Mitel MiVoice 6940 IP Phone User Manual

MiVoice 6940 IP Phone

User Guide for MiVoice Connect

58015961 REV00

NOTICE

The information contained in this document is believed to be accurate in all respects but is not warranted

®

by Mitel Networks Corporation (MITEL

). The information is subject to change without notice and should
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.

.

Mitel MiVoice 6940 IP Phone Release 5.2.1

User Guide for MiVoice Connect

58015961 REV00 - October 2019

®,™ Trademark of Mitel Networks Corporation

© Copyright 2019, Mitel Networks Corporation

All rights reserved

Table of Contents

About this Guide . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1

Documentation. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1

Phone Features . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1

Installation and Setting Up . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2

Tips for Your Comfort and Safety . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2

Overview of the 6940 IP Phone . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3

Keys Description . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4

Plugging In and Starting the Phone . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5

Your Phone’s Display. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 8

Call Appearance Keys and Programmable Keys. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 8

Setting Up Your Phone . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 9

Registering a Phone in a MiVoice Connect System . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 9

Assigning Your Extension or Phone Number to the Phone . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 10

Logging In to the Voicemail System. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 10

Operating Your Phone . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 11

Placing Calls . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 11

Answering Calls . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 12

Auto-Answer/Play Warning Tone. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 13

Adjusting the Ring and Listening Volume . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 13

Muting a Call . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 13

MobileLink . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 14

Guide to the Icons Displayed on Your Phone . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 18

Using the Voicemail . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 23

Using the Directory . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 23

Making a Call Using Directory . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 23

Finding Detailed Contact Information. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 24

Dialing Voicemail from Directory . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 24

Sending a Whisper Page through Directory. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 24

Help . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 25

Using the Call History . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 25

Viewing a List Of All Calls Placed, Received, or Missed . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 26

Placing a Call Using the Call History . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 26

Using the Intercom through the Call History . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 26

Deleting a Call from the Call History . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 27

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MiVoice 6940 IP Phone User Guide for MiVoice Connect

Interacting With Calls. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 27

Placing a Call On Hold or Off Hold . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 27

Diverting an Incoming Call to Voicemail . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 28

Transferring a Call . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 28

Parking and Unparking Calls . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 29

Picking Up an Incoming Call for Another Extension . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 29

Customizing Your Phone. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 30

Phone Settings Via IP Phone UI . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 30

Phone Settings Via Connect Portal . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 32

Log Issue . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 32

Understanding Availability States . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 33

Changing Your Active Availability State. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 33

Specifying Options for Availability States . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 33

Time and Date . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 34

Settings . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 34

Time Zone . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 36

Status . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 37

Bluetooth . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 38

Pairing a Bluetooth Device . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 39

Disconnecting a Bluetooth Device . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 42

Forgetting a Bluetooth Device . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 42

Connecting to a Different Paired Bluetooth Device . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 43

Renaming a Paired Bluetooth Device . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 43

Connecting to a Different or Disconnected Bluetooth Device . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 44

Directory . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 44

Settings . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 45

External Sources . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 45

Diagnostics . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 46

Ping . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 47

Traceroute . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 47

Capture . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 48

Log Upload . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 49

Audio Diagnostics . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 49

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Table of Contents

Audio. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 50

Configuring the Audio Mode . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 51

Headset . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 51

Changing the Ringtone . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 52

Display . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 53

Home Screen Settings . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 53

Brightness Settings . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 54

Push Notifications . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 54

Additional Phone . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 55

Restart . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 55

Making a Conference Call . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 57

Using the Merge Feature to Conference Active Calls . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 57

Using the Intercom. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 58

Paging . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 58

Voice Services . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 58

Simultaneous Ringing . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 59

Other Advanced Features . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 60

Voicemail Overview . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 64

Using Visual Voicemail . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 64

Interacting with Messages in Visual Voicemail . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 66

Replying to Messages in Visual Voicemail . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 66

Forwarding Messages in Visual Voicemail . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 67

Viewing Saved Messages in Visual Voicemail. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 68

Deleting Messages in Visual Voicemail . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 68

Using the Voicemail System . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 69

Logging In to the Voicemail System. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 69

Interacting with New Messages in the Voicemail System . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 70

Listening to Saved Messages . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 71

Sending Messages from Voicemail . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 71

Leaving a Message and Using Message Options . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 71

Using Mailbox Options . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 72

Accessory support . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 77

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MiVoice 6940 IP Phone User Guide for MiVoice Connect

Mitel Wireless LAN Adapter. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 77

Mitel M695 Programmable Key Module (Button Box) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 78

USB Headsets . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 79

Mitel Integrated DECT Headset. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 80

Mitel S720 Bluetooth Speakerphone . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 83

Mitel Cordless Bluetooth Handset . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 85

Problems and Solutions. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 89

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About this Guide

This guide explains how to use the basic features of your Mitel MiVoice 6940 IP Phone with MiVoice
Connect.

Documentation

• Mitel MiVoice 6940 IP Phone Quick Reference Guide – Contains call handling instructions, an
overview of the user interface (UI) and details on UI navigation, as well as information about
other important features. The Quick Reference Guide can be downloaded from Mitel MiVoice

6940 IP Phone Quick Reference Guide.

• Mitel MiVoice 6940 IP Phone Installation Guide – Contains installation and set-up instructions,
general features and functions, and basic options list customization. The Installation Guide can
be downloaded from Mitel MiVoice 6940 IP Phone Installation Guide

Supporting Documentation

To access phone and system-specific documentation:

1. Log on to Mitel MiAccess.

About this Guide

.

2. In left-hand menu, select Doc Center.

3. Select DEVICES AND ACCESSORIES > SIP PHONES AND PERIPHERALS > 6900 SERIES

SIP PHONES FOR MIVOICE CONNECT> 6900 SIP PHONES.

Phone Features

Feature highlights include:

• 7 inches WVGA (800x480) color TFT capacitive touch-screen LCD display with brightness
controls

• Built-in-two-port, 10/100/1000 Gigabit Ethernet switch

• Embedded Bluetooth 4.0

• USB 2.0 port (500mA maximum)

• Cordless Bluetooth handset

• Enhanced wideband, full-duplex speakerphone for handsfree calls

• Extensive support for peripherals and modules: Mitel Cordless Bluetooth handset, Mitel
Integrated DECT Headset, S720 Bluetooth Speaker, Bluetooth headset, M695 Color
Programmable Key (PKM) modules (button box), and Mitel Wireless LAN Adapter

• AC power adapter (sold separately)

• 12 touchscreen top softkeys supporting up to 48 functions and six state-based touchscreen
bottom softkeys supporting up to 30 functions

• MobileLink support - seamless mobile integration using Bluetooth wireless technology

*Availability of feature depends on your phone system or service provider.

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MiVoice 6940 IP Phone User Guide for MiVoice Connect

Installation and Setting Up

Please refer to the Mitel 6940 IP Phone Installation Guide included with your phone for basic
installation and physical setup information.

Tips for Your Comfort and Safety

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 ear and shoulder. If you use your phone a lot, you may find it more
comfortable to use a headset.

Protect Your Hearing

Your 6940 IP phone has a control for adjusting the volume of the handset, headset, and
speakerphone. Because continuous exposure to loud sounds can contribute to hearing loss, keep
the volume at a moderate level.

Adjust the Viewing Angle

The stand for your 6940 IP phone supports two viewing angles (30° and 60°). Adjust the stand to
suit your viewing preference. For instructions on how to adjust the stand, see the 6940 IP Phone

Installation Guide.

2

Overview of the 6940 IP Phone

Welcome to your IP phone!

Figure 1 provides an overview of the Mitel MiVoice 6940 IP Phone components. Figure 2 on page

4 shows the ports on the back of the phone.

Handset

Speaker

Overview of the 6940 IP Phone

Display Area

Function Keys

Figure 1: 6940 IP Phone Components

Dial Pad

Function Keys

Microphone

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MiVoice 6940 IP Phone User Guide for MiVoice Connect

48V

0.54A

USB Port

Handset Jack is

hearing-aid
compatible (HAC)

PC Port

Network and
Power Port

Figure 2: Ports on the Back of the 6940 IP Phone

Power Adapter
Port

Keys Description

The following table describes the keys on the Mitel MiVoice 6940 IP Phone.

Key Description

Directory key - Displays a list of your contacts.

History key - Displays a list of your missed, outgoing, and answered calls.

Voicemail key - Provides access to your voicemail service (if configured).

Settings key - Provides services and static settings that allow you to customize

your phone.

Volume controls - Adjusts the volume for the ringer, handset, headset, and
speakerphone.

Press the volume control keys while the phone is ringing to adjust the ringer
volume. Press these keys during an active call to adjust the volume of the audio
device being used (handset, headset, or speaker).

Goodbye key - Ends an active call. Pressing the Goodbye key also exits an open
list (such as Call History) and menus (such as the Static Settings menu) without
saving changes.

Redial key - Displays a list of your previously dialed calls. Double-press the
Redial key to call the last dialed number.

4

Key Description

Hold key - Places an active call on hold. To retrieve a held call, press the

applicable Line key.

For more information, see Placing a Call On Hold or Off Hold on page 27.

Mute key - Mutes the microphone so that your caller cannot hear you. (The LED
next to the key turns on when the microphone is on mute.)

Speaker/Headset key - Transfers the active call to the speaker or headset,
allowing hands-free use of the phone.

Plugging In and Starting the Phone

The 6940 IP phone automatically begins the startup sequence as soon as it is connected. The phone
goes through this process the first time you plug in your phone and every time you restart your phone.

The phone displays the following startup screens.

Plugging In and Starting the Phone

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MiVoice 6940 IP Phone User Guide for MiVoice Connect

The 6940 IP phone then checks the settings and looks for new configuration and firmware updates
from a configuration server. It may take a few moments while the phone downloads the latest updates.

Note: Updates to your phone can be scheduled to be automatically installed from the server.This
is setup on the phone system by your Mitel administrator and should be scheduled during
non-business hours or slow call periods.

CAUTION: Do not unplug or remove power to the phone while the phone is checking or installing
firmware and configuration information.

If language packs were loaded to your phone, the following screen is displayed during startup.

6

Plugging In and Starting the Phone

When the configuration update is complete, the phone displays the following screens before it
displays the Home screen.

Network Connected/Network Disconnected

If your phone successfully connects to the network, the phone displays the Home screen.

If your phone did not successfully connect to the network, the Network Disconnected prompt is
displayed and the status light turns on.

If this happens, check that the cables are firmly connected to the phone and to the wall jack. The
phone automatically detects when it is reconnected successfully and the Network Disconnected
prompt is removed from the screen. However, if changes have been made to your phone’s network
settings, you may need to restart your phone. Check with your Mitel administrator or Network
administrator for assistance.

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MiVoice 6940 IP Phone User Guide for MiVoice Connect

For more information about connecting your phone, see the Mitel 6940 IP Phone Installation Guide.

Note: If the phone displays a No Service status message, you can still use the phone, but the
phone is not registered with the system. For more information about registering your phone, contact
your Mitel administrator.

Your Phone’s Display

The display screen on your IP phone shows your name and extension, availability state, call
appearance keys, work-group agent status, programmed keys, and other information. Figure 3
shows the elements on the display screen.

Current
availability
state

Your
extension

Bluetooth Handset

Bluetooth Speaker

Voicemail
message
indicator

Bluetooth
Status: On

Connected

Incoming Call

Call On Hold

Softkeys

Context-sensitive keys let you perform actions
based on the phone’s status and the call type.

Figure 3: Elements on the Display Screen of the 6940 IP phone

Call Appearance Keys and Programmable Keys

Your phone features 12 call appearance keys that show incoming, active, or held calls. For
information about functions that the Mitel administrator can configure for these programmable keys,
see Phone Settings Via Connect Portal on page 32.

8

Setting Up Your Phone

To use all the functions of your IP phone, your phone needs to be assigned to you and you need to
know the password for the voicemail system. You can determine whether your phone is already
assigned to you as follows:

• If the phone displays your name and extension, your Mitel administrator has already assigned
your phone to you, and you do not need to assign yourself to your phone. When your phone is
in this state, you can receive calls, make calls, and check for new messages using visual
voicemail.

• If the phone displays “Available” and the date and time, use the procedure in Assigning Your

Extension or Phone Number to the Phone on page 10 to assign your extension to your phone.

Until the phone is assigned, you can place internal calls by dialing a number or using the Directory,
but you cannot receive calls or use visual voicemail, and you might not be able to place external
calls.

• If the phone displays “Anonymous” and the date and time, your extension is assigned as the
primary phone for someone who is currently assigned to some other phone or endpoint. You
can assign your extension to the phone by following the procedure in Assigning Your Extension

or Phone Number to the Phone on page 10.

Setting Up Your Phone

• If the phone displays “Voice Service,” use the procedure in Assigning Your Extension or Phone

Number to the Phone on page 10 to assign your extension to your phone.

With the appropriate permissions (set by your Mitel administrator or authorized contact), you can
log in to any Mitel 6900-Series IP phone in the system to assign your extension or phone number
to that phone.

For information about registering your phone with a MiVoice Connect system, see Registering a

Phone in a MiVoice Connect System on page 9.

Registering a Phone in a MiVoice Connect System

To register a phone in a MiVoice Connect system, perform the following steps:

1. Press .

2. Press the Advanced softkey.

3. Enter the Administration Password and press the Enter softkey.

4. Navigate to Voice Services > MiVoice Connect and press the select button or press the Select

softkey.

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MiVoice 6940 IP Phone User Guide for MiVoice Connect

5. In the Config. Server field, enter the MiVoice Connect Server IP Address.

6. Press the Save softkey to save your changes.

The IP phone automatically restarts and connects to the MiVoice Connect server.

Assigning Your Extension or Phone Number to the Phone

The procedure that you use to assign your phone depends on whether the phone displays “Available”,
or “Anonymous,” or “Voice Service”.

If Your Phone Displays “Available” or “Anonymous”

If your phone displays “Available” or “Anonymous,” use this procedure to assign your extension to
your phone.

1. Touch the Assign softkey.

2. Enter the extension number that your Mitel administrator provided.

3. Enter the password provided by your Mitel administrator.

4. Touch the Enter softkey.

Your extension is assigned to your phone and your name and extension is displayed.

Logging In to the Voicemail System

If you are a new user in the Mitel system, you need to log in to the voicemail system to record your
name and personal greeting. For details, see Logging In to the Voicemail System on page 69.

10

Operating Your Phone

This section provides an overview of the following basic phone tasks:

• Placing calls

• Answering calls

• Auto Answer

• Sending an incoming call to voicemail

• Adjusting the ring and listening volume

• Turning off the phone’s ringer

• Muting a call

• MobileLink

Placing Calls

To place a call, you can use the handset, the speakerphone, or a headset.

Operating Your Phone

Note: The call timer on the 6940 IP phone starts after the call is answered.

Using the Handset to Place a Call

1. To place a call, pick up the handset and dial a phone number.

2. To end the call, hang up the handset.

Using Handsfree Speakerphone

The handsfree feature allows you to speak to someone without using the handset or headset. Your
phone must be in either the Speaker or Speaker/Headset audio mode. For more information about
setting the audio mode on your phone, see Audio on page 50

• To dial using handsfree, first press and enter a number at the dial tone.

• If you are in Speaker audio mode, lift the handset and press to switch between handsfree
and handset.

• If you are in Speaker/Headset audio mode, press to switch between handsfree and
headset.

• When the handset is on hook, press to disconnect the call.

Note: When handsfree is on, the LED next to the hardkey turns on.

.

Using the Headset to Place a Call

The headset feature allows you to speak to someone without using the handset or speakerphone.
Your phone must be in either the Headset or Headset/Speaker audio mode. For more information
about setting the audio mode on your phone, see Audio on page 50

1. To place a call using the headset, press and dial the phone number.

The LED next to the hardkey blinks red, and the call is dialed.

.

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MiVoice 6940 IP Phone User Guide for MiVoice Connect

2. To end the call, press again.

The LED next to the hardkey stops blinking.

Answering Calls

When a call is ringing at your extension, the inbound caller’s name, extension, and incoming call
icon display on the screen. Additionally, the line/call appearance LED flashes quickly indicating the
incoming call.

Note: During an incoming call:

• Touching Ignore, sends busy signal to the caller and terminates the call.

• Touching Silence, silences ringtone and handle call with configured call-handling rules.

To answer a call, you can use the handset, the speakerphone, or a headset. You can also answer
a call through your speakerphone or headset using either of the following methods:

• Touch the blinking call appearance softkey.

• If the incoming call is shown in the focus window on your phone’s display, touch the Answer
softkey.

Note: The call timer on the 6940 IP phone starts after the call is answered.

For more information about handling multiple calls, see Diverting an Incoming Call to Voicemail on
page 28.

Using the Handset to Answer a Call

1. To answer a call, pick up the handset when the phone rings.

2. To end a call, hang up the handset.

Using the Speakerphone to Answer a Call

If you plan to use a Speakerphone to answer calls, see Audio on page 50 for instructions on how to
designate Speaker or Speaker/Headset as your default auto off-hook preference.

1. To answer a call, press .

The LED next to the hardkey lights red.

2. To end the call, press .

The LED next to the hardkey turns off.

Using a Headset to Answer a Call

If you plan to use a headset to answer calls, see Audio on page 50 for instructions on how to designate
your wireless or wired headset as your default auto off-hook preference.

1. To answer a call using the headset, do one of the following:

• If you use a wired headset, press .

• If you use a wireless headset, go off-hook with your headset.

12

2. If your automatic off-hook preference is configured to use your headset, touch the blinking red

call appearance button or touch the Answer softkey. (If you use a wireless headset, the phone

then displays a message prompting you to press the off-hook button on your headset.)
The LED next to the hardkey stops blinking.

• To end the call, do one of the following:

• If you use a wired headset, press .

• If you use a wireless headset, put your headset in to the on-hook position.
The LED next to the hardkey stops blinking.

Note: The audio mode setting you have selected in the Settings > Audio> Audio Mode menu
on the IP phone determines whether a call goes to speakerphone or to the headset operation.
For more information, see Audio on page 50.

Auto-Answer/Play Warning Tone

The auto-answer feature on the IP phone allows you to enable or disable automatic answering for
an Intercom call.

If Auto-Answer is enabled, the phone automatically answers an incoming intercom call. If Play

Warning Tone is also enabled, the phone plays a tone to alert you before answering the intercom call.

Note: Your Mitel administrator can set a time period delay before the phone automatically answers.

Contact your Mitel administrator for more information.

Auto-Answer/Play Warning Tone

Adjusting the Ring and Listening Volume

To adjust the volume on your phone, use the keys. The volume settings for the ringer,
handset, speakerphone, and headset are independent of each other, and you can set them as
follows:

• Adjust the volume of your phone’s ringer while the phone is on hook.

• Adjust the handset listening volume while the handset is off hook.

• Adjust the speakerphone volume when the LED next to is illuminated.

• Adjust the headset listening volume when the LED next to is blinking.

Note: When using a wireless headset, if you experience audio problems, ensure that your wireless
headset is configured according to the manufacturer’s instructions. Problems that might result
from improper configuration include the following:

• You cannot hear a dial tone.

• The volume for you or the other party is not loud enough.

• You hear a buzzing or hissing sound.

Muting a Call

• To mute a call so that the caller does not hear you, press .
The LED next to the hardkey blinks in red when the mute is active.

Note: Mute does not work during number dial-out.

• To unmute a call so that the caller can hear you, press again.
The LED next to the hardkey does not blink when the mute is not active.

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MiVoice 6940 IP Phone User Guide for MiVoice Connect

MobileLink

The 6940 IP Phone supports MobileLink, a feature that provides seamless mobile integration using
Bluetooth wireless technology. MobileLink highlights include the ability to:

• Sync your mobile phone’s contact list with your 6940 IP phone.

• Answer a mobile phone call using your 6940 IP phone.

• Move a mobile call audio between the 6940 IP phone and your mobile phone.

Mobile
Line Key

Note: The Mobile softkey needs to be configured by your Mitel administrator in the Connect Portal.

The Mobile Line key icon changes to reflect the status of the line as follows:

Icon Description

Indicates the mobile line is connected with a mobile phone and is idle.

(Blinking) Indicates the mobile line is ringing due to an incoming call on your mobile
phone.

Indicates the mobile line is busy.

(Blinking) Indicates the call on the mobile line is on hold.

Indicates the mobile phone is not connected.

Notes:

• Additional Bluetooth devices connected to your mobile phone (such as smart watches and
headsets) may impede or alter the behavior of the MobileLink feature. It is recommended
to disconnect any additional Bluetooth devices from your mobile phone when using the
MobileLink feature on your 6940 IP Phone.

• Mobile integration with the IP desktop phones does not support any softphone client ap­plication on the mobile phones.

14

MobileLink

Pairing a Mobile Phone Using Bluetooth

For instructions on how to pair your mobile phone with your 6940 IP phone, see Pairing a Bluetooth

Device on page 39.

Syncing Mobile Contacts

When pairing and connecting a mobile phone for the first time, the 6940 IP phone automatically
attempts to sync your mobile contacts to the Directory application.

Note: Your initial mobile contact list will remain in the Directory application even if you connect
to a secondary mobile phone. To update your mobile contacts so that they are aligned with the
secondary mobile phone, you must manually synchronize your mobile contacts.

To manually update your mobile contacts:

1. Ensure you have paired your mobile phone with your 6940 IP phone. See Pairing a Bluetooth

Device on page 39.

2. Press

.

3. Tap the Mobile Contacts folder.

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MiVoice 6940 IP Phone User Guide for MiVoice Connect

4. Tap the Update softkey.

The 6940 IP phone attempts to re-synchronize and update your mobile contacts.

Notes:

• You may need to acknowledge the request on your mobile phone.

• If the update fails, a 'failed to retrieve contacts' message appears. Tap the Retry softkey
to attempt to update again, or press the Cancel softkey to cancel the attempt.

• Some mobile phones will sync only the contacts stored on the phone’s flash memory.
Contacts stored on the phone’s SIM card may not sync with the 6940 IP phone.

• Mobile contacts are cleared from the Directory application when the phone’s firmware has
been upgraded. If your mobile device is configured to allow for automatic re-synchroniza­tion, the 6940 IP phone will synchronize the contacts again the next time your mobile device
connects to your IP phone. If your mobile device is not configured for automatic re-syn­chronization, you must manually synchronize your mobile contacts.

• For more information about the Directory application, see Using the Directory on page 23.

Answering an Incoming Mobile Call Using Your 6940 IP Phone

When your mobile phone is paired and connected to your 6940 IP phone, incoming calls on your
mobile phone are displayed on your 6940 IP phone as well.

16

To answer the incoming mobile call using your 6940 IP phone, lift the handset for handset operation,
press (Speaker/Headset), tap the blinking Bluetooth Line key, or tap the Answer
softkey for handsfree operation.

Notes:

• Tap the Ignore softkey to reject the incoming mobile phone call.

• When there is an incoming call on both the IP phone line and the mobile line and you lift
the phone handset, the IP call takes priority over the mobile call.

• During an active (ongoing, ringing or held) Bluetooth mobile call, you will not hear a call
hold reminder tone.

MobileLink

Moving Audio from an Active Mobile Call Between Your Mobile Phone and 6940 IP
Phone

Tap the Push call softkey to push the mobile call audio from your 6940 IP phone to your mobile phone.

Tap the Mobile Line key to pull the mobile call audio from your mobile phone to the 6940 IP
phone.

Note: When an incoming call on a Bluetooth connected mobile is answered by pressing either

or the Mobile softkey on the IP phone, the audio goes to the preferred device.
For example, when the audio mode is in speaker/headset mode and a Bluetooth mobile call
is answered, by preferred mode, the audio goes to the speaker. If the user changes the audio
mode to headset, consecutive pull and push call action from/to the mobile phone retains audio
with the headset and does not change to the speaker mode each time the mobile softkey is
pressed on the IP phone.

Mute and Hold Call

When mobile phones are paired and integrated with Mitel desktop phones, control and operations
are seamless and optimized by using the control function of Mitel phones. However, certain individual
mobile device functions such as transfer of audio or hold cell phone call might not always be
processed by Mitel phones and can lead to unhandled states on Mitel phones.
To prevent this, when a mobile phone call is active on a Mitel desktop phone, use the mute/hold call

17

MiVoice 6940 IP Phone User Guide for MiVoice Connect

feature only on the Mitel desktop phone. When a mobile phone call is active on a mobile phone, use
the mute/hold call feature only on the mobile phone.

Guide to the Icons Displayed on Your Phone

Your 6940 IP phone displays icons for phone status and features. These icons are described in the
following tables:

• Table 1 describes the title bar icons on the main screen of the phone.

• Table 2 on page 19 describes the call appearance button icons on the main screen of the phone.

• Table 3 on page 21 describes the bridged call appearance button icons on the main screen of
the phone.

• Table 4 on page 21 describes the shared call appearance button icons on the main screen of
the phone.

• Table 5 on page 22 describes the history icons.

• Table 6 on page 23 describes the presence icons in the Directory.

• Table 8 on page 65 describes the voicemail icons.

Table 1: Title Bar Icons on the Main Screen

Icon Description

Availability state: Available

Availability state: In a Meeting

Availability state: Do not disturb

Availability state: Out of office

Availability state: Vacation

Availability state: Custom

Missed call

Voicemail message indicator

18

Guide to the Icons Displayed on Your Phone

Table 2: Call Appearance Icons and Blink Patterns

Icon Blink Icon Blink Description

On Do not disturb

Off Idle or no call

On Dialing or off hook

On Connected call

Blinking Incoming call

Red, steady Whisper page is active

On Connected conference

call

Blinking The call is on hold

locally. (Hold initiated
locally. Remote side will
hear music on hold.)

Blinking The call is on hold

remotely. (Remote side
initiated hold. Local side
will hear music on hold.)

Off The call is being

recorded (Check other
areas for status
indicators.)

On The designated

extension for the
programmed button has
a “do not disturb”
availability state active.

Off Monitored extension is in

Idle state.

On The monitored extension

has a “do not disturb”
availability state active.

The monitored extension
has unheard voicemail
messages.

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MiVoice 6940 IP Phone User Guide for MiVoice Connect

Table 2: Call Appearance Icons and Blink Patterns

Icon Blink Icon Blink Description

The monitored extension
has unheard voicemail
messages and a “do not
disturb” availability state
active.

On The monitored extension

is in a conference call.

On The monitored extension

is in a connected call.

Blinking The monitored extension

is in a connected call and
you picked up an
incoming call for the
monitored extension.

Blinking The monitored extension

has a call on hold and
you picked up an
incoming call for the
monitored extension.

Blinking The monitored extension

is in a connected call and
has a call on hold.

Blinking The monitored extension

is in a connected call and
is receiving another call.

Blinking The call is being

recorded, and the
recording operation was
initiated by pressing the
programmed button.

Blinking Whisper page mute is

active.

When whisper page is
active, the non-whisper
active call can be muted
(whisper page mute).
The muted call shows
this icon.

20

Guide to the Icons Displayed on Your Phone

Table 3: Bridge Call Appearance and Blink Patterns

Icon Blink Icon Blink Pattern Description

Off Idle or no call

On Dialing or off hook

On Connected call

Blinking Incoming call

On Connected conference call

Blinking The call is on hold locally. (Hold initiated

locally. Remote side will hear music on
hold.)

Blinking The call is on hold remotely. (Remote side

initiated hold. Local side will hear music on
hold.)

On Line in use by someone

Line in use by someone else (Can
Conference)

Table 4: Shared Call Appearance and Blink Patterns

Icon Blink Icon Blink Description

Off Idle or no call

On Dialing or off hook

On Connected call or seized call

On Connected conference call

Blinking The call is on hold locally. (Hold initiated

locally. Remote side will hear music on hold.)

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MiVoice 6940 IP Phone User Guide for MiVoice Connect

Table 4: Shared Call Appearance and Blink Patterns

Icon Blink Icon Blink Description

Blinking The call is on hold remotely. (Remote side

initiated hold. Local side will hear music on
hold.)

On Line in use by someone

Line in use by someone else (Can
Conference)

Table 5: Call History Icons

Icon Description

Inbound call

Outgoing call

Missed call

Redirected Call

All Calls

Icons displayed in the Directory indicate the presence or status of the person you want to call. These
presence icons are shown in Table 4. If the person or entity’s presence is unknown, no presence
icon is shown. Presence icons are also not displayed for phones in the Available or Anonymous
states. Figure 4 shows an example of the presence icons in the Directory.

22

Figure 4: Directory with Presence Icons

Table 6: Presence Icons in the Directory

Icon Description

Available

In a meeting

Out of office

Extended Absence

Anonymous

The user has set a custom availability
state.

The user’s extension is on hold or has a
call parked on it.

Using the Voicemail

Do not disturb

On a call

Using the Voicemail

To access your voicemail messages, press .

For complete details about voicemail, see Using Visual Voicemail on page 64.

Using the Directory

You can use the Directory to quickly look up and dial a person’s extension. If you have the proper
permissions, you can contact a person through the intercom or use the whisper page. In addition,
if your Mitel administrator has added detailed contact information to the system, you can see
information such as a person’s email address, alternate phone numbers, and alternate contacts in
the Directory.

Making a Call Using Directory

1. Press .

Note: To close the directory, press or press the Quit softkey.

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MiVoice 6940 IP Phone User Guide for MiVoice Connect

2. Locate the name of the person you want to call using one of the following methods:

• Swipe up or down through the directory list until the name of the person you want to call is
highlighted.

• Dial the numbers that correspond with the first few letters in the person’s first or last name,
pressing a number key once for any letter on that key. For example, to find the name Smith,
dial the numbers 76484. You might need to press keys for only the first few letters of the
person’s name before the name is recognized. If the filtered list contains more than one
name, scroll through the list until the name of the person you want to call is highlighted.

Notes:

• You can search by both first and last name at the same time.

• To delete characters in the filter, touch the Backspace softkey. Delete all the characters
in the filter to return to the full Directory list.

3. With the contact’s name highlighted, touch the numbers column to navigate to the numbers
selection column.

4. Press the Dial softkey, press , or pick up the handset to dial the contact’s phone number.

Note: If your Mitel administrator has enabled presence for the user, the presence icon in the

Directory indicates the current status of the person you want to call. For details about the presence
icons, see Table 6 on page 23.

Finding Detailed Contact Information

1. Press .

2. Swipe up or down to scroll to the contact.

3. Press the Details softkey.

The person’s contact details are displayed.

4. To return to the main Directory screen, touch the Close softkey.

Dialing Voicemail from Directory

1. Press .

2. Swipe up or down to scroll to the contact.

3. Touch the Details softkey.

The person’s contact details are displayed.

4. Touch the Dial Voicemail softkey.
The phone calls the voicemail of the contact you selected.

Sending a Whisper Page through Directory

If your Mitel administrator has given you the necessary permissions, you can break in to an active
call to speak with someone on an internal extension without the remote caller hearing the interruption.

24

1. Press .

2. Swipe up or down to scroll to the required contact.

3. Touch the Open softkey.

The person’s contact details are displayed.

4. Touch the Whisper softkey.
The phone sends a whisper page to the person you selected.

Help

The help option lets you immediately contact a member of the MiVoice Connect support team.

1. Press .

2. Touch the Help softkey.

A confirmation window is displayed.

3. Touch the Yes softkey to confirm that you want to place a call.

Using the Call History

Help

The call history displays recent inbound, outbound, missed, and transferred calls, with the most
recent call listed first. Each entry in the History list displays the caller’s name or number (if available)
and the time or date of the call. If no caller ID information is available for a particular number, the
phone displays “Caller ID Unknown.”

With the call history, you can view all calls, or you can filter to see only incoming (From), outgoing
(To), or missed calls. You can also dial directly from the call history or delete calls from your call history.

Figure 5: Call History

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MiVoice 6940 IP Phone User Guide for MiVoice Connect

Viewing a List Of All Calls Placed, Received, or Missed

1. Press .

Note: To close the call history, press or the Quit softkey.

2. Touch the required option to view the list of entries.

• All

• Missed

• Outgoing

• Received

3. Swipe up or down to scroll through the entries in the list.

4. Touch an entry and then touch the Details softkey to see more detailed information about the

entry.

Placing a Call Using the Call History

1. Press .

Note: To close the call history, press or the Quit softkey.

2. Touch the required option to view.

• All

• Missed

• Outgoing

• Received

3. Swipe up or down to scroll through the entries in the list.

4. Touch an entry and then touch the Details softkey.

5. Choose one of the following options to dial the call:

• Touch the Dial softkey.

• Pick up the handset to take the phone off hook.

• Press to take the phone off hook.

Using the Intercom through the Call History

If you have the proper permissions, you can use the Intercom for internal extensions.

1. Press .

Note: To close the call history, press key or the Quit softkey.

2. Swipe up or down to scroll through the History list to the contact.

26

3. Touch the Intercom softkey.

The phone initiates an intercom connection.

Deleting a Call from the Call History

1. Press .

Note: To close the call history, press or the Quit softkey.

2. Swipe up or down to scroll through the History list and navigate to the contact to be deleted.

3. Touch the Delete softkey.

4. When prompted touch the Delete softkey.

The call is removed from the call history.

Interacting With Calls

This section describes the following ways to interact with calls:

• Placing a call on hold or off hold

• Diverting an incoming call to voicemail or another number

• Transferring a call

• Parking and unparking calls

Deleting a Call from the Call History

• Picking up an incoming call for another extension

Placing a Call On Hold or Off Hold

• To place an active call on hold, press .

The screen displays the icon indicating the call is on hold. Additionally, the line/call appearance
light begins to flash slowly and after a short time the phone beeps softly to remind you that you still
have a call on hold.

• To take a call off hold, do either of the following:

- Press .

- Touch the Pickup softkey.

If your phone is on hook while a call is on hold, you hear a reminder ring in 10 seconds and then at
one-minute intervals while any call remains on hold.

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MiVoice 6940 IP Phone User Guide for MiVoice Connect

Diverting an Incoming Call to Voicemail

Whether your phone is idle or you are engaged in a call, you can send an incoming call to your
voicemail without answering it.

To Send an Incoming Call to Voicemail

• While the phone rings, do one of the following

- Press .

- Touch the To Vm softkey.

- Press #.

The call is sent to your voicemail.

Transferring a Call

You can transfer a call in two ways.

• In a blind transfer, you transfer the call without the other party first answering your call.

• In a consultative transfer, you talk to the other party before completing the transfer.

Both types of transfer use a similar procedure.

To Do a Blind Transfer

1. While engaged in a call, touch the Transfer softkey.

2. Dial the number you want to transfer the call to.

Note: If you want to cancel the transfer, touch the Cancel softkey, take the original call off

hold, or put the phone back on-hook before the timeout is reached.

3. Touch the Transfer softkey.

The call is transferred to the designated number.

To Do a Consultative Transfer

1. While engaged in a call, touch the Transfer softkey.

2. Dial the number you want to transfer the call to.

Note: If you want to cancel the transfer, touch the Cancel softkey or take the original call off

hold.

3. After the other party answers the call, do one of the following:

• To complete the transfer, touch the Transfer softkey.

• To cancel the transfer, touch the Drop softkey.

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Parking and Unparking Calls

With the appropriate permissions (set by your Mitel administrator), you can park a connected call
on another extension and you can unpark that call and return it to your extension.

Note: To unpark a call, the call must be on hold on the other extension.

To Park a Call

1. While the call is active, touch the Park softkey.

2. Dial the extension number where you want to park the call.

The call is parked on the designated extension.

Note: If the call is not answered on the parked phone within a certain amount of time (as configured
by your Mitel administrator), the call returns to the original extension. The default is 60 seconds.

To Unpark a Call and Return it to Your Extension

1. Touch the Unpark softkey.

2. Dial the extension number from which you want to unpark the call.

The parked call is returned to your extension.

Parking and Unparking Calls

Picking Up an Incoming Call for Another Extension

With the appropriate permissions (set by your Mitel administrator), you can pick up a call that is
ringing on another extension.

1. If you want to answer a call coming in to another phone, touch the Pickup softkey.

2. Dial the extension number for which you want to pick up an incoming call.

The call is now an active call on your extension.

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MiVoice 6940 IP Phone User Guide for MiVoice Connect

Customizing Your Phone

There are two ways to customize specific options on your phone:

• Using the (Settings hardkey) on the IP phone.

• Using the Connect Portal in an Internet browser window from your PC.

Phone Settings Via IP Phone UI

You can customize your phone and view your phone status by pressing , opening the User

Settings menu. This menu provides a single location to access all your phone settings.

1. Press on the phone to access the User Settings menu.

2. Enter your voicemail password, and touch the Enter softkey.

3. Touch an icon to access a setting menu.

Note: Swipe left or right to switch pages in the User Settings List.

4. Swipe up or down to scroll through any lists and touch an item to make any required changes.

5. Do one of the following:

• Touch the Save softkey to save your changes.

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Phone Settings Via IP Phone UI

• Press or the Quit softkey at any time to exit without saving changes.

Notes:

• For more information about customizing your phone using the available options from the IP
phone UI, see Audio on page 50.

• For more information about Advanced settings, contact your Mitel administrator.

The following phone settings can be configured through the Settings menu:

Icon Option

Availability

Time and Date

Settings

Time Zone

Status

Bluetooth

Directory

Additional Phone

Settings

External Sources

Diagnostics

Ping

Traceroute

Capture

Log upload

Audio Diagnostics

Audio

Audio Mode

Headset

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MiVoice 6940 IP Phone User Guide for MiVoice Connect

Icon Option

Ring Tones

Display

Restart

Note: All Advanced settings are administrator-level functions, and are not accessible by the user.

These settings should be set up and changed only by your Mitel administrator.

Phone Settings Via Connect Portal

In addition to the using your phone's interface to change options, you can customize settings on the
IP phone using the Connect Portal.

For more information about the Connect Portal please see

https://oneview.mitel.com/s/article/Mitel-Connect-System-Administration-Guide

.

Log Issue

You can collect the phone’s logs and upload them to a server.

1. Press .

2. Press the Log Issue softkey, and wait five minutes for log processing to occur.

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Understanding Availability States

You can set six distinct availability states for your extension. These availability states can be
configured with various options to forward incoming calls to another number or send them to
voicemail. Using the voicemail system, you can also record a different personal greeting for each
availability state.

By using your phone’s interface, you can configure options for each availability state, such as call
forwarding destinations, number of rings, and simultaneous ring. (You can also configure these
options in the Connect client.)

The availability states are as follows:

• Available (the default) allows you to answer all incoming calls.

• In a meeting

• Out of office

• Extended Absence

• Custom

• Do not disturb

Understanding Availability States

If you select a “Do not disturb” availability state, your phone displays the icon for all call
appearance keys. The “Do not disturb” option is in effect when you specify that calls are always to
be forwarded. For more information, see Specifying Options for Availability States on page 33.

Changing Your Active Availability State

1. Touch the State softkey.
The active state is indicated.

2. Touch the desired Availability option.

3. Touch the Save softkey.

The availability state for your phone changes to the selected state.

Specifying Options for Availability States

1. Press .

2. Enter your voicemail password, and touch the Enter softkey.
The User Settings menu opens.

3. Touch the Availability icon.

4. Select an Availability option by touching / .

5. Touch Call Forward Mode and then touch / to specify when to forward calls:

• Always means that calls received when this availability state is active are always forwarded
to the specified destination number. When you select Always, you can also specify the
Always destination, which is the number that you want calls forwarded to, or you can accept
the default.

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MiVoice 6940 IP Phone User Guide for MiVoice Connect

• No answer means that calls received when this availability state is active will be forwarded

to the specified destination number only when you do not answer your phone or when your
phone is unable to accept additional calls. You can also configure the following options or
accept the defaults:

- No answer destination. Specify the number you want calls forwarded to when you do
not answer them.

- Number of rings Specify the number of times the phone rings before the call is
forwarded.

- Busy destination Specify the number to forward the call to if your extension is busy.

• Never means that calls received when this availability state is active will never be forwarded.

6. For the Simulring option, select On or Off depending on whether you want the phones that
you have configured through the Connect client to ring simultaneously with your extension.
(However, if you choose to always forward calls to another number, your extension does not ring.)

7. After setting options, touch the Save softkey.
The changes are saved and the availability state is set.

8. Touch the Quit softkey.

Time and Date

On the IP phones, the following time and date sub-options are available to be configured:

• Settings:

- Time Format

- Daylight Savings

- Date Format

• Time Zone

Settings

Configuring the Time Format, Daylight Savings, and Date Format

1. Press .

2. Enter your voicemail password, and touch the Enter softkey.
The User Settings menu opens.

3. Touch the Time and Date icon.

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Settings

4. Touch the Settings icon.

5. With Time Format highlighted, touch the preferred time format. Valid values are 12 Hour (the

default) and 24 Hour.

6. Touch Daylight Savings.

7. Choose the preferred daylight savings setting. Valid values are:

• Off

• 30 min summertime

• 1h summertime

• Automatic (default)

8. Touch Date Format.

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MiVoice 6940 IP Phone User Guide for MiVoice Connect

9. Swipe up or down to scroll through the list and choose the preferred date format. Valid values are:

• WWW MMM DD (default)

• DD-MMM-YY

• YYYY-MM-DD

• DD/MM/YYYY

• DD/MM/YY

• DD-MM-YY

• MM/DD/YY

• MMM DD

• DD MMM YYYY

• WWW DD MMM

• DD MMM

• DD.MM.YYYY

10. Touch the Save softkey to save your changes.

Note: The time and date formats you configure are applicable to the Home screen as well as the

Missed/Received Calls and Outgoing Redial Lists.

Time Zone

Configuring the Time Zone

1. Press .

2. Enter your voicemail password, and touch the Enter softkey.
The User Settings menu opens.

3. Touch the Time and Date icon.

4. Touch the Time Zone icon.

A list of time zones displays for different areas of the world.

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5. Scroll through the region list and highlight one of the following region:

• America

• Asia

6. Scroll through the time zone list and choose the time zone that applies to your area. The default

7. Touch the Save softkey to save your changes.

Status

The Status option in the Settings menu allows you to view the following information about your
phone:

• Firmware Info:

• Network:

Status

• Atlantic

• Australia

• Europe

• Pacific

• Others

time zone is US-Eastern.

Information about the phone’s firmware version, boot version, and platform.

General information regarding your phone’s network settings such as IP address, MAC address,
and port information.

• Error Messages:

Error messages for the phone. If there are no error messages, No Error Messages is displayed.

To view the Status menu:

1. Press .

2. Enter your voicemail password, and touch the Enter softkey.
The User Settings menu opens.

3. Touch the Status icon.

4. Touch a status option to view details. The following status options are available:

• Firmware Info

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MiVoice 6940 IP Phone User Guide for MiVoice Connect

• Network

• Error Messages

Notes:

• Touch the Copyright softkey to view copyright information.

• Touch the Notes softkey for the privacy policy link.

• The Status menu may also contain a section called Accessory Info. This section details the
firmware versions of all the accessories attached to your phone.

Bluetooth

The 6940 IP phone supports MobileLink, a feature that provides seamless mobile integration using
Bluetooth wireless technology.

Note: For more information about how to use the MobileLink features, see MobileLink on page 14.

The phone also supports the use of a Bluetooth headset as an alternate audio device and a cordless
handset as an optional accessory. Using the Bluetooth settings menu, you can enable and disable

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Pairing a Bluetooth Device

Bluetooth functionality on your phone as required. You can also pair, connect, and unpair a Bluetooth
device as applicable.

Notes:

• The specific operation of third-party Bluetooth devices can vary by manufacturer and model.
Ensure your Bluetooth device has been upgraded to its latest firmware revision. Refer to the
documentation accompanying the Bluetooth device for details on operation, alerting tones,
LEDs, and charging. Note that all Bluetooth devices will drop any call in progress if the maximum
range is exceeded.

• Attempting to pair and connect using your Bluetooth device’s respective menus may cause
connectivity issues. Follow the procedures listed in the sections below to ensure the
connectivity of your Bluetooth device.

• Only one Bluetooth device of each profile (that is, handset, headset, or mobile phone) can be
connected at one time. Connecting to a new device of the same profile will automatically result
in the disconnection of the previous device of the same profile. If there is no connection to any
device (within the same profile), the phone will actively look for the most recently connected
device and attempt to automatically reconnect. Manually disconnecting the device using the
device’s native UI will not prevent an automatic reconnection. You must either disconnect using
the Bluetooth menu on the 6940 IP phone, “forget” the device, or the device must be out of
range to circumvent the automatic reconnect process.

• When using a multi-point Bluetooth headset with your 6940 IP phone, do not pair your
multi-point Bluetooth headset to multiple devices (for example, to your 6940 phone and your
mobile phone), as audio and connectivity issues may occur.

• Some Bluetooth headsets have a proximity sensor feature that automatically changes the audio
path depending on whether the headset is put on or taken off. It is strongly recommended to
disable this feature when using the such a headset with the 6940 IP phone as it may cause
audio issues. Refer to the documentation accompanying the Bluetooth device for information
about how to disable this feature.

• Bluetooth headsets connected to the 6940 IP phone are limited in functionality to answering,
ending, and muting calls. Additional headset features (such as rejecting calls) are not supported
and will cause unexpected behavior (for example, invoking the reject call function will answer
instead of reject).

• Bluetooth is enabled by default in 6940 IP phone. However, you can manually enable/disable
Bluetooth by touching the icon.

Pairing a Bluetooth Device

1. Press .

2. Enter your voicemail password, and touch the Enter softkey.
The User Settings menu opens.

3. Touch the Bluetooth icon.

4. At the top of the screen, confirm that Bluetooth functionality is enabled. If it is not enabled, swipe

the Bluetooth toggle switch to the right.

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MiVoice 6940 IP Phone User Guide for MiVoice Connect

5. Touch Available Devices.

Notes:

• The 6940 IP phone scans for supported Bluetooth devices to populate the list of available
devices. Refer to the respective Bluetooth device documentation for discovery and pairing
procedures that must be performed on your Bluetooth device.

• When attempting to pair a Mitel cordless Bluetooth handset with the 6940 IP phone, the
device name will appear in the available devices list as “Cordless Handset” followed by
the last six digits of the handset’s MAC address.

6. Touch the device you want to pair.

The phone attempts to pair the Bluetooth device and, if successful, automatically attempts to
connect to the Bluetooth device.

40

Pairing a Bluetooth Device

Notes:

• For mobile phones and some other Bluetooth devices, a Bluetooth pairing request is
displayed on both the 6940 IP Phone and the respective mobile phone or Bluetooth device.
Ensure the pairing code matches on both devices, touch Yes on the 6940 IP Phone and
acknowledge the pairing request on your mobile phone or Bluetooth device.

• You can pair multiple mobile phones with the IP phone, but only one mobile phone can be
connected at a time. For example, if you try to pair and connect mobile phone-2 when
mobile phone-1 is connected to the IP phone, then mobile-phone-1 will be disconnected
before the IP phone connects to mobile phone-2.

Note: If pairing or connecting fails, a failed error message appears on screen. Touch the Retry
softkey to attempt to pair or connect again, or touch the Cancel softkey to cancel the attempt.

7. Touch OK to acknowledge the successful connection.
The connected Bluetooth headset is added to the list of Paired Devices and is ready to use.

When a Bluetooth headset is successfully connected, a Bluetooth headset connected icon
appears in the status bar on the Home screen. When a mobile phone is successfully connected, a
Mobile connected icon appears in the status bar on the Home screen. When a Bluetooth handset
is connected, a Bluetooth handset connected icon appears in the status bar on the Home
screen.When an S720 Bluetooth speaker is successfully connected, a Bluetooth headset connected
icon appears in the status bar on the Home screen.

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MiVoice 6940 IP Phone User Guide for MiVoice Connect

Disconnecting a Bluetooth Device

To disconnect a paired Bluetooth device, simply tap on the Bluetooth device you want to disconnect.
A “Disconnection Successful” message appears on the screen.

Forgetting a Bluetooth Device

1. Press .

2. Enter your voicemail password, and touch the Enter softkey.
The User Settings menu opens.

3. Touch the Bluetooth icon.

4. Confirm that the Bluetooth functionality is enabled. If it is not enabled, swipe to the right.

5. In the Paired Devices list, touch corresponding to the Bluetooth device you want to
unpair and then touch Forget.The following message appears on screen:

42

6. Touch Yes to unpair the device.
The Bluetooth device is removed from the list of Paired Devices.

Connecting to a Different Paired Bluetooth Device

Connecting to a Different Paired Bluetooth Device

1. Press .

2. Enter your voicemail password, and touch the Enter softkey.
The User Settings menu opens.

3. Touch the Bluetooth icon.

4. Confirm that the Bluetooth functionality is enabled. If it is not enabled, swipe the Bluetooth toggle

switch to the right.

5. In the Paired Devices list, tap the Bluetooth device you want to connect to.
The phone attempts to connect to the device.

Note: If connecting fails, an error message appears on screen. Touch the Retry softkey to
attempt to connect again, or touch the Cancel softkey to cancel the attempt.

6. Touch OK to acknowledge the successful connection.
The connected Bluetooth device is ready to use.

Renaming a Paired Bluetooth Device

1. Press .

2. Enter your voicemail password, and touch the Enter softkey.
The User Settings menu opens.

3. Touch the Bluetooth icon.

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MiVoice 6940 IP Phone User Guide for MiVoice Connect

4. Under paired devices, touch adjacent to the required Bluetooth device and then touch the
Rename softkey.

A pop up dialog appears allowing you edit the name of the Bluetooth device.

5. Edit the name of the device using the dialpad keys, and touch the Save softkey to save your
changes.

Connecting to a Different or Disconnected Bluetooth Device

1. Press .

2. Enter your voicemail password, and touch the Enter softkey.
The User Settings menu opens.

3. Touch the Bluetooth icon.

4. Under paired devices, touch the Bluetooth device you want to connect.

The phone attempts to connect to the device.

Notes:

5. Touch OK to acknowledge the successful connection.

The connected Bluetooth device is ready to use.

Directory

You can configure directory entries to display using the contact’s first name and then last name or
vice versa. Moreover, the option to sort contacts using either their first name or last name is available
through the Directory option in User Settings options menu.

If external Directory sources are configured, you can enable/disable the Mobile Contacts as well
as rename Directory folder labels through the Directory > External Sources options in the User
Setting menu.

• If connecting fails, an error message appears on screen. Touch Retry to attempt to connect
again, or Cancel to cancel the attempt.

• If connecting a mobile phone, depending on the connection state of the mobile phone, you
may need to retry multiple times before the mobile phone connects successfully.

44

Note: For more information about Directory functionality, see Using the Directory on page 23.

Settings

Configuring Directory Display and Sorting Options

1. Press .

2. Enter your voicemail password, and touch the Enter softkey.

3. Touch the Directory icon.

4. Touch the Settings icon.

Settings

The User Settings menu opens.

5. Choose the display name order.

6. Touch Sorting Preferences.

7. Choose the sorting preference.

8. Touch the Save softkey to save your changes.

External Sources

Note: Menu available only if external Directory sources have been configured by your Mitel
administrator.

Enabling/Disabling Directories and Renaming Labels

1. Press .

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MiVoice 6940 IP Phone User Guide for MiVoice Connect

2. Enter your voicemail password, and touch the Enter softkey.
The User Settings menu opens.

3. Touch the Directory icon.

4. Touch the External Sources icon.

5. Touch the Mobile Contacts check box alternatively to enable or disable external directory as

per your preference.

6. Touch the right arrow on the Enable/Disable tab to switch to the Labels tab.

7. Touch the Directory source label field that you want to edit and using the on-screen keyboard

enter a name for the directory folder.

8. Touch the Save softkey to save your changes.

Diagnostics

46

The Diagnostics menu allows you to access the following diagnostic tools:

• Ping

• Traceroute

Ping

Ping

• Capture

• Log upload

• Audio Diagnostics

The Ping sub-menu allows you to ping a host name or IP address directly from the 6940 IP phone.
This tool can be used to verify whether or not network connections between the phone and other
network endpoints are intact.

Using the Ping Tool

1. Press .

2. Enter your voicemail password, and touch the Enter softkey.
The User Settings menu opens.

3. Touch the Diagnostics icon.

4. Touch Ping.

5. In the input field, enter the host name or IP address of the network endpoint you want to ping.

6. Touch the Ping softkey to begin.

The IP phone displays the number of packets sent, the number of packets received, and the
Round-Trip Time (RTT) min/avg/max in milliseconds.

Traceroute

The Traceroute sub-menu allows you to perform a trace request. You can then review the parameters
that the DHCP trace returns. After you have reviewed the trace information, the DHCP Lease is
released.

Performing a Traceroute

1. Press .

Note: The Backspace softkey can be used to delete the last digit/character entered, the dot

(".") softkey can be used to enter a dot where applicable, and the abc/123 softkey can be used
to switch the keyboard from alphabetic to numeric.

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MiVoice 6940 IP Phone User Guide for MiVoice Connect

2. Enter your voicemail password, and touch the Enter softkey.
The User Settings menu opens.

3. Touch the Diagnostics icon.

4. Touch the Traceroute icon

5. Enter an IP address.

6. Touch Traceroute.

Capture

The Capture option allows you to capture TCP network packets for up to 1440 minutes (24 hours)
as well as various logs that can in turn be used to help debug and troubleshoot various issues.

Capturing TCP Network Packets

1. Press .

2. Enter your voicemail password, and touch the Enter softkey.

3. Touch the Diagnostics icon.

4. Touch the Capture icon.

The User Settings menu opens.

48

5. In the Timeout input field, enter the amount of time (in minutes, from 1 to 1440) you want to

capture TCP network packet data.

6. Touch the Start softkey.

Note: Touch Stop at any time to stop capturing TCP packet data.

7. After Capturing, touch the Upload softkey to upload the log.

8. Touch the Close softkey to go back to the Diagnostics menu.

Log Upload

Log upload option allows you to collect the phone’s logs and upload them to a server.

Performing the Log Upload

1. Press .

2. Enter your voicemail password, and touch the Enter softkey.
The User Settings menu opens.

3. Touch the Diagnostics icon.

4. Touch Log upload.

Log Upload

5. Touch Upload to upload a debug log.

6. After completion, touch close to go back to the Diagnostics menu.

Audio Diagnostics

The Audio Diagnostics sub-menu allows you to collect up to 5 minutes of audio log files that can
help to debug audio issues on the 6940 IP phones.

Capturing Audio Diagnostic Logs

1. Press .

2. Enter your voicemail password, and touch the Enter softkey.
The User Settings menu opens.

3. Touch the Diagnostics icon.

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MiVoice 6940 IP Phone User Guide for MiVoice Connect

4. Touch the Audio Diagnostics icon.

5. In the Timeout input field, enter the amount of time (in minutes, from 1 to 5) you want to run

the audio diagnostic tool.

6. Touch Start.
The IP phone displays Capturing, and when the timeout elapses, Collecting Logs is displayed.
When all the logs have been collected, a Complete message is displayed.

Notes:

• Touch the Stop softkey at any time to stop capturing the audio diagnostic logs.

• A “log issue” is issued only after the completion of an audio diagnostics run.

7. Touch the Close softkey to go back to the Diagnostics menu.

Audio

The 6940 IP phone allows you to use a handset, a headset, or handsfree mode to handle incoming
and outgoing calls. The Audio Mode option provides different combinations of these three methods
to provide maximum flexibility in handling calls. There are four audio mode options you can set:

Audio Mode Option Description

Speaker This is the default setting. Calls can be made or received using the handset

Headset Choose this setting if you want to make or receive all calls using a handset

Speaker/Headset Incoming calls are sent to the handsfree speakerphone first when is

CAUTION: Do not change the audio device when you run the audio diagnostics tool.

or handsfree speakerphone. In handset audio mode, pressing on the
phone switches to handsfree speakerphone. In Speaker audio mode, lift
the handset to switch to the handset.

or headset. Calls can be switched from the handset to headset by pressing

on the phone. To switch from the headset to the handset, lift the

handset.

pressed. By pressing
between the handsfree speakerphone and the headset. At any time, lifting
the handset switches back to the handset from either the handsfree
speakerphone or the headset.

the hardkey again, you can switch back and forth

50

Audio Mode Option Description

Headset/Speaker Incoming calls are sent to the headset first when is pressed. By

pressing the hardkey again, you can switch back and forth between the
headset and the handsfree speakerphone. At any time, lifting the handset
switches back to the handset from either the headset or the handsfree
speakerphone.

Configuring the Audio Mode

1. Press .

2. Enter your voicemail password, and touch the Enter softkey.
The User Settings menu opens.

3. Touch the Audio icon

4. Touch Audio Mode.

Configuring the Audio Mode

5. Touch the preferred audio mode.

6. Touch the Save softkey to save your changes.

Headset

The Headset option allows you to set the volume level for the headset microphone.

Configuring Headset Mic Volume

1. Press .

2. Enter your voicemail password, and touch the Enter softkey.

3. Touch the Audio icon.

• Speaker (default)

• Headset

• Speaker/Headset

• Headset/Speaker

Note: Ensure that only one headset is connected to the IP phone at a time.

The User Settings menu opens.

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MiVoice 6940 IP Phone User Guide for MiVoice Connect

4. Touch the Headset icon.

5. Choose the preferred volume setting:

• Low

• Medium (default)

• High

6. Touch the Save softkey to save your changes.

Changing the Ringtone

1. Press .

2. Enter your voicemail password, and touch the Enter softkey.
The User Settings menu opens.

3. Touch the Audio icon.

4. Touch the Ring Tones icon.

5. Scroll through and choose a ring tone (Tone 1 through Tone 15, Silent, or any custom ring

tones installed).

52

6. Touch the Save softkey to save your changes.

The ring tone you select is immediately applied to the IP phone.

Display

The Display option allows you to set the following settings on your phone:

• Home Screen Settings:

- Screen Saver Timer

• Brightness Settings:

- Brightness Level

- Brightness Timer

• Push Notifications

- Sound

- Bluetooth

- External

Home Screen Settings

The Screen Saver Timer option allows you to configure the amount of time (in seconds) the phone
must be idle before the screen saver initiates. When the specified amount of time expires, a screen
saver displaying the date and time and the number of missed calls (if applicable) is displayed on
screen.

Display

Configuring the Screen Saver Timer

1. Press .

2. Enter your voicemail password, and touch the Enter softkey.
The User Settings menu opens.

3. Touch the Display icon.

4. Touch the Screen Saver Timer field.

5. Enter a value, in seconds, using the on-screen keyboard. You can set the timer from 0 (disabled)

to 7200 seconds. The default is 1800 (30 minutes).

6. Touch the Save softkey to save your changes.

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MiVoice 6940 IP Phone User Guide for MiVoice Connect

Brightness Settings

The Brightness Level option on the IP phone allows you to set the amount of light that illuminates
the LCD display.

The Brightness Timer option allows you to set the amount of time you want the LCD display to
stay illuminated before turning the backlight off during a period of inactivity. For example, if you set
the brightness timer to 60, when the phone reaches 60 seconds of inactivity, the LCD backlight goes
off.

Setting the Brightness Level and Timer

1. Press .

2. Enter your voicemail password, and touch the Enter softkey.
The User Settings menu opens.

3. Touch the Display icon.

4. Touch the Brightness Level field.

5. Touch the left and right arrow buttons in the Brightness Level field to increase or decrease the

intensity of brightness on the LCD.

6. Touch the Brightness Timer field.

7. Enter a value, in seconds, using the on-screen keyboards. You can set the timer from 1 to 36000

seconds. The default is 600 (10 minutes).

8. Touch the Save softkey to save your changes.

Push Notifications

A push notification is a message that pops up on the device. This ensures that the user gets notified
even when the application is not running.

Setting the Push Notifications

1. Press .

54

2. Enter your voicemail password, and touch the Enter softkey.
The User Settings menu opens.

3. Touch the Display icon.

4. Scroll down and touch the check box against the desired options under Push Notification:

• Sound

• Bluetooth

• External

5. Touch the Save softkey to save your changes.

Additional Phone

The Additional Phone option allows you to enable the simultaneous ringing feature. The Mitel
administrator needs to configure the simultaneous ringing feature in the MiVoice Connect Director
(Connect portal). With this feature, the Mitel administrator can configure up to two additional phones
to ring in addition to the user’s assigned phone.

To enable simultaneous ringing on two phone:

Additional Phone

1. Press .

2. Enter your voicemail password, and press the Enter softkey.

3. Navigate to the Additional Phone option and press the select button or press the Select softkey.

4. Select the Additional Phone check box and press the Save softkey.

Restart

You may want to restart your phone to check for updates on the server, or you may occasionally
need to restart your phone for phone configuration changes or network settings to take effect. You
may also need to restart your phone if you have been asked to do so by your Mitel administrator or
should you experience any unexpected behavior.

Restarting Your Phone

1. Press .

2. Enter your voicemail password, and touch the Enter softkey.

3. Touch the Restart icon.

The User Settings menu opens.

Note: Swipe right to switch pages in the User Settings menu.

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MiVoice 6940 IP Phone User Guide for MiVoice Connect

4. When the Restart Phone? prompt appears, touch Yes.
If you do not wish to restart your phone, touch No.

Note: Your phone goes out of service temporarily during the restart and reboot process.

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Making a Conference Call

A conference call involves more than two parties connected in a call. The number of people you can
conference together in a call using your Conference softkey depends on your system configuration.
Contact your Mitel administrator for the details about your system’s conference capabilities.

You can set up a conference call using either of the following approaches:

• In a blind conference call, you conference the people together without the other person first

answering your call.

• In a consultative conference call, you talk to the person before adding that person to the

conference call.

To Make a Conference Call

1. Dial the extension of the first person you want to include in the conference call, and consult with

that person.

2. Touch the Conference softkey.
The call is put on hold.

Note: Touch the Cancel softkey or press the Hold hardkey if you want to cancel the
conference.

Making a Conference Call

3. Dial the extension of the next person you want to add to the conference call.

4. Optionally, after dialing the extension, you can quickly do one of the following:

• Touch the Consult softkey or wait until the timeout ends to initiate a consultative conference.

• If you have the necessary permissions, touch the Intercom softkey to connect with the other
party through the intercom.

5. Do one of the following:

• While the phone rings, proceed to the next step.

• Wait for the person to answer, and consult with the person if necessary.

6. If you’ve initiated a consultative or Intercom conference, when prompted touch the Conference
softkey to proceed with the conference.
A three-way conference call is established. Your phone displays the number of other participants
included in the conference call.

7. Repeat steps 1-6 for each additional person you want to include in the conference call.

Using the Merge Feature to Conference Active Calls

When you are engaged in an active call or a conference call, you can add another call to your active

call through the Merge feature.

• To add the call to an existing call or conference call, touch the Merge softkey.

- If there is only one other call on the phone, the new call is automatically added to the held
call or conference call.

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MiVoice 6940 IP Phone User Guide for MiVoice Connect

- If more than one other call is on hold, the phone displays a list of calls you can merge the

active call to. Scroll to the call you want to merge, and touch the Merge softkey.

- If the call in focus is a held call, when you touch the Merge softkey it merges the held call

to the active call.

Using the Intercom

The Intercom function allows you to connect with another party without ringing the party through a
call line. To use this feature, you and the other party must use Mitel IP phones and have the necessary
permissions enabled by your Mitel administrator.

The intercom functionality is also available as a softkey through the Directory, the Call History, and
the conferencing feature. Your Mitel administrator can also configure the Intercom as a programmed
button.

To use the intercom to contact another party

1. Lift the handset.

2. Dial * 15 followed by the extension number of the person you want to contact.

Paging

If your phone and other phones at your site are configured for paging, you can speak a message to
be heard on a connected speaker, usually overhead. Or you can use group paging to simultaneously
page all of the phones included in a list of extensions.

To use either type of paging function, your Mitel administrator must give you access.

To send a page:

1. Dial the number your Mitel administrator provided and wait for the confirmation tone, and then

begin speaking in to the handset.

2. Hang up when you are finished.

Note: If you hear an error tone when you try to page, paging might not be configured at your site

or you might not have the necessary permissions to use paging. Contact your Mitel administrator
for assistance.

Voice Services

The Voice Services option displays the fully qualified configuration server to which the phone is
registered to obtain the provisioning data.

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To View The Configuration Server

1. Press .

Simultaneous Ringing

2. Enter your voicemail password and touch the Enter softkey.

3. Navigate to the Config Server option and touch the select button or touch the Select softkey.

Or, edit the existing MiVoice Connect Configuration Server address.

4. Touch the Save softkey.

Note: Mitel does not recommend changing the server configuration address after the

phone is successfully registered.

Simultaneous Ringing

The simultaneous ringing feature allows users to configure up to two additional phones to ring in
addition to their assigned phone. The Mitel administrator needs to configure the simultaneous ringing
feature in the MiVoice Connect Director (Connect portal). When this feature configured for a user,
the Additional Phone option (in the Settings) becomes available for the user.

A user can follow these steps to activate the simultaneous ringing feature:

1. Press .

2. Enter your voicemail password and touch the Enter softkey.

3. Navigate to the Additional Phone option and touch the select button or touch the Select softkey.

4. Select the Additional Phone check box and touch the Save softkey to activate the simultaneous

ringing feature.

To enable or disable additional ringing:

1. While your phone is ringing, touch the AddOn softkey.
The designated extension starts ringing.

2. Touch the AddOff softkey to stop ringing on the additional phone.
The call returns to the original extension.

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MiVoice 6940 IP Phone User Guide for MiVoice Connect

Other Advanced Features

Your Mitel administrator can assign a variety of features and permissions to you that you can access
through the programmable keys on your phone. Some of these features are also available through
star codes.

Table 7 describes these advanced features. These features are available only if your Mitel

administrator has configured your user profile with the necessary permissions.

Table 7: Advanced Features

Feature Name Star Code Description

Barge In Dial *16 plus the extension that is

involved in the active call you want to
join.

Bridged Call
Appearance/Shared Call
Appearance

Call Appearance None Represents a phone call on your

None You can see call activity and interact

You can join an in-progress call (“barge
in”) as a conferenced participant. This
feature is useful for operators, executive
assistants, trainers.

Included in this feature are some visual
cues such as simple icons that allow
you to monitor the extension to a limited
extent.

with calls for another extension. This
bridged information, which provides
more detailed information than the
Monitor Extension functionality, offers
faster call handling between users. The
call appearance button assigned to the
targeted extension displays various
icons and LED colors and blink patterns
according to the type of call.

Note: Two-key press is required for
Admin to answer a BCA call. The first
key press always displays the callerID
screen.

extension.

Note: Call Appearance is not supported
on Button Box.

Dial Mailbox None You can call another person’s voice

mailbox directly without ringing their
phone.

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Other Advanced Features

Table 7: Advanced Features

Feature Name Star Code Description

Record Call None The Record Call button functionality

depends on how Connect Call
Recording is configured for the user.

Record all calls (Always On Call
Recording): Press the Record Call

button to pause call recording; press the
button a second time to resume call
recording.

Note: It is recommended that you
configure a long and short label for this
button which describes the
pause/restart functionality; for example,
Pause.

User initiates recording (On-demand
Call Recording): Press the Record Call

button to start call recording; press the
button a second time to stop call
recording. Only external calls can be
recorded.

Call recordings are saved and can be
accessed from the call recording portal.

Group Pickup None Answer an incoming call to an extension

in a pickup group.

Note: The extension must be a valid
extension for an existing pickup group.

Send Digits Over Call None The Mitel system allows users to send a

preconfigured set of DTMF tones out
during a call. This feature is useful for
quickly navigating external interactive
voice response (IVR) systems as well
as external systems requiring an
account code.

Mobile Line None Switch the call audio from your

Bluetooth-paired mobile phone to your
desktop 6900 Series IP phone. This
function is available if your mobile
phone is synchronized with your desk
phone through the Mobilelink feature.

Intercom Dial *15 plus the extension of the

person you want to contact through the
intercom.

You can use a programmed button to
connect to another user.

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Table 7: Advanced Features

Feature Name Star Code Description

Monitor Extension None You can monitor the extension of

another user so that you can help
manage calls for that extension. The
call appearance button assigned to the
targeted extension displays various
icons and blink patterns according to
the type of call. You might also be able
to use the monitored extension button to
quickly dial that extension, depending
on how your Mitel administrator has
configured the button.

Page None You can access the overhead paging

extension at your site.

Park Dial *11 plus the extension where you

want to park a call.

Pickup Dial *13 plus the extension from which

you want to pick up an incoming call.

Silent Coach Dial *22 plus the extension of the

person you want to coach.

Silent Monitor Dial *17 plus the extension you want to

monitor.

Unpark Dial *12 plus the extension where you

want to unpark a call.

Whisper Page Dial *19 plus the extension of the

person you want to speak to.

You can park a call on another
extension.

To park a call using Star Codes you
must place the caller on hold first.

You can pick up an incoming call for
another extension.

You can listen to and coach someone
during a call without the outside party
hearing.

You can silently monitor a call on
another extension. You are added to the
existing call without being heard or seen
by any party.

Included in this feature are some visual
cues such as LED colors and a subset
of simple icons that allow you to monitor
the extension to a limited extent.

You can unpark a call that is parked or
on hold on another extension.

You can enter a call on another
extension and speak to the person
without the other party hearing. The
person can speak back to you privately
through the whisper page mute feature.

Whisper Page Mute None If you receive a whisper page, you can

speak privately to the person who is
speaking to you through the whisper
page.

Busyout Hunt Group Dial*18

Ring All - Call Move Dial *23

Unblock Caller ID for this call Dial *82

Block Caller ID for this call Dial *67

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Other Advanced Features

Table 7: Advanced Features

Feature Name Star Code Description

Send Digits Over Call None The Mitel system allows users to send a

preconfigured set of DTMF tones out
during a call. This feature is useful for
quickly navigating external interactive
voice response (IVR) systems as well
as external systems requiring an
account code.

Lock/Unlock None A user of the Shared Call Appearance

feature can override the default privacy
setting by toggling the Lock/Unlock
softkey on the phone.

The text above the softkey describes
the action to be applied to the active
call; the softkey text label toggles
between Lock and Unlock.

Lock makes the call private and unlock
makes the call available for
conferencing.

Picking up the Night Bell Dial *14 to answer the call when you

hear the phone ring on the overhead
speaker.

Record Extension None Record an active external call on

A night bell allows calls to route to an
extension that rings on an overhead
speaker. This feature can be convenient
for off-hours when a caller needs to
speak with anyone at a site. If you want
to use the night bell function, the feature
must be configured at your site and your
Mitel administrator must authorize your
access.

Note: If you hear an error tone when
you try to pick up the night bell, the night
bell might not be configured at your site
or you might not have the necessary
permissions to answer it. Contact your
system administrator for assistance.

another person’s extension; only an
extension involved in an external call
can be recorded.

Call recordings can be saved in the
mailbox of the initiating client (by
leaving the mailbox field blank) or can
be routed to an alternate mailbox by
entering a mailbox number in the field.

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MiVoice 6940 IP Phone User Guide for MiVoice Connect

Voicemail Overview

The 6940 IP phone provides a hardkey to access voicemail.

Note: Voicemail functionality must be configured by your Mitel administrator.

When voicemail functionality is enabled, the LED on the 6940 IP phone flashes red and the
(Voicemail) icon appears on the status bar indicating that voicemail messages are available. You
can access your voicemail service by pressing (Voicemail hardkey).

Using Visual Voicemail

With visual voicemail, you can access and interact with messages through the display on your phone.
At a glance, you can see the following information about the messages in your voicemail:

• The name and phone number of the person who left the message

• The date or time of the message

• Whether the message is a broadcast message and whether it is marked urgent, private, or return

receipt requested

The most recent message is listed first.

The number at the top of your phone’s main display indicates the number of unheard messages. In
your visual voicemail inbox, the number at the top indicates the number of messages in your inbox.
Unheard messages are displayed in bold text. Messages that you have already listened to are
displayed in regular text.

At any point, you can pause, skip back, or skip forward in the message.

You can also use the visual voicemail interface to record a new voicemail message and designate
the recipients, include a subject label for the message, mark the message as urgent, mark the
message as private, and request a return receipt.

Voicemail has the following folders:

Inbox: The voicemail messages you have received are listed in the inbox.

Saved: This folder contains the saved voicemail messages.

Deleted: This folder contains the deleted voicemail messages.

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Table 8 describes the icons displayed in visual voicemail.

Table 8: Voicemail Icons

Icon Description

Voicemail message

Using Visual Voicemail

Urgent voicemail message (applies to
any type of voicemail message)

Broadcast voicemail message

Broadcast voicemail message with
return receipt requested

Private broadcast voicemail message

Private broadcast voicemail message
with return receipt requested

Private voicemail message

Private voicemail message with return
receipt requested

Voicemail message with return receipt

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Interacting with Messages in Visual Voicemail

1. Press .

2. At the prompt, enter your voicemail password and then touch the Login softkey.

Your voicemail inbox is displayed.

3. Touch the message you want to interact with.

4. Do one of the following to listen to your messages. (You will not hear dial tone.)

• If you want to listen to your messages with the handset, pick up the handset.

• If you want to listen to your messages through your headset, press (For wireless
headset, take your headset off hook.)

• If you want to listen to your messages through the speakerphone, you do not have to do
anything. By default, messages are played over the speakerphone.

5. Choose one of the following actions:

• To play the message, touch the Play softkey. While the message is playing, you can do any
of the following:

- To pause while listening to the message, touch the Pause softkey.

- To rewind the message a few seconds, touch the Skip Back softkey.

- To move a few seconds ahead in the message, touch the Skip Forward softkey.

- To stop playing the message, touch the Stop softkey.

Note: If your system is configured to notify you that new or saved messages will be deleted
after a certain number of days, you receive this type of notification as a message in your visual
voicemail inbox. The notification appears as a message from yourself. When you select the
message, the notification is displayed as a warning in a pop-up message on the phone rather
than played as an audio file. After you view the pop-up message, you can delete the message
by touching the Delete softkey.

• To delete the message, touch the Delete softkey.

• To call the person who left the message, touch the Call Back softkey.

• To save the message, touch the Save softkey.

• To see more details about the message, such as the subject line or the sender’s email
address, touch the Open softkey.

6. When you are done, touch the Quit softkey.

Replying to Messages in Visual Voicemail

1. Press .

2. At the prompt, enter your voicemail password and then touch the Login softkey.

Your voicemail inbox is displayed.

3. Touch the message you want to interact with.

4. Touch

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5. Touch the Reply softkey.
The Voicemail page is displayed.

Forwarding Messages in Visual Voicemail

6. If you want to change the Subject label for the voicemail message, do the following:

• Touch the Subject menu item, and touch the Edit softkey.

• Use the on-screen keyboard to enter your text.

• Touch Clear to delete all the text.

• Touch Backspace to delete some characters.

• Touch 123/abc to toggle through the text-entry mode.

• When you are done, touch the Back softkey.

7. To mark the voicemail message as Urgent, touch the Urgent check box.

8. To mark the voicemail message as Private, touch the Private check box.

9. To receive a Return Receipt when the recipient listens to the message, touch the Return Receipt

check box.

10. To include the original message with your reply, touch include the Original check box.

11. To record your reply to the voicemail message, touch the Start softkey, record the message,
and touch the Stop softkey.

12. Touch the Send softkey.

The voicemail message is sent to the targeted recipients.

13. Touch the Quit softkey.

Forwarding Messages in Visual Voicemail

1. Press .

2. At the prompt, enter your voicemail password and then touch the Login softkey.

Your voicemail inbox is displayed.

3. Touch the message.

4. Touch .

5. Touch the Forward softkey.

The Compose Voicemail page is displayed.

6. Touch the To... softkey.

7. Enter the Phone number of the recipient.

8. If you want to change the Subject label for the voicemail message, do the following:

• Touch the Subject menu item, and touch the Edit.. softkey.

• Use the on-screen keyboard to enter you text.

• Touch Clear to delete all the text.

• Touch Backspace to delete some characters.

• Touch 123/abc to toggle through the text-entry mode.

• When you are done, touch the Back softkey.

9. To mark the voicemail message as Urgent, touch the Urgent check box.

10. To mark the voicemail message as Private, touch the Private check box.

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11. To receive a return receipt when the recipient listens to the message, touch the Return Receipt

check box.

12. To include the original message with your reply, touch the Include Original check box.

13. To start recording your reply to the voicemail message, touch the Start softkey; to stop recording
the message, and touch the Stop softkey.

14. Touch the Send softkey.

The voicemail message is sent to the targeted recipients.

15. Touch the Quit softkey.

Viewing Saved Messages in Visual Voicemail

1. Press .

2. At the prompt, enter your voicemail password and then touch the Login softkey.

Your voicemail inbox is displayed.

3. Touch Saved.
Your saved messages are displayed.

4. Scroll through your saved messages until you locate the message you want to interact with.

5. With a saved message in focus, you can take one of the following actions:

• To view details about the person who sent the message, touch the Open softkey.

• To delete the message, touch the Delete softkey.

• To play the message, touch the Play softkey.

• To call the person who left the message, touch the Call Back softkey.

6. When you are done, touch the Quit softkey.

Deleting Messages in Visual Voicemail

1. Press .

2. At the prompt, enter your voicemail password and then touch the Login softkey.

Your voicemail inbox is displayed.

3. Touch the message you’d like to delete.

4. With the message highlighted, touch the Delete softkey.

5. At the prompt, touch Delete.

The message is deleted.

6. For each message that you want to delete, repeat steps 3-5.

7. When you have completed deleting messages, touch the Quit softkey.

Note: To move the message to your voicemail inbox, touch the To inbox softkey.

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Using the Voicemail System

The voicemail system provides a method to listen to and manage your voicemail messages by
following audio prompts.

Logging In to the Voicemail System

A steadily flashing red light in the upper right corner of your phone indicates that you have unheard
messages. To hear your messages using the voicemail system, you must first log in to the voicemail
system.

You can also log in to the voicemail system from another extension or from an external phone.

Logging In to Voicemail from Your Phone

1. Do one of the following:

• Press #.

• Press and then touch the Call VM softkey.

Your phone dials the voicemail system.

Using the Voicemail System

2. At the audio prompt, enter your password, and then press #.

Note: The first time you log in to the voicemail system, you are prompted to record your name.

Logging In to Voicemail from Another Extension

You can log in to the voicemail system from another extension in your system, whether it is an IP
phone or an analog phone.

1. Do one of the following:

• Press # while the phone is on hook.

• Press # while the phone is off hook with dial tone.

• Press and then press Call VM softkey.

2. At the password prompt, press # and then enter your extension.

Note: If you are using a phone that is in an “Available” or “Anonymous” state, the initial prompt

directs you to enter your extension rather than a password; therefore, you do not have to press
# before entering your extension.

3. Enter your password, and then press #.

Logging In to Voicemail from an External Phone

1. Dial the voicemail access number provided by your Mitel administrator.

2. At the prompt, press # and then dial your extension.

3. Enter your password, and then press #.

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Interacting with New Messages in the Voicemail System

This section describes shortcuts and common tasks for handling messages in the voicemail system.

Using Shortcut Keys

You can press the following keys while listening to messages:

• To hear envelope information (time and date sent, user’s name) for a message, press 6.

• To rewind to several seconds earlier in a message, press 7.

• To pause a message, press 8.

• To fast forward to several seconds later in a message, press 9.

• To continue to the next message, press #.

• To hear additional options, press 0.

Listening To, Replaying, Saving, and Deleting Messages

1. Log in to voicemail.

2. To listen to new messages, press 1.

3. As you listen to each message, you can do one of the following:

• To replay a message, press 1.

• To save a message, press 2.

• To delete a message, press 3.

Forwarding a Message

1. Log in to voicemail.

2. To listen to new messages, press 1.

3. After listening to the message you want to forward, press 4.

4. Record a prefacing remark, and then do one of the following:

• If you are satisfied with the prefacing remark, press #.

• To review the prefacing remark, press 1.

• To rerecord the prefacing remark, press 2.

• To cancel the recording, press *.

Note: After addressing a message, you can press 1 to mark it urgent.

Replying to a Message

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1. Log in to voicemail.

2. To listen to new messages, press 1.

3. After listening to the message you want to reply to, press 5.

4. Choose one of the following options:

• To reply with a voice message, press 1.

• To reply with a call back, press 2.

• To reply to all with a voice message, press 3.

• To return to the previous menu, press *.

Listening to Saved Messages

1. Log in to voicemail.

2. From the voicemail Main Menu, press 3.

To interact with saved messages, press any one of the options (except for option 2) described
in Interacting with Messages in Visual Voicemail on page 66.

Sending Messages from Voicemail

1. Log in to voicemail.

2. From the voicemail Main Menu, press 2.

3. Record the message and select one of the following options:

• To cancel the message recording, press *.

• To finish recording, press #.

• To review the message, press 1.

• To rerecord the message, press 2.

Listening to Saved Messages

4. After you are satisfied with your recording, press # to finish recording.

5. At the prompt, enter the recipient’s extension.

6. To choose additional addressing options, press 0 and select any of the following options:

• To look up a recipient by name in the directory, press 1.

• To send a personal distribution list, press 2.

• To broadcast to all extensions, press 3.

• To cancel addressing options, press *.

7. After the message is addressed, select any of the following options:

• To mark or unmark a message as urgent, press 1.

• To request a return receipt, press 2.

• To send the message, press #.

Leaving a Message and Using Message Options

When the recipient of your call does not answer and has not opted to automatically forward calls,
you can leave a message when prompted.

1. Enter one of the following options while listening to the mailbox greeting:

• To bypass the greeting and leave a message, press #.

• To transfer to an assistant, press 0.

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• To return to the auto-attendant, press 9.

• To forward your call to the recipient’s Find Me destination (an optional number where calls
can be forwarded), press 1. If a Find Me destination is not enabled, you are prompted to
record a message.

2. After recording the message, choose one of the following options:

• To access message options, press # and select one of the following message options:

- To send the message, press #.

- To cancel the message, press *.

- To review the message, press 1.

- To rerecord the message, press 2.

- To mark or unmark the message as urgent, press 3.

- To mark or unmark the message as private, press 4.

- To transfer to the auto-attendant, press 9.

- To transfer to the assistant, press 0.

• To rerecord the message, press *.

• To send the message and transfer to an assistant, press 0.

• To send the message and transfer to the auto-attendant, press 9.

• To send the message and forward it to the recipient’s Find Me destination (if enabled), press

1.

3. Hang up to send the message.

Using Mailbox Options

The Mailbox Options sub-menu in the voicemail system lets you handle the following tasks:

• Record your name

• Record a personal greeting

• Set your password

• Assign your extension to a phone

• Change your availability state

• Enable or disable envelope information

• Listen to deleted messages

• Remove deleted messages

• Enable or disable Outlook-automated call handling

• Enable or disable email delivery

• Change the agent state

• Enable or disable Find Me forwarding

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Recording Your Name

1. Log in to voicemail.

2. From the voicemail Main Menu, press 7 to access mailbox options.

3. Press 6.

4. Record your name, and then press #.

5. Choose one of the following options:

• To accept your name recording, press #.

• To review your name recording, press 1.

• To rerecord your name, press 2.

• To delete this recording, press 3.

• To cancel, press *.

Recording a Personal Greeting

1. Log in to voicemail.

2. Press 7 to access mailbox options.

Using Mailbox Options

3. Press 1 to record a personal greeting.

Note: The personal greeting is linked to the active availability state.

4. Record your personal greeting for the currently active availability state at the tone and press #,

then select from the following options:

• To accept the personal greeting, press #.

• To review the personal greeting, press 1.

• To rerecord the personal greeting, press 2.

• To cancel the recording, press *.

Setting Your Password

1. Log in to voicemail.

2. From the voicemail Main Menu, press 7 to access mailbox options.

3. Press 4.

4. Enter your new password, and press #.

5. Do one of the following:

• To confirm your new password, enter your new password again, and then press #.

• To cancel the new password, press *.

Assigning Your Extension to a Phone

With the appropriate permissions (set by your Mitel administrator), you can assign your extension
to any system phone. This feature is helpful if you are using someone else’s office and phone
temporarily.

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Depending on how your phone was configured, you can also use your phone or the Connect client
to assign or unassign an extension.

Note: If you assign your extension to a phone that is normally occupied by another user, calls to
the original user’s extension are forwarded to the destination that user has defined for the active
availability state.

1. Log in to voicemail.

2. From the voicemail Main Menu, press 7 to access mailbox options.

3. Press 3.

4. Choose one of the following options:

• Press 1 to assign the extension.

• Press 2 to unassign the extension. (The phone reverts to the extension originally assigned
to it.)

Setting Your Availability State

Availability states let you specify your status and determine how inbound calls are handled. You can
record distinct greetings and specify different call forwarding options for each state.

To change your availability state:

1. Log in to voicemail.

2. From the voicemail Main Menu, press 7 to access mailbox options.

3. Press 2 to set the availability state.

4. Choose one of the following availability states or other options:

• For Available, press 1.

• For In a Meeting, press 2.

• For Out of Office, press 3.

• For Vacation, press 4.

• For Custom, press 5.

• For Do Not Disturb, press 6.

• For enabling calling additional phones (configured by your Mitel administrator), press 7.

• To cancel, press *.

The availability state stays in effect until you change it. However, if Outlook automated call handling
is active, Outlook modifies your availability state based on your status.

Enabling or Disabling Envelope Information

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A message’s envelope information includes the date and time of your message’s delivery and your
name. By default, envelope information is disabled.

1. Log in to voicemail.

2. From the voicemail Main Menu, press 7 to access mailbox options.

Using Mailbox Options

3. Press 5 to toggle between disabling and enabling envelope information.

Listening to Your Deleted Messages

As a safeguard against accidental deletion of messages, the voicemail system retains deleted
messages for a few hours.

1. Log in to voicemail.

2. From the voicemail Main Menu, press 7 to access mailbox options.

3. Press 7 to listen to deleted messages.

The voicemail system plays all deleted messages that are still available to the system. You can
manage these messages as if they were new messages.

4. Press 2 to restore the deleted message and save it.

Removing Deleted Messages

1. Log in to voicemail.

2. From the voicemail Main Menu, press 7 to access mailbox options.

3. Press 8 to remove deleted messages.

4. Press one of the following options:

• To confirm removal of deleted messages, press 1.

• To cancel removal of deleted messages, press *.

Enabling or Disabling Automated Call Handling In Outlook

1. Log in to voicemail.

2. From the voicemail Main Menu, press 7 to access mailbox options.

3. Press 9.

4. To enable or disable Outlook automated call handling, press 1.

Enabling or Disabling a Notification Profile

1. Log in to voicemail.

2. From the voicemail Main Menu, press 7 to access mailbox options.

3. Press 9.

4. Press 2.

5. Choose one of the following options:

• Enter the number of the new notification profile.

• To cancel, press #.

Enabling or Disabling Find Me Forwarding

When Find Me forwarding is enabled, calls sent to voicemail are routed to your Find Me forwarding
destination if the caller presses 1 while listening to your voicemail greeting.

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MiVoice 6940 IP Phone User Guide for MiVoice Connect

You can enable or disable the Find Me forwarding option for the availability state that is currently
active. However, you have the option to enable or disable Find Me forwarding only if it is configured
in one of the following ways:

• Your Mitel administrator enabled the Find Me option for you, and you configured a Find Me
destination in the Connect client.

• You used the Connect client to enable the Find Me option and to configure a Find Me destination.

To enable or disable find me forwarding:

1. Log in to voicemail.

2. From the voicemail Main Menu, press 7 to access mailbox options.

3. Press 9.

4. Press 5.

5. Choose one of the following options:

• To enable Find Me forwarding, press 1.

• To disable Find Me forwarding, press 2.

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Accessory support

Mitel Wireless LAN Adapter

The Mitel Wireless LAN Adapter is a wireless bridge that can add wireless connectivity functionality
to your 6940 IP phone. It allows your Ethernet-enabled phone to join a secure, high-speed network.
It is software-transparent which means, that no changes to drivers, management tools, or
applications are needed for using it.

Accessory support

Feature highlights include:

• Easily add robust, secure wireless capabilities to Ethernet devices:
The Mitel Wireless LAN Adapter is a high-performance wireless network adapter which enables
any Ethernet device to become an 802.11a/b/g/n dual band wireless network device, giving you
freedom to place it anywhere in your facility.

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

• Gigabit Ethernet support:
The wired LAN port supports 10/100/1000 Ethernet.

• Simple to set up and use:

The Mitel Wireless LAN Adapter is easy to set up 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

Note: For information about how to install and set up your Mitel Wireless LAN Adapter, see the

Mitel Wireless LAN Adapter Setup Guide.

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MiVoice 6940 IP Phone User Guide for MiVoice Connect

Mitel M695 Programmable Key Module (Button Box)

The 6940 IP phone supports a single Mitel M695 expansion module that attaches to the right side
of the phone to provide additional programmable keys.

The M695 features a 4.3” 480x272 pixel color backlit LCD display.

The M695 provides three pages of 28 softkeys (for a total of 84 programmable softkeys), with each
softkey providing an LED and graphical UI for call status indication. Each line that is activated
illuminates LED associated with it.

Fixed keys

To switch to another page, select the associated Fixed key.

Using The Expansion Modules

After configuring the softkeys on the expansion module, press the key you want to use when
applicable.

Press to initiate function

Note: For more information about installing the M695 Expansion Module on your phone, see the
Mitel M695 Expansion Module Installation Guide.

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USB Headsets

The 6940 IP phone supports USB headsets which can be connected using the USB port located on
the back of the phone.

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

Notes:

• The RJ9 port is for Handset use only. Plugging any other devices in to this port may cause
damage to the phone and will void your warranty.

• Customers should read and observe all safety recommendations contained in headset operating
guides when using any headset.

• Headsets connected to the 6940 IP phone are limited in functionality to answering, ending, and
muting calls. Additional headset features (such as rejecting calls) are not supported and will
cause unexpected behavior (for example, invoking the reject call function will answer instead of
reject).

USB Headsets

To make and receive calls using a headset:

1. Ensure that you have selected the Headset audio path (see Audio on page 50).

2. Turn the phone over and, depending on the type of headset, locate the headset jack or the USB

port.

a. If you have a USB headset, insert the USB plug in to the USB port.

b. If you have a headset with an RJ9 4-pin connector, insert the headset cord in to the jack

until it clicks in to place.

Note: See the Mitel MiVoice 6940 IP Phone Installation Guide for more information.

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MiVoice 6940 IP Phone User Guide for MiVoice Connect

Click

Mitel Integrated DECT Headset

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

The Mitel Integrated DECT Headset is compatible with the 6940 IP phone. The Mitel Integrated
DECT Headset is also compatible with the Mitel M695 Programmable Key Module (button box),
supporting up to three modules connected to your 6940 IP phone.

To enable audio on the Mitel Integrated DECT Headset, set the audio mode on the 6940 IP phone
to Headset, Headset/Speaker, or Speaker/Headset. For details about how to set audio mode, see

Audio on page 50.

Notes:

• One headset should be plugged in at a time, hence before connecting the Mitel Integrated
Headset to the 6940 IP phone, ensure to disconnect/unpair all other headsets.

• Use a IEEE 802.3at compliant PoE L2 Switch, IEEE 802.2at Inline Power Injector, or an AC
to DC Adapter to power the 6940 IP phone when connecting the Mitel Integrated DECT Headset
to a Mitel M695 Programmable Key Module.

Features

• Wideband audio for exceptional sound quality

• Volume and mute controls

• Intuitive headset multi-function button for easy call handling

• LED and audio indicators

• Advanced hearing protection

• Noise-canceling microphone

• Up to 8 hours battery life

• Headset recharge docking cradle

• Visual and audio call status indicators

• Battery indicator

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Using The Headset

Speaker volume up

Mute

Mitel Integrated DECT Headset

Answer/end button

Speaker volume down

LED indicator

Charging The Headset

To charge the headset, dock the headset in the base. When docked correctly, the headset battery
will begin charging.

When fully charged, the headset offers up to 8 hours of talk time.

Upgrading The Headset

To upgrade the headset firmware, dock the headset in the base and reboot the 6940 IP phone.

Note: For the headset firmware upgrade, the battery level of the Integrated DECT Headset
must be at least 20%.

Checking The Battery Level and Firmware Version Of The Integrated DECT
Headset

1. Press .

2. Enter your voicemail password, and touch the Enter softkey.
The User Settings menu opens.

3. Touch the Status icon.

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MiVoice 6940 IP Phone User Guide for MiVoice Connect

4. Touch Accessory Info status category.

LED Status

LED

INDICATOR DESCRIPTION

Battery charging (Green - slow flash)

Full battery (Green)

Medium battery (Yellow)

Low battery (Red)

Very low battery (Red - flashing)

Unknown battery status (White)

Microphone muted

Active audio between headset and base

Searching for headset (flashing)

Note: For information about how to install the Mitel DECT Headset with your 6940 IP phone or
the Mitel M695 Programmable Key Module, see the Mitel Integrated DECT Headset Installation
Guide.

Replacing The Integrated DECT Headset

If the Integrated DECT Headset is malfunctioning, or if you have paired a wrong Integrated DECT
Headset with the base, you must replace or repair the Integrated DECT Headset.

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To replace or repair the Integrated DECT Headset:

1. Remove the headset from the base.

2. Turn off the headset by pressing the Answer/end button for 10 seconds.

3. Dock the new headset in the base. The new headset is paired with the base after 1 minute.

Mitel S720 Bluetooth Speakerphone

The 6940 IP phone provides support for the optional Mitel S720 Bluetooth Speakerphone. Once
paired with the 6940 IP phone, you can receive calls on the Mitel S720 Bluetooth Speakerphone.
The Mitel S720 Bluetooth Speakerphone can be placed (on its base or upright using a table stand)
on your desk or in a small-to-medium conference room.

Feature highlights include:

• HD voice audio

Mitel S720 Bluetooth Speakerphone

Answer/end button

• Omni directional microphone

• Functionally integrated with desk phone - volume / mute sync, pulling call to / from conference

phone

• Connect two speakerphones wirelessly to your 6940 to extend speakerphone range and for

stereo music playback

• Play smart-phone audio from mobile with auto pause when incoming call to desk phone

• Intuitive connectivity through Bluetooth®

• Portable design, protective travel pouch, and battery powered with USB charging (15 hours of

talk time)

• Flexible and scalable for office side tables and small meeting rooms

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MiVoice 6940 IP Phone User Guide for MiVoice Connect

Hardware Features

Mute

Bluetooth Button

Battery Status

Volume Down

Link Button

Answer Call

Icon Button Description

Power On/Off Turns on or off.

Answer Call Answers a call.

End Call Ends or rejects a call.

Hold (8 seconds) to turn on or off voice guidance.

Power On/Off

Volume Up

Smart Button

End Call

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Volume Up and
Volume Down

Mute Mutes the microphone.

Battery Status Shows the battery status.

Bluetooth Connects to a Bluetooth device.

Link Links two speakerphones.

Increases or decreases the volume.

Mitel Cordless Bluetooth Handset

Icon Button Description

Smart Turns on or off the voice assistant application on your smartphone.

Notes:

• To pair the Mitel S720 Bluetooth Speakerphone with the 6940 IP phone, power on the speak-

erphone and follow the procedures detailed in Pairing a Bluetooth Device on page 39. The
device name will appear in the available devices list as “S720 Bluetooth Speakerphone”. When
the speakerphone is successfully connected, a speakerphone connected icon
in the status bar on the Home screen.

Speakerphone Icon

is displayed

• If you have paired and connected your smartphone to your 6940 IP phone, your smartphone
will temporarily disconnect from the IP phone while you have a call active on the Mitel S720
Bluetooth Speakerphone. The IP phone will automatically reconnect your smartphone once
the call has been terminated.

• The (Speaker/Headset) key LED on the IP phone will remain unlit when the call audio
is presented on the speakerphone.

• For information about how to set up your Mitel S720 Bluetooth Speakerphone, see the Mitel

S720 Bluetooth Speakerphone Quick Start Guide.

Mitel Cordless Bluetooth Handset

The 6940 IP phone provides support for the Mitel cordless Bluetooth handset. With a potential range
of up to 10 meters (30 feet), the Bluetooth handset offers convenience and corridor mobility for 6940
IP phone users.

Feature highlights include:

• 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

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MiVoice 6940 IP Phone User Guide for MiVoice Connect

• Handset battery recharge time of three hours or less

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

• Wideband audio capable

Notes:

• To pair the handset with the 6940 IP phone, power on the handset and follow the procedures
detailed in Pairing a Bluetooth Device on page 39. The device name will appear in the available
devices list as “Cordless Handset” followed by the last six digits of the handset’s MAC address.

• For information about how to set up your Bluetooth handset, see the Mitel Cordless Bluetooth

Handset Installation Guide.

Hardware Features

Mute
Key

Hookswitch­key

Volume controls

86

Feature Description

LED Blue - Indicates the status of the handset.

Green - Indicates the status of the handset battery.

For more information, see “LED Indicator”

Hookswitch key 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 hook.

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

call to the cordless handset.

Mute key Mutes the handset microphone so that your caller cannot hear you.

on page 87.

Mitel Cordless Bluetooth Handset

Feature Description

Volume controls Adjusts the volume for the handset. Press the key above the Mute key to

increase the volume, and press the key below the mute key to decrease
the volume.

LED Indicator

The cordless Bluetooth handset has two LEDs:

• Blue – indicates the operational status of the handset.

• Green – indicates the status of the electrical charge of the battery.

LED color, states, and indicator descriptions are as follows:

LED Color LED State Indicates

Blue
(Handset Not

in Cradle)

Green
(Handset in

Cradle)

Blinking Handset is not connected and is in pairing mode.

Winking Handset is connected but not in use.

Fading Handset is connected and in use.

Solid Battery is fully charged.

Winking Battery is charging.

Note: It is normal for the handset LED to cycle between winking and solid
as battery charge is maintained.

Off When handset is cradled and the LED does not flash or illuminate, this

indicates an absence of battery power. During the first 30 – 60 minutes that
the light is off, the battery may be trickle charging. If that is the case, the
LED will resume normal behavior within that 60-minute period. If the LED
remains off for more than 60 minutes, then either the battery is no longer
chargeable or there is a problem in the charging circuit.

Notes:

• Blinking denotes the LED is alternating very quickly between on and off.

• Winking denotes the LED is alternating between being on for a short period of time and then
off for a longer period of time.

• Fading denotes the LED is alternating between fading in and out.

Alerting Tones

The handset provides the following alerting tones:

Event Tone

Power OFF Four tones successively decreasing in pitch.

Mute key on handset ON Two low pitched tones

Powering On/off The Bluetooth Cordless Handset

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

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MiVoice 6940 IP Phone User Guide for MiVoice Connect

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.

88

Problems and Solutions

Table 9 shows common problems and solutions.

Table 9: Troubleshooting

Problem Solution

When your callers try to leave a
message, they are notified that
your mailbox has exceeded its
limit and is unable to accept new
messages.

Your mailbox is full. You must delete
messages you no longer need.

Problems and Solutions

Your phone’s display shows “No
Service.”

You hear no dial tone when you
take the handset off hook, but
you hear a dial tone when using
either the speaker or a headset.

The phone displays the message
“Service unavailable at this time”
when you try to dial a call from
the keypad, visual voicemail,
Directory, or History.

Your phone is temporarily inoperable.
Contact your Mitel administrator or
authorized contact.

The handset cable must be plugged
firmly in to place on both the phone
base and the handset. To ensure a tight
connection, unplug and reconnect the
cable at both points, clicking the jack
firmly in to place. Take the handset off
hook and listen for a dial tone.

The phone goes out of service because
of a switch issue or because an
administrator has put it out of service.
When a phone is in this state, you can
access visual voicemail, Directory, and
History, but you cannot make calls from
the phone.

Note: The mailbox warning is triggered when there is space for only 10 additional messages in
your voicemail. As your voicemail approaches its limit, a warning message is played indicating
that there is enough space for only “n” number of messages, where “n” is a countdown from 10
to 0. This message is played each time you log in to the voicemail system until you delete enough
messages to reduce the number of messages below the threshold.

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