Mitel 3600 Product information sheet

MITEL IP PHONE USER REFERENCE GUIDE
Release 4.0

NOTICE
The information contained in this document is believed to be accurate in all respects but is not warranted
by Mitel Networks™ Corporation (MITEL®). 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
affiliates and subsidiaries assume no responsibility for any errors or omissions in this document. Revisions
of this document or new editions of it may be issued to incorporate such changes.
No part of this document can be reproduced or transmitted in any form or by any means - electronic or
mechanical - for any purpose without written permission from Mitel Networks Corporation.
Trademarks
M Mitel (design) is a registered trademark of Mitel Networks Corporation.
Other product names mentioned in this document may be trademarks of their respective companies and
are hereby acknowledged.
Mitel 3600 Hosted Key System – Mitel IP Phone User Reference Guide
Release 4.0
February 2008
®,™ Trademark of Mitel Networks Corporation
© 2004 - 2008 Natural Convergence Inc. All rights reserved.

Table of Contents
iii
Introduction. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1
Setting your language . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2
Setting your language for the web interface . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .2
Setting your language for the phone text . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .3
Language for Voice Mail . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .3
What's new in Release 4.0 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4
Using the phone system . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4
Using Mitel®5340 IP phones . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .5
Mitel 5340 IP phone . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .5
Initial setup for 5340 phone service . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .6
Activating a 5340 phone . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .6
Answering a call on the 5340 phone . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .7
Using features via the 5340 phone . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .9
Voice mail on the 5340 phone . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .25
Volume control on the 5340 phone . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .25
Using the Mitel 5020/5220/5224 IP phone . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .26
Mitel 5224 IP Phone . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .26
Mitel 5020/5220 IP Phone . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .28
Initial set-up for phone service . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .28
Answering a call . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .30
Making a call . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .32
Using features via the phone . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .33
Account codes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .34
Using call lists . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .36
Company speed dial . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .38
Forwarding your phone . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .39
Handsfree answerback . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .41
Hold . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .41
Intercom Calls . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .42
Join/Leave group . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .42
Line appearance . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .43
Login . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .43
Logout . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .44
Monitored groups . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .45
Monitor call . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .46
Monitor Phone . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .47
Mute . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .47
One-Touch speed dial . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .47
Page . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .47
Park and retrieve . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .48
Speaker . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .49
Transfer call . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .49
Transferring a call to voice mail . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .50
Twinned calls . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .50
Using voice mail . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .51

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Using volume control . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .51
Using the Mitel 5212 IP Phone . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .52
Initial set-up for Mitel 5212 IP phone service . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .52
Answering a call on the 5212 IP phone . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .53
Making a call on the 5212 IP phone . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .55
Using features via the 5212 IP phone . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .56
Account codes on the 5212 IP phone . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .57
Call list on the 5212 phone . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .59
Redial on the 5212 IP phone . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .60
Company speed dial on the 5212 IP phone . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .60
Directory on the 5212 IP phone . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .61
Forwarding your 5212 IP phone . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .61
Handsfree answerback on the 5212 phone . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .63
Hold on the 5212 IP phone . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .63
Intercom calls on the 5212 phone . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .63
Join/Leave group on the 5212 IP phone . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .64
Line appearance on 5212 IP phone . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .65
Message on the 5212 IP phone . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .65
Monitor Groups on 5212 IP phone . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .65
Monitor Call on 5212 IP phone . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .66
Monitor Phone on 5212 IP phone . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .67
Mute on 5212 IP phone . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .67
One touch speed dial on 5212 IP phone . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .67
Page on the 5212 IP phone . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .67
Park and retrieve on the 5212 IP phone . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .68
Speaker on the 5212 IP phone . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .69
Transfer call on the 5212 IP phone . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .69
Transfer to voice mail from the 5212 IP phone . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .70
Twinned Calls on the 5212 IP phone . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .70
Voice mail on 5212 IP phone . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .70
Volume control on the 5212 IP phone . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .71
Using the Telematrix 3000 phone . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .71
Telematrix 3000 phone . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .72
Initial setup for Telematrix 3000 phone . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .72
Activating a Telematrix 3000 phone . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .73
Answering a call on the Telematrix 3000 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .73
Using the Telematrix 3000 handset . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .73
Using the Telematrix 3000 speakerphone . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .73
Switch from speakerphone to handset on the Telematrix 3000 . . . . . . . . . . . . . . . . . . . . . .74
Answering a second call on the Telematrix 3000 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .74
Making a call on the Telematrix 3000 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .74
Making a second call on the Telematrix 3000 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .74
Using features via the Telematrix 3000 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .75
Joining two calls on the Telematrix 3000 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .75
Account code speed entry on the Telematrix 3000 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .75

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Redial on the Telematrix 3000 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .76
Company speed dial on the Telematrix 3000 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .76
Forwarding the Telematrix 3000 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .76
Handsfree answerback on the Telematrix 3000 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .78
Hold on the Telematrix 3000 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .78
Intercom to co-worker on the Telematrix 3000 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .78
Join/Leave group on the Telematrix 3000 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .78
Line appearance on the Telematrix 3000 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .79
Message on the Telematrix 3000 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .79
Monitor Groups on the Telematrix 3000 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .79
Mute on Telematrix 3000 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .81
One touch speed dial on the Telematrix 3000 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .81
Page on the Telematrix 3000 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .81
Speaker on the Telematrix 3000 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .82
Transfer call on the Telematrix 3000 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .82
Transfer to voice mail from the Telematrix 3000 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .82
Twinned Calls on the Telematrix 3000 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .83
Voice mail on the Telematrix 3000 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .83
Volume control on the Telematrix 3000 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .83
Using a headset . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .84
Connect and configure the headset . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .84
Answer a Call . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .84
End a Call . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .84
Mute . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .85
To make a call . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .85
Switching to the handset . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .85
Using a Programmable Key Module . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .85
Mitel 5310 IP Conference Unit . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .86
Using other phones . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .86
Personalizing phone usage via the web. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 87
Web login . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .87
To stop the security alert at log in . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .88
Forgotten PIN . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .88
Change PIN . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .88
Web logout . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .89
Quick set-up . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .89
Change user details . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .90
Record your name for the Auto Attendant . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .90
Permissions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .91
Permission types . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .92
Configure phone . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .92
Program memory keys . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .93
Program memory keys on PKM . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .94
Programmable memory key features . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .95
Select key mapping profile . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .100

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Print phone labels . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .100
Call Coverage . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .100
Twinning . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .101
Call groups . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .102
Join/leave call groups . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .102
Directories . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .102
View the internal directory . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .103
View the external directory . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .103
Sort directory list . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .103
Find a person in the internal directory . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .103
Find an entry in the external directory . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .103
Click to Call . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .103
Print a directory . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .104
Dynamic site . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .104
Create a dynamic site . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .105
Release a dynamic site . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .105
View dynamic site information . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .105
Connect your phone on a dynamic site . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .106
Web pages . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .106
My settings . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .106
Company directories . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .107
Getting more help. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 108
Phone Messages. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 108
Glossary . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 111
Index . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 117

Introduction
1
Introduction
This document is provided as a reference guide for the use and configuration of your Mitel®
5212 IP Phone,Mitel 5020 IP Phone, Mitel 5220 IP Phone, Mitel 5224 IP phone, Mitel 5340 IP
phone, and Telematrix 3000 phone and the phone system features. The document has two
main sections:
1. “Using the phone system” on page 4 provides information on
• The phones and their features
• Making and answering calls
• Using the phones’ features
2. “Personalizingphoneusagevia the web” on page 87 providesinformationon customizing
your phone based on your personal preference. Information includes how to
• Set up your call coverage
• Program your memory keys
• Change your PIN
• Record your name announcement for the auto attendant
• View your personal information
Customizations are performed using a web interface.
Note: The information in this document is also accessible online in the web interface by
selecting the Help button at the top or bottom of any page. Context-sensitive help is
available by selecting the icon on any page.

Mitel IP Phone User Reference Guide
2
Setting your language
Ifyoursystemhasbeensetupformultiplelanguages,youcansetthelanguageforyouraccess
to the web interface as well as the phone’s LCD display.
Setting your language for the web interface
To set your language for the web interface, you need four things: (1) your extension, (2) your
PIN, (3) the Login URL, and (4) access to the Internet using Internet Explorer 6.0 or later or
Firefox 1.5.0.4 or later. These are all available from your administrator.
You first need to determine the Language Selection URL. Your administrator will provide you
with a Login URL. The Login URL should be of the form:
https://<Name or IP Address>/webadmin/login/<YourCompany>
Replace the bold part with "select_language" to create the Select Language URL:
https://<Name or IP Address>/webadmin/select_language/company
For example, if your Login URL is:
https://78.1.2.3/webadmin/login/MyCompany
then the Select Language URL will be
https://78.1.2.3/webadmin/select_language/MyCompany
To change your language for the web interface, follow these steps:
1. Start your web browser.
2. Enter the Select Language URL you determined above.
3. Choose your language by selecting the appropriate button.
4. Bookmark this page and use it for all future logins to the system.
5. Type your User ID (your extension).
6. Type your PIN.
7. Select the Login button. The Home page should be displayed.

Setting your language
3
Setting your language for the phone text
To change your language for the phone text, follow these steps:
1. After logging in to the web interface, select My Personal Details in the Navigation pane.
The Personal Details page is displayed with your personal details in the Information pane.
2. Select your language from the pull down list in the Language for Phone field.
3. Select the Save button to save the information.
Language for Voice Mail
If you have a voice mail box, the language used for the voice mail box will be the same as the
language that was originally set (by your Administrator when creating your extension) in the
"Language for Phone” field. Modifying the field does not change the voice mail language. If
you wish to change the language for your voice mail box, contact your service provider.

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4
What's new in Release 4.0
The following document summarizes the changes between Release 3.1 and Release 4.0 of
Mitel® 3600 Hosted Key System (3600 HKS).
•Mitel 5340 IP phone—The new 5340 IP phone is a fully-supported MiNET phone in the
3600 HKS system with the same features and capabilities as the existing Mitel 5224 IP
phone and with display, memory key, softkey, and fixed key enhancements.
•Teleworking support for nomadic users—With the configured permissions from a telco
administrator, users cancreate a uniquesite (DynamicSite Support) withanIP connection
to the service provider. A PC reference client monitors any IP address change from which
a new site can be created.
•Emergency routing override—On a per-DID basis, a user can set an override to route
calls to a PSTN, a mobile, or an alternative extension.
•Tenant administrator recording of name announcements—Tenant administrators can
record the auto attendant name announcement on behalf of the phone end user.
•Monitorkeysinkeyprofiles—UserscannowaddMonitorCallandMonitorPhoneoptions
to a phone key profile.
Using the phone system
This section explains your phone features and how to use them after they have been enabled
through the web interface.
TheMitel 5340 IPphoneprovidessupportfor alltheuser functionality. ItalsoincludesMemory
keylabelLCD display. Thesetupandoperationofthisphoneis describedin““UsingMitel5340
IP phones” on page 5.
The Mitel 5020 IP phone and the Mitel 5020/5220 IP phone have the same functionality. The
Mitel 5224 IP Phone has similar functionality with different feature keys. The setup and
operation of these phones are described in “Using the Mitel 5020/5220/5224 IP phone” on
page 26.
The Mitel 5212 IP Phone has a smaller set of memory and feature keys than the others. This
phone’s setup and operation are described in “Using the Mitel 5212 IP Phone” on page 52.
The Telematrix 3000 phone has similar functionality but without the LCD display. This phone's
setup and operation are described in “Using the Telematrix 3000 phone” on page 71.
AMitel5310conferenceunitcan alsobe connectedtoa Mitel5224IPphonetoprovideoptimal
hands-free sound quality. See “Mitel 5224 IP Phone” on page 26.

Using the phone system
5
Using Mitel 5340 IP phones
This section describes the Mitel 5340 IP phones. To set up your new phoneservice, see “Initial
setup for 5340 phone service” on page 6. For a description of your phone, see “Mitel 5340 IP
phone” on page 5. Other topics covered in this section are: “Answering a call on the 5340
phone” on page 7, “Making a call on the 5340 phone” on page 8, “Using features via the 5340
phone” on page 9, “Volume control on the 5340 phone” on page 25, and “Voice mail on the
5340 phone” on page “Volume control on the 5340 phone” on page 25.
Mitel 5340 IP phone
The Mitel 5340 IP phone has the following features:
Handsfree speakerphone
• Date/Time Display
• 2-line 20-character backlit Information Area Display
• 3 pages of 16 (total 48) multi-function memory keys with color LEDs
• Memory key label LCD display
• 6 Fixed function keys
• Mute and Speaker keys
• Message Waiting Lamp
• Dedicated headset jack
• Wall mountable
Figure 1: Mitel 5340 IP Phone

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6
TheInformationAreaDisplayshowsinformationaboutthecurrenttelephonecall(suchasname
and number).
There are six softkeys (the three on the right are currently not used). The meaning of each
softkey is displayed directly beside the key.
Therearethree pagesof16 memorykeys. Theicons atthe bottomofthe phoneindicatewhich
page is current. The page navigation buttons can be used to switch pages. The memory key
labels are also displayed beside each one.
Initial setup for 5340 phone service
To set up your new phone service, follow these steps:
1. Activate your phone. See “Activating a 5340 phone” on page 6.
2. Perform a Quick Set-up. See “Quick set-up” on page 89.
Activating a 5340 phone
To activate a phone you need (1) an extension, (2) a phone, and (3) a PIN. The administrator
can provide you with an extension and an initial PIN.
To activate your phone, follow these steps:
1. Disconnect your computer from the network.
2. Plug the phone into the network.
3. Plug the computer into the phone at the port marked PC.
4. Connect one endof the phone power pack into your phone and the other end into a power
outlet.
5. Wait for the Information Display Area to show "Logged Out" (this may take 30 seconds or
more).
6. Press the ACTIVATE softkey.
The Information Display Area will prompt you for your "Extension:"
7. Enter your extension.
8. If you have login/logout privileges, the Information Display Area will prompt you for your
"PIN:"
Enter your PIN, then press the ENTER softkey.
9. If you do not have login/logout privileges, the Information Area Display will show your
extension
Press the YES softkey.
You have now successfully activated the phone, and can make calls.
See“Quickset-up”onpage 89forinformationaboutinitialsettingsyoushouldconfigurethrough
the web interface.
Note: If your network is configured with Power Over Ethernet (POE), the above step is
not necessary.

Using the phone system
7
Answering a call on the 5340 phone
When an incoming call is received on a phone, several things happen: (1) thephone rings, (2)
a Line Appearance flashes, and (3) the Information Area Display shows the phone number of
the caller and, if known, the name of the caller.
You can answer an incoming call by picking up the handset, pressing the flashing Line
Appearance key, pressing the ANSWER softkey, or by pressing the key.
Because the Mitel 5340 IP phone has multiple pages of programmable memory keys, it is
possible that the call could appear on a Line Appearance key located on a different page from
the one being displayed. In this case, you can still answer the call by picking up the handset,
pressing the ANSWER softkey, or by pressing the key.
You can pull back a call that has been answered by a twinned target phone by pressing the
corresponding Line Appearance key. See “Twinned calls on the 5340 phone” on page 24
Using the 5340 handset
To answer your phone using the handset, follow these steps:
1. Lift the handset.
To end a call while using the speakerphone, choose one of the following:
• Press the END softkey.
• Press the handset.
Using the 5340 speakerphone
To switch from the handset to the speakerphone during a call, follow these steps:
1. Press the key.
2. Replace the handset.
To end a call while using the speakerphone, choose one of the following:
1. Press the END softkey.
2. Press the key.
Note: If you choose to ignore the incoming call and select a different line appearance,
the line appearance continues to flash but the phone stops ringing.

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8
Switch from speakerphone to handset on the 5340 phone
To switch from the speakerphone to the handset during a call, pick up the handset.
To end the call while using the handset, choose one of the following:
• Press the END softkey.
• Replace the handset.
Answering a second call on the 5340 phone
A second incoming call causes three things to happen: (1) the phone rings once, (2) a line
appearance flashes, and (3) the Information Area Display shows the number and name of the
caller, if known. If the name of the caller is unknown, either the phone number or "Unknown
Caller" is displayed.
To answer a second call, choose one of the following:
• Press the flashing Line Appearance key. This puts the active call on hold and answers the
second call.
• End the first call by replacing the handset. The phone will start ringing. Pick up the handset
again to answer the second call.
Toswitchbetweentwoactivecalls,presstheflashingLineAppearancekey.Thisputstheactive
call on hold, and activates the other call.
Answering a call group call on the 5340 phone
Whenanincomingcalltoacallgroupis receivedon aphone,thesecond lineof theInformation
Display Area shows the name of the group that was called. The first line continues to display
the number and name of the caller, if known.
You can answer an incoming call group call by using the handset or the speakerphone.
Making a call on the 5340 phone
To make a call, follow these steps:
1. Lift the handset. This will select the next available Line Appearance. You can also start
dialing the number without lifting the handset. This will automatically select the next avail-
able Line Appearance and operate in speakerphone mode.
Note: If the display shows )) prior to the number calling, this indicates that it is a second
call.
321: Robin Jones
For: Sales Group

Using the phone system
9
2. Tomakeaninternalcall,dialtheextension.Tomakeanexternalcall,dialtheprefixrequired
for external dialing (usually 9) followed by the number you want to call.
Whenyoufinishdialingthenumberthecallisplaced. Ifyouplaceaninternalcall,theInformation
Area Display shows the extension and name of the connected party once the call is answered.
If you place an external call, the Information Area Display shows the name of the connected
party, or if the name is unknown, the phone number.
3. To end the call, choose one of the following:
• Press the END softkey.
• Replace the handset.
4. To end the call before you have completed dialing, choose one of the following:
• Replace the handset if using the handset.
• Select the key if using the speakerphone.
• Press the END softkey.
Making a second call on the 5340 phone
To make a second call while on an active call, follow these steps:
1. Press any available Line Appearance key. This puts the active call on hold, and provides
dial tone for a second call.
2. Tomakeaninternalcall,dialtheextension.Tomakeanexternalcall,dialtheprefixrequired
for external dialing (usually 9) followed by the number you want to call.
3. When you finish dialing the number the call is placed.
4. If you place an internal call, the Information Area Display shows the extension and name
of the connected party once the call is answered. If you place an external call, the Infor-
mation Area Display shows the name of the connected party, or if the name is unknown,
just the phone number.
5. To switch between two active calls,press the flashingLine Appearance key. This puts the
active call on hold, and activates the other call.
Ending one call keeps the second call on hold. To reconnect to the second call, press the
flashing Line Appearance key.
Using features via the 5340 phone
This section explains the features available from your phone. Some of these features must be
pre-programmedinordertobeavailable.Tolearnhowtoprogramfeaturestokeyssee“Program
memory keys” on page 93.
Note: To use the speakerphone for step 1, press an available Line Appearance key or
the key instead of lifting the handset.

Mitel IP Phone User Reference Guide
10
3-way call on the 5340 phone
Using 3-Way Call, you can set up a phone call among three separate parties.
To activate 3-Way Call, follow these steps:
1. While on an active call, press the CONF softkey. This places the first call on hold, and
selects an available Line Appearance. The Information Area Display prompts you to enter
who to "Conf with:"
2. Enter the phone number of the third party.
3. The system dials the number and displays a "Calling" message along with the caller ID.
4. When the third party answers the call, the Information Area Display updates with the caller
ID.
5. Press the CONF softkey again. The 3-Way Call is now activated.
Joining two calls on the 5340 phone
The 3-way call feature allows you to conference together two calls on your phone's Line
appearances. To activate a 3-way call in these circumstances, follow these steps:
1. While on an active call, press the CONF softkey.
2. Select the Line Appearance of the person on hold that is to be connected.
3. Press the CONF softkey again. The 3-Way Call is now activated.
Account codes on the 5340 phone
Users can enter account codes against incoming and outgoing calls to associate those calls
with a particular client or account. Once entered, account codes are logged in the call records
kept by your service provider and can be provided to you on request. Your administrator can
enable and disable the Account Code feature for your business and specify the minimum and
maximum valid account code length.
Notes:
Until the CONF softkey is pressed a second time, the first party will remain on hold and
you can talk with the second party privately.
By putting a 3-Way Call on hold, the other parties can continue talking.
You can use the key instead of the CONF softkey. When using this key you must
press twice to activate a 3-way call or you will initiate a transfer instead.
Ifyouwanttheoptiontoleavetheconferenceandleavethetwopartiesconnected(when
both parties are external), you must have the permission Redirect Inbound Call to
External Number enabled.
Once the 3-Way Call is established, you can use the transfer feature to transfer both
parties to another party.
Note: To use the Account Code feature, a user must have a memory key programmed
withtheAccountCodefeatureorbeusingaphonekeyprofilethathasbeenprogrammed
with the Account Code feature.

Using the phone system
11
Account code entry on the 5340 phone
Account codes can be entered against incoming and outgoing calls to associate those calls
with a particular client or account. Account code entry is accepted before a call is placed or
during a call.
To enter an account code before you place a call, follow these steps:
1. Select the Account Code key.
2. Enter the account number using the phone keypad.
3. Press the CALL softkey to start your call. The next available line appearance is selected,
dialtone is heard and your phone display updates.
4. Proceed with making your call.
To enter an account code during a call, follow these steps:
1. Select the Account Code key.
2. Entertheaccountnumberusingthephonekeypad.Youhearatoneasyoupressthephone
keys, but the person on the other end does not. The Information Area Display shows the
account code entered.
3. Press the ENTER softkey when you have finished entering the account code.
Account code speed entry on the 5340 phone
Account code entry is accepted before a call is placed or during a call. To use this feature, it
mustbeenabledforyourbusinessandyoumusthaveamemorykeyprogrammedwithAccount
Code and a pre-programmed account code. See “Program memory keys” on page 93.
To enter a pre-programmed account code before you place a call, follow these steps:
1. Select the Account Code key. The Information Area Display briefly shows the account
code that has been pre-programmed.
2. The next available line appearance is selected, dialtone is heard and your phone display
updates.
3. Proceed with making your call.
To enter a pre-programmed account code during a call, follow these steps:
1. Select the Account Code key. The Information Area Display briefly shows the account
code that has been pre-programmed.
Notes:
Youcanre-enteranaccountcodeforacallmultipletimes.Thelastaccountcodeentered
is the account code that will be assigned to the call.
To cancel the account code entry, press the QUIT softkey.
If you enter an account code with an invalid length, the Information Area Display briefly
shows "Invalid Account Code". Contact your systemadministratortodeterminethevalid
account code length for your business.
You cannot assign an account code to a call once it has been completed.

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12
Call Lists on the 5340 phone
Call list on the 5340 phone
Call list keeps a list of the calls that you make and receive. The call list is accessible from your
phone.Youcan redialanycallsthatyoumadefromthecall list.See“Redialonthe5340phone”
on page 13. You may be able to dial a number from your incoming call list if it is supported by
your service provider.
To view the list of incoming calls received, follow these steps:
1. Press the CALLS softkey on your phone. If you have programmed one of your program-
mable keys as Incoming Calls List, you can press this key instead.
The caller's name of the most recent call that you received is displayed. If the name of the
caller is not known, the number will be displayed.
2. Use the keys to navigate the list.
3. Press the TIME softkey if you wish to display the time and date of the call.
4. Press the NUMBER softkey if you wish to display the number of the caller.
5. Press the NAME softkey if you wish to display the name of the caller again. If the name is
not known, this option is not available.
6. Press the QUIT softkey to exit from the call list.
To call a number from your incoming calls list (only available if dialing from the incoming call
list is supported by your Service Provider):
1. Pressthe CALLS softkeyon your phone(or the IncomingCallsList programmedkey). The
caller's name of the most recent call that you received is displayed.
2. Use the keys to navigate the list.
3. Press the DIAL softkey to make a call to the displayed number.
The next available Line Appearance is selected and the system will attempt to dial the
displayed number by prefixing it with the appropriate digits for external dialing (usually "9"
or "91" depending on configuration). If the number can be dialed as such, you will hear
ringing once the call has been placed. If the number cannot be dialed as such, the call will
fail and youwill have todial the number manually rememberingto includethe proper prefix
digits.
Notes:
Youcanre-enteranaccountcodeforacallmultipletimes.Thelastaccountcodeentered
is the account code that will be assigned to the call.
To cancel account code entry before the call is placed, replace the handset (or, if using
the speakerphone, press the key). Account code speed entry during a call cannot
be cancelled.
Ifthepre-programmedaccountcodehasaninvalidlength,thephoneLCDbrieflydisplays
"InvalidAccountCode".Contactyoursystemadministratortodeterminethevalidaccount
code length for your business.
You cannot assign an account code to a call once it has been completed.

Using the phone system
13
Redial on the 5340 phone
Using Redial you can view a list of calls that were made and also redial a number in that list
without using the keypad. The maximum amount of numbers in your redial list is typically ten
but is dependant on your service provider.
To use Redial, follow these steps:
1. Press the REDIAL softkey or the key.
The number that you most recently dialed is displayed.
2. Use the keys to navigate the list (if required).
3. Press the TIME softkey if you wish to display the time and date of the call.
4. Press the NUMBER softkey if you wish to display the number dialed.
5. Once the required numberis displayed, press theDIAL softkey to make the call. The next
availableLine Appearance is selected and you will hearringingonce the number hasbeen
dialed.
Company speed dial on the 5340 phone
Using Company Speed Dial, you can call a number from the External Directory by pressing a
singlememorykeyonyourphone.Tousethisfeature,youmusthaveaphonekeyprogrammed
with Company Speed Dial. See “Program memory keys” on page 93.
To make a call using the company speed dial, choose one of the following:
•PresstheCompanySpeedDialkeyfor thenumber youwanttocall.The systemwillselect
the next available Line Appearance for you and activate the speakerphone.
• Activate the speakerphone and press the Company Speed Dial key.
• Selectan availableLineAppearance.Thiswillactivatethespeakerphone.PresstheCom-
pany Speed Dial key
• Lift the handset and press the Company Speed Dial key for the number you want to call.
Notes:
The position of the call in the call list is displayed in front of the phone number.
The *symbol beside the position of the call means that the call was not answered.
*CALLS means that there has been at least one unanswered call since the last time
you viewed the list of calls you received.
Notes:
The * symbol beside the position number means that the call was not answered.
The position of the call in the call list is displayed in front of the phone number.
Press the QUIT softkey or the key to exit from the call list .

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14
Directory on the 5340 phone
Usingthe Directory,you can viewtheInternalDirectoryonyourphone'sLCD screenand make
calls.
You can access the directory with the phone on-hook or off-hook. To view the directory, follow
these steps:
1. Press the MENU softkey.
The phone displays the menu options.
2. Press the DIR softkey.
The system displays the first name in the directory on the first line of the Information Area
Display.
3. Use one of the following options to locate the person that you would like to call:
• Pressthenumberonthekeypadfortheappropriatefirstletteroftheperson'slastname.
For example, press "5" twice for "K".
• Scroll down or up, using the keys to find the name you want.
4. Once the correct name is displayed, press the DIAL softkey.
Forwarding your 5340 phone
Using the forwarding features, you can forward your phone by following the procedures
described in the following sections:
• “Forwarding your 5340 phone to auto attendant” on page 14
• “Forwarding your 5340 phone to co-worker” on page 14
• “Forwarding your 5340 phone to coverage” on page 15
• “Forwarding your 5340 phone to number” on page 15
• “Forwarding your 5340 phone to prompt” on page 15.
Forwarding your 5340 phone to auto attendant
Using Forward to Auto Attendant, you can sendall incoming calls to a selected auto attendant.
Press the Forward to AA key once to turn the feature on. Press the key a second time to turn
thefeatureoff.The LEDon theprogrammedkey indicateswhenthephoneis beingforwarded.
To use this feature, you must have a key programmed with Forward to Auto Attendant. See
“Program memory keys” on page 93.
Forwarding your 5340 phone to co-worker
Using Forward to Co-worker, you can send all incoming calls to a selected co-worker. Press
the Forward to Co-worker key once to turn the feature on. Press the key a second time to
turn the feature off. The LED on the programmed key indicates when the phone is being
forwarded.
Note: Note: If you have this feature turned on when you log out of your phone all your
calls will be forwarded to the auto attendant.