USER GUIDE SOPHO ErgoLine D340
A Publication of PHILIPS BUSINESS COMMUNICATIONS HILVERSUM, THE NETHERLANDS Order No.: 9504 404 17203 Manual No.: Date: June 2005 Great care has been taken to ensure that the information contained in this handbook is accurate and complete. Should any errors or omissions be discovered or should any user wish to make a suggestion for improving this handbook, they are invited to send the relevant details to : PHILIPS BUSINESS COMMUNICATIONS CUSTOMER SERVICES P.O.
Contents Section 1 Introduction Introducing the SOPHO ErgoLine D340 ...........................................................1 How to use the Help key....................................................................................1 SOPHO ErgoLine D340 Terminal Layout .........................................................2 Section 2 Making and answering a call Making calls Dialling a number.............................................................................................
Using Hold Putting the caller on Hold and calling someone else ........................................10 Transferring a call ..........................................................................................10 Shuttling between two calls.............................................................................11 Connecting to a held call and disconnecting a current call ..............................11 Connecting to a held call after being disconnected ..........................................
Answering incoming call waiting Switching between the current call and a waiting incoming call......................20 Putting the current call on hold and answering an incoming call.....................21 Ending the current call and answering call waiting.........................................21 Disconnecting a call and making another call whilst a caller waits..................22 Answering incoming call waiting whilst programming the telephone..............
Diverting calls Diverting calls to a specific extension .............................................................33 Preparing your telephone for diverting calls ....................................................34 Diverting calls from another phone to your phone...........................................35 Deactivating diversion of your calls from your phone ......................................36 Deactivating diversion of your calls from another phone .................................
Using Special mode Entering Special mode ....................................................................................47 Clearing all personal information (keys, directory, messages) .........................48 Downloading features to your telephone..........................................................50 How to return to User mode ............................................................................51 Alphanumeric keyboard Setting the alphanumeric keyboard module .........................
Section 5 Using Group functions How to use Group features Using group facilities ...................................................................................65 Monitoring the status of group facility keys ..................................................66 Making a call to a groupmember ..................................................................67 Making an intercom call to a groupmember .................................................68 Answering an incoming call for a groupmember .........
Introducing the SOPHO ErgoLine D340 The SOPHO ErgoLine D340 telephone combines modern styling with sophisticated, easyto-use functionality. The ErgoLine range is designed to release the full power of the Philips iS3000 system. The following Ergoline options offer you increased flexibility: • Direct Station Select (DSS) module Each DSS module gives you an additional 14 programmable keys. You can attach up to 3 DSS modules. • Infra-red Alphanumeric Keyboard (optional) Makes data entry easier.
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Dialling a number 1 Lift the handset 2 Type the number you want Dialling handsfree 1 Press the Loudspeaker key 2 Type the number you want Making calls 3
Dialling a number offline 1 Type the number you want 2 Either lift the handset, press the Loudspeaker key, or press OK or OK or Dialling using a speed-dial key Before you can dial someone using a speed-dial key, it must be programmed with the number you are dialling (see Programming a speed-dial number into an empty memory key in section 4) 1 Lift the handset or press the Loudspeaker key 2 Press the speed-dial key you want or or + or Press Shift and the speed-dial key to access the second level
Dialling someone using the personal directory or the extra phonebook(s) The directory, often called personal directory, is present in your terminal. Before you can dial someone using the directory, you must have a directory set up with names and numbers (see Adding a name to the directory). It can contain up to 100 names. An extra phonebook consists of names/numbers, present in the system e.g. a list of the employees in the company. An extra phonebook is not always present, this depends on the system.
Using the Callers list During your absence callers numbers and/or messages, plus the date and time of the call, are stored into the Callers list in your phone. The Callers list can contain 15 callers numbers and/or messages. Message 1 The Message softkey flashes to indicate a new caller in the Callers list. Press the Message softkey Callers 2 Press the Callers softkey.
Switching from Softspeaking to Listen-in Press the Loudspeaker key whilst using the handset Switching from Softspeaking to Handsfree Press and hold down the Loudspeaker key, replacing the handset whilst the prompt is displayed + Note: If you release the loudspeaker key and then replace the handset you will disconnect your call.
Switching from Handsfree to Softspeaking Lift the handset Switching from Listen-in to Softspeaking Press the Loudspeaker key to deselect Listen-in Switching from Listen-in to Handsfree + To switch from Listen-in to Handsfree, hold down the Loudspeaker key and replace the handset Note: If you release the loudspeaker key and then replace the handset you will disconnect your call 8 Switching between Listen-in, Handsfree and Softspeaking
Switching the active microphone off and on Note: The same Mic key is used for both the handset and handsfree microphones. Press the Microphone mute key to switch the active microphone off. Press the Microphone mute key again to switch it back on Note: If Microphone mute is on, the other party cannot hear you. The LED indicates the status of the microphone, as follows: LED off The handset microphone is on as you are using the handset, or the set is idle.
Putting the caller on Hold and calling someone else R R 1 Whilst connected, press the Hold key 2 Dial the number of the other party 3 Press the Hold key again to return to the original caller Transferring a call R Whilst connected, press the Hold key Dial the number of the other caller Replace the handset or, if using the telephone handsfree, press the Loudspeaker key or 10 Using Hold
Shuttling between two calls R 1 Whilst connected to one caller with a second caller on Hold, press the Hold key.
Setting up a three-party conference It may be that your system does not support this feature for you. If that is the case, you will not have access to it. R 1 Whilst connected to one caller, press the Hold key Prep3Call 2 Press the Prep3Call softkey 3 Dial the number of the third party 4 To start the three-party conference, press the 3-Call softkey 5 To see the i.d.
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Ending a call 1 Replace the handset or, if using the telephone handsfree, press the Disconn softkey or the Loudspeaker key or Disconn If you replace the handset, the duration and costs of the call if available are displayed or Note: If the phone starts ringing after you have ended the call, there is a call waiting.
Calling someone from the Redial list < Every time you make a call the number you call is stored in the Redial list. This list can contain 10 numbers. < OK 1 Press the Redial key 2 Scroll to find the number you want to call 3 Either lift the handset, or if using the telephone handsfree press the Loudspeaker key, or press OK.
< Editing a number from the Redial list < OK 1 Press the Redial key 2 Scroll to the number you want to edit 3 Edit the number using the number keypad and the backspace key 4 To dial the number, either lift the handset, or, if using the telephone handsfree press the Loudspeaker key, or press OK < < X or or OK The number is now stored in the Redial list < Dialling a number from the Redial list during a call < OK 1 During a call, press the Redial key 2 Scroll to the number you want to
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Switching between the current call and a waiting incoming call WhoWaits? 1 Press the WhoWaits? softkey Answer 2 Whilst the i.d.
Putting the current call on hold and answering an incoming call If a call waiting comes in you can put the current caller on Hold, before answering the waiting call R 1 Press the Hold key WhoWaits? 2 Press the WhoWaits? softkey The name of the waiting call appears in the display Answer 3 Press the Answer softkey to answer the call Note: Repeat the steps above to toggle between the two calls Ending the current call and answering call waiting 1 Replace the handset Note: If the phone starts ringing
Disconnecting a call and making another call whilst a caller waits Disconn. Directory 1 Press the Disconnect softkey 2 Wait for the dialtone, then enter the number of the person you want to call or look up their number in the directory or Answering incoming call waiting whilst programming the telephone 1 Press the Exit key to terminate the programming Note: Only the programming you have carried out and confirmed by pressing OK, will be saved.
Calling in a waiting message Before you can use this function, you should program a key with the function: Message waiting. Then, depending on the kind of message that is waiting, the associated LED is blinking, flashing or continuously on. 1 Lift the handset or press the Loudspeaker key 2 Press the Waiting Message key or Note: If the LED is still blinking, flashing or on, after you finished calling in a waiting message, another message is waiting for you.
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Monitoring cost and call duration It may be that your system does not support this feature for you. If that is the case, you will not have access to it.
Adding a name to the personal directory Notes: Names may be added to the directory when the telephone is idle. Also during a telephone call the name of the B-party may be added to the directory. This personal directory in your phone can contain up to 100 entries. Directory PhoneBook 1 or Press the Phonebook softkey (if present) Press the Directory key Add 2 Press the Add softkey Note:During a call the number of the connected party will be displayed.
Removing a name from the directory Directory 1 Press the Directory softkey 2 Type the first character(s) of the name: e.g.
Modifying a name in the directory Directory 1 Press the Directory softkey 2 Type the first character(s) of the name: e.g.
Copying an entry from the extra book(s) to the personal directory This section is only valid if your system provides the extra phonebook. PhoneBook 1 Press the phonebook softkey Select int. book or ext. book by pressing the appropriate softkey 2 Type the first character(s) of the name: e.g.
Sending a message To send a message you must either be connected to someone or their telephone must be ringing.
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Deactivating diversion of your calls from your phone It may be that your system does not support this feature for you. If that is the case, you will not have access to it.
Toggling features on and off It may be that your system does not support this feature for you. If that is the case, you will not have access to it. There are several features in the phone which you switch on and off. The following features can be accessed in User mode: • Ringer • Softring • Call waiting beep • Automatic answering • Autom.
Features 1 Press the Features softkey ToggleLst 2 Press the ToggleList softkey < Toggling features on and off (continued) 3 Scroll to the feature you want Change 4 Press the Change softkey OK 5 Press OK to save the setting 6 To return to idle, press the Exit key < OK < < 38 Toggling features on and off
Changing the contrast of your display 1 Press and hold down the Shift key 2 Whilst holding down the shift key, press the minus or plus key to alter the contrast 3 When you are satisfied with the contrast level, release the Shift key Changing specific telephone settings 39
Changing the language of your terminal Features 1 Press the Features softkey Setphone 2 Press the SetPhone softkey Language 3 Press the Language softkey 4 Press Change or scroll until the language you want is displayed 5 Press OK to save the setting 6 To return to idle, press the Exit key < Change < OK 40 < < or OK Changing specific telephone settings
Adjusting the ringer volume on your telephone Features 1 Press the Features softkey Setphone 2 Press the SetPhone softkey Sounds 3 Press the Sounds softkey 4 Press the Volume softkey 5 Adjust the volume up or down using the volume control keys 6 Press OK to save the setting 7 To return to idle, press the Exit key OK Changing specific telephone settings 41
Features 1 Press the Features softkey Setphone 2 Press the SetPhone softkey Sounds 3 Press the Sounds softkey Melody 4 Press the Melody softkey < Adjusting the ringer melody on your telephone 5 Scroll up and down to select from the different melodies 6 Press OK to save the setting 7 To return to idle, press the Exit key < OK < < OK 42 Changing specific telephone settings
Locking the telephone You can lock your telephone so that its functionality is restricted in one of the following ways: • You can make and receive calls, but cannot access any programmed functions • You can receive calls, but each key press or lifting of the handset leads to a handsfree/softspeaking call to a specific number. • You can receive calls, but cannot make calls or access programmed functions You require a Lock-password to lock the telephone in any of the above ways.
Unlocking the telephone If your telephone is locked in any of the ways detailed in Locking the telephone, you can remove the lock. You require a Lock-password to unlock the telephone. LockOff 1 From the Idle menu, press the LockOff softkey 2 Enter the lock password (Default password is 111).
Features 1 Press the Features softkey Setphone 2 Press the SetPhone softkey < Changing your password to set the lock 3 Scroll right to display the second row of softkeys 4 Press the Password softkey 5 Enter the old password 6 Press OK 7 Enter the new password 8 Press OK 9 Enter the new password again 10 Press OK 11 To return to idle, press the Exit key < OK < < OK OK OK Locking the telephone 45
Setting the voice output medium Features 1 Press the Features softkey Setphone 2 Press the SetPhone softkey < You can change the voice output medium for your telephone so that it will operate via a headset instead of the handset or vice versa.
Entering Special Mode Special mode gives you access to more features, e.g.
Clearing all personal information (keys, directory, messages) Features 1 In Special mode, from the Idle menu, press the Features softkey Setphone 2 Press the SetPhone softkey < The phone needs to be in Special Mode to do this.
Clearing all personal information (continued) ResetList < < OK < 9 To reset the toggle list to its default values, scroll right and press the ResetList softkey 10 Press OK 11 To return to idle, press the Exit key < and OK Using Special mode 49
Downloading features to your telephone Features 1 From the Idle menu, press the Features softkey Setphone 2 Press the SetPhone softkey < The phone needs to be in Special Mode to do this. (see section Entering Special Mode) 3 Scroll right twice to display the third level of softkeys 4 Press the Service softkey 5 Press the Downl.
How to return to User Mode The phone needs to be in Special Mode to do this.
Features 1 Press the Features softkey Setphone 2 Press the SetPhone softkey < 3 Scroll right Keyboard 4 Press the Keyboard softkey Change 5 Press the Change softkey to change the setting < 6 Scroll down to the next setting Change 7 The option to change the infra red channel is displayed.
Change 11 Press the Change softkey to change the setting of the key click < 12 Scroll down to the autorepeat delay option Change 13 Press the Change softkey to set the right autorepeat delay < Setting the alphanumeric keyboard module 14 Scroll down to the autorepeat speed option Change 15 Press the Change softkey to set the right autorepeat speed OK 16 Press OK to save all the keyboard settings < OK < < < OK < < Note: To change only one option on the keyboard settings, press OK af
Entering special characters on the alphanumeric keyboard A e.g.
Entering capital letters using the alphanumeric keyboard e.g.
Preparing a list of free messages This list can contain 10 messages Message 1 Press the Message softkey Type the message You can enter up to a maximum of 20 characters: (for example, to enter B press number key 2 twice) .,: ! ? + - % & /( )=¿ ¡1 ABCàáâãäåæç2 DEFèéêë3 GHIìíîï4 JKL5 M N O ñ òóôõö œ ø 6 PQRSß7 TUVùúûü8 WXYZ9 space 0 # * < 1 2 3 4 5 6 7 8 9 0 # * < OK Note: International characters can be obtained by continuous pressing of the key until the character required is displayed: e.g.
Programming a speed dial number into an empty memory key Keys 1 Press the Keys softkey 2 Press the empty memory key you want to program or or Press Shift and the empty memory key to program at the second level of the key + Note: You also can program the second level of the keypadkeys by pressing the Shift and a keypadkey Speeddial 3 Press the Speeddial softkey 4 Type a number If the number matches with a name in the directory, the matching name appears in the display OK 5 Press OK to allocate
Programming a function into an empty memory key It may be that your system does not support this feature for you. If that is the case, you will not have access to it. You can program specific functions under a memory key allowing access to the function by way of a single key press.
Programming a function in an empty memory key (contd) 1 Press the Keys softkey 2 Press the empty memory key you want to program Function 3 Press the Function softkey < Keys 4 Scroll down until you find the correct function 5 If requested, enter the extension number and press OK, or just press OK < OK < < OK Note: for the functions Diversion of all calls and DTMF-tones, entering the extension number is optional Setting up and using memory keys 59
Programming a group facility in an empty memory key It may be that your system does not support this feature for you. If that is the case, you will not have access to it. You can program specific group facilities under a memory key allowing access to the facility by way of a single key press.
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Editing the contents of a memory key Keys EditKey < X < Press the Keys softkey 2 Press the memory key you want to edit 3 Press the EditKey softkey 4 Edit the number or choose another function/group facility < < or OK 1 Note: If you are unable to edit a key, contact the system supervisor as the key may have been locked by the system.
Emptying the contents of a memory key You need to empty the contents of a memory key if you want to change the functionality of the key. If however you just want to clear the contents without allocating anything else to the memory key, press Exit when you have finished clearing the key.
Using a function key to activate or deactivate a function If a memory key has a function allocated to it, its LED will be lit, indicating that the function is active. Press the function key to toggle the function on and off Note: If this function has been programmed under the second level of the key, the LED will not light Using a speeddial key during a call If there is already a call on hold, you cannot use this facility During a connection press a memory key which is programmed for speed dialling.
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Glossary Your telephone may not support all of the features mentioned below. A Absent for group calls Group facility that allows you to prevent group calls from being directed to your extension. Absent for most calls Group facility that allows you to prevent incoming calls by switching to absent, and to allow them by switching to present. If you switch to absent, all calls will be diverted to a pre-defined extension.
Glossary B Backspace key Pressing this key deletes the last entered digit/character. Block microphone for intercom If this feature is switched on and if you can receive incoming intercom calls, the loudspeaker of your telephone will be switched on, but not the microphone. The other party cannot hear you.
Glossary Directory A list of names and numbers in your telephone which can be used to call people or see who is calling you. Doorlamp If your telephone is wired to control a doorlamp via the Static-interface, you can program the following options: Disconnect If you end a call a call by pressing the “Disconn.” softkey, you will immediately hear the dialtone again. • Doorlamp when busy The doorlamp can be programmed to illuminate when your telephone is busy. Display The small screen on your telephone.
Glossary Download from the switch This is the term used to describe the process of transferring data or programs from the telephone system to a user. Certain memory keys and other options may be already programmed when you start using your set. DTMF This stands for Dial Tone Multi Frequency. When this function is switched on, when you dial a number, each keypress sounds a pitched note. This can be switched on and off by programming beneath a function key.
Glossary Group absent/present key Group facility key that allows you to switch your telephone absent/present for groupcalls. If you switch your telephone absent to groupcalls, the incoming groupcalls are rerouted to other group member(s). Group facilities Facilities supported by the telephone system to make it possible to work efficiently in a group. For example, you are able to answer each others’ calls and monitor each others’ telephone status.
Glossary I Idle menu This is the menu that is displayed when you are not busy on a call nor programming the telephone. The idle menu displays “Directory”, “Message”, “Feature” and “Keys” softkeys. I’ll wait If you dial an extension which is busy, you can select to put yourself in the waiting queue of the busy party. The other party will notice that you are waiting.
Glossary Listen-in Speaking into the telephone via the handset. The loudspeaker in the telephone is activated, so that people around you can hear both sides of the conversation. The other party cannot hear them. Lock mode The mode in which the facilities listed under “Lock”type can be programmed. Lock types • Receive calls only The telephone can only receive calls • Direct call to . . . .
Glossary Metering If you make a call to an external destination, the call may be metered to record the cost and duration of the call. Microphone mute Muting the telephone microphone prevents the other party from hearing you. This function is controlled by the Micr. mute key.
Glossary On/off hook key (voice) If a memory key is programmed with this function, the key can be used to switch on and off hook. It can be used instead of the hookswitch beneath the handset. This is useful if you are using an accessory, for example a headset. The associated LED is on in the off hook situation. P Password A unique set of characters which protects access to some telephone facilities. The password cannot be longer than six digits.
Glossary Redial list The Redial list is a store of the last ten numbers called, regardless of the method you used to make the call. You press the “Redial” key to access the redial list. You can scroll through the list using the up/down cursor keys and select any number. The most recently dialled numbers are at the top of the list. Ring type A sound of one, two or three softrings can be associated to group facility keys to indicate the status of the groupfacility.
Glossary Shuttle If you put a caller on hold and call a third party, you can rotate or “shuttle” between the calls. Softkey This is the term used to describe the long green key immediately below a label shown on the display which you access by pressing that key. Softring A sound of one, two or three softrings can be associated to group facility keys to indicate the status of the groupfacility. The softringing volume is adjustable by the volume up/down keys.
Glossary in/output, e.g. to an answering machine. • TAPI (speech via telephone); speech uses the handsfree function, the handset or headset connected to the telephone (for example, dialler). Three party conference You can set up a call between yourself and two other parties. All parties can hear each other. Toggle list This is a list of functions which can be switched on or off. U User mode This is the default mode for your telephone.
NOTICE TO THE USER This equipment is intended to be used for connection to SOPHO iS3000 systems. This equipment is delivered with a line cord using RJ45 connectors for connection. Hereby Philips Business Communications declares that the product ErgoLine D340 is in conformity with the essential requirements of Directive 1999/5/EC. A copy of the raleted Declaration of Conformity can be obtained via the address mentioned in this manual.
