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PCS 560 User Manual

Version 1.1
July 2008 Part No. DOC-MN-PCS560-00

Summary of Contents for PCS 560

Page 1: ...PCS 560 User Manual Version 1 1 July 2008 Part No DOC MN PCS560 00 ...

Page 2: ......

Page 3: ...istory 14 View the contents of your Calls History 14 Identifying the type of call 14 Missed Calls 15 Details of a call 15 Redial a number 16 Ring back a caller 16 Select an alternative number to dial 16 Delete a call 17 Configuring Calls History 17 Contacts Directory 19 View the Directory 19 Make a call via the Directory 21 Transfer a call via the Directory 21 Departments 23 Working as a member of...

Page 4: ... number 41 Leave a message for a caller 42 Record a Greeting 42 Using an Assistant telephone number 43 Send a message to email 44 Listen to a message while on a call 45 Leave a message for a colleague 45 Transfer a call to a colleague s voicemail 46 Record a call 47 Record a Memo 47 Voicemail for Departments 48 PCS 560 Administration 51 Hot Desking Log In 51 Phone Information 52 Handset buttons in...

Page 5: ...ame A list of the Users of your telephone system can be viewed via the Directory as explained from page 19 Logging On In most implementations the PCS 560 will be your permanent desktop phone and such it will have been automatically allocated to you by your System Administrator therefore there will be no need for you to log in or log out However if you are a Hot Desk User in other words a User who ...

Page 6: ... Call Recording Your PCS 560 gives you the ability to manually instigate personal call recording allowing you to record your calls as and when required Each call recording can be saved as a voicemail message and therefore easily accessed or saved in a centralised file Voicemail The SpliceCom maximiser system provides standard voicemail functionality allowing your callers to leave a message and you...

Page 7: ...he PCS 100 is an IP system phone providing all the facilities traditionally associated with a top of the range digital phone for making and receiving calls An LCD display combined with eight context sensitive keys and six further buttons for the most frequently used functions delivers easy to use operation for every day telephony tasks SpliceCom s PCS 10 and PCS 5 are both attractively priced full...

Page 8: ...ur handset 3 Call Status will display the details of the call Call Status Call Status will display the name of the person you have called if known by the system the number you have dialled your name and number and length of time of the call If you have started to make a call have changed your mind and wish to stop the call press the context sensitive key beside the Hang Up icon or replace your han...

Page 9: ... View a note During the process of a call you can view notes related to that call or to the contact the call was made to or received from The note might have been added when the call was originally received by for example the receptionist before transferred the call to you and may give details of the nature of the call helping you to deal with the call proficiently If the call is received from or ...

Page 10: ...splayed if the extension has Do Not Disturb set and is permanently busy Press the context sensitive key beside the Backspace icon to edit the number entered on the keypad Press the context sensitive key beside the Hang Up icon to cancel the Dial Ahead Press the context sensitive key beside the Leave Message icon to connect directly to your colleague s voicemail Please refer to page 39 for further ...

Page 11: ...nistrator for further details 4 To retrieve the call press the context sensitive key beside the Pause icon Place a call on hold 1 Press the Recall button 2 External callers will be played music on hold if configured Please refer to your System Administrator for further details 3 To retrieve the call press the Recall button Transfer a call Announced Transfer 1 Place the call on hold by pressing the...

Page 12: ...nsfer 1 Place the call on hold by pressing the Recall button 2 Enter the number to be dialled internal or external number 3 Once the ringing tone is heard replace your handset or press the Speaker button You will no longer have control of the call Receiving a Transferred Call When you have received a transferred call the route of the call can be viewed in the History pane Press the context sensiti...

Page 13: ... park slots will not be displayed Pick up a parked call 1 Press the Favourites button 2 The details of the caller will be displayed against the relevant Park slot 3 Press the context sensitive key beside the Park slot required Please note If you pick up a parked call while in the progress of another call this call will be automatically parked in the next available slot To pick up a parked call via...

Page 14: ...al 2 Once the call has been answered place the call on hold by pressing the Recall button 3 Make a call to the second number required internal or external 4 Once the call has been answered press the context sensitive key beside the Conference icon 5 The Conference icon will now contain a red circle and you are in a 3 way conference with your two calls End a conference call Replace your handset or ...

Page 15: ...et and the call waiting message will appear on your screen 2 If you do not wish to answer the call press the context sensitive key beside the Reject icon The call will be cancelled or passed to your Forward on Busy number if set or passed to voicemail if enabled Please refer to your System Administrator for further information on your Forward on Busy number Alternatively 2 Press the context sensit...

Page 16: ...l if enabled Please refer to your System Administrator for further information on your Forward on Busy number Please note that if you replace your handset while both calls are active you will connect the two calls together Switch to Hands Free You may wish to switch between hands free and handset operation without interrupting the call From handset to hands free press the Speaker button and replac...

Page 17: ...utton 2 Press the Volume Up or Down buttons as required 3 Press the Speaker button when finished Changing the Volume during a ringing call While an incoming call is ringing press the Volume Up or Down buttons as required The ringing volume will increase or decrease Changing the Volume during a call 1 Answer the call in the normal manner 2 Press the Volume Up or Down buttons as required The volume ...

Page 18: ... be listed However only the last 10 missed calls are recorded Each entry will display the number or name if recognised by the system of the caller or the number or name if recognised by the system you called The recipient of the call will be displayed in brackets this will either be your name the name of the colleague who has diverted their calls to you or a Department name so that you can identif...

Page 19: ...efault idle page and the SpliceCom LED on the phone will flash Press the Messages button to view this call When you return to the idle page the Missed Call message will no longer be displayed Details of a call Each call will display the following information Incoming Call The name of the caller if known by the system In the brackets your user name or the name of the colleague who has diverted thei...

Page 20: ...ll the number of a previous caller this can be done by selecting the call from the Calls History 1 Press the Messages button 2 From the Calls History press the context sensitive key beside the outgoing call required 3 Press the context sensitive key beside the Choose icon 3 The number that the caller rang from is displayed in bold at the top of the list If you wish to dial this number press the co...

Page 21: ...g deleted once this number has been exceeded You can also manually delete an entry if required 1 Press the Messages button 2 From the Calls History press the context sensitive key beside the call required 3 Press the context sensitive key beside the Delete icon 4 You will be asked if you are sure that you wish to delete this call 5 Select the context sensitive key beside the Yes icon If you select...

Page 22: ...n 3 The icon will display a tick to indicate that this feature has been enabled Only your voicemail message and missed calls will be displayed Turn off the Missed filter 1 Press the Messages button 2 Press the context sensitive key beside the Missed icon 3 The tick will disappear to indicate that the Missed filter has been disabled All your incoming and outgoing calls will be displayed ...

Page 23: ...er their extension number mobile or home number If you do not wish the directory to display the Users of your telephone system please refer to page 33 The Directory enables you to call or transfer a call to an external contact such as a customer supplier partner etc entered on the database If you do not wish the directory to display external contacts stored on the database please refer to page 33 ...

Page 24: ...letter will be displayed 7 Further letters can be entered to reduce the search or Use the Page Up and Page Down buttons to find the specific entry required Press the Page Up button to go to the bottom of the list Press the context sensitive key beside the contact you wish to view The list of numbers stored for this contact will be displayed Up to 5 numbers per contact can be stored on the database...

Page 25: ...ree An internal User displayed with a red icon indicates that your colleague is currently on a call An internal User displayed with a blue icon indicates that your colleague has Do Not Disturb set Make a call via the Directory 1 Press the Contacts button to access the directory 2 Use the Search facility to find the contact required 3 Press the context sensitive key beside the contact you wish to c...

Page 26: ...nger have control of the call Alternatively 1 Press the Contacts button to access the directory 2 Use the Search facility to find the contact required 3 Press the context sensitive key beside the contact you wish to call 4 The list of numbers stored for this contact will be displayed 5 Press the context sensitive key beside the number you wish to dial 6 Your original call will be put on hold and t...

Page 27: ...sure all incoming calls to Reception are shared among several colleagues to ensure the calls are answered quickly or you may wish to ensure that support calls are shared equally among the Support team A Department determines the routing of a call to a Group and your System Administrator will inform you if you will be receiving Department calls and how that Department is configured Receiving a Depa...

Page 28: ...e Tel number A call to the Department will be made automatically Transfer a call to a Department 1 Place the call on hold by press the Recall button 2 Press the Contact button to access the directory 3 Use the Search facility to find the Department required 4 Press the context sensitive key beside the Department you wish to call 5 Press the context sensitive key beside the Tel number A call to the...

Page 29: ...Your System Administrator can configure this facility for you if not already available The name of the Department receiving the call is displayed within the brackets This facility will also give you access to voicemail messages for the Department please refer to the Voicemail section from page 23 for further information For further information on using Calls History please refer to page 14 ...

Page 30: ...tes allow you to set up your own personal list of regularly used telephone numbers internal or external These speed dials are displayed and accessed by selecting the Favourites button Speed dials set up for internal extensions will also act as Busy Lamp Fields BLF in other words they will indicate when that User is on the phone There is no limit to the number speed dials you can create Create a Sp...

Page 31: ... the context sensitive key beside the Cancel icon at any time if you do not wish to save the new speed dial Favourites page Your speed dials will be displayed in the Favourites page and can be used to quickly and easily make calls transfer calls and pick up calls Press the Favourites button The Favourites page can be accessed while the PCS 560 is idle or during a call The Favourites page will be d...

Page 32: ...ontext sensitive key beside the speed dial Press the Favourites button to return to your idle page Make a call using a Speed Dial 1 Press the Favourites button 2 Press the context sensitive key beside the speed dial required The call will be made Your speed dials will also be displayed in the Contacts Directory as described from page 19 if you do not wish to access your speed dials from the direct...

Page 33: ...put on hold and the new call will be made 4 Wait for the call to be answered and announce the call 5 Transfer the call by replacing your handset or by pressing the Speaker button You will no longer have control of the call For further information on transferring a call please refer to page 7 Call Pick up You can pick up a call ringing on another extension via the Favourites page This is useful if ...

Page 34: ... Speed Dial 1 From the Settings menu select the context sensitive key beside the Favourites icon 2 Select the speed dial to be deleted 3 Press the context sensitive key beside the Delete icon 4 You will be asked if you are sure you want to delete the speed dial 5 Press the context sensitive key beside the Yes icon to delete the speed dial or Press the context sensitive key beside the No icon to ca...

Page 35: ...page 19 for further details 3 By voicemail a when accessing your messages from your mobile or home phone please refer to your System Administrator for further details b your callers can be given the option to be transferred to your assistant number rather leave a message please refer to page 43 for further details 4 By the Follow Me facility please refer to page 34 for further information Enter yo...

Page 36: ... Idle Page icon 3 Press the context sensitive key beside one of the following options Logo display the SpliceCom logo default Favourites display the Favourites page Contacts display the Contacts directory History display the Calls History Keypad display the dial screen 4 A tick will be displayed beside the option selected 5 Press the context sensitive key beside the Back icon twice to return to th...

Page 37: ...feature has been disabled Please note that when this feature has been disabled some of the methods of making a call described in this manual will be different to the operation of your handset you will need to select the context sensitive key beside the Dial icon to dial the number entered Turn on Overlap Dial 1 From the Settings menu select the context sensitive key beside the Defaults icon 2 Pres...

Page 38: ... the Defaults icon 2 By default each option is enabled indicated by the tick If you wish to disable a filter option press the context sensitive key beside the relevant icon to remove the tick To enable one of the filter options press the context sensitive key beside the relevant icon to display the tick 3 Press the context sensitive key beside the Back icon to return to the Settings menu Call Dive...

Page 39: ...er and any Department calls will be diverted Dual All All calls to your extension direct line number and any Department calls will be diverted however your extension will also ring This will ensure that you can pick up the call wherever you are 8 You will be returned to the Settings menu The Divert option will display your Follow Me settings and a tick will indicate that this facility has been ena...

Page 40: ... a call to a colleague with an Out of Office message When a call is made to a colleague who has an Out of Office message set this information will appear within the dial screen when using the Dial Ahead feature and while the call is ringing This feature will not change the manner in which your call is handled Turn off the Out of Office message 1 From the Settings menu select the context sensitive ...

Page 41: ... icon required and the tick will disappear to indicate that you are logged out of this Group Log in to a Group 1 From the Settings menu select the context sensitive key beside the Groups icon 2 The list of Groups that you belong to will be displayed 3 Press the context sensitive key beside the Group icon required and a tick will appear to indicate that you are logged in to this Group Do Not Distur...

Page 42: ...onfigured or to voicemail if enabled For further information on your Forward on Busy Number please refer to your System Administrator The Dial Ahead facility will display the blue DND icon to indicate to an internal caller that you have Do Not Disturb set Your entry in the Contacts Directory will display the blue DND icon to inform your colleagues that your extension has Do Not Disturb set Your co...

Page 43: ...D on your handset will flash until you have listened to the message Divert an incoming call to voicemail If you do not wish to answer the call press the context sensitive key beside the Reject icon The call will be passed to voicemail unless you have Forward on Busy set Please refer to your System Administrator for information on the Forward on Busy feature Listen to a message 1 Press the Messages...

Page 44: ...p Back rewind the message by 2 seconds Delete delete the message permanently Forward send the message to your email or a colleague s email account The message will appear as a sound file in an email and a PC with a sound card and speakers will be required to listen to the message This facility must be previously set up on your telephone system please refer to your System Administrator for further ...

Page 45: ...e the message required and the selected message will become green 4 Press the context sensitive key beside the Choose icon The number that the caller rang from will be displayed in bold at the top of the list 5 Press the context sensitive key beside the number displayed in bold and this number will be dialled Ring back the caller on an Alternative number If a caller that has left you a message is ...

Page 46: ... become green 4 Press the context sensitive key beside the Choose icon The list of numbers stored for this User will be displayed 5 Press the context sensitive key beside the Voicemail icon Leave a message when requested Record a Greeting A default message will be played to a caller when transferred to your voicemail However you may wish to record your own personal message You can record two voice...

Page 47: ...ive key beside the Stop icon or hang up and your new greeting will be saved Record a permanent greeting 1 Press the Messages button Your Calls History will be displayed 2 Press the context sensitive key beside the Permanent icon 3 Your current greeting will be recorded 4 When requested record your new greeting 5 Your new message will be played back to you 6 Press the context sensitive key beside t...

Page 48: ...o inform your callers that facility is available Please note if the Telephone Numbers option is not available then you are unable to change your Assistant telephone number Please refer to your System Administrator for further details the Assistant number is also used with the Call Forwarding feature please refer to page 34 for further details Send a message to email This facility allows you to for...

Page 49: ...t on hold while you listen to the message or you can create a conference to allow your caller to listen to the message too 1 Press the Messages button 2 Use the Page Down and Page Up buttons to display the entry required 3 Press the context sensitive key beside the message required 4 The message will be played and your caller will be put on hold 5 Press the Recall button to return to your call Lea...

Page 50: ...for this colleague will be displayed 5 Press the context sensitive key beside the Voicemail icon and you be connected directly to your colleague s voicemail Leave a message when requested Transfer a call to a colleague s voicemail 1 Place the call on hold by pressing the Recall button 2 Dial your colleague s extension number either via the keypad or via a speed dial 3 Once the call has been connec...

Page 51: ...r System Administrator During a call select the context sensitive key beside the Record icon The Record icon will be displayed with a red circle To end the recording press the context sensitive key beside the Record icon again Record a Memo You may wish to record a message to yourself for example when you wish to record a reminder to perform a particular task for example book a meeting phone a cus...

Page 52: ...epartment in brackets Time and date of the call 3 Press the context sensitive key beside the message required 4 The entry will become green and the message will be played Please note that if you are able to access Department voicemail messages via your PCS 560 the answered and missed calls for the Department will also be displayed in your Calls History Please refer to page 14 for further informati...

Page 53: ...he Department s voicemail Leave a message when requested Transfer a call to a Department s voicemail 1 Place the call on hold by pressing the Recall button 2 Dial the Department s extension number either via the keypad or via a speed dial 3 Once the call has been connected press the context sensitive key beside the Leave Message icon 4 Replace your handset or press the Speaker button You will no l...

Page 54: ...eries V3 2 0708 1 50 Voicemail PCS 560 User Manual 5 Press the context sensitive key beside the Voicemail icon You will no longer have control of the call For further information on transferring a call please refer to page 7 ...

Page 55: ...med when you receive a new voicemail message and you will be able to easily listen to these messages You will need to know your extension number and Login Access Code please refer to your System Administrator for these details Log On If a User is already logged on to the handset you wish to use perform the following steps 1 Select the Favourites button 2 Select the context sensitive key beside the...

Page 56: ... for the PCS 560 to communicate with the telephone system 5 When the log out is complete the handset will return to the assigned User or the Login screen will be displayed Please note that your User account may be configured to automatically log you off after the extension is not used for a specified amount of time This is useful if you forget to manually log off Please refer to your System Admini...

Page 57: ...s of the PCS 560 Serial Number hardware address of the PCS 560 Registration IP address of the Call Server to which the PCS 560 is connected Home IP address of the Call Server providing the User s voicemail service User name of the User currently logged in Number extension number of the User currently logged in Version software version currently running on the PCS 560 Handset buttons in brief Mute ...

Page 58: ...ures you can gain access to when using the PCS 60 in conjunction with the PCS 560 include Integrating your PCS 560 with the company Intranet or Web enabled applications Making notes during a call Turn Call Waiting on and off Choose between visual and or audible Call Waiting notification Setting Forward on Busy and Forward on No Answer Add an exceptions number list for use when in Do Not Disturb Ch...

Page 59: ... 1 55 PCS 560 Administration PCS 560 User Manual For further details on installing the PCS 60 please refer to your System Administration For details on how to use it in conjunction with your PCS 560 please see SpliceCom s PCS 60 User Manual ...

Page 60: ...s 23 calls history 25 groups 23 make a call to a department 23 receiving a department call 23 transfer a call to a department 24 voicemail 48 departments filter 33 dial ahead 6 divert 34 do not disturb 37 end a call 6 favourites 26 busy lamp field 28 call pick up 29 create a speed dial 26 favourite groups 30 favourites page 27 make a call using a speed dial 28 transfer a call using a speed dial 28...

Page 61: ... transfer 8 user account 1 user settings 26 call divert 34 defaults 32 do not disturb 37 favourites 26 filters 33 follow me 34 group membership 36 idle page 32 off hook page 32 out of office message 36 overlap dial 33 speed dials 26 telephone numbers 31 users filter 33 voicemail 39 assistant telephone number 43 choose 41 daily greeting 43 delete a message 40 departments 48 divert incoming call to ...

Page 62: ...SpliceCom Limited The Hall Business Centre Berry Lane Chorleywood Hertfordshire WD3 5EX Tel 01923 287700 Fax 01923 287722 Email info splicecom com Website www splicecom com ...

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