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Retell MailBox & Multi Function Answering Machine with Flexi speech Instructions For Use Manual

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Summary of Contents for Retell MailBox & Multi Function Answering Machine with Flexi speech

  • Page 1 MailBox & Multi Function Answering Machine with Flexi speech...

  • Page 2: Safety Information

    Never open the device. Do not touch the plug contacts with sharp or metal objects. • Only use a soft, slightly moist cloth to clean your Retell 340. Do not use chemicals or abrasive cleaning products. • Avoid operating your Retell 340 in damp or dusty rooms and keep it away from liquids, steam or smoke.

  • Page 3: Key Assignment

    Key assignment Key assignment Playback: Starts the playback of new and not yet played back incoming messages. Allows the repetition of the last 3 seconds when being pressed during playback. Stop: Stops a function that is currently being executed and also exits an open menu. Answering mode: Activates or deactivates the answering mode.

  • Page 4: Operating Elements

    Operating elements Operating elements...

  • Page 5: Table Of Contents

    Table of contents Table of contents Safety information .................... II Key assignment ....................III Operating elements ..................IV Table of contents ....................1 Display symbols....................3 Initial operation ....................4 Scope of supply ..................4 Installation....................4 Connection....................4 Settings......................6 Programmable parameters ................
  • Page 6 Service menu..................... 48 Appendix ......................49 General information ................... 49 Troubleshooting ..................50 Factory pre-set................... 52 Technical data.................... 53 Index ........................54 Other Products Available ................. 55 Retell 953 Professional Telephone Answering Machine ......55 Brief operating instructions ................56...

  • Page 7: Display Symbols

    Display symbols Display symbols Answering mode is active, new messages Answering mode is active, no new messages exist. exist. Telephone number of the calling party Playback Message recording in process, microphone is Call forwarding active 2-way conversation recording is active Volume Recording (general).

  • Page 8: Initial Operation

    Installation Your Retell 340 was designed for normal use conditions. Solvents in some furniture lacquers or furniture cleaning products may attack the rubber at the feet of the device and thus cause patches. In such cases please use a non-slip pad under the device.
  • Page 9 (tape recorder, audio device). If you want to copy the electronic telephone book of your Retell 340 to another Retell 340, use a copying lead with two jack plugs (accessory).

  • Page 10: Settings

    Own telephone number ..>> Own number ....If you enter your own telephone number, your Retell 340 will play this number back within the in- ternal announcement text (by synthesised voice) Remote control code ... The remote control code consists of 1 to 4 digits ranging from 0 to 9999. If you set “–” as remote control code, the remote control is deactivated.
  • Page 11 Settings Redialling ......Every 5 to 60 seconds. Here, you can define the pause to be made between the individual dialling attempts during the automatic redialling process. Call-back code ...... Here, you enter the call-back code of your telecommunications provider (eg H*37#). The “H” stands for the hook flash-function.

  • Page 12: Set-Up Menu

    Settings Set-up menu Press the menu button. The display shows the main menu. Press the select button next to the corresponding menu The set-up menu is shown in the display. item. Use the arrow buttons (up/down) to view the available set- All available parameters for the function in question are shown in ting parameters.

  • Page 13: Contrast Adjustment

    Settings Contrast adjustment You can adjust the display contrast when the device is in the idle state. Adjust the contrast by pressing the arrow buttons The display contrast is being changed. (left/right). Brightness adjustment The brightness of the display light can be adjusted when the device is in the idle state. Press the button for the secondary function.

  • Page 14: Outgoing Messages

    General information Your Retell 340 provides 5 individual outgoing messages (OGM 1-5) and one pre-recorded outgoing message (OGM 6). You can exchange the outgoing messages by pressing the function key next to the outgoing message symbol. You cannot alter OGM 6.

  • Page 15: Recording Outgoing Messages

    2 signal tones. If you record OGM 5 as outgoing message without incoming recording (announcement only), your Retell 340 will automati- cally switch to this OGM as soon as the recording capacity for the current OGM with incoming recording should be ex-...

  • Page 16: Recording Ogms From An External Signal Source

    Outgoing messages Recording OGMs from an external signal source Professional OGMs can also be recorded from external signal sources (e. g. tape deck) - via the audio input. Select the desired OGM by pressing the select button next The selected OGM is displayed next to the symbol at the bottom to the OGM symbol.

  • Page 17: Testing The Outgoing Messages

    Outgoing messages Testing the outgoing messages Select the desired OGM by pressing the select button The selected OGM is displayed next to the symbol at the bot- next to the OGM symbol. tom right side. Press the OGM button briefly. The OGM is being played back.

  • Page 18: Answering Mode

    If the recording capacity should be exhausted, your Retell 340 automatically switches to OGM 5, but only if OGM 5 is an OGM without incoming recording. If OGM 5 is with incoming recording, the device will switch the answering mode off and no...

  • Page 19: Play Back And Erase Incoming Messages (Icms)

    Playback and erase incoming messages (ICMs= Play back and erase incoming messages (ICMs) Playback of new incoming messages Press the playback button. The playback of new and not yet played back incoming mes- sages starts. The display shows the running number, the re- Use the arrow buttons to adjust the volume (left/right).

  • Page 20: Search (Skip)

    Playback and erase incoming messages (ICMs= Search (Skip) Press the select button next to the FORWARD symbol or The incoming message that is currently being played back is the REWIND symbol. skipped or repeated. Scan function (Flexi-Speech) Press the arrow buttons (up/down) during playback. The playback speed is either increased or decreased.

  • Page 21: Two-Way Conversation Recording/Personal Information (Dictate)

    Two-way conversation recording/Personal information (dictate) Two-way conversation recording/Personal information (dictate) Two-way conversation recording (telephone calls) You have the option to record important conversations directly. The corresponding recording may have a duration of 3 seconds to 12 minutes. During a telephone call, press the select button next The device starts recording.

  • Page 22: Personal Information (Dictate)

    Two-way conversation recording/Personal information (dictate) Personal information (dictate) Personal information can be dictated directly via the built-in microphone. The length of the recording can be between 3 seconds and 12 minutes. Press the select button next to the symbol for “re- Wait, you hear a brief tone, the display shows a microphone cording”.

  • Page 23: Time Control

    Time control Time control The time control allows you to program up to 10 individual switching times at which you have the option to switch the answering mode on or off, exchange the outgoing messages, switch the call transfer or the message transfer on or off. Programmable parameters for the time control Switching time ......

  • Page 24: Programming The Time Control

    Time control Programming the time control Press the menu button. The display shows the main menu. Press the select button next to the time control menu item. The entry field for the first switching time is shown in the display. Use the arrow buttons (up/down) to view and set individ- The display switches between the 10 ual switching times.

  • Page 25: Example Of Time Control Settings

    Example of time control settings Your Retell 340 shall turn on every day from Monday to Friday answering calls with outgoing message 1. The active time interval shall be from 17:00 hrs to 08:00 hrs. After office hours on Fridays and during weekends, the device shall answer calls with outgo- ing message 2 and shall be in the answering mode 24h a day.

  • Page 26: Activate The Time Control

    Time control Activate the time control Press the time control button. The display shows a symbol showing a clock that shall indicate the active time control function. The time control sets the cur- rent functional state. To deactivate the time control, press the time control but- The symbol for the clock is no longer displayed.

  • Page 27: Message Transfer

    If no remote interrogation is performed, your Retell 340 will repeat the reminder process once, twice or not at all (depending on the programmed default value). Programmable parameters for the message transfer Message collection ....
  • Page 28 Message transfer Press the select button next to the line with the desired The display shows the current parameter. entry. Possibly, you can use the arrow buttons (up/down) to change parameters. To enter the destination number, press the select button The cursor blinks.

  • Page 29: Example On How To Enter The Destination Number

    Message transfer To erase the entire destination number, press the select The entire destination number is erased. button next to the “delete” symbol and keep it pressed for 2 seconds. If you want to perform other settings, press stop. The current settings are stored. Press stop several times to complete the entry.

  • Page 30: Activating The Message Transfer

    Message transfer Activating the message transfer Press the message transfer button. The display shows the symbol for message transfer. To deactivate the message transfer, press the message The symbol for message transfer is no longer displayed. transfer button again. During a running message transfer process, the message transfer symbol blinks.

  • Page 31: Call Forwarding

    Call forwarding Call forwarding If your telecommunications network or your telephone system supports the “call forwarding” function, you use this facility, you just need to enter the target time interval for call forwarding via the “time control”. Using this function you can forward incoming calls to your private telephone after 18:00 hrs in the evening and in the mornings you can forward incoming calls to your business tele- phone again (day/night mode).
  • Page 32 Call forwarding Press the select button next to the menu item to be The cursor is positioned on the entry point. changed. Use the arrow buttons (left/right) to select the desired The display shows the current setting. entry position and conduct changes by pressing the ar- row buttons (up/down).

  • Page 33: Example On How To Enter The Call Forwarding Function

    Call forwarding To erase the entire destination number, press the select The entire destination number is erased. button next to the “delete” symbol and keep it pressed for 2 seconds. If you want to perform other settings, press stop. The current settings are stored. Press stop several times to complete the entry.

  • Page 34: Individual Ringing Tone

    Individual ringing tone Individual ringing tone If you want to set a ringing tone that is different from the standard ringing tone, you have the option to record up to 8 different ring- ing tones. Ringing tone number 9 is pre-programmed and cannot be modified. The individual ringing tone may have a length of up to 5 seconds.
  • Page 35 Individual ringing tone To play back an existing recording, press the select but- The ringing tone is played back. ton next to the playback symbol. To delete the ringing tone, press the select button next The ringing tone is deleted. to the “delete”...

  • Page 36: Automatic Two-Way Conversation Recording

    Automatic two-way conversation recording Automatic two-way conversation recording If you activate the function “automatic two-way conversation recording”, the recording of a telephone call starts as soon as you pick-up the handset. The recording stops as soon as you replace the handset or if the maximum recording capacity of 12 minutes was achieved.

  • Page 37: Electronic Telephone Book

    Electronic telephone book Electronic telephone book General information The electronic telephone book can store up to 100 entries. An entry consists of the name (search criterion) and the telephone number whereas the name has to begin with a letter. The telephone number should always be entered together with the area code (prefix number).
  • Page 38 Electronic telephone book To delete the entire entry, press the select button next to The entire entry is deleted. the “delete” symbol for 2 seconds. Press the select button next to the empty entry field for the The cursor is positioned in the TELEPHONE NUMBER field. telephone number.

  • Page 39: Overview Of Possible Characters And Numbers

    Electronic telephone book Overview of possible characters and numbers Button Assignment (ABC) Assignment (abc) Assignment (12!?) A B C D E Ä a b c d e ä 1 2 ! ? . F G H I J f g h i j 3 4 - + &...

  • Page 40: Checking And Changing Entries

    The changes are saved. The display resumes the initial state. Dialling via the electronic telephone book You can dial all numbers stored in the electronic telephone book of your Retell 340 directly. Select the name as described under “Searching for en- tries”.

  • Page 41: Automatic Redialling/Call-Back On Busy

    Automatic redialling/Call-back on busy You can set the Retell 340 to automatically re-dial busy numbers (up to 10 dialling attempts can be executed). If the function “Call-back on busy” also known as CCBS (completion of call to busy subscriber) is chosen, your telephone will ring as soon as the target subscriber replaces his handset.

  • Page 42: Code Lock

    Code lock You can use a PIN to prevent that unauthorised persons use your Retell 340. The PIN can be any 1-digit to 4-digit number. To unlock the device, the PIN needs to be re-entered. In the factory pre-set, the PIN is “0000”.

  • Page 43: Unlock The Device

    Press the select button next to “Change PIN”. Your Retell 340 asks you to enter a new PIN. Use the arrow buttons to enter a new PIN. The current entry is shown in the display.

  • Page 44: Message And Vip Function

    The message function allows a caller to whom the message code is known to leave a message on your answering machine even if your Retell 340 only plays back an OGM without incoming recording. As for an OGM with incoming announcement, the message function allows to skip the OGM.

  • Page 45: Vip Function

    Message and VIP function VIP function If you do not wish to be disturbed and have your Retell 340 answering incoming calls, you can remain addressable by important callers using the VIP code. You can set your personal VIP code as described under “Settings”.

  • Page 46: Remote Control

    To make sure that you are still on the line, your telephone Retell 340 emits a voice confirmation request “please confirm” if no button was pressed during the remote operation for about 170 seconds. You have to confirm this confirmation request by pressing any button within 8 seconds.
  • Page 47 OGM will be tively. played back. Changing the OGM Your Retell 340 asks you to record your new outgoing message. Press “9” and the number of the OGM to be changed (1...5) consecutively. Recording an OGM.

  • Page 48: Remote Activation Of The Answering Mode

    The new destination number is announced for verification pur- number. poses. Remote deactivation of the answering mode Your Retell 340 disconnects the line and will not answer further in- Press “*” and “0” consecutively. coming calls. Activate call forwarding The current destination number is announced. Afterwards, you are Press * and 1 consecutively.

  • Page 49: Mailboxes

    If several persons use your Retell 340, the caller can leave a message for a specific person using the individual mailbox. In your outgoing message, you should inform the callers about this option.

  • Page 50: Mailbox Handling

    If you use mailboxes, the VIP, message and remote control codes should not begin with the numbers 1 to 4. This is to pre- vent that your Retell 340 will switch to the corresponding mailbox when the code number entered first is identified to be 1 – 4.

  • Page 51: Remote Control Of The Mailboxes

    Mailboxes coming messages. In addition to that, two-way conversation recording/personal information (dictate) and outgoing messages are included. These functions are all described in detail in the last chapters. As there is only one outgoing message available per mailbox, you will not have any option to exchange OGMs. Press the select button next to the line with the mailbox The selected mailbox blinks.

  • Page 52: Service Menu

    In addition to that, you have the possi- bility to copy the electronic telephone book from one Retell 340 to another Retell 340 via the audio interface. To do so, set one of the devices to “Receive electronic telephone book data”...

  • Page 53: Appendix

    Hereby Retell declares that this answering machine, Retell 340, is in compliance with the essential requirements and other rele- vant provisions of directive 1999/5/EC. Retell declares that your Retell 340 meets the requirements of Class 1 of the R&TTE directive and so is designed as not to ad- versely affect the operation of the telecommunications network.

  • Page 54: Troubleshooting

    Appendix Troubleshooting The following table will help you to resolve problems or malfunctions with your Retell 340. Problem Possible cause Solution / recommendation No display. AC adapter not plugged in. Check all cables and connections. Check the telephone at another power outlet.
  • Page 55 Appendix Problem Possible cause Solution / recommendation Call-back code is not entered, Enter the call-back code. No automatic call-back on busy telecommunications provider or telephone system Ask your telecommunications provider or your does not support this function or the function is telephone system manufacturer whether the not released.

  • Page 56: Factory Pre-Set

    Factory pre-set In the following table, you can see the factory pre-set parameters or values for your Retell 340. You can change all these parame- ters individually. You can easily reset the telephone to the factory pre-set parameters via the “service menu”.

  • Page 57: Technical Data

    Appendix Technical data Dimensions (W x H x D) Retell 340 180 x 50 x 190 mm AC adapter 58 x 67 x 48 mm Weight Retell 340 400 g AC adapter 350 g Operating voltage AC adapter 230 V / 50 Hz Power consumption in the idle state <...

  • Page 58: Index

    Index Index AC adapter ................II, 4 Outgoing message without incoming recording ......43 Activate the time control..............22 Own telephone number ............. 6, 23, 33 Answering mode ................14 Packaging ..................4 Audio output ..................5 Pager number ................23 Automatic redialling ..............37 Paging service ................

  • Page 59: Other Products Available

    Brief operating instructions Other Product Available Retell 953 Professional Telephone Answering Machine • Automatic storage onto hard disk with almost unlimited capacity • 1350 hour answering machine • Up to 65,000 recordings possible • Inbuilt clock, calendar and timetable set to match hours of business •...

  • Page 60: Brief Operating Instructions

    Brief operating instructions Brief operating instructions Outgoing message recording Press the select Press OGM and Start speaking your Release OGM Press the select button to select the keep pressed button to set the type of OGM Testing your outgoing messages Press the select Press OGM briefly Set the desired...

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