Siemens optiPoint 400 - User Manual

Contents 7 Using Other Team Functions . . . . . . . . . . . . . . . . . . . 84 Turning Group Call On and Off . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 84Accepting a Call for Another Member of Your Team . . . . . . . . . . . . . . 86Activating and Deactivating a Ringing Group . . ...

Basic operating instructions 8 Basic operating instructions optiPoint 40 0 economy/standard control panel Keys fortelephonesettings Display,2 lines with24 char Keypad Handset Key forconfirminga function Key field – freely programmable keys Speaker for open listening and ring tones Fixedfunction key:...

Basic operating instructions 9 Step by Step How to Use these Operating Instructions You will find a graphic representation of the steps in log-ical sequence in the left column. Below is an explana-tion of the symbols: C Lift the handset (off-hook). I Replace the handset (on-hook). H Conduct a call. ...

Step by Step Basic operating instructions 10 Accessing Functions ... Interactively You can select some functions while the telephone is idle , for example: Use á ! to scroll to a function and press ã to execute it. You can select other functions directly depending on the situation . Example: you cal...

Basic operating instructions 11 Functions You Can Use Basic and Enhanced Functions You can use all basic and enhanced communications platform functions that appear interactively on the screen, in the Program/Service menu, and when you press function keys. Additional Team and Executive/Secretary Func...

Step by Step Making and Answering Calls 12 Making and Answering Calls Special default ring signaling is set for your telephone: • When you receive an internal call, your telephone rings once every four seconds (single-tone se-quence). • When you receive an external call, your telephone rings twice i...

Making and Answering Calls 13 Step by Step Ending the call: Press the key. The LED goes out. or Press the key. Notes on speakerphone mode: • Tell the other party that you are using speakerphone mode. • The speakerphone works bests at a low receiving volume. • The ideal distance between the user and ...

Step by Step Making and Answering Calls 14 Switching to Speakerphone Mode Precondition: You are conducting a call with the hand- set. and I Hold down the key and replace the handset.(in the U.S.: press the key once and replace the hand-set). Then release the key and continue the call. Switching to t...

Making and Answering Calls 15 Step by Step or Press the key. The LED lights up. Enter the code. F>> You are connected to the call waiting party immediately. The first party is placed on hold. Ending the second call and resuming the first one: Confirm. or F9 Press the key. The LED lights up. En...

Step by Step Making and Answering Calls 16 Accepting a Specific Call for Your Colleague You hear another telephone ring. Press the key. The LED lights up Select and confirm. or F>B Enter the code. A called station appears on the screen. If applicable Select and confirm until you see the station y...

Making and Answering Calls 17 Step by Step Using Mailboxes If you have programmed the "Mailbox" key Æ page 54, the associated LED lights up when messages have ar-rived for you. If your telephone is connected to a voice mail system, the "Mailbox" key will also light up to alert you to...

Step by Step Making and Answering Calls 18 Using the Speakerphone A colleague addresses you directly over the speaker with a speaker call. You hear a tone before the an-nouncement. The other party’s name or station number appears on the screen. You can conduct the call with the handset or in speaker...

Making and Answering Calls 19 Step by Step Turning Do Not Disturb On and Off You can activate the do not disturb function if you do not want the receive any calls. When do not disturb is acti-vated, internal callers hear a busy signal and external callers are rerouted to a telephone assigned for thi...

Step by Step Making and Answering Calls 20 Trace Call: Identifying Anonymous Callers (Not for U.S.) You can have the carrier identify malicious external call-ers. You can save the caller’s station number during the call or for 30 seconds after the call ends. However, it is essential that you do not ...

Making and Answering Calls 21 Step by Step Answering Calls from the Entrance Telephone and Opening the Door If an entrance telephone has been programmed, you can use your telephone to speak to someone at the entrance telephone and to activate a door opener.If you have the proper authorization (ask t...

Step by Step Making and Answering Calls 22 Opening the door with a code (at the door): D After ringing the bell, enter the five-digit code (using the keypad or a DTMF transmitter). Depending on how the door opener has been programmed, a doorbell call sig-nal may or may not be forwarded. Activating t...

Step by Step Making Calls 24 Making Calls Off-Hook Dialing C Lift the handset. D Internal calls: Enter the station number.External calls: Enter the external code and the station number. The called party does not answer or is busy: I Replace the handset. On-Hook Dialing D Internal calls: Enter the st...

Step by Step Making Calls 26 Caller ID Suppression You can prevent your station number or name from ap-pearing on the displays of external parties you call. The feature remains active until you deactivate it. Select and confirm. or or FA? or GA? Enter code for "suppress" or "restore"...

Making Calls 27 Step by Step Activating Tone Dialing (DTMF Suffix Dialing) You can transmit dual-tone multifrequency ( DTMF ) sig- nals to control devices such as an answering machine or automatic information system. Press the key. The LED lights up. Select and confirm. or F>< Enter the code. ...

Step by Step Making Calls 28 Reserve Trunk If this feature is configured (contact the service person-nel), you can reserve a busy trunk for your own use.When the trunk is free, you receive a call and a message appears on the display. Precondition: The message "US:Currently busy UK:busy at the mo...

Making Calls 29 Step by Step Trunk Flash To activate ISDN-type services and features through the network carrier’s analog trunks or those of other com-munications platforms (such as "consultation hold"), you must send a signal to the trunks before dialing the ser-vice code or telephone numbe...

Step by Step Making Calls 30 Associated Dialing/Dialing Aid If this function has been configured (contact the service personnel), you can use a dialing aid to dial numbers and set up calls for your telephone.The operating procedure depends on whether the dial-ing aid is connected to the S 0 bus or t...

Calling Multiple Parties Simultaneously 31 Step by Step Calling Multiple Parties Simultaneously Calling a Second Party (Consultation Hold) You can call a second party while engaged in a call. The first party is placed on hold. Confirm. D Call the second party. Return to the first party: Confirm. or ...

Step by Step Calling Multiple Parties Simultaneously 32 Conducting a Conference In a conference call, you can talk to as many as four oth-er parties at the same time. These may be internal or external users. D Call the first party. Select and confirm. D Call the second station. Announce the conferen...

Calling Multiple Parties Simultaneously 33 Step by Step Checking Which Parties Are in the Conference (Initiator Only) Select and confirm.The first station appears on the screen. To display other stations, confirm each subsequent dis-play. To exit the list: Select and confirm. Removing Parties From t...

Step by Step Calling Multiple Parties Simultaneously 34 Transferring a Call If the person you are speaking to wants to talk to anoth-er colleague of yours, you can transfer the call that col-league. Confirm. D Enter the number of the party to which you want to transfer the call. H Announce the call,...

Calling Multiple Parties Simultaneously 35 Step by Step I Replace the handset. or Select and confirm. Parking a Call You can park up to ten calls, either internal, external, or both. Parked calls can be displayed on and picked up from another telephone. This feature is useful if you want to continue...

Step by Step Calling Multiple Parties Simultaneously 36 Placing External Calls on Hold If you have programmed a key on your telephone as a hold key Æ page 54, you can place external calls on hold. This enables all other parties to retrieve the call on the assigned line. Press the "US:Hold UK:Com...

Making Calls to Stored Destinations 37 Step by Step Making Calls to Stored Destina-tions Using a Caller List If you are unable to accept an external or internal call, the call attempt is stored in the caller list.You can store answered calls either manually (both in-ternal and external calls) or aut...

Step by Step Making Calls to Stored Destinations 38 Displaying the Call Time and Additional Call Information Precondition: You have retrieved the caller list and the selected call is displayed. Select and confirm. or or Dialing a Station Number from the Caller List Precondition: You have retrieved t...

Making Calls to Stored Destinations 39 Step by Step Redialing a Number The last three external telephone numbers dialed are stored automatically.You can redial them simply by pressing a key.The station number appears on your screen for two sec-onds and is then dialed. Press the key once to dial the ...

Making Calls to Stored Destinations 41 Step by Step If applicable Select and confirm. All entered letters are deleted, and the first entry in the internal directory is displayed again. The entry you wish to dial appears on the screen. Select and confirm. Using Repertory Dialing Keys Precondition: Yo...

Step by Step Displaying and Assigning Call Charges 42 Displaying and Assigning Call Charges Displaying Call Charges (Not for U.S.) For the current call: The display usually shows call charges at the end of a call (default setting).If you wish to display charges continuously during a call in progress...

Step by Step Displaying and Assigning Call Charges 44 Dialing with Call Charge Assignment You can assign external calls to certain projects. Precondition: The service personnel has set up account codes for you. Press the key. The LED lights up. Select and confirm. or F?9 Enter the code. D Enter the ...

If You Cannot Reach a Destination ... 45 Step by Step If You Cannot Reach a Destination ... Using Callback If a user is busy or is not answering, you can store an automatic callback. This feature saves you from having to make repeated attempts to reach the user.You receive a callback,• When the othe...

Step by Step If You Cannot Reach a Destination ... 46 Deleting a displayed entry: Press the "OK" dialog key to confirm your selection Ending callback display: Select and confirm. or Press the key. The LED goes out. or Press the key. The LED goes out. Call Waiting (Camp-On) Precondition: You ...

Step by Step Telephone Settings 48 Telephone Settings Adjusting the Ring Volume J or K Press these keys while the phone is idle. Confirm. J or K To raise or lower the volume: Keep pressing the keys until the desired volume is set. Save. Adjusting the Ring Tone J or K Press these keys while the phone...

Telephone Settings 49 Step by Step Adjusting the Speakerphone to the Room Acoustics To help the other party understand you clearly while you are talking into the microphone, you can adjust the tele-phone to the acoustics in your environment: "Quiet room", "Normal room" and "Noisy...

Step by Step Telephone Settings 50 Selecting the Language of Screen Prompts Press the key. The LED lights up. Confirm. Confirm. or F=A Enter the code. Select the language you wish to use (such as "Spanish") and press the "OK" dialog key to confirm. Locking the Telephone to Prevent Un...

Telephone Settings 51 Step by Step Saving Your PIN To use the functions• to prevent unauthorized persons from using your telephone Æ page 50 • to use another telephone like your own Æ page 66 you need to enter a personal identification number, which you can save yourself. Press the key. The LED ligh...

Step by Step Saving Station Numbers, Functions, Procedures and Appointments 52 Saving Station Numbers,Functions, Procedures and Appointments You can save a frequently-dialed number, or frequently-used functions/procedures (comprising several operat-ing steps) to any free key on your telephone or add...

Saving Station Numbers, Functions, Procedures and Appointments 53 Step by Step Confirm. or Select and confirm. Storing Station Speed-Dial Numbers You can store the ten numbers which you use the most and dial them using your own station speed-dial num-bers: * 0 through * 9 Æ page 41. Press the key. T...

Step by Step Saving Station Numbers, Functions, Procedures and Appointments 54 Confirm. or Select and confirm. or Select and confirm. or Select and confirm. Assigning Functions to Keys Press the key. The LED lights up. Select and confirm. or FB: Enter the code. Press the key. If the key is already i...

Saving Station Numbers, Functions, Procedures and Appointments 55 Step by Step Meaning of LED Signals for Saved Functions: Call forwarding, Forwarding - trunk, Forward Line, US:Night answer UK:Night Service, Do not disturb, Changeover, Advisory message, Ringer cutoff, HF answerback on/off, US:Join/l...

Step by Step Saving Station Numbers, Functions, Procedures and Appointments 56 Trunk group key At least one trunk is free. All trunks in the trunk group are busy. View call charges: No chargeable calls have been made since the last time call charges were displayed. Chargeable calls have been made si...

Saving Station Numbers, Functions, Procedures and Appointments 59 Step by Step Saving Appointments You can tell your telephone to give you a call when you want to be reminded of an appointment Æ page 17. To do this, you need to save the time you want the call to be made. You can enter a single appoi...

Step by Step Testing the Telephone 60 Testing the Telephone Testing the Telephone Functions You can test your telephone functions. Precondition: Your telephone is idle. Press the key. The LED lights up. Select and confirm. or FB=9 Enter the code. If everything is OK,• all LEDs on the telephone start...

Call Forwarding 61 Step by Step Call Forwarding Using Variable Call Forwarding You can immediately forward internal or external calls to different internal or external telephones (destinations). (External destinations require special configuration in the system.) Select and confirm. or F: Enter the ...

Step by Step Call Forwarding 62 Using Night Answer When night answer mode is active, for example during a lunch break or after office hours, all external calls are immediately forwarded to a specific internal telephone (night station). The night station can be defined by the service personnel (stand...

Step by Step Using Other Functions 64 Using Other Functions Sending a Message You can send short text messages to users who have system telephones. Transmitted text messages are signaled in the same way as a callback request on system telephones e.g. optiPoint 500 entry. Select and confirm. or F?A E...

Using Other Functions 65 Step by Step Leaving an Advisory Message You can leave an advisory message on your telephone screen for internal callers who want to reach you while you are away from your desk.When another party calls you, the message appears on the caller’s screen. Select and confirm. or F...

Using Other Functions 67 Step by Step Fax Details and Message on Answer-ing Machine If a fax or answering machine is connected to your sys-tem and you have assigned the "Fax details" function to a programmable key Æ page 54, the key lights up when a fax or a message has been received. Deacti...

Step by Step Using Other Functions 68 Monitoring a Room A telephone can be used to monitor a room. The func-tion must be activated on the telephone that you want to monitor.Calling this telephone lets you hear what is going on in the room. Activating the telephone to be monitored: Press the key. The...

Step by Step Using Other Functions 74 Controlling Relays If this function has been configured (contact the service personnel), you can turn up to four relays on and off to control different facilities (such as a door opener).Depending on how they are programmed, you can switch the relays on and off ...

Using Other Functions 75 Step by Step Radio Paging (Not for U.S.) If paging equipment is connected to your system (con-tact the service personnel), you can contact people via their pocket receivers. The pocket receiver indicates to the person you are looking for that someone is trying to get in touc...

Team and Executive/Secretary Functions With Trunk Keys 77 Step by Step Team and Executive/SecretaryFunctions With Trunk Keys If this function has been configured (contact the service personnel), you belong to a team of users for whom special keys were programmed:• Trunk keys (MULAP keys) • Direct st...

Step by Step Team and Executive/Secretary Functions With Trunk Keys 78 Answering Calls With Trunk Keys Precondition: Your telephone is ringing and/or the trunk key is flashing rapidly. Press the rapidly flashing trunk key. This is not necessary if the trunk is automatically as-signed to you when you...

Team and Executive/Secretary Functions With Trunk Keys 79 Step by Step Retrieving the call: Press the slowly flashing trunk key. Switching Between Phone Calls on Multiple Trunks Precondition: You are conducting a call over a trunk in your group. Another trunk key starts flashing. Press the flashing ...

Team and Executive/Secretary Functions With Trunk Keys 81 Step by Step Using DSS Keys Each team member has a DSS key for every other member in the team. This enables every team member to reach all other members of the team directly, simply by pressing a key. Meaning of LED Indications on DSS Keys LE...

Step by Step Team and Executive/Secretary Functions With Trunk Keys 82 Transferring a Call in Progress Press the DSS key and announce the call, if desired. I or Replace the handset or press the key. Accepting a Call for Another Team Member Press the flashing DSS key or trunk key. C Lift the handset....

Team and Executive/Secretary Functions With Trunk Keys 83 Step by Step Transferring Calls Directly to the Executive(Only in an Executive/Secretary Group) Normally, audible signaling of all calls for the executive is heard only in the secretary’s office.You can activate audible signaling so that call...

Step by Step Using Other Team Functions 84 Using Other Team Functions Turning Group Call On and Off If this function has been configured (contact the service personnel), you belong to one or more groups of users who can each be reached under a hunt group or group call number.Incoming calls are signa...

Using Other Team Functions 87 Step by Step Removing all telephones in call ringing group: Select and confirm. or GA: Enter the code. Uniform Call Distribution (UCD) If this function has been configured (contact the service personnel), you belong to a group of users (agents) to whom calls are distrib...

Special Functions in the LAN (PC Network) 89 Step by Step Special Functions in the LAN (PC Network) If your telephone is operating in a HiPath 5000 RSM en-vironment, multiple HiPath 3000 systems are intercon-nected via a LAN ( L ocal A rea N etwork, e.g. proprietary PC network). Your telephone calls...

Step by Step Special Functions in the LAN (PC Network) 90 Transferring Call Forwarding You can activate/deactivate call forwarding Æ page 61 for your telephone from other HiPath 5000 RSM tele-phones. Select and confirm. or F=@ Enter the code. D Enter the (DISA) call number of the HiPath 3000 to whic...

Step by Step Special Functions in the LAN (PC Network) 94 Opening the Door If this feature is configured (contact the service person-nel), you can also activate the door opener Æ page 21 in other HiPath 3000 communications platforms. Select and confirm. or F=@ Enter the code. D Enter the (DISA) call...

Labeling and Documentation 95 Labeling and Documentation Labeling Key Fields You can chose from the following options to label the keys with the func-tions/call numbers saved ( Æ page 8, Æ page 52): Labeling• by hand:Labeling strips are deliverd with your optiPoint. Write the function or a name on t...

Labeling and Documentation 96 Attaching a Station Number Label Self-adhesive call-number labels are also delivered with your optiPoint. Write on the call-number label (fire brigade, police, own telephone num-bers), then remove and stick it in the recess on the telephone when the handset is lifted. D...

Fixing Problems 97 Fixing Problems Telephone Maintenance • Always use a damp or antistatic cloth to clean the telephone. Never use a dry cloth. • If the telephone is very dirty, clean it with a diluted neutral cleaner con-taining surfactants, such as a dish detergent. Afterwards remove all traces of...

Step by Step Fixing Problems 98 Responding to Error Messages on the Screen Possible cause: The station number is incorrect. Possible response: Enter a correct station number. Possible cause: You tried to activate a disabled function. Possible response: Ask the service personnel to authorize you to u...

99 Index Index A account code .............................................. 44 activating door opener .............................. 21 advisory message ...................................... 65 agents .......................................................... 87 announcement .........................

Overview of Functions and Codes (Alphabetical) 103 % Overview of Functions and Codes (Alphabetical) The table below lists all available functions as they appear on the display. Functions that have been configured (contact System Support) can be activated interactively (select + save) via the Program...