ASCOM OFFICE 35 User manual

Ascotel Office terminals by ascom
Office 35
Operating Instructions
with safety information
www.ascom.com/pbx/ascotel/terminals
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Operating and Display Elements
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www.ascom.com/pbx/ascotel/terminals
Operating and Display Elements
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MENU
MENU
ABC
END
ABCDEFGHIKLMNOPQRSTUVWXY
ABCDEFGHIKLMNOPQRSTUVWXœ

Operating and Display Elements
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1Display
• Top: Information
• Bottom: Foxkey functions, symbols
2 oxkey
Multifunction key:
• Short: Activates allocated
function
• Long: Configures Foxkey
3 Info key
Calls up further information
4 Menu key
Menu access key
• Short: Scrolls through Foxkey
functions
• Long: Configuration mode
5 Indicator LED
• Flashing: Call
• Lit: Callback, message,report
6 Keypad
Enters digits or letters (in text
mode)
7 Handsfree microphone
8 Configurable keys with
LED
Configurable as:
Number key:
• 1x short: Calls up first phone number
• 2x short:Calls up second phone number
• Long: Configures key
unction key:
• 1x short: Activates function
• 2x short: Deactivates function
• Long: Configures key
Team key:
• 1x short: Makes call or answers call
• 2x short: Makes announcement to team
partner
• Long: Configures key
Line key:
• Short: Seizes line
9 Write-on label
10 Redial key
• Short: Calls up numbers last dialled
• Long: List of answered calls
11 Volume/cursor keys
• Adjusts volume, moves
cursor
12 Loudspeaker key
Loudspeaker on/off
13 Loudspeaker
14 Hook switch
15 END key
• In a call: Disconnects, ready for
dialling
• Menu/configuration: Back/cancel without
saving
16 Correction key
Deletes last character
17 Absence key
Configured for call diversion
Configurable as number key and
function key
18 Alpha key
Switches between digit input and
character input
MENU
☛
END
ABC

Operating and Display Elements
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Display symbols
4 vScrolls up (figure indicates entry
number) 4 VScrolls down (figure indicates entry number)
MMicrophone switched on mMicrophone switched off
Ms Handsfree mode activated sLoudspeaker activated
TFunction activated (Foxkey) iInformation available
Text mode activated
Note For a detailed description of the operating and display elements, please refer
to the section "Using the Display and Operating Elements"

Contents
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Contents
Operating and Display Elements 2
Equipment Provided 6
Optional Equipment 6
Safety and Liability 7
Receiving and Making Calls 8
Receiving a Call 8
Making a Call 9
Using the Display and Operating Elements 11
Display 11
Keys 11
Input 12
Navigation 14
Signals 14
Using Supplementary Features for More Efficiency 15
You Want a Convenient Way of Making a Call 15
You Want to Use Functions in a Call 21
You Are Away from Your Desk 23
You Are a Team Member 27
You Want to Use Your Phone Efficiently in Special Situations 28
You Are Using Line Keys 34
Personalizing Your Phone 36
Basic Settings 36
Setting the Ringing Properties 41
Phone Book Management 42
Configuring the Keys 43
Configuring Line Keys 48
Defining Functions 50
Alpha Keyboard and Extended Keypad 51
Installation and First-Time Operation 52
Troubleshooting 55
*/# Procedures 56
Menu Overview 60
Index 63
Declaration of Conformity 67
Reference to Other Documents 68

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Optional Equipment
Equipment Provided
Equipment Provided
Optional Equipment
Phone Handset Phone cord Handset cord
63.304¡
Alpha keyboard Extended keypad
Different coloured
keypad cover Headset

Safety and Liability
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Safety and 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
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 Liability for loss of profit
shall be excluded in any case
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 telephone Do not use
chemicals or other chemical products
Ambient conditions
Do not operate the phone outside the temperature range of +5 °C to approx
+35 °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 ap-
pliances) The speech quality could be affected To prevent interference, avoid plac-
ing your phone 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

Receiving and Making Calls
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Receiving and Making Calls
Receiving a Call
This section explains how you can answer a call
Answering a Call
Your phone rings and the indicator LED flashes To answer the call:
Ending the Call
To end the call:
The call duration is automatically displayed after the call is ended You can also call it up using the Info
key The call charges of outgoing calls are displayed after the call is ended – if this feature is supported by
your provider
Pick up the handset
– or –
Press the Loudspeaker key
The handsfree mode is activated.
Note The caller's number appears on the display if it was transmitted The caller's
name is also shown if the number is in the phone's or system's memory If
there is not enough space on the display, a "+" appears Use the Info key to
display more information
Put the handset on-hook
– or –
If you used the handsfree mode, press the Loudspeaker key
– or –
Press the END key
The display shows "Enter number".
Note After pressing the END key, the phone is ready to accept a number
END

Receiving and Making Calls
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Making a Call
This section explains various ways of making a call
Dialling a Phone Number
You want to enter a phone number to call someone
Using the Redial List
You want to call someone you called recently
Your phone uses the redial list to automatically store the numbers of the persons you have called – in-
cluding their names, if available You can use the redial function to call these persons again
Using the Open Listening Mode
You want other persons in the room to be able listen to the conversation
In the open listening mode, the loudspeaker is also switched on
Enter the number using the digit keys
The display shows the number.
Note Use the Correction key to delete wrong digits
Pick up the handset
The number is dialled.
Press the Redial key
The first number on the redial list is displayed.
To scroll through the last 10 numbers (max ), press the Redial key
– or –
vTo scroll through the last 10 numbers (max ), press the "v" Foxkey
Pick up the handset
The displayed number is dialled.
During a call: Press the Loudspeaker key
The open listening mode is activated.
Note You can continue to use the handset in the usual way
☛

Receiving and Making Calls
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Using the Handsfree Mode
You want others to take part in the conversation or to have your hands free in a call
Your phone's handsfree mode provides high sound quality To further improve the sound quality, set the
loudspeaker volume as low as possible
Muting
You are in a call and would like to talk briefly to someone else in the room without your call partner hear-
ing you
You can switch the microphone on and off during a call
Deactivating the open listening mode: Press the Loudspeaker key again
The open listening mode is deactivated.
Note To end a call in the open listening mode, press the Loudspeaker key and put
the handset on-hook If you only put the handset on-hook, the phone goes
into the handsfree mode
During a call: Press the Loudspeaker key
The open listening mode is activated.
Put the handset on-hook
The handsfree mode is activated.
Note Make sure the handsfree microphone is not obstructed Should the sound
quality fluctuate, consult your system administrator
Continuing the call with the handset: Pick up the handset
The loudspeaker and handsfree microphone are switched off.
Mic To deactivate the microphone: Press the "Mic" Foxkey
The display shows the n symbol.
Mic To activate the microphone: Press the "Mic" Foxkey
The display shows the o symbol.

Using the Display and Operating Elements
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Using the Display and Operating Elements
Display
Abbreviations
Depending on the display space available, certain terms may be abbreviated, e g "Announ " for "An-
nouncement" The abbreviations though can be easily understood
Navigating through the oxkey Menu
The Foxkey provides the functions available for the current situation
The display shows the options currently available on the Foxkey Use the Menu key to display further
Foxkey options
Navigating through Info Lines
The display shows an "i" in idle state or an "+" for further text
An "i" in the display tells you that there is a list of callers, messages, or active functions available in var-
ious info lines Use the Info key to call up 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
Keys
Pressing a Key
Depending on the current situation, 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:
Press the Menu key repeatedly until you come to the option you want
To call up info lines: Press the Info key repeatedly until the information is dis-
played
Note After the last info line, the display shows the first info line again
To see the rest of the text: Press the Info key
The display shows the continuation of the text.
Note Press the Info key as often as necessary to read the entire text
Press the key
<long> Keep the key held down for a moment (about 2 seconds)
MENU
MENU

Using the Display and Operating Elements
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Using the oxkey
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
Input
Entering 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 with the digit keys, you need to be in text mode The display shows
the " " symbol when your are in text mode 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:
<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
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 Ä Æ Å Ç
a b c 2 ä æ å à ç
D E F 3 É
d e f 3 é è ê G H I 4 g h i 4 ì
ABC
9
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Y
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ABC
1 2
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B
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3
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4
G
H
I

Using the Display and Operating Elements
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Switching between Upper and Lower Case
You want to switch between upper and lower case while making an input in text mode
Upper-case input is initially activated in text mode After entering the first letter, the text mode is auto-
matically switched to lower-case input You can use the Foxkey to switch manually between upper-case
and lower-case input
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
J K L 5
j k l 5 M N O 6 Ñ Ö Ø m n o 6 ñ ö ø ò
P Q R S 7
p q r s 7 ß T U V 8 Ü t u v 8 ü ù
W X Y Z 9
w x y z 9 + 0
* / ( ) < = > % £ $ € ¥ ¤ @ & § Space #
<1x, 2x, 3x, etc > Press the digit key repeatedly until you get the character you want
A>a To switch to lower case: Press Foxkey "A>a"
A>a To switch to upper case: Press Foxkey "a>A"
Note The switch from lower to upper case is valid for only a single letter
This menu item will not appear if an Alpha keyboard is connected to your
phone as the Alpha keyboard has a shift key for switching between up-
per-case and lower-case letters
Enter a phone number in call preparation
The display shows the phone number.
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☛
☛

Using the Display and Operating Elements
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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
Moving the Cursor
You want to go to a certain character for an input or correction
Use the Cursor keys to move the cursor to the left (–) or to the right (+)
Navigation
Undoing Actions
You can undo the last action without saving it by pressing the END key
Signals
Indicator LED Signals
To delete the last character: Press the Correction key
To end the input without saving: Press the END key
Note You can go to the character you want to delete with the Cursor keys (see
"Moving the Cursor")
Use the – or + key to move the cursor
Press the END key
Undoes the last action.
Note To put the phone back into idle state, you may have to press the END key
several times
LED flashing LED is not lit LED is lit in idle state
Phone is ringing Phone is in idle state Voice mail, message, or callback
was received, but not yet an-
swered
END
END

Using Supplementary Features for More Efficiency
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Using Supplementary Features for More Efficiency
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 A clever 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
v VUse the "v" or "V" Foxkeys to scroll through the names until the display
shows the name you are looking for
To call the person whose name is displayed: Pick up the handset
The person is called.
Note With Quickdial all phone books are searched simultaneously
☛
ABC
☛

Using Supplementary Features for More Efficiency
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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
To search in all phone books: Press the Alpha key
Letter input is activated. The display shows "Dialling by name: All".
To select a phone book: Press the corresponding Foxkey
The displays shows the selected phone book after "Dialling by name:".
– or –
<2x short> To search the private phone book: Press the Alpha key twice in quick succes-
sion
Letter input is activated. The display shows "Dialling by name: Private".
Enter the first letter
The phone searches for matching names.
Note Upper or lower case letters and German "umlauts" do not influence the
search
If the phone is unable to find a matching name, the display will show "List
empty"
You may have to enter another letter before the name you want or a list of
names is displayed
v VUse the "v" or "V" Foxkeys to scroll through the names until the display
shows the name you are looking for
To call the person whose name is displayed: Pick up the handset
The person is called.
ABC
ABC
☛
☛

Using Supplementary Features for More Efficiency
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Dialling with the Alpha Keyboard
You have connected an Alpha keyboard to your phone and want to make a call by entering a name
The Alpha keyboard is a convenient way to find a phone book entry All you have to do is enter the first
letter with the Alpha keyboard Dialling by name is automatically activated
The surname and first name have to be separated by a space, for example "no s" for Noble Stephen Ask
your system administrator whether you should start with the surname or the first name
Dialling from the Call List
You want to call someone who has previously tried to reach you
Your phone has automatically stored the person's phone number in the call list You can now call the
person back using the call list
The call list contains a maximum of 10 entries
Enter the first letter
The phone searches for matching names.
Note The search function is not affected by (upper/lower) case or umlauts (ä, ü,
etc )
If the phone was unable to find a matching name, the display will show "List
empty"
You may have to enter another letter before the name you want or a list of
names is displayed
Use the Scroll keys on the Alpha keyboard to scroll through the names until
the display shows the name you want
To call the person whose name is displayed: Pick up the handset
The person is called.
– or –
Press the ENTER key on the Alpha keyboard
The person is called in handsfree mode.
Press the Info key repeatedly until the display shows "Call list"
Note "Call list" is available only if there are entries in the call list
Call list Press the "Call list" Foxkey
v VTo scroll through entries: Press the "v" or "V" Foxkey
To call the person whose name is displayed: Pick up the handset
Once the call has been successfully connected the entry is deleted from the call list.
☛
☛

Using Supplementary Features for More Efficiency
18 20321618en_ba_a0
Dialling from the 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 call
the person back using the list of answered calls
The list of answered calls contains a maximum of 10 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 "List of answered
calls"
List of answered calls Press the "List of answered calls" Foxkey
v VTo scroll through the list of answered calls: Press the "v" or "V" 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 suc-
cession
The key's second allocated function is shown on the display.
To call the person displayed: Pick up the handset
The person is called.
MENU

Using Supplementary Features for More Efficiency
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Request Callback
You want to talk to a certain person The person is busy or does not answer You can make callback re-
quests 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 par-
ty'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 or reject the call
Situation You called someone and hear the busy tone or idle tone
Callback To activate a callback request: Press the "Callback" Foxkey
The display shows "Done".
Put the handset on-hook
The display shows "Call expected ..." and "Cancel".
Note You can have 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
Cancel Cancelling the callback request: Press the "Cancel" Foxkey
Answer To answer 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 –
Reject To reject the call: Press the "Reject" Foxkey
You remain connected with your original call partner. The call-waiting party hears the
busy tone.
– or –
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.

Using Supplementary Features for More Efficiency
20 20321618en_ba_a0
Intruding 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
Initiating an Announcement
You want to address internal subscribers directly via their loudspeaker, if available, without waiting for a
reply (like an an intercom system)
You can initiate an announcement to the selected subscribers, provided your system administrator has
enabled your phone accordingly
Receiving an Announcement
After an attention tone you will be addressed via your loudspeaker
You can listen to the announcement or stop it
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.
To continue the announcemnt as a phone call: Pick up the handset
You are now connected to the person who initiated the announcement.
Note All the other recipients of the announcement are excluded
– or –
To stop the announcement: Press the END key
☛
MENU
END