Octopus Octophon F620 TDM, F100, F200, F400, F650 Operating Instructions Manual

Octopus F100/200/400/650
IP-Netpackage

Octophon F620 TDM

Operating Instructions

================!"§==

Important information

Important information

Never open the telephone or a key module. Should you encounter any problems, contact the
responsible service personnel.

Use only original accessories. The use of other accessories may be hazardous and will render
the warranty, extended manufacturer’s liability and the CE marking invalid.

Trademarks

The device conforms to the EU directive 1999/5/EC as attested by the CE marking.

All electrical and electronic products should be disposed of separately from the municipal
waste stream via designated collection facilities appointed by the government or the local au­thorities.

Proper disposal and separate collection of your old appliance will help prevent potential dam­age to the environment and human health. It is a prerequisite for reuse and recycling of used
electrical and electronic equipment.

For more detailed information about disposal of your old appliance, please contact your city
office, waste disposal service, the shop where you purchased the product or your sales repre­sentative.

The statements quoted above are only fully valid for equipment which is installed and sold in
the countries of the European Union and is covered by the directive 2002/96/EC. Countries
outside the European Union may impose other regulations regarding the disposal of electrical
and electronic equipment.

2

Important information

Location of the telephone

• The telephone should be operated in a controlled environment with an ambient temperature between 5°C
and 40°C.

• To ensure good speakerphone quality, the area in front of the microphone (front right) should be kept clear.
The optimum speakerphone distance is 50 cm.

• Do not install the telephone in a room where large quantities of dust accumulate; this can considerably re­duce the service life of the telephone.

• Do not expose the telephone to direct sunlight or any other source of heat, as this is liable to damage the
electronic components and the plastic casing.

• Do not operate the telephone in damp environments such as bathrooms.

Documentation

These operating instructions can be found on CD-ROM (ask the service personnel) in HTML and PDF format.

To view or print the operating manual in PDF format, you need a computer on which the free Adobe Acrobat
Reader program is installed.

To view the operating manual in HTML format, you need a computer with a Web browser, forexample, Microsoft
Internet Explorer.

3

Contents

Contents

Important information . . . . . . . . . . . . . . . . . . . . . . . . . . . 2

Trademarks . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2

Location of the telephone . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3

Documentation . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3

General information. . . . . . . . . . . . . . . . . . . . . . . . . . . . . 8

About this manual . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 8

Service. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 8

Intended use . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 9

Telephone type . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 9

Speakerphone quality and display legibility . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 9

Getting to know your Octophon F620 phone . . . . . . . 10

The User Interface of Your Octophon F620 TDM. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 10

Keys . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 11

Function keys. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 11

Mailbox key and Menu key . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 11

Audio keys . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 11

3-way navigator . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 12

Keypad . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 12

Display. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 14

Idle mode . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 14

Mailbox . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 15

Messages . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 15

Voicemail . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 15

Caller list . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 16

Program/Service menu . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 17

Basic functions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 18

Answering a call . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 18

Answering a call via the handset . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 18

Answering a call via the loudspeaker (speakerphone mode) . . . . . . . . . . . . . . . . . . . . . 19

Switching to speakerphone mode. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 19

Switching to the handset . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 20

Open listening in the room during a call . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 20

Making calls . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 21

Off-hook dialing . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 21

On-hook dialing . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 21

Redialing a number . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 22

Ending a call. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 22

Rejecting calls . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 23

4

Contents

Turning the microphone on and off . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 23

Calling a second party (consultation) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 24

Switching to the held party (alternating) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .24

Transferring a call . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 25

Call forwarding . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 26

Using variable call forwarding. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 26

Using call forwarding no reply (CFNR) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 27

Call forwarding in the carrier network and

forwarding multiple subscriber numbers (MSN) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 28

Using callback . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 29

Storing a callback . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 29

Accepting a callback. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 29

Viewing and deleting a stored callback . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 30

Enhanced phone functions . . . . . . . . . . . . . . . . . . . . . 31

Answering calls . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 31

Accepting a specific call for your colleague. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 31

Using the speakerphone . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .32

Answering calls from the entrance telephone and opening the door. . . . . . . . . . . . . . . 33

Making calls . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 35

En-bloc sending/correcting numbers . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 35

Using the caller list. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 36

Dialing a number from the internal directory . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 37

Using the LDAP directory . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .38

Making calls using system speed-dial numbers . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 40

Dialing with speed-dial keys . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .40

Talking to your colleague with a speaker call . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 41

Talking to your colleague with discreet calling . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 42

Automatic connection setup (hotline) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 42

Assigning a station number . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 42

Associated dialing/dialing aid. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 43

During a call . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 44

Using call waiting (second call). . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 44

Preventing and allowing call waiting (automatic camp-on). . . . . . . . . . . . . . . . . . . . . . . . 45

Turning the call waiting tone on and off . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 45

Saving a number . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 45

Parking a call . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 46

Conducting a conference. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .47

Activating tone dialing/DTMF suffix-dialing . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 49

Transferring a call after a speaker call announcement in a group . . . . . . . . . . . . . . . . . 50

Send trunk flash . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 51

If you cannot reach a destination . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 52

Call waiting (camp-on) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 52

Busy override – joining a call in progress . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 52

Using night answer . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 53

5

Contents

Displaying and assigning call charges . . . . . . . . . . . . 54

Displaying call charges . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 54

Dialing with call charge assignment . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 55

Privacy/security. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 56

Turning ringer cutoff on and off . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 56

Activating/deactivating "Do not disturb". . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 57

Caller ID suppression . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 58

Silent Monitor . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 58

Monitoring a room. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 59

Trace call: identifying anonymous callers . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 59

Locking the telephone to prevent unauthorized use. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 60

Locking another telephone to prevent unauthorized use . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 61

Saving your PIN . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 62

More functions/services . . . . . . . . . . . . . . . . . . . . . . . . 63

Appointments function. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 63

Saving appointments . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 63

Using timed reminders. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 64

Sending a message . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 64

Creating and sending a message . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 64

Viewing and editing incoming messages . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 65

Leaving an advisory message. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 66

Deleting advisory messages . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 66

Using another telephone like your own for a call . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 67

Change number (Changed phone/move/relocate). . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 68

Resetting services and functions (system-wide cancellation for a telephone) . . . . . . . . . . . 69

Activating functions for another telephone . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 70

Using system functions from outside DISA (direct inward system access) . . . . . . . . . . . . . . 71

Using functions in ISDN via code dialing (keypad dialing). . . . . . . . . . . . . . . . . . . . . . . . . . . . 72

Controlling connected computers/programs/telephone data service . . . . . . . . . . . . . . . . . 73

Communicating with PC applications over a CSTA interface . . . . . . . . . . . . . . . . . . . . . . . . . 74

Controlling relays . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 75

Sensors (Octopus F100/200/400 only) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 75

Paging persons . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 76

Using team functions. . . . . . . . . . . . . . . . . . . . . . . . . . . 77

Activating/deactivating a group call . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 77

Accepting a call for another member of your team . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 79

Ringing group . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 79

Uniform Call Distribution (UCD) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 80

6

Contents

Special functions in the LAN . . . . . . . . . . . . . . . . . . . . 82

Leaving hunt group/group call . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 82

Setting up "follow me" call forwarding. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 83

Using night answer . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 84

Ringing group. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 85

Controlling relays. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 86

Opening a door . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 87

Individual phone configuration . . . . . . . . . . . . . . . . . . 88

Adjusting display settings. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 88

Adjusting the display to a comfortable reading angle . . . . . . . . . . . . . . . . . . . . . . . . . . . . 88

Setting contrast . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 88

Adjusting audio settings . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 89

Adjusting the receiving volume during a call . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 89

Adjusting the ring volume . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .89

Adjusting the ring tone . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 89

Adjusting the speakerphone to the room acoustics. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 90

Activating/deactivating the ringer . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 90

Language for system functions. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 90

Testing the phone . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 91

Phone functions, testing. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 91

Differing display view

in a Octopus F900 environment. . . . . . . . . . . . . . . . . . 92

Fixing problems. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 93

Responding to error messages. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 93

Contact partner in the case of problems. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 93

Troubleshooting. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 94

Caring for your telephone . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 94

Index. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 95

Overview of functions and codes

(in alphabetical order) . . . . . . . . . . . . . . . . . . . . . . . . . 99

7

General information

General information

About this manual

This document contains general descriptions of the technical options, which may not always
be available in individual cases. The respective features must therefore be individually de­fined in the terms of the contract.

If a particular function on your phone is not available to you, this may be due to one of the
following reasons:

• The function is not configured for you or your telephone. Please contact your system

• Your communications platform does not feature this function. Please contact your ser-

This user guide is intended to help you familiarize yourself with Octophon F620 and all of its
functions. It contains important information on the safe and proper operation of your
Octophon F620 phone. These instructions should be strictly complied with to avoid operat­ing errors and ensure optimum use of your multifunctional telephone in the network.

support representative.

vice personnel for information on how to upgrade.

These instructions should be read and followed by every person installing, operating or pro­gramming an Octophon F620 phone.

For your own protection, please read the section dealing with safety in detail. Follow
the safety instructions carefully in order to avoid endangering yourself or other per­sons and to prevent damage to the unit.

This user guide is designed to be simple and easy to understand, providing clear step-by­step instructions for operating your Octophon F620 phone.

Administrative tasks are dealt with in a separate manual. The Quick Reference Guide con­tains quick and reliable explanations of frequently used functions.

Service

The service department can only help you if you experience problems or defects
with the phone.
Should you have any questions regarding operation, your specialist retailer or net­work administrator will gladly help you.
For queries regarding connection of the telephone, please contact your network pro­vider.

If you experience problems or defects with the phone, please dial the service number for
your country.

8

General information

Intended use

The Octophon F620 phone was developed as a device for speech transmission and should
be placed on the desk or mounted on the wall. Any other use is regarded as unauthorized.

Telephone type

The identification details (exact product designation and serial number) of your telephone
can be found on the nameplate on the underside of the base unit.
Specific details concerning your communications platform can be obtained from your ser­vice technician.
Please have this information ready when you contact our service department regarding
faults or problems with the product.

Speakerphone quality and display legibility

• To ensure good speakerphone quality, the area in front of the microphone (front right)
should be kept clear. The optimum speakerphone distance is 50 cm.

• Proceed as follows to optimize display legibility:
– Turn the phone to tilt the display. This ensures you have a frontal view of the display

while eliminating light reflexes.

– Adjust the contrast as required Æ Page 88.

9

Getting to know your Octophon F620 phone

Getting to know your Octophon F620 phone

The following sections describe the most frequently used operating elements and the dis­plays on your Octophon F620 phone.

The User Interface of Your Octophon F620 TDM

1

3

4

6

1 You can make and receive calls as normal using the handset.

2The display permits intuitive operation of the phone Æ Page 14.

3The function keys allow you to call up the most frequently used functions during a call

(e.g. Disconnect) Æ Page 11.

2

5

7

4 O mailbox key and N menu key.

5 Audio keys are also available, allowing you to optimally configure the audio features on

your telephone Æ Page 11.

6The 3-way navigator is a convenient navigation tool Æ Page 12.

7The keypad is provided for input of phone numbers/codes.

Properties of your Octophon F620 TDM

Display type LCD, 24 x 2 characters

Full-duplex speakerphone function ;
Wall mounting ;

10

Keys

Function keys

Key Function when key is pressed

Getting to know your Octophon F620 phone

s
,
r
p

[1] If the LED key flashes on the phone, your phone was configured as a forwarding destination.

End (disconnect) call Æ Page 22.

Redialing Æ Page 22.

Button for call forwarding (with red LED key)

Activate/deactivate microphone (also for speakerphone mode) Æ Page 23.

[1]

Æ Page 26.

Mailbox key and Menu key

Key Function when key is pressed

O
N

Open mailbox (with red LED key) Æ Pag e 15.

Open Program/Service menu (with red LED key) Æ Page 17.

Audio keys

Key Function when key is pressed

­n
+

Reduce volume and set contrast brighter Æ Page 88.

Turn speaker on/off (with red LED key) Æ Page 19.

Increase volume and set contrast darker Æ Page 88.

11

Getting to know your Octophon F620 phone

3-way navigator

Remove the protective film from the ring around the 3-way navigator before using the
phone.

With this control, you can manage most of your phone’s functions, as well as its displays.

Operation Functions when key is pressed

Press the $ key.

Press the % key.

In idle mode:

• Open the idle menu Æ Page 14

In lists and menus:

• Scroll down

In idle mode:

• Open the idle menu Æ Page 14

In lists and menus:

• Scroll up

Entry selected:

Press the i key.

•Perform action

Keypad

In cases where text input is possible, you can use the keypad to input text, punctuation and
special characters in addition to the digits 0 to 9 and the hash and asterisk symbols. To do
this, press the numerical keys repeatedly.

Example: To enter the letter "h", press the number 4 key on the keypad twice.

Alphabetic labeling of dial keys is useful when entering vanity numbers (letters associated
with the phone number’s digits as indicated on the telephone spell a name; e.g. 0700 - PAT­TERN = 0700 - 7288376).

Multi-function keys

Function

)(

Long press
(key held down)

Tex t i np ut Æ Page 13 Next letter in upper case. Delete character.

12

Turn ringtone on/off
Æ Page 90.

Turn phone lock on/off
Æ Page 60.

Character overview

Key 1x2x3x4x5x

[1]

1

1

Getting to know your Octophon F620 phone

2
3
4
5
6
7
8
9
0
)
(

[1] Space
[2] Next letter in upper case
[3] Delete character

Text i npu t

abc2

de f3

gh i 4

jkl5

mn o6

pqr s7

tuv8

wx y z9

+. -0

[2]

[3]

Enter the required characters via the keypad.

Select the functions using the keys % and $.
Confirm your entry with i.

13

Getting to know your Octophon F620 phone

Display

Your Octophon F620 TDM comes with a tilt-and-swivel black-and-white LCD display. Adjust
the tilt and contrast to suit your needs Æ Page 88.

Idle mode

Your phone is in idle mode when there are no calls taking place or settings being made.

Example:

Time

13:15 MON 02.03.07

Date

220870 f

Open the idle menu

Own phone number

Idle menu

When in idle mode, press a key on the 3-way navigator Æ Page 12 to display the idle menu.
You can call up various functions here. The idle menu includes selected functions from the
Program/Service menu Æ Page 17.

It may contain the following entries:

• Caller list

•Forwarding on

• Lock phone

•DND on

•Advisory msg. on

•Ringer cutoff on

•Send message

• View callbacks

•Directory

•HF answerback on

• Suppress call ID

• Waiting tone off

•DISA intern

[1]

[2]

[1] Must be activated by service personnel.
[2] Only appears if callback requests are saved

14

Getting to know your Octophon F620 phone

Mailbox

Depending on the type and configuration of your communications platform (contact the rel­evant service personnel), messages from services, such as Unified Messaging System
(UMS) are displayed in this application in addition to messages received.

Messages

You can send short text messages to individual internal stations or groups.

In idle mode (Æ Page 14) the following signals alert you to the presence of new messages:

•

O key LED lights up

• Displays "Messages received".

Press the mailbox key

Example:

O.

Caller ID

Message from: Coco, Chanel

Text? f

Function menu

Display message

For a description of how to edit the entries Æ Page 65.

Voicemail

If your telephone is connected to a voicemail system (such as Entry Voice Mail), the Mailbox
key will also light up to alert you to any messages that have arrived.
An appropriate message also appears on the display (for instance, in Entry Voice Mail: "<x>
new messages").

To play back your voicemail, follow the instructions on the display.

15

Getting to know your Octophon F620 phone

Caller list

If you are unable to accept an external or internal call, the call attempt is stored in the caller
list.
You can also store external calls that you have answered in the caller list (contact your service
personnel).

Your telephone stores up to ten calls in chronological order. Each call is assigned a time
stamp. The most recent entry not yet answered in the list is displayed first. Multiple calls from
the same caller do not automatically generate new entries in the caller list. Instead, only the
most recent time stamp for this caller is updated and its number incremented.

The caller list is automatically displayed Æ Page 14 in the idle menu Æ Page 36.

Callers with suppressed numbers cannot be saved in the call log.

Information is displayed regarding the caller and the time at which the call was placed.

Example:

10168 PETER

Busy 21.02. 16:25 f

For a description of how to edit the call logs Æ Page 36.

Caller ID

Function menu
Time

Date

Telephone status during a call
attempt

16

Getting to know your Octophon F620 phone

Program/Service menu

Use the N menu key to reach the Program/Service menu for your communication system.

The menu key LED remains red as long as you are in this menu.

Example:

Menu title

Program/Service:

*7=Use speed dialing? f

Further entries are available

Menu option

A double arrow next to an entry indicates the availability of additional options for this entry.
The menu structure comprises several levels. The first line in this structure shows the menu
currently selected while the second line shows an option from this menu.

Accessing the menu

There are three ways to open the Program/Service menu on your communication system:

1. Press the menu key N. Use the $ or % keys to select an option and confirm with
the i key.

2. Press $ or % and select a function from the idle menu Æ Page 14.

3. In idle mode, press ( or ) and the code for the function you want.

For an overview of the maximum functions available, with corresponding codes, see
Æ Page 99.

17

Basic functions

Step by Step

Basic functions

Please read the introductory chapter "Getting to know your
Octophon F620 phone" Æ Seite 10 carefully before per­forming any of the steps described here on your phone.

Answering a call

Special default ring signaling is set for your telephone:

• When you receive an internal call, your telephone rings once ev­ery four seconds (single-tone sequence).

• When you receive an external call, your telephone rings twice in
rapid succession every four seconds (dual-tone sequence).

• When you receive a call from the entrance telephone, your tele­phone rings three times in rapid succession every four seconds
(triple-tone sequence).

• If a call is waiting, you hear a short tone (beep) every six seconds.

Your service personnel can adjust the ring cadence for exter­nal and internal calls for you. In other words, different ring ca­dences can be set for different internal callers.

The number or the name of the caller appears on the display.

Answering a call via the handset

The phone is ringing. The caller appears on the screen.

^ Lift the handset.

+ or - Raise or lower the volume. Keep pressing the key until the desired vol-

ume is set.

18

Step by Step

Basic functions

Answering a call via the loudspeaker
(speakerphone mode)

Suggestions for using speakerphone mode

• Tell the other party that you are using speakerphone mode.

• The speakerphone works bests at a low receiving volume.

• The ideal distance between the user and the telephone set in
speakerphone mode is about 50 cm (approx. 20 inches).

The phone is ringing. The caller appears on the screen.

n Press the key shown. The LED lights up.

if nec. + or - Raise or lower the volume. Keep pressing the key until the desired vol-

ume is set.

Ending a call

n Press the key shown. The LED goes out.

or

s Press the key shown.

Switching to speakerphone mode

Prerequisite: You are conducting a call via the handset.

n\ Hold down the key and replace the handset. Then release the key.

if nec. + or - Set the call volume. Keep pressing the key until the desired volume is

set.

U.S. mode

If the country setting is set to U.S. (ask the service personnel), you do
not have to hold down the loudspeaker key when replacing the hand­set to switch to speakerphone mode.

n Press the key shown.

] Replace the handset. Proceed with your call.

if nec. + or - Set the call volume. Keep pressing the key until the desired volume is

set.

19

Basic functions

Step by Step

Switching to the handset

Prerequisite: You are engaged in a call in speakerphone mode.

^ and [ Lift the handset. Proceed with your call.

Open listening in the room during a call

You can let other people in the room join in on the call. Let the other
party know that you have turned on the speaker.

Prerequisite: You are conducting a call via the handset.

Activating

n Press the key shown. The LED lights up.

Deactivating

n Press the key shown. The LED goes out.

20

Step by Step

Basic functions

Making calls

Off-hook dialing

^ Lift the handset.

j Internal calls: Enter the station number.

External calls: Enter the external code and the station number.

The called party does not answer or is busy:

\ Replace the handset.

On-hook dialing

j Internal calls: Enter the station number.

External calls: Enter the external code and the station number.

The other party answers with speaker:

^ Lift the handset.

or On-hook dialing: Speakerphone mode.

The called party does not answer or is busy:

n Press the key shown. The LED goes out.

Your system may also be programmed so that you have to
press the "internal" key before you dial an internal number.
To call an external party, you have to enter an external code
before dialing the party’s telephone number (Prime Line is
not active; contact your service personnel).

21

Basic functions

Step by Step

Redialing a number

The last three external telephone numbers dialed are stored automat­ically.

If this feature is configured (contact your service personnel),
account codes entered are also saved Æ Page 55.

You can redial them simply by pressing a key.

Displaying and dialing saved station numbers

, Press the key once to dial the number last dialed.

Press the key twice to dial the next to the last number dialed.

Press the key three times to dial the third-to-the-last number dialed.

or

Next?

Call?

Keep confirming until the phone number you want appears.

Select and confirm the option shown.

Ending a call

\ Replace the handset.

or

s Press the key shown.

22

Step by Step

Basic functions

Rejecting calls

You can reject calls which you do not wish to take. The call is then sig­naled at another definable telephone (contact your service person­nel).

The phone is ringing. The caller appears on the screen.

s Press the key shown.

If a call cannot be rejected, your telephone will continue to ring. The
message "Currently not possible" is displayed (e.g. in the case of re­calls).

Turning the microphone on and off

To prevent the other party from listening in while you consult with
someone in your office, you can temporarily switch off the handset
microphone or the handsfree microphone. You can also switch on
the handsfree microphone to answer an announcement via the tele­phone speaker (speaker call, Æ Page 32).

Prerequisite: A connection is set up, the microphone is activated.

p Press the key shown. The LED lights up.

or

p Press the lit key. The LED goes out.

23

Basic functions

Step by Step

Calling a second party (consultation)

You can call a second party while a call is in progress. The first party
is placed on hold.

Consultation?

Return to held call?

Quit and return?

To g g l e / C o n n e c t ?

Conference?

Leave conference?

Confirm.

j Call the second party.

Return to the first party:

Confirm,

or

select and confirm the option shown.

Switching to the held party (alternating)

Select and confirm the option shown.

Combine the calling parties into a three-party conference

Select and confirm the option shown.

Allowing call partners to continue a conference after you exit

Select and confirm the option shown.

For more information on conferences, see Æ Page 47 .

24

Step by Step

Basic functions

Transferring a call

If the person you are speaking to wants to talk to another colleague
of yours, you can transfer the call that colleague.

Consultation?

Transfer?

Confirm.

j Enter the number of the party to which you want to transfer the call.
[ Announce the call, if necessary.
\ Replace the handset.

or

Select and confirm the option shown

[1]

.

[1] ”Differing display view in a Octopus F900 environment” Æ Page 92

25

Basic functions

Step by Step

Call forwarding

Using variable call forwarding

You can immediately forward internal or external calls to different in­ternal or external telephones (destinations). (External destinations re­quire special configuration in the system.)

When call forwarding is active, a special dial tone sounds
when you lift the handset.

If DID DTMF is active (contact your service personnel), you
can also forward calls to this destination.
Destinations: fax = 870, DID = 871, fax DID = 872.

The call forwarding key flashes if you are a call forwarding
destination Æ Page 11.

Forwarding on?

1=all calls?

2=external calls only?

3=internal calls only?

Save?

Special features must be taken into consideration if your tele­phone operates with IP-Netpackage (system networking via
PC network) Æ Page 83!

r Press the key shown.

or

$ Open the idle menu Æ Page 14.

Select and confirm the option shown.

Confirm,

or

select and confirm the option shown,

or

select and confirm the option shown.

j Enter the destination number.

Confirm.

Deactivating call forwarding

r Press the key shown.

Forwarding off

26

or

Select and confirm the option shown.

Step by Step

Basic functions

Using call forwarding no reply (CFNR)

Calls that are not answered after three rings (=default, can be adjust­ed by service personnel) or that are received while another call is on­going can be automatically forwarded to a specified telephone.

N Press the key shown.

*495=CFNR on?

Save?

#495=CFNR off?

Delete?

Exit

Select and confirm the option shown.

j Enter the destination number.

• Enter the internal station number for internal destinations

• Enter the external code and the external station number for exter­nal destinations

Confirm.

Deactivating call forwarding no reply

N Press the key shown.

Select and confirm the option shown.

Confirm.

or

Select and confirm to deactivate but not delete the forwarding desti­nation.

If CFNR is activated, when you hang up, "CFNR:" appears
briefly on the display.

27

Basic functions

Step by Step

Call forwarding in the carrier network and
forwarding multiple subscriber numbers (MSN)

If this function has been configured (contact your service personnel),
you can forward calls to your assigned multiple subscriber number
(MSN) (DID number) directly within the carrier network.
For example, you can forward your phone line to your home phone af­ter business hours.

N Press the key shown.

Trunk FWD on?

1=immediate?

2=on no answer?

3=on busy?

Save?

Trunk FWD off?

Select and confirm the option shown.

Select and confirm the required type of call forwarding

or

select and confirm the option shown.

or

select and confirm the option shown.

j Enter your DID number.
j Enter the destination number (without the external code).

Confirm.

Deactivating call forwarding

Select and confirm the option shown.

Confirm the displayed call forwarding type.

28

j Enter your DID number.

Step by Step

Basic functions

Using callback

You can request a callback if the internal station called is busy or if no­body answers. This also applies for external calls via ISDN exchang­es. This feature saves you from having to make repeated attempts to
reach the user.
You receive a callback

• When the other party is no longer busy,

• When the user who did not answer has conducted another call.

When configured (contact your service personnel), all call­back requests are automatically deleted over night.

Storing a callback

Prerequisite: You have reached a busy line or no one answers.

Callback?

Answer?

Confirm.

Accepting a callback

Prerequisite: A callback was saved. Your telephone rings. "Callback:
..." appears on the display.

^ Lift the handset.

or

n Press the key shown. The LED lights up.

or

Select and confirm the option shown.

You hear a ring tone.

29

Basic functions

Step by Step

View callbacks?

Viewing and deleting a stored callback

$ Open the idle menu Æ Page 14.

Select and confirm the option shown

[1]

.

Next callback?

Delete?

Exit?

Select and confirm to display additional entries.

Deleting a displayed entry

Confirm.

Ending retrieval

Select and confirm the option shown.

or

N Press the key shown. The LED goes out.

or

n Press the key shown. The LED goes out.

30

[1] ”Differing display view in a Octopus F900 environment” Æ Page 92