VTech erisbusinesssystem 4-line office phones main console - Manual

iii Parts checklist Your telephone package contains the following items. Save your sales receipt and original packaging in the event warranty service is necessary. Handset with coiled cord installed Console Console power adapter Ethernet cable Wall mount bracket Two gray telephone line cords (2-cond...

iv Table of contents Getting started Console overview ..................................... 1 Console screen icons ............................... 4 Alert tones and lights ................................ 5 Alert tones ............................................. 5 Lights .............................

vi Announcement .................................... 84 Night mode .......................................... 85 Record the auto attendant announcement .................................... 85 Set the start and end time of auto attendant announcement .................... 86 Play the auto attendant an...

1 MENU/SELECT Press to enter the menu.While in the menu, press to select an item or save an entry or setting. •• Navigation keys While in menus, press or to scroll through the menus, highlight items or change settings. Press / SKIP to enter the highlighted item, or press / REPEAT to return to the pr...

2 AUTO REDIAL Press to view the last 10 numbers dialed ( page 55 and page 57 ). • One-touch keys Press to dial the desired one-touch number ( page 66 ). • Directory card To write names on the directory card, follow the steps below: Pull out the directory card. Write the information on the directory ...

3 Main menu The > symbol highlights a menu item. Main menu Ringers ( pages 38- 39 )Set Date/Time ( page 40 )One Touch ( pages 64- 67 )Phone Settings ( pages 41- 46 )System Setup ( pages 29- 37 )Registration ( pages 23- 27 )Customer Support ( page 47 ) Using menus Press MENU/ SELECT to show the ma...

4 Telephone lines -On when this console is selected under the corresponding line group setting. Ringer off - On steadily when the ringer volume is set to OFF . Headset - On steadily when using a corded headset. Speakerphone - On steadily when using the speakerphone. MUTE Mute - Microphone is muted. ...

5 Getting started Alert tones and lights Alert tones One beep You have set the hold reminder on. -OR- The telephone is recording a memo. -OR- You have set the message alert tone on. -OR- There is an incoming call waiting. Lights MESSAGE WAITING Flashes when there are new private or central messages....

6 This UP416 is the console of a 4-line telephone system. It is expandable to a maximum of 15 UP406 desksets, a UP407 cordless handset and a VTech IS6100 cordless headset. Expanding your system requires you to connect and register each new device first (see pages 23 - 26 ). This system is not compat...

7 The UP416 package includes only the console. You have to purchase UP406 deskset, UP407 cordless handset, and IS6100 cordless headset separately to expand your system. To order them, visit our website at businessphones.vtech.com or call 1 (800) 595-9511 . In Canada, please dial 1 (800) 267-7377 . T...

8 Getting started Planning your system Use the existing Ethernet wall jack: Use the PC port on the console as an Internet pass-through. Unplug your Ethernet cable of your computer from the existing Ethernet wall jack.Plug one end of the Ethernet cable into the Ethernet port ( ) at the back of the co...

9 Getting started Planning your system Method 2: Install the console as a stand-alone telephone You can install the console without connecting it to UP406 desksets via an Ethernet network. You must install and set up the UP416 console first before expanding your system with UP407 cordless handset or...

10 Install the console close to the telephone jacks, an Ethernet wall jack (if necessary), and a power outlet not controlled by a wall switch. The telephone can be placed on a flat surface or vertically mounted on the wall ( pages 18- 22 ). TIP: If you subscribe to high-speed Internet service (DSL -...

11 Plug the end of the coiled handset cord into the jack on the left side of the telephone. 1. Lift the kickstand as the arrows indicate below to release it from the groove. There are seven pairs of grooves designed to hold the console at different angles for optimum visibility. 2. Do not power up t...

12 Getting started Console installation Connect the telephone lines, Ethernet cable (if necessary) and power adapter.See the illustration on the next page to connect to four single-line wall jacks; or see page 14 to connect to two 2-line wall jacks. 4. Snap the kickstand into the desired grooves unt...

13 Getting started Console installation Option 1: Connect to four single-line wall jacks NOTES: Use only the power adapter supplied with this product. To order a replacement power adapter, visit our website at businessphones.vtech.com or call 1 (800) 595-9511 . In Canada, please dial 1 (800) 267-737...

14 Option 2: Connect to two 2-line wall jacks Getting started Console installation Use onlySupplied Adapter L4 L3/4 L2 L1/2 5.1 Router Line 3/4 Line 1/2 Plug the larger end of the console power adapter into an electrical outlet not controlled by a wall switch. Plug one end of the Ethernet cable into...

15 Getting started Console installation After the console is powered up, it takes at least one minute to start up the system and the screen displays booting.... during startup. The screen displays Is this Console going to register UP406 Desksets? ‘SELECT’: Yes ‘CANCEL’: No . Press SELECT . The scree...

18 Lift the kickstand as indicated by the arrows below to release it from the grooves. 3. To mount the console on the wall Unplug the power adapter from the outlet, the telephone line cords from the wall jacks (or DSL filters), and the Ethernet cable from the Ethernet switch or router.Put the corded...

20 Getting started Wall mount installation Line 1/2 Line 2 Line 3/4 Line 4 Router Install the wall mount bracket to the console as shown below. Insert the upper tabs of the mounting bracket into the upper slots at the back of the console. Press the lower tabs of the mounting bracket into the lower s...

23 Your telephone can support up to 15 UP406 desksets. The desksets must be connected to the console before use. You must connect each deskset separately. Make sure your deskset is installed properly. Refer to the UP406 deskset user’s manual for details. Start the connection when the deskset screen ...

24 To connect a deskset to your UP416 console (continued) The deskset screen displays Starting... It takes a while for the system to finish the startup. The deskset enters the idle screen when the startup is done.Lift the handset. If you hear a dial tone, the connection was successful. NOTES: If the...

25 You can add a cordless handset ( UP407 , purchased separately) to your console. The cordless handset must be registered with the UP416 console before use. When first purchased, the handset shows Choose Handset in Registration at base menu. Put handset on cradle to register. Make sure the cordless...

26 You can use this console handsfree when you register a DECT 6.0 cordless headset (VTech model IS6100) to the console. You can only register one cordless headset to the console. Make sure the headset is charged before use. Refer to the user’s manual of the cordless headset for details. Place the h...

27 If you have a registered handset and/or headset, and need to replace one of them or both, you will have to deregister both devices first, then register each device to the deskset separately. Please read all the instructions on this page before beginning the deregistration process. Please make sur...

28 You can use this console handsfree when you install any industry-standard 2.5mm corded telephone headset (purchased separately). Plug a 2.5 mm headset into the HEADSET jack ( ) on the side of the console. Side view of the console NOTE: The HEADSET button on the console controls only the corded he...

29 Menu settings Use this menu to change the telephone system settings. Press MENU /SELECT when in idle mode (when the console is not in use) to enter the main menu.Press or to scroll to the feature to be changed. The > symbol indicates the selected menu item. Press MENU/ SELECT or /SKIP to selec...

31 Getting started System setup Prime line Use this feature, also known as automatic line selection, to choose which line is automatically selected each time you make an outside call. If you select Auto , the console selects any available telephone line starting from Line 1. To set the prime line: W...

37 Getting started System setup Network info Use this feature to view the information of the IP address, subnet mask, router/gateway, DNS servers, and DHCP server of this console. To check the network information: When the console is idle, press MENU /SELECT . Press or to scroll to System Setup , th...

38 Ringer volume Use this feature to set the ringer volume to one of six levels or turn the ringer off. When the ringer is off, the icon appears on the console screen. The UP416 console stores the volume setting for all lines. When the console is idle, press MENU /SELECT . Press MENU/ SELECT or /SKI...

39 Telephone settings Telephone setup Ringer tone Use this feature to choose one of the ten ringer tones for incoming calls. You can choose different ringer tones for different lines so you can easily identify which line is calling. When the console is idle, press MENU /SELECT . Press MENU/ SELECT o...

47 Telephone settings Telephone setup Customer support Use this feature to display the VTech website. When the console is idle, press MENU /SELECT . Press or to scroll to Customer Support , then press MENU/ SELECT or /SKIP . Press CANCEL to return to the main menu. 1.2. 3. businessphones.vtech.com

48 The telephone comes programmed to select a line automatically for calls when you do not press a line key. To override the automatic line selection setting, see Prime line on page 31 for details. When you answer a call, the telephone automatically selects the ringing line. Line indicators Each of ...

50 Call waiting If you subscribe to call waiting service with your telephone service provider, you hear a beep if someone calls while you are in the middle of a call. Press FLASH to put your current call on hold and take the new call. Press FLASH at any time to switch back and forth between calls. V...

55 The last 10 telephone numbers dialed (up to 30 digits) are stored in the console. To view the 10 most recently dialed numbers Press AUTO REDIAL to enter the redial list and display the most recently called number.Press or to view other recently called numbers.Press CANCEL to exit the redial list....

58 The system can support 5-way conference with a maximum of one outside call and four system extensions (including the initiating party), or two outside calls and three system extensions (including the initiating party). The outside call must be established first because an intercom call cannot be ...

59 Telephone operation Conference call To drop an outside line: Press the corresponding line key ( LINE 1 - LINE 4 ). -OR- If there are two outside calls, press MENU /SELECT and then press or to choose End Line X . Press MENU/ SELECT to confirm. -OR- If the other end of the outside line hangs up the...

60 Telephone operation Conference call Call scenario The table below provides you with more information on the number of outside lines available for use during a conference call under different call scenarios. A. Inviting parties using Intercom Device that starts a conference call Number of outside ...

61 You can use the intercom feature for conversations between the console and a system deskset, or between two system desksets. The console and each deskset in the telephone system MUST be assigned a unique extension number for the intercom feature to work. The assignment is done when the console is...

62 You can transfer a call to any other system telephone. Only the recipient extension can answer the transferred call; other extensions cannot seize the line at that moment. Blind transfer While on a call, you can transfer a call directly without notifying the desired extension: Press TRANSFER on t...

63 Transfer a call and speak to the receiving party You can transfer a call and speak to the receiving party before completing the transfer while on a call: Press INTERCOM on the console while on a call. The call is put on hold.Press or to scroll to a desired extension, then press MENU/ SELECT . -OR...

64 This telephone has 32 one- and two-touch memory locations (speed dial locations) where you can store the phone numbers or system extension numbers you wish to dial more quickly. You can store up to 30 digits in each location. You can access the first 16 locations using only the one-touch buttons....

68 Use the directory to store names and phone numbers. Directory entries are not shared with other extensions. The console and each deskset have their own directories. Capacity The directory of this console can store up to 50 entries, with a maximum of 15 alphanumeric characters (including spaces) f...

69 Create a new directory entry Use the following steps to store a name and number in the directory. When the console is idle, press DIRECTORY . The console shows a summary with the number of directory entries stored. Press MENU /SELECT to add an entry . The screen displays Enter Name . Use the dial...

71 Search by name The names appear in alphabetical order. Follow the steps below to search for directory entries on the console. Press DIRECTORY on the console. The screen displays a summary with the number of directory entries stored.Press or to browse through the directory. Use the dial pad keys (...

72 You can dial, delete or edit a directory entry (name and number) when it is shown on the console screen. You can use the directory review ( page 70 ) or name search ( page 71 ) to show an entry. Display dial When a number is displayed on the screen, you can dial the number by lifting the corded h...

75 This telephone supports caller ID services that most telephone service providers offer. Caller ID allows you to see the name, number, date and time of calls. Depending on your service subscription, you might see the caller’s number, or the caller’s name and number from the telephone service provi...

76 How the caller ID information (call log) works The telephone stores caller ID information for the last 200 incoming calls in the console. Entries are stored in reverse chronological order. The telephone deletes the oldest entry when the log is full to make room for new calls. Each extension has i...

77 Memory match If the incoming telephone number is an exact match with a telephone number in your directory, the name that appears on the screen matches the corresponding name in your directory. For example, if Christine Smith calls, her name appears as Chris if this is how you entered it into your...

78 Caller ID Caller ID operation View dialing options Although the incoming call history entries have 10 digits (the area code plus the seven-digit number), in some areas, you may need to dial the seven digits only, 1 plus the seven digits, or 1 plus the area code plus the seven digits. You can chan...

79 Caller ID Caller ID operation Save a caller ID entry to the directory When in the caller ID history, press or to browse to the number you wish to save.Press MENU /SELECT , then press or to choose Copy to DIR . Press MENU/ SELECT . The screen displays Enter Name . Use the dialing keys to edit the ...

81 Caller ID Reasons for missing caller ID information Reasons for missing caller ID information There are also occasions when other information or no information shows for various reasons: On-screen message Reason PRIVATE NAME The caller prefers not to show the name. PRIVATE NUMBER The caller prefe...

82 The answering system of this console has two mailboxes, namely the central (auto attendant) mailbox and private mailbox. When the auto attendant feature is turned on, it can be used to answer calls, record messages, direct incoming calls to other system extensions, or enter the remote access menu...

83 You can set up the auto attendant to answer outside calls, provide callers with a company directory, direct calls to a specified extension, and enable callers to record voice messages. You can use the default announcement or record up to three outgoing announcements and one directory announcement...

89 This console has a private mailbox that can answer calls and record messages when it is turned on. The private mailbox answers the call after the ring delay time you set in the Private mailbox delay section below. Private mailbox on/off You can turn the private mailbox on or off. The console disp...

90 Answering system Private mailbox setup Announcement An announcement plays when calls are answered by the private mailbox. The system has a default announcement, “Hello, please leave a message after the tone.” You can use this announcement or record your own. You can record an announcement up to 1...

93 All feature settings below apply to both central (auto attendant) and private mailboxes. Remote access code Use this code to select a three-digit number to allow remote access of the answering system from another telephone. You can change the code to any number from 000 - 999 . This code is 333 b...

96 Using the auto attendant When auto attendant is on, it automatically picks up the ringing line after the delay time you programmed (see Auto attendant delay on page 83 ), and plays the appropriate auto attendant announcement. You can choose from one of the following options. Enter the extension n...

98 New message indication The icon displays on the console when there are new messages in the central mailbox.The icon displays on the console when there are new messages and/or memos in the private mailbox.The MESSAGE WAITING indicator on the console flashes when there are new messages in either th...

99 Answering system Answering system operation NOTES: If you want to play the messages without hearing the date and time information, set the Msg Date/Time option to Skip . See Msg Date/Time on page 93 for details. When you are playing the messages and there are incoming calls, you can press or to v...

101 Use this feature to reach your answering system remotely by calling any telephone line connected this console from any touch-tone telephone. Make sure the auto attendant feature or the private mailbox of the console is turned on for this feature to work. Remote access can only play messages stor...

103 All messages are deleted All messages in the central mailbox are erased. All messages in the private mailbox are erased. Auto Att: ON The auto attendant is on. Auto Attendant is reset to default The auto attendant settings are reset to default settings. Call History EMPTY There are no entries in...

104 Appendix Console display screen messages Line is not available at this time The telephone line cord is not plugged into the console. The line you are trying to reach is on a conference call. Call privacy is turned on on the line you are trying to reach. Other system extension is recording an inc...

105 Appendix Console display screen messages Registering handset...(Put handset on cradle to start) The console is registering a cordless handset. Registrationfailed Registration of a cordless handset or a DECT headset is failed. System busy.Please try again later All telephone lines are in use. Tra...

107 Appendix Troubleshooting There is no dial tone. First try all the suggestions above.Make sure you plug the handset cord securely and firmly into the jack on the telephone base and the corded handset.If the previous suggestions do not work, disconnect the telephone line from the console and conne...

110 Appendix Troubleshooting If you subscribe to high-speed Internet service (DSL - digital subscriber line) through your telephone lines, you must install a DSL filter between each telephone line cord and telephone wall jack. The filter prevents noise and caller ID problems resulting from DSL inter...

111 Appendix Troubleshooting The auto attendant does not respond when callers dial an extension. Make sure directory announcement is recorded correctly to suit your company’s needs ( page 85 ).Make sure the caller is calling from a touch-tone telephone. If the caller hears clicks rather than tones, ...

112 Appendix Troubleshooting I subscribe to a nontraditional telephone service that uses my computer to establish connections, and my telephone doesn’t work. Make sure your computer is powered on.Make sure your Internet connection is working properly.Make sure that the software is installed and runn...

113 Taking care of your telephone Your telephone base contains sophisticated electronic parts, so you must treat it with care. Avoid rough treatment. Place the corded handset down gently. Save the original packing materials to protect your telephone base if you ever need to ship it. Avoid water You ...

114 This equipment complies with Part 68 of the FCC rules and with technical requirements adopted by the Administrative Council for Terminal Attachments (ACTA). The label on the back or bottom of this equipment contains, among other things, a product identifier in the format US:AAAEQ##TXXXX. This id...

116 Appendix Limited warranty 1. What does this limited warranty cover? The manufacturer of this VTech product warrants to the holder of a valid proof of purchase (“CONSUMER” or “you”) that the product and all accessories provided in the sales package (“PRODUCT”) are free from defects in material an...

117 Appendix Limited warranty 5. How do you get warranty service? To obtain warranty service, visit businessphones.vtech.com or call 1 (800) 595-9511 . In Canada, please dial 1 (800) 267-7377 . NOTE: Before calling for service, please review the user’s manual; a check of the PRODUCT’s controls and f...

118 Appendix Technical speci fi cations RF frequency band 1921.536MHz - 1928.448MHz Channels 5 Operating temperature 32°F - 122°F 0°C - 50°C Telephone base voltage (AC adapter output) 5.1VDC @1200mA Ethernet Network Ports 10/100 Mbps RJ-45 Port PSTN Jacks 1-4 (FXO ports)

119 A Add a handset 25 Add a headset 26, 28 Alert tones 5 Announcement 84–87, 90 Answer a call 49 Answer an intercom call 61 Auto-redial 57 Auto attendant 96–97 Auto set IP 33 B Blind transfer 62 C Caller ID 75–81 Call history 77 Call intercept 92, 98 Call privacy 44, 52 Call screening 95, 98 Call t...

121 V Volume 38, 50 Volume control 50 W Wall mount 18–22 Warranty 116–117 Website 47 Index