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Swissvoice IP-10 User Manual

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Swiss Voice IP-10
Telephone User Guide
621-00000121

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  • Page 1 Swiss Voice IP-10 Telephone User Guide 621-00000121...
  • Page 3 VocalData, Inc. 3001 E. President George Bush Highway, Suite 150 Richardson, TX 75082 © 2000-2003 VocalData, Inc. All rights reserved. VocalData has used its best efforts in preparing this manual and the procedures contained in it. However, this manual may include technical or typographical errors despite the publisher's best efforts.

  • Page 5: Table Of Contents

    Introduction ..................1 Accessing Phone Features................ 1 In This Manual ................... 1 Telephone Description ..............1 SwissVoice IP 10 Features Table............ 2 Moving Your Telephone ..............3 2 Basic Phone Features Adjusting the Volume ..............5 Answering a Call ................5 Displaying Line Button Layout ............
  • Page 6 Ringing Tones ................... 10 Username and Password .............. 11 Using a Headset ................11 Using the Loudspeaker ..............12 Loudspeaker Troubleshooting ..............12 3 System Telephone Features Feature Activation Digit..............13 Abbreviated Dial................13 Creating an Abbreviated Dial Code ............13 Using an Abbreviated Dial Code .............
  • Page 7 Call Forward (No Answer) ............. 23 Enabling Call Forward (No Answer) ............24 Disabling Call Forward (No Answer) ............25 Call Forward (Out of Service)............25 Enabling Call Forward (Out of Service) ........... 25 Disabling Call Forward (Out of Service) ..........26 Call Pickup..................
  • Page 8 Intercom ..................33 Making an Intercom Call................33 Receiving an Intercom Call..............33 Notes on Intercom Calls ................34 Meet-Me Conference ..............34 Joining a Meet-Me Conference ............... 35 To join a Meet-Me Conference ............35 Dialing In Too Early................ 36 Entering an Incorrect ID..............
  • Page 9 Deleting Priority Call Members ..............47 Privacy Guard................. 49 Access Codes..................49 Caller Actions ..................49 Entering an Access Code ..............50 Recording a Name................50 Answering Privacy Guard Call..............50 Enabling/Disabling Privacy Guard ............51 Managing the Access Code..............51 Changing the Access Code ...............
  • Page 10 Speed Dial..................61 Programming a Speed Dial Button ............61 Using a Speed Dial Button ..............61 Identifying the Number Assigned to a Speed Dial Button......61 Modifying a Speed Dial Number.............. 62 Deleting a Speed Dial Number ..............62 Star Codes ..................
  • Page 11 Personal Greetings ................ 76 Recording Personalized Mailbox Greetings ..........77 Listening to Your Greetings ..............78 Receiving Pager Notification ............78 What You Receive on Your Pager/Cell Phone ........78 Managing Distribution Groups ............. 79 Creating a New Group................79 Editing or Modifying a Group ..............
  • Page 12 Zeroing Out to a Custom Operator ..........93 Replaying a Message..............94 Saving a Message ................94 Skipping to the Next Message ............94 Deleting a Message................ 95 Forwarding a Message to Another Mailbox......... 95 Replying to a Message ..............95 Dialing Back a Caller..............
  • Page 13 Rewind to the Beginning of a Message ..........109 Fast Forward to the End of a Message ..........109 Pause Play of a Message..............109 Composing Messages before Sending ........109 Compose and Send a Message ............109 Marking a Message as Urgent............. 110 Changing Your Password ............
  • Page 14 7 Set Up Outlook for TAPI Using TAPI to Call from Outlook ..........121 Installing the TAPI Support Software......... 123 Configuring Windows for TAPI ........... 129 Configuring Outlook to Use TAPI ..........137 Index ................I-1...

  • Page 15: Your Swissvoice Telephone

    The phone also supports features such as call forwarding, redialing, speed dialing, transferring calls, conference calls, and accessing voice mail. The SwissVoice telephone has several key components, which are shown in the following figure.

  • Page 16: Swissvoice Ip 10 Features Table

    Speaker Directory Volume Down Programmable Function Keys Mute (Press and hold) Figure 1: SwissVoice IP 10 SwissVoice IP 10 Features Table Features Descriptions Confirmation In standby mode, when pressed for more than 3 seconds, enables access to the phone menus. When pressed for less than 3...

  • Page 17: Moving Your Telephone

    Plug the telephone into the LAN connection jack and the power adapter into a wall outlet. Watch to ensure that the phone registers and boots up properly. If it does not, contact your system administrator. Swiss Voice Telephone User Guide Your SwissVoice Telephone 621-00000121...
  • Page 18 Your SwissVoice Telephone Swiss Voice Telephone User Guide 621-00000121...

  • Page 19: Basic Phone Features

    Chapter 2 Basic Phone Features Adjusting the Volume You can adjust the ringer volume while the phone is ringing by pressing the volume up or down keys. The loudspeaker volume or handset volume can be adjusted during a conversation by pressing the volume up or down keys. Answering a Call When a call is received on your phone, the display will show the Caller ID number and name of the caller, if it is available.

  • Page 20: Using The Handset

    …using the Handset Lift the handset. The first available line is selected. If desired, press a Line key (F1-F3 by default) to select a different line. If you have speed dial numbers set up, press to access the desired speed dial number. Press OK to dial. NOTE: Refer to “Speed Dial”...

  • Page 21: Making A Second Call

    To end the current call, press the green backlit Line key. Phone Configuration The SwissVoice telephone has extensive menus that allow user and administrative configuration. To access the user configuration menus: Press and hold the OK key for 3 seconds to enter the main menu.

  • Page 22: Admin Settings Menu

    The Alarm feature is not supported by the VocalData system. Date Setting The SwissVoice phone displays the date in the format dd/mm/yy by default. You can modify this format to display the date in mm/dd/yy or yy/mm/dd format. You can also reset the date on the phone. However, the date and time are set by the VocalData system.

  • Page 23: Headset Enable/Disable

    Scroll to select Contrast and press OK. Press the scroll keys up or down to adjust the contrast. Press OK to confirm your choice. Press and hold the Clear key to exit. Headset Enable/Disable To enable (or disable) the use of a headset: Press and hold the OK key for 3 seconds to enter the main menu.

  • Page 24: Reset

    Press and hold the OK key for 3 seconds to enter the main menu. Press the scroll key to select the User settings menu and press OK to select. Scroll to Other settings and press OK. Enter a voice mail number and press OK. Press and hold the Clear key to exit.

  • Page 25: Username And Password

    Press and hold the Clear key to exit. Username and Password Your SwissVoice phone has a web site that you can access to modify the configuration of your phone. The web site is accessed using a default username (“user”) and password (“user”). It would be wise for you to log into the web site and modify your username and password so that others cannot access and modify your phone’s configuration.

  • Page 26: Using The Loudspeaker

    Press the Loudspeaker key to answer. Press the Loudspeaker key again to disconnect. Using the Loudspeaker Your telephone contains a loudspeaker that lets you converse “hands free” without having to use the handset. A loudspeaker also allows others in the room to listen and participate in a telephone conversation.

  • Page 27: System Telephone Features

    Chapter 3 System Telephone Features This chapter contains an alphabetical summary of all features that may be provided on your telephone. You will only be able to use those features that have been configured on to your telephone by the system administrator. NOTE: Each user’s phone features are configured by the phone service provider.

  • Page 28: Using An Abbreviated Dial Code

    Dial the phone number you want to assign to this Abbreviated Dial code, followed by #. The phone number you entered for this Abbreviated Dial number is repeated back. NOTE: Be sure to enter all the numbers normally required to dial the call. This includes the area code for long distance calls and may include the area code for local calls in some areas.

  • Page 29: Verifying An Abbreviated Dial Number

    Press the digits of the Abbreviated Dial code to delete followed by the # sign. A confirmation message tells you: “No number was entered.” Program or verify another Abbreviated Dial code or hang up to exit. Verifying an Abbreviated Dial Number Press 75# followed by OK button.

  • Page 30: Billing Codes

    Enter the desired number you want to call. Billing Codes This feature, if enabled by your service provider, lets you assign a project or client code to any call. The code is recorded in the Call Data Record (CDR) file. Contact your system administrator to retrieve the billing records from the CDR file.

  • Page 31: Call Block (Selective Call Rejection)

    button and hang up to remain queued. If you hang up without pressing Call Back, you are removed from the queue. While you are queued, the line is unavailable for use. Call Block (Selective Call Rejection) Call Block (also known as Selective Call Rejection) allows you to program your phone to reject calls from a list of telephone numbers.

  • Page 32: Adding Numbers To Call Block List

    Press 2 to add the number of the last call you received to the blocked list. You are returned to the Selective Call Forward menu. Select a menu item or hang up. NOTE: Adding a number this way does not affect any numbers already on your list, but simply adds the most recent caller to your blocked list.
  • Page 33 Press 5 to delete telephone numbers from the list of numbers which will be blocked. The voice prompt provides options for deleting members including: • Press 1 if you know the number to delete; (see Step 4) • Press 2 for a list of numbers; (see Step 8) •...

  • Page 34: Call Forward (All Calls)

    Call Forward (All Calls) Call Forward (All Calls) allows you to forward all calls for your phone to the number you enter. Calls will not ring at your phone and will be sent to the number you entered as the forward destination. If your telephone has a display, it will show that your telephone is forwarded.

  • Page 35: Disabling Call Forward (All)

    • If you do not have a previously configured forward number, you will be instructed to enter a forwarding number and press #. • If you previously configured a forwarding number, you will be instructed to do one of the following: •...

  • Page 36: Call Forward (Busy)

    Call forwarding (all) is disabled and the phone hangs up. Call Forward (Busy) Call Forward (Busy) allows you to forward calls arriving at your phone while it is busy to be forwarded to the number you enter. Calls will not ring at your phone and will be sent to the number entered as the forward destination.

  • Page 37: Disabling Call Forward (Busy)

    If you pressed *, return to step 2 or hang up. If you pressed #, you are offered the option to verify the forwarding number. • Press 1 to verify the number you entered. • Press 2 to enable the number. Go to step 8. If you pressed 1, the forwarding number is dialed.

  • Page 38: Enabling Call Forward (No Answer)

    Enabling Call Forward (No Answer) NOTE: The display will show the available options as the prompts are played. Depending on available space on the display, the final entry (usually * for re- enter or exit) may not appear completely. Press 78# followed by OK button. The speaker phone turns on . •...

  • Page 39: Disabling Call Forward (No Answer)

    Disabling Call Forward (No Answer) Press 79# followed by OK button. Call forward (no answer) is disabled and the phone hangs up. Call Forward (Out of Service) Call Forward (Out of Service) allows you to forward for your phone when it is out of service to the number you enter.

  • Page 40: Disabling Call Forward (Out Of Service)

    If you pressed *, return to step 2 or hang up. If you pressed #, you are offered the option to verify the forwarding number. • Press 1 to verify the number you entered. • Press 2 to enable the number. Go to step 8. If you pressed 1, the forwarding number is dialed.

  • Page 41: Group Call Pickup

    Group Call Pickup Group Call Pickup lets you answer another phone that is in your Call Pickup Group. Both phones must be members of the same Call Pickup Group. Your system administrator should tell you if you are in a pickup group and who the members are. …using the Phone Press the scroll key until you see the Group Pickup (Group) soft key.

  • Page 42: Call Waiting

    Call Waiting If your phone is configured with Call Waiting, you can answer an incoming call without disconnecting from the current call. If a call comes in while you are on the phone, you will hear a single beep repeated approximately every ten seconds.

  • Page 43: Caller Id Block

    This feature must be turned on by your system administrator for you to have access to its functions. NOTE: If you have a line-appearance of another phone on your phone, and a call comes in for the other line, you can only use the 2 - “Please Hold” feature to put the call on hold.

  • Page 44: Dial Tone And Ringer Patterns

    • To place a conference call on hold, scroll to highlight the Hold soft key. The other parties can talk among themselves but they can’t hear you. • When you put the call on hold, a beeping tone automatically sounds every few seconds.

  • Page 45: Re-Establishing The Guest Phone

    From the guest /new phone, dial 588 (or the code provided by your system administrator). You are prompted to enter the telephone number which you want that phone to be (Presumably, your “original/old” phone number). Enter your complete 10-digit telephone number, followed by the # key. You are prompted to enter a password.

  • Page 46: Enabling/Disabling Do Not Disturb

    Enabling/Disabling Do Not Disturb …using the Phone To enable Do Not Disturb: Press the Service key. Scroll to Do Not Disturb ON. Press OK to select. To disable Do Not Disturb, press again. …using Star Codes The same star code is used to enable and disable Do Not Disturb since you are switching between the on and off mode for this feature.

  • Page 47: Hold-On Queuing

    To resume the conversation, press the HOLD button. NOTE: Starting one minute after the party is on hold, and occurring each minute after that, 3 short rings sound from the phone speaker, even if you are using the handset. This is to remind you that you have a call on hold. NOTE: For more details on handling two calls at once, see “Switching Between Held Calls”...

  • Page 48: Notes On Intercom Calls

    Notes on Intercom Calls • Intercom calls are announced by a brief dial-tone followed by the intercom tones. A tone is played every 60 seconds during active intercom calls (except for MGCP phones). • If the person you call has the Do Not Disturb feature active, or they are already off-hook, you wil get a fast busy tone when attempting to call them using the intercom feature.

  • Page 49: Joining A Meet-Me Conference

    Joining a Meet-Me Conference Joining a conference call is done by dialing the correct number and entering the Moderator or Guest ID. The system provides helpful prompts when dialing in too early or entering an incorrect ID. Only Moderators may extend a meet-me conference call.

  • Page 50: Dialing In Too Early

    Dialing In Too Early If you dial the Meet-Me Conferencing number more than five minutes prior to the scheduled conference call time, you will hear the following message and the system will then disconnect: “Your conference is not scheduled to start until (time) on (day, date). Please call back at that time.”...

  • Page 51: Dropping A Conference Call

    • If all six ports are available, the moderator will hear: “Six additional ports have been reserved for this conference.” • If only 5 of 6 ports are available, the moderator will hear: “Five of six additional ports have been reserved for this conference.” •...

  • Page 52: Raising/Lowering Hands In A Conference Call

    The Lock function is toggled from the keypad by pressing *4 to enable or disable the lock function. When the moderator locksor unlocks a conference, only the moderator will hear an announcement that the conference has been locked or unlocked. Callers who try to join the conference when it is locked hear an announcement that the conference is locked and they should contact the moderator for assistance.

  • Page 53: Canceling A Meet-Me Conference

    Press the # key if the information is correct, otherwise press 1 to re-enter the conference call parameters. NOTE: If you pressed # to accept the settings, the system speaks your conference call meeting IDs including the Moderator ID, Guest ID, and the dial-in number.

  • Page 54: Getting A List Of Meet-Me Conferences

    Enter the Moderator ID that was received when the conference was scheduled followed by the # key. The system announces the selected conference call settings to you as “You have selected to modify a conference call scheduled for (day), (date), at (time) with a duration of (X) minutes and (X) ports.”...

  • Page 55: Multicall Park

    MultiCall Park This feature lets you park more than one call from your phone or pick up a specific parked call. When parked, a call is assigned an ID number by the system. This ID number makes Multicall Park possible. Parking a call is similar to placing a call on hold, except that when a call is parked, you can pick up the parked call from anywhere in the system.

  • Page 56: Night

    Night The Night feature lets you determine where calls will be routed based on the time of day and day of the week. Typically, this feature is assigned to the receptionist’s or attendant’s telephone (usually the company’s main number) and is used when the attendant leaves the office and wants the automated attendant to answer calls.

  • Page 57: On-Hook Dialing

    State Activation Definition Example Temporary Press the Night Changes the mode, but Attendant leaves early (*Night) button once. will automatically revert Monday and activates back to the Normal state Night mode. The at the next change in the system automatically time-of-day/day-of-week returns to normal at 8 schedule.

  • Page 58: Permanent Caller Id Block Release

    For example, you might have a button for John Smith (labeled J Smith) that transfers a call to his telephone, or you might have a button labeled J Smith VM that transfers callers directly to his voice mail. NOTE: A One-Touch Transfer button is not the same as the Speed Dial button. You cannot perform a one-touch transfer using a button that has been configured to speed dial.

  • Page 59: Assigning Your Phone Number To Your Phone

    Assigning Your Phone Number to Your Phone When your phone is first installed, you may need to assign your phone number to your phone. Your administrator should provide both your phone number and a password to allow you to do this. NOTE: Once you have assigned your phone number to your phone, you may be required to change your password.

  • Page 60: Unassigning The Extension Number

    Unassigning the Extension Number You can unassign your number from your phone by dialing 589, entering your complete phone number, and phone password. NOTE: The 589 access code is the default for the system and your access code may be different. Check with the system administrator for the correct access code if the default code does not work.

  • Page 61: Listing Priority Call Members

    Press the Dial soft key or pickup the handset. A voice prompt tells you whether Priority Call is enabled or disabled and then gives the menu choices. Press 2 to add telephone numbers to the list of members who will trigger the priority ring.
  • Page 62 • Press 3 to delete all numbers; (see Step 13) • Press * to return to the Priority Call menu. Press 1 to remove a specific number. • You are prompted to enter the number to delete followed by the # key. Enter the number with no spaces, dashes or special characters.

  • Page 63: Privacy Guard

    Privacy Guard Privacy Guard is a call screening service that works with Caller ID to identify all incoming calls that have no Caller ID, such as calls that are Anonymous, Unavailable, Out-of-Area, or Private. It forces callers to identify themselves by entering an access code or recording their name in order to complete the call.

  • Page 64: Entering An Access Code

    Entering an Access Code If a caller presses 1, they are asked to enter an access code, which can be either the Access Code or one of the codes in the Selective Call List, followed by the # key. A prompt tells them to wait while the call is completed. If an invalid access code is entered, the caller will be prompted two more times to enter a valid access code.

  • Page 65: Enabling/Disabling Privacy Guard

    If you enter anything other than the available menu options, you will be prompted two more times to enter a valid menu option. If you do not select a valid option in the allowed time or if you hang up without making a choice, the system plays the announcement that you are unavailable and disconnects the call.

  • Page 66: Managing The Selective Caller List

    Press # to hear the next number. Continue pressing # until you have heard all the numbers. When you reach the end of the list, the system will take you back to the beginning of the list. When you are done listening to numbers, press * to return to the main menu. Select a menu item or hang up.

  • Page 67: Deleting From The List

    Deleting from the List Press *88 followed by OK button. A voice prompt tells you whether Privacy Guard is enabled or disabled and then gives the menu choices. Press 6 to delete the numbers in the Selective Call List. Select from the available options: •...

  • Page 68: Finding Your Queues

    Finding Your Queues The queue name is visible on the phone when you are logged out of the queue. It is not visible when you are logged into the queue. When you are logged out of the queue, the name is displayed next to the line button to which the queue is assigned.

  • Page 69: Redial

    Redial This feature lets you redial the last number (internal or external) that you dialed. …using the Phone Press the Redial soft key (There is no need to select a line or dial the outside line access code.) Speak to the called party. …using Star Codes Dial *07 followed by OK button.

  • Page 70: Remote Phone

    Enter the phone’s password, followed by the # key If you have your phone forwarded to another phone, your current forwarding number is announced. Do one of the following: • Press # to cancel remote forwarding You hear an announcement that the forwarding number has been changed and the call is idled.

  • Page 71: Deactivating Dial-Up Remote Phone

    DO NOT hang up the destination phone. Leave it off-hook. If a call comes in, press star (*) to answer the call. Disconnect from a call by pressing “###”, which will leave the Remote Phone active (you will hear hold music playing). NOTE: Be aware that if you are using a cell phone, the phone is still in an active call.

  • Page 72: Deactivating Remote Phone Via Web Portal

    When the phone with Auto Enable When Phone OOS checked returns to service after the outage, Remote Phone is not disabled. Both the phone and Remote Phone will ring for each incoming call. The user must disable remote mode using the Web Portal or by pressing the Remote button on the phone.

  • Page 73: Entering The Forwarding Destination Number

    Press 1 to enable Selective Call Forward if it is disabled or to disable the feature if it is enabled. Hang up. Entering the Forwarding Destination Number Press *63 or *83 followed by OK button. A voice prompt tells you whether Selective Call Forward is enabled or disabled and then gives the menu choices.

  • Page 74: Deleting Forwarded Phone Numbers

    Press 5 to list telephone numbers of members who will be forwarded. Press # to hear the next number or press * to return to the Selective Call Forward menu. NOTE: As long as you press # for the next number, the system will scroll through the list of member numbers, starting over with the first number after the last number is spoken.

  • Page 75: Speaker

    10. Press 1 to delete the number. The number is deleted immediately and the next number in the list is announced. 11. Press 1 to delete it, # to hear the next number or * to return to the Selective Call Forward menu.

  • Page 76: Modifying A Speed Dial Number

    Read the dialed number in the phone display. Modifying a Speed Dial Number To change your Speed Dial numbers, contact your system administrator. Deleting a Speed Dial Number To delete one or more Speed Dial numbers, contact your system administrator. Star Codes The codes used by analog DTMF users to activate features (commonly referred to as "star codes") are also supported for IP phones.
  • Page 77 Table 1: Feature Matrix Feature Name Enable Disable Caller ID Block *67 (suspend for current call) Directed Call Pickup (Bus only) *12+your extension Do Not Disturb Group Pickup (Bus only) Permanent Per Call Block *82+number Priority Call *61+menu *61+menu Privacy Guard *88+menu *88+menu Redial...
  • Page 78 System Telephone Features Swiss Voice Telephone User Guide 621-00000121...

  • Page 79: Voice Mail Features (Default Menu)

    The voice mail system stores messages in your personal voice mailbox from callers who are unable to speak with you, and provides an indication that voice mail has arrived. The F4 (Voice Mail) key on the SwissVoice telephone flashes red when new or unsaved voice messages are stored in your mailbox.
  • Page 80 Table 2: Voice Mail Main Menu Access Code Function Compose a message (for options see “Voice Mail Compose List” on page 67) Manage custom operator number (Not supported for stand-alone mailboxes.) [for options see “Voice Mail Custom Operator (Zero Out) List” on page 68) (star) Exit the voice mail system Table 3: Voicemail Message Controls...
  • Page 81 Table 4: Voice Mail Personal Greeting List Access Code Function Name greeting Replace personal greetings with default greetings (star) Return to main voice mail menu Table 5: Voice Mail Distribution List Access Code Function Hear a list of all distribution groups Edit a distribution group 1 - list of members 2 - add a member...

  • Page 82: Accessing Your Voice Mail

    Table 7: Voice Mail Message Options List Access Code Function Marks message as Urgent Marks message as Private Requests Return Receipt - you are notified recipient as accessed the message Clears all options (star) Return to main voice mail menu NOTE: Occassionally a return receipt may be returned without the recipient hearing the message if your message is the first new message and the recipient hangs up or skips to the next message before listening to the...

  • Page 83: From Any Other Internal Phone

    Press the corresponding digit on your phone to select the desired voice mail function. …from any other internal phone Dial 555 (or the code provided by your system administrator). You hear a welcome greeting and are prompted to enter your extension number. Enter your extension number.

  • Page 84: Dialing Your Telephone

    Dialing Your Telephone Call your telephone number. NOTE: You must be able to dial your number directly from outside the system to use this method. Wait for your phone to forward to your voice mail mailbox. Press the * key. You will be prompted to enter your password.

  • Page 85: Using Controls While Playing Messages

    Using Controls While Playing Messages The system provides you with the following message control options: Rewind/Fast Forward While listening to a message follow these steps: • Press 7 to skip back in 5 second increments. • Press 9 to skip forward in 5 second increments. •...

  • Page 86: Marking A Message As Urgent

    You are prompted to perform one of the following: • Press 1 to send • Press 2 to change • Press 3 to review (your message is played back to you) • Press 4 to set message options • Press * to return to the voice mail main menu Press a number to act on your message.

  • Page 87: Changing Your Password

    Changing Your Password The system default for your voice mail password is your extension number. To keep others from listening to your voice mail messages, you should change your password to something only you know. Access the voice mail system. Press 3 to change your password.

  • Page 88: Replaying A Message

    Press 8 to hear or change your custom operator selection. You should hear an announcement that your custom operator is a phone number you previously programmed or the default selection. NOTE: If a custom operator is not available, you will hear a message to that effect.

  • Page 89: Deleting A Message

    Deleting a Message To delete a voice mail message, press 4. NOTE: When you delete a voice mail message, the message is deleted, but the caller ID and message received information (date, time, etc.) remains in the inbox listing until you exit voice mail. Forwarding a Message to Another Mailbox To forward a voice mail message to another mailbox, follow these steps: Press 6.

  • Page 90: Dialing Back A Caller

    Record your reply message. Press # to accept your message. Your voice mail system gives you the following options: • Press 1 to send reply. • Press 2 to change reply. • Press 3 to review reply. • Press 9 to mark urgent and reply. •...

  • Page 91: Recording Personalized Mailbox Greetings

    Additional features include the ability to: • Record your name so that when you leave messages for other users, they will hear your name instead of your extension. • Replace your personal greetings with the default greetings. TIP: When you create your greeting be sure to tell the caller they can dial zero (0) to reach either the automated attendant or the person you have programmed to answer “zero out”...

  • Page 92: Listening To Your Greetings

    Listening to Your Greetings You may want to check your personalized greetings to make sure they are still appropriate. Access the voice mail system. Press 4 from the main voice mail menu and choose the greeting you want to play by pressing the corresponding digit key. •...

  • Page 93: Managing Distribution Groups

    When someone leaves a voice mail message on your phone, the system immediately dials your pager or cellular phone. The system tries to reach you every five minutes, up to three times if you don’t answer. If you take the call, but you don’t enter digits at the prompt, the system acts like you never answered the call and continues trying to reach you as stated above.

  • Page 94: Editing Or Modifying A Group

    • The group number must be from the allowed range and cannot already exist as a group. • If the voicemail account is corporate, then allowed range is 10-79. • If the voicemail account is personal, then the allowed range is 80-99. Press # to confirm or * to cancel.

  • Page 95: Adding A Member To The Group

    The extension of each member is announced. Press # to skip to the next entry in the list before the number being announced is finished. Adding a Member to the Group If you pressed 2 to add a distribution group member, do the following: After the prompt, enter the extension number of the member you wish to add.

  • Page 96: Deleting A Group

    The voicemail system plays the prompt: “Please record the name for this group after the tone, when your recording is complete press the # key.” Record the new name for the group. Press or click the # sign. NOTE: To delete group (corporate or company) distribution lists, you must be in the mailbox for your company's main number.

  • Page 97: Exiting The Voice Mail System

    While reviewing the list of groups, you can skip to the next group by pressing or clicking the # button. NOTE: To list all group (corporate or company) distribution lists, you must be in the mailbox for your company's main number. Exiting the Voice Mail System To exit the voice mail system, simply hang up.
  • Page 98 Voice Mail Features (Default Menu) Swiss Voice Telephone User Guide 621-00000121...

  • Page 99: Voice Mail Features (Option A Menu)

    The voice mail system stores messages in your personal voice mailbox from callers who are unable to speak with you, and provides an indication that voice mail has arrived. The F4 (Voice Mail) key on the SwissVoice telephone flashes red when new or unsaved voice messages are stored in your mailbox.
  • Page 100 Table 9: Voice Mail Menu Keys Access Code Function Hear or change custom operator number (Not supported for stand-alone mailboxes) [for options see “Voice Mail Custom Operator (Zero Out) List” on page 88) (star) Exit the voice mail system Play Control Keys •...
  • Page 101 Table 10: Voice Mail Personal Greeting List Access Code Function Name greeting Replace personal greetings with default greetings (star) Return to main voice mail menu Table 11: Voice Mail Distribution List Access Code Function Hear a list of all distribution groups Edit a distribution group 1 - list of members 2 - add a member...

  • Page 102: Accessing Your Voice Mail

    Table 13: Voice Mail Message Options List Access Code Function Marks message as Urgent Marks message as Private Requests Return Receipt - you are notified recipient as accessed the message Clears all options (star) Return to main voice mail menu NOTE: Occassionally a return receipt may be returned without the recipient hearing the message if your message is the first new message and the recipient hangs up or skips to the next message before listening to the...

  • Page 103: From Any Other Internal Phone

    …from any other internal phone Dial 555 (or the code provided by your system administrator). You hear a welcome greeting and are prompted to enter your extension number. Enter your extension number. You are prompted to enter your password. Enter your numeric password, followed by the # key. NOTE: If you have new, or previously heard but not saved or deleted, voice mail, the message is identified and played.

  • Page 104: From The Email Program On Your Pc

    Wait for your phone to forward to your voice mail mailbox. Press the * key. You will be prompted to enter your password. Enter your numeric password, followed by the # key. NOTE: If you have new, or previously heard but not saved or deleted, voice mail, the message is identified and played.

  • Page 105: Rewind/Fast Forward

    Rewind/Fast Forward While listening to a message follow these steps: • Press 1 to skip back in 5 second increments. • Press 3 to skip forward in 5 second increments. • Repeat the process to further rewind or fast forward. Rewind to the Beginning of a Message If you want to return to the beginning of the message: •...

  • Page 106: Marking A Message As Urgent

    • Press 3 to review (your message is played back to you) • Press 4 to set message options Press a number to act on your message. • If you pressed 1, your message is sent and voice mail disconnects. •...

  • Page 107: Skipping The Mail Menu To Hear Messages

    Enter your new password by pressing numbers on the keypad followed by #. Enter your new password again. A prompt will tell you if you have successfully changed your password. NOTE: If you have messages in your voice mail box, but you want to skip them and change your password, press * to get the main menu, then follow the above steps.

  • Page 108: Replaying A Message

    • Press 1 to change your custom operator number, see step 5. • Press 2 to restore the default custom operator, see step 6. • Press * to return to the voice mail main menu, see step 7. If you pressed 1, enter your custom operator number, press # and listen to the confirmation announcement.

  • Page 109: Deleting A Message

    Deleting a Message To delete a voice mail message, press 7. NOTE: When you delete a voice mail message, the message is deleted, but the caller ID and message received information (date, time, etc.) remains in the inbox listing until you exit voice mail. Forwarding a Message to Another Mailbox To forward a voice mail message to another mailbox, follow these steps: Press 6.

  • Page 110: Dialing Back A Caller

    Record your reply message. Press # to accept your message. Your voice mail system gives you the following options: • Press 1 to send reply. • Press 2 to change reply. • Press 3 to review reply. • Press 9 to mark urgent and reply. •...

  • Page 111: Recording Personalized Mailbox Greetings

    Additional features include the ability to: • Record your name so that when you leave messages for other users, they will hear your name instead of your extension. • Replace your personal greetings with the default greetings. TIP: When you create your greeting be sure to tell the caller they can dial zero (0) to reach either the automated attendant or the person you have programmed to answer “zero out”...

  • Page 112: What You Receive On Your Pager/Cell Phone

    Mobile devices support different types of alerts: • Basic numeric pages accept only keypad phone digits (1-0, * and #). • Cell phones support voice streaming. • Some cell phone models can receive text-only e-mails. • E-mail pagers can accept text-only e-mail messages. You may choose to be alerted: •...

  • Page 113: Creating A New Group

    Corporate (customer) distribution lists are created by an administrator or a user with access to a customer’s main number voice mail box and are available for use by all of a customer’s users. By default, corporate group number 10 in each customer partition is named “Everyone”, includes all mailboxes within a company and is available to all users.

  • Page 114: Listing All Group Members

    Press or click 2 to edit a group. Enter the number of the group to be edited. Press a number to select an option from the edit menu: • List all members - press 1 • Add a member - press 2 •...

  • Page 115: Playing The Group Name

    After the prompt, enter the extension number of the member you wish to delete. Press or click the # sign. • The extension number you entered is played back to you for confirmation. Press the # key to delete the user or * key to cancel. •...

  • Page 116: Listening To A List Of Distribution Groups

    Press # to finish the delete or press * to cancel the delete process and return to the distribution group menu. NOTE: To delete group (corporate or company) distribution lists, you must be in the mailbox for your company's main number. Listening to a List of Distribution Groups: Access the voice mail system.

  • Page 117: Voice Mail Features (Option B Menu)

    The voice mail system stores messages in your personal voice mailbox from callers who are unable to speak with you, and provides an indication that voice mail has arrived. The F4 (Voice Mail) key on the SwissVoice telephone flashes red when new or unsaved voice messages are stored in your mailbox.
  • Page 118 Table 16: Voicemail Message Controls Feature Before Mail After Mail During Mail Message Message Message Rewind Rewind to beginning Delete Fast Forward Fast Forward to end 44, # Next Save Pause/Unpause Play Replay Forward Call Back Originator Reply Main Menu Table 17: Voice Mail Personal Greeting List Access Code Record...
  • Page 119 Table 18: Voice Mail Distribution List Access Code Function Edit a distribution group 1 - list of members 2 - add a member 3 - delete a member 4 - hear the group name 5 - change the name * - return to the previous menu Create a distribution group Delete a distribution group (star)

  • Page 120: Accessing Your Voice Mail

    Table 21: Voice Mail Custom Operator (Zero Out) List Access Code Function Restore default number of custom operator (zero out target) (star) Return to main voice mail menu Table 22: Voice Mail Malbox Options List Access Code Function Change Password Custom Operator Assistant Personal Distribution Groups Record Name...

  • Page 121: From Any Outside Touchtone Phone

    Enter your numeric password, followed by the # key. NOTE: If you have new, or previously heard but not saved or deleted, voice mail, the message is identified and played. Otherwise, you are prompted with choices to play your saved messages, change your password, playback your greetings, record new greetings, or exit the voice mail system.

  • Page 122: From The Email Program On Your Pc

    Enter your numeric password, followed by the # key. NOTE: If you have new, or previously heard but not saved or deleted, voice mail, the message is identified and played. Otherwise, you are prompted with choices to play your saved messages, change your password, playback your greetings, record new greetings, or exit the voice mail system.To select the desired option, press the corresponding digit on your phone.

  • Page 123: Rewind To The Beginning Of A Message

    • Press 4 to skip forward in 5 second increments. • Repeat the process to further rewind or fast forward. Rewind to the Beginning of a Message If you want to return to the beginning of the message: • Press 22. Fast Forward to the End of a Message If you want to forward to the end of a message: •...

  • Page 124: Marking A Message As Urgent

    • If you pressed 2, your are returned to the prompt to record your message. Record again and follow the prompts. • If you pressed 3, your message is played back to you and you are then prompted to perform an action from the previous list. •...

  • Page 125: Skipping The Mail Menu To Hear Messages

    Skipping the Mail Menu to Hear Messages To immediately begin listening to voice mail, press 5 during the voice mail menu announcement. Returning to the Auto Attendant or Operator When calling from outside of the VoIP system, you can escape from voice mail to the auto attendant or operator using the star (*) key.

  • Page 126: Replaying A Message

    If you pressed *, listen to the voice mail main menu. NOTE: Entered numbers must match a valid dial plan (i.e., extensions must match your 4-, 5- or 6-digit plan, or a valid outside number, including all necessary access and area code numbers), cannot be the same extension as your mail box, and you must be able to dial the number entered from your phone.

  • Page 127: Replying To A Message

    • press # to enter another extension or, • press ## if this is the only (or last) person to receive the forwarded message. You get a prompt to leave an introduction to the forwarded message: a. Record your introductory message. NOTE: To forward the voice mail immediately without an introductory message, press # immediately after the prompt.

  • Page 128: Sending A Message Directly To An Extension

    Press 17. Sending a Message Directly to an Extension You can send a voice mail message directly to an extension without dialing their extension and having to wait for the call to roll to the voice mail system. To go directly to someone’s voice mail box: Dial 577 (or the code provided by your system administrator) on the keypad.

  • Page 129: Listening To Your Greetings

    • Press 2 to record the Do Not Disturb greeting. • Press 3 to record the Busy greeting. • Press 4 to replace your personal greetings with the default greetings. • Press 5 to play your personal greetings. • Press # to return to the main menu. To record your name: Access the voice mail system.

  • Page 130: Receiving Pager Notification

    Receiving Pager Notification The VoIP system provides the ability for you to be alerted on your mobile phone or pager that you have received a voice message. You must set this service up with your system administrator. Mobile devices support different types of alerts: •...

  • Page 131: Managing Distribution Groups

    Managing Distribution Groups Voice messaging distribution groups can be created as either personal or corporate groups. Up to 20 personal groups can be created by individuals for their own use while up to 70 corporate groups can be created. Corporate (customer) distribution lists are created by an administrator or a user with access to a customer’s main number voice mail box and are available for use by all of a customer’s users.

  • Page 132: Editing Or Modifying A Group

    10. Press the # key again. TIP: A group can be created without any members in it. Members can be added later by using the edit menu to add members. To create a group with no members, follow the previous steps with one exception. When prompted to enter members, just press or click the # key.

  • Page 133: Deleting A Group Member

    Press or click the # sign. • The extension number you entered is played back to you for confirmation. Press the # key to add the user or * key to cancel. • If you press # and the member does not exist, you will hear “The member has been successfully added to this group.”...

  • Page 134: Deleting A Group

    Deleting a Group Access the voice mail system. Press or click 16 for Mailbox Options. Press or click 6 for distribution groups. Press or click 4 to delete a group. Enter the number of the group to be deleted. Press # to confirm this is the correct group or * to reject the group. If you entered the wrong group number and pressed *, you will be prompted for the number of the group to delete.

  • Page 135: Set Up Outlook For Tapi

    Chapter 7 Set Up Outlook for TAPI This chapter explains how you can set up and use Microsoft Outlook to use TAPI to dial phone numbers using your telephone. Information includes the following: • Using TAPI to call from Outlook •...
  • Page 136 Click Call Contact on the menu (circled in the previous screen) to open the New Call dialog box. Click Start Call to dial the telephone number displayed in the Number field. NOTE: You cannot call four-digit extensions from Outlook. A complete 7- or 10-digit phone number must be used.

  • Page 137: Installing The Tapi Support Software

    If the person you called answers, carry-on the conversation in the usual manner. NOTE: Do click the Close button or icon in the New Call dialog box while carrying on a conversation on the speakerphone (if available on your phone). Closing the New Call dialog box while using the speakerphone will end the call immediately.
  • Page 138 Choose where to save the TAPI.EXE file and click Save. This example saves it to the desktop to be easy to find. 124 Set Up Outlook for TAPI Swiss Voice Telephone User Guide 621-00000121...
  • Page 139 Find the TAPI.EXE file (shown here on the PC desktop) and double click it to run the install program. Click Next in the Welcome dialog box to install the TAPI program. Swiss Voice Telephone User Guide Set Up Outlook for TAPI 125 621-00000121...
  • Page 140 Click Next to start the installation. 126 Set Up Outlook for TAPI Swiss Voice Telephone User Guide 621-00000121...
  • Page 141 10. The Installing dialog box shows the progress of the installation. NOTE: A dialog box may appear while the Installation dialog is still running. click Cancel or the close icon when the dialog box appears. You will be returning to this dialog box after completing two steps. 11.
  • Page 142 12. Enter your telephone number and password and click OK. 13. Click OK in the dialog box. 14. To finish the installation, click Resume in the Install dialog box that appears. 128 Set Up Outlook for TAPI Swiss Voice Telephone User Guide 621-00000121...

  • Page 143: Configuring Windows For Tapi

    15. Click Finish in the Installation Complete dialog box to complete the TAPI program installation. NOTE: Before you can dial from the TAPI-enabled program, you must and to use the telephone line.. Configuring Windows for TAPI For TAPI-enabled programs to be able to dial using the TAPI Service Provider, Windows must be configured correctly to be able to use the proper line, get an outside line, and dial correctly.
  • Page 144 • The program must be set to use VocalData Telephone Service Provider that must be installed on your PC. • The access codes required for outside calls (usually 9 or 8) must be configured. • Instructions for handling area codes and, if necessary, 10-digit dialing must be configured.
  • Page 145 In the Edit Location dialog box, click the General tab (if not selected) and do the following: a. Enter a Location name, if desired (boxed). b. Make sure the Country/Region and Area Code information match your location and area code (see arrows). c.
  • Page 146 Click Apply. Click the Area Code Rules tab and do one of the following: • Click New to add an area code to the list. • Highlight an existing entry and click Edit to make changes. NOTE: If you have never configured Phone and Modem Options for your Windows computer, the Area Code Rules field will be empty.
  • Page 147 Enter the three-digit area code in the Area Code field for each area code where you have special rules that need to apply - such as dialing all 10 digits within your area code or having multiple area codes that are not long distance - by filling in the necessary information in the New/Edit Area Code Rule dialog box.
  • Page 148 EXAMPLE: Residents in the Dallas area have three area codes (shown in the Edit Locations), must dial the entire 10-digit number for all calls and do not need to dial 1 before making calls to any of those three area codes. As a result, the information in the Edit Area Code Rule box for 214 is set as follows: •...
  • Page 149 10. Click the Advanced tab to see the list of available telephone providers. 11. If you completed the VocalData VOISS setup as part of the TAPI install from Web Portal you should see the VocalData VOISS Telephone Service Provider (circled) and can skip to .“Configuring Outlook to Use TAPI” on page 229. 12.
  • Page 150 13. Select VocalData VOISS Telephony Service Provider and click Add. 14. When the VocalData VOISS dialog box appears, do the following: a. Enter the IP addresses provided by your system administrator in the Server IP Address 1 and 2 fields. b.

  • Page 151: Configuring Outlook To Use Tapi

    18. Click Close in the Phone and Modem Options dialog box. Windows is now configured to allow users to make calls from their contacts, but the TAPI-enabled program must be configured to use the line for dialing. For information on configuring the program to use the telephone line for dialing, go to.“Configuring Outlook to Use TAPI”...
  • Page 152 Click Call Contact on the menu (circled in the previous screen) to open the New Call dialog box. Click Dialing Options to open the Dialing Options dialog box. Click on the drop-down menu in the Connect using line field and scroll down any entries until you find your telephone number (circled).
  • Page 153 Select your telephone number and click OK to return to the New Call dialog box. You may call this contact or close the New Call dialog box. Outlook (or your TAPI-enabled application) is now configured to place calls using your telephone number. Swiss Voice Telephone User Guide Set Up Outlook for TAPI 139 621-00000121...
  • Page 154 140 Set Up Outlook for TAPI Swiss Voice Telephone User Guide 621-00000121...

  • Page 155: Index

    Index Authorization Code Calling 15 Auto Attendant • • • • • • Returning to Default Menu 73 Option A Menu 93 Option B Menu 111 Abbreviated Dial 13 Automatic Call Distribution 53 Abbreviated Dial Code Answer Calls 54 Create 13 Find Out Queues 54 Delete 14 Log In 54...
  • Page 156 Call Forward (No Answer) 23 Default Menu 79 Disable 25 Option A Menu 99 Enable 24 Option B Menu 117 Call Forward (Out of Service) 25 Disable 26 Enable 25 Delete Voice Mail Distribution Group Members Call Forward, Selective 58 Default Menu 81 Add Forwarded Numbers 59 Option A Menu 100...
  • Page 157 Default Menu 80 Exiting the Voice Mail System Option A Menu 99 Default Menu 83 Option B Menu 118 Option A Menu 102 List Members Option B Menu 120 Default Menu 80 External Calls 5 Option A Menu 100 External Dial Tone 30 Option B Menu 118 External Ring 30 Listing Groups...
  • Page 158 Internal Ring 30 Default Menu 65 Introduction 1 Option A Menu 85 Accessing Phone Features 1 Option B Menu 103 In This Manual 1 Message Controls for Voice Mail IP Telephones Default Menu 71 Components Fast Forward to the End of a Message Descriptions 1 Default Menu 71 Option A Menu 91...
  • Page 159 Priority Call 46 Add Members 46 Night 42 Delete Members 47 Disable 46 Enable 46 OK key 2 List Members 47 One-Touch Transfer 43 Priority Ring 30 On-hook Dialing 43 Privacy Guard 49 Operator Access Codes 49 Returning to Answering Call 50 Default Menu 73 Caller Actions 49 Option A Menu 93...
  • Page 160 Replying to Voice Mail Messages Speakerphone volume adjustment 5 Default Menu 75 Speed Dial 61 Option A Menu 95 Deleting a Number 62 Option B Menu 113 Identify Assigned Number 61 Resume soft key 7 Program Speed Dial Number 61 Ringer Patterns 30 Use 61 Distinctive Ring 30...
  • Page 161 Configuring Outlook to use 137 Star Codes 26 Set up Outlook for 121 Disable Call Forward (All Calls) Using to call from Outlook 121 Phone Feature Buttons 21 Telephone Components Do Not Disturb 31 Descriptions 1 Enabling/Disabling 32 Telephone Features 13 Phone Feature Buttons 32 Abbreviated Dial 13 Star Codes 32...
  • Page 162 Add Members 46 Telephones Delete Members 47 Moving Your Telephone 3 Disable 46 Transfer 63 Enable 46 Blind 16 List Members 47 One-Touch 43 Privacy Guard 49 Troubleshooting Access Codes 49 Speakerphone 12 Answering Call 50 Caller Actions 49 Caller Actions (Access Codes) 50 Urgent Pager Notification Caller Actions (Record Name) 50 Default Menu 78...
  • Page 163 Option A Menu 92 Option A Menu 85 Option B Menu 110 Option B Menu 103 Composing Messages before Sending Modifying Voice Mail Distribution Group Default Menu 71 Default Menu 80 Option A Menu 91 Option A Menu 99 Option B Menu 109 Option B Menu 118 Steps (Default Menu) 71 Pager Notification...
  • Page 164 Zero Out to Operator Default Menu 73 Option A Menu 93 Option B Menu 111 Voice Mailbox Greetings Listening to Personalized Default Menu 78 Option A Menu 97 Option B Menu 115 Recording Personalized Default Menu 77 Option A Menu 97 Option B Menu 114 Volume adjustment 5 Volume Keys 3...

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