Portrait 3 08/824
Multibutton Telephone Feature Handbook
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Multibutton Telephone
Feature Handbook
82400MFH04
This manual has been developed by Nitsuko America. It is intended
for the use of its customers and service personnel, and should be read
in its entirety before attempting to install or program the system. Any
comments or suggestions for improving this manual would be appreciated. Forward your remarks to:
Nitsuko America, Telecom Division
4 Forest Parkway
Shelton, CT 06484
Attention: Manager, Technical Publications
Nothing contained in this manual shall be deemed to be, and this manual does not constitute, a warranty of, or representation with respect to,
any of the equipment covered. This manual is subject to change without notice and Nitsuko America has no obligation to provide any
updates or corrections to this manual. Further, Nitsuko America also
reserves the right, without prior notice, to make changes in equipment
design or components as it deems appropriate. No representation is
made that this manual is complete or accurate in all respects and
Nitsuko America shall not be liable for any errors or omissions. In no
event shall Nitsuko America be liable for any incidental or consequential damages in connection with the use of this manual. This document
contains proprietary information that is protected by copyright. All
rights are reserved. No part of this document may be photocopied or
reproduced without prior written consent of Nitsuko America.
©1998 by Nitsuko America. All Rights Reserved.
Printed in U.S.A.
The Portrait 308/824 systems are unaffected by the date change to the
year 2000. The entry of the year in the date is used to display Leap
year (02/29) dates. The year does not display on display telephones.
A two-digit year is used for the SMDR output.
Year 2000 Compliance
Table of Contents
Using Your Telephone.....................................................1
Calling a Co-Worker . . . . . . . . . . . . . . . . . . . . . . . . . . .2
Outside Calls . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .2
Handling And Rerouting Your Calls . . . . . . . . . . . . . . .3
When Your Call Can't Go Through . . . . . . . . . . . . . . . .3
Placing Calls Quickly . . . . . . . . . . . . . . . . . . . . . . . . . .4
When You Work In Groups . . . . . . . . . . . . . . . . . . . . . .5
If You Need Privacy . . . . . . . . . . . . . . . . . . . . . . . . . . .5
Have a Telephone Meeting . . . . . . . . . . . . . . . . . . . . . .6
Streamlining Your Telephone's Operation . . . . . . . . . . .6
Personalizing Your Telephone . . . . . . . . . . . . . . . . . . . .7
Account Codes...............................................................9
Alarm Clock .....................................................................9
Background Music.........................................................11
Call Forwarding .............................................................11
Executive Call Forwarding . . . . . . . . . . . . . . . . . . . . .12
Call Parking....................................................................14
Call Timer.......................................................................14
Call Waiting (Camp On).................................................15
Caller ID.........................................................................17
Caller ID Table . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .17
Caller ID Temporary Memory . . . . . . . . . . . . . . . . . . .18
Callback ........................................................................22
Conference...................................................................23
Confirmation To n e ........................................................24
Direct Station Selection Console, DSS (Portrait 824).....25
Direct Station Selection, Extension ...............................26
Directed Call Pickup ......................................................28
Directory Dialing............................................................29
Do Not Disturb ..............................................................30
Door Box .......................................................................31
Executive Override ........................................................32
Extension Hunting .........................................................33
Flash..............................................................................33
Handsfree (Speakerphone) ..........................................34
Headset Operation.......................................................36
Hold ..............................................................................36
Hotline - Dual Handsfree Hotline..................................38
Intercom .......................................................................39
Last Number Redial .......................................................4 0
Meet-Me Conference ....................................................41
Message Waiting...........................................................43
i
Table of Contents
Microphone Mute..........................................................45
Name/Message Storing..................................................46
Night Answer (Off-Hours Ringing)................................49
Of f-Hook Signaling .......................................................50
Outside Calls, Answering..............................................52
Outside Calls, Placing....................................................52
Line Queuing . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .53
Automatic Line Access . . . . . . . . . . . . . . . . . . . . . . . .54
Converting from Pulse to Tone Dialing . . . . . . . . . . . .54
Are You Behind a PBX? . . . . . . . . . . . . . . . . . . . . . . .55
You May Have a Private Line . . . . . . . . . . . . . . . . . . .55
If You Hear a Warning Tone . . . . . . . . . . . . . . . . . . . .56
Did Your Call Go Through? . . . . . . . . . . . . . . . . . . . .56
Need to Block Outgoing Calls From Your Phone? . . . .56
Paging...........................................................................58
Internal Page . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .58
External Page . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .58
Programmable Keys ......................................................59
Repeat Dial....................................................................62
Room Monitor...............................................................62
Save ..............................................................................63
Selectable Display Messaging .......................................65
Broadcast Message At A Later Time . . . . . . . . . . . . . .65
Do Not Disturb / General Message . . . . . . . . . . . . . . .66
Message Waiting . . . . . . . . . . . . . . . . . . . . . . . . . . . . .66
Camp-On . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .66
Reverse Message . . . . . . . . . . . . . . . . . . . . . . . . . . . .66
Speed Dial.....................................................................74
System Speed Dial . . . . . . . . . . . . . . . . . . . . . . . . . . .74
Personal Speed Dial . . . . . . . . . . . . . . . . . . . . . . . . . .74
Step Calling...................................................................76
Tandem Trunking ...........................................................7 6
Time And Date Setting..................................................78
Transfer.........................................................................79
Voice Mail ......................................................................80
Volume Control .............................................................83
Charts............................................................................85
ii
Using Your Telephone
Using Your Telephone
Your telephone's Alphanumeric Display helps you use features and
tells you about your calls. For example, you can see the name of a coworker who calls you. (You may also be able to change the time and
date on your phone if it's not correct. Turn to page 78 for more.)
Press a One-Touch Key for one-button contact with co-workers and
outside callers or when using certain features. To learn how to program your One-Touch Keys, go to page 59.
Handsfree lets you place and answer calls by pressing instead
of using the handset. The Microphone picks up your voice for
Handsfree calls.
The system may restrict you from using some of the features
in this handbook. Check with your Communications Manager
to see which features are available. Also, if your system does
not use the standard numbering plan shown on page 85, feature access codes may be different than described.
1
Using Your Telephone
Calling a Co-Worker
You can dial a co-worker on the
Intercom (page 39), or use
Paging (page 58) if you don't
know where they are.
Visitors at your entrance door can
call you on the Intercom using a
Door Box (page 31).
Outside Calls
You can Answer Outside Calls
that ring your phone or flash your
line keys (page 52). Night Service
(page 49) may change the way
these same calls ring your phone.
To Place Outside Calls (page 52),
use your line keys or dial codes.
You may have to enter Account
Codes (page 9) before your call
goes through. Once your call goes
through, the Call Timer (page 14)
shows you how long you're on the
phone. You may be able to use Flash (page 33) to place another call
without losing your line.
2
Using Your Telephone
Handling And Rerouting Your Calls
Use Hold (page 36) to have your
CALL
FOLLOW
FWD
ME
HOLD
DND
SEL.
PARK
DISPL.
Display Message at your phone (page 65).
When Your Call Can't Go Through
call wait at your phone. Or, if your
system is a Portrait 824, Park it
in orbit for a co-worker (page 14).
Have a call for a co-worker?
Transfer it to them (page 79).
When you leave your desk, think
about Call Forwarding your calls
to someone else (page 11). Or, if
you want your callers to know
where you are, set a Selectable
Don't just hang up when your call
can't get through to a co-worker!
Use Call Waiting (page 15) to
wait without hanging up. Send
your co-worker Off Hook
Signaling (page 50) to let them
know you're waiting. If you don't
have time to wait, leave a
Callback request (page 22).
In a hurry? Think about leaving
your co-worker a Message
Waiting (page 43).
3
Using Your Telephone
There's no need to keep redialing your outside call if it's busy or unanswered - use Repeat Dial instead (page 62 ). And when your system's
lines are busy, Line Queuing (page 53) lets you wait for a free one.
With Selectable Display Messages, send a message to your busy co-
worker's display phone (page 65). They can reply with a Reverse
Message (page 66).
Placing Calls Quickly
Store numbers that you call often
in Speed Dial bins (page 74). You
can easily dial the stored number
with just a few key presses. To
quickly retry the number you just
dialed, try Last Number Redial
(page 40). If you'll need to redial
the number later on, let Save (page
63) retain it for you.
4
Using Your Telephone
When You Work In Groups
If You Need Privacy
If you and your co-workers handle
each other's calls, you might want
to have Extension Hunt Groups
(page 33). Someone calling your
group's number goes through to
the first available extension. If
there is no answer at that extension, a co-worker can try the next
extension in line using Step
Calling (page 76). To answer a
call already ringing a co-worker's
phone, use Directed Call Pickup
(page 28).
When you're busy in your office
and don't want to be interrupted,
use Do Not Disturb (page 30).
Before talking to someone at your
desk while you're on a handsfree
call, try Microphone Mute (page
45). Your caller cannot hear your
voice until you cancel
Microphone Mute.
5
Using Your Telephone
Have a Telephone Meeting
Conference (page 23) allows you
to quickly set up a telephone
meeting.
Use Meet Me Conference (page
41) to set up a meeting which lets
others join if they choose.
Optionally, you can also use Meet
Me Page to set up a meeting on a
page zone.
To join two outside callers together and leave them to talk privately,
use Tandem Trunking (page 76).
Streamlining Your Telephone's Operation
Your telephone provides you with
options that can dramatically
streamline the way you handle
calls. For example, you can use
One-Touch Keys for one-button
access to co-workers, outside calls,
Speed Dial numbers and certain
feature codes.
Are you a secretary for two people?
Use Dual Handsfree Hotline
(page 38). This allows one
extension to simultaneously call two other extensions. The 'secretary'
6
Using Your Telephone
extension can make a voice announced Intercom call over the speaker
of both 'executive' extensions. The users at the executive extensions
can reply Handsfree and all three parties can talk.
Tired of always reaching for the handset or cradling it under your chin
while you type? Install a headset and enable Headset Operation
(page 36).
Personalizing Your Telephone
If your system is a Portrait 824,
when you need to cover up noise
in your office that might be distracting to your work, turn on
Background Music (page 11).
Don't forget about that important
meeting - set an Alarm (page 9) to
remind you.
Let the co-workers you call know
who's on the line. Go to Name
Storing (page 46) and assign a
name to your extension.
To have your phone beep every time you press a dial pad key, enable
the Dial Pad Confirmation Tone (page 24).
7
H
Using Your Telephone
Your Multibutton Phone
Liquid crystal display
82400 - 1
CHECK
Check
andset
1
2
3
Speaker
7
1
7
Q_Z
1
GHI
4
PRS
7
4
8
9
10
2
3
4
8
9
10
ABC
DEF
2
3
JKL
MNO
5
6
TUV
WXY
8
9
:/-
0
VOL.
Volume/Contrast
Control
CLEAR
6
5
12
11
6
5
LND FTR
MON MW
ICM
DC
TRFR
FLASH
SPK
DND/CONF
HOLD
MIC
Microphone Mute
Clear
Line keys
One-touch keys
Feature
Last Number Dial
Message Waiting lamp
Room Monitor lamp
Intercom
Dial Control
Transfer
Flash
Speaker
Hold
Microphone
Do Not Disturb/Conference
8
Account Codes
Account Codes
Account Codes are codes you enter that help keep track of outside
calls. There are two types of Account Codes: Optional and Forced.
With optional codes, the Account Codes you enter are solely for categorizing your calls. For example, if you work in an accounting firm
that must bill back customers for time on the phone, Optional Account
Codes are for you. Forced Account Codes also let you categorize calls,
but you must enter one before placing outgoing calls. If you don't
enter the code, you can't place the call. This ensures that calls don't go
out untracked. Check with your Communications Manager to find out
if your system uses Account Codes - and which codes you should
enter. Account Codes can be from 1-8 digits long, using 0-9 and #.
. Seize an idle CO line
To enter an Account
code for an outside
1
●
Listen for: Dial tone
●
call:
If you're on an active outside call
already, skip this step.
2. Dial .
3. Dial Account Code.
4. Dial .
5. Dial telephone number.
Alarm Clock
You can use your display phone like an alarm clock to remind you of
appointments and important meetings. Your phone has two alarms that
can each be programmed for a specific time. The alarms sounds every
day at the set time unless they are cancelled. This feature can be programmed as a One-Touch key in the Programmable Keys feature.
9
Alarm Clock
To set an alarm at a
display keyset:
To check an alarm
setting:
1. Press .
2. Press .
●
If programmed as a One-Touch key,
press the One-Touch key instead.
3. Dial to set the first alarm or dial
to set the second alarm.
4. Dial time in terms of a 24-hour clock.
●
For example, dial 1545 for 3:45 PM.
5. Dial .
6. To hang up, press .
1. Press .
2. Press .
3. Dial to check the first alarm or
dial to check the second alarm.
4. Press .
To stop the alarm
10
1. Press .
tone:
Background Music
To cancel an alarm:
1. Press .
2. Press .
●
If programmed as a One-Touch key,
press the One-Touch key instead.
3. Dial to cancel the first alarm or
dial to cancel the second alarm.
4. Dial .
5. To hang up, press .
Background Music (Portrait 824 only)
Background Music (BGM) sends music from an FM receiver, tape
deck or CD player your company provides to the speaker in your telephone. This helps give you a pleasant working environment. The
Background Music plays whenever your phone is idle.
To turn BGM on or off
while an extension is
1. Do not lift handset.
2. Press .
idle:
Call Forwarding
Use Call Forwarding to redirect your calls to another extension. With
Call Forwarding, you're sure your calls are covered when you are
away from your work area. There are four types of Call Forwarding:
● 0 = Call Forward, Immediate
All calls forwarded immediately to the destination.
● 1 = Call Forward When Busy
Forwarded only when the extension is busy.
11
Call Forwarding
● 2 = Call Forward When Unanswered
Forwarded only if the call is unanswered.
● 3 = Call Forward When Busy / Unanswered
Forwarded only when the extension is busy or unanswered.
Call Forwarding will reroute all calls, including calls transferred from
another extension. You must enable Call Forwarding from your phone.
Executive Call Forwarding
This feature allows two extensions to be specially paired for the purpose of forwarding calls. The extension designated as the 'executive'
can forward its incoming calls to the extension designated as the 'secretary'. If, for example, the executive sets the phone to Do Not
Disturb, the executive's calls are forwarded to the secretary's extension. The secretary's extension can reach the executive's extension
even when Executive Call Forward is activated.
To activate Call
Forwarding from a
12
keyset:
1. Press .
2. Press .
3. Dial destination extension number.
4. Dial option code:
●
0 = Call Forward, Immediate
-All calls forwarded immediately to the
destination.
●
1 = Call Forward When Busy
-Forwarded only when the extension is
busy.
●
2 = Call Forward When Unanswered
-Forwarded only if the call is unanswered.
To activate Call
Forwarding from a
keyset (cont.):
Call Forwarding
●
3 = Call Forward When Busy /
Unanswered
- Forwarded only when the extension is
busy or unanswered.
-Listen for: one short beep as confirmation of procedure or one long beep
indicating call cannot be forwarded to
that extension.
- Note: If no code is entered, all calls
forward immediately to the destination
extension.
5. Press .
To cancel Call
Forwarding from a
keyset (must be done
from originating
extension):
To activate Executive
Call Forward:
To cancel Executive
Call Forward:
1. Press .
2. Press twice.
3. Press .
1. Press at the executive's extension.
1. Press twice at the executive's
extension.
13
Call Parking
Call Parking (Portait 824 Only)
Call Parking allows you to place an outside call in a waiting state
(called a Park orbit) so that any other keyset extension within the
same Park group may pick it up. After parking the call, you can Page
the person receiving the call and hang up. The paged party just presses
the Park key from any extension within the same Park group to pick
up the call. This is also useful when transferring a call to a keyset that
does not have a line appearance on their phone for that line.
To place a call on
To answer a call on
Park (within the same
Park group as the
extension that placed
the call in Park):
1. While on an outside call, press Park key.
Park:
1.
2. Press Park key.
Call Timer
You can time your outside calls on your telephone display. You'll find
Call Timer indispensable if you must keep track of your time on the
phone.
There are two ways to activate the timer. The first type of timer is set
up in the system programming. This timer automatically starts when
you place an outgoing call. The display changes to a stopwatch at the
beginning of the call and stops timing when you hang up. The display
shows the duration of the call for approximately eight seconds and
then changes to display the date and time.
The second type offers more flexibility. You can press a programmed
One-Touch key at any time before placing or answering a call, or
14
Caller Waiting (Camp On)
while on a call. You can also time Intercom calls or use the idle telephone as a stopwatch.
To activate the manual
1. Press to start timing.
Call Timer:
2. Press again to stop
timing.
3. Press to return to the date and
time.
Call Waiting (Camp On)
After you call a busy extension, use Call Waiting to wait in line (i.e.,
Camp On) without hanging up. When you Camp On, the system signals the busy user indicating that you are waiting. Your call goes
through when the busy extension becomes free.
Call Waiting also helps when you are on the phone because it lets you
know when additional calls are trying to get through. Call Waiting lets
your callers wait in line without being forgotten.
To send a Call Waiting
tone to a busy
extension:
1. Place Intercom call.
●
Listen for: Busy signal
2. Dial .
●
Listen for: Busy signal stops
3. Do not hang up.
●
Wait for the call to go through. Ringing
is heard as soon as the extension
becomes free.
15
Caller ID
Caller ID
Caller ID allows a display keyset to show an incoming caller’s telephone number and/or name with the time and date on the phone’s
display. The caller’s information can be checked before answering an
incoming call. The information received by the system depends upon
the capabilities of your local telco.
There are two types of Caller ID message formats currently available:
Single Message Format and Multiple Message Format. With Single
Message Format, the telco sends only the caller’s phone number (DN).
The DN is either 7 or 10 digits long. In Multiple Message Format, the
telco sends the DN and the caller’s name. The DN for this format is
also 7 or 10 digits long, and the name provided consists of up to 15
characters. The data remains stored for the duration of the call.
Information Display After
Received: Display Shows: Pressing CHECK:
Name/Number number number
name telco time/date
Number number number
telco time telco time/date
Name NO NUMBER INFO NO NUMBER INFO
name telco time/date
Call from Non-ID line number line number
Service Area NO CALLER INFO NO CALLER INFO
No Caller ID NO NUMBER INFO NO NUMBER INFO
Information telo time/date telco time/date
Caller ID Table
Caller ID information (name and number) can be stored in the system’s Caller ID Table (up to 100 bins). Keyset users can also make
outgoing calls using the Caller ID Table. The Caller ID Table and the
Temporary Memory bins can only hold a maximum of 10 digits.
Therefore, a long distance number can not be stored in a bin.
16
Caller ID
Temporary Memory
When a call is abandoned or the Caller ID table is full, the caller’s
information will be stored in the Temporary Memory (up to 24 Caller
ID names and numbers). If the Temporary Memory is full, the oldest
Caller ID information will automatically be deleted and the new information will be stored in it’s place.
The Temporary Memory can be used for the following:
●
Placing an outgoing call using the stored Caller ID information.
●
Transferring stored Caller ID information from the Temporary
Memory to the Caller ID Table.
The Caller ID Table and the Temporary Memory bins can only hold a
maximum of 10 digits. Therefore, a long distance number can not be
stored in a bin.
To view Caller ID infor-
mation with Pre-
Answer Display:
To view Caller ID infor-
mation with Post-
Answer Display:
1. Do not lift the handset.
2. Press .
3. Press to display further
information (if available).
●
If Single Step Access is enabled, the
user must press the FLASH key then
the line key.
1. Answer call as normal (Caller ID information is displayed).
2. Press to display further
information (if available).
17
Caller ID
To store Caller ID
information in the
table:
To store new informa-
tion or edit existing
information:
1. Answer call.
2. Press and dial .
●
If a confirmation tone (one short beep)
is heard, the information was successfully stored in the next empty memory
bin in the Caller ID Table. If an error
tone (three short beeps) is heard:
- the system does not allow the extension
to edit the table (Program 61 [C.]).
- the call does not have Caller ID information available
- another extension is storing information simultaneously
- the Caller ID Table is full
1. Do not lift handset.
2. Press .
3. Dial for a specific bin
number then enter bin number (001-100)
OR for the next available
bin number.
4. Press .
5. Enter telephone number.
18
6. Press .
7. Enter caller’s name (see the
Name/Message Storing feature).
8. Press .
9. Press .
Caller ID
Deleting a bin’s entry:
To make an outgoing
call using a bin
number:
1. Press key.
2. Dial .
3. Dial bin number (001-100).
4. Press .
5. Press .
6. Press .
7. Press .
1. Press .
2. Dial .
3. Dial bin number (001-100).
4. Press .
●
Dialing out from a stored number may
not work with all central offices. The
number stored in the bin may have to
be edited (e.g. With 203-926-5400, the
“203” may have to be removed in
order to dial the number properly).
19
Caller ID
To search the Caller ID
Table for a stored
number:
To search the Caller ID
Table for a stored
name:
1. Press .
2. Dial .
3. Dial the digits of the phone number to be
searched (up to 10 digits max.).
4. Press .
The first name and number is displayed.
●
Press (forward) or (backwards) to scroll.
5. To call the displayed number, press
.
OR
To edit the information, press +
follow the editing instructions explained
previously.
OR
To delete the information: Press
+ .
1. Press .
2. Dial .
3. Starting with the last name, enter the letters of the name (up to 15 letters max.) to
be searched.
20
4. Press (the first name and number
is displayed).
To search the Caller ID
Table for a stored
name (cont.):
Caller ID
●
If needed, scroll by pressing
(forward) or (backwards).
5. To call the displayed number, press
.
OR
To edit the information, press +
follow the editing instructions explained
previously.
OR
To delete the information: Press
+ .
To place an outgoing
call from t he
Temporary Memory:
To clear all stored
information in the
Temporary Memory:
1. Press .
2. Dial .
3. Scroll to find the number desired.
●
scrolls forward, scrolls
backward.
4. Press when number displayed.
●
If the extension is not allowed to edit
the Temporary Memory, an error tone
will be heard after dialing ‘95’.
1. Press .
2. Dial .
21
Callback
To transfer information
1. Press .
from the Temporary
Memory to the Caller
2. Dial .
IDTable:
3. Press .
4. Press .
●
The information will be stored in the
next available bin.
Callback
When you call a busy extension, you can leave a Callback request for
a return call. You do not have to repeatedly call the busy extension
back, hoping to find it idle. When you leave a Callback, the system
handles your request as follows:
● When the busy extension becomes idle, the system rings you.
● After you answer the Callback ring, the system then rings the for-
merly busy extension. (If that extension doesn't answer, the system
cancels the Callback.)
● As soon as the other extension answers, the system sets up an
Intercom call between you and them.
To place a Callback:
1. Place Intercom call.
●
Listen for: Busy tone
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2. Dial .
●
Listen for: Busy tone stops.
3.
Conference
To answer the
The signal is a quick double ring.
Callback signal:
1.
●
Extension is called.
To cancel Callback:
1. Lift handset to cancel Callback before
receiving the Callback signal.
2.
Conference
Conference lets you add additional inside and outside callers to your
conversation. With Conference, you can set up a multiple-party telephone meeting without leaving the office. The system allows up to
one outside and five inside parties to be added to the conversation. If
Multi-Line Conference is enabled, a second outside call can be added
to the conversation. In addition to Conference, there are other ways to
have a telephone meeting. See Meet Me Conference and Meet Me
Paging (page 41), and Tandem Trunking (page 76).
Method 1
To establish a
conference call:
1. Establish the first call.
2. Press .
3. Press and dial extension number
or establish second outside call.
●
For Intercom calls, the party must
answer using the handset.
4. Press .
●
Conference is established. To add more
inside parties, repeat steps 2-4.
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