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Congratulations on your purchase of this VTech product. Before using this VTech product, please read the Important safety information. 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 Adding a corded headset ....................... 28 Console overview ..................................... 1 Console screen icons ............................... 4 To add a corded headset to the console................................................ 28 Alert tones and lights................................ 5 System setup.......................................... 29 Alert tones ............................................. 5 Menu settings .............................
Directory Options while on calls ............................ 50 Call waiting .......................................... 50 About the directory ................................. 68 Volume control .................................... 50 Capacity .............................................. 68 Mute .................................................... 50 Exit the directory ................................. 68 Temporary tone dialing........................ 50 Create directory entries .................
Announcement .................................... 84 Appendix Night mode .......................................... 85 Console display screen messages ...... 103 Record the auto attendant announcement .................................... 85 Troubleshooting.................................... 106 Maintenance ..........................................113 Set the start and end time of auto attendant announcement .................... 86 FCC part 68 and ACTA .........................
Getting started Console overview MENU/SELECT CALL HISTORY • Press to enter the menu. • While in the menu, press to select an item or save an entry or setting. • Press to view caller ID information (page 77). MESSAGE WAITING indicator • Flashes when there are new messages in the central mailbox or private mailbox (page 98). ANS SYS • Press to enter the answering system setup menu. LINE 1-LINE 4 keys • Press to make or answer a call on the desired line (pages 48-49).
Getting started Console overview One-touch keys • Press to dial the desired one-touch number (page 66). 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 49). MIC TRANSFER • Press to transfer a call to an extension (pages 62 and 63).
Getting started Console overview Main menu The > symbol highlights a menu item. >Ringers Set Date/Time One Touch Phone Settings System Setup Registration Customer Support Main menu • Ringers (pages 38-39) • Set Date/Time (page 40) • One Touch (pages 64-67) • Phone Settings (pages 41-46) • System Setup (pages 29-37) • Registration (pages 23-27) • Customer Support (page 47) Using menus • Press MENU/SELECT to show the main menu. • Press or to scroll through menu items.
Getting started Console screen icons L1 L2 L3 L4 Telephone lines -On when this console 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 the telephone line is in use. • Flashes when the telephone line is on hold. • Flashes quickly when there is an incoming call or a transfer call. MESSAGE WAITING • Flashes when there are new private or central messages.
Getting started Introduction This UP416 is the console of a 4-line telephone system. It is expandable to a maximum of 15 UP406 desksets, a UP407 cordless handset and a VTech IS6100 cordless headset. Expanding your system requires you to connect and register each new device first (see pages 23-26). This system is not compatible with any other VTech 4-line small business telephones, except for the UP406 deskset and UP407 handset.
Getting started Planning your system The UP416 package includes only the console. You have to purchase UP406 deskset, UP407 cordless handset, and IS6100 cordless headset separately to expand your system. To order them, visit our website at businessphones.vtech.com or call 1 (800) 595-9511. In Canada, please dial 1 (800) 267-7377. There are two installation methods: Method 1: Install the console as a system telephone so that it can be connected to UP406 desksets via your Ethernet network.
Getting started Planning your system Use the existing Ethernet wall jack: Use the PC port on the console as an Internet pass-through. 1. Unplug your Ethernet cable of your computer from the existing Ethernet wall jack. 2. Plug one end of the Ethernet cable into the Ethernet port ( ) at the back of the console and the other end into the Ethernet wall jack. 3. Connect your computer to the Ethernet network through the PC port ( ) of this console. Use only Supplied Adapter 5.
Getting started Planning your system Method 2: Install the console as a stand-alone telephone You can install the console without connecting it to UP406 desksets via an Ethernet network. You must install and set up the UP416 console first before expanding your system with UP407 cordless handset or IS6100 cordless headset. Refer to pages 11-14 and page 17 for installation instructions. +06 UP416 console 1(( %#0%'.
Getting started Installation Install the console close to the telephone jacks, an Ethernet wall jack (if necessary), and a power outlet not controlled by a wall switch. The telephone can be placed on a flat surface or vertically mounted on the wall (pages 18-22). TIP: If you subscribe to high-speed Internet service (DSL - digital subscriber line) through your telephone lines, you must install DSL filters between the telephone line cords and the telephone wall jacks (see page 13 or 14).
Getting started Console installation • Do not power up the console until you have plugged in all telephone lines and the Ethernet cable as instructed in steps 4-5. • The power adapter is intended to be correctly oriented in a vertical or floor mount position. The prongs are not designed to hold the plug in place if it is plugged into a ceiling, under-the-table or cabinet outlet. 1. Plug the end of the coiled handset cord into the jack on the left side of the telephone. 2.
Getting started Console installation 3. Snap the kickstand into the desired grooves until it locks into place. 4. Connect the telephone lines, Ethernet cable (if necessary) and power adapter. See the illustration on the next page to connect to four single-line wall jacks; or see page 14 to connect to two 2-line wall jacks.
Getting started Console installation Option 1: Connect to four single-line wall jacks 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. Plug the black telephone line cords into the L1/2 and L3/4 jacks of the console, and plug the gray telephone line cords into the L2 and L4 jacks of the console respectively.
Getting started Console installation Option 2: Connect to two 2-line wall jacks 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. A 2-line wall jack supports two telephone numbers in one wall jack. Contact your telephone service provider for details.
Getting started Console installation For installation with use of UP406 deskset in the system - auto set IP If you want to use the console as a stand-alone telephone, skip to page 17. After the console is powered up, it takes at least one minute to start up the system and the screen displays booting.... during startup. The screen displays Is this Console going to register UP406 Desksets? ‘SELECT’: Yes ‘CANCEL’: No. Press SELECT. The screen shows Console is in system mode.
Getting started Console installation (system telephone) For installation with use of UP406 deskset in the system - set static IP Instructions on this page are for users to enter static IP to set up the console, 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. To set static IP when initially setting up the console: 1.
Getting started Console installation (stand-alone telephone) This UP416 console can be used as a stand-alone telephone without connecting it to UP406 desksets via an Ethernet network. Follow the steps below to set up the console if you do not connect it to an Ethernet network. 1. Follow the steps on pages 11-14 to connect the line cords and adjust the console’s viewing angle. 2. When the screen displays Is this Console going to register UP406 Desksets? ‘SELECT’: Yes ‘CANCEL’: No, press CANCEL.
Getting started Wall mount installation To mount the console on the wall 1. Unplug the power adapter from the outlet, the telephone line cords from the wall jacks (or DSL filters), and 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.
Getting started Wall mount installation 4. Snap the kickstand into the outermost groove until it locks into place.
Getting started Wall mount installation 5. Install the wall mount bracket to the console as shown below. Insert the upper tabs of the mounting bracket into the upper slots at the back of the console. Press the lower tabs of the mounting bracket into the lower slots at the back of the console until they lock into place. 6. Connect the telephone line cords, Ethernet cable (if necessary) and power adapter as shown below.
Getting started Wall mount installation 7. Align the upper wall mounting hole on the back of the console 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. Push the console down until it clicks securely in place. 8. Bundle the telephone line cord and power adapter cord neatly with twist ties.
Getting started Wall mount installation Wall mount to tabletop installation To change the console from the wall mount position to tabletop position, follow the steps below. 1. If the telephone line cords and power adapter cord are bundled, untie them first. 2. Push the console up to remove it from wall. Unplug the telephone line cords (or DSL filters) from the wall, the power adapter from the power outlet, and the Ethernet cable from the Ethernet switch or router. 3.
Getting started Connecting desksets Your telephone can support up to 15 UP406 desksets. The desksets must be connected to the console before use. You must connect each deskset separately. Make sure your deskset is installed properly. Refer to the UP406 deskset user’s manual for details. Start the connection when the deskset screen shows IP obtained: XXX.XXX.X.X Press SELECT to proceed. To connect a deskset to your UP416 console 1. The deskset should display IP obtained: XXX.XXX.X.
Getting started Connecting desksets To connect a deskset to your UP416 console (continued) 8. The deskset screen displays Starting... It takes a while for the system to finish the startup. The deskset enters the idle screen when the startup is done. 9. Lift the handset. If you hear a dial tone, the connection was successful. Starting... NOTES: • If the connection is not successful, the deskset returns to the previous screen. Try the connection process again.
Getting started Adding and registering a cordless handset You can add a cordless handset (UP407, purchased separately) to your console. The cordless handset must be registered with the UP416 console before use. When first purchased, the handset shows Choose Handset in Registration at base menu. 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 console handsfree when you register a DECT 6.0 cordless headset (VTech model IS6100) to the console. You can only register one cordless headset to the console. 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 red and blue 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 UP416 console 1.
Getting started Adding a corded headset You can use this console handsfree when you install any industry-standard 2.5mm corded telephone headset (purchased separately). To add a corded headset to the console Side view of the console Plug a 2.5 mm headset into the HEADSET jack ( ) on the side of the console. NOTE: The HEADSET button on the console controls only the corded headset. For more details on the operation of the corded headset, refer to the user’s manual of 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 console 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 Release extension number You have to release an extension number that is already being used from the telephone system to make it available for other desksets. You cannot release the console’s extension number. You need to assign an extension number (see Set extension number on page 29) to any released deskset again for the intercom feature to work on that deskset. After you release a deskset’s extension number, its screen flashes Set Ext No. To release an extension number: 1.
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 console selects any available telephone line starting from Line 1. To set the prime line: 1. When the console 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 Line group You can set an extension or several extensions to receive the incoming calls from a specific telephone line. Other non-selected extensions will not ring when there is an incoming call from that specific line. 1. When the console 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 Line Group, then press MENU/SELECT or /SKIP. or to choose the desired line, then press 4. Press MENU/SELECT or /SKIP.
Getting started System setup Network setup The console must have an IP address locating its connection with the Ethernet switch or router. You can set the console to obtain the IP from a DHCP server automatically or assign a specific IP on your own. The console obtains the IP from the Ethernet switch or router automatically by default. You are not recommended to change the IP assigned to this console after you have connected other desksets. If you do so, the entire system may need to be reset.
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 Auto set IP: 1. When the console is idle, press MENU/SELECT. 2. Press or to scroll to System Setup, then press MENU/SELECT or /SKIP. or to scroll to Network Setup, then press 3. Press MENU/SELECT or /SKIP. or to scroll to Auto set IP, then press 4. Press MENU/SELECT or /SKIP. or to scroll to No, then press 5.
Getting started System setup Network setup (continued) 6. Press MENU/SELECT to proceed. The screen displays Subnet mask: XXX.XXX.X.X. Use the dialing keys to Subnet mask: enter a specific subnet mask. 255.255.255.0_ • Press DELETE to delete a character. • Press # to add a dot. <‘#’ = Add dot> • Press /REPEAT or /SKIP to move the cursor to the left or right. 7. Press MENU/SELECT to proceed. The screen displays Router/Gateway: XXX.XXX.X.XXX. Use the dialing Router/Gateway: 255.255.255.
Getting started System setup Discovery method Use this feature to change the connection of the console if you cannot connect an existing deskset to a newly purchased console, or when you changed to a different router. By default, the discovery method is set to Mode B. To change the discovery method: 1. When the console is idle, press MENU/SELECT. 2. Press or to scroll to System Setup, then press MENU/SELECT or /SKIP. or to scroll to Network Setup, then press 3. Press MENU/SELECT or /SKIP.
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 this console. To check the network information: 1. When the console 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. System Setup Set Ext No. Remove Ext No.
Telephone settings Telephone setup Ringer volume Use this feature to set the ringer volume to one of six levels or turn the ringer icon appears on the console screen. The off. When the ringer is off, the UP416 console stores the volume setting for all lines. 1. When the console is idle, press MENU/SELECT. 2. Press MENU/SELECT or /SKIP to select Ringers. 3. Press MENU/SELECT again or /SKIP to select Ringer Volume. 4. Press , , /REPEAT, /SKIP, or S/VOLUME/T on the console to adjust the ringer volume. 5.
Telephone settings Telephone setup Ringer tone Use this feature to choose one of the ten ringer tones for incoming calls. You can choose different ringer tones for different lines so you can easily identify which line is calling. 1. When the console is idle, press MENU/SELECT. 2. Press MENU/SELECT or /SKIP to select Ringers. 3. Press or to scroll to Ringer Tone, then press MENU/SELECT or /SKIP. 4. Press or to select the desired line (Line 1, Line 2, Line 3 or Line 4), then press MENU/SELECT or /SKIP. 5.
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 and time: 1. When the console is idle, press MENU/SELECT. to scroll to Set Date/Time, then press 2. Press or MENU/SELECT or /SKIP. 3. Use the dialing keys to enter the month (MM), day (DD) and year (YY).
Telephone settings Telephone setup LCD language This feature allows you to change the language used for all screen displays. The language settings on the console and desksets are independent. By default, the language is set to English. 1. When the console is idle, press MENU/SELECT. 2. Press or to scroll to Phone Settings, then press MENU/SELECT or /SKIP. 3. Press MENU/SELECT again or /SKIP to select LCD Language. 4. Press or to select English, Français or Español. 5.
Telephone settings Telephone setup Home area code Use this feature to program this console 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, and when you dial from the call log, only seven digits are dialed. 1. When the console is idle, press MENU/SELECT. or to scroll to Phone Settings, then press 2.
Telephone settings Telephone setup Key tone The console is set to beep with each key press. If you turn off the key tone, there are no beeps when you press keys. 1. When the console 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 Key Tone, then press MENU/SELECT or /SKIP. 4. Press or to choose On or Off. 5. Press MENU/SELECT or /SKIP to save the setting and return to the previous menu.
Telephone settings Telephone setup Dial mode The dial mode is preset to tone dialing. If you have pulse (rotary) service, you must change the dial mode to pulse dialing before using the telephone. 1. When the console is idle, press MENU/SELECT. or to scroll to Phone Settings, then press 2. Press MENU/SELECT or /SKIP. or to scroll to Tone/Pulse, then press 3. Press MENU/SELECT or /SKIP. 4. Press or to choose Tone or Pulse. 5. Press MENU/SELECT or /SKIP to save the setting and return to the previous menu.
Telephone settings Telephone setup Music on hold Music on hold (M.O.H) is available on this console. When this feature is turned on and you put a call on hold, the far end of the call will hear the music that comes with the console. You can select a desired built-in music for this feature. When this feature is turned off and you put a call on hold, the far end of the call will hear a beep every Phone Settings 10 seconds. Home area code 1. When the console is idle, press MENU/SELECT.
Telephone settings Telephone setup Phone rename Use this feature to rename the console. If you have to rename your console after initial setup, you are recommended to do so before connecting any system desksets. To change the name: 1. When the console 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 Phone Rename, then press MENU/SELECT or /SKIP. 4. Use the dialing key keys to change the name (up to 12 characters).
Telephone settings Telephone setup Customer support Use this feature to display the VTech website. 1. When the console is idle, press MENU/SELECT. 2. Press or to scroll to Customer Support, then press MENU/SELECT or /SKIP. 3. Press CANCEL to return to the main menu. 47 businessphones. vtech.
Telephone operation Telephone operation The telephone 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 31 for details. When you answer a call, the telephone 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 console (page 28). 1. Press HEADSET on the console. 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 26). For more details on the cordless headset operation, refer to the IS6100 user’s manual. 1. 2. 3. 4.
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. Volume control Use this feature to set the listening volume to one of six levels for each of the listening options (corded handset, corded headset and speakerphone).
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 45).
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. While on a 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 98). 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 the console. 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. To redial a number When the desired number displays on the screen: • Lift the handset. -OR• Press SPEAKER or HEADSET.
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 console, 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 system 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 the console 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 console is initially set up. Make an intercom call to an extension 1. Press INTERCOM on the console when it is idle. or to scroll to a desired extension, then 2.
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 console 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: Intercom to: 1. Press INTERCOM on the console while on a call. The >Reception 12 call is put on hold. Meeting room 13 2. Press or to scroll to a desired extension, then Ext 14 14 press MENU/SELECT. Ext 15 15 Ext 16 16 -ORExt 17 17 Use the dialing keys to dial the extension number. 3.
Telephone operation One touch This telephone 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 more quickly. 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. 7. 8. 9. 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. Continue storing the number as usual. to choose Done, then press MENU/SELECT to save the Press or setting and return to the previous menu.
Telephone operation One touch Review the one-touch entry 1. When the console is idle, press MENU/SELECT. to scroll to One Touch, then press 2. Press or MENU/SELECT or /SKIP. 3. Press or to scroll to View, then press MENU/SELECT or /SKIP. 4. Press or to scroll to the desired one-touch location. The screen displays the One-touch location number and the telephone number or extension number.
Telephone operation One touch Edit the one-touch key (continued) • Store a signal for switching to temporary tone signaling. If you have dial pulse (rotary) service, this signal is required for some special services. Press or to choose Send tone, then press MENU/SELECT. A T appears on the screen. All numbers you enter after this will send touch-tone signals during dialing. • You can store the flash signal required by some special services as part of a dialing sequence.
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. Capacity The directory of this console can store up to 50 entries, with a maximum of 15 alphanumeric characters (including spaces) for names and 30 digits for telephone numbers. A convenient search feature can help you quickly find and dial numbers (page 71).
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 console is idle, press DIRECTORY. 2. The console 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) • You can include a pause while storing a dialing sequence that requires one during actual dialing. Enter Number Press or to choose Add pause, then press 8005959511_ MENU/SELECT. A P appears on the screen. • Store a signal for switching to temporary tone Select to: signaling. If you have dial pulse (rotary) service, Done this signal is required for some special services. Press or to choose Send tone, then press MENU/SELECT.
Directory Search directory Search by name The names appear in alphabetical order. Follow the steps below to search for directory entries on the console. 1. Press DIRECTORY on the console. 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 console screen. You can use the directory review (page 70) or name search (page 71) 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 1LINE 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. to choose Edit, then press MENU/ 2. Press or Christine Smith SELECT. >Edit Copy to 1-touch 3. The screen displays Enter Name. Use the dialing Delete keys to edit the name. If you only want to edit the number, skip to step 4. • Press DELETE to delete a character. • Press /REPEAT or /SKIP to move the cursor to the left or right. Enter Name 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 Christine Smith MENU/SELECT. Edit >Copy to 1-touch 3. The screen displays Enter Number. Use the dialing Delete keys to edit the number. • Press DELETE to delete a digit. • Press /REPEAT or /SKIP to move the cursor to 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 console. 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. L1 NEW 001/090 LINE 1 Chris 8005959511 For example, if Christine Smith calls, her name appears as Chris if this is how you entered it into your directory. 11:08PM 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 seven-digit number), in some areas, you may need to dial the seven digits only, 1 plus the seven digits, or 1 plus the area code plus the seven digits. You can change and store the number of digits that you dial in the call history.
Caller ID Caller ID operation Save a caller ID entry to the directory 1. When in the caller ID history, press or to browse to the number you wish to save. 8005959511 >Copy to DIR 2. Press MENU/SELECT, then press or to choose Copy to 1-touch Copy to DIR. Delete 3. Press MENU/SELECT. The screen displays Enter Name. Use the dialing keys to edit the name. • Press DELETE to delete a character. • Press /REPEAT or /SKIP to move the cursor to the left or right. Enter Number 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. 8005959511 Copy to DIR to choose Copy to 1-touch, then 2. Press or >Copy to 1-touch press MENU/SELECT. Delete 3. The console displays Press a 1-touch key to save the number. • 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 About the answering system The answering system of this console has two mailboxes, namely the central (auto attendant) mailbox and private mailbox. When the auto attendant feature is turned on, it can be used to answer calls, record messages, direct incoming calls to other system extensions, or enter the remote access menu. When the auto attendant feature is turned off and the private mailbox is turned on, you can leave messages in the private mailbox if nobody picks up the call.
Answering system Auto attendant setup You can set up the auto attendant to answer outside calls, provide callers with a company directory, direct calls to a specified extension, and enable callers to record voice messages. You can use the default announcement or record up to three outgoing announcements and one directory announcement. For details on how to use the auto attendant features, see the Auto attendant operation on page 96 of this user’s manual.
Answering system Auto attendant setup Announcement Use this feature to record up to three new announcements so that you can have a general announcement, different announcements for daytime and after hours, and an announcement for the company directory. You can easily switch among the recorded announcements. Each announcement can be up to 150 seconds.
Answering system Auto attendant setup Night mode You can turn the night mode on or off. When it is off, only General OGM is available in the announcement submenu; when it is on, both Day and Night OGMs are available in the Announcement submenu. 1. When the console is idle, press ANS SYS. 2. Press or to scroll to Auto Attendant, then press MENU/SELECT or /SKIP. 3. Press or to scroll to Night Mode, then press MENU/SELECT or /SKIP. 4. Press or to choose On or Off. 5.
Answering system Auto attendant setup Set the start and end time of auto attendant announcement When the night mode is turned on, you can set the start and end time of the Day OGM and Night OGM. 1. When the console is idle, press ANS SYS. or to scroll to Auto Attendant, then press 2. Press MENU/SELECT or /SKIP. or to scroll to Announcement, then press 3. Press MENU/SELECT or /SKIP. or to choose Day OGM or Night OGM, 4. Press then press MENU/SELECT or /SKIP. or to scroll to Start/End Time, then press 5.
Answering system Auto attendant setup Play the auto attendant announcement To play the announcement: 1. When the console is idle, press ANS SYS. 2. Press or to scroll to Auto Attendant, then press Play OGM MENU/SELECT or /SKIP. 00:15 or to scroll to Announcement, then press 3. Press MENU/SELECT or /SKIP. Press SELECT to: 4. When the night mode is turned off, press or to STOP choose General OGM or Directory OGM.
Answering system Auto attendant setup Reset auto attendant Use this feature to reset the auto attendant settings and announcements to default. 1. When the console is idle, press ANS SYS. or to scroll to Auto Attendant, then press 2. Press MENU/SELECT or /SKIP. 3. Press or to scroll to Reset Auto Att, then press MENU/SELECT or /SKIP. 4. The screen displays Reset Auto Attendant to default settings? Press MENU/SELECT to confirm. 5. The screen displays Auto Attendant is reset to default.
Answering system Private mailbox setup This console has a private mailbox that can answer calls and record messages when it is turned on. The private mailbox answers the call after the ring delay time you set in the Private mailbox delay section below. Private mailbox on/off You can turn the private mailbox on or off. The console displays MB when the private mailbox is set to On. 1. When the console is idle, press ANS SYS. 2. Press or to scroll to Private Mailbox, then press MENU/SELECT or /SKIP.
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 console 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 console is idle, press ANS SYS. 2. Press or to scroll to Private Mailbox, then press MENU/SELECT or /SKIP. 3. Press or to scroll to Announcement, then press MENU/SELECT or /SKIP. or to scroll to Reset, then press 4. Press MENU/SELECT or /SKIP. The screen displays Reset announcement to default? 5. Press MENU/SELECT to confirm.
Answering system Private mailbox setup Call intercept When a caller is leaving a message on your private mailbox, you can stop the recording and talk to the caller by pressing the corresponding line key (LINE 1-LINE 4). Choose whether private incoming messages can be intercepted by the console during recording. 1. When the console is idle, press ANS SYS. 2. Press or to scroll to Private Mailbox, then press MENU/SELECT or /SKIP. or to scroll to Call Intercept, then press 3. Press MENU/SELECT or /SKIP.
Answering system Answering system setup All feature settings below apply to both central (auto attendant) and private mailboxes. 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 console is idle, press ANS SYS. 2. Press or to scroll to Ans Sys Setup, then press MENU/SELECT or /SKIP. 3.
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 console beeps every 30 seconds when there are new messages in the central mailbox and/or private mailbox. 1. When the console is idle, press ANS SYS. 2. Press or to scroll to Ans Sys Setup, then press MENU/SELECT or /SKIP. or to scroll to Message Alert, then press 3. 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, you hear the incoming message on your console when a call comes in. 1. When the console is idle, press ANS SYS. or to scroll to Ans Sys Setup, then press 2. Press MENU/SELECT or /SKIP. 3. Press or to scroll to Call Screening, then press MENU/SELECT or /SKIP. or to choose On or Off. 4. Press 5.
Answering system Auto attendant operation Using the auto attendant When auto attendant is on, it automatically picks up the ringing line after the delay time you programmed (see Auto attendant delay on page 83), and plays the appropriate auto attendant announcement. You can choose from one of the following options. • Enter the extension number you want to call after the auto attendant announcement is played. The system plays, “Calling that extension, Please wait.
Answering system Auto attendant operation Auto attendant (AA) flow chart Incoming call AA answers and plays outgoing announcement Caller dials 9 Caller dials 0 Caller dials extension number Caller enters remote access code AA records central message AA plays directory OGM AA calls extension Answering system remote access Normal call or private mailbox records message Yes Extension picks up the call No command entered AA replays outgoing announcement No command entered No Caller enters anot
Answering system Answering system operation New message indication The icon displays on the console when there are new messages in the central mailbox. The icon displays on the console when there are new messages and/or memos in the private mailbox. The MESSAGE WAITING indicator on the console flashes when there are new messages in either the central or private mailbox.
Answering system Answering system operation NOTES: • If you want to play the messages without hearing the date and time information, set the Msg Date/Time option to Skip. See Msg Date/Time on page 93 for details. • When you are playing the messages and there are incoming calls, you can press or to view the caller ID information. To answer the call, lift the handset, or press the corresponding line key (LINE 1-LINE 4), SPEAKER , or HEADSET on the console.
Answering system Answering system operation Delete all private mailbox messages You can use this feature to delete all messages stored in the private mailbox. 1. When the console is idle, press ANS SYS. 2. Press or to scroll to Private Mailbox, then press MENU/SELECT or /SKIP. 3. Press or to scroll to Delete all msgs, then press MENU/SELECT or /SKIP. 4. The screen displays Delete all messages? Press MENU/SELECT to confirm. The screen displays All messages are deleted.
Answering system Remote access Use this feature to reach your answering system remotely by calling any telephone line connected this console from any touch-tone telephone. Make sure the auto attendant feature or the private mailbox of the console is 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 this console from any touch-tone telephone. 2.
Answering system Remote access 7 Press to play current private mailbox announcement. • Press 9 to record and wait for the beep before speaking. • Press # to stop recording. 8 Press to stop the playing message. 9 Press to start recording a memo. • Press # to stop recording. 0 # Press to turn the private mailbox on or off. Press during a message playback to delete current message. Press during a message playback to delete all messages. 5. Hang up to end the call.
Appendix Console display screen messages All messages are deleted All messages in the central mailbox are erased. All messages in the private mailbox are erased. Auto Att: ON The auto attendant is on. Auto Attendant is reset to default The auto attendant settings are reset to default settings. Call History EMPTY There are no entries in the caller ID history. Caller ID deleted A caller ID history is deleted. Check network The console or deskset is not connected to the network.
Appendix Console display screen messages Line is not available at this time The telephone line cord is not plugged into the console. The line you are trying to reach is on a conference call. Call privacy is turned on on the line you are trying to reach. Other system extension is recording an incoming message. Line X The telephone line X is in use. Line X There is an incoming call from Line X. Incoming call No answer. Please try again later The destination extension does not answer the intercom call.
Appendix Console display screen messages Registering handset... (Put handset on cradle to start) The console is registering a cordless handset. Registration failed Registration of a cordless handset or a DECT headset is failed. System busy. Please try again later All telephone lines are in use. Transfer from: There is a transferred call from a deskset extension. Transfer Line X to: The console is transferring a call to a deskset extension. Unable to obtain IP. Please check DHCP server.
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, please dial 1 (800) 267-7377. The console fails to obtain an IP from the router. • Make sure your router is properly installed and plugged into the Ethernet network. • Make sure the DHCP server is enabled on your router, so that it can allocate IP automatically.
Appendix Troubleshooting There is no dial tone. • First try all the suggestions above. jack on • Make sure you plug the handset cord securely and firmly into the the telephone base and the corded handset. • If the previous suggestions do not work, disconnect the telephone line from the console and connect it to a different telephone. If there is no dial tone on that telephone either, the problem is in your wiring or local service. Contact your telephone service provider.
Appendix Troubleshooting I • • • cannot make intercom calls. Make sure you choose the correct extension. The destination telephone might be on an external call. Wait and try again. Make sure the INTERCOM light is off before you make an intercom call. If the light is on, the system is busy or the intercom is unavailable. Try again when the intercom light goes off. • Check to make sure that each system extension has a unique extension number. Refer to Set extension number on page 29 for details.
Appendix Troubleshooting My calls fade in and out while I’m using my corded handset. • If you have a corded headset plugged into the telephone, try unplugging it and firmly plugging it in again. • Disconnect the console from the modular jack and plug in another corded telephone. If calls are still not clear, the problem is probably in the wiring or local service. Contact your local service company (charges may apply).
Appendix Troubleshooting • If you subscribe to high-speed Internet service (DSL - digital subscriber line) through your telephone lines, you must install a DSL filter between each telephone line cord and telephone wall jack. The filter prevents noise and caller ID problems resulting from DSL interference. Please contact your DSL service provider for more information about DSL filters. System does not receive caller ID when on a call.
Appendix Troubleshooting The auto attendant does not respond when callers dial an extension. • Make sure directory announcement is recorded correctly to suit your company’s needs (page 85). • Make sure the caller is calling from a touch-tone telephone. If the caller hears clicks rather than tones, the commands are not recognized. • The auto attendant might not detect the callers’ commands when the announcement plays. Wait until the announcement is over before entering the code.
Appendix Troubleshooting I subscribe to a nontraditional telephone service that uses my computer to establish connections, and my telephone doesn’t work. • Make sure your computer is powered on. • Make sure your Internet connection is working properly. • Make sure that the software is installed and running for your nontraditional telephone service. • Make sure to plug your USB telephone adapter into a dedicated USB port on your computer.
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 Directory 68–74 Add a handset 25 Directory card 2 Add a headset 26, 28 Display dial 72 Alert tones 5 E Announcement 84–87, 90 Answer a call 49 Answer an intercom call 61 Auto-redial 57 End a call 48 End a conference call 58, 59 End an intercom call 61 Auto attendant 96–97 F Auto set IP 33 FCC, ACTA and IC regulations 114 B Blind transfer 62 C Caller ID 75–81 Call history 77 Call intercept 92, 98 Call privacy 44, 52 Flash 50 H Handset registration 25 Handsfree use 49 Hold 51 Hold rem
Index M R Maintenance 113 Record a call 53 Make a call 48 Recording time 95 Make an intercom call 61 Redial 55 Memo 100 Register a handset 25 Memory match 77 Register a headset 26 Menu settings 29 Remote access 101–102 Message Date/Time 93 Rename console 46 Message indication 98 Review call history 77 Message playback 98 Review directory 70 Missed (new) calls indicator 77 Ringer tone 39 Music on hold 45, 51 Ringer Volume 38 Mute 50 S N Search by name 71 Navigation keys 1 Search
Index V Volume 38, 50 Volume control 50 W Wall mount 18–22 Warranty 116–117 Website 47 121
Source of music files for the Music on hold feature: FreeMusicArchive.org. Used under open license. Designed to fit you 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. UP416_WEBCIB_V1.
