Siemens 120 Series - User Manual

How to Use This Guide xi How to Use This Guide This guide explains how to use the many features of your ROLMphone  120/240/400 series telephone. Be sure to read Chapter 1, “Introduction” and Chapter 2, “Using Your Phone” which explain the basic features of your phone. Then look through the rest of ...

Related Publications xiii Related Publications The following list presents the titles and brief descriptions of other useful Siemens publications. Please refer to the book’s order number when requesting a publication from your Siemens representative. Order No. Title and Description GU30-1611 ROLMpho...

Introduction 1-1 1.Introduction Chapter 1 Introduction The ROLMphone 120, 240, and 400 Series The ROLMphone 120, 240, and 400 series of multi-featured phones have many options that enhance their functionality. Your ROLMphone model may have a display, a speakerphone, from 12 to 40 feature keys, and m...

Introduction 1-3 1.Introduction The ROLMphone 120 Series Figure 1-2. The ROLMphone 120 Telephone The ROLMphone 120 series offers three models. • The RP120 (like the RP120H and RP120D) has 12 feature keys and one extension. • The RP120H has a dual headset connection. • The RP120D has a data communica...

1-4 ROLMphone 120/240/400 Series User Guide The ROLMphone 240 Series Figure 1-3. The ROLMphone 240E Telephone The ROLMphone 240 series offers seven models. • The RP240 Basic has 24 feature keys and may have multiple extensions. • The RP240 (like the RP240H and RP240D) has 24 feature keys and a speak...

1-6 ROLMphone 120/240/400 Series User Guide The ROLMphone 400 Series Figure 1-4. The ROLMphone 400 Telephone The ROLMphone 400 series offers four models. • The RP400 (like the RP400HR, RP400D, and RP400HD) has 40 feature keys, a speakerphone, a two-line display with up to 30 characters per line, and...

1-8 ROLMphone 120/240/400 Series User Guide ROLMphone Basics Faceplate The faceplate is a paper template that identifies features that you access by pressing specific keys on your telephone. It shows which system features have been assigned to your phone keys. Line Keys Your ROLMphone telephone has ...

Introduction 1-9 1.Introduction Display The display at the top of the RP240E and RP400 provides call information such as the extension calling you and, if your system is configured to do so, the caller’s name. It also lets you scroll through messages and notifications waiting in your mailbox and pro...

1-10 ROLMphone 120/240/400 Series User Guide Class of Service Some of the phones in your system may be set up to use one class of service (the primary) during normal business hours and then automatically change to a more limited one (the secondary) during non-business hours. If so, the features you ...

Introduction 1-11 1.Introduction The Connect key lets you • reconnect with a call placed on consultation hold • reconnect with a transferred call before the transfer is complete • alternate between two parties, when you have one of them on consultation hold (See “Connect” on page 2-21.) Other Freque...

1-12 ROLMphone 120/240/400 Series User Guide Time Key: On a display phone, pressing the Time key displays the current day, date, and time. Feature Access Codes Since a set of features has already been assigned to your phone’s feature keys, you may find that your phone does not have feature keys for ...

Introduction 1-13 1.Introduction Status Lights The red status lights next to line keys tell you what is happening on those lines. A line key status light may turn on steadily, blink, or flash at different rates to signal the status of that line. Table 1-1. Line Key Status Light Flash Rates Flash Rat...

Introduction 1-15 1.Introduction Sounds Your phone makes different sounds to let you know what’s going on. Rings occur on a line that you are not using and indicate that you have an incoming call. Tones occur while you are using your phone and provide information about calls and features. Sound Mean...

Introduction 1-17 1.Introduction Ring Volume Use the slide control to adjust the ringing volume of your phone. The slide control is located underneath the RP240, RP240E, and RP400 and either underneath or on the side of the RP120 and RP240 Basic. The volume remains at the level you set it until you ...

Introduction 1-19 1.Introduction Where to Go for Assistance See Appendix B, “Help!” for some procedures that may help you correct problems with your phone. Although every company has its own way of handling support for ROLMphone telephones, most have a person responsible for making configuration cha...

1-20 ROLMphone 120/240/400 Series User Guide Getting Started This has been a general introduction to the ROLMphone 120/240/400 series telephones. To get started using your phone, read Chapter 2, “Using Your Phone.” If you have any problems, Appendix B, “Help!” has suggestions to help you get things ...

Using Your Phone 2-1 2.U s ing Y our Phone Chapter 2 Using Your Phone Quick and Easy You can begin using your ROLMphone 120/240/400 series phone as soon as it is properly installed and configured at the communications server. To make a call from your pri-mary line ➩ Pick up the handset and use the k...

2-2 ROLMphone 120/240/400 Series User Guide Making a Call Before dialing a number or using a feature access code, you must get a dial tone. The dial tone is an indication that the system is ready to accept your request. You can get a dial tone in one of the following ways: • by picking up the handse...

Using Your Phone 2-3 2.U s ing Y our Phone Answering a Call You can answer a call in three ways: • by picking up your handset (for a call ringing on your primary line) • by pressing the line key with the blinking status light • by pressing the Speaker key Note: Once you have answered a call, do not ...

2-4 ROLMphone 120/240/400 Series User Guide Hanging Up You can hang up in three ways: • by hanging up your handset when you are on a handset call • by pressing the line key when you are on a speakerphone call • by pressing the Speaker key when you are on a speakerphone call

Using Your Phone 2-5 2.U s ing Y our Phone Internal Calls Calling an Extension in Your Telephone System Every phone in your company’s telephone system has an extension. To call another extension ➩ Get a dial tone. ➩ Dial the extension. If you are a member of a community (com) group, you can dial a s...

2-8 ROLMphone 120/240/400 Series User Guide External Calls Calling an Outside Number To call outside your communications server system, you must first dial your trunk (outside line) access code before dialing the number you want to reach. If all trunks are busy when you make your call, you will hear...

Using Your Phone 2-9 2.U s ing Y our Phone Features Used with External Calls The following features can be used with external calls: • Conference - lets you have up to eight parties, including yourself, in a telephone conversation. The other parties can be on trunks (outside lines). (See “Conference...

Using Your Phone 2-11 2.U s ing Y our Phone Using Your Speaker Your phone has a speaker that you can use for receiving calls or listening to the PhoneMail system. On ROLMphone models that only have a speaker and not a microphone (the RP120 and RP240 Basic models), you must pick up the handset to spe...

Using Your Phone 2-13 2.U s ing Y our Phone Voice Transmission A ROLMphone speakerphone only allows voice transmission in one direction at a time. Therefore, you and the other party cannot talk simultaneously. Also, if you are speaking you may not hear voice interruptions or background noise, but th...

2-14 ROLMphone 120/240/400 Series User Guide Hold Putting a Call on Hold The Hold key lets you temporarily hang up a line without disconnecting the other party. If you do not retrieve the call after a certain period of time (determined by the communications server), your phone will ring. If it is an...

Using Your Phone 2-15 2.U s ing Y our Phone To pick up a call on hold at another extension ➩ Press the Pickup key, or get a dial tone and dial * 3. ➩ Dial the number of the extension at which the call was placed on hold. When Your Party Puts You on Hold If you are using your handset and someone puts...

2-16 ROLMphone 120/240/400 Series User Guide Private Hold Private Hold is another way to place a call in a temporary waiting position. But with Private Hold, the call can only be retrieved from your phone. Another party cannot pick up the call from his or her phone, even if your line appears on thei...

Using Your Phone 2-17 2.U s ing Y our Phone Preview The Preview feature lets the user view information associated with any line configured on the phone. The user can preview information when the phone is active on a call or when the phone is idle. The user can see the following: • the identity of th...

Using Your Phone 2-19 2.U s ing Y our Phone Transfer Transfer lets you move a call to another party and then hang up. The other party can be, for example, an extension, your company’s operator, or an outside number if your communications server is set up to do this. Your system administrator can tel...

Using Your Phone 2-21 2.U s ing Y our Phone Connect The Connect key lets you • reconnect with a call placed on consultation hold • reconnect with a transferred call before the transfer is complete • alternate between two parties, when you have one of them on consultation hold To reconnect with a cal...

2-22 ROLMphone 120/240/400 Series User Guide Using Your Mailbox The Mailbox feature lets you leave reminder messages at internal extensions to alert them to call you back. It also lets you receive and answer reminder messages and PhoneMail and ROLMfax notifications. A reminder message that you leave...

Using Your Phone 2-23 2.U s ing Y our Phone Changing Your Ring Tone To change your ring tone ➩ Get a dial tone. ➩ Dial * 5 7 2. ➩ Dial single digits (1 through 8) to hear various tone pitches. If you have a display phone (RP240E or RP400), it will display the selected tone’s number. The last tone yo...

Making Calls 3-1 3.M aking C a lls Chapter 3 Making Calls Bridged Call The Bridged Call feature lets you join a call if one of the other parties’ extensions also appears on your phone (a multiple line appearance). Although the same extension may appear on several phones, only one of the parties with...

Making Calls 3-3 3.M aking C a lls Busy Override Busy Override lets you join a conversation on a busy extension. It is intended for high priority and emergency internal calls and requires a special class of service. Ask your system administrator whether your phone has been assigned this class of ser...

3-4 ROLMphone 120/240/400 Series User Guide Busy Standby Queuing With Busy Standby Queuing, you can stay on a line until a busy extension that you are trying to call becomes free. The busy tone changes to music (or a ringing-beep tone), indicating that you are queued. As soon as the extension become...

Making Calls 3-5 3.M aking C a lls Callback Request Callback Request can help you complete calls to extensions that are busy, ringing, or in Do Not Disturb mode, once those extensions become available. It lets you hang up and have the communications server call you back with triple rings under the f...

Making Calls 3-7 3.M aking C a lls Conference The Conference feature lets you have up to eight parties, including yourself, in a telephone conversation. The other parties besides yourself can be on trunks (outside lines) or extensions. Any party can leave the conference by hanging up. To set up a co...

3-10 ROLMphone 120/240/400 Series User Guide Picking Up Calls to Add to Conferences On Version 6.4 and higher, you can use the Station Pickup feature to create a conference call or to add a picked up party to a conference call. (See “Station Pickup” on page 4-11.) You can pick up the following kinds...

3-12 ROLMphone 120/240/400 Series User Guide Consultation Consultation lets you put the other party in a call on consultation hold, so that you can call and talk privately with a second party. You can then alternate between the two parties or join them in a conference call. (See “Conference” on page...

3-16 ROLMphone 120/240/400 Series User Guide Direct Trunk Select Direct Trunk Select lets you choose a particular trunk (outside line) for placing a call. To choose a trunk ➩ Get a dial tone. ➩ Press the Direct Trunk Select (DTS) key, or dial # # 8. ➩ Dial the number assigned at the communications s...

Making Calls 3-17 3.M aking C a lls Intercom Features Intercom features let you • send signals to another phone’s speaker • make calls to members of your community (com) group by using a short code • make calls to another phone’s speaker instead of ringing that phone Buzz Buzz lets you signal anothe...

3-20 ROLMphone 120/240/400 Series User Guide Note: A com group speaker call will override Forwarding, Do Not Disturb mode, and both Station and Pilot Hunting. (See “Forwarding” on page 5-1, “Do Not Disturb” on page 6-1, and “Station Hunt Group” on page 7-5.) You cannot transfer a com group speaker c...

Making Calls 3-21 3.M aking C a lls Last Number Redial Last Number Redial lets you quickly redial the last number you have dialed. Each time you dial a valid internal or external telephone number it is automatically stored so that you can redial it later. Numbers dialed during consultation calls and...

3-22 ROLMphone 120/240/400 Series User Guide Mailbox Reminder Message When you call an extension that is busy or does not answer, the Mailbox Reminder Message feature lets you leave a reminder message, to have the other party call you back. The extension you are calling must have a mailbox. (See “Us...

Making Calls 3-23 3.M aking C a lls Paging Paging connects your phone to your company’s loudspeaker or paging system so that you can make an announcement. If your paging system is divided into zones, you may be able to make an announcement to all zones or to only one of them. Your system administrat...

Making Calls 3-27 3.M aking C a lls Saved Number Redial Saved Number Redial lets you save a number that you have dialed. Later, you can redial your saved number by pressing the Saved Number Redial (SAV/RDL) key. You can save only one number at a time; each time you save a number, you erase the numbe...

Making Calls 3-29 3.M aking C a lls Speaker Calls Speaker calls let you make calls to another phone’s speaker instead of ringing that phone. Note: Speaker calls (except Two-Way Speaker Call) will override Do Not Disturb, Forwarding, and Hunt Groups. (See “Do Not Disturb” on page 6-1, “Forwarding” on...

Making Calls 3-31 3.M aking C a lls One-Way Broadcast Speaker Call The One-Way Broadcast Speaker Call feature lets you make a one-way call to the speakers of up to 40 phones that are multiple line appearances of the same extension. To use this feature, you must be set up for it on your communication...

Making Calls 3-33 3.M aking C a lls Speaker Call Rejection Speaker Call Rejection lets you temporarily block incoming speaker calls. If another party attempts to make a speaker call to your phone, they will receive a busy tone. If they have a display phone, PLEASE TRY LATER is also displayed. To blo...

3-34 ROLMphone 120/240/400 Series User Guide Station Speed Dialing The Station Speed Dialing feature lets you assign frequently used dialing sequences to codes for easy dialing. You can assign dialing sequences to each of ten single-digit codes (0 through 9). You can then dial a single-digit code in...

3-38 ROLMphone 120/240/400 Series User Guide System Speed Dialing If you have the System Speed Dialing feature set up on your communications server, you can dial frequently called extensions or outside numbers (local, long distance, and international) by dialing a code number. A number set up for a ...

Making Calls 3-39 3.M aking C a lls Trunk Queuing The Trunk Queuing features complete calls for you to outside numbers when all available trunks (outside lines) have been busy. Trunk Callback Queuing Trunk Callback Queuing lets you hang up and have the communications server call you back with triple...

3-40 ROLMphone 120/240/400 Series User Guide To cancel trunk callback queuing from a display phone ➩ Press the Callback (CALLBCK) key until the auto-callback request you wish to cancel is displayed. The status light next to the Program key turns on, indicating that your phone is in program mode. ➩ P...

Answering Calls 4-1 4.A n sw er ing C a lls Chapter 4 Answering Calls Reminder Messages and Notifications(Displaying and Answering) Your communications server can be set up to signal you when you have reminder messages, PhoneMail notifications, or ROLMfax notifications. A reminder message indicates ...

Answering Calls 4-5 4.A n sw er ing C a lls Display Numbers for 6.3 and Higher To display PhoneMail and external voicemail notifications ➩ Press the Mailbox key. ➩ Dial 1. Your PhoneMail notifications are displayed. Press the Mailbox key to scroll through them. To display reminder messages ➩ Press t...

4-8 ROLMphone 120/240/400 Series User Guide Pickup The Pickup features let you answer calls that are ringing, on hold, queued, or parked at other extensions. Group Pickup Group Pickup lets you answer a call to an extension in your pickup group even when you do not know the number for the extension. ...

Answering Calls 4-11 4.A n sw er ing C a lls Station Pickup Station Pickup lets you answer a call that is ringing, on hold, queued, or parked at any extension, provided that you know the number for the extension. To answer a call ringing, on hold, queued, or parked at any extension ➩ Press the Picku...

4-12 ROLMphone 120/240/400 Series User Guide Universal Night Answer Universal Night Answer lets you answer an incoming call to your company’s operator when he or she is off duty. You can then transfer the call to the appropriate party, if necessary. (See “Transfer” on page 2-19.) To answer an in-com...

Moving Calls 5-1 5.M o vi ng C a lls Chapter 5 Moving Calls Forwarding Forwarding automatically redirects your incoming calls to another extension or an outside number, referred to as a forwarding target. The communications server provides two types of forwarding: fixed and variable. Fixed Forwardin...

5-2 ROLMphone 120/240/400 Series User Guide You will hear the confirmation tone. If you have a display phone, SYSTEM FORWARD OFF is displayed. ➩ Hang up. To restore Fixed Forwarding ➩ Get a dial tone. ➩ Dial # 9 0. You will hear the confirmation tone. If you have a display phone, SYSTEM FORWARD ON i...

5-8 ROLMphone 120/240/400 Series User Guide Other Forwarding Options Follow-Me Forwarding Follow-Me Forwarding lets you enter a personal identification number (PIN) from any internal phone and then specify how calls to your extension are to be forwarded, using Variable Forwarding. For example, you c...

Moving Calls 5-9 5.M o vi ng C a lls Delayed Call Forwarding on Busy Your phone can be configured at the communications server so that when you are on a line and have a second caller on the same line, forwarding through a busy option will be delayed for a specified period of time. You will hear a ca...

5-10 ROLMphone 120/240/400 Series User Guide Park Park lets you move a call to an extension and hold it there, without ringing that extension. You or another party can then retrieve the call from the extension as needed. Park is used in connection with the Park access code (* 6), which you can dial ...

Moving Calls 5-13 5.M o vi ng C a lls System Hold System Hold lets you move a call to a system slot (a temporary holding place) and hold it there. The call can then be retrieved from any extension. To place a call on system hold on a display phone ➩ Press the System Hold (SYSHOLD) key. CALL PARKED I...

Blocking Calls 6-1 6.B locki ng C a lls Chapter 6 Blocking Calls Do Not Disturb The Do Not Disturb feature lets you temporarily block incoming calls to your phone. Although incoming calls will not then ring at your phone, you can continue to make calls. Callers to your extension will hear the same s...

6-2 ROLMphone 120/240/400 Series User Guide Privacy The Privacy feature lets you • prevent callers from using the Busy Override feature to break through to your extension when you are on a call • prevent another party with the same multiple line appearance from bridging (joining) your call • prevent...

6-4 ROLMphone 120/240/400 Series User Guide Automatic Privacy If your phone has been assigned the Automatic Privacy feature, no one can bridge (or join) your calls unless you turn off the feature. To turn off Auto-matic Privacy ➩ During a call, press the Privacy key, or press the Transfer (TRANSFR) ...

Managerial Features 7-1 7.M a nager ial F eatur es Chapter 7 Managerial Features Account Number The Account Number feature lets you charge an external call to an account by assigning an account number to the call. If the account number is the proper length, it and other details about the call will t...

7-4 ROLMphone 120/240/400 Series User Guide Bad Line Reporting If you have a bad connection with an external call, Bad Line Reporting lets you report the bad connection so that it will be logged at the communications server. This provides general information for service technicians. You may also wan...

Managerial Features 7-5 7.M a nager ial F eatur es Hunt Groups A hunt group consists of a group of telephones set up to move an incoming call automatically from one phone to another until it is answered or the caller hangs up. A call to a hunt group is signaled by long rings. If your phone is a hunt...

7-6 ROLMphone 120/240/400 Series User Guide You can only join a station hunt group if your phone has been assigned the station hunt group class of service. (Ask your system administrator whether your phone has it.) You can only be a member of one station hunt group. However, other linear-pattern hun...

Managerial Features 7-7 7.M a nager ial F eatur es For a linear-pattern pilot hunt group, if all the members of the group are busy the call will be placed in a system queue until one of the members becomes available. If no queue has been set up at the communications server, or if all queue positions...

7-8 ROLMphone 120/240/400 Series User Guide Setup To set up your station hunt desti-nation for the first time ➩ Get a dial tone. ➩ Dial # * 9 0. You will hear the confirmation tone, followed by the dial tone. If you have a display phone, STATION HUNT is displayed. ➩ Dial the primary extension of the...

Managerial Features 7-11 7.M a nager ial F eatur es PIN Authorization Features The Personal Identification Number (PIN) Authorization feature lets you dial a unique number so that you can: • change your phone’s forwarding target from another phone • call an outside number from a phone that does not ...

7-14 ROLMphone 120/240/400 Series User Guide Forced Authorization With the Forced Authorization feature, the system will prompt you to enter a personal identification number (PIN) to temporarily authorize you to call an outside number from a phone with limited calling capabilities. Forced Authorizat...

Managerial Features 7-15 7.M a nager ial F eatur es Remote Authorization The Remote Authorization feature lets you activate your personal identification number (PIN) at a phone that you are temporarily using, to temporarily raise its class of service to your phone’s class of service. This lets you a...

Managerial Features 7-17 7.M a nager ial F eatur es Class of Service Changeover Your phone may be set up at the communications server to use one class of service (the primary) during normal business hours and then automatically change over to a more limited one (the secondary) during non-business ho...

7-18 ROLMphone 120/240/400 Series User Guide Trace Call Trace Call lets you record a caller’s phone number on a system printout. You can trace a call manually and then ask your communications server system administrator for a printout of the number. Or, if Automatic Trace Call has been assigned to y...

Help! B-1 B.H e lp ! Appendix B Help! Introduction This section presents some simple procedures that may help you correct problems with ROLMphone 120/240/400 series phones. If you try these steps without success, call your system administrator or the appropriate service personnel.

B-2 ROLMphone 120/240/400 Series User Guide Self Test The Self Test should be the initial step in troubleshooting problems with ROLMphone 120/240/400 series telephones. The purpose of the Self Test is to perform an internal check of the telephone. A successful Self Test causes all status lights to f...

Glossary G-1 G lossar y Glossary A access code. A preassigned number that a user dials to access a trunk or a system feature. account number. A preassigned number that a user dials to assign the call to a specific project, department, or client account. The system administrator can then use the Call...

Index I-1 Index Index A access codes See also feature access codes. paging 3-23 trunk 2-8 ACCOUNT key 7-1 Account Number feature 7-1 access code A-1 account numbers, Repertory Dialing 3-24 answering calls 2-3 B Bad Line Reporting feature 7-4 access code A-1 BADLINE key 7-4 beeps 1-16 Bridged Call fe...