Swyx SwyxPhone L420, SwyxPhone L520, SwyxPhone L440, SwyxPhone L540 User Documentation
SwyxPhone L4xx/5xx
User Documentation
SwyxPhone L420 - SwyxPhone L440 - SwyxPhone L520 - SwyxPhone L540
SwyxPhone - The comfortable IP Desktop Phone
As of: September 2008
© 2000-2008 Swyx. All rights reserved.
Legal Information
Whilst Swyx attempt to convey accurate and current information relative to the creation of
SwyxWare and this documentation, the information provided in this user guide may contain
typographical or technical errors.
This documentation, including all information contained herein is provided “as is”, without
any warranty of any kind, whether expressed or implied, including, but not restricted to, any
implied warranties of merchantability or fitness for a particular purpose or noninfringement. This documentation, including all information contained herein is provided
“as is”, without any warranty of any kind, whether express or implied, including, but not
restricted to any implied warranties of merchantability or fitness for a particular purpose.
Trademark: Swyx, SwyxIt! and “Click. Phone. Smile.“ are registered trademarks of Swyx.
All other trademarks and product names are trademarks or registered trademarks of the
respective owners. This documentation is proprietary intellectual property of Swyx.
Reproduction, adaptation, or translation of this documentation without the express written
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Swyx Solutions AG
Joseph-von-Fraunhofer-Str. 13a
D-44227 Dortmund
www.swyx.com
Table of Contents
New Functions........................................................................................................ 7
Preface .................................................................................................................... 9
What is meant by… ? .............................................................................................. 19
1.1 Subscriber ............................................................................................... 19
1.2 Group ...................................................................................................... 19
1.3 Call Signaling .......................................................................................... 19
1.4 Status Signaling ...................................................................................... 20
1.5 Number ( Telephone Number) ................................................................ 20
1.6 Call permissions ...................................................................................... 21
1.7 Line.......................................................................................................... 21
1.8 Trunk and Trunk Groups ......................................................................... 21
1.9 User......................................................................................................... 21
1.10 Active Connection ................................................................................... 22
1.11 Connection on Hold................................................................................. 22
1.12 Call waiting .............................................................................................. 22
1.13 Conference.............................................................................................. 22
1.14 Call Swap ................................................................................................ 23
1.15 Incognito.................................................................................................. 23
1.16 Logoff ...................................................................................................... 23
1.17 Telephone States .................................................................................... 23
1.18 LED Displays........................................................................................... 25
1.19 Acoustic Signals ...................................................................................... 26
1.20 Call Routing............................................................................................. 27
1.21 Voicemail................................................................................................. 27
1.22 Remote Inquiry ........................................................................................ 28
1.23 CTI........................................................................................................... 28
1.24 Callback request..................................................................................... 28
1.25 Wrap Up Time ........................................................................................ 28
1.26 Intercom Connection ............................................................................... 28
Set It Up & Log On................................................................................................... 29
2.1 Scope of supply....................................................................................... 29
2.2 System Requirements ............................................................................. 29
2.3 Connect SwyxPhone ............................................................................... 29
2.4 Connecting a Key Module ....................................................................... 33
2.5 Logging on to SwyxServer ...................................................................... 34
Table of Contents 3
How does SwyxPhone work?................................................................................. 35
Basic Functions....................................................................................................... 43
4.1 Function Keys - Overview........................................................................ 43
4.2 Defined Function Keys ............................................................................ 44
4.2.1 Numeric Keypad ................................................................................. 44
4.2.2 Arrow Buttons .................................................................................... 44
4.2.3 +/- Buttons ........................................................................................ 45
4.3 Configurable Function Keys (Default Setting) ......................................... 45
4.3.1 Call Forwarding .................................................................................. 45
4.3.2 Call transfer ....................................................................................... 45
4.3.3 Redial .............................................................................................. 45
4.3.4 Speaker............................................................................................ 45
4.3.5 Lines................................................................................................ 46
4.3.6 Speed Dials ....................................................................................... 46
4.3.7 Voicemail .......................................................................................... 46
4.3.8 Pickup call......................................................................................... 46
4.3.9 Callback request ................................................................................. 46
4.3.10 Caller List.......................................................................................... 47
4.3.11 Conference........................................................................................ 47
4.3.12 Phonebook ........................................................................................ 47
Telephoning with SwyxPhone................................................................................ 49
5.1 How do I call a subscriber? ..................................................................... 49
5.2 Other Options for Calling a Number ........................................................ 51
5.3 Other Menu Options During a Call .......................................................... 52
5.4 How do I answer a call? .......................................................................... 53
5.5 How do I pick up a call?........................................................................... 54
5.6 How do I end a call? ................................................................................ 55
5.7 How do I telephone with a headset? ....................................................... 56
5.8 How do I start an inquiry call? ................................................................. 56
5.9 How do I switch between several subscribers (Call Swap)? ................... 57
5.10 How do I connect two subscribers to one another?................................. 58
5.11 Configuring Transfer When Placing Handset on Hook ........................... 59
5.12 How do I transfer a call without Inquiry?.................................................. 59
5.13 How do I directly forward a call?.............................................................. 60
5.14 The Secondary Call ................................................................................. 61
5.15 How do I forward a call? .......................................................................... 61
5.15.1 Call Forwarding Unconditional ................................................................ 61
5.15.2 Call Forwarding Busy ........................................................................... 63
5.15.3 Call Forwarding No Reply...................................................................... 64
5.15.4 The “Forwarding” Button ....................................................................... 65
5.15.5 Signaling a Forwarding ......................................................................... 65
5.16 How do I use the Phonebook? ................................................................ 65
5.17 Speaker and Handsfree Telephone......................................................... 66
5.17.1 Activating the Speaker During a Call ........................................................ 67
5.17.2 Deactivating the Speaker During a Call ..................................................... 67
Table of Contents4
5.17.3 Deactivation/activation of the microphone during a call ................................. 67
5.17.4 Activating the Handsfree Telephone During a Call ....................................... 67
5.17.5 Deactivating the Handsfree Telephone During a Call .................................... 67
5.17.6 Activating the Handsfree Telephone for an Outgoing Call .............................. 68
5.17.7 Activating the Handsfree Telephone for an Incoming Call .............................. 68
5.17.8 Regulating the Volume ......................................................................... 68
5.18 Configuring the ringing tone .................................................................... 68
5.19 Charging info ........................................................................................... 69
5.20 Sequence of the Display Entries While Idle ............................................ 70
SwyxPhone for Experts ......................................................................................... 71
6.1 Disabling Lines (Wrap-up Time).............................................................. 71
6.2 Voicemail inquiry ..................................................................................... 73
6.3 Remote Inquiry ........................................................................................ 74
6.3.1 Change Forwarding Unconditional........................................................... 77
6.4 Project Codes.......................................................................................... 78
6.5 Note......................................................................................................... 79
6.6 Callback request...................................................................................... 80
6.6.1 Callback on busy................................................................................ 80
6.6.2 Callback if idle.................................................................................... 82
6.7 Conference.............................................................................................. 85
6.7.1 Starting a Conference .......................................................................... 86
6.7.2 Inquiry Calls and Add ........................................................................... 86
6.7.3 Leaving or Ending a Conference ............................................................. 87
6.7.4 Conference Rooms ............................................................................. 88
6.8 Using a headset ...................................................................................... 90
6.8.1 Combination options of telephones and headsets ........................................ 90
6.8.2 Connecting a headset to SwyxPhone L420e .............................................. 90
6.8.3 Connecting a headset to SwyxPhone L420p / SwyxPhone L420s /
SwyxPhone L440 / SwyxPhone L520p / SwyxPhone L520s / SwyxPhone L540
6.8.4 Connecting an Acoustic Adapter ............................................................. 93
.. 92
6.9 Log On/Off............................................................................................... 93
6.10 Call Swap as a Substitute for Line Buttons ............................................. 94
6.11 Call Intrusion ........................................................................................... 94
6.11.1 Multiple Call Intrusions ......................................................................... 95
6.11.2 Configuration of a Speed Dial for the Call Intrusion ...................................... 95
SwyxPhone Settings ............................................................................................... 99
7.1 User Settings........................................................................................... 99
7.2 Settings in the Main Menu..................................................................... 100
7.2.1 Forwardings .................................................................................... 100
7.2.2 Do Not Disturb ................................................................................. 100
7.2.3 Secondary call................................................................................. 100
7.3 Settings in the Configuration Menu ....................................................... 101
7.3.1 Quick access to configuration............................................................... 101
7.3.2 Ringing .......................................................................................... 101
7.3.3 Call Signaling................................................................................... 102
7.3.4 Lines ............................................................................................. 102
7.3.5 Function Keys .................................................................................. 103
Table of Contents 5
7.3.6 Speed Dials ..................................................................................... 103
7.3.7 Incognito......................................................................................... 103
7.3.8 About ............................................................................................. 104
7.3.9 Contrast.......................................................................................... 105
7.3.10 Transfer on Hookon ........................................................................... 105
7.4 Lists ....................................................................................................... 105
7.4.1 Menu Mode in Lists ........................................................................... 106
7.4.2 Editing Telephone Numbers and List Entries ............................................ 106
7.4.3 Phonebooks.................................................................................... 106
7.4.4 Caller List........................................................................................ 109
7.4.5 Redial List ....................................................................................... 112
7.4.6 Lists for Callback Requests, My Callback Requests and Missed Callbacks....... 114
7.5 Configuration of Line Buttons ................................................................ 114
7.6 Configuration of Function Keys ............................................................. 117
7.7 Configuration of Speed Dials................................................................. 122
7.7.1 “Dial immediately”, “Successive dial” or “Intercom Connection”? .................... 124
Interaction with SwyxIt! ........................................................................................ 127
8.1 General.................................................................................................. 127
8.2 Configuration of SwyxPhone in SwyxIt! ................................................. 128
8.3 Settings Which Can Only Be Made in SwyxIt!....................................... 130
8.3.1 Length of the Caller List and the Redial List ............................................. 130
8.3.2 Rulebook of the Call Routing Manager.................................................... 131
8.3.3 Voicemail ........................................................................................ 131
8.3.4 Remote Inquiry ................................................................................. 131
8.4 Settings Which Are Simultaneously Valid for SwyxIt! and SwyxPhone . 131
8.4.1 Phonebooks .................................................................................... 131
8.4.2 “Mutual Ringing” for SwyxPhone and SwyxIt! ........................................... 131
8.4.3 Speed Dials ..................................................................................... 132
8.4.4 Lines and Line Buttons ....................................................................... 132
8.4.5 Call Forwarding ................................................................................ 132
8.4.6 Lists............................................................................................... 132
8.5 Settings Which Are Individually Valid for SwyxIt! and SwyxPhone........ 132
8.6 PC Operation of a SwyxPhone or SwyxIt! (CTI) .................................... 133
Call Management: What do I do, if…?.................................................. 137
Technical Details ................................................................................................... 141
B.1 Care Instructions ................................................................................... 141
B.2 Technical Data....................................................................................... 141
B.3 Updating the Firmware .......................................................................... 143
B.3.1 Automatic Update.............................................................................. 143
Technical Terms .................................................................................................... 145
Function codes...................................................................................................... 155
Index ....................................................................................................................... 159
Table of Contents6
New Functions
This section gives you a summary of the of the most important new functions in the latest
SwyxWare versions.
SwyxWare v6.xx
Function Explanation
Support for new
telephones
SwyxWare-Option packs With various SwyxWare option packs, Swyx now offers a sophis-
Parallel Call Signaling In the case of parallel call signalling, incoming calls are also
Call differentiation with
additional public line
accesses
Quick access to
configuration
Silent conference
participation
Swyx offers a range of new telephones:
• SwyxPhone L420p and SwyxPhone L520p to supplement
the IP telephone portfolio,
• the SwyxPhone L6xx series with extensive functionalities,
• SwyxPhone S315 as SIP telephone,
• SwyxPhone D200 and SwyxPhone D300 as wireless DECT
telephones.
In this documentation, the term SwyxPhone is used for the
telephones described here from the SwyxPhone L4xx and
SwyxPhone L5xx series. Where other supported telephones (e.g.
SwyxPhone L6xx) are referenced this is stated explicitly.
ticated product range. You can structure the SwyxWare functionality footprint by selection of the option packs. For further
information, please refer to the SwyxWare Administrator
documentation.
signalled on one or more external devices (e.g. ISDN telephone or
cell phone) and can be picked up there as well. This function
cannot be configured with SwyxPhone, only with SwyxIt! or by
the administrator.
Your administrator can now define multiple public line accesses.
This makes it possible e.g. to bill private calls separately or assign
related call permissions. For further information, please refer to
the SwyxWare Administrator documentation.
Long pressure on certain buttons will take you directly to the
configuration.
Call Forwarding button: Configure the Immediate Redirection
Line button: Disable/Clear Line
Speed Dial: reassign
For further information please refer to chapter 7.3.1, Quick access
to configuration, page 101.
Conference rooms can now also be used in "Listening only"
mode. For further information please refer to chapter 6.7.4.1,
Silent conference participation,page89.
7
Function Explanation
Improvements to the
Voicemail functions
Voicemails sent as e-mail attachments now contain the number or
name of the caller in the filename. The subject line of the e-mail
also contains this information, along with the length of the
recorded voicemail. The e-mail contains links which offer further
options. For further information please refer to chapter 6.2, Voice-
mail inquiry,page73.
Call Intrusion The "SwyxMonitor" option pack enables, in addition to perma-
nent call recording (only for the administrator), intrusion into
another user's conversation. A supervisor (e.g. in a call center) can
listen in on an ongoing conversation ("Listening only" mode),
give directions to the speaking agent (e.g. advice on presenting
the case) or even actively join in the call (speaking modes). For
further information please refer to chapter 6.11, Call
Intrusion,page94.
Enhancement of the
Feature Codes
Since SwyxWare v6.10 it has been possible to call certain
functions directly by dialing a code (e.g. direct access to remote
inquiry and call intrusion). The possibilities have been expanded:
feature codes are now also available for intercom, for example.
For further information please refer to App. D: Function
codes, page 155.
Sw yxWare Web
Administration
The SwyxWare Web Administration is a web-based application
for configuring SwyxWare. It also enables you to configure your
user profile, for example, and thus certain SwyxPhone functions.
This includes, for example, Call Forwarding, Speed Dials or the
Personal Phonebook. For further information, please refer to the
SwyxWare Administrator documentation.
New Functions8
Preface
Your SwyxPhone L4xx/5xx is a modern system telephone for a new generation of telephone
exchanges, which no longer require a separate, inhouse telephone network with complicated
switching technology. Now your PC network (LAN) also serves as an inhouse telephone
network. The sophisticated software operating on your network server provides a much more
powerful connection management, with far more extensive telephony functions than have
previously been available.
SwyxWare provides you with all of these new telephone exchange functions! In addition to the
PC phone SwyxIt!, your system telephone SwyxPhone is a second highly comfortable telephone
device which allows you to use all classic system telephone functions (and many more) in an IP
environment, even without a PC.
This manual will familiarize you with all details of the SwyxPhone. In this documentation, the
term SwyxPhone is used for the telephones described here from the SwyxPhone L4xx and
SwyxPhone L5xx series. Swyx also offers further SwyxPhone models, which are described in
separate manuals. A brief overview of the various system phones and key modules now follows,
and subsequent chapters give detailed descriptions of the functions for the SwyxPhone L4xx
and SwyxPhone L5xx series.
9
Volume Adjustment
SwyxPhone L420 with a Brief Description of the Buttons
The SwyxPhone L420 is available in different versions: SwyxPhone L420e, SwyxPhone L420p
and SwyxPhone L420s. You will find a more detailed description of the equipment features of
the individual SwyxPhone models in App. B: Technical Details, page 143. All LED buttons can
be configured. All of the descriptions listed in this manual are based on the default button
assignments present at the time of delivery.
Lines
Speed Dials
Call Forwarding
Call Transfer
Redial
Speaker
Arrow Buttons
Figure Preface-1 The Buttons of SwyxPhone L420
Preface10
OK Button
No. Button Name Brief Description Page
1 Lines The Line buttons are used to
Line 1
102
activate the available lines.
2 Speed Dials Frequently called telephone
103
numbers can be assigned to the
Speed Dials.
3
Adjust Volume These buttons are used to adjust the
speaker volume as well as the
45
handset volume.
4
Arrow Buttons Used to navigate through the
menus.
44
5 OK Button This is used to confirm the respec-
tive option.
6 Call Forwarding Call Forwarding Unconditional of
Calll Forw.
61
the call to a configured destination.
7 Call Transfer This connects two lines. 58
8 Redial This shows the Redial List or it
Call Transf.
Redial
112
dials the last phone number once
again.
9 Speaker This switches the speaker on / off. 66
Speaker
Table Preface-1 Brief Description of the Buttons
Preface 11
Pickup call
Caller List
Vo l u m e
Adjustment
SwyxPhone L440
SwyxPhone L440 is the ideal telephone for frequent use. It has more Speed Dials and function
keys, and a four-line display.
You will find a more detailed description of the equipment features of the individual
SwyxPhone models in App. B: Technical Details, page 143. All LED buttons can be configured.
All of the descriptions listed in this manual are based on the default button assignments present
at the time of delivery.
Lines
Speed Dials
Caller List
Conference
Voicemail
Phonebook
Call Forwarding
Redial
Speaker
Arrow Buttons
Figure Preface-2 The Buttons of SwyxPhone L440
Preface12
OK Button
SwyxPhone L520
SwyxPhone L520 is available in the versions SwyxPhone L520p and SwyxPhone L520s.
SwyxPhone L520 is identical in function to SwyxPhone L420, but instead of the label template
it has button displays, which show the assigned function in each case. For Speed Dials, the
name of the allocated target subscriber is displayed. When you reconfigure a function key, you
see the change immediately on your telephone. The button assignment upon delivery is as for
the SwyxPhone L420.
You will find a more detailed description of the equipment features of the individual
SwyxPhone models in App. B: Technical Details, page 143.
SwyxPhone L540
SwyxPhone L540 is identical in function to SwyxPhone L440, but additionally has button
displays. Compared to SwyxPhone L520 it has more Speed Dials and function keys, as well as a
four-line main display. The button assignment upon delivery is as for the SwyxPhone L440.
You will find a more detailed description of the equipment features of the individual
SwyxPhone models in App. B: Technical Details, page 143.
Preface 13
Key modules
Some telephones of the SwyxPhone product family support up to four further key modules. This
provides you with a greater number of configurable function keys and Speed Dials.
You can connect key modules to the following telephones:
• SwyxPhone L420s
• SwyxPhone L520s
• SwyxPhone L440
• SwyxPhone L540
There are two available models:
• Key Module T420 (with label template)
• Key Module T520 (with button displays, not illustrated)
The function keys of the
Key Module are not preconfigured.
Figure Preface-3 Key Module T420
Preface14
Brief Operating Instructions
Below is an overview of the most important SwyxPhone functions. For details on how to make
changes, please see the pages listed. You usually have several options for calling a function.
This table shows you the fastest method.
Function Button / Display Page
Disable / allow Call Waiting
<Main Menu><Secondary Call>
Pick up waiting call Press the corresponding Line button:
Line 1
Logon automatic PIN query; enter PIN per numeric keypad 93
Caller List <Main Menu><Caller list> 109
Logoff <Main Menu><Log off><OK> 93
Call firmware info <Main Menu><Configuration><Info><Firmware
Version>
Configure function keys <Main Menu><Configuration><Function keys> 117
Charging info <Main Menu><Charging info> 69
Call transfer 58
Call Transfer
Pick up signaled call <Main Menu><Activate> 54
Call Signaling on / off <Main Menu><Configuration><Call signaling> 102
Hold a call Use the arrow buttons to select the option <Swap
61
56
line> during a call and confirm with or press
another line button. The call is put on hold and
another line is activated.
Resumption of a call which
is on hold
Suppression of your own
number
Activate the line you want:
Line 1
<Main Menu><Configuration><Incognito> (permanent activation/deactivation of the option)
57
103
or:
Lift the telephone handset before dialing and use the
arrow buttons to select this option. Then change by
pressing
(setting is then only valid for the call which follows)
Open listening Lift the handset and press the Speaker button. 66
Volume of the speaker
Press or (when loudspeaker is activated,
68
e.g. handsfree facility)
Configure lines <Main Menu><Configuration><Lines> 114
Preface 15
Function Button / Display Page
Call Swap Use the arrow buttons to select the option <Swap
line> during a call and confirm with 9 or press the
corresponding line button
One menu level back
Press
One menu level forward
Press
57
41
41
Leave menu item without
saving
Leave menu item and save
Press
Press
Configuring the Speed Dial <Main Menu><Configuration><Speed Dials> Press
41
41
122
corresponding Speed Dial:
; <Modify>
Do Not Disturb <Main Menu>< Do Not Disturb> 100
Phonebook <Main Menu><Phonebooks> 65
Adjust Ringing
When telephone is idle, press (for external calls)
101
or (for internal calls) and set ring tone with
or .
Setting the volume of the
ringing
<Main Menu><Configuration><Ringing> or:
when ringing or press
101
Disconnect connection Put handset on hook or press Speaker button 55
Forwarding On / Off
Enter the target telephone
number and the type of call
forwarding for forwarding
Press Forwarding button:
<Main Menu><Forwardings>
select type of call forwarding:
<Unconditional>
Call For.
61
61
<if busy>
<No Reply>
Call transfer
Check Voicemail
Redial
Press Call Transfer button:
Button <Voicemail> press:
Press Redial button:
Redial
Call Transfer
Voicemail
58
73
45
Preface16
If the menu items Call Forwarding, Do not disturb, Disable secondary call or Configuration are
not visible, then these functions are not available to you. For more information, please contact
your administrator.
Display Symbols
The displays in the telephone menu can be preceded by various symbols:
X> You are in a menu. Further options can be called from the menu. Use the arrow
buttons to make selection and confirm with 9 or directly enter the number of the
menu entry you want using the numeric keypad.
= Status message, indicates whether a function is on or off, e.g. Incognito = on
x/y Number x of y entries, e.g. <Calls> 01/09 means that you have the first of nine entries
in the Caller List shown in the display.
> List entry; use the arrow buttons to page through the list and use 9 to display details
and options for the respective entry by pressing 9.
A printed copy of a separate set of brief operating instructions, “SwyxPhone L4xx/L5xx
Quickstart” is also available. You can also find this quick reference as a PDF document on the
SwyxWare CD or on the Internet at
http://www.swyx.com/support/index.html.
SwyxWare
Why SwyxWare?
Until now, two isolated communication infrastructures have existed side by side. On the one
side, you have the LAN (Local Area Network) for data communication and, on the other side,
you have the private branch exchange (PBX) network for voice communication. Both networks
are usually equipped with interfaces to the outside world. The introduction of new technologies
which are based on the Internet Protocol (IP) make this separation unnecessary.
IP is the technology behind SwyxWare and it represents a specific type of data transfer. IP-based
telephone systems no longer transfer calls via permanently switched lines, but rather via
networks which are based on Internet technology. This new type of technology for voice
transmission provides the user with a high degree of flexibility. It makes it possible to place
telephone calls via the internal company LAN, as well as via the Internet. This allows you to
reach colleagues at other company locations far away with the same telephone and exchange
functionalities as you would use to contact colleagues in the same building. This not only
provides new application options for business communication and easier use of telephones, it
also offers companies a significant cost-saving potential.
SwyxServer
SwyxServer is the heart of the new SwyxWare telephony generation. You have the option of
using either a phone of the SwyxPhone family as desk telephone, or SwyxIt! as a softwarebased telephone for the PC. These components have been optimally adjusted on SwyxServer.
This ensures that you have unlimited use of all of the functions provided by SwyxServer.
Compared to classic systems, your new SwyxWare telephony solution offers a wide range of
new uses, e.g. a high-performance Voicemail functionality for every subscriber. This
Preface 17
functionality provides you with an answering machine which records those calls which don’t
reach you, and it allows you to set various announcement texts. The voice messages from your
telephone are then found in the form of e-mails in your e-mail inbox.
SwyxPhone L400
SwyxPhone L400 is the smallest member of the SwyxPhone family. In collaboration with
SwyxIt! it offers comfortable telephony via CTI. The basic telephony features are available
even when the PC is turned off. You will find information on the use of these models in a
separate manual.
SwyxPhone L4xx/5xx
The phones of this series combine the familiar and easy operation of a telephone with the new
IP technology and, therefore, they offer a multitude of attractive additional functions, such as
centrally stored user data, a display driven menu mode, and freely assignable function keys.
This series includes the following phones: SwyxPhone L420e, SwyxPhone L420p, SwyxPhone
L420s, SwyxPhone L440, SwyxPhone L520p, SwyxPhone L520s and SwyxPhone L540. Due
to the use of the CorNet®-Protocol (basis for the PhoneManager), your SwyxPhone has access
to all of the important SwyxIt! properties and, at the same time, it remains independent of your
PC. In order to be able to install SwyxPhone, PhoneManager must already be installed in the
network.
SwyxPhone L6xx
The telephones of this series set a new benchmark for terminal devices. They combine modern
design and optimal ease of use - for example with touch-sensitive controls, LCD or TFT displays and a completely new user interface. You will find information on the use of these models
in a separate manual.
SwyxIt!
SwyxIt! is a telephony application, which can be installed on your PC and will turn your PC into
an extremely high-performance telephone. SwyxIt! uses the Internet Protocol and interacts
excellently with Microsoft Outlook, Microsoft Exchange and Lotus Notes. For example, you
can use Drag & Drop to “drag” the numbers of a contact onto the SwyxIt! interface or, in the
Outlook “Contacts” folder, you can click on the contact you want in order to call this subscriber.
Depending on the Calendar and the Call Routing Manager, it is also possible to define
intelligent Call Forwardings. All of your Voicemails can be opened in Outlook where you can
then listen to them using a headset, the SwyxIt! Handset, or the PC speakers.
Preface18
1 What is meant by… ?
This chapter defines in detail the terminology commonly used throughout the SwyxWare
documentation.
You will find additional technical terms used in connection with the “Voice-over-IP” technology
in App. C: Technical Terms.
1.1 Subscriber
Persons, who take part in a telephone conversation, are called subscribers.
Here we differentiate between
• internal subscribers and
• external subscribers.
Internal subscribers are subscribers within the company, possibly at different company
locations. External subscribers can be reached either via the public telephone network or via the
Internet (Internet Telephony).
1.2 Group
Subscribers are combined into a logical unit called a group. The administrator is responsible for
creating groups and assigning members to groups. Thus, you can combine all of the company’s
sales employees into a group called “Sales”, for example. The group itself is assigned its own
extension number (group extension).
When a group extension call is received, the telephone will ring for all members of the group
(group call). The telephone call can then be taken by any group member. However, the
administrator can also define groups with a specific call allocation. In this case, according to the
definition the call is first forwarded to a specific member of the group - if it is not accepted
there, e.g. because the employee is not at his desk or is already on the phone, the call is
forwarded to the next member of the group. The administrator can define an order in which the
group members are dialed, but can also specify random call allocation.
1.3 Call Signaling
Call signaling allows subscriber A to indicate that his incoming calls should also be signaled to
subscriber B.
This special signaling is at first only shown on the display of subscriber B. As a result, the
number or the name of the caller, as well as the number of the destination subscriber, will be
displayed. If subscriber B has assigned the destination subscriber’s (A) number to a Speed Dial
and this number is now being called, the Speed Dial will blink. Then, if the call is not picked up
within 10 seconds, a single warning tone is produced. The telephone call can be picked up by
subscriber B immediately or after the warning tone. (see chapter 5.5, How do I pick up a
call?,page54).
19
Call signaling prevents calls from being “lost” (if, for example, Subscriber A’s standard
Voicemail or call forwarding have not been activated).The system administrator uses the
relationships of the subscribers to each other to define signaling.
You can enable or disable the call signaling warning tone in your user settings. However, call
signaling will continue to be shown on your display. For further information please refer to
chapter 7.1, User Settings,page99.
1.4 Status Signaling
The status of another internal subscriber (e.g. ringing, speaking, logged off) is signaled on the
Speed Dial which has been assigned his number..The system administrator uses the
relationships of the subscribers to each other to define signaling.
1.5 Number ( Telephone Number)
A number is a sequence of digits or a SIP URI. Numbers differentiate between
• internal and
• external numbers
Internal numbers are used for calling internal subscribers or groups, who are usually located
within your company and are known to SwyxServer.
External numbers are directed to other subscribers in the public telephone network. They are
called using your normal number. The appropriate public line access code must always be dialed
(e.g. "0"). External subscribers in a public IP network (Internet) can also be called using their
Internet address, SIP URI or domain name (for example, CarolJones.company.com).
Examples of Valid Numbers
Number Meaning
123 Internal number of a subscriber within a company in which
SwyxServer is used.
09776123 The number of a subscriber who can be reached via the public
telephone network (local call, the 0 is the public line access in
this example).
002319776123 The number of a subscriber who can be reached via the public
telephone network (long distance call, the first 0 is the public line
access in this example).
Please note that you must always use the area code in order for
the call to be delivered.
0001324345456 International call (the first 0 is the public line access in this
example).
carol.jones@company.com SIP-URI. This is constructed similarly to an e-mail address, and
consists of a user name and the realm (name range, rather like a
domain).
What is meant by… ?20
1.6 Call permissions
The administrator has the option of configuring rights for outgoing calls for groups or users.
This means that certain numbers (e.g. for local, long distance or international calls) are blocked
for the indicated user or group. If a blocked number is dialed, an error message will appear in
the display. Please contact your administrator for further information.
1.7 Line
In SwyxWare, the term “Line” refers to a potential telephone connection which can be used to
place your telephone calls. Due to the fact that SwyxWare uses the IP protocol or SIP protocol
to transmit telephone calls, this new IP telephony is not connected to an actual “cable
connection” for each telephone call. On the contrary; it enables you to carry out several
independent calls simultaneously via your network connection. SwyxWare continues to use the
familiar term “Line” for the “logical” connection option for a telephone call, even though a
“physical” line is no longer required for this connection. This concept allows you, on the one
hand, to continue to use the practical and simple term “Line” – a subscriber can still “be on hold
on the other line” – and, on the other hand, you can profit from the new line flexibility:
It is now possible, for example, to determine in just a few steps how many lines you need at
your place of work without actually having to install a new physical line and a new telephone.
1.8 Trunk and Trunk Groups
"Trunk" denotes a connection into another network, e.g. the public telephone network. A
connection to another network can be e.g. an "ISDN trunk", a connection to the Internet an "SIP
trunk". Connections (trunks) of the same type can be combined to form groups. The trunks of a
trunk group then have the same properties - the trunk groups can therefore be seen primarily as
capacity expansions.
Different trunk groups can be differently prioritized by the administrator. The result is e.g. that
calls are handled with preference given to a cost-efficient connection (e.g. an SIP trunk directly
to the Internet). If this is not available, a lower-priority path is chosen, e.g. an ISDN trunk to the
normal telephone network.
For further information please refer to the SwyxWare Administrator documentation.
1.9 User
A user is a person, a group or a location (for example, a conference room), for whom/which an
account has been set up on the SwyxServer. Each account on the SwyxServer is assigned a user
name, a PIN (Personal Identification Number), and usually a Windows user account (even
several, if necessary). The PIN is required for user authentification when using the SwyxPhone,
the desk telephone of the SwyxWare product family.
Each user’s individual settings will be stored centrally on SwyxServer (for example, entries in
the Personal Phonebook, forwarding definitions, or the assignment of extension numbers to
lines). This means that it doesn’t matter which PC or which SwyxPhone you logon to, you will
always find the same telephone environment!
Call permissions 21
If you share a SwyxPhone with someone, the system administrator must set up one user account
for both of you together. In such a case, you must discuss the password and the settings with
your partner so that you are both able to change the configuration.
1.10 Active Connection
An active connection is the period during a telephone call in which you can hear your
conversation partner and your partner can hear you.
1.11 Connection on Hold
A connection on hold is a telephone call you have placed but which you have interrupted for a
short time.
The subscriber put on hold hears music on hold. The call on hold can be reactivated. If you have
a second call on another line at the same time, the connection that was active until now will
become a connection on hold.
In this way, you can conveniently take several calls “simultaneously” and easily switch between
the individual callers (Call Swap).
Example:
Another call comes in for you while you are having a telephone conversation. The new call
is shown on your telephone display. If you take this call, the call which was just active will
be put on hold and the incoming call becomes active.
1.12 Call waiting
1.13 Conference
What is meant by… ?22
If you are in the middle of a telephone conversation and another call comes in, this call will be
shown on your telephone display and a call waiting tone (not actually ringing) will be played in
the active conversation. This procedure is known as Call Waiting. You can now decide whether
you would like to put the current call on hold in order to take the second call or whether you
would like to continue your call without interruption. If you take this call, the call which was
just active will be put on hold and the incoming call becomes active.
A conference is a call between at least three subscribers. You can start a conference if you have
created at least two connections. Each subscriber can add additional callers to an existing
conference.
Alternatively, the system administrator can create a conference room, which the conference
participants can call independently of one another.
For further information please refer to chapter 6.7, Conference,page85.
1.14 Call Swap
1.15 Incognito
1.16 Logoff
Call swapping is when you switch between an active call and one or more calls on hold. When
you do this, the currently active call will be put on hold and a call previously on hold will
become active. For further information please refer to chapter 5.9, How do I switch between
several subscribers (Call Swap)?,page57.
Incognito prevents the transmission of your telephone number to the subscriber called. This
means that your number will not be shown on the display of the person called at an external
destination.
Please remember that the “Incognito” function only applies to external calls. Telephone number
suppression when making external calls must also be supported by your ISDN line, otherwise
only the display of your extension number will be suppressed.
Logoff means that you log off from SwyxServer as a user. Your user data will remain on the
SwyxServer. The next time you log on to SwyxPhone with your PIN, you will once again find
your own button configuration.
You should not be irritated by different button labels if you use your PIN to log on to a
colleague’s SwyxPhone.
1.17 Telephone States
The following table includes a list of the different states which SwyxPhone can have and the
menu options available to you in each state.
Telephone State Meaning
Idle No line is currently in use All menu and button functions
Idle tone The handset is off hook, you hear the
Dialing The handset is off hook, you are dialing. Numeric Keypad
Ringing The handset is off hook, the number has
idle tone. A connection has not yet been
made.
been dialed, and it is ringing.
The following options are
available
Voicemail inquiry, all number
lists, Phonebooks, Speed Dials,
<Main Menu>:<Incognito
now!>, Redial, Function
buttons, Speaker buttons
Call Forwarding
Call Swap 23
Telephone State Meaning
The following options are
available
Active A connection exists Note, Phonebook, Call
Forwarding, Call Swap,
Speaker, Microphone, activate/
deactivate Secondary Call;
Disconnect will end the connection
On hold The connection is set up, the caller
hears music on hold
Voicemail inquiry, all number
lists, Phonebooks, Speed Dials,
<Main Menu>:<Incognito
now!>, Redial, Function
buttons, Speaker buttons
Call The telephone rings, the LED blinks;
A call waiting signal is produced in the
handset when a second call is received
Phonebooks, Call Swap, <Main
Menu>:<Pick Up/Reject>, Line
button, Disconnect, Speaker
activates the connection
Call Signaling A subscriber, who has defined you in
his call signaling, is called
Wrap Up Time You have ended a telephone call. The
Pick Up Button
<Main menu>:<Pick Up>
All menu and button functions
LED of the Line Button glows with
brief interruptions.
Callback request “Callback Requests” appears in the
display, meaning that another internal
subscriber would like you to call back.
Callback on busy You have left a callback on busy request
All menu and button functions
To call back, confirm the entry
in the “Callback Requests” list.
All menu and button functions
because the subscriber called is still on
the phone.
Once the call is ended, the telephone
will generate a callback tone to indicate
that you can now call back.
PC Operation per
CTI
The telephone is operated from a PC
(SwyxIt!).
All menu and button functions
are available to you, even on the
telephone.
Table 1-1 Telephone States
What is meant by… ?24
1.18 LED Displays
In the following table, you will find a brief overview of the LED displays, their meaning, and
the available options.
Button Display Meaning Action when button is pressed
Line
Line 1
Line 1
Line 1
Line 1
Line 1
Speed dial
Schmidt
Schmidt
Redial
Redial
Redial
Call Swap
Call Swap
LED off The line is idle LED glows
The target telephone number can be
entered.
LED blinks The line is active, an existing
connection is on hold
LED blinks
The line is active, incoming call The call can be picked up by pressing a
quickly
A call on hold is picked up again, the
LED glows.
button or by lifting the handset, the LED
glows.
LED glows The line is active, a connection
exists.
If another Line button or Speed Dial is
pressed in this state, the connection will
be put on hold; the LED will now blink.
The LED glows
with brief interruptions
LED glows A connection has been created to
The line is idle. The line is
disabled for incoming calls (wrapup time).
this subscriber.
If the Line Button is pressed while in this
state, the line becomes active again.
Then the line is no longer disabled.
A connection from you to this subscriber
will be created.
If call signalling to your phone has
been allowed: The subscriber is
currently telephoning.
LED off If call signalling to your phone has
been allowed: The subscriber is
Dials the defined number (immediately
or as a redial); LED glows.
not telephoning.
LED glows You are in the Redial List. The next entry in the Redial List is
shown.
LED off The Redial List will be displayed; LED
glows.
LED off The next line will be selected.
Call Forwarding
Call For.
LED glows Forwarding Unconditional (tempo-
rary / standard) or “Do Not
Disturb” is active.
Call Forwarding Unconditional is
switched off. LED goes out.
LED Displays 25
Button Display Meaning Action when button is pressed
Call For.
LED off Call Forwarding Unconditional
has not been activated.
Your default settings for Call Forwarding
Unconditional become active. LED
glows.
Call Transfer
Call Trans.
LED off If you have two calls, e.g. on Line 1 and
2, these will then be connected to each
other.
Pickup call
Pickup call
LED glows A call is signalled on your phone. You can take the call by lifting the
receiver. LED goes out.
Pickup call
LED off None.
Speaker
Speaker
LED glows The speaker is switched on. The speaker is switched off. LED goes
out.
Speaker
LED off The speaker is switched off. The speaker is switched on. Those
present in the room can listen along. The
handsfree microphone is switched on
when the handset is on hook. LED
glows.
Voicemail
Voicemail
LED glows You have a new Voicemail. You are connected to the remote inquiry
of your Voicemail. LED goes out.
Voicemail
LED off You have no new Voicemails. You are connected to the remote inquiry
of your Voicemail.
Conference
Conference
LED glows You have started a conference. If you call another subscriber on another
line, you can add this subscriber to the
Conference by pressing a button.
1.19 Acoustic Signals
The following table provides a brief overview of the most important acoustic signals and their
meaning.
Signal Sound Meaning
Ringing This sound is produced for incoming calls. You can choose diffe-
Idle tone This sound is heard before a connection is made.
Stuttered Dial Tone You have a new Voicemail.
Busy Signal Produced after dialing a subscriber whose line is busy.
What is meant by… ?26
rent ring tones for different calls (e.g. from certain numbers or
internal and external calls).
Signal Sound Meaning
Call Waiting Signal Generated for a subscriber whose line is busy, who is telephoning
when a further call is received which can be picked up on another
line. This is assuming that the "Do not disturb" or "Disable
secondary call" functions have not been activated.
Call Signaling This sound is played when the destination subscriber has not
picked up the call and the Timer (10 seconds) has expired. Acoustic signaling in the form of an attention tone takes place only once
if call signaling is activated.
Callback Signal This tone is generated when you leave a "Callback on busy"
request. The other subscriber has ended his call. If you confirm
the callback, a connection will be initiated.
Direct Call Signal This tone is produced at the beginning of a direct call. Another
internal subscriber, to whom you signal your status, has initiated a
direct call connection to you and the telephone activates the
speaker. If you would like to answer the subscriber, please lift the
handset.
Button signal This sound is produced if no function has been assigned to the
button you have pressed or if it is not possible to execute the
function at this time.
The button signal will also be produced when entering alphanumeric names, if SwyxPhone is ready to receive an additional
character.
1.20 Call Routing
1.21 Voicemail
Call Routing refers to the treatment of incoming calls according to pre-defined rules, for
example, the forwarding of incoming calls to another subscriber.
Call Routing Manager provides you with an extremely powerful instrument in SwyxIt! which
will significantly improve the availability in your company while greatly reducing the number
of “lost calls”. The Call Routing Manager is equipped with a Rule Wizard to help you change or
redesign rules.
Please remember that the administrator must grant you the right to create rules with the Call
Routing Manager.
The Graphical Script Editor provides other options for call handling and it allows you to
graphically display even a complex set of rules. Rules created in this manner can only be used if
the option pack ‘Extended Call Routing’ has been installed on the SwyxServer. For further
information please refer to the documentation 'Call Routing Manager'.
SwyxWare provides its users with a personal answering machine. If you have e-mail access,
your Voicemails will be sent to your e-mail address if this has been set for your SwyxPhone
during installation: The Voicemails will be in your mailbox and you can then play the messages
Call Routing 27
on your PC. The Voicemail functionality goes far beyond the performance of a traditional
answering machine. It allows you, for example, to use caller-, time-, and date-specific
announcements, to forward voice messages in the form of an e-mail to another address, or even
to make them available to an entire distribution list – with just a single click of the mouse.
Alternatively, you can listen to and manage the messages left for you from your SwyxIt!, your
SwyxPhone or from another telephone line per remote inquiry.
For further information please refer to chapter 6.2, Voicemail inquiry, page 73.
1.22 Remote Inquiry
Remote Inquiry enables you to listen to your Voicemails from any telephone. When you are
called at your SwyxWare number, you identify yourself to SwyxWare with your PIN and only
then can you listen to, repeat, or delete the new Voicemails and afterwards all existing
Voicemails. In addition, you can change the destination of the Call Forwarding Unconditional or
record a new announcement.
1.23 CTI
With the CTI functionality you can dial the person you wish to speak to on your PC (SwyxIt!),
e.g. from Outlook or Lotus Notes Contacts but the call will be made as usual via the telephone
device. Even if SwyxPhone is controlled from another CTI-SwyxIt!, all telephony functions are
available to you at any time directly on SwyxPhone.
1.24 Callback request
SwyxWare offers the option of leaving callback requests on other internal subscribers’ phones.
The subscriber can then call back later. If the subscriber you are calling is busy, you can start a
“Callback on busy”. In this case an new call is suggested as soon as the subscriber is available
again.
1.25 Wrap Up Time
You can specifically block a line for further incoming calls, for example, in order to have
enough time to process a customer inquiry after a call from a customer.
1.26 Intercom Connection
You can directly speak to a colleague, who signals you his status. This means that when
selected, the call will be immediately initiated if this colleague is logged on and is not currently
on the phone. In the case of SwyxPhone the telephone speaker is activated and in the case of
SwyxIt! the PC speakers are activated and the caller can immediately give his message. This is
only possible if you have assigned a Speed Dial and status signaling is activated for the
employee who is to be addressed.
What is meant by… ?28
2 Set It Up & Log On
This chapter provides information concerning the requirements and settings necessary for initial
operation of SwyxPhone.
2.1 Scope of supply
The following items are included in the package:
• SwyxPhone
• telephone handset and spiral cable
• Quickstart “SwyxPhone”
• network cable
• insertion cards and plastic covers for the programmable buttons (for SwyxPhone L4xx
only)
• cover for cable guide
If you would like to install SwyxPhone as a wall device, you will need an extension. In this is
the case, you should contact your system administrator.
The SwyxWare CD includes label templates for the SwyxPhone L4xx models: you can adapt
these templates to your key configuration and print them.
2.2 System Requirements
The following requirements must be fulfilled to be able to make phone calls with SwyxPhone:
• Power supply (Mains Power Supply or Power over LAN)
• network with TCP/IP protocol
• operable 10/100 Base-T-Ethernet connection
• installed and operable SwyxServer
• SwyxWare user account and PIN must be set up on the SwyxServer
To minimize the time and effort spent on configuring SwyxPhone, we recommend using a
configured DHCP server.
2.3 Connect SwyxPhone
The power supply for your SwyxPhone can either be provided over the LAN cable or over a
mains power supply.
Power Supply Over Mains Power Supply
A mains power supply for power supply is not included in your SwyxPhone package. This
device must be ordered separately. A mains power supply can provide power to two
SwyxPhones at the same time.
29
Connect SwyxPhone
Power Supply Over LAN
If your network supports power supply over the LAN (Power over LAN), you can supply power
to your SwyxPhone even without a mains power supply.
This is how you connect SwyxPhone
1. Connect the handset cable (short straight end) to the telephone handset. Both ends of the
handset cable are equipped with identical four-pole RJ-11 plugs.
2. Plug the long end of the handset cable into the RJ-11 jack (3) on the underside of the
telephone.
3. Plug the LAN cable (RJ-45 plug) in the LAN jack (2) on the underside of the telephone and
then connect your SwyxPhone to the Ethernet data network.
4. If necessary, plug the RJ-11 plug of the mains power supply into the jack for the power
supply (1).
5. Place the handset cable in the provided guide groove on the underside of the telephone.
6. Secure the network cable using the supplied plastic panel.
For instructions on how to connect a headset to a SwyxPhone1, please see Chapter 6.8, Using a
headset,page90.
1. RJ-11 jack for power
supply (mains power
supply)
2. RJ-45 jack for the
connection to the LAN
3. RJ-11 jack for the
handset cable
Figure 2-1 Back of the SwyxPhone L420e
1.This functionality is not available for every SwyxPhone model.
Set It Up & Log On30
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