Aastra Telecom Telephone 1600IP User Manual

Ascotel Office 1600IP

User's Guide

Ascotel IntelliGate Telecommunication Systems

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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 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.

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Office 1600IP

Availability

Security information

Page 4

The availability of the softphone 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 product. Potential haz-

ards are mentioned in the relevant places in the User Guides. Liability for loss of

profit shall be excluded in any case.

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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 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Page 5

Operating Office 1600/1600IP. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 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 of uses.

Use Office 1600/1600IP on an individual workstation

Office 1600/1600IP offers many advantages over conventio nal 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.

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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 1600/1600IP.

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 Office 1600/1600IP 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).

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Office 1600IP

Before you get started

Page 7

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 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.

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Office 1600IP

Before you get started

Page 8

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.

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.

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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:

• Contacts opens your phone book (see "Maintain contacts", Page 63)

• 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.

• 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/speaker

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.

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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:

^.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.

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.

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Office 1600IP

Before you get started

Page 11

Learn about key combinations

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

Action

<Enter>

Incoming call

Answer call

The input field contains a

call number

<Enter>

Call being set up

Ring back tone sounding.

Numbers entered now are

transmitted immediately

(overlap dial)

The input field does not

contain a call number

List is closed and selection

discarded

<Ins>

Open selection list

During the call

Call is terminated

While a call is being sig-

nalled

Call rejected

While there is a call waiting Call rejected

Activate and deactivate DTMF

mode

In call

Selection list is opened and

the system searches for

entries that have the same

first few letters of the second

name

<Space> followed by

the entry of letters

Focus in the input field

<Break>

Call on hold

Call taken back

Call put on hold

During the call

Last-number redial list is

opened.

<Arrow pointing up> Focus in the input field

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Office 1600IP

Before you get started

Page 12

Key combination

Situation

Action

<Arrow pointing

down>

Last-number redial selection

list is opened

Focus in the input field

Entry deleted character by

character

<Back>

Focus in the input field

Selection list is opened and

the system searches for

entries that have the same

first few letters (dialling by

name)

Entry of letters

Focus in the input field

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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 they 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 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Page 14

Make media settings (Office 1600IP only). . . . . . . . . . . . . . . . . . . . . . . . . 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 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Page 19

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Office 1600IP

Customise the phone to meet your

needs

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 when you start Office 1600/1600IP:

• Open on startup:

The views selected are automatically opened when you start the Office 1600/

1600IP.

• 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.

• Pop Up (main view):

Main view is displayed in the foreground of the screen when the phone rings.

• Pop Up (message):

The menu window is opened when a message is received.

• 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).

• On Top:

Keys on the desktop are always in the foreground of the screen.

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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. In the Web phone book address, enter the Internet address of the directory

you want (for example, "http://www.tel.search.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,

[email protected]).

2. Click Apply to save the setting. The next time you send a text message as an

email, this sender address is entered.

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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. On the 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 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)

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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 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.

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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. In the 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. In the PC sounder column, set the tones/melodies that you want played on the

internal PC sounder.

When doing 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.

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Office 1600IP

Customise the phone to meet your

needs

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 Record

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.

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Office 1600IP

Telephony made simple

Page 20

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. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Page 21

You want to place a call . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Page 24

Learn about the journal . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Page 33

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Office 1600IP

Telephony made simple

You are receiving a call

Page 21

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

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).

Suppress ringing signal (discrete ringing) - (Office 1600IP only)

You want to suppress the ringing signal without immediately answering the call.

Your Office 1600/1600IP is calling.

Discrete rin-

ging

Click the Discrete ringing Foxkey. The ringing signal for the current

call is suppressed.

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Office 1600IP

Answer a call

Telephony made simple

You are receiving a call

Page 22

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

<Alt>+<Tab> to place the focus on the Office 1600/1600IP pictograph

and then answer the call with <Enter>.

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.

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Office 1600IP

Telephony made simple

You are receiving a call

Page 23

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.

Click 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.

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Office 1600IP

Telephony made simple

You want to place a call

Page 24

You want to place a call

Dial with the call number

Your Office 1600/1600IP 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 1600/1600IP does not understand any other

characters.

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Office 1600IP

Dial by name

Telephony made simple

You want to place a call

Page 25

Your Office 1600/1600IP is idle.

Enter the first few letters of the required name in the input field:

• If the name you are looking for is listed under the surname in the

phone book, enter the first few letters of the surname.

• If 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.

• To look for a combination of first name and surname, type the first

few letters of the first name followed by 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.

Note:

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).

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Office 1600IP

Telephony made simple

You want to place a call

Page 26

Dial from the phone book (contacts)

Your Office 1600/1600IP 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

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.

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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.

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Office 1600IP

Telephony made simple

You want to place a call

Page 28

Dial with a number key

If you have stored your most important numbers on number keys (see

"Use number keys", Page 45), you can dial these with just a mouse click.

Your Office 1600/1600IP 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.

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Office 1600IP

Telephony made simple

You want to place a call

Page 29

Call a subscriber again

Your Office 1600/1600IP is idle.

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 pushbutton is displayed in the main view whether

there are entries for unanswered calls.

Journal pushbutton

Unanswered calls and messages

The pushbutton text is bold

Journal 4 and is followed by a number

(e.g. 4).

There are four entries for unread

and unanswered calls / messages in

the journal.

The pushbutton text is not bold There are two entries, which have

Journal 2

Journal

and is followed by a number

(e.g. 2).

already been read, for unanswered

calls / messages in the journal.

The pushbutton text is not

bold, and is not followed by a unanswered calls / messages in the

number. journal.

There are no entries for unread and

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Office 1600IP

Telephony made simple

You want to place a call

Page 30

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.

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Office 1600IP

Telephony made simple

During the call

Page 31

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.

Click several times on the relevant Volume key, until 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.

Click the Mute key once more to turn the microphone on again.

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Office 1600IP

Telephony made simple

During the call

Page 32

Open listening mode (Office 1600IP only)

You want to listen to your call party on your speakers.

You are taking the call.

Click the Open Listening key, to turn on open listening mode.

Click the key again to turn off open listening mode.

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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 party called

Call received and answered

Call received but not answered

Outgoing call was answered

Outgoing call was not answered

or destination subscriber was

busy

Call party called

Call received and deflected to

mailbox

Mailbox called

Text message sent

Text message displayed

Text message received and read Text message displayed

Text message received and not

Text message displayed

yet read

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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.

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.

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.

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Office 1600IP

Telephony made simple

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.

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

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.

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).

Click Delete in the toolbar. The selected entries are deleted.

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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/

1600IP.

Note:

Office 1600IP: The description here 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 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Page 37

Use functions during a call . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Page 39

Manage absence. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Page 42

Cope with special situations . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Page 44

Use number keys . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Page 45

Use team keys. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Page 47

Use function keys . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Page 50

Use function codes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Page 54

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Office 1600IP

Use the phone like a professional

Use convenience functions

Page 37

Use convenience functions

Request a callback

You are trying to call a subscriber. However, the line is busy.

Callback

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.

Note:

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

A subscriber 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.

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Office 1600IP

Use the phone like a professional

Use convenience functions

Page 38

Reply or reject call waiting

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 1600/1600IP 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 -

Reject

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

You are calling a subscriber; however, the line is busy.

Call waiting

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).

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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

You 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

You have initiated an enquiry and want to switch to the first call party

without disconnecting the enquiring party.

Brokering

Click the Brokering Foxkey during the call. The enquiring party is put

on hold.

Brokering

Press the same Foxkey again to return the enquiring party.

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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.

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 subscriber is called.

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 1600/1600IP.

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Office 1600IP

Use the phone like a professional

Use functions during a call

Page 41

Put call party on hold

You are taking a call and want to put the connection on hold in order

to clarify something.

Park

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.

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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 1600/1600IP 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 1600/1600IP is idle.

Click the Call key next to the forwarding destination.

Provide information for 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.

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Office 1600IP

Use the phone like a professional

Manage absence

Page 43

You are taking the call.

Message

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.

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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

Click the DTMF on Foxkey to activate dialling mode DTMF.

DTMF

Once you exit the call, the system automatically deactivates DTMF

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

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 Reject Foxkey if you do not want to take the call.

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Office 1600IP

Use the phone like a professional

Use number keys

Page 45

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.

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).

You can also store different key types, such as number keys and func-

tion keys, in the same group tab.

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Office 1600IP

Use the phone like a professional

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 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.

Note:

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.

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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

in a workgroup tab).

You can also store different key types, such as team keys and function

keys, in the same group tab.

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Office 1600IP

Use the phone like a professional

Use team keys

Page 48

You have opened the new group tab.

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.

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

The team partner is free.

The team partner’s phone is ringing.

The team partner is taking a call.

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Office 1600IP

Use the phone like a professional

Use team keys

Page 49

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

Your Office 1600/1600IP is idle. You have opened the group 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

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.

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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).

You can also store different key types, such as team keys and function

keys, in the same group tab.

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Office 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

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.

CLIR per call

Activates/deactivates courtesy group 1 or 2. Courtesy is

the announcement text that is played when someone calls.

Courtesy

Remote mainte-

nance

Permits or blocks remote maintenan ce on a single occa-

sion, or always permits or blocks remote maintenance.

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Office 1600IP

Use the phone like a professional

Use function keys

Page 52

Function

Property

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.

Mailbox

Malicious Call Identification. You must request this service

from your service provider.

MCID

Park

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.

Relay

Diverts all your calls to a destination that was predefined in

the system configuration.

Do not disturb

User group

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.

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Office 1600IP

Use the phone like a professional

Use function keys

Page 53

Function

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.

Switch group

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.

Forwarding

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.

Deflect

Use function key

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.

In the menu, choose Key/Delete. The function key is deleted.

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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.

Function

*/# procedure

vit

Activate / deactivate function using another phone

*06 <SC No.> <Function>

(Remote control)

vit

Activate exchange access with charge recall

Announcement

*32 <SC No.>

• To a subscriber

*7998 <SC No.>

*79 <GR No.>

*89

• To a group

• Answer to group

Appointment reminder call

• Activate single order

*55 <hh mm>

#55

• Clear single order

• Activate standing order

• Clear standing order

*56 <hh mm>

#56

(

)

Call Forwarding on No Reply (CFNR)

• Protect against

(

)

*02

(

)

• Allow to own set

#02

(

)

• Activate CFNR

*61 <SC No.>

#61

(

)

• Clear CFNR

(

)

• Activate CFNR on last configured SC

• Clear CFNR on last configured SC

• Activate CFNR to preconfigured SC

• Clear CFNR to preconfigured SC

• Activate CFNR to pager or general bell

• Clear CFNR to pager or general bell

Call waiting

*61#

#61

(

)

(

)

*62

(

)

#62

(

)

*68

(

)

#68

• activate in suffix dialling

• Protect against

*43

*04

#04

• Allow to own set

Callback

• Delete (from executing phone)

#37

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Office 1600IP

Use the phone like a professional

Use function codes

Page 55

Function

*/# procedure

Callback message / message LED

• Activate

*38 <SC No.>

#38 <SC No.>

• Delete (from receiving phone)

Control Relays

• Activate

*74 <Relay No.>

#74 <Relay No.>

*00

• Deactivate

tiv

Deactivate all active functions

(except user group)

(

)

Do not disturb (call protection)

• Activate

(

)

*26

(

)

• Deactivate

#26

Follow me

• Activate

*23 <SC No.>

#23

• Clear

)

Forward calls (CFU)

)

• Protect against

*02

)

• Allow to own set

#02

)

• Activate CFU

*21 <SC No.>

)

• Clear CFU

#21

)

• Activate CFU on last configured SC

• Clear CFU on last configured SC

• Activate CFU to preconfigured SC

• Clear CFU to preconfigured SC

• Activate CFB

*21#

)

#21

)

*22

)

#22

)

*67 <SC No.>

)

• Clear CFB

#67

)

• Activate CFB on last configured SC

• Clear CFB on last configured SC

• Activate CFU to standard message

• Clear CFU to standard message

• Activate CFU to pager or general bell

• Clear CFU to pager or general bell

General bell

*67#

)

#67

)

*24 <Text No.>

)

#24

*28

#28

)

• Find with coded ringing in prefix dialling

• Find with coded ringing in suffix dialling

*81 <SC No.>

*81

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Office 1600IP

Use the phone like a professional

Use function codes

Page 56

Function

*/# procedure

• Answer coded ringing

Intrusion

*82

• activate in suffix dialling

• Protect against

*44

*04

#04

• Allow to own set

dir

Make a call on a third-party phone

• Business Calls

dir

#36 <SC No.> <PIN>

dir

• Private Calls

#46 <SC No.> <PIN>

Open door

*74 <Door intercom system No.>

Paging system

• Find subscriber in prefix dialling

• Find subscriber in suffix dialling

• Answer the pager

*81 <SC No.>

*81

*82 <SC No.>

Park

• Park subscriber in suffix dialling

• Connect with parked subscriber

Picking Up a Call

*76

#76

*86 <SC No.>

*88 <SC No.>

#46 <SC No.> <PIN>

Pic

(

)

Picking up a call (Fast Take)

Private call with personal code (PIN)

Set up conference call

• Preset

(

)

*70 <Conf. No.>

• Variable

*71 <SC No. 1> * to <SC No. 5> #

Suppress your call number from display

• CLIR per call

*31 <Destination No.>

*85 <xx> <y>

…

Switch over switch groups 01…20

• Switch to switch group xx in position y

(xx = 01..20, y = 1..3)

…

–

(

)

Switch the phone network manually – LCR (Fallback)

(after fallback the external phone number last dialled is selected

automatically)

*90

(

)

Text message (standard text) with/ without parameter

(

)

• send to a subscriber

• send to a group

• send to all

*3598 <SC No.> <Text No.> [Param.] #

*35 <GR No.> <Text No.> [Param.] #

*3599 <Text No.> [Param.] #

(

)

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Office 1600IP

Use the phone like a professional

Use function codes

Page 57

Function

*/# procedure

(

)

User group (UG)

(

)

• Log into all user groups

• Log out of all user groups

• Log into a particular user group

• Log out of a particular user group

Voice Mail System

*4800

)

#4800

(

)

*48 <User group No.>

#48 <User group No.>

(

)

• Record greeting (x=1,2,3)

• Monitor greeting (x=1,2,3)

• Delete greeting (x=1,2,3)

• Activate greeting (x=1,2,3)

• Deactivate greeting (x=1,2,3)

*913 x #

*#913 x #

#913 x #

*933 x

#933 x

x = 1,2,3 : personal greeting 1,2,3

x = 7: global greeting

x = 8: global overflow greeting

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Office 1600IP

Use text messages

Page 58

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 processed independently of the

text messages on the coupled Office terminal.

Topics overview

Send text messages . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Page 59

Receive text messages . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Page 61

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Office 1600IP

Use text messages

Send text messages

Page 59

Send text messages

Send text messages to subscribers

Your Office 1600/1600IP is idle.

Message

Click the Message Foxkey. The message editor is opened.

There are various ways of entering the recipient:

• Enter the call number in the empty input field (see "Dial with the call

number", Page 24).

• Write the name in the empty input field (see "Dial by name",

Page 25).

• Select the recipient from the phone book (see "Dial from the phone

book (contacts)", Page 26).

• Select the recipient by using a number key (see "Dial with a number

key", Page 28)

• Select the recipient from the journal (see "Dial from the journal",

Page 28).

Enter your message and click Send a message in the toolbar.

Note:

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.

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Office 1600IP

Use text messages

Send text messages

Page 60

Send text messages as email

Your Office 1600/1600IP is idle.

Click the Message Foxkey.

Message

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:

• Write the name in the empty input field (see "Dial by name",

Page 25).

• Select the recipient from the phone book (see "Dial from the phone

book (contacts)", Page 26).

Enter your message and click Send a message in the toolbar.

Note:

This function is only available if Office 1600/1600IP knows your perso-

nal email address (see "Enter own email address", Page 15).

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Office 1600IP

Use text messages

Receive text messages

Page 61

Receive text messages

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

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.

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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 of the recipient in the empty input field, rather than the

subscriber’s call number or name. Prerequisite: Office 1600/1600IP

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.

Click Journal in the toolbar.

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.

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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 personal contacts.

If 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 a new contact . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Page 64

Edit a contact. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Page 67

External phone book . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Page 68

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Office 1600IP

Maintain contacts

Create a new contact

Page 64

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 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.

Note:

First and last names cannot start with an umlaut.

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Office 1600IP

Maintain contacts

Create a new contact

Page 65

Enter the address

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

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 no t understand any other

characters.

Select which of the phone numbers 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).

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Office 1600IP

Maintain contacts

Create a new contact

Page 66

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).

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Office 1600IP

Maintain contacts

Edit a contact

Page 67

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.

Make the required changes to the contact. For detailed information on

the input fields, see "Create a new contact", Page 64.

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 the 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.

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Office 1600IP

Maintain contacts

External phone book

Page 68

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.

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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 1600/1600IP.

Topics overview

Member in a workgroup. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Page 70

Enter phone calls. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Page 75

Manage workgroups . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Page 77

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Office 1600IP

Call within the group

Member in a workgroup

Page 70

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

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/

1600IP.

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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 1600/1600IP 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.

If a member is not logged in or is currently on a break, his/her display

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.

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Office 1600IP

Answer calls

Call within the group

Member in a workgroup

Page 72

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.

Your Office 1600/1600IP 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).

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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

signalled 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-

cally.

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/

1600IP.

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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

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 person 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 1600/1600IP 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/

1600IP.

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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

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.

Note:

You can also enter the call log after you have terminated the call.

The saved call log can be accessed 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.

Note:

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.

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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.

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 frame.

Save the call log you just entered.

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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

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

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.

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Office 1600IP

Call within the group

Manage workgroups

Page 78

Workgroup settings:

Setting

Explanation

Name

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

Call distribution

With Cyclic the next member 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.

Call duration

Wrap up time

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).

Auto-save call log

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.

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Office 1600IP

Call within the group

Manage workgroups

Page 79

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.

Select the ticket entry you want to delete, and then click Delete jour-

nal entry.

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Office 1600IP

Page 80

DTMF (tone selection) . . . . . . . . . . . . . . .44

Index

End a call . . . . . . . . . . . . . . . . . . . . . . . . .2 2

Enquiry calls during a call . . . . . . . . . . . .39

Enter email addresses . . . . . . . . . . . . . . .65

Enter own email address . . . . . . . . . . . . .15

Enter personal details . . . . . . . . . . . . . . .64

Enter phone numbers . . . . . . . . . . . . . . . .65

Enter the address . . . . . . . . . . . . . . . . . . .65

Enter URL . . . . . . . . . . . . . . . . . . . . . . . .65

Activate / deactivate break . . . . . . . . . . . .73

Activate exchange access

with charge recall . . . . . . . . . . . . . .54

Add call logs . . . . . . . . . . . . . . . . . . . . . . .76

Address of Internet phone book . . . . . . . .15

Answer a call . . . . . . . . . . . . . . . . . . . . . .22

Answer callback request . . . . . . . . . . . . .37

Answer calls . . . . . . . . . . . . . . . . . . . . . . .71

Finish wrap up time . . . . . . . . . . . . . . . . .73

Forward text messages . . . . . . . . . . . . . .61

Function keys . . . . . . . . . . . . . . . . . . . . . .50

Brokering . . . . . . . . . . . . . . . . . . . . . . . . .39

LCR . . . . . . . . . . . . . . . . . . . . . . . . . . . . .5 6

Learn about Operation keys/Foxkeys . . .10

Learn about the graphical user interface . .8

Log into / out of workgroup . . . . . . . . . . . .70

Log out of workgroup . . . . . . . . . . . . . . . .74

Call a subscriber again . . . . . . . . . . . . . . .29

Call team partner . . . . . . . . . . . . . . . . . . .49

Contact functions . . . . . . . . . . . . . . . . . . .6 3

Create a contact . . . . . . . . . . . . . . . . . . . .64

Create new ticket . . . . . . . . . . . . . . . . . . .7 5

Create workgroup . . . . . . . . . . . . . . . . . . .77

Make a conference call . . . . . . . . . . . . . .41

Make media settings . . . . . . . . . . . . . . . .16

Media device . . . . . . . . . . . . . . . . . . . . . . .9

Microphone on/off . . . . . . . . . . . . . . . . . .31

Monitor status . . . . . . . . . . . . . . . . . . . . . .78

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 . . . . . . . . . . . . . . . . . . . .48

Delete work ticket . . . . . . . . . . . . . . . . . . .78

Dial by name . . . . . . . . . . . . . . . . . . . . . .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 . . . . . . . . . . . . . . . . . . . .21

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

Office 1600IP on multiple workstations . . .6

Open listening mode . . . . . . . . . . . . . . . .32

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Office 1600IP

Page 81

Sort journal entries . . . . . . . . . . . . . . . . . .34

Start Office 1600IP . . . . . . . . . . . . . . . . . . .7

Suppress ringing signal . . . . . . . . . . . . . .21

Switch the phone network manually . . . . .56

Park call party . . . . . . . . . . . . . . . . . . . . .41

Pick up call for team partner . . . . . . . . . .49

*/# Procedures . . . . . . . . . . . . . . . . . . . . .54

Provide information for initiator of CFU . .42

Take back call forwarding . . . . . . . . . . . .42

Team keys . . . . . . . . . . . . . . . . . . . . . . . .47

Telephony functions . . . . . . . . . . 20, 36, 69

Text messages . . . . . . . . . . . . . . . . . . . . .58

Transfer with prior notification . . . . . . . . .40

Transfer without prior notification . . . . . . .40

Receive text messages . . . . . . . . . . . . . .61

Reject a call during the calling phase . . . .44

Reject call waiting . . . . . . . . . . . . . . . . . .38

Reply call waiting . . . . . . . . . . . . . . . . . . .38

Reply to text messages . . . . . . . . . . . . . .61

Request a callback . . . . . . . . . . . . . . . . . .37

Unanswered calls . . . . . . . . . . . . . . . . . . .29

Understand functions . . . . . . . . . . . . . . . .51

Understand journal entries . . . . . . . . . . . .33

Understand team key status . . . . . . . . . .48

Use function key . . . . . . . . . . . . . . . . . . . .53

Save a contact . . . . . . . . . . . . . . . . . . . . .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 messages to subscribers . . . . .59

Set the call volume . . . . . . . . . . . . . . . . . .31

Set tones and melodies . . . . . . . . . . . . . .17

Volume of the ringing signal . . . . . . . . . . .21

Volume of voice reproduction . . . . . . . . . .22

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