Gigaset T300PRO User manual

T500PRO
T300PRO -
Gigaset C300-C300A / BRD / A31008-M2203-B101-1-19 / Cover_front.fm / 01.12.2010
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Gigaset C300-C300A / BRD / A31008-M2203-B101-1-19 / Cover_front.fm / 01.12.2010
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Contents
Gigaset T300 PRO / Gigaset T500 PRO / Master EN / A31008-M2212-R101-1x-7619 / userIVZ.fm / 01.12.2010
Version 2, 27.05.2010
Contents
Gigaset T300 PRO / Gigaset T500 PRO – Overview . . . . . . . . . . . . . . . . . . . 4
The user interface . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5
General . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5
UI elements and symbols . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5
Logging on to the system . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 6
The menu bar for the main window . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7
Operating Gigaset T300 PRO / Gigaset T500 PRO . . . . . . . . . . . . . . . . . . . . 8
Making calls with the call manager . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 8
Redirecting calls . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 19
Using call lists . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 20
Using the addressbook . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 20
Managing the voicemail box . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 23
Assigning function keys . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 24
Holding conferences . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 29
Managing fax lists . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 32
Preferences . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 32
Add-ons . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 39
Gigaset pro Click2Dial for Mozilla Firefox . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 39
Gigaset pro WinClient/Gigaset pro Fax . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 41
AppleScript plugin for MacOS . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 44
Appendix . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 45
Key combinations on the phone . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 45
Supported Internet browsers . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 46
Service (Customer Care) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 47
Questions and answers . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 47
Authorisation . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 47
Protecting our environment . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 47
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Gigaset T300 PRO / Gigaset T500 PRO – Overview
The Gigaset T300 PRO and Gigaset T500 PRO PABXs offer numerous features for operating
and configuring your phones.
This user guide describes the functions of the GUI for both devices. A description of how
to configure and manage the PABX can be found in the administration guide.
For more information about your PABX, visit:
www.gigaset.com/pro
Information on ... ... is located here.
Important UI elements, logging on to the system Page 5
Making calls with the call manager
Use the call manager on your PC to make calls. Dial numbers directly
from your phone list, your call lists or via the redial function. Simply
initiate inquiry calls and conferences using the user interface.
Page 8
Using the addressbook
Create and manage an addressbook.
Page 20
Managing the voicemail box
Listen to your voicemails and manage these messages in your voice-
mail box.
Page 23
Assigning function keys
Make assignments to the function keys for a virtual telephone and
transfer this key assignment to your phones too. Making and transfer-
ring a call is very easy via the function keys.
Page 24
Holding conferences
Hold conference calls. Plan conferences with personalised e-mail invi-
tations and steer the conference proceedings.
Page 29
Editing settings
Change your core data, the settings for redirect, phones, voicemails
and group assignment.
Page 32
U
U
U
U
U
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The user interface
General
The Gigaset T300 PRO / Gigaset T500 PRO user interface comprises three levels:
uMain window with the menu bar
uCall manager for telephone control
uIndividual function windows
Apart from that, there are separate windows for help topics that are opened with A.
These information pages are not a component of the user interface, but form their own
website, i.e., they are only available, once your computer is connected to the Internet.
The help pages expand with the development of the software and the information is
often more up-to-date than that found in the user guide. In addition to the content
of each help page, there is an index page containing search function. These can be found
by clicking on the heading Online Help or by visiting http://doku.pro.gigaset.com.
UI elements and symbols
ATo call up help topics
BTo make a call from a list
CTo listen to voicemails
HTo edit
ITo remove entries
JTo listen to announcements
FTo call up additional functions
KL To open/close sub-menus
MFunction/Property enabled
NFunction/Property not fully enabled
OTo select addressbook entries
PTo select a user symbol/user entry
dGroup symbol
nTo open a fax message
QTo close a window
bUser settings
EN Page 2/7 FG To scroll forward/back in lists
To sort list view
Last Name
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Logging on to the system
The login data (login ID and password) and server address are sent automatically to the
user via e-mail, as soon as the user account has been set up.
¤Open your Internet browser (we recommend Mozilla Firefox or Internet Explorer from
Version 6).
¤Enter the IP address of the device in the browser's address field
(e.g. http://192.168.200.20). If necessary, consult your network administrator.
The login dialogue opens. You can add this address to your browser's Favourites/
Bookmarks.
¤Enter your login ID and password.
By activating Auto login, you will be automatically logged in when you call up the user
interface, unless you open the user interface simultaneously in another browser or log
off using Logout.
Once you have logged in successfully, the Gigaset T300 PRO / Gigaset T500 PRO user
interface opens.
Important
To operate your device via an Internet browser, the browser must accept cookies and
JavaScript must be enabled. The basic browser settings usually satisfy these require-
ments.
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The menu bar for the main window
The menu bar provides access to the key functions for Gigaset T300 PRO / Gigaset
T500 PRO. The bar has a "ribbed" contact point on the top left. If you move the mouse
to this position, the menu can be moved by pressing and holding the left mouse key.
The links to all function windows are also highlighted in the text menu (opened by click-
ing on the triangle on the right end of the menu bar).
Call To open the call manager (Page 8)
Redirect To define a direct redirection for own numbers (Page 33)
Call Lists To show incoming, outgoing and missed calls (Page 20)
Addressbook To show and edit contacts (Page 20)
Voicemail To access saved voicemails (Page 23)
Keys To directly establish a call and display the status of other users
(Page 24)
Conference To plan and configure moderated conferences (Page 29)
Fax Lists To view and download fax messages as PDF files (Page 32)
Preferences User preferences (Alternatively, you can access these via the bbutton
on the left of the menu bar.) (Page 32)
Logout To log off from the user interface
Please note
The display of menu items and function windows depends on your user rights. This is
why your menu bar may not have all the buttons shown here.
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Operating Gigaset T300 PRO / Gigaset T500 PRO
The individual functions of the user interface each have their own window.
¤Click on a button in the menu bar to open the corresponding function window.
You can have several windows open at the same time. You can change the position to suit
your needs by clicking and holding the left mouse key on the upper edge of each window.
The function windows are described in the following section in more detail.
Making calls with the call manager
The call manager is the key element of the user interface for controlling calls. It is not a
telephone in its own right, but it controls calls via the phone, phone software or phone
plugin (£Page 37). The call manager opens automatically in the event of both an incom-
ing and outgoing call.
Regardless of whether you receive a call or make a call from the call lists (£Page 20), the
addressbook (£Page 20) or the function keys (£Page 24): the call manager provides
almost all functions you require during a call.
uDisplaying call participants
uTransferring to phone numbers or voicemail boxes
uInitiating blind call transfers
uInitiating a consultation call
uPutting calls on "hold"
uSwapping between several calls
uInitiating spontaneous phone conferences
Important
You must enable pop-ups for the Gigaset T300 PRO / Gigaset T500 PRO user interface
in your browser, so that the call manager can open automatically.
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Initiating a call
There are many ways to set up a call via the user interface. This section explains how calls
are set up directly in the call manager.
¤Click on Vin the menu bar to open the call manager.
¤If you have multiple phones, select the device you wish to use for the call from the
drop-down list on the right.
By default, the phone that you have specified as the primary phone under preferences
is used (Phones £Page 33).
Entering a phone number
The phone number you wish to call can be entered in a variety of ways:
§§1§§ By placing the mouse pointer on Dial. This opens the keypad, which is operated via the
mouse.
§§2§§ Via the number keys on your computer keyboard.
§§3§§ By manually typing in the target number in the Call Number / Name field.
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§§4§§ By inputting parts of a user or group name.
Autocomplete finds matching users and groups and lists them. You can then select the
relevant entry with a left-click or by navigating using the arrow keys and then pressing
the enter key.
§§5§§ By placing the mouse pointer on Redial, a list opens containing the numbers and
names dialled most recently. Start the dialling process by left-clicking on an entry.
¤Click on win the Call Number / Name input field, to delete the current entry.
Starting the dialling process
¤Click on BCall or press the enter key to start the dialling process. The dialling process
starts automatically with option §§5§§.
Call task
A call module called call task opens at the start of the dialling process. Each call task rep-
resents a single call connection. The zicon denotes an outgoing call.
If the call is incoming, the status of the call task changes. The call task is now active and
you can converse on the phone.
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Using the active call task, you can initiate inquiry calls and conferences (see Holding a
call, blind transfer and inquiry call £Page 14 and Initiating spontaneous confer-
ence calls £Page 17).
¤Click on or replace the phone receiver to end the call. The call manager
closes automatically.
Redial when busy
If the line for the dialled number is busy, you can start an automatic redial function.
¤Select the Redial button.
This dials the number you wish to reach at regular intervals of a few seconds until the line
is free or you end the redial function via .
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Receiving incoming calls
With incoming calls, the call manager opens a call module, or call task. Each call task rep-
resents a single call connection. The yicon denotes an incoming connection.
Accepting a call
¤Select .
Prerequisite: The phone plugin is activated (this icon is greyed out if the phone plugin
is inactive).
Or
¤Pick up the phone receiver.
If you accept the call, the call task's status changes to Active Call.
The call is now active and you can converse on the phone. Using the active call, you can
initiate inquiry calls and conferences (see Holding a call, blind transfer and inquiry call
£Page 14 and Initiating spontaneous conference calls £Page 17).
Ending a call
¤Click on or replace the phone receiver to end the call. The call manager
closes automatically.
Please note
For several phone models, it is necessary to replace the receiver to end the phone call.
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Forwarding a call
If you do not wish to accept an incoming call yourself, you can forward the call directly to
a different phone number.
¤Move the mouse pointer to Forward.
The phone number input screen opens with a list of contacts. This list shows all function
keys and their status, if the function keys have already been configured (see Assigning
function keys £Page 24).
¤Click on an entry in the list to forward the call immediately.
Or
¤Enter a phone number in the text field.
¤Click on Ok or confirm by pressing the enter key. The call manager closes automati-
cally.
Forwarding a call to a voicemail box
An incoming call can also be redirected straight to the voicemail box.
¤Move the mouse pointer to Voicemail. A list of assigned voicemail boxes opens.
¤Click on an entry in the list to redirect the call to the selected voicemail box. The call
manager closes automatically.
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Using functions when making a telephone call
If you accept the call, the call task's status changes to Active Call. Apart from the standard
phone conversation, there are several options as to how the call can be managed. These
options will be discussed in the following chapters.
Holding a call, blind transfer and inquiry call
Move the mouse pointer to Hold for these options.
The list of names and availability display corresponds with the assignment of function
keys (see Assigning function keys £Page 24).
Holding calls
¤Click on Hold Call to briefly interrupt the call and put the call participant on hold.
The participant hears the music on hold.
¤Click on to continue the call.
Blind transfer
¤If you wish to forward the caller directly to a contact in the list, click on the required
name and use BT to make a blind transfer.
The call task will close and the call is ended from your perspective. If the blind transfer is
not answered within 20 seconds, the caller will be reconnected with you!
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Transfer after inquiry call
A standard transfer (i.e., not a blind transfer) presupposes an inquiry call to an internal or
external phone number.
¤Enter the phone number manually into the number field and confirm with Ok.
Or
¤Click on a contact on the list.
Starting the inquiry call puts the active call on hold. This participant is now in an on-hold
loop.
¤Click on Transfer, to transfer the held call to the inquiry call participant. The corre-
sponding call tasks close and your own line is free again.
¤To end an inquiry call without transfer and return to the call on hold, click on
in the inquiry call task and replace the receiver.
¤Click on to return to the caller on hold.
Please note
With several phone models, the receiver has to be replaced and then picked up again.
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Initiating a spontaneous conference from an inquiry call
You can create a conference call from the inquiry call and held call instead of just transfer-
ring.
¤In the inquiry call task, click on Conference and on In Conference with {0}. held call..
{0} represents the number of held calls. Both calls are merged immediately to form a
conference call.
If you wish to involve additional participants in the conference, more the mouse to
Conference and proceed as described in the Initiating spontaneous conference calls
section.
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Initiating spontaneous conference calls
You can also initiate a spontaneous conference call from a single active or held call.
¤Move the mouse pointer to Conference. An input field opens.
¤Enter the number of the new conference participant and confirm with Ok.
If you have already assigned contacts to the function keys (see Assigning function keys
£Page 24), you can enter parts of a contact's name in the field. The field has an auto-
complete feature and searches for matching contact names while you type. In addition,
you will see the assignment of function key below the input field.
¤Click on a list entry to call a participant.
An additional Request for Conference call task opens conference and the call currently
underway is put on hold.
The call in the first call task is now in an on-hold loop. The conference request receives its
own call task.
¤Click on Conference in the Request for Conference call task for an overview of the
conference participants and the held call.
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You can remove individual participants from the conference via twithout ending the
conference.
To add additional people to the conference, simply repeat the steps described above.
Please note
The person who started the conference can leave the conference as described below:
uEnd conference with or
ureplace the receiver. The conference continues for the other participants.
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Redirecting calls
Redirect forward calls to a different phone number or a voicemail box.
¤Click on Redirect in the menu bar (Page 7).
The Redirect function window opens displaying all phone numbers assigned to the reg-
istered user. In the individual tabs, you can activate redirect for the following situations:
uAlways
uBusy
uTimeout – if the call is not accepted after a specified number of seconds.
In the example shown of redirect with timeout, the internal number 10 is redirected to
Voicemail box 10 and the phone number 20136 redirected to the external number
780942.
The dicon denotes the phone number for a group. Redirecting to this number affects all
group members. The group can only be reached via redirect (in the example above via the
target number).
Group phone numbers can (with the exception of target numbers) only be redirected to
the voicemail boxes of the respective group and not to the voicemail box(es) of the users.
Conversely: Phone number of users can only be redirected to voicemail boxes for users
and not to the voicemail box(es) for a group.
Important
If the line uses an access code, this must be inserted before the external target
number. If you do not know what the access code is – usually 0 –, speak to your admin-
istrator.
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Using call lists
Call lists show the phone numbers and times of incoming, outgoing, accepted and missed
calls.
¤Click on Call Lists in the menu bar (Page 7).
The first column shows the phone number of the person making the call (for Incoming
and Missed calls) and vthe person being called (for Outgoing calls). The second column
shows the called number followed by the phone number of the caller after the colon.
If the caller or person being called is saved in the addressbook or the user list, the name
from the addressbook/user list is displayed instead of the number.
¤Click on a column heading to sort the call list. The lists are sorted according to date and
time by default.
The meaning of the icons:
BEstablishes a connection to the corresponding number.
CSaves a message that is available on the voicemail box or plays it via the com-
puter's sound player.
dIndicates calls for a group.
IRemoves the call from the list.
Using the addressbook
The addressbook provides access to important or frequently used phone numbers and a
detailed view of each entry.
¤Click on Addressbook in the menu bar (Page 7).
The contacts can be called directly from the addressbook:
¤Click on Bto open the list of your phones. Click on the required device to make the
call.
In the Directory selection field in the top left, you can switch between several directories.
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