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96

Making calls in an executive-secretary team

Making calls in an executive-secre-
tary team

An executive-secretary team is configured by the administrator and may include 
up to four executive and up to two secretary telephones.

Calling an executive or secretary phone

Calling an executive/secretary phone

On the secretary phone, a DSS key is configured as "executive" and on the ex-
ecutive phone, a DSS key is configured as "secretary". 

Example: calling the secretary from the executive phone 

The LED is not lit – the secretary is not on a call

S

Press the "secretary" DSS key. 

^

Lift the handset.

or

n

Press the key and enter speakerphone mode.

The LED is lit – the secretary is on a call

R

Press the "secretary" DSS key.

Camp-on to the secretary phone. The called party hears a tone and the "Pickup" 
programmed sensor key flashes.

^

Lift the handset.

or

n

Press the key and enter speakerphone mode.

For information on the meanings of the LED displays of the DSS keys, see 

 page 17.

DSS from the secretary to the executive functions in the same way, using 
the "executive" DSS key.

Summary of Contents for OpenStage 40 T

Page 1: ...OpenStage 40 T OpenStage Key Module 40 OpenScape 4000 HiPath 4000 User Guide A31003 S2000 U100 12 7619...

Page 2: ...or characteristics of performance which in case of actual use do not always apply as described or which may change as a result of further development of the products An obligation to provide the resp...

Page 3: ...aration of substances used in products can be found in the Unify Expert WIKI at http wiki unify com under the section Declarations of Conformity All electrical and electronic products should be dispos...

Page 4: ...to direct sunlight or any other source of heat as this is liable to damage the electronic components and the plastic casing Do not operate the telephone in damp environments such as bathrooms Softwar...

Page 5: ...the underside of the phone 13 OpenStage Key Module 40 14 Keys 15 Function keys 15 Audio keys 15 5 way navigator 16 Programmable sensor keys 17 Keypad 18 Display 20 Idle mode 20 Telephony dialogs 22 Ma...

Page 6: ...ing calls 42 Answering a call with a headset 42 Answering a call via a DSS key 42 Accepting a call for another member of your team 43 Accepting a specific call 43 Picking up a call in a hunt group 43...

Page 7: ...up 66 Programming sensor keys 67 Configuring function keys 67 Configuring repdial direct station selection keys 68 Additional repdial key functions 69 Changing the label 70 Deleting sensor key program...

Page 8: ...key 94 Exclusively holding and re accepting a call on a line key 94 Accepting a specific held line 94 Forwarding calls on lines 95 Ring transfer 95 Making calls in an executive secretary team 96 Call...

Page 9: ...er 102 Testing the phone 103 Testing functionality 103 Special parallel call ONS functions 104 Fixing problems 105 Responding to error messages on the screen 105 Contact partner in the case of problem...

Page 10: ...uctions should be read and followed by every person installing operating or program ming an OpenStage phone This user guide is structured in a user friendly manner This means you are guided step by st...

Page 11: ...e phone to tilt the display This ensures you have a frontal view of the display while elim inating light reflexes Single line telephone multi line telephone Your OpenStage 60 80 T phone is multiline e...

Page 12: ...r telephone by assigning phone numbers and functions to the pro grammable sensor keys page 17 4 You can use function keys when conducting a call to access frequently used functions such as Disconnect...

Page 13: ...phone OpenStage 40 T properties Display type LCD 40 x 6 characters Illuminated display Programmable sensor keys 6 Full duplex speakerphone function Headset USB slave Phone analog adapter Interface for...

Page 14: ...d use these keys according to your needs in the same way as the keys on the telephone page 17 You can attach up to two OpenStage Key Module 40 to your OpenStage 40 T To operate one or more OpenStage K...

Page 15: ...red LED key page 35 O Open mailbox with red LED key page 24 N Open telephone menu with red LED key page 26 Key Function when key is pressed o Activate deactivate headset page 42 p Activate deactivate...

Page 16: ...In idle mode Open the idle menu page 21 In lists and menus Go to next level You can now access a context menu Open the context menu Press a In idle mode Open the idle menu page 21 In lists and menus...

Page 17: ...s Increase the number of programmable sensor keys by connecting a key module page 14 Only for repdial keys can you also program the second level for direct destination selection The configuration of d...

Page 18: ...eful when entering vanity numbers letters associated with the phone number s digits as indicated on the telephone spell a name e g 0700 PATTERN 0700 7288376 Multi function keys Character overview depe...

Page 19: ...ter the required characters via the keypad Select the functions using the keys d and b Confirm your entry with i Delete Backspace Save Return Characters entered Save entry Delete all characters Cancel...

Page 20: ...bols can be appear under the logo to inform you about callback requests voice messages and activated call forwarding The right area shows the labels of programmable sensor keys Explanation of the icon...

Page 21: ...ies Unanswered calls 1 Incoming calls 1 Outgoing calls 1 Deact call forwarding 2 Act FWD FIXED 3 Act FWD VAR ALL BOTH Direct call pickup Display callbacks 4 Program Service 1 This appears as an option...

Page 22: ...tion is deactivated page 27 you have lifted the handset or pressed the loudspeaker key and dial a number Once you have entered the first digit functions are automatically available for correction toge...

Page 23: ...old e g consultation hold Your call partner has placed the call on hold Detailed descriptions of the various functions can be found in the sections Making calls basic functions page 29 and Making call...

Page 24: ...lifted and the speaker key pressed you hear an acoustic announcement announcement text Accessing the menu Press the mailbox key O The newest entry is displayed Example Voicemail Press the mailbox key...

Page 25: ...d is displayed first In the case of calls from the same caller only the time stamp is updated Every list that contains at least one entry is automatically offered page 21 in the idle menu page 44 Info...

Page 26: ...ess the menu key N and confirm the selected entry Prog Serv with the key i 2 In idle mode press a b d or c and select a menu option from the idle menu page 21 Example The menu structure comprises seve...

Page 27: ...tered the number and confirmed Activate deactivating en bloc dialing Press the N menu key select Block Dialing On or Block Dialing Off using the 5 way naviga tion key and confirm with i Example Call p...

Page 28: ...ion key and confirm with i Showing and processing a second call Example second call when call pop up is on 1 While talking to the first party confirm the entry Display using the i key 2 From the menu...

Page 29: ...volume Suggestions for using speakerphone mode Tell the other party that speakerphone mode is active Adjust the call volume while speakerphone mode is active The ideal distance between the user and th...

Page 30: ...ct your administrator you do not have to hold down the speaker key when replacing the handset when switching to speakerphone mode n Press the key shown Replace the handset Proceed with your call if ne...

Page 31: ...the lit key Ending a call s Press the key shown or n Press the lit key or Replace the handset Making calls Off hook dialing Lift the handset j Internal calls Enter the station number External calls En...

Page 32: ...tion page 27 j Internal calls Enter the station number External calls Enter the external code and the station number if nec a Correct input Confirm the option shown The party you are calling answers v...

Page 33: ...own Select and confirm the option shown The saved phone number is dialed Calling a second party consultation You can call a second party while a call is in progress The connection to the first party i...

Page 34: ...ties Transferring a call If your call partner wishes to speak to one of your colleagues you can transfer the call Transferring with announcement Select and confirm the option shown j Enter and confirm...

Page 35: ...rwarding between two phones in an ONS group is not possible FWD VAR ALL BOTH on All calls are forwarded to the saved phone number the phone number is deleted after deactivation FWD FIXED on All calls...

Page 36: ...ting fixed call forwarding Prerequisite A fixed call forwarding destination is saved page 36 r Press the key shown The key LED lights up or c Open the idle menu page 21 Select and confirm the option s...

Page 37: ...e option shown Confirm the option shown Variable call forw is displayed Select and confirm the option shown j Enter the phone number of the call forwarding destination Confirm when the phone number is...

Page 38: ...confirm the option shown j Enter the call forwarding destination number Confirm when the phone number is complete Deactivating variable call forwarding For Call forwarding for internal and Call forwa...

Page 39: ...After ringing four times the callback is canceled K There is no display message for the call forwarding types Busy No answer and Busy no answer The LED key does not light up If your phone belongs to...

Page 40: ...entry deleted from the list Checking deleting a saved callback Prerequisite You have saved a callback page 39 if nec R Press the Callback programmed sensor key or c Open the idle menu page 21 Select a...

Page 41: ...hone is in idle mode page 20 N Open the Program Service menu page 26 Confirm the option shown Select and confirm the option shown Confirm the option shown j Enter the station number Confirm the option...

Page 42: ...he key shown Conduct call Ending the call o Press the key shown The LED goes out Answering a call via a DSS key Prerequisite You have configured direct station selection keys on your tele phone page 1...

Page 43: ...nize the number or a colleague re quests that you pick up calls for a specific phone Lift the handset Select and confirm the option shown j Enter the phone number of the phone from which you wish to p...

Page 44: ...mber from a list Information on the features of the call log as well as a display example for an entry is provided on page 25 c Open the idle menu page 21 Select and confirm the option shown or Select...

Page 45: ...umbers page 72 Making calls using central speed dial numbers Prerequisite You know the central speed dial numbers page 72 Press the key shown j Enter the system code for Speed Dial contact the adminis...

Page 46: ...stem page 57 Prerequisite A programmed Speaker call two way sensor key is configured on your phone S Press the COM Spk 2way programmed sensor key j Enter the station number Z Wait for the tone Lift th...

Page 47: ...ing during a call Activating deactivating second call N Open the Program Service menu page 26 Select and confirm the option shown Select and confirm the option shown Select and confirm the option show...

Page 48: ...n or Replace the handset and lift it once more Accepting a second call via the menu Prerequisite You are conducting a call and the Camp Overide function is ac tivated Z If Call pop up page 28 is activ...

Page 49: ...ck up the waiting call The LED lights up Toggle Connect You are connected with two parties One party is on hold The sensor key Split lights up R Press the sensor key Split to switch to the other party...

Page 50: ...use the functions listed below The following functions are supported for all conference participants with system phones Establishing a conference by calling a party receiving a call conducting a con...

Page 51: ...this party that you are initiating a conference Select and confirm the option shown The following message is displayed 1 is your position Establishing a conference from a second call Prerequisite You...

Page 52: ...conference Confirm the option shown The party is connected to the conference If the new party does not answer Select and confirm the option shown Extending a conference by adding a consultation call...

Page 53: ...l to the conference Transferring a conference Each party can transfer the conference to a third party whom they have called via a consultation call or via the Add to conference function This party is...

Page 54: ...Entering commands using tone dialing DTMF suffix dialing After dialing a phone number you can set tone dialing This allows you to use command entries to control Dualtone Multi Frequency DTMF devices s...

Page 55: ...call The call is in a conference Automatically parking a call You can automatically park a call in a free park position from your phone and retrieve it on your phone or another phone Call park S Pres...

Page 56: ...call for the call on hold Retrieving a parked call Lift the handset or n Press the key and enter speakerphone mode If you cannot reach a destination Call waiting camp on Prerequisite An internal stati...

Page 57: ...le destination to a fixed destination Speaker call in a group to a variable destination to a fixed destination Two way intercom in a group to a variable destination to a fixed destination Announcement...

Page 58: ...s immediately established to this destination station s loudspeaker if the station is not busy the handset has not been lifted Speaker call protect is not activated Z The caller hears a confirmation t...

Page 59: ...loudspeaker if the station is not busy the handset has not been lifted Do not disturb is not activated The called party accepts the DSS call by lifting the handset n or S If the called party presses t...

Page 60: ...dministrator if necessary or S Press the COM Spk 2way programmed sensor key j Enter the speed dial number for the corresponding group member The loudspeaker and microphone of the destination phone are...

Page 61: ...nnected to you and the an nouncement is ended n or S If a group member presses the speaker key or the relevant line key for the an nouncement they are disconnected from the announcement If the last re...

Page 62: ...ivate display and deactivate call forwarding for another phone fax or PC station from your own phone You must have the PIN of the other sta tion or have Call forwarding for other stations access right...

Page 63: ...by the administrator You can enter the codes applicable to you in the table be low j Enter the number of the other station Confirm the option shown j Enter the PIN only applicable if your station does...

Page 64: ...the other telephone Confirm the option shown j Enter the PIN only applicable if your station does not have Call forwarding for other stations access rights Confirm the option shown Deactivating Confi...

Page 65: ...applicable if your station does not have Call forwarding for other stations access rights Confirm the option shown Deactivating Confirm the option shown or Checking Select and confirm the option show...

Page 66: ...en you leave your workstation When you are present you can join it again N Open the Program Service menu page 26 Select and confirm the option shown Select and confirm the option shown Confirm the opt...

Page 67: ...rm the option shown Select and confirm the option shown Confirm the option shown Confirm the option shown The label appears automatically and cannot be altered The LED display shows the status of the...

Page 68: ...or key with the function Repdial or Direct station select page 67 N Open the Program Service menu page 26 Confirm the option shown Select and confirm the option shown or Select and confirm the option...

Page 69: ...on call Select and confirm the option shown RF appears in the display j Add the destination number Entering a number with a pause example Select and confirm the option shown The display shows P j Ente...

Page 70: ...shown S Press the required repdial DSS key Select and confirm the option shown Select and confirm the option shown j Enter text via the keypad page 18 Confirm the option shown Deletes characters to th...

Page 71: ...y Select and confirm the option shown Deleting phone number label N Open the Program Service menu page 26 Confirm the option shown Select and confirm the option shown or Select and confirm the option...

Page 72: ...be saved on a speed dial number As the number of characters for a speed dial entry is limited you can link up to ten speed dial numbers for longer sequences Example You want to lock your phone and si...

Page 73: ...quired call times You can do this for the next 24 hours Saving appointments N Open the Program Service menu page 26 Select and confirm the option shown The display indicates whether a reminder has alr...

Page 74: ...ite You have saved a reminder The saved time arrives The phone is ringing Lift the handset The appointment time is displayed Replace the handset Reminder If you do not lift the handset the phone rings...

Page 75: ...nfirm the option shown if nec Select and confirm PIN 2 to PIN 5 j Enter the external phone number Then make a call as usual page 29 Call duration display Call duration display is configured by the adm...

Page 76: ...ication number PIN from the administrator Locking the telephone to prevent unauthorized use N Open the Program Service menu page 26 Select and confirm the option shown Select and confirm the option sh...

Page 77: ...block speaker calls to your phone If a caller attempts to contact you via a speaker call the connection is established as a normal call N Open the Program Service menu page 26 Select and confirm the o...

Page 78: ...number is not displayed Identifying anonymous callers trace call You can identify malicious external callers You can record the caller s phone number during a call or up to 30 seconds after a call In...

Page 79: ...aved on your phone for redial enter appointments With an internal PIN you can forward calls for you to other phones at your loca tion follow me call forwarding Logging on to another phone Prerequisite...

Page 80: ...gon You will hear the dial tone Please dial appears in the display n Press the key shown or j Enter a phone number immediately Setting up follow me call forwarding following successful identifi cation...

Page 81: ...the logoff code If necessary ask your administrator for this code j Enter the PIN Unplug the phone plug from the port socket Log the phone on at the new location Put the phone plus in the port socket...

Page 82: ...de via all three lines However the line of your own extension number is always the pri mary line Primary line All multi line telephones have a primary line This line can be reached in the usu al manne...

Page 83: ...an also determine which caller is wait ing on a line key if you have placed them on hold or exclusive hold You can also display information about the caller on the active line Prerequisite You have ac...

Page 84: ...keys Answering calls in the sequence in which they are offered Your telephone rings call The caller ID is displayed The LED of the line key offered flashes quickly Lift the handset or n Press the key...

Page 85: ...line key flashes Ringer Off with programmed sensor key S To deactivate ringing Press the Ringer Off sensor key The LED lights up The phone does not ring for incoming calls R To activate ringing Press...

Page 86: ...number and status and then prompts you to dial Example The line 220870 is selected automatically R The line key LED for 220870 lights up j Enter the station number Dialing with selectable line seizur...

Page 87: ...up Press the key shown Last number dialed for a specific line The last phone number dialed via your primary line is saved If this type of saved number redial is configured on your system every last n...

Page 88: ...in progress Press the key shown The phone number is saved for the current line n Press the key shown The LED goes out or Replace the handset Line mailbox Callers who wish to reach you when you are ab...

Page 89: ...lback request A callback request is displayed Select and confirm the option shown The party is called on the relevant line Next entry More than one entry is available Select and confirm the option sho...

Page 90: ...g calls on multiple lines alternately Prerequisite 1 The administrator has specified that when you change lines the lines are hold and can only be disconnected by replacing the handset or press ing th...

Page 91: ...that line when it is busy In this case you can allow other parties to join a call This authorization applies to the current or the next call You are already conducting a call on one line or Lift the...

Page 92: ...are already conducting a call on one line or Lift the handset With a programmed sensor key R Press the Privacy programmed sensor key Via the menu N Open the Program Service menu page 26 Select and co...

Page 93: ...Mon Req is configured on your phone You are con ducting a call Privacy must be deactivated S Briefly press the Slnt Mon Req programmed sensor key twice The witness hears a special tone on their phone...

Page 94: ...u have accepted a call on a line key or you are conducting a consultation call that only you can or wish to continue S Press the Excl Hold programmed sensor key or Select and confirm the option shown...

Page 95: ...hts up Please read the additional notes on page 35 Ring transfer If you temporarily leave your workstation or do not wish to be disturbed you can transfer incoming calls to your line to another destin...

Page 96: ...retary Example calling the secretary from the executive phone The LED is not lit the secretary is not on a call S Press the secretary DSS key Lift the handset or n Press the key and enter speakerphone...

Page 97: ...e executive phone receives a call Ask your call partner to wait T Press the Pickup programmed sensor key Ending the call and returning to the first call s Press the key shown Continue the call with yo...

Page 98: ...e The secretary phone does not answer a call for the executive After 15 seconds depending on the system you hear an alert tone on the executive phone The display shows who is calling Lift the handset...

Page 99: ...all on the second phone Lift the handset T Press the Group Park programmed sensor key Activating deactivating a second executive call On the executive phone you can configure calls to go to the secret...

Page 100: ...ode to send a signal call to the destination phone Placing a messenger call You can place a messenger call by pressing a key if this key is configured on the executive phone Programming a sensor key w...

Page 101: ...on Setting contrast The display has eight contrast levels that you can set according to your light con ditions or Press one of the keys shown in idle mode page 21 Select and confirm the option shown o...

Page 102: ...you are talking into the mi crophone you can adjust the telephone to the acoustics in your environment us ing Normal room Room with echo or Quiet room or Press one of the keys shown in idle mode page...

Page 103: ...g may be checked by administrator Device ID for the phone OpenStage software version Line power level Prerequisite The phone is in idle mode page 20 N Open the Program Service menu page 26 Select and...

Page 104: ...receive a call all phones in the ONS group ring If A B or C is busy all phones in the ONS group are busy callers outside the ONS group receive a busy signal Within the ONS group phones can be reached...

Page 105: ...gain later b Enter the number correctly or call the exchange or or Possible cause Speed dial number not available reminder entered incorrectly blocked or invalid entry prerequisite not met e g second...

Page 106: ...oubleshooting Pressed key does not respond Check if the key is stuck Telephone does not ring Check whether the Do not disturb function is activated on your telephone page 77 If so deactivate it You ca...

Page 107: ...tic cloth to clean the telephone Never use a dry cloth If the telephone is very dirty clean it with a diluted neutral cleaner containing surfactants such as a dish detergent Afterwards remove all trac...

Page 108: ...erence 50 Connection options 13 Consultation 33 Consultation hold 33 Consultation on a key 69 Contact partner 106 D Delayed call forwarding 62 Dialing with line keys 86 Display angle 101 Display icons...

Page 109: ...ivacy 76 Private line 83 Program Service menu 26 Programmable sensor keys 17 R Redialing a number last dialed number 33 saved number 33 Repdial keys 32 Representative secretary 100 S Saving appointmen...

Page 110: ...phone lock is activated page 76 Messages You received new voice messages page 24 You have received new callback requests page 24 Call forwarding is active page 35 Connection status The call is active...

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