Siemens HiPath 4000 Operating Instructions Manual

optiPoint 420 economy plus optiPoint 420 standard Operating Instructions

2 About these Operating Instructions These Operating Instructions describe the use of the optiPoint 420 economy/economy plus/ standard in conjunction with the HiPath 4000 Communication Server, Version 3.0. They describe all functions you can use from your telephone. You may find that some func- tions you wish to use are not available on your telephone. This may be due to one of the following reasons: • The function has not been configured for your telephone - please contact your service personnel. • Your communications platform does not support this function - please contact your ser- vice personnel. Important Notes The information provided in this document contains merely general descriptions or charac- teristics of performance which in case of actual use do not always apply as described or which may change as a result of further development of the products. An obligation to provide the respective characteristics shall only exist if expressly agreed in the terms of contract. The telephone must not come into contact with abrasive liquids or liquids which are liable to discolor it, such as tea, coffee, fruit juices or soft drinks. Care of the telephone � page 123. Never operate the telephone in an environment where there is a risk of ex- plosion. Only use Siemens accessories. The use of other manufacturers’ accesso- ries may be dangerous and will render the warranty and approval null and void. Never open the telephone set or an add-on unit. If any problems arise, con- tact your service personnel.

3 Labels The CE symbol certifies compliance of this equipment with the EU and UL directives. This device has been manufactured in accordance under a certified environ- mental management system (ISO 14001). This process ensures that energy consumption and the use of primary raw materials are kept to a minimum, thus reducing waste production. All electrical and electronic products should be disposed of separately from the municipal waste stream via designated collection facilities appointed by the government or the local authorities. The correct disposal and separate collection of your old appliance will help prevent potential negative consequences for the environment and human health. It is a precondition for reuse and recycling of used electrical and elec- tronic equipment. For more detailed information about disposal of your old appliance, please contact your city office, waste disposal service, the shop where you pur- chased the product or your sales representative. The statements quoted above are only fully valid for equipment which is in- stalled and sold in the countries of the European Union and is covered by the directive 2002/96/EC. Countries outside the European Union may have other regulations regarding the disposal of electrical and electronic equip- ment.

Important Notes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2 Basic Usage Instructions . . . . . . . . . . . . . . . . . . . . . . .9 The optiPoint 420 economy/economy plus/standard control panel. . . . . 9 Display. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 10 ... directly . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 11 ... via the Service Menu . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 11 ... using a function key. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 11 Self Labelling Key Function . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 12 Basic and enhanced functions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 12 Additional multiline and group functions . . . . . . . . . . . . . . . . . . . . . 12 Additional executive/secretary functions (not used in US). . . . . . . . 12 Optional main menu . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 13 How to make best use of your telephone. . . . . . . . . . . . . . . . . . . . . . . 13 Safety Precautions for IP Telephony . . . . . . . . . . . . . . . . . . . . . . . . . . . 13 Making Calls – Basic Functions . . . . . . . . . . . . . . . .14 Answering calls . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 14 Answering a call with the handset. . . . . . . . . . . . . . . . . . . . . . . . . . 14 Answering a call via the speaker key (speakerphone) . . . . . . . . . . . 14 Switching to the handset. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 15 Open listening . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 15 Making Calls . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 15 Dialing with the handset off-hook . . . . . . . . . . . . . . . . . . . . . . . . . . 15 Dialing with the handset on-hook . . . . . . . . . . . . . . . . . . . . . . . . . . 16 Ending the call . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 16 Saved number redial . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 16 Making a second call (consultation). . . . . . . . . . . . . . . . . . . . . . . . . . . . 17 Alternating between two calls (toggling) . . . . . . . . . . . . . . . . . . . . . 18 Transferring a call. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 18 Using call forwarding . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 19 Station fixed forwarding. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 21 Station variable forwarding . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 23 Using the callback function . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 26 Storing a callback request . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 26 Answering a callback request . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 27 Rejecting a callback request . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 27 Checking/cancelling saved callback requests . . . . . . . . . . . . . . . . . 27 Save on redial . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 28 Store/process on destination dial number . . . . . . . . . . . . . . . . . . . . 28 Storing a caller’s number or a number that has been dialed . . . . . . 31

Dialing with repertory keys . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 32 Adjusting the ringer volume. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 33 Adjusting the ringer pitch. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 33 Adjusting the display contrast . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 33 Modifying the key labelling contrast . . . . . . . . . . . . . . . . . . . . . . . . 33 Adapting the speakerphone function to the acoustics of your room 34 Setting the volume of the alerting tone . . . . . . . . . . . . . . . . . . . . . . 34 Adjusting the angle of the display . . . . . . . . . . . . . . . . . . . . . . . . . . 34 Selecting the language for user prompts (displays). . . . . . . . . . . . . 35 Making Calls – Convenience Functions . . . . . . . . .36 Answering Calls. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 36 Group call and pickup. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 36 Picking up a specific call . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 36 Taking a call in a hunt group. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 37 Incoming call on loudspeaker (speaker call 2-way) . . . . . . . . . . . . . 37 Answering a call on the headset . . . . . . . . . . . . . . . . . . . . . . . . . . . 38 Using a call list (missed calls) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 39 "Missed calls" key . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 41 Speed-dial . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 42 Using the mailbox . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 43 Direct call to a colleague via loudspeaker (voice calling) . . . . . . . . . 44 Using the call waiting function. . . . . . . . . . . . . . . . . . . . . . . . . . . . . 45 Activating/deactivating call waiting . . . . . . . . . . . . . . . . . . . . . . . . . 45 Answering the waiting call . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 45 Accept service menu-controlled second call . . . . . . . . . . . . . . . . . . 46 Using the switchover button . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 47 Re-indication . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 48 Time key . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 48 Setting up a conference. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 50 Expanding the conference . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 51 Transferring the conference. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 52 During the conference . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 53 Entering commands with tone dialing (DTMF suffix dialing) . . . . . . . . . 54 Parking a call automatically and taking it at a later date . . . . . . . . . . 55 Parking a call manually and then taking it at a later date . . . . . . . . . 56 Taking a parked call . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 57 Parking is not possible . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 58 Camping on a colleague’s call . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 59 Overriding a colleague’s call (intrude) . . . . . . . . . . . . . . . . . . . . . . . 59 System-wide voice calling . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 61 Voice calling in a group . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 62 Announcement to all members of a line group . . . . . . . . . . . . . . . . 64

Activating and deactivating forwarding using features settings . . . 65 System call forwarding . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 65 Call forwarding via code numbers . . . . . . . . . . . . . . . . . . . . . . . . . . 66 Call-forwarding via call-forwarding key. . . . . . . . . . . . . . . . . . . . . . . 68 Forwarding calls for a different terminal . . . . . . . . . . . . . . . . . . . . . . . . 69 Storing a destination for another telephone/ activating call forwarding . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 69 Storing a destination for fax, PC or busy/activating call forwarding. 70 Checking/deactivating call forwarding for another telephone . . . . . 71 Checking/deactivating call forwarding for fax, PC or busy. . . . . . . . 71 Changing call forwarding for another terminal. . . . . . . . . . . . . . . . . 72 Saving Functions and Appointments . . . . . . . . . . . .73 Saving individual speed dialing numbers. . . . . . . . . . . . . . . . . . . . . . . . 73 Extension. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 73 Programming short dial . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 74 Creating timed reminders . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 76 Timed reminders . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 77 Making project calls . . . . . . . . . . . . . . . . . . . . . . . . . .78 Setting up a project call . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 78 Private Sphere/Security . . . . . . . . . . . . . . . . . . . . . . .80 Activating/deactivating do not disturb . . . . . . . . . . . . . . . . . . . . . . . . . . 80 Suppressing your number on called party’s display . . . . . . . . . . . . . . . 81 Locking your telephone . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 82 Using Other Functions. . . . . . . . . . . . . . . . . . . . . . . . .84 Using a different telephone in the same way as your own . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 84 Logging on to a different telephone . . . . . . . . . . . . . . . . . . . . . . . . . . . 84 Identifying yourself with PIN and dialing . . . . . . . . . . . . . . . . . . . . . 84 Identification with the chip card. . . . . . . . . . . . . . . . . . . . . . . . . . . . 86 Deactivating identification at the other telephone. . . . . . . . . . . . . . . . . 86 Shift "guest telephone" . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 87 Connect to "home telephone" again. . . . . . . . . . . . . . . . . . . . . . . . . 87 Log off through the "home telephone". . . . . . . . . . . . . . . . . . . . . . . 88

Using line keys . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 89 Preview . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 90 Taking calls in the order offered. . . . . . . . . . . . . . . . . . . . . . . . . . . . 91 Taking calls with priority. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 91 Storing a selected number or the number of a caller. . . . . . . . . . . . 96 Line mailbox . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 96 Checking the mailbox. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 97 Answering a callback request . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 97 Next entry . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 97 Deleting mailbox entries . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 97 To terminate viewing of mailbox entries . . . . . . . . . . . . . . . . . . . . . 97 Alternating between different lines. . . . . . . . . . . . . . . . . . . . . . . . . . . . 98 Ending a call on a line key . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 99 Adding another party to a line (conference). . . . . . . . . . . . . . . . . . . 99 With automatic privacy configured . . . . . . . . . . . . . . . . . . . . . . . . . . . . 99 Allow bridging . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 99 Preventing bridging . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 100 Terminating a connection on a line key . . . . . . . . . . . . . . . . . . . . . 100 Holding a call on a line key exclusively and retrieving it . . . . . . . . . . . 102 Forwarding calls for lines. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 103 Storing and activating station variable call forwarding for a line . . 103 Storing and activating a station fixed call forwarding destination for a line . . . . . . . . . . . . . . . . . . . . . . . . . . 104 Reactivating station fixed call forwarding for a line (without storing a different destination) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 104 Cancelling the station fixed call forwarding destination. . . . . . . . . 105 Deactivating call forwarding for a line . . . . . . . . . . . . . . . . . . . . . . 105 Direct call keys . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 106 Understanding the lamp signals on direct call keys. . . . . . . . . . . . 106 Calling a line partner. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 107 A line partner calls you. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 107 Making calls in an executive/secretary team (not used in US) . . . . . . . . . . . . . . . . . . . . . . . . . . . . .108 Calling executive or secretary’s office. . . . . . . . . . . . . . . . . . . . . . . . . 108 The lamp statuses of direct station selection (DSS) keys . . . . . . . 108 Making a call to the executive/secretary . . . . . . . . . . . . . . . . . . . . 108 Taking a call for the executive in the secretary’s office. . . . . . . . . . . . 109 Taking a call for the executive during a call in progress. . . . . . . . . 109 Forwarding calls directly to the executive . . . . . . . . . . . . . . . . . . . . . . 110 Taking calls for other executive/secretary teams . . . . . . . . . . . . . . . . 111 Using second telephone for executive . . . . . . . . . . . . . . . . . . . . . . . . 111 Designating a deputy for the secretary . . . . . . . . . . . . . . . . . . . . . . . . 113

Calling a direct station selection (DSS) user . . . . . . . . . . . . . . . . . 114 Taking a call for a direct station selection (DSS) user . . . . . . . . . . 114 Group park and retrieval of call . . . . . . . . . . . . . . . . . . . . . . . . . . . 115 Checking the telephone . . . . . . . . . . . . . . . . . . . . . .116 Checking its functionality. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 116 Change key fields. . . . . . . . . . . . . . . . . . . . . . . . . . . .118 Special functions for One Number Service . . . . .121 Labeling, documentation and accessories. . . . . .122 Labeling Key Fields (not used in US). . . . . . . . . . . . . . . . . . . . . . . . . . 122 Attaching a Station Number Label (not valid for US) . . . . . . . . . . . . . . 122 Documentation . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 122 Advice for users . . . . . . . . . . . . . . . . . . . . . . . . . . . . .123 Care of the telephone . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 123 Troubleshooting. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 123 Dealing with error messages on the display . . . . . . . . . . . . . . . . . . . . 124 Who to contact if a problem occurs . . . . . . . . . . . . . . . . . . . . . . . . . . 125 Index. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .126 Maximum Service Menu functions available . . .128

9 Basic Usage Instructions The optiPoint 420 economy/economy plus/standard control panel Illuminated* grafic display 2 lines each with 24 characters Keys for telephone settings Handsfree micro- phone* Speaker for open listening Key for confirming a function Key for scrolling to functions Handset Key fields with: – automatic Key labeling – Lamps (LEDs) – Function keys Dialing keypad optiPoint self labelling key module* Possible allocation of the function keys on optiPoint 420 Allocation of the optiPoint self labelling key module* *) only for optiPoint 420 standard available Group Park Callback Camp/Overide Call Forward Clear/Cancel Main Menu Saved # Dial Mailbox Speaker Pickup Shift X

Basic Usage Instructions 10 How to use this user guide The operating procedures are presented in a logical sequence in the colored column. The symbols used have the following meanings: n Lift the handset. t Replace the handset. o Enter number or code. u or v Press the setting keys on the telephone. Press the key. Press the key that is lit. Press the key that is flashing. : The selection option is shown on the display. Confirm with key :. > : Look for the selection option. Press keys < > until the selection option appears on the display. Then confirm with key :. Display Line 1 contains instructions or acknowledgment mes- sages, depending on the particular situation. Line 2 contains selection options for functions, which you can confirm by means of :. If the character ">" is visible on the right-hand side, there are further selection options, which can then be accessed using < >. Prog./Serv. Speaker RT Consultation? > Ringer pitch? > Please dial: > Callback? >

11 Step by Step How to activate functions ... directly Certain functions can be selected directly in the idle state, for example: > : > : Make your selection with < > and confirm it with :. Other functions can be selected directly in certain call situations. You dial a number but the other party is busy: : Confirm with :. or > : Make your selection with < >, confirm it with : and dial another number. ... via the Service Menu First press the program/service key. You are then of- fered a number of selection options. Example: sup- pressing the number display at the called party � page 81: Press the key. lf Use the service code to switch to the Display Suppres- sion function. The service codes are listed in the quick- reference operating instructions (appendix). or Press the key. > : Make your selection with < > and confirm it with :. > : Select again with < > and confirm with :. ... using a function key You can activate directly a HiPath function that you have saved on a key � page 75, for example Press the key. The function is executed. UK:Var. call forw. on? > US:Act. FWD-VAR-ALL-BOTH? > Callback? > Dial again? > Prog./Serv. Prog./Serv. More features? > Display suppression? > Camp/Overide

12 Which functions can be used? Self Labelling Key Function Thanks to the Self Labelling Key function, you do not need to label your telephone's programmable function keys manually. Depending on how they are programmed, your HiPath automatically assigns a standard label to your function keys. However, if you wish, you can also define your own text labels for the function keys rather than using the standard labels � page 118. Basic and enhanced functions You can use all of the communication platform’s basic and enhanced func- tions that are offered in the dialog on the display, in the service menu, in a main menu and on the function keys. Additional multiline and group functions � page 89 These are configured by the service personnel. You can use the multiline and group functions in addition to the basic and enhanced-convenience functions. A telephone with line keys is identifiable by the fact that your number and the numbers of your colleagues have been assigned to line keys. You have access to all lines and you can also make calls via several lines simultaneously. The individual telephone can also be configured (as a keyset) for multi-line operation, for example, for use by nonteam members or by brokers who are in contact with clients on several lines simultaneously. Additional executive/secretary functions (not used in US) � page 108 These are configured by the service personnel. You can use the executive/ secretary functions in addition to the basic and enhanced-convenience functions. A telephone with an executive/secretary (not used in US) con- figuration is identifiable by the executive or secretary line keys for direct calls to the executive or to the secretary’s office. An executive/secretary telephone also has an intercept key, while a secretary’s telephone has a pickup and a deputy key.

13 Step by Step Optional main menu Your system administrator can provide a customized key to give you access to a main menu. On this main menu you can choose from the following options: Press the key. > : Use functions such as the redial or speed dial features. > : Launch functions such as forwarding or code input. > : View active features such as forwarding or do-not- disturb. > : Branch to the usual service menu. > : Branch to the settings on the service menu. > : Exit the menu. The menu item "Main menu?" will be available on every submenu. How to make best use of your telephone • No doubt you have colleagues or outside business associates to whom you make frequent calls. You can save a great deal of time and effort by storing these numbers on keys (Storing a speed dialing number on a key � page 28). • All too often the number you have dialed is busy. But afterwards you are extremely busy and completely forget to try calling it again. Our advice: make a habit of using the Callback function � page 26. Safety Precautions for IP Telephony Different methods can be implemented to protect an IP environment from external attacks (denial of service at- tacks, viruses, etc.) and call monitoring. There are no special procedures for operating this de- vice. Please contact your service personnel to find out more about IP telephony security. Main Menu Speed dial features? > More features? > View active features? > Program/Service? > Phone settings? > Exit? >

Making Calls – Basic Functions 14 Making Calls – Basic Functions Answering calls Answering a call with the handset The telephone rings. The caller is displayed. n Lift the handset. Answering a call via the speaker key (speakerphone) The telephone rings. The caller is displayed. Press the key. The lamp lights up. You are in speakerphone mode. u or v Increase or decrease the volume. Keep pressing the keys until the desired volume level is set. Ending the call: Press the key. The lamp goes out. Notes for speakerphone mode: • Tell the called party that you are using speaker- phone. • The speakerphone conversing equipment works best at low volume settings. • The ideal distance between yourself and the tele- phone for speakerphone conversing is approx. 20 inches. This function is only available with optiPoint 420 standard. Speaker Speaker

15 Step by Step Switching to speakerphone Precondition: You are making a call with the handset. and t Press the speaker key and release, then put the hand- set down and continue the call. Switching to the handset Precondition: You are on the phone in speakerphone mode. n Lift the handset. Continue the call. Open listening You can allow other persons in the room to listen in on the call. Always inform the other party that you are switching to the speaker. Precondition: You are making a call with the handset. To activate: Press the key. The lamp lights up. To deactivate: Press the key. The lamp goes out. Making Calls Dialing with the handset off-hook n Lift the handset. p Internal: Enter the number. External: Enter the access code and the number. The called party is busy or does not answer: t Replace the handset. This function is only available with optiPoint 420 standard. Speaker This function is only available with optiPoint 420 standard. Speaker Speaker

Making Calls – Basic Functions 16 Dialing with the handset on-hook p Internal: Enter the number. External: Enter the access code and the number. The called party answers. The call is on your speaker: n Lift the handset. or When handset is on-hook: speakerphone only available with optiPoint 420 standard. The called party is busy or does not answer: Press the key. The lamp goes out. Ending the call t Replace the handset. Saved number redial If your telephone is configured for this type of redialing, you can save a number and then dial it later � page 31. You can redial the number at the push of a button. Press the key. The other party answers: n Lift the handset. or With the handset on-hook: speakerphone (only avail- able with optiPoint 420 standard). Speaker Saved # Dial

17 Step by Step Last number redial If your telephone is configured for this type of redialing, each number dialed is saved for possible redialing. Press the key. possibly Press the key (only for optiPoint 420 standard). or n Lift the handset. > : Select and confirm. The other party answers: n Lift the handset. or With the handset on-hook: speakerphone (only avail- able with optiPoint 420 standard). Making a second call (consultation) During a call in progress you can set up a second call, for example, to obtain information. The first party is placed on hold. : Confirm. p Make your call to the second party. Release the second call – return to the first call: : Confirm. Last # Dial Speaker Last number redial? > Consultation? > Release and return? >

Making Calls – Basic Functions 18 Alternating between two calls (toggling) Precondition: You have either made a second call (see above) or taken a waiting call � page 45 during a call in progress. To switch to the waiting party: > : > : Select and confirm. Release the present call – return to the other call: > : Select and confirm. Setting up a conference call: : Confirm. An alerting tone indicates that all three users have been interconnected to form a conference circuit. Transferring a call If the person you are conversing with wishes to be transferred to one of your colleagues, you can transfer the call to this third party. Extending the call with prior announcement: : Confirm. p Call the other party and inform him or her that the wait- ing user wishes to be put through. t Replace the handset. The two users are connected to each other. Extending the call without prior announcement: > : Select and confirm. p Enter the number of the desired party. t Replace the handset. UK:Toggle? > US:Toggle/Connect? > Release and return? > Conference? > Consultation? > Start transfer? > If a connection is not set up between the other two parties within 40 seconds, you are recalled. You are then connected to the first party again.

19 Step by Step Call Forwarding Using call forwarding You can program two types of call forwarding: • Station fixed forwarding1, and • station variable forwarding With station fixed forwarding you can program a for- warding destination that will remain valid until you change or delete it. This forwarding function can be switched on and off. With station variable forwarding you can choose be- tween 6 different types of forwarding: • Station variable unconditional/all forwarding – forwarding for internal calls only – forwarding for external calls only – forwarding for both internal and external calls • Forwarding for busy (int/ext) • Forwarding after no answer (int/ext) • Forwarding for busy and ring no answer Call forwarding is activated when a forwarding destina- tion is programmed. When the station variable forward- ing function is switched off, the forwarding destination is automatically deleted If your telephone belongs to an ONS group (One Number Service � page 121), please note the following features: Call forwarding can be set up on any telephone in the ONS group and then applies for all tele- phones in the ONS group. Call forwarding between two telephones in an ONS group is not possible 1. Station fixed forwarding is optional

Making Calls – Basic Functions 20 When forwarding is activated you can see the following display in the idle menu: See � page 66 to find out how to activate/de-activate call forwarding via codes or an installed forwarding key. Forwarding type Display message Station fixed forwarding Station variable forward- ing Forwarding to e.g. 222 Eric Brown (own number) Forwarding for internal/ external calls only Forwarding for internal/exter- nal On Forwarding for busy Forwarding on busy On Forwarding after time Forwarding on timeout On Forwarding for busy and ring no answer Forwarding on busy or time- out On Station fixed forwarding Fixed forwarding On

21 Step by Step Station fixed forwarding If you have programmed a forwarding destination for station fixed forwarding, you can activate and deacti- vate the forwarding facility either in the program/service menu or with a forwarding key configured by your ser- vice personnel. The programmed forwarding destina- tion remains valid until you change or delete it. Programming/changing a forwarding destination Press the key. The lamp lights up. : Confirm. : Confirm. Display shows "Station variable forwarding". : Confirm. Display shows "Station fixed forwarding". If for- warding has been programmed the destination is dis- played. > Start "Station fixed forwarding". p Enter the number of the forwarding destination. Any destination previously saved will be overwritten. : Confirm when the complete number has been entered. Activating/deactivating station fixed forwarding You can only activate station fixed forwarding if a desti- nation number has been programmed. Press the key. The lamp lights up. : Confirm. : Confirm. Display shows "Station variable forwarding". : Confirm. Display shows "Station fixed forwarding". If for- warding has been programmed the destination is dis- played, whether forwarding is switched on or off. > : Select and confirm. Station fixed forwarding is activated. Output in first line. The following display message ap- pears in the idle menu: Forward to for example, 2223 Klaus Meier (own number). Prog./Serv. Destinations? > Call forwarding? > Next forwarding type? > Next forwarding type? > Enter destination: > Save? > Prog./Serv. Destinations? > Call forwarding? > Next forwarding type? > Activate? > FWD-FIXED on

Making Calls – Basic Functions 22 or > : Select and confirm. Station fixed forwarding is deacti- vated. Output on first line display. If station variable forwarding was previously pro- grammed and activated, it is deactivated and the for- warding destination is deleted. Deactivating station fixed forwarding in the idle menu You can also deactivate station fixed forwarding in the idle menu. > : > : Select and confirm. Station fixed forwarding is deacti- vated. The destination number is retained. Activating and deactivating with call forwarding key Activating Press the key. The lamp lights up. Deactivating Press the key. The lamp goes out. Deleting the destination for station fixed forwarding You can delete the destination for fixed forwarding. Press the key. The lamp lights up. : Confirm. : Confirm. Display shows "Station variable forwarding". : Confirm. Display shows "Station fixed forwarding" and the forwarding destination. > : Select and confirm. The forwarding destination is delet- ed. If station fixed forwarding was activated it is now switched off. If a forwarding key has been configured it is deactivated. Deactivate? > FWD-FIXED off UK:Call forwarding off? > US:Deact call forwarding? > Call Forward Call Forward Prog./Serv. Destinations? > Call forwarding? > Next forwarding type? > Delete? >

23 Step by Step Station variable forwarding With station variable forwarding you can choose be- tween 6 different types of call forwarding: • Station variable unconditional/all forwarding • Forwarding for internal calls only • Forwarding for external calls only • Forwarding for busy (int/ext) • Forwarding after no answer (int/ext) • Forwarding for busy and ring no answer The forwarding types are mutually exclusive except for forwarding for internal and forwarding for external. You can program a forwarding destination for both of the two exceptions and thus activate them both. Example: You had activated station variable forwarding. You now program and thus activate forwarding after timeout. Sta- tion variable forwarding is automatically deactivated and its forwarding destination is deleted. Selection of a station variable forwarding type Select the items Destinations and Forwarding in the Service Menu. Press the key. The lamp lights up. : Confirm. : Confirm. "Station variable forwarding" will be offered first. Output on first line display. Output on second line display. : Confirm to select the next forwarding type. Output on first line display. Output on second line display. or If you have already programmed a station fixed forward- ing destination. Output on first line display. Output on second line display. : Confirm to select the next station variable forwarding type. Prog./Serv. Destinations? > Call forwarding? > FWD-VAR-ALL-BOTH off Next forwarding type? > FWD-FIXED off Next forwarding type? > FWD-FIXED off 22805 Eric Brown >

Making Calls – Basic Functions 24 Output on first line display. Output on second line display. : To select the next station variable forwarding type. Output on first line display. Output on second line display. or > To edit the current station variable forwarding type. Output on first line display. Output on second line display. Programming/changing the forwarding destination Press the key. The lamp lights up. : Confirm. : Confirm. Display shows "Station variable forwarding". : Confirm. Display shows " Station fixed forwarding". : Confirm. Display shows "Forwarding for internal". > Open a forwarding type, for example, "Forwarding for in- ternal". > : p Enter the number of the forwarding destination. Any destination previously saved will be overwritten > : Confirm when the complete number has been entered. To select a different forwarding type, proceed as de- scribed on � page 23. If station variable forwarding was previously pro- grammed and activated, it is deactivated and the for- warding destination is deleted (for exception, see � page 23). Station fixed forwarding is deactivated. Deleting a forwarding destination A station variable forwarding destination is automatical- ly deleted when the forwarding type is switched off. FWD-VAR-ALL-INT off Next forwarding type? > FWD-VAR-ALL-EXT off Next forwarding type? > FWD-VAR-ALL-EXT off Enter destination: > Prog./Serv. Destinations? > Call forwarding? > Next forwarding type? > Next forwarding type? > Next forwarding type? > Enter destination: > Save? >

25 Step by Step Activating station variable forwarding Station variable forwarding is automatically activated when the forwarding destination is programmed. Unconditional variable programming can also be activat- ed in the idle menu. > : > : Select and confirm while the phone is idle. p Enter the number of the destination. : Confirm. This also activates the forwarding facility. Deactivating station variable forwarding You can deactivate all station variable forwarding types in the Service Menu. Press the key. The lamp lights up. : Confirm. : Confirm. Display shows "Station variable forwarding". : Confirm. Display shows "Station fixed forwarding". : Confirm. Display shows "Forwarding for internal". > Open a forwarding type, for example, "Forwarding for in- ternal". > : Select and confirm. Station variable forwarding is deac- tivated and the forwarding destination is deleted. Output on first line, for example, for "Forwarding for in- ternal". To select another station variable forwarding type, pro- ceed as described on � page 23. Checking forwarding To check up on the status of the forwarding types, pro- ceed as described on � page 23. The status "ON" or "OFF" is shown in the first line. The forwarding destina- tion is shown in the second line display if this station variable forwarding type is activated. UK:Var. call forw. on? > US:Act. FWD-VAR-ALL-BOTH? > If you enter a cross-system number, you must press r after entering the number. Save? > Prog./Serv. Destinations? > Call forwarding? > Next forwarding type? > Next forwarding type? > Next forwarding type? > Deactivate? > FWD-VAR-ALL-INT off

Making Calls – Basic Functions 26 Deactivating station variable forwarding in the idle menu You can also deactivate the following station variable forwarding types in the idle menu: • Station variable forwarding • Forwarding for internal and for external > : > : Select and confirm while the phone is idle. Forwarding is deactivated and the forwarding destination is deleted. Using the callback function If the telephone that you have called is busy or there is no answer, you can request a callback. This also applies to external calls via ISDN switching centers. This saves you having to dial the number repeatedly. You are then called back • as soon as the other party terminates his or her call • as soon as the other party makes and completes a call • as soon as the other party checks his or her mailbox and responds to your callback request � page 43. Storing a callback request Precondition: The internal called party is busy or there is no answer. : Confirm. or > : Select and confirm (if the other party has programmed call forwarding, you will be called back from the call forwarding destination). UK:Call forwarding off? > US:Deact call forwarding? > If your telephone belongs to an ONS group (One Number Service � page 121), please note the following features: Callback On Busy is indicated only on the busy telephone, not in the whole ONS group. Callback On No Reply is entered in the mailbox � page 43 for all internal system telephones in an ONS group. Callback? > Callback? >

27 Step by Step Answering a callback request Precondition: A callback request has been saved. The telephone rings. The Cancel Callback message in- forms you that this is a callback. n Lift the handset. You hear ringing tone. or Press the key. The lamp lights up. You hear ringing tone. You are in speakerphone mode (only available with optiPoint 420 standard). Rejecting a callback request The telephone rings. The Cancel Callback message in- forms you that this is a callback. : Confirm. or Let the telephone ring four times; do not answer the call. Checking/cancelling saved callback requests Precondition: You have saved callback requests. > : Select and confirm. The oldest entry is displayed first. > : Select and confirm to view further entries. Canceling an entry that is displayed: > : Select and confirm. Ending: Press the key. The lamp goes out. Speaker Cancel callback? > Display callbacks? > Next callback? > Delete? > Prog./Serv.

Making Calls – Basic Functions 28 Store call numbers and sequences on the key A user can store access codes, PIN numbers and call numbers on a redial or destination dial key simulta- neously in a sequence, and then dial by simply pressing that key. Example of a sequence: Call transfer type + destina- tion call number. Save on redial Press key. Press key. : Confirm. p e.g., Specify server access + PIN number + code num- ber + destination call number or only call number. : Confirm Store/process on destination dial number There are many use examples for using the linking of code and PIN numbers with call numbers or codes and destination call numbers. For instance: • Direct talk with destination • Call transfer with destination • Change night switching variants • Program the PIN and telephone number on a key of a different telephone for the sake of identification • Lock the telephone with simultaneous call transfer to a destination telephone • Call number dialling with pause • Automatic call-back with destination call number. Prog./Serv. Saved # Dial New entry? > Save? > You can dial the saved telephone number or se- quences by pressing a single key � page 16. The maximum number of characters in the destina- tion dial key is 22.

29 Step by Step Precondition: You have created a "Destination dial number" � page 75. Press key. The lamp lights up. : Confirm. > : > : Select and confirm. poss. Has the destination dial number been created in the optiPoint self labelling key module, the level shift key pressed several times, in order to select the level (level 1 ... 4). (Only available with optiPoint 420 standard). Press the desired destination dial key. Enter number and determine inscription : Confirm. p Enter number. : : Confirm. Your entries are saved. : Confirm. The entered destination number is displayed as a key in- scription (e. g. NA 5412). or > : Select and confirm. The name assigned to the destination number is dis- played as key inscription, if the name is assigned in the HiPath 4000 (e. g. NA Jones). or > : Select and confirm. Select and acknowledge to enter a name of your choice (e. g. Jack Jones). For further information see � page 118. or Enter number with automatic call-back (example) > : Select and confirm. "RF" appears in the display p Add destination call number Prog./Serv. Destinations? > UK:Direct dest. select? > US:Repdial? > Shift X Enter new number? > UK:Finished? > US:Completed? > Use Destination Number?> R Use Destination Name? > R Create Personal Label? > R Enter Consult? > If you press this key when a call is in progress, a call-back operation is executed immediately. The first caller waits and the number of the stored destination party is dialled.

Making Calls – Basic Functions 30 or Enter the number with pause (example) > : Select and confirm. A "P" appears in the display. p Enter more numbers or Just delete the existing number > : Select and confirm. The number and the name (if avail- able) is deleted. or If you have mistyped the entry > : Select, confirm and enter the sequence again. Save entry > : Select and confirm. Your entries are saved. Lock the telephone with simultaneous transfer to another destination (example) qfd Enter telephone locking code e.g., *20 qhk Activate call transfer code e.g., *47 p enter destination call number Enter Pause? > Delete? > Cancel? > Save? > In networked systems, the sequence must be suffixed with r. You can dial the saved telephone number or se- quences by pressing a single key � page 32. The maximum number of characters in the destina- tion dial key is 22. Note: The length of a pause is 3 characters.

31 Step by Step Storing a number for redialing Precondition: Your telephone is programmed for "Saved number redial" not "Last number redial". Storing a caller’s number or a number that has been dialed You are still on the phone with someone you have called or someone has called you and whose number ap- peared on your display. Press the key. "Saved" is displayed. Press the key. The lamp goes out. or t Replace the handset. Storing any number Precondition: Your telephone is in the idle state or you are conducting a call and the other party informs you of a number that you would like to save. Press the key. Press the key. : Confirm. p Enter the number. : Confirm. Saved # Dial Speaker Prog./Serv. Saved # Dial New entry? > Save? > You can dial the saved telephone number at the push of a button � page 16.

Making Calls – Basic Functions 32 Dialing with repertory keys Precondition: You have saved a number on a repertory dialing key � page 31. possibly Has the destination dial number been created in the optiPoint self labelling key module, the level shift key pressed several times, in order to select the level (level 1 ... 4). (Only available with optiPoint 420 standard). Press the key with the saved number. The other party answers: n Lift the handset. or With the handset on-hook: speakerphone (only avail- able with optiPoint 420 standard). Shift X R

33 Step by Step Telephone settings Adjusting the ringer volume u or v Press one of the keys when the telephone is idle. : Confirm. u or v To increase/decrease the volume (1 ... 8): keep pressing the keys until the desired volume level has been reached. : Save. Adjusting the ringer pitch u or v Press one of the keys when the telephone is idle. > : Select and confirm. u or v Changing the pitch (1 ... 16): keep pressing the keys un- til the desired pitch has been reached. : Save. Adjusting the display contrast The display has four contrast levels that you can set ac- cording to your light conditions. u or v Press one of the keys while the phone is idle. > : Select and confirm. u or v Change the display contrast (1 ... 4). Press the key re- peatedly until the desired level is obtained : Save. Modifying the key labelling contrast u oder v Press one of the keys, when the telephone is in an idle state. > : Select and confirm. u oder v Modify contrast (1 ... 4). Press the keys as often as nec- essary until the required contrast is set. : Save. Ringer volume? > Ringer pitch? > Display contrast? > Label contrast? >

Making Calls – Basic Functions 34 Adapting the speakerphone function to the acoustics of your room To improve the clarity of voice transmission during speakerphone conversations, you can adapt the micro- phone sensitivity of your telephone to suit the acoustics of your room ("normal room"/"reverberating room"/ "soundproofed room"). u or v Press one of the keys when the telephone is idle. > : > : Select and confirm. u or v Select the type of room (acoustics). Keep pressing the keys until the required setting is displayed. : Save. Setting the volume of the alerting tone You hear the alerting tone, for example, when you re- ceive a second call during a call in progress or when a call has not been taken by any member of your pickup group. u or v Press one of the keys when the telephone is idle. > : Select and confirm. u or v To increase/decrease the volume (1 ... 8): keep pressing the keys until the required volume level has been reached. : Save. Adjusting the angle of the display By swivelling the display unit, you can adjust it so that you can read the displays clearly from your normal sit- ting position. This function is only available with optiPoint 420 standard. UK:Hands-free mode? > US:Speakerphone mode? > Warning tone? >

35 Step by Step Selecting the language for user prompts (displays) Your HiPath 4000 system can be configured for up to five different languages. The first language pro- grammed is the default. If your telephone has a lan- guage key, you can program a different language. The period of time for which the other language re- mains active depends on the language option that has been configured. There are two possibilities: • Static language option The language remains programmed until you select a different language. • Temporary language option The language remains programmed until the end of the next call, after which the system reverts to the default language. Selecting a language: Press the key. The language selected appears on the display for five seconds and is then set. Keep pressing the key if you wish to select a different language. Language This user guide can be ordered in other languag- es � page 122.

Making Calls – Convenience Functions 36 Making Calls – Convenience Functions Answering Calls Group call and pickup If a member of a pickup group does not answer a call within 15 seconds (depending on the system), the other members of the team hear an alerting tone. Telephone in the idle state: The telephone rings. The display shows: "Call for...". n and Lift the handset and press the call pickup key. You have now taken over the call. or Press the call pickup key only. You are in the speakerphone mode (only available with optiPoint 420 standard). In the course of a call: Press the call pickup key. The first party waits while you are connected to the waiting party � page 98. Ending the waiting call – back to the first: Press the key. Picking up a specific call You hear another telephone ring and you know its sta- tion number or a colleague asks you (verbally) to pick up a call for a specific telephone. If you do not know the number, you can have it dis- played � page 37. n Lift the handset. > : Select and confirm. p Enter the station number of the telephone for which you wish to (or have been requested to) pick up the call. In this way you pick up the call. Pickup Pickup Pickup Release Direct call pickup? >

37 Step by Step Having the number of the called station displayed If the number of the station for which you (as a member of a call pickup group) wish to pick up a call does not ap- pear on the display, you can enter the code for "Display on request" after lifting the handset. If you are not sure of this feature access code, ask the service personnel: n Lift the handset. After the code has been entered, the station number of the telephone that has been called is displayed. Taking a call in a hunt group Calls are distributed to any idle member of a hunt group. Your telephone rings. n Lift the handset. Incoming call on loudspeaker (speaker call 2-way) A colleague addresses you directly over the speaker. The speakerphone mode is automatically activated. Answering via speakerphone is immediately possible. or n Lift the handset and reply. Enter the code! This function is only available with optiPoint 420 standard. You can address the colleague directly � page 44. Activating stop voice calling � page 81.

Making Calls – Convenience Functions 38 Answering a call on the headset Precondition: The headset is connected. The headset key has been configured. The lamp flashes when a call is received. Press the key to answer the call. Ending the call: Press the key. The lamp goes out. This function is not available with optiPoint 420 economy. Headset Headset

39 Step by Step Dialing/Making Calls Using a call list (missed calls) If you cannot take an external and/or internal call, this unanswered call is entered in the call log (see also � page 41). Your telephone can also be programmed to record answered and outgoing calls in the call log. Your telephone will record the last 10 unanswered calls, the last 6 outgoing calls and the last 12 incoming calls in chronological order. Each call is assigned a time stamp. The display begins with the most recent (unanswered) entry in the log. If several calls are received from the same user, a new en- try is not made for each call; instead, the time stamp is updated for this caller. There are no new calls in the list. > Press. : Confirm. > : Select and confirm. or There are new calls in the list > Press. : Confirm. or > : Select and confirm. or > : Select and confirm. If your telephone belongs to an ONS group (One Number Service � page 121), please note the following features: A Call Log is kept for all telephones in an ONS group. The Call Log can be queried by all internal parties in the ONS group with a system tele- phone Destinations? > Call log? > Unanswered calls? > Incoming calls? > Outgoing calls? >

Making Calls – Convenience Functions 40 The first call in the call log is displayed: User Date and time of the entry and reason for the entry. The display begins with the most recent (unanswered) call. If the party has called more than once, the number of times this party called is displayed. Displaying further calls from the list: > : Select and confirm. Ending call log viewing: Press the key. The lamp goes out. Dialing a number from the call log Precondition: You view the call log; the desired call is displayed. > : Select and confirm. The user is called. Deleting an entry from the call log Precondition: You view the call log; the desired call is displayed. > : Select and confirm. 32456 Brown E. Busy Next call? > Prog./Serv. Output? > Delete? >

41 Step by Step "Missed calls" key Precondition: Your service personnel has configured a call log and a key for "missed calls" (unanswered calls) for your telephone. The lamp lights up. You have unanswered calls. Press the key. The first call in the call log is displayed: Caller Current status, date and time of entry. The display begins with the most recent unviewed call- back request. In the case of several calls from the same caller the number of calls is indicated. Return the call The name of the caller is shown.# > : Select and confirm. The number is dialed or Show more calls in the list: > : Select and confirm. or Delete entry from the list The name of the caller is shown. > : Select and confirm. Terminate viewing Press key to return to the idle menu. or > : Select and confirm. You are now in the calls log and can check for instance "incoming calls" and "outgoing calls". Call Log 32456 Mueller V. Vacant Output? > Next call? > Delete? > Prog./Serv. Return? > Unanswered calls? >

Making Calls – Convenience Functions 42 Speed-dial Dialing with individual speed dialing numbers Short dial numbers can contain command or access code sequences, and they can be linked to other short dial numbers (For more information, see � page 73). Precondition: You have saved individual speed dialing numbers � page 73. Press the key. The lamp lights up. g Enter the service code. or > : Select and confirm. and d.m Enter the speed dialing number. The other party answers: n Lift the handset. or With the handset on-hook: speakerphone (only avail- able with optiPoint 420 standard). Dialing with system speed dialing numbers You will be supplied with a copy of the system (central) speed dialing directory by your service personnel or you will find it in the inhouse telephone directory or on your PC. After selecting a speed dialing number, which is the saved system prefix of another telecommunications system, you can immediately suffix-dial the station number you require. Extension The service personnel can program features on the short dial number, which, besides having a call number, can also contain additional access codes. Prog./Serv. Use speed dialing? > This can be also "00 to 19" or "00 to 29" for 20 or 30 individual speed numbers. These are referred to as individual speed indexes.

43 Step by Step Using the mailbox Callers who dialed your number during your absence can leave a reminder message in your mailbox. You will also find mail server voice/fax messages in your mailbox (if this facility is available). Retrieval from mailbox The lamp is lit if there are new entries in the mailbox. Press the key. The first entry is displayed. Keep pressing the mailbox key to see the other messages. Meaning of the display: Call = callback request, for example, from Mr. Jones Answering a callback request The callback request is displayed. > : Select and confirm. The user is called. Deleting mailbox entries The required entry is displayed. > : Select and confirm. Terminating mailbox retrieval: Press the key. The lamp goes out. Entries remain in the mailbox until you delete them. Using the mailbox function (optional) Users with a mailbox (HiPath Xpressions) can use it by calling the messaging extension, for example, set up call forwarding types and check available messages. Spoken user prompting directs you to all available func- tions. If call forwarding is active, the messaging exten- sion is shown on the display. Information on call for- warding can be found on � page 81. Mailbox Jones Call Jones Call Output? > Delete? > You cannot delete (new) voice messages that you have not played back entirely. You can jump to the end of a message by entering 66. This desig- nates the message as "old", thereby making it deletable. Mailbox

Making Calls – Convenience Functions 44 Direct call to a colleague via loudspeaker (voice calling) You can make a direct call to an internal HiPath 4000 user via the loudspeaker in his or her telephone. You can use the functions under "HiPath 4000 as an inter- communication system" � page 60. Precondition: Your telephone has a "voice calling" key. Press the key. p Enter the number. Wait for voice calling tone. n Lift the handset and speak to the other party. or If the handset is on-hook: handsfree conversing. Spkr. 2-way If the called party has activated the stop voice calling facility � page 81, he or she receives voice calling as a normal call.

45 Step by Step During a Call Using the call waiting function When you are expecting an important call, you should activate the call waiting function. A waiting call is sig- naled to you if you are on the phone. You can then either accept or disregard the waiting call. Activating/deactivating call waiting Press the key. The lamp lights up. fe Enter the service code. or > : Select and confirm. > : Select and confirm. and : or Confirm. : Answering the waiting call Precondition: You are on the phone. Call waiting is ac- tivated and the "accept call" key is programmed. You hear the alerting tone. The lamp flashes. The caller hears ringing tone as though you were free. Press the key. You are connected to the second caller. The first party is placed on hold. Ending the waiting call, retrieving the first call: Press the key. or t n Replace the handset and lift it again. Prog./Serv. Feature settings? > Camp-on? > Activate? > Deactivate? > If your telephone belongs to an ONS group (One Number Service � page 121), please note the following features: In addition to the alerting tone on the busy tele- phone, the second call is indicated on the other telephones in the ONS group by a ringing tone. Pickup Release

Making Calls – Convenience Functions 46 Accept service menu-controlled second call Precondition: You are on the phone. A second call is ac- tivated. No "Accept call" or "Switch" key � page 47 is programmed. A second call is shown on the display with name / tele- phone number and signalled through an alerting tone. The caller hears the dial tone as if the telephone were "idle". > : Select and confirm. You are connected to the second caller. The first caller waits. End conversation with second party and resume con- versation with first: Press the key. or t n Replace the handset and lift it again. Answer camp-on? > Release

47 Step by Step Using the switchover button The switchover button that must be configured by your system administrator can be used for the following functions: • consultation (return to the call being held or the con- ference being held) • toggling • accepting a waiting call • accepting a group call Waiting call You hear a call-waiting tone. Information about the call appears in the display. Press the flashing key to accept the waiting call. The lamp is on. Toggling You are connected to two users. One user is waiting. The switchover lamp is on. Press the key to switch over to the other user. The first user waits. Consultation You call a second user. The second user does not an- swer. Press the key to return to the waiting user or the waiting conference. Group call You are connected to a single user. A group call is sig- nalled. Information about the group call appears in the display. Press the flashing key to accept the group call. The first user is placed on hold. The lamp is on. Split Split Split Split

Making Calls – Convenience Functions 48 Re-indication During an internal or external waiting call or consulta- tion, you can have information about the first call - call number or subscriber name - shown briefly in the dis- play. Your service personnel must install a key for re-in- dication beforehand. The display can be assigned for terminal devices with or without line keys. n During a waiting call or consultation. Display the current subscriber. Press key. Briefly: Information about the waiting subscriber. The display for the current subscriber then reappears. Re-indication mode cannot be obtained: • While you are parking a call (group parking). • During camp-on. • While you are in a conference. Time key You can view the current date and time on the display of your telephone even when a call is in progress (e.g., in a conference). For this, press the key programmed by your service per- sonnel as the "time" key. If the date and time display is overwritten by a system message on your display when the telephone is silent / idle, you can have the current time data displayed by pressing the time key. The time key does not have any effect in the Service Mode or during selection. The time data is communicat- ed exclusively by the HiPath 4000 system to which your optiPoint 420 is connected. Eric Brown Return to held call? > Data 3724 Ana Jackson Purchasing Eric Brown Return to held call? > Time-Date

49 Step by Step Station controlled conference In a station controlled conference you can include up to 8 internal and external users. Users with system tele- phones can execute or use all of the following func- tions. ISDN telephones and external users are passive users - they can only be included in an existing confer- ence. You can include users and conferences from a distant system in your conference. The distant users can set up and extend their own conference. The members of this conference are included in your conference. But they cannot execute or use the functions of your conference. The following functions are supported for all conference members (except members of an included conference) with a system telephone: • Setting up a conference when calling a user or re- ceiving a call or making a consultation call or receiv- ing a second call. • Accepting a waiting call and including the caller in the conference. • Toggling between the conference and a consulta- tion call or waiting call. • Holding a consultation call during a conference and adding it to the conference. • Interconnecting conference members from two in- dependent conferences via a distant network. • Putting the conference on hold, if line keys are in- stalled. • Receiving overview of all conference members. • Transferring the conference to a new user. The functions listed above can be carried out by all con- ference members at the same time.

Making Calls – Convenience Functions 50 Setting up a conference You can set up a conference from any of the following types of connection: • single call • consultation call • waiting call Starting a conference from a single call You want to set up a conference. You receive a call. or p You call another user. > : Select and confirm. p Call the second user. Announce that a conference is to be set up. : Confirm. You will receive the message "1 is your position". This question will then be displayed. Setting up a conference from a consultation call You are connected to one user and call a second user. : Confirm. p Call the second user. The second user answers, you an- nounce the conference. > : Select and confirm. You will receive the message "1 is your position". Setting up a conference from a waiting call You are connected to one user and receive another call. An alerting tone is audible. The lamp flashes. Press the key. You are connected to the waiting caller. The other party is placed on hold. or service menu-controlled Preconditions: See � page 46 A second call is shown on the display and signalled through an alerting tone. Start conference? > Conference? > Conf. Add to conference? > Consultation? > Conference? > Pickup

51 Step by Step > : Select and confirm. You are connected to the second caller. The other caller waits. > : Select and confirm. You will receive the message "1 is your position". All members are interconnected in a conference circuit. Expanding the conference Any member of the system conference can expand the conference by • calling another user and adding this person to the conference • adding a user to the conference from a consultation call • accepting a waiting call and adding the caller to the conference. Calling and adding another user You intend to call another user and to add this person to the conference. : Select and confirm. p Call the new user. Announce the conference. : Confirm. The user is added to the conference. If the new user does not answer: : Confirm. Expanding the conference from a consultation call You wish to make a consultation call during the confer- ence. > : Select and confirm. The conference is placed on hold. p Call a user. Make the consultation call. > : Select and confirm to add the user from the consulta- tion call to the conference. or > : > : Select and confirm. or > : Select and confirm to release the consultation call and return to the conference. Answer camp-on? > Conference? > Add to conference? > Conference? > Return to conference? > Consultation? > Conference? > UK:Toggle? > US:Toggle/Connect? > Release and return? >

Making Calls – Convenience Functions 52 Accepting a waiting call and adding it to the confer- ence If you receive a waiting call during the conference (call waiting function is activated), you can add this user to the conference. An alerting tone is audible. The lamp flashes. Press the key. You are connected to the waiting caller. The confer- ence is placed on hold. or Service menu-controlled Preconditions: See � page 46 A second call is shown on the display and signalled through an alerting tone. > : Select and confirm. You are connected to the second caller. The other caller waits. > : Select and confirm to add the waiting caller to the con- ference. or > : > : Select and confirm. or > : Select and confirm to release the waiting call and return to the conference. Transferring the conference Any member can transfer the conference to a nonmem- ber called using the consultation or expand conference functions. The new user is not yet a member of the con- ference. The conference cannot be transferred to a call- er whose call is answered by a member using the Call Waiting function. You are taking part in a conference. > : Select and confirm. The conference is placed on hold. p Call a user. or : Select and confirm. p Call a user and announce that you are transferring the conference. > : Select and confirm. You are disconnected from the conference. t Replace the handset. Pickup Answer camp-on? > Conference? > UK:Toggle? > US:Toggle/Connect? > Release and return? > Consultation? > Add to conference? > Transfer conference? >

53 Step by Step During the conference You are taking part in a conference with 3 to 8 members and you wish to know about the other members or to disconnect a member. Viewing member information > : Select and confirm. The display shows the name and call number of the oth- er member with lowest member number. : Confirm to display the next member. or > : Select and confirm to end the display. or > : Select and confirm to disconnect this member from the conference. If there were only three members, the con- ference is now ended and the call continues as a two- party call. Disconnecting the last member added You wish to disconnect the last member added to the conference. > : Select and confirm. The last member added is discon- nected. If there were only three members, the confer- ence is now ended. Putting the conference on hold If line keys are installed � page 89 you can put the con- ference on hold and make a call on another line. Press line key. or > : Select and confirm. The conference will be put on hold. The following mes- sage is displayed: 1st line: "Conference", 2nd line: "On hold". Press the line key on which the conference is being held - you are reconnected to the conference. View members? > No. Member 1 Next conference party? > Next conference party? > Stop viewing? > Release party? > Remove last party? > Ln Hold? > Ln

Making Calls – Convenience Functions 54 Entering commands with tone dialing (DTMF suffix dialing) After dialing a number, you can set tone dialing to ac- tivate equipment - such as an answering machine or an automatic information or switching system - by dialing commands in DTMF mode (DTMF = dual-tone multifrequency dialing). Press the key. The lamp lights up. le Enter the service code. or > : Select and confirm. > : Select and confirm. You can now enter commands with keys 0 to 9, the star key and the pound key. This feature is not applicable for UK and other countries using tone dialing (default). Prog./Serv. More features? > DTMF suffix dialing? > DTMF mode is deactivated as soon as the con- nection is cleared down. The "DTMF suffix dialing" display may appear af- ter you enter the number, depending on the PBX configuration. You can then proceed to enter commands as soon as you have dialed a number.

55 Step by Step System-wide parking On the HiPath 4000, you can park up to 10 internal and/ or external calls and take them at another telephone. There are two ways of parking a call: • Automatic parking • Manual parking Parking is not possible if: • All park positions are occupied • The park position you want is occupied • The subscriber is the operator • The call is a consultation call • The call is a conference call Parking a call automatically and taking it at a later date You can automatically park a call to your telephone in a free parking position and take it at your telephone or an- other telephone. Parking Press key (must be installed). The first free parking position number is seized and in- dicated in the display. The call is parked. t Replace the handset. Taking a parked call Press key. d ... m Enter the parking position number of the parked call and continue the call. System Park Also, you can initially place the call "on hold" by confirming "consultation" and then parking the call. System Park

Making Calls – Convenience Functions 56 Parking a call manually and then taking it at a later date You can manually park a call to your telephone at a free parking position and take it at your telephone or another telephone at a later date. This function can also be used with telephones that do not have a display. Parking via the keypad : Confirm. p Enter the system code for system parking (if you have any problems ask the service personnel). d ... m Enter and note a parking position number (0 to 9). The call has been parked. t Replace the handset. Parking via a repertory key The system code for "system parking" + a parking num- ber or only the system code for "system parking" is pro- grammed on a repertory key � page 75. : Confirm. Press programmed repertory key. or Press programmed repertory key. d ... m Enter and note a parking position number (0 to 9). The call has been parked. t Replace the handset. Parking via "system parking" (only telephones without a display) Press key (must be installed). d ... m Enter and note a parking position number (0 to 9). The call has been parked. t Replace the handset. Consultation? > Enter the code! Consultation? > System Park

57 Step by Step Taking a parked call Via the keypad n Lift the handset or use the speakerphone function (only available with optiPoint 420 standard). p Enter the system code for "system parking" (if you have any problems ask the service personnel). d ... m Enter the parking position number (0 to 9) you have not- ed and continue the call. Via the repertory key n Lift the handset or use the speakerphone function (only available with optiPoint 420 standard). Press the repertory key programmed with the system code + parking position number and continue call. or Press the repertory key programmed with the system code. d ... m Enter the parking position number (0 to 9) you have not- ed and continue call. Via "system parking" (only for telephones with no display) n Lift the handset. Press key (must be installed). d ... m Enter the parking position number (0 to 9) you have not- ed and continue call. Enter the code! System Park

Making Calls – Convenience Functions 58 Parking is not possible If all the parking positions or the selected parking posi- tion are occupied, or there is some other reason why parking is not possible, an acoustic warning and a visual warning are output. Automatic parking If all the parking positions are occupied, a display mes- sage indicating that all the parking positions are occu- pied is output, as is a continuous tone. : Confirm and continue the call. or t Replace the handset. The held call is recalled. Manual parking If the parking position you want is occupied, a display message and the busy tone are output. : Confirm and continue the call. or t Replace the handset. The held call is recalled. Return to held call? > Return to held call? >

59 Step by Step If You Cannot Reach a Destination Camping on a colleague’s call Precondition: The internal party whom you have called is busy. You need to contact this person urgently. > : Select, confirm and wait briefly. Your colleague hears the call waiting tone. The call pick- up key flashes on his or her telephone. If his or her tele- phone has a display, your name and/or number is indi- cated. Overriding a colleague’s call (intrude) Precondition: The station user whom you have called is busy. You need to contact this colleague urgently. > : Select and confirm. Both the colleague and the other party hear an alerting tone. You can speak immediately. Camp-on? > To camp on, you must have the appropriate class of service. Camp-on is not possible if the called party is pro- tected by the camp-on security function. Override? > To override, you must have the appropriate class of service. Override is not possible if the called party is pro- tected by the Privacy function.

Making Calls – Convenience Functions 60 Using HiPath 4000 as an intercommunication system You can voice call an internal HiPath 4000 user via the loudspeaker in his or her telephone to set up a connec- tion. You can also initiate voice calling from consultation. The following functions are available: • System-wide voice calling – to a variable destination – to a fixed destination • Voice calling in a group – to a variable destination – to a fixed destination • Two-way voice calling within a group – to a variable destination – to a fixed destination • Announcement to all members of a line group You can abort voice calling or the announcement by re- placing the handset or pressing the line key or by pick- ing up the call on hold during consultation. For all functions ensure that the voice calling protection for the telephones in question has been de-activat � page 81. As far as tele- phones with no display, e. g. optiPoint 410 entry, are concerned, the voice call protection is de-ac- tivated via a key that has been installed. If a user is voice called and his or her voice-call protection has been activated, voice calling is ig- nored and a normal call is put through instead

61 Step by Step System-wide voice calling From your telephone, you can voice call any internal user whose telephone provides the speakerphone function (only available with optiPoint 420 standard) or has a loudspeaker. Voice calling to a variable destination A destination subscriber is voice called via his internal call number. n Lift the handset. or with the handset cradled: Hands-free talking. p Enter the system code for "voice calling" and p the user's internal call number or Press the "voice calling" key (must be installed) and p enter the user's internal call number. A connection is immediately made to the destination loudspeaker if • there is no busy condition • the handset is cradled • and voice-calling protection has not been activated The calling party receives a confirmation tone when the connection has been set up and he or she can com- mence talking. The called party can accept the voice call by lifting the handset. If the called party presses the loudspeaker key or the line key (if installed), the connection is aborted. Enter the code! The number of voice calls that can be implement- ed is the same as the possible number of normal connections.

Making Calls – Convenience Functions 62 Voice calling to a fixed destination The system code-number for "voice calling" + the desti- nation call number is programmed onto a repertory key � page 75. Press the programmed repertory key. A connection to the destination loudspeaker is immediately set up. The other functions are the same as those for “Voice calling to a variable destination” on page 61. Voice calling in a group A normal connection within a group or team (for team call = speed-calling number for team members 0 to 9 or 00 to 99) can also be set up via Voice calling. To do this, voice calling is initiated from a group telephone. Voice calling to a variable destination n Lift the handset. or With the handset cradled: Handsfree talking (only avail- able with optiPoint 420 standard). p Enter the system code-number for "voice calling in the group" and p the speed calling code for the group member in ques- tion. or Press the key for "voice calling in the group" (must be in- stalled) and p the speed calling code for the group member in ques- tion. A connection to the destination loudspeaker is set up immediately, if • there is no busy condition • the handset is cradled • and voice-calling protection has not been activated The "voice calling in the group" function is line-in- dependent - anyone can voice call anyone else. Enter the code!

63 Step by Step The called party accepts the voice call by lifting the handset. If the called party presses the loudspeaker key or the line key (if installed), the connection is aborted. Voice calling to a fixed destination (using repertory key) The system code-number for "voice calling in the group" + the speed-calling code for the group member in ques- tion is stored on the repertory key � page 75. Press the programmed repertory key. A connection is immediately set up to the destination loudspeaker. The called party can accept the voice call by lifting the handset. If the called party presses the loudspeaker key or the line key (if installed), the connection is aborted. Two-way voice calling to a variable destination With two-way voice calling within a group the destina- tion loudspeaker and microphone are automatically ac- tivated. n Lift the handset. or if the handset is cradled: Handsfree talking (only avail- able with optiPoint 420 standard). p Enter the system code-number for "two-way voice call- ing in a group" and p the speed dialing code for the group member in ques- tion or Press the key for "two-way voice calling in a group" (must be installed) and p enter the speed dialing code for the group member in question. The destination telephone's loudspeaker and micro- phone are automatically activated. . Enter the code!

Making Calls – Convenience Functions 64 Two-way voice calling to a fixed destination (on repertory key) The system code-number for "two-way voice calling in a group" + the speed calling code for the group destina- tion in question are stored on the repertory key � page 75. Press the programmed repertory key. The destination telephone's loudspeaker and micro- phone are automatically activated. Announcement to all members of a line group Using this function, you can make a simultaneous an- nouncement to all members (10 to 40) of a line group. After you have set up the group call, you will receive a confirmation tone which tells you that you can start your announcement. n Lift the handset. or With the handset cradled: Handsfree talking (only avail- able with optiPoint 420 standard). p Enter the system code-number for "announcements" and p the internal call number of a group member. or Press the "announcement" key (must be installed) and p enter the internal call number of a group member. The loudspeakers of all group telephones are automati- cally activated and you will hear a confirmation tone.You can now start your announcement. End your announcement by replacing the handset or pressing a line key. If a group member lifts a handset, he or she is connect- ed to you and the announcement is terminated. If a group member presses the loudspeaker key or the relevant line key for the announcement, he or she is dis- connected from the announcement. If the last remain- ing member of the group presses the loudspeaker key or the line key, the announcement is terminated. Enter the code!

65 Step by Step Using call forwarding Activating and deactivating forwarding using features settings If a forwarding destination has been programmed for station fixed forwarding, you can use features settings to activate and deactivate the forwarding facility. If sta- tion variable forwarding is activated, it can only be deac- tivated with the switch. Press the key. The lamp lights up. > : Select and confirm. > : Select and confirm. > : Confirm. or > : Confirm. This deletes any destination number pro- grammed for station variable forwarding. System call forwarding Forwarding of internal or external calls can be routed in- dependently to unique destinations for each forward type: • unconditionally all calls • when the line is busy • when the call is not answered Unconditional call forwarding should only be used if the line is for outgoing calls only (for example, on an elevator). If you have set up station fixed or station variable call forwarding, and if the manually programmed forwarding destinations are not obtainable (for example, because they are busy), then calls are automatically forwarded to the system forwarding destinations. Prog./Serv. Feature settings? > Call forwarding? > Activate? > Deactivate? >

Making Calls – Convenience Functions 66 Call forwarding via code numbers The following call-forwarding modes can be set up via codes: See � page 19 for the display messages that occur when call-forwarding is activated/de-activated. Call-forwarding mode Code (example) Programming and activating fixed call-for- warding *51 Activating fixed call-forwarding *41 Clearing (and de-activating) fixed call-for- warding #51 De-activating fixed call-forwarding #41 Programming and activating unconditional, variable call-forwarding *42 Programming and activating variable call-for- warding for internal calls *44 Programming and activating variable call-for- warding for external calls *43 Programming and activating variable call-for- warding on busy *45 Programming and activating timed, variable call-forwarding *46 Programming and activating variable call-for- warding (on busy/timed) *47 De-activating variable and fixed call-forward- ing #41 De-activating variable call-forwarding for in- ternal calls #44 De-activating variable call-forwarding for ex- ternal calls #43 Activating system call-forwarding *90 De-activating system call-forwarding #90

67 Step by Step Programming and activating call-forwarding n Lift the handset. p Enter a code number, say *51, (ask the service person- nel). You will hear the dialing tone. p Enter the number of the destination. r Enter the terminating character. You should hear a con- firmation tone, call forwarding has then been activated. t Replace the handset. Activating fixed call-forwarding n Lift the handset. p Enter a code number, say *41, (ask the service person- nel). You should hear a confirmation tone. t Replace the handset. Deactivate call-forwarding n Lift the handset. p Enter a code number, say #41, (ask the service person- nel). You should hear a confirmation tone. t Replace the handset. Enter the code! Enter the code! Enter the code!

Making Calls – Convenience Functions 68 Call-forwarding via call-forwarding key You can use the call-forwarding key for fixed call for- warding. When programming the forwarding destina- tion, call forwarding is activated when you enter the number of the destination. You can then use the key to switch call forwarding on and off. Programming and activating fixed call forwarding n Lift the handset. p Enter a code number, say *51, (ask the service person- nel). p Enter the number of the destination. r Enter the terminating character. You should hear a con- firmation tone - call-forwarding has then been activated. t Replace the handset. Switching off fixed call forwarding Press the key. The lamp goes out, call forwarding is switched off. Switching fixed call forwarding on again Press the key. The lamp lights up and call forwarding is switched on again (the forwarding destination must be programmed). Clearing fixed call forwarding n Lift the handset. p Enter a code number, say #51, (ask the service person- nel). You will hear a confirmation tone, call forwarding is cleared. t Replace the handset. Enter the code! Call Forward Call Forward Enter the code!

69 Step by Step Delayed call-forwarding Installed for the whole system by the service person- nel. Requirements: Waiting call must be installed � page 45. If you have activated "call-forwarding on busy / timed" or "timed call-forwarding" on your telephone � page 23, you will automatically obtain a camp-on busy tone if there is a waiting call and information about the calling party is shown in the display. This gives you the opp.or- tunity to take the call before it is forwarded (say you are waiting for an urgent call). A calling party hears the ringing tone and is only for- warded to another telephone when the time that has been set elapses. Forwarding calls for a different terminal You can save, activate, check and deactivate call for- warding for another telephone, fax machine or PC from your own telephone. To do so, you need to know the PIN for this terminal or you must have the "Call forward- ing for remote terminal" class of service. The service personnel can help you in both cases. Storing a destination for another telephone/ activating call forwarding Press the key. The lamp lights up. : Confirm. > : > : Select and confirm. : Confirm. p Enter the number of the other telephone. : : Confirm. Prog./Serv. Destinations? > UK:Forward station no.? > US:Forwarding station No.?> Variable call forw.? > UK:Finished? > US:Completed? >

Making Calls – Convenience Functions 70 p Enter the PIN (only if your own station does not have the "Call forward- ing for remote terminal" class of service). : : Confirm. p Enter the number of the destination. : Confirm. Call forwarding is activated immediately. Storing a destination for fax, PC or busy/ activating call forwarding Press the key. The lamp lights up. : Confirm. > : > : Select and confirm. > : Select and confirm. p Enter the code for the type of call forwarding required. The codes are defined by the service personnel. You can enter your call forwarding codes in the following ta- ble: p Enter the number of the other terminal. : : Confirm. p Enter the PIN (only if your own station does not have the "Call for- warding for remote terminal" class of service). : : Confirm. p Enter the number of the destination. : Confirm. Call forwarding is activated. UK:Finished? > US:Completed? > Save? > Prog./Serv. Destinations? > UK:Forward station no.? > US:Forwarding station No.?> Forward other? > Call forwarding for fax: *43 Call forwarding for PC: *42 Call forwarding for busy: *49 UK:Finished? > US:Completed? > UK:Finished? > US:Completed? > Save? >

71 Step by Step Checking/deactivating call forwarding for another telephone Press the key. The lamp lights up. > : Select and confirm. > : > : Select and confirm. : Confirm. p Enter the number of the other telephone. : : Confirm. p Enter the PIN (only if your own station does not have the "Call forward- ing for remote terminal" class of service). : : Confirm. To deactivate: : Confirm. or To check: > : > : Select and confirm. Checking/deactivating call forwarding for fax, PC or busy Press the key. The lamp lights up. > : Select and confirm. > : > : Select and confirm. > : Select and confirm. Prog./Serv. Feature settings? > UK:Forward station no.? > US:Forwarding station No.?> Variable call forw.? > UK:Finished? > US:Completed? > UK:Finished? > US:Completed? > Deactivate? > UK:Interrogate? > US:Display? > Example of display: This means: calls for station 3428 are redirected to station 8968. 3428-------------->8968 Prog./Serv. Feature settings? > UK:Forward station no.? > US:Forwarding station No.?> Forward other? >

Making Calls – Convenience Functions 72 p Enter the code for the type of call forwarding required. The codes are defined by the service personnel. You can enter your call forwarding codes in the following ta- ble: p Enter the number of the other terminal. : : Confirm. p Enter the PIN (only if your own station does not have the "Call forward- ing for remote terminal" class of service). : : Confirm. To deactivate: : Confirm. or To check: > : > : Select and confirm. (Example of display � page 71). Changing call forwarding for another terminal The procedure is exactly the same as for Save/Activate: for another telephone � page 69, for fax, PC or busy: � page 70. Interrogating forwarding for fax: Interrogating forwarding for PC: Interrogating forwarding for busy: Deactivating forwarding for fax: #43 Deactivating forwarding for PC: #42 Deactivating forwarding for busy: #49 UK:Finished? > UK:Completed? > UK:Finished? > US:Completed? > Deactivate? > UK:Interrogate? > US:Display? >

73 Step by Step Saving Functions and Appoint- ments Saving individual speed dialing numbers You can save a number on each of digit keys 0 to 9 and then dial these numbers at the push of a button � page 42. Extension A short dial number can contain several access codes and a reference to other short dial numbers besides the destination call number. This way, you can link up to 10 short dial numbers. Example 1 You want to activate a night variant comfortably. For this, program the following sequence on a short dial: *96 (code for night activation) + 91 (log on code) + 1 to 8 (for variants 1 to 8) + #. Now dial one or the other short dial number to activate the corresponding night variant. Example 2 You want, for instance, to lock your telephone when you leave the office and simultaneously activate a call trans- fer. You can program both the actions on one short dial: *20 (telephone locking code) + *47 (activate call trans- fer) + 123456 (destination call number). Likewise, you can program another short dial key to dis- able the lock and call transfer.

Saving Functions and Appointments 74 Example 3 As the number of characters for a short dial entry is lim- ited to 22, you can link two short dial numbers for a longer sequence. You can, for instance, program the server access and a code number on one short dial key, and then refer to a second short dial which contains for example, an LCR access code and the destination call number. For example, you can program the following sequence on the short dial number 1: *3(PIN access code) + 12345678901 (PIN) + *55 (short dial code) + 5 (the number of the next short dial that you wish to use). The program for entry of the short dial 5 9 (LCR access code) + 156192317 (destination call num- ber). If you invoke the short dial 1 now, first its entry, and then the entry for short dial 5 is automatically processed. Programming short dial Press the key. The lamp lights up. : Confirm. > : > : Select and confirm. p Enter a specific speed dialing number (0 to 9 or 00 to 19 or 00 to 29). If this digit has already been assigned a telephone num- ber, this number is shown on the display. : Confirm. p Enter the number or sequence. For external numbers, enter the access code and then the telephone number. : Confirm. Prog./Serv. Destinations? > UK:Speed dialing features?> US:Speed dial features? > New entry? > Save? >

75 Step by Step Saving a function on a key Press the key. The lamp lights up. h Enter the service code. or > : Select and confirm. and Press the programmable function key. : Confirm. Press the freely programmable function key. The key allocation is displayed. : Confirm. > : Select and confirm one of the system functions prompt- ed. : Confirm. Prog./Serv. Key function? > Switching levels in the optiPoint self labelling key module has no effect on storing a function. Only one function can be stored per key. (Only available with optiPoint 420 standard). Change? > New function: > Save? > Keys that have been preprogrammed by the ser- vice personnel cannot be changed. Then "Re- turn?" is shown. You can now activate the function directly by pressing the key. For functions, such as call wait- ing, that can be alternately activated/deactivated, you activate the function when you press the key and subsequently deactivate it when you press the key again. The key’s lamp is lit when the func- tion is active.

Saving Functions and Appointments 76 Appointments Function You can program a timed reminder on your telephone to remind yourself of an important meeting or appoint- ment, for example � page 77. You must save the exact time at which you wish to receive the reminder. Re- minders can be set for the next 24-hour period. Creating timed reminders Press the key. The lamp lights up. k Enter the service code. or > : Select and confirm. The display indicates whether or not a timed reminder has already been programmed. : First timed reminder: Confirm. Further timed reminder: Select and confirm. and p Enter the time with either 3 or 4 digits as appropriate, for example, 845 for 8.45 hours or 1500 for 15.00 hours. : Confirm. Cancelling a saved reminder: Press the key. The lamp lights up. k Enter the service code. or > : Select and confirm. A saved timed reminder is dis- played. > : Confirm (if you have saved several timed reminders). and > : Select and confirm. Press the key. The lamp goes out. Prog./Serv. Reminder? > New reminder? Save? > Prog./Serv. Reminder? > Next reminder? > Delete? > Prog./Serv.

77 Step by Step Timed reminders Precondition: You have saved a timed reminder � page 76. When the saved time has been reached: The telephone rings. n Lift the handset. The time of the reminder is displayed. t Replace the handset. Reminder : If you do not lift the handset, the telephone rings several more times and "Timed reminder" is dis- played before the reminder is canceled.

Making project calls 78 Making project calls External calls can be assigned to specific projects. Precondition: Project numbers (from 1 to 5) have been configured for specific projects and you have a code for the project in question. Setting up a project call Press the key. The lamp lights up. p Enter a service code between 61 (for project number 1) and 65 (for project number 5). p Enter the PIN. or Press the key. The lamp lights up. > : Select and confirm. : Confirm. possibly > : Select and confirm PIN2 - PIN5. and p Enter the external number. Make your call in the usual way � page 39. Prog./Serv. Prog./Serv. PIN / COS? > PIN 1? > > Project call mode is subject to a time limit. It is deactivated automatically if you do not use your telephone over a 5-minute period (for example).

79 Step by Step Call duration display (cost display) The call duration display is configured by the service personnel. The display shows either the duration of the call or the cost of the call. The display can be switched off. The call duration is shown in the first line display on the right with format HH:MM:SS. The display appears ten seconds after the call has begun. The cost display feature must be applied for from the network operator and configured by the service person- nel.

Private Sphere/Security 80 Private Sphere/Security Activating/deactivating do not disturb If you do not wish to receive incoming calls, you can ac- tivate the do not disturb function. Internal callers then hear busy tone, while external callers are forwarded to the attendant. The service personnel can also set up destinations for forwarding internal and external calls, such as to your mailbox. Precondition: The service personnel has enabled the do not disturb function for all HiPath 4000 users in your system. Press the key. The lamp lights up. ff Enter the service code. or > : Select and confirm. > : Select and confirm. The display indicates whether the do not disturb facility has been activated or deactivated. and : or Confirm. : If your telephone belongs to an ONS group (One Number Service � page 121), please note the following features: Do Not Disturb can be switched on or off on all telephones in the ONS group; this then applies for all telephones in the ONS group. Prog./Serv. Feature settings? > Do not disturb? > Activate? > Deactivate? > If do not disturb is active, you hear an alerting tone when you lift the handset. "Do not disturb" can only be used for the prime line not additional lines. The attendant can override the do not disturb function to speak to you. If the service personnel has disabled the do not disturb facility for the HiPath 4000 system, the option "do not disturb" does not appear in the Ser- vice Menu.

Activating/deactivating stop voice calling You can prevent other persons from making direct calls to you. Any attempt to address you directly via the loud- speaker will be changed to a normal call. Press the key. The lamp lights up. fg Enter the service code. or > : Select and confirm. > : Select and confirm. and : or Confirm. : Suppressing your number on called party’s display Suppression of the number indication only applies to the next call and is not saved together with the redial function. Press the key. The lamp lights up. lf Enter the service code. Dial tone can be heard. or > : Select and confirm. : Confirm. Dial tone can be heard. and p Enter the other party’s number. If the call is answered, your number does not appear on the called party’s dis- play. Prog./Serv. Feature settings? > Speaker call protect? > Activate? > Deactivate? > Prog./Serv. More features? > Display suppression? >

Private Sphere/Security 82 Malicious call holding You can trace a malicious external caller. The caller’s number can be registered during the call or for up to 30 seconds after the call. Do not replace the handset. Press the key. The lamp lights up. lg Enter the service code. or > : Select and confirm. > : Select and confirm. Locking your telephone You can prevent unauthorized persons from using your telephone (and the telephone directory) during your ab- sence. Precondition: You have been assigned a personal iden- tification number (PIN) by the service personnel. Preventing unauthorized dialing: Press the key. The lamp lights up. jk Enter the service code. or > : Select and confirm. > : Select and confirm. and p Enter the PIN (code number). o r In the case of optiPoint 420 standard with Chip card reader: Insert the chip card. All lamps light up briefly Input is followed by the display: "Executed". Remove the chip card again. Prog./Serv. More features? > Call tracing? > If malicious call holding was successful, your net- work carrier will have the saved data. Contact the service personnel! Prog./Serv. PIN / COS? > Change COS? > Insert Chip card Chip card reader: When the telephone is disabled in this way, a special dial tone is audible when the handset is lifted. Internally (within HiPath 4000), dialing is possible in the usual way.

Enabling the telephone again: Press the key. The lamp lights up. jk Enter the service code. or > : Select and confirm. > : Select and confirm. and p Enter the PIN (code number). Input is followed by the display: "Executed". Prog./Serv. PIN / COS? > Change COS? >

Using Other Functions 84 Using Other Functions Using a different telephone in the same way as your own You can log on to another telephone belonging to the HiPath 4000 system via a personal identification num- ber (PIN) (also telephones of networked HiPath 4000 systems, for example, at other branches of your compa- ny). At the other telephone you can* then: • make calls and assign the charges to cost centers • make calls and assign the charges to specific projects • retrieve messages from your mailbox • use your individual speed dialing numbers and also a number that has been saved at your own tele- phone for redialing • use repertory dialing keys, provided that they are configured in the same positions as your own tele- phone • enter timed reminders Using an internal PIN, you can have your calls diverted to a telephone in the office or department where you will be for a temporary period (call forwarding - follow me). Logging on to a different telephone Identifying yourself with PIN and dialing Precondition: You have been assigned a PIN by the service personnel. You require an internal PIN for calls within your own HiPath 4000 system, while for calls in- volving other HiPath 4000 systems in the integrated network you require a network-wide PIN. Press the key. The lamp lights up. je Enter the service code (61 for PIN 1, 62 for PIN 2, etc.). or > : Select and confirm. > : Select and confirm. If you have several PINs and wish to use another one, select the other PIN. With the display "Enter station no." or "Enter ID", you are requested to enter the PIN. Prog./Serv. PIN / COS? > PIN 1? >

85 Step by Step Entering the PIN for your own HiPath 4000 system: p Enter internal PIN. or Entering the PIN for another HiPath 4000 system area within the integrated network: p Enter the 2-digit node code for your own HiPath 4000 system (ask the service personnel). pr Enter your own number and press the pound key. pr Enter the network-wide PIN and press the pound key. Dialing after (successful) identification: You hear a dial tone. The following appears on the dis- play: "Please dial". Press the key. The lamp goes out. or p Enter a number immediately. Call forwarding - follow me after successful identification > : Select and confirm. : Confirm. Call forwarding has been activated. Enter the code! Speaker Variable call forw.? > Save? >

Using Other Functions 86 Identification with the chip card Precondition: You have been assigned a chip card by your system administrator for logon at other tele- phones. The standard at which you wish to log on must be equipped with a chip card reader (optiPoint signature module). Within your own HiPath 4000 (not used in US) system: Insert the chip card. All lamps light up briefly. "ID card" and the number of the home station are indi- cated on the display. or At another HiPath 4000 (not used in US) system in the integrated network: Insert the chip card. p Enter the node code for your own HiPath 4000 (not used in US) system (check with your system administrator). pr Enter your own number and press the pound key. Deactivating identification at the other telephone If you logged on with a PIN: Press the key. The lamp lights up. jj Enter the service code. or > : Select and confirm. > : Select and confirm. If you logged on with a chip card: Remove the chip card when the telephone is in the idle state. Insert chip card Chip card reader: Enter the code! Prog./Serv. PIN / COS? > Deactivate PIN? > Identification is deactivated automatically if the other telephone is not used for several minutes. Remove chip card Chip card reader:

87 Step by Step Shift connection to another telephone You can shift the connection of your optiPoint 420 along with all its functions and features to another optiPoint 420. The "home telephone" is deactivated and the "guest telephone" becomes "your" telephone. The original connection of your "guest telephone" is also de- activated. Its call number should therefore be pro- grammed by the service personnel during "no log in" to a "re-direct system". The shift remains effective till you log off the guest telephone. The shift cannot be under- taken on a network. Shift "guest telephone" Log on personal connection to "guest telephone". Press the key. The lamp lights up. > : Select and confirm. pr Enter your own call number and press the route key. pr Enter code number and press the route key. The log on process starts with the message: "Mob. HFA Logon starts" "Please wait" You can now use your connection to the guest tele- phone to the full extent. Your "home telephone" cannot be used during this period. Connect to "home telephone" again If you do not need your connection to the guest tele- phone any more, or if you wish to switch to your "home telephone", just log off. Press the key. The lamp lights up. > : Select and confirm. The log off process starts with the message: "Mob. HFA Logoff starts" "Logging on to home" The "guest telephone" is now available again along with its original call number, features and functions. The sys- tem transfer could for example, be cancelled again. Prog./Serv. Mobile HFA Logon? > Prog./Serv. Mobile HFA Logoff? >

Using Other Functions 88 Log off through the "home telephone" If you have forgotten to log out of the "guest telephone", you can still log out through the "Home-Telephone". The following message is displayed: "Mobile forced logoff" "Cancel mobility?" : Confirm. p If necessary, enter the "Mobility cancel pw". The "home connection" is re-activated and you can make calls again. Cancel mobility?

89 Step by Step Making multiline calls Using line keys Line keys are configured by the service personnel. The station number of each station user is assigned to a line and is the primary line of that team member. The same line is configured on the line keys of the other station users as a secondary line. Each station user can use any of the line keys that are available. The following example illustrates how telephones with several line keys are interrelated within a team (keyset configuration). 3234 is the station number of Mr. Jones, 3235 the sta- tion number of Mr. Brown and 3236 the station number of Mr. Jackson. Calls can be conducted on all three keys on all three telephones. The line with the user’s own station number is always the primary line. Numbers that have been saved on your tele- phone can only be used for line key dialing on your own telephone. 3234 (primary line) 3235 "Brown" 3236 "Jackson" 3235 (primary line) 3234 "Jones" 3236 "Jackson" 3236 (primary line) 3234 "Jones" 3235 "Brown" Mr. Jones’ telephone Mr. Brown’s telephone Mr. Jackson’s telephone

Making multiline calls 90 The different states of line key lamps The lamp is not lit – the line is free and can be used. or The lamp is lit – line is busy. or The lamp is flashing slow – a call is on the line: answer the call. or The lamp is flashing faster – a call is on hold. Preview You are speaking on one line. A call is incomming on an- other line key. You can use the call preview function to find out who is calling on this line. The information is shown in the display. You can also find out which caller is waiting on a line key that you have previously put on hold or exclusive hold. In addition, you can see informa- tion about the caller on the active line you are currently using. The preview key must be configured by the service per- sonnel. Precondition: You have accepted a call on a line key. The lamp on another line key is flashing fast. Activating the preview function Press the key. The lamp lights up. Press the desired line key. Information is displayed about the caller or the waiting or parked user. Deactivating the preview function Press the key. The lamp goes out. The menu line returns to the original state. Ln Ln Ln Ln Preview Ln Preview

91 Step by Step Taking calls on line keys If several calls are received at the same time, you can take the calls in the order in which they are offered to you - or you can give priority to certain calls. Precondition: The service personnel has specified the sequence in which incoming calls are answered. Taking calls in the order offered Your telephone rings (ringing signal). The caller is dis- played, for example, "3235 Brown". The lamp for the rel- evant line key flashes rapidly. n Lift the handset. or Press the key. You are in speakerphone mode (not avail- able with economy). Taking calls with priority Your telephone rings (ringing signal). The caller is dis- played, for example, "3235 Brown". The lamp at the rel- evant line key flashes rapidly. The lamps at other line keys also flash rapidly. Press the line key to which you are giving priority. The name of the other caller (for example, "3236 Jackson") is displayed briefly. n Lift the handset. or Press the key. You are in speakerphone mode (only available with optiPoint 420 standard). Speaker Ln Speaker

Making multiline calls 92 Activating/deactivating ringer When you are making a call on a line, you may be dis- turbed by the ringing signals for other incoming calls. If ringer cutoff has been configured, your telephone does not ring. Incoming calls are then signalled by the flash- ing of the line keys. With the Ringer Cutoff key configured: To activate ringer cutoff: Press the key. The lamp lights up. The telephone does not ring for incoming calls. To deactivate ringer cutoff: Press the key. The lamp goes out. The telephone rings for incoming calls. Via the program/service key: Press the key. The lamp lights up. fk Enter the service code. or > : Select and confirm. > : Select and confirm. and : or Confirm. : Ringer Off Ringer Off Prog./Serv. Feature settings? > Ringer cutoff? > Deactivate? > Activate? >

93 Step by Step Dialing with line keys Your telephone can be configured with either auto- matic or selectable line seizure. The service personnel specifies whether a line (and which line) is seized auto- matically when the handset is lifted or when speaker- phone (only available with optiPoint 420 standard) is ac- tivated. Dialing with automatic line seizure: n Lift the handset. or Press the key. The display briefly indicates the line number and the line status and then prompts you to dial. A display such as "3235 active" means: a line (3235) has been selected automatically. The selected key’s lamp lights up. p Enter the number. Dialing with selectable line seizure: n Lift the handset. or Press the key. You are prompted to press a free line key: "Please select a line". Press the free line key. The lamp lights up. The display briefly indicates the line number and the line status and then requests you to dial. A display such as "3236" means: the selected line (3236) has been seized. p Enter the number. The display "Please select a line", that you receive after lifting the handset or pressing the loud- speaker key, instructs you to seize a line. Speaker Speaker Ln

Making multiline calls 94 Redialing on a particular line (saved numbers) If this type of redialing is configured on your phone, you can save a number to be redialed later on a particular line � page 96. The saved number can be dialed with the line key and the redial key. Seizing the line for the saved redial number n Lift the handset. or Press the key (only for standard). You will be told to press the line key: "Please select". Press the desired line key. The lamp lights up. Redialing Press the key. n Lift the handset. or With the handset on-hook: handsfree speaking and open listening. Speaker Ln Saved # Dial Your saved redial number for a particular line may have been overwritten by another member of your team.

95 Step by Step Redialing on a particular line (last number dialed) If this type of redialing is configured on your phone, every last number dialed is automatically saved with the current line for redialing. Seizing the line for the desired last number dialed n Lift the handset. or Press the key. (only for standard). You will be told to press a free line key: "Please select". Press the desired line key. The lamp lights up. Redialing Press the key. n Lift the handset. or With the handset on-hook: handsfree speaking and open listening. Speaker Ln Last # Dial Your saved redial number for a particular line may have been overwritten by another member of your team.

Making multiline calls 96 Storing a number for "Redialing on a particular line" Precondition: "Redialing with saved number" has been configured, not "Redialing with last number dialed". Storing a selected number or the number of a caller You have called someone on a particular line and are still talking to them. Or you have been called by someone whose number has been transmitted, and you are still talking to them. Press the key. The number is now saved for the current line. Press the key. The lamp goes out (only for standard). or t Replace the handset. Line mailbox Callers who have tried to call you during your absence can leave a callback request for you in the mailbox of the line they are using. In the mailbox you will also find voice or fax messages from the mail server (if configured). Precondition: A mailbox has been configured for one or more lines. Please remember that a mailbox can be used by only one person at a time. Saved # Dial Speaker If your telephone belongs to an ONS group (One Number Service � page 121), please note the following features: An indication that a message is waiting in the mailbox (MWI) is available for all telephones in an ONS group.

97 Step by Step Checking the mailbox Example: The lamp for mailbox key 1 lights up when there are new entries in the mailbox that have not yet been viewed. Press the key. The first entry is shown. To view further entries press the "Mailbox 1" key again. Answering a callback request The callback request is displayed. > : Select and confirm. The person is called on this line. Next entry There is more than one entry in the mailbox. > : Select and confirm. The next entry is shown. Deleting mailbox entries The entry is shown. > : Select and confirm. To terminate viewing of mailbox entries Press the key. or > : Select and confirm. Mailbox entries that have not been deleted will remain in the memory. If it still contains callback requests that have not been viewed, the mailbox light will continue to show. MBLN Jones Call DO 16.03.05 10:12 Output? > Next entry? > Delete? > MBLN Cancel? >

Making multiline calls 98 Identifying the line used If several lines are seized at the same time, you can find out which line you are conversing on. With the Show Used Line key configured: Press the key. Via the program/service key: Press the key. The lamp lights up. lj Enter the service code. or > : Select and confirm. > : Select and confirm. The number and status of the line currently in use are displayed. A display such as "3235 active" means: the selected line (3235) is being used. Alternating between different lines Precondition 1: The service personnel has specified that when the user switches between lines, the lines are placed on hold automatically and can only be cleared again by replacing the handset or by pressing the Disconnect key. Precondition 2: You are connected to various other par- ties on two or more lines. These can be either calling parties � page 91 or called parties � page 93. You are conducting a call on line 1, for example. The line key of the party on hold flashes slowly. Press the slowly flashing line key. The first party is on hold on line 1. Press the slowly flashing line key. The second party is on hold on line 2. You can alternate between the parties as often as you wish. Line in Use Prog./Serv. More features? > Show used line? > Ln Ln

99 Step by Step Ending a call on a line key t Replace the handset. or Press the key that is lit. Adding another party to a line (conference) Precondition: There is a call on one of the lines. The line key lamp is lit. Press the line key. Conference tone can be heard by you and by the users who are already connected. All three parties can now talk to one another. The lamp remains lit. With automatic privacy configured Allow bridging Your primary line can be programmed so that no one can bridge your call. In this case you can allow override, but this permission only applies to the call in progress or to the next call. You are conducting a call. or n Lift the handset. With the privacy key configured: Press the key. Via the program/service key: Press the key. The lamp lights up. ll Enter the service code. Speaker Ln Adding parties is not possible if the Privacy func- tion has been activated for the line in question. If one of the three parties replaces the handset, the other two remain connected to each other. If the remaining parties are yourself (having en- tered the call) and the person who originally seized the line, consultation is no longer possible. Privacy Prog./Serv.

Making multiline calls 100 or > : Select and confirm. > : Select and confirm. Bridging is now permitted. Preventing bridging Even if the Privacy function has not been configured for your telephone, you can still prevent busy bridging. The Privacy function applies to the call in progress or to your next call. You are already engaged in a call on a line. or n Lift the handset. With the privacy key configured: Press the key. Via the program/service key: Press the key. The lamp lights up. lk Enter the service code. or > : Select and confirm. > : > : Select and confirm. Bridging is not possible. Terminating a connection on a line key t Replace the handset. or Press the key that is lit. More features? > Privacy off? > Privacy Prog./Serv. More features? > UK:Privacy is on? > US:Privacy on? > Speaker