Mitel 8620 User Manual

MITEL

8620/8622

IP Phone User Guide

8620/8622 IP Phone Quick Reference Guide

This guide provides information for frequently used features. For more information about these and other features, refer to the user guide. For voice mail information, refer to the voice mail user guide for your system.

Feature Buttons

Most of the following feature codes work when your IP phone is idle. However, if you are on an active call or if the IP phone is off-hook, you may need to press

(Special) to activate the feature before you enter

the feature code.

If you make a mistake when entering numbers or characters, you can press the MUTE button to move the cursor to the left and delete the characters entered, or you can press

Button Action

CALL Selects an outside line or answers a

IC Answers an intercom (internal) call. MUTE Mutes the microphone. Left/backspace

DND Turns DND mode on or off. PAGE Selects a page zone to place a page. STN SPDL Views or accesses Station Speed-Dial

SYS SPDL Views or accesses System Speed-Dial

REDIAL Redials a telephone number. CNF Places a conference call. TRANSFER Transfers the current call. MSG Connects to Inter-station and voice

FWD Forwards the call to the specified

ANSWER Answers calls. OUTGOING Selects an outgoing line for external

* to cancel the feature.

Activates features while on active calls.

Provides volume control. Scrolls through feature options.

Activates Handsfree Mode. Turns speaker on and off.

Places the current call on hold.

call.

when entering dialpad characters.

numbers.

messages. Toggles between Alpha Mode and Numeric Mode.

number. Right/forward when entering dialpad characters.

calls.

Commonly Used Feature Codes

Contact your system administrator for more information about system features.

Feature Code

ACD Agent – Log In/Out 328 Automatic IC Call Access – On/Off 361 Automatic Trunk Call Access – On/Off 360 Background Music – On/Off 313 Call Forward – All Calls 355 Call Logging 333 Conference 5 Default Station 394 Directory 307 Display Time And Date 300 Do-Not-Disturb – On/Off 372 Dynamic Extension Express – On/Off 364 Dynamic Extension Express Handoff 388 Handsfree – On/Off 319 Headset – On/Off 317 Hold – Individual 336 Hold – System 335 Hunt Group – Remove/Replace 324 Message – Cancel Left Message 366 Message – Delete Message 368 Message – Leave Message 367 Message – Messages Menu 365 Microphone Mute – On/Off 314 Page Receive – On/Off 325 Program Buttons 397 Program Station Password 392 Programmable Buttons – Default 395 Queue (Callback) Request 6 Record-A-Call 385 Reverse Transfer (Call Pick-Up) 4 Ring Tone Selection 398 Station Speed Dial 382 Station Speed Dial – Programming 383 Switch Keymap 399 System Forward – On/Off 354 System Speed Dial 381 View Button Assignments 396

Mitel® 8620/8622 IP Phone User Guide – Issue 14, June 2010

Answering Calls

Lift the handset, or press (Speaker) to answer a call while using a headset or to answer a call in Handsfree Mode.

Placing Emergency Calls

Dial the emergency number (911 U.S. or 999/112 Europe). The system immediately places the emergency call as soon as you dial the number, even if you do not select an outside line.

Placing Internal (Intercom) Calls

With or without the handset lifted, dial the extension number. If you enter incorrect digits, you can press the MUTE button to move the cursor backward, deleting the last digits entered. If you are using Handsfree Mode, listen for the double tone, and then begin to speak.

Placing External Calls

Press the OUTGOING button or enter the Outgoing Call access code (the default code is

8), and then dial the number.

Redialing External Numbers

With or without the handset lifted, press the REDIAL button. The system automatically selects a line and dials the number.

Transferring Calls to Other Extensions

1. While on the call, press the TRANSFER button, and then enter the extension number.

2. Do one of the following:

• Wait for an answer, announce the call, and

then hang up. If the extension is unavailable, press the flashing IC or Call button to return to the caller.

• Hang up to transfer the call and disconnect

the call from your IP phone.

Placing Conference Calls

1. While on the first call, press the CNF button to place the call on hold. CALL NEXT PARTY TO CNF appears.

2. Place a call to the next conference party. For external calls, press the OUTGOING button or enter the Outgoing Call access code (8 is the default code), and then dial the number.

3. After the party answers, announce the conference, and then press the CNF button to place the call on hold. If necessary, repeat this step to add the remaining conference party.

4. Press the CNF button again to start the conference. CNF IN PROGRESS appears.

Viewing and Responding to Messages

1. With the handset on-hook, press the MSG button. Messages are displayed as first in/first out. If there is more than one message, you can repeatedly press the MSG button to scroll through the messages.

2. When the desired message is displayed, press # or lift the handset for privacy, and then press # to respond. (If your handset is off-hook and you press the MSG button, you automatically place a call to the party or message center who left the message.)

Using Do-Not-Disturb

1. Press the DND button, and then do one of the following:

• Press (Up) or (Down) to scroll

through the messages.

• Enter the two-digit number for the DND

message.

2. If applicable, enter the additional text for the DND description.

3. Press (Speaker) or lift and replace the handset.

Forwarding Calls

1. Press the FWD button, and then enter the feature code, if applicable. ENTER FORWARD DEST appears.

2. Enter the extension number, or press the OUTGOING button (the default code is 8), and then dial the telephone number.

Placing a Page Announcement

1. Press the PAGE button.

2. Enter the page-zone number (0 to 9).

3. After the tone, make your announcement, and then hang up.

Mitel® 8620/8622 IP Phone User Guide – Issue 14, June 2010

Notice

Enter provider information above.

This guide is released by Mitel Networks Corporation and provides information necessary to use the 8620/8622 IP Phone. The guide contents, which reflect current Mitel standards, are subject to revision or change without notice.

Some features or applications mentioned may require a future release and are not available in the initial release. Future product features and applications are subject to availability and cost. Some features or applications may require additional hardware, software, or system administrator assistance.

For sales, service, or technical support, contact your local authorized provider:

If you do not know the contact information for your local provider, use the “Partners” link at the top of the Mitel home

page (www.mitel.com) to find a location near you.

If you have any questions or comments regarding this user guide or other technical documentation, contact the Technical Publications Department (USA) at:

tech_pubs@mitel.com

is a registered trademark of Mitel Networks Corporation.

Mitel

Personal use of this material is permitted. However, permission to reprint/republish this material for advertising or promotional purposes or for creating new collective works for resale or redistribution to servers or lists, or to reuse any copyrighted component of this work in other works must be obtained from Mitel.

Mitel® 8620/8622 IP Phone User Guide – Issue 14, June 2010 Page i

Important Safety Instructions and Precautions

Remember the following safety guidelines when using the IP phone.

Programming Emergency Numbers

Make sure to do the following when programming emergency numbers and/or making test calls to emergency numbers:

• Remain on the line and briefly explain to the dispatcher the reason for the call.

• Perform tests during off-peak hours such as early morning or late evenings.

Safety Notices

The following notices may appear on the product or in the technical documentation.

Notice Description

Caution indicates a potentially hazardous situation which, if not avoided, may result in minor or moderate injury and/or damage to the equipment or property.

Warning indicates a potentially hazardous situation which, if not avoided, could result in death or serious injury.

Danger indicates an imminently hazardous situation which, if not avoided, will result in death or serious injury.

The exclamation point within an equilateral triangle indicates that important operating and

maintenance (servicing) instructions are included in the literature accompanying the product.

Maintenance and Repair

There are no user serviceable parts inside the IP phones. For repairs, return the IP phone to an authorized Mitel provider.

NOTE

Changes or modifications not expressly approved by Mitel may void the user’s right to operate the equipment.

Product Disposal Instructions

This symbol indicates that the product is classified as electrical or electronic equipment and should not be disposed of with other commercial or household waste at the end of its working life. For appropriate disposal and recycling instructions, contact your local Mitel provider.

The Waste of Electrical and Electronic Equipment (WEEE) Directive (2002/96/EC) was established by the European Union to minimize negative impact on the environment, control hazardous substances, and curtail landfill expansion by using the best available recovery and recycling techniques.

Page ii Mitel

Model 8620/8622 IP Phone User Guide – Issue 14, June 2010

Power Requirements

CAUTION

Phone Damage Hazard. Make sure the IP phone is connected to the proper power supply before powering on.

Contact your system administrator for more information.

The phone requires any one of the following power supplies:

• Power Supply Unit, part number 806.1114 or 806.1117 (Europe)

• Red Hawk Single Port PowerSense

• An industry-standard IEEE 802.3af Power over Ethernet (PoE) power supply unit

If your IP phone uses a centralized PoE power supply unit, do not use the 48-volt DC Ethernet power adaptor. If necessary, contact your system administrator for assistance before connecting your IP phone to the centralized power source.

Make sure the IP phone is plugged into an uninterruptible power supply (UPS). If your IP phone is plugged into the UPS and the power fails, it should remain powered on for about 10 minutes. If the IP phone is not plugged into a UPS and the power fails, the current call is dropped and you will not be able to use the IP phone until the power is restored.

, Part Number 901.0407

Software and Firmware Updates

The phone may require occasional software updates when new versions are available. The phone is configured to download the updates automatically. Contact your system administrator for more information. During the download process several messages are shown on the display that indicate the status of the download. The final display message, FIRMWARE DOWNLOAD SUCCESS or BOOT DOWNLOAD SUCCESS indicates that the software or firmware update was downloaded successfully.

Immediately following the download your IP phone will re-synchronize with the telephone system by performing a reset. When the display returns to your extension number, your user name, the time of day, and the date, the reset is complete and you can use your IP phone again. During a reset, your IP phone (and all connected devices) lose connectivity with the network for approximately 10 -20 seconds.

CAUTION

Phone Damage Hazard. Do not use your IP phone or disconnect it from the power supply while it is updating

software. This ensures that the software or firmware update is downloaded successfully. Do not disconnect the IP phone from the power supply during the download process. Disconnecting the IP phone’s power supply while the IP phone is downloading an update may cause serious damage to the IP phone.

Software Compatibility

Depending upon which software version your telephone system is using, some of the features included in this guide may not be available for your IP phone. Check with your system administrator to see which software version your telephone system currently uses and if there are any feature restrictions for your system.

Mitel® 8620/8622 IP Phone User Guide – Issue 14, June 2010 Page iii

Phone Usage

This equipment is not for connection to the telephone network or public coin phone service. It is only for use when connected to Mitel systems.

WARNING

When using your IP phone equipment, basic safety precautions should always be followed to reduce the risk of fire, electric shock and injury to persons, including the following:

• Do not use this product near water, for example, near a bath tub, wash bowl, kitchen sink or laundry

tub, in a wet basement, or near a swimming pool.

• Avoid using a phone (other than a cordless type) during an electrical storm. There may be a remote risk

of electric shock from lightning.

• Do not use the IP phone to report a gas leak in the vicinity of a leak.

• Do not connect directly to the Public Switched Telephone Network (PSTN). Any connection of this

phone to an off premise application, an out of plant application, any other exposed plant application, or to any equipment other than the intended application may result in a safety hazard, and/or defective operation, and/or equipment damage. “Exposed plant” means where any portion of the circuit is subject to accidental contact with electric lighting or power conductors operating at a voltage exceeding 300 volts between conductors or is subject to lightning strikes.

• The socket outlet, if used, shall be located near the equipment and shall be easily located by the user.

• Use only Mitel approved power adaptors.See “Power Requirements” on page iii.

• The handset supplied with the IP phone is not certified for use with any other phone. Use of the handset

with any other phone may have the potential to cause hearing loss in the event of a lighting strike on the outside plant wiring.

Page iv Mitel

Model 8620/8622 IP Phone User Guide – Issue 14, June 2010

Notice to Canadian Customers

The Class B digital apparatus complies with Canadian ICES-003.

Notice to U.S. Customers

This equipment has been tested and found to comply with the limits for a Class B digital device, pursuant to Part 15 of the FCC Rules. These limits are designed to provide reasonable protection against harmful interference in a residential installation. This equipment generates, uses, and can radiate radio frequency energy and, if not installed and used in accordance with the instructions, may cause harmful interference to radio communications. However, there is no guarantee that interference will not occur in a particular installation. If this equipment does cause harmful interference to radio or television reception, which can be determined by turning the equipment off and on, the user is encouraged to try to correct the interference by one or more of the following measures:

• Reorient or relocate the receiving antenna.

• Increase the separation between the equipment and receiver.

• Connect the equipment into an outlet on a circuit different from that to which the receiver is connected.

• Consult the dealer or an experienced radio/TV technician for help.

Notice to European Customers

We, Mitel Networks LTD.

Of, Mitel Castlegate Business Park

Portskewett

Caldicot

NP26 5YR

Declare that for the hereinafter mentioned product the presumption of

conformity with the applicable essential requirements of

PARLIAMENT (RTTE DIRECTIVE) AND OF THE COUNCIL is given.

Any unauthorized modification of the product voids this Declaration.

For a copy of the original signed Declaration of Conformity (in full conformance with EN45014), please contact the Regulatory Approvals Manager at the above address.

DIRECTIVE 1999/5/EC OF THE EUROPEAN

Mitel IP Phone: 8620/8622

Mitel® 8620/8622 IP Phone User Guide – Issue 14, June 2010 Page v

Contents

Getting Started 1

Welcome . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1

About Your IP Phone . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2

Feature Descriptions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3

Handset . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3

Display . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3

Message Indicator Lamp . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4

Programmable Buttons. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4

Dialpad Buttons . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4

Speaker . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4

Feature Buttons . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5

Phone Connectors . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 6

Phone Signals . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7

Comfort and Safety Tips . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7

Headset Instructions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 8

Personalizing Your Phone 9

Adjusting the Viewing Angle . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 9

Changing Volume Levels . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 9

Changing the Ring Tone . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 9

Adjusting the Display Contrast . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 10

Listening to Background Music . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 10

Changing the Language . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 10

Using the Dialpad Buttons to Enter Characters . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 11

Using Programmable Buttons . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 13

Default Access Codes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 14

Outside Line Access Codes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 14

Extension Numbers . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 14

Default Feature Codes. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 14

Viewing Button Assignments . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 17

Resetting Programmable Buttons . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 17

Resetting the IP Phone to the Default Settings. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 17

Switching Keymaps . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 17

Activating Door Relay . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 18

Mitel® 8620/8622 IP Phone User Guide – Issue 14, June 2010 Page vii

Contents

Answering and Placing Calls 19

Answering Calls. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 19

Answering Waiting Calls . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 19

Using Automatic Call Access . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 19

Redirecting Calls . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 20

Using Automatic Trunk Answer . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 20

Placing Calls . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 21

Placing Emergency Calls . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 21

Placing Internal Calls . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 21

Requesting a Callback (Queuing the Phone). . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 21

Using Camp-on . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 21

Placing External Calls . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 22

Redialing a Number . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 23

Using Speed Dial . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 24

Using System Speed Dial . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 24

Using Station Speed Dial . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 24

Storing Station Speed-Dial Numbers . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 24

Dialing Station Speed-Dial Numbers . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 25

Deleting Station Speed-Dial Entries. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 25

Assigning Speed-Dial Numbers to Programmable Buttons . . . . . . . . . . . . . . . . . . . . . . . . 26

Using the Directory . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 27

Using Account Codes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 28

Call Features 29

Using Handsfree Mode . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 29

Using Ring Intercom Always . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 30

Using Mute . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 30

Placing Calls On Hold . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 30

Entering a Hookflash. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 30

Transferring Calls . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 31

Transferring Calls to Other Extensions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 31

Transferring Calls to External Numbers. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 31

Using Reverse Transfer . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 31

Viewing Your System Information . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 32

Viewing Caller ID Information . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 32

Forwarding Calls . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 33

Manual Call Forwarding . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 33

System Forwarding . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 33

Page viii Mitel

8620/8622 IP Phone User Guide – Issue 14, June 2010

Contents

Using Dynamic Extension Express . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 34

Placing Conference Calls . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 36

Adding a Conference Party . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 36

Transferring a Conference . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 36

Dropping Out of a Conference . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 36

Ending a Conference and Placing all Parties on Hold . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 37

Using Record-A-Call . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 37

Using Group Listen . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 37

Using Call Logging . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 38

Using Secondary Extension Buttons. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 38

Using Configuration Assistant . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 39

Changing Your Station Password . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 39

Accessing Configuration Assistant. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 39

Changing the Dynamic Extension Express Settings . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 40

Changing the DND Settings. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 40

Changing the Manual Call Forwarding Settings. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 41

Using Remote Programming . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 42

Changing the Dynamic Extension Express Settings . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 42

Changing the DND Settings. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 43

Changing the Manual Call Forwarding Settings. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 43

Changing Your Station Password . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 44

Messages 45

Using Messages. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 45

Leaving Messages at Other Extensions. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 45

Viewing and Responding to Messages . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 46

Canceling Messages Left at Other Extensions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 46

Deleting Waiting Inter-Station Messages. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 46

Using Do-Not-Disturb (DND) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 47

Using Reminder Messages . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 48

Paging Other System Users . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 49

Placing a Page Announcement . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 49

Enabling or Disabling the Page Feature . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 49

Mitel® 8620/8622 IP Phone User Guide – Issue 14, June 2010 Page ix

Contents

Hunt Groups 51

Logging in to ACD Hunt Groups . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 51

Logging out of ACD Hunt Groups . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 52

Stopping the ACD Hunt Group Wrap-up Timer. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 52

Other Hunt Group Features . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 52

Requesting Agent Help . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 52

Diverting Hunt Group Calls . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 53

Hunt Group Supervisor Features . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 53

Accepting or Rejecting Agent Help Calls . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 53

Monitoring Calls . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 53

Stealing Hunt Group Calls . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 53

Using Barge-In . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 54

Troubleshooting 55

Contact Information. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 55

Error Messages . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 55

Troubleshooting Tips . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 56

Index 59

Page x Mitel

8620/8622 IP Phone User Guide – Issue 14, June 2010

Getting Started

Welcome

The instructions in this guide are for using the 8620/8622 IP Phone on the Mitel 5000 Communications Platform (CP). The Quick Reference Guide located at the beginning of this guide is an overview of frequently used features.

Your IP phone should be powered on and ready to use. If the display is blank, or if the display name, extension number, or time or date are incorrect, contact your system administrator for assistance.

The phone can operate in either Inter-Tel Protocol (ITP) mode or Session Initiation Mode (SIP) mode. The operating mode determines which features and options are enabled on the IP phone. This guide is for phones operating in ITP mode. If your IP phone is configured to operate in SIP mode, request a copy of the 8600/8620/8622/8662 User Guide: Session Initiation Protocol (SIP) Mode, part number, 550.8024, from your system administrator.

Because a variety of voice mail products work with the Mitel 5000 CP, this guide does not include voice mail instructions. For voice mail instructions, refer to the voice mail user guide for your system. For example, refer to the Enterprise Messaging, Basic Voice Mail, and Embedded

Voice Mail Card User Guide, part number 835.3205, or the Mitel NuPoint Unified Messaging User Guide (on the Mitel Web site

for more information about your voice mail system.

Getting Started

(http://edocs.mitel.com). Contact your system administrator

NOTE

Because many phone features can be programmed to perform various tasks, some features may work differently than the descriptions in this guide. Contact your system administrator for more information.

Mitel® 8620/8622 IP Phone User Guide – Issue 14, June 2010 Page 1

Getting Started

1 1

About Your IP Phone

Your IP phone is equipped with a two-line display, a hearing aid-compatible handset, a Message Indicator lamp, an internal speaker and microphone, and two basic types of buttons.

• Dialpad buttons: Allow you to enter numbers and letters.

• Feature buttons: Provide quick access to various phone and voice mail features.

This photo shows the external components of the IP phone. See “Feature Descriptions” on

page 3 for more information about the IP phone features.

1 – Handset 5 – Programmable buttons

2 – Display 6 – Dialpad buttons

3 – Message Indicator lamp 7 – Feature buttons

4 – Hold button 8 – Speaker

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8620/8622 IP Phone User Guide – Issue 14, June 2010

Feature Descriptions

The following sections describe default configurations. Your IP phone may be programmed differently. Contact your system administrator for more information. See “About Your IP Phone” on page 2 for phone feature locations.

Handset

The handset provided with this equipment is hearing aid compatible (HAC). If you are using a headset or if you are in Handsfree Mode, you do not need to use the handset.

Display

The phone has a two-line display. When the IP phone is idle, the display shows your extension number, your username, the time of day, and the date. At other times it might show reminder messages, Do-Not-Disturb (DND) messages, number dialed, call sources, elapsed time of calls, current call costs, error messages, and so on.

Following are the feature display abbreviations:

Getting Started

Abbreviation Word or Phrase

ACCT CODE Account Code CNF Conference DEST Destination DIR Directory DND Do-Not-Disturb EXT Extension LOGS Call Logging MSG Message RCL Recall SPKR Speaker SPKRPHN Speakerphone STN SPD Station Speed Dial SYS SPD System Speed Dial TFR Transfer TG Trunk Group (a group of outside lines) TRNK Trunk (an outside line) MISSED (number) Missed Calls

Mitel® 8620/8622 IP Phone User Guide – Issue 14, June 2010 Page 3

Getting Started

Message Indicator Lamp

The Message Indicator lamp flashes or stays lit to indicate call, message, and feature activity. See “Using Messages” on page 45.

By default, the Message Indicator lamp is lit when you receive new messages.

NOTE

Message Indicator lamp signals are described in the following table.

Message Indicator Lamp Signal Description

Rapidly flashing You have an incoming call.

Slowly flashing You have a waiting message or callback message.

On You are on a call or using a feature.

Off Your IP phone is idle.

However, this lamp can be programmed for other functions. Contact your system administrator for more information.

Programmable Buttons

Most of the buttons on your IP phone are preprogrammed by the system administrator; however, you can program some of the IP phone buttons for quick access to features or speeddial entries. See “Using Programmable Buttons” on page 13 for instructions.

Dialpad Buttons

Use the dialpad buttons to dial phone numbers, enter feature codes, and to enter characters when using features that require text input.

Speaker

The speaker provides audio for handsfree calls and background music. See “Using Handsfree Mode” on page 29 for information about handsfree calls. See “Listening to Background Music” on page 10 for more information about background music.

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8620/8622 IP Phone User Guide – Issue 14, June 2010

Getting Started

Feature Buttons

Feature buttons provide quick access to commonly used features. See the following table for descriptions.

Button Action

(Special) Activates features while on active calls. Depending on how your system

is configured, you may need to press this button before you dial a feature code.

(Up) (Down)

(Speaker) Activates Handsfree Mode (speakerphone). See “Using Handsfree

(Hold) Places the current call on hold.

CALL Selects an outside line or answers a call.

IC Answers an intercom (internal) call.

MUTE Mutes the microphone.

DND Turns DND mode on or off. See “Using Do-Not-Disturb (DND)” on

PAGE Selects a page zone to place a page.

STN SPDL Views or accesses Station Speed-Dial numbers.

Provides volume control for the ringer, handset, and speaker. Scrolls through feature options.

Mode” on page 29. Activates features.

Left/backspace when entering dialpad characters. See “Using the Dialpad Buttons to Enter Characters” on page 11.

page 47.

SYS SPDL Views or accesses System Speed-Dial numbers.

REDIAL Redials last external telephone number.

CNF Places a conference call.

TRANSFER Transfers the current call.

MSG Connects to Inter-station and voice messages.

Toggles between Alpha Mode and Numeric Mode when entering dialpad characters.

FWD Forwards the call to the specified number.

Right/forward when entering dialpad characters. See “Using the Dialpad Buttons to Enter Characters” on page 11.

ANSWER Answers calls.

OUTGOING Selects an outgoing line for external calls.

Mitel® 8620/8622 IP Phone User Guide – Issue 14, June 2010 Page 5

Getting Started

Phone Connectors

The 8620/8622 IP Phone has dedicated ports located on the back of the IP phone that connect both a handset and headset.

In addition to handset and headset ports, the 8620/8622 IP Phone has connectors that are required for an IP phone. Two light-emitting diodes (LEDs) on the computer port (8622 IP Phone only) and LAN/Power port indicate link status and the connection speed.

The phone connectors include:

• Handset port: Connects to a handset.

• Headset port: Connects to a headset.

• Personal computer (PC) port: Connects to a computer or another

• LAN/Power port: Connects to a power supply.

For more information about your IP phone’s connectors, power supply, and supported ethernet devices, contact your system administrator.

10/100 Ethernet device.

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8620/8622 IP Phone User Guide – Issue 14, June 2010

Phone Signals

The phone has several audio and visual signals to indicate feature activity. The following are a few helpful tips:

• Any buttons that are lit or blinking indicate call or feature activity.

• All phone button lamps illuminate at the same time for a few seconds when the IP phone

is reset or powered on.

• The following actions may cause an error tone:

o Pressing an invalid button combination. o Selecting a restricted feature. o Dialing a restricted or invalid number. o Dialing too slowly between digits. o Waiting too long before performing the next step.

To correct, hang up and try again.

• Many features “time-out” if you wait too long before performing the next step. If this

happens, you must start over.

• “Off-hook” means the handset is in use. “On-hook” means the handset is idle.

Comfort and Safety Tips

Getting Started

Observe the following comfort and safety tips when using the IP phone:

• Do not cradle the handset: Prolonged use of the handset can lead to neck, shoulder, or

back discomfort, especially if you cradle the handset between your neck and shoulder. If you frequently use the IP phone, you might find a headset more comfortable. See “Headset Instructions” on page 8.

• Adjust the viewing angle: The built-in stand tilts to give you a better view of the buttons.

See “Adjusting the Viewing Angle” on page 9.

• Protect your hearing: Because prolonged exposure to loud sounds can contribute to

hearing loss, keep the volume at a moderate level. You can adjust the volume levels of the handset receiver or headset. See “Changing Volume Levels” on page 9.

Mitel® 8620/8622 IP Phone User Guide – Issue 14, June 2010 Page 7

Getting Started

Headset Instructions

When using a headset, press (Speaker) to connect to or disconnect from calls.

If you have both a headset and a handset connected to your IP phone and you are using the headset, you can quickly transfer audio to the handset by lifting the handset from the cradle. Press (Speaker) to transfer the call back to the headset before replacing the handset in the cradle.

The headset must be hearing aid compatible (HAC).

NOTES

To connect and activate the headset:

1. Insert the headset jack into the Headset port located on the back of the IP phone. See

2. Dial 317

To turn off Headset Mode and activate the handset and speakerphone:

If your headset has a power-saver mode, make sure the system administrator has enabled the “Headset Connect Tone” feature. If this is not enabled, you may miss the first few seconds of an incoming call.

“Phone Signals” on page 7.

to turn the headset on. HEADSET MODE ON appears.

Dial 317. activated.

HEADSET MODE OFF appears. The handset or speakerphone is now

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8620/8622 IP Phone User Guide – Issue 14, June 2010

Personalizing Your Phone

This chapter describes features you can use to personalize your IP phone.

Adjusting the Viewing Angle

You can tilt the IP phone stand for a better view of the buttons and display.

To adjust the viewing angle:

1. Position the bottom of the IP phone base on a flat surface.

2. Tilt the IP phone to the desired angle.

3. Place the “feet” of the support mechanism in the holes on the base to secure the position of the IP phone.

Changing Volume Levels

You can change the following volume levels:

• Ringer (alerting tone)

• Handset

• Headset

• Background music

• External speaker

You must be using the feature to change the volume level. For example, if you want to change the handset volume level, you must be using the handset. However, you can adjust the ringer (alerting tone) volume level when the IP phone is idle.

Personalizing Your Phone

To change a volume level:

1. While using the feature, press (Up) to increase the volume, or press (Down) to decrease the volume.

2. Press the center of the button to save the setting.

Changing the Ring Tone

You can select one of nine different ring tones.

To change the ring tone:

1. With the handset on-hook, dial 398.

2. Do one of the following to listen to (or turn off) ring tones:

• Press 0 to turn the ringer off.

• Press (Up) or (Down) or 1 to 9 to listen to ring tones.

3. Press (Speaker), # or lift and replace the handset to select the ring tone.

Mitel® 8620/8622 IP Phone User Guide – Issue 14, June 2010 Page 9

Personalizing Your Phone

Adjusting the Display Contrast

You can adjust the display Contrast setting.

To adjust the Contrast setting:

1. While the handset is on-hook, dial 303.

2. Do one of the following:

• Press (Up) or (Down) to adjust the contrast.

• Press a number on the dialpad (1 = lightest, 8 = darkest) that corresponds to your

desired contrast level.

3. To save the setting, press # or (Speaker).

Listening to Background Music

If your system is equipped with a music source, you can listen to Background Music or system audio (for example, organizational conference calls) through the external speaker.

To turn background music on or off:

313 to turn background music on. BACKGROUND MUSIC ON appears. Dial 313 to

Dial turn background music off.

Changing the Language

Your system administrator can select two of the following languages as the primary and secondary languages to display text:

• American English

• British English

• Canadian French

• Mexican Spanish

• Japanese

You can change the language by selecting the secondary language. Contact your system administrator for more information.

To change the language:

Dial 301 to select either the primary or secondary language. The display shows text in the selected language.

1. This feature may or may not be enabled for your system.

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8620/8622 IP Phone User Guide – Issue 14, June 2010

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