Toshiba Ipedge IP5000 User Manual

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TOSHIBA Telecommunication Systems Division

IP Telephone, Messaging and

Call Manager User Guide

Title Page

February 2014

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-VF

Version F, February 2014

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

Toshiba, IPedge, CIX, SoftIPT and Strata are trademarks of Toshiba Corporation or Toshiba America Information Systems, Inc. Appcritical is a registered trademark of Apparent Networks, Inc. Android is a trademark of Google Inc. AudioCodes is Registered trademark of AudioCodes Ltd. Cisco is a registered trademark of Cisco Technology, Inc. iPhone and iTunes are registered trademarks of Apple Inc Linux is a registered trademark of Linus Torvalds Mozilla and Firefox are registered trademarks of Mozilla Foundation Corp. SonicWALL is a registered trademark of SonicWALL, Inc. 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 (ASCAP), 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 02/14 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 ................................................................................................................................ 39

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

Background Music (BGM) ................................................................................................................... 40

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

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

Call Forward Settings ....................................................................................................................... 43

Station Call Forward Procedures ......................................................................................................43

Program Call Forward via Enterprise Manager................................................................................. 43

Example: Call Forward to extension .................................................................................................44

Example: Call Forward to outside line .............................................................................................. 44

Program System Call Forward via Enterprise Manager....................................................................44

Default Call Forward Codes.............................................................................................................. 45

Call History.......................................................................................................................................... 47

Call Park.............................................................................................................................................. 48

Call Pickup .......................................................................................................................................... 49

Call Transfer........................................................................................................................................ 50

Call Waiting ......................................................................................................................................... 51

Caller Identification.............................................................................................................................. 51

Conference Call .................................................................................................................................. 52

Direct Station Selection (DSS) ............................................................................................................ 54

Do Not Disturb..................................................................................................................................... 55

Emergency Call................................................................................................................................... 56

Emergency Monitoring Station.......................................................................................................... 56

Emergency Ringdown ......................................................................................................................... 56

Message Waiting................................................................................................................................. 56

Microphone Cut-Off............................................................................................................................. 57

Off-Hook Call Announce (OCA) .......................................................................................................... 58

Override .............................................................................................................................................. 58

Paging................................................................................................................................................. 60

Privacy ................................................................................................................................................ 61

Redial.................................................................................................................................................. 62

Speed Dial........................................................................................................................................... 62

Time and Date Setting (Local) ............................................................................................................ 64

Tone First / Voice First Signalling ....................................................................................................... 64

2 TOSHIBA IPedge UG 02/14

Chapter 5 – Messaging Features

Tone First Signalling ......................................................................................................................... 64

Voice First Signalling ........................................................................................................................65

Uniform Call Distribution ..................................................................................................................... 66

Login/Logout ....................................................................................................................................... 66

Chapter 5 – Messaging Features

Access your Mailbox by Phone ........................................................................................................... 67

Set up Your Mailbox for the First Time................................................................................................ 67

Check New Messages ........................................................................................................................ 68

Review saved messages .................................................................................................................... 68

Envelope Information .......................................................................................................................... 68

Volume /Speed Control....................................................................................................................... 69

Reply to a Message ............................................................................................................................ 69

Call Back Directly ................................................................................................................................ 69

Redirect a Message ............................................................................................................................ 70

Erase / Delete and Retrieve a Deleted Message ................................................................................ 71

Delete a Message............................................................................................................................. 71

Retrieve a Deleted Message ............................................................................................................ 71

Number of Messages .......................................................................................................................... 71

Send A Message Directly To A Subscriber’s Mailbox ......................................................................... 71

To Mark a Message as Confidential.................................................................................................... 72

To Mark a Message as Priority ........................................................................................................... 72

To Mark a Message as Priority and Confidential ................................................................................ 73

To Request a Return Receipt for a Message...................................................................................... 73

To Request Notification of Non-receipt ............................................................................................... 73

To Schedule a Message for Future Delivery....................................................................................... 73

To Send a Message Using Directory Assistance ................................................................................ 74

To Send a Message to a Group Distribution ....................................................................................... 74

Delete a Message after Sending......................................................................................................... 74

Contents

Chapter 6 – Greetings

Manage your Default Greeting ............................................................................................................ 75

Activate your Extended Absence Greeting ......................................................................................... 76

Deactivate your Extended Absence Greeting ..................................................................................... 76

Manage your Busy Greeting ............................................................................................................... 76

Manage your Out of Office Greeting ................................................................................................... 76

Manage your Custom Greetings ......................................................................................................... 76

Change your Recorded Name ............................................................................................................ 77

Msync.................................................................................................................................................. 77

Chapter 7 – Other Messaging Applications

Group Distributions ............................................................................................................................. 79

Set up a Private Group Distribution List.............................................................................................. 79

Add Members to a Private Group Distribution List .............................................................................. 79

Delete Members from a Private Group Distribution List...................................................................... 80

Delete a Private Group Distribution List .............................................................................................. 80

Listen to Members in a Private Group Distribution List ....................................................................... 80

Using a Private Group Distribution List ............................................................................................... 80

Using a Global Group Distribution List ................................................................................................ 80

Personal Options................................................................................................................................. 81

Message Notification........................................................................................................................... 81

To Activate or Deactivate Message Notification.................................................................................. 81

Set a Wake up Call ............................................................................................................................. 82

IPedge UG 02/14 TOSHIBA 3

Contents

Chapter 8 – IPMobility Application

Change your Mailbox Password ......................................................................................................... 82

Personal Assistant .............................................................................................................................. 83

Follow Me............................................................................................................................................ 83

Setting up Call Screening.................................................................................................................... 86

Setting up “Do not Disturb”.................................................................................................................. 86

Setting up a Personal Schedule.......................................................................................................... 86

Recording a Scheduled Greeting ........................................................................................................ 86

Unified Messaging............................................................................................................................... 86

Access your Voicemails through Email ............................................................................................... 87

Enhanced Presence............................................................................................................................ 88

Msync.................................................................................................................................................. 89

Chapter 8 – IPMobility Application

IPMobility............................................................................................................................................. 91

Before You Begin.............................................................................................................................. 92

Download IPMobility Application....................................................................................................... 92

First-Time Setup ............................................................................................................................... 93

Mailbox Setup Wizard ....................................................................................................................... 95

Mailbox Setup Wizard ....................................................................................................................... 97

Using IPMobility .................................................................................................................................. 99

Messages Tab..................................................................................................................................... 99

Message Menu ...............................................................................................................................101

Call Tab............................................................................................................................................. 105

My Info Tab ....................................................................................................................................... 106

Greeting Management .................................................................................................................... 106

Record Greetings............................................................................................................................ 106

Call Settings...................................................................................................................................... 111

Call Control .....................................................................................................................................112

Incoming Calls ................................................................................................................................113

Chapter 9 – Fax Capabilities

Sending a Fax from your desktop ..................................................................................................... 117

Recipient......................................................................................................................................... 118

My Info ............................................................................................................................................118

Options ...........................................................................................................................................119

Server Info ......................................................................................................................................119

Setting up the Internal address book ..............................................................................................119

Fax options........................................................................................................................................ 120

Fax Settings.................................................................................................................................... 120

Incoming Faxes ..............................................................................................................................120

Fax Confirmation ............................................................................................................................121

Auto Print ........................................................................................................................................ 121

Fax Contacts...................................................................................................................................121

Fax Log........................................................................................................................................... 121

Fax Queue ...................................................................................................................................... 121

Cover Information ...........................................................................................................................121

Redirect fax messages...................................................................................................................... 121

Chapter 10 –Call Manager Basics

The Main Screen............................................................................................................................... 124

The Compact View ......................................................................................................................... 124

Expanded View...............................................................................................................................127

Screen Docked Views..................................................................................................................... 128

4 TOSHIBA IPedge UG 02/14

Chapter 11 – Using Call Manager Features

Call Manager Main Menu................................................................................................................128

Shortcuts ........................................................................................................................................... 129

KeyTips........................................................................................................................................... 129

Hot Keys ......................................................................................................................................... 129

The Side Window Screen.................................................................................................................. 130

Call Handler Mode .......................................................................................................................... 130

Buttons Mode.................................................................................................................................. 130

Companion Application Windows...................................................................................................... 131

Screen Colors ................................................................................................................................... 131

Chapter 11 –Using Call Manager Features

Call Handling Features...................................................................................................................... 133

Making Outgoing Calls.................................................................................................................... 133

Answering Calls .............................................................................................................................. 134

Hang Up.......................................................................................................................................... 135

Holding Calls................................................................................................................................... 135

Transferring Calls ........................................................................................................................... 135

Call Forwarding............................................................................................................................... 136

Status Messages and DND ............................................................................................................ 137

Viewing Extra Call Information........................................................................................................ 138

Call Center Features ......................................................................................................................... 139

Logging In or Out ............................................................................................................................ 139

Changing Agent Status...................................................................................................................140

Contents

Chapter 12 –Preferences

PREFERENCES ............................................................................................................................... 141

Config Settings.................................................................................................................................. 141

General ...........................................................................................................................................142

Dialing Tab...................................................................................................................................... 146

Docking Tab.................................................................................................................................... 151

Advanced Tab................................................................................................................................. 152

Setting Up Hot Key Dialing & Popup................................................................................................. 155

Setting Shortcut Keys ..................................................................................................................... 155

Skin Editor......................................................................................................................................... 157

Skins Files ......................................................................................................................................158

Saving/Creating New/Deleting Skins ..............................................................................................158

The Skin Editor ...............................................................................................................................159

LCD Background and Text Colors ..................................................................................................159

Insert your Logo into the Skin .........................................................................................................160

Changing Call Windows Appearance ............................................................................................. 160

Changing the Button/ACD Button Appearance............................................................................... 160

Email skins...................................................................................................................................... 161

Tab Settings...................................................................................................................................... 162

Add Tab .......................................................................................................................................... 162

Update Tab ..................................................................................................................................... 162

Delete Tab ......................................................................................................................................164

Revert ............................................................................................................................................. 164

Chapter 13 –Buttons

Programmable Buttons ..................................................................................................................... 165

User Programmable Keys ................................................................................................................. 166

To Initialize Key .............................................................................................................................. 166

To Swap Keys................................................................................................................................. 166

IPedge UG 02/14 TOSHIBA 5

Contents

Chapter 14 – Actions

To Copy This Key ...........................................................................................................................167

Change Key .................................................................................................................................... 167

Chapter 14 –Actions

Creating Actions................................................................................................................................ 175

Attach Account Code ...................................................................................................................... 176

Export Call Info ...............................................................................................................................176

Log Info to File ................................................................................................................................ 177

Lookup in Outlook........................................................................................................................... 177

Minimize Phone Screen..................................................................................................................178

Modify Call Information ................................................................................................................... 178

Play WAV File................................................................................................................................. 179

Pop External Web Browser.............................................................................................................180

Pop Internal Web Browser ..............................................................................................................180

Popup Call Info Screen...................................................................................................................181

Popup Phone Screen......................................................................................................................182

Run another Program ..................................................................................................................... 182

Send DDE Msg ............................................................................................................................... 183

Send Keystrokes to a Program .......................................................................................................184

Set Phone Status Message ............................................................................................................ 186

Set Phone Forwarding .................................................................................................................... 187

System/PBX Command ..................................................................................................................188

Transfer Call ................................................................................................................................... 189

Action Variables ................................................................................................................................ 190

Call Variables.................................................................................................................................. 190

System Variables............................................................................................................................ 192

Exporting Actions............................................................................................................................193

Importing Actions ............................................................................................................................ 193

Testing Actions ...............................................................................................................................194

Chapter 15 –Personal Call Handler

Personal Call Handler ....................................................................................................................... 195

Creating Personal Call Handling Rules............................................................................................. 196

Like Matches ..................................................................................................................................... 204

Unlike Matches.................................................................................................................................. 205

Export Rules...................................................................................................................................... 206

Importing Rules ................................................................................................................................. 206

Chapter 16 –Using Microsoft Outlook

Dialing from within Outlook ............................................................................................................... 207

Incoming Calls................................................................................................................................... 207

Integrating with Outlook Calendar..................................................................................................... 208

Create Actions to set and clear the DSS Message......................................................................... 208

Create Personal Call Handler Rules ...............................................................................................210

The Final PCH Rules ...................................................................................................................... 210

Chapter 17 –Using Companion Applications

Contacts ............................................................................................................................................ 211

Sorting Entries ................................................................................................................................211

Searching Entries ........................................................................................................................... 211

Directory .........................................................................................................................................212

Personal / Speed Dial Directory......................................................................................................213

6 TOSHIBA IPedge UG 02/14

Contents

Chapter 17 – Using Companion Applications

Presence Viewer............................................................................................................................. 213

History ............................................................................................................................................... 215

ACD Viewer....................................................................................................................................... 219

Logging In or Out ............................................................................................................................ 221

ACD Group Status .......................................................................................................................... 223

Notifications ....................................................................................................................................224

CM LCD ..........................................................................................................................................225

Miscellaneous ................................................................................................................................. 226

Using ACD Viewer .......................................................................................................................... 226

Requesting Supervisor Help ...........................................................................................................229

Chat................................................................................................................................................... 229

Chat Operation ...............................................................................................................................230

Using Chat Messaging.................................................................................................................... 230

To Send a Broadcast Message ......................................................................................................233

Chat Feature Operation .................................................................................................................. 235

Response Buttons .......................................................................................................................... 236

Personal Groups ............................................................................................................................. 237

Whiteboard Operation.....................................................................................................................238

Whiteboards Setup .........................................................................................................................239

Configuring Chat............................................................................................................................. 240

Interfacing with Other Programs .....................................................................................................244

Format of the DDE Command Interface .........................................................................................245

Dialer................................................................................................................................................. 249

Main Screen.................................................................................................................................... 250

Calls Display Area ..........................................................................................................................250

Functions ........................................................................................................................................251

Sorting Entries ................................................................................................................................251

Dialer Operation.............................................................................................................................. 251

Adding Calls to the Dialer ............................................................................................................... 253

Configuration Settings .................................................................................................................... 256

Adding Action Buttons to Ready to Dial and Results Screens........................................................ 257

Advanced Topics ............................................................................................................................258

Buttons .............................................................................................................................................. 259

Web Browser..................................................................................................................................... 259

Soft phone......................................................................................................................................... 261

History ............................................................................................................................................... 262

ACD Viewer....................................................................................................................................... 266

Logging In or Out ............................................................................................................................ 267

ACD Group Status .......................................................................................................................... 269

Notifications ....................................................................................................................................270

CM LCD ..........................................................................................................................................271

Miscellaneous ................................................................................................................................. 272

Using ACD Viewer .......................................................................................................................... 272

Requesting Supervisor Help ...........................................................................................................275

Chat................................................................................................................................................... 276

Chat Operation ...............................................................................................................................276

Using Chat Messaging.................................................................................................................... 276

To Send a Broadcast Message ......................................................................................................279

Chat Feature Operation .................................................................................................................. 281

Response Buttons .......................................................................................................................... 282

Personal Groups ............................................................................................................................. 283

Whiteboard Operation.....................................................................................................................284

Whiteboards Setup .........................................................................................................................285

Configuring Chat............................................................................................................................. 286

IPedge UG 02/14 TOSHIBA 7

Contents

Chapter 18 – IPedge Enterprise Manager

Interfacing with Other Programs .....................................................................................................290

Format of the DDE Command Interface .........................................................................................291

Dialer................................................................................................................................................. 296

Main Screen.................................................................................................................................... 296

Calls Display Area ..........................................................................................................................296

Functions ........................................................................................................................................297

Sorting Entries ................................................................................................................................298

Dialer Operation.............................................................................................................................. 298

Adding Calls to the Dialer ............................................................................................................... 299

Configuration Settings .................................................................................................................... 302

Adding Action Buttons to Ready to Dial and Results Screens........................................................ 303

Advanced Topics ............................................................................................................................304

Buttons .............................................................................................................................................. 305

Web Browser..................................................................................................................................... 306

Soft phone......................................................................................................................................... 307

Chapter 18 –IPedge Enterprise Manager

Prerequisites ..................................................................................................................................... 309

Log In ................................................................................................................................................ 310

To change your Security Code/Password ......................................................................................310

Log Out ............................................................................................................................................. 310

Home................................................................................................................................................. 311

Keystrip Labels.................................................................................................................................. 312

DND Activating.................................................................................................................................. 313

One Touch Buttons ........................................................................................................................... 313

Changing a One Touch Button ....................................................................................................... 313

To Use a One Touch Button ...........................................................................................................314

Ring Tones........................................................................................................................................ 315

Settings ............................................................................................................................................. 316

Call Forward...................................................................................................................................... 317

CF Internal and Line Calls .............................................................................................................. 317

CF Direct Line Calls ........................................................................................................................317

To set up Station Call Forward ....................................................................................................... 317

Speed Dial......................................................................................................................................... 320

System Speed Dial .........................................................................................................................320

System Info ....................................................................................................................................... 320

Display Advisory Messages............................................................................................................320

Voice Mail.......................................................................................................................................... 321

Account Code.................................................................................................................................... 321

Preferences....................................................................................................................................... 322

Meeting ............................................................................................................................................. 322

EMPA Super User............................................................................................................................. 323

Index..........................................................................................................................................................325

8 TOSHIBA IPedge UG 02/14

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 the basic 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 – IPMobility Application describes how a mobile device may

act as an extension of an office desk phone by providing outgoing and incoming call functions.

• Chapter 9 – Fax Capabilities describes how to send faxes from your

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

• Chapter 10 – Call Manager Basics covers the basics of using Call

Manager.

• Chapter 11 – Using Call Manager Features contains user instructions

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

• Chapter 12 – Preferences covers the Preferences options in Call

Manager.

• Chapter 13 – Buttons discusses the various buttons and options

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

• Chapter 14 – Actions defines the powerful actions that can used with

Call Manager.

• Chapter 15 – Personal Call Handler covers the setting up of call

handling rules and other personal call handling options.

IPedge UG 02/14 TOSHIBA 9

IPedge

Conventions

Conventions Description

Note

• Chapter 16 – Using Microsoft Outlook provides user instructions for

Microsoft Outlook integration using Call Manager.

• Chapter 17 – 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 18 – IPedge Enterprise Manager familiarizes you with the web-

based Enterprise Manager personal administration tool.

Elaborates specific items or references other information. Within 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”

Plus (+)

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

Shows a multiple PC keyboard or phone button entry. Entries 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 auto-sense 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 4 –

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

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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.

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IPedge

20 Programmable Feature Button 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.

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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

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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 (twice) to place an internal or external call on Exclu-

sive 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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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 ble 1 and Tab 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. A plus sign + on the LCD indicates there is more data to display. Press

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

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 home page setup that allows navigation to begin just like a home page in your internet browser.

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”on

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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

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 web page. All IP5131-SDL telephones come with the browser enabled. In order to access the browser, press the blue button on the bottom righthand 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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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

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

T o adju st the s peaker vo lume for int ernal/ext ernal calls and backgr ound music

1. Press Spkr

2. Press an extension button - you hear dial tone

3. Press Vol

volume setting applies to all calls until changed

T o a djust 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 to increase volume and Vol dn to decrease volume. This adjusts volume for

your 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). A beep will be heard

up to increase volume and Vol dn to decrease volume during

up to increase volume and Vol dn to decrease volume. This

2. Press Vol

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up or Vol dn to reach the desired level

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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

s or Vol t 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 3+6+9+Hold (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 soft key does not continue to change the setting. The soft

key 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 3+6+9+Hold (simultaneously)

2. Press

3. Press

Bright soft key to increase brightness Dim soft key 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 3+6+9+Hold (simultaneously)

2. Press the

3. Press the

Others soft key BL Bright soft key

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

5. Press the

Set soft key twice

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

To change Backlight Settings

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

2. Press the Mic button

3. Press Hold

4. Use table below to choose preferred settings

5. Press Hold + Hold (twice) 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

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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 keypad, 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 Spkr 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

77. Then press Spkr or hang up to release your

press telephone.

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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 below).

Table 5 LED Indicators

Interval Rates

Feature LED

Your Station (Green) Other Station (Red)

Extension In-Use access outside line

Incoming Call while ringing

if using Pooled Line Grp, the hold

Hold – outside line

Hold – Consultation Hold – Exclusive outside line Hold – Recall Hold – Exclusive

Recall

Internal Call while station ringing

Busy Station Transfer

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

during consultation/transfer to another station

when held call recalls your idle station

Exclusive Recall

outside call transferred to your busy station from a designated

station or:

After disconnecting first call

Conference Conference call

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

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

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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 operating software (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.

Windows 7, Windows VistaTM and Microsoft® Windows XP®

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 35.

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IPedge

SoftIPT

Table 6: SoftIPT Button Definitions (continued)

Button Definitions

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

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 2 – 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 02/14 TOSHIBA 31

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

Directory” on page 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 on Page

-31).

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.

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Fields Description

Allow SoftIPT to run in the background

3. Click OK.

To check how many Outlook profiles are on your PC

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)

IPedge

SoftIPT

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.

Figure 2 Mail Setup - Outlook

IPedge UG 02/14 TOSHIBA 33

IPedge

SoftIPT

Basic SoftIPT Functions

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

Making a Call To make a call

Figure 3 Mail Profiles

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 hook switch 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 hook switch button).

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IPedge UG 02/14

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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IPedge UG 02/14

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 02/14 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 may be 16 characters maximum. The system provides a number of predefined messages, shown in the table below. Message numbers 5~9 can be defined by your System Administrator.

Table 3-1.

Advisory Message Default Code Table

Msg No. Characters Displayed Additional Digits

0 OUT TO LUNCH 1 IN A MEETING 2 CALL _____________ Directory Number (e.g. 220) 3 BACK AT __________ Time (e.g. 1030)

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IPedge UG 02/14

Feature Operations

Table 3-1.

Advisory Message Default Code Table

Msg No. Characters Displayed Additional Digits

4 RETURN ON________ Date (e.g. 10 20) 5 6 7 8 9

Advisory Messages may only be set using an IP5000-series telephone. The preset advisory messages can be displayed using the Enterprise Manager.

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

2. Press #411

IPedge

3. Enter Message number (see table above)

4. Enter additional digits if required.

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

Clear Registered

Message

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.

Display Preset

Advisory Messages

1. Login to Enterprise Manager.

2. Select System Info then the Advisory Message tab.

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.

IPedge UG 02/14 TOSHIBA 39

IPedge

Feature Operations

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.

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).

Cancel Automatic

Callback

Deactivate Automatic

Callback

Background Music (BGM)

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.

Background music may be played over the telephone speaker. At least one music source must be connected to your system. Up to 15 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.

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IPedge UG 02/14

IPedge

Feature Operations

Enable Background

Music on your

Telephone Speaker

Cancel Background

Music on your

Telephone Speaker

Adjust Volume BGM volume may not be changed while BGM is playing. The station must have

1. Press BGM; the LED turns on.

2. Press an extension button + #490 + n + # (where n is the music source 1~15.)

1. Press BGM. LED turns off.

2. Press an extension button + #491.

it’s speaker volume changed while be under operation or in-state. The phone must be in idle state to listen to BGM.

To change the volume of the BGM, press the PDN key, which 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.

Note: Attempting to adjust the BGM volume using the VOL buttons will restart at

the beginning of the music source.

When using the BGM button, a BGM number already programmed for the button is used. “User Programming” is used to correlate BGM numbers to feature buttons. If the BGM button is set on an extension station, it will light red if the station is in an enable state to send BGM (even if BGM is actually not sent due to line busy or any other reason). The station must be in an allow state for “Class Of Service for BGM Listening Through station” to send BGM through a station.

Notation For Using

Media Server

The sound source of BGM is provided by the Music On Hold (MOH) files. With the “random” feature for music sources, the music will start at a random point.

The BGM feature requires that the media resource is shared with MOH and the paging feature. BGM cannot be played if the media resource cannot be hunted.

BGM cannot be played and no tone will be heard - even if the user activates BGM when the media resource cannot be hunted at the time the station goes idle. However, BGM can be played when the media resource can be hunted at the time the station is used to talk and goes idle again.

Call Forward

OPERATION Two types of Call Forwarding may be set:

Call Forward

Types

System Call Forward – automatically directs calls to a predefined location, such

as Voice Mail or a DN. System Call forward is set via system programming; please see your system administrator to modify this feature.

Station Call For ward – is used to replace a System Call Forward destination with

a custom Call Forward setting made from a station, however, voice-first calls may not be forwarded using this feature.

Important! Check with your System Administrator to determine if the

system uses a feature called “Basic Survivability”. If so, DO

IPedge UG 02/14 TOSHIBA 41

IPedge

Feature Operations

NOT make any changes to Station Call Forward

settings.

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

for each telephone. This is normally set to send the call to voice mail.

• To turn on System Call Forward press #620. Three short tones

emit and “DATA PROGRAMMED” is displayed confirming entry

• To turn off System Call Forward, press #621. Three short tones

emit and “DATA PROGRAMMED” is displayed confirming entry

Station Call Forward Station Call Forward allows the user to re-program a station to override the

System Call Forward assignments. The direct extension buttons are programmed at the system level, however, they may be modified by the user for whatever Call Forward features they choose. These are normally the extensions dialed most frequently, or an external number.

Call Forward features may also be programmed using IPedge Enterprise Manager. Note that Call Forward settings must be assigned prior to receiving any call.

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, 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.

IPedge UG 02/14 TOSHIBA 47

IPedge

Feature Operations

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

record.

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

to call name/number).

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.

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.

48 TOSHIBA

to retrieve a parked call.

IPedge UG 02/14

IPedge

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 display 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-tostation and then Page calls in the order of occurrence. In some systems, this feature can be applied to pick up All Call Page exclusively.

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

Table 4-1

Ringing or

Page Calls

To Pick Up:

Press Ext. Button, then dial

access sequence below:

Directed DN 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. Group A call ringing a member of your pickup group. #5#34 Directed Ext. A call ringing on any line of this Primary Ext. No. #5#5 + Primary Ext. No.

Directed

A call ringing an extension in this Pickup Group. #5#32 + Group No.

Group

Ext. No. A call ringing this Ext. No. only. Other lines ring-

#5#22 + Ext. No.

ing on the same phone are unaffected.

Outside Calls Any incoming outside line call. #5#9

Press

Held Calls To Pick Up:

Local

A call held on this telephone. #5#71

Ext. Button, then dial

access sequence below:

Retrieve

Remote

A call held on another Primary Ext. No. #5#72 + Primary Ext. No.

Retrieve

Directed Ext. Retrieve

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

where this Ext. No. appears.

#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.

IPedge UG 02/14 TOSHIBA 49

IPedge

Feature Operations

• 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.

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

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.

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

entered.

Transfer Using The Cnf/trn

Button

Transfer A Call Directly To

Voice Mail (Vm)

Transfer A Call Directly To

Vm With A Dss Button

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.

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IPedge

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

Caller Identification

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

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).

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.

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 system.

Display Caller

Information

Notification of Caller

Information

View Saved Caller ID

Information

IPedge UG 02/14 TOSHIBA 51

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.

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.

IPedge

Feature Operations

Conference Call Conference calling using an IP5000 Series telephone allows up to eight

parties to join together on a conference call. The party initiating the conference call is known as the “conference master”. If the conference master exits the conference, the first station added to the conference becomes the master.

The maximum number of participants on a conference call is eight (including the conference master.) The actual number of conference parties with acceptable volume levels depends on local and distant telephone line conditions.

Some models of SIP telephones also have their own built-in conference feature. Please refer to the device documentation for description and programming instructions.

Toshiba IP4100 and PolyCom Series 8440 | 550 | 321 SIP

stations may be used as a conference master for a conference

call. When this occurs, the Conf button is used in place of the

Cnf/Trn button referenced here.

Set up a Conference Call To initiate a conference call on IP Telephones:

1. While on a call, press Cnf/Trn - dial tone is heard and the line LED will

flash green.

2. Dial a station or outside telephone number.

3. When called party answers, press Cnf/Trn. If busy/no answer, press Cnf/Trn again to return to the original connection.

4. If the second call was placed on a programmed Line extension button

on the telephone, that LED also flashes green.

5. Repeat steps 1-3 until all parties are added (up to eight.)

6. When the conference master hangs up, control is automatically transferred to the first internal station added to the conference call. If no internal IPedge stations were included in the conference call, the call is disconnected.

Transfer Conference Control

1. Complete steps 1 and 2 above to add the to transfer conference master status (see previous note.)

2. Announce the call and hang up to transfer.

3. This station now becomes the conference master and may add/delete parties.

Set up a Conference Call

(SIP only)

52 TOSHIBA

To initiate a conference call on SIP Station telephones:

1. While on a call press the Conf key. The held party will hear system music

on hold.

2. Dial a station or make an outgoing call (press the Swap soft key to alternate between the two parties.)

IPedge UG 02/14

Feature Operations

3. While talking to one party, press the Conf key to join the calls.

IPedge

Hold a Conference

Call

Consultation Hold (SIP

only)

Adding Voice Mail to a

Conference

Add Voice Mail to a

Conference Call

(conference master

only)

Only the conference master may place a conference call on hold by pressing

Hold once (or twice for Executive Hold). The other parties may continue with the

conference. Music-on-Hold is disabled and the line extension LED flashes green. Rejoin the conference at any time by pressing the extension button. Conference master status is retained through this process.

This feature allows you to place a call on hold then dial another station or outgoing line to consult.

1. While on a call press the Conf soft key. The held party will hear system music

on hold.

2. Dial a station or make an outgoing call.

3. Press the Swap soft key to alternate between the two parties.

While talking to any party, press the End key to disconnect the call.

The conference master may 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 may continue to add conference members by pressing Cnf/Trn and dialing another extension.)

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

Supervising a Tandem

Call

1. While on an outside call, press Cnf/Trn. A dial tone is heard and the

extension LED flashes (conference rate.)

2. Dial an outside telephone number.

3. After party answers, press Cnf/Trn. Extension LED flashes (in-use rate) and

all parties are conferenced.

4. If busy/no 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.

Note: If your telephone service provider offers automatic disconnect

supervision, the connection will release automatically when the parties hang up. If not, the lines must be supervised and manually disconnected.

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Feature Operations

Conference Add, Split,

Join, and Drop

Add an Incoming call to

the Conference

If a conference is initiated with two or more parties, outside callers may be

added to conference, or you and another member of the conference may

leave (Split) the conference for a private conversation. All conference members remain connected during a split call.

Conference master may “join” both “split” parties back into the conference, or disconnect (Drop) the connected party. This feature is performed with Soft Keys if you have a LCD phone or with a Split button programmed on one of the Programmable Feature Buttons.

Important! Only the conference master may perform Add, Split,

Join, 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. When incoming caller is on the line, press Cnf/Trn button.

4. Press the blinking DN button 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. Return your extension and the other Split party back into the conference by pressing

Note:

RTRN terminates a feature operation and returns to the previously

JOIN.

displayed state.

Drop the Split party from a

conference

Press the disconnected (Dropped) and you will rejoin the conference.

DROP Soft Key. The party which was Split from the conference is

If in a 3-way conference and you Split with one of the parties, the remaining party will remain “on hold” indefinitely or until you return to the conference.

Direct Station Selection (DSS)

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.

SPLT

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Connect Directly to

Another Station’s

Extension

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 a 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 Forward-Busy/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.

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.

Activate DND on a

non-Primary

extension

Deactivate DND •

Setting DND for

Another Extension

Change DND Pass

Code

• 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.

Press Do Not Disturb or #6092 (hear Success Tone). The LED light goes out and DND mode is de-activated.

To activate DND for 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.

Note: There is no entry tone available for single line telephones or SIP stations.

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.

• 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.

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Emergency Call To make an emergency call, dial 911 or Access Code + 911. This

depends on off-hook preference set up for your telephone.

Important! If you place an emergency call from a remote location,

the address the Emergency service gets is that of the location of the telephone system and not of the remote location.

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.

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

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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.

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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.

Turning On/Off MW

LED on Another

Extension

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

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 CutOff

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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

•

Press Microphn Cut-off to toggle between ON/OFF.

IPedge

Feature Operations

Off-Hook Call Announce (OCA)

Make an OCA Call •

Answer a Speaker OCA

Call

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 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

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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

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

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.

Class of Service

Override

By dialing a Class of Service (COS) Override code, a user can change a 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

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Privacy Override This feature enables you to enter an established call on a line you share with

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.

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 may 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:

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 page from the paged station, press the page button - do not lift

the handset or press the speaker button. To answer a page from other stations perform a Directed Terminal Pick up (See Call Pick up). The call must be picked up before paging ends. When the page is answered, the device being used at that time will be released.

If a paged station is a member of two paging groups, and is being paged as a member of one group, and a page is attempted for the second group, that telephone attempting the page on the second group will receive a busy signal. The original paging is maintained, except in the case where the second page

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is Emergency Paging.

Group 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. Announce the page and hang up the handset.

SIP terminals as

paged device

Set SIP Station for

Paging

Answer All Call Page 1. Lift the handset off-hook, dial #5#36.

Emergency Page An Emergency Page overrides Group Pages or All Call Pages to telephones only.

SIP stations may be set as a paged device, provided they support this feature. IPedge will disconnect the terminating call and drop SIP terminal from the list of paging group if SIP terminal returns busy or busy no answer at terminating.

To answer the paged call, the user will seize a different line and enter the feature access code. To originate a page, enter the paging access code.

Certain SIP terminals may accept a paged call if the phone supports paging, and the feature is enabled. IPTs belonging to the same group will also hear the paging call.

If the SIP phone does not support paging, IPedge will disconnect the call on that SIP terminal. However, members of the same paging group will continue to hear the paging call.

2. Enter the Page Zone Number (01~08, depending on your telephone system).

• 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

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Feature Operations

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

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.

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.

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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

There are two ways to begin a Speed Dial Call.

1. Press Spdial on an IP5000-series digital telephone

or press the

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.

Table 7:

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).

Speed Dial Capabilities Go to Enterprise Manager.

button on any telephone.

Spdialb + nnn

nnn = 100~199 Station SD numbers

Spdial

+ nnn

nnn = 200~999 System SD numbers

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.

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Feature Operations

Assign Statio n Speed Dial

Names

Time and Date Setting (Local)

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.

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.

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.

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Voice First

Signalling

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.

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.

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Feature Operations

Uniform Call Distribution

Uniform Call Distribution (UCD) provides a simplified ACD service based on the Distributed Hunt feature. Incoming calls are answered by the voice mail Auto Attendant function or they can be directly routed to the UCD (Distributed Hunt) Pilot number. 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 Musicon-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 group pilot.

5. The call is delivered to an idle agent who is logged-in to this group.

6. If no agent is available in the hunt group, the call is queued to the UCD pilot.

• The caller may hear the MOH source assigned to this group or Ring Back Tone (RBT) depending on the configuration.

• The call will be delivered to the first agent that becomes igle.

• If the call cannot be answered within the preconfigured time, the call is routed to an overflow destination.

• If no overflow destination is programmed the call will remain in queue.

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 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

where DN = the Directory number of the agent station.

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+ DN + # Login - Agent Station (DN) from another station + DN + # Logout – Agent Station (DN) from another sta-

tion

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Messaging Features 5

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.

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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Messaging Features

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.

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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Messaging Features

Volume /Speed Control

Reply to a Message

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

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

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:

• To call the number and delete the message, press 3

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Messaging Features

• 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.

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.

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

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.

Press 3 during or after message playback. The message will be moved to a

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

Send A Message Directly To A Subscriber’s Mailbox

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.

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

• Press 3 to Re-record your message

•Press

• Press 1 to send.

to cancel without sending

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• 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 “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.

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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To 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 Non-receipt

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.

5. 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.

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6. Press 1 to confirm and send, or 2 to change your delivery time.

To Send a Message Using Directory Assistance

T o Send a Message to a Group Distribution

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.

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.

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.

Delete a Message after Sending

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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.

• Out of Office Greeting – The out of office greeting is used when you are

away from the office for a short period of time. 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

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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.

IPedge

Greetings

Activate your Extended Absence Greeting

Deactivate your Extended Absence Greeting

Manage your Busy Greeting

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.

3. To listen to the greeting you have recorded press 2, to record the greeting press 3.

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.

Manage your Out of Office Greeting

Manage your Custom Greetings

To manage your Out of Office Greeting:

1. Call the voice messaging system and select 3 2 4 from the subscriber’s

menu to access your Out of Office 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.

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Change your Recorded Name

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.

Msync Please check with your System Administrator if this feature is available. If

available, then your voice mail greetings can be synchronized with your MS Outlook calendar. Appropriate greetings play based on your Presence status in Outlook. This is an optional feature and requires an additional license.

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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.

IPedge

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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3. Enter the group number you wish to use followed by a #

4. Press 1 to confirm, or 2 to change your entry.

Personal Options 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

for AM or # for PM.

Change your Mailbox Password

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

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.

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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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 Greetings chapter) 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.

Follow Me is an optional feature that may or may not be available in your organization. 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

• Follow Me DND (Do Not Disturb)

• Send a Call Alert to IP Mobility Application

Follow Me feature provides telephone operation integration with the following capabilities.

1. Follow Me feature control button on the phone:

User can assign the button for Follow Me feature and activate and deactivate the feature from the button on the IP telephone to easily change the operation when users are in the office or on the road.

2. Hand-off:

When the user is on the cell phone with the Follow Me call and returns to the office, the call can be easily handed off to the desktop phone by pressing the same button.

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Other Messaging Applications

Button LED Description

3. Status Indication: The feature key LED indicates the status of the Follow Me feature as shown below.

Off

Red

Follow Me feature is not activated. The call should ring the default station (usually the user’s desktop phone).

Follow Me feature is activated, and the call will follow the Follow Me personal schedule.

Flashing Red No Transfer (DND)

The call is being processed by the Follow Me application. When the call is answered by one of destinations defined in the Follow Me personal schedule, the

Green

call can be handed off to the desk phone by pressing the button with Green LED.

Or it may also mean that the call is handed off to the desk phone if the incoming call is a consultation call in which case the system used extra voicemail resource.

Flashing Green

Follow Me is being handed off to the desk phone.

Note: Follow Me status indicator will be reset if the system restarts while the

Follow Me Key on the

Phone

1. Administrator must activate the Net Server.

2. Administrator must assign Net Server integration in the Messaging

3. “Follow Me” button should be assigned to users’ IP telephone flexible

4. “Net Server monitor” checkbox in mailbox email setting must be checked.

service may be still active. When the first call is processed, the LED will show the correct status. If necessary, press the button to force sync the status.

Registry settings.

button using Enterprise Manager or Personal Administration.

To use this feature, the PDN of the phone must match with the mailbox number.

Setting up Follow Me From the phone, the user can setup the Follow Me destination (the call-out

number) which is always used regardless of the calling party of the time of day.

5. Call the voice messaging system and select 3 1 2 2 from the

subscriber’s menu.

6. Enter a phone number (the call-out number), followed by #, the system

will then repeat the number back for confirmation.

7. 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. The call-out number destination is also used when the call is forwarded from the desktop phone to the voice mail for the Follow Me Advanced routing.

Accepting or rejecting

calls at a call-out

Once a call rings through to your call-out number you have the option of accepting or rejecting the call.

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1. Once the Follow me has been set up and a call is redirected to your call-

out 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 # or 1 to accept the call or

voicemail.

Note: Requires the mailbox COS to be configured for “Follow me connect

verification”.

to reject the call and send it to

Transferring to an

Operator or

another Extension

Transfer Mode Transfer Mode determines the general routing of the call:

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 call-

out 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 # or 1 to accept the call (depending on software release).

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.

...or When using release (10.5.4.18), at any time during the conversation, press # again to trigger the call options. You can press 1 to transfer the caller to your Voice Mail, press 3 to record the conversation press # and extension to transfer to an internal station press 0 to dial the operator or press * to return to the conversation.

• For Automated attendant calls:

• DND – calls will not be transferred to any destination. They will go to the mailbox greeting.

• Desk – calls will be transferred to the user’s extension.

• Advanced Routing – calls will be transferred to the destination specified by the advanced routing schedule. If there is no matching schedule, calls will be routed to the user’s extension. If a schedule exist but without a destination, calls will be routed to the greeting specified in the schedule.

• For Busy, No Answer forwarded calls:

• DND – calls will not be transferred to any destination. They will go to the mailbox greeting.

• Desk – calls will not be transferred to any destination. They will go to the mailbox greeting.

• Advanced Routing – calls will be transferred to the destination specified by the advanced routing schedule (schedule must include “Divert” in the “follow me active” field). If there is no matching schedule, calls will be routed to the user’s greeting. If a schedule exist but without a destination, calls will be routed to the greeting specified in the schedule.

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Other Messaging Applications

Setting up Call Screening

Setting up “Do not Disturb”

Setting up a Personal Schedule

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.

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.

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.

Recording a Scheduled Greeting

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

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

Unified Messaging 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.

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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.

Access your Voicemails through Email

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 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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john.doe@brothers.com

949-555-1212

john.doe@brother.com

949-555-1212

john.doe@brother.com

Other Messaging Applications

Enhanced Presence When a voice message has been left in the IPedge Messaging system, the

enhanced presence feature will detect the contact information from the Personal Contact list from Microsoft Outlook and send an email with the relevant information to the voicemail recipient via email.

From the Personal Contacts list of Microsoft Outlook, it will take the Email, Business Telephone number, and Mobile Phone number and insert it into and email (shown in the following examples) that will arrive in your inbox. The Name of the Outlook Contact is automatically populated in the Subject field.

MS Outlook Contact Interaction

Examples:

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Msync Based on the presence in MS Outlook, the voicemail will play out of office

greeting or anyother appropriate greeting. Check with your System Administrator if this feature is available to you. The options below apply only to the enhanced version of Msysc.

No Answer:

• If Out Of Office Assistant (Automatic replies) is enabled in Microsoft

Outlook and/or Extended Absence greeting is enabled: Extended Absence Greeting will be played.

• If Default Greeting is recorded: Default Greeting will be played.

• If Name is recorded: Name + “Is not available right now” will be played.

• Extension + Extension number + “Is not available right now” will be

played.

Busy:

• If Out Of Office Assistant (Automatic replies) is enabled in Microsoft

Outlook and/or Extended Absence greeting is enabled: Extended Absence Greeting will be played.

• If Busy Greeting is recorded: Busy Greeting will be played 81.

• If Default Greeting is recorded: Default Greeting will be played.

• If Name is recorded: Name + “Is busy right now” will be played.

• Extension + Extension number + “Is busy right now” will be played.

Follow Me / Call Screening rejected:

• If Out Of Office Assistant (Automatic replies) is enabled in Microsoft

Outlook and/or Extended Absence greeting is enabled: Extended Absence Greeting will be played.

• If Default Greeting is recorded: Default Greeting will be played.

• If Name is recorded: Name + “Is not available right now” will be played.

• Extension + Extension number + “Is not available right now” will be

played.

• During any of the above cases, if there is a match in the Personal

Schedule table, the greeting defined for the Personal Schedule entry will be played.

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IPMobility Application 8

IPMobility The IPMobility Application for Android™ and Apple iPhone™ allows a

mobile device to act as an extension of the IPedge system by providing incoming and outgoing call features.

Users may also easily access key voice messaging functionality and manage administration of their voice mailbox without dialing into the voice mail system. IPMobility does not interfere with the ability to make a phone call or access the voice mail of the mobile device itself.

The IPMobility Application is available for both Android and Apple mobile

platforms. Most features are available on both device types, and any feature

differences or exceptions are noted in this chapter.

The IPMobility Application does not conflict with the mobile device’s ability to make a phone call or access the mobile carrier’s voicemail service.

Key features of the IPMobility Application:

• Make outgoing calls using the IPedge telephone service where the dialed

party receives the IPedge system telephone number on their Caller ID

• Accept incoming calls on a mobile device that were made to an IPedge office

telephone number

• Transfer or record telephone calls

• One-touch access to voicemail, saved/deleted items, and incoming faxes

• Record and send voicemail to an internal extension, set special call flags

including future delivery schedule, priority, confidential, and return receipt notification

• Voicemail administration - change recorded name, password, and new user

voicemail setup

• Setup and record presence-based greetings including default, busy, and

extended absence

• Establish individual forwarding (Follow Me) destinations for each greeting.

Destinations reachable if mailbox is called from automated attendant, and forwarded calls

• Do-Not-Disturb (DND) feature will send Automated Attendant calls directly to

voicemail when activated How it Works

For outgoing calls, IPMobility uses either the Callback or Call-thru process.

Callback

After a destination number is dialed, IPMobility sends a data signal to the IPedge system over the Internet. IPedge then calls the mobile device and asks the user to press 1 or # to accept the call. After confirmation the system will connect both calls.

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Call-Thru

After a destination number is dialed, IPMobility sends a data signal to the IPedge system over the Internet. IPMobility then dials a specific number into IPedge. The system dials the destination number and connects both calls.

Figure 1 – IPMobility Applicatio n Workflow

Before You Begin Users will need to obtain some information before using IPMobility:

• IP Address of Voicemail - IP address of the IPedge server

• Mailbox number - usually your extension

• Voicemail Password

• Direct Inward Dialing (DID) Number. This is the number for the IPedge system

Download IPMobility

Application

The IPMobility app requires internet access to the host IPedge. Note: Mobile devices require a data plan with an option to enable Wi-Fi

access for locations with poor cell network service. The IPMobility

App must be installed on the mobile device.

The IPMobility application may be downloaded from Google Play or the iTunes™ App Store.

For Android: https://play.google.com/store/apps

For iPhone: http://www.apple.com/itunes/

Android Users

1. From Google Play, search for IPMobility.

2. Install the App.

iPhone Users

1. From the iTunes App store, search for IPMobility.

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2. Download the App.

3. Sync your iPhone with iTunes on your computer.

The app may also be downloaded from the device using the iPhone App Store app (follow steps 1-2 above.)

Launch IPMobility When the app is opened for the first time, specific IPMobility information must be

entered. User will first need to obtain the IP address for the voice mail system (see system administrator.)

First-Time Setup The app will require some setup before you can make a call or access voice mail.

For details see “Before You Begin” on Page 92. Follow the steps outlined below to set up your device for the first time:

Enter the following information on the login screen:

• Voicemail IP Address

• Mailbox Number (normally your extension number)

• Voicemail Password

1. Tap Enter.

2. If a warning dialog appears saying “Certificate not trusted”, select “Allow/OK.

3. Once you are logged in to IPMobility, tap the My Info tab on the lower right.

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4. Scroll down and tap Settings.

5. On the Settings screen, enter your mobile Phone Number and the Direct Inward Dialing (DID) number of the voicemail pilot in the fields highlighted

in red.

Note: If not already provided to you, see your system administrator for the

DID number.

6. Tap to select Dial Using callback or Dial Using Call-thru.

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• Dial Using callback will require the user to confirm each incoming or outgoing call by pressing 1 or #

• Dial Using Call-thru will automatically make the call without any user

confirmation (like a normal call)

Test the Application 1. After launching the app on your mobile device, make a call to a telephone with

Caller ID capability.

2. Verify that the IPedge Caller ID or DID is displayed (not the mobile phone number.)

Mailbox Setup

Wizard

The setup wizard will guide the user through the voice mailbox setup process.

1. Tap My Info.

2. Scroll down and tap Setup Wizard, then tap proceed to continue.

3. To create or change your voice mailbox password, enter in either field.

4. Tap Save when complete.

Note: If Save button is not visible, click anywhere on the screen background.

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5. Tap the right arrow to advance.

On the next screen, record your first and last name for the voice mail attendant to announce to callers.

6. Tap Record; press Stop when complete (The Record button will toggle

between functions.)

7. Tap Play to preview the message; tap Record to re-record your full

name.

8. When complete, tap the right arrow to advance.

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Toshiba Ipedge IP5000 User Manual

Specifications and Main Features

Frequently Asked Questions

User Manual

Title Page

Publication Information

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:

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 which

SoftIPT 3

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

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.

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 on

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

Background Music (BGM)

Call Forward

Call Forward

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

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

Call Pickup

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

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

Caller Identification

Conference Call Conference calling using an IP5000 Series telephone allows up to eight

Direct Station Selection (DSS)

Do Not Disturb If your station is in Do Not Disturb (DND) mode, internal, external and transferred

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

Off-Hook Call Announce (OCA)

Override

Paging Station users may make page announcements to telephones. Check with

Privacy Privacy controls the ability of more than one person to use the same extension at

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

Set up Your Mailbox for the First Time

Check New Messages Most organizations have a message indicator light on office phones. By

Review saved messages

Envelope Information Press 8 while listening or after listening to the message to find out who sent