Mitel IP8630M User manual

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Handset Operations Manual
IP8630M

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Contents
Handset Operations Manual.......................................................................................................................1
Contents......................................................................................................................................................2
1 About This Document .........................................................................................................................5
1.1 Audience .......................................................................................................................................... 5
1.2 Abbreviations................................................................................................................................... 5
1.3 References/Related Documentations.............................................................................................. 5
1.4 Document History ............................................................................................................................ 5
2 Making Handset Ready .......................................................................................................................6
2.1 Package - Contents/Damage Inspection.......................................................................................... 6
2.1.1 Before Package Is Opened ........................................................................................................ 6
2.1.2 Contents of Package ................................................................................................................. 6
2.1.3 Damage Inspection ................................................................................................................... 7
2.2 Before Using the Phone ................................................................................................................... 7
2.2.1 Installing the Battery................................................................................................................. 7
2.2.2 Using the Charger ..................................................................................................................... 7
2.2.3 Handset in the Charger ............................................................................................................. 7
2.2.4 How to Open Back Cover .......................................................................................................... 8
2.2.5 How to Replace Battery ............................................................................................................ 8
2.2.6 Handset Serial and IPEI/IPUI Number....................................................................................... 8
3 Phone Overview..................................................................................................................................9
3.1 Handset – Front View ...................................................................................................................... 9
3.2 Rear View - Handset ...................................................................................................................... 10
4 Display...............................................................................................................................................11
4.1 Icons and Text in the Display ......................................................................................................... 11
4.2 Menu icons .................................................................................................................................... 12
4.3 Keys and Buttons ........................................................................................................................... 13
4.3.1 Navigation Keys/Selection Key ............................................................................................... 13
4.3.2 Softkeys................................................................................................................................... 13
4.3.3 Speaker Key............................................................................................................................. 14
4.3.4 Activity Menu Key ................................................................................................................... 14
4.3.5 Off-hook Key ........................................................................................................................... 14
4.3.6 On-hook, and On/Off Key ....................................................................................................... 14
4.3.7 Speed Dial Keys ....................................................................................................................... 14
4.3.8 Volume Button........................................................................................................................ 14
4.3.9 Mute Button ........................................................................................................................... 14
4.4 The Keypad .................................................................................................................................... 15
4.4.1 Idle Mode, and Number Input Mode...................................................................................... 15
4.4.2 In Text Input Mode ................................................................................................................. 15
4.4.3 Silent Mode from #-Key .......................................................................................................... 16

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5 Basic Operation.................................................................................................................................17
5.1 How to Switch the Handset On/Off ............................................................................................... 17
5.2 Lock/Unlock the Keypad ................................................................................................................ 17
5.3 Entering a number in idle .............................................................................................................. 17
6 Menu Operation ...............................................................................................................................18
6.1 Contacts ......................................................................................................................................... 19
6.1.1 Add Contact ............................................................................................................................ 19
6.1.2 Call/Edit a Contact .................................................................................................................. 19
6.1.3 Send Message to Contact ....................................................................................................... 20
6.1.3 More Contacts Options........................................................................................................... 20
6.1.4 Speed dial/One Touch Dial ..................................................................................................... 21
6.2 Central Directory............................................................................................................................ 23
6.2.1 LDAP Mode and Local Mode................................................................................................... 23
6.2.2 Calling a Contact in the Central Directory .............................................................................. 24
6.2.3 Line.......................................................................................................................................... 25
6.3 Calls ................................................................................................................................................ 25
6.3.1 Call .......................................................................................................................................... 26
6.3.2 View ........................................................................................................................................ 27
6.3.3 More Calls Options ................................................................................................................. 27
6.4 Connectivity ................................................................................................................................... 29
6.4.1 Register ................................................................................................................................... 29
6.4.2 Deregister ............................................................................................................................... 30
6.4.3 Select Network........................................................................................................................ 30
6.4.4 Select PBX ............................................................................................................................... 31
6.5 Settings .......................................................................................................................................... 31
6.5.1 Audio Settings ......................................................................................................................... 32
6.5.2 Time & Date ............................................................................................................................ 39
6.5.3 Language................................................................................................................................. 39
6.5.4 LED Signal................................................................................................................................ 40
6.5.5 Power Save ............................................................................................................................. 41
6.5.6 Security ................................................................................................................................... 41
6.5.7 Handset Name, Line, Reset Settings, Status ........................................................................... 42
6.5.8 Auto Answer ........................................................................................................................... 44
6.5.9 Silent Charging ........................................................................................................................ 45
6.5.10 Do Not Disturb ...................................................................................................................... 46
6.5.11 Hide Number......................................................................................................................... 46
6.5.12 Call Forward .......................................................................................................................... 47
6.5.13 Idle Screen Saver................................................................................................................... 48
6.5.14 Idle Clock............................................................................................................................... 49
6.5.15 Push To Talk .......................................................................................................................... 49
6.6 Messaging ...................................................................................................................................... 50
6.6.1 How to Setup Text Messaging ................................................................................................ 51
6.6.2 How to Write a New Message ................................................................................................ 53
6.6.3 How to Send a New Message ................................................................................................. 54
6.6.4 How to Open and Reply to a Message.................................................................................... 55
6.6.5 Four Messaging Submenus ..................................................................................................... 55
6.6.6 Drafts ...................................................................................................................................... 55
6.6.7 Inbox ....................................................................................................................................... 57

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6.6.8 Sent Messages ........................................................................................................................ 58
6.6.9 Settings ................................................................................................................................... 59
6.7 Alarms ............................................................................................................................................ 60
6.8 F-Keys............................................................................................................................................. 62
6.9 Alarm List ....................................................................................................................................... 64
6.9.1 The Alarm List Menu............................................................................................................... 64
6.9.2 An Incoming Alarm ................................................................................................................. 64
7 Calls Operations ................................................................................................................................66
7.1 Incoming call .................................................................................................................................. 66
7.1.1 Answering an Incoming Call.................................................................................................... 66
7.1.2 Reject an Incoming Call........................................................................................................... 66
7.1.3 Silencing an Incoming Call ...................................................................................................... 67
7.1.4 Ending a Call............................................................................................................................ 67
7.2 Initiating a Call ............................................................................................................................... 67
7.2.1 Initiating a Call from Idle......................................................................................................... 67
7.2.2 Initiating a Call from Contacts ................................................................................................ 68
7.2.3 Initiating a Call from Calls ....................................................................................................... 68
7.2.4 Initiating a Call from the Central Directory............................................................................. 68
7.3 Call Holding/Retrieving .................................................................................................................. 69
7.4 Attended and Unattended Transfer of a Call................................................................................. 69
7.4.1 Attended Transfer................................................................................................................... 69
7.4.2 Unattended Transfer .............................................................................................................. 70
7.5 Swap between Two Calls ............................................................................................................... 71
7.6 Call Waiting .................................................................................................................................... 72
7.7 Conference Call .............................................................................................................................. 73
7.7.1 Establishing a Conference Call................................................................................................ 73
7.7.2 Terminating a Conference Call................................................................................................ 74
8 Shared Call Appearances ..................................................................................................................76
8.1 Extended Status Bar....................................................................................................................... 76
8.2 Shared Line Selection..................................................................................................................... 77
8.3 Detailed View................................................................................................................................. 78
8.3.1 New Call .................................................................................................................................. 78
8.3.2 Barge-In................................................................................................................................... 79
8.3.3 Retrieve................................................................................................................................... 79
9 Accessories........................................................................................................................................80
10 Troubleshooting................................................................................................................................81
9.1 Operational problems.................................................................................................................... 81

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1 About This Document
This document describes the features and functionalities available in the IP8630M Handset. We
describe how to operate the handset without going into details of its mechanical features. The
reference for features and operation in this manual is generic mode.
1.1 Audience
This guide is intended for everyday users as well as system administrators.
1.2 Abbreviations
For the purpose of this document, the following abbreviations hold:
DECT: Digital Enhanced Cordless Telecommunications
IPEI: International Portable Equipment Identity
MAC: Media Access Control
PBX: Private Branch Exchange
1.3 References/Related Documentations
[1]: How_To_Deploy_SME_Network_V1.3
[2]: SME VoIP System Guide, Version 2.5
1.4 Document History
Revision Author Issue Date Comments
1.0 KMH 13-Feb-2014 New version
1.1 KMR 3-Dec-2014 Reference sw version is V316
1.2 KMH 22-Dec-2014 Aligned with firmware V323.14
1.4 KMR 14-April-2015 Aligned with firmware V324.6

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2 Making Handset Ready
In this chapter we briefly describe how to prepare the handset for use, install, and how to insert and
charge new batteries.
2.1 Package - Contents/Damage Inspection
2.1.1 Before Package Is Opened
Examine the shipping package for evidence of physical damage or mishandling prior to opening. If
there is proof of mishandling prior to opening, you must report it to the relevant support center of the
regional representative or operator.
2.1.2 Contents of Package
Make sure all relevant components are available in the package before proceeding to the next step.
In principle, every shipped handset unit package/box contains the following items:
1 x Handset module
1 x Battery cover
1 x Handset Belt hook
1 x Charger
1 x A/C Adaptor
1 x Battery

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2.1.3 Damage Inspection
The following are the recommended procedure for you to use for damage inspection:
1. Examine all relevant components for damage.
2. Make a “defective on arrival - DOA” report or RMA to the operator. Do not move the shipping
carton until it has been examined by the operator. The operator/regional representative will
initiate the necessary procedure to process this RMA. They will guide the network
administrator on how to return the damaged package if necessary.
3. If no damage is found then unwrap all the components and dispose of empty
package/carton(s) in accordance with country specific environmental regulations.
2.2 Before Using the Phone
The following are the precautions users should read before using the handset:
2.2.1 Installing the Battery
1. Never dispose battery in fires, otherwise it will explode.
2. Never replace the batteries in potentially explosive environments, e.g. close to inflammable
liquids/gases.
3. ONLY use approved batteries and chargers from the vendor or operator.
4. Do not disassemble, customize or short circuit the battery
2.2.2 Using the Charger
Each handset is charged through the use of a handset charger. The charger is a compact desktop unit
designed to charge and automatically maintain the correct battery charge levels and voltage. The
handset charger is powered by AC supply from 110-240VAC that supplies 5.5VDC at 600mA. When
charging the battery for the first time, it is necessary to leave the handset in the charger for at least 10
hours before the battery is fully charged, and the handset is ready for use.
2.2.3 Handset in the Charger
For correct charging, ensure that the room temperature is between 0°C and 25°C / 32°F and 77°F. Do
not place the handset in direct sunlight. The battery has a built-in heat sensor which will stop charging
if the battery temperature is too high.
If the handset is turned off when placed in charger, the handset turns on and shows (shortly) the
charging message “The battery is charging”. After a while the display backlight first dim and then turns
off (if demo mode is not enabled). There will be response for e.g. incoming calls.
If the handset is turned on when placed in charger, the display shows (shortly) the charging message
“The battery is charging”. After a while the display backlight first dim and then turns off if unless “Idle
Screen Saver” is switched on.

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2.2.4 How to Open Back Cover
1. Press down the back cover lock and lift back cover away from the handset.
2. Remove Back Cover from Handset
2.2.5 How to Replace Battery
Remove the back cover from the handset as showed in section 2.2.4 How to Open Back Cover above.
Then remove the old battery and replace with a new one.
2.2.6 Handset Serial and IPEI/IPUI Number
The serial number and IPEI/IPUI number of each handset is found either on a label, which is placed
behind the battery, or on the packaging label. First, lift off handset back cover and lift the battery and
read the serial number.

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3 Phone Overview
This section contains an overview of the handset from a front and a rear view.
3.1 Handset – Front View
1. Earpiece Speaker
2. Screen
3. Navigation Keys (Up/Down/Right/left)
4. Selection Key (Centre of Navigation Keys)
5. Call Key/ Accept Call Key (Off-hook key)
To answer a call, and functions as a short cut to the
Call list.
6. End, ON/OFF Key, Back Key (On-hook key)
To end call, to return to a previous menu, and to
switch the handset on/off by long press.
7. Activity Menu Key
To enter all the menus available on the handset.
8. Speaker Key
To enable/disable speaker mode during call.
9. 3 Softkeys
Are used for different commands in the different
menus on the handset, and changes according to
what is displayed on the screen.
10. LED
Indicates incoming call, missed call, messaging, low
battery, and charging.

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3.2 Rear View - Handset
11. Headset connector (3.5mm)
This is for connecting a headset. The connector is
protected against dust by the headset connector
cover.
12. Volume Up Key (Side Key)
To increase the volume during call.
13. Volume Down Key (Side Key)
To decrease the volume during call.
14. Mute Key (Side Key)
To turn off the microphone in call, so that the
counterpart is muted.
15. External Speaker
Is used when speaker mode is enabled in call.
16. Battery
17. Strap Hole
To attach a belt hook, so that the handset can be
attached to a pocket, belt, or similar.

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4 Display
This section contains a description of the different icons seen in the idle and in the menu.
4.1 Icons and Text in the Display
All functions and settings available to the handset user are shown as icons and text in the display. The
icons and text in the display indicate functions and settings to which you have access.
The picture below shows a typical idle screen that displays the time and date, display name which is
set on the web interface of the base station, registration number, and handset name which is set
locally on the handset. This active area is also the area for dialog window text if there has been a
missed call, or an action needs to be confirmed.
In the softkey bar at the bottom of the idle screen it is possible to access from the left: Contacts,
Central Directory, and Calls.
The status bar at the top of the idle screen is always visible in all screens. This displays icons which give
the user information about signal strength, missed call, new message, phone lock, key lock, sound off,
time, and battery status. These icons are shown and explained shortly in the following:
“Signal strength” icon is always visible in the upper left corner. The number of green staples is
displayed according to the strength of the signal.
“Battery” icon is always visible in the upper right corner, and shows how much battery that is left
on the handset.
“Full battery” icon is displayed when the handset is fully charged.
This battery icon is displayed when there is 20% to 32% battery left on the handset.
”Low battery” icon is displayed when there is 10% to 20% battery left on the handset.
“Missed call” icon is displayed in the status bar, and indicates that there has been a missed call
which can be seen in the call list.
“Voice mail message” icon is displayed in the status bar when there are voice mails that have not
been listened to. This icon remains until the voice mail has been listened to.

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“Message” icon is displayed in the status bar when there are messages on the handset that have
not been read.
“Alarm” icon is displayed in the status bar and indicates that an alarm has been set on the handset.
“Silent Alarm” icon is displayed in the status bar when the handset is in silent mode, or if the
volume is set to the mute and an alarm is enabled.
NOTE: Alarms are not supported in the ShoreTel Multi-Cell DECT System.
“Sound off”/”Silent” icon is displayed in the status bar when silent mode is enabled on the
handset.
“Keylock” icon indicates when the keypad is locked, and the user needs to long press the *-key to be
able to use the handset again.
“Do not disturb” icon is displayed in the status bar when this feature is enabled; in this case the
handset does not react on any incoming calls.
“HD” icon is displayed during a call if the quality of the call is “High Definition” and hereby using
the 722 codec (also called a wideband call).
NOTE: The ShoreTel Multi-Cell DECT System does not support the G.722 codec.
4.2 Menu icons
All the menus available on the handset are displayed when the menu key is pressed from idle. The
available menus are seen in the screen below.
The status bar at the top of the display is always displayed independent of which menu is selected, and
the softkey bar gives the possible options to select in every menu. In the active area of the screen the
name of the menu selected is displayed at top, and all the available menus to select are displayed.
During navigation across the different menus the highlighted icon is moving to indicate where the
navigation key is. The menu icons are showed and shortly explained in the following:
The “Contacts” menu contains all names/numbers in the local phonebook.

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The “Central directory” menu contains all names/numbers in the central directory of the
system. This is set up in the web interface of the base system (see the additional base station manual
document for further information on this via [2])
The “Calls” menu contains call lists and call times.
The “Connectivity” menu contains options to register/deregister the handset and network
options.
The “Settings” menu contains personal handset settings such as time/date, language, handset
name, etc.
The “Messaging” menu contains messages received on and sent from the handset along with
the available messaging settings.
The “Alarms” menu contains personal handset settings for the alarm.
NOTE: Alarms are not supported in the ShoreTel Multi-Cell DECT System.
The “F-Keys” menu contains personal handset settings for the F-Keys.
NOTE: Function keys are not supported in the ShoreTel Multi-Cell DECT System.
The “Alarm List” menu contains alarms received on the handset.
NOTE: Alarms are not supported in the ShoreTel Multi-Cell DECT System.
4.3 Keys and Buttons
4.3.1 Navigation Keys/Selection Key
Use this key when navigating in menus, and to move the cursor when writing some text or a number.
The navigation keys are used for stepping left/right and up/down when navigating in the menus.
When selecting or entering a menu use the selection key in the middle of the navigation keys.
4.3.2 Softkeys
The handset has three softkeys located just beneath the display, and the
function of these is indicated by text in the display just above each softkey according to the respective
screen.

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4.3.3 Speaker Key
The speaker key is used to shift between speaker mode and normal mode during call. When the
handset is set to speaker mode during call the speaker key lights up in red, and the sound comes from
the speaker on the back of the handset.
4.3.4 Activity Menu Key
When using this key from idle the activity menu is opened from which all the different menus
available on the handset can be opened.
4.3.5 Off-hook Key
This key is used for answering an incoming call, or dialing a number either directly from the idle,
or from the contact list, call list, or central directory. Pressing this key in idle opens the call list.
4.3.6 On-hook, and On/Off Key
The On-hook key is used for disconnecting calls, and returning to the previous menus when
navigating in any menu. A long-press in idle will switch the handset off, and a long-press when the
handset is switched off will switch the handset on.
4.3.7 Speed Dial Keys
Any key from “2” – “9” can be set as a speed dial key. A long press on any of these numbers when the
handset is in idle can be set to a short cut to calling any contact in the contact list, or in the F-Key list.
For additional information on this feature see 7.1.4 Speed Dial/On Touch Dial.
NOTE: F-keys are not supported in the ShoreTel Multi-Cell DECT System.
4.3.8 Volume Button
These two volume buttons placed on the upper left side of the handset are used for
increasing/decreasing the volume during a call.
NOTE: These buttons are used to control the volume when using the earpiece, a headset, and the
loudspeaker, and the lowest volume will not mute the handset.
4.3.9 Mute Button
The mute button is placed under the volume buttons on the left side of the handset. This button is
used during call to mute the call so that the microphone in the handset is turned off, and the
counterpart cannot hear you, but you are still able to hear the counterpart of the call.

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When the mute function is enabled during a call it is indicated on the “Connected” screen with the
image of the handset that is red as seen above. Mute is turned off by pressing the mute button again.
Furthermore, a press on the mute button when the handset is in idle will activate the “Push To Talk”
function; for further information on this feature see section 6.5.15 Push To Talk.
4.4 The Keypad
The keypad is used when entering a name or number, and the sketch below shows the available
characters on the handset.
NOTE: Depended on the selected menu language, other characters can be available. Therefore the
character order can differ from the table above.
4.4.1 Idle Mode, and Number Input Mode
When in idle a short press on a key enters the digits “0” – “9” and the characters * and #.
In number input mode, a long press on “0” generates a +.
4.4.2 In Text Input Mode
While in text input mode a short press on a key 0-9 displays the first available character on that
specific key. The marked character is then selected after a timeout, or when another key is pressed.
By pressing the *-key it is possible to change the text to be upper/lower case or only numeric (Abc,
abc, ABC, or 123).

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Use the 0 to add a space in the text.
4.4.3 Silent Mode from #-Key
By long-pressing the #-key when the handset is in idle, the handset will turn to silent mode, and a
“Sound Off” icon will be shown in the status bar. This feature enables that the user rapidly can turn
on silent mode. To turn off silent mode again long press the #-key.
NOTE: When this mode is enabled it is possible to switch on the vibrator on the handset in Settings >
Audio Settings > Vibrator (see 6.5.1.5 Vibrator for further information). Please note that all the other
audio settings will be greyed out when the handset is in this silent mode.

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5 Basic Operation
The following explain three basic operations of the handset: how to switch the handset on/off, how to
lock/unlock the keypad, and the available options when entering a number in idle.
5.1 How to Switch the Handset On/Off
Switching on the handset
To switch the handset on long press the on-hook key to switch the handset on. When the
handset is on, it will display “Searching” for a short while until a signal is detected, and then the
handset is showing the registration number and is ready for use.
Switching off the handset
To switch the handset off return to the idle screen and long press the on-hook button , and the
handset will turn off.
5.2 Lock/Unlock the Keypad
To prevent accidentally pressing keys and making a call the keypad can be locked.
Locking the keypad
To lock the keypad long press the in idle, and a text message is displayed “Press and hold *”.
When the keypad is locked, the “Key Lock” icon is displayed in the status bar.
Unlocking the keypad
To unlock the keypad long press until the text message “Press and hold *” disappears.
NOTE: It is possible to answer/reject an incoming call while the keypad is locked.
5.3 Entering a number in idle
When entering a number in idle it is possible to call the number by pressing the off-hook key
Otherwise, the following three different options are available when a number is entered in idle.
Save
With this option the number can be added as a local contact by pressing the left softkey “Save”.
Line
Using this option, by pressing the middle softkey “Line”, you can choose which line the call should be
initiated from if the handset is set up to using different lines (see the base station manual for
additional information on this; reference [2])
Clear
Using the right softkey “Clear” deletes one character at a time to the left of the cursor.

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6 Menu Operation
In the following a description of the different menus and submenus on the handset will be given.
Before the functions of every menu are explained a menu tree will be showed at top to give an
overview of how to enter the different menus.
From idle it is possible to enter some of the menus directly via the three softkeys as displayed on the
image below. By pressing the left softkey the menu ‘Contacts’ is entered, via the middle softkey
‘Central Directory’ is entered, and using the right softkeys enters ‘Calls’ to see the different calls lists.
To enter the menu from idle press the menu activity key on the keypad, and all the different
menus can be entered:

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6.1 Contacts
In this menu all the local contacts on the handset are displayed. Below both a full and an empty local
phonebook is displayed.
6.1.1 Add Contact
To add a new contact press the right softkey “More”, select “Add contact”, and the information
displayed in the menu tree below can be filled out for the contact.
Hereby, it is possible to edit the name, add different phone numbers (work, mobile, home, and other),
and add a specific ringtone to be used for exactly this contact.
To save a new contact, press the left softkey “Safe”.
6.1.2 Call/Edit a Contact
When the “Contacts” menu contains contacts it is possible to “Call” or “Edit” each contact with the left
and middle softkey, respectively.

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Pressing “Call” initiates a call to this contact.
When pressing “Edit” it is possible to edit the name, work, mobile, home, other, or ringtone for the
highlighted contact.
6.1.3 Send Message to Contact
From Contacts it is possible to send a message directly to a contact in the list. How to do this is
displayed in the images below:
In this way, it is possible to send a text message directly to a specific contact. For more information on
the text messaging feature see section 6.6 Messaging.
NOTE: Text messaging is not supported in the ShoreTel Multi-Cell DECT System.
6.1.3 More Contacts Options
When a specific contact is highlighted, pressing “More” in the “Contacts” menu enables the features
seen below.