Aastra AASTRA OFFICE 35 Instruction manual

Aastra Office 35 Quick User Guide (for Ascotel version i.6 only)
Description of keys
FoxKey Multifunction“Smart”key.Usefortransferringcalls
andpressunderthewordyouwantforextrafeatures
Backspace Deletesthelastdigitorcharacterentered(forcorrection)
Alpha-searchkey ChangesnumberpadfromNumerictoAlphamode. This
isusedforthepowerfulAlpha-searchfeaturedescribedlater
End/breakkey Clearsthedisplay,cancelsyourlastaction,takesyouback
toyourcallerafteraninquirycall,disconnectscall.
Volumecontrols Lowers/Raisesvolumeofthespeakerand/orear-piece,alsomovescursor
leftandright(toeditorinsertdigits)
Absencekey Lastdivertednumber (programmable)e.g.toVoicemail
Speaker Selectshands-freemode,gooffhook,activatespeakerwhileona
call.
Last Number Redial Redialsthelast10diallednumbers(keeppressingtoscrollthrough
numbers)–Press"Call" or lifthandsetwhendesiredoneisonthe
display.
How to use your phone
ToAnswer a call Pickupthehandset,orpressthespeakerkeytoanswerhands-free.
ToDialInternally Dialtheextensionnumber,thenliftthehandsetorpressthespeakerkey,orpressFoxkey
under"Call".
ToDialExternally Dialtherequirednumber(prefixedby9foranoutsideline),thenliftthehandsetorpressthe
speakerkey,orpressFoxkeyunder"Call".
ToTransferacall PresstheFoxkeyunder“Enquiry_c“(enquirycall), thenDialtheextensionnumber,
announcethecall,ifacceptedthenreplacethehandset.(Youcanuse ‘Alpha-search’tofind
anddialtheextension–seelater)
Returntocaller Iftheenquirycallisrefused,returntothecallerbypressingtheendkey NBonceonly
Shuttle/toggle PressingtheFoxkey(under“Broker.”)alternatesbetweeninternalandexternalparty.
Conference Answerormakeanexternalorinternalcall, informthe1stpartythatyouwillbesettingupa
conference,presstheFoxkey(under“Enquiry_c“),dialthe2ndparty(internalorexternal),
inform2ndpartythatyouaresettingupaconference,thenpressdigit3(or“Conf.”)–thenall
partiesareconferenced. Uptofivepartiesandyourselfcanbeaddedbyrepeatingtheabove.
“Conference” willshowonthedisplaytoconfirm.
Mute/Secrecy Ifyoudonotwanttheotherpartyonlinetohearwhatyouaresaying,thenpresstheFoxKey
undertheword"Micro".(abbr.ForMicrophone).Asymbolwillappearontherightofthedisplay
toconfirmthis.Press "Micro"againtoswitchback.
CallbackonBusy Whenabusyextensionisencountered,youwillhearthebusytoneand"C_back C_
Waiting"willappearonthedisplay,presstheFoxkeyundertheword“C_back”,thesystem
acknowledgementtoneswillbeheard. Replacethehandset. Whenthebusypartybecomes
free,yourphonewillring,.Whenyouanswerityourrequestedcallbackcallwillbeplacedtothe
otherparty.NBthisonlyworks on internal calls.
TIP you can alsodothiswhen you have an externalcall on the line, when your inquiry
call gets a busytone, press the Fox keyunder “C_back”, replace the handset, then the
externalcallwill bewaitingagainstthebusyextension. Whenthatextensionbecomes
freetheexternalcall will be presented to them. If the extension remains busy, after the
pre-set system time-out, the externalcall will be returned to you. NB callbacks will not
beavailable ifextension is diverted to Voicemail.
!
ForSupportPleaseCallTheApplegarth Support Line On 08700 605 665 oremail [email protected] 1

CallbackonNoReply Afterseveralrings,thedisplaywill show the“C_back”prompt,presstheFoxkeyunder
“C_back”thenyourcallbackrequestwillbeshown on theirdisplay.
Pickup Topickuparingingcallinyourgroup–pressthekeymarked“Pickup”
Cut-offAlarm Ifyouhaveattemptedtotransferanexternalcall,andhavenotfollowedthecorrect procedure,
andthenreplacedthe handset, you mayhearacontinuousringing(cut-off alarm). Thiswill
continueforaround10 seconds, you must pick up the handset again within this time or the call
willbelost.
CallPark Ifyouwishtoholdacallfor an extended time,youMUSTusethe“Park”facility.Whilst
(ExtendedHold) onacall,ifyouneedtoplacethecaller on hold for longer than10seconds,presstheFoxkey
under“Park”,thenreplacethehandset.Whenyou wish to retrieve the call, press the Fox key
under“Take_back”–THEN pickupthehandset.You canmake/takeothercallswhileacallis
parked.
NB If you tryto hold the call bypressing “Enquiry_c.”forlonger than 10 seconds, you
are in danger of LOSINGTHE CALL and the cut-off alarm will soundas above!
i An i appearingintherightofthe display indicates that thereisinformationpresentforyou.
Pressthe
i key, andtheitemwillbeindicatedon the display. Forexampleusually"Call_list"
istheitem. Sopress the Fox key under “Call_ list “ and the last 10 calls that you have not
answeredwillbe displayed. Scroll arrows will appear on the display, press the Fox key under
themtoscrollthroughthe number list. Whenanameornumberyou wish to call backappears
onthedisplay,then press Fox key under "Call".(or “Delete”or “Edit” as you choose)
Alpha-dial/Search Thispowerfulsystemfeatureallowsquickaccesstoallthestorednumbers.It
or NameDial accessesthe system-wide directory, your private file and your programmedkeys.
Itoperatesinavery similar waytothenamesearchanddialfeatureonmanyMobilePhones.It
savesyouhavingtolookuporrememberyourcolleagues’numbers,andsavesalotoftime!
Touseit,simplyenterthefirst2 or 3 letters of the persons last name (using the letters printed
justbelowthedigits of the dial pad) - NB You only need to press the keywith the letter you
want ONCE each -ThenpresstheAlphakey(ABCkey). Anynamesthatmatchthe
combinationofletters will appear in the display.Ifmorethanonenameisfound,thentheScroll
Arrowswillappear(andthenumberof matches) – Press the Fox Key under the arrows to scroll
throughthenamesuntil you see the one you want then press the Fox Key under “Call” or lift the
handset,orpressthe speakerkeyforhands-free.
!
TIPS -Youcanshortenthesearchprocedurebyusing the # keyfor a space. So
forexample,tofindLaver, Fred yousimplypress 5, 2, #, 3 (L, A, space F). If many
matches are found, youcan then enter another one or two letters.Most names can be
foundwith3or 4 keypresses. You can scroll through the list of matches (if more than
one is found) byusing the Up/Down scrollarrows.
Youcanalsosearchwhilst youhaveacallon-line,eitherto give out the number to the
callerortransfer the call. The stored number is shown when youpress the
i key.
MenuKey Pressingthistakesyouthroughthevariousextrafeaturesavailableonyourphone/system.
Justpressrepeatedlytill you see the item you want, then follow the prompts on the display–
selectingby pressing the Fox key under the desired item. (Forfulldetails,seethefullUser
Guide)
TIP - Pressandholddown the Menu Key for 2-3 secs, this will take you
!
straighttotheProgramming menu.
RingVolume Youcanadjustthe ring volume up or down while your phone is ringing using the + & - Keys.
OR youcangointotheprogrammingmenus(seeabove)andpresstheMenukeytillyousee
“Ring”. Thenyou can adjust the Volume, Melody and Speed by scrollingthroughtheoptions.
With8melodiesand8speedsyou get 64 differentRings. This enablesyoutodistinguishyour
ringingphonefroma colleague’s.
Keys Freekeyscanbe assigned as“Number keys”or “Team Keys”.AsaNumber keyyou can
store2entries– accessed by a single or double press respectively(likeamouse).ATeam Key
ForSupportPleaseCallTheApplegarth Support Line On 08700 605 665 oremail [email protected]
2

allowsaninternalextension to be accessedbyasinglekeypress.TheassociatedLED(lamp)
willindicatethe status of that extension.i.e.Solidred–extensionisbusy.Flashing red –
extensionisringing.(You-can pick up thecallbypressingtheflashingkey). By double pressing
aTeamkey,youcan“Announce”or “Tannoy”to that extension.
PrivateFile Tomakeanew entry:PressandholddowntheABCkey for2-3secs,this will takeyou
straighttothePrivate file entry mode (40 numbers). Press“New_ Entry”,enterthenumber
(don’tforgettoprefix with 9 [or 6] ), press “OK” , enter the name using the keypad (keys with
multipleletters– press repeatedly to get the letter you need – like a mobilephone),press“OK”
.
Youcan carryonaddingmoreentriesorpressthe “END” key to exit programming mode.
Tomodifyan entry, follow above procedure except press “ View” insteadof “New Entry” ,
then“Modify”and follow theprompts.
Todeleteanentry:PressandholddowntheABCkey for2-3secs.Press“Search”,scrollto
therequiredentry,then press the MENU key, then “Delete”.
!
When a stored partycalls you, their NAME will show on your display (unless they
havebarredtheirnumber).
VoiceMail Todivertyourphonetovoicemail,dial500andthen press the “Absence Key” (Door symbol).
Subsequentlypressingthe”Absencekey” will toggle diversion to Voicemail on and off. If you
havebeenleftamessage“Message Voicemail” willappearonyourdisplay,then follow the
procedurebelow.
Toaccessyourvoicemailbox,presstheFoxkey under “ Listen”–withthehandseteitheron
oroffhook.Youwill be prompted for your 4 digit PIN code (default is 1234), then press 1 tolisten
tomessages,2, to carry out changes to your mailbox or 3 to change your greeting. You will
hearpromptsforthese.Afterthis,simply follow the prompts. Don’t press Foxkey under“
Delete”–thissimplydeletestheNotificationmessagewhichisdoneautomaticallywhena
messageissavedor deleted.
NBThisnoteonly
appliestosystems
fittedwith the
AVS5150internal
voicemailsystem.
Seeuserguides
formoreinfo.
Tip- you can press the digits immediately if youknow the sequence – you don’t have to
wait for all the prompt messages!Eg. To change or record your greeting, access your
mailbox, enter your PIN and type 3,2, this takes you straight to thegreeting menus.
!
Missed Calls List Ifyoumissacall(whichhasnot gone to voicemail), then “Call_list” , will appear in the display.
PresstheFoxkey underthatandyoucanthenscrollthroughthe last 10 missed calls (where
thenumberhasbeenpresented)and then press “ Call” or“Delete ” or “Edit”
ReceivedCallsList PresstheMenukey,then “ Calls” , you canthenscrollthroughthelast10receivedcalls
(wherethenumberhasbeenpresented)andthen press “ Call” or “Delete ”
KeyProgramming Pleaseconsultthefulluserguide– downloadable from www.ascotel.com Downloads. Tip –
justpress&holddownthekeyyouwanttoprogramme–thenfollowthepromptsontheLCD.
Privatestore–press&holddownthe ABC keywhenthenumberisonthedisplay–even
whenonincomingoroutgoingcall,thenaddname.
ForSupportPleaseCallTheApplegarth Support Line On 08700 605 665 oremail [email protected]
3