Siemens HIPATH OPTIPOINT 420 User Manual

HiPath 4000

optiPoint 420 economy optiPoint 420 economy plus optiPoint 420 standard

Operating Instructions

About these Operating Instructions

These Operating Instructions describe the use of the optiPoint 420 economy/economy plus/ standard in conjunction with the HiPath 4000 Communication Server, Version 3.0. They describe all functions you can use from your telephone. You may find that some functions you wish to use are not available on your telephone. This may be due to one of the following reasons:

• The function has not been configured for your telephone - please contact your service personnel.

• Your communications platform does not support this function - please contact your service personnel.

Important Notes

Never operate the telephone in an environment where there is a risk of explosion.

Only use Siemens accessories. The use of other manufacturers’ accessories may be dangerous and will render the warranty and approval null and void.

Never open the telephone set or an add-on unit. If any problems arise, contact your service personnel.

The information provided in this document contains merely general descriptions or characteristics of performance which in case of actual use do not always apply as described or which may change as a result of further development of the products. An obligation to provide the respective characteristics shall only exist if expressly agreed in the terms of contract.

The telephone must not come into contact with abrasive liquids or liquids which are liable to discolor it, such as tea, coffee, fruit juices or soft drinks. Care of the telephone  page 123.

Labels

About these Operating Instructions

The CE symbol certifies compliance of this equipment with the EU and UL directives.

This device has been manufactured in accordance under a certified environmental management system (ISO 14001). This process ensures that energy consumption and the use of primary raw materials are kept to a minimum, thus reducing waste production.

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. The correct disposal and separate collection of your old appliance will help prevent potential negative consequences for the environment and human health. It is a precondition 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 have other regulations regarding the disposal of electrical and electronic equipment.

Contents

About these Operating Instructions . . . . . . . . . . . . . .2

Important Notes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2

Basic Usage Instructions . . . . . . . . . . . . . . . . . . . . . . .9

The optiPoint 420 economy/economy plus/standard control panel. . . . . 9

Display. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 10

... directly . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 11

... via the Service Menu . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 11

... using a function key. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 11

Self Labelling Key Function . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 12

Basic and enhanced functions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 12

Additional multiline and group functions . . . . . . . . . . . . . . . . . . . . . 12

Additional executive/secretary functions (not used in US). . . . . . . . 12

Optional main menu . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 13

How to make best use of your telephone. . . . . . . . . . . . . . . . . . . . . . . 13

Safety Precautions for IP Telephony . . . . . . . . . . . . . . . . . . . . . . . . . . . 13

Making Calls – Basic Functions . . . . . . . . . . . . . . . .14

Answering calls . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 14

Answering a call with the handset. . . . . . . . . . . . . . . . . . . . . . . . . . 14

Answering a call via the speaker key (speakerphone) . . . . . . . . . . . 14

Switching to the handset. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 15

Open listening . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 15

Making Calls . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 15

Dialing with the handset off-hook . . . . . . . . . . . . . . . . . . . . . . . . . . 15

Dialing with the handset on-hook . . . . . . . . . . . . . . . . . . . . . . . . . . 16

Ending the call . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 16

Saved number redial . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 16

Making a second call (consultation). . . . . . . . . . . . . . . . . . . . . . . . . . . . 17

Alternating between two calls (toggling) . . . . . . . . . . . . . . . . . . . . . 18

Transferring a call. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 18

Using call forwarding . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 19

Station fixed forwarding. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 21

Station variable forwarding . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 23

Using the callback function . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 26

Storing a callback request . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 26

Answering a callback request . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 27

Rejecting a callback request . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 27

Checking/cancelling saved callback requests . . . . . . . . . . . . . . . . . 27

Save on redial . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 28

Store/process on destination dial number . . . . . . . . . . . . . . . . . . . . 28

Storing a caller’s number or a number that has been dialed . . . . . . 31

Contents

Storing any number . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 31

Dialing with repertory keys . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 32

Adjusting the ringer volume. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 33

Adjusting the ringer pitch. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 33

Adjusting the display contrast . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 33

Modifying the key labelling contrast . . . . . . . . . . . . . . . . . . . . . . . . 33

Adapting the speakerphone function to the acoustics of your room 34

Setting the volume of the alerting tone . . . . . . . . . . . . . . . . . . . . . . 34

Adjusting the angle of the display . . . . . . . . . . . . . . . . . . . . . . . . . . 34

Selecting the language for user prompts (displays). . . . . . . . . . . . . 35

Making Calls – Convenience Functions . . . . . . . . . 36

Answering Calls. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 36

Group call and pickup. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 36

Picking up a specific call . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 36

Taking a call in a hunt group. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 37

Incoming call on loudspeaker (speaker call 2-way) . . . . . . . . . . . . . 37

Answering a call on the headset . . . . . . . . . . . . . . . . . . . . . . . . . . . 38

Using a call list (missed calls) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 39

"Missed calls" key . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 41

Speed-dial . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 42

Using the mailbox . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 43

Direct call to a colleague via loudspeaker (voice calling) . . . . . . . . . 44

Using the call waiting function. . . . . . . . . . . . . . . . . . . . . . . . . . . . . 45

Activating/deactivating call waiting . . . . . . . . . . . . . . . . . . . . . . . . . 45

Answering the waiting call . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 45

Accept service menu-controlled second call . . . . . . . . . . . . . . . . . . 46

Using the switchover button . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 47

Re-indication . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 48

Time key . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 48

Setting up a conference. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 50

Expanding the conference . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 51

Transferring the conference. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 52

During the conference . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 53

Entering commands with tone dialing (DTMF suffix dialing). . . . . . . . . 54

Parking a call automatically and taking it at a later date . . . . . . . . . . 55

Parking a call manually and then taking it at a later date . . . . . . . . . 56

Taking a parked call . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 57

Parking is not possible . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 58

Camping on a colleague’s call . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 59

Overriding a colleague’s call (intrude) . . . . . . . . . . . . . . . . . . . . . . . 59

System-wide voice calling . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 61

Voice calling in a group . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 62

Announcement to all members of a line group . . . . . . . . . . . . . . . . 64

Contents

Using call forwarding. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 65

Activating and deactivating forwarding using features settings . . . 65

System call forwarding . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 65

Call forwarding via code numbers . . . . . . . . . . . . . . . . . . . . . . . . . . 66

Call-forwarding via call-forwarding key. . . . . . . . . . . . . . . . . . . . . . . 68

Forwarding calls for a different terminal . . . . . . . . . . . . . . . . . . . . . . . . 69

Storing a destination for another telephone/

activating call forwarding . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 69

Storing a destination for fax, PC or busy/activating call forwarding . 70

Checking/deactivating call forwarding for another telephone . . . . . 71

Checking/deactivating call forwarding for fax, PC or busy. . . . . . . . 71

Changing call forwarding for another terminal. . . . . . . . . . . . . . . . . 72

Saving Functions and Appointments . . . . . . . . . . . .73

Saving individual speed dialing numbers. . . . . . . . . . . . . . . . . . . . . . . . 73

Extension . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 73

Programming short dial . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 74

Creating timed reminders . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 76

Timed reminders . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 77

Making project calls . . . . . . . . . . . . . . . . . . . . . . . . . .78

Setting up a project call . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 78

Private Sphere/Security . . . . . . . . . . . . . . . . . . . . . . .80

Activating/deactivating do not disturb . . . . . . . . . . . . . . . . . . . . . . . . . . 80

Suppressing your number on called party’s display . . . . . . . . . . . . . . . 81

Locking your telephone . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 82

Using Other Functions. . . . . . . . . . . . . . . . . . . . . . . . .84

Using a different telephone

in the same way as your own . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 84

Logging on to a different telephone . . . . . . . . . . . . . . . . . . . . . . . . . . . 84

Identifying yourself with PIN and dialing . . . . . . . . . . . . . . . . . . . . . 84

Identification with the chip card. . . . . . . . . . . . . . . . . . . . . . . . . . . . 86

Deactivating identification at the other telephone. . . . . . . . . . . . . . . . . 86

Shift "guest telephone" . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 87

Connect to "home telephone" again. . . . . . . . . . . . . . . . . . . . . . . . . 87

Log off through the "home telephone". . . . . . . . . . . . . . . . . . . . . . . 88

Contents

Making multiline calls . . . . . . . . . . . . . . . . . . . . . . . . 89

Using line keys . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 89

Preview . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 90

Taking calls in the order offered. . . . . . . . . . . . . . . . . . . . . . . . . . . . 91

Taking calls with priority. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 91

Storing a selected number or the number of a caller. . . . . . . . . . . . 96

Line mailbox . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 96

Checking the mailbox. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 97

Answering a callback request . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 97

Next entry . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 97

Deleting mailbox entries . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 97

To terminate viewing of mailbox entries . . . . . . . . . . . . . . . . . . . . . 97

Alternating between different lines . . . . . . . . . . . . . . . . . . . . . . . . . . . . 98

Ending a call on a line key . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 99

Adding another party to a line (conference). . . . . . . . . . . . . . . . . . . 99

With automatic privacy configured . . . . . . . . . . . . . . . . . . . . . . . . . . . . 99

Allow bridging . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 99

Preventing bridging . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 100

Terminating a connection on a line key . . . . . . . . . . . . . . . . . . . . . 100

Holding a call on a line key exclusively and retrieving it . . . . . . . . . . . 102

Forwarding calls for lines. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 103

Storing and activating station variable call forwarding for a line . . 103

Storing and activating a station fixed call

forwarding destination for a line . . . . . . . . . . . . . . . . . . . . . . . . . . 104

Reactivating station fixed call forwarding for a line (without storing a

different destination) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 104

Cancelling the station fixed call forwarding destination. . . . . . . . . 105

Deactivating call forwarding for a line . . . . . . . . . . . . . . . . . . . . . . 105

Direct call keys . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 106

Understanding the lamp signals on direct call keys. . . . . . . . . . . . 106

Calling a line partner. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 107

A line partner calls you. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 107

Making calls in an executive/secretary team

(not used in US) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 108

Calling executive or secretary’s office. . . . . . . . . . . . . . . . . . . . . . . . . 108

The lamp statuses of direct station selection (DSS) keys . . . . . . . 108

Making a call to the executive/secretary . . . . . . . . . . . . . . . . . . . . 108

Taking a call for the executive in the secretary’s office. . . . . . . . . . . . 109

Taking a call for the executive during a call in progress. . . . . . . . . 109

Forwarding calls directly to the executive . . . . . . . . . . . . . . . . . . . . . . 110

Taking calls for other executive/secretary teams . . . . . . . . . . . . . . . . 111

Using second telephone for executive . . . . . . . . . . . . . . . . . . . . . . . . 111

Designating a deputy for the secretary . . . . . . . . . . . . . . . . . . . . . . . . 113

Contents

The lamp statuses of direct station selection (DSS) keys . . . . . . . 114

Calling a direct station selection (DSS) user . . . . . . . . . . . . . . . . . 114

Taking a call for a direct station selection (DSS) user . . . . . . . . . . 114

Group park and retrieval of call . . . . . . . . . . . . . . . . . . . . . . . . . . . 115

Checking the telephone . . . . . . . . . . . . . . . . . . . . . .116

Checking its functionality. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 116

Change key fields. . . . . . . . . . . . . . . . . . . . . . . . . . . .118

Special functions for One Number Service . . . . .121

Labeling, documentation and accessories . . . . . .122

Labeling Key Fields (not used in US). . . . . . . . . . . . . . . . . . . . . . . . . . 122

Attaching a Station Number Label (not valid for US) . . . . . . . . . . . . . . 122

Documentation . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 122

Advice for users . . . . . . . . . . . . . . . . . . . . . . . . . . . . .123

Care of the telephone . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 123

Troubleshooting. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 123

Dealing with error messages on the display . . . . . . . . . . . . . . . . . . . . 124

Who to contact if a problem occurs . . . . . . . . . . . . . . . . . . . . . . . . . . 125

Index. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .126

Maximum Service Menu functions available . . .128

Basic Usage Instructions

The optiPoint 420 economy/economy plus/standard control panel

Speaker for open listening

Handset

Key for confirming a function

Illuminated* grafic display 2 lines each with 24 characters

Key for scrolling to functions

optiPoint self labelling key module*

Key fields with:

– automatic Key labeling – Lamps (LEDs) – Function keys

Dialing keypad

Handsfree microphone*

Keys for telephone settings

Possible allocation of the function keys on optiPoint 420

Main Menu

Saved # Dial

Mailbox

Speaker

Pickup

Group Park

Callback

Camp/Overide

Call Forward

Clear/Cancel

*) only for optiPoint 420 standard available

Allocation of the optiPoint self labelling key module*

Shift X

Basic Usage Instructions

Step by Step

How to use this user guide

The operating procedures are presented in a logical sequence in the colored column. The symbols used have the following meanings:

n Lift the handset. t Replace the handset.

o Enter number or code.

u or v Press the setting keys on the telephone.

Prog./Serv.

Speaker

Consultation? >

Ringer pitch? >

> : Look for the selection option.

Press the key.

Press the key that is lit.

Press the key that is flashing.

: The selection option is shown on the display.

Confirm with key

Press keys the display. Then confirm with key

< > until the selection option appears on

Please dial: > Callback? >

Display

Line 1 contains instructions or acknowledgment messages, depending on the particular situation.

Line 2 contains selection options for functions, which you can confirm by means of visible on the right-hand side, there are further selection options, which can then be accessed using < >.

:. If the character ">" is

Basic Usage Instructions

Step by Step

How to activate functions

... directly

Certain functions can be selected directly in the idle state, for example:

UK:Var. call forw. on? >

> :

US:Act. FWD-VAR-ALL-BOTH? >

> :

Callback? >

Dial again? >

> : Make your selection with < >, confirm it with :

Prog./Serv.

lf Use the service code to switch to the Display Suppres-

Prog./Serv.

More features? >

> : Make your selection with < > and confirm it with

Display suppression? >

> : Select again with < > and confirm with :.

Make your selection with < > and confirm it with

Other functions can be selected directly in certain call situations.

You dial a number but the other party is busy:

: Confirm with :.

and dial another number.

... via the Service Menu

First press the program/service key. You are then offered a number of selection options. Example: suppressing the number display at the called party  page 81:

Press the key.

sion function. The service codes are listed in the quickreference operating instructions (appendix).

Press the key.

Camp/Overide

... using a function key

You can activate directly a HiPath function that you have saved on a key  page 75, for example

Press the key. The function is executed.

Basic Usage Instructions

Which functions can be used?

Self Labelling Key Function

Thanks to the Self Labelling Key function, you do not need to label your telephone's programmable function keys manually. Depending on how they are programmed, your HiPath automatically assigns a standard label to your function keys.

However, if you wish, you can also define your own text labels for the function keys rather than using the standard labels  page 118.

Basic and enhanced functions

You can use all of the communication platform’s basic and enhanced functions that are offered in the dialog on the display, in the service menu, in a main menu and on the function keys.

Additional multiline and group functions

 page 89

These are configured by the service personnel. You can use the multiline and group functions in addition to the basic and enhanced-convenience functions. A telephone with line keys is identifiable by the fact that your number and the numbers of your colleagues have been assigned to line keys. You have access to all lines and you can also make calls via several lines simultaneously.

The individual telephone can also be configured (as a keyset) for multi-line operation, for example, for use by nonteam members or by brokers who are in contact with clients on several lines simultaneously.

Additional executive/secretary functions (not used in US)

 page 108

These are configured by the service personnel. You can use the executive/ secretary functions in addition to the basic and enhanced-convenience functions. A telephone with an executive/secretary (not used in US) configuration is identifiable by the executive or secretary line keys for direct calls to the executive or to the secretary’s office. An executive/secretary telephone also has an intercept key, while a secretary’s telephone has a pickup and a deputy key.

Basic Usage Instructions

Step by Step

Optional main menu

Your system administrator can provide a customized key to give you access to a main menu. On this main menu you can choose from the following options:

Main Menu

Speed dial features? >

> : Use functions such as the redial or speed dial features.

More features? >

> : Launch functions such as forwarding or code input.

View active features? >

> : View active features such as forwarding or do-not-

Program/Service? >

> : Branch to the usual service menu.

Phone settings? >

> : Branch to the settings on the service menu.

Exit? >

> : Exit the menu.

Press the key.

disturb.

The menu item "Main menu?" will be available on every submenu.

How to make best use of your telephone

• No doubt you have colleagues or outside business associates to whom you make frequent calls. You can save a great deal of time and effort by storing these numbers on keys (Storing a speed dialing number on a key  page 28).

• All too often the number you have dialed is busy. But afterwards you are extremely busy and completely forget to try calling it again. Our advice: make a habit of using the Callback function  page 26.

Safety Precautions for IP Telephony

Different methods can be implemented to protect an IP environment from external attacks (denial of service attacks, viruses, etc.) and call monitoring.

There are no special procedures for operating this device. Please contact your service personnel to find out more about IP telephony security.

Making Calls – Basic Functions

Step by Step

Speaker

u or v Increase or decrease the volume. Keep pressing the

Making Calls – Basic Functions

Answering calls

Answering a call with the handset

The telephone rings. The caller is displayed.

n Lift the handset.

Answering a call via the speaker key (speakerphone)

This function is only available with optiPoint 420 standard.

The telephone rings. The caller is displayed.

Press the key. The lamp lights up. You are in speakerphone mode.

keys until the desired volume level is set.

Ending the call:

Speaker

Press the key. The lamp goes out.

Notes for speakerphone mode:

• Tell the called party that you are using speakerphone.

• The speakerphone conversing equipment works best at low volume settings.

• The ideal distance between yourself and the telephone for speakerphone conversing is approx. 20 inches.

Step by Step

Speaker

Making Calls – Basic Functions

Switching to speakerphone

This function is only available with optiPoint 420 standard.

Precondition: You are making a call with the handset.

and

t Press the speaker key and release, then put the hand-

set down and continue the call.

Switching to the handset

This function is only available with optiPoint 420 standard.

Precondition: You are on the phone in speakerphone mode.

n Lift the handset. Continue the call.

Open listening

You can allow other persons in the room to listen in on the call. Always inform the other party that you are switching to the speaker.

Precondition: You are making a call with the handset.

Speaker

To activate:

Press the key. The lamp lights up.

To deactivate:

Press the key. The lamp goes out.

Making Calls

Dialing with the handset off-hook

n Lift the handset. p Internal: Enter the number.

External: Enter the access code and the number.

The called party is busy or does not answer:

t Replace the handset.

Making Calls – Basic Functions

Step by Step

Speaker

Dialing with the handset on-hook

p Internal: Enter the number.

External: Enter the access code and the number.

The called party answers. The call is on your speaker:

n Lift the handset.

or When handset is on-hook: speakerphone only available

with optiPoint 420 standard.

The called party is busy or does not answer:

Press the key. The lamp goes out.

Ending the call

t Replace the handset.

Saved number redial

If your telephone is configured for this type of redialing, you can save a number and then dial it later  page 31. You can redial the number at the push of a button.

Saved # Dial

Press the key.

The other party answers:

n Lift the handset.

or With the handset on-hook: speakerphone (only avail-

able with optiPoint 420 standard).

Step by Step

Last number redial

If your telephone is configured for this type of redialing, each number dialed is saved for possible redialing.

Last # Dial

possibly

Speaker

Press the key.

Press the key (only for optiPoint 420 standard).

n Lift the handset.

Last number redial? >

> : Select and confirm.

The other party answers:

n Lift the handset.

or With the handset on-hook: speakerphone (only avail-

able with optiPoint 420 standard).

Making a second call (consultation)

Making Calls – Basic Functions

Consultation? >

Release and return? >

During a call in progress you can set up a second call, for example, to obtain information. The first party is placed on hold.

: Confirm.

p Make your call to the second party.

Release the second call – return to the first call:

: Confirm.

Making Calls – Basic Functions

Step by Step

Alternating between two calls (toggling)

Precondition: You have either made a second call (see above) or taken a waiting call  page 45 during a call in progress.

To switch to the waiting party:

UK:T og gl e? >

> :

US:Toggle/Connect? >

Release and return? >

> : Select and confirm.

Conference? >

Select and confirm.

Release the present call – return to the other call:

Setting up a conference call:

: Confirm.

An alerting tone indicates that all three users have been interconnected to form a conference circuit.

Transferring a call

If the person you are conversing with wishes to be transferred to one of your colleagues, you can transfer the call to this third party.

Extending the call with prior announcement:

Consultation? >

: Confirm.

p Call the other party and inform him or her that the wait-

ing user wishes to be put through.

t Replace the handset. The two users are connected to

each other.

Extending the call without prior announcement:

Start transfer? >

> : Select and confirm.

p Enter the number of the desired party.

t Replace the handset.

If a connection is not set up between the other two parties within 40 seconds, you are recalled. You are then connected to the first party again.

Step by Step

Making Calls – Basic Functions

Call Forwarding

If your telephone belongs to an ONS group (One Number Service  page 121), please note the following features:

Call forwarding can be set up on any telephone in the ONS group and then applies for all telephones in the ONS group. Call forwarding between two telephones in an ONS group is not possible

Using call forwarding

You can program two types of call forwarding:

• Station fixed forwarding

• station variable forwarding

With station fixed forwarding you can program a forwarding destination that will remain valid until you change or delete it. This forwarding function can be switched on and off.

With station variable forwarding you can choose between 6 different types of forwarding:

• Station variable unconditional/all forwarding – forwarding for internal calls only – forwarding for external calls only – forwarding for both internal and external calls

• Forwarding for busy (int/ext)

• Forwarding after no answer (int/ext)

• Forwarding for busy and ring no answer

Call forwarding is activated when a forwarding destination is programmed. When the station variable forwarding function is switched off, the forwarding destination is automatically deleted

, and

1. Station fixed forwarding is optional

Making Calls – Basic Functions

Step by Step

When forwarding is activated you can see the following display in the idle menu:

Forwarding type Display message

Station fixed forwarding Station variable forward-

ing

Forwarding for internal/ external calls only

Forwarding for busy Forwarding on busy On

Forwarding after time Forwarding on timeout On

Forwarding for busy and ring no answer

Station fixed forwarding Fixed forwarding On

See  page 66 to find out how to activate/de-activate call forwarding via codes or an installed forwarding key.

Forwarding to e.g. 222 Eric Brown (own number)

Forwarding for internal/external On

Forwarding on busy or timeout On

Step by Step

Prog./Serv.

Destinations? >

Call forwarding? >

Next forwarding type? >

Enter destination: >

Save? >

Making Calls – Basic Functions

Station fixed forwarding

If you have programmed a forwarding destination for station fixed forwarding, you can activate and deactivate the forwarding facility either in the program/service menu or with a forwarding key configured by your service personnel. The programmed forwarding destination remains valid until you change or delete it.

Programming/changing a forwarding destination

Press the key. The lamp lights up.

: Confirm.

: Confirm. Display shows "Station variable forwarding".

: Confirm. Display shows "Station fixed forwarding". If for-

warding has been programmed the destination is displayed.

> Start "Station fixed forwarding".

p Enter the number of the forwarding destination. Any

destination previously saved will be overwritten.

: Confirm when the complete number has been entered.

Activating/deactivating station fixed forwarding

You can only activate station fixed forwarding if a destination number has been programmed.

Prog./Serv.

Destinations? >

Call forwarding? >

Next forwarding type? >

Press the key. The lamp lights up.

: Confirm.

: Confirm. Display shows "Station variable forwarding". : Confirm. Display shows "Station fixed forwarding". If for-

warding has been programmed the destination is displayed, whether forwarding is switched on or off.

Activate? >

> : Select and confirm. Station fixed forwarding is activated.

FWD-FIXED on

Output in first line. The following display message appears in the idle menu: Forward to for example, 2223 Klaus Meier (own number).

Making Calls – Basic Functions

Step by Step

Deactivate? >

> : Select and confirm. Station fixed forwarding is deacti-

vated.

FWD-FIXED off

UK:Call forwarding off? >

> :

US:Deact call forwarding? >

Call Forward

Output on first line display.

If station variable forwarding was previously programmed and activated, it is deactivated and the forwarding destination is deleted.

Deactivating station fixed forwarding in the idle menu

You can also deactivate station fixed forwarding in the idle menu.

Select and confirm. Station fixed forwarding is deactivated. The destination number is retained.

Activating and deactivating with call forwarding key

Activating

Press the key. The lamp lights up.

Deactivating

Press the key. The lamp goes out.

Deleting the destination for station fixed forwarding

You can delete the destination for fixed forwarding.

Prog./Serv.

Destinations? >

Call forwarding? >

Next forwarding type? >

Press the key. The lamp lights up.

: Confirm.

: Confirm. Display shows "Station variable forwarding".

: Confirm. Display shows "Station fixed forwarding" and

the forwarding destination.

Delete? >

> : Select and confirm. The forwarding destination is delet-

ed. If station fixed forwarding was activated it is now switched off. If a forwarding key has been configured it is deactivated.

Step by Step

Prog./Serv.

Destinations? >

Call forwarding? >

FWD-VAR-ALL-BOTH off

Next forwarding type? >

Making Calls – Basic Functions

Station variable forwarding

With station variable forwarding you can choose between 6 different types of call forwarding:

• Station variable unconditional/all forwarding

• Forwarding for internal calls only

• Forwarding for external calls only

• Forwarding for busy (int/ext)

• Forwarding after no answer (int/ext)

• Forwarding for busy and ring no answer

The forwarding types are mutually exclusive except for forwarding for internal and forwarding for external. You can program a forwarding destination for both of the two exceptions and thus activate them both.

Example: You had activated station variable forwarding. You now program and thus activate forwarding after timeout. Station variable forwarding is automatically deactivated and its forwarding destination is deleted.

Selection of a station variable forwarding type

Select the items Destinations and Forwarding in the Service Menu.

Press the key. The lamp lights up.

: Confirm.

"Station variable forwarding" will be offered first.

Output on first line display.

Output on second line display.

FWD-FIXED off

Next forwarding type? >

FWD-FIXED off

22805 Eric Brown >

: Confirm to select the next forwarding type.

Output on first line display.

Output on second line display.

or If you have already programmed a station fixed forward-

ing destination.

Output on first line display.

Output on second line display.

: Confirm to select the next station variable forwarding

type.

Making Calls – Basic Functions

Step by Step

FWD-VAR-ALL-INT off

Next forwarding type? >

: To select the next station variable forwarding type.

FWD-VAR-ALL-EXT off

Next forwarding type? >

> To edit the current station variable forwarding type.

FWD-VAR-ALL-EXT off

Enter destination: >

Prog./Serv.

Destinations? >

Call forwarding? >

Next forwarding type? >

Enter destination: >

> :

: Confirm.

: Confirm. Display shows "Station variable forwarding".

: Confirm. Display shows " Station fixed forwarding".

: Confirm. Display shows "Forwarding for internal". > Open a forwarding type, for example, "Forwarding for in-

Output on first line display.

Output on second line display.

Output on first line display.

Output on second line display.

Output on first line display.

Output on second line display.

Programming/changing the forwarding destination

Press the key. The lamp lights up.

ternal".

Enter the number of the forwarding destination. Any destination previously saved will be overwritten

Save? >

> : Confirm when the complete number has been entered.

To select a different forwarding type, proceed as described on  page 23.

If station variable forwarding was previously programmed and activated, it is deactivated and the forwarding destination is deleted (for exception, see  page 23). Station fixed forwarding is deactivated.

Deleting a forwarding destination

A station variable forwarding destination is automatically deleted when the forwarding type is switched off.

Step by Step

UK:Var. call forw. on? >

> :

US:Act. FWD-VAR-ALL-BOTH? >

> :

p Enter the number of the destination.

Making Calls – Basic Functions

Activating station variable forwarding

Station variable forwarding is automatically activated when the forwarding destination is programmed.

Unconditional variable programming can also be activated in the idle menu.

Select and confirm while the phone is idle.

If you enter a cross-system number, you must press

r after entering the number.

Save? >

: Confirm. This also activates the forwarding facility.

Deactivating station variable forwarding

You can deactivate all station variable forwarding types in the Service Menu.

Prog./Serv.

Destinations? >

Call forwarding? >

Next forwarding type? >

Press the key. The lamp lights up.

: Confirm.

: Confirm. Display shows "Station variable forwarding".

: Confirm. Display shows "Station fixed forwarding".

: Confirm. Display shows "Forwarding for internal". > Open a forwarding type, for example, "Forwarding for in-

ternal".

Deactivate? >

> : Select and confirm. Station variable forwarding is deac-

tivated and the forwarding destination is deleted.

FWD-VAR-ALL-INT off

Output on first line, for example, for "Forwarding for internal".

To select another station variable forwarding type, proceed as described on  page 23.

Checking forwarding

To check up on the status of the forwarding types, proceed as described on  page 23. The status "ON" or "OFF" is shown in the first line. The forwarding destination is shown in the second line display if this station variable forwarding type is activated.

Making Calls – Basic Functions

Step by Step

UK:Call forwarding off? >

> :

US:Deact call forwarding? >

Deactivating station variable forwarding in the idle menu

You can also deactivate the following station variable forwarding types in the idle menu:

• Station variable forwarding

• Forwarding for internal and for external

Select and confirm while the phone is idle. Forwarding is deactivated and the forwarding destination is deleted.

Using the callback function

If the telephone that you have called is busy or there is no answer, you can request a callback. This also applies to external calls via ISDN switching centers. This saves you having to dial the number repeatedly. You are then called back

• as soon as the other party terminates his or her call

• as soon as the other party makes and completes a call

• as soon as the other party checks his or her mailbox and responds to your callback request  page 43.

If your telephone belongs to an ONS group (One Number Service  page 121), please note the following features:

Callback On Busy is indicated only on the busy telephone, not in the whole ONS group. Callback On No Reply is entered in the mailbox  page 43 for all internal system telephones in an ONS group.

Storing a callback request

Precondition: The internal called party is busy or there is no answer.

Callback? >

> : Select and confirm (if the other party has programmed

: Confirm.

call forwarding, you will be called back from the call

forwarding destination).

Making Calls – Basic Functions

Step by Step

Answering a callback request

Precondition: A callback request has been saved. The telephone rings. The Cancel Callback message informs you that this is a callback.

n Lift the handset. You hear ringing tone.

Speaker

or Press the key. The lamp lights up. You hear ringing tone.

You are in speakerphone mode (only available with optiPoint 420 standard).

Rejecting a callback request

The telephone rings. The Cancel Callback message informs you that this is a callback.

Cancel callback? >

: Confirm.

or Let the telephone ring four times; do not answer the

call.

Checking/cancelling saved callback requests

Precondition: You have saved callback requests.

Display callbacks? >

> : Select and confirm.

Next callback? >

> : Select and confirm to view further entries.

The oldest entry is displayed first.

Canceling an entry that is displayed:

Delete? >

> : Select and confirm.

Ending:

Prog./Serv.

Press the key. The lamp goes out.

Making Calls – Basic Functions

Step by Step

Prog./Serv.

Saved # Dial

New entry? >

Save? >

Store call numbers and sequences on the key

A user can store access codes, PIN numbers and call numbers on a redial or destination dial key simultaneously in a sequence, and then dial by simply pressing that key.

Example of a sequence: Call transfer type + destination call number.

Save on redial

Press key.

: Confirm.

p e.g., Specify server access + PIN number + code num-

ber + destination call number or only call number.

: Confirm

You can dial the saved telephone number or sequences by pressing a single key  page 16. The maximum number of characters in the destination dial key is 22.

Store/process on destination dial number

There are many use examples for using the linking of code and PIN numbers with call numbers or codes and destination call numbers. For instance:

• Direct talk with destination

• Call transfer with destination

• Change night switching variants

• Program the PIN and telephone number on a key of a different telephone for the sake of identification

• Lock the telephone with simultaneous call transfer to a destination telephone

• Call number dialling with pause

• Automatic call-back with destination call number.

Making Calls – Basic Functions

Step by Step

Precondition: You have created a "Destination dial number"  page 75.

Prog./Serv.

Destinations? >

UK:Direct dest. select? >

> :

US:Repdial? >

Shift X

poss. Has the destination dial number been created in the

Press key. The lamp lights up.

: Confirm.

Select and confirm.

optiPoint self labelling key module, the level shift key pressed several times, in order to select the level (level 1 ... 4). (Only available with optiPoint 420 standard).

Press the desired destination dial key.

Enter number and determine inscription

Enter new number? >

: Confirm.

p Enter number.

UK:Finished? >

US:Completed? >

Use Destination Number?>

Use Destination Name? >

> : Select and confirm.

Create Personal Label? >

> : Select and confirm.

Enter Consult? >

> : Select and confirm. "RF" appears in the display

Confirm. Your entries are saved.

: : Confirm.

The entered destination number is displayed as a key inscription (e. g. NA 5412).

The name assigned to the destination number is displayed as key inscription, if the name is assigned in the HiPath 4000 (e. g. NA Jones).

Select and acknowledge to enter a name of your choice (e. g. Jack Jones). For further information see  page 118.

or Enter number with automatic call-back (example)

p Add destination call number

If you press this key when a call is in progress, a call-back operation is executed immediately. The first caller waits and the number of the stored destination party is dialled.

Making Calls – Basic Functions

Step by Step

or Enter the number with pause (example)

Enter Pause? >

> : Select and confirm. A "P" appears in the display.

p Enter more numbers

or Just delete the existing number

Delete? >

> : Select and confirm. The number and the name (if avail-

able) is deleted.

or If you have mistyped the entry

Cancel? >

> : Select, confirm and enter the sequence again.

Save entry

Save? >

> : Select and confirm. Your entries are saved.

Lock the telephone with simultaneous transfer to another destination (example)

qfd Enter telephone locking code e.g., *20 qhk Activate call transfer code e.g., *47

p enter destination call number

In networked systems, the sequence must be suffixed with r.

You can dial the saved telephone number or sequences by pressing a single key  page 32. The maximum number of characters in the destination dial key is 22.

Note: The length of a pause is 3 characters.

+ 99 hidden pages