Safety instructions Safety instructions When installing, connecting and operating the Retell 540 office please observe the following instructions: • Only connect the connection cable to the appropriate sockets. • Make sure the cables are laid in such a way that accidents cannot occur. Con- nected cables must not be subject to excessive mechanical strain.
Button allocation Button allocation Playback: Starts playback of incoming messages that have not yet been listened to. If pressed during playback it repeats the last 3 seconds. Stop: Ends the current function; is used to close open menus. Answering mode: Switches answering mode on or off. Menu: Opens the menu.
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Button allocation Selection button: Used to select from menus, entry fields and functions that are displayed next to the corresponding button. Secondary function and playback can be pressed in succession: Starts playback for all incoming messages. Playback starts with the oldest and ends with the newest recording.
User elements User elements SMS-LED Flashes when there are new, unread SMS messages. Flashes quickly if the mail inbox is full and there is no more memory for new short mes- sages.. LED in the answering Is lit when answering mode is switched on (answering machine active). mode button LED in the playback Flashes when there are new, unread incoming messages.
Contents Contents Safety instructions..................3 Button allocation .................... 4 User elements....................6 Contents......................7 Display symbols ..................... 10 Getting started ....................12 Parts supplied....................12 Installation ....................12 Connecting ....................12 Outgoing messages ..................14 General ......................14 Sample outgoing messages ...............14 Recording an outgoing message ...............15 Recording OGMs from an external signal source ........16 Checking OGMs..................17 Deleting OGMs ....................17...
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Contents Entering and saving entries ................29 Summary of possible characters ..............32 Search entries .....................32 Checking and changing entries..............33 Personal OGM (call filter) ................34 Vocal clip .....................35 Dialling from the telephone book..............36 Automatic redialling /Automatic call back when engaged (CCBS)....37 Message function ................... 38 Remote access ....................
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Contents Setting options for automatic monitoring ...........69 Settings for automatic monitoring...............70 Security lock ....................71 Locking the device/Changing PIN ..............71 Unlocking device..................72 Mailboxes......................73 General ......................73 Setting options for mailboxes ..............73 Setting up mailboxes...................74 Using the mailboxes..................76 Remote access to mailboxes ..............77 Automatic call forwarding to the mailbox ...........77 Settings ......................
Display symbols Display symbols Answering mode switched on, A> A> Answering mode switched on. new incoming messages available. Caller's number, telephone Playback answering mode. Recording taking place, Call forwarding microphone on. " Monitoring active Volume Remaining incoming message General recording capacity Timer on, switching time, time Secondary function...
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Display symbols Entry (text) possible Notes on errors and operation Switch on/off basic settings, Send/receive short message software update, call forwarding Appointment, absence manager Automatic answering, line busy active Ringing signal for incoming Transfer telephone book to a calls second device ! Outgoing call...
Therefore use a non-slip mat especially for new or freshly treated furniture. Connecting Before you can use your Retell 540 office you first need to connect all the necessary cables. Fit the small connector of the mains plug into the "POWER" jack and the plug into a 230 V socket outlet.
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(audio system, cassette re- corder etc.). If you want to transfer the telephone book from one different Retell 540 office to another use the transfer cable with two jack plugs. Fit the plugs to the...
Outgoing messages General Your Retell 540 office has 5 individual outgoing messages (OGM 1-5) and one pre- configured outgoing message (OGM 6). You can select the OGMs via the selection button next to the OGM symbol. OGM 6 can not be personalised. A distinction is made between two types of outgoing message: OGMs with and without the option to record an incoming message.
OGM does not give the option of re- cording you will hear two beeps at the end. If you record OGM 5 without the option to record (OGM only) when the in- coming message capacity is full your Retell 540 office switches to this OGM automatically.
Outgoing messages Recording OGMs from an external signal source You can also record professional outgoing messages via the audio input from an external signal source (e.g. cassette recorder). Select the desired OGM using the The selected OGM is displayed next to selection button next to the OGM the symbol on the bottom right of the symbol.
Outgoing messages Checking OGMs Select the desired OGM using the The selected OGM is displayed next to selection button next to the OGM the symbol at the bottom right of the dis- symbol. play. Press OGM briefly. The OGM is played back. The playback symbol, the time that you have already heard and the number of the current OGM are displayed.
Answering mode Answering mode Ensure that sufficient incoming message capacity is available. If necessary delete individual or all incoming messages. If required select the OGM using the The selected OGM is displayed next to selection button next to the OGM the symbol on the bottom right of the symbol.
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If you record OGM 5 without the option to record (OGM only) when the incom- ing message capacity is full your Retell 540 office switches to this OGM auto- matically. Otherwise the device leaves the answering mode and does not re-...
Playing back and deleting incoming messages Playing back and deleting incoming messages Playing back new incoming messages Press playback. Starts playback of unheard incoming messages. The current number, remain- ing playback time and date and time of The volume can be set using the the incoming message are displayed.
Playing back and deleting incoming messages Repeating Press playback during playback. The last three seconds are repeated. Pausing playback Press stop. Playback is paused. Press playback. Playback continues. Skip Press the selection button next to The incoming message you are listening the go backwards or forwards to is skipped or repeated.
Playing back and deleting incoming messages Deleting all incoming messages Press stop. The display shows standby and answer- ing mode. Press the selection button next to All incoming messages are deleted. the delete symbol for 2 seconds. Dialling the caller directly Press the selection button next to The device starts dialling the selected the displayed telephone number or...
Monitoring/Personal info (memo) Monitoring/Personal info (memo) Monitoring telephone calls You can record the content of important calls. Press the selection button next to The device starts to record. A lifted tele- the record symbol speed during a phone receiver is displayed so as to indi- call.
Monitoring/Personal info (memo) Personal info (playback) You can record personal information via the in-built microphone. Press the selection button next to Wait, you will hear a short tone, a micro- the record symbol. phone is displayed to signal ongoing re- cording.
"Hello, the person you are trying to call will be available again from … I repeat [time] … Thank you, the device will switch off." After the set time has passed your Retell 540 office switches this message off auto- matically.
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Absence manager Press stop. The setting is complete, the LED in the answering mode button lights up and the display shows the absence time. Calls are answered and the caller hears the absence message. Press Answer mode to end the ab- The display changes and returns to the sence manager ahead of time.
Call list Call list The last 50 calls received are saved in call list with their date and time. If the caller's telephone number is transferred during a call then this is also displayed. If the tele- phone number matches one from the telephone book, the caller's name is dis- played.
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Call list To delete an entry press the selec- The entry is deleted. tion button next to the delete sym- bol. 2s To delete the whole call list press The entire call list is deleted. the selection button next to the de- lete symbol for 2 seconds.
Telephone book Telephone book General The telephone book manages the names and telephone numbers of your business partners. You can save up to 100 entries. An entry comprises the name (search term) and the telephone number. The name must begin with a letter and the tele- phone number should begin with an area code so that the corresponding name can be displayed later when the call number is received.
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Telephone book If required change occupancy of The display shows the possible occu- the entry buttons by pressing the pancies: ↑(ABC) = Capital letters control button (up) (refer to p. 32, ↑(abc) = Small letters "Summary of possible characters" ↑(12!?) = Numbers and special charac- table).
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Telephone book Enter the first digit of the call num- Digits and special symbols are dis- ber using the control buttons played. The special symbols have the (up/down). following meanings: ~ = Wait for dial tone / 3 Sec. pause = Internal (for PABX) F = Flash (for PABX) H = Hook flash (for PABX)
Telephone book Summary of possible characters Button Occupancy (ABC) Occupancy (abc) Occupancy (12!?) A B C D E Ä É a b c d e ä é è , . ? ! : ‘ ; “ F G H I J f g h i j ì...
Telephone book You can enter (up to 5) other letters The corresponding entries are displayed for the search using the control for selection. button (right) and the correspond- ing entry keys. Checking and changing entries Search for names as described under "Search entries".
Telephone book Personal OGM (call filter) You can assign each entry in the telephone book to one of the fourteen individual, recordable OGMs. If the telephone number calling matches the entry the caller hears an OGM that is specially recorded for him. You can also switch the answering machine off for certain callers.
You can assign each entry in the telephone book to one of the fourteen individual ringing tones. If the telephone number calling matches the entry you hear an indi- vidual ringing tone from the Retell 540 office loudspeaker. Open entry field.
Telephone book Dialling from the telephone book Each telephone number from the telephone book can be dialled directly from your Retell 540 office. Search for names as described under "Search entries", page 32. Press the selection button next to The device starts dialling the selected the desired name.
Automatic redialling /Automatic call back when engaged (CCBS) If the person you are trying to call is constantly engaged your Retell 540 office can take over by repeatedly trying to call the other person. For automatic re-dialling if the caller is engaged there is a pause and the device repeats the dialling up to 10 times.
The message function enables a caller that knows the message code to leave a message even if your Retell 540 office plays an OGM with no option to leave an in- coming message. The message function enables the caller to skip the OGM for OGMs that give the option of leaving an ICM.
Remote access Remote access You can access your Retell 540 office remotely from anywhere in the world using the keypad on a tone-enabled (DTMF) telephone. You need a personal remote ac- cess code to access the phone remotely. You can set your personal remote access code as described in "Settings"...
The microphone switches on and you can Press 1. listen to what is happening in the sur- roundings of your Retell 540 office. Press 1 again. The device switches to intercom. People located there can hear your voice from the...
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The message is played back again for checking after you change or modify it. Your Retell 540 office will then ask whether you are still on the line with the "Please quit" voice message. You must respond to this quit request within 8...
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Remote access Message transfer function Changing the 1st call number for The first current call number is an- message transfer (only the first num- nounced. Next comes the request to enter ber can be changed) a new call number. Press * and 9 in succession. Enter new call number.
Switch off device function Switching answering mode on/off Your Retell 540 office disconnects and will Press * and 0 in succession. not answer any more calls. Remote activation of the answer mode Call Retell 540 office.
Please refer to your network operator's information material for this and other func- tions. Please observe the following points so that you can send and receive short mes- sages (SMS) with your Retell 540 office: Configuring the telephone connection Analogue telephone connection If you have an analogue telephone connection, please check whether you can ac- cess the "Call number transfer"...
Short messages (SMS) Registering and de-registering with your message center You have to register your Retell 570 office with your network provider to enable the send and receive of SMS messages. With BT, for example, you must first set up the send and receive message centre numbers under ‘SMS Center’.
Short messages (SMS) PABX before the call number (e.g. 0)! This is done in the "Settings/PABX/prefix" menu (refer to Page 80). Inbox If you have new, unread messages (SMS) the SMS LED flashes. If the SMS- LED blinks rapidly there is no space in the inbox for new messages. Delete the older messages to create more space.
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Short messages (SMS) You can scroll through individual New, unread messages are marked with entries using the control buttons an arrow. (up/down). To copy a message to the tem- The message is copied and the display plates press the corresponding se- changes to templates.
Short messages (SMS) Outbox Press menu. The main menu is displayed. Press the selection button next to The messages menu is displayed. "Messages (SMS"). Press the selection button next to The display changes and displays the "Outbox". outbox. You can scroll through the existing messages using the control buttons (up/down).
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Short messages (SMS) If required change the occupancy The display shows the possible occu- of the entry buttons by pressing the pancies: control button (up) (refer to "Sum- ↑(ABC) = Capital letters mary of possible symbols" table in ↑(abc) = Small letters the "Telephone book"...
Short messages (SMS) Sending a message (SMS) For a message (SMS) to be sent it is essential that something is in the outbox and that a message center has been entered. Open the message menu as de- The messages menu is displayed. scribed in "Inbox"...
Short messages (SMS) Search for names as described under "Search entries" ("Telephone book" chapter Page 32). You can insert a character by An empty space is inserted to the left of pressing secondary function and the cursor. the control button (down). To delete an entry move the cursor The character under the cursor is de- to the location and press the selec-...
Short messages (SMS) Open the message menu as de- The messages menu is displayed. scribed in "Inbox" and "Outbox". Press the selection button next to The display switches to the templates. "Templates". You can scroll through individual The start of the selected template is dis- templates using the control buttons played.
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Short messages (SMS) Open the message menu and search for the message center en- try. Press the selection button next to The display changes and the first digit in "Message center". the first call number flashes. To move to the 2 center press the The cursor moves to the second call selection button next to the second...
Timer Timer The timer function contains up to 10 switching times during which answering mode, outgoing messages, message transfer and call forwarding can be switched on/off or changed. Setting options for timer Switching time ....... You set the times here for when the function should be switched on, off or changed.
Message transfer Programming timer Press menu. The main menu is displayed. Press the selection button next to The entry field for the first switching time timer. is displayed. You can search the individual The display switches between the 10 switching times using the control possible switching times.
= Call forwarding Sample programming for timer You want your Retell 540 office to switch on OGM 1 on Mondays to Fridays at 17.00 and switch off at 08.00. When the office closes on Friday and over the weekend the...
Message transfer Switching on timer Press timer. The display shows a clock as the symbol for activated timer. The timer sets the current functional status. Press timer again to switch off The clock symbol disappears. timer.
(5 - 180 seconds). If no remote control is carried out during the repeat time (5 – 60 minutes) the device dials the complete call number sequence again as a reminder. If there is no remote control your Retell 540 office makes no, one or two repetitions depending on the setting you have chosen.
Message transfer Settings for message transfer Press menu. The main menu is displayed. Press the selection button next to The message transfer menu is shown in message transfer. the display. Search for the desired setting op- All setting options are displayed. tion using the control buttons (up/down).
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Message transfer When entering the call numbers The entry location flashes. press the selection button next to Digits and special symbols are dis- "Call number" and make the desired played. The special symbols have the settings using the control buttons following meanings: (up/down).
Example: You would like to receive an SMS to your mobile phone when you have new mes- sages on your Retell 540 office. When you enter your mobile phone call number in the "Forwarding/call number" menu, enter an "S" before it.
Message transfer Sample call number entries For PABX the prefix for the public telephone network is dialled before each call number (refer also to Page 80 "Settings, PABX/prefix"). To suppress this enter "i" be- fore internal call numbers. If you would like message transfer by short message (SMS) you must enter an "S" before the call number.
15 because it is pre-configured. Choose the ringing tone for your tele- phone and your Retell 540 office will play it back. Please note that your individual ringing tone is only played back on the second call signal. During playback it is not possible to receive a new call number (CLIP).
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Individual ringing tone Press the selection button next to The numbers 1 to 15 and "-" appear in "Ringing tone" and select it using the display. The individual ringing tone is the control buttons (up/down). switched off using the "-". Set the desired volume using the The volume bar indicates the set volume control buttons (left/right).
Call forwarding Call forwarding If your telephone network or PABX supports the "call forwarding" function you can enter the required settings here. Then you only have to enter the times for which you want to activate call forwarding in the "timer". For example at 6 pm you can switch calls automatically to your private line and then switch them back again to your business line at 8 am the following day (day/night switching).
Call forwarding Settings for call forwarding Press menu. The main menu is displayed. Search for the "Call forwarding" entry using the control buttons (up/down). Press the selection button next to The call forwarding menu is shown in the "Call forwarding". display.
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Call forwarding When entering the target call num- Digits and special symbols are dis- ber set the first digit using the con- played. The special symbols have the trol buttons (up/down). following meanings: ~ = Wait for dial tone / 3 Sec. pause = Internal (for PABX) F = Flash (short, for PABX) H = Hook flash (long, for PABX)
Call forwarding To make further settings press The current setting is confirmed. stop. To stop the entry press stop several The initial state is again displayed. times. You can also activate call forwarding by remote access (Refer to remote ac- cess) Sample call forwarding entries Example 1:...
Automatic monitoring Automatic monitoring If you have activated "automatic monitoring" the recording starts as soon as the handset is lifted. The recording stops automatically when you replace the receiver. You can decide whether to record all calls or only incoming calls (recording threat- ening calls).
Automatic monitoring Settings for automatic monitoring Press menu. The main menu is displayed. Search for the "Automatic monitor- ing" entry using the control buttons (up/down). Press the selection button next to The entry field for automatic monitoring "Automatic monitoring". is displayed Press the selection button next to The display shows the current setting.
Security lock Security lock In order to protect your Retell 540 office from unauthorised use you can lock the device with a PIN (personal identification number). The PIN is number containing 1 to 4 digits. You must enter this PIN to unlock the device. In the factory pre-set, the PIN code is "0000".
"Lock unit". small key shows that the device is locked. Press the selection button next to The Retell 540 office requests you to "Change PIN". enter a new PIN. Use the control buttons to enter a The display shows the current entry.
4 mailboxes. Each mailbox has its own OGM, remote control code and its own tar- get call number for message transfer. If your Retell 540 office is used by several people the caller can leave a message in the relevant mailbox. You should mention this function in the OGM.
Mailboxes Extension ....... If you want to use the "Automatic call forwarding to mailbox" function you can enter the relevant exten- sion number here. Target call number ....If you want to use the mailboxes and the "message transfer" function you must enter the target call number here.
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Mailboxes Select the desired mailbox using The settings menu for the selected mail- the selection button. box is displayed. Search for the desired setting op- All setting options are displayed. tion using the control buttons (up/down). Press the selection button next to The display shows the current setting.
Mailboxes Using the mailboxes The corresponding symbols are displayed when you have set up mailboxes. In an- swering mode the number of ICMs in the mailbox is indicated to the right of the symbol. The mailboxes include playback and delete ICMs, monitoring/personal info (memo) and OGM functions.
(for example as with the Retell 31 home or Retell 4011XT PABX). Connect your Retell 540 office to a free extension (analogue port) on your PABX. Set the mailboxes up and enter the call numbers of the corresponding extensions.
Settings Settings Setting options Language ....... German, English, French, Italian or Dutch Clock ........>> Time ......You can re-set the time here. Date ......You can re-set the date here. Network time....Yes or no. You can transfer the time to the internal clock if this is permitted by your telephone network or your PABX (the year is not transferred and must be set manually).
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Toll-saver..... Yes or no. If you select "Yes" and there are new ICMs your Retell 540 office answers calls after two ringing tones (no matter the number of ringing tones set). If there are no new ICMs the device only answers the calls after the number of ringing tones set in the "Ringing tones"...
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Settings The "H" refers to the request key with hook flash- function. You can enter up to 15 characters. PABX ........>> Prefix ......Enter your prefix for the public telephone network (e.g. 0) here. This prefix is dialled automatically be- fore each call number unless the call number is marked with an "i"...
Settings Setting menu Press menu. The main menu is displayed. Search for the "Settings" entry us- ing the control buttons (up/down). Press the selection button next to The settings menu is displayed. settings. Search for the desired setting op- All setting options are displayed. tion using the control buttons (up/down).
Settings When entering digits press the se- The entry location flashes. lection button next to the desired line. Change the settings using the con- The display counts up or down. trol buttons (up/down). For settings with several digits The selected entry location flashes. move the entry location to the re- quired location using the control buttons (left/right).
There is also the option of transferring the telephone book from one Retell 540 office to another via the audio sockets. To do this first set one device to "Receive a telephone book" and the other to "Send a telephone book".
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Service menu Search for the desired function us- All service menu functions are displayed. ing the control buttons (up/down). Press the selection button next to the desired function and follow the displayed instructions. To carry out the software update, enter the phone number of the update server.
Appendix Appendix Service You have purchased a modern product of Tiptel AG made for Retell Ltd. It was de- signed and manufactured in Ratingen near Düsseldorf. Our high-tech manufactur- ing facilities “Made in Germany” grant a continuous level of the highest quality. This is even underlined by our certification according to DIN EN ISO 9001.
Appendix Does not cover any faults or defects caused by accident, misuse, fair wear and tear, neglect, tampering with the equipment or any attempt at adjust- ment or repair except by Retell. RETELL EXPRESSLY EXCLUDES TO THE EXTENT PERMITTED BY LAW LIABILITY FOR CONSEQUENTIAL LOSS, DAMAGE OR INJURY ARISING FROM OR IN CONNECTION WITH ANY OF ITS PRODUCTS.
If you do not have further use of your Retell 540 office, RETELL Ltd will take back the device without any charge. The device will be properly taken to pieces for recy-...
Appendix Troubleshooting Power failure The device is not operational during a power failure. The internal clock stops. But all settings are retained so that the previous status is reset when power returns. You may need to reset the time. Using the following table try to define the cause of a problem and solve the error. Problem Possible cause Remedy/Recommendation...
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Appendix function is not authorised. function is supported or needs to be authorised. Can not set up call forwarding Call forwarding settings are Make, check and if nec. missing or incorrect. change settings. Check with Network operator or PABX network operator or PABX as does not support the function to whether function is or function is not authorised.
Appendix Delivery status The following list states the default settings for your Retell 540 office. You can change these default settings individually. You can return to the delivery status at any time by opening the service menu. Language English Network time...
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Appendix Waiting period 60 seconds Repeat period 20 minutes Repetitions OGM playback Individual ringing tone Activation code for call forwarding Deactivation code for call forwarding Automatic monitoring All calls Confirm save Appointments 0000 Mailboxes...
Appendix Technical Data Dimensions (W x H x D) Retell 540 office 220 x 50 x 190 mm Mains plug 53 x 68 x 44 mm Weight Retell 540 office 540 g Mains plug 270 g Operating voltage Mains plug...
Index Index Absence manager ......25 Ecological information ......87 Access code........73 Entering entries.........29 Adjusting the volume......82 Extension ..........74 Answering mode ......18 External signal source ....16, 64 Area code ......... 29 Audio input ........12 Fast forward and rewind....21 Audio output ........
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Index Own call number ......58 Sample outgoing messages ....14 Own number........79 Search entries........32 Security lock ........71 Send telephone book .......83 PABX ..........80 Sending a message ......50 Package ........... 12 Sending SMS........45 Packaging materials......87 Service ..........85 Parts supplied ........12 Service menu........83 Pausing playback ......
Brief operating instructions Record an outgoing message Select OGM using Press and hold Start speaking. Release OGM. Select type of OGM selection button OGM. using selection button Checking OGMs oder Select OGM using Press OGM briefly. Adjust volume Press selection button selection button to delete.