MITEL 3300 IP Communications Platform 5330 IP and 5340 IP Phones User Guide
NOTICE The information contained in this document is believed to be accurate in all respects but is not warranted by Mitel Networks™ Corporation (MITEL®). The information is subject to change without notice and should not be construed in any way as a commitment by Mitel or any of its affiliates or subsidiaries. Mitel and its affiliates and subsidiaries assume no responsibility for any errors or omissions in this document.
Table of Contents ABOUT YOUR PHONE ............................................................................................................ 8 Ring/Message indicators ....................................................................................................... 11 For Users on Resilient 3300 ICP Systems ............................................................................ 11 Mitel Line Interface Module .......................................................................................
5330/5340 IP Phones – User Guide Enable PC Connectivity ........................................................................................................ 27 USING THE INTEGRATED OFFICE COMPANION APPLICATION................................ 28 About the Integrated Office Companion Application........................................................... 28 Installing the Integrated Office Companion Application......................................................
Table of Contents Using the Analog line ........................................................................................................... 61 CALL HANDLING.................................................................................................................. 62 Hold....................................................................................................................................... 62 Mute ..................................................................................
5330/5340 IP Phones – User Guide Headset Operation................................................................................................................. 82 Hot Desking .......................................................................................................................... 83 Hot Desk Remote Logout ..................................................................................................... 83 Hot Desk - PIN Change .........................................................
Table of Contents Log out of your mailbox ....................................................................................................... 95 About the Visual Voice Mail main window ......................................................................... 96 Display message details ........................................................................................................ 97 Play a voice message .............................................................................................
ABOUT YOUR PHONE The Mitel® 5330 and 5340 IP Phones are full-feature, dual port, dual mode enterprise-class telephones that provide voice communication over an IP network. They both feature a large graphics display (160 x 320) and self-labeling keys. The 5330 IP Phone offers 24 programmable multi-function keys and the 5340 IP Phone offers 48 programmable multi-function keys for onetouch feature access.
5330/5340 IP Phones – User Guide The 5340 IP Phone Elements of Your Phone Feature Function 1) Display Provides a large, high-resolution viewing area that assists you in selecting and using phone features. 2) Ring/Message Indicator Flashes to signal an incoming call and to indicate a message waiting in your voice mailbox. 3) Volume, Speaker Provide the following audio control capability: and Mute Controls (UP) and (DOWN) provide volume control for the ringer, • handset, and handsfree speakers.
5330/5340 IP Phones – User Guide Elements of Your Phone Feature Function • 5) Keypad (CANCEL): ends a call when pressed during the call, and, when you are programming the phone, eliminates any input and returns to the previous menu level. • (REDIAL): calls the last number dialed. • (HOLD): places the current call on hold. • (TRANS/CONF): initiates a call transfer or establishes a three-party conference call.
5330/5340 IP Phones – User Guide Ring/Message indicators When indicator is it means that Flashing rapidly Your phone is ringing Flashing slowly A message or callback message is waiting at your phone On Your phone is ringing another phone Off Your phone is idle, or you are on a call For Users on Resilient 3300 ICP Systems If during a call, you hear a beep repeated every 20 seconds it means that your phone is switching to a secondary 3300 ICP system.
5330/5340 IP Phones – User Guide TIPS FOR YOUR COMFORT AND SAFETY Don't cradle the handset! Prolonged use of the handset can lead to neck, shoulder, or back discomfort, especially if you cradle the handset between your ear and shoulder. If you use your phone a lot, you may find it more comfortable to use a headset. See the section on headset usage elsewhere in this guide for more information. Protect your hearing Your phone has a control for adjusting the volume of the handset receiver or headset.
5330/5340 IP Phones – User Guide USING YOUR DEFAULT PHONE WINDOW AND KEYS The 5340 and 5330 IP Phone default phone windows and keys are shown and described below. The Phone window provides access to programmable keys and the main phone interface. Getting Started with Your Phone When you receive your phone, you need to program features and applications. Press the blue Applications key to access your phone’s applications.
5330/5340 IP Phones – User Guide 5340 and 5330 IP Phone Default Window and Keys Feature Function 1) Softkeys Allow you to access specific call control features, which are context sensitive. Non-programmable feature keys, which are specific to the application or state of the set. The 5330 provides three softkeys and the 5340 provides six softkeys. 2) Programmable Keys Launch specific call control features.
5330/5340 IP Phones – User Guide ABOUT YOUR PHONE APPLICATIONS Your 5330 and 5340 IP Phones provide applications that simplify the use of your phone. To open the Applications window, press the blue Applications window gives the current status of your phone’s applications. key. The Applications home To open an application, press the key beside the application name: • People (5340 IP Phone only): Use the People application to add, delete and edit contact names and numbers.
5330/5340 IP Phones – User Guide • Call Info: Use the Call Info application to display caller information on your phone’s prime line. Call Info appears automatically on incoming calls if the Call Notification— Display Call Info Setting is enabled and Call Info is available You can press the programmed application key from the default Phone Window. For information on programming keys, see Programming Features On Your Keys.
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5330/5340 IP Phones – User Guide Using the Call History Application Use this application to display logs of your most recent 50 calls. After the 50-call limit has been reached, the oldest log is replaced each time a new call is missed, made, or answered.
5330/5340 IP Phones – User Guide 5. Do one of the following: • If necessary, use the keypad, Delete Digit, and Backspace keys to modify the number. If an outgoing prefix is required to access an external trunk, you must add the digit(s). Press Dial to call the number or press To Contacts to save the contact details to the People application (5340 IP Phone only). • Press • Press Close to return to the previous list. or at the bottom of the set to display details for another log.
5330/5340 IP Phones – User Guide Getting Help To access the 5330/5340 IP Phone help and documentation: 1. Press the blue Applications key. 2. Press Help. You have the following options: • Press Launch PC Help to display www.edocs.mitel.com. • Press Key Icons or Quick Help. • Press help option. or at the bottom of the set to view items for the selected 3. Press Close.
5330/5340 IP Phones – User Guide CUSTOMIZING YOUR PHONE Use the Settings application to customize your phone. Note: The System Administrator can invoke a Lock to Factory default option on a per-phone basis.
5330/5340 IP Phones – User Guide Characters are automatically inserted after a one-second delay. If you make an error, use Backspace and Clear (5340 only) to make corrections. Press or at the bottom of the set to move the cursor forwards or backwards without deleting characters. Note: When a text entry window is open, you cannot use the dial pad for dialing.
5330/5340 IP Phones – User Guide Note: Press Cancel at any time to exit this application without making any changes or press Clear to clear the entered name and number. Specify Language To specify the language in which prompts and applications display: 1. Press Settings. 2. Press the Language setting. The phone displays the three language selections that are currently programmed in the ICP. 3. Select the appropriate language and press Save. The phone displays your chosen language.
5330/5340 IP Phones – User Guide Specify Audio Feedback Options The error beep volume in the phone is related to the volume of the speaker. You can set the beep volume using this procedure; however, adjusting the speaker volume also affects the beep volume. To adjust the volume of the audio feedback: 1. Press Settings. 2. Press Audio Feedback. 3. Set the options using the appropriate actions described below: Option Action Turn audio feedback off for errors Press Turn Off.
5330/5340 IP Phones – User Guide Specify Call Notification Behavior To specify that the Phone window automatically displays when you are making or receiving calls: 1. Press Settings. 2. Press Call Notification. 3. Press the appropriate options to identify when you want the Phone window to display. For example, if you select the Made option, each time the phone goes off hook to make a call, the Phone window is displayed. 4. Press Save.
5330/5340 IP Phones – User Guide Notes: • If the phone is in talk state, this action adjusts the volume of the handset, headset or speaker. • If the phone is idle, this action adjusts the contrast. To adjust the Ringer Pitch while the phone is idle: 1. Press Superkey (must be programmed to a key). 2. Press the No softkey until "Ringer Adjust?" appears. 3. Press “Ring Adjust”. 4. Press “Ringer Pitch”. 5. Press (UP) or (DOWN). 6. Press Superkey.
5330/5340 IP Phones – User Guide Program Receipt of External Messaging You can program your phone to launch the Phone application when it receives messages (other than phone calls). To program receipt of External message types: 1. Press Settings. 2. Press External Messages. 3. Press the checkbox Enable. 4. Press Save. Enable URL Displays on your Phone To enable third-party URLs to display in the Web Browser application: 1. Press Settings. 2. Press Go to URL. 3. Press the checkbox Enable. 4. Press Save.
5330/5340 IP Phones – User Guide USING THE INTEGRATED OFFICE COMPANION APPLICATION About the Integrated Office Companion Application The Integrated Office Companion (IOC) enhances the use of telephony features in the office environment by providing quick and easy access to them from the computer desktop. Integrated Office Companion also allows automation of telephony, instant messaging, and multimedia features, allowing the user to be immediately attentive to incoming communications.
5330/5340 IP Phones – User Guide Feature 5330 5330 Basic Enhanced 5340 5340 Basic Enhanced Search Outlook contacts X X X X Presence X X X Auto Presence State change X X X Auto search of Outlook contacts (by Number and Name) X X Search Active Directory X X Drag & Dial (Dial highlighted) X X Open contact (from tray icon, Telephony Toolbar, Pop-up) X X Pause music during phone call X X Extra phone features X X Desktop search integration X X Active Directory integration X
5330/5340 IP Phones – User Guide Determine the installation directory from which to install the Integrated Office Companion Application. For example, this may be a CD-ROM or a network directory. Contact your System Administrator if you have any questions. Shut down all other applications before installing the Integrated Office Companion Application. From the installation directory, double-click Setup.exe.
5330/5340 IP Phones – User Guide This will take you to an online registration web page. Fill out the form and a Trial License Key will be emailed to you. The trial key will give you full basic functionality and a five-day trial of the enhanced functionality. Enter your license key (either a Trial key or an Enhanced key) and click Register Now.
5330/5340 IP Phones – User Guide 2. An Activation Code will be emailed back to you. Enter the code and click Register to process the registration. Upgrading the Integrated Office Companion Application to Enhanced Mode If you have previously registered Integrated Office Companion with a Trial License Key and now wish to upgrade to Enhanced, after purchasing an Enhanced License Key, do the following: 1. Right click Telephony Toolbar Menu. Select About… from the menu that appears. 2.
5330/5340 IP Phones – User Guide 4. Enter your Enhanced License Key and click Register Now. Configuring the Integrated Office Companion Application on Your Phone Use this procedure to connect your phone to the PC. This procedure is normally required only once. When your PC and phone have successfully associated the first time, your settings are saved and reused for each subsequent connection. 1. On the 5330 or 5340 press Settings or , then select PC Connectivity.
5330/5340 IP Phones – User Guide run), a Find Phone dialog will appear: or Associate either by Directory Number or by IP Address, as described in the following sections. Association by Directory Number IOC queries the 3300 ICP for the IP and MAC address of the phone using the phone's Directory Number (DN). With this mechanism, IOC is always able to find a programmed and in-service 5300 phone, even if its IP lease expired and was renewed with a new IP address.
5330/5340 IP Phones – User Guide Association by IP Address (Direct Association) If association by DN fails or if it is not an option, the phone can still be associated with by IP address. Note: In this case, IOC will not be able to find the phone again if the phone changes IP address. You will have to re-associate the phone at the new address. The Find Phone ... command is available from IOC's tray icon and main menus.
5330/5340 IP Phones – User Guide Elements of Your Integrated Office Companion Integrated Office Companion – Telephony Toolbar The IOC Telephony Toolbar application runs as a toolbar in your Windows Task Bar. The Telephony Toolbar allows enhanced integration between the 5330/5340 Phone, your PC, and various Microsoft Office applications. Element Search Options Function The icons at the left of the Telephony Toolbar indicate the currently selected search options.
5330/5340 IP Phones – User Guide Element PC Links Button Function • Speed Dials – Lists programmed Speed Dial buttons (Programmed either via this menu or the phone). Allows you to program Speed Dial buttons. Also allows you to add a speed cal button for the current caller. • Missed Calls – Lists missed calls. (up to 20) • Redial – Redials current number • Call/Answer/Hold/Retrieve/Hangup – Dials an outgoing call, answers an incoming call or puts current call on hold.
5330/5340 IP Phones – User Guide Element Function • Desktop Search for [Caller]… - Executes a Microsoft Desktop Search for the current caller. Note: Microsoft Outlook and Microsoft Desktop Search must be installed for these respective options to be available. Telephony Toolbar Menu Click this button to bring up the Telephony Toolbar menu. • Extra Phone Features… - Allows you to configure additional features. • Settings… - Brings up the Settings Dialog Window.
5330/5340 IP Phones – User Guide Telephony Toolbar - Search Options Note: For these search options to be available, you must have Microsoft Outlook and/or Microsoft Active Directory installed and configured. Microsoft Outlook must be running. Contact your system administrator to install these products for you. To change the search options, left-click on the Search Options Icons. To perform an Outlook and/or Corporate Directory Search using the selected search options: 1.
5330/5340 IP Phones – User Guide Performing a Desktop Search: To perform a desktop search: 1. Enter text characters such as a name, or portion of a name into the Text field. 2. Left-click the large portion of the PC Links. Note: For Desktop Search to be available, you must have Microsoft Windows Desktop Search installed. Contact your system administrator to install this product for you. Windows Desktop Search can be downloaded from the following site: http://www.ingeniussoftware.
5330/5340 IP Phones – User Guide or • Left-click on the Tray Icon. Select Speed Dials from the popup menu. Telephony Toolbar - Speed Dials Menu The Speed Dials Menu displays a list of all Speed Dial entries programmed on the phone. Selecting a name from the menu will dial the number on the phone. Add a new Speed Dial / Edit an existing Speed Dial To add a new the Speed Dial (or edit an existing one): Select Add/Edit Speed Dial …. 1. Select a phone button to program. 2. Specify a label for the button. 3.
5330/5340 IP Phones – User Guide To add presence to an existing the Speed Dial: 1. In the Telephony Toolbar select Add/Edit Speed Dial … 2. Select a phone button to program 3. The dialog will then populate with the Speed Dial Button’s current setting 4. Check the “Display User’s IM Presence on my phone” check box 5. Select the contact from the drop down 6. Click Save Missed Calls Missed Calls Menu To Display the Missed Calls Menu: • Right-click on the large portion of the Telephony button.
5330/5340 IP Phones – User Guide Note: The CLID is displayed until the user clicks in this field, or another call is received.
5330/5340 IP Phones – User Guide Transfer/Conference Calls When a call is in progress up to 3 menu items are added to the Phone Menu (Right click on button with phone or left click tray icon): Note: Trans/Conf/Hold are not supported for the SIP Phones on IOC.
5330/5340 IP Phones – User Guide Telephony Toolbar Menu Clicking on the small button at the right of the Telephony Toolbar causes the Telephony Toolbar menu to appear, with the following menu choices: Telephony Toolbar – Telephony Toolbar Menu Settings Dialog To open the Settings dialog window, select Settings from the Telephony Toolbar menu or the Tray Icon.
5330/5340 IP Phones – User Guide will cause Microsoft’s Windows Media Player or Apple’s iTunes, to pause the music on an incoming or outgoing call. Note: iTunes: Only works with the latest (7.0.2.16). Older versions continue playing. Note: iTunes: Note that iTunes does not conform to the Microsoft Application Programming Interface (API) and treats the PAUSE message as a PLAY/PAUSE message. Meaning that if it is in a paused state it will start playing when it gets the PAUSE message again.
5330/5340 IP Phones – User Guide Presence Icons Icon Description Offline Online Busy, On The Phone Away, Be Right Back, Out to Lunch No icon Denotes no presence information reported Note: Your IM status will remain unchanged if it is set to “Appear Offline” Note: This function is only supported by Windows Messenger, MSN Messenger and Windows Live. (This feature is not supported by Office Communicator.
5330/5340 IP Phones – User Guide In this case a list of dialing rules displays, and controls to Add, Edit, and Remove them. 2. You can use pre-defined dialing rules but can neither modify the rules or create new ones. In this case clicking Import displays a textbox where you can enter the path to already defined rules. Clicking OK imports these rules locally, and IOC verifies this location at startup for new rules.
5330/5340 IP Phones – User Guide Configuring Dialing Rules Mode - Command line options The IOC command line recognizes the /rules: command. This command can be used once or twice on the command line. Once to allow or deny you from defining your own dialing rules. Once to specify a path to a file containing dialing rules to import.
5330/5340 IP Phones – User Guide Telephony Toolbar – Pop-up Notification From the pop-up, you can: • Answer the incoming call • Do an Outlook Contacts Search based on the CLID (Number and Name search) • Do a Desktop Search based on the CLID Long Distance and International Calls When storing long distance and international numbers in Outlook or typing them on the telephony toolbar, certain formatting must be remembered or they become invalid when dialled.
5330/5340 IP Phones – User Guide the number before it is dialled. 3. The area code Enclose this number with () so the telephony equipment understands this is the area code portion of the number. 4. The subscriber number This last sequence of digits may not contain periods or dashes such as 765-4321 or 765.4321 For example, in North America the number: 1.613.765.4321 must be entered as +1 (613) 7654321 011.45.75.123456 must be entered as +45 (75) 123456 In the United Kingdom, this would be: 0.29.
5330/5340 IP Phones – User Guide PROGRAMING FEATURES ON YOUR KEYS Tips on Programming Features You can program your phone's programmable keys to enable features. To program your keys, use: • Settings application • Integrated Office Companion application You can assign the following to a programmable Key: • Features and Fixed function keys: see Program Feature Keys Using the Setting Application.
30/5340 IP Phones – User Guide Feature Default Label Make Busy Make Busy Campon Campon Override Override Direct Page Page Do Not Disturb DND Single Flash Flash Double Flash Dbl Flash Meet Me Answer Meet Me Message Waiting Indicator Msg Waiting Emergency Call Emergency Tag Call Tag Call Privacy Release Privacy Rls Swap Swap Release Release Call History Call Hist Call Park Call Park Call Park Retrieve Park Retrieve Float Keys Float Keys Group Listen Grp Listen Superke
5330/5340 IP Phones – User Guide Feature Default Label Analog Line Analog Line 1. Turning on the Headset feature key has no effect on the Cordless Headset.
5330/5340 IP Phones – User Guide Program Feature Keys Using the Settings Application To program a Phone Feature or hard key: 1. Press Settings. 2. Press Programmable Keys. 3. Press the key you wish to program. 4. If applications are displayed, press View Features. 5. Use the Page Navigation keys to move through the features list. 6. Select the desired feature or fixed function key from the list. A default label is automatically assigned to the key. 7.
5330/5340 IP Phones – User Guide To program Speed Call: 1. Press Settings. 2. Press Programmable Keys. 3. Press the key you wish to program. If it’s already programmed, press Clear Key. 4. Press Speed Call. 5. Press Edit Label and enter the label for the Speed Call. 6. Press Save. 7. Press Edit Number and enter the phone number for the Speed Call: - The maximum length is 26 characters. - 0-9, # and *. Pause and Flash are not allowed. - You can use dial pad to enter the number. 8.
5330/5340 IP Phones – User Guide SETTING UP YOUR CONTACT LIST (5340 ONLY) Use the People application to set up your contact list. Adding names to your contact list You can add a name to your contact list by entering it directly using the People application or by copying a number from the Call Info window. Since a contact’s phone number is mandatory and its name is optional, you are prompted to enter the number first. To add a name to your contact list using the People application: 1.
5330/5340 IP Phones – User Guide MAKING AND ANSWERING CALLS You can make a call using one of the following methods: • Dial a number from the People application (for the 5340 IP Phone only). • Press the programmed key associated with the party you want to call. For more information about programming keys, see Programming Features On Your Keys. • Dial the number using the dialpad. • Use Phone Book (see Phone Book below).
5330/5340 IP Phones – User Guide for your phone, the search is limited to names that share your location; otherwise, the entire directory is searched. • If the system option “Phonebook Lookup – Display User Location” is enabled, after the phonebook search function displays the matching name and directory number, the user’s location is displayed. The display alternates between the name/number and the location every 2 seconds. 4. If no match exists, edit the original entry.
5330/5340 IP Phones – User Guide Redial - Saved Number To save the last number that you manually dialed: 1. Lift the handset. 2. Dial the appropriate feature access code. To Redial a saved number: 1. Lift the handset. 2. Dial the appropriate feature access code. Handsfree Operation To use Handsfree to make a call: 1. If you want to use a Non–Prime Line, press a Line Appearance key. Note: Your administrator must program Line Appearances to your phone. 2. Dial the number. 3.
5330/5340 IP Phones – User Guide 1. Press (SPEAKER). 2. Hang up the handset. Auto-Answer When the Auto-Answer feature is active, incoming calls ring briefly, and then the phone answers the call in Handsfree mode. You can continue the call handsfree or use the handset. To enable or disable Auto-Answer: • Press Auto-Answer key. (See Programming Features on Your Keys for instructions on programming features on your phone.) The key is highlighted and all incoming calls are answered in Handsfree mode.
5330/5340 IP Phones – User Guide CALL HANDLING Hold To place a call on Hold: • Press • Press the key that you have programmed as Hold. The indicator flashes on the line that has the held call. (HOLD). Note: You can only retrieve a call from hold when the phone is idle. To retrieve a call from Hold, do one of the following: • Lift the handset and press the flashing line key or Float Key (see page 78). • Press the flashing indicator. • Use the Add Held feature to conference into the held call.
5330/5340 IP Phones – User Guide Transfer To Transfer an active call: 1. Press (TRANS/CONF). 2. Dial the number of the third party. 3. Do one of the following: • To complete the Transfer, hang up. • To announce the Transfer, wait for an answer, consult, and hang up. • To cancel the Transfer, press (CANCEL). To transfer an active call during headset operation: 1. Press (TRANS/CONF). 2. Dial the number of the third party. 3. To complete the Transfer, press the Release feature key.
5330/5340 IP Phones – User Guide Add Held To move a call on hold to another line appearance: 1. Press an available line key. 2. Press the AddHeld softkey. 3. Press the flashing line key. To add a call on Hold to an existing conversation or conference: 1. Press the AddHeld softkey. 2. Press the flashing line key. Swap To call another party when you are in an established two–party call: 1. Press (TRANS/CONF). 2. Dial the number. To alternate between the two parties: • Press the Trade Calls softkey.
5330/5340 IP Phones – User Guide USING QUICK CALL FORWARD ALWAYS To program and enable Call Forward Always: 1. Launch Applications and press Call Forwarding or Press the Forwarding feature key. 2. If a number is already programmed, you can • Press Activate to enable forwarding to the current number or • Enter a new destination number and then press Activate. Note: Call Forward Always takes precedence over all other types of forwarding. To deactivate Call Forward Always: 1.
5330/5340 IP Phones – User Guide To create a Call Forward profile: 1. Launch Applications and press Call Forwarding or Press the Forwarding feature key. 2. Press Profiles. 3. Press New Profile. 4. Press Edit Profile Name. An on-screen keyboard displays. 5. Press the appropriate keys in the on-screen keyboard to enter the profile name and press Save. This profile name identifies where your phone calls will be forwarded to. 6.
5330/5340 IP Phones – User Guide ACTIVATE CALL FORWARD To turn Call Forward on once it has been programmed: 1. Press the blue Applications key. 2. Press Call Forwarding. 3. Press Profiles. 4. Press the appropriate Profile setting. 5. Press Activate. 6. Press Close. CANCEL CALL FORWARD To cancel Call Forward: 1. Press the blue Applications key. 2. Press Call Forwarding. 3. Press Profiles. 4. Press None setting. 5. Press Activate. 6. Press Close.
5330/5340 IP Phones – User Guide USING OTHER FEATURES Account Codes An account code is a series of digits that you assign to your calls, usually for accounting purposes. The code identifies the account in the call records that your system generates. A forced account code is usually entered from another extension, enabling you to use features or make calls that the extension otherwise could not. If you want this feature enabled on your phone, ask your System Administrator. To use Account Codes: 1.
5330/5340 IP Phones – User Guide Attendant Call Hold - Remote Retrieve To retrieve a call placed on Hold by the attendant: 1. Lift the handset. 2. Dial the appropriate feature access code. 3. Dial the digits announced by the attendant. Callback The Callback feature allows you to be notified when a busy phone becomes free or when a phone has been used after a no-answer condition was encountered. To request a Callback when you reach a busy or unanswered station: 1. Press Call Me Back. 2. Hang up.
5330/5340 IP Phones – User Guide To cancel Call Forward – Remote from the station that set the remote forwarding: 1. Lift the handset. 2. Dial the appropriate feature access code. 3. Dial the extension of the remote station. 4. Hang up. To cancel Call Forward – Remote from the station that was forwarded: 1. Press Superkey (must be programmed to a key). 2. Press the No softkey until "Call Forwarding?" appears. 3. Press the Forwarding softkey. 4. Press the Review softkey. 5. Press the Change Key softkey. 6.
5330/5340 IP Phones – User Guide Call Forward - Override To override Call Forward and ring a station: 1. Lift the handset. 2. Dial the appropriate feature access code. 3. Dial the extension number. Call Park The Call Park feature allows you to place a call in a special hold state. You, or someone else, can then retrieve the call from any extension in the system. After parking the call, the system can automatically connect you to paging equipment so that you can announce the call to the requested party.
5330/5340 IP Phones – User Guide 2. Dial the directory number on which the call is parked (not required if the number is programmed to the Call Park feature key). 3. If there are multiple calls parked on the number, dial the two-digit index number to retrieve a specific call, or # to retrieve the longest parked call. Call Pickup To answer a call that is ringing at another extension in your Pickup Group: 1. Lift the handset. 2. Press the key that you programmed as Pickup.
5330/5340 IP Phones – User Guide How you answer a Direct Page depends on whether Handsfree Answerback is enabled and turned on at your phone. See one of the following procedures in this guide: • Direct Paging - Handsfree Answerback Enabled • Direct Paging - Handsfree Answerback Disabled Direct Paging - Handsfree Answerback Enabled When you receive a Direct Page, Handsfree Answerback automatically establishes a Handsfree call on your phone after a single burst of tone.
5330/5340 IP Phones – User Guide To answer a call using Handsfree Answerback: Phone state before Page arrives To answer the Direct Page Phone is idle and MUTE is flashing 1. Check that MUTE is OFF. 2. Listen for the paging party. 3. Begin speaking. 4. Lift the handset if you wish to switch from a Handsfree call to a handset call. You are on a handset or headset call, and MUTE is OFF 1. Check that MUTE is flashing. 2. Press MUTE.
5330/5340 IP Phones – User Guide Direct Paging - Handsfree Answerback Disabled Your administrator enables or disables Handsfree Answerback and you can also turn it on or off on your phone. To turn Handsfree Answerback off, see "Direct Paging - Handsfree Answerback Enabled" elsewhere in this guide. When Handsfree Answerback is disabled on your phone and you receive a Direct Page, the Direct Page is indicated by a single burst of tone.
5330/5340 IP Phones – User Guide Do Not Disturb When you enable Do Not Disturb, callers will get a busy tone, and an on-screen text message indicating that you do not wish to be disturbed. To activate or deactivate Do Not Disturb: • Press the Do Not Disturb key that you programmed. The key is highlighted when Do Not Disturb is activated and is not highlighted when Do Not Disturb is not activated. The icon. phone status line shows the Do Not Disturb To activate Do Not Disturb from a remote extension: 1.
5330/5340 IP Phones – User Guide EMERGENCY CALLS WHEN EMERGENCY CALL ROUTING NOT PROGRAMMED If Emergency Call Routing is NOT programmed, Emergency Number dialing should only be performed by picking up the handset and selecting the Analog Line key you have programmed. If Privacy Mode is enabled and the Analog Line key local line is busy, dialing will not occur on the Line Interface Module line. Emergency dialing using an IP connection may not be supported due to ICP system configuration and country location.
5330/5340 IP Phones – User Guide Float Keys (5340 IP Phone) The 5340 IP Phone offers 48 programmable multi-function keys for one-touch feature access. You can program three of these keys as float keys. Float keys are typically used to display unanswered ringing lines on designated keys where the ringing lines would otherwise be hidden on one of the phone’s application pages.
5330/5340 IP Phones – User Guide Programming Float Keys You program the Float Keys using the Settings application on the 5340 phone. You are able to program the Float Keys essentially as a mirror of any of the lines programmed on the 48 programmable keys. The Float Keys reflect the state of those lines including indicators and labels, and allows you to access those lines without having to navigate to the pages where those keys may be displayed.
5330/5340 IP Phones – User Guide 6. Repeat steps 3 – 5 for every line key that you want to appear on the float keys. 7. Press Save. 8. Press Close. To disable float keys 1. Press Applications. 2. Press Settings. 3. Press Float Keys. 4. Press Disable. 5. Press Save. Using Float Keys You can set up more than three lines to float. As lines ring, they get placed into a queue which will display the first three in the float key area.
5330/5340 IP Phones – User Guide Group Listen With Group Listen, you can carry on a conversation using the handset or headset while allowing others nearby to listen to the person at the far end over the handsfree speaker. The handsfree microphone is disabled in Group Listen mode. To activate Group Listen while in a handset conversation: • Press the Group Listen key. Audio from the far-end party is now heard through both the handset/headset and the speaker.
5330/5340 IP Phones – User Guide To respond to a Group Page by using Meet Me Answer: 1. Lift handset. 2. Press the key you have programmed to Meet Me Answer or dial the appropriate feature access code. (See Programming Features on Your Phone for instructions on programming features to your phone.) 3. Do one of the following: • To respond to a page from your prime page group, press #. • To respond to a page from a specific page group, dial the page group directory number.
5330/5340 IP Phones – User Guide Hot Desking Hot Desking allows you to log into the telephone system from any phone designated as a Hot Desk phone. When you log in at the phone using your assigned Hot Desk User Extension Number, the phone assumes all your speed dials, features keys, call forwarding setup, and line appearances - even your language preference for the display. Any changes you make to the phone while you are logged in--for example, adding a speed dial--are saved to your personal profile.
5330/5340 IP Phones – User Guide To remotely log out a Hot Desking phone: 1. Dial 111. 2. Dial the Hot Desk User Extension Number that you want to log out. 3. Press the Logout command key. 4. Press the Confirm command key. Hot Desk - PIN Change To change your Hot Desk PIN: 1. Log into a Hot Desking phone. 2. Press Superkey (must be programmed to a key). 3. Press the HotDesk PIN softkey. 4. Press the Yes softkey. 5. Enter the current PIN or skip to step 6 if a PIN has not yet been assigned. 6.
5330/5340 IP Phones – User Guide Message Waiting Indicator The Message Waiting Indicator (MWI) feature allows you to be notified when messages have been left on another phone. Once you have programmed a key to MWI, this key is always enabled. To use MWI to contact the extension that left a message: • Press the key you have programmed to MWI. Messaging - Advisory Advisory Messaging enables you to select a notice that appears on your phone display to inform people visiting your desk of your whereabouts.
5330/5340 IP Phones – User Guide 3. Press the Read Message softkey, and do one or all of the following: • To display the time the message was sent, press the More Msg softkey. • To display the number of the caller, press the More Msg softkey twice. • To call the message sender, press the Call softkey. • To delete the message, press the Erase Msg softkey. • To view the next message, press (MESSAGE). You can check for messages from a remote station: 1. Press Superkey (must be programmed to a key).
5330/5340 IP Phones – User Guide Messaging - Cancel Callback To cancel a Callback: 1. Lift the handset. 2. Dial the appropriate feature access code. 3. Dial the number of the called station. 4. Hang up. Messaging - Cancel All Callbacks To cancel all Callbacks: 1. Lift the handset. 2. Dial the appropriate feature access code. 3. Hang up. Music To turn Music on and off when the phone is idle, do one of the following: • To turn the music on, press the key that you programmed to Music or the Music softkey.
5330/5340 IP Phones – User Guide Override (Intrude) When you dial a number whose owner has enabled Make Busy, your phone displays the message indicating that the line is busy. You have the option to override this setting. To use Override when you encounter a busy tone: 1. Press the key you programmed as Override. 2. Wait for an answer. Paging To use Paging: 1. Lift handset. 2. Press the key that you have programmed to Page. 3. Dial the Paging zone number (if required). 4. Make the announcement.
5330/5340 IP Phones – User Guide • account codes Note: Softkeys will be displayed but disabled, except the hot desking softkeys will remain enabled. The Phone Lock, Hot Desk login, and Emergency Notification feature access keys will still be available. Superkey will provide Emergency Notification, if it is pending.
5330/5340 IP Phones – User Guide 6. At the prompt "Enter new PIN", enter your new PIN. Use left arrow key to correct mistakes. The PIN can include digits from 0 to 9 only and can be from 0 to 8 characters in length. 7. Press Enter. 8. At the prompt to verify the PIN, re-enter your new PIN again. The set confirms successful or failed completion. 9. Press Superkey to end the Superkey session. Record a Call This feature uses your voice mail system to record your telephone conversations.
5330/5340 IP Phones – User Guide 1. Press Superkey (must be programmed to a key). 2. Press the No softkey until "Timed Reminder" appears. 3. Press the Reminder softkey. 4. Enter the time in 24-hour format. 5. Press the Save softkey. To view, change, and/or cancel a pending Reminder: 1. Press Superkey (must be programmed to a key). 2. Press the No softkey until "Timed Reminder" appears. 3. Press the Reminder softkey. 4.
5330/5340 IP Phones – User Guide Speak@Ease Users of the Speak@Ease softkey can place a call by speaking the name of the person they wish to dial. Speak@Ease enables you to have access to Mitel Speech Server. The Speech Server is a speech recognition application that routes incoming calls to a specific destination based on spoken commands. To dial a call using Speak@Ease: 1. Press the key you have programmed to Speak@Ease. 2. Speak the name of the person you wish to call.
5330/5340 IP Phones – User Guide Trunk Flash The Trunk Flash feature allows you to access Centrex features (if available) while you are talking on an outside call. To flash a trunk while talking on an outside call: 1. Press the key you have programmed to Flash. Note: You can program a key to single flash or double flash. 2. Wait for dial tone. 3. Dial the Centrex feature access code.
5330/5340 IP Phones – User Guide VISUAL VOICE MAIL (5340 IP Phone Only) Set up your mailbox Before you can use voice mail, you must first set up your mailbox. To set up your mailbox: 1. Dial the voice mail Hunt Group number provided by your system administrator. 2. Follow the verbal instructions to create your personal passcode and to record your name and greeting. 3. Set up Call Forwarding to direct your calls to the voice mail hunt group number. Enable Visual Voice Mail To enable Visual Voice Mail 1.
5330/5340 IP Phones – User Guide 2. Enter your passcode. 3. Press OK. 4. If you wish to have the system remember this passcode, press Remember my passcode to enable the check box (5). 5. Press Login. Note: While you are logged into your mailbox, no indication of any new messages arriving is provided until you log out and log in again. Log into your mailbox from another extension To login to your mailbox from another extension: 1. Open the Voice mail application. 2. Press Connect as guest. 3.
5330/5340 IP Phones – User Guide About the Visual Voice Mail main window Control Keys Message List Navigation Keys The Voice Mail Application Main Window The Voice Mail application main window contains a chronological list of the voice messages in your mailbox, with the oldest message listed first. Use the Navigation keys to scroll through the messages. By default, only new messages are listed when the main screen opens.
5330/5340 IP Phones – User Guide Display message details To display details about a message: 1. Open the Voice mail application. 2. Login to your mailbox. 3. Press on a message in your message list.
5330/5340 IP Phones – User Guide Play a voice message To play a voice message: 1. Open the Voice mail application. 2. Login to your mailbox. 3. Select a message in your message list. 4. Press Play.
5330/5340 IP Phones – User Guide Save a message To save a message: 1. Open the Voice mail application. 2. Login to your mailbox. 3. Press on a message in your message list. 4. Press Keep. The saved message is removed from the new list and added to the saved list. Delete a message To delete a message: 1. Open the Voice mail application. 2. Login to your mailbox. 3. Press on a message in your message list. 4. Press Discard. The next message in the message list is displayed.
5330/5340 IP Phones – User Guide 2. Login to your mailbox. 3. Select a message in your message list. 4. Press Give. 5. Enter the recipient’s mailbox number. 6. Press Send message. Forward a message to your email address You can only forward a message to your email address if the Forward to Email feature is enabled on your system. You can tell that the feature is disabled by the absence of a To Email button on your phone. To forward a message to your email address: 1. Open the Voice mail application. 2.
5330/5340 IP Phones – User Guide USING YOUR PHONE WITH THE 5310 IP CONFERENCE UNIT Your phone uses the 5310 IP Conference Unit for conferencing. You use the Conference Controller to turn the conference unit off or on, to adjust the volume or to put the conference unit into Presentation mode. You can only run one Conference Controller session at a time. If the 5310 Conference Unit is not connected to your phone, the Conference Controller application is not available.
5330/5340 IP Phones – User Guide Mute the conference unit To mute the conference unit so that conversation in the meeting room cannot be heard by individuals being conferenced: • Press Mute.
5330/5340 IP Phones – User Guide USING THE LINE INTERFACE MODULE Your phone supports the Mitel Line Interface Module. The Line Interface Module allows you to make and receive calls over an analog line (Line Interface Module line) connected to your phone.
5330/5340 IP Phones – User Guide 1. Do one of the following: • Press and release the hookswitch • Press Cancel ( ) 2. Press the key you have programmed as Analog Line. To put a current call on hold to answer an incoming analog call: • Press the highlighted Analog Line key. To switch between the current call and the held call when one of the calls is using the analog line, do one of the following: • If your current call is using the analog line, press the flashing Line key of the held call.
5330/5340 IP Phones – User Guide USING YOUR PHONE WITH THE CORDLESS MODULE AND ACCESSORIES The cordless handset and cordless headset provide users with the capability to move around within their own office or adjacent offices while using the telephone. Both cordless devices connect to your IP telephone through the cordless module, which attaches to the back of the phone. The cordless headset rests and recharges in a headset cradle that attaches to the side of the telephone.
5330/5340 IP Phones – User Guide Figure 2. Rear view Elements of Your Cordless Module and Accessories Feature Function 1) Cordless Module Attached to the back of the phone, the module contains a Light Emitting Diode (LED) indicating that a cordless device is in use; also indicates the state of pairing between the module and a cordless device. 2) Cordless Headset Cordless hands free operation for calls. If you are using the cordless headset, you do not need to use the handset.
5330/5340 IP Phones – User Guide Handset/Headset Combinations The following combinations of corded and cordless headset and handset are supported on the 5330/5340 IP Phone: • Corded handset only • Corded headset only • Corded handset and corded headset • Cordless handset only • Cordless headset only • Cordless handset and cordless headset • Corded handset and cordless headset • Corded headset and cordless handset Pairing the Cordless Module and Accessories The cordless headset and handset a
5330/5340 IP Phones – User Guide 4. Press Yes to confirm pairing. The Cordless Devices application confirms the pairing by displaying the paired device name and its battery level indicator. 5. Press Close to exit. To unpair a cordless accessory: 1. Press the blue Applications key and then press Cordless Devs. 2. Press the device name that you want to unpair. The information screen for the selected device appears. 3. Press Unpair this Device. If the accessory is in use, an error message is displays.
5330/5340 IP Phones – User Guide USING THE CORDLESS HANDSET The cordless handset provides office mobility, allowing you to make and answer calls while away from your desk. Replacing the standard corded handset, the cordless handset contains a rechargeable battery that charges in the handset cradle when not in use. To use the Cordless Handset, you must pair the handset with the phone. For more information, see “Pairing the Cordless Module and Accessories” on page 107. Figure 3.
5330/5340 IP Phones – User Guide Feature Function call, moves the call to the cordless handset. 3) Mute button Mute allows you to turn the microphone off during a call. 4) Volume Up and 5) Volume Down buttons Up and Down provide volume control for the ringer and handset/headset. Note: The IP Phone deactivates the cordless handset when a corded handset is plugged in. Answer a call Do one of the following: • Lift the cordless handset.
5330/5340 IP Phones – User Guide Alerting Tones and LEDs The cordless accessories provide the following alerting tones: Feature Function Mute key on cordless device ON/OFF 2-pitch tone occurs immediately. Reminder tone occurs 30 seconds after activation and then regularly until deactivated. Mute key on Phone ON/OFF No immediate tone. Reminder tone occurs 30 seconds after activation and then regularly until deactivated.
5330/5340 IP Phones – User Guide Blinking Battery is charging. Note: It is normal for the handset LED to cycle between blinking and solid as battery charge is maintained. Off When handset is cradled and the LED does not flash or illuminate, this indicates an absence of battery power. During the first 30 – 60 minutes that the light is off, the battery may be trickle charging. If that is the case, the LED will resume normal behavior within that 60 minute period.
5330/5340 IP Phones – User Guide USING THE CORDLESS HEADSET The cordless headset offers the same capability as the cordless handset to make and answer telephone calls away from your desk while adding the convenience of hands-free operation. When not in use, the cordless headset sits in the headset charging cradle. To use the Cordless Headset, you must pair the headset with the phone. For more information, see “Pairing the Cordless Module and Accessories” on page 107.
5330/5340 IP Phones – User Guide Answer a call Do one of the following: • Lift the cordless headset from the cradle. • If the headset is already out of the cradle, press the hookswitch button on the headset. Hang up Do one of the following: • Replace the cordless headset in the cradle. • If the headset is already out of the cradle, press the hookswitch button on the headset. Dialing – Auto Dial Disabled To dial a number with Auto Dial disabled: 1. Lift the headset or press the hookswitch. 2.
5330/5340 IP Phones – User Guide Feature Function any call that is in progress is dropped and not recovered.
5330/5340 IP Phones – User Guide USING THE CORDLESS DEVICES APPLICATION The Cordless Devices Application provides access to module information and pairing for handor headsets. To access the Cordless Devices Application, do one of the following: • Press the blue Applications • Press a feature key you have programmed as the Cordless Devices Application key. key and then press Cordless Devices For information about programming feature keys, see page Error! Bookmark not defined..
5330/5340 IP Phones – User Guide Auto Dial When a Cordless Module is installed and at least one device is paired, the Auto Dial feature is available in the Settings menu. You can program a number that is automatically dialed when a cordless device hookswitch button is pressed. To program an Auto Dial number: 1. Press Settings. 2. Press Auto Dial, and then press Edit Number. 3. In the on-screen keyboard, enter the autodial number (see Using the Dial Pad to Enter Information). 4. Press Save. 5.
5330/5340 IP Phones – User Guide APPENDIX A Upgrading Integrated Office Companion If upgrading from a Standalone PC Companion to the Integrated Office Companion, it is recommended that you first uninstall the Standalone PC Companion. Integrated Office Companion and Microsoft Framework 2.0 In order to run the Integrated Office Companion, your PC will also need to have the Microsoft .NET Framework 2.0 installed. • If the Microsoft .NET Framework 2.
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5330/5340 IP Phones – User Guide APPENDIX B List of Limitations Integrated Office Companion Limitations Integrated Office Companion is designed to tie together functionality from various other applications. There are some cases of incompatible versions of these other applications that may result in limitations to certain Integrated Office Companion features.
5330/5340 IP Phones – User Guide If you’re using Windows Live Messenger 8.1 with this version of Windows Messenger. . . . . .and this version of Outlook “On the Phone” feature result 4.7 2003 (11.5608.5606) See Cases below 5.1.0701 2003 (11.5608.5606) See Cases below Case 1: 1. Win Messenger 4.7 installed / Outlook 2003 installed. 2. Install Windows Live Messenger 8.1. 3. Install IOC. RESULT: ON THE PHONE WORKS. Case 2: 1. Win Messenger 4.7 installed / Outlook 2003 installed. 2.
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