Mitel MiVoice Office 400 User Manual
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Mitel MiVoice Office 400 User Manual

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MiVoice Office 400
Mitel 6940 SIP User Guide
RELEASE 7.0
December 2021

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Summary of Contents for Mitel MiVoice Office 400

  • Page 1 MiVoice Office 400 Mitel 6940 SIP User Guide RELEASE 7.0 December 2021...
  • 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

    One number user concept ......4 MiVoice Office 400 Self Service Portal ....4 Chapter: 3 Keys, display, and menu guidance .
  • 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

    • Document version: 1.0 • Based on: MiVoice Office 400 R7.0 • Valid as of: MiVoice Office 400 R7.0 • Document date: 11.2021 • In PDF Viewer, click on this link to download the latest version of this document: Document-Center.

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

    You can make outgoing calls using the other terminals while you are already on a call. • Call lists and contacts stored on the MiVoice Office 400 communication system are available on all your phones and are automatically synchronized. •...

  • 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

    Overview system menu The system menu is accessed using the softkey Menu. This contains the following menu entries. Refer to the relevant chapters of this user’s guide for further information on these menu entries. MiVoice Office 400 System menu Reception System events...

  • 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

    The key configuration is not made directly on the phone. Available settings for the key configuration: • The configuration is made by your system adminis- MiVoice Office 400 communication system: trator in the communication system. • Self Service Portal: You can use the Self Service Portal (see chapter "MiVoice Office 400 Self Service...

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

    AND MENU GUIDANCE Function key configuration (default key setting) - Overview The phone on the MiVoice Office 400 communication system is delivered with the default function key configurations summarized in the following table. Note that your system administrator might change the default configuration and your phone configuration might therefore differ from the default configuration.

  • 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 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

    If the phone number or user picture is stored in the private phone book or in the MiVoice Office 400 communication system, the display also shows the corre- sponding name or the corresponding picture.

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

    Automatic hands-free mode: The function Automatic hands-free allows you to answer a call without picking up the handset or pressing a key. The following settings are available. This function Automatic hands-free can only be activated/deactivated by your system administrator in the MiVoice Office 400 communication system.

  • 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 recom- mence the first call with the flashing line...

  • Page 47: Making A Conference Call

    You can hold a conference call with internal and external users. : If you have a user account for the Self Service Portal, you can create conference rooms there (see NOTE chapter "MiVoice Office 400 Self Service Portal"). Setting up a conference (you are connected): Press the Conference softkey.

  • Page 48: Take (Pick Up Own Call)

    Starting the emergency announcement: In addition to normal announcements, the MiVoice Office 400 communication system also allows for emergency announcements. It differs from a normal announcement in the following aspects: •...

  • Page 49: Receiving An Announcement

    "Activating protection against call types"). Receiving the emergency announcement: In addition to normal announcements, the MiVoice Office 400 communication system also allows for emergency announcements. It differs from a normal announcement in the following aspects: • You cannot reply to or stop an emergency announcement, but listen to it with the handset.

  • Page 50: Recording A Call

    You may record an active call as soon as your system administrator has configured at least one of your e-mail addresses in the MiVoice Office 400 communication system. Your call party can be an internal or an external user. The recordings are made and backed up only as wave files in your individual e-mail boxes.

  • 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

    Your system administrator must enable this function in the MiVoice Office 400 communication system. This function must be saved to a function key over the Self Service Portal (see chapter "Configuring or...

  • 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 "Notification service"). Hospitality: Reception menu Direct access to the MiVoice Office 400 reception menu. Hospitality: Room configuration menu This option allows you to view/modify all the settings for the room. Type in the room number...
  • 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 "Operating system events". System menu Access to the MiVoice Office 400 system menu. Take (pick up own call) Transfer a call from your phone to another phone under the one number user concept (see chapter "Take (pick up own...

  • 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

    Calls you receive while your presence status is busy will be indicated in the call list. The presence status can be managed via the system menu, a function key (see chapter "Configuring keys"), or the Self Service Portal (see chapter "MiVoice Office 400 Self Service Portal",). Activate/deactivate presence profile: Press the function key for Menu.
  • 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 Operation of call forwarding is available via the system menu, a function key (see chapter "Configuring keys"), or the Self Service Portal (see chapter "MiVoice Office 400 Self Service Portal"). Activating call forwarding to a call number or to a voice mail: Press the function key for Menu.

  • Page 71: Operating Call Lists And Voice Messages

    Operating call lists and voice messages In this section, you will learn how to use call lists and voice messages which are stored in the MiVoice Office 400 communication system. Editing options for the call list The call lists (unanswered/answered calls and redial list) include a maximum of 30 entries each. Once the list is full, the oldest entry on the list will be deleted.
  • 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 Deleting all entries from a specific call list.

  • 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

    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 "MiVoice Office 400 Self Service Portal"). Press the function key for Voice mail. Play voice message: Select the entry you want and press the Play softkey.

  • 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

    ETTING FUNCTIONS BY REMOTE CONTROL HAPTER HONING Setting functions by remote control This section explains how you can alter your phone’s settings even if you are not directly at your phone. You are not at your desk and want to set various functions on your phone from a different phone. You can activate/deactivate many of your phone's functions by remote control from a different phone.

  • Page 81: Mobilelink

    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 82: Pairing A Mobile Phone Using Bluetooth

    OBILE HAPTER HONING Pairing a mobile phone using Bluetooth To find out how to pair your mobile phone with your phone, see chapter "Operating Bluetooth function- ality". Pairing a mobile phone using Mobile key Mobile feature provides seamless mobile integration using Bluetooth wireless technology. To pair a mobile phone using the Mobile key: Press the function key for Mobile.

  • Page 83: Synchronizing Mobile Contacts

    • 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 To answer the incoming mobile call using your SIP phone: Pick up the handset for the handset operation. 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.
  • 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...
  • Page 86 LUETOOTH HAPTER HONING Select the Bluetooth device you want to pair to start the pairing process. → The phone attempts to pair the Bluetooth device and if successful, automatically connects to the Bluetooth device. → If pairing or connecting fails, an error message displays on the screen.
  • Page 87 LUETOOTH HAPTER HONING Disconnecting a connected Bluetooth device Press the settings key on the phone to enter the static settings menu. Press the Bluetooth icon. Ensure that Bluetooth functionality is enabled. If it is not enabled, swipe the Bluetooth toggle switch to the right.
  • Page 88 LUETOOTH HAPTER HONING Press the Bluetooth icon. Ensure that Bluetooth functionality is enabled. If it is not enabled, swipe the Bluetooth toggle switch to the right. Select the Bluetooth device you want to connect → The phone attempts to connect to the device. Press OK button to acknowledge the successful connection.

  • 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 Connect Bluetooth headset You phone has an integrated Bluetooth module that you can use to connect Bluetooth headsets. Setting Description Connected devices All connected devices are displayed. Available devices All available devices are displayed. Press the Option key.

  • Page 94: Configuring General Phone Settings

    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 95 ONFIGURING GENERAL PHONE SETTINGS HAPTER ERSONALIZING YOUR PHONE • Daylight savings • List of available summer time formats. – – 30min summertime – 1h summertime – Automatic • Date format List of available date formats. Time zone List of available global time zones. Set Date and Time Set the time and date manually or select Use Network Time and select the settings for the time...

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

    Select the setting you want and confirm with the Save softkey. Using Live Dialpad (single-digit dialing) Activates or deactivates the Live Dialpad. This local function is not supported by the MiVoice Office 400 communication system. Changing the PIN You want to change the PIN used to lock/unlock your phone and to thus protect your phone settings (more information about locking/unlocking your phone can be found in chapter "Locking/Unlocking your...

  • Page 97: Restart Phone

    You want to protect yourself against certain types of call. You can protect yourself from the following types of call: • Call waiting 1. Your system administrator can set the MiVoice Office 400 communication system to ignoring this call waiting block.

  • Page 98: Phone Book Management

    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

    Operation of voice mail is available via the system menu, a function key (see chapter "Configuring keys"), or the Self Service Portal (see chapter "MiVoice Office 400 Self Service Portal"). To know more about options for editing voice messages, see chapter "Editing options for voice messages".

  • Page 100: Configuring Presence Profile

    ONFIGURING PRESENCE PROFILE HAPTER ERSONALIZING YOUR PHONE Recording voice mail greeting: Select the greeting you want and press the Record softkey. Pick up the handset and record your own personal greeting. Stop the recording using the Done softkey. Playing voice mail greeting: Select the greeting you want and press the Play softkey.
  • Page 101 ONFIGURING PRESENCE PROFILE HAPTER ERSONALIZING YOUR PHONE Time/date Enter the time and/or date of your absence: This information is displayed to your caller, providing you selected the Absence information setting for call forwarding to voice mail. You can also leave this input field blank.

  • Page 102: Configuring Keys

    ONFIGURING KEYS HAPTER ERSONALIZING YOUR PHONE • Default greeting Your caller will hear the global greeting (name depends on the MiVoice Office 400 communication system). • Personal greeting • If you renamed your personal greeting, your greeting name is displayed here. Your caller obtains one of the currently active personal greetings.
  • Page 103 ONFIGURING KEYS HAPTER ERSONALIZING YOUR PHONE Function Function key Configure a key with a function in order to run or activate/deactivate a function. Busy lamp field Team key Configure a key with your team partner's call numbers. Team keys are only possible on the top softkeys.You can also configure busy lamp field on the keys of expansion key module.

  • Page 104: Configuring Or Deleting A Key Assignment

    The keys must have been configured either by your system administrator or by yourself in the Self Service Portal (see chapter Portal"). An overview of the available functions can "MiVoice Office 400 Self Service be found in the chapter "Overview of available functions".

  • 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

    (such as background color, ring delay, and call list check box) are defined with the default values. You, as an operator, can login into the Self Service Portal and can make changes to the operator-key configuration. For more information about the MiVoice Office 400 Self Service Portal, see the section "MiVoice Office 400 Self Service Portal").

  • 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

    To configure these keys, you need to log on to Self Service Portal. For more information about MiVoice Office 400 Self Service Portal, see the section "MiVoice Office 400 Self Service Portal". Function keys Following is the procedure to configure function keys: Log on to Self Service Portal using your phone number and PIN.

  • 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 (On for Alternative, and Off for Regular). Your system administrator can define a name for the permission set in the MiVoice Office 400 communication system. If a name is defined, the terminal displays the defined name instead of displaying Alternative or Regular. Contact your system administrator for more information about alternative telephony permissions.

  • 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

    It is your responsibility as a specialist retailer to keep up to date with the scope of functions, the proper use and the operation of the MiVoice Office 400 communication solution and to inform and instruct your customers about all the user-related aspects of the installed system: •...

  • Page 129: Data Protection

    Data protection Protection against listening in and recording The MiVoice Office 400 communication solution comprises features which allow calls to be monitored and recorded without the call parties noticing. Please note that these features can only be used in compliance...

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