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Sophos D340 User's Manual

1. LED on Parking calls LED off Park key is empty LED on Park key is occupied but you do not have access to the parked person LED flashing Park key is occupied you can get back to the parked person by pressing this park key Switching Absent present LED off Telephone is switched present Telephone is switched absent Showing absent present status Private calls Personal calls Executive calls Group calls 66 LED in member key off LED in member key on LED off LED on LED flashing slowly LED flashing fast Telephone of group member is present for incoming calls Telephone of group member is absent for incoming calls Calls will be routed to another extension Idle no calls are coming in Incoming call but you are unable to answer it Internal call coming in External call coming in How to use Group facilities Making a call to a group member Your telephone must have a key programmed per Group member the Group member key It is possible to call a group member by means of his her group member key the moment the LED in the key is off or on e Ifthe LED in the Group member key is off the group member is idle e Ifthe LED in the Group member key is on this can mean two things e The group member is busy on a call e Acall is coming in for the group member however this call cannot be answered by you 1 Press the Group member key Group member yr i 2 Ifthe One k
2. OK 6 Press OK cd 7 Toreturn to idle press the Exit key 26 Using the directory Removing a name from the directory Directory 1 Press the Directory softkey 2 Type the first character s of the name e g to enter B press number key 2 twice Alternatively you can use the optional Alphanumeric Keyboard if you have one 3 Press OK or scroll if necessary to the name See Roa Remove 4 Press the Remove softkey lt c 5 To return to idle press the Exit key Using the directory 27 Modifying a name in the directory Directory 1 Press the Directory softkey ABC 2 Type the first character s of the name e g to enter B press number key 2 twice Alternatively you can use the optional Alphanumeric Keyboard if you have one 3 Press OK or scroll if necessary to the name Modify 4 Press the Modify softkey aec 5 Modify the name using the number keys and Backspace or OK if no modifications required EditNmbr 6 Press the EditNmbr softkey or OK if no coals K modifications required or Note If OK is pressed go to step 9 OOO 7 Modify the number R 8 Press OK lt 9 To return to idle press the Exit key 28 Using the directory ing an entry from the extra book s personal directory This section is only valid if your system provides the extra phonebook Phonebook 1 Press the phonebook softkey Select int book or ext bo
3. Note If Microphone mute is on the other party cannot hear you The LED indicates the status of the microphone as follows LED off The handset microphone is on as you are using the handset or the set is idle LED flashing The microphone is off the other party cannot hear you LED on The handsfree microphone is on you are using the telephone handsfree Switching the active microphone OFF and ON 9 Putting the caller on Hold and calling someone else R 1 Whilst connected press the Hold key OQO 2 Dial the number of the other party OOO O0 R 3 Press the Hold key again to return to the original caller Transferring a call p E R Whilst connected press the Hold key OOO i OQO Dial the number of the other caller O00 OOO d Replace the handset or if using the telephone m g handsfree press the Loudspeaker key o VW 10 Using Hold Shuittling between two calls R 1 Whilst connected to one caller with a second caller m on Hold press the Hold key You are connected to the held call and the original caller is put on Hold R 2 Press the Hold key again to connect to the original caller and put the second caller on Hold Connecting to a held call and disconnecting a current call Reconnect To connect to the person who is on Hold and disconnect the current call press the Reconnect softkey The duration and costs of the call if available are displayed Connecting to a held cal
4. Press the PFM key when the LED is off to request the information Prepare 3 call A softkey which allows you to prepare a three party conference The key must be pressed before the first connected party is put on Hold Private key Group facility key that allows you to receive private calls These private calls will always be presented to your telephone even when your telephone is switched absent for most calls Private park key Group facility key that allows you to park a call which only you can later unpark Programmable keys The telephone has twelve blue programmable keys with a label and an LED R Receive calls only See lock types Reconnect You can have a caller on hold then reconnect to that caller by pressing the Reconnect softkey This releases the current connection and reconnects you to the held caller 87 Redial list The Redial list is a store of the last ten numbers called regardless of the method you used to make the call You press the Redial key to access the redial list You can scroll through the list using the up down cursor keys and select any number The most recently dialled numbers are at the top of the list Ring type A sound of one two or three softrings can be associated to group facility keys to indicate the status of the groupfacility The softringing volume is adjustable by the volume up down keys Ringer The term used for the bell on your telephone Y
5. Features 1 Press the Features softkey Diversion 2 Press the Diversion softkey SwitchOff 3 Press the SwitchOff softkey Deactivating diversion of your calls from another phone Features 1 Press the Features softkey Diversion 2 Press the Diversion softkey 3 Scroll down to the Divert to this phone option SwitchOff 4 Press the SwitchOff softkey 36 Diverting calls Toggling features on and off It may be that your system does not support this feature for you If that is the case you will not have access to it There are several features in the phone which you switch on and off The following features can be accessed in User mode Ringer Softring Call waiting beep Automatic answering Autom answering for 1hr One keystroke call setup Store diverted calls Callerslist Do not disturb Incoming intercom Microphone for intercom Status monitoring TAPI speech via accessory TAPI speech via phone Loudring for 3 softrings The following features can be accessed via Special mode see section Entering special mode e Night mode e Foot pedal e Second bell e Doorlamp You can find explanations for all of these features in the glossary at the back of this book The procedure for toggling between features is shown on the following page Toggling features on and off 37 Toggling features on and off continued Features 1 Press the Features softkey ToggleL
6. The handset has been lifted from its cradle Off line You are not busy on a call Offline number preparation You can key in a number before you lift the handset or press the loudspeaker key to set up the call OK key Press this key to accept the displayed or newly entered information One key call setup If this facility is on pressing a speeddial key or groupfacility key will immediately lead to the programmed number being called handsfree On off hook key voice If a memory key is programmed with this function the key can be used to switch on and off hook It can be used instead of the hookswitch beneath the handset This is useful if you are using an accessory for example a headset The associated LED is on in the off hook situation P Password A unique set of characters which protects access to some telephone facilities The password cannot be longer than six digits P A BX Private Branch Automatic Exchange is the term used to describe the control equipment that manages internal telephone systems Personal key Group facility key that allows you to receive more than one incoming personal call on a key PFM key A memory key can be programmed asa Peripheral Facility Manager key The PFM key allows your communications manager to program your programmable keys You may program a memory key to request this information from PFM and or to request that your SET date and time are updated from the PFM
7. Then depending on the kind of message that is waiting the associated LED is blinking flashing or continuously on yr d 1 Lift the handset or press the Loudspeaker key Ao 2 Press the Waiting Message key Note If the LED is still blinking flashing or on after you finished calling in a waiting message another message is waiting for you Repeat the above mentioned steps to call in that message Answering a waiting message 23 Preparing a number during a call 1 Whilst in a call press the Right Arrow key to CRE display the second set of softkeys Nmbr Prep 2 Press the Nmbr Prep softkey 0O00 DOO 3 Type the number you want O00 O0 k 4 Press OK to put the caller on hold and dial the displayed number 24 Preparing a number during a call Monitoring cost and call duration It may be that your system does not support this feature for you If that is the case you will not have access to it Call cost and duration are shown in the display at the end of a call To monitor cost and duration during a call Charge 1 press the Charge softkey Nmbr Time 2 To switch back to the number information press the Nmbr Time softkey Monitoring total costs during a certain period It may be that your system does not support this feature for you If that is the case you will not have access to it Features 1 Press the Features softkey 2 Scroll right if necessary until Al
8. so that people around you can hear both sides of the conversation The other party cannot hear them Lock mode The mode in which the facilities listed under Lock type can be programmed Lock types e Receive calls only The telephone can only receive calls e Direct callto The telephone can receive calls but each keypress or lifting of the handset leads to a handsfree softspeaking call to a specific number e No access to programmed issues The telephone can make and receive calls but cannot access any programmed functions Loudring f 3 softr While programming a group facility key there is a choice of different softrings Select softring type 3 and switch the function loudring f 3 softr in the toggle list Now instead of 3 softrings a loud ring tone will sound whenever a call comes in on the particular keys Loudspeaker key The telephone has a loudspeaker built into its body The key activates deactivates the loudspeaker With the loudspeaker key you can initiate or accept a call with the handset in its cradle M Melody You can select the melody the bell plays when an incoming call is directed to your telephone There are twelve variants to choose from Memory key The telephone has twelve blue programmable keys each with a label holder and an LED signal lamp The keys can be programmed in two levels The Shift key see Shift key is used to program access the second level T
9. Door opener X input instead of mic You can find explanations for all of these functions in the glossary at the back of this book continued on next page 58 Setting up and using memory keys Programming a function in an empty memory key contd 1 Press the Keys softkey 2 Press the empty memory key you want to program Function 3 Press the Function softkey 4 Scroll down until you find the correct function 5 If requested enter the extension number and press OK or just press OK Note for the functions Diversion of all calls and DTMF tones entering the extension number is optional Setting up and using memory keys 59 Programming a group facility in an empty memory key It may be that your system does not support this feature for you If that is the case you will not have access to it You can program specific group facilities under a memory key allowing access to the facility by way of a single key press The following group facilities can be programmed under a memory key Absent for most calls Absent for group calls Incoming intercom is off Softring is off Status monitoring is off Show absent present status Group facility Group member calls Group member calls per intercom Private calls Personal calls Executive calls Group calls Private park Group park Diversion to alternative secr The following function is available in Special mode e Line key You can find exp
10. Dooropener If your telephone is wired to control the opening of a door via the Static interface pressing the memory key allocated to this function will activate the door release mechanism 81 Download from the switch This is the term used to describe the process of transferring data or programs from the telephone system to a user Certain memory keys and other options may be already programmed when you start using your set DTMF This stands for Dial Tone Multi Frequency When this function is switched on when you dial a number each keypress sounds a pitched note This can be switched on and off by programming beneath a function key E Error beep If you press a key which is not valid in that specific state a short error beep will sound Executive key Group facility key that allows a secretary to answer incoming calls for a boss on the secretary s telephone the moment the boss s telephone has been switched to absent for most calls Exit key Pressing this key returns you to the Idle Menu from every menu 82 Extension A telephone linked to the main telephone system External loudsp micr If your telephone is wired to control an external loudspeaker via the static interface pressing the memory key allocated to this function will switch the external loudspeaker on The telephone microphones are independent of this external connection and can be switched on or muted as desired F Foot
11. Press the right hand scroll key once Gee HideMsg 2 Press the HideMsg softkey to see the name of the connected party again Press the ReadMsg softkey to see the message you ReadMsg have received Creating editing and activating a notice Message 1 Press the Message softkey Any prepared messages appear in the display Q 2 Scroll to display the message you want to be the See notice Note If you want to enter a new message scroll a down to the first free text line enter the text and press and Qk OK Notic eTxt 3 Press the NoticeTxt softkey to select this text to be the notice text Press the SwitchOn softkey Note The notice is shown in the display on your one terminal and anyone calling you will see the notice _in their display too Sending and receiving messages 31 Cancelling a notice Message 1 Press the Message softkey Any prepared messages appear in the display a 2 Scroll to display the notice text See SwitchOff 3 Press the SwitchOff softkey 32 Sending and receiving messages Diverting calls to a specific extension It may be that your system does not support this feature for you If that is the case you will not have access to it Features Diversion k OOO OOO OOS OLOLO k Press the Features softkey Press the Diversion softkey Press OK Type the extension number you want to divert calls to Press OK Diverting calls 33 Preparing your tele
12. characters Alternative secretary key Group facility that allows you to divert your calls and the calls for a boss which normally come in to your telephone to another pre defined extension Automatic answering The telephone can be programmed to answer incoming calls automatically A short beep sounds then the telephone automatically switches to handsfree mode Automatic answering for one hour The telephone can be programmed to answer calls automatically for a period of one hour Automatic ring back If you call an extension which is busy or doesn t answer you can use the CallBack softkey to have the system call you back the moment the other party s telephone is idle or used again Automatically on hook If you are using the telephone handsfree and the other party hangs up your telephone returns to idle mode Autorepeat delay If you press and hold down a scroll key the display will automatically move through the list items The default delay to initiate this is one second Autorepeat speed When you are using Autorepeat see above to scroll through a list the display moves each item after a set delay The default is 0 25 seconds 79 B Backspace key Pressing this key deletes the last entered digit character Block microphone for intercom If this feature is switched on and if you can receive incoming intercom calls the loudspeaker of your telephone will be switched on but not the micr
13. disposal of electrical and electronic products via the general municipal waste stream In order to facilitate separate disposal and environmentally sound recycling Philips Business Communications has made arrangements for local collection and recycling in all member states of the European Union In case your electrical and electronic products need to be disposed of please refer to the contractual agreements that your company has made upon acquisition of these products Should this information not be available please contact the local Philips organization or contact us at www sopho philips com For countries outside the European Union Disposal of electrical and electronic products in countries outside the European Union should be done in line with local regulations If no arrangement has been made with Philips Business Communications or your supplier please contact the local authorities for further information
14. key that allows you to park a call so that another group member can unpark it later H Handset The part of the telephone that you lift to talk Handset without hookswitch The handset of the telephone works but the cradle hookswitch does not To use the telephone this way you must have selected another hookswitch This can be a footpedal or a function key which simulates the hookswitch Handsfree Speaking into the telephone via the handsfree mic The receiver is not in use and people around you can hear the other party via the handsfree loudspeaker Headset An accessory item consisting of a microphone and loudspeaker which you wear on your head which allows you to listen and speak to the other party Help key Press this key to access information about the meaning of each softkey displayed at that moment and each fixed function key Hold Places a caller in a waiting mode The caller cannot hear you You can then transfer the call or reconnect to it when you want 83 Idle menu This is the menu that is displayed when you are not busy on a call nor programming the telephone The idle menu displays Directory Message Feature and Keys softkeys PI wait If you dial an extension which is busy you can select to put yourself in the waiting queue of the busy party The other party will notice that you are waiting Incoming Intercom If you set up an intercom call your telephone
15. loudspeaker key O Ao ae or press the Group member intercom key of which Group member the LED is flashing intercom How to use Group facilities 69 Toggling your telephone between absent and present It may be that your system does not support this feature for you If that is the case you will not have access to it Your telephone must be part of an executive secretary arrangement and have a key programmed with the Absent for most calls feature the Absent present key e Ifthe LED in the key is off your phone is switched to present for most incoming calls e Ifthe LED in the key is on your phone is switched to absent for most incoming calls If you are the executive C Press the Absent Present key Absent present Note If you switch your telephone to Absent for most calls most of the incoming calls are diverted to a pre defined extension probably your secretary If you are the secretary C Press the Absent Present key Absent present Note If you switch to your telephone to Absent for most calls and the executive s telephone is also switched to Absent for most calls all calls to the executive which come in on your telephone are diverted to a pre defined extension probably another secretary Your calls will still come in on your own telephone 70 How to use Group facilities Switching your telephone absent for incoming group calls It may be that your system does not support this feature for
16. numeric key is pressed 54 Alphanumeric keyboard Entering capital letters using the alphanumeric keyboard 1 Press the Caps lock key 2 Press the required alpha numeric key e g 7 The Caps lock key is switched off immediately after having pressed the alpha numeric key All the special characters shown above the numeric keys can be entered using the Caps lock key in the same way Alphanumeric keyboard 55 Preparing a list of free messages This list can contain 10 messages Message 1 Press the Message softkey a Type the message You can enter up to a maximum of 20 characters for example to enter B press number key 2 twice Lf 2 amp I jl 2 ABCadddiaec2 3 DEF amp 68 3 Alternatively you can use the optional 4 GHIifii4 alphanumeric keyboard if you have one S JKL5 z 6 MN O 00000 6 Note International characters can be obtained by 7 PORSB7 continuous pressing of the key until the character gsl TUV sg required is displayed e g to enter press number 2 9 WXYZ9 four times 0 space 0 x k Q 3 Type a second and subsequent message s if See ane required using the Down Arrow to move to the and 2 next text line Kx 4 Press OK when you have finished lt T 5 To return to idle press the Exit key 56 Preparing a list of free messages Programming a speed dial number into an e
17. return to idle press the Exit key Using the last number redial 15 Editing a number from the Redial list OS 1 Press the Redial key 2 Scroll to the number you want to edit See eae 3 Edit the number using the number keypad and OOO the backspace key OOO lt x Ga F 4 Todial the number either lift the handset or if using the telephone handsfree press the Loudspeaker key or press OK The number is now stored in the Redial list Dialling a number from the Redial list during a call OS 1 During a call press the Redial key 2 Scroll to the number you want to dial 00 3 Press OK The connected party is put on Hold and the number is dialled 16 Using the last number redial Adding the number of a connected party to the Redial list Q 1 During a call scroll right 2 e The StoreNmbr option is displayed StoreNmbr 2 Press the StoreNmbr softkey The number is now stored in the Redial list Using the last number redial 17 Calling back a busy number or a not answering number It may be that your system does not support this feature for you If that is the case you will not have access to it CallBack 1 On hearing the busy tone or if there is no answer press the CallBack softkey wo 2 Replace the handset if you are using it When the busy number becomes available or the not answering extension was used your telephone will ring in a different
18. switches to handsfree and the other party s telephone automatically answers handsfree after the sound of the intercom ring melody Incoming Intercom can be disabled In that case an incoming intercom call is presented as a normal incoming call The telephone will ring normally Intercom function Your telephone can serve as an intercom Intrude A facility which allows you to break into a call between two parties Both parties can hear you During the intrusion a tickertone will be heard to indicate that a third person is listening too 84 K Key A button on your telephone Keyclick If this function is active each keypress on the alphanumeric keyboard will generate a click This is an audible feedback to confirm the keypress L Language You can set the telephone to give the displayed text messages in the language of your choice Last number redial list See Redial list LED A three letter acronym for Light Emitting Diode This is a small lamp which illuminates next to the key labels showing you for example that the function programmed under the key is active Line A connection to an external destination Line key Only programmable in special mode When the line key function is used the line can be monitored If a line is busy the associated LED is on If a line is idle the LED is off Listen in Speaking into the telephone via the handset The loudspeaker in the telephone is activated
19. the calls Softkey This is the term used to describe the long green key immediately below a label shown on the display which you access by pressing that key Softring A sound of one two or three softrings can be associated to group facility keys to indicate the status of the groupfacility The softringing volume is adjustable by the volume up down keys See also Loudring for 3 softrings Softspeaking Speaking into the telephone via the handset Special mode The mode that gives access to Special Features This mode allows you to carry out certain functions for example clearing all personal information stored in the telephone Speed dial key A memory key can be programmed to dial a commonly used number Static interface The Static interface consists of three outputs e Doorlamp e Second bell e Dooropener And one input e Footpedal Status monitoring Status monitoring is a Group feature that allows you to see which members of the group are busy on a call or if calls for specific group members are coming in If Status monitoring is not active your telephone will not show the status of other group members Store diverted calls If this function is active all calls which are diverted to you but not answered by you will be stored in the Callers list including information about their original destination Store number The Store number softkey is used to add the number of a connected party to t
20. to its default values A 6 ammi scroll right and press the ResetList softkey eK 10 Press OK lt T 11 To return to idle press the Exit key Using Special mode 49 Downloading features to your telephone The phone needs to be in Special Mode to do this see section Entering Special Mode Features 1 From the Idle menu press the Features softkey Setphone 2 Press the SetPhone softkey 3 Scroll right twice to display the third level of softkeys Service 4 Press the Service softkey Download 5 Press the Downl Req softkey 6 Press OK to confirm the download request e If 50 Using Special mode How to return to User Mode The phone needs to be in Special Mode to do this see section Entering Special Mode Features 1 Press the Features softkey Setphone 2 Press the SetPhone softkey ani 3 Press the SetMode softkey _ UserMode 4 Press the UserMode softkey lt T 5 To return to idle press the Exit key Using Special mode 51 Setting the alohanumeric keyboard module Features 1 Press the Features softkey Setphone 2 Press the SetPhone softkey 3 Scroll right Cee G Keyboard 4 Press the Keyboard softkey Change 5 Press the Change softkey to change the setting 6 Scroll down to the next setting See Change 7 The option to change the infra red channel is a displayed Press the Change softkey to change this 8 Scroll down t
21. tone and the Call back to prompt will flash in the display d 3 Start the callback call by either lifting the ba x handset pressing the Loudspeaker key or g or or 2 pressing OK Cancelling a Callback It may be that your system does not support this feature for you If that is the case you will not have access to it a 1 Press the Right Arrow key to display the See second set of softkeys Del Callb 2 Press the Del Callb softkey All outstanding calls back are cancelled 18 Things you can do if the line is busy or not answered Intruding on a busy line Intrude Press the ntrude softkey Note Both parties can hear you when you do this Waiting for a busy extension a STS SSeS PilWait Press the Wait softkey Note A message appears in the display telling you where you are in the queue to the recipient Wait for the call to be answered and proceed as for a normal call Things you can do if the line is busy 19 Switching between the current call and a waiting incoming call WhoWaits 1 Press the WhoWaits softkey Answer 2 Whilst the i d of the waiting caller is displayed press the Answer softkey to swap to the waiting caller Note You are connected to the waiting call and the original call is now waiting 20 Answering incoming call waiting Putting the current call on hold and answering an incoming call If a call waiting comes in you can put the current caller on Hold before
22. you If that is the case you will not have access to it You need a key programmed with the Absent for groupcalls feature the Absent for groupcalls key e Ifthe LED in the key is off the phone is switched Present for incoming group calls e Ifthe LED in the key is on the phone is switched Absent for incoming group calls Press the Absent for group calls key Absent for groupcalls Note If you switch your telephone to Absent for groupcalls all your incoming group calls are diverted to the other group members It depends on a setting in the system as to where your personal calls come in at that moment e Personal incoming calls will come in at your own telephone or e Personal incoming calls will be diverted to a pre defined extension How to use Group facilities 71 Remotely toggling another telephone between absent and present It may be that your system does not support this feature for you If that is the case you will not have access to it Your telephone must be part of an executive secretary arrangement and have a key programmed with the Show absent present status feature the Show absent present key 1 Press the Show Absent Present key Show Absent present Note The LEDs in the different group member intercom keys now indicate if the telephone of the group member is switched Absent or Present for most calls e If that LED is off your telephone is switched Present for incoming calls e
23. 0 Putting the current call on hold and answering an incoming call 21 Ending the current call and answering call Waiting ccesseeeeseeeeeeeneeeees 21 Disconnecting a call and making another call whilst a caller waits 22 Answering incoming call waiting whilst programming the telephone 22 Answering a waiting message Calling in a waiting Message 0 0 eeeeeeeeeceseeeseecnseeseneecsacecseecsseeeeeeeesaeeesaeers 23 Preparing a number during a call Preparing a number during a Call eeeccceeeseeeesccceeeeeeeeeeeneeeeeeseeeesnaeeeeeenees 24 Section 3 Administrative functions Monitoring the costs and duration of calls Monitoring cost and call duration 0 cee eeeeeseceeeeceneeeeseecsseeseseeeeeeeesaeessaeers 25 Monitoring total costs during a certain period eee eeeeeeeseeceeeeeteeeeeeeeeenes 25 Using the personal directory Adding a name to the directory cceeseeesecsscecsseeceseecesaeecsseecsaeesseessnaeeesaes 26 Removing a name from the directory ccccceesssceeceeeneeeeeeneeeeeeeaeeeeeeneeeeetees 27 Modifying a name in the directory eeeceeseeeseeeeeseeeesseecseesssceseseeeesaeeesaeers 28 Copying an entry from the extra books to the personal directory 29 Sending and receiving messages Sendinga messagi ns S side ie aie ete 30 Reading a message during a Call ooo eee eeeeeeseeceseeeeseeeesseessseessaeeceseeeesaeeesaeers
24. 31 Creating editing and activating a notice 00 ee eee cesecsneeceeeeeceneecsseeseseeeesaee 31 Cancelling aenotices acetic setiticestitasiakc dla a E E Ea a aas 32 Contents Diverting calls Diverting calls to a specific extension ceeeeseeeeseeeseeeseessseetseeseseeeeeaeeeaee 33 Preparing your telephone for diverting Calls 0 0 ee eeeseeeseeeeeceneeeeneeeeseeeesaee 34 Diverting calls from another phone to your phone eeseeseeseeeeseeeeeeeeeeee 35 Deactivating diversion of your calls from your phone ceeeeseeeeeeeeeeeeeeee 36 Deactivating diversion of your calls from another phone ceeeeeeeeeeeeeee 36 Section 4 Customising your telephone Toggling features on and off Toggling features on and Off eee eeecceseecesseeesneeeceseeessseecsaeecseeesseeeesaeessaeers 37 Changing specific telephone settings Changing the contrast of your display eeceeseesseeceseecsseeeeseeeesaeessneeseeeeeeee 39 Changing the language of your terminal 00 0 0 eee eeseeceseeceeeeeeeneeseeeesseeeesaes 40 Adjusting the ringer volume on your telephone ccsececeeeeteeeeeeneeeeeeee 41 Adjusting the ringer melody on your telephone csscceeeeeteeeeeereeeeeeee 42 Locking the telephone Locking the telephone eiie ne techs ei ea EEO A N EEEREN E aks ete 43 Unlocking the telephone 200 0 eee eeesecceseeceseecsseecseeesseecesaeecsaeeeceseesesaeessaeers 44 Changing your password
25. 5 To remove a caller from the Callers list press the Remove softkey 6 Tocall a person from the Callers list lift the handset press OK or press the loudspeaker key 6 Making calls Switching from Softspeaking to Listen in d Press the Loudspeaker key whilst using the handset Switching from Softspeakinog to Handsfree q Press and hold down the Loudspeaker key replacing ETa the handset whilst the prompt is displayed J yS Note If you release the loudspeaker key and then replace the handset you will disconnect your call Switching from Handsfree to Listen in 1 Lift the handset d 2 Press the Loudspeaker key Switching between Listen in Handsfree and Softspeaking 7 Switching from Handsfree to Softspeaking d Lift the handset Switching from Listen in to Softspeaking d Press the Loudspeaker key to deselect Listen in Switching from Listen in to Handsfree i f To switch from Listen in to Handsfree hold down T the Loudspeaker key and replace the handset 4f 3 Note If you release the loudspeaker key and then replace the handset you will disconnect your call 8 Switching between Listen in Handsfree and Softspeaking Switching the active microphone off and on Note The same Mic key is used for both the handset and handsfree microphones q Press the Microphone mute key to switch the active microphone off Press the Microphone mute key again to switch it back on
26. If that LED is on your telephone is switched Absent for most incoming group calls 2 Press the Group member intercom key of that specific group member to switch the telephone of this group member between Absent and Present Group member intercom 72 How to use Group facilities Answering calls for the executive It may be that your system does not support this feature for you If that is the case you will not have access to it Your telephone must be part of an executive secretary arrangement and have a key programmed for incoming executive calls the Executive key Note Calls for the executive will only come in on this key if the telephone is switched to Absent for most calls or if he she is busy on a call It is possible to answer a call for an executive by means of this executive key the moment the LED in the key is flashing and there is no indication in the display e Ifthe LED in the Executive key is flashing fast an external call is coming in for that executive e Ifthe LED in the Executive key is flashing slowly an internal call is coming in for that executive Note If the LED in the Executive key is on a call is coming in for that executive however it cannot be answered by you C 1 Press the Executive key of which the LED is flashing Executive The name number of the incoming caller is displayed SD 2 The telephone is automatically handsfree Lift the receiver O A to continue the call softspe
27. LED in the key is flashing a caller is parked and you can get back to the parked caller e Ifthe LED in the key is on a caller is parked however you cannot get back to the parked caller 1 To park a connected call press the Park key Park Note If the LED in the key is off the call will be parked and you will get a dial tone If the LED in the key is flashing the connected call and the parked call will be swapped The connected call is now parked and you are connected to the formerly parked call 2 To unpark a call press the Park key of which the LED is flashing Park How to use Group facilities 75 Using an alternative secretary It may be that your system does not support this feature for you If that is the case you will not have access to it Your telephone must be part of an executive secretary arrangement and have a key programmed for diversion to alternative secretary the Alternative Secretary key e Ifthe LED in the key is off calls are not diverted to the alternative secretary e Ifthe LED in the key is on calls are diverted to the alternative secretary C 1 To divert calls to the extension of an alternative secretary press the Alternative Alternative secreta H secretary key when the LED is off 2 To switch off diversion of all calls to the extension of an alternative secretary press the Alternative secreta z Alternative secretary key when the LED is on 76 How to use Gr
28. SOPHO ErgoLine D340 W ooN of 0 W a olo VORO o2 O or N GE C A on J oN O AN oO 6 oY yy 3 IDII USER GUIDE A Publication of PHILIPS BUSINESS COMMUNICATIONS HILVERSUM THE NETHERLANDS Order No 9504 404 17203 Manual No Date June 2005 Great care has been taken to ensure that the information contained in this handbook is accurate and complete Should any errors or omissions be discovered or should any user wish to make a suggestion for improving this handbook they are invited to send the relevant details to PHILIPS BUSINESS COMMUNICATIONS CUSTOMER SERVICES P O BOX 32 1200 JD HILVERSUM THE NETHERLANDS PHILIPS COMMUNICATION SYSTEMS B V 2005 All right are reserved Reproduction in whole or in part is prohibited without the written consent of the copyright owner All brand names and product names in this document are trademarks or registered trademarks of their respective companies Section 1 Introduction Introducing the SOPHO ErgoLine D340 eeeeccceeeseccceeseeeeeeeeeeeeeeeeeeeseanees How to us the Help keym cs ito neh ncee sei pate avenee a avaands SOPHO ErgoLine D340 Terminal Layout ee eeeeeeseessceceseeeeseeeesaeessneeeeee Section 2 Making and answering a call Making calls Dural aim Der 2 4 ceca kes she Ht seece esse He ote a a eee eee otc eth Dialling han ds iee 0 a Aaa avis ae ea Ant hase Aaa a
29. a phonebook is not always present this depends on the system Directory PhoneBook 1 Press the directory softkey or the phonebook ftkey es softkey If you have a phonebook softkey select the phonebook you want to access by pressing the related softkey aa 2 Key the first letter of the name you are calling for example to enter B press number key 2 twice Alternatively you can use the optional alphanumeric keyboard if you have one Q 3 Scroll if necessary to find the name you want Cee Kx 4 Press OK to see the number 5 Either lift the handset press the Loudspeaker LP q G A 7 x key or press OK Making calls 5 Using the Callers list During your absence callers numbers and or messages plus the date and time of the call are stored into the Callers list in your phone The Callers list can contain 15 callers numbers and or messages Message 1 The Message softkey flashes to indicate a new caller in the Callers list Press the Message softkey Callers 2 Press the Callers softkey The list of callers appears in the display Note The display shows the time and date that the call was received and the name of the caller if they are a member in your directory 3 Scroll to see all the callers in the list Note Once you have viewed all the callers in the list the message softkey stops flashing ReadMsg 4 To read a message from a caller press the ReadMsg softkey Remove
30. aking How to use Group facilities 73 Answering group calls private calls or personal calls It may be that your system does not support this feature for you If that is the case you will not have access to it Your telephone must have a key programmed for e incoming group calls the Group key e incoming private calls the Private key e incoming personal calls the Personal key It is possible to answer a call coming in on one of these keys the moment the LED in the key is flashing and there is no indication in the display e Ifthe LED in the key is flashing fast an external call is coming in e Ifthe LED in the key is flashing slowly an internal call is coming in Note If the LED in the key is on a call is coming however it cannot be answered by you 1 Press the Group key Private key or Personal key of which the LED is flashing Group or Private or Personal The name number of the incoming caller is displayed Van D 2 The telephone is automatically hands free Lift V q4 A the receiver to continue the call softspeaking 74 How to use Group facilities Parking and unparking a call It may be that your system does not support this feature for you If that is the case you will not have access to it Your terminal must have a key programmed for private park the Private park key or for group park the Group park key e Ifthe LED in the key is off the park key is empty no one is parked e Ifthe
31. answering the waiting call R 1 Press the Hold key da a 2 Press the WhoWaits softkey The name of the waiting call appears in the display Answer 3 Press the Answer softkey to answer the call Note Repeat the steps above to toggle between the two calls Ending the current call and answering call waiting ov 1 Replace the handset Note If the phone starts ringing there is a call waiting This is answered as a normal incoming call as at 2 below 2 Either lift the handset press the Loudspeaker key or y d A n a x press OK PS Answering incoming call waiting 21 Disconnecting a call and making another call whilst a caller waits Disconn 1 Press the Disconnect softkey hdd Directory 2 Wait for the dialtone then enter the number OO of the person you want to call or look up their or number in the directory Answering incomino call waiting whilst programmina the telephone lt r 1 Press the Exit key to terminate the programming G Note Only the programming you have carried out and confirmed by pressing OK will be saved Any previous data saved after pressing OK is intact S22 d 2 Answer the incoming call by either lifting the H handset pressing the Loudspeaker key or Ao or K pressing OK 292 Answering incoming call waiting Calling in a waiting message Before you can use this function you should program a key with the function Message waiting
32. does not support this feature for you If that is the case you will not have access to it Your telephone must have a key programmed for Group member calls by intercom the Group member intercom key It is possible to answer a call for a group member by means of his her group member key the moment the LED is flashing and there is no indication in the display e Ifthe LED in the Group member intercom key is flashing fast an external call is coming in for that group member e Ifthe LED in the Group member intercom key is flashing slowly an internal call is coming in for that group member If the LED in the Group member key is on this can mean two things e The group member is busy on a call or e Acall is coming in for the group member however this call cannot be answered by you Q 1 Press the Group member intercom key of which the LED is flashing The name number of Group member intercom the incoming caller is displayed ge 2 The telephone is automatically hands free Lift 4 A the receiver to continue the call softspeaking Answering an incoming call from a group member E T E Your telephone must have a key programmed for Group member calls by intercom the Group member intercom key It is possible to answer a call from a group member by means of the key for his her group member calls the moment the LED is flashing and the name number of the group member is displayed E Either lift the handset press the
33. dset 00O 00O OOO 2 Type the number you want DEUO REMO sitar E d 1 Press the Loudspeaker key O 00O OOG 2 Type the number you want Making calls Dialling a number offline O OO 1 Type the number you want 00O OOG i 2 Either lift the handset press the fi a Loudspeaker key or press OK O A o or K Dialling using a speed dial ke E es Before you can dial someone using a speed dial key it must be programmed with the number you are dialling see Programming a speed dial number into an empty memory key in section 4 d 1 Lift the handset or press the Z e Loudspeaker key O Ao ress the speed dial key you want 2 Press the speed dial key y F pa or i Press Shift and the speed dial key to access the second level Note If one keystroke call setup is active see Toggling features on and off in section 4 you only have to press the speed dial key The call is then set up automatically 4 Making calls Dialling someone usino personal directory or the extra phonebook s The directory often called personal directory is present in your terminal Before you can dial someone using the directory you must have a directory set up with names and numbers see Adding a name to the directory It can contain up to 100 names An extra phonebook consists of names numbers present in the system e g a list of the employees in the company An extr
34. eadset the normal hookswitch will be disabled You have to program a memory key with the function On off hook key for voice which can be used as hookswitch lt T 7 To return to idle press the Exit key 46 Setting the voice output medium Entering Special Mode Special mode gives you access to more features e g in the toggle list and it gives you the option to clear all personal information Features 1 From the Idle menu press the Features softkey Setphone 2 Press the SetPhone softkey SetMode 3 Press the SetMode softkey OOO OO 4 Enter the password pad The default password is 2468 eK 5 Press OK to enter Special Mode Using Special mode 47 Clearing all personal information keys directory messages The phone needs to be in Special Mode to do this see section Entering Special Mode Features 1 In Special mode from the Idle menu press the Features softkey Setphone D Press the SetPhone softkey 3 Scroll right twice to display the third level of softkeys Service 4 Press the Service softkey ae 5 Press the Clean softkey ClearMsg 6 To clear all messages press the ClearMsg softkey cee 7 To clear all keys at once press the ClearKeys ki o uae ClearDir 8 To clear the directory press the ClearDir softkey continued on next page 48 Using Special mode Clearing all personal information continued ResetList 9 To reset the toggle list
35. eees 77 Glossary Contents Introducing the SOPHO ErgoLine D340 The SOPHO ErgoLine D340 telephone combines modern styling with sophisticated easy to use functionality The ErgoLine range is designed to release the full power of the Philips iS3000 system The following Ergoline options offer you increased flexibility e Direct Station Select DSS module Each DSS module gives you an additional 14 programmable keys You can attach up to 3 DSS modules e Infra red Alphanumeric Keyboard Makes data entry easier It also enables optional you to control your terminal remotely e PC interface Enables you to control your terminal from your P C via a TAPI interface e line interfaces The set is factory fitted with a 4 wire or 2 wire terminal interface card How to use the Help key 1 Press the Help key to get Help on specific softkeys or fixed functionkeys Directory 2 Press the fixed function key or softkey ae C gt i ituati d read the displ d or in any situation and read the display 3 Press the Help key again to switch off Help Introducing the SOPHO ErgoLine D340 1 SOPHO ErgoLine D340 telephone layout E eS Softkeys Volume A Backspace Loudspeaker 0O00 Hold Mic mute Shift LNR gt F Help Exit gt O Memory keys OOO Special char key OK key SOPHO ErgoLine D340 Telephone Layout Dialling a number 1 Lift the han
36. elephone is locked in any of the ways detailed in Locking the telephone you can remove the lock You require a Lock password to unlock the telephone LockOff 1 From the Idle menu press the LockOff softkey _ OOO OO 2 Enter the lock password oe Default password is 111 eK 3 Press OK 44 Locking the telephone Changing your password to set the lock Features 1 Press the Features softkey Setphone 2 Press the SetPhone softkey P 4 3 Scroll right to display the second row of softkeys Password 4 Press the Password softkey cse 5 Enter the old password eK 6 Press OK oea 7 Enter the new password eK 8 Press OK coe 9 Enter the new password again eK 10 Press OK lt T 11 To return to idle press the Exit key Locking the telephone 45 Setting the voice output medium You can change the voice output medium for your telephone so that it will operate via a headset instead of the handset or vice versa Features 1 Press the Features softkey Setphone 2 Press the SetPhone softkey 3 Scroll right to display the second row of softkeys See ai 4 Press the VoiceOut softkey o_o Change 5 Scroll up and down to or press the Change s softkey until the output type you want is displayed or Note See Glossary for explanation of the terms K 6 Press OK to save the setting Note If you choose Handset without hook or H
37. eons Dialling a number offline eee eee eeeeceseeesneeeeseeeeseeeceaeecseecsseeeesaeessaeesseeese Dialling using a speed dial key eee eeseesseecsseecsseeeeseeeesaeecsaeessseessseaeeesaeers Dialling someone using the directory or the extra phonebook s eeee Using the Callers listaan ena E a E E A A TR Switching between Listen in Hands free and Soft speaking Switching from Soft speaking to Listen in eseseseseeesesereesrrerrrsrrrsrirerererrrererssre Switching from Soft speaking to Hands free eee eeseeeeseeceeeeeeeecsneeseneeee Switching from Hands free to Listen in 0 eee eeseeeseeceseeeeeeeeeeeeessaeessseesseeeees Switching from Hands free to Soft speaking ceeeeccceessnceeeeeneeeeessneeeesenees Switching from Listen in to Soft speaking ccccceeesseceeseceeeesneeeeeeeneeeesennees Switching from Listen in to Hands free 0 ee eeeeeeeseecsseeeeseeeeeeeeesseecseeseeeenee Switching the active microphone off and on Switching the active microphone off and OM eeseeeseeeeseeeseeeeeeeessaeeseneeeeee Contents Using Hold Putting the caller on Hold and calling someone else csseeeeeceeeeeeteeees Eransferrin p a Calll 4 tects aducil E tins Moet ae e ee eae Shuttling between two Calls ees eeseeessecececsseeeeseeecsseecsaeessseeseessseeeeseeesaeers Connecting to a held call and disconnecting a current call ee eeeeeeeeeeeeeee Connecting to a held call a
38. es 63 Using a function key to activate or deactivate a function 00 0 eee eeeeeteeeeeees 64 Using a speed dial key during a call oo eee eeseesseeeseeceneeceseeceseeessaeenaeessneers 64 Contents Section 5 Using Group functions How to use Group features Using sroup facilities 5 satin e eddiesitb lini nslhe ieee 65 Monitoring the status of group facility keys cee ceeseeeseeeesneeeereeseneeesneeeeee 66 Making a call to a groupmembet eee eeeeeeeeeeeeeeeeeeeeeceeeeeesaeessaeersneeeses 67 Making an intercom call to a groupmember eeeeeeeeeeeeeeeeseeeseeereeeeees 68 Answering an incoming call for a groupmembet eeeeeeeeeeeceneeeeneeeeee 69 Answering an incoming call from a groupmember eeeeeseeeeseeeeneeeeee 69 Toggling your telephone between absent and present seeeseeeeseeeeneeeeee 70 Switching your telephone absent for incoming group Calls ceeseeeeeeeeee 71 Remotely toggling another telephone between absent and present 72 Answering calls for the executive se eeeeeseereeceneetsseeceseeeesaeenseecsaeersaeeeses 73 Answering group calls private calls or personal calls cecsceeeeseeeeeeeees 74 Parking and unparking a Call sees cesecsseceseeeesseeesseecseecsaeecseeceseeeesaeeesas 75 Using an alternative secretary seiioti terrin ieee eS eiae ESSES 76 How to observe the group status ccsesccecsssececeeeeecesneeeeeeeeeeeessneeeessee
39. eystroke call setup feature is on the L telephone automatically activates handsfree and OA o calls this group member Ifthe One keystroke call setup feature is off the number appears in the display Lift the handset or press Loudspeaker How to use Group facilities 67 Making an intercom call to a group member It may be that your system does not support this feature for you If that is the case you will not have access to it Your telephone must have a key programmed per Group member the Group member intercom key It is possible to call a group member by means of his her Group member intercom key the moment the LED in the key is off e Ifthe LED in the Group member intercom key is off the group member is idle e Ifthe LED in the Group member intercom key is on this can mean two things e The group member is busy on a call or e A call is coming in for the group member however this call cannot be answered by you Press the Group member intercom key Group member intercom Handsfree is automatically activated Note If the group member allows incoming calls he she will hear you immediately after three short rings Note You can also use this key to call a group member in the normal way as follows LD 1 Lift the handset 4 A C 2 Press the Group member intercom key Group member intercom 68 How to use Group facilities Answering an incoming call for a group member It may be that your system
40. fter being disconnected ee eeeeeeeeseeeesneeeeeeeeee Setting up a three party Conference eee eeeeeeeseeesneecsseesneesseeceseeeesaeeesneenaes Answering and ending a call Answering an incoming Call ccecccccescccessneceeeeenceeeeeneeeeseneeeesseeeeeenaeeeenaees Answering a diverted callis ceiien ii a Ea iea Ending a Calbesi isc ce citecivccadcoueeseathtadovisat i a cdeetet ieveuderierts Using the last number redial Calling someone from the Redial list ee eeseeeseeessneeesneeceeecseeceeeeesaeeesaes Removing a number from the Redial list 0 0 0 eee eeeceesseceseeseneeseneeceseeeesneerses Editing a number from the Redial list 0 eeccceeeececceeeneeeeeeeeeeeeeeeeeenneeeeeees Dialling a number from the Redial list during a call eeeeeeeeeeeeeeeteeeeeeees Adding the number of a connected party to the Redial list eee eeeeeeeees Things you can do if the line is busy or not answered Calling back a busy number or a not answering NUMDET eeeeeeeeeeeeeeeeee Cancelling a Callback dair danse irar indies Ear Raabe hind asi st Things you can do if the line is busy Intruding on a busy Line eeee ceeeeccceesenceeceeseeeeeesnneeceseaeeeceenaeeessseeeeeeeeeeess Waiting for a busy extension cceeeeecceeceeeeeeeeseeeeeeeeneeeceeaeeeeeetaeeeeesnneeeeeees Contents Answering incoming call waiting Switching between the current call and a waiting incoming call 2
41. he Redial list Suffix dialling Sending digits to the switch during a call to request functions from the switch TAPI This stands for Telephone Application Program Interface e TAPI speech via accessory speech path is switched to equipment attachedto the audio 89 in output e g to an answering machine e TAPI speech via telephone speech uses the handsfree function the handset or headset connected to the telephone for example dialler Three party conference You can set up a call between yourself and two other parties All parties can hear each other Toggle list This is a list of functions which can be switched on or off U User mode This is the default mode for your telephone If your telephone is in Special mode you can switch it back to User mode by pressing the User Mode softkey V View Party You can display the number and name if the calling party is in your directory of both parties involved with you in a 3 party call Voice Out Softkey by means of which you can choose the required voice output medium 90 Voice output medium The medium used to make calls These are e Handset with hookswitch e Handset without hookswitch e Headset Volume keys These keys control the volume of the loudspeaker the ringer and the handset X X inp inst of mic The X interface is used to connect additional equipment such as a recording machine The X input instead of microp
42. he keys can be programmed to serve as Speed dial Function keys or Groupfacility keys Message Text displayed on the screen of your telephone which can be sent to other similar telephones Message waiting If a message has come in for you the LED of the Message waiting function key flashes 85 Metering If you make a call to an external destination the call may be metered to record the cost and duration of the call Microphone mute Muting the telephone microphone prevents the other party from hearing you This function is controlled by the Micr mute key Status depends upon how you are using the telephone and is indicated in the LED as follows e LED off The microphone in the telephone is not on because the telephone is idle or you are using the handset e LED flashing The microphone is blocked and the other party cannot hear you e LED on The microphone in the telephone is on you are using the telephone handsfree N Night mode Facility for diverting all calls to a specified extension usually the security duty officer s extension Any extension can be pre programmed as a night extension No access to programmed issues See Lock types 86 Notice Facility for leaving a short line of text displayed on your telephone and on the telephone of anyone who calls you A Notice can be stored on your telephone and displayed as required A maximum of twenty characters can be used O Off hook
43. hone function has to be switched on and off via a programmed function key It is used to switch between the voice input of the audio interface and built in microphones NOTICE TO THE USER This equipment is intended to be used for connection to SOPHO iS3000 systems This equipment is delivered with a line cord using RJ45 connectors for connection Hereby Philips Business Communications declares that the product ErgoLine D340 is in conformity with the essential requirements of Directive 1999 5 EC A copy of the raleted Declaration of Conformity can be obtained via the address mentioned in this manual CE 0344 PRODUCT DISPOSAL INFORMATION For countries in the European Union The symbol depicted here has been affixed to your product in order to inform you that electrical and electronic products should never be disposed of as municipal waste Electrical and electronic products including the cables plugs and accessories should be disposed of separately in order to allow proper treatment recovery and recycling These products should be taken to a designated facility where the best available treatment recovery and recycling techniques are available Separate disposal has significant advantages valuable materials can be re used and it prevents the dispersion of unwanted substances into the municipal waste stream This contributes to the protection of human health and the environment Please be informed that a fine may be imposed for illegal
44. key Setphone 2 Press the SetPhone softkey Ai 3 Press the Sounds softkey _ Melody 4 Press the Melody softkey 5 Scroll up and down to select from the different gt melodies R 6 Press OK to save the setting lt T 7 To return to idle press the Exit key 42 Changing specific telephone settings Locking the telephone You can lock your telephone so that its functionality is restricted in one of the following ways e You can make and receive calls but cannot access any programmed functions e You can receive calls but each key press or lifting of the handset leads to a hands free softspeaking call to a specific number e You can receive calls but cannot make calls or access programmed functions You require a Lock password to lock the telephone in any of the above ways Features 1 Press the Features softkey Setphone 2 Press the SetPhone softkey SetMode 3 Press the SetMode softkey OOO OO 4 Enter the lock password 00O Note The default password is 111 O 7 The password can be changed See section concerned R 5 To enter Lock mode press OK 6 Scroll to the lock type you want Choose from e z e No access to programmed issues e Each keypress is direct call to _ Receive calls only eK 7 Press OK Note After having chosen Each keypress is direct call to you should enter a number and press OK again Locking the telephone 43 Unlocking the telephone If your t
45. l after being disconnected R ease Press the Hold key or replace the handset i g a or vo If you replace the handset the telephone rings and you can answer it in the normal way Using Hold 11 Setting up a three party conference It may be that your system does not support this feature for you If that is the case you will not have access to it 1 Whilst connected to one caller press the Hold on key Prep3Call 2 Press the Prep3Call softkey OQO i j OO 3 Dial the number of the third party ain 4 To start the three party conference press the TD 3 Call softkey ewer 5 To seethe i d of the third connected party press the ViewParty softke a raid d 6 To withdraw from the call either replace the S handset or to use the telephone handsfree press j or K the Loudspeaker key or press OK The other two parties can continue their conversation after you have disconnected 12 Using Hold Answering an incoming call D q Either lift the handset or if using the telephone K hands free or press the Loudspeaker key Gao Answering a diverted call The call is diverted to you the moment you see the name or number of the originally dialled person in the top line of the display The name number of the originally dialled party can be accompanied by an indication between brackets of the reason why the call is diverted to you the person is busy in another call the pe
46. lanations for all of these features in the glossary at the back of this book 60 Setting up and using memory keys Programming a group facility in an empty memory key contd Keys 1 Press the Keys softkey C 2 Press the empty memory key you want to program GroupFac 3 Press the Group Fac softkey Q 4 Scroll down until you find the correct group S amp S facility k 5 Press OK to allocate the group facility to your selected memory key oo 6 Ifrequested enter a number for the group DOO facility ask your system supervisor OO k 7 Press OK Change 8 Ifrequested change the softring type by pressing the Change softkey Note If a loudring tone is requested select Ring 3 Softrings and switch in the toggle list Loudring for 3 softrings to ON x 9 Press OK Setting up and using memory keys 61 Editing the contents of a memory key Keys 1 Press the Keys softkey Q 2 Press the memory key you want to edit EditKey 3 Press the EditKey softkey XJ gge 4 Edit the number or choose another eee function group facilit B88 or e a Note If you are unable to edit a key contact the system supervisor as the key may have been locked by the system eK 5 To allocate the new number function or group facility to your selected memory key press OK 62 Setting up and using memory keys Emptying the contents of a memory key You need to empty the contents of a memory key if you want to change the functio
47. lcosts is H displayed AllCosts 3 Press the Al Costs softkey The total costs appear in the display Restart Cancel 4 To restart the point from which costs are monitored press the Restart softkey or Otherwise press the Cancel softkey to leave the menu Monitoring the costs and duration of calls 25 Adding a name to the personal directory Notes Names may be added to the directory when the telephone is idle Also during a telephone call the name of the B party may be added to the directory This personal directory in your phone can contain up to 100 entries PhoneBook Directory 1 Press the Phonebook softkey if present or Press the Directory key Add 2 Press the Add softkey Note During a call the number of the connected party will be displayed 3 Type the name e g to enter B press number key 2 twice 1 re eye Alternatively you can use the optional gt ABCAAAAAA 7 a Alphanumeric Keyboard if you have one 3 _DE Feee Z Note International characters can be obtained by gE 3 114 continuous pressing of the key until the character 6 MNOs6000ng6 required is displayed e g to enter press number 2 7 PORSB7 four times 8 TUV g 9 WXYZ9 0 space 0 EditName EditNmbr 4 Press the EditName the EditNmbr softkey or OK or ED or Note If the name and number displayed are correct press OK to save the entry Type the number
48. ls As a member of a normal group you can have access to the following facilities Absent for most calls Absent for group calls Incoming intercom is off Softring is off Status monitoring is off Show absent present status Group facility Group member calls Group member calls per intercom Private calls Personal calls Executive calls Group calls Private park Group park Diversion to alternative secr The following feature can be accessed in Special mode e Line key You can find an explanation of each of these keys in the glossary at the back of this book Note All the facilities discussed in this chapter must be programmed into the system as memory keys before they can be used How to use Group facilities 65 Monitoring the status of group facility keys It may be that your system does not support this feature for you If that is the case you will not have access to it You can identify the status of a group facility key by how the LED in the key is displayed Group Member key LED off LED on LED flashing fast LED flashing slowly LED flashing and name number of group member is displayed Meaning Group member is available his her phone is idle Group member is busy in a call or incoming call for the group member cannot be answered by you Incoming external call for group member Incoming internal call for group member Incoming internal call from the group member displayed on your phone
49. mpty memory key Keys 1 S 2 or 6 0 Speeddial 3 O 4 OOO 000 OO Press the Keys softkey Press the empty memory key you want to program or Press Shift and the empty memory key to program at the second level of the key Note You also can program the second level of the keypadkeys by pressing the Shift and a keypadkey Press the Speeddial softkey Type a number If the number matches with a name in the directory the matching name appears in the display Press OK to allocate the number to your selected memory key Setting up and using memory keys 57 Programming a function into an empty memory key It may be that your system does not support this feature for you If that is the case you will not have access to it You can program specific functions under a memory key allowing access to the function by way of a single key press The following functions can be programmed under a memory key Diversion of all calls Call back Diversion on busy Do not disturb DTMF tones Message waiting indication Call waiting beep is off Automatic answering Ringer is off On off hook key for voice Direct Password Notice Autom answering for 1 hr Handset without hookswitch Headset TAPI speech via accessory TAPI speech via telephone The following functions can be accessed in Special mode see Page 45 Night mode PFM Foot pedal Second bell Light doorlamp when busy Light doorlamp manually
50. nality of the key If however you just want to clear the contents without allocating anything else to the memory key press Exit when you have finished clearing the key Keys 1 Press the Keys softkey 2 Press the memory key you want to clear or edit J Keys 3 Press the EmptyKey softkey lt T 4 You can now program the key again or press Exit to return to idle Setting up and using memory keys 63 Using a function key to activate or deactivate a function Q If a memory key has a function allocated to it its LED will be lit indicating that the function is active Press the function key to toggle the function on and off Note If this function has been programmed under the second level of the key the LED will not light Using a speeddial key during a call aaa a If there is already a call on hold you cannot use this facility During a connection press a memory key which is programmed for speed dialling This puts the original call on hold and dials the speed dial number Note This will only work if one keystroke call setup is on See the section Toggling features on and off 64 Setting up and using memory keys Using Group facilities It may be that your system does not support this feature for you If that is the case you will not have access to it Group facilities allow you to make use of pre programmed facilities for selectively answering or diverting different cal
51. o the keyboard type option Cee y ype op aii 9 Press the Change softkey to switch to the QWERTZ keyboard from the QWERTY Tear snare 10 Scroll down to the keyboard key click option 4 continued on next page 52 Alphanumeric keyboard Setting the alphanumeric keyboard module Change 11 Press the Change softkey to change the setting of the key click 12 Scroll down to the autorepeat delay option See Change 13 Press the Change softkey to set the right autorepeat delay J 14 Scroll down to the autorepeat speed option See Change 15 Press the Change softkey to set the right autorepeat speed 0K 16 Press OK to save all the keyboard settings Note To change only one option on the keyboard settings press OK after making the change SE 17 To return to idle press the Exit key Alphanumeric keyboard 53 Entering special characters on the alohanumeric keyboard 1 Press the unmarked grey key located in the top right corner of the keyboard eg S 0 L 1 li A adAdaatae C i E l c I l i N l O l g S B U 2 Press the required alpha numeric key circled by the colour grey as many times as necessary to get the wanted character The table illustrated shows the characters which can be acquired this way The special character selection automatically switches off once another alpha
52. ok by pressing the appropriate softkey ABC 2 Type the first character s of the name e g to enter B press number key 2 twice Alternatively you can use the optional Alphanumeric Keyboard if you have one 3 Press OK or scroll if necessary to the name Press OK to check the extension number 4 Press OK to check the extension number 5 Press the copy softkey 6 Press OK to copy the item to the personal directory Using the directory 29 Sending a message To send a message you must either be connected to someone or their telephone must be ringing Message 1 Press the Message softkey Any prepared messages appear in the display Note To enter messages to the list see Preparing a list of free messages 2 Use the Down Arrow to display the message you want 3 Edit the message if necessary using Backspace 4 Ifyou want to enter a new message scroll down to the first free text line enter the text and press OK eee aec SendMsg 5 Press the SendMsg softkey to send the message to the other party Oyu key if in Hands free mode when you have oraa finished O O N d 6 Replace the handset or press the Loudspeaker Note To be able to receive the message the other party needs to have a similar type of phone 30 Sending and receiving messages Reading a message during a call If you receive a message during a call the message is displayed immediately a 1
53. ophone The other party cannot hear you C Call back If you call an internal extension which is busy or does not answer you can press the Callback softkey to have the system to call you back the moment the other party s telephone is idle or used again Call diversion Call diversion is a facility to divert calls to another extension This can be to a fixed or variable extension Callers list The telephone can keep a record of all calls which are not answered by you The record includes messages left by the callers and the time and date they called The list can store details of up to fifteen callers You can choose to disable the Callers list Then the telephone will not record the unanswered incoming calls 80 Call waiting beep Your telephone emits two short beeps to alert you to a call waiting You cannot alter the sound of the beeps but you can disable the signal Call waiting indication If a caller dials your extension number while you are on another call two short beeps will sound and a bell icon flashes on the display The beeps can be disabled D Delete all call backs You can delete all activated call backs Press the Del Callb softkey Dial tone The tone you hear when you lift the handset or press the loudspeaker key from idle Direct call to See Lock types Direct password A key can be programmed with this function Pressing the key lifting the handset and typing a pa
54. ou can vary the sound volume and the melody played for an incoming call The sound of the telephone bell can be disabled S Scroll keys Keys which allow you to move the display message up or down or to move left or right to edit entered digits characters or to reveal more softkeys in the same menu 88 Second bell If your telephone is wired to control a second bell via the static interface the telephone can be set up to ring the second remote bell to signal an incoming call This only works for voice calls Set melody The incoming call indication bell can be set to play a selected melody There is a choice of twelve melodies to choose from Set mode By means of this softkey you can access the Lock mode or the Special mode Set ringer volume The ringer volume can be changed by using the volume up down keys Shift key This key allows you to switch between the two programmable levels of the programmable keys and to switch between number and alphanumeric input during editing Show absent present key Group facility key that allows you to see or change the absent present status of other members of the executive secretary group If you switch someone else s telephone to absent all their calls will be diverted to your extension and up to ten predefined people within the group can call them directly Shuttle If you put a caller on hold and call a third party you can rotate or shuttle between
55. oup facilities How to observe the group status It may be that your system does not support this feature for you If that is the case you will not have access to it 2 Lift the h L 1 ift the handset d A eee 2 Diala start code plus the group nmbr ask your cae system supervisor what these numbers are The display will show 6 digits which mean the following e the first 2 digits show how many group members are present e the second 2 digits show how many are absent e the third 2 digits show how many calls are waiting How to use Group facilities 77 Your telephone may not support all of the features mentioned below A Absent for group calls Group facility that allows you to prevent group calls from being directed to your extension Absent for most calls Group facility that allows you to prevent incoming calls by switching to absent and to allow them by switching to present If you switch to absent all calls will be diverted to a pre defined extension Your telephone can still be reached by entitled users within the executive secretary group and you can still receive calls for example to your private number All costs You can display the total costs for all outgoing external calls The total costs since the last costs reset are displayed Alphanumeric keyboard The alphanumeric keyboard is an accessory which allows you to input text You can enter upper and lower case characters and special
56. pedal If your telephone is wired to control a footpedal via the static interface this accessory is used as a substitute to the hookswitch to initiate or answer a call handsfree For instance if you are using a headset Function key A memory key which has been programmed to activate a function G Group People with an inter related job function or interest can have their extensions grouped This allows each such extension to make use of Group facilities The people thus grouped are called Group members Group absent present key Group facility key that allows you to switch your telephone absent present for groupcalls If you switch your telephone absent to groupcalls the incoming groupcalls are rerouted to other group member s Group facilities Facilities supported by the telephone system to make it possible to work efficiently in a group For example you are able to answer each others calls and monitor each others telephone status Group member calls per intercom Group facility that allows you to answer calls for and make intercom calls or normal calls to another group member Group member key Group facility key that allows you to answer calls for and make calls to another group member Group observation When this function is active you can display the absent present status of the members of a group and how many waiting calls there are for the group Group park key Group facility
57. phone for diverting calls It may be that your system does not support this feature for you If that is the case you will not have access to it If you want to divert calls from your telephone but are not sure where you want them diverted to you can prepare your telephone to divert calls and then divert them from another telephone at a later time Features 1 Press the Features softkey Diversion 2 Press the Diversion softkey 3 Scroll down to the Prepare diversion to a 4 variable extension option R 4 Press OK Note Until you set up the diversion calls will still come to your telephone See Diverting calls from another phone to your phone 34 Diverting calls Diverting calls from another phone to your phone Note This feature only works if the other telephone has a diversion to a fixed extension activated or if you have prepared your telephone for diverting calls but have not yet specified where the calls are to be diverted to Features 1 Press the Features softkey Diversion 2 Press the Diversion softkey 3 Scroll down to the Divert to this phone option S amp S 4 Type your personal extension number i e the phone you want to divert calls from O OO k 5 Press OK Diverting calls 35 Deactivating diversion of your calls from your phone It may be that your system does not support this feature for you If that is the case you will not have access to it
58. rson doesn t answer the phone the person cannot be reached the person is absent The name and or number of the calling party can be accompanied with a amp icon This means that the caller has been waiting in a queue for a while 1 Lift the handset or press the Loudspeaker key Answering and ending a call 13 a d 1 Replace the handset or if using the telephone gT handsfree press the Disconn softkey or the yo Loudspeaker key Disconn If you replace the handset the duration and costs of the call if available are displayed Note If the phone starts ringing after you have ended the call there is a call waiting This is announced as a normal incoming call N q 2 Lift the handset press the loudspeaker key or L F press OK to answer this next call Ao or K 14 Answering and ending a call Calling someone from the Redial list Every time you make a call the number you call is stored in the Redial list This list can contain 10 numbers 1 Press the Redial key Q 2 Scroll to find the number you want to call See Either lift the handset or if using the telephone ze 1 3 fo ious handsfree press the Loudspeaker key or press Aor Ou K OK Any currently connected party is put on Hold automatically Removing a number from the Redial list 1 Press the Redial key 2 Scroll to the number you want to remove Remove 3 Press the Remove softkey lt E 4 To
59. ssword ask your system supervisor will allow you to access privileged functions authorized for that access level Directory A list of names and numbers in your telephone which can be used to call people or see who is calling you Disconnect If you end a call a call by pressing the Disconn softkey you will immediately hear the dialtone again Display The small screen on your telephone You can vary the contrast level of the screen Diversion If you want to receive your calls somewhere else incoming calls can be diverted to a selected or variable extension Diversion on busy If this function is switched on your calls will automatically be directed to another pre defined extension if you are on a call Divert to altern secr Groupfacility that allows you to divert your calls and the calls for your boss which normally come in to your telephone to another pre defined extension A memory key must be programmed to allow you to do this Do not disturb Function that blocks your extension to callers Incoming calls will be diverted to the operator The function can be toggled on off Doorlamp If your telephone is wired to control a doorlamp via the Static interface you can program the following options e Doorlamp when busy The doorlamp can be programmed to illuminate when your telephone is busy e Doorlamp manual Pressing the memory key allocated to this function will illuminate the doorlamp
60. st 2 Press the ToggleList softkey Q 3 Scroll to the feature you want See Change 4 Press the Change softkey OK 5 Press OK to save the setting lt 6 To return to idle press the Exit key 38 Toggling features on and off Changing the contrast of your display 1 Press and hold down the Shift key 2 Whilst holding down the shift key press the minus or plus key to alter the contrast J 3 When you are satisfied with the contrast level release the Shift key Changing specific telephone settings 39 Changing the language of your terminal Features 1 Press the Features softkey Setphone 2 Press the SetPhone softkey Language 3 Press the Language softkey Change 4 Press Change or scroll until the language you a H 6 want is displayed or 0K 5 Press OK to save the setting lt T 6 To return to idle press the Exit key O 40 Changing specific telephone settings Adjusting the ringer volume on your telephone Features 1 Press the Features softkey Setphone 2 Press the SetPhone softkey Sounds 3 Press the Sounds softkey am Volume 4 Press the Volume softkey Adjust the volume up or down using the volume control keys 6 Press OK to save the setting lt T 7 To return to idle press the Exit key Changing specific telephone settings 41 Adjusting the ringer melody on your telephone Features 1 Press the Features soft
61. to set the 1OCK eee eeseesseeeeseeceeeeeeeeecseeeeneeeesaee 45 Setting the voice output medium Setting the voice output medium 20 0 0 eee eeeeeeneeesneecseeeseeceseeeesseecsaeessseeesea 46 Contents Using Special mode Entering Special Mode eee a aa a a Ea EA E 47 Clearing all personal information keys directory messages eeeeeeeee 48 Downloading features to your telephone eeeeeeeeeseneeseneeseseeceseeeesseeesaeers 50 How to return to User mode ceeccssseessseecsscecssceceseecesseecsaeecsaeessneeessaeeesaes 51 Alphanumeric keyboard Setting the alphanumeric keyboard module eee eeseeeeeeeneeeeneeceseeeeeeens 52 Entering special characters on the alphanumeric keyboard ce eeeeeeeeeneees 54 Entering capital letters using the alphanumeric keyboard ee eeseeeseeeseees 55 Preparing a list of free messages Preparing a list of free messages ceeeeeseesseeeeseeeesseecsseecseeceeceteesesaeessaeers 56 Setting up and using memory keys Programming a speed dial number into an empty memory key eee 57 Programming a function in an empty memory key ssesseseeeeeeeeereeererreererereeree 58 Programming a group facility in an empty memory key eeeeeseeeseeeeeeeee 60 Editing the contents of a memory Key eeeeeseeeseeeeseceneecseceeeseeeesaeeeseeeneers 62 Emptying the contents of a memory Key eeeeeeeeesseeeneeceeecsneeseseeeesaeera

Sophos D340 User's Manual

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