ASCOM Ascotel Office 25 User manual

ascom
Ascotel Office 25
User's Guide
Ascotel IntelliGate Telecommunication Systems

Operating and Display Elements
2
Operati ng and Displ ay Eleme nts
Some systems or system versions do not support all the features. The corresponding text sections are
identified by a letter inside square brackets. The section ”System and Software Dependency” indicates
which system versions support the relevant features.
111 1314 2 3 4
77810 9 56
12
1234

Operating and Display Elements
3
1 Display
•top: Information, Foxkey functions
•bottom: Symbols
2 Foxkey
Multifunction key:
•press briefly: Activates allocated
function
•press and hold down: Reverses scroll
direction
3 Info key
Calls up further information
4 Menu key
Menu access key
•Scrolls through Foxkey functions
•press and hold down: Configuration mode
5 Indicator LED
•Flashing: Call
•Lit: Voice Mail, message, or callback
6 Keypad
Enters digits or letters (in alpha
mode)
7 Write-on label
8 Configurable keys
The topmost configurable key is
factory set as an Absence key.
Configurable as:
Number key:
•Press once briefly: 1. Retrieves the phone
number
•Press twice in quick succession: 2. Retrieves
the phone number
•press and hold down: Configures key
Function key:
•press briefly: Activates / deactivates
function
•press and hold down: Configures key
9 Loudspeaker key / Volume /
cursorkey
•Press once briefly: Loudspeaker on
/ off
•Press twice in quick succession: Volume
normal / loud
10 Redialkey
•press briefly: Last phone number
dialled
•press and hold down: List of answered calls
11 Loudspeaker
12 Hook switch
13 END/correction key
•In a call: Disconnects, ready for
dialling
•Menu / configuration: Back / cancel
without saving
•Input: Deletes last character
14 Alpha key
Toggles between digit input and
character input
☛

Operating and Display Elements
4
Displaysymbols
Loudspeaker is switched on Callback is activated
1st (top) configurable
key activated
Phone lock is activated
Second configurable key
activated
Configuration mode activated
Third configurable key
activated
Text mode activated
Fourth configurable key
activated
Information available
Call Forwarding Unconditional is
activated
Other menu items available
4/\ Scrolls up (figure indicates entry
number)
Reversing direction: Press Foxkey
with a long keystroke
Note For a detailed description of the operating and display elements, please refer
to the section "User Guidance".

Contents
5
Contents
Operating and Display Elements . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2
Equipment Provided . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 6
Safety and Liability . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7
Dialling and Phoning . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 8
You Receive a Call . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 8
You Want to Make a Call . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 9
Using the Display and Operating Elements . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 11
Display . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 11
Keys . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 12
Input . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 13
Menu-Guided Navigation . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 14
Signals. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 15
Using Added Features to Make Efficient Phone Calls . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 16
You Want a Convenient Way of Making a Call . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 16
You Want to Use Functions while in a Call. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 21
You Are Away from Your Desk . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 24
You Want to Use Your Phone Efficiently in Special Situations. . . . . . . . . . . . . . . . . . . . . . 29
Personalizing Your Phone . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 37
Basic Settings . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .37
Setting the Ringing Properties . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 40
Phone Book Management . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 42
Configuring Keys. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 44
Formulating Functions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 46
Installation and First-Time Operation . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .47
Troubleshooting . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 48
*/# Procedures . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 49
System and Software-Related Functions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 52
Menu Overview . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 53
Index . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 55

Equipment Provided
6
Equipm ent Provi ded
Telephone Handset
Phone
cord Handset cord
Quick User's
Guide and safety
information

Safety and Liability
7
Safety an d Liability
Safety Information
Failure to observe this information can be hazardous and infringe existing laws. Please read the Operating
Instructions and keep them for future reference. When handing over your phone to others, make sure
you enclose these Operating Instructions.
Intended Purpose
This telephone is designed exclusively for making and receiving phone calls on the appropriate system.
Exclusion of Liability
This product is manufactured in accordance with ISO 9001 quality criteria.
This product and the user information supplied with it have been produced with the utmost care.
The product's functions have been tested and approved after comprehensive conformity tests.
Nonetheless errors cannot be entirely excluded. The warranty is limited to the replacement of defective
hardware.
The manufacturers shall not be liable for any direct or indirect damage that may be caused by incorrect
handling, improper use, or any other faulty behaviour on the part of a product. Potential hazards are
mentioned in the relevant places in the User Guides. Liability for loss of profit shall be excluded in any case.
Connections
Always plug the phone cable connectors into the appropriate sockets. Do not modify
the connections in any way.
Maintenance
Use original accessories only. Make sure all installation and repair work is carried out
by a specially qualified technician.
Always use a soft, moistened, or antistatic cloth to clean your phone. Do not use
chemicals or other chemical products.
Ambient conditions
Do not operate the phone outside the temperature range of +5 °C to approx.
+40 °C. Avoid direct sunlight and other sources of heat.
Protect your phone against the wet, excessive dust, corrosive liquids and steam.
Do not expose your phone to electromagnetic fields (electric motors, household
appliances). The speech quality could be affected. To prevent interference,
avoid placing your handset in the immediate vicinity of computers, radios, TV sets,
VCRs, and other telephone sets.
Disposal
Be sure to dispose of your phone and its packaging in an environmentally compatible
way; alternatively send it back to your supplier or servicing agent.

Dialling and Phoning
8
Dialling and Pho ning
You Receive a Call
This section explains the procedure for answering a call.
Answering a Call
Your phone is ringing and the indicator LED is flashing. To answer the call, proceed as follows:
Ending a Call
You want to end the call.
After the call, you can display the call duration or retrieve it using the Info key. Call charges are also
displayed after any external call which you initiated, provided your provider supports this function.
Pick up the handset.
Note If the caller's phone number is received, it is shown on the display. If the
phone number is stored on the phone or in the system, the display also
shows the corresponding name. If there is not enough space on the display,
a "+" appears; you can then use the Info key to display additional
information.
Put the handset on-hook.
– or –
Press the END key.
The display reads "ENTER NUMBER"
Note After you have pressed the END key, your phone waits for you to key in a
phone number.

Dialling and Phoning
9
You Want to Make a Call
This section explains the different ways you can make a call with your phone.
Dialling with the Phone Number
You want to call someone and key in that person's phone number.
Dialling with Redial
You want to call one of the parties who called you recently.
Your phone automatically stores in the last-number redial list the phone numbers of persons who have
called you –and their names, if available. You can call these persons back using the last-number redial list.
Use the digit keys to key in the phone number.
The display shows the phone number.
Note You can use the Correction key to delete any incorrect digits.
Pick up the handset.
The person is called.
– or –
Call Press the "Call" Foxkey.
The person is called.
Press the Redial key.
The first phone number on the last-number redial list is displayed.
To scroll through the maximum of 4 phone numbers last dialled, press the
Redial key repeatedly.
Pick up the handset.
The phone number displayed is dialled.
☛

Dialling and Phoning
10
Using Your Phone in Open Listening Mode
You want other people in the room to be able to listen in to the call.
The open listening function lets you activate the loudspeaker in addition to the handset.
During a call: Press the Loudspeaker key.
Open listening is now activated.
Note You can continue with the call as usual using the handset.
Deactivating open listening: Press the Loudspeaker key a second time.
Open listening is now deactivated.
Note To end a call in open listening mode, you need to press the Loudspeaker key
and hang up the phone. If you only replace the handset, the loudspeaker
remains activated.

Using the Display and Operating Elements
11
Using the Di splay and Ope rating Elem ents
Display
Abbreviations
Depending on the display space available, certain terms may be abbreviated, e.g. "Announ." for
"Announcement". The abbreviations though can be easily understood.
Navigating through the Foxkey menu
The Foxkey provides the functions available for the current situation.
The default display shows the info line. Use the Menu key to go to the Foxkey menu .
An "M" in the display's symbol area tells you that you can use the Menu key to show further Foxkey
options.
Navigating through info lines
In the idle state or when you are reading display texts the display shows an "i" in the symbol line.
An "i" in the display tells you that there is a list of callers, messages, or active functions available in
various info lines. Use the Info key to scroll through info lines.
If there is not enough space on the display to show the entire text, a "+" appears. Press the Info key to
see the rest of the text.
Press the Menu key repeatedly until you come to the option you want.
To retrieve info lines: Press the Info key repeatedly until the information
appears.
Note After the last info line, the display shows the idle text again.
To see the rest of the text: Press the Info key.
The display shows the rest of the text.
Note Press the Info key as often as necessary to read the entire text.

Using the Display and Operating Elements
12
Keys
Pressing a Key
Depending on the situation and operating mode, a key may have various functions. The function activated
depends on the number of times the key is pressed or whether it is pressed quickly or held down for a
moment. Here are some examples:
Using the Foxkey
The Foxkey has variable functions. These functions are displayed above the key.
There are several contacts under the Foxkey to detect where it is pressed. So you need to press the Foxkey
right under the function you want.
If the display shows the info line instead of the Foxkey menu, the functions can still be activated by
pressing the Foxkey at the right spot. Under the Fox symbol, the Foxkey is usually assigned with the "Call"
function when scrolling through lists and with "OK" for settings. Functions which are currently not shown
are indicated by an "M" on the display and can be made visible by pressing the Menu key to avoid errors.
Press the key.
<long> Keep the key held down for a moment (about 2 seconds).
<2x short> Press the key twice in quick succession.
<2x, 3x, 4x, etc.> In text mode, press the key twice, three times, four times, etc.
Press the Foxkey under the desired function on the display.

Using the Display and Operating Elements
13
Input
Enters digits
The digit keys are used to enter the digits 0 to 9.
Entering Letters and Special Characters
You can also use the digit keys to enter letters and special characters. A number of letters and special
characters are assigned to each key.
To enter letters and special characters using the digit keys, you need to be in text mode. The display shows
the " " symbol. You can switch back and forth between number mode and text mode during your input.
The characters are assigned to the digit keys as follows:
To switch between number mode and text mode during your input: Press the
Alpha key.
Note If the phone is expecting a text input, the text mode is automatically
activated.
- . ? 1 A B C 2
D E F 3 G H I 4
J K L 5 M N O 6
P Q R S 7 T U V 8
W X Y Z 9 + 0
*Space#
<1x, 2x, 3x, etc.> Press the digit key repeatedly until you get the character you want.
☛

Using the Display and Operating Elements
14
Entering a Phone Number in Call Preparation
You want to enter a phone number without it being dialled automatically, so as to have time to check
the number and, if necessary, to correct it. The number is not dialled until you go off-hook, for example
by picking up the handset.
Correcting your Input
You notice you have entered a wrong digit or character.
You can delete an incorrect input either character by character or completely.
Menu-Guided Navigation
Reversing the Scroll Direction
The Foxkey menu shows an arrow symbol for scrolling. However, you want to scroll in the opposite
direction.
Hold the key down for a moment to reverse the direction of the arrow.
Undoing Actions
You can undo the last action without saving it by pressing the END/Correction key.
Enter a phone number in call preparation.
The display shows the phone number.
To delete the last character: Press the END/Correction key.
<long> To end the input without saving: Press the END/Correction key and hold it
down a moment.
/\ oder \/ Press the "/\" or "\/" Foxkey and hold it down for a moment.
The direction of the arrow is reversed.
Press the END/Correction key.
Undoes the last action.
Note To put the phone back into standby mode, you may have to press the END/
Correction key several times.
☛

Using the Display and Operating Elements
15
Signals
Indicator LED Signals
These are the normal LED display types. Other display types are described in the troubleshooting section.
LED flashing LED is not lit LED is lit in standby mode
Phone is ringing Phone is in standby mode Voice mail, message, or callback
was received, but not yet
answered

Using Added Features to Make Efficient Phone Calls
16
Using A dded Featur es to Make Ef ficient Ph one Calls
The following sections explain the supplementary features provided by your phone for more efficient use.
You Want a Convenient Way of Making a Call
This section explains some convenient features provided by your phone for making a call.
Dialling by Name –Quickdial
You want to make a call by entering a name.
With Quickdial you only need to press the digit keys for each letter once, even though each key is assigned
several letters. An efficient algorithm provides quick search results.
Requirement: The name and the corresponding phone number have to be stored on the phone or in the
system.
The surname and first name have to be separated by a space, for example "no s" (6 6 # 7) for Noble
Stephen. Use the #-key to enter spaces. Ask your system administrator whether you should start with the
surname or the first name.
Press the corresponding digit key once for each letter.
For each letter, the display shows the corresponding digit, for example a
"6" for the letter "n".
Press the Alpha key.
The phone searches for matching names.
You may have to enter another letter before the name you want or a list of
names is displayed.
/\ Use the "/\" Foxkey to scroll through the names until the display shows the
name you are looking for.
To call the person displayed: Pick up the handset.
The person is called.
☛
☛

Using Added Features to Make Efficient Phone Calls
17
Dialling by Name
You want to make a call by entering a name.
The dialling-by-name function is provided specifically for this purpose. You can look up the name in the
phone's or the system's phone book.
The surname and first name have to be separated by a space, for example "no s" for Noble Stephen.
Use the #-key to enter spaces. Ask your system administrator whether you should start with the surname
or the first name.
Dialling from the Call List of Unanswered Calls
You want to call someone who has previously tried to reach you.
Your phone has automatically stored the person's phone number in a call list. You can now call the person
back using this call list.
The call list of unanswered calls contains a maximum of 4 entries.
The display shows "Missed calls"
To search in all phone books: Press the Alpha key.
Letter input is activated. The display shows "DIALLING BY NAME".
Enter the first letter.
The phone searches for matching names.
Note If the phone is unable to find a matching name, "LIST EMPTY" will appear
on the display.
You may have to enter another letter before the name you want or a list of
names is displayed.
/\ Use the "/\" Foxkey to scroll through the names until the display shows the
name you are looking for.
To call the person displayed: Pick up the handset.
The person is called.
SHOW Press the "SHOW" Foxkey.
The display shows a list of the last unanswered calls.
/\ To scroll through entries: Press "/\" Foxkey.
To call the person displayed: Pick up the handset.
Once the call has been successfully connected, the entry is deleted from the
call list.
☛
☛

Using Added Features to Make Efficient Phone Calls
18
Dialling from the Call List of Answered Calls
You want to call back someone whose call you answered.
Your phone automatically stored the person's phone number on the list of answered calls. You can now
call the person back using this call list.
The list of answered calls contains a maximum of 4 entries.
Dialling with a Configurable Key –Number Key
You want to call someone whose phone number is stored under a configurable key.
You can dial the person by pressing the corresponding number key.
Press the Menu key repeatedly until the display shows "CALL LIST".
CALL LIST Press the "CALL LIST" Foxkey.
ANSWERED CALLS Press the "ANSWERED CALLS" Foxkey.
The display shows the list of the last calls.
/\ To scroll through the list of answered calls: Press the "/\" Foxkey.
Pick up the handset.
The person is called.
Note You can also access the list of answered calls by pressing the Redial key and
holding it down for a moment.
Activate the key's first allocated function: Press the key once.
The key's first allocated function is shown on the display.
–or –
<2x short> Activate the key's second allocated function: Press the key twice in quick
succession.
The key's second allocated function is shown on the display.
To call the person displayed: Pick up the handset.
The person is called.

Using Added Features to Make Efficient Phone Calls
19
Requesting a Callback
You want to talk to a certain person. The person is busy or does not answer. You can make callback
requests to both internal and external subscribers. Not all providers support this function.
If the called party is busy, you can request an automatic callback. In this case, your phone will start ringing
as soon as the party you are trying to reach goes on-hook. When you pick up the handset, the called
party's phone will start ringing.
If the called party does not answer, you can also request a callback. The called party will see a continuous
visual reminder of your callback request.
Answering Call Waiting
You are in a call and hear the call waiting tone. Someone is urgently trying to reach you.
You can either answer, deflect or reject the call.
Situation You called someone and hear the busy tone or dialling tone.
To activate a callback request: Press the Menu key.
CALLBACK Press the "CALLBACK" Foxkey.
The display shows "DONE".
Put the handset on-hook.
The display shows "CALL EXPECTED".
Note You can have only 1 active callback request at a time. Your callback request
will automatically be cancelled by the system after about half an hour.
You can also cancel the callback request beforehand.
Press the Menu key.
The display shows "RESET".
RESET Cancelling the callback request: Press the "CANCEL" Foxkey.
Press the Menu key.
ANSWER Answering the call: Press the "ANSWER" Foxkey.
1. Your original call partner is put on hold. You are now connected with
the party who initiated the call waiting.
–or –
Press the Menu key
DEFLECT Press the "DEFLECT" Foxkey.
Enter destination subscriber as defined in the Chapter "Deflect a Call During
the Ringing Phase".
–or –
☛

Using Added Features to Make Efficient Phone Calls
20
Call Waiting on an Internal Subscriber
You want to talk to an internal subscriber. However, the person is busy.
As a result of your call waiting, the person hears a call waiting tone and your phone number or name
appears on his display. The person can either answer or reject your call.
Starting an Announcement
You want to address internal subscribers directly via their loudspeaker –where available –,
without waiting for a reply (similar principle to that of an intercom system).
You can initiate an announcement to the selected subscribers, provided your system administrator has
enabled your phone to do so.
REJECT Rejecting the call: Press the "REJECT" Foxkey.
You remain connected with your original call partner. The call-waiting
party hears the busy tone.
–or –
Press the Menu key repeatedly until the display shows "END".
END Ending the current call and answering the call-waiting call: Press the "END"
Foxkey.
1. The first call is terminated. You are now connected with the party who
initiated the call waiting.
Press the Menu key.
CALL WAITING Press the "CALL WAITING" Foxkey.
You hear the dialling tone.
Note If the person rejects your call request or if call waiting is not possible, the call
is disconnected (busy tone).
Enter the phone number of the subscriber or group.
Press the Menu key repeatedly until the display shows "ANNOUNCEMENT".
ANNOUNCEMENT Press the "ANNOUNCEMENT" Foxkey.
Pick up the handset.
The person hears the acknowledgement tone. The display shows
"ANNOUNCEMENT TO: ...". You can now talk.
☛