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Mitel MIVOICE OFFICE 400 User Manual

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MIVOICE OFFICE 400
MITEL 6863 SIP / MITEL 6865 SIP
USER GUIDE
eud-1663_en / 1.0 – R4.0 – © 06.2015

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  • Page 1 MIVOICE OFFICE 400 MITEL 6863 SIP / MITEL 6865 SIP USER GUIDE eud-1663_en / 1.0 – R4.0 – © 06.2015...

  • Page 2: Welcome

    Welcome... Welcome... Welcome to the user's guide for the desk phones Mitel 6863 SIP and Mitel 6865 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. If you require further...

  • Page 3: Safety Information

    Deposit it at a return centre. Accessories Use original accessories or specifically approved accessories only. The use of other accessories may decrease performance or pose a risk to your health or safety. Mitel 6863 SIP / Mitel 6865 SIP eud-1663/1.0 – R4.0 – 06.2015...

  • Page 4: Document Information

    • Document number: eud-1663 • Document version: 1.0 • Based on MiVoice Office 400 R4.0 • Valid as of MiVoice Office 400 R4.0 • In PDF Viewer, click on this link to download the latest version of this document: https://pbxweb.aastra.com/doc_finder/DocFinder/eud-1663_en.pdf?get&DNR=eud-1663 •...

  • Page 5: Table Of Contents

    Organisation within the team (busy lamp field, Mitel 6865 SIP only) Line keys on the key telephone (Mitel 6865 SIP only) ..64 Using functions with OpenCount ......65 Setting functions by remote control .
  • Page 6 Index ........... 90 Mitel 6863 SIP / Mitel 6865 SIP...

  • Page 7: Information As To The Mivoice Office 400 Communication System

    (busy if busy). • You are still able to make further outgoing calls with the other terminals. • Call lists and contacts stored on the MiVoice Office 400 communication system are available on all your phones and are automatically synchro- nised.
  • Page 8 MiVoice Office 400 Self Service Portal The Self Service Portal is a web-based application for phones on a MiVoice Office 400 communication system. The Self Service Portal helps you configure and adapt your personal phone settings (i.e. key configura- tion, labels for configurable keys, display language, etc.) directly and autonomously on your PC.

  • Page 9: Keys, Display And Menu Guidance

    Using labels ........22 Mitel 6863 SIP / Mitel 6865 SIP...

  • Page 10: Key Designations And Sockets

    Keys, display and menu guidance Key designations and sockets Mitel 6863 SIP Mitel 6863 SIP / Mitel 6865 SIP eud-1663/1.0 – R4.0 – 06.2015...
  • Page 11 Keys, display and menu guidance Mitel 6865 SIP Mitel 6863 SIP / Mitel 6865 SIP eud-1663/1.0 – R4.0 – 06.2015...
  • Page 12 Using the phone number last dialled (Mitel 6865 SIP only) Line keys L1 to L2 with Mitel 6863 SIP: 2 line keys Mitel 6865 SIP: 2 line keys. A total of 9 lines are available. • Seizing a line • Answering a call •...
  • Page 13 • Connection for Power-over-Ethernet, class 2 • Connection for wall mounting Use the headset connection for headsets only. Connecting another device may cause dam- age to your phone and void your warranty. Mitel 6863 SIP / Mitel 6865 SIP eud-1663/1.0 – R4.0 – 06.2015...

  • Page 14: Display Symbols

    Keys, display and menu guidance Note: The Mitel 6867 SIP and Mitel 6869 SIP phones have removable key caps. If you change the position of a function on your phone, you can change the function to the corresponding function key using the Self Service Portal.

  • Page 15: Operating Your Phone

    Information Using the softkey/navigation key Softkeys are the keys that are automatically configured with context- dependent functions by the MiVoice Office 400 communications system. The functions are displayed on screen and operated with the navigation key. A menu can have several sub-menus. Press the...
  • Page 16 • Self Service Portal: You can use the Self Service Portal (see chapter "MiVoice Office 400 Self Service Portal", page 8) where you can config- ure, change or delete the keys however you wish. More information on the configurable keys can be found in the chapter "Configuring keys", page 80.
  • Page 17 Overview function key configuration (default key setting) Mitel 6863 SIP/Mitel 6865 SIP phones on the MiVoice Office 400 commu- nication system are delivered with the following function key configuration. Please note that your system administrator may change this and your phone may therefore differ from this default configuration.
  • Page 18 Entering digit and letters: In text mode, press the key repeatedly until the required character appears in the display. Correcting entries: Use the left navigation key to correct any incorrect characters. Mitel 6863 SIP / Mitel 6865 SIP eud-1663/1.0 – R4.0 – 06.2015...
  • Page 19 Flashes fast • Appointment call Flashes slowly Call party on hold. Call be answered on any phone. Connected LED function key or busy lamp field key (Mitel 6865 SIP only): State Description • Function is deactivated Does not light up •...

  • Page 20: Using Expansion Key Modules

    (Mitel 6865 SIP only) gives you additional, freely configurable keys. Expansion key module Mitel M680 You can connect up to three Mitel M680 expansion key modules next to each other on your phone. The Mitel M680 has the following properties: •...
  • Page 21 • Keys must be configured by your system administrator or by yourself in the Self Service Portal (see "MiVoice Office 400 Self Service Portal", page 8). • If you remove an expansion key module or if you modify the order of the connected expansion key modules, the key configuration does not change.

  • Page 22: Using Labels

    Printing and attaching the labels Labels can be created and printed using the Self Service Portal (see chap- ter "MiVoice Office 400 Self Service Portal", page 8). Mitel 6863 SIP / Mitel 6865 SIP: 1. Label and print the write-on labels over the Self Service Portal (impor- tant printer setting: "Page scaling for printing: None").

  • Page 23: Phoning

    Organisation within the team (busy lamp field, Mitel 6865 SIP only) ......62 Line keys on the key telephone (Mitel 6865 SIP only).

  • Page 24: Making Calls

    LED flash. If the caller's phone number is received, it is shown on the dis- play. If the phone number is stored in the private phone book or in the MiVoice Office 400 communication system, the display also shows the cor- responding name.
  • Page 25 Activate: Press Microphone key. Deactivate: Press the Microphone key once again. ➔ The microphone is activated/deactivated. The LED on the Microphone key flashes/does not flash (Mitel 6865 SIP only). Mitel 6863 SIP / Mitel 6865 SIP eud-1663/1.0 – R4.0 – 06.2015...

  • Page 26: Initiating Calls

    Phoning Using a headset (Mitel 6865 SIP only) To make a phone call with the headset. If you answer a call in headset mode using the Loudspeaker key, the call is provided on the headset. Alternatively you can also answer the call by picking up the handset.
  • Page 27 Scroll to Directory Lookup and press the navigation key to the right. Scroll to Quickdial, Dial by name Advanced search and press the navigation key to the right. Mitel 6863 SIP / Mitel 6865 SIP eud-1663/1.0 – R4.0 – 06.2015...
  • Page 28 Missed calls are signalled on the display. Your phone automatically stored 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", page 7) you can call back users through one of these call lists.
  • Page 29 2. Press the desired configurable key. ➔ The phone number is dialled. Using your phone in handsfree mode: Press the desired configurable key. ➔ The phone number is dialled. Mitel 6863 SIP / Mitel 6865 SIP eud-1663/1.0 – R4.0 – 06.2015...
  • Page 30 Dialling with the line key You want to make a call via a line key. Mitel 6863 SIP: You can make a call via a line key. Your phone is equipped with two dedicated line keys with LED (L1, L2).
  • Page 31 "Changing the PIN", page 73). Private call with PIN You want to make a private call on your phone or on another Mitel phone. With the aid of your PIN you can use any phone to make an external call with your own personal settings, even if that phone is locked for external calls.

  • Page 32: Using Functions Before/While In A Call

    Call expected. The LED of the function key is switched on (Mitel 6865 SIP only). Clear callback: Press the function key for Callback. ➔ Callback request is deleted. Mitel 6863 SIP / Mitel 6865 SIP eud-1663/1.0 – R4.0 – 06.2015...
  • Page 33 1. Press the function key for Hide number. 2. Enter the call number and press the Execute. ➔ Call number is dialled and your own number is not displayed to the called party. Mitel 6863 SIP / Mitel 6865 SIP eud-1663/1.0 – R4.0 – 06.2015...
  • Page 34 Ending the enquiry call: Press the End key. Retrieving the first parked call party: Press the flashing line key. Mitel 6863 SIP / Mitel 6865 SIP eud-1663/1.0 – R4.0 – 06.2015...
  • Page 35 6 conference participants. You can hold a conference call with inter- nal and external users. Mitel 6863 SIP: This function must be saved to a configurable function key with Self Service Portal (see "Configuring or deleting a key assignment", page 81).
  • Page 36 • You can change the procedure by first starting an enquiry call before you set up a conference. Leaving a conference call: Put the handset on-hook or press the End key. ➔ The other conference parties remain in the call. Mitel 6863 SIP / Mitel 6865 SIP eud-1663/1.0 – R4.0 – 06.2015...
  • Page 37 Mitel 6863 SIP: This function must be saved to a configurable function key with Self Service Portal (see "Configuring or deleting a key assignment", page 81).
  • Page 38 Recall: If the other party does not answer, the call comes back to your phone. Note: You can change the procedure by first starting an enquiry call before call transfer. Mitel 6863 SIP / Mitel 6865 SIP eud-1663/1.0 – R4.0 – 06.2015...
  • Page 39 • As soon as a user in a group picks up the handset to answer the announcement, the announcement is ended for all other users in the group. Mitel 6863 SIP / Mitel 6865 SIP eud-1663/1.0 – R4.0 – 06.2015...
  • Page 40 • As soon as a user in a group picks up the handset to answer the announcement, the announcement is ended for all other users in the group. Mitel 6863 SIP / Mitel 6865 SIP eud-1663/1.0 – R4.0 – 06.2015...
  • Page 41 The recordings are made and backed up only as .wave files in your individual e-mail boxes. For this, you must configure at least one e- mail address in the MiVoice Office 400 communication system. You can find a call recording overview in your e-mail box. Contact your system administrator for more information.
  • Page 42 LED starts to flash before the recording reaches its maximum preset duration. Once the maximum duration is reached (or the memory is full), the recording is stopped and the LED goes off (Mitel 6865 SIP only). Activating discreet ring You do not want to be disturbed by the ring of the phone. You do not, how- ever, want to switch off the phone.
  • Page 43 Do not disturb (forward- ing) on/off. ➔ The function is activated/deactivated. The LED on the function key is switched on/off (Mitel 6865 SIP only). Your callers hear the busy tone. Mitel 6863 SIP / Mitel 6865 SIP eud-1663/1.0 – R4.0 – 06.2015...
  • Page 44 Another user can connect to your active call and listen to the conversation without you or your call party noticing. Unlike with intrusion, there is neither a display nor a sound signal to indicate use of the function. Mitel 6863 SIP / Mitel 6865 SIP eud-1663/1.0 – R4.0 – 06.2015...

  • Page 45: Using Further Functions

    Your system administrator has set you up multiple phones with the same phone number in the one number user concept (see "One number user concept", page 7). The system administrator has also assigned you per- Mitel 6863 SIP / Mitel 6865 SIP eud-1663/1.0 – R4.0 – 06.2015...
  • Page 46 You can also store your individual call routing profiles over the Self Service Portal on a function key and quickly activate or deactivate your desired call routing profile by simply pressing that key. Mitel 6863 SIP / Mitel 6865 SIP eud-1663/1.0 – R4.0 – 06.2015...
  • Page 47 PIN, see "Changing the PIN", page 73). This function must be saved to a configurable function key with Self Ser- vice Portal (see chapter "Configuring or deleting a key assignment", page 81). Mitel 6863 SIP / Mitel 6865 SIP eud-1663/1.0 – R4.0 – 06.2015...
  • Page 48 • If you activated forwarding, the appointment call is not forwarded. • If you are in call, the appointment call is made as soon as you end the call. Mitel 6863 SIP / Mitel 6865 SIP eud-1663/1.0 – R4.0 – 06.2015...
  • Page 49 • After a certain amount of time after login (e.g. 6 hours and 30 min.). • At a certain time (e.g. 6:30pm) Mitel 6863 SIP / Mitel 6865 SIP eud-1663/1.0 – R4.0 – 06.2015...
  • Page 50 ➔ You are now logged in and can use the free seating phone with your personal settings. The LED on the function key is switched on (Mitel 6865 SIP only). Note: The default PIN setting ‘0000’ is not accepted (for more information on the PIN, see chapter "Changing the PIN", page 73).

  • Page 51: Overview Of Available Functions

    More information on how to save functions to a configurable key using function commands and a function code can be found in the online help for Self Service Portal (see "MiVoice Office 400 Self Service Portal", page 8). Function Description...
  • Page 52 - where available - without them having to first pick up the call. An announcement is a one-sided connection and is indicated by two short signal tones on the recipient phone. Mitel 6863 SIP / Mitel 6865 SIP eud-1663/1.0 – R4.0 – 06.2015...
  • Page 53 PIN call Function with OpenCount. Independently from the phone you can make external calls for a fee. The credit may be limited (see chapter "Activating PIN telephony", page 65). Mitel 6863 SIP / Mitel 6865 SIP eud-1663/1.0 – R4.0 – 06.2015...
  • Page 54 For example you can use your phone to open and close electric gates or to switch the lights on or off throughout a building. Mitel 6863 SIP / Mitel 6865 SIP eud-1663/1.0 – R4.0 – 06.2015...
  • Page 55 (see "Activating/answering silent intrusion", page 44). System menu Access to the MiVoice Office 400 system menu. Take (pick up own call) Take a call from your phone on another phone under the one number user concept (see chapter "Take (pick up own call)", page 39).

  • Page 56: Organising Absences From The Desk

    Operation of the presence status is available via the system menu, a func- tion key (see chapter "Configuring keys", page 80), or the Self Service Portal (see chapter "MiVoice Office 400 Self Service Portal", page 8). Mitel 6863 SIP / Mitel 6865 SIP...
  • Page 57 "Configuring keys", page 80. Note: If your Outlook calendar is not synchronised via Mitel Open Interfaces Platform (OIP) with your communication server, you have to manually enter and delete the time and date.
  • Page 58 Whoever goes off-hook first, answers the call. Depending on the system configuration, Call Forwarding on No Reply can also be activated when your phone is busy. Mitel 6863 SIP / Mitel 6865 SIP eud-1663/1.0 – R4.0 – 06.2015...
  • Page 59 Operation of the call forwarding is available via the system menu, a func- tion key (see chapter "Configuring keys", page 80), or the Self Service Por- tal (see chapter "MiVoice Office 400 Self Service Portal", page 8). Activating call forwarding:...

  • Page 60: Operating Call Lists And Voice Messages

    Phoning Operating call lists and voice messages In this section, you will learn how to use call lists and voice mes- sages which are stored in the MiVoice Office 400 communication sys- tem. Editing options for the call list The call lists (unanswered/answered calls and redial list) include a maxi- mum of 30 entries each.
  • Page 61 • To find out how to configure a voice mail, refer to the chapter "Configur- ing voice mail" or to the User Guide Voice Mail Systems user guide on Mitel DocFinder. Mitel 6863 SIP / Mitel 6865 SIP eud-1663/1.0 – R4.0 – 06.2015...

  • Page 62: Organisation Within The Team (Busy Lamp Field, Mitel 6865 Sip Only)

    Operation of the voice messages is available via the system menu, a func- tion key (see chapter "Configuring keys", page 80), or the Self Service Por- tal (see chapter "MiVoice Office 400 Self Service Portal", page 8). Options in the voice mail:...
  • Page 63 • A busy lamp field can only be saved on function keys T1 to T20 (Mitel 6867 SIP) or function keys T1 to T40 (Mitel 6869 SIP). To be able to use the busy lamp field key, it must have been configured as such with the call number of the team partner, either by your system administrator or by yourself in the Self Service Portal (see chapter "Config-...

  • Page 64: Line Keys On The Key Telephone (Mitel 6865 Sip Only)

    KT line key, your system administrator will also set up a personal line on which you can make your personal calls. KT lines are only possible on function keys T1 to T20 (Mitel 6867 SIP) or T1 to T40 (Mitel 6869 SIP).

  • Page 65: Using Functions With Opencount

    MiVoice Office 400 communication system and ena- bles the logging, the administration, and the analysis of all call and connection data. If an OpenCount is integrated in your MiVoice Office 400 communica- tion system, the following additional features are also available on your phone.

  • Page 66: Setting Functions By Remote Control

    Portal (see chapter "Configuring or deleting a key assignment", page 81). For further information, please refer to the product-specific OpenCount user guides on our website (www.mitel.com) or contact our system admin- istrator. Activating/deactivating PIN call: Press the function key for...

  • Page 67: Personalizing Your Phone

    Configuring keys ....... 80 Mitel 6863 SIP / Mitel 6865 SIP...

  • Page 68: Configuring The Display

    Setting the backlight: 1. Scroll to Backlight and press the navigation key to the right. 2. Select the required setting and confirm with the navigation key to the right. Mitel 6863 SIP / Mitel 6865 SIP eud-1663/1.0 – R4.0 – 06.2015...

  • Page 69: Configuring The Audio Properties

    If you do not want to be disturbed during a certain time, you can set your phone not to ring with Suppress ring tone. Tone set Country-specific ring tone settings. This menu is set by your system administrator. Mitel 6863 SIP / Mitel 6865 SIP eud-1663/1.0 – R4.0 – 06.2015...
  • Page 70 • Headset/Speaker The connection is made via headset. The LED on the loudspeaker key lights up. Press the handsfree key to switch to handsfree mode. Mitel 6863 SIP / Mitel 6865 SIP eud-1663/1.0 – R4.0 – 06.2015...

  • Page 71: Configuring General Phone Settings

    DHSG headset. All setting possibilities for the headset only apply to the Mitel 6865 SIP. Note: To find out how to make phone calls with the headset, refer to "Using a headset (Mitel 6865 SIP only)", Seite 26.
  • Page 72 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 com- munication system. If no NTP time server is entered in the communication system, then you can also make these settings over the phone.
  • Page 73 PIN. The PIN on your phone is changed using the Self Service Portal. For more information about the Self Service Portal, please refer to "MiVoice Office 400 Self Service Portal", Seite 8. Notes: • The PIN that you have changed locally on your phone cannot be dis- played or overwritten over the Self Service Portal.
  • Page 74 Press the Option key. 1. Scroll to Restart phone and press the navigation key to the right. 2. Answer the security question with Yes. ➔ The phone is restarted. Mitel 6863 SIP / Mitel 6865 SIP eud-1663/1.0 – R4.0 – 06.2015...

  • Page 75: Protecting Yourself Against Calls

    With the help of quickdial and dialling by name in the system phone book, you can search for and call both a contact in the MiVoice Office 400 com- munication system and in your private phone book.

  • Page 76: Configuring Voice Mail

    Aside from the system phone book, your phone also has a local phone book. This can be assigned to a function key. The local phone book is not supported by the MiVoice Office 400 commu- nication system. This implies that contacts saved in this local phone book are only available on your Mitel SIP phone.
  • Page 77 Operation of voice mail is available via the system menu, a function key (see chapter "Configuring keys", Seite 80), or the Self Service Portal (see chapter "MiVoice Office 400 Self Service Portal", Seite 8). Press the function key for Menu.

  • Page 78: Configuring Presence Profile

    "Activating personal call routing", Seite 45). • Keep settings as is Calls are routed according to your settings. • Forwarding off Any configured call forwarding operation is deleted. Mitel 6863 SIP / Mitel 6865 SIP eud-1663/1.0 – R4.0 – 06.2015...
  • Page 79 Operation of the presence settings is available via the system menu, a function key (see chapter "Configuring keys", Seite 80), or the Self Service Portal (see chapter "MiVoice Office 400 Self Service Portal", Seite 8). Press the function key for Menu.

  • Page 80: Configuring Keys

    KT line in the Self Service Portal. KT lines are only possible on function keys T1 to T20 (Mitel 6867 SIP) or T1 to T40 (Mitel 6869 SIP). For more informa- tion on KT line keys, please refer to "Line keys on the key telephone (Mitel 6865 SIP only)", Seite 64.
  • Page 81 Keys must be configured by your system administrator or by yourself in the Self Service Portal (see "MiVoice Office 400 Self Service Portal", Seite 8). An overview of the available functions can be found in the chapter "Over- view of available functions", Seite 51.
  • Page 82 Calling the call number of a busy lamp field key: Press the function key for <Busy lamp field>. ➔ The call number of the busy lamp field key is called. Mitel 6863 SIP / Mitel 6865 SIP eud-1663/1.0 – R4.0 – 06.2015...

  • Page 83: Product And Safety Information

    Data protection ....... . 86 Limited Warranty (Australia only) ....86 Mitel 6863 SIP / Mitel 6865 SIP eud-1663/1.0 – R4.0 – 06.2015...

  • Page 84: Safety Information

    Seite 3. Product information Purpose and function This product is part of the MiVoice Office 400 communication solution. MiVoice Office 400 is an open, modular and comprehensive communica- tion solution for the business sector with several communication servers of different output and expansion capacity, a comprehensive telephone port- folio and a multitude of expansions.
  • Page 85 • Make sure that the versions of the user documents comply with the soft- ware level of the MiVoice Office 400 products used and that you have the latest editions. • Always read the user documents first before you put your product into operation.

  • Page 86: Data Protection

    (1) year period from the date of original purchase ("Warranty Period"). If there is a defect or malfunction, Mitel shall, at its option, and as the exclusive remedy under this limited warranty, either repair or replace the product at no charge, if returned within the warranty period.
  • Page 87 Competition and Consumer Act 2010 (the ACL), the exercise of a right conferred by such a provision or any liability of Mitel in relation to a failure to comply with a guarantee that applies under Division 1 of Part 3-2 of the ACL to a supply of goods or services.
  • Page 88 Mitel in relation to a failure to comply with a guarantee that applies under Division 1 of Part 3-2 of the ACL to a supply of goods or services.
  • Page 89 Product and safety information After Warranty Service Mitel offers ongoing repair and support for this product. If you are not oth- erwise entitled to a remedy for a failure to comply with a guarantee that cannot be excluded under the Australian Consumer Law, this service pro- vides repair or replacement of your Mitel product, at Mitel's option, for a fixed charge.

  • Page 90: Index

    Busy lamp field ....62 – take (pick up own call) ... . . 39 – with another Mitel phone ... 30 see: CLIR Hide number .
  • Page 91 Phone book ..75 Handsfree ......25 Mitel 6863 SIP / Mitel 6865 SIP eud-1663/1.0 – R4.0 – 06.2015...
  • Page 92 Microphone, muting ....25 Mitel M680 ..... . . 20 Mitel M680 expansion key module .
  • Page 93 Volume ......69 Mitel 6863 SIP / Mitel 6865 SIP eud-1663/1.0 – R4.0 – 06.2015...
  • Page 94 The product-specific declarations of conformity can be found on the Mitel document portal: www.mitel.com/docfinder. © Copyright 2015 Mitel Networks Corporation. All Rights Reserved. The Mitel word and logo are trade- marks of Mitel Networks Corporation. mitel.com Any reference to third party trademarks are for reference only and Mitel makes no representation of...

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