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PCS 570 User Manual

Contacts Directory

22

PCS 570 User Manual V1.2/0611/3

5 The directory entries commencing with the letters displayed on the key pressed will be

listed

Further keys can be pressed to reduce the search. For example, if you were searching for eg Barry you
could press 22779
or

Use the Page Up and Page Down buttons to find the specific entry required.

or

Press the Page Up button to go to the bottom of the list.

Once you have found the entry you require:

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.

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Summary of Contents for PCS 570/G

Page 1: ...PCS 570 G User Manual Version 3 2 June 2011 ...

Page 2: ...PCS 570 User Manual Document No 006 Version No V3 2 0611 3 Copyright SpliceCom Ltd SpliceCom Ltd The Hall Business Centre Berry Lane Chorleywood Herts WD3 5EX Tel 01923 287700 Website www splicecom com ...

Page 3: ...contents of your Calls History 17 Identifying the type of call 17 Details of a call 18 Missed Calls 18 Redial a number 18 Ring back a caller 19 Select an alternative number to dial 19 Delete a call 19 Contacts Directory 21 View the Directory 21 Make a call via the Directory 23 Transfer a call via the Directory 24 Alternative method to view the directory 24 Departments 26 Working as a member of a D...

Page 4: ...ing your messages 45 Record a Greeting 45 Using an Assistant telephone number 46 Send a message to email 47 Listen to a message while on a call 48 Leave a message for a colleague 48 Transfer a call to a colleague s voicemail 49 Record a call 50 Record a Memo 50 Voicemail for Departments 50 PCS 570 Administration 53 Hot Desking Log In 53 Remote PSTN 54 Operator Console Mode 56 Phone Information 56 ...

Page 5: ...to Logging On In most implementations the PCS 570 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 has been given the ability to log in to any phone on the system because for example you need to move aro...

Page 6: ...ime If this feature has been configured on your phone as soon as you use your PCS 570 again the display will return to full brightness Your PCS 570 may also be configured so that a screen saver blank screen will appear either at a set time usually during the night or when your phone has been idle for a certain amount of time If this feature has been configured on your phone as soon as you use your...

Page 7: ...d or you have received a new voicemail message Your phone off hook When your phone is off hook ie when you lift the handset or press the Speaker button the context sensitive key beside the Hang Up icon will enable you to cancel a call you are starting to make If your phone is off hook because you have lifted your handset when you press this key Call Status will be displayed to enable you to pick u...

Page 8: ...n a centralised file Please note that feature is controlled by your system administrator please contact your system administrator for further details Voicemail The SpliceCom maximiser system provides standard voicemail functionality allowing your callers to leave a message and your PCS 570 allows you to easily manage these messages Viewing Notes during a call During the process of a call you can v...

Page 9: ... latest version of the world s first keyless IP Phone featuring a wide screen full colour LCD touch display to provide context sensitive displays information web based content The IP 530 is SpliceCom s entry level IP Phone designed to work with maximiser to address everyday business telephony needs The PCS 520 is a display phone with pre configured system access keys desktop paging and combined Do...

Page 10: ...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 handset If you are required to enter further digits once the call has been made for example when presented with an auto attendant use the alpha numeri...

Page 11: ...her be your name the name of the colleague who has diverted their calls to you or a Department name Third line the duration of the call This information enables you to answer the call in the required manner To answer the call lift your handset or press the Speaker button Reject a call If you do not wish to answer the call press the context sensitive key beside the Reject icon The call will be pass...

Page 12: ...en the distant end clears the call Call Status will remain allowing you to pick up a parked call see the Parking a call section from page 11 for further details Replace your handset if this is not required Dial Ahead The Dial Ahead facility allows you to enter a number on the keypad first before actually dialling the number This means you can check you have entered the correct number which is usef...

Page 13: ...context sensitive key beside the Hang Up icon to cancel the Dial Ahead Press the context sensitive key beside the Dial icon to dial the number entered or lift your handset or press the Speaker button The call will be automatically made If you enter an external number that is recognised by the system in other words stored on the telephone system s Contacts database the contact s name will be displa...

Page 14: ...lease refer to your System Administrator for further details 4 To retrieve the call press the context sensitive key beside the Pause icon Place a call on hold When you put a call on hold the caller is played music on hold if configured and you will be given the dial tone This facility is used when you wish to make a new call when transferring a call or creating a conference call for example 1 Pres...

Page 15: ... 6 To clear the call you are currently connected to and return to the other call press the Recall button or wait for the other end to hang up Unannounced Transfer Blind Transfer 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 if using hands free You ...

Page 16: ...vailable slot Calls can be parked via a short code This is useful if you wish to park a call into a park slot not displayed on your PCS 570 Please refer to your System Administrator for the relevant short code Calls can be picked up via a short code This is useful if you wish to pick up a call parked in a slot not displayed on your PCS 570 Colleagues who are using an analogue handset may also need...

Page 17: ...ntain a red circle and you are in a 3 way conference with your two calls Cancel a conference call You may wish to cancel the conference and return to a 2 way conversation with your calls as follows 1 Press the context sensitive key beside the UnConf icon 2 The call you are currently connected to will be displayed in the Call Status Use the context sensitive key beside the Switch icon to toggle bet...

Page 18: ...sed to your Forward on Busy number if set or passed to voicemail if enabled or cancelled Please refer to your System Administrator for further information on your Forward on Busy number Alternatively 2 Press the context sensitive key beside the Answer icon Your original call will be put on hold Alternatively 2 The call waiting message will disappear after approximately 5 seconds and call status wi...

Page 19: ... to hands free press the Speaker button and replace the handset From hands free to handset lift the handset Please note If you press the Speaker button while using hands free you will end the call If your PCS 570 is configured so that your calls can only be handled hands free when using a headset in most cases this feature is not available For further information please refer to the Hands free Ope...

Page 20: ...ncrease or decrease Changing the Volume during a call Hands free volume If you have answered the call using the Speaker icon Press the Volume Up or Down buttons as required The hands free volume will increase or decrease appropriately Handset volume If you have answered the call using the handset Press the Volume Up or Down buttons as required The volume of your handset will increase or decrease a...

Page 21: ...d in date and time order with the newest at the top There is no limit to the number of completed calls and voicemails that can be listed However only the last 10 missed calls are recorded Use the Page Down and Page Up buttons to display the entry required Press the Page Up button to go to the bottom of the list Press the Messages button to return to your idle page Identifying the type of call Sign...

Page 22: ...was made today the date will not be displayed Missed Calls An incoming call received by your phone that is not answered either by yourself or by voicemail will be registered as a missed call in your Calls History The Missed Call banner will appear within the default 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 ...

Page 23: ...against this contact can be accessed via the call details 1 Press the Messages button 2 From the Calls History press the context sensitive key beside the call required 3 Select the context sensitive key beside the Choose icon 4 The number that the caller rang from or the number you dialled is displayed in bold at the top of the list If you wish to dial this number press the context sensitive key b...

Page 24: ...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 No you will be returned to the call details The call will be removed from the Calls History ...

Page 25: ...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 Directory Filters section from page 36 The directory will also enable you to call or transfer a call to an internal Department where the call can be answered by any one of a group of people such as Sales Support Acc...

Page 26: ...mple if you were searching for eg Barry you could press 22779 or Use the Page Up and Page Down buttons to find the specific entry required or Press the Page Up button to go to the bottom of the list Once you have found the entry you require 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 c...

Page 27: ...internal User displayed with no icon indicates that your colleague s extension is free 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 ...

Page 28: ...ely 1 Press the Contacts button to access the directory 2 Use the Search facility to find the contact required as explained above 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 the new call will be m...

Page 29: ... the tick and disable this feature 5 Press the context sensitive key beside the Back icon to return to the Settings menu 6 Press the context sensitive key beside the Home icon to return to the Idle Page Searching the directory with the Keypad Filter turned off 1 Press the Contacts button to access the directory 2 You will be presented with a Search facility to assist you in finding the contact you...

Page 30: ... Group The purpose of creating Groups on your system is to ensure the efficient handling of incoming calls For example you may wish to ensure 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 y...

Page 31: ... screen may display Completion Codes for you to select Please refer to your System Administrator for further details Make a call to a Department You may wish to ring a Department in order to talk to an available member of for example the Personnel department rather than ringing one specific member of that department only to find they are not available and then having to ring another extension etc ...

Page 32: ... control of the call For further information please refer to the Transfer a call section from page 10 Calls History Your Calls History can also display the incoming answered and missed calls received for a Department 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 wil...

Page 33: ...sed 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 and can be used to pick up a call ringing on that colleague s extension There is no limit to the number speed dials you can create ...

Page 34: ... 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 570 is idle or during a call The Favourites page will be displayed giving the 4 park icons ...

Page 35: ...yed in alphabetical order however your speed dials can be configured to display in a different order if required Please refer to your System Administrator for further details If you create a speed dial for a number also stored on the telephone system s database eg a colleague s extension number when a call is received from or made to this number the incoming CLI outgoing number will be matched to ...

Page 36: ...le you wish to answer your colleague s phone when they are not at their desk or you wish to assist with answering calls to a Department You do not have to be a member of the Department to pick up a Department call 1 Press the Favourites button 2 A speed dial displaying a flashing yellow red icon has a call waiting to be answered 3 Press the context sensitive key beside the speed dial required 4 Th...

Page 37: ...text sensitive key beside the Yes icon to delete the speed dial or Press the context sensitive key beside the No icon to cancel Favourite Groups Your System Administrator can place your speed dials into groups if you wish This would enable you display your speed dials to colleagues and or external contacts related to for example a particular project or particular department within groups such as P...

Page 38: ...istant telephone number section from page 46 for further details 4 By the Follow Me facility please refer to the Call Divert Follow Me section from page 37 for further information Enter your personal numbers 1 From the Settings menu select the context sensitive key beside the Telephone Numbers icon 2 Select the context sensitive key beside the number you wish to enter eg Mobile 3 Using the key pad...

Page 39: ...s icon 2 Press the context sensitive key beside the Off Hook Page icon 3 Press the context sensitive key beside one of the following options Keypad display the dial screen Favourites display the Favourites page Contacts display the Contacts directory 4 A tick will be displayed beside the option selected 5 Press the context sensitive key beside the Back icon twice to return to the Settings menu Ove...

Page 40: ...ur telephone system If enabled you be able to easily dial and transfer calls to your colleagues extension numbers mobile numbers etc and you will be able to see at a glance if their extension is busy or not Departments Filter this option will enable or disable the display of the Departments set up on your telephone system If enabled you will be able quickly dial or transfer calls to a group of Use...

Page 41: ... Press the context sensitive key beside the Back icon twice to return to the Settings menu Call Divert Follow Me The Follow Me facility allows you to configure your extension so that your calls follow you to an internal extension or to an external number so that when you are for example working at another desk working at home or using your mobile etc your calls will still reach you You could also ...

Page 42: ...diverted however your extension will also ring This will ensure that you can pick up the call wherever you are 9 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 enabled Turn off Follow Me 1 From the Settings menu select the context sensitive key beside the Divert icon 2 Press the context sensitive...

Page 43: ...age 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 key beside the Status icon 2 Press the context sensitive key beside the In the Office icon 3 You will be returned to ...

Page 44: ...t 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 Please note that this feature must be previously configured on your telephone system please refer to your System Administrator for further information Do ...

Page 45: ...Administrator When a colleague uses the Dial Ahead facility to dial your extension the blue DND icon will be displayed to indicate 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 colleagues who are using a PCS 60 PCS 570 or PCS 580 will also be informed that you have Do No...

Page 46: ...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 button A list of historical calls and voicemail will be dis...

Page 47: ...ague s name will be displayed in the brackets with each message so that you distinguish between your messages and your colleague s You may also be required to handle messages for a Department Please refer to the Voicemail for Departments section from page 50 for further details Message Handling When a message is selected the following options are available Skip rewind the message by 2 seconds Skip...

Page 48: ...tton Your Calls History will be displayed 2 Use the Page Down and Page Up buttons to display the entry required 3 Press the context sensitive key beside the message required and the selected message will become green 4 Press the context sensitive key beside this message The number that the caller rang from will be dialled Ring back the caller on an Alternative number If a caller that has left you ...

Page 49: ...ng and outgoing answered calls will not be displayed Turn on the Messages filter 1 Press the Messages button 2 Press the context sensitive key beside the Messages icon 3 The icon will display a tick to indicate that this feature has been enabled Only your voicemail messages will be displayed Turn off the Messages filter 1 Press the Messages button 2 Press the context sensitive key beside the Messa...

Page 50: ...ess the context sensitive key beside the Greeting icon 3 Your current greeting will be played 4 When requested record your new greeting and press the hash key when finished 5 Your new message will be played back to you 6 Press the context sensitive 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...

Page 51: ...ing to 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 Divert feature please refer to the Call Divert Follow Me section from page 37 for further details Send a message ...

Page 52: ...further information 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 Leave a message for a colleague If your colleague has voicemail enabled you will be automatically transfer...

Page 53: ... 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 connected press the context sensitive key beside the Leave Message icon 4 Replace your handset or press the Speaker button You will no longer have control of the call Please note that this facility will only be available if voicemail has been e...

Page 54: ...gain 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 customer etc The resulting recording will become a new voicemail message and can be accessed in the usual way Please note that the use of this feature is controlled by your System Administrator If the Record icon is not avail...

Page 55: ...rmation on the Calls History Leave a message for a Department You will automatically transfer to a Department s voicemail after the time specified by the Department s configuration on the system However you can connect directly to a Department s voicemail using Dial Ahead as follows 1 Dial the Department s extension number on the keypad 2 Press the context sensitive key beside the Leave Message ic...

Page 56: ...r handset or press the Speaker button You will no longer have control of the call Please note that this facility will only be available if voicemail has been enabled for relevant Department Transfer a call to a Department s voicemail using the Contacts directory You may wish to transfer a call directly to a Department s voicemail which can be achieved via the Contacts directory For further informa...

Page 57: ...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 Settings icon 3 Press the context sensitive key beside the Logout icon 4 Enter you...

Page 58: ...er 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 Administrator for further details Remote PSTN Remote PSTN is a facility of the telephone system which enables you to receive and make calls from your home or mobile telephone for example as though you were in the office This means that your callers or recipients ...

Page 59: ...tant icons to divert your calls to either your mobile number home number or to the assistant number Note that these numbers must have been previously entered as detailed in the Please note that by default your Favourite Groups and Speed Dials will be displayed in alphabetical order However if you would like your Favourite Groups displayed before your Speed Dials for example please refer to your Sy...

Page 60: ... a call This User has one new message and no missed calls This Department has 2 new messages and one missed call This User has Do Not Disturb turned on The asterisk indicates that this User has call divert set This User has Do Not Disturb turned on and has call divert set This User is not logged in This User is listening to voicemail Please note that if you are using a PCS 60 in partnership with y...

Page 61: ...r currently logged in Number extension number of the User currently logged in Version software version currently running on the PCS 570 Partnering your PCS 570 with your PC or laptop Even greater personal productivity can be realised when you partner your PCS 570 phone with SpliceCom s PCS 60 application This desktop productivity application delivers all of the functionality associated with the to...

Page 62: ...ettings tool bar Adding new Contacts to the directory Presenting Users Departments Directories Favourites web pages on incoming Contact calls Forwarding a voicemail message to a colleague Operator Console mode User Administration 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 570 please see SpliceCom...

Page 63: ... filter 36 view the directory 21 24 contacts filter 36 defaults 34 departments 26 calls history 28 groups 26 make a call to a department 27 receiving a department call 26 transfer a call to a department 27 voicemail 50 wrap up time 27 departments filter 36 dial ahead 8 directory filters 36 divert 37 remote PSTN 54 do no disturb Forward on Busy number 41 do not disturb 40 SpliceCom LED 41 end a cal...

Page 64: ...ials filter 36 SpliceCom LED 41 42 telephone numbers 34 transfer a call 10 to a department 27 to voicemail 49 using a speed dial 32 using the contacts directory 24 unannounced transfer 11 user account 1 user settings 29 call divert 37 defaults 34 directory filters 36 do not disturb 40 favourites 29 follow me 37 group membership 39 headset ringing 37 idle page 34 keypad filter 36 off hook page 35 o...

Page 65: ......

Page 66: ... Hall Farm Business Centre Berry Lane Chorleywood Hertfordshire WD3 5EX Tel 01923 287700 Fax 01923 287722 Email info splicecom com Website www splicecom com SpliceCom Defining next generation communication ...

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