Sophos D325, D330 User Manual

SOPHO ErgoLine

S

G

D325/D330

ErgoLine@Net

UIDE

ER
U

SOPHO ErgoLine

S

G

D325/D330

ErgoLine@Net

UIDE

ER
U

Issue:

0506

A Publication of

2005

PHILIPS BUSINESS COMMUNICATIONS
HILVERSUM, THE NETHERLANDS

Order No.:

Manual No.:

Date:

Great care has been taken to ensure that the information
contained in this handbook is accurate and complete.
Should any errors or omissions be discovered or should any
user wish to make a suggestion for improving this handbook,
they are invited to send the relevant details to :

PHILIPS BUSINESS COMMUNICATIONS
CUSTOMER SERVICES
P.O. BOX 32
1200 JD HILVERSUM
THE NETHERLANDS

© PHILIPS COMMUNICATION SYSTEMS B.V.
All right are reserved. Reproduction in whole or in part is
prohibited without the written consent of the copyright owner.
All brand names and product names in this document are
trademarks or registered trademarks of their respective companies.

9504 404 19402

June 2005

Contents

Contents ....................................................................................................i

Section 1: Introduction

SOPHO ErgoLine D330 telephone layout......................................... 1

SOPHO ErgoLine D325 / ErgoLine@Net telephone layout........... 2

Section 2: Making and Answering Calls

Making Calls

Dialing a number ................................................................................... 3

Dialing hands-free.................................................................................. 3

Dialing a number offline....................................................................... 3

Dialing using a speed-dial key............................................................. 4

Using the personal directory or the extra phonebook(s) ................... 5

Using the Caller's List

Displaying the Callers list..................................................................... 6

Calling someone from the Callers list ................................................. 6

Removing someone from the Callers list............................................ 7

Using the Last Number Redial

Calling someone from the Redial list .................................................. 8

Removing a number from the Redial list............................................ 8

Editing a number from the Redial list [D330 only]........................... 9

Dialing a number from the Redial list during a call......................... 10

Storing the number of a connected party to the Redial list ............10

i

Answering and Ending a Call

Answering an incoming call............................................................... 11

Answering a diverted call................................................................... 11

Ending a call......................................................................................... 12

Disconnecting a call.............................................................................12

Switching between Listen-In, Hands-free &
Softspeaking

Switching from Soft-speaking to Listen-in.......................................13

Switching from Softspeaking to Handsfree...................................... 13

Switching from Hands-free to Listen-in ...........................................13

Switching from Hands-free to Soft-speaking................................... 14

Switching from Listen-in to Soft-speaking....................................... 14

Switching from Listen-in to Hands-free ...........................................14

Switching the Active Microphone Off and On

Switching the active microphone off and on.................................... 15

Using Hold

Putting the caller on Hold and calling someone else....................... 16

Transferring a call................................................................................ 16

Shuffling between two calls ...............................................................17

Connecting to a held call and disconnecting a current call............. 17

Connecting to a held call after being disconnected.......................... 18

Setting up a three-party conference ...................................................19

Things You Can Do if the Line is Busy or Not
Answered

Calling back a busy number or a not answering call....................... 20

Canceling a Callback........................................................................... 21

ii

Things You Can Do if the Line is Busy

Intruding on a busy line....................................................................... 22

Waiting for a busy extension.............................................................. 22

Answering Incoming Call Waiting

Viewing the I.D. of the waiting incoming call ................................. 23

Switching between the current call and a waiting incoming call... 23

Ending the current call and answering call waiting......................... 24

Answering incoming call waiting whilst programming ................ 24

Calling in a Waiting Message

Calling in a waiting message.............................................................. 25

Preparing a Number During a Call

Preparing a number during a call....................................................... 26

Section 3: Administration Functions

Diverting Calls

Diverting calls to a specific extension ...............................................27

Deactivating a diversion from your phone ....................................... 27

Monitoring the Costs and Duration of Calls

Monitoring cost and call duration...................................................... 28

iii

Using the Directory

Adding a name to the personal directory.......................................... 29

Removing a name from the directory................................................31

Modifying a name in the directory [D330]....................................... 32

Modifying a name in the directory [D325]....................................... 34

Copying from the extra phonebook to the personal directory........ 36

Section 4: Customizing your Telephone

Changing the Contrast of your Display

Changing the contrast of your display [D330 only] ........................37

Toggling Features On and Off

Toggling features on and off ..............................................................38

Changing Specific Telephone Settings

Changing the language of your telephone........................................ 40

Adjusting the ringer volume on your phone..................................... 41

Adjusting the ringer melody on your phone..................................... 42

Locking the Telephone

Locking the telephone......................................................................... 43

Locking: barring access to programming functions ........................ 44

Lock: set direct call to…..................................................................... 44

Lock: receive calls only.......................................................................45

Unlocking the telephone..................................................................... 45

Changing your password to lock the telephone............................... 46

Setting the Voice Output Medium

Setting the voice output medium .......................................................47

iv

Using Special Mode

Entering the special mode................................................................... 48

Clearing all personal information (keys, directory) .........................49

Downloading features to your telephone.......................................... 50

How to return to user mode................................................................ 51

Setting Up and Using Memory Keys

Programming a speed-dial number into an empty memory key....52

Programming a function in an empty memory key......................... 53

Programming a groupfacility in an empty memory key................. 55

Editing the contents of a memory key............................................... 57

Clearing the contents of a memory key.............................................58

Using a function key to activate or deactivate a function................ 59

Using a speed key during a call.......................................................... 59

Section 5: Using Group Functions

How to use Group Features

Using Group facilities..........................................................................60

Monitoring the status of group facility keys..................................... 61

Making a call to a group member...................................................... 63

Making an intercom call to a group member ................................... 64

Answering an incoming call for a group member........................... 65

Answering an incoming call from a group member .......................66

Toggling your telephone between absent and present ....................66

Switching your telephone absent for incoming group calls............ 68

Remotely toggling another telephone absent and present............... 69

Answering calls for executives........................................................... 70

Answering group calls, private calls or personal calls..................... 71

Parking and uptaking a call.................................................................72

Using an alternative secretary.............................................................73

How to observe the group status........................................................ 74

v

Glossary

Glossary ................................................................................................ 75

vi

SOPHO ErgoLine D330 telephone layout

ErgoLine

Volume
Loudspeaker

Mic mute

LNR

Exit

1

GHI

4

PQRS TUV

7

OK

ABC

DEF

23

JKL

MNO

5

6

WXYZ

89

0

Backspace

Hold

Shift

Options

Memory keys

Introduction 1

SOPHO ErgoLine D325 / ErgoLine@Net

telephone layout

Introduction2

Dialing a number

1 Lift the handset

2 Type the number you want

Dialing hands-free

1 Press the Loudspeaker key

2 Type the number you want

or or

Dialing a number offline

1 Type the number you want

2 Either lift the handset, press the key or

OK

press OK

Making Calls 3

Dialing using a speed-dial key

Before you can dial someone using a Speed-dial key, you must have
programmed it with the number, (see the section Programming a speed-
dial number into an empty memory key).

or

or

+

or or

Note: If ‘one keystroke call’ setup is active (see the section Toggling
features on and off), you only have to press the speed-dial key. The call is
then set up automatically.

1 Lift the handset or press the key

2 Press the speed-dial key you want

or

Press Shift and the speed-dial key to
access the second level

3 Either replace the handset, press the

OK

Loudspeaker key or press OK to end the
call

Making Calls4

Using the personal directory or the extra

phonebook(s)

The directory, often called personal directory, is present in your telephone.
Before you can dial someone using the directory, you must have a
directory set up with names and numbers (see Adding a name to the
directory). It can contain up to 100 names.

An extra phonebook consists of names/numbers, present in the system e.g.
a list of the employees in the company. An extra phonebook is not always
present, this depends on the system.

1 Press the Options key.

2 Scroll to the desired item

Note: The extra phonebooks are not
always present. This depends on the
system.

OK

OK

or or

3 Press OK

4 Key the first letter (or more) of the name

you are calling for example, to enter B
press key 2 twice

5 Scroll if necessary to find the name you

want

6 Press OK to display the number

7 Either lift the handset, press the

OK

loudspeaker key or press OK

Making Calls 5

Displaying the Callers list

The Callers option is only available if there are entries in the Callers list.
Any new callers are indicated by the Options icon flashing in the display.
The Callers list can contain 10 callers numbers and/or messages.

1 Press the Options key

2 If you are accessing new information in

the Callers list that you have not
previously read, the Callers option will
appear in the display. Press OK

OK

or +

OK

If you are accessing information that you
have previously read, scroll to the Callers
option and press OK

3 Scroll to see all the callers in the list

Calling someone from the Callers list

To call the person from the Callers list
whose name is in the display, either lift

or or

OK

the handset, press the Loudspeaker key,
or press OK

Using the Callers List6

Removing someone from the Callers list

1 To remove the person from the Callers

list whose name is in the display, press
the Options key

OK

2 Press OK

Using the Callers List 7

Calling someone from the Redial list

Every time you make a call the number you call is stored in the Redial list.
This list can contain 5 numbers

1 Press the Redial key

2 Scroll to find the number/name you want

to call

3 Either lift the handset, press the

Loudspeaker key, or press OK

or or

OK

Note: Any currently connected party is
put on Hold automatically

Removing a number from the Redial list

1 Press the Redial key

OK

2 Scroll to the number you want to remove

3 Press the Options key

4 Press OK to remove the entry

Using the Last Number Redial8

Editing a number from the Redial list [D330 only]

1 Press the Redial key

<

OK

<

<

<

<

OK

<

<

<

X

or or

2 Scroll to the number you want to edit

3 Edit the number using the number keypad

and the horizontal cursor keys and the
backspace key

4 To dial the number, either lift the handset,

or, if using the telephone hands-free press
the Loudspeaker key, or press OK

OK

The number is now stored in the Redial
list

Using the Last Number Redial 9

Dialing a number from the Redial list during a call

1 During a call, press the Redial key

2 Scroll to the number you want to dial

OK

3 Press OK. The connected party is put on

Hold and the number is dialed

Storing the number of a connected party to the

Redial list

1 During a call, press the Options key

2 Scroll to the Store number option

OK

3 Press OK to store the number in the

Redial list

Using the Last Number Redial10

Answering an incoming call

Lift the handset or press the Loudspeaker

or

key

Answering a diverted call

Scroll down to see the name or number of

1

the originally dialed party.

• The name/number of the originally

dialed party can be accompanied by
an indication, between brackets, of
the reason why the call is diverted to
you:

- person is busy in another call

- person does not answer the

phone

- the person cannot be reached

- the person is absent

• The name and/or number of the

calling party can be accompanied
with a -icon. This means that the
caller has been waiting in a queue for
a while.

or

Lift the handset or press the Loudspeaker

2

key

Answering and Ending a Call 11

Ending a call

Replace the handset, or, if using the

1

telephone hands-free, press the

or

Note: If the phone starts ringing after you have ended the call, there is a
call waiting. This is announced as a normal incoming call. Call/Cost
duration will be displayed

Loudspeaker key

Disconnecting a call

1 Press the Options key

2 Scroll to the Disconnect option

OK

3 Press OK. The call is disconnected. You

can immediately set up another call

Answering and Ending a Call12

Switching from Soft-speaking to Listen-in

Press the Loudspeaker key whilst using

the handset

Switching from Softspeaking to Handsfree

Press and whilst holding down the
Loudspeaker key replace the handset,
then release the Loudspeaker key

+

Note: If you replace the handset after
releasing the Loudspeaker key you will
disconnect your call

Switching from Hands-free to Listen-in

1 Lift the handset

2 Press the Loudspeaker key

Switching between Listen-in, Handsfree & Softspeaking 13

Switching from Hands-free to Soft-speaking

Lift the handset whilst using the phone
hands-free

Switching from Listen-in to Soft-speaking

Press the Loudspeaker key to disable
listen-in

Switching from Listen-in to Hands-free

Press and whilst holding down the
Loudspeaker key, replace the handset;
then release the Loudspeaker key

+

Switching between Listen-in, Handsfree & Softspeaking14

Note: If you replace the handset after
releasing the Loudspeaker key, you will
disconnect your call

Switching the active microphone off and on

Press the Microphone mute key to switch
the active microphone off

Press the Microphone mute key again to
switch it back on

Note: If Microphone mute is on, the other party cannot hear you. The
LED indicates the status of the microphone, as follows:

LED off

LED
flashing

LED on

The handset microphone is on as you are using
the handset, or the set is idle.

The microphone is off: the other party cannot
hear you

The microphone in the phone is on: you are
using the telephone hands-free

Switching the Active Microphone Off and On 15

Putting the caller on Hold and calling someone

else

R

1 Whilst connected, press the Hold key

2 Dial the number of the other party

or

R

3 Press the Hold key again to return to the

original caller

Transferring a call

R

1 Whilst connected, press the Hold key

2 Dial the number of the other caller

3 Replace the handset or, if using the

telephone hands-free, press the
Loudspeaker key

Using Hold16

Shuffling between two calls

R

R

1 Whilst connected to one caller with a

second caller on Hold, press the Hold
key. You are connected to the held call
and the original caller is put on Hold

2 Press the Hold key again to connect to the

original caller and put the second caller
on Hold

Connecting to a held call and disconnecting a

current call

1 To connect to the person who is on Hold

and disconnect the current call, press the
Options key

2 Scroll to the Reconnect option

OK

3 Press OK

Using Hold 17

Connecting to a held call after being disconnected

Press the Hold key or replace the handset

R

or

If, after you replace the handset, the
telephone rings, you can answer the call
by lifting the handset or by pressing the
Loudspeaker key

Using Hold18

Setting up a three-party conference

It may be that your system does not support this feature for you. If that is
the case, you will not have access to it.

R

OK

OK

OK

or

Whilst connected to one caller, press the

1

Hold key

2 Press the Options key

3 Press OK to prepare a 3-party call

4 Dial the number of the third party

5 When the third party answers the call,

press the Options key

6 Scroll to the Add 3rd party option

7 Press OK

8 To view the number/name of the other

party, press the Options key

9 Press OK

10

To withdraw from the call, replace the
handset or, if using the telephone hands­free, press the Loudspeaker key. The
other two parties can continue their
conversation after you have disconnected

Using Hold 19

Calling back a busy number or a not answering

call

1 On hearing the busy tone or if there is no

answer, press the Options key

OK

or

or

2 Press OK to call back

3 Replace the handset or, if using the

telephone hands-free, press the
Loudspeaker key

When the busy number becomes available
or the not answering extension was used,
your telephone will ring in a different
tone and the ‘Call back...’ prompt will
appear in the display

4 Start the callback call by lifting the

handset or pressing the Loudspeaker key

Things You Can Do if the Line is Busy or Not Answered20