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Mitel 6873 SIP

eud-1744/1.4 – R5.0 HF2 – 10.2017

Personalizing your phone

• Mitel OfficeSuite
• External directories, such as Microsoft Exchange (provided your

MiVoice Office 400 communication system is synchronised with exter-
nal directories).

Configuring voice mail

This section explains how to set your voice mail.

Managing personal voice mail greeting

Depending on the system configuration, you have the option of recording
up to 3 different greetings (e.g. for absences or holidays). Give each greet-
ing a corresponding name. Depending on the system configuration a caller
may or may not be able to leave a message (for the symbols see mode).

If no personal greeting is activated or if none is available, the global greet-
ing is activated automatically, provided it has been recorded. For further
information on voice mail, refer to your system administrator or the user's
guide User Guide Voice Mail Systems on the

Mitel DocFinder

.

The following options are available for further editing of your voice mail
greetings:

Operation of voice mail is available via the system menu, a function key
(see chapter "Configuring keys", page 89), or the Self Service Portal (see
chapter "MiVoice Office 400 Self Service Portal", page 9).

Learn about options for editing voice messages in chapter "Editing options
for voice messages", page 66.

Menu

Description

Record

Record voice mail greeting.

Select

Activating the voice mail greeting.

Edit

Renaming the voice mail greeting.

Mode:

Selecting the mode:

•

Recording allowed

Caller can leave a message.

•

Recording not
allowed

Caller cannot leave a message.

Play

Play voice mail greeting

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Summary of Contents for 6873 SIP

Page 1: ...MIVOICE OFFICE 400 MITEL 6873 SIP USER GUIDE eud 1744_en 1 4 R5 0 HF2 10 2017 ...

Page 2: ... form or by any means electronic or mechanical for any purpose without written permission from Mitel Net works Corporation TRADEMARKS The trademarks service marks logos and graphics collectively Trademarks appear ing on Mitel s Internet sites or in its publications are registered and unregistered trade marks of Mitel Networks Corporation MNC or its subsidiaries collectively Mitel or others Use of ...

Page 3: ...nsult your system administrator if you are unsure whether you have the correct user s guide for your requirements Notes Not all listed functions are available by default Contact your system administrator to learn more about the availa ble features and services in the MiVoice Office 400 com munication system Your system administrator has the option to individually set some of the phone s features I...

Page 4: ...s use a soft moistened or antistatic cloth to clean your device Do not use chemicals or other chemical products Touch screen Please observe the following rules when you are cleaning the screen Do not touch the screen with sharp or abrading objects e g a pen or a screw driver Always use a soft moistened or antistatic cloth to clean the screen Do not use chemicals or other chemical products Avoid sp...

Page 5: ...is document https pbxweb aastra com doc_finder DocFinder eud 1744_en pdf get DNR eud 1744 or find the document on Mitel eDocs Disposal Be sure to dispose of your device batteries and its packaging in an environmen tally compatible way Electrical equipment does not belong in domestic waste Deposit it at a return centre Accessories Use original accessories or specifically approved accessories only T...

Page 6: ...Using further functions 49 Overview of available functions 55 Organising absences from the desk 61 Operating call lists and voice messages 65 Organisation within the team busy lamp field 68 Line key on a key telephone 70 Using functions with Mitel OpenCount 72 Setting functions by remote control 73 Personalizing your phone 74 Configuring the display 75 Configuring the audio properties 76 Configuri...

Page 7: ...hone 98 Reception phone 102 Reception phone 103 Operating the reception phone 105 Additional settings 110 Product and safety information legal information 115 Safety information 116 About Mitel 116 Product information 116 Data protection 118 Limited Warranties 118 Regulatory notices 123 Index 129 ...

Page 8: ...outed see the chapter Activating personal call routing page 49 Some of the benefits of the one number user concept are With Ring Alone you can choose on which phone calls are signaled acoustically see chapter Activating Ring Alone page 51 Your system administrator can set whether you are busy for further incoming calls indicate to the caller that you are busy if you are on another call You can mak...

Page 9: ...le key configurations labels for configurable keys display language and so on directly and autonomously using your PC After you receive your user account details for the Self Ser vice Portal from your system administrator and after you log on to the portal the home page displays an overview of all your phones See the Self Service Portal online help for fur ther information about specific topics Co...

Page 10: ...display and menu guid ance The following sections provide an overview of the keys and sockets available on your phone and their usage Key designations and sockets 11 Display symbols 14 Operating your phone 16 Using expansion key modules 22 Using labels 25 ...

Page 11: ... eud 1744 1 4 R5 0 HF2 10 2017 Key designations and sockets The following figure shows the keys on the phone Mitel 6873 SIP The following table describes the keys on the phone with regard to the fig ure 14 15 10 11 19 18 12 13 16 17 9 8 7 6 3 2 1 4 5 ...

Page 12: ...nfigured Default functions are automatically set by the MiVoice Office 400 communication system You can configure additional functions If more than six functions or call numbers are configured the sixth key is used to switch levels Every sixth func tion or call number is accessible at the next level The colour of the key indicates the functional state 6 Call lists key Calling up the call list menu...

Page 13: ...ler cannot hear you the LED beside the key turns on when the microphone is on mute 15 Settings key Calling up a local setting menu options list 16 Hold key Holding an active call Taking back a call from hold 17 End key Ending a call Back to display in idle state Exiting editor without changes 18 Speaker 19 Rear Connection for power supply class 3 support for PoE when an expansion key module is con...

Page 14: ...etooth activated USB deactivated Note The icon USB deactivated is displayed when the phone is powered using Power over Ethernet or if one or more expansion key modules are connected In order to be able to use the USB connection you must power your phone using PoE or the power supply available as an option Call recording activated Presence state Available default Presence state Absent Presence stat...

Page 15: ...eys available Voice message unread Voice message retrieved Mitel Hi Q audio technology Voice Mail mode Recording allowed Data voice encryption Voice Mail mode Recording not allowed Call connection states information main window Presence state Available default Meeting Absent Busy Not available Option key Language Time and Date Settings Time Zone ...

Page 16: ...the key legend Other over views and operating aids can also be found here Set Date and Time Status Bluetooth Directory Lock Password Phone lock Audio Audio Mode Headset Ring Tones Tone Set Display Live Dialpad Restart Note Settings under the menu item Advanced are protected by a password and reserved for your system administrator Option key ...

Page 17: ...when more than six softkeys are configured The More key is needed to switch between the key levels The number of dots indicates the number of levels as well as on which level you currently are A menu can have several sub menus Press the suggested softkey to access the sub menu or the selection of available editing options or to carry out an action Operating the touch screen You operate the touch s...

Page 18: ...keys that can be set to a total of 48 functions call numbers operator keys room keys or busy lamp fields The colour of the keys indicates the functional state 3 Bottom softkeys S1 S30 Six freely configurable keys that can be set to a total of 30 functions or call numbers or which are automatically set by the MiVoice Office 400 com munication system to context dependent func tions The colour of the...

Page 19: ...y configuration MiVoice Office 400 communication system The configuration has already been made by your system administrator in the communication system Self Service Portal You can use the Self Service Portal see chapter MiVoice Office 400 Self Service Portal page 9 where you can config ure change or delete the keys however you wish More information on freely configurable keys can be found in chap...

Page 20: ...The alphanumeric keypad is set to the characters listed in the following table 2 Function key Mitel 6873 SIP Mitel 6873 SIP if defined as free seating phone Key T1 T48 Empty Empty Key S1 System menu System menu Key S2 Phone book System Free seating Log in out Key S3 Voice mail menu Request a callback Key S4 Call forwarding menu Empty Key P5 Take pick up own call Empty Key S6 Call routing menu Empt...

Page 21: ... o 6 ñ ö ó ò ô õ ø р с т у P Q R S 7 ß Ф Х Ц Ч p q r s 7 ß ф х Ч ч T U V 8 Ü Ú Ù Û Ш Щ Ъ Ы t u v 8 ü ú ù û ш щ ъ ы W X Y Z 9 Ь З Ю Я w x y z 9 ь з ю я Space Space Upper case Lower case Message LED State Description Flashes fast Incoming call Flashes slowly New voice message Lit Phone locked LED in line key State Description Does not light up Line free line key Flashes fast Incoming call Appointmen...

Page 22: ... on the expansion key module support all key types that are supported by your phone s keys except room keys operator keys and operator queue overview key The configurable keys of the expansion key module are operated the same way as the configurable keys of your phone The keys must have been configured either by your system administra tor or by the phone user in the Self Service Portal see the cha...

Page 23: ...hat are supported by your phone s keys except operator keys and operator queue overview key The configurable keys of the expansion key module are operated the same way as the configurable keys of your phone The image icons for the busy lamp field keys do not appear on the expansion key module The expansion key module shows only icons with the initial letters The keys must have been configured eith...

Page 24: ...nnected In order to be able to use the USB connection you must power your phone using PoE or the power supply available as an option No Key Description 1 A1 A84 function keys 3 key levels 28 keys each Freely configurable keys An LED is located next to each function key signalling the functional state 2 Function key for level 1 2 3 Call up the desired level 2 1 ...

Page 25: ... the Self Service Portal see chap ter MiVoice Office 400 Self Service Portal page 9 Mitel M680 1 Create and print the label using Self Service Portal Important printer settings Page scaling for printing none 2 Cut out the labels according to the crop marks 3 Remove the cover and insert the label into the recess 4 Re insert the cover into the recesses on the keypad ...

Page 26: ...calls 27 Initiating calls 30 Using functions before while in a call 36 Using further functions 49 Overview of available functions 55 Organising absences from the desk 61 Operating call lists and voice messages 65 Organisation within the team busy lamp field 68 Line key on a key telephone 70 Using functions with Mitel OpenCount 72 Setting functions by remote control 73 ...

Page 27: ...the call Rejecting a call As long as you have not picked up a call you can reject it during the ringing phase Deflecting a call As long as you have not picked up a call you can deflect it to another call number Silencing a call You can silence the ringing of an incoming call Answering a call with the handset Pick up the handset Answer a call with the line key Press the line key and pick up the han...

Page 28: ...mmunication system Rejecting a call Press the End key or the Ignore softkey during the ringing phase The connection is rejected and depending on the system configuration the caller either hears the busy tone or is forwarded to a preconfigured destina tion Deflecting a call 1 Press the Deflect softkey during the ringing phase 2 Enter the number to which you want to deflect the call and press the De...

Page 29: ...ll 1 Press the loudspeaker headset key Open listening is activated 2 Put the handset on hook Handsfree is activated To continue the call with the handset Pick up the handset The loudspeaker and hands free microphone are now deactivated Ending a call Put the handset on hook Answering ending a call in Automatic hands free mode Answer Your phone signals an incoming call with two short signal tones an...

Page 30: ... section explains some convenient features provided by your phone for making a call Dialling with the phone number You want to call someone and key in that person s phone number With call preparation you can enter a phone number without it being dialled automatically so you have time to check the number and if necessary correct it The number is not dialled until you go off hook for example by pick...

Page 31: ...eed to press the digit keys for each letter once even though each key is assigned sev eral letters An efficient algorithm provides quick search results Dial by name Enter the corresponding letter for dialling by name Advanced search If you select Advanced search you can search directly in the connected external phone books This function is not available if no external phone book is connected Direc...

Page 32: ...see chapter Configuring keys page 89 Menu Description Unanswered calls List of callers who tried to reach you when you were absent The missed calls are signalled on the display the LED on the call list key is red Note If your system administrator selected the call list display type Picture ID see chapter Editing options for the call list page 65 the LED will only light up when you press the call l...

Page 33: ...n Press a set line key directly or move you finger from the right to left in the area to the right of the left softkeys and select the desired line key The sta tus line at the top left will show the dialled line number L1 L2 etc If a line is free the New call softkey at the bottom left of the display can be used Redial list Press the Redial key List of most recent selected entries including the pr...

Page 34: ... making your call Any call charges incurred will be charged to you The call number dialled is not stored in the last number redial list Dialling with the line key Enter the phone number Press a free line key The phone number is dialled The LED on the line key lights up Holding the call and switching lines 1 Press a second free line key or select a new line key 2 Enter the phone number The call is ...

Page 35: ...their phone see chapter Activating protection against call types page 84 for configuration Note If the user is making an enquiry call or is in a conference the function Automatic call waiting cannot be used Private calls 1 Enter function code 46 for a private call 2 Enter your internal phone number 3 Enter your PIN 4 Enter the external call number directly without the exchange access digit 5 Pick ...

Page 36: ...an automatic callback In this case your phone will start ringing as soon as the party you are trying to reach goes on hook When you pick up the handset the person you want to call is dialled directly If the called party does not answer you can also request a callback The user then obtains a message indicating your call back request on his display Answering the call Press the Answer softkey The fir...

Page 37: ... the call number manually or use a CTI client for example the Mitel OfficeSuite Hide number You do not want your call number to appear on the terminal display of a called party in the public network The following options are available here Activating callback You called someone and hear the busy tone or the ring back tone Press the function key for Callback Depending on the communication system yo...

Page 38: ...should only be restricted for certain calls This function must be activated before dialling the call number Activating deactivating calling line identification restriction permanently Press function key Hide number Function is activated deactivated LED on the function key is switched on off You phone number is hidden in all outgoing calls Activating CLIR per call 1 Press function key Hide number 2...

Page 39: ...rtner With the Enquiry function you can call someone else in the middle of a call and put your original call partner on hold You can make enquiry calls to both internal and external users Parking the active call party Press the function key for Park and put down the handset The call party is parked The LED of the function key is red Notes The display returns to idle The person you talked to will r...

Page 40: ...f the other user does not answer you can cancel the enquiry call with the Cancel softkey or with the End key and recommence the first call with the flashing line key Ending the enquiry call Press the Drop or the End softkey Recommence conversation with the first call party Press the Pick up softkey or the flashing line key Brokering to switch back and forth between the callers You are in an active...

Page 41: ...h some one else You can connect internal and external users with one another You can transfer the call with or without prior notice Setting up a conference you are connected 1 Press the Conference softkey 2 Enter the phone number of the second conference call party 3 Press the Dial softkey The conference party answers the call 4 Press the Conference softkey Notes You can also set up a conference b...

Page 42: ... the first call party is put on hold is dis played LED of the line key flashes 3 Wait until the person has answered the call If the second user does not answer you can cancel the second call using the softkey Cancel and recommence the first call by pressing Pick up 4 Announce the call party 5 Put the handset on hook Your first call partner and the other person are now connected with each other Cal...

Page 43: ...d user or input the call number manually each time Starting the emergency announcement In addition to normal announcements the MiVoice Office 400 communica tion system also allows for emergency announcements It differs from a normal announcement in the following aspects You cannot reply to or stop an emergency announcement You cannot block an emergency announcement An emergency announcement may on...

Page 44: ...nouncements It differs from a normal announcement in the following aspects You cannot reply to or stop an emergency announcement but listen to it with the handset You cannot block an emergency announcement Announcement to a group The announcement will only be received by phones which both have authorisation to receive announcements and are not in use Start announcement to a user 1 Press the functi...

Page 45: ...ind a call recording overview in your e mail box Contact your system administrator for more information You can start recording calls in the following situations during an active call During a conference call with maximum two participants During an incoming outgoing call in call preparation During dialling with a busy line Call recording only starts when the connection is set up Therefore no ring ...

Page 46: ...ur call party or put him on hold Activating discreet ring You do not want to be disturbed by the ring of the phone You do not how ever want to switch off the phone As an alternative to the usual ring your phone has a discreet ring option If you have activated discreet ring the phone only rings once This function must be saved to a function key over the Self Service Portal see chapter Configuring o...

Page 47: ...e chapter Configuring or deleting a key assignment page 92 Activating deactivating discreet ring Press the function key for Discreet ring on off The function is activated deactivated is displayed and the LED on the function key lights up does not light up Menu Description Do not disturb busy on off Your phone does not ring and is set to busy for incoming calls Do not disturb for warding on off You...

Page 48: ...se this function you should therefore notify your call party in advance Activating answering silent intrusion Silent intrusion intrusion without prior notice is a variation of the intrusion function and is primarily used in call centres Another user can connect to your active call and listen to the conversation without you or your call party noticing Unlike with intrusion there is neither a displa...

Page 49: ...all party in advance Using further functions This section explains some more convenient features provided by your phone All functions you can save under a configurable key can be found in chapter Overview of available functions page 55 Activating personal call routing You want to specify which of your phone shall ring when you receive a call You can specify the phone on which a call is signalled w...

Page 50: ...ly pressing that key Menu Description Activate Activating personal call routing Modify Renaming personal call routing Change settings The personal call routing settings can only be changed by your system administrator or yourself in the Self Ser vice Portal Delete A personal call routing can only be deleted by your sys tem administrator or yourself in the Self Service Portal Activating deactivatin...

Page 51: ...ou have activated ring alone but deactivated the personal call rout ing for a phone in parallel an incoming call is not acoustically but only vis ually signalled Locking Unlocking your phone You need to leave your desk and want to ensure that no one can alter your phone s settings look at your private data or make calls from your phone You can lock your phone with a 2 to 10 digit PIN for more info...

Page 52: ...end the call Activating the phone lock Press the function key for Phone lock on off The phone is locked and can only be unlocked using your PIN is displayed in the status line Deactivate the phone lock 1 Press the function key for Phone lock on off 2 Enter the PIN and confirm with the Enter softkey 3 Confirm the security prompt with the Yes softkey Note Use the following function codes see also Fe...

Page 53: ...hat phone for free seating purposes You can only log on once to a Free Seating phone The moment you log in to another free seating phone you are automatically logged off the original phone Logging off a free seating phone To free up a phone you need to log off again To ensure a phone is not blocked for other users if you forget to log off your system administrator can set up a logoff process with ...

Page 54: ...dset key The user is automatically routed to the preconfig ured hotline destination number stored in the MiVoice Office 400 commu nication system The person responsible answers the call and is con nected with the user seeking help Log in free seating Press the Free Seating Log in out softkey Enter phone number and PIN and confirm with the OK softkey You are now logged in and can use the free seati...

Page 55: ...phone and its authorisation level Notes More information on how to save functions to a configurable key using function commands and a function code can be found in the online help for the Self Service Portal see chapter MiVoice Office 400 Self Service Portal page 9 You will find a list of all function codes in the user s guide Features Overview Mitel 415 430 470 on the Mitel DocFinder Please note ...

Page 56: ...all forw CFU to text message on off Incoming calls are automatically forwarded to a spe cific destination Call forw CFU to user on off Incoming calls are automatically forwarded to a spe cific destination Call forw CFU to VM on off Incoming calls are automatically forwarded to voice mail Call forw if busy CFB to user on off If you are busy incoming calls will be forwarded to specific destination u...

Page 57: ...ng calls Incoming calls are automatically for warded to a destination that has been configured by your system administrator Empty The key assignment is configured with an empty function The key serves as a place holder If config uration on any key is deleted the configurations on the subsequent keys shift their position This can be avoided if instead of deleting the configuration you configure the...

Page 58: ...to go to the room configuration window see chapter Room con figuration page 111 Hospitality Room list Displays the room state along with the other relevant information one line per room Hospitality Wake up callsDisplays the list of all wake up calls showing entries in order with expired calls at the top You can set up a new wake up call manage a wake up call or delete an expired or existing wake u...

Page 59: ...administrator to configure this func tion on your phone PIN call Function with OpenCount Independently from the phone you can make external calls for a fee Credit may be limited see chapter Activating PIN teleph ony page 72 PIN call rebook Function with OpenCount You can enter the charges and the call information of your outgoing and incom ing calls into specific projects see chapter Activat ing P...

Page 60: ...sion page 48 Substitution This function lets you to forward calls intended for the operator phone to a destination number Switch group x position 2 Switch group x position 3 This function lets you route calls and functions via switch groups with two switch positions System menu Access to the MiVoice Office 400 system menu Take pick up own call Transfer a call from your phone to another phone under...

Page 61: ... of 5 presence profiles for managing your presence sta tus You can call up the presence of the user you want in the following situa tions in Directory Lookup Voice mail greeting Play Plays back a selected voice mail greeting Voice mail greeting Record Records a selected voice mail greeting Voice mail menu Direct access to the Voice mail system menu Welcome announcement for announcement ser vice on...

Page 62: ...ut your absence If you have configured call forwarding to voice mail in your presence pro file you can choose whether the currently active greeting the global greet ing one of your personal greetings or an absence information should be played back to the caller So called absence information is available for each presence profile with the exception of Available Absence information consists of a lan...

Page 63: ...forwarding you can forward incoming calls directly to a different destination The following call forwarding options can be selected Notes One call forwarding applies to all connected phones in one number user concept Only one call forwarding variant at a time is possible Set up the absence information Press the function key for Presence Select the presence profile you want and press the Modify sof...

Page 64: ...wers the call Depending on the system configura tion Call Forwarding on No Reply can also be activated when your phone is busy Existing call forwarding settings at the selected destina tion cannot be executed Contact your system adminis trator for more information Menu Description User Incoming calls are forwarded to an internal user or a call number Voice Mail Incoming calls are forwarded to your...

Page 65: ...strator selected in the MiVoice Office 400 communication sys tem Advanced or Picture ID Contact your system administrator for more information The call lists can be operated via the call lists key the system menu or a function key or via the redial key see Configuring keys page 89 Note You can also enter the call number of the user you want manually or find it in a call list Deactivate call forwar...

Page 66: ...l number of the user is dialled Once the call has been successfully connected the user is deleted from the unanswered call list Calling up detailed information on an entry Select the entry you want and press the Detail softkey Deleting an entry from the call list Select the entry you want and press the Delete softkey Deleting all entries from the call list 1 Select an entry and delete all entries ...

Page 67: ...he voice message to another user You can decide whether to keep a copy of each voice message A forwarded voice message is indicated by an additional letter which is the first letter of the softkey Play Play voice message Menu Description Press the function key for Voice mail Play voice message Select the entry you want and press the Play softkey Calling up detailed information on a voice message S...

Page 68: ...the phone have two states Line state Line state shows the various states of the line such as idle ringing and busy This is indicated by the small square on the left side of the key on the phone Presence state It shows the presence state of the user such as availa ble absent in a meeting busy or not available The presence state is set by the team partner manually This is indicated by the small circ...

Page 69: ...hat they indicate Calling a team partner You want to call a team partner as quickly as possible Softkey Icon Busy lamp field Line state Idle Ringing Busy On call Busy Call on hold Softkey Icon Presence on busy lamp field state Available Absent Meeting Busy Not available Calling a team partner Press the busy lamp field key of the team partner The phone number and possibly the name of the team partn...

Page 70: ...nistrator for more information One or usually multiple phones can be connected to the KT line for example all employees in a travel agency who work with Europe as a destination The KT line key belonging to the KT line shows the status of the KT line through the LCD and allows you to accept calls which are made to this KT line Your phone becomes a key telephone as soon as your system administra tor...

Page 71: ...ll If you pick up the handset without pressing a KT line key you will be connected to the highest priority KT line Note If an incoming call meets a busy KT line the call is forwarded to the other available KT line Only if no more KT lines are free your caller hears a busy tone Initiating a call via a KT line key You want to make a call via a KT line key You can call via any free KT line key Each K...

Page 72: ...ice is part of Mitel OpenCount The possible appli cations of the PIN telephony depend on the area of use for example in the area of health care and accommodation hotel Independently from the phone you can make external calls for a fee The credit may be limited You can charge the charges and the call information of your outgoing and incoming calls to specific projects You must save this function to...

Page 73: ...e function commands and function codes see chapter Over view of available functions page 55 Activating deactivating PIN call Press the function key for PIN call PIN call rebook Function is activated deactivated LED on the function key is switched on off Using remote control from a third party phone 1 Enter function code 06 2 Enter your phone number 3 Enter your PIN 4 Enter the function code for ac...

Page 74: ...apt the phone s basic settings to suit your personal requirements Configuring the display 75 Configuring the audio properties 76 Configuring general phone settings 80 Protecting yourself against calls 84 Phone book management 85 Configuring voice mail 86 Configuring presence profile 87 Configuring keys 89 ...

Page 75: ...reen appear above date and time Screen Saver Timer Time in seconds 0 7200 seconds for which the back light should remain activated before the screen saver is displayed 0 means no screen saver Brightness Setting possibilities for the screen brightness Brightness Level Display brightness of level 1 dark to 5 bright Brightness Timer Time in seconds 1 7200 seconds for which the back light is to remain...

Page 76: ...and loudspeaker separately The new handset volume will remain saved even after the call is ended Setting the ringing properties You want to change the way in which your phone rings Available settings Setting the brightness 1 Tap onto the input field and select the desired brightness level using the arrow keys 2 Confirm with the softkey Save Setting the duration for brightness 1 Tap onto the input ...

Page 77: ...ion The following options are available for selection Silent If you do not want to be disturbed during a certain time you can set your phone not to ring with Suppress ring tone Tone set Country specific ring tone settings This menu is set by your system administrator Ring tones Description Setting the ring Press the Option key Press Audio Ring Tones 1 Tap the settings you want the ring melody is p...

Page 78: ... in headset mode to switch to handset mode Speaker Headset At first incoming calls are connected in hands free mode by pressing the loudspeaker headset key Press the loudspeaker headset key repeatedly to switch back and forth between hands free mode and headset Pick up the handset to return the conversation from hands free mode or headset to the handset at any time Headset Speaker At first incomin...

Page 79: ...Save softkey Setting the headset 1 Press Audio Headset 2 Select the volume you want and confirm with the Save softkey Setting Description Connected devices All connected devices are displayed Available devices All available devices are displayed Press the Option key Activate deactivate Bluetooth mode 1 Press Bluetooth 2 Activate Bluetooth move the slider to the right Deactivate Bluetooth move the ...

Page 80: ...y language package Should your desired language not be available your system administrator can install more language pack ages If your desired language is available but is not displayed or displayed only in parts you have to restart your phone see chapter Restart phone page 83 Add and connect Bluetooth headset 1 Press Bluetooth 2 Press Available devices All available Bluetooth headsets are searche...

Page 81: ...ummertime 1h summertime Automatic Date format List of available date formats Time zone List of available global time zones Set Date and Time Set the time and date manually or select Use Network Time and select the settings for the time server Use network time The settings for the time and date are controlled by the communication system The time date are shown on the display when in the idle state ...

Page 82: ... The digit combination 0000 is set as default You can select any 2 to 8 digit combination for your new PIN The PIN on your phone is changed using the Self Service Portal only For more information about the Self Ser vice Portal please refer to MiVoice Office 400 Self Service Portal page 9 Press the Option key Press Time Date Settings 1 Press Settings 2 Select the setting you want and confirm with t...

Page 83: ... on your phone is configured using the Self Service Portal For more information about the Self Service Portal please refer to MiVoice Office 400 Self Service Portal page 9 Local IP settings Your phone saves phone specific data such as IP address or memory space The input of this data is password protected it can therefore only be carried out by your system administrator You can however call up the...

Page 84: ...pply for your phone while this update is carried out Protecting yourself against calls The protection function helps to protect yourself against other users applying telephony features on you via menu guidance or using func tion codes Activating protection against call types You want to protect yourself against certain types of call You can protect yourself from the following types of call Call wa...

Page 85: ... the help of quickdial and dialling by name in the system phone book see chapter Dialling from the phone book directory lookup page 31 you can search for and call both a contact in the MiVoice Office 400 com munication system and in your private phone book Local phone book Aside from the system phone book your phone also has a local phone book This can be assigned to a function key The local phone...

Page 86: ...le the global greet ing is activated automatically provided it has been recorded For further information on voice mail refer to your system administrator or the user s guide User Guide Voice Mail Systems on the Mitel DocFinder The following options are available for further editing of your voice mail greetings Operation of voice mail is available via the system menu a function key see chapter Conf...

Page 87: ...the More Greetings softkey Renaming the voice mail greeting 1 Select the greeting you want and press the Edit softkey 2 Enter the name and confirm with the Select softkey Recording voice mail greeting 1 Select the greeting you want and press the Record softkey 2 Pick up the handset and record your own personal greeting 3 Stop the recording using the Done softkey Playing voice mail greeting 1 Selec...

Page 88: ...nalled see Call forwarding page 63 Keep settings as is Calls are routed according to your settings Forwarding off Any configured call forwarding operation is deleted Note In the Self Service Portal you can specify whether you want the same or a different forwarding destination for external and internal calls The call number of the exter nal call forwarding destination is then always shown on your ...

Page 89: ...ll hear the global greeting name depends on the MiVoice Office 400 communication system Personal greeting If you renamed your personal greeting your greeting name is displayed here Your caller obtains one of the personal greetings The time and date are never played in the global greeting and personal greetings Menu Description Changing the presence profile Press the function key for Menu Press Pre...

Page 90: ...er Number key Configure a key with a call number and name Function Function key Configure a key with a function in order to run or activate deactivate a function Busy lamp field Team key Configure a key with your team partner s call number Team keys are only possible on the top soft keys You can also configure busy lamp field on the keys of expansion key mod ule Room Room key Configure a key with ...

Page 91: ...cally and acoustically with alarm melody on the operator keys Contact your sytem administrator for more information KT line Line key KT lines are the external line keys A KT line is associated with a call distribution element number CDE External user can reach you on the KT line using the Direct Dial In DDI num ber associated with the KT line Contact your sytem administrator for more information Y...

Page 92: ...red either by your system administrator or by yourself in the Self Service Portal see chapter MiVoice Office 400 Self Service Portal page 9 An overview of the available func tions can be found in the chapter Overview of available functions page 55 Note A key that you have configured locally on your phone cannot be displayed or overwritten over the Self Service Portal Therefore always configure you...

Page 93: ...4 1 4 R5 0 HF2 10 2017 Operator phone This section explains the options provided by your phone when it is registered on the system as an opera tor phone Operator phone 94 Setting the operator phone 97 Using an operator phone 98 ...

Page 94: ... some of the characteristics of the operator key configuration by logging in to the Self Service Portal External and internal calls are sig nalled dynamically and acoustically with alarm melody on the operator keys see the chapter Operator queue page 95 Operator keys can be used to answer external and internal calls and put them through make external calls display the call information such as call...

Page 95: ...ute user phone number and visually on the operator phone The call can be answered either from the operator phone or the substitute phone The key can be defined anywhere on the phone and or expansion key module Queue overview key A standard function key that can be configured only by your system administrator only on the top softkeys of the opera tor phone The key displays the total number of calls...

Page 96: ...can view the different pieces of information by pressing the arrow on the soft key representing queue overview key Display display symbols and LEDs The following table lists various icons that represent the state of a call external or internal External call one company system Internal call one or two company system External call forwarded to operator phone one company system Internal call forwarde...

Page 97: ...e Portal and can make changes to the operator key configuration To make changes in the configuration of the operator keys on your opera tor phone you need to log in to the Self Service Portal For more informa tion about the MiVoice Office 400 Self Service Portal see the section MiVoice Office 400 Self Service Portal page 9 1 Log in to the Self Service Portal using your phone number and PIN 2 Click...

Page 98: ...erator key of your phone You can handle the calls for two different companies on the same operator phone if the operator phone is configured as a two company system For an incoming call the display shows whether the call is for company A or company B Making calls using the operator key You want to make a call through an operator key You can make a call through any free operator key on the operator...

Page 99: ...op half of a free operator key Choose Company A or Company B as necessary An Operator external calls screen appears which allows you to enter the phone number You can also enter name using Name dial option Enter the caller s phone number or the caller s name with Name dial If you type in a few characters the system displays a list of names and num bers that correspond to the entered characters Sel...

Page 100: ...ou can configure it through Self Service Portal Active calls already running on the operator phone are not forwarded even if the substitution function is activated If the substitution function is activated the call is still signalled on the operator phone optically but no longer acoustically The substitution function is used to forward calls intended for the opera tor phone only It does not forwar...

Page 101: ...to appear as company A or company B Call lists are not kept separately for each company The call charges are recorded separately for each company A substitution will apply equally to both companies Make a call on behalf of company A or B Press a free operator key Select company A or B for the outgoing call Enter the caller s phone number An Operator external calls screen appears which allows you t...

Page 102: ...1 4 R5 0 HF2 10 2017 Reception phone This section explains the options provided by your phone when it is registered on the system as a recep tion phone Reception phone 103 Operating the reception phone 106 Additional settings 110 ...

Page 103: ...n the top status line of the phone For more information about how to operate an operator phone see the section Operator phone page 93 As a receptionist it is your responsibility to ensure that a guest checks in and checks out without any problem You can manage check in check out and many other settings and actions for your guest on your phone Your reception phone provides you with a room list opti...

Page 104: ...ke up calls showing entries in chronological order with expired calls at the top You can set up a new wake up call manage a wake up call or delete an expired or existing wake up call Notifications This option displays the list of active notifications You can add new notifications or delete existing ones Reprint last bill This option is for reprinting the bill call charges only of the last guest ch...

Page 105: ...figure the room keys 1 Log on to Self Service Portal using your phone number and PIN 2 Click the Phones tab 3 Select your reception phone 4 Select the key to configure 5 Select Room in the Key mode 6 Select a room from the list 7 The configuration tool proposes a key as a busy lamp field key You can accept this proposal or change to a different key or none Note that the proposal is made only if th...

Page 106: ... available or if the room telephone is still being used or if a guest checked in as part of a group First process the report if any then start the check out afresh You can execute a check out while the phone is in the idle state or on an active call Check in a guest Press the Check in check out key if you have defined it or go to the Recep tion menu on the reception phone Enter the room number Alt...

Page 107: ... or reserved for a group A screen appears for check out confirmation which displays the call charges for the room The bill for the room can be printed if the printer is configured correctly Contact your system administrator for more information To print the bill on the report displaying Check out with without printout select With as your response to print a bill for the room The guest is checked o...

Page 108: ...y On Off Select the boolean value On or Off respectively to enable or disable the wake up call If you want to modify the wake up call time select Time and press Modify Enter the new value and press Ok to confirm The modified wake up call is now saved If you want to modify the wake up call on daily basis select Daily and press the key Modify Select the boolean value On or Off for Daily respec tivel...

Page 109: ...ll is reached If the call is not answered the wake up call expires after the time out that is the room telephone stops ringing after time out The reception phone is notified about the expired wake up call The phone plays a beep and displays the expired wake up call information You can take appropriate steps either press Call room to speak to the guest or press Delete to delete the wake up call If ...

Page 110: ...ate Select the room The phone displays a confirmation screen Activate notification Confirm the notification activation by pressing Yes The notification function is activated The LED is lit on the room telephone to inform the guest whenever there is a message notification Delete message notification Once the guest is informed about the message notification as a receptionist you can delete the notif...

Page 111: ... Contact your system administrator for more information about alternative telephony permis sions Surcharge calculator Select a surcharge calculator to display the sur charge values Ask your system administrator for the values with which the surcharge calculator is configured Room to room call permission If you enable this setting by selecting On the guest can call to another room Your system admin...

Page 112: ...enu Function key if defined Softkey available in different menus such as Check in Check out Room configuration Wake up calls Notifications and Reprint last bill In this way you can select the room instead of entering the room number Press the Reception key Press the Room configuration key Enter the room number of the room to get the detailed room configuration set tings of the room Modify the sett...

Page 113: ...or press the right arrow key to get the detailed room configuration settings of the room You can set Wake up call perform Check in Check out depending on the room state and so on Modify other settings if required Reprinting the last bill Press the Menu key Press the Reception key Select the Reprint last bill option Enter the room number and confirm by pressing Ok The bill is printed Note The Repri...

Page 114: ...eception phone Note You can also print the bill any time from the Room configuration menu Select the room from the list of rooms and press Select Press Print bill The bill is printed Print bill displays the call charges of the current guest in the room ...

Page 115: ...tion The product and safety information is available here You will also find notes on data protection and legal information Please read this information carefully Safety information 116 About Mitel 116 Product information 116 Data protection 118 Exclusion of liability 118 Regulatory notices 123 ...

Page 116: ...is part of the MiVoice Office 400 communication solution MiVoice Office 400 is an open modular and comprehensive communica tion solution for the business sector with several communication servers of different performance and expansion capacity an extensive telephone portfolio and a multitude of expansions They include an application server for unified communications and multimedia services an FMC ...

Page 117: ...asy reach and refer to it whenever uncertainties arise in connection with the use of the product When handing over your product to others make sure you enclose the relevant user information Software Licence Agreement Mitel hereinafter known as Seller grants to customer a personal world wide non transferable non sublicenseable and non exclusive restricted use license to use software in object form ...

Page 118: ... trademarks copyright notices logos etc or the use of software on any equipment other than that for which it is intended or any other material breach of this agreement shall automati cally terminate this license If this agreement is terminated for breach cus tomer shall immediately discontinue use and destroy or return to seller all licensed software and other confidential or proprietary informati...

Page 119: ... relating to such products during a one 1 year period from the date of original purchase Warranty Period If there is a defect or malfunction Mitel shall at its option and as the exclusive remedy either repair or replace the product at no charge if returned within the Warranty Period If replacement parts are used in making repairs these parts may be refurbished or may contain refurbished materials ...

Page 120: ...d or bought for use primarily for personal family or household purposes This warranty sets forth the entire liability and obligations of Mitel with respect to breach of warranty and the warranties set forth or limited herein are the sole warranties and are in lieu of all other warranties expressed or implied including warranties or fitness for particular purposes Warranty Repair Services Should th...

Page 121: ...repair may be replaced by refurbished goods of the same type rather than being repaired Refurbished parts may be used to repair the goods If it is necessary to replace the product under this limited warranty it may be replaced with a refurbished product of the same design and color If it should become necessary to repair or replace a defective or malfunc tioning product under this warranty the pro...

Page 122: ...an Consumer Law You are entitled to a replacement or refund for a major failure and for compensation for any other reasonably foreseeable loss or damage You are also entitled to have the goods repaired or replaced if the goods fail to be of acceptable quality and the failure does not amount to a major failure Warranty Repair Services Procedure Should the product fail during the warranty period and...

Page 123: ...s are manufactured in conformity with RoHS according to Directive 2011 65 EU iii the payment of the cost of replacing the goods or of acquiring equivalent goods or iv the payment of the cost of having the goods repaired 1 2 Clause 1 1 is not intended to have the effect of excluding restricting or mod ifying a the application of all or any of the provisions of Part 5 4 of Schedule 2 to the Competit...

Page 124: ...incoming call In most but not all areas the sum of the REN s of all devices connected to one line should not exceed five 5 0 To be certain of the number of devices you may con nect to your line as determined by the total REN s contact the local tele phone company If the equipment causes harm to the telephone network the telephone company will notify you in advance that temporary discontinuance of ...

Page 125: ...hipped with the sys tem software This equipment may not be used on public coin phone service provided by the telephone company Connections to party lines service are subject to state tariffs Contact the state public utility commission public service commission or corporation commission for information When Programming Emergency Numbers and or Making Test Calls to Emergency Numbers Remain on the li...

Page 126: ...provide reasonable protection against harmful interference when the equipment is operated in a commercial environment This equip ment generates uses and can radiate radio frequency energy if not installed and used in accordance with the instruction manual it may cause harmful interference to radio communications However there is no guar antee that interference will not occur in a particular instal...

Page 127: ... company cause to request the user to disconnect the equipment Users should ensure for their own protection that the electrical ground con nections of the power utility telephone lines and internal metallic water pipe system if present are connected together This precaution may be particularly important in rural areas The Ringer Equivalence Number REN indicates the maximum number of devices allowe...

Page 128: ...nection to its network It indicates no endorsement of the product by Telecom nor does it provide any sort of warranty Above all it provides no assurance that any item will work correctly in all respects with another item of Telepermitted equipment of a different make or model nor does it imply that any product is compatible with all of Telecom s network services Repair facility MITEL Corporation 3...

Page 129: ...tailed information 65 of answered calls 32 of dialled call numbers 32 of unanswered calls 32 Call logging management 72 Call partners holding see Hold 38 Call properties 76 Call routing activating 49 profile 50 Call transfer with prior notice 41 without prior notice 41 Call waiting in case of internal user 35 replying 36 Call answering for a team partner 70 Callback answering 37 requesting 36 Call...

Page 130: ...busy 47 forward 47 Document information 5 E Emergency announcement 43 Enquiry call during a call 39 Exclusion of liability 118 Expansion key module Mitel M680 22 Mitel M685 23 F Forwarding see Call forwarding 63 Free seating 53 Function key configuration default setting 19 Function selection for configurable key 55 G Group announcement see Announcement 43 H Handset volume see Volume adjusting 76 H...

Page 131: ...f Service Portal 9 Mute 29 O One number user concept 8 Open listening 27 OpenCount 72 Operating elements 11 Operation 16 Operator phone Adjusting ring volume 99 Answering calls 98 Background colours for operator keys 95 Calls in a two company system 101 Display symbols 96 Function keys 95 General information 94 Making calls 98 Operator keys 94 97 Queue 95 Queue overview key 96 Setting up 97 Switch...

Page 132: ...ion 4 Screen saver 75 Screen setting 75 Self Service Portal 9 Silent intrusion 48 Silent ringing see Ringing properties 76 Singel digit dialling see Live Dialpad using 82 Softkey using 17 Software version see IP settings 83 Standard key configuration 19 Switching between 2 call parties see Broke ring 40 Symbols see Display symbols 14 System menu 17 System phone book see Phone book 85 T Take 42 Tea...

Page 133: ...etworks Corporation All Rights Reserved The Mitel word and logo are trade marks of Mitel Networks Corporation Any reference to third party trademarks are for reference only and Mitel makes no representation of ownership of these marks ...

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