Toshiba IP EDGE User Manual

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TOSHIBA Telecommunication Systems Division

IP Telephone, Messaging and

Call Manager User Guide

Title Page

November 2011

Publication Information

Toshiba America Information Systems, Inc.

Telecommunication Systems Division

Publication Information

Toshiba America Information Systems, Inc., Telecommunication Systems Division, reserves the right, without prior notice, to revise this information publication for any reason, including, but not limited to, utilization of new advances in the state of technical arts or to simply change the design of this document.

Further, Toshiba America Information Systems, Inc., Telecommunication Systems Division, also reserves the right, without prior notice, to make such changes in equipment design or components as engineering or manufacturing methods may warrant.

IPedge-UG-VB

Version B, November 2011

Our mission to publish accurate, complete and user accessible documentation. At the time of printing the information in this document was as accurate and current as was reasonably possible. However, in the time required to print and distribute this manual additions, corrections or other changes may have been made. To view the latest version of this or other documents refer to the Toshiba FYI web site.

Toshiba America Information Systems shall not be liable for any commercial losses, loss of revenues or profits, loss of goodwill, inconvenience, or exemplary, special, incidental, indirect or consequential damages whatsoever, or claims of third parties, regardless of the form of any claim that may result from the use of this document.

THE SPECIFICATIONS AND INFORMATION PROVIDED HEREIN ARE FOR INFORMATIONAL PURPOSES ONLY AND ARE NOT A WARRANTY OF ACTUAL PERFORMANCE, WHETHER EXPRESSED OR IMPLIED. THE SPECIFICATIONS AND INFORMATION ARE SUBJECT TO CHANGE WITHOUT NOTICE. ACTUAL PERFORMANCE MAY VARY BASED ON INDIVIDUAL CONFIGURATIONS, USE OF COLLATERAL EQUIPMENT, OR OTHER FACTORS.

This document is copyrighted by Toshiba America Information Systems, Inc. with all rights reserved. Under the copyright laws, this document cannot be reproduced in any form or by any means—graphic, electronic, or mechanical, including recording, taping, photocopying, without prior written permission of Toshiba. No patent liability is assumed, however, with respect to the use of the information contained herein.

Trademarks

Tos hi ba , I Pedge, CIX, SoftIPT and Strata are trademarks of Toshiba Corporation or Toshiba America

Information Systems, Inc. Appcritical is a registered trademark of Apparent Networks, Inc. Linux is a registered trademark of Linus Torvald. AudioCodes is Registered trademark of AudioCodes Ltd. Cisco is a registered trademark of Cisco Technology, Inc. SonicWALL is a registered trademark of SonicWALL, Inc. Mozilla and Firefox are registered trademarks of Mozilla Foundation Corp. Windows, Outlook, and Microsoft are registered trademarks of Microsoft. Trademarks, registered trademarks, and service marks are the property of their respective owners.

IPedge General End User Information

FCC Requirements

Means of Connection: The IPedge does not connect directly to the telephone network. All direct

connections are made to a gateway. Please refer to the gateway manufacturer's documentation.

Radio Frequency Interference

Warning: This equipment generates, uses, and can radiate radio frequency energy and if not installed and used in accordance with the manufacturer’s instruction manual, may cause interference to radio communications. It has been tested and found to comply with the limits for a Class A computing device pursuant to Subpart J of Part 15 of FCC Rules, which are designed to provide reasonable protection against such interference when operated in a commercial environment. Operation of this equipment in a residential area is likely to cause interference, in which case, the user, at his/her own expense, will be required to take whatever measures may be required to correct the interference.

Underwriters Laboratory

This system is listed with Underwriters Laboratory (UL). Secondary protection is required, on any wiring from any telephone that exits the building or is subject to lightning or other electrical

surges, and on DID, OPS, and Tie lines. (Additional information is provided in the IPedge

Install Manual.)

CP01, Issue 8, Part I Section 14.1

Notice: The Industry Canada label identifies certified equipment. This certification means that the equipment meets certain telecommunications network protective, operational and safety requirements as prescribed in the appropriate Terminal Equipment Technical Requirements document(s). The Department does not guarantee the Equipment will operate to the user’s satisfaction.

Repairs to Certified Equipment should be coordinated by a representative designated by the supplier.

Any repairs or alterations made by the user to this equipment, or equipment malfunctions, may give the telecommunications company cause to request the user to disconnect the equipment.

Users should ensure for their own protection that the electrical ground connections of the power utility, telephone lines and internal metallic water pipe system, if present, are connected together. This precaution may be particularly important in rural areas.

301756 I.T.E

Before installing this equipment, users should ensure that it is permissible to be connected to the facilities of the local telecommunications company. The equipment must also be installed using an acceptable method of connection. The customer should be aware that compliance with the above conditions may not prevent degradation of service in some situations.

CAUTION! Users should not attempt to make such connections themselves, but should contact the appropriate electric inspection authority, or electrician, as appropriate.

Important Notice — Music-On-Hold

In accordance with U.S. Copyright Law, a license may be required from the American Society of Composers, Authors and Publishers, or other similar organization, if radio or TV broadcasts are transmitted through the music-on-hold feature of this telecommunication system. Toshiba America Information Systems, Inc., strongly recommends not using radio or television broadcasts and hereby disclaims any liability arising out of the failure to obtain such a license.

Hearing Aid Compatibility Notice: The FCC has established rules that require all installed business

telephones be hearing aid compatible. This rule applies to all telephones regardless of the date of manufacture or installation. There are severe financial penalties which may be levied on the end-user for non-compliance.

Toshiba Telecommunication Systems Warranty and License Agreements

For information relating to the End User Limited Warranty and License Agreements, please refer to http://

www.telecom.toshiba.com/Telephone_Systems_Support/warranty.cfm

WARRANTIES FOR NON-TOSHIBA BRANDED THIRD PARTY PRODUCTS

A valuable element of Toshiba’s product strategy is to offer our customers a complete product portfolio. To provide this value to our customers at the most optimal prices, we offer both Toshiba-branded and thirdparty manufactured products that support our Toshiba IPedge product portfolio. Similar to other resellers of software, hardware and peripherals, these third-party manufactured products carry warranties independent of our Toshiba limited warranty provided with our Toshiba-branded products. Customers should note that third-party manufacturer warranties vary from product to product and are covered by the warranties provided through the original manufacturer and passed on intact to the purchaser by Toshiba. Customers should consult their product documentation for third-party warranty information specific to third-party products. More information may also be available in some cases from the manufacturer’s public website.

While Toshiba offers a wide selection of software, hardware and peripheral products, we do not specifically test or guarantee that the third-party products we offer work under every configuration with any or all of the various models of the Toshiba IPedge. Toshiba does not endorse, warrant nor assume any liability in connection with such third party products or services. If you have questions about compatibility, we recommend and encourage you to contact the third-party software, hardware and peripheral product manufacturer directly.

Content s

Organization.......................................................................................................................................... 9

Conventions ........................................................................................................................................ 10

Related Documents/Media.................................................................................................................. 10

Chapter 1 – The Grand Tour

IP5000-series Telephone Overview .................................................................................................... 13

Fixed Buttons .................................................................................................................................... 13

Programmable Feature Buttons........................................................................................................ 16

Key Strip ........................................................................................................................................... 16

LCD ..................................................................................................................................................... 16

9-Line LCD Display ........................................................................................................................... 16

4-Line LCD Display ........................................................................................................................... 17

Soft Keys............................................................................................................................................. 18

Chapter 2 – The Basics

Customizing Your Telephone.............................................................................................................. 19

Volume Control .................................................................................................................................19

LCD Contrast ...................................................................................................................................... 20

Brightness Control ............................................................................................................................20

Backlight On/Off................................................................................................................................ 21

Dial Pad and Button Beeps...............................................................................................................21

Speakerphone/Microphone Sensitivity Adjustment ..........................................................................21

Telephone Terminology ...................................................................................................................... 22

Making a Call ...................................................................................................................................... 23

Handset ............................................................................................................................................23

Spkr Button ....................................................................................................................................... 23

Hot Dialing ........................................................................................................................................ 23

Dial Directory....................................................................................................................................... 23

Answering a Call ................................................................................................................................. 25

Handset ............................................................................................................................................25

Speaker ............................................................................................................................................25

Shift Button ....................................................................................................................................... 25

Handsfree Answerback..................................................................................................................... 25

On a Call ............................................................................................................................................. 26

Switching Between Handset and Speakerphone.............................................................................. 26

Microphone (Mic/Mute) Button..........................................................................................................26

Hold ..................................................................................................................................................26

Message Waiting................................................................................................................................. 27

Responding to a Lit Msg LED ........................................................................................................... 27

Turning On/Off MW LED on Another Extension ............................................................................... 27

LED Indicator Details .......................................................................................................................... 28

IPedge UG 11/11 TOSHIBA 1

Contents

Chapter 3 – SoftIPT

SoftIPT Icons ....................................................................................................................................29

Fixed Buttons .................................................................................................................................... 30

Flexible Buttons ................................................................................................................................30

Liquid Crystal Display .......................................................................................................................30

Configuring SoftIPT............................................................................................................................. 31

Configure the SoftIPT .......................................................................................................................31

Basic SoftIPT Functions...................................................................................................................... 34

Start the SoftIPT ............................................................................................................................... 34

Answering a Call............................................................................................................................... 35

Switching a Call to Your Headset ..................................................................................................... 35

Labeling Feature Buttons..................................................................................................................35

Using the Directory ...........................................................................................................................35

Using Echo Canceller.......................................................................................................................... 36

Chapter 4 – Feature Operations

Account Codes.................................................................................................................................... 37

Voluntary Account Codes ................................................................................................................. 38

Advisory Message............................................................................................................................... 38

Alarm Notification ................................................................................................................................ 40

Automatic Callback ............................................................................................................................. 40

Background Music (BGM) ................................................................................................................... 41

Call Forward........................................................................................................................................ 41

Call History.......................................................................................................................................... 43

Call Park.............................................................................................................................................. 44

Call Pickup .......................................................................................................................................... 46

Group Pickup ....................................................................................................................................46

Ringing, Page or Held Call Pickup....................................................................................................46

Call Transfer........................................................................................................................................ 47

Call Waiting ......................................................................................................................................... 48

Caller ID .............................................................................................................................................. 48

Conference Call .................................................................................................................................. 49

Direct Station Selection (DSS) ............................................................................................................ 51

Do Not Disturb..................................................................................................................................... 51

Setting DND for Another Extension .................................................................................................. 52

Emergency Call................................................................................................................................... 52

Emergency Monitoring Station.......................................................................................................... 52

Emergency Ringdown ......................................................................................................................... 52

Message Waiting................................................................................................................................. 53

Microphone Cut-Off............................................................................................................................. 54

Off-Hook Call Announce (OCA) .......................................................................................................... 54

Override .............................................................................................................................................. 55

Paging................................................................................................................................................. 56

Privacy ................................................................................................................................................ 57

Redial.................................................................................................................................................. 58

Speed Dial........................................................................................................................................... 58

Time and Date Setting (Local) ............................................................................................................ 60

Tone First / Voice First Signalling ....................................................................................................... 60

Tone First Signalling .........................................................................................................................60

Voice First Signalling ........................................................................................................................60

Uniform Call Distribution ..................................................................................................................... 61

Login/Logout ....................................................................................................................................... 61

2 TOSHIBA IPedge UG 11/11

Chapter 5 – Messaging Features

Access your Mailbox by Phone ........................................................................................................... 63

Set up Your Mailbox for the First Time................................................................................................ 63

Check New Messages ........................................................................................................................ 64

Review saved messages .................................................................................................................... 64

Envelope Information .......................................................................................................................... 64

Volume /Speed Control....................................................................................................................... 65

Reply to a Message ............................................................................................................................ 65

Call Back Directly ................................................................................................................................ 65

Redirect a Message ............................................................................................................................ 66

Erase / Delete and Retrieve a Deleted Message ................................................................................ 67

Delete a Message............................................................................................................................. 67

Retrieve a Deleted Message ............................................................................................................ 67

Number of Messages .......................................................................................................................... 67

Send A Message Directly To A Subscriber’s Mailbox ......................................................................... 67

To Mark a Message as Confidential.................................................................................................... 68

To Mark a Message as Priority ........................................................................................................... 68

To Mark a Message as Priority and Confidential ................................................................................ 69

To Request a Return Receipt for a Message...................................................................................... 69

To Request Notification of Non-receipt ............................................................................................... 69

To Schedule a Message for Future Delivery....................................................................................... 69

To Send a Message Using Directory Assistance ................................................................................ 70

To Send a Message to a Group Distribution ....................................................................................... 71

Delete a Message after Sending......................................................................................................... 71

Contents

Chapter 6 – Greetings

Manage your Default Greeting ............................................................................................................ 73

Activate your Extended Absence Greeting ......................................................................................... 73

Deactivate your Extended Absence Greeting ..................................................................................... 74

Manage your Busy Greeting ............................................................................................................... 74

Manage your Custom Greetings ......................................................................................................... 74

Change your Recorded Name ............................................................................................................ 74

Chapter 7 – Other Messaging Applications

Group Distributions ............................................................................................................................. 75

Set up a Private Group Distribution List.............................................................................................. 75

Add Members to a Private Group Distribution List .............................................................................. 75

Delete Members from a Private Group Distribution List...................................................................... 76

Delete a Private Group Distribution List .............................................................................................. 76

Listen to Members in a Private Group Distribution List ....................................................................... 76

Using a Private Group Distribution List ............................................................................................... 76

Using a Global Group Distribution List ................................................................................................ 76

Personal Options................................................................................................................................. 77

Message Notification........................................................................................................................... 77

To Activate or Deactivate Message Notification.................................................................................. 77

Set a Wake up Call ............................................................................................................................. 78

Change your Mailbox Password ......................................................................................................... 78

Personal Assistant .............................................................................................................................. 79

Follow me............................................................................................................................................ 79

Setting up Follow me ........................................................................................................................79

Accepting or rejecting calls at a call-out ...........................................................................................80

Transfering to an Operator or another Extension ............................................................................. 80

Setting up Call Screening.................................................................................................................... 80

IPedge UG 11/11 3

Contents

Chapter 8 – Fax Capabilities

Setting up “Do not Disturb”.................................................................................................................. 80

Setting up a Personal Schedule.......................................................................................................... 81

Recording a Scheduled Greeting ........................................................................................................ 81

Unified Messaging............................................................................................................................... 81

Access your Voicemails through Email ............................................................................................... 81

Chapter 8 – Fax Capabilities

Sending a Fax from your desktop ....................................................................................................... 83

Recipient........................................................................................................................................... 84

My Info .............................................................................................................................................. 84

Options .............................................................................................................................................85

Server Info ........................................................................................................................................ 85

Setting up the Internal address book ................................................................................................ 85

Fax options.......................................................................................................................................... 86

Fax Settings...................................................................................................................................... 86

Incoming Faxes ................................................................................................................................86

Fax Confirmation ..............................................................................................................................87

Auto Print .......................................................................................................................................... 87

Fax Contacts.....................................................................................................................................87

Fax Log............................................................................................................................................. 87

Fax Queue ........................................................................................................................................ 87

Cover Information .............................................................................................................................87

Redirect fax messages........................................................................................................................ 88

Chapter 9 – Call Manager Basics

The Main Screen................................................................................................................................. 90

The Compact View ........................................................................................................................... 90

Expanded View.................................................................................................................................93

Screen Docked Views....................................................................................................................... 94

Call Manager Main Menu.................................................................................................................. 94

Shortcuts ............................................................................................................................................. 95

Quick Access Toolbar (QAT) ............................................................................................................ 95

KeyTips............................................................................................................................................. 95

Hot Keys ........................................................................................................................................... 95

The Side Window Screen.................................................................................................................... 96

Call Handler Mode ............................................................................................................................96

Buttons Mode.................................................................................................................................... 96

Companion Application Windows........................................................................................................ 97

Screen Colors ..................................................................................................................................... 97

Chapter 10 –Using Call Manager Features

Call Handling Features........................................................................................................................ 99

Making Outgoing Calls...................................................................................................................... 99

Answering Calls ..............................................................................................................................100

Hang Up.......................................................................................................................................... 101

Holding Calls................................................................................................................................... 101

Transferring Calls ........................................................................................................................... 101

Call Forwarding............................................................................................................................... 102

Status Messages and DND ............................................................................................................ 103

Viewing Extra Call Information........................................................................................................ 104

Call Center Features ......................................................................................................................... 105

Logging In or Out ............................................................................................................................105

Changing Agent Status...................................................................................................................106

4 TOSHIBA IPedge UG 11/11

Chapter 11 – Preferences

Chapter 11 –Preferences

PREFERENCES ............................................................................................................................... 107

Config Settings.................................................................................................................................. 107

General ........................................................................................................................................... 108

Dialing Tab...................................................................................................................................... 112

Docking Tab.................................................................................................................................... 117

Advanced Tab................................................................................................................................. 118

Setting Up Hot Key Dialing & Popup................................................................................................. 121

Setting Shortcut Keys ..................................................................................................................... 121

Skin Editor......................................................................................................................................... 122

Skins Files ......................................................................................................................................123

Saving/Creating New/Deleting Skins ..............................................................................................123

The Skin Editor ...............................................................................................................................124

LCD Background and Text Colors ..................................................................................................124

Insert your Logo into the Skin ......................................................................................................... 125

Changing Call Windows Appearance ............................................................................................. 125

Changing the Button/ACD Button Appearance............................................................................... 125

Email skins...................................................................................................................................... 126

Tab Settings...................................................................................................................................... 127

Add Tab .......................................................................................................................................... 127

Update Tab .....................................................................................................................................127

Delete Tab ......................................................................................................................................128

Revert ............................................................................................................................................. 128

Contents

Chapter 12 –Buttons

Programmable Buttons ..................................................................................................................... 129

User Programmable Keys ................................................................................................................. 130

To Initialize Key .............................................................................................................................. 130

To Swap Keys................................................................................................................................. 130

To Copy This Key ...........................................................................................................................130

To Change Key...............................................................................................................................130

Chapter 13 –Actions

Creating Actions................................................................................................................................ 137

Attach Account Code ......................................................................................................................138

Export Call Info ...............................................................................................................................138

Log Info to File ................................................................................................................................139

Lookup in Outlook........................................................................................................................... 139

Minimize Phone Screen..................................................................................................................140

Modify Call Information ................................................................................................................... 140

Play WAV File................................................................................................................................. 141

Pop External Web Browser.............................................................................................................141

Pop Internal Web Browser ..............................................................................................................142

Popup Call Info Screen...................................................................................................................143

Popup Phone Screen......................................................................................................................144

Run another Program ..................................................................................................................... 144

Send DDE Msg ...............................................................................................................................145

Send Keystrokes to a Program .......................................................................................................146

Set Phone Status Message ............................................................................................................ 148

Set Phone Forwarding .................................................................................................................... 149

System/PBX Command .................................................................................................................. 150

Transfer Call ................................................................................................................................... 151

IPedge UG 11/11 5

Contents

Chapter 14 – Personal Call Handler

Action Variables ................................................................................................................................ 152

Call Variables.................................................................................................................................. 152

System Variables............................................................................................................................ 154

Exporting Actions............................................................................................................................155

Importing Actions ............................................................................................................................155

Testing Actions ...............................................................................................................................156

Chapter 14 –Personal Call Handler

Personal Call Handler ....................................................................................................................... 157

Creating Personal Call Handling Rules............................................................................................. 158

Like Matches ..................................................................................................................................... 165

Unlike Matches.................................................................................................................................. 165

Export Rules...................................................................................................................................... 166

Importing Rules ................................................................................................................................. 166

Chapter 15 –Using Microsoft Outlook

Dialing from within Outlook ............................................................................................................... 167

Incoming Calls................................................................................................................................... 167

While on a Call .................................................................................................................................. 168

Integrating with Outlook Calendar..................................................................................................... 169

Create Actions to set and clear the DSS Message......................................................................... 169

Create Personal Call Handler Rules ...............................................................................................170

The Final PCH Rules ......................................................................................................................170

Chapter 16 –Using Companion Applications

Contacts ............................................................................................................................................ 171

Sorting Entries ................................................................................................................................171

Searching Entries ........................................................................................................................... 171

CIX Directory ..................................................................................................................................172

Personal / Speed Dial Directory......................................................................................................173

Presence Viewer............................................................................................................................. 173

History ............................................................................................................................................... 176

ACD Viewer....................................................................................................................................... 180

Logging In or Out ............................................................................................................................181

ACD Group Status .......................................................................................................................... 183

Notifications ....................................................................................................................................184

CM LCD .......................................................................................................................................... 185

Miscellaneous .................................................................................................................................186

Using ACD Viewer ..........................................................................................................................186

Requesting Supervisor Help ........................................................................................................... 189

Chat................................................................................................................................................... 190

Chat Operation ...............................................................................................................................190

Using Chat Messaging.................................................................................................................... 190

To Send a Broadcast Message ......................................................................................................193

Chat Feature Operation ..................................................................................................................195

Response Buttons .......................................................................................................................... 196

Personal Groups ............................................................................................................................. 197

Whiteboard Operation.....................................................................................................................198

Whiteboards Setup .........................................................................................................................199

Configuring Chat............................................................................................................................. 200

Interfacing with Other Programs ..................................................................................................... 204

Format of the DDE Command Interface .........................................................................................205

6 TOSHIBA IPedge UG 11/11

Chapter 17 – Enterprise Manager Personal Administration

Dialer................................................................................................................................................. 210

Main Screen.................................................................................................................................... 210

Calls Display Area ..........................................................................................................................210

Functions ........................................................................................................................................211

Sorting Entries ................................................................................................................................212

Dialer Operation.............................................................................................................................. 212

Adding Calls to the Dialer ............................................................................................................... 213

Configuration Settings .................................................................................................................... 216

Adding Action Buttons to Ready to Dial and Results Screens........................................................ 217

Advanced Topics ............................................................................................................................218

Buttons .............................................................................................................................................. 219

Web Browser..................................................................................................................................... 220

Chapter 17 –Enterprise Manager Personal Administration

Prerequisites ..................................................................................................................................... 221

Log In ................................................................................................................................................ 222

To change your Security Code/Password ......................................................................................222

Log Out ............................................................................................................................................. 222

Home................................................................................................................................................. 223

Keystrip Labels.................................................................................................................................. 224

DND Activating.................................................................................................................................. 225

One Touch Buttons ........................................................................................................................... 225

Changing a One Touch Button ....................................................................................................... 225

To Use a One Touch Button ........................................................................................................... 226

Ring Tones........................................................................................................................................ 227

Settings ............................................................................................................................................. 228

Call Forward...................................................................................................................................... 229

CF Internal and Line Calls .............................................................................................................. 229

CF Direct Line Calls ........................................................................................................................229

To set up Station Call Forward ....................................................................................................... 229

Speed Dial......................................................................................................................................... 232

System Speed Dial .........................................................................................................................232

System Info ....................................................................................................................................... 232

Display Advisory Messages............................................................................................................232

Voice Mail.......................................................................................................................................... 233

Account Code.................................................................................................................................... 233

Preferences....................................................................................................................................... 234

Meeting ............................................................................................................................................. 234

Contents

IPedge UG 11/11 7

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Introduction

This guide describes the Toshiba IP5000-series telephones and various other user operations for applications that are integrated with the IPedge system.

Organization This guide is divided as follows:

• Chapter 1 – The Grand Tour is an overview of the telephones supported

by the IPedge system.

• Chapter 2 – The Basics covers thebasic operations of the IP5000-series

telephones

• Chapter 3 – SoftIPT describes the SoftIPT software client functions.

• Chapter 4 – Feature Operations covers the details about the IP5000-

series telephone’s advanced features.

• Chapter 5 – Messaging Features contains user instructions for the basic

Messaging features.

• Chapter 6 – Greetings has procedures for the Message Greeting

functions.

• Chapter 7 – Other Messaging Applications has instructions for

advanced messaging functions, such as Group Distributions, Adding and deleting members of groups lists, Setting up personal options and message notifications, Changing mailbox passwords, Personal Assistant, Follow me, etc.

• Chapter 8 – Fax Capabilities describes how to send faxes from your

desktop, redirect fax messages and automatically send faxes to a printer.

• Chapter 9 – Call Manager Basics covers the basics of using Call

Manager.

• Chapter 10 – Using Call Manager Features contains user instructions

for call handling features for personal as well as ACD calls in Call Manager.

• Chapter 11 – Pre ferences covers the Preferences options in Call

Manager.

• Chapter 12 – Buttons discusses the various buttons and options

available in Call Manager and how to change, edit, etc.

• Chapter 13 – Actions defi nes the powerful actions that can used with

Call Manager.

• Chapter 14 – Personal Call Handler covers the setting up of call

handling rules and other personal call handling options.

• Chapter 15 – Using Microsoft Outlook provides user instructions for

Microsoft Outlook integration using Call Manager.

IPedge UG 11/11 TOSHIBA 9

IPedge

Conventions

• Chapter 16 – Using Companion Applications contains procedures for

Companion applications available with Call Manager, such as, Contacts, History, ACD Viewer, Chat, Dialer, Buttons, and Web Browser.

• Chapter 17 – Enterprise Manager Personal Administration familiarizes

you with the web-based Enterprise Manager personal administration tool.

Conventions Description

Elaborates specific items or references other information. Within

Note

some tables, general notes apply to the entire table and numbered notes apply to specific items.

Important!

Extension Number

Arial bold

Calls attention to important instructions or information.

Press to answer a call to the Extension Number. Each station can have multiple extension buttons. Incoming calls ring the extension button(s) from the top down. For example, station 10's extensions ring 10-1 first, then 10-2, 10-3, and 10-4. A station is considered busy when all extensions are being used.

Represents telephone buttons.

Courier Shows a computer keyboard entry or screen display.

“Type” Indicates entry of a string of text.

“Press”

Indicates entry of a single key. For example: Type prog then press Enter.

Shows a multiple PC keyboard or phone button entry. Entries

Plus (+)

without spaces between them show a simultaneous entry. Example: Esc+Enter. Entries with spaces between them show a sequential entry. Example:

# + 5.

Tilde (~) Means “through.” Example: 350~640 Hz frequency range.

 Denotes a procedure.

 Denotes the step in a one-step procedure.

Grey words within the printed text denote cross-references. In the

See Figure 10

electronic version of this document (Library CD-ROM), crossreferences appear in blue hypertext.

The Grand Tour 1

The IP5000-series telephones connected to a Strata CIX telephone system, running Release 5.2 or higher software, include a selection of IP telephone models and matching IP add-on modules, as well as a 60 button DSS Console. See Table 1 for more details.

Some IP5000 telephones offer a built-in gigabit ethernet switch allowing the

telephone to autosense the network speed, 10/100/1000Mbps. The IP5522-SD, IP5622-SD, IP5531-SDL, and IP5631-SDL telephone models do not support

1000Mbps.

Through dynamic soft key assignments, the LCD telephones provide easy access to frequently-used features by prompting specific tasks, providing Outside Line Identification, User Name/Number, Call Duration, Date/Time of Day displays, and Name and number displays of incoming callers.

The full-duplex speakerphone on these telephones enables you to place and receive calls without lifting the handset.

The LCD telephones with 10 and 20 buttons are available with LCD backlight. However, the IP5022-SD, IP5522-SD and IP5531-SDL telephones do not have the backlight. To change the backlight settings, refer to Chapter –Feature

Operations.

Table 1 IP5000 Series Telephones

Description Image

10 Button IP Telephone:

• 4 line LCD with back light option

• Full duplex Speakerphone

• Headset I/F

• Ringing LED

20 Button IP Telephone:

• 4 line LCD with back light option

• Full duplex Speakerphone

• Headset I/F

• Ringing LED

IPedge UG 11/11 TOSHIBA 11

IPedge

The Grand Tour

Table 1 IP5000 Series Telephon es (continued)

Description Image

20 Button with Electronic LCD Labels:

• 9 line LCD with back light

• Full duplex Speakerphone

• Headset I/F

• Ringing LED

The IP5000-series telephone upgrade options include:

Table 2 IP5000 Series Add-on Modules

Description Image

10 Button ADM for IP5000-series

• LCD programmable key strip with back light

20 Button ADM for IP5000-series

• Paper Key Strip

60 Button DSS for IP5000-series

• Paper Key Strip

Note: IP5522-SD, IP5531-SDL and IP5622-SD can not connect ADM/DSS.

12 TOSHIBA

IPedge UG 11/11

IPedge

20 Programmable Feature Buttons 4-Line LCD Telephone

The Grand Tour

IP5000-series Telephone Overview

The illustration of the IP5000-series telephone shown below gives a general idea of the basic attributes found on most of these telephones. The positioning of the buttons varies per telephone model.

Legend

A Status LED (message and ringing) B. LCD Display C. Softkeys

D. Programmable Feature Buttons E. Message Waiting LED Button F. Microphone LED Button

Fixed Buttons The fixed buttons on the dial pad help perform standard functions quickly and

G. Speaker LED Button H. Volume Button I. Hold Button J. Microphone K. Tilt stand

easily.

IPedge UG 11/11 TOSHIBA 13

IPedge

The Grand Tour

Layouts Fixed buttons are laid out differently on the IP5000-series telephones.

9-line LCD Telephone

10 and 20 Button 4-line LCD Telephones Fixed buttons are located on either side of the dial pad.

The Fixed buttons are described below.

Table 3 Fixed Button Definitions

Button Definitions

Message (Msg): When Msg LED flashes, press station or voice mail device that activated the LED. This is the telephone’s [PDN] message waiting button.

Important! Red LED must be on in order for button to function.

Microphone (Mic/Mute) button toggles between Mic and Mute. When Mic key is lit, Mute is disabled. When Mic is pressed again and light is off, Mute is enabled on the microphone in the telephone and the microphone in the handset.

Msg to call back the

14 TOSHIBA

IPedge UG 11/11

Table 3 Fixed Button Definitions (continued)

Button Definitions

Speaker: Press to toggle the speaker ON/OFF. When red Speaker LED is lit handsfree communications is supported.

To start a handsfree conversation; press the Speaker button, this turns the red Speaker LED on. To terminate this call press the Speaker button again (Speaker LED off). During a handset conversation, press the Speaker button to start hands-free communications (red Speaker LED on). Press the Speaker button again to transfer the conversation back to the handset (Speaker LED off).

Press and release the volume control bar to adjust volume levels.

Shift Key: Purple button on the IP5131 telephone. Press Shift at any time to alternate between display of feature keys 1~10 and feature keys 11~20.

IPedge

The Grand Tour

Web Browser Key: Blue button on the IP5131 telephone. Press this key to access the web.

Navigation Key: Round button on the IP5131 telephone is a navigation key used for moving the cursor on html pages and in the programming screens. Center of the button is the “select” function. The arrows are used to scroll up, down, left or right.

Spdial Press Spdial and enter 3-digit Speed dial access code. Speed dial

access codes must be setup before they can be accessed.

Redial

Press Redial to dial the last telephone number called (internal or external).

If you have Automatic Line Selection, lift the handset first.

Cnf/Trn (Con-

ference/Transfer)

Press Cnf/Trn to add internal or external parties to a conference call (up to 8 parties). Press

Cnf/Trn and enter a number to transfer a call to another party (on

the CIX system).

Hold Press Hold to place an internal or external call on hold.

Press

Hold Hold to place an internal or external call on Exclusive hold.

If your telephone is programmed for Automatic Hold, existing calls are automatically placed on hold when you answer a call or make another call.

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IPedge

Programmable Feature Button

Layout

The Grand Tour

Programmable

Feature Buttons

Key Strip The key strips on the IP5000-series telephones and add-on modules are

Programmable Feature Buttons are programmed by the System Administrator and can be customized on a per user basis.

Note: Programmable Feature Buttons

are numbered bottom to top, left to right (shown right).

either electronic (programmable) or paper (refer to Ta bl e 1 and Ta b l e 2 ).

LCD

9-Line LCD Display The LCD on the 9-Line LCD telephone (shown below) in idle state shows:

Top to Bottom

Line 1 or the top line of the LCD will display your user name (if programmed) and your extension number.

Line 2 will show the Date and time.

Line 3 will show information related to your telephone set: VM New/Saved messages, Call Forward, or if a certain feature is enabled on your telephone set.

Browser Note: This feature applies to the IP5131-SDL telephone.

A plus sign + on the LCD indicates there is more data to display. Press NEXT

to advance through the information.

Lines 4~8 will indicate Programmable Feature Button labels.

Page -16

Line 9 will display the Soft Keys (See “Soft Keys” on page 1-18).

Toshiba’s IP5131-SDL with it’s large display screen also supports an HTML browser to allow navigation on the World Wide Web or a company’s intranet. The phone can have a homepage setup that allows navigation to begin just like a homepage in your internet browser.

“Browser”on

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IPedge UG 11/11

IPedge

Shift Button

toggles between Programmable Feature Buttons 1~10 and 11~20.

Navigation Button See “Browser” on

Page 10

Blue Button – toggles in-

between call processing screen and HTML browser or programming.

IP5000 4-line LCD display in Idle Mode

The Grand Tour

Web pages display basic HTML but do not support ASP or Flash. The 18 buttons that surround the screen can be used to highlight selections in the browser. The Navigation Button can be used to move the viewing window across the website; the center of the navigation button can be pressed to select a field that is highlighted.

4-Line LCD

Display

The browser allows navigation through various pages of content and is not static to just one site. Navigation is as easy as highlighting a link and selecting it to move to the next webpage. All IP5131-SDL telephones come with the browser enabled. In order to access the browser, press the blue button on the bottom right-hand side of the phone; this allows you to switch between your call processing screen and the browser window.

The LCD in it's idle state (shown right) displays:

Line 1 or the top line of the LCD will display your user name (if programmed) and your extension number.

Line 2 will show the Date and time.

Line 3 will show information related to your telephone set: VM New/Saved messages, Call Forward, or if a certain feature is enabled on your telephone set. A plus sign + on the LCD indicates there is more data to display.

Press NEXT to advance through the information. Line 4 will display the soft keys available in idle state. Press DSPLY to switch

from the Call Forward display to the User Name display.

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IPedge

SK1 SK2 SK3 SK4

The Grand Tour

Soft Keys Softkeys (SK1 - SK4) refer to

the four buttons directly below the LCD screen (shown right). Soft Keys dynamically change their functions and label depending on the state of the telephone. The dynamic feature associated with the Soft Key is displayed on the bottom line of the LCD display directly above each Soft Key button.

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The Basics 2

This chapter reviews the basic operations of the IP5000-series telephones. The instructions apply to all telephone models, except when noted otherwise.

Customizing Your Telephone

Volume Control

To adjust the Handset Volume

Press the Vol

call. When you hang up, the volume returns to the default setting.

To adjust the speaker volume for internal/external calls and background music

1. Press Spkr.

2. Press an extension button - you hear dial tone.

3. Press the Vol

volume setting applies to all calls until changed.

To adjust Ring Tone, Hands free Answerback and Speaker Off-hook Call Announce

Make sure the telephone is idle and the handset is on-hook. Press the Vol increase volume and Vol

telephone’s ring tone, Hands free Answerback and Speaker Off-hook Call Announce simultaneously.

To adjust handset Beep Tone

1. With the handset off-hook, dial the Beep Tone Adjustment Code #6101

(default code). You hear beep tone.

 to increase volume and Vol  to decrease volume during the

 to increase volume and Vol  to decrease volume. This

 to

 to decrease volume. This adjusts volume for your

2. Press Vol

IPedge UG 11/11 TOSHIBA 19

 or Vol  to reach the desired level.

IPedge

The Basics

LCD Contrast Available on backlit telephones and backlit add-on module.

To adjust the LCD contrast on the backlit telephones

1. Press and hold down the Mic button.

2. Press and release Vol

 or Vol  repeatedly.

Note: Holding the Vol button does not continue to change the setting. The

button must be pressed for each step of contrast change.

To adjust the LCD contrast on the Add-on Module

1. Press Hold+3+6+9 (simultaneously).

2. Press

3. Press

Contrast + button to increase contrast. Contrast - button to decrease contrast.

4. Lift the handset off-hook / on-hook to save settings.

Note: Holding the softkey does not continue to change the setting. The

softkey must be pressed for each step of contrast change

Brightness Control Available on backlit telephones with 4-line LCD’s and backlit add-on module.

To change the LCD back light brightness

1. Press Hold+3+6+9 (simultaneously).

2. Press

3. Press

Bright softkey to increase brightness. Dim softkey to decrease brightness.

4. Lift the handset off-hook / on-hook to save the settings.

Note: Use the

BL BRIGHT and BL DIM buttons in steps 2 and 3 on the 10

button LCD Add-on Module.

To change the LCD backlight brightness for IP5131-SDL or IP5631-SDL

1. Press Hold+3+6+9 (simultaneously).

2. Press the

3. Press the

Others softkey. BL Bright softkey.

4. Enter a value of 0~3 using the dialpad. (0 = dim; 3 = brightest)

5. Press the

Set softkey twice.

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Backlight On/Off Available on backlit telephones and backlit add-on module.

To change Backlight Settings

1. Press Hold+3+6+9 (simultaneously).

2. Press the Mic button.

3. Press Hold.

4. Use table below to choose preferred settings.

5. Press Hold Hold to save settings

Table 4 Backlight Settings

Button Input Meaning

1 Always Off

FB1

FB2 1~30

Note: FB1 is the lower left key, FB2 in the next up, FB3 is above FB2, and FB4

is above FB3.

2 Always On 3 On-demand

Backlight Timer [ x10 seconds] Example: 1 = 10 seconds; 30 = 300 seconds.

IPedge

The Basics

Dial Pad and

Button Beeps

Speakerphone/

Microphone

Sensitivity

Adjustment

IP telephones can emit a “beep” whenever a dial pad or feature button is pressed. The “beeps” are On by default. Follow these steps to turn the “beeps” On or Off.

1. Press 3+6+9+Hold (simultaneously).

2. Press 0.

3. Press Hold.

4. Press Programmable Feature Button 1 (FB1) to toggle On/Off.

5. FB1, LED On: buttons beep.

6. FB1, LED Off: buttons do not beep.

7. Press Hold to set the option.

8. You must also go off-hook, then on-hook to exit the program mode.

When you are using the speakerphone, high ambient noise levels may cause the party you are talking with to be to cut off frequently. If this happens, follow these steps to lower the sensitivity of the microphone on a IP5000-series telephone. The default is normal sensitivity.

1. Press 3+6+9+Hold (simultaneously).

2. Press 0.

3. Press Hold.

4. Press Programmable Feature Button 3 (FB3) to toggle On/Off.

5. FB3, LED On: Lower sensitivity

IPedge UG 11/11 TOSHIBA 21

IPedge

The Basics

6. FB3, LED Off: Normal sensitivity

7. Press Hold to set the option.

8. Go off-hook, then on-hook to exit the program mode.

Telephone Terminology

When making or receiving calls on your IP5000-series telephone you may experience one or more of the following call features depending on how your telephone is configured.

•Line – is synonymous with trunk which is the line that connects you to the

PSTN (Public Switched Telephone Network). Line can be:

• a button on your telephone set designated for outgoing calls

• your DN button followed by dialing 9.

• Automatic Line Selection (ALS) – ALS is engaged on outgoing calls. Lift the handset or press Spkr to hear dial tone, the steady green Line

LED indicates ALS in enabled. The second line of the LCD will display the method of dialing available, followed by the digits dialed.

• Ringing Line Preference – Answer any incoming call by lifting the handset or pressing Spkr. There is no need to press the ringing line

button to answer the call when ringing line preference is enabled.

• Tone First Signaling – Internal incoming calls only: telephone rings in standard ring tone, lift handset or press Spkr to answer call.

• V oice First Sign aling – Internal incoming calls only: a long tone is heard, followed by the caller's voice, this will automatically engage the Spkr to

allow for hands free communications. Lift the handset if desired (for privacy). When Voice First Signaling is enabled the telephone does not ring on internal incoming calls.

• Hot Dialing – Dial a telephone number from the dialpad, the telephone

automatically selects a line, shown with a green LED, and turns on the Spkr and Mic LED's. When Hot Dialing is not turned on the handset should be lifted or Sprk should be pressed in order to make a call.

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Making a Call There are three ways to originate a call from the telephone:

TOM EDISON NO.2004

DIR

APR 05 WEDNESDAY 1:01PM

4 Line LCD Display

Handset 1. To make a call, lift the handset, then dial the number.

A line may be automatically selected or choose a line manually. Dial tone is heard

through the handset. The Speaker and Microphone LEDs do not light.

Digits display as they are dialed. Call progress tones (Ringback Tone, Busy Tone, etc.) are heard through the handset.

2. When connected, continue using the handset or switch to speakerphone by

holding down Spkr and placing the handset in the cradle.

Spkr Button 1. To make a call, press Spkr.

A line may be selected automatically or choose a line manually. The extension or

Line button lights (depending on system programming). Dial tone is heard

through the speaker. The Speaker and Microphone LEDs light.

2. Dial the number.

IPedge

The Basics

Hot Dialing 1. To make a call using Hot Dialing, start dialing the number.

Dial Directory Calls can be made by selecting a name from the alphabetical telephone directory.

Digits display as they are dialed. Call progress tones (Ringback Tone, Busy Tone, etc.) are heard through the speaker.

When connected, continue using the speakerphone or lift the handset to continue the conversation.

The extension button, Spkr and Mic LEDs light. Digits display as they are dialed. Call progress tones (Ringback Tone, Busy Tone, etc.) are heard through the speaker.

2. When connected, continue using the speakerphone or lift the handset to continue the conversation.

To access the Directory

1. Press DIR soft key (shown

right). Select Directory menu appears.

The soft keys on the Select Directory are: My = Personal Speed Dial Names EXTR = System Speed Dial Names INTR = Directory Number Names Dial = Cancel directory, get dial tone.

2. Choose the directory you wish to access and use the dial pad to enter the name.

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IPedge

BOB L (PRI)

BOB LAWVER BRAD FISHER

ONE TOUCH ONE TOUCH

PICKUP ONE TOUCH

CFAC

ONE TOUCH

DND

Ext. 4227 ONE TOUCH

ONE TOUCH

BACK CNCL

BILL THOMAS

BRAD FERRIS

BRIAN SMITH

Press the key next to the displayed name to call that person.

9 Line LCD Display - Dial by Name Screen

The Basics

Notes:

• If a directory is not selected and a name is entered, all directories will be

searched.

• To enter names from the dial pad, press the dial pad button associated

with the letter to be entered. Press the button once for the first letter, twice for the second letter, etc. Left and Right Soft Keys are available to move the cursor.

1. Press FIND to start the directory search.

2. Press NEXT to move forward through the directory.

3. Press BACK to move backwards through the directory.

4. Press Call to connect to the directory entry selected.

5. On the 9-line LCD Display, press the button next to the displayed name. See figure on following page.

6. Press CNCL to quit the directory search.

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Answering a Call There are several ways to answer a call:

Handset When the telephone is programmed for Ringing Line Preference, pick up the

handset and the telephone automatically answers the ringing line.

... or press the button associated with the ringing line (flashing green LED).

Speaker When the telephone is programmed for Ringing Line Preference, press Spkr and

the ringing line is answered.

... or press the button associated with the ringing line (flashing green LED). Once connected, continue using the speakerphone or lift the handset.

Shift Button Available on a 9-line display telephone only.

If the LCD screen is set to view Buttons 11~20 and a call comes in on Button 1 the phone will ring and Caller ID information will display on the top of the screen, press the “Shift” Button to view Buttons 1~10 and answer the call.

IPedge

The Basics

Handsfree

Answerback

With speakerphone enabled, the telephone may be programmed for Handsfree Answerback. The called party hears a single long tone, followed by the caller’s voice. Begin hands free conversation. If Handsfree Answerback were not programmed, the called party could hear the calling party speak but would not be able to answer them without answering the call manually.

Notes:

• The extension LED flashes green, the Microphone LED lights steady red and

the Speaker LED flashes Red.

• In order to perform any additional functions with this call (like a transfer or

hold) the call must be properly answered to gain full call control. Perform the same steps you normally would to answer a call: press the Spkr button, the flashing DN button or lift the handset.

• Handsfree MIC setting needs to be enabled by your System Administrator.

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IPedge

The Basics

On a Call While on a call you can perform the following:

Switching Between

Handset and

Speakerphone

Microphone (Mic/

Mute) Button

Press Spkr and place the handset on-hook to switch from handset to

speakerphone mode.

Take the handset off-hook to switch from speakerphone to handset mode.

This button toggles between Mic and Mute. When Mic button is lit, handsfree communication is supported, when Mic is pressed again and light is off, Mute is enabled and mutes both the microphone and the handset.

Hold To place a call on hold, press Hold. Your LCD shows the line on hold. The

held Line’s LED flashes green while appearances of the line at other stations flash red.

• To return to the held call, press the flashing held Line button.

• If you do not return to the held call within a specified time, it rings back to

your telephone. The call remains camped-on to your station.

• If the held party hangs up, the call is released.

• See the Call Pickup section to pick up a call on hold from another

extension.

Exclusive Hold This feature enables you to place a call on hold so that only you can retrieve

it.

While on a call, press Hold twice. That line’s LED flashes green while

appearances of the line at other stations are steady red (in use).

Automatic Hold This features enables you to move from one Line button to another Line

button without pressing Hold.

Check with your System Administrator to make sure this setting is turned on. If Automatic Hold is not enabled, calls will drop when moving from one line to another without pressing Hold.

While on a call, press another extension button to receive/originate a new call. The accessed line’s LED flashes (in-use). The first call is put on hold and your extension’s LED flashes.

Consultation Hold 1. While on a call, press Cnf/Trn. The call goes on hold.

2. Dial another line.

3. Transfer the call or return to the held call by pressing its Line button.

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Message Waiting Use your Msg LED/button and LCD to see/retrieve message(s).

An extension can receive up to four simultaneous Message Waiting indications and LCD messages. One message is reserved for the Message Center.

Your telephone can be programmed to have up to four additional (flexible) Message Waiting buttons/LEDs. Check with your System Administrator to see if these buttons have been programmed on your telephone. If so, substitute them

when the Msg button/LED is mentioned in the following steps.

IPedge

The Basics

Responding to a

Lit Msg LED

Turning On/Off

MW LED on

Another

Extension

1. On an LCD telephone, if you see a “+,” press SK3 to display additional

messages; otherwise, go to Step 2. The “+” indicates additional messages. The LCD can show up to three station messages for your extension and three for each additional (phantom) extension that you may have.

2. Press Msg, then lift the handset. Your telephone rings the extension or voice

mail device that sent the indication. The LED continues to flash red.

3. After answering the message(s), place the handset back on-hook.

4. If the Msg LED continues to flash, you have more messages; repeat Steps 1~3 above to retrieve them. Voice mail devices turn off the LED/LCD indications after a short delay, after you checked all messages.

5. To manually turn off your Msg LED, press your extension button, then press

#409. Do this step for each message received.

If you call an extension and it’s busy or there is no answer, you may be able to light that extension’s Message Waiting LED and enable that extension to call you back. The ability to perform this feature is set in system programming.

1. Dial an internal extension. You hear busy tone or there’s no answer.

2. Press Msg or 7. The Msg LED flashes red on the called telephone. At your

telephone, the Msg LED lights steady red and the LCD shows the station number where you set a Message Waiting light. Example: “MW SET TO

3620.”

3. If you decide to cancel the Message Waiting light at this point, press Msg or 7

again while ring-over tone is playing and the light will be cancelled.

4. Press Spkr. Your Msg LED turns Off. The Msg LED on the called telephone flashes until the called party presses the flashing Msg button which calls you

back.

5. To turn Off a Message LED that you have set on another extension, press

#64 plus the extension number that has the message light set. Then press Spkr or hang up to release your telephone. Your LCD shows the extension

and “MW CANCEL.”

...or dial the extension that you set the Message LED on, then press

77. Then press Spkr or hang up to release your telephone.

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IPedge

The Basics

LED Indicator Details Each line and Programmable Feature Button has a LED next to it

which indicates the status of the line or feature associated with the button. Line LEDs light red or green and flash at varying rates to indicate call status (see Table 5).

Table 5 LED Indicators

LED

Extension In-Use

(access outside line)

Incoming Call (while ringing)

Hold (outside line) If using Pooled Line

Grp, the hold indication is only at the station that places the call on hold.

Hold – Consultation

(during consultation/transfer to another station)

Hold – Exclusive (outside line) Hold – Recall

(when held call recalls your idle station)

Hold – Exclusive Recall

Internal Call

(while station ringing)

Busy Station Transfer

(outside call transferred to your busy station from a designated station or AA)

After disconnecting first call...

Conference

Your S tation (Green) Other Station (Red) Interval Rates

2 seconds On, 1/8 second Off

steady

— 1/8 second On/Off

1 second on at 10 pulses/sec-

one second On/Off

ond —1 second Off 4 pulses/second for 1/8 second

1/2 second On/Off

On/Off

10 pulses/second steady

1 second at 2 pulses/second,

flashes

1 second at 10 pulses/second 1 second at 2 pulses/second,

steady

1 second at 10 pulses/second Your extension button flashes

10 pulses/second—1 second

[SDN] red flashing or green ringing

Off 4 pulses/second, 1/8 second

On/Off

3/4 second on, 1/8 second Off

10 pulses/second 2 pulses/second

10 pulses/second steady

Note: LEDs on the telephone flash at different speeds depending on the

function performed. Flash rates can be found under “LED Indicator

Details” on page 2-28.

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SoftIPT 3

The SoftIPT is a software phone client that runs on appropriately equipped wired

or wireless laptops, tablets and desktop PCs with all versions of Microsoft

Windows 7, Windows Vista (OS).

SoftIPT on a PC integrates the power of the PC with most of the features available on an IP5000-series telephone. You can use most of the features described in this User Guide. .

and Microsoft® Windows XP® operating software

Important! The SoftIPT functions in the same manner as a desktop IP

telephone. Use this manual as a guide to the SoftIPT functions.

SoftIPT Icons The special buttons relating to the SoftIPT screen are described below.

Table 6: SoftIPT Button Definitions

Button Definitions

SoftIPT Directory – Clicking this icon enables you to access the directory you create using MS Outlook. Refer to “Using the Directory” on

page 3-35.

SoftIPT Configurations – Double click this icon to open the Configuration window. This enables you to view and change SoftIPT settings.

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IPedge

SoftIPT

Table 6: SoftIPT Button Definitions (continued)

Button Definitions

Audio Settings – Click this button to adjust the audio properties when connected to a USB handset.

Help – Clicking this icon enables you to access Help as a user or find information on Setting Audio Properties, etc. Click Help to view all SoftIPT information.

Shift Button (Purple) – Press Shift at any time to alternate between display of feature keys 1~10 and feature keys 11~20.

Fixed Buttons The fixed buttons on your telephone enable you to perform standard functions

quickly and easily. These buttons are described in Chapter –The Basics.

Flexible Buttons All Flexible Buttons must be programmed for your telephone in system

programming and vary for individual telephones. If a button does not appear on your display or telephone keystrip label, see your System Administrator for button assignments.

Line Buttons You may have buttons designated as Line and/or Pooled Line Grp which

enable you to directly access outside lines. Pooled Line Grp enables you

to access available CO Lines from a group of lines appearing under one button.

Liquid Crystal

Display

LCD Control Buttons There are two types of LCD button functions: LCD Control Buttons and Soft

The Liquid Crystal Display (LCD) on the SoftIPT will display information similar to the large 9-line IP telephone display:

• Desk Clock and Calendar in idle mode

• Call Duration during an outside call

•

Operational, Advisory, and Notification messages

Keys.

When the Soft Key prompts appear on the LCD, the LCD Control Button just below the prompt offers access to that feature.

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Configuring SoftIPT

IPedge

SoftIPT

Configure the

SoftIPT

1. After you have installed SoftIPT, double-click the SoftIPT icon on the desktop. The SoftIPT Configuration window opens.

Important! See the illustration below. You will need to enter items A-E

to configure SoftIPT. Check with your Telephone System Administrator to make sure that you have this information. After entering this information, print the screen for future reference.

Figure 1 SoftIPT Configurations

2. In the SoftIPT Configuration window, enter the following:

Fields Description

Phone No. This is the SoftIPT extension.

Password Password for IP user mobility

Node By default, leave blank.

Outgoing prefix When a call is made using the SoftIPT directory, SoftIPT

automatically attaches the outgoing prefix for local calls, or long-

Long distance prefix

IPedge UG 11/11 TOSHIBA 31

distance prefix for long-distance calls, respectively. See “Using the

Directory” on page 3-35 for details.

IPedge

SoftIPT

Fields Description

IP address

SoftIPT tries to connect to the IPedge using the following addresses:

• Primary IPedge server IP address

• Secondary IPedge server IP address.

Notes

If Broadcast is selected, SoftIPT tries to search for the IP address by sending broadcast messages. SoftIPT skips the Primary IP address or the Secondary one if it is not set. In either case, if SoftIPT successfully connects, the IP address is shown in the “Connected IP Address” field. See your System Administrator for IP address of the IPedge system.

If Broadcast is selected, the broadcast message is sent on the same subnet, which means SoftIPT can connect to the IPedge on the same subnet using Broadcast mode without designating the IPedge IP address. However, in some PC environments, SoftIPT cannot complete this broadcast registration sequence because the lower network module does not notify SoftIPT, through Windows, of receiving a reply message after sending a broadcast message. Therefore, Toshiba recommends using Manual mode if SoftIPT cannot find the IPedge by Broadcast.

Network If there are multiple network adapters, select the one for SoftIPT.

Check this box to automatically startup SoftIPT after starting your PC.

Automatic startup

Popup window The SoftIPT window pops up when receiving a call.

Use Default Microsoft Outlook Profile

Auto-Login on startup

Note If Automatic startup is unchecked and SoftIPT continues

to start up, use the MSCONFIG utility screen > Startup tab and uncheck Toshiba SoftIPT. Consult your System Administrator on using the MSCONFIG utility.

As shown below in Using the Directory, SoftIPT can use MS Outlook (not Outlook Express) as its directory. If multiple Outlook profiles are set, you can select one of the profiles when launching SoftIPT if this box is unchecked. See “To check how many Outlook

profiles are on your PC” on page 33.

If you have only one profile, select “Always use this profile” and check the “Use Default Microsoft Outlook Profile” box. If you have several profiles and choose one of them, select “Prompt for a profile to be used” (see Figure on page 34), and uncheck the “Use Default Microsoft Outlook Profile” box (See Figure ).

If you uncheck this box, you can input an extension number every time you log in. See “IP User Mobility” in the CIX General Description and Programming Manual, Volume 1 for details.

32 TOSHIBA

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Fields Description

Allow SoftIPT to run in the background

3. Click OK.

1. Go to Start > Control Panel > Mail

2. Double-click the Mail icon

3. Click the Show Profiles... button

4. Here are all the profiles setup on your PC (see Figure on page 34)

This option dictates what happens when you press the close (X) button in the upper right corner of the SoftIPT main window.

• Run in the background if this box is checked.

• Exit SoftIPT software if this box is unchecked.

Note If the SoftIPT icon is still on the system tray at the bottom

right corner of the PC, then SoftIPT is still running in the background, even after pressing the Close (x) button.



To check how many Outlook profiles are on your PC

IPedge

SoftIPT

Figure 2 Mail Setup - Outlook

IPedge UG 11/11 TOSHIBA 33

IPedge

SoftIPT

Figure 3 Mail Profiles

Basic SoftIPT Functions

Start the SoftIPT  Double-click the SoftIPT icon on your desktop.

Making a Call To make a call

1. Click Speaker then select the on-screen dial pad buttons to dial a call.

2. When connected to a call, you can select any of the call buttons, such as

Redial, Hold or Conf.

3. Click Speaker to end the call. Note: Do not use BGM (#490) on the SoftIPT. It conflicts with incoming calls.



To make a Call using a USB Handset

To install a USB handset, refer to the vendor's documentation and/or website.

1. Go off-hook (pick up the receiver or press the hookswitch button on the USB Handset) to get dial tone.

2. Dial the phone number - click the on-screen dial pad buttons, input numbers (asterisk key, pound key) from PC keyboard, or use the key pad on the USB handset, if available.

3. To end the call, go on-hook (put down the receiver or press the hookswitch button).

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Answering a Call  To answer a call using the Shift button

 If the LCD screen is set to view keys 11~20 and a call comes in on key

1, the phone will ring and Caller ID information displays on the top of the screen - press the Shift key to view keys 1~10 and answer the call.

IPedge

SoftIPT

Switching a Call to Your Headset

Labeling Feature

Buttons

Using the

Using Echo Canceller If you have a headset plugged into the microphone/speaker jack of the PC,

you do not have to always enable echo canceller. We recommend you to enable echo canceller in the event you want to use the PC's embedded microphone/speaker as a speakerphone device and not attach a headset to the microphone/speaker jack of the PC. If the PC does not have an embedded microphone even if it has embedded speaker, you do not have to enable echo canceller because a headset would be plugged into the microphone/speaker jack, see figure below.

To use Echo Canceller, click the Audio Setting of SoftIPT and check the Using Echo Canceller box as shown below.

Enabling Echo Canceller

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Feature Operations 4

This chapter gives you more details about your IP5000-series telephone’s advanced functions. An alphabetical list of supported features has been compiled in this chapter for fast and easy reference.

Account Codes Account Codes (Forced or Voluntary) can be used for a variety of reasons

including billing, tracking, and line restriction applications. Account Codes are assigned in the system as a fixed length (default is six digits) and are recorded by the system, along with the details of the calls, which can be printed on a Station Message Detail Recording (SMDR) report.

Verified/Non-Verified

Account Codes

Forced Account

Codes

Dial using Forced

Account Codes

Verified Account Codes ensure that the system checks the account code you entered against a list created by the System Administrator. If the code is not in the list, the call will not go through.

Non-Verified Account Codes must be a uniform length but any digits are accepted.

Account Codes and Lengths are set up and managed by the System Administrator.

Some applications require you to enter an Account Code. These Forced Account Codes may be verified or non-verified, depending upon the application, but in either case the caller must enter a code before proceeding.

1. Place a call using the normal method.

If the call requires an Account Code, a burst of tone (Entry Tone) is heard (after dialing the telephone number) alerting you to enter the Account Code.

2. Enter the account number.

When the number of digits designated for account codes has been entered, the number is checked against the verified list, if chosen, and the call continues normal. If the number of digits entered for the account code is not reached or the verified code does not match, then re-order tone is heard and the call is rejected.

You can bypass Forced Account Code requirements with three emergency numbers, including 911. See your System Administrator for these numbers:

1) 911 2) _______ 3) _______

Voluntary Account

Codes (Verified/Non-

Verified)

IPedge UG 11/11 TOSHIBA 37

Voluntary Account Codes are optional. They can be entered during a call and are used for tracking selected calls using Station Message Detail Report (SMDR) call detail recording option.

IPedge

Feature Operations

If the system is set for Verified Account Codes, station users must enter a specific code when entering the Voluntary Account Code(s) or the code is not validated for the SMDR call report. This does not affect the call.

Voluntary Account

There are two ways to dial using a Voluntary Account Code:

Codes

Using the Account Code

Button

Using Access Codes Note: It’s a good idea to warn the other party that you will be disconnected

Note: This requires a Programmable Feature Button to be programmed on

your telephone set with the Account Code feature access code (#46).

1. After accessing a Group Central Office (GCO) line, press the Account

Code button. LCD telephones prompt you to “ENTER ACCOUNT CODE

NOW.”

2. Enter the account code digits. The LCD prompt disappears upon entry of

the first account code digit. After the account code is entered, the time indicator is restored to the LCD.

3. If your station is set for Verified Account Codes, you hear a confirmation

tone when the code is valid. If the code is invalid, you hear two short tones.

4. Enter the Account Code. Your conversation is not interrupted.

momentarily when you enter the access code. Once the code is entered, you will be connected again.

1. After accessing a GCO line, press Cnf/Trn. Once you press Cnf/Trn,

your call is interrupted; you and the other party cannot hear each other. You will hear feature dial tone.

2. Dial #46. LCD telephones prompt you to “ENTER ACCOUNT CODE

NOW.”

3. Enter the account code digits. The prompt disappears upon entry of the

first account code digit. After the account code is entered, the connection is restored and the LCD shows the time.

Advisory Message Advisory messaging enables you to store a message for IP5000-series

telephones with a display that call your telephone. The messages can be up

to 16 characters long. The IPedge Net system provides a number of

predefined messages, shown in the table below. Message numbers 5~9 can be defined by your System Administrator.

Advisory Message Default Code Table

Msg No. Characters Displayed Additional Digits

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OUT TO LUNCH

IN A MEETING

CALL _____________ Directory Number (e.g.,220)

BACK AT __________ Time (e.g., 1030)

RETURN ON________ Date (e.g., 10 20)

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Feature Operations

Advisory Message Default Code Table

Msg No. Characters Displayed Additional Digits

Advisory Messages can only be set using the IP5000-series telephone. The preset advisory messages can be displayed using the Enterprise Manager Personal Administration (EMPA).

Set Advisory Message 1. Go off-hook or press your extension button to hear the dial tone.

2. Press #411

3. Enter Message number (see table above)

4. Enter additional digits if required.

5. Go on-hook or press Spkr to release the line.

IPedge

Clear Registered

Message

Display Preset

Advisory Messages

1. Go off-hook or press your extension button to hear the dial tone.

2. Press #412.

3. Go on-hook or press Spkr to release the line.

1. Login to the EMPA.

2. Select System Info then the Advisory Message tab.

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Feature Operations

Alarm Notification The Alarm Notification Button must be set up by your System Administrator

on your station.

When the Alarm Notification button displays

• Call your System Administrator.

This button stops displaying when the alarm clears or when you press the flashing button. If the alarm has not been cleared the Alarm Notification Button flashes every 10 minutes.

Automatic Callback When you reach a busy station, you can set Automatic Callback to have the

system monitor the busy extension and notify you when it becomes idle.

Automatic Callback can place you in queue for an available outside line, if you reach a line group in which all lines are busy. When a station or line becomes available, the system rings your telephone; when you answer the system automatically rings the intended destination. The amount of time the system will wait for an idle destination is set in system programming. Automatic Callback is also known as “CO Line Queuing.”

Set Automatic Callback 1. If you hear a busy tone after dialing an outside line access code or a

station number, press Auto Callback or 4. Busy tone stops, followed by

success tone, then busy tone resumes.

2. Hang up. You can make other calls while waiting.

Cancel Automatic

Callback

Deactivate Automatic

Callback

3. When the called station or outside line becomes idle, your telephone rings

and you will see a fast flashing LED.

• If you called a busy station, the extension LED flashes green (incoming call) and the called number displays.

• If you called a busy outside line, the extension LED flashes green (incoming call rate). The seized line’s number displays.

4. Answer within about three rings (can be programmed to ring up to three minutes) to prevent the callback from being cancelled. After you answer, you hear ring back tone, and the LED flashes green (in-use).

If you hear a busy tone after answering a callback, the called party is already on another call or the line has already been seized or has received an incoming call. Your request is not cancelled. You will be called again the next time a line becomes idle.

If you were attempting to make an outside call, the telephone number is automatically dialed, including the account code or override codes that were used.

Press Auto Callback or extension button + #431.

To deactivate Automatic Callback, press the ACB button while its lamp is lit. When a predetermined time (overall timer) passes after Automatic Callback is activated, the system automatically cancels Automatic Callback. If the activator does not answer Automatic Callback for a predetermined time, Automatic Callback is automatically canceled. In either case, when Automatic Callback is completed or canceled, the ACB lamp button turns off.

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Feature Operations

Background Music (BGM)

Enable Background Music

on your Telephone

Speaker

Cancel Background Music

on your Telephone

Speaker

Adjust Volume The phone is in an idle state when listening to BGM. Attempting to adjust the

You can set background music over your telephone speaker. At least one music source must be connected to your system. Up to 16 different music

sources can be applied to the IPedge Net system: the first source is Quiet

Tone, all others can be music or recorded information. If media resources are exhausted, the user will temporarily be unable to hear BGM.

Press BGM. LED turns on. Or, Press an extension button + #490 + n + #, where n is the music source 1~15.

Press BGM. LED turns off. Or, Press an extension button + #491.

BGM volume at this point will result in only a ringer tone adjustment and the BGM will restart at the beginning of the music source.

BGM volume can only be adjusted when the phone is in use. The ‘in use’ state is when a call is being received or dialed.

To change the volume of the BGM, press the PDN key, this interrupts the

BGM and initiates the ‘in use’ state. When you hear the dial tone, use the Vol

key to adjust the tone up or down. Press the PDN key again to return to the BGM in progress.

Call Forward There are two types of Call Forwarding that you can set. One is System Call

Forward (set in System Programming) which automatically directs calls to a predefined location, such as Voice Mail. See your System Administrator to determine or change your System Call Forward destination.

The other type is Station Call Forwarding. You can use Station Call Forwarding to replace your System Call Forward destination with a custom Call Forward setting made from your station. However, a Voice-first call will not be forwarded.

Important! Check with your System Administrator to determine if

the system uses Basic Survivability, if yes, do not change your station call forward settings.

System Call Forward System Call Forward directs calls to a destination preset by an Administrator

for each telephone, commonly set to voice mail.

• To turn on System Call Forward for your telephone, press #620.

Confirmation tone (three short tones) and display shows “DATA PROGRAMMED.” This indicates the data is set.

• To turn off System Call Forward for your telephone, press #621.

Confirmation tone (three short tones) and display shows “DATA PROGRAMMED.” This indicates the data is set.

Station Call Forward Station Call Forward enables you to assign Call Forward destinations for each

extension on your telephone to override the telephone’s System Call Forward settings. Each extension can be independently set up to Station Call Forward to a unique destination. You can set a Programmable Feature Button to

IPedge UG 11/11 TOSHIBA 41

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Feature Operations

perform any Call Forward function using Enterprise Manager Personal Administrator (EMPA) User Administration tool. Call Forward must be set prior to receiving the call.

Important! Check with your System Administrator to determine if

the system uses Basic Survivability, if yes, do not change your station call forward settings.

The following calls to your station can be forwarded:

• Internal calls

• Auto Attendant calls

• Outside lines that ring only your station

• Transferred internal or incoming line calls

Station Call Forward

Call History Incoming calls with Caller ID or ANI information can be optionally recorded

into a rolling list for the station where the call is ringing. The call is placed in the list along with the number, name (if provided), time and date of the call,

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Feature Operations

and status of the call (answered, abandoned, or redirected). You can access

this list from an LCD telephone with a flexible Caller ID button.

View Call History • When your station is idle, press the Caller ID button. The Caller ID LED

lights green and the latest record displays.

• Press Vol +

record.

• To view the call date, time, and status, press SK2 (press again to toggle

to call name/number).

▲for the next record; press Vol + ▼ for the previous

Call Park The Call Park feature enables you to hold a call temporarily in a location other

than your telephone. These areas are called orbits. You or another telephone user can retrieve a parked call from its orbit by specifying the orbit number. You can specify one of 20 General Park Orbits (7000~7019) or a valid extension number within the system.

Once you have parked a call in an orbit, you can:

• Hang up and retrieve the parked call at a later time.

• Originate another call.

• Access a voice paging device to announce the parked call for pickup from

another station.

If you park a call and it is not retrieved, it will recall to the parking station and one of the following occurs:

• If your station is idle when the system Call Park recall timer expires, the

parked call automatically recalls to your station.

• If your station is busy, the parked call camps on.

If you have an LCD telephone, you can let the system automatically select an available orbit number which displays on your LCD.

Park a Call 1. While on a call, press Park in Orbit or press Cnf/Trn + #33. The LED

flashes green (consultation-hold). If you were on an extension during the call, and you have line button on your telephone, the line LED will flash until the call is picked up (depending on programming).

2. Specify the Park Orbit using one of the following:

• Press

Orbit between 7000~7019. The chosen orbit appears on the

LCD.

• Enter a valid extension.

• Press # and the system automatically selects your extension as

the orbit.

3. Hang up. The caller’s extension or line number and the orbit number are shown. If the parked call is not retrieved within a specified time, the call rings back to your telephone. When a parked call recalls your telephone, the LCD shows the line or extension that is recalling and the orbit number.

and the system automatically selects a General Park

Retrieve a Parked Call 1. Press Park in Orbit or press your extension button + #32.

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Feature Operations

2. Enter the Orbit Number where the call is parked or # for the extension

from which you are calling. You cannot use

The extension LED flashes at the in-use rate when the call is retrieved.

to retrieve a parked call.

IPedge UG 11/11 TOSHIBA 45

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Feature Operations

Call Pickup You can pick up a call that is ringing another station’s extension, a call placed

on hold at another station and other types of calls. When you pick up an internal call, the calling station and the called station displays on your LCD.

Group Pickup One or more stations can be assigned to a pickup group, there are a total of

48 pickup groups available. You can easily pick up ringing calls on other extensions. Ringing calls include: new, transferred, internal, or external calls. You will have the ability to pick up calls for other extensions in your group and other groups as well. See your System Administrator for group assignments.

Ringing, Page or

Held Call Pickup

This feature picks up ringing or held calls, including Group Page and All Call Page calls. If these types of calls occur at the same time, the pickup priority is station-to-station and then Page calls in the order of occurrence. In some systems, this feature can be applied to pick up All Call Page exclusively.

To perform Call Pickup

• Press the buttons shown in the table below for the desired Pickup feature.

Table 7 Call Pickup Feature Codes

Ringing or Page Calls

Directed DN

Group A call ringing a member of your pickup group.

Directed Ext.

Directed Group

Ext. No.

Outside Calls Any incoming outside line call.

Held Calls To Pick U p:

Local Retrieve A call held on this telephone.

Remote Retrieve

Directed Ext. Retrieve

T o Pick Up:

A call ringing or held at the Extension Number. #5#6 + Ext. No. A call Ringing, held or parked at the Ext. No. #5#29 + Ext. No.

A call ringing on any line of this Primary Ext. No.

A call ringing an extension in this Pickup Group.

A call ringing this Ext. No. only. Other lines ringing on the same phone are unaffected.

A call held on another Primary Ext. No.

A call held on for this Ext. No., regardless of where this Ext. No. appears.

Press Ext. Button, then dial the access sequence below:

#5#34

#5#5 + Primary Ext. No.

#5#32 + Group No.

#5#22 + Ext. No.

#5#9

Press Ext. Button, then dial

the access sequence below:

#5#71

#5#72 + Primary Ext. No.

#5#74 + Ext. No.

Notes:

• The Primary extension number is the directory number by which the

telephone set is defined. Other, non-primary extension numbers may also appear on the telephone. By convention, the Primary extension number is assigned to the first button (on the bottom left-hand side) of a multi-button telephone.

• If more than one call is on hold, the call on the telephone’s lowest button

number is picked up.

Ringing calls are picked up over held calls as a priority.

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Feature Operations

Call Transfer Call transfer allows a call to be directed from one telephone to another on

IPedge Net. External transfers to telephone numbers or network extensions off IPedge Net

are also supported, please check with your System Administrator to see if this is enabled.

There are two types of call transfer:

• Blind transfer – The call is directly transferred to another extension

without announcing the call or waiting to see if the caller is available.

• Supervised transfer – The call is “supervised” during the transfer process

so the call can be announced to the receiving party before completing the transfer. A supervised transfer also allows the person originating the transfer to take back or cancel the transfer.

Perform Call Transfer

Immediate

1. While on a call, press the TRNS Soft Key.

2. Dial the extension where you want to transfer the call.The call rings the

destination station and your telephone returns to the idle state. If your telephone does not go idle, the destination may be located in a remote node, so you need to hang up to return to idle state.

Transfe r Using The Cnf/trn

Button

Transfer A Call Directly To

Voice Mail (Vm)

Transfer A Call Directly To

Vm With A Dss Button

Note: For DN in remote node, the user can transfer by entering # after DN is

entered.

1. While on a call, press Cnf/Trn. Your Line LED flashes green and you

hear an internal dial tone.

2. Dial the extension where the call will be transferred. You can remain on

the line and announce the call or hang up to complete a “blind transfer.”

Note: If the privacy option has been disabled, then if you use a Line button

when you transfer the call, the LED will flash red until the receiving

party answers. While the LED is flashing, you can press the Line

button to return to the call. If the receiving party answers the call, the LED turns solid red and you cannot reconnect to the original caller.

During call transfer, you can connect all three parties by pressing the

Cnf/Trn button or by pressing the JOIN soft key. This allows the

three parties to talk together.

3. Transfer with Camp On: If the station where you want to transfer the call is

busy, you may hang up and the transferred trunk or station will be camped on to the busy destination.

1. While on a call, press Cnf/Trn.

2. Enter #407.

3. Enter the VM mailbox number (usually the same as the extension

number) + #.

4. Hang up and the caller is connected to the VM mailbox. This feature does

a blind transfer to VM.

1. While on a call, press Cnf/Trn.

2. Press the DSS button programmed to the voice mail number.

3. Hang up and the caller is connected to the VM mailbox.

IPedge UG 11/11 TOSHIBA 47

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Feature Operations

Call Waiting You can answer a call that is transferred to your station, even when your

station is busy. When another call is camped onto your station, you hear two Camp-on tone beeps and the extension or Line LED flashes red (on-hold).

If a call is sent to your station when busy, and your station does not have an extension button available to receive the call, two camp-on tone beeps are sent to your telephone. You must disconnect or transfer the existing call to answer the waiting call.

Place Current Call on Hold

to Answer Waiting Call

Using the Flashing

Extension Call to Answer

Waiting Call

Press Hold. The existing call is placed on hold. The camped-on line rings

your station (the Line LED flashes green - incoming call) or, if your telephone has the Auto Hold feature, just press the flashing extension button.

You are connected to the transferred call. The extension or Line LED flashes green (in-use).

Note: See your System Administrator to find out if you have Auto Hold.

Press the flashing extension or Line. The existing call is placed on hold. The camped-on line rings your station (the Line LED flashes green - incoming call). This disconnects the current call and connects you to the transferred call. The extension or Line LED flashes green (in-use).

Caller ID Incoming calls to your extension with Caller ID can be recorded into a rolling

list that is saved on your telephone. The call information is placed in the list along with the number, name (if provided), time and date of the call, and status of the call (answered, abandoned, or redirected). You can access this

list from an LCD telephone with a flexible Caller ID button.

Caller Information The caller’s number and name can be displayed on the IPT or attendant

console’s LCD. The caller information is stored in the system, retrieved at relevant extension stations, recorded on SMDR, and sent to an external server and client through CTI link, if necessary.

Caller information can also be sent to a voice mail device integrated into the

IPedge system.

Display Caller Information When the caller information is provided from a station, it is indicated at a

destination station (IPT or attendant console).

The caller information displays at the relevant station even when the destination differs from the original destination due to transfer or Call Forward.

On the line where the caller information is not provided temporarily or it is not provided originally, “LN xxx” will display.

Notification of Caller

Information

View Saved Caller ID

Information

48 TOSHIBA

Automatic Number Identification (ANI), CLASS, Calling Line Identification Presentation (CLIP) and Calling Name Identification (CNIP) are the services used to send the caller number from a public telephone network.

1. When your station is idle, press the Caller ID button.The Caller ID LED

lights green and the latest record displays.

2. Use the soft keys (Next, Prev, Call or Exit).

Note: Caller ID is displayed when a call is first answered and displays for

the first 15 seconds of the telephone call.

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Feature Operations

Conference Call You can conference together up to eight parties (including yourself). The

actual number of conference parties with acceptable volume levels depends on the local and far end telephone line conditions.

The person who initiates the conference call is the Master. If, after the conference is established, the Master exits the conference, the first station to have been added to the conference becomes the Master.

Set up a Conference Call 1. While on a call, press Cnf/Trn. You hear a dial tone and your Line LED

flashes green.

2. Call another station or outside line.

3. When the called party answers, press Cnf/Trn. If you receive a busy

tone or no answer, press Cnf/Trn again to return to the original

connection.

4. All parties are conferenced. If the second call was placed on a Line that

appears on your telephone, the LED also flashes green.

5. Repeat steps 1~3 until all parties are added or the maximum number of

parties is reached.

6. When the Master of the conference hangs up, the control is automatically

transferred to the first internal station added to the conference call. If no other internal stations are included in the conference call, the call will be disconnected.

Note: An SLT or SIP station cannot be a Master for a conference call.

Transfer Conference

Control

Hold a Conference Call If you are the Conference Master, press the Hold button once (or twice for

Adding Voice Mail to a

Conference

Add Voice Mail to a

conference call

(performed by Conference

Master)

1. Complete Steps 1 and 2 above to add the line where you want to transfer

conference control. See previous Note.

2. Announce the call and hang up to transfer it. This station now becomes

the conference Master with the ability to add or delete parties.

Executive Hold) to place the conference call on hold. The other parties can continue with the conference. Music-on-hold is suppressed and your extension LED flashes green. You can rejoin the conference at any time by pressing your extension button. When you return, you retain Master status.

The Conference Master can add voice mail to a conference. This feature enables participants in a conference to listen to or leave a voice mail message during a conference call.

1. Press Cnf/Trn to place the current call on Consultation Hold.

2. Dial the voice mail (VM) extension number, then enter the VM mailbox

and security code. This adds the voice mailbox to the conference.

3. Press Cnf/Trn to reconnect to the original party. (You can continue to

add conference members by pressing Cnf/Trn and dialing another

extension.)

Now, all parties in the conference can listen to or record a message to this voice mailbox. Only the Master can control the VM with Soft Keys.

Supervising a Tandem

Call

IPedge UG 11/11 TOSHIBA 49

1. While talking on an outside call, press Cnf/Trn. You hear a dial tone. The

extension LED flashes (conference rate).

2. Dial an outside telephone number.

IPedge

Feature Operations

3. After the party answers, press Cnf/Trn. The extension LED flashes (in-

use rate) and all parties are conferenced.

4. If you receive a busy tone or if the station does not answer, press the flashing extension button to return to the original connection.

5. Press Cnf/Trn and hang up. The extension LED flashes (exclusive-hold

rate) and the two lines are connected. The LED turns Off when the parties hang-up.

6. To supervise a tandem call, press the extension button. If the parties have

finished, hang up. If the parties are still talking, press Cnf/Trn and hang-

up. Both Line LEDs turn Off and the connection is released.

If your telephone company provides automatic disconnect supervision, the connection will release automatically when the parties hang up. If not, the lines must be supervised to be disconnected.

Conference Add/Split/

Join/Drop

Add an Incoming call to

the Conference

If you initiate a conference with two or more parties, you can continue to add outside callers to conference; or you and another member of the conference can leave (Split) the conference for a private conversation. During this time, other conference members remain connected.

You can then Join both of you back into the conference, or you can Drop (disconnect) the member you are connected to. This feature is performed with Soft Keys if you have a LCD phone or with a Split button programmed on one of your Programmable Feature Buttons.

This feature also works for remote stations which are connected through

IPedge Net.

Important! You must be a conference master to perform the Add,

Split, and Drop features. The conference master is the person that initiates the conference call. If that person drops from the conference, the first person added to the conference becomes the conference master.

1. Place the first caller/Conference on hold.

2. Answer the incoming ringing call.

3. While speaking to the incoming caller, press Cnf/Trn button.

4. Press the blinking DN where the first caller/Conference was placed on hold.

5. Press Cnf/Trn twice to join all parties together.

Split from a conference 1. While in a conference call on an IP5000-series phone, press the

(Split) soft key or Split button.

2. Press the

NEXT soft key until you see the extension number for the party

that you want to Split out of the conference.

3. You can return both yourself and the other Split party back into the conference by pressing

RTRN terminates a feature operation and returns to the previously

JOIN.

displayed state.

Drop the Split party from a

conference

Press the

DROP Soft Key. The party that you are talking to privately (the party

which you have Split from the conference) will be disconnected (Dropped) and you will rejoin the conference.

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If you are in a three-way conference and Split with one of the parties, the remaining party will essentially be “on hold” until you return to the conference.

Direct Station Selection (DSS)

Connect Directly to

Another Station’s

Extension

This optional feature enables you to use a DSS button to connect directly to

another station’s line extension. The DSS LED shows the status (idle/busy) of the station and/or the station’s primary extension. For example, a station’s DSS button LED shows busy (light steady red) when the station is:

• Busy on a call on any button.

• Idle but all appearances of the station’s extension are in use by other

stations.

• When the station is in DND, the LED flashes red.

1. When connected to a line or another station, press DSS.

The original party is put on hold. You can call a station even if the DSS LED shows busy (steady red).

2. Announce the call or transfer the call by hanging up or pressing

Release.

Note: You can transfer the call to an idle or busy station.

Do Not Disturb If your station is in Do Not Disturb (DND) mode, internal, external and

transferred calls do not ring your station and Off-hook Call Announce calls are denied. You can continue to make calls while in the DND mode. When originating a call in DND mode, you will hear a short burst of interrupted dial tone followed by continuous dial tone. You can start dialing at any time during either tone.

If you put your Primary extension into DND mode, all calls to that telephone are rejected. If your extension is set for Call Forward-Busy or Call ForwardBusy/No Answer, the call is redirected to the forwarding destination immediately.

If you put an extension other than the Primary extension into DND, only calls to that extension on your telephone will be blocked. Appearances of that extension on other telephones continue to ring.

To activate DND on your Primary extension

• Press Do Not Disturb or #6091 (hear Success Tone). The LED lights

steady red and DND mode is activated for the entire station.

To activate DND on a non-Primary extension

• Press the desired extension appearance and Do Not Disturb or

#6091 (hear Success Tone). The LED lights steady red and DND mode

is activated for that extension on your telephone.

To deactivate DND

•

Press Do Not Disturb or #6092 (hear Success Tone). The LED lights goes out and DND mode is de-activated.

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Feature Operations

Setting DND for

To activate DND for another extension

Another Extension

• Enter #6191 (hear Entry Tone) + the Primary extension of the remote

extension + the pass code + # (hear Success Tone). This sets DND as if

activated by the Primary extension on the target telephone.

To deactivate DND for another extension

• Enter #6192 (hear Entry Tone) + the Primary extension of the remote

extension + the pass code + # (hear Success Tone). This removes DND

from the target telephone.

To change your DND Pass Code

• Enter #670 (hear Entry Tone) + ext. no. (hear Entry Tone) + old pass

code + # (hear Entry Tone) + new pass code + # (hear Success Tone).

If you activate DND while a call is ringing, the ringing stops. The LED continues to flash on your telephone and ring on other appearances.

Emergency Call To make an emergency call, dial 911 or Access Code + 911. This

depends on off-hook preference set up for your telephone.

Note: Check with your System Administrator for the Access Code because

this code may be different from the one used to get an outside line.

Emergency

Monitoring Station

Your system may have one IP telephone assigned as an emergency monitoring station. If your telephone has this assignment, your line LED will

flash green when someone makes a 911 call. When you answer the call, you

can listen in and participate in the conversation. See your System Administrator for more information on this feature.

Emergency Ringdown If a station remains off-hook for a programmable period, it can be

automatically treated as an Emergency Call and directed to an emergency destination. The station may have partially dialed a number or have dialed no digits at all. Each station is programmed with its specific emergency ringdown destination.

A station number or a group pilot number can be specified as an emergency ringdown destination. In a private network, the station or pilot number must be in the same network node.

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Message Waiting Message Waiting is shown on the Msg button which flashes red when there

are messages waiting. The waiting message indicators can come from the voice mail system or they can be internal messages sent from other extensions.

The messages from other extensions are notifications that someone has called your extension and wants you to call them back.

An extension can receive up to three Message Waiting indications, one additional indicator will always be reserved for the voice mail system.

Note: If there are Phantom DNs (PhDNs) programmed on an extension,

each PhDN can receive up to three message waiting indicators.

Responding to a Lit Msg

LED

Turning On/Off MW LED

on Another Extension

1. Press the Red flashing Msg button. The telephone will dial the message

source (the voice mail or another extension). See Note below.

2. When the call is finished, hang up and the message waiting indicator will

clear.

3. If the Msg LED continues to flash, there are additional messages to

check, repeat steps 1-2. Voice mail devices have a short delay in turning off the message waiting indicators.

4. To manually turn off the Msg LED, press your extension button, then enter

#409. Repeat this sequence until all the messages are cleared.

Notes:

• If there is a + on the LCD, press the Next Soft Key to scroll through the

messages sent to that extension.

• To see who has sent you messages, or to retrieve the messages, press

the flashing Msg button.

When an extension is called, the calling party can choose to send a message to the called party. This is a notification to say that a call has been missed and the calling party would like to be called back.

By sending a message to another extension you turn on their Msg LED.

1. Dial an internal extension. You may hear ringing or busy tone.

2. Press Msg or 7. The Msg LED flashes red on the called telephone. At

your telephone, the Msg LED lights steady red and the LCD shows the station number where the Message Waiting light was sent.

3. If you decide to cancel the Message Waiting light at this point, press Msg

or 7 again while ring-over tone is playing and the light will cancel. If you

want to cancel the message later, call the telephone where you set the

message and press 7 twice.

4. Press Spkr. Your Msg LED turns Off. The Msg LED on the called

telephone flashes until the called party presses the flashing Msg button

which calls you back.

5. Turn off the Message LED.

The two ways to turn Off a Message LED are:

Method 1

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1. Press #64 plus the extension number that has the message light

set.

2. Press Spkr or hang up to end the call.

Method 2

1. Dial the extension that has the Message LED.

2. Press 77.

3. Press Spkr or hang up to release your telephone.

Microphone Cut-Off This feature prevents callers from monitoring the sounds near your telephone

when your telephone receives a Handsfree Call or cuts-off the telephone microphone while on a speakerphone call. When the feature is ON, the

Microphn Cut-off LED lights steady red and the Mic and Spkr LEDs do not light when your telephone is called. When the feature is OFF, the Microphn Cut-off LED is not lit and your microphone works. The Microphn Cut-off

functions on Handsfree Answerback and speaker OCA calls for privacy.

To turn the microphone ON/OFF

Off-Hook Call Announce (OCA)

Make an OCA Call •

Answer a Speaker OCA

Call

•

Press Microphn Cut-off to toggle between ON/OFF.

Off-hook Call Announce (OCA) enables you to complete a call to a busy telephone. Your telephone must be programmed to either announce automatically or to announce after you press a button on your dial pad. The destination telephone must be programmed to accept an OCA. The announcement may be delivered over the speaker.

Manual – Dial an extension. When you hear a busy tone press 5 and,

after one long tone, you can talk through the speaker of the destination telephone. The person you are calling has answering options as described below.

•

Automatic – If your telephone and the extension you are calling have

been programmed for Automatic OCA, you can talk through the speaker of the destination telephone without hearing the busy tone and without

dialing 5.

1. If you have a handset call in progress and you hear one tone, this indicates that a second station is calling. The second caller connects to the speaker in your telephone. The Spkr LED flashes and the Mic LED lights. You will be speaking to the first caller through your handset and the second caller through the microphone.

2. To turn off your microphone speaker to the second party, you can press

Mic or Microphn Cut-off; the Mic LED turns Off. You will no longer be

talking to the second caller, although the caller can still speak through your speaker.

3. Press Mic or Microphn Cut-off again to reconnect to the second

caller. You can toggle as often as you choose. If you do not want the first

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caller to hear your conversation with the second caller, cover the mouthpiece of your handset.

Speaker Off-hook Call

Override

Override Calls The available override features are:

Busy Override Ring Over Busy Override enables you to send a muted ring tone to a busy

Announce

IP5000-series telephones can receive Speaker OCA which enables stations to receive internal calls over their speaker while on another call using the handset.

• Busy Override

• Do Not Disturb Override

• Executive Override

• Destination Restriction/Traveling Class Override

• Class of Service Override

• Privacy Override

station to indicate a call is waiting. The Busy Override (BOV) muted ring can be programmed for each station to be two muted rings only or continued muted rings until the call is answered. This option applies to the station receiving the muted ring. The muted ring can be sent to the telephone speaker or to the telephone handset/headset and speaker.

To use Busy Override

• After reaching a busy station, press 2. A muted tone is heard at the busy

station, indicating that a call is waiting. The station number displays.

Do Not Disturb Override Do Not Disturb (DND) Override lets you send a call waiting tone or ringing to a

station in DND mode to indicate that a call is coming in. Your telephone may be programmed to block DND Override from other telephones. Your station’s LCD shows that the station you have called is in the DND mode.

OCA is possible to DND stations from stations that are programmed for DND Override.

To use DND Override

• After reaching a station in DND mode, press 2. A tone signal is heard at

the DND station, indicating a call is coming in. On your station, the LCD shows the station number you have overridden.

Your LCD displays DND OVR DENY if the station you called denies

DND Override.

Executive Override Executive Override enables you to enter an established conversation. Your

telephone can also be programmed to block Executive Override from other telephones.

To perform Executive Override

• After reaching a busy station, press 3

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Or, if you have an LCD telephone, use the OVRD Soft Key. You enter

a conference with the busy station and the party to whom he was talking. The called parties may hear an optional tone signal prior to your entering the conversation.

Your LCD displays EXEC OVR DENY if the station you called denies

Executive Override. If you do not have Override privileges, you will camp on.

Destination Restriction/

Traveling Class Override

Class of Service Override By dialing a Class of Service (COS) Override code, a user can change a

Enables a station user to override the Destination Restriction or Traveling Class of a particular telephone by entering a pre-determined account code.

To use Destination Restriction or Traveling Class Override

1. Press #471. A Confirmation tone plays and the LCD shows “Enter OVR

Code.”

2. Enter the trunk access code or LCR access code.

3. Dial the external telephone number.

station’s set of privileges to one associated with the override code. When the call is terminated and another is attempted from the same station, the original COS is applied. This allows selected users to override restrictions that are placed on any telephone in the system.

To perform Class of Service Override

1. Access a Primary or Phantom DN. You hear a dial tone and the LED flashes at the in-use rate.

2. Press #471. Dial tone stops. Your LCD prompts you to enter a code.

3. Enter the COS Override Code (four digits). You hear a dial tone.

4. Dial a telephone number.

Note: For security reasons, the override codes are only available on a

selected basis. See your System Administrator.

Privacy Override This feature enables you to enter an established call on a line you share with

another telephone. Up to two station users can enter an existing Central Office (CO) line-to-station call (i.e., up to three stations can be connected to a CO line). You can also use this feature if the station that is already connected to the CO line is in the Privacy Release mode.

Station users with Privacy Release can allow stations with the shared

button appearance to enter their conversations, even if the station entering the conversation is not programmed for Privacy Override.

Paging Station users can make page announcements to telephones. Check with your

System Administrator to find out the zone numbers for various paging groups. Verify with your System Administrator if there are sufficient vacant media resources for successful paging.

To make a Page announcement to telephones:

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1. Lift the handset, press your extension button and enter a paging access

code.

2. Make your announcement, then hang up.

To make a Group Page

• Press Group Page and enter the Group number (01~24)

— or —

• Press extension + #31 and enter the zone number.

Answering a Page To answer a Group Page, lift the handset off-hook, dial #5#36 and enter the

Page Zone number (01~08, depending on your telephone system).

All Call Page You can make an All Call Page to telephones assigned to the “All Call Page

Group.” Stations are assigned to the “All Call Page Group” in system programming.

To make an All Call Page:

1. With the handset off-hook, press All Call Page

— or —

Dial #30. This pages all telephones in the All Call Page Group, not the

external speakers. Paging external speakers requires a separate action.

2. Make your announcement then hang up.

Answer All Call Page 1. Lift the handset off-hook, dial #5#36.

2. Enter the Page Zone Number (01~08, depending on your telephone

system).

Emergency Page An Emergency Page overrides Group Pages or All Call Pages to telephones

only.

• To make an Emergency Page, lift the handset off-hook, dial #37.

• To make an Emergency Page to a group, lift the handset off-hook, dial

#38 and enter the Group number.

Privacy Privacy controls the ability of more than one person to use the same

extension at the same time. Privacy applies to multiple appearances of extensions, Phantom extensions, outside Lines, and outside Line Group buttons. The application of Privacy to individual telephones is controlled in system programming.

By default, the system is private. If you are in a conversation, another telephone with an appearance of the line on which you are talking cannot intrude unless that telephone has been programmed for Privacy Override. In that event, the other telephone may enter and leave the conversation at will. If all users are provided with Privacy Release in Class of Service, the system will function as non-private.

Your telephone may be equipped with a Privacy Release and/or a

Privacy on Line button. On a normally private telephone, Privacy Release allows other appearances of your line to join the conversation. On a

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normally non-private telephone, Privacy on Line allows you to exclude

others. The Privacy condition may be toggled at any time during a conversation. At the end of the conversation, the line’s privacy condition returns to its original state.

Use Privacy Release • While on a CO line call, press Privacy Release. The LED lights red.

The outside line flashes at all appearances. When another station user

enters the outside line call by pressing a common outside Line, the

Privacy Release LED turns Off.

• To add a third station, press Privacy Release again; the process

repeats.

Set/Cancel Privacy • Press Privacy on Line to set privacy. The LED lights steady red.

Others are blocked from entering your outside line calls when they press

a common Line.

• Press Privacy on Line again to cancel the feature. The LED turns Off.

Redial Use this button to redial the last number dialed from your telephone.

•

To redial the last number, press Redial or

Speed Dial Speed Dial (SD) enables you to dial a sequence of up to 32 digits with a

shorter code. Dial sequences can include telephone numbers, authorization codes, passwords feature activation codes, and pauses. Speed Dial may be used to originate a call or invoked after a call is established. There are two types of Speed Dial:

•

System SD – All telephones in your system can share a list of up to 800

System Speed Dial numbers under the exclusive control of the System Administrator. In some cases, System Speed Dial enables you to reach numbers that you would not be allowed to dial directly from your telephone.

•

Station SD – Your System Administrator allocates a block of up to 100

personal SD numbers (10 per telephone). You have exclusive use of them and you can create and change them from your own telephone. If you have a 9-Line LCD telephone, you can assign names to your station SD numbers to appear on the Personal SD Directory display (see your System Administrator or use the procedure for “Storing Personal Speed

Dial Names” on page 4-59.)

Personal Speed Dial 1. See your System Administrator to check how many personal Speed Dial

numbers are allocated to your telephone and if you have Speed Dial capabilities enabled on your telephone.

2. Set up / Store your personal Speed Dial numbers.

3. Assign names to personal Speed Dial numbers (on supported models).

Making a Call Using Speed

Dial

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There are two ways to begin a Speed Dial Call.

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1. Press Spdial on an IP5000-series digital telephone

or press the

button on any telephone.

2. Dial the Station or System Speed Dial Number. Station Speed Dial

numbers occupy numbers 100~199. System Speed Dial numbers occupy numbers 200~999.

Feature Feature Access Code Sequences

Speed Dial (Dialing an SD number)

Station

System

a. Stations must be assigned/enabled Speed Dial capabilities in system programming. b. If your telephone does not have a Spdial button, press the * button, then dial the three digit Speed Dial

bin number (nnn).

Spdialb + nnn

nnn = 100~199 Station SD numbers

Spdial

+ nnn

nnn = 200~999 System SD numbers

Speed Dial Capabilities Go to Enterprise Manager.

1. Click on Station > Station Assignment.

2. Click on the Basic tab.

3. Enter the desired number of SpDial Bins.

4. Set System Speed Dial to enable/disable. Default is Disable.

5. Click on the Save icon.

Long SD Numbers Up to 32 digits can be stored in one SD location. If you exceed 32 digits, the

excess digits are automatically stored in the next sequential SD location. If SD 100 contains 40 digits, then 8 of those digits would be stored in SD 101. If you save other digits to SD101 they will over-write the eight digits automatically stored there.

Storing Personal Speed

Dial Names

You can store names with Personal Speed Dial numbers. These names will display as Soft Keys which can be used for dialing from the telephone LCD directories.

Notes:

• Speed Dial locations must be assigned to your telephone by your System

Administrator before you can store names. Your System Administrator can also associate names with Station Speed Dial numbers.

• Only the Administrator telephone can store System Speed Dial numbers.

Assign Station Speed Dial

Names

Web-based User Administration

1. Login and select Speed Dial, then select or enter the desired Speed Dial

Index and set the number and name.

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2. Enter a Speed Dial location number (100~199 for personal speed dial or 200~999 for System speed dial, depending on system programming).

3. Enter the telephone number to be stored. If you normally dial a line

access code (such as 9) and/or an area code, enter the codes before the

telephone number.

4. Input the name you want to appear in the Personal SD directory (nine characters max).

5. Click on Save icon to register the information.

Time and Date Setting (Local)

IP telephones will display the time, day and date of the time zone of the telephone system location it is connected to. If the IP telephone is not located in the same time zone as the telephone system, the IP telephone can be used to change the time, day and date of the IP Telephone to the local time zone in which the telephone is located.

T o change the Date

• From the IP telephone, dial #653 and enter YYMMDD#

Example: To set the date to March 12, 2008. YY = Year, example 08 MM = Month, example 03 DD = Day, example 12

Note: The IP telephone date can only be changed one day before or after

the telephone system date. The day will change automatically when the date is changed.

To change the time

• From the IP telephone, dial #654 and enter HHMMSS#

Example: To change the time to 01:30 PM HH = Hour, example 13 (range is 00~23, 24 hour clock must be entered) MM = Minutes 30 (range is 00~60. It must be within 15 minutes of system time.) SS = Seconds (range is 00~60).

Note: The time set must be within 15 minutes of system time.

Tone First / Voice

To determine the signalling on the telephone circuit.

First Signalling

Tone First Signalling When the telephone rings and the called party must press Spkr or lift the

handset in order to receive the call.

Voice First

Signalling

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The telephone does not ring when it is being called, rather a long tone is heard, followed by the caller's voice coming through the speaker. This method automatically starts in a hands free mode and allows both parties to speak with each other.

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Note: The calling party has control over whether Tone First or Voice First

Signaling is being used. The ability to switch between the two is setup by the System Administrator.

To change the signalling method while placing the call

1. Enter the extension number

2. Press 1 to turn on Tone First Signaling.

3. Press 2 to turn on Voice First Signaling.

Uniform Call Distribution

Uniform Call Distribution (UCD) provides ACD-like service based on the simplified Distributed Hunt feature. Incoming calls are answered by Voice Mail as the Auto Attendant function or they can be directly routed to the UCD (Distributed Hunt) Pilot number. The caller will dial the UCD Pilot station in response to a prompt. The call will go to the next agent or, if all agents are busy, the call will camp-on to the Distributed Hunt pilot and ring-back tone or Music-on-Hold (MOH) will be sent.

This feature distributes incoming calls to available agents. Agents must be logged into the group to receive UCD calls. The following illustration shows the typical call flow for this service.

1. Agent logs into the UCD group.

The call is received from PSTN or extension.

2. The call is routed to voice mail which provides the initial greeting using the

auto attendant service.

3. The voice mail can be configured to prompt callers to enter the

destination number or to route the call to the pre-determined destination.

4. The voice mail transfers the call to the UCD pilot group.

5. According to the hunting rule (distribute), the call is delivered to an idle

agent who logs in to this hunting group.

If no agent is available in the hunting group, the call is queued to the UCD pilot group. The caller may hear the Music on Hold (MOH) or Ring Back Tone (RBT) depending on the configuration. If the call cannot be answered within the preconfigured time, the call is routed to an overflow destination.

Login/Logout Login and Logout is controlled by the Login key assigned to the agent phone.

The Log status is displayed on the Login key as shown below

•Login - Key is On Steady

• Logout - Key is Off

The Login/Logout feature is applied to the call which terminates to UCD pilot only. Therefore, the call can terminate to agent Prime or Phantom PDN

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directly even if the agent is in Logout state. Also, Login/Logout can be activated by an access code. The default numbering plan is shown below.

Access Code Feature

#6061 Login - from Agent Station #6062 Logout - from Agent Station #6161 #6162

+ DN + # Login - Agent Station (DN) from another station + DN + # Logout – Agent Station (DN) from another sta-

tion

where DN = the Directory number of the agent station.

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Access your Mailbox by Phone

Set up Your Mailbox for the First Time

The following information is required:

• Phone number to call the voice messaging system (this may be different from

inside and outside of the organization)

• Your mailbox number

• Your security code (password)

Many organizations allow you to access your mailbox directly from your office phone by pressing the “Message” button. When using this button, you are prompted for your password. If you don’t see this button on your phone, contact your system administrator to see if it is available.

The first time you access your mailbox, the system asks you a few questions to set up your mailbox.

1. Enter your initial default password.

If you do not have this, it can be obtained from your system administrator. Once you enter your default password you are prompted to change it for security purposes.

2. Record your first and last name.

This identifies your mailbox when you log in, as well as identifies your mailbox to other internal subscribers.

3. Record your personal greeting.

This is the greeting callers hear when directed to your mailbox. You can change your personal greeting at any time in the future, or set up a temporary (extended absence) greeting. Refer to Chapter 4 – Greetings for more information on personal greetings.

If your mailbox is enabled with voice commands, the first time you access your mailbox you also hear a short tutorial that guides you on using spoken commands to navigate your mailbox.

Once you have completed this set up process, the system notifies you there are any new messages in your mailbox.

To access the New User Setup at any time in the future, press 7 from the main

system options menu.

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Check New Messages Most organizations have a message indicator light on office phones. By

default the message indicator will light up when you have a new voice message, but some system administrators will also set it up to indicate when you have a new fax message.

To check new messages and access your voicemail box:

1. You will need the following information:

• Phone number to call the voice messaging system (this may be different from inside and outside of the organization)

• Your mailbox number

• Your security code (password)

2. From the Subscriber’s menu, press 1 to review new messages. The

system will play any priority stamped messages first.

You can also receive a text message to your cell phone or pager when a new message arrives, or set up a “call-out” where the system will call any designated phone number (e.g. a cell phone or home phone) when a message has been left in your voicemail box. To learn how to activate and deactivate these Message Notification options, review Chapter 6 – Personal

Options.

Review saved messages

Saved messages are messages you have already heard and saved. A message is moved to your saved messages when you press 1 during or after message playback. The length of time a saved message is kept before being permanently deleted (for example, 30 days) is set by your system administrator. Your system administrator will also designate if you receive notification that a saved message is about to be permanently deleted, providing you with the opportunity to save it again if you wish to keep it for a longer period of time.

To review saved messages:

1. Call the voice messaging system

2. Press 1 2 from the subscriber’s menu to review saved messages.

Envelope Information Press 8 while listening or after listening to the message to find out who sent

the message as well as the date and time sent.

While listening to a message, you can press 4 to rewind or 6 to fast forward

(in increments of five seconds or as programmed by the system

administrator). You can also press 5 to pause the message and 5 again to

resume it (it automatically resumes after 60 seconds or as programmed by the administrator).

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Volume /Speed Control

You can use the following keys at any time during message playback to change message volume or message speed.

Press 9 then one of the following keys:

1 Low Volume 2 Normal Volume 3 High Volume 4 Low speed 5 Normal speed 6 High speed

Reply to a Message During message playback or after the message has finished playing, you can

reply to the sender of the message. The message will be delivered directly to the sender’s voicemail box.

1. Press 7 1 while listening to a message or after the message has finished

playing.

You can use the following keys at any time during message playback:

1 Save the message 2 Listen to next message 3 Erase the message # Repeat the message 7 Reply / Redirect the message 8 Envelope information 9 Speed or volume control

2. The system will prompt you to record a message. Use the following options to send the message.

1 Delivery message 2 Review message 3 Rerecord message 0 Delivery options (see Chapter 3 – Sending Messages for more

information on delivery options)

Cancel and exit

Call Back Directly In addition to replying directly to a mailbox, you can also call back the sender

of a message. This option will ring their phone rather than send a message to their mailbox.

1. Press 7 while listening to a message or after the message has finished

playing.

2. You now have a few options:

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• To call the number and delete the message, press 3

• To call the number and save the message, press 4

• To call the number and keep the message as new, press 5

3. The system will place you on hold while it transfers your call.

Redirect a Message During message playback or after the message has finished playing, you can

redirect (forward) a message to another subscriber’s voicemail box.

1. Press 7 2 while listening to a message or after the message has finished

playing.

2. The system will prompt you to enter the mailbox to which you wish to forward the message. You can also use a private or public group distribution list at this time. See Chapter 5 – Using Group Distributions for more information on setting up and using group distribution lists.

3. After you have made your selection, press 1 to confirm or 2 to change.

4. Press 1 to send without a comment, or 2 to attach a comment to the

beginning of the message. You can send the message with normal delivery, return receipt and/or priority; see Chapter 3 – Sending

Messages to learn about these delivery options.

5. The message is now sent. Press

destinations, or 7 to additional destinations with the same comment.

to continue, 2 to send to additional

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Erase / Delete and Retrieve a Deleted Message

Delete a Message Press 3 during or after message playback. The message will be moved to a

Retrieve a Deleted

Message

While you are listening to a message, or after a message has finished playing, you can delete the message from your inbox or saved box.

deleted folder.

Note: You will have a minimum of one day to recover this deleted message;

some system administrators may extend this recovery period.

You may also retrieve a deleted message and move it back into your saved messages folder.

1. Press 6 from the main subscriber’s menu. If you are currently reviewing

messages press * 6.

2. You now have three options:

• To listen to your deleted messages, press 1

• To move the message back to your saved messages, press 2

• To delete the message, press 3

Note: Erasing a message permanently deletes your message from the

system and you will no longer be able to recover it.

Number of Messages To check how many messages you haves:

The system can tell you how many new and saved voicemail messages you have. If you have fax and email capabilities, the system will also inform you how many fax and email messages you have.

From the Subscriber’s menu, press 1 4 to hear your message count.

Send A Message Directly To A Subscriber’s Mailbox

You can send a message directly to another subscriber’s mailbox from your voicemail.

To record and send a message:

1. Access your voicemail box.

You will need the following information:

• Phone number to call the voice messaging system (this may be different from inside and outside of the organization)

• Your mailbox number

• Your security code (password)

2. From the subscriber’s menu, press 2 to record a message.

3. Press any key when you are done recording.

• Press 2 to review your message before sending

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• Press 3 to Re-record your message

•Press

• Press 1 to send.

• Press 0 for delivery options such as confidential, urgent or

message confirmation.

4. The system will prompt you to enter the mailbox to which you wish to send the message. You can also use a private or public group distribution list at this time; see Chapter 5 – Using Group Distributions for more information on setting up and using group distribution lists.

5. Press 1 to confirm or 2 to change your entry.

When sending a message, the system will also provide you with the option to send the message with return receipt and/or schedule it for future delivery. See this chapter for more information on these options and follow the prompts in the system to use these features.

Note: You can press any key to interrupt the system voice prompt

explaining how to leave a message.

to cancel without sending

T o Mark a Message as Confidential

T o Mark a Message as Priority

When you mark a message as confidential, you inform the recipient that it is confidential before the message plays.

1. Call the voice messaging system, then press 2 from the subscriber’s

menu to record a message. Press any key when you are done recording.

2. Press 0 3 1 to mark your message as confidential.

3. The system will then ask you to address your message.

When sending a message as confidential, the system will also provide you with the option to send the message with return receipt and/or schedule it for future delivery. This chapter contains more information on these options and follow the prompts in the system to use the features.

When you mark a message as priority, it will be sent to the front of the subscriber’s message inbox.

1. Call the voice messaging system and select 2 from the subscriber’s menu to record a message. Press any key when you are done recording.

2. Press 0 3 2 to send your message as priority.

3. Address your message.

When you send a message as priority, you will also be provided with the option to send the message with return receipt and/or schedule it for future delivery. See this chapter for more information on these options and follow the prompts in the system to use these features.

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T o Mark a Message as Priority and Confidential

To Request a Return Receipt for a Message

1. Call the voice messaging system and press 2 from the subscriber’s menu

to record a message. Press any key after recording.

2. Press 0 3 4 to send the message as priority and confidential.

3. Address your message.

When you send a message as priority and confidential, the system will also provide you with the option to send the message with return receipt and/or schedule it for future delivery. See this chapter for more information on these options and follow the prompts in the system to use these features.

When sending a message to a subscriber’s inbox you can request a confirmation that the recipient received and listened to the message. A notification will be delivered to your inbox after the message has been listened to.

1. Call the voice messaging system and press 2 from the subscriber’s menu

to record a message. Press any key when you are done recording.

2. Press 0 5 to send your message with return receipt.

3. Address your message.

To Request Notification of Nonreceipt

To Schedule a Message for Future Delivery

You can request that the system notify you if a message you send to a subscriber is not heard. A notification will be delivered to your inbox if the message is not listened to by a date and time that you designate.

1. Call the voice messaging system and press 2 from the subscriber’s menu

to record a message. Press any key when you are done recording.

2. Press 0 6 to send your message with return receipt.

3. The system will ask you to use your keypad to input a 2-digit month, 2-

digit date and 4-digit time. The system will confirm the date and time you specify.

4. To confirm and continue sending press 1.

5. Select the mailbox destination and press 1 to confirm and send.

You can schedule a message for future delivery with any delivery option (normal, priority, confidential, receipt and non-receipt). After you select your delivery options and address the message you can send the message immediately or mark it for future delivery.

1. Call the voice messaging system and select 2 from the subscriber’s menu

to record a message. Press any key when you are done recording.

2. Select your delivery option.

3. Select the mailbox destination and confirm.

4. Press 2 for future delivery.

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5. The system will ask you to use your keypad to input a 2-digit month, 2digit date and 4-digit time. The system will confirm the date and time you specify.

6. Press 1 to confirm and send, or 2 to change your delivery time.

To Send a Message Using Directory Assistance

If you do not know a subscriber’s mailbox number you can use directory assistance to find it.

1. From the subscriber’s menu, press 2 to record a message.

2. Press any key when you are done recording and press 1 to continue.

3. Follow the voice prompts to select directory assistance. Many

organizations use 9 but some system administrators change this key

press.

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T o Send a Message to a Group Distribution

Delete a Message after Sending

You can send a message to a group distribution list. This option allows you to send a message to multiple individuals without having to enter in individual mailbox numbers. For example, if you are a manager, you may wish to set up a distribution list that includes your team members.

You can set up private (personal) group lists while a system manager will set up global (public) group lists. See Chapter 5 – Using Group Distributions for more information on setting up group distribution lists.

1. From the subscriber’s menu press 2 to record a message. Press any key

when you are done recording and press 1 to continue.

2. Press # to send to a Private Distribution list or # # to send to a global

Distribution list.

3. Enter the group number.

4. Press 1 to confirm or 2 to change your destination.

5. Press 1 to send.

You have the option of deleting a message from a subscriber’s mailbox if a message you sent to the subscriber has not yet been listened to.

1. Call the voice messaging system and select 5 from the subscriber’s

menu.

2. Enter in the mailbox number you wish to check and the system will play

the first unheard message you left for the recipient.

3. To delete the message press 3, to replay the message press 1, to hear

the next message press 2.

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Greetings 6

Messaging offers a variety of greeting options for your mailbox. Below is a list of the different greeting options and their intended purpose.

• Default Greeting – The default greeting is the principal greeting for your

mailbox. Once recorded, it is played each time a call is sent to your mailbox.

• Extended Absence Greeting – The extended absence greeting is used

when you are away from the office for an extended period of time; for instance a business trip or vacation. Because it is separate from your Default Greeting, you can simply deactivate it and reactivate your Default greeting without re-recording.

• Busy Greeting – Depending on how your telephone extension is configured,

the busy greeting can be used for when calls arrive at your mailbox, either because the auto attendant dialed your extension and received a busy signal, or if your extension is programmed with a busy forward to voice mail. You can record a custom greeting advising callers that you are on the phone and you will return their call promptly. If you are not busy on the phone, callers will receive your Default Greeting.

• Custom Greetings – Each mailbox can have up to nine custom greetings.

Custom greetings can be used for special advisements to callers for which you don’t want to rerecord your default greeting or use an extended absence greeting. For example, you may use a custom greeting to advise callers that you are not in the office due to weather conditions, or to give callers other special instructions.

Manage your Default Greeting

Activate your Extended Absence Greeting

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When you access your mailbox for the first time you will be asked to record a personal greeting. You have the option of changing this greeting at any time.

1. Call the voice messaging system and select 3 2 1 from the subscriber’s

menu to change your default greeting. Press any key when you are done recording.

2. To listen to the greeting you have recorded press 2, to record the greeting press 3.

You can set up your extended absence greeting which will replace your default greeting when activated.

1. Call the voice messaging system and select 3 2 2 from the subscriber’s

menu to access your extended absence greeting. The system will advise you whether your Extended Absence Greeting is activated or deactivated.

2. If an Extended Absence greeting has already been recorded, you can press 1

to activate the greeting.

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Greetings

3. To listen to the greeting you have recorded press 2, to record the greeting press 3.

Deactivate your Extended Absence Greeting

Manage your Busy Greeting

Manage your Custom Greetings

Call the voice messaging system and select 3 2 2 from the subscriber’s

menu. The system will advise you whether your Extended Absence Greeting

is activated. To deactivate your Extended Absence Greeting, press 1. This

will restore your Default Greeting.

To manage your Busy Greeting:

1. Call the voice messaging system and select 3 2 3 from the subscriber’s

menu to access your Busy Greeting.

2. To listen to the greeting you have recorded press 2, to record the greeting press 3.

To manage your Custom Greetings:

1. Call the voice messaging system and select 3 2 5 from the subscriber’s

menu to access your Custom Greetings.

2. Press 1~ 9 to select the Custom Greeting you wish to manage.

3. To listen to the greeting you have recorded press 2, to record the greeting press 3.

Change your Recorded Name

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When you access your mailbox for the first time you will be asked to record your name. This will identify your mailbox to you when you log in, as well as identify your mailbox to other internal subscribers. You can re-record your name at any time.

1. Call the voice messaging system and press 3 3 2 from the subscriber’s

menu to change your recorded name. Press any key when you are done recording.

2. To listen to your name before saving, press 1.

3. To record your name, press 2.

4. To delete your name, press 3.

5. To save your recorded name simply hang up or press

to exit.

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Other Messaging Applications 7

Group Distributions

Set up a Private Group Distribution List

You can send a new message or redirect a message to a group distribution list. This option allows you to send a message to multiple individuals without having to enter in individual mailbox numbers. For example, if you are a manager you may wish to set up a distribution list that includes all members of your team, especially if you send them frequent voice messages.

There are two options for distribution lists: private and global (public). When you set up a private group distribution list, only you can access and manage this list. A global group distribution list is set up by a system administrator for everyone to use, but only the system administrator may add or delete members, delete the list, or listen to members of the list.

1. From the Subscriber’s menu, enter 3 6 1 to create a new group.

2. Select a number to save the list under, followed by #. You can select any

number from 1 to 5 digits.

3. The system will prompt you to record a list name. The list name will help you identify the list in the future. To save the name and continue, press

to your recorded name, press 1, to re-record press 2, to delete press 3.

4. After you save the recording you will add members to the list you just created.

Select prompt 4 and the list number, followed by #.

5. To add members, press 2

. To listen

6. Enter the first mailbox of the person you wish to add. The system will confirm the addition.

7. Continue entering any additional members. Press

Add Members to a Private Group Distribution List

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You can add members to a pre-existing distribution list at any time.

1. From the Subscriber’s menu, enter 3 6 4.

2. Enter the list number you wish to make changes to, followed by #

3. To add a new member, press 2 and the new mailbox number. The system will

confirm the addition.

4. Continue entering any additional members. Press

when finished.

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Other Messaging Applications

Delete Members from a Private Group Distribution List

Delete a Private Group Distribution List

Listen to Members in a Private Group Distribution List

You can delete members from a pre-existing distribution list at any time.

1. From the Subscriber’s menu, enter 3 6 4.

2. Enter the list number you wish to make changes to, followed by #

3. To delete a member, press 3 and then the mailbox number followed by #.

The system will confirm the deletion.

4. Continue entering any additional mailbox numbers you wish to delete. Press

In addition to deleting individual members from a private group distribution list, you can also delete an entire distribution list.

1. From the Subscriber’s menu, enter 3 6 3.

2. Enter the list number you wish to delete, followed by #

3. The system will play the name of the list and prompt you to press # to

confirm the deletion.

You can listen to a list of members in a distribution list at any time.

1. From the Subscriber’s menu, enter 3 6 4.

2. Enter the group list number you wish to listen to, followed by #

when finished.

Using a Private Group Distribution List

Using a Global Group Distribution List

3. Press 1 to listen to a list of the members of the group.

You can use a private group distribution list when sending a new message or redirecting a received message.

1. Call the voice messaging system and record a new message or forward a received message.

2. When you address the message for delivery, you have the option of

inputting a mailbox number or selecting # for a private group distribution

list.

3. Enter the group number you wish to use followed by a #

4. Press 1 to confirm, or 2 to change your entry.

You can use a global group distribution list when sending a new message or redirecting a received message.

1. Call the voice messaging system and record a new message or forward a received message.

2. When you address the message for delivery, you have the option of

inputting a mailbox number or selecting # # for a public distribution list.

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Personal Options

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3. Enter the group number you wish to use followed by a #

4. Press 1 to confirm, or 2 to change your entry.

Some Personal Options are optional features which may or may not be available to your organization. Check with your System Administrator if any of these features are available to you.

• Send notification to additional devices when a message is left in your mailbox

• Set a wake-up call

• Change your mailbox password

• Set up your personal assistant

• Forward a call to another phone number using follow-me

• Set up call screening

• Set up do not disturb

• Set up a personal schedule

Message Notification

To Activate or Deactivate Message Notification

Message notification allows you to set up a schedule where you are notified through additional devices when new messages are received to your mailbox. Examples of message notification include:

• Receiving a text message to your cell phone

• A notification to a pager

• A call-out to another phone number (e.g., home phone)

Message notification enables you to set a day/time schedule whereby these notifications are sent. For example, if you work from home one day a week, you may wish to be notified at your home number if a message is left in your office mailbox. On the weekends you may still want to know when a new message arrives, but only wish to be notified by a text message to your cell phone. Each separate notification is set up through a separate “notification Line.”

Depending on your organization, you may have access to set up message notification directly, or your system administrator may need to set up message notification for you. Once message notification is set up, you can activate and deactivate this feature through your mailbox.

You can use your phone to activate or deactivate message notification once the schedule has been set up.

1. Call the voice messaging system and select 3 1 1. The system will tell you

whether or not your message notification is activated.

2. If it is not already activated, press 1.

You may also activate or deactivate individual schedule lines. You will need to know the notification schedule each schedule line refers to.

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1. Call the voice messaging system and select 3 1 1. The system will tell

you whether or not your entire message notification is activated.

2. To activate or deactivate a specific schedule line, press 2.

3. Enter the schedule line number

4. The system informs you if this schedule line is activated or deactivated.

To change, press 1.

Set a Wake up Call You can set a wake up call to ring a phone (for example, your cell phone) at a

specific time during the day. The wake-up ring will repeat everyday until you turn it off.

1. Call the voice messaging system and select 3 1 3

2. To set a weekday wake-up call, press 1; to set a weekend wake-up call press 2

3. The system will tell you whether wake up call is activated or deactivated.

To change, press 1.

4. Once the wake-up call is activated, select 2 1 to enter in a time when you

would like to receive the call.

5. Enter in a 4-digit time followed by a

6. The system will confirm the wake up time.

7. Set up the call-out number. This is the number the system will ring at your

scheduled time. Press 3 and the system will inform you if there is already

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a call-out number saved (this allows you to reuse a number without having to enter it every time you set up a wake up call). To change the

call-out number press 1.

8. Enter the phone number followed by #

9. The system will confirm the number.

for AM or # for PM.

Change your Mailbox Password

Your mailbox password is initially set when you access your mailbox for the first time and complete the mailbox setup process. However, you can change your mailbox password at any time.

To change your mailbox password:

1. Call the voice messaging system and select 3 4 1

2. Enter a new password

3. The system will ask you to confirm the password.

You can also delete your mailbox password without entering a new one:

1. Call the voice messaging system and select 3 4 2

2. The system will ask you to press # to confirm deletion

Important! If you delete your mailbox password your mailbox will not be

password-protected.

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Other Messaging Applications

Personal Assistant With Personal Assistant you can designate buttons that callers can press

when listening to your voicemail message that will automatically transfer them to another extension. For example, you may wish to inform callers they can reach your assistant by pressing a number on their keypad.

A Personal Assistant must first be set up by your system administrator to define the key press. Once the key press is set up you can change the transfer extension through your phone. Check with your system administrator to see if any keys are pre-defined in your organization.

To change your Personal Assistant transfer extension:

1. Call the voice messaging system and select 3 7 2

2. Enter the mailbox of the person you wish the call to be transferred to,

followed by #.

3. Change your personal message greeting (see Chapter 4 – Greetings) to

indicate to the caller that they can use this key press. For example, “Press

1 to be transferred to my assistant.”

Follow me Follow-me enables you to set up your mailbox to forward a call to another

phone number before the call is transferred to your voicemail. For example, you may be out of the office but are expecting an important call and want all calls to be transferred to your cell phone.

Setting up Follow

Follow-me is an optional feature that may or may not be available in your organization and depending on how it is set up can also allow you to:

• Accept a call or reject it and send it to voicemail

• Record the conversation once the call is accepted

• Conference in the operator and stay on the call or drop out

• Conference in another extension and stay on the call or drop out

1. Call the voice messaging system and select 3 1 2 2 from the

subscriber’s menu.

2. Enter a phone number (the call-out number), followed by #, the system

will then repeat the number back for confirmation.

3. To activate this call-out number, press 1 or to enter a new call-out

number, press 2.

Once the call-out number is activated, all calls stop ringing at your office phone and will automatically be forwarded to your call-out number.

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Accepting or

rejecting calls at a

Transfering to an

Operator or

another Extension

Setting up Call Screening

call-out

Once a call rings through to your call-out number you have the option of accepting or rejecting the call.

1. Once the Follow me has been set up and a call is redirected to your callout number and you answer the phone, you will hear a message that indicates you are receiving a transferred call from the voicemail system.

2. Press # to accept the call or

If available in your organization, you can transfer to an operator or to another extension once you accept a transferred call.

1. Once the Follow me has been set up and a call is redirected to your callout number and you answer the phone, you will hear a message that indicates you are receiving a forwarded call from the voicemail system.

2. Press # to accept the call.

3. At any time during the conversation, press # again to trigger the call options. You can press 0 for the operator or # and another extension

number, then hang up.

When call screening is set up, a caller is asked to state their name before the call is transferred to your extension. You then have the opportunity to accept the call or send it to voicemail. If call screening is available in your organization, you may activate or deactivate it through your phone.

to reject the call and send it to voicemail.

Setting up “Do not Disturb”

1. Call the voice messaging system and select 3 5.

2. The system informs you if call screening is activated or deactivated.

3. To change, press 1.

You can have calls sent directly to your voicemail when you do not want your office phone to ring.

1. Call the voice messaging system and select 4 1

2. To deactivate and have calls transferred back to your phone, press 1

again.

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Setting up a Personal Schedule

Recording a Scheduled Greeting

The personal schedule allows you to manage calls according to a schedule you define. With the personal schedule you can:

• Route a call to one or multiple destinations based on caller ID, time, or a

combination of the two.

• Play different greetings based on caller ID, time, or a combination of the

two.

• Set up alternate dialing menus (allows callers to press digits on the

keypad during your message to be transferred to a personal assistant or other extension/phone number, skip the greeting, replay the greeting or page you).

For example, when on a business trip you want your cell phone and a colleague’s office phone to ring when a call comes into your extension. If voice mail picks up, you want an alternate greeting played that tells callers

you are out of the office, but directs them to press 1 to reach an operator, 2 to leave a voicemail, and 3 to ring a different colleague’s extension.

Your personal schedule is set up your system administrator, however your messages are recorded through your voicemail box.

1. Call the voice messaging system and select 3 8

Unified Messaging

Access your Voicemails through Email

2. Select a greeting number on your keypad between 1 and 9

3. To listen to the greeting select 2; to record a greeting select 3

If Unified Messaging is available in your organization, you will be able to access all of your voice and fax messages directly through your email inbox.

You can listen to your voice messages with any audio player and fax messages can be viewed with a standard image viewer. The subject line of voice and fax messages will include caller ID; voice messages will include the duration of voicemail (in seconds), while faxes will show fax sender and number of pages.

If Unified Messaging is available in your organization all of your voicemails will be accessible through your email inbox. Each time you receive a voicemail an email will be sent to your inbox with an attachment that includes a recording of

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the voicemail. You can open this attachment with any audio player installed on your computer to listen to the recording or on your telephone as shown below.

Click the “Link to message” to play your message using the telephone. The following options display. Click on the appropriate button.

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Fax Capabilities 8

This section describes how to:

• Send faxes from your desktop

• Redirect fax messages

• Automatically send faxes to a printer

Sending a Fax from your desktop

Fax allows you to send faxes directly from your desktop by using the “print” option

from any Microsoft and you must have the Fax Driver installed. Contact your System Administrator to find out if you have this capability and whether the fax driver is installed.

Note: Fax is supported on Windows XP Professional, Vista Business and

Windows 7 professional.

1. Launch the Fax application, accessible from your Start menu, under TAIS > Messaging Fax Driver. Once launched, a icon will appear in your System Tray.

2. Navigate to the program your document is created in (for example MS Word) and open the document you wish to fax.

3. Select File > Print from the program’s menu bar, and from the printer dialog box select the MessagingFax option from the Printer Name drop-down.

4. The Fax dialog screen (web-based) will open. Complete the following fax sending information.

Windows® program. This functionality is an optional service

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Address Book icon

Fax Capabilities

Note: To use the Address Book, Microsoft Outlook must be installed on the

client PC. If you do not see the address book icon, you need to install the latest version of Java Virtual Machine from java.sun.com. Contact your system administrator.

Recipient You can enter recipients in one of three ways:

• Manually enter name, fax number, and/or email in the available text

boxes.

• Select from your Outlook contacts by clicking the address book icon and

selecting Outlook Contacts from the drop down box.

• Select from the internal address book by clicking the address book icon

and selecting internal contacts from the drop-down box (see “Setting up

the Internal address book” on page 85 on how to add members to this

list).

My Info • This section asks you to input your name, company name, phone

number, fax, email address, date, and number of pages of the fax. This information will be used in the fax cover letter if you choose to send one.

• This section will also show you the size (in kilobytes/KB) of your fax.

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• Check “Keep user settings on this computer” if you wish to save this

information for future faxes.

Options • Check the “send cover page” checkbox to input content to be sent in a cover

page.

• “Fax quality” allows you to select Standard or Fine resolution.

• If you have a long distance sending code, enter it in the account code field.

• “Billing code” allows you to track internal codes (e.g., codes assigned to

different clients) which you can later view through the fax log for reporting purposes.

• “Request CSID” is an additional security feature which allows you to input the

CSID you expect the receiving fax to send back. The fax will be transmitted only if this code is received back from the receiving fax.

Server Info • Obtain the server address from your System Administrator.

• “Username” refers to your mailbox number.

• “Password” refers to your numeric mailbox password.

• Check “Keep user settings on this computer” if you wish to save this

information for future faxes.

Setting up the

Internal address

book

5. Once you complete the form, select the “Send fax” button and a confirmation page will display. From this page you can view the queue and the log.

• “Queue” allows you to view all faxes you have in the queue and their status

(number of tries, any error messages). From this page you can resubmit a fax if an error was encountered as well as delete a fax from the queue.

• “Log” allows you to view details of past faxes you have sent. From this page

you can also view a copy of your fax.

If you have access in your organization, you may also view queue and log information through Web Access.

Note: Faxes sent to an email address will be sent as a TIFF (image) file. Faxes

sent only to an email address will not display in the Queue or Log files

The internal address book allows you to store fax recipient information directly on the server. To set up the internal address book you must have access to Web Access.

1. Log into Web Access

2. Select Mailboxes > Fax > Fax Contacts from the drop down menu.

3. From this screen you can input new contacts

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Fax options 1. Log into your Personal Administration page.

Contact your System Administrator for the IP address and log in instructions.

2. Select Mailboxes > Fax. The following options display :

Fax Settings

Fax Contacts

Fax Log

Fax Queue

Cover Information

Fax Settings The details for each of the settings is explained below.

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• Busy/Err Delay – Number of minutes to wait between attempts when

faxing out, if the previous attempt failed because of a busy signal or a transmission error.

• No Answer Delay – Number of minutes to wait between attempts when

faxing out, if the previous attempt failed because of no answer.

• Retries – Total number of attempts to transmit a fax.

• No. of rings before No Answer – Number of rings before a fax call times

out.

• Incoming Format – The format of the fax document that will be sent as

an attachment to an email. Select between TIF or PDF. This field also applies to the format of the faxes sent as an attachment to the fax verification email when sending outbound faxes.

• Personal CSID (Identification Phrase) – The CSID, both for outgoing

faxes and incoming faxes, transmitted for this mailbox.

Incoming Faxes • Accept Incoming Faxes Y/N – This option allows you to select whether

to receive or deny faxes. If you select not to receive faxes, this mailbox

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Fax Capabilities

will not receive any faxes unless there is a Fax DID defined in the mailbox properties. In this case the fax will only be accepted if the call was received on the Fax DID number of the mailbox. This is to minimize spam faxes to non fax users.

Fax Confirmation Outgoing faxes – This field defines the type of confirmation the user will

receive for outbound faxes. The confirmation will be sent as an email to the email address defined in Mailbox-Email Settings under the send mail frame.

• Deactivate: No email confirmation.

• Successful Only: Notification will be sent only if the fax transmission was

successful.

• Failed Only: Notification will be sent only if the fax transmission failed.

• All: Notification will be sent for every fax attempt, both successful and

failed.

Auto Print Active – Select this box if you wish to have all faxes automatically sent to a

printer. Requires that auto print service is running on a Windows machine on the local office network. See “Automatically print faxes to a network printer” on

page 28 for more details.

Printer Name – Select the printer name you wish the faxes to print to from the

drop down list.

Fax Contacts This list is used by the Printer driver (clicking on the Phone Book Icon).

Fax Log Record of past Faxes sent using the printer driver.

Fax Queue Displays any faxes currently being processed.

Cover Information Cover page Information (entered when printing a fax). You can use this page

to maintain cover page information that is used when sending a fax from your desktop.

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Fax Capabilities

Redirect fax messages

Depending on your organization’s licensed features, you can check if you have fax messages in your message box. The system will tell you how many faxes you have and will allow you to redirect all of them at once to a fax machine for printing, or review them one by one to redirect to a fax machine.

1. Call the voice messaging system and select 1 3 from the subscriber’s

menu.

2. Press 1 to redirect all faxes to a fax machine or press 2 to review each

fax one by one and decide if you wish to redirect to a fax machine.

3. Once you make your selection of the faxes you wish to have redirected to a fax machine, the system will prompt you to enter in the phone number of the fax machine to which you wish to redirect the faxes to; then press

4. Press 1 to send to the fax machine; press 2 to enter a different number.

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Call Manager Basics 9

The IPedge Call Manager works with Net Server to provide a powerful "PCPhone" to enhance productivity for telephone users.

The Call Manager is designed to run on a PC with Microsoft® Windows XP, Windows Vista, Windows Server 2003, Windows Server 2008, or Windows 7 operating systems connected to a standard TCP/IP network with the Net Server. The Net Server must be installed with the proper software license(s) for Call Manager to operate correctly. Call Manager will operate in Demo Mode if the appropriate licenses are unavailable. Demo mode lets you use the software for Demonstration purposes only for a limited period of time.

There are two levels of IPedge Call Manager:

• Call Manager Standard version is free to all users of the IPedge system. The

license (I-CM-STD1) for Call Manager Standard is included in the user license bundle at no additional charge.

• Call Manager Advanced version provides enhanced functionality, including full

Unified Communications (UC). Purchase Call Manager Advanced license (I-CM-1) when full UC capabilities are required.

Note: All Call Manager user features are described. They may or may not work

depending on the license.

Call Manager provides the following major functions:

• It allows you to place, answer, handle, view, and manage phone calls using

your computer screen, keyboard, and mouse.

• Using the VoIP Audio capabilities can provide a complete speech path when

using a PC with the proper speech component support.

• Rules and actions can be set up to automatically activate when calls arrive

even while you are away.

• It can easily interface with many popular programs (like Microsoft Outlook,

Goldmine, ACT, etc.). This allows you to dial from and “screen-pop” into these programs or the Internet / Intranet.

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Main Menu Button

Expand Button

Companion Application tabs

Call Manager Basics

The Main Screen This section gives an overview of the main user interface of the Call Manager,

including the buttons, displays, and indicators, which allow you to easily and efficiently operate your phone. Call Manager provides two views, Compact and Expanded, allowing you to operate using only the space on your screen that you want.

Note: You can easily change the color scheme of your Call Manager by

clicking drop down next to the Set the color scheme icon. The color options are Blue, Silver or Black.

The Compact View In “Compact” view Call Manager consumes minimal screen space but still

provides the user with indictors, information, and buttons to effectively operate the phone. This view is most effective when users handle one call at a time, or have very little available screen space. Below is a sample view and information about the various parts of Call Manager.

Note: The button information below is independent of the compact or

expanded view. However, the buttons that are visible in the compact view are explained first and the additional buttons are explained in the Expanded view section.

Button / Icon Description

Main Menu Click this button to access Call Manager configuration

menus and Help.

Minimize Button Hides Call Manager into the system tray. Double-

click on the Call Manager icon (shown right) in the system tray to return the Call Manager to the screen.

Maximize Button Used to change the phone to/from its “Compact” view and

its “Expanded” view.

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Button / Icon Description

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Call Manager Basics

Tabs – Home, Actions, Preferences, Tools

The tabs control various functions and settings.

• Home – has some of the basic telephone functions, such as Make Call, Answer, Hold, Transfer, Hangup, Forward, DND On/Off.

• Actions – contains the tools to create, copy, edit/test, and delete user defined actions.

• Preferences – contains General configuration, Hot Keys, Dialing, and Docking. It also has tab settings, such as Add, Update, Delete, and Revert.

• Tools – contains calls and events information.

Icons on the Right (L to R): Toggles compact and expanded mode, color

scheme, voice message indicator, open personal call handler. These functions are explained below or in other chapters.

Information LCD Display

This window simulates a phone LCD and provides different types of information depending on current status. If your phone is idle, it shows the date/time, Extension number, and current Name. While a call is active on your phone it shows information about the call – Duration, CallerID or Name (if present.) When a call is active in the window, right-click on the LCD to access to popup a menu of call control options.

Message Waiting Indicator

This indicator blinks a Red light above the envelop icon (shown left) when you have messages waiting.

Side Window Rollout Button

Companion Application tabs

Press this button to show a side window that has additional programmable buttons.

A number of optional companion programs can be configured to add significant functionality to the Call Manager.

Each Companion Application is docked in the pane at the bottom of Call Manager to provide easy access to the fea-

tures/functions of the application.

Home Phone tab The first four keys allow you to (from left to right) Answer,

Hold, Transfer, and Hang up a call. Should you forget, you can hover your mouse over a key to be reminded what function a key performs.

Do-Not-Disturb Key and Indicator

Displays the current Do Not Disturb status of your phone. Hover the mouse over this area to see the current DND status message. Click to change your DND status and message.

Call Forward Key and Indicator

Displays the current “PBX call forwarding” status for your phone. Hover the mouse over this area to see the entire FWD status. Click to change your PBX forwarding status and destination.

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Call Manager Basics

Button / Icon Description

Dial Pad Button Click the dial pad button to expose and

Make Call Button Click the Make Call button to dial the number shown in the

hide the popup Dial Pad. Use the Dial Pad when you reach a recording that says “...Press 1 for sales, 2 for support,...”. When this dial pad is displayed you can use your mouse to click the digits to dial or use the number keys or NumLock keypad on your computer keyboard to dial digits.

Dial Buffer.

Dial Buffer and Redial Selection

Type a number into this space and press Enter or click the “Dial” button to the left of the box. Click the drop-down arrow to view the last 10 outside phone numbers you dialed. Select a number from the drop-down and press Enter or click Dial to redial that number. You can even Copy/Paste phone numbers from other programs into this window to dial. You may also include letters in the dial number – Call Manager automatically converts the letters to the matching numbers on the telephone keypad (i.e. 1800-IFLYSWA).

Volume Controls These buttons control the volume when the VoIP audio

interface is used.

Audio Control The audio control is your line button with a status indicator

for that line when using the VoIP audio interface. Right click the button to see the Audio Configuration menu.

Recording Button & Indicator

The indicator light works in conjunction with OAISYS Tracer and OAISYS Auto Call Record. Users with appropriate permissions will have this indicator on their Call Manager. If the light is red, this means the user’s call is currently being recorded. If the light is gray, it is not being recorded. The user can click on this button and select ‘Start Recording’ to initiate recording of the call. If the call is being recorded the user can click on the button to terminate the recording.

A number of shortcut keys allow you to use the keyboard in place of the mouse to control Call Manager. The list of Shortcut keys can be found using the menu selection Setup>Shortcut Keys. Note: The F1 key is the HELP key a can be pressed at any time to access the Help document.

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Call Manager Basics

Expanded View In “Expanded” view the Call Manager is enlarged beyond the compact view to

provide the user with additional buttons, indictors, information to manage multiple simultaneous calls and to access many other features. The follow describes the additional items in the “Expanded” view.

• Streamline Button – Used to change Call Manager back to its “Compact” view.

• Calls Window – This window displays that status and associated information

for each active phone call on the phone. Thus you can easily view and manage multiple phone calls. Right click the mouse on any call to view a menu of options for handling the call (like Hold, Transfer to Voice Mail, Hang Up, etc.).

• Call Info Indicators – on the right side of the Call Window is a “Call Info

Indicator” that indicates if Extra call information is attached to a call. A gray notebook icon means no information is attached, a blue notebook icon means standard information is attached, and a red notebook icon indicates priority information is attached to the call. Press the Call Notes icon to view or change Notes information on the call. Notes are retained with the call even when you transfer it to another person. You may use Call Notes with an IVR to attach a Customer Name, Credit Card Number, and Zip Code to the call before you answer, saving you from asking the caller for this information.

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Call Manager Basics

• Programmable Buttons – A number of keys can be easily configured by

the user as “Feature” keys, “Speed Dial” keys, “Call” keys, “User Action” keys, etc. To change one of these keys simply Right-click the mouse over the key and use the Setup Key window to configure the settings for the key.

• ACD Buttons – ACD keys are programmable buttons that would give

ACD agents easy login/logout of ACD groups. These keys also display the current ACD agent status, and allow agents to control their Wrap-Up mode.

Screen Docked

Views

Screen-docked profile

Call Manager Main

Call Manager provides a screen-docking feature where the Call Manager can dock to the top or bottom of your PC screen. When screen docked the Call Manager takes on a very low profile using only a small portion of the screen, and stays accessible even when other applications are maximized. This allows user’s to access the features of Call Manager while consuming a

minimal amount of PC screen space as shown below. This is not the default,

the default docked profile is the regular expanded view.

Most of the phone display, buttons, and controls that appear on each screendocking profile can be chosen by the user from the “Docking Tab” in Call Manager Preferences.

To reach Call Managers Main Menu, click on the SCM icon/menu in the upper left-hand corner. The Main Menu opens as shown below:

The Main menu screen menu item expands into an ability to Change the Login settings, an ability to reset the phone to its default settings, access help, and check the Call Manager version and serial number.

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Quick Access Toolbar

Regular Mode

Compact Mode

Call Manager Basics

Shortcuts You can use the Quick Access Toolbar or KeyTips to execute various commands.

The QAT and KeyTips available in SCM are explained below.

Quick Access Toolbar (QAT)

The QAT (shown below) consists of frequently used tools that can be added to the top of the screen for easy access. You can add as many tools as you like. If there are too many to fit on your bar, the remaining ones will go into overflow.

In Compact mode the Answer, Hang up, and Dial Box tools are always available in

the QAT. These three cannot be removed, but more tools can be added. However,

you can change this configuration in Compact/Docked mode if you wish.

To add tools to the QAT, right click on an icon, then select “Add to Quick Access Toolbar.” To remove a tool from the QAT, right click on the icon, then select “Remove from Quick Access Toolbar.”

Note: Any pop up menu tools, such as Companion docking and color schemes

cannot be added to the QAT.

KeyTips KeyTips allow for easier keyboard navigation. Each tool on the Ribbon has a

KeyTip assigned to it which you can navigate with using your keyboard. To begin, press Alt. Small boxes with letters inside appear over various tools on the ribbon. To use that tool, press the letter. For example, press 'Alt + C' to use the “Compact” button.

If the tool is a container-type tool (such as a Ribbon Tab, Drop-down menu, or the Application menu), pressing the associated KeyTip will show the KeyTips of tools in that container. From there, you can press another KeyTip to use a tool in that container, or press Escape to return “up” one level, showing the keytips from before. For example, press 'Alt + A' to transfer to the Actions ribbon tab, then press 'N' to launch the New Action dialog box.

Note: If you want a tool to be available without having to navigate the ribbon,

you can add it to the Quick Access Toolbar. Tools on the QAT respond to Alt+1, Alt+2, etc.

Hot Keys SCM also has “Hot Keys” for dialing and popping up (to quickly answer calls),

which can be set in Preferences > Hot Keys.

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Call Manager Basics

The Side Window Screen

Call Handler Mode

Click the “Side Window” button on the main screen to cause the side window to appear just to the right side of the main window or below when the main window is docked. The side window provides access to the Personal Call Handler window and additional programmable buttons can also be reached.

This window is docked to the side of the main window. You can move the side window around the screen, but whenever the main window is moved the side window will move with it. And likewise whenever the main window is minimized (into the system tray) or restored, the side window will move with it.

• Call Handler Management Buttons – Used to Add, Change, or Delete

Personal Call Handler rules.

• Close Button – Use to close the Call Handler window.

• Call Handler Rules Window – Displays the current Call Handler rules

along with an enabled (checked) and disabled (unchecked) box per rule. The triggering event is show in blue text while the action to take place is shown in red text for easier viewing.

• Buttons tab – Use to switch the window from the “Call Handler” mode to

the “Buttons” mode.

Buttons Mode Below is a sample view of the side window screen in Buttons mode, which

provides 25 user-programmable buttons for the user.

• User Programmable Buttons – A number of keys can be easily configured

by the user as Feature keys, Speed Dial keys, Call keys, User Action keys, ACD keys, etc.

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Specifications and Main Features

Frequently Asked Questions

User Manual

Title Page

Content s

Introduction

Organization This guide is divided as follows:

Conventions

Related Documents/Media

The Grand Tour 1

IP5000-series Telephone Overview

Fixed Buttons The fixed buttons on the dial pad help perform standard functions quickly and

Key Strip The key strips on the IP5000-series telephones and add-on modules are

Note: Programmable Feature Buttons

9-Line LCD Display The LCD on the 9-Line LCD telephone (shown below) in idle state shows:

Soft Keys Softkeys (SK1 - SK4) refer to

The Basics 2

Customizing Your Telephone

Volume Control

LCD Contrast Available on backlit telephones and backlit add-on module.

Brightness Control Available on backlit telephones with 4-line LCD’s and backlit add-on module.

Backlight On/Off Available on backlit telephones and backlit add-on module.

Telephone Terminology

Making a Call There are three ways to originate a call from the telephone:

Handset 1. To make a call, lift the handset, then dial the number.

Spkr Button 1. To make a call, press Spkr.

Hot Dialing 1. To make a call using Hot Dialing, start dialing the number.

Dial Directory Calls can be made by selecting a name from the alphabetical telephone directory.

Answering a Call There are several ways to answer a call:

Handset When the telephone is programmed for Ringing Line Preference, pick up the

Speaker When the telephone is programmed for Ringing Line Preference, press Spkr and

Shift Button Available on a 9-line display telephone only.

On a Call While on a call you can perform the following:

While on a call, press Hold twice. That line’s LED flashes green while

Message Waiting Use your Msg LED/button and LCD to see/retrieve message(s).

LED Indicator Details Each line and Programmable Feature Button has a LED next to it

SoftIPT 3

SoftIPT Icons The special buttons relating to the SoftIPT screen are described below.

Fixed Buttons The fixed buttons on your telephone enable you to perform standard functions

Flexible Buttons All Flexible Buttons must be programmed for your telephone in system

Configuring SoftIPT

Basic SoftIPT Functions

Start the SoftIPT  Double-click the SoftIPT icon on your desktop.

Answering a Call  To answer a call using the Shift button

Switching a Call to Your Headset

Using Echo Canceller If you have a headset plugged into the microphone/speaker jack of the PC,

Feature Operations 4

Account Codes

Advisory Message Advisory messaging enables you to store a message for IP5000-series

Alarm Notification The Alarm Notification Button must be set up by your System Administrator

Automatic Callback When you reach a busy station, you can set Automatic Callback to have the

Background Music (BGM)

Call Forward There are two types of Call Forwarding that you can set. One is System Call

Call History Incoming calls with Caller ID or ANI information can be optionally recorded

Call Park The Call Park feature enables you to hold a call temporarily in a location other

Call Pickup You can pick up a call that is ringing another station’s extension, a call placed

Group Pickup One or more stations can be assigned to a pickup group, there are a total of

Call Transfer Call transfer allows a call to be directed from one telephone to another on

Call Waiting You can answer a call that is transferred to your station, even when your

Caller ID Incoming calls to your extension with Caller ID can be recorded into a rolling

conference call

Direct Station Selection (DSS)

Do Not Disturb If your station is in Do Not Disturb (DND) mode, internal, external and

Emergency Call To make an emergency call, dial 911 or Access Code + 911. This

Emergency Ringdown If a station remains off-hook for a programmable period, it can be

Message Waiting Message Waiting is shown on the Msg button which flashes red when there

Microphone Cut-Off This feature prevents callers from monitoring the sounds near your telephone

Off-Hook Call Announce (OCA)

Override

Paging Station users can make page announcements to telephones. Check with your

Privacy Privacy controls the ability of more than one person to use the same

Redial Use this button to redial the last number dialed from your telephone.

Speed Dial Speed Dial (SD) enables you to dial a sequence of up to 32 digits with a

Time and Date Setting (Local)

Tone First Signalling When the telephone rings and the called party must press Spkr or lift the

Uniform Call Distribution

Login/Logout Login and Logout is controlled by the Login key assigned to the agent phone.

Messaging Features 5

Access your Mailbox by Phone