IP Office 4400/6400 Series User Guide 15-601074 Issue 12b - (07 February 2010)
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Contents Contents ..................................................................... 41 8.4 Programming Using the ProgA Menu 8.5 Storing Abbreviated ..................................................................... Dialling Under a DSS Key 41 1. 4400/6400 Telephones 9. System Features 1.1 Phone Key Symbols ..................................................................... 7 1.2 The Display ..................................................................... 8 9.1 System Features ...........
Chapter 1.
4400/6400 Telephones: 1. 4400/6400 Telephones This guide covers the use of supported 4400 Series and 6400 Series phones on IP Office phone systems. This guide assumes that the phone you are using has its default settings. Be aware that the system administrator can reprogram the system and/or individual extensions to offer different sets of features. If in doubt, contact your system administrator. · Default Buttons Each phone is configured by default with 3 Call Appearance buttons.
1.2 The Display B · Phone Locked Internal calls only. See Locking/Unlocking the Phone D · Call Forwarding On See Call Forwarding 26 . G · In Group See Group Enable/Disable H N P 31 · Held Call Shows the number of held calls. See Holding Calls · Do Not Disturb On See Send All Calls (Do Not Disturb) · Calls in Call History See Displaying the Call History DISC · Disconnected To end the call, press . . 27 18 24 . . · Parked Calls Shows the number of parked calls.
Chapter 2.
2. Making Calls 2.1 Making a Call All phones in 4400 series have speakerphone, so that you can dial and hear the call progress without having to pickup the handset. To make a call 1. Pickup the handset or, if your phone supports it, press Spkr (see Speakerphone 23 ). 2. Dial the number you require. · If ENTER ACCOUNT appears, then you are required to enter an account code before making calls (see Account Codes 22 ). 3. To end the call either put down the handset or, if using speakerphone, press Spkr.
Making Calls: Using the Directory 2.3 Redial The phone stores a record of the numbers that you have dialed. You can display and select a number from that record. 4406D+ and TransTalk MDW 9040 sets can use redial. When the button is pressed, the last number that was dialed is redialed. To redial a number dialed 1. Press Redial. Numbers that you have recently dialed are displayed. 2. To move through the stored numbers, press and 3. Press the key below a number to redial it or press Next/Prev.
2.6 Arranging a Callback If an extension is busy, or does not answer when you call you can arrange a callback rather than leave a message. With a callback set, after that extension is next used, your phone will ring and when you answer, the extension is rung. To set a callback during a call · If, when you make a call, you are not answered or the station is busy, press the programmed AutCB DSS key and end your call attempt. · Alternatively: 1. Press 2. Press Menu.
Chapter 3.
3. Answering Calls 3.1 Answering a Call Your display will show whatever information the system has about the calling party. To answer a call · Pickup the handset. If active on a call, place the other call on hold. To answer a call using the speakerphone · Press Spkr. To answer a call using the headset · Press the call appearance button associated with the call. 3.2 Internal Auto-Answer Internal auto-answer connects your internal calls after just one ring.
Answering Calls: Direct Pickup 3.4 Answering a Message Indicator If another extension has left you a message or you have voicemail, is lit. · If you have voicemail ringback switched on, then whenever you have new messages the voicemail system will ring you after you use the phone. 4406D+ and TransTalk MDW 9040 phones can access their voicemail messages by using the shortcode for Voicemail Collect.
Chapter 4.
4. Hold, Park & Transfer 4.1 Holding Calls Any held calls will ring on your phone. An H on your display indicates that you have a held call. To display held calls 1. Press Menu twice. 2. Press HC&P (held, conference and parked). 3. The above Helds indicates that there are held calls. Press Helds. 4. If you have several held calls you can press and Next/Prev to display details of the different held calls. · To clear a held call: Press Drop. · To reconnect a held call: Press Pickup. 4.
Hold, Park & Transfer: Parking Calls To retrieve a parked call at another extension · At any extension on the system, dial *38*N# where N is the number that was assigned to the parked call (usually the parking extension number followed by 0) of the parked call. For example: To unpark the first call parked by 206, dial *38*2060#. To display parked calls A P on your display indicates that you have a parked call. 1. Press Menu twice. 2. Press HC&P (held, conference and parked). 3.
Chapter 5.
5. Other Call Controls 5.1 Conference Calls The number of callers that you can have in a conference depends on the phone system. Contact your system administrator for details. To add another caller to a call or conference 1. During the existing call or conference, press Conf. 2. Dial the other party. · If not answered, press either the Drop DSS key or · When answered, press Hold, then press Conf. Conf again. Any call that was put on hold is now put into the conference.
Other Call Controls: Account Codes 5.3 Recording a Call This function is only available if you have Voicemail Pro running on the system. If the feature does not work, check with your system administrator to see what voicemail package you are using. By default, the recording is placed into your voicemail mailbox but can be changed by your system administrator. To record a call 1. During the call, press Menu twice. 2. Press Func and then press Recor. 5.
5.6 Muting a Call Mute allows you to stop the caller from hearing you while still allowing you to hear them. While a call is muted, the lamp above the Mute button flashes. When headset mode is active, the Mute button works for the Headset. 5.7 Displaying the Call History The number shown on the right-hand of the phone display (when idle0 is the number of incoming calls stored in your phone's call history. These are calls that have rung your phone (answered or unanswered) for which a CLI was available.
Chapter 6.
6. Diverting/Forwarding Calls 6.1 Switching Divert On 4406D+ and TransTalk MDW 9040 users must use short codes to activate these features. To set the divert all calls (unconditional) number and modes 1. Press 2. Press Menu twice. Next and then press ProgA. 3. Press Divrt. To backspace, press the left-hand display key and set the required divert number, if required. 4. Press Next. 5. To switch Group (forward hunt group calls) and/or Divrt (forward personal calls) on or off, press the display keys.
Diverting/Forwarding Calls: Call Forwarding 6.3 Send All Calls (Do Not Disturb) When on, all your callers either hear a busy tone or are diverted to voicemail if installed. The system administrator can setup a list of exception numbers for you who can still call you during Do Not Disturb. 4406D+ users can activate this feature via a short code or programmed button. TransTalk MDW 9040 users activate this via a short code. To switch send all calls on/off · Press the programmed SAC DSS key.
Chapter 7.
7. Phone Controls 7.1 Displaying the Date and Time You can change your phone display to show the date and time, using the TmDay function. · This function overwrites all other display information. · TransTalk MDW 9040 users do not have access to this feature. To set/cancel the date and time display · Press the programmed TmDay DSS key. · Alternatively: 1. Press Menu. 2. To search, press and Next/Prev and then press TmDay. 7.2 Call Timer You can run a call timer.
Phone Controls: Changing the Volume 7.4 Changing the Ringer Sound The IP Office uses 'distinctive ringing' for different types of calls - a repeated single ring for internal calls, a repeated double ring for external calls and a single ring followed by two short rings for ringback calls. These options are fixed by IP Office. To change the ringer sound 1. Without lifting the handset, press Conf. 2. You will hear a ring. To hear another ring type, press 3. Repeat press Conf again.
7.7 Locking/Unlocking the Phone While locked, the phone displays a B and only internal calls to other extensions can be made. Attempts to make other calls displays CALL BARRED. To lock/unlock the phone 1. Press 2. Press Menu twice. Next and then press ProgA. 3. Press Bar. 4. To switch the phone between locked and unlocked, press Change and then press Done. 5. Press Exit. 7.8 Changing the Login Code The Login code can be changed for functions such as Hot Desking (see Hot Desking 31 ).
Phone Controls: Changing the Extension Name 7.10 Changing the Phone Language This will change the language used in the phone's display. On some voicemail systems it will also change the language of the voicemail prompts played when you collect your messages. To change your phone language 1. Press Menu twice. 2. Press Next and then press ProgA. 3. Press Next and then press Lang. 4. To search the different language options, press and Next/Prev. DEFAULT is the default system language. 5.
Chapter 8.
8. DSS Key Overview You can program many of the phone's functions to a DSS key. You can also program dialling digits or user, group and park slot numbers. · 4406D+ and TransTalk MDW 9040 Telephone: The DSS keys on the 4406D+ and TransTalk MDW 9040 can only be programmed through the Manager application. Contact your system administrator. · 4450 DSS Module: The buttons of the 4450 DSS module are programmed via the station to which the 4450 is connected.
DSS Key Overview: Programming Using the Admin Menu 8.2 Programming Using the Admin Menu To add a function to a DSS key using Admin 1. Press 2. Press Menu. and Next/Prev to search and then press Admin. 3. To search the function you want, press and Next/Prev and then press the key below that function. Selecting Expl? explains the function names. For a list of the available functions, see Admin Functions 38 . 4.
8.3 Admin Functions The following can be programmed against a DSS key via the Admin function (see Programming Functions Against DSS Keys 36 ). Acct Make a call using an account code or enter an account code during a call. This function can be programmed with or without data. · Any account code entered must match a valid code stored on the phone system. If a matching code does not exist, RENTER ACCOUNT displays when the DSS key is used.
DSS Key Overview: Admin Functions DPkup Answer a call currently ringing at another extension or group. This function can be programmed with or without a target extension or group number. If programmed without a target number, the number should be dialed after pressing the DSS key. Drop Clears the current connected call. Temporarily pauses the ringing of an incoming call. This function does not require any data entered when programmed.
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DSS Key Overview: Admin Functions 8.4 Programming Using the ProgA Menu The following functions provide both number storage plus additional functions and DSS key lamp usage. To store user, park slot and queue numbers under a DSS key 1. Press Menu twice. 2. Press Next and then press ProgA. 3. Press Next and then press DSS. The options shown are Park, User, Group and Dial. · Park Monitor a call park slot by entering the slot number (the extension number followed by a single digit).
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Chapter 9.
9. System Features 9.1 System Features As well as your phone's specific features, you can access a number of system features by dialling short codes. These instructions are for the system's default configuration. They assume that you are using the default feature codes. It also assumes that you have full access to all features and the public phone network.
System Features: Answering Calls 9.4 Call Waiting If you are already on another call, a Call Waiting tone tells you when another call has arrived. If you hear the Call Waiting tone: 1. To put the present caller on hold, press Hold. 2. Press the Call Appearance button (of the alerting call) and then press call. Hold again to connect to the alerting To turn call waiting on, dial *15. To turn it off, dial *16. 9.
9.6 Follow Me You can divert your calls to another extension using Follow Me. Unlike Forward, Follow me can only be used to divert calls to another internal extension on the same IP Office. · If you do not answer calls at the temporary extension, they are forwarded to your own voicemail or call forwarding number. To use Follow-Me-Here from another extension: In this case, N is your home extension · Dial *12*N# from the extension you are temporarily using.
System Features: Do Not Disturb 9.8 Voicemail You can enable voicemail to allow callers to leave messages when you are out of the office, away from your desk or engaged on another phone call. Voicemail messages can be retrieved internally or externally via any phone. Your voicemail may be set up to deliver your messages by calling you whenever you hang up: this feature is known as Voicemail Ringback. · Not all systems support voicemail or have voicemail installed.
9.9 The System Administrator The system enables you set up a wide range of advanced telephony features, with your own numbering plan, speed dialling and feature codes. It also allows you to restrict access, selectively, to certain numbers for external calls and to permit controlled access to your local network for staff working away from your premises. Codes and phone numbers can be set up for the benefit of all users or can be assigned to individual extensions.
Index I Index internal auto-answer 14 A abbreviated dialing 41 absence text 27 account codes 22, 38 admin functions 38 answering calls 44 incoming call 14 message indicator page call 15 L leaving a message 11, 12 line appearance 7 locking/unlocking 32 login code 32 M 15 making calls 10, 11, 44 message 11, 12 mute 24 B P bridged appearance 7 page calls 11, 38 parking calls 18 phone language 33 lock/unlock 32 overview 7 phone key symbols 7 pickup 14 programming admin menu 37 DSS keys 36 ProgA menu
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