Mitel MiVoice Office 400 User manual

MIVOICE OFFICE 400
MITEL 6873 SIP
USER GUIDE
eud-1744_en / 1.4 – R5.0 HF2 – 10.2017

2Mitel 6873 SIP
eud-1744/1.4 – R5.0 HF2 – 10.2017
NOTICE
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is not warranted by Mitel Networks Corporation.
The information is subject to change without notice and should not be construed in any
way as a commitment by Mitel or any of its affiliates or subsidiaries. Mitel and its affili-
ates and subsidiaries assume no responsibility for any errors or omissions in this docu-
ment. Revisions of this document or new editions of it may be issued to incorporate such
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No part of this document can be reproduced or transmitted in any form or by any means
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works Corporation.
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Please contact our legal department for additional information: [email protected].
For a list of the worldwide Mitel Networks Corporation registered trademarks, please refer
to the website: http://www.mitel.com/trademarks.
Mitel 6873 SIP
eud-1744/1.4 – 10.2017
®, ™ Trademark of Mitel Networks Corporation
© Copyright 2017 Mitel Networks Corporation
All rights reserved

Mitel 6873 SIP 3
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Welcome...
Welcome to the user guide for the desk phones
Mitel 6873 SIP for MiVoice Office 400 communication sys-
tems.
This user's guide will assist you with the use of your phone
and introduce you step by step to the functions and configu-
ration. If you require further technical support or information
on other products of Mitel, please visit our website
www.mitel.com or use our Mitel DocFinder.
This user's guide is relevant only for Mitel SIP phones con-
nected to a MiVoice Office 400 communication system.
Other user’s guides are available for operation on other
communication systems or for direct operation via a SIP
provider. Consult your system administrator if you are
unsure whether you have the correct user’s guide for your
requirements.
Notes: • Not all listed functions are available by default. Contact
your system administrator to learn more about the availa-
ble features and services in the MiVoice Office 400 com-
munication system.
• Your system administrator has the option to individually
set some of the phone's features. In this case your
default values will differ from the default values
described in this user's guide.
• Some functions are offered both from the MiVoice
Office 400 communication system and locally from your
Mitel SIP phone. Since the MiVoice Office 400 communi-
cation system does not fully support local functions, we
recommend to always have your system administrator do
the configuration work or use the Self Service Portal (see
chapter "MiVoice Office 400 Self Service Portal",
page 9).

4Mitel 6873 SIP
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Welcome...
Safety information
Failure to observe this information can be hazardous and infringe existing
laws.
Connections
Always plug the phone cable connectors into the appropriate sockets. Do not
modify the connections in any way.
Power supply
Your phone can be supplied with power in various ways. Pay attention to the
information given by the system administrator.
Note: The device will be inoperable when mains power of the communication system
fails.
Metal objects
Telephone receivers produce magnetic fields that can attract small metallic
objects such as pins and staples. To avoid injury, do not place the handset
where such objects can be picked up.
Maintenance
• Make sure all installation and repair work is carried out by a specially qualified
technician.
• Always use a soft, moistened, or antistatic cloth to clean your device. Do not
use chemicals or other chemical products.
Touch screen
Please observe the following rules when you are cleaning the screen:
• Do not touch the screen with sharp or abrading objects (e.g. a pen or a screw-
driver).
• Always use a soft, moistened, or antistatic cloth to clean the screen. Do not
use chemicals or other chemical products.
• Avoid spilling fluid over the surface or seeping of fluid under the edges of the
touch screen.
Cost control and data protection
You should protect your phone with a PIN so that no-one can make phone calls
at your expense. A code will also protect your personal settings.
Ambient conditions
• Only operate the device in a temperature range of +5 °C to approx. +40 °C.
• Avoid direct sunlight and other sources of heat.
• Protect your device against the wet, excessive dust, corrosive liquids and
steam.
• Do not expose your device to electromagnetic fields (electric motors, house-
hold appliances). The speech quality could be affected.
120
5

Welcome...
Mitel 6873 SIP 5
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Document information
• Document number: eud-1744
• Document version: 1.4
• Based on: MiVoice Office 400 R5.0 HF2
• Valid as of: MiVoice Office 400 R5.0 HF2
• Document date: 10.2017
• In PDF Viewer, click on this link to download the latest version of this
document:
https://pbxweb.aastra.com/doc_finder/DocFinder/eud-1744_en.pdf?get&DNR=eud-1744
or find the document on: Mitel eDocs.
Disposal
Be sure to dispose of your device, batteries and its packaging in an environmen-
tally compatible way. Electrical equipment does not belong in domestic waste.
Deposit it at a return centre.
Accessories
Use original accessories or specifically approved accessories only. The use of
other accessories may decrease performance or pose a risk to your health or
safety.

6Mitel 6873 SIP
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Welcome... . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3
Safety information . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4
Document information. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5
Information about the MiVoice Office 400 communication system. . . . . . 8
Keys, display, and menu guidance. . . . . . . . . . . . . . . . . . . . . . . . . . . . . 10
Key designations and sockets. . . . . . . . . . . . . . . . . . . . . . . . . . . 11
Display symbols . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 14
Operating your phone . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 16
Using expansion key modules . . . . . . . . . . . . . . . . . . . . . . . . . . 22
Using labels. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 25
Phoning . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 26
Making calls . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 27
Initiating calls. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 30
Using functions before/while in a call . . . . . . . . . . . . . . . . . . . . . 36
Using further functions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 49
Overview of available functions. . . . . . . . . . . . . . . . . . . . . . . . . . 55
Organising absences from the desk . . . . . . . . . . . . . . . . . . . . . . 61
Operating call lists and voice messages. . . . . . . . . . . . . . . . . . . 65
Organisation within the team (busy lamp field) . . . . . . . . . . . . . . 68
Line key on a key telephone . . . . . . . . . . . . . . . . . . . . . . . . . . . . 70
Using functions with Mitel OpenCount . . . . . . . . . . . . . . . . . . . . 72
Setting functions by remote control. . . . . . . . . . . . . . . . . . . . . . . 73
Personalizing your phone. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 74
Configuring the display . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 75
Configuring the audio properties. . . . . . . . . . . . . . . . . . . . . . . . . 76
Configuring general phone settings . . . . . . . . . . . . . . . . . . . . . . 80
Protecting yourself against calls . . . . . . . . . . . . . . . . . . . . . . . . . 84
Phone book management. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 85
Configuring voice mail. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 86
Configuring presence profile . . . . . . . . . . . . . . . . . . . . . . . . . . . . 87
Configuring keys . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 89
Operator phone . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 93
Operator phone. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 94
Content

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Setting the operator phone. . . . . . . . . . . . . . . . . . . . . . . . . . . . . 97
Using an operator phone . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 98
Reception phone . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 102
Reception phone . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 103
Operating the reception phone . . . . . . . . . . . . . . . . . . . . . . . . . 105
Additional settings . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 110
Product and safety information, legal information . . . . . . . . . . . . . . . . 115
Safety information. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 116
About Mitel . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 116
Product information . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 116
Data protection . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 118
Limited Warranties . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 118
Regulatory notices . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 123
Index . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 129

8Mitel 6873 SIP
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Information about the MiVoice
Office 400 communication
system
One number user concept
Your system administrator can set up several phones for
you, all of which hold the same phone number (one number
user concept). You have only one name and phone number
with which to identify yourself to your call partners, regard-
less of which of the phones you use to make your calls. The
advantage is that callers can reach you by using the same
phone number, wherever you happen to be.
With personal call routing, you can define to which phone
(or phones) incoming calls must be routed (see the chapter
"Activating personal call routing", page 49).
Some of the benefits of the one number user concept are:
• With Ring Alone, you can choose on which phone calls
are signaled acoustically (see chapter "Activating Ring
Alone", page 51).
• Your system administrator can set whether you are busy
for further incoming calls (indicate to the caller that you
are busy if you are on another call).
• You can make outgoing calls using the other terminals
while you are already on a call.
• Call lists and contacts stored on the MiVoice Office 400
communication system are available on all your phones
and are automatically synchronized.
• An announcement is made on all phones that support
announcements.
• Fast Take (*88) allows you to receive an incoming call on
any of the phones while you are already on a call on
another phone.

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MiVoice Office 400 Self Service Portal
The Self Service Portal is a web-based application for
phones on a MiVoice Office 400 communication system.
The Self Service Portal helps you configure and modify your
personal phone settings (for example: key configurations,
labels for configurable keys, display language, and so on)
directly and autonomously using your PC.
After you receive your user account details for the Self Ser-
vice Portal from your system administrator and after you log
on to the portal, the home page displays an overview of all
your phones. See the Self Service Portal online help for fur-
ther information about specific topics.
Contact your system administrator for the credentials to
access to the Self Service Portal.

10 Mitel 6873 SIP
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Keys, display, and menu guid-
ance
The following sections provide an overview of the keys
and sockets available on your phone and their usage.
Key designations and sockets . . . . . . . . . . . . . . . . . . . . 11
Display symbols . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 14
Operating your phone . . . . . . . . . . . . . . . . . . . . . . . . . . 16
Using expansion key modules . . . . . . . . . . . . . . . . . . . . 22
Using labels . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 25

Keys, display, and menu guidance
Mitel 6873 SIP 11
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Key designations and sockets
The following figure shows the keys on the phone.
Mitel 6873 SIP
The following table describes the keys on the phone with regard to the fig-
ure:
14
15
1011
19
18
12
13
16
17
9
8
7
6
3
2
1
4
5

12 Mitel 6873 SIP
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Keys, display, and menu guidance
No
.
Key Description
1 Handset
2Display Colour touch screen:
• top left: line number, name1)
• top right: status display (display symbols)
• bottom right: status notifications
• middle right: Time/date1)
3 Message LED Colour and status signal a specific event.
4 Left softkeys T1-T48
(touch screen)
Twelve freely configurable keys on which a total of
48 functions, or call numbers, or busy lamp fields
can be configured. The colour of the keys indi-
cates the functional state.
5 Lower softkeys S1-S30
(touch screen)
Six freely configurable keys on which a total of 30
functions or call numbers can be configured.
Default functions are automatically set by the
MiVoice Office 400 communication system. You
can configure additional functions. If more than
six functions or call numbers are configured, the
sixth key is used to switch levels. Every sixth func-
tion or call number is accessible at the next level.
The colour of the key indicates the functional
state.
6 Call lists key Calling up the call list menu:
• unanswered
•answered
• Redial list
7 Redial key Using the phone number last dialled
8 Line keys L1 to L2 with
LED
2 line keys. A total of 12 lines are available.
• Seizing a line
• Answering a call
• Brokering with simultaneous configuration of
multiple line keys
9 Loudspeaker/headset
key with LED
• Activating/deactivating open listening
• Activating/deactivating handset microphone
• Activating/deactivating headset microphone
10 Hash key Entering # or special characters

Keys, display, and menu guidance
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Note: Your phone comes with interchangeable key caps. If you change the posi-
tion of a function on your phone, you can change the function to the corre-
sponding function key using the Self Service Portal. An overview over
interchangeable functions can be found in chapter "Available keys",
page 89.
11 Digit keys 1-9 Entering characters and digits
12 Asterisk key Entering * or space
13 Volume keys Adjusting volume.
14 Mute key Muting the microphone so that the caller cannot
hear you (the LED beside the key turns on when
the microphone is on mute).
15 Settings key Calling up a local setting menu (options list)
16 Hold key • Holding an active call
• Taking back a call from hold
17 End key • Ending a call
• Back to display in idle state
• Exiting editor without changes
18 Speaker
19 Rear:
• Connection for power supply, class 3 (support for PoE + when an expansion
key module is connected)
• Connection for USB 2.0
• Integrated Bluetooth module 4.0
• Connection for expansion key module
• GigE dual connection for PC and LAN, Connection for Power over Ethernet
(PoE).
• Connection for headset through USB or Bluetooth
1) What is displayed depends on the configuration of the MiVoice Office 400 communication
system
No
.
Key Description

14 Mitel 6873 SIP
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Keys, display, and menu guidance
Display symbols
Status line
Missed calls
New voice message.
Note: Depending on the system configuration, the number of missed calls or new
voice messages is displayed as number or exclamation mark.
Unconditional call forward activated
Phone locked
Do not disturb (if busy)
Bluetooth activated
USB deactivated
Note: The icon USB deactivated is displayed when the phone is powered using Power
over Ethernet or if one or more expansion key modules are connected. In order
to be able to use the USB connection, you must power your phone using PoE+
or the power supply available as an option.
Call recording activated
Presence state: Available (default)
Presence state: Absent
Presence state: Meeting
Presence state: Busy
Presence state: Not available
Phone locked
Call connection states, information (main window)
Phone in dial mode
Incoming call

Keys, display, and menu guidance
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Operator queue
Outgoing call
Call on hold
Active conference
More keys available
Voice message unread
Voice message retrieved
Mitel Hi-Q™ audio technology
Voice Mail mode: Recording allowed
• Data/voice encryption
• Voice Mail mode: Recording not allowed
Call connection states, information (main window)
Presence state
Available (default)
Meeting
Absent
Busy
Not available
Option key
Language
Time and Date
• Settings
• Time Zone

16 Mitel 6873 SIP
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Keys, display, and menu guidance
Operating your phone
Most keys and functions are described in the key legend. Other over-
views and operating aids can also be found here.
• Set Date and Time
Status
Bluetooth
Directory
Lock
• Password
• Phone lock
Audio
•AudioMode
• Headset
• Ring Tones
• Tone Set
Display
Live Dialpad
Restart
Note: Settings under the menu item Advanced are protected by a password and
reserved for your system administrator.
Option key

Keys, display, and menu guidance
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Overview system menu
The system menu is accessed using the softkey Menu. This contains the
following menu entries. Refer to the relevant chapters of this user’s guide
for further information on these menu entries.
Using softkey
Softkeys are the keys that are automatically configured with context-
dependent functions by the MiVoice Office 400 communications system.
Keys are directly labelled with the function. The softkeys are set to the
most commonly used functions, with one softkey always being the More
key ( ) when more than six softkeys are configured. The More key is
needed to switch between the key levels. The number of dots indicates the
number of levels as well as on which level you currently are.
A menu can have several sub-menus. Press the suggested softkey to
access the sub-menu or the selection of available editing options or to
carry out an action.
Operating the touch screen
You operate the touch screen as follows:
• Press a softkey or function key to access a menu or to initiate an action.
MiVoice Office 400 System menu
1. Reception
2. Call lists
3. Directory Lookup
4. Voice Mail
5. Call forwarding
6. Presence
7. Personal call routing
8. Alarm melodies
9. Software Version
Note: The Reception menu appears only when the hospitality (front desk)
functions are enabled by your system administrator.

18 Mitel 6873 SIP
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Keys, display, and menu guidance
• Move your finger up and down a list to view the full selection.
• Move your finger to the right or left on the touch screen to display all lev-
els.
Note: See the chapter "Safety information", page 4 for information about how to
care for your touch screen.
No
.
Description
1Line Display of the current line.
2 Left softkeys T1-T48 Twelve freely configurable keys that can be set to
a total of 48 functions, call numbers, operator
keys, room keys, or busy lamp fields. The colour
of the keys indicates the functional state.
3 Bottom softkeys S1-S30 Six freely configurable keys that can be set to a
total of 30 functions or call numbers, or which are
automatically set by the MiVoice Office 400 com-
munication system to context-dependent func-
tions. The colour of the key indicates the func-
tional state.
4Statusline Displays information about phone status.
5 Phone number/name Displays phone number and name.
6 Date/time Displays date and time.
7 Status notifications Display detailed information.

Keys, display, and menu guidance
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Free configurable keys
Your phone is equipped with freely configurable keys. Popular functions
are set for a specific configurable key by default by your system adminis-
trator (see "Function key configuration (default key setting) - Overview",
page 19). The remaining configurable keys can be configured with a spe-
cific action type: Call number, function, KT line, busy lamp field. The KT
lines and the busy lamp fields can only be configured on the top softkeys
and the keys of an expansion key module.
As soon as you have configured more keys than can be displayed, the
More key ( ) will appear. The number of dots indicates the number of
levels as well as relative position. Press the More key in order to switch
from one level to another.
The key configuration is not made directly on the phone. Available settings
for the key configuration:
•MiVoice Office 400 communication system: The configuration has
already been made by your system administrator in the communication
system.
•Self Service Portal: You can use the Self Service Portal (see chapter
"MiVoice Office 400 Self Service Portal", page 9) where you can config-
ure, change or delete the keys however you wish.
More information on freely configurable keys can be found in chapter
"Configuring keys", page 89.
Note: A key that you have configured locally on your phone through the phones
web user interface can not be displayed or overwritten in the Self Service
Portal. Therefore, always configure your keys through the Self Service
Portal of the MiVoice Office 400 communication server.
Function key configuration (default key setting) -
Overview
The Mitel 6873 SIP phone on the MiVoice Office 400 communication sys-
tem are delivered with the default function key configurations summarized
in the following table. Note that your system administrator might change
the default configuration and your phone configuration might therefore dif-
fer from the default configuration.

20 Mitel 6873 SIP
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Keys, display, and menu guidance
Overview alphanumeric keyboard
The alphanumeric keyboard has a dialpad with digits from 0 through 9, a *
key, and a # key. Of these, keys 2 through 9 contain letters of the alphabet.
These dialpad keys can be used for entering digits, password, text, and
special characters, and also for quickdial. You can use the alphanumeric
keyboard to dial a phone number to make a call and to press keys as
required by an Interactive Voice Response (IVR) system. Press the rele-
vant key repeatedly until the character you want is displayed.1)
The alphanumeric keypad is set to the characters listed in the following
table.2)
Function key Mitel 6873 SIP Mitel 6873 SIP if defined as free seating
phone
Key T1-T48 Empty Empty
Key S1 System menu System menu
Key S2 Phone book: System Free seating: Log in/out
Key S3 Voice mail menu Request a callback
Key S4 Call forwarding menu Empty
Key P5 Take (pick up own call) Empty
Key S6 Call routing menu Empty
Key S7 Phone lock on/off Empty
Key S8 Request a callback Empty
Key S9-S30 Empty Empty
1) Please note that actual key configuration depends on which keypad is used.
2) Please note that the actual character selection is dependent on the language
selected.
Upper case Lower case
00
1 . : ; = _ , - ’ & ( ) [ ] $ ! 1 . : ; = _ , - ’ & ( ) [ ] $ !
A B C 2 Ä Á À Â Ã Æ Å Ç АБВГa b c 2 ä á à â ã æ å ç a бвг
D E F 3 É Ê ДЕЁЖЭd e f 3 é è ê Дe ë жз