Mitel 6940 User Manual
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Mitel 6940 User Manual

Mivoice office 400
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MiVoice Office 400
Mitel 6940 SIP User Guide
RELEASE 6.1
April 2020

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  • Page 1 MiVoice Office 400 Mitel 6940 SIP User Guide RELEASE 6.1 April 2020...
  • Page 2 ). The information is subject to change without notice and should not be construed in any way as a commit- ment by Mitel or any of its affiliates or subsidiaries. Mitel and its affiliates and subsidiaries assume no responsibility for any errors or omissions in this document.

  • Page 3: Table Of Contents

    Mitel M695 Programmable Key Module (PKM) ..19 Mitel Wireless LAN Adapter .....21 Analog, DHSG/EHS, and USB headset .
  • Page 4 Dialing with the line key ..... . .33 Activating another Mitel phone for making calls ..34 Automatic call waiting in case of internal user .
  • Page 5 Initiating a call through a KT line key ....72 Using functions with Mitel OpenCount ....73 Activating PIN telephony .
  • Page 6 Operator phone ....... .99 Operator keys ......99 Background colors for operator keys .

  • Page 7: Welcome

    ELCOME Welcome... Welcome to the user guide for the desk phones Mitel 6940 SIP for MiVoice Office 400 communication systems. This user's guide will assist you with the use of your phone and introduce you step by step to the functions and configuration.
  • Page 8 AFETY INFORMATION HAPTER ELCOME Metal objects Telephone receivers produce magnetic fields that can attract small metallic objects such as pins and staples. To avoid injury, do not place the handset where such objects can be picked up. Maintenance • Make sure all installation and repair work is carried out by a specially qualified techni- cian.

  • Page 9: Document Information

    OCUMENT INFORMATION HAPTER ELCOME Disposal Be sure to dispose of your device, batteries and its packaging in an environmentally compatible way. Electrical equipment does not belong in domestic waste. Deposit it at a return center. Accessories Use original accessories or specifically approved accessories only.

  • Page 10: Information About The Mivoice Office 400 Communication System

    NE NUMBER USER CONCEPT HAPTER NFORMATION ABOUT THE OICE FFICE COMMUNICATION SYSTEM Information about the MiVoice Office 400 communication system One number user concept Your system administrator can set up several phones for you, all of which have the same phone number (one number user concept).

  • Page 11: Keys, Display, And Menu Guidance

    The following sections provide an overview of the keys and sockets available on your phone and their usage. Key designations and sockets Display symbols Operating your phone Accessory support Key designations and sockets The following figure shows the keys on the phone. Figure 3.1: Mitel 6940 SIP Phone...
  • Page 12 EY DESIGNATIONS AND SOCKETS HAPTER DISPLAY AND MENU GUIDANCE The following table describes the keys on the phone with regard to the figure: Key icon Key name Description and Usage Bluetooth Handset Display Color screen: • top left: line number, name •...
  • Page 13 EY DESIGNATIONS AND SOCKETS HAPTER DISPLAY AND MENU GUIDANCE Lower softkeys S1-S30 Six freely configurable (touch screen) keys on which a total of 30 functions or call numbers can be configured. Default functions are automatically set by the MiVoice Office 400 communicat ion system.
  • Page 14 EY DESIGNATIONS AND SOCKETS HAPTER DISPLAY AND MENU GUIDANCE Loudspeaker/headset Transferring an active key with LED call to the speaker or head-set, allowing hands-free use of the phone. Hash key Entering # or special characters. Alphanumeric keys Entering characters (A-Z, a-z, 0-9) and digits.

  • Page 15: Display Symbols

    ISPLAY SYMBOLS HAPTER DISPLAY AND MENU GUIDANCE Rear: • Connection for power supply. • Connection for USB 2.0. • Integrated Bluetooth module 4.1. • Connection for expansion key module. • GigE dual connection for PC and LAN. • Connection for headset. •...
  • Page 16 ISPLAY SYMBOLS HAPTER DISPLAY AND MENU GUIDANCE Operator queue Mobile phone connected Handset paired USB deactivated The icon USB deactivated is displayed when the NOTE phone is powered using Power over Ethernet or if one or more expansion key modules are connected.
  • Page 17 Phone in dial mode Incoming call Call connected Outgoing call Call on hold Active conference More keys available Voice message unread Voice message retrieved Mitel Hi-Q™ audio technology Voice Mail mode: Recording allowed • Data/voice encryption • Voice Mail mode: Recording not allowed...
  • Page 18 ISPLAY SYMBOLS HAPTER DISPLAY AND MENU GUIDANCE Presence state Available (default) Meeting Absent Busy Not available Settings key Language Time and Date Settings Time Zone Set Date and Time Directory Lock...
  • Page 19 ISPLAY SYMBOLS HAPTER DISPLAY AND MENU GUIDANCE Password Phone lock Status Audio Audio Mode Headset Ring Tones Tone Set Display Live Dialpad Restart...

  • Page 20: Operating Your Phone

    PERATING YOUR PHONE HAPTER DISPLAY AND MENU GUIDANCE Settings under the menu item Advanced are NOTE protected by a password and are reserved for your system administrator. Operating your phone Most keys and functions are described in the key legend. Other overviews and operating aids can also be found here.

  • Page 21: Using Softkeys

    PERATING YOUR PHONE HAPTER DISPLAY AND MENU GUIDANCE Using softkeys Softkeys are the keys that are automatically configured with context-dependent functions by the MiVoice Office 400 communications system. Keys are directly labelled with the function. The softkeys are set to the most commonly used functions, with one softkey always being the More key ( ) when more than six softkeys are configured.

  • Page 22: Free Configurable Keys

    PERATING YOUR PHONE HAPTER DISPLAY AND MENU GUIDANCE Bottom softkeys S1-S30 Six freely configurable keys that can be set to a total of 30 functions or call numbers, or which are automatically set by the MiVoice Office 400 communication system to context-dependent functions.

  • Page 23: Function Key Configuration (Default Key Setting) - Overview

    Note that your system administrator might change the default configuration and your phone configuration might therefore differ from the default configuration. Function key Mitel 6940 SIP Mitel 6940 SIP if defined as free seating phone Key T1 Personal Line 1...

  • Page 24: Led Overview

    PERATING YOUR PHONE HAPTER DISPLAY AND MENU GUIDANCE A B C 2 Ä Á À Â Ã Æ Å Ç А Б В Г a b c 2 ä á à â ã æ å ç a б в г D E F 3 É...

  • Page 25: Accessory Support

    Connecting programmable key modules to your phone gives you additional, freely configurable keys. You can connect up to three Mitel M695 PKMs next to each other on the right of the phone. The Mitel M695 module has three levels, each with 28 keys; therefore giving 84 configurable keys in total on one module.The Mitel M695 PKM has the following properties:...
  • Page 26 CCESSORY SUPPORT HAPTER DISPLAY AND MENU GUIDANCE A1-A84 function keys Freely configurable (3 key levels, 28 keys keys. An LED is located each) next to each function key signaling the functional state.

  • Page 27: Mitel Wireless Lan Adapter

    2, 3 Mitel Wireless LAN Adapter The Mitel Wireless LAN Adapter is a wireless bridge that can add wireless connectivity functionality to your phone. It allows your Ethernet-enabled phone to join a secure, high-speed network. It is software transparent, which means that in order to use the adapter, no changes to drivers, management tools, or applications are needed.

  • Page 28: Analog, Dhsg/Ehs, And Usb Headset

    Contact your telephone equipment retailer or distributor to purchase a compatible headset. Mitel Cordless Bluetooth Handset The phone provides support for the Mitel cordless Bluetooth handset. With a potential range of up to 10 meters (30 feet), the Bluetooth handset offers convenience and corridor mobility for Mitel 6930 SIP phone users.
  • Page 29 CCESSORY SUPPORT HAPTER DISPLAY AND MENU GUIDANCE Blue-Indicates that the handset is in use. Green-Indicates that the handset battery is charging.

  • Page 30: Mitel Integrated Dect Headset

    You can now walk and talk up to 350 feet (120 meters) away from your desk, which improves collabora- tion, multitasking, and productivity. The headset is compatible with phone. Before you connect the Mitel Integrated headset to the phone, ensure that you disconnect all other headsets.
  • Page 31 CCESSORY SUPPORT HAPTER DISPLAY AND MENU GUIDANCE Figure 3.3: Mitel Integrated DECT handset...

  • Page 32: Phoning

    Using further functions Overview of available functions Organizing absences from the desk Operating call lists and voice messages Line keys on a key telephone Using functions with Mitel OpenCount Setting functions by remote control MobileLink Bluetooth Making calls This section explains how to set your calls.

  • Page 33: Using Your Phone In Hands-Free Mode

    AKING CALLS HAPTER HONING Answering a call with the softkey Press the Answer softkey and pick up the handset. Ending a call: Put the handset on-hook or press the End key. Rejecting a call: Press the End key or the Ignore softkey during the ringing phase.

  • Page 34: Muting The Microphone

    AKING CALLS HAPTER HONING Announcement only Automatic hands-free is only activated when you are receiving an announcement. Automatic hands-free is always activated. Your phone signals an incoming call with two short signal tones and then switches to hands-free mode automatically. Answering/ending a call in hands-free mode: Answer: Press the loudspeaker/headset key or the line key.

  • Page 35: Using A Headset

    NITIATING CALLS HAPTER HONING Switching the microphone on and off during a call: Activate: Press Microphone key. Deactivate: Press the Microphone key once again. → Microphone is activated/deactivated, the LED on the Microphone key flashes/does not flash. Using a headset To make a phone call with the headset.

  • Page 36: Dialing From The Phone Book (Directory Lookup)

    NITIATING CALLS HAPTER HONING Pick up the handset or press the Dial softkey. Dialing from the phone book (directory lookup) You want to make a call by entering a name. With directory lookup, you can search for a contact in your private phone book, system phone book or a connected external phone book.

  • Page 37: Selecting From The Call List

    NITIATING CALLS HAPTER HONING Press the Dial softkey or the Loudspeaker/Headset button, or pick up the handset to dial the contact’s phone number. Directory lookup: Press the Menu softkey or press the function key for the Menu if you have defined it. Alternatively, you can also press Phone book function key (if defined).
  • Page 38 NITIATING CALLS HAPTER HONING Redial list List of calls made. Your phone automatically stores the person's phone number and name in a call list in the MiVoice Office 400 communication system. Within the one number user concept (see chapter "One number user concept") you can call back users through one of these call lists.

  • Page 39: Dialing With A Configurable Key/ Busy Lamp Field

    NITIATING CALLS HAPTER HONING Press the Menu softkey or press the function key for the Menu. Alternatively, you can also press Call lists or Redial function key (if defined). → A list of the most recent dialed numbers (including the presence status of the contact) is displayed.

  • Page 40: Activating Another Mitel Phone For Making Calls

    Activating another Mitel phone for making calls You want to make a call on another Mitel phone using your personal settings, for example on a colleague’s phone or in a meeting room. You can activate another Mitel phone to make an internal or external call using your personal settings, even if the phone is locked for external calls.

  • Page 41: Automatic Call Waiting In Case Of Internal User

    NITIATING CALLS HAPTER HONING Pick up the handset. → The phone number displayed is dialed. When you hang up, dialing by name and your NOTE private phone book remain available for a whole minute so you can make another call. Private calls: Enter function code #46 for a private call.

  • Page 42: Replying To Call Waiting

    SING FUNCTIONS BEFORE WHILE IN A CALL HAPTER HONING If the user declines the call request or if the NOTE function call waiting cannot be executed, the connection is terminated (busy tone) or the call is redirected to a predefined phone, depending on the system configuration.

  • Page 43: To Answer The Callback Request

    Callback 56022). You cannot automatically answer a callback request on your phone. You can either enter the call number manually or use a CTI client, for example the Mitel OfficeSuite. Answering the callback request: Enter a phone number in call preparation.

  • Page 44: Putting A Call Partner On Hold

    SING FUNCTIONS BEFORE WHILE IN A CALL HAPTER HONING Per call Call number should only be restricted for certain calls. This function must be activated before dialing the call number. You must save this function to a configurable key using Self Service Portal (see chapter "Configuring or deleting a key assignment").

  • Page 45: Enquiry Call During A Call

    SING FUNCTIONS BEFORE WHILE IN A CALL HAPTER HONING You may park the person you are talking to and then pick up the call again on the same phone on which you parked the person. You must save this function to a configurable key using Self Service Portal (see chapter "Configuring or deleting a key assignment").

  • Page 46: Brokering Between An Enquiry Call Party And Your Call Partner

    SING FUNCTIONS BEFORE WHILE IN A CALL HAPTER HONING • You can also set up an enquiry call by OTES pressing the busy lamp field key to which you have saved the enquiry call party. • If the other user does not answer, you can cancel the enquiry call with the Cancel softkey or with the End key and recommence the first call with the flashing...

  • Page 47: Making A Conference Call

    SING FUNCTIONS BEFORE WHILE IN A CALL HAPTER HONING Making a conference call You want to make a conference call. A conference call allows you to connect three call parties. From a conference call, you can initiate an enquiry call to someone else. You can broker between the conference participants and the enquiry call party.

  • Page 48: Take (Pick Up Own Call)

    SING FUNCTIONS BEFORE WHILE IN A CALL HAPTER HONING Call transfer with prior notice You only transfer the call after you have first talked to the second call party yourself. Call transfer without prior notice Without talking to the second call party, you transfer the call to them by hanging up the handset immediately after dialing the call number.

  • Page 49: Receiving An Announcement

    HAPTER HONING • An emergency announcement may only be executed using function codes. You will find a list of all function codes in the user's guide “Features Overview Mitel 415/430/470” on the \_Mitel DocFinder. Announcement to a group: • The announcement will only be received by phones which both have authorisation to receive announcements and are not in use.

  • Page 50: Recording A Call

    SING FUNCTIONS BEFORE WHILE IN A CALL HAPTER HONING • You cannot block an emergency announcement. Announcement to a group: • The announcement will only be received by phones which both have authorisation to receive announcements and are not in use. •...

  • Page 51: Activating Discreet Ring

    SING FUNCTIONS BEFORE WHILE IN A CALL HAPTER HONING You must save this function to a configurable key using Self Service Portal (see chapter "Configuring or deleting a key assignment"). OTES • Recording calls may infringe on your national data protection provisions or be permitted only under certain circumstances.

  • Page 52: Activating Do Not Disturb

    SING FUNCTIONS BEFORE WHILE IN A CALL HAPTER HONING Activating do not disturb You do not want to receive any calls for the time being. With the do not disturb function, you can stop calls being made to you if you are busy or are not otherwise able to take any calls.

  • Page 53: Activating/Answering Silent Intrusion

    SING FUNCTIONS BEFORE WHILE IN A CALL HAPTER HONING Activating intrusion (the users are talking): Press the function key for Intrusion. Enter the call number of the user you want as per the key configuration. → The intrusion tone indicates that the function has been activated.

  • Page 54: Using Further Functions

    SING FURTHER FUNCTIONS HAPTER HONING Activating silent intrusion (the users are talking): Press the function key for Silent intrusion. Enter the call number of the user you want as per the key configuration. → The function is activated. →If the user has blocked intrusion, connec- tion set up will be cancelled.

  • Page 55: Activating Ring Alone

    SING FURTHER FUNCTIONS HAPTER HONING Activating/deactivating personal call routing Press the function key for Menu. Press Personal call routing. → A list of your routings is displayed. Select the call routing you want and confirm with the Activate softkey. → The selected routing is activated and another is deactivated.

  • Page 56: Locking/Unlocking Your Phone

    Confirm the security prompt with the Yes softkey. Use the following function codes (see also NOTE Features Overview Mitel 415/430/470 user guide on the \_Mitel DocFinder), to activate or deactivate the phone lock for all phones within the one number user concept (see "One number...

  • Page 57: Acknowledging An Appointment Call

    SING FURTHER FUNCTIONS HAPTER HONING Acknowledging an appointment call You can set a call to remind you about an appointment, for example. Appointment call is displayed as soon as an appointment call is received. Without acknowledgment, the appointment call will ring for 1 minute.
  • Page 58 SING FURTHER FUNCTIONS HAPTER HONING not, the keys in question will not be available to you. Various sequences of expansion key modules are correctly recognised. OTES • You can only log in to a phone if no other user has yet logged in to that phone for free seating purposes.

  • Page 59: Hotline

    Alarm cancellation delay: Your system administrator can set a delay (1-60 seconds, depending on the Mitel system phone). During this delay the user can enter another call number in order not to trigger a call on the hotline destination number. If the user does not dial another phone number during this predefined time or puts the handset back down again, a connection with the Hotline number is automatically set up.
  • Page 60 VERVIEW OF AVAILABLE FUNCTIONS HAPTER HONING Agent: Pause on/off Activate/deactivate agent break. Agent: Wrap-up time on /off Activate/deactivate agent wrap-up time. Announcement to group Speak directly to a group of internal users via the loudspeaker - where available - without them having to first pick up the call.
  • Page 61 VERVIEW OF AVAILABLE FUNCTIONS HAPTER HONING Call list: Menu Direct access to the system menu Call list. Call list: Answered Call list for answered calls. Call list: Redial Call list for dialed call numbers. Call list: Unanswered Call list for unanswered calls. Call recording: Start/stop Record a call.
  • Page 62 VERVIEW OF AVAILABLE FUNCTIONS HAPTER HONING Free seating: Log in/log out Log into/out of a free seating phone (see chapter "Free seating"). Hide number on/off Permanently prevents your number from being displayed to the caller (see chapter "Hide number"). Hide number per call Prevents your number from being displayed to the caller once (see chapter "Hide...
  • Page 63 VERVIEW OF AVAILABLE FUNCTIONS HAPTER HONING Intrusion This function allows you to intrude on a call of a busy user with notification (see chapter "Activate/reply to intrusion"). Meeting centre This function enables access to the MiCollab Audio, Web, and Video conferencing from your SIP phones.
  • Page 64 VERVIEW OF AVAILABLE FUNCTIONS HAPTER HONING Phone book:: System Direct access to the Directory Lookup system menu. Contacts in the system phone book are integrated in the MiVoice Office 400 communication system (see chapter "Phone book management"). Phone lock on/off Activate/deactivate phone lock.
  • Page 65 VERVIEW OF AVAILABLE FUNCTIONS HAPTER HONING Ring Alone on/off This function lets you specify which of your phones signals incoming calls acoustically (as part of the one-number user concept, see chapter "Activating Ring Alone"). Run XML function You system administrator creates customer-specific XML services (weather report, stock exchange, etc.) which you can use on your SIP phone.Redkey:Trigger...

  • Page 66: Organizing Absences From The Desk

    RGANIZING ABSENCES FROM THE DESK HAPTER HONING User group: Log in/log out Log in/out of a user group. In the user group incoming and internal calls are routed to a group of internal destinations according to a preconfigured call distribution. Voice mail greeting on/off Activates/deactivates a selected voice mail greeting.

  • Page 67: Absence Information

    RGANIZING ABSENCES FROM THE DESK HAPTER HONING Not available You can call up the presence of the user you want in the following situations. • in Directory Lookup • in a call list • in the presence menu. OTES • Connected CTI applications can affect your presence status.
  • Page 68 "Configuring presence profile". : If your Outlook calendar is not synchronised via Mitel Open Interfaces Platform (OIP) with your NOTE communication server, you have to manually enter and delete the time and date. Set up the absence information: Press the function key for Menu.

  • Page 69: Call Forwarding

    RGANIZING ABSENCES FROM THE DESK HAPTER HONING Select or enter the settings you want and confirm with the Select softkey. You can set the following absence information: Scroll to Description and press the Modify softkey. Enter description and confirm with the Select softkey Scroll to Time/date and press the Modify softkey.
  • Page 70 RGANIZING ABSENCES FROM THE DESK HAPTER HONING Call forwarding off No CFU is carried out. Always (CFU) Incoming calls are automatically forwarded to another destination (Call Forwarding Unconditional). If busy (CFB) Incoming calls are forwarded directly to a different destination if you are busy (Call Forwarding if Busy).

  • Page 71: Operating Call Lists And Voice Messages

    PERATING CALL LISTS AND VOICE MESSAGES HAPTER HONING Select the call forwarding option you want and confirm with the Select softkey. → The call forwarding is activated. If you want to activate call forwarding to a call number or to a voice mail, select the call forwarding option you want and press the Modify softkey.
  • Page 72 PERATING CALL LISTS AND VOICE MESSAGES HAPTER HONING The form in which the call is displayed depends on the settings your system administrator selected in the MiVoice Office 400 communication system: Advanced or Picture-ID. Contact your system administrator for more information. Menu Description Delete all...

  • Page 73: Editing Options For Voice Messages

    PERATING CALL LISTS AND VOICE MESSAGES HAPTER HONING Deleting an entry from the call list: Select the entry you want and press the Delete softkey. Deleting all entries from the call list: Select an entry and delete all entries with the Delete all softkey.

  • Page 74: Operating System Events

    PERATING SYSTEM EVENTS HAPTER HONING • Voice messages to another voice mailbox that you are entitled to access are listed in the same voice mailbox as your own. You have the same editing options. Voice messages can be managed through the system menu, the voice mail key, a function key (see chapter mail"), or the Self Service Portal (see chapter "Configuring voice...

  • Page 75: Organization Within The Team (Busy Lamp Field)

    RGANIZATION WITHIN THE TEAM BUSY LAMP FIELD HAPTER HONING The system events (also called alarms) can be signaled on the SIP phones registered with the MiVoice Office 400 communication system. Your phone displays a yellow warning triangle icon on the top line (status bar) for new system events.
  • Page 76 RGANIZATION WITHIN THE TEAM BUSY LAMP FIELD HAPTER HONING • Presence state: It shows the presence state of the user such as available, absent, in a meeting, busy, or not available. The presence state is set by the team partner manually. This is indicated by the small circle on the right side of the key on the phone.The green circle indicates the team partner as available, grey as absent, yellow as in a meeting, red as busy, and black as not available.

  • Page 77: Answering A Call For A Team Partner

    INE KEYS ON A KEY TELEPHONE HAPTER HONING Busy Not available Check presence status: Press the info key. Press the desired busy lamp field key. →The phone status of the team partner is displayed. : Press another busy lamp field key to NOTE receive additional contact information.

  • Page 78: Answering A Call On The Kt Line Key

    INE KEYS ON A KEY TELEPHONE HAPTER HONING KT lines are the external line keys. A KT line is associated with a call distribution element (CDE) number. External user can reach you on the KT line using the Direct Dial In (DDI) number associated with the KT line.

  • Page 79: Using Functions With Mitel Opencount

    Activating PIN telephony The PIN telephone service is part of Mitel OpenCount. The possible applications of the PIN telephony depend on the area of use, for example in the area of health care and accommodation/hotel: •...

  • Page 80: Setting Functions By Remote Control

    Your phone supports MobileLink, a feature that provides seamless mobile integration using Bluetooth wireless technology. Using the MobileLink feature, you can: • Sync your mobile phone’s contact list with the Mitel SIP phone. • Answer a mobile phone call using your SIP phone. •...

  • Page 81: Pairing A Mobile Phone Using Bluetooth

    OBILE HAPTER HONING To configure the MobileLink key, you must log in to the Self Service Portal. For more information about the MiVoice Office 400 Self Service Portal, see the section Portal". You "MiVoice Office 400 Self Service can configure Mobile keys only on the top softkeys. Mobile key Following is the procedure to configure Mobile key: Log on to the Self Service Portal using your phone number and PIN.

  • Page 82: Synchronizing Mobile Contacts

    OBILE HAPTER HONING To pair a mobile phone using the Mobile key: Press the function key for Mobile. Ensure that Bluetooth functionality is enabled. If it is not enabled, swipe the Blue- tooth toggle switch to the right. Press Available Devices. →...

  • Page 83: Answering An Incoming Mobile Call Using Your Sip Phone

    • Some mobile phones sync only the contacts that are stored on the phone’s flash memory. Contacts stored on the phone’s SIM card might not sync with the Mitel SIP phone. • Mobile contacts are cleared from the Directory application when the phone’s firmware is upgraded or when the bluetooth connection is disconnected for both SIP phone and mobile phone.

  • Page 84: Sip Phone

    LUETOOTH HAPTER HONING Press the Speaker/Headset key ( ), or the Mobile softkey, or the Answer softkey for hands-free operation. : Press the Decline ( ) key to reject an incoming mobile phone call. NOTE Moving audio from an active mobile call between your mobile phone and SIP phone You can switch audio from your SIP phone to your mobile phone and vice versa.
  • Page 85 Press Available Devices. → Your phone scans for the supported Bluetooth devices. When pairing a Mitel cordless Bluetooth handset NOTE with the phone, the device name appears in the Available Devices list as Cordless Handset followed by the last six digits of the handset’s MAC address.
  • Page 86 LUETOOTH HAPTER HONING For mobile phones and some other Bluetooth NOTE devices, a Bluetooth pairing request displays on your SIP phone and the respective mobile phone or Blue-tooth device. Ensure the pairing code matches on both devices and press Yes on your SIP phone and acknowledge the pairing request on your mobile phone or Bluetooth device.
  • Page 87 LUETOOTH HAPTER HONING Select the Bluetooth device you want to disconnect. → The Bluetooth device is disconnected. Press OK button to acknowledge the successful disconnection. Renaming a paired Bluetooth device Press the settings key on the phone to enter the static settings menu.
  • Page 88 LUETOOTH HAPTER HONING Press OK button to acknowledge the successful connection. → The Bluetooth device is connected and is ready to use.

  • Page 89: Personalizing Your Phone

    ONFIGURING THE DISPLAY HAPTER ERSONALIZING YOUR PHONE Personalizing your phone These sections explain how to adapt the phone’s basic settings to suit your personal require- ments. Configuring the display Configuring the audio properties Configuring general phone settings Protecting yourself against calls Phone book management Configuring voice mail Configuring presence profile...

  • Page 90: Configuring The Audio Properties

    ONFIGURING THE AUDIO PROPERTIES HAPTER ERSONALIZING YOUR PHONE Setting the brightness: Tap onto the input field and select the desired brightness level using the arrow keys. Confirm with the softkey Save. Setting the duration for brightness: Tap onto the input field and enter the desired time in seconds.

  • Page 91: Setting The Audio Properties

    ONFIGURING THE AUDIO PROPERTIES HAPTER ERSONALIZING YOUR PHONE Setting the ring: Press the Option key. Press Audio > Ring Tones. Tap the settings you want, the ring melody is played. Confirm with the softkey Save. → Move your finger upwards and down- wards in the list to see the entire list of ring melodies.
  • Page 92 ONFIGURING THE AUDIO PROPERTIES HAPTER ERSONALIZING YOUR PHONE • Speaker/Headset At first, incoming calls are connected in hands-free mode by pressing the loudspeaker/headset key. • Press the loudspeaker/headset key repeat- edly to switch back and forth between hands-free mode and headset. •...

  • Page 93: Connect Bluetooth Headset

    ONFIGURING THE AUDIO PROPERTIES HAPTER ERSONALIZING YOUR PHONE Setting the audio mode: Press Audio > Audio Mode. Select the mode you want and confirm with the Save softkey. Setting the headset: Press Audio > Headset. Select the volume you want and confirm with the Save softkey.

  • Page 94: Configuring General Phone Settings

    ONFIGURING GENERAL PHONE SETTINGS HAPTER ERSONALIZING YOUR PHONE Add and connect Bluetooth headset: Press Bluetooth. Press Available devices. → All available Bluetooth headsets are searched and displayed automatically. Select the desired Bluetooth headset. → The selected headset is connected auto- matically.

  • Page 95: Selecting The Time And Date

    As system administrator or technician, you can make global settings for the time and date for all Mitel SIP phones in the MiVoice Office 400 communication system. If no NTP time server is entered in the communication system, then you can also make these settings over the phone. Available settings:...

  • Page 96: Using Live Dialpad (Single-Digit Dialing)

    ONFIGURING GENERAL PHONE SETTINGS HAPTER ERSONALIZING YOUR PHONE Press Time/Date. Settings: Press Settings. Select the setting you want and confirm with the Save softkey. Setting the time zone: Press Time Zone. Select the setting you want and confirm with the Save softkey.

  • Page 97: Local Ip Settings

    ONFIGURING GENERAL PHONE SETTINGS HAPTER ERSONALIZING YOUR PHONE Local IP settings Your phone saves phone-specific data such as IP address or memory space. The input of this data is password-protected; it can therefore only be carried out by your system administrator. You can however call up the data.

  • Page 98: Protecting Yourself Against Calls

    The local phone book is not supported by the MiVoice Office 400 communication system. This implies that contacts saved in this local phone book are only available on your Mitel SIP phone. The search func- tion in the system phone book (quickdial and dialing by name) does not search in the local phone book.

  • Page 99: Configuring Voice Mail

    We recommend using the following products to manage your private contacts: • Self Service Portal (see chapter "MiVoice Office 400 Self Service Portal" • Mitel OfficeSuite • External directories, such as Microsoft Exchange (provided your MiVoice Office 400 communication system is synchronised with external directories). Configuring voice mail This section explains how to set your voice mail.

  • Page 100: Configuring Presence Profile

    ONFIGURING PRESENCE PROFILE HAPTER ERSONALIZING YOUR PHONE Press the function key for Voice mail. Press the More > Greeting softkey. Renaming the voice mail greeting: Select the greeting you want and press the Modify softkey. Enter the name and confirm with the Select softkey.
  • Page 101 ONFIGURING PRESENCE PROFILE HAPTER ERSONALIZING YOUR PHONE You have a choice of 5 presence profiles for managing your presence status: Available, Absent, Meeting, Busy, Not available. Presence profiles contain action commands that are executed when the presence status is activated. This may be a call forwarding to a voice mail and/or a pre-defined personal call routing. For each of these presence profiles you can make the following settings: Menu Description...

  • Page 102: Configuring Keys

    ONFIGURING KEYS HAPTER ERSONALIZING YOUR PHONE • Keep settings as is Your currently defined greeting is used. • Absence information Your caller is given an absence information (as well as time and date, if this has been configured as such in the presence profile). This setting is not available in the Available presence profile.

  • Page 103: Available Keys

    ONFIGURING KEYS HAPTER ERSONALIZING YOUR PHONE Available keys You can select the following keys for configuration purposes: You can assign each key a specific action type so that you can trigger a particular action by simply pressing that key. The following choices are available: Action type Designation Description...

  • Page 104: Configuring Or Deleting A Key Assignment

    ONFIGURING KEYS HAPTER ERSONALIZING YOUR PHONE Room Room key Configure a key with the guest's room number, room name, or guest name (if defined). Operator key Operator key Operator keys are configured by your system administrator on your operator phone. You can make some changes in the operator-key configuration.

  • Page 105: Operator Phone

    PERATOR PHONE HAPTER PERATOR PHONE Operator phone This section explains the options provided by your phone when it is registered on the system as an operator phone. Operator phone Setting the operator phone Using an operator phone Operator phone The operator phone is your company's phone nerve centre. Incoming external calls and internal calls are routed to this phone through several physical lines.

  • Page 106: Background Colors For Operator Keys

    PERATOR PHONE HAPTER PERATOR PHONE Background colors for operator keys An operator phone supports 26 different colors for operator keys on the phone. They are referenced by name such as dark red, red, dark blue, blue, dark green, green, and so on. You can change the back- ground color for each operator key by using the Self Service Portal.
  • Page 107 PERATOR PHONE HAPTER PERATOR PHONE • External call (one-company system) • Internal call (one-or-two-company system) • External call forwarded to operator phone (one-company system) • Internal call forwarded to operator phone in one-or-two-company mode External call (company A) External call forwarded to operator phone (company A) External call (company B) External call forwarded to operator phone...

  • Page 108: Setting The Operator Phone

    ETTING THE OPERATOR PHONE HAPTER PERATOR PHONE Setting the operator phone The system administrator can configure up to 10 operator keys on the operator phone. Adding and setting the operator phone keys You can make a number of settings that affect the phone's response when someone calls on an operator key.

  • Page 109: Making Calls Using The Operator Key

    SING AN OPERATOR PHONE HAPTER PERATOR PHONE If you receive a call when your phone is in idle state, this call is signaled acoustically with the configured melody on the first operator key of your phone. You can handle the calls for two different companies on the same operator phone, if the operator phone is configured as a two-company system.

  • Page 110: Adjusting Ring Volume

    SING AN OPERATOR PHONE HAPTER PERATOR PHONE Adjusting ring volume You can adjust the volume of the ring tone when a call arrives on an operator key. You can also adjust the volume of the audio once the call is answered. Adjust the volume Press the key to decrease the ring tone...

  • Page 111: Making Calls In A Two-Company System

    SING AN OPERATOR PHONE HAPTER PERATOR PHONE destination with the help of the substitution function. If the system administrator does not configure a func- tion key for the substitution function, you can configure it yourself through Self Service Portal. Activate / Deactivate the substitution function Press the Substitution function once to turn it on;...

  • Page 112: Reception Phone

    ECEPTION PHONE HAPTER ECEPTION PHONE Reception phone This section explains the options provided by your phone when it is registered on the system as a reception phone. Reception phone Operating the reception phone Additional settings Reception phone Your phone becomes a reception phone if your system administrator has defined the phone in the system as a reception phone and has configured the basic settings.
  • Page 113 ECEPTION PHONE HAPTER ECEPTION PHONE Wake-up call pending Wake-up call expired Room cleaned and Room cleaned but not inspected inspected Room free for a group Room occupied by a member of a group Do not disturb The reception phone supports room keys, which display two icons, one on the left, and one on the right. These icons show the occupancy state, and do not disturb on the left and another piece of information on the right in the following priority order: expired wake-up calls, message notification, and cleaning status (if available).

  • Page 114: Function Keys And Room Keys

    ECEPTION PHONE HAPTER ECEPTION PHONE Function keys and room keys You get a better overview and can serve your guests quicker if you use your reception phone with at least one expansion key module. You can configure the room keys and the hospitality function keys on your phone as well as on the expansion key module attached to your phone.

  • Page 115: Operating The Reception Phone

    PERATING THE RECEPTION PHONE HAPTER ECEPTION PHONE You can call the guests or someone directly with a single press, if their phone number is configured as a busy lamp field on the phone or expansion key module. For more information about the busy lamp field, see the section "Using the busy lamp field key".

  • Page 116: Managing Wake-Up Calls

    PERATING THE RECEPTION PHONE HAPTER ECEPTION PHONE Check out a guest Press the Check-in/check-out key for the room the guest has occupied or go to the Reception menu on the reception phone for check-out. → The softkey icons indicate the room status: whether the room is free, occupied, occupied by members of a group, cleaned, not cleaned, and so on.
  • Page 117 PERATING THE RECEPTION PHONE HAPTER ECEPTION PHONE Enter the room number of the room for which you want to set the wake-up call and confirm by pressing Ok. You can use the Room list key to search for the room. →...
  • Page 118 PERATING THE RECEPTION PHONE HAPTER ECEPTION PHONE When modifying the time of an existing wake-up NOTE call, the time currently set is shown as the initial value. In the screen displayed for modifying a wake-up call, the Time field is selected by default. Delete wake-up call Press the Wake-up call function key or go to Reception menu >...
  • Page 119 PERATING THE RECEPTION PHONE HAPTER ECEPTION PHONE Enter the wake-up time and confirm by pressing → The phone displays the details of the wake-up call. Press Ok to return to the call screen or home screen. Manage expired wake-up calls As a receptionist, you set a wake-up call for your guests.

  • Page 120: Notification Service

    PERATING THE RECEPTION PHONE HAPTER ECEPTION PHONE Notification service A guest wants to be informed about events taking place in his absence or have voice mail messages set even if the guest is in the room. You can set a notification service for each guest (provided there is a phone in the guest’s room and the phone supports the notification service).
  • Page 121 PERATING THE RECEPTION PHONE HAPTER ECEPTION PHONE Enter the room number of the room for which you want to set the notification. Press Ok to confirm. → Alternately, you can use the Room list key to search for the room. →...

  • Page 122: Do Not Disturb (Dnd) Service

    PERATING THE RECEPTION PHONE HAPTER ECEPTION PHONE Press the notification function key or go to Menu > Reception menu > Notifications on the reception phone. → The phone displays the screen for entering the room number. The room number corresponding to the call in speech is pre-entered.
  • Page 123 PERATING THE RECEPTION PHONE HAPTER ECEPTION PHONE Enter the room number of the room for which you want to activate do not disturb. Press Ok to confirm. → You can use the Room list key to search for the room. →...

  • Page 124: Additional Settings

    DDITIONAL SETTINGS HAPTER ECEPTION PHONE Press the Do not disturb function key or go to Menu > Reception menu > Do not disturb on the reception phone. The room number corresponding to the call in speech is pre-entered. You, as a receptionist, can change the room number.
  • Page 125 DDITIONAL SETTINGS HAPTER ECEPTION PHONE • Guest name: Type in the name of the guest. • Call charges: Provides an overview of the telephone charges. You can Print the bill, Reset it, or do Both. • Wake-up call: Activate wake-up call for the time you set. You can select for daily repetition of the wake-up call as an additional option.

  • Page 126: Room List

    DDITIONAL SETTINGS HAPTER ECEPTION PHONE Room configuration settings are also available through the menu: Menu > Reception menu > Room list. Press the right arrow key or Select softkey to get the detailed room-configuration settings of the room. Modify the settings as required. : Some settings are not configurable if the room is vacant (for example: Notification and Do not NOTE disturb).

  • Page 127: Printing The Bill For A Room

    DDITIONAL SETTINGS HAPTER ECEPTION PHONE : Selecting Room list displays the first seven rooms on the phone. Use the Next and the Previous keys NOTE to list the other rooms. Printing the bill for a room You want to print a bill of the guest after you have finished the check-out operation. You, as a receptionist, can print the bill of the current guest, or re-print the bill of the previous guest when the room is occupied.

  • Page 128: Product And Safety Information

    AFETY INFORMATION HAPTER RODUCT AND SAFETY INFORMATION Product and safety information The product and safety information is available here. You will also find notes on data protection. Please read this information carefully. Safety information Product information Data protection Safety information The safety information can be found in chapter "Safety information".

  • Page 129: Data Protection

    Store the user information within easy reach and refer to it whenever uncertainties arise in connec- tion with the use of the product. • When handing over your product to others, make sure you enclose the relevant user information. Download the MiVoice Office 400 documents from the internet: http://www.mitel.com/docfinder or from Document Center Data protection...

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