Go to businessphones.vtech.com to register your product for enhanced warranty support and latest VTech product news.
Congratulations on your purchase of this VTech product. Before using this product, please read the Important safety information. This user’s manual provides you with the complete installation, setup and operation instructions. For customer service or product information, visit our website at businessphones.vtech.com or call 1 (800) 595-9511. In Canada, please dial 1 (800) 267-7377.
Important safety information This symbol is to alert you to important operating or servicing instructions that may appear in this user’s manual. Always follow basic safety precautions when using this product to reduce the risk of injury, fire, or electric shock. Safety information • Read and understand all instructions in the user’s manual. Observe all markings on the product. • Avoid using a telephone during a thunderstorm. There may be a slight chance of electric shock from lightning.
Important safety information Especially about cordless telephones • Electrical power: The telephone base must be connected to a working electrical outlet. The electrical outlet should not be controlled by a wall switch. Calls cannot be made from the handset if the telephone base is unplugged, switched off or if the electrical power is interrupted. • Power adapter: The power adapter is intended to be correctly oriented in a vertical or floor mount position.
Parts checklist Your telephone package contains the following items. Save your sales receipt and original packaging in the event warranty service is necessary. Go to businessphones.vtech.com to register your product for enhanced warranty support and latest VTech product news.
Table of contents Getting started Music on hold.......................................34 Hold reminder.......................................35 Phone rename......................................35 Set default............................................36 Customer support.................................36 Deskset overview......................................1 Deskset icon display..................................4 Alert tones and lights.................................5 Alert tones.......................
End an intercom call.............................50 Answer an incoming call during an intercom call.........................................50 Call transfer.............................................51 Blind transfer........................................51 Call transfer using intercom.....................52 Transfer a call and speak to the receiving party......................................52 One touch................................................53 Assign a one-touch entry.....................
Getting started Deskset overview MENU/SELECT CALL HISTORY • Press to enter the menu. • Press to view caller ID information (page 65). • While in the menu, press to select an item or save an entry or setting. MESSAGE WAITING indicator • Flashes when there are new messages in the private mailbox (page 76). ANS SYS • Press to enter the answering system menu. LINE 1-LINE 4 keys • Press to make or answer a call on the desired line (pages 37-38).
Getting started Deskset overview One-touch keys • Press to dial the desired one-touch number (page 54). Directory card To write names on the directory card, follow the steps below: 1. Pull out the directory card. 2. Write the information on the directory card. 3. Replace the directory card under the plastic cover. SPEAKER • Press to turn on the speakerphone. Press again to turn it off (page 38). MIC TRANSFER FLASH • Press to transfer a call to an extension (pages 51 and 52).
Getting started Deskset overview Main menu The > symbol highlights a menu item. >Ringers Set Date/Time One Touch Phone Settings Main menu • Ringers (page 30) • Set Date/Time (page 31) • One Touch (pages 53-54) • Phone Settings (pages 30-36) • System Setup (pages 24-29) • Registration (pages 20-22) • Customer Support (page 36) Using menus • Press MENU/SELECT to show the main menu. • Press or to scroll through menu items. • Press MENU/SELECT or /SKIP to select a highlighted menu item.
Getting started Deskset icon display L1 L2 L3 L4 Telephone lines - On when this deskset is selected under the corresponding line group setting. Ringer off - On steadily when the ringer volume is set to OFF . Headset - On steadily when using a corded headset. Speakerphone - On steadily when using the speakerphone. MUTE Mute - Microphone is muted. PRIV Call privacy - On steadily when the call privacy feature is set to On. REC Record a call - On steadily when recording a call.
Getting started Alert tones and lights Alert tones One beep You have set the hold reminder on. -ORThe telephone is recording a memo. -ORYou have set the message alert tone on. -ORThere is an incoming call waiting. Lights LINE 1/LINE 2/LINE 3/LINE 4 • On when a telephone line is in use. • Flashes when the telephone line is on hold. MESSAGE WAITING • Flashes quickly when there is an incoming call or a transfer call. • Flashes when there are new private messages.
Getting started Introduction This UP406 deskset is not a stand-alone telephone. You must purchase the UP416 console and connect this telephone to the console before use. This system is not compatible with any other VTech 4 line business telephones, except for the UP416 console and UP407 handset. The UP406 deskset is hearing-aid compatible and can be connected to the console via an Ethernet switch or router.
Getting started Planning your system The UP406 package includes only the deskset. It is not a stand-alone telephone and requires connection with UP416 console through Ethernet network (see diagram below) to function. You can also purchase UP407 cordless handset or IS6100 cordless headset to expand your system. To order them, visit our website at businessphones.vtech.com or call 1 (800) 595-9511. In Canada, dial 1 (800) 267-7377.
Getting started MS2015 Engraving: Planning your system MS2015 Engraving: Use the existing Ethernet wall jack: Use the PC port on the deskset as an Internet pass-through. MS2085 Engraving: 1. Unplug your Ethernet cable of your computer from the existing Ethernet wall jack. Engraving: 2. Plug one end of the Ethernet cable into the Ethernet port ( ) MS2085 at the back of the deskset and the other end into the Ethernet wall jack. 3.
Getting started Installation Install the deskset close to the Ethernet switch or router connected to the UP416 console and a power outlet not controlled by a wall switch. The deskset can be placed on a flat surface or vertically mounted on the wall (pages 16-19). For optimum range and better reception, place the deskset in a central and open location. Your product may be shipped with a protective sticker covering the deskset display, remove it before use.
Getting started Deskset installation L1/2 • This is not a stand-alone telephone. Make sure you have completed the installation and basic setup of the UP416 console, before you proceed with the installation of your deskset. • Do not power up the deskset until you have plugged in the Ethernet cable as instructed in step 4. • The power adapter is intended to be correctly oriented in a vertical or floor mount position.
Getting started Deskset installation 4. Connect the Ethernet cable and power adapter as shown below. NOTES: • Use only the power adapter supplied with this product. To order a replacement power adapter, visit our website at businessphones.vtech.com or call 1 (800) 595-9511. In Canada, please dial 1 (800) 267-7377. • If you want to use an occupied Ethernet wall jack, use the PC port on the deskset as an Internet passthrough. For details, see Use the existing Ethernet wall jack on page 8.
Getting started Deskset installation (auto set IP) After the deskset is powered up, it takes at least one minute for the deskset to start up the system and the screen displays booting.... during startup. The deskset is set to obtain IP address automatically by default. The screen displays Obtaining IP from DHCP server Please wait... when the deskset is obtaining IP from the Ethernet switch or router. When an IP is obtained, the screen displays IP obtained: XXX.XXX.X.XXX Press SELECT to proceed.
Getting started Deskset installation (auto set IP) 6. The deskset screen displays Connecting to Console... It takes up to 60 seconds to complete the connection. The screen displays Connected to Console (Console represents the name of the console) when the connection is successful. • If the deskset displays Please check: 1. Console’s name and network info 2. Ethernet, make sure you enter your console’s name correctly and the Ethernet switch or router is installed properly.
Getting started Deskset installation (set static IP) To set static IP when initially setting up the deskset: Instructions on this page are for users to enter static IP to set up the deskset, due to a failure in obtaining IP from the Ethernet switch or router automatically. If you have successfully obtained the IP from your Ethernet switch or router, you do not need to perform the steps below. 1.
Getting started Deskset installation (set static IP) 8. The deskset displays Console’s name. The console’s name is set as Console by default. If you have changed your console’s name, enter the same name using dialing keys on the deskset. Otherwise, skip to step 9 to continue. • Press DELETE to delete a character. • Press /REPEAT or /SKIP to move the cursor left or right. • Press 0 to add a space. When you finish editing, press MENU/SELECT to save. 9.
Getting started Wall mount installation To mount the deskset on the wall 1. Unplug the power adapter from the power outlet. Unplug the Ethernet cable from the Ethernet switch or router. 2. Put the corded handset aside. Use a coin to rotate the handset tab 180 degrees. The protruding edge holds the corded handset when the phone is mounted on the wall. Protruding edge Handset tab 3. Lift the kickstand as indicated by the arrows below to release it from the grooves.
Getting started Wall mount installation 4. Snap the kickstand into the outermost grooves until it locks into place. 5. Install the wall mount bracket to the deskset as shown below. Insert the upper tabs of the mounting bracket into the upper slots at the back of the deskset. Press the lower tabs of the mounting bracket into the lower slots at the back of the deskset until they lock into place.
Getting started Wall mount installation 6. Connect the Ethernet cable to the Ethernet network that your console is connected to. Plug the power adapter into an electrical outlet not controlled by a wall switch. Standard wall plate Ethernet switch/ Router Router 7. Align the upper wall mounting hole on the back of the deskset with the upper tab of the standard wall plate. Make sure the lower wall mounting hole on the mounting bracket also aligns with the lower tab of the standard wall plate.
Getting started Wall mount installation Wall mount to tabletop installation To change the deskset from the wall mount position to tabletop position, follow the steps below. Router Router 1. If the Ethernet cable and power adapter cord are bundled, untie them first. 2. Push the deskset up to remove it from wall. Unplug the Ethernet cable from the Ethernet switch or router and the power adapter from the power outlet. 3. See Deskset installation section on pages 10-11.
Getting started Adding and registering a cordless handset You can add a new handset (UP407, purchased separately) to your deskset. The cordless handset must be registered with the UP406 deskset before use. When first purchased, the expansion handset shows Choose Handset in Registration at base menu. And put handset on cradle to register. Make sure the cordless handset is properly installed before you begin registration. Refer to the user’s manual of the cordless handset for details.
Getting started Adding and registering a cordless headset You can use this deskset handsfree when you register a DECT 6.0 cordless headset (IS6100, purchased separately) to the deskset. You can only register one cordless headset to the deskset. Make sure the headset is charged before use. Refer to the user’s manual of the cordless headset for details. Place the headset in the headset charger and note the color of the button. If the button flashes in blue and red alternately, the headset is unregistered.
Getting started Deregistering cordless handset and cordless headset If you have a registered handset and/or headset, and need to replace one of them or both, you will have to deregister both devices first, then register each device to the deskset separately. Please read all the instructions on this page before beginning the deregistration process. Please make sure the telephone system is not in use before deregistration. To deregister the cordless handset and headset from the UP406 deskset 1.
se only upplied dapter Getting started Adding a corded headset You can use this telephone handsfree when you install any industry-standard 2.5mm corded telephone headset (purchased separately). To add a corded headset to the deskset Side view of the deskset Plug a 2.5 mm headset into the HEADSET ( ) jack on the side of the deskset. Use only Supplied Adapter L4 L3/4 L2 L1/2 NOTE: The HEADSET button on the deskset controls only the corded headset.
Getting started System setup Menu settings Use this menu to change the telephone system settings. 1. Press MENU/SELECT when in idle mode (when the deskset is not in use) to enter the main menu. 2. Press or to scroll to the feature to be changed. The > symbol indicates the selected menu item. 3. Press MENU/SELECT or /SKIP to select the menu item. 4. Press CANCEL to exit setup without making changes. NOTE: Press CANCEL to cancel an operation, exit the menu display, or return to idle mode.
Getting started System setup Prime line Use this feature, also known as automatic line selection, to choose which line is automatically selected each time you make an outside call. If you select Auto, the deskset picks up any plugged telephone line starting from Line 1. To set the prime line: 1. When the telephone is idle, press MENU/SELECT. 2. Press or to scroll to System Setup, then press MENU/SELECT or /SKIP. 3. Press or to scroll to Prime Line, then press MENU/SELECT or /SKIP. 4.
Getting started System setup Network setup The deskset must have an IP address locating its connection with the Ethernet switch or router. You can set the deskset to obtain IP from a DHCP server automatically or assign a specific IP on your own. The deskset obtains IP from the Ethernet switch or router automatically by default. To enable the Auto set IP: 1. When the deskset is idle, press MENU/SELECT. 2. Press or to scroll to System Setup, then press MENU/SELECT or /SKIP. 3.
Getting started System setup Network setup (continued) If you want to switch from Auto set IP to Set static IP, you have to disable the Auto set IP setting first. To disable the Auto set IP: 1. When the deskset is idle, press MENU/SELECT. Auto Set IP 2. Press or to scroll to System Setup, then press Yes MENU/SELECT or /SKIP. >No 3. Press or to scroll to Network Setup, then press MENU/SELECT or /SKIP. 4. Press or to scroll to Auto set IP, then press MENU/SELECT or /SKIP. 5.
Getting started System setup Network setup (continued) 7. Press MENU/SELECT to proceed. The screen displays Router/Gateway: XXX.XXX.X.XXX. Use the dialing keys to enter a specific gateway. • Press DELETE to delete a digit. • Press # to add a dot. • Press /REPEAT or /SKIP to move the cursor to the left or right. 8. Press MENU/SELECT to save. The screen displays IP obtained: XXX.XXX.X.XXX Check network info? Press MENU/SELECT to read the network info, or press CANCEL to return to the main menu.
Getting started System setup Network info Use this feature to view the information of the IP address, subnet mask, router/ gateway, DNS servers and DHCP server of the deskset. To check the network information: 1. When the deskset is idle, press MENU/SELECT. 2. Press or to scroll to System Setup, then press MENU/SELECT or /SKIP. 3. Press or to scroll to Network Info, then press MENU/SELECT or /SKIP. 4. Press or to browse through the network information. Network Info IP address: 192.168.1.
Telephone settings Telephone setup Ringer volume Use this feature to set the ringer volume to one of six levels or turn the ringer off. When the ringer is off, the icon appears on the deskset screen. The UP406 deskset stores the volume setting for all lines. 1. When the deskset is idle, press MENU/SELECT. 2. Press MENU/SELECT again or press /SKIP to select Ringers. 3. Press MENU/SELECT again or press /SKIP to select Ringer Volume. 4.
Telephone settings Telephone setup Set date/time The answering system displays the date and time of the message while playing messages. Before using the answering system, set the date and time as follows. Follow the steps below to set the month, day, year Ringers and time: >Set Date/Time 1. When the deskset is idle, press MENU/SELECT. One Touch Phone Settings 2. Press or to scroll to Set Date/Time, then press MENU/SELECT or /SKIP. 3.
Telephone settings Telephone setup Home area code Use this feature to program this deskset to recognize your home area code. This feature makes it easy for you to place a call from the caller ID log. When you receive a call from within your home area code, the caller ID information only displays the seven digits of the telephone number. When you dial from the call log, only seven digits are dialed. 1. When the deskset is idle, press MENU/SELECT. Phone Settings 2.
Telephone settings Telephone setup LCD contrast Use this feature to adjust the screen contrast to one of eight levels to optimize readability in different lighting conditions. 1. When the deskset is idle, press MENU/SELECT. 2. Press or to scroll to Phone Settings, then press MENU/SELECT or /SKIP. 3. Press or to scroll to LCD Contrast, then press MENU/SELECT or /SKIP. 4. Press or to choose the desired screen contrast level (Level 1 - Level 8). 5.
Telephone settings Telephone setup Call privacy The call privacy is set to Off by default. The deskset allows other extensions to join a call in progress. You can turn this setting on to ensure that only one device uses a line at a time. To turn this feature on or off: 1. When the deskset is idle, press MENU/SELECT. 2. Press or to scroll to Phone Settings, then press MENU/SELECT or /SKIP. 3. Press or to scroll to Call Privacy, then press MENU/SELECT or /SKIP. 4. Press or to scroll to On or Off. 5.
Telephone settings Telephone setup Hold reminder When this feature is on and there is a call on hold, the deskset beeps once every 30 seconds. To turn this feature on or off: 1. When the deskset is idle, press MENU/SELECT. 2. Press or to scroll to Phone Settings, then press MENU/SELECT or /SKIP. 3. Press or to scroll to Hold Reminder, then press MENU/SELECT or /SKIP. 4. Press or to scroll to On or Off. Phone Settings Call Privacy Music on Hold >Hold Reminder Hold Reminder >On 5.
Telephone settings Telephone setup Set default Use this feature to reset all settings of this deskset to their default settings. All phone settings, directory, caller ID history, redial list, one-touch memory, private mailbox messages will be reset. To reset all feature settings to default: 1. When the deskset is idle, press MENU/SELECT. 2. Press or to scroll to Phone Settings, then press MENU/SELECT or /SKIP. 3. Press or to scroll to Set Default. 4. Press MENU/SELECT or /SKIP.
Telephone operation Telephone operation The deskset comes programmed to select a line automatically for calls when you do not press a line key. To override the automatic line selection setting, see Prime line on page 25 for details. When you answer a call, the deskset automatically selects the ringing line. Line indicators Each of the four indicators on LINE 1-LINE 4 indicate the state of the corresponding telephone line. • On when the corresponding line is in use.
Telephone operation Telephone operation To make a call using a corded headset: Make sure a corded headset is connected to the deskset (page 23). 1. Press HEADSET on the deskset. 2. Wait for a dial tone, then dial the number. 3. To hang up, press HEADSET. To make a call using a cordless headset: You can make a call using a registered cordless headset (see Adding and registering a cordless headset on page 21). For more details on the cordless headset operation, refer to the IS6100 user’s manual. 1.
Telephone operation Options while on calls Call waiting If you subscribe to call waiting service with your telephone service provider, you hear a beep if someone calls while you are in the middle of a call. • Press FLASH to put your current call on hold and take the new call. • Press FLASH at any time to switch back and forth between calls.
Telephone operation Options while on calls Hold Use this feature to hold one line while accessing another, or as part of the conference and call transfer features. While on a call, press HOLD. The corresponding line key (LINE 1-LINE 4) indicator for the line on hold flashes slowly. After the call has been put on hold, a beep sounds every 30 seconds. (To turn off the reminder beep, see Hold reminder on page 35).
Telephone operation Options while on calls Call privacy During a call, you can temporarily change the call privacy setting to allow or disallow other extensions to join the call. The original setting is automatically restored after you hang up. To turn call privacy off during a call: 1. During the call, press MENU/SELECT. 2. Press MENU/SELECT to select Call Privacy. 3. Press or to choose Off, then press MENU/SELECT.
Telephone operation Options while on calls Recording a call Use this feature to record a phone conversation during a call. The recording is treated the same as memos and is marked as a new message in the private mailbox. You cannot record a conference call nor an intercom call, and you cannot use another line while you are recording a phone conversation. Listen to recorded conversation the same way as incoming messages or memos (see Message playback on page 76). To record a call: 1.
Telephone operation Options while on calls Chain dialing While you are on a call, you can initiate a dialing sequence from the numbers in the directory, caller ID history, redial list or one-touch memory. Chain dialing can be useful if you wish to access other numbers (such as bank account numbers or access codes) from the directory, caller ID history, redial list or one-touch memory. To access the directory while on a call: 1. Press DIRECTORY, then press or to scroll to the desired entry. 2.
Telephone operation Redial The last 10 telephone numbers dialed (up to 30 digits) are stored in system memory. If there is a cordless handset registered to this deskset, the redial memory is shared between the deskset and its registered cordless handset. To view the 10 most recently dialed numbers 1. Press AUTO REDIAL to enter the redial list and display the most recently called number. 2. Press or to view other recently called numbers. 3. Press CANCEL to exit the redial list.
Telephone operation Redial To copy a redial entry to directory (continued) • You can store the flash signal required by some special services as part of a dialing sequence. Press or to choose Add flash, then press MENU/SELECT. An F appears on the screen. 6. Press or to choose Done, then press MENU/SELECT. To exit without making changes, press or to choose Cancel and then press MENU/SELECT, or press CANCEL to return to the previous menu. To copy a redial entry to one-touch memory 1.
Telephone operation Redial Auto-redial Use this feature to automatically redial a number up to ten times. 1. Press AUTO REDIAL to enter the redial list and display the most recently called number. 2. Press or to view other recently called numbers. 3. While the screen displays the desired number, press /REPEAT or /SKIP to choose Auto redial, then press MENU/SELECT. 4. The telephone calls the desired number using the speakerphone. The screen displays Redial in XX sec. 5.
Telephone operation Conference call The system can support 5-way conference with a maximum of one outside call and four system extensions (including the initiating party), or two outside calls and three system extensions (including the initiating party). The outside call must be established first because an intercom call cannot be placed on hold. There are two ways to establish a conference call. A.
Telephone operation Conference call To drop an outside line • Press the corresponding line key (LINE 1-LINE 4). -OR• If there are two outside calls, press MENU/SELECT, and then press or to choose End Line X. Press MENU/SELECT to confirm. -OR• If the other end of the outside line hangs up the call, press the corresponding line key (LINE 1-LINE 4) to release that line for other system extension use. B. Join a call in progress 1. Make or answer an outside call on the deskset, then press MENU/SELECT. 2.
Telephone operation Conference call Call scenario The table below provides you with more information on the number of outside lines available for use during a conference call under different call scenarios. A. Inviting parties using Intercom Device that starts a conference call Number of outside calls in a conference Console Deskset Number of extensions in a conference Outside lines available for other extension to use 1 1 2 1 2 1 2 1 1 2 2 0 1 1 3 1 2 3 2 1 2 2 2 2 B.
Telephone operation Intercom You can use the intercom feature for conversations between this deskset and a system deskset, or between two system desksets. The console and each deskset in the telephone system MUST be assigned a unique extension number for the intercom feature to work. The assignment is done when the deskset is initially set up. Make an intercom call to an extension 1. Press INTERCOM on the deskset when it is idle. 2. Press or to scroll to a desired extension, then press MENU/SELECT.
Telephone operation Call transfer You can transfer a call to any other system telephone. Only the recipient extension can answer the transferred call; other extensions cannot seize the line at that moment. Blind transfer While on a call, you can transfer a call directly without notifying the desired extension: 1. Press TRANSFER on the deskset while on a call. The call is put on hold. 2. Press or to scroll to the desired extension, then press MENU/SELECT.
Telephone operation Call transfer using intercom Transfer a call and speak to the receiving party You can transfer a call and speak to the receiving party before completing the transfer while on a call: 1. Press INTERCOM on the deskset while on a call. The Intercom to: call is put on hold. >Ext 11 11 2. Press or to scroll to a desired extension, then Ext 12 12 press MENU/SELECT. Ext 13 13 -ORUse the dialing keys to enter the desired extension number. 3.
Telephone operation One touch This deskset has 32 one- and two-touch memory locations (speed dial locations) where you can store the phone numbers or system extension numbers you wish to dial using fewer keys than usual. You can store up to 30 digits in each location. You can access the first 16 locations using only the one-touch buttons. To access the remaining 16 locations, press LOWER and then the one-touch button for the desired location.
Telephone operation One touch Assign a one-touch entry (continued) 6. Press or to choose Done, then press MENU/SELECT to save the setting and return to the previous menu. To exit without making changes, press or to choose Cancel, then press MENU/SELECT, or press CANCEL to previous menu. 7. The screen displays Press a 1-touch key to save the number. Press a 1-touch key 8. Press the desired one-touch key to store a the to save the telephone number in the upper location.
Telephone operation One touch Edit the one-touch key 1. When the deskset is idle, press MENU/SELECT. 2. Press or to scroll to One Touch, then press One Touch #18 MENU/SELECT or /SKIP. 18005959511 3. Press or to scroll to View, then press Edit MENU/SELECT or /SKIP. 4. Press or to scroll to the desired one-touch location. Edit Number: 5. Press MENU/SELECT to select Edit. 18005959511_ 6. The screen displays Edit Number. Use the dialing keys to Select to: Done edit the number.
Directory About the directory Use the directory to store names and phone numbers. Directory entries are not shared with other extensions. The console and each deskset have their own directories. If a cordless handset is registered to this deskset, the directory memory is shared between the deskset and its registered cordless handset.
Directory Create directory entries Create a new directory entry Use the following steps to store a name and number in the directory. 1. When the deskset is idle, press DIRECTORY. 2. The deskset shows a summary with the number of directory entries stored. Press MENU/SELECT to add an entry. 3. The screen displays Enter Name. Use the dialing keys to enter the name (up to 15 characters). Each time you press a key, the character on that key appears.
Directory Create directory entries Create a new directory entry (continued) • Store a signal for switching to temporary tone signaling. If you have dial pulse (rotary) service, Enter Number this signal is required for some special services. 8005959511_ Select to: Press or to choose Send tone, then press Done MENU/SELECT. A T appears on the screen. All numbers you enter after this will send touch-tone signals during dialing.
Directory Search directory Search by name The names appear in alphabetical order. Follow the steps below to search for directory entries on the deskset. 1. Press DIRECTORY on the deskset. The screen displays a summary with the number of directory entries stored. 2. Press or to browse through the directory. 3. Use the dial pad keys (2-9) to enter a letter to start a name search. • If there is an entry matching the letter you press, the directory shows the first name beginning with that letter.
Directory Dial, delete or edit entries You can dial, delete or edit a directory entry (name and number) when it is shown on the deskset screen. You can use the directory review (page 58) or name search (page 59) to show an entry. Display dial When a number is displayed on the screen, you can dial the number by lifting the corded handset, or pressing SPEAKER or the desired line key (LINE 1-LINE 4). Delete an entry 1. When a directory entry appears, press MENU/SELECT. 2.
Directory Dial, delete or edit entries Edit an entry 1. When a directory entry appears, press MENU/SELECT. 2. Press or to choose Edit, then press MENU/SELECT. 3. The screen displays Enter Name. Use the dialing keys Christine Smith >Edit to edit the name. If you only want to edit the number, Copy to 1-touch skip to step 4. Delete • Press DELETE to delete a character. • Press /REPEAT or /SKIP to move the cursor to the left or right. Enter Name Christine Smith_ 4. Press MENU/SELECT to save.
Directory Dial, delete or edit entries Copy a directory entry to one touch 1. When a directory entry appears, press MENU/SELECT. 2. Press or to choose Copy to 1-touch, then press MENU/SELECT. 3. The screen displays Enter Number. Use the dialing keys to edit the number. Christine Smith • Press DELETE to delete a digit. Edit >Copy to 1-touch • Press /REPEAT or /SKIP to move the cursor to Delete the left or right.
Caller ID About the caller ID This telephone supports caller ID services that most telephone service providers offer. Caller ID allows you to see the name, number, date and time of calls. Depending on your service subscription, you might see the caller’s number, or the caller’s name and number from the telephone service provider after the first or second ring. Caller ID information might not be available for every incoming call. Callers may intentionally block their names and/or telephone numbers.
Caller ID Caller ID information How the caller ID information (call log) works The telephone stores caller ID information for the last 200 incoming calls in the deskset. Entries are stored in reverse chronological order. The telephone deletes the oldest entry when the log is full to make room for new calls. Each extension has independent caller ID information. Deleting the caller ID information on any one extension does not affect the caller ID information on other extensions.
Caller ID Caller ID operation Memory match If the incoming telephone number is an exact match with a telephone number in your directory, the name that appears on the screen matches the corresponding name in your directory. For example, if Christine Smith calls, her name appears as Chris if this is how you entered it into your directory. NEW 001/090 L1 Line 1 CHRISTINE SMITH 8005959511 11:00PM MON 12/21 NOTE: The number you see on your caller ID is in the format from the telephone service provider.
Caller ID Caller ID operation View dialing options Although the incoming call history entries have 10 digits (the area code plus the Line 1 seven-digit number), in some areas, you CHRISTINE SMITH may need to dial the seven digits only, 8005959511 Press # 1 plus the seven digits, or 1 plus the area 11:00PM MON 12/21 code plus the seven digits. You can change and store the number of digits that you dial 18005959511 in the call history.
Caller ID Caller ID operation 1. When in the caller ID history, press or to browse to the number you wish to save. 2. Press MENU/SELECT, then press or to choose 8005959511 Copy to DIR. >Copy to DIR 3. Press MENU/SELECT. The screen displays Enter Copy to 1-touch Name. Use the dialing keys to edit the name. Delete • Press DELETE to delete a character. • Press /REPEAT or /SKIP to move the cursor to Enter Number the left or right. 8005959511_ Select to: 4. Press MENU/SELECT to save.
Caller ID Caller ID operation Copy a caller ID entry to one touch 1. When the desired number appears, press MENU/SELECT. 2. Press or to choose Copy to 1-touch, then press MENU/SELECT. 8005959511 Copy to DIR 3. The deskset displays Press a 1-touch key to save >Copy to 1-touch the number. Delete • Press the one-touch button for the destination party in the upper location. -OR• Press LOWER, then press the one-touch button for the destination party in the lower location. 4.
Caller ID Reasons for missing caller ID information Reasons for missing caller ID information There are also occasions when other information or no information shows for various reasons: On-screen message Reason PRIVATE NAME The caller prefers not to show the name. PRIVATE NUMBER The caller prefers not to show the phone number. PRIVATE CALLER The caller prefers not to show the phone number and name. UNKNOWN NAME Your telephone service provider cannot determine the caller’s name.
Answering system Private mailbox setup This deskset has a private mailbox that can answer calls and record messages when the auto attendant of the console and the private mailbox of the deskset are turned on. When the auto attendant in the console picks up a call, the caller has to enter the extension number of this deskset to access the private mailbox. The private mailbox answers the call after the ring delay time you set in the Private mailbox delay section below.
Answering system Private mailbox setup Announcement An announcement plays when calls are answered by the private mailbox. The system has a default announcement, “Hello, please leave a message after the tone.” You can use this announcement or record your own. You can record an announcement up to 150 seconds. To record the announcement: 1. When the deskset is idle, press ANS SYS. 2. Press or to scroll to Private Mailbox, then press MENU/SELECT or /SKIP. 3.
Answering system Private mailbox setup To reset the announcement: 1. When the deskset is idle, press ANS SYS. Announcement 2. Press or to scroll to Private Mailbox, then press Play MENU/SELECT or /SKIP. Record 3. Press or to scroll to Announcement, then press >Reset MENU/SELECT or /SKIP. 4. Press or to scroll to Reset, then press MENU/SELECT or /SKIP. The screen displays Reset announcement to default?. 5. Press MENU/SELECT to confirm.
Answering system Answering system setup Remote access code Use this code to select a three-digit number to allow remote access of the answering system from another telephone. You can change the code to any number from 000-999. This code is 333 by default. 1. When the deskset is idle, press ANS SYS. 2. Press or to scroll to Ans Sys Setup, then press MENU/SELECT or /SKIP. 3. Press or to scroll to Remote Code, then press MENU/SELECT or /SKIP. 4. The screen displays Remote Code.
Answering system Answering system setup Message alert Use this feature to turn the audible message alert on or off. If the message alert tone is on, the deskset beeps every 30 seconds when there are new messages in the private mailbox. 1. When the deskset is idle, press ANS SYS. 2. Press or to scroll to Ans Sys Setup, then press MENU/SELECT or /SKIP. 3. Press or to scroll to Message Alert, then press MENU/SELECT or /SKIP. 4. Press or to choose On or Off. 5.
Answering system Answering system setup Call screening Use this feature to choose whether incoming messages can be heard over the speaker when they are being recorded. If you turn call screening on, your hear the incoming message on your deskset when a call comes in. 1. When the deskset is idle, press ANS SYS. 2. Press or to scroll to Ans Sys Setup, then press MENU/SELECT or /SKIP. 3. Press or to scroll to Call Screening, then press MENU/SELECT or /SKIP. 4. Press or to choose On or Off. 5.
Answering system Answering system operation New message indication The icon displays on the deskset when there are new messages and/or memos in the private mailbox. The MESSAGE WAITING indictor on the deskset flashes when there are new messages in private mailbox. Call screening If the answering system and call screening are turned on (see Call screening on page 75), the announcement and the incoming message broadcast at the deskset when a call arrives.
Answering system Answering system operation Options during playback When a message is playing, you can adjust the playback volume, skip, repeat, delete the message, or switch between speakerphone and handset earpiece. When a message is playing on the deskset: • Press /VOLUME or VOLUME/ to adjust the message playback volume. • Press /SKIP after the date and time announcement to skip to the next message. • Press /REPEAT to repeat the current message.
Answering system Answering system operation Record memo Memos are messages you record as reminders for yourself. Play and delete them the same way as incoming messages. 1. When the deskset is idle, press ANS SYS. 2. Press or to scroll to Private Mailbox, then press Record memo 00:15 MENU/SELECT or /SKIP. Press SELECT to: 3. Press or to scroll to Record Memo, then press STOP MENU/SELECT or /SKIP. 4. Lift the handset or face the deskset to record your memo.
Answering system Remote access Use this feature to reach your answering system remotely by calling any telephone line connected this deskset from any touch-tone telephone. Make sure the auto attendant feature of your UP416 console, and the private mailbox of the extension are turned on for this feature to work. Remote access can only play messages stored in the private mailbox. To remotely reach the answering system: 1. Dial any telephone line connected to the console from any touch-tone telephone. 2.
Answering system Remote access NOTES: • If you do not enter the valid remote access code after you enter the answering system successfully, the answering system starts to record the message after the tone. • If the memory is full, the system announces, “Memory is full” when you try to record a memo by pressing 9. You cannot record new memo until some old messages in the mailboxes are deleted. Check the system remaining space frequently to maintain availability of space (page 75).
Appendix Deskset display screen messages All messages are deleted All messages in the private mailbox are erased. Call History EMPTY There are no entries in the caller ID history. Caller ID deleted A Caller ID history is deleted. Check network The deskset cannot obtain an IP address. Contact saved to Directory A number is saved to the directory. DECT Headset registered The cordless headset registration was successful.
Appendix Deskset display screen messages Line is not available at this time The telephone line cord is not plugged into the console; or The line you are trying to reach is on a conference call; or Call privacy is turned on on the line your are trying to reach. Line X The telephone line X is in use. Line X Incoming call There is an incoming call from line X. No answer. Please try again later The destination extension does not answer the intercom call. No IP assigned. Check network.
Appendix Deskset display screen messages System busy. Please try again later All telephone lines are in use. Transfer from: There is a transferred call from the console or a deskset extension. Transfer Line X to: The deskset is transferring a call to a system extension. Unable to obtain IP. Please check DHCP server. The deskset is unable to obtain an IP address. You may need to check the DHCP server. XX New calls There are new calls in the caller ID history.
Appendix Troubleshooting If you have difficulty with your telephone, please try the suggestions below. For customer service, visit our website at businessphones.vtech.com or call 1 (800) 595-9511. In Canada, dial 1 (800) 267-7377. The deskset fails to obtain an IP from the Ethernet switch or router. • Make sure your Ethernet switch or router is properly installed and plugged into the Ethernet network. • Make sure the DHCP is enabled on your router, so that it can allocate IP automatically.
Appendix Troubleshooting I cannot dial out. • First try all the suggestions above. • Make sure you have a dial tone before dialing. The corded handset might take a second or two to connect the deskset and produce a dial tone. This is normal. Wait an extra second before dialing. • Make sure the deskset is set to the correct dial mode (pulse dial or tone dial) for the service in your area. Refer to Dial mode on page 33 to set the dial mode.
Appendix Troubleshooting The deskset flashes Check network when idle. • Make sure you plug the Ethernet cable connecting to the Ethernet switch or router into the Ethernet port and the Ethernet cable connecting to the computer into the PC port. • If you changed to a new Ethernet switch or router, make sure the discovery method matches to the console. Refer to Discovery method on page 28 to set the discovery method. I cannot make intercom calls. • Make sure you choose the correct extension.
Appendix Troubleshooting • Do not install this deskset near a microwave oven or on the same electrical outlet. You might experience decreased performance while the microwave oven is operating. • If you plug your telephone in with a modem or a surge protector, plug the deskset (or modem/surge protector) into a different location. If this does not solve the problem, relocate your deskset or modem farther apart from one another, or use a different surge protector.
Appendix Troubleshooting My caller ID isn’t working. • Caller ID is a subscription service. You must subscribe to this service from your telephone service provider for this feature to work on your telephone base. • The caller must be calling from an area that supports caller ID. • Both your and your caller’s telephone service providers must use caller ID compatible equipment. • Make sure the area codes are set correctly on the deskset. See Home area code on page 32 for details.
Appendix Troubleshooting The private mailbox is recording incomplete messages. • If the message length is not set to unlimited and a caller leaves a very long message, part of it may be lost when the system disconnects the call after the set message length. See Message Length on page 74 for details. • If the caller pauses for longer than seven seconds, the system stops recording and disconnects the call.
Appendix Troubleshooting Common cure for electronic equipment. If the telephone base does not seem to be responding normally, do the following (in the order listed): 1. Disconnect the power from the deskset. 2. Wait a few minutes. 3. Connect the power to the deskset. 4. Wait for the deskset to synchronize its connection. This will take at least one minute to finish.
Appendix Maintenance Taking care of your telephone • • • • Your telephone base contains sophisticated electronic parts, so you must treat it with care. Avoid rough treatment. Place the corded handset down gently. Save the original packing materials to protect your telephone base if you ever need to ship it. Avoid water • You can damage your telephone base if it gets wet. Do not use the corded handset in the rain, or handle it with wet hands.
Appendix FCC part 68 and ACTA This equipment complies with Part 68 of the FCC rules and with technical requirements adopted by the Administrative Council for Terminal Attachments (ACTA). The label on the back or bottom of this equipment contains, among other things, a product identifier in the format US:AAAEQ##TXXXX. This identifier must be provided to your telephone service provider upon request.
Appendix FCC part 15 This equipment has been tested and found to comply with the limits for a Class A digital device, pursuant to Part 15 of the FCC Rules. These limits are designed to provide reasonable protection against harmful interference when the equipment is operated in a commercial environment. This equipment generates, uses, and can radiate radio frequency energy and, if not installed and used in accordance with the instruction manual, may cause harmful interference to radio communications.
Appendix Limited warranty 1. What does this limited warranty cover? The manufacturer of this VTech product warrants to the holder of a valid proof of purchase (“CONSUMER” or “you”) that the product and all accessories provided in the sales package (“PRODUCT”) are free from defects in material and workmanship, pursuant to the following terms and conditions, when installed and used normally and in accordance with the PRODUCT operating instructions.
Appendix Limited warranty 5. How do you get warranty service? To obtain warranty service, visit businessphones.vtech.com or call 1 (800) 595-9511. In Canada, please dial 1 (800) 267-7377. NOTE: Before calling for service, please review the user’s manual; a check of the PRODUCT’s controls and features may save you a service call.
Appendix Technical specifications RF frequency band 1921.536MHz - 1928.448MHz Channels 5 Operating temperature 32°F - 122°F 0°C - 50°C Telephone base voltage 5.
Index A E Add a handset 20 Add a headset 21, 23 Add a one-touch entry 53 Alert tones 5 Announcement 71–72 Answer a call 38 Answer an intercom call 50 Auto-redial 46 Auto set IP 26 End a call 37 End a conference call 47, 48 End an intercom call 50 F FCC, ACTA and IC regulations 92–93 Flash 39 H Handset deregistration 22 Handset registration 20 Handsfree use 38 Hold 40 Hold reminder 35 Home area code 32 B Blind transfer 51 C Caller ID 63–69 Call history 65 Call intercept 72, 76 Call privacy 34, 41 Call
Index S Message date/time 73 Message indication 76 Message playback 76 Missed (new) calls indicator 65 Mute 39 Screen contrast 33 Search by name 59 Search for a contact 59 Set Date/Time 31 Set default 36 Set static IP 14–15, 27–28 Settings 30–35 Speakerphone 38 Switch between lines 40 System setup 24–29 N Navigation keys 1 Network information 29 New message indication 76 O One-touch 53–55 One-touch keys 2 On hook dialing (predialing) 38 Operation 37–55 Overview 1–3 T Technical specifications 96 Telepho
Source of music files for the Music on hold feature: FreeMusicArchive.org. Used under open license. Designed to fit your home. And your life. VTech Communications, Inc. A member of THE VTECH GROUP OF COMPANIES. VTech is a registered trademark of VTech Holdings Limited. Specifications are subject to change without notice. © 2014 VTech Communications, Inc. All rights reserved. 04/14. UP406_WEBCIB_V1.
