Toshiba VIPedge IP5131-SDL, VIPedge IP5531-SDL, IP5631-SDL, VIPedge IP5000 Series, VIPedge IP5631-SD User Manual

Download

TOSHIBA Telecommunication Systems Division

IP Telephone, Messaging and

Call Manager User Guide

Title Page

July 2012

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.

VIPedge-UG-VA

Version A, July 2012

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

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

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

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

Trademarks

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

America Information Systems, Inc. Adtran is a registered trademark of ADTRAN, Inc. Linux is a registered trademark of Linus Torvald. AudioCodes is Registered trademark of AudioCodes Ltd. Cisco is a registered trademark of Cisco Technology, Inc. Mac is a registered trademark of Apple Computer, Inc. Mozilla and Firefox are registered trademarks of Mozilla Foundation Corp. Windows, Outlook, and Microsoft are registered trademarks of Microsoft. Zenoss is a registered trademark of Zenoss, Inc. Trademarks, registered trademarks, and service marks are the property of their respective owners.

VIPedge General End User Information

FCC Requirements

Means of Connection: The VIPedge 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 VIPedgeInstall Manual.)

CP01, Issue 8, Part I Section 14.1

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

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

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

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

301756 I.T.E

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

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

Important Notice — Music-On-Hold

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

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

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

Toshiba Telecommunication Systems Warranty and License Agreements

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

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

WARRANTIES FOR NON-TOSHIBA BRANDED THIRD PARTY PRODUCTS

A valuable element of Toshiba’s product strategy is to offer our customers a complete product portfolio. To provide this value to our customers at the most optimal prices, we offer both Toshiba-branded and thirdparty manufactured products that support our Toshiba VIPedge solution. 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 VIPedge solution. 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.......................................................................................................................................... 7

Conventions .......................................................................................................................................... 8

Related Documents/Media.................................................................................................................... 8

Chapter 1 – The Grand Tour

Telephone Overview ........................................................................................................................... 10

Fixed Buttons .................................................................................................................................... 10

Programmable Feature Buttons........................................................................................................ 13

LCD ..................................................................................................................................................... 13

9-Line LCD Display ........................................................................................................................... 13

Soft Keys............................................................................................................................................. 14

Chapter 2 – The Basics

Customizing Your Telephone.............................................................................................................. 15

Volume Control .................................................................................................................................15

LCD Contrast ...................................................................................................................................... 16

Brightness Control ............................................................................................................................16

Backlight On/Off................................................................................................................................ 17

Dial Pad and Button Beeps...............................................................................................................17

Speakerphone/Microphone Sensitivity Adjustment ..........................................................................17

Telephone Terminology ...................................................................................................................... 18

Making a Call ...................................................................................................................................... 19

Handset ............................................................................................................................................19

Spkr Button ....................................................................................................................................... 19

Hot Dialing ........................................................................................................................................ 19

Dial Directory....................................................................................................................................... 19

Answering a Call ................................................................................................................................. 21

Handset ............................................................................................................................................21

Speaker ............................................................................................................................................21

Shift Button ....................................................................................................................................... 21

Handsfree Answerback..................................................................................................................... 21

On a Call ............................................................................................................................................. 22

Switching Between Handset and Speakerphone.............................................................................. 22

Microphone (Mic/Mute) Button..........................................................................................................22

Hold ..................................................................................................................................................22

Message Waiting................................................................................................................................. 23

Responding to a Lit Msg LED ........................................................................................................... 23

Turning On/Off MW LED on Another Extension ............................................................................... 23

LED Indicator Details .......................................................................................................................... 24

Chapter 3 – Feature Operations

Account Codes.................................................................................................................................... 25

Voluntary Account Codes ................................................................................................................. 26

VIPedge UG 07/12 TOSHIBA 1

Contents

Chapter 4 – Messaging Features

Advisory Message............................................................................................................................... 27

Alarm Notification ................................................................................................................................ 28

Automatic Callback ............................................................................................................................. 28

Call Forward........................................................................................................................................ 29

Call History.......................................................................................................................................... 31

Call Park.............................................................................................................................................. 32

Call Pickup .......................................................................................................................................... 33

Call Transfer........................................................................................................................................ 34

Call Waiting ......................................................................................................................................... 35

Caller ID .............................................................................................................................................. 35

Conference Call .................................................................................................................................. 36

Do Not Disturb..................................................................................................................................... 38

Emergency Call................................................................................................................................... 38

Emergency Monitoring Station.......................................................................................................... 39

Emergency Ringdown ......................................................................................................................... 39

Message Waiting................................................................................................................................. 39

Microphone Cut-Off............................................................................................................................. 40

Off-Hook Call Announce (OCA) .......................................................................................................... 40

Override .............................................................................................................................................. 42

Paging................................................................................................................................................. 43

Privacy ................................................................................................................................................ 44

Redial.................................................................................................................................................. 45

Speed Dial........................................................................................................................................... 45

Time and Date Setting (Local) ............................................................................................................ 46

Tone First / Voice First Signalling ....................................................................................................... 47

Tone First Signalling .........................................................................................................................47

Voice First Signalling ........................................................................................................................47

Uniform Call Distribution ..................................................................................................................... 47

Login/Logout .....................................................................................................................................48

Chapter 4 – Messaging Features

Access your Mailbox by Phone ........................................................................................................... 49

Set up Your Mailbox for the First Time................................................................................................ 49

Check New Messages ........................................................................................................................ 50

Review saved messages .................................................................................................................... 50

Envelope Information .......................................................................................................................... 50

Volume /Speed Control....................................................................................................................... 51

Reply to a Message ............................................................................................................................ 51

Call Back Directly ................................................................................................................................ 51

Redirect a Message ............................................................................................................................ 52

Erase / Delete and Retrieve a Deleted Message ................................................................................ 53

Delete a Message............................................................................................................................. 53

Retrieve a Deleted Message ............................................................................................................ 53

Number of Messages .......................................................................................................................... 53

Send A Message Directly To A Subscriber’s Mailbox ......................................................................... 53

To Mark a Message as Confidential.................................................................................................... 54

To Mark a Message as Priority ........................................................................................................... 54

To Mark a Message as Priority and Confidential ................................................................................ 55

To Request a Return Receipt for a Message...................................................................................... 55

To Request Notification of Non-receipt ............................................................................................... 55

To Schedule a Message for Future Delivery....................................................................................... 55

To Send a Message Using Directory Assistance ................................................................................ 56

To Send a Message to a Group Distribution ....................................................................................... 56

Delete a Message after Sending......................................................................................................... 56

2 TOSHIBA VIPedge UG 07/12

Chapter 5 – Greetings

Manage your Default Greeting ............................................................................................................ 57

Activate your Extended Absence Greeting ......................................................................................... 57

Deactivate your Extended Absence Greeting ..................................................................................... 58

Manage your Busy Greeting ............................................................................................................... 58

Manage your Custom Greetings ......................................................................................................... 58

Change your Recorded Name ............................................................................................................ 58

Chapter 6 – Other Messaging Applications

Group Distributions ............................................................................................................................. 59

Set up a Private Group Distribution List.............................................................................................. 59

Add Members to a Private Group Distribution List .............................................................................. 59

Delete Members from a Private Group Distribution List...................................................................... 60

Delete a Private Group Distribution List .............................................................................................. 60

Listen to Members in a Private Group Distribution List ....................................................................... 60

Using a Private Group Distribution List ............................................................................................... 60

Using a Global Group Distribution List ................................................................................................ 60

Personal Options................................................................................................................................. 61

Message Notification........................................................................................................................... 61

To Activate or Deactivate Message Notification.................................................................................. 61

Set a Wake up Call ............................................................................................................................. 62

Change your Mailbox Password ......................................................................................................... 62

Personal Assistant .............................................................................................................................. 63

Follow me............................................................................................................................................ 63

Setting up Follow me ........................................................................................................................64

Accepting or rejecting calls at a call-out ...........................................................................................64

Transfering to an Operator or another Extension ............................................................................. 64

Setting up Call Screening.................................................................................................................... 65

Setting up “Do not Disturb”.................................................................................................................. 65

Setting up a Personal Schedule.......................................................................................................... 65

Recording a Scheduled Greeting ........................................................................................................ 65

Unified Messaging............................................................................................................................... 65

Access your Voicemails through Email ............................................................................................... 66

Contents

Chapter 7 – Call Manager Basics

The Main Screen................................................................................................................................. 68

The Compact View ........................................................................................................................... 68

Expanded View.................................................................................................................................71

Screen Docked Views....................................................................................................................... 72

Call Manager Main Menu.................................................................................................................. 72

Shortcuts ............................................................................................................................................. 73

KeyTips............................................................................................................................................. 73

Hot Keys ........................................................................................................................................... 73

The Side Window Screen.................................................................................................................... 74

Call Handler Mode ............................................................................................................................74

Buttons Mode.................................................................................................................................... 74

Companion Application Windows........................................................................................................ 75

Screen Colors ..................................................................................................................................... 75

Chapter 8 – Using Call Manager Features

Call Handling Features........................................................................................................................ 77

Making Outgoing Calls...................................................................................................................... 77

VIPedge UG 07/12 3

Contents

Chapter 9 – Preferences

Answering Calls ................................................................................................................................78

Hang Up............................................................................................................................................ 79

Holding Calls..................................................................................................................................... 79

Transferring Calls ............................................................................................................................. 79

Call Forwarding................................................................................................................................. 80

Status Messages and DND .............................................................................................................. 81

Viewing Extra Call Information.......................................................................................................... 82

Chapter 9 – Preferences

PREFERENCES ................................................................................................................................. 83

Config Settings.................................................................................................................................... 83

General ............................................................................................................................................. 84

Dialing Tab........................................................................................................................................ 88

Docking Tab...................................................................................................................................... 93

Advanced Tab................................................................................................................................... 94

Setting Up Hot Key Dialing & Popup................................................................................................... 97

Setting Shortcut Keys ....................................................................................................................... 97

Skin Editor........................................................................................................................................... 99

Skins Files ......................................................................................................................................100

Saving/Creating New/Deleting Skins ..............................................................................................100

The Skin Editor ...............................................................................................................................101

LCD Background and Text Colors ..................................................................................................101

Insert your Logo into the Skin ......................................................................................................... 102

Changing Call Windows Appearance ............................................................................................. 102

Email skins...................................................................................................................................... 102

Tab Settings...................................................................................................................................... 103

Add Tab .......................................................................................................................................... 103

Update Tab .....................................................................................................................................103

Delete Tab ......................................................................................................................................104

Revert ............................................................................................................................................. 104

Chapter 10 –Buttons

Programmable Buttons ..................................................................................................................... 105

User Programmable Keys ................................................................................................................. 106

To Initialize Key .............................................................................................................................. 106

To Swap Keys................................................................................................................................. 106

To Copy This Key ...........................................................................................................................106

To Change Key...............................................................................................................................107

Chapter 11 –Actions

Creating Actions................................................................................................................................ 115

Attach Account Code ......................................................................................................................116

Export Call Info ...............................................................................................................................116

Log Info to File ................................................................................................................................117

Lookup in Outlook........................................................................................................................... 117

Minimize Phone Screen..................................................................................................................118

Modify Call Information ................................................................................................................... 118

Play WAV File................................................................................................................................. 119

Pop External Web Browser.............................................................................................................120

Pop Internal Web Browser ..............................................................................................................120

Popup Call Info Screen...................................................................................................................121

Popup Phone Screen......................................................................................................................122

Run another Program ..................................................................................................................... 122

4 TOSHIBA VIPedge UG 07/12

Chapter 12 – Personal Call Handler

Send DDE Msg ...............................................................................................................................123

Send Keystrokes to a Program .......................................................................................................124

Set Phone Status Message ............................................................................................................ 126

Set Phone Forwarding .................................................................................................................... 127

System/PBX Command .................................................................................................................. 128

Transfer Call ................................................................................................................................... 129

Action Variables ................................................................................................................................ 130

Call Variables.................................................................................................................................. 130

System Variables............................................................................................................................ 132

Exporting Actions............................................................................................................................133

Importing Actions ............................................................................................................................133

Testing Actions ...............................................................................................................................134

Chapter 12 –Personal Call Handler

Personal Call Handler ....................................................................................................................... 135

Creating Personal Call Handling Rules............................................................................................. 136

Like Matches ..................................................................................................................................... 143

Unlike Matches.................................................................................................................................. 144

Export Rules...................................................................................................................................... 145

Importing Rules ................................................................................................................................. 145

Contents

Chapter 13 –Using Microsoft Outlook

Dialing from within Outlook ............................................................................................................... 147

Incoming Calls................................................................................................................................... 147

Integrating with Outlook Calendar..................................................................................................... 148

Create Actions to set and clear the DSS Message......................................................................... 148

Create Personal Call Handler Rules ...............................................................................................150

The Final PCH Rules ......................................................................................................................150

Chapter 14 –Using Companion Applications

Contacts ............................................................................................................................................ 151

Sorting Entries ................................................................................................................................151

Searching Entries ........................................................................................................................... 151

Directory .........................................................................................................................................152

Personal / Speed Dial Directory......................................................................................................153

Presence Viewer............................................................................................................................. 153

History ............................................................................................................................................... 155

Chat................................................................................................................................................... 160

Chat Operation ...............................................................................................................................160

Using Chat Messaging.................................................................................................................... 160

To Send a Broadcast Message ......................................................................................................163

Chat Feature Operation ..................................................................................................................165

Response Buttons .......................................................................................................................... 166

Personal Groups ............................................................................................................................. 167

Whiteboard Operation.....................................................................................................................168

Whiteboards Setup .........................................................................................................................169

Configuring Chat............................................................................................................................. 170

Interfacing with Other Programs ..................................................................................................... 174

Format of the DDE Command Interface .........................................................................................175

Dialer................................................................................................................................................. 180

Main Screen.................................................................................................................................... 180

Calls Display Area ..........................................................................................................................181

Functions ........................................................................................................................................181

VIPedge UG 07/12 5

Contents

Chapter 15 – Enterprise Manager Personal Administration

Sorting Entries ................................................................................................................................182

Dialer Operation.............................................................................................................................. 182

Adding Calls to the Dialer ............................................................................................................... 184

Configuration Settings .................................................................................................................... 186

Adding Action Buttons to Ready to Dial and Results Screens........................................................ 188

Advanced Topics ............................................................................................................................189

Buttons .............................................................................................................................................. 189

Web Browser..................................................................................................................................... 190

Soft phone......................................................................................................................................... 191

Chapter 15 –Enterprise Manager Personal Administration

Prerequisites ..................................................................................................................................... 193

Log In ................................................................................................................................................ 194

To change your Security Code/Password ......................................................................................194

Log Out ............................................................................................................................................. 194

Home................................................................................................................................................. 195

Keystrip Labels.................................................................................................................................. 196

DND Activating.................................................................................................................................. 197

One Touch Buttons ........................................................................................................................... 197

Changing a One Touch Button ....................................................................................................... 197

To Use a One Touch Button ........................................................................................................... 198

Ring Tones........................................................................................................................................ 199

Settings ............................................................................................................................................. 200

Call Forward...................................................................................................................................... 201

CF Internal and Line Calls .............................................................................................................. 201

CF Direct Line Calls ........................................................................................................................201

To set up Station Call Forward ....................................................................................................... 201

Speed Dial......................................................................................................................................... 204

System Speed Dial .........................................................................................................................204

System Info ....................................................................................................................................... 204

Display Advisory Messages............................................................................................................204

Voice Mail.......................................................................................................................................... 205

Account Code.................................................................................................................................... 205

Preferences....................................................................................................................................... 206

6 TOSHIBA VIPedge UG 07/12

Introduction

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

Organization This guide is divided as follows:

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

by the VIPedge system.

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

telephones

• Chapter 3 – Feature Operations covers the details about the IP5000-

series telephone’s advanced features.

• Chapter 4 – Messaging Features contains user instructions for the basic

Messaging features.

• Chapter 5 – Greetings has procedures for the Message Greeting

functions.

• Chapter 6 – 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 7 – Call Manager Basics covers the basics of using Call

Manager.

• Chapter 8 – Using Call Manager Features contains user instructions for

call handling features for personal calls in Call Manager.

• Chapter 9 – Preferences covers the Preferences options in Call

Manager.

• Chapter 10 – Buttons discusses the various buttons and options

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

• Chapter 11 – Actions defi nes the powerful actions that can used with

Call Manager.

• Chapter 12 – Personal Call Handler covers the setting up of call

handling rules and other personal call handling options.

• Chapter 13 – Using Microsoft Outlook provides user instructions for

Microsoft Outlook integration using Call Manager.

• Chapter 14 – Using Companion Applications contains procedures for

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

• Chapter 15 – Enterprise Manager Personal Administration

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

VIPedge UG 07/12 TOSHIBA 7

VIPedge

Conventions

Conventions Description

Elaborates specific items or references other information. Within

Note

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

Important!

Extension Number

Arial bold

Calls attention to important instructions or information.

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

Represents telephone buttons.

Courier Shows a computer keyboard entry or screen display.

“Type” Indicates entry of a string of text.

“Press”

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

Shows a multiple PC keyboard or phone button entry. Entries

Plus (+)

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

# + 5.

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

 Denotes a procedure.

 Denotes the step in a one-step procedure.

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

See Figure 10

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

The Grand Tour 1

Toshiba offers the IP5131-SDL, IP5531-SDL, and the IP5631-SDL telephones with the VIPedge solution.

These IP telephones offer a built-in gigabit ethernet switch allowing the telephone

to autosense the network speed, 10/100/1000Mbps. The 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 IP5131-SDL and IP5631-SDL telephones are available with LCD backlight. However, the IP5531-SDL telephones do not have the backlight. To change the backlight settings, refer to Chapter –Feature Operations.

Table 1 IP Telephones for the VIPedge Solution

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

Note: IP5531-SDL cannot connect

to an ADM.

VIPedge UG 07/12 TOSHIBA 9

VIPedge

20 Programmable Feature Buttons 4-Line LCD Telephone

The Grand Tour

Telephone Overview The illustration of the IP5x31-SDL 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

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

F. Microphone LED Button

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

easily.

10 TOSHIBA

VIPedge UG 07/12

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.

VIPedge

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

VIPedge UG 07/12 TOSHIBA 11

VIPedge

The Grand Tour

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.

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

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

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

access codes must be setup before they can be accessed.

Redial

Press Redial to dial the last telephone number called (internal or external). If you have Automatic Line Selection, lift the handset first.

Cnf/Trn (Con-

ference/Transfer)

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

Press

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

the CIX system).

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

Press

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

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

12 TOSHIBA

VIPedge UG 07/12

VIPedge

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.

SK1 SK2 SK3 SK4

Soft Keys

The Grand Tour

Programmable

Feature Buttons

LCD

9-Line LCD

Display

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.

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 NEXT to

advance through the information.

Lines 4~8 will indicate Programmable Feature Button labels.

Line 9 will display the Soft Keys (See “Soft Keys” on page 14).

VIPedge UG 07/12 TOSHIBA 13

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

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

Web pages display basic HTML but do not support ASP or Flash. The 18 buttons that surround the screen can be used to highlight selections in the browser. The

VIPedge

The Grand Tour

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.

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

Soft Keys Softkeys (SK1 - SK4) refer to the four buttons directly below the LCD screen

(shown above). 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.

14 TOSHIBA

VIPedge UG 07/12

The Basics 2

This chapter reviews the basic operations of the IP5131-SDL, IP5531-SDL, and the IP5631-SDL telephones. The instructions apply to all telephone models, except when noted otherwise.

Customizing Your Telephone

Volume Control

To adjust the Handset Volume

Press the Vol

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

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

1. Press Spkr.

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

3. Press the Vol

volume setting applies to all calls until changed.

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

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

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

To adjust handset Beep Tone

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

(default code). You hear beep tone.

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

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

 to

 to decrease volume. This adjusts volume for your

2. Press Vol

VIPedge UG 07/12 TOSHIBA 15

 or Vol  to reach the desired level.

VIPedge

The Basics

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

To adjust the LCD contrast on the backlit telephones

1. Press and hold down the Mic button.

2. Press and release Vol

 or Vol  repeatedly.

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

button must be pressed for each step of contrast change.

To adjust the LCD contrast on the Add-on Module

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

2. Press

3. Press

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

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

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

softkey must be pressed for each step of contrast change

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

To change the LCD back light brightness

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

2. Press

3. Press

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

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

Note: Use the

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

button LCD Add-on Module.

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

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

2. Press the

3. Press the

Others softkey. BL Bright softkey.

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

5. Press the

Set softkey twice.

16 TOSHIBA

VIPedge UG 07/12

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

To change Backlight Settings

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

2. Press the Mic button.

3. Press Hold.

4. Use table below to choose preferred settings.

5. Press Hold Hold to save settings

Table 4 Backlight Settings

Button Input Meaning

1 Always Off

FB1

FB2 1~30

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

is above FB3.

2 Always On 3 On-demand

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

VIPedge

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

VIPedge UG 07/12 TOSHIBA 17

VIPedge

The Basics

6. FB3, LED Off: Normal sensitivity

7. Press Hold to set the option.

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

Telephone Terminology

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

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

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

• a button on your telephone set designated for outgoing calls

• your DN button followed by dialing 9.

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

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

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

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

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

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

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

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

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

18 TOSHIBA

VIPedge UG 07/12

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.

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.

VIPedge

The Basics

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.

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

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.

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

To access the Directory

1. Press DIR soft key.

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.

Notes:

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

searched.

VIPedge UG 07/12 TOSHIBA 19

VIPedge

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

• 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.

20 TOSHIBA

VIPedge UG 07/12

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.

VIPedge

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.

VIPedge UG 07/12 TOSHIBA 21

VIPedge

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.

22 TOSHIBA

VIPedge UG 07/12

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.

VIPedge

The Basics

Responding to a

Lit Msg LED

Turning On/Off

MW LED on

Another

Extension

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

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

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

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

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

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

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

#409. Do this step for each message received.

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

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

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

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

3620.”

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

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

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

back.

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

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

and “MW CANCEL.”

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

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

VIPedge UG 07/12 TOSHIBA 23

VIPedge

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

LED

Extension In-Use

(access outside line)

Incoming Call (while ringing)

Hold (outside line) If using Pooled Line

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

Hold – Consultation

(during consultation/transfer to another station)

Hold – Exclusive (outside line) Hold – Recall

(when held call recalls your idle station)

Hold – Exclusive Recall

Internal Call

(while station ringing)

Busy Station Transfer

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

After disconnecting first call...

Conference

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

2 seconds On, 1/8 second Off

steady

— 1/8 second On/Off

1 second on at 10 pulses/sec-

one second On/Off

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

1/2 second On/Off

On/Off

10 pulses/second steady

1 second at 2 pulses/second,

flashes

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

steady

1 second at 10 pulses/second Your extension button flashes

10 pulses/second—1 second

[SDN] red flashing or green ringing

Off 4 pulses/second, 1/8 second

On/Off

3/4 second on, 1/8 second Off

10 pulses/second 2 pulses/second

10 pulses/second steady

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

function performed. Flash rates listed in the table above.

24 TOSHIBA

VIPedge UG 07/12

Feature Operations 3

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)

VIPedge UG 07/12 TOSHIBA 25

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.

VIPedge

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.

26 TOSHIBA

VIPedge UG 07/12

VIPedge

Feature Operations

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

telephones with a display that call your telephone. The messages can be up to 16 characters long. The system provides a number of predefined messages, shown in the table below. Message numbers 5~9 can be defined by your System Administrator.

Advisory Message Default Code Table

Msg No. Characters Displayed Additional Digits

OUT TO LUNCH

IN A MEETING

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

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

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

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

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

2. Press #411

3. Enter Message number (see table above)

4. Enter additional digits if required.

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

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 the EMPA.

2. Select System Info then the Advisory Message tab.

VIPedge UG 07/12 TOSHIBA 27

VIPedge

Feature Operations

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

on your station.

When the Alarm Notification button displays

• Call your System Administrator.

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

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

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

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

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

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

by success tone, then busy tone resumes.

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

Cancel Automatic

Callback

Deactivate Automatic

Callback

3. When the called station or outside line becomes idle, your telephone rings and you will see a fast flashing LED.

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

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

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

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

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

Press Auto Callback or extension button + #431.

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

28 TOSHIBA

VIPedge UG 07/12

VIPedge

Feature Operations

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

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

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

Important! Check with your Dealer to determine if the system uses

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

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

for each telephone, commonly set to voice mail.

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

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

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

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

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

extension on your telephone to override the telephone’s System Call Forward settings. Each extension can be independently set up to Station Call Forward to a unique destination. You can set a Programmable Feature Button to perform any Call Forward function using Enterprise Manager Personal Administrator (EMPA) User Administration tool. Call Forward must be set prior to receiving the call.

Important! Check with your System Administrator to determine if

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

The following calls to your station can be forwarded:

• Internal calls

• Auto Attendant calls

• Outside lines that ring only your station

• Transferred internal or incoming line calls

Station Call Forward

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

into a rolling list for the station where the call is ringing. The call is placed in the list along with the number, name (if provided), time and date of the call, and status of the call (answered, abandoned, or redirected). You can access

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

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

lights green and the latest record displays.

• Press Vol +

record.

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

to call name/number).

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

VIPedge UG 07/12 TOSHIBA 31

VIPedge

Feature Operations

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.

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.

and the system automatically selects a General Park

to retrieve a parked call.

32 TOSHIBA

VIPedge UG 07/12

VIPedge

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

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

Table 3-1

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.

• 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.

VIPedge UG 07/12 TOSHIBA 33

VIPedge

Feature Operations

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)

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.

34 TOSHIBA

VIPedge UG 07/12

VIPedge

Feature Operations

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

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

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

Place Current Call on Hold

to Answer Waiting Call

Using the Flashing

Extension Call to Answer

Waiting Call

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

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

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

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

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

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

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

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

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

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

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

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

destination station (IPT or attendant console).

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

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

Notification of Caller

Information

View Saved Caller ID

Information

VIPedge UG 07/12 TOSHIBA 35

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.

VIPedge

Feature Operations

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

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

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

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

flashes green.

2. Call another station or outside line.

3. When the called party answers, press Cnf/Trn. If you receive a busy tone or no answer, press Cnf/Trn again to return to the original

connection.

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

appears on your telephone, the LED also flashes green.

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

6. When the Master of the conference hangs up, the control is automatically transferred to the first internal station added to the conference call. If no other internal stations are included in the conference call, the call will be disconnected.

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

Transfer Conference

Control

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

Adding Voice Mail to a

Conference

Add Voice Mail to a

conference call

(performed by Conference

Master)

1. Complete Steps 1 and 2 above to add the line where you want to transfer conference control. See previous Note.

2. Announce the call and hang up to transfer it. This station now becomes the conference Master with the ability to add or delete parties.

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

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

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

2. Dial the voice mail (VM) extension number, then enter the VM mailbox and security code. This adds the voice mailbox to the conference.

3. Press Cnf/Trn to reconnect to the original party. (You can continue to add conference members by pressing Cnf/Trn and dialing another

extension.)

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

Supervising a Tandem

Call

36 TOSHIBA

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

extension LED flashes (conference rate).

2. Dial an outside telephone number.

VIPedge UG 07/12

VIPedge

Feature Operations

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

use rate) and all parties are conferenced.

4. If you receive a busy tone or if the station does not answer, press the

flashing extension button to return to the original connection.

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

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

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

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

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

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

Conference Add/Split/

Join/Drop

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

You can then Join both of you back into the conference, or you can Drop (disconnect) the member you are connected to. This feature is performed with Soft Keys if you have a LCD phone or with a Split button programmed on one of your Programmable Feature Buttons.

Important! You must be a conference master to perform the Add,

Split, and Drop features. The conference master is the person that initiates the conference call. If that person drops from the conference, the first person added to the conference becomes the conference master.

Add an Incoming call to

the Conference

1. Place the first caller/Conference on hold.

2. Answer the incoming ringing call.

3. While speaking to the incoming caller, press Cnf/Trn button.

4. Press the blinking DN where the first caller/Conference was placed on

hold.

5. Press Cnf/Trn twice to join all parties together.

Split from a conference 1. While in a conference call on an IP5000-series phone, press the

(Split) soft key or Split button.

2. Press the

NEXT soft key until you see the extension number for the party

that you want to Split out of the conference.

3. You can return both yourself and the other Split party back into the

conference by pressing

JOIN.

SPLT

RTRN terminates a feature operation and returns to the previously

displayed state.

Drop the Split party from a

conference

Press the

DROP Soft Key. The party that you are talking to privately (the party

which you have Split from the conference) will be disconnected (Dropped) and you will rejoin the conference.

If you are in a three-way conference and Split with one of the parties, the remaining party will essentially be “on hold” until you return to the conference.

VIPedge UG 07/12 TOSHIBA 37

VIPedge

Feature Operations

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 ForwardBusy/No Answer, the call is redirected to the forwarding destination immediately.

If you put an extension other than the Primary extension into DND, only calls to that extension on your telephone will be blocked. Appearances of that extension on other telephones continue to ring.

Activate DND on your

Primary extension

Activate DND on a non-

Primary extension

Deactivate DND •

Setting DND for Another

Extension

• Press Do Not Disturb or #6091 (hear Success Tone). The LED lights

steady red and DND mode is activated for the entire station.

• 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.

Change DND Pass Code • Enter #670 (hear Entry Tone) + ext. no. (hear Entry Tone) + old pass

code + # (hear Entry Tone) + new pass code + # (hear Success Tone).

If you activate DND while a call is ringing, the ringing stops. The LED continues to flash on your telephone and ring on other appearances.

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

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

Note: Check with your System Administrator for the Access Code because

this code may be different from the one used to get an outside line.

38 TOSHIBA

VIPedge UG 07/12

VIPedge

Feature Operations

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.

Responding to a Lit Msg

LED

Turning On/Off MW LED

on Another Extension

Note: If there are Phantom DNs (PhDNs) programmed on an extension,

each PhDN can receive up to three message waiting indicators.

1. Press the Red flashing Msg button. The telephone will dial the message

source (the voice mail or another extension). See Note below.

2. When the call is finished, hang up and the message waiting indicator will

clear.

3. If the Msg LED continues to flash, there are additional messages to

check, repeat steps 1-2. Voice mail devices have a short delay in turning off the message waiting indicators.

4. To manually turn off the Msg LED, press your extension button, then enter

#409. Repeat this sequence until all the messages are cleared.

Notes:

• If there is a + on the LCD, press the Next Soft Key to scroll through the

messages sent to that extension.

• To see who has sent you messages, or to retrieve the messages, press

the flashing Msg button.

When an extension is called, the calling party can choose to send a message to the called party. This is a notification to say that a call has been missed and the calling party would like to be called back.

By sending a message to another extension you turn on their Msg LED.

VIPedge UG 07/12 TOSHIBA 39

VIPedge

Feature Operations

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 Cut-Off This feature prevents callers from monitoring the sounds near your telephone

when your telephone receives a Handsfree Call or cuts-off the telephone microphone while on a speakerphone call. When the feature is ON, the

Microphn Cut-off LED lights steady red and the Mic and Spkr LEDs do not light when your telephone is called. When the feature is OFF, the Microphn Cut-off LED is not lit and your microphone works. The Microphn Cut-off

functions on Handsfree Answerback and speaker OCA calls for privacy.

To turn the microphone ON/OFF

•

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

Off-Hook Call Announce (OCA)

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.

Make an OCA Call •

40 TOSHIBA

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.

VIPedge UG 07/12

VIPedge

Feature Operations

• 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.

Answer a Speaker OCA

Call

Speaker Off-hook Call

Announce

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.

IP5000-series telephones can receive Speaker OCA which enables stations to receive internal calls over their speaker while on another call using the handset.

VIPedge UG 07/12 TOSHIBA 41

VIPedge

Feature Operations

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

• Busy Override

• Do Not Disturb Override

• Executive Override

• Destination Restriction/Traveling Class Override

• Class of Service Override

• Privacy Override

station to indicate a call is waiting. The Busy Override (BOV) muted ring can be programmed for each station to be two muted rings only or continued muted rings until the call is answered. This option applies to the station receiving the muted ring. The muted ring can be sent to the telephone speaker or to the telephone handset/headset and speaker.

To use Busy Override

• After reaching a busy station, press 2. A muted tone is heard at the busy

station, indicating that a call is waiting. The station number displays.

Do Not Disturb Override Do Not Disturb (DND) Override lets you send a call waiting tone or ringing to a

station in DND mode to indicate that a call is coming in. Your telephone may be programmed to block DND Override from other telephones. Your station’s LCD shows that the station you have called is in the DND mode.

OCA is possible to DND stations from stations that are programmed for DND Override.

To use DND Override

• After reaching a station in DND mode, press 2. A tone signal is heard at

the DND station, indicating a call is coming in. On your station, the LCD shows the station number you have overridden.

Your LCD displays DND OVR DENY if the station you called denies

DND Override.

Executive Override Executive Override enables you to enter an established conversation. Your

telephone can also be programmed to block Executive Override from other telephones.

To perform Executive Override

• After reaching a busy station, press 3

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.

42 TOSHIBA

VIPedge UG 07/12

VIPedge

Feature Operations

Destination Restriction/

Traveling Class Override

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

Enables a station user to override the Destination Restriction or Traveling Class of a particular telephone by entering a pre-determined account code.

To use Destination Restriction or Traveling Class Override

1. Press #471. A Confirmation tone plays and the LCD shows “Enter OVR

Code.”

2. Enter the trunk access code or LCR access code.

3. Dial the external telephone number.

station’s set of privileges to one associated with the override code. When the call is terminated and another is attempted from the same station, the original COS is applied. This allows selected users to override restrictions that are placed on any telephone in the system.

To perform Class of Service Override

1. Access a Primary or Phantom DN. You hear a dial tone and the LED

flashes at the in-use rate.

2. Press #471. Dial tone stops. Your LCD prompts you to enter a code.

3. Enter the COS Override Code (four digits). You hear a dial tone.

4. Dial a telephone number.

Note: For security reasons, the override codes are only available on a

selected basis. See your System Administrator.

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

another telephone. Up to two station users can enter an existing Central Office (CO) line-to-station call (i.e., up to three stations can be connected to a CO line). You can also use this feature if the station that is already connected to the CO line is in the Privacy Release mode.

Station users with Privacy Release can allow stations with the shared

button appearance to enter their conversations, even if the station entering the conversation is not programmed for Privacy Override.

Paging Station users can make page announcements to telephones. Check with your

System Administrator to find out the zone numbers for various paging groups. Verify with your System Administrator if there are sufficient vacant media resources for successful paging.

To make a Page announcement to telephones:

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.

VIPedge UG 07/12 TOSHIBA 43

VIPedge

Feature Operations

Answering a Page To answer a Group Page, lift the handset off-hook, dial #5#36 and enter the

Page Zone number (01~08, depending on your telephone system).

All Call Page You can make an All Call Page to telephones assigned to the “All Call Page

Group.” Stations are assigned to the “All Call Page Group” in system programming.

To make an All Call Page:

1. With the handset off-hook, press All Call Page

— or —

Dial #30. This pages all telephones in the All Call Page Group, not the

external speakers. Paging external speakers requires a separate action.

2. Make your announcement then hang up.

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

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

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

only.

• To make an Emergency Page, lift the handset off-hook, dial #37.

• To make an Emergency Page to a group, lift the handset off-hook, dial

#38 and enter the Group number.

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

extension at the same time. Privacy applies to multiple appearances of extensions, Phantom extensions, outside Lines, and outside Line Group buttons. The application of Privacy to individual telephones is controlled in system programming.

By default, the system is private. If you are in a conversation, another telephone with an appearance of the line on which you are talking cannot intrude unless that telephone has been programmed for Privacy Override. In that event, the other telephone may enter and leave the conversation at will. If all users are provided with Privacy Release in Class of Service, the system will function as non-private.

Your telephone may be equipped with a Privacy Release and/or a

Privacy on Line button. On a normally private telephone, Privacy Release allows other appearances of your line to join the conversation. On a

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.

44 TOSHIBA

VIPedge UG 07/12

VIPedge

Feature Operations

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

Making a Call Using Speed

Dial

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

numbers are allocated to your telephone and if you have Speed Dial capabilities enabled on your telephone.

2. Set up / Store your personal Speed Dial numbers.

3. Assign names to personal Speed Dial numbers (on supported models).

There are two ways to begin a Speed Dial Call.

1. Press Spdial on an IP5000-series digital telephone

or press the

button on any telephone.

2. Dial the Station or System Speed Dial Number. Station Speed Dial

numbers occupy numbers 100~199. System Speed Dial numbers occupy numbers 200~999.

Feature Feature Access Code Sequences

bin number (nnn).

Spdialb + nnn

nnn = 100~199 Station SD numbers

Spdial

+ nnn

nnn = 200~999 System SD numbers

VIPedge UG 07/12 TOSHIBA 45

VIPedge

Feature Operations

Speed Dial Capabilities Go to Enterprise Manager.

1. Click on Station > Station Assignment.

2. Click on the Basic tab.

3. Enter the desired number of SpDial Bins.

4. Set System Speed Dial to enable/disable. Default is Disable.

5. Click on the Save icon.

Long SD Numbers Up to 32 digits can be stored in one SD location. If you exceed 32 digits, the

excess digits are automatically stored in the next sequential SD location. If SD 100 contains 40 digits, then 8 of those digits would be stored in SD 101. If you save other digits to SD101 they will over-write the eight digits automatically stored there.

Storing Personal Speed

Dial Names

Assign Statio n 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.

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.

Time and Date Setting (Local)

46 TOSHIBA

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

VIPedge UG 07/12

VIPedge

Feature Operations

Note: The IP telephone date can only be changed one day before or after

the telephone system date. The day will change automatically when the date is changed.

To change the time

• From the IP telephone, dial #654 and enter HHMMSS#

Example: To change the time to 01:30 PM HH = Hour, example 13 (range is 00~23, 24 hour clock must be entered) MM = Minutes 30 (range is 00~60. It must be within 15 minutes of system time.) SS = Seconds (range is 00~60).

Note: The time set must be within 15 minutes of system time.

Tone First / Voice

To determine the signalling on the telephone circuit.

First Signalling

Tone First Signalling When the telephone rings and the called party must press Spkr or lift the

handset in order to receive the call.

Voice First

Signalling

Uniform Call Distribution

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.

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.

VIPedge UG 07/12 TOSHIBA 47

VIPedge

Feature Operations

Login/Logout Login and Logout is controlled by the Login key assigned to the agent phone.

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.

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

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

tion

where DN = the Directory number of the agent station.

48 TOSHIBA

VIPedge UG 07/12

Messaging Features 4

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.

VIPedge UG 07/12 TOSHIBA 49

VIPedge

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).

50 TOSHIBA

VIPedge UG 07/12

VIPedge

Messaging Features

Volume /Speed Control

You can use the following keys at any time during message playback to change message volume or message speed.

Press 9 then one of the following keys:

1 Low Volume 2 Normal Volume 3 High Volume 4 Low speed 5 Normal speed 6 High speed

Reply to a Message During message playback or after the message has finished playing, you can

reply to the sender of the message. The message will be delivered directly to the sender’s voicemail box.

1. Press 7 1 while listening to a message or after the message has finished

playing.

You can use the following keys at any time during message playback:

1 Save the message 2 Listen to next message 3 Erase the message # Repeat the message 7 Reply / Redirect the message 8 Envelope information 9 Speed or volume control

2. The system will prompt you to record a message. Use the following options to send the message.

1 Delivery message 2 Review message 3 Rerecord message 0 Delivery options

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

VIPedge UG 07/12 TOSHIBA 51

VIPedge

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

52 TOSHIBA

VIPedge UG 07/12

VIPedge

Messaging Features

Erase / Delete and Retrieve a Deleted Message

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

Retrieve a Deleted

Message

While you are listening to a message, or after a message has finished playing, you can delete the message from your inbox or saved box.

deleted folder.

Note: You will have a minimum of one day to recover this deleted message;

some system administrators may extend this recovery period.

You may also retrieve a deleted message and move it back into your saved messages folder.

1. Press 6 from the main subscriber’s menu. If you are currently reviewing

messages press * 6.

2. You now have three options:

• To listen to your deleted messages, press 1

• To move the message back to your saved messages, press 2

• To delete the message, press 3

Note: Erasing a message permanently deletes your message from the

system and you will no longer be able to recover it.

Number of Messages To check how many messages you haves:

The system can tell you how many new and saved voicemail messages you have. If you have fax and email capabilities, the system will also inform you how many fax and email messages you have.

From the Subscriber’s menu, press 1 4 to hear your message count.

Send A Message Directly To A Subscriber’s Mailbox

You can send a message directly to another subscriber’s mailbox from your voicemail.

To record and send a message:

1. Access your voicemail box.

You will need the following information:

• Phone number to call the voice messaging system (this may be different from inside and outside of the organization)

• Your mailbox number

• Your security code (password)

2. From the subscriber’s menu, press 2 to record a message.

3. Press any key when you are done recording.

• Press 2 to review your message before sending

• Press 3 to Re-record your message

•Press

to cancel without sending

VIPedge UG 07/12 TOSHIBA 53

VIPedge

Messaging Features

• Press 1 to send.

• Press 0 for delivery options such as confidential, urgent or

message confirmation.

4. The system will prompt you to enter the mailbox to which you wish to send the message. You can also use a private or public group distribution list at this time; see “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.

54 TOSHIBA

VIPedge UG 07/12

VIPedge

Messaging Features

T o Mark a Message as Priority and Confidential

To Request a Return Receipt for a Message

1. Call the voice messaging system and press 2 from the subscriber’s menu

to record a message. Press any key after recording.

2. Press 0 3 4 to send the message as priority and confidential.

3. Address your message.

When you send a message as priority and confidential, the system will also provide you with the option to send the message with return receipt and/or schedule it for future delivery. See this chapter for more information on these options and follow the prompts in the system to use these features.

When sending a message to a subscriber’s inbox you can request a confirmation that the recipient received and listened to the message. A notification will be delivered to your inbox after the message has been listened to.

1. Call the voice messaging system and press 2 from the subscriber’s menu

to record a message. Press any key when you are done recording.

2. Press 0 5 to send your message with return receipt.

3. Address your message.

To Request Notification of Nonreceipt

To Schedule a Message for Future Delivery

You can request that the system notify you if a message you send to a subscriber is not heard. A notification will be delivered to your inbox if the message is not listened to by a date and time that you designate.

1. Call the voice messaging system and press 2 from the subscriber’s menu

to record a message. Press any key when you are done recording.

2. Press 0 6 to send your message with return receipt.

3. The system will ask you to use your keypad to input a 2-digit month, 2-

digit date and 4-digit time. The system will confirm the date and time you specify.

4. To confirm and continue sending press 1.

5. Select the mailbox destination and press 1 to confirm and send.

You can schedule a message for future delivery with any delivery option (normal, priority, confidential, receipt and non-receipt). After you select your delivery options and address the message you can send the message immediately or mark it for future delivery.

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

to record a message. Press any key when you are done recording.

2. Select your delivery option.

3. Select the mailbox destination and confirm.

4. Press 2 for future delivery.

VIPedge UG 07/12 TOSHIBA 55

VIPedge

Messaging Features

5. The system will ask you to use your keypad to input a 2-digit month, 2digit date and 4-digit time. The system will confirm the date and time you specify.

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

To Send a Message Using Directory Assistance

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

56 TOSHIBA

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.

VIPedge UG 07/12

Greetings 5

Messaging offers a variety of greeting options for your mailbox. Below is a list of the different greeting options and their intended purpose.

• Default Greeting – The default greeting is the principal greeting for your

mailbox. Once recorded, it is played each time a call is sent to your mailbox.

• Extended Absence Greeting – The extended absence greeting is used

when you are away from the office for an extended period of time; for instance a business trip or vacation. Because it is separate from your Default Greeting, you can simply deactivate it and reactivate your Default greeting without re-recording.

• Busy Greeting – Depending on how your telephone extension is configured,

the busy greeting can be used for when calls arrive at your mailbox, either because the auto attendant dialed your extension and received a busy signal, or if your extension is programmed with a busy forward to voice mail. You can record a custom greeting advising callers that you are on the phone and you will return their call promptly. If you are not busy on the phone, callers will receive your Default Greeting.

• Custom Greetings – Each mailbox can have up to nine custom greetings.

Custom greetings can be used for special advisements to callers for which you don’t want to rerecord your default greeting or use an extended absence greeting. For example, you may use a custom greeting to advise callers that you are not in the office due to weather conditions, or to give callers other special instructions.

Manage your Default Greeting

Activate your Extended Absence Greeting

VIPedge UG 07/12 TOSHIBA 57

When you access your mailbox for the first time you will be asked to record a personal greeting. You have the option of changing this greeting at any time.

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

menu to change your default greeting. Press any key when you are done recording.

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

You can set up your extended absence greeting which will replace your default greeting when activated.

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

menu to access your extended absence greeting. The system will advise you whether your Extended Absence Greeting is activated or deactivated.

2. If an Extended Absence greeting has already been recorded, you can press 1

to activate the greeting.

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

VIPedge

Greetings

Deactivate your Extended Absence Greeting

Manage your Busy Greeting

Manage your Custom Greetings

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

menu. The system will advise you whether your Extended Absence Greeting

is activated. To deactivate your Extended Absence Greeting, press 1. This

will restore your Default Greeting.

To manage your Busy Greeting:

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

menu to access your Busy Greeting.

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

To manage your Custom Greetings:

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

menu to access your Custom Greetings.

2. Press 1~ 9 to select the Custom Greeting you wish to manage.

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

Change your Recorded Name

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.

58 TOSHIBA

VIPedge UG 07/12

Other Messaging Applications 6

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

VIPedge UG 07/12 TOSHIBA 59

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.

VIPedge

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.

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

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

60 TOSHIBA

VIPedge UG 07/12

VIPedge

Other Messaging Applications

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.

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.

VIPedge UG 07/12 TOSHIBA 61

VIPedge

Other Messaging Applications

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.

Change your Mailbox Password

5. Enter in a 4-digit time followed by a

6. The system will confirm the wake up time.

7. Set up the call-out number. This is the number the system will ring at your

scheduled time. Press 3 and the system will inform you if there is already

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.

for AM or # for PM.

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.

62 TOSHIBA

VIPedge UG 07/12

VIPedge

Other Messaging Applications

Personal Assistant With Personal Assistant you can designate buttons that callers can press

when listening to your voicemail message that will automatically transfer them to another extension. For example, you may wish to inform callers they can reach your assistant by pressing a number on their keypad.

A Personal Assistant must first be set up by your system administrator to define the key press. Once the key press is set up you can change the transfer extension through your phone. Check with your system administrator to see if any keys are pre-defined in your organization.

To change your Personal Assistant transfer extension:

1. Call the voice messaging system and select 3 7 2

2. Enter the mailbox of the person you wish the call to be transferred to,

followed by #.

3. Change your personal message greeting (see 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 and depending on how it is set up can also allow you to:

• Accept a call or reject it and send it to voicemail

• Record the conversation once the call is accepted

• Conference in the operator and stay on the call or drop out

• Conference in another extension and stay on the call or drop out

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

1. Follow Me feature control button on the phone:

User can now 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 take the call from the cell phone and return to the office, the call can be easily handed off to the desktop phone by pressing the same button.

3. Status Indication:

The button has the LED to show the status of the Follow Me feature as shown below.

Button LED Description

Off

Red

VIPedge UG 07/12 TOSHIBA 63

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.

VIPedge

Other Messaging Applications

Button LED Description (continued)

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

Setting up Follow

Follow Me is being handed off to the desk phone.

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

while the 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.

1. Administrator must activate the Net Server.

2. Administrator must assign Net Server integration in the Messaging Registry settings.

3. “Follow Me” button should be assigned to users’ IP telephone flexible button using Enterprise Manager or Personal Admin.

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

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

subscriber’s menu.

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

will then repeat the number back for confirmation.

3. To activate this call-out number, press 1 or to enter a new call-out number, press 2.

Once the call-out number is activated, all calls stop ringing at your office phone and will automatically be forwarded to your call-out number.

Accepting or

rejecting calls at a

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

call-out

1. Once the Follow me has been set up and a call is redirected to your callout number and you answer the phone, you will hear a message that indicates you are receiving a transferred call from the voicemail system.

2. Press # to accept the call or

Transfering to an

Operator or

another Extension

64 TOSHIBA

If available in your organization, you can transfer to an operator or to another extension once you accept a transferred call.

1. Once the Follow me has been set up and a call is redirected to your callout number and you answer the phone, you will hear a message that indicates you are receiving a forwarded call from the voicemail system.

2. Press # to accept the call.

3. At any time during the conversation, press # again to trigger the call options. You can press 0 for the operator or # and another extension

number, then hang up.

to reject the call and send it to voicemail.

VIPedge UG 07/12

VIPedge

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.

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.

VIPedge UG 07/12 TOSHIBA 65

VIPedge

Other Messaging Applications

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.

66 TOSHIBA

VIPedge UG 07/12

Call Manager Basics 7

Call Manager works with Net Server to provide a powerful “PC-Phone” to enhance productivity for telephone users.

The Call Manager is designed to run on a PC with Microsoft® Windows XP, Windows Vista, Windows Server 2003, Windows Server 2008, or Windows 7 operating systems connected to a standard TCP/IP network with the Net Server. The Net Server must be installed with the proper software license(s) for Call Manager to operate correctly. Call Manager will operate in Demo Mode if the appropriate licenses are unavailable. Demo mode lets you use the software for Demonstration purposes only for a limited period of time.

Call Manager Advanced version is included for all VIPedge users and provides enhanced functionality, including full Unified Communications (UC).

Call Manager provides the following major functions:

• It allows you to place, answer, handle, view, and manage phone calls using

your computer screen, keyboard, and mouse.

• Using the VoIP Audio capabilities can provide a complete speech path when

using a PC with the proper speech component support.

• Rules and actions can be set up to automatically activate when calls arrive

even while you are away.

• It can easily interface with many popular programs (like Microsoft Outlook,

Goldmine, ACT, etc.). This allows you to dial from and “screen-pop” into these programs or the Internet / Intranet.

VIPedge UG 07/12 TOSHIBA 67

VIPedge

Main Menu Button

Companion Application tabs

Call Manager Basics

The Main Screen This section gives an overview of the main user interface of the Call Manager,

including the buttons, displays, and indicators, which allow you to easily and efficiently operate your phone. Call Manager provides two views, Compact and Expanded, allowing you to operate using only the space on your screen that you want.

Note: You can easily change the color scheme of your Call Manager by

clicking drop down next to the Set the color scheme icon. The color options are Blue, Silver or Black.

The Compact View In “Compact” view Call Manager consumes minimal screen space but still

provides the user with indictors, information, and buttons to effectively operate the phone. This view is most effective when users handle one call at a time, or have very little available screen space. Below is a sample view and information about the various parts of Call Manager.

Note: The button information below is independent of the compact or

expanded view. However, the buttons that are visible in the compact view are explained first and the additional buttons are explained in the Expanded view section.

Button / Icon Description

Main Menu Click this button to access Call Manager configuration

menus and Help.

Close Button Hides Call Manager into the system tray. Double-

click on the Call Manager icon (shown right) in the system tray to return the Call Manager to the screen.

Minimize Button Used to change the phone to/from its “Compact” view and

its “Expanded” view.

68 TOSHIBA

VIPedge UG 07/12

Button / Icon Description

VIPedge

Call Manager Basics

Tabs – Home, Preferences

The tabs control various functions and settings.

• Home – has some of the basic telephone functions, such as Make Call, Answer, Hold, Transfer, Hangup, Forward, DND On/Off. It also contains Personal Call Manager Action settings.

• Preferences – contains General configuration, Hot Keys, Dialing, and Docking. It also has tab settings, such as Add, Update, Delete, and Revert. It also contains the skin preference and advanced menu such as call and event information.

Icons on the Right (L to R): ?? Toggles compact and expanded mode, color

scheme, voice message indicator, open personal call handler. These functions are explained below or in other chapters.

Information LCD Display

This window simulates a phone LCD and provides different types of information depending on current status. If your phone is idle, it shows the date/time, Extension number, and current Name. While a call is active on your phone it shows information about the call – Duration, CallerID or Name (if present.) When a call is active in the window, right-click on the LCD to access to popup a menu of call control options.

Message Waiting Indicator

This indicator blinks a Red light above the envelop icon (shown left) when you have messages waiting.

Side Window Rollout Button

Companion Application tabs

Press this button to show a side window that has additional programmable buttons.

A number of optional companion programs can be configured to add significant functionality to the Call Manager.

Each Companion Application is docked in the pane at the bottom of Call Manager to provide easy access to the fea-

tures/functions of the application.

Home Phone tab The first four keys allow you to (from left to right) Answer,

Hold, Transfer, and Hang up a call. Should you forget, you can hover your mouse over a key to be reminded what function a key performs.

Do-Not-Disturb Key and Indicator

Displays the current Do Not Disturb status of your phone. Hover the mouse over this area to see the current DND status message. Click to change your DND status and message.

Call Forward Key and Indicator

Displays the current “PBX call forwarding” status for your phone. Hover the mouse over this area to see the entire FWD status. Click to change your PBX forwarding status and destination.

VIPedge UG 07/12 TOSHIBA 69

VIPedge

Call Manager Basics

Button / Icon Description

Dial Pad Button Click the dial pad button to expose and

Make Call Button Click the Make Call button to dial the number shown in the

hide the popup Dial Pad. Use the Dial Pad when you reach a recording that says “...Press 1 for sales, 2 for support,...”. When this dial pad is displayed you can use your mouse to click the digits to dial or use the number keys or NumLock keypad on your computer keyboard to dial digits.

Dial Buffer.

Dial Buffer and Redial Selection

Type a number into this space and press Enter or click the “Dial” button to the left of the box. Click the drop-down arrow to view the last 10 outside phone numbers you dialed. Select a number from the drop-down and press Enter or click Dial to redial that number. You can even Copy/Paste phone numbers from other programs into this window to dial. You may also include letters in the dial number – Call Manager automatically converts the letters to the matching numbers on the telephone keypad (i.e. 1800-IFLYSWA).

Volume Controls These buttons control the volume when the VoIP audio

interface is used.

Audio Control The audio control is your line button with a status indicator

for that line when using the VoIP audio interface. Right click the button to see the Audio Configuration menu.

Recording Button & Indicator

The indicator light works in conjunction with OAISYS Tracer and OAISYS Auto Call Record. Users with appropriate permissions will have this indicator on their Call Manager. If the light is red, this means the user’s call is currently being recorded. If the light is gray, it is not being recorded. The user can click on this button and select ‘Start Recording’ to initiate recording of the call. If the call is being recorded the user can click on the button to terminate the recording.

A number of shortcut keys allow you to use the keyboard in place of the mouse to control Call Manager. The list of Shortcut keys can be found using the menu selection Setup>Shortcut Keys. Note: The F1 key is the HELP key a can be pressed at any time to access the Help document.

70 TOSHIBA

VIPedge UG 07/12

VIPedge

Call Manager Basics

Expanded View In “Expanded” view the Call Manager is enlarged beyond the compact view to

provide the user with additional buttons, indictors, information to manage multiple simultaneous calls and to access many other features. The follow describes the additional items in the “Expanded” view.

• Calls Window – This window displays that status and associated information

for each active phone call on the phone. Thus you can easily view and manage multiple phone calls. Right click the mouse on any call to view a menu of options for handling the call (like Hold, Transfer to Voice Mail, Hang Up, etc.).

• Call Info Indicators – on the right side of the Call Window is a “Call Info

Indicator” that indicates if Extra call information is attached to a call. A gray notebook icon means no information is attached, a blue notebook icon means standard information is attached, and a red notebook icon indicates priority information is attached to the call. Press the Call Notes icon to view or change Notes information on the call. Notes are retained with the call even when you transfer it to another person. You may use Call Notes with an IVR to attach a Customer Name, Credit Card Number, and Zip Code to the call before you answer, saving you from asking the caller for this information.

• Programmable Buttons – A number of keys can be easily configured by the

user as “Feature” keys, “Speed Dial” keys, “Call” keys, “User Action” keys, etc.

VIPedge UG 07/12 TOSHIBA 71

VIPedge

Call Manager Basics

To change one of these keys simply Right-click the mouse over the key and use the Setup Key window to configure the settings for the key.

Screen Docked

Views

Screen-docked profile

Call Manager Main

Call Manager provides a screen-docking feature where the Call Manager can dock to the top or bottom of your PC screen. When screen docked the Call Manager takes on a very low profile using only a small portion of the screen, and stays accessible even when other applications are maximized. This allows user’s to access the features of Call Manager while consuming a

minimal amount of PC screen space as shown below. This is not the default,

the default docked profile is the regular expanded view.

Most of the phone display, buttons, and controls that appear on each screendocking profile can be chosen by the user from the “Docking Tab” in Call Manager Preferences.

To reach Call Managers Main Menu, click on the CM icon/menu in the upper left-hand corner. The Main Menu opens as shown below:

The Main menu screen menu item expands into an ability to Change the Login settings, an ability to reset the phone to its default settings, access help, and check the Call Manager version and serial number.

72 TOSHIBA

VIPedge UG 07/12

VIPedge

Call Manager Basics

Shortcuts You can use the KeyTips to execute various commands. The KeyTips available in

CM are explained below.

KeyTips KeyTips allow for easier keyboard navigation. Each tool on the Ribbon has a

KeyTip assigned to it which you can navigate with using your keyboard. To begin, press Alt. Small boxes with letters inside appear over various tools on the ribbon. To use that tool, press the letter. For example, press 'Alt + C' to use the “Compact” button.

If the tool is a container-type tool (such as a Ribbon Tab, Drop-down menu, or the Application menu), pressing the associated KeyTip will show the KeyTips of tools in that container. From there, you can press another KeyTip to use a tool in that container, or press Escape to return “up” one level, showing the keytips from before. For example, press 'Alt + A' to transfer to the Actions ribbon tab, then press 'N' to launch the New Action dialog box.

Note: If you want a tool to be available without having to navigate the ribbon,

you can add it to the Quick Access Toolbar. Tools on the QAT respond to Alt+1, Alt+2, etc.

Hot Keys CM also has “Hot Keys” for dialing and popping up (to quickly answer calls), which

can be set in Preferences > Hot Keys.

Call Alert When a call rings the phone, the alert window pops up, and the user can answer

the call from the pop up window or the open the Call Manager main window.

VIPedge UG 07/12 TOSHIBA 73

VIPedge

Call Manager Basics

The Side Window Screen

Call Handler Mode

Click the “Side Window” button on the main screen to cause the side window to appear just to the right side of the main window or below when the main window is docked. The side window provides access to the Personal Call Handler window and additional programmable buttons can also be reached.

This window is docked to the side of the main window. You can move the side window around the screen, but whenever the main window is moved the side window will move with it. And likewise whenever the main window is minimized (into the system tray) or restored, the side window will move with it.

• Call Handler Management Buttons – Used to Add, Change, or Delete

Personal Call Handler rules.

• Close Button – Use to close the Call Handler window.

• Call Handler Rules Window – Displays the current Call Handler rules

along with an enabled (checked) and disabled (unchecked) box per rule. The triggering event is show in blue text while the action to take place is shown in red text for easier viewing.

• Buttons tab – Use to switch the window from the “Call Handler” mode to

the “Buttons” mode.

Buttons Mode Below is a sample view of the side window screen in Buttons mode, which

provides 25 user-programmable buttons for the user.

• User Programmable Buttons – A number of keys can be easily configured

by the user as Feature keys, Speed Dial keys, Call keys, User Action keys, etc.

74 TOSHIBA

VIPedge UG 07/12

VIPedge

Color icon

Call Manager Basics

Companion Application Windows

Companion Application tabs open as the result of clicking one of the Call Manager tabs. These windows open docked (connected) to the main window or can be undocked (moved away) from the main window. (Each side must be enabled in the “preferences/docking” drop down list). While a companion window is docked with the main window, whenever the main window is moved the companion window will move with it. And likewise whenever the main window is minimized (into the system tray) or restored, the companion window(s) moves with it.

When companion windows are undocked, they float separately from the main window and can be moved and resized separately. Use the Fly out / Fly in icon (shown right) to dock and undock companion applications.

All companion applications can dock to the top, bottom, left or right side of the desktop. When docked, the companion applications can be arranged in various configurations (vertically, horizontally, pinned, unpinned). To dock a Companion

Application window to one of these edges, first undock the window from the main window. Then, drag the companion application window until one edge overlaps the screen's edge. When you release the mouse, the application will dock to that edge.

You can drag multiple application windows to the same edge to place them in a shared dock. This will allow you to resize each window by dragging the splitter bars, or move it to a different position in the dock by dragging the application titlebar to various interior edges of the dock. The More Buttons companion application changes configuration to show in a single vertical column when docked, to allow a thin docked area which preserves screen area.

Screen Colors The Call Manager has three color schemes. To change the color of your display,

click the Color drop down and select either Blue, Silver or Black.

VIPedge UG 07/12 TOSHIBA 75

This page is intentionally left blank.

Using Call Manager Features 8

Dial Number Box

This chapter defines how to use the VIPedge features using Call Manager. Features included are Call Handling, System and Microsoft Outlook features. Personal Call Handler (PCH) rules can be created to respond and take actions on calls automatically, or Programmable Buttons can be used for even easier access to many features.

Call Handling Features

Making Outgoing

Calls

Call Handling features include how to dial, answer, hold, transfer and hang up calls. It also includes how to view the Extra Call Information when attached to a call.

Call Manager supports a number of ways to place calls including open architecture links to other programs or contact managers, which can also be used to dial calls. The following are some of the typical ways to place a call using Call Manager. Most of these functions are found on the Call Manager Home tab.

Manual On-screen Dialing

1. Click within the dial number box and enter the number from the keyboard (shown below).

2. Press Enter when done to start the number to be dialed.

Re-dial a Recently Used Number

1. Pull down the list of numbers in the dial number box and select the number to dial.

2. Click the Make Call button to dial.

Using Call Manager Dialpad

1. Click the dialpad button to expose the dialpad.

2. Enter the number to be dialed including a trunk access code; the call will proceed automatically once a valid number is entered.

VIPedge UG 07/12 TOSHIBA 77

VIPedge

Using Call Manager Features

Hot Key Dialing

1. Highlight a telephone number in another application.

2. Using the keyboard, press the key combination assigned for Hot Key Dialing. The call will proceed dialing the number highlighted.

Using Drag and Drop

• Use the mouse to drag and drop a call from either the Call History or

Contacts tab list into the LCD Display window. The call will proceed to dial.

Using Contacts / Personal Speed Dial List

1. Click the Contacts Companion tab to open the contacts page, and navigate to a Directory or Group.

2. Make a selection from the listing and double-click the name to proceed dialing.

or right-click on the selected name and choose Call Now to proceed.

Using Call History to Re-dial a Number

1. Click the History Companion tab.

2. Scan the list for a recently dialed number or look for a number of someone that called you.

3. Right-click on the line with the person to call and select Call Now

or double-click on the line with the person to call.

Using Speed Dial User Button

• Click on a User Programmable button that has been programmed as a

Speed Dial button. The call will proceed immediately.

Answering Calls Typically the longest ringing calls are answered first, but calls can be

answered in any order with a click of the button.

To Answer Oldest Call

• While a call is ringing, click the Answer button.

or double-click on the top call in the Calls View Window.

or press the Answer Hot Key (F9).

Note: Call Manager must have focus for the key to work.

To Answer Calls in Any Order

• Double-click on the selected call in the Calls View Window.

To Answer a Call while Talking (Call Waiting)

• While on an existing conversation, another call may ring. The existing call

can be placed on hold and the ringing call answered.

• While talking on an existing call and another call rings in (not marked

“Campon”), click the Answer button

or double-click on the ringing call in the Calls View Window

78 TOSHIBA

VIPedge UG 07/12

or press the Answer Hot Key (F9).

Note: Call Manager must have focus for the key to work.

Hang Up Hanging Up or Disconnecting Calls

• When the call is completed, click the hangup button to disconnect the call

or right-click on the call in the Call View Window and select Hangup.

or press the Hangup Hot Key (F12). Note: Call Manager must have focus for the key to work.

Holding Calls To Place Call on Hold

• While talking with a caller, click the hold button to place call on

hold

or right-click on the call in the Call View Window and select Hold from the menu.

To Retrieve Call

• To re-connect a held call, click the hold button again

or press the answer button.

or double-click on the held call in the Call View Window

or right-click on the held call and select Answer from the menu.

VIPedge

Using Call Manager Features

Transferring

Calls

Using Transfer Button

1. While talking with a caller, click the transfer button to get intercom dial tone

or right-click on the call in the Call View Window and select Transfer.

2. Using the keyboard enter the number to transfer the caller to, press Enter when done.

or use the on-screen dial pad and dial the number. Once the system recognizes a valid number, the call will proceed automatically.

Using Drag and Drop

• While talking with a caller, use the mouse to drag and drop the call from the

Calls Window onto a button for immediate transfer to another station.

VIPedge UG 07/12 TOSHIBA 79

VIPedge

Using Call Manager Features

Call Forwarding

To Set Call Forwarding

1. Click the FWD Off button.

2. Choose a Forwarding type from the pull-down listing (shown below).

3. Enter a Destination for the forwarded calls.

4. Click Save to compete the setting.

To Clear Call Forwarding

1. Click the. button

2. Choose <None> from the pull-down listing.

3. Click Save to remove the previous setting.

80 TOSHIBA

VIPedge UG 07/12

VIPedge

Using Call Manager Features

Status Messages

and DND

Status messages is available under the DND Off option.

Setting a Status Message

1. Click the button to bring up the Set Status Message window.

The following screen displays.

2. Change the selection to Status Msg Only On

3. Use the pull down listing and select a Status Message.

4. When needed enter additional information on the Custom 2nd Line.

5. Click the Save button when done.

Turning Off DND or Message Only

1. Click the button to bring up the or Status Message window.

2. Click the Msg Off radio button to remove the Status Message.

VIPedge UG 07/12 TOSHIBA 81

VIPedge

Using Call Manager Features

Viewing Extra Call

Information

Call Manager has the ability to attach, retain, and display extra information taken on a call. This could include information input by an IVR, added/ attached information by the Call Router, attached from a database, or added by any user who handled the call. This information is retained with the call as it is transferred about in the phone system. The following Call Info icons are displayed in the Calls window or LCD Display to indicate the presence of additional information. The icon changes color depending upon the information available:

• – No call information attached to this call.

• – Normal call information attached to this call.

• – At least one field of priority call information is attached.

To View Call Information

Right click the “Call Info” icon on the right side of the Call key for the

desired call. This window can contain many different fields depending on your configuration and the call information attached. Note: These windows can automatically popup whenever a new call arrives by using the Popup Call Info Screen action in the Personal Call Handler.

To Add or Change Information

1. With the “Call Info” window open, place the cursor into the box to be changed and use the keyboard to add or erase information.

Note: The ability to add or change information is controlled by Preferences

> General > Extra Info settings.

2. Click the Update button to save the new information. Once changed, other programs will use this information.

To Copy Call Information to Another Application

With the “Call Info” window open, click the Copy button to place that specific information on the Windows clipboard for pasting into another program. For example, the user may need to use the Customer number to look up the status of an order. Clicking Copy and switching to the other program and pasting into the appropriate field allows for a fast lookup.

82 TOSHIBA

VIPedge UG 07/12

Preferences 9

PREFERENCES This section defines settings that are available to the user and can be changed to

meet their needs. A number of additional settings are available for the System Administrator for setting more advanced features such as controlling access to some features, creating a server-based rules and configurations. This section will concentrate on the settings readily available to the user.

These settings are arranged under the Preferences tab (shown below), Hot Keys, dialing options, docking, and tabs settings. Each of these sections will define the settings and how to change these settings to match your needs.

Config Settings Preferences has a number of settings for making Call Manager work and look the

way you choose. To access Preferences click on Preferences tab. The settings in Preferences are divided between four tabs each defined below.

Note: Depending on your configuration you may not be able to change the

Preferences, in which case you should check with your System Administrator.

VIPedge UG 07/12 TOSHIBA 83

VIPedge

Preferences

General These settings control how Call Manager interacts with other Windows-based

programs and how it should react when calls ring or are being dialed. Extra Call Information can be enabled and content to be displayed defined as well as details for Microsoft Outlook Integration when used.

User Preferences • Pop Up on Call Ringing – Check this option if you'd like your Call

Manager to automatically pop up when a call rings on your phone.

• Pop Up on Call being Dialed – Check this option if you'd like your Call

Manager to automatically pop up whenever a call is being dialed from another program (via TAPI or DDE dialing) or dialed via Hot Key dialing.

• Always on Top – Use this option to keep Call Manager on top of all other

programs. This makes it easily accessible.

• Low Profile – Enabling this option makes the Call Manager very thin in the

“Streamlined Mode” by eliminating the Option Buttons on the bottom of the screen.

• Mobile User – some users travel with a laptop PC from desktop to

desktop each time using the Call Manager with a different PBX extension. This Mobile User option will pop up a “Login” screen each time Call Manager is started so that they can log into the appropriate PBX phone extension.

• Disable Ribbon Key Tips – When this box is unchecked, pressing ALT

while using Call Manager will popup the ribbon KeyTips, which allow you to access any tool with a few keystrokes. When checked, KeyTips will be disabled, allowing you to use the ALT key without them popping up.

Call History • Enable Call Logging – To have Call Manager collect and display Call

History, Call Logging must be enabled.

84 TOSHIBA

VIPedge UG 07/12

VIPedge

Preferences

Call Types • Once Call Logging is enabled, a choice needs to be made to log All, Intercom

Only, or Outside Only calls.

• Sound File – Enter the path to the .WAV file to be played. Use the Browse

button when needed to search for the path to the sound file.

Audible Message

Waiting

An audible sound can be played when the Message Waiting indication turns on. The sound played can be any .WAV file of your choosing.

• Enable Sound – Placing a check mark in the box enables playing a sound in

the file shown. Clicking the Test button will allow you to listen to the sound selected.

Desktop Alert

Duration

• Specify the duration of the pop up message for incoming call and other

notifications.

Extra Info Screen Each call may have additional information attached to the call that may be useful.

The Configuration button in the window accesses the screen for enabling this feature as well as choosing the extra information items to be displayed along with their properties shown below. With the Extra Info Feature enabled, this symbol appears with each call. When the symbol is gray, no information is present, when cyan, information is attached and when red, high priority information is available.

• Extra Info Feature – Provides for enabling or disabling this feature. When

disabled, the Call Information icon will not appear with each call.

• Static Information Fields – These fields will have a fixed area within the Call

Notes window for the information to be displayed. You have the ability to Add, Change an existing or Remove any field.

VIPedge UG 07/12 TOSHIBA 85

VIPedge

Preferences

To Add or Change a Static Info Field:

• Field Name – Select from the pre-defined list of fields or create you own

field name. This name must match exactly the information field where the information is held.

• Description – Enter any description you desire to mark this field.

• Field Type – Each field can be selected to be either a fixed parameter (1

line) or long text (multiple lines) fields.

• Priority – The field priority selected will mark the color of the icon attached

to the call.

• User Can Edit Field – This determines if this field can be changed or

fixed.

• Action Button – A button can be defined to use trigger user defined

Action. The Action Name must match exactly the name of the Action defined in User Defined Actions.

• Dynamic Info Fields – Allows the choice of when these fields will show.

provides a large set of fields, which are automatically filled in based upon the call information. Dynamic fields are fields set by another application and are not pre-defined in.

MS Outlook Integration Call Manager is specifically designed to work in harmony with Microsoft's

Outlook contact management program.

• Initial Setup – Click the Configuration button to reach the Outlook

Preferences screen with the following options:

• Enable Outlook Integration – This main option enables/disables the

Outlook Integration features. This must be checked for any Outlook features to work. If you're not using Outlook, then this should be disabled.

86 TOSHIBA

VIPedge UG 07/12

VIPedge

Preferences

• Home Area Code – Enter your home area code. This is used for dialing local

calls when the area code needs to be stripped from the dialing.

• On Manual Dialing – Lookup In Outlook – When enabled, whenever you dial a

phone number manually, the phone number will be looked up in Outlook to see if there is a match. If there is an exact match (only one Contact entry matches) the name and account number from the Contact will be automatically attached to the call. Typically this should always be enabled.

• Automatically Open a CONTACT for each Call – When enabled, whenever

you dial a phone number that matches an Outlook Contact, that contact will be popped only – sometimes referred to as “Reverse Screen-Pop”.

• Add New Contact if No Match Found – When enabled, if no contact matches

this phone number, a “New” contact in Outlook will automatically pop up.

• Automatically Open a JOURNAL for each Call – Using Outlook Journal entry

makes it convenient to keep track of phone calls made (or received) and to takes notes while on a call. By enabling this option a New Journal entry will be popped open whenever you make a call. Also, if the phone number exactly matches an Outlook Contact, then this new Journal entry will be automatically “associated” with that Contact.

• Automatically View the Contact’s Web Page – When enabled, if the contact

record contains a Web address for the caller, this web page will pop up within the browser.

• Incoming Screen-Pop – Use the Personal Call Handler feature to perform

Outlook Screen Pops!

• Calendar – Enable appointment and reminder events from Outlook Calendar.

• Outlook Phone Link – With the Outlook Link application installed, click the

Setup button to access the Setup Configuration for Outlook Link. For details on setting up Outlook Link see the Application Note “Screen Pop Outlook”.

VIPedge UG 07/12 TOSHIBA 87

VIPedge

Preferences

Dialing Tab Click Preferences > Dialing or Preferences > General > Dialing tab. Use this

tab to determine whether to follow a Server-based dial plan, use a dial plan defined for your station, or dial all the codes yourself. The last option is not practical when using a database or using “hot key” dialing since other applications don’t know what is a valid number to dial including entering a trunk access code when needed. If your System Administrator has set up the Server-based Dial Plan, this is the best choice and will save you a lot of time.

Local Dialing Plan • Trunk Access Code – This must be set to the access code you need to

dial to get an outside line or trunk. Making outside calls using “Speed Dial” keys or dialing from another program, a Trunk Access Code will automatically be dialed to access a trunk before dialing the phone number.

• Voice Mail Transfer Access Code – Specify the feature access code to

transfer the call to the specific mailbox. # is assumed and automatically inserted for the first digit.

• Home Area Code – Your local area code should be defined here. This is

used only when you choose to use the Local Dial Plan.

88 TOSHIBA

VIPedge UG 07/12

VIPedge

Preferences

Dialing Outside

Numbers

• Dial same as User Dialed – With this option selected, outside phone numbers

will be dialed exactly how the user dialed them (unchanged by Call Manager).

• Use Local Dial Plan – When this option is selected, the user dials an outside

phone number, the number will be analyzed according the dial plan and the number will be automatically modified (add “1+” for Long distance, etc) before Call Manager dials it. Use the Change Plan button to view and/or change the settings of the dial plan.

• Use SERVER Dial Plan – When this option is selected, the dial plan that is

configured on the NET Server will be used as the dial plan. You can press the Check Plan button to bring up the Server Dial Plan Tester screen that allows you to enter a Test Phone Number and see how it will be dialed. It is the responsibility of the System Administrator to setup and maintain the server dial plan.

Dialer When the Dialer option is installed, two action buttons can be defined for use with

the Dialer. These user-defined buttons can appear on both the Ready to Dial and the Results screens used with the Dialer.

• Ready to Dial – Enable the Action button and select the Action to be

performed when the button is pressed. Optionally, the label can be changed to meet your needs.

• Call Results – Enable the Action button and select the Action to be performed

when the button is pressed. Optionally, the label can be changed to meet your needs.

VIPedge UG 07/12 TOSHIBA 89

VIPedge

Preferences

Defining a Local Dialing

Plan

Each area of the US uses a different set of rules for determining which calls are local calls or long distance. For your area, a good source for determining how to define your dialing plan, use the opening pages of your phone book. These pages generally define how to dial different areas and provide a listing of prefix codes for the local calling areas. Three typical examples are:

1. Phoenix, AZ – all calls within the “602”, “480”, and “623” area codes are considered to be local calls, while all calls outside those area codes are considered long distance.

2. Santa Fe, NM – calls to some office codes within the “505” area code are considered to be local calls, while other calls to the “505” area code are considered long distance.

3. Atlanta, GA – all calls to area codes “770” are considered to be local calls while some calls to the “404” and “678” area codes are also considered to be local calls.

If you chose to use the Local Dialing Plan, you need to create a dialing plan. If you chose SERVER Dial Plan, then you should check with your System Administrator if you have questions.

90 TOSHIBA

VIPedge UG 07/12

VIPedge

Preferences

Calling Within My

Home Area Code

• Home Area Code – Set this to the Area code where the phone is located. This

will be used by Call Manager to determine which dialed calls are within your home area code and when searching a contact manager (reverse screenpop) the dialed number will need the area code included, i.e. Microsoft Outlook. This is a duplicate of the entry to the one made in the Dialing Tab, thus the value entered previously will show here.

• All Home Area Code Numbers Local? – Select either All Calls in my Area

Code or only Calls to these Office Codes.

• Local Office Codes – This entry is only presented if you chose Call to these

Office Codes in the previous step. The pull down listing shows the exchange codes (prefix codes) that are considered to be a local call from your location. Click the C button to display the “Change Dial Rules” screen.

• To Add Local Prefix Codes – Enter the prefix code and click Add. The wild card character ‘#’ can be entered at the end of a prefix code entry to represent a range of codes. For example, 75# would represent all codes 750 to 759 and 7## would represent codes 700 to 799.

• To Delete Local Prefix Codes – Highlight a prefix entry and click Delete button. The delete button removes the entire entry from the list, thus if the entry has a wild card, then it removes all codes represented by the wild card character.

• To Delete a Specific Prefix Code – To delete one prefix code that is part of a range of codes entered using a wild card character, enter the prefix code to be considered not local in the Long Distance box and click Add. For example, if prefix code 755 is long distance but all other 75# codes are local, first enter 75# into the local list and the add 755 as Long Distance – the resulting local list will be 750, 751, 752, 753, 754, 756, 757, 758 and 759.

• Dial Area Code on Local Calls – Enable this feature in areas, such as Atlanta,

where you must always dial the full 10-digit phone number (include the area code) even when the call is local. Most areas of the US, local calls do not include the area code and dial only 7 digit numbers for local calls. Any number dialed from another program or hot key dialing will be down to its base 7 digits by removing the Home Area Code before it is dialed.

• Add+1 – Check the box if you need to dial a leading 1 before the number for

calls within your Home Area Code.

• Dial Area Code Plus the Number – Check the box when the home area code

is also to be dialed.

VIPedge UG 07/12 TOSHIBA 91

VIPedge

Preferences

Calling Outside My Home

Area Code

• Any calls outside your Home Area Code LOCAL calls? – Select either

None or Only Calls to These Area+Office Codes.

• Local Area+Office Codes – This entry is only presented when you chose

Only Call to These Area+Office Codes in the previous step. The pull down listing shows the codes (area code plus prefix codes) that are considered to be a local call from your location. Click the C button to display the “Change Dial Rules” screen.

• To Add Local Area+Prefix Codes – Enter the six digit area+prefix

code and click Add. The wild card character ‘#’ can be entered at the end of a prefix code entry to represent a range of codes. For example, 602### would represent all prefix codes in area code

602.

• To Delete Local Area+Prefix Codes – Highlight a prefix entry and

click Delete button. The delete button removes the entire entry from the list, thus if the entry has a wild card, then it removes all codes represented by the wild card.

• To Delete a Specific Area+Prefix Code – To delete one prefix

code that is part of a range of codes entered using a wild card character, enter the prefix code to be considered not local in the Long Distance box and click Add.

• For Long Distance Calls add +1 – Check the box when you need to have

a leading one (“1”) added when making long distance calls outside your home area code.

Test a Phone Number Dialing plans can become complex. Use these boxes to enter different

telephone numbers and check to see the number that will be dialed. The dialed number should be identical to what you need to dial when using your phone.

92 TOSHIBA

VIPedge UG 07/12

VIPedge

Preferences

Docking Tab The docking tab defines the contents of Call Manager when docked to the top or

bottom of the screen. This includes whether docking is enabled or disabled and a listing of contents by display priority (space limits what can be displayed).

• Enable Screen Docking – When enabled, the Call Manager will automatically

‘dock’ to the top or bottom of the PC screen when it is moved to the top or bottom. When dragged completely to the top, it has a slim dock view.

Docking Settings • Enable ReDock on Startup – Check this box to make Call Manager to startup

in the same position and condition as when it was last shut down.

• Used Elements – The displays, buttons, etc. to be used in each profile are

configured by moving available elements to the “Used Elements” list. Whenever the Call Manager is screen docked, it will place the elements from the “Used Elements” list on its screen.

• Available Elements – The “Available Elements” list shows the types of

elements that are available for use in this profile.

Note: Once you’ve changed the screen-docking settings, the new settings will

not be used until the Call Manager is ‘undocked’ (if it’s already screendocked) and then re-docked.

• Docked profile – Regular provides the original docking mode. Slim provides one-line docking mode.

VIPedge UG 07/12 TOSHIBA 93

VIPedge

Preferences

Advanced Tab Access this screen by clicking Preferences > General > Advanced tab. The

basic connection for the Call Manager can be changed using this screen. It also has the capability of sending log files to Technical Support for debugging problems encountered. The TAPI Service Provider should not be changed unless your System Administrator has instructed you to update the settings for finding Net Server for your application.

94 TOSHIBA

VIPedge UG 07/12

VIPedge

Preferences

TAPI Service Provider • Enter the Service Provider Name – This must be set to access the TAPI

service provider to be used – typically, this would be set to: Net Server.

• Setup – Click the Setup button to open a screen to define the TAPI Service

Provider as shown on the following page. The I button is a handy status indicator for reading the version levels and license codes for the system and is shown in the Tapi SPI Info screen.

• Login name – Enter your Login name. If a new installation, a client will automatically be created in Net Server for this name. Many times the administrator will have defined your client Login name, see your administrator for the name to use.

• Password – Enter an optional password for protecting the connection, when needed.

• Extension – Enter the extension number of the phone this Call Manager is monitoring for call information.

• Hostname – Enter the name of the Server PC where Net Server resides.

• Use Remote Access Port – Check this box only when connecting remotely through the Internet. When connected locally through your LAN, do not check this box.

VIPedge UG 07/12 TOSHIBA 95

VIPedge

Preferences

Diagnostic Logging/

Uplink

Clicking this button enables the Debug utility and have it show on the Main Menu under Settings as well as provide an easy utility for sending all the important information about Call Manager to assist Technical Support to help diagnose any problems when necessary.

• Show Advanced Menu – Place a check in the box to enable the Tool tab

Advanced menu option. This needs to be enabled to capture events or show call information when Call Manager is operating.

Note: The statement “TAPI SPI Logging: DISABLED” is the normal

indication and is provided to show Tech Support of the status of this device. Tech Support will provide specific instructions for turning on this setting.

• Uplink Debug Files Button – Click this button to access the screen for

creating a site name, a contact for the file transfer, and the changing of any options for reporting a problem.

• Site Name – Before using the Uplink Debug Files button, a site name and

contact must to be selected. The site name is a unique identifier to make it easier to find the log files for your site and typically, the contact should be assigned “Any Tech Support” to ensure the log files are seen by someone. Use a specific contact name once you are working with an agent.

• Description – It is highly recommended to write a description of the

problem including all pertinent details such as the conditions and approximate time the incident occurred. These descriptions aid in narrowing down where to look in the log files for the problem encountered.

• Options – Clicking the Options button opens a screen to provide options

for how the files are to be sent. Uncheck "Send Directly to Toshiba Support Site", and the files can be zipped into smaller files, saved on your PC in your Local Settings folder, typically “C:\Documents and Settings\<user name>\Local Settings\Application Data\Toshiba\Call Manager\Zip”. These files can then be e-mailed to.

96 TOSHIBA

VIPedge UG 07/12

Toshiba VIPedge IP5131-SDL, VIPedge IP5531-SDL, IP5631-SDL, VIPedge IP5000 Series, VIPedge IP5631-SD User Manual

Specifications and Main Features

Frequently Asked Questions

User Manual

Title Page

Publication Information

VIPedge General End User Information

Content s

Introduction

Organization This guide is divided as follows:

Conventions

Related Documents/Media

The Grand Tour 1

Telephone Overview The illustration of the IP5x31-SDL telephone shown below gives a general

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

Soft Keys Softkeys (SK1 - SK4) refer to the four buttons directly below the LCD screen

The Basics 2

Customizing Your Telephone

Volume Control

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

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

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

Telephone Terminology

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

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

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

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

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

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

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

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

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

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

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

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

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

Feature Operations 3

Account Codes

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

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

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

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

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

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

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

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

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

conference call

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

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

Emergency Ringdown If a station remains off-hook for a programmable period, it can be

Message Waiting Message Waiting is shown on the Msg button which flashes red when there

Microphone Cut-Off This feature prevents callers from monitoring the sounds near your telephone

Off-Hook Call Announce (OCA)

Override

Paging Station users can make page announcements to telephones. Check with your

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

Redial Use this button to redial the last number dialed from your telephone.

Speed Dial Speed Dial (SD) enables you to dial a sequence of up to 32 digits with a

Time and Date Setting (Local)

Tone First Signalling When the telephone rings and the called party must press Spkr or lift the

Uniform Call Distribution

Login/Logout Login and Logout is controlled by the Login key assigned to the agent phone.

Messaging Features 4

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

Volume /Speed Control

Reply to a Message During message playback or after the message has finished playing, you can

Call Back Directly In addition to replying directly to a mailbox, you can also call back the sender

Redirect a Message During message playback or after the message has finished playing, you can

Erase / Delete and Retrieve a Deleted Message

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

Number of Messages To check how many messages you haves:

Send A Message Directly To A Subscriber’s Mailbox

T o Mark a Message as Confidential

T o Mark a Message as Priority