TIPTEL 540 office User Manual
Manual (UK)
Professional answering machine with
time control, SMS service and message
transfer
tiptel 540 office
tiptel
Safety instructions
3
Safety instructions
When installing, connecting and operating the tiptel 540 office please observe the
following instructions:
•
Connect the connection cable to the appropriate sockets.
•
Make sure the cables are laid in such a way that accidents cannot occur. Connected cables must not be subject to excessive mechanical strain.
•
Install the device away from sources of electrical disturbance.
•
Only attach accessories authorised for this device.
•
Never open the device yourself. Do not use sharp or metal objects on the wrap
connections.
•
Use only a soft damp cloth to clean the device. Do not use abrasive liquids or
chemicals to clean the device.
•
Protect the device from moisture, dust, liquids and vapours.
•
Do not use the device where there is direct sunlight.
•
Do not use the device in areas where there is a risk of explosions.
•
Only use the original tiptel power adapter and the original tiptel telephone connection cable.
Button allocation
4
Button allocation
Playback: Starts playback of incoming messages that have not yet been
listened to. If pressed during playback lets you repeat the last 3 seconds.
Stop: Ends the current function; is used to close open menus.
Answering mode:
Switches answering mode on or off.
Menu: Opens the menu. For text entries is used as the entry button for letters
and numbers.
Message: When pressed briefly starts playing current message back. When
pressed and held starts recording the current message. For text entries is used
as the entry button for letters and numbers.
Message transfer:
Switches message transfer on or off. For text entries is
used as the entry button for letters and numbers.
Timer: Switches timer on or off. For text entries is used as the entry button for
letters and numbers.
Secondary function: Enables a secondary function. For text entries is used as
the entry button for letters and numbers.
Control button
(up): Opens the call list, is used to navigate through and make
settings in the menus.
Control button (down): Opens the telephone book, is used to navigate through
and make settings in the menus.
or
Control buttons (left/right): changes the volume, is used to navigate through
and make settings in the menus.
Button allocation
5
Selection button
: Used to select from menus, entry fields and functions that
are displayed next to the corresponding button.
and
Secondary function and playback can be pressed in succession: Starts
playback for all incoming messages. Playback starts with the oldest and ends
with the newest recording.
and
Secondary function and Control button (down) pressed in succession:
Opens the entry field for the telephone book.
and
Secondary function
followed by pressing and holding
message
: Starts
recording the outgoing message via the audio input.
and
Secondary function and Answering mode pressed in succession: opens the
settings and activates the absence manager.
User elements
6
User elements
SMS-LED Flashes when there are new, unread short messages. Flashes quickly if the
mail inbox is full and there is no more memory for new short messages.
LED in the answering
mode button
Is lit when answering mode is switched on (answering machine active).
LED in the playback
button
Flashes when there are new, unread incoming messages. Flashes quickly
if the memory is full and there is no more space for new incoming messages.
Contents
7
Contents
Safety instructions ..........................................................................................3
Button allocation .............................................................................................4
User elements .................................................................................................6
Contents ..........................................................................................................7
Display symbols..............................................................................................10
Getting started.................................................................................................12
Parts supplied .............................................................................................12
Installation ................................................................................................... 12
Connecting.................................................................................................. 12
Outgoing messages........................................................................................14
General........................................................................................................ 14
Sample outgoing messages....................................................................... 14
Recording an outgoing message ............................................................... 15
Recording OGMs from an external signal source...................................... 16
Checking OGMs .........................................................................................17
Deleting OGMs............................................................................................ 17
Answering mode .............................................................................................18
Playing back and deleting incoming messages............................................19
Playing back new incoming messages...................................................... 19
Playing back all incoming messages......................................................... 19
Repeating.................................................................................................... 20
Pausing playback .......................................................................................20
Skip ............................................................................................................. 20
Fast forward and rewind ............................................................................. 20
Deleting individual incoming messages..................................................... 21
Deleting all incoming messages ................................................................ 21
Dialling the caller directly............................................................................ 21
Monitoring/Personal info (memo) ..................................................................22
Monitoring telephone calls .........................................................................22
Personal info (playback)............................................................................. 23
Absence manager ...........................................................................................24
Call list ............................................................................................................. 26
Contents
8
Telephone book ..............................................................................................28
General........................................................................................................ 28
Entering and saving entries ........................................................................ 28
Summary of possible characters................................................................31
Search entries ............................................................................................. 31
Checking and changing entries ................................................................. 32
Personal OGM (call filter)............................................................................ 33
Vocal clip..................................................................................................... 34
Dialling from the telephone book ............................................................... 35
Automatic redialling /Automatic call back when engaged (CCBS) ........... 36
Message function............................................................................................37
Remote access................................................................................................38
Remote access ........................................................................................... 38
Remote access functions ...........................................................................39
Remote activation of the answer mode...................................................... 42
Short messages (SMS) .................................................................................. 43
Configuring the telephone connection....................................................... 43
Registering and de-registering with your message center ........................ 44
Entry options for short messages............................................................... 44
Inbox ...........................................................................................................45
Outbox......................................................................................................... 47
Sending a message (SMS)......................................................................... 49
Templates ...................................................................................................51
Message center ..........................................................................................52
Timer ................................................................................................................ 53
Setting options for timer .............................................................................53
Programming timer ..................................................................................... 54
Sample programming for timer .................................................................. 55
Switching on timer ......................................................................................56
Message transfer ............................................................................................57
Setting options for message transfer .........................................................57
Settings for message transfer..................................................................... 58
Message transfer by SMS........................................................................... 60
Sample call number entries........................................................................ 61
Switching on message transfer ..................................................................61
Individual ringing tone....................................................................................62
Contents
9
Call forwarding................................................................................................64
Setting options for call forwarding.............................................................. 64
Settings for call forwarding......................................................................... 64
Sample call forwarding entries ...................................................................67
Automatic monitoring .....................................................................................68
Setting options for automatic monitoring................................................... 68
Settings for automatic monitoring .............................................................. 69
Security lock....................................................................................................70
Locking the device/Changing PIN..............................................................70
Unlocking device ........................................................................................ 71
Mailboxes ........................................................................................................72
General........................................................................................................ 72
Setting options for mailboxes..................................................................... 72
Setting up mailboxes ..................................................................................73
Using the mailboxes ................................................................................... 75
Remote access to mailboxes...................................................................... 76
Automatic call forwarding to the mailbox ................................................... 76
Settings............................................................................................................77
Setting options............................................................................................ 77
Setting menu...............................................................................................80
Adjusting the volume ..................................................................................81
Service menu................................................................................................... 82
Appendix.......................................................................................................... 84
Service ........................................................................................................84
Guarantee ...................................................................................................84
CE sign........................................................................................................ 85
Ecological information ................................................................................86
Troubleshooting..........................................................................................86
Delivery status............................................................................................. 88
Technical Data ............................................................................................ 90
Index ................................................................................................................91
Brief operating instructions............................................................................93
Operating card for remote control .................................................................95
Display symbols
10
Display symbols
Answering mode switched on.
Answering mode switched on,
new incoming messages
available.
Playback
Caller's number, telephone
answering mode.
Recording taking place,
microphone on.
Call forwarding
Monitoring active
Volume
General recording
Remaining incoming message
capacity
Timer on, switching time, time
Secondary function
Message transfer switched on
Enter a call number from the
telephone book
Selected outgoing message.
Delete
Search forwards
Automatic call back
Search backwards
Redial
Call unsuccessful
Call successful
Branch to a sub-menu
Mailbox 1 set up, new incoming
messages available
Device locked
Mailbox 1 set up
Ongoing recording via audio
input
Delete
Inbox old
Inbox new
Display symbols
11
Entry (text) possible
Notes on errors and operation
Send/receive short message
Switch on/off basic settings,
software update, call forwarding
Automatic answering, line busy
Appointment, absence manager
active
Ringing signal for incoming calls
Transfer telephone book to a
second device
Outgoing call
Getting started
12
Getting started
Parts supplied
Your tiptel 540 office package contains:
•
tiptel 540 office
•
Telephone connection cable
•
Mains plug 11.5V / 350 mA
•
2 transfer cables pin/pin and pin/cinch
•
Operating instructions with separable brief operating instructions and operating
card for remote control
Installation
Your tiptel 540 office has been produced for normal operating conditions. Solutions
in furniture varnish, cleaning oils or paint cleaners can loosen the base. Bases that
have been altered in this way may leave tracks behind on the furniture.
Therefore use a non-slip underlay especially for new or freshly treated furniture.
Connecting
Before you can use your tiptel 540 office you first need to connect all the necessary
cables.
1 Fit the small connector of the mains plug into the "POWER" jack and the plug
into a 230 V socket outlet.
2 Fit the small connector of the telephone connection cable into the "LINE" jack
and the other connector into the telephone socket.
3 If you want to transfer incoming messages to an external medium fit the trans-
fer cable with the jack plug to the "OUT" socket and the cinch plug to the audio input on the external device (audio system, cassette recorder etc.).
Getting started
13
4 If you want to record outgoing messages from an external source fit the trans-
fer cable with the jack plug to the "IN" socket and the cinch plug to the audio
output on the external device (audio system, cassette recorder etc.).
5 If you want to transfer the telephone book from one different tiptel 540 office to
another use the transfer cable with two jack plugs. Fit the plugs to the "OUT"
socket on one device and the "IN" socket on the other.
Outgoing messages
14
Outgoing messages
General
Your tiptel 540 office has 5 individual outgoing messages (OGM 1-5) and one preconfigured outgoing message (OGM 6). You can select the OGMs via the selection
button next to the OGM symbol. OGM 6 can not be personalised. A distinction is
made between two types of outgoing message: OGMs with and without the option
to record an incoming message. For OGMs that can record an incoming message
the caller can leave a message after the OGM. For OGMs that cannot record an incoming message (OGM only) the caller is given information but cannot leave a
message.
Sample outgoing messages
Outgoing message with incoming message option
Hello, this is the connection for Manfred Miller from … I am currently away from the
office and expect to return by [time]. You can reach me in person between [time]
and [time] or call me on … Alternatively, you can leave your name and number and
I will call you back. Please speak after the beep.
Outgoing message without incoming message
Hello, this is Marc Stern, sales representative for … in … My office is temporarily
closed due to illness (annual holidays etc.). Please call Mr. …, in … on … He will be
happy to assist you. Thank you for your call. Goodbye.
Outgoing messages
15
Recording an outgoing message
Select the desired OGM using the
selection button next to the OGM
symbol.
The selected OGM is displayed next to the
symbol on the bottom right of the display.
Press and hold OGM.
Wait, you will hear a short tone, a microphone is displayed to signal ongoing incoming message.
Start speaking (maintain approx. 5
cm distance from the microphone).
The display shows the time that you have
been speaking.
Release OGM to interrupt recording.
"With incoming message" and "Without
incoming message" is displayed.
To continue the recording press and
hold OGM again.
The recording continues.
To cancel the recording press stop. The recording is cancelled.
Using the selection button next to the
relevant line select whether the OGM
should provide the option of leaving
an incoming message or not.
The OGM is completed and is played back
for verification purposes. If the OGM gives
the option of recording and ICM you will
hear a beep at the end. If the OGM does
not give the option of recording you will
hear two beeps at the end.
If you record OGM 5 without the option to record (OGM only) when the incoming message capacity is full your tiptel 540 office switches to this OGM
automatically.
Outgoing messages
16
Recording OGMs from an external signal source
You can also record professional outgoing messages via the audio input from an
external signal source (e.g. cassette recorder).
Select the desired OGM using the
selection button next to the OGM
symbol.
The selected OGM is displayed next to the
symbol on the bottom right of the display.
Press secondary function The secondary function symbol is dis-
played.
Press and hold OGM. Wait, you will hear a short tone, a cassette
is displayed to signal an ongoing recording.
Start the playback for the external
signal source.
You can follow the ongoing recording via
the loudspeaker. The display shows the
time that you have already been recorded.
To end the recording release OGM. "With incoming message" and "Without
incoming message" is displayed.
Using the selection button next to the
relevant line select whether the OGM
should provide the option of leaving
an incoming message or not.
The recording is completed and is played
back for verification purposes. If the OGM
gives the option of recording an ICM you
will hear a beep at the end. If the OGM
does not give the option of recording you
will hear two beeps at the end.
Outgoing messages
17
Checking OGMs
Select the desired OGM using the
selection button next to the OGM
symbol.
The selected OGM is displayed next to the
symbol at the bottom right of the display.
Press OGM
briefly
. The OGM is played back. The playback
symbol, the time that you have already
heard and the number of the current OGM
are displayed.
The volume can be set using the
control buttons (left/right).
Deleting OGMs
Press the selection button next to the
delete symbol speed during playback.
The current OGM is deleted.
Answering mode
18
Answering mode
Ensure that sufficient incoming message capacity is available. If necessary
delete individual or all incoming messages.
If required select the OGM using the
selection button next to the OGM
symbol.
The selected OGM is displayed next to the
symbol on the bottom right of the display.
The symbol flashes if the OGM has not
been recorded or has been deleted.
Press answering mode. The LED in the answering mode button
lights up. For OGMs "without the option to
record" a telephone with the number of
calls is displayed. For OGMs "with the option to record" in addition the number of
incoming messages is shown in large digits to the right of the telephone.
If the caller's number is transferred during
a call the display changes and the call
number is displayed. If the telephone
number matches one from the telephone
book, the caller's name is displayed.
The volume can be set using the
control buttons (left/right).
Incoming messages can be screened. You
can accept the call at any time by lifting the
telephone receiver. The playback button
flashes if you have new, unread messages.
Press answering mode again to
switch off answering mode.
Further incoming calls will not be answered. The standby status is displayed.
If you record OGM 5 without the option to record (OGM only) when the incom-
ing message capacity is full your tiptel 540 office switches to this OGM automatically. Otherwise the device leaves the answering mode and does not respond to further calls.
Playing back and deleting incoming messages
19
Playing back and deleting incoming messages
Playing back new incoming messages
Press playback.
The volume can be set using the
control buttons (left/right).
Starts playback of unheard incoming messages. The current number, remaining
playback time and date and time of the
incoming message are displayed. If the
caller's telephone number is transferred
during a call then this is also displayed. If
the telephone number matches one from
the telephone book, the caller's name is
displayed.
The LED in the playback button flashes if you have new, unread messages.
Playing back all incoming messages
Press secondary function The secondary function symbol is dis-
played.
Press playback. The playback starts with the first incoming
message.
You can also transfer incoming messages via the audio output on an external
device (e.g. cassette recorder). The transfer starts automatically with the playback function.
Playing back and deleting incoming messages
20
Repeating
Press playback during playback. The last three seconds are repeated.
Pausing playback
Press stop. Playback is paused.
Press playback. Playback continues.
Skip
Press the selection button next to the
go backwards or forwards symbol.
The incoming message you are listening to
is skipped or repeated.
Fast forward and rewind
Press and hold the selection button
next to the go backwards or forwards
symbol.
Playback is interrupted and the display
counts down or up the playback time.
Playing back and deleting incoming messages
21
Deleting individual incoming messages
Press the selection button next to the
delete symbol during playback.
The current incoming message is erased.
New message numbers are assigned to all
incoming messages that follow.
Deleting all incoming messages
Press stop. The display shows standby and answering
mode.
2s
Press the selection button next to the
delete symbol for 2 seconds.
All incoming messages are deleted.
Dialling the caller directly
Press the selection button next to the
displayed telephone number or the
name during playback.
The device starts dialling the selected
telephone number. Dialling can be
screened via the loudspeaker.
After dialling accept the call by lifting
the receiver.
The display shows a stopwatch that counts
the duration of the current call.
Monitoring/Personal info (memo)
22
Monitoring/Personal info (memo)
Monitoring telephone calls
You can record the content of important calls.
Press the selection button next to the
record symbol speed during a call.
The device starts to record. A lifted telephone receiver is displayed so as to indicate an ongoing recording.
To end the recording press stop or
hang up.
The standby status is again displayed. If
answering mode was activated before, this
continues.
A monitoring recording is stored as any other regular recording and can be
played back at any time.
You can also transfer recordings via the audio output on an external device
(e.g. cassette recorder). The transfer starts automatically with the playback
function.
Monitoring/Personal info (memo)
23
Personal info (playback)
You can record personal information via the in-built microphone.
Press the selection button next to the
record symbol.
Wait, you will hear a short tone, a microphone is displayed to signal ongoing recording.
Start speaking (maintain approx. 15
cm distance from the microphone).
The display shows the minutes and seconds that you have been speaking.
To stop the recording press stop. The recording ends. The LED in the play-
back button flashes to signal a new message. If answering mode was activated
before, the incoming message counter
increases by 1.
You can also record your personal info during answering mode. Other people
can call this up using the remote control code.
Absence manager
24
Absence manager
If you leave your office for a while, for example to attend a meeting, your tiptel 540
office can inform your callers as to when you will be available again. Callers will
hear this message:
"Hello, the person you are trying to call will be available again from … I repeat [time]
… Thank you, the device will switch off."
After the set time has passed your tiptel 540 office switches this message off automatically.
Press secondary function The secondary function symbol is dis-
played.
Press answering mode. The display changes and shows the cur-
rent date and time.
The hours flash.
Set the desired time using the control
buttons (up/down, left/right).
The display shows the absence time that
will be announced.
You can also reset the date entry
using the selection button next to the
date.
The day flashes.
Set the desired date using the control
buttons (up/down, left/right).
If you change the date the message will
also announce the day and month.
Absence manager
25
Press stop. The setting is complete, the LED in the
answering mode button lights up and the
display shows the absence time. Calls are
answered and the caller hears the absence message.
Press Answer mode to end the absence manager ahead of time.
The display changes and returns to the
initial state.
Timer switching times are not activated when the absence manager is active.
Call list
26
Call list
The last 50 calls received are saved in call list with their date and time. If the caller's
telephone number is transferred during a call then this is also displayed. If the telephone number matches one from the telephone book, the caller's name is displayed. The call list also provides information on whether the call was successful
(conversation took place or a message was left). You can select the telephone
numbers from the call list directly by pressing the button. You can delete individual
entries or the complete list. You can transfer telephone numbers directly into the
telephone book.
Press control button (up). The display shows the newest entry from
the call list. A smiling or sad face indicates
whether the connection was successful or
whether the caller hung up without being
answered.
You can search the whole list using
the control buttons (up/down).
To call a caller back press the selection button next to the telephone
number.
The telephone number is dialled automatically.
To copy the telephone number to the
telephone book, press the selection
button next to the sub-menu symbol.
The entry field for the telephone book is
displayed with the copied telephone number. Now all you have to do is enter the
name.
Call list
27
To delete an entry press the selection button next to the delete symbol.
The entry is deleted.
2s
To delete the whole call list press the
selection button next to the delete
symbol for 2 seconds.
The entire call list is deleted.
To exit the list press stop. The initial state is again displayed.
Telephone book
28
Telephone book
General
The telephone book manages the names and telephone numbers of your business
partners. You can save up to 100 entries. An entry comprises the name (search
term) and the telephone number. The name must begin with a letter and the telephone number should begin with an area code so that the corresponding name can
be displayed later when the call number is received. You can do without entering
the code for your local network if you have already done so in the settings (refer to
Page 77 "Settings/Own number". All entries are sorted alphabetically.
You also have the option of assigning an individual ringing tone (refer to Page 34
“Vocal clip”) or a personalised OGM (refer to Page 33 "Personal outgoing message"
to an entry. If at a later stage the call number for this entry is received you will hear
the individual ringing tone from the device's loudspeaker or the caller will hear the
special OGM that you have assigned to him.
Entering and saving entries
Press secondary function The secondary function symbol is dis-
played.
Press control button (down). The entry field for the name and the tele-
phone number are displayed. The cursor is
positioned in the name field.
If required change occupancy of the
entry buttons by pressing the control
button (up) (refer to p. 31, "Summary
of possible characters" table).
The display shows the possible occupancies:
↑(ABC) = Capital letters
↑(abc) = Small letters
↑(12!?) = Numbers and special characters
Telephone book
29
...
Enter name. You reach the individual
letters by pressing the individual entry button once or more.
Example: You require "M". Press
forwarding button three times (the
"M" is in the third position on this
button).
The entry location flashes.
Press control button (right) to move
to the next entry location.
The cursor moves to the next entry location.
Use the control button (left) to move
the cursor one place backwards, for
example to overwrite a character.
The cursor moves to the left.
You can insert a character by pressing the control button (down).
An empty space is inserted to the left of
the cursor.
To delete an entry move the cursor
to the location and press the selection button next to the delete symbol.
The character under the cursor is deleted.
2s
To delete the whole entry press the
selection button next to the delete
symbol for 2 seconds.
The whole entry is deleted.
Press the selection button next to the
empty entry field for the telephone
number.
The cursor appears in the telephone number entry field.
Enter the first digit of the call number
using the control buttons (up/down).
Digits and special symbols are displayed.
The special symbols have the following
meanings:
~ = Wait for dial tone / 3 Sec. pause
i = Internal (for PABX)
F = Flash (for PABX)
H = Hook flash (for PABX)
Press control button (right) to change
to the next entry location.
The cursor to the next entry location.
Use the control button (left) to move
the cursor once place backwards, for
example to overwrite a character.
The cursor moves to the left.
You can insert a character by pressing secondary function and the con-
An empty space is inserted to the left of
the cursor.
Telephone book
30
trol button (down).
To delete an entry move the cursor
to the location and press the selection button next to the delete symbol.
The character under the cursor is deleted.
2s
To delete the whole entry press the
selection button next to the delete
symbol for 2 seconds.
The whole entry is deleted.
To stop the entry press stop several
times.
The entry is stored. The initial state is
again displayed.
For PABX the prefix for the public telephone network is dialled before each
call number (refer also to Page 79 "Settings, PABX/prefix"). To suppress this
enter "i" before internal call numbers.
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