Integral T3 / T3 IP Classic

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Services Internet Call / Contact Center

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Table of Contents ... 3

Familiarize yourself with your telephone ... 11

Table of Contents ...11

Important notes ...12

Which systems can you connect your telephone to? ...12

Declaration of conformity (T3) ...12

Declaration of conformity (T3 IP) ...12

To which system is your telephone connected? (T3) ...13

To which system is your telephone connected? (T3 IP) ...13

Hints for the location of the phone ...13

Repairs ...14

Notes on the description of the operating procedures ...14

Additional functions ...14

User manual in other languages ...14

Your T3(IP) Classic at a glance ...15

All keys at a glance ...16

Getting to know your telephone ... 17

Table of Contents ...17

The display helps you ...18

Basic rules of operation ...19

Selecting functions from the menu ...19

Cancelling or exiting an operation ...19

What is shown on the idle display? ...19

Display keys ...20

Display keys on five levels ...20

Entering text ...21

... telephoning made easy ...23

Putting the telephone into service ...24

Connecting the telephone (T3 IP only) ...24

If the automatic search does not find a gatekeeper (T3 IP only) ...24

Entering your own call number and PIN (T3 IP only) ...24

Selecting the language for the display and minimails ...25

Making calls as usual ... 27

Table of Contents ...27

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Making calls within your telephone system ... 28

Making calls outside your telephone system ... 28

Using a destination key to make a call ... 28

If the line is busy (automatic callback) ... 29

Deleting automatic callback ... 29

Redialling a call number ... 29

Deactivating the call number and charge display ... 29

Reactivating the call number and charge display ... 30

Cutting in on another call (cut-in)* ... 30

Ending cut-in* ... 30

Using the T3 telephone outside the company network (SoHo)* ... 30

Logging the T3 telephone onto the company PBX system ... 31

Logging the T3 telephone off the company PBX system ... 31

Making calls from a distant telephone via the system* ... 31

Answering calls ... 33

If you receive a call ... 33

If another telephone receives a call (pick-up call) ... 34

Putting a call on hold ... 34

Making calls without the handset ... 35

Listening to the opposite party via the loudspeaker (monitoring) ... 35

Making a call with the handset on the hook (handsfree operation) ... 35

Continuing a call in handsfree mode with the handset off the hook ... 35

Continuing a call with the handset in handsfree mode ... 36

Ending a call in handsfree mode ... 36

Establishing several connections ... 37

Forwarding callers ... 37

Answering an additional call (second call) ... 37

Consulting someone during a call (refer-back) ... 38

Speaking with parties alternately ... 38

Putting through a second caller ... 38

Conference - connecting a subscriber to a call ... 39

Conference - connecting a party to a call using refer-back ... 39

Speaking with only one specific conference party ... 39

Connecting conference partners with each other ... 40

Ending a conference ... 40

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Diverting internal calls after a certain period of time* ...42

Diverting external calls after a certain period of time* ...42

Setting up and activating a double-call destination* ...42

Deactivating a call diversion ...42

Changing a call diversion from a distant phone* ...43

Answering calls somewhere else (follow-me)* ...44

Preparing follow me on your own telephone ...44

Activating follow me on an external telephone ...44

Deactivating follow me on your own telephone ...44

Activating follow me on an external telephone ...44

Making calls with ease ... 45

Table of Contents ...45

Editing the Redial list ...46

Dialling an entry from the redial list ...46

Deleting an entry ...46

Deleting all entries ...46

Transferring an entry to the phone book ...47

Editing the call list ...48

Symbols in the call list ...48

Selecting an entry from the call list ...48

Deleting an entry ...49

Deleting all entries ...49

Transferring an entry to the phone book ...49

Editing the journal ...50

Symbols in the journal ...50

Dialling an entry from the journal ...50

Deleting an entry ...51

Deleting all entries ...51

Transferring an entry to the phone book ...51

Viewing audio data (T3 IP only) ...51

Using the phone book ...52

Creating a new entry in the phone book ...52

Dialling an entry from the phone book ...52

Editing entries in the phone book ...53

Deleting an entry ...53

Dialling an entry from the central phone book* ...54

Calling up messages ...55

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Listening to voice messages* ... 55

Deactivating a call diversion to voicemail ... 55

Deleting a message* ... 55

Deleting all messages* ... 56

Viewing charges ... 57

Viewing the charge display ... 57

Deleting the call charge meter ... 57

Switching the charge display to units ... 57

Recording charges for private calls and projects* ... 58

Setting reminders (appointments) ... 59

Entering a new appointment ... 59

Viewing an appointment ... 59

Appointment message ... 60

Cancelling an appointment ... 60

Deleting an appointment ... 60

Sending and receiving text messages ... 61

Selecting and sending a prepared text message ... 61

Writing and sending your own text message ... 62

Sending a text message to all subscribers ... 63

Viewing and deleting received text messages ... 63

Locking the telephone ... 64

Changing the PIN (Personal Identification Number) ... 64

Locking the telephone ... 65

Unlocking the telephone ... 65

**Telephoning with partners* ... 67**

Table of Contents ... 67

Setting up partner names ... 68

Information about partners on display keys ... 69

Information about partners on function keys ... 70

Calling partners ... 71

Answering a call for a partner ... 72

Assigning a partner to another key ... 73

Masking partner keys ... 74

Activating partner beep ... 75

Assigning a partner to a DSS module* ... 76

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Setting up the deputy key ...80

Extending a partner group* ...81

Reducing a partner group* ...82

Restricting partner signalling* ...83

Enabling partner signalling* ...84

Seizing a line as the executive line ...85

Establishing a connection for a partner ...86

**Telephoning with Multiline* ... 87**

Table of Contents ...87

Setting up line names ...88

Information about lines on display keys ...89

Information about lines on function keys and DSS module ...90

Seizing a line ...91

Answering a call for the telephone on a specific line ...92

Answering calls while you are speaking on a line ...93

Automatic hold (default setting) ...94

Manual hold ...95

Exclusive hold ...96

Activating a refer-back call ...97

Initiating a conference via lines* ...98

Setting up a call diversion ...99

Deactivating a call diversion ...100

Dialling a number from the local call list ...101

Dialling a number from the central call list ...102

Locking lines ...103

Unlocking lines ...104

Sending a minimail ...105

Assigning lines to other line keys ...106

Masking line keys ...107

Activating line beep ...108

Setting up the information display ...109

Assigning all lines to the DSS module* ...110

Customizing the telephone ... 111

Table of Contents ...111

Do not disturb ...112

Assigning functions or call numbers to keys ...113

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Assigning a destination from the phone book to keys ... 115

Changing an existing destination ... 116

Deleting key assignments ... 116

Displaying the key assignment ... 117

Labelling function keys ... 117

Function keys with LEDs ... 117

Creating a new destination and saving it as a DSS direct call destination* ... 118

Saving a destination from the phone book as a DSS direct call destination* .... 119

Setting up macro functions ... 120

Setting up a macro (call diversion and pick-up) ... 120

Setting up a macro (partner diversion) ... 121

Making anonymous calls* ... 122

Deactivating second call ... 123

Deactivating direct dialling ... 124

Deactivating autom. tone dialling (DTMF) ... 125

Changing the DTMF pulse duration ... 126

Activating key beep tones ... 127

Time zones ... 128

Private User Mobility* ... 129

Logging on to the telephone ... 129

Logging off the telephone ... 129

Saving emergency numbers ... 130

Setting up your own call number ... 131

Relocating with the telephone (T3) ... 132

Relocating with the telephone* (T3 IP) ... 133

Saving personal data ... 134

Saving data locally immediately ... 134

Saving data locally automatically ... 134

Saving data centrally immediately* ... 135

Blocking central data saving ... 135

Setting up VIP functions* ... 136

Using the executive telephone as a two-way intercom system to the secretary 136

Setting up the executive telephone ... 136

Setting up the secretary telephone ... 137

Announcements from the executive telephone ... 138

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Activating "Handsfree answer back"* ...140

Setting the acoustics, contrast and language ...141

Setting the acoustics ...141

Selecting the ringing tone melody ...142

Setting the contrast ...142

Changing the language for the display and minimails ...143

Setting handsfree operation ...144

Activating "CSTA answer call"* ...145

Leaving a hunt group* ...146

Logging on to automatic call distribution* ...147

Viewing and changing user data (T3 IP only) ...148

Logging off users ...148

Changing your PIN ...149

Deleting your PIN ...149

Viewing and changing IP settings (T3 IP only) ...150

Viewing IP settings ...150

Sending ping ...150

Blocking browser access to the telephone ...151

Logging on a CTI application* ...151

Saving user data ...152

Loading user data ...152

**Links* ... 153**

Table of Contents ...153

CTI-Link (T3 only) ...154

CTI/Audio-Link (T3 only) ...155

Setting a CTI application ...155

Setting an auxiliary device ...155

DSS-Link (T3 only) ...156

Analog-Link (T3 only) ...157

Selecting a service ...157

Assigning an MSN ...158

Entering parameters for the ringing frequency, flash signal and busy tone ...158

Headset-Link ...159

AEI/Headset-Link (T3 IP only) ...160

**Auxiliary devices* ... 161**

Table of Contents ...161

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Activating an additional loudspeaker ... 164

Activating the headset ... 165

Headset - making a call ... 166

Headset - answering calls ... 167

Continuing a call over the headset with the handset picked up ... 168

Setting the CTI application (T3 IP only) ... 169

Look it up whenever in doubt ... 171

Table of Contents ... 171

Function keys ... 172

Information on the idle display ... 175

Ringing and handset tones ... 178

Tones for internal and external calls ... 178

Tones on the handset ... 178

Menu overview ... 179

Troubleshooting ... 183

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Familiarize yourself with your telephone

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Important notes

Which systems can you connect your telephone to?

This telephone is only intended for connection to Tenovis PBX systems. It may not be connec-ted directly to a PSTN.

Declaration of conformity (T3)

We, Tenovis GmbH & Co. KG, declare that the T3 Classic telephone complies with the basic requirements and other relevant regulations of the EU directive 1999/5/EU (radio and telecom-munication terminal equipment, R&TTE).

This telephone is intended for connection to digital interfaces of Tenovis PBX systems and meets the fundamental requirements in accordance with the EU directive 1999/5/EU (radio and telecommunication terminal equipment, R&TTE).

This telephone has been designed in such a way that it is unsuitable for direct operation on interfaces of public telecommunication networks.

When using links and DSS modules:

This link / DSS module is intended for connection to T3 telephones and meets the fundamental requirements in accordance with the EU directive 1999/5/EU (radio and telecommunication terminal equipment, R&TTE).

This link / DSS module has been designed in such a way that it is only suitable for operation with T3 telephones.

If any problems occur during operation, please first contact your specialist dealer or Tenovis Service.

The complete declaration of conformity can be obtained at the following internet address: www.tenovis.com/deutsch/verzeichnis/conformance.htm

http://www.tenovis.com/deutsch/

verzeichnis/conformance.htm . You can also look under "Declaration of conformity" in the

index.

Declaration of conformity (T3 IP)

We, Tenovis GmbH & Co. KG, declare that the T3 IP Classic telephone complies with the basic requirements and other relevant regulations of the EU directive 1999/5/EU (radio and telecom-munication terminal equipment, R&TTE).

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Important notes

This link / DSS module is intended for connection to T3 IP telephones and meets the funda-mental requirements of the EU directive 1999/5/EU (Radio and Telecommunication Terminal Equipment, R&TTE).

The design of this link / DSS module makes it suitable for operation with T3 IP telephones only. If any problems occur during operation, please first contact your specialist dealer or Tenovis Service.

The complete declaration of conformity can be obtained at the following internet address: www.tenovis.com/deutsch/verzeichnis/conformance.htm

http://www.tenovis.com/deutsch/

verzeichnis/conformance.htm . You can also look under "Declaration of conformity" in the

index.

To which system is your telephone connected? (T3)

You can find out which system your telephone is connected to as follows: Press the "Menu" key during a call or with the handset picked up:

The "Info/Service" menu appears, but only if your telephone is connected to the Integral 55 communication server. In this menu you can also view, for example, the type, order number and software version.

To which system is your telephone connected? (T3 IP)

You can tell which Tenovis telephone system your telephone is connected to as follows: When logging on for the first time:

If your telephone is connected to the Integral 5 communication server, a log-on window appears at first where you can enter your extension number and PIN. No log-on window appears if your telephone is connected to the Integral 55 communication server.

If you have already logged on:

Press the "Menu" key during a call or with the handset picked up:

The "Info/Service" menu appears, but only if your telephone is connected to the Integral 55 communication server. You can view various IP settings there.

Hints for the location of the phone

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Important notes

Repairs

The telephone set may only be opened or repaired by qualified technicians. Do not open the telephone yourself. This could otherwise result in damage to the telephone, making it inopera-ble.

Notes on the description of the operating procedures

All the procedures described in this user manual assume a standard assignment of the function keys.

When reprogramming function keys, please bear in mind that this may change the operating procedures.

Additional functions

Functions marked by a * are not standard features of your telephone.

Further functions may be disabled or, depending on the system software, unavailable. Please consult Tenovis Service if you want to use any of these functions.

User manual in other languages

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Your T3(IP) Classic at a glance

1 Display

2 Level-switching key for display keys 3 Clear key

4 Arrow keys for navigating within the display 5 OK key

6 Escape key 7 Alphanumeric keys

8 Function keys (some of them with LEDs) 9 Volume/contrast keys

10 Call display

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All keys at a glance

... Alphanumeric keys: for dialling call numbers and vanity numbers Star and hash: for special functions

Escape: terminates the current connection during a call. Also used to cancels entries (the next higher menu level then appears on the display).

Clear: deletes the character above the cursor. The last character is deleted if the cursor is positioned behind the last character. If the Clear key is held down, the characters entered last are deleted one after another (as with a PC). This key can also be used to delete entries from a list (e.g. from the call list or phone book). This can be done as follows: First select the entry and then press the Clear key. The selected entry then starts to flash. The entry is deleted if you either press OK or press Clear again while the entry is flashing.

Arrow up / down: moves the cursor up or down within the display + / -: Increases or decreases the volume or contrast.

Arrow left / right: moves the cursor on the display to the left or right Enter: opens a selected menu item or is used to confirm an entry

Level switch: activates the next level for the display keys. The display keys return to level 1 if the key is pressed for a longer period of time.

Function keys:

• 4 display keys below the display

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Getting to know your telephone

The display helps you ...18

Basic rules of operation ...19

... telephoning made easy...23

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The display helps you

The information on the display is intended to help you through operating procedures step by step. The display provides you with a great deal of information, such as the status of your cur-rent call.

The call number of each external ISDN caller appears on the display, provided they have not disabled calling line identification presentation. This enables you to see who is calling. If your phone book already contains the name and call number of the caller, his/her name is displayed when he/she calls.

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Basic rules of operation

The following pages provide a short description of the basic rules of operation for your tele-phone:

Selecting functions from the menu

Press the "Menu" function key. or Scroll to the desired menu item.

Confirm your selection. The selected function is displayed. In many cases a submenu also appears. You can scroll through the submenu in the same way as in the menu.

• If you go to a menu, the corresponding LED goes on and remains on until you leave the menu.

• Menu items or list entries that do not completely fit on the display due to the length of their text are abbreviated using "...". You can, however, use the arrow keys and to scroll through the entire text.

• If you press the "Menu" function key while you are making a call or with the handset pik-ked up, you can view information on the model, order number, software version (T3) or IP settings (T3 IP) and even make settings yourself (T3 IP only).

Cancelling or exiting an operation

If you have made an input or parameter error:

Press (several times if necessary) to cancel the procedure. You will then move up one menu level or go to the idle display.

What is shown on the idle display?

The idle display shows: • Date and time

• Your name and call number (ifset up [↑ 131]) • Additional information on the status of your

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Basic rules of operation

Display keys

The display keys can have different functions. You can read the current function of each key on the dis-play.

Example: "Behrma": The selected display key can be used to call "Brown".

Display keys on five levels

The display shows one level with 4 key assignments. However, you can assign several functions to each key. You can assign destinations (levels 1 to 5), functions (levels 1 to 5), part-ners (for partner functions, levels 1 to 3) and lines (for multiline, levels 1 to 3) to the display keys of the five levels.

You can tell on which level you are at present by the level indicator.

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Basic rules of operation

Entering text

Enter the desired text using the alphanumeric keys.

You can find out how many times you have to press the relevant key to obtain the desired cha-racter in the following table:

Example: If you want to enter the name "Böhm": Press the digit key "2" twice: B

Press the digit key "6" six times: ö Press the digit key "4" twice: h Press the digit key "6" once: m

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Basic rules of operation

General key controls

• Deleting characters with the Clear key:

The Clear key has a backspace function if the cursor is to the right of the entered text. (the entered characters are deleted from right to left).

If the cursor is within the entered text, the marked character is deleted by pressing the Clear key and the character to the right shifts to the left.

• "Spaces" are entered using the "0" key (see table). • Using the # key to switch from upper to lower case :

The first letter and the letter after a space are automatically written in upper case. The hash key # is used to switch permanently to capital letters or, by it pressing again, to lower case (toggling).

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... telephoning made easy

You can make the following settings immediately or during your first telephone calls: • Adapt thevolume [↑ 141] of the ringing tone, the handset and the handsfree settings to

your surroundings

• Adapt thecontrast [↑ 142] of the display to your lighting conditions

• Select which language [↑ 143] all display information is to appear in. The languages available are English, German, French and Italian.

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Putting the telephone into service

Connecting the telephone (T3 IP only)

After connecting the telephone to the LAN (Local Area Network) and to the power supply (only if the telephone is not powered via the LAN) the telephone software is activated and a search for a gatekeeper (responsible for access authorization) then starts automatically. Usually a gatekeeper is found, and you can then make a call right away. However it will not yet be possi-ble to answer calls. To do this you first have to enter your call number and PIN in the "User administration" menu (seeEntering your own call number and PIN [↑ 24]).

If the automatic search does not find a gatekeeper (T3 IP only)

The automatic search for a gatekeeper does not come up with anything. The display of your telephone has been displaying the message "....Searching Network..." for some time. However, it is now possible for you to select a gatekeeper from the gatekeeper list, provided entries are available:

Scroll to the Gatekeeper list menu item. Confirm your selection.

Select a gatekeeper, e.g. GKxyz 123.456.000.123.

Confirm your selection. The search for the entered gatekeeper now starts. After about 10 seconds at the latest, a message appears on the display on whether the log-on has been suc-cessful.

Entering your own call number and PIN (T3 IP only)

Scroll to the status message Log on new user.

Confirm your selection.

... Enter the extension number. Scroll to the PIN menu item.

... Enter your PIN (up to 6 digits are possible).

Important: Do not forget your PIN!

Confirm your selection. The display then shows the message "Log on complete!". From now on you are also available under the entered call number (extension number).

• You are always only available at one telephone under your call number (extension num-ber).

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Putting the telephone into service

Selecting the language for the display and minimails

Scroll to the status messageD/GB/F/I (T3) or D/GB/F/I/E/NL/H/SLO/PL/CZ/RU (T3 IP).

Select the desired language for display texts, e.g. German. Confirm your selection.

Select the language for minimail texts, e.g. German. Confirm your selection.

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Making calls as usual

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Making a call

You can make calls as usual both from within and outside your telephone system.

Internal: Dial the desired extension number directly.

External: Depending on the system, first dial the external line code, e.g. "0".

With the destination keys, you can redial the last ten call numbers dialled and also call fre-quently used call numbers.

You can have calls returned automatically within your telephone system when a busy line is free again.

You can also switch off the call number and charge display.

You can cut in on another call within your system, if you have something urgent to tell one of the subscribers.

Making calls within your telephone system

... Enter the call number. Pick up the handset.

• You can, of course, pick up the handset first and then dial the number. However, in this case you will not be able to correct any input errors.

• Press the "Mute" key if you do not want your opposite party to hear what is being said at your end. The opposite party can hear you again after pressing this key again.

Making calls outside your telephone system

Enter the external line code, e.g. 0.

... Enter the call number. Pick up the handset.

Using a destination key to make a call

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Making a call

Pick up the handset.

• You can find out how to assign a call number to a destination key in the section titled Assi-gning functions or call numbers to keys [↑ 113].

If the line is busy (automatic callback)

The dialled internal connection is busy: Press the "Callback" function key.

Replace the handset. Your telephone rings as soon as the other line is free. Pick up the handset. The other line is called automatically via the telephone system.

Deleting automatic callback

Press the "Callback" function key.

Scroll to the Delete callback menu item. Confirm your selection.

Redialling a call number

The dialled connection is busy.

Scroll to the Automatic redial menu item. Confirm your selection.

Replace the handset. The number is dialled up to nine times at intervals of 30 seconds. Automatic redialling is stopped if you press any key or pick up the handset.

Deactivating the call number and charge display

During a call:

Scroll to the Call no. display on/off menu item.

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Making a call

Reactivating the call number and charge display

Select the Call display off/on menu item again. Confirm your selection.

Cutting in on another call (cut-in)*

If you want to make a call with a subscriber whose line is busy: Scroll to the Cut-in menu item.

Confirm your selection. All of the call parties hear a cut-in tone. You are now included in the call and can communicate with the subscribers.

• Cutting in on a call is only possible within your system and must be enabled for your tele-phone and the other teletele-phone concerned. Consult your Tenovis Service if necessary.

Ending cut-in*

Scroll to the End cut-in menu item. Confirm your selection.

• The cut-in call can also be ended by pressing the "Esc" key or by simply hanging up.

Using the T3 telephone outside the company network (SoHo)*

With your T3 Classic you can call via your company PBX system even from outside your com-pany network.

For this to be possible, your telephone must be connected to the public ISDN network via an ibus-k box. You also need to log your telephone onto the company system. This is done by simply pressing a key.

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Making a call

Logging the T3 telephone onto the company PBX system

Press the "Login/Logout" function key. The information message Start login appears.

After logging on successfully, the status message Online appears and the LED in the function key goes on.

• If you have not assigned "Login/Logout" to a function key, you can log on via the "Set-tings -> Keys" menu.

• Answering an incoming call does not automatically log you on. However you can log on while you are making a call.

• If you are logged on but do not establish any connection with your company system for five minutes, you are logged off automatically.

Logging the T3 telephone off the company PBX system

Your telephone is in idle mode:

Press the "Login/Logout" function key.

The information message Start logout appears.

After logging off successfully, the status message Logged off appears and the LED in the function key goes out.

• If you try to make a call or use a disabled function of your telephone while you are logged off, the message "Please log on" will be displayed.

• However, you cannot log off while you are making a call. • Once you are logged off the partner display disappears.

• If you are no longer logged onto the company system, you are able to answer incoming calls but not make any calls yourself.

• Your call charges will be registered in the PBX system.

Making calls from a distant telephone via the system*

You can call your PBX system from a distant telephone in order to, for example, make expen-sive international calls via the system. The charges are then incurred by the system. This is possible from any telephone with DTMF suffix dialling.

Dial the call number of your PBX system, e.g. 069 7505, from the external telephone.

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Making a call

If necessary, enter your PIN, e.g. 1234.

Enter the system’s external line code and the call number you want to call via the PBX system, e.g. 0004197543. This call number is dialled immediately.

• "Making calls from a distant phone via the system" must be enabled by Tenovis Service. The service department will also tell you the tie line discrimination code and whether a PIN is required.

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Answering calls

You can pick up the handset and speak with the caller as usual.

It is also possible to answer a call using the handsfree key and then make the call with the handset hung up.

If another subscriber within your system receives a call, you can divert the call to your phone (pick-up call).

It is also possible to put calls on hold, instead of answering them immediately. This allows you to complete any operating procedures you have already started (e.g. editing a phone book entry).

If you receive a call

Your telephone rings. A call is shown on the display. Pick up the handset.

• To make calls without the handset, press the "Monitoring/Handsfree" function key. • You can tell the difference between internal and external calls by the different ringing

tones. More information can be found in the section titledTones for internal and external calls [↑ 178].

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Answering calls

If another telephone receives a call (pick-up call)

Another telephone rings.

... With the handset on the hook, enter the number of the ringing telephone. Scroll to the Pick-up call menu item.

Confirm your selection and wait until the call is signalled on your telephone. Pick up the handset.

• You can alsoset up a macro [↑ 120]if want to pick up calls for a particular phone. When this telephone rings, you will be able to pick up the call by pressing a single key. • There is another way of picking up a call, provided your telephone system is set

accor-dingly. All you have to do is enter a code. After picking up the handset, enter, for example, "*6" for the "Pick-up" function and then dial the number of the ringing phone. You will then hear a special dial tone for about one second. The call is then directly put through. Please contact Tenovis Service if you have any questions.

Putting a call on hold

If you receive a call but first want to complete an operating procedure on your telephone: Scroll to the Put on hold menu item.

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Making calls without the handset

The Monitoring function (you can hear your call partner over the loudspeaker) and Handsfree function (your call partner is heard over the loudspeaker and you can speak to him using the built-in microphone) can be operated using the "Monitoring/Handsfree" function key.

Handsfree operation is activated by pressing the "Monitoring/Handsfree" function key before establishing a connection.

If you press the "Monitoring/Handsfree" function key during a call, only monitoring is activated. The handsfree mode can be switched to by pressing the function key again.

You can tell whether "Monitoring" or "Handsfree" is activated by the status of the LED: • LED on: monitoring (loudspeaker switched on)

• LED flashes: handsfree (loudspeaker and handsfree microphone are on) • LED off: loudspeaker and handsfree microphone are switched off

Listening to the opposite party via the loudspeaker (monitoring)

During a call with the handset off the hook:

Press the "Monitoring/Handsfree" function key (LED on). You are now in monitoring mode and can hear the opposite party via the loudspeaker. The loudspeaker volume can be set using the keys and . If you press "Monitoring/Handsfree" again, you will switch to handsfree mode (LED flashes). Pressing the key again deactivates the handsfree microphone and the loudspeaker (LED off). However you can continue the call over the handset.

Making a call with the handset on the hook (handsfree operation)

... Enter the call number.

Press the "Monitoring/Handsfree" function key (LED flashes).

If the desired party answers, you will be able to hear him over the loudspeaker and also speak with him with the handset on the hook. To end the call, press the "Monitoring/Handsfree" function key once more.

Continuing a call in handsfree mode with the handset off the hook

During a call:

Press the "Monitoring/Handsfree" function key twice (LED flashes). Replace the handset.

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Making calls without the handset

Continuing a call with the handset in handsfree mode

During a call in handsfree mode:

Pick up the handset (LED off).

Ending a call in handsfree mode

During a call in handsfree mode:

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Establishing several connections

You can accept another call while you are already making a call (second call [↑ 123]). You can speak with several parties alternately and switch back and forth between them as desired. You can speak with two callers simultaneously (conference).

Forwarding callers

If you want to put your opposite party through, for example to the call number 1234: Press the "Refer-back" function key.

Enter the number to which you want to connect your opposite party (in this example 1234). If the called party answers, you can announce the caller to him/her. The first party is put on hold.

Scroll to the Transfer to ... menu item. Confirm your selection.

• If the called subscriber answers, you can put the first party through simply by hanging up. • If the called subscriber does not answer, you can return to the first party by pressing

"Esc".

Answering an additional call (second call)

If you receive another call during an existing call, e.g. from 06975058: Scroll to the Call from 06975058 menu item.

Confirm your selection. You are connected to the second caller. The first caller is put on hold and cannot hear your conversation.

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Establishing several connections

Consulting someone during a call (refer-back)

During a call:

Press the "Refer-back" function key. The opposite party is put on hold.

... Enter the number you wish to refer back to.

• You can also start the refer-back call under the menu item "new call to ...".

Speaking with parties alternately

If you want to speak to a subscriber (e.g. 06975058) who has been put on hold: Scroll to the back to 06975058 menu item.

Putting through a second caller

If you receive another call during an existing call, e.g. from 06975058: Scroll to the Call from 06975058 menu item.

Confirm your selection. You are connected to the second caller. The first caller is put on hold and cannot hear your conversation.

Now you want to forward the second caller, e.g. to the call number 1234: Press the "Refer-back" function key.

Enter the number of the extension you want to connect the second caller to (1234 in this example). You can now announce the caller. The first party is put on hold.

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Establishing several connections

Conference - connecting a subscriber to a call

During a call:

Scroll to the Conference with ... menu item. Confirm your selection.

... Enter the call number of the second conference party. You can immediately hold a three-party conference once you are connected with the subscriber.

• If the third subscriber whom you are calling does not answer, press the "Esc" key to switch back to the first party.

Conference - connecting a party to a call using refer-back

During a call (e.g. with 06975058):

Press the "Refer-back" function key. The opposite party is put on hold.

... Enter the call number of the second conference party. You can set up the conference once you are connected to this subscriber.

Scroll to the Conference with 06975058 menu item. Confirm your selection.

• If the third subscriber whom you are calling does not answer, press the "Esc" key to switch back to the first party.

• You can also set up a "Conference" function key. Detailed information on setting up function keys can be found in the section titled Assigning functions or call numbers to keys [↑ 113].

• A conference between a second caller and the first party is not possible.

Speaking with only one specific conference party

If you, for example, want to remove the conference party with call number 06975058 from the conference in order to be able to speak with the other conference party on his/her own:

Scroll to the out of conference 06975058 menu item.

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Establishing several connections

Connecting conference partners with each other

During the conference:

Scroll to the Transfer to ... menu item. Confirm your selection.

• You can also connect the two conference parties with each another by replacing the handset.

Ending a conference

During the conference:

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Diverting calls

You can divert your calls to another line.

You can also activate a further call diversion destination in order for calls only to be diverted if your line is busy.

It is also possible to set up a call diversion so that it kicks in after a certain period of time. In this case, you can set your telephone in such a way that internal or external calls are only for-warded to the set-up destination after, for examples, ringing three times. In this way, you can decide whether to answer a call or not.

In the call diversion menu, you can also set up your telephone in such a way that it rings toge-ther with anotoge-ther telephone in the event of a call (double call).

You can have your calls diverted to voicemail, provided it is connected to your system. Callers can then leave messages for you in the same way as with an answering machine.

A particularly convenient way of setting up a call diversion is by using amacro [↑ 120]. You can then enable or disable this call diversion at the press of a single key.

Diverting all calls for your telephone

Press the "Call diversion" function key. Scroll to the to: menu item.

Enter the call number to which you want to divert the calls, e.g. to 1234. Confirm your selection. The call diversion is now activated. The status message DIV to 1234 appears on the display and the LED goes on.

Diverting calls if your line is busy*

Press the "Call diversion" function key. Scroll to the on busy: menu item.

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Diverting calls

Diverting internal calls after a certain period of time*

Press the "Call diversion" function key.

Scroll to the Int.aft.time: menu item.

Enter the internal call number to which you want to divert the internal calls after the set period of time, e.g. to 1234.

Confirm your selection. The call diversion is now activated. The status message Delayed intl div 1234 appears on the display.

Diverting external calls after a certain period of time*

Scroll to the Ex.aft.time: menu item.

Enter the internal call number to which you want to divert the external calls after the set period of time, e.g. to 1234.

Confirm your selection. The call diversion is now activated. The status message Delayed ext. div 1234 appears on the display.

Setting up and activating a double-call destination*

Scroll to the Double Call: menu item.

Enter the internal call number of your double-call destination.

Confirm your selection. Double call is now activated. The message Double call to 1234 appears on the display.

Deactivating a call diversion

Select an active call diversion (marked by "on"), e.g. to 1234 (on) Confirm your selection. The call diversion is now deactivated.

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Diverting calls

Changing a call diversion from a distant phone*

You can call your PBX system from an external telephone in order to set up or change a call diversion for your telephone or other telephones. This is possible from any telephone with DTMF suffix dialling.

Select the subscribers whose call diversion you want to change:

Dial the call number of your PBX system, e.g. 069 7505, from the external telephone.

Enter the tie line discrimination code of your system, e.g. 89. You will hear a dial tone as confirmation.

Enter the call number of the subscriber for whom you want to change the call diversion, e.g. 6055.

Enter your PIN, e.g. 1234. Set up, change or deactivate the call diversion now: Setting up or changing a call diversion:

Enter a code for "Activate follow-me", e.g. star, 14.

Enter the system’s external line code and the call number to which you want to divert calls, e.g. 00897543. An acknowledgement tone sounds after a short time for confirmation.

Deactivating a call diversion:

Enter the code for "Deactivate follow-me", e.g. hash, 14.

• "Changing a call diversion from a distant phone" must be enabled by Tenovis Service. The service department will also tell you the tie line discrimination code and the PIN. • In some cases, you will only able to set up the call diversion from certain pre-defined

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Answering calls somewhere else (follow-me)*

You can also use another telephone to set up a call diversion for your own telephone. You first have to prepare this function at your own telephone. The follow me function is activated and deactivated by certain codes. Please ask your Tenovis Service for the valid codes.

Preparing follow me on your own telephone

Press the "star" key and enter the code, e.g. "13". Replace the handset.

Activating follow me on an external telephone

On an external phone:

Press the "star" key and enter the code, e.g. "14".

... Dial your own call number.

Replace the handset. Incoming calls to your telephone are now diverted to another tele-phone.

Deactivating follow me on your own telephone

Press the "hash" key and enter the code, e.g. "13". Replace the handset.

Activating follow me on an external telephone

On an external phone:

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Making calls with ease

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Editing the Redial list

You can view the last ten call numbers dialled in the redial list. The last call number dialled is at the top of the list. You can dial the individual entries, delete them or relocate them to the phone book.

Dialling an entry from the redial list

Press the "Redial" function key.

Scroll to the desired call number, e.g. 006975051234. Pick up the handset.

• You can also first select the desired entry with "OK" and then establish the connection via "Select entry". Your telephone automatically switches to handsfree mode.

Deleting an entry

Scroll to the desired entry, e.g. 0069123456.

Press the "Clear" key. The selected entry starts flashing. Press "Clear" again while the entry is flashing to confirm.

• You can also first select the desired entry with "OK" and then select "Delete entry". • The selected entry can also be deleted by pressing the "OK" key after pressing "Clear".

Deleting all entries

Scroll to the Delete all entries menu item.

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Editing the Redial list

Transferring an entry to the phone book

Scroll to the desired entry, e.g. 0069123456. Confirm your selection.

Scroll to the Reallocate to phone book menu item.

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Editing the call list

Unanswered calls are saved in the call list with their date and time. The LED next to the "Call list" function key then goes on. You can display this list at any time and return calls to the sub-scribers entered in it. The list contains the 30 most recent entries.

Symbols in the call list

An entry in the call list could look like this: 0069123456 14:36 3 !

• If a call list entry is a VIP call, "VIP" is displayed instead of the number of calls from the "VIP" subscriber.

Selecting an entry from the call list

Press the "Call list" function key.

Scroll to the desired entry, e.g. 0069123456. Pick up the handset.

• If you call back a caller from the call list and a connection is established, the entry is automatically deleted from the call list.

• If both the name and number of the caller are stored in the phone book, the name of the caller is displayed in the call list instead of the number.

0069123456 Number of the caller 14:36 Time of the last call 3

or VIP

Number of calls from the subscriber Call with message (VIP number)

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Editing the call list

Deleting an entry

Press the "Clear" key. The selected entry starts flashing.

Press the key again while the entry is flashing to confirm your selection.

• You can also first select the desired entry with "OK" and then select "Delete entry". • If you call back a caller from the call list and a connection is established, the entry is

automatically deleted from the call list.

• The LED next to the "Call list" function key remains on until you have scrolled through all new entries.

• The selected entry can also be deleted by pressing the "OK" key after pressing "Clear".

Deleting all entries

Confirm your selection. The selected menu item starts flashing. Press the key again while the entry is flashing to confirm your selection.

Transferring an entry to the phone book

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Editing the journal

The journal provides you with an overview of all of your telephone activities. The call list (max. 30 entries) and redial list (max. 10 entries) have been integrated in the journal and can each be called up separately using the menu or function keys. The journal also displays the call numbers of subscribers (max. 10 entries) who have called you and with whom you have spo-ken. You can tell what type of entry it is by the respective symbol. The most recent entry is at the top of the list. You can select specific call numbers and dial them as you like. You can easily transfer call numbers from the journal to your phone book.

Symbols in the journal

You can tell the type of entry by the symbols in the journal:

The date and time are also displayed for each entry. Additional symbols are displayed for ent-ries of calls that were not answered. You can find out what these symbols mean in the sub-section titled Symbols in the call list [↑ 48] .

Dialling an entry from the journal

Press the "Journal" function key.

Scroll to the desired call number, e.g. 006975051234. Pick up the handset.

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Editing the journal

Deleting an entry

Press the "Clear" key. The selected entry starts flashing.

Press the "Clear" key again while the entry is flashing to confirm your selection.

• You can also first select the desired entry with "OK" and then select "Delete entry". • The selected entry can also be deleted by pressing the "OK" key after pressing "Clear".

Deleting all entries

Confirm your selection. The selected menu item starts flashing. Press the key again while the entry is flashing to confirm your selection.

Transferring an entry to the phone book

Confirm your selection. The entry can then be edited in thephone book. [↑ 52]

Viewing audio data (T3 IP only)

The journal also contains the audio data for every call entered there (information on the voice quality during the calls).

Scroll to the Audio data menu item.

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Using the phone book

Your telephone has a personal phone book. You can save up to 267 phone numbers in it with together with the respective names, which will only be available on your telephone. You can then dial these call numbers quickly and easily. You can edit personal phone book entries yourself.

If you have authorization to access the central phone book, you can also find and dial entries there.

Entries in theredial list [↑ 47], call list [↑ 49] andjournal [↑ 51] can be transferred easily to the phone book.

Creating a new entry in the phone book

Press the "Phone book" function key. Scroll to the Create new entry menu item.

Confirm your selection and enter the desired data. Scroll to the Save entry menu item.

Dialling an entry from the phone book

Press the "Phone book" function key.

Scroll to the desired entry, e.g. Monica 0069123456. Pick up the handset.

• To go to the desired entry more quickly, you can also enter one or more of the first letters of the name.

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Using the phone book

Editing entries in the phone book

Scroll to the desired entry, e.g. Monica 0069123456. Confirm your selection. You can now edit the entry. Scroll to the Save entry menu item.

• To go to the desired entry more quickly, you can also enter one or more of the first letters of the name.

• You can also search for a name or phone number by using "*" (in the same way as on your PC). If you enter "*mobile", for example, all entries which include the string "mobile" are displayed.

Deleting an entry

Scroll to the desired entry, e.g. Monica 0069123456. Press the "Clear" key. The selected entry starts flashing.

Press the "Clear" key again while the entry is flashing to confirm your selection.

• You can also first select the desired entry with "OK" and then select "Delete entry". • The selected entry can also be deleted by pressing the "OK" key after pressing "Clear". • To go to the desired entry more quickly, you can also enter one or more of the first letters

of the name.

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Using the phone book

Dialling an entry from the central phone book*

Scroll to the Search main phone book menu item. Confirm your selection.

Enter one or more of the first letters of the name. Scroll to the desired entry, e.g. Wagner 4321.

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Calling up messages

Callers can leave messages for you in the same way as with an answering machine, provided your system is connected to voicemail. You can call up these voice messages by making a call. It is also possible to receive text messages from a server. Whether the LED next to the "Message" function key indicates voice or text messages depends on the voicemail used. You can obtain detailed information from your Tenovis Service.

Diverting calls to voicemail

Press the "Call diversion" function key. Scroll to the to: menu item.

Enter the internal call number set up for voicemail on your system, e.g. 4321. Confirm your selection. The call diversion is now activated. The status message DIV to 4321 appears on the display and the LED goes on.

Listening to voice messages*

The LED next to the Message function key is on: Press the "Message" function key.

Scroll to the desired entry, e.g. Voicemail 1 069123456.

Confirm your selection. Your telephone automatically switches to handsfree operation and dials the voicemail number. You are then guided through the operation of the voicemail.

Deactivating a call diversion to voicemail

Select an active call diversion to voicemail (marked by "on"), e.g. to: 4321 (on). Confirm your selection. The call diversion is now deactivated.

Deleting a message*

The LED next to the Message function key is on: Press the "Message" function key.

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Calling up messages

Press "Clear" again while the entry is flashing to confirm your selection.

• The selected entry can also be deleted by pressing the "OK" key after pressing "Clear".

Deleting all messages*

Press the "Message" function key.

Scroll to the Delete all messages menu item.

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Viewing charges

All call charges incurred since the last reset are saved and added up in your telephone system. You can view the charges for your last four calls and delete the display.

You can also have the current charges displayed during a call either in units or in your local currency.

Furthermore your telephone system can also record and account for the call charges for single projects or private calls separately.

Viewing the charge display

Press the "Menu" function key. Scroll to the Call charges menu item.

Deleting the call charge meter

Scroll to the Delete single counter menu item.

Confirm your selection. The charges for the single call are deleted.

• You can also delete every single entry by pressing the "Clear" key twice.

• If you also want to delete the total charges of all calls, you must have this function enab-led by Tenovis Service.

Switching the charge display to units

Scroll to the Charge display (Amount) menu item. Confirm your selection.

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Viewing charges

Recording charges for private calls and projects*

If you want to dial a call number with a project PIN or private PIN:

Enter the external line code that has been set up in your telephone system for dialling with a project or private code, e.g. "1". This external line code may have 1 to 5 digits.

Enter the code that has been set up in your telephone system for private calls or the respective project, e.g. "3433". This code may have 1 to 12 digits.

... Enter the desired call number.

Pick up the handset. The charges for this call are now recorded and posted in the system with the appropriate project or private code.

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Setting reminders (appointments)

You can have your telephone remind you of important appointments. You can enter up to 10 appointments. You can specify whether you wish to be reminded once or every day.

At the time of the appointment, a signal tone sounds and the message you have entered for the appointment appears on the display.

You can delete entered appointments specifically.

Entering a new appointment

Press the "Menu" function key. Scroll to the Appointments menu item.

Scroll to the Enter new appointment menu item.

Confirm your selection and enter the desired appointment data and text. Scroll to the one-time appointment or daily appointment menu item.

Confirm your selection. The message Appointment enabled appears on the idle dis-play.

• In the "Call number" field, you can also enter the number of a party you would like to speak to after the appointment message appears. You can also dial this call number at any time using the Select entry menu item.

• The maximum text length is 26 characters.

Viewing an appointment

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Setting reminders (appointments)

Appointment message

The signal tone sounds and the appointment message appears on the display at the respec-tive date.

Press the ESC key to turn off the signal tone. The message Appointment expired now appears on the idle display.

• If you entered a call number when entering the appointment, it appears on the display after acknowledging the appointment signal. You then only need to pick up the handset or press the "Monitoring/Handsfree" function key to call the subscriber with this call num-ber. You can also dial this call number at any time using the Select entry menu item. • The "Appointment expired" message remains on the display until you have scrolled

through all the expired entries (marked with "!") in the "Appointments" menu.

Cancelling an appointment

Scroll to the status message Appointment enabled. Confirm your selection.

Scroll to the desired appointment, e.g. today 15:00 meeting. Confirm your selection.

Scroll to the Cancel appointment menu item. Confirm your selection.

Deleting an appointment

Scroll to the desired appointment, e.g. 22.03.01 15:00 Meeting (on). Press the "Clear" key. The selected appointment starts flashing.

Press Clear again while the appointment is flashing to confirm your selection.

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Sending and receiving text messages

You can send short text messages to one or more recipients. A total of 10 texts are available to you:

• 7 prepared texts, which you can either edit or supplement • 3 texts which you can enter yourself.

You can also receive text messages. The mailbox is a call list for text messages. Your callers can leave up to 10 short minimails here. You can see whether you have received a new mini-mail on the telephone display.

Selecting and sending a prepared text message

Press the "Menu" function key.

Scroll to the Messages menu item. Confirm your selection.

Scroll to the Send minimail menu item. Confirm your selection.

Scroll to the desired entry, e.g. Meeting 00:00 00.00.

... Edit the entry, if necessary. Add the date and time for example. Confirm the entry.

Scroll to a line with no call number, e.g. Recipient 2: (off). This step is not required when entering a call number for the first time.

Confirm your selection. This step is not required when entering a call number for the first time.

... Enter the call number of the desired subscriber, e.g. 7500. Scroll to the Recipient on menu item.

Scroll to the Send to selected users menu item.

Confirm your selection. You can see on the display whether or not the message has been successfully sent:

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Sending and receiving text messages

• You can set the desired language for the prepared minimail texts. The languages availa-ble are English, German, French and Italian. More information can be found in the sec-tion titledSetting the acoustics, contrast and language [↑ 141].

Writing and sending your own text message

Press the "Menu" function key.

Scroll to the Messages menu item. Confirm your selection.

Scroll to the Send minimail menu item. Confirm your selection.

Scroll to the desired entry, e.g. Text 1: and then enter the desired text. Confirm the entry.

Scroll to a line with no call number, e.g. Recipient 2: (off). This step is not required when entering a call number for the first time.

Confirm your selection. This step is not required when entering a call number for the first time.

... Enter the call number of the desired subscriber, e.g. 7500. Scroll to the Recipient on menu item.

Scroll to the Send to selected users menu item.

Confirm your selection. You can see on the display whether or not the message has been successfully sent: