Mitel 5140 User manual

USER GUIDE
M I T E LM I T E L
IP Appliance
5140

3300 ICP - 7.0

-i-
Contents
ABOUT THE 5140 IP APPLIANCE 1
5140 IP Appliance Features 2
TIPS FOR YOUR COMFORT AND SAFETY 3
Don't cradle the handset! 3
Protect your hearing 3
Adjusting the viewing angle 3
FOR USERS ON RESILIENT 3300 ICP SYSTEMS 3
CUSTOMIZING YOUR 5140 APPLIANCE 4
Ringer Control 4
Handset, Headset and Speakerphone Volume 4
Display Contrast Control 4
Quick Key Programming 5
Language Change 5
MAKING AND ANSWERING CALLS 6
Make a call 6
Answer a call 6
End a call 6
Redial 6
Redial - Saved Number 6
Speed Call - Personal 7
Handsfree Operation 7
Auto-Answer 8

-ii-
CALL HANDLING 8
Hold 8
Transfer 9
Conference 9
Conference Split 9
Add Held 10
Swap 10
Call Forward 11
Call Forward - Remote 12
Call Forward - End Chaining 13
Call Forward - Forced 13
Call Forward - Override 13
Messaging - Advisory 13
Messaging - Callback 14
USING OTHER FEATURES 16
Account Codes 16
Callback 17
Attendant Call Hold - Remote Retrieve 17
Call Park 18
Call Pickup 19
Campon 19
Do Not Disturb 20
Override (Intrude) 20
Paging 20
Direct Paging 21
Reminder 22
Headset Operation 22
Headset Operation (with Feature Control Switch) 23
Music 23
Calculator 24
Group Paging / Meet Me Answer 25
Trunk Flash 26
Record a Call 27
Hot Desking 28
Tag Call 29

-iii-
USING THE APPLICATIONS 30
Personal Directory 30
Corporate Directory 31
Call Logs 32
Speed Dials 33
Bookmarks 33
Online Services 34
Mitel Networks IrDA Module 35
Speech Recognition 36
USING VISUAL VOICE MAIL 37
About the Voice Mail main screen 38
Sorting Messages 39
Playing messages 40
Making and Replying to Messages 41
Recording Memos 43
Creating Distribution Lists 43
Changing your Greetings, Name and Passcode 44

-1-
ABOUT THE 5140 IP APPLIANCE
The Mitel Networks 5140 IP Appliance is a digital telephone that also serves
as a gateway to your company network, providing you with real-time access
to applications and services such as web browsing, directory management
and visual voice mail.
The 5140 IP Appliance features a full-duplex speakerphone that allows you
the freedom to work at your computer during calls; the six command keys
and nine programmable quick keys provide convenient access to features.
Programming the quick keys is simple thanks to the easy-to-follow screen
prompts. For even easier programming use the Desktop Tool, a companion
application for the 5140 IP Appliance that runs on a PC.

-2-
5140 IP Appliance Features
Feature Function
1 - Ringing Indicator flashes to signal an incoming call.
2 - Audio Device
Controls switches between headset and handset operation; mutes the handsfree microphone; and adjusts the
sound level.
3 - Command Keys invokes the command or function described by the
adjacent label. The command or function changes
according to the screen you are in.
4 - Telephony Feature
Keys enables and disables Handsfree operation; places calls on Hold. The Speech Recognition key dials
the automated attendant or other service as
determined by system programming.
5 - Application Keys accesses functions, services, and applications
provided on the 5140 IP Appliance. See Using the
Applications for more information.
6 - Message Indicator flashes when you have a new voice message.
7 - InfraRed
Transceiver Lens links the 5140 IP Appliance to a Palm® Handheld™ Personal Digital Assistant (PDA) enabling users to
speed dial calls from their Palm OS address book or
to access features and telephone numbers
programmed on their own extension. For more
information on using the PDA, refer to the Mitel
Networks PDA and IrDA Module technical
documentation.
8 - Display Screen provides a large, high-resolution viewing area for
ease of use.
9 - Quick Keys invoke the command or function indicated by the
adjacent label. The bottom quick key is always your
Prime Line; the remaining quick keys are
programmable.
10 - Navigation Keys scrolls the display to the next or previous page. The
left arrow key backspaces, erasing any characters to
the left. The right arrow key inserts spaces. OK
performs the default command on a selected item.
11 - Dialpad Keys used for dialing when in phone mode and to enter
characters when in application mode.

-3-
TIPS FOR YOUR COMFORT AND SAFETY
Don't cradle the handset!
Prolon
g
ed use of the handset can lead to neck, shoulder, or back discomfort,
especially if you cradle the handset between your ear and shoulder. If you
talk on the phone a lot, you may find it more comfortable to use a headset.
See Headset Operation for more information.
Protect your hearing
Your 5140 IP Appliance has a control for ad
j
ustin
g
the volume of the handset
receiver or headset. Because continuous exposure to loud sounds can
contribute to hearing loss, keep the volume at a moderate level.
Adjusting the viewing angle
The stand built into your 5140 IP Appliance tilts to give you a better view of
the keys.
To adjust the viewing angle:
1. Depress the button on the stand at the back of the set.
2. Slide the stand in or out to achieve the desired angle.
3. Release the button.
FOR USERS ON RESILIENT 3300 ICP SYSTEMS
If durin
g
a call, you hear two beeps repeated every 20 seconds it means that
your phone is switching to a secondary 3300 ICP system. The call continues
but the keys and features on your phone stop working. The keys and most
features begin working again after you hang up. Normal operation resumes
when your phone switches back to the primary system. If your phone is idle
and switched to the secondary system, you'll see a flashing rectangle on the
display. The rectangle remains until the switch to the primary system is
complete.

-4-
CUSTOMIZING YOUR 5140 APPLIANCE
Ringer Control
To adjust the Ringer Volume while 5140 IP Appliance is ringing:
zPress the volume control buttons located above the display.
To adjust the Ringer Volume or Pitch while the 5140 IP Appliance is
idle:
1. Press SETTINGS.
2. Press the More command key.
3. Press the Ring Adjust command key.
4. Press the Ringer Vol or Ringer Pitch command key.
5. Press the volume control buttons located above the display to adjust the
volume or pitch.
6. Press SETTINGS.
Handset, Headset and Speakerphone Volume
To adjust the volume of the active receiver:
zPress the volume control buttons located above the display.
Display Contrast Control
To adjust the Display Contrast while the 5140 IP Appliance is idle:
zPress the volume control buttons located above the display.

-5-
Quick Key Programming
You can program your quick keys using the 5140 IP Appliance or the
Desktop Tool. The Desktop Tool is a companion application for the 5140 IP
Appliance that runs on a PC. It allows you to label the quick keys that you
programmed. The labels appear on the display and cannot be assigned from
the 5140 IP Appliance itself.
To display the feature that is currently programmed to a quick key:
1. Press SETTINGS.
2. Press a quick key.
3. Press another quick key or SETTINGS to exit the Settings menu.
To program a quick key:
1. Press SETTINGS.
2. Press a quick key.
3. Do one of the following:
To re-program the key, press the Change Key command key, and
then select a new feature.
To clear the key, press the Clear Key command key.
4. Press SETTINGS to exit the Settings menu.
Notes:
1. Use the Desktop Tool to assign labels to the quick keys.
2. When programming speed dial numbers you can insert a pause for dial
tone in the number by pressing Hold at the appropriate point; this
inserts a four second delay, for example, 1234P5678. The system dials
1234, waits four seconds, then dials 5678. If required, you can insert
multiple pauses.
Language Change
To change the language on the display:
1. Press SETTINGS.
2. Press the More command key until Language appears.
3. Press the Language command key.
4. Press the command key for the desired language.
5. Press SETTINGS to exit the Settings menu.

-6-
MAKING AND ANSWERING CALLS
Make a call
1. If necessary, press PHONE VIEW to exit the current application.
Press the quick key associated with the party you want to call.
Dial the number using the dialpad keys.
2. Continue the call using the speakerphone or lift the handset.
Answer a call
Do one of the following:
zLift the handset or press HANDSFREE.
The current application will remain open.
zPress PHONE VIEW to exit the current application, and then lift the
handset or press HANDSFREE.
Pressing PHONE VIEW will allow you to see the caller information.
End a call
Do one of the following:
zTo end a handsfree call, press the Hang Up command key.
zTo end a handset call, replace the handset.
Redial
To redial the last number that you manually dialed:
1. Lift the handset.
2. Press Redial command key.
Redial - Saved Number
To save the last number that you manually dialed:
1. Lift the handset.
2. Dial **79.
To Redial a saved number:
1. Lift the handset.
2. Dial *6*.

-7-
Speed Call - Personal
To store a personal Speed Call number:
1. Press SETTINGS.
2. Press the More command key.
3. Press Speed Call command key.
4. Press a quick key that isn't a line key.
5. Do one of the following:
To enter a new number, dial the number.
To enter the last number dialed, press the Redial command key.
6. If you want the number to be private, press the Make Private command
key.
7. Press the Save command key.
8. Press SETTINGS to exit the Settings menu.
Note: Use the Desktop Tool to assign labels to the quick keys.
To dial a stored personal Speed Call number:
1. Lift the handset.
2. Press a Speed Call quick key.
Handsfree Operation
To enable Handsfree Operation:
zPress HANDSFREE.
To switch from Handsfree to Handset operation during a call:
zLift the handset.
To temporarily disable/enable the microphone during Handsfree
Operation:
zPress MICROPHONE (the microphone LED turns on when the
microphone is disabled).
To end a Handsfree call:
Do one of the following:
zPress HANDSFREE.
zPress the Hang Up command key.

-8-
Auto-Answer
This feature automatically connects internal calls to your extension. Calls are
announced by a single burst of ringing; then, the microphone and speaker
are activated and the call is answered. You can continue the call handsfree
or use the handset.
To enable or disable Auto-Answer:
zPress Auto-Answer quick key.
(See Quick Key Programming for instructions on programming features to
your phone.)
To answer a call when you hear ringing:
zCommunicate by using the speaker and the microphone.
To end a call:
zPress the Hang Up command key.
-OR-
Wait for the caller to hang up.
CALL HANDLING
Hold
To place a call on Hold:
zPress HOLD.
To retrieve a call from Hold:
1. Lift the handset.
2. Press the line key with the flashing icon.
To retrieve a call from Hold at another extension:
zPress the flashing line key.
-OR-
Dial **1 and the number of the extension that placed the call on Hold.

-9-
Transfer
To Transfer an active call:
1. Press Trans/Conf command key.
2. Dial the number of the next party.
3. Do one of the following:
To complete the Transfer, hang up or press the Release Me
command key.
To announce the Transfer, wait for an answer, consult, and then han
g
up.
To return to the first call before completing the transfer, press the
Back To Held or Trade Calls command key.
Conference
To set up a Conference when a two-
p
arty call is already established, or
to add another party to an existing Conference:
1. Press Trans/Conf command key.
2. Dial the number of the next party.
3. Wait for an answer.
4. Press the Trans/Conf command key.
To leave a Conference:
zHang up.
Conference Split
To split a conference and speak privately with the original party:
zPress the Split command key.

-10-
Add Held
To move a call on Hold to another line appearance:
1. Press the available line key.
2. Press the Add Held command key.
3. Press the line key with the flashing icon.
To add a call on Hold to an existing conversation or conference:
1. Press the Add Held command key.
2. Press the line key with the flashing icon.
Swap
To call another party when you are in an established two-party call:
1. Press Trans/Conf.
2. Dial the number.
To alternate between the two parties:
zPress the Trade Calls command key.

-11-
Call Forward
Call Forward lets you redirect incoming calls to an alternate number when
your phone is busy, when you're not answering, or all the time.
"Busy" (Internal, External, and Both) redirects your calls when your
telephone is busy. "No Answer" (Internal, External, and Both) redirects your
calls after several rings if you don't answer. "Always" redirects all incoming
calls regardless of the state of your telephone.
Note: For information about using the To Me command key, see Call
Forward - Remote.
To program Call Forward:
1. Press SETTINGS.
2. Press the More command key.
3. Press the Forwarding command key.
4. Select a type of Call Forward. (For information about Call Forward To Me,
see Call Forward - Remote.)
5. Do one of the following:
To forward only internal calls, press the Internal command key.
To forward only external calls, press the External command key.
To forward both internal and external calls, press the Both command
key.
6. Dial the destination number.
7. Press the Save/On or press the Save/Off command key.
8. Press SETTINGS to exit the Settings menu.
To turn Call Forward on and off (once it has been programmed):
1. Press the Forwarding command key.
2. Press the Next command key until the type of Call Forward appears.
3. Press the Turn Fwd On or press the Turn Fwd Off command key.
4. Press SETTINGS to exit the Settings menu.

-12-
To cancel Call Forward:
1. Press SETTINGS.
2. Press the More command key.
3. Press the Forwarding command key.
4. Select the type of call forwarding.
5. Press the Save/off command key.
6. Press SETTINGS to exit the Settings menu.
Call Forward - Remote
To forward calls from a remote extension to your extension:
1. Press SETTINGS.
2. Press the More command key.
3. Press the Forwarding command key.
4. Press the To Me command key.
5. Dial the number of the remote extension.
6. Press the Save/On command key.
7. Press SETTINGS to exit the Settings menu.
To cancel Call Forward - Remote from the extension that set it:
1. Lift the handset.
2. Dial **77.
3. Dial the number of the remote extension.
4. Hang up.
To cancel Call Forward - Remote from the extension that was
forwarded:
1. Press Forwarding command key.
2. Press the Turn Fwd Off command key.
3. Press SETTINGS to exit the Settings menu.

-13-
Call Forward - End Chaining
To ensure that calls do not get forwarded again by the destination
number:
1. Lift the handset.
2. Dial 64.
3. Hang up.
To again allow calls to be forwarded by the destination number:
1. Lift the handset.
2. Dial **73.
3. Hang up.
Call Forward - Forced
To force an incoming call to be forwarded:
zPress the Forward Call command key.
Call Forward - Override
To override Call Forward and ring an extension:
1. Lift the handset.
2. Dial *1*.
3. Dial the extension number.
Messaging - Advisory
This feature displays a message on a calling extension's phone to say that
you are, for example, on vacation, off sick, or in a meeting.
To turn Messaging - Advisory on or off:
1. Do one of the following:
Press SETTINGS.
Press the Messaging command key.
2. Press the More command key.
3. Press the Messaging command key.
4. Press the Advisory command key.
5. Press the Next Msg command key until the desired message appears.
6. Press the Turn Msg On or Turn Msg Off command key.
7. Press SETTINGS to exit the Settings menu.

-14-
Messaging - Callback
To leave a message waiting indication on a telephone when you hear
busy or ringback tone:
zPress Leave A Msg command key.
To respond to a message waiting condition on your telephone:
Do one of the following:
zPress Messaging followed by Call.
zLift the handset, and then press Messaging.
A call is placed to the messa
g
e sender (voice mail system or extension user)
that left the oldest message.
To read messages before responding:
1. Press the Messaging command key.
2. If a password is required, enter your password and press the Enter
command key.
3. Press the Read Message command key.
4. Press the Call Me Back command key.
5. Do one of the following:
To call the message sender, press the Call command key.
To delete the message, press the Erase Msg Call command key.
To view the next message, press the Next Msg command key.
To check for messages from a remote extension:
1. Press the Messaging command key.
2. Press the Remote Msgs command key.
3. Dial your extension number.
4. Press the Enter command key.
5. If a password is required, enter your password and press the Enter
command key.
6. Press the Read Message command key.

-15-
To set a password (up to 7 digits, not including 0):
1. Press the Messaging command key.
2. Press the New Password command key.
3. Enter a password.
4. Press the Enter command key.
5. Enter the password again.
6. Press the Enter command key.
7. Press SETTINGS to exit the Settings menu.
To change or clear your password:
1. Press the Messaging command key.
2. Press the New Password command key.
3. Enter your current password.
4. Press the Enter command key.
5. Press the New Password command key.
6. Enter your current password.
7. Press the Enter command key.
8. Do one of the following:
To change your password, enter a new password and press the Enter
command key.
To clear your password, press 0.
9. Press SETTINGS to exit the Settings menu.