCount on our website (www.mitel.com) or contact your system administrator.

Activating/deactivating PIN call:

Press the function key for PIN call / PIN call rebook.

➔Function is activated/deactivated, LED on the function key is switched on/off.

Configuring or deleting a key assignment", page 94).

Setting functions by remote control

This section explains how you can alter your phone’s settings even if you are not directly at your phone.

You are not at your desk and want to set various functions on your phone from a different phone.

You can activate/deactivate many of your phone's functions by remote control from a different phone.

The remote control is initiated using a special function code. You must then enter the function commands and function codes (see chapter " view of available functions", page 59).

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Using remote control from a third-party phone:

1. Enter function code #06.

2. Enter your phone number.

3. Enter your PIN.

4. Enter the function code for activating/deactivating the function you want. Pick up the handset.

➔You hear the acknowledgement tone.

Put the handset on-hook.

➔The function is activated/deactivated.

Note: The default PIN setting ‘0000’ is not accepted (for more information on the PIN,

see chapter "

Changing the PIN", page 86).

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Personalizing your phone

These sections explain how to adapt the phone’s basic settings to suit your personal requirements.

Configuring the display. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 81

Configuring the audio properties . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 81

Configuring general phone settings . . . . . . . . . . . . . . . . . . . . . . . . . . . . 84

Protecting yourself against calls. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 88

Phone book management . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 89

Configuring voice mail . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 90

Configuring presence profile . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 91

Configuring keys. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 93

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Configuring the display

This section explains how to set display properties.

Setting the display

You may find the display is too bright or too dark.

Press the Option key.

Scroll to Display and press the selection key.

Setting home screen mode:

Set the desired mode using the horizontal navigation key and confirm with the

Save softkey.

Setting the duration for the screen saver:

Enter the desired time in seconds in the input field and confirm with the Save softkey.

Setting the brightness:

Set the desired brightness level using the horizontal navigation key and confirm with the Save softkey.

Setting the duration for brightness:

Enter the desired time in seconds in the input field and confirm with the Save softkey.

Configuring the audio properties

This section explains how to set audio properties.

Adjusting the volume

You want to change the volume of the ring tone or the handset during a call.

Ring volume: You can adjust the volume in the idle state or when the ring tone sounds. Press and hold the volume down button to switch off the ring tone completely.

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Handset volume: You need to set the volume of handset and loudspeaker separately. The new handset volume will remain saved even after the call is ended.

Adjusting the volume (in idle state, during ringing phase/call):

Quieter: Press the key. Louder: Press the key.

Setting the ringing properties

You want to change the way in which your phone rings. Available settings:

Ring tones Description

• Ring tone 1...15 Selection of available ring melodies.

• Silent If you do not want to be disturbed during a certain time,

Tone set Country-specific ring tone settings. This menu is set by

you can set your phone not to ring with Suppress ring tone.

your system administrator.

Setting the ring:

Press the Option key.

Scroll to Audio.

Scroll down to Ring Tones using the navigation key and confirm with the selec- tion key.

Select the setting you want and confirm with the Save softkey.

➔After you selected a ring melody, the melody will be played.

Note: • A list of alarm melodies is available for playback: Menu > Alarm melo-

dies > Tes t.

• You can configure individual ring tones for each busy lamp field and line key using the Self Service Portal. For more information about the Self Service Portal, please refer to "MiVoice Office 400 Self Service Portal", page 9.

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Setting the audio properties

Using your phone, you can make and answer calls using the handset, headset or hands-free system.You can set custom ring melodies for your phone. The audio settings allow the use of different combinations of these three operation modes in order to achieve maximum flexibility in phone operation. The following options are available for selection:

Audio settings Description

Audio Mode: Setting possibilities for headset mode:

• Speaker (default)

• Headset The connection is established via the handset or the

• Speaker/Headset At first, incoming calls are connected in hands-free

• Headset/Speaker At first, incoming calls are connected in headset mode

Headset: Setting possibilities for your headset:

The connection is established via the handset or the hands-free system.

• Press the loudspeaker/headset key when in handset mode to switch to hands-free mode.

• Pick up the handset when in hands-free mode to switch to handset mode.

headset.

• Press the loudspeaker/headset key when in handset mode to switch to headset mode.

• Pick up the handset when in headset mode to switch to handset mode.

mode by pressing the loudspeaker/headset key.

• Press the loudspeaker/headset key repeatedly to switch back and forth between hands-free mode and headset.

• Pick up the handset to return the conversation from hands-free mode or headset to the handset at any time.

by pressing the loudspeaker/headset key.

• Press the loudspeaker/headset key repeatedly to switch back and forth between headset mode and hands-free mode.

• Pick up the handset to return the conversation from hands-free mode or headset to the handset at any time.

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Audio settings Description

• Headset Mic Vol Sets the volume of the headset microphone.

• DHSG Activate/deactivate DHSG. Phoning using a cordless headset based on the DHSG standard allows you to set up and to end calls from the headset. Ask your dealer which headsets are particularly well suited for this phone. To avoid damages on the phone, always disconnect the phone from the mains power first before you install a DHSG headset.

Notes: • To find out how to make phone calls with the headset, refer to "Using a

headset", page 34.

• More information on the function Automatic hands-free can be found in chapter "

Press the Option key.

Scroll to Audio.

Setting the audio mode:

1. Scroll down to Audio Mode using the navigation key and confirm with the selection key.

2. Select the mode you want and confirm with the Save softkey.

Setting the headset:

1. Scroll down to Headset using the navigation key and confirm with the selection key.

2. Select the volume you want or DHSG and confirm with the Save softkey.

Using your phone in hands-free mode", page 32.

Configuring general phone settings

This section explains other settings you can make on your phone.

Selecting the language

You wish to select a different user language for your display.

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To change both the local user language and the user language of the MiVoice Office 400 communication system, configure the language settings for your phone over the Self Service Portal only. For more information about the Self Service Portal, please refer to "

MiVoice Office 400 Self Ser-

vice Portal", page 9. The language selection depends on the language packages your system

administrator installed on your phone. English is the default language and is included in every language package. Should your desired language not be available, your system administrator can install more language packages.

If your desired language is available, but is not displayed or displayed only in parts, you have to restart your phone (see chapter "

Restart phone",

page 88).

Selecting the time and date

The settings for the time and date are made by your system administrator. The following chapter is thus intended for your system administrator or technician, who will then set the time and date for you.

As system administrator or technician, you can make global settings for the time and date for all Mitel SIP phones in the MiVoice Office 400 communication system. If no NTP time server is entered in the communication system, then you can also make these settings over the phone. Available settings:

Setting Description

Settings

• Time format 12-hour or 24-hour clock format.

• Daylight savings • List of available summer time formats.

–Off – 30min summertime – 1h summertime – Automatic

• Date format List of available date formats.

Time zone List of available global time zones. Set Date and Time Set the time and date manually or select Use Network

Time and select the settings for the time server.

• Use network time The settings for the time and date are controlled by the

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Setting Description

• Time server 1-3 Settings when Use Network Time is activated:

• Time

• Set date

Press the Option key.

Scroll to Time/date.

Settings:

Scroll down to Settings using the navigation key and confirm with the selection key. Select the setting you want and confirm with the Save softkey.

Setting the time zone:

Scroll down to Time Zone using the navigation key and confirm with the selection key. Select the setting you want and confirm with the Save softkey.

Set Date and Time:

Scroll down to Set Date and Time using the navigation key and confirm with the selection key. Select the setting you want and confirm with the Save softkey.

Setting menu for the IP address or domain name of the time server. If a valid time server is set, then the phone synchronises the displayed time with the specified configuration server. The phone adopts the time from time server 1. If this is not configured or cannot be reached, then the phone queries first time server 2 and then 3.

Settings when Use Network Time is deactivated: Setting menu for the time. The time/date are shown on the display when in the idle state.

Using Live Dialpad (single-digit dialing)

Activates or deactivates the Live Dialpad. This local function is not supported by the MiVoice Office 400 communication system.

Changing the PIN

You want to change the PIN used to lock/unlock your phone and to thus protect your phone settings (more information about locking/unlocking your phone can be found in chapter " page 55).

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The digit combination "0000" is set as default. You can select any 2 to 8digit combination for your new PIN. The PIN on your phone is changed using the Self Service Portal only. For more information about the Self Service Portal, please refer to " page 9.

Notes: • The PIN that you have changed locally on your phone cannot be dis-

played or overwritten over the Self Service Portal. Therefore, only configure your PIN via the Self Service Portal of the MiVoice Office 400 communication server.

• Please note that your personal PIN is valid for all your phones in the one number user concept (see chapter " page 8).

MiVoice Office 400 Self Service Portal",

One number user concept",

Enter the display text for the idle state

You want to change the text displayed by your phone in the idle state. The display text shown in the idle state on your phone is configured using

the Self Service Portal. For more information about the Self Service Portal, please refer to "MiVoice Office 400 Self Service Portal", page 9.

Local IP settings

Your phone saves phone-specific data such as IP address or memory space. The input of this data is password-protected; it can therefore only be carried out by your system administrator. You can however call up the data.

Calling up the phone status:

Press the Option key. Scroll to Status and confirm with the selection key.

➔Settings are displayed.

Calling up the system menu:

Press the function key for Menu. Scroll to Software Version and press the navigation key to the right.

➔Settings are displayed.

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Restart phone

You want to restart your phone. You have to restart your phone after the following actions:

• Installing a new language package.

• Updating the newly selected language.

• Installing new phone software.

• Confirming new settings.

Notes: • Do not disconnect the power supply for the phone while the phone is

being restarted.

• Every time you disconnect the power supply or restart the phone, the phone will test if the configuration changed or if a language or firmware update is available. If yes, you phone will update automatically, which may take a few minutes. Do not disconnect the power supply for your phone while this update is carried out.

Press the Option key.

Scroll to Restart and confirm with the selection key. Confirm the security question with Yes.

➔The phone is restarted.

Protecting yourself against calls

The protection function helps to protect yourself against other users applying telephony features on you via menu guidance or using function codes.

Activating protection against call types

You want to protect yourself against certain types of call. You can protect yourself from the following types of call:

• Call waiting

•Intrusion

Your system administrator can set the MiVoice Office 400 communication

system to ignoring this call waiting block.

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• Call forwarding

• Announcement

•Fast take

• Remote control Protection for these call types is configured using the Self Service Portal.

For more information about the Self Service Portal, please refer to

MiVoice Office 400 Self Service Portal", page 9.

Phone book management

This section includes important information on your phone books.

Selection

If your phone is connected to an MiVoice Office 400 communications system, then the following phone books can be selected:

System phone book

The system phone book contains the contacts of the users on the MiVoice Office 400 communication system and your private contacts, to which only you have access. It is integrated into the MiVoice Office 400 communication system by your system administrator.

With the help of quickdial and dialing by name in the system phone book (see chapter " you can search for and call both a contact in the MiVoice Office 400 communication system and in your private phone book.

Local phone book:

Aside from the system phone book, your phone also has a local phone book. This can be assigned to a function key.

The local phone book is not supported by the MiVoice Office 400 communication system. This implies that contacts saved in this local phone book are only available on your Mitel SIP phone. The search function in the system phone book (quickdial and dialing by name) does not search in the local phone book.

Note: In the option menu (option key > Phone book), you can change the desired

order of names and sorting.

Private contacts:

Dialing from the phone book (directory lookup)", page 35),

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We recommend using the following products to manage your private contacts:

• Self Service Portal (see chapter "MiVoice Office 400 Self Service Portal", page 9).

• Mitel OfficeSuite

• External directories, such as Microsoft Exchange (provided your MiVoice Office 400 communication system is synchronised with external directories).

Configuring voice mail

This section explains how to set your voice mail.

Managing personal voice mail greeting

Depending on the system configuration, you have the option of recording up to 3 different greetings (e.g. for absences or holidays). Give each greeting an appropriate name. Depending on the system configuration a caller may or may not be able to leave a message.

If no personal greeting is activated or if none is available, the global greeting is activated automatically, provided it has been recorded. For further information on voice mail, refer to your system administrator or the user's guide User Guide Voice Mail Systems on the Mitel DocFinder

The following options are available for further editing of your voice mail greetings:

Menu Description

Record Record voice mail greeting. Select Activating the voice mail greeting. Edit Renaming the voice mail greeting. Mode: Selecting the mode:

• Recording allowed Caller can leave a message.

• Recording not

allowed

Play Play voice mail greeting

Operation of voice mail is available via the system menu, a function key (see chapter " chapter "

Configuring keys", page 93), or the Self Service Portal (see

MiVoice Office 400 Self Service Portal", page 9).

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To know more about options for editing voice messages, see chapter "Editing options for voice messages", page 71.

Press the function key for Voice mail.

Press the Greeting softkey.

Renaming the voice mail greeting:

1. Select the greeting you want and press the Modify softkey.

2. Enter the name and confirm with the Select softkey.

Recording voice mail greeting:

1. Select the greeting you want and press the Record softkey.

2. Pick up the handset and record your own personal greeting.

3. Stop the recording using the Done softkey.

Playing voice mail greeting:

1. Select the greeting you want and press the Play softkey.

2. You can monitor your personal greeting text and re-record it if necessary.

➔Press the loudspeaker key to hear the text being played over the loud-

speakers.

Selecting the mode:

1. Select the greeting you want and press the Mode softkey.

2. Select the mode you want and confirm with the Select softkey.

Activating the voice mail greeting:

Select the greeting you want and press the Select softkey.

Configuring presence profile

You want to manage your incoming calls taking your current presence status into account (see chapter " page 64).

You have a choice of 5 presence profiles for managing your presence status: Available, Absent, Meeting, Busy, Not available. Presence profiles contain action commands that are executed when the presence status is activated. This may be a call forwarding to a voice mail and/or a predefined personal call routing.

For each of these presence profiles you can make the following settings:

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Menu Description

Description Type in the text to be displayed to other users as detailed

Time/date Enter the time and/or date of your absence: This infor-

Personal call routing: Specify the phones on which a call is to be signaled (see

• Keep settings as is Calls are routed according to your settings.

• None Any set call forwarding operation is deleted.

• Routing ID <1...5> Your personal call routing number.

Call forwarding: Specify the phones on which a call is to be signaled (see

• Keep settings as is Calls are routed according to your settings.

• Forwarding off Any configured call forwarding operation is deleted.

Note: In the Self Service Portal, you can specify whether you

• User A call is channelled to the defined forwarding destina-

• Voice Mail A call is forwarded to voice mail. The greeting to be

Voice mail greeting: Activate the greeting you want.

• Keep settings as is Your currently defined greeting is used.

• Absence informationYour caller is given an absence information (as well as

information for your presence status (e.g.: “Meeting until 4 pm.”). You can also leave this input field blank.

mation is displayed to your caller, providing you selected the Absence information setting for call forwarding to voice mail. You can also leave this input field blank.

Activating personal call routing", page 53).

Call forwarding", page 67).

want the same or a different forwarding destination for external and internal calls. The call number of the external call forwarding destination is then always shown on your phone display unless the external forwarding destination is No forwarding.

tion.

played can be configured with voice mail greeting.

time and date, if this has been configured as such in the presence profile). This setting is not available in the

Available presence profile. More information can be

found under "

Absence information", page 66.

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Menu Description

• Default greeting Your caller will hear the global greeting (name depends on the MiVoice Office 400 communication system).

• Personal greeting • If you renamed your personal greeting, your greeting

Presence settings can be managed via the system menu, a function key (see chapter "Configuring keys", page 93), or the Self Service Portal (see chapter "

Changing the presence profile:

Press the function key for Menu.

Scroll to Presence and confirm with the selection key.

Select the presence profile you want and press the Modify softkey.

Select the setting you want and press the Modify softkey.

MiVoice Office 400 Self Service Portal", page 9).

name is displayed here. Your caller obtains one of the currently active personal greetings.

• The time and date are never played in the global

greeting and personal greetings.

Make the changes and confirm with the Select softkey.

Configuring keys

This section explains how to assign call numbers, functions and busy lamp fields to a key.

Available keys

You can select the following keys for configuration purposes: You can assign each key a specific action type so that you can trigger a

particular action by simply pressing that key. The following choices are available:

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Action type Designation Description

Call number Number key Configure a key with a call number and name Function Function key Configure a key with a function in order to run

Busy lamp field Team key Configure a key with your team partner's call

KT line Line key KT lines are the external line keys. A KT line is

Personal line Personal call

key

Operator key Operator key Operator keys are configured by your system

or activate/deactivate a function.

numbers. Team keys are only possible on the top softkeys.You can also configure busy lamp field on the keys of expansion key module.

associated with a call distribution element number (CDE). External user can reach you on the KT line using the Direct Dial In (DDI) number associated with the KT line. Contact your sytem administrator for more information. Your phone becomes a key telephone as soon as your system administrator has configured a KT line on the top softkeys of your phone. For more information on KT line keys, please refer to " page 76.

Personal line on key telephones on which you can make personal calls. The personal line is created when your system administrator assigns a key on your phone as a personal line while configuring the KT line.

administrator on your operator phone. You can make some changes in the operator-key configuration. External and internal calls are signaled dynamically and acoustically with alarm melody on the operator keys. Contact your sytem administrator for more information.

Line keys on a key telephone",

Configuring or deleting a key assignment

You want to configure a configurable key with a call number, function or busy lamp field, or you want to delete the key configuration.

The keys must have been configured either by your system administrator or by yourself in the Self Service Portal (see chapter "MiVoice Office 400 Self Service Portal", page 9). An overview of the available functions can be found in the chapter "Overview of available functions", page 59.

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Note: A key that you have configured locally on your phone cannot be displayed

or overwritten over the Self Service Portal. Therefore, always configure your keys via the Self Service Portal of the MiVoice Office 400 communication server.

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Operator phone

This section explains the options provided by your phone when it is registered on the system as an operator phone.

Operator phone . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 97

Setting the operator phone. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 100

Using an operator phone . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 101

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The operator phone is your company's phone nerve centre. Incoming external calls and internal calls are routed to this phone through several physical lines. Thus, several calls can arrive simultaneously on an operator phone.

Your phone becomes an operator phone if your system administrator has defined the phone in the system as an operator phone and has configured some operator keys on it. You can make changes in the operator-key configuration settings (such as background color, ring delay, and call list check box) and use your phone as an operator phone with specific features. For more information about how to add and set the operator phone keys, see the section " the operator phone keys", page 98.

Operator keys

Once your phone is configured as an operator phone, the system administrator also configures some operator keys on the phone. You can make changes in some of the characteristics of the operator-key configuration by logging in to the Self Service Portal. External and internal calls are signaled dynamically and acoustically with the pre-defined melody on the operator keys (see the chapter " can be used to:

• answer external and internal calls and put them through

• make external calls

• display the call information such as caller’s name, number, or both; destination name, number, or both.

The operator key uses the following fields for displaying information:

• Icon: The icon shows the state of the call.

• Caller’s name / number: The caller’s name if known is displayed here. Otherwise, the caller’s number is displayed.

• More information: Additional information about the call is displayed here. More information can be accessed by toggling the right arrow in the lower part of the operator key.

Note: Each operator key is equivalent to two top softkeys. That means two soft-

keys appear in the same color as one rectangular key. The upper part softkey displays an icon that shows the state of the call, and the name, or number of the caller. The lower part softkey displays additional information about the call.

Operator queue", page 98). Operator keys

Adding and setting

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Background colors for operator keys

An operator phone supports 26 different colors for operator keys on the phone. They are referenced by name such as dark red, red, dark blue, blue, dark green, green, and so on. You can change the background color for each operator key by using the Self Service Portal. Contact your system administrator for more information.

Function keys for the operator phone

Your operator phone offers the following function keys once your system administrator has configured these on your operator phone:

• Substitution: This function key allows the operator to forward calls from the operator phone to a different destination (substitute user phone number set by your system administrator). You can configure this function key on your phone using the Self Service Portal but the destination user phone number can only be set by your system administrator. The calls are signaled acoustically on substitute user phone number and visually on the operator phone. The call can be answered either from the operator phone or the substitute phone. The key can be defined anywhere on the phone and / or expansion key module.

• Queue overview key: A standard function key that can be configured by your system administrator only on the top softkeys of the operator phone. The key displays the total number of calls in the queue, number of external calls, and the period of time (in minutes) the longest call has been in the queue.

Operator queue

An operator phone can receive several calls at the same time without being busy. However, an operator key can process only one call at a time. An operator phone can handle up to 10 calls simultaneously through its keys; however, there might be more calls waiting in the queue. A call is put through to an operator key as soon as the operator key becomes free.

An operator phone displays an icon for the operator queue on the top line (status bar). The icon displays the total number of calls in the operator queue. If all your operator keys are busy, the queue counter displays the total number of unanswered, parked, and held calls.

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Queue overview key

An operator phone has a queue overview key once your system administrator configures it on your phone. The key has an icon that displays the total number of internal and external calls in the queue. The key also displays additional information such as the number of external calls and the period of time (in minutes) the longest call has been in the queue. You can view the different pieces of information by pressing the arrow on the softkey for the queue overview key.

Display, display symbols, and LEDs

The following table lists various icons that represent the state of a call (external or internal):

• External call (one-company system)

• Internal call (one-or-two-company system)

• External call forwarded to operator phone (one-company system)

• Internal call forwarded to operator phone in one-or-two-company mode

External call (company A)

External call forwarded to operator phone (company A)

External call (company B)

External call forwarded to operator phone (company B)

Connected

Parked

Held

Transferred

Recall

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Setting the operator phone

The system administrator can configure up to 10 operator keys on the operator phone.

Adding and setting the operator phone keys

You can make a number of settings that affect the phone's response when someone calls on an operator key.

Your system administrator defines the operator phone settings on your phone and you have a predefined operator phone at your disposal. You can make changes to the operator-key configuration. If a two-company system is configured, use the operator-configuration window to make the settings for company A and company B.

Once your system administrator configures operator keys on your phone, the operator-key configuration settings (such as background color, ring delay, and call list check box) are defined with the default values. You, as an operator, can login into the Self Service Portal and can make changes to the operator-key configuration. For more information about the MiVoice Office 400 Self Service Portal, see the section " Service Portal", page 9).

MiVoice Office 400 Self

1. Log in to the Self Service Portal using your phone number and PIN.

2. Click on the Phones tab.

3. Select the phone (depending on the phones you own).

4. Select the operator key to configure. It opens the key-configuration window. Because, your phone is defined as an operator phone, the value of

Mode is preset as Operator and you can not change it.

5. Select the color in the Background color.

6. Depending on the configuration, specify the settings for company A or company B. The key-configuration window displays the settings that you can configure for the operator key.

7. Set the Ring delay time. You can select Ringing tone off for no ringing tone, No delay for instant ringing tone, and ringing tone 10 sec, 20 sec,

30 sec for a delay of 10 seconds, 20 seconds, 30 seconds respectively.

8. Select the Call list check box to insert an unanswered operator call entry in the call list; clear the check box to not insert an entry in the call list.

9. Confirm the key configuration by clicking Save.

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Mitel 6930 SIP User Manual

Specifications and Main Features

Frequently Asked Questions

User Manual

Welcome...

Safety information

Document information

eud-1764/2.1 – R6.0 – 10.2018

Content

Information about the MiVoice Office 400 communication system

One number user concept

MiVoice Office 400 Self Service Portal

Keys, display, and menu guidance

Key designations and sockets

Display symbols

Operating your phone

Overview system menu

Using a softkey/navigation key

Free configurable keys

Overview alphanumeric keyboard

Entering text

LED overview

Accessory support

Mitel M695 Programmable Key Module (PKM)

Mitel Wireless LAN Adapter

Analog, DHSG/EHS, and USB headset

Mitel Cordless Bluetooth Handset

Mitel Integrated DECT Headset

Phoning

Making calls

Answering, ending or rejecting a call

Using your phone in hands-free mode

Muting the microphone

Using a headset

Initiating calls

Dialing with the phone number

Dialing from the phone book (directory lookup)

Selecting from the call list

Dialing with a configurable key/ busy lamp field

Dialing with the line key

Activating another Mitel phone for making calls

Automatic call waiting in case of internal user

Replying to call waiting

Using functions before/while in a call

Request a callback

To answer the callback request

Hide number

Putting a call partner on hold

Parking conversation partner

Enquiry call during a call

Brokering between an enquiry call party and your call partner

Making a conference call

Transferring a call

Take (pick up own call)

Starting announcement

Receiving an announcement

Recording a call

Activating discreet ring

Activating do not disturb

Activate/reply to intrusion

Activating/answering silent intrusion

Using further functions

Activating personal call routing

Activating Ring Alone

Locking/Unlocking your phone

Acknowledging an appointment call

Free seating

Hotline

Overview of available functions

Organizing absences from the desk

Controlling the presence status

Absence information

Call forwarding

Operating call lists and voice messages

Editing options for the call list

Editing options for voice messages

Operating system events

Organization within the team (busy lamp field)

Using the busy lamp field key

Answering a call for a team partner