TIPTEL 540 SD User Manual
Manual (en)
Professional answering machine with
memory card, time control, SMS service
and message transfer
tiptel 540 SD
tiptel
Safety instructions
3
Safety instructions
The device may not be installed or operated in the following environments:
o in the open
o in damp or wet rooms (bathroom, shower, swimming pool ...)
o at locations with direct sunlight
o in explosive areas
o with ambient temperatures below 0 °C or above 40 °C
o with strong concussions or vibrations
o in dusty environment
During a thunderstorm you should neither use the phone nor connect or disconnect
any cables (Danger of an electric shock when a lightning hits the telephone network).
Unauthorized removal of the telephone system's cover or inappropriate repairs may
result in hazard for the user.
When disposing of the device all applicable national laws and regulations must be
obeyed.
The socket outlet must be near this facility and be easily accessible.
Install all connection cables with care so that no tripping hazards result from the in-
stallation. Connection cables may not be bent excessively, pulled, or stressed mechanically. Connection cables may only be installed inside of buildings.
ISDN connections, data and audio ports are SELV circuits and may only be con-
nected to circuits which are also SELV themselves.
With any malfunction the power cord must be removed from the wall outlet and all
telecommunication cables must be disconnected.
You may only use and connect headsets that meet the safety requirements of IEC
60950 item 6.2 (connection to TNV 3 circuits). For more information please contact
your specialist dealer or the headset manufacturer.
Installations must be carried out by persons having the appropriate technical train-
ing and experience necessary to be aware of the hazards to which they are exposed
in performing a task and of measures to minimise the danger to themselves or other
persons.
Applicable regulations in accordance with IEC60950 and IEC60364 have to be ob-
served.
Equipment with connection to AC supply circuits may lead to an accumulation of
contact currents at the telephone system. The service personnel must make sure
that the touch current (leakage current) at no time will exceed 3.5 mA.
Devices with protective earth plugs (safety plugs) may only be connected to wall
outlets with protective earth contact.
Before opening the cabinet the system must be disconnected from mains (remove
power cord) and from any telecommunication cables
Power supplies may only be used if approved by the manufacturer
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
t
hrough 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 key (up) pressed consecutively: Message
list will be opened
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
t
he mail inbox is full and there is no more memory for new short mes-
sages.
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.
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
Notes on memory cards ............................................................................. 13
Outgoing messages ........................................................................................ 15
General ........................................................................................................ 15
Sample outgoing messages ....................................................................... 15
Recording an outgoing message ............................................................... 16
Recording OGMs from an external signal source ...................................... 17
Notes for sound studios .............................................................................. 18
Checking OGMs .......................................................................................... 18
Deleting OGMs ............................................................................................ 19
Answering mode ............................................................................................. 20
Playing back and deleting incoming messages ............................................ 22
Playing back new incoming messages ...................................................... 22
Playing back all incoming messages ......................................................... 22
Play back of individual messages .............................................................. 23
Repeating .................................................................................................... 23
Pausing playback ........................................................................................ 23
Skip ............................................................................................................. 23
Fast forward and rewind ............................................................................. 24
Deleting individual incoming messages ..................................................... 24
Deleting all incoming messages ................................................................. 24
Dialling the caller directly ............................................................................ 24
Monitoring/Personal info (memo) .................................................................. 26
Monitoring telephone calls ......................................................................... 26
Personal info (playback) ............................................................................. 27
Absence manager ........................................................................................... 28
Contents
8
Call list ............................................................................................................. 30
Telephone book .............................................................................................. 32
General ........................................................................................................ 32
Entering and saving entries ........................................................................ 32
Summary of possible characters ................................................................ 35
Search entries ............................................................................................. 35
Checking and changing entries .................................................................. 36
Personal OGM (call filter) ............................................................................ 37
Vocal clip ..................................................................................................... 38
Dialling from the telephone book ............................................................... 39
Automatic redialling /Automatic call back when engaged (CCBS) ........... 40
Message function ............................................................................................ 41
Remote access ................................................................................................ 42
Remote access ........................................................................................... 42
Remote access functions ............................................................................ 43
Remote activation of the answer mode ...................................................... 46
Short messages (SMS) .................................................................................. 47
Configuring the telephone connection ....................................................... 47
Registering and de-registering with your message center ........................ 48
Entry options for short messages ............................................................... 48
Inbox ........................................................................................................... 49
Outbox ......................................................................................................... 51
Sending a message (SMS) ......................................................................... 53
Templates.................................................................................................... 55
Message center ........................................................................................... 56
Timer ................................................................................................................ 57
Setting options for timer ............................................................................. 57
Programming timer ..................................................................................... 58
Sample programming for timer .................................................................. 59
Switching on timer ...................................................................................... 60
Message transfer ............................................................................................ 61
Setting options for message transfer ......................................................... 61
Settings for message transfer ..................................................................... 62
Message transfer by SMS ........................................................................... 64
Sample call number entries ........................................................................ 65
Switching on message transfer .................................................................. 65
Individual ringing tone .................................................................................... 66
Contents
9
Call forwarding ................................................................................................ 68
Setting options for call forwarding .............................................................. 68
Settings for call forwarding ......................................................................... 68
Sample call forwarding entries ................................................................... 71
Automatic monitoring ..................................................................................... 72
Setting options for automatic monitoring ................................................... 72
Settings for automatic monitoring .............................................................. 73
Security lock .................................................................................................... 74
Locking the device/Changing PIN .............................................................. 74
Unlocking device ........................................................................................ 75
Mailboxes ........................................................................................................ 76
General ........................................................................................................ 76
Setting options for mailboxes ..................................................................... 76
Setting up mailboxes .................................................................................. 77
Using the mailboxes ................................................................................... 79
Remote access to mailboxes ...................................................................... 80
Automatic call forwarding to the mailbox ................................................... 80
Settings ............................................................................................................ 81
Setting options ............................................................................................ 81
Setting menu ............................................................................................... 84
Adjusting the volume .................................................................................. 85
Service menu .................................................................................................. 86
Appendix ......................................................................................................... 87
Service ........................................................................................................ 87
Guarantee ................................................................................................... 87
CE sign ........................................................................................................ 89
Troubleshooting .......................................................................................... 89
Firmware-Update ........................................................................................ 90
Delivery status ............................................................................................. 91
Technical Data ............................................................................................ 93
Index ................................................................................................................ 94
Brief operating instructions ............................................................................ 97
Operating card for remote control ................................................................. 99
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
t
elephone 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, old message,
already listened to
Inbox new, new message, not
yet listened to
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 SD package contains:
tiptel 540 SD
Telephone connection cable
Mains plug 11.5V / 350 mA / 50 Hz
2 transfer cables pin/pin and pin/cinch
Operating instructions
Memory card
Installation
Your tiptel 540 SD 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 SD 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 (Socket for auxiliary device).
3 Insert memory card to dead stop into corresponding slot (see picture).
4 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.). You
may also connect PC loudspeakers (active speakers) to the "OUT" connector.
Getting started
13
5 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.).
6 If you want to transfer the telephone book from one different tiptel 540 SD 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.
7 After the first start-up the device will ask you to select the language you wish
to use. Use the control keys (up and down) to select the desired language.
Then exit the menu by pressing the stop key.
Notes on memory cards
Your tiptel 540 SD supports all standard SD (Secure Digital) and MMC (Multi Media
Card) memory cards with a capacity between 32 MB and 2 GB. Memory cards are
offered by many manufacturers with different grades of quality, so that we cannot
recommend a special card or manufacturer.
If the device reports a memory card error or you observe gaps in your recordings
you should use a memory card of another manufacturer.
Memory use is - depending on the recording quality selected - between one and
two minutes per MByte. With a 512 MByte memory card this will result in some 8.5
or 17 hours.
Once you insert a new memory card a directory call "TIPTEL" will be created. This
directory can contain up to 999 recordings. In case you have set up mailboxes the
device will create sub-directories (MBX1, MBX2, etc.). Each mailbox directory can
contain up to 99 recordings.
The memory card must be formatted the FAT16 file system. In case there is an error
message upon inserting the card you can re-format it in the device. All data on the
card, however, will get lost this way.
If you wish to use memory cards with more than 2 GByte (e.g. 4 GByte) the card
must be formatted once in your tiptel 540 SD. The device will partition the card in
such a way that there is only one partition with the size of 2 GByte is available. This
operation cannot be undone.
A standard card reader in your computer can be used to read out the memory card,
so that you can archive recordings to your computer or just play them back on your
computer. Recordings that have been edited or renamed by your computer can no
longer be played back with your tiptel 540 SD.
Getting started
14
Only replace the memory card in the devices basic mode. Never replace or
pull the card during play back or recording.
Outgoing messages
15
Outgoing messages
General
Your tiptel 540 SD 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 cannot 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
16
Recording an outgoing message
Select the desired OGM using the
selection button next to the OGM
symbol. Prior pressing of
allows you to browse in reverse.
The selected OGM is displayed next to
t
he symbol on the bottom right of the
display.
Press and hold OGM. Wait, you will hear a short tone, a micro-
phone 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
t
he 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 in-
coming message memory is full your tiptel 540 SD switches to this OGM
automatically.
Outgoing messages
17
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
t
he 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 cas-
sette is displayed to signal an ongoing
recording.
Start the playback for the external
signal source.
Y
ou can follow the ongoing recording via
t
he loudspeaker. The display shows the
t
ime that you have already been record-
ed.
To end the recording release OGM. "With incoming message" and "Without
incoming message" is displayed.
Using the selection button next to
t
he 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
18
Notes for sound studios
Professionally produced announcements can also be directly transferred to the device by using the memory card. In order to do so copy your announcements with
your computer to the directory "TIPTEL". In case mailboxes have been set up copy
these announcements to the corresponding sub-directories (MBX1, MBX2, etc.).
You have to use the following file names: For announcement 1 "OGM1.WAV", for
announcement 2 "OGM2.WAV", for announcement 3 "OGM3.WAV", etc.. Since mailboxes only have one single announcement each of these are named "OGM.WAV".
For announcements without recording (Announcement only) instead of "OGM"
please use "OGO" as file name. The device detects the required type of announcement by the file name.
Following audio formats are being supported:
8 kHz, 8 Bit, A-Law, Mono
16 kHz, 8 Bit, A-Law, Mono
8 kHz, 16 Bit, PCM, Mono
16 kHz, 16 Bit, PCM, Mono
As soon as the device detects the memory card the announcements will automatically be saved to the internal memory.
Checking OGMs
Select the desired OGM using the
selection button next to the OGM
symbol.
The selected OGM is displayed next to
t
he symbol at the bottom right of the dis-
play.
Outgoing messages
19
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
t
he delete symbol speed during
playback.
The current OGM is deleted.
Answering mode
20
Answering mode
Make sure that there is enough memory for new messages (max. 999). You
may need to change the memory card or delete messages.
If required select the OGM using the
selection button next to the OGM
symbol.
The selected OGM is displayed next to
t
he 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
t
o 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.
Y
ou can accept the call at any time by
lifting the telephone receiver. The playback button flashes if you have new, unread messages.
Answering mode
21
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 memory is full your tiptel 540 SD 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
22
Playing back and deleting incoming messages
Playing back new incoming messages
Press playback. Starts playback of unheard incoming
messages. The current number, remaining playback time and date and time of
t
he incoming message are displayed. If
t
he 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 volume can be set using the
control buttons (left/right).
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 incom-
ing 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
23
Play back of individual messages
Press 2nd function key. The display will show you the 2nd func-
t
ion icon.
Press cursor key (up). The message list will be opened.
Use cursor keys to browse
(up/down) for message to be
played back.
Press play to play back selected
message.
Playback will start.
You may also open the message list via the menu.
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
t
he go backwards or forwards
symbol.
The incoming message you are listening
t
o is skipped or repeated.
Playing back and deleting incoming messages
24
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.
Deleting individual incoming messages
Press the selection button next to
t
he 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 answer-
ing mode.
2s
Press the selection button next to
t
he delete symbol for 2 seconds.
All incoming messages are deleted.
Dialling the caller directly
Press the selection button next to
t
he displayed telephone number or
t
he name during playback.
The device starts dialling the selected
t
elephone number. Dialling can be
screened via the loudspeaker.
Playing back and deleting incoming messages
25
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)
26
Monitoring/Personal info (memo)
Monitoring telephone calls
You can record the content of important calls.
Press the selection button next to
t
he 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,
t
his 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)
27
Personal info (playback)
You can record personal information via the in-built microphone.
Press the selection button next to
t
he 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
28
Absence manager
If you leave your office for a while, for example to attend a meeting, your tiptel 540
SD 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 SD 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 con-
t
rol buttons (up/down, left/right).
The display shows the absence time that
will be announced.
Y
ou can also reset the date entry
using the selection button next to
t
he date.
The day flashes.
Set the desired date using the con-
t
rol buttons (up/down, left/right).
If you change the date the message will
also announce the day and month.
Absence manager
29
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
30
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
t
he call list. A smiling or sad face indicates whether the connection was successful or whether the caller hung up
without being answered.
Y
ou can search the whole list using
t
he 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
t
he 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
t
he name.
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