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3M 5316 Cordless Saw User Manual

1. Suppress ringing signal discrete ringing Office 1600IP only You want to suppress the ringing signal without immediately answering the call Your Office 1600 4600 IP is calling Discrete rin ging Click the Discrete ringing Foxkey The ringing signal for the current call is suppressed Office 1600IP Telephony made simple You are receiving a call Page 22 Answer a call m Your Office 1600 1600IP is calling Hold the media device to your ear and click the Call key or press the Enter key on your keyboard The connection is established Note For keyboard operation Depending on the operating system Windows 2000 Windows XP the focus is not automatically placed on the Office 1600 1600IP when it calls If so use the key combination lt Alt gt lt Tab gt to place the focus on the Office 1600 1600IP pictograph and then answer the call with lt Enter gt Adjust volume of voice reproduction Office 1600IP only see Set the call volume Office 1600IP only Page 31 if you want to adapt the volume for the current call only See Set volume Page 16 if you want to adapt the volume in general for all calls End a call You are taking the call Click the Call key or press the Escape key on your PC keyboard The call is terminated Save the caller s name and call number You have terminated a call and want to save the caller s number and call number Your Office 1600 1600IP is idle Clic
2. Ascotel Office 1600IP User s Guide Ascotel IntelliGate Telecommunication Systems Office 16001P Office 1600IP Page 2 Content SO CUNY IMonnmalo Messners rn a EEO EE EN ENN aa 3 Before you get started ccccccccccccseccseceseesseeceuecsueeceeceueceaeecseeceueesaeesaeessuessaeesans 5 Customise the phone to meet your NEES ccccceccceeeceeeeceeeeeeecaeeeeaeeeaeeeaeeeees 13 Make general settings cccccseccecccecceeecseeceeeceesaeecaeeeeeeeeesaeecueeeeesueesesseeneas 14 Make media settings Office 1600IP Only s nnnnnnnnnnnnnnnnnsnnnnsnnnnnnnnnsnnesennnne 16 Make advanced media settings OMICS 1600IP ONIY ssiissenrainnionenseesnnon ainin an E einsecundcclicanxnesiisaeatsdeatteaorctuduets 17 Set tones and melodies Office 1600IP Only cc ecccceecccsseeceeeeeaeeeeseeeeeees 18 Setting UP the VOICE mailboX eee ceeccsececeeeceeeeeeeeseeeseeeeeeeeseeeseeeeseeeseeseeees 19 Telephony Made simple ccccccceeeccsceceseceeeccuceceueceueecueecaueceueesueessuecseesaeeseass 20 YOU are receiving a Call ccccecccesccescecececeeeceececeeeceueceeecaeeceusseusesaeessuessaeenas 21 YOUU INIT CC place CN cats eode cise reece caiesetstte e Died 24 DUNNO TG CAM seesi nea aE eE ENEA EE EEEE DRE 31 Learn about the journal ccccccccccceecceeeceeecceecceeeaeeeeueccueeseeeeueeeueeseeesaaes 33 Use the phone like a professional cccccccseccceeeeeeeeeees
3. Depending on when you click the Volume keys you are changing the volume of the dialling tone or the voice reception volume This key is visible only while you are logged into a workgroups see Call within the group Page 69 If you click the Break key incoming calls to the workgroup are no longer offered on your Office 1600 1600IP until you click the key again This key is visible only while you are logged into a workgroup see Call within the group Page 69 The Continue key gives you the option to exit the wrap up time early This key is visible only while you are logged into a workgroup This key is visible only while you are logged into a workgroup see Call within the group Page 69 The Foxkeys provide you with context sensitive telephony func tions Office 1600IP Learn about key combinations Before you get started Page 11 Key combinations help you to carry out recurring operating steps more efficiently Your Office 1600 1600IP provides you with the following key combinations for mak ing calls Key combination Situation lt Enter gt Incoming call The input field contains a lt Enter gt call number Enters The input field does not contain a call number lt Escape gt Open selection list lt Escape gt During the call lt Escape gt While a call is being sig nalled lt Escape gt While there is a call waiting lt Ins gt In call lt Space gt followed by the entry of let
4. 21 e Activate CFU on last configured SC 21 e Clear CFU on last configured SC 21 e Activate CFU to preconfigured SC 22 e Clear CFU to preconfigured SC 22 e Activate CFB 67 lt SC No gt e Clear CFB 67 e Activate CFB on last configured SC 67 e Clear CFB on last configured SC 67 e Activate CFU to standard message 24 lt Text No gt e Clear CFU to standard message 24 e Activate CFU to pager or general bell 28 e Clear CFU to pager or general bell 28 General bell e Find with coded ringing in prefix dialling 81 lt SC No gt e Find with coded ringing in suffix dialling 81 Office 1600IP Use the phone like a professional Use function codes Page 56 e Answer coded ringing 82 Intrusion e activate in suffix dialling 44 e Protect against 04 e Allow to own set 04 Make a call on a third party phone e Business Calls 36 lt SC No gt lt PIN gt e Private Calls 46 lt SC No gt lt PIN gt Open door 74 lt Door intercom system No gt Paging system e Find subscriber in prefix dialling 81 lt SC No gt e Find subscriber in suffix dialling 81 e Answer the pager 82 lt SC No gt Park e Park subscriber in suffix dialling 76 e Connect with parked subscriber 76 Picking Up a Call 86 lt SC No gt Picking up a call Fast Take 88 lt SC No gt Private call with personal code PIN 46 lt SC No gt lt PIN gt Set up conference call e Preset 70 lt Conf No gt e Variable 71
5. lt SC No 1 gt to lt SC No 5 gt Suppress your call number from display e CLIR per call 31 lt Destination No gt Switch over switch groups 01 20 e Switch to switch group xx in position y 85 lt xx gt lt y gt xx 01 20 y 1 3 Switch the phone network manually LCR Fallback 90 after fallback the external phone number last dialled is selected automatically Text message standard text with without parameter e send to a subscriber 3598 lt SC No gt lt Text No gt Param e send to a group 35 lt GR No gt lt Text No gt Param e send to all 3599 lt Text No gt Param User group UG e Log into all user groups 4800 e Log out of all user groups 4800 e Log into a particular user group 48 lt User group No gt e Log out of a particular user group 48 lt User group No gt Voice Mail System e Record greeting x 1 2 3 O13 x e Monitor greeting x 1 2 3 913 x e Delete greeting x 1 2 3 913 x e Activate greeting x 1 2 3 933 x e Deactivate greeting x 1 2 3 933 x x 1 2 3 personal greeting 1 2 3 x 7 global greeting x 8 global overflow greeting Use text messages Office 1600 1600IP provides a user friendly message editor which you can use to send text messages to internal subscribers and to send emails Here you learn how to send receive forward and edit text messages with ease Note Office 1600 The text messages are proces
6. 0 0 eee Page 70 Enter phone calls 0 0 0 0 0 eee eens Page 75 Manage workgroups 0 ee eens Page 77 Member in a workgroup Your group administrator configures which subscribers belong to a workgroup One subscriber can be a member of several workgroups Log into a workgroup You are a member of one or more workgroups and want to log in only logged in members receive the calls for a particular workgroup Your Office 1600 1600IP is idle Click Log in in the Workgroup menu You are logged into all workgroups that you are a member of In the main view the display of your own name shows which e workgroups you are logged into To access this information click the left arrow key on the display Note The group administrator can also log you in from his her Office 1600 1600 IP Office 1600IP Call within the group Member in a workgroup Page 71 Open the group overview busy lamp key All the members of a workgroup are listed in the group overview You can also see whether a member is active or taking a call or whether a call is being signalled to a member You are logged into your workgroups Your Office 1600 1600 IP is idle Click Groups in the toolbar The group view is opened with one additional tab per workgroup workgroup tabs Open workgroup tab In the workgroup tab all members of the group have a member key lf amember is not logged in or is currently on a break his her displ
7. Activates and deactivates call forwarding to another call destination Under Variant choose the type of destination or forwarding and under Number enter the call number of the subscriber you want to forward the calls to During the ring phase this function deflects an incoming call to the destination that you defined under Number The difference between this and the Foxkey function of the same name is that for the Foxkey function the call number of the target subscriber is not predefined Therefore define a function key if you often deflect calls to the same destina tion subscriber You have opened the group view and the group tab containing the function key that you want to use Double click the function key for the function that you want to initiate Delete function key You have opened the group view and the group tab containing the function key that you want to delete Click the function key that you want to delete Fa In the menu choose Key Delete The function key is deleted Office 1600IP Use the phone like a professional Use function codes Page 54 Use function codes You can use procedures to activate functions not offered in the menu You can either type in a procedure directly or store it under a key The DTMF mode has to be deactivated before you can activate a function using a procedure Activate deactivate function using another phone 06 lt SC No gt lt Function gt Remote control
8. Mailbox retrieval Calls the mailbox and automatically enters the mailbox PIN If your mailbox has the same PIN as your Office 1600 1600IP activate the option field Use Office 1600IP PIN code If the PINs are different enter the PIN for your mail box under Mailbox PIN Malicious Call Identification You must request this service from your service provider Puts a call on hold centrally so that it can be picked up by another subscriber Across the system only one call can be centrally parked at a time Controls one of three internal relays The relays can be used for example to operate sun shades heating systems or other electrically controlled devices If you want to know how you can use these relays ask your system administra tor Diverts all your calls to a destination that was predefined in the system configuration Logs out and back in to individual or all user groups You must be entered as a member of these user groups in the system configuration Office 1600IP Function Switch group Forwarding Deflect Use function key Use the phone like a professional Use function keys Page 53 Property You can use switch groups to divert calls to different desti nations on the weekend and workdays for example Each switch group has three switch options You need authoriza tion to use switch groups Ask your system administrator how switch groups are used for you and whether you are authorized to use them
9. in the input field on the toolbar Click the contact you want or use the mouse to drag the contact to the input field in the main view a double click opens the contact details Hold the media device to your ear and click the Call key in the toolbar The subscriber is called Note A private contact can be classed by first name or last name This can be defined when you enter the contact Office 1600IP Telephony made simple You want to place a call Page 27 Dial from an external phone book From Office 1600 1600IP you can directly open a phone book on the Internet The URL address of this phone book is entered in the settings see Make general settings Page 14 Your Office 1600 1600IP is idle Click Contacts in the toolbar The contacts view is opened Click Search Web in the toolbar The Internet phone book is opened in a browser application Copy the number that is found and use it in the Office 1600 1600IP input field If necessary edit the number so that it either corresponds to interna tional format 4112345678 or starts with the exchange access prefix 0012345678 Remove all other characters such as slashes asterisks brackets and so on hyphens and spaces are permitted Hold the media device to your ear and click the Call key in the toolbar The subscriber is called Dial with a number key If you have stored your most important numbers on number keys see Use numbe
10. of the recipient in the empty input field rather than the subscriber s call number or name Prerequisite Office 1600 1600 P knows your personal email address see Enter own email address Page 15 Read unread text messages In the toolbar of the main view the Journal pushbutton displays how many calls were unanswered in your absence and or how many text messages you have not yet read You want to read unread text messages Your Office 1600 1600IP is idle ER Click Journal in the toolbar b Select an entry for an unread text message This is indicated by a symbol and a bold font Double click the entry to display the message Once you have closed the message the entry is no longer displayed in bold font the symbol changes and the number of unread text mes sages displayed on the Journal pushbutton in the toolbar of the main view is reduced by one Office 1600IP Maintain contacts Page 63 Maintain contacts Office 1600 1600IP provides you with three phone books Each phone book is accessed via a separate tab under Contacts The All phone book in the first tab contains all contacts from the other two phone books The Public phone book in the second tab contains all internal subscribers These two phone books are provided by the system and you cannot edit them After a new installation of Office 1600 1600IP the Private phone book in the third tab does not contain any contacts It is available for you to enter your per
11. preconfigured destinations You can of course forward the calls yourself to the alternative destina tion you want before exiting the program Operating Office 1600 1600IP Starting Office 1600 1600IP Your Office 1600 1600IP is installed as standard so that it is opened automatically when the PC starts up You can also use the program icon on your desktop to start Office 1600 1600IP manually Each time you start Office 1600 1600IP the system checks whether the latest soft ware version of the program is being used If the system does not find the latest ver sion the program is updated automatically The first time you start the application you are asked to enter your user name and PIN Under User name enter the internal call number of your Office 1600 1600IP Next change the preset PIN 0000 with a PIN of your choice Click Remember PIN if you do not want to see the message next time you start the application Note Remember that a stored PIN can be retrieved for malicious purposes and that your phone can then be used without your consent Click OK Your Office 1600 1600IP is started Learn about the graphical user interface The main view is the central user console in Office 1600 1600IP From here you place your calls or open additional views to access the message editor contacts groups or the journal t Office 16001P Menu bar File Settings Workgroup 7 Toalbar C Forward HA Journal 3 Status
12. start the Office 1600 1600IP Your system administrator knows which bandwidth areas you need to set and where Make media stack settings Usually the media stack uses the optimum settings automatically If you want to change the settings manually proceed as follows 1 Deactivate Automatic Configuration 2 Choose AGC Automatic Gain Control if you want your voice to be amplified on the microphone if you are speaking quietly or the microphone is further away 3 Select AEC Automatic Echo Cancellation if your call parties can hear the echo of their own voice 4 Choose VAD Voice Activity Detection if you want surrounding noise to be fil tered out when you speak into the microphone 5 Click Apply to save the settings Office 1600IP Customise the phone to meet your needs Set tones and melodies Office 1600IP Set tones and melodies Office 1600IP only In the Sound tab you can select tones and melodies that Office 1600 1600IP plays to signal a call or the receipt of a message You can listen to the tones and melodies under Ring test 1 Inthe Ring devices column set the tones melodies that you want played on the external speaker and on the handset headset When doing so check whether the devices required have been selected under Ring devices in the Media devices tab see Select ring devices Page 16 2 Inthe PC sounder column set the tones melodies that you want played on the internal PC sounder When doin
13. the volume is at the level you require Microphone on off Office 1600IP only For a moment you do not want your called party to hear what you are discussing with somebody else You are taking the call Click the Mute key to turn the microphone off The call party can no longer hear you ee Click the Mute key once more to turn the microphone on again Open listening mode Office 1600IP only You want to listen to your call party on your speakers You are taking the call Q Click the Open Listening key to turn on open listening mode Click the key again to turn off open listening mode Office 1600IP Telephony made simple Learn about the journal Page 33 Learn about the journal All incoming and outgoing calls and text messages are entered as events in the journal The entry contains useful information including the type of event when it took place who was involved and how long it lasted By double clicking on an entry you can trigger a context sensitive action Note Office 1600 The journal entries are independent of the call lists of the coupled Office terminal Understand journal entries The symbol in the first column of an entry indicates the type of entry Meaning Double click entry Call received and answered Call party called Call received but not answered Call party called tTtetx Outgoing call was answered Call party called Outgoing call was not answered or destination subscrib
14. 0 c cece ees 50 L CR eth ass ge ee ee ee en ee 56 Learn about Operation keys Foxkeys 10 Learn about the graphical user interface 8 Log in log off members 78 Log into out of workgroup 70 Log out of workgroup 74 M Make aconference call 41 Make media settings 16 Media device 020 eee 9 Microphone on off 31 Monitor status 0 000 eae 78 O Office 1600IP as a group tool 6 Office 1600IP in Twin mode 6 Office 1600IP on a portable PC 6 Office 1600IP on an individual workstation 5 Office 1600IP on multiple workstations 6 Open listening mode 32 P Park call party 00005 41 Pick up call for team partner 49 Procedures 000 eee eee 54 Provide information for initiator of CFU 42 R Receive text messages 61 Reject a call during the calling phase 44 Reject call waiting 5 38 Reply call waiting 5 38 Reply to text messages 61 Request a callback 37 S Save a contact a nananana cane 66 Save a journal entry as contact 34 Save the caller s name and call number 23 24 Select devices for ring devices 16 Send a call waiting signal to a subscriber 38 Send text messages as email 60 Send text mes
15. Activate exchange access with charge recall 32 lt SC No gt Announcement e To a subscriber 7998 lt SC No gt e To a group 79 lt GR No gt e Answer to group 89 Appointment reminder call e Activate single order 55 lt hh mm gt e Clear single order 55 e Activate standing order 56 lt hh mm gt e Clear standing order 56 Call Forwarding on No Reply CFNR e Protect against 02 e Allow to own set 02 e Activate CFNR 61 lt SC No gt e Clear CFNR 61 e Activate CFNR on last configured SC 61 e Clear CFNR on last configured SC 61 e Activate CFNR to preconfigured SC 62 e Clear CFNR to preconfigured SC 62 e Activate CFNR to pager or general bell 68 e Clear CFNR to pager or general bell 68 Call waiting e activate in suffix dialling 43 e Protect against 04 e Allow to own set 04 Callback e Delete from executing phone 37 Office 1600IP Use the phone like a professional Use function codes Page 55 Callback message message LED e Activate 38 lt SC No gt e Delete from receiving phone 38 lt SC No gt Control Relays e Activate 74 lt Relay No gt e Deactivate 74 lt Relay No gt Deactivate all active functions 00 except user group Do not disturb call protection e Activate 26 e Deactivate 26 Follow me e Activate 23 lt SC No gt e Clear 23 Forward calls CFU e Protect against 02 e Allow to own set 02 e Activate CFU 21 lt SC No gt e Clear CFU
16. a space and the first few let ters of the surname e g Mi Ba for Mike Ballantine The selection list then displays all the names that match your input Click the name you were looking for The name is copied to the input field and the selection list is closed Hold the media device to your ear and click the Call key The subscriber is called You can also search for the second part of the name Press the space bar in the empty input field followed by the first letter of the second part of the name Several phone numbers can be stored under a name in the phone book Office 1600 1600IP dials the number selected in the contact entry see Enter phone numbers email and URL Page 65 Office 1600IP Telephony made simple You want to place a call Page 26 Dial from the phone book contacts Your Office 1600 1600IIP is idle Click Contacts in the toolbar The contacts view is opened Select the phone book you want The Public phone book in the second tab contains all internal subscribers and abbreviated dialling numbers in your company The Private phone book in the third tab contains your private contacts The All phone book in the first tab con tains the contacts from the two other phone books If Office 1600 1600IP is connected to an MS Exchange server you also have access to the contacts stored there see Maintain contacts Page 63 Click the key with the first letter of the desired name or write the name
17. al from the phone book contacts Page 26 r Enter your message and click Send a message in the toolbar Note This function is only available if Office 1600 1600 P knows your perso nal email address see Enter own email address Page 15 Office 1600IP Use text messages Receive text messages Page 61 Receive text messages Receive text messages ae mp E An internal subscriber has sent you a text message Depending on your basic settings the system opens your message window and may also generate an acoustic signal upon receipt of a message see Determine view behaviour Page 14 Open the journal Click the bold entry for the received message The message is ope ned Reply to text messages rt A subscriber has sent you a text message You want to reply to the message Click Reply message in the toolbar The system automatically enters the recipient in the input field Enter your reply and click Send a message Forward text messages A subscriber has sent you a text message You want to forward this message to a colleague Click Forward message in the toolbar Enter the call number or the name of the required subscriber in the empty input field Enter your message and click Send a message in the toolbar Office 1600IP Use text messages Receive text messages Page 62 Note Text messages can also be forwarded as emails To do this write the email address
18. alled to you The wrap up time starts automatically when a call is terminated and gives you time to carry out activities for the call you just terminated before you take the next call You have completed a phone call The wrap up time starts automati 6 cally vy Click the Continue key to exit the wrap up time manually You are available again immediately to answer incoming calls Activate deactivate break You can temporarily avoid calls to your workgroups You are logged into your workgroups Your Office 1600 1600IP is idle Click the Break key to activate the break To deactivate the break click the Break key again Your Office 1600 1600IP is once again ready to take incoming calls Note Only you can activate and deactivate breaks in your Office 1600 1600 P Office 1600IP Call within the group Member in a workgroup Page 74 Dial from a workgroup You want to call someone on behalf of the workgroup You are logged into your workgroups Your Office 1600 1600IP is idle Check whether the name of the workgroup you want is shown on the l a i E display If it is not select the correct name by opening the selection list with the left arrow in the display and selecting the correct name Dial the call number and click the Call key The subscriber is called If the subscriber is external the person called sees the call number or the name of the workgroup If the subscriber is internal the p
19. anaw cde ca Gepatntitiyadoacicaetbandaseendancacsersad 69 Member in a workgroup cc secs eecceceeeeeeeeseeeseeeeeeceeeseeeeeeeseesaeeaeeeaeeseeeseeeneeees 70 Enter phone calls iene teetiasternttcia cea tena onda seeded ongaivane Gealcaten dems cadmeatonitatatoddmennanpiivadeaten 15 Manage WOPFKGLOUDS ccccecceeceeeceeeeeeeneeceeeseeeeeseeesaeeeeeeseesaeeseeeseeseeeseeegeeees 7 Office 1600IP Security information Page 3 Security information Notes on these instructions Please read this manual before you use your Office 1600 1600IP in your daily work Your system administrator has fitted your PC containing Office 1600 1600IP with a media device This could be a telephone handset headset or a Bluetooth device Depending on the type of system operation of your Office 1600 1600IP may differ slightly from these instructions These instructions are also available online in HTML format in Office 1600 1600IP under Help Compare the version of this document with the version of the online document If the versions are not the same download the PDF document again by clicking on the relevant link in the online document Document no Document eud 0002 Version 2 0 Notes on the product Purpose This softphone is a system terminal and can only be used in conjunction with the appropriate PBX systems The software can only be run if an appropriately config ured PBX system is recognized The PC telephone is suitable
20. and apply the name Edit the Position and Company Under Display select whether the name is to be classed by the first or last name First and last names cannot start with an umlaut Office 1600IP Maintain contacts Create a new contact Page 65 Enter the address C The dialog for entering and maintaining contacts is open Enter the business address 1 Choose Business in the selection field underneath the Address pushbutton 2 Click Address 3 Enter the business address in the input fields of the address dialog 4 Click OK to close the dialog box and apply the address Enter the private address 1 Choose Private in the selection field underneath the Address pus hbutton 2 Click Address 3 Enter the private address in the input fields of the address dialog 4 Click OK to close the dialog box and apply the address Enter phone numbers email and URL C The dialog for entering and maintaining contacts is open Enter the phone numbers in the four input fields Business Private Fax and Mobile You can enter numbers in international format 4112345678 or national format 0012345678 You only need to enter the leading digit for exchange access if you use national format in the example this is the leading 0 To make the number easier to read you can use spaces and hyphens 0 01 234 5678 Office 1600 1600IP does not understand any other characters Select which of the phone nu
21. arch com 2 Click Apply to save the setting Enter own email address You can also send text messages as emails see Use text messages Page 58 To do so you must enter your own email address 1 In the Local email address field enter your own email address for example charlie chaplin provider co uk 2 Click Apply to save the setting The next time you send a text message as an email this sender address is entered Office 1600IP Customise the phone to meet your needs Make media settings Office 1600IP Make media settings Office 1600IP only The Media Devices tab contains the settings for the connected Media Devices such as the handset headset and speakers In most cases your system adminis trator will have already made these settings for the devices you use Select voice reproduction You use these settings to define which media device is to be used 1 Under Handset Headset select one of the available devices 2 Select the appropriate sound device under Connected to e g a USB sound device or a sound card Select ring devices Calls can ring on the internal PC sounder the media device or another connected speaker external speaker 1 Onthe Ring devices tab select the devices that you want the calls to ring on 2 If you selected External speaker in the pull down menu you select which sound device is to be used e g a sound card to control the external speaker 3 Click Apply to save the
22. are taking a call and want to call another subscriber without exi ting the current call Enter the call number or the name of the required enquiry call party in the empty input field Click the Call key The first call is put on hold After receiving an enquiry click the Call key displayed next to the enquiry party You are connected to the call party again Broker between the enquiring party and the call party Brokering Brokering _ You have initiated an enquiry and want to switch to the first call party without disconnecting the enquiring party Click the Brokering Foxkey during the call The enquiring party is put on hold Press the same Foxkey again to return the enquiring party Office 1600IP Use the phone like a professional Use functions during a call Page 40 Transfer a call party with prior notification You are taking a call and want to transfer your call party Enter the call number or the name of the required subscriber in the empty input field and then click the Call key The subscriber is called and the current call is put on hold Ie Connect Wait until the required subscriber takes the call and announce the call to him Click the Connect Foxkey Transfer a call party without prior notification You are taking a call and want to transfer your call party Enter the call number or the name of the required subscriber in the empty input field and then click the Call key The su
23. ay is light grey and not active The symbol for an active member key also shows you whether a member is free or on the phone who the call party is or whether a call is being signalled to him her Understand call distribution A call is offered to a member of a workgroup If this member does not take the call within a defined period the call is signalled to the next member If the call is not taken by the last member the system sends the call back to the first member Your group administrator can define whether the next call is initially signalled to the same member or whether it is signalled to the next member in the sequence in order to ensure more a even distribution of the calls Answer calls There is an incoming call in your workgroup The call may have already been offe red to some of your colleagues in the group but their lines were busy The call is now offered to you Y Your Office 1600 16001P is calling On your main view you see the name of the workgroup in place your own name Hold the media device to your ear and click the Call key The connection is established The caller s display shows the call number or the name of the workgroup You can enter a call log now or when you hang up see Enter phone calls Page 75 Office 1600IP Call within the group Member in a workgroup Page 73 Finish wrap up time After each call you have a wrap up time during which calls to the workgroup are not sign
24. bscriber is called Ie Connect Wait for the first dialling tone and click the Connect Foxkey Note If the other subscriber does not accept the call it is routed back to your Office 1600 1600 IP Put call party on hold Park You are taking a call and want to put the connection on hold in order to clarify something Click the Park Foxkey Take back To reconnect to the parked call party click the Take back Foxkey Make a conference call You are taking a call and have a call party on hold whom you want to include in the current call Conference Click the Conference Foxkey To exit the conference click a Call key Office 1600IP Use the phone like a professional Manage absence Page 42 Manage absence Forward call call forwarding You leave your work place You want to forward your calls to another subscriber Your Office 1600 1600 IP is idle Enter the call number or the name of the required subscriber in the empty input field In the toolbar click Forward Or In the toolbar click the Move down key next to the forward key A selection list opens that provides you with previously used forwarding destinations Click the desired forwarding destination Take back call forwarding You have returned to your workstation and want to take back call forwarding Your Office 1600 1600 IP is idle N Click the Call key next to the forwarding destination Provide information f
25. button is displayed in the main view whether there are entries for unanswered calls ER Journal pushbutton Unanswered calls and messages The pushbutton text is bold There are four entries for unread Journal 4 and is followed by a number and unanswered calls messages in e g 4 the journal The pushbutton textis not bold There are two entries which have Journal 2 and is followed by a number already been read for unanswered e g 2 calls messages in the journal The pushbutton text is not There are no entries for unread and Journal bold and is not followed bya unanswered calls messages in the number journal Proceed as follows to respond to the unanswered calls Your Office 1600 1600IP is idle Click Journal in the toolbar Select the entry for an unanswered call This is indicated by a symbol and a bold font Hold the media device to your ear and click the Call key in the toolbar The subscriber is called If the call party answers your call the entry is no longer bold once you have terminated the call and the number of unanswered calls indicated on the Journal pushbutton on the tool bar of the main view is reduced by one During the call Set the call volume Office 1600IP only Your call party s voice is too loud or too quiet You want to adjust the volume of the voice reproduction temporarily for this call You are taking the call QAO Click several times on the relevant Volume key until
26. ce 1600 1600 P can be open on only one PC at a time When you Start the softphone on a second PC you are asked whether the application at the other PC is to be closed automatically Use Office 1600IP on a portable PC If you installed your Office 1600IP on a portable PC you can use the phone any where where you can log on from your PC to the company network with the Office 1600IP server As soon as you start the softphone the calls are automatically offered to you wherever you are If you display a connection the person you are calling sees your office number on their display Use Office 1600 1600IP together with a mobile system terminal If you re not already using a mobile system terminal cordless DECT handset as a media device for your Office 1600 you can also use your Office 1600 1600IP in Twin mode with the handset While the handset is in the charging bay the calls are diverted to Office 1600 1600IP As soon as you remove the handset from the charg ing bay calls are forwarded to the handset In Twin Comfort mode your handset also copies the entries of the call lists the last number redial entries and the private telephone book entries max 100 entries Office 1600IP Before you get started Page Twin and Twin Comfort are also available if you use Office 1600 1600IP as group tool Alternative destination if your Office 1600 1600IP is not started If your Office 1600 1600IP is not started the calls are forwarded to
27. d You will hear a signalling tone 3 Start recording the greeting at the end of the signalling tone A signalling tone similar to the busy tone will tell you that the maximum recor ding time has been reached 4 Click Apply to save the settings Telephony made simple Office 1600 1600IP is user friendly and easy to use With just a few mouse clicks or keyboard commands you can answer a call or establish a call connection Here you learn how to work with Office 1600 1600IP straight away and learn about the main user prompts Note The description here may differ slightly from actual operation depen ding on the media device used For example some handsets support the initiation and conclusion of a call by removal of the handset from the mount The following description assumes that this function is not available Topics overview You are receiving a call 0 0 ee eee Page 21 You want to place a call anaana aa ee Page 24 Learn about the journal 1 0 0 0 ccc eee Page 33 You are receiving a call Order no Set volume of the ringing signal Office 1600IP only You want to change the volume of the ringing signal Your Office 1600 1600IP is calling If the ringing signal is too loud or too quiet click several times on the HO relevant Volume key until the signal is at the level you require To adjust the volume in general for all calls change the media settings see Set volume Page 16
28. display ris 3894 ial Foxkeys Phone operation keys Working group operation keys The Status display shows the phone s current state Use the Operation keys to operate the phone and the workgroups The Foxkeys are context sensitive and provide additional functions Office 1600IP Before you get started Page 9 You use toolbar to activate a forwarding destination see Forward call call forwar ding Page 42 or open additional views of Office 1600 1600IP e Contacts opens your phone book see Maintain contacts Page 63 e Group opens key fields for Number keys Team keys and Function keys see Use number keys Page 45 Use team keys Page 47 and Use function keys Page 50 If you belong to workgroups you also see the other group mem bers and their current status here see Call within the group Page 69 The keys used most frequently can be dragged from the group field into the desktop e Journal opens the log in which all incoming and outgoing calls and text mes sages are entered see Learn about the journal Page 33 If you belong to workgroups you can also open and edit work tickets here see Call within the group Page 69 Learn about the Media device Office 1600 Your system administrator has coupled your Office 1600 softphone with a corded or mobile hardphone from the Office family This means that calls are signalled acoustically on this device and that you can use the device as a receiver spea
29. e Save the call log you just entered Office 1600IP Call within the group Manage workgroups Page 77 Manage workgroups In workgroup management you can add or exclude members determine call dis tribution and call duration define the wrap up time and make other settings providing you have the necessary authorization Create workgroup You are the group administrator for one or more workgroups Click Manage workgroups in the Workgroup menu The dialog for managing workgroups is opened Click the tab of the workgroup you want to manage Select the workgroup members you want from the user list at the E right then click the Move left key You can use the Move right key to exclude members from the workgroup You can use the Move up and Move down key to modify the sort sequence of the members PP w Make the settings described further below in line with your require ments Click Apply to save the settings without exiting the view or on OK to save the settings and close the dialog Office 1600IP Workgroup settings Setting Name Call distribution Call duration Wrap up time Auto save call log Call within the group Manage workgroups Page 78 Explanation Here you can change the name of the workgroup A call is generally displayed according to the sequence in the list of members With Linear the first member on the list is always called first With Cyclic the next memb
30. e desired name or write the name in the input field on the toolbar Select the entry you want to delete and then click Delete entry External phone book Dial from an external phone book From Office 1600 1600IP you can directly open a phone book on the Intranet The URL address of this phone book is entered in the settings see Make general settings Page 14 Please read Dial from an external phone book Page 27 to find out how to dial from an external phone book Office 1600IP Call within the group Page 69 Call within the group If several people deal with customer matters on the phone it makes sense to create workgroups Regardless of whether you work in a booking office on a help desk for an info line or customer service centre Office 1600 1600IP is a user friendly group tool In addition to conventional group functions such as break wrap up time and group overview busy lamp key Office 1600 1600IP provides members of the workgroup with a common platform for logging calls With group administrator rights you can determine the members of the workgroup and make other group specific changes Note For the system administrator The group functions together with the corresponding system configu ration largely cover the functionality of a key telephone Note The group functions are not included in the standard licence of the Office 1600 1600 IP Topics overview Member in a workgroup
31. eeeeeeeeseeeseeeeseeeseeeseees 36 Use convenience functions c cece eecceeeceeeccaeccaeeeaeeceeceaeeseeesueeseeeseeesaaes 37 Use functions during a call c cc ccccccccceccseeeeeeeeaeeeseeeeeeeeseeeseeeeeeeeseeeseeeseeetsees 39 Manage ADSCNCC sicsavessciscnsccstievdadndudncdeeand dewesdsamed sede sucadetadaddedlecdsnoenndededusiendowduas 42 Cope with special situations cccccccecccececeeeceeeeeeeeseeeseeeeeeeeseeeseeeeeeeeseeseeees 44 Use number keys cecdetcucsinicnea silane zceuinuiica endwtdivialt duuatticetendwdniiaewaniadatiieleumncn awanendtamawletlen 45 Use team caste ranchers ates raneb 2 a a a S aa 47 Use TUITION ROS orainera e TAE a ener ae E a Taaa 50 Use function COC S sci nicineicecciciciewstmtalaninntsinsts weinnacaeidtauendaleneaiidumbaudhes sunmnnsadvendeenecutieeies 54 Use text MOSSQQGES cccccceccceccaeeceeeceeeceeceuecaeeceesaeecauesseecueseusseeeseesaussousseesoesseees 58 Send text MeESSagES see ee nee eee 59 Receive text messages ccccccsecceccceccceesaeeceecceesaeesaeeeaeeeeesaeecueeeeesaeesanseenees 61 Maintain COMAC sesan aaora a veces asec ues amen Sees E EE EAA 63 Create a new contact cccceccccececsscceececececeueceueeceeceueceusesseecaeeceueeseessueseeeenes 64 SACRE E E E E E ET A P E O E T E S 67 External phone book nnannannnnnnannannnnnnnennronrnnnnnnnrnrrnrrsnrnnernrrnrennrnnrrnrrnrrenrnnennnn 68 Call within the QPOUD siete sarees ices cciandciesiasdndiodadied
32. eject Foxkey if you do not want to take the call Use number keys You want to dial frequently used numbers directly with a mouse click To do this you can define number keys and assign them to a group Note Office 1600 The number keys are independent of the configurable keys on the coupled Office terminal Define and assign number keys You have opened the main view CH Click Group in the toolbar The group view is opened Open a group for number keys 1 In the menu select Groups New group The name dialog is ope ned 2 Enter the name for example Important numbers and click OK A new group tab is added Note You can also create the new number keys in an existing group tab but not in a workgroup tab Note You can also store different key types such as number keys and func tion keys in the same group tab Office 1600IP Use the phone like a professional Note Use number keys Page 46 You have opened the new group tab Create number keys 1 In the menu choose Key New The key dialog is opened 2 Choose Number key and entered the desired call number under Call number If the call number is already stored in the contacts you can take it from the selection list 3 In the Label field enter the name that is to be displayed for the number key optional If you leave this field empty and the call number is not stored in the contacts the call number is used as the label If you leave
33. er in sequence is always called first A call is signalled to a member for the time entered here before it is forwarded to the next member Length of the wrap up time Activate Auto save call log if you want a call log to be automatically opened and saved for each call see also Create new ticket Page 75 Monitor status and log members in out You want to see who is already logged into the workgroup and if necessary log other members in or out In the Workgroup menu click Manage workgroups and then click the tab for the workgroup you want to manage The members are listed in the left hand frame If there is a checkmark next to Logged in for a member the member is already logged in At this point you can log the member in or out yourself Click Apply to save the settings without exiting the view or on OK to save the settings and close the dialog Delete work ticket You can delete every work ticket regardless of whether you added call logs your self Workgroup members without group administrator rights cannot delete any work tickets You want to delete a work ticket Click Journal in the toolbar and select your workgroup s table gt Select the ticket entry you want to delete and then click Delete jour nal entry Office 1600IP Index A Activate deactivate break 73 Activate exchange access with charge recall 54 Add calllogs 2 0020 0 eee 76 Address
34. er was Call party called busy mb Call received and deflected to Mailbox called mailbox oy Text message sent Text message displayed e Text message received and read Text message displayed Text message received and not l mml ea Text message displayed Office 1600IP Telephony made simple Learn about the journal Page 34 Unanswered calls are indicated by a bold font The Name column contains the name of the call party if it is Known The Number contains the call number or email address if the entry relates to a text message sent as an email The Date Time column contains the date and time at which the event took place The Duration column shows how long the call lasted This field is empty for entries relating to unanswered calls and to text messages The Forwarded from column indicates whether an incoming call was forwarded to you and if so from which subscriber Sort journal entries You can sort journal entries by a column of your choice ER The journal view is open Click a column header to sort the entries by this column Click the column header again to change the sort direction Save a journal entry as private contact You can save a call number in a journal entry as a private contact ERA The journal view is open Select the entry that you want to save Click Save in Contacts and edit the input fields Click Save and close to save the data and return to the main view Office 1600IP Telephony made sim
35. erson called sees your personal internal call number or your name Log out of workgroup You are logged into one or more workgroups and want to log out Your Office 1600 1600 IP is idle Click Log out in the Workgroup menu You are logged out of all workgroups that you are a member of Calls to one of the workgroups are no longer signalled on your Office 1600 1600IP Note The group administrator can also log you out from their Office 1600 1600 IP Office 1600IP Call within the group Enter phone calls Page 75 Enter phone calls You can enter a call log for a call The call logs are grouped into work tickets You can therefore open a work ticket on a particular subject and enter the relevant call log there The work tickets are listed in the workgroup journal Create new ticket EA E Note Note Note You are on the phone and want to record the most important informa tion in keywords Click Journal in the toolbar and select your workgroup s tab Click New work ticket The work ticket dialog is opened It consists of three frames one above the other In the top frame enter the name of the contact person and the subject of the work ticket under Subject In the middle frame enter your call log the call log you entered is dis played later in the bottom frame Save the call log you just entered You can also enter the call log after you have terminated the call The saved call log can be acce
36. f uses Use Office 1600 1600IP on an individual workstation Office 1600 1600IP offers many advantages over conventional telephones for peo ple who use the PC often Fast and easy dialling by name easier handling of call lists using the journal an unlimited number of private contacts direct access to the contacts database and much more At the same time you also have all the user friendly functions of Office system terminals in the high quality that you have come to expect Office 1600IP Before you get started Page 6 Use of Office 1600 1600IP as a group tool If several people deal with customer matters on the phone it makes sense to create workgroups Regardless of whether you work in a booking office on a help desk for an info line or customer service centre Office 1600 1600IP is a user friendly group tool For more information on this see Call within the group Page 69 Note The group functions are not included in the standard licence of the Office 1600 1600 IP Use Office 1600 1600IP on multiple workstations You can set up your personal Office 1600 1600IP on multiple PCs The calls are then offered automatically on the PC you are currently using Do you sometimes work from home and have a connection to your company s IP network At soon you start Office 1600IP the calls are offered automatically If you display a connec tion the person you are calling sees your office number on their display Note Your Offi
37. for use as a feature phone on a stationary or mobile workstation or as a telephone for workgroup agents It can be operated in twin mode together with a mobile phone Functional scope In addition to the many additional functions specific to a PC and team telephone the functional scope mainly corresponds to that of a Office 35 system terminal However it cannot be used as a key telephone Office 1600IP Security information Page 4 Availability The availability of the softohone depends on a functioning PC with power supply and the availability of the data network and the telecommunication system includ ing the OIP server If the softphone is not available calls are diverted to an alter native destination set up by your system administrator Additional equipment The Office 1600IP has been tried and tested with a series of corded and cordless media devices including Bluetooth equipment Only use media devices expressly recommended by the manufacturer Exclusion of liability This product was manufactured in accordance with ISO 9001 quality criteria The accompanying user information was assembled with utmost care The product s functions have been tested and approved after comprehensive conformity tests Nonetheless errors cannot be entirely excluded The manufacturers shall not be lia ble for any direct or indirect damage that may be caused by incorrect handling improper use or any other faulty behaviour on the part of a p
38. g so check whether the internal PC sounder has been selected under Ring devices in the Media devices tab see Select ring devices Page 16 3 Click Apply to save the settings If you want to set the tones and melodies back to the factory setting click Set defaults Office 1600IP Customise the phone to meet your needs Setting up the voice mailbox Setting up the voice mailbox The Voice Mailbox tab allows you to manage your mailbox greetings You have a choice of three personal greetings which can be activated recorded and monitored here Note Your voice mailbox must first be set up by your system administrator Activate deactivate greeting You can record three personal greetings e g one for short absences one for absences of a whole day and one for longer absences 1 To activate the appropriate greeting select it in the Active Greeting frame Select Standard Greeting if you want callers to obtain the standard company greeting instead of a personal greeting 2 Click Apply to save the settings Playing back a personal greeting To play greetings that have already been recorded proceed as follows 1 Select the relevant greeting from the dropdown menu in the Edit Greeting frame 2 Click Listen The greeting is now played back Record personal greeting To record a personal greeting proceed as follows 1 Select the relevant greeting from the dropdown menu in the Edit Greeting frame 2 Click Recor
39. hen you start Office 1600 1600IP e Open on startup The views selected are automatically opened when you start the Office 1600 1600IP e Minimized only in combination with Open on startup The views selected are displayed minimized as a pushbutton on the taskbar when you start the Office 1600 1600IP e Pop Up main view Main view is displayed in the foreground of the screen when the phone rings e Pop Up message The menu window is opened when a message is received e Pop Up group In workgroups Opens the workgroups window as soon as a Call is offered to ano ther member the function is not available if the key of a workgroup member is dragged onto the desktop e On Top Keys on the desktop are always in the foreground of the screen Office 1600IP Customise the phone to meet your needs Make general settings To set the response of the views proceed as follows 1 Select the options you want by clicking the check boxes 2 Click Apply to save the settings Change user language You can change the user language without having to restart Office 1600 1600IP 1 Under Language select the language required 2 Click Apply to save the setting The user language is changed Enter address of Internet phone book In the contacts view you can open a phone book on the Internet Enter the address as follows 1 Inthe Web phone book address enter the Internet address of the directory you want for example http www tel se
40. ice 1600IP Use the phone like a professional Use function keys Page 51 You have opened the new group tab Create function keys 1 In the menu choose Key New The key dialog is opened 2 Choose Function key A selection list containing the functions is opened 3 Select a function from the list and define the function parameters on the right hand side of the dialog Click OK The function key is created 4 Repeat this steps until you have created all the function keys 5 Arrange the function keys manually by moving them with the mouse or automatically using the menu Groups Arrange key Note You can drag the function keys with the mouse from the group tab on the desktop and operate from there Understand functions The available functions have the following properties Function CLIR per call Courtesy Remote mainte nance Property Dials the selected call number and suppresses the display of your call number on the system of the person you are calling This service must be supported by your service provider Activates deactivates courtesy group 1 or 2 Courtesy is the announcement text that is played when someone calls Permits or blocks remote maintenance on a single occa sion or always permits or blocks remote maintenance Office 1600IP Function Mailbox MCID Park Relay Do not disturb User group Use the phone like a professional Use function keys Page 52 Property
41. in a workgroup tab Note You can also store different key types such as team keys and function keys in the same group tab Office 1600IP Use the phone like a professional Use team keys Page 48 You have opened the new group tab a Create team keys 1 In the menu choose Key New The key dialog is opened 2 Choose Team key and enter the call number or name of your team partner under Call number The team partner must be a subscriber in the same system Click OK The team key is created 3 Repeat these steps until you have created all the team keys 4 Arrange the function keys manually by moving them with the mouse or automatically using the menu Groups Arrange key Note You can drag the Team keys with the mouse from the group tab on the desktop and operate from there Delete team key You have opened the group view and the group tab of a team Click the team key that you want to delete Pa In the menu choose Key Delete The team key is deleted Understand team key status The team key uses symbols to indicate the current status of your team partner Symbol Status in The team partner is free The team partner s phone is ringing amp The team partner is taking a call If the text and frame for a team key is light grey the key is inactive for example because the team partner has activated call forwarding Call team partner Cy Your Office 1600 1600IP is idle You have opened the g
42. k Journal in the toolbar and select the call entry of the subscriber required Click Save in Contacts and edit the input fields Click Save and close to save the data and return to the main view You want to place a call Dial with the call number Your Office 1600 1600 IP is idle Enter the call number in the input field Hold the media device to your ear and click the Call key or press the Enter key on your keyboard The subscriber is called Note You can enter numbers in international format 4112345678 or natio nal format 0012345678 You only need to enter the leading digit for exchange access if you use national format in the example this is the leading 0 To make the number easier to read you can use spaces and hyphens 0 01 234 5678 Office 1600 1600 P does not understand any other characters Office 1600IP Telephony made simple You want to place a call Page 25 Dial by name Note Note Your Office 1600 1600 IP is idle Enter the first few letters of the required name in the input field e f the name you are looking for is listed under the surname in the phone book enter the first few letters of the surname e f the name you are looking for is listed under the first name in the phone book enter the first few letters of the first name e To look for a combination of first name and surname type the first few letters of the first name followed by
43. ker system You can initiate and answer your calls either on the PC using the mouse or key board or with the hardphone While this User s Guide describes the procedure for handling calls on the PC it applies accordingly for the coupled hardphone too If you have questions about the operation of the hardphone please refer to the relevant User s Guide The Guide can be downloaded from the internet from the Ascom Docfinder Familiarizing yourself with the media device Office 1600IP Your system administrator has fitted your PC containing Office 1600IP with a media device This could be a telephone handset headset or a Bluetooth device Depending on the type of system operation of your Office 1600IP may differ slightly from these instructions Ask your system administrator to explain the correct oper ation in each case Office 1600IP Before you get started Page 10 Learn about Operation keys Foxkeys You use the operation keys to execute the basic functions The Foxkeys are con text sensitive and provide the most useful telephony functions O Click the Call key to initiate or terminate a call The Last number redial key gives you access to the last 10 call numbers dialled Use the Open listening key to hear your call party through your PC s sounder is not currently available Click the Mute key if you do not want your call party to hear what you are saying to a third party in the room
44. mbers is to be dialled when the name is entered by clicking the option field next to the desired phone number Enter the email and internet address e g http www contact org Save a private contact The dialog for entering and maintaining contacts is open You have entered all details for the contact Click Save and close to save the data and return to the main view Your new contact now appears in the All and Private phone books If Office 1600 1600IP is connected to an MS Exchange server the contact is also stored there automatically temporally delayed Office 1600IP Maintain contacts Edit a contact Page 67 Edit a contact Edit a contact You have opened the main view and want to edit an entry in your pri vate phone book Click Contacts in the toolbar contacts view is opened Open the Private phone book Click the key with the first letter of the desired name or write the name in the input field on the toolbar Double click the desired contact or choose Edit contact The dialog for entering and maintaining contacts is opened C Make the required changes to the contact For detailed information on the input fields see Create a new contact Page 64 l Click Save and close to save the data and return to the main view Delete a private contact You have opened the contacts view and want to delete an entry from your private phone book Click the key with the first letter of th
45. of Internet phone book 15 Answer a call nuaa 22 Answer callback request 37 Answer CallS nanana anana 71 B Brokering lt sscrekserssorisa kadi iias 39 C Call a subscriber again 29 Call team partner 0 49 Contact functions 63 Create a contact nanana aaan 64 Create new ticket 005 75 Create workgroup 05 77 D Define and assign number keys 45 47 50 58 63 Deflect a call during the calling phase 44 Delete a contact 67 Delete function key 53 Delete number key 46 Delete team key 005 48 Delete work ticket 78 Dial by name ee nna 25 Dial from the external phone book 27 Dial from the journal 28 Dial from the phone book 26 Dial with the call number 24 Discrete ringing 0 cece eee 21 Page 80 DTMF tone selection 44 E ENG a Call esrtis taudi cane SEs 22 Enquiry calls during a cal 39 Enter email addresses 65 Enter own email address 15 Enter personal details 64 Enter phone numbers 65 Enter the address 04 65 EMG URG wos 68ec5e beaded oe totes oS 65 F Finish wrap up time 46 73 Forward text messages 61 Function keyS 0
46. or initiator of call forwarding You receive a call for someone who forwarded their calls to you and want to leave a note for this person You can use the message facility to send this person a message Message You are taking the call Click the Message Foxkey The message editor is opened The subs criber who forwarded calls to you is entered as the sender address Enter your call log and click Send a message in the toolbar Office 1600IP Use the phone like a professional Cope with special situations Page 44 Cope with special situations Activate deactivate DTMF mode tone selection You will need DTMF dialling mode to control other devices from your phone such as remote enquiries to your answering machine You are taking a call and the system prompts you to enter characters via the keyboard DTMF ome Click the DTMF on Foxkey to activate dialling mode DTMF DTMF Once you exit the call the system automatically deactivates DT MF C dialling mode If you want to deactivate this mode while you are still taking the call click the DTMF Foxkey again Deflect a call during the calling phase Your Office 1600 1600IP is calling Deflect wee Click the Deflect Foxkey Enter the call number or the name of the required subscriber in the input field that opens and then click OK Reject a call during the calling phase Your Office 1600 1600IP is calling Reject Click the R
47. ple Learn about the journal Page 35 Retain journal entries The system deletes journal entries at regular intervals If you want to ensure that the system does not delete a particular entry you must flag it accordingly ER The journal view is open Select an entry that you do not want the system to delete In the Archive column click the selection field The entry is retained P when the system deletes the other entries Delete journal entries manually Journal entries are automatically deleted at regular intervals However you can also delete selected entries manually before they are automatically deleted ER The journal view is open Select the entry that you want to delete you can use the mouse to select several entries by pressing the Shift or Ctrl key when selecting the entries Fa Click Delete in the toolbar The selected entries are deleted Office 1600IP Use the phone like a professional Page 36 Use the phone like a professional As a telephone from the Office suite your Office 1600 1600IP provides you with practically the whole range of convenience functions Thanks to the fact that Office 1600 1600IP goes beyond the tight boundaries of the display of a conventio nal telephone characteristics such as team and function keys can be displayed more clearly and used more effectively Here you learn how to best use the convenience functions with Office 1600 1600 IP Note Office 1600 P The description he
48. r asks you for a callback Hold the media device to your ear and click on Call key to respond to the callback The subscriber is called Office 1600IP Use the phone like a professional Use convenience functions Page 38 Reply or reject call waiting La E Reject ee f You are taking the call A subscriber wants to speak to you urgently and makes you aware of this by indicating a call waiting Your Office 1600 16001P is calling Click the Call key next to the subscriber in call waiting mode The first call is put on hold and you are connected to the subscriber who is in call waiting mode Or If you do not want to take the call of the subscriber who is in call wai ting mode click the Reject Foxkey or Click the Call key to exit the active call Click the Call key next to the subscriber in call waiting mode to take the call Send a call waiting signal to a subscriber Call waiting You are calling a subscriber however the line is busy While you are listening to the busy tone click the Call waiting Fox key You are hearing the dialling tone and the subscriber receives a signal that you want to talk to him If the required subscriber rejects your call or if call waiting is not pos sible the connection is cut busy tone Office 1600IP Use the phone like a professional Use functions during a call Page 39 Use functions during a call Enquiry calls during a call aad You
49. r keys Page 45 you can dial these with just a mouse click Your Office 1600 1600 IP is idle Click Groups in the toolbar The group view is opened Click the group tab that contains the number key you want Double click the desired number key The subscriber is called Dial from the journal Your Office 1600 1600IP is idle Click Journal in the toolbar The journal view is opened Select the entry containing the call party you want Hold the media device to your ear and click the Call key in the toolbar The subscriber is called Note Double click the journal entry to call the subscriber you want directly Office 1600IP Telephony made simple You want to place a call Page 29 Call a subscriber again Your Office 1600 1600IP is idle a Click the Redial key and select the subscriber you want from the list that appears The call number is transferred to the input field You can then edit the number if required Hold the media device to your ear and click the Call key The subscriber is called Note The redial list lists the subscribers that are entered in the journal If a journal entry is deleted the subscriber concerned is also removed from the redial list Respond to unanswered calls You come to your workstation and want to respond to the calls made to you during your absence Unanswered calls are logged in the journal You can easily see from the way in which the Journal push
50. re may differ slightly from actual ope ration depending on the media device used For example some hand sets support the initiation and conclusion of a call by removal of the handset from the mount The following description assumes that this function is not available Topics overview Use convenience functions 0 0 0 ees Page 37 Use functions during a call 0 0 0 0 ees Page 39 Manage abSence 0 ees Page 42 Cope with special situations 0 0 20 0 cc ees Page 44 Use number keyS s4 0 0422 44 045050659 25Gb e eG ewe ES weR Sha wees Page 45 Use team keyS 0 0 ee eens Page 47 Use function keyS 0 0 0 0 ce eee eee Page 50 Use function codes 242425 Scccesea eh sis areri drini doinninn aa Page 54 Office 1600IP Use the phone like a professional Use convenience functions Page 37 Use convenience functions Request a callback Callback You are trying to call a subscriber However the line is busy Click the Callback Foxkey The callback is activated As soon as the required subscriber has finished his or her call your Office 1600 1600IP places a call Hold the media device to your ear and click the Call key The subscriber is called If the required subscriber does not accept the call you can request a callback The subscriber then receives a continuous visual message about your callback request Answer callback request Please call back o y A subscribe
51. roduct Potential haz ards are mentioned in the relevant places in the User Guides Liability for loss of profit shall be excluded in any case Office 1600IP Before you get started Page 5 Before you get started Welcome to Office 1600 1600IP With its user friendly interface the intuitive soft phone expands the limits of Office system terminals and perfectly integrates your PC environment Designed as a team phone for small to medium sized workgroups it offers powerful group functions making it the ideal professional tool for users of your hotline for example Whether you use the softphone as an Office 1600 together with an Office system terminal or as an Office 1600IP with a PC media device via the IP network You will appreciate the wide range of features it has to offer The IP version Office 1600IP also provides tried and tested support for individual users with high mobility requirements Thanks to central information management Office 1600IP users have direct access to call lists phone books messages and so on from home the office or any location via a connection to the company s IP net work Topics overview Flexible use of Office 1600 1600IP 0 0 0 cee Page 5 Operating Office 1600 1600IP 0 0 ee Page 7 Flexible use of Office 1600 1600IP With its two modes of operation Office 1600 Office 1600IP and its array of fea tures the softphone highly versatile adapting to a wide range o
52. roup view and the group tab of a team You see that the team partner you want to call is free Double click the team key of the team partner you want to call The team partner is called Pick up call for team partner C Your Office 1600 1600IP is idle You have opened the group view and the group tab of a team You see that a team partner s phone is ringing and want to pick up this call Double click the team key of this team partner The call is connected to you Office 1600IP Use the phone like a professional Use function keys Page 50 Use function keys You want to access frequently used functions with a mouse click rather than ente ring them by hand To do this you can create function keys and assign a function of your choice to them Note Office 1600 The function keys are independent of the configurable keys on the coupled Office terminal Define and assign function keys You have opened the main view Click Group in the toolbar The group view is opened Open a group for function keys 1 In the menu select Groups New group The name dialog is ope ned 2 Enter the name for example Functions and click OK A new group tab with the name Functions is added Note You can also create the new function keys in an existing group tab but not in a workgroup tab Note You can also store different key types such as team keys and function keys in the same group tab Off
53. sages to subscribers 59 Set the call volume 31 Set tones and melodies 17 Sort journal entries 0 34 Start Office 1600IP_ 7 Suppress ringing signal 21 Switch the phone network manually 56 T Take back call forwarding 42 Team keys 0 ee eee 47 Telephony functions 20 36 69 Text messages 000 cece eee 58 Transfer with prior notification 40 Transfer without prior notification 40 U Unanswered calls 0005 29 Understand functions 51 Understand journal entries 33 Understand team key status 48 Use function key 005 53 V Volume of the ringing signal 21 Volume of voice reproduction 22
54. sed independently of the text messages on the coupled Office terminal Topics overview Send text MESSAGES 1 eee eens Page 59 Receive text MESSAGES 1 ee eee Page 61 Send text messages Send text messages to subscribers Message Note Your Office 1600 1600 IP is idle Click the Message Foxkey The message editor is opened There are various ways of entering the recipient e Enter the call number in the empty input field See Dial with the call number Page 24 e Write the name in the empty input field see Dial by name Page 25 e Select the recipient from the phone book see Dial from the phone book contacts Page 26 e Select the recipient by using a number key see Dial with a number key Page 28 e Select the recipient from the journal see Dial from the journal Page 28 Enter your message and click Send a message in the toolbar The length of a text message to a subscriber with an Office system ter minal with display is restricted to a maximum of 160 characters Send text messages as email Your Office 1600 1600 IP is idle Message a Click the Message Foxkey There are various ways of entering the recipient Write the email address directly in the empty input field or if details on the recipient are stored in the contacts e Write the name in the empty input field see Dial by name Page 25 e Select the recipient from the phone book see Di
55. settings Note If you are not sure whether your PC is fitted with a sound card ask your system administrator Set volume You use the three slider controls to define the volume that is set when you start your Office 1600 1600IP 1 Under Microphone adjust the volume of the microphone of your handset or headset if your call partners find your voice too loud or too quiet 2 Under Earpiece adjust the volume of your handset or headset speakers if you find the voices of your call partners too loud or too quiet 3 Under Speakers adjust the volume of the internal speakers if the ring device is too quiet 4 Click Apply to save the settings Note You can also adjust the volume temporarily on the main view see Learn about Operation keys Foxkeys Page 10 Ean Office 1600IP Customise the phone to meet your needs Make advanced media settings Make advanced media settings Office 1600IP only The settings for the media stack and the AIN bandwidth area are found in the Media devices tab behind the Advanced pushbuttons Note Only make changes to these settings in consultation with your system administrator Select bandwidth area Here you can choose the bandwidth area in the IP network in which your Office 1600 1600IP is located If you always use the softphone in the same location leave the setting as it is If you also use the softphone outside the company LAN select the appropriate bandwidth area each time you
56. sonal contacts lf you use an MS Exchange server in your company to manage contacts your sys tem administrator can set up Office 1600 1600IP so that the MS Exchange contact directory is directly accessible via the Contacts view This enables you to maintain your private contacts directory via the Office 1600 1600IP private phone book and also to directly access the company contacts stored in MS Exchange via the public phone book Here you learn how to create and maintain contacts in your phone books Note Office 1600 The private contacts are independent of the private phone book of the coupled Office terminal Topics overview Create anew contact 0 cc ee ees Page 64 Edit a contact aana wed acetal bok age howe Sok 6 eR ok I ek wD eh Page 67 External phone book 0 000 ce eens Page 68 Create a new contact In the private phone book you can create and maintain any number of contacts Create a new contact You have opened the main view and want to include a subscriber in your private phone book Click Contacts in the toolbar The contacts view is opened On the Private phone book Then click New The dialog for entering and maintaining contacts is opened Enter personal details The dialog for entering and maintaining contacts is open Enter the name 1 Click Name 2 Enter the first and last name in the input fields of the name dialog 3 Click OK to close the dialog box
57. ssed by all members of the workgroup and can also be edited by them as long as a new call log is not opened in this work ticket for another call Your group administrator can define that a call log must always be saved In this mode if you do not create a call log yourself during the call a call log is automatically created and saved after you terminate the call regardless of whether you edited this or not In this mode an empty call log is also created for unanswered calls Office 1600IP Call within the group Enter phone calls Page 76 Add call log to existing work ticket For each call you can decide whether you want to open a new work ticket or whether you want to add the new call log to an existing work ticket E You are taking the call Work tickets with call logs already exist for the call number Click Journal in the toolbar and select your workgroup s tab All work tickets in the list that contain one or more call logs with the same caller s number are highlighted in yellow You can now open one of the highlighted work tickets one of the other listed work tickets or a new work ticket You open one of the highligh ted work tickets Select one of the work tickets in the list that is highlighted in yellow and click Open work ticket The work ticket dialog and a new call log in the middle frame are opened The call logs already entered are displayed in the bottom frame Enter your call log in the middle fram
58. ters Focus in the input field lt Break gt Call on hold lt Break gt During the call lt Arrow pointing up gt Focus in the input field Action Answer call Call being set up Ring back tone sounding Numbers entered now are transmitted immediately overlap dial List is closed and selection discarded Call is terminated Call rejected Call rejected Activate and deactivate DI MF mode Selection list is opened and the system searches for entries that have the same first few letters of the second name Call taken back Call put on hold Last number redial list is opened Key combination lt Arrow pointing down gt lt Back gt Entry of letters Situation Focus in the input field Focus in the input field Focus in the input field Action Last number redial selection list is opened Entry deleted character by character Selection list is opened and the system searches for entries that have the same first few letters dialling by name Office 1600IP Customise the phone to meet your needs Customise the phone to meet your needs You can adjust the behaviour of Office 1600 1600IP to meet your requirements so that making calls is combined with the other activities on your PC in the most effec tive way Some settings are used to adjust Office 1600 1600IP to the hardware components you use The information provided here explains how you can make the settings and what effect the
59. this field empty and the call number is stored in the contacts the name in the contact s used as the label 4 Click OK The number key is created 5 Repeat these steps until you have created all the number keys 6 Arrange the number keys manually by moving them with the mouse or automatically using the menu Groups Arrange key You can drag the number keys with the mouse from the group tab on the desktop and operate from there Delete number key You have opened the group view and the group tab containing the number keys Click the number key that you want to delete In the menu choose Key Delete The number key is deleted Office 1600IP Use the phone like a professional Use team keys Page 47 Use team keys You and your team partners want to be constantly available as a team You want to be able to call each other simply by pressing a key You can define a team key for each team partner and assign this key to a group Note Office 1600 The team keys are independent of the team keys on the coupled Office terminal Define and assign team keys You have opened the main view Click Group in the toolbar The group view is opened Open a group for team A 1 In the menu select Groups New group The name dialog is ope ned 2 Enter the name for example Team A and click OK A new group tab with the name Team A is added Note You can also create the new team keys in an existing group tab but not
60. y have Most of the settings are distributed among 3 tabs in the Settings menu Note Please do not make any changes to the Advanced tab These settings are for fine tuning and are reserved for the system administrator The settings for the workgroups can only be accessed by the group administrator and can be found in the Workgroup Manage workgroups menu see Manage workgroups Page 77 Topics overview Make general settingS 0 0 0 ccc ee ees Page 14 Make media settings Office 1600IP only 2085 Page 16 Make advanced media settings Office 1600IP only Page 17 Set tones and melodies Office 1600IP only Page 18 Setting up the voice mailbox nnana aaa aaaea ee Page 19 Office 1600IP Customise the phone to meet your needs Make general settings Make general settings The settings are located under Settings General Change PIN Proceed as follows to change your PIN 1 Enter the current PIN under Current PIN and the new PIN under New PIN and under Confirm PIN A 2 to 10 digit combination is allowed as a PIN 2 Click Remember PIN if you do not want to enter your PIN when you start the application in future 3 Click Apply to save the settings Note Remember that a stored PIN can be retrieved for malicious purposes and that your phone can then be used without your consent Determine view behaviour You can determine which views are opened w

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