Aastra M401 User Manual Download Page 3

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Introduction

Intr

oduction

our new terminal or telecommunications system has just been installed. A large range of

communications services and functions is now at your fingertips!

This Users' Guide will lead you through each step to make sure you get the most out of your new
communications tool.

Please take a little time to go through these instructions, making sure you understand each step
before moving on to the next. As soon as you have mastered the basic functions, you will be
ready to use your new phone.

As long as you carefully read and follow these instructions, the most sophisticated features will
seem easy to use.

Once you discover how much faster you can make calls and how much time you can save,
you will wonder how you ever managed without a M phone!

Just follow your guide!

Summary of Contents for M401

Page 1: ...M401 M405 M405D phones M 401 M 40 5 M 405D USER GUIDE ...

Page 2: ... Placing a call p 7 2 Calling a second party p 14 3 Receiving one or more calls p 17 4 Call pickup p 19 5 Filtering a call p 21 6 Call forwarding p 26 7 Customizing your phone p 31 Programming examples p 44 8 Special functions p 45 9 Glossary p 53 Contents Contents 1 ...

Page 3: ...ool Please take a little time to go through these instructions making sure you understand each step before moving on to the next As soon as you have mastered the basic functions you will be ready to use your new phone As long as you carefully read and follow these instructions the most sophisticated features will seem easy to use Once you discover how much faster you can make calls and how much ti...

Page 4: ...signed the M 401 and M 405 405D telephones for all catego of employees from line employees to senior managers who frequently use r telephone and therefore require a large number of preprogrammed features ing call forwarding pickup extension status display touchtone DMTF multikey or iline extension configuration and more gratulations on your choice Introduction 3 M 401 and M 405 405D digital teleph...

Page 5: ...ress the following key on M 405 405D terminals To meet your everyday telephone needs the M 401 and M 405 405D sets are equipped with programmable keys for direct access to numbers and telephone features which you most often use 1 key on the 401 and 5 keys on the M 405 405D M 401 and 405 405D digital telephones ...

Page 6: ...h an abbreviated number see 1 3 3 stored in your directory calling a second party while you are having a conversation see 2 1 then returning to your first party see 2 2 switching from one party to the other see 2 3 speaking with both at the same time see 2 4 or connecting the first party with the second party see 2 5 receiving a call see 3 1 or several calls and switching from one to the other see...

Page 7: ...r on busy or canceling call forwarding see 6 4 customizing your terminal by preprogramming any or all of the following abbreviated speed dial numbers in your personal directory see 7 1 appointment reminders see 7 2 a personal password latch function see 7 3 call barring of trunk line external calls see 7 4 Do Not Disturb DND see 7 5 line protection during data transmission see 7 6 other keys or se...

Page 8: ...dset Dial the extension number When your party answers speak At the end of your conversation replace the handset Note To use the loudspeaker Press the key During a call press the or key to adjust the volume of the loudspeaker if activated M 405 405D sets of the handset on sets which feature this function when the loudspeaker is deactivated M 405D ...

Page 9: ...Placing a call Placing a call 8 Calling the switchboard On your keypad Lift the handset Dial the code When the switchboard answers speak At the end of the conversation hang up 9 ...

Page 10: ...y redial the number Press the key Then the key You will hear a beep to let you know that the redial function has been activated Hang up As soon as the extension you called hangs up your extension rings When you pick up your handset the extension you called also rings You are now through with your party Placing a call 9 5 R ...

Page 11: ...l the external access code Then dial the complete number When your party answers speak At the end of the conversation hang up 1 2 2 If the external number is busy or does not answer Storing a number for redial If the number is busy or does not answer you can temporarily store the number and then redial it with a single key EXTERNAL NUMBER 0 ...

Page 12: ... stored and you can redial it later on even if it is not the last number dialed To redial the stored number Press the keys Stored number cancellation To cancel the stored number Press the keys Hang up The number is no longer stored Placing a call 11 7 9 7 9 9 9 ...

Page 13: ...the conversation hang up 1 3 2 Calling a number with a programmable key You have previously programmed a directory number on a programmable key To call the number Lift the handset Press the programmed key see section 7 7 for instructions on how to program programmable keys The red light on the key lights up When your party answers speak At the end of the conversation hang up Placing a call BIS ...

Page 14: ...assigned to your number by pressing one of the number keys 0 to 9 on the keypad Please note This function is accessible on M 405D set by pressing abbreviated number 0 to 9 1 3 4 Continuing the call on another terminal You are in conversation and you wish to continue your call on another terminal Press the keys Your party will now hear the music on hold or hold tone To get your call back on the oth...

Page 15: ...ial the number You are in contact with your second party Your first party is on hold music on hold or hold tone You now have three choices 2 2 RECOVERY If you wish to return to your first party and disconnect from your second party Press the key then Press the key You have returned to your first party and you are no longer connected to the second party EXTERNAL or INTERNAL NUMBER R R 1 ...

Page 16: ... then Press the key You can speak to both parties but they cannot speak with each other 2 4 CONFERENCE CALL If you wish to establish a three party conference Press the key then Press the key You have established a three party conference If one of the parties hangs up you remain connected to the remaining party ...

Page 17: ...ond party Replace your handset Both parties are connected with one another without you on the line Please note Transfer is not always possible between two external numbers If the transfer is unsuccessful your phone will ring after you have hung up The parties will remain on line Calling a second party ...

Page 18: ...aller Replace the handset at the end of the conversation 3 2 RECEIVING A SECOND CALL Please note If you have a multikey set please go to section 8 2 for M 405 405D phones You are in conversation and you hear a beep which means that a second party is trying to reach you To consult the call on your keypad Press the key then Press the following keys in order Your first caller is now on hold ...

Page 19: ...e you re already connected to a first call see 2 2 to 2 5 1 To return to your first caller and disconnect your second caller Press the key then Press the key 2 To shuttle between the first call and the second call Press the key then Press the key 3 For a three party conference call Press the key then Press the key R 1 R 2 R 3 ...

Page 20: ...to the person requested by pressing then Dial the extension number Hang up when the internal extension answers 4 2 PICKING UP A CALL RINGING ON A COLLEAGUE S EXTENSION Your colleague is out and you want to pick up a call ringing on his her extension On your keypad Pick up the handset Press the following keys consecutively Dial the number of the ringing extension Call pickup 19 0 0 0 2 R EXTENSION ...

Page 21: ...ator This means that group members can pick up calls ringing on the extension of other members If you hear a colleague s extension ringing when he she is absent you can pick up the call from your own extension Picking up a call ringing on another extension in your group On your keypad Pick up the handset Press the following keys consecutively You are connected to your colleague s call At the end o...

Page 22: ... person generally a secretary One secretary can filter calls for several managers and one manager can have calls filtered by several secretaries Before activating the filtering function your telecom administrator needs to know the two extension numbers secretary and manager you will need to find out from your telecom administrator which programmable keys correspond to each extension if you haven t...

Page 23: ...When this key is pressed down a red LED goes on and the function is active Programmable key 2 is for monitoring see 8 1 It is generally marked with the secretary s or manager s name on the keypad It is mainly used to call the monitored extension secretary or manager display the extension status secretary or manager enable direct call pickup by the manager 5 3 USING THE FILTERING FUNCTION For the f...

Page 24: ...ple Someone calls the manager The secretary is ready to answer the phone and the Director s extension is free Secretary Manager 1 Extension rings 1 Secretary key flashes 2 Secretary takes the call 2 Secretary key stops flashing remains lit 3 Secretary presses manager key 3 Manager s extension rings 4 Manager takes the call 5 Secretary informs manager of call 6 Secretary replaces handset 7 Manager ...

Page 25: ...ry key flashes 2 Secretary is temporarily absent 2 Manager takes call by pressing Secretary key 3 Manager key lights up 3 Secretary key light goes off 4 End of conversation manager hangs up Third example a party calls the secretary Secretary Manager 1 Extension rings 1 Secretary key lights up 2 Secretary takes the call 3 End of conversation secretary hangs up 4 Secretary key light goes off ...

Page 26: ...e next section In other words if a call comes in for the manager while the secretary is already in conversation the secretary simply presses the flashing key incoming call to pick up the call This second solution is recommended 5 4 CANCELING THE FILTERING FUNCTION FROM SECRETARY OR MANAGER EXTENSION Depending on which keys you have programmed Press the key that activates the filtering function The...

Page 27: ...ly to another extension On your keypad Press the following keys consecutively Dial the extension number to which calls are to be forwarded You will hear two beeps Hang up 6 1 2 Forwarding calls on no answer To forward all your calls that are unanswered after several rings On your keypad Press the following keys consecutively EXTENSION NUMBER 2 1 2 2 ...

Page 28: ... incoming calls to another extension when your extension is busy On your keypad Press the following keys consecutively Dial the extension number to which calls are to be forwarded You will hear two beeps Hang up 6 2 FORWARDING YOUR CALLS TO A VOICE MAILBOX If you have a voice mail service you can forward all your calls to your mailbox Calls can be forwarded immediately on no answer on busy 2 3 ...

Page 29: ...ce mailbox On your keypad Press the following keys consecutively You will hear two beeps Hang up 6 2 2 Forwarding your calls on no answer To forward all your calls to your mailbox automatically after several rings On your keypad Press the following keys consecutively You will hear two beeps Replace the handset 2 5 2 6 ...

Page 30: ...ollowing keys consecutively You will hear two beeps Hang up Please note You can forward external calls only internal calls only For further details consult your telecom administrator 6 3 OVERRIDING THE CALL FORWARDING FUNCTION You wish to reach someone and his her extension is forward You can override the call forwarding function and ring the extension 2 7 ...

Page 31: ...tively Dial the extension number The extension you are trying to call will ring Note This function is subject to calling party and called party entitlements Please see your telecom administrator 6 4 CANCELING CALL FORWARDING To cancel all call forwarding On your keypad Press the following keys Hang up 2 8 ...

Page 32: ...rnal numbers To store abbreviated numbers in a directory On your keypad Press the following keys consecutively Press a number key between 0 and 9 Dial the number you wish to store in the directory For an external call dial the external access code Hang up Note Remember to note your abbreviated numbers on a card and keep it by your phone for quick reference 0 TO 9 EXTENSION NUMBER 5 1 0 ...

Page 33: ...ys consecutively Dial the abbreviated number you wish to delete You will hear two beeps Hang up Note 1 The external network access code is the one you dial often 0 to obtain an outside line before dialing your external number 2 In order to assign a new party s number to an abbreviated dialing code you must first delete the former number 5 1 ...

Page 34: ...N APPOINTMENT REMINDER You can use your phone as a diary and record your appointment times Entering appointment times On your keypad Press the following keys consecutively Enter the appointment time between 0000 2359 example 5 30 PM 1730 Hang up 5 5 ...

Page 35: ... appointment reminder On your keypad Press the following keys consecutively Enter in your appointment time example 5 30 PM 1730 Hang up Clearing all appointment reminders On your keypad Press the following keys consecutively Press the number keys Hang up 9999 5 5 5 5 ...

Page 36: ...nal password to restrict access to your phone or for access to certain services To program a personal password for the first time On your keypad Press the following keys consecutively Press the number keys Enter your personal password Enter your personal password a second time Hang up FOUR DIGITS 0 0 0 0 0 6 ...

Page 37: ...zing your phone FOUR DIGITS Changing your personal password On your keypad Press the following keys consecutively Enter your old password Enter your new password Enter your new password a second time Hang up FOUR DIGITS FOUR DIGITS 0 6 ...

Page 38: ...xternal calls from being made on your phone Locking your extension On your keypad Press the following keys consecutively You will hear two beeps Hang up Unlocking your extension On your keypad Press the following keys consecutively Enter your personal password You will hear two beeps Hang up 0 5 0 5 ...

Page 39: ...locked extension On your keypad Pick up the handset Enter the code Enter your password You will hear two beeps Dial the external number When your party answers speak At the end of the conversation hang up Please note These two functions can only be used after you have programmed a personal password see 7 3 0 ...

Page 40: ...u can activate the Do Not Disturb DND function To program the DND function On your keypad Press the following keys consecutively You will hear two beeps Hang up To deactivate the DND function On your keypad Press the following keys consecutively You will hear two beeps Hang up 4 5 4 5 ...

Page 41: ...l an extension that is in DND mode To override the DND function and ring the extension On your keypad Press the following keys consecutively Dial the extension number you are trying to reach The extension rings Note This function is subject to calling and called party entitlements Please contact your telecom administrator ...

Page 42: ...f you require this type of protection 7 7 PROGRAMMING KEYS AND FEATURES ON YOUR PHONE Programming functions for phones are generally set by the telecom administrator However some of the less complicated features are described in this section enabling you to assign certain programmable keys To program programmable keys On your keypad Press the key you wish to program twice interval of less than hal...

Page 43: ... Dial the code you want to assign to that feature see p 44 Press the key to validate the operation Hang up THE MOST COMMONLY USED PROGRAMMED FUNCTIONS ARE Type 1 storing internal and external numbers Type 3 programming DTMF touchtone codes for direct access to voice mail for example TYPE CODE ...

Page 44: ...ltering extension or another extension direct calling from the extension Type 8 recording a code that authorizes access to a programmable feature filtering call forwarding etc Note The key system function is similar to the monitoring function see section 8 1 Feature codes Feature codes are exactly the same as those listed in the previous pages For example to pick up a call outside your extension g...

Page 45: ...wer 8 22 number of designated extension Cancellation of call forwarding on no answer 8 22 Call fowarding on busy 8 23 number of designated extension Cancellation of call forwarding on busy 8 23 Immediate call forwarding to voice mailbox 8 25 voice mail service number Cancellation of all call forwarding 8 20 Do Not Disturb DND 8 45 Cancellation of DND 8 45 Automatic callback on busy 1 5 Direct call...

Page 46: ...function 8 1 MONITORING ALSO KNOWN AS KEY SYSTEM FUNCTION The monitoring function lets you monitor a group of extensions or possibly external lines in order to determine the status of the extension s you monitor free ringing busy pick up calls from the extension s you monitor by pressing the flashing programmable key make direct calls to the monitored extension s by pressing the corresponding prog...

Page 47: ...on 31 picks up the call by pressing the Ext 30 key The Ext 31 status indicator lights stays on extensions 30 and 32 e e h h h h h h e e e e e e e e e e e e e e e e e e e e e e e e e e e e e e e e e e e e e e e e e e e e e e e e e e e e e e e e e e g g g g g g e e h h h h h h e e e e e e e e e e e e e e e e e e e e e e e e e e e e e e e e e e e e e e e e e e e e e e e e e e e e e e e e e e g g g g ...

Page 48: ...imultaneously Please note You have to program as many keys as the number of calls you wish to handle at the same time not more than the number of programmable keys available on your phone Procedure When a call arrives on your multikey phone the light on one of the programmable keys will start flashing To take the call Press the flashing programmable key The key light will stop flashing and remain ...

Page 49: ...rt flashing To take the second call Press the second programmable key The key light will stop flashing and remain on The first party is placed on hold and the first key light will start flashing again You are in conversation mode with the second party You can switch from one party to the other by pressing the respective keys PROGRAMMABLE KEY 2 ...

Page 50: ...he programmable key 2 flashes Take the second call by pressing key 2 The first party is placed on hold and the corresponding programmable key 1 flashes n 5223 key 1 n 5223 key 2 n 5223 key 1 n 5223 key 2 e e h h h h h h e e e e e e e e e e e e e e e e e e e e e e e e e e e e e e e e e e e e e e e e e e e e e e e e e e e e e e e e e e g g g g g g 1 2 e e h h h h h h e e e e e e e e e e e e e e e e ...

Page 51: ...ight This function is mainly used to program two numbers for the same extension a main number the one you give out to most callers a private number that you give out only to certain persons This could be used as an emergency number Examples For a manager private number and number filtered by his her secretary For a secretary number for personal use and number for filtering calls to his her manager...

Page 52: ...y The light stops flashing and remains on When another party tries to reach you on your second number the light on your private key flashes To take the second call Press the corresponding programmable key The light corresponding to this key stops flashing and remains on The first party is put on hold You are in conversation with the second party PROGRAMMABLE KEY 1 PROGRAMMABLE KEY 2 ...

Page 53: ...xtension A and gets a busy signal The party then dials the second private number 5246 Programmable key 2 flashes Take the call by pressing key 2 The first caller is placed on hold and key 1 flashes n 5223 n 5246 n 5223 n 5246 e e h h h h h h e e e e e e e e e e e e e e e e e e e e e e e e e e e e e e e e e e e e e e e e e e e e e e e e e e e e e e e e e e g g g g g g 1 2 e e h h h h h h e e e e e ...

Page 54: ...n your personal directory see pages 31 32 DO NOT DISTURB DND This feature lets you bar calls to your terminal When it is activated you can continue to make calls but no incoming calls will disturb you see pages 39 40 FILTERING Filtering enables a manager extension to route all incoming calls to a secretary extension see pages 21 to 25 The filtering function uses two programmable keys on both the m...

Page 55: ... reminders programmable keys for one key feature activation filtering dialing numbers a personal password RECOVERY This feature lets you reconnect to a call on hold after you have received another call or called a second party see pages 14 16 SHUTTLE This feature lets you switch from one party to the other when two calls are in progress at the same time see pages 15 18 STORE With this feature you ...

Page 56: ...02 00 EADS Defence and Security Systems SA www eads net Defence and Communications Systems rue JP Timbaud Montigny le Bretonneux 78063 SAINT QUENTIN YVELINES CEDEX France Téel 33 0 1 34 60 80 20 éFax 33 0 1 30 47 60 87 ...

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