Talkswitch CT.TS005.002501 Telephone User Manual
Contents
1. Data Power 4 TALKSWITCH START GUIDE STEP 3 OPEN THE TALKSWITCH CONFIGURATION SOFTWARE Double click the TalkSwitch icon on Mm Accessories gt your Desktop this icon was created Tae es i 2 iocuments W TalkSwitch 4 00 gt during the software installation ee IF eveBeam 1 5 gt 2 TakSwitch website Ss im NetDrive TalkSwitch Configuration or from the Start menu select Search gt im Trend Micro Client Server Security Agent Uninstall TalkSwitch 4 00 Programs select the TalkSwitch 4 00 folder and click TalkSwitch Configuration 4 00 im Wasp Technologies gt B TalkSwitch Auto Update y v Pz Help and Support W Run Windows XP Professional Shut Down TalkSwitch Software will now attempt to detect your unit displaying progress on a Detecting TalkSwitch Units window When software succeeds in detecting your TalkSwitch a progress bar Talkswitch System Configuration appears on the screen showing the connection to TalkSwitch in progress When the bar disappears the TalkSwitch System Configuration window will appear a a oa Retieving configuration please wait If software was unable to detect your TalkSwitch automatically a dialog box opens requesting you to select the connection type LAN connection x From the Connection Type menu x select Ethernet and click Connect Please select how you wish to connect to TalkSwitch2. TALKSWITCH DOCUMENTATION START GUIDE RELEASE 4 0 CT 1TS005 002501 Use with TalkSwitch CA CVA and VS models For use in North America talkswitch ANSWERS WITH INTELLIGENCE INTRODUCTION About this guide This guide describes the steps required to do basic installation and configuration of your TalkSwitch telephone system Once you have completed these steps your system can be further customized for your needs For complete configuration details refer to the TalkSwitch User Guide This guide is intended for use with TalkSwitch CA CVA or VS models Where to go for further information The guides listed below and many other resources can be found on the TalkSwitch Configuration Software CD in the TalkSwitch folder in the Windows Start menu once the software has been installed and online at www talkswitch com support e For complete configuration information refer to the TalkSwitch User Guide after completing the steps in this guide e For information on setting up a TalkSwitch system to use Voice over IP VoIP refer to the TalkSwitch VoIP Network Configuration Guide Troubleshooting The TalkSwitch system and the configuration software are designed for ease of use However if you encounter difficulties with the installation or configuration of your TalkSwitch e Consult the documents on the TalkSwitch Configuration Software CD or in the TalkSwitch folder on your PC e Access additional
3. Four wire connector 2 incoming phone lines per wall phone jack TalkSwitch VS units require that each phone line be connected to a separate TalkSwitch line jack Use single a line cables or a dual to two single jack adapter 4 line unit 8 extension unit E5 E6 E7 E8 E1 E2 E3 E4 For TalkSwitch 48 CA and 48 CVA connect a four wire RJ 11 telephone cable to the wall phone jack of the incoming phone lines and the other end to the L1 L2 jack of the TalkSwitch unit Note Four wire cables are not provided with the TalkSwitch unit If required connect another dual external phone line to the L3 L4 jack of the TalkSwitch unit using the same method Note It is important that dual phone lines are connected to the L1 L2 and L3 L4 jacks otherwise TalkSwitch will not recognize these lines as two separate lines Connect telephones and fax machines to TalkSwitch For TalkSwitch units with 4 extension ports connect the telephone cables from your phones to the E1 through E4 jacks of the TalkSwitch unit consecutively If you have a fax connect the phone cable from your fax to the E3 jack For TalkSwitch units with 8 extension ports connect the telephone cables from your phones to the E1 through E8 jacks of the TalkSwitch unit s If you have a fax connect the phone cable from your fax to the E8 jack TALKSWITCH START GUIDE Take note of which telephone is connected to which jack and refer to the table belo
4. From the drop down list next to On an incoming arora Ta i Pay auto attenda call during mode select Mode 1 eee ete a bet te ater 3 Extension Ring Groups e Mii Modes represent different operating schedules e ca sal Calo zig E 113 such as standard business operating hours or mia non standard weekends and evenings Additional modes can be configured later _ em Configuration a 4 From the drop down lists select Play auto attendant select 1 and select immediately Switch 1 TalkSwitch 2 Auto Attendant 1 set up in the previous step O will immediately answer all incoming calls and pat play a greeting r Qn an incoming call during mode Mode 1 O Play auto attendant gt fi gt immediately Line 3 Check extensions to ring onan incoming call oo o H_ 5 Repeat this process for each additional eg _ before the Auta attendant answer incoming line Line 2 6 If you have a system with multiple TalkSwitch units you will notice up to four tabs TalkSwitch 1 TalkSwitch 2 etc across the top of the window Click on each tab to configure each TalkSwitch unit in your network i WWW TALKSWITCH COM 7 Option 2 Fim mode Mode 1 Option 3 2 srg ear during mode Mode 1 _ _ _ Set certain extensions to ring or direct calls to voicemail Option 1 A during mode Mode 1 Ring extensions only n after 3 rings Check extensio
5. Guide TalkSwitch 24 CA is not networkable WWW TALKSWITCH COM 13 14 Changing TalkSwitch unit ID numbers Each TalkSwitch unit is pre programmed at the factory with Unit ID number 1 When you plug multiple units in for the first time or add a unit or units to an existing network the lights on the front of each TalkSwitch flash This is an indication that all units have the same ID number Change the ID numbers so that they are all unique as follows 1 Connect a phone to any extension jack eg E4 of the TalkSwitch unit for which you want to change the unit ID number and lift the phone handset 2 The TalkSwitch prompt will indicate that there is an ID conflict Choose a number for example 2 as the new unit ID number Once the unit ID number has been accepted the lights on the front panel will stop flashing usually within 10 seconds 3 Repeat the above steps for each additional TalkSwitch unit assigning a unique ID number to each unit on the network After successfully changing each unit ID to a unique number each unit can be identified by the network More importantly each local extension remote extension and voice mailbox will have a unique number wherein the second digit in the three digit identifier becomes the unit ID number See the table below a Extension number 5 Example three digit identifier i a TalkSwitch unit ID number 2 Local Extension j TalkSwitch Numbering Scheme for Network
6. TalkSwitch information online at www talkswitch com support Contacting Technical Support e Contact your authorized TalkSwitch reseller e If you purchased directly from TalkSwitch e mail support talkswitch com providing your company name and TalkSwitch product information e Call our support line at 1 866 393 9960 toll free in continental North America or at 613 725 2466 Monday to Friday from 9 00 am to 8 00 pm EST WWW TALKSWITCH COM BEFORE YOU BEGIN Check package contents Whether you have purchased a system with one or multiple TalkSwitch units each package you receive should include the following e TalkSwitch unit e TalkSwitch Configuration Software CD e AC adapter e RJ 11 telephone cables 1 for each incoming line e RJ 45 Ethernet cable or USB cable for 24 CA e Quick Reference Cards 2 for each extension e Wall mounting template screws and anchors for optional wall mounting of your TalkSwitch unit Ensure that you have the minimum system requirements You will need a PC to configure your TalkSwitch Ensure that your PC meets the following minimum system requirements e Windows 2000 XP operating system e 100 MB free hard disk space e 256 MB RAM e 800x600 video resolution Network equipment If your system includes multiple TalkSwitch units you will need an Ethernet switch If you plan on using VoIP or configuring your system remotely you will need an Ethernet switch or router with an inte
7. number of seconds to wait for example 5 select go to local ext and select the receptionist s extension for example 114 The final step setting up your auto attendant greeting s is described in Step 8 of this guide Auto Attendant and Voicemail Greetings For more information For complete details and options such as Automatic Fax Detection refer to the TalkSwitch User Guide i e after phones are connected to TalkSwitch TALKSWITCH START GUIDE STEP 5 CONFIGURE INCOMING TELEPHONE LINES Setting up your incoming lines will customize TalkSwitch to fit the unique needs of your business For example you can set all incoming calls to be answered by an auto attendant set certain extensions to ring before an auto attendant answers or have calls go directly to voicemail If you have not set up an auto attendant proceed to the Set certain extensions to ring or direct calls to voicemail section on the next page Set auto attendant to answer all incoming calls 1 Select Call Handling gt Telephone Lines from Configuration TalkSwitch System Configuration the menu on the left of the TalkSwitch System E r Fi Configuration window Sree l System Information TalkSwitch 1 TalkSwitch 2 2 From the list of telephone lines click Line 1 to Merten configure incoming line number 1 Modes O nA On an incoming call during Auto Attendant 5 Line 2 Telephone Lines 3
8. GUIDE STEP 6 SAVE SETTINGS TO TALKSWITCH This step will transfer the settings you have configured Config TalkSwitch System Configuration from your computer to the TalkSwitch system From the File menu in the TalkSwitch System Sava TA Fl Configuration window select Save to TalkSwitch i Config A progress bar appears indicating that the Exit _ configuration information is being sent to the ae TalkSwitch system SS ai ta lk S STEP 7 CONNECT TELEPHONES AND PERIPHERALS Connect incoming external telephone lines Important Lightning and electrical surges can cause damage to TalkSwitch We recommend using surge protection equipment on all external telephone and power lines connected to a TalkSwitch system Single line connection Two wire connector 1 incoming phone line per wall phone jack Use the RJ 11 telephone cables provided to connect T external phone lines to TalkSwitch These cables have a twO wire connector for connection to a single line wall jack 1 Connect one end of the provided RJ 11 telephone 2 line unit 4 line unit cable to the wall phone jack of an incoming phone line and the other end to the L1 jack at the back of the TalkSwitch unit 2 If necessary connect additional external phone lines to the L2 L3 and L4 jacks of the TalkSwitch unit using the same method WWW TALKSWITCH COM 9 2 line unit 4 extension unit E1 E2 E3 E4 10 Dual line connection
9. USB connection Connection Type ME From the Connection Type menu USB Connection select USB and click Connect Once connection has been established the TalkSwitch System Configuration window will appear tee MV Save as default Note If you encounter difficulties opening the TalkSwitch configuration Pisos Fiunyiatz Cancel software check that all your wires and plugs are securely connected WWW TALKSWITCH COM 5 STEP 4 CONFIGURE AN AUTOMATED ATTENDANT An auto attendant can be set up to answer incoming calls and play a recorded greeting For example an auto attendant greeting can instruct callers to dial their party s extension or dial 0 for assistance If you do not wish to set up an auto attendant at this time you can proceed to the Step 5 Configure Incoming Telephone Lines Config tsd TalkSwitch System Configuration File view Tools Help ETY p About TalkSwitch System Information Voicemail 5 Call Handling Modes Telephon eS YoIP Numbers Local Extensions Remote Extensions Extension Ring Groups em Configuration 2 At y Attendant perform the following actions If the caller selects O then o0 to locale 143 If the caller selects 1 then perform no action liga If the caller selects 2 then perform no action gt If the caller selects 3 then perform no action x race If the caller selects 4 then perfor
10. e lines and computing equipment e TalkSwitch 48 CA 48 CVA and VS models can be connected to your PC using a Local Area Network LAN or USB connection CA models also offer an RS 232 connection e The TalkSwitch 24 CA can be connected to your PC using a USB or serial connection If you re installing a TalkSwitch system with multiple TalkSwitch units or you re adding a TalkSwitch unit to an existing system refer to the Networking TalkSwitch on a LAN section on page 13 Connection Options Connect using LAN Ethernet Connect one end of the provided RJ 45 Ethernet cable to the LAN port at the back of the TalkSwitch unit and the other end directly to your Ethernet switch Ensure your computer is connected to the same switch LAN USB Power Connect using USB Using a USB A to B cable connect TalkSwitch CA and CVA models the B end to the USB port at the back of TalkSwitch and the A end to the USB port of your PC es Power up TalkSwitch 1 Connect the provided AC adapter to the Power port at the back of the TalkSwitch unit and plug the adapter into an available power outlet A Warning Never use a power adapter other than the one provided with TalkSwitch TalkSwitch VS models 2 Turn TalkSwitch on by pressing the Power button on the front of the unit The lights on the front panel will flash for a few moments during boot up then stop The center light marked Data will remain lit indicating that the TalkSwitch unit is on
11. ed Units Unit ID 1 Unit ID 2 Unit ID 3 Unit ID 4 Local Extensions 111 118 121 128 131 138 141 148 Remote Extensions 211 218 221 228 231 238 241 248 Local Mailboxes 111 118 121 128 131 138 141 148 Remote Mailboxes 211 218 221 228 231 238 241 248 General Mailboxes 410 419 420 429 430 439 440 449 Configuring the Networked Units Now that you have connected your TalkSwitch units and changed the unit ID numbers you can configure call handling options for the new unit s Return to STEP 3 Open the TalkSwitch Configuration Software and follow the subsequent steps to complete the configuration of your expanded TalkSwitch network TALKSWITCH START GUIDE SETUP COMPLETE Congratulations Your TalkSwitch system should now be ready to accept incoming calls TIP Put a TalkSwitch Quick Reference Card next to each extension phone to help employees become familiar with the TalkSwitch features Configuring TalkSwitch units remotely Once installation is complete you can configure your TalkSwitch units via a TCP IP connection between TalkSwitch and a remote PC running the TalkSwitch configuration software For details refer to the TalkSwitch User Guide Note The TalkSwitch 24 CA model does not have a network connection option and cannot be configured remotely Note If TalkSwitch is installed behind a router firewall you will need to map port 9393 to TalkSwitch to enable remote configuration for details on port mapping visit http www
12. et up an auto attendant as described in STEP 4 of this guide Configure an Automated Attendant then you should load or record a greeting now What should an auto attendant say The following is an example of a typical auto attendant greeting Welcome to the ABC company If you know your party s three digit extension you may dial it now To reach reception press 0 or stay on the line Sermo C To load a pre recorded auto attendant greeting performno action You can load a professionally pre recorded greeting to perform no action TalkSwitch by following these steps perform no action l gotolocalen rie 1 Click on Load Auto Attendant After the Auto Attendant has finished playing and no selection has been 2 An information b Ox op ens asking wheth er or not ithi 5 to local ext 114 eee a Eel to continue Click Yes and follow the instructions Jtilities for Auto Attendant 1 The file must be an 8khz 8 bit mono p law Before an Auto Attendant can be fully functional you need to record your Auto Attendant message using a telephone a prerecorded Auto Attendant wav file A sample greeting auto attendant Record Instructions Load Auto Attendant Erase Instructions sample wav is provided in your TalkSwitch folder 12 Record an auto attendant greeting To record an auto attendant greeting for Auto Attendant 1 1 Pick up any telephone connected to t
13. grated switch and a broadband Internet connection Check your premises telephone wiring TalkSwitch usually doesn t require any extra telephone wiring beyond the standard infrastructure in most commercial and residential buildings If your premises requires additional wiring refer to the Home Office Wiring Guide Appendix in the TalkSwitch User Guide or consult an Authorized TalkSwitch Reseller in your area Important Lightning and electrical surges can cause damage to the TalkSwitch unit We recommend using surge protection equipment on all external telephone and power lines connected to this device TALKSWITCH START GUIDE STEP 1 INSTALL THE TALKSWITCH SOFTWARE 1 Ensure that you have Administrator privileges on your Windows XP or 2000 system 2 Turn your computer on and insert the CD into the CD ROM drive 3 The Install main window will appear within 20 seconds Click INSTALL and follow the instructions INSTALL insta WELCOME TO TALKSWITCH If the installation program does not automatically start for example if Autorun is disabled on your PC 1 From the desktop double click the My Computer icon Double click on the CD drive labeled TalkSwitch Double click on startscreen exe located in the start folder e u wW Click Install and follow the instructions WWW TALKSWITCH COM STEP 2 CONNECT TALKSWITCH TO YOUR PC OR NETWORK TalkSwitch can be set up anywhere in the vicinity of your incoming phon
14. he TalkSwitch You should hear a dial tone 2 Press thn OG 3 Follow the prompts to record your message When your greeting is complete press to end the recording Set up and record voicemail To set a password record a personal greeting and record your name for the company directory 1 Pick up any telephone connected to TalkSwitch You should hear a dial tone 2 Dial and your mailbox number Your mailbox number is equivalent to your extension number 3 Follow the prompts to set a password record a personal greeting and record your name for the company directory For complete details refer to the TalkSwitch User Guide TALKSWITCH START GUIDE NETWORKING TALKSWITCH ON A LAN Up to four TalkSwitch units can be networked together over a LAN to increase the number of lines and extensions in your system Connect TalkSwitch units Use LAN cables to connect each TalkSwitch to your Ethernet switch Note TalkSwitch unit enclosures are not designed for stacking We recommend wall mounting units in a horizontal row to maximize airflow and keep the units from overheating Power up all TalkSwitch units 1 Connect the provided AC adapters to the Power ports of each TalkSwitch unit and plug each adapter into an available power outlet 2 Turn the TalkSwitch units on by pressing the Power button on the front of each unit For further details on networking multiple TalkSwitch units refer to the TalkSwitch User
15. m no action If the caller selects 5 then perform no action _ ames If a fax call is detected then perform no action ER e 0 m After the Auto Attendant has finished playing and no selection has been made within 5 x seconds then ac to local ext x E m Utilities for Auto Attendant 1 Before an Auto Attendant can be fully functional you need to record your Attendant message using 4 telephone or load a pre recorded Auto Attenda Record Instructions Load Auto Attendant Erase Instructior Set up an auto attendant 1 In the TalkSwitch System Configuration window select Call Handling gt Auto Attendant from the menu at the left of the window In the main panel of the window click 1 to configure Auto Attendant 1 default selection Additional auto attendants up to 9 can be set up later using the same procedure From the drop down lists next to If the caller selects 0 then select go to local ext and then 114 We recommend assigning extension 114 to your office receptionist or person assigned to answer general calls extension 114 is designed to continue operating in the event of a power failure If your office has other directory options for example dial 1 for sales you can set these now For callers that do not have a touchtone phone go to the section After the Auto Attendant has finished playing and no selection has been made From the drop down lists select the
16. ns to ring on an incoming call fe 111 J 112 J 113 114 115 J 116 117 118 Play auto attendant fi alter 3 rings Check extensions to ring on an incoming call before the Auto Attendant answers 111 D112 113 114 115 Go to voice mailbox fir alter 3 rings Check extensions to ring on an incoming call before caller is sent to Voicemail 111 Option 1 To have certain extensions ring without playing an Auto Attendant select Ring extensions only Select the extensions to ring from the list of extensions Note you can adjust the ring sequence by clicking Adjust Sequence Option 2 To have certain extensions ring for a time before the auto attendant is played select Play auto attendant Select the auto attendant number for example 1 select the number of rings for example after 3 rings and select the extensions to ring from the list by default they are all selected Note you can adjust the ring sequence by clicking Adjust Sequence Option 3 To have all incoming calls directed to voicemail select Go to voice mailbox select the mailbox number for example 111 and the number of rings for example after 3 rings Repeat the process described in the options above for each additional line If you have a system with multiple TalkSwitch units click on each tab TalkSwitch 1 TalkSwitch 2 etc to configure all TalkSwitch units in a network TALKSWITCH START
17. portforward com routers htm What next e To add remote extensions e g cell phone or remote location or take advantage of other TalkSwitch features refer to the TalkSwitch User Guide e To configure your TalkSwitch 48 CVA or upgraded 48 CA system to use VoIP refer to the TalkSwitch VoIP Network Configuration Guide We trust that your TalkSwitch phone system will provide exceptional features performance and value to your business Should you have any further questions please contact your authorized TalkSwitch reseller If you purchased directly from TalkSwitch visit www talkswitch com support or call 1 866 393 9960 North America We welcome your feedback comments and suggestions Please e mail us at info talkswitch com or write us at TalkSwitch 1545 Carling Avenue Suite 510 Ottawa ON Canada K1Z 8P9 Thank you for choosing TalkSwitch WWW TALKSWITCH COM 15 TalkSwitch Copyright 2006 All Rights Reserved CT TSO005 002501 November 2006 TalkSwitch is a division of Centrepoint Technologies Inc
18. w for corresponding extension numbers For systems with multiple TalkSwitch 48 units refer to the Networking TalkSwitch on a LAN section on page 13 for further details 8 extension units 4 extension units TalkSwitch phone jack E5 E6 E7 E8 Extension number single 111 112 113 114 115 unit systems unit ID 1 Connect an audio source optional There are two ways to add Music on Hold to your system A External Audio Source To play music while on hold connect a 1 8 3 5 mm mono phono connector cable from an audio source such as a CD player tape player or sound card to the music jack of the TalkSwitch unit If you have a system with multiple TalkSwitch units you will need to provide audio to the music jacks of each unit B Internal Music File TalkSwitch can play a digital audio file wav format For complete details refer to the TalkSwitch User Guide Connect to a Public Address PA System optional To make announcements over a Public Address PA system from a TalkSwitch extension connect a 1 8 3 5 mm mono phone connector cable from the TalkSwitch PA jack to the input of the PA system For complete details refer to the TalkSwitch User Guide WWW TALKSWITCH COM 11 If the caller selects 2 then If the caller selects 3 then If the caller selects 4 then If the caller selects 5 then If a fax call is detected then STEP 8 AUTO ATTENDANT AND VOICEMAIL GREETINGS If you have s
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