Talkswitch Answering Machine CTTS005002501UK User Manual

TA L KS W I TCH D O C U M E N TAT I O N  
START GUIDE  
RELEASE 3.24  
C T.T S 0 0 5 . 0 0 2 5 0 1 . U K  
®
A N S W E R S W I T H I N T E L L I G E N C E  
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BEFORE YOU BEGIN  
Check package contents:  
Whether you have purchased a system with one or multiple TalkSwitch units, each  
package you receive should include the following:  
TalkSwitch unit  
TalkSwitch Configuration Software CD  
220-240v AC Adapter and power cord  
RJ-11 telephone cables  
(4 for 48 models; 2 for 24 models)  
RJ-45 Ethernet cable (for 48 models) or  
USB cable (for 24 models)  
Quick Reference Cards  
(8 for 48 models; 4 for 24 models)  
Wall mounting template, screws and anchors for  
optional wall-mounting your TalkSwitch unit.  
Ensure that you have the minimum system requirements  
You will need a PC to configure your TalkSwitch. Ensure that your PC meets the  
following minimum system requirements:  
Windows 2000/XP/98* operating system  
120 MB free hard disk space, 128 MB RAM  
800x600 video resolution  
Network equipment: If your system includes multiple TalkSwitch 48 units, you will  
need an Ethernet switch. If you plan on using VoIP or configuring your system  
remotely, you will need an Ethernet switch (or router with an integrated switch) and a  
broadband Internet connection.  
Check your premises telephone wiring  
TalkSwitch usually doesn’t require any extra telephone wiring beyond the standard  
infrastructure in most commercial and residential buildings. TalkSwitch comes with cords  
for connecting the telephone line jacks to your service provider’s Master Socket. In the UK,  
it is recommended that extensions are connected through a Master Socket or an in-line  
adapter with capacitor to provide the third wire connection required by many telephones.  
For situations where service provider lines or building extension wiring is terminated on a  
Connection Box, “3 metre RJ-11 Wiring Tails” are available as an installation kit.  
Important! Lightning and electrical surges can cause damage to the  
TalkSwitch unit. We recommend using surge protection equipment on all  
external telephone and power lines connected to this device.  
* Although TalkSwitch may function with Windows 98, we cannot guarantee full compatibility  
with operating systems that Microsoft no longer supports.  
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STEP 1 — INSTALL THE TALKSWITCH SOFTWARE  
1. Ensure that you have Administrator privileges on your  
Windows XP or 2000 system.  
2. Turn your computer on, and insert the CD into the  
CD-ROM drive.  
3. The Install main window will appear within 20 seconds.  
Click INSTALL and follow the instructions.  
If the installation program does not automatically start (for  
example, if Autorun is disabled on your PC):  
1. From the desktop, double-click the My Computer icon.  
2. Double-click on the CD drive labeled TalkSwitch.  
3. Double-click on startscreen.exe located in the start folder.  
4. Click Install and follow the instructions.  
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STEP 2 — CONNECT TALKSWITCH TO YOUR PC OR NETWORK  
TalkSwitch can be set up anywhere in the vicinity of your incoming phone lines and  
computing equipment.  
TalkSwitch 48 models can be connected to your PC using a Local Area Network  
*
(LAN), USB, or serial (RS-232) connection.  
*
The TalkSwitch 24 can be connected to your PC using a USB or serial connection.  
If you’re installing a TalkSwitch system with multiple TalkSwitch 48 units or you’re  
adding a TalkSwitch unit to an existing system, refer to the Networking TalkSwitch on a  
LAN section on page 12.  
Connection Options  
Connect using LAN (Ethernet): Connect one end of the  
LAN  
provided RJ-45 Ethernet cable to the LAN port at the back  
of the TalkSwitch 48 unit and the other end directly to  
your Ethernet switch. Ensure your computer is connected  
to the same switch.  
Connect using USB: Using a USB A-to-B cable, connect  
the “B” end to the USB port at the back of TalkSwitch, and  
the “A” end to the USB port of your PC.  
Power  
USB  
Power up TalkSwitch  
1. Connect the provided AC Adapter to the Power port at  
the back of the TalkSwitch unit and plug the adapter  
into an available power outlet.  
Warning! Never use a power adapter other than  
the one provided with TalkSwitch.  
2. Turn TalkSwitch on by pressing the Power button on  
the front of the unit. The lights on the front panel will  
flash for a few moments during boot-up, then stop.  
The center light marked Data will remain lit,  
Power  
Data  
indicating that the TalkSwitch unit is on.  
* Serial cables are not provided with TalkSwitch systems. Some models may not have  
a serial port.  
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STEP 3 — OPEN THE TALKSWITCH CONFIGURATION SOFTWARE  
Double-click the TalkSwitch icon on your  
Desktop (this icon was created during the  
software installation), or from the Start menu,  
select Programs, select the TalkSwitch 3.24  
folder, and click TalkSwitch Configuration 3.24.  
TalkSwitch Software will now attempt to detect  
your unit, displaying progress on a “Detecting  
TalkSwitch Units” window.  
When software succeeds in detecting your  
TalkSwitch, a progress bar appears on the screen  
showing the connection to TalkSwitch in  
progress. When the bar disappears, the  
TalkSwitch System Configuration window  
will appear.  
If software was unable to detect your TalkSwitch  
automatically, a dialog box opens requesting you  
to select the connection type.  
LAN connection:  
From the Connection Type menu,  
select Ethernet and click Connect.  
USB connection:  
From the Connection Type menu,  
select USB and click Connect.  
Once connection has been established, the  
TalkSwitch System Configuration window will appear.  
NOTE: If you encounter difficulties opening the TalkSwitch configuration software,  
check that all your wires and plugs are securely connected.  
Localization Setting  
Before configuring your system, you will need to select the location where the system  
is currently installed:  
1. In the TalkSwitch System Configuration window, select System Information and  
then Administration from the menu at the left of the window.  
2. In the Localization Settings section, click the dropdown list box to select where the  
system is currently installed. The default International location is UK.  
Users in Ireland should set the localization setting to Ireland.  
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STEP 4 — CONFIGURE AN AUTOMATED ATTENDANT  
An Auto Attendants can be set up to answer incoming calls and play a recorded  
greeting. For example, an Auto Attendant greeting can instruct callers to dial their  
party’s extension or dial ‘0’ for assistance.  
If you do not wish to set up an Auto Attendant at this time, you can proceed to the  
Step 5 — Configure Incoming Telephone Lines.  
Set up an Auto Attendant  
1. In the TalkSwitch System Configuration window,  
select Call Handling and then Auto Attendant from  
the menu at the left of the window.  
2. In the main panel of the window, click 1 to  
configure Auto Attendant number 1 (default  
selection). Additional Auto Attendants (up to 9)  
can be set up later using the same procedure.  
X
3. From the drop-down lists next to If the caller  
selects “0” then:, select go to local ext., and  
then 114.  
We recommend assigning extension 114 to your  
office receptionist (or person assigned to answer  
general calls); extension 114 is designed to continue  
operating in the event of a power failure.  
Y
If your office has other directory options (for  
example, dial 1 for sales), you can set these now.  
Z
4. For callers that do not have a touchtone phone, go to  
the section: After the Auto Attendant has finished  
playing and no selection has been made. From the  
drop-down lists select the number of seconds to wait  
(for example, 5), select go to local ext., and select  
the receptionist's extension (for example, 114).  
[
The final step — setting up your Auto Attendant  
greeting(s) — is described in Step 8* of this guide —  
Auto Attendant and Voicemail Greetings.  
For more information: For complete details and  
options, such as Automatic Fax Detection, refer to  
the Configuring Auto Attendants and Configuring Fax Detection Quick Guides.  
* i.e. after phones are connected to TalkSwitch  
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STEP 5 — CONFIGURE INCOMING TELEPHONE LINES  
Setting up your incoming lines will customize TalkSwitch to fit the unique needs of  
your business. For example, you can set all incoming calls to be answered by an Auto  
Attendant, set certain extensions to ring before an Auto Attendant answers, or have  
calls go directly to voicemail.  
If you have not set up an Auto Attendant, proceed to the Set certain extensions to ring  
or direct calls to voicemail section on the next page.  
Set Auto Attendant to answer all incoming calls  
1. Select Call Handling and then Telephone Lines from  
the menu on the left of the TalkSwitch System  
Configuration window.  
2. From the list of telephone lines, click Line 1 to  
configure incoming line number 1.  
X
3. From the drop-down list next to On an incoming call  
during mode:, select Mode 1.  
Modes represent different operating schedules, such as  
standard business operating hours or non-standard  
(weekends and evenings). Additional modes can be  
configured later.  
4. From the drop-down lists, select Play auto attendant,  
select 1, and select immediately.  
Auto Attendant 1 (set up in the previous step)  
Y
a greeting.  
Z
will immediately answer all incoming calls and play  
[
5. For TalkSwitch 24, repeat this process for Line 2.  
For TalkSwitch 48, repeat this process for Lines 2, 3,  
and 4.  
6. If you have a system with multiple TalkSwitch units,  
you will notice up to four tabs (TalkSwitch 1,  
TalkSwitch 2, etc.) across the top of the window.  
Click on each tab to configure each TalkSwitch unit in  
your network.  
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Set certain extensions to ring or direct calls to voicemail  
Option 1  
Option 1  
To have certain extensions ring without playing an Auto  
Attendant, select Ring extensions only. Select the  
extensions to ring from the list of extensions.  
Note: you can adjust the ring sequence by clicking  
Adjust Sequence.  
Option 2  
To have certain extensions ring for a time before the Auto  
Attendant is played, select Play auto attendant. Select  
the Auto Attendant number (for example, 1), select the  
number of rings (for example, after 3 rings), and select  
the extensions to ring from the list (by default they are all  
selected).  
Option 2  
Note: you can adjust the ring sequence by clicking  
Adjust Sequence.  
Option 3  
To have all incoming calls directed to voicemail, select  
Go to voice mailbox, select the mailbox number (for  
example, 111), and the number of rings (for example,  
after 3 rings).  
For TalkSwitch 24, repeat the process described in the  
options above for Line 2. For TalkSwitch 48 units, repeat  
the process for Lines 2, 3, and 4.  
Option 3  
If you have a system with multiple TalkSwitch 48 units,  
click on each tab (TalkSwitch 1, TalkSwitch 2, etc.) to  
configure all TalkSwitch units in a network.  
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STEP 6 — SAVE SETTINGS TO TALKSWITCH  
This step will transfer the settings you have configured from your  
computer to the TalkSwitch system.  
From the File menu in the TalkSwitch System Configuration  
window, select Save to TalkSwitch... A progress bar appears  
indicating that the configuration information is being sent to the  
TalkSwitch system.  
STEP 7 — CONNECT TELEPHONES AND PERIPHERALS  
Connect incoming (external) telephone lines  
Important! Lightning and electrical surges can cause damage to  
TalkSwitch. We recommend using surge protection equipment on all  
external telephone and power lines connected to a TalkSwitch system.  
Single line connection (1 incoming phone line per wall phone jack)  
Two-wire connector  
Use the RJ-11 telephone cables provided to connect external  
phone lines to TalkSwitch. These cables have a two-wire  
connector for connection to a single line wall jack. Do not  
use four-wire telephone cables. See “Check your premises  
telephone wiring” for notes on telephone line and extension  
wiring. Users in Ireland should use 2-wire RJ-11 to RJ-11  
telephone cords.  
48  
L4  
1. Connect one end of the provided RJ-11 telephone cable  
to the wall phone jack of an incoming phone line and  
the other end to the L1/L2 port at the back of the  
TalkSwitch unit.  
24  
L3/L4  
2. If necessary, connect a second external phone line to  
the L2 port of the TalkSwitch unit using the  
same method.  
3. If you have a TalkSwitch 48, connect the remaining  
external phone lines to the L3/L4 and L4 ports at the  
back of the TalkSwitch unit, respectively.  
L2  
L1/L2  
L1/L2 L2  
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Connect telephones and fax machines to TalkSwitch  
For TalkSwitch 24, connect the telephone cables from  
your phones to the E1 through E4 ports of the TalkSwitch  
unit, consecutively. If you have a fax, connect the phone  
cable from your fax to the E3 port.  
48  
24  
E5 E6 E7 E8  
For TalkSwitch 48, connect the telephone cables from  
your phones to the E1 through E8 ports of the TalkSwitch  
unit(s). If you have a fax, connect the phone cable from  
your fax to the E8 port.  
Take note of which telephone is connected to which port  
and refer to the table below for corresponding extension  
numbers. For systems with multiple TalkSwitch 48 units,  
refer to the Networking TalkSwitch on a LAN section on  
page 12 for further details.  
E1 E2 E3 E4  
E1 E2 E3 E4  
TalkSwitch 48  
TalkSwitch 24  
E2 E3  
112 113 114 115 116  
TalkSwitch Phone Port  
E1  
E4  
E5  
E6  
E7  
E8  
Extension number (single  
unit systems; unit ID = 1)  
111  
117 118  
Connect an audio source (optional)  
There are two ways to add Music on Hold to your system.  
A) External Audio Source  
To play music while on hold, connect a 1/8" (3.5mm) mono  
phono connector cable from an audio source such as a CD  
player, tape player, or sound card to the MUSIC port of the  
TalkSwitch unit.  
MUSIC  
If you have a system with multiple TalkSwitch units, you will need to provide audio to  
the MUSIC ports of each unit.  
B) Internal Music File  
TalkSwitch can play a digital audio file (.wav format). For complete details, refer to  
TalkSwitch User Guide and/or Quick Guide Configuring Music on Hold.  
Connect to a Public Address (PA) System (optional)  
To make announcements over a Public Address (PA) System from a TalkSwitch extension,  
connect a 1/8" (3.5mm) mono phone connector cable from the TalkSwitch PA port to the  
input of the PA system. For complete details, refer to TalkSwitch User Guide  
.
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STEP 8 — AUTO ATTENDANT AND VOICEMAIL GREETINGS  
If you have set up an Auto Attendant, as described in Step 4 of this guide — Configure  
an Automated Attendant, then you should load or record a greeting now.  
What should an Auto Attendant say?  
The following is an example of a typical Auto Attendant greeting:  
"Welcome to the ABC company. If you know your party's three-digit extension you may  
dial it now. To reach reception, press '0' or stay on the line."  
To load a pre-recorded Auto Attendant greeting  
You can load a professionally pre-recorded greeting to  
TalkSwitch by following these steps:  
1. Click on Load Auto Attendant..  
2. An information box opens asking whether or not to  
continue. Click Yes and follow the instructions.  
The file must be an 8khz, 8-bit, mono, µ-law .wav file.  
A sample greeting (Auto Attendant Sample.wav) is  
provided in your TalkSwitch folder.  
X
Record an Auto Attendant greeting  
To record an Auto Attendant greeting for Auto Attendant 1:  
1. Pick up any telephone connected to the TalkSwitch. You should hear a dial tone.  
#
4
1
#
2. Press  
then  
3. Follow the prompts to record your message. When your greeting is complete,  
#
press  
to end the recording.  
Set up and record voicemail  
To set a password, record a personal greeting, and record your name for the company  
directory:  
1. Pick up any telephone connected to TalkSwitch. You should hear a dial tone.  
*
2. Dial  
and your mailbox number. Your mailbox number is equivalent to  
*
your extension number.  
3. Follow the prompts to set a password, record a personal greeting, and record your  
name for the company directory.  
For complete details, refer to Quick Guide Configuring Auto Attendants, and/or  
TalkSwitch User Guide.  
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NETWORKING TALKSWITCH ON A LAN  
Up to four TalkSwitch 48 units can be networked together over a LAN to increase the  
number of lines and extensions in your system.  
Connect TalkSwitch units  
Use LAN cables to connect each TalkSwitch to your Ethernet switch.  
NOTE: TalkSwitch unit enclosures are not designed for stacking. We recommend  
wall-mounting units in a horizontal row to maximize airflow and keep the units from  
overheating.  
Power up all TalkSwitch units  
1. Connect the provided AC Adapters to the Power ports of each TalkSwitch unit and  
plug each adapter into an available power outlet.  
2. Turn the TalkSwitch units on by pressing the Power button on the front of each unit.  
For further details on networking multiple TalkSwitch units, refer to the Networking  
TalkSwitch Units on a LAN Quick Guide.  
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Changing TalkSwitch unit ID numbers  
Each TalkSwitch unit is pre-programmed at the factory with Unit ID number 1. When  
you plug multiple units in for the first time or add a unit or units to an existing  
network, the lights on the front of each TalkSwitch flash. This is an indication that all  
units have the same ID number. Change the ID numbers so that they are all unique,  
as follows:  
1. Connect a phone to any extension port (eg. E4) of the TalkSwitch unit for which  
you want to change the unit ID number, and lift the phone handset.  
2. The TalkSwitch prompt will indicate that there is an ID conflict. Choose a number,  
for example “2”, as the new unit ID number. Once the unit ID number has  
been accepted, the lights on the front panel will stop flashing (usually within  
10 seconds).  
3. Repeat the above steps for each additional TalkSwitch unit, assigning a unique ID  
number to each unit on the network.  
After successfully changing each unit ID to a unique number, each unit can be  
identified by the network. More importantly each local extension, remote extension,  
and voice mailbox, will have a unique number wherein the second digit in the three  
digit identifier becomes the unit ID number. See the table below.  
TalkSwitch Numbering Scheme for Networked Units  
Unit ID 1  
111-118  
211-218  
111-118  
211-218  
410-419  
Unit ID 2  
121-128  
221-228  
121-128  
221-228  
420-429  
Unit ID 3  
131-138  
231-238  
131-138  
231-238  
430-439  
Unit ID 4  
141-148  
241-248  
141-148  
241-248  
440-449  
Local Extensions  
Remote Extensions  
Local Mailboxes  
Remote Mailboxes  
General Mailboxes  
Configuring the Networked Units  
Now that you have connected your TalkSwitch units and changed the unit ID numbers,  
you can configure call handling options for the new unit(s). Return to Step 3 — Open  
the TalkSwitch Configuration Software and follow the subsequent steps to  
complete the configuration of your expanded TalkSwitch network.  
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SETUP COMPLETE  
Congratulations!  
Your TalkSwitch system should now be ready to accept incoming calls.  
TIP: Put a TalkSwitch Quick Reference Card next to each extension phone, to help  
employees become familiar with the TalkSwitch features.  
Configuring TalkSwitch 48 remotely  
Once installation is complete, you can configure your TalkSwitch 48 via a TCP/IP  
connection between TalkSwitch and a remote PC running the TalkSwitch configuration  
software. For details, refer to the TalkSwitch Remote Configuration over IP Quick Guide.  
Note: If TalkSwitch is installed behind a router/firewall, you will need to map port  
http://www.portforward.com/routers.htm).  
What next  
For advanced configuration and complete information on TalkSwitch features, refer  
to the TalkSwitch User Guide.  
To add remote extensions to your TalkSwitch system, refer to the Configuring  
Remote Extensions Quick Guide.  
To configure your TalkSwitch 48 system to use VoIP, refer to the TalkSwitch VoIP  
Configuration Guide for Multi-location Networks.  
We trust that your TalkSwitch phone system will provide exceptional features,  
performance and value to your business. Should you have any further questions, please  
contact your authorized TalkSwitch reseller or visit http://global.talkswitch.com and  
select country or region.  
We welcome your feedback, comments and suggestions. Please e-mail us at  
[email protected] or write us at TalkSwitch, 1545 Carling Avenue, Suite 510,  
Ottawa, ON Canada K1Z 8P9  
.
Thank you for choosing TalkSwitch.  
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TalkSwitch. Copyright 2006.  
All Rights Reserved.  
CT.TS005.002501.UK (April 2006)  
TalkSwitch is a division of Centrepoint Technologies Inc.  
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