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Mitel 5304 IP Phone User Guide

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1. Routing Type Description Mobile Twinning Calls simultaneously ring your desk phone and mobile phone before going to voice mail Delayed Mobile Calls ring your desk phone first and then ring both your desk phone and Twinning mobile phone before going to voice mail Check with your system administrator to see which routing type has been programmed for you Your administrator can modify these routing types by adding or removing routing steps adding or removing destinations and changing the ring timers if required To ensure that calls are routed correctly to your mobile and home phones inform your system administrator if either of these phone numbers change Mitel 5304 IP Phone User Guide Issue 3 February 2011 Call Features The following call types do not follow Dynamic Extension Express e Hunt group calls e Hunt group announcement overflow calls e Transfer recalls Hold recalls Conference recalls and Attendant recalls A recall occurs when a feature cannot be completed or the feature times out and the call returns to the originating extension For example a holding call will recall the extension where it was placed on hold when the hold timer expires NOTE Using the Handoff Push Pull Feature Dynamic Extension Express also includes the Handoff feature which includes the following functions e Push The Handoff push function allows you to move an active call from any of your internal associ
2. seeeeennn eR BB Using Secondary Extension ButtonS oooocoomommmmo o Using Hot Desking cece III Using Configuration Assistant 0 0 0 0 cee eee Changing Your Station Passcode 22222222 sense Accessing Configuration Assistant 0 0 00 cee eee ee Changing the Dynamic Extension Express Settings Changing the DND Settings a Changing the Manual Call Forwarding Settings Managing Meet Me Conferencing Access Codes Using Remote Programming o oooccoococcnr eee Changing the Dynamic Extension Express Settings Changing the DND Settings 2 0 0 cee ees Changing the Manual Call Forwarding Settings Changing Your Station Passcode 2222222 ernennen Messages Contents Leaving Messages at Other Extensions e Viewing and Responding to Messages ooooocoooommoo Canceling Messages Left at Other Extensions Deleting Waiting Inter Station Messages Using Do Not Disturb DND s seen n RII Using Reminder Messages sese nnn n n n Paging Other System Users 222 esses Placing a Page Announcement ococcoc less Enabling or Disabling the Paging Feature Hunt Groups Logging in to ACD Hunt Groups nnn Logging out of ACD Hunt Groups o Stopping th
3. Viewing Your System Information 0 cece e n hh hn 32 Viewing Caller ID Information lsseeeee RR IIR IH nh 32 Forwarding Calls 22 s oiii ss Ha ARR iaa Riu 33 Manual CalliF rwarding cuco remet ttp Ne ox I eee 33 System Forwarding roda rendo eg a ea CR C REC A at e ae bs 33 Using Dynamic Extension Express eee nnn 34 Using the Handoff Push Pull Feature 0 eh 35 Receiving Message Waiting Indications lille 36 Placing Ad Hoc Conference Calls ooooocooooocnoon n n n nn n nnn 37 Adding a Conference Party oooocccocnoc ll RR na 37 Transferring a Conference teas 37 Dropping Out of a Conference 0 00 cee eee 37 Ending a Conference and Placing all Parties on Hold 2 2 2 0 0000 c eee eee 38 Using Meet Me Conferencing ccc cee eee RH HH Hh m mh hh 39 Conference Assistant ur side ex en EUR ERE n RR ERROR RERO Rie n GE NP eR eS 39 Access Codes c c ran usa hee eA ecd sandte era E ed eed 39 Setting Up a Meet Me Conference 0 2 n 39 Joining a Meet Me Conference 222 seen rennen een en 40 Dropping Out of a Meet Me Conference 000 elles 40 Putting a Meet Me Conference on Hold eh 40 Transferring a Meet Me Conference el 40 Page xii Mitel 5304 IP Phone User Guide Issue 3 February 2011 Using Record A Call n n n nn Using Group Listen nn KI Using Call Logging
4. Check with your administrator if you would like to take advantage of this feature Mitel 5304 IP Phone User Guide Issue 3 February 2011 Call Features Placing Ad Hoc Conference Calls You can place a Ad Hoc conference call with up to three internal or external parties for a total of four parties including yourself To place a conference call 1 While on the first call press the Special button and then dial 5 to place the call on hold CALL NEXT PARTY TO CNF appears 2 Place a call to the next conference party For external calls dial the Outgoing Call access code 8 is the default code and then dial the number 3 After the party answers announce the conference press the Special button and then dial 5 to place the call on hold If necessary repeat this step to add the remaining conference party 4 Press the Special button and then dial 5 a final time to start the conference CNF IN PROGRESS appears Adding a Conference Party You can add a conference party during the conference To add a conference party 1 Press the Special button and then dial 5 This leaves the conference parties connected and on hold 2 Place a call to the party to be added to the conference and then announce the conference Press the Special button and then dial 5 twice to add the party and rejoin the conference Transferring a Conference You can transfer an existing conference to another extension To transfer a confer
5. Press the Hold button twice for internal parties or the applicable Call button for external parties Mitel 5304 IP Phone User Guide Issue 3 February 2011 Call Features Using Meet Me Conferencing The Meet Me Conferencing feature allows up to eight internal and or external callers to dial into a conference instead of being manually added by an internal user as is the case when using the system s traditional ad hoc conferencing method See page 37 for details on using the traditional Ad Hoc Conferencing method Note that unlike an Ad Hoc Conference a Meet Me Conference can consist entirely of outside parties an internal system user does not have to be present Also note that the traditional Ad Hoc Conferencing feature is still available for use even when Meet Conferencing is licensed and enabled Both conferencing types are available for use as needed Many existing system features that work with the traditional Ad Hoc Conferencing method such as Record A Call transferring a conference placing a conference on hold etc also work with the Meet Me Conferencing method Conference Assistant Conference Assistant is a voice guided application that allows you to initiate or join a Meet Me Conference by dialing the extension number assigned to the Conference Assistant and then entering the proper access code If you enter an invalid access code the Conference Assistant prompts you to try again The Conference Assistant also lets
6. The display shows the feature state DIVERT HUNT GROUP CALLS Dial 324 again to accept calls Mitel 5304 IP Phone User Guide Issue 3 February 2011 Page 61 Hunt Groups Hunt Group Supervisor Features The following features can be used by hunt group supervisors only Accepting or Rejecting Agent Help Calls Supervisors can accept or reject Agent Help calls To accept an Agent Help request Answer as usual Your microphone is automatically muted To reject an Agent Help request Lift the handset and dial 376 AGENT HELP REJECTED appears Monitoring Calls You can use Station Monitor to connect to a hunt group call and hear both parties but you cannot be heard by either one Station Monitor stops ifthe hunt group member terminates or transfers the call You can also barge in to or steal monitored calls as described in the following sections In addition you can record the call See Using Record A Call on page 41 for more information about recording calls Station Monitor is not supported on peer to peer P2P calls Contact your system Aene administrator for more information To use Station Monitor 1 Lift the handset and dial 321 2 Enter the extension number MONITORING EXT number appears Monitored hunt group members may hear an activation tone when the feature is activated Stealing Hunt Group Calls While monitoring a hunt group call you can steal the call from the hunt group member which
7. disconnects the call from the agent and transfers the call to your extension To steal a hunt group call While monitoring a call dial 387 CALL STOLEN FROM EXT number appears Page 62 Mitel 5304 IP Phone User Guide Issue 3 February 2011 Hunt Groups Using Barge In While monitoring a hunt group call you can use Barge In to join the call To monitor and or barge in on a call 1 Touse the speakerphone While on hook dial 321 You hear a confirmation tone ENTER EXT TO MONITOR appears To use the handset Lift the handset and then dial 321 You hear a confirmation tone ENTER EXT TO MONITOR appears 2 Dial the extension number or press the lit station speed dial or PKM button of the station to be monitored You are automatically connected to the call MONITORING extension number appears 3 While silent monitoring a call you have the following options e To barge in on a call dial 386 BARGE IN IN PROGRESS appears While on a call you can monitor record or steal the call by entering the appropriate feature code To return to silent monitoring of the call dial 386 again To record the call dial 385 e To record a call dial 385 MONITORING extension number appears While on a call you can monitor or steal the call by entering the appropriate feature code To stop recording the call dial 385 again e To steal a call dial 387 CALL STOLEN FROM extension number appears The hunt group member s display
8. see page 49 e DND see page 47 e Manual Call Forwarding see page 47 e Meet Me Conferencing see page 48 You need a Configuration Assistant extension number to use this feature Contact AS your system administrator for more information Changing Your Station Passcode Before using Configuration Assistant Mitel recommends that you change your default station phone passcode to something more secure To change your station passcode 1 Lift the handset and dial 392 ENTER PASSCODE appears 2 Enter your current passcode the default passcode is your extension number followed by CHANGE PASSCODE TO appears 3 Enter the new passcode followed by VERIFY PASSCODE appears 4 Enter the new passcode again followed by DATABASE UPDATED appears To change the passcode from another phone see Changing Your Station Passcode on page 51 Mitel 5304 IP Phone User Guide Issue 3 February 2011 Page 45 Call Features Accessing Configuration Assistant Follow the instructions below to access Configuration Assistant To access Configuration Assistant 1 Access the Configuration Assistant extension number from inside or outside the system by e dialing it from any phone in the system e being transferred to it e dialing it from automated attendant voice mail or DISA 2 Doone ofthe following e If calling from your main desktop phone proceed to step 3 e If calling from someone else s main desktop phone that
9. IP Phone User Guide Issue 3 February 2011 Call Features Using Record A Call You can use Record A Call to record an ongoing call as a mailbox message You can then retrieve the message from your voice mailbox The Record A Call feature stays active after the other party hangs up so you can add your own message to the recorded call NOTE Record A Call is not supported on peer to peer P2P calls Contact your system administrator for more information To use Record A Call 1 While on a call press the Special button and then dial 385 REQUESTING RECORD A CALL appears Enter the voice mailbox number where you want the recording to be saved RECORD A CALL IN PROGRESS appears and both you and the calling party hear a confirmation tone if enabled If your system administrator assigns the Record a Call voice mailbox NOTE Ree destination you do not need to enter the voice mailbox number To stop Record A Call Do one of the following e Press the Special button and then dial 385 e Hang up 2 This feature may or may not be enabled for your system Mitel 5304 IP Phone User Guide Issue 3 February 2011 Page 41 Call Features Using Group Listen You can use Group Listen to activate the speaker while you use the handset or headset to continue speaking This allows other people to hear the other party on the call while the other party can only hear you through the handset microphone To use Gr
10. If the call is transferred to voice mail you hear repeating double tones e Visually monitor the call activity of the assigned extension if the button you assign has a lamp The following table describes the lamp signals and the indicated call activity for a Programmable Key Module PKM button station speed dials do not show status Lamp Signals Description Continuously Lit The extension is busy or off hook Slowly flashing The extension is in Do Not Disturb DND Quickly flashing The extension has a call ringing in Continuously flashing The extension is causing a Station Off Hook system alarm Page 12 Mitel 5304 IP Phone User Guide Issue 3 February 2011 Personalizing Your Phone Default Access Codes The following are default system access codes If your system uses different codes record the codes in the New Code column for reference Outside Line Access Codes Code Type Code New Code Emergency Call 911 999 112 Europe Outgoing Call Default 8 Select Line Group 1 to 208 92001 to 92208 Automatic Route Selection 92000 Extension Numbers Code Type Code New Code Attendant 0 Phone Extensions 1000 to 1999 Hunt Groups 2000 to 2299 Default Feature Codes The following table lists default feature codes If your system administrator changes any of the default codes you can record the new codes in the New Code column for refere
11. JY 6 3 or serious injury The exclamation point within an equilateral triangle indicates that important operating and maintenance servicing instructions are included in the literature accompanying the product Maintenance and Repair There are no user serviceable parts inside the IP phone For repairs return the IP phone to an authorized Mitel provider Changes or modifications not expressly approved by Mitel may void the user s right to operate the NOTE a equipment Page vi Mitel 5304 IP Phone User Guide Issue 3 February 2011 Power Requirements IP Phone Damage Hazard To avoid damaging the IP phone make sure the IP phone is connected to the proper power supply before powering on Contact your system administrator for more information The IP phone requires any one of the following power supplies e Mitel 48 volt DC Ethernet power adaptor 100 240 volt AC 50 60Hz ES part number 50005301 e An industry standard IEEE 802 3af Power over Ethernet PoE power supply unit If your phone uses a centralized PoE power supply unit do not use the 48 volt DC Ethernet power adaptor If necessary contact your system administrator for assistance before connecting your phone to the centralized power source Make sure the IP phone is plugged into an uninterruptible power supply UPS If your phone is plugged into the UPS and the power fails it should remain powered on for about 10 minutes If the IP phone is not plugg
12. Language Your system administrator can select two of the following languages as the primary and secondary languages to display text 1 e American English e British English e Canadian French e Mexican Spanish The language choices appearing on your display are controlled by system programming For example if your system administrator programmed your phone with American English as the primary language American English is used for display text You can change the language by selecting the secondary language Contact your system administrator for more information To change the language Lift the handset and dial 301 to select either the primary or secondary language The display shows text in the selected language 1 This feature may or may not be enabled for your system Page 8 Mitel 5304 IP Phone User Guide Issue 3 February 2011 Personalizing Your Phone Adjusting the Display Contrast You can adjust the display contrast setting To adjust the Contrast setting 1 Lift the handset and press the hookswitch down 2 Dial 303 3 Doone ofthe following to adjust the contrast e Press AX Up or W Down to adjust the contrast e Press a number on the dialpad 1 lightest 10 darkest that corresponds to your desired contrast level 4 To save the setting press Mitel 5304 IP Phone User Guide Issue 3 February 2011 Page 9 Personalizing Your Phone Using the Dialpad Buttons to Enter Characters You can
13. Mitel 5304 IP Phone User Guide Issue 3 February 2011 Page 21 Answering and Placing Calls Placing External Calls The following sections describe how to place an external call and the features you can use when placing external calls To place an external call 1 Lift the handset 2 Press the Call button or dial the Outgoing Call access code 8 is the default code 3 Dial the number If you cannot place an external call because all outgoing lines are busy you can request a callback which prompts the system to contact you when a line becomes available See Requesting a Callback Queuing the Phone NOTES on page 21 If you are prompted for an account code indicated by a single beep you must enter an account code before you can place your call See Using Account Codes on page 27 Depending on system configuration you may also be able to use one of the following methods to select an outgoing line e Enter the Select Line Group feature code The default codes are 92001 to 92208 e Enter the Automatic Route Selection ARS feature code The default code is 92000 Contact your system administrator for more information about using Select Line Group or ARS access codes Redialing a Number You can quickly redial the last external number dialed You cannot redial extension numbers To use Redial Lift the handset and press the Redial button The system automatically selects a line and dials the number Page 22
14. Mitel 5304 IP Phone User Guide Issue 3 February 2011 Answering and Placing Calls Using Speed Dial You can use speed dial to quickly dial stored phone numbers Speed dial numbers are either stored in the system System Speed Dial or in your phone Station Speed Dial Using System Speed Dial Your system administrator assigns Speed Dial location numbers which are available to anyone in the system Contact your system administrator for additional information To view or dial System Speed Dial numbers 1 Lift the handset and dial 381 REVIEW SYS SPEED code range appears 2 Do one of the following e Press A Up or W Down to scroll through the speed dial locations e Enter the speed dial location 000 to 999 or 0000 to 4999 3 Press to dial the number Using Station Speed Dial You can use Station Speed Dial to store phone numbers for your personal use Other system users do not have access to your Station Speed Dial numbers Storing Station Speed Dial Numbers You can store up to 10 Station Speed Dial numbers To store a Station Speed Dial number 1 Lift the handset and dial 383 PROGRAM STN SPD 0 9 OR SCROLL appears 2 Do one of the following e Press AX Up or Ny Down to scroll through the speed dial locations e Enter the speed dial location 0 to 9 Press to select the location 3 Enter the name of the speed dial contact up to 16 characters For dialpad character descriptions see Using the Dialpa
15. OF THE EUROPEAN PARLIAMENT RTTE DIRECTIVE AND OF THE COUNCIL is given Mitel IP Phone 5304 Any unauthorized modification of the product voids this Declaration For a copy of the original signed Declaration of Conformity in full conformance with EN45014 please contact the Regulatory Approvals Manager at the above address Mitel 5304 IP Phone User Guide Issue 3 February 2011 Page ix Contents Contents Getting Started 1 Welcome lo eh 1 About Your IP Phone 0220000200 sere eee reat debe ana ann 1 5304 Features Hamak manahan I Lene dara da Yona dir e a eb 2 Phone Feature Descriptions liliis 3 Phone SigNalS 2201 M a ai a a dc 5 Comfort and Safety Tips 214 2 24 2a HA sce NA ee tee eee ee sr ir rra eee rrr dee 5 Headset Instructions oue da nn Ben 6 Personalizing Your Phone 7 Installing Designation Cards RR III nh 7 Changing Volume Levels o ooooocoooo eR hh hh rh hn 7 Changing the Ring Tone 22 n n hh nh mr run 8 Listening to Background Music llis n n n n hh 8 Changing the Language 0 cece cee n nh RR hh hr rh hr 8 Adjusting the Display Contrast eee e hm hun 9 Using the Dialpad Buttons to Enter Characters es 10 Using Programmable Buttons ocooccococcon e n hh hh run 12 Default Access Codes 0 e anne nn 13 Default Feature COdes ooooococorcrrrr ahhh 13 Viewing Button Assignments 222 2
16. Pick Up 4 Ring Tone Selection 398 Station Speed Dial 382 Station Speed Dial Programming 383 Switch Keymap 399 System Forward On Off 354 System Speed Dial 381 View Button Assignments 396 Page iii Answering Calls Lift the handset to answer a call Placing Emergency Calls Dial the emergency number 911 U S or 999 112 Europe The system immediately places the emergency call as soon as you dial the number even if you do not select an outside line Placing Internal Intercom Calls Lift the handset and dial the extension number If you enter incorrect digits you can press the Hold button to move the cursor backward deleting the last digit entered Placing External Calls Lift the handset press the unlit Call button and then dial the number Redialing External Numbers Lift the handset and press the Redial button The system automatically selects a line and dials the number Transferring Calls to Other Extensions 1 While on the call press the Transfer button and then enter the extension number 2 Do one of the following e Wait for an answer announce the call and then hang up If the extension is unavailable press the flashing IC or Call button to return to the caller e Hang up to transfer the call and disconnect the call from your phone Forwarding Calls 1 Press the Forward button and then enter the feature code if applicable ENTER FORWARD DEST appears 2 Do one of the followin
17. To answer calls when using a headset While headset mode is enabled press the Speaker button to connect to and disconnect from calls To disable Headset mode and activate the handset 1 Remove the headset jack from the handset port located on the back of the phone 2 Insert the handset jack into the handset port 3 Lift the handset and press the hookswitch down 4 Dial 317 Headset On Off HEADSET MODE OFF appears Mitel 5304 IP Phone User Guide Issue 3 February 2011 Personalizing Your Phone Personalizing Your Phone This chapter describes features you can use to personalize your phone Installing Designation Cards If you program buttons on your 5304 see page 12 you can install a new paper designation card with the revised button labels A plastic cover holds the designation card in place Designation cards are provided by your system administrator To replace the default designation card Remove the plastic cover over the original designation card Discard the original designation card Place the new designation card next to the buttons on the phone Bop ON c Replace the plastic cover on the new designation card Changing Volume Levels You can change the following volume levels e Ringer alerting tone e Handset e Headset e Background music e External speaker Turning the external speaker volume down to the lowest levels may prevent you NOTE from hearing the feature warning tones that notify you
18. calls to your extension To stop the wrap up timer Lift the handset and dial 329 The display shows ACD WRAP UP TERMINATED Page 60 Mitel 5304 IP Phone User Guide Issue 3 February 2011 Hunt Groups Other Hunt Group Features The following features can be used by ACD or UCD hunt groups Requesting Agent Help You can use Agent Help to request help from a designated Agent Help Extension usually your supervisor during a call When your request call rings at the Agent Help Extension the supervisor can join the call or reject the request Agent Help is not supported on peer to peer P2P calls Contact your system nz administrator for more information To use Agent Help 1 While you are on a hunt group call press the Special button and then dial 375 If you hear repeating tones one of the following has occurred e The feature is not available at your IP phone NOTE e You already have four parties in your call e Not enough system circuits are currently available e The Agent Help Extension is in DND 2 If not preprogrammed dial the Agent Help extension number If the Agent Help Extension accepts the call AGENT HELP IN PROGRESS appears If the Agent Help Extension rejects the call AGENT HELP REJECTED appears Diverting Hunt Group Calls You can temporarily divert hunt group calls preventing hunt group calls to your extension To divert hunt group calls Lift the handset and dial 324 to divert calls
19. mail instructions refer to the voice mail user guide for your system For example refer to the Enterprise Messaging Unified Voice Messaging and Embedded Voice Mail Card User Guide part number 835 3205 or the Mitel NuPoint Unified Messaging User Guide on the Mitel Web site http edocs mitel com Contact your system administrator for more information about your voice mail system Because many IP phone features can be programmed to perform various tasks NOTE some features may work differently than the descriptions in this guide Contact your system administrator for more information About Your IP Phone The Mitel 5304 IP phone is a compact feature rich phone that provides voice communication over an IP network The 5304 has a back lit liquid crystal display LCD display assisted feature access and a Ring Message Indicator In addition for one touch feature access the 5304 has nine programmable buttons Mitel 5304 IP Phone User Guide Issue 3 February 2011 Page 1 Getting Started 5304 Features The 5304 is shown here See Phone Feature Descriptions on page 3 for more information about the IP phone features 0 1 Liquid Crystal Display LCD 5 Programmable buttons 2 Ring Message Indicator 6 Volume buttons 3 External speaker 7 Dialpad buttons 4 Handset 8 Hookswitch Page 2 Mitel 5304 IP Phone User Guide Issue 3 February 2011 Getting Started Phone Feature Descriptions T
20. shows CALL STOLEN BY extension number After the supervisor steals the call the call becomes a regular call While on a call you can record the call by dialing 385 To join and record a call dial 386 and then dial 385 BARGE IN IN PROGRESS appears While on a call the supervisor can monitor stop recording or steal the call by entering the appropriate feature code To stop recording the call dial 385 again 4 To terminate any of the features f off hook hang up or enter the specific feature code of the feature you want to terminate f on hook press the Speaker button or enter the specific feature code of the feature you want to terminate Mitel 5304 IP Phone User Guide Issue 3 February 2011 Page 63 Troubleshooting Troubleshootiny The following sections can help you solve problems that you may be experiencing with your phone Troubleshooting topics include e Contact Information Information about system administrator contacts e Error Messages Error messages and descriptions e Troubleshooting Tips Possible problems and methods to solve them Contact Information Your system administrator can help you with items such as changing your settings or modifying phone features System administrator duties include e Adding new user accounts Setting the date and time e Programming System Speed Dial numbers Making database changes such as changing user names and extension numbers Contact your system ad
21. shows the 20 default Reminder messages If your system administrator changes your Reminder messages you can record the new messages in the New Message column for reference Code c a New Message Code Na aaa New Message 01 Meeting 11 Call Engineering 02 Staff Meeting 12 Call Marketing 03 Sales Meeting 13 Call Accounting 04 Cancel Meeting 14 Cancel DND 05 Appointment 15 Cancel Call Fwd 06 Place Call 16 Take Medication 07 Call Client 17 Make Reservation 08 Call Customer 18 Review Schedule 09 Call Home 19 Lunch 10 Call Corporate 20 Reminder To set a Reminder message 1 Lift the handset and dial 305 SELECT REMINDER MESSAGE 01 20 appears 2 Do one of the following e Press AX Up or W Down to scroll through the messages e Enter the two digit number for the message from the table above 3 Press to select the message 4 Enter the time you wish to receive the message in hours and minutes for example 0900 or 900 for 9 00 Then press The display shows the Reminder message state If your system is set for 24 hour format enter the applicable time 1400 2 00 P M If your system is set for 12 hour format press 1 for A M or 2 for P M To cancel all Reminder message requests Lift the handset and dial 306 REMINDER MSGS CANCELED appears To clear a received Reminder message With the handset on hook press Page 56 Mitel 5304 IP Phone User G
22. to scroll through the messages 2 When the desired message is displayed press to respond Canceling Messages Left at Other Extensions You can cancel messages left at other extensions To cancel a message left at another extension 1 Lift the handset and dial 366 CANCEL MESSAGE ON EXT appears 2 Enter the extension number where you left the message MESSAGE CANCELED FOR lt name gt appears Deleting Waiting Inter Station Messages You can delete waiting inter station messages on your phone NOTE To delete waiting voice messages you must connect to your voice mailbox To delete waiting inter station messages 1 Press the Message button MSG message information appears 2 Press to delete the displayed message Page 54 Mitel 5304 IP Phone User Guide Issue 3 February 2011 Using Do Not Disturb DND You can use DND to stop calls and pages to your extension When activated internal calling parties see your selected DND message DND does not block queue callbacks recalls and incoming external calls The following table shows the 20 default DND messages If your system administrator changes your DND messages you can record the new messages in the New Message column for reference Messages Code Default Message New Message Code Default Message New Message 01 Do Not Disturb 11 Out of Town Til 02 Leave a Message 12 Out of Office 03 In Meeti
23. up a station passcode for your extension 5 Dial 363 Dynamic Extension Express On To use Remote Programming to disable Dynamic Extension Express Follow steps 1 4 above dial 362 Dynamic Extension Express Off and then hang up 4 This feature may or may not be enabled for your system Mitel 5304 IP Phone User Guide Issue 3 February 2011 Page 49 Call Features Changing the DND Settings See Using Do Not Disturb DND on page 55 for more information about using DND To turn on DND using Remote Programming 1 Do one of the following e Call your DISA number provided by your system administrator If necessary enter your DISA security code e Use any phone on the system Dial 359 Enter your extension number Enter your station passcode followed by See page 45 for details on setting up a station passcode for your extension Dial 370 Enter the DND message number 01 to 20 and then enter the second line message text if applicable To turn off DND using Remote Programming Follow steps 1 4 above dial 371 and then hang up Changing the Manual Call Forwarding Settings See Manual Call Forwarding on page 33 for more information about Manual Call Forwarding To turn on Manual Call Forwarding using Remote Programming 1 Do one of the following e Call your DISA number provided by your system administrator If necessary enter your DISA security code e Use any phone on the system Dial
24. use the dialpad buttons to enter text or numbers for features such as Do Not Disturb see page 69 and Station Speed Dial see page 38 The following are guidelines when entering dialpad characters Press the Message button to switch from Alpha Mode to Numeric Mode Press the Hold button to move the cursor to the left and delete characters Press the Transfer button to move the cursor to the right In Numeric Mode press for a hyphen In Numeric Mode press for a colon Press in Alpha Mode or lift and replace the handset to save entries To use the dialpad to enter characters Press the dialpad buttons as shown in the following table Dialpad Characters American English and British English Number of Times Dialpad Button is Pressed Button 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 1 amp 1 2 A B C 2 a b c 3 D E F 3 d e f 4 G H l 4 g h i 5 J K L 5 j k 6 M N O 6 m n O 7 P Q R S 7 p q r s 8 T U V 8 t u V 9 W X Y Z 9 w x y Z 0 0 Page 10 For example to enter May 31 you could use the following sequence 1 o na O N In Alpha Mode the Message button is lit press 6 once to enter an M Press 3 Press 1 Press 2 five times to enter an a Press 9 eight times to enter a y Press the Transfer button to enter a space Press the Message button to switch to Numeric Mode P
25. you know if there are no conferencing circuits available or if the conference is already at capacity Access Codes If Meet Me Conferencing is enabled for your system you have the ability to initiate or join a Meet Me Conference by dialing the Conference Assistant and entering a valid access code Access codes are typically generated to match each user s extension number so that each user has their own personal access code for establishing Meet Me Conferences In addition to the personal access code that may match your extension you can also use the Configuration Assistant application to create conferences with unique system generated access codes See page 45 for details Setting Up a Meet Me Conference You can set up a Meet Me Conference using either your personal access code or a system generated access code See the previous section for more information on access codes To set up a Meet Me Conference using a personal access code 1 Tell all intended conference participants to call the Conference Assistant at an agreed upon time and use your extension number as the access code to join the conference 2 Follow the instructions for Joining a Meet Me Conference on page 40 To set up a Meet Me Conference using a system generated access code 1 Generate a Meet Me Conference access code through the Configuration Assistant application see page 48 2 Tell all intended conference participants to call the Conference Assistant
26. 0 Codes account 27 default system access 13 feature default 13 Outgoing Call access 21 22 Page 69 Index Comfort and Safety Tips 5 Conference Assistant 39 40 Configuration Assistant 45 accessing 46 using 44 Contact Information 65 Contrast changing 9 D Default access codes 13 feature codes 13 programmable buttons resetting to 16 settings resetting 16 settings returning the IP phone to 16 system access codes 13 Designation Card 7 Dialpad buttons 2 5 characters entering 10 Dialpad Buttons 5 Dialpad Buttons to Enter Characters using 10 Directory using 26 Display 2 3 contrast adjusting 9 contrast changing 9 name changing 66 DND Settings changing 47 50 Do Not Disturb DND button 4 using 55 Door Relay activating 17 Dropping Out of a Conference 37 Dynamic Extension Express enabling and disabling 34 handoff push pull 35 message waiting indications receiving 36 settings changing 46 49 using 34 Page 70 E Emergency Calls 21 placing 21 Error messages 65 tones 5 Extension Numbers 13 External Calls placing 22 External Speaker 2 F Feature canceling 4 codes using 13 Forward Button 4 Forwarding Calls 33 G Group Listen using 42 H Handoff Push Pull using 35 Handset 2 3 Handset and Hookswitch 3 Handsfree Mode overriding 29 Headset Instructions 6 Headset On Off 6 Headset using 6 Hold Individual 30 System 30 Hold Button 4 Hookflash entering 30 Hookswi
27. 2011 Notice to Canadian Customers The Class B digital apparatus complies with Canadian ICES 003 Notice to U S Customers This equipment has been tested and found to comply with the limits for a Class B digital device pursuant to Part 15 of the FCC Rules These limits are designed to provide reasonable protection against harmful interference in a residential installation This equipment generates uses and can radiate radio frequency energy and if not installed and used in accordance with the instructions may cause harmful interference to radio communications However there is no guarantee that interference will not occur in a particular installation If this equipment does cause harmful interference to radio or television reception which can be determined by turning the equipment off and on the user is encouraged to try to correct the interference by one or more of the following measures e Reorient or relocate the receiving antenna e Increase the separation between the equipment and receiver e Connect the equipment into an outlet on a circuit different from that to which the receiver is connected e Consult the dealer or an experienced radio TV technician for help Notice to European Customers We Mitel Networks LTD Of Mitel Castlegate Business Park Portskewett Caldicot NP26 5YR UK Declare that for the hereinafter mentioned product the presumption of conformity with the applicable essential requirements of DIRECTIVE 1999 5 EC
28. 359 Enter your extension number Enter your station passcode followed by See page 45 for details on setting up a station passcode for your extension 5 Dial one of the following Call Forwarding feature codes e 355 All e 356 No answer e 357 Busy e 358 No Answer Busy 6 Do one of the following to specify a forwarding number e Enter an extension number e Dial the Outgoing Call access code 8 is the default code and then dial the number To turn off Call Forwarding using Remote Programming Follow steps 1 4 above dial 355 and then hang up Page 50 Mitel 5304 IP Phone User Guide Issue 3 February 2011 Call Features Changing Your Station Passcode You can use Remote Programming to change the station phone passcode See page 45 for details on setting up a station passcode for your extension To change your station passcode using Remote Programming 1 Do one of the following e Call your DISA number provided by your system administrator If necessary enter your DISA security code e Use any phone on the system Dial 359 Enter your extension number Enter your passcode followed by Dial 392 Enter the new passcode followed by ND ak WN Enter the new passcode again followed by Mitel 5304 IP Phone User Guide Issue 3 February 2011 Page 51 Messages This section describes the following system messaging features e Inter station messages Inter station messages are alerts sent to y
29. 4 Do one ofthe following e Press AX Up or w Down to scroll through the speed dial bin e Enter the speed dial bin 0 to 9 To program a System Speed Dial button 1 Lift the handset and dial 397 2 Press the button that you want to program If the button is e not programmed UNDEFINED KEY appears e programmed the feature or extension programmed for the button appears e not programmable NON PROGRAMMABLE KEY appears 3 Dial 381 4 Do one of the following e Press A Up or Ww Down to scroll through the speed dial location e Enter the speed dial location 000 to 999 or 0000 to 4999 Mitel 5304 IP Phone User Guide Issue 3 February 2011 Page 25 Answering and Placing Calls Using the Directory You can use the Directory to find internal or external contacts or find and activate system features The directory uses Intelligent Directory Search IDS which is similar to the text on 9 keys T9 predictive search feature used for mobile phones The Directory has the following three subdirectories e Intercom Find and dial internal numbers e Outside Find and dial external numbers listed in the company directory e Feature Find and activate system features When searching the directory dialpad buttons can represent several characters as shown in the following table As you enter characters the entries that best match the characters entered appear The system connects the character sequence to possible director
30. Lift the handset and dial the extension number If you enter incorrect digits press the Hold button to move the cursor backward deleting the last digits entered If there is no answer or if the extension is busy you can do the following e Request a callback queue See Requesting a Callback Queuing the Phone below e Camp on to the busy extension See Using Camp on below e Leave a message See Leaving Messages at Other Extensions on page 53 Requesting a Callback Queuing the Phone When you request a callback queue the phone the system calls you when the extension is available and then places a call to the phone To request a callback If there is no answer or if the extension is busy press the Special button dial 6 and then hang up QUEUE REGISTERED FOR lt name gt appears When the extension becomes available your extension rings To cancel the callback request Lift the handset and dial 6 QUEUE REQUEST CANCELED appears Using Camp on When you use the Camp on feature you remain connected to the called extension until it becomes available You cannot use Camp on if the called extension is in DND or if the call is forwarded to voice mail See Using Do Not Disturb DND on page 55 To use Camp on If there is no answer or if the extension is busy remain on the line and wait for the extension to become available Do not hang up If Camp on is enabled you hear Music on Hold while you are waiting
31. MITEL 5000 Communications Platform CP 5304 IP Phone ak a mmm VU EU 090000000 User Guide 5304 IP Phone Quick Reference Guide This guide provides information for frequently used features For more information about these and other features refer to the user guide For voice mail information refer to the voice mail user guide for your system Programmable Buttons The 5304 IP phone has nine programmable buttons When you first receive your phone the buttons are pre programmed as indicated in the table below You may be able to reprogram the buttons for quick access to features or frequently called phone numbers Button 1 is located just below the external speaker and button 9 is located just above the volume buttons Commonly Used Feature Codes Most of the feature codes work when your phone is idle or on hook If you are on an active call or if you are off hook you may need to press the Special button before you enter the feature code to activate the feature Button Action 1 Special Activates features while on a call or off hook DND Enables disables the DND feature for your phone When enabled internal calling parties see your selected DND message Forward Forwards all incoming calls to a specified destination Message Connects to your voice mailbox Toggles between Alpha Mode and Numeric Mode when entering dialpad characte
32. Message Cancel 56 306 Remote Programming 49 359 Reverse Transfer Call Pick Up 31 4 Ring Intercom Always On Off 29 377 Ring Tone Selection 8 398 Station Monitor 62 321 Station Speed Dial 23 382 Station Speed Dial Programming 23 383 Steal Call 62 387 System Forward Off 33 353 System Forward On 33 352 System Forward On Off 33 354 System Speed Dial 23 381 Switch Keymap 16 399 Transfer To Hold 31 346 Transfer To Ring 31 345 View Programmable Button Assignments 7 396 Mitel 5304 IP Phone User Guide Issue 3 February 2011 Page 15 Personalizing Your Phone Viewing Button Assignments You can view programmable button key feature assignments To view button assignments 1 Lift the handset and dial 396 PRESS THE KEY TO REVIEW appears 2 Press any of the programmable buttons to display the assignment 3 Press to exit Resetting Programmable Buttons You can reset all buttons keys that you have programmed to the default assignments Resetting the programmable buttons does not reset button assignments programmed by the system administrator To reset the feature buttons to the default values Lift the handset and dial 395 FEATURE KEYS DEFAULTED appears Resetting the Phone to the Default Settings Resetting the phone to the default settings does the following e Returns all volume settings to the default levels See Changing Volume Levels on page 7 e Cancels Background Music See Listening
33. P phone 2 and home phone 2 Your desk phone softphone home IP phone and voice mail extensions are already programmed in the system so your system administrator can easily include them in your routing steps To include your mobile and home phone numbers in your routing steps you will need to provide these numbers to your system administrator To enable Dynamic Extension Express Dial 363 or 364 PERSONAL ROUTING ON appears on the display To disable Dynamic Extension Express Dial 362 or 364 PERSONAL ROUTING OFF appears on the display To answer a call routed to your mobile or home phone 1 Answer the call when it rings your phone After you speak the Dynamic Extension Express prompt is played 2 Doone ofthe following e Press to accept the call NOTE You do not need to wait for the prompt to accept the call You can accept the call immediately by pressing the button e Press to send the call to the voice mailbox associated with your main extension not your mobile phone or home phone voice mailbox If you do not have a voice mailbox the Press prompt is not played and the call is routed to your main extension If you hang up the call continues to follow your programmed routing steps When you enable Dynamic Extension Express your incoming calls are routed as specified by the routing type programmed for you by your system administrator The table below provides descriptions for the default routing types
34. administrator cannot use one or more of the features described in this guide The feature may not be enabled Contact your system administrator for more information cannot program System Speed Dial numbers Your system administrator programs System Speed Dial numbers see page 23 cannot change the time and date on the phone display Your system administrator programs the time and date Contact your system administrator if you notice that the date and time are incorrect am experiencing audio problems on my phone such as echo distorted sound or choppiness Contact your system administrator if you are having audio problems The name on the display is incorrect Your system administrator assigns display names cannot use the local telephone company star codes for example 82 69 when press the Outgoing button or use the Outgoing Call access code 8 is the default code when calling an external number Rather than pressing the Outgoing button or 8 to access an outside line you must dial a Select Line Group number see page 13 before you can use the star codes For example if your system is using the default Select Line Group numbers dial 92001 to access that line After you have dial tone you can dial the star code and the number cannot use the Agent Help Record a Call or Station Monitor feature If your system uses Peer to Peer P2P audio you cannot use these
35. administrator creates Answer Access lists Contact your system administrator for Answer Access list extensions Automatic Trunk Answer answers calls in the order they are received that is the first call received by any extension in the Answer Access list is the first one answered To use Automatic Trunk Answer 1 While an incoming external call is ringing at another Answer Access list extension lift the handset 2 Dial 350 or press the flashing Trunk lt number gt button 1 This feature may or may not be enabled for your system Page 20 Mitel 5304 IP Phone User Guide Issue 3 February 2011 Answering and Placing Calls Placing Calls The following instructions describe how to place calls and use related features Placing Emergency Calls Contact your system administrator and your local Mitel provider for important information about dialing emergency services before using your phone When dialing an emergency number 911 U S or 999 112 Europe you do not have to dial the Outgoing Call access code 8 is the default code The system automatically places emergency calls immediately after you dial the number even if you do not select an outside line Placing Internal Calls Internal calls are calls placed to other extensions in the system Internal calls are assigned to the Intercom IC button on your phone Contact your system administrator for a list of extension numbers To place an internal call
36. at an agreed upon time and use the system generated number as the access code to join the conference 3 Follow the instructions for Joining a Meet Me Conference on page 40 Mitel 5304 IP Phone User Guide Issue 3 February 2011 Page 39 Call Features Joining a Meet Me Conference You can join a conference with up to seven internal and or external parties for a total of eight parties including yourself To join a Meet Me Conference 1 Dial or ask to be transferred to the Conference Assistant extension number See your administrator if you do not know the extension number You hear Welcome to the Conference Assistant Enter an access code and then press Pound To cancel press Star 2 Enter the appropriate access code for the Meet Me Conference you wish to join see Access Codes on page 39 Note the following e If you enter an invalid access code the Conference Assistant prompts you to try again e If there are no conferencing resources available or if the maximum number of allowed parties has already been reached you hear All circuits are busy Please try again later Hang up and try again later 3 Once connected you can talk with other parties who join the conference Your phone shows the name of the conference if available the total conference duration and the number of parties connected to the conference Note the following e If you are the first person in the conference you
37. ated destinations unless that destination is a 5610 Cordless Handset or a UC Express SIP Softphone to an associated destination without disconnecting audio The push function is useful if you are leaving the work area but want to remain connected to an active call e Pull The Handoff pull function allows you to pull a call that was previously routed to your mobile or home phone back to any of your internal associated destinations unless that destination is a 5610 Cordless Handset or a UC Express SIP Softphone The pull function is useful if you answer a call on your mobile phone and then return to your desk To use the Dynamic Extension Express Handoff push feature 1 While on an active call at your phone press the Special button and then dial 388 HANDOFF IN PROGRESS appears on the display and the call rings all of your associated destinations except voice mail 2 Answer the call at one of your associated destinations For mobile and home phones press to accept the call To use the Dynamic Extension Express Handoff pull feature While on an active call on an associated destination device lift your phone handset and dial 388 A confirmation tone is played and the call is pulled back to your phone If you enter the handoff feature code 388 and the display shows NO CALL TO NOTE HANDOFF the call cannot be handed off see page 67 To cancel the Dynamic Extension Express Handoff feature Whil
38. d Buttons to Enter Characters on page 10 Press to save the name 5 Enter the extension number or external number If you are storing an external number dial the Outgoing Call access code default code is 8 before you enter the number Do not use hyphens or colons in stored speed dial numbers 6 Press to save the location STN SPD BIN number UPDATED appears Mitel 5304 IP Phone User Guide Issue 3 February 2011 Page 23 Answering and Placing Calls Dialing Station Speed Dial Numbers If you have assigned a speed dial entry to one of your programmable buttons you can press the button for one touch dialing see page 25 If you do not have a speed dial button you can access the speed dial feature using the 382 feature code To dial a Station Speed Dial number Lift the handset and do one of the following e Press the button you have assigned to the speed dial number e Dial 382 and then enter the Station Speed Dial location number 0 to 9 e Dial 382 press AA Up or w Down to scroll through the speed dial locations and then press to select the location The system dials the number Deleting Station Speed Dial Entries If you no longer need a speed dial entry you can delete it To delete a Station Speed Dial entry 1 Lift the handset and dial 383 PROGRAM STN SPD 0 9 OR SCROLL appears 2 Do one of the following e Enter the speed dial location 0 to 9 e Press AX Up or W Down to scroll through the s
39. d shoulder e Adjust the display You can adjust the 5304 display to seven different positions to suit your viewing needs To adjust the display grasp the display on the side and gently raise or lower it into position e Protect your hearing Because prolonged exposure to loud sounds can contribute to hearing loss keep the volume at a moderate level You can adjust the volume levels of the handset receiver or headset See Changing Volume Levels on page 7 Mitel 5304 IP Phone User Guide Issue 3 February 2011 Page 5 Getting Started Headset Instructions Page 6 Although the 5304 does not have a dedicated headset jack you can still use a headset on the phone if your system administrator has reprogrammed one of your phone s buttons as a Speaker button You must use a Speaker button to connect to and disconnect from calls while your phone is in headset mode Contact your system administrator if you want to use a headset with the 5304 IP phone The headset must be hearing aid compatible HAC NOTES f your headset has a power saver mode make sure the system administrator has enabled the Headset Connect Tone feature If this is not enabled you may miss the first few seconds of an incoming call To connect and activate the headset 1 Remove the handset jack from the handset port located on the back of the phone 2 Insert the headset jack into the handset port 3 Dial 317 Headset On Off HEADSET MODE ON appears
40. e ACD Hunt Group Wrap up Timer Other Hunt Group Features eee Requesting Agent Help oooccooccccco een Diverting Hunt Group Calls llle Mitel 5304 IP Phone User Guide Issue 3 February 2011 Page xiii Contents Hunt Group Supervisor FeaturesS o ooooooocornrr enne 62 Accepting or Rejecting Agent Help Calls 62 Monitoring Calls sores 22 ciem rr rm E Rn Ren ee RR Oe e RR bac e a n 62 Stealing Hunt Group Calls tees 62 Using Batrge lr scs A e Me EI ee Lent Ren n CR ue 63 Troubleshooting 65 Contact Information cscs secs eee a ee 65 Error Messages u ic a a a NG ee A NER RAE AUR ee KANG ee 65 Troubleshooting TIPS icc ei a nn nr ee 66 Index 69 Page xiv Mitel 5304 IP Phone User Guide Issue 3 February 2011 Getting Started Getting Started Welcome The instructions in this guide are for using the Mitel 5304 Internet Protocol IP phone on the Mitel 5000 Communications Platform CP The 5304 IP Phone Quick Reference Guide located at the beginning of this guide is an overview of frequently used features Your IP phone should be powered on and ready to use If the display is blank or if the display name extension number or time or date are incorrect contact your system administrator for assistance Because a variety of voice mail products work with the Mitel 5000 CP this guide does not include voice mail instructions For voice
41. e Hot Desk feature code default is 348 your assigned Hot Desk Profile extension number and your assigned Hot Desk Profile passcode The system will then apply your phone profile phone settings such as extension intercom directory number class of service language programmable buttons etc to the phone To log on to a Hot Desk enabled base phone 1 Ata Hot Desk enabled base phone do one of the following e Press the Hot Desk feature button if one is programmed on the phone e Dial 348 Display phones show ENTER HOT DESK EXTENSION 2 Dial your assigned Hot Desk extension number Display phones show ENTER PASSCODE 3 Dial your assigned Hot Desk passcode Display phones show HOT DESK SESSION ACTIVATED for five seconds To log off of a Hot Desk session Do one of the following e Press the Hot Desk feature button if one is programmed on the phone e Dial 348 Display phones show HOT DESK SESSION TERMINATED for five seconds If you forget to log off and then attempt to log on elsewhere the system automatically logs you off of the original phone so that you can log on to the new phone Page 44 Mitel 5304 IP Phone User Guide Issue 3 February 2011 Call Features Using Configuration Assistant If Configuration Assistant is enabled for your system you can access this voice guided configuration portal that provides easy to use remote access to the following phone configuration options e Dynamic Extension Express
42. e calls See Default Access Codes on page 13 and Default Feature Codes on page 13 for code lists To program a button 1 With the handset on hook dial 397 2 Pressthe button that you want to program If the button is e not programmed UNDEFINED KEY appears e programmed the feature or extension programmed for the button appears e not programmable NON PROGRAMMABLE KEY appears 3 Enter the feature code extension number station speed dial number or system speed dial number to be assigned to the button To assign speed dial numbers to programmable buttons see Assigning Speed Dial Numbers to Programmable Buttons on page 40 Before or after assigning the speed dial number to a programmable button make sure the speed dial number has either a Station Speed Dial bin or System Speed Dial location assigned to it For System Speed Dial numbers numbers are pre assigned to the System Speed Dial locations 000 to 999 or NOTE 0000 to 4999 by your system administrator Therefore you just need to choose a System Speed Dial location that you want to use see Using System Speed Dial on page 38 for details For Station Speed Dial numbers you must manually store numbers in the Station Speed Dial bins 0 to 9 See Using Station Speed Dial on page 38 After you program a button you can e Press the button to place a call to the assigned extension e Press the button and then hang up to transfer a call to the assigned extension
43. e handset When the handset is in the cradle the hookswitch is engaged and the phone is on hook When you lift the handset the hookswitch is disengaged and the phone is off hook Most of the feature codes work when your phone is idle or on hook Because the dialpad buttons are located under the handset you may find it easier to lift the handset press the hookswitch down and then dial the feature code If you are on an active call or if you are off hook you may need to press the Special button before you enter the feature code to activate the feature Mitel 5304 IP Phone User Guide Issue 3 February 2011 Page 3 Getting Started Page 4 Programmable Buttons The 5304 has nine programmable buttons When you first receive your phone the buttons are pre programmed as indicated in the table below You may be able to reprogram the buttons for quick access to features or frequently called phone numbers See Using Programmable Buttons on page 12 for instructions After reprogramming the buttons replace the phone s original designation card with a new card that reflects the reprogrammed buttons See Installing Designation Cards on page 7 Location Button and Default Feature Function Speaker Designation Label Buttons 1 Special Activates features while on a call or off hook The Special button does not cancel features To cancel features press the star butt
44. e the handoff is in progress press the Special button and then dial 388 HANDOFF CANCELLED appears on the display for your main extension Mitel 5304 IP Phone User Guide Issue 3 February 2011 Page 35 Call Features Receiving Message Waiting Indications Page 36 If your main extension receives a message waiting indication MWI from voice mail or the system s station messaging feature the MWI is propagated as applicable to your other internal associated destinations If any of your internal associated destinations responds to the MWI then the MWI is cleared on all of them Note that if any destination other than your main extension receives an MWI it will not propagate to the other internal destinations The MWI has to originate on your main extension If enabled the system can send a text message to your mobile phone to indicate that your main System extension has received a new station message or voice mail message Here is an example of an e mail message generated by a station message You have a message from Username at extension Extension Callback Auto Attendant Number Here is an example of an e mail message generated by a voice mail message You have a new voice mail message for mailbox number Mailbox Number Callback Voice Mail Notification and Retrieval Number You can use the callback number to easily call back into the system and speak to the messaging party or retrieve your voice mail message
45. e the property of their respective owners including Mitel Networks Corporation All rights reserved 2009 2011 Mitel Networks Corporation Personal use of this material is permitted However permission to reprint republish this material for advertising or promotional purposes or for creating new collective works for resale or redistribution to servers or lists or to reuse any copyrighted component of this work in other works must be obtained from Mitel Mitel 5304 IP Phone User Guide Issue 3 February 2011 Page v Important Safety Instructions and Precautions Remember the following safety guidelines when using the IP phone Programming Emergency Numbers Make sure to do the following when programming emergency numbers and or making test calls to emergency numbers e Remain on the line and briefly explain to the dispatcher the reason for the call e Perform tests during off peak hours such as early morning or late evenings Safety Notices The following notices may appear on the product or in the technical documentation Notice Description Caution indicates a potentially hazardous situation which if not avoided may result in minor or moderate injury and or damage to the equipment or property Warning indicates a potentially hazardous situation which if not avoided could result in death or serious injury Danger indicates an imminently hazardous situation which if not avoided will result in death A
46. ed into a UPS and the power fails the current call is dropped and you will not be able to use the IP phone until the power is restored Software Updates IP Phone Damage Hazard Do not use your phone or disconnect it from the power supply while it is updating software The IP phone may require occasional software updates when new versions are available The IP phone is configured to download the updates automatically Contact your system administrator for more information Product Disposal Instructions This symbol indicates that the product is classified as electrical or electronic equipment and should not be disposed of with Mz other commercial or household waste at the end of its working life For appropriate disposal and recycling instructions contact your local Mitel provider The Waste of Electrical and Electronic Equipment WEEE Directive 2002 96 EC was established by the European Union to minimize negative impact on the environment control hazardous substances and curtail landfill expansion by using the best available recovery and recycling techniques Mitel 5304 IP Phone User Guide Issue 3 February 2011 Page vii IP Phone Usage This equipment is not for connection to the telephone network or public coin phone service It is only for use when connected to Mitel systems When using your phone equipment basic safety precautions should always be followed to reduce the risk of fire electric shock and injury to p
47. ence 1 During the conference press the Transfer button and then dial the extension number 2 Announce the conference if desired and then hang up CONFERENCE TFR from name appears on the called party s display The party must then press the flashing IC button to connect to the conference Dropping Out of a Conference You can drop out of a conference and return to the conference later To drop out of a conference Press the Hold button and then hang up ENTER EXTENSION NUMBER appears This removes you from the conference but leaves the other parties connected To return to the conference Press the flashing IC or Call button CONFERENCE WAS HOLDING appears and you are reconnected to the conference 1 The traditional conferencing feature that has always been available on the 5000 CP has been renamed as Ad Hoc Conferencing to differentiate it from the Meet Me Conferencing feature introduced in v5 0 see page 39 Mitel 5304 IP Phone User Guide Issue 3 February 2011 Page 37 Call Features Ending a Conference and Placing all Parties on Hold Page 38 You can end a conference and place all conference parties on Individual Hold allowing you to toggle between the held parties and speak to one party at a time To end a conference and place all parties on Individual Hold 1 Press the Special button and then dial 5 2 Press the Hold button CONFERENCE PARTIES ON HOLD appears To toggle between the held callers
48. er Calls can either be placed to the hunt group using the hunt group extension number or to a specific agent using the agent s extension number Hunt groups are programmed by the system administrator Hunt groups types are either UCD or ACD e UCD Hunt Groups Uniform Call Distribution UCD agents do not log in to the hunt group to receive calls e ACD Hunt Groups Automatic Call Distribution ACD agents log in to the ACD hunt group to receive calls Calls are distributed by either Agent IDs or extensions o Agent IDs Each agent is assigned an Agent ID number for logging in to the hunt group see the next section Hunt group calls are distributed to logged in agents according to their Agent ID number instead of their extension number Agents can log in to any ACD hunt group phone o Extensions Hunt group members do not use Agent IDs and calls are distributed to phones where the agents are logged in Logging in to ACD Hunt Groups You must log in to an ACD hunt group to receive hunt group calls To stop calls you can either log out of the ACD hunt group or divert calls See Diverting Hunt Group Calls on page 61 NOTE Only one agent can be logged in to a phone To log in to or out of all ACD hunt groups in which you are a member Lift the handset and dial 328 followed by your Agent ID if necessary to log into an ACD hunt group AGENT LOGGED INTO ALL ACDS appears Dial 328 again to log out of an ACD hunt gro
49. ersons including the following e Do not use this product near water for example near a bath tub wash bowl kitchen sink or laundry tub in a wet basement or near a swimming pool e Avoid using an IP phone other than a cordless type during an electrical storm There may be a remote risk of electric shock from lightning e Do not use the IP phone to report a gas leak in the vicinity of a leak e Do not connect directly to the Public Switched Telephone Network PSTN Any connection of this IP phone to an off premise application an out of plant application any other exposed plant application or to any equipment other than the intended application may result in a safety hazard and or defective operation and or equipment damage Exposed plant means where any portion of the circuit is subject to accidental contact with electric lighting or power conductors operating at a voltage exceeding 300 volts between conductors or is subject to lightning strikes e The socket outlet if used shall be located near the equipment and shall be easily located by the user e Use only Mitel approved power adaptors See Power Requirements on page vii e The handset supplied with the IP phone is not certified for use with any other phone Use of the handset with any other phone may have the potential to cause hearing loss in the event of a lighting strike on the outside plant wiring Page viii Mitel 5304 IP Phone User Guide Issue 3 February
50. essages at Other Extensions You can leave inter station or voice mail messages for other internal parties To leave an inter station or voice mail message for a busy IC extension 1 While on the call press the Message button HANG UP OR WAIT FOR MSG CENTER appears 2 Do one of the following e Hang up to leave an inter station message MESSAGE LEFT FOR lt name gt appears e Stay on the line to connect to the message center usually voice mail To leave an inter station message without placing an internal call 1 Lift the handset and dial 367 Leave Message LEAVE MESSAGE ON EXTENSION appears 2 Enter the extension number and hang up MESSAGE LEFT FOR name appears Mitel 5304 IP Phone User Guide Issue 3 February 2011 Page 53 Messages Viewing and Responding to Messages When you have waiting messages the Message Ring Indicator flashes and the display shows the number of waiting messages If you lift your handset before viewing an inter station message you automatically NOTE call the party who left the message The display shows new messages as follows e Inter station messages The other party s programmed user name appears on the display e Voice messages FROM MBOX your extension number appears on the display To view or respond to messages 1 Press the Message button Messages are displayed as first in first out If there is more than one message you can repeatedly press the Message button
51. features when you are on a P2P call Contact your system administrator for more information I cannot program a Station Speed Dial number to the button want Before assigning the speed dial number to a programmable button you must store the number with either a Station Speed Dial bin see page 23 Mitel 5304 IP Phone User Guide Issue 3 February 2011 Troubleshooting Problem Possible Solution When try to use the Dynamic Extension Express Handoff feature 388 the display shows NO CALL TO HANDOFF The NO CALL TO HANDOFF display indicates that the call cannot be handed off because one of the following may have occurred You tried to use the Handoff feature on a call that has not been routed by Dynamic Extension Express You tried to use the Handoff feature on a call that the system has not yet recognized as a valid call You tried to use the Handoff feature on an unsupported extension The Handoff feature is supported on your main extension only You tried to use the Handoff feature on a phantom extension The Handoff feature is not supported on phantom extensions You entered the handoff feature code at the exact time the other party on the call disconnected The call was terminated for some reason Mitel 5304 IP Phone User Guide Issue 3 February 2011 Page 67 Symbols 5304 Features 2 A About Your IP Phone 1 Account Codes using 27 ACD Hunt Gro
52. g e Enter the extension number e Dial the Outgoing Call access code 8 is the default code and then dial the telephone number Page iv Placing Ad Hoc Conference Calls 1 While on the first call press the Special button and then dial 5 to place the call on hold CALL NEXT PARTY TO CNF appears 2 Place a call to the next conference party For external calls dial the Outgoing Call access code 8 is the default code and then dial the number 3 After the party answers announce the conference and then press Special 5 to place the call on hold If necessary repeat this step to add the remaining conference party 4 Press Special 5 again to start the conference CNF IN PROGRESS appears Viewing Messages With the handset on hook press the Message button Messages are displayed as first in first out If there is more than one message you can repeatedly press the Message button to scroll through the messages Responding to Messages When the desired message is displayed lift the handset and then press to respond If your handset is off hook and you press the Message button you automatically place a call to the party who left the message or the message center Using Do Not Disturb 1 With the handset on hook press the DND button and then do one of the following e Press AX Up or WwW Down to scroll through the messages e Enter the two digit number for the DND message 2 After selecti
53. he following sections describe default configurations Your phone may be programmed differently Contact your system administrator for more information See 5304 Features on page 2 for phone feature locations Display The display provides a two line 20 character viewing area for using features and identifying callers When idle the display shows your user extension name and the time and date Ring Message Indicator The Ring Message Indicator flashes or stays lit to indicate call message and feature activity For more information about messaging features see Messages on page 53 Ring Message Indicator signals are described in the following table Indicator Signals Description Rapidly flashing You have an incoming call Slowly flashing You have a waiting message or callback message On You are on a call or using a feature Off Your phone is idle Speaker The 5304 speaker provides incoming audio You can use the speaker to listen to calls or background music See Viewing Button Assignments on page 16 for more information about background music The 5304 does not have an external microphone Therefore if you want to respond to a caller you must use the handset Handset and Hookswitch The handset provided with this equipment is hearing aid compatible HAC One end of the handset cord plugs into the handset and the other end plugs into the handset jack on the phone The hookswitch is located under th
54. hear You are the first person in this conference Please stay on the line You then hear music until another caller joins the conference or you hang up e As other parties join or leave the conference you hear a tone to signal the change e If the conference contains only external callers the Conference Assistant will prompt the participants to extend the conference after a period time If no one presses a digit to extend the conference the system terminates the conference Dropping Out of a Meet Me Conference You can leave a conference and still leave the other parties connected To exit a Meet Me Conference Hang up The other parties in the conference remain connected Putting a Meet Me Conference on Hold You can put a conference on hold at your phone the other parties remain connected and then later return to the conference To put a Meet Me Conference on Hold During the conference press the Hold button To return to the Meet Me Conference Lift the handset or press the Speaker button and then press the Hold button Transferring a Meet Me Conference You can remove yourself from a conference and transfer it to another party To transfer a Meet Me Conference to another extension 1 During the conference press the Transfer button and then dial the extension number 2 Announce the conference if desired and then hang up CONFERENCE TFR from name appears on the called party s display Page 40 Mitel 5304
55. henever you place a call e Forced account codes Entered before you can place an outside call e Optional account codes Entered at any time during a call Contact your system administrator for more information about using account codes To enter an optional account code 1 Lift the handset 2 Press the Special button and dial 390 3 Dial the optional account code and then press To set an account code for all calls placed from your phone 1 Lift the handset and dial 391 2 Dial the account code 3 Press to save the setting This code is used for all calls made from your phone until it is disabled To disable the code 1 Lift the handset and dial 391 2 Press ACCOUNT CODE CLEARED appears Mitel 5304 IP Phone User Guide Issue 3 February 2011 Page 27 Call Features The following sections describe call related features Using Ring Intercom Always Handsfree Mode is a system feature that functions on phones with external microphones When Handsfree Mode is enabled incoming calls are automatically answered and audio is routed through the phone s speaker To respond to the caller the user must have a phone that includes an external microphone speakerphone Because the 5304 does not have an external microphone Handsfree Mode is not supported on the phone However if another extension has Handsfree Mode enabled for incoming internal calls you can use the Ring Intercom Always feature to override Handsfree Mode on
56. his option is not provided Check with your administrator if you would like to take advantage of this feature Page 48 Mitel 5304 IP Phone User Guide Issue 3 February 2011 Call Features Using Remote Programming If the Configuration Assistant feature is enabled for your system Mitel recommends that you use Configuration Assistant instead of the Remote Programming feature described in this section Configuration Assistant offers an enhanced voice guided configuration portal that provides easy to use remote access to the Call Forwarding Dynamic Extension Express and DND features See page 45 for using Configuration Assistant To use Remote Programming to access these features from another system phone or an external phone follow the instructions in this section 4 A Direct Inward System Access DISA number is required to use Remote NOTE Programming from an external phone Contact your system administrator for more information Changing the Dynamic Extension Express Settings See Using Dynamic Extension Express on page 34 for more information about Dynamic Extension Express To enable Dynamic Extension Express using Remote Programming 1 Do one of the following e Call your DISA number provided by the system administrator If necessary enter your DISA security code e Use any phone on the system Dial 359 3 Enter your extension number Enter your station passcode followed by See page 45 for details on setting
57. hone number FWD ALL CALLS TO number appears To cancel a Manual Call Forwarding request Press the Forward button and then lift and replace the handset ANY CALL FORWARD CANCELED appears If the Configuration Assistant feature is enabled for your system you can access a NOTE voice guided configuration portal that provides easy to use remote access to the Call Forwarding feature See page 45 for details System Forwarding You can use System Forwarding to route calls based on the type of call and the idle or busy status of your phone You cannot program the System Forward destination You can only turn it on or off Contact your system administrator for more information To turn System Forwarding on or off Lift the handset and dial 354 to turn System Forwarding on SYSTEM FORWARD ON appears Dial 354 again to turn System Forwarding off Mitel 5304 IP Phone User Guide Issue 3 February 2011 Page 33 Call Features Using Dynamic Extension Express Page 34 When you enable Dynamic Extension Express DEE on your IP phone your incoming calls are automatically routed to one or more preprogrammed associated destinations according to the routing steps programmed for you Typically your desk phone is configured to be your main extension You may be programmed for up to ten associated destinations including softphone home IP phone voice mail mobile phone home phone desk phone 2 mobile phone 2 softphone 2 home I
58. ial Button 4 Speed Dial Station using 23 System using 23 using 23 Speed Dial Numbers to Programmable Buttons assigning 25 STAR Codes telephone company 66 Station Messages canceling 54 deleting 54 leaving 53 replying to 54 viewing 54 Station Monitor using 62 Station Passcode changing 45 51 Station Speed Dial numbers deleting 24 dialing 24 storing 23 using 23 System forwarding 33 Hold 30 information displaying 32 speed dial 23 time and date setting 66 System Forwarding 33 System Speed Dial using 23 Mitel 5304 IP Phone User Guide Issue 3 February 2011 T Time and Date system 66 Tips comfort and safety 5 troubleshooting 66 Transfer Button 4 Troubleshooting Tips 66 V Viewing and Responding to Messages 54 Voice Mail User Guides 53 Voice messages deleting 54 leaving 53 listening to 54 Volume Buttons 2 5 Volume Levels changing 7 Mitel 5304 IP Phone User Guide Issue 3 February 2011 W Welcome 1 Wrap up timer stopping 60 Y Your System Information viewing 32 Index Page 73 www mitel com 60 MITEL Part No 550 8034 Issue 3 February 2011 Global Headquarters US EMEA CALA Asia Pacific Tel 1 613 592 2122 Tel 1 480 961 9000 Tel 44 0 1291 430000 Tel 1 613 592 2122 Tel 61 0 2 9023 9500 Fax 1 613 592 4784 Fax 1 480 961 1370 Fax 44 0 1291 430400 Fax 1 613 592 7825 Fax 61 0 2 9023 9501 For more information on our worldwide office l
59. ice prompts to select the conference option and then select the option to delete an existing conference access code Configuration Assistant prompts you for the access code you wish to delete 3 Enter the access code and then press If you enter an access code that does not exist Configuration Assistant prompts you to enter another access code 4 Hang up or press to return to the main menu To list all of your existing Meet Me Conference access codes Access Configuration Assistant as described in your existing phone user guide 2 Follow the voice prompts to select the conference option and then select the option to list your conference access codes Configuration Assistant first states the number of access code you have and then states all of your existing access codes 3 Hang up or press to return to the main menu To send yourself an e mail message listing all of your existing conference access codes Access Configuration Assistant as described in your existing phone user guide 2 Follow the voice prompts to select the conference option and then select the option to e mail yourself a list of your existing access codes You should soon receive an e mail message that lists all of your existing access codes including the code number code name and when the code was last used 3 Hang up or press to return to the main menu If you do not have an e mail address configured in the phone system database then NOTE t
60. ing to 54 viewing 54 voice listening to 54 Messages at Other Extensions leaving 53 Messages Left at Other Extensions canceling 54 Microphone muting 29 Music background 8 Mute using 29 N Numbers redialing 22 redialing external 22 O Off Hook 3 On Hook 3 Other Hunt Group Features 61 Other System Users paging 57 Outgoing Call access code 21 22 Outside Call 4 Outside Line Access Codes 13 Page 71 Index P Page Announcement placing 57 Paging enabling or disabling 57 using 57 Passcode Remote Programming changing 51 entering 45 Phone Feature Descriptions 3 Phone Signals 5 Phone queuing 21 Programmable Buttons 2 4 resetting 16 resetting to default values 16 using 12 viewing button assignments 16 R Record A Call using 41 Redial Button 4 Redialing external numbers 22 Redirecting incoming calls 19 Reminder Messages using 56 Remote Programming change DND settings using 47 change the passcode using 51 DND 50 forward calls using 46 47 50 passcode changing 51 entering 45 using 49 Reverse Transfer Call Pickup using 31 Ring Intercom Always using 29 Ring Message Indicator 3 Ring Tone changing 8 Ring Message Indicator 1 2 3 Page 72 S Secondary Extension Buttons using 43 Selecting a ring tone 8 Settings returning to default 16 Signals audio 5 visual 5 Signals IP phone 5 Speaker 3 Speaker external 3 Speakerphone description 3 Group Listen using 42 Spec
61. is designated as a Configuration Assistant user press the Star button and then enter your extension number e f calling from a phone that is not designated as a Configuration Assistant user enter your extension number e lf transferred to Configuration Assistant or if calling Configuration Assistant from outside the system enter your extension number 3 Enter your station passcode and then press You may now change the settings for any of the following features e Dynamic Extension Express see below e DND see page 47 e Manual Call Forwarding see page 47 e Meet Me Conferencing see page 48 Changing the Dynamic Extension Express Settings This feature is available only if the authenticated extension is identified as a NOTE Dynamic Extension Express DEE user See Using Dynamic Extension Express on page 34 for more information To change the DDE settings using Configuration Assistant 1 Access Configuration Assistant as described in Accessing Configuration Assistant on page 46 2 Follow the voice prompts to change your DEE status on or off or program a mobile phone number When this option is selected Configuration Assistant first states whether DEE is currently enabled or not for example Dynamic extension is enabled and then offers the following DEE functions e Enable only if DEE is disabled e Disable only if DEE is enabled e Program mobile phone number you do not have to enter the O
62. me Buttons Directly below the programmable buttons the 5304 has two volume buttons AX Up and w Down that provide volume control for the ringer handset and speaker Volume levels are automatically saved when you press the volume buttons In addition these buttons allow you to scroll through display menus Dialpad Buttons Use the dialpad buttons to dial phone numbers enter feature codes and to enter characters when using features that require text input Phone Signals The 5304 has several audio and visual signals to indicate feature activity The following are a few helpful tips e Litor blinking buttons indicate call or feature activity e All phone button lamps illuminate at the same time for a few seconds when the phone is reset or powered on e The following actions may cause an error tone o Pressing an invalid button combination o Selecting a restricted feature o Dialing a restricted or invalid number o Dialing too slowly between digits o Waiting too long before performing the next step To correct an error tone hang up and try again e Many features time out if you wait too long before performing the next step If this happens you must start over Comfort and Safety Tips Observe the following comfort and safety tips when using the phone e Do notcradle the handset Prolonged use of the handset can lead to neck shoulder or back discomfort especially if you cradle the handset between your neck an
63. ministrator with questions that are not covered in this user guide If you need further assistance you can find provider information on the Mitel Web site www mitel com All sales service and support are coordinated at the local level Error Messages The following error messages may appear when using your phone Message Reason CANNOT ACCESS FEATURE The feature is enabled but other feature related conditions were not met Make sure that all feature related conditions are met and retry CANNOT ACCESS RESERVED Your system does not support the feature Contact your FEATURE system administrator for more information INVALID FEATURE CODE The feature code entered does not exist Retry using the correct feature code see page 13 INVALID EXTENSION NUMBER The extension number entered does not exist Retry using a valid extension number NO UPDATE PERFORMED The feature was not completed or one or more feature conditions were not met Mitel 5304 IP Phone User Guide Issue 3 February 2011 Page 65 Troubleshooting Troubleshooting Tips Page 66 The following table includes troubleshooting tips for phone and system features You can often correct problems that you may be experiencing by resetting the NOTE phone to the default settings See Resetting the Phone to the Default Settings on page 16 Problem Possible Solution The phone is not working properly Contact your system
64. n n n m hh 16 Resetting Programmable Buttons n n n n n rh 16 Resetting the Phone to the Default Settings nnn 16 Switching KeyMapS oooccococ Rh hh hh m rh rne 16 Activating Door Relay 2 u usu0ss0 a0 nn a a ann 17 Answering and Placing Calls 19 Answering Calls usa er ee a 19 Answering Waiting Calls 0 RR uh 19 Using Automatic Call Access eee ae 19 Redirecting Calls eses aare bee rb ed ERR eher R3 aa 19 Using Automatic Trunk Answer l l n n nh n nh n hn 20 Mitel 5304 IP Phone User Guide Issue 3 February 2011 Page xi Contents Placing Calls 00h cp 21 Placing Emergency Calls ccc e eee ae 21 Placing Internal Calls eee eae 21 Placing External Calls osad 24 20 4404 one ego do Moet ante de pes 22 Redialing a Number ae 22 Using Speed Dial aa me ma a ee 23 Using System Speed Dial eee ae 23 Using Station Speed Dial een nennen 23 Using the Directory sa sk ua aa 26 Using Account Codes 04 na cee un beta eee eee et PT a rd DARAGA 27 Call Features 29 Using Ring Intercom Always 22 2 IRI HII mh hh 29 Using Mute 22 merenti beret elas ee trend ehe du 29 Placing Calls On Hold 0 22405 ew en 30 Entering a Hookflash a RAE a ee een em te BAUR ale Seige ay eee RI eee wae 30 Transferring Calls 4 2 2222 uer hh adi ea REIR a kan ana ee ded nein 31 Using Reverse Transfer n hh hh hh 31
65. nce Most of the Mitel feature codes work when your phone is idle or on hook Because the dialpad buttons are located under the handset you may find it easier to lift the NOTES handset press the hookswitch down and then dial the feature code If you are on an active call or if you are off hook you need to press the Special button before you enter the feature code to activate the feature To delete the characters entered Press the Hold button to move the cursor to the left and delete the characters entered To cancel the feature Press Feature Page Code New Code Account Code Follow Calls 27 391 Account Code Optional 27 390 ACD Agent Log In 59 326 ACD Agent Log In Out 59 328 ACD Agent Log Out 59 327 ACD Agent Wrap up Terminate 60 329 Activate Door Relay 17 332 Agent Help Reject 61 376 Mitel 5304 IP Phone User Guide Issue 3 February 2011 Page 13 Personalizing Your Phone Feature Page Code New Code Agent Help Request 61 375 Answer Ringing Call 19 351 Automatic Call Access On Off 19 361 Automatic Trunk Call Access On Off 19 360 Automatic Trunk Answer 19 350 Background Music On Off 8 313 Barge In 63 386 Call Forward All Calls 33 355 Call Forward If Busy 33 357 Call Forward If No Answer 33 356 Call Forward N
66. ng Until 13 Out Until 04 In Meeting 14 With a Client 05 On Vacation 15 With a Guest Holiday Til 06 On Vacation 16 Unavailable Holiday 07 Call Me At 17 In Conference 08 At the Doctor 18 Away from Desk 09 Ona Trip 19 Gone Home 10 On Break 20 Out to Lunch You can enter a second line of text up to 20 characters for DND messages For example if you select IN MEETING UNTIL you can enter 3 30 on the second line When other internal parties try to call you their displays show IN MEETING UNTIL 3 30 To turn on DND Press the DND button SELECT DND MSG 01 20 appears 1 2 Do one of the following 4 Mitel 5304 IP Phone User Guide Issue 3 February 2011 e Press AX Up or Ww Down to scroll through the messages e Enter the two digit number for the DND message from the preceding table After selecting the message enter the additional text for the DND description if applicable See Using the Dialpad Buttons to Enter Characters on page 10 for dialpad character descriptions Lift and replace the handset To turn off DND Press the DND button DO NOT DISTURB OFF appears Page 55 Messages Using Reminder Messages You can use Reminder messages to alert you at a selected time up to 24 hours in advance At the selected time the Reminder message signals you with eight short tones and your display shows the message even if you are on a call The following table
67. ng the message enter the additional text for the DND description if applicable 3 Lift and replace the handset Placing a Page Announcement 1 Liftthe handset and dial 7 2 Enter the page zone number 0 to 9 3 After the tone make your announcement and then hang up Mitel 5304 IP Phone User Guide Issue 3 February 2011 Notice This guide is released by Mitel Networks Corporation and provides information necessary to use the 5304 IP phone The guide contents which reflect current Mitel standards are subject to revision or change without notice Some features or applications mentioned may require a future release and are not available in the initial release Future product features and applications are subject to availability and cost Some features or applications may require additional hardware software or system administrator assistance For sales service or technical support contact your local authorized provider Enter provider information above If you do not know the contact information for your local provider use the Partners link at the top of the Mitel home page www mitel com to find a location near you If you have any questions or comments regarding this user guide or other technical documentation contact the Technical Publications Department USA at tech_pubs mitel com Mitel is a registered trademark of Mitel Networks Corporation All other trademarks mentioned in this document ar
68. o Answer Busy 33 358 Call Logging 42 333 Change Language 8 301 Conference 37 5 Default Station 16 394 Directory 26 307 Display Time And Date 32 300 Do Not Disturb 55 370 Do Not Disturb Cancel 55 371 Do Not Disturb On Off 55 372 Do Not Disturb Override 55 373 Dynamic Extension Express On 34 363 Dynamic Extension Express Off 34 362 Dynamic Extension Express On Off 34 364 Dynamic Extension Express Handoff 34 388 Group Listen 42 312 Headset Off 6 316 Headset On 6 315 Headset On Off 6 317 Hold Individual 30 336 Hold System 30 335 Hookflash Recall in Europe 30 330 Hot Desk On Off 44 348 Hunt Group Remove 61 322 Hunt Group Remove Replace 61 324 Hunt Group Replace 61 323 LCD Contrast Control 9 303 Page 14 Mitel 5304 IP Phone User Guide Issue 3 February 2011 Personalizing Your Phone Feature Page Code New Code Message Cancel Left Message 54 366 Message Delete Message 54 368 Message Leave Station Message 53 367 Message View Messages 54 365 Microphone Mute On Off 29 314 Page 57 7 Page Receive On Off 57 325 Program Buttons 16 397 Program Station Passcode 49 392 Programmable Buttons Return to Default f 395 Queue Callback Request 21 6 Record A Call 41 385 Redial 22 380 Redirect Call 19 331 Reminder Message 56 305 Reminder
69. ocations visit our website at www mitel com offices THIS DOCUMENT IS PROVIDED TO YOU FOR INFORMATIONAL PURPOSES ONLY The information furnished in this document believed by Mitel to be accurate as of the date of its publication is subject to change without notice Mitel assumes no responsibility for any errors or omissions in this document and shall have no obligation to you as a result of having made this document available to you or based upon the information it contains M MITEL design is a registered trademark of Mitel Networks Corporation All other products and services are the registered trademarks of their respective holders Copyright 2010 Mitel Networks Corporation All Rights Reserved
70. on 2 Do Not Disturb DND Enables disables the DND feature for your phone When enabled internal calling parties see your selected DND message You can use DND to stop calls and pages to your extension See Using Do Not Disturb DND on page 55 3 Forward Forwards all incoming calls to a specified destination See Forwarding Calls on page 33 4 Message Connects to your voice mailbox Toggles between Alpha Mode and Numeric Mode when entering dialpad characters See Using the Dialpad Buttons to Enter Characters on page 10 5 Redial Calls the last external number dialed You cannot redial internal numbers 6 Transfer Transfers the current call Also functions as a forward space when entering dialpad characters See Using the Dialpad Buttons to Enter Characters on page 10 7 Hold Places the current call on hold Also functions as a backspace button See Using the Dialpad Buttons to Enter Characters on page 10 8 Intercom Provides a call line for internal intercom calls The Intercom button has a lamp which flashes when an internal call is ringing in and is lit continuously during an active call 9 Call Provides a call line for external calls The Call button has a lamp which flashes when an external call is ringing in and is lit continuously during an active call Mitel 5304 IP Phone User Guide Issue 3 February 2011 Getting Started Volu
71. on System Hold 1 While on a call press the Special button and then dial 335 ENTER EXTENSION NUMBER appears 2 Hang up or place another call To place a call on hold and answer a waiting call Press the Hold button and then press the flashing IC or Call button To return to a call that is on hold Press the Hold button and then lift the handset Caller WAS HOLDING appears Entering a Hookflash Page 30 Some telephone companies require you to enter a hookflash a quick hang up and release for feature access To enter a hookflash Lift the handset press the Special button and then dial 330 Mitel 5304 IP Phone User Guide Issue 3 February 2011 Call Features Transferring Calls You can transfer calls to other extensions or external numbers You can also transfer conference calls See Transferring a Conference on page 37 for more information To transfer a call to another extension 1 While on the call press the Transfer button 2 Enter the extension number 3 Do one of the following e Wait for an answer announce the call and then hang up If the extension is unavailable press the flashing IC or Call button to return to the caller e Hang up to transfer the call and disconnect the call from your phone If your system administrator has enabled the Transfer on Connect Allowed feature for your phone you are automatically connected to NOTE calls transferred to your extension after the transfer
72. ondary Extensions are assigned to other extensions in the system primary extensions Because Secondary Extension buttons are programmed by the system administrator you cannot change the buttons for example assign features to the buttons When programmed you can use Secondary Extension buttons to e Place an internal call to the primary extension e View the call activity at the primary extension if the button has a lamp e Transfer calls to the primary extension e Answer a call that is ringing or holding on any Call button at the primary extension The system administrator must set up the Call buttons for internal calls or you cannot use Secondary Extensions at the primary extension You can use Secondary Extension buttons to notify you when a given number NOTES of calls are waiting at the primary extension If a Secondary Extension button is flashing the primary extension has an incoming call you can press before pressing the flashing Secondary Extension button to call the primary extension and not answer the incoming call Mitel 5304 IP Phone User Guide Issue 3 February 2011 Page 43 Call Features Using Hot Desking The Hot Desking feature allows users to share phones or temporarily move to other phones and yet maintain their personal identity and preferred phone configuration settings If your administrator has set you up with a Hot Desking Profile you can log on to any Hot Desk enabled base phone using th
73. oup Listen While on a call press the Special button and then dial 312 GROUP LISTEN ON appears and you hear a confirmation tone The other party does not hear the confirmation tone Press the Special button and then dial 312 again to turn Group Listen off Using Call Logging Your call logs are records of your most recent missed received and dialed calls A maximum of 20 entries are stored in each call log You can use Call Logging to e View recent call activity e View caller ID information e Return or redial calls To use Call Logging 1 Lift the handset and dial 333 2 Select one of the following options e Press 1 missed e Press 2 received e Press 3 dialed e Press 4 clear 3 Press A Up or Ww Down to scroll through the entries The display shows the party s name and the extension or outside number if available and the date and time If no Caller ID information is available UNKNOWN CALLER appears To return a call or redial a number listed in a call log Press while the display shows the number To delete individual call log entries Press 0 to delete the displayed entry 3 This feature may or may not be enabled for your system Page 42 Mitel 5304 IP Phone User Guide Issue 3 February 2011 Call Features Using Secondary Extension Buttons Secondary Extension buttons must be programmed by your system administrator You can use programmable buttons as secondary extensions Sec
74. our phone by other internal parties notifying you to contact the party who left the message When you receive an inter station message the Message Ring Indicator flashes to notify you of the new message You can then either delete the message or reply to the message which automatically places a call to the party who left the message e Do Not Disturb DND messages Messages that other internal parties see when your phone is in DND See Using Do Not Disturb DND on page 55 e Reminder messages Messages that you can use to notify yourself of upcoming appointments meetings and so on See Using Reminder Messages on page 56 e Pages Announcements sent over phone speakers or external speakers See Paging Other System Users on page 57 e Voice messages System voice mail messages The Message Ring Indicator flashes to notify you about new messages and the display indicates how many messages you have Because a variety of voice mail products work with the Mitel 5000 CP this guide does not include voice mail instructions For voice mail instructions refer to the voice mail user guide for your system For example refer to the Enterprise Messaging Unified Voice Messaging and Embedded Voice Mail Card User Guide part number 835 3205 or the Mitel NuPoint Unified Messaging User Guide on the Mitel Web site http edocs mitel com Contact your system administrator for more information about your voice mail system NOTE Leaving M
75. peed dial locations 3 Press to select the location Hold down the Hold button until the name is erased and then press to continue 5 Hold down the Hold button until the number is erased and then press STN SPD BIN number UPDATED appears Page 24 Mitel 5304 IP Phone User Guide Issue 3 February 2011 Answering and Placing Calls Assigning Speed Dial Numbers to Programmable Buttons You can assign Station or System Speed Dial numbers to your programmable buttons Before or after assigning the speed dial number to a programmable button make sure the speed dial number has either a Station Speed Dial bin or System Speed Dial location assigned to it For System Speed Dial numbers numbers are pre assigned to the System Speed Dial locations 000 to 999 or 0000 to 4999 by your NOTE system administrator Therefore you just need to choose a System Speed Dial location that you want to use see Using System Speed Dial on page 23 for details For Station Speed Dial numbers you must manually store numbers in the Station Speed Dial bins 0 to 9 See Storing Station Speed Dial Numbers on page 23 To program a Station Speed Dial button 1 Lift the handset and dial 397 2 Press the button that you want to program If the button is e not programmed UNDEFINED KEY appears e programmed the feature or extension programmed for the button appears e not programmable NON PROGRAMMABLE KEY appears 3 Dial 382
76. ration Assistant first states whether call forwarding is currently enabled or not for example Call Forwarding is enabled and then offers the following forwarding functions e Forward calls to voice mail e Forward calls to an internal extension number e Forward calls to an external phone number you do not have to enter the Outgoing feature code 8 e Disable only if Call Forwarding is enabled 3 Hang up or press the Star button to return to the main menu Mitel 5304 IP Phone User Guide Issue 3 February 2011 Page 47 Call Features Managing Meet Me Conferencing Access Codes See Using Record A Call on page 41 for more information about Meet Me Conferencing This feature is available only if Meet Me Conferencing is enabled on your phone system NOTES While using Configuration Assistant options you can press the Star button any time you wish to cancel the current operation and return to the main menu To create a new Meet Me Conference access code Access Configuration Assistant as described in your existing phone user guide 2 Follow the voice prompts to select the conference option and then select the option to create a new conference access code Configuration Assistant states your new access code 3 Hang up or press to return to the main menu To delete an existing Meet Me Conference access code Access Configuration Assistant as described in your existing phone user guide 2 Follow the vo
77. ress or lift the handset to save the entry Mitel 5304 IP Phone User Guide Issue 3 February 2011 Personalizing Your Phone The following tables show the dialpad characters for the Canadian French and Mexican Spanish languages Dialpad Characters Canadian French Number of Times Dialpad Button is Pressed Button 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 1 amp 1 2 A B C 2 A b c G 9 D E F 3 D e f E 4 G H l 4 G h i i i 7 i 5 J K L 5 J k 6 M N O 6 M n o O CE 6 ce 7 P Q R S 7 p q r s 8 T U V 8 T u v 9 W X Y Z 9 w x y Z Y Y 0 0 Dialpad Characters Mexican Spanish Number of Times Dialpad Button is Pressed Button 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 1 amp 1 2 A B C 2 A b c 3 D E F 3 D e f 4 G H l 4 G h i 5 J K L 5 J k 6 M N O 6 M n o 6 7 P Q R S 7 p q r s 8 T U V 8 T u v u 9 W X Y Z 9 w x y Zz 0 i a E 0 Mitel 5304 IP Phone User Guide Issue 3 February 2011 Page 11 Personalizing Your Phone Using Programmable Buttons For quick access you can assign feature codes extensions speed dial numbers trunks or other resources to your programmable buttons You can then press the programmed buttons to activate features or plac
78. ring party hangs up If this option is turned off you must press an IC or Call button to answer calls transferred to your extension To transfer a call to an external number 1 While on the call press the Transfer button Dial the Outgoing Call access code the default code is 8 to select an outside line Dial the phone number oM Do one of the following e Wait for an answer announce the call and then hang up If the extension is unavailable press the flashing IC or Call button to return to the caller e Hang up to transfer the call and disconnect the call from your phone Using Reverse Transfer You can use Reverse Transfer Call Pick Up to answer calls that are ringing or holding at other extensions For example if you receive a call while you are away from your desk you can pick up the call from another extension To use Reverse Transfer 1 Lift the handset and then dial 4 ENTER EXTENSION NUMBER appears 2 Dial the extension or hunt group number or press a PKM key where the call is ringing or holding The call is transferred to the phone you are using and you are connected to the caller Mitel 5304 IP Phone User Guide Issue 3 February 2011 Page 31 Call Features Viewing Your System Information If you are on a call you can temporarily view your user information your user name and your extension number and the date and time To display your user information and the date and time Press the Special b
79. rs Redial Calls the last external number dialed You cannot redial internal numbers Transfer Transfers the current call Also functions as a forward space when entering dialpad characters Hold Places the current call on hold Also functions as a backspace button Intercom IC Provides a call line for internal intercom calls Call Provides a call line for external calls A Up yw Down Volume Provide volume control for the ringer handset and speaker Also provides the ability to scroll through display options Mitel 5304 IP Phone User Guide Issue 3 February 2011 Feature Code ACD Agent Log In Out 328 Background Music On Off 313 Call Forward All Calls 355 Call Logging 333 Conference 5 Default Station 394 Directory 307 Display Time And Date 300 Do Not Disturb On Off 372 Dynamic Express Extension On Off 364 Dynamic Express Extension Handoff 388 Hold Individual 336 Hold System 335 Hot Desk On Off 348 Hunt Group Remove Replace 324 Message Cancel Left Message 366 Message Delete Message 368 Message Leave Message 367 Message View Messages Menu 365 Microphone Mute On Off 314 Page Receive On Off 325 Program Buttons 397 Program Station Passcode 392 Programmable Buttons Default 395 Queue Callback Request 6 Record A Call 385 Reverse Transfer Call
80. tch 2 3 Hot Desking using 44 Hunt Group Calls diverting 61 stealing 62 Hunt Group Supervisor Features 62 Mitel 5304 IP Phone User Guide Issue 3 February 2011 Hunt Groups accepting or rejecting Agent Help 62 Agent Help requesting 61 agent IDs 59 Automatic Call Distribution ACD 59 Barge In using 63 calls diverting 61 monitoring 62 stealing 62 logging out of 60 types 59 Uniform Call Distribution UCD 59 wrap up timer 60 IC 4 Individual Hold using 30 Installing Designation Cards 7 Intercom 4 Intercom Button 4 Internal Calls placing 21 Inter Station Messages deleting 54 IP Phone 5304 2 blank display 1 changing volume levels 7 comfort and safety 5 default settings returning to 16 errortones 5 features dialpad buttons 5 Ring Message Indicator 3 ring tone selecting 8 ringer 8 signals 5 speaker 3 K Keymaps changing 16 switching 16 L Language changing 8 LCD contrast changing 9 Logs call 42 Mitel 5304 IP Phone User Guide Issue 3 February 2011 Index Manual Call Forwarding 33 Manual Call Forwarding Settings changing 47 50 Meet Me Conferencing access codes 39 conference assistant 39 dropping out 40 joining 40 putting on hold 40 setting up 39 transferring 40 using 39 Members hunt group 59 Message Button 4 Message Waiting Indications receiving 36 Messages canceling 54 deleting 54 Do Not Disturb 55 error 65 leaving 53 pages 57 Reminder 56 reply
81. the extension When you use the Ring Intercom Always feature the called party is required to pick up the handset to answer your call To use Ring Intercom Always to always send non handsfree calls Lift the handset and dial 377 RING IC ALWAYS ON appears Dial 377 again to turn Ring Intercom Always off To override Handsfree Mode for the current call you are making 1 Lift the handset 2 Before you enter the extension number press RING EXTENSION NUMBER appears 3 Dial the extension number Using Mute You can use Mute to temporarily turn off your handset microphone preventing the other party on the call from hearing you To mute or unmute the handset microphone While on a call press the Special button and then dial 314 MICROPHONE MUTE ON appears To unmute the microphone press the Special button and then dial 314 Mitel 5304 IP Phone User Guide Issue 3 February 2011 Page 29 Call Features Placing Calls On Hold You can place calls on Individual Hold or System Hold e Individual Hold Places an internal or external call on hold at your phone e System Hold Places an external call on hold in the system You can then pick up the call from any phone that indicates a flashing Call button for the call including the phone that placed it on hold To place a call on Individual Hold 1 While on a call press the Hold button ENTER EXTENSION NUMBER appears 2 Hang up or place another call To place an outside call
82. to Background Music on page 8 e Cancels Callback queue requests See Requesting a Callback Queuing the Phone on page 21 e Cancels Manual Call Forwarding See Manual Call Forwarding on page 33 e Cancels System Forwarding See System Forwarding on page 33 e Cancels Do Not Disturb DND See Using Do Not Disturb DND on page 55 e Restores Page settings See Paging Other System Users on page 57 e Resets hunt group calls See Hunt Groups on page 59 To reset your phone to the default settings Lift the handset and dial 394 STATION DEFAULTED appears Switching Keymaps Keymaps are the default button assignments on your phone Your system may have programmed an alternate keymap allowing you to switch between keymap assignments Contact your system administrator for more information To switch between keymaps when your phone is idle Lift the handset and dial 399 The display shows either ALTERNATE or STANDARD KEYMAP IS ACTIVE To switch between keymaps during a call Press the Special button and then dial 399 Page 16 Mitel 5304 IP Phone User Guide Issue 3 February 2011 Personalizing Your Phone Activating Door Relay If the Activate Door Relay feature is enabled you can unlock a door i e buzz it open through your phone You can enter the Activate Door Relay feature code while idle or while on a call This allows you to activate the feature while talking to a communications de
83. u can also place the first call on hold before you answer the waiting call See Placing Calls On Hold on page 30 Using Automatic Call Access When you enable Automatic Call Access if a call rings in and you pick up the handset you are automatically connected to the call When you disable this feature if a call rings in you must press the flashing IC or Call button to answer the call You can enable and disable Automatic Call Access for both internal and external calls To use Automatic Call Access for incoming IC calls Lift the handset and dial 361 AUTO IC ACCESS ON or OFF appears To use Automatic Call Access for incoming external trunk calls Lift the handset and dial 360 AUTO TRNK ACCESS ON or OFF appears To answer a call do one of the following Lift the handset and respond to the caller Redirecting Calls If you do not want to answer an incoming call you can redirect the call to another extension or external number To redirect calls 1 While the call is ringing in dial 331 2 Enter the extension number or dial the Outgoing Call access code 8 and then enter the external number The call is redirected to the number entered Mitel 5304 IP Phone User Guide Issue 3 February 2011 Page 19 Answering and Placing Calls Using Automatic Trunk Answer You can use Automatic Trunk Answer to answer incoming external calls for other internal parties who are members of an Answer Access list Your system
84. uide Issue 3 February 2011 Messages Paging Other System Users You can place page announcements through phone speakers or external speakers if applicable Your system may use page zones to prevent announcements from transmitting through every phone in the system Each page zone contains a different combination of extensions and external paging equipment Contact your system administrator for page zone information You can use the following table to save the page zone information for future reference Page Zone Name Number Description Placing a Page Announcement The following instructions describe how to place a page announcement To place a page announcement 1 Lift the handset and dial 7 2 Enter the page zone number 0 to 9 3 Wait for the tone make your announcement and then hang up Enabling or Disabling the Paging Feature You can enable or disable the Page feature for your extension If your extension is assigned to more than one page zone the Page on off feature code enables or disables your extension for all pages zone you cannot select individual zones To enable or disable paging for your phone Lift the handset and dial 325 PAGE RECEIVE ON appears Dial 325 again to disable paging Mitel 5304 IP Phone User Guide Issue 3 February 2011 Page 57 Hunt Groups Hunt Groups Hunt groups are groups of internal parties agents who share a common hunt group extension numb
85. up To log in to one or more ACD hunt groups 1 Lift the handset and dial 326 The display shows AGENT LOGIN ACD HG 2 Do one of the following e Enter the ACD hunt group number e Press to log in to all of your ACD hunt groups The display shows AGENT LOGIN AGENT ID 3 Enter your Agent ID if applicable or press if you do not have an agent ID The display shows the log in status for one or all hunt groups Mitel 5304 IP Phone User Guide Issue 3 February 2011 Page 59 Hunt Groups Logging out of ACD Hunt Groups You can log out of all ACD hunt groups at once or log out of each hunt group one at a time To log out of one or more ACD hunt group Lift the handset and do one of the following e Dial 328 to log out of all of your ACD hunt groups The display shows AGENT LOGGED OUT OF ALL ACDS e Dial 327 to log out of one hunt group at a time If you were logged in to only one hunt group the display shows AGENT LOGGED OUT OF HUNT GROUP lt number gt If you were logged in to more than one hunt group the display shows AGENT LOGOUT HG Enter the extension number of the ACD hunt group Stopping the ACD Hunt Group Wrap up Timer Each time you end an ACD hunt group call a wrap up timer starts The default wrap up time is 15 seconds Your system administrator can change the wrap up timer settings Until this timer expires you will not receive another hunt group call however you can stop the wrap up timer to allow
86. up Wrap up Timer stopping 60 ACD Hunt Groups logging in 59 logging out 60 Ad Hoc Conference Calls adding 37 dropping out 37 ending 38 placing 37 transferring 37 Ad Hoc Conference Party adding 37 Agent Help accepting or rejecting 62 requesting 61 Agent Help Calls accepting or rejecting 62 Agent ACD hunt group 59 Audio Problems 66 Automatic access disabling 19 access enabling 19 call access using 19 trunk answer using 20 B Background Music 8 Background Music listening 8 Barge In using 63 Button Assignments viewing 16 Buttons call 4 dialpad 2 5 DND 4 forward 4 hold 4 IC 4 intercom 4 labels 7 message 4 Mitel 5304 IP Phone User Guide Issue 3 February 2011 Index programmable 2 4 redial 4 special 4 transfer 4 volume 2 5 C Call Button 4 Call Forward manual 33 system 33 using 33 Call Logging using 42 Callback requesting 21 Caller ID Information displaying 32 viewing 32 Calls answering 19 camping on to phone 21 conference 37 conference placing 37 emergency placing 21 external placing 22 forwarding 33 intercom 4 internal placing 21 logs using 42 monitoring 62 muting the microphone 29 outside 4 picking up reverse transferring 31 placing 21 placing internal IC 21 recording 41 redirecting 19 redirecting incoming 19 stealing 62 transferring 31 waiting answering 19 Calls On Hold placing 30 Camp On using 21 Characters entering dialpad 1
87. utgoing feature code 8 3 Hang up or press the Star button to return to the main menu Page 46 Mitel 5304 IP Phone User Guide Issue 3 February 2011 Call Features Changing the DND Settings See Using Do Not Disturb DND on page 69 for more information about using DND To change the DND settings using Configuration Assistant 1 Access Configuration Assistant as described in Accessing Configuration Assistant on page 46 2 Follow the voice prompts to change your DND status on or off There is no option to provide a specific DND status message When this option is selected Configuration Assistant first states whether DND is currently enabled or not for example Do Not Disturb is currently disabled and then offers the following DND functions o Enable only if DND is disabled o Disable only if DND is enabled 3 Hang up or press the Star button to return to the main menu Changing the Manual Call Forwarding Settings See Manual Call Forwarding on page 33 for more information about Manual Call Forwarding To change the Manual Call Forwarding settings using Configuration Assistant 1 Access Configuration Assistant as described in Accessing Configuration Assistant on page 46 2 Follow the voice prompts to change your manual call forwarding status on or off There is no option to provide a specific call forwarding condition such as no answer or busy When this option is selected Configu
88. utton and then dial 300 Viewing Caller ID Information If you are currently connected to an external caller with Caller ID you can toggle between the caller s name and number If the name is unavailable CANNOT ACCESS FEATURE appears To show the outside party s name number Press the Special button and then dial 379 Page 32 Mitel 5304 IP Phone User Guide Issue 3 February 2011 Call Features Forwarding Calls You can use Manual Call Forwarding or System Forwarding to forward calls Manual Call Forwarding The following table describes Manual Call Forwarding options Call Forward Feature Description Code Call Forward All Calls All incoming calls are forwarded to a specified 355 destination Call Forward if No All incoming calls are forwarded to a specified 356 Answer destination if they are not answered in a pre determined time frame The timer is set by the system administrator Call Forward If Busy When your phone is busy all incoming calls are 357 forwarded without ringing Call Forward If No All incoming calls are forwarded if your phone is 358 Answer Busy busy or if you do not answer To use Manual Call Forwarding 1 Lift the handset and dial one of the forwarding codes above ENTER FORWARD DEST appears 2 Doone ofthe following e Enter the extension number e Dial the Outgoing Call access code the default code is 8 to select an outside line and then dial the telep
89. vice mounted at the door without first having to hang up When activated while on a call the feature will not affect the call in progress other than to show a short confirmation on the display You can add the Activate Door Relay feature to a phone keymap button just like any other station feature To unlock a door While idle or while on a call dial 332 The door is unlocked Mitel 5304 IP Phone User Guide Issue 3 February 2011 Page 17 Answering and Placing Calls The following instructions describe how to answer and place internal and external calls and how to use related features By default internal intercom calls are assigned to the IC button and external calls Nee are assigned to the Call button Answering Calls Incoming calls are accompanied by a ring tone signal and a rapidly flashing ring indicator lamp When you receive an incoming call how you answer it depends on how you configure the Automatic Call Access feature To answer a Call Lift the handset press the flashing IC or Call button and then respond to the caller Automatic Call Access disabled Answering Waiting Calls If you receive a call while you are on another call you hear a call waiting tone the IC or Call button flashes and the display shows the Caller ID information if available To answer a waiting call Press the flashing IC or Call button This action hangs up on the connected call and connects you to the waiting call Yo
90. when errors occur for example when you enter an incorrect feature code You must be using the feature to change the volume level For example if you want to change the handset volume level you must be using the handset However you can adjust the ringer alerting tone volume level when the phone is idle To change a volume level While using the feature press A Up to increase the volume or press Ny Down to decrease the volume The volume level is automatically saved Mitel 5304 IP Phone User Guide Issue 3 February 2011 Page 7 Personalizing Your Phone Changing the Ring Tone You can select one of nine different ring tones To change the ring tone 1 Lift the handset and press the hookswitch down 2 Dial 398 3 Doone ofthe following to listen to and select a ring tone e Press AX Up or W Down e Press 1 to 9 4 To save the ring tone press If you do not want to use a ring tone you can turn the phone ringer off To turn the ringer off 1 Lift the handset and press the hookswitch down 2 Dial 398 3 Press 0 to turn the ringer off 4 To save the setting press Listening to Background Music If your system is equipped with a music source you can listen to background music or system audio for example organizational conference calls through the external speaker To turn on or turn off background music Lift the handset and dial 313 on off BACKGROUND MUSIC ON or OFF appears Changing the
91. y matches For example to find the name Jones dial 56637 Button Characters Represented 0 0 1 1 2 2ABCabcCaaaacAAa 3 3DEFdef eE 4 4GHIghiifi 5 5JKLjkl 6 6MNOmno95006fN 7 7QPRSqprs 8 8TUVtuvuouU 9 9WXYZwxyzy A Up Scroll to next entry Ny Down Scroll to previous entry i Cancel search Activate selection Hold Move the cursor to the left deleting existing characters To search for a directory name or feature 1 Lift the handset and dial 307 2 Press one of the following e 1 for the IC directory e 2 for the Outside directory e 3 for the Feature directory 3 Press the dialpad buttons to enter up to 20 characters see table above 4 Press AA Up or w Down to scroll through the possible matches The IC directory may display two similar possible matches one without an NOTE asterisk and one with an asterisk The entry without an asterisk is the primary extension the entry with an asterisk is a secondary extension 5 Press to dial the number displayed or activate the feature code displayed Mitel 5304 IP Phone User Guide Issue 3 February 2011 Answering and Placing Calls Using Account Codes Account codes record information for phone record reports You may be required to enter account codes when placing calls There are three types of account codes e Standard account codes Automatically entered into the phone record report w

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