T-Mobile Octopus F200, Octopus F IP-Netpackage, Octopus F470 UC, Octophon F640 HFA, Octophon F640 Operating Instructions Manual

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Octopus F270 IT Octopus F100/200/400/650 Octopus F IP-Netpackage Octopus F470 UC

Octophon F640 HFA key module for Octophon F640 Octophon F640 Busy Lamp Field

Operating Instructions

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Important information

For safety reasons, the telephone should only be supplied with power:

Trademarks

• using the original power supply unit. Part number: L30250-F600-C14x (x: 1=EU, 2=UK, 3=US) or

• in a LAN with PoE (Power over Ethernet) which complies with the IEEE 802.3af standard.

Never open the telephone or a key module. Should you encounter any problems, contact the responsible service personnel.

Use only original accessories. The use of other accessories may be hazardous and will render the warranty, extended manufacturer’s liability and the CE marking invalid.

The device conforms to the EU directive 1999/5/EC as attested by the CE marking.

All electrical and electronic products should be disposed of separately from the municipal waste stream via designated collection facilities appointed by the government or the local authorities.

Proper disposal and separate collection of your old appliance will help prevent potential damage to the environment and human health. It is a prerequisite for reuse and recycling of used electrical and electronic equipment.

For more detailed information about disposal of your old appliance, please contact your city office, waste disposal service, the shop where you purchased the product or your sales representative.

The statements quoted above are only fully valid for equipment which is installed and sold in the countries of the European Union and is covered by the directive 2002/96/EC. Countries outside the Europea n Union may impose other regulations rega rding the disposal of electrical and electronic equipment.

Important information

Location of the telephone

• The telephone should be operated in a controlled environment with an ambient temperature between 5°C and 40°C.

• To ensure good speakerphone quality, the area in front of the microphone (front right) should be kept clear. The optimum speakerphone distance is 50 cm.

• Do not install the telephone in a room where large quantities of dust accumulate; this can considerably reduce the service life of the telephone.

• Do not expose the telephone to direct sunlight or any other source of heat, as this is liable to damage the electronic components and the plastic casing.

• Do not operate the telephone in damp environments, such as bathrooms.

Documentation

These operating instructions can be found on CD-ROM (ask the service personnel) in HTML and PDF format.

To view or print the operating manual in PDF format, you need a computer on which the free Adobe Acrobat Reader program is installed.

To view the operating manual in HTML format, you need a computer with a Web browser, for example, Microsoft Internet Explorer.

Contents

Important information . . . . . . . . . . . . . . . . . . . . . . . . . . . 2

Trademarks . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2

Location of the telephone . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3

Documentation . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3

General information. . . . . . . . . . . . . . . . . . . . . . . . . . . . 10

About this manual . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 10

Service. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 10

Intended use . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 11

Telephone type . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 11

Voice encryption . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 11

Speakerphone quality and display legibility . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 11

Multi-line telephone, executive/secretary functions. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 12

Team functions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 12

Getting to know your Octophon F640 phone . . . . . . . 13

The user interface of your Octophon F640 HFA . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 13

Ports on the underside of the phone. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 14

Using network ports more efficiently . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 15

Key Module. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 16

key module for Octophon F640 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 16

key module for Octophon F615 HFA . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 16

Octophon F640 Busy Lamp Field . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 17

Keys . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 18

Function keys. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 18

Audio keys . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 18

5-way navigator . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 19

Programmable sensor keys . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 20

Keypad . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 21

Display. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 23

Idle mode . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 23

Telephony dialogs. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 25

Mailbox . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 27

Messages . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 27

Voicemail . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 27

Caller list . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 28

Program/Service menu . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 29

Control and monitoring function . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 30

Contents

Basic functions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 31

Answering a call . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 31

Answering a call via the handset . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .31

Answering a call via the loudspeaker (speakerphone mode). . . . . . . . . . . . . . . . . . . . . . 32

Accepting a call via the headset . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 32

Switching to speakerphone mode . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 33

Switching to the handset . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 33

Open listening during a call. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 33

Making calls . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 34

Off-hook dialing . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 34

On-hook dialing . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 34

Dialing with the headset connected. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 35

Dialing with DDS keys. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 35

Redialing a number . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 36

Ending a call . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 36

Rejecting calls . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 37

Turning the microphone on and off . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 37

Calling a second party (consultation) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 38

Switching to the held party (alternating) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .38

Transferring a call . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 39

Call forwarding . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 40

Using variable call forwarding. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 40

Using call forwarding no reply (CFNR) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 41

Call forwarding in the event of telephone failure (CFSS). . . . . . . . . . . . . . . . . . . . . . . . . . 42

Call forwarding in the carrier network and

forwarding multiple subscriber numbers (MSN) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .43

Using callback . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 44

Storing a callback . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 44

Accepting a callback. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 44

Viewing and deleting a stored callback . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .45

Contents

Enhanced phone functions. . . . . . . . . . . . . . . . . . . . . . 46

Answering calls . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 46

Accepting a call with the headset . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 46

Accepting a specific call for your colleague . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 46

Using the speakerphone . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 47

Answering calls from the entrance telephone and opening the door . . . . . . . . . . . . . . 48

Accepting a call from an answering machine . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 49

Making calls . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 50

En-bloc dialing. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 50

Using the caller list . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 51

Dialing a number from the internal directory. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 52

Using the LDAP directory . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 53

Making calls using system speed-dial numbers . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 55

Dialing with speed-dial keys . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 55

Talking to your colleague with a speaker call . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 56

Talking to your colleague with discreet calling. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 57

Automatic connection setup (hotline). . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 57

Reserving a trunk . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 57

Assigning a station number . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 58

Associated dialing/dialing aid . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 58

During a call . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 59

Using call waiting (second call) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 59

Preventing and allowing call waiting (automatic camp-on) . . . . . . . . . . . . . . . . . . . . . . . 60

Turning the call waiting tone on and off . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 60

Saving a number . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 60

Parking a call . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 61

Holding external calls. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 62

Conducting a conference . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 63

Activating tone dialing/DTMF suffix-dialing. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 64

Recording a call. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 65

Transferring a call after a speaker call announcement in a group . . . . . . . . . . . . . . . . . 66

Sending a trunk flash . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 66

If you cannot reach a destination. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 67

Call waiting (camp-on) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 67

Busy override – joining a call in progress. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 67

Using night answer . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 68

Programming sensor keys . . . . . . . . . . . . . . . . . . . . . . 69

Configuring function keys . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 69

Overview of functions. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 70

Programming a procedure key. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 72

Configuring repdial keys . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 74

Changing the label . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 75

Deleting sensor key programming . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 75

Contents

Displaying and assigning call charges . . . . . . . . . . . . 76

Displaying call charges. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 76

Displaying call charges for another telephone . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 77

Dialing with call charge assignment . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 78

Privacy/security . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 79

Voice encryption

(only for Octopus F270 IT/F100/F200/F400/F650/IP-Netpackage) . . . . . . . . . . . . . . . . . . 79

Notes on voice encryption . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .79

Turning ringer cutoff on and off . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 80

Activating/deactivating "Do not disturb" . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 80

Caller ID suppression . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 81

Monitoring a room . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 82

Trace call: identifying anonymous callers . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 82

Locking the telephone to prevent unauthorized use . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 83

Locking another telephone to prevent unauthorized use . . . . . . . . . . . . . . . . . . . . . . . . . . . . 84

Saving your PIN . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 85

More functions/services. . . . . . . . . . . . . . . . . . . . . . . . 86

Appointments function . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 86

Saving appointments . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 86

Using timed reminders . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 87

Sending a message. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 87

Creating and sending a message. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .87

Viewing and editing incoming messages . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 88

Leaving an advisory message . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 89

Deleting advisory messages . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 89

Displaying the number of waiting calls/overload display . . . . . . . . . . . . . . . . . . . . . . . . . . . . 90

Using another telephone like your own for a call . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 91

Using a mobile phone number at a random phone . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 92

Logging on to the "guest telephone" . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .92

Moving the connection to the next telephone . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 93

Logging off the "guest telephone" . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 93

Fax details and message on answering machine . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 94

Resetting services and functions (system-wide cancellation for a telephone) . . . . . . . . . . 94

Activating functions for another telephone. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 95

Using system functions from outside DISA (direct inward system access) . . . . . . . . . . . . . 96

Using functions in ISDN via code dialing (keypad dialing) . . . . . . . . . . . . . . . . . . . . . . . . . . . 97

Controlling connected computers/programs/telephone data service . . . . . . . . . . . . . . . . . 98

Communicating with PC applications over a CSTA interface. . . . . . . . . . . . . . . . . . . . . . . . . 99

Controlling relays (only for Octopus F100/200/400/650) . . . . . . . . . . . . . . . . . . . . . . . . . . 100

Sensors (Octopus F100/200/400 only) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 100

Radio paging . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 101

Contents

Making calls in the team/executive/secretary

configuration . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 102

Lines . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 102

Line utilization . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 102

Line seizure . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 102

Trunk keys . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 103

Answering calls with the trunk keys . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 104

Dialing with trunk keys . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 104

Placing a call on hold on a trunk key and retrieving the held call . . . . . . . . . . . . . . . . . 104

Making calls on multiple lines alternately . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 105

MULAP conference release . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 105

Direct station selection key . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 106

Using DSS keys to answer calls . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 106

Calling a team member directly . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 106

Transferring a call in progress . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 107

Accepting a call for another team member . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 107

Forwarding calls on trunks . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 108

Transferring calls directly to the executive phone . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 110

Using team functions. . . . . . . . . . . . . . . . . . . . . . . . . . 111

Activating/deactivating a group call . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 111

Accepting a call for another member of your team . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 113

Ringing group . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 113

Uniform Call Distribution (UCD) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 114

Special functions in the LAN . . . . . . . . . . . . . . . . . . . 116

Leaving hunt group/group call. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 116

Setting up "follow me" call forwarding . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 117

Using night answer . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 118

Ringing group . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 119

Controlling relays (only for Octopus F100/200/400/650) . . . . . . . . . . . . . . . . . . . . . . . . . . 120

Opening a door . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 121

Individual phone configuration . . . . . . . . . . . . . . . . . 122

Adjusting display settings . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 122

Adjusting the display to a comfortable reading angle. . . . . . . . . . . . . . . . . . . . . . . . . . . 122

Setting contrast . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 122

Adjusting displays on the key module for Octophon F640. . . . . . . . . . . . . . . . . . . . . . . . . . . 122

Contents

Adjusting audio settings . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 123

Adjusting the receiving volume during a call . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .123

Adjusting the ring volume . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .123

Adjusting the ring tone . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .123

Adjusting the attention ring volume . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .123

Adjusting the speakerphone to the room acoustics. . . . . . . . . . . . . . . . . . . . . . . . . . . . .124

Activating/deactivating the ringer . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .124

Setting headset port use. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 125

Local dialing . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 126

Language for system functions. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 126

Testing the phone . . . . . . . . . . . . . . . . . . . . . . . . . . . . 127

Phone functions, testing. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 127

Checking the key assignment . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 127

Differing display view

in a Octopus F900 environment . . . . . . . . . . . . . . . . 128

Web interface (WBM) . . . . . . . . . . . . . . . . . . . . . . . . . 129

General. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 129

Calling up the Web interface . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 129

Administrator Pages . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .129

User pages . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 130

User menu . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .131

Fixing problems. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 132

Responding to error messages on the screen. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 132

Contact partner in the case of problems. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .133

Troubleshooting. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 134

Caring for your telephone . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 134

Index. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 135

Overview of functions and codes. . . . . . . . . . . . . . . . 139

Display icons . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 144

General information

About this manual

This document contains general descriptions of the technical options, which may not always be available in individual cases. The respective features must therefore be individually defined in the terms of the contract.

If a particular function on your phone is not available to you, this may be due to one of the following reasons:

• The function is not configured for you or your telephone. Please contact your system

• Your communications platform does not feature this function. Please contact your sales

This user guide is intended to help you familiarize yourself with Octophon F640 and all of its functions. It contains important information on the safe and proper operation of your Octophon F640 phone. These instructions should be strictly complied with to avoid operating errors and ensure optimum use of your multifunctional telephone in the network.

These instructions should be read and followed by every person installing, operating or programming an Octophon F640 phone.

support representative.

partner for information on how to upgrade.

For your own protection, please read the section dealing with safety in detail. Follow the safety instructions carefully in order to avoid endangering yourself or other persons and to prevent damage to the unit.

This user guide is designed to be simple and easy to understand, providing clear step-bystep instructions for operating your Octophon F640 phone.

Administrative tasks are dealt with in a separate manual. The Quick Reference Guide contains quick and reliable explanations of frequently used functions.

Service

The service department can only help you if you experience problems or defects with the phone. Should you have any questions regarding operation, your specialist retailer or network administrator will gladly help you. For queries regarding connection of the telephone, please contact your network provider.

If you experience problems or defects with the phone, please dial the service number for your country.

General information

Intended use

The Octophon F640 phone is a desktop or wall-mounted unit designed for speech transmission and for connection to the LAN. Any other use is regarded as unauthorized.

Telephone type

The identification details (exact product designation and serial number) of your telephone can be found on the nameplate on the underside of the base unit. Specific details concerning your communications platform can be obtained from your service technician. Please have this information ready when you contact our service department regarding faults or problems with the product.

Voice encryption

Your Octophon F640 HFA, software release 2 (V1 R2.xxxx) and later, supports voice encryption on Octopus F100/200/400/650/IP-Netpackage (R 4 and later) and Octopus F470 UC. This allows you to use your Octophon F640 to perform tap-proof calls. Voice transmission is encrypted and data is decrypted at the other call party’s phone and vice versa.

If "Secure Mode" is enabled on your phone (consult your service personnel), and a connection is established to a phone that does not support voice encryption, the call is not encrypted and thus unsecured.

Your service personnel can define at the communication system whether you are notified of unencrypted calls and how Æ Page 79.

Speakerphone quality and display legibility

• To ensure good speakerphone quality, the area in front of the telephone (front right)

should be kept clear.

The optimum handsfree distance is 20 in. (50 cm).

• Proceed as follows to optimize display legibility:

– Turn the phone to tilt the display. This ensures you have a frontal view of the display

while eliminating light reflexes.

General information

Multi-line telephone, executive/secretary functions

Your Octophon F640 HFA/40 G is a "multi-line telephone". This means that your service personnel can configure multiple lines on your phone, which is not the case with single-line phones. Each line is assigned an individual phone number which you can use to make and receive calls. The programmable sensor keys function as line keys on multi-line phones Æ Page 103.

When using a multi-line phone to make and receive calls, certain particulars must be taken into account Æ Page 104 ff. The executive-secretary configuration is a special case. This is a multi-line telephone with special features (e.g. "Ring Transfer" and "Accept call"), configured especially for executive/ secretary use Æ Page 102 ff.

Team functions

To increase the efficiency of telephony, your service personnel can configure various Team functions such as pickup groups, hunt groups, and call distribution groups.

Getting to know your Octophon F640 phone

The following sections describe the most frequently used operating elements and the displays on your Octophon F640 phone.

The user interface of your Octophon F640 HFA

1 You can make and receive calls as normal using the handset.

2The display permits intuitive operation of the phone Æ Pag e 23 .

3 You can customize your telephone by assigning phone numbers and functions to the

programmable sensor keys Æ Page 20.

4 You can use function keys when conducting a call to access frequently used functions

(such as, Disconnect) or to open the Program/Service menu and mailbox Æ Page 18.

5 Audio keys are also available, allowing you to optimally configure the audio features

on your telephone Æ Page 18.

6The 5-way navigator is a convenient navigation tool Æ Pa ge 1 9.

7The keypad can be used to enter phone numbers and text Æ Pag e 21 .

8 Incoming calls are visually signaled via the call display.

Getting to know your Octophon F640 phone

Ports on the underside of the phone

Power supply unit

Loca l cable type

Busy Lamp field

key module

Properties of your Octophon F640 HFA

Display type LCD, 40 x 6 characters

Illuminated display

Programmable sensor keys 6

Full-duplex speakerphone function

Headset

10/100 Mbps Ethernet switch Æ Pa ge 1 5

Interface for key modules

Wall mounting

Network switch

Headset

Handset

;

; ; ; ; ;

Getting to know your Octophon F640 phone

Using network ports more efficiently

Octophon F640 HFA has a built-in 10/100 Mbps Ethernet switch. This means that you can connect a PC to the LAN directly via the phone. The telephone-PC connection option must first be activated on the telephone by service personnel.

Octophon F640 HFANetwork switch PC

Using this connection option saves one network port for each switch used and requires fewer or shorter network cables when arranged correctly.

Getting to know your Octophon F640 phone

Key Module

key module for Octophon F640

The key module for Octophon F640 is a key module attached to the side of the phone that provides 12 additional illuminated, programmable keys. Like keys on the phone, these keys can be programmed and used according to your needs Æ Page 20.

You can attach up to two key modules for Octophon F640 to your Octophon F640 HFA.

key module for Octophon F615 HFA

The key module for Octophon F615 HFA is a key module attached to the side of the phone that provides an additional 18 illuminated, programmable sensor keys. Like keys on the phone, these keys can be programmed and used according to your needs

You can only attach one key module for Octophon F615 HFA to your Octophon F640. You cannot mix the key module for Octophon F615 HFA with the key module for Octophon F640.

Getting to know your Octophon F640 phone

Octophon F640 Busy Lamp Field

Your Octophon F640 HFA can be configured as an attendant consol e in conjunction with an Octophon F640 Busy Lamp Field

The Octophon F640 Bus y Lamp Field is a key module attached to the side of the phone, that provides 90 illuminated, programmable keys. Like keys on the phone, these keys can be programmed and used according to your needs Æ Page 20.

You can attach one Octophon F640 Busy Lamp Field to your Octophon F640 HFA.

Other technical explanations, safety notices, and installation instructions can be found in the relevant documentation. You can download these from the Internet at http://www.telekom.com

(ask your service personnel).

Key la bel

Your Octophon F640 Bu sy Lamp Field is delivered with label strips. Write functions or names in the white fields on the label strips.

Lay the labeled strips on the key fields and place the transparent cover over them (rough side up).

Getting to know your Octophon F640 phone

Keys

Function keys

Key Function when key is pressed

End (disconnect) call Æ Pag e 3 6.

Redialing Æ Pag e 36 .

Button for call forwarding (with red LED key)1 Æ Pag e 4 0.

Open mailbox (with red LED key) Æ Page 27.

Open Program/Service menu (with red LED key) Æ Page 29.

[1] If the LED key flashes on the phone, your phone was configured as a forwarding destination.

Audio keys

Key Function when key is pressed

Activate/deactivate the headset Æ Pa ge 4 6.

Activate/deactivate microphone (also for speakerphone mode) Æ Pa ge 3 7.

Set volume lower and contrast brighter Æ Page 122.

Turn speaker on/off (with red LED key) Æ Page 3 3.

Set volume louder and contrast darker Æ Page 122.

Getting to know your Octophon F640 phone

5-way navigator

Remove the protective film from the ring around the 5-way navigator before using the phone.

With this control, you can manage most of your phone’s functions, as well as its displays.

Operation Functions when key is pressed

In idle mode:

Press

• Open the idle menu Æ Page 24

In lists and menus:

• Go to next level

You can now access a context menu:

• Open the context menu

In lists and menus:

• Go back one level or go back to the telephony interface by pressing several times

During en-bloc dialing:

• Delete character to the left of the cursor

In lists and menus:

• Scroll down

•Long press (key held down): jump to the end of the list/menu

Press

Press the

i key.

In lists and menus:

• Scroll up

•Long press (key held down): jump to the start of the list/menu

In idle mode:

• Open the idle menu Æ Page 24

Entry selected:

• Perform action

Getting to know your Octophon F640 phone

Programmable sensor keys

Your Octophon F640 HFA has six illuminated sensor keys. You can assign functions and phone numbers to them on two levels.

Increase the number of programmable sensor keys by connecting a key module Æ Pag e 1 6.

Mirea, Ch

Layer 1

Depending on how they are programmed, you can use the sensor keys as:

•Function keys Æ Pa ge 6 9

•Repdial keys Æ Pag e 7 4

• Procedure keys Æ Page 72

You can program all programmable sensor keys (except "Shift") on two levels. The Shift key Æ Page 69 must be configured for this, and extended key functionality must be active (contact your service personnel). In addition to functions and procedures, external phone numbers and internal numbers without LED display can also be saved on the second level Æ Pa ge 7 4.

Touch the key to activate the programmed function or dial the stored number.

Press the key to open a menu for programming it Æ Page 72.

A label for the function is displayed to the left of the key. You can define the labeling according to your requirements Æ Page 75.

The status of a function is shown by the LED on the corresponding sensor key.

Meaning of LED displays on function keys and DSS keys

LED Meaning of function key Meaning of DSS key

Off The function is deactivated. The line is free.

Flashing

On The function is activated. There is a call on the line.

[1] In this manual, flashing sensor keys are identified by this icon, regardless of the flashing interval.

The flashing interval represents different statuses, which are described in detail in the corresponding sections of the manual.

The programmable sensor keys on multi-line phones function as trunk keys Æ Pag e 1 03.

Indicates the function status. The line is busy.

Getting to know your Octophon F640 phone

Keypad

In cases where text input is possible, you can use the keypad to input text, punctuation and special characters in addition to the digits 0 to 9 and the hash and asterisk symbols. To do this, press the numerical keys repeatedly.

Example: To enter the letter "h", press the number 4 key on the keypad twice.

Alphabetic labeling of dial keys is also useful when entering vanity numbers (letters associated with the phone number’s digits as indicated on the telephone spell a name, e.g. 0700 PATTERN = 0700 - 7288376).

Multi-function keys

Func tion

Long press (key held down)

Text in pu t Æ Page 22 Next letter in upper case. Delete character.

Character overview (depends on the current language setting)

Key 1x2x3x4x5x

1 2 3 4 5 6 7 8 9 0 ) (

[1] Space [2] Next letter in upper case. [3] Delete character

Turn ringtone on/off Æ Page 124.

abc2

def 3

gh i 4

jkl5

mn o 6

pqr s7

tuv8

wx y z 9

+. -0

)(

Turn phone lock on/off Æ Page 83.

Getting to know your Octophon F640 phone

Tex t i npu t

The current label appears on the first line. Delete it with the characters.

Enter the required characters via the keypad.

Select the functions using the keys d and b. Confirm your entry with i.

Example: Changing the key label Æ Page 75.

( key before entering new

L1 label: Ma

Save

#=Delete Character?

Exit

[1] Alternatively, press the key (

Characters entered

Save entry

Delete character

[1]

Getting to know your Octophon F640 phone

Display

Your Octophon F640 HFA comes with a tilt-and-swivel black-and-white LCD display. Adjust the tilt and contrast to suit your needs Æ Page 122.

Idle mode

If there are no calls taking place or settings being made, your Octophon F640 HFA is in idle mode.

Status bar

10:29 WED 28.11.07

DoNotDisturb

Sensor key labels Æ Pa ge 7

Mirea, Ch.

Toussaint.

Rüscher

Stahl, Ing

Layer 2

Alerts (messages, call forwarding active)

Open the idle menu Æ Pag e 2 4

Own phone number

K 100168

220870

The left area contains the status bar on the first line, followed by a five-line field for additional displays.

A logo is displayed in the middle; it can be set up by your service personnel. Icons that appear under the logo inform you about callback requests, voice messages, and activated call forwarding.

The right area shows the labels of programmable sensor keys.

Explanation of the icons

Icon Explanation

The ring tone is deactivated Æ Pa ge 1 24

The "Do not disturb" function is activated Æ Pa ge 8 0

The phone lock is activated Æ Pag e 83

You received new voice messages Æ Page 27.

Call forwarding is active Æ Pag e 4 0.

A mobility user is logged on to the phone Æ Page 92

Getting to know your Octophon F640 phone

Idle menu

When in idle mode, press a key on the 5-way navigator Æ Page 19 to display the idle menu. You can call up various functions here. The idle menu includes selected functions from the Program/Service menu Æ Page 29.

It may contain the following entries:

• Caller list

•Forwarding on

• Lock phone

•DND on

•Advisory msg. on

•Ringer cutoff on

•Send message

• View sent message

• View callbacks

•Directory

•HF answerback on

• Suppress call ID

• Waiting tone off

•DISA intern

[1] Must be activated by serv ice personnel.

[2] Only appears when there are messages that the recipient has not yet viewed

[3] Only appears if callback requests are saved

Getting to know your Octophon F640 phone

Telephony dialogs

Connection-dependent conditions and situations, e.g. when your telephone rings, when dialing a number, or during a call, are depicted graphically on the display.

Situation-dependent functions that automatically appear on the display can be selected and activated with the 5-way navigator Æ Pa ge 1 9.

The scope and type of functions that may be offered automatically varies.

When an arrow appears to the right of a selected entry, then another menu level is available,

which you can select with the i or c keys Æ Pa ge 1 9.

Appearance during dialing

Example: You have lifted the handset or pressed the loudspeaker key.

10:29 WED 28.11.07

Please dial

Directory

Caller list

Appearance during en-bloc dialing

Example: You enter a station number.

10:29 WED 28.11.07

Please dial

Cancel

Status

Stored numbers

Digits already entered

Dial the phone number

Cancel entry

Getting to know your Octophon F640 phone

Appearance during an ongoing call

Example: You are connected with a caller.

Smith Michael 3:16

100168

Consultation

Start conference

Start transfer

Directory

Icons for frequent call states

Icon Explanation

The call is active.

The call has been disconnected.

You have placed the call on hold (e.g. consultation hold).

Your call partner has placed the call on hold.

You are conducting a call via a secure connection.

You are conducting a call via an unsecured connection.

Icon indicating call status

Call duration

Current connection

Options relevant to situation; scroll bar shows that more options are available.

Detailed descriptions of the various functions can be found in the sections "Making calls – basic functions" Æ Page 31 and "Making calls – enhanced phone func- tions" Æ Pag e 4 6.

Getting to know your Octophon F640 phone

Mailbox

Depending on the type and configuration of your communications platform (contact the relevant service personnel), messages from services such as ComCenter Office Messaging System (UMS) are displayed in this application in addition to messages received.

Messages

You can send short text messages to individual internal stations or groups.

In idle mode (Æ Page 23) the following signals alert you to the presence of new messages:

• O key LED lights up

•Display Æ Pag e 2 3.

Press the mailbox key O.

Example:

Caller ID

Msg. from: Coco Chanel

Message sent

Call sender

Delete

Exit

Possible functions

For a description of how to edit the entries Æ Pa ge 8 8.

Voicemail

If your telephone is connected to a voicemail system (such as Entry Voice Mail), the Mailbox key will also light up to alert you to any messages that have arrived.

To play back your voicemail, follow the instructions on the display.

Getting to know your Octophon F640 phone

Caller list

If you are unable to accept an external or internal call, the call attempt is stored in the caller list. You can also store external calls that you have answered in the caller list (contact your service personnel).

Your telephone stores up to ten calls in chronological order. Each call is assigned a time stamp. The most recent entry not yet answered in the list is displayed first. Multiple calls from the same caller do not automatically generate new entries in the caller list. Instead, only the most recent time stamp for this caller is updated and its number incremented.

The caller list is automatically displayed Æ Page 24 in the idle menu Æ Pag e 5 1.

Callers with suppressed numbers cannot be saved in the call log.

Information is displayed regarding the caller and the time at which the call was placed.

Example:

13:47 WED 29.10.08

Calls for Coco Chanel:

Dalai Lama

0220870

3x: 13:55WED 23 OCT 08

Call

Own ID

Caller ID

Number of calls, time, date

Possible functions

For a description of how to edit the caller list Æ Pa ge 5 1.

Getting to know your Octophon F640 phone

Program/Service menu

Use the N menu key to reach the Program/Service menu for your communication system. The LEDs associated with the menu key N a nd the loudsp eaker ke y n stay red as long

as you are in the menu.

Example:

Program/Service:

Destinations g

Feature Settings

Calls

Use speed dialing

Prog. feature key

An arrow next to an entry indicates additional options for this entry. The menu structure comprises several levels. The first line in this structure shows the menu currently selected while the second line shows an option from this menu.

Accessing the menu

There are three ways to open the Program/Service menu on your communication system:

1. Press the menu key N, use the d or b keys to select a function and confirm with the i key.

2. Press c and select a function from the idle menu Æ Pa ge 24 .

3. In idle mode, press ( or ) and the code for the function you want.

For an overview of the maximum functions available, with corresponding codes, see Æ Page 139.

Getting to know your Octophon F640 phone

Control and monitoring function

A control or monitoring function can be activated on your phone for service purposes by remote maintenance.

Control function

Service personnel have the option to activate and deactivate features of the phone via remote maintenance. During maintenance the handset, microphone, loudspeaker and headset are deactivated. You are additionally informed on the display that the control function is active.

Monitoring function

In order to detect malfunctioning of a phone for example, the service personnel install a monitoring function. You can use your phone as normal during monitoring. However you will first be informed about the operation with a message on the display and prompted to allow monitoring.

If service personnel have activated a function on your phone, which continuously transmits operating data to a server, you will see the flashing icon in the upper display line.

Step by Step

Basic functions

Please read the introductory chapter "Getting to know your Octophon F640 phone" Æ Pag e 1 3 carefully before performing any of the steps described here on your phone.

Answering a call

Your O ctoph on F6 40 pho ne rings with t he tone si gnal s et whe n an incoming call is received. The call is also visually signaled on the call display.

• When you receive an internal call, your telephone rings once every four seconds (single-tone sequence).

• When you receive an external call, your telephone rings twice in rapid succession every four seconds (dual-tone sequence).

• When you receive a call from the entrance telephone, your telephone rings three times in rapid succession every four seconds (triple-tone sequence).

• If a call is waiting, you hear a short tone (beep) every six seconds.

Your service personnel can adjust the ring cadence for external and internal calls for you. In other words, different ring cadences can be set for different internal callers.

If transmitted, calling party information (name, phone number) appears on the graphic display.

An incoming call will interrupt any ongoing telephone setting operations.

Answering a call via the handset

The phone is ringing. The caller appears on the screen. Pay attention to the notes on voice encr yption Æ Page 79.

^ Lift the handset.

if nec. + or - Set the call volume. Keep pressing the key until the desired volume is

set.

Basic functions

Step by Step

Answer

Answering a call via the loudspeaker (speakerphone mode)

Suggestions for using speakerphone mode

• Tell the other party that you are using speakerphone mode.

• The speakerphone works bests at a low receiving volume.

• The ideal distance between the user and the telephone set in speakerphone mode is about 50 cm (approx. 20 inches).

The phone is ringing. The caller appears on the screen. Pay attention to the notes on voice encryption Æ Page 79.

n Press the key shown. The LED lights up.

Confirm. The speakerphone function is activated.

if nec. + or - Set the call volume. Keep pressing the key until the desired volume is

set.

Ending a call

n Press the key shown. The LED goes out.

s Press the key shown.

Accepting a call via the headset

Prerequisite: A headset is connected.

Make sure your hea dset port is set up pro perly Æ Pag e 1 25.

The phone rings. The o key flashes.

o Press the key shown.

if nec. + or - Set the call volume.

Step by Step

Basic functions

Switching to speakerphone mode

Prerequisite: You are conducting a call via the handset.

n\ Hold down the key and replace the handset. Then release the key.

if nec. + or - Set the call volume. Keep pressing the key until the desired volume is

set.

U.S. mode

If the country setting is set to U.S. (ask the service personnel), you do not have to hold down the loudspeaker key when replacing the handset to switch to speakerphone mode.

n Press the key shown.

] Replace the handset. Proceed with your call.

if nec. + or - Set the call volume. Keep pressing the key until the desired volume is

set.

Switching to the handset

Prerequisite: You ar e en gage d in a call in speakerphone mode.

^ Lift the handset.

n The LED key goes out.

[ Proceed with your call.

Open listening during a call

You can let other people in the room join in on the call. Let the other party know that you have turned on the speaker.

Prerequisite: You are conducting a call via the handset.

Activating

n Press the key shown. The LED lights up.

Deactivating

n Press the key shown. The LED goes out.

Basic functions

Step by Step

Making calls

Off-hook dialing

^ Lift the handset.

j Internal calls: Enter the station number.

External calls: Enter the external code and the station number.

Pay attention to the notes on voice encryption Æ Page 79.

The called party does not answer or is busy

\ Replace the handset.

On-hook dialing

j Internal calls: Enter the station number.

External calls: Enter the external code and the station number.

Your system may also be programmed so that you have to press the "internal" key before you dial an internal number. To call an external party, you have to enter an external code before dialing the party’s telephone number (Prime Line is not active; contact your service personnel).

Pay attention to the notes on voice encryption Æ Page 79.

The other party answers with speaker

^ Lift the handset.

or On-hook dialing: Speakerphone mode.

The called party does not answer or is busy

n Press the key shown. The LED goes out.

Step by Step

Basic functions

Dialing with the headset connected

Prerequisite: The headset is connected.

j internal: Enter the station number.

External calls: Enter the external code and the station number.

o The headset key lights up.

The connection is established as soon as your input is complete.

Make sure your headset port is set up properly Æ Seite 125.

Pay attention to the notes on voice encr yption Æ Page 79.

Dialing with DDS keys

Prerequisite: You have saved a number on a DDS key Æ Pa ge 7 4.

S Press the key with a saved number.

If the number is saved on the second layer, press the shift key first.

^ Lift the handset.

n Press the key shown.

Pay attention to the notes on voice encr yption Æ Page 79.

You can press the DDS key during a call and automatically initiate a callbackÆ Page 38.

Dialing with DDS keys

Prerequisite: You have saved a number on a DDS key Æ Pa ge 7 4.

S Press the key with a saved number.

If the number is saved on the second layer, press the shift key first.

Pay attention to the notes on voice encr yption Æ Page 79.

You can press the DDS key during a call and automatically initiate a callback Æ Page 38 .

Basic functions

Step by Step

Call

Redialing a number

The last ten external telephone numbers dialed are stored automatically.

If this feature is configured (contact your service personnel), account codes entered are also saved Æ Page 78 .

You can redial them simply by pressing a key.

Displaying and dialing saved station numbers

, Press the key once to dial the last number dialed.

Press the key twice to dial the next to the last number dialed.

Press the key three times to dial the third-to-the-last number dialed.

Keep selecting and confirming the option shown until the phone number you want appears.

Select and confirm the option shown.

Pay attention to the notes on voice encryption Æ Page 79.

On a multi-line phone, the last number dialed on the primary line is always saved.

Ending a call

\ Replace the handset.

s Press the key shown.

Step by Step

Reject call

Basic functions

Rejecting calls

You can reject calls which you do not wish to take. The call is then signaled at another definable telephone (contact your service personnel).

The phone is ringing. The caller appears on the screen.

s Press the key shown.

Select and confirm the option shown.

If a call cannot be rejected, your telephone will continue to ring. The message "currently not possible" is displayed (e.g. in the case of recalls).

Turning the microphone on and off

To prevent the other party from listening in while you consult with someone in your office, you can temporarily switch off the handset microphone or the handsfree microphone. You can also switch on the handsfree microphone to answer an announcement via the telephone speaker (speaker call, Æ Page 47 ).

Prerequisite: A connection is set up, the microphone is activated.

p Press the key shown. The LED lights up.

p Press the lit key. The LED goes out.

Basic functions

Step by Step

Consultation

Return to held call

Quit and return

Calling a second party (consultation)

You can call a second party while a call is in progress. The first party is placed on hold.

Confirm.

j Call the second party.

Pay attention to the notes on voice encryption Æ Page 79.

Return to the first party:

Confirm

select and confirm the option shown.

Switching to the held party (alternating)

To g g l e / C o n n e ct

Conference

Leave conference

Select and confirm the option shown.

Pay attention to the notes on voice encryption Æ Page 79.

Initiating a three-party conference

Select and confirm the option shown.

If voice encryption is not active or not available on a conference party’s phone, the entire conference is unsecured. If necessary, more information about unsecured connections is available here Æ Page 79.

Joining calling parties from a conference

Select and confirm the option shown.

For more information on conferences, see Æ Pa ge 6 3.

Step by Step

Consultation

Transfer

Basic functions

Transferring a call

If the person you are speaking to wants to talk to another colleague of yours, you can transfer the call that colleague.

Confirm.

j Enter the number of the party to which you want to transfer the call. [ Announce the call, if necessary. \ Replace the handset.

Select and confirm the option shown.

Basic functions

Step by Step

Forwarding on

Call forwarding

Using variable call forwarding

You can immediately forward internal or external calls to different internal or external telephones (destinations). (External destinations require special configuration in the system.)

When call forwarding is active, a special dial tone sounds when you lift the handset.

If DID DTMF is active (contact your service personnel), you can also forward calls to this destination. Destinations: fax = 870, DID = 871, fax DID = 872.

The call forwarding key flashes if you are a call forwarding destination Æ Page 18.

Special features must be taken into consideration if your telephone operates with Octopus F IP-Netpackage (system networking via PC network) Æ Page 116!

r Press the key shown.

c Open the idle menu Æ Pag e 2 4.

Select and confirm the option shown.

1=all calls

2=external calls only

3=internal calls only

Save

Forwarding off

Confirm

select and confirm the option shown

select and confirm the option shown.

j Enter the destination number.

Confirm.

Deactivating call forwarding

r Press the key shown.

Select and confirm the option shown.

Step by Step

Destinations g

Basic functions

Using call forwarding no reply (CFNR)

Calls that are not answered after three rings (=default, can be adjusted by service personnel) or that are received while another call is ongoing can be automatically forwarded to a specified telephone.

N Open the Program/Service menu Æ Page 29.

Confirm.

CFNR on

Change

Save

Destinations g

CFNR off

Delete

Exit

Select and confirm the option shown.

if nec. If a phone number is already entered:

Confirm.

j Enter the destination number.

• Enter the internal station number for internal destinations

• Enter the external code and the external station number for external destinations

Confirm.

Deactivating call forwarding no reply

N Open the Program/Service menu Æ Page 29.

Confirm.

Select and confirm the option shown.

Confirm the option shown to deactivate and delete the forwarding destination.

Select and confirm to deactivate but not delete the forwarding destination.

If CFNR is activated, when you hang up, "CFNR to:" appears briefly on the display.

Basic functions

Step by Step

Destinations g

Call forwarding in the event of telephone failure (CFSS)

If configured (consult your service personnel), you can define an internal or external call forwarding destination that activates in the event of telephone failure.

N Open the Program/Service menu Æ Page 29.

Confirm.

CFSS on

Change

Save?

Destinations g

CFSS off

Delete

Exit

Select and confirm the option shown.

if nec. If a phone number is already entered:

Confirm.

j Enter the destination number.

Confirm.

Deactivating call forwarding/deleting a destination

N Open the Program/Service menu Æ Page 29.

Confirm.

Select and confirm the option shown.

Confirm the option shown to deactivate and delete the forwarding destination.

Select and confirm to deactivate but not delete the forwarding destination.

Step by Step

Destinations g

Basic functions

Call forwarding in the carrier network and forwarding multiple subscriber numbers (MSN)

If this function has been configured (contact your ser vice personnel), you can forward calls to your assigned multiple subscriber number (MSN) (DID number) directly within the carrier network. For example, you can forward your phone line to your home phone after business hours.

N Open the Program/Service menu Æ Page 29.

Confirm.

Trunk FWD on

1=immediate

2=on no answer

3=on busy

Save

Trunk FWD off

Select and confirm the option shown.

Confirm

select and confirm the option shown

select and confirm the option shown.

j Enter your DID number. j Enter the destination number (without the external code).

Confirm.

Deactivating call forwarding

Select and confirm the option shown.

Confirm the displayed call forwarding type.

j Enter your DID number.

Basic functions

Step by Step

Callback

Answer

Using callback

You can request a callback if the internal station called is busy or if nobody answers. This also applies for external calls via ISDN exchanges. This feature saves you from having to make repeated attempts to reach the user. You receive a callback

• When the other party is no longer busy,

• When the user who did not answer has conducted another call.

When configured (contact your service personnel), all callback requests are automatically deleted over night.

Storing a callback

Prerequisite: You have reached a busy line or no one answers.

Confirm.

Accepting a callback

Prerequisite: You have saved a callback.

Z Your telephone rings. "Callback: ..." appears on the display.

^ Lift the handset.

n Press the key shown. The LED lights up.

Select and confirm the option shown.

You hear a ring tone.

Pay attention to the notes on voice encryption Æ Page 79.

Step by Step

View callbacks

Viewing and deleting a stored callback

if nec. R Press the programmed sensor key "Callback".

c Open the idle menu Æ Pa ge 24 .

Select and confirm the option shown

Basic functions

Next callback

Delete

Exit

Select and confirm to display additional entries.

Deleting a displayed entry

Confirm.

Ending retrieval

Select and confirm the option shown.

N Press the key shown. The LED goes out.

n Press the key shown. The LED goes out.

[1] ”Differing display view in a Octopus F900 environment” Æ Page 128

Enhanced phone functions

Step by Step

Answer

Enhanced phone functions

Answering calls

Accepting a call with the headset

Prerequisite: The headset is connected.

o The LED flashes when a call is received.

Press the key shown. The LED lights up.

Confirm.

Make sure your headset port is set up properly Æ Seite 125.

Pay attention to the notes on voice encryption Æ Page 79.

Ending a call

s Press the key shown.

o Press the key shown. The LED goes out.

More features g

Pickup - directed

Accept call

Accepting a specific call for your colleague

You hear another telephone ring.

N Open the Program/Service menu Æ Page 29.

Select and confirm the option shown.

The called party appears on the display.

if nec.

Select and confirm until the name/numbe r of the required subscriber is displayed. Confirm.

j If you know the number of the telephone that is r inging, enter it direct-

ly.

Step by Step

Mute off

Enhanced phone functions

T Press the flashing key.

Pay attention to the notes on voice encr yption Æ Page 79.

Accepting a call in a team Æ Page 113.

Using the speakerphone

A colleague addresses you directly over the speaker with a speaker call. You hear a tone before the announcement. The other party’s name or station number appears on the screen.

You can conduct the call with the handset or in speakerphone mode.

^ Lift the handset and answer the call.

Press the "OK" key to confirm your selection and answer the call.

p Press the key and answer the call.

HF answerback on

HF answerback off

If handsfree answerback is enabled (see below), you do not need to switch on the microphone - you can answer directly. You can answer immediately in speakerphone mode. If handsfree answerback is disabled (default setting), follow the procedure described above. Placing a speaker call to a colleague Æ Page 56.

Enabling and disabling handsfree answerback

c Open the idle menu Æ Pa ge 24 .

Select and confirm the option shown

select and confirm the option shown.

Enhanced phone functions

Step by Step

Open door

Answering calls from the entrance telephone and opening the door

If an entrance telephone has been programmed, you can use your telephone to speak to someone at the entrance telephone and to activate a door opener. If you have the proper authorization (contact your service personnel), you can activate the door opener, enabling visitors to open the door themselves by entering a 5-digit code (using a DTMF transmitter or the keypad installed).

Speaking to visitors via the entrance telephone

Prerequisite: Your t elep hon e ri ngs .

^ Lift the handset within thirty seconds. You are connected to the en-

trance telephone immediately.

^ Lift the handset after more than thirty seconds.

j Dial the entrance telephone number.

Opening the door from your telephone during a call from the entrance telephone

Confirm.

More features g

Open door

Opening the door from your telephone without calling the entrance telephone

N Open the Program/Service menu Æ Page 29.

Select and confirm the option shown.

j Dial the entrance telephone number.

Special features must be taken into consideration if your telephone operates with Octopus F IP-Netpackage (system networking via PC network) Æ Page 116!

Opening the door with a code (at the door)

j After ringing the bell, enter the five-digit code (using the keypad or a

DTMF transmitter). Depending on how the door opener has been programmed, a doorbell call signal may or may not be forwarded.

Step by Step

Feature Settings g

Enhanced phone functions

Activating the door opener

N Open the Program/Service menu Æ Page 29.

Select and confirm the option shown.

Door opener on

3=change password

1=enable with ring

2=enable w/o ring

Feature Settings g

Door opener off

Select and confirm the option shown.

j Dial the entrance telephone number. j Enter the five-digit code. Default code = "00000".

Select the displayed function and press the "OK" dialog key to change the code.

Select and confirm the option shown.

You can also open the door without a doorbell ring.

Deactivating the door opener

N Open the Program/Service menu Æ Page 29.

Select and confirm the option shown.

Accepting a call from an answering machine

If an answering machine is connected to your system (ask the responsible technician) and you have programmed the answering machine’s internal number on a key Æ Page 69, you can accept the call from the answering machine.

R The LED lights up. Press the key shown.

Enhanced phone functions

Step by Step

Dial

Making calls

En-bloc dialing

If "en-bloc dialing" (Æ Page 126) is activated, the connection to the entered number is only set up when you have confirmed "Dial".

j Internal calls: Enter the station number.

External calls: Enter the external code and the station number.

if nec. h Delete existing characters.

Confirm. The connection is set up.

n The speaker key lights up. The party you are calling answers via

loudspeaker. You can use speakerphone mode.

You can pick up the handset before or after dialing.

Pay attention to the notes on voice encryption Æ Page 79.

Step by Step

Caller list

Enhanced phone functions

Using the caller list

Detailed information, as well as a sample display entry are provided on Æ Pag e 2 8.

Retrieving the caller list

Prerequisite: Service personnel has set up a caller list for your telephone.

c Open the idle menu Æ Pa ge 24 .

Confirm

3x: Dalai Lama g

Previous menu

Call

The most recent entry is displayed on the screen.

bd To view other calls, confirm each subsequent display.

Ending retrieval

Select and confirm the option shown.

N Press the key shown. The LED goes out.

n Press the key shown. The LED goes out.

Detailed view of a call

Prerequisite: You have retrieved the caller list and the selected entry is displayed.

c Press to view detailed information, see the example on Æ Pa ge 2 8.

Select and confirm the option shown for a detailed view of fur ther entries.

An advisory tone marks the end of the list.

Dialing a station number from the call er list

Prerequisite: You are viewing detailed information on an entry.

Confirm.

Pay attention to the notes on voice encr yption Æ Page 79.

Delete

Removing an entry from the caller list

Prerequisite: You are viewing the detailed view of a call. Select and confirm the option shown.

[1] ”Differing display view in a Octopus F900 environment” Æ Page 128

Enhanced phone functions

Step by Step

Directory

1=internal

+ or - Press the relevant key to select the next/previous entry

Scroll Next

Scroll Previous

Dialing a number from the internal directory

The internal directory contains all station numbers and system speed-dial numbers assigned to a name. Contact your service personnel to find out if one was configured for your system.

Prerequisite: Names have been assigned to the station numbers stored in the system.

^ Lift the handset.

n Press the key shown. The LED lights up.

c Open the idle menu Æ Pag e 2 4.

Confirm.

if nec. If several directories have been configured:

Confirm.

The first entry is displayed on the screen.

select and confirm the option shown to see the next eight entries in the list

select and confirm the option shown to see the previous eight entries in the list.

j Enter the name you want to find, or just the first few letters, using the

alphanumeric keypad Æ Pa ge 2 1.

The entry you wish to dial appears on the screen

Call

Select and confirm the option shown.

Pay attention to the notes on voice encryption Æ Page 79.

Step by Step

Directory

2=LDAP

Delete Character

Enhanced phone functions

Using the LDAP directory

If configured (ask your service personnel), you can search for directory data in the LDAP database and dial the number of any subscriber you find there.

Prerequisite: The LDAP search feature has been configured in the system.

^ Lift the handset.

n Press the key shown. The LED lights up.

c Open the idle menu Æ Pa ge 24 .

Confirm.

if nec. If several directories have been configured:

Select and confirm the option shown.

j Enter the name you wish to search for using the keypad Æ Pa ge 2 1

(max. 16 characters). You can enter an incomplete name, e.g. "mei" for "Meier".

if nec. If configured (ask your service personnel), you can also search for

surname and first name. To separate surname and first name by a space, enter "0". You can enter incomplete names, e.g. "mei p" for "Meier Peter".

if nec.

Select and confirm each letter to be deleted. The last letter entered is deleted.

In large databases, the results of the search may be incomplete if too few characters are entered Æ Pa ge 5 4.

Confirm. The name is searched for. This may take a few seconds.

Enhanced phone functions

Step by Step

Call

+ or - Press

Scroll Next

Scroll Previous

The result is displayed

If only one name is found, it is displayed. Confirm.

If several names are found (max. 50), the first name is displayed.

select and confirm the option shown

select and confirm the option shown.

Call

Modify search

Show matches

Modify search

Select and confirm the option shown.

Pay attention to the notes on voice encryption Æ Page 79.

If no name is found

If your search does not yield any name corresponding to your query, you can extend the range of the search, e.g. by deleting characters.

Select and confirm the option shown. For further procedure, see above.

If too many names are found

If more than the maximum of 50 names are found corresponding to your query, only an incomplete list of results can be displayed.

You can view these results, select any of the names, or change the search string (e.g. narrow the search by entering more characters).

In this case it is advisable to narrow down the search so that all corresponding names can be displayed.

Confirm, to view the incomplete list. For further procedure, see above.

or Narrow the search down.

Select and confirm, in order to change the search string. For further procedure, see above.

Step by Step

Use speed dialing

Enhanced phone functions

Making calls using system speed-dial numbers

Prerequisite: You know the system speed-dial numbers (consult your service personnel).

N Open the Program/Service menu Æ Page 29.

Select and confirm the option shown.

j Enter a three-digit speed-dial number.

Pay attention to the notes on voice encr yption Æ Page 79.

if nec. Suffix-dialing

j If necessary, you can suffix-dial additional digits (for example, the us-

er’s extension) at the end of the saved station number. If this feature is configured, a suffix is automatically dialed (for example, "0" for the exchange) if no entries are made within 4 or 5 seconds.

Dialing with speed-dial keys

Prerequisite: You have configured speed-dial keys Æ Page 55.

N Open the Program/Service menu Æ Page 29.

Select and confirm the option shown.

) Press the key shown.

j Press the required speed-dial key.

Pay attention to the notes on voice encr yption Æ Page 79.

Destinations g

Change Speed Dial

Change

Configure a speed-dial key

You can program the keys 0 to 9 with ten frequently used

phone numbers.

N Open the Program/Service menu Æ Page 29.

Confirm.

Select and confirm the option shown

) Press the key shown.

j Press the required speed-dial key. If the key is already in use, the pro-

grammed phone number appears on the screen.

Confirm.

j First enter the external code and then the external station number.

[1] ”Differing display view in a Octopus F900 environment” Æ Page 128

Enhanced phone functions

Step by Step

Save

Change

Delete

Exit

Calls g

Speaker call

Confirm.

or If you make a mistake:

Select and confirm the option shown. This deletes all entered digits.

Confirm.

Select and confirm the option shown.

Talking to your colleague with a speaker call

You can make a loudspeaker announcement through a loudspeaker if connected (ask your service personnel), or to an internal user with a system telephone without any action on their part.

N Open the Program/Service menu Æ Page 29.

Select and confirm the option shown.

j Enter the station number.

Responding to a speaker call Æ Page 4 7.

Step by Step

Enhanced phone functions

Talking to your colleague with discreet calling

If this function has been configured (ask your service personnel), you can join an ongoing call conducted by an internal user at a system telephone with display. You can listen in unnoticed and speak to the internal user without being overheard by the other party (discreet calling).

^ Lift the handset.

)945 Enter the code.

j Enter your internal station number.

Your service personnel can protect your telephone against discreet calling.

Automatic connection setup (hotline)

If this function is configured (contact your service personnel), the system automatically sets up a connection to a preset internal or external destination.

^ Lift the handset.

Depending on the setting, the connection is either set up immediately or only after a preset period of time (hotline after a timeout).

Reserve trunk

Reserving a trunk

If configured (ask your service personnel), you can reserve an occupied trunk for yourself. When the line is free, you receive a call and a note on the display.

Prerequisite: "Currently busy" appears on the display.

Confirm.

Reserved line is free:

Your telephone rings and the display shows "Trunk is free".

^ Lift the handset. You will hear the dial tone.

j Enter the external phone number.

Enhanced phone functions

Step by Step

Te m po ra r y M SN

Assigning a station number

If this function has been configured (contact your service personnel), you can selectively assign a specific number (DID number) to your telephone before making an external call. The assigned number then appears on the called party’s display.

N Open the Program/Service menu Æ Page 29.

Select and confirm the option shown.

j Enter the DID number you wish to use. j Dial the external number.

Associated dialing/dialing aid

If this function has been configured (contact your service personnel), you can use a dialing aid to dial numbers and set up calls for your telephone. The operating procedure depends on whether the dialing aid is connected to the S0 bus or the a/b (T/R) port.

You can also use your system telephone as a dialing aid for other telephones.

Dialing aid on the S

On the PC, select a destination and start dialing.

^ The speaker on your telephone is switched on. Lift the handset when

the other party answers.

Dialing aid at the a/b (T/R) port:

bus:

Associated dial

On the PC, select a destination and start dialing.

"Lift the handset" appears on the PC screen.

^ Lift the handset.

Dialing aid from your telephone for another telephone:

N Open the Program/Service menu Æ Page 29.

Select and confirm the option shown.

j Enter the internal station number ("Dial for:"). j Enter the number you wish to dial.

Step by Step

Call waiting

Enhanced phone functions

During a call

Using call waiting (second call)

Callers can still reach you while you are engaged in another call. A signal alerts you to the waiting call. You can ignore or accept the second call. When you accept the waiting call, you can either end the first call or place it on hold and resume the call later on. You can block the second call or the signal tone (Æ Page 60).

Prerequisite: You are engaged in a phone call and hear a tone (every six seconds).

Ending the first call and answering the waiting call:

\ Replace the handset. Your telephone rings.

Pay attention to the notes on voice encr yption Æ Page 79.

^ Answer the second call. Lift the handset.

Placing the first call on hold and answering the second call:

Select and confirm the option shown.

Pay attention to the notes on voice encr yption Æ Page 79.

You are immediately connected to the second caller. The first par ty is placed on hold.

Quit and return

Ending the second call and resuming the first one:

Confirm.

\ Replace the handset. "Recall" appears on the display. ^ Lift the handset.

You are reconnected with the first party.

Enhanced phone functions

Step by Step

Call wait.trm.off

Call wait.term.on

Waiting tone on

Preventing and allowing call waiting (automatic camp-on)

If this function has been configured (ask your service personnel), you can prevent or allow a second call Æ Page 59 from being signaled by automatic camp-on during an ongoing call.

N Open the Program/Service menu Æ Page 29.

Select and confirm the option shown1,

select and confirm the option shown.

Turning the call waiting tone on and off

You can suppress the call waiting tone (every six seconds) for external calls. A one-time special dial tone then alerts you to the waiting call.

Activating the call waiting tone

c Open the idle menu Æ Pag e 2 4.

Select and confirm the option shown.

Waiting tone off

Save number

Deactivating the call waiting tone

c Open the idle menu Æ Pag e 2 4.

Select and confirm the option shown.

Saving a number

You can save your call partner’s station number for subsequent redialing from the caller list Æ Pa ge 51 .

Prerequisite: You are on a call or an external station is being called.

Confirm.

[1] ”Differing display view in a Octopus F900 environment” Æ Page 128

Step by Step

Calls g

Enhanced phone functions

Parking a call

You can park up to ten calls, either internal, external, or both. Parked calls can be displayed on and picked up from another telephone. This feature is useful if you want to continue a call at another phone.

Prerequisite: You are conducting a call.

N Open the Program/Service menu Æ Page 29.

Select and confirm the option shown.

Park a call

Calls g

Retrieve call

Select and confirm the option shown.

0 ... 9 Enter the number of the park slot (0 - 9) and make a note of it. If the

park slot number you entered is not displayed, it is already in use; enter another one.

Retrieving a parked call

Prerequisite: One or more calls have been parked. The phone is idle.

N Open the Program/Service menu Æ Page 29.

Select and confirm the option shown.

0 ... 9 Enter the park slot number you noted earlier.

If the park slot number you enter is not in use, you cannot retrieve the call.

If a parked call is not picked up, after a specific period of time the call is returned to the telephone from where it was parked (recall).

Enhanced phone functions

Step by Step

Held on line: 801

\ or s Replace the handset or press the key shown.

Retrieve line

Holding external calls

If you have programmed a hold key on your phone Æ Page 69, you can put external calls on hold. Then all other stations can accept the call on the assigned trunk.

S Press the "Hold" key.

The message of the relevant trunk appears (e.g. 801) and note the trunk number. If available, the LED of the assigned trunk key flashes slowly.

if nec.

Depending on the configuration, this may be necessary so other members can also pick up the call on hold.

Accepting call on hold

Prerequisite: One or more calls are on hold. The phone is idle.

N Open the Program/Service menu Æ Page 29.

Select and confirm the option shown.

S If the "Retrieve" key is available Æ Page 69, press it.

j Enter the noted trunk number.

T If there is a "Line:" key available for the relevant trunk, it fl ashes slowly.

Press the key shown.

Step by Step

Start conference

Conference

Return to held call

Conference g 01:39

Enhanced phone functions

Conducting a conference

In a conference call, you can talk to as many as four other parties at the same time. These may be internal or external users.

You can only add parties to or remove them from a conference if you initiated the conference.

j Call the first party.

Select and confirm the option shown.

j Call the second party. Announce the conference.

Select and confirm the option shown.

A tone sounds every 30 seconds to indicate that a conference is in progress.

If the second party does not answer

Confirm.

Adding up to five parties to a conference

Confirm.

Add party

Conference

23189 Coco g

Remove party

Confirm.

j Call the new party. Announce the conference.

Select and confirm the option shown.

Removing parties from the conference

You are connected to a conference and wish to disconnect one of the participants.

Select and confirm the party you want.

Confirm.

If a participant that was connected to the conference via an unencrypted line leaves, the conference remains unsecured.

Enhanced phone functions

Step by Step

Conference g 01:39

Leaving a conference

Confirm.

Leave conference

Conference g 01:39

End conference

Conference g 01:39

Drop last conf. party

Calls g

Select and confirm the option shown.

\ Replace the handset, if this feature is configured (contact your ser-

vice personnel).

Ending a conference

Confirm.

Select and confirm the option shown.

\ Replace the handset, if this feature is configured (contact your ser-

vice personnel).

Removing the ISDN central office party from the conference

Confirm.

Select and confirm the option shown.

Activating tone dialing/DTMF suffix-dialing

You can transmit dual-tone multifrequency (DTMF ) signals to control devices such as an answering machine or automatic information system.

N Open the Program/Service menu Æ Page 29.

Select and confirm the option shown.

DTMF dialing

Select and confirm the option shown.

j You can use the keys 0 through 9, ) and

mit DTMF signals.

Ending the call also deactivates DTMF suffix dialing. Your system may be configured so that you can start DTMF suffix-dialing immediately after setting up a connection.

(

to trans-

Step by Step

Enhanced phone functions

Recording a call

If configured (contact your service personnel for details), you can record an active call.

Prerequisite: You are on a call, the "Recording" key is configured Æ Page 69.

S Press the "Recording" key. The LED lights up.

You and the other party hear an announcement that recording has started and as long as recording is still running, you hear an acoustic signal approx. every 15 seconds.

During recording, it is not possible to add further call parties.

Stopping recording

R Press the "Recording" key which lights up. The LED goes out.

Listening to a recording

Playback of the recording depends on the voice recording system used (see the associated user guide).

Enhanced phone functions

Step by Step

Consultation

Speaker call

Transfer

Transferring a call after a speaker call announcement in a group

If this function has been configured (contact your service personnel), you can use a speaker call (announcement, Æ Page 111) to announce a call in progress to a group of users Æ Page 56. After a member of the group has accepted the call request, you can transfer the waiting party.

Prerequisite: You are conducting a call.

Confirm. The other party is placed on hold.

c Press the key shown.

Select and confirm the option shown.

j Enter the group’s station number.

[ Announce the call.

When a member of the group accepts the call Æ Pa ge 47, you are connected to this party.

\ Replace the handset.

Select and confirm the option shown.

Calls g

Trunk flash

If the connection between the two other parties is not established within 45 seconds, the call from the first part returns to you (recall).

Sending a trunk flash

To activate ISDN-type services and features through the network carrier’s analog trunks or those of other communications platforms (such as "consultation hold"), you must send a signal to the trunks before dialing the service code or telephone number.

Prerequisite: You have set up an external connection.

N Open the Program/Service menu Æ Page 29.

Select and confirm the option shown.

j Enter the service code and/or telephone number.

Step by Step

Camp-on

Override

Enhanced phone functions

If you cannot reach a destination

Call waiting (camp-on)

Prerequisite: You have dialed an internal number and hear a busy signal. It is important that you reach the called party.

Wait (approx. 5 seconds) until "Camp-on" appears on the display and the busy tone is followed by the ring tone.

The called party can then respond Æ Page 59.

The called party can prevent automatic call waiting Æ Page 60.

If this feature is configured (contact your service personnel), you will hear the ring tone and the message "Camp-on" is immediately displayed.

Busy override – joining a call in progress

This function is only available if it has been configured by the service technician (contact your service personnel).

Prerequisite: You have dialed an internal number and hear a busy signal. It is important that you reach the called party.

Select and confirm the option shown.

The called party and person to whom this party is talking hear an alerting tone every two seconds. If the called party has a system telephone with display, the following appears on the screen: "Override: (Number or name)".

You can now start talking.

Enhanced phone functions

Step by Step

Night answer on

Using night answer

When night answer mode is active, for example during a lunch break or after office hours, all external calls are immediately forwarded to a specific internal telephone (night station). The night station can be defined by service personnel ( standard night answer service) or by you ( temporary night answer service).

Special features must be taken into consideration if your telephone operates with Octopus F IP-Netpackage (system networking via PC network) Æ Page 118!

Activating

Select and confirm the option shown.

*=default

Save

Night answer off

Press the "OK" dialog key to confirm ( standard night answer service).

j Enter the destination number ( temporary night answer service).

Confirm.

Deactivating

Select and confirm the option shown.

Service personnel can also configure an "automatic night answer service". The automatic night answer service activates at specific times for your telephone depending on how it is programmed. You can deactivate the automatic night answer service or replace it with a night answer service you configured (see above).

Step by Step

Assign telephony function

Prog. feature key

Change key

Programming sensor keys

You can program frequently used functions, station numbers or procedures on your Octophon F640 HFA’s sensor keys.

Configuring function keys

Overview of functions

The functions are split into the following menus:

• Destinations

• Feature Settings

• PIN and Authorization

• Calls

• More features

The available functions depend on your configuration. If a function is missing, contact your service personnel.

Saved function LED messages

Call forwarding, Forwarding - trunk, Forward Line, Night answer, Do not disturb, Telephone lock, Advisory message, Ringer cutoff, HF answerback on/off, Join/leave group, Caller ID suppression, Call wait.term., Waiting tone off, Ring Transfer, Recording, Door opener on/off, Control Relay (only for Octopus F100/200/400/650), Ringing group on, Shift Key, UCD (Available on/off, Work on/off), Night answer on/off, MULAP Privacy Release:

S Saved function is not activated. R Saved function is activated.

Callback:

S You have no entry for callback. R You have an entry for callback.

Repdial key (Internal), Direct station select:

S Party not o n a call. R Party is on a call or has activated DND. T Flashing quickly - I’m being called, please accept.

Flashing slowly - another party is being called and has not yet answered.

Call key, General call key, Trunk key, MULAP Key, Temporary MSN:

S No call via corresponding trunk. R Active call via the corresponding trunk.

T Flashing quickly - call on the relevant trunk, call pickup is possible by

pressing the sensor key. Flashing slowly - a call is placed on hold on the relevant trunk.

Tru nk g ro u p key :

S At least one trunk is free. R All lines in this trunk group are occupied.

View call charges:

S No chargeable calls have been set up since the last check. R Chargeable calls have been set up since the last check.

Call forwarding, Forward Line:

T Flashing slowly - your line is a call forwarding destination.

Step by Step

Programming sensor keys

Fax details:

S No fax received or no message on the answering machine. R Fax received or message on the answering machine.

View number of calls:

S No waiting callers. T Flashing quickly - callers waiting (certain number is exceeded).

Flashing quickly - callers waiting (certain number is reached).

Data I/O Service:

S No connection to an application. R Active connection to an application.

T Flashing slowly, connection to an application is temporarily interrupt-

ed.

The following functions programmed on keys do not have a LED function: Repdial key (external), Procedure key, Trace callSpeed dial, Clear, Lock all phones, Send message, Directory (1=internal, 2=LDAP), Call waiting, Toggle/Connect, Conference, Speaker call, Retrieve line, Reserve trunk, Release trunk, Temporary Phone, Override, Park a call, Pickup - directed, Pickup - group, Account code, Show call charges, Page, Answer page, Timed reminder, Open door, DTMF dialing, Recall-key, Room monitor, Hold key, Consult internal, Consultation, Associated dial, Associated serv., Tel. data service, Mobile Login, Discreet Call.

Programming sensor keys

Step by Step

Assign telephony function

Prog. feature key

Change key

Programming a procedure key

Numbers and functions which require further input, i.e. which contain several operating steps, can be saved on a key on your telephone. The relevant service personnel must be granted appropriate authorization.

For example the function "Associated dial" Æ Page 58 together with the required input (number of the phone to for which the call should be made and the number to be dialed) can be saved on a sensor key. Numbers which require further input can also be saved.

S Hold down the key shown.

Confirm.

N Open the Program/Service menu Æ Page 29.

Select and confirm the option shown.

S Press the key shown.

Confirm.

More features g

Procedure key g

12345 the number to be called.

Save

Select and confirm the option shown.

j Enter procedure. Example: *67 231 123456 *67 Code for associated dial. 231 Number of the phone for which the call should be made

if nec. S Press "Pause" to enter pauses (a "P" appears on the display).

Confirm.

Step by Step

Programming sensor keys

or If you make a mistake:

Select and confirm the option shown. This deletes all entered digits.

Exit

Another key

Confirm.

Select and confirm the option shown.

Select the saved procedure by pressing the key. Procedures with activatable/deactivatable functions are activated with one press of the button and deactivated with the next.

You can press the procedure key during a call to automatically send the saved digits as DTMF signals Æ Pag e 6 4. Fo r di splay messages when saving procedures, see Æ Page 132.

Programming sensor keys

Step by Step

Assign telephony function

Prog. feature key

Change key

+=Next layer

Configuring repdial keys

You can also program internal and external station numbers on the second level. The LED function is not available for internal station num bers o n the s econd le vel. To pro gram the s econd le vel, yo u must program a "Shift" key Æ Page 69.

Changing the label

The label set when a repdial key was programmed can also be subsequently changed.

You can not c han ge th e la bels on function keys.

Changing the label

S Hold down the key shown.

Confirm.

N Open the Program/Service menu Æ Page 29.

Select and confirm the option shown.

S Press the required key.

+if nec.

Select and confirm the option shown.

Key label

Change

Default label

Save

Exit

Clear key

Select and confirm the option shown.

Confirm.

j Enter text via the keypad (max. 12 characters) Æ Page 22.

Select and confirm to reset to the default label.

Confirm to apply the changes.

Select and confirm to reject the changes made.

Confirm.

Adapt the contrast of the key label to your surroundings Æ Page 122.

Deleting sensor key programming

Deleting a function/phone number/label

S Press and hold the required sensor key.

Select and confirm the option shown.

Displaying and assigning call charges

Step by Step

Displaying and assigning call charges

Displaying call charges

For the current call

Call charges are shown by default on the display when a call ends. If you want to display call charges as they occur during a chargeable call, your service personnel must request this option from the network operator. Call charge display must be requested from the network operator and configured by the relevant service personnel. Depending on the setting, call charges are displayed during or after a call. Depending on the network operator, free external calls are also displayed. The message "Free of Charge" appears on the screen either before or during the call. If the cost indication facility has not been installed, the display will show the dialed number and/or the length of the telephone call.

If a call is forwarded, call charges are assigned to the destination of the call transfer operation.

More features g

Show call charges

For all calls and for the last call

Connection charges for the last chargeable call made are displayed first. After five seconds, the accumulated connection charge (total) is displayed.

N Open the Program/Service menu Æ Page 29.

Select and confirm the option shown.

Step by Step

Displaying and assigning call charges

Displaying call charges for another telephone

If configured (contact your service personnel), you can also display and print out information on chargeable calls for other phones (such as a pay phone).

Prerequisite: You have programmed the function "Show call charges" on a key Æ Page 69.

The LED lights up to indicate that a you have conducted a chargeable call since the last time you viewed the charges.

S Press the "Call Charges" key. Chargeable calls are displayed.

Press to display further chargeable calls.

Clear

Add’l information

Exit

Select and confirm the option shown

select and confirm the option shown

select and confirm the option shown.

Displaying and assigning call charges

Step by Step

N Open the Program/Service menu Æ Page 29.

Calls g

Dialing with call charge assignment

You can assign external calls to certain projects.

Prerequisite: Your service personnel have defined account codes for you.

Select and confirm the option shown.

Account code

#=Save

Select and confirm the option shown.

j Enter the account code.

if nec. ( Press this key.

Confirm.

May be necessary, depending on configuration; contact your service personnel.

j Enter the external phone number.

You can also enter the account code during a call.

Step by Step

Privacy/security

Voice encryption (only for Octopus F270 IT/F100/F200/ F400/F650/IP-Netpackage)

Please see also the explanations on Æ Page 11.

Notes on voice encryption

Unencrypted connection warning

Your service personnel can define on your communication system whether you are notified of unencrypted calls and how.

Z Warning tone.

and/or

Call not encrypted

23189 Coco g 01:39

23133 Yves g 01 :6 3

Display.

You will then receive a warning tone and/or a message on the display when you accept a call, accept a consultation call or are connected to a conference and the connection to a station is unencrypted.

Notification of an encrypted connection

A closed padlock symbol appears next to the caller ID.

Notification of an unencrypted connection

An open padlock symbol appears next to the caller ID.

Privacy/security

Step by Step

Ringer cutoff on

Ringer cutoff off

DND on

DND off

Turning ringer cutoff on and off

If you do not wish to take calls, you can activate the ringer cutoff function. Calls are only identified by one ring signal, an indication on the display, and a key which has been programmed to flash (such as a trunk key).

Activating

c Open the idle menu Æ Pag e 2 4.

Select and confirm the option shown.

Deactivating

c Open the idle menu Æ Pag e 2 4.

Confirm.

Activating/deactivating "Do not disturb"

If you do not wish to take calls, you can activate do not disturb. Internal callers hear the busy tone, external callers are connected to another phone, which you can specify (contact your service personnel).

Activating

c Open the idle menu Æ Pag e 2 4.

Select and confirm the option shown.

Activating

c Open the idle menu Æ Pag e 2 4.

Confirm.

When you lift the handset, you will hear a special tone (continuous buzzing) reminding you that "Do not disturb" is activated.

Authorized internal callers automatically override the DND feature after five seconds.

Step by Step

Suppress call ID

Restore caller ID

Privacy/security

Caller ID suppression

You can prevent your station number or name from appearing on the displays of external parties you call. The feature remains active until you deactivate it.

Activating

c Open the idle menu Æ Pa ge 24 .

Select and confirm the option shown.

Deactivating

c Open the idle menu Æ Pa ge 24 .

Select and confirm the option shown.

Your service personnel can activate/deactivate caller ID suppression for all phones.

Privacy/security

Step by Step

Room monitor

Monitoring a room

You can use a phone to monitor a room. This function must be enabled on the monitoring phone. When you call this phone, you can immediately hear what is happening in that room.

Activating the telephone to be monitored

N Open the Program/Service menu Æ Page 29.

Select and confirm the option shown.

You can either leave the telephone in speakerphone mode or lift the handset and leave it directed towards the noise source.

Deactivating the telephone to be monitored

N Press the lit key. The LED goes out.

\ Replace the handset.

Monitoring the room

j Enter the internal station number of the phone located in the room

that you wish to monitor.

Tr a c e c a ll

Trace call: identifying anonymous callers

You can identify malicious external callers. You can record the caller’s phone number during a call or up to 30 seconds after a call. In this case, you should not hang up.

N Open the Program/Service menu Æ Page 29.

Select and confirm the option shown.

If the trace is successful, the transmitted data is stored by your network operator. Contact your service personnel.

Step by Step

Lock phone

Privacy/security

Locking the telephone to prevent unauthorized use

You can prevent unauthorized parties from using your phone during your absence.

You can see whether the function is activated or deactivated from the corresponding icon in the status bar on the display Æ Pa ge 2 3.

Locking the phone

( Hold down the key shown.

c Open the idle menu Æ Pa ge 24 .

Select and confirm the option shown.

j Enter code (telephone lock) Æ Pag e 8 5.

The padlock icon appears on the status bar Æ Pa ge 2 3.

When the phone is locked, a special dial tone sounds when the handset is lifted. Within the system, users can make calls as normal.

You r pho ne c an a lso be lo cke d or u nlo cked by a n aut hor ize d party Æ Page 84.

Unlock phone

Unlocking the phone

( Hold down the key shown.

c Open the idle menu Æ Pa ge 24 .

Select and confirm the option shown.

j Enter code (telephone lock) Æ Pag e 8 5.

Privacy/security

Step by Step

Lock all phones

*=lock phone

#=unlock phone

Locking another telephone to prevent unauthorized use

If configured (contact your service personnel), you can lock and unlock other telephones to prevent unauthorized access.

If a phone user locks his or her phone and forgets the personal lock code, you can use this function to unlock the phone.

N Open the Program/Service menu Æ Page 29.

Select and confirm the option shown.

j Enter the internal station number of the phone you wish to lock/un-

lock.

Confirm

select and confirm the option shown.

Step by Step

PIN and Authorization g

Privacy/security

Saving your PIN

Enter a personal code to use the functions

• for protecting your phone against unauthorized use Æ Page 8 3

• for using another telephone like your own Æ Pa ge 9 1.

You can save this code.

If you forget your code, contact your service personnel to have the default code restored.

The default code is "00000".

N Open the Program/Service menu Æ Page 29.

Select and confirm the option shown.

Change PIN

Confirm.

j Enter the current five-digit PIN.

If you have not yet set a PIN, use "00000" the first time.

j Enter the new PIN. j Re-enter the new PIN.

More functions/services

Step by Step

Timed reminder on

possibly 2 or 7 If the selected language is "US English" Æ Page 127, you can enter

One time only

Daily

More functions/services

Appointments function

You can configure your phone to call you to remind you about appointmentsÆ Pa ge 8 7. You must save the required call times. You can enter a single appointment that will take place in the next twenty four hours or you can enter a daily recurring appointment.

Saving appointments

N Open the Program/Service menu Æ Page 29.

Select and confirm the option shown.

j Enter a 4-digit time such as 0905 for 9.05 (= 9.05 am) or 1430 for

14.30 (= 2.30 pm).

the code 2 for "am" or 7 for "pm" (default = "am").

Confirm.

Select and confirm the option shown.

Save

Timed reminder off

Delete

Exit

Confirm.

Deleting and checking a saved appointment

N Press the key shown.

Select and confirm the option shown.

Confirm.

Select and confirm the option shown.

Step by Step

Reminder at 1200

Send message

More functions/services

Using timed reminders

Prerequisite: You have saved a reminder Æ Page 86 . The save d ti me arrives.

The phone is ringing. The appointment time is displayed.

n Press key twice.

^ \ Lift the handset and replace it again.

If you do not answer the timed reminder, it is repeated five times and then deleted.

Sending a message

You can send short text messages to individual stations or groups of stations with system telephones.

Creating and sending a message

c Open the idle menu Æ Pa ge 24 .

Select and confirm the option shown.

0=Please callback

Enter message text

Send

j Enter the internal station number of the recipient or group.

Select predefined text (can be changed by service personnel) and confirm.

0 ... 9 Enter the code directly.

The code is shown on your display with the corresponding message.

Select and confirm the option shown.

j Enter message (up to 24 characters) Æ Pag e 21 .

Confirm.

Transmitted text messages are saved as callback requests on system telephones with no display and on ISDN, pulse or tone dialing telephones.

More functions/services

Step by Step

View sent message

Displaying and deleting messages you have sent

Prerequisite: The recipient has not yet accepted a sent message.

c Open the idle menu Æ Pag e 2 4.

Select and confirm the option shown.

Message sent

Delete

Message sent

Time/date sent

Call sender

Delete

Confirm.

The text message is displayed.

Select and confirm the option shown.

The message is deleted.

Viewing and editing incoming messages

Pay attention to the notes on Æ Page 27.

O The LED lights up. Press the key shown.

The sender’s caller ID appears in the first line on the display, see the example on Æ Page 27.

Confirm.

The text message appears on the display.

Viewing the transmission time

Confirm.

Calling the sender

Select and confirm the option shown.

Deleting messages

Select and confirm the option shown.

Step by Step

Advisory msg. on

More functions/services

Leaving an advisory message

You can leave messages/advisory messages on your phone’s display for internal callers that wish to contact you in your absence. When you receive a call, the message appears on the caller’s display.

c Open the idle menu Æ Pa ge 24 .

Select and confirm the option shown.

0=Will return at:

Enter message text

Save

Advisory msg. off

Select predefined text (can be changed by service personnel) and confirm.

0 ... 9 Enter the code directly.

The code is shown on your display with the corresponding message.

Predefined messages with a colon can be completed by entering a digit.

Select and confirm the option shown.

j Enter message (up to 24 characters) Æ Pag e 21 .

Confirm.

Deleting advisory messages

c Open the idle menu Æ Pa ge 24 .

Confirm.

R When the "Advisory message" is available Æ Page 69, the LED lights

up. Press the key shown.

More functions/services

Step by Step

Displaying the number of waiting calls/ overload display

You can show the number of external waiting calls on the display if you programmed the "View number of calls" key Æ Page 69.

R Press the " Calls in Q" key.

If the number of waiting calls exceeds a preset limit while you are engaged in another call (overload), the LED on the key lights up. Contact your service personnel to find out the waiting call limit.

•LED off: There are no waiting calls.

• LED is flashing slowly: The set limit has been reached.

• LED is flashing quickly: The limit has been exceeded (overload).

Step by Step

PIN and Authorization g

More functions/services

Using another telephone like your own for a call

Other parties can temporarily use your phone like their own for an outgoing call.

N Open the Program/Service menu Æ Page 29.

Select and confirm the option shown.

Te m po ra r y P ho ne

Change PIN

Select and confirm the option shown.

j Enter the number of the other user. j Enter the other user’s lock code Æ Pag e 8 5.

if nec.

If the other user has not set a PIN, he or she is prompted to do so on his or her phone.

j Dial the external number.

This state is canceled as soon as the call is ended.

More functions/services

Step by Step

Using a mobile phone number at a random phone

You can program a mobile phone number that was set up especially for you by your service personnel at a system-based Octophon F640 phone of your choice. The original "guest telephone" setting is deactivated. The mobile phone number remains available until you log off the "guest telephone".

Logging on to the "guest telephone"

Log on to the "guest telephone" with a mobile phone number.

Prerequisite: You received a mobile phone number and, where applicable, a password (consult your service personnel). The "Mobile Login" key is configured on your Octophon F640.

S Press the "Mobile Login" key.

or if a key is not configured,

j Enter the code for "Mobile Login (log on)" (see Æ Pa ge 1 39) .

The request "New number." is output.

j Enter the "Mobile phone number".

The request "Code for IP number" nnn (e.g. 834) is output:

Entry complete

if nec. j Enter your password.

( Press the key shown.

Confirm.

The logon procedure starts.

Your mobile phone number will appear, preceded by the mobility icon, in the last line on the left when you are correctly logged on Æ Pag e 2 3.

You can no longer see the original user settings for the "guest telephone" but you can now use your mobile connectio n. Entries are only temporarily saved in the call lists and personal phonebook, that is, they are not there the next time you log on.

Step by Step

More functions/services

Moving the connection to the next telephone

If you want to move your connection from the first "guest telephone" to a second "guest telephone", log onto the second "guest telephone" in the usual fashion (see Æ Page 92).

The message "Log off successful" is output on the first "guest telephone". The "home telephone" remains locked. You can now use the second "guest telephone" in the same way as the first one.

Logging off the "guest telephone"

S Press the "Mobile Login" key.

or if a key is not configured,

j Enter the code for "Mobile Login (log off)" (seeÆ Page 139).

The logoff procedure starts.

The "guest phone" is now available with its original phone number, properties and functions.

More functions/services

Step by Step

More features g

Fax details and message on answering machine

If a fax or answering machine is connected to your system and you have assigned the "Fax details" function to a programmable key Æ Page 69, the key lights up when a fax or a message has been received.

Deactivating signaling

R Press the flashing "Fax service" key. The LED goes out.

Resetting services and functions (system-wide cancellation for a telephone)

A general reset procedure is available for initiated functions. The following functions are deleted, if enabled:

•Forwarding on

•Advisory msg. on

• Ringing group on

• Hunt group off

• Suppress call ID

• Call waiting tone off

• Do not disturb on

•Ringer cutoff on

• Received messages

• View callbacks

N Open the Program/Service menu Æ Page 29.

Select and confirm the option shown.

Reset services

Select and confirm the option shown

[1] ”Differing display view in a Octopus F900 environment” Æ Page 128

Step by Step

Associated serv.

More functions/services

Activating functions for another telephone

If configured (contact your service personnel), you can activate and deactivate the following functions for other phones (associated service):

•Do not disturb, code: *97/#97 Æ Pag e 8 0

• Call forwarding, code

• Lock and unlock phone, code

66/#66 Æ Pag e 8 3

• Ringing group,

• Leave an advisory message,

•Group call,

• Reset services and functions,

• Control relays,

•Night answer,

•Timed reminders,

N Open the Program/Service menu Æ Page 29.

Select and confirm the option shown.

code *81/#81 Æ Page 111

code *69/#69 Æ Pag e 8 9

code

85/#85 Æ Page 111

code #0 Æ Pag e 9 4

code *90/#90 Æ Pag e 1 00

code

44/#44 Æ Pag e 6 8

code *46/#46 Æ Pag e 8 6

11, *12, *13, #1 Æ Pag e 4 0

j Enter the internal station number of the phone where you wish to ac-

tivate the function.

j Enter code (for example,

For any additional input, follow the instructions on your display.

97 for "Do not disturb on").

More functions/services

Step by Step

Using system functions from outside DISA (direct inward system access)

If configured (contact your service personnel), you can use an external phone like an internal station to set up an outgoing external connection via the system. You can also activate or deactivate the following system functions:

• Reset services and functions,

code #0 Æ Pag e 9 4

• Call forwarding, code *1/#1 Æ Pag e 4 0

•Lock and unlock phone, code *66/#66 Æ Pag e 8 3

•Save your PIN, code

93 Æ Pag e 8 5

• Send a message,

• Leave an advisory message,

• Ringing group, code

•Group call, code

• Caller ID suppression,

•Camp-on tone, code

•Open door, code

• Release door opener, code

•Control relays, code

• Do not disturb, code

• Ringer cutoff, code

• Dial using speed dial, code

• Associated service, code

Prerequisite: Your phone supports tone dialing (DTMF) or you can switch your phone to tone dialing. The phone is not connected to the system.

j Establish a connection to the system. Enter the station number (con-

tact your service personnel).

j Wait for the continuous tone (if necessary, switch phone to tone dial-

ing) and enter the internal number assigned to you and the corresponding PIN.

( Enter the code (only required if programmed in the system).

j Wait for the dial tone and enter the code for example,

disturb on. If necessary, make further entries; refer also to the user guide for dial pulse/DTMF phones.

j Dial the external number.

code *68/#68 Æ Pag e 8 7

code *69/#69 Æ Pag e 8 9

81/#81 Æ Pag e 1 11

85/#85 Æ Pag e 1 11

code *86/#86 Æ Pag e 8 1

87/#87 Æ Pag e 6 0

61 Æ Pag e 48

90/#90 Æ Pag e 1 00

97/#97 Æ Pag e 8 0

98/#98 Æ Pag e 8 0

89/#89 Æ Pa ge 4 9

7 Æ Pag e 5 5

83 Æ Pag e 95

97 for Do not

Step by Step

Keypad dialing

More functions/services

You can only perform one function/establish one outgoing connection at a time. The connection is cleared as soon as the function is s uccessfully activated. In the case of an external call, the connection is cleared as soon as one of the call partners hangs up.

Using functions in ISDN via code dialing (keypad dialing)

If authorized (contact your service personnel), you can access ISDN functions in some regions using codes.

N Open the Program/Service menu Æ Page 29.

Confirm.

j Enter the required trunk number (contact your service personnel). j Entering a code for required ISDN function (contact your service per-

sonnel).

Contact your network provider to find out which ISDN functions can be code-operated in your country.

Deutsche Telekom AG shall not be liable for damages/costs which may be incurred by fraudulent activities or remote operation (such as toll fraud).

More functions/services

Step by Step

Tel. data service

Entry complete

Controlling connected computers/ programs/telephone data service

If this function has been configured (contact your service personnel), you can control connected computers or programs running on them, such as hotel services or information systems, from your telephone.

Prerequisite: You have set up a connection.

N Open the Program/Service menu Æ Page 29.

Select and confirm the option shown.

For entering data, you are guided by the connected computer. However, depending on configuration (contact your service personnel), you must activate your entries in one of the following ways:

Inputs in en-bloc mode

0 ... 9 Enter data.

( Complete entry.

Confirm.

or Inputs in online mode

The connected computer processes your entries directly.

( Enter the code.

0 ... 9 Enter data.

Step by Step

+-0 ... 9e Use the relevant keys to communicate with the application.

More functions/services

Communicating with PC applications over a CSTA interface

If configured (contact your service personnel), you can use your phone to communicate with PC applications (CSTA = Computer Supported Telecommunications Applications). You send information to the application and receive information from the application, for example, via your phone display.

S Press the "Data I/O" key.

(Key programming Æ Page 69.)

j Enter the three-digit ID for the application you wish to control.

Temporarily interrupting communication with the application

^ The phone is ringing. You answer the call.

T The "Data I/O" key flashes: Communication to the application is auto-

matically interrupted.

Resuming communication with the application

T Press the flashing "Data I/O" key. The LED lights up.

Ending communication with the application

Select and confirm the relevant CSTA message.

^ \ Lift the handset and replace it again.

More functions/services

Step by Step

Control Relay On

Control Relay Off

Controlling relays (only for Octopus F100/200/400/650)

If this function has been configured (contact your service personnel), you can use up to four relays to enable/disable different devices (such as a door opener). Depending on how you program the relays, you can activate and deactivate them manually them or configure them to activate and deactivate automatically (after timeout).

Special features must be taken into consideration if your telephone operates with Octopus F IP-Netpackage (system networking via PC network) Æ Page 120!

Select and confirm the option shown

select and confirm the option shown.

1 ... 4 Enter the relay.

Sensors (Octopus F100/200/400 only)

100

If configured (contact your service personnel), sensors are able to recognize signals, call your phone, and display an appropriate message on the screen.

T-Mobile Octopus F200, Octopus F IP-Netpackage, Octopus F470 UC, Octophon F640 HFA, Octophon F640 Operating Instructions Manual

Specifications and Main Features

Frequently Asked Questions

User Manual

Important information

Trademarks

Location of the telephone

Documentation

General information

About this manual

Service

Intended use

Telephone type

Voice encryption

Speakerphone quality and display legibility

Multi-line telephone, executive/secretary functions

Getting to know your Octophon F640 phone

The user interface of your Octophon F640 HFA

Ports on the underside of the phone

Using network ports more efficiently

Key Module

key module for Octophon F640

key module for Octophon F615 HFA

Octophon F640 Busy Lamp Field

Keys

Function keys

Audio keys

5-way navigator

Programmable sensor keys

Keypad

Display

Telephony dialogs

Mailbox

Caller list

Program/Service menu

Control and monitoring function

Basic functions

Answering a call

Answering a call via the handset

Answering a call via the loudspeaker (speakerphone mode)

Accepting a call via the headset

Switching to speakerphone mode

Switching to the handset

Open listening during a call

Making calls

Off-hook dialing

On-hook dialing

Dialing with the headset connected

Dialing with DDS keys

Dialing with DDS keys

Redialing a number

Ending a call

Rejecting calls

Turning the microphone on and off

Calling a second party (consultation)

Switching to the held party (alternating)

Transferring a call

Call forwarding

Using variable call forwarding

Using call forwarding no reply (CFNR)

Call forwarding in the event of telephone failure (CFSS)

Call forwarding in the carrier network and forwarding multiple subscriber numbers (MSN)

Using callback

Storing a callback

Accepting a callback

Viewing and deleting a stored callback

Enhanced phone functions

Answering calls

Accepting a call with the headset

Accepting a specific call for your colleague

Using the speakerphone

Answering calls from the entrance telephone and opening the door

Accepting a call from an answering machine

Making calls

En-bloc dialing

Using the caller list

Dialing a number from the internal directory

Using the LDAP directory

Making calls using system speed-dial numbers

Dialing with speed-dial keys