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Siemens ROLMphone 120 Series User Manual

For 9751 cbx and hicom 300 e cs.
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User Guide

ROLMphone 120/240/400 Series
for 9751 CBX and Hicom 300 E CS

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   Summary of Contents for Siemens ROLMphone 120 Series

  • Page 1: User Guide

    User Guide ROLMphone 120/240/400 Series for 9751 CBX and Hicom 300 E CS...

  • Page 2

    Siemens sales and service personnel, as well as Siemens’ business partners, are available to work with you to help you prevent this type of unauthorized use of your telecommunica- tions system.

  • Page 3: Table Of Contents

    The ROLMphone 120, 240, and 400 Series ....1-1 The ROLMphone 120 Series ......1-3 The ROLMphone 240 Series .

  • Page 4

    Calling an Outside Number ......2-8 Features Used with External Calls ..... . 2-9 Using Your Speaker .

  • Page 5

    Speaker Call Rejection ......3-33 Station Speed Dialing ....... . .3-34 System Speed Dialing .

  • Page 6

    Bad Line Reporting ........7-4 Hunt Groups ......... 7-5 Pilot Hunt Group .

  • Page 7

    Figures Figure 1-1. The ROLMphone 120, 240, 400 Series ..1-2 Figure 1-2. The ROLMphone 120 Telephone ....1-3 Figure 1-3. The ROLMphone 240E Telephone ... . .1-4 Figure 1-4.

  • Page 8

    viii ROLMphone 120/240/400 Series User Guide...

  • Page 9

    Tables Table 1-1. Line Key Status Light Flash Rates ... . .1-13...

  • Page 10

    x ROLMphone 120/240/400 Series User Guide...

  • Page 11

    How to Use This Guide This guide explains how to use the many features of your ® ROLMphone 120/240/400 series telephone. Be sure to read Chapter 1, “Introduction” and Chapter 2, “Using Your Phone” which explain the basic features of your phone. Then look through the rest of the book and read about the additional features you want to use.

  • Page 12: Feature Access Codes

    Feature Access Codes lists the codes that can be Appendix A dialed to use system features. Help! presents some simple procedures you can use Appendix B to correct problems with your phone. The Glossary explains some of the technical Glossary terminology and concepts used in this guide.

  • Page 13: Related Publications

    Related Publications The following list presents the titles and brief descriptions of other useful Siemens publications. Please refer to the book’s order number when requesting a publication from your Siemens representative. Order No. Title and Description GU30-1611 ROLMphone 120/240/400 Series Quick...

  • Page 14

    xiv ROLMphone 120/240/400 Series User Guide...

  • Page 15: Chapter 1 Introduction

    Your ROLMphone model may have a display, a speakerphone, from 12 to 40 feature keys, and multiple extensions. These digital telephones work with your company’s Siemens Communications Server to give you advanced, easy-to-use telephone features. The communications server is your facility’s telecommunications system.

  • Page 16: Figure 1-1. The Rolmphone 120, 240, 400 Series

    Figure 1-1. The ROLMphone 120, 240, 400 Series 1-2 ROLMphone 120/240/400 Series User Guide...

  • Page 17: The Rolmphone 120 Series

    CALL HOLD CONNECT TRANSFER Figure 1-2. The ROLMphone 120 Telephone The ROLMphone 120 series offers three models. • The RP120 (like the RP120H and RP120D) has 12 feature keys and one extension. • The RP120H has a dual headset connection.

  • Page 18: The Rolmphone 240 Series

    The ROLMphone 240 Series CALL CONNECT TRANSFER HOLD Figure 1-3. The ROLMphone 240E Telephone The ROLMphone 240 series offers seven models. • The RP240 Basic has 24 feature keys and may have multiple extensions. • The RP240 (like the RP240H and RP240D) has 24 feature keys and a speakerphone, and may have multiple extensions.

  • Page 19

    • The RP240E (like the RP240EH and RP240ED) has 24 feature keys, a speakerphone, a two-line display with up to 24 characters per line, and may have multiple extensions. • The RP240EH has a headset connection. • The RP240ED has a data communications module (DCM) for attaching your phone to a terminal or personal computer with an RS-232C cable.

  • Page 20: The Rolmphone 400 Series

    The ROLMphone 400 Series HOLD CONNECT TRANSFER Figure 1-4. The ROLMphone 400 Telephone The ROLMphone 400 series offers four models. • The RP400 (like the RP400HR, RP400D, and RP400HD) has 40 feature keys, a speakerphone, a two-line display with up to 30 characters per line, and may have multiple extensions.

  • Page 21

    • The RP400D has a data communications module (DCM) for attaching your phone to a terminal or personal computer with an RS-232C cable. • The RP400HD has a dual headset connection and a data communications module (DCM) for attaching your phone to a terminal or personal computer with an RS-232C cable.

  • Page 22: Rolmphone Basics

    ROLMphone Basics Faceplate The faceplate is a paper template that identifies features that you access by pressing specific keys on your telephone. It shows which system features have been assigned to your phone keys. Line Keys Your ROLMphone telephone has a separate line key for every extension that appears on your phone.

  • Page 23: Display

    It also lets you scroll through messages and notifications waiting in your mailbox and provides information you’ll find useful as you set up and use Siemens features. Some features work differently on display phones from the way they do on non-display phones.

  • Page 24: Class Of Service

    Class of Service Some of the phones in your system may be set up to use one class of service (the primary) during normal business hours and then automatically change to a more limited one (the secondary) during non-business hours. If so, the features you can use may vary, depending on the class of service in effect at the time.

  • Page 25: Other Frequently Used Keys

    The Connect key lets you • reconnect with a call placed on consultation hold • reconnect with a transferred call before the transfer is complete • alternate between two parties, when you have one of them on consultation hold (See “Connect” on page 2-21.) Other Frequently Used Keys Callback (CALLBCK) Key: The Callback key can help you complete calls to extensions that are busy, ringing, or in Do Not...

  • Page 26: Feature Access Codes

    Time Key: On a display phone, pressing the Time key displays the current day, date, and time. Feature Access Codes Since a set of features has already been assigned to your phone’s feature keys, you may find that your phone does not have feature keys for some of the features described in this guide.

  • Page 27: Status Lights

    Status Lights The red status lights next to line keys tell you what is happening on those lines. A line key status light may turn on steadily, blink, or flash at different rates to signal the status of that line. Table 1-1.

  • Page 28: Speaker

    Speaker All ROLMphone 120/240/400 series phones have a speaker that you can use for receiving calls or listening to the PhoneMail system. On ROLMphone models that only have a speaker and not a microphone (the RP120 and RP240 Basic models), you must pick up your handset to speak to the other party.

  • Page 29: Sounds

    Sounds Your phone makes different sounds to let you know what’s going on. Rings occur on a line that you are not using and indicate that you have an incoming call. Tones occur while you are using your phone and provide information about calls and features.

  • Page 30

    Sound Meaning Busy tone The party you called is on the phone. Busy tone that changes You cannot queue for the to a very fast busy tone party you called. Dial tone You can make a call or invoke a feature. Fast busy tone Invalid call Tones (cont.)

  • Page 31: Ring Volume

    Sound Meaning Very short tone after You have been routed to the dialing next outgoing trunk or to a more expensive route. Wavering (error) tone Invalid feature request Ring Volume Use the slide control to adjust the ringing volume of your phone. The slide control is located underneath the RP240, RP240E, and RP400 and either underneath or on the side of the RP120 and RP240 Basic.

  • Page 32: Figure 1-5. Rp120, Rp240, Rp400 Headset Adapters

    Figure 1-5. RP120, RP240, RP400 Headset Adapters 1-18 ROLMphone 120/240/400 Series User Guide...

  • Page 33: Where To Go For Assistance

    Where to Go for Assistance See Appendix B, “Help!” for some procedures that may help you correct problems with your phone. Although every company has its own way of handling support for ROLMphone telephones, most have a person responsible for making configuration changes and answering questions about the telephone system.

  • Page 34: Getting Started

    Getting Started This has been a general introduction to the ROLMphone 120/240/400 series telephones. To get started using your phone, read Chapter 2, “Using Your Phone.” If you have any problems, Appendix B, “Help!” has suggestions to help you get things working right. 1-20 ROLMphone 120/240/400 Series User Guide...

  • Page 35: Quick And Easy

    Chapter 2 Using Your Phone Quick and Easy You can begin using your ROLMphone 120/240/400 series phone as soon as it is properly installed and configured at the communications server. To make a call Pick up the handset and use the key pad to from your pri- dial.

  • Page 36: Making A Call

    Making a Call Before dialing a number or using a feature access code, you must get a dial tone. The dial tone is an indication that the system is ready to accept your request. You can get a dial tone in one of the following ways: •...

  • Page 37: Answering A Call

    Answering a Call You can answer a call in three ways: • by picking up your handset (for a call ringing on your primary line) • by pressing the line key with the blinking status light • by pressing the Speaker key Note: Once you have answered a call, do not press the line key —...

  • Page 38: Hanging Up

    Hanging Up You can hang up in three ways: • by hanging up your handset when you are on a handset call • by pressing the line key when you are on a speakerphone call • by pressing the Speaker key when you are on a speakerphone call 2-4 ROLMphone 120/240/400 Series User Guide...

  • Page 39: Internal Calls

    Internal Calls Calling an Extension in Your Telephone System Every phone in your company’s telephone system has an extension. To call another Get a dial tone. extension Dial the extension. If you are a member of a community (com) group, you can dial a short code instead of an extension to call another member in your group.

  • Page 40

    • Community (Com) Group Speaker Call - lets you place a two- way speakerphone call to a member of your com group. (See “Community (Com) Group Speaker Call” on page 3–19.) • Conference - lets you have up to eight parties, including yourself, in a telephone conversation.

  • Page 41

    • Station Speed Dialing - lets you set up single-digit codes for frequently dialed extensions or feature access codes, so that you can dial the code instead of the whole extension or feature access code. (See “Station Speed Dialing” on page 3–34.) •...

  • Page 42: External Calls

    External Calls Calling an Outside Number To call outside your communications server system, you must first dial your trunk (outside line) access code before dialing the number you want to reach. If all trunks are busy when you make your call, you will hear a fast busy tone.

  • Page 43: Features Used With External Calls

    Features Used with External Calls The following features can be used with external calls: • Conference - lets you have up to eight parties, including yourself, in a telephone conversation. The other parties can be on trunks (outside lines). (See “Conference” on page 3–7.) •...

  • Page 44

    • Trunk Queuing - directs the communications server to help you complete your call when you are trying to reach an outside number and all trunks (outside lines) in your company’s system are busy. Trunk Callback Queuing lets you hang up and have the communications server call you back when a trunk becomes free.

  • Page 45: Using Your Speaker

    Using Your Speaker Your phone has a speaker that you can use for receiving calls or listening to the PhoneMail system. On ROLMphone models that only have a speaker and not a microphone (the RP120 and RP240 Basic models), you must pick up the handset to speak to the other party.

  • Page 46: Using Your Speakerphone (rp240, Rp240e, And Rp400)

    Using Your Speakerphone (RP240, RP240E, and RP400) The RP240, RP240E, and RP400 models (except the RP240 Basic) have a two-way speakerphone, consisting of a speaker and a microphone. You can use either the handset or the speakerphone to make or answer calls. To make a call Press the primary line key or the Speaker from your prima-...

  • Page 47: Voice Transmission

    Voice Transmission A ROLMphone speakerphone only allows voice transmission in one direction at a time. Therefore, you and the other party cannot talk simultaneously. Also, if you are speaking you may not hear voice interruptions or background noise, but this does not mean your call has been disconnected.

  • Page 48: Hold

    Hold Putting a Call on Hold The Hold key lets you temporarily hang up a line without disconnecting the other party. If you do not retrieve the call after a certain period of time (determined by the communications server), your phone will ring. If it is an external call and you do not answer, the call is transferred to the operator.

  • Page 49: When Your Party Puts You On Hold

    To pick up a call Press the Pickup key, or get a dial tone and on hold at dial * 3. another extension Dial the number of the extension at which the call was placed on hold. When Your Party Puts You on Hold If you are using your handset and someone puts you on hold, you may want to switch to your speakerphone to leave your hands free.

  • Page 50: Private Hold

    Private Hold Private Hold is another way to place a call in a temporary waiting position. But with Private Hold, the call can only be retrieved from your phone. Another party cannot pick up the call from his or her phone, even if your line appears on their phone.

  • Page 51: Preview

    Preview The Preview feature lets the user view information associated with any line configured on the phone. The user can preview information when the phone is active on a call or when the phone is idle. The user can see the following: •...

  • Page 52

    Initiate a hands-free speakerphone operation. Refer to “Using Your Speakerphone (RP240, RP240E, and RP400)” on page 2–12 for information on how to make a call on the speakerphone. Place the handset on-hook if it is off-hook. Place the handset off-hook if it is on-hook. To answer a call If your phone is idle, go off-hook and begin on a Preview line...

  • Page 53: Transfer

    Transfer Transfer lets you move a call to another party and then hang up. The other party can be, for example, an extension, your company’s operator, or an outside number if your communications server is set up to do this. Your system administrator can tell you how to dial your company’s operator.

  • Page 54

    To reconnect to Before hanging up, press the Connect key the original call to rejoin the original call. 2-20 ROLMphone 120/240/400 Series User Guide...

  • Page 55: Connect

    Connect The Connect key lets you • reconnect with a call placed on consultation hold • reconnect with a transferred call before the transfer is complete • alternate between two parties, when you have one of them on consultation hold To reconnect with Press the Connect key.

  • Page 56: Using Your Mailbox

    Using Your Mailbox The Mailbox feature lets you leave reminder messages at internal extensions to alert them to call you back. It also lets you receive and answer reminder messages and PhoneMail and ROLMfax notifications. A reminder message that you leave on an internal call turns on the Mailbox status light on the other phone.

  • Page 57: Changing Your Ring Tone

    Changing Your Ring Tone To change your Get a dial tone. ring tone Dial * 5 7 2. Dial single digits (1 through 8) to hear various tone pitches. If you have a display phone (RP240E or RP400), it will display the selected tone’s number.

  • Page 58

    2-24 ROLMphone 120/240/400 Series User Guide...

  • Page 59: Chapter 3 Making Calls

    Chapter 3 Making Calls Bridged Call The Bridged Call feature lets you join a call if one of the other parties’ extensions also appears on your phone (a multiple line appearance). Although the same extension may appear on several phones, only one of the parties with the same multiple line appearance can use the Bridged Call feature to join a call.

  • Page 60: Do Not Disturb

    Bridging overrides Do Not Disturb mode. (See “Do Not Disturb” on page 6-1.) 3-2 ROLMphone 120/240/400 Series User Guide...

  • Page 61: Busy Override

    Busy Override Busy Override lets you join a conversation on a busy extension. It is intended for high priority and emergency internal calls and requires a special class of service. Ask your system administrator whether your phone has been assigned this class of service. To break through Listen for the busy tone.

  • Page 62: Busy Standby Queuing

    Busy Standby Queuing With Busy Standby Queuing, you can stay on a line until a busy extension that you are trying to call becomes free. The busy tone changes to music (or a ringing-beep tone), indicating that you are queued. As soon as the extension becomes free, your call will be put through automatically.

  • Page 63: Callback Request

    Callback Request Callback Request can help you complete calls to extensions that are busy, ringing, or in Do Not Disturb mode, once those extensions become available. It lets you hang up and have the communications server call you back with triple rings under the following conditions: •...

  • Page 64

    To cancel a Press the Callback (CALLBCK) key until callback request the auto-callback message you wish to from a display cancel is displayed. The status light next to phone Program key turns on, indicating that your phone is in program mode. Press the Clear key.

  • Page 65: Conference

    Conference The Conference feature lets you have up to eight parties, including yourself, in a telephone conversation. The other parties besides yourself can be on trunks (outside lines) or extensions. Any party can leave the conference by hanging up. To set up a con- During a conversation, press the Transfer ference (TRANSFR) key to put the party on...

  • Page 66

    To remove the Press the Clear key. last party from the conference Press the Transfer (TRANSFR) key. The status light beside the Conference (CONF) key blinks. Dial * * * 4. You will hear the confirmation tone. Press the Conference key to rejoin the conference.

  • Page 67

    Press the Conference key to rejoin the conference. You will hear the conference tone. The number of parties and your position in the conference is displayed. Making Calls 3-9...

  • Page 68: Picking Up Calls To Add To Conferences

    Picking Up Calls to Add to Conferences On Version 6.4 and higher, you can use the Station Pickup feature to create a conference call or to add a picked up party to a conference call. (See “Station Pickup” on page 4-11.) You can pick up the following kinds of calls for conferences: •...

  • Page 69

    To go back and forth (toggle) between the picked up party and the original call, press the Connect key. Note: You can also transfer, place on hold, place on consultation hold, or park a call you have picked up. (See “Transfer” on page 2-19, “Hold”...

  • Page 70: Consultation

    Consultation Consultation lets you put the other party in a call on consultation hold, so that you can call and talk privately with a second party. You can then alternate between the two parties or join them in a conference call. (See “Conference”...

  • Page 71: Direct Station Select (dss)

    Direct Station Select (DSS) Direct Station Select (DSS) lets you monitor and automatically dial or answer an extension. The status light next to the DSS (D-) key on your phone indicates whether that extension is idle, ringing, or busy. Whenever someone is calling that extension, the status light next to the DSS key on your phone blinks.

  • Page 72

    If you want to set up another DSS key, press the Store key. If you have a display phone, STORED is displayed. Repeat the two previous steps. To end setup, press the Program key. The Program status light turns off, and STORED is displayed if you have a display phone.

  • Page 73

    To dial a DSS Press the DSS (D-) key for that extension. extension The other party will hear a triple beep. If you press a DSS key while you are on a call, the communications server will place the first party on consultation hold before dialing the DSS extension.

  • Page 74: Direct Trunk Select

    Direct Trunk Select Direct Trunk Select lets you choose a particular trunk (outside line) for placing a call. Get a dial tone. To choose a trunk Press the Direct Trunk Select (DTS) key, or dial # # 8. Dial the number assigned at the communications server for the specific trunk you want.

  • Page 75: Intercom Features

    Intercom Features Intercom features let you • send signals to another phone’s speaker • make calls to members of your community (com) group by using a short code • make calls to another phone’s speaker instead of ringing that phone Buzz Buzz lets you signal another phone’s speaker with a special tone.

  • Page 76: Community (com) Group Call

    Hang up. Note: If you are talking on the phone, you can press the Buzz key without interrupting your call. Buzz overrides Do Not Disturb mode. (See “Do Not Disturb” on page 6-1.) Community (Com) Group Call Community (com) groups can be set up at the communications server so that the members of a group can call each other by dialing a short com code instead of an extension.

  • Page 77: Community (com) Group Speaker Call

    Note: A com group call overrides Forwarding and (on Version 6.2 and higher) Do Not Disturb mode. (See “Forwarding” on page 5-1 and “Do Not Disturb” on page 6-1.) Community (Com) Group Speaker Call Community (Com) Group Speaker Call lets you make a two-way call to the speaker of another phone in your community (com) group by dialing a short code instead of an extension.

  • Page 78: Dedicated Intercom Call

    Note: A com group speaker call will override Forwarding, Do Not Disturb mode, and both Station and Pilot Hunting. (See “Forwarding” on page 5-1, “Do Not Disturb” on page 6-1, and “Station Hunt Group” on page 7-5.) You cannot transfer a com group speaker call or place it on consultation hold.

  • Page 79: Last Number Redial

    Last Number Redial Last Number Redial lets you quickly redial the last number you have dialed. Each time you dial a valid internal or external telephone number it is automatically stored so that you can redial it later. Numbers dialed during consultation calls and transfers are also stored.

  • Page 80: Mailbox Reminder Message

    Mailbox Reminder Message When you call an extension that is busy or does not answer, the Mailbox Reminder Message feature lets you leave a reminder message, to have the other party call you back. The extension you are calling must have a mailbox. (See “Using Your Mailbox” on page 2-22.) For information on how to display and respond to reminder messages, see “Reminder Messages and Notifications on Non-Display Phones”...

  • Page 81: Paging

    Paging Paging connects your phone to your company’s loudspeaker or paging system so that you can make an announcement. If your paging system is divided into zones, you may be able to make an announcement to all zones or to only one of them. Your system administrator can tell you your system’s paging access code or codes.

  • Page 82: Automatic Privacy

    Repertory Dialing (Repdial) The Repertory Dialing feature lets you set up each repdial (R-) key on your faceplate for one-touch dialing of an extension, an outside number, a feature access code, or a combination of numbers and feature access codes. For example, you can set up a repdial key to dial a frequently called phone number together with the account number to which you always want to charge such calls.

  • Page 83

    If you press a repdial key while you are on a call, Versions 6.0 and 6.1 will place the first party on consultation hold before dialing. To return to the first party, press the CONNECT key. To set up a Press the Program key.

  • Page 84

    To clear a Press the Program key. The Program status repdial key on a light turns on. PRESS FEATURE KEY OR display phone DIAL CODE is displayed. Press the repdial (R-) key you want to clear. REPDIAL is displayed, followed by the dialing sequence.

  • Page 85: Saved Number Redial

    Saved Number Redial Saved Number Redial lets you save a number that you have dialed. Later, you can redial your saved number by pressing the Saved Number Redial (SAV/RDL) key. You can save only one number at a time; each time you save a number, you erase the number you had saved previously.

  • Page 86

    Press the Saved Number Redial (SAV/ RDL) key, or dial # 4. If you have a display phone, SAVED NUMBER REDIAL is displayed followed by either the saved number or NOTHING STORED. NEW NUMBER? is then displayed. Enter the number you want to save. If you make an error while entering the number, press the Clear key to cancel your changes and then enter the number again.

  • Page 87: Speaker Calls

    Speaker Calls Speaker calls let you make calls to another phone’s speaker instead of ringing that phone. Note: Speaker calls (except Two-Way Speaker Call) will override Do Not Disturb, Forwarding, and Hunt Groups. (See “Do Not Disturb” on page 6-1, “Forwarding” on page 5-1, and “Station Hunt Group”...

  • Page 88: One-way Speaker Call

    One-Way Speaker Call The One-Way Speaker Call feature lets you make a one-way call to the speaker of another phone. If the other party does not have a speakerphone, they must pick up the handset to answer. Note: One-Way Speaker Call is only available on Version 6.3 and higher.

  • Page 89: One-way Broadcast Speaker Call

    One-Way Broadcast Speaker Call The One-Way Broadcast Speaker Call feature lets you make a one- way call to the speakers of up to 40 phones that are multiple line appearances of the same extension. To use this feature, you must be set up for it on your communications server.

  • Page 90: Two-way Speaker Call

    If one of the parties you have called lifts his handset, a two-way (not speakerphone) connection will be established with that party. The other parties will be disconnected. A party you have called can disconnect by pressing the line key or the Speaker key. If this party is the last one in the multiple line appearance, the call is disconnected.

  • Page 91: Speaker Call Rejection

    Speaker Call Rejection Speaker Call Rejection lets you temporarily block incoming speaker calls. If another party attempts to make a speaker call to your phone, they will receive a busy tone. If they have a display phone, PLEASE TRY LATER is also displayed. To block incom- Press the Speaker Call Rejection (SPK- ing speaker calls...

  • Page 92: Station Speed Dialing

    Station Speed Dialing The Station Speed Dialing feature lets you assign frequently used dialing sequences to codes for easy dialing. You can assign dialing sequences to each of ten single-digit codes (0 through 9). You can then dial a single-digit code instead of dialing the entire sequence.

  • Page 93

    Enter the dialing sequence you want to assign to the code. If you make an error while entering the dialing sequence, press the Clear key to cancel your changes and then enter the sequence again. If you want to set up another station speed code, press the Store key.

  • Page 94

    Enter the station speed code you want to set up (0 through 9, or 00 through 29 if you are set up for more than 10 codes). You will hear the confirmation tone. Enter the dialing sequence you want to assign to the code.

  • Page 95

    Enter the station speed code you want to clear (0 through 9, or 00 through 29 if you are set up for more than 10 codes). The dialing sequence is displayed. (You can view the contents of other codes by entering their codes now.) Before NEW NUMBER? is displayed, press the Clear key.

  • Page 96: System Speed Dialing

    System Speed Dialing If you have the System Speed Dialing feature set up on your communications server, you can dial frequently called extensions or outside numbers (local, long distance, and international) by dialing a code number. A number set up for a system speed code can contain an initial PIN, if one is necessary to make outside calls.

  • Page 97: Trunk Queuing

    Trunk Queuing The Trunk Queuing features complete calls for you to outside numbers when all available trunks (outside lines) have been busy. Trunk Callback Queuing Trunk Callback Queuing lets you hang up and have the communications server call you back with triple rings when a trunk becomes free for an outside call.

  • Page 98: Trunk Standby Queuing

    To cancel trunk Press the Callback (CALLBCK) key until callback queuing the auto-callback request you wish to from a display cancel is displayed. The status light next to phone the Program key turns on, indicating that your phone is in program mode. Press the Clear key.

  • Page 99: Chapter 4 Answering Calls

    Chapter 4 Answering Calls Reminder Messages and Notifications (Displaying and Answering) Your communications server can be set up to signal you when you have reminder messages, PhoneMail notifications, or ROLMfax notifications. A reminder message indicates that someone has tried to reach you and wants you to call them back.

  • Page 100: Reminder Messages And Notifications On Display Phones

    Reminder Messages and Notifications on Display Phones To display mail- Press the Mailbox key. The Program status box reminder light turns on. MAILBOX is displayed, messages and no- followed by the first message or tifications notification in your mailbox. Continue pressing MAILBOX to scroll through your messages and notifications.

  • Page 101

    To delete a dis- While the message or notification you want played reminder to delete is displayed, press the Clear key. message or notifi- DELETED is displayed. cation To get out of the Press the Program key or get a dial tone. If mailbox display there are no remaining messages or notifications in your mailbox, the Mailbox...

  • Page 102: Displaying Specific Kinds Of Messages And Notifications

    Displaying Specific Kinds of Messages and Notifications If you have a display phone, you can display specific kinds of messages and notifications by dialing designated numbers. These numbers differ according to different communications server software versions. Display Numbers for Versions 6.1 and 6.2 To display Press the Mailbox key.

  • Page 103: Display Numbers For 6.3 And Higher

    Display Numbers for 6.3 and Higher Press the Mailbox key. To display PhoneMail and external Dial 1. voicemail notifications Your PhoneMail notifications are displayed. Press the Mailbox key to scroll through them. To display Press the Mailbox key. reminder messages Dial 3.

  • Page 104: Reminder Messages And Notifications On Non-display Phones

    Reminder Messages and Notifications on Non-Display Phones On a non-display phone, the Mailbox status light turns on when you have a reminder message or notification waiting in your mailbox. Only one message or notification can be waiting in your mailbox at any time.

  • Page 105

    To call the Pho- Press the PhoneMail (PHMAIL) key. neMail system or your voicemail On Version 6.4 and higher, the system when your communications server calls whatever PhoneMail status number has been configured for your light is not on phone at the communications server. This number can be for the PhoneMail system or a destination such as another voicemail system.

  • Page 106: Pickup

    Pickup The Pickup features let you answer calls that are ringing, on hold, queued, or parked at other extensions. Group Pickup Group Pickup lets you answer a call to an extension in your pickup group even when you do not know the number for the extension. Before you can use this feature, your phone must be a member of a pickup group, which is set up at the communications server.

  • Page 107: Preview

    Preview The Preview feature lets the user view information associated with any line configured on the phone. The user can preview information when the phone is active on a call or when the phone is idle. The user can see the following: •...

  • Page 108

    Initiate a hands-free speakerphone operation. Refer to “Using Your Speakerphone (RP240, RP240E, and RP400)” on page 2-12 for information on how to make a call on the speakerphone. Place the handset on-hook if it is off-hook. Place the handset off-hook if it is on-hook. To answer a call If your phone is idle, go off-hook and begin on a Preview line...

  • Page 109: Station Pickup

    Station Pickup Station Pickup lets you answer a call that is ringing, on hold, queued, or parked at any extension, provided that you know the number for the extension. Press the Pickup key, or get a dial tone and To answer a call ringing, on hold, dial * 3.

  • Page 110: Universal Night Answer

    Universal Night Answer Universal Night Answer lets you answer an incoming call to your company’s operator when he or she is off duty. You can then transfer the call to the appropriate party, if necessary. (See “Transfer” on page 2-19.) To answer an in- When you hear the night chimes, press coming call when...

  • Page 111: Chapter 5 Moving Calls

    Chapter 5 Moving Calls Forwarding Forwarding automatically redirects your incoming calls to another extension or an outside number, referred to as a forwarding target. The communications server provides two types of forwarding: fixed and variable. Fixed Forwarding Fixed Forwarding forwards calls to as many as two different extensions set up at the communications server.

  • Page 112: Variable Forwarding

    You will hear the confirmation tone. If you have a display phone, SYSTEM FORWARD OFF is displayed. Hang up. To restore Fixed Get a dial tone. Forwarding Dial # 9 0. You will hear the confirmation tone. If you have a display phone, SYSTEM FORWARD ON is displayed.

  • Page 113

    • when your extension rings, but no one answers (for a period of time specified at the communications server.) • for both when your extension is busy and when it rings but no one answers To forward Get a dial tone. internal and external calls Press the Forward key.

  • Page 114

    Note: On Version communications server 6.1 only, SYSTEM FORWARD is displayed if Fixed Forwarding has been set up for your extension. It is followed by either ON or OFF, depending on whether Fixed Forwarding is currently active. If Fixed Forwarding is on and you press the Clear key, Fixed Forwarding is deactivated.

  • Page 115

    time specified at the communications server. While the forwarding option you want to use is displayed, dial the extension to which you want your calls forwarded. For all-condition forwarding (FWD-ALL- BOTH, FWD-ALL-EXT, FWD-ALL- INT), you can dial 9 and an outside number as your forwarding target.

  • Page 116

    — # 9 4 Forward both internal and external calls when your extension is busy. — # 9 5 Forward both internal and external calls when your extension is either busy or you do not answer during a period of time specified at the communications server.

  • Page 117

    Note: A call made from your Variable Forwarding target to your extension will always ring through. You can only forward calls to an outside number if your phone has been assigned a special class of service. To cancel Vari- Press the Forward key. Your primary line able Forwarding key status light and the Forward status light turn off.

  • Page 118: Other Forwarding Options

    Other Forwarding Options Follow-Me Forwarding Follow-Me Forwarding lets you enter a personal identification number (PIN) from any internal phone and then specify how calls to your extension are to be forwarded, using Variable Forwarding. For example, you can use it to have your calls follow you from one office to the next.

  • Page 119: Delayed Call Forwarding On Busy

    Delayed Call Forwarding on Busy Your phone can be configured at the communications server so that when you are on a line and have a second caller on the same line, forwarding through a busy option will be delayed for a specified period of time.

  • Page 120: Park

    Park Park lets you move a call to an extension and hold it there, without ringing that extension. You or another party can then retrieve the call from the extension as needed. Park is used in connection with the Park access code (* 6), which you can dial directly or by pressing a repdial key set up for it.

  • Page 121

    To park a call to Press the Transfer (TRANSFR) key. You your extension will hear the confirmation tone, followed by the dial tone. Dial * 6. Hang up. To pick up a call Get a dial tone. parked on anoth- er extension Dial * 6.

  • Page 122

    Hang up. The parked call will recall your extension. When your phone rings, answer it and begin speaking. To pick up a call Press the line key with the flashing status parked on a line light. that appears on your phone Begin speaking.

  • Page 123: System Hold

    System Hold System Hold lets you move a call to a system slot (a temporary holding place) and hold it there. The call can then be retrieved from any extension. To place a call on Press the System Hold (SYSHOLD) key. system hold on a CALL PARKED IN SLOT and the number display phone...

  • Page 124

    To place a call on Press the Transfer (TRANSFR) key. system hold on a non-display You will hear the confirmation tone, phone or a followed by the dial tone. display phone without a System Dial * 8. Hold key Dial the number of the slot to which you want to assign the call (0 through 9).

  • Page 125: Chapter 6 Blocking Calls

    Chapter 6 Blocking Calls Do Not Disturb The Do Not Disturb feature lets you temporarily block incoming calls to your phone. Although incoming calls will not then ring at your phone, you can continue to make calls. Callers to your extension will hear the same sounds they would if your phone were ringing.

  • Page 126: Privacy

    Privacy The Privacy feature lets you • prevent callers from using the Busy Override feature to break through to your extension when you are on a call • prevent another party with the same multiple line appearance from bridging (joining) your call •...

  • Page 127

    To exclude a Press the Privacy key, or press the Transfer party that has (TRANSFR) key and dial # 2. The Privacy bridged your call status light turns on. The bridging party is removed from your call, and your call becomes private.

  • Page 128: Automatic Privacy

    Automatic Privacy If your phone has been assigned the Automatic Privacy feature, no one can bridge (or join) your calls unless you turn off the feature. To turn off Auto- During a call, press the Privacy key, or matic Privacy press the Transfer (TRANSFR) key and dial # # 2.

  • Page 129: Chapter 7. Managerial Features

    Chapter 7 Managerial Features Account Number The Account Number feature lets you charge an external call to an account by assigning an account number to the call. If the account number is the proper length, it and other details about the call will then be recorded at the communications server by the Call Detail Recording (CDR) feature.

  • Page 130

    To assign a call to Press the Account key. If you have a an account dur- display phone, ENTER ACCOUNT ing the call CODE is displayed. (If a default account number has been set up for you at the communications server, ACCT CODE is displayed, followed by your default account number.

  • Page 131

    Note: To change the account to which you have assigned a call, simply assign the call to another account. The new account number replaces the old account number. Managerial Features 7-3...

  • Page 132: Bad Line Reporting

    Bad Line Reporting If you have a bad connection with an external call, Bad Line Reporting lets you report the bad connection so that it will be logged at the communications server. This provides general information for service technicians. You may also want to explain the problem in detail to your company repair service.

  • Page 133: Hunt Groups

    Hunt Groups A hunt group consists of a group of telephones set up to move an incoming call automatically from one phone to another until it is answered or the caller hangs up. A call to a hunt group is signaled by long rings.

  • Page 134: Hunting Patterns

    You can only join a station hunt group if your phone has been assigned the station hunt group class of service. (Ask your system administrator whether your phone has it.) You can only be a member of one station hunt group. However, other linear-pattern hunt groups may include you as the last member of their groups.

  • Page 135: Removing Yourself From A Hunt Group

    For a linear-pattern pilot hunt group, if all the members of the group are busy the call will be placed in a system queue until one of the members becomes available. If no queue has been set up at the communications server, or if all queue positions are occupied, the caller will receive a busy tone.

  • Page 136: Setup

    Setup To set up your Get a dial tone. station hunt desti- nation for the first Dial # * 9 0. time You will hear the confirmation tone, followed by the dial tone. If you have a display phone, STATION HUNT is displayed.

  • Page 137

    Dial the primary extension of the member to whom you want to advance calls. You will hear the confirmation tone. If you have a display phone, STATION HUNT and your destination are displayed. Hang up. Rejoin your hunt group, as described on page 7-10.

  • Page 138

    To remove your Press the No-Hunt key. The No-Hunt status phone temporari- light turns on. If you have a display phone, ly from a hunt STATION HUNT DEACTIVATED is group displayed. Get a dial tone. Dial # * 9 3. If you have a display phone, STATION HUNT DEACTIVATED is displayed.

  • Page 139: Pin Authorization Features

    PIN Authorization Features The Personal Identification Number (PIN) Authorization feature lets you dial a unique number so that you can: • change your phone’s forwarding target from another phone • call an outside number from a phone that does not normally allow external calls •...

  • Page 140

    You will hear the confirmation tone, followed by the dial tone. Dial one of the following access codes to specify under which conditions you want your calls to be forwarded: — # 9 1 Forward both internal and external calls under all conditions.

  • Page 141

    — # 9 6 Forward both internal and external calls when you do not answer during a period of time specified at the communications server. You will hear the confirmation tone, followed by the dial tone. Dial the extension, or dial 9 and the outside number, to which you want your calls to be forwarded.

  • Page 142: Forced Authorization

    Forced Authorization With the Forced Authorization feature, the system will prompt you to enter a personal identification number (PIN) to temporarily authorize you to call an outside number from a phone with limited calling capabilities. Forced Authorization remains in effect only until you hang up.

  • Page 143: Remote Authorization

    Remote Authorization The Remote Authorization feature lets you activate your personal identification number (PIN) at a phone that you are temporarily using, to temporarily raise its class of service to your phone’s class of service. This lets you access features you normally use, but which are not allowed from the remote phone.

  • Page 144

    Note: Do not deactivate your PIN during a call, since this will disconnect the call. 7-16 ROLMphone 120/240/400 Series User Guide...

  • Page 145: Class Of Service Changeover

    Class of Service Changeover Your phone may be set up at the communications server to use one class of service (the primary) during normal business hours and then automatically change over to a more limited one (the secondary) during non-business hours. This arrangement makes it more difficult for someone to use your phone to make unauthorized calls.

  • Page 146: Trace Call

    Trace Call Trace Call lets you record a caller’s phone number on a system printout. You can trace a call manually and then ask your communications server system administrator for a printout of the number. Or, if Automatic Trace Call has been assigned to your phone’s class of service, all calls to your phone will be traced and their numbers printed at the communications server.

  • Page 147: Appendix A Feature Access Codes

    Appendix A Feature Access Codes Feature Access Codes If you do not have a key on your phone for a feature available in your sys- tem and class of service, you can use that feature by dialing its feature ac- cess code.

  • Page 148

    Class of Service Changeover • To restore your phone’s primary • To return your phone’s secondary COS Community (Com) Group Speaker Call Conference • To remove the last party • To remove a specific party through Direct Trunk Select Forwarding, Fixed Forwarding, Fixed - Cancel Forwarding, Variable - All Forwarding, Variable - Busy...

  • Page 149

    Forwarding, Variable - External Forwarding, Variable - Internal Forwarding, Variable - Ring No Answer Forwarding, Variable - Cancel Last Number Redial Mailbox • To turn off status light • To leave a reminder message • To cancel a reminder message you have left Park Pickup, Group...

  • Page 150

    Privacy Privacy - Cancel Saved Number Redial Speaker Call, Fixed One-Way Speaker Call, One-Way Speaker Call, One-Way Broad- cast Station Hunt Group • To prevent hunting • To allow hunting • To set up a destination • To clear a destination A–4 ROLMphone 120/240/400 Series User Guide...

  • Page 151

    Station Speed Dialing • To set up a station speed code (on a non-display phone) • To dial a station speed code System Hold through System Speed Dialing - First List System Speed Dialing - Second List Trace Call Universal Night Answer Feature Access Codes A–5...

  • Page 152

    A–6 ROLMphone 120/240/400 Series User Guide...

  • Page 153: Appendix B Help

    Appendix B Help! Introduction This section presents some simple procedures that may help you correct problems with ROLMphone 120/240/400 series phones. If you try these steps without success, call your system administrator or the appropriate service personnel. Help! B-1...

  • Page 154: Self Test

    Self Test The Self Test should be the initial step in troubleshooting problems with ROLMphone 120/240/400 series telephones. The purpose of the Self Test is to perform an internal check of the telephone. A successful Self Test causes all status lights to flicker briefly, and the display, if present, to light for one second.

  • Page 155

    The other party cannot hear you when you are using the speakerphone, though everything else works. Verify that your phone is equipped with a speakerphone (speaker and microphone). Check the phone name on the label underneath the phone. RP120 models and the RP240 Basic do not have a microphone, and you must use the handset to speak to the other party.

  • Page 156

    B-4 ROLMphone 120/240/400 Series User Guide...

  • Page 157

    (com) group. A department or common work group whose members can dial each other by using fewer digits than a full extension number. communications server. The Siemens Communications Server is a computerized system that provides telephone and data communications between internal telephones, and between internal telephones and external telephone networks.

  • Page 158

    extension. A unique number assigned to a line appearing on one or more telephones that is connected to a communications server. Depending upon how the communications server is configured, an extension number can be from one to six digits long. faceplate.

  • Page 159

    PBX, special service trunks, and other users within that community. Siemens’ Communications Server is part of this generic class of switching systems called PBXs. When not referring specifically to the communications server, the term “PBX”...

  • Page 160

    speaker. A device used to convert varying electrical signals into sound. A loudspeaker (receiver) associated with a telephone that permits the user to dial telephone calls and to listen to telephone calls without lifting the handset. However, the user must pick up the handset to talk. speakerphone.

  • Page 161

    Index feature 7-17 access code A-2 access codes CLEAR key feature access codes. See also changing a saved number 3-28 paging 3-23 deleting callback requests 3-6 trunk 2-8 deleting mailbox messages 4-3 ACCOUNT key 7-1 DSS setup 3-13 Account Number feature 7-1 removing parties from access code A-1 conference 3-8...

  • Page 162

    feature 5-9 Call A-4 dial pad. key pad. One-Way Speaker Call A-4 dial tone 1-15, 2-2 PIN Authorization A-3 dialing phone calls 2-5 Privacy A-4 Direct Station Select (DSS) Saved Number Redial A-4 feature 3-13 Station Hunt Group A-4 Direct Trunk Select feature 3-16 Station Pickup A-3 access code A-2 Station Speed Dialing A-5...

  • Page 163

    Forced Authorization 7-14 access code A-4 Forced Forwarding 5-8 Follow-Me Forwarding feature 5- Forwarding 5-1 8, 7-11 Forwarding Return 5-8 Forced Authorization feature 7-14 Group Pickup 4-8 Forced Forwarding feature 5-8 Hold 1-10, 2-14 FORWARD key 5-3 Hold on Hold 2-15 Forwarding features 5-1 hunt group features 7-5 Delayed Call Forwarding on...

  • Page 164

    linear 7-6 pilot 7-5 access code A-3 removing yourself from 7-7 leaving a reminder message 3- setting up 7-8 station 7-5 reminder messages 4-1 feature access codes A-4 MAILBOX key 1-11, 2-22, 4-2 making calls 2-2 messages. reminder messages. 3-22 INT key 3-20 multiple line appearances 1-8 Intercom features 3-17...

  • Page 165

    Pick a Call and Add to Conference related publications xiii features 3-10 Relay Forwarding feature 5-8 Pickup features 4-8 reminder messages 3-22, 4-1 access codes A-3 remote access to phone features 7- Group Pickup 4-8 Station Pickup 4-11 Remote Authorization feature 7- Universal Night Answer 4-12 feature access code A-5 removing yourself from a hunt...

  • Page 166

    access codes A-4 System Speed Dialing feature. Fixed One-Way Speaker Call 3-29 One-Way Broadcast Speaker Time feature 1-12 Call 3-31 TIME key 1-12 One-Way Speaker Call 3-30 tones 1-15 Speaker Call Rejection 3-33 Trace Call feature 7-18 Two-Way Speaker Call 3-32 access code A-5 SPEAKER key 2-2, 2-4, 2-11, 2- Transfer feature 1-10, 2-19...

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