BT Quantum 8568 User manual

Contents
WELCOME ....................................................................................................................1
USING THIS DOCUMENT ......................................................................................................1
BT CONTACT DETAILS ........................................................................................................1
ABOUT YOUR BT QUANTUM TELEPHONES........................................................................2
BT QUANTUM SYSTEMPHONES .............................................................................................2
BT 8568 Digital Systemphone ......................................................................................2
BT 8528 Digital Systemphone ......................................................................................5
BT 5330 IP Systemphone.............................................................................................6
BT 5320 IP Systemphone.............................................................................................8
Comfort and Safety Tips ..............................................................................................8
Headset Instructions ...................................................................................................9
OTHER SUPPORTED TELEPHONES......................................................................................... 10
Q DECT Telephone ................................................................................................... 10
Q Telephone ........................................................................................................... 11
CALL BASICS............................................................................................................... 12
ANSWERING CALLS ......................................................................................................... 12
Key light indications for Incoming Calls......................................................................... 12
Using Auto Answer for internal calls ............................................................................. 12
MAKING CALLS..............................................................................................................13
Making an External Call ............................................................................................. 13
Withholding your number when making an external call (CLIR) .........................................13
Making an Internal Call.............................................................................................. 14
Making a Call to an Extension Group............................................................................ 14
PLACING A CALL ON HOLD ................................................................................................ 14
Recall from Hold ...................................................................................................... 15
TRANSFERRING CALLS...................................................................................................... 15
Transferring a Call to another Extension ....................................................................... 15
Transferring a Call to an External Number ..................................................................... 16
SPEED DIAL ..................................................................................................................16
Adding Numbers to your Personal Speed-dial list............................................................ 16
Accessing the Personal and System Speed-dial lists from a BT 5330 or 5320 systemphone .... 17
Accessing the Personal and System Speed-dial lists from a BT 8568 systemphone................18
Accessing the Personal Speed-dial list from a BT 8528 systemphone ................................. 18
Accessing the Personal and system Speed-dial lists from a Q DECT or standard telephone..... 18
System speed dial on a BT 8528 systemphone............................................................... 18

Adding Numbers to your System Speed-dial list ............................................................. 19
VOICEMAIL ................................................................................................................. 19
ACCESSING VOICEMAIL FROM A BT QUANTUM 8568, 5320 AND 5330 SYSTEMPHONE. ....................... 20
Retrieving messages from Extension and Group voicemail ............................................... 21
Turning the System Voicemail on and off ...................................................................... 21
Retrieving messages from the System Voice mail. ..........................................................22
Forwarding a message from voicemail .......................................................................... 22
Callback options.......................................................................................................22
Automatically calling the sender of a message ...............................................................23
Leave a message ...................................................................................................... 23
Recording your own voicemail greeting ........................................................................23
Replaying the voicemail greeting................................................................................. 23
Monitoring and picking-up callers as they speak to your voicemail..................................... 24
Changing your voicemail password ..............................................................................24
ACCESSING VOICEMAIL FROM A BT 8528 SYSTEMPHONE, Q DECT, Q PHONE OR COMPATIBLE STANDARD
TELEPHONE ..................................................................................................................24
RETRIEVING VOICEMAIL MESSAGES REMOTELY .......................................................................... 27
CALL FEATURES .......................................................................................................... 29
ACCOUNT CODES ...........................................................................................................29
Account Codes – Optional Mode ................................................................................. 29
Account Codes – Mandatory mode .............................................................................. 30
CALL PICK-UP ...............................................................................................................31
Picking up Calls ringing at another extension................................................................. 31
CALL WAITING FROM EXTERNAL CALLS ................................................................................... 32
CONFERENCE CALLS ........................................................................................................ 32
Holding an Internal Conference Call ............................................................................. 32
Holding an External Conference Call ............................................................................33
CONSULTATION CALLS ..................................................................................................... 33
Making an Internal Consultation..................................................................................33
Making an External Consultation ................................................................................. 34
DEFLECTING CALLS ......................................................................................................... 34
Deflecting a call to another extension........................................................................... 35
Deflecting a call to voicemail ......................................................................................35
CALLER DISPLAY SERVICE (CDS) ......................................................................................... 35
DIVERTING CALLS: EXTENSION DIVERT.................................................................................. 36
Diverting all calls from your extension ..........................................................................36
Diverting your calls while you are at another extension (Follow Me).................................... 37

Diverting calls when your extension is busy ................................................................... 37
Diverting calls when your extension does not answer....................................................... 39
DIVERTING CALLS: GROUP DIVERT ...................................................................................... 39
Setting Group Divert.................................................................................................40
Cancelling Group Divert ............................................................................................ 40
Answering a Door Intercom call................................................................................... 41
Opening a Door using Door Open ...............................................................................41
DO NOT DISTURB .......................................................................................................... 41
FORWARD RECALL ..........................................................................................................42
LOGGING IN AND OUT OF GROUPS ....................................................................................... 42
NIGHT SERVICE.............................................................................................................. 43
Turning Night Service On...........................................................................................43
Turning Night Service Off .......................................................................................... 43
OPERATOR................................................................................................................... 43
PAGING....................................................................................................................... 44
Making an announcement over a Public Address System ................................................. 44
Making an announcement over the speakers of all systemphones...................................... 44
Making an announcement over the speakers of all systemphones and the PA ...................... 45
Making a call over the speaker of another systemphone................................................... 45
Answering a Voice Call .............................................................................................. 45
PARKING AND RETRIEVING CALLS ......................................................................................... 46
REDIALLING NUMBERS .....................................................................................................46
Redialling last external number dialled ......................................................................... 46
Redialling other saved numbers .................................................................................. 46
REMINDER CALL............................................................................................................. 47
Setting a Reminder Call on your extension .................................................................... 47
Reviewing a Reminder Call ......................................................................................... 47
Cancelling a Reminder Call......................................................................................... 47
RING BACK................................................................................................................... 47
Requesting that a busy extension calls back when free .................................................... 47
Receiving an exchange line as soon as available ............................................................. 48
ROOM MONITOR............................................................................................................ 48
STORING AND REDIALLING RECEIVED CALLS ............................................................................ 49
Examining and redialling stored caller numbers.............................................................. 49
MOBILITY FEATURES.................................................................................................... 50
COMBINING YOUR DESK AND MOBILE TELEPHONES (FMC)........................................................... 50
Sending Calls from the Desk Telephone to Mobile Phone................................................. 50

Retrieving Calls from the mobile telephone ................................................................... 51
Transferring calls from the mobile telephone .................................................................51
Turning mobile ringing on and off manually................................................................... 51
Turning mobile ringing on and off automatically.............................................................51
Weekend service ...................................................................................................... 52
Mobility Features Dialling Codes .................................................................................52
REMOTE TELEWORKER ..................................................................................................... 52
PAIRED EXTENSIONS........................................................................................................ 54
PERSONALISING YOUR BT QUANTUM SYSTEMPHONE ...................................................... 54
ADJUSTING THE VIEWING ANGLE ......................................................................................... 54
CHANGING VOLUME LEVELS............................................................................................... 55
CHANGING THE RING TONE ............................................................................................... 55
Changing Ring Tone on the BT 5330 and BT 5320 IP Systemphones ................................. 55
Changing Ring Tone on the BT 8568 Systemphone ........................................................55
Changing Ring Tone on the BT 8528 Systemphone ........................................................55
To change the ring tone on the BT Q DECT telephone: ................................................... 56
ADJUSTING THE DISPLAY CONTRAST AND BRIGHTNESS ............................................................... 56
Adjusting Contrast and Brightness on the BT 5330 and 5320 IP Systemphones ...................56
Adjusting Contrast and Brightness on the BT 8568 Systemphone......................................56
LISTENING TO BACKGROUND MUSIC ..................................................................................... 57
USING PROGRAMMABLE KEYS............................................................................................. 57
Programmable Keys on BT 5320, BT 5330 and BT 8568 Systemphones............................. 57
Programmable Keys on a BT 8528 Systemphone............................................................ 57
LOCKING YOUR EXTENSION ................................................................................................ 58
Locking your extension .............................................................................................. 58
Unlocking your extension ...........................................................................................58
Making a call from a locked extension .......................................................................... 58
Changing your personal code...................................................................................... 58
RESETTING AN EXTENSION .................................................................................................59
APPENDIX: FEATURE ACCESS CODES.............................................................................. 60

Page 1
Welcome
Using this document
This User Guide is your guide to using the features of the BT Quantum system with a BT
Digital or IP Systemphone, a BT Q DECT Telephone, a BT Q Telephone or a compatible
standard telephone.
For more information about the BT Quantum system refer to the following documents:
• Quick Reference Guides for each of the telephones supported by the BT Quantum
summarize the features and functionality of the BT 8528, BT 8568, BT 5320 and
BT5330 systemphones, BT Q DECT telephone and BT Q Telephones.
• BT Quantum Administration Guide for information on how to administer your BT
Quantum system using the web interface and the programming extension.
• BT Quantum Quick Start Guide for a quick overview of how to get a basic system up
and running.
• BT Quantum Installation Guide for instructions on installing and commissioning the BT
Quantum system.
BT contact details
BT Quantum On-Line Support: http://www.productsupport.bt.com/quantum
BT Quantum Help Desk: 0870 240 8377
BT Fault Reports: 0800 800 154.
For information on obtaining additional systemphones or system options, please call BT
Sales at 0800 800 152.
These numbers are pre-programmed and can be accessed under the Directory key on the
systemphones.

Page 2
About your BT Quantum telephones
The BT Quantum communications system supports four different types of systemphone.
• BT 8568 and BT 8528 Digital Systemphones.
• BT 5330 and BT 5320 IP Systemphones. These can be used as both internal extensions
and as remote teleworker extensions.
In addition, BT Quantum also supports the following phones.
• BT Q DECT telephone: up to 4 can be supported on your system.
• BT Q Telephone.
The following section gives a short description of each of these telephones.
You can also use a softphone with your BT Quantum system. This is a software program
that allows you to have an extension connected over the Internet using a PC. This is
documented in the BT Quantum Unified Communication (UC) package.
BT Quantum Systemphones
Systemphones provide enhanced functionality over standard analogue or DECT telephones.
They offer increased comfort and larger, easy to use menu driven displays. BT Quantum
supports four different types of systemphone.
BT 8568 Digital Systemphone
The BT 8568 Digital Systemphone is equipped with a six-line display. It has a hearing aid-
compatible handset, a message indicator lamp, an internal speaker and microphone
providing on-hook dialling, and five types of keys: feature keys, dial pad keys, navigation
keys, menu keys and programmable keys.

Page 3
Handset: The handset is hearing aid compatible (HAC).
Navigation Keys: The two top keys on the lower half of the telephone are pre-programmed
as Navigation Keys. Use these keys to page through display screens.
Menu Keys: Use these keys to view and select feature options.
Display: Viewing area for using features and identifying callers.
Ring/Message Indicator: Flashes to show call, message and feature activity.
Rapid flashing An incoming call or the phone is in Auto Answer mode
On On a call or using a feature.
Off Telephone is idle.

Page 4
Feature Keys for the BT 8568 and 8528 systemphones: Provide quick access to commonly
used features.
Key Feature
Up
Down
Volume control for the ringer, handset, and speaker.
Adjust ringer volume while telephone is ringing.
Adjust handset or speaker volume while using handset or speaker.
Hands-free Activates Hands-free mode (speakerphone).
Mute Press to temporarily turn off microphone during a call.
Directory Activates the Personal and System Directories.
Programme
Cancel
Programmes features when telephone is Idle.
Cancel key when handset lifted.
Left/backspace when entering dial pad text.
Redial Calls the last external number dialled. Cannot redial internal
numbers.
Hold Places the current external call on hold. Cannot put internal calls
on hold.
Transfer Transfers the current call.
Message
Connects to voice mailbox and lights to indicate message
waiting.
Dial pad: Use the dial pad keys to dial telephone numbers, enter feature codes, and enter
characters when using features that require text input.
Programmable Keys: Fourteen of the sixteen keys on the lower half of the telephone are
programmable. (The top two of the sixteen are Navigation Keys. See above.) In default the
fourteen programmable keys are programmed as lines 1 to 14. All fourteen programmable
keys can be programmed with features. See Using Programmable keys on Page 57.
External Speaker: Provides audio for hands-free calls and background music.

Page 5
BT 8528 Digital Systemphone
The BT 8528 Digital Systemphone includes the same features and functionality as the BT
8568, with the following exceptions:
• It is equipped with a two-line display.
• The Transfer Key is used as a recall key for transferring calls, setting conference
calls and activating features while on a call.
• In order to access systemphone features you must use the BT Quantum Feature Access
Codes. For more information see Feature Access Codes on page 60.

Page 6
BT 5330 IP Systemphone
The BT 5330 IP Systemphone is a full-featured, IP telephone that provides voice
communication over an IP network.
The BT 5330 systemphone has a large backlit liquid crystal display, programmable keys, on-
hook dialling, and a Ring/Message indicator.
Handset: The handset is hearing aid compatible (HAC).
Menu Keys: Use these keys to view and select feature options.
Display: Viewing area for using features and identifying callers.
Ring/Message Indicator: Flashes to show call, message and feature activity.
Rapid flashing An incoming call or the phone is in Auto Answer mode
On On a call or using a feature.
Off Telephone is idle.

Page 7
Feature Keys for the BT 5320 and 5330 systemphones: Provide quick access to commonly
used features.
Key Feature
Up
Down
Volume control for the ringer, handset, and speaker.
Adjust ringer volume while telephone is ringing.
Adjust handset or speaker volume while using handset or speaker.
Hands-free Activates Hands-free mode (speakerphone).
Mute Press to temporarily turn off microphone during a call.
Phone adjust Adjusts contrast and brightness.
Programme /
Cancel
Programmes features when telephone is Idle.
Cancel key when handset lifted.
Left/backspace when entering dial pad text.
Redial Calls the last external number dialled. Cannot redial internal
numbers.
Hold Places the current external call on hold. Cannot put internal calls
on hold.
Transfer Transfers the current call.
Message
Connects to voice mailbox and lights to indicate message
waiting.
Dial pad: Use to dial telephone numbers, enter feature codes, and enter characters when
using features that require text input.
Page Navigation Keys: Use to page through Display screens.
Programmable Keys: There are 15 programmable keys on three pages, five keys per page.
Use the Page Navigation keys to scroll through the three pages. All keys are pre-
programmed as Line keys. They can be re-programmed as features. See Using
Programmable Keys on Page 57.
Previous / Next keys: These keys allow you to scroll up and down through the features on
the top half of the display.
External Speaker: Provides audio for Hands-free calls and background music.

Page 8
BT 5320 IP Systemphone
Similar to the BT 5330, the BT 5320 IP Systemphone is a full-featured, IP telephone that
provides voice communication over an IP network.
The BT 5320 systemphone has a large liquid crystal display, on-hook dialling, a
Ring/Message indicator and a hearing aid compatible handset (HAC).
The BT 5320 systemphone has 10 programmable keys on two pages, five keys per page.
Use the Page Navigation keys to scroll through the pages. All keys are pre-programmed as
Line keys. They can be re-programmed as features. See Using Programmable keys on Page
57.
Comfort and Safety Tips
Observe the following comfort and safety tips when using your systemphone:
Do not cradle the handset. Prolonged use of the handset can lead to neck, shoulder, or
back discomfort, especially if you cradle the handset between your neck and shoulder. If you
frequently use the telephone, you might find a headset more comfortable.
Adjust the viewing angle: The built-in stand tilts to give you a better view of the keys. See
“Adjusting the Viewing Angle” on page 54.

Page 9
Protect your hearing. Because prolonged exposure to loud sounds can contribute to
hearing loss, keep the volume at a moderate level. You can adjust the volume levels of the
handset receiver or headset. See “Changing Volume Levels” on page 55.
Headset Instructions
Your systemphone is designed to work with a headset that has a 4-pin, RJ-type connector.
Only specific headsets are hearing aid compatible (HAC).
Connecting and activating the headset on the BT 5330 and 5320 systemphones
• Insert the headset jack into the headset port located on the back of the telephone.
• After a few seconds, Turn Headset on appears on the display.
• Select Turn headset on to activate the headset.
• Turn Headset off now appears on the display to allow you to turn the headset off.
Note: Removing the headset from the headset Jack automatically turns the headset off.
Connecting and activating the headset on the BT 8568 systemphone
• Insert the headset jack into the headset port located on the back of the telephone.
• Press the ⊗key and select the option Turn headset on.
• The phone returns to the Idle menu with Turn Headset off on the display.
Note: Removing the headset from the headset jack does not exit headset mode. To disable
the headset press ⊗and select Turn headset off.
Connecting and activating the headset on the BT 8528 systemphone
• Insert the headset jack into the headset port located on the back of the telephone.
• Dial code 707 to turn the headset on and off.
Making an internal or external call when using a headset
Press the Hands-free key and dial your calls in the normal way.
Ending a call when using headset
Press the Hands-free key .
Answering a call when using a headset
Select Answer the Call on the display, or press the Hands-free key .

Page 10
Other supported telephones
In addition to systemphones, BT Quantum supports the Q DECT and the Q Telephone.
These phones do not provide the same level of features as systemphones. However
entering a feature code can access certain features. See the codes on Page 60.
Q DECT Telephone
Display: Viewing area for using features and identifying callers.
Battery charge status: Dark fill indicates charge level. Icon flashes red when almost empty.
Display Keys: Vary their function. Bottom line of display shows current function.
Control Key: Opens the main menu. Use to scroll: press outer ring of key to navigate
right/left, up/down.

Page 11
Feature Keys: Provide quick access to commonly used features.
Key Feature
End Call
On/Off
End call. Cancel. Go back one menu level (press briefly).
Go back to idle status (press and hold).
Activate/deactivate handset (press and hold in idle status).
# Hash Dialpad lock On/Off (press and hold in idle status).
Toggles between upper/lower case and digits.
Mute Press to temporarily turn off microphone during a call.
R Recall Used with Feature Codes. (See Feature Code table on Page 60)
¾Star Ringtone On/Off (press and hold) with open connection.
Call Answer call. Start dialling. Open Redial List. Flashes to indicate
incoming call.
Hands-free Press to activate Hands-free mode (speakerphone).
Q Telephone
The BT Quantum also supports the BT Q Phone shown below.
The BT Q Phone supports basic call handling, programmable keys (speed dial, feature codes
etc.), on-hook dialling, and caller display.
The BT Quantum is compatible with other standard telephones. Refer to your telephone
user guide for information on how to use your specific telephone.

Page 12
Call Basics
The following procedures describe how to answer and place internal and external calls, and
how to use related features. The procedure you use will vary depending on the features
available on the telephone you are using. For example, only a systemphone will allow you to
select a command from the display.
Answering Calls
When your telephone rings you will be presented with the incoming number if available. On
systemphones and the BT Q Telephone you will also be presented with a name if available
(BT Q DECT does not display names which are stored on the BT Quantum System).
You can do one of the following to answer the call:
• Select Answer the call on the display.
• Lift the handset.
• Press the Hands-free key .
Key light indications for Incoming Calls
The systemphone Line keys are equipped with lights that indicate the status of the lines.
The BT 5330 and BT 5320 systemphones are equipped with dual coloured lights. A green
light indicates the Line you are using or if multiple calls are ringing your phone the green
flashing light indicates the first call presented to your telephone. This is the line that will be
answered by pressing Answer the call or by going off hook. The line lights flashing red
indicate the other incoming calls. You may answer any of the lines by pressing the
associated line key.
The BT 8562 and 8525 systemphones lights are red only. A flashing light indicates an
incoming call. When multiple calls are ringing your telephone the flashing keys indicate the
lines the calls are on.
Using Auto Answer for internal calls
You can programme your systemphone to work in Auto Answer mode. In this mode the
Ring / Message indicator light flashes, and when you receive an internal call you hear a burst
of tone and the call is connected automatically. You can speak to the caller without
touching the systemphone.
Note: Incoming external calls override the Auto Answer mode and ring the telephone.
To turn Auto Answer on/off on a systemphone:
• Press the ⊗key.

Page 13
• Select Auto Answer.
• Select the required option: Set Auto Answer or Cancel Auto Ans to set or cancel the
automatic answer mode.
Making Calls
Making an External Call
• Lift the handset, or use the Hands-free key if available, and select a free line in one of
the following ways:
• Dial 9to select a line from Line Group 1.
• Dial 760 - 769 to select a line from Line Groups 2 to 11 respectively.
• Press Line key 1 for line 1, Line key 2 for line 2, and so on. This only applies if the
Programmable Keys are programmed as line keys (this is the default setting).
• Dial the external telephone number.
On a systemphone if you do not lift the handset then you may enter digits in pre-dial mode.
Digits will not be sent for processing until you lift the handset, press the Hands-free key, or
select Dial from the display. If you enter an incorrect number you can press the ⊗key to
delete digits and re-enter the correct number.
• If you are entering an external number in pre-dial mode you must enter a line
access code 9 or 760 - 769 before entering the external number.
Withholding your number when making an external call (CLIR)
You can withhold your number so that it is not shown on the telephone you are calling in
one of the following ways:
From a BT 5320, 5330 or 8568 systemphone select Set CLIR from the idle menu.
• Enter the external number. (Do not enter a line access code 9 or 760 – 769).
• When you have entered all the digits press Send to line.
• A free line will be selected automatically and the number will be dialled.
From a BT 5320, 5330, 8568 or 8528 systemphone select a line and dial 141 followed by
the external number.
From all phone types, dial 9or 760-769, and dial 141 followed by the external number.
From BT 8562 systemphone a Q phone, Q DECT telephone, or a standard telephone dial
724 the external number and #. (You do not enter a line access code 9, 760 - 769 when
dialling the number). A free line is automatically selected and the number dialled.

Page 14
Note: Extensions can be programmed so that the telephone number is automatically
withheld on all external calls. See the Administration manual for the programming
instructions.
Making an Internal Call
You can make an internal call in one of the following ways:
• Enter the extension number (201 – 248) and select Dial.
• Lift the handset, or use the Hands-free key if available, and dial the extension number
(201 – 248).
• Select Internal call on the display, and select the desired extension from the list.
The display will show the extension number, or the extension name if available. Refer to the
Administration manual for instructions on programming extension names.
Making a Call to an Extension Group
Your BT Quantum system may be programmed with up to 20 Extension Groups. You can
call a group in one of the following ways:
• Dial the group number (180 - 199) and select Dial. (180 = group 1, 181 = group 2 etc.
199 = group 20)
• Lift the handset and dial the extension group number (180 - 199).
• Select Internal Call on the display and select Group from the list. Then select the
desired group from the group list.
Placing a Call on Hold
You can place an external call on hold in the system. To place an external call on hold:
• On a systemphone, while on the call, select System hold on the display or press the
hold key.
• The light associated with the Line key flashes to indicate the call is on hold.
• On a BT 8528 or BT 8568 systemphone the light flashes red.
• On a BT 5320 or BT 5330 systemphone the light flashes green.
On a Q phone, Q DECT telephone, or a standard telephone press Recall (R) and hang up.
To retrieve the call that is on hold:
• On the systemphone that placed the call on hold select Return to line on the display or
press the Line key associated with the call.