Innovaphone IP200 User manual

PURE IP - TELEPHONY
Operating Manual
IP200

Release 8.00, 4th edition, September 2010
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Operating Manual IP Telephone IP200 - 1 -- 1 -
Table of contents
1.About this manual...............................................................................................3
1.1.Overview of the chapters.............................................................................3
1.2.Operating instructions..................................................................................4
1.3.Display.........................................................................................................5
2.Call functions......................................................................................................7
2.1.Setting up two connections..........................................................................7
2.1.1Administering a waiting call...............................................................7
2.1.2Dialling a new number ......................................................................7
2.2.Three-party conference ...............................................................................8
2.3.Hold and retrieve.........................................................................................8
2.4.Call back......................................................................................................9
2.4.1Call back on busy..............................................................................9
2.4.2Call back on no reply ........................................................................9
2.4.3Automatic redialling.........................................................................10
2.5.Announcement function.............................................................................11
2.6.Partner function.........................................................................................12
2.7.Pickup List function....................................................................................12
2.8.Park...........................................................................................................13
2.9.Operating with more than two calls............................................................13
2.9.1Active calls, calls waiting and calls on hold.....................................13
2.9.2The two operating modes ...............................................................14
2.9.3Managing the wait lists....................................................................15
2.9.4Dialling a new number ....................................................................16
2.9.5Terminate........................................................................................16
2.9.6Connecting calls..............................................................................17
2.9.7Overview of the short cuts ..............................................................18
2.10.Function keys ............................................................................................19
2.11.Secure connections...................................................................................19
3.Messaging ........................................................................................................20
3.1.Send messages.........................................................................................20
3.1.1Sending a message using the menu...............................................20
3.1.2Send message using Indirect dialling..............................................20
3.2.Receiving messages..................................................................................21
3.3.Managing messages received...................................................................21
3.4.Managing sent messages..........................................................................22
3.5.Setting the message tone..........................................................................23
3.6.Leaving a message....................................................................................23
3.7.Do not disturb message.............................................................................23
4.Telephone directory..........................................................................................24
5.Alphanumeric characters.................................................................................. 25
6.User Setup menu..............................................................................................26
6.1.Call diversion.............................................................................................26
6.1.1Diversion options ............................................................................26
6.1.2Setting up call diversion..................................................................27
6.2.Do not disturb............................................................................................27
6.3.Call waiting................................................................................................28
6.4.Calling line identification presentation (CLIP)............................................28
7.Phone Setup menu...........................................................................................28
7.1.Headset.....................................................................................................29
7.2.Direct dialling.............................................................................................30
7.3.Lock...........................................................................................................31
7.4.Change PIN...............................................................................................31

Operating Manual IP Telephone IP200 - 2 -- 2 -
7.5.LCD contrast..............................................................................................32
8.User list / multiple registration...........................................................................32
8.1.Register co-users ......................................................................................33
8.2.Unregister or delete co-user......................................................................33
8.3.Switch user................................................................................................33
9.Indirect dialling (Special menu).........................................................................34
10.Administration...................................................................................................35
10.1.Information.................................................................................................35
10.2.IP Settings.................................................................................................35
10.3.Registration ...............................................................................................36
10.4.Reset configuration....................................................................................36

Operating Manual IP Telephone IP200 - 3 -- 3 -
Declaration of conformity
innovaphone AG declares that the telephone IP200 meets all basic requirements of the
1999/5/EC European guideline.
The original declaration of conformity is available in the download area of the
innovaphone Web site at www.innovaphone.com.
1. About this manual
This manual describes how to operate the innovaphone telephone IP200.
Please refer to the innovaphone Wiki at wiki.innovaphone.com if you require information
on configuration and connection of the IP200.
Please check for new versions in the download area on our website at
www.innovaphone.com.
Always comply with the safety instructions!
1.1. Overview of the chapters
This manual provides comprehensive information on the telephone IP200. Besides the
general basic principles of the telephone, it also provides the entire operating
instructions, including instructions for the administrator.
These instructions supplement the brief guide supplied with the telephone. This
telephone-specific brief guide is also available as a printable PDF on the innovaphone
web page.
The easiest way to configure the telephones, particularly the function keys, is via the
telephone’s web interface. You can read more on this in the administration manual for
innovaphone terminals.
Always comply with the safety instructions!

Operating Manual IP Telephone IP200 - 4 -- 4 -
1.2. Operating instructions
This manual describes how to operate and administer the IP200 telephone. See the
overview below for information on which keys to use to operate your innovaphone IP
telephone.
Description Explanation Key
Menu key The Menu key is used to open the main menu or to
save changed form contents in the idle state. During a
connection, it is used to initiate conferences.
Confirmation key Enter key for confirmation of a selection or entry.
Volume Keys for volume control. The volume can only be
adjusted during a connection.
Clearing key The Clearing key is used to terminate a connection. In
the menu, pressing the Clearing key takes you back a
level. In entry mode, the Clearing key deletes the
character to the left.
Delete key Deletes the character to the left.
Consultation key The Consultation key enables use of the "Hold" and
"Hold and retrieve" functions. In the idle state, the
Consultation key is used to call up the list of missed
calls.
Back key Takes you back in the menu without applying the
setting (in idle state). During a connection, the key is
used to terminate a call.
Redial key The Redial key is used to access the list of phone
numbers last dialled. In the menu, the Redial key
confirms the current selection.
Loudspeaker key The Loudspeaker key is used to switch the hands-free
system on/off. In addition, you can use this key to
accept an incoming call or to end an existing call
without using the handset.
Function keys Function keys next to the keypad are used to perform
assigned functions such as quick dialling, transfer calls,
call hold and muting.

Operating Manual IP Telephone IP200 - 5 -- 5 -
Mute key During a call, a long press switches the microphone off
or on. In the idle state, the call signal is switched off.
Arrow keys For navigation in the menu.
1.3. Display
Name of active user Number
Symbols Date Time Symbols
The symbols on your display show which state your telephone is in. The following
symbols can be displayed:
Symbol Explanation
The handset symbol is displayed during an active call using the
handset.
The loudspeaker symbol displays that the device’s loudspeaker is
active for listening-in. This can be switched on or off by pressing the
loudspeaker key.
The microphone symbol shows that the device’s microphone is active.
A flashing microphone symbol indicates that both microphones are
switched off.
These symbols are displayed during an active call in hands-free mode.
Loudspeaker and microphone are both active.
This symbol shows that the headset is connected. See chapter (7.1.).
This symbol appears if the active lock is set up for your keypad. Unlock
by pressing any key and entering your PIN. See chapter (7.3.).
This symbol appears if a conditional call diversion is set up. See
chapter (6.1.).

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This symbol shows that there is no connection to the telephone system.
This symbol shows that there is a connection to the telephone system.
This symbol appears if secure connections are set up. The data
transmitted is encrypted. See chapter (2.11.).
This symbol displays missed calls. The number on the left indicates the
number of missed calls. Press the (R) key to open the list of possible
return calls.
This symbol appears if there are any unread messages in your
message inbox. The number on the left indicates the number of unread
messages. See chapter (3.).
This symbol shows that ringing is switched off. Whether you can still
answer the phone or not depends on the settings - see chapter (6.2.).
Symbols are used in the calling lists in addition to symbols on the standard display.
Symbol Explanation
The handset symbol shows that a call has been established. If the
connection has not been established, then the symbol will be missing in
the list.
This symbol shows that the call has been forwarded manually. Press
the arrow pointing to the right to go to the menu with more details on
the call.
This symbol shows that the call was forwarded automatically. Press the
arrow pointing to the right to go to the menu with more details on the
call.

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2. Call functions
Conventional calling and picking up calls with the IP telephone IP200 is no different to
other telephones. It is simple and intuitive. This chapter deals with using additional
features.
2.1. Setting up two connections
The possibilities for setting up two connections are as follows:
1. There is a call on hold. You can make a call to another subscriber.
2. Someone tries to call you whilst you are on the phone. You can accept a waiting
call.
2.1.1 Administering a waiting call
Someone tries to call you whilst you are on the phone. The waiting call is not accepted
automatically. You can accept a waiting call using the keys or the key sequence
and “2”.
2.1.2 Dialling a new number
Whilst connected with an active call partner, you can set up a new connection by calling
another subscriber. You have the possibility to transfer an active call or initiate a
conference.
Key Effect
1. Press the Consultation key during a call. The active call partner is
put on hold and you can hear a dial tone. The active connection is
indicated against a dark background on your display.
2. A connection is set up to the call number dialled. If the subscriber
answers, you can make a consultation before the transfer.
Tip:
The connection set up is deleted again if you press the key
and 1 once more before the consultation connection is set up.
3. Replace the handset or, if you are in hands-free mode, press the
Loudspeaker key . The caller will be connected.
4. If, after the consultation, you no longer want to transfer the call there,
you can end this active connection by pressing the Clearing key .
You are then connected with the call that was previously on hold.
You can use the Menu function key to set up a conference (see chapter
2.2.)

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During an active call, press the key to initiate a second call. The call is
automatically transferred as soon as the phone rings or there is a call-waiting
indication at the selected destination. You have the possibility to set up a
conference.
Tip:
When transferring a call, you do not have to wait until the
subscriber answers. After dialling the phone number, you can
hang up immediately (without consultation).
2.2. Three-party conference
You can set up a conference between yourself and two other connections. Set up two
connections (see chapter 2.1). Once two connections have been set up, a conference
can be initiated.
¾Press the Menu key .
¾By pressing the Menu key again, you can end the conference. The call put on
hold before initiating the conference is now on hold again.
¾To terminate the active connection, you must press the Clearing key . The
connection to the active call partner is terminated. The call on hold now becomes
the active call.
2.3. Hold and retrieve
You can switch between two connections using the hold and retrieve function.
1. Set up an active connection and a connection on hold (see chapter 2.1).
2. Press the Consultation key during a call with an active connection and a
connection on hold. The active connection is put on hold and the connection on
hold is activated.
3. To terminate the active connection, you must press the Clearing key . The
connection to the active call partner is terminated. The call on hold automatically
becomes the active call.
Note:
If you replace the handset during the conference, the two call partners
remain connected together.
Note:
The hold and retrieve function described in this chapter relates only to two
connections. See chapter 2.9 for details on how to manage several
connections.

Operating Manual IP Telephone IP200 - 9 -- 9 -
2.4. Call back
An automatic call back or automatic redialling can be initiated if no-one answers the call
or if you hear the busy tone.
2.4.1 Call back on busy
Automatic call back can be initiated if the other party is engaged. As soon as the called
party has ended their call, the IP telephone signals that the line is free again. As soon
as you pick up the handset, the call is initiated and the other telephone rings.
1. Press the Menu key if you hear the busy tone.
2. Press the function key beside the call back line on the display and hang up to
activate the automatic return call. Wait for the call back signal.
3. When the call back is signalled on your IP telephone:
¾Pick up the handset or press the Loudspeaker key to initiate the return call. The
call is set up.
¾Alternatively, press the Clearing key to reject the return call. The call is not set up
and is deleted from the list of active return calls.
2.4.2 Call back on no reply
Automatic call back can be initiated if the called party does not answer your call.
As soon as the called party has used the telephone, the IP telephone rings to indicate
that the subscriber is now available. As soon as you pick up your telephone’s handset,
the call is initiated and the other telephone rings.
1. Press the Menu key if you hear the distant dial tone.
2. Resume the procedure as described in chapter 2.4.1.
Note:
The call partner’s telephone network must support this feature.
Note:
The call partner’s telephone network must support this feature.

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2.4.3 Automatic redialling
Automatic redialling can be initiated if no-one answers the call at the other terminal or if
you hear the busy tone.
If another call is made at the terminal which was called, your IP telephone rings to
indicate the possibility of making a return call.
1. Press the Menu key if you hear the distant dial tone or busy tone.
2. Press the function key beside the Redialling line on the display and hang up.
Automatic redialling is activated.
3. The IP telephone tries to connect to the other terminal at intervals of roughly 30
seconds. The outgoing call signal tone can be heard as soon as the automatic
redialling has reached other terminal. Redialling is restricted to 20 minutes.
Tip:
Press the following keys in the order given if you wish to terminate the
redialling procedure earlier:
- Menu key
- Function key beside “Call Lists”
- Function key beside “Active Recalls”
- Function key beside the entry
- Function key beside “Delete”
The call is deleted from the list of active return calls.

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2.5. Announcement function
The Announcement function enables you to address other subscribers directly without
the subscriber having to pick up the handset. The other party’s telephone automatically
switches to hands-free mode. The microphone is not activated, so that an
announcement is only possible at on one end.
A short tone announces you to the other party, and you can then be heard over the
loudspeaker.
If the other party’s telephone is engaged, the call will go into hold mode whilst the
Announcement function is active. Once the announcement is finished, the call on hold
will automatically be set up again. The other party’s call on hold will become the active
call again.
Note:
This function can only be used after it has been assigned to a function key
(see chapter 2.10.).
Tip:
The administrator can activate the microphone for return answers if
necessary.
Tip:
The administrator can block the Announcement function.
Note:
You must have been granted administrator rights in order to use the
Announcement function. The person you wish to contact must also be using
an innovaphone IP telephone.

Operating Manual IP Telephone IP200 - 12 -- 12 -
2.6. Partner function
Note:
This function can only be used after it has been assigned to a function key
(see chapter 2.10.).
The Partner function offers three possibilities:
Partner
status
“Engaged”
If your partner is connected, you can take a look at their connections.
Partner
status
“Ringing”
A call to the configured partner’s telephone is signalled on your
telephone. The symbol and the caller’s telephone number appear
next to the name of the partner.
The call can be picked up by pressing the adjacent function key .
Partner
status “Free” The key can be used like an abbreviated dialling key if the partner’s line is free. The partner is called by pressing the key.
2.7. Pickup List function
Note:
This function can only be used after it has been assigned to a function key
(see chapter 2.10.).
The Pickup List function is used to display all group telephones that are currently ringing
and the number of the first caller. This function allows a call to a partner telephone to be
picked via a diversion.
1. If there is only one call that needs answering, it can be picked up by pressing the
function key beside the Pickup List entry.
2. If several calls need answering, all of these calls can be displayed in a menu by
pressing the Pickup List key. To select a call from the list for answering, proceed
as follows:
¾Open the Pickup List menu by pressing the function key beside the Pickup List
entry.
¾Select the desired entry in the list with the arrow keys or .
¾Press the arrow key or the function key beside the entry and the selected call
is picked up.

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2.8. Park
Note:
This function can only be used after it has been assigned to a function key
(see chapter 2.10.).
You can use this function to park calls and retrieve them again. The parked calls are
linked to an existing object in the same group. The object can for example be a
telephone, the exchange line or the queue.
¾You can park a call onto your own IP telephone or take a call parked on your
telephone.
¾Furthermore, you can park a call onto an external object (not your own telephone) or
take the parked call from an external object.
2.9. Operating with more than two calls
Your IP telephone is perfect for use as a small exchange. It is able to hold more than
two calls at the same time.
2.9.1 Active calls, calls waiting and calls on hold
Handling multiple calls is simplified by displaying the different types of call in different
ways on your IP telephone. Call types are differentiated as follows:
Type of call Description
Active call You are actively connected to another party.
An active call is displayed against a dark background. Your name
appears in the first line, the bottom line shows the name or
number of the party you are calling.
Call waiting You receive another call during an active call. „1 call waiting“
appears on the telephone (or „x calls waiting“, depending on the
number of calls waiting). You hear a call waiting tone. Waiting
calls are not automatically connected.
Incoming calls are put in a waiting queue in sequential order. The
name or calling number of the first caller in the waiting list is
shown on the display.
Call on hold This is a call which was already an active call and which has been
put on hold using the hold and retrieve function (see chapter 2.3).
The caller on hold hears music-on-hold.
As in the case of an active call, your name is displayed in the first
line and the calling party in the bottom line. A waiting call is not
displayed against a dark background.

Operating Manual IP Telephone IP200 - 14 -- 14 -
2.9.2 The two operating modes
There are two different operating modes for using your IP telephone with multiple calls.
The differences are described below:
Operating mode 1
An active call and a call on hold are shown on the display. There could be calls waiting.
e.g.1
- active call
- Call on hold
e.g.2
- active call
- call on hold
- calls waiting
Operating mode 2
There is an active call and no call on hold is shown on the display. There is at least one
call waiting.
E.g.:
- active call
- calls waiting

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2.9.3 Managing the wait lists
The most important key sequences for handling multiple calls are described below:
Key Effect
Switching from operating mode 2 to operating mode 1:
Press this key to bring the call waiting to the top part of the display
(where active calls are shown) without immediately accepting the
call. This enables you to get more information about the call waiting.
The next call on the wait list then moves up to be the waiting call on
the display and the previous call on hold/call waiting which was in
the top part of the display moves down to the end of the wait list.
Repeated pressing of the key enables you to go through the entire
wait list.
Note:
A call which has been accepted once and then put back
onto the wait list is shown on the display as a call on hold
with the symbol “ x calls waiting”.
Changing from operating mode 2 to operating mode 1:
Press this key to return a waiting/held call to the waiting calls. This
call is then put at the top of the wait list.
Repeated pressing of this key has no effect.
in mode 1
Hold and retrieve:
It is possible for a call previously on hold to be made an active call.
The active call is then on hold.
2
in mode 2
The call waiting can be picked up directly by pressing the key
sequence. The previous active call is then put on hold.
Note:
The number of calls which can be managed is configured under
Administration. Incoming calls are signalled with a call waiting tone as long
as the limit set in the configuration has not been reached. If the incoming call
limit has been reached then further incoming calls are rejected with a busy
signal.

Operating Manual IP Telephone IP200 - 16 -- 16 -
Key Effect
If you have at least 2 calls in the wait list, it is possible to use this
key sequence to display all waiting calls in the wait list one after
the other and to select at will which call you will pick up.
This does not change the active call (and if applicable the
waiting/held call).
2.9.4 Dialling a new number
Whilst connected with an active call partner, you can set up a new connection by calling
another subscriber.
Key Effect
in mode 2
Press the keys in sequence during an active call.
The call is put on hold. You will hear a dial tone. Dial the desired
telephone number and a further connection will be set up immediately.
Call transfer:
During an active call press the key to transfer the active call to
another subscriber. Enter the number to whom you would like to
transfer the call in the box which is now open. Pressing the key
again will initiate the phone to ring or there will be a call waiting
indication at the selected destination.
In operating mode 1 the call on hold automatically becomes the
active call after transfer.
It rings in operating mode 2. If you pick up the call manually then
you are connected to the first caller in the wait list.
2.9.5 Terminate
Press the Clearing key to end the call with the active calling party on the display.
Mode 1 If the active call is terminated, you are subsequently automatically
connected with the call on hold. The call on hold becomes the new
active call.
Mode 2 When you have ended the active call in this mode, the first call waiting in
the wait list will call you.
You can pick up the call manually. If you do not want to pick up the
call, then press the clear key to reject it.

Operating Manual IP Telephone IP200 - 17 -- 17 -
Key Effect
0 Press these keys in sequence to delete the waiting call displayed
from the wait list.
However, this is only possible if the call to be deleted in
the wait list has not already been picked up. Thus it must
be a call waiting ( ) and not a call-on-hold in the wait
list( )
In order to terminate a call-on-hold the call must be
active.
2.9.6 Connecting calls
You can initiate a three-party conference or connect calls from an existing wait list.
Conference with active newly initiated call in mode 2
Press in sequence the keys to make a connection as described in chapter 2.1.
Press the menu key once as described for a conference connection with the call on
hold and the newly initiated call.
Connecting a conference from the wait list in mode 1
Press the menu key in mode 1 to set up a three party conference.
You can set up a conference between the active call and the call on
hold.
Ending a conference
There are two options to end the conference:
Leave
conference If you want to leave the conference without
interrupting the connection between the two other existing
calls, replace the handset, or press the Loudspeaker
key if you are using hands-free, or the space key if you are
using a headset.
End
conference If you want to end the conference, press the key , the menu key or
the clearing key . The calls then return to their previous position.
Note 1:
If there are no other calls in the wait list, then “conference” and “conference
finished” are displayed on the screen.

Operating Manual IP Telephone IP200 - 18 -- 18 -
Note 2:
Instead of menu key , it is also possible to press the keys and 3.
Connecting
calls You can connect the active call with the call on hold by replacing
the handset, pressing the Loudspeaker key or the Space key .
If you have connected calls and there are no further calls in the wait list,
your telephone goes into idle state. If, on the other hand, there are further
calls in the wait list, the first call waiting will call you once you have
replaced the handset.
Your telephone rings and you can manually pick up or reject the
call.
2.9.7 Overview of the short cuts
Shortcut key Description ( Mode 1) Description ( Mode 2)
Switch between the active
call and the call on hold Dial a new number
0 Reject displayed call waiting Reject displayed call waiting
1 Terminate active call; call on
hold becomes active call
2 switch between active call and
call on hold Accept waiting call
3 / Conference mode
4 Connect active and waiting
call