Mitel MiVoice 6940 Operation & User’s Manual

Corporation (MITEL®). The information is subject to change without notice and should not be construed in any way as a commit- ment by Mitel or any of its affiliates or subsidiaries. Mitel and its affiliates and subsidiaries assume no responsibility for any errors or omissions in this document. Revisions of this document or new editions of it may be issued to incorporate such changes.No part of this document can be reproduced or transmitted in any form or by any means - electronic or mechanical - for any purpose without written permission from Mitel Networks Corporation. Trademarks The trademarks, service marks, logos and graphics (collectively “Trademarks”) appearing on Mitel's Internet sites or in its publi- cations are registered and unregistered trademarks of Mitel Networks Corporation (MNC) or its subsidiaries (collectively "Mitel") or others. Use of the Trademarks is prohibited without the express consent from Mitel. Please contact our legal department at [email protected] for additional information. For a list of the worldwide Mitel Networks Corporation registered trademarks, please refer to the website: http://www.mitel.com/trademarks. ®,™ Trademark of Mitel Networks Corporation © Copyright 2020, Mitel Networks Corporation All rights reserved

Safety information . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1 Document information . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3 Chapter: 2 Information about the MiVoice Office 400 communication system . . . 4 One number user concept . . . . . . . . . . . . . . . . . . . . . . . . . . 4 MiVoice Office 400 Self Service Portal . . . . . . . . . . . . . . . . . . . 4 Chapter: 3 Keys, display, and menu guidance . . . . . . . . . . . . . . . . . . . . . 5 Key designations and sockets . . . . . . . . . . . . . . . . . . . . . . . . 5 Display symbols . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 9 Operating your phone . . . . . . . . . . . . . . . . . . . . . . . . . . . .14 Overview system menu . . . . . . . . . . . . . . . . . . . . . . .14 Using softkeys . . . . . . . . . . . . . . . . . . . . . . . . . . . .15 Operating the touch screen . . . . . . . . . . . . . . . . . . . . .15 Free configurable keys . . . . . . . . . . . . . . . . . . . . . . . .16 Function key configuration (default key setting) - Overview . . .17 Overview alphanumeric keyboard . . . . . . . . . . . . . . . . .17 LED overview . . . . . . . . . . . . . . . . . . . . . . . . . . . . .18 Accessory support . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .19 Mitel M695 Programmable Key Module (PKM) . . . . . . . . . .19 Mitel Wireless LAN Adapter . . . . . . . . . . . . . . . . . . . . .21 Analog, DHSG/EHS, and USB headset . . . . . . . . . . . . . . . .22 Mitel Cordless Bluetooth Handset . . . . . . . . . . . . . . . . .22 Mitel Integrated DECT Headset . . . . . . . . . . . . . . . . . . .24 Chapter: 4 Phoning . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 26 Making calls . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .26 Answering, ending or rejecting a call . . . . . . . . . . . . . . . .26 Using your phone in hands-free mode . . . . . . . . . . . . . . .27 Muting the microphone . . . . . . . . . . . . . . . . . . . . . . .28

Initiating calls . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .29 Dialing with the phone number . . . . . . . . . . . . . . . . . . .29 Dialing from the phone book (directory lookup) . . . . . . . . .30 Selecting from the call list . . . . . . . . . . . . . . . . . . . . . .31 Dialing with a configurable key/ busy lamp field . . . . . . . . .33 Dialing with the line key . . . . . . . . . . . . . . . . . . . . . . .33 Activating another Mitel phone for making calls . . . . . . . . .34 Automatic call waiting in case of internal user . . . . . . . . . .35 Replying to call waiting . . . . . . . . . . . . . . . . . . . . . . .36 Using functions before/while in a call . . . . . . . . . . . . . . . . . . . .36 Request a callback . . . . . . . . . . . . . . . . . . . . . . . . . .36 To answer the callback request . . . . . . . . . . . . . . . . . . .37 Hide number . . . . . . . . . . . . . . . . . . . . . . . . . . . . .37 Putting a call partner on hold . . . . . . . . . . . . . . . . . . . .38 Parking conversation partner . . . . . . . . . . . . . . . . . . . .38 Enquiry call during a call . . . . . . . . . . . . . . . . . . . . . . .39 Brokering between an enquiry call party and your call partner .40 Making a conference call . . . . . . . . . . . . . . . . . . . . . .41 Transferring a call . . . . . . . . . . . . . . . . . . . . . . . . . .41 Take (pick up own call) . . . . . . . . . . . . . . . . . . . . . . . .42 Starting announcement . . . . . . . . . . . . . . . . . . . . . . .42 Receiving an announcement . . . . . . . . . . . . . . . . . . . .43 Recording a call . . . . . . . . . . . . . . . . . . . . . . . . . . . .44 Activating discreet ring . . . . . . . . . . . . . . . . . . . . . . .45 Activating do not disturb . . . . . . . . . . . . . . . . . . . . . .46 Activate/reply to intrusion . . . . . . . . . . . . . . . . . . . . .46 Activating/answering silent intrusion . . . . . . . . . . . . . . . .47 Using further functions . . . . . . . . . . . . . . . . . . . . . . . . . . . .48 Activating personal call routing . . . . . . . . . . . . . . . . . . .48 Activating Ring Alone . . . . . . . . . . . . . . . . . . . . . . . .49 Locking/Unlocking your phone . . . . . . . . . . . . . . . . . . .50 Acknowledging an appointment call . . . . . . . . . . . . . . . .51 Free seating . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .51 Hotline . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .53 Overview of available functions . . . . . . . . . . . . . . . . . . . . . . .53 Organizing absences from the desk . . . . . . . . . . . . . . . . . . . . .60 Controlling the presence status . . . . . . . . . . . . . . . . . . .60 Absence information . . . . . . . . . . . . . . . . . . . . . . . . .61 Call forwarding . . . . . . . . . . . . . . . . . . . . . . . . . . . .63 Operating call lists and voice messages . . . . . . . . . . . . . . . . . . .65 Editing options for the call list . . . . . . . . . . . . . . . . . . . .65 Editing options for voice messages . . . . . . . . . . . . . . . . .67 Operating system events . . . . . . . . . . . . . . . . . . . . . . . . . . .68 Organization within the team (busy lamp field) . . . . . . . . . . . . . .69 Using the busy lamp field key . . . . . . . . . . . . . . . . . . . .69

Line keys on a key telephone . . . . . . . . . . . . . . . . . . . . . . . .71 Answering a call on the KT line key . . . . . . . . . . . . . . . . .72 Initiating a call through a KT line key . . . . . . . . . . . . . . . .72 Using functions with Mitel OpenCount . . . . . . . . . . . . . . . . . . .73 Activating PIN telephony . . . . . . . . . . . . . . . . . . . . . .73 Setting functions by remote control . . . . . . . . . . . . . . . . . . . .74 MobileLink . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .74 Pairing a mobile phone using Bluetooth . . . . . . . . . . . . . .75 Pairing a mobile phone using Mobile key . . . . . . . . . . . . .75 Synchronizing mobile contacts . . . . . . . . . . . . . . . . . . .76 Answering an incoming mobile call using your SIP phone . . . .77 Moving audio from an active mobile call between your mobile phone and SIP phone . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .78 Bluetooth . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .78 Operating Bluetooth functionality . . . . . . . . . . . . . . . . .78 Chapter: 5 Personalizing your phone . . . . . . . . . . . . . . . . . . . . . . . . . 83 Configuring the display . . . . . . . . . . . . . . . . . . . . . . . . . . . .83 Setting the display . . . . . . . . . . . . . . . . . . . . . . . . . .83 Configuring the audio properties . . . . . . . . . . . . . . . . . . . . . .84 Adjusting the volume . . . . . . . . . . . . . . . . . . . . . . . .84 Setting the ringing properties . . . . . . . . . . . . . . . . . . . .84 Setting the audio properties . . . . . . . . . . . . . . . . . . . . .85 Connect Bluetooth headset . . . . . . . . . . . . . . . . . . . . .87 Configuring general phone settings . . . . . . . . . . . . . . . . . . . . .88 Selecting the language . . . . . . . . . . . . . . . . . . . . . . . .88 Selecting the time and date . . . . . . . . . . . . . . . . . . . . .89 Using Live Dialpad (single-digit dialing) . . . . . . . . . . . . . . .90 Changing the PIN . . . . . . . . . . . . . . . . . . . . . . . . . . .90 Enter the display text for the idle state . . . . . . . . . . . . . . .90 Local IP settings . . . . . . . . . . . . . . . . . . . . . . . . . . . .91 Restart phone . . . . . . . . . . . . . . . . . . . . . . . . . . . . .91 Protecting yourself against calls . . . . . . . . . . . . . . . . . . . . . . .92 Activating protection against call types . . . . . . . . . . . . . .92 Phone book management . . . . . . . . . . . . . . . . . . . . . . . . . .92 Selection . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .92 Configuring voice mail . . . . . . . . . . . . . . . . . . . . . . . . . . . .93 Managing personal voice mail greeting . . . . . . . . . . . . . .93 Configuring presence profile . . . . . . . . . . . . . . . . . . . . . . . . .94 Configuring keys . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .96 Available keys . . . . . . . . . . . . . . . . . . . . . . . . . . . . .97 Configuring or deleting a key assignment . . . . . . . . . . . . .98 Chapter: 6 Operator phone . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 99

Operator keys . . . . . . . . . . . . . . . . . . . . . . . . . . . . .99 Background colors for operator keys . . . . . . . . . . . . . . . 100 Function keys for the operator phone . . . . . . . . . . . . . . 100 Operator queue . . . . . . . . . . . . . . . . . . . . . . . . . . 100 Queue overview key . . . . . . . . . . . . . . . . . . . . . . . . 100 Display, display symbols, and LEDs . . . . . . . . . . . . . . . . 100 Setting the operator phone . . . . . . . . . . . . . . . . . . . . . . . . 102 Adding and setting the operator phone keys . . . . . . . . . . 102 Using an operator phone . . . . . . . . . . . . . . . . . . . . . . . . . . 102 Answering a call on an operator key . . . . . . . . . . . . . . . 102 Making calls using the operator key . . . . . . . . . . . . . . . 103 Adjusting ring volume . . . . . . . . . . . . . . . . . . . . . . . 104 Switching active keys . . . . . . . . . . . . . . . . . . . . . . . . 104 Hold/Transfer/Conference . . . . . . . . . . . . . . . . . . . . 104 Activating a substitution for the operator phone . . . . . . . . 104 Making calls in a two-company system . . . . . . . . . . . . . . 105 Chapter: 7 Reception phone . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .106 Reception phone . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 106 Display symbols . . . . . . . . . . . . . . . . . . . . . . . . . . . 106 Function keys and room keys . . . . . . . . . . . . . . . . . . . 108 Operating the reception phone . . . . . . . . . . . . . . . . . . . . . . 109 Check-in . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 109 Check-out . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 109 Managing wake-up calls . . . . . . . . . . . . . . . . . . . . . . 110 Notification service . . . . . . . . . . . . . . . . . . . . . . . . . 114 Do not disturb (DND) service . . . . . . . . . . . . . . . . . . . 116 Additional settings . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 118 Room configuration . . . . . . . . . . . . . . . . . . . . . . . . 118 Room list . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 120 Printing the bill for a room . . . . . . . . . . . . . . . . . . . . 121 Chapter: 8 Product and safety information . . . . . . . . . . . . . . . . . . . . .122 Safety information . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 122 Product information . . . . . . . . . . . . . . . . . . . . . . . . . . . . 122 Purpose and function . . . . . . . . . . . . . . . . . . . . . . . 122 User information . . . . . . . . . . . . . . . . . . . . . . . . . . 122 Data protection . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 123 Protection against listening in and recording . . . . . . . . . . 123

systems. This user's guide will assist you with the use of your phone and introduce you step by step to the functions and configuration. If you require further technical support or information on other products of Mitel, please visit our website www.mitel.com or find the document on Document-Center. This user's guide is relevant only for Mitel SIP phones connected to a MiVoice Office 400 communication system. Other user’s guides are available for operation on other communication systems or for direct operation via a SIP provider. Consult your system administrator if you are unsure whether you have the correct user’s guide for your requirements. NOTE: • Not all listed functions are available by default. Contact your system administrator to learn more about the available features and services in the MiVoice Office 400 communication system. • Your system administrator has the option to individually set some of the phone's features. In this case your default values will differ from the default values described in this user's guide. • Some functions are offered both from the MiVoice Office 400 communication system and locally from your Mitel SIP phone. Since the MiVoice Office 400 communication system does not fully support local functions, we recommend you to always have your system administrator do the configuration work or use the Self Service Portal yourself (see chapter "MiVoice Office 400 Self Service Portal"). Safety information Failure to observe this information can be hazardous and infringe existing laws. Connections Always plug the phone cable connectors into the appropriate sockets. Do not modify the connections in any way. Power supply Your phone can be supplied with power in various ways. Pay attention to the information given by the system administrator. NOTE: The device will be inoperable when the mains power for the communication system fails.

can attract small metallic objects such as pins and staples. To avoid injury, do not place the handset where such objects can be picked up. Maintenance • Make sure all installation and repair work is carried out by a specially qualified techni- cian. • Always use a soft, moistened, or anti static cloth to clean your device. Do not use chem- icals or other chemical products. Touch screen Please observe the following rules when you are cleaning the screen: • Do not touch the screen with sharp or abrading objects (e.g. a pen or a screw­driver). • Always use a soft, moistened, or anti static cloth to clean the screen. Do not use chem- icals or other chemical products. • Avoid spilling fluid over the surface or seeping of fluid under the edges of the touch screen. Cost control and data protection You should protect your phone with a PIN so that no-one can make phone calls at your expense. A code will also protect your personal settings. Ambient conditions • Only operate the device in a temperature range of +5 °C to approx. +40 °C. • Avoid direct sunlight and other sources of heat. • Protect your device against the moisture, excessive dust, corrosive liquids and steam. • Do not expose your device to electromag- netic fields (for example: electric motors, household appliances). The speech quality could be affected.

• Document version: 2.2 • Based on: MiVoice Office 400 R6.1 • Valid as of: MiVoice Office 400 R6.1 • Document date: 04.2020 • In PDF Viewer, click on this link to download the latest version of this document: https://pbxweb.aastra.com/doc_finder/DocFinder/eud-1765_en.pdf?get&DNR=eud-1765 or find the document on: Document-Center. Disposal Be sure to dispose of your device, batteries and its packaging in an environmentally compatible way. Electrical equipment does not belong in domestic waste. Deposit it at a return center. Accessories Use original accessories or specifically approved accessories only. The use of other accessories may decrease performance or pose a risk to your health or safety.

CHAPTER 2 INFORMATION ABOUT THE MIVOICE OFFICE 400 COMMUNICATION SYSTEM Information about the MiVoice Office 400 communication system One number user concept Your system administrator can set up several phones for you, all of which have the same phone number (one number user concept). You have only one name and phone number with which to identify yourself to your call partners, regardless of which of the phones you use to make your calls. The advantage is that callers can reach you by using the same phone number, wherever you happen to be. With personal call routing, you can define to which phone (or phones) incoming calls must be routed (see the chapter "Activating personal call routing"). Some of the benefits of the one number user concept are: • With Ring Alone, you can choose on which phone calls are signaled acoustically (see chapter "Acti- vating Ring Alone"). • Your system administrator can set whether you are busy for further incoming calls (indicate to the caller that you are busy if you are on another call). • You can make outgoing calls using the other terminals while you are already on a call. • Call lists and contacts stored on the MiVoice Office 400 communication system are available on all your phones and are automatically synchronized. • An announcement is made on all phones that support announcements. • Fast Take (*88) allows you to receive an incoming call on any of the phones while you are already on a call on another phone. MiVoice Office 400 Self Service Portal The Self Service Portal is a web-based application for phones on a MiVoice Office 400 communication system. The Self Service Portal helps you configure and modify your personal phone settings (for example: key configurations, labels for configurable keys, display language, and so on) directly and autonomously using your PC. After you receive your user account details for the Self Service Portal from your system administrator and after you log on to the portal, the home page displays an overview of all your phones. See the Self Service Portal online help for further information about specific topics. Contact your system administrator for the credentials for access to the Self Service Portal.

CHAPTER 3 KEYS, DISPLAY, AND MENU GUIDANCE Keys, display, and menu guidance The following sections provide an overview of the keys and sockets available on your phone and their usage. Key designations and sockets Display symbols Operating your phone Accessory support Key designations and sockets The following figure shows the keys on the phone. Figure 3.1: Mitel 6940 SIP Phone

CHAPTER 3 KEYS, DISPLAY, AND MENU GUIDANCE The following table describes the keys on the phone with regard to the figure: No. Key icon Key name Description and Usage 1 Bluetooth Handset 2 Display Color screen: • top left: line number, name1. • top right: status display (displays symbols). • bottom right: status notifica- tions. • Middle: Display, depends on phone status. 3 Message LED Color and status signal a specific event. 4 Left softkeys T1-T48 (touch screen) Twelve freely configurable keys on which a total of 48 functions, or call numbers, or busy lamp fields can be configured. The color of the key indicates the functional state.

CHAPTER 3 KEYS, DISPLAY, AND MENU GUIDANCE 5 Lower softkeys S1-S30 (touch screen) Six freely configurable keys on which a total of 30 functions or call numbers can be configured. Default functions are automatically set by the MiVoice Office 400 communicat ion system. You can configure additional functions. If more than six functions or call numbers are configured, the sixth key is used to switch levels. The next levels give access to functions or call numbers on keys on or above key six. The color of the key indicates the functional state. 6 End key • Ending a call. • Back to display in idle state. • Exiting editor without changes. 7 Redial key Calling up the list of last dialed numbers. 8 Hold key • Holding an active call. • Taking back a call from hold. 9 Mute key Muting the microphone so that the caller cannot hear you (the LED beside the key turns on when the microphone is on mute).

CHAPTER 3 KEYS, DISPLAY, AND MENU GUIDANCE 10 Loudspeaker/headset key with LED Transferring an active call to the speaker or head­set, allowing hands-free use of the phone. 11 Hash key Entering # or special characters. 12 Alphanumeric keys (A-Z, a-z, 0-9) Entering characters and digits. 13 Asterisk key Entering * or space. 14 Volume keys Adjusting volume. 15 Settings key Calling up a local settings menu (options list). 16 Voice mail Accessing your voice mail service. 17 Call history • Calling up the call history menu: – unanswered – answered – redial list 18 Directory lookup Calling up the directory lookup. 19 Speaker

Display symbols 20 Rear: • Connection for power supply. • Connection for USB 2.0. • Integrated Bluetooth module 4.1. • Connection for expansion key module. • GigE dual connection for PC and LAN. • Connection for headset. • Connection for headset via USB or Bluetooth. • Connection for Power over Ethernet (PoE), class 3 (support for PoE + when an expan- sion key module is connected). 1. depending on configuration Status bar Missed calls New voice message NOTE: If there are more than nine missed calls, the number of missed calls are displayed as exclamation mark. The exclamation mark is also displayed in special circumstances, for example, if there is a voice mail message or a notification / call back request. Headset connected Unconditional call forwarding activated Do not disturb (if busy)

Operator queue Mobile phone connected Handset paired USB deactivated NOTE: The icon USB deactivated is displayed when the phone is powered using Power over Ethernet or if one or more expansion key modules are connected. In order to be able to use the USB connection, you must power your phone using PoE+ or the power supply available as an option. Call recording activated Presence state: Available (default) Presence state: Meeting Presence state: Absent Presence state: Busy Presence state: Not available Phone locked Call connection states, information (main window)

Phone in dial mode Incoming call Call connected Outgoing call Call on hold Active conference More keys available Voice message unread Voice message retrieved Mitel Hi-Q™ audio technology Voice Mail mode: Recording allowed • Data/voice encryption • Voice Mail mode: Recording not allowed

Presence state Available (default) Meeting Absent Busy Not available Settings key Language Time and Date Settings Time Zone Set Date and Time Directory Lock

Password Phone lock Status Audio Audio Mode Headset Ring Tones Tone Set Display Live Dialpad Restart

CHAPTER 3 KEYS, DISPLAY, AND MENU GUIDANCE Operating your phone Most keys and functions are described in the key legend. Other overviews and operating aids can also be found here. Overview system menu The system menu is accessed using the softkey Menu. This contains the following menu entries. Refer to the relevant chapters of this user’s guide for further information on these menu entries. NOTE: Settings under the menu item Advanced are protected by a password and are reserved for your system administrator. MiVoice Office 400 System menu 1. Reception 2. System events 3. Call lists 4. Directory Lookup 5. Voice Mail 6. Call forwarding 7. Presence 8. Personal call routing 9. Lock / Unlock phone 10. Alarm melodies 11. Software Version NOTE: • The Reception menu appears only when the hospitality (front desk) functions are enabled by your system administrator. • The System events option appears only when there is a new system events for your phone. • Few options may or may not appear in the System menu depending on the configura- tion done by your system administrator in the MiVoice Office 400 communication server.

CHAPTER 3 KEYS, DISPLAY, AND MENU GUIDANCE Using softkeys Softkeys are the keys that are automatically configured with context-dependent functions by the MiVoice Office 400 communications system. Keys are directly labelled with the function. The softkeys are set to the most commonly used functions, with one softkey always being the More key ( ) when more than six softkeys are configured. The More key is needed to switch between the key levels. The number of dots indicates the number of levels as well as on which level you currently are. A menu can have several sub-menus. Press the displayed softkey to access the sub-menu or the selec- tion of available editing options or to carry out an action. Operating the touch screen You operate the touch screen as follows: • Press a softkey or function key to access a menu or to initiate an action. • Move your finger up and down a list to view the full selection. • Move your finger to the right or left on the touch screen to display all levels. NOTE: See the chapter "Safety information", for information about how to care for your touch screen. No. Description 1 Line Display of the current line. 2 Top softkeys T1-T48 Twelve freely configurable keys that can be set to a total of 48 functions, call numbers, operator keys, room keys, or busy lamp fields. The color of the keys indicates the functional state.

CHAPTER 3 KEYS, DISPLAY, AND MENU GUIDANCE Free configurable keys Your phone is equipped with freely configurable keys. Popular functions are set for a specific configurable key by default by your system administrator (see "Function key configuration (default key setting) - Over- view"). The remaining configurable keys can be configured with a specific action type: Call number, func- tion, KT line, busy lamp field. The KT lines and the busy lamp fields can be configured only on the top softkeys and the keys of an expansion key module. As soon as you have configured more keys than can be displayed, the More key ( ) will appear. The number of dots indicates the number of levels as well as relative position. Press the More key in order to switch from one level to another. The key configuration is not made directly on the phone. Available settings for the key configuration: • MiVoice Office 400 communication system: The configuration is made by your system adminis- trator in the communication system. • Self Service Portal: You can use the Self Service Portal (see chapter "MiVoice Office 400 Self Service Portal") where you can configure, change, or delete the keys. For information about freely configurable keys, see the chapter "Configuring keys". NOTE: A key that you have configured locally on your phone can not be displayed or overwritten in the Self Service Portal. Therefore, always configure your keys using the Self Service Portal of the MiVoice Office 400 communication server. 3 Bottom softkeys S1-S30 Six freely configurable keys that can be set to a total of 30 functions or call numbers, or which are automatically set by the MiVoice Office 400 communication system to context-dependent functions. The color of the key indicates the functional state. 4 Status line Displays information about phone status. 5 Phone number/name Displays phone number and name. 6 Date/time Displays date and time. 7 Status notifications Displays information about the state of the phone; for example, call forwarding, missed calls, voice mail, and much more.

CHAPTER 3 KEYS, DISPLAY, AND MENU GUIDANCE Function key configuration (default key setting) - Overview The phone on the MiVoice Office 400 communication system is delivered with the default function key configurations summarized in the following table. Note that your system administrator might change the default configuration and your phone configuration might therefore differ from the default configuration. Overview alphanumeric keyboard The alphanumeric keyboard has a dialpad with digits from 0 through 9, a * key, and a # key. Of these, keys 2 through 9 contain letters of the alphabet. These dialpad keys can be used for entering digits, pass- word, text, and special characters, and also for quickdial. You can use the alphanumeric keyboard to dial a phone number to make a call and to press keys as required by an Interactive Voice Response (IVR) system. Press the relevant key repeatedly until the character you want is displayed.1 The alphanumeric keypad is set to the characters listed in the following table.2 Function key Mitel 6940 SIP Mitel 6940 SIP if defined as free seating phone Key T1 Personal Line 1 Personal Line 1 Key T2 Personal Line 2 Personal Line 2 Key T3-T48 Empty Empty Key S1 System menu System menu Key S2 Call forwarding menu Free seating: Log in/out Key S3 Take (pick up own call) Request a callback Key S4 Call routing menu Empty Key S5 Phone lock on/off Empty Key S6 Request a callback Empty Key S7-S30 Empty Empty 1. Please note that actual key configuration depends on which keypad is used. 2. Please note that the actual character selection is dependent on the language selected. Upper case Lower case 0 0 1 . : ; = _ , - ’ & ( ) [ ] $ ! 1 . : ; = _ , - ’ & ( ) [ ] $ !

CHAPTER 3 KEYS, DISPLAY, AND MENU GUIDANCE In addition to an alphanumeric keyboard, your phone offers an on-screen keyboard for entering digits, letters of the alphabet, and some special characters. NOTE: That when the on-screen keyboard is displayed, the softkeys on the phone are not visible. Exit the on-screen keyboard to access the softkeys on the phone. LED overview A B C 2 Ä Á À Â Ã Æ Å Ç А Б В Г a b c 2 ä á à â ã æ å ç a б в г D E F 3 É Ê Д Е Ё Ж Э d e f 3 é è ê Д e ë ж з G H I 4 Í Ï Î И Й К Л g h i 4 ì í ï î и й к л J K L 5 М Н О П j k l 5 м н о п M N O 6 Ñ Ö Ó Ò Ô Õ Ø Р С Т У m n o 6 ñ ö ó ò ô õ ø р с т у P Q R S 7 ß Ф Х Ц Ч p q r s 7 ß ф х Ч ч T U V 8 Ü Ú Ù Û Ш Щ Ъ Ы t u v 8 ü ú ù û ш щ ъ ы W X Y Z 9 Ь З Ю Я w x y z 9 ь з ю я * * # / \ @ # / \ @ Message LED: State Description Flashes fast • Incoming call • Appointment call

Accessory support Mitel M695 Programmable Key Module (PKM) Connecting programmable key modules to your phone gives you additional, freely configurable keys. You can connect up to three Mitel M695 PKMs next to each other on the right of the phone. The Mitel M695 module has three levels, each with 28 keys; therefore giving 84 configurable keys in total on one module.The Mitel M695 PKM has the following properties: • Features a 4.3 in. 480x272 pixel color backlit LCD display that provides a unified graphical user expe- rience with the phone. • 84 configurable keys (28 keys on each level). Three expansion key modules give 252 configurable keys. • Each key has an LED for visual signaling. • The keys on the module support room key and operator-key configurations. • The configurable keys of the module are operated the same way as the configurable keys of your phone. • The image icons for the busy lamp field keys do not appear on the Mitel M695 expansion module. The expansion module shows only icons with the initial letters. • The keys must have been configured either by your system administrator or by yourself in the Self Service Portal (see chapter "MiVoice Office 400 Self Service Portal"). Flashes slowly • New voice message • Callback requested / Notifi- cation Lit Phone locked No. Key Description

1 A1-A84 function keys (3 key levels, 28 keys each) Freely configurable keys. An LED is located next to each function key signaling the functional state.

Mitel Wireless LAN Adapter The Mitel Wireless LAN Adapter is a wireless bridge that can add wireless connectivity functionality to your phone. It allows your Ethernet-enabled phone to join a secure, high-speed network. It is software transparent, which means that in order to use the adapter, no changes to drivers, management tools, or applications are needed. Following are the main features of the Mitel Wireless LAN Adapter: • Adds robust, secure wireless capabilities to Ethernet devices: The Mitel Wireless LAN Adapter enables any Ethernet device to become an 802.11a/b/g/n dual band wireless network device, so that the device can be operational anywhere in your premises. • Dual band IEEE 802.11a/b/g/n support: The adapter is designed to communicate in the 2.4-GHz and 5-GHz bands. Radio interference encountered in the commonly used 2.4-GHz band can be avoided by using the 5-GHz band. • Gigabit Ethernet support: The wired LAN port supports 10/100/1000BASE-T (auto-recognition). • Simple to set up and use: It is easy to set up the adapter using the enclosed network setup cable. No special drivers or software are required. • Enterprise security: The Mitel Wireless LAN Adapter supports the following security functions: – WEP (64 Bit/128 Bit) – WPA-PSK (TKIP/AES) – WPA2-PSK (AES) – IEEE 802.1X EAP-PEAP, EAP-TLS, EAP-TTLS, EAP-FAST, EAP-LEAP Figure 3.2: Mitel Wireless LAN Adapter 2 Function key for level 1, 2, 3 Call up the desired level.

Analog, DHSG/EHS, and USB headset The phone accepts USB headsets through the USB port and handset through the handset port. These ports are located on the back of the phone. Contact your telephone equipment retailer or distributor to purchase a compatible headset. Mitel Cordless Bluetooth Handset The phone provides support for the Mitel cordless Bluetooth handset. With a potential range of up to 10 meters (30 feet), the Bluetooth handset offers convenience and corridor mobility for Mitel 6930 SIP phone users. The main features of the Mitel cordless Bluetooth handset are the following: • Hookswitch (initiate call/end call) key • Volume control keys • Mute key • Built-in handset ringer • LED indicators to indicate both connectivity and charging status • At least six hours talk time • Over 40 hours standby time • Handset battery recharge time of three hours or less • Operating range of up to 30 feet (10 meters) from the IP phone • Wideband audio capability Mitel Cordless Bluetooth handset

1 LED Blue-Indicates that the handset is in use. Green-Indicates that the handset battery is charging.

Powering on/off the Bluetooth cordless handset To power on the Bluetooth cordless handset, place the handset on the phone’s cradle. To power off the Bluetooth cordless handset, press the Hookswitch key for approximately six seconds until the LED indicator turns blue and then turns completely off. Mitel Integrated DECT Headset The Mitel Integrated DECT headset is a professional wireless headset designed for quality performance. It is simple to set up and features intuitive call control functions for rapid user adoption. With its adjustable ringtone volume and five different selectable ringtones, the Mitel Integrated DECT headset makes it easy for users to identify that it is their phone ringing–and not their colleague’s–which is particularly important in large-scale wireless deployments. This headset brings the freedom and convenience of wireless communication within everyone’s reach. You can now walk and talk up to 350 feet (120 meters) away from your desk, which improves collabora- tion, multitasking, and productivity. The headset is compatible with phone. Before you connect the Mitel Integrated headset to the phone, ensure that you disconnect all other headsets. 2 Hookswitch key Lifting the handset from the cradle activates the handset. If the handset is already out of the cradle, pressing the Hookswitch key is equivalent to taking the handset off the hook. Pressing the key again is equivalent to placing the handset on hook. Pressing the Hookswitch key while on a call on a speaker phone moves the call to the cordless handset. 3 Mute key Mutes the handset microphone so that the person you are connected to cannot hear you. 4 Volume controls Adjusts the volume of audio. Press the key above the Mute key to increase the volume and press the key below the mute key to decrease the volume.

Figure 3.3: Mitel Integrated DECT handset

Making calls Initiating calls Using functions before/while in a call Using further functions Overview of available functions Organizing absences from the desk Operating call lists and voice messages Line keys on a key telephone Using functions with Mitel OpenCount Setting functions by remote control MobileLink Bluetooth Making calls This section explains how to set your calls. Answering, ending or rejecting a call Answering a call: The phone rings and the message LED and line key flash. If the caller's phone number or name is received, it is shown on the display. If the phone number or user picture is stored in the private phone book or in the MiVoice Office 400 communication system, the display also shows the corre- sponding name or the corresponding picture. Rejecting a call: As long as you have not answered a call, you can reject it during the ringing phase. Deflecting a call: As long as you have not picked up a call, you can deflect it to another call number. Silencing a call: You can silence the ringing of an incoming call, but it is still signaled optically and you can answer it in the normal way. Answering a call with the handset: Pick up the handset. Answer a call with the line key Press the line key and pick up the handset.

You want other people to join the conversation or to have your hands free while making the call. The hands-free mode function activates the loudspeaker and the microphone. Make sure the hands-free microphone is not obstructed. The sound quality is improved if you set the volume of your phone to a low setting. Automatic hands-free mode: The function Automatic hands-free allows you to answer a call without picking up the handset or pressing a key. The following settings are available. This function Automatic hands-free can only be activated/deactivated by your system administrator in the MiVoice Office 400 communication system. Answering a call with the softkey Press the Answer softkey and pick up the handset. Ending a call: Put the handset on-hook or press the End key. Rejecting a call: Press the End key or the Ignore softkey during the ringing phase. → The connection is rejected and, depending on the system configuration, the caller either hears the busy tone or is forwarded to a preconfigured destination. Deflecting a call: 1. Press the Deflect softkey during the ringing phase. 2. Enter the number to which you want to deflect the call and press the Deflect softkey. → The call is redirected to the destination call number. Silencing a call: Press the Silence softkey during the ringing phase. → The ringing of the incoming call is stopped. The call is still signaled optically and can be answered in the normal way. Menu Description Off Automatic hands-free is always deactivated.

In the middle of a call you want to talk briefly with other persons in the room without your call partner hearing your conversation. You can switch the microphone on and off during a call, regardless of whether you are using the handset, headset or hands-free system. Announcement only Automatic hands-free is only activated when you are receiving an announcement. On Automatic hands-free is always activated. Your phone signals an incoming call with two short signal tones and then switches to hands-free mode automatically. Answering/ending a call in hands-free mode: Answer: Press the loudspeaker/headset key or the line key. End: Press the End key. Hands-free during a call: 1. Press the loudspeaker/headset key. 2. Put the handset on-hook. → Hands-free is activated. To continue the call with the handset: Pick up the handset. Ending a call: Put the handset on-hook. Answering/ending a call in Automatic hands-free mode: Answer: Your phone signals an incoming call with two short signal tones and then switches to hands-free mode automatically. End: Press the End key.

To make a phone call with the headset. If you answer a call in headset mode using the loudspeaker/headset key, the call is provided on the headset. Alternatively you can also answer the call by picking up the handset. All headset mode configuration options can be found in chapter "Setting the audio properties". Further information can be found in the user guide for your headset. To find out how to connect a Bluetooth headset, please see chapter "Connect Bluetooth headset". Initiating calls This section explains some convenient features provided by your phone for making a call. Dialing with the phone number You want to call someone and key in that person's phone number. With call preparation you can enter a phone number without it being dialed automatically, so you have time to check the number and, if necessary, correct it. The number is not dialed until you go off-hook, for example by picking up the handset or by pressing the dial softkey. Switching the microphone on and off during a call: Activate: Press Microphone key. Deactivate: Press the Microphone key once again. → Microphone is activated/deactivated, the LED on the Microphone key flashes/does not flash. Answering a call with the headset: Press the key on the headset or the loudspeaker/headset key on the phone. Ending a call with the headset: Press the key on the headset or the loudspeaker/headset key on the phone. Dialing with the phone number: Press the digit keys of the phone number. → Use the Backspace softkey to delete any incorrect number.

You want to make a call by entering a name. With directory lookup, you can search for a contact in your private phone book, system phone book or a connected external phone book. The response time may vary depending on the size and the number of phone books connected. The following search options are available: TIPS FOR SEARCH INPUT: • Press each of the corresponding digit keys once for the first few letters of the name you are looking for. For each letter, the display shows the corresponding digit, for example a "6" for the letter "n". • Ask your system administrator whether you should start with the surname or the first name. • The search function is not affected by upper/lower case and special characters. • More information on the phone books can be found in chapter "Phone book management". Pick up the handset or press the Dial softkey. Menu Description Quickdial With Quickdial you only need to press the digit keys for each letter once, even though each key is assigned several letters. An efficient algorithm provides quick search results. Dial by name Enter the corresponding letter for dialing by name. Advanced search If you select Advanced search, you can search directly in the connected external phone books. This function is not available if no external phone book is connected. Directory Lookup: Press the Directory Lookup key. Using the dialpad keys, input the first few letters of the contact’s name to initialize the search, which displays a list of contacts. From the list of contacts, select the contact you want to call. If the contact has multiple phone numbers defined, scroll through the list to navigate to the required number.

You want to call a user from one of the three call lists. You can choose from the following call lists: Press the Dial softkey or the Loudspeaker/Headset button, or pick up the handset to dial the contact’s phone number. Or, Directory lookup: Press the Menu softkey or press the function key for the Menu if you have defined it. Alternatively, you can also press Phone book function key (if defined). Scroll to Directory Lookup. → The Dial by name is opened. → Press the key on the bottom right of the screen (hide keypad) > Quickdial to be able to use directory search with quickdial. Directory lookup with dialing by name: In theDial by name field, enter the first few letters of the name you want. Directory lookup with quickdial: In the Quickdial field, enter the first few letters of the name you are looking for using the corresponding digits. Press the Enter key. → Names list and presence status of the contact (or List empty, if the phone is unable to find a matching user) is displayed. Scroll through the list and select the user you want. Pick up the handset. → The phone number displayed is dialed. Menu Description Unanswered calls List of callers who tried to reach you when you were absent. The number of missed calls are signaled on the display ( ). Answered calls List of calls answered.

Office 400 communication system. Within the one number user concept (see chapter "One number user concept") you can call back users through one of these call lists. An individual call list contains a maximum of 30 entries. More information on call lists can be found in chapter "Editing options for the call list". The call lists can be operated through the call list key, the redial key, the system menu, or a function key (see chapter "Configuring keys"). Redial list List of calls made. Call list for unanswered/answered calls: Press the Call lists key. Or, Press the Menu softkey or press the function key for the Menu (if defined). Alternatively, you can also press Call lists key or Answered/Unanswered key (if defined as function key). Select the desired call list. → A list of the most recent unanswered or answered calls (including the pres­ence status of the contact) is displayed. Scroll through the entries and select the user you want. Press the Detail softkey, or the right arrow to view the detailed information about the selected user. Press the Dial softkey, or the Loudspeaker/Headset button, or pick up the hand­set to dial the selected user’s phone number. Note: Once the call has been successfully connected, the entry is deleted from the unanswered call list. Redial list: Press the Redial key. → A list of the most recent dialed numbers (including the presence status of the contact) is displayed.

You want to call someone whose phone number is stored under a configurable key or a busy lamp field. To find out how to configure a configurable key, refer to chapter "Configuring keys". Dialing with the line key You can make a call through a line key. Your phone is equipped with two dedicated line keys (two top softkeys configured as line keys). Your system administrator can set up to ten additional line keys (twelve in total). The actual number of line keys depends on the system configuration. Press a set line key directly or move you finger from the right to left in the area to the right of the left softkeys and select the desired line key. The status line at the Or, Press the Menu softkey or press the function key for the Menu. Alternatively, you can also press Call lists or Redial function key (if defined). → A list of the most recent dialed numbers (including the presence status of the contact) is displayed. Scroll through the entries and select the user you want. Press the Detail softkey, or the right arrow to view the detailed information about the selected user. Press the Dial softkey, or the Loudspeaker/Headset button, or pick up the handset to dial the selected user’s phone number. Phoning with the handset: 1. Pick up the handset. 2. Press the desired configurable key/busy lamp field. → The phone number is dialed. Using your phone in hands-free mode: Press the desired configurable key/busy lamp field. → The phone number is dialed.

left of the display can be used. Line keys are stored on configurable keys by your system administrator (see chapter "Line keys on a key telephone"). Activating another Mitel phone for making calls You want to make a call on another Mitel phone using your personal settings, for example on a colleague’s phone or in a meeting room. You can activate another Mitel phone to make an internal or external call using your personal settings, even if the phone is locked for external calls. You can activate the phone for a business or private call. Once you have activated the phone using a function code and your PIN, dialing by your private phone book is available. The called party's display shows your personal phone number and not the number of the phone from which you are making your call. Any call charges incurred will be charged to you. The call number dialed is not stored in the last-number redial list. Dialing with the line key: Enter the phone number. Press a free line key. → The phone number is dialed. The LED on the line key lights up. Holding the call and switching lines: Press a second, free line key or select a new line key. Enter the phone number. → The call is held on line key 1 and the call on line key 2 is active. NOTE: Press line key 1 to return to your conversation partner on line 1 (see also chapter "Brokering between an enquiry call party and your call partner"). Business calls: 1. Enter function code #36 for a business call. 2. Enter your internal phone number. 3. Enter your PIN. 4. Enter the internal or external phone number with the exchange access digit.

You would like to talk to an internal user whose line is currently busy. By using the function Automatic call waiting, this user in informed that you would like to talk to him. When you use the call waiting function, the user receives a call waiting tone (duration and frequency of the tone depend on system settings) and your phone number or name appear on their display. The user may accept or refuse your call. Requirements: • Your system administrator must authorise you to use the function call waiting in the MiVoice Office 400 communication system. • The internal user must not have blocked the function call waiting on their phone (see chapter "Acti- vating protection against call types" for configuration). NOTE: If the user is making an enquiry call or is in a conference, the function Automatic call waiting cannot be used. Pick up the handset. → The phone number displayed is dialed. NOTE: When you hang up, dialing by name and your private phone book remain available for a whole minute so you can make another call. Private calls: 1. Enter function code #46 for a private call. 2. Enter your internal phone number. 3. Enter your PIN. 4. Enter the external call number directly, without the exchange access digit. 5. Pick up the handset. → The phone is now enabled; the external user is called. NOTE: The default PIN setting ‘0000’ is not accepted (for more information on the PIN, see chapter "Changing the PIN"). Call waiting: The person you want to talk to is busy. The phone automatically executes the function call waiting.

CHAPTER 4 PHONING Replying to call waiting You are talking on the phone. The call waiting tone, name/phone number on the display let you know that another user would like to talk to you. You can either accept or refuse the call. Using functions before/while in a call This section explains the special features provided by your phone before you make a (second) call or while you are in a call. Request a callback You want to talk to a certain person. The person is busy or does not answer. You can make callback requests to both internal and external users. Not all providers support this function. If the called party is busy, you can activate an automatic callback. In this case, your phone will start ringing as soon as the party you are trying to reach goes on-hook. When you pick up the handset, the person you want to call is dialed directly. If the called party does not answer, you can also request a callback. The user then obtains a message indicating your call-back request on his display. NOTE: If the user declines the call request or if the function call waiting cannot be executed, the connection is terminated (busy tone) or the call is redirected to a predefined phone, depending on the system configuration. Answering the call: Press the Answer softkey or the line key. → The first conversation partner is put on hold. Connected to the party using the call waiting function. NOTE: Please see chapter "Enquiry call during a call", "Brokering between an enquiry call party and your call partner", or chapter "Making a conference call" for further information. Rejecting a call: Press the Ignore or the End softkey. → You will still be connected to the original partner. Depending on the system configuration, the caller either hears the busy tone or is forwarded to a pre­configured destination.

CHAPTER 4 PHONING You must save this function to a configurable key using Self Service Portal (see chapter "Configuring or deleting a key assignment"). NOTE: • You can activate only one callback at a time. • An unanswered callback will be automatically cancelled by the system after about 30 minutes. To answer the callback request Someone has asked you to call back. The display shows Callback requested from number (for example: Callback 56022). You cannot automatically answer a callback request on your phone. You can either enter the call number manually or use a CTI client, for example the Mitel OfficeSuite. Hide number You do not want your call number to appear on the terminal display of a called party in the public network. The following options are available here: Activating callback: You called someone and hear the busy tone or the ring-back tone. Press the function key for Callback. → Depending on the communication system, you hear the acknowledgement tone. Put the handset on-hook. → The display shows Call expected. Clear callback: Press the function key for Callback. → Callback request is deleted. Answering the callback request: Enter a phone number in call preparation. Pick up the handset or press the Dial softkey. NOTE: You cannot delete a callback request. Menu Description Permanent The call number is never displayed.

CHAPTER 4 PHONING You must save this function to a configurable key using Self Service Portal (see chapter "Configuring or deleting a key assignment"). NOTE: • Your call number can only be hidden if you select an external call number. • This feature depends on the range of services offered by your provider. Putting a call partner on hold You want to briefly interrupt the active call. You can put the call party on hold and then take them back again on the same phone. Parking conversation partner You would like to keep the person you are talking to on hold without blocking a phone line. Per call Call number should only be restricted for certain calls. This function must be activated before dialing the call number. Activating/deactivating calling line identification restriction permanently: Press the function key for Hide number. → Function is activated/deactivated. You phone number is hidden in all outgoing calls. Activating CLIR per call: 1. Press the function key for Hide number. 2. Enter the call number and press the Select softkey. → Call number is dialed and your number is not displayed to the called party. Putting the active call party on hold: Press the Hold key. → The call party is put on hold, is displayed and the LED of the line key flashes. Take back the call party on hold: Press the Hold key, the flashing line key, or the Pick up softkey. → The call is active again.

CHAPTER 4 PHONING You may park the person you are talking to and then pick up the call again on the same phone on which you parked the person. You must save this function to a configurable key using Self Service Portal (see chapter "Configuring or deleting a key assignment"). Enquiry call during a call You want to call someone else briefly without losing your current call partner. Then you want to resume your conversation with your original call partner. With the Enquiry function you can call someone else in the middle of a call and put your original call partner on hold. You can make enquiry calls to both internal and external users. Parking the active call party: Press the function key for Park and put down the handset. → The call party is parked. The LED of the function key is red. NOTES: The display returns to idle. The person you talked to will remain parked until they put down the handset. Recommence conversation with the parked call party: 1. Press the function key for Park. → Hand-free mode is activated. 2. Pick up the handset. → You are connected via the handset. Setting up an enquiry call (you are in a call): Press a free line key. Enter the call number of the enquiry partner and press the Dial softkey. → Enquiry call party is called; first call partner is put on hold.

CHAPTER 4 PHONING Brokering between an enquiry call party and your call partner You are talking with an enquiry call party and have your first call partner on hold. You want to be able to switch back and forth between the two. In an enquiry call you can use the brokering function to switch back and forth between an enquiry call party and the party on hold. Brokering is possible with both internal and external users. You can also broker between conference parties as a group and an enquiry call party. NOTE: See chapter "Enquiry call during a call" for enquiry calls. NOTES: • You can also set up an enquiry call by pressing the busy lamp field key to which you have saved the enquiry call party. • If the other user does not answer, you can cancel the enquiry call with the Cancel softkey or with the End key and recommence the first call with the flashing line key. Ending the enquiry call: Press the Drop softkey or the End key. Recommence conversation with the first call party: Press the Pick up softkey or the flashing line key. Brokering (to switch back and forth between the callers): You are in an active call and have set up a connect to another call party with the Enquiry function. Press the corresponding flashing line key or select the desired line key and press the Pick up softkey. → Your call partner changes. The other call party is put on hold. Note: You can also switch between call parties by pressing the corresponding busy lamp field key to which you have saved the call party. Terminating a call: Press the Drop softkey or the End key. Recommence conversation with the first call party: Press the Pick up softkey or the flashing line key.

CHAPTER 4 PHONING Making a conference call You want to make a conference call. A conference call allows you to connect three call parties. From a conference call, you can initiate an enquiry call to someone else. You can broker between the conference participants and the enquiry call party. Depending on the system configuration, a conference call can consist of up to six conference partic- ipants. You can hold a conference call with internal and external users. NOTE: If you have a user account for the Self Service Portal, you can create conference rooms there (see chapter "MiVoice Office 400 Self Service Portal"). Transferring a call You want to put your call partner through to someone else. With the call transfer function you can connect your call partner with someone else. You can connect internal and external users with one another. You can transfer the call with or without prior notice. Setting up a conference (you are connected): Press the Conference softkey. Enter the phone number of the second conference call party. Press the Dial softkey. → The conference party answers the call. Press the Conference softkey. NOTES: • You can also set up a conference by pressing the busy lamp field keys to which you have saved the call party. • You can change the procedure by first starting an enquiry call before you set up a conference. Leaving a conference call: Put the handset on-hook or press the End key. → The other conference parties remain in the call. Menu Description

CHAPTER 4 PHONING Take (pick up own call) You want to transfer a call from one phone to another without interrupting the connection (for example, from a desk phone to a cordless phone). The take function can be used to transfer calls between your phones. Requirements: You are using the one number user concept (see chapter "One number user concept"). You must save this function to a configurable key using Self Service Portal (see chapter "Configuring or deleting a key assignment"). Starting announcement You want to speak directly to an internal user or an announcement group via the loudspeaker - where available - without expecting an answer (similar to an intercom). The recipient is alerted to the announce- ment by two short signal tones. You are immediately unilaterally connected via the loudspeaker. If the internal user has secured their phone against announcements (configuration see chapter "Activating protection against call types"), you cannot contact them using an announcement. You will get the engaged tone. The announcement function must be saved to a configurable function key with Self Service Portal (see "Configuring or deleting a key assignment"). You can either configure the function key directly with a designated user or input the call number manually each time. Starting the emergency announcement: In addition to normal announcements, the MiVoice Office 400 communication system also allows for emergency announcements. It differs from a normal announcement in the following aspects: • You cannot reply to or stop an emergency announcement. • You cannot block an emergency announcement. Call transfer with prior notice You only transfer the call after you have first talked to the second call party yourself. Call transfer without prior notice Without talking to the second call party, you transfer the call to them by hanging up the handset immediately after dialing the call number. Picking up your own call (you are in an active call): Press the function key for Take. → After a brief moment, you are connected with the caller on another phone.

CHAPTER 4 PHONING • An emergency announcement may only be executed using function codes. You will find a list of all function codes in the user's guide “Features Overview Mitel 415/430/470” on the \_Mitel DocFinder. Announcement to a group: • The announcement will only be received by phones which both have authorisation to receive announcements and are not in use. • If receipt of announcements is not authorised on any of the phones in the announcement group or all the phones are in use, you will hear the busy tone. • Group announcements are always conducted with a one-sided connection. • The group number must be entered as two digits. Receiving an announcement You will be alerted to the announcement with two short signal tones and spoken to directly via the loud- speaker over a one-way connection. The display shows Announcement from. In order to be able to receive an announcement, your phone must be neither in use nor block announce- ments (configuration see chapter "Activating protection against call types"). Receiving the emergency announcement: In addition to normal announcements, the MiVoice Office 400 communication system also allows for emergency announcements. It differs from a normal announcement in the following aspects: • You cannot reply to or stop an emergency announcement, but listen to it with the handset. Start announcement to a user: 1. Press the function key for . 2. Depending on settings, enter the number and press the Select softkey. → The user is alerted to the announcement by two short tones on the loudspeaker. The one-sided connection is made, you can talk. Start announcement to a group: 1. Press the function key for . 2. Depending on the settings, enter the two digit group number. → The user group is alerted to the an- nouncement by two short tones on the loudspeaker. The one-sided connection is made, you can talk.

CHAPTER 4 PHONING • You cannot block an emergency announcement. Announcement to a group: • The announcement will only be received by phones which both have authorisation to receive announcements and are not in use. • If receipt of announcements is not authorised on any of the phones in the announcement group or all the phones are in use, you will hear the busy tone. • Group announcements are always conducted with a one-sided connection. Recording a call You want to record an active call with your call partner. You may record an active call as soon as your system administrator has configured at least one of your e-mail addresses in the MiVoice Office 400 communication system. Your call party can be an internal or an external user. The recordings are made and backed up only as wave files in your individual e-mail boxes. You can find a call recording overview in your e-mail box. Contact your system administrator for more information. You can start recording calls in the following situations: • during an active call; • During a conference call (with maximum two participants) • During an incoming/outgoing call • in call preparation; • During dialing with a busy line. Call recording only starts when the connection is set up. Therefore, no ring-back tones or wait tones are recorded. Call recording is temporarily interrupted during an enquiry and an e-mail is sent with the recording made up till then. Recording restarts automatically once the call connection with the enquiry call party is set up and/or once the call connection with the first correspondent is restored. The maximum recording time for each .wave file depends on the system configuration. When the predefined or maximum recording time is reached, the recording stops automatically, the file is sent to your e-mail address and a new recording starts at the same time. Contact your system administrator for more information. You will be alerted to the announcement with two short signal tones and spoken to directly via the loudspeaker. Stop announcement: Press the End key.

CHAPTER 4 PHONING You must save this function to a configurable key using Self Service Portal (see chapter "Configuring or deleting a key assignment"). NOTES: • Recording calls may infringe on your national data protection provisions or be permitted only under certain circumstances. If you intend to use this function notify your call party in advance. • You cannot record a conversation involving more than two call parties (enquiry call, conference). The recording is automatically stopped if you park your call party or put him on hold. Activating discreet ring You do not want to be disturbed by the ring of the phone. You do not, however, want to switch off the phone. As an alternative to the usual ring, your phone has a discreet ring option. If you have activated discreet ring, the phone only rings once. This function must be saved to a function key over the Self Service Portal (see chapter "Configuring or deleting a key assignment"). Recording a call: Press the function key for Call recording: start/stop as soon as you have an incoming/outgoing call or an active call. → The discussion is recorded and the function key is lit. Stopping the call: End the recording by pressing the function key Call recording: start/stop again. → The recording is sent to your e-mail address. NOTE: The LED of the function key (on expansion key module) remains lit while the recording is in progress. The function key starts to flash before the recording reaches its maximum preset duration. Once the maximum duration is reached (or the memory is full), the recording is stopped and the function key turns off. Activating/deactivating discreet ring: Press the function key for Discreet ring on/off. → The function is activated/deactivated, is displayed and LED of the function key (on expansion key module), and the LCD on the phone lights up/does not light up.

CHAPTER 4 PHONING Activating do not disturb You do not want to receive any calls for the time being. With the do not disturb function, you can stop calls being made to you if you are busy or are not otherwise able to take any calls. Your phone does not ring and is set to busy for incoming calls. Your incoming calls are automatically forwarded to a call forwarding destination that has been configured by your system administrator. Your system administrator must enable this function in the MiVoice Office 400 communication system. This function must be saved to a function key over the Self Service Portal (see chapter "Configuring or deleting a key assignment"). Activate/reply to intrusion You want to implement intrusion in a current call. Intrusion allows you to access a current call between two call parties and listen to their conversation. The call party to which you have initiated intrusion is notified (display and sound signals). Your call party can then respond to intrusion or reject it. You can block intrusion; see chapter "Protecting yourself against calls". You must save this function to a configurable key using Self Service Portal (see chapter "Configuring or deleting a key assignment"). NOTES: • Your system administrator must grant you intrusion rights. • Intrusion may infringe on your national data protection provisions or be permitted only under certain circumstances. If you intend to use this function, you should therefore notify your call party in advance. Menu Description Do not disturb (busy) on/off Your phone does not ring and is set to busy for incoming calls. Do not disturb (forwarding) on/off Your phone does not ring and is set to busy for incoming calls. Incoming calls are automatically forwarded to a destination that has been configured by your system administrator. Activating/deactivating do not disturb: Press the function key for Do not disturb (busy) on/off or Do not disturb (forwarding) on/off. → The function is activated/deactivated, and is displayed in the status bar. The message LED on the phone lights up/does not light up. Your callers hear the busy tone.

CHAPTER 4 PHONING Activating/answering silent intrusion Silent intrusion (intrusion without prior notice) is a variation of the intrusion function and is primarily used in call centres. Another user can connect to your active call and listen to the conversation without you or your call party noticing. Unlike with intrusion, there is neither a display nor a sound signal to indicate use of the function. You cannot reject silent intrusion (but you can block it; see chapter "Protecting yourself against calls"). The microphone of the third user remains off. The third user can, however, enter the conversation at any point by enabling his or her microphone or pressing the intrusion function key. You must save this function to a configurable key using Self Service Portal (see chapter "Configuring or deleting a key assignment"). NOTES: • Silent intrusion must be enabled in the communication system. • Your system administrator must grant you silent intrusion rights. • Silent intrusion may infringe on your national data protection provisions or be permitted only under certain circumstances. If you intend to use this function, you should therefore notify your call party in advance. Activating intrusion (the users are talking): 1. Press the function key for Intrusion. 2. Enter the call number of the user you want as per the key configuration. → The intrusion tone indicates that the function has been activated. → If the user has blocked intrusion, connec- tion set up will be cancelled. Answering intrusion: Press the Answer softkey. → You will be connected with the user who has activated intrusion; the first call party is put on hold. Rejecting intrusion: Press the End softkey. → Intrusion will be rejected; you remain connected to your first call party.

CHAPTER 4 PHONING Using further functions This section explains some more convenient features provided by your phone. All functions you can save under a configurable key can be found in chapter "Overview of available functions". Activating personal call routing You want to specify which of your phone shall ring when you receive a call. You can specify the phone on which a call is signaled with personal call routing. Your system administrator set up multiple phones with the same phone number in the one number user concept for you (see chapter "One number user concept"). The system administrator has also assigned you permission to configure routing in the Self Service Portal. This allows you to set up 5 routings in the Self Service Portal for a range of situations ("Office", "Home Office", "On the road"). You can only answer a call on the phone on which the call is signaled. If you have not configured a call routing, the default setting (all phones are ringing) is used as standard. The following options are available on your phone for further editing of personal call routing: Activating silent intrusion (the users are talking): 1. Press the function key for Silent intrusion. 2. Enter the call number of the user you want as per the key configuration. → The function is activated. →If the user has blocked intrusion, connec- tion set up will be cancelled. Answering silent intrusion: There are neither display nor sound signals on your phone to indicate silent intrusion. Menu Description Activate Activating personal call routing. Modify Renaming personal call routing. Change settings The personal call routing settings can only be changed by your system administrator or yourself in the Self Service Portal. Delete A personal call routing can only be deleted by your system administrator or yourself in the Self Service Portal.

CHAPTER 4 PHONING You can also store your individual call routing profiles over the Self Service Portal on a function key and quickly activate or deactivate your desired call routing profile by simply pressing that key. Activating Ring Alone You want to specify the phone on which an incoming call is signaled acoustically. If your system administrator has set up one phone number for several phones (see "One number user concept"),you can use Ring Alone to define on which phone a call will be signaled acoustically. As soon as you activate Ring Alone on one phone, the ring tone is deactivated for all other phones. An incoming call is signaled in the display of all phones. You can answer the call on any of the phone; once the call is answered, other phones go back to the idle state. You must save this function to a configurable key using Self Service Portal (see chapter "Configuring or deleting a key assignment"). Activating/deactivating personal call routing Press the function key for Menu. Press Personal call routing. → A list of your routings is displayed. Select the call routing you want and confirm with the Activate softkey. → The selected routing is activated and another is deactivated. Renaming personal call routing: Press the function key for Menu. Scroll to the Personal call routing. → A list of your routings is displayed. 1. Scroll to the call routing you want to rename and press the softkey Modify. 2. Enter the name and confirm with the Select softkey. Press the function key for the desired call routing profile. → Call routing is activated/deactivated; LED of the function key (on expansion key module), and the LCD on the phone is switched on/off.

CHAPTER 4 PHONING NOTE: When you have activated ring alone but deactivated the personal call routing for a phone in parallel, an incoming call is not acoustically but only visually signaled. Locking/Unlocking your phone You need to leave your desk and want to ensure that no-one can alter your phone's settings, look at your private data, or make calls from your phone. You can lock your phone with a 2 to 10-digit PIN (for more information on the PIN, see chapter "Changing the PIN"). You must save this function to a configurable key using Self Service Portal (see chapter "Configuring or deleting a key assignment"). Activating/deactivating ring alone Press the function key for Ring Alone on/off. → Function is activated/deactivated, LED on the expansion key module and the LCD on the phone is switched on/off. Activating the phone lock: Press the function key for Phone lock on/off. → The phone is locked and can only be unlocked using your PIN. is displayed in the status line. Deactivate the phone lock: 1. Press the function key for Phone lock on/off. 2. Enter the PIN and confirm with the Enter softkey. 3. Confirm the security prompt with the Yes softkey. NOTE: Use the following function codes (see also Features Overview Mitel 415/430/470 user guide on the \_Mitel DocFinder), to activate or deactivate the phone lock for all phones within the one number user concept (see "One number user concept"): • Activating the phone lock: Enter the function code *33* # • Deactivate the phone lock: Enter the function code #33* #

CHAPTER 4 PHONING Acknowledging an appointment call You can set a call to remind you about an appointment, for example. Appointment call is displayed as soon as an appointment call is received. Without acknowledgment, the appointment call will ring for 1 minute. The following options are available: You have to enter or change the time in the Self Service Portal. You must save this function to a configurable key using Self Service Portal (see chapter "Configuring or deleting a key assignment"). NOTES: • If you activated forwarding, the appointment call is not forwarded. • If you are in call, the appointment call is made as soon as you end the call. Free seating Free Seating is proposed for workplaces/phones shared by several employees. It allows you to log in on each free seating phone and to use it with your personal settings as long as you are logged in. Ask your system administrator which phones are proposed for free seating. Logging into a free seating phone: You log in with your call number and your PIN on a free seating phone. Once you are logged in, your personal call lists, phone book and all your other personal settings and Hotkeys are available to you immediately. If your profile contains expansion key modules, but the phone you have logged in to does Menu Description Single appointment call on/off Activate appointment call on a one-off basis. Repeat appointment call on/off Activate appointment call permanently Activates/deactivates appointment call permanently: Press the function key for Appointment call. Press the function key for Appointment duration. → Function is activated/deactivated, LCD on the function key is switched on/off. Activate single appointment call: Press the function key for Appointment call. → Function is activated/deactivated, LCD on the function key is switched on/off. Confirming an appointment call: Pick up the handset and then hang up immediately. → The appointment call is confirmed and ended.

CHAPTER 4 PHONING not, the keys in question will not be available to you. Various sequences of expansion key modules are correctly recognised. NOTES: • You can only log in to a phone if no other user has yet logged in to that phone for free seating purposes. • You can only log on once to a Free Seating phone. The moment you log in to another free seating phone, you are automatically logged off the original phone. Logging off a free seating phone: To free up a phone, you need to log off again. To ensure a phone is not blocked for other users if you forget to log off, your system administrator can set up a log off process with an automatic time limit: • After certain time after log in (e.g. six hours and 30 minutes). • At a certain time (e.g. 6:30 p.m.) NOTES: • If no user is currently logged in a free seating phone, possibly only emergency calls are allowed. • As long as you do not have your own phone or are not logged on to a Free Seating phone, your caller will obtain either the busy signal or be forwarded to a preconfigured destination, depending on the system configuration. • The call list display type Picture ID (see chapter "Editing options for the call list") is not available for free seating phones. Log in free seating: Press the Free Seating: Log in/out softkey. Enter phone number and PIN and confirm with the OK softkey. → You are now logged in and can use the free seating phone with your personal settings. NOTE: The default PIN setting ‘0000’ is not accepted (for more information on the PIN, see chapter "Changing the PIN"). Log out free seating: 1. Press the Free Seating: Log in/out softkey. → The display with the call number is dis- played. 2. Depending on the system configuration, enter the PIN and confirm with the OK softkey. → You are now logged off; the free seating phone is now available again to other users.

CHAPTER 4 PHONING Hotline The hotline is typically used for lift phones, emergency phones, or for baby alarms or hotline in the hospi- tality/hotel branch. A user requires help and picks up the handset or presses the loudspeaker/headset key. The user is auto- matically routed to the preconfigured hotline destination number stored in the MiVoice Office 400 commu- nication system. The person responsible answers the call and is connected with the user seeking help. Alarm cancellation delay: Your system administrator can set a delay (1-60 seconds, depending on the Mitel system phone). During this delay the user can enter another call number in order not to trigger a call on the hotline destination number. If the user does not dial another phone number during this predefined time or puts the handset back down again, a connection with the Hotline number is automatically set up. Contact your system administrator for more information. Overview of available functions This section contains a list of all the functions you can store under a configurable key via the Self Service Portal. Please note that the selection of functions depends on the selected phone and its authorisation level. NOTES: • More information on how to save functions to a configurable key using function commands and a function code can be found in the online help for the Self Service Portal (see chapter "MiVoice Office 400 Self Service Portal"). • You will find a list of all function codes in the user's guide “Features Overview Mitel 415/430/470” on the \_Mitel DocFinder. Please note that function codes can only be used as prefix dialing on your phone. NOTE: You are automatically logged off if your system administrator has set up an automatic log off process. Using the hotline: User needs help. They pick up the handset of their phone or press the loudspeaker/headset key. → A connection with the hotline number is automatically set up after a pre-defined time without the user having to do anything else. Function Description Agent: Log in/log out Log into/out of the queue as an agent (control of call routing in the queue).

CHAPTER 4 PHONING Agent: Pause on/off Activate/deactivate agent break. Agent: Wrap-up time on /off Activate/deactivate agent wrap-up time. Announcement to group Speak directly to a group of internal users via the loudspeaker - where available - without them having to first pick up the call. An announcement is a one-sided connection and is indicated by two short signal tones on the recipient phone. Announcement groups will be defined by your system administrator. The group number must be entered as two digits. Announcement to user Speak directly to an internal user via the loudspeaker - where available - without them having to first pick up the call. An announcement is a one-sided connection and is indicated by two short signal tones on the recipient phone. Appointment call: Repeat on/off Activates/deactivates an appointment call (see chapter "Acknowledging an appointment call"). Appointment call: Single on/off Activates/deactivates an appointment call on a one-off basis (see chapter "Acknowledging an appointment call"). Call forw. (CFU) to text message on/off Incoming calls are automatically forwarded to a specific destination. Call forw. (CFU) to user on/off Incoming calls are automatically forwarded to a specific destination. Call forw. (CFU) to VM on/off Incoming calls are automatically forwarded to voice mail. Call forw. if busy (CFB) to user on/off If you are busy, incoming calls will be forwarded to specific destination (user). Call forw. if busy (CFB) to VM on/off If you are busy, incoming calls will be forwarded to specific destination (voice mail). Call forw. on no reply (CFNR) to user on/off Incoming calls are forwarded to another destination (user). Call forw. on no reply (CFNR) to VM on/off Incoming calls are forwarded to another destination (voice mail). Call forwarding menu Direct access to the system menu Forwarding (see chapter "Call forwarding"). Call forwarding protection on/off Call forwarding to your phone is not allowed.

CHAPTER 4 PHONING Call list: Menu Direct access to the system menu Call list. Call list: Answered Call list for answered calls. Call list: Redial Call list for dialed call numbers. Call list: Unanswered Call list for unanswered calls. Call recording: Start/stop Record a call. The recordings are stored in your individual e-mail inbox only (see chapter "Recording a call"). Contact your system administrator to configure this function on your phone. Call transfer Transfer a call to another user with or without prior notice. Control output on/off You can control external electric equipment or installations using control outputs. For example you can use your phone to open and close electric gates or to switch the lights on or off throughout a building. Discreet ring on/off When this function is on, the phone only rings once. For further information, please see "Activating discreet ring". Do not disturb (busy) on/off Your phone does not ring and is set to busy for incoming calls. Do not disturb (forwarding) on/off Your phone does not ring and is set to busy for incoming calls. Incoming calls are automatically forwarded to a destination that has been configured by your system administrator. Empty The key assignment is configured with an empty function. The key serves as a place-holder. If configuration on any key is deleted, the configurations on the subsequent keys shift their position. This can be avoided if instead of deleting the configuration, you configure the Empty function on that key. Free configurable You can use function commands to define a function to suit your personal requirements. A function can consist of one or more function commands, function codes, and the phone number. You can either carry out a function directly or store it under a key (see chapter "Overview of available functions").

CHAPTER 4 PHONING Free seating: Log in/log out Log into/out of a free seating phone (see chapter "Free seating"). Hide number on/off Permanently prevents your number from being displayed to the caller (see chapter "Hide number"). Hide number per call Prevents your number from being displayed to the caller once (see chapter "Hide number"). Home Alone on/off If calls to a user group can only be answered by one user, the user in question can activate Home Alone on the user group. Then if the user is already in a call, all subsequent internal or external calls to the user group obtain a busy tone. Hospitality: check-in/check-out This function allows you to perform check-in/check-out operation. Enter the room number to display the check-in/check-out screen depending on the room state, see section "Check-in", and "Check-out". Hospitality: DND This option displays the list of rooms with active do not disturb. You can enable or disable do not disturb for a room, see section "Do not disturb (DND) service". Hospitality: Notifications This option displays the list of currently active notifications. You can add a new notification or delete an existing one, see chapter "Notification service"). Hospitality: Reception menu Direct access to the MiVoice Office 400 reception menu. Hospitality: Room configuration menu This option allows you to view/modify all the settings for the room. Type in the room number to go to the room configuration window, see chapter "Room configuration"). Displays the room state along with the other relevant information (one line per room). Hospitality: Wake-up calls Displays the list of all wake-up calls showing entries in order with expired calls at the top. You can set up a new wake-up call, manage a wake-up call, or delete an expired or existing wake-up call, see chapter "Managing wake-up calls").

CHAPTER 4 PHONING Intrusion This function allows you to intrude on a call of a busy user with notification (see chapter "Activate/reply to intrusion"). Meeting centre This function enables access to the MiCollab Audio, Web, and Video conferencing from your SIP phones. Contact your system administrator to know more about the configuration of MiCollab Meeting Centre function on your phone. Message This function triggers a call back or plays a voice mail. If the message key is pressed, a call is triggered or the guest is connected to the voice mail system and can listen to the voice message. The function code for the Message function is *#38. Mobile This function provides seamless mobile integration using Bluetooth wireless technology. To know more about the Mobile key, see section "MobileLink". Operator phone: Queue overview Displays the total number of internal and external calls in the queue. It also displays an additional information such as number of external calls and the period of time (in minutes) the longest call has been in the queue. You can view the different pieces of information by toggling the arrow on the softkey representing queue overview key. Contact your system administrator to configure this function on your phone. Park call You would like to keep the person you are talking to on hold without blocking a phone line. Personal call routing menu Direct access to the system menu Call routing (see chapter "Activating personal call routing"). Personal call routing profile on/off Activate/deactivate call routing profile (under the one number user concept). Phone book:: Local Access to your local phone book. Contacts in the local phone book are stored on the phone only (see chapter "Phone book management").

CHAPTER 4 PHONING Phone book:: System Direct access to the Directory Lookup system menu. Contacts in the system phone book are integrated in the MiVoice Office 400 communication system (see chapter "Phone book management"). Phone lock on/off Activate/deactivate phone lock. Outgoing calls are not possible, but incoming calls can be answered (see chapter "Locking/Unlocking your phone"). Picking up a call from a user group Pick up a call for another user in the user group. Contact your system administrator to configure this function on your phone. PIN call Function with OpenCount. Independently from the phone you can make external calls for a fee. Credit may be limited (see chapter "Activating PIN telephony"). PIN call rebook Function with OpenCount. You can enter the charges and the call information of your outgoing and incoming calls into specific projects (see chapter "Activating PIN telephony"). Presence menu Direct access to the system menu Presence (see chapter "Controlling the presence status"). Presence profile on/off Activate/deactivate presence profile. You can select a presence profile (profile number 1-4, see chapter "Controlling the presence status"). Redkey:Trigger Actuating a redkey triggers the function configured on the connected third party system. Contact your system administrator for more information. Remote maintenance on/off This function lets you set remote maintenance access to your communication system permanently. Remote maintenance onetime on/off This function lets you set remote maintenance access to your communication system on a one-off basis. Request a callback Request a callback if the called party is busy or cannot be reached (see chapter "Request a callback").

CHAPTER 4 PHONING Ring Alone on/off This function lets you specify which of your phones signals incoming calls acoustically (as part of the one-number user concept, see chapter "Activating Ring Alone"). Run XML function You system administrator creates customer-specific XML services (weather report, stock exchange, etc.) which you can use on your SIP phone.Redkey:Trigger Set up conference Set up a conference with two call parties. Show alarm state Display of the current alarm state. Contact your system administrator to configure this function on your phone. Silent intrusion This function intrusion without prior notice allows you to intrude on the call of a busy user without notification (see chapter "Activating/answering silent intrusion"). Substitution This function lets you to forward calls intended for the operator phone to a destination number. Switch group x, position 2 Switch group x, position 3 This function lets you route calls and functions via switch groups (with two switch positions). System events Displays list of system events on your phone. For more information about how to access the system events on your phone, see the section "Operating system events". System menu Access to the MiVoice Office 400 system menu. Take (pick up own call) Transfer a call from your phone to another phone under the one number user concept (see chapter "Take (pick up own call)"). Transparent data This function takes charge of the transparent exchange of data between the communication server and external applications. User group all: Log in/log out Log in/out of all user groups. In the user group incoming and internal calls are routed to a group of internal destinations according to a preconfigured call distribution.

CHAPTER 4 PHONING Organizing absences from the desk This section explains the different options provided by your phone when you want to leave your desk. The presence function enables you on the one hand to quickly set your personal presence state and hence to route the incoming calls to the destination you want. It also tells you directly whether the user you want is reachable or absent without you having to call him. The information details depend on the type of telephone. Controlling the presence status You have a choice of five presence profiles for managing your presence status: User group: Log in/log out Log in/out of a user group. In the user group incoming and internal calls are routed to a group of internal destinations according to a preconfigured call distribution. Voice mail greeting on/off Activates/deactivates a selected voice mail greeting. Voice mail greeting: Play Plays back a selected voice mail greeting. Voice mail greeting: Record Records a selected voice mail greeting. Voice mail menu Direct access to the Voice mail system menu. Welcome announcement for announcement service on/off Announcement service for incoming internal and external calls. If you do not answer an external call after a set delay, the user who is calling will obtain an announcement. After the announcement the caller will then hear the ring-back tone again. Profile number Presence profile 0 Available (default) 1 Absent 2 Meeting 3 Busy

CHAPTER 4 PHONING You can call up the presence of the user you want in the following situations. • in Directory Lookup • in a call list • in the presence menu. NOTES: • Connected CTI applications can affect your presence status. Contact your system administrator for more information. • All configuration options for a presence profile can be found in chapter "Configuring presence profile". • Calls you receive while your presence status is busy will be indicated in the call list. The presence status can be managed via the system menu, a function key (see chapter "Configuring keys"), or the Self Service Portal (see chapter "MiVoice Office 400 Self Service Portal",). Absence information You wish to give your caller detailed information about your absence. If you have configured call forwarding to voice mail in your presence profile, you can choose whether the currently active greeting, the global greeting, one of your personal greetings or an absence information should be played back to the caller. 4 Not available Activate/deactivate presence profile: Press the function key for Menu. Press Presence softkey. Select the presence profile you want and press the Activate softkey. → The presence profile is activated. To check a user's presence: Press the function key for Menu. Press Presence softkey. 1. Press the Presence? softkey. 2. Enter the call number and press the Select softkey.

CHAPTER 4 PHONING The absence information is available for each presence profile, with the exception of Available. Absence information consists of a language-dependent, predefined audio text. The time and/or date are also given as an option. Depending on voice mail configuration, your caller then immediately has the possibility of leaving a message. Example: The person you have called is not available until 02:00 p.m. on 31st January. Please leave a message after the tone. The absence information is an integral part of a presence profile. All configuration possibilities for this option can be found in chapter "Configuring presence profile". NOTE: If your Outlook calendar is not synchronised via Mitel Open Interfaces Platform (OIP) with your communication server, you have to manually enter and delete the time and date. Set up the absence information: Press the function key for Menu. Press Presence softkey. Select the presence profile where you want to give your caller detailed information about your absence and press the Modify softkey.

CHAPTER 4 PHONING Call forwarding You want to leave your desk. Calls for you are to be forwarded to a different destination (e.g.another user, your voice mail). With call forwarding, you can forward incoming calls directly to a different destination. The following call forwarding options can be selected. NOTES: • One call forwarding applies to all connected phones, in one number user concept. • Only one call forwarding variant at a time is possible. Select or enter the settings you want and confirm with the Select softkey. You can set the following absence information: 1. Scroll to Description and press the Modify softkey. 2. Enter description and confirm with the Select softkey 3. Scroll to Time/date and press the Modify softkey. 4. Make the changes and confirm with the Select softkey. 5. Scroll to Personal call routing and press the Modify softkey. 6. Make the changes and confirm with the Select softkey. 7. Scroll to Call forwarding and press the Modify softkey. 8. Make the changes and confirm with the Select softkey 9. Select Voice mail greeting and confirm with the Modify softkey. 10. Make the changes and confirm with the Select softkey → Settings are saved. Your caller hears the selected absence information, followed, if applicable, by time and date. Menu Description

CHAPTER 4 PHONING Available call forwarding destinations: Operation of call forwarding is available via the system menu, a function key (see chapter "Configuring keys"), or the Self Service Portal (see chapter "MiVoice Office 400 Self Service Portal"). Call forwarding off No CFU is carried out. Always (CFU) Incoming calls are automatically forwarded to another destination (Call Forwarding Unconditional). If busy (CFB) Incoming calls are forwarded directly to a different destination if you are busy (Call Forwarding if Busy). On no reply (CFNR) Additionally, incoming calls are forwarded to another destination. Both your own phone and the other destination will then start ringing. The system configuration determines whether or not the phone at the other destination rings with delay. Whoever goes off-hook first, answers the call. Depending on the system configuration, Call Forwarding on No Reply can also be activated when your phone is busy. Existing call forwarding settings at the selected destination cannot be executed. Contact your system administrator for more information. Menu Description User Incoming calls are forwarded to an internal user or a call number. Voice Mail Incoming calls are forwarded to your voice mail, providing it has been set up by your system administrator. You can use the global greeting or your personal greeting (see chapter "Configuring voice mail"). For further information on voice mail, please see the user's guide “User Guide Voice Mail Systems” on \_Mitel DocFinder. Activating call forwarding to a call number or to a voice mail: Press the function key for Menu. Press Call forwarding softkey.

CHAPTER 4 PHONING Operating call lists and voice messages In this section, you will learn how to use call lists and voice messages which are stored in the MiVoice Office 400 communication system. Editing options for the call list The call lists (unanswered/answered calls and redial list) include a maximum of 30 entries each. Once the list is full, the oldest entry on the list will be deleted. Missed calls are signaled on the display. The following options are available for further editing of the entries: Select the call forwarding option you want and confirm with the Select softkey. → The call forwarding is activated. If you want to activate call forwarding to a call number or to a voice mail, select the call forwarding option you want and press the Modify softkey. For activating call forwarding to a call number, select User as the call forwarding option and confirm with the Select softkey. Enter the forwarding destination call number and confirm with the Select softkey. → The call forwarding is activated to the destination call number. For activating call forwarding to a voice mail, select Voice Mail as the call forwarding option and confirm with the Select softkey. → The call forwarding is activated to the voice mail. Deactivate call forwarding: Press the function key for Menu. Press Call forwarding softkey. Select the option Call forwarding off and confirm with the Select softkey. → The call forwarding is deactivated.

CHAPTER 4 PHONING The form in which the call is displayed depends on the settings your system administrator selected in the MiVoice Office 400 communication system: Advanced or Picture-ID. Contact your system administrator for more information. The call lists can be operated via the call lists key, the system menu or a function key, or via the redial key (see "Configuring keys"). More information on call lists can be found in chapter "Selecting from the call list". Menu Description Delete all Deleting all entries from a specific call list. Detail Available detailed information: • Call number / name • Call date and time • Number of call attempts • Presence status of the user Delete Delete entry. NOTE: If you delete an entry in the unanswered calls list, then any voice messages for this entry are also deleted. Dial Calling a user back. Options in the call list: (Unanswered calls, Answered calls, Redial list) Press the call list key. Scroll to the call list you want and press the Select softkey. Scroll through the list and select the user you want. Calling a user from the call list: Pick up the handset or press the Dial softkey. → The call number of the user is dialed. Once the call has been successfully connected, the user is deleted from the unanswered call list. Calling up detailed information on an entry: Select the entry you want and press the Detail softkey.

CHAPTER 4 PHONING Editing options for voice messages Your display signals new voice message as follows: . The message LED flashes red slowly. The following options are available for further editing of the voice messages: NOTES: • Depending on the system configuration your system administrator can specify that you are notified by e-mail whenever you receive a new voice message (with the voice message attached). Contact your system administrator for more information. • To find out how to configure a voice mail, refer to chapter "Configuring voice mail" or the user guide “User Guide Voice Mail Systems” on the \_Mitel DocFinder. Deleting an entry from the call list: Select the entry you want and press the Delete softkey. Deleting all entries from the call list: 1. Select an entry and delete all entries with the Delete all softkey. 2. Confirm the security question with Yes. Menu Description Delete all Deleting all voice messages. Greetings How to configure a voice mail greeting (see chapter "Managing personal voice mail greeting"). Detail Available detailed information: • Call number / name • Call date and time Delete Delete voice message Dial Call the person who left the voice message. Forward Forward the voice message to another user. You can decide whether to keep a copy of each voice message. A forwarded voice message is indicated by an additional letter which is the first letter of the softkey. Play Play voice message.

CHAPTER 4 PHONING • Voice messages to another voice mailbox that you are entitled to access are listed in the same voice mailbox as your own. You have the same editing options. Voice messages can be managed through the system menu, the voice mail key, a function key (see chapter "Configuring voice mail"), or the Self Service Portal (see chapter "MiVoice Office 400 Self Service Portal"). Operating system events In this section, you will learn how to access system events on your phone. Press the function key for Voice mail. Play voice message: Select the entry you want and press the Play softkey. Calling up detailed information on a voice message: Select the entry you want and press the Detail softkey. Deleting a voice message: Select the entry you want and press the Delete softkey. Deleting all voice messages: Select an entry and delete all entries with the Delete all softkey. Call the contact person who left the voice message: Select the entry you want and press the Dial softkey. Forwarding voice messages: 1. Select the entry you want and press the Forward softkey. 2. Enter the call number and press the Send softkey. 3. If you wish to keep a copy of the voice message, answer the question with the Yes softkey.

CHAPTER 4 PHONING The system events (also called alarms) can be signaled on the SIP phones registered with the MiVoice Office 400 communication system. Your phone displays a yellow warning triangle icon on the top line (status bar) for new system events. The phone also signals new system events acoustically with a beep-beep. The LED of the function key is also lit. The phone displays a maximum of 16 entries in the system event list. Once this limit is exceeded, you are prompted to delete some entries. Organization within the team (busy lamp field) This section explains the different options provided by your phone to communicate in a team. Using the busy lamp field key You and your team partners want to be reachable at all times as a team and be able to communicate with one another as quickly as possible. By pressing a single key, you can call a team partner or answer a call for anyone in the team. When a team partner makes a call, the softkey icons for the corresponding busy lamp field key turns red. This tells you when a team partner is busy. The busy lamp field key icon flashes (yellow) to indicate that the team partner is receiving a call. To be able to use the busy lamp field key, it must have been configured as such with the call number of the team partner, either by your system administrator or by yourself in the Self Service Portal (see chapter "Configuring voice mail"). The busy lamp field keys on the phone have two states: • Line state: Line state shows the various states of the line, such as, idle, ringing, and busy. This is indi- cated by the small square on the left side of the key on the phone. Press the function key for System Events or go to the Menu > System Events on the phone. → The phone displays a list of system events. Read a system event: Select the entry you want and press the Read softkey. Delete a system event: Select the entry you want and press the Delete softkey. NOTE: If there is a new system event, the phone (when idle) displays information about the number of new system events, marking new events with a yellow warning triangle icon in the status bar. Once an event message is read, the icon does not appear in the status bar.

CHAPTER 4 PHONING • Presence state: It shows the presence state of the user such as available, absent, in a meeting, busy, or not available. The presence state is set by the team partner manually. This is indicated by the small circle on the right side of the key on the phone.The green circle indicates the team partner as available, grey as absent, yellow as in a meeting, red as busy, and black as not available. NOTE: • The line state and the presence state are independent of each other. The presence state does not change when the line state is idle or busy (ringing, connected, or on hold). • A busy lamp field can only be saved on the top softkeys and on the keys of the expansion module. • The expansion key module does not show image icons; it shows only icons with the initial letters. On expansion key module, line state is represented by LED. The LED is off when idle, solid red when connected, and flashing red when ringing.The presence state is represented by the LCD on the display. The following table shows the softkey icons on the phone, and the corresponding busy lamp field state. The following table shows the softkey icons and the presence on the busy lamp field states that they indi- cate. Softkey Icon Busy lamp field/Line state Idle Ringing Busy (On call) Busy (Call on hold) Softkey Icon Presence on busy lamp field state Available Absent Meeting

CHAPTER 4 PHONING Answering a call for a team partner Your team partner is called. The LCD on the busy lamp field key flashes. You know that your team partner is not at his desk at present and therefore decide to answer the call. You take over the call by pressing the busy lamp field key. As soon as you have answered the call, your team partner is free again. Line keys on a key telephone This section explains the different options provided by your phone when your system adminis- trator has assigned one of more configurable keys as KT line keys. KT line keys make your phone a key telephone. Busy Not available Check presence status: 1. Press the info key. 2. Press the desired busy lamp field key. →The phone status of the team partner is displayed. NOTE: Press another busy lamp field key to receive additional contact information. Calling a team partner: Press the required busy lamp field key to call the team partner. Answering a call for a team partner: Pick up the handset as long as the busy lamp field key LCD is flashing. →You hear the dialing tone. Press the busy lamp field key. → You are connected with the person who is calling your team partner.

CHAPTER 4 PHONING KT lines are the external line keys. A KT line is associated with a call distribution element (CDE) number. External user can reach you on the KT line using the Direct Dial In (DDI) number associated with the KT line. Contact your system administrator for more information. One or usually multiple phones can be connected to the KT line, for example, all employees in a travel agency who work with Europe as a desti- nation. The KT line key belonging to the KT line shows the status of the KT line through the LCD and allows you to accept calls which are made to this KT line. When there is an incoming call on a KT line of a phone while the phone is engaged in another call, an audio alert notifies you of the incoming call. Your phone becomes a key telephone as soon as your system administrator has assigned a KT line to a configurable key. With the configuration of a KT line key, your system administrator can also set up a personal line on which you can make your personal calls. All other function keys retain their function. You can make some changes in the KT line configurations through Self Service Portal. You can activate the call list option and can give a name for the KT line. You can also assign up to 15 ring melodies. KT lines can only be configured on the top softkeys and the keys of the expansion key module. NOTE: You can assign up to nine priority levels to your line keys. Answering a call on the KT line key You are being called on one or more KT line keys. The KT line key(s) flash quickly. You want to answer a call on a KT line key. If you want to answer a call on another KT line key first, press this KT line key in order to pick up the call. If you pick up the handset without pressing a KT line key, you will be connected to the highest priority KT line. NOTE: If an incoming call meets a busy KT line, the call is forwarded to the other available KT line. Only if no more KT lines are free, your caller hears a busy tone. Initiating a call through a KT line key You want to make a call through a KT line key. You can call through any free KT line key. Each KT line is associated with a call distribution element (CDE) number. This means that, by phoning, you transmit the call number associated with the active KT line key. Charges are accrued separately for each KT line key. Pick up the handset. → Connection to the KT line with the highest priority. Or: 1. Press KT line key. → KT line is selected. 2. Pick up the handset. → Connection to the selected KT line.

CHAPTER 4 PHONING Using functions with Mitel OpenCount Mitel OpenCount is a software package for call logging management in communication systems and offers a clear overview over all cost structures. The application can be integrated into your MiVoice Office 400 communication system and enables the logging, the administration, and the analysis of all call and connection data. If a Mitel OpenCount is integrated into your MiVoice Office 400 communication system, the following additional feature is also available on your phone. Activating PIN telephony The PIN telephone service is part of Mitel OpenCount. The possible applications of the PIN telephony depend on the area of use, for example in the area of health care and accommodation/hotel: • Independently from the phone you can make external calls for a fee. The credit may be limited. • You can charge the charges and the call information of your outgoing and incoming calls to specific projects. You must save this function to a configurable key using Self Service Portal (see chapter "Configuring or deleting a key assignment"). For further information, please see the product-specific user guides for Mitel OpenCount on our website (www.mitel.com) or contact your system administrator. Enter the phone number. Press a free KT line key. →The LED on the KT line key lights up. KT line is selected. Pick up the handset. → The phone number is dialed. Activating/deactivating PIN call: Press the function key for PIN call / PIN call rebook. → Function is activated/deactivated, LCD on the function key is switched on/off.

CHAPTER 4 PHONING Setting functions by remote control This section explains how you can alter your phone’s settings even if you are not directly at your phone. You are not at your desk and want to set various functions on your phone from a different phone. You can activate/deactivate many of your phone's functions by remote control from a different phone. The remote control is initiated using a special function code. You must then enter the function commands and function codes (see chapter "Overview of available functions"). MobileLink This section explains how to set the MobileLink feature. Your phone supports MobileLink, a feature that provides seamless mobile integration using Bluetooth wireless technology. Using the MobileLink feature, you can: • Sync your mobile phone’s contact list with the Mitel SIP phone. • Answer a mobile phone call using your SIP phone. • Move mobile call audio between the SIP phone and your mobile phone. NOTE: • Additional Bluetooth devices connected to your mobile phone such as smartwatches and headsets might impede or alter the behavior of the MobileLink feature. It is recommended that you discon- nect any additional Bluetooth devices from your mobile phone when using the MobileLink feature on your SIP phone. Using remote control from a third-party phone: 1. Enter function code #06. 2. Enter your phone number. 3. Enter your PIN. 4. Enter the function code for activating/deacti- vating the function you want. Pick up the handset. → You hear the acknowledgement tone. Put the handset on-hook. → The function is activated/deactivated. NOTE: The default PIN setting ‘0000’ is not accepted (for more information on the PIN, see chapter "Changing the PIN").

the MiVoice Office 400 Self Service Portal, see the section "MiVoice Office 400 Self Service Portal". You can configure Mobile keys only on the top softkeys. Mobile key Following is the procedure to configure Mobile key: 1. Log on to the Self Service Portal using your phone number and PIN. 2. Click the Phones tab. 3. Select your SIP phone. 4. Select the key to configure. 5. Select Function in Key mode. 6. Select the Mobile function from the list of options. 7. Confirm the key configuration by clicking Save. Pairing a mobile phone using Bluetooth To find out how to pair your mobile phone with your phone, see chapter "Operating Bluetooth function- ality". Pairing a mobile phone using Mobile key Mobile feature provides seamless mobile integration using Bluetooth wireless technology.

When you pair and connect a mobile phone for the first time, your phone automatically attempts to sync your mobile contacts to the Directory application. You can also manually synchronize or update your mobile contacts. NOTE: Ensure that a Function key with the value Telephone book:Local is configured as a softkey. To pair a mobile phone using the Mobile key: 1. Press the function key for Mobile. 2. Ensure that Bluetooth functionality is enabled. If it is not enabled, swipe the Blue- tooth toggle switch to the right. 3. Press Available Devices. → Your phone scans for supported Blue- tooth devices. 4. Select the mobile phone you want to pair to start the pairing process. → The phone attempts to pair the Bluetooth device and if successful, automatically con- nects to the Bluetooth device. →If pairing or connecting fails, an error message displays on screen. Press Retry to attempt to pair or connect again, or Cancel to cancel the attempt. 5. Press the Ok button to acknowledge the successful connection. → Your mobile phone is added to the list of Paired Devices and is ready to use. NOTE: For mobile phones and some other Bluetooth devices, a Bluetooth pairing request displays on both the phone and the respective mobile phone or Bluetooth device. Ensure the pairing code matches on both devices and press Yes on the phone and acknowledge the pairing request on your mobile phone or Bluetooth device. Press the Ok button to acknowledge the successful connection. → The connected Bluetooth device is added to the list of Paired Devices and is ready to use.

• If the update fails, a message notifying the failure to retrieve contacts is displayed on screen. Press Retry to attempt to update again, or Cancel to cancel the attempt. • Some mobile phones sync only the contacts that are stored on the phone’s flash memory. Contacts stored on the phone’s SIM card might not sync with the Mitel SIP phone. • Mobile contacts are cleared from the Directory application when the phone’s firmware is upgraded or when the bluetooth connection is disconnected for both SIP phone and mobile phone. If your mobile device is configured to allow for automatic re-synchronization, your phone synchronizes the contacts again the next time your mobile device connects to your SIP phone. If your mobile phone is not configured for automatic re-synchronization, you must manually synchronize your mobile contacts. Answering an incoming mobile call using your SIP phone When your mobile phone is paired and connected to your SIP phone, incoming calls on your mobile phone are indicated on your SIP phone also. To manually synchronize or update your mobile contacts: Ensure that you have paired your mobile phone with your Mitel SIP phone. See "Pairing a mobile phone using Bluetooth". Press the contacts key on the phone. Tap the Private PB softkey. Tap Mobile Contacts. To answer the incoming mobile call using your SIP phone: Pick up the handset for the handset operation. Or,

) key to reject an incoming mobile phone call. Moving audio from an active mobile call between your mobile phone and SIP phone You can switch audio from your SIP phone to your mobile phone and vice versa. Bluetooth Your phone supports MobileLink, a feature that provides seamless mobile integration using Blue- tooth wireless technology. The phone also supports the use of a Bluetooth headset or speaker- phone as an alternate audio device. Operating Bluetooth functionality You can enable or disable Bluetooth functionality on your phone by using the Bluetooth settings menu. You can also pair, connect, or unpair a Bluetooth device with your phone. Press the Speaker/Headset key ( ), or the Mobile softkey, or the Answer softkey for hands-free operation. To transfer audio from your SIP phone to your mobile phone and vice versa: Press the Push Call softkey to push the audio from your phone to your mobile phone. Press the MobileLink key to pull the mobile call audio from your mobile phone to the phone. To enable Bluetooth functionality Press the Settings key on the phone and open the static settings menu. Press the Bluetooth icon.

enable Bluetooth functionality. → The Bluetooth functionality is enabled. → A Bluetooth enabled icon appears in the status bar on the home screen of the phone. To disable Bluetooth functionality Press the settings key on the phone to enter the static settings menu. Press the Bluetooth icon. Swipe the Bluetooth toggle switch to the left to disable the Bluetooth functional­ity. → The Bluetooth functionality is disabled. To pair a Bluetooth device Press the settings key on the phone to enter the static settings menu. Press the Bluetooth icon. Ensure that Bluetooth functionality is enabled. If it is not enabled, swipe the Bluetooth toggle switch to the right. Press Available Devices. → Your phone scans for the supported Bluetooth devices. NOTE: When pairing a Mitel cordless Bluetooth handset with the phone, the device name appears in the Available Devices list as Cordless Handset followed by the last six digits of the handset’s MAC address. Select the Bluetooth device you want to pair to start the pairing process. → The phone attempts to pair the Bluetooth device and if successful, automatically connects to the Bluetooth device. →If pairing or connecting fails, an error message displays on the screen. Press Retry to attempt to pair or connect again, or Cancel to cancel the attempt.

devices, a Bluetooth pairing request displays on your SIP phone and the respective mobile phone or Blue­tooth device. Ensure the pairing code matches on both devices and press Yes on your SIP phone and acknowledge the pairing request on your mobile phone or Bluetooth device. Press OK button to acknowledge the successful connection. → The connected Bluetooth device is added to the list of Paired Devices and is ready to use. Forgetting a Bluetooth device Press the settings key on the phone to enter the static settings menu. Press the Bluetooth icon. Ensure that Bluetooth functionality is enabled. If it is not enabled, swipe the Bluetooth toggle switch to the right. Select the Bluetooth device you want to forget. Press the options icon beside the Bluetooth device you want to forget and tap the Forget softkey. A confirmation message Do you want to forget this device? displays on the screen. Press Yes to forget the Bluetooth device. → The Bluetooth device is removed from the list of Paired Devices. Disconnecting a connected Bluetooth device Press the settings key on the phone to enter the static settings menu. Press the Bluetooth icon. Ensure that Bluetooth functionality is enabled. If it is not enabled, swipe the Bluetooth toggle switch to the right.

disconnect. → The Bluetooth device is disconnected. Press OK button to acknowledge the successful disconnection. Renaming a paired Bluetooth device Press the settings key on the phone to enter the static settings menu. Press the Bluetooth icon. Ensure that Bluetooth functionality is enabled. If it is not enabled, swipe the Bluetooth toggle switch to the right. Select the Bluetooth device you want to rename. Press the options icon beside the Bluetooth device you want to rename and tap the Rename softkey. → A dialog box appears, allowing you to edit the name of the Bluetooth device. Edit the name of the device using the on-screen keyboard and tap the Save softkey to save your changes. → The Bluetooth device is renamed. Connecting to a different or disconnected Bluetooth device Press the settings key on the phone to enter the static settings menu. Press the Bluetooth icon. Ensure that Bluetooth functionality is enabled. If it is not enabled, swipe the Bluetooth toggle switch to the right. Select the Bluetooth device you want to connect to. → The phone attempts to connect to the device.

connection. → The Bluetooth device is connected and is ready to use.

CHAPTER 5 PERSONALIZING YOUR PHONE Personalizing your phone These sections explain how to adapt the phone’s basic settings to suit your personal require- ments. Configuring the display Configuring the audio properties Configuring general phone settings Protecting yourself against calls Phone book management Configuring voice mail Configuring presence profile Configuring keys Configuring the display This section explains how to set display properties. Setting the display You may find the display is too bright or too dark. Press the Option key. Press Display. Setting home screen mode: 1. Press the arrow key and select the desired mode. 2. Confirm with the softkey Save. Setting the duration for the screen saver: 1. Tap onto the input field and enter the desired time in seconds. 2. Confirm with the softkey Save.

CHAPTER 5 PERSONALIZING YOUR PHONE Configuring the audio properties This section explains how to set audio properties. Adjusting the volume You want to change the volume of the ring tone or the handset during a call. Ring volume: You can adjust the volume in the idle state or when the ring tone sounds. Press and hold the volume down button to switch off the ring tone completely. Handset volume: You need to set the volume of handset and loudspeaker separately. The new handset volume will remain saved even after the call is ended. Setting the ringing properties You want to change the way in which your phone rings. Available settings: Setting the brightness: 1. Tap onto the input field and select the desired brightness level using the arrow keys. 2. Confirm with the softkey Save. Setting the duration for brightness: 1. Tap onto the input field and enter the desired time in seconds. 2. Confirm with the softkey Save. Adjusting the volume (in idle state, during ringing phase/call): Quieter: Press the key. Louder: Press the key. Ring tones Description Ring tone 1...15 Selection of available ring melodies. Silent If you do not want to be disturbed during a certain time, you can set your phone not to ring with Suppress ring tone. Tone set Country-specific ring tone settings. This menu is set by your system administrator.

CHAPTER 5 PERSONALIZING YOUR PHONE NOTE: A list of alarm melodies is available for playback: Menu > Alarm melodies > Test. Setting the audio properties Using your phone, you can make and answer calls using the handset, headset or hands-free system.You can set custom ring melodies for your phone. The audio settings allow the use of different combinations of these three operation modes in order to achieve maximum flexibility in phone operation. The following options are available for selection: Setting the ring: Press the Option key. Press Audio > Ring Tones. 1. Tap the settings you want, the ring melody is played. 2. Confirm with the softkey Save. → Move your finger upwards and down- wards in the list to see the entire list of ring melodies. Audio settings Description Audio Mode: Setting possibilities for headset mode: • Speaker(default) The connection is established via the handset or the hands-free system. • Press the loudspeaker/headset key when in handset mode to switch to hands-free mode. • Pick up the handset when in hands-free mode to switch to handset mode. • Headset The connection is established via the handset or the headset. • Press the loudspeaker/headset key when in handset mode to switch to headset mode. • Pick up the handset when in headset mode to switch to handset mode.

CHAPTER 5 PERSONALIZING YOUR PHONE NOTES: • To find out how to make phone calls with the headset, refer to "Using a headset". • More information on the function Automatic hands-free can be found in chapter "Using your phone in hands-free mode". • You phone will automatically switch to the right audio mode if a USB headset is connect, if Bluetooth is activated and a Bluetooth headset is connect or when the headset is disconnected. • Speaker/Headset At first, incoming calls are connected in hands-free mode by pressing the loudspeaker/headset key. • Press the loudspeaker/headset key repeat- edly to switch back and forth between hands-free mode and headset. • Pick up the handset to return the conversa- tion from hands-free mode or headset to the handset at any time. • Headset/Speaker At first, incoming calls are connected in headset mode by pressing the loudspeaker/headset key. • Press the loudspeaker/headset key repeat- edly to switch back and forth between headset mode and hands-free mode. • Pick up the handset to return the conversa- tion from hands-free mode or headset to the handset at any time. Headset: Setting possibilities for your headset: • Headset Mic Vol Sets the volume of the headset microphone. • DHSG Activate/deactivate DHSG.Phoning using a cordless headset based on the DHSG standard allows you to set up and to end calls from the headset. Ask your dealer which headsets are particularly well suited for this phone. To avoid damages on the phone, always disconnect the phone from the mains power first before you install a DHSG headset. Press the Option key.

CHAPTER 5 PERSONALIZING YOUR PHONE Connect Bluetooth headset You phone has an integrated Bluetooth module that you can use to connect Bluetooth headsets. Setting the audio mode: 1. Press Audio > Audio Mode. 2. Select the mode you want and confirm with the Save softkey. Setting the headset: 1. Press Audio > Headset. 2. Select the volume you want and confirm with the Save softkey. Setting Description Connected devices All connected devices are displayed. Available devices All available devices are displayed. Press the Option key. Activate/deactivate Bluetooth mode: 1. Press Bluetooth. 2. Activate: Bluetooth-move the slider to the right. Deactivate: Bluetooth-move the slider to the left. → Bluetooth mode is activated ( ) is dis- played in the status line/deactivated.

CHAPTER 5 PERSONALIZING YOUR PHONE Configuring general phone settings This section explains other settings you can make on your phone. Selecting the language You wish to select a different user language for your display. To change both the local user language and the user language of the MiVoice Office 400 communication system, configure the language settings for your phone over the Self Service Portal only. For more infor- mation about the Self Service Portal, please refer to "MiVoice Office 400 Self Service Portal". The language selection depends on the language packages your system administrator installed on your phone. English is the default language and is included in every language package. Should your desired language not be available, your system administrator can install more language packages. If your desired language is available, but is not displayed or displayed only in parts, you have to restart your phone (see chapter "Restart phone"). Add and connect Bluetooth headset: 1. Press Bluetooth. 2. Press Available devices. → All available Bluetooth headsets are searched and displayed automatically. 3. Select the desired Bluetooth headset. → The selected headset is connected auto- matically. Please see the product specific us- er's guide of your Bluetooth headset for individual steps you have to carry out for your headset. 4. Confirm successful connection with the Ok softkey. Disconnect Bluetooth headset: 1. Press Bluetooth. → Bluetooth mode must be activated. 2. Press Paired Devices. 3. Select the desired headset and press the Disconnect softkey. → Bluetooth mode must be activated. 4. Press Ok button to acknowledge the successful disconnection.

CHAPTER 5 PERSONALIZING YOUR PHONE Selecting the time and date The settings for the time and date are made by your system administrator. The following chapter is thus intended for your system administrator or technician, who will then set the time and date for you. As system administrator or technician, you can make global settings for the time and date for all Mitel SIP phones in the MiVoice Office 400 communication system. If no NTP time server is entered in the communication system, then you can also make these settings over the phone. Available settings: Setting Description Settings • Time format 12-hour or 24-hour clock format. • Daylight savings • List of available summer time formats. – Off – 30min summertime – 1h summertime – Automatic • Date format List of available date formats. Time zone List of available global time zones. Set Date and Time Set the time and date manually or select Use Network Time and select the settings for the time server. • Use network time The settings for the time and date are controlled by the communication system. The time/date are shown on the display when in the idle state. • Time server 1-3 Settings when Use Network Time is activated: Setting menu for the IP address or domain name of the time server. If a valid time server is set, then the phone synchronises the displayed time with the specified configuration server. The phone adopts the time from time server 1. If this is not configured or cannot be reached, then the phone queries first time server 2 and then 3. • Time • Set date Settings when Use Network Time is deactivated: Setting menu for the time. The time/date are shown on the display when in the idle state. Press the Option key.

CHAPTER 5 PERSONALIZING YOUR PHONE Using Live Dialpad (single-digit dialing) Activates or deactivates the Live Dialpad. This local function is not supported by the MiVoice Office 400 communication system. Changing the PIN You want to change the PIN used to lock/unlock your phone and to thus protect your phone settings (more information about locking/unlocking your phone can be found in chapter "Locking/Unlocking your phone"). The digit combination "0000" is set as default. You can select any 2 to 8 digit combination for your new PIN. The PIN on your phone is changed using the Self Service Portal only. For more information about the Self Service Portal, please refer to "MiVoice Office 400 Self Service Portal". NOTES: • The PIN that you have changed locally on your phone cannot be displayed or overwritten over the Self Service Portal. Therefore, only configure your PIN via the Self Service Portal of the MiVoice Office 400 communication server. • Please note that your personal PIN is valid for all your phones in the one number user concept (see chapter "One number user concept"). Enter the display text for the idle state You want to change the text displayed by your phone in the idle state. The display text shown in the idle state on your phone is configured using the Self Service Portal. For more information about the Self Service Portal, please refer to "MiVoice Office 400 Self Service Portal". Press Time/Date. Settings: Press Settings. Select the setting you want and confirm with the Save softkey. Setting the time zone: Press Time Zone. Select the setting you want and confirm with the Save softkey. Set Date and Time: Press Set Date and Time. Select the setting you want and confirm with the Save softkey.

CHAPTER 5 PERSONALIZING YOUR PHONE Local IP settings Your phone saves phone-specific data such as IP address or memory space. The input of this data is password-protected; it can therefore only be carried out by your system administrator. You can however call up the data. Restart phone You want to restart your phone. You have to restart your phone after the following actions: • Installing a new language package. • Updating the newly selected language. • Installing new phone software. • Confirming new settings. NOTES: • Do not disconnect the power supply for the phone while the phone is being restarted. • Every time you disconnect the power supply or restart the phone, the phone will test if the configu- ration changed or if a language or firmware update is available. If yes, you phone will update auto- matically, which may take a few minutes. Do not disconnect the power supply for your phone while this update is carried out. Calling up the phone status: Press the Option key. Press Status. → Information is displayed by pressing the settings. Calling up the system menu: Press the function key for Menu. Press Software Version. → Settings are displayed. Press the Option key. Press Restart. Confirm the security question with Yes. → The phone is restarted.

CHAPTER 5 PERSONALIZING YOUR PHONE Protecting yourself against calls The protection function helps to protect yourself against other users applying telephony features on you via menu guidance or using function codes. Activating protection against call types You want to protect yourself against certain types of call. You can protect yourself from the following types of call: • Call waiting1 • Intrusion • Call forwarding • Announcement • Fast take • Remote control Protection for these call types is configured using the Self Service Portal. For more information about the Self Service Portal, please refer to "MiVoice Office 400 Self Service Portal". Phone book management This section includes important information on your phone books. Selection If your phone is connected to an MiVoice Office 400 communications system, then the following phone books can be selected: System phone book The system phone book contains the contacts of the users on the MiVoice Office 400 communication system and your private contacts, to which only you have access. It is integrated into the MiVoice Office 400 communication system by your system administrator. With the help of quickdial and dialing by name in the system phone book (see chapter "Dialing from the phone book (directory lookup)"), you can search for and call both a contact in the MiVoice Office 400 communication system and in your private phone book. Local phone book: Aside from the system phone book, your phone also has a local phone book. This can be assigned to a function key. The local phone book is not supported by the MiVoice Office 400 communication system. This implies that contacts saved in this local phone book are only available on your Mitel SIP phone. The search func- tion in the system phone book (quickdial and dialing by name) does not search in the local phone book. 1. Your system administrator can set the MiVoice Office 400 communication system to ignoring this call waiting block.

CHAPTER 5 PERSONALIZING YOUR PHONE NOTE: In the option menu (option key > Phone book), you can change the desired order of names and sorting. Private contacts: We recommend using the following products to manage your private contacts: • Self Service Portal (see chapter "MiVoice Office 400 Self Service Portal"). • Mitel OfficeSuite • External directories, such as Microsoft Exchange (provided your MiVoice Office 400 communication system is synchronised with external directories). Configuring voice mail This section explains how to set your voice mail. Managing personal voice mail greeting Depending on the system configuration, you have the option of recording up to 3 different greetings (e.g. for absences or holidays). Give each greeting an appropriate name. Depending on the system configura- tion a caller may or may not be able to leave a message. If no personal greeting is activated or if none is available, the global greeting is activated automatically, provided it has been recorded. For further information on voice mail, refer to your system administrator or the user's guide User Guide Voice Mail Systems on the \_Mitel DocFinder. The following options are available for further editing of your voice mail greetings: Operation of voice mail is available via the system menu, a function key (see chapter "Configuring keys"), or the Self Service Portal (see chapter "MiVoice Office 400 Self Service Portal"). To know more about options for editing voice messages, see chapter "Editing options for voice messages". Menu Description Record Record voice mail greeting. Select Activating the voice mail greeting. Edit Renaming the voice mail greeting. Mode: Selecting the mode: • Recording allowed Caller can leave a message. • Recording not allowed Caller cannot leave a message. Play Play voice mail greeting

CHAPTER 5 PERSONALIZING YOUR PHONE Configuring presence profile You want to manage your incoming calls taking your current presence status into account (see chapter "Organizing absences from the desk"). Press the function key for Voice mail. Press the More > Greeting softkey. Renaming the voice mail greeting: 1. Select the greeting you want and press the Modify softkey. 2. Enter the name and confirm with the Select softkey. Recording voice mail greeting: 1. Select the greeting you want and press the Record softkey. 2. Pick up the handset and record your own personal greeting. 3. Stop the recording using the Done softkey. Playing voice mail greeting: 1. Select the greeting you want and press the Play softkey. 2. You can monitor your personal greeting text and re-record it if necessary. → Press the loudspeaker key to hear the text being played over the loudspeakers. Selecting the mode: 1. Select the greeting you want and press the Mode softkey. 2. Select the mode you want. → Mode is activated. Activating the voice mail greeting: Press the arrow key to the right of the greeting or select the greeting you want and press the Select softkey.