Aastra M401 User manual

M401 / M405 / M405D phones
M 401M 40 5M 405D
USER GUIDE

●Introduction ………………………………………………………………………………… p2
●The M 401 and 405/405D digital telephones…………………………………………p3
1Placing a call ……………………………………………………………………………… p7
2Calling a second party ………………………………………………………………… p14
3Receiving one or more calls …………………………………………………………… p17
4Call pickup ………………………………………………………………………………… p19
5Filtering a call……………………………………………………………………………… p21
6Call forwarding …………………………………………………………………………… p26
7Customizing your phone ………………………………………………………………… p31
●Programming examples …………………………………………………………………… p44
8Special functions ………………………………………………………………………… p45
9Glossary …………………………………………………………………………………… p53
Contents
Contents
1

Introduction
Introduction
2
Your new terminal or telecommunications system has just been installed. A large range of
communications services and functions is now at your fingertips!
This Users' Guide will lead you through each step to make sure you get the most out of your new
communications tool.
Please take a little time to go through these instructions, making sure you understand each step
before moving on to the next. As soon as you have mastered the basic functions, you will be
ready to use your new phone.
As long as you carefully read and follow these instructions, the most sophisticated features will
seem easy to use.
Once you discover how much faster you can make calls and how much time you can save,
you will wonder how you ever managed without a M phone!
Just follow your guide!

Leading-edge technology for maximum ease of use
Because telephones are essential to everyday efficiency, you need a complete, high-performance
phone that is also fast and easy to use.
This is why the manufacturer has designed the M 401 and M 405/405D telephones for all catego-
ries of employees – from line employees to senior managers – who frequently use
their telephone and therefore require a large number of preprogrammed features
(dialing, call forwarding, pickup, extension status display, touchtone (DMTF), multikey or
multiline extension configuration, and more).
Congratulations on your choice!
Introduction
3
M 401 and M 405/405D
digital telephones

Introduction
4
Communicating has never been so simple.
You might want a colleague to listen to your call:
just press the following key(on M 405/405D terminals)
To meet your everyday telephone needs, the M 401 and M 405/405D sets are equipped with
programmable keys (for direct access to numbers and telephone features which you most
often use): 1 key on the 401 and 5 keys on the M 405/405D.
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M401 and 405/405D
digital telephones

Introduction
5
Learning how to use your phone
This guide contains simple instructions for all the main features of your phone, including:
●dialing an internal (see section 1.1.) or external (see 1.2.) party,
●calling an internal or external number with the last number redial function (see 1.3.1.)
with a preprogrammed key (see 1.3.2.) or with an abbreviated number (see 1.3.3.) stored
in your directory,
●calling a second party while you are having a conversation (see 2.1.), then returning
to your first party (see 2.2.), switching from one party to the other (see 2.3.), speaking
with both at the same time (see 2.4.) or connecting the first party with the second party
(see 2.5.),
●receiving a call (see 3.1.) or several calls and switching from one to the other (see 3.2.),
●picking up a call from the common bell (see 4.1.) or from an extension within or outside
your extension group (see 4.3. and 4.2.),

M401 and 405/405D
digital telephones
Introduction
6
●filtering a call between two extensions (manager/secretary) (see 5.1. and 5.2.)
or cancelling the filtering function (see 5.3.),
●forwarding your calls to another extension (see 6.1.) or to a voice mailbox (see 6.2.),
either immediately, after several rings on no answer or on busy or canceling call
forwarding (see 6.4.),
●customizing your terminal by preprogramming any or all of the following: abbreviated
(speed dial) numbers in your personal directory (see 7.1.), appointment reminders
(see 7.2.), a personal password (latch function) (see 7.3.), call barring of trunk line
(external) calls (see 7.4.), Do Not Disturb (DND) (see 7.5.), line protection during data
transmission (see 7.6.), other keys or services (see 7.7.).
Please note :
This guide is not exhaustive, it describes only the most frequently used features.

Placing a call
7
Placing a call
EXTENSION NUMBER
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1.1. INTERNAL CALLS
1.1.1 Calling an internal party
For standard calls
On your keypad:
Lift the handset
Dial the extension number
When your party answers, speak.
At the end of your conversation, replace the handset.
Note
To use the loudspeaker:
●Press the key
During a call, press the or key to adjust the volume:
●of the loudspeaker if activated (M 405/405D sets),
●of the handset on sets which feature this function, when the loudspeaker is deactivated (M 405D).
+-

Placing a call
Placing a call
8
Calling the switchboard
On your keypad:
Lift the handset
Dial the code
When the switchboard answers, speak.
At the end of the conversation, hang up.
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1.1.2. The internal extension is busy
Automatic redial
If the extension you are trying to reach is busy, you can automatically redial the number.
Press the key
Then the key
You will hear a beep to let you know that the redial function has been activated.
.Hang up.
As soon as the extension you called hangs up, your extension rings. When you pick up your
handset, the extension you called also rings.
You are now through with your party.
Placing a call
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5
R

Placing a call
Placing a call
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1.2. EXTERNAL NUMBER
1.2.1. Calling an external number
For standard calls
On your keypad:
Lift the handset
Dial the external access code
Then dial the complete number
When your party answers, speak.
At the end of the conversation, hang up.
1.2.2 If the external number is busy or does not answer
Storing a number for redial
If the number is busy or does not answer, you can temporarily store the number and then
redial it with a single key.
EXTERNAL NUMBER
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0

To store the number:
Hang up.
Press the keys
The number is now stored and you can redial it later on (even if it is not the
last number dialed).
To redial the stored number:
Press the keys
Stored number cancellation
To cancel the stored number:
Press the keys
Hang up.
The number is no longer stored.
Placing a call
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7
99
9
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Placing a call
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1.3. FOR EITHER INTERNAL OR EXTERNAL NUMBERS
1.3.1 Last number redial
To redial the last number dialed:
Lift the handset
Press the key
When your party answers, speak.
At the end of the conversation, hang up.
1.3.2 Calling a number with a programmable key
You have previously programmed a directory number on a programmable key.
To call the number:
Lift the handset
Press the programmed key
(see section 7.7. for instructions on how to program programmable keys).
The red light on the key lights up. When your party answers, speak.
At the end of the conversation, hang up.
Placing a call
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BIS

1.3.3 Calling a party using an abbreviated dialing code ("speed dialing")
You have previously created abbreviated dialing codes using the personal directory function
(see 7.1. for programming abbreviated dialing codes).
To dial your party:
Lift the handset
Press the key (on M 401/405 sets)
Choose the abbreviated dialing code assigned to your number by pressing
one of the number keys (0 to 9) on the keypad.
Please note: This function is accessible on M 405D set,
by pressing + + abbreviated number (0 to 9).
1.3.4 Continuing the call on another terminal
You are in conversation and you wish to continue your call on another terminal:
Press the keys
Your party will now hear the music-on-hold or hold tone.
To get your call back on the other terminal, press the keys
and dial the internal number of the first terminal.
Placing a call
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0 TO 9
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7
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0Int. N°
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Calling a second party
Calling a second party
14
2.1 CONSULTATION CALL
You are in conversation, and you wish to speak to a second internal or external party.
On your keypad:
Press the key
Dial the number
You are in contact with your second party.
Your first party is on hold (music-on-hold or hold tone).
You now have three choices:
2.2 RECOVERY
If you wish to return to your first party and disconnect from your second party:
Press the key
then
Press the key
You have returned to your first party, and you are no longer connected
to the second party.
EXTERNAL or INTERNAL NUMBER
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1

Calling a second party
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2
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2.3 "SHUTTLE"
If you wish to switch from one party to the other:
Press the key
then
Press the key
You can speak to both parties, but they cannot speak with each other.
2.4 CONFERENCE CALL
If you wish to establish a three-party conference:
Press the key
then
Press the key
You have established a three-party conference. If one of the parties hangs up,
you remain connected to the remaining party.

Calling a second party
16
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2.5 TRANSFERRING CALLS
If you wish to connect the first party with the second party:
Replace your handset
Both parties are connected with one another, without you on the line.
Please note:
Transfer is not always possible between two external numbers. If the transfer is unsuccessful,
your phone will ring after you have hung up. The parties will remain on line.
Calling a second party

Receiving one or more calls
17
Receiving one
or more calls
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3.1 RECEIVING A CALL
Your phone rings when you have an incoming call:
Pick up the handset
You are in conversation with your caller.
Replace the handset at the end of the conversation.
3.2 RECEIVING A SECOND CALL
Please note: If you have a multikey set, please go to section 8.2. (for M 405/405D phones).
You are in conversation and you hear a beep, which means that a second party is trying to
reach you.
To consult the call, on your keypad:
Press the key
then
Press the following keys in order
Your first caller is now on hold.

Receiving one
or more calls
Receiving one or more calls
18
You now have the same options as when you call a second party while you're already
connected to a first call (see 2.2. to 2.5.).
1. To return to your first caller and disconnect your second caller
Press the key
then
Press the key
2. To "shuttle" between the first call and the second call
Press the key
then
Press the key
3. For a three-party conference call
Press the key
then
Press the key
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4.1 PICKING UP A CALL TO THE COMMON BELL
The receptionist is absent and you wish to pick up a call to the common bell (your company's
main number). On your keypad:
Lift the handset
Press the following keys consecutively
Forward the call to the person requested by pressing
then
Dial the extension number
Hang up when the internal extension answers.
4.2 PICKING UP A CALL RINGING ON A COLLEAGUE'S EXTENSION
Your colleague is out and you want to pick up a call ringing on his/her extension.
On your keypad:
Pick up the handset
Press the following keys consecutively
Dial the number of the ringing extension
Call pickup
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00
02
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EXTENSION NUMBER
EXTENSION NUMBER
Call pickup