Mitel 5324 User Reference Manual Download

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Mitel IP Phone User Reference Guide Release 4.1

102

7. Listen to a brief set of audio instructions: “Please record your message after

the tone. When you are finished, press

for more options”.

8. When you hear the tone, record your name into the handset.

9. When you are finished, press the

key.

The system plays the following set of options:

• To listen to the recording, press

• To save the recording, press

• To re-record, press

• To exit without saving changes, press

10. Press

to save the name announcement.

11. Replace the handset.

12. Select the

Close

button on the pop-up window.

Permissions

Permissions control what types of calls you can make at different times.

To view your permissions, follow these steps:

1. Select

My Personal Details

in the navigation pane.

2. The Personal Details page will be displayed. Your permissions can be found

in the

My Permissions

section of the page.

3. Permission types are displayed in a table on the vertical axis, and Business

Hours on the horizontal.

NOTE:

Only the system administrator can change permissions and business

hours.

Permission types

The permission types are shown in Table 1:

Table 1: Permission types

Call Type

Definition

Emergency (911)

Calls to the number used to report an emergency. In North
America, this number is 911. This permission is active for all
users at all times.

Internal

Calls to another extension within the same business.

International

International calls to which long-distance charges apply.

Summary of Contents for 5324

Page 2: ......

Page 3: ...33 Voice mail on the 5224 5324 phone 51 Volume control on the 5224 5324 phone 52 Using the Mitel 5212 5312 IP Phone 52 Mitel 5212 5312 IP phone 53 Initial set up for Mitel 5212 5312 IP phone service 53 Answering a call on the 5212 5312 IP phone 54 Making a call on the 5212 5312 IP phone 56 Using features via the 5212 5312 IP phone 57 Voice mail on 5212 5312 IP phone 73 Volume control on the 5212 5...

Page 4: ...04 Programmable memory key features 105 Select key mapping profile 114 Print phone labels 114 Call Coverage 115 Twinning 115 Call groups 116 Join leave call groups 116 Directories 117 View the internal directory 117 View the external directory 117 Sort directory list 117 Find a person in the internal directory 117 Find an entry in the external directory 117 Click to Call 118 Print a directory 118 ...

Page 5: ...Mitel IP Phone User Reference Guide Release 4 1 iii GETTING MORE HELP 123 PHONE MESSAGES 123 GLOSSARY 126 INDEX ERROR BOOKMARK NOT DEFINED ...

Page 6: ...le by selecting the icon on any page What s new in Release 4 1 The following changes between Release 4 0 and Release 4 1 are visible to the telephone end users Mitel 5330 IP Phone The telephone users can now use the Mitel 5330 IP phone See Mitel 5330 IP phone on page 5 Mitel 5312 IP Phone The telephone users can now use the Mitel 5312 IP phone This is a replacement for the Mitel 5212 IP Phone but ...

Page 7: ...sing the Mitel 5212 5312 IP Phone on page 52 The Mitel 5304 IP Phone is similar to the 5212 5312 IP phone but with less memory keys and less LEDs This phone s setup and operation are described in Using Mitel 5304 IP phones on page 74 Programmable Key Modules PKMs can be added to the Mitel 5224 5324 IP phones to provide additional programmable memory keys see Using a Programmable Key Module on page...

Page 8: ...key is displayed directly beside the key There are three pages of 8 memory keys The icons at the bottom of the phone indicate which page is current The page navigation buttons can be used to switch pages The memory key labels are also displayed beside each one Mitel 5340 IP phone The Mitel 5340 IP phone has the following features Handsfree speakerphone Date Time Display 2 line 20 character backlit...

Page 9: ... of the phone indicate which page is current The page navigation buttons can be used to switch pages The memory key labels are also displayed beside each one Initial setup for 5340 phone service To set up your new phone service follow these steps 1 Activate your phone See Activating a 5340 phone on page 7 2 Perform a Quick Set up See Quick set up on page 100 Activating a 5340 phone To activate a p...

Page 10: ...swering a call on the 5340 phone When an incoming call is received on a phone several things happen 1 the phone rings 2 a Line Appearance flashes and 3 the Information Area Display shows the phone number of the caller and if known the name of the caller You can answer an incoming call by picking up the handset pressing the flashing Line Appearance key pressing the ANSWER softkey or by pressing the...

Page 11: ...2 a line appearance flashes and 3 the Information Area Display shows the number and name of the caller if known If the name of the caller is unknown either the phone number or Unknown Caller is displayed To answer a second call choose one of the following Press the flashing Line Appearance key This puts the active call on hold and answers the second call End the first call by replacing the handset...

Page 12: ...y shows the name of the connected party or if the name is unknown the phone number 3 To end the call choose one of the following Press the END softkey Replace the handset NOTE Note To use the speakerphone for step 1 press an available Line Appearance key or the key instead of lifting the handset 4 To end the call before you have completed dialing choose one of the following Replace the handset if ...

Page 13: ...s the number and displays a Calling message along with the caller ID 4 When the third party answers the call the Information Area Display updates with the caller ID 5 Press the CONF softkey again The 3 Way Call is now activated NOTE Notes Until the CONF softkey is pressed a second time the first party will remain on hold and you can talk with the second party privately By putting a 3 Way Call on h...

Page 14: ...t your call The next available line appearance is selected dialtone is heard and your phone display updates 4 Proceed with making your call To enter an account code during a call follow these steps 1 Select the Account Code key 2 Enter the account number using the phone keypad You hear a tone as you press the phone keys but the person on the other end does not The Information Area Display shows th...

Page 15: ...ness You cannot assign an account code to a call once it has been completed Call Lists on the 5340 phone Call list on the 5340 phone Call list keeps a list of the calls that you make and receive The call list is accessible from your phone You can redial any calls that you made from the call list See Redial on the 5340 phone on page 14 You may be able to dial a number from your incoming call list i...

Page 16: ...nanswered with a on your phone and answered without a on the call pickup group member s phone that answered the call CALLS means that there has been at least one unanswered call since the last time you viewed the list of calls you received Redial on the 5340 phone Using Redial you can view a list of calls that were made and also redial a number in that list without using the keypad The maximum amo...

Page 17: ... called member is either logged out or has no available Line Appearances then you cannot pick up the call Company speed dial on the 5340 phone Using Company Speed Dial you can call a number from the External Directory by pressing a single memory key on your phone To use this feature you must have a phone key programmed with Company Speed Dial See Program memory keys on page 104 To make a call usin...

Page 18: ... calls to a selected auto attendant Press the Forward to AA key once to turn the feature on Press the key a second time to turn the feature off The LED on the programmed key indicates when the phone is being forwarded To use this feature you must have a key programmed with Forward to Auto Attendant See Program memory keys on page 104 NOTE Note If you have this feature turned on when you log out of...

Page 19: ... instructions on how to view your call permissions If you have this feature turned on when you log out of your phone all your calls will be forwarded to the number defined Forwarding your 5340 phone to prompt Using Forward to Prompt you can send all incoming calls to a phone number that you have entered via your phone The LED on the programmed key indicates when the phone is being forwarded To for...

Page 20: ...follow these steps 1 While on an active call press the key 2 The indicator light next to the active Line Appearance changes from green to red and flashes slowly 3 To remove the call from hold press the Line Appearance key Intercom calls on the 5340 phone Using the intercom features you can make a page to a selected co worker that is broadcast through the speaker on your co worker s phone Intercom ...

Page 21: ... Join Leave group on the 5340 phone Using the Join Leave Group feature you can join a Broadcast Pickup Hunt or Rollover call group of which you are a member using your phone For Broadcast Hunt and Rollover groups only the phones of members who are joined in the group will ring when the call group is called For Call Pickup groups other phones in the group will be notified only if the phone being ca...

Page 22: ...ssigned phone a phone without a user logged in The system prompts you to enter an extension 2 Enter your extension The system prompts you to enter your PIN 3 Enter your PIN Press the key or the ENTER softkey once you have finished entering your PIN The system verifies that the PIN is valid and then it logs you into the phone NOTE Notes If you log in while you are logged in to another phone the sys...

Page 23: ...one The administrator will create a Monitor group in your name with the people in your list as members of the group There is no other action that needs to be taken on your part If you requested to have your calls monitored calls to one or more of your Line Appearances will automatically ring on your Monitor group member phones provided that they have configured the appropriate number of Monitor Ca...

Page 24: ...ll occurs on not necessarily the second line appearance will be monitored by the second Monitor Call Monitor Call Silent key and so on See Program memory keys on page 104 The Monitor Call Monitor Call Silent key indicates the state of the Line Appearance on the primary group member s phone that is being monitored The only difference between Monitor Call and Monitor Call Silent is that your phone w...

Page 25: ...ram memory keys on page 104 To use One Touch Speed Dial choose one of the following Lift the handset and press the One Touch Speed Dial key Press an available Line Appearance key to activate the speakerphone and then press the One Touch Speed Dial key Press the One Touch Speed Dial key This will select an available Line Appearance and activate the speakerphone Page on the 5340 phone Using Page you...

Page 26: ...all follow these steps 1 From an idle phone lift the handset This will select the next available Line Appearance Select a memory key programmed with the Park Retrieve feature The Information Area Display prompts you for the Park Location 2 Enter the required park location using the phone keypad The system connects you with the caller who was on hold at the park location The Information Area Displa...

Page 27: ...key then press the flashing Line Appearance key to retrieve the original call NOTE Note You can use the key instead of the TRANS or TRANSFER softkey Transfer to voice mail from the 5340 phone If your administrator has configured an auto attendant for voice mail deposit you can transfer a caller directly to a co worker s voice mail box To transfer a call to voice mail follow these steps 1 While on ...

Page 28: ...Twinning On Off key configured press the key once to turn the feature on Press the key a second time to turn the feature off The LED on the programmed key indicates when your twinning is active Voice mail on the 5340 phone Using the key you can connect directly to voice mail to retrieve messages or manage voice mail options such as changing your voice mail greeting The Message Waiting Lamp on the ...

Page 29: ...224 5324 IP phone on page 27 The Mitel 5224 and 5324 IP phone functionality is the same Other topics covered in this section are Answering a call on the 5224 5324 phone on page 29 Making a call on the 5224 5324 phone on page 31 Using features via the 5224 5324 phone on page 33 Volume control on the 5224 5324 phone on page 52 and Voice mail on the 5224 5324 phone on page 51 Mitel 5224 5324 IP Phone...

Page 30: ...p on page 100 Activating a 5224 5324 phone To activate a Mitel phone you need 1 an extension number 2 a phone and 3 a PIN Your administrator can provide you with an extension number and initial PIN To activate your phone follow these steps 1 Disconnect your computer from the network 2 Plug the phone into the network 3 Plug the computer into the phone at the port marked PC 4 Connect one end of the ...

Page 31: ...YES softkey 10 The display will show Extension 314 REDIAL CALLS MENU You have now successfully activated the phone and can make calls See Quick Set Up on page 100 for information about initial settings you should configure through the web interface Answering a call on the 5224 5324 phone When an incoming call is received on a phone several things happen 1 the phone rings 2 a Line Appearance flashe...

Page 32: ...o end the call while using the handset choose one of the following Press the END softkey Replace the handset Using the 5224 5324 speakerphone To switch from the handset to the speakerphone during a call follow these steps 1 Press the key 2 Replace the handset To end a call while using the speakerphone choose one of the following Press the END softkey Press the key Switching from speakerphone to ha...

Page 33: ...tes that it is a second call Answering a call group call on the 5224 5324 phone When an incoming call to a call group is received on a phone the second line of the phone LCD displays the name of the group that was called The first line continues to display the number and name of the caller if known 321 Robin Jones For Sales Group To answer an incoming call group call use the handset or speakerphon...

Page 34: ...dset 4 To end a call before you have completed dialing choose one of the following Replace the handset if using the handset Select the key if using the speakerphone Press the End softkey Making a second call on the 5224 5324 phone To make a second call while on an active call follow these steps 1 Press any available Line Appearance key This puts the active call on hold and provides dial tone for a...

Page 35: ...available To learn how to program features to keys see Program memory keys on page 104 3 way call on the 5224 5324 phone Using 3 Way Call you can set up a phone call among three separate parties To activate 3 Way Call follow these steps 1 While on an active call press the CONF softkey This places the first call on hold and selects an available Line Appearance The LCD screen displays Conf with DIR ...

Page 36: ... hold that is to be connected 3 Press the CONF softkey again The 3 Way Call is now activated Account codes on the 5224 5324 phone Users can enter account codes against incoming and outgoing calls to associate those calls with a particular client or account Once entered account codes are logged in the call records kept by Broadview Networks and can be provided to you on request Your administrator c...

Page 37: ...account code that will be assigned to the call If you enter an account code with an invalid length the phone LCD briefly displays Invalid Account Code Contact your system administrator to determine the valid account code length for your business You cannot assign an account code to a call once it has been completed Account code speed entry on the 5224 5324 phone Account code entry is accepted befo...

Page 38: ... phone Call list on the 5224 5324 phone Call list keeps a list of the calls that you make and receive The call list is accessible from your phone You can redial any calls that you made from the call list See Redial on the 5224 5324 phone on page 37 You may be able to dial a number from your incoming call list if it is supported by Broadview Networks To view the list of incoming calls received foll...

Page 39: ...he position of the call in the call list is displayed in front of the phone number The symbol beside the position of the call means that the call was not answered If the call was answered by a member of your call pickup group then the call will show as unanswered with a on your phone and answered without a on the call pickup group member s phone that answered the call CALLS means that there has be...

Page 40: ...p with a Join Leave group key or via the web interface When you leave the group this disables other group members from picking up your calls however you can still pickup other members calls See Join leave group on the 5224 5324 phone on page 43 and Join leave call groups on page 116 NOTE You cannot pick up calls to a member of your call pickup group if the call does not result in the member phone ...

Page 41: ...f the LCD NOTE You can also press the key to access the Directory Andrews Kim DIAL NUMBER QUIT 3 Use one of the following options to locate the person that you would like to call Press the number on the keypad for the appropriate first letter of the person s last name For example press 5 twice for K K Kennedy Pat DIAL NUMBER QUIT Scroll down or up using the keys to find the name you want Knowles E...

Page 42: ...feature turned on when you log out of your phone all your calls will be forwarded to the auto attendant Forward your 5224 5324 phone to co worker Using Forward to Co worker you can send all incoming calls to a selected co worker Press the Forward to Co worker key once to turn the feature on Press the key a second time to turn the feature off The LED on the programmed key indicates when the phone i...

Page 43: ... all incoming calls to a phone number that you have entered via your phone The LED on the programmed key indicates when the phone is being forwarded To forward to prompt follow these steps 1 Press the Forward to Prompt key on your phone The system will ask you to enter a phone number 2 Enter the phone number on the phone keypad 3 Press the ENTER softkey To change the phone number for the forward t...

Page 44: ... Line Appearance changes from green to red and flashes slowly 3 To remove the call from hold press the Line Appearance key Intercom Calls on the 5224 5324 phone Intercom to co worker on the 5224 5324 phone Using Intercom to Co worker you can make a page to a selected co worker that is broadcast through the speaker on your co worker s phone Pick up the handset or select a Line Appearance key then p...

Page 45: ...roup key once to turn the feature on Press the key a second time to turn the feature off The LED on the programmed key indicates when you are logged into the call group To use this feature you must have a key programmed with Join Leave Group Line appearance on the 5224 5324 phone Line Appearance keys are required in order to receive incoming calls and to make outgoing calls The LED on the programm...

Page 46: ...R QUIT 3 Enter your PIN PIN ENTER QUIT 4 Press the key or the ENTER softkey once you have finished entering your PIN The system verifies that the PIN is valid and then it logs you into the phone Extension 314 REDIAL CALLS MENU NOTE If you log in while you are logged in to another phone the system will log you out of the original phone You cannot log in or out or activate a phone while the phone is...

Page 47: ...ne The LOGOUT softkey will not be displayed on your phone Contact your system administrator for assistance You cannot log in or out or activate a phone while the phone is on an active call You can press the key instead of the QUIT softkey After you have logged out of the phone callers to your extension will be directed to your call coverage target If no call coverage target is set the phone will r...

Page 48: ...up A Monitor Phone key also acts a speed dial to the monitored extension Monitor Groups is only applicable to users who are using Mitel IP phones Monitor call on the 5224 5324 phone Using the Monitor Call or Monitor Call Silent feature you can monitor and pick up calls occurring on another user s phone To use this feature You must be a member of a Monitor group A Monitor group defines the user tha...

Page 49: ...dset 2 Press the Monitor Call Monitor Call Silent key or 1 Press the Monitor Call Monitor Call Silent key to answer the call in speaker mode NOTE By putting a call on hold either the primary group member or other Monitor phones can pick up the call Monitor Phone on the 5224 5324 phone Using the Monitor Phone feature your phone activity can be monitored by other users To enable the Monitor Phone fe...

Page 50: ... at your site follow these steps 1 Select a memory key programmed with the Page feature Your phone LCD displays Calling Site Page while the system identifies the available phones at your site Calling Site Page 2 When the system is ready for you to begin your page you will hear an alert tone and the phone LCD screen displays the number of phones being paged Paging 7 of 10 END 3 Speak into the hands...

Page 51: ...available Line Appearance Select a memory key programmed with the Park Retrieve feature The phone LCD screen displays Park Location QUIT 2 Enter the required park location using the phone keypad The system connects you with the caller who was on hold at the park location The LCD screen now displays the caller s name if known or number Robin Jones TRANS CONF END NOTE To cancel the retrieval of the ...

Page 52: ...ional party has answered The LCD screen displays the message Transfer Complete for approximately five seconds before returning to an idle state If you enter an invalid extension during a transfer the LCD screen displays Invalid Extension To reconnect with the caller follow these steps 1 Press the END softkey 2 Press the flashing Line Appearance key 3 Try to transfer the call again If you choose no...

Page 53: ...simply press the corresponding Line Appearance key The call disconnects from the twinning target phone and connects to the desk phone Note that if neither your desk phone nor the twinning target phone answers an incoming call your call coverage setting will determine what happens to the call If the other phone has a voice message service associated with it then your twinning target phone s voice m...

Page 54: ...tension 2 While your phone is ringing repeatedly press the key until the ring volume is at the level you want Changing handset volume on the 5224 5324 phone To change the volume of the sound you hear through the handset follow these steps 1 Lift the handset You will hear dialtone 2 Repeatedly press the key until the volume is at the level you want 3 Replace the handset Changing speaker volume on t...

Page 55: ...plex 2 line 20 character backlit LCD display 12 multi function memory keys with color LEDs 6 fixed function keys including Directory Cancel Redial Hold Transfer Conference and Message Mute and Speaker keys Dedicated headset jack Wall mountable Figure 3 Mitel 5212 5312 IP Phone Initial set up for Mitel 5212 5312 IP phone service To set up your new phone service follow these steps 1 Activate your ph...

Page 56: ...t for the phone to display the following this may take 30 seconds or more LOGGED OUT 00 to Login 6 Enter 00 The phone will display the following Extension 7 Enter your extension The phone will display the following PIN Enter pin press 8 Enter your PIN then the key The phone will display the following Extension 314 You have now successfully activated the phone and can make calls Answering a call on...

Page 57: ...he phone stops ringing Using the 5212 5312 speakerphone To switch from the handset to the speakerphone during a call follow these steps 1 Press the key 2 Replace the handset 3 To end a call while using the speakerphone press the key Switch from speakerphone to handset on the 5212 5312 phone To switch from the speakerphone to the handset during a call pick up the handset To end the call while using...

Page 58: ... Appearance and operate in speakerphone mode 2 To make an internal call dial the extension To make an external call dial the prefix required for external dialing usually 9 followed by the number you want to call 320 When you finish dialing the number the call is placed Calling Robin Jones If you place an internal call your LCD displays the extension and name of the connected party once the call is...

Page 59: ... of the connected party or if the name is unknown just the phone number 320 Robin Jones 5 To switch between two active calls press the flashing Line Appearance key This puts the active call on hold and activates the other call Ending one call keeps the second call on hold To reconnect to the second call press the flashing Line Appearance key Using features via the 5212 5312 IP phone This section e...

Page 60: ...the conference and leave the two parties connected when both parties are external you must have the permission Redirect Inbound Call to External Number enabled Once the 3 Way Call is established you can use the transfer feature to transfer both parties to another party Joining two calls on the 5212 5312 IP phone The 3 way call feature allows you to conference together two calls on your phone s Lin...

Page 61: ...number using the phone keypad You hear a tone as you press the phone keys but the person on the other end does not The LCD displays the account code entered Account Code 1234 3 Press the key when you have finished entering the account code NOTE You can re enter an account code for a call multiple times The last account code entered is the account code that will be assigned to the call If you enter...

Page 62: ...the speakerphone Account code speed entry during a call cannot be cancelled If the pre programmed account code has an invalid length the phone LCD briefly displays Invalid Account Code Contact your system administrator to determine the valid account code length for your business You cannot assign an account code to a call once it has been completed Call list on the 5212 5312 phone Call list keeps ...

Page 63: ...all has been placed If the number cannot be dialed as such the call will fail and you will have to dial the number manually remembering to include the proper prefix digits NOTE The position of the call in the call list is displayed in front of the phone number The symbol beside the position of the call means that the call was not answered If the call was answered by a member of your call pickup gr...

Page 64: ...in speaker mode You can also join and leave your pickup group with a Join Leave group key or via the web interface When you leave the group this disables other group members from picking up your calls however you can still pickup other members calls See Join Leave group on the 5212 5312 phone on page 66 and Join leave call groups on page 116 NOTE You cannot pick up calls to a member of your call p...

Page 65: ...etter of the person s last name For example press 5 twice for K K Kennedy Pat Scroll down or up using the Arrow keys to find the name you want Knowles Erin 3 Once the correct name is displayed press the key to dial the number Forwarding your 5212 5312 IP phone You can forward your phone by using any of the forwarding features In each case you must program a memory key with the appropriate feature ...

Page 66: ... Coverage you can send all incoming calls to the option you selected for your Call Coverage see Call Coverage on page 115 Press the Forward to Coverage key once to turn the feature on Press the key a second time to turn the feature off The LED on the programmed key indicates when the phone is being forwarded To use this feature you must have a key programmed with Forward to Coverage NOTE If you ha...

Page 67: ...mission See Permissions on page 102 for instructions on how to view your call permissions NOTE If you have this feature turned on when you log out of your phone all your calls will be forwarded to the numbered you entered Handsfree answerback on the 5212 5312 phone Using Handsfree answerback you can have intercom calls automatically answered so that you have a two way speech connection See Interco...

Page 68: ...65 To use this feature you must have a key programmed with Intercom to Co worker See Program memory keys on page 104 Intercom to prompt on the 5212 5312 phone Using Intercom to Prompt you can make a page to any co worker whose number you enter on the phone To make a call with Intercom to prompt follow these steps 1 Press the Intercom to Prompt key on your phone The system will ask you to enter a p...

Page 69: ... you must program additional keys with Line Appearance Monitor Groups on 5212 5312 IP phone Using the Monitor Groups feature your calls can be monitored and answered by other users or you can have your phone monitored for activity To enable the Monitor feature contact your administrator and provide a list of users that you would like to have monitor your calls or phone The administrator will creat...

Page 70: ... for a Monitor Primary you will be able to monitor two incoming or outgoing calls at a time and so on There is no direct correspondence between a Monitor Call Monitor Call Silent key and a Line Appearance key on the Monitor Primary s phone The Line Appearance that the first call occurs on not necessarily the first Line Appearance will be monitored by the first Monitor Call Monitor Call Silent key ...

Page 71: ...one Using Mute you can silence any sound from the phone This does not prevent incoming sound from being heard Press the key during a call to activate Mute The LED on the key indicates when Mute is active One touch speed dial on the 5212 5312 IP phone Using One Touch Speed Dial you can make a call to a pre programmed number To use this feature a programmable key must be programmed as a One Touch Sp...

Page 72: ...on the 5212 5312 IP phone Using Park and Retrieve you can put a call on hold at a park location so that it can be retrieved from any other phone at your business To use this feature a memory key must be programmed as a Park Retrieve key To put a call on hold at a park location follow these steps 1 While on an active call select a memory key programmed with the Park Retrieve feature The system plac...

Page 73: ... the phone s LCD will briefly display Call parked at with the park location number to remind you that the call has not been retrieved Speaker on the 5212 5312 IP phone Using Speaker you can turn the speakerphone on your phone on and off To use Speaker press the key Transfer call on the 5212 5312 IP phone Using Transfer you can transfer a call from one phone to another To transfer a call follow the...

Page 74: ... deposit 3 Select the auto attendant voice mail deposit option and enter the extension of the co worker to whom you are transferring 4 Press the key to complete the transfer The LCD displays the message Transfer Complete for approximately five seconds before returning to an idle state Twinned Calls on the 5212 5312 IP phone If you have configured your phone to be twinned to another external phone ...

Page 75: ...our voice mail greeting or password press the key and follow the audio instructions If your administrator has created an auto attendant with a voice mail retrieval option and associated it to an external number you can access your mail box from any phone by dialing the external number and then selecting the voice mail retrieval option You are prompted for your extension then connected to your voic...

Page 76: ...e on page 74 Other topics covered in this section are Answering a call on the 5304 phone on page 76 Making a call on the 5304 phone on page 77 Using features via the 5304 phone on page 79 Volume control on the 5304 phone on page 95 Voice mail on the 5304 phone on page 94 Mitel 5304 IP phone The Mitel 5304 IP phone has the following features Nine 9 programmable keys Two 2 Programmable keys with LED...

Page 77: ...k Set up See Quick set up on page 100 Activating a 5304 phone To activate a 5304 phone you must physically connect the phone then log in with your extension and PIN number To activate your phone follow these steps 1 Unplug your computer from the network 2 Plug the phone into the network through the supplied power pack consult the documentation provided in the box 3 Plug the computer into the phone...

Page 78: ...everal things happen 1 the phone rings 2 a Line Appearance flashes and 3 the LCD displays the phone number of the caller and if know the name of the caller 321 Robin Jones You can answer an incoming call by using the handset or the speakerphone See Using the 5304 handset on page 76 and Using the 5304 speakerphone on page 77 You can pull back a call that has been answered by a twinned target phone ...

Page 79: ...le using the handset replace the handset Answering a second call on the 5304 phone A second incoming call causes three things to happen 1 the phone rings once only if you are using the handset 2 a line appearance flashes and 3 the LCD displays the number and name of the caller if known 321 Robin Jones To answer a second call choose one of the following Press the flashing Line Appearance key This p...

Page 80: ...o end the call before you have completed dialing replace the handset Making a second call on the 5304 phone To make a second call while on an active call follow these steps 1 Press any available Line Appearance key This puts the active call on hold and provides dial tone for a second call 2 To make an internal call dial the extension To make an external call dial the prefix required for external d...

Page 81: ...y key programmed to use this feature See Program memory keys on page 104 To activate 3 Way Call follow these steps 1 While on an active call press the Transfer Conference key twice This places the first call on hold and selects an available Line Appearance The LCD screen displays Conf with 2 Enter the phone number of the third party The system dials the number and displays a Calling message along ...

Page 82: ...nce of the person on hold that is to be connected 3 Press the Transfer Conference key again The 3 Way Call is now activated Account codes on the 5304 phone Account codes can be entered against incoming and outgoing calls to associate those calls with a particular client or account Account code entry is accepted before a call is placed or during a call You must have a memory key programmed with the...

Page 83: ...all is placed or during a call To use this feature it must be enabled for your business and you must have a memory key programmed with Account Code and a pre programmed account code See Program memory keys on page 104 To enter a pre programmed account code before you place a call follow these steps 1 Select the Account Code key The LCD briefly displays the account code that has been pre programmed...

Page 84: ...ived follow these steps with your phone on hook 1 Press the Incoming Calls List key on your phone The most recent call that you received is displayed 1 754 4536 2 Use arrow scroll keys to navigate the list 3 Press the Incoming Calls List key to exit from the call list To call a number from your incoming calls list 1 Press the Incoming Calls List programmed key The most recent call that you receive...

Page 85: ...t if required 3 Once the required number is displayed press the Redial List Dial key to make the call If you are on hook the next available Line Appearance is selected and the speakerphone is activated You will hear ringing once the number has been dialed NOTE means that the call was not answered NOTE The position of the call in the call list is displayed in front of the phone number NOTE Lift and...

Page 86: ...ant to call Directory on the 5304 phone Using the directory you can view the internal directory on your phone s LCD screen and make calls To view the directory you must first have one of your programmable memory keys programmed as a Directory key To dial a number from the directory list you must have another programmable memory key programmed as a Redial List Dial key See Program memory keys on pa...

Page 87: ...orwarding has been turned on Note that there is no permanent visual indication to show that your phone is in a forwarded state To use this feature you must have a key programmed with Forward to Co worker See Program memory keys on page 104 NOTE If you have this feature turned on when you log out of your phone all your calls will be forwarded to your co worker Forward your 5304 phone to coverage Us...

Page 88: ...k you to enter a phone number 2 Enter the phone number on the phone keypad 3 Press the key on the keypad To change the phone number for the forward to prompt repeat the above three steps To turn forward to prompt off follow these steps 1 Press the Forward to Prompt key 2 Press the key on the keypad NOTE To use this feature you must have a key programmed with Forward to Prompt NOTE The system store...

Page 89: ...ess the original Line Appearance key Intercom calls on the 5304 phone Intercom to co worker on the 5304 phone Using Intercom to Co worker you can make a page to a selected co worker that is broadcast through the speaker on your co worker s phone Pick up the handset or select a Line Appearance key then press the Intercom to Co worker key to start the page to your co worker If you press the Intercom...

Page 90: ...oup See Call groups on page 116 Press the Join Leave Group key once to turn the feature on Press the key a second time to turn the feature off The display will briefly show whether you successfully joined or left the group Note that there is no permanent visual indication to show that your phone is in a group To use this feature you must have a key programmed with Join Leave Group See Program memo...

Page 91: ... your phone is in use the group members phones will show a lit LED against the Monitor Phone key they have configured on their phone NOTE By putting a call on hold either the primary group member or other phones in the group can pick up the call NOTE Your call coverage still applies when you are in a monitor group NOTE A Monitor Phone key also acts a speed dial to the monitored extension NOTE Moni...

Page 92: ... there is no microphone the call will be effectively muted until you pick up the handset NOTE By putting a call on hold either the primary group member or other Monitor phones can pick up the call Monitor Phone on the 5304 phone Using the Monitor Phone feature your phone can be monitored by other users To enable the Monitor Phone feature contact your administrator and provide a list of users that ...

Page 93: ...d a page to all of the phones at your site The page is broadcast through the speaker of each available phone To use this feature you must have a memory key programmed as a Page key See Program memory keys on page 104 To page all of the phones at your site follow these steps 1 Lift the handset 2 Select a memory key programmed with the Page feature 3 Your phone LCD screen displays Calling Site Page ...

Page 94: ...ext available Line Appearance Select a memory key programmed with the Park Retrieve feature The phone LCD screen displays Park Location 2 Enter the required park location using the phone keypad The system connects you with the caller who was on hold at the park location The LCD screen now displays the caller s name if known or number Robin Jones NOTE To cancel the retrieval of the parked call repl...

Page 95: ...Conference key once you hear ringing The LCD screen displays the message Transfer Complete for approximately five seconds before returning to an idle state NOTE Instead of pressing the Transfer Conference key immediately you can wait until the destination answers and then press the key If you enter an invalid extension during a transfer the LCD screen displays Invalid Extension To reconnect with t...

Page 96: ... call coverage setting will determine what happens to the call See Call Coverage on page 115 If the other phone has a voice message service associated with it then your twinning target phone s voice message service may answer the call first If you want to avoid this situation then you should ensure that your call coverage is configured to answer calls before the twinning target phone s voice messa...

Page 97: ...volume on the 5304 phone To change the volume of the sound you hear through the handset follow these steps 1 Lift the handset You will hear dial tone 2 Repeatedly press the scroll arrow keys until the volume is at the level you want 3 Replace the handset Change speaker volume on the 5304 phone To change the volume of the sound you hear through the speaker follow these steps 1 With the handset on h...

Page 98: ...d a call while using the headset on the Mitel 5212 5312 IP phone press the key Mute the headset To mute the microphone press and hold the control switch if it has one Make a call with the headset To make a call while using the headset press a Line Appearance key and dial the number line You can also use dial directory dial and speed dial features See the section for making a call for your phone mo...

Page 99: ...hone model PKM 5412 PKM 5448 Headset Line Interface Module 5224 Yes Yes Yes Yes 5304 No No No No 5324 Yes Yes Yes Yes 5340 No No Yes No Personalizing phone usage via the web Using Internet Explorer 6 or later or Mozilla Firefox 1 5 0 4 or later individual phone users can personalize their phone systems using the web administration interface With the exception of the Login page all of the web pages...

Page 100: ...he Login URL in a web browser 2 Type your User ID your extension in the Login screen Check the Remember my User ID check box to avoid entering this information each time you log in To disable this option deselect the Remember my User ID check box 3 Type your PIN 4 Select the Login button NOTE If you are logged into the application and attempt to log in again the application logs you out of the fir...

Page 101: ...system administrator to request a new PIN Change PIN Your PIN is used for logging into your phone as well as logging into the web interface To change your PIN follow these steps 1 Select My Personal Details in the Navigation pane 2 Select the Save and Change PIN button at the bottom of the page A Change PIN pop up window will be displayed 3 Type your old PIN 4 Type a new PIN 5 Type the new PIN aga...

Page 102: ...ps provided below To record your name for the Auto Attendant Name prompt follow these steps 1 Log in to the web interface see Web login on page 98 2 Select the My Personal Details option in the navigation pane 3 Select the Record button on the Personal Details page A Record Prompt pop up window is displayed Confirm that the extension displayed matches that of the phone you will be using If the ext...

Page 103: ...personal user details follow these steps 1 Select My Personal Details in the Navigation pane The Personal Details page is displayed with your personal details in the My Information section 2 Make the changes of your choice in the following fields First Name Last Name Email Home Phone Mobile Phone You cannot make changes to the Extension field 3 Select the Save button to save the information Record...

Page 104: ...s you can make at different times To view your permissions follow these steps 1 Select My Personal Details in the navigation pane 2 The Personal Details page will be displayed Your permissions can be found in the My Permissions section of the page 3 Permission types are displayed in a table on the vertical axis and Business Hours on the horizontal NOTE Only the system administrator can change perm...

Page 105: ...nd call to external number Allow call coverage three way calls transfer or forward of external calls to an external phone number Prerequisite permission to make the external call itself Select Long Distance Provider Include a long distance provider code as part of the dialed digits for a long distance call Prerequisite permission for Long Distance and or International calls Select Regional Provide...

Page 106: ... Phone Mitel 5324 IP Phone and Mitel 5340 IP phone 3 For Mitel 5340 phones select the appropriate Page number 4 Select the memory key that you want to program by selecting the appropriate button icon The Program Memory Key Details page appears 5 Complete the following fields See Programmable memory key features on page 105 for a description of each of the features Feature Select the feature to be ...

Page 107: ...he system default will be applied Details Select from a drop down list or type in the required number without any spaces or characters Not all features require this field Status Only appears with certain features Select Active or Inactive You will be able to activate or deactivate the feature by pressing this memory key on the phone once it is programmed 6 Select the Save button to save the inform...

Page 108: ... account code after selecting the Account Code key 2 Type an account code if you want the Account Code key to behave like an Account Code Speed Dial key In this case when you select the Account Code key the account code that you entered is automatically assigned to the call N A Company Speed Dial Assign the Company Speed Dial option to a memory key to dial one of the phone numbers in your External...

Page 109: ...orward to Extensio n number Select a user from this list to enable the Forward to Co worker option Select Active or Inactive Forward to Coverage LED Assign the Forward to Coverage option to a memory key to forward all incoming calls directly to the call coverage you have set up To turn the Forward to Coverage feature on and off select the associated memory key When the memory key LED is lit the fe...

Page 110: ...ure off select the associated memory key and then the FWDOFF softkey or the key on the telephone keypad Forward to number entered in details field Type the phone number that you want to have your calls forwarded to into the details box Note If you forward your phone to an external phone number you must have permission to make that external call and Redirect Inbound Call to External Number permissi...

Page 111: ...pad after pressing the key Intercom to Prompt N A N A Join Leav e Group LED Assign the Join Leave Group option to a memory key to join and leave the selected Call Group by selecting the programmed memory key The memory key LED is lit when you have joined the selected Call Group Join leave Group Select a Call Group from this list to enable the Join Leave Group option Note The Join Leave Group optio...

Page 112: ... they are ordered bottom to top right to left The first Monitor Call key will monitor the first call placed or received by the other user not necessarily the first Line Appearance and so on Example Number of Line Appearances programmed on the monitored user s phone 4 Monitor Call keys programmed 2 1 The monitored user selects his fourth Line Appearance to make a call when none of his other Line Ap...

Page 113: ... Note that a Monitor Call option is also available Note Monitor Call Silent behaves the same as Monitor Call with the exception that ringing is not used to indicate an incoming call The Monitor Call Silent option can be used together with or independent of the Monitor Call option Refer to the Monitor Call entry in this table for details related to programming this option Monitor Call Silent extens...

Page 114: ...f a monitor group N A One Touch Speed Dial Assign the One Touch Speed Dial option to a memory key to dial a user defined phone number by pressing the associated memory key Type the phone number that you want to dial to enable the One Touch Speed Dial option N A Page Assign the Page option to a memory key so that you can send a page to all of the phones at your site The page is broadcast through th...

Page 115: ...st Select a pickup group from the list to enable the Pickup option Note The Pickup option is not displayed if you are not a member of a call pickup group N A Redial List Dial Assign the Redial List Dial option to a phone to display the list of recently dialled calls The key can also be used to Dial a number displayed on the LCD display Call lists Redial lists and Directory displays This is only ap...

Page 116: ... your phone keys choose a key mapping profile with a number of pre programmed keys Selecting a Key Mapping Profile will remove any programming you may have done to your memory keys To select a Key Mapping Profile follow these steps 1 Select My Phone in the Navigation pane 2 Select a Key Profile from the Current Key Profile drop down list 3 Select the Reset button Your memory keys will be updated t...

Page 117: ...down list My Co worker and select a Co worker from the drop down list Another Phone Number and enter a phone number including 9 and 1 if it is an outside call 2 Select how many times you want the phone to ring before going to the coverage option 3 Select the Save button to save the information 4 To disable Call Coverage select the No Call Coverage checkbox and then select the Save button to save t...

Page 118: ... other member who presses their pickup key Monitor group all phones in the group ring simultaneously when a call comes in to the primary member of the group Hunt group phones in the group ring in sequence Rollover group first available phone in the group rings In all cases the first phone that picks up answers the call and stops the other phones from ringing or being notified To view call groups o...

Page 119: ...pane View the external directory To view the External Directory select External Directory in the Navigation pane Sort directory list You can sort a directory from either directory page To sort a list select the column header of the field that you want to sort on To reverse the sorting order select the column header a second time Find a person in the internal directory To find a person follow these...

Page 120: ...ontinue the call in speaker mode or you can lift the handset NOTE If your call is not answered terminate the call on your phone by lifting and replacing the handset or by selecting the Speaker key Print a directory To print a directory follow these steps 1 Select Internal Directory or External Directory in the Navigation pane Sorting the directory first will control the order of users in the print...

Page 121: ...il in the left menu 2 In the Receiving Voice Mail section check the box for Send a notification to this email address 3 Fill in the email address to which you want the notifications sent 4 Select the Save button to save the information Note that this only sends a notification to your email address It does not send the voice message To configure the sending of the voice message see Configure email ...

Page 122: ...ail address 3 Select the Save button to save the information Configure dial 0 destination To configure the system so that callers to your voice mailbox can press 0 to be redirected to a specific number follow these steps 1 Select My Voice Mail in the left menu 2 In the Dial 0 destination section check the box for Enable dial 0 option 3 Select one of the following The default configured by my admin...

Page 123: ...o avoid this clear the field and fill in the correct Voice mail PIN value Web pages This section describes the web administration pages My settings The My Settings page acts as your home page and is the first page you see when you log in You will find a number of quick links listed here for common user actions View and edit my personal details See Change user details on page 101 Change my PIN See ...

Page 124: ...dit your twinning options See Twinning on page 115 My call groups Using the My Call Groups page you can perform the following tasks View all Call Groups to which you belong See Call groups on page 116 View the members of Call Groups to which you belong See Call groups on page 116 Join and leave Call Groups See Join leave call groups on page 116 My voice mail If the voice mail capability is enabled...

Page 125: ...p at the top of the Help window to access additional help Phone Messages The LCD on the phones will display various messages that can indicate problems that are occurring The purpose of this section is to provide the most common messages and the possible causes Phone Message Cause Resolution Extension Phone has lost its link to the call server Check your phone connection Contact your system admini...

Page 126: ... busy tone Device Offline The device at the extension dialed does not currently have a connection Try the call again at a later time If the problem persists contact your system administrator User will hear a busy tone Device Disabled The device being called has been disabled Contact your system administrator User will hear fast busy tone Call Forward Max Reached The maximum number of times that th...

Page 127: ...ory keys on page 104 User will hear busy tone Invalid Feature Code The user has entered an incorrect feature access code Check the access code and try the call again User will hear a fast busy tone All Phones Busy This will normally be seen when trying to page Try the page again at a later time and or contact your system administrator User will hear a busy tone Own Number User dialed the same exte...

Page 128: ...not answered Call group Call groups allow incoming calls to be routed to multiple users There are three types of call groups broadcast groups hunt groups and MONITOR groups Each call group type routes calls to group members differently Users can join or leave the call groups to which they belong Call groups are also associated with call coverage so that calls can be handled even when not answered ...

Page 129: ... indicator light on a memory or feature key on the phone that indicates the state of the feature associated with the key Line appearance A memory key that has been programmed with the Line Appearance feature A line appearance key is used to make and receive calls Location Locations represent phones that are not associated with any single user For example a telephone in a conference room is entered...

Page 130: ...heir phones faster and easier Phone key profiles can be selected by users and administrators Site A site refers to the physical location of a company office A company may have more than one site Softkey The three keys on the phone directly below the LCD Pressing these keys activates the feature that is described directly above the key in the LCD Softkeys can redefine their function depending on th...

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Mitel 5324, User Reference Manual

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