Gigaset T640 PRO User manual

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T640 PRO - T440 PRO
User Guide

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Content
Content
Introduction . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2
Registering on the PBX . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .2
User interface . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .2
Personal profile . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .4
User groups . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .5
User menu – Overview . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .6
Phone functions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7
Home – start screen of the user interface . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .7
Making a call . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .8
Phone settings . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .8
Call list . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .9
Voicemail . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 10
Contacts . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 11
Finding a contact and dialling their number . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 11
Adding a new contact / Editing a contact . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 12
Exporting / Importing contacts . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 13
Call lists . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 15
Other phone functions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 16
Call forwarding . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 16
Parallel call . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 18
Fax . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 18
Monitor . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 19
Wake-up call . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 20
Service attributes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 20
Allocating keys . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 21
Ringtones . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 22
Conference calls . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 23
Appendix . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 24
Key combinations for PBX functions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 24
Index . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 27

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Introduction
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Introduction
The Gigaset T440 PRO / Gigaset T640 PRO PBXs offer extensive options for operating and config-
uring your phones.
This User Guide describes the user functions.
Registering on the PBX
For you to use the functions of the PBX, your phone must be registered on the PBX with the
extension assigned to you by the administrator.
To register
¤On the phone, press <extension> Press the handsfree key . . . You will be
asked to enter your PIN Enter the PIN Confirm with
Following successful registration, the extension number and your name (abbreviated if neces-
sary) will appear in the phone’s display.
Example: Extension = 103, PIN = 12345
¤. . . Request from PBX . . .
To de-register the phone from the PBX
¤On the phone, press the keys.
User interface
Your Gigaset T440 PRO / Gigaset T640 PRO comes with a Web user interface and can be config-
ured using a browser on any computer in your local network. Via the interface you can make
calls, make settings for your phone, access the call list, voicemails, the personal phone book of
the extension and the company phone book.
Information about PBX administration functions can be found in the Administrator
Guide.
You can obtain the extension number and PIN from the administrator. The PIN is the
same as your password for logging on to the user interface ( page 3)
If you register your extension on another phone, the first phone will automatically be
de-registered.
Access to functions of the user interface can be restricted by the administrator by
assigning rights to specific users or user groups. Therefore you may find that not all
functions described in this guide are available to you.

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Introduction
Logging on
To log on to the user interface, you need the IP address of the PBX and a user name with pass-
word.
¤Open a standard Web browser on your computer.
¤In the address field enter the IP address of the device, e.g. http://192.168.0.50 . . . The
Login screen is displayed.
¤Enter the user name (Username) and corresponding PIN Click Login . . . The user interface
start screen (Home)opens ( page 7).
Logging off
To log off from the user interface: Select Profile Logout
User interface elements
The user name and password (PIN) are linked to the extension. If you use more than
one phone (e.g. a desktop phone and a DECT handset), you will have more than one
extension and a separate user name for each one. You make settings for each of your
phones via the user name of the respective extension. Data that you use for all of
them, e.g. your personal phone book, can be synchronised via an import/export func-
tion.
To change the password: Personal profile, page 4.
Switches: Enable/disable a function
In lists: Add entry Edit entry Delete entry
Help: Download the available documentation in PDF format
Get help on the current screen
ON OFF

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Introduction
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Filtering lists
Details of callers and contacts are provided in lists. To reduce the number of listed entries or to
search for specific entries, you can filter these lists.
Alphabetical filter
Lists which can be filtered by letters of the alphabet have
an alphabet bar above them.
¤Click on a letter in the alphabet bar.
Only entries beginning with the selected letter are shown. Which field(s) are used for filtering
depends on the list.
For example, the user list is filtered by last name only, while the contact list is filtered by last
name and first name. Clicking on Ain the user list shows all users whose last name begins
with A, while clicking on A in the contact list shows all contacts whose first or last name
begins with A.
Name or number filter
Depending on the type of list, different search fields are available to
search for specific individual or multiple entries, e.g. Name or Num-
ber in a contact list or MAC address or IP address in the phone list.
¤Enter one or more letters/numbers in a search field. Click on . . . Only entries beginning
with the character(s) entered in the search field are still displayed.
Clearing filters
¤Click on . . . The filter is cleared. Click on . . . The list is refreshed so all entries are
shown again.
Personal profile
For each user a personal profile is set up containing the following information:
•First name, Last name and E-mail address according to the user entry
•The Extension that has been assigned to the user
•The language used for the user interface
•Any personal phone numbers
Checking/Adding to your personal data
¤Profile Personal data
To add personal phone numbers
¤Enter the phone numbers in the Mobile and Home fields Save . . . The numbers are added
to your entry in the internal phone book ( page 11).
To add a caller display picture
Formats: PNG, GIF, TIFF, JPG
¤Click on Select a picture from the file system of your computer or network . . . The
file name is shown in the text field Save . . . the picture is downloaded and shown
Deleting the picture: Click on Confirm with OK.

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Introduction
Changing the PIN
¤Profile Change PIN Enter the current PIN Enter the new PIN Repeat the new
PIN Save
Changing the language
¤Profile Change language Select the desired language Save
User groups
The administrator can assign users to different groups according to their tasks:
Call pickup group
Members can pick up calls from the other members of the group (group pickup).
Hunt group
All members can be reached via the same incoming phone number. A Hunt group is given its
own extension. A call to this extension is signalled simultaneously or consecutively on all exten-
sions assigned to the Hunt group.
Queue
Callers to a particular extension are held in a queue and put through to the members of the
group (agents) according to defined rules.
To work as an agent of a queue, you must log on to the queue if you are willing to accept calls.
You log off again when you are no longer available for the queue.
Log on: <Extension>
Log off: <Extension>
Log off from all queues:
<Extension> is the extension number of the queue.
Changing the language also applies to the phone display.
An incoming call for a queue extension number is indicated by the queue name on
the phone display.

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User menu – Overview
¤Open the menu with in the start screen of the Web user interface.
Depending on which rights you have been assigned by the administrator, you may not be able
to use all the functions listed here or you may have access to additional ones.
Contacts Internal page 11
Global page 11
Private page 11
Call Lists All calls page 15
Dialed page 15
Answered page 15
Missed page 15
Call Forwarding Call Forwarding page 16
Parallel call page 16
FAX page 18
Monitor Extensions page 19
Queues page 19
Features Wake up call page 20
User Settings Service attributes page 20
Keys page 21
Ringtones page 22
Contacts import/export page 13

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Phone functions
Phone functions
Via the user interface of the Gigaset T440 PRO / Gigaset T640 PRO, you can access important
functions of your telephone from a computer.
Requirement: Your phone must be registered on the PBX ( page 2).
Home – start screen of the user interface
The name and extension of the user who is currently logged on is displayed below the input field
in the middle block.
All the settings you make via the user interface will also be saved to the phone and vice versa.
Call List Voicemail
MenuHome Help Profile
Susan Black
Do not disturb
Call forward
Hide number
Call waiting
Night answer service
Profile 1
Unknown
P. M e y e r s
J. Brown R. Black
Leonie
Unknown
Unknown

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Making a call
¤Enter the phone number in the input field Click on
or
¤Enter the first character(s) of a name (first name or last
name) contained in one of the contact lists (Internal,
Global oder Private, page 12) in the input field . . .
all contacts that match the input are shown with their
phone numbers Click on the desired number
The number is displayed in a window Click Start call
on phone.
¤Pick up the handset of your phone or press the
handsfree key . . . The call is started.
You can also start calls from within the call list ( page 9), the voicemail list ( page 10) or a
phone book ( page 11).
Phone settings
You can make the following phone settings via the PBX start screen.
Enable/disable a function: Click the ON/OFF button next to the
desired function.
Do not disturb
If this function is enabled, the phone does not ring when a call comes in. The caller hears a mes-
sage that the person they are calling is not available.
Call forward
Requirement: You must set up a default number for call forwarding ( page 16).
All calls to your extension are forwarded to the default number. The set phone number is dis-
played if the function is enabled.
Hide number
Enable this function if you want to call anonymously. Your phone number will not be shown to
the person you are calling. You can make detailed settings for the caller display in the Service
attributes screen ( page 20).
Activating/deactivating default call forwarding directly at the phone:
Activating:
Deactivating:
089179999999
Internal
Private
Susan
01234567890
0987654321
Ben Smith
101
s
ON OFF