Instruction/ maintenance manual of the product 1600IP Aastra Telecom
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Ascotel Inte lliGate Telecom munication Systems Ascotel O ffice 1600IP User's Gu ide.
Page 2 Office 1600IP Content Security in formation.. ............. ................... .................... ............. ................... .......... 3 Before you ge t started ................. ............. .................... ............. .....
Security informat ion Page 3 Office 1600IP Securi ty information Notes on these instructions Please read this man ual before y ou use your Office 1600/1 600IP in you r daily work . Your sys tem admi nistrat or has fitte d your PC contai ning Off ice 1600/1600 IP with a media dev ice.
Security informat ion Page 4 Office 1600IP Availabili ty The av ailability of the sof tphone d epends on a functio ning PC wi th power sup ply, and the av ailabil ity of the data network and the tel ecommuni cation sy stem (includ - ing th e OIP se rver).
Before you get started Page 5 Office 1600IP Before you get started Welcome to Offi ce 1600/1 600IP. Wi th its user-frien dly interfa ce the in tuitive s oft- phone ex pands the limits o f Office system terminals and perfe ctly int egrates your PC envi ronment.
Before you get started Page 6 Office 1600IP Use of Office 1600/1600IP as a group tool If seve ral people dea l with custome r matters on the phone, it make s sense to create workgroup s.
Before you get started Page 7 Office 1600IP Twin an d Twin Com fort are also av ailable if y ou use O ffice 16 00/1600IP a s group tool. Alternati ve desti nation if your Offi ce 1600/16 00IP is not started If your Office 1 600/1600IP is not s tarted, the calls are forwa rded to p reconfigur ed dest inati ons .
Before you get started Page 8 Office 1600IP Learn about the graphi cal user i nterface The main vi ew is t he ce ntral user cons ole i n Off ice 16 00/1 600 IP. Fr om he re, yo u place your calls or open add itional v iews to a ccess the message edi tor, con tacts, groups or the jo urnal.
Before you get started Page 9 Office 1600IP You us e tool bar to a ctiv ate a for wardi ng d est inati on ( see "For ward call (call for war- ding)", P age 42 ) or open add itional v iews of.
Before you get started Page 10 Office 1600IP Learn about Operation keys/ Foxkeys You use the opera tion keys t o execute the basic f unctions . The Fox keys are con - text-sens itive an d provi de the mos t useful t elephony functions : . Click the Call key to init iate or te rminate a call.
Before you get started Page 11 Office 1600IP Learn about key combinati ons Key co mbinat ions hel p you to c arry out rec urring operating s teps more effici ently.
Before you get started Page 12 Office 1600IP <Arro w poi nti ng down> Focu s in the inpu t field La st-number redial selection list is o pened <Back> Focus in the inpu t field Entry delete.
Customise the phone to meet your needs Office 1600IP Customise the p hone to m eet your needs You can a djust the behaviou r of Offic e 1600 /1600IP to m eet yo ur requir ements so that ma king calls i s combin ed with the o ther acti vities on you r PC in the most e ffec- tive way.
Customise the phone to meet your needs Make general set tings Office 1600IP Make general settings The se ttings ar e located un der Settings / Gene ral . Change PIN Proceed a s follows to chang e your P IN: 1. Enter the curren t PIN under Current P IN , and the ne w PIN und er New PIN and under Confirm PIN .
Customise the phone to meet your needs Make general set tings Office 1600IP To set the resp onse of the views, p roceed as follows: 1. Select th e opti ons you w ant by cl icking the chec k boxes 2. Click Apply to save the sett ings . Change user language You can change th e user lang uage withou t havi ng to restar t Office 16 00/1600IP: 1.
Customise the phone to meet your needs Make media settings (Office 1 600IP Office 1600IP Make media settings (Offic e 1600IP only) The Media D evi ces tab contains th e settings fo r the con nected Me dia Devices such as the ha ndset, headset, and speaker s.
Customise the phone to meet your needs Make advanced media set tings Office 1600IP Make advanced media settings (Office 160 0IP only) The se ttings for the media stack a nd the A IN bandw idth area are found in the Med ia devices tab b ehi nd t he Advanced.
Customise the phone to meet your needs Set tones an d melodies (Office 1600IP Office 1600IP Set tones and melodies (Office 1600I P only) In the Sound tab, yo u can sele ct tones an d melodies that Of fice 1600/160 0IP plays to signa l a ca ll or th e receipt of a mes sage.
Customise the phone to meet your needs Setting up the voice mailbox Office 1600IP Setting up the voice mailbox The Voice M ailbox tab allows y ou to manage your mai lbox greeti ngs: You ha ve a choice of three pe rsonal gr eetings, whic h can be ac tivated , record ed and moni tored here.
Telephony made simple Page 20 Office 1600IP Teleph ony made simple Office 160 0/1600IP i s user-fri endly and easy to use. With just a fe w mouse c licks or keyboa rd comm ands, you can a nswer a cal l or establ ish a c all conn ection. Here you le arn how to work with Offi ce 1600/1600I P straigh t away, and l earn about the main user promp ts.
Telephony made simple You are receiving a call Page 21 Office 1600IP You are r eceiving a ca ll Order n o.: Set vo lume of t he ring ing signa l (Office 1 600IP onl y) You want t o change th e volume of the ri nging si gnal.
Telephony made simple You are receiving a call Page 22 Office 1600IP Answer a call Note: For key board o peration : Dependi ng on the operat ing s ystem (W indows 2000, Win dows X P) the fo cus is not automat ically placed o n the Office 1600 /1600IP whe n it call s.
Telephony made simple You are receiving a call Page 23 Office 1600IP Save the caller's name and call number You hav e terminat ed a call a nd want to s ave the call er's number and cal l number. Your Offi ce 1600/1 600IP i s idle. Click Journa l in the toolbar and select the call e ntry of the subscribe r requir ed.
Telephony made simple You want to place a call Page 24 Office 1600IP You want to place a call Dial with the call number Note: You can enter n umbers in in ternation al format ( +411234 5678) or natio- nal form at (001234567 8).
Telephony made simple You want to place a call Page 25 Office 1600IP Dial by name Note: You can also se arch for the sec ond part of the name : Press the spa ce bar in the emp ty input field, fol lowed by the first letter of the secon d part of the name .
Telephony made simple You want to place a call Page 26 Office 1600IP Dial from the phone book (contact s) Note: A priv ate contac t can be classe d by first n ame or l ast name. This can be defined when you ente r the contact. Your Offi ce 1600/1 600IP i s idle.
Telephony made simple You want to place a call Page 27 Office 1600IP Dial from an exter nal phone book From Offi ce 1600/1600 IP, you ca n direct ly open a p hone book o n the Inte rnet. The URL addre ss of thi s phone b ook is e ntered in the settin gs (see "Make gene ral set tings", P age 14 ).
Telephony made simple You want to place a call Page 28 Office 1600IP Dial with a number key If you hav e store d your mos t importa nt numb ers on n umber ke ys (see "Use n umber keys" , Page 45 ), you can dial thes e with jus t a mouse click.
Telephony made simple You want to place a call Page 29 Office 1600IP Call a subscriber again Note: The redia l list l ists the su bscri bers that are entered in the journal. If a journal entry is dele ted, the subscriber conce rned is also r emoved from the redi al list.
Telephony made simple You want to place a call Page 30 Office 1600IP Proceed a s follows to resp ond to the u nanswe red calls: Your Offi ce 1600/1 600IP i s idle. Click J ournal in the toolbar. Select the entry for an una nswered c all. This is indicated by a sym bol and a bol d font.
Telephony made simple During the call Page 31 Office 1600IP During the call Set the ca ll volume ( Office 1600IP onl y) Your cal l party’s v oice is too loud or too quie t. You want to adjus t the volume of the voice re producti on temporaril y for this call.
Telephony made simple During the call Page 32 Office 1600IP Open listening mode (Office 1600IP only) You want t o listen to your cal l party on your sp eakers . You are taking the c all. Click th e Open List ening key , to turn on o pen liste ning mode .
Telephony made simple Learn about the journal Page 33 Office 1600IP Learn about the jo urnal All inco ming an d outgoing calls and text me ssag es are enter ed as ev ents in t he journal . The en try contain s useful in formatio n, includ ing the ty pe of even t, when it took plac e, who was involv ed, and how long it la sted.
Telephony made simple Learn about the journal Page 34 Office 1600IP Unansw ered ca lls are indicat ed by a bo ld font. The Name column c ontain s the name of the cal l party - if it is kn own. The Numb er contain s the cal l number or email add ress if the entry relates to a text messag e sent as an email.
Telephony made simple Learn about the journal Page 35 Office 1600IP Retain journal entries The sy stem deletes journa l entrie s at regu lar interv als. If you want to e nsure that the syst em does not delete a partic ular entry , you mus t flag it a ccordingly .
Use the phon e like a professional Page 36 Office 1600IP Use the phone like a professional As a tel ephone fr om the Off ice suite, y our Off ice 1600/ 1600IP prov ides yo u with practica lly t he whole rang e of co nvenience functions .
Use the phon e like a professional Use convenience f unctions Page 37 Office 1600IP Use convenience functions Request a cal lback Note: If the req uired s ubscriber does no t accept t he call you can req uest a callbac k. The subscr iber the n receive s a conti nuous vi sual me ssage about your callb ack request.
Use the phon e like a professional Use convenience f unctions Page 38 Office 1600IP Reply or r eject call waiting Send a call waiting si gnal to a subscriber You are taking the c all. A subs criber w ants to sp eak to yo u urgentl y and ma kes yo u aware of this by ind icating a c all waiti ng.
Use the phon e like a professional Use functi ons during a call Page 39 Office 1600IP Use functions duri ng a call Enquiry calls duri ng a call Broker between the enquiri ng party and the call party You are taking a call and want to call ano ther subsc riber with out exi- ting the c urrent call.
Use the phon e like a professional Use functi ons during a call Page 40 Office 1600IP Transfer a call part y with prior notif ication Transfer a call party without prio r notifi cation Note: If the other s ubscriber does not ac cept the cal l it is routed ba ck to your Office 1600 /1600IP.
Use the phon e like a professional Use functi ons during a call Page 41 Office 1600IP Put call party on hold Make a confere nce call You ar e taking a call a nd want to put the connec tion on h old in order to clarif y something . Park Click th e Park Foxkey.
Use the phon e like a professional Manage absence Page 42 Office 1600IP Manage absence Forward ca ll (call forwar ding) You leav e your wor k place . You want t o forward your calls to another subscriber . Take back call forwardin g You hav e returned t o your wo rkstation and want to ta ke back call forwa rding.
Use the phon e like a professional Manage absence Page 43 Office 1600IP You are taking the c all. Message Click the Message F oxkey. The message e ditor is open ed. The su bs- cribe r who forw arded call s to you is enter ed as the sender a ddress . Ente r your ca ll log a nd clic k Send a messa ge in the toolbar.
Use the phon e like a professional Cope with special situat ions Page 44 Office 1600IP Cope wi th spe cial sit uatio ns Activate/de activate DTMF mode (tone selec tion) You will need DTM F dialli ng mode to contro l other d evices fr om your phone, su ch as rem ote enqu iries to your ans werin g machine .
Use the phon e like a professional Use number keys Page 45 Office 1600IP Use number keys You want t o dial fr equently-u sed numbe rs direc tly with a mou se clic k.
Use the phon e like a professional Use number keys Page 46 Office 1600IP Note: You can drag the n umber ke ys with t he mouse from the gro up tab o n the desk top and ope rate from the re. Delete number key You hav e opened th e new grou p tab. Create n umber ke ys: 1.
Use the phon e like a professional Use team keys Page 47 Office 1600IP Use team keys You and y our team partner s want to be cons tantly avai lable as a team. You want to be able to call ea ch oth er simply by press ing a key . You can define a te am key fo r each t eam partn er and assi gn this key to a gro up.
Use the phon e like a professional Use team keys Page 48 Office 1600IP Note: You can drag t he Team keys wit h the mouse from the group ta b on the desktop and operate fr om ther e. Delete team key Understand team key status The team key uses symbol s to indi cate th e current st atus of you r team pa rtner: You hav e opened th e new grou p tab.
Use the phon e like a professional Use team keys Page 49 Office 1600IP If the text and frame for a team key is light grey, th e key is i nactive, for e xample becaus e the team partner h as activate d call fo rwardin g. Call team partn er Pick up call for team partner Your Offic e 1600/1600IP is idle.
Use the phon e like a professional Use function keys Page 50 Office 1600IP Use function keys You want to access frequent ly-use d function s with a mouse cli ck, rather than ente- ring th em by hand. To do th is, you can create f unction key s, and as sign a func tion of your choi ce to them.
Use the phon e like a professional Use function keys Page 51 Office 1600IP Note: You can drag the fu nction k eys with the mouse fr om the gr oup tab on the desk top and ope rate from the re. Understand func tions The av ailable f unctions ha ve the fol lowing properties : You hav e opened th e new grou p tab.
Use the phon e like a professional Use function keys Page 52 Office 1600IP Mailbox Mailbox retrieval : Calls t he mai lbox and automat ically enters th e mailbo x PIN. If your m ailbox h as the sa me PIN as your Office 1600 / 1600IP, ac tivate th e option fi eld Use Offic e 1600IP P IN code .
Use the phon e like a professional Use function keys Page 53 Office 1600IP Use function key Delete functi on key Swit ch gr oup You can use swi tch gro ups to di vert c alls to di fferent de sti- nations o n the week end and wor kdays, fo r exampl e. Each switch gr oup has three swi tch optio ns.
Use the phon e like a professional Use function codes Page 54 Office 1600IP Use function codes You can u se */# proce dures to a ctivate func tions not o ffered in the me nu. You can either t ype in a * /# proce dure direct ly or sto re it unde r a key.
Use the phon e like a professional Use function codes Page 55 Office 1600IP <~sor t> C al l back mes s age / m ess age LED Callback message / m essage LED <~sor t> C al l back mes s age / m ess age LED • Activate *38 <SC No.> <~sor t> C al l back mes s age / m ess age LED • Delete (from receiving ph one) #38 <SC No.
Use the phon e like a professional Use function codes Page 56 Office 1600IP <~sor t> G ener al bel l • Answer coded ringing *82 <~sor t> I nt ru si on Intrus ion <~sor t> I nt ru s.
Use the phon e like a professional Use function codes Page 57 Office 1600IP <~sor t> U ser gr oup (U G ) User gr oup (UG) <~sor t> U ser gr oup (U G ) • Log into all user groups *4800 &l.
Use text messages Page 58 Office 1600IP Use text messages Office 160 0/1600IP pr ovides a user -friendly message editor , which you can us e to send tex t messag es to inte rnal su bscribers and to sen d emails . Here yo u learn how to send, receive, forward a nd edit text messages with eas e.
Use text messages Send text messages Page 59 Office 1600IP Send text mess ages Send text messag es to su bscribers Note: The lengt h of a text mess age to a subscr iber wit h an Office system ter- minal wi th display is res tricted to a maximum of 160 cha racters.
Use text messages Send text messages Page 60 Office 1600IP Send text messag es as email Note: This functi on is only av ailable i f Offic e 1600/ 1600IP know s your per so- nal emai l addres s (see "Enter own emai l address", Page 15 ). Your Offi ce 1600/1 600IP i s idle.
Use text messages Receive text messages Page 61 Office 1600IP Receive text messages Receive text messages Reply to t ext messages Forward text messages An inter nal subsc riber has sent yo u a text me ssage.
Use text messages Receive text messages Page 62 Office 1600IP Note: Text mess ages can a lso be forwar ded as emai ls. To do thi s, write the email ad dress o f the recipi ent in the empty inp ut field, r ather th an the subscr iber’s c all numb er or name.
Ma intai n co ntac ts Page 63 Office 1600IP Maint ain contacts Office 160 0/1600IP pr ovides y ou with thr ee phone b ooks. E ach phone book is accessed via a sepa rate tab u nder Contacts . The All phone book in the first tab contain s all contac ts from the ot her two phon e books.
Ma intai n co ntac ts Create a new contact Page 64 Office 1600IP Create a new contact In the pr ivate pho ne book y ou can cre ate and mai ntain any number o f contact s. Create a new contact Enter personal detai ls Note: First an d last nam es ca nnot start wi th an umla ut.
Ma intai n co ntac ts Create a new contact Page 65 Office 1600IP Enter the address Enter phone numbers, email, and URL The di alog for ente ring and maintaini ng contac ts is open . Enter th e busine ss addr ess: 1. Choose Business in th e selection field und erneath t he Address pushbutton .
Ma intai n co ntac ts Create a new contact Page 66 Office 1600IP Save a private contact The di alog for e ntering and maintaini ng co ntacts is o pen. You ha ve entered all detai ls for the c ontact. Click Save and close to save t he data and return to the main view.
Ma intai n co ntac ts Edit a cont act Page 67 Office 1600IP Edit a contact Edit a contact Delete a private cont act You hav e opened the ma in view and want t o edit an entr y in yo ur pri- vate pho ne book. Click Cont acts in the toolb ar. contacts vie w is opened.
Ma intai n co ntac ts External phone book Page 68 Office 1600IP External phone book Dial from an exter nal phone book From Off ice 1600/ 1600IP yo u can dir ectly open a phone bo ok on the I ntranet. The URL a ddress of t his phone book is entered i n the sett ings (see "Make gene ral set tings", P age 14 ).
Call withi n the group Page 69 Office 1600IP Call within the group If seve ral people dea l with custome r matters on the phone, it make s sense to create workgroup s. Rega rdless of whether y ou work in a book ing offic e, on a hel p desk, for an i nfo line o r customer service c entre, Offic e 1600/16 00IP is a user-frien dly group to ol.
Call withi n the group Member in a workgroup Page 70 Office 1600IP Member in a wor kgroup Your group administr ator con figures which subsc ribers bel ong to a workgr oup.
Call withi n the group Member in a workgroup Page 71 Office 1600IP Open the group overview (busy lamp key) All the me mbers of a workgro up are li sted in the g roup over view. Yo u can also see whet her a memb er is a ctive or ta king a call , or w heth er a c all i s bei ng sign all ed to a member .
Call withi n the group Member in a workgroup Page 72 Office 1600IP Answer calls There is an in coming c all in your wo rkgro up. The cal l may have a lready been offe- red to s ome of you r coll eagues in the grou p, but their lines were busy. T he cal l is now offer ed to you.
Call withi n the group Member in a workgroup Page 73 Office 1600IP Finish wrap up time After ea ch call, you have a wrap up ti me durin g which ca lls to the workgroup are not signalled to you.
Call withi n the group Member in a workgroup Page 74 Office 1600IP Dial from a workgroup You want t o call s omeone on behalf of th e workgrou p. Log out of workgroup You are logged i nto one or more workg roups and wa nt to lo g out. Note: The group admini strator can also log you ou t from the ir Office 160 0/ 1600IP.
Call withi n the group Enter phone calls Page 75 Office 1600IP Enter phone calls You can e nter a call l og for a ca ll. The cal l logs are grou ped into wor k tickets . You can ther efore o pen a wor k ticket o n a part icular s ubject, a nd enter the rele vant cal l log ther e.
Call withi n the group Enter phone calls Page 76 Office 1600IP Add call log to existing work ticket For ea ch call , you can decide w hether yo u want to op en a new work tick et or whether you want to add the new c all log to a n existing work tick et.
Call withi n the group Manage workgroups Page 77 Office 1600IP Manage workgroups In workg roup managem ent, you c an add or exclude m embers, determin e call dis- tributi on and call duration , define the wrap up ti me, and ma ke oth er settin gs, provid ing you h ave the ne cess ary aut horizat ion.
Call withi n the group Manage workgroups Page 78 Office 1600IP Workgroup sett ings: Monitor status and log member s in/out Setting Exp lanation Name Here, you can chan ge the na me of the wor kgroup Call distrib ution A call i s general ly disp layed ac cordin g to the seque nce in the list of m embers .
Call withi n the group Manage workgroups Page 79 Office 1600IP Delete work ticket You can delete ev ery work ticket, reg ardless of whether you add ed call log s your- self. W orkgroup m embers without group adm inistrator rights c annot dele te any work tickets.
Page 80 Office 1600IP Index A Activate / deactivate break . . . . . . . . . . . . 73 Activate exchange acc ess with charge recall . . . . . . . . . . . . . . 54 Add call logs . . . . . . . . . . . . . . . . . . . . . . . 76 Address of Internet phone book .
Page 81 Office 1600IP P Park call party . . . . . . . . . . . . . . . . . . . . . 41 Pick up call for team partner . . . . . . . . . . 49 */# Procedures . . . . . . . . . . . . . . . . . . . . . 54 Provide informa tion for initiator of CFU . . 42 R Receive text messages .
An important point after buying a device Aastra Telecom 1600IP (or even before the purchase) is to read its user manual. We should do this for several simple reasons:
If you have not bought Aastra Telecom 1600IP yet, this is a good time to familiarize yourself with the basic data on the product. First of all view first pages of the manual, you can find above. You should find there the most important technical data Aastra Telecom 1600IP - thus you can check whether the hardware meets your expectations. When delving into next pages of the user manual, Aastra Telecom 1600IP you will learn all the available features of the product, as well as information on its operation. The information that you get Aastra Telecom 1600IP will certainly help you make a decision on the purchase.
If you already are a holder of Aastra Telecom 1600IP, but have not read the manual yet, you should do it for the reasons described above. You will learn then if you properly used the available features, and whether you have not made any mistakes, which can shorten the lifetime Aastra Telecom 1600IP.
However, one of the most important roles played by the user manual is to help in solving problems with Aastra Telecom 1600IP. Almost always you will find there Troubleshooting, which are the most frequently occurring failures and malfunctions of the device Aastra Telecom 1600IP along with tips on how to solve them. Even if you fail to solve the problem, the manual will show you a further procedure – contact to the customer service center or the nearest service center
